Pallas Foods Supplier Portal - Microsoftceltrinoplatform.blob.core.windows.net/guides/pallas...Pallas Foods Supplier Portal User Guide Page 4 2. Registration (once-off) Registration

Pallas Foods Supplier

Portal

User Guide

Version 1.7

Pallas Foods Supplier Portal User Guide Page 1

Table of Contents SECTION 1: PALLAS FOODS SUPPLIER PORTAL FOR ADMINISTRATORS .................................. 3

1. Accessing the Pallas Foods Supplier Portal .............................................................. 3

2. Registration (once-off) ............................................................................................. 4

2.1 Email invitation .................................................................................................. 4

2.2 Linking to Celtrino Express & Completing Your Registration ............................. 5

2.3 Completing your company profile ..................................................................... 6

2.4 Grouping multiple company profiles ................................................................. 8

3. Alert Management ................................................................................................. 10

4. Manage My Colleagues .......................................................................................... 12

4.1 Register colleagues .......................................................................................... 12

4.2 Colleague permissions ..................................................................................... 12

5. Manage My Trading Relationships ........................................................................ 14

5.1 Invite Trading Partner ...................................................................................... 15

6. Change your log-in details ..................................................................................... 16

7. Resetting your password ....................................................................................... 17

8. Support Services .................................................................................................... 18

8.1 Business support (inline) .................................................................................. 18

8.2 Technical support (inline) ................................................................................ 18

SECTION 2: PALLAS FOODS SUPPLIER PORTAL FOR USERS .................................................... 19

9. Main User Interface ............................................................................................... 19

10. Receive New Documents ....................................................................................... 21

10.1 Viewing a received document ....................................................................... 21

10.2 Creating Order Responses ............................................................................. 24

10.3 Downloading a received document ............................................................... 26

Document History

Version Description Date Author QC

1.0 Initial Document 04/04/2013 MW

1.1 Document updated 15/04/2013 AH KH

1.2 Document updated 16/04/2013 AH

1.3 Document updated 10/05/2013 AH

1.4 Query management and document processing sections removed

15/05/2013 AH

1.5 Updated screenshots 16/05/2013 AH

1.6 Admin and User sections inserted 20/05/2013 AH

1.7 Order response statuses updated 27/05/2013 AH


Pallas Foods Supplier Portal User Guide.

This document has been produced by Celtrino for the exclusive use of the Pallas Foods supplier

community. All rights reserved.

©Celtrino 2013


SECTION 1: PALLAS FOODS SUPPLIER PORTAL FOR ADMINISTRATORS

1. Accessing the Pallas Foods Supplier Portal

It is very easy to begin paperless trading with Pallas Foods. You only need to access the Internet using a

web browser (e.g. Internet Explorer).

You will not normally need to download any software.

Internet Browser address:

pallas.platform.celtrino.com or http://pallas.platform.celtrino.com (see below, highlighted in red)

Don’t include “www.” as part of the internet address

It’s a good idea to add this address to your favourites

http://pallas.platform.celtrino.com/


2. Registration (once-off)

Registration is a once off process. It involves a number of steps.

The first time someone in your company is invited to register, there is a 4 step process. These steps are

1. Receipt of Email invitation

2. Linking to Registration screen

3. Completing your registration

4. Completing your company profile

If a colleague sends you an email invitation, there is a 3 step process. These steps are

1. Receipt of Email invitation

2. Linking to Registration screen

3. Completing your registration

2.1 Email invitation

For current trading partners of Pallas Foods

If you are a current trading partner of Pallas Foods you will receive a single email invitation asking you to

register as a user of Celtrino Express. This will arrive in your email inbox.

Open this email and click on the link provided (see note 4 in screenshot below).

The invitation email identifies the following:

1. You as the invited person

2. Your colleague that sent the invitation

3. Your company

4. The web link you click for registration on Celtrino Express

If you do not receive an email alert, your email spam detector may have intercepted

the email alert and classified it as spam. If this happens, you will find the email alert in

your spam folder. For correct future operation, you need to “tell” your email spam

detector to treat these email alerts as non-spam.


For New Trading Partners of Pallas Foods

If you are not a current Pallas Foods trading partner, you will receive two email invitations, the first of

which is described above. Open this email first and complete the registration process (outlined in section

2.2).

