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Manual Suppliers: Web Portal

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0. PROCEDURE: WEBPORTAL B- PROCESS 3

1. FIRST TIME SUBSCRIPTION 3

STEP 0: REGISTER 3 STEP 1: CHOOSE YOUR CLIENT 4 STEP 2: ENTER YOUR COMPANY INFORMATION 4 STEP 3: DOWNLOAD YOUR CONTRACT 5 STEP 4: YOU HAVE BEEN REGISTERED 7 STEP 5: ACCOMPLISH THE CONTRACTS 8

2. LOGIN TO THE WEBSITE 8

3. HOME PAGE AND SETTINGS 10

3.1. CHANGE LANGUAGE 10 3.2. CHANGE YOUR PASSWORD 10 3.3. COLUMNS VIEW 11 3.4. DEMATERIALIZATION/ FOLLOW- UP MENU 12

4. CREATE AN INVOICE 14

4.1.CHOOSE CLIENT 14 4.2.TEMPLATE MENU 14 4.3. HEADER/INVOICEE 15 4.4. SUPPLIER/SHIP TO 16 4.5. DETAILS 17 4.6. DISCOUNTS 17 4.7. CHARGES 18 4.8. TAX SUMMARY 18 4.9. FOOTER 18 4.10. VIEW DRAFT TEMPLATE 19 4.11. CONFIRM DEMATERIALIZED INVOICE 20

5. CONSULT AN INVOICE IN THE ARCHIVE 21

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0. Procedure: WebPortal b- Process

1. First time subscription

Step 0: Register • Go to the following url: https://portail.b-

process.com/BMSuppIntPortal/portal/registration/index.xhtml

• You can change your language by choosing the correct language from the dropdown followed by ‘OK’.

• To subscribe, select ‘ I register myself’.

Push the button to enter the subscription procedure

Choose your language from the dropdown list and press ‘ok’ for changing the language.

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Step 1: Choose your client • Please select Carrefour Belgium as your client and ‘confirm’ to proceed.

Step 2: Enter your company information

• Fill in your company data: - Company name* - Contact name* - E-mail address* - Address* - City* - Postal code* - Phone number* - Fax - Capital** (only for French suppliers) - Currency* - Legal identity* (for exemple SA/NV,…) - VAT Number - City RCS**(only for French suppliers) - GLN- number***

* Mandatory fields for Belgian/French suppliers

** Mandatory fields for French suppliers

Please select ‘Carrefour Belgium ’ as client.

Please confirm afterwards

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***A GLN (Global Location Number of GS1-addressnumber) identifies a company or organisation as Legal, physic and functional entity.

If you don’t have a GLN number, and you are not willing to do this investment, you leave this field empty.

• After filling all these data, you need to ‘confirm’ to proceed to the next step of the subscription.

Step 3: Download your contract • Before you can create invoices, you need to sign the contract with b- Process. You can

download it on the site. • Open or Save the contract.

Fill in the necessary information of your company

Please confirm to proceed to step 3

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• Extract the documents to the correct place:

• Add a flag to agree with the contract and ‘continue’ to proceed to the last step.

Attention: You need to sign the contract and send i t by post to b- Process. Your registration will only proceed if b- Process receiv ed the signed contract!

After you have read the contract, please continue b y approving the contract

Download the Contract to read it and agree with th e conditions of the contract.

Please confirm to proceed to the last step

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Step 4: You have been registered • You’ve accomplished all steps. • Please assure that you send a ‘signed contract’ to b- Process

o via fax: +33 (0)1 55 50 48 49 o via post: For attention of: Moody El Joussi

4, rue de Ventadour 75 001 Paris FRANCE

Attention: Since you will dematerialize your invoic es, you also need to sign an ‘interchange agreement’ with Carrefour Belgium.

• The interchange agreement settles the agreement between Carrefour Belgium and you as supplier to exchange invoices electronically as from a certain point in time.

