Apple Supplier Connect User Guide

Transcription

1 apple Apple Supplier Connect User Guide Updated: October 27, 2017

2 Table of Contents Chapter 1: Welcome to Apple Supplier Connect Chapter 2: MyAccess Registration Chapter 3: Navigating Supplier Connect Supplier Connect Homepage User Settings and Preferences Manage Multiple Company Records Chapter 4: Maintaining Your Company Data Company Information Address Contacts Attachments Banking and Tax Chapter 5: Submit Your Company Profile Chapter 6: How to Resolve Common Errors Legal Agreement Documentation Attachment is Mandatory Enter Valid Characters for Bank Account Invalid Tax Data for Country Withholding Tax Data Questions are Mandatory for each Apple Country US - Tax Form Attachment is Mandatory for Apple Country Warning Messages Chapter 7 Adding and Managing Contacts Add a Non-Provisioned Contact Add a Provisioned Contact Removing Access Chapter 8: Submitting Supplier Data Changes Chapter 9: Apple Initiated Data Change

3 Chapter 1: Welcome to Apple Supplier Connect Apple Supplier Connect is a secure, self-service portal that allows you to maintain your company information that is essential to the business relationship between you and Apple. This user guide will provide instruction on how to provide and maintain company information such as contact details, tax information, and banking information. Your company has been invited to complete an approved supplier profile in Apple Supplier Connect. You have been assigned the role of Primary Administrator or Secondary Administrator. You will be responsible for providing and maintaining your company s data that will be used by Apple to send purchase orders, process payments, and other business functions. Let s get started. 1

4 Chapter 2: MyAccess Registration Gaining access to Supplier Connect is a two step process. Before you can log into Supplier Connect, you will need to complete the MyAccess registration to obtain an Apple ID that is tied to your business . This Apple ID and password will allow you to log into Supplier Connect. Note: If you already have a business Apple ID, this registration process will grant you access to Apple Supplier Connect. 1. You will receive an notification from myaccess.support@apple.com to create your account. 2. After completing the MyAccess registration, please wait minutes for your account to be set up in Supplier Connect. 3. Once your account has been set up, you will receive a second notification providing you the link to log into Apple Supplier Connect and enter your company information in the system. Note: Please make sure your browser is set to allow pop-ups before logging into Apple Supplier Connect. 2

5 4. Click Supplier Connect in the second to log into Supplier Connect. Not Receiving Notifications from Apple? Look for an from If you don t see this , check your Spam or Junk folder to ensure the message was not filtered. If the message was filtered, you may find an option to 'Mark as good' or 'Add sender to white-list. Firewall, Content Filter, or Security Policy: Check if your firewall or virus scan is blocking the notifications. Contact your Internet Service Provider (ISP) or Corporate IT department and check your spam s in exchange server. If you still encounter issues, contact myaccess.support@apple.com. Note: You may get an from appleid@id.apple.com asking you to verify your business address by entering a six-digit code. This verification request is sent periodically to keep Apple business applications secure. 3

6 Chapter 3: Navigating Supplier Connect 3.1 Supplier Connect Homepage The Supplier Connect Homepage will be displayed once you log in. From the Homepage, you can navigate to other sections of Supplier Connect as needed. See the table below to understand the sections and features available on the tool bar Help Access to Contact Us for Support, FAQ, User Guide, and short video 2 Edit Switch from View Only Mode to Edit Mode for updates. Default is View Only. 3 Company Data Side Bar Access to Company Profile section: General Company Information, Address, Contacts, Country Specific Banking and Tax Information, Attachments 4 Manage Company Switch between companies you are the admin for 5 Settings Edit any user specific settings 6 Refresh Clear all changes and Refresh to previously saved data 4

7 3.2 User Settings and Preferences The first thing you will want to do is modify any settings to your liking. You can set the timezone, language, decimal format, and date format. 1. Click on the Setting icon on the toolbar. Timezone The default timezone will be set to Pacific Standard Time (PST). 1. Click on the search icon to view over 105 different timezones. 2. Select your preferred timezone. 3. Click Save. Language Select the language you wish to use for Supplier Connect. All fields and content will be displayed in this language. 1. Click on Language on the left-side navigation. 2. Select your preferred language from the drop-down menu. 5

