supplier portal - adco
TRANSCRIPT
2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
SUPPLIER PORTAL
Introduction & Guide
28th July 2014 – Version 3.1
Finance & Control Division (FCD)
2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Index Features 1 - 2
Modules/Functionalities 3
How Do I Log on? 4 - 5
Login Page 6 - 7
Portal Access Request Form 8 - 12
Home Page 13 - 14
Supplier Registration – User 15 - 31
Supplier Invoice Enquiry 32 - 37
Supplier Task Order Enquiry 38 - 47
Supplier Minor Work Order Enquiry 48 - 57
General Enquiries 58 - 63
Broadcast Message 64 - 65
Supplier Payment Enquiry 66 - 69
Supplier Service Order Enquiry 70 - 78
E-Invoicing 79 - 97
Enhancements 98
Disclaimer 99
2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Features
GO GREEN
COMMUNICATION
TRACKING & ENQUIRY
ONLINE ACCEPTANCE
ONLINE CONFIRMATION
OPERATIONS
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Features Created to strengthen relationship with Suppliers
Enhance mode of communication
Connect directly to responsible & related ADCO employee
Create environment friendly medium of communication
Reduce usage of paper
Online Submission of Contract/Commitment related invoices
Online Acceptance & Acknowledgement of Commitment Documents
Online Confirmation of Service Delivery
Payment notification via email and payment details enquiry
Better Payment processing times
Enable easy tracking & enquiry of supplier documents
Constant update of current operations & movement of documents
Ensure quick clearance of issues
Document history available for 14 months
Assist in Year end closing and audit related queries
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Functionalities/Modules Creation of Multiple Users (20 users)
Upload Invoices
Supplier Invoice Enquiry
Task Order Enquiry
Minor Work Order Enquiry
Service Order Enquiry
General Enquiries
Broadcast Message
Payment Enquiry
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
How Do I Log on?
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
How Do I Log on?
Visit www.adco.ae
Click on E-Services – Suppliers – Supplier Portal
Navigate to the link and Access the Portal
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Login Page
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Login Page
This page is accessible via the following link: https://einv.adco.ae/maximo
To Download the Portal Access request form, please click on “Supplier Registration Form”
To get assistance on the functionalities and usage of the portal, please click on “User Guide”
To get a brief on the rules that govern portal usage, please click on “Portal Guidelines”
Enter user credentials provided to access Supplier Portal
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Portal Access Request Form
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Portal Access Request Form
Portal Access Request Form consists of 2 Pages
Page 1 is Basic Information of the firm and Administrator details ; Page 2 is the Terms and Conditions
Page 1 and 2 to be signed off by the Authorized Signatory
Choose the relevant Option, to confirm reason of Form submission
Enter all relevant information of the firm, details provided will be verified with ADCO’s Vendor Management team.
Note: Only Vendors registered with ADCO should fill the Portal Access Request Form
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Portal Access Request Form
Enter the details of the nominated System Administrator
Enter the details of the authorized signatory of the firm
Authorized signatory to sign the form (Page 1)
Form should have the stamp/seal of the submitting firm
Note: Only Vendors registered with ADCO should fill the Portal Access Request Form
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Portal Access Request Form (Terms and Conditions)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Portal Access Request Form (Terms and Conditions)
Enter the details of the authorized signatory of the firm
Authorized signatory to sign the form (Page 2)
Original form to be submitted to the Finance Help Desk
Note: Only Vendors registered with ADCO should fill the Portal Access Request Form
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Home Page
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Home Page
Direct access to all modules
Statistical representation of invoices & commitment documents (Task Order & Minor Work Order)
Notification emails that await user attention
Bar graphs are expandable to filtered information
To return back to Home Page, Click on “Start Center”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration - User
Create & Update users of Supplier Portal for the firm
Create up to 20 active users to access the Portal
Amend user information provided
Grant and Amend different access rights to users based on profile within the firm
Click on “Supplier Registration – User”
Note: Access to Module “Supplier Registration - User” is only for nominated System Administrator
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration - User
Click on any Empty Cell & hit “ENTER”
View summary of all users and access rights granted
Users can be filtered by the Find/Search icon (Magnifying Glass)
Information can be filtered by entering information in any cell and hit “ENTER”
To download visible information in MS Excel, click on Download
To create a New User, Click on the New User Icon (White Page with a Yellow Star)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
New User created will have above User Id (1st 5 digits being Vendor Ref. & Last 2 digits being User Ref.)
