USER GUIDE. June 2012 VERSION 1.0. Supplier Portal. Kimberly-Clark. E-sourcing

Transcription

1 USER GUIDE June 2012 VERSION 1.0 Supplier Portal Kimberly-Clark E-sourcing

2 Copyright 2005, Kimberly-Clark Worldwide, Inc. All rights reserved. This document and its associated training materials are proprietary to Kimberly-Clark Worldwide and its subsidiaries ( Kimberly-Clark ). They are published solely for the use of employees of Kimberly-Clark and its authorized licensees. Copies may be made for use within Kimberly-Clark. No other copies are authorised without the express written permission of Kimberly-Clark. The information contained in this document is subject to change and supplementation without prior notice. ii

3 Contents Introduction... 4 Support... 4 Training & Documentation... 4 New Terminology... 5 Topic 1 Logging into the Supplier Portal... 6 Accessing the Portal... 6 How to access the Portal (Directly)... 6 How to access the Portal (Indirectly)... 6 Logging into the Portal... 7 Topic 2 Navigating the Supplier Portal... 9 Navigation Toolbar... 9 Common Features of the Portal Screen... 9 Topic 3 Request for Quotations Receiving a Request for Quotation Display a Request for Quotation Reply to a Request for Quotation Topic 4 Purchase Orders Receiving a Purchase Order Displaying a Purchase Order Acknowledge a Purchase Order Query on a Purchase Order Downloading a list of Purchase Orders Printing a Purchase Order Topic 5 Payments Display Payment Information Downloading a list of Payments Topic 6 Support

4 Introduction This document covers all information for suppliers on how to access and use the Kimberly-Clark (KC) Supplier Portal. What is the Kimberly-Clark Supplier Portal? The Kimberly-Clark Supplier Portal is an e-sourcing tool used to provide suppliers, easy to access and current information on purchasing information. This includes Request for Quotations, Purchase Orders and Payment information. Support If you have problems accessing the Supplier Portal, contact the Portal Administrator team at If you have any issues on the content within the Supplier Portal for: Purchase Orders use the Contact Buyer function within the portal (point 47 Query on Purchase Order). For Request for Quotations contact your KC Buyer or click on the Support Navigation icon to send (select Other) For Payment queries access the Support Navigation icon to send (select Payments) direct to KC Accounts Payables. Please include in your request: Your company name (if outside Portal) What data you were displaying/creating If you received any error messages Training & Documentation Kimberly-Clark provides the following training materials for your reference: Supplier Portal User Guide Supplier Portal Online Training coming soon 4

5 New Terminology The following terms are used throughout this Training Guide. e-sourcing Supplier RFQ PO Invoice Payment Buyer Portal Electronic procurement of goods/services Provider of Goods and/or Services to KC Request for Quotation created by KC Purchase Order created by KC Supplier / KC processed invoice KC Payment KC Purchasing Officer KC Supplier Portal 5

6 Topic 1 Logging into the Supplier Portal Accessing the Portal There are two methods to access the KC Supplier Portal: Directly Using the web address via your Internet Browser Indirectly Using a link via a KC Notification How to access the Portal (Directly) To access the Supplier Portal directly, you need to manually type the following web address into your Internet Browser How to access the Portal (Indirectly) To access the Supplier Portal indirectly, click on the link located in your KC notification . 6

7 Logging into the Portal You will be provided with a unique username and password by Kimberly-Clark. 1. Enter this information into the fields within the log in page. 2. Click on Note: The field Accept Terms & Conditions will be automatically selected. Changing your Password You can change your password after Kimberly-Clark have provided you with an initial number. To do this within the Login screen; 3. Click on Change Password 4. The following Change Password information box will display. 5. Enter your current password, and new password (twice), following the criteria noted in the Password Policy at bottom of page. 7

8 6. Click on If you forget your password, click on Forget your password and an will be automatically sent to your inbox? 7. The Vendor Selection screen will then display. Select the vendor you wish to display by using the drop down box. 8. Click on Note: You are only able to display information against one vendor number at a time. If you wish to display another, log out of the portal and log back in. 9. The following Home (default) screen will display. This is the Request for Quotation screen, which lists all active and expired quotations sent by KC. 8

9 Topic 2 Navigating the Supplier Portal Navigation Toolbar A Navigation Toolbar is located in the right hand corner of the portal screen. This is available when accessing any tab within the portal. If an icon is greyed out or no information displays it is not available. Button Description Home Back Terms and Conditions Support User Guide Logout Used to return to the portal default screen (Planning data) Used to move back one screen Used to display the Terms and Conditions of using this portal. Used to send a direct for various support enquires. Used to display the Supplier Portal User Guide Used to log out of the Supplier Portal Common Features of the Portal Screen Below are some common features of the Portal. Tabs The information in the portal is generally organised into tabs. All tabs display on the portal screen, which you can access by clicking with your mouse. 9

