Vendor Portal User Guide

Transcription

1 Vendor Portal User Guide Version Taulia Inc. 420 Taylor Street, 4 th Floor San Francisco, CA Phone +1 (415) Fax +1 (415) Taulia GmbH Bundesallee Berlin, Germany Phone +49 (30) info@taulia.com

2 Copyright Taulia Inc. All Rights Reserved. This documentation may only be used in conjunction with the Taulia Invoicement Suite software and in accordance with the Terms and Conditions of the Taulia Vendor Portal. Any other use, including but not limited to modification, publication and/or public dissemination is forbidden. Taulia, the Taulia Logo, and Invoicement are registered trademarks and Discounts As A Service is a trademark of Taulia Inc. 2 P age

3 Table of Contents About This Guide... 5 Conventions... 5 Contacting Taulia... 5 Introduction... 6 Benefits of using the Taulia Vendor Portal... 6 Discounts as a Service... 7 How Early Payments Work... 7 How AutoAccept Works... 8 Enrolling in the Taulia Vendor Portal... 9 User Manager Create New Users Update Existing Users Account Merging Profile Settings Language Settings E- mail Notifications Disable Auto- Acceptance of Early Payments Change Your Password Compliance Settings Vendor Portal Home Page Quick Access Links Pay Me Early Messages Recent Purchase Orders Purchase Orders Search for Purchase Orders Download and Print Purchase Orders View Purchase Order Details Send a Message about a Purchase Order Creating an Invoice from a Purchase Order (PO Flip) Advanced Shipping Notices (ASN s) Invoices P age

4 Create Invoices Create Non- PO Invoices Upload Invoices Search for Invoices Drafts: Delete, Edit, or Submit Saved Invoices Download and Print Invoices View Invoice Details Read Customer Generated Messages about an Invoice Send a Message about an Invoice View Invoice Attachments Add Attachments to a Previously Submitted Invoice Pay Me Early Payments Download and Print Payment Information View Payment Details Send a Message about a Payment Cash Planner My Details - Maintenance of Address, Bank, & Tax Information Address Information Bank Information Tax Identifiers Search for Files and Attachments My Customer Help Page Appendix A: Step- by- step instructions for enrolling in the Vendor Portal P age

5 About This Guide Taulia Vendor Portal User Guide This guide provides detailed instructions for using the Taulia Vendor Portal from an end user s perspective. No prior knowledge of the product is required to begin using the Taulia Vendor Portal, however, this guide assumes you understand accounts receivable basics, including purchase orders, credit memos and invoicing. Conventions To help locate and interpret information easily, this guide uses consistent visual cues, as outlined in the table below: This Bold Italic Represents Menu items, button text, toolbar commands, mouse clicks, and icon descriptors appear in bold. Specific screen names appear in italic. When you see this icon the included text is for informational purposes only. When you see this icon the included text is a non- critical warning or note. When you see this icon the included text is a critical warning or note. Contacting Taulia For technical support and/or product inquiries, please visit our knowledgebase at submit a support ticket at or call our technical support hotline at P age

6 Introduction Taulia Vendor Portal User Guide The Taulia Vendor Portal is a supplier self- service solution that allows suppliers to query and monitor the lifecycle of their transactional documents online. Suppliers have real time access to PO, invoice, payment and vendor master information 24 hours a day, 7 days a week. Depending on the configuration your customer has elected, the Vendor Portal allows you to submit invoices electronically in various ways, such as flipping a PO or uploading multiple invoices at once. The Vendor Portal keeps a record of these invoices and any attachments that you might have provided and therefore serves as a repository. Most importantly, Taulia s exclusive Discounts as a Service solution provides you with Early Payment Offers and a Cash Planner to quickly and easily accelerate the payment of your approved invoices. Benefits of using the Taulia Vendor Portal Real time Invoice status: 24 hours a day / 7 days a week Discounts as a Service solution: The ability to request early payments on approved invoices View purchase order and payment details Electronic invoice submission, PO based or non- PO based, including the option to attach supporting documentation Mass upload of invoices in multiple formats Ability to change your address or bank details Plan your cash needs and determine what invoices need to be accelerated Send dispute messages about invoices, PO s or payments Please note that some of the features listed above may not be available to you when you login to the Vendor Portal as your customer may have elected to turn them off. 6 P age

7 Discounts as a Service How Early Payments Work Taulia Vendor Portal User Guide The ability to request early payments on approved invoices is a key benefit of Taulia s Discounts as a Service solution. Early payments allow you to get paid for invoices that your customer has approved prior to their actual due date. For example, if you are a supplier that has previously negotiated NET 30 payment terms with your customer and you have sent them an invoice it most likely will not get paid until it is due on the 30 th day. However, with the Pay Me Early option powered by Taulia, if that same invoice is approved in your customers accounts payable process on the 15 th day after they receive it, that invoice will automatically display as approved and available for early payment in the Vendor Portal. Once it is approved and available for early payment, you can elect to get paid in advance of the due date in exchange for a discount. In most cases, the earlier you request to be paid on an approved invoice, the higher the discount offered will be. Likewise, the later you request to be paid on an invoice, the lower the discount offered will be. If you do not want to get paid early, your invoice will still get paid on the original due date in accordance to the previously agreed upon payment terms without any additional discounts. Graphical Representation of How Early Payments Work Example: 1% discount offered if an Early Payment is requested on the 15 th day of a NET 30 invoice 7 P age

8 How AutoAccept Works Taulia Vendor Portal User Guide After accelerating the payment of a single invoice using the Pay Me Early feature or accelerating the payment of several invoices using the Cash Planner, you are presented with an opportunity to automatically accept early payments (AutoAccept) on all future invoices as soon as they are approved in your customers accounting system. By automatically accepting early payments on all future invoices, you are agreeing to get paid early in exchange for a discount. The sooner an invoice is approved in your customers accounting system, the larger the discount percentage taken will be. Alternatively, the later an invoice is approved in your customers accounting system, the smaller the discount percentage taken will be. An example of this is provided below: If paid 40 days earlier than original due date, a 0.881% discount is taken If paid 30 days earlier than original due date, a 0.662% discount is taken If paid 20 days earlier than original due date, a 0.442% discount is taken If paid 10 days earlier than original due date, a 0.222% discount is taken Auto accepting early payments on all future invoices allows you to get paid early without having to login to the Vendor Portal and choose which invoices you want to accelerate payments for. When AutoAccept is enabled, an e- mail notification will automatically be sent to the Vendor Portal Admin account(s) notifying them of this action. At any time, you can disable the auto acceptance of early payment offers by clicking on the Profile link in the top right hand corner of the Vendor Portal. For more information about disabling the AutoAccept functionality, please read the Profile screen instructions on page 12. The AutoAccept feature of the Vendor Portal may be a cheaper alternative to borrowing against high interest lines of credit or factoring your receivables in order to meet cash flow needs. 8 P age

