Supplier Quick Reference and How To Guide

Transcription

1 and How To Guide For Help or Support Toll Free USA & Canada: Toll Free Europe: Toll Free Asia: Toll Free Australia: FREQUENTLY ASKED QUESTIONS How do I contact support for assistance from PrimeRevenue? I am unable to log into the system. What should I do? What are the criteria for a password to be valid? How do I change my password? How can I see how much I would receive if I trade my invoices? How can I see how much it will cost if I trade my invoices? How do I manually create a Sell Offer to receive early payment? What happens when I create and submit a sell offer after trading hours? When will I receive the funds for invoices I sold? How do I set up Auto Advance Rules, to automatically create and submit Offers? Is it possible for me to review my Auto Advance offer before it is submitted? How do I review and confirm a sell offer created by Auto Advance? How can I see the sell offers that have been created and submitted? My sell offer has a status of Temporary Sell Offer. What does it mean? My sell offer has a status of Invalid Sell Offer. What does it mean? My sell offer has a status of Forwarded. What does it mean? How can I do a detailed search on documents in the system? How do I create a Remittance Advice Report? How can I know how much I will receive in the next maturity payment run? I was expecting a payment but did not receive it. What shall I do? I received notification about a First Upload. What does it mean? I cannot see some invoices on the PrimeRevenue platform. What shall I do? How can I know when I will be paid for specific invoices? How can I add a new user? How do new users receive their login details? How can I change the privileges of a user? How do I unlock a user? How do I reset a user s password?

2 29. How can I disable or delete an existing user? How can I stop/begin receiving notifications from the PrimeRevenue system? How can I add or change our bank account? What are Dynamic Passwords? FREQUENTLY USED TERMS

3 FREQUENTLY ASKED QUESTIONS 1. How do I contact support for assistance from PrimeRevenue? The best and easiest way to contact support is via to the address listed above. Be sure to include the following information in your - Your company Name - Your name - Your telephone number and address - A description of the problem be sure to include the related reference number if this is a continuation of an existing request 2. I am unable to log into the system. What should I do? If you are locked out of the system, forgotten your password, or your credentials are invalid, you should click on the Forgot Password button on the login page, and provide the following information: - Your username - Your address, as registered with PrimeRevenue The system will reset your password and send you an to the address on file. 3. What are the criteria for a password to be valid? Passwords in the PrimeRevenue platform must contain: characters - At least 3 of the 4 following: - Upper Case (A) - Lower Case (a) - Number (1) - Special Character (#) - No special characters used in some specific languages Passwords in the PrimeRevenue platform CANNOT contain: - It cannot contain your User Name, First or Last Name, Company Name or Previous Passwords. - It cannot contain duplicate numbers or characters (such as 11 or aa). - It cannot contain sequential numbers or characters (such as 12 or ab). 4. How do I change my password? There are two ways to change your password. The first is from the Login page. 1. From the initial Login page, enter your user name and password and click on the Change password checkbox. 2. Click on Log in. 3. A password notification page will display, enter your old password and your new password twice. 4. Click on OK. The second way to change your password can be accomplished once you are logged into the SCF system. 1. From any page within the application, click on the Preferences option in the drop down menu next to your name in the upper right corner. 2. Click on Edit. 3. In the top section, enter your old password and your new password twice. 4. Click on Save. 3