The second email contains a link to accept an invitation to start trading with Pallas Foods.

2.2 Linking to Celtrino Express & Completing Your Registration

After clicking on the link in the invitation email, you will be brought to the registration screen of Celtrino

Express. An example of this is shown in the screenshot below.

The registration screen identifies the following:

1. You as the invited person

2. Your company

3. Your email address

4. Your secret password (you choose it and change it as often as necessary)

5. Your answer to your preferred security question

To complete registration, you must do the following

a) Choose and enter your secret password.

b) Select the security question you prefer (there are 5 options)

c) Answer the security question

d) Click on the “Activate Registration” button


You are now ready to become an active user. Click the “Home” link to review received documents from

Pallas Foods.

2.3 Completing your company profile

If you are the Celtrino Express administrator for your company, you will be brought automatically to the

company profile screen (see screenshot below).

To complete your company profile, you must do the following

a) Check the details present and correct if necessary.

b) Fill-in the unanswered questions.

c) Click on the “Submit” button.

After clicking on the “Submit” button, you will receive the following confirmation: “Company profile

updated successfully” (highlighted in red below).

You are now ready to become an active user. Click the “Home” link to review received documents from

Pallas Foods.

You can amend your company profile as often as necessary simply by clicking on the

“Company Profile” link.



2.4 Grouping multiple company profiles

If you own or manage a number of companies that sell to Pallas Foods, you have 2 main configuration

options available to you:

1. Maintain different log-ins for each company. This is the default set-up.

2. Group all your companies together within a single log-in.

This section demonstrates the second option, grouping multiple company profiles with a single log-in.

Let’s assume that you own the following three companies:

1. Food Supplies Galway

2. Food Supplies Dublin

3. Food Supplies Limerick

When you are logged-in, you will be reminded of the company profile you are associated with by the

information on the top right hand side of the Celtrino Express screen (see “Food Supplies Galway” in the

red box of the screenshot below).

By clicking on the “Food Supplies Galway” link you will be brought to the “Manage User Companies”

screen where you can choose a different associated company profile (see below).

Select a company from the “My Companies” drop down list as shown below. Let’s assume you want to

switch to Food Supplies Dublin (see highlighted below).

The following section applies to users who own or manage two or more companies

that sell to Pallas Foods. If this does not apply to you, please continue to section 3,

“Alert Management”.


You then click on “Switch Company” button.

This will change your company profile to Food Supplies Dublin. From this point on, all the screens that

you click on will display information specific to Food Supplies Dublin.

Note that the company name that you are associated with has now changed to Food Supplies Dublin

(highlighted in red).

Note you can change the default company associated with your log-in account by clicking the “Make

Default” button (highlighted below). This will then be the first company you see the next time you log in

to Celtrino Express.

You can decide who within your organisation will have separate log-ins and who will

have single log-ins.


3. Alert Management

You can configure yourself and colleagues to receive email alerts for the following events

o When a document is received (e.g. an order)

o When a query response is received (e.g. a response from Pallas Foods to your earlier query)

o When an exception occurs

o When detailed document tracking is required

Click on the “Alert Management” link to configure when alerts should be sent (see screenshot below).

The Alert Management screen lists the “Events” that you can manage. These events are listed below (see

also expanded screenshot below):

On receipt of new document

On receipt of query (or query response)

On non-delivery of a document

On status change of document


The receipt of a new document event can also be filtered based on document type, e.g. Order, Order

Response, or Remittance etc.

Associated with each event are actions and attributes that you can control. These are listed below (see

also screenshot below):

Action

o No action

o Send Alert

o Send Alert With Document

When to send Alerts

o Immediately

o Once an hour with a listing of all new alerts

o Once a day with a listing of all new alerts

You configure the alerts to suit a user and then click the “Save” button. You can configure additional users

by selecting the required user and pressing the “Switch User” button.


4. Manage My Colleagues

Celtrino Express enables users to register colleagues and to set specific permissions according to their

assigned role. New users can be registered by clicking the “Manage My Colleagues” link (see below).

4.1 Register colleagues

The Register colleague link allows you to invite a colleague to participate as a user in Celtrino Express.

