supplier’s user guide to - government of jersey and... · 2016-04-12 · navigation bar...

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Supplier’s User Guide to

Supply Jersey Helpdesk 01534 440274

Table of Contents

1 INTRODUCTION ................................................................................................................................... 4

1.1 WELCOME TO SUPPLY JERSEY ............................................................................................................. 4

2 HOW TO REGISTER ............................................................................................................................ 5

2.1 GETTING STARTED ................................................................................................................................ 5 2.1.1 Invitation to Register ...................................................................................................................... 5 2.1.2 Accessing the Registration Form ................................................................................................. 5

2.2 COMPLETING THE REGISTRATION FORM .............................................................................................. 6 2.2.1 Trading Region ............................................................................................................................... 6 2.2.2 Company Details ............................................................................................................................ 6 2.2.3 User Details ..................................................................................................................................... 6 2.2.4 Accounting Details .......................................................................................................................... 6 2.2.5 Confirm & Submit ........................................................................................................................... 6

2.3 WHAT HAPPENS NEXT .......................................................................................................................... 7

3 OPERATING YOUR PORTAL ............................................................................................................. 8

3.1 GETTING STARTED ................................................................................................................................ 8 3.1.1 Signing In ......................................................................................................................................... 9

3.2 DASHBOARD ........................................................................................................................................ 10 3.2.1 Receiving your Customer’s Alerts .............................................................................................. 10 3.2.2 Setting and Using Quicklinks ...................................................................................................... 11 3.2.3 Choosing your Information Items ............................................................................................... 11

3.3 THE PORTAL MENU ............................................................................................................................. 12 3.3.1 Menu Layout .................................................................................................................................. 12 3.3.2 Application Screen Layout .......................................................................................................... 13 3.3.3 Working with Standard List Screens .......................................................................................... 13

3.3.3.1 Using the Search Bar .......................................................................................................................... 14 3.3.3.2 Using the Header Bar .......................................................................................................................... 14 3.3.3.3 Using Column Headers ....................................................................................................................... 14 3.3.3.4 Using the Results List ......................................................................................................................... 15 3.3.3.5 Using the Navigation Bar .................................................................................................................... 15

4 MAKING YOUR PORTAL WORK FOR YOU ................................................................................... 16

4.1 MANAGING YOUR TRADING PROFILE .................................................................................................. 16 4.1.1 Maintaining your Company and Contact Details ...................................................................... 17 4.1.2 Setting your Accounting and Tax Details .................................................................................. 17 4.1.3 Publishing your Trading Information .......................................................................................... 18

4.2 ASSIGNING PORTAL USERS ................................................................................................................ 19 4.2.1 Creating and Maintaining Users ................................................................................................. 19

4.2.1.1 Create a New User: ............................................................................................................................. 19 4.2.1.2 Select one of Existing Company’s Users: ........................................................................................ 20 4.2.1.3 Using This Tab: .................................................................................................................................... 20

4.3 MANAGING YOUR PRODUCT CATALOGUE ........................................................................................... 21 4.3.1 Searching the Catalogue ............................................................................................................. 21

4.3.1.1 Menu search ......................................................................................................................................... 21 4.3.1.2 Quick Search ........................................................................................................................................ 21

4.3.2 Uploading your Products ............................................................................................................. 21 4.3.2.1 Upload Spreadsheet ............................................................................................................................ 22

4.3.3 Maintaining your Products ........................................................................................................... 23 4.4 CUSTOMER ORDERS ........................................................................................................................... 24

4.4.1 Viewing the Order History ........................................................................................................... 24 4.5 CUSTOMER ORDER INVOICING............................................................................................................ 25

4.5.1 Flip a Whole Order into an Invoice ............................................................................................. 25 4.5.2 Part/Multi-Order Invoicing ............................................................................................................ 25

4.5.2.1 Orders and Order Lines ...................................................................................................................... 25 4.5.2.2 Invoice Basket ...................................................................................................................................... 25 4.5.2.3 Invoice Checkout ................................................................................................................................. 26

4.5.3 Viewing Invoices Ready for Payment ........................................................................................ 28


4.5.4 Managing Digital Signatures ....................................................................................................... 28 4.6 PAYMENTS RECEIVED ......................................................................................................................... 29

4.6.1 View Recorded Payments ........................................................................................................... 29 4.7 RETURNS ............................................................................................................................................. 29

