Intel Federal LLC Web Invoice

Transcription

1 Intel Federal LLC Web Invoice Supplier Training

2 Background All service suppliers are currently required to submit backup documentation for all charges to Intel Federal (LE 199). To facilitate this documentation requirement, web invoice is being turned on with attachment functionality where suppliers can electronically submit their invoice along with the required documentation. After an internal review of the backup documentation the invoice will be approved for payment. 2

3 Supplier Impacts Submit all supporting backup documentation at the same time as the web invoice is submitted If backup documentation is not complete when submitted, the invoice will be rejected or short paid and resubmission will be required Only PDF, MS Word, Excel, or JPEG Image file is accepted Example of file format:.pdf,.doc,.docx,.xls,.xlsx,.csv,.jpg,.jpeg Maximum file size is 25MB If supplier gets an error due to the file size being too large instructions will be provided in the error message what to do Note: To ensure the quality of your attachments are accepted, please use a 100 dpi quality or higher. Once a supplier chooses to use web invoice, hardcopy invoices will not be accepted by Intel 3

4 Intel Web Suite/ Web Suite Lite 4

5 Web Suite Access There are 2 types of access for Suppliers to access Web Suite: Web Suite Web Suite Lite Who is eligible for? Registration process High transaction volume suppliers >25 POs Smaller/lower transaction volume suppliers <25 POs with no existing websuite/evm account Suppliers need to go through standard registration process at Supplier Portal Suppliers accounts are created by Intel buyers at WSLite Supplier EVM validates access requests & revalidates quarterly that right employees have access. (Intel contact validates supplier EVM and re-validates every six months) Pre-requisition: DUNS, Supplier ID, Tax ID, Intel Contact (Name and ) Limitation? No limitation to PO access and invoicing against them Re-validation? Yes. Intel contact validates supplier EVM and re-validates every 6 months Login ID & Password will be sent to intended recipient via upon the account creation Restricts visibility to most recent 25 POs & invoices supporting those POs. [upgrade to standard websuite available] Access Limited to Web PO, Web Invoice and Payment Tracker. Routing Guide by default. Minimal. Intel buyer will be responsible to disable supplier s account upon supplier s termination. Demo WebSuite Standard Registration FAQ Web Suite Lite 5

6 Manage My Profile Manage My Account Module Maintain Personal Information Request Access to Additional Applications Check Status of Application on EVM Request Become an EVM View Company EVMs Change passwords Remove Account Maintain Supplier Numbers Upgrade to Standard (Full) Registration Normal users without access X X X X X X X Normal users with Websuite access X X X X x X X X Websuite Lite users (without DUNS in account) X X X X X Websuite Lite users (with DUNS in account after converting to Standard Registration but access yet to be approved) X X X X X X X X 6

7 Standard Registration Flow Requirement D-U-N-S Number - You will be prompted to enter the Dun & Bradstreet D-U-N-S number of the local office of the company for which you work. This is a 9-digit number that is recognized as a universal standard for identifying companies worldwide Employee Validation Manager (EVM) - In order to register for full access your company will need to identify an Employee Validation Manager (EVM) who will manage the access of other users from your company. If your company does not currently have an EVM, you will be prompted to take on this responsibility as part of your application. If you decline, your application will remain on hold until a user from your company assumes that role. Supplier Number For access to most applications you will need your 10-digit supplier number. If you do not know your supplier number you can ask your buyer or other Intel contact. 7

8 Employee Validation Manager Responsibilities of an EVM: Manage company s user accounts Approving/rejecting new users requests Revoke user access when accounts not longer needed Quarterly audit to ensure lists are up to date STEP TO BECOME AN EVM Click on "Registration 3. Next, click on "Manage My Account" 4. Log in with your ID and password and click Submit 5. Select Become an EVM 6. Take a moment to read the roles and responsibilities. Once done, click I Accept 7. Next, enter the address of your Intel Contact (e.g. Intel Buyer). An will be sent to the Intel contact for review and approval. Step 1: Action from Supplier Apply to become an EVM Enter valid Intel Contact for validation Step 2: Action from Intel Contact Approve/Reject EVM request Request for Approval 8

9 Standard Web Suite Access - Web Invoice In Websuite package, there are many applications, i.e. Web Invoice, Web PO, Payment Tracker, Web ASN & Forecast. Web Invoice is just one of the application in Websuite. Access of Web Invoice will be given once the Web Suite account is approved REQUEST ACCESS TO ADDITIONAL APPLICATION Click on "Registration 3. Next, click on "Manage My Account" 4. Log in with your ID and password and click Submit 5. Select Request Access To Additional Applications 6. Check the box next to Web Suite (Invoice/PO/Payment Tracker/ASN/Forecast) - Suppliers Only 7. Then, click Submit. 8. The access request form is now displayed. Please fill in all the fields that have the orange asterisk next to them. If you do not know how to fill out a field, mouse over the "?" symbol. An explanation box will appear. Once you submit the request, it will be routed to your company s EVM for approval. Only after the EVM has approved will it route to Intel for processing. 9