• You can download the contract at our website: English version: http://edi.carrefour.eu/Files/INTERCHANGE AGREEMENT_WEB_PDF_EN.pdf

Dutch version: http://edi.carrefour.eu/Files/INTERCHANGE AGREEMENT_WEB_PDF_NL.pdf

French version: http://edi.carrefour.eu/Files/INTERCHANGE AGREEMENT_WEB_PDF_FR.pdf

• Be aware that you need to fill in a production date in the interchange agreement. As from this date you will need to create your invoices electronically via the Portal. You can contact Carrefour Belgium to agree this date.

• Please sign this contract and send two versions to Carrefour Belgium by post on the following address:

EQUIPE EDI – PB 713 OLYMPIADENLAAN 20

1140 BRUSSEL BELGIUM

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Step 5: Accomplish the contracts

• Carrefour Belgium and b- Process will verify your company details • Carrefour Belgium and b- Process will need to receive a signed interchange

agreement/contract • They will send you an e-mail with password and login details to create invoices on the Bill

Manager Platform as soon as the above steps are accomplished

2. Login to the website

• You will receive an e-mail with your login account and your password details if b- Process and Carrefour have received the contract

• Go to the Bill Manager Portal via the following url: https://ebp1.b-process.com/ • Fill in you login and password that you’ve received by e-mail

• On the first login, you will be asked to change your password and secret question.

Please fill in your login and password that you received by e-mail

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• Then you will be asked to login again with your username and new password.

• If these data are correct, you come on the following homepage:

Please fill in your new password and Confirm. Then fill in secret question and response.

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3. Home page and settings

3.1. Change Language • If you want to change the language, choose the language in the dropdown list, followed by

‘OK’. • Refresh via ‘F5’

3.2. Change your password • fill in your old password, • fill in your new password • confirm b-via ‘OK’

Choose your language, followed by ‘OK’

Refresh the language via F5

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3.3. Columns view • Via the columns view you can select and add criteria to visualize your invoices in

the Follow- Up Menu. For example: If you want to display the VAT Amount, than you need to activate it and select as text filter.

Scroll down Fill in old and new password + secret question and response. Proceed via ‘OK’.

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3.4. Dematerialization/ Follow- Up Menu • On the top of the page you can see two important menus to consult your invoices:

Dematerialization and Follow- Up

• In menu dematerialization you can consult your legally- dematerialized invoices. You have 4 different sub – menus:

o Summary list: Here you can consult your dematerialized- legal invoices from the last 3 months

o Archived Summary list: Here you can consult your dematerialize- legal invoices from the last 10 years

o Partner file: Gives an overview of the dematerialize relations of the supplier and their date

o Documentation: Gives a functional description of the solution • In menu Follow – up you can consult a copy of your invoices. You have 2 different

sub- menus; o Current invoices: Here you can consult the copy of your invoices from the

last 3 months o Archives: Here you can consult the copy of your invoices from the last 2

years

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• In both menus you can filter your invoices and look for invoices by pressing on the Filter Icon.

Print

Filter

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4. Create an invoice

4.1.Choose client • Select ‘Carrefour Belgium’ in the dropdown list, followed by ‘OK’.

4.2.Template menu • You enter the page that gives you the template needed to create your invoices and credit

notes.

Choose client ‘Carrefour Belgium’

Scroll down

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• In the right upper corner of the template you can see 5 general action buttons

• On the bottom of the page you can see 3 action buttons related to the creation of your

invoice

4.3. Header/Invoicee • To create an invoice, you need to manually encode several data, to start with the invoice

details (Header) • The following data can be filled in:

o Document Type* o Invoice Number* o Delivery Note Number*/* o Delivery Date o Purchase Order Number*/* (10 digits) o Purchase Order Date o Reference to original invoice* (mandatory for credit notes) o Original invoice Date o Payment Date*** o Currency* o Payment Means* o Discount Terms*** o Penalty Terms*** o IBAN**

*= mandatory **= only mandatory for Belgian suppliers ***= only mandatory for French suppliers * Delivery Note Number/Return Note Store: If you are creating a credit note for the return of goods of a Store, you can enter the reference in this field.

Create invoice

Save a draft of the invoice

Return back to the homepage

Refresh

Return back to the homepage

Close application

Help

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*Purchase Order Number/Return note Warehouse: If you are creating a credit note for the return of goods of a Warehouse, you can enter the reference in this field.

