How to Use Taulia User Guide€œHOW TO USE TAULIA” USER GUIDE!! Accounts Payable Department TMS Accounting Division SOP # Revision # Implementation Date 5/2/16 Page # 1 of 30 Last

TOYOTA MOTOR SALES, USA, INC.

“HOW TO USE TAULIA”

USER GUIDE

Accounts Payable Department TMS Accounting Division

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Revision #

Implementation Date 5/2/16

Page # 1 of 30 Last Reviewed/Update Date SOP Owner Toyota Business Exchange Approval:

1

SOP Author Marc Steinfeld SOP Reviewer

HOW TO USE TAULIA’S TOYOTA BUSINESS EXCHANGE PORTAL

1. Purpose

Toyota has committed to provide early access to receivables in support of the White House conference to support access to cash for business. As a result and in conjunction with the One Toyota initiative, Toyota partnered with Taulia to implement a new supplier network in North America. The Toyota Business Exchange portal will save time and resources, not only for suppliers, but for Toyota as well. By using the portal, suppliers can improve their invoicing processes with Toyota, choose their payment terms, and opt for early payment of their invoices. Overall, this will reduce costs for both the supplier and Toyota. The purpose of this document is to provide instructions on how to use Taulia’s sponsored Toyota Business Exchange portal.

2. Scope

The scope of this document (“SOP”) impacts the below stakeholders:

Toyota Suppliers

3. Procedure Process Flow

Overview of the process flow for Supplier activity


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PROCESS FLOWCHART (Click triangle to expand)

Toyota Business Exchange Flowchart

CAS

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PLAN

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CR

EATE

IN

VOIC

ESM

Y IN

VOIC

ESM

Y PA

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TSEA

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When a new PO is created, an email is sent to the user

Log into the Toyota Business Exchange hosted

by Taulia

Click on the “MY PO’s” Quick

Access link or “My Purchase Orders”

ribbon

You can create an invoice using the process above if you are viewing

the PO

Without viewing the PO, click the “Create Invoice” Quick Link or the “Invoice” ribbon

The most recent PO’s will appear.If the PO does not

appear, search for the PO

To view invoice status, click on “My Invoices”

Quick Link or the “Invoice” ribbon

The most recent invoices will

appear. If it does not appear, search

for the invoice

The “Status” field will show the

invoice’s status

When a payment is made, an email

is sent to the Requestor

The most recent payments will

appear. If it does not appear, search

for the payment

For Net 45 Suppliers, the Early Payment

Option is available

Suppliers will receive an email if there is an Early Payment Option

The Home page will show Early

Payment invoices or select the “My Invoices” ribbon

Allows Supplier to analyze Early

Payment Requests to manage cashflow

The most recent PO’s will appear.If the PO does not

appear, search for the PO

If you want to view the PO, click on the PO number

Create an invoice by clicking “Create

Invoice” under Actions

When viewing the PO, you can

create an invoice by clicking “Create

Invoice”

Create an invoice by clicking “Create

Invoice” under Actions

Complete the invoice information (Invoice #, Dates,

Quantity, Item Tax)

Add Tax, Shipping, Handling, Misc or any attachments

as necessary

Delete any line items you are not

invoicingSubmit and

confirm Invoice

If the invoice was rejected by

Toyota, an email will be sent to the

Requestor.

The Requestor can hover over the Rejected status to

find out why

To view invoice status, click on “My Payments” Quick Link or the

“Payments” ribbon

View payment details by clicking

the “Payment Ref” # or download it under Actions

View the Invoice by clicking on the invoice number, if

necessary

Click on the invoice and

choose “Pay Me Early”

Select the payment date you

want and click “Submit”

There is an option to select an Early Payment for all

future invoices, if desired

To use, click on “Cash Planner” Quick Link or the “Cash Planner”

ribbon

Choose amount of cash desired and date desired. Run “Cash Planner”

The system will select the

available invoices that will meet the

requirements

Make any changes, as

desired to choose other invoices

Review the Summary

Select “Pay Me Early” and confirm

request

4. Prerequisites

• To complete the task, the supplier must have been activated on the Taulia Supplier Network.