4.7.1 Authorise Return Requests ......................................................................................................... 29 4.7.1.1 Accepting a Returns Request ............................................................................................................ 29 4.7.1.2 Rejecting a Returns Request ............................................................................................................. 29 4.7.1.3 Completing the Returns Process ....................................................................................................... 29

4.8 CREDIT NOTES .................................................................................................................................... 30 4.8.1 Authorise Credit Requests .......................................................................................................... 30

4.8.1.1 Accepting a Credit Request ................................................................................................................ 30 4.8.1.2 Rejecting a Credit Request ................................................................................................................ 30

4.8.2 Raise a Credit Note ...................................................................................................................... 30

5 SUPPLY JERSEY HELPDESK ......................................................................................................... 31

5.1.1 Helpdesk - 01534 440274 ........................................................................................................... 31


1 Introduction

1.1 Welcome to Supply Jersey

The Supply Jersey Portal (referenced here as the “portal”) provides a means of directly accessing the States of Jersey purchasing system so that you can:

Manage communications

Manage your trading relationship

Manage your products

Acknowledge orders

Negotiate orders by way of amending them for immediate attention of their buyer

Flip a customer’s order into a ready-for-payment invoice

Authorise return of goods ahead of them being returned

Authorise requests for credit

Manage your own accessibility to the portal


2 How to Register

2.1 Getting Started

2.1.1 Invitation to Register

You will be sent an email from the States of Jersey to invite you to register with them.

In this email you will be given a Buyer Contact name and email address, which acts as an authentication signature when entered, and submitted with, the registration form.

Please note that you will not be able to access the portal or submit the registration form until you have received this invitation.

2.1.2 Accessing the Registration Form

The invitation to register communication will contain the URL that you will need to access the portal. Use this link to access the portal, and choose the [Register] button.


2.2 Completing the Registration Form

The New Supplier Registration Form is then presented as a five-tab wizard style screen:

Trading Region

Company Details

User Details

Accounting Details

Confirm & Submit

Please note that all of the required information up to and including a user setup, needs to be entered during the single input session, and before the information can be submitted. Once you have set up a user account, you can then leave the form and return to it later by accessing the portal again and signing back in.

The form is displayed with the Trading Region tab initially active, and with the associated fields ready for input. Please note that all mandatory fields (marked with a red asterisk) need to be entered before the next tab is accessed.

Once you have entered all of the relevant information including all the required fields under one tab, use the [Continue] button to advance the form onto the next tab.

Note that validation will prevent you from continuing at this point if some required information has been missed or not entered correctly.

For further information on entering each field, position the mouse over the red question mark icon at the end of the appropriate field to show its explanation text.

The following screen prints show the information to be completed for each of the tabs.

Please enter information into as many fields as possible on each of the tabs, and make sure those fields marked with a red asterisk have been entered before continuing onto the next tab.

2.2.1 Trading Region

Both fields are selectable by way of a dropdown list. All information on this tab needs to be completed before moving to the next.

2.2.2 Company Details

2.2.3 User Details

All fields allow freeform text input, with some formatting constraints required for the phone number, email address and password, as described by clicking the adjacent question mark icons.

2.2.4 Accounting Details

All fields allow freeform text input, with some formatting constraints indicated by the existence of the adjacent question mark icons, which when clicked will reveal the formatting instructions.

2.2.5 Confirm & Submit

The final tab in this wizard-type input displays all of the information that you have entered into the form.

Please review this information, and once you have confirmed it is correct, please enter the security word prompt at the end.

You may now submit the form to your customer by using the Submit button provided.


2.3 What Happens Next

Your completed electronic form will be received by the person relating to the email address you have supplied, or one of their colleagues.

You will be notified of their decision regarding the acceptance of your details.

In any case, the user you have specified in the form will be setup for you, and will be given access to the form again via the portal login. Please use these login details to access the system where details of any issues relating to the form can be seen.

Upon successful acceptance of details, the same login will then provide access to the system dashboard and all of the permitted menu items for using the portal.


3 Operating your Portal

3.1 Getting Started

The portal comprises a standard layout of menu items and application screens. The components are referenced frequently throughout this guide, and so the following layout image should assist you in understanding the various application terminologies.

Most screens in the application share a consistent set of controls and features.

Vertical Navigation Bar

Application Bar Title Bar

Quick-Link Buttons

Content

Application Bar: Contains a Drop-Down box that allows quick switching between installed applications (such as Procurement and Administration). In addition, there are clickable links to the Home Page, and to Sign Out of the application.

Title Bar: Describes the active screen in the application.