Enter correct information of user.
Ensure correct email address is entered, as email is the only form of communication
To grant relevant access to user, click on tab “Access Requested”
Notes/Comments: Administrator to fill if required
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
Invoice Access: User can view & query status of invoices in ADCO
Upload & Submit Invoices: User can submit invoices online (2 stage process)
Supplier Payment : User can view payments made over last 14 months & receives notification of payment (No fax)
Bank Accounts: User can update firm’s bank details (Currently Disabled – Fraud & Compliance concerns)
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
Minor Work Order is a commitment document that functions like a contract in the absence of one.
MWO Inquiry: User can ONLY view & query status of Minor Work Order’s awarded to the firm
MWO Acceptance: User on behalf of the firm Accepts to do the task mentioned in the Order
MWO Service Delivery: User on behalf of the firm Confirms that the job is complete as per ADCO’s requirement
(Confirmation of Service Delivery triggers an email, informing ADCO’s End User/requestor to confirm the same)
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
Service Order is a commitment document issued by ADCO to procure miscellaneous services in the absence of a contract or commitment document.
Replaces Email/Fax/Telephonic requests for non contracted/committed services.
User to check Supplier Portal regularly as automatic notifications are disabled
SO Inquiry: User can ONLY view & query status of Service Order’s issued to the firm
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
Task Order is a commitment document issued on a call out basis based on the Contract signed with ADCO.
TO Inquiry: User can ONLY view & query status of Task Orders issued to the firm (Applicable to only firms who have signed contracts with ADCO with Task Order facility)
If User needs access rights to Accept Services or confirm Service Delivery, rights to be granted at Contract level.
To grant access at contract level, click on “New Row”
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
Administrator to assign the desired contract, click the “Find” icon (Magnifying Glass)
Choose the contract (Administrator may notice many contracts with same Contract reference but with different suffixes – Please ensure that if access rights are granted for main contract, similar access has to be given to the others as well – with different suffixes. ADCO creates these internal contracts to distribute funds between different operating fields.
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
After selecting the desired contract, Administrator needs to grant access rights towards contract
TO Accepted: Allows User to acknowledge receipt of Task Order (Informing ADCO that document has been seen)
TO Service Delivery: User on behalf of the firm Confirms that the job is complete as per ADCO’s requirement
Administrator can continue to assign further contracts by clicking on “New Row” and repeating the process
(Confirmation of Service Delivery triggers an email, informing ADCO’s End User/requestor to confirm the same)
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
After granting all desired access rights to the User, Administrator can attach documents to support user creation by clicking the “Attachments” icon.
Before saving User details, password has to be set for the User
Click on “Set/Reset Password” to set the desired password for the User.
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
Enter the password in the Cell for “Password” & re-enter the password in “Confirm Password” and click on “OK”
If Administrator wants to generate a password Automatically without entering it click on “Generate Password”
E-mail Password to User User receives an email once record has been saved by Administrator
Force Password Expiration User to create a new password on first login to the portal
(Ensure above 2 default settings are not amended as it assures the firm of secure transactions)
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Creation of New User)
After Confirming the Password, please click on the “SAVE” icon to save the User record.
A message will appear on the top of the page confirming your action.
User summary will be viewable under the “List” tab.
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Updating User Access Rights)
Administrator has right to update and amend User’s Access Rights.
Administrator can add or remove Access rights granted to Users created
Administrator can amend access rights given to Self (Add new rights for new modules)
To Amend the User’s Access Rights, Click on the desired User
Note: Access to Module “Supplier Registration - User” is only for nominated System Administrator
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Updating User Access Rights)
To amend access granted to User, click on tab “Access Requested”
Add/Remove access rights as required
Click on “SAVE” Icon to complete the Amendment
User will be able to view or have restricted access to the modules on next log in
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Updating User Status)
Administrator has right to update and amend User Status.
Administrator can inactivate user’s status who have left the firm or whose responsibilities have changed
Administrator can activate user’s status who have been “Blocked” or “Inactive”
To Amend the User Status, Click on the desired User
Note: Access to Module “Supplier Registration - User” is only for nominated System Administrator
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Updating User Status)
After Entering the record of the User, to amend the User’s status Click on “Change Status” Icon.