9 Enrolling in the Taulia Vendor Portal Before you can begin taking advantage of the many features of the Taulia Vendor Portal, you must first complete the enrollment process. In order to enroll in and use the Vendor Portal, you must be formally invited by a buying organization that has installed the Taulia Vendor Portal. The invitation you receive will either come via e- mail or through the mail and will contain a unique signup token. When you receive the invitation to enroll in the Vendor Portal, please follow the directions included in the invitation as well as the step- by- step enrollment instructions provided in Appendix A. Below is a sample invitation e- mail for enrolling in the Taulia Vendor Portal: In order to enroll in the Taulia Vendor Portal, you must first be invited by your customer. Please contact your customer directly if you have not received an invitation to enroll in the Vendor Portal. 9 P age

10 User Manager Taulia Vendor Portal User Guide Once you have enrolled in the Vendor Portal, you can create additional users, update existing users, and merge multiple accounts from the User Manager link under the Settings menu in the top right hand corner of any of the pages. Only users that are assigned the Admin role in the Vendor Portal have the ability to create additional users or update details on existing users. Create New Users To create a new user, enter the new users e- mail address, first name, last name, assign them a role, and click the Create User button. Once the new user is created, an invitation will automatically be sent to their e- mail address inviting them to enroll in the Vendor Portal. Please refer to the Enrolling in the Vendor Portal section for step- by- step enrollment instructions. The available user roles and associated Vendor Portal privileges are listed below: Role Admin Read Only Billing Finance Manager Vendor Portal privileges All Vendor Portal rights, including the right to create additional users Cannot see bank information and cannot request early payments Able to submit invoices and perform all Accounts Receivable related tasks All Vendor Portal rights, but cannot create additional users 10 P age

11 Update Existing Users The Update Users section of the User Manager screen allows you to change the role assigned to a particular user, as well as resend invitation e- mails, and delete users that no longer need access to the Vendor Portal. To change the role associated with a particular user, simply click the drop down box next to their e- mail address and select the new role. To resend the Vendor Portal invitation e- mail to a particular user, click the Actions button next to their e- mail address and choose the option to Resend Invite . An e- mail invitation to enroll in the portal as well as a unique signup token will be sent to the e- mail address listed. To delete a user that no longer needs access to the Vendor Portal, click the Actions button next to their e- mail address and choose the option to Delete User. The user that was deleted will no longer be able to access the Vendor Portal. It is recommended that you create at least one additional account that is assigned the Admin role in the circumstance that the user associated with the originally assigned Admin account is no longer with the company. Account Merging If you have several supplier logins associated to a single customer or are doing business with multiple customers who have deployed the Taulia Vendor Portal, you can merge those accounts to create a single Vendor Portal login. This can be done by entering the e- mail address of the Admin account(s) associated with your customer and clicking the Start Account Merging button. In order to merge multiple accounts, you must know the passwords associated with each account. Once the merging process is complete, you can use a single login to see all of your accounts associated to a particular customer. 11 P age

12 Profile Settings Taulia Vendor Portal User Guide By selecting the Profile link from the Settings menu in the top right hand corner of any of the Vendor Portal pages, you can change your language preference, set the time zone you are in, change your Vendor Portal password, select which e- mail notifications you receive, and disable auto acceptance of early payments in case you previously opted for AutoAccept. Language Settings The Taulia Vendor Portal is currently viewable in several languages. To change the language that the portal is displayed in, choose your preference from the Language dropdown menu. E- mail Notifications By default the Vendor Portal will send a notification to the e- mail address associated with your account when: A new purchase order is posted in the portal by your customer. New payment details have been posted in the portal by your customer. An invoice has been approved by your customer and is available for Early Payment. A new message has been sent to you by you customer. An Early Payment offer has been accepted by your customer. If you would like stop receiving some (or all) of these notifications, you can do so by choosing Opt- out from the drop down menu listed next to each notification. Disable Auto- Acceptance of Early Payments If you have previously chosen to AutoAccept early payments on all future invoices from either the Cash Planner or by clicking the Pay Me Early button on a single invoice, you can turn off the auto acceptance by clicking in the Disable AutoAccept checkbox. When AutoAccept is disabled, an e- mail notification will automatically be sent to the Vendor Portal Admin account(s) notifying them of this action. Change Your Password You can change the password associated with your Vendor Portal account at any time by clicking on the Change Password button on the bottom right hand side of the Profile page. The new password must be between 8 and 20 characters long and contain at least one upper case letter, one lower case letter and one number. The allowed special characters are -,?,!, =, 12 P age

13 Compliance Settings Taulia Vendor Portal User Guide By selecting the Compliance Settings link from the Settings menu in the top right hand corner the Vendor Portal, you can easily create a customized footer to be included at the bottom of your electronically submitted invoices. The footer allows you to add any additional information you would like to include on your invoices, with an option to add your bank account* details. Examples of items to add to the footer of your invoices include: The names of your board of directors Your Tax Identification Number Local tax authority requirements Once you have entered the details you would like to include in the footer of your invoices, click the Save Changes button and all future invoice submissions through the portal will include this footer information. If you elect to include your bank account details, the full bank account number and routing number will be included in the footer of your electronically submitted invoices. 13 P age

14 Vendor Portal Home Page Taulia Vendor Portal User Guide The Vendor Portal Home page displays several important items and provides quick and easy access to the most commonly used features available in the Vendor Portal. From the Home page, you can easily access invoice, PO, and payment details, view the most recent messages sent between you and your customer, see the latest purchase orders that have been posted, and view invoices that are available for Early Payment. The Home page can be accessed from any of the pages within the portal by clicking on the Home tab of the top ribbon bar. Depending on the configuration your customer has elected for and/or the role that has been assigned to your Vendor Portal user account, you may or may not see all of the features pictured above. Please consult the person assigned to the Admin role to identify the privileges associated with your Vendor Portal account or contact your customer directly to see if certain Vendor Portal features were intentionally turned off. 14 P age

15 Quick Access Links Taulia Vendor Portal User Guide To easily jump to the most commonly used features of the Vendor Portal, click on one of the four Quick Access Links that have been placed on the Home page: My PO s - search for up to 2 years of historical and current purchase orders Create Invoice quickly and easily create an electronic invoice (PO and Non- PO) My Invoices - search for up to 2 years of historical and current invoice details Cash Planner - let the Vendor Portal automatically determine which invoices can be paid early with the least amount of discounts in order to meet particular cash flow needs Each of the Vendor Portal features associated with a Quick Access Link will be discussed in more detail later in this guide. Pay Me Early Directly from the Home page, users can see the most recent invoices that have been approved and are available for payment prior to the actual due date (Early Payments). The Early Payments section of the Home page lists the invoice number, the invoice and due dates, the invoice amount, and the purchase order the invoice is related to (if it is a PO based Invoice). By clicking on the Invoice # or PO # links, users can pull up even more detailed invoice and PO information, including line item details, tax identifiers, tax and freight charges, the name of the customer contact, and the customers address. 15 P age