Vertical Navigation Bar:

Contains a list of links to each of the main tasks that the application can perform, such as Negotiations and the Home Page.

Quick-Link Buttons: These buttons only appear on the Dashboard, and are clickable links which go directly to a particular screen in the application. These buttons are usually embedded within the content section.

Content: Contains the information and controls that make up a particular page of the application; and application “screen”. Note that for the purposes of this training guide, the screen prints comprise of the Content area for each presented subject.


3.1.1 Signing In

The Web3 Sign In Screen allows quick and easy access to the application.

1. Enter assigned User Name in the User Name Text Box.

2. Enter assigned Password in the Password Text Box.

3. Click the Sign in Button.

4. If your credentials are entered correctly, the application navigates to the Dashboard Screen. Otherwise the error message “Incorrect sign-in details” is displayed, and you can attempt to sign in again. If too many attempts to sign in are made, then a user lock out is invoked, requiring you to contact Supply Jersey Support to release the login once more.

5. If you have forgotten the password click the Forgotten your Password? link. You will be taken to the Retrieve Password panel where you can enter your username and have the system email a reminder to you.


3.2 Dashboard

The landing page of the portal is the dashboard:

The menu shown in the above screen is described in more detail in the sub sections below.

3.2.1 Receiving your Customer’s Alerts

The portal is an integrated part of the larger Supply Jersey purchase to pay system where all the different teams collectively engage in an interactive workflow, passing work from one to another by way of email notifications and “dashboard alerts”. Every user signs into their own dashboard to see the alerts relevant to them and their associated team. Here, in the portal, the main interaction is between you, the supplier, and your customer’s team raising their purchase orders with you.

Whenever your customer initiates an action in the system relating to your trading relationship, you will receive a dashboard alert. Likewise, when you sign into the portal and initiate an action relating to your customer, they will receive a dashboard alert.

All dashboard alerts raised by your customer’s purchasing activity with you are captured in the Order Management Alerts box on the dashboard.

If you currently cannot see the Order Management Alerts box on your dashboard screen then it needs to be configured to appear there. If this is the case then:

1. Click the [Modify Content] button at the top of the dashboard screen.

2. Locate the Order Management Alerts item within the KPI section.

3. Tick the adjacent Select box by clicking it.

4. Click the [Save Changes] to save the selection and return to the dashboard where the

Order Management Alerts box should now be displaying.

The Order Management Alerts box contains a list of trading actions with an accompanying counter:


The counter represents the number of actions requested of you in respect of that action.

By positioning the mouse over a particular trading action in the box, you will highlight it. You can then click it to navigate directly to the sub menu item where that action can be performed.

3.2.2 Setting and Using Quicklinks

Quicklinks are fast-access buttons that take you directly to the appropriate sub menu item of the portal.

To set your preferred Quicklink buttons:


2. Scroll through the list of Quicklinks that have been made available, and tick the individual boxes

corresponding to those that are required to appear on the dashboard.

3. Click the [Save Changes] button to save the selection and return to the dashboard where the

changes will take effect.

Once seen on the dashboard, these Quicklinks behave just like any other buttons, and so clicking the Quicklink will take you to the sub menu item where the action shown on the button can be performed.

3.2.3 Choosing your Information Items

Different types of general information have been made available for your own personal use. You may include these on your dashboard.

To choose your information items:


2. Scroll through the list of General items, and tick the individual boxes corresponding to those that

are required to appear on the dashboard.

3. Click the [Save Changes] button to save the selection and return to the dashboard where the

information can now be seen.


3.3 The Portal Menu

The portal menu occupies the left hand side of the application screen. It has at least two levels but as a default it is shown in a collapsed view of just the top level menu items:

Clicking on any one of the menu items preceded by the folder icon will open its folder to reveal the sub menu items. Clicking on a menu item that does not have a folder icon will launch that menu item.

Clicking on the Home link will clear the screen of any application screen and return you to the dashboard.

