External MyVP. Table of Contents

Transcription

1 External MyVP Table f Cntents Xenrll Prcess:... 3 Passwrd Reset prcess:... 5 Frgt passwrd:... 6 Lgging In... 8 Hme screen:... 9 Manage Vendr number:... 9 Add Vendr Number: Remving a Vendr: Vendr Number Selectin: View Invices: Search by Date: Filtering yur search: View Invice Image: View Invice Details: Create New Ticket in Invice Details View Payment Dcument Details: Create New Ticket in Payment Details: Srt/Pin/Hide Clumns: Exprt Data: Exprt All Data: Exprt Visible Data: View EPayables: Search by Date: Filtering yur search: Srt/Pin/Hide Clumns: View Invice Details Create New Ticket in Invice Details

2 View Payment Dcument Details: Create New Ticket in Payment Details: View PO Number: Filtering yur search: Srt/Pin/Hide Clumns: View PO Details Create New Ticket in PO Details View Payments: Search by Date: Filtering yur search: Srt/Pin/Hide Clumns: View Payment Details Create New Ticket in Payment Dc Details View Cnsignments: Search by Date: Filtering yur search: Srt/Pin/Hide Clumns: View Cnsignment Invice Details Create New Ticket in Cnsignment Details Create ServiceNw Tickets: View ServiceNw Tickets: Filtering yur search: Srt/Pin/Hide Clumns: View Open Tickets Create New Ticket in View ServiceNw Tickets View Clsed Tickets Srt/Pin/Hide Clumns: Srt Clumns: Pin Clumns: Hide Clumns: Clear Multiple Filters: Errr Messages Lgging Out:

3 FAQ s: Glssary: Step 1: Lg int prtal, enter infrmatin & submit Step 2: Yu will receive an . Call phne number in t get a temprary passwrd Step 3: Lg int MyVP using temp passcde & reset passcde Step 1 Xenrll Prcess: In rder t btain yur lgin credentials and access t MyVP, please fllw the prcess belw. Lgn t prtal: Click n the drp dwn beside Select A Prtal t Enrll fr & chse xapps1-myvp. Click Select Enter yur Basic User Infrmatin (Name, Address, Cmpany, , Phne, Shared Secret Hint & Shared Secret Answer), n sectin 3. This will als have t be prvided n the next step t the Help Desk. 3

4 Red * are mandatry fields On sectin 4, enter the answer t the questin in the image bx as shwn belw. Example: 51 Click Submit Step 2 User will receive an prviding a User ID and a Phne Number t cntact When cnnected, let the Help Desk assistant knw that yu have an Extranet ID that needs t be activated. Yu will need t prvide them yur Secret Answer t receive a temprary passwrd. Example f is belw: 4

5 *The CncPhillips Help Desk can als reset passwrds when needed. Step 3 Passwrd Reset prcess: 1. G t the CncPhillips Extranet Passwrd Reset Page: 2. Enter a new passwrd, fllwing the guidelines listed. 3. Select Submit. 4. Yu will receive cnfirmatin that yur passwrd has been changed: 5. Yu will be re-directed t the lg in page. N further actin is required. 5

6 Frgt passwrd: 1. If yu cannt remember yur passwrd, g t: 2. Enter yur Username and select Submit : 3. Yu will be asked t answer a security questin. Enter the answer and select Submit. NOTE: Each questin depends n the individual s selectin at the time f set up. If yu d nt knw the answer, yu will need t cntact the ServiceDesk using the phne numbers prvided. 4. Yu will receive the message belw: 6

7 5. Yu will receive an , like the ne belw, prviding a link t fllw t cmplete the passwrd change. 6. Re-enter yur userid: 7. Re-enter yur security questin: 7

8 8. Enter a new passwrd, fllwing the guidelines prvided: 9. Once the new passwrd has been accepted, n further actin is required. Lgging In Once yu have yur User ID and the CncPhillips Help Desk has prvided yu a temprary passwrd, please cpy this this link int yur internet brwser t lg in: xapps1.ecncphillips.cm/myvp Enter User ID and Passwrd, then select Lg On. *If yu see this screen, prir t landing n the Hme screen, chse xapps1-myvp: 8