HOW TO ACTIVATE ON THE TAULIA SUPPLIER NETWORK (Click triangle to expand) • An email will be sent from Toyota inviting your to activate your account.


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• Your Activation Code should be filled out by the system. Click “Continue”

• Complete the profile information and establish a password. Click “Activate Your Account”


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• You are now active. You will receive an email confirming your enrollment.

• If you merged the Toyota profile with your existing Taulia profile, you will receive a confirmation.


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• If your company has not been activated, please contact the Toyota Business Exchange at [email protected]

• If your company has been activated, then please contact your company’s representative (typically the Accounts Receivable Manager) as they can add users to the portal under “Settings” the “User Manager” on the Home page.

• From here, the administrator can add as many users as required. In the Create New User

screen, add the new user Email, First Name, Last Name and choose Role (see list of roles below this page). Click “Create User”


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The table below lists the rights associated with each user role:

• An email will be sent to the new user inviting them to enroll in the portal. Note - If you need to Resend Invite, Deactivate User or Reactivate User you can do so under the

Actions column by selecting . Please note that you can only delete a user if the status is showing "Pending Setup by User".


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Remember: - If the current account administrator is not active, please contact Taulia Support at

[email protected]

- Users cannot be deleted. They can only be deactivated by the Administrator.

- Each user will need to manage their own email notifications under Settings > My Email Settings.

5. Responsibilities

The primary responsibility of the Toyota Business Exchange is the AP Department. The main Point of Contact for TMS, TMNA, TFS or TLS related Taulia questions is [email protected]. For TEMA related Taulia questions contact [email protected]. For Taulia related questions contact [email protected].

6. Procedure

The steps below can be performed for the following Taulia processes:


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• Log into the Toyota Business Exchange supported by Taulia.

• When the user logs on they have a number of options either by clicking the Quick Access icon or choosing one of the tabs on top ribbon:

o My POs – Review POs o Create Invoices – Create Invoices from POs o My Invoice – View Invoice Status o My Payments – View Payments o Cash Planner (for suppliers with terms of Net 45) – Manage Cash Flow


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MY PO’S -‐ TO VIEW PURCHASE ORDERS (Click triangle to expand) • When a new PO is issued an email is sent to the users:

• There are several ways to view your Purchase Orders: - From the Homepage, select the "My POs" Quick Link - From any location, select "Purchase Orders” then “My Purchase Orders" on the

ribbon at the top


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• The most recent purchase orders will appear.

• If the Purchase Order you want is not visible, search for the Purchase Order by entering the PO Number and PO Status (if you want a specific status from the dropdown menu) and click Find Purchase Order


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• When you locate the purchase order, you have several options:

a) You can create an invoice by clicking the symbol under Actions then Create Invoice

o An invoice form will appear. See the “Create Invoice – To create an Invoice from a Purchase Order” section for details on how to complete the invoice. An invoice may only be created against a single PO.


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b) You can view the Purchase Order by clicking on the Purchase Order number

• A system generated version of the invoice will appear. This is not the official Purchase Order, but a representative version.


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• You can either create an invoice by clicking Create Invoice or download a copy of the invoice by clicking View PO. See the “Create Invoice – To create an Invoice from a Purchase Order” section for details on how to complete the invoice.

o The PO can be downloaded into various formats. Choose the format you want and click Download


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CREATE INVOICE -‐ TO CREATE AN INVOICE FROM A PURCHASE ORDER (Click to expand) • There are several ways to create an invoice from a Purchase Order: - From the Homepage, select the "Create Invoice" Quick Link - From any location, select "Invoices” then “Create Invoices" on the ribbon at the top

• If the Purchase Order is not visible, search for the Purchase Order by entering PO Number in the Create Invoice screen and click Find Purchase Order


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• If the Purchase Order is visible, click Create Invoice. An invoice may only be created against a single PO.

• A partially completed invoice will appear. The supplier should fill out the invoice information as indicated below.