16 After clicking on the My Offers button next to a particular invoice an Early Payment Offer screen will appear. First, review your invoice details in Step 1. Then, select the date you wish to be paid early on from the calendar in Step 2. Please note that only the dates that your customer makes payments on will be available to choose in the calendar. Select the payment date that meets your cash flow needs and corresponds with a discount amount you are comfortable with. Changing the date to be paid will also change the discount percentage and discount amount. Selecting an earlier payment date will result in a slightly higher discount than selecting a later payment date. Once you have selected a date, review the offer in Step 3. If everything is correct, click the Submit button to process your early payment request. Once your early payment request has been submitted, your customer will automatically process the early payment of your invoice on the date you selected with the corresponding discount amount taken. Please note the early payment date selected represents the date your customer will process your payment request, however, this may not be the same date that the payment will reach you due to processing times. Please allow for standard processing and delivery times for the payment method you have previously arranged with your customer. 16 P age

17 For more information on how Early Payments work, please refer to the How Early Payments Work section of this guide. After requesting an early payment, you will be presented with an opportunity to automatically accept (AutoAccept) the early payment of all future invoices based on the discount calculation you just accepted. Auto accepting early payments on all future invoices allows you to get paid earlier without having to login to the Vendor Portal to select which invoices you want to accelerate payments for. For more information on how the AutoAccept feature works, please refer to the How AutoAccept Works section of this guide. Messages If your customer has elected to turn the messaging feature on, then you will be able to send and receive messages from your customer directly in the Vendor Portal. Messages can be tied to a particular invoice, purchase order, or payment. From the Recent Messages section of the Home page, you can read and reply to the most recent messages sent to you from your customer. To respond to a particular message, select the Click here to reply link and a new message box will appear where you can type a response. Once you have finished typing your response, click the Send reply button and your message will be sent directly to your customers accounts payable team. You can also search for a particular message by clicking on the Home tab across the top ribbon bar of any page and selecting the Show Messages option from the drop down menu. On the Show Messages screen, you can search for messages by date as well as for those that have not been previously read. 17 P age

18 Recent Purchase Orders A list of the most recent purchase orders that have been uploaded to the Vendor Portal are also displayed in the bottom right hand corner of the Home page. The PO number, PO value, PO date, and PO status are listed in the Latest Purchase Orders section. By clicking on a particular PO number, the detailed view of the PO is displayed, including line item details, your customers address, and the invoiced and open amounts for that particular PO. To view all of the purchase orders that have been previously uploaded to the Vendor Portal, click the See All Purchase Orders button and you will be directed to the List Purchase Orders screen where you can search for purchase orders by PO number, Total PO value, and PO date. 18 P age

19 Purchase Orders Taulia Vendor Portal User Guide The Taulia Vendor Portal is tightly integrated with your customers accounts payable system and provides real time updates of purchase order information. As soon as a new purchase order is created in your customers accounts payable system, it is automatically uploaded to the Vendor Portal and is available for your review. Furthermore, the Taulia Vendor Portal provides an easy and convenient way to turn those purchase orders directly into invoices by performing a PO Flip. Flipping a PO into an invoice reduces redundancies and eliminates errors, allowing you to more efficiently submit invoices for your customers approval. A list of the purchase orders that have been uploaded to the Vendor Portal can be viewed in one of three ways: Clicking on the My PO s quick access link on the Home page Selecting the See All Purchase Orders button in the Latest Purchase Orders section of the Home page. Or by clicking on the Purchase Orders tab along the top ribbon bar and selecting My Purchase Orders from the drop down menu. All of the options listed above will direct you to the My Purchase Orders search screen. Search for Purchase Orders From the My Purchase Orders screen, you can search for purchase orders by PO number, Total PO value, and PO date. Furthermore, if you are a supplier that does business with more than one company in your customers portfolio, then you can narrow down which companies you would like to view purchase orders from by selecting the appropriate entity from the Customer drop down list. Once you have entered your search criteria, click on the Search button and a result set will be returned with PO s that match your search criteria. 19 P age

20 From the result set, you can view purchase order details, download the results into a spreadsheet, print a particular PO, send a message to your customer about a particular PO, or flip the PO into an invoice ( PO Flip ). Furthermore, the results set can be sorted by any of the columns by simply clicking on the column heading. Download and Print Purchase Orders After you have selected your search criteria and have narrowed your result set by clicking the Search button, you can download the purchase orders that are listed in the result set by clicking on the Download List link. Purchase orders can be downloaded in XML, PDF, or CSV file formats. Please note that XML and CSV download formats are intended to be machine readable and may be used for importing into your accounts receivable system. If you would like to download purchase orders for viewing rather than importing, we recommend using the PDF file format from the download screen. Likewise, if you would like to print certain purchase orders, please download them as PDF s and then open them in a PDF reader and use its print features. Once you have selected the appropriate file format for download, click on the Download button and select the location where you would like your download to be saved. You can also download individual purchase orders from the result set by clicking on the Actions button next to a particular PO and selecting the Download option from the menu. The same file formats (XML, PDF, and CSV) that are available for downloading multiple purchase orders are available for downloading individual purchase orders. To Print a single purchase order or a list of purchase orders, select the PDF file format from the Download screen and then open them locally from a PDF reader and use its print functions. 20 P age

21 View Purchase Order Details By clicking on a purchase order number from the result set, you can view the details of that particular purchase order. The purchase order details include the following information: Original date of the purchase order (Date) Your customers address information Purchase Order Status (New or Invoiced) Original amount of the purchase order (Amount) Open value of the purchase order (Amount Left) Invoiceable value of the purchase order (Amount less Amount Left) Currency Buyer Contact Payment Terms Line item detail of the purchase order, including the item number, description, unit of measurement, open quantity, ordered quantity, invoiced quantity, item price, and delivered quantity. 21 P age

22 Send a Message about a Purchase Order Taulia Vendor Portal User Guide If you have a question about a particular purchase order, you can quickly send a message to your customer directly from the Vendor Portal using the Messaging feature. The message you send will include the purchase order in question and will be automatically delivered to your customer (similar to sending an e- mail). To send a message, click on the Actions button next to a particular purchase order and select the Send Message option from the menu. When the new message window appears, type in a Subject and the message you would like to send your customer. Once your message is complete, click the OK button and the message will automatically be delivered to your customer. 22 P age

23 Creating an Invoice from a Purchase Order (PO Flip) The Taulia Vendor Portal provides a supplier the ability to quickly and easily turn a purchase order into an invoice by performing a purchase order flip (PO flip). Flipping a purchase order into an invoice eliminates data entry redundancies, reduces user errors, and speeds up the invoice approval process. To perform a PO Flip, click on the Actions button next to the purchase order you want to flip and select Create Invoice from the menu. When the Invoice Creation screen appears, you will notice that the invoice date, currency, PO number, and PO line item details (including quantity and unit price) are pulled directly from the purchase order and are automatically populated for easy invoice creation. Invoice Header Information At the top of the Invoice Creation screen, enter the Invoice Number to be associated with this invoice. The invoice number should be the same invoice numbering scheme you normally use when submitting invoices to your customer. Please note that once the invoice is successfully submitted, you will be able to retrieve your invoice from the Vendor Portal by searching on the Invoice Number you entered. The Invoice Date will automatically be populated with today s date and may be changed by clicking in the invoice date field, however, some customers may limit how far back you can date the invoice you submit through the Vendor Portal. Please check with your customer or read the Your Customer page to verify their policy on back dating invoices. The Delivery Date is the scheduled date of delivery for the invoice that is being created. The Currency and PO Number fields will automatically be populated from the purchase order you are flipping and cannot be changed in the Invoice Creation screen. If you would like to look at the Purchase Order details, you can click on the actual PO Number and a detailed view of the PO will be displayed. For your reference, the Payment Terms associated with the purchase order you are billing against will also be displayed. In the Customer Contact field, please enter the name of the person you normally communicate with at your customers organization when you submit invoices or have questions about them. 23 P age