9 Once lgged in, yu will be n the Hme screen. *Nte It is pssible that yu may have t lg in a secnd time, this is a knwn glitch with MyVP at this time. Hme screen: *At any time yu can click n the MyVP lg & it will take yu back t the Hme page. *The Help Buttn n the tp Right will assist yu with MyVP instructins, including website links, plus infrmatin n: Invice Payment & Status Invice Optins & Requirements Payments Frm 1099 Supplier Quick Reference Guide There are several tiles t chse frm n the Hme page, see belw: These tiles allw yu t search & view Invices, Epayables, Purchase Orders, Payments, ServiceNw Tickets & Vendr Numbers. Manage Vendr number: In rder t view invicing infrmatin, yu will be required t add yur Vendr Number(s) utilizing the Manage Vendr Number tile. 9

10 Add Vendr Number: T add a vendr number, click n the Add Vendr Number buttn n the Right side f yur screen. Enter Vendr Number and a Paid Invice Number, then click Submit. *When adding a vendr, there will be a display bx n the tp Right-hand crner f yur screen shwing the status f yur vendr being added r nt. This screen will quickly g away, s yu ll want t watch fr it. If the vendr is unable t be added, yu will see a message like this: If Vendr is successfully added it shuld nw be reflected as example shwn belw: *If yu have multiple Vendr numbers t add, repeat prcess abve. Remving a Vendr: Vendr numbers can als be remved by clicking n the Trash Can Icn next t each Vendr. 10

11 Yu will be asked t cnfirm if selected Vendr shuld be Remved (click cnfirm). Receive cnfirmatin that Vendr is Successfully remved. When trying t remve the nly remaining vendr number, yu will receive a message directing yu t create a service ticket. Vendr Number Selectin: Once yu have a vendr number r numbers added, yu can chse the Vendr Number yu wuld like t view frm the drp dwn beside Vendr Number. *Remember yu can click n the MyVP lg t revert back t the Hme screen at any time. View Invices: *Nte All ipay invices will be visible here, but nly psted epay invices can be viewed. 11

12 Frm the Hme page, Click n the View Invices tile & select the vendr number yu wuld like t view invices fr. Search by Date: Yu can als select a vendr number frm the drp dwn here t view. Minimize yur search by entering a date range, then click Search. Filtering yur search: Yu can Filter using specific data, like Invice Number, Invice Date, Invice Amunt r Payment Date. In the example belw, type Invice number in the Invice field and it will nly display that invice data. *When finished with the search, click the X in the search field, t cancel the search & display all data. Fr mre infrmatin n Filtering, see sectin n Srting, Rearranging and Hiding Clumns. View Invice Image: *Nte Only IPay invice images are available t view here. T view an invice image, click n the picture icn shwn belw View Image, next t the invice yu wuld like t view. Invice will display in a pp up bx. X t clse pp up bx. 12

13 View Invice Details: *Nte Only ipay invice details are available t view here. T view Invice details, click n ne f the invice numbers: Yu shuld see a pp up bx with invice details: This will include anther link t view the invice image. Create New Ticket in Invice Details 13

14 See sectin n Create ServiceNw Tickets. View Payment Dcument Details: T view Payment Details, click n a Payment Dcument Number: Yu shuld receive a pp up bx with Payment Details: Create New Ticket in Payment Details: Once yu have the Payment Details pulled up, yu can pen a New Ticket here als. See sectin n Create ServiceNw tickets. Srt/Pin/Hide Clumns: Frm the View Invices sectin, yu can Srt, Pin & Hide Clumns in this view. Clumns include: View Image 14

15 Vendr Branch Invice Cmpany Cde Invice Date Invice Amunt Invice Status Pay/Due Date Payment Dc Surce System *See sectin Srt/Pin/Hide Clumns sectin n hw t navigate screens. Exprt Data: Data can be exprted frm MyVP in 2 different ways. Yu can Exprt All Data, r nly Exprt Visable Data. CSV is Excel frmat. Exprt All Data: Exprt All Data, by Clicking n the Icn n the Right, then selecting Exprt all data as csv. Exprt Visible Data: Exprt Visible Data nly, by Clicking n the Icn csv. n the Right, then selecting Exprt visible data as View EPayables: 15

