Welcome to the Kantar Retail UK online Purchase Order approval and Expenses tracking system

Transcription

1 Handbook Welcome to the Kantar Retail UK online Purchase Order approval and Expenses tracking system System Purpose The purpose of the system is twofold: 1. To raise, track and approve Purchase Orders 2. To submit, track and approve Expense Claims The people in the system are structured in hierarchical groups, with different levels of approval limits, this ensures that individuals can only approve expenditure up to their assigned authorisation limit and cannot approve their own expenditure. System Availability & Access As the system is cloud based it is available 24/7 from any internet connected device, therefore it is advised that you save the link to your favourites on any device that you wish to access the system from. The system uses your address and a password that you create at the point you enrol via the initial invitation that you receive from the system If you have not been set up to have access to the system, please contact UK finance so that you can be enrolled in the system and a profile maybe generated for you, you will receive an invitation from the system once this has been done for you to complete the registration process. If you have not received your invitation , please check your spam folders, subsequently please contact UK Finance if you still cannot locate your invite .

2 Forgotten Password If you have forgotten your password, the system has an automatic reset feature which can be access via the login screen. Click on this link to reset your password

3 User Interface Once logged in you will be taken to your dashboard, which lists in date order all of the PO requests and Expense Submissions that you are involved in, either as a Requester or as an Approver and at what stage they are in the approval/payment process Document reference and name of initiator, click on link to be taken to the document 2. Date the document created 3. Number of comments left on the document 4. Number of line items on the document 5. Name of the supplier 6. Status of the document, this changes as it passes through the system Purchase Order Statuses Designated PO-##### o Pending Request raised and submitted for approval o Approved PO approved, awaiting delivery o Received Goods/Services received, supplier still to invoice or awaiting payment o Completed PO has been invoiced against Expenses Statuses Designated EXP-##### o Pending Expense claim submitted, awaiting approval o Approved claim approved o Validated Claim validated by finance against receipts, ready to be paid o Paid Claim paid and closed

4 Click into the individual modules on the menu on the right hand side (on a mobile browser icons will be along the top of the page) to see only Purchases or Expenses, from these views you can use the filter option to hide completed documents from view to leave only those currently outstanding, or filter by date to show only documents submitted ion the last week, year etc. Notifications The system has the ability to send users s when the status of a document changes, this can be set for documents that you initiate, or for documents submitted by users for whom you are an Approver. As the system is internet based the relevant document you have been ed about can be accessed via the link in the . By default, all notifications are turned on, so until you modify your notification settings you will get notified about all changes in document statuses. Tip: On gaining access to the system you are advised to tailor the notification settings to your own needs, instructions for this can be found below. **** By turning off all notifications you will be reliant on logging into the system to see what documents you need to approve. ***

5 How to Modify Your Notification Settings Once logged into the system navigate to the top right of the screen and click on your name and select Profile from the drop down list Once on your profile page click on Edit Once on the Profile edit page, scroll down to the bottom and it is here you can edit your notification settings. Select what you want to be notified about by , then click on the Save Profile button.

6 Purchase Order System For an Order to be valid, it must be approved in the system and a copy of the approved PO sent to the supplier. *** Suppliers will be instructed not to accept verbal orders, even if a PO number is quoted*** If a supplier cannot provide a copy of an approved PO dated in advance of the order they will not be paid Basic Work Flow Raising a New PO Request From the Dashboard click on New Request at the top of the page and select Request Purchase from the drop down menu or alternatively from the Purchases module select Request Purchase

7 On the desktop site a new request form will appear on the right hand side From a Mobile device s browser the form will fill the screen Proceed to complete the form as follows:

8 1. Select a Cost Centre this is the business unit the request is for e.g. Consulting, HQ etc. 2. Select a Supplier o If the supplier you want is not in the list, contact UK Finance for them to be added, or to be directed to the existing preferred supplier for the goods/service *** Please note this is not instantaneous, the supplier must pass the required checks before Kantar Retail can place an order with a new supplier *** 3. Add a line item, by entering an Item Title, unit price excluding UK VAT and the number of items in the count field. *** Ignore the Item Tax field, this should be set at 0% by default *** All Amounts are to be entered in GBP ( ) Item Title Please limit the item titles to one of the following: Direct Costs Associate Development Taxi Flights Rail Parking Marketing Telecoms & IT Buffet Maintenance Courier Recruitment Training Stationery Other Click on to insert an additional line item on to the form 4. If you have received a quote(s) or other additional paperwork to do with the order, please use the button to upload the supporting documentation.

