CONTENTS. How do I... Supplier Self Service (SUS) Portal User Guide

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1 Supplier Self Service (SUS) Portal User Guide CONTENTS Page Title 1 Access the Supplier Self Service (SUS) Portal 2 View My Purchase Orders 6 Check whether goods have been receipted by JLR 8 Use the Find Functionality in the JLR Self Service Portal 10 View JLR Communications Date of Publication: 23 April 2014

2 Access the Supplier Self Service (SUS) Portal Purpose Complete these steps to log in to the Supplier Self Service (SUS) Portal. The JLR Supplier Portal will be integrated into Covisint for single sign on. Once logged onto Covisint, the JLR Supplier Portal will be available as a link under Covisint Applications. Ste p Action 1 Access Covisint via the following link: 2 Complete the following fields as required: Field R/O/C Enter User ID? R Your user name for accessing Covisint Password? R Memorable password assigned to the user account 3 Click Date of Publication: 23 April /10

3 View My Purchase Orders Purpose Complete these steps to view Purchase Orders (POs) received from JLR. Documents at various processing statuses e.g. POs, goods receipts and/or return deliveries can be reviewed. JLR suppliers will see the following statuses in the list of POs: New Status set automatically when an approved purchase order is received from JLR In Process Status set manually to identify internally that the PO has been viewed and is being worked on (no information is transferred to JLR) Changed POs that have been changed and approved by JLR Cancelled by Customer Status set automatically when JLR cancels a PO All POs from JLR will be listed showing: Internal Document Number (starting with 25 ) PO date, status and value PO Number Note: The PO Number is the JLR PO number and MUST be quoted in all correspondence. Step Action 1 In the My Applications section, click Purchase Order Information (SUS). Date of Publication: 23 April /10

4 View My Purchase Orders 2 The main window will show the same links as in the navigation pane on the left hand side but, where applicable, it will also show the number of documents (in brackets) for each status. 3 Select an action from the following: If All POs are to be displayed POs with a specific status are to be displayed then Click All Click on the corresponding link e.g. New, Changed etc. 4 The Business Partner will be your vendor code. For users who oversee a number of vendor sites, this column will differentiate between POs for each vendor. Click on a Purchase Order number to display. Date of Publication: 23 April /10

5 View My Purchase Orders 5 As required, review the relevant PO information. The screen is divided into sections: Basic Data shows document numbers and status Item Overview lists each line on the PO and allows drill down to detail Messages e.g. Additional Clauses or text, can be displayed at header or line item level Terms of payment days within which payment by JLR is due 6 Click on an item number to display a detailed view of the line item. 7 The Basic Data section displays the item quantity and price Date of Publication: 23 April /10

6 View My Purchase Orders 8 Click to return to the Purchase Order overview. 9 Select an action from the following: If You want to set a flag to state the Purchase Order is currently being processed You want to print the PDF view of the Purchase Order You want to download and save a copy of the Purchase Order then Click update accordingly. and the status will Note: This is an internal status only and does not have any impact on the Purchase Order nor send any notification to JLR. It is a function that can be used for internal management of work. Click to open up a PDF version of the PO then print the document to your local printer (or save in zip format). Click then click and save the document to the relevant location on your shared/network drive. The PO is saved as a zip file in CSV format. Note: In Internet Explorer a pop up message may appear at the top of the screen informing that downloads are blocked. Click on the message and select Allow Download. You want to view any goods receipts, cancellations of goods receipts and return delivery documents, if created, related to this specific PO Click documents will display. and the relevant Date of Publication: 23 April /10

7 Check whether goods have been receipted by JLR Purpose Complete these steps to check when the sold goods have been receipted by JLR or when goods receipts have been cancelled or goods returned. Note: JLR will be unable to clear payment for invoices related to delivered goods until the goods have been receipted within the JLR internal system. Invoices will still be paid based on the agreed payment terms. Step Action 1 In the navigation pane, under the Notifications from Purchaser section: If All goods receipts, cancellation of goods receipts or return deliveries are to be displayed Only new goods receipts, cancellation of goods receipts or return deliveries which have not yet been viewed are to be displayed then Click Goods Receipt All, Cancellation of Goods Receipt All or Return Delivery All Click Goods Receipt New, Cancellation of Goods Receipt New or Return Delivery New 2 The relevant results list displays. The Document Name will indicate the type of document: GR Goods Receipt CGR Cancellation of Goods Receipt RGR Return Delivery 3 To view the details of a document, click on the relevant Internal Document Number. Date of Publication: 23 April /10

8 Check whether goods have been receipted by JLR 4 The details of the document will display e.g. purchase order number, ordered quantity, goods receipt quantity (for good receipt documents), returned quantity (for return delivery documents), cancelled quantity (for cancellations) etc. Date of Publication: 23 April /10

9 Use the Find functionality in the JLR Self Service portal Purpose Complete these steps to filter lists of purchase orders, goods receipts, cancellations of goods receipts and return delivery documents using the Find button. Using the extended search functionality in SUS, Suppliers can search for the documents based on the filter criterion and view further details of the document as required. Step Action 1 In the navigation pane, click Find. 3 Complete the following fields as required: Field R/O/C Enter Type O Select the document type to be searched from the drop down list e.g. Purchase Order, Goods Receipt etc Timeframe R Select the timeframe within which the document was created e.g. last 7 days, last month. Set as All and use the Created After field for more specific date ranges. Created After O Enter the date after which the document was created. Status R Select the status of the document e.g. New, Cancelled by Customer etc. Document Number O Enter all or part of the document number to search for if known. Date of Publication: 23 April /10

10 Use the Find functionality in the JLR Self Service portal Document Name O Enter all or part of the document name to search for if known. Partner Number O For users who oversee a number of vendor sites, select the relevant site from the drop down list. Purchase Order No. O Enter all or part of the purchase order number to search for if known. Note: this field is only available if the Type has been selected as Purchase Order. 5 Click Find 6 Based on the search criteria entered, the relevant results will display. Date of Publication: 23 April /10

11 View JLR Communications Purpose Complete these steps to view messages sent by JLR to the Supplier Self Service (SUS) portal. Messages will be available on the start page with important information, such as outages and maintenance, indicated by a [Hot News] icon. Step Action 1 To read messages, from the main start page of the SUS portal either: a. Click on the relevant message in the main screen, or b. Click Read Messages from the Messages section on the left hand panel to view all messages broadcast through SUS Date of Publication: 23 April /10