16 Frm the Hme page, Click n the View Epayables tile after selecting yur Vendr Number yu wuld like t view frm the drp dwn. *Remember yu can click n the MyVP lg t revert back t the Hme screen at any time. Search by Date: Yu can minimize yur search by Selecting a Vendr Number frm the drp dwn here als, then Enter a Date Range and click Search. *Nte the date range default is frm 1 year prir thru current date. Filtering yur search: Yu can Filter using specific data in each clumn, including Invice Number, Receipt Date, Submitted Amunt, Payment Date, Payment Dcument. In example belw, type Invice number in the invice field and it will nly display that invice data *When finished with the search, click the X in the search field, t cancel the search & display all data. Srt/Pin/Hide Clumns: Frm the View Epayables sectin, yu can Srt, Pin & Hide Clumns in this view. 16

17 Clumns include: Vendr Invice Status Cmpany Cde Receipt Date Submitted Amunt Variance Calculated Amunt Psted Date Payment Date Payment Dc Purchase Dc Surce System *See sectin Srt/Pin/Hide Clumns sectin n hw t navigate screens. View Invice Details T view Invice details, click n ne f the invice numbers: Yu shuld see a pp up bx with invice details: Create New Ticket in Invice Details See sectin n Create ServiceNw Tickets. View Payment Dcument Details: T view Payment Details, click n a Payment Dcument Number: 17

18 Yu shuld receive a pp up bx with Payment Details: Create New Ticket in Payment Details: Once yu have the Payment Details pulled up, yu can pen a New Ticket here als. See sectin n Create ServiceNw tickets. View PO Number: Frm the Hme page, Click n the View Purchase Order tile after selecting yur Vendr Number yu wuld like t view frm the drp dwn. *Remember yu can click n the MyVP lg t revert back t the Hme screen at any time. 18

19 Search by Date: Yu can minimize yur search by Selecting a Vendr Number frm the drp dwn here als, then Enter a Date Range and click Search. *Nte the date range default is frm 1 year prir thru current date. Filtering yur search: Yu can Filter using specific data in each clumn, including PO Number, PO Date, PO Amunt, Inc Terms. In example belw, type PO Number in the PO Number field and it will nly display that PO Data. *When finished with the search, click the X in the search field, t cancel the search & display all data. Srt/Pin/Hide Clumns: Frm the View Purchase Orders screen yu can Srt, Pin & Hide Clumns in this view. Clumns include: PO Number PO Date Cmpany Cde PO Amunt Inc Terms Reference See sectin Srt/Pin/Hide Clumns sectin n hw t navigate screens. View PO Details T view PO details, click n ne f the PO numbers: 19

20 Yu shuld see a pp up bx with PO details: Create New Ticket in PO Details See sectin n Create ServiceNw Tickets. View Payments: Frm the Hme page, Click n the View Payments tile after selecting yur Vendr Number yu wuld like t view frm the drp dwn. *Remember yu can click n the MyVP lg t revert back t the Hme screen at any time. 20

21 Search by Date: Yu can minimize yur search by Selecting a Vendr Number frm the drp dwn here als, then Enter a Date Range and click Search. *Nte the date range default is frm 1 year prir thru current date. Filtering yur search: Yu can Filter using specific data in each clumn, including Payment Dcument Number, Invice Number, Invice Amunt, Invice Payment Amunt. In example belw, type Payment Number in the Payment Dc field and it will nly display that Payment Dcument Data. *When finished with the search, click the X in the search field, t cancel the search & display all data. Srt/Pin/Hide Clumns: Frm the View Payments screen yu can Srt, Pin & Hide Clumns in this view. Clumns include: Payment Dcument Number Invice Cmpany Cde Invice Date Invice Amunt Discunt Withhlding Invice Payment Payment Ttal Payment Date Invice Type See sectin Srt/Pin/Hide Clumns sectin n hw t navigate screens. 21

