user guide - barry group central billing customer...

CELTRINO

Barry Group Central Billing

Customer Portal

User Guide

Version 1.34

User Guide - Barry Group Central Billing Customer Portal

Barry Group - Celtrino Express User Guide v1.34 Confidential Page 1/27

Table of Contents Accessing The Barry Group Central Billing Customer Portal ............................................................. 2

Registration (once-off) .................................................................................................................. 3

Email invitation......................................................................................................................... 3

Linking to Celtrino Express& completing your registration ........................................................... 4

Completing your company profile .............................................................................................. 5

Grouping multiple company profiles .......................................................................................... 6

Receive New Documents............................................................................................................... 8

Viewing a received document .................................................................................................... 9

Downloading a received document .......................................................................................... 10

Marking a received document as processed ............................................................................. 11

Query Management.................................................................................................................... 12

Querying a received document ................................................................................................ 12

Processing query responses..................................................................................................... 14

Alert Management ..................................................................................................................... 15

Manage My Colleagues ............................................................................................................... 17

Register colleagues ................................................................................................................. 18

Colleague permissions............................................................................................................. 19

Admin Permissions .............................................................................................................. 19

Relationship Permissions ..................................................................................................... 20

Management Permissions.................................................................................................... 20

Change your log-in details ........................................................................................................... 22

Forgotten your password? .......................................................................................................... 23

Support Services ......................................................................................................................... 25

Business support (inline) ......................................................................................................... 25

Technical support (inline) ........................................................................................................ 26

User support (online collateral) ............................................................................................... 27

This document has been produced by Celtrino for the exclusive use of the Bary Group customer

community. All rights reserved.



Accessing The Barry Group Central Billing Customer Portal

It is very easy to begin paperless trading with the Barry Group. You only need to access the Internet

using a web browser (e.g. Internet Explorer).

You will not normally need to download any software.

Internet Browser address:

barry.platform.celtrino.com

or

http://barry.platform.celtrino.com

Don’t typewww.as part of the internet address.

It’s a good idea to add this address to your favourites.

You probably already have Adobe reader installed on your PC for reading PDF documents. If

this is not the case, then it’s very simple to download and install. Just click on the link below:

http://www.adobe.com/products/reader.html

http://barry.platform.celtrino.com/

http://www.adobe.com/products/reader.html



Registration (once-off)

Registration is a once off process. It involves a number of steps.

The first time someone in your company is invited to register, it is a 4 step process. These steps are

1. Receipt of Email invitation

2. Linking to Registration screen

3. Completing your registration

4. Completing your company profile

If a colleague sends you an email invitation, it is a 3 step process. These steps are

1. Receipt of Email invitation

2. Linking to Registration screen

3. Completing your registration

Email invitation

You will receive an email invitation to register as a user of Celtrino Express. This will arrive in your

email inbox.

Open this email and click on the link provided (see note 4 in screenshot below).

The invitation email identifies the following:

1. You as the invited person

2. Your colleague that sent the invitation

3. Your company

4. The web link you click for registration on Celtrino Express

If you do not receive an email alert, there is the possibility that your email spam detector

has intercepted the email alert and classified as spam. If this happens, you will find the email

alert in your spam folder. For correct future operation, you need to “tell” your email spam

detector to treat these email alerts as non-spam.



Linking to Celtrino Express& completing your registration

After clicking on the link in the invitation email, you will be brought to the regi stration screen of

Celtrino Express. An example of this is shown in the screenshot below.

The registration screen identifies the following:

1. The Barry Group as the community sponsor

2. You as the invited person

3. Your email address

4. Your company

5. Your secret password (you choose it and change it as often as necessary)

6. Your answer to your preferred security question

To complete registration, you must do the following

a) You choose and enter your secret password.

b) You select the security question you prefer (there are 5 options)

c) You answer the security question

d) You click on the “Activate Registration” button

Unless this is the first time that someone in your company goes through the registration process,

you are now ready to become an active user. Click the “Home” link to review received documents

from the Barry Group.



Completing your company profile If appropriate, you will be brought automatically to the company profile screen (see screenshot

below).

To complete your company profile, you must do the following

a) You check the details present and correct if necessary.

b) You fill-in the unanswered questions.

c) You click on the “Submit” button.

After clicking on the “Submit” button, you will receive the following confirmation: “Company profile

updated successfully”.

You are now ready to become an active user. Click the “Home” link to review received documents

from the Barry Group.

You can amend your company profile as often as necessary simply by clicking on the

“Company Profile” link.



Grouping multiple company profiles If you own or manage a number of companies that buy from the Barry Group, you have 2 main

configuration options available to you.