8 3. Click Save. Decimal Format 1. Click on Decimal Format on the left-side navigation. 2. Select your preferred decimal format from the drop-down menu. 3. Click Save. Date Format 1. Click on Date Format on the left-side navigation. 2. Select your preferred date format from the drop-down menu. 3. Click Save. 6

9 3.3 Manage Multiple Company Records If you are the Primary Admin for multiple company records in Supplier Connect, you can easily navigate between those companies using the Manage Company button. 1. Click on the Manage Company icon on the right-hand side of the toolbar. 2. Select the company you wish to view. 3. Click Continue. 4. You will now have visibility to the company record you selected. 5. Click the blue Edit button and complete the form. Fields marked with (*) are required. 7

10 Chapter 4: Maintaining Your Company Data To complete your company profile in Supplier Connect, you ll need to provide all the required company data. You may also edit the Company Information sections with any changes required to keep your company data current. Once all the company data is provided, you will submit the record to Apple for verification and approval. Note: - When you log in, the record is shown in display mode. Click the Blue Edit button to edit your company data. - Click the Save Draft button as you complete each section. There is no auto-save feature in Supplier Connect. - Click the Submit button after you ve entered all the data to identify any data entry errors. If errors are present you can correct the errors and click Submit again. If there are no errors, your data will be submitted to Apple for review and approval. - If you experience any issues filling in this data that you aren t able to resolve, please contact Global_AP@apple.com for assistance. 4.1 Company Information 1. From the Company tab, you must click the blue Edit button. 2. Basic company information will be auto-populated based on the data entered by the Apple requester. Review and modify the following fields as necessary: Legal Entity Name Doing Business As Name Enter the Communication Language All communications from Supplier Connect will be sent in the language indicated in this field. Enter the Legal Entity Name (Local Language). This field is mandatory for suppliers doing business with Apple in China, Taiwan, Japan, Korea, and Russia. 8

11 3. If you are a diverse supplier, select the Yes radio button. You will need to answer two additional questions. 4. Scroll and select the Supplier Diversity Classification and click Add. 5. Enter the Certificate Number. Note: A copy of the current Diversity Certificate is required. Upload the document in the Attachments section before submitting the record. 9

12 6. Select your ethnicity from the drop down menu. 7. Enter the PO Address and click the Add button. PO Address will then appear below the field. Apple Purchase Orders will be sent to this address. 8. Finally, select whether the tax address is within the United States or outside the United States in the Tax Domicile Country. 10

13 Note: You may have different fields to complete depending on the country selected. 4.2 Address Complete the Address information required to complete your company profile. You may also edit Address to keep your company data current. 1. On the left-hand side bar, click on Address. 2. If you are not in edit mode already, click on the Edit button near the top-left corner. 3. If more than one location is displayed in the selector, click on each country and complete/verify the required fields: Country Street Postal Code Regional Address Type Note: If you are required to add the "Legal Entity Address in your local language, follow the instructions below to add a new address. Do not replace the existing address type for Legal Entity Address (English). 4. To add a new address, click on the Create New Address button in the Address page. Enter the required information and click the Save Draft button at the top left. 11

14 4.3 Contacts As a Primary Administrator, you may add contacts to your company profile. You may add a Secondary Administrator who may act as an Administrator in Supplier Connect. Administrators are provisioned users and will have access to log into Supplier Connect. See Chapter 7 for adding provisioned users. You may also add non-provisioned contacts to Supplier Connect so that Apple has visibility to these contacts. Non-provisioned contacts are not able to log into Supplier Connect. Tips: - Remember to click the Add button to add Contact Type information 1. On the left-hand side bar, click on Contacts. 2. If you are not in edit mode already, click on the Edit button near the top-left corner. 3. Click Create New Contacts to add additional contacts. Individuals identified here will not be provided access to Supplier Connect. 4. Enter in the required information and click the Add button. First Name Last Name Phone (alpha characters are not allowed) Contact Type 5. Click the Add button when done. Contact Type will then appear below the field. 6. Click Create New Contacts again to add more individuals. There is no limit to the number of individuals you can add. 12