4 5. How can I see how much I would receive if I trade my invoices? From any page, go to FUNDING/Available To Fund or alternately, click on the Receive Early Payment link on the Home page: 1. To see projected fees and projected settlement: click on the link for PO Details (right side of window) to see a list of invoices you can trade early. 2. You have several options: Enter an amount in the Amount of funding required field. Then click on Search. Click OK when asked about resetting POs (this wipes our previous selections and gives results based on the current search). OR Select the exact invoices you want by clicking on the boxes on the left. Then click on Update Totals. 3. The Projected Settlement amount, displayed to the right of the Update Totals button, is the estimated amount you will receive. 4. If you wish to create a sell offer at this point, click on Create Sell Offer. IMPORTANT: when the Funding Confirmation page appears, click on Confirm Sell Offer to finalize the offer or click on Cancel to cancel the offer and start over. 6. How can I see how much it will cost if I trade my invoices? From any page, go to FUNDING/Available To Fund or alternately, go to Administration / Customer List: 1. To see the rates and fees for a particular buyer program: click on the link on the Buyer Program name within the grid of information. 2. The screen displayed will contain information about the following: Current rates as defined by the FI. Information about how the discount amount is calculated based on the rates and other parameters. Parameters for the sell offer, including the window when trades will be accepted, a calendar of valid dates for trade acceptance, as well as minimum and maximum values. 7. How do I manually create a Sell Offer to receive early payment? From any page, go to FUNDING/Available To Fund or alternately, click on the Receive Early Payment link on the Home page: 1. To sell all your available invoices: click the box in the Trade column. Then click on Create Sell Offer. When the Funding Confirmation page appears, click on Confirm Sell Offer. 2. To sell only invoices up to a desired amount: Enter the amount you would like to trade in the Funding Desired field. Click on Create Sell Offer. When the funding Confirmation page appears, click on Confirm Sell Offer. 3. To sell invoices by date range: Click on the link for Date Summary (right side of window). You can select the dates you wish by clicking on the boxes on the left. Then click on Create Sell Offer. When the Funding Confirmation page appears, click on Confirm Sell Offer. 4. To sell specific invoices: click on the link for PO Details (right side of window) to see a list of invoices you can trade early. Choose the invoices you want by clicking on the boxes on the left. Click on Create Sell Offer. 5. IMPORTANT: When the Funding Confirmation page appears, click on Confirm Sell Offer to finalize the offer or click on Cancel to cancel the offer and start over. You must always click on either the Confirm Sell Offer or Cancel button; otherwise you may create a temporary or invalid Sell Offer. 4

5 8. What happens when I create and submit a sell offer after trading hours? If you create a sell offer after the trading window has closed, the offer will remain in a Requested status until the next business day. On the next business day when the trading window opens, your sell offer will be processed. The following can happen: The discount will be re-calculated, based on the number of days to maturity POs will be evaluated to determine if they are within the minimum trade cut off days. If any POs are within the minimum trade cut off days, the offer will be cancelled and all POs except those within cut-off will be available to trade. You will need to resubmit the sell offer. (To avoid this, when creating a sell offer after the trading window has closed, do not include POs that will be within cutoff on the next business day). If the offer is valid (only contains POs outside of cutoff), it will be offered to your financial institution for auto or manual acceptance. 9. When will I receive the funds for invoices I sold? If you create a Sell Offer before the cut off time (indicated in the parameter document you received when you finished the enablement process), in most cases the funds will be at your bank the following business day. If you create a Sell Offer after the cut off time, the funds will be at your bank one business day later. 10. How do I set up Auto Advance Rules, to automatically create and submit Offers? From any page, go to ADMINSTRATION/Customer List To activate Auto Advance with a single click: 1. Click on the Activate link for the program you wish to automate. This will activate the Auto Advance rules. If you have not previously set the rules, they will be set such that the system will automatically create and submit offers for all available POs every day. If you have previously set the rules, the Activate link will turn on Auto Advance and will leave the rules you set intact. Alternately, to set the auto advance rules individually: 1. Click on the Edit link for the program you wish to automate. 2. Make sure ON and Initiate Funding are selected (radio buttons). 3. Check that the bank account is the one you wish to use. 4. Enter criteria as desired amount related or maturity date related. 5. In the Auto Advance Date selection, select when you want the system to apply the criteria selected above. 6. Click Save. 7. These rules will be saved overnight and will run at 7 am in your local time zone for the days you selected in the Auto Advance Date selection or every day, if you selected that option. 8. Each day that the system creates an offer, it will send a task and alert indicating a Sell Offer was created ( Notification of Sell Offer Creation ). 9. The Sell Offer will automatically be offered to the FI when the buy offer window opens. Note: For some programs this function is not available, because the auto advance rules are set by the community manager. 11. Is it possible for me to review my Auto Advance offer before it is submitted? The system allows you to set up your auto advance rules such that the sell offer is created but must be reviewed before it is submitted. From any page, go to ADMINSTRATION/Customer List 1. Click on the View link for the program you wish to automate. 5

