Rexel UK Supplier Portal. Work Instructions. View, Print & Save a Document

Transcription

1 Rexel UK Supplier Portal Work Instructions View, Print & Save a Document Version 3.0 In this document you will learn how to view, print and save a Document in the Supplier Portal. You will also learn how to access the contact details of all warehouses across Rexel UK Limited, the P&I Offices within Newey & Eyre and NEIS, and the member of the Accounts Payable Team who handles your account.

2 Contents 1.0 Introduction Accessing the Supplier Portal Finding a Document Document Search View, Print and Save a Debit Note View, Print and Save a Remittance Advice Search for Branch Information Search for P&I Information (Newey & Eyre and NEIS only) Search for Account Payable Information FAQ s...17

3 1.0 Introduction In this document you will learn how to view, print and save a Document in the Supplier Portal. You will also learn how to access the contact details of: all warehouses across Rexel UK Limited the P&I Offices within Newey & Eyre and NEIS the member of the Accounts Payable Team who handles your account. 2.0 Accessing the Supplier Portal Log on to 1. Input the User ID and password advised in your . When logging on for the first time you will be required to change your password. Click Login.

4 3.0 Finding a Document Debit Notes and BACS Remittance Advices issued by Rexel UK Limited can be viewed, printed, and saved via the Supplier Portal Document Search To find the request you wish to view you must firstly perform a search using the search facility. A search can be made on the Document ID (this will be the Debit Note or Remittance Advice number) or (either singly or as a combination) the Document Type, the Supplier Code, the Date From and Date To, or Date From and Time From and Date To and Time To. Searches can also be made on any combination of the above. 1. Move to Document ID and key the Document ID or Move to Document Type and key the Document Type and/or Move to Supplier Code and key the Supplier Code and/or Move to Date From and select a date from the drop down Date From lists and move to the Date To and select a date from the drop down Date To lists and /or Move to Date From and select a date from the drop down Date From lists, move to the Time From and select a time from the drop down Time From lists and move to Date To and select a date from the drop down Date To lists, move to the Time To and select a time from the drop down Time To lists 2. Click on search If you know the Document ID of the document you are searching for you only need to key this in the Document ID field. You do NOT need to complete any other field.

5 4.0 View, Print and Save a Debit Note A general search for debit notes returns the following results: The information displayed is: sender id The ID of the Sender. This will be hukl. receiver id huklfax This indicates the debit note has been transmitted to the supplier by auto fax hukl This indicates the debit note has been transmitted to the supplier by document type Debit Note doc id This is the debit note number PDF A PDF icon indicates an image of the document is available success N/A Not Applicable supplier code Supplier Account Number branch code Branch Code date Date transmitted time Time transmitted If the results display using more than one page click Next to display the results on the following page.

6 1. To view a debit note click on the PDF icon. A copy of the debit note will display. 2. To print a copy of the debit note, click the Print icon at the top of the PDF image window. Select the printer ID you require and click OK. 3. To save a copy of the debit note, click the Save icon at the top of the PDF image window, select the folder you wish to save the document in and amend the object name. Click Save.

7 5.0 View, Print and Save a Remittance Advice A general search for remittance advices returns the following results: The information displayed is: sender id The ID of the Sender. This will be hukl. receiver id huklfax This indicates the debit note has been transmitted to the supplier by auto fax hukl This indicates the debit note has been transmitted to the supplier by document type Remittance Advice doc id This is the remittance advice number PDF A PDF icon indicates an image of the document is available success N/A Not Applicable supplier code Supplier Account Number branch code Branch Code date Date transmitted time Time transmitted If the results display using more than one page click Next to display the results on the following page.

8 1. To view a remittance advice click on the PDF icon. A copy of the remittance advice will display. 2. To print a copy of the remittance advice, click the Print icon at the top of the PDF image window. Select the printer ID you require and click OK. 3. To save a copy of the remittance advice, click the Save icon at the top of the PDF image window, select the folder you wish to save the document in and amend the object name. Click Save.

