QUICK REFERENCE GUIDE

E-ordering and e-invoicing through OB10 portal

Content

I. Introduction to OB10

II. How to see/follow incoming Purchase Orders

III. How to create/submit an invoice from a PO

IV. Reporting (invoice status)

I. Introduction - OB10 Registration

I. Introduction - OB10 Registration (2)

WWW.OB10.COM/GSKBiologicals Go to Website

Web form registration (online)

Integrated Solution registration (via email)

Click on “here”

Click the button to complete the registration for Web Form

Available OB10 account numbers for GSK Biologicals – Vaccines

I. Introduction - Home Page

I. Introduction - How to access the OB10 Portal

WWW.OB10.COM/GSKBiologicals

Click on “LOGIN”

Enter your email and click on Login

Enter your passwordClick on Login

Enter your memorable wordEnter the selected letters of your memorable word.

Click on continue

Content

I. Introduction to OB10

II. How to see/follow incoming Purchase Orders

III. How to create/submit an invoice from a PO

IV. Reporting (invoice status)

II. How to see/follow incoming Purchase Orders

Etapes du processus • PO Delivery - online efficiency• You receive Purchase Orders electronically from GSK Vaccines.

You can view or download your PO - or simply 'convert' into your tax compliant invoice.

• PO Convert - for quick, reliable invoices• Save time and effort by simply converting your PO directly into

an invoice. Creating your invoice this way requires minimal additional data to be entered. You simply accept your PO and Convert. This enables your customer to quickly match the invoice to the PO, which speeds up the payment process.

II. How to see/follow incoming Purchase Orders

Go TO “MY PO’s”In the menu or via the shortcut.

MY PO’S

1. PO summary:

Shows the statistic about received PO’s. You can immediately see if any new PO arrived

2. Selection for Active PO listed below:

• Selection by customer

• Selection by PO number

• Selection by Status• Selection by PO

date range

3. Active PO

List of PO’s corresponding to the selection criteria with information (PO number, date, status, number of line, number of invoice already submitted…)

Validation (to create invoices, PO must first be accepted)See the detail of the PO and convert it in invoiceDisplay the PO in PDF format

Content

I. Introduction to OB10

II. How to see/follow incoming Purchase Orders

III. How to create/submit an invoice from a PO

IV. Reporting (invoice status)

III. How to create/submit an invoice from a PO PO List

From PO list: 1. Go to the PO detail2. Accept the PO3. Convert the PO

Initial Screen

• Enter Invoice NumberRemark: ( GSK will only use the last 16 characters if field length is more than 16 characters long.)

• Select item(s) to be invoiced

• Adapt quantity• Possible to adapt

price• Select relevant VAT

rate

• Create Invoice

• Check data and confirm

III. How to create/submit an invoice from a PO Header

Initial Header data

• Enter you details if necessary

• Enter detail of your contact at GSK if necessary

• Enter invoice header detail

• Document type: invoice or credit note

• Invoice date (default = current date)

• Tax point date : reference date for Tax reporting

• Currency (defaulted)

• PO number: coming from PO conversion. Never change it

III. How to create/submit an invoice from a PO Items

Item from PO conversion Item data• Check item data coming

from PO conversion• It is here possible to

change the invoice item via the ‘change ‘button’

• It is also possible to add an item via the button

• Item not foreseen in the PO: transportation costs,…

Change item Change Item data• Check item data coming

from PO conversion

• Via It is possible to add discount/surcharge related to the item or additional information

Caution: never change PO number or PO item number

• When finished, save your item changes

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New item – special lines New Item data• Select item type• Enter detail data

• Description• Quantity• Price• Tax rate

When finished, save your item changes

New item – Goods/services lines Change Item data• In addition, you have to

specify the product description and unit

• Via It is possible to add discount/surcharge related to the item or additional informationCaution: • Please enter PO item

number• PO number will be taken

from header

• When finished, save your item changes

ter

quater

III. How to create/submit an invoice from a PO Items

Additional information – Attachment Attachment• It is possible to attach

documents to an invoice (before submitting)

• Use the “select” button

Select file Select file(s) to attachIt is possible to attach documents (only PDF format)

File is attached

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III. How to create/submit an invoice from a PO Attachments