6 2. Click on the Edit button at the bottom of the screen. 3. Make sure ON and Review are selected (radio buttons). 4. Enter the remaining criteria and click Save. 5. These rules will be saved overnight and will run at 7 am in your local time zone for the days you selected in the Auto Advance Date selection. 6. The system will send a task and alert indicating a Sell Offer was created ( Notification of Sell Offer Creation ). 7. Upon receiving the task and alert, you must login to the system to confirm the sell offer. 8. If no action is taken the sell offer will be cancelled by the system at the end of the day. 12. How do I review and confirm a sell offer created by Auto Advance? From any page, go to FUNDING/Sell Offer History 1. Click on the Search button to search for offers created today, or enter a different date range to search. 2. The system will display the sell offers, those highlighted in green with a check box to the left need to be reviewed. 3. Review the offer by clicking on the Sell Offer # link. Click on the Details link to see the POs included on the offer. 4. Check the box next to the sell offer you wish to submit and click Confirm Sell Offer. 13. How can I see the sell offers that have been created and submitted? From any page, go to TRACK DOCUMENTS 1. Select Sell Offers as the Document Type. 2. Enter search criteria. To see only sell offers that the FI has accepted, select Auto Accepted, Manually Accepted, and Matured in the status column, by holding down the control key and clicking on each one. 3. Click on Search. 4. To see the invoices in a given trade, click on the link in the Sell Offer column. 5. When the View Sell offer page appears, click on the Details link under the Payment Obligation column. 6. You can save this information by exporting to a CSV, Excel or XML file by clicking the link at the bottom of the listing. 7. If a trade you expect to see is not on the list, search for all statuses. 14. My sell offer has a status of Temporary Sell Offer. What does it mean? This situation occurs when a user creates a sell offer but does not actually submit the offer for funding. If you have a temporary sell offer, it means that you created a sell offer, but on the Funding Confirm page you did not Confirm or Cancel the offer. It is important to remember that if you create a sell offer but do not want to submit it for funding you MUST click on Cancel to prevent a temporary sell offer. If you have a temporary sell offer, you can confirm or cancel it from the Sell Offer History page. If you do not confirm or cancel it, the system will cancel it after approximately one hour of inactivity. To act on a temporary sell offer: From any page, go to FUNDING/Sell Offer History 1. Click on the Search button to search for offers created today. 2. The system will display the sell offers, those with a check box to the left can be reviewed. 3. Review the offer by clicking on the Sell Offer # link. Click on the Details link to see the POs included on the offer. 4. Check the box next to the sell offer you wish to submit and click Confirm Sell Offer. Alternately, click Cancel to cancel the offer and release the POs to be included in another offer. 6