15 4.4 Attachments Depending on the Apple entity you are being requested to do business with, different attachments may be required. 1. On the left-hand side bar, click on Attachments. 2. If you are not in edit mode, click on the Edit button near the top-left corner. 3. Enter a brief description of the file you are attaching (e.g. Bank Letter, Diversity Certificate, Legal Document, etc). 4. Select the appropriate Attachment Category. (e.g, Select "Other Attachments for bank supporting documents). If you select Diversity or Other Certificates you will need to provide the Expiry Date. If the Apple Entity Country is USA (i.e. you are doing business with an Apple division in the US), you must select Attachment Category US-Tax form and enter a US tax form (W-8 or W-9). Please review the following link if you have any questions on what form to use: If a legal agreement documentation is required, you must select Attachment Category Legal Agreement Documentation. Please reference the chapter titled How to Resolve Common Errors. 5. Choose file and click on Add Attachment. Note: There is no maximum number of attachments you can add, however the file size of each file must be no more than 50MB. 6. Click the Save Draft button. 13

16 4.5 Banking and Tax Banking and Tax information is required for each Apple entity country desiring to do business with you. 1. On the left-hand side bar, click on Banking and Tax. 2. If you are not in edit mode already, click on the Edit button near the top-left corner. 14

17 3. The field named Select Each Apple Entity Country From the List displays the Apple entity countries you will be doing business with, not the Domicile Country for your entity. For instance, if you re located in China and conducting business with Apple in the US, this field will display USA. 4. Select the Apple Entity Country to provide Bank and Tax data for that country. Note: Different fields may be displayed based on the country you select from the drop down list. Below is an example when you are doing business with Apple in both China and USA: 15

18 5. Select the appropriate answers for the three withholding tax data questions from the drop-down menu. Tax Domicile Country Type of Organization Commodity providing to Apple Any subsequent question based on the commodity provided 16

19 6. Enter Tax ID that applies to your Company. Social Security Number FEIN SSN/ITIN / FEIN / FOREIGN TAX ID Note: You may have different fields to complete depending on the country selected. 7. To add a new bank data, click on Create Bank Data. 8. Complete the required fields for the banking country selected. Tip: - After entering your National Bank & Branch Code / Routing Code information, click your Enter or Return key to validate your bank. The Bank Name, Bank Branch Address, Bank City, and Bank Region fields are auto-populated after bank key validation. - Click the Search icon to find your bank key. Enter parameters such as City, Region, and/or Swift Code to find your bank. If you are searching with a Swift Code, please add an * at the end of your Swift Code for wildcard search. Click on the row header to select the desired Bank Name, Bank Branch Address, and Bank City to fill in the Bank Data form. If your bank does not exist in the list, return to the Bank Data form and enter manually. Note: You may have different fields to complete depending on the country selected. 17

20 If you have intermediary bank, click the checkbox to expand the Intermediary Bank Data section. To add a new intermediary bank data, click on Create Intermediary Bank and complete required bank data. 9. Complete the required fields in Other Data: Sales Person Telephone (alpha characters are not allowed) Remittance address (Click the Add button when done. Remittance address will then appear below the field.) 18

21 10. Select the checkbox if you wish to copy the banking and tax data to other Apple Entity Countries you are being set up for. 11. Complete steps 3-10 above for additional Apple entity countries as necessary. 12. Click Save Draft. Note: The next time you log in, the banking account number and tax ID will be encrypted for data protection and displayed with special characters. 19

22 Chapter 5: Submit Your Company Profile Once you have completed all the required fields in the Address, Contacts, Banking and Tax sections and uploaded required documents, you will need to submit your request to Apple to approve your company record. 1. Click the Submit button. 2. If there are any errors that need to be addressed, you will see them displayed. 3. Correct any errors and then click Submit again. 4. If you are not able to clear the errors in red at the top of the screen, click Save Draft to save your changes, then send a screenshot of the errors and the data you entered to Global_AP@apple.com for assistance. 5. Once any errors are resolved, Supplier Connect will automatically validate legal entity address via Address Services. Depending on the outcome, please take the necessary action: Exact Match address is accepted. No action required. Close Match similar address is found. Please do one of the following: select to use the address you provided, select the matching address we found, or click try again to edit the address. No Match address as entered is not found. Please either select to use the address you provided or click try again to edit the address. 20