10 Tables Some data within the portal is displayed in a table format. This will display once you access a tab. Print If displayed allows you to print information on current screen. Spreadsheet If displayed allows you to download the displayed information into Excel. Display/Expand If displayed allows you to drill down into more information. Filter Allows you to display specific information once a document number is selected. Quit Filter Displays if you have filtered information. Once selected will display full listing. 10

11 Topic 3 Request for Quotations Receiving a Request for Quotation When Kimberly-Clark creates a new Request For Quotation (RFQ), you will automatically receive a notification detailing the creation of this document. 10. Click on the portal link within the to display the full document. 11. The Portal log in screen will display. Follow steps on page 8 of this guide to log into the Portal. 12. The Request for Quotations tab will automatically display, detailing all active quotations for your action. 13. The following information will display on the RFQ overview screen. Document Company Quot. Deadline Document Date KC quotation Document number KC company name and code Date (DD/MM/YY) quotation must be submitted to KC by Date (DD/MM/YY) RFQ was created by KC 11

12 14. To filter the display of documents, use the following fields: Status All Displays all open and expired RFQ s. Open Full Expired Displays RFQ s that have not been quoted. Displays RFQ s that have been quoted. Displays all RFQ s where the deadline has passed. These RFQ s cannot be quoted. Date Last 7 Days Last Month Last 3 Months Last 6 Months Select a date range for the display of RFQ s (based on document creation date) Other Display a Request for Quotation 15. To display an individual RFQ, click on Detail which is located in the Detail column. 16. Details of the RFQ will then display. 17. An overview of the quotation details display at the top of the page. This includes the following: Document Date Company Payment term Currency Binding period Quotation number Date quotation was created Kimberly-Clark name and company code Payment Term date Quotation currency Final date quotation is open for acceptance 12

13 Incoterm Due Date International Shipping Term Quotation due date 18. The icon will display below. Click to display the following: Text for the vendor information displays if KC attach additional notes to a quotation. Text from the vendor allows a vendor to input additional information for a quotation back to KC. Reply to a Request for Quotation Quotations will only be active, if the due date is in the future. 19. To respond to a quotation, click on Quote located to the right of the quotation due date. 20. The quotation will now be active. 21. The following fields can now be modified by the vendor in the overview section. Payment term Payment term of purchased goods/services Mandatory Currency Defaults to local currency Mandatory Incoterm International Shi Mandatory Binding Period Reject All Per Order Price Unit Reject Final date quotation is open for acceptance Vendor can reject all items Quantity per unit price Unit of Measure Vendor can reject a specific item Mandatory 13

14 22. The following fields can be modified by the vendor (where relevant) in the detail section. Delivery Date Price Per Date goods/services are requested for delivery to KC Unit price Quantity per unit price 23. Review and modify quotation fields. 24. Click to add additional text to KC Buyer under field Text from the Vendor. 25. To submit your completed quotation click on Save. 26. The following information box will display. Click Ok to confirm your submission. 27. The following information box will display, confirming your submission. 28. The quotation reply will be automatically sent to the KC Buyer. The currency, price unit and quotation price limit fields cannot be modified. 29. To reject a quotation click on then Save. 30. To cancel a quotation you have partially or fully completed click on Cancel. 14

15 Topic 4 Purchase Orders Receiving a Purchase Order When Kimberly-Clark creates a new Purchase Order (PO), you will automatically receive a notification detailing the creation of this document. 31. Click on the portal link within the to display the full document. 32. The Portal log in screen will display. Follow steps on page 8 of this guide to log into the Portal. 33. The Purchase Orders tab will automatically display. 34. A list of Purchase Orders created by KC will display within the Purchase Order tab. 35. This display can be filtered by the following fields: Status Company Date Without Acknowledgment Doc Number All Displays all Purchase Orders regardless of status Pending Displays all Purchase Orders still awaiting vendor acknowledgement Full Displays all Purchase Orders which have been fully received With material reception Displays all Purchase Orders with partial receipt. KC company name Selection of Purchase Order creation date ranges Select to display Purchase Orders which have not yet been acknowledged to KC. KC Purchase Order number 15

16 36. The following Purchase Order information will display at an overview level: Document Company Document Date Payment Terms Incoterm Incoterm Detail KC Purchase Order Number KC company name and number Purchase Order creation date by KC KC Payment Terms to vendor International trading term Incoterm destination Displaying a Purchase Order 37. To display an individual Purchase Order click on Detail located in the Detail column. 38. Details of the Purchase Order will then display. 39. An overview of the Purchase order displays. This includes the following: Document Company Payment Term Document Date Order Status Currency KC Purchase Order number KC name and company code number KC Payment Terms KC Purchase Order document creation date Acknowledged = Vendor has acknowledged receiving order Without Acknowledgment = Vendor has not acknowledged receiving order KC Purchase Order currency 16

