Quick Guide for Suppliers - Catalogs Supplier Portal (October 2012)

About Basware Supplier Portal Documentation The following documentation is available for suppliers, customers, public tendering, and system administrators: Quick Guide Online help The Quick Guide contains instructions for performing the most common user or administrator tasks. If the tasks are to be performed in a specific order, the process is introduced in the document overview. This document is available as a PDF document and online help. The online help contains more detailed information on certain tasks and may cover additional tasks that are not described in the PDF version. Copyright 1999-2012 Basware Corporation. All rights reserved. 2

Process Overview Basware Supplier Portal is meant for supplier organizations (later referred to as suppliers). Depending on the system settings, Basware Supplier Portal can be used for: managing products and product catalogs managing orders creating invoices creating shipments viewing requests for tenders (later referred to as calls) and creating tenders Calls and tenders are available only if Basware RFx Management is used. Basware RFx Management is a separate product and requires a separate license. For more information, contact Basware sales personnel. Basware Supplier Portal integrates customer organizations (later referred to as customers) to suppliers with a real time connection. Customers can use Supplier Portal together with procurement and invoice processing systems (for example Basware Purchase Management and Basware Invoice Processing) and with Basware RFx Management. Depending on whether the customer uses procurement or invoice processing systems, Basware Supplier Portal gives the suppliers an access to their order or invoice information. If customer uses both procurement and invoice processing systems, the suppliers can both view their invoices and receive orders in electronic format. The customer offers Supplier Portal service to selected suppliers, and has the authority, and power to administer the system. Figure 1: Basware Supplier Portal System Copyright 1999-2012 Basware Corporation. All rights reserved. 3

1 Managing Products and Catalogs 1.1 Searching for Products 1. Click Products > Search Products 2. Select the appropriate search criteria: Product name Supplier product code Import ID 3. Click. The products are listed below Search Results. 4. To edit product information, select a product and click. For more information on editing product information, see Adding New Products. 5. To export the product list (products shown in the Search Results) into Excel, click in the toolbar. You can export product list into Excel, save it to your local disk, update it, and upload it later to Supplier Portal. For instructions on uploading products, see Importing Products. 1.2 Adding Products Products can be added by entering the information manually, copying existing products, or importing products from Excel. 1.2.1 Adding New Products 1. Click Products > Add Product 2. Add new product information by filling in the necessary product information. Mandatory fields are marked with an asterisk (*). Product name Supplier product code Manufacturer product code Manufacturer Copyright 1999-2012 Basware Corporation. All rights reserved. 1

UNSPSC Code (United Nations Standard Products and Services Code): click next to the field. The Select UNSPSC Code dialog box opens. Select whether you want to search for the code by code name or code number, and enter a search text. A list of matching codes is displayed, and you can select the correct code. Description: enter a free text description of the product. Valid: the period of time that the product information is valid. Enter the starting and ending dates, or click to select them from the calendar. Delivery time in days Minimum order quantity: minimum number of products that must be ordered on one order row. Maximum order quantity: maximum number of products that can be ordered on one order row. Lot size: the number of items that can be ordered at a time. For example, if the lot size is 5, one can order 5, 10, 15... items at a time. Quantity unit: select the type of quantity the product is supplied in from the drop-down list. Sub-quantity unit: if the quantity unit consists of smaller units, enter the unit here. For example, if the quantity unit is boxes, and the boxes contain items that can be counted as pieces, enter PCS. Sales Tax %: Select the sales tax percentage from the drop-down list. Keywords: enter keywords of the product Contract number: enter the contract number if the product is related to a contract Attachment URL 1: enter the address of the web page where additional information about the product is found. Attachment URL 2: enter the address of the second web page. Attachment URL 3: enter the address of the third web page. Custom field: enter custom information on the product. 3. Enter the pricing information. Currency: select the used currency from the drop-down list. Price unit: enter the number of quantity units for which the price is given. Default value is "1". Basic net price: enter the price of the product without sales tax. Basic gross price: Full price of the product. Basic gross price is calculated by the software based on the sales tax once you save the product information. 4. Enter the linked products. You can link products to other products so that when one product is being purchased, the linked products are purchased with it. For example, when purchasing a laptop, you can easily order a mouse with it. Copyright 1999-2012 Basware Corporation. All rights reserved. 2