Users can either be Inactivated or Activated based on their status or responsibility within the firm
Note: Access rights granted is the discretion of the System Administrator; Actions taken by user are legally tenable.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Registration – User (Updating User Status)
Click on “New Status”, to amend User’s Status
Administrator to choose, “Inactive” if user should not view or action on information available on Supplier Portal
Administrator to choose, “Active” if user has been “Blocked” or made “Inactive” earlier
Administrator to Fill “Memo” to justify change in User Status
Click on “OK” and “SAVE” Icon to complete the Amendment
In the case of amending User’s “Blocked” status, Administrator should Reset the user’s Password (Pages 24-26)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Invoice Enquiry
View status of invoice submitted to ADCO
Raise queries against invoices visible (Up to 14 months of invoice data if paid)
Click on “Supplier Invoice Enquiry”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Invoice Enquiry
View summary of all invoices submitted to ADCO
Status/Document Type can be filtered by the Find/Search icon (Magnifying Glass)
Information can be filtered by entering information in any cell and hit “ENTER”
To download visible information in MS Excel, click on Download
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Invoice Enquiry (Invoice Status)
APPROVED: Invoice has been approved and ready to be paid on due date
CANCEL: Invoice has been cancelled for specified reason
PAID: Invoice has been paid (Allow 3 to 5 working days after paid date to receive the funds)
PENDING APPROVAL: Invoice has been routed for approval from finance
REGISTERED: Invoice has been received and registered by ADCO
REVIEWED: Invoice has completed initial review within finance
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Invoice Enquiry
To view details of invoice submitted to ADCO, choose the desired invoice from the invoice summary screen
To view the line/item wise distribution, choose the tab “Invoice Line”
To raise queries against the , choose the tab “Queries” and click “New Queries”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Invoice Enquiry (Raising Queries)
To choose the “Enquiry Type”, click on the Find/Search icon (Magnifying Glass)
Choose the type of query based on requirement
Based on Invoice status, query will be routed to the relevant Finance team or End user
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Invoice Enquiry (Raising Queries)
“To:” field will be automatically populated based on invoice status
“cc:” field to be filled by the user to include email ids of choice
“Subject” & ”Message” fields to be filled by user explaining their grievance
To add any attachments click on the “Attachments” icon
Once All information has been filled, Click on “Submit Query”, status of query will change to “SENT”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry
View Task Orders issued to Supplier
Acknowledge Receipt or Service Rejection
Confirmation of Service Delivery
Downloading and Printing of Task Order
Email Notification to Administrator and nominated users once Task Order is Approved by ADCO
Click on “Supplier Task Order Enquiry”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry
Status/Acknowledgment of receipt/Service Delivery can be filtered by the Find/Search icon (Magnifying Glass)
Information can be filtered by entering information in any cell and hit “ENTER”
To download visible information in MS Excel, click on Download
To view further information on the Task Order, click on the desired TO number
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry
To Acknowledge Receipt of the Task Order, Click on “Acknowledge Receipts”
To Reject Services of the Task Order, Click on “Services Rejected” – Reason for rejection to be filled
To Confirm Service delivery of the Task Order, Click on “All Services Delivered”
To Confirm ongoing Service delivery of the Task Order, Click on “Services Not Delivered”
All Actions taken by user will be updated in under “Action History” & Visible in the highlighted cells
Note: Further description of the services requested in the Task Order is visible by clicking the highlighted icon.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry
As mentioned in the previous page, all actions related to the Task order i.e. “Acknowledge Receipts” ; “Services Rejected” ; “All Services Delivered” ; “Services Not Delivered” can be done via “Select Action”
Click on “Select Action” and choose the required action to be taken
To Generate the Task Order Report, choose “Run Reports”
Note: Prior to invoice submission, it is mandatory to Acknowledge Receipt and Confirm Service Delivery of Task Order. Online Acknowledgement and Confirmation replaces the requirement for physical stamp and sign.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry (Generating Report)
To generate the Task Order report, click on “Task Order (TO)”
Note: Please enable all Pop-ups while using Supplier Portal and add Supplier Portal to your safe website list (if required)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry (Generating Report)
Enter the Task Order Number in the highlighted “TO #”
Click on “Submit” to generate the Task Order Report
Note: Please enable all Pop-ups while using Supplier Portal and add Supplier Portal to your safe website list (if required)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry (Generating Report)
Task Order Report shall generate as Above
To Print the Task Order, Click on the “Print” icon.
