MANUAL FOR SUPPLIER 1 (14) BUSINESS NETWORK PORTAL V.2.0.2 GLOBAL MANUAL FOR SUPPLIERS
MANUAL FOR SUPPLIER 2 (14) TABLE OF CONTENTS 1.1 Version handling... 2 2. OPUSCAPITA BUSINESS NETWORK PORTAL V.2.0.2... 3 3. CUSTOMER SPECIFIC SOLUTION... 4 3.1 The Solution... 4 3.2 Main functionality... 4 3.3 Buy-side... 4 4. HOW TO REGISTER AND SIGN UP... 5 4.1 Registration... 5 4.1.1 Email invitation 5 4.1.2 Landing Page 6 4.1.3 Register as New User 7 4.1.4 Welcome to OpusCapita Supplier Onboarding! 9 4.1.5 Service Configuration 9 4.1.6 Start page. 11 4.1.7 General Company Information 12 4.1.8 Link to Business Network Portal 14 1.1 Version handling Version handling Version Date Handled by Comments 2.0.2 20170701_1200 Matts Ek First draft version 2.0.2 20170707_1545 Matts Ek Second draft version 2.0.2 20170707_2245 Matts Ek Final for translation to DE 2.0.2 20170721_1400 Matts Ek Updated and published on Business Network 2.0.2 Matts Ek Updated and published on Business Network
MANUAL FOR SUPPLIER 3 (14) This manual for suppliers presents OpusCapita s (hereafter referred to as OpusCapita ) Business Network Portal (hereafter referred to as the Service ) and respective provisioning to customer ( Customer ). Customer specific product configuration and adaptation are not described in this document. 2. OPUSCAPITA BUSINESS NETWORK PORTAL V.2.0.2 OpusCapita Business Network Portal is a service provisioned out of OpusCapita s SaaS environment embedded into to a cloud-based platform. The Service is value adding for Suppliers and Buyers (named as Trading Partners in this document) within the ecosystem to expand their network capability within trade, invoicing and collaboration by utilizing a real time update of their current invoice receiving process. A knowledge database, tactical tools to onboard new trading partners, campaigning to expand their network together with stats for follow-up their KPI s for future monitoring their etransition progress are key cornerstones in the Business Network Portal. The Service supports our customer s businesses, corresponding rules and processes and is one of their future business enablers for their ability to transform their current physical transactions streams consist of business documents to more digital and fully electronically streams by onboarding their trading partners on buyer-side as well as sell-side into electronically collaboration i.e. exchange of electronical messages. By this our customer will be able to build and expand their own ecosystem within business transactions. The Service enables our customers to utilize rapid and fast deployment of electronic message exchange and gives the benefit of decrease use of paper, increased quality of data and shorten leads time in the Purchase-to-Pay process as well as better control, compliance and cost savings. In addition, both buyer- as seller will benefit from faster processing times, reduced error s, reduced operating costs, increased visibility, optimized cash management and increase flexibility. The Service is a Software as a Service delivery over the internet (Cloud-based) enabling users access to the Service via a web client. The Service includes necessary technical components, software licenses, maintenance of technical environment, upgrades and back-ups. The Product is available in English and German as standard and offers additional language capabilities in Swedish, Finnish and Norweigan upon request. Users access the Service via an internet browser (Internet Explorer, Mozilla, Google, and Safari). The Service contains; Access to the SaaS platform in OpusCapitas cloud environment and the Product for trading partners A browser-based user interface for managing trading partners, invoices and collaborations services (tools, campaigns etc.) divided into to the following sections; o Buy side o Sell side Customer support services
MANUAL FOR SUPPLIER 4 (14) 3. CUSTOMER SPECIFIC SOLUTION 3.1 The Solution OpusCapita Solution is a set of services (Business Network Portal and Channeling Products) that supports Customer operations in transition to e-invoicing. etransition means that OpusCapita converts Customer current physical document flows, primarily for supplier invoices, to an electronical through a dialogue tool in combination with a web service for the mass connection of business partners for the exchange of electronic messages. The Service enables Customer to realizes the objectives set for efficient automation of supplier invoices through the introduction of a uniform approach towards all suppliers, both locally and globally. 3.2 Main functionality 3.3 Buy-side The Service is provided as a Software as a Service in OpusCapitas cloud environment purchased in combination with other OpusCapita Products as B2BIntegration, Invoice Digitizing, Email and einvoice receiving. The key functionalities are; A browser-based user interface for managing trading partners, invoices and collaborations services (tools); o etransition dashboards with statistics enabling visualization of the receiving of documents in their respective form from a Buyer-Side perspective, this enables; View of current and historical data in relation to Buyers onboarding process of Suppliers i.e. Campaing development, pipeline etc. Enables follow-up in performance of the onboarding process after performed campaigns based on buying customers e-transition (eratio) in relation to supplier s engagement in this process. Campaign tool to onboard new trading partners to the service by utilizing different tools to communicate and onboard. Ready-made templates for the creation of invitation letter to Suppliers Registration and import function to handle multiple trading partners addresses (name, email, telephone etc.) for trading partner self-service registration and service configuration. Communication to trading partners via e-mail in order to enable send, receive and track email effortlessly. Landing page for buying customer to offer his suppliers various tools to connect exchange of invoices. o Service Configuration flow To manage and utilize different tools (i.e. Services f ex Email receiving) to onboard trading partners. Services are free of use for our Customers Suppliers until further notice from our Customer.
