Welcome to the Vale Vendor Portal Guide

Transcription

1 Welcome to the Vale Vendor Portal Guide

2 1. Introductory 1.1 How to access? 1.2 Presenting the Portal 2. Onboarding Process 3. Negotiate Module 4. Purchase Module 5. Payment Module

3 1. Introductory Main Menu

4 Welcome to the new Vale Vendor Portal Dear Vendors, welcome to the new Vale Vendor Portal ( V V P ) Guide. This step-by-step guide aims to explain how to register in the new platform so that you can experience the benefits of this new solution. Further questions regarding this material can also be addressed with the support team.

5 What is an e-marketplace? E-marketplace is a virtual space where products and services are traded using the internet. With this solution you will have the opportunity to connect to a network of companies and perform commercial transactions with all participants. Examples of e-marketplaces: Amazon, e-bay and Alibaba.com.

6 Solution Learn more about the new Vale Vendor Portal The new platform provides vendors with greater visibility into the RFQ (Request for Quotation), PO (Purchase Orders) and SES (Service Entry Sheet) processes, integrating multiplies companies in a single e-marketplace. Furthermore, participants will also count on a specialized service team to support with the procurement processes. Certify Negotiate Purchase Distribute* Payment Analytics* Module to register new companies and users Module to view processes, submit quotations processes Allow vendors to visualize the purchasing orders Allow to track the logistics processes (tracking) Module to measure the service orders. IDF Module to view performance grade and assessments Corporate Public platform to search companies and products Private network with customized visual identity and certified connections *These modules are out of Canada scope. 5

7 Benefits Find out about the benefits of the Portal Main Menu System unification Single solution with greater visibility on the purchasing process. Flexibility Adaptability for future improvements. Applicability Process simplification and customization according to Vale`s needs. Support Service team to support users with process or platform related inquiries. Reliability Integration with Vale s ERP with complete, reliable and traceable data. Collaboration Extensive collaborative network for vendors and buyers 6

8 1.1 How to access?

9 How to access? First Access After completing the registration process: 1 Access the URL: nim.bi/vale Press English on the bottom of the page to change the language 3 3 Insert your 4 Insert your password 5 Press Enter to access 2 8

10 How to access? First Access The user will be automatically directed to the Vale Vendor Portal Dashboard 6 Go to Company Record 6 9

11 How to access? First Access Here is the list with all companies registered in your network connection 7 Click on Vale S.A 7 10

12 How to access? First Access You are now ready to access the Vale Vendor Portal. Canada IMPORTANT At this moment, only features related to the Onboarding process will be available. Suppliers shall only start their transactions in the Vale Vendor Portal after go live in October.

13 How to access? Can t access your account? If you have any difficulty accessing the portal, follow the steps below: 1 Click on Can t access your account? 1 12

14 How to access? Can t access your account? 2 3 Fill in the indicated field with your Then, click on Send Or 4 Click on Cancel to 2 cancel the action 4 3 Brazil 13

15 How to access? Can t access your account? The user will receive an with the instructions to reset the Portal Password: 5 To reset the password, click on Reset Password 6 Or Copy and paste the link in your browser ACC CAN ILLUSTRATIVE 14

16 How to access? Can t access your account? Main Menu Then the user will be redirected to the reset your password page: 7 On the field Password create a password using three of the following criteria: Six Characters One uppercase letter One lowercase letter One special character One number It is not allowed to repeat the last three passwords Confirm the new password repeating it Click on Reset to confirm the password Or Click on Cancel to cancel the action 10 9 Once you reset it, please sign in to nim.bi/vale 15

17 1.2 Presenting the Portal

18 Presenting the Portal Meet the new Vale Vendor Portal 1 Pending actions Channel where vendors will be notified for any pending actions on the Portal Alerts Channel where vendors will be notified of actions made by the buyers Vale Vendor Portal 3 Messages This channel will not be available for Vale 4 Profile Link that leads to the complete information about the User Profile ILLUSTRATIVE The vendor will also be informed of all actions of buyers via 17

19 Presenting the Portal Meet the new Vale Vendor Portal On the side toolbar, you can access the available modules in the platform 5 5 Nimbi Network 6 Negotiate 7 Purchase Vale Vendor Portal 8 9 Payment Settings ILLUSTRATIVE 18

20 Presenting the Portal Meet the new Vale Vendor Portal To update the user profile settings, please follow the instructions bellow: 1 2 Click on user name Than, click on My Profile to edit the user profile Vale Vendor Portal 2 1 ILLUSTRATIVE 19

