NET SUPPLY VENDOR PORTAL

Transcription

1 NET SUPPLY VENDOR PORTAL Implementation Guide NET SUPPLY Implementation Guide Miroglio Page 1 of 21

2 CONTENTS PREFACE... 3 ABOUT THE FUNCTION KEYS... 4 CHAPTER 1 SYSTEM ACCESS Login Change Password Home Page Menu... 8 CHAPTER 2 VENDOR PROFILE General Data Change tab Referents Attachments CHAPTER 3 ORDER MANAGEMENT CHAPTER 4 PAYMENTS CHAPTER 5 INVOICES UPLOAD Create new invoice CHAPTER 6 REFERENCES NET SUPPLY Implementation Guide Miroglio Page 2 of 21

3 PREFACE The NET SUPPLY Portal is a collaborative application that enables vendors to view, monitor and track their orders, access their vendor-specific details and exact payment-status and, not least, submit their invoices much faster and more securely to the Miroglio e-invoice Network. NET SUPPLY Implementation Guide Miroglio Page 3 of 21

4 ABOUT THE FUNCTION KEYS The following table identifies which key on the keyboard to use to perform various functions: Function Function of Key Key Moves to Next Page for screens of list where pagination is envisaged (selected data display) Moves to Previous Page for screens of list where pagination is envisaged (selected data display) Searches for information based on screen-set preset filter criteria Returns to previous screen Confirms screen data with uploaded information Prepares from list function the application for new record upload Updates screen data, with new information upload Prepares from list function the application for extant record revision Displays detail Cancels data entered in rows Annuls data entered in current system task (not yet confirmed) Prints Exports data in XLS User printer spool list Uploads file (attachments) Accepts order proposed changes Submits Rejects Displays notes NET SUPPLY Implementation Guide Miroglio Page 4 of 21

5 CHAPTER 1 SYSTEM ACCESS 1.1 Login The web address of the NET SUPPLY application is following: Access to this application is restricted to authorised users. Only authorised users with a valid username and password issued by the MIROGLIO System Administrator may proceed. Forgot password link (can t remember password? The system generates and sends a new one to user s address) Enter Username and Password. When finished, select LOGIN NET SUPPLY Implementation Guide Miroglio Page 5 of 21

6 1.2 Change Password Once the username/password message has been received, User can log in and change his/her password at whatever time using the Change Password link on the Portal Home Page. The link will take User to the following screen. Enter old password and then new password. Re-enter new password to confirm. Password is case sensitive so take care. As entered, validated and confirmed, User must use this new password the next time he/she logs in. NET SUPPLY Implementation Guide Miroglio Page 6 of 21

7 1.3 Home Page When logging into this application, User will be presented with this screen: User can click on the Operating Area tab along the upper right side of the screen to access the Portal s operating area. On the left side, User will find the Menu of the operations for which he or she is enabled. NET SUPPLY Implementation Guide Miroglio Page 7 of 21

8 1.4 Menu Enabled according to associated user role, the Menu comprises the following menu tasks: Vendor Menu NET SUPPLY Implementation Guide Miroglio Page 8 of 21

9 CHAPTER 2 VENDOR PROFILE Vendor has access to his Vendor Profile (detailed information about vendor). The Export function key creates an Excel spreadsheet with the data included in the list. After selecting the applicable line, vendor can access the data using the Detail and Change function keys. The system presents the same screen: in the first instance, only the data are displayed; in the second instance, vendor can revise certain data. NET SUPPLY Implementation Guide Miroglio Page 9 of 21

10 2.1 General Data Change tab Vendor can revise registered office address, address and phone numbers. When the necessary changes have been made, vendor clicks Save to save the data entered. To exit from the screen, click Back (button on the upper right side). For communications regarding bank account details, use the Attachments section. Please Note: The Menu on the left hand side of the screen disappears upon menu drill down. To display it/hide it, use the Display Menu / Hide Menu tab on the upper right side of the screen (aside Change Password). NET SUPPLY Implementation Guide Miroglio Page 10 of 21

