isupplier Portal User Guide Revised: December 13, 2013
isupplier Portal User Guide Table of Contents Overview...3 Registering for isupplier Portal......3 Logging into isupplier Portal for the first time.......4-5 To view purchase orders....6 To view invoice or payment status.....7-8 Managing payment addresses.......8-10 Managing contact information....10-11 EFT/ACH payment option-setting up new bank account..12-13 Help & Support......14 Frequently Asked Questions......14 Some transactions or tool references in this User Guide are not applicable to Brokers (i.e. purchase orders, contracts, shipments, etc.) 2
Overview isupplier Portal is a web-based self service module that allows a number of authorized individuals within your organization to access State Compensation Insurance Fund s payment system to view invoice & payment status, to manage payment addresses and contact information, to set up for the EFT/ACH payment option, etc. Upon successful registration, authorized users will be able to access our system 24 hours a day, 7 days a week. There are tremendous benefits for using this application and here are some to mention a few: - Time & Cost savings - Better management of invoices & pending payments - Ease of setting up the EFT/ACH payment method and managing your bank account information We have put together this simple training guide to give the users step by step instructions with screenshots to enhance your experience with State Fund s isupplier Portal. Once you get familiarized with this application, you will be amazed how this tool can help your company achieve its goals with ease and build a stronger business relationship with State Fund. Registering for isupplier Portal Before you can access our isupplier Portal, you must currently have a business relationship with State Fund and that your company s profile must exist in the State Fund s database. If you are a new corporate supplier or provider not yet set up in our database, please follow the normal protocol to submit the required documentation. Once your company s profile is in our database you may then request access to isupplier Portal by sending an email to OracleSuppliers@scif.com. Upon approval, you will receive a secured email with your login and password information. The User Login name will be your email address and a temporary password will be given to you. You will be required to change your password when logging into isupplier for the first time. Users can access the isupplier Portal for as long as the account remains active. State Fund may revoke the isupplier access at any time if there is any inactivity of an account for a period of time. 3
Logging into isupplier Portal for the first time With the login information you received via the secured email, you are now ready to access State Fund s isupplier Portal (https://isupplierportal.scif.com). Using the email address you provided, enter it in the User ID field and the temporary password that was given to you in the Notification of Approval email. When logging into isupplier Portal for the first time, you will be prompted to change your password. After successfully changing the password, you will see the isupplier Portal main navigation screen. There are 4 tabs on top which would allow you to navigate between screens and perform different functions within this application. There is also a list of quick links on the right of the screen which allow the user to go directly to the corresponding page. Home tab: Notifications: Users can view the most recent notifications from State Fund by clicking on the Full List icon. These notifications are the emails sent to the user and if there are any actions required, they will be displayed in this section. Orders At A Glance: Users can view a list of recent purchase orders by clicking on the Full List icon. This function can also be performed by clicking on the Orders 4
tab on top or by clicking on the Purchase Orders quick link on the right of the screen. Orders tab: Allows the user to view purchase order flow, acknowledge purchase orders, make change request to purchase orders, split shipments, or cancel order. Users can also view supplier agreements and the revision history of a purchasing document. Users can go directly to this page by clicking on the Purchase Orders quick link on the home page. Finance tab: Allows the user to query invoice and payment status based on a number of criteria such as Date, Invoice number, and to export the detailed information into an Excel file. Users can also access the invoice or payment inquiry page by clicking on the corresponding links on the right. Admin tab: Allows the user to add or update new remittance address, add or update contact information, & to set up for the EFT/ACH payment method. 5
To view Purchase Orders history To view all open & closed purchase orders that were submitted to State Fund, click on the Orders tab on top. System will display a list of purchase orders with the most recent being on top. Click on the PO Number to view the details of each Purchase Order such as the amount, status of payment, the description of the PO, and the invoice attachments. There is an advanced search feature where users can query for a specific Purchase Order. Simply click on the Advance Search button and enter the set of search criteria by user s preference. Users can also export the entire search results in an Excel file by clicking on the Export button on top. 6
To view invoice or payment status Under the Finance tab, users can view the status of an invoice or payment that has been processed by our Accounts Payable department. Invoice inquiry There are several ways to search for an invoice and the most common way is to search by Invoice number or by PO number, if known. You may also search for multiple invoices by specifying the date range. The screen will display the results based on your search criteria. From there, you will be able to see whether an invoice has been approved or rejected for payment and any other relevant information attached to that invoice. From the search results populated, users can export the data to an Excel file by clicking on the Export button. Payment inquiry Click on the View Payments tab to search for a specific payment by invoice or PO number. Users can also generate a list of payments processed within a specific date range and export the data to an Excel file. 7
Managing payment addresses Under the Admin tab, users can add and update new or existing payment addresses. Click on the Address Book link on the left of the screen to view all existing addresses that are already set up in our system. Users can also leave comments or specific instructions to the State Fund isupplier Administrator in the Note section. Any address additions or updates will be reviewed by the isupplier Administrator. 8