To Export the report in the desired format ie .ppt ; .doc ; .pdf ; .xls ; .postscript , click on the “Export Report” icon
Note: Incase a blank/empty screen appears, please refresh the web browser to view the Task Order report and check if Pop-ups are enabled for the site.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry
Select the desired Task Order from the summary screen
To view Task Order lines and distribution of costs choose the tab “TO Lines”
To view invoices submitted/related to Task Order choose the tab “Related Invoices”
To raise queries and clarifications towards the Task Order choose the tab “Queries” and click “New Query”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry (Raising Queries)
To choose the “Enquiry Type”, click on the Find/Search icon (Magnifying Glass)
Choose the type of query based on requirement
Query will be routed to the related Approver and End user group
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Task Order Enquiry (Raising Queries)
“To:” field will be populated based on Task Order approver and requestor groups
“cc:” field to be filled by the user to include email ids of choice
“Subject” & ”Message” fields to be filled by user explaining their grievance
To add any attachments click on the “Attachments” icon
Once All information has been filled, Click on “Submit Query”, status of query will change to “SENT”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry
View Minor Work Orders issued to Supplier
Accept Services or Service Rejection
Confirmation of Service Delivery
Downloading and Printing of Minor Work Order
Email Notification to Administrator and nominated users once Minor Work Order is Approved by ADCO
Click on “Supplier Minor Work Order Enquiry”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry
Status/Acknowledgment of receipt/Service Delivery can be filtered by the Find/Search icon (Magnifying Glass)
Information can be filtered by entering information in any cell and hit “ENTER”
To download visible information in MS Excel, click on Download
To view further information on the Minor Work Order, click on the desired MWO number
Note: Minor Work Orders though similar to Task Orders functions like a contract by itself.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry
To Accept services of the Minor Work Order, Click on “Acceptance of Services”
To Reject Services of the Minor Work Order, Click on “Reject Services”
To Confirm Service delivery of the Minor Work Order, Click on “All Services Delivered”
To Confirm ongoing Service delivery of the Minor Work Order, Click on “Services Not Delivered”
All Actions taken by user will be updated in under “Action History” & Visible in the highlighted cells
Note: Further description of the services requested in the Minor Work Order is visible in the highlighted icon.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry
As mentioned in the previous page, all actions related to the Minor Work Order i.e. “Acknowledge Receipts” ; “Services Rejected” ; “All Services Delivered” ; “All Services Not Delivered” can be done via “Select Action”
Click on “Select Action” and choose the required action to be taken
To Generate the Minor Work Order Report, choose “Run Reports”
Note: Prior to invoice submission, it is mandatory to Accept Services and Confirm Service Delivery of the Minor Work Order. Online Acknowledgement and Confirmation replaces the requirement for physical stamp and sign.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry (Generating Report)
To generate the Minor Work Order report, click on “Supplier Minor Work Order (MWO)”
Note: Please enable all Pop-ups while using Supplier Portal and add Supplier Portal to your safe website list (if required)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry (Generating Report)
Enter the Minor Work Order Number in the highlighted “MWO Number”
Click on “Submit” to generate the Minor Work Order Report
Note: Please enable all Pop-ups while using Supplier Portal and add Supplier Portal to your safe website list (if required)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry (Generating Report)
Minor Work Order Report shall generate as Above
To Print the Minor Work Order, Click on the “Print” icon.