To invite a colleague, you need to complete the following steps:

a) Enter and confirm the “Email Address” of your colleague

b) Enter the “Real Name” of your colleague

c) Assign a role to your colleague

a. Administrator

b. Manager

c. User

d) Click on “Submit” button (this will send an email invitation to your colleague).

This is illustrated in the screenshot below.

4.2 Colleague permissions

Within the “Manage My Colleagues” page, users can also assign different colleague rights. These rights

are grouped by type, and are defined as:

Admin Permissions

Relationship Permissions

Management Permissions

Each invited colleague will have a status of “pending” until they have fully completed

the registration process.


The full list of permissions is detailed below:

Admin Permissions Relationship Permissions Management Permissions

Add New Colleague Add New Company View Invoices

Remove Company Add New Trading Partner Process Invoices

Remove Colleague Remove Trading Partner View Reports

Reset Passwords View Trading Relationships View Queries

Edit Company Profile

Grant Permissions

Roles can be changed and permission rights varied for refinement purposes as necessary.

Your permissions determine the extent to which the permissions of others can be varied.


5. Manage My Trading Relationships

When you log into Celtrino Express, some of your trading relationships may already be set up for you. To

add additional trading partners to your network, or to change a company’s document role status, click

the “Manage My Trading Partners” link – this will bring you to the page below.

The “Manage My Trading Partners” page consists of five sections:

1. “Trading Partner” drop-down list: Here you can view a list of all companies set up on Celtrino

Express.

2. “Pallas’s Role” drop-down list: This option allows you to choose between “Document

Originator”, “Document Recipient”, or “Both” as your company’s role in the trading relationship.

Document Originator: this option allows your company to send documents to the

selected trading partner

Document Recipient: this option allows your company to receive documents from the


Both: this option allows your company to send to and receive documents from the


3. Invite them to Celtrino Express: If you are unable to find a trading partner from the drop-down

list, you can invite the company to register and trade with you on the portal

4. Search Function: The search function enables you to find trading relationships with companies

who are either “Document Recipients” or “Document Originators”. Relationships can be filtered

according to six different statuses:

Pending: A requested trading relationship that hasn’t yet been approved by both parties.

Note: there is a related status called Pending (Requires Action) that indicates the current

user has an action to take for that trading relationship.

Disputed: A trading relationship that has been disputed by the requested company.

Live: An active trading relationship.

Ceased: A trading relationship that has been ceased by either party.

Cancelled: A trading relationship request that has been cancelled by the person that

requested the trading relationship.


Rejected: A requested trading relationship that has not been accepted by the person who

has been invited to the trading community

5. Trading Relationships Overview: This display allows you to view the role and status of each of

your trading relationships.

5.1 Invite Trading Partner

To start trading with a company not already registered on Celtrino Express, you can use the self-

service option to invite them yourself to your community. Clicking on the “Invite them to Celtrino

Express” brings you to the “Invite Trading Partner” page (see below).

This page is made up of three sections:

1. Trading Relationship: The default Target Community Group is Pallas Foods. If you join other

communities, these will be displayed here. The “Related Company” is your own company. “New

Company’s Role”, i.e., that of your trading partner, can be set to “Document Originator”, “Document

Recipient”, or “Both”.

2. Company Details: Here you can enter details about your new trading partner including trading name

(required), VAT number, ERP and Accounts package, and Account number, if known.

3. Nominated Company Administrator: In this section you can input who will be the Celtrino Express

administrator in your trading partner company.

Once you have entered all the relevant details, click “Send Invitation”. The person you have nominated as

administrator will then receive an email with a link to the portal asking them to register online. This email

invitation is displayed in section 2.1.


6. Change your log-in details

You access your log-in details by clicking on the “My Profile” link.

You can change your log-in details as frequently as you like.

1. Email address: The email address you use to log in to Celtrino Express.

2. Real Name: Enter your full name.

3. Phone Number: Your contact phone number (optional). Leave out any spaces or non-numeric

characters.

4. New Password/Confirm Password: Enter and confirm your new password (must be at least seven

characters long).

5. Security Question and Answer: Security question options are:

o Mother’s Maiden Name

o Favourite Childhood Friend

o Favourite City

o Favourite Pet

6. Existing password: Enter the password you use to log in to Celtrino Express.


7. Resetting your password

If you forget your password, it is easy to request a new one. Simply click on the “Forgotten Password”

link.