21 Presenting the Portal Meet the new Vale Vendor Portal 3 In the Profile Image panel, users can update his Picture or profile image 4 Click on Change profile image to include or update the picture In the Identification panel will be possible to edit: Name Surname Gender Language Register Settings 5 20

22 Presenting the Portal Meet the new Vale Vendor Portal 6 7 In the Access Credentials panel, users can: Define the default application in the platform Reset a password View the default account In the Hierarchy panel, users can add or just view the user hierarchy Settings

23 Presenting the Portal Meet the new Vale Vendor Portal 8 In the Access Control panel, users can edit the time access permissions John Smith 9 Click on Save to save updates 8 Or Settings 10 Click on Cancel to cancel the action

24 Presenting the Portal Meet the new Vale Vendor Portal Users can edit and view their preferences on his page. 1 Click on user name 1 2 Click on My Preferences to edit your preferences on the portal Vale Vendor Portal 2 ILLUSTRATIVE 23

25 Presenting the Portal Meet the new Vale Vendor Portal 3 In the first panel, select the box Wizards. It displays explanatory information balloons on the home screen of Certify after you login 3 4 In Receiving Notifications the boxes must be selected to receive notifications by and visualize them on top of the page Settings Click on Save to save this settings. The vendor will be informed about the actions from V V P via electronic message. That s why it is important to keep the notifications activated. 24

26 Presenting the Portal Meet the new Vale Vendor Portal Main Menu Users will also access de branches: 6 7 Click on user name Click on branches that you want to access

27 Vale Vendor Portal Onboarding Guide for Vendors Developed by Vale and Accenture 2016

28 1. Onboarding Process Main Menu

29 Onboarding Process The first access To join the Portal, vendors must execute the steps below: ILLUSTRATIVE Vendor receives electronic invitation to join the V V P User enters the portal and create a password Fill in the required fields to accomplish the registration Acknowledge commercial conditions and accept the terms 28

30 Onboarding Process How to access? 1 2 You will receive an electronic invitation via from the Portal Click on the button or link to begin the process 1 2 ILLUSTRATIVE All the users will receive the automatic invitation. However, only the first user to access the link will be able to complete the onboarding process. To register other users, contact the system Administrator in your company. 29

31 Onboarding Process Create a new password Once you have logged in: 3 Create a new password using three of the following criteria: Six Characters One uppercase letter One lowercase letter One special character One number It is not allowed to repeat the last three passwords Confirm the 5 password 5 Click on Submit 30

32 Onboarding Process Accept the administrator user term The terms and conditions screen will be displayed as shown below 6 7 After reading the information, check the box to confirm you are aware of the terms and conditions Click on Accept

33 Onboarding Process Update registration 1 To update your company profile, click on Edit Profile 1 32

34 How to update the Company s data Register A screen will be displayed with open fields and asterisks indicating required data Opening Date Company Name Zip Code State City Address Line 1 Canada The vendor can include the Company`s logo clicking on Change Logotype

35 How to update the Company s data Add a new contact 1 2 Click on Contacts to add a new contact Click on Add

36 How to update the Company s data Add a new contact Once you click on Add a form will show up on the screen Please fill in the required fields (*) In case you have completed all the information, click on Add ; or click on Add and Continue to save the information already filled to save and continue later Click on Cancel to cancel

37 How to update the Company s data Operation To edit business, category and commercial representative fields for your company, please click on Operations Field(s) of Business: Fill in with the regions that your company operates Category: Select the category of your company Commercial representatives: Include commercial representatives (Contact legally responsible for the company)

38 How to update the Company s data Add Field(s) of Business To edit/add fields of business, click on ADD 1 2 To edit or add a business field, click on ADD After clicking on the ADD button, a form will show up on the screen allowing you to fill in the continent, country and state that your company operates Under the field Regions Selected in this field, you can see all the selected regions Click on Add to save the action, or 5 Click on Cancel to cancel the action 37

39 How to update the Company s data Add Category To add categories, go to Category and click on ADD 1 After clicking on the ADD button, a form will show up on the screen allowing you to search for categories you may want to add. IMPORTANT: the vendor is allowed to add only categories that were previously registered Or you can use the scrollbar and select the category that best suits your company 3 In case you have selected all the information, click on Add ; To save the information and continue later, click on Add and Continue You must choose at least one category

40 How to update the Company s data Add Commercial Representative To add commercial representative, go to Commercial Representative and click on ADD 1 After clicking on the ADD button, a menu will appear allowing you to fill in the required fields (*) 1 2 Then, click on Add and Continue if you want to add more categories or Add to complete the action and finish Canada Cell phone 2 39

