Chargebacks User Guidelines

Transcription

1 USER GUIDELINES I CHARGEBACKS PAGE 1 Chargebacks User Guidelines

2 PAGE 2 Contents Introduction 3 What are Chargebacks? 3 How will I Get my Claim Form? 3 How do I log on to mykcportal.com? 4 How do I set up my User Profile? 5 How do I save changes to User Settings? 6 How do I change my password? 7 How do I retrieve or view documents in my Document Inbox? 7 Price Catalogue 8 View or Download Price Catalogue 8 Rebate Claim Proforma 9 Get Claim Form 9 Submit Claim Form 12 Review Rebate claim in Document Inbox 14 Claim Reconciliation 16 Trouble Shooting 20 What happens if I do not GET my claim form and it is no longer in my Document Inbox? 20 Why can I not SUBMIT my Claim Form? 20 What if I miss out on including some items in my monthly claim? 20 Why did I not receive my Claim Reconciliation? 20 Contacts 20

3 USER GUIDELINES I CHARGEBACKS PAGE 3 Introduction Kimberly-Clark has extended its Web Portal to include Chargeback Claims. This means that you will now receive and manage your Claim Form via your current Portal Document Inbox, or in a dedicated Portal Document Inbox as agreed with your company. We hope that the following information will assist you in navigating the Chargeback process, but would like to assure you that our Administration Team will provide you with one-on-one training and will be available to help you should you need further assistance. Please refer to the Contact section of this document. What are Chargebacks? Charge backs are the monthly claims you submit to claim back the difference between Kimberly-Clark Distributor List Price and the negotiated Special Pricing Arrangement (SPA) Buy price for Kimberly-Clark products you have sold to End-users. How will I Get my Claim Form? Each month you will receive an notification from mykcportal.com advising you that your claim form is available in your Document Inbox. To retrieve your claim form, please follow the guidelines on the following pages.

4 PAGE 4 CHARGEBACKS I USER GUIDELINES How Do I Log on to mykcportal.com? Click on link in to access landing page Insert your Username Insert your Password Click on Login Terms and Conditions of Use of the site will display. Read Terms and Conditions Agree enter site Reject you will be logged off from the site

5 USER GUIDELINES I CHARGEBACKS PAGE 5 How Do I Set Up my User Profile? The User Profile determines where the alerts will be sent when the Claim Form, Price Catalogue and Reconciliation of Claim are available in your document inbox. Select User Settings Complete Inbound Document Alert s for Price Catalogue Rebate Claim Confirmation

6 PAGE 6 CHARGEBACKS I USER GUIDELINES Rebate Claim Pro-Forma More than one Address may be added by clicking on the Add Address button. How Do I Save Changes to User Settings? Save data by clicking on Save button at the bottom of the screen The following message will display Go to bottom of screen and click on ok

7 USER GUIDELINES I CHARGEBACKS PAGE 7 How Do I Change my Password? In User Settings you will find the fields to change your password. Enter your new password and confirm it in the fields provided Save settings as per How Do I Save Changes to User Settings How Do I Retrieve or View Documents in my Document Inbox? Click on Document Inbox

8 PAGE 8 CHARGEBACKS I USER GUIDELINES Document Inbox will display Price Catalogue View or Download Price Catalogue Select Price Catalogue (full list of all current Special Pricing Arrangements [SPA s]) Click on ID number of document Accept Terms and Conditions

9 USER GUIDELINES I CHARGEBACKS PAGE 9 Excel Icon will display Click on Excel Icon to Open Excel csv file will download. Save to local directory. A new price catalogue will be sent to your Document Inbox each month, remain for 14 days in your Document Inbox and a further 14 days in your archive. Rebate Claim Proforma Get Claim Form Click on Get Claim Form or No Claim to Submit. Please do not keep the claim form to use at a later date. The pricing in the claim form is date dependent and is only good for the month in which it is created. Additional claim forms may be provided in consultation with the Kimberly-Clark Chargeback Administrator that manages your claim. See Contacts.