3.3.1 Menu Layout

The full menu is expanded below to show where each of the portal menu items can be located:

My Orders

o Acknowledge Orders – Acknowledge new and amended orders, or amend an order

o View Amendments in Approvals – Track your suggested order amendments

o View Approved Amendments – View amendments accepted by your customer

o View Order History – View all orders

My Invoices

o Part/Multiple Invoicing – Build a part single order, or part/whole multiple order, invoice

o Raise Single Order Invoice – Quickly flip a single whole order into an invoice

o View Invoices Ready for Payment – View invoices that are accepted for payment

o View Invoice History – View all invoices

o Manage Digital Signatures

My Payments

o View Payments Received – View payments made

My Returns

o Approve Return Requests – Review and accept/reject request for returns

o View Rejected Returns – View return requests rejected by you

o View Scheduled Returns – View returns awaiting collection

o View Completed Returns – View collected returns

My Credit Notes

o Raise Credit Note – raise a credit note from an invoice

o Approve Credit Requests – Review and accept/reject request for credit

o View Rejected Credit Requests – View credit requests rejected by you

o View Credit Note History – View all credit notes

My Products

o Catalogue Data – View your products


My Account

o Company Profile – Maintain your company’s details

Many of the above menu items can also be accessed from the Quicklinks or Order Management Alerts features of the dashboard.

Each submenu item, when clicked, will open an application screen in the main part of the portal’s webpage, ready to be worked with.

3.3.2 Application Screen Layout

The majority of application screens used for day to day trading (i.e. relate to the Trading in the Portal main section below), when opened, generally look the same, and work in the same way.

The main components of the standard layout application screens are:

1. Title Bar – The name of the screen being displayed

2. Search Bar – Provides search and filtering options

3. Header Bar – Provides display options

4. Column Headers – The labels of each column with some allowing sorting

5. Results List – the list of items matching the search and filter options

6. Navigation Bar – Provides paging options

3.3.3 Working with Standard List Screens

Both enquiry functions and raising document functions begin with a list; enquiry functions show the list up front, and raising document functions initially provide a list of items to be included in the document being built. In all these cases, the first action allows for the refining of the list in terms of item and date filtering.

Upon initial display, the first page of the full and unfiltered list is shown, whereupon the first action of filtering it (typically for when the list extends over several pages) can commence. Pages can be scrolled, and the information seen on each page can be customised in respect of number of lines and content.


Regarding the terminology used in the portal, it is worth highlighting that when signing into the portal, you are signing into your customer’s purchasing system, where you will encounter their purchase orders (sometimes abbreviated to “PO” or “Order”). So wherever the terms Purchase Order, PO or Order are mentioned in the portal and within this user guide, it is always implying your sales orders.

3.3.3.1 Using the Search Bar

The main search input (the Search For field in the Search Bar) is used for searching the whole of each document for any given keyword entered.

For best results it is advised to search for whole words or whole references.

After entering the keyword, clicking the [Search] button will then return all documents that contain the specified keyword.

To clear the search results and return to the full list of documents; click the [Clear] button.

To enhance the search results further, a choice of date ranges (in the form of pre-set date periods) can be selected from the dropdown list provided, so as to only return the documents that match the specified keyword AND the chosen date range.

The date range can be used without specifying a keyword, but note the [Search] button still has to be clicked to initiate the search.

The date range can be chosen after the initial keyword has been entered and the search performed.

Further keywords and date ranges can be applied on top of a set of search results, in the same way, which will potentially cause the search results to be filtered down further in size, and will continue to take effect until such time that the [Clear] button is used to clear all of them.

3.3.3.2 Using the Header Bar

The header bar controls what information you see in the results list and how much you see.

The number of items per page can be set at 10, 20, 50, 75, or 100, and the page automatically adjusts to that number upon selecting it from the dropdown list provided.

The [Customise] button can be used to determine what information is displayed in the result list columns.

Clicking the [Customise] button will display a list of all available information. It is then just a matter of selecting your preferences by ticking the Show tick box against the appropriate items. Clicking the [Submit Changes] button on the Customise display will then save your selection and refresh the current results list to show the preferred information.

3.3.3.3 Using Column Headers

Each column header displayed with an underscore can facilitate sorting of that column. Clicking on one of these column headers will instantly resort and refresh the list in that sort order; ascending. Clicking the


same column header a second time will then resort and refresh the list in descending order. Repeated clicking of the same column header will toggle the display between ascending and descending sort.

3.3.3.4 Using the Results List

Most results lists allow some type of viewing or selection of individual rows, and individual screens may also have button controls to facilitate other actions specific to that menu item.

If the results list shows a View link at the start of each row, then it can be clicked against the appropriate row in order to drill into its details. A full screen is usually displayed, with various tabs containing specific sections of information relating to the chosen document. For example, clicking View against a purchase order line, will display details of the purchase order (as shown in the above image).

The initial view of this screen presents the main details of the Document tab, and so selecting alternative tabs will present those alternative details.