41 How to update the Company s data Headquarters and branches To add headquarters and branches, go to Units 1 After clicking on the Units, a menu will appear allowing you to fill in the required fields (*) 1 Canada 2 Then, click on Add and Continue if wanted to add more headquarters/branches or Add to complete the action and finish Cell phone 2 40

42 How to update the Company s data Publish 1 2 After updating your profile click on Save Profile The confirmation message will appear

43 Adhesion Agreement Accepting the Agreement 1 2 Go to Profile, click on e-marketplace Adhesion Agreement The term will be displayed. Roll the scroll bar to read the complete term ILLUSTRATIVE

44 Adhesion Agreement Accepting the Agreement 3 Select the pre-paid plan 4 Click on the box to declare that you have read and agreed to the terms 5 Click on Save Profile to save this action and continue later Or Click on Send for approval to submit your approval

45 Adhesion Agreement Accepting the Agreement The confirmation box will be displayed: 6 7 To confirm, fill in the box with your password Then, click on Confirm to confirm this action

46 Adhesion Agreement Accepting the Agreement 1 2 To complete the process, click on Send for Approval The confirmation message will appear on top of the screen 2 1 Canada 45

47 Adhesion Agreement Accepting the Agreement Congratulations! The onboarding process has been successfully completed. 46

48 STAY TUNED! Main Menu To receive alerts from the Portal, you must ensure that this function is active. 1 2 Click on My Preferences at the top right of the page You will be redirected to My Preferences page to select the options: Receive s Show Notifications 1 Attention: Enabling this feature ensures that you will receive all notifications 2 3 The vendor will be informed about the actions from V V P via electronic message. That s why it is important to keep the notifications activated. 47

49 Vale Vendor Portal Guide for Negotiate Module Developed by Vale and Accenture 2016

50 1. Introduction to the Module 2. The quotation process (RFQ) in the system 2.1 Viewing Quotations 2.2 Accepting Quotations 2.3 Responding Quotations 2.4 Returning Quotations 2.5 Editing Quotations 49

51 Main Menu Module Menu 1. Introduction to the Module 50

52 Negotiate Module What is it? Certify $ Negotiate Purchase Payment 51 Scope of this material Out of the scope of this material Negotiate is the module that supports the quotation process within supply chain management. It is designed for receiving and responding to quotations. In this module, you can: Track the RFQ (Request For Quotation) process in real time; Track the milestones and deadlines of the quote; Post relevant comments; Save forms already filled to respond later; Assign a shipping address.

53 Negotiate Module The Quotation Process - RFQ 3 Complete the RFQ 1 The supplier receives a notification of a new RFQ 2 Enters the portal and reviews the data from the RFQ Accept to participate in the RFQ? 4 Send the RFQ`s response 3 Select the reason for rejection 52

54 Negotiate Module Dashboard On this page you will see a dashboard with a summary of your activities. 1 In the sidebar, Click on Negotiate 1 53

55 Negotiate Module Dashboard On this page you will see a dashboard with a summary of your Quotations. 2 In the My Activities panel, you can see a status of your interactions with Vale. The panel shows: In Progress Tradings Closed Tradings In the My Processes panel, you can see a list of your most recent quotations. To view all quotations, click on the link See More Processes

56 Negotiate Module Dashboard On this page you will see a dashboard with a summary of your Quotations. 5 What is a New Task? This option allows you to set reminders on your calendar. Simple information such as name, date and description will be required. This option is a way to organize your future actions. 5 55

57 Negotiate Module Dashboard Then a pop up appears to create the new task: In Title, insert the title for the new task In Receiver, the user`s name will be displayed. Select the Start Date, Start Time, End date and the End Time for the new task In Description, describe the actions of the new task

58 Negotiate Module Dashboard Module Menu 10 If you wish to save the new task, click on the Save button Or 11 Click on Cancel if you wish to cancel this new task

59 2. The quotation process (RFQ) in the system

60 The quotation process (RFQ) How to view a request for quotation from Vale There are 4 ways to view: 1 In My Activities you can choose the list of quotations you want to view by status 2 4 Or 1 2 Click on RFx from the side bar to view the complete list of quotations 3 4 Or Search in the list of My Processes Or In Pending Actions click on the RFQ`s invitation 3 59