24 Credit Notes By default, the Invoice Creation screen is setup to create an invoice. However, by selecting Credit Note from the Type drop down menu, you can also submit a credit note against a purchase order. After selecting Credit Note from the drop down menu, three additional fields will appear: Original Invoice Number, Original Invoice Date, and Reason for credit. If you choose to submit a credit note, please note that you do not need to enter negative quantities or amounts in the line item details as the system will automatically adjust this for you when submitted. Change Ship From, Remit To, and Ship To Addresses In the Invoice Creation screen, you also have the ability to change your Ship From and Remit To addresses as well as your customers Ship To address. Please note that the addresses that you change in the Invoice Creation screen are only for that invoice. To change your Ship From or Remit To addresses for all future invoices, please click on the Address option under the My Details tab on the top ribbon bar. Select Tax Identifiers To select a tax identifier other than the default one loaded for your company, click on the Select tax identifiers link and a selection screen will expand. In the Tax Identifiers screen you can select the various tax identifiers you would like to use with the invoice you are currently creating. To select multiple tax identifiers, hold the CTRL key down and click on the identifiers you would like to use. Line Item Details In the middle of the Invoice Creation screen, the line item details from the purchase order are displayed, including the item number, the description of the item, the material code, the quantity, the unit price, and the unit of measurement (Unit). Depending on your customers policies, you may be able to adjust 24 P age

25 the quantity and unit price for a particular line item. Please note, even if your customer allows for the quantity or unit price to be adjusted, the invoice may still be blocked from approval if the adjustments exceed a certain threshold. Please contact your customer directly or read the Your Customer page to obtain their policy on price and quantity adjustments. Before submitting a PO invoice, you must remove the line items that you are NOT currently billing your customer for. Please follow one of the two methods mentioned below for removing line items from an invoice. Removing Line Items from a PO Invoice Often times suppliers only need to invoice their customers for certain line items, even though the purchase order has multiple line items. If you only want to invoice certain line items of a PO, you can remove the line items that you do not currently want to bill for by clicking the red circle to the left of each line item. These line items will be removed from the current invoice that is being created, but will remain as open line items on the purchase order and can be invoiced against at a later time. Removing Multiple Line Items If you have several line items that you do not currently want to bill against, then it may be faster to use the Select All link to remove multiple line items at the same time. After clicking on the Select All link, uncheck the line items that you currently want to bill for (or use the De- Select All link to uncheck all of the line items), leaving the line items you want to remove checked. When you have deselected the line items you currently want to bill for, click the Remove Selected link and the line items that are checked will be removed from the current Invoice Creation screen and will be available to invoice against at a later time. 25 P age

26 Service Purchase Orders If your customer submits service or blanket purchase orders to you, then the line item details of your purchase order and invoice will most likely display a Quantity of 1 and the Unit Price will reflect the amount you currently want to bill for. Freight, Taxes, and Additional Discounts At the bottom of the Invoice Creation screen, you can enter Freight Charges, Taxes (USA), and Additional Discounts. Depending on your customers configuration, Additional Discounts may be captured at the line item level or in the invoice header section of the Invoice Creation screen. Be sure to enter any Additional Discounts according to the configuration your customer has elected for. VAT (European Union) For vendors and customers doing business in the European Union, VAT s should be added at the line item level. To add VAT to a line item, click on the Tax dropdown menu within the line item and select the corresponding VAT rate for the goods or services provided. 26 P age

27 Canadian Sales Tax For vendors and customers doing business in Canada, the following Canadian sales taxes: GST, HST, PST, and QST, can be entered by clicking on the Edit link next to the tax they wish to add and then entering the amount of the tax in the associated field. Comment If you need to provide additional information about this invoice to your customer, you can do so by clicking in the Comments box and typing in the information you wish to convey. Attachments You can also upload supporting documentation for this invoice by clicking on the Upload Attachment button. The upload cannot exceed 5 MB in size and must be in one of the file formats supported by your customer (which will be listed on the file upload screen). If you forget to add an attachment during invoice creation or need to add additional attachments at a later time, you can still do so before the invoice is approved in your customers accounting system (see the instructions for Adding Attachments to a Previously Submitted Invoice). Please note that an electronic version of this invoice is automatically rendered and sent to your customer when the invoice is submitted. Unless you have been instructed by your customer, it may not be necessary to upload additional attachments. Pay Me Early Option (One-Time Auto Acceptance of an Early Payment) If your customer has previously offered Early Payments on your invoices, you can quickly and easily choose to have your newly created invoices automatically paid as soon as they are approved. By checking the Yes, I want to be paid early for this invoice box when creating a new invoice, your submitted invoice will be paid as soon as it is approved in your customers accounting system in exchange for a prorated discount. This auto acceptance of an Early Payment will only apply to the 27 P age

28 invoice you are currently creating and will not affect any of your other invoices. For more information on Early Payments, please review the section on How Early Payments Work. If you have elected for all of your invoices to be paid early using the Auto Acceptance feature or you are on a Dynamic Payment Term, your invoices will automatically be paid as soon as they are approved and therefore you will not see an option to get paid early when creating and submitting an invoice. Save as Draft When creating a new invoice in the Taulia Vendor Portal, you can save it before actually submitting it by clicking on the Save as Draft button at the bottom of the Invoice Creation screen. This may be beneficial if you are in the middle of creating an invoice with several line items and need to verify something before submitting it to your customer. Once you have saved an invoice as a draft, you can easily retrieve it to continue working on it, submit it, or delete it by going to the My Invoices screen and searching for invoices with a status of Draft. Submit Invoice Once you have filled out the required fields and have reviewed the invoice for accuracy, click the Submit Invoice button and your invoice will automatically be submitted into your customers accounts payable system for approval. Please note that once an invoice is submitted, you cannot void, delete, or change the invoice unless your customer has rejected it. Please carefully review the information you entered for your invoice before submitting it to your customer. Advanced Shipping Notices (ASN s) Depending on your customers configuration, you may be able to create Advanced Shipping Notices (ASN s) directly from the Vendor Portal. Once an ASN is created from the Taulia Vendor Portal, it can then be printed and attached to the items you ship so that your customer can easily receive and track the items included in each shipment. Create a new ASN 28 P age

