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Document Ref. : Oracles iSupplier document Version Date No. of Pages (Incl. Cover) : 3.0 : Jan 17, 2010 : 68
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TABLE OF CONTENTS
1.0 Introduction ............................................................................................................................................4 Overview ..................................................................................................................................... 4 1.1 Overall Objectives ................................................................................................................. 5 2.0 Process Flow..........................................................................................................................................6 2.1 High Level Process Flow ....................................................................................................... 6 3.0 iSupplier Portal Overview .....................................................................................................................7 Overview ..................................................................................................................................... 7 3.1 Key benefits of the iSupplier portal ....................................................................................... 8 4.0 Registration Process .............................................................................................................................9 Overview ..................................................................................................................................... 9 4.1 Accessing the iSupplier portal ............................................................................................. 10 4.2 New Supplier Registration ................................................................................................... 11 5.0 iSupplier Portal Navigation................................................................................................................ 12 Overview ................................................................................................................................... 12 5.1 Login Screen ....................................................................................................................... 13 5.2 Portal tabs: .......................................................................................................................... 16 6.0 Managing Supplier Profile ................................................................................................................. 20 Overview ................................................................................................................................... 20 6.1 Supplier Details tab ............................................................................................................. 22 6.2 Address Book ...................................................................................................................... 23 6.3 Contact Directory................................................................................................................. 25 6.4 Business Classifications ...................................................................................................... 28 6.5 Viewing User Accounts ....................................................................................................... 30 7.0 Managing Orders ................................................................................................................................ 31 Overview ................................................................................................................................... 31 7.1 Viewing Purchase Orders ................................................................................................... 32 8.0 Managing Shipment Details............................................................................................................... 40 Overview ................................................................................................................................... 40 8.1 Creating Advance Shipment Notices (ASN) ....................................................................... 41 9.0 Invoice Processing ............................................................................................................................. 46 Overview ................................................................................................................................... 46 9.1 Submitting Invoices ............................................................................................................. 47 9.2 Viewing Invoice Information ................................................................................................ 56 9.3 Viewing Payment Information ............................................................................................. 57 9.4 Create a Credit Memo Invoice ............................................................................................ 59
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1.0 Introduction
Overview
Cricket Communications iSupplier Portal implementation is an initiative to drive a green and more efficient Accounts Payable process. The Oracle iSupplier Portal is a collaborative application that enables Cricket Communications and its suppliers to communicate with each other through a secure, selfservice web environment. It also enables suppliers to have real-time access to information regarding open orders, shipments, creation of invoices etc.
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This is only for New Supplier Registration, if you are an existing Supplier, Cricket will register you and only the new POs will be issued through iSupplier.
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Managing Shipments i.e. Advanced Shipment Notices (ASN) Self Invoicing and Payment inquiry Supplier Profile Management
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Once your Supplier account is created you should login and update your profile as described in Chapter 6.
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5.1.2.1 If you are an existing supplier and have forgotten your password, click on the Forgot your password? link. In the next screen (as shown below) enter your user name and then click Submit.
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5.1.2.2 Once you have submitted your reset password request, you will receive an email on your registered email address asking you to verify this password reset request by clicking either the Approve or Reject link.
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5.1.2.3 Once you Approve the reset, you will receive a new password through an email and you will then be able to log in. If you still have problems logging into the iSupplier portal, please email your issue to isupplier@cricketcommunications.com
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5.2.2 Click on the LPW POS Suppliers link to go to the next screen. This is the Home for your account. There are five tabs on the top right hand side, which we shall address in the following sections.
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5.2.3 General links: They help you navigate to each administrative function. Each of these links appears on each page top and bottom and they are above the 5 tabs. Home: Links back to the Navigate page Logout: Logoff of the portal. iSupplier automatically logs out after 15 minutes of inactivity, it is recommended to log out manually Help: Provides help for iSupplier
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5.2.4 Tabs: These tabs are also available on every screen and help to navigate to the various data screens 1. Home: Links back to the homepage 2. Orders: Links to Purchase Orders 3. Shipments: Create Advanced Shipping Notices (ASNs) 4. Invoice: Submit and View the status of invoices and payments 5. Admin: Update supplier contact information (detailed section later)
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5.2.5 Search: To be used to find a Purchase Order, Shipment, Invoice or Payment by selecting the appropriate item type from the drop down list, and typing in the document number in the search box. Click the Go button to initiate the search.