To Export the report in the desired format ie .ppt ; .doc ; .pdf ; .xls ; .postscript , click on the “Export Report” icon
Note: Incase a blank/empty screen appears, please refresh the web browser to view the Minor Work Order report and check if Pop-ups are enabled for the site.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry
To view Minor Work Order lines and distribution of costs choose the tab “MWO Lines”
To view invoices submitted/related to Minor Work Order choose the tab “Related Invoices”
To view the generic terms and conditions of the Minor Work Order choose the tab “Terms and Conditions”
To raise queries and clarifications towards the Minor Work Order choose the tab “Queries” and click “New Query”
Note: The terms mentioned are mentioned as Minor Work Order functions as a contract by itself
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry (Raising Queries)
To choose the “Enquiry Type”, click on the Find/Search icon (Magnifying Glass)
Choose the type of query based on requirement
Query will be routed to the related Approver and End user group
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Minor Work Order Enquiry (Raising Queries)
“To:” field will be populated based on Minor Work Order approver and requestor groups
“cc:” field to be filled by the user to include email ids of choice
“Subject” & ”Message” fields to be filled by user explaining their grievance
To add any attachments click on the “Attachments” icon
Once All information has been filled, Click on “Submit Query”, status of query will change to “SENT”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
General Enquiries
Raise queries towards documents not available on Supplier Portal
User should not use this functionality/module to raise queries on Registered Invoices, Task Orders, Minor Work Orders, Service Orders and Payment/Remittance Advices
Enquire on General clarifications or Missing Invoices
Official Log of communication with ADCO
Click on “General Enquiries”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
General Enquiries
To view list of all queries raised by your firm or by ADCO, Click on any Empty Cell & hit “ENTER”
Query highlighted in Red notifies user of query responded by ADCO awaiting to be read by user/supplier
Information can be filtered by entering information in any cell and hit “ENTER”
To download visible information in MS Excel, click on Download
To raise a new query, Click on the New Query Icon (White Page with a Yellow Star)
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
General Enquiries
Choose from the “Enquiry Type” by clicking on the Find icon
GENERAL Enquires on generic clarifications
MISSING Enquiries on missing documents in ADCO, for example Invoices
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
General Enquiries
Choose from the “General Query Group” by clicking on the Find icon
Choose from Finance teams related to the end user you want to address (Only 1 Finance team can be selected)
To move between different pages use the arrow keys as highlighted
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
General Enquiries
Choose from the “Supplier General Query Group” by clicking on the Find icon
Preferably choose the option “EVERYONE” to ensure all concerned receive the queries
“INVOICE”, ”MWO”, ”TO” would ensure queries be sent to specific groups processing the same
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
General Enquiries
“To:” field will be populated based on Finance Unit and Queries group selected
“cc:” field to be filled by the user to include email ids of choice
“Subject” & ”Message” fields to be filled by user explaining their grievance
To add any attachments click on the “Attachments” icon
Once All information has been filled, Click on “Submit Query”, status of query will change to “SENT”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Broadcast Message
A Communication tool to convey notifications to Suppliers
Serves as a “Notice Board” to convey information about enhancements and changes on Supplier Portal
Email notification to user once Broadcast message has been sent
Click on “Broadcast Message”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Broadcast Message
View list of Broadcast messages sent by ADCO
Information can be filtered by entering information in any cell and hit “ENTER”
To view the message and the related attachments, click on the desired message reference
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Payment Enquiry
View All payments made to your firm over the past 14 months
To access this functionality, navigate to “Go To” drop down list
Click on “Financial” to view all functionalities assigned to user
Click on “Supplier Payment Enquiry”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Payment Enquiry
To view payments made to your firm click on the tab “Payment Inquiry”
Alternatively to view all payments, click on any Empty Cell & hit “ENTER”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Payment Enquiry
View all payments made to your firm over the past 14 months
To scroll through the list of payments made use the next page arrow icon
To download visible information in MS Excel, click on Download
To view further information on the details of Payment, click on the double arrow icon
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Payment Enquiry
View details of Payment of payment made by ADCO
Vendor Invoice reference, contract reference, commitment document reference and invoice value mentioned
To download visible information in MS Excel, click on Download
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry
View Service Orders issued to Supplier
Downloading and Printing of Service Order
To access this functionality, navigate to “Go To” drop down list
Click on “Financial” to view all functionalities assigned to user
Click on “Supplier Service Order Enquiry”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry
Status can be filtered by the Find/Search icon (Magnifying Glass)
Information can be filtered by entering information in any cell and hit “ENTER”
To download visible information in MS Excel, click on Download
To view further information on the Service Order, click on the desired SO number
Note: Service Order is a commitment document issued by ADCO to replace email/fax/telephonic requests
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry
To view detailed description of requirements, Click on the Long Description icon
To view supporting documents of the request, Click on “Attachments”
Click on “Select Action” and to generate the Service Order
To Generate the Service Order Report, choose “Run Reports”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry (Generating Report)
To generate the Service Order report, click on “SO Print Report”
Note: Please enable all Pop-ups while using Supplier Portal and add Supplier Portal to your safe website list (if required)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry (Generating Report)
Click on “Submit” to generate the Service Order Report
Note: Please enable all Pop-ups while using Supplier Portal and add Supplier Portal to your safe website list (if required)
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry (Generating Report)
Service Order Report shall generate as Above
To Print the Service Order, Click on the “Print” icon.