7 15. My sell offer has a status of Invalid Sell Offer. What does it mean? This situation occurs when a user creates a sell offer that is invalid but does not cancel the offer. Offers can be invalid for a variety of reasons, but usually it is due to not meeting the minimum or maximum requirements for the amount on the offer. If you have an invalid sell offer, it means that you created a sell offer that did not meet the requirements of the system, but on the Funding Confirm page you did not Cancel the offer. If you have an invalid sell offer, you can cancel it from the Sell Offer History page. If you do not cancel it, the system will cancel it after approximately one hour of inactivity. To act on an invalid sell offer: From any page, go to FUNDING/Sell Offer History 1. Click on the Search button to search for offers created today. 2. The system will display the sell offers, those with a check box to the left can be reviewed. 3. Check the box next to the sell offer you wish to cancel and click Cancel to cancel the offer and release the POs to be included in another offer. 16. My sell offer has a status of Forwarded. What does it mean? This situation occurs when a supplier submits a sell offer for trade while the trading window is open, but the FI does not accept the offer before the window closes. On the next business day when the trading window opens, your offer will be processed. The following can happen: The discount will be re-calculated, based on the number of days to maturity POs will be evaluated to determine if they are within the minimum trade cut off days. If any POs are within the minimum trade cut off days, the offer will be cancelled and all POs except those within cut-off will be available to trade. You will need to resubmit the sell offer. If the offer is valid (only contains POs outside of cutoff), it will be offered to your financial institution for acceptance. If the offer is not valid (contains POs outside of cutoff) or if the offer exceeds the program s timeout duration, it will be cancelled. All POs outside of cutoff will be released such that they will be available to trade. 17. How can I do a detailed search on documents in the system? From any page go to TRACK DOCUMENTS 1. Choose a document type (Payment Obligations, Credit Memos, Sell Offers, EFT Statements or Time Drafts). 2. Enter one or several criteria in order to limit your search. 3. Click on Search. 18. How do I create a Remittance Advice Report? From any page go to REPORTS/Remittance Advice Report 1. Select a date range using the calendars 2. Choose to include or not related documents related documents are any document the Buyer uploaded with the Payment Obligations. For instance it can be a shipment notification or a Purchase Order Number. 3. Select Report Format PDF or CSV (for excel). 4. Select Currency and click Run. In the Remittance Advice Report, you will have a detailed list of all the invoices and credit memos included in the payments you received. 7

8 19. How can I know how much I will receive in the next maturity payment run? From the Home page, click on one of the hyperlinks under the Payment Obligation Forecast section, or go to FUNDING/Payment Obligation Forecast 1. Enter search criteria, including a Payment Date range and customer. 2. Click on Search. The payment obligation forecast lists the POs and CMs by maturity or payment date. 20. I was expecting a payment but did not receive it. What shall I do? Here are a number of points that should be checked when a payment you expected seems to be missing: - Payments are submitted during the day. That means that you may not have the funds at your bank early morning. - Check with your bank directly (not only via Internet banking) to find out if the funds have been received and when the bank will credit your account. - Check within the system to ensure that there are invoices to be paid on the day you expected. Go to Track Documents and select the maturity date so that it will be the day when you expected payment. Then do the same search for Credit Memos and make sure you are in a positive net balance. - If you have found a number of invoices that should have been paid on that particular day and your bank confirmed not having received a payment, please contact PrimeRevenue support. 21. I received notification about a First Upload. What does it mean? The system will send you a task and alert indicating that a buyer has uploaded documents for the first time. This lets you know that your buyer has approved your invoices. Once invoices are uploaded in the PrimeRevenue system, you can log in to the system to view the invoices and to make trades. You can elect to receive a notification every time your buyer uploads new documents into the system. This allows you to know immediately when your buyer has approved invoices. To request notification of all uploads, perform the following steps: From any page, go to ADMINSTRATION/Customer List 1. Click on the drop down box for Notification of Upload next to each program you wish to change. 2. Change the drop down option to All Uploads. 3. Click on Submit. 22. I cannot see some invoices on the PrimeRevenue platform. What shall I do? The invoices are uploaded onto the PrimeRevenue platform only once they have been approved by your customer. If an invoice has not been approved you will not be able to find them in the system. If you were expecting to find some invoices but you cannot find them, please contact your customer. Indeed they may have some claims on your invoices and for this reason have not yet approved them. 23. How can I know when I will be paid for specific invoices? The maturity date indicated on the system for each invoice is the date when you will receive the funds (if you do not sell them to collect your money earlier). However, payment transfers occur only when you are in a net positive balance on a specific date. The maturity date can be found easily by doing a search in Track Documents and entering the relevant invoice number in the document number field. 8

