iSupplier Users Guide

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INFOPRINT ISUPPLIER PORTAL

SUPPLIER PREVIEW

InfoPrint Solutions Company

JUNE 14, 2010



iSupplier Portal – Supplier Preview

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Contents

1 What is the InfoPrint iSupplier portal? .................................................................................... 3

1.1 Introduction ........................................................................................................................... 3

1.2 iSupplier Overview ............................................................................................................... 4

1.3 Basic Business Needs ........................................................................................................... 4

2 Supplier Management ................................................................................................................ 5

2.1 Navigation and Searching ..................................................................................................... 5

2.2 Supplier Profile Management ............................................................................................. 10

3 Purchase Order Collaboration ................................................................................................ 12

3.1 Viewing Purchase Orders ................................................................................................... 12

3.2 Printing Purchase Orders .................................................................................................... 13

3.3 Acknowledging Purchase Orders ........................................................................................ 13

3.4 Change Requests and Change History ................................................................................ 13

3.5 Splitting Shipments ............................................................................................................. 14

3.6 Request Cancellations ......................................................................................................... 14

3.7 Agreements/Blanket Purchase Orders (BPAs) ................................................................... 14

3.8 Purchase Order Revision History........................................................................................ 14

4 Shipment Information .............................................................................................................. 15 4.1 Submit Advance Shipment Notices (ASN)......................................................................... 15

4.2 Uploading Advance Shipment Notices (ASN) ................................................................... 15

4.3 Viewing Overdue Receipts ................................................................................................. 15

4.4 Receiving Information ........................................................................................................ 16

5 Invoices and Payments ............................................................................................................. 17

5.1 Submitting Invoices ............................................................................................................ 17

5.2 View Payments ................................................................................................................... 18




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1 What is the InfoPrint iSupplier portal?

1.1 Introduction

In order to better serve your needs, InfoPrint Solutions Company is implementing a new way of

processing procure-to-pay transactions with our suppliers worldwide. The InfoPrint iSupplier Portal

is an Internet self-service tool, which gives you the ability to directly access information and enterbusiness transactions across the procure-to-pay life cycle.

How does iSupplier Portal benefit you as a supplier?

Easy-to-use interface in a self-service environment

Real-time access to procure-to-pay information 7 x 24 x 365

Easy access through a standard web browser

Information transparency across the procure-to-pay cycle, from the moment the purchase

order is available to the final payment

Single point of visibility for information across all of InfoPrint’s operating units

Ability to submit real-time shipment notices and generate invoices against purchase orders

Tight messaging integration through email notifications

Cycle time reduction

Ability to provide better customer service while working more efficiently

To assist you as you choose whether to transition to the new InfoPrint iSupplier Portal, this previewdocument outlines the benefits of this new tool, including an overview of the following business

processes:

Supplier Management

− Navigation and Searching

− Supplier Profile Management

Purchase Order Collaboration

− How to View and Acknowledge Purchase Orders

− Submit Purchase Order Change requests and split shipments.




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− View Agreements and Purchase Order Revision history

Shipment Information

− Submit Advance Shipment Notices (ASNs)

− View Overdue Receipts

− View Delivery and On Time performance.

Invoices and Payments

− Create Online Invoices

− View Payment Information

Training will be provided for the iSupplier portal website prior to InfoPrint Solutions disengaging

from the IBM infrastructure. During this training session, you will be provided the Username andPassword necessary to transition business with InfoPrint Solutions Company.

1.2 iSupplier Overview

The InfoPrint Solutions iSupplier Portal enables secure, self-service business transactions betweencompanies and their suppliers. It provides suppliers with the ability to use a standard Web browser

to directly manage business transactions and access secure information. As a supplier using the

InfoPrint iSupplier Portal, you can view and acknowledge purchase orders, submit change requests,

create advance shipment notices, view receipts, view invoices, view payments and create invoices.

1.3 Basic Business Needs

The InfoPrint iSupplier Portal enables InfoPrint to communicate key procure-to-pay information

with suppliers. It provides a collaborative platform for a buyer to manage relationships with their

global supply base. With InfoPrint iSupplier Portal:

• Suppliers can receive immediate notifications and respond to events in the purchasing andplanning process.