10 Intel Web Invoice: Create New Invoice 10

11 Create New Invoice Sign in plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Web Invoice. Click on Create New Invoice Key in PO# in the field above and click on Create Refer to next slide 11

12 Create New Invoice 1 Ensure correct PO# for web invoice creation Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary 2 Enter Invoice Number 3 4 Enter Invoice Date (must NOT be future date) Date format: DD-MMM-YYYY Payment Term default as according to PO 5 6 Enter Ship/Service Date (must NOT be future date) Date format: DD-MMM-YYYY When a PO is not marked for Goods Receipt, Is this a billing invoice for Services? will be prompted for selection - By default NO is selected Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required. 12

13 Create New Invoice 7 Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary When a PO line is not marked with Goods Receipt, Is this a billing invoice for Services? Yes will be selected - you are required to upload attachment by clicking on You will then get a pop up box allowing you to add the required backup documentation: Note: there is a 25mb limit for attachments. 8 Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required. 13

14 Review Invoice Review the invoice details entered before submission. Edit Invoice should any amendment required Submit invoice should there be no changes on the details entered 14

15 Tax Invoice Copy Save a copy of invoice in local hard drive for future reference. Click on File > SAVE AS or Print from your browser. 15

16 Intel Web Invoice: Create New Credit Memo 16

17 Create New Invoice Sign in plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Web Invoice. Click on Create New Invoice Key in PO# in the field above and click on Create Refer to next slide 17

18 Create New Credit Memo 1 Enter correct PO# for web invoice creation Select Credit Type from dropdown Enter Supplier Original Invoice Number which needs to be offset with Enter Credit Number Enter Supplier Credit Date (Format: DD-MMM-YYY) Enter Ship/Service Date (Format: DD-MMM-YYYY) 18

19 Create New Credit Memo 7 Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary When a PO line is not marked with Goods Receipt, Is this a billing invoice for Services? Yes will be selected - you are required to upload attachment by clicking on You will then get a pop up box allowing you to add the required backup documentation: Note: there is a 25mb limit for attachments. 8 Enter Credit Description 9 Click on Review Credit Memo to review invoice before submission. Return to this screen if any amendment required. 19

20 Review Credit Memo Review Credit Memo This is the final check up before credit memo submission. Verify the information keyed, you may either Edit Credit Memo by going back to the earlier screen to make change, or click on Submit Credit Memo 20

21 Credit Note Copy Save a copy of invoice in local hard drive for future reference. Click on File > SAVE AS or Print from your browser. 21

22 Intel Web Invoice: Check Invoice Status via Payment Tracker 22

23 Intel Payment Tracker Intel Payment Tracker helps with the search for invoices and payment information based on your Invoice Number, Purchase Order Number, Check/EFT/Payment Number, or Packing Slip Number. You can select the date range, Intel location, and report format Sign in plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Payment Tracker Choose payment information based on your preference and click Generate Report ** Please expect 24 hours delay of web invoice information delayed in Payment Tracker** Refer to next slide 23

24 Intel Payment Tracker 4 Pay Status and Check Type symbols for results Results from Search Shows in process invoices and Rejected Invoices ** Please expect 24 hours delay of web invoice information delayed in Payment Tracker** 24

25 Support Contacts For corrections or amendments on web invoices, suppliers will need to contact our AP-PO Support at: Technical and Registration issues can be address via our Global Support Organization: 25

26 Questions and Answers Q: If I only supply goods to Intel does the attachment functionality apply to me, am I required to submit the documentation? A: Only service suppliers are required to submit the backup documentation. Q: Can you still submit a credit to Intel after Intel has already paid the invoice? A: Yes, you will need to enter the original invoice number that you are crediting and select Create a Credit Memo Q: What will happen if my invoice is rejected due to missing documentation? A: You will need to resubmit the invoice along with the complete documentation Q: What if my invoice shows as partially paid? A: You will need to read the justification noted in payment tracker on why the invoice was partially paid. If additional payment is needed you will need to submit a new invoice with the correct amount and documentation. 26

27 Questions and Answers (cont.) Q: If I provide services to other Intel locations besides Intel Federal LLC, that do not need backup documentation, will I need to select the button on whether it is for a service? A: No, this button and attachment feature is only capable for Intel Federal LLC. Q: When will our payment terms start? A: Payment terms start on the date the goods or services were received or the date that the invoice and complete/accurate documentation are received, whichever is later. 27

28 Thank You

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