61 The quotation process (RFQ) How to view a request for quotation from Vale By clicking on the RFx, the user will be redirected to the list of quotations: 5 To perform a search, the supplier can fill in the field with the quotation number. Press "Enter" or click on the magnifying glass to search The supplier can sort the list of requests by clicking the following sort criteria: Most Recent" and "Title The supplier can filter their quotes by status: Deadline Finalized: deadline for submission of the RFQ response completed In Progress: RFQ is within the deadline set by Vale Closed: RFQ canceled by Vale 60

62 The quotation process (RFQ) How to view a request for quotation from Vale 8 In "Type" the supplier can select the type of quote. For Vale this value will always be RFQ 9 In "Date" the supplier can filter by date range 8 9 Filters will be visible only if there is at least one document with the respective status. 61

63 The quotation process (RFQ) How to view a request for quotation from Vale 10 For each quote, the following information is displayed: Quotation Name Quote creation date and time The Vale Buyer who created the quote Quotation status Status of the quotation cycle 10 62

64 The quotation process (RFQ) How to view a request for quotation from Vale Better understanding of cycle status: 11 The status of the Quotation cycle is displayed. The possible status are: Waiting Acceptance: the supplier has not make any actions yet Declined: the supplier rejected the RFQ Pending: the supplier accepted to participate but has not responded yet Answered: the supplier sent a response Out of Date: the deadline of the RFQ has expired and the supplier has not responded 11 63

65 The quotation process (RFQ) How to view a request for quotation from Vale 12 To view the RFQ sent by Vale click on the desired quotation You can use the filter to make the search easier. Filter by status "In Progress" and click to view the quote with cycle status "Waiting acceptance" or 14 Go to notifications and click the invitation to participate in the RFQ sent by Vale 64

66 The Quotation Process RFQ Accept/Reject RFQ Suppliers must accept or reject the request for quotation. 1 The first panel shows the quotation name as well as general data, such as: Type: Either "RFQ Vale" (one delivery address for the entire RFQ) or "RFQ per plant" (when items can have different delivery addresses) ERP Code: SAP code Reference Code: Indicates if it is the first RFQ or a new round. When the reference code and code matches this means it is the first RFQ. 1 65

67 The Quotation Process RFQ Accept/Reject RFQ 2 In the first panel, the "Responsible" refers to the supplier (user) who accepted the first quote. If necessary the responsible for the quotation can be changed (as detailed later in this material) 3 In the Schedule panel, the start and end dates/time of the quotation is displayed If applicable, attachments and comments can be viewed in these panels 4 66

68 The Quotation Process RFQ Accept/Reject RFQ 5 This section shows cycle information, such as: Name and Cycle number Proposal Due date: (RFQ deadline) Items: amount of items included Total: amount of RFQ The acceptance status by the supplier of the RFQ In the Attributes panel, the Incoterm is displayed The currency panel displays the currencies in which the user can respond the RFQ 67

69 The Quotation Process RFQ Accept/Reject RFQ 8 The Items panel displays the details of the items 9 You can perform a search for items. To do this, type the name of the item in the search field and click on the magnifying glass or press Enter In the items table, general information of the item is displayed Click on the item name to view details 68

70 The Quotation Process RFQ Accept/Reject RFQ By clicking on the item, a pop up will appear with the details and information of the selected item: 12 In Items Information you can see the following fields: Code: Internal code from Vale Description: Product/Service description Long Description: Detailed description of the item Type: Indicates if it is a product or service Unit: Unit of Measure Quantity Unit Price Delivery time in days: total days that the supplier has to deliver Currency: The chosen currency for the transaction Total Price 12 69

71 The Quotation Process RFQ Accept/Reject RFQ 13 In Delivery Data and Billing the address where the items will be sent and the billing address will be displayed. You can also view the Payment Type specifying the payment terms 13 70

72 The Quotation Process RFQ Accept/Reject RFQ 14 If you wish to include comments and / or attachments, click on the corresponding tabs 15 In the More > Tax Information tab, the total of taxes for that item is displayed

73 The Quotation Process RFQ Accept/Reject RFQ 16 In the More > Attributes tab you can view: Nature of Operation : This field will be completed by the Buyer when creating the RFQ. Such as: Industrialization / resale Use and consumption Asset Chemical Product ERP Line: Vale`s internal SAP code Group Code: Internal code from Vale 16 72

74 The Quotation Process RFQ Accept/Reject RFQ 17 At the end of the page, click "Accept" if you want to participate in the RFQ or Decline" if you decide not to participate

75 The Quotation Process RFQ Accept/Reject RFQ 18 If you choose to decline the participation in the RFQ, a pop up will appear to include the reasons for rejection When finished, click "Confirm" to confirm the action 19 74

76 The Quotation Process RFQ Accept/Reject RFQ 20 By accepting the RFQ, a confirmation message is displayed The action on the screen changes to "Answer RFQ", indicating that you can now respond to the RFQ The status will remain as "In Progress" until the deadline for the RFQ John Smith After accepting the RFQ, the supplier has the option to decline each item individually. 75

77 If you have multiple users at your company receiving quotations from Vale, The first user that accepts the RFQ will become the Responsible. The other users will only be able to view the quotation. It is possible to change the Responsible for the quotation if needed. IMPORTANT!

