vonage supplier portal

VONAGE, PROPRIETARY & CONFIDENTIAL

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Draft: For discussion purposes

Transforming

Business

Communications

Vonage Supplier PortalOctober 2018

VONAGE, PROPRIETARY & CONFIDENTIAL 2

Draft: For discussion purposesJanuary 2018Draft: For discussion purposes

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SUPPLIER PORTAL SIGN-ON● Benefits of Portal● What to Expect & Getting Started

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NEW SUPPLIER REGISTRATION 7

SUPPLIER PORTAL NAVIGATION 18

SUPPLIER INFORMATION UPDATE● How to Update Supplier Information

○ Examples given: Contact update, 1099 identification and bank account update

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PURCHASE ORDER USAGE ● View a Purchase Order

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INVOICE CREATION● Submit an Invoice Against a PO ● Submit a Credit Memo

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PAYMENT STATUS ● View Invoice Statuses

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RESOURCES 50



SUPPLIER PORTAL SIGN-ON



Suppliers will be able to view the status of their payments within the supplier portal. There will be no need for time consuming check-ins with Vonage Accounts Payable.

View Status of Payments

The Vonage Supplier Portal will help streamline the supplier experience.

Transactions through the Supplier Portal allowing Vonage to increase their rate of on time payments.

Increased On-time Payments

Transactions, including POs and invoices, are transmitted in real time without the lag of missed emails or phone calls.

Real-Time Transactions

Suppliers have the ability to update their data in real time within the portal. This leads to all data being owned by the supplier and no risk of a missed request for update.

Ownership of Data



For Supplier Portal onboarding, Vonage will provide users with a link to register. The onboarding process will differ for new suppliers and existing suppliers.

Link to Join: Suppliers will be provided a link to create a profile on the Supplier Portal.

Populating Information: Suppliers will need to populate information in request forms that will then feed into their profile

Creating a Profile: Use the generated email containing the password reset link to create a portal account.

Live for Transactions: The supplier is now available to transact with Vonage.

Existing Supplier New Supplier

Submitting for Review: Vonage will review submitted information and approve. Two notifications will be received about approval.

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Populating Information: For existing suppliers, their Vonage known information will be pre-populated into supplier account.

Updating Profile: Please review and update profile data.

Live for Transactions: Old data may be populated on the portal. Please disregard outdated purchase orders.

Creating a Profile: Use the generated email containing the password reset link to create a portal account.

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Vonage requires certain documentation and information be populated in the supplier profile. Suppliers based in the US may have different requirements from international suppliers. Make sure to populate/verify the below fields

⃞ W9⃞ Tax Identification Number⃞ Remittance Address⃞ 1099 Identification (After initial registration

process)

US Supplier

⃞ W8 (If contract is with a US based Legal Entity)

⃞ DUNS Number⃞ Remittance Address⃞ Upload of Invoice to be Submitted⃞ VAT Number- Populate in Tax Identification

field⃞ Banking information

International Supplier

You are required to obtain a purchase order prior to commencing the delivery of goods or services. Communicate with the purchase requester to get a purchase order created if one is not automatically provided.

Purchase Order Policy

Transacting with Vonage through the use of a purchase order assumes acceptance of Vonage’s Terms & Conditions

Terms and Conditions



NEW SUPPLIER REGISTRATION



The numbers in addition to correlating with the highlights, show an order of what to look at in each section

Or this one2

The information that is highlighted will be further described next to the correlating number in this section

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The information highlighted in the screenshots are marked with numbers, such as the 1 to the left of this box1

The highlights can be marked by various boxes and lines. Such as the one drawn in 3. Just be on the lookout for the red callout lines

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Or brackets such as this one



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Populate Information: Populate all of the new supplier’s information. All fields marked with * are mandatory. Then select next to continue

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Click Next to continue3

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Add any necessary attachments such as the W8/W9

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Click Next to continue2

Create: Select create to add a new contact. Include their known information. You will be able to see created contacts under Name. See next slide for more information

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In the Contacts tab, click the + button to start the addition process

Populate all necessary fields (marked with an *)

Make sure to click this box if you would like to make the contact an administrative contact. An administrative contact will have edit access over the profile. Then scroll down the page and click OK

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Click Next to continue2Create: Select create to add an address and additional contact information. You will be able to see created addresses under Address Name

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Click Next to continue2Add Classifications: Select the + button to add any classifications that you are entitled to. They will populate below. Do NOT complete this step if you are a non-US supplier

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Click Next to continue2Create: Select create to add a new bank account. You will be able to see created bank accounts under Account Number. See the next slide for more information

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Fill in your bank information here

2Create: Select create to add a new bank account.