22 View Payment Details T view Payment Dcument Details, click n ne f the Payment Dc numbers: Yu shuld see a pp up bx with Payment Details: Create New Ticket in Payment Dc Details See sectin n Create ServiceNw Tickets. View Cnsignments: Frm the Hme page, Click n the View Cnsignments tile after selecting yur Vendr Number yu wuld like t view frm the drp dwn. *Remember yu can click n the MyVP lg t revert back t the Hme screen at any time. 22

23 Search by Date: Yu can minimize yur search by Selecting a Vendr Number frm the drp dwn here als, then Enter a Date Range and click Search. *Nte the date range default is frm 1 year prir thru current date. Filtering yur search: Yu can Filter using specific data in each clumn, including Plant, Material, Invice, Date, Unit Price. In example belw, type Plant HZR9 in the Payment Dc field and it will nly display that Payment Dcument Data. *When finished with the search, click the X in the search field, t cancel the search & display all data. Srt/Pin/Hide Clumns: Frm the View Cnsignments screen yu can Srt, Pin & Hide Clumns in this view. Clumns include: Plant Material Descriptin Yur Mat N Invice 23

24 Date Mve Type Quantity Unit Unit Price Net Value Plant Cmpany Plant Address Plant City Plant Regin Plant Pstal Cde Invice Status *See sectin Srt/Pin/Hide Clumns sectin n hw t navigate screens. View Cnsignment Invice Details T view Cnsignment Invice Details, click n ne f the Invice numbers: Yu shuld see a pp up bx with Cnsignment Invice Details: Create New Ticket in Cnsignment Details See sectin n Create ServiceNw Tickets. Create ServiceNw Tickets: 24

25 ServiceNw tickets can be created frm within the different tiles (sectins) f MyVP. Yu can create tickets when yu are in these tiles: View Invices View EPayables View PO Number View Payments View Cnsignments Belw is an example f pening a ticket frm within a tile and after clicking int a link. Examples f links): Invice Number, Purchase Order Number, Payment Dcument Number r Cnsignment Number). EXAMPLE: Open a ticket n the Invice tile. Click n the Invice Tile, then the invice number link: Click n the New Ticket bx n the tp Right: If yu receive a message Duplicate Tickets, yu can chse t: Cntinue, G T Ticket List r Cancel. 25

26 Chse Cntinue, if this ticket is nt fr the same Invice as a previusly filed ticket, r if it s a different issue f any kind. Chse G T Ticket List, if yu re unsure if a ticket has already been filed n this same issue. This will allw yu t view ther tickets that have been created fr this Invice. Click n a Ticket Number t view ther tickets already created n this Invice: 26

27 X ut t clse the pp up bx & chse anther ticket t view. Click Cancel, if this is a true Duplicate Ticket & yu ll be directed back t the View Invice page. If yu click Cntinue, yu ll be directed t the Create New Ticket page: 27

28 Nte: See Yellw highlighted nte belw n hw t navigate t the bttm f the Service Desk ticket infrmatin. Chse yur Ticket Classificatin frm the drp dwn. Enter a ticket descriptin (reasn a ticket is being created). Yu can add an attachment that supprts the ticket issue. Click n Brwse, select the dcument t be attached & chse Add. Fr Invice Details and EPay Details, yur invice infrmatin will be autmatically filled in: 28

29 On PO s, yur Purchase Order Infrmatin will be autmatically filled in: On Payment Dc Numbers, the Payment Infrmatin will be autmatically filled in: On Cnsignment s the Invice Infrmatin will be autmatically filled in: Click Submit Ticket: Yu shuld receive a temprary message in the tp Right crner Ticket successfully submitted. Click n Clse : View ServiceNw Tickets: Frm the Hme page, Click n the View ServiceNw Tickets tile after selecting yur Vendr Number yu wuld like t view frm the drp dwn. *Remember yu can click n the MyVP lg t revert back t the Hme screen at any time. 29