78 The Quotation Process - RFQ How to change the responsible person 1 To change the Responsible for responding the RFQ click on "Change" 2 A pop up will be displayed for the change Enter the name or the user's in the search field The user will be displayed in the field below 4 5 Click "Save" to complete this action 5 77

79 The Quotation Process - RFQ Responding to RFQ Suppliers can respond until the deadline date of the RFQ In Currency, select the currency considered for the quotation In the Proposal Due Date" field, select the final date of the quotation proposal In the list of items, click on the product / service to fill in the required information

80 The Quotation Process - RFQ Responding to RFQ When you select an item, a pop up screen appears. You can click on the tabs to navigate through the RFQ. 4 In the Item Information tab, fill in the unit price of the item and the time in days for delivery 4 79

81 The Quotation Process - RFQ Responding to RFQ 5 In the Delivery Data and Billing tab, the delivery address and billing address are displayed 5 80

82 The Quotation Process - RFQ Responding to RFQ 6 In the Comments tab include any necessary comments (4000 character limit) and click Submit" 6 81

83 The Quotation Process - RFQ Responding to RFQ 7 In the Attachments tab, you can upload necessary files (5MB limit and can be in any format except.bat and.exe files) by clicking on "Drag and drop your file here or click to Attach" 7 82

84 The Quotation Process - RFQ Responding to RFQ 8 In the More > Tax information tab fill in the total amount of tax 8 83

85 The Quotation Process - RFQ Responding to RFQ 9 In the More > Attributes tab you can view: Nature of Operation : This field will be completed by the Buyer when creating the RFQ. Such as: Industrialization / resale Use and consumption Asset Chemical Product ERP Line: Vale`s internal SAP code Group Code: Internal code from Vale To finish click Save All of the items on the quotation should be filled in so that the user can send the response 84

86 The Quotation Process - RFQ Responding to RFQ The user can choose to respond the quote offline. 11 To do this, click "Answer Offline" 12 It will display a popup to download the template and, after completed, upload the spreadsheet as detailed on the screen itself

87 The Quotation Process - RFQ Responding to RFQ 13 The panels for Comments and Attachments are available if the user chooses to send general comments and attachments. The user can add comments and attachments for the entire RFQ or for each item * The last panel shows the change history of the RFQ, and you can perform a search by field or value Click "Save" to save the changes made or click "Send" to send the response with the quotation proposal *Note: The attachment limit should not exceed 5MB and can be in any format except.bat and.exe. In comments, the upper limit is 3000 characters. 86

88 The Quotation Process - RFQ Responding to RFQ 16 After responding, the cycle status will be changed to Answered 16 After sending your response, you can change the Quote as needed as long as the deadline has not expired. The changes made by the supplier will be recorded in the log history. 87

89 The Quotation Process - RFQ Editing a responded RFQ As mentioned, after responding to an RFQ, it may be edited before the deadline. 1 In the RFQ list, click on the desired responded RFQ 1 88

90 The Quotation Process - RFQ Editing a responded RFQ The following page appears with the details of the RFQ. Scroll down to view the quotation cycle. 2 Click the arrow to open the quotation to view the details of the cycle 2 89

91 The Quotation Process - RFQ Editing a responded RFQ 3 Click on Edit button at the bottom of the page 3 90

92 The Quotation Process - RFQ Editing a responded RFQ Main Menu Module Menu 4 Make the necessary changes and click "Publish" to complete this action. At this time, the RFQ will be updated 4 91

93 Vale Vendor Portal Guide for Purchase Module Developed by Vale and Accenture 2016

94 1. Introduction to the Module 2. Viewing a Purchase Order 3. How to accept/reject an order 4. How to track if a purchase order has been changed

95 Main Menu Module Menu 1. Introduction

96 Purchase Module What is it? $ Certify Negotiate Purchase Payment The Purchase Module allows the supplier to view the purchase orders created by Vale. In addition, suppliers can: View, accept or reject purchase orders Be notified in case of any change orders View cancelled items (which will be highlighted to the users) Download purchase orders in PDF format ILLUSTRATIVE Scope of this training material 95 Out of scope of this training material