You then enter your email address and click on the “Submit” button (see screenshot below).

You then enter your answer to the Security Question and click on the “Submit” button (see screenshot

below).

You will then receive an immediate confirmation that “A password reset link has been emailed to your

account” (see screenshot below).

You will subsequently receive an email inviting you to click the link to create a new password (see

screenshot below).

This link will bring you to a screen where you can create a new password and confirm by clicking the

“Submit” button. You will then be fully able to participate as a Celtrino Express user.


8. Support Services

There are 3 different types of support available to you and these are listed below:

Business support

Technical support

8.1 Business support (inline)

Business support is provided by the Accounts Receivable team in Pallas Foods. The fastest and best way

to look for support is via the real time inline Query facility. You can query a specific document or raise a

general query. All queries are time stamped and grouped sequentially in an audit trail by category.

Business support can be linked to a specific document or can be independent of a specific document.

8.2 Technical support (inline)

Technical support is provided by the Customer Care team in Celtrino. The fastest and best way to look for

support is via the real time inline Query facility. All queries are time stamped and grouped sequentially in

an audit trail by category.

Technical support is not related to any specific document.

Technical support is accessed by clicking on the “click here” link for live chat with Celtrino technical support from any Celtrino Express screen (see example screenshot below).

You can then enter your query and click on the “Submit” button (see example screenshot below).

Please note that when requesting support from Celtrino technical support using live chat

o You can send requests at any time

o Celtrino technical support is Operating hours are

9:00 - 1:00, 2:00 - 5:30, Monday to Friday

o Celtrino technical support initial response target is 5 minutes.

o Celtrino technical support resolution response target is 1 hour.

Inline queries to Pallas Foods that relate to a specific document can be submitted via the

“View documents” link

Inline queries to Pallas Foods that are independent of a specific document can be

submitted via the “Manage My Trading Relationships” link.


SECTION 2: PALLAS FOODS SUPPLIER PORTAL FOR USERS

9. Main User Interface

When you log in to Celtrino Express, you are presented with the document history page which displays a

list of inbound and outbound documents. This page is divided into five sections (see below):

1. User and Company Admin Options

2. Document Admin Options

3. Search Options

4. Page navigation filters

5. Document History

1. User and Company Admin Options

Home From any page, return to the main Celtrino Express screen My Profile Edit your email, phone no. or password My Company Profile Edit your company’s contact details, VAT No., accounts package, etc. Manage my colleagues Add multiple users and assign them specific permissions Manage my trading relationships

Invite new and existing business partners to carry out transactions with your company on Celtrino Express

2. Document Admin Options

Process Once a document is reviewed and approved, its status can be changed to “Processed”

Alert Management Select what actions should be taken when documents are sent or received, as well as the frequency of these actions

Reports View which trading partners have completed the registration process, and get statistics on query response times

Trading Community This will be “Pallas Foods” by default. If you begin trading with other communities on Celtrino Express, you will be able to toggle between them using the drop-down menu

3. Search Options

Search for specific documents by filtering them by their Status, Start Date, End Date,


or by using a keyword

4. Document History

Direction Indicates if a document has been sent or received (In or Out) Trading partner The name of the trading Partner associated with the document Community Member Id The account number associated with a company in a particular community Platform Date The date that the document was created on Celtrino Express Document Status New: A document that hasn’t been viewed by the recipient

Read: A document that has been viewed at least once by the recipient Acknowledged: Orders that have had an acknowledgement message sent back to the supplier goes into the Acknowledged status Superseded: An order document goes into the Superseded state when a new order with the same number is received Processed: A document becomes processed when the recipient has reviewed it and is happy with its contents. This status isn’t particularly relevant to the Pallas Foods community Draft OR: An order response that has been created but not yet saved Changed: An order response that contains changes from the original order but which has not yet been submitted Sending Order: An order document does into the Sending status once the order response has been submitted Delivered OR: An order document goes into the Delivered OR status once the related order response has been received in Celtrino Express Sending C OR: An order response that contains changes from the original order and which has been submitted Delivered C OR: An order response that contains changes from the original order and which has been received in Celtrino Express