17 Incoterm Text for Vendor KC Purchase Order Incoterm Displays if populated by KC Buyer 40. More detailed information is displayed under the text information box. This includes: Item Material Quantity Price Base QTY Price UN Plant KC Purchase Order line item number KC Material code number and description Purchase Order quantity and unit of measure Unit price per Base qty Purchase Order quantity Price unit of measure KC Purchase Order delivery plant/location 41. To display further information on a Purchase Order, click on next to the item no. 42. The following tabs will display; Components Services Deliv.Dt. History Delivery Address Will display for Subcontract suppliers. Details related components for repack. Will display for Service suppliers. Details full quantity and price information. Purchase Order line item delivery date Goods Receipt and Invoice Receipt information KC location delivery address Acknowledge a Purchase Order It is a requirement that you acknowledge receipt of each KC Purchase Order. 43. Click Acknowledge Purchase Order. 44. An information box will display asking you to confirm your acknowledgment. Click Ok. 17

18 45. The following confirmation information box will then display. 46. This will then be reflected in the Purchase Order detail against Order status. Query on a Purchase Order 47. If you have a query on a Purchase Order, click to direct to the KC Buyer. 48. The Contact Form information box will display referencing the selected purchase order and order creation date. 49. Enter your comments into the Comments free text box. Click to submit to the KC Buyer. 50. A confirmation will display (highlighted in red) within the Contact Form information box. 51. If you decide not to send and go back to the portal page, click. 18

19 Downloading a list of Purchase Orders 52. In the Purchase Order tab, click on Export to Excel. 53. The following information box will display. Click Open. 54. The following file format will display in Excel. Save Printing a Purchase Order As Purchase Orders will no longer be faxed or ed, you still have the option of printing direct from the portal. 55. When displaying an individual purchase order in the Purchase Order tab, click on Print. 19

20 56. The following window will display the PDF version of the Purchase Order. 57. Hover at the bottom of the page until the print icon displays, then click Print file. 58. Click Close, to close the document window. 20

21 Topic 5 Payments Display Payment Information All supplier invoices processed by KC and associated payments, can be displayed in the Payment Tab. 59. Follow steps 1-8 to log into the Supplier Portal. 60. Click on the Payments tab 61. The Documents Presented to KCC tab will display. 62. This display can be filtered using the following fields: Status Date Company All All open and closed (paid) invoices. Payment in Process Invoices processed not yet paid. Partially Paid Invoices partially paid. Paid Invoices paid Selection of date ranges based on document creation date Kimberly-Clark 63. The following information will display at an overview level: Document Doc. Type Status Company Amount Currency Doc. DT Due Date Pay Ord Number Pay. Ord Date Supplier invoice number Vendor Invoice or Vendor Payment A = accepted P = Paid Kimberly-Clark Invoice amount Invoice currency Date invoice was created by KC Date invoice is due based on payment term KC payment reference number KC payment reference number date 64. To display more information on a payment, click Payments Made. 21

22 65. The Payments Made tab will display. 66. This display can be filtered using the following fields: Company Pay Ord Number Date Kimberly-Clark Enter a KC Payment Order Number to display individual information. Selection of date ranges based on document creation date 67. The following detailed information will display below: Pay Ord. Number Company Amount Curr. Total Retained Available Date Payment Form Payment Place Doc. Type Number Amount KC Payment Document Number Kimberly-Clark Payment amount Payment Currency Amount retained by KC KC Payment date Payment Method Bank used by KC to make payment Invoice or Payment document type Supplier Invoice Number Payment amount and related invoices amounts Downloading a list of Payments 68. In the Documents Presented to KCC or the Payments Made tab, click on Export to Excel 69. The following information box will display, click Open. 22

23 70. The following file format will display in Excel. Save. Topic 6 Support The Navigation pane in the Supplier Portal, allows suppliers to contact Kimberly-Clark when required. An will be directed to the relevant KC contact based on your selection of the reason category. 71. Click on Support within the Navigation Pane. 72. The Contact Form information box displays. 73. Enter the following information: Country Contact Name Phone Reason Comments Select the relevant country Enter your name (Supplier) Enter your address (Supplier) Enter your phone number (Supplier) Select a relevant category reason: Technical Issue any technical issue you may experience whilst using the Portal. Password Reset if you require your password to be reset Payments if you have a query on payment information Other any other issue not specified above. Free text box which allows Supplier to enter information on issue or query. Provide as much information as possible. 74. Click to send query. 75. An will be automatically sent to the relevant KC contact. Note: for a Purchase Order query, please use the Contact Buyer icon within the Purchase Order tab of the Portal. 23