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TRAINING GUIDE

Product

Web3 Supplier Portal

Document: Web3 Supplier Portal Training Guide

Version: 1.00

Author: Brian Couzins

Date: 25th January 2011

Copyright StatementDisclosure to Non-Wax Digital EmployeesThis document may not be copied to, given to, copied by, or discussed with, any non-Wax Digital employee, without first obtaining Wax Digital’s express permission in writing.

The information contained in this document is confidential and is submitted by Wax Digital on the understanding that it will be used only by the recipient and staff or consultants to the recipient and that, where consultants are employed, their use of this information is restricted to use in relation to the business of the recipient. In particular, the contents of this document may not be disclosed, in whole or in part, to any other party without the prior written consent of Wax Digital.

Copyright in this document remains vested in Wax Digital Ltd. All rights reserved.

Web3 Supplier Portal Training Guide

Table of Contents

ContentsPROJECT LIST................................................................................................................................................. 4

DISTRIBUTION LIST..................................................................................................................................................4AMENDMENT HISTORY.............................................................................................................................................4POINTS OF CONTACT...............................................................................................................................................4

Wax Digital....................................................................................................................................................4Client.............................................................................................................................................................4

REFERENCED DOCUMENTS........................................................................................................................................4SIGNOFF CONTROL SHEET........................................................................................................................................4

PURPOSE OF THIS DOCUMENT....................................................................................................................... 4

MANAGEMENT SUMMARY............................................................................................................................ 5

APPLICATION LAYOUT..............................................................................................................................................5

DASHBOARD.................................................................................................................................................. 7

ACKNOWLEDGE ORDERS................................................................................................................................ 8

Find an order to acknowledge.......................................................................................................................8Acknowledge the Order.................................................................................................................................8

ORDER AMENDMENTS................................................................................................................................. 10

AMEND ORDER DETAILS........................................................................................................................................10Find an order to amend...............................................................................................................................10

VIEW APPROVED AMENDMENTS..............................................................................................................................10Rejected and approved amendments..........................................................................................................10

ACKNOWLEDGED ORDER HISTORY...............................................................................................................12

Find an acknowledged order.......................................................................................................................12

INVOICING................................................................................................................................................... 13

INVOICE BUILDER..................................................................................................................................................13Find order lines to invoice...........................................................................................................................13Add order lines to the invoice basket..........................................................................................................13Proceed to Invoice.......................................................................................................................................14Confirm the Invoice.....................................................................................................................................15

VIEW INVOICE STATUS................................................................................................................................. 17

Find an invoice.............................................................................................................................................17

VIEW INVOICES READY FOR PAYMENT.........................................................................................................18

CREDIT NOTE REQUESTS FOR AUTHORISATION............................................................................................18

RAISE A CREDIT NOTE.................................................................................................................................. 18

VIEW REJECTED CREDIT NOTE REQUESTS.....................................................................................................18

VIEW CREDIT NOTE HISTORY........................................................................................................................ 18

VIEW PAYMENTS RECEIVED......................................................................................................................... 19

RETURN REQUESTS FOR AUTHORISATION....................................................................................................19

Web3 Supplier Portal Training Guide 25/01/2011


VIEW APPROVED RETURNS.......................................................................................................................... 19

VIEW REJECTED RETURNS............................................................................................................................ 19

VIEW CATALOGUE DATA.............................................................................................................................. 19

MANAGE CATALOGUE................................................................................................................................. 19

COMPANY ADMINISTRATION....................................................................................................................... 20



Project List

Amendment historyAuthor Version Date Status Comments

Brian Couzins 1.00 Developing Work in progress

Purpose of this documentThe purpose of this document is to provide a document for the Purchase to Pay (P2P) system which can be used as an exercise training guide and a post-training reference manual.

The content of this document defines in explicit detail:

The fundamental framework which constitutes the Purchase to Pay core system The standard user interactions associated with the operation of the completed system



Management SummaryThe P2P system contains functionality enabling the creation and management of suppliers from a system owner’s perspective, as well as features in the supplier portal which allows the supplier to carry out on line order processing and document management and product data management.

