SAP Sourcing/ Exostar - How To

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1 SAP Sourcing/ Exostar - How To How to create an Exostar user in esourcing Version 1.4 for internal and external use Sebastian Roesch

2 Table of Content 2 Supplier Exostar Administrator Create and approve new Exostar user Supplier Exostar Administrator creates user profile, makes subscription payment and approves access to RR etools. Supplier - New User Complete registration Perform first time login, set new password, set security questions and download FIS Certification Supplier - New User Request esourcing access Submit access request form to RR buyer Rolls-Royce Buyer Approve esourcing access Approve access request form and forward to RR Supplier Administrator *Supplier Admin - This role is the administrator on supplier site for Exostar. This role might be split into ORG Admin and Bundle Admin. In case of such a split the steps Create new user (ORG Admin) and Approve new user (Bundle Admin) is split between these two roles.

3 Table of Content 3 Supplier Exostar Administrator Create and approve new Exostar user Supplier Exostar Administrator creates user profile, makes subscription payment and approves access to RR etools. Supplier - New User Complete registration Perform first time login, set new password, set security questions and download FIS Certification Supplier - New User Request esourcing access Submit access request form to RR buyer Rolls-Royce Buyer Approve esourcing access Approve access request form and forward to RR Supplier Administrator

4 Create New User Go to the Exostar log-in site: Exostar Login (Click Here) 4 1. Enter your userid and password 2. Click Login 3. Click Administration Tab 4. Click Add New User

5 Create New User 5 Enter contact details of the new user In addition to the system- generated password, a new password needs to be created and provided to the buyer 1. Fill in User Information 2. Select User as role. The org admin can assign appropriate role from drop down list. The role of a new admin can also be created. It is recommended that there should be at least 2 admins 3. Tick all the check box available 4. Proceed to next step

6 Create New User Review and submit information of new user 6 Click Submit to proceed

7 Create New User 7 New user has been created successfully New Exostar UserID created An automatically generated will be sent to the user to perform the First Time Login. In addition to this please let the user know what one-time password you defined.

8 Approve New User 8 The Org Admin/ Bundle etools Admin needs to approve the new user to allow access to Rolls-Royce e-tools 1. After logging-in, click Registration Request 2. Click Authorize Application 3. The Request ID will be displayed in the first column. Click on the Request ID link to continue..

9 Approve New User 9 In the next screen, enter the following required information in the FIS Certificate Information section 1. Select Rolls-Royce GSP 2. Select Access Applilcation 3. Select Approve 4. Click Next

10 Approve Exostar User 10 If a subscription for the new user already exists and has been paid for, the following request status will be displayed: If a subscription has not been purchased for the new user, complete the steps on the next slides

11 Purchase Subscription for New User 11 To allow the new user to access Rolls-Royce etools, payment for a one year subscription has to be made in Exostar s Web Store Click link to proceed to Exostar s Web Store

12 Purchase Subscription for New User 12 In order to buy a new subscription a fee of USD 100 has to be paid. 1. Select Exostar ID/Organisation 1 1. Enter the number of subscriptions you would like to purchase 3. Click on Add to Cart

13 Purchase Subscription for New User 13 Review and checkout items in the shopping cart Select a payment method. If payment with credit card was selected as payment method, enter credit card details in the relevant fields 1. Review items in the shopping cart 2. Click Proceed to Checkout 3. Select a payment method. Payment can be made with credit card or by invoice 4. Click Continue to proceed

14 Purchase Subscription for New User Review and submit the order Tick the check box I have read and acknowledged the Disclaimer prior to purchase 2. Click Submit Order

15 Shipping Address and Payment Method A long list of addresses will appear. Scroll down and enter the shipping address. 1. Click This address is also my billing address. Ensure all fields with an asterisk (*) are not empty Click Use This Address 3. Select a payment method. Payment can be made with credit card or by invoice 4. Click Continue to proceed

16 Review Order Information If payment with credit card was selected as payment method, enter credit card details in the relevant fields Click I have read and acknowledged the Disclaimer prior to purchase 2. Click Submit Order

17 Purchase Subscription for New User 17 If the transaction was successful, the screen below will appear. At the same time, an with the invoice attached will be sent to your address. If payment by invoice was selected, the license is renewed/ activated as soon as payment is received by Exostar. If payment by credit card was selected, the license is immediately activated

18 Table of Content 18 Supplier Exostar Administrator Create and approve new Exostar user Supplier Exostar Administrator creates user profile, makes subscription payment and approves access to RR etools. Supplier - New User Complete registration Perform first time login, set new password, set security questions and download FIS Certification Supplier - New User Request esourcing access Submit access request form to RR buyer Rolls-Royce Buyer Approve esourcing access Approve access request form and forward to RR Supplier Administrator