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Cricket administrators will review the details provided by you (the Supplier) and update the appropriate records in Crickets Procurement system. This also enables you to update your profile details as necessary. Please note that upon registration, you are required to update your contact information.
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1. Log in to the iSupplier portal as described earlier 2. Click on the Admin tab on the iSupplier homepage.
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To manage address book details: 1. On the Supplier Details page, click Address Book. You can select from a current list of addresses (if already added earlier) 2. On the Manage Address Book Details page, click Add (if you are adding a new site address).
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To add a contact: 1. On the Supplier Details page, click Contact Directory. The system displays your current list of contacts.
2. On the Contact Directory page, click Add 3. On the Add Contact page, complete the required fields 4. Click Apply (this is to ensure that we have the right contact associated with a location)
To link a contact to an address: 1. On the Contact Directory page, click the manage address details icon for the contact you would like to link 2. On the Manage Address Details page, select Addresses available to be linked to the contact
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3. Enter any address information to narrow your search, and then click the Go button. 4. Select the address or addresses to be linked to the contact and click Add Link to Contact.
To edit contact details: 1. On the Contact Directory page, click the Edit icon. 2. Make appropriate edits, and then click the Apply button.
To remove contact details: 1. On the Contact Directory page, click the Remove icon. 2. You will receive confirmation that your contact has been removed.
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Details
page,
click Business
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4. If you would like to undo any changes you have made before saving your information, click the Revert button 5. Click Save
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Once a PO is released, the registered users from your company will receive an Email notification in the below format:
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1. Next, you will need to log on to the iSupplier portal by entering your user name and password.
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3. You may view your open orders 4. Click on the PO Number to view details or click on the Orders tab to find your Purchase Order
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5. The screen below is shows how the PO detail screen will look. You may click on the Receipts to review the receipt status. We will address the Invoices and Payments in a chapter 9.
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7.1.1 Purchase Order header Information The header contains information applicable to the entire agreement, including: PO number Total value of PO Cricket information - you can click on the Cricket's name to view their contact information Order date-- the date the PO was last approved by Cricket Description-- could be the legacy PO number or any message the Cricket wishes to convey Organization from which the PO was issued. Payment Terms Carrier (clicking the carrier will take you to our website where you can download our routing guide) Freight Terms Bill-To Address
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7.1.2 Purchase Order line detail Information The line detail contains information applicable to the entire agreement, including: Line Attachments The Purchase Order line Attachments may be connected to any level of the PO. In general, you will find only QA clauses or PO Item text at the Line level. To view the attachments you click the Attachment icon. PO price for this item The status of the line or shipment. Could be: Cancelled: this line or shipment was cancelled from the PO Closed for Receiving: all items have been received Closed: all items have been received and invoiced Supplier Change Pending: you have requested a change but Cricket has not yet approved it. Extended price for the quantities ordered on all shipments under this specific line The shipment number of a delivery To view the attachments you click the Attachment icon. The quantities applicable to this shipment.
Price Status
Amount Shipment Attachments Quantity Ordered/ Received/Ca ncelled/ Billed Price Amount Promised Date Need by Date Ship to Location
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Unit price, shown at the line level only Extended price for the quantities ordered on that shipment the date when the goods should be delivered The date when Cricket requires the item(s). Where to ship the Item(s). You may click on this value to see the full address.
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Status
Reason
Note Supplier
The status of the line or shipment: Cancelled: this line or shipment was cancelled from the PO Closed for Receiving: all items have been received Closed: all items have been received and invoiced Supplier Change Pending: you have requested a change but Cricket has not yet approved it. When you request a change through the iSupplier portal, you must include a reason. . Requesting changes to the Purchase Order is not currently available to Cricket can enter free form notes here.
Requestor / This is the Cricket contact requesting the items on the PO. You Deliver To can click on the name to obtain contact information.