a. Click Add Link. The product search page opens. b. Search and select the product(s) you want to link. c. Click Add Linked Products. The product information page opens. d. Select product types for all linked products. 5. Click. If there is invalid data in the fields, you are shown a warning message at the top of the page. Make appropriate changes and save again. 1.2.2 Copying Product Information You can use existing products as templates for adding new products. 1. Click Products > Search Products 2. Select the product you want to use as a template. 3. Click in the toolbar. 4. To copy the product information, click in the toolbar. The information is copied to a new product page. 5. Edit the product information. For instructions, see Adding New Products. 6. To save the information, click. The Basic gross price is updated according to the new price. 1.2.3 Importing Products You can import products into Supplier Portal using Excel templates. 1. Click Downloads > Templates 2. To download the product list template, click next to the template. 3. Select the folder were you want to save the template and change file name if necessary. 4. Open the product list template in Excel. 5. Enter the product information and save the file on your local disk. Mandatory fields are marked in blue. 6. Click Products > Upload Products. Copyright 1999-2012 Basware Corporation. All rights reserved. 3

7. Click Upload. The Upload File dialog box opens. 8. Click Browse to locate the Excel file on your local disk and open it. 9. Click OK. The uploaded product list is opened for preview on the page. 10. You can view the uploaded product information and change it if necessary. You can also delete products. 11. When possible changes are completed, accept or reject the imported products: To accept the products, click. To reject the products, click. 1.3 Searching for Catalogs 1. Click Catalogs > Search Catalogs 2. Enter the search criteria you want the search to be based on: Catalog name Valid: the time frame the catalog is valid Customer: the customers that have approved your organization to be a supplier or supplier candidate are available in the drop-down list 3. Click in the toolbar. The catalogs matching the search criteria are listed below Catalogs 4. To edit a catalog, select it from the Catalogs list and click in the toolbar. The Catalog Information page opens. For more information on catalog information, see Adding Catalogs. 1.4 Adding Catalogs Catalogs can be added by entering the information manually, copying existing catalogs, or importing catalogs from Excel. 1.4.1 Adding New Catalogs 1. Add new catalog information by filling in the necessary information. Mandatory fields are marked with an asterisk (*). Copyright 1999-2012 Basware Corporation. All rights reserved. 4

Name: name of the product catalog. Valid: enter the starting and ending dates or click to select them from the calendar. Default currency: select the used currency from the drop-down list. Description: Enter a description of the catalog to the field. This description will be visible to the customers. Comments: Enter your comments to the field. This will be visible only to your supplier organization. 2. Click in the toolbar. The catalog information is saved, and Customer field and Products list become available. 3. Select which customer(s) this catalog is for. a. Click next to the Customer field. The Select Customers dialog box opens showing a list of the customers that have approved your organization to be a supplier or supplier candidate. b. Select a customer from the left and click the right-arrow to select it. c. Click OK. 4. Add products to the catalog. a. Click. The search criteria fields are displayed for searching products. b. Select the search criteria, and click in the toolbar. The products that match the search criteria are listed below Search Results. c. Select the products to be included in the catalog. d. To add products to the catalog, click. The Catalog Information page opens showing the selected products below Products. 5. If necessary, you can add custom pricing. With custom pricing you can, for example, add prices in different currencies, or set a campaign price for a limited time. a. Select a product from the Products list. The product information is shown on the right. b. To view the pricing information, select the Pricing tab. c. Click. A new row is inserted. d. Enter the net price, currency, price unit, and validity period. e. Click. 6. To save the catalog information, click in the toolbar. Copyright 1999-2012 Basware Corporation. All rights reserved. 5

