K+S Supplier Portal K+S Supplier Portal

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1 K+S Supplier Portal Version 1.4 English Dated: 09/11/2015

2 K+S Supplier Portal Contact for questions and difficulties Europe & Asia IT Service Center phone: North America IT Service Center phone: Version Date Created/Changed by Change /29/2014 Jessica Wilke /02/2014 Jessica Wilke Changes in question /23/2015 Caroline Schreiber Contact data changes; Adjustment of figure /20/2015 Caroline Schreiber Contact data changes /11/2015 Markus Henze Contact data changes K+S Aktiengesellschaft, Kassel, Germany All rights reserved. No part of the publication is allowed to be reproduced, nor processed, duplicated or disseminated by means of electronic systems in any form without the written consent of publisher. This document has been prepared and checked with a great care. But errors cannot be eliminated totally. Publishers and authors cannot take a legal responsibility nor any liability for incorrect specification and their consequences. Dated: 09/11/2015 page 2/17

3 Table of Contents Table of contents General Information... 4 FAQ What do I need to do after having received my admin access data? What does an administrator do? Where can I find out which of my company s employees have access to the... 5 Supplier Portal? How can additional company employees get authorized? How do I edit, block/unblock, delete or manage the authorizations of my... 9 company s employees? Where can I display my own data, and edit them, if necessary? What is the purpose of qualifications? I have received a request for qualification. What needs to be done? How can I provide K+S with more information on my company? Where can I display my company data, and edit them, if necessary? Where can I upload certificates? I forgot my login credentials. What needs to be done? Who is authorized to view my data? Dated: 09/11/2015 page 3/17

4 General Information Supplier management allows company-wide, unified mapping of the entire life-cycle of a supplier, by using IT-based standardized processes. At K+S, this integrated approach includes the processes for supplier registration and supplier qualification, among other processes. Upon acceptance of your registration by K+S Purchasing you will immediately receive login credentials for accessing our Supplier Portal. From that point on you will be registered as a potential supplier. Additionally, you will receive a questionnaire requesting general information, and, if applicable, a set of questionnaires requesting product-specific information. This helps us to collect comprehensive information on your range of products or services. Below we have compiled a list of the most frequently asked questions concerning the K+S Supplier Portal. FAQ 1. What do I need to do after having received my admin access data? Use the login credentials sent to you to register in the K+S Supplier Portal. Create an administrator account, and confirm your data by clicking on Create. Figure 1: Creating administrator account Dated: 09/11/2015 page 4/17

5 You will then find our general qualification questionnaires (and, if applicable, additional questionnaires) under Qualifications -> New. Please complete this questionnaire and send it off. For more detailed information concerning the qualifications, please read 7. What is the purpose of qualifications? and 8. I have received a request for qualification. What needs to be done? 2. What does an administrator do? As the administrator of your supplier account you are responsible for administrating your employees. You may add, edit, lock, unlock or delete employees of your company, and manage their authorizations. 3. Where can I find out which of my company s employees have access to the Supplier Portal? The list of employees includes all employees who have been granted access to the K+S Supplier Portal. Select Employee -> List of Employees from the menu. Figure 2: Accessing list of employees Dated: 09/11/2015 page 5/17

6 4. How can additional company employees get authorized? Additional employees can get authorized from K+S Purchasing or by you (if you are an admin or if your admin authorized you). In your menu, select Employees -> Create Employee. Figure 3: Creating employees I Complete all required fields and confirm that you have read our data privacy statement. Click on Create. Dated: 09/11/2015 page 6/17

7 Figure 4: Creating employees II The purchaser responsible for you will be informed of the newly created employee for approval. Following this approval you will receive an . In case K+S Purchasing adds an employee, you will receive an . You can review new employees (added by you or by K+S Purchasing) and assign a user name, initial password and authorizations via Employee -> List of Employees. Dated: 09/11/2015 page 7/17

8 Figure 5: Creating employees III Select the appropriate employee. Figure 6: Creating employees IV Switch to editing view. Figure 7: Creating employees V Assign a user name and an initial password to your employee. In addition define roles and notifications. Click on Save to save. Dated: 09/11/2015 page 8/17