11 2.2 Referents Vendor can indicate an in-house referent by topic. After filling out the fields, click Add. Use Save tab to save changes made to uploaded referent data. 2.3 Attachments Vendor can upload files (e.g. communication about changed bank account details, sold receivables, other documents, etc.) by selecting the document and then clicking Upload. NET SUPPLY Implementation Guide Miroglio Page 11 of 21

12 CHAPTER 3 ORDER MANAGEMENT Vendor can view additional details about his orders. When this menu task is entered, the list of all the vendor s orders is presented. Using the search fields, a part, and only a part, of the orders can be displayed. The following search filters are foreseen: Order number Date from Date to Status Company Vendor (locked on associated vendor profile) NET SUPPLY Implementation Guide Miroglio Page 12 of 21

13 Once the search filters are set, simply click Search to select the required data. In addition thereto, vendor can: display details about an order (select an order and click Detail ) export the data of the list on Excel (click Export ) Entering into the details about an order, vendor can see: the general data NET SUPPLY Implementation Guide Miroglio Page 13 of 21

14 the rows the internal attachments NET SUPPLY Implementation Guide Miroglio Page 14 of 21

15 CHAPTER 4 PAYMENTS With this function, vendor can view his invoice-payment status. Using the search fields, a part, and only a part, of the orders can be displayed. The following search filters are foreseen: Vendor (locked on associated vendor profile) Company Document number Document date from Document date to Due-date from Due-date to Payment receipt number Pay Flag Once the search filters are set, simply click Search to select the required data. NET SUPPLY Implementation Guide Miroglio Page 15 of 21

16 The icon located at the beginning of the row either indicates invoice payment settled invoice payment pending. or Here too, clicking the Export tab creates an Excel spreadsheet with the data included in the list. NET SUPPLY Implementation Guide Miroglio Page 16 of 21

17 CHAPTER 5 INVOICES Vendor must use this menu task to submit invoices to the Miroglio e-invoice Network. The function keys envisaged for individual invoice management are: Detail (used to view uploaded invoice data) Create new invoice Create new D/C note Change (used to change uploaded invoice data) Forward (used to confirm uploaded invoice) Export (used to create an Excel with invoice list data) Cancel (used to cancel uploaded invoice) Print (solely in invoice management Type = Create, see Vendor Profile chapter) NET SUPPLY Implementation Guide Miroglio Page 17 of 21

18 5.1 UPLOAD Create new invoice To create a new invoice, vendor must: - click Create new invoice. The following screen will be displayed: - select the Company - set search filters: filter by DDT (Bill of Lading) Number or Order Number so that the rows of orders can be displayed. Please Note: search effectuated by individual DDT or Order Number. NET SUPPLY Implementation Guide Miroglio Page 18 of 21

19 - select the rows of orders to be invoiced and click Create invoice from references link on the upper right side of the screen. System presents the General Data where the following should be entered by vendor: o document number o document date o total invoice o VAT rate (system presents ordinary tax rate) - click Save on the lower right side of the screen. NET SUPPLY Implementation Guide Miroglio Page 19 of 21

20 - System moves automatically to the Attachments tab. Vendor must upload the invoice as a pdf. Then, using Browse, select the document to upload and click Upload. - Vendor must click on the Submit invoice tab and this means that the document is forwarded to the Miroglio e-invoice Network. Until forwarded, the invoice remains uploaded in Work status. As such, the invoice can be revised and, where applicable, derecognised (cancelled from system). After being forwarded, the invoice will assume the Sent status. As such, the invoice can no longer be revised, changed or cancelled. NET SUPPLY Implementation Guide Miroglio Page 20 of 21

21 CHAPTER 6 REFERENCES Help Desk portale.fornitori@miroglio.com NET SUPPLY Implementation Guide Miroglio Page 21 of 21