29 An ASN must be associated with an existing Purchase Order, and therefore, the first step in creating a new ASN is to search for the associated Purchase Order. From the Purchase Orders tab across the top ribbon bar, select the Create Shipment option from the menu. On the Find Purchase Order screen, enter your search criteria (PO Number, Total PO Value, or PO Date) and click on the Search button. From the search results, select Create ASN under the Actions button. On the Create Advanced Shipping Notice screen, enter the new ASN Number (generated by the supplier), the Carrier (from a dropdown list of available carriers), the Shipping Date (defaults to todays date), and the Expected Arrival Date. Then, adjust the line item quantities (if necessary) to match the quantities being shipped. If no items for a particular line item will be included in the shipment, then the quantity entered for that line item should be 0. You can also enter attach a note to the ASN by clicking on the Note link, typing the details of the note into the Add Note screen, and clicking the Add Note button. Once the ASN has been completed, click the Submit ASN button and the ASN creation process will begin. 29 P age

30 Downloading and Printing ASN s Once you have created an ASN following the steps above and it has been confirmed in your customers accounting system, you can easily download it and print it by clicking the Purchase Orders tab across the top ribbon bar and selecting the My Shipments option from the menu. On the Search for ASN s screen, enter your search criteria (ASN Number, PO Number, ASN Ship Date, or ASN Status) and click the Search button. Below are the statuses associated with a submitted ASN: Waiting for Transfer In Submission Confirmed Error Indicates the Vendor Portal is waiting for the ASN to be transferred to your customers accounting system. Indicates the Vendor Portal has successfully submitted the ASN to your customers accounting system and is waiting for it to be confirmed. Indicates that your customers accounting system has successfully received the ASN information. Indicates there was an error in the transfer and confirmation process. Please contact Taulia support for further troubleshooting. From the result set, you can click on an ASN Number or PO Number to see the details accordingly. To download the ASN, click on the Download PDF button in the Actions column next to the ASN you wish to download. This will download a PDF copy of the ASN with the details of the ASN and a barcode. The barcode contains the ASN Number you entered when creating the ASN. This PDF can then be printed and attached to the shipment. When your customer receives the shipment, they can easily scan the barcode and quickly determine what is included in that shipment. A sample PDF is provided below for reference: 30 P age

31 Invoices The Taulia Vendor Portal allows suppliers to create PO and Non- PO invoices, as well as an option to upload a batch of invoices via CSV or XLS file formats. Additionally, the Vendor Portal provides online access for up to two years of invoice history for all of the invoices that a supplier has submitted to their customer, regardless of whether or not they were submitted through the portal. Furthermore, the Vendor Portal displays the current status of the invoice in your customers accounting system and allows you to request early payments on invoices that are approved but not yet due. Create Invoices The type of invoices (PO vs. Non- PO) that a customer allows their suppliers to submit through the Vendor Portal may vary and therefore you may not have all of the invoice creation options mentioned above available to you when accessing the portal. You can easily create and submit a new invoice by clicking the Create Invoice quick access link on the Home page or by selecting Create Invoice from the Invoices tab across the top ribbon bar. From the Create Invoice screen, you can choose to create either a PO based invoice or a Non- PO invoice. If you don t have a purchase order to bill against, click the Create Non- PO Invoice button in the top right- hand corner of the screen and refer to the Create Non- PO Invoices section of this guide. To create a PO based invoice, search for the purchase order that you would like to bill your customer for by entering the PO Number, Total PO Value, or PO Date in the search criteria and click the Search button. From the result set, click on the PO Number to view the details of a particular purchase order or click the Create Invoice button to easily flip the PO into an invoice. Please refer to the Creating an Invoice from A Purchase 31 P age

32 Order (PO Flip) section of this guide for detailed instructions on submitting PO based invoices to your customer. Create Non- PO Invoices Flipping a purchase order into an invoice not only reduces redundant data entry efforts, but it also helps reduce errors and can drastically speed up the time it takes for your customer to approve your invoice. Similar to PO based invoices, you can also create Non- PO invoices in the Taulia Vendor Portal. Non- PO Invoices are invoices that are billed to your customer without an associated purchase order, and therefore, may or may not be permitted by your customer. Unlike creating a PO based invoice, Non- PO invoice creation requires you to fill in all of the required invoice fields since there are no purchase orders to retrieve the line items details from. To create a Non- PO invoice, click on the Create Invoice quick access link on the Home page or select Create Invoice from the Invoices tab across the top ribbon bar. In the Create Invoice screen, click Create Non- PO Invoice button in the top right- hand corner of the screen and follow the directions below. Invoice Header Information At the top of the Invoice Creation screen, enter the Invoice Number to be associated with this invoice. The invoice number should be the same invoice numbering scheme you normally use when submitting invoices to your customer. Please note that once the invoice is successfully submitted, you will be able to retrieve your invoice from the Vendor Portal by searching on the Invoice Number you entered. 32 P age

33 The Invoice Date will automatically be populated with today s date and may be changed by clicking in the invoice date field, however, some customers may limit how far back you can date the invoice you submit through the Vendor Portal. Please check with your customer to verify their policy on back dating invoices. The Delivery Date is the scheduled date of delivery for the invoice that is being created. The Currency can be changed for a particular invoice by selecting a different currency from the drop down menu. If your customer provided you with a reference number for this invoice, you can enter it in the PO / Reference Number field. In the Customer Contact field, please enter the name of the person you normally communicate with at your customers organization when you submit invoices or have questions about them. Credit Notes By default, the Invoice Creation screen is setup to create an invoice. However, by selecting Credit Note from the Type drop down menu, you can also submit a credit note. After selecting Credit Note from the drop down menu, three additional fields will appear: Original Invoice Number, Original Invoice Date, and Reason for credit. If you choose to submit a credit note, please note that you do not need to enter negative quantities or amounts in the line item details as the system will automatically adjust this for you when submitted. 33 P age

34 Change Ship From, Remit To, and Ship To Addresses In the Invoice Creation screen, you also have the ability to change your Ship From and Remit To addresses as well as your customers Ship To address. Please note that the addresses that you change in the Invoice Creation screen are only for that invoice. To change your Ship From or Remit To addresses for all future invoices, please click on the Address option under the My Details tab on the top ribbon bar. Select Tax Identifiers To select a tax identifier other than the default one loaded for your company, click on the Select tax identifiers link and a selection screen will expand. In the Tax Identifiers screen you can select the various tax identifiers you would like to use with the invoice you are currently creating. To select multiple tax identifiers, hold the CTRL key down and click on the identifiers you would like to use. Line Item Details In the middle of the Invoice Creation screen, enter the line item details that you are billing your customer for by entering a description of the item, the quantity, the unit price, and the unit of measurement (Unit). To add additional line items, click on the green circle with a plus sign and another line item will be provided. Likewise, you can remove line items you have entered in error by clicking on the red circle with a minus sign next to a particular line item. 34 P age

