McDonald s Electronic Invoicing

Transcription

1 McDonald s Electronic Invoicing Web Form User Guide For Australian and New Zealand Suppliers Jan 2018 All proposals, reports, drawings, specifications, data, information or other material, whether accompanying this document or separately supplied in furtherance of this document, are deemed to be for the purpose of the project being undertaken. As such, the items are deemed commercial and in confidence and are not to be 1

2 passed in part or in whole to third parties without the prior written permission of The B2BE Group Limited.

3 Table of Contents 1 DOCUMENT PURPOSE CONTACT DETAILS BASIC SYSTEM REQUIREMENTS REGISTRATION PROCESS MESSAGE TESTING FREQUENCY OF INVOICE TRANSMISSIONS FROM SUPPLIERS GETTING STARTED NEW USERS HOW TO ACCESS MCDONALDS EINVOICING SYSTEM REGISTERING YOUR BUSINESS COMPLETING YOUR FIRST INVOICE REGISTERED USERS HOW TO LOG IN YOUR FIRST LOG IN CHANGING PASSWORDS GENERAL NAVIGATION AROUND THE WEB SITE DOCUMENT SEARCHES OVERVIEW SEARCHING FOR INVOICES CREATING INVOICES INTRODUCTION Starting From Scratch Adding Stores to Your Personal List Adding Additional Invoice Description Information Sending the Invoice to McDonalds Clearing or Cancelling an Invoice Credit Notes Create a New Invoice Based on Another (Template Style) Printing Invoices APPENDICES APPENDIX A. FREQUENTLY ASKED QUESTIONS (FAQ S)... 25

4 1 Document Purpose This manual is intended for use by suppliers to McDonalds who exchange or are planning to exchange electronic invoices with McDonalds Australia Ltd for McDonalds owned stores and Head Office Departments via the Web Form option. Note: Licensee Stores are not covered under McOpCo einvoicing arrangements. The web site addresses are: Australia: New Zealand: The manual covers all procedures and operational instructions required to deliver invoices via the McDonalds einvoicing Web Form from the initial set-up and testing through to operational use. 2 Contact Details For further information regarding this specification, please contact the appropriate B2BE contact in the country where the Supplier resides (as noted below) Supplier Location Role Phone / Fax Australia einvoice Help Desk P: F: au.helpdesk@b2be.com All EDI and Web Form enquiries New Zealand einvoice Help Desk Web Form establishment and all ongoing support DDI: 0508 ECN HELP ( ) (alt) F: nz.support@b2be.com For NZ Integrated (EDI) establishment enquiries only All NZ Web Form enquiries should be directed to the abovementioned NZ Help Desk New Zealand Michelle Newsome B2BE NZ Business Relationship Manager DDI: +64 (9) Cell: Fax: + 64 (9) Michelle.Newsome@b2be.com

5 For other general Supplier information please contact McDonald s directly: Supplier Location Role Phone Australia Shared Services Group Call Centre New Zealand Shared Services Group Call Centre Basic System Requirements In order to participate in electronic invoicing with McDonald's the following requirements must be satisfied: An address so registration details can be provided An Internet connection and browser 4 Registration Process Steps: 1. Log onto; for Australian Suppliers or; for New Zealand Suppliers. (Please note NZ in the URL) 2. Enter your ABN or IRD /GST No. in the field below the line. 3. If you receive an error saying you are already registered please contact the B2BE helpdesk (refer Contact Details in Section 2 of this document) 4. Otherwise, a Supplier Registration page will be presented. Fill in the details and follow the prompts. The information provided in the registration form is forwarded to McDonald s where it is used to configure both their account payable systems and the alternate web form system. 5. Full company details, including bank account, will need to be ed to McDonalds so that they can verify your registration. The address is: asg.services@au.mcd.com for Australian Suppliers and; nz.accounts@au.mcd.com for New Zealand Suppliers 6. McDonalds provides the final configuration data to B2BE so the Supplier is able to operate the system. When this is finalised, an is automatically sent to the Supplier with the login details. This process can take between 3-10 days. 7. The process is now complete and ready for the Supplier to use the system to submit Invoices electronically to McDonalds. If you have any queries regarding this process please contact the relevant B2BE Helpdesk.