The supplier portal allows the supplier to carry out the following order processing activities:

Acknowledgement Returns Management Invoice Management Credit Note Management Track All Orders Manage and View Catalogues

Application LayoutMost screens in the application share a consistent set of controls and features.

Application Bar Contains a Drop-Down box that allows quick switching between installed applications (such as Procurement and Administration). In addition, there are clickable links to the Home Page, and to Sign Out of the application.

Title Bar Describes the active screen in the application.

Vertical Navigation Bar

Contains a list of links to each of the main tasks that the application can perform, such as Negotiations and the Home Page.



Quick-Link Buttons These buttons only appear on a few key pages of the application, such as the Dashboard, and are clickable links which go directly to a particular screen in the application. These buttons are usually embedded within the content section.

Content Contains the information and controls that make up a particular page of the application; and application “screen”. Note that for the purposes of this training guide, the screen prints comprise of the Content area for each presented subject.



DashboardThe supplier logs on to the system using a unique username and password combination.

Once successfully logged in, existing suppliers are presented with a landing page which provides links to the supplier’s profile. New supplier users who have received details of their login via email are prompted to change their password.



Acknowledge OrdersLists all orders that are awaiting acknowledgment by the supplier with the ability to acknowledge them.

Find an order to acknowledge1. After the particular order has been created, Sign in2. Click on the My Orders Menu Folder on the Vertical Navigation Menu, then click the Acknowledge

Orders Link. This displays the Orders Awaiting Acknowledgement screen.3. Enter the reference for the order in the Search For Text Box, and click the Search Button.4. If found, the Order will be displayed on the screen5. Alternatively, determine a range of orders to be displayed on the screen by selecting how far

back the list should begin. Then click the Search Button to display the range of orders on the screen.

Acknowledge the Order1. After locating the particular order, click on the Select Link of that order. The selected order’s

details are then displayed for them to either be acknowledged or amended:



2. To acknowledge the order first determine if the order can be fulfilled, and if so, click the Acknowledge Order Button.

3. The order is then acknowledged and can now be found in the Order History screen.



Order AmendmentsIt is possible for a supplier to amend an order and send it back to the buyer, and to receive amended orders from the buyer.

Amend Order DetailsBefore acknowledging an order it is possible for the supplier to amend certain aspects of the order according to how it can actually be fulfilled.

Find an order to amend1. First locate an order as if to acknowledge it following the previous Acknowledge the Order steps.

2. Amend the quantity, and/or delivery date and/or carriage charge.

3. To send the amended order back to the buyer instead of acknowledging it, click the Send Amendment Button.

View Approved AmendmentsSuppliers can view the status of orders received from the buyer and subsequently amended.

Rejected and approved amendments1. Supplier amendments rejected by the buyer will revert to the original order details and can be

seen once more in the Orders Awaiting Acknowledgement Screen.

2. Supplier amendments accepted by the buyer can be viewed in the Amended Orders Screen. To access this screen click on the My Orders Menu Folder on the Vertical Navigation Menu, then click the Amended Orders Link.

3. To find a particular amended order enter the reference for the order in the Search For Text Box, and click the Search Button.

4. If found, the Order will be displayed on the screen.

5. Alternatively, determine a range of orders to be displayed on the screen by selecting how far back the list should begin. Then click the Search Button.



Acknowledged Order HistoryDisplays orders that have been acknowledged by the suppliers.

Find an acknowledged order1. After acknowledging of order, Sign in

2. Click on the My Orders Menu Folder on the Vertical Navigation Menu, then click the Order History Link. This displays the Acknowledged Orders Screen.

3. Enter the reference for the order in the Search For Text Box, and click the Search Button.

4. If found, the Order will be displayed on the screen

5. Alternatively, determine a range of orders to be displayed on the screen by selecting how far back the list should begin, and click the Search Button to display the range of orders on the screen.