30 *Nte n the next field there is a sectin fr Open Tickets & Clsed Tickets: Filtering yur search: Yu can Filter using specific data in each clumn including, Ticket Number, Invice Number, PO Number, Payment Dc. In example belw, type AP in the Ticket Number field and it will nly display that Service Ticket Data. *When finished with the search, click the X in the search field, t cancel the search & display all data. Srt/Pin/Hide Clumns: Frm the View ServiceNw Ticket screen yu can Srt, Pin & Hide Clumns in this view. Clumns include: Ticket Number Invice Number PO Number Payment Dc Opened Status Descriptin 30

31 *See Srt/Pin/Hide Clumns sectin n hw t navigate screens. View Open Tickets T view Service Ticket Details, click n ne f the Service Ticket Numbers: Yu shuld see a pp up bx with ServiceNw Ticket Details fr that Ticket Number: Create New Ticket in View ServiceNw Tickets Yu can pen a new ticket frm the View Service Nw tile als. The data will nt prefill, as it des when yu pen a ServiceNw ticket frm the Invice Details, PO Number r Payment Dcument, but yu can manually enter it frm here. 31

32 Click n the New Ticket bx n the tp Right: Chse yur Ticket Classificatin frm the drp dwn. Enter a ticket descriptin (reasn a ticket is being created). Yu can add an attachment that supprts the ticket issue. Click n Brwse, select the dcument t be attached & chse Add. 32

33 Yu will need t chse a Ticket Type and cmplete the Invice Status Details when creating a new ticket frm here: Once this infrmatin is cmpleted, the Invice Status sectin will ppulate at the bttm: Nte: If yu have multiple invices n the same vendr number yu can click n the Add T Ticket buttn again and cntinue adding invices until they are all accunted fr. 33

34 While yu can enter several invices at nce, the system will autmatically split them int separate tickets. The screen sht belw shws where 4 tickets were created frm the invice details entered abve. Click Submit Ticket: Yu shuld receive a temprary message in the tp Right crner Ticket successfully submitted. Click n Clse : View Clsed Tickets Click n the Clsed Tickets link as shwn belw. 34

35 Any tickets yu have created that are clsed will be reflected: *Reslutin ntes can als be seen here. Srt/Pin/Hide Clumns: These examples belw are frm the View Invices sectin, but yu can Srt, Pin & Hide Clumns in each f the different sectins. Srt Clumns: Srt data by using the Drp-Dwn Arrws next t each Clumn Name. Srt each Clumn in an Ascending r Descending rder: 35

36 T delete the Srt, Click n the drp dwn again & chse Remve Srt : Pin Clumns: Rearrange Clumns by clicking n Pin Left r Pin Right: Remve PIN by Clicking n the drp dwn again & chse Unpin : 36

37 Hide Clumns: Hide Clumn s by clicking n the drp dwn arrw Icn at the Right f the Clumn name and chsing X Hide Clumn : T Un-Hide a Clumn, click n the Icn Un-Hide that has an X next t it: at the Right and Select the Clumn Name yu want t Clear Multiple Filters: Yu can als clear all filters at ne time, by clicking n this icn at the Right filters. & chsing Clear all 37

38 T clear multiple Filters at ne time, (but nt all), Click n the Filters Icn n the Right. Clumn names that have an X beside them are currently Filtered ut. T remve the Filter n selected clumn names, Click n each f thse clumn names that currently have an X beside them. This will remve thse Filters. The clumn name status will revert t a Check Mark. Errr Messages If yu receive an Errr message, click n the Red Help buttn n the Right. 38

39 Click n the Cntact Us sectin n the Right. This will prvide phne numbers fr ur Help Desk (by Cuntry). Please have yur Vendr Number ready when calling. *Nte The AP Help Desk is available t assist vendrs in learning t navigate MyVP and identify answers t invice inquiries. They can als teach vendrs hw t submit an invice inquiry (incident) ticket fr additinal help. Lgging Out: *Nte When exiting this website, simply clse (n lgut is required). 39

40 FAQ s: 1. MyVP is the primary resurce fr vendrs t easily btain infrmatin n yur CncPhillips invice/po status and payments fr the past 12 mnths. 2. MyVP data is updated nightly with the activity frm the previus day. This means items actined n a certain date will nt be updated in MyVP until the next day. 3. Idle time The system will lg yu ut after 20 minutes f idle time. It might seem that yu can still navigate screens, but as the data is cached, any call back t the server will nt make cntact with ur database. 4. A Layut that yu created will nt save nce yu exit a screen. 5. Date frmat is specific in search functins MM/DD/YYYY. 6. When adding a new vendr all alpha-characters must be upper case. 7. Service Nw Tickets Yu can attach dcuments viewing tickets, yu will nt be able t see that ne was sent with the ticket. Glssary: ipay vs epay: Vendr invices can be submitted int Accunts Payable via ipay r epay. Bth platfrms accept FI/AP and PO invices. The primary difference in the tw systems is the methd in which a vendr submits the invice and the level in which CncPhillips Accunts Payable system accepts the invice. ipay ipay will accept a paper invice via a physically mailed invice that is scanned r via an accunt. An ipay invice is accepted at a summary level nly. Fr instance, if an invice has 2 lines f detail representing 2 distinct items at $100 each, the invice ttal f $200 is what will be entered int CncPhillips Accunts Payable system, nt the individual lines. epay epayables accepts electrnic invices nly frm a 3rd party prvider, Actian. Vendrs will either enter invice details directly int Actian via a web prtal r larger vendrs will transmit a file t Actian. In bth cases, certain edit checks are cmpleted prir t Actian transmitting the data t COPePayables. In additin t FI/AP and PO invices, epayables can accept invices referenced against a cntract. This is pssible because all epayables invices transmit at a line item level. Therefre, in the example abve the 2 line invice referenced wuld be captured s that the distinct items wuld each appear n a separate line with the line item value which can be autmatically cmpared t a PO r cntract price. FI/AP This type f invice is nt tied t a cntract r purchase rder. It is very imprtant that the vendr submits this invice with reference t a valid CncPhillips emplyee userid. The userid shuld be prvided t the vendr by a CncPhillips emplyee invlved in the transactin with the vendr. This userid is used by CncPhillips invicing systems t rute the invice t the individual user s they can recrd the liability and enable a payment t be generated. 40

41 PO (Purchase Order) - A buyer-generated dcument that authrizes a purchase transactin. When accepted by the seller, it becmes a cntract binding n bth parties. A purchase rder sets frth the descriptins, quantities, prices, discunts, payment terms, date f perfrmance r shipment, ther assciated terms and cnditins, and identifies a specific seller. Valid CncPhillips Purchase Order Numbers are 10-digit all numeric numbers beginning with 300, 430, 431, 450, 451 r 452. Cnsignment - Cnsignment ccurs when gds are sent by their wner (the cnsignr) t an agent (the cnsignee), wh undertakes t sell the gds. The cnsignr cntinues t wn the gds until they are sld, s the gds appear as inventry in the accunting recrds f the cnsignr, nt the cnsignee. Incterms Standard trade definitins mst cmmnly used in internatinal sales cntracts (can be used dmestically). Includes 13 Trade Terms established by the Internatinal Chamber f Cmmerce (ICC). Specifies certain bligatins within the sales cntract. Prvides internatinally accepted definitins f Respnsibility f buyer and seller, Allcatin f cst and Assumptins f risk. Branch Vendr / Head Office Vendr When a vendr has ne r mre purchasing lcatins with different addresses than the vendr s remittance address, a Branch-Head Office relatinship is setup. A Head Office vendr is setup with the remittance address and banking. One r mre Branch vendrs are setup fr each unique purchasing lcatin and tied t the Head Office. Typically, all invices are psted n the branch vendr(s) and paid thrugh the Head Office vendr. *Vendrs shuld add all Branch and Head ffice vendrs t MyVP. If they are struggling finding an invice, it is best t search under all assciated numbers befre submitting a help desk ticket. 41