The first option is to maintain different log-ins for each company. This is the default set-up.

The second option is to group all your companies together within a single log-in.

For example, let’s assume that you own the following 3 companies:

1. Office Supplies Galway

2. Office Supplies Dublin

3. Office Supplies Limerick

When you are logged-in, you will be reminded of the company profile you are associated with by the

information on the top right hand side of the Celtrino Express screen (see “Office Supplies Galway”

in the red box of the screenshot below).

You can choose a different associated company profile by clicking on the “Office Supplies Galway”

link.

This will bring you to the Manage User Companies screen as shown below.

Select a company from the “My Companies” drop down list as shown below. Let’s assume you

want to switch to Office Supplies Dublin (see below).



You then click on “Switch Company” button.

This will change your company profile to Office Supplies Dublin. From this point on, all the screens

that you click on will display information specific to Office Supplies Dublin.

Note that the company name that you are associated with has now changed to Office Supplies

Dublin.

Note you can change the default company associated with your log-in account by clicking the “Make

Default” button (highlighted below). This will then be the first company you see the next time you

log in to Celtrino Express.

You can decide who within your organisation will have separate log-ins and who will have

single log-ins



Receive New Documents

Normally you will be alerted by email when your company receives a new document from the Barry

Group (see Alert Management).

Once you have logged in to Celtrino Express, you will be presented with a list of received documents.

Each document type has a set of attributes associated with it. Some of these attributes are

determined by the Barry Group (e.g. for invoices: Payment due date, reference document type =

purchase order number, document Total Value).

You can use filters and sorting to control how documents are presented to you. Filter options are

listed below:

Status (drop down list of 4 possible statuses: new, read, queried, processed)

Start Date

End Date

Search

New documents will have a status of “new”.



Viewing a received document To view a particular document, click on the View link (see screenshot below for example).

By clicking on the View link, you will be brought to a new screen (see screenshot below for example).

You can scroll up and down the document being viewed. The document is presented as a PDF

document. This means it is read only which is required for VAT compliance. You can also search for

specific information such as “order number” in the document using “Ctrl F” key or the adobe search

icon.

Once you have viewed or downloaded a document its status changes from “new” to “read”.



Downloading a received document

You can download a document to your local server by clicking on the “Download” button (see top

of screenshot).

You use the save button to decide where to save the document on your local server (see bottom of

screenshot).

You can change the name of the file to suit your individual needs.

Your documents are automatically stored in Celtrino Express for 3 months. You can arrange

to extend this period for up to 6 years or more by contacting Celtrino.



Marking a received document as processed

You can mark a document as processed in a number of ways.

One way is to click on the Tick-box (see left hand side of document information row of screenshot)

and click on the Process button (see top left hand side of document information row of screenshot).

It’s good to mark documents as processed when you’ve validated them. It’s a handy

reminder that they don’t need further attention (see screenshot example below).



Query Management

A key feature of Celtrino Express is your ability to raise and resolve queries with a minimum of fuss

and cost. All queries are raised inline so there are no associated phone costs or frustrating follow -up

on voicemails and lost emails.

All queries are instantaneous, company rather than person centred. Queries are tracked sequentially

with timestamps for performance visibility and immediate alerts for update processing.

Queries can relate to received documents or be independent of a specific document.

The process relating to the querying of a document is detailed below in the sections

Querying a received document

Processing a query response

Queries that do not relate to a specific previously received document can be created using

the “Manage My Trading Partners” button.

Querying a received document

Then



When you click on the Submit button, your query will be sent immediately to the Accounts

Receivable operator in the Barry Group. Your query is time stamped and inserted into the audit trail

belonging to this document (see the screenshot below).

Once you have queried a document its status changes to “queried”. It retains this status until

you mark the document as “processed”.



Processing query responses

If you are not logged-in to Celtrino Express, you will normally be alerted by email to the arrival of a

query response from the Accounts Receivable team in the Barry Group.

If you are logged-in to Celtrino Express, you will additionally be alerted by the appearance of a

message in the Query field (see screenshot below). The message identifies who sent the message

and the time interval that has passed since it was received.

By clicking on the “View” button, you will be brought to the “View Document” screen (see

screenshot below). Here you will see the response, the associated query history and the document

being queried.



Alert Management

You can configure yourself and colleagues to receive email alerts for the following events

o When a document is received (e.g. an invoice)

o When a query response is received (e.g. a response from Barry Group to your earlier query)

o When an exception occurs

o When detailed document tracking is required

Click on the “Alert Management” link to configure when alerts should be sent (see screenshot

below).

