ADNOC LNG Supplier Portal and. Registration User Guide

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1 ADNOC LNG Supplier Portal and Registration User Guide This document guide users for ADNOC LNG Supplier Portal registration and Invoice Submission module. Please read it carefully to avoid any delay in registration and invoice submission. Rev Page 1 of 24 updated: 19-Oct-2017

2 Contents 1) INTRODUCTION...3 A. SUPPLIER PORTAL HELP & IMPORTANT LINKS...3 Sign Up Process...3 Invoice Submission...3 New User Registration...3 Registered Users...3 2) ADD SUPPLIER PORTAL TO LOCAL INTRANET ZONE...4 3) ADNOC LNG HOME PAGE...6 4) REGISTRATION PAGE...7 5) REGISTRATION SUCCESSFUL PAGE...8 6) REGISTRATION VERIFICATION ) REGISTRATION VERIFICATION SUCCESSFUL MESSAGE...9 8) LOGIN PAGE ) FORGOT PASSWORD ) CHANGE PASSWORD ) E-SERVICE LISTING PAGE ) SUPPLIER PORTAL ACCESS REQUEST ) SUPPLIER PORTAL ACCESS REQUEST SIGNUP MESSAGE ) SUPPLIER PORTAL ACCESS REQUEST ACTIVATION ) SUPPLIER PORTAL ACCESS REQUEST ACTIVATION MESSAGE PAGE ) E-SERVICE APPROVAL ) E-SERVICE APPROVAL ) SUPPLIER PORTAL E-SERVICE ACCESS PAGE ) SUBMITTING INVOICE WITH REFERENCE ) SUBMITTING INVOICE WITHOUT REFERENCE ) SUBMITTING CREDIT NOTE ) VIEW INVOICE ) INVOICE STATUSES a) Submitted b) Outstanding c) Approved d) ERS Paid e) Rejected ) SEARCH INVOICE Rev Page 2 of 24 updated: 19-Oct-2017

3 1) Introduction ADNOC LNG has implemented online invoice submission system, the implementation was very successful and most of the vendors have been using the portal to enter their invoices and relevant supporting documents. As part of our e-payment initiatives, it is decided to implement on-line invoice submission procedure for all vendors effective 1 September Accordingly, you are advised to upload all your invoices through ADNOC LNG portal, as the manual invoice submission procedure will not be considered for payment, effective from 1 September For supplier portal you have to do registration on the application, it is different from registration with Supplier Chain Management (procurement). Please use following links to understand how system works and then complete signup for submitting invoices. Each vendor can have maximum of three accounts for invoice submission. Note:- 1. You should know your company s vendor code 2. You should know your company s registered address Registered address is normally provided by vendor at the time of company registration with Supplier Chain Management (procurement), this address is used for all official communication from ADNOC LNG Supply Chain Management & Finance, If you want to change your registered address. Create an official letter on your company letter head, get it signed and stamped by official signatory and then send it to ADNOC LNG Accounts Payable team. After this change it will receive all official s from ADNOC LNG. Ideally it should be something which isn t changed frequently. a. Supplier Portal Help & Important Links Following YouTube videos explain vendor signup and invoice submission process, Sign Up Process Invoice Submission New User Registration Registered Users Registration URL: Login URL: Forgot Password URL: Change Password URL: Rev Page 3 of 24 updated: 19-Oct-2017

2) Add Supplier portal to Local Intranet Zone In order to use portal without any issue it is recommended to add ADNOC LNG Supplier Portal to intranet zone, please follow following steps 1.

4 2) Add Supplier portal to Local Intranet Zone In order to use portal without any issue it is recommended to add ADNOC LNG Supplier Portal to intranet zone, please follow following steps 1. Open Internet Explorer 2. Click on Internet Options 3. Select Security >> Local Intranet 4. Click on Sites 5. Add and close all tabs Rev Page 4 of 24 updated: 19-Oct-2017

5 Rev Page 5 of 24 updated: 19-Oct-2017

6 3) ADNOC LNG Home Page For New user Registration: The user needs to click the Register button in the Home page For Existing User: The user needs to click the Sign In button in the Home page Rev Page 6 of 24 updated: 19-Oct-2017

4) Registration Page The new user needs to enter the Email and Password to get registered to the web site.

7 4) Registration Page The new user needs to enter the and Password to get registered to the web site. Password should have at least 8 characters and it should have 1 capital letter, 1 number and 1 special character out of Rev Page 7 of 24 updated: 19-Oct-2017

8 5) Registration Successful Page Rev Page 8 of 24 updated: 19-Oct-2017

6) Registration Verification Email User needs to click the Verification link in the Email below for

9 6) Registration Verification User needs to click the Verification link in the below for activating the account 7) Registration Verification successful message Rev Page 9 of 24 updated: 19-Oct-2017

10 8) Login Page Rev Page 10 of 24 updated: 19-Oct-2017

After successful login, the e-service listing page will have two eservice, Careers and SUPPLIER PORTAL 9) Forgot Password If you have forgot your password then click on a link Forgot your password,

11 After successful login, the e-service listing page will have two eservice, Careers and SUPPLIER PORTAL 9) Forgot Password If you have forgot your password then click on a link Forgot your password, in next screen enter your address and system will you a new password. Please try with the new password (Copy the Text after the Password : in the password). 10) Change Password After logging in to a portal a user will have option to change his password. New password should have at least 8 characters and it should have 1 capital letter, 1 number and 1 special character out of 11) E-Service Listing Page Rev Page 11 of 24 updated: 19-Oct-2017

On clicking the SUPPLIER PORTAL in the above page, the users will be redirected to below page for requesting the SUPPLIER PORTAL eservice access.