10 PAGE 10 CHARGEBACKS I USER GUIDELINES Accept/Reject Terms and Conditions Click on Open Microsoft Excel will display the following message, select Yes

11 USER GUIDELINES I CHARGEBACKS PAGE 11 Claim will open in Excel csv format Save file as.csv in your local directory Do not change file name or file type Complete fields: Claim Quantity (Mandatory) Distributor Invoice Number (Optional) Distributor Invoice Date format DD.MM.YYYY eg (Optional) Save file again, keeping the same name and file type.csv

12 PAGE 12 CHARGEBACKS I USER GUIDELINES Close file Submit Claim Form Return to Portal Document Inbox Select Submit Claim Note reminder regarding correct date format for Invoice Numbers i.e. DD.MM.YYYY Click on OK Click on Browse

13 USER GUIDELINES I CHARGEBACKS PAGE 13 Browse for completed claim form as saved in your local directory Click on Open Click on Upload Message will display Error will stop upload, error to be fixed, and upload recommenced. - Errors relate to change of master data. Only 3 fields previously referred to may be updated. (Claim Quantity, Distributor Invoice Number and Distributor Invoice Date) Any other change will result in claim rejection. - If claim with zero value is submitted (no items claimed), this will result in an error. If there is no claim to submit, click cancel and No Claim to Submit.

14 PAGE 14 CHARGEBACKS I USER GUIDELINES Upload successful click on OK Review Rebate claim in Document Inbox Go to your Customer Portal Document Inbox Find Rebate Claim Pro-Forma Click on ID number Click on Excel Icon

15 USER GUIDELINES I CHARGEBACKS PAGE 15 Click on Open Review claim, in particular Total Claim Amount If claim is correct, close CSV file and click on Accept. Claim will be forwarded to Kimberly-Clark. If claim is incorrect, close CSV file and click on Reject. Return to your previously saved version of the claim, fix errors, or download claim again and recreate claim.

16 PAGE 16 CHARGEBACKS I USER GUIDELINES Claim Reconciliation Once claim has been processed in KC SAP system a Rebate Reconciliation will be sent to your Portal Document Inbox, together with an notification to your personal Inbox. Click on link in notification Log into Portal Go to Document Inbox Click on View Rebate Reconciliation Accept Terms and Conditions View in web view format

17 USER GUIDELINES I CHARGEBACKS PAGE 17 Go to bottom of screen Click on back button to return to Document Inbox Or Click on Rebate Reconciliation ID number Accept Terms and Conditions

18 PAGE 18 CHARGEBACKS I USER GUIDELINES Click on PDF Icon Open file

19 USER GUIDELINES I CHARGEBACKS PAGE 19 PDF file will display. Review and save to your local directory as required. Close PDF file to return to Document Inbox Logout

20 PAGE 20 CHARGEBACKS I USER GUIDELINES Trouble Shooting What happens if I do not GET my claim form and it is no longer in my Document Inbox? Please contact Chargeback Administration (see Contacts) and request a new claim form be sent to the portal. Please remember to include the reason why you are making the request. Why can I not SUBMIT my Claim Form? Please read the error message on the screen. Please note that no existing data on the Claim Form may be changed. Only the three blank columns may be completed. Please also check the date format is correct. DD.MM.YYYY eg If you have changed the Claim Form you will need to GET the claim again and start over from the beginning. No claim forms with zero value will be accepted; at least one line of the claim form needs to be completed. What if I miss out on including some items in my monthly claim? It is not possible to use a Claim Form more than once. You can either claim the items in the next month s claim, or you can request a claim form from Chargeback Administration. Once again please include information regarding the reason for the request. Eg. I forgot to claim 30 cases of 4735 in the August claim. Why did I not receive my Claim Reconciliation? Please check that you clicked on Accept after you SUBMITTED your Claim. Should you have completed all the steps, please send details to Chargeback Administration to follow up on your behalf. Contacts Name Telephone Chargeback Administration SPA.Chargeback@kcc.com Customer Care Kimberly-Clark Australia Pty Limited ABN Alfred Street Milsons Point NSW 2061 Telephone (AU): , (NZ): *Trademark Kimberly-Clark Worldwide, Inc.