97 Purchase Module The Process 3 Accept the order 1 The supplier is notified about the creation of a new purchase order (by and portal) 2 Supplier enters the portal and views the new purchase order Is the Purchase Order correct? 4 Send the Suppliers response to Vale s ERP 3 Reject the order 96

98 Purchase Module How to access? 1 Access the URL: nim.bi/vale Press English on the bottom of the page to change the language Insert your Insert your password Press Enter or click Sign In to access 2 97

99 Purchase Module Dashboard On this page you will see a dashboard with a summary of your activities. 1 Click on Purchase 2 The Purchase module will open

100 Purchase Module Dashboard On this page you will see a dashboard with a summary of your Purchase Orders. 1 2 In the My Activities panel, users can view the purchase order status board In the My To Do panel users can view all pending activities related to the purchase orders

101 Purchase Module Dashboard On this page you will see a dashboard with a summary of your Purchase Orders. 3 The Schedule panel shows the current month with your assigned tasks. Users can configure reminders for tasks inside the portal. To create new tasks, click on New Task 3 100

102 Purchase Module Dashboard Then a pop up appears to create the new task: In Title, insert the title for the new task In Receiver, the user s name will be displayed. Select the Start Date, Start Time, End date and the End Time for the new task In Description, describe the actions of the new task

103 Purchase Module Dashboard Module Menu 8 If you wish to save the new task, click on the Save button Or 9 Click on Cancel if you wish to cancel this new task

104 2. Viewing a Purchase Order

105 Purchase Order How to view a purchase order 1 Click on Order, so you can see a list of Purchase Orders submitted to your company 2 Click on the 1 2 purchase order number/title to access further Integrated information Limited Purchase Integrated Integrated Integrated Integrated Integrated 104

106 Purchase Order How to view a purchase order You are now in the Purchase Order 3 PO Number 4 5 To download the PO in PDF, click on Download in PDF Order`s Type: this filed can be Integrated (for those orders service or material) or Limited (just for service) Integrated Created By Contract 8 Order`s Code: Internal numbering system in VVP. ERP Code: Vale PO Number. Number of items Total Price CANADIAN DOLLAR 9 Delivery and Billing Data 10 Reference Supplier Code

107 Purchase Order How to view a purchase order 11 In the Currency panel, the purchase orders currency is indicated 11 CANADIAN DOLLAR 12 In the Shipping Attributes panel, the Incoterm and Incoterm additional information will be displayed 12 CANADIAN DOLLAR HOURS CANADIAN DOLLAR HOURS CANADIAN DOLLAR HOURS 106

108 Purchase Order How to view a purchase order 13 In the Items panel, the following information for the purchase order is displayed: Group Item Code ERP Line Type Description Delivery TAX Number Deadline in Days Currency Unit Quantity Commercial C. Pant Unit Price Total Price CANADIAN DOLLAR CANADIAN DOLLAR CANADIAN DOLLAR HOURS HOURS HOURS 14 Go to Description and click on the name of the item to access the details 107

109 Purchase Order How to view a purchase order Upon clicking on Description, a page with detailed information of the selected item will open 1 In the Item Information tab, you can view the following information: Description Client Code Long Description Type Unit Quantity Delivery Date Total Price Deadline in Days Unit Price Currency Supplier Item's Category 1 ACME 108

110 Purchase Order How to view a purchase order 2 In the Delivery and Billing Data tab, you can view: Delivery address Billing address Payment Type (payment terms) 2 109

111 Purchase Order How to view a purchase order 3 In the Comments tab, you can view comments about the PO 3 Taxes Information Delivery Information: - Delivery: Quantity: 1 - Delivery Date: 24/08/

112 Purchase Order How to view a purchase order 4 In the Attachments tab, you can view any attached files to the purchase order 4 111

113 Purchase Order How to view a purchase order 5 In the Tax Information tab, you can view all the taxes assigned to the purchase order 5 112

114 Purchase Order How to view a purchase order 6 After selecting More, click on Attributes 7 Then, a new box will 6 7 be displayed with the following information: Nature of Operation ERP Line Group Code Vendor Part number Invoice required (if the box is green, it means an invoice is required to be submitted) 113

115 Purchase Order How to view a purchase order Back to the previous page (Purchase Order Page), you can also view: 1 In the Supply General Conditions tab, the conditions, penalties, obligations and policies will be described for material and service vendors 1 ILLUSTRATIVE 114