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(Please note that this is a future release and you do not need to populate this section till you are communicated)
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8.1.2 From the drop down list, select Shipment Due Any Time to see a list of all your PO lines then click the Go button.
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8.1.3 Here you may view all your PO lines that are due to ship.
8.1.4 Select the PO line you shipped then click Add to Shipment Notice
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8.1.5 Alternatively, you may click on Advanced Search and enter the PO you are looking for.
8.1.6 Select the PO and click on Add to Shipment Notice as described earlier.
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8.1.7 Enter the Quantity you are shipping and other fields as shown in the screen shot below. Please note that all fields are not mandatory so you may use your discretion. Click on the Shipment Header tab located at the bottom left hand corner of the screen.
8.1.8 In the mandatory field(s) marked with an *, enter the required value and click the Submit button. An email notification will be sent to the Cricket admin to acknowledge your advanced shipment notice.
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To submit an invoice: 1. Click the Invoice tab 2. The drop down under Search By gives you an option to retrieve your earlier saved invoice (this will be discussed later) 3. Click on the Create Standard Invoice tab to create your Invoice
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4. Enter the PO you want to invoice and click the Go button as shown in the screenshot below. You need to enter information in any ONE of the fields.
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5. Select the PO lines you wish to invoice as it appears at the bottom of the page, and click the Next button located at the bottom right corner of the page. You may click the Select All Lines as well.
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6. Enter the quantity you want to invoice. If Tax or Freight is applicable, enter the appropriate amounts for the invoice. The Taxable flag should be checked on if tax is entered on the invoice. After entering this information click Calculate , once the amount appears , click the Next button.
2 3
For lines with multiple quantities, please ensure that you enter ONLY the desired quantity which has to be invoiced. You may not be invoicing the whole PO at one time. Verify your totals against the invoice in your system.
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7. Enter the invoice number that applies to the selected PO, the Description and the Invoice date. Please note that you cannot create an invoice which has a past date nor can you have the same invoice number. Once you enter all required (*) information, click Next to verify your invoice before submission.
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8. Before you click Finish" verify the totals of the invoice against the invoice in your system.
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9. Your invoice is now submitted to Cricket Accounts Payable. Upon submission, please allow at least one hour for your invoice(s) to appear on the portal.
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To retrieve a saved invoice: 1. From the Invoices tab, search and select your saved invoice and click Go 2. Complete the invoice and click Submit
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You can view further payment or invoice details: Payments - Select a payment link, the Payment Detail page displays the details of the payment or select the invoices included in the payment. Invoices - Select an invoice link and the Payments page displays. There can be one or more invoice lines in the list depending on how many invoices were included in the payment. If you then select a specific invoice, the Invoice Summary page displays the details of that particular invoice.
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4. Enter the PO number as you would do while creating a standard invoice. Click Go and then select the PO you are creating the credit memo for and click Next.
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5. Check the lines that are taxable. 6. Enter the Quantity to Invoice (the quantity to invoice would be negative for credit memos), Tax and Freight information (if applicable) and click Next. Please ensure that you enter the Tax and Freight information exactly the way it was entered on the original Invoice.
1
Must be a negative number
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7. Enter the Invoice details and the description, click Next. After reviewing the information click Next.
8. Review your information and click the Finish button. Please verify the totals in the Portal against the total amount of the credit memo you are submitting.
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6. What happens if we chose to send paper invoices instead of going through iSupplier? Starting March 1st, 2010, Cricket will reject all paper invoices and require them to be submitted through the iSupplier Portal. For timely processing of your invoices, please ensure that you register yourself on iSupplier and start using it before the cutoff date. 7. What if we are unable to find a PO while trying to submit an invoice through iSupplier? You will not be able to submit the invoice if you do not have a PO and thus your payment may be delayed. The reason why you are not able to find a PO on iSupplier could be because of any of the following reasons: a. You were not issued a PO b. It is in the process of being approved/reapproved c. The PO belongs to a different business entity under your company. In order to have your invoices processed timely, please ensure that you have a PO before you deliver goods or services to Cricket. In the event you do not have a PO, please contact the respective Cricket department for which you delivered goods or services. Crickets iSupplier admin or Accounts Payable team will not be able to assist you if you do not have a PO. If you have multiple business entities, please ensure that you are logging under the correct one to view a PO. 8. What if our company has multiple entities? User ids and passwords will be created for each business entity of your company during the iSupplier registration process. POs will be issued according to the entity with which goods/services are ordered. Please ensure that while invoicing you must log in under the correct entity, else you will not be able to view the POs. 9. What if we need to add, delete or merge business entities for our company?