To add a new payment address Click on the Create button to go to the address entry screen, complete all required fields in CAPs and then click save. Address Name: Assign an address using the name of the city that the payment is going to. Ex. SAN FRANCISCO. If there are multiple office locations within the same city, please use sequential numbering as part of the address name. Ex. SAN FRANCISCO1, SAN FRANCISCO2. For Brokers only, the address name will be the Access # assigned to you by our ContraactManagement@scif.com unit. Country: Select the correct Country name from the drop down list. Failure to select a country will generate an error message and user must go back to the Address Book and start all over again. Address Line 1 ~ 4: Enter the address within these 4 lines. You may enter C/O or ATTN: in the first line to direct the payment to an individual or a specific department. City/Town/Locality: Enter the complete City name. State/Region: Enter the 2 letter abbreviated State Code. Ex. CA Postal Code: Enter the 5 digit zip code with or without the 4 digit zip extension. Phone / Fax / Email address: Enter the phone # & fax # with the area codes and the email address where we can direct questions to for that location. 9
To update an existing payment address To update an existing address, click on the pencil icon in the Update column under the Address Book page. Once the changes are made, click on the Save button. If there is a need to change the Address Name, please use the same naming convention as described above. You may also delete an existing address by clicking on the Trash icon in the Remove column. Doing so will permanently remove the address in the system. Managing contact information Under the Admin tab, users can add and update new or existing contact information. Click on the Contact Directory link on the left of the screen to view all existing contacts that are already set up in our system. 10
To update an existing contact Click on the pencil icon in the Update Column, update the contact information and click save. To permanently delete a contact, simply click on the Trash icon in the Remove column. To add a new contact Click on the Create button on top to go to the Create Contact page, complete all fields in CAPs and then click save. 11
EFT/ACH payment option Users have the option to receive payments in the form of EFT/ACH where the money will be electronically deposited in any given bank account. To set up for this payment option, go to the Admin tab and then click on the Banking Details link on the left of the screen. Once the bank account has been set up in the system, all future invoices will be processed via the EFT/ACH payment method, unless you notify us otherwise. To set up the bank account for the first time, click on the Create button under the Banking Details page. There are a number of major bank profiles already set up in the system. To view if your bank already exists, first click on the Existing Branch radial button, enter your bank name in the Branch Name field, and press tab. The system will display a list of the bank s routing numbers where you can select the one that is associated with your bank account. Once your bank s routing profile has been chosen, enter your full bank account # without any dashes in the Account Number field. Next, click on the Show Account Details tab to display the Account Type field. Enter either CHECKING or SAVINGS for the type of account that you re setting up and remember to enter it in CAPs. Once your account information is entered, click on the save button. If your bank profile does not exist in our database, you will need to create one. 12
If the Bank Name already exists, but not the Branch Name & Routing number: First, leave the Existing Bank radial button checked and click on the New Branch radial button. Enter your bank name and the 9 digit bank routing number in the Branch Name field with a dash in between. Ex: WELLS FARGO BANK- 123456789. Next, re-enter the full 9 digit routing number in the Branch Number field. Last, enter the full bank account number, specify the Account Type (CHECKING or SAVINGS), and click on the save button. If the Bank Name does not exist: In the Country field, click on the drop down list and select More to open up a new window. Enter the country name in the field and press Go. Select the correct country for the bank account you are setting up. With the radial buttons checked for both the New Bank & New Branch, enter the name of your bank in the Bank Name field. Enter your bank name and the 9 digit bank routing number in the Branch Name field with a dash in between. Ex: WELLS FARGO BANK- 123456789. Next, re-enter the full 9 digit routing number in the Branch Number field. Last, enter the full bank account number, specify the Account Type (CHECKING or SAVINGS), and click on the save button. 13
Help & Support For any questions regarding the State Fund s isupplier Portal or the EFT/ACH payment option, please send an email to OracleSupplier@scif.com or call 925-460- 4110 or 925-460-4111. For any questions related to invoices or purchase orders, please send an email to our Accounts Payable Unit OracleAP@scif.com or call (925) 460-4113 or (925) 460-4128. For any questions regarding Broker commission payments, please contact our ContractManagement@scif.com unit at 800-834-2393. Frequently Asked Questions What is isupplier Portal? isupplier Portal is a web-based self service application that allows authorized users to access State Fund s payment system to view invoice and payment status, manage payment addresses, EFT/ACH payment options, and contact information. Is the access to isupplier Portal limited to two authorized users? No. Corporate suppliers and brokers may choose to register more than two authorized users. What is User ID? The User ID is the user s email address provided during the registration to isupplier Portal. There is an exception, for isupplier Portal users with access to multiple supplier account profiles. Can I create my own User ID during the registration process? No. You must have and provide a valid email address for your User ID. Can I submit an invoice to State Fund via isupplier Portal? No. That functionality will be made available to corporate suppliers in the future. What do I need to do if a registered user is no longer with our organization? You must notify us immediately via email to oraclesuppliers@scif.com. We ll need the name and User ID of the registered user that you want us to deactivate. Who do I contact if I run into problems while navigating isupplier Portal or updating my company profile? Notify us immediately via email to OracleSuppliers@scif.com or by calling 925-460-4110 or 925-460- 4111. Can I become an isupplier Portal registered user on my own? No. Self-registration will be made available in the future. To become an isupplier Portal user you must be a current and active corporate supplier or broker in our database. Who do I contact if there is a change in my company s federal tax ID number? You must notify us immediately via email to oraclesuppliers@scif.com with completed form e5159. If you are an out-of-state corporate supplier/broker or you are currently using a California PO BOX as your reporting address, include completed form e590 as well. Once your company profile is updated with the new federal tax ID number, you may request to become an isupplier Portal registered user. Where can I download eforms e5159, e590? These forms are available on the isupplier Portal home page under Forms Needed to Become an Active Corporate Supplier. 14