116 Purchase Order How to view a purchase order Module Menu 2 In the Attachments panel, users can view if there are files attached 2 3 In the Comments panel, comments submitted by Vale will be displayed In the Partner s Data panel, lists information of the Supplier. In the Reference Document panel, users can see the documents related to the that Purchase Order (i.e., SES ) 4 ACME 5 115

117 2. How to accept/reject a purchase order

118 Purchase Order How to Accept/Reject a purchase order To accept or reject a purchase order, click on order: 1 Click on the purchase order with the status: Approved Waiting Accept 1 1 Integrated IMPORTANT! Purchase Orders can only be fully accepted or fully rejected. Limited Purchase Integrated Integrated Integrated Integrated Integrated 117

119 Purchase Order How to Accept/Reject a purchase order You will be redirected to the purchase order 2 The document status will be displayed at the top right corner of the screen 2 3 After reviewing the order details, you must accept or reject the PO. Scroll down to the end of the page. If Accepting the purchase order, click Accept. ACME 3 118

120 Purchase Order How to Accept/Reject a purchase order A pop up will be displayed requesting confirmation for this action: 4 If you would like to record your company s external code, fill in the Supplier Reference Code 5 6 Insert a comment Click on Confirm to confirm the acceptance or Cancel if you wish to cancel the action

121 Purchase Order How to Accept/Reject a purchase order 7 If you wish to reject the purchase order, click on Reject and select a reason for the action and 8 Provide any additional rejection comments 7 9 Click on Confirm to decline this purchase order

122 Purchase Order How to Accept/Reject a purchase order Module Menu 10 Once an order is accepted, a message will be displayed at the top of the screen confirming the action. This message will not be displayed if the order is rejected 10 ACME 121

123 3. How to track if a purchase order has been changed

124 How to track if a purchase order has been changed How does it work? For purchase orders that were changed by Vale, the supplier will be notified: 1 2 In the Pending Actions List, suppliers will be notified of any changes on their purchase orders Click on the updated purchase order to view the changes 1 2 Integrated 1 2 To accept or reject orders, see the steps in section 2 Limited Purchase Integrated Integrated Integrated Integrated 123

125 How to track if a purchase order has been changed How does it work? Main Menu Module Menu Viewing Change Orders 3 If an item on a Purchase Order is no longer needed by Vale will be displayed with a strike through. CANADIAN DOLLAR HOURS Attention: If all items on a purchase order are no longer needed by Vale, you will be notified by and the Purchase Order will be deleted from VVP. CANADIAN DOLLAR CANADIAN DOLLAR HOURS HOURS 3 124

126 Vale Vendor Portal Guide for Payment Module Developed by Vale and Accenture 2016

127 1. Introduction to the module 2. SES (Service Entry Sheet) 2.1 How to create? 2.2 How to view? 126

128 Main Menu Module Menu 1. Introduction to the module 127

129 Payment Module What is it? $ Certify Negotiate Purchase Payment The Payment module supports the SES. In this module suppliers can: Create multiple SES to a single purchase order Automatically calculate the total amount consumed and available for a particular purchase order Receive automatic notification regarding SES and SES changes by or through VVP ILLUSTRATIVE Scope of this training material 128 Out of scope of this training material

130 Payment Module Dashboard On this page you will see a dashboard with a summary of your activities. 1 2 Click on Payment The Payment module will open

131 Payment Module Dashboard Module Menu On this page you will see a dashboard with a summary of your Service Entry Sheets. 1 In the "My Activities" panel, an explanatory table showing the status of SESs will be displayed In the "Latest Activities" panel, the latest SES activities will be displayed. In Schedule" a calendar is displayed with the activities included by you in the Portal 2 John John John John 130

132 Service Entry Sheet (SES)

133 SES How does it work? Module Menu 1Vendor opens the Payment module in VVP 2 3 Vendor creates SES in VVP Vendor fills in the SES Vendor submits SES for 4validation 132

134 2. How to create a SES?