35 In order to submit a Non- PO Invoice, the Quantity and Unit Price fields must be filled out for each line item that has been added to the Invoice Creation screen. Freight, Taxes, and Additional Discounts At the bottom of the Invoice Creation screen, you can enter Freight Charges, Additional Discounts, and Taxes. Canadian based suppliers can also enter the GST, HST, PST, and QST taxes by clicking on the Edit link next to the tax they wish to add and then entering the amount of the tax in the field. Comments If you need to provide additional information about this invoice to your customer, you can do so by clicking in the Comments box and typing in the information you wish to convey. Attachments You can also upload supporting documentation for this invoice by clicking on the Upload Attachment button. The upload cannot exceed 5 MB in size and must be in one of the file formats supported by your customer (which will be listed on the file upload screen). If you forget to add an attachment during invoice creation or need to add additional attachments at a later time, you can still do so before the invoice is approved in your customers accounting system (see the instructions for Adding Attachments to a Previously Submitted Invoice). Please note that an electronic version of this invoice is automatically rendered and sent to your customer when the invoice is submitted. Unless you have been instructed by your customer, it may not be necessary to upload additional attachments. Pay Me Early Option (One-Time Auto Acceptance of an Early Payment) If your customer has previously offered Early Payments on your invoices, you can quickly and easily choose to have your newly created invoice automatically paid as soon as it is approved. By checking the 35 P age

36 Yes, I want to be paid early for this invoice box when creating a new invoice, your submitted invoice will be paid as soon as it is approved in your customers accounting system in exchange for a prorated discount. This auto acceptance of an Early Payment will only apply to the invoice you are currently creating and will not affect any of your other invoices. For more information on Early Payments, please review the section on How Early Payments Work. If you have elected for all of your invoices to be paid early using the Auto Accept feature or you are on a Dynamic Payment Term, your invoices will automatically be paid as soon as they are approved and therefore you will not see an option to get paid early when creating and submitting an invoice. Save as Draft When creating a new invoice in the Taulia Vendor Portal, you can save it before actually submitting it by clicking on the Save as Draft button at the bottom of the Invoice Creation screen. This may be beneficial if you are in the middle of creating an invoice with several line items and need to verify something before submitting it to your customer. Once you have saved an invoice as a draft, you can easily retrieve it to continue working on it, submit it, or delete it by going to the My Invoices screen and searching for invoices with a status of Draft. Submit Invoice Once you have filled out the required fields and have reviewed the invoice for accuracy, click the Submit Invoice button and your Non- PO invoice will automatically be submitted into your customers accounts payable system for approval. Please note that once an invoice is submitted, you cannot void, delete, or change the invoice unless your customer has rejected it. Please carefully review the information you entered for your invoice before submitting it to your customer. Upload Invoices The Taulia Vendor Portal allows you to upload multiple invoices at once using a structured file. The file formats supported for invoice uploads are.csv and.xls (.XLXS). Uploading invoices in mass provides you with a convenient method to export invoice information out of your billing system and in turn import that information into your customers accounting system. Uploading invoices not only saves data entry time, but it also reduces the chances of human error. Furthermore, submitting invoices 36 P age

37 electronically can reduce invoice processing times and may allow your invoices to be approved quicker so they are available for Early Payments. For detailed instructions on using the Invoice Upload features of the Taulia Vendor Portal, please refer to the Invoice Upload Guide. Search for Invoices You can easily search for invoices in the Vendor Portal by clicking on the List Invoices quick access link on the Home page or by clicking on the Invoices tab across the top ribbon bar and selecting My Invoices from the menu. From the My Invoices screen, you can search for up to two years of invoice history using the following search criteria: invoice number, purchase order number, invoice amount (range), invoice date (range), and invoice status. Furthermore, if you are a supplier that does business with more than one company in your customers portfolio, you can narrow down which companies you have submitted invoices to by selecting the appropriate entity from the Customer drop down list. Once you have entered your search criteria, click on the Search button and a result set will be returned with invoices that match your search criteria. An invoice that is listed in the Vendor Portal will have one of the following statuses associated with it: Unpaid the invoice is approved and is waiting to be paid on the due date Early Payment Available - the invoice has been approved by your customer and is eligible to be paid prior to the actual due date. Submitted - an invoice has been successfully submitted from the Vendor Portal into your customers accounting system. In process - your customer has received the invoice but it has not completed the approval process. Incomplete - a correction needs to be made on the invoice and can be corrected through the Vendor Portal. Approved - the invoice has been received by your customer and is ready for payment on the invoice due date. Paid - the invoice has been paid by your customer. Rejected your customer permanently rejected the invoice and you need to resubmit a new invoice. Draft an invoice that was saved as a draft and has not yet been submitted to your customer. Please see the instructions below for deleting, editing, or submitting a draft. 37 P age

38 From the result set, you can view invoice details, download the entire result set or individual invoices, send a message to your customer about a particular invoice, view attachments to an invoice, or request early payment for invoices that are approved and available for early payment. Furthermore, the result set can be sorted by any of the columns by simply clicking on the column heading. Drafts: Delete, Edit, or Submit Saved Invoices If you have saved an invoice as a draft, you can retrieve your draft at a later time to delete it, edit it, or submit it from the My Invoices screen. In the search parameters section of the My Invoices screen, select Draft from the Invoice Status drop down menu and click the Search button. The result set will display all of the invoices you have saved as a draft and can be refined further by entering additional search criteria, i.e. Invoice Date, etc. From the result set, click the Actions button particular draft to edit it, submit it, or delete it. next to a Delete a Draft To delete the draft, select the Delete Draft option from the Actions button and you will be asked Are you sure you want to delete this invoice draft?. Click the Delete button to permanently delete the draft or the Cancel button to keep the draft. Edit / Submit a Draft To make changes to or submit a previously saved draft, click the Edit Draft option from the Actions button and the Invoice Creation screen will appear. In the Invoice Creation screen, make any necessary changes to the invoice and click either the Save as Draft button to keep it as a draft or the Submit Invoice button to send the invoice directly to your customers accounts payable system for approval. Please note that once an invoice is submitted, you cannot void, delete, or change the invoice unless your customer has rejected it. Please carefully review the information you entered for your invoice before submitting it to your customer. 38 P age

39 Download and Print Invoices After you have selected your search criteria and have narrowed your results by clicking the Search button, you can download the invoices that are listed in the result set by clicking on the Download List link. Invoices can be downloaded in XML, PDF, or CSV file formats. Please note that XML and CSV download formats are intended to be machine readable and may be used for importing into your accounts receivable system. If you would like to download invoices for viewing rather than importing, we recommend using the PDF file format from the download screen. If you would like to print certain invoices, please download them as PDF s and then open them in a PDF reader and use its print features. Once you have selected the appropriate file format for download, click on the Download button and select the location where you would like your download to be saved. You can also download individual invoices from the result set by clicking on the Actions button next to a particular invoice and selecting the Download option from the menu. The same file formats (XML, PDF, and CSV) that are available for downloading multiple invoices are available for downloading individual invoices. View Invoice Details To Print a particular invoice or a list of invoices, select the PDF file format from the Download screen and then open them locally from a PDF reader and use its print functions. By clicking on an Invoice number from the result set, you can view the details of that particular invoice. The Invoice Details screen includes the following information: Invoice number 39 P age