21 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 1 SPA User Guidelines

22 PAGE 2 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Contents What is mykcportal.com? 3 How do I access mykcportal.com? 4 What are the benefits of mykcportal.com? 4 How do I use mykcportal.com? 5 Logging on for the first time via your internet browser 5 Welcome Page 8 Document Inbox 9 How the inbox works 9 How to access your Special Pricing Arrangement Advice (SPAA) 10 PDF and Excel Formats 13 Send SPA Response 14 Backup/Archive 15 What happens if I reject a SPA? 15 What happens if I do not download my pricing? 16 How do I know if SPA document is archived? 17 Document Search 17 How do I get a document from archive? 19 Inbox Housekeeping 19 User Settings 21 Change Password 21 Add/Maintain Addresses 23 Logout 25 Troubleshooting 25 KCA Addresses 25 Contact Us 25 Addresses & s 26 Definitions 27

23 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 3 What is mykcportal.com? Mykcportal.com is a Secure Internet Site that will receive your Special Pricing Arrangements from Kimberly-Clark Australia s SAP Pricing System and direct these Special Pricing Arrangements to your Inbox on mykcportal.com. Mykcportal.com has been created for the Professional, Health Care and Adult and Fem Care Business Divisions of Kimberly-Clark Australia.

24 PAGE 4 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES How do I access mykcportal.com? Mykcportal.com is a Secure Site. You will be provided with an account number and a password to access your Inbox on the site. The first time you access the site you will be required to change your password. What are the benefits of mykcportal.com? Special Pricing Arrangement Advice (SPAA) available via Inbox. SPAA notification forwarded to you the instant pricing has been created. You may choose PDF format or Excel downloadable format. You may receive your SPAA centrally. Pricing for Distributors with multiple branches may be directed to both branch and centralised addresses. You may nominate multiple addresses at each branch to receive SPAA s.

25 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 5 How do I use mykcportal.com? Logging on for the first time via your internet browser Type or cut and paste the following link to your browser Execute the link and you will be directed to mykcportal.com. It is suggested that you save this link to your favourites. Enter your eight digit Customer Number and your password as advised by . Click on Login.

26 PAGE 6 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Change your password and click on Submit You will be redirected back to logon screen Logon again using your new password

27 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 7 Agree to the Terms and Conditions of Use and the Welcome Page will display (These Terms and Condition relate to your use of this Internet Site). If you reject the Terms and Conditions you will not be granted access to this site and you will be returned to the Logon screen.

28 PAGE 8 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Welcome Page The Welcome Page includes your Company Name and Address as well as a menu bar with selections for: Document Inbox Document Search User Settings Logout

29 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 9 Document Inbox How the inbox works Kimberly-Clark Australia System Administration maintains pricing in SAP System. This maintenance may be: New Special Pricing Arrangement (SPA) Addition of new code to existing Special Pricing Arrangement Deletion of code from existing Special Pricing Arrangement Renewal of existing Special Pricing Arrangement Cancellation of Special Pricing Arrangement The SPAA is sent to your Inbox on mykcportal.com. You will receive an notification from mykcportal.com to advise that there is a Special Pricing Arrangement Advice requiring your attention. The contains a link to mykcportal.com.

30 PAGE 10 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES How to access your Special Pricing Arrangement Advice (SPAA) Click on mykcportal.com link in notification Logon to mykcportal.com Agree to the Terms of Use Select Document Inbox

31 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 11 Click on Document ID number Accept or Reject Terms and Conditions

32 PAGE 12 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Reject you will not be able to action SPA Accept SPA Document ID will display as: Back arrow (return to document ID reverse accept) PDF Icon Excel Icon Neither Accept nor Reject and SPA Document remains in your Inbox. After 14 days if the document has still not been actioned it will be automatically archived.

33 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 13 PDF and Excel Formats The SPA is available in two formats:- PDF (Adobe Reader) Excel Click on the PDF Icon to open and print the SPAA. Save a copy of the PDF file to your own local computer- Click on File on the Adobe Reader Menu and select Save a Copy. Or Print a copy of the SPA. Click on the Excel Icon to open in Excel. Save to your own local computer. Use the Excel menu to save the file.

34 PAGE 14 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Send SPA Response This notifies Kimberly-Clark that you have agreed to the Terms and Conditions of the Special Pricing Arrangement. The SPA response should be sent within 14 days. Click on Send SPA Response SPA will open in Web View Scroll down to bottom of screen Click on accept or reject Action will change to Backup/Archive

35 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 15 Backup/Archive Once you have saved the SPAA to your local directory and sent the SPA response, click on Backup/ Archive. If you do not backup/archive this will happen automatically after 14 days. What happens if I reject a SPA? When you click on reject the portal will send a message to the Kimberly-Clark Portal Administrators to advise that you have rejected the SPA. The message will be passed on to your Account Manager for further action. We suggest that you use the Contact Us feature at the bottom of the screen to your reasons for rejecting SPA. These will be managed by your Kimberly-Clark Account Manager. Alternatively contact your Account Manager directly.