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• INVOICE INFORMATION - Fill out invoice creation fields: - Add Invoice Number (mandatory) DO NOT use special characters or spaces - Add Invoice Date (mandatory) - Add Supply Date (not mandatory) - Currency (system populated based on PO) - Purchase Order (click on link to bring up a version of the PO) - Payment Terms (system populated based on PO) - Payment Due Date (system populated based on terms) - Add Requester (name of the Toyota business contact - not available on PO-based

invoices) - PO Revision Number (not mandatory – will auto populate if PO revised) - Customer Tax ID / Tax Type (not mandatory)


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• LINE ITEMS - Fill in the line item details for the invoice. Note that you cannot invoice PO line items with zero value. Select the "X" to remove the line item.

- Description (automatically pulled from the PO) - Unit (automatically pulled from the PO) - Edit Quantity (edit the Quantity that you are invoicing, if needed) NOTE: Negative

amounts are not allowed. You must create a Credit Note for credits. When creating a Credit Note, the amounts will still be positive numbers, but will act as credits when applied.

- Unit Price (not editable, you will invoice the line amount using the Quantity field) - Add Tax (can be added on a per-line basis either by percentage or amount) - Add State (for each line where tax was added, the state must be completed)


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• Additional Items: - Add any Additional Items, such as Misc, Shipping or Handling charges (if applicable) by

selecting the item in the dropdown box and click Add.

- Enter the Amount (if adding Misc, Shipping, Handling). - Change Tax Type to Other - Add Tax amount by either a specific dollar amount or percentage (if applicable) - Add a Comment (special instructions, if any), - Click Upload Attachment to upload any supporting documentation (if required).

Acceptable formats are: PDF, TIFF, DOC/DOCX, XLS/XLSX, MSG, RTF, HTM, and JPG.

• Those suppliers who selected the “Net 45” terms will have a Pay Me Early Option box. If the supplier would like the invoice paid as soon as it is approved, they can click the “Yes, I want to be paid early for this invoice…” box. This will only apply to this one invoice.


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• Once the invoice has been completed, click Submit Invoice.

• A pop-up will appear to confirm submission of the invoice. Click Submit this Invoice.

• Once submitted, a confirmation will appear showing the invoice was submitted successfully.

• If you determine that you made a mistake, you have 30 seconds to click Undo Submission which will take you back to the invoice. Correct the error and re-submit.

• The invoice will be routed to Toyota to be approved. Once approved, they invoice will pay in accordance with the payment terms that have been established.


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MY INVOICES -‐ TO REVIEW STATUS OF MY INVOICES (Click triangle to expand) • There are two ways to review your invoices: - From the Homepage, select the "My Invoices" Quick Link - From any location, select "Invoices” then “My Invoices" on the ribbon at the top

• To locate the invoice, enter the invoice number in the Invoice Number field and click Search


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• When you find the invoice, the Status field will provide information on the status.

Below are the possible invoice statuses:

• Submitting - an invoice is in the submission process to Toyota

• In process – means the invoice is in the review process and needs to be approved by Toyota

• Approved - the invoice has been approved and is ready for payment based on the due date and payment terms.

• Paid - the invoice has been paid. The payment reference is linked

• Rejected – the invoice has been permanently rejected and will need to be resubmitted. If you hover over the word “Rejected”, the reason for the rejection will appear.

• Draft - the invoice was created, but NOT submitted

• Early Payment Available - the invoice is approved for payment and is eligible to be paid early in exchange for a discount

• Void - the invoice has been voided in your customer's AP system and must be resubmitted.

• Ready For Payment –

• On Hold – Payment hasn’t paid and company has a dispute and will not pay.


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• When an invoice is rejected, the user will receive an email

MY PAYMENTS – TO VIEW PAYMENTS THAT HAVE BEEN MADE (Click to expand) • When a payment is made an email will be sent to the user:


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• There are two ways a supplier can review the payments that have been made to them: - From the Homepage, select the "My Payments" Quick Link - From any location, select "Payments” on the ribbon at the top

• The application will bring up the recent payments that were made. It will show the Payment Reference number, Pay Date, Payment Method, Check Number, Discount Amount and Payment Amount.