You can export the catalog to Excel by clicking (Export to Excel) in the toolbar. You can open the file or save it to your computer. 1.4.2 Copying Catalog Information You can use existing catalogs as templates when you add new catalogs. 1. Click Catalogs > Search Catalogs 2. Select the catalog you want to use as a template. 3. Click in the toolbar. The catalog information is copied to a new catalog page. 4. Edit the catalog information as necessary. For more information on editing the catalog information, see Adding New Catalogs. 5. To save the catalog, click. 1.4.3 Importing Catalogs You can import catalogs into Supplier Portal using Excel templates. 1. Click Downloads > Templates 2. To download a catalog template, click next to the template. 3. Click. 4. Select the folder were you want to save the template and change the file name, if necessary. 5. Open the catalog template in Excel. 6. Enter the catalog header information and product information to separate sheets and save the file on your local disk. 7. Go to Upload Products page. 8. Click Upload. The Upload File dialog box opens. 9. Click Browse to locate the Excel file on your local disk and open it. 10. Click OK. The uploaded product catalog is opened for preview on the page. 11. In the preview you can view the uploaded catalog header and product information, and change the details and delete products, if necessary. 12. When possible changes are completed, accept or reject the catalog: To accept the catalog, click. Copyright 1999-2012 Basware Corporation. All rights reserved. 6

To reject the catalog, click. 1.5 Exporting Catalogs You can send a product catalog to customer's procurement system (for example Basware Purchase Management) and publish it for the selected customers. You can also export a product catalog to Excel. 1.5.1 Sending Catalogs to Customer's Procurement System 1. Click Catalogs > Search Catalogs 2. Search for the catalog that you want to export. For information on how to search for catalogs, see Searching for Catalogs. 3. select the catalog from the Catalogs list and click in the toolbar. The Catalog Information page opens. 4. Check the catalog information. You can view the customers that the catalog will be visible to in the Customers list. 5. Select the customers that the catalog will be visible to: a. Click next to the Customers field. The Select Customers dialog box opens. b. Select the customers from the left and use the arrow button to move them to the field on the right. c. Click OK. 6. To send the catalog, click (Send to Customer) in the toolbar. The catalog is sent to the customer's procurement system and published for the selected customers. 1.5.2 Exporting Catalogs to Excel 1. Click Catalogs > Search Catalogs 2. Search for the catalog that you want to export. For information on how to search for catalogs, see Searching for Catalogs. 3. select the catalog from the Catalogs list and click in the toolbar. The Catalog Information page opens. 4. Check the catalog information. 5. To export the catalog, click (Export to Excel) in the toolbar. The information from the catalog is exported to an Excel sheet. Copyright 1999-2012 Basware Corporation. All rights reserved. 7

Downloading User Guides You can download Supplier Portal user guides in PDF format to your computer. 1. Click Downloads > User Guides. 2. To download a guide, click next to the file name. The guide opens in Adobe Reader. Copyright 1999-2012 Basware Corporation. All rights reserved. 8

Contact Information If you cannot find the information you are looking for in this document, please contact the Basware HelpDesk. The HelpDesk personnel will assist you in using the application and send all suggestions for improvement related to the applications or documentation to the supplier of the system. To find the contact information of your local Basware HelpDesk, visit our website http:// www.basware.com/contact_us/pages/support.aspx. Copyright 1999-2012 Basware Corporation. All rights reserved. 9

Index A adding catalogs... 4 products... 1 C catalog information... 4 catalogs adding... 4 copying... 6 exporting... 7 importing... 6 searching... 4 copying catalog information... 6 product information... 3 D Downloading User guides... 8 E editing product information... 1 exporting catalogs to procurement system or Excel... 7 P procurement system exporting catalogs to... 7 product adding... 1 editing... 1 importing... 3 searching... 1 template... 3 viewing... 1 Copyright 1999-2012 Basware Corporation. All rights reserved. 10

product information copying... 3 products adding... 1 S searching for catalogs... 4 products... 1 U uploading products... 3 User guides Downloading... 8 V viewing products... 1 Copyright 1999-2012 Basware Corporation. All rights reserved. 11