esupplier - A User Guide for 3M s Vendors Lesson 1 Getting Started...2 Main Menu / Home Page...2 Opening a New Window...2 Expanding and Collapsing the Screen...3 Downloading into Excel...4 Signing Out...4 What is a Voucher or a Voucher Number?...4 Lesson 2: Invoices...5 Lesson 3: Payments...9 Lesson 4: Review Account Balances...13 Lesson 5: Receipts...15 Lesson 6: Purchase Orders...18 Page 1 of 21 3M 17/10/2007
Lesson 1 Getting Started Main Menu / Home Page In each lesson, we start at the Main Menu, or Home Page. This is the page that appears after you have completed logging-on to PeopleSoft. You can easily go back to the Main Menu / Home Page by clicking on the Home link in the top right corner of any PeopleSoft screen. Opening a New Window If you are viewing information, such as an invoice, and would like to search for another document without losing the information currently on your screen, click on the New Window link in the top right corner of the screen. Page 2 of 21 3M 17/10/2007
Expanding and Collapsing the Screen You can reduce the appearance of the menu on the left side of the screen to make more room for the data on the screen. To do this, click on the - icon next to the word Menu : To restore the menu, click on the same icon. Page 3 of 21 3M 17/10/2007
Downloading into Excel One of the best features of this software is the ability to download the information you are viewing into an Excel spreadsheet. Wherever you see this icon, you can click on it and PeopleSoft will automatically download this into Excel for you. Signing Out To leave the system, please click on the Sign Out link in the top right corner of the screen (illustrated below). Thank you. What is a Voucher or a Voucher Number? When looking at screen shots in the training guide you ll often see the word Voucher. When 3M books a supplier s invoice into our PeopleSoft system, an internal reference number is generated. This number is called a Voucher or a Voucher Number. It may be useful to make a note of and quote this reference number if you have to contact your 3M representative about a query. Page 4 of 21 3M 17/10/2007
Lesson 2: Invoices From the Main Menu, illustrated below, click on Review Payment Information. You will now see the following options. Click on the Invoices link: Page 5 of 21 3M 17/10/2007
The Review Invoices Filter Options page will now appear. We recommend that you search for an invoice using one of the following search criteria. From Invoice Number - To Invoice Number From Date - To Date From Amount - To Amount After entering your search criteria click on the Search button. Note: If you have a high volume of invoices, it will take the system a minute or two to find them. To speed up the search, try to be as specific as possible with your criteria. For example, try to limit the date range ( From Date To Date fields) to a period of 3 or 4 calendar months. Using the example illustrated in the screen shot above, the user is searching for an invoice dated between 01/03/2007 and 01/08/2007. After clicking on the Search button the Invoice List page appears. Page 6 of 21 3M 17/10/2007
The Invoice List page allows you to review general invoice information and access details for a specific invoice. You can view more detailed information about a specific invoice by clicking on the invoice number in the column entitled, Invoice Number. The Invoice Details page now appears. Scroll down the page using the scroll bar on the right and more information is revealed, see the example below: From the page illustrated above you can review the following details by clicking on the link or icon that appears next to the field description: Individual line items that make up the invoice List of payments scheduled for this invoice Details of any payments already made for this invoice Purchase orders 3M sent that are related to this invoice Page 7 of 21 3M 17/10/2007
Notes: 1) The Approval Status is either Approved for Payment, Denied, or Pending. The Payment Status is To Be Paid, Paid in Full, or Approved for Payment. 2) With this version of PeopleSoft, links to receipts from the Invoice search page are not consistently available. So, if you need to view receipt data please see Lesson 5 Receipts for instructions. Page 8 of 21 3M 17/10/2007
Lesson 3: Payments From the Main Menu, illustrated below, click on Review Payment Information. You will now see the following options. Click on the Payments link: This brings you to the Review Payments Filter Options page: Page 9 of 21 3M 17/10/2007