• The ‘Invoicee ’ shows you the Invoicee details (Carrefour Belgium). This data will be pre-registered and not adjustable.

4.4. Supplier/Ship To • In ‘Supplier’ you can see all your data. If any of these data is not correct, please contact

b- Process. • Please select the number of the store/warehouse of the delivery place in ‘Ship to ’. You

can also choose to encode the GLN number (13 digits) yourself. You can find the list of all our stores/warehouses on our website: http://edi.carrefour.eu/GLN_store.cfm?lang=en

• If you are exempted from any taxes, you can mention a reference to the correct legislation in the VAT- Comments. Please note that this is already pre-registered for French suppliers.

Please enter the data related to your invoice/credi t note. All fields that are marked with a red asterix are mandatory.

Your company

Select a store/warehouse from the dropdown list or fill in manually a 13 digit GLN code.

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4.5. Details • All your article lines should be encoded in the ‘Detail’ section. Please fill in

o Ean code* o Description* o Flag Empties (by default: NO) o Quantity* (2 decimal places) o Unit of Measure (by default: Units) o Gross Price* (4 decimal places) o Nett Price* (4 decimal places) o Total Line Amount* (2 decimal places) o VAT Rate*. Attention: VAT Rate is 0% by default.

* = mandatory field

4.6. Discounts • You can also choose to add Discounts . You can open this menu by clicking on

‘Discounts’. • Please fill in a Description of the Discounts; fill in the Discount% (optional); fill in the total

amount of Discounts for the Article line; choose the VAT%. (The VAT% of the discount needs to be equal to the VAT% of the corresponding article line)

If it considers empties, please change flag to YES Prices: 4 decimal

places

Quantity: 2 decimal places

2 decimal places

One line was added

Press ‘Discounts’ to add discounts to an article line. Some extra fields will be displayed.

Add lines

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4.7. Charges

• You can also choose to add Charges . You can open this menu by clicking on ‘Charges’. • Please select a Description of the charges from the dropdown list; fill in the total amount of

Charges for the Article line; choose the VAT%. (The VAT% of the charge needs to be equal to the VAT% of the corresponding article line)

4.8. Tax Summary • After you entered all your article lines, you continue with the ‘ Tax Summary ’. • Fill in a Taxable Amount (sum of corresponding Line Amounts) and the corresponding

VAT amount per VAT Rate. • Add a line if you have multiple Tax lines

4.9. Footer • Finish your invoice by completing the ‘Footer’

• Total Net Amount= Sum of your Taxable Amounts in the Tax Summary

• Total VAT Amount= Sum of VAT Amounts in Tax Summary

• Total Invoice Amount= Total Net Amount + Total VAT Amount

Press ‘Charges’ to add charges to an article line. Some extra fields will be displayed.

Add lines

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4.10. View draft template • Select the first button on the bottom of the page to view your invoice

• If there is still some data missing, error messages will automatically pop up. Add or

change the invoice details and push the ‘create invoice icon ’ again

Create invoice

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4.11. Confirm dematerialized invoice • Then you will see a preview of your invoice • On this moment you can still change the encoded data by going back and press the

‘second sheet’. You can save this invoice or print it.

• As soon as you confirmed by pushing the orange button in the right bottom corner

of the page, you did create a dematerialized invoice. • You receive a message that your invoice was posted on Bill Manager where it will be

archive for 10 years.

• The invoice will be signed electronically and will be send to Carrefour Belgium.

Return by Selecting the second sheet

Print your invoice

Save your invoice

Push the button to create your invoice

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5. Consult an invoice in the archive

• Go to the homepage and press on the Dematerialization Menu. You can consult your legal-dematerialize invoices in Summary list (up to 3 months) and on Archived Summary List (Up to 10 years)

• In menu dematerialization you can consult your legally- dematerialized invoices. You have 4 different sub – menus:

o Summary list: Here you can consult your dematerialized- legal invoices from the last 3 months

o Archived Summary list: Here you can consult your dematerialize- legal invoices from the last 10 years

• In both menus you can filter your invoices and look for invoices by pressing on the

Filter Icon.

Home

Dematerialized invoices

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Print

Filter