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If your bank name / branch is not listed, please let us know in the Note to Approver section. Make sure to still populate account # and country fields. A Vonage employee will be in touch with you when it is added. Your profile is okay to be submitted as long as your bank details are in the comments

3Click OK to finish or Create Another to add more bank account(s)

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Click Next to continue2Select and Add: Click this button to select and add new categories correlating to your products and services. Created ones will be shown under Category Name

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Review all of your company details.Add Attachments: Select the + button to add any necessary attachments

1 Click Register to finalize your new supplier registration 32

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SUPPLIER PORTAL NAVIGATION



Click Forgot Password to get an email letting you reset your password to the portal

Purchase Order

Goods Receipt

Invoice Approval

Contracts

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Paste Supplier Portal login URL into browser. If you have not received an email with the link, please, reach out to the Vonage AP or Procurement team.

Enter User ID and Password

Click Sign In where user is redirected to the home page1 3

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User Profile is present on all pages of application and shows the user details

Global Header/Area is present on all pages of application and serves as a central toolbar. View Notifications by clicking on the Bell icon

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The Springboard is comprised of various work areas as a grid of icons on the home page

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4Supplier Portal tile takes you into the supplier portal where you can manage supplier data, transact with Vonage, and track transactions

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Summary Infotypes will give the user a quick look at the status of open transactions2Supplier News will highlight any messages coming from

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SUPPLIER INFORMATION UPDATE (FOR EXISTING SUPPLIERS)



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Navigation: Portal > Company Profile > Manage Profile > Edit (navigate to necessary fields in next slide)

1 Manage Profile button under the Company Profile header will direct the user to where profile data can be managed. Users should go here whenever trying to view or update information (eg. address, bank account, contact information)

Suppliers can easily update all of their information without having to contact Vonage directly.



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1 Edit button will open the fields under the company profile so that they can be updated. Click Edit to start the edit process

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2The company profile holds multiple tabs of information. Users may have to click through the tabs to find the field they would like to edit




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1 Any change of supplier information will be routed to Vonage for review. Systematically, this is done through a change request.




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1 In the Contacts tab, click the + button to start the addition process

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2 Populate all necessary fields (marked with an *)


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3Make sure to click this box if you would like to make the contact an administrative contact. An administrative contact will have edit access over the profile.Then scroll down the page and click OK



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1 After beginning your edit, click on the Tax Identifiers tab

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2 If you are a 1099 supplier, check the Federal Reportable box


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3 If you are a Federal Reportable supplier, choose your Federal Income Tax Type. If not, ignore this step



1 In the top banner, click Payments

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2 Click Bank Accounts in the sub-banner


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Click the + button and see next slide for more information3



Fill in your bank account . If you’re bank name / branch is not in the system, please reach out to [email protected] and we will add it to the system. Vonage will inform you when the bank is available to select


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1 Click OK to finish or Create Another to add more bank account(s)

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mailto:[email protected]



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When the needed update has been entered correctly the user should select Review Changes



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Users should review their requested changes and if comfortable with them, select Submit. This will send the request to Vonage for approval. Once approved, these changes will appear in the portal



PURCHASE ORDER USAGE



Navigation: Portal > Orders > Manage Orders > Search > Select desired PO from Search Results

Managing Orders page shows all the details of a specific purchase order.

1 Manage Orders button under the Orders header will direct the user to where Purchase Orders can be viewed. Users should go here whenever trying to view a purchase order.