Document Type The type of the document, e.g. Order, Order Response, etc. Document Number The internal document field identifying the document, e.g. order number, etc. Document Date The internal document field indicating when the document was created Reference Document Number

This is can be the order number, remittance advice number, etc., that identifies the document

Reference Document Number 2

A document that is associated with another document may have its number displayed here, e.g. an order response created from an order

Payment Due Date The internal document field indicating when the document is due to be paid (largely used for Invoices)

Value Total The total value of the document (only relevant on certain documents) Document Detail Choose to view or download a specific document Query View who has responded to your queries and at what time


10. Receive New Documents

Normally you will be alerted by email when your company receives a new document from Pallas Foods

(see Alert Management).

Once you have logged in to Celtrino Express, you will be presented with a list of received documents.

Each document type has a set of attributes associated with it. Some of these attributes are determined by

Pallas Foods (e.g. for invoices: Payment due date, reference document type = purchase order number,

document Total Value).

You can use filters and sorting to control how documents are presented to you. Filter options are listed

below:

Status, e.g., “New”, “Read”, “Processed”, etc.

Start Date – include date and time

End Date – include date and time

Search – use your own search terms

New documents will have a status of “new”.

10.1 Viewing a received document

To view a particular document, click on the “View” link (see screenshot below for example).

By clicking on the View link, you will be brought to a new screen that displays the contents of the

document.

The following is an example of how a remittance advice document would look. You can search for specific

information, such as the Document No., by pressing Ctrl + F.


An order document will have the following format:

Each order document will display the following

1. Document Details

2. Buyer Details

3. Supplier Details

4. Shipping Details

5. Order Details

Once you have viewed or downloaded a document its status changes from “New” to

“Read”.


Order documents have the following additional options available:

Clicking the “Notice Memo” button will display the associated document as shown below.

Clicking the “Shipping Container Label” creates a label that can be printed and attached to the pallet or

pallets, as below.


10.2 Creating Order Responses

The “Create Order Response” button will create a new order response draft or allow the user to update

the current draft if one already exists.

To create an Order Response, you first need to check each of the boxes labelled 1 to 4 below.

1. Ship to: Confirm that the shipping address is correct

2. Shipping Method: Pallas Foods will specify their preferred shipping method

3. Terms and Conditions: Agree to any general terms and conditions that Pallas Foods will have

outlined with you

4. Special Terms: Agree to any terms related to this specific order

Once you have checked each box, you then click on “Create Order Response”, highlighted above. This

brings you to the “Order Response” page where you can update or confirm several elements of the order

line items.

The order response menu, shown below, allows the user to perform several actions on the order

response:

Pressing the “Save” button on the order response will save any changes to the order response

“Send” button sends the order response to Pallas Foods

“Print” a paper copy of the order response document for your own records

“Delete Order Response” allows the user to discard the current order response draft to create a

new one if any errors have been identified

To complete and send the Order Response form, there are five sections that you must first check and

confirm, which are highlighted below:


1. Agree with Line Product Information

2. Confirm Quantity

3. Check Unit Price

4. Agree with VAT Rate

5. Confirm Promised Delivery Date

There are a total of 10 possible line statuses that can be returned in the Order Response once you have

completed your review of Pallas Foods’ order. These are:

1. Accepted

2. DisputedProductAndVAT

3. DisputedProduct

4. DisputedVat

5. DisputedQty

6. DisputedPrice

7. DisputedQtyandPrice

8. DisputedVatandQty

9. DisputedVatandPrice

10. DisputedVatandQtyandPrice

You must first agree with the product description before you are allowed to interact

with the quantity and unit price fields. You can, however, agree or disagree with the

VAT rate regardless of whether you agree with the Product Description.

Below is an example of each product status code with the corresponding choice made by the supplier.

If an order has been changed, the Order Response document will display a

“Fulfilment” status, which will be set to “OrderChanged”.


10.3 Downloading a received document

You can download a document in its native format by clicking on the “Download” button while viewing a

document.

You can change the name of the file to suit your individual needs.

Your documents are automatically stored in Celtrino Express for 3 months. You can

arrange to extend this period for up to 6 years or more by contacting Celtrino.