• Buyers and suppliers can collaborate on key business transactions while enabling the abilityto search, monitor, revise, and review.




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2 Supplier Management

The Supplier Management section provides information on basic navigation, the portal Home page,and supplier management activities such as maintaining your address information, contacts, business

classifications, and category information.

2.1 Navigation and Searching

This section includes information to help you learn how to navigate and search in the InfoPrintSolutions Portal after supplier user login. It also provides information on the portal Home page.

After you learn the basic techniques, you will be able to search for transaction information, and

respond accordingly.




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Logging on to the InfoPrint iSupplier Portal

When the link to iSupplier is clicked, the Logon Screen will display.

Upon logging in, you will see a list of responsibilities if more than one is assigned to you. However,if only one responsibility is assigned to you, you will be directly taken to the portal home page rather

than this screen.




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Using InfoPrint iSupplier Portal Home Page

After you login in to the InfoPrint iSupplier Portal and select a responsibility, the partner portalhome page displays. The home page provides a one-stop “dashboard” of current notifications as

well as current order and shipment information.

On the home page, you may also set user preferences, by clicking the Preferences link. This optionallows you to customize the following information:

• General - You can select your language, territory, time zone, client character encoding (thecharacter set that’s used in your page display), and accessibility features (such as screen

reader use).

• Notification - You can select how you want to receive your notifications (for example, in

HTML or plain text e-mail).

• Formatting - You can define your date format and number format.

• Password - You can reset or change your password.

Fig: Tabs and Search fields




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Tabs – The portal application provides tabs for easy navigation. For example, if you want to view

purchase order details, start by clicking the Orders tab, and then click Purchase Orders in the task bar

directly below the tabs.

Search - The Search field enables you to enter a document number and quickly find information

about:

• Purchase orders

• Shipments

• Invoices

• Payments




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Notifications, Orders at Glance, Shipments at Glance, and Quick Links

Notifications – Notifications are messages waiting for your review. Some notifications are view-

only, while other notifications require action. To view your notifications, click the linked subject to

open the Notification Details page. This page provides complete notification details, as well as theappropriate action button. After you select an action, the Notifications Summary page displays.

The Orders at a Glance section displays the five most recent purchase orders. Click a purchase order

number to view purchase order details.

The Shipments at a Glance section displays recent shipments. Click a shipment number to view a

list of your recent shipments.

To view a complete list of your Notifications, Orders at a Glance, or Shipments at a Glance, click

Full List button.

Quick Links – This section on the right side of the window displays a procure-to-pay flow through

the InfoPrint iSupplier Portal application. Click any link to go directly to the corresponding page.




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2.2 Supplier Profile Management

Supplier Profile Management enables you to manage key profile details used to establish or maintaina business relationship with InfoPrint Solutions Company. This profile information includes address

information, names of main contacts, business classifications, banking details, and categoryinformation about the goods and services you are able to provide to InfoPrint Solutions Company.

Buyer administrators will review the details you provide and use them to update the appropriate

records in InfoPrint’s purchasing transaction system.

Supplier Details

Suppliers can add company brochures, product catalogs and other documents as attachments under

Supplier Details.

Address Book

Using Supplier Profile Management, you can enter profile details such as address book information

online. You can create and modify the multiple addresses used in transactions with the buyingcompany (for example, purchasing locations, payment sites, and addresses for RFQs). You can

provide a comment for each address entry to describe how it is used. For example, you can enter an

address record and indicate that this is an address for a location from which goods or services maybe purchased. You can inactivate addresses that are obsolete, as well as view and update bank

account details associated with each address.

Contact Directory




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You can enter contact directory information online. You can create and modify information about

the multiple contacts in your organization who interact with the buying company (for example,people who respond to RFQs or involved in selling the company’s goods and services). After

entering the contact details, you can link the contacts to the appropriate address. As people movewithin your organization, you can also revise the address details for a contact. You can create

multiple contacts and link each one to as many addresses as needed. Each Contact Directory contactmust be unique based on first name, last name, and phone number. Contacts that are obsolete can be

removed.