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To view full list of POs do not populate the search criteria and just click on the Search button2Populate all applicable fields under the search header when

looking for a specific PO or set of POs. No fields are required.1




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Clicked into the linked Order Number to view the details of the PO2a: Highlight the row by clicking the leftmost part of the row

b: Once highlighted, actions can be taken on the row1


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Test



Lifecycle of the PO2General background information on the PO1


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Test



INVOICE CREATION



Submitting an Invoice against a PO allows the system to easily identify and tie date elements

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1 Create Invoice button under the Invoices and Payments header will direct the user to the invoice document development page. Users should go here when trying to create a PO related invoice.

Navigation: Portal > Invoices and Payments > Create Invoice > Enter Required Fields > Submit



Populate all mandatory fields (mandatory fields are marked with a blue asterisk). In additions to these fields, there are further 2mandatory fields as you scroll down the page (seen on next slide)

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2A space for any needed attachments. Upload of invoice is required for international vendors

3After populating the fields on the following slide, scroll back up and click submit



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a: Click on this addition button to add an item. In the pop-up window, click apply and then OKb: Click Calculate Tax to auto calculate the tax

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2The tax lines will auto populate here. Users can override the tax calculated if tax line was created in error

Click the + button and add shipping and handling details3

Confirm the total amounts and scroll back up page and click Submit4

The Tax will auto-populate based on the Items and will also be displayed in the totals. This can be manually overridden if necessary



CREDIT MEMO CREATION



Submitting an Credit Memo has very similar steps to submitting an Invoice

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1 Create Invoice button under the Invoices and Payments header will direct the user to the invoice document development page. Users should go here when trying to create a PO related invoice.




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1Populate all mandatory fields (mandatory fields are marked with a blue asterisk). In additions to these fields, there are further 2mandatory fields as you scroll down the page (seen on next slide).


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2A space for any needed attachments (not required)

3After populating the fields on the following slide, scroll back up and click submit

Make sure Type has been changed to Credit Memo



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a: Click on this addition button to add an item. In the pop-up window, click apply and then OKb: Click Calculate Tax to auto calculate the tax

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2The tax lines will auto populate here. Users can override the tax calculated if tax line was created in error

Click the + button and add shipping and handling details3

Confirm the total amounts and scroll back up page and click Submit4

The Tax will auto-populate based on the Items and will also be displayed in the totals. This can be manually overridden if necessary



PAYMENT STATUS



This will allow you to view the status of all Vonage invoices

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Navigation: Portal > Invoices and Payments > View Invoices > Enter Required Fields > Search > Select Desired Invoice to View

1 View Invoices button under the Invoices and Payments header will direct the user to where Invoices can be searched for. Once the search is complete the invoice status and details can be viewed.



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a: Once fields are populated the user should press Search b: Search output will be populated in the Search Results table

2Certain Search criteria is mandatory for the invoice view search. One of the double asterisks fields needs to be populated.1

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Current status of the invoice. There are three options:2

Click on the invoice number to view the full invoice. This is where all related invoices from Vonage will appear

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In Process : Invoice hasn't been approved and is being reviewed by VonageApproved: Invoice has been approved by Vonage and will be paid per payment termsRejected: Invoice has been rejected by VonageOn Hold: Reach out to your Vonage counterpart



General information on the invoice. Including Item / Tax / S&H information below1


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RESOURCES



What is the Supplier Portal?The portals gives suppliers access to a secure, integrated work area that provides full visibility to transactions, offers closed loop collaboration, and enables electronic invoicing.

Can I be a Vonage supplier without being on the supplier portal?Suppliers that are identified as potential portal suppliers will be required to use the supplier portal.

What do I do if my password needs to be reset? On the login page, there is a Forgot Password link that will send you an email with a link to reset the password.

What do I do if my bank does not come up when populating the initial profile creation?Put a request in the comments section that your bank needs to be created. Provide all necessary information like bank, branch, etc.

Is my profile secure? It is the users responsibility to maintain security over their login information. As well as keeping the access of additional users up to date.



For questions or concerns around the use of Vonage’s supplier portal, please contact the resources below:

Domestic:[email protected]

International: [email protected]

Supplier Website: supplier.vonage.com



http://supplier.vonage.com

vonage supplier portal

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