9 24. How can I add a new user? ** This can be done only by the administrator(s). From any page, go to ADMINISTRATION/Users. 1. Click on the Add button. 2. Complete all the fields. 3. Assign the desired privileges to this new user and click Save. 4. The user will receive an with a temporary password. They will be asked to change their password when they login. 25. How do new users receive their login details? When the administrator in your company sets up a new user in the Administration Tab/Users, he/she creates a User ID and assigns permissions to the user. The system creates a temporary password and s the password and other login information to the new user, utilizing the address entered by the administrator. 26. How can I change the privileges of a user? ** This can be done only by the administrator(s). From any page, go to ADMINISTRATION/Users. 1. Select a user and click on the Edit button. 2. Select / deselect the desired privileges for the user and click Save. 3. The user will need to log out and log in again for the changes to be effective. 27. How do I unlock a user? ** This can be done only by the administrator(s). If a user is locked out and believes they know their password, an administrator can unlock them so they can attempt the login again. From any page, go to ADMINISTRATION/Users. 1. Click on the Edit button next to the user. 2. Uncheck the box next to Account Lockout and click Save. 3. The user will be able to attempt their user name / password again. 28. How do I reset a user s password? ** This can be done only by the administrator(s). If a user cannot remember their password, an administrator can reset the password. From any page, go to ADMINISTRATION/Users. 1. Click on the Edit button next to the user. 2. Click on the Reset Password button. 3. The user will receive an with a temporary password. They will be asked to change their password when they login. 9

10 29. How can I disable or delete an existing user? **This can only be done by the administrator(s). From any page, go to ADMINISTRATION/Users 1. Select the user you want to remove by clicking the box on the left side. 2. Click Disable. 3. The user selected will no longer be able to log into the system. 4. To permanently delete a user (and be able to re-use their user id), select the user you want to delete by clicking the box on the left side. 5. Click Delete. 6. This user will no longer appear in the Users list, and the user id will be available for reuse. 30. How can I stop/begin receiving notifications from the PrimeRevenue system? From any page, click on the Preferences link at the topmost right corner of the screen 1. Click on Edit button at the bottom of this page. 2. Change the notification rules as desired and click Save. 31. How can I add or change our bank account? You cannot change an existing bank account. You will need to add a new one. It is a 3-step process to add a bank account in the PrimeRevenue platform. 1. From any page, go to ADMINISTRATION/Bank Accounts, and click on New Account. Enter the new bank account information and Save. 2. Complete and send us the Bank Account Form.** 3. Upon receipt of your documentation, we will activate your bank account within 48 hours. Once your bank account has been activated, it will have a status active on the bank account list. There are 3 places where the bank account needs to be updated: a. From ADMINISTRATION/Bank Accounts: Click on the radio button next to the bank account that you wish to be the default bank account. The system will present a message confirming your choice. Click OK to continue. b. From ADMINISTRATION/Customer List: In the Maturing Obligation Bank Account column select from the drop down the bank account you want to use for non-traded invoice payments for each buyer program. Then click on Submit. If you receive a message saying that this bank account cannot be changed, please contact PrimeRevenue support. c. From ADMINISTRATION/Customer List: Click on the view link in the Auto Advance column. Click on Edit, and select the bank account to be used for traded invoices from the drop down. Click on Save. Please note that even if you do not use auto advance, this account should be updated. ** To obtain the relevant Bank Account Form, please send a request to support@primerevenue.com with the name of your customer and the currency you are using. 32. What are Dynamic Passwords? The system has an option to set up dynamic passwords for monetary actions. If the buyer program to which you are assigned requires dynamic passwords, when you sign in for the first time, you will be required to define and remember a Dynamic Code. The Dynamic Code consists of 12 numeric digits. The rules for setting up a dynamic code include: It must be 12 numeric digits There cannot be 3 consecutive digits (111) There cannot be 3 sequential digits (123 or 321) 10

11 After setting up your dynamic code, the system will send you an outlining the 12 positions and the corresponding code for each one. You are required to enter a Dynamic Password under the following conditions: Adding a bank account Performing a manual trade Setting up Auto Advance To enter the dynamic password, you will be presented with 5 positions that must be entered. You must enter the digits of your dynamic code that match to the positions requested on the screen. Example: Your dynamic code is The system displays the following You must enter as your dynamic password 7 equates to the 12 th position on the dynamic code 5 equates to the 8 th position on the dynamic code 5 equates to the 8 th position on the dynamic code 1 equates to the 9 th position on the dynamic code 3 equates to the 4 th position on the dynamic code 11