Summary Final action• Summary of the invoice is

displayed• Actions

• Save (not submitted)

• Preview: • Send: save and sent

to GSK

Preview PreviewVisual summary of the entered invoice

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III. How to create/submit an invoice from a PO Summary

III. How to create/submit an invoice from a PO Save/send

Save as template Save as template• Possibility to use it as

reference for future invoices

• Enter a template name

• Save

Save SavePossibility to change it afterwards

Send SendInvoice is sent to GSK• No possibility to change

it anymore• Follow delivery via

invoice status

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III. How to create/submit an invoice from a PO Change saved invoice not yet sent

Access your saved invoices Access via: Invoicing > Create Invoice• Possibility to use it as

reference for future invoices

• Enter a template name

• Save

List In addition to the “create invoice” function, the list of saved invoice dill be displayed.You have the choice:• Delete the invoice• Change the invoice

Change the invoice• Please refer to the invoice creation function• Possibility to save/send

Content

I. Introduction to OB10

II. How to see/follow incoming Purchase Orders

III. How to create/submit an invoice from a PO

IV. Reporting (invoice status)

IV. Reporting - Invoice Status

Etapes du processus

SENTYour invoice is waiting to be processed.

ACCEPTEDOB10 has processed your invoice and it has passed validation.

DELIVEREDOB10 has made your invoice available for collection by GSK Biologicals.

RECEIVEDGSK Biologicals has collected your invoice and entered it into their system.

APPROVEDGSK Biologicals has approved payment of your invoice

PAIDGSK Biologicals has paid your invoiceThe payment date indicates when payment is made

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IV. Reporting - Invoice Status (2)

Etapes du processus

If your invoice fails to reach the next step then it will be one of the following states:

Failed OB10 attempted to process your invoice but it failed to pass our validation checks.

Exception GSK Biologicals has indicated that there may be a problem with this invoice and is investigating.

IV. Reporting - Invoice Status – follow up

Reporting Invoice Submitted Follow status for several invoices

Invoices

• Selection for Submitted Invoices listed below:

• Selection by customer

• Selection by Date• Selection by Status

• Select to execute the report

• Note: it is possible to export the result of this report to Excel

IV. Reporting - Invoice Status – follow up

Reporting Invoice Submitted Follow status for several invoices• Several information

fields are displayed:• Invoice date• Invoice number• Invoice status• Amount(s)• PO• Payment date• Comment for the

status

Click on Invoice Number Display Invoice in PDF

Click on Status Display the due date

Annexes

ANNEXES

V. Invoice Status – follow up

Invoicing Invoice Status Follow status for several invoices

Summary• Chart to summarize• Period selection

V. Invoice Status – follow up (2)

Invoice List Follow status for several invoices• List of invoices with

respective status

• Click on View Detail To have the detail according to the status.

In Error: Failed, Exception

With OB10: Sent, Accepted

With the buyer: Delivered, Received, Approved, Paid

• List of invoices grouped according to their situation

V. Invoice Status – follow up (3)

Detail - Failed Status detail• Invalid, Closed or Missing

Purchase Order: shouldn’t occur when using the PO Convert

• Status date: date of the last status update

Actions

Raise a ticket to OB10 support service

Invoice is reactivated and available for correction/resubmission Refer to the “change saved invoice” slideArchive the invoice (saved but not changeable)

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V. Invoice Status – follow up (3)

Detail - Exception

• Waiting for approval: no action from your side• Request Credit Note: send credit note• Missing/Invalid PO:

Status detail• Comment: describe the

reason for the exception• Status date: date of the

last status update

Detail - Received Status detail• Comment: possible

additional comment on the status at GSK Biologicals

• Status date: date of the last status update

V. Invoice Status – follow up (3)

Detail - Approved

Actions: only archiving is possible

Status detail• Status date: date of the

last status update• Due date: expected

payment date

Detail - Paid

Actions: only archiving is possible

Status detail• Status date: date of the

last status update• Payment date: date on

which payment was made

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V. Invoice Status – follow up (4)

Individual follow-up Individual follow-upEnter invoice number Click on “Find” button

Detail Individual Invoice• Invoice summary• Attachments• Status (see preceding

pages)