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• To locate a specific payments enter the Payment Reference number or Invoice Number and click Search.

• Details about the payment can be viewed in two ways:

a) Click the symbol under Actions then Download

o The payment detail can be downloaded into various formats. Choose the format you want and click Download

b) Click on the Payment Reference number


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• The payment detail will show all of the invoices that were included in the payment.

• To review the invoice, click on the Invoice number

• A copy of the invoice will appear.


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• Click on Detailed Status for more information.

EARLY PAYMENT OPTION (FOR NET 45 SUPPLIERS) (Click triangle to expand) For most payment terms, an approved invoice will be paid ASAP. The exception is with the Net 45 suppliers. Fortunately, those suppliers who choose the Net 45 terms will still have the ability to opt for an early payment option in exchange for a pro-rated discount. • When an Early Payment Option is available, the user will receive an email notification:


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• There are three ways to select an early payment: a) Early Payment offers will appear when the user logs in. From the Homepage, select the

"My Offers" on an approved invoice.

b) From My Invoices, select "Pay Me Early”


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c) Click on any invoice and choose "Pay Me Early” at the top.

• Select the date you want to get paid from the calendar. The calendar will block out the unavailable days or days when the payment cycle is not run. The discount rate and amount will be shown when you select the date. The date you select is the payment release date, NOT the day the payment arrives in your bank account. Click Submit.


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• Once the early payment option is invoked for an invoice, the system will ask if you want to Enable Cashflow and get paid early on all future invoices.

• Once submitted, the user will receive an email:


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• You can enable or disable CashFlow at any time by following the steps below:

- From the homepage, go to Settings then Profile - Scroll to the bottom of the page - Change CashFlow - Automatically Accept Early Payments to Enabled or Disabled

- Select Save Profile to your changes • You can also use the Cash Planner function to select multiple invoices for early payment

to help with Cash Flow. See “CASH PLANNER – ‘What If’ Scenarios to Manage Cash Flow” for instructions.

CASH PLANNER – ‘WHAT IF’ SCENARIOS TO MANAGE CASH FLOW (Click to

expand) • Use the Cash Planner to analyze early request scenarios to manage cashflow and request a

bulk amount of approved invoices for early payment!

• There are two ways to access the Cash Planner: - From the Homepage, select the "Cash Planner" Quick Link - From any location, select "Cash Planner” on the ribbon at the top


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• Fill in the following details

- When do you want the cash? Pick an available payment date. (This is the date the money will be in your account if you are on ACH or the date the check will be issued if not on ACH.)

- How much do you need? Enter amount needed - Exclude invoices already due by the selected date? Select to exclude invoices due by

the date you selected

• Click Run Cash Planner • The Cash Planner query will display a search result of up to 750 invoices containing Early

Payment offers. The amount of invoices in the search results depends on how many invoices are available for early payment on the date you selected.

• The system will select a group of invoices that comes closest to the amount you selected. You

can choose to select other invoices you want to get paid early on by selecting or unselecting the box.


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• The Summary will show you the total and early payment information.

• Review the early payment Summary and if everything is acceptable, click "Pay Me Early"

• Select "Yes, send request" to confirm submission.


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7. Definitions

1. PO – Purchase Orders – An approval by Toyota for the Supplier to provide goods or services.

2. Invoice – A bill to Toyota for the goods or services provided by the Supplier. 3. Net 45 Suppliers – Toyota offers various payment terms. Net 45 Suppliers are those

vendors who have chosen the payment terms of Net 45 (meaning Toyota will pay the Supplier the full invoice amount in 45 days.)

4. Early Payment Discount – Suppliers agree to be paid early on an invoice in exchange for a discount.

Documents

How to Use Taulia User Guide€œHOW TO USE TAULIA” USER GUIDE!! Accounts Payable Department TMS Accounting Division SOP # Revision # Implementation Date 5/2/16 Page # 1 of 30 Last