9 6.0 Search for Branch Information To access the click on the contacts tab at the top of the search screen: This will load the following screen: Select the Search for Branch Information link to access the Branch Information search facility and the following screen will appear:

10 A search can be made on the Branch Code (this is a three letter code e.g. ABC) or the Branch Name, the Address, the Telephone Number, the Fax Number or the EAN Code. Searches can also be made on any combination of the above. 1. Move to Branch Code and key the Branch Code or Move to Branch Name and key the Branch Name and/or Move to Address and key the Address and/or Move to Telephone Number and key the Telephone Number and /or Move to Fax Number and key the Fax Number and /or Move to EAN Code and key the EAN Code Alternatively you may leave all fields blank to return a list of all Branches 2. Click on search If you know the Branch Code of the Branch you are searching for you only need to key this in the Branch Code field. You do NOT need to complete any other field. The following screen is displayed:

11 The information displayed is: code The Branch Code name The Branch Name address The Branch Address post code The Branch Post Code phone number The Branch telephone number fax number The Branch fax number address The Branch address EAN code The Branch EAN code p&i office The P&I Office responsible for ordering if applicable If the results display using more than one page click Next to display the results on the following page.

12 7.0 Search for P&I Information (Newey & Eyre and NEIS only) Rexel UK Limited To access the click on the contacts tab at the top of the search screen: This will load the following screen: Select the Search for P&I Information link to access the P&I Information search facility and the following screen will appear:

13 A search can be made on the P&I Office Name, the Address, the Telephone Number, the Fax Number, the Address, the Branch Code or the Branch Name. Searches can also be made on any combination of the above. 1. Move to P&I Office Name and key the P&I Office Name or Move to Address and key the Address and/or Move to Telephone Number and key the Telephone Number and /or Move to Fax Number and key the Fax Number and /or Move to Address and key the Address and /or Move to Branch Code and key the Branch Code and/or Move to Branch Name and key the Branch Name Alternatively you may leave all fields blank to return a list of all P&I Offices and their Branches 2. Click on search The following screen is displayed:

14 The information displayed is: p&i office name P&I Office Name address Address of P&I Office post code P&I Office Post Code phone number P&I Office telephone number fax number P&I Office fax number address P&I Office address branch code Branch Code of the Branch on whose behalf the P&I Office places orders branch name Branch Name of the Branch on whose behalf the P&I Office places orders If the results display using more than one page click Next to display the results on the following page.

15 8.0 Search for Account Payable Information To access the click on the contacts tab at the top of the search screen: This will load the following screen: Select the Search for Accounts Payable Information link to access the details of the member of the Accounts Payable Team responsible for your account and the following screen is displayed:

16 The information displayed is: staff name Name of Accounts Payable Account Handler assigned to your account supplier name Your account name phone number Direct Dial telephone number of Accounts Payable Account Handler assigned to your account fax number Fax number of Accounts Payable Account Handler assigned to your account address address of Accounts Payable Account Handler assigned to your account If the results display using more than one page click Next to display the results on the following page.

17 9.0 FAQ s Q A There are three of us in our office who want to view our company s documents in your Supplier Portal, do we all need our own login details? No. The username and password you have been allocated is generic and you can even all login at the same time with these details; just not on the same PC Q A I ve tried to log on with the details you provided but I keep getting the message login failed Check you have entered the correct internet address: Q A I ve checked the internet address but I m still getting the message login failed Check you have entered the correct Username and password. Please note: the password field is case sensitive so if you set up your password in capital letters you must enter it in capital letters. Likewise in lowercase. Q A I m sure I am entering the password correctly but I m still getting the message login failed Click on the If you have forgotten your password please click here link and follow the instructions given. Your password will be ed to the address we have set up in our database for your company and you should enter this in exactly the same format as given in the . Q A Rexel UK has multiple accounts with us. Is it possible to view the documents for all accounts using just one set of login details? We are sometimes able to arrange this so please speak to the member of the Accounts Payable Team who handles your account to see if we can do this for you. Q A When I key the 10 digit debit note number shown on my Remittance Advice in the Document ID field I get a message saying 0: results found Please key the last 7 digits only. Do not key the 300 at the beginning of the number