Purchase order and invoice process (P2P) - Quick guide for suppliers with Access

Transcription

1 Purchase order and invoice process (P2P) - Quick guide for suppliers with Access R. Schmitz February 2017 SupplyOn Internal 1/16

2 Contents Introduction Step 1 Receive and open the link contained therein Step 2 Complete the master data Step 3 Process purchase order Confirm purchase order Confirm purchase order changes Maintain master data For the invoicing process For personal user data You are not the right contact person? Step 4 Generate invoice Generate invoice directly from a confirmed purchase order Generate invoice without a copy of the order data blank invoice Upload invoice as csv Archive invoice Configure invoice desktop and search for invoice Tips for downloading attachments...16 SupplyOn Internal 2/16

3 Introduction Your customer Robert Bosch GmbH, referred to hereinafter as Bosch, is changing the way it procures indirect materials and services globally as part of the project with the introduction of an electronic process based on the SupplyOn online platform. This has the following implications for you as a Bosch supplier: in the future you will simply receive purchase orders via SupplyOn and can process these directly online from confirmation to invoice. The electronic despatch of purchase orders, order confirmations and invoices is fast, convenient, economical and environmentally friendly and therefore represents a convincing alternative to the traditional process. This document is aimed at you as suppliers with Access to SupplyOn and provides you with an overview of how to work with electronic purchase orders and use them to generate invoices. Please refer to the P2P instructions for suppliers with Access for detailed information. The following four steps are necessary for accessing a purchase order initially: Step 1: SupplyOn sends you an with the link to SupplyOn. Step 2: Confirm or add your user details on a one-off basis and define a password. You can use this password in the future to access all other purchase orders. Step 3: Check the purchase order and confirm it. Step 4: Generate an electronic invoice and archive it. SupplyOn Internal 3/16

4 Possible purchase order processing scenarios: Scenario 1: Bosch sends a purchase order that you as a supplier confirm as ordered. You generate an invoice following delivery. Scenario 2: Bosch sends a purchase order that you as a supplier confirm with changes. You generate an invoice following delivery. Scenario 3: Bosch sends a purchase order that you as a supplier confirm as ordered. Bosch changes the purchase order and you as the supplier confirm the change. You generate an invoice following delivery. Scenario 4: The customer allows you to generate an invoice without a purchase order reference. You generate an invoice following delivery. This gives rise to the following four scenarios: SupplyOn Internal 4/16

5 1 Step 1 Receive and open the link contained therein SupplyOn sends you an referring to a purchase order for your company. You can now check, process and confirm this purchase order. To do so, simply click the link in the . SupplyOn Internal 5/16

6 2 Step 2 Complete the master data As explained in the introduction, you have to complete your master data once. In case you are not the correct contact person, please contact the customer support customersupport@supplyon.com. You then define your personal password at the end. This is what you see the next time you access the system. You only need to enter your password in the future. SupplyOn Internal 6/16

7 3 Step 3 Process purchase order This section explains how to check and confirm a purchase order from Bosch. 3.1 Confirm purchase order The order confirmation is a new, fundamental part of the P2P process with Bosch. An order confirmation is mandatory to carry out and the basis for invoicing. Please perform order confirmations - even in the case of order changes - timely and comprehensive. You confirm a purchase order either: - Agreeing with the details for quantity, date and price or - Deviating from the details. Confirm as ordered: First check the stated delivery date, quantity and price. If all details are correct, confirm as-is, enter your internal reference number for this case in Supplier Reference and click Save & Send. Confirm with changes: If the order details are not correct, select the entry Respond with changes and then change either the date, quantity or price. You can also split the delivery by distributing partial quantities to several dates. Enter your Supplier Reference and click Save & Send. The customer now receives your confirmation electronically via SupplyOn. SupplyOn Internal 7/16

8 3.2 Confirm purchase order changes As described in the Introduction section, Bosch sends a new purchase order that has to be confirmed if you have confirmed with changes. Example: The customer originally requested April 19, 2016 as the delivery date and you proposed May 19, 2016 as a new date. You can see here that the customer has taken your suggestion and accepted your new delivery date of May 19, If you ticked the View Buyers Order changes checkbox, you will see the changes flagged with an exclamation mark. Confirm As-is, enter your Supplier reference and Send the confirmation to your customer. SupplyOn Internal 8/16

9 4 Maintain master data Please ensure via the menu My company, and there in the tab Contact, to maintain the correct contact person for the handling of the business processes, permanently. 4.1 For the invoicing process Before you create an invoice, we recommend to maintain your VAT number once, to prevent manual reentry. Open the purchase order and click Transfer Data to start Invoice Creation. SupplyOn Internal 9/16

10 You are now in the einvoicing module. Click My company. You are now in your company profile in the tab Address where you can change your company master data if required. Scroll down to the area Change Company Data and enter your VAT number. Save your entries and return to the invoice with a click here. SupplyOn Internal 10/16

11 4.2 For personal user data You are able to change your personal data at any time. Open an for a purchase order and click on the embedded link. Enter your pre-defined password. Click on the top of the screen My user account and perform necessary changes in the master data. 4.3 You are not the right contact person? You have received an order, but you are not responsible for these orders, please forward the order to the right contact person. To do this, click the link in the for the order. SupplyOn Internal 11/16

12 5 Step 4 Generate invoice This section explains how to generate, print and archive an invoice in SupplyOn einvoicing. Invoices can be generated in two ways: - Generate invoice directly from a confirmed purchase order - Generate invoice without a copy of the order data blank invoice (this may be deactivated by the customer in individual cases) 5.1 Generate invoice directly from a confirmed purchase order To generate an invoice, you have to select the link you received in advance of the purchase order and log in with your password to the SupplyOn platform. The invoice is generally generated after the delivery. You can access the corresponding invoice form directly by selecting a purchase order and then clicking Transfer Data to start Invoice Creation. The invoice essentially consists of a number of areas. Yellow fields indicate mandatory input fields. Please fulfill all relevant input fields. Open the line items SupplyOn Internal 12/16

13 and enter the relevant tax information in the marked input fields. If you interrupt editing and want to finish the invoice later, you can save the document as a Draft at any time. Please click Validate to check your input is complete. If no error messages are displayed, you can Send the invoice. You can check the invoice in a preview. Your customer receives your electronic invoice as soon as you click Send invoice. SupplyOn Internal 13/16

14 5.2 Generate invoice without a copy of the order data blank invoice SupplyOn sends you an with a correspondingly configured link that you can use to generate these invoices at any time. Please note: the link (bookmark) or has to be saved on your computer so that you can access it at any time. Click the link and generate your invoice. You can then create invoices from scratch in the Create invoice area. SupplyOn Internal 14/16

15 5.3 Upload invoice as csv You can upload several invoices for a customer at the same time (= one Bosch plant) if they are in csv format. 5.4 Archive invoice As soon as an invoice has the status Sent, you can Download it and archive it as an original invoice in accordance with legal regulations. SupplyOn Internal 15/16

16 5.5 Configure invoice desktop and search for invoice You can personalize your invoice desktop in your settings. 6 Tips for downloading attachments There are different download formats: - Purchase order attachments are generally offered as Zip files. - The original invoice is received in PDF format. Please refer to the P2P instructions for suppliers with Access for information on how to download attachments. SupplyOn Internal 16/16