40 Invoice date Purchase order number associated with the invoice (click on the PO number to see the PO Details screen) Payment Terms Invoice type (Invoice or Credit Note) Customer Contact Date the invoice was created (Create Date) Line item details, including the item number, quantity, unit price, net amount, and description. Net amount of the invoice (Subtotal) Tax amount Freight charges Currency Ship From address Ship To address For even more details on the invoice, click on the Detailed Status tab from within the Invoice Details screen. The Detailed Status screen includes the status of the invoice, the due date, the invoice amount, any delivery costs associated with the invoice, and the payment terms on invoice. Furthermore, if an attachment was added or created when the invoice was submitted, it can be viewed by clicking on the attachment link at the bottom of the screen. Read Customer Generated Messages about an Invoice From the Actions button next to a particular invoice, you can read messages sent to you from your customer in regards to that invoice. If a new message has been sent to you from your customer, an envelope icon will appear to the right of the Actions menu in the result set. To view the message sent to you by your customer, click on the Actions button and choose the Read new message menu option. After reviewing the message, you can easily respond to your customer by selecting the Click here to reply link. 40 P age

41 Send a Message about an Invoice If you have a question about a particular invoice, you can quickly send a message to your customer directly from the Vendor Portal using the Messaging feature. The message you send will include the invoice number in question and will be automatically delivered to your customer (similar to sending an e- mail). To send a message, click on the Actions button next to a particular invoice and select the Send Message option from the menu. When the new message window appears, type in a Subject and the message you would like to send your customer. Once your message is complete, click the OK button and the message will automatically be delivered to your customer. View Invoice Attachments During invoice creation suppliers have the option to attach supporting documentation to an invoice and if they chose to do so, these attachments can be viewed by clicking on the Show Attachments option in the Actions menu next to a particular invoice. Furthermore, some customers have elected to automatically render a PDF of the invoice upon submission, and therefore each invoice that is submitted through the portal will have a PDF version attached to it that can be easily viewed by selecting the Show Attachments option from the Actions button. 41 P age

42 Add Attachments to a Previously Submitted Invoice Depending on your customers configuration, you may be able to upload attachments to previously submitted invoices. If you have previously submitted an invoice and it is still awaiting approval in your customers accounting system, you can continue to add supporting documentation by selecting the Add Attachment option from the Actions button next to a particular invoice. Once an invoice has been approved in your customers accounting system, you will no longer have the option to add attachments. Similar to adding an attachment during invoice creation, the upload cannot exceed 5 MB in size and must be in one of the file formats supported by your customer (which will be listed on the file upload screen). Pay Me Early For detailed instructions on using the Pay Me Early button to get paid for invoices prior their due date, please see the Pay Me Early section of this guide. Payments The Taulia Vendor Portal can list up to two years of payment details (depending on your customers configuration) and includes information such as the payment date, the payment method, the total amount of the payment, the total discounts taken, and the particular invoices that were paid. To search for payment details, click on the Payments tab on the top ribbon bar and select Received Payments. On the Received Payments screen, enter your search criteria, and click the Search button. Download and Print Payment Information After you have selected your search criteria and have narrowed your results by clicking the Search button, you can download the payments that are listed in the result set by clicking on the Download List 42 P age

43 link. Payments can be downloaded in XML, PDF, or CSV file formats. Please note that XML and CSV download formats are intended to be machine readable and may be used for importing into your accounts receivable system. If you would like to download payments for viewing rather than importing, we recommend using the PDF file format from the download screen. If you would like to print certain payments, please download them as PDF s and then open them in a PDF reader and use its print features. Once you have selected the appropriate file format for download, click on the Download button and select the location where you would like your download to be saved. You can also download individual payments from the result set by clicking on the Actions button next to a particular payment and selecting the Download option from the menu. The same file formats (XML, PDF, and CSV) that are available for downloading multiple payments are available for downloading individual payments. View Payment Details To Print payment reference information, select the PDF file format from the Download screen and then open them locally from a PDF reader and use its print functions. By clicking on a Payment reference number from the result set, you can view the details of that particular payment. The Payment Record Details screen shows the payment reference number, the method of payment, the payment date, the payment total, total discounts, and detailed information on the invoices that were paid, including the invoice number, invoice type, invoice date, invoice amount, early payment discounts and amounts, and the currency. Send a Message about a Payment If you have a question about a particular payment, you can quickly send a message to your customer directly from the Vendor Portal using the Messaging feature. The message you send will include the payment reference number in question and will be automatically delivered to your customer (similar to sending an e- mail). To send a message, click on the Actions button next to a particular payment and select the Send Message option from the menu. When the new message window appears, type in a Subject and the message you would like to send your customer. Once your message is complete, click the OK button and the message will automatically be delivered to your customer. 43 P age

44 Cash Planner Instead of picking and choosing the invoices you want to get paid early for, you can let the Taulia Vendor Portal determine the best way to get paid early by using the Cash Planner. After specifying the amount of money you need and the date you need it by, the Cash Planner will suggest which invoices to request early payments for at the lowest discounted amounts in order to meet your cash flow needs. For more information on how Early Payments work, please refer to the How Early Payments Work section of this guide. You can access the Cash Planner by clicking on the quick access link on the Home page or from the Cash Planner tab on the top ribbon bar. Inside the Cash Planner screen, select the date that the cash is needed by, choose your currency, and enter the amount you need in order to meet your cash flow needs. To only show invoices that are not already scheduled for payment by the date you selected, check the box to Exclude invoices already due by the selected date and hit the Search for invoices button. The Cash Planner will return invoices that meet your selection criteria and will automatically select the invoices that come as close to the amount you requested without going over. The Cash Planner will also automatically determine which invoices meet your cash requirement needs at the lowest discounted amount. However, you can always change which invoices to request early payment for by checking or unchecking the box next to a particular invoice. Once you have selected the invoices you would like to get paid early for, click on the Request early payments button and the invoices selected will get paid on the date you requested with the corresponding discount amounts taken. 44 P age

45 The early payment date selected represents the date your customer will process your payment request, however, this may not be the same date that the payment will reach you due to processing times. Please allow for standard processing and delivery times for the payment method you have previously arranged with your customer. After requesting for early payments through the Cash Planner, you will be presented with an opportunity to automatically accept (AutoAccept) the early payment of all future invoices based on the discount calculation you just accepted. Auto accepting early payments on all future invoices allows you to get paid earlier without having to login to the Vendor Portal to select which invoices you want to accelerate payments for. For more information on how the AutoAccept feature works, please refer to the How AutoAccept Works section of this guide. My Details - Maintenance of Address, Bank, & Tax Information The Taulia Vendor Portal allows you to easily and efficiently request changes to important information your customer has on file for you without having to pick up the phone or send documents in the mail. From the My Details tab on the top ribbon bar, you can access menu items that allow you to propose changes to the address, bank account, and tax identification information your customer has on file for you. Changes made to address, bank, or tax ID information in the Vendor Portal are merely proposals and may be rejected by your customer. Until the changes you have proposed have been approved by your customer, the information they have on file for you may differ from what is displayed in the Vendor Portal. 45 P age