The Alert Management screen lists the “Events” that you can manage. These events are listed below

(see also screenshot below):

On receipt of new document

On receipt of query (or query response)

On undelivery of a document

On status change of document

Only email addresses of colleagues already set up will be notified

Associated with each event are actions and attributes that you can control. These are listed below

(see also screenshot below):

Action



o No action

o Send Alert

o Send Alert With Document

Alert Recipients

o The email addresses of colleagues who should be alerted

When to send Alerts

o Immediately

o Once an hour with a listing of all new alerts

o Once a day with a listing of all new alerts

You configure the alerts to suit your company and then click on the “Save” button.



Manage My Colleagues

There is a facility to manage colleagues. This is divided into 2 separate sections. The sections are

Register colleagues

Colleague permissions

These sections are available by clicking the “Register Colleagues” and “Colleague Permissions” links

(see screenshot below).



Register colleagues

The Register colleague link allows you to invite a colleague to participate as a user in Celtrino

Express.

To invite a colleague, you need to complete the following steps:

a) Enter the “Email Address” of your colleague

b) Enter the “Real Name” of your colleague

c) Assign a role to your colleague

a. Administrator

b. Manager

c. User

d) Click on “Submit” button(this will send an email invitation to your colleague).

This is illustrated in the screenshot below.

Each invited colleague will have a status of “pending” until he completes his part of the

registration process



Colleague permissions

Each user inherits a set of user rights that are determined by his assigned role.

These rights are grouped by type. The defined types are:

Admin Permissions

Relationship Permissions

Management Permissions

Roles can be changed and permission rights varied for refinement purposes as necessary

Your permissions determine the extent to which the permissions of others can be varied

Admin Permissions

The set of Admin Permissions are listed below (also see screenshot below):

Add New Colleague

o Yes

o No

Remove Company

o Yes

o No

Remove Colleague

o Yes

o No

Reset Passwords

o Yes

o No

Edit Company Profile

o Yes

o No

Grant Permissions

o Yes

o No



Relationship Permissions

The set of Relationship Permissions are listed below (also see screenshot below):

Add New Company

o Yes

o No

Add New Trading Partner

o Yes

o No

Remove Trading Partner

o Yes

o No

View Trading Relationships

o Yes

o No

Management Permissions

The set of Management Permissions are listed below (also see screenshot below):

View Invoices

o Yes

o No

Process Invoices

o Yes

o No

View Reports

o Yes

o No



View Queries

o Yes

o No



Change your log-in details

You access your log-in details by clicking on the “My Profile” link.

You can change your log-in details as frequently as you like.



Forgotten your password?

If you forget your password, it is easy to request a new one. Simply click on the forgotten password

link.

You then enter your email address and click on the “Submit” button(see screenshot below).

You then enter your answer to the Security Question and click on the “Submit” button(see

screenshot below).

You will then receive an immediate confirmation that “A password reset link has been emailed to

your account”(see screenshot below)..

You will subsequently receive an email inviting you to click the linkto create a new password (see

screenshot below).



This link will bring you to the screen where you create a new password and confirm by clicking the

“Submit” button (see screenshot below).

You will then be fully able to participate as a Celtrino Express user.



Support Services

There are 3 different types of support available to you and these are listed below:

Business support Technical support

User support

Business support (inline)

Business support is provided by the Accounts Receivable team in the Barry Group. The fastest and best way to look for support is via the real time inline Query facility. You can query a specific document or raise a general query. All queries are time stamped and grouped sequentially in an audit trail by category.

Business support can be linked to a specific document or can be independent of a specific document.

Inline queries to the Barry Group that relate to a specific document can be submitted via the

“View documents” link

Inline queries to the Barry Group that independent of a specific document can be submitted

via the “Manage My Trading Relationships” link



Technical support (inline)

Technical support is provided by the Customer Care team in Celtrino. The fastest and best way to look for support is via the real time inline Query facility. All queries are time stamped and grouped sequentially in an audit trail by category.

Technical support is not related to any specific document.

Technical support is accessed by clicking on the “click here” link for live chat with Celtrino technical support from any Celtrino Express screen (see example screenshot below).

You can then enter your query and click on the “Submit” button(see example screenshot below).

Please note that when requesting support from Celtrino technical support using live chat

o You can send requests at any time

o Celtrino technical support is Operating hours are

Monday to Friday

9:00 am to 1:00pm

2:00 pm to 5:30pm

o Celtrino technical support initial response target is 5 minutes.

o Celtrino technical support resolution response target is 1 hour.



User support (online collateral)

User support is provided as follows:

This FAQ (Frequently Asked Questions) section

The Celtrino Express Training Video (see link from within FAQ section)

The Celtrino Express User Guide (see link from within FAQ section)