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Please notify the Crickets iSupplier admin team at isupplier@cricketcommunications.com if Cricket currently shows more entities than your company has. We will work to merge the different entities together as you have specified so all POs and invoices will reside on the correct entities. 10. What if we have issues submitting invoices through iSupplier? If you have any issues processing your invoices through iSupplier please write to us at: isupplier@cricketcommunications.com or call us at (858) 882-9635. However please ensure that you have a valid PO to reference. 11. When can we submit an invoice? You can submit an invoice once goods or services have been delivered or performed as long as the PO is opened and hasnt been fully invoiced. 12. Can we create an invoice with a different price to that of the initial PO? Invoices entered in iSupplier can only be enter with a specified quantity. If the price of the PO does not match the price you need to invoice you will have to request a purchase order change with the Cricket contact that issued you the original PO. There could be two possible scenarios where the invoice quantity doesnt match the PO quantity: 1. Invoice amount is less than PO amount: You can go ahead and submit your invoice and it will get approved. 2. Invoice amount is greater than PO amount: You have to ask your Cricket contact to get you a revised PO, so that you can submit your invoice against it. 13. Can we submit an invoice with a higher amount than PO but within the agreed tolerance limit (+/- 2%)? No, iSupplier doesnt allow an invoice greater than PO amount to be submitted.
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14. Why for few lines on PO, the price is appearing as $1, whereas the quantity as some large number? e.g. Price = $1 Quantity = 3000 This will occur when while creating a Purchase Order we switch the Price and Quantity. We call is Services as Amount Purchase Orders. This will be done when the final amount is uncertain and doesnt have a specific quantity. E.g. for services where the total hours worked are unknown till the job is complete or for Travel expenses which could be finalized only at the end of a travel. In such scenarios, please enter your final price in the quantity section. If your invoice total is higher than the PO total, please follow the PO amendment process. If it is lesser, then we will receive the lesser amount and thus the invoice will be processed to be paid. 15. Will we have the ability to print our invoices once we submit through iSupplier? Yes, you will have the ability print your final submission page. Once you click Finish to submit your invoice, you will notice another icon which says Printable Page, please click on that. 16. How can we attach documents related to an invoice through iSupplier? Once you enter your invoice number and Invoice description, on the same page you have an option to Add documents. It is not a mandatory field, however if as per your current process you are required to attach any document, please do so here. Even after attaching a document successfully, you will not be able to view it on iSupplier, however it will automatically get transferred to Crickets Accounts Payable core system. 17. Is it mandatory to attach documents while submitting an invoice? It is always helpful to attach supporting documents while submitting an invoice. Please attach relevant documents like time sheets, proof of delivery etc. while submitting your invoice.
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18. How do we submit a credit memo against a closed Purchase Order? Presently you cannot submit a credit memo on a closed PO through iSupplier. For that you have to continue to send us paper credit memos. Please note that paper credit memos will be accepted ONLY for CLOSED Purchase Orders. 19. How do we create an invoice against a Blanket PO? You can create an invoice only against a Blanket PO release, which will have a PO with a - E.g. 12345-1, 12345-2 etc. If you do not have a release number against a blanket PO, please get in touch with your Cricket contact. 20. What type of training material will be provided? This training document is designed to cover all the functionalities for iSupplier. You may store a copy of this. For convenience, we will post a copy of this document on Mycricket.com. However, please note that we may release updated versions of this document in later phases. 21. Do we need to register on iSupplier even if we are submitting invoices through Oracle Supplier Network? We recommend you still have access to iSupplier so you can view the status of your invoices and purchase orders. We will not be required to submit any invoices through the iSupplier Portal.