12 On clicking the SUPPLIER PORTAL in the above page, the users will be redirected to below page for requesting the SUPPLIER PORTAL eservice access. 12) Supplier Portal Access Request Vendor code should be entered in 10 characters 00XXXXXXXX, o If you vendor code is of 6 numbers XXXXXX then it must have 0000 in the start and followed by 6 digit vendor code. Rev Page 12 of 24 updated: 19-Oct-2017

13 o If your vendor code is of 8 numbers XXXXXXXX then it must have 00 in the start and followed by 8 digit vendor code Registered is the which vendor provides at the time of initial registration with Procurement/Supply Chain Management, if you don t know then please contact Finance to get this information. If you want to change your registered address, please create a letter on company letter head, get it signed and stamped from official signatory and it to finance. After clicking the sign up button an will be sent to the registered address for verification. 13) SUPPLIER PORTAL Access Request Signup Message. Rev Page 13 of 24 updated: 19-Oct-2017

14 14) SUPPLIER PORTAL Access Request Activation Rev Page 14 of 24 updated: 19-Oct-2017

The below email will trigger to the Registered Email address with the activation link and to the Login Email without activation link (For information purpose) After clicking the link in the above

15 The below will trigger to the Registered address with the activation link and to the Login without activation link (For information purpose) After clicking the link in the above , the below page will be shown to the user stating that An Eservice approval request has been sent to the E-Service manager 15) SUPPLIER PORTAL Access Request Activation Message page Rev Page 15 of 24 updated: 19-Oct-2017

16 16) E-Service Approval The Eservice manager will login and approve the request after verification. Rev Page 16 of 24 updated: 19-Oct-2017

17) E-Service Approval Email The below email will be sent to the Registered Email address and Copied (CC) to the Login Email.

17 17) E-Service Approval The below will be sent to the Registered address and Copied (CC) to the Login . 18) SUPPLIER PORTAL E-Service Access page Once approved the user can login and access the SUPPLIER PORTAL eservice. Rev Page 17 of 24 updated: 19-Oct-2017

18 Select the Supplier Portal in the below screen Rev Page 18 of 24 updated: 19-Oct-2017

19 Once you click on Supplier Portal you will land in the main page of submit Invoices. Following are the options available: With Reference invoices are raised for the following: Service Order Purchase Order (Ensure that GRN-Good Received Note has been added in a system, contact your point of contact in ADNOC LNG and ask him/her to update it in Supply Chain Management records) Contracts Without Reference Any invoice which is not related to Service Order, Purchase Order or Contracts Credit Note Normal Credit Note 19) Submitting Invoice with Reference The Vendor can submit the invoice with Reference using the below screen. The submitted reference number will be validated in the system. Rev Page 19 of 24 updated: 19-Oct-2017

20 ADNOC LNG Ref No. field is mandatory. You should enter Service Order number, Purchase Order number or Contract Number in it. If system gives any error message then share this error with finance along with Service Order number, Purchase Order number or Contract Number. Please note if you have a contract no. such as CON-PAC-00XX-20XX then contact Finance to get new number. Invoice No. should be a unique number, it should not be used in a past to submit invoice. Invoice No. in attachment and form should be same otherwise it will be rejected. 20) Submitting Invoice without Reference The Vendor can submit the invoice Without Reference number using the below screen. Use this screen in case you didn t receive any service order, purchase order or contract from ADNOC LNG. Invoice No. should be a unique number, it should not be used in a past to submit invoice. Invoice No. in attachment and form should be same otherwise it will be rejected. Rev Page 20 of 24 updated: 19-Oct-2017

21 21) Submitting Credit Note The Vendor can submit the Credit note with the below screen. Rev Page 21 of 24 updated: 19-Oct-2017

22 22) View Invoice The Vendor can view the invoices which are Submitted, Outstanding, Approved, Paid, ERS Paid, Rejected and All using the Tabs. Rev Page 22 of 24 updated: 19-Oct-2017

23 23) Invoice Statuses a) Submitted Vendor has submitted invoice and ADNOC LNG haven t started its processing yet. b) Outstanding Invoice accepted by Finance and sent for approval from concerned Job Officer c) Approved Approval received by the concerned Job Officer d) ERS Paid Evaluated Receipt Settlement or Self Billing, vendors do not need to submit invoice if they have agreement with ADNOC LNG. Invoices will be generated and paid automatically. e) Rejected Invoice rejected by ADNOC LNG, vendor is notified by with the reason. 24) Search Invoice The Vendor can search the invoices which are Submitted, Outstanding, Approved, Paid, ERS Paid, Rejected and All using the Tabs with the Date Filter option. For paid invoices it will display only last 2 years information. Rev Page 23 of 24 updated: 19-Oct-2017

24 Rev Page 24 of 24 updated: 19-Oct-2017

GE Supplier Portal Guide.

GE Supplier Portal Guide. GE Supplier Portal Guide http://www.gesupplier.com FAQ (Frequent Asked Questions) 1. What web address should I use to go to GE Supplier Portal? 2. Do I need to register to be able to access Accounts Payable