Business Classifications

InfoPrint has established a list of business classifications they want to use to classify their supply

base. In some regions, these classifications are required by government regulations. You can claim

classifications that are appropriate to your business and add any required classification details.

Buyers can then audit your qualifications. Once you claim the appropriate classifications, buyeradministrators are notified so they can review the details.

Products and Services

InfoPrint Solutions Company will define product and service category sets that will be used to

categorize the supply base. You can browse the list of goods and services and select all that apply to

your business. InfoPrint can then use this information; for example to help generate supplierinvitation lists for RFQs or for reporting.

You can browse the hierarchy tree and select a parent category or child categories. When a parent is

selected, the buying company assumes that you can provide all the products or services in that

category. After you select the product and services categories that apply to your business, buyeradministrators are notified so they can review the details. You can update your selections at any

time.




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3 Purchase Order Collaboration

Within the InfoPrint iSupplier Portal, you can acknowledge purchase orders, make change requeststo purchase orders, split shipments, or cancel orders. You can also view supplier agreements and the

revision history of a purchasing document.

3.1 Viewing Purchase Orders

iSupplier Portal allows you to review all Open Orders as shown on the "Orders" tab. Specific viewsof open orders can be further defined by the drop down in the View field.

When you navigate to the View Purchase Orders page, the most recent 25 purchase orders are

displayed. Alternatively, you can view all orders that require acknowledgment, and all orders

pending supplier change. An advanced search is available to define your search even further. Youalso have the option to export the displayed data.

Fig: View Purchase Orders page




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You can also view receipts, invoices, and payments related to the selected order by clicking the

Receipts, Invoices or Payments in the Related Information section on the View Order Details page.

In addition to viewing purchase order details, you can submit acknowledgments to orders for whicha buyer has requested acknowledgment, as well as submit an electronic signature of approval to abuyer. You can view a history of change requests submitted, as well as a buyer’s response to each

change request.

3.2 Printing Purchase Orders

You can view and print Portable Document Format (PDF) versions of purchasing documents,

including blanket agreements. You can also print the contract terms or clauses that InfoPrint hasdefined.

3.3 Acknowledging Purchase Orders

When creating a purchase order, InfoPrint Solutions can request acknowledgment of the purchase

order. If so, you will receive a notification requiring your response. The purchase order may

include a date by which you need to acknowledge or sign it.

You acknowledge purchase orders to communicate to InfoPrint that you have received, reviewed the

details of, and accepted or rejected a purchase order. You can also communicate changes to thepurchase order during acknowledgment. You can either acknowledge the order online, or accept or

reject the order using the notification. The notification does not allow shipment level

acknowledgment, which must be entered online. When you respond, the purchase order is

automatically updated, and a notice is sent to the buyer.

You can submit acknowledgments for an entire order, or for individual shipments. For example, if you can fulfill only part of a purchase order, accept the shipments you can fulfill, and reject the

others. You can also communicate change requests during acknowledgment. For example, if you

cannot fulfill a shipment on the given date, but can fulfill it a few days later, you can communicate adate change request instead of rejecting the shipment line.

3.4 Change Requests and Change History

The InfoPrint iSupplier Portal enables you to request changes to purchase orders when modifications

are needed to fulfill an order. You can make changes during and after acknowledgment of the PO.

Whenever a change on a PO is accepted, by the buyer, a new revision of the PO is created.

The portal also enables you to view the history of change requests submitted on a document, and the

corresponding buyer response.




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3.5 Splitting Shipments

You can request to split a shipment. For example, if you can only partially ship the quantity ordered

for the given date, you can enter a split shipment change request. This request will let the buyerknow the number of items you can deliver and what date you will deliver them.

3.6 Request Cancellations

You can submit cancellation requests for an entire order or a particular shipment. You can also

submit changes and cancellations at the same time.

3.7 Agreements/Blanket Purchase Orders (BPAs)

Supplier agreements are purchase agreements you have made with InfoPrint Solutions Company.