InvoicingProvides access for permitted suppliers to the invoicing functionality.

Invoice Builder

Find order lines to invoice1. After orders have been created, Sign in

2. Click on the My Invoices Menu Folder on the Vertical Navigation Menu, then click the Orders Ready for Invoice Link. This displays the Invoice Builder screen.

3. Enter the reference for the order in the Search For Text Box, and click the Search Button.

4. If found, any lines for that order will be displayed on the screen.

5. Alternatively, determine a range of order lines to be displayed on the screen by selecting how far back the list should begin. Then click the Search Button to display the range of invoices on the screen.

Add order lines to the invoice basketUpon finding the particular invoice lines for invoicing they may be added to the invoice building shopping basket; the method by which invoices are built.

1. Click into the checkbox at the start of the order line that is to be added to the invoice basket. This action will be confirmed by a tick appearing in the checkbox. Repeat this action for all lines that are to be added to the invoice basket.

2. Click the Update Invoice Basket Button. Note that the invoice basket tab will now show the number of order lines added to it. This is a cumulative total, so for each batch of order lines added, the number will increase by that amount.

3. When the screen is refreshed, you will note that the ticked checkboxes are now greyed out so that order lines already added to the basket cannot be added again.

4. To view the invoice basket, click on the Invoice Basket Tab, and the basket screen is displayed.



Proceed to Invoice1. A summary of the order lines is presented on a single line near the foot of the screen. This line

may be expanded by clicking the plus icon (+) to show the details of each order line that has been added to the invoice basket for validation purposes.

2. The supplier’s invoice reference number must be added into the Invoice No. field.

3. If some incorrect lines have been mistakenly added to the invoice basket, the basket can be emptied and the adding process started again, by clicking the Start Again Button.

4. Otherwise clicking the Proceed to Invoice Button will advance the invoice building process to the invoice confirmation screen:



Confirm the Invoice1. If details are correct then the invoice can be created by clicking the Confirm Invoice Button.

2. The quantity or VAT rate and amount can be adjusted at this stage and before confirming the invoice by clicking the Amend Invoice Button.

3. Once confirmed, a confirmation screen shows the supplier’s reference number and the automatically generated internal reference number.

The Invoice is now complete



View Invoice StatusLists all of the invoices that have been created against the supplier.

Find an invoice1. After an invoice has been created, Sign in

2. Click on the My Invoices Menu Folder on the Vertical Navigation Menu, then click the Invoices link on the Vertical Navigation Menu. This displays the Invoices screen.

3. Enter the reference for the invoice in the Search For Text Box, and click the Search Button.

4. If found, the invoice will be displayed on the screen

5. Alternatively, determine a range of invoices to be displayed on the screen by selecting how far back the list should begin. Then click the Search Button to display the range of invoices on the screen.



View Invoices Ready for PaymentLists all of the invoices that have been created against the supplier and matched against receipts. Invoices here are awaiting sending for payment

Credit Note Requests for AuthorisationCredit note requests awaiting supplier authorisation.

Raise a Credit NoteFacility to allow supplier to raise a credit note.

View Rejected Credit Note RequestsHistorical view of credit note requests rejected by the supplier.

View Credit Note HistoryHistorical view of all credit notes raised by the supplier.



View Payments ReceivedView which is generated by an inbound integration from a payment system to inform the P2P system (and here it informs the supplier) of all supplier invoices which have been paid.

Return Requests for AuthorisationReceipter Return Note requests awaiting supplier authorisation.

View Approved ReturnsHistorical view of return note requests approved by the supplier, which are scheduled for collection.

View Rejected ReturnsHistorical view of return note requests rejected by the supplier.

View Catalogue DataA facility which allows suppliers to view their own data as it is held in the PDMS catalogue.



Manage CatalogueA facility which allows suppliers to manage their own data as it is held in the PDMS catalogue.

Company AdministrationA restricted access to the system administrator’s Admin Centre to allow maintenance of supplier’s own information.


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