23 6. If there are no errors, the Messages will indicate Data Submitted Successfully. Apple will review your company s profile and approve your vendor set up. Once your vendor record is fully approved, you will receive a confirmation with your vendor number that should be referenced on all invoices. 21

24 Chapter 6: How to Resolve Common Errors If you receive an error message when trying to submit your company data, please review the following instructions to resolve these common errors. If you are unable to clear the error, send a screenshot to Global_AP@apple.com for assistance. 6.1 Legal Agreement Documentation Attachment is Mandatory This error message is displayed when the Legal Entity Name in the Company Information section does not exactly match the bank account holder name of the account in the Banking and Tax section. To resolve this error: 1. Return to the Company Information Section and ensure the Legal Entity Name is correct. 2. Copy and paste the Legal Entity Name into the Account Holder Name/Beneficiary Name field (in the Banking and Tax section). If the bank account holder name is truly different, you will need to attach a document (Attachment Category Legal Agreement Documentation ) and provide evidence why this is the case and the agreement for the account holder to collect bank details on behalf of the supplier. 22

25 6.2 Enter Valid Characters for Bank Account This error message is displayed when there is invalid data in one or more of the banking fields. Please try to clear the error and if you can t, forward a screenshot of all of the banking data to Global_AP@apple.com for assistance. To resolve this error: 1. Confirm that the number you entered in the IBAN field is in the correct format for your banking country. Please ensure there are no spaces, slashes (/) or hyphens (-). 2. Confirm that the Bank Account Number, not the International Banking Number (IBAN) is entered in the correct format. Please ensure there are no spaces, slashes (/) or hyphens (-). 3. Click Submit. 4. Validate the bank data with your bank if necessary and re-enter data. 23

26 6.3 Invalid Tax Data for Country This error message is displayed when the Tax Data has been entered in an incorrect format. The proper format will be noted in the error message (e.g., MAX 14 CHAR). To resolve this error: 1. Confirm that the Tax ID is entered correctly in the Tax Data section. 2. Please ensure there are no spaces, slashes (/) and the only acceptable character is hyphens (-). 3. In some cases, you might need to add a prefix. For example, Local tax ID for Singapore needs to start with SG. 4. Click Submit. 24

27 6.4 Withholding Tax Data Questions are Mandatory for each Apple Country This error message is displayed if you have not completed all the withholding tax questions in the Banking and Tax section for the Apple Entity country. These questions are mandatory and you should ensure they are answered correctly for proper determination of the applicable withholding taxes. To resolve this error: 1. Answer all withholding tax questions in the Banking and Tax section. 2. Click Submit. 25

28 6.5 US - Tax Form Attachment is Mandatory for Apple Country This error message is displayed if you have not attached the tax form (e.g., W8 or W9) required for the country noted in the message. U.S. Tax form is required from all suppliers doing business with Apple in the U.S., regardless of the domicile country for your entity. Please see the US Tax Information page for more information on tax forms. To resolve this error: 1. Upload the appropriate tax form in the Attachments section and select Attachment Category US-Tax Form. 2. Click Submit. 6.6 Warning Messages The following warning messages are presented if you change your Legal Entity Name. You may still submit your request, however you may wish to verify the data you have entered is correct to avoid rejection. 26

29 Chapter 7 Adding and Managing Contacts As a Primary or Secondary Administrator, you may add additional contacts to Supplier Connect at any time. There are two types of contacts, Provisioned and Non-Provisioned. Only Primary and Secondary Administrators are provisioned (have access to Supplier Connect), and only Primary Administrator can provision other users. Non-Provisioned contacts are visible to Apple, however, they will not have access to Supplier Connect portal. 7.1 Add a Non-Provisioned Contact 1. Log into Supplier Connect, click on the Company tab. 2. Click Contacts. 3. Click the Edit button to enter Edit mode. 4. Click Add More Contacts button. Enter the contacts information. 5. Click the Add button when done. You can add as many Non-Provisioned contacts as needed. 27

