China Web Invoice. Supplier Training (2012) INTEL CORPORATION

Transcription

1 China Web Invoice Supplier Training (2012)

2 Training Session Guidelines For confidentiality reasons all phone lines will be muted for the entire training session If you have questions before the session or during the session, please send an to: Any questions that are confidential will not be shared in this session and should be sent directly to your Intel contact Materials were sent out prior to this session If anyone has not received the materials please send an now to: After this session the above account will not be monitored/used 2

3 Background All service suppliers are currently required to submit an original signed hard copy Statement Letter of Service Details and required documentation when billing Intel. An enhancement is being made to Web Invoice to allow for the Statement Letter of Service Details and required documentation to be attached and uploaded when submitting the web invoice. After an internal evaluation is completed, suppliers that have been granted a Corporate Income Tax exemption will be notified by their Intel contact that they need to mail the original signed hardcopy Statement Letter of Service Details and required documentation to Intel. Scope: All service suppliers located outside of China that do business with Intel Semiconductor (Dalian) Ltd. (724). Go-Live is November 8th 3

4 Invoice and Documentation Submission Flow Supplier submits invoice and Statement Letter of Service Details and other documentation via Web Invoice tool Intel determines whether supplier meets the Corporate exemption Exempt Non-Exempt Supplier is contacted by Intel to send in original signed hardcopy documentation via mail Supplier is paid based on payment terms 4

5 Supplier Impacts Submit Statement Letter of Service Details and required documentation at the same time as web invoice is submitted If Statement of Letter or backup documentation is not complete when submitted the invoice and documentation will be rejected back to the supplier for resubmission Only PDF, MS Word or JPEG Image file is accepted Example of file format:.pdf,.doc,.docx,.jpg,.jpeg Maximum file size is 25MB If supplier gets an error due to the file size being too large instructions will be provided in the error message what to do. Purchase Order text is being updated to help explain the process of web invoice submission with attachments When requested by Intel contact, supplier will need to send in the hardcopy signed original documentation to Intel via mail immediately to avoid payment delays 5

6 Location for the Statement Letter of Service Details Updated Statement Letter of Service Details and instructions can be found under Accounts Payable forms called PRC Statement Letter of Service Details Direct Link: 6

7 Intel Web Suite/ Web Suite Lite 7

8 Web Suite Access There are 2 types of access for Suppliers to access Web Suite: Web Suite Web Suite Lite Who is eligible for? Registration process High transaction volume suppliers >25 POs Smaller/lower transaction volume suppliers <25 POs with no existing websuite/evm account Suppliers need to go through standard registration process at Supplier Portal Suppliers accounts are created by Intel buyers at WSLite Supplier EVM validates access requests & revalidates quarterly that right employees have access. (Intel contact validates supplier EVM and re-validates every six months) Pre-requisition: DUNS, Supplier ID, Tax ID, Intel Contact (Name and ) Limitation? No limitation to PO access and invoicing against them Re-validation? Yes. Intel contact validates supplier EVM and re-validates every 6 months Login ID & Password will be sent to intended recipient via upon the account creation Restricts visibility to most recent 25 POs & invoices supporting those POs. [upgrade to standard websuite available] Access Limited to Web PO, Web Invoice and Payment Tracker. Routing Guide by default. Minimal. Intel buyer will be responsible to disable supplier s account upon supplier s termination. Demo WebSuite Standard Registration FAQ Web Suite Lite 8

9 Manage My Profile Manage My Account Module Maintain Personal Information Request Access to Additional Applications Check Status of Application on EVM Request Become an EVM View Company EVMs Change passwords Remove Account Maintain Supplier Numbers Upgrade to Standard (Full) Registration Normal users without access X X X X X X X Normal users with Websuite access X X X X x X X X Websuite Lite users (without DUNS in account) X X X X X Websuite Lite users (with DUNS in account after converting to Standard Registration but access yet to be approved) X X X X X X X X 9

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

11 Employee Validation Manager Responsibilities of an EVM: Manage company s user accounts Approving/rejecting new users requests Revoke user access when accounts not longer needed Quarterly audit to ensure lists are up to date STEP TO BECOME AN EVM Click on "Registration 3. Next, click on "Manage My Account" 4. Log in with your ID and password and click Submit 5. Select Become an EVM 6. Take a moment to read the roles and responsibilities. Once done, click I Accept 7. Next, enter the address of your Intel Contact (e.g. Intel Buyer). An will be sent to the Intel contact for review and approval. Step 1: Action from Supplier Apply to become an EVM Enter valid Intel Contact for validation Step 2: Action from Intel Contact Approve/Reject EVM request Request for Approval 11