6 5 Message Testing The Web interface has in inbuilt rules to assist users to correctly submit invoices, therefore no testing is required. If you are having any difficultly, please contact the Help Desk for your country as noted earlier in the document 6 Frequency of Invoice Transmissions from Suppliers Invoices can be sent by the supplier as often as the supplier wishes. However, it is suggested that invoices be sent weekly. The last transmission of the month should be sent on or before the 25th day of each month to meet McDonald s month end deadlines. Invoices submitted after this day may not be processed by McDonald's until the following month.

7 Web Form User Guide Details 7 Getting Started New users This document gives an introduction to the McDonald s invoicing Web form application. The key topics covered are: How to log in to the system How to create invoices Additional help is provided in the system by the use of pop-up descriptions, i.e. additional information appears on screen when your pointer hovers over a field or button. 7.1 How to Access McDonalds einvoicing System Please note if you have previously registered via Webform or have previously invoiced McDonalds using paper invoices, please go to step 5. The first step towards generating an invoice is to register your business with the McDonald s invoicing system. Open your Web browser (TIP: Add this to your favorites!) for Australian Suppliers or; for New Zealand Suppliers. (Please note NZ in the URL) Note: In the following, key differences between the Australian and the NZ based guides are indicated where appropriate You should get a page similar to the following: AU:

8 NZ: 7.2 Registering Your Business To begin the registration process, enter your ABN number (Australia) or your IRD/GST number (New Zealand) in the field shown below.

9 This will direct you to the New Supplier Registration page.

10 Please fill in your relevant details. You can choose your Business Type from the list in the drop down Menu. If you cannot find a Business Type that accurately describes the business, please choose the closest alternative. The system provides the option of having automatically generated invoice numbers, however, the default is set to "No" which means you can enter your own invoice numbers to match exactly as they appear on the invoice hard copy. After completing the relevant fields and you are happy to proceed, click on Add New Supplier and create first Invoice and you will be redirected to the First Tax Invoice Entry page.

11 7.3 Completing Your First Invoice You should have been redirected to the page shown below. If you have any problems regarding using the web form for invoicing, please refer to page XX of this manual. After completing the invoice click on the correctly, the following pop-up box will appear. button. If all relevant fields are entered

12 Click ok to send the invoice to McDonald s. You have now completed the registration process and you will be redirected the login page.

13 8 Registered Users 8.1 How To Log In To gain access to the system, you need three pieces of information: Your company s ABN or IRD/GST number Your User Name (this is the same as your McDonald s vendor number with zeros at the front to make 8 digits) Your password You will have received your User Name and password via the Webform registration process. If however, you skipped this step (ie you have previously invoiced McDonalds using paper invoices) and you do not have your User ID and password, please contact the B2BE Helpdesk at au.helpdesk@b2be.com or on (02) Please use the following steps to log in: Open your Web browser Go to OR You should get a page similar to the following:

14 If you have logged In before, your ABN and User Name should appear, otherwise, fill in the details and press Submit NOTE: If any of the three items you enter are incorrect, you will get an error message and have to correct the information and press Submit again. (Tip: Your password is case sensitive make sure you use the correct upper & lower case letters). 8.2 Your First Log In Changing Passwords When you login to the system the first time, you will be asked to pick your own password. The password needs to be a minimum of six characters. The following form will be displayed. Please fill in the form. The system provides the option of having automatically generated invoice numbers, however, the default is set to "No" which means you can enter your own invoice numbers to match exactly as they appear on the invoice hard copy.