To Export the report in the desired format ie .ppt ; .doc ; .pdf ; .xls ; .postscript , click on the “Export Report” icon
Note: Incase a blank/empty screen appears, please refresh the web browser to view the Service Order report and check if Pop-ups are enabled for the site.
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry
To view Service Order lines and distribution of costs choose the tab “SO Lines”
To view invoices submitted/related to Service Order choose the tab “Related Invoices”
To view the generic terms and conditions of the Service Order choose the tab “Terms and Conditions”
Note: The terms mentioned are mentioned as Service Order functions as a commitment by itself
To raise queries and clarifications towards the Service Order choose the tab “Queries” and click “New Query”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry (Raising Queries)
To choose the “Enquiry Type”, click on the Find/Search icon (Magnifying Glass)
Choose the type of query based on requirement
Query will be routed to the related Approver and End user group
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Supplier Service Order Enquiry (Raising Queries)
“To:” field will be populated based on Service Order approver and requestor groups
“cc:” field to be filled by the user to include email ids of choice
“Subject” & ”Message” fields to be filled by user explaining their grievance
To add any attachments click on the “Attachments” icon
Once All information has been filled, Click on “Submit Query”, status of query will change to “SENT”
Note: Please contact [email protected] if query goes unanswered for 7 working days
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
To Upload and Submit Supplier invoices online (Access to be granted by System Administrator for other users & self)
To access this functionality, navigate to “Go To” drop down list
Click on “Financial” to view all functionalities assigned to user
Click on “Upload Invoices”
Alternatively option should appear under Favorite Applications, Click on “Upload Invoices”
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Submission of invoices is a 2 stage process i.e. Upload Invoices and Submit Invoices
Submission is done by preparing a zipped file through Win Zip or Win Rar, file type .zip or .rar
Content of the file will be an Excel Template along with the scanned copies of the invoice to be submitted
Note: Scanned copy should as per the exact hard copy with supporting documents which are submitted physically
Note: Once online invoicing has commenced, the supplier DOES NOT need to submit original invoices to ADCO
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
To commence the process of E-Invoicing, the Excel template needs to be downloaded
Click on “Download Excel Template”
A prompt message will appear requesting you to either save or open the excel file
User has to save the file in the local directory as is, i.e. “EINVTEMPLATE.xlsx”
Note: User SHOULD NOT change the excel file name, i.e. Name of File “EINVTEMPLATE” & File Format/Type “.xlsx”
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
Fill the Columns as instructed in the “Invoice Header” Worksheet in the file downloaded
“INVOICE TYPE” User is requested to highlight whether an invoice or credit note is being submitted
INVOICE Supplier has to submit a regular contract/commitment related billing
CREDIT Supplier has to submit a recovery/invoice that needs to be received by ADCO
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“INVOICE NUMBER” User to fill in the Vendor invoice reference
“DESCRIPTION” User to enter a short description of Vendor invoice
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“DOCUMENT TYPE” User to choose from the various types of commitment documents from ADCO
TO Task Order billings MWO Minor Work Order billings
PO Purchase Order billings SO Service Order billings
NONE Direct Contract billings
Note: If options don’t appear in drop down list, User to enter Document type as shown i.e. TO, MWO, PO, SO, NONE
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“COMMITMENT DOCUMENT NUMBER” User to fill the relevant commitment document reference (8 digits)
Note: Column to be filled only for Task Order, Minor Work Order, Purchase Order and Service Order
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“PACKAGING SLIP” User to fill the relevant delivery note/packing slip reference of the firm
Note: Column to be filled only for Purchase Order type of invoicing (MANDATORY)
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“CONTRACT NUMBER” User to fill information as per commitment document (TO) or contract signed
Note: Column to be filled only for Task Order, Direct Billing (NONE) type of invoicing (MANDATORY)
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“INVOICE AMOUNT” User to fill amount of the invoice
“CURRENCY” User to fill currency of the invoice
Note: Columns to be filled for all types of invoicing (MANDATORY)
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“Rig No.” User to fill Rig reference