135 SES How to create? For the creation of a SES, suppliers must first click on the Purchase -> Order to select a PO to create an SES against 1 At the initial page, click on Purchase to access the Purchase module 2 Then, click on Order to access the available purchase orders

136 SES How to create? 3 Click on the PO you want to create a SES for. Attention: The creation of a SES is only allowed for orders with the status "Approved - Accepted" Integrated 3 Limited Purchase Integrated Integrated Integrated Integrated Integrated 135

137 SES How to create? You are now in the Purchase Order Scroll down to the bottom and go to the "Reference Document panel Click on SES Then a box will appear with the information of the service items. Click on "Create SES" Attention: The history of SESs will be displayed

138 SES How to create? The page "New SES will open. Go to "General" to fill in the following fields: In "Title", enter the name/short description of the SES In "Responsible" select the Vale Validator This person will be responsible for validating the SES. The "Document field will display the VVP order number If you would like to record your company s external code, fill in the Supplier`s Reference field

139 SES How to create? In the SES Period panel, select Initial Date" to select the start date of the service provided Select Final Date" to select the end date of the service provided Attention: You cannot create SESs with dates in the future In the "Items" panel, select a group of items to your SES. You can choose specific items inside each group. Attention: It is not possible to choose items of different groups

140 SES How to create? 14 Once you have selected your services click on Save or 15 Click on Cancel to cancel the action

141 SES How to create? By clicking "Save", you will be prompted to complete the SES 16 Go to the Items" panel to display the services. Attention: This section is only editable when the SES status is In Composition" or Returned"

142 SES How to create? 17 To delete items on the SES, click the box to the left of the item and click "Delete Then go to "Final SES" and select : 19 Yes" to confirm this SES is the Final SES Attention: With this action, the application will not accept new SESs for these items or "No" if you do not wish to set the SES as a Final SES Attention: With this action, you can create new SESs

143 SES How to create? Go to the "Attachments" panel, and click "Drag and drop your file here or click to attach" if you wish to attach SES files Go to the "Comments" panel, if you wish to enter a comment for the SES Then click Add Comment

144 SES How to create? 23 In the Tracking panel, users can view any changes on the SES status 24 Use the field "Keyword" to find information regarding the current SES 25 Then click on "Send" to send your SES for validation Or "Save" to save your SES. This action allows you to go back later to the system and make changes in the SES. With this action, a SES will remain with the status "In Composition 27 John Sam Or "Delete SES" if you want to delete the SES 143

145 SES How to create a SES offline? Another alternative is to create the SES offline: 1 To create the SES offline, click on Answer Offline" 1 144

146 SES How to create a SES offline? A pop-up will appear: 2 Click on "Download items list" to download the SES template SES 2 145

147 SES How to create a SES offline? 3 Then, fill in the field Measured Quantity in the Excel sheet and save it in your computer. You can remove items from this spreadsheet by selecting No in the column Insert. SES 3 146

148 SES How to create a SES offline? 4 5 Upload the SES created offline by clicking on Drag here your file or click to Attach Click Send" to complete this action SES

149 SES How to create a SES offline? 6 Now the information will be visible in your Items panel Continue steps to create your SES as per slide

150 SES The SES validation Your SES has been successfully created! From now on, the SES will be submitted automatically to the Vale Validator for validation. The creation of a SES does not mean that the SES has been approved by Vale or that it has been invoiced. John Sam John Sam To understand the validation flow, please see the next page. 149

151 SES How does the validation flow work? 1Vendor creates the SES in the Vale Vendor Portal 2 The SES is submitted to a Vale Validator 3 4 The Validator reviews the SES in VVP. If validated the SES is automatically created in Vale s SAP system The Vale SES approver receives the SES in SAP and approves it. Vendor is notified of approved SES 150

152 SES Notification regarding the SES Module Menu When a Vale Approver accepts or rejects an SES, the Vendor will be notified by . ACME Log in to the system and access the Payment module ILLUSTRATIVE 151

153 2. How to view created SESs?

154 SES How to view? In case the SES status is In Composition" or "Returned, and you wish to make changes to it, you can follow the steps below: 1 2 Go to Payment and click on SES Here you will be directed to "My SESs" page where you can view all created SES In this field, you can enter the SES name to easily find it 4 In the Pending Actions List, you will be notified of any actions regarding your SESs 153

155 SES How to view? 5 In the left corner of the page, users can also view the status and filter SESs by the following criteria: Status: Draft Pending Validation Pending Approval Approved Refused Date: Last Month Last 30 Days Current Month This year Last Week Period 5 154

156 SES How to view? 6 If you wish to export the List of your SESs click on "Export XLS" 6 155

157 SES How to view? 7 Click on the SES you would like to view or edit. All fields will be available/displayed

158 SES How to view? 8 By clicking on SES you will be directed to the SES page. The field ERP Line will be filled with SAP number and should be started with the number 1. This is the SES Confirmation Number that the vendor should use to send the Invoice To edit an SES, refer to Chapter 1 How to create a service SES 8 157

159 For further questions contact our support team: * (toll-free) *This number will only be available after the Go-Live 158

160 Congratulations! You have completed the training!