12 FREQUENTLY USED TERMS Term Auto Advance Rules Available to Fund Buyer Program Credit Memo (CM) CM Dates Deduction Discount Fees Discount Rate Exception CM Maturity Date Original Value Definition Rules that a supplier can set up to have the system automatically generate sell offers based upon selected criteria. List of Payment Obligations (PO) available for trading. A collection of settings to define each customer program based on currency. When a CM is uploaded onto the system, its status is "Open". As soon as it has been applied either against a PO or at a pay period, its status will change to "Applied". Once a CM has reached its effective date, its status is "Closed". There are two types of credit memos in the PrimeRevenue system: The first type of credit memos are not designated to an invoice but designated to a maturity date (which PrimeRevenue refers to as an Effective Date). These credit memos will be deducted from the amount owed for that supplier on a particular maturity date. It is treated like a negative invoice. The second is a credit memo designated to a specific payment obligation (PON). These credit memos are uploaded by the buyer and are assigned to a specific invoice for a particular supplier. Effective Date is the maturity date for a CM. It may be different from the Original Effective Date if the Original Effective Date was not a valid maturity date. Upload Date - the date the CM was uploaded into the system. Original Effective Date - Effective date originally indicated when the CM was uploaded. Applied Date - Date when a CM was applied at a pay run or against a specific PO. The amount the buyer has designated as a deduction on the value of a PO or CM. Buyers apply deductions for a variety of reasons. The deduction has a description field enabling the buyer to provide more information to the supplier regarding the reason for the deduction. The amount a supplier will pay, or has paid, to trade a payment obligation. This information can be found in the Available to Fund Tab as well as on reports and on-line queries. The financing percentage that the supplier pays for trading obligations within a particular Buyer program. The current rate can be found in Customer List. A CM which was to be applied against a specific PO but was actually applied to a pay day because the specific PO had already been traded or was otherwise unavailable to have a credit applied. The date on which the buyer is committed to pay the owner of the payment obligation. In the case of an untraded obligation, the buyer has committed to pay the supplier. In the case of a traded payment obligation, the buyer has committed to pay the Financial Institution. The value of a document at upload. For example: CM Original Value, PO Original Value. 12

13 Term Payment Obligation (PO) PO Certified Value PO Dates Projected Fees Related Documents Sell Offer Definition A supplier submitted invoice which the buyer has committed to pay upon the payment obligation s maturity date. In the case of an untraded obligation, the buyer has committed to pay the supplier. In the case of a traded payment obligation, the buyer has committed to pay the FI. A PO has a status of Tradable, when it is uploaded onto the system. If it is traded, its status changes to "Auto Accepted" or Manually Accepted. Once the PO has reached its maturity date, its status is moved to "Matured", regardless if the PO had been traded or not. The PO Original Value minus the sum of the values of all CMs or Deductions that have been applied to it. Maturity Date is the date on which the PO will be paid. It may be different from the Original Effective Date if the Original Effective Date was not a valid maturity date. Upload Date - the date the PO was uploaded into the system. Original Maturity Date - Maturity date originally indicated when the PO was uploaded. Invoice Date - Date supplied by the buyer indicating the date the PO was invoiced. The amount a supplier will pay to trade a payment obligation. Fee calculation: (FI Percentage X Obligation Amount) / Number Days Per Year) X Number Days until Maturity. The PrimeRevenue system will show all related documents that are provided by the Buyer. Examples include: Deduction, Shipment notification, Purchase Order, etc. Sell Offers are initiated by a supplier and consist of one or more Payment Obligations. It is the initial stage of the trade. The Sell Offer can be automatically submitted by the system when the supplier has auto accept rules established. Suppliers may also manually generate Sell Offers. Submitted Sell Offers have a status of Requested if the buy offer window is not open, a status of Ready for FI Manual Acceptance if the window is open and the FI has not yet accepted the offer, and a status of Auto Accepted or Manually Accepted once the offer has been accepted. 13