30 7.2 Add a Provisioned Contact Primary administrators will be able to add additional provisioned contacts for Supplier Connect. Provisioned contacts will have access to Supplier Connect and will be able to edit fields. Access is granted via MyAccess (myaccess.apple.com), rather than Supplier Connect. 1. Log into MyAccess (myaccess.apple.com) and sign in with your Apple ID and password (Apple ID should be tied to your business ). 2. On the menu bar, click on Invitations. c 28

31 3. Click on the Supplier Connect radio button. c 4. You will see the different business locations you are associated with. Most of the time it will only be one. Select the location. 29

32 5. In the User(s) section, type in the first name, last name, and business address of the person you want to give access to Supplier Connect. You can only add contacts with the same domain as your business domain. 6. Under Access Roles, select Approved Supplier Secondary Admin. 7. In the Options section, you can change the expiration date or language. Expiration Date - By default, the new user invitation will expire in one month, but you can set it to either 2, 3, 4 months, or set your own expiration date. Language - Users may receive translated s in the following languages: Korean, Japanese, Traditional Chinese, Simplified Chinese, Spanish, Portuguese, and Russian. All other languages will receive the invitation in English. If no language is selected, English will be the default. Tip: To add more people, click on the plus sign 30

33 8. Please read the Terms of Service and click on the blue Invite Users button in the bottom-right corner. This will trigger the to the person you identified. 9. You will get a confirmation window. Click OK. Once you have submitted the MyAccess request, the new user will receive an from myaccess.support@apple.com to register an account for Apple Supplier Connect. Once their registration is complete, the new contact will receive a second providing them the link to log into Supplier Connect. The new contact will follow the same process as described in Chapter 2. 31

34 7.3 Removing Access Removing access to Supplier Connect is done through MyAccess (myaccess.apple.com), 1. Log into myaccess.apple.com using your Apple ID and password. 2. Click on My Team in the top navigation. 32

35 3. Select the individual to have access revoked. 4. Click on Remove Access. 5. You ll be asked to confirm your action. Select Yes. 33

36 6. A confirmation window will appear. Click OK. 34

37 Chapter 8: Submitting Supplier Data Changes Once you are an approved supplier with Apple and have received your vendor number, you may update your company information at any time. Changes such as a legal entity name change, new banking information or updated tax information will require Apple internal review and approval. An acceptable business document (e.g., W-9, W-8 forms in US) is mandatory for Legal Entity name and tax ID change. Note: For changes that require Apple internal approval, your record will be locked for any additional changes until the submitted changes are approved. 1. Log into Supplier Connect. 2. From the Company tab, click the Edit button. 3. Navigate to the section you need to modify and make the necessary updates. Be sure to save any changes. 4. Once your changes are complete click Submit. Note: Once submitted, your record will be locked for any additional changes until the submitted changes are approved. 5. Your changes will be sent to Apple for review and approval. 6. If your changes are rejected, you will receive notification to update the record. 7. When you changes are approved, you will receive a confirmation . If your tax ID has changed, a new record must be created. Please contact your Apple internal contact to create a new Supplier request. Please contact Global_AP@apple.com for assistance. Note: If you were an Apple supplier prior to October 16, 2016, you may find attachments titled Supplier Connect Migration Attachment - Legacy Conversion. You can add additional necessary documents as required. 35

38 Chapter 9: Apple Initiated Data Change As an approved supplier, your services may be requested by multiple Apple divisions. If your services are requested by an Apple entity you are not currently doing business with, you will need to complete your company s information to be set up as an approved supplier for that division. You will receive an notification if you need to provide this information. 1. Click the link in the to log into Supplier Connect. 2. From the Company tab, click Edit to view the information you need to provide. 3. Follow the steps outlined in Chapter 4 to submit the new information. 36