On the Supplier Agreements page, you can review the details of those agreements, and thecorresponding releases (orders) that have been created for a particular agreement. For eachagreement, you can select to view the releases created to date for that agreement. You can export

details from any page.

3.8 Purchase Order Revision History

The Purchase Order Revision History page enables you to search for details on the revision

history of a purchase order. Using the search criteria, you can get a summarized list of purchaseorders that have been revised. You may choose to compare each revised PO to the original PO, the

previous PO, or last signed PO (if the revised PO has been signed). You can also view all changes

made to the PO.




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4 Shipment Information

The InfoPrint iSupplier Portal enables you to view your existing shipments. Using your shipmentsyou can create or cancel advance shipment notices. The system enables you to view other shipment

information such as delivery schedules.

Using shipping features, you can alert the buyer to upcoming shipments and expedite receipts andpayments. Shipping information details all of your shipping transactions. You can create or cancel

shipment notices as well as view shipment delivery schedules and overdue shipment receipts. The

shipping information section includes:

• Shipment Notices

• View Receipts

• View Returns

• View Overdue Receipts

• View Delivery and On Time performance

4.1 Submit Advance Shipment Notices (ASN)

The iSupplier Portal enables you to create advance shipment notices (ASNs) that alert the buying

company of upcoming shipments. This allows you to expedite receipts. Suppliers can createshipment notices online or use a spreadsheet to upload shipment notices.

When you enter an Advance Shipment Notice (ASN), you alert InfoPrint of upcoming shipment

deliveries. To create an ASN, select the purchase order shipments being shipped and provide theappropriate shipment details. The details that can be specified on an ASN include:

4.2 Uploading Advance Shipment Notices (ASN)

If you have a large volume of ASNs, you may create a spreadsheet containing shipment details and

upload it into the portal application. Using the spreadsheet template, you can create shipment

notices offline and then upload the file.

4.3 Viewing Overdue Receipts

The Overdue Receipts Results page enables you to view the details of past due purchase ordershipments. Click the PO number, Ship-To Location, and Buyer to view further detail.




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4.4 Receiving Information

Receiving information enables you to view your receipts, returns, and delivery performance. The

receiving information section includes:

Viewing Receipts

The Receipts Transactions page enables you to explore a historical view of all receipts that have

been recorded for your shipped goods. Click Receipt Number and PO Number to view further detail.

Viewing Returns

The Returns Summary page enables you to view the return history, the causes for goods returned

by InfoPrint, and inspection results of a shipment. The search summary results include basic

information along with details about the return, such as quantities and a reason for return. You mayclick Receipt Number and PO Number to view further detail.

Viewing On-Time Delivery Performance

The On-Time Performance page provides the delivery status of shipments you made against

purchase orders. You can view your performance for timeliness of deliveries. Click the PO Number

and Receipt Number to view further details. This list provides you with all the shipment detailswhich are ‘Late’, ‘Early’, ‘On Time’ with respect to the buyer ‘Need By Date’ or the ‘Promise Date’

of the supplier and the quantities received by InfoPrint.




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5 Invoices and Payments

5.1 Submitting Invoices

You can submit an invoice online to InfoPrint Solutions Company based on the purchase order lines

you have fulfilled. You need only identify those items shipped and enter a quantity. You can

invoice against open, approved, standard, or blanket purchase orders that are not fully billed. Youcan enter a credit memo against a fully billed purchase order (use negative quantity amounts to enter

a credit memo), as well as invoice against multiple purchase orders. However, the currency and

organization of all items on an invoice must be the same.

You can also partially complete an invoice, save it, and submit it later. After you submit an invoice,you cannot change the invoice. If you need to make adjustments to a submitted invoice, you can

create a credit memo against the same purchase order items to net out the invoice charges. Thepurchase order will then be available for a new invoice.




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5.2 View Payments

Supplier can search and view Payment details based on PO number, Payments dates and

Payment will be issued electronically to the banking institution you have defined.

Documents

iSupplier Users Guide