15 Please note: You may update this information later by selecting User profile from the main menu. Each invoice must have a unique invoice number. Please use the exact invoice number as it appears on the invoice hard copy. 8.3 General Navigation around the Web Site Click on the menu options to navigate around the system. Note: This web site has its own menu options and buttons for navigation.

16 9 Document Searches 9.1 Overview Once you have successfully logged in, you will see the Document Search page. The purpose of this page is to provide history of invoices previously entered into the WebForm. It combines a search area with an area to list summary invoice information. If no previous search criteria is provided, then all invoices will be listed. The Document Search page should look similar to the following: Search area Invoice summary Click on the Reference / Number to see the Invoice details. The fields displayed in the document summary are as follows ( # indicates that this field can be used to sort the list): Date/Time# Reference/Number#(i.e. your invoice number) Type Store/Cost Centre Status# Total 9.2 Searching for Invoices The search area at the top of the page can be used to find particular invoices and specify which invoices you wish to view. The following fields can be searched upon: From Date, To Date (Calendar control provided)

17 Reference/Number Document Type Store/Cost Centre Status The document summary can be sorted by clicking on the column header. The current sort column is indicated by a small triangle, which also indicates the sort direction (ascending or descending). 10 Creating Invoices 10.1 Introduction Invoices can be created in one of two ways, from scratch or by using an existing invoice as a template. The minimum information you will need to complete an invoice is as follows: Invoice Header information Your invoice number. McDonald s Store or Head Office Department to which the product or service was supplied. Updated store listings are available on the front page of the invoicing site, before you login. Invoice description. McDonald s order reference (approval code for H.O. Dept only, see below). Order by: Please tell us who at McDonald s placed this order with you. Head Office Approval code: Only enter this if you are billing Head office itself. Updated Head office Approval Codes are available on the front page of the invoicing site, before you login. Invoice Line information Quantity. Price (Excluding GST). Does GST apply? Choose a McDonald s Type of supply code for the product or service to be invoiced. If you need to submit a credit, then just make either the quantity or the price a negative amount (but not both).

18 Starting From Scratch From the main menu, click Drop-down list of McDonald s Stores Codes and Head Office Cost Centres (Use Search to add more) You should see the Tax Invoice Entry page which will be similar to the following: Your details are already entered by the system Compulsory invoice Description Compulsory Ordered by field (if in doubt, enter Store Manager ) Invoice lines Drop-down list describing the Type of goods or services Supplied Approval code (for invoices to head office only not required for store invoices) GST and totals are automatically calculated for you. Quantity: (e.g. 10 boxes or 1 repair service or 1 rental agreement ). Price per unit excluding GST (negative numbers for credits are also accepted). Does GST apply to this item? (a tick means yes this is the default) Click on Submit to send your Invoice. After you press submit - the system always provides confirmation that your Invoice was processed successfully.

19 Adding Stores to Your Personal List We have assigned a personal list to you of cost centres you have supplied to previously and these cost centres will automatically appear in your drop down list to choose from. The button can be used to add more stores to your personal drop down list. When you press the button, a dialog will open which will look like as indicated below: Use the address field to enter the text which you wish to search for and press the button. Note that the search is based on all the information in the store s address. If you know the store or Head office dept number, enter that number in the search field. When invoicing Head office departments please obtain the department number and Head Office Approval code from the McDonalds employee placing the order. The results will be returned, for example: Use the Select button to choose which store you want to add and press the button.

20 Adding Additional Invoice Description Information If the field for the invoice description is not large enough, you can use the Sending the Invoice to McDonalds button to add more information. When the invoice is completed, press the button to send the invoice to McDonald s Clearing or Cancelling an Invoice To clear the information you have entered, press the button. NOTE: Clearing only applies to invoices you have not sent to McDonald s. Once an invoice has been sent any corrections will have to be made with a credit note Credit Notes NOTE: Negative numbers for credits notes are also accepted by the system. Please send credit notes & invoices separately. Credit notes should quote the invoice number that is being credited in the Invoice description field Create a New Invoice Based on Another (Template Style) You can use an invoice you have already sent to McDonald s as a template for a new invoice. This is particularly useful if you supply the same products or services each time. Firstly, find the invoice you wish to copy on the Document Search page Click on the reference number and the invoice will be displayed. Press the button You can then edit the details to create your new invoice. The functions are described in the previous section.