19 First Time Login In the automatically generated sent to the new user, click on the link to activate the new account and to perform first time login 19 The user ID and the system-generated password provided will be required for the next step Click on the link to perform first time login. Two Passwords are required: One-time Password from Bundle Administrator System Generated Password provided

20 First Time Login Enter user ID (available in automatically generated ) 2. Enter the one time password which has been provided by the Org Admin 3. Enter the system-generated password (available in automatically generated ) 4. Click Continue

21 First Time Login Enter and re-enter a new password, according to the instructions 2. Click Submit 3. Set up the security questions and answers for your account. They will be used should it become necessary to reset your password 4. Click Submit

22 Download FIS Certificate (1/4) 22 Once the Org Admin/ Bundle e-tool Admin has approved user to access Rolls-Royce etools (Group Application), the user will receive an automatically generated The user will be notified to download FIS new certification. A Passcode required for the download is also provided in the Click on the link in the to download the FIS new certification The passcode in the will be needed to download the FIS Certification.

23 Download FIS Certificate (2/4) After logging in to Exostar, click Pending Download 2. Copy and paste the Passcode number from the 3. Click Submit

24 Download FIS Certificate (3/4) Click Yes to proceed 2. The status of the certification installation will be displayed

25 Download FIS Certificate (4/4) Click Home Tab 2. The status of FIS will become Active. The validity date will also be displayed 3. The status for RR GSP is displayed as pending for approval

26 RR Global Supplier Portal Approved 26 Once the SP Admin has approved user access to Rolls-Royce etools, an automatically generated will be sent to notify the user that approval has been granted 1. New user receives an auto generated notification. The user is informed that access to Rolls-Royce GSP Portal has been approved 2. Log in to Exostar and click on Home tab 3. The RR GSP status will now become Active (Green Tick is displayed). The user can now access GSP by clicking Open Application

27 Table of Content 27 Supplier Exostar Administrator Create and approve new Exostar user Supplier Exostar Administrator creates user profile, makes subscription payment and approves access to RR etools. Supplier - New User Complete registration Perform first time login, set new password, set security questions and download FIS Certification Supplier - New User Request esourcing access Submit access request form to RR buyer Rolls-Royce Buyer Approve esourcing access Approve access request form and forward to RR Supplier Administrator

28 Open Access Request Form 28 Navigate to the Global Supplier Portal and login. (see login guide) Open Access Request Form in MS Excel

29 Fill out Access Request Form Fill out the form 2. Find additional information in the comments. 3. Click submit 4. is sent automatically to the Rolls-Royce buyer you entered In case the Excel macro does not work, please send the request form as attachment to the Rolls-Royce buyer.

30 Table of Content 30 Supplier Exostar Administrator Create and approve new Exostar user Supplier Exostar Administrator creates user profile, makes subscription payment and approves access to RR etools. Supplier - New User Complete registration Perform first time login, set new password, set security questions and download FIS Certification Supplier - New User Request esourcing access Submit access request form to RR buyer Rolls-Royce Buyer Approve esourcing access Approve access request form and forward to RR Supplier Administrator

31 Approve Access Request Form Open access request form 2. Check the details.

32 Open SAP Sourcing 32 A standard notification will be sent by the PBST team once the user has been loaded in SAP Sourcing The user can now log in to SAP Sourcing via Global Supplier Portal 1. Click on Open Application 2. Sign in to SAP Sourcing or SAP Sourcing USEC by clicking the link under esourcing (left column) in the Global Supplier Portal

33 Support 33 Please find Exostar/ GSP/ SAP Sourcing guidance documents here. (Supplier Documents Supplier Training esourcing guidance) Please contact the Exostar support in the following cases: - Exostar login issues - Exostar registration issues - FIS certificate issues - Link to SAP Sourcing missing (Exostar to resolve certificate issues) Please contact the Rolls-Royce support RR helpdesk (Supplier Documents Help) in the following cases: - SAP Sourcing issues - SAP Sourcing login issues

34 Version Control 34 Date Version Modified By Amendments Made 06/05/ Foo Wei Chen Initial Creation 07/01/ Sebastian Roesch Review and updates 07/01/ Foo Wei Chen Sebastian and Jason s suggestion. Roles within MAG slide added/ replaced Role as slide guide. Includes small changes from Sebastian 03/07/ Sebastian Roesch Upload version for GSP 17 Nov Sebastian Roesch New process via GSP

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