9 Figure 8: Creating employees VI Inform your employee about the created log-in credentials. He or she will be able to edit these access data after the initial registration. 5. How do I edit, block/unblock, delete or manage the authorizations of my company s employees? Select Employees -> List of Employees. Dated: 09/11/2015 page 9/17

10 Figure 9: Editing employees I If you are authorized to do so, you can lock/unlock and delete employees in the overview, by selecting the corresponding symbols. Figure10: Editing employees II Dated: 09/11/2015 page 10/17

11 In order to edit the information on an employee, or in order to administrate roles and notifications, simply select the employee whose information you intend to edit. Figure 11: Editing employees III After selecting, click on Edit. Figure 13: Editing employees IV Save your changes. You will receive an as soon as the responsible purchaser has approved these changes. 6. Where can I display my own data, and edit them, if necessary? You can display and edit your own data by selecting Employee -> Own Data on the start page. Dated: 09/11/2015 page 11/17

12 Figure 13: Own data 7. What is the purpose of qualifications? Qualification questionnaires help us to get to know your company better, and to find out about compliance with the minimum standards we require our suppliers to meet. Your qualification responses may only be viewed by your employees, who have been granted access to the Supplier Portal, as well as by K+S purchasers and quality managers. 8. I have received a request for qualification. What needs to be done? New qualification requests will be displayed under Qualifications -> New. Figure 14: Answering qualification requests I Dated: 09/11/2015 page 12/17

13 Additionally, you will receive an notifying you about a new qualification request. The also enables you to directly access the qualification request. After opening the qualification request you can view the basic data (e.g. qualification name and deadline). If questionnaires are available in several languages you will be able to select your preferred language. Figure 15: Answering qualification requests II Explanation of buttons: Next and Previous : Move on or return to previous questions in the questionnaire. The page you are on will be indicated. Display : Switch from Edit -view to Display -view. Save : Save already answered questions. Saving will not cause the questionnaire to be sent to K+S. Print View : At any time you can view a print version of the document, and print it. Dated: 09/11/2015 page 13/17

14 Close : Click on Close in order to exit a qualification request. Please note that contents will be lost unless you have saved them by clicking on Save. On the last page you will be asked to send the completed questionnaire. Please read the data privacy statement and agree to its conditions. Click on Submit. Your answers will be sent to the responsible purchaser. Figure 16: Answering qualification requests III When you have fully completed and sent the qualification request you will be able to view the questionnaire in your Submitted -file, but you will no longer be able to edit it. Any inquiries K+S might have concerning your answers can be viewed in the To Be Clarified -file. 9. How can I provide K+S with more information on my company? You are also welcome to send additional information on your company, via Company -> Attachments. Dated: 09/11/2015 page 14/17

15 Figure 17: View and administrate attachments 10. Where can I display my company data, and edit them, if necessary? You can view the data we have available on your company, by selecting Company -> Company Data. Figure 18: View and administrate company data I For editing these data, click on Edit and carry out your adjustments. Dated: 09/11/2015 page 15/17

16 Figure 19: View and administrate company data II Save your changes. You will be notified by as soon as we have updated your changes in our systems. 11. Where can I upload certificates? If a qualification questionnaire requests certificates, you can upload the required certificates directly in the questionnaire. Other certificates requested by K+S may be viewed and uploaded via Company -> Certificates. Figure 20: Administrate certificates All uploaded certificates including their current status can be displayed by selecting Company -> Certificates. Please note, that more certificates than required for you will be displayed. Mandatory certificates are marked as mandatory. Dated: 09/11/2015 page 16/17

17 12. I forgot my login credentials. What needs to be done? If you can no longer access your supplier account, select Password forgotten. Figure 21: Reset password I You can then enter your user name or your -address. Click on Request an initial password. Figure 22: Reset password II You will receive an with a new initial password, which you can use for registration. 13. Who is authorized to view my data? Your data can only be viewed by those of your employees who have been granted access to the Supplier Portal, as well as by K+S purchasers and quality managers. We ask you to please read our data privacy statement. Dated: 09/11/2015 page 17/17