46 Address Information Taulia Vendor Portal User Guide The vendor portal allows you to propose changes to the main address your customer has on file for you as well as add additional remit- to address and ship- from addresses to use during invoice creation. To make changes to any of these addresses, select the Address option from the My Details tab on the top ribbon bar. Then select the address you would like to update and click on the Change Address button to begin the change request process. Step 1: Enter any changes to your company name, address, e- mail address, or phone number and then click the Next: Upload required documents button (if required by your customer). Step 2: If your customer requires supporting documentation to validate the changes you proposed in Step 1, click the Attach File button at the bottom of the screen and browse for the supporting documentation you would like to upload. The supporting documentation that is uploaded must be less than 5 MB in size and adhere to the file extensions supported by your customer, which will be displayed on this screen. Examples of supporting documentation for address changes include company letterhead or a copy of a bill with the proposed changes. Once you have uploaded supporting documentation that is less than 5 MB in size and adheres to the file extensions supported by your customer, click on the Review and save button. Step 3: Review your proposed changes and if everything is correct, click on the Complete and save button. The changes you have requested will be immediately sent to your customer where they can choose to approve or reject them. An e- mail notification will be sent to you notifying whether or not your customer accepted the changes. Any future address changes submitted to your customer through any source other than the Taulia Vendor Portal will not be reflected in the portal. 46 P age

47 Bank Information Taulia Vendor Portal User Guide Similar to changes to your address, you can also propose changes to the bank account information your customer has on file with you. To propose changes to your bank account information, select the Bank Accounts option from the My Details tab on the top ribbon bar. The bank account information you have on file with your customer will be displayed and from the Bank Information screen you can remove a bank account, update an existing bank account, or add a new bank account. Remove Bank Account Information To propose the removal of an existing bank account, simply click on the Remove Account button on the Bank Information screen. Please note that you must have at least one bank account on file in the Vendor Portal and therefore may need to enter a new bank account before deleting an existing one. Update Bank Account Information To propose an update to an existing bank account, click on the Update button and follow the steps below: Step 1: Enter any changes to the country your bank is located in, the routing number (or IBAN) and account number associated with your bank, or the account holder related to bank account. After you have entered your changes, click the Next: Verify bank data button. 47 P age

48 Step 2: Based on the information provided in Step 1, the Vendor Portal will retrieve the name and address associated with the routing number or IBAN from an online database of routing numbers and will ask you to verify that the bank information retrieved from the database matches the bank information you are requesting to be changed. If everything is correct, click on the Review and save button at the bottom of the screen. The address information retrieved for the routing number or IBAN you entered often times is the address of your banks headquarters and therefore may not reflect the actual address of your local branch. If you feel the information retrieved is incorrect, please click the Go back and change button and verify the routing number or IBAN you entered is correct, otherwise click the Review and save button. Step 3: Upload supporting documentation to validate the changes you proposed in Step 1 by clicking on the Attach File button at the bottom of the screen. The supporting documentation that is uploaded must be less than 5 MB in size and adhere to the file extensions supported by your customer, which will be displayed on this screen. An example of supporting documentation for a bank account change would be a copy of a voided check. Add Bank Account Information To propose a new bank account, click on the Add Bank Account button and follow the steps above for Updating Bank Account Information. 48 P age

49 Any future bank account changes submitted to your customer through any source other than the Taulia Vendor Portal will not be reflected in the portal. Tax Identifiers The Taulia Vendor Portal also allows you to propose changes to the tax identification information your customer has on file for you. To propose changes to your tax information, click on the My Details tab on the top ribbon bar and select Tax Identifiers from the menu. From the Tax Identifiers screen, you can add new tax identifiers or delete existing ones. Add New Tax Identifier Click on the Add new tax identifier link, and enter the following information: Tax ID country Tax type Tax ID value (if entering a FEIN, it will be validated against an online database of Federal Employer Identification Numbers). Once all of the fields are filled out correctly, review your entries and click on the Add new tax identifier button. Delete Tax Identifier To delete a tax identifier, simply click on the Delete link next to a particular tax identifier and it will be deleted from the Vendor Portal. Please note that you can only have one type of tax identifier per vendor in the Vendor Portal. If you need to make a change to a particular tax identifier, you will need to delete the current one on file and then add a new one. Search for Files and Attachments To search for files and attachments that you have previously uploaded to the Vendor Portal, click on the My Details tab along the top ribbon bar and select the Documents option from the menu. The search criterion allows you to search on the following fields: File name Item the file was attached to i.e. general upload, invoice, bank data, or address data 49 P age

50 Date the file was uploaded My Customer The My Customer section of the Vendor Portal provides important information your customer would like you to read and can be accessed by clicking on the My Customer tab along the top ribbon bar. Examples of information that may be posted in the My Customer screen include: changes to your customers billing policies, a link to FAQ s, and your customers AP Hotline telephone number. Please visit the My Customer section frequently to view important information your customer wants to share with you. 50 P age

51 Help Page Taulia Vendor Portal User Guide The Help page includes several video tutorials that highlight the key features and functionalities of the Vendor Portal, as well a link to the Taulia Support knowledgebase, and a link to the Vendor Portal Terms and Conditions. To access the Help page, click on the Help link in the top right hand corner of any of the Vendor Portal pages. Appendix A: Step- by- step instructions for enrolling in the Vendor Portal Before you can begin using the vendor portal, you must first complete the enrollment process. Please follow the step- by- step instructions below to enroll in the vendor portal. In order to enroll in the Taulia Vendor Portal, you must first be invited by your customer. Please contact your customer directly if you have not received an invitation to enroll in the Vendor Portal. Step 1: Receive formal invitation to enroll in the Vendor Portal (via e- mail or letter) and click on the Invitation link or manually navigate to if you received an invitation in the mail. 51 P age

52 Step 2: Enter the unique signup token that is provided and click the Submit button. 52 P age

53 Step 3: Accept the Terms and Conditions of the Vendor Portal by clicking I Agree. Step 4: Verify your company information. 53 P age

54 Step 5: Sets user details, including the e- mail address and password you will use for future logins to the Vendor Portal. If you received an invitation in the mail or enter an e- mail address that differs from the address the e- mail invitation was sent to, then an additional verification step is required. A verification e- mail will automatically be sent to the e- mail address that was entered in the screen below. Once you receive the verification e- mail, click on the link provided in the e- mail to complete the verification and enrollment process. Step 6: Enters your company size, industry, and the accounting system you use. 54 P age

55 Step 7: Answer additional security questions for further verification (if required by your buying organization). These security questions can include information from purchase orders, invoices, payment history, and vendor details. The set of questions is always a combination of details known only to you (the supplier) and your buyer. If you fail to answer the required number of questions, a new token will automatically be issued. If you successfully answer the next set of security questions, you will be able to choose a secure password and complete the user profile. Step 8: Verify/change your tax identifiers. 55 P age

56 Step 9: Verify/change your bank information. 56 P age

57 Step 10: Welcome and Congratulations you have successfully enrolled in the Vendor Portal! Please click the Home tab to begin using the Vendor Portal. 57 P age