How to... Use PO Convert

Transcription

1 STEP 1 - Select My POs The My POs page gives you the ability to: 1) Manage Purchase Orders that have been delivered to Tungsten Network from your customer. Click My POs 2) Submit invoices/ credit notes: To begin, click My POs located in the main menu bar at the top of the page. STEP 2 - PO Summary - New Purchase Orders New: If your buyer/ customer uses the PO convert service, wait for the purchase order to arrive in the My PO Summary section. To create an invoice or credit note, move the purchase order to the Accepted status. **Newly delivered purchase orders will appear in the New status. Enter your purchase order. Click Run Select Buyer/Customer Select PO Status Select PO Date Range Run search to generate results Tick grey check box Click green tick icon to accept the purchase order Page 1 of 10

2 STEP 3 - PO Summary- Pending/Accepted Purchase Orders Pending: If you have requested an update to your purchase order, wait for the purchase order to appear in the My PO Summary section. To create an invoice or credit note, move the purchase order to the Accepted status. **Newly updated purchase orders will appear in the Pending status. Enter your purchase order. Click Run. Select Buyer/Customer Select PO Status Select PO Date Range Run search to generate results Tick grey check box. Click green tick icon to accept the purchase order Accepted: Open purchase orders. To create an invoice or credit note, select the purchase order (blue icon) within the purchase order results table. Review purchase order details on the following screen. Next, click Convert PO to begin the submission process. **You can convert an accepted PO into an invoice or credit note as many times as you wish. Page 2 of 10

3 STEP 4 - PO Summary- Rejected/Archive Purchase Orders Enter your purchase order. Click Run Select Buyer/Customer Select PO Status Select PO Date Range Run search to generate results Tick grey check box. Click red X icon to reject the purchase order Tick grey check box Click grey icon to archive the purchase order Rejected invalid purchase orders: To move purchase order(s) to the rejected status, within the table check the box relevant to the purchase order(s). Next, click on the Rejected icon at the top of the table. **Your buyer WILL NOT be informed that the PO has been rejected. You must ask your buyer to amend and update it. Once updated the PO s status returns to Pending. Archive closed purchase orders: To move purchase order(s) to the archive status, within the table check the box relevant to the purchase order(s). Next, click on the Archive icon. **Your buyer WILL NOT be informed that the PO has been archived. Page 3 of 10

4 STEP 5 - PO Convert - Invoice/Credit Note Creation Click the Select button of the purchase order in the Accepted status that you wish to take action on. Once in the accepted status, click Convert PO to start the submission process. **This option is only available if you are using a Web Form account. If you are using an Integrated Solution account, you can only preview the purchase order. Enter your purchase order. Click Run Select Buyer/Customer Select PO Status Select PO Date Range Run search to generate results Click blue + icon to select your accepted purchase order Scroll to bottom of page. Click Convert PO Page 4 of 10

5 STEP 6 - Create Invoice/Credit Note - Enter Details Provide your invoice number or credit note number and select which of the purchase order line items you would like to include in your submission. Enter invoice or credit note number Select your line items Enter quantity Select Tax Type/Amount Click Create Invoice If you have multiple lines you can use the functionality at the top of the table to select and apply the tax type/ amount. Once you are ready click on Create invoice. STEP 7 - Confirm Details The system will confirm which line items were selected to be included in your submission. Click Back to make changes to your invoice/credit note number, line items, tax type/amount or quantity. Click Confirm to move forward with the submission process. Click Confirm Page 5 of 10

6 STEP 8 - Enter Header Level Details Your details/who you are invoicing: Enter your contact details/contact details of your customer. Invoice details: 1. Confirm the document type (Invoice/ Credit Note) 2. Enter the invoice date 3. Enter payment due date 4. Enter delivery date 5. Enter tax point date if applicable. Contact details Document type Invoice date Tax point date Additional header level information **Do not modify the currency or purchase order number. Additional header: -Bill of lading -Delivery note -Account code -Cost centre -Notes Page 6 of 10

7 STEP 9 -Enter Line Level Details To add additional information to your line item: 1. Click the Edit button. 2. Enter Additional Information if applicable. 3. Enter Service Period date range if applicable. 4. Click Save Line Item once all line item details have been entered. Click Edit icon Enter additional line item information Enter service period dates Click Save Line Item **Do not modify the product code, line item description, unit of measurement or unit price. **In some regions of the world tax is not referenced at the line level. If tax type and amount are not available in the line level section, please enter full tax amount in summary level prior to submission Page 7 of 10

8 STEP 10 -Enter Special Charge(s) Enter special charges: 1. To add a special charge to your invoice or credit note submission, click Add. 2. Select the special line type from the drop down menu. 3. Enter the description, quantity, unit price and tax type/ amount if applicable. 4. Save your line item. Click Add button Select special line type Enter special line item description Enter special line item quantity Enter special line item unit price Enter special line item tax if applicable Click Save Line Item Page 8 of 10

9 STEP 11 -Add Attachment(s) Adding attachments: 1. To add your attachment, click Select and Upload. 2. Browse your system for the attachment. 3. Select the attachment to be included with your invoice or credit note submission. **Click the green i to view attachment requirements. STEP 12 -Preview Click Select and upload Click Open Preview your invoice or credit note to ensure all information entered is valid. Click Preview to move to the final step of the submission process. Click Preview Page 9 of 10

10 STEP 13 -Submitting your Invoice/Credit Note Review your invoice or credit note to ensure all information entered is valid. Click Send to complete the submission process. Click Send If you are unable to enter the required information, please contact Tungsten Network for assistance Tungsten Network: Portal Home Screen>Open A Support Ticket Page 10 of 10