“Well No.” User to fill Well reference
Note: Columns to be filled for all types of invoicing if applicable - as per nature of service
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Invoice information pertaining to one invoice should be filled in the same row
“ATTACHMENTS” User to fill name of attachment as per the zip file
Note: Name of the file should be name of the document along with the file extension i.e. Invoice123.pdf
Note: Column to be filled as per the document i.e. Alphabets, Upper/Lower case, Numbers and Spacing
Note: If multiple files are to be attached for one invoice, use the separator “;” between attachment names
Only Task Order, Minor Work Order, Purchase Order, Service Order & Direct Contract billing invoices can be submitted
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Save the Excel Template in a local directory – DO NOT change the file name i.e. EINVTEMPLATE.xlsx
Save the Scanned invoice and supporting documents in the same directory
Select the files i.e. Excel Template and Scanned documents, right click to choose the zipping software
Choose “Add to Zip file”
Note: If the files are saved in one folder DO NOT zip the folder, instead open the folder and zip the files ONLY
Note: User can name the zip file as per choice – preferable name the file as per the invoice submission date
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Once the zip file is saved in the local directory, user can commence the “Upload Process”
Click on “Upload Invoices”
A pop up window will appear requesting the user to choose the upload file from the local directory
Click on “Browse”, choose the zip file saved
Click on “OK”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
The above pop up message will appear once the upload process is complete
A confirmation email will be sent to all nominated users within the firm
Note: Please contact [email protected] if there are issues and clarifications with the Invoice Upload process or if the User gets an Error message
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Alternatively incase of non receipt of confirmation email user can search the status of upload attempt
Information can be filtered by entering information in any cell and hit “ENTER”
Upload Status / Import /Document Type can be filtered by the Find/Search icon (Magnifying Glass)
UPLOADED Upload attempt is successful and invoice is ready for stage 2 (Submission)
REJECTED Upload attempt is unsuccessful and invoice needs to be uploaded again (Restart Process)
Note: “Reason for Upload Rejection” can be viewed by clicking the relevant “Record ID”
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
To commence Stage 2, “Invoice Submission”, user can choose to filter UPLOADED invoices under “Upload Status”
User has to scroll to the bottom of the page and check the box “Select Records”
This action will enable check boxes against each invoice
User to choose/check the box against desired invoices that have to be submitted and click on “Submit Invoices”
Note: User can select only records with “UPLOADED” status to complete the invoice submission process
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
The User will be asked to confirm submission of uploaded record/s, please click on “Yes”
The above pop up message will appear once the submission process is complete
A confirmation email will be sent to all nominated users within the firm
Note: Please contact [email protected] if there are issues and clarifications with the Invoice Submission process or if the User gets an Error message
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Upload Invoices
Alternatively incase of non receipt of confirmation email user can search the status of upload attempt
Information can be filtered by entering information in any cell and hit “ENTER”
Invoice status will change to the below
Upload Status: SUBMIT Invoice successfully submitted
Import Status: READY Invoice is ready to be imported by ADCO
Note: Stage 2 i.e. “Invoice Submission” is required to be completed to finish the invoice upload process
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
Enhancements Supplier Low Value Purchase Order Enquiry
Supplier Purchase Order Enquiry
Supplier Receipt Enquiry
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2014 Abu Dhabi Company for Onshore Oil Operations (ADCO). All rights reserved. ADCO Restricted Circulation.
DISCLAIMER
This Manual (the “Manual”) has been prepared by ABU DHABI COMPANY FOR ONSHORE OIL OPERATIONS (ADCO) for the purpose of setting out certain confidential information in respect of ADCO’s business activities and strategy. This Manual and the information contained herein is confidential and is for the exclusive use of the recipients to whom it is addressed. Each recipient agrees that it will not copy, reproduce or distribute to others this Manual, in whole or in part, at any time without the prior written consent of ADCO.
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