36 PAGE 16 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES What happens if I do not download my pricing? SPA Documents are available in the Document Inbox for a period of 14 days if the SPA documents are: Not accepted or rejected Not Backup/Archive The No: Days Available will indicate how many days the SPA Document will remain in the Inbox. Once the 14 days have elapsed the SPA Document will be automatically archived.

37 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 17 How do I know if SPA document is archived? Document Search Complete Search fields. Remember to select appropriate Date From and Date To range.

38 PAGE 18 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Search will return list of documents for dates requested. Review Document Status. Action None indicates that the SPA document has been archived. Click on SPA Document ID Number to see Web View of document.

39 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 19 How do I get a document from archive? SPA Documents cannot be retrieved from the Archive. If you require a copy of an Archived documents please send an to your State Contact requesting a copy of the SPAA be sent to your Portal Inbox. Inbox Housekeeping Inbox House Keeping is an additional feature in the Document Inbox that creates a list of documents awaiting Backup/Archive. The Backup/Archive may be performed from this folder. Click on the Inbox House Keeping button Check Document Status and Action

40 PAGE 20 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Click on Backup/Archive If you would like to view the document use Document Search Select back to inbox to exit screen or any of the other menu options.

41 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 21 User Settings Change Password Complete the New and Confirm Password fields Click on Save

42 PAGE 22 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Verify changes by clicking on OK

43 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 23 Add/Maintain Addresses Go to User Settings You may maintain multiple Addresses for your Account. Add address/es to Address field. Please note: One address per line. Save after any changes or additions to this field.

44 PAGE 24 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Verify changes by clicking on OK.

45 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 25 Logout Always select the Logout button to safely exit the Portal. Troubleshooting Logoff and logon again to see if the problem may be resolved by this action. Use Contact Us to send an . Call your local State Sales Office see Addresses for telephone numbers. KCA Addresses Contact Us Click on Contact Us at the bottom of the any of the screens. Select the link for your State address and an will be automatically opened. Please include the following information in your Distributor Name Distributor Branch Location Distributor Branch Account Number End User Name

46 PAGE 26 SPECIAL PRICING ARRANGEMENTS I USER GUIDELINES Addresses & s Adelaide, South Australia 8 10 Phillips Street, Thebarton SA 5031 Tel: Fax: KCA_Cust_Portal_SA_Alerts@kcc.com Brisbane, Queensland 19 Overlord Place, Acacia Ridge Qld 4110 Tel: Fax: KCA_Cust_Portal_QLD_Alerts@kcc.com Macquarie Park, Sydney, New South Wales Khartoum Rd, Macquarie Park 2113 Tel: Fax: KCA_Cust_Portal_NSW_Alerts@kcc.com Melbourne, Victoria (also covers Tasmania) Unit 1, 3 5 Gilda Court, Mulgrave Vic 3170 Telephone: Professional: Health Care: Fax: KCA_Cust_Portal_VIC_Alerts@kcc.com Milsons Point Head Office, Sydney, New South Wales 52 Alfred Street, Milsons Point NSW 2061 Telephone: Professional: Health Care: Fax: KCA_Cust_Portal_HO_Admin@kcc.com Perth, Western Australia 14 Miles Road, Kewdale WA 6105 Tel: Fax: KCA_Cust_Portal_WA_Alerts@kcc.com NEW ZEALAND, Kimberly-Clark New Zealand Level 1/86 Plunket Avenue, Manukau, 2104 Tel: Toll Free: KCA_Cust_Portal_NZ_Alerts@kcc.com

47 USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 27 Definitions SPAA SPAR SPA Special Pricing Arrangement Advice Special Pricing Arrangement Response Special Pricing Arrangement

48 Kimberly-Clark Australia Pty Limited ABN Alfred Street Milsons Point NSW 2061 Telephone (AU): , (NZ): *Trademark Kimberly-Clark Worldwide, Inc.