MANUAL FOR SUPPLIER 5 (14) 4. HOW TO REGISTER AND SIGN UP 4.1 Registration Customer uses OpusCapita s cloud-based supplier onboarding service to establish a fully- or semi-electronic invoice flow with you as a preferred supplier meaning that selected service will transform invoices to prefered electronically format. By participating in Supplier Onboarding program you, as a Supplier, will benefit of the following; Fast, guaranteed delivery of einvoices within a day and you get paid faster since there is no delay to the paper version Fewer mistakes - OpusCapita validates your invoices to detect miscalculations and other common errors Reduce administrative cost - Send your einvoice data instantly and with 100% accuracy Reduce material cost (e.g., labor, paper, envelopes, printer ink, and postage.) Choose the invoice sending channel that is the most convenient for you. OpusCapita on behalf of Customer will carry out connection work with the help of an intuitive and streamlined process. The process steps and associated descriptions can be found after registration to our Supplier Onboarding site. The accession process is initiated by OpusCapita on behalf of Customer and requires no effort from you as a supplier other than engaging in a dialogue and registration process to this Service. Before you can utilize your choice of invoice sending you must sign up for an account in OpusCapita Business Network Portal. To complete registration you ll receive an invitation code with a registration link by email. Next steps describe the registration in the Business Network Portal. 4.1.1 Email invitation Once you ve received an Email invitation click and follow the link in the invitation and the landingpage in Business Network Portal opens.
MANUAL FOR SUPPLIER 6 (14) 4.1.2 Landing Page Click Register button and follow the link to registration page. On registration page there are three options; To create a new account To login to an existing account To re-create a password In upper right corner from viewer point-of-view you can select prefered language. The Service is available in English and German language. Make your choice, if you are a new user continue and enter your email-address and password and click Sign up.
MANUAL FOR SUPPLIER 7 (14) 4.1.3 Register as New User A new page will appear guiding you into further steps. Remember that your password requires to comply to the following; Consist of at least 8 characters Has, at least, one number and capital letter Has, at least, one special character Be unlike username Registration requires a valid e-mail address. Once your registration has been submitted, you will receive an e-mail containing a link for account activation with an invitation code.
MANUAL FOR SUPPLIER 8 (14) An Email will arrive in your inbox with acknowledgement of Email confirmation, Copy the invitation code in the Email and click Confirmation to continue. A page will appear asking for the invitation code to be entered in the filed as described below. Enter (Paste) invitation code and click Confirm to continue. Email address confirmed will appear Click Login to continue.
MANUAL FOR SUPPLIER 9 (14) 4.1.4 Welcome to OpusCapita Supplier Onboarding! In Company Registration you are asked to key-in information related to the services to which you have been invited. Fields marked with * are mandatory and required to be filled in. Click Continue when ready. 4.1.5 Service Configuration Service Configuration helps you to configure your choice of invoice sending. Click Start to continue. Check the box if you do not want this page to appear again.
MANUAL FOR SUPPLIER 10 (14) In Service Configuration you can chose from available service on behalf of your buyer. Depending on configuration there can be various services available out of the following; einvoice - The easiest way to submit an invoice! Always 100 % correct data transferred around the clock, all working days Globally. PDF by Email - Sending your invoice as PDF attached to an Email you can easily submit your invoice. Supplier Portal (Invoice Key-In Service) Manually key-in your invoice data you can easily submit your invoice in the correct format and send it by Email to the receiver. Paper Invoice Paper invoice received at our Invoice Digitizing locations in relevant country to be scanned, interpreted and verified before transmitted to receiver. As showed below receiving of invoices as PDF attached in email has been chosen. Once chosen Save & Continue. Once In-channel has been selected you are prompt to review the service prerequisites and requirements and accept the terms in order to send your first invoice in PDF-format by E-Mail. Click Save.
MANUAL FOR SUPPLIER 11 (14) Congratulations! You have successfully been onboarded for invoice sending utilizing PDF by Email. Click Save. Now you ve registered in the portal for the service. Click Accept to return to start page. 4.1.6 Start page. At Start page you are able to build you company profile in order to be even more visible in our Ecosystem and trading network to collaborate with other trading partners. Your profile strength is measured and displayed. The Profile Strength meter gauges how robust your profile is. The strength of your profile will increase as you add more content.
MANUAL FOR SUPPLIER 12 (14) 4.1.7 General Company Information In General Company Information you are able to edit company related information (add or delete). General Company Information, address. If there are several addresses in use, they are displayed. By clicking Add you can add more addresses.
MANUAL FOR SUPPLIER 13 (14) General Company Information, address add. Click Add to expand the fields available to enter more data related to Company Addresses. When ready click Save. You can always Edit or Delete data. General Company Information, Contacts If there are several contact persons in use, they are displayed. By clicking Add you can add more Contacts persons and departments. When ready click Save. You can always Edit or Delete data.
MANUAL FOR SUPPLIER 14 (14) Bank Account Page displays active Bank Account and details in relation to Bank Accounts. Each Account information row is able to be Edited or Deleated by using the buttons on right. Use Save or Cancel to confirm. 4.1.8 Link to Business Network Portal You have now gone through the onboarding process and successfully chosen you way of invoice sending into the Business Network Portal. You can at any time visit the portal and update your information. Go to: https://businessnetwork.opuscapita.com/ and enter your username and password you registered with. You will then be directed to the home screen. It s recommended to save the portal URL as a favorite in your web browser for easier access.