12 Standard Web Suite Access - Web Invoice In Websuite package, there are many applications, i.e. Web Invoice, Web PO, Payment Tracker, Web ASN & Forecast. Web Invoice is just one of the application in Websuite. Access of Web Invoice will be given once the Web Suite account is approved REQUEST ACCESS TO ADDITIONAL APPLICATION Click on "Registration 3. Next, click on "Manage My Account" 4. Log in with your ID and password and click Submit 5. Select Request Access To Additional Applications 6. Check the box next to Web Suite (Invoice/PO/Payment Tracker/ASN/Forecast) - Suppliers Only 7. Then, click Submit. 8. The access request form is now displayed. Please fill in all the fields that have the orange asterisk next to them. If you do not know how to fill out a field, mouse over the "?" symbol. An explanation box will appear. Once you submit the request, it will be routed to your company s EVM for approval. Only after the EVM has approved will it route to Intel for processing. 12

13 Intel Web Invoice: Create New Invoice - PRC Entities 13

14 Create New Invoice Sign in plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Web Invoice. Click on Create New Invoice Key in PO# in the field above and click on Create Refer to next slide 14

15 Create New Invoice 1 Ensure correct PO# for web invoice creation Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary 2 Enter Invoice Number 3 4 Enter Invoice Date (must NOT be future date) Date format: DD-MMM-YYYY Payment Term default as according to PO Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required. 5 6 Enter Ship/Service Date (must NOT be future date) Date format: DD-MMM-YYYY When a PO is not marked for Goods Receipt, Is this a billing invoice for Services? will be prompted for selection. If Yes is selected you are required to upload attachment by clicking on. If No is selected Attachment is not required. 15

16 Create New Invoice 7 Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary 8 Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required. 16

17 Review Invoice Review the invoice details entered before submission. Edit Invoice should any amendment required Submit invoice should there be no changes on the details entered 17

18 Tax Invoice Copy Save a copy of invoice in local hard drive for future reference. Click on File > SAVE AS or Print from your browser. 18

19 Intel Web Invoice: Create New Credit Memo 19

20 Create New Invoice Sign in plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Web Invoice. Click on Create New Invoice Key in PO# in the field above and click on Create Refer to next slide 20

21 Create New Credit Memo Enter correct PO# for web invoice creation Select Credit Type from dropdown Enter Supplier Original Invoice Number which needs to be offset with Enter Credit Number Enter Supplier Credit Date (Format: DD-MMM-YYY) Enter Ship/Service Date (Format: DD-MMM-YYYY) 21

22 Create New Credit Memo 7 Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary 8 Enter Credit Description 9 Click on Review Credit Memo to review invoice before submission. Return to this screen if any amendment required. 22

23 Review Credit Memo Review Credit Memo This is the final check up before credit memo submission. Verify the information keyed, you may either Edit Credit Memo by going back to the earlier screen to make change, or click on Submit Credit Memo 23

24 Credit Note Copy Save a copy of invoice in local hard drive for future reference. Click on File > SAVE AS or Print from your browser. 24

25 Intel Web Invoice: Check Invoice Status via Payment Tracker 25

26 Intel Payment Tracker Intel Payment Tracker helps with the search for invoices and payment information based on your Invoice Number, Purchase Order Number, Check/EFT/Payment Number, or Packing Slip Number. You can select the date range, Intel location, and report format Sign in plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Payment Tracker Choose payment information based on your preference and click Generate Report ** Please expect 24 hours delay of web invoice information delayed in Payment Tracker** Refer to next slide 26

27 Intel Payment Tracker 4 Payment status displayed. ** Please expect 24 hours delay of web invoice information delayed in Payment Tracker** 27

28 Support Contacts For corrections or amendments on web invoices, suppliers will need to contact our AP-PO Support at: Technical and Registration issues can be address via our Global Support Organization: 28

29 Questions and Answers from Training Session Q: If I only supply goods to Intel does the attachment functionality apply to me, am I required to submit the documentation? A: Only service suppliers are required to submit the exemption documentation. Suppliers providing goods may continue to use the standard web invoice process. Q: Is using the attachment functionality required? A: Suppliers that choose not to use the attachment functionality will need to upload a document stating that they have mailed in their required documentation. Q: Going through the slides I don t see what has changed? A: The only change is noted on slide 15 step 6 of these materials Q: Can you still submit a credit to Intel after Intel has already paid the invoice? A: Yes, you will need to enter the original invoice number that you are crediting Q: If I already submitted a web invoice before November 8th, can I submit the documentation through web invoice? A: No, you will only be able to use the attachment feature for those web invoices submit on or after November 8 th. 29

30 Questions and Answers from Training Session (cont.) Q: If I provide services other Intel locations besides Intel Semiconductor (Dalian) Ltd. that do not need a service statement letter will I need to select the button on whether it is for a service? A: No, this button and attachment feature is only capable for Intel Semiconductor (Dalian) Ltd. Q: If I provide services to other Intel locations besides Intel Semiconductor (Dalian) Ltd., that do not need a service statement letter, will I need to select the button on whether it is for a service? A: No, this button and attachment feature is only capable for Intel Semiconductor (Dalian) Ltd. Q: When will our payment terms start? A: Payment terms start on the date the goods or services were received or the date that the invoice and complete/accurate documentation are received, whichever is later. Q: Are we still required to tracking numbers of original docs? A: This will only be required if Intel requests you to submit the hardcopy original documentation 30

31 Thank You

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