The Filter Options page allows you to search for payments. Enter your criteria and click on the Search button. To speed up your search, we recommend that you search for a payment by: Invoice number From Payment Date To Payment Date In the example below, the user is searching for a payment between 01/05/2007 and 01/08/2007: Page 10 of 21 3M 17/10/2007
The Payments Made page appears: This page allows you to view a list of payment information that meets the search criteria you specified. Page 11 of 21 3M 17/10/2007
You can access details of a specific payment by clicking on the reference number in the column entitled, Reference. This takes you to the Payment Details page: Click on the scroll bar on the right side of the screen to scroll down and view the rest of the information: Note: If more than one invoice was included in this payment, the invoice numbers will be listed at the bottom of this screen in the section entitled, Payment Advice. Page 12 of 21 3M 17/10/2007
Lesson 4: Review Account Balances From the Main Menu, illustrated below, click on Review Payment Information link: You will now see the following options. Click on the Account Balances link: The Invoice List page appears, showing all of the invoices due for payment. Page 13 of 21 3M 17/10/2007
To see detailed information for each invoice, the user can click on the invoice number link located in the column entitled, Invoice Number. The Invoice Details page now appears. In this screen the user can view the invoice lines with the item ID, description, unit price and merchandise amount. The Payment Schedule field indicates when the invoice is scheduled to be paid. Page 14 of 21 3M 17/10/2007
Lesson 5: Receipts From the Main Menu, illustrated below, click on the Manage Orders link. You will now see the following options. Click on the View Receipts link: The Review Receipts Filter Options page now appears, allowing you to search for and view 3M receipts. Page 15 of 21 3M 17/10/2007
To speed up your search, we recommend that you search for a receipt using one of the following criteria and leave the Receipt Status field blank. From Receipt Date To Receipt Date From PO ID To PO ID (Please note that searching for vendor item ID is not possible.) In the example below, the user searches by receipt date: The user enters the dates from 01/07/2007 to 31/07/2007 and clicks on the Search button. The Receipt Lines page now appears. This page allows the user to review receipt information and access receipt line details. Page 16 of 21 3M 17/10/2007
To review further details click on the receiver ID link in the column enentitled, Receiver ID. The Receipt Details page now appears for the selected receipt. Click on the scroll bar on the right side of the screen to view the entire page, which lists any purchase order and invoice information booked against the receipt. Page 17 of 21 3M 17/10/2007
Lesson 6: Purchase Orders From the Main Menu, illustrated below, click on the Manage Orders link. You will now see the following options. Click on the Purchase Orders link: Page 18 of 21 3M 17/10/2007
The Purchase Orders Filter Options page now appears, allowing you to search for and view 3M purchase orders. To speed up your search, we recommend that you leave the PO s Waiting for Acknowledgement box un-ticked and that you search for a purchase order using one of the following sets of criteria: From PO ID To PO ID From Date To Date (Please note that searching for vendor item ID is not possible.) After entering your search criteria click on the Search button. Note: If you have a high volume of purchase orders, it will take the system a minute or two to find them. To speed up the search, try to be as specific as possible with your criteria and limit the date range to a period of 3 months. Page 19 of 21 3M 17/10/2007
In the example below, the user searches by PO number. Notice that the user has specified a range of PO numbers: From PO ID 1210034123 To PO ID 1210034125 The results are displayed in the Purchase Order List screen, providing you with a summary of the PO status and the total amount. Page 20 of 21 3M 17/10/2007
By clicking on the Header Details tab, you can view the 3M Business Unit that issued the purchase order and the Buyer s name. This may be particularly helpful if you invoice more than one 3M company. To view more detailed information about a specific purchase order number, click on the purchase order number link in the column entitled, Purchase Order. The Purchase Order Details screen appears. Invoices booked against the purchase order will be listed in the bottom section of the screen entitled, Invoice List. You can view the invoice information by clicking on the Invoice link. (For more information about searching for invoices, please refer to Lesson 2 Invoices.) Page 21 of 21 3M 17/10/2007