9 5. In the Summary box enter a summary of the transaction, e.g. flights for Unilever Paris project 6. In the Additional Info no prescribed use 7. In the Details box enter in any other additional information to adequately describe the requested purchase, such as dates of travel for example. This is especially important if you have used Other in the Item Title field. 8. Rebillable? Answer YES or NO 9. Project Code enter the project code that the expense relates to, if none enter N/a 10. Click on to submit the request in to the system and on to your designated approver based on the value you have requested *** Please note that inadequately completed PO s will be rejected by Finance, and the PO reset back to a request for you to correctly complete and get approval again *** You can edit the PO request while it is in the Pending or Approved statuses. Editing an approved PO will remove the approval, essentially resubmitting it back for approval Recurring Items If a purchase request is for a recurring item, e.g. a 12 month subscription billed monthly, then each month will require a separate PO request. This can easily be achieved via the Clone feature. First, create an initial PO request for the first occurrence, once created navigate to that document, click on Export and select Clone from the drop down list This will create an exact duplicate of the original request with a new reference number and you only need to modify the description to record which billing instance the subsequent PO requests are for

10 You can use this feature to create all subsequent transactions for a supplier and modify the request detail while retaining what pieces of detail you wish without having to recreate a brand new request from scratch, treating the first PO request as a template.

11 Purchase Order Approval Once submitted the PO request will appear on the dashboard of the individual(s) who have been setup as your approver(s), tagged as. It will also be shown in your own dashboard. Depending on how you have set your notifications settings, you may receive an . If the request is over the limit of your direct approver(s), then the request will jump to an approver in your hierarchy that does have the required approval limit. Therefore it is important that you included as much detail in the PO form as needed for someone who maybe somewhat removed from what you are dealing with, so that they may easily understand what they are being asked to approve and why. To Approve a pending PO, click on it and use the options on the top right of the form to Approve or Reject. You can also leave comments at the bottom to explain your action Depending on the notification settings of the requester they will get an to inform them that the request has been approved, and the status will change on the PO listing.

12 Generating PDF Copy of PO to be Sent to Supplier Once the request has been approved, the original requester can export the PO to a PDF file so that it can be sent to the supplier either electronically or by post PLEASE NOTE, ALL SUPPLIERS WILL BE INSTRUCTED NOT TO ACCEPT ORDERS UNLESS A COPY OF THE APPROVED PO IS SUPPLIED TO THEM

13 Receipting Goods & Services Once the supplier has provided the goods or services either the consumer or the requester must mark the PO as having been received. This is achieved by going to the PO and changing the status to received

14 Expenses Kantar Retail in the UK will now use Turbine as a way of submitting expenses for approval, and tracking the submissions until paid. However, due to the complicated nature, numerous business models and revenue tracking systems, each unit in the UK will continue to complete their standard expense form, and attach this to an one line expense submission in Turbine Basic Work Flow Submitting a New Expense Claim Please complete your current expenses form as you have always done The proceed to load this form into turbine as follows: From the Dashboard click on New Request at the top of the page and select Request Expense from the drop down menu or alternatively from the Expenses module select Request Expenses

15 On the desktop site a new request form will appear on the right hand side Proceed to complete the form as follows:

16 Select a Cost Centre this is the business unit the request is for e.g. Consulting, HQ etc. 2. Select Any supplier, this field has to be filled in but it does not matter for expenses 3. Fill in one line item for the entire amount of you expense claim in GBP 4. Attach your standard expense form which corresponds to the claim you are making, if you wish to spend things up further you may attach scans/photos of your receipts. 5. In the title field entire in the month or period the claim relates to, e.g. June 2016 or week commencing 17 th July etc. 6. If desired please fill in anything in the details tab which may help the subsequent approver, 7. Rebillable field needs a selection but can be either yes or No, what is inputted does not matter

17 8. Again the system believes this to be a required field so please enter N/a 9. Click on Request to submit your claim to your approver or Save for Later, if you wish to submit it at a later date. You must still remember to send your matching receipts for the submitted claim to the Epsom finance department

18 Expense Approval Once submitted the Expense submission will appear on the dashboard of the individual(s) who have been setup as your approver(s), tagged as. It will also be shown in your own dashboard. Depending on how you have set your notifications settings, you may receive an . If the submission is over the limit of your direct approver(s), then the request will jump to an approver in your hierarchy that does have the required approval limit. Therefore, it is important that you included as much detail in the attached expense form or the Turbine summary as needed for someone who maybe somewhat removed from what you are dealing with, so that they may easily understand what they are being asked to approve and why.

19 To Approve a submitted Expense claim, click on it and use the options on the top right of the form to Approve or Reject. You can also leave comments at the bottom to explain your action Depending on the notification settings of the submitter and approver they will get an to inform them that the submitted expense has been approved, and the status will change on the dashboard/expense listing. Validatation Stage Once approved, the claim will be then forwarded to the Finance department whereby it will be Validated against the receipts supplied. Once Validated the claim will then be eligible to be paid in the next available payment run.