21 Click on Copy to New Invoice to save time. Most of the information will brought across to a new invoice Printing Invoices You can print a copy of the invoices you have sent to McDonald s by selecting the invoice from the Document Search page and then pressing the button. A new window will open displaying the printable version of the invoice and the following message will appear.

22 Assuming you are connected to a printer the invoice should go to the printer. Select the button if asked to do so by your computer.

23 APPENDICES

24 APPENDIX A. Frequently Asked Questions (FAQ s) (NB: The latest version is always available on the McDonalds einvoicing Web Site) How long does registration take to complete? Generally 3-10 days. The is influenced mainly on the timeframe to complete the Supplier product or services mapping requirements within the McDonalds Accounts Payable system. Make sure you have faxed your company details on letterhead to McDonalds for verification. The types of supply don't match exactly what I do! Contact McDonalds they will let you know if there is a more suitable business type for your company, and if so, will make the changes for you. I have changed some of my details what do I do? ABN or IRS/GST number: You need to re-register on-line as McDonalds uses this company registration number as a unique company identifier. General contact details: Send through an to McDonalds einvoicing Helpdesk in your country of supply with the new details For Australian Suppliers this is au.helpdesk@b2be.com For NZ Suppliers this is nz.support@b2be.com The Helpdesk will arrange the changes with McDonalds and you will receive an automatic confirmation via when it s complete Username - This is the McDonald s vendor ID and cannot be changed. Bank details : In addition to entering the data on-line, please send to: asg.services@au.mcd.com for Australian Suppliers and; nz.accounts@au.mcd.com for New Zealand Suppliers Why can't I find a specific store on the web? Check the store list PDF file (download on the web site). If the status of the store is L means it's a Licensee Store and you need to send the invoice to them directly. If the status of the store is M, you should able to find it on the web. Contact the relevant McDonald s Help Desk if further assistance is required Why can't I find a specific store in the PDF list? If it s not indicated in either location, please contact the McDonalds Helpdesk for further assistance as this may be a new store which may not have been updated in the McDonald s system. What is the Head Office Approval Code? This is for Head Office department invoicing only. If it's a store invoice then just leave this field blank. If it's a Head Office department invoice, please check the Head Office Approval Codes PDF file. Search for the person's name who ordered the item from your company. If you cannot find that person then you will need to get directly in contact with McDonalds Head Office in your County or State to determine this

25 I can't find the Head Office in the store list but I know the persons name who ordered the product Search by the first name for this person in Head Office Approval Code pdf file and you will find the corresponding Department number. Then do a search with this number in the store search box and you should find the Head Office name and address. What should I do if I submit an incorrect invoice? You can send a credit note to McDonald s with all the same information to reverse the original Invoice. A credit note in the McDonald s system is an invoice with a negative value. Who are B2BE? B2BE provide the electronic invoicing service on behalf of McDonald s. General Contact Details The first point of contact for other than Vendor related payments is as shown in the Changed Details section noted above For any enquiries about Vendor payments (eg settlement times, amounts etc) please contact the McDonald s Accounts Department on Please note that the B2BE Help Desk s in Australia or New Zealand are unable to answer questions regarding Vendor Payment matters. The McDonalds Shared Services Group is the main contact for general vendor queries. B2BE Help Desk Support Australian Suppliers New Zealand Suppliers au.helpdesk@b2be.com Ph: (02) Fax: (02) nz.support@b2be.com Ph: 0508 ECN HELP ( ) alt: Fax: McDonalds Australia Limited Australian Suppliers Ph: (02) New Zealand Suppliers Ph: