HOW TO USE TAULIA USER GUIDE TOYOTA MOTOR SALES, USA, INC.
Page # 1 of 30 Last Reviewed/Update Date 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 1
Page # 2 of 30 Last Reviewed/Update Date PROCESS FLOWCHART (Click triangle to expand) Toyota Business Exchange Flowchart MY PO S 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 The most recent PO s will appear.if the PO does not appear, search for the PO Create an invoice by clicking Create Invoice under Actions If you want to view the PO, click on the PO number When viewing the PO, you can create an invoice by clicking Create Invoice CREATE INVOICES 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 Create an invoice by clicking Create Invoice under Actions Complete the invoice information (Invoice #, Dates, Quantity, Item Tax) Delete any line items you are not invoicing Add Tax, Shipping, Handling, Misc or any attachments as necessary Submit and confirm Invoice MY INVOICES 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 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 MY PAYMENTS When a payment is made, an email is sent to the Requestor To view invoice status, click on My Payments Quick Link or the Payments ribbon The most recent payments will appear. If it does not appear, search for the payment View payment details by clicking the Payment Ref # or download it under Actions View the Invoice by clicking on the invoice number, if necessary EARLY 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 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 CASH PLANNER Allows Supplier to analyze Early Payment Requests to manage cashflow 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. 2
Page # 3 of 30 Last Reviewed/Update Date Your Activation Code should be filled out by the system. Click Continue Complete the profile information and establish a password. Click Activate Your Account 3
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Page # 5 of 30 Last Reviewed/Update Date 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. 5
Page # 6 of 30 Last Reviewed/Update Date If your company has not been activated, please contact the Toyota Business Exchange at Toyota.Business.Exchange@Toyota.com 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 6
Page # 7 of 30 Last Reviewed/Update Date 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". 7
Page # 8 of 30 Last Reviewed/Update Date Remember: - If the current account administrator is not active, please contact Taulia Support at support@taulia.com - 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 Toyota.Business.Exchange@Toyota.com. For TEMA related Taulia questions contact AP.tema@toyota.com. For Taulia related questions contact support@taulia.com. 6. Procedure The steps below can be performed for the following Taulia processes: 8
Page # 9 of 30 Last Reviewed/Update Date 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 9
Page # 10 of 30 Last Reviewed/Update Date 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 10
Page # 11 of 30 Last Reviewed/Update Date 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 11
Page # 12 of 30 Last Reviewed/Update Date 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. 12
Page # 13 of 30 Last Reviewed/Update Date 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. 13
Page # 14 of 30 Last Reviewed/Update Date 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 14
Page # 15 of 30 Last Reviewed/Update Date 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 15
Page # 16 of 30 Last Reviewed/Update Date 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. 16
Page # 17 of 30 Last Reviewed/Update Date 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) 17
Page # 18 of 30 Last Reviewed/Update Date 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) 18
Page # 19 of 30 Last Reviewed/Update Date 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. 19
Page # 20 of 30 Last Reviewed/Update Date 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. 20
Page # 21 of 30 Last Reviewed/Update Date 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 21
Page # 22 of 30 Last Reviewed/Update Date 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. 22
Page # 23 of 30 Last Reviewed/Update Date 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: 23
Page # 24 of 30 Last Reviewed/Update Date 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. 24
Page # 25 of 30 Last Reviewed/Update Date 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 25
Page # 26 of 30 Last Reviewed/Update Date 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. 26
Page # 27 of 30 Last Reviewed/Update Date 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: 27
Page # 28 of 30 Last Reviewed/Update Date 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 28
Page # 29 of 30 Last Reviewed/Update Date 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. 29
Page # 30 of 30 Last Reviewed/Update Date 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: 30
Page # 31 of 30 Last Reviewed/Update Date 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 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 to 31
Page # 32 of 30 Last Reviewed/Update Date 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. 32
Page # 33 of 30 Last Reviewed/Update Date 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. 33
Page # 34 of 30 Last Reviewed/Update Date 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. 34