There are buttons available in the details screen to facilitate various viewing options, such as:

Customise – Allows you to select which columns are displayed in the document lines list. This is

your own personal customisation which doesn’t affect how other users see this information.

Click the [Back] button to return to the results list.

To select and process a document:

If the results list shows a Select link at the start of each row, then it can be clicked against the appropriate row in order to drill into its details and perform specific actions. For example, clicking Select against a purchase order line in the Acknowledge Orders menu item, will display details of the purchase order with acknowledgement-related action buttons and order-amendment input fields (as shown in the above image).

Usually only the main document details are available for viewing without the alternative information tabs seen in the View screen.

The action buttons and input fields specific for each menu item are described in more detail later in this user guide. You can either click or tab between the available input fields. Alternatively, clicking the [Exit] button on these screens will return you to the results list without saving any actions or updates.

3.3.3.5 Using the Navigation Bar

The navigation bar allows you to easily switch pages. Page numbers are shown to the left hand side, with the current page showing no underscore. All other page numbers show underscores and are selectable with the mouse. When there are more than 10 pages available in the list, a “More” link allows the next batch of page numbers to be seen and used.


4 Making your Portal Work for You

Because the portal is part of a larger procurement system, almost all trading activities between you and your customer take place in the system, and remain stored in the system. There is no concept of paperwork going missing, and you are able to flip your customer’s order lines into ready-for-payment invoices as soon as your customer receives their goods.

You can administer your system users by adding and removing them as appropriate to ensure your customer stays up to speed with whom, in your company, they should be trading with. You can also maintain all other aspects of your trading relationship so as to keep your customer up to date with your evolving business. Your product catalogue can also be uploaded and maintained here.

4.1 Managing your Trading Profile

Each company using the portal is created in the system with a Company Profile. In all cases you are able to view how your own company profile has been set up, and raise queries against any aspect of it that might become outdated, or you feel is incorrect. Furthermore, some customers and users of the web3 P2P system may allow certain information in the company profile to be amended in the portal, which will become self-evident if and when encountering any information that is displayed in an input field that can be altered upon choosing the [Edit] button, where available. The remainder of this section is written in the context that the [Edit] button has been made available, and that some information can be presented to you in a modifiable state, for you to amend if you wish. However, please bear in mind that this might not always be the case.

The Company Profile is available from the My Account menu, and by choosing the Company Profile menu item. It is displayed in three sections; the company name/user tree on the left hand side, the editing status box on the top right hand side, and the profile attribute area in the bottom right hand side:

When editing the Company Profile it is locked out for editing by any other user, including your customer’s users. The editing of certain attributes is subject to customer approval, and when you have finished editing, the system will advise that your changes have gone for approval. During approval your changes


remain in a draft form which does not change the profile until they are accepted. The editing status box is also used by your customer to communicate approval-related messages to you. You should also receive communication via email. Once approved, your changes become live, and are saved to the system.

A record of this activity is also stored in the Company Profile Audit Log, which can be accessed by selecting the Audit Log tab:

Click the [Edit] button to commence editing.

4.1.1 Maintaining your Company and Contact Details

The main company details can be located on the Company Details tab, which is the default view when accessing the Company Profile. See the screen below for the type of information which is available for editing. Note the fields become modifiable for editing once the [Edit] button has been clicked.

4.1.2 Setting your Accounting and Tax Details

For engagement as an account supplier with your customer, they will require your company bank details. You can enter all banking details by choosing the Accounting Details tab.

The portal facilitates international bank account referencing as shown in the screen below:


The registering of tax details in the portal can also facilitate international trading, as it is possible to enter tax registration details for each country where you are registered, if this applies. Tax details are registered in the portal by choosing the Tax Registration tab, and entering details into the Tax Registration table, shown in the following screen:

4.1.3 Publishing your Trading Information

General trading information can be checked by choosing the Trading Info tab. This tab also contains all terms and conditions that your company has previously accepted:


4.2 Assigning Portal Users

Upon initial registration you are granted a user account to access the portal then, upon successful approval, you are then granted system-wide access to the portal, including the function of setting up and maintaining further users.

4.2.1 Creating and Maintaining Users

4.2.1.1 Create a New User:

A new user is created by clicking the [New] Button: This button navigates the application to the Company Maintenance: Users - New User Tab which is used in this instance to add a new User.


4.2.1.2 Select one of Existing Company’s Users:

The Tab is divided into two main sections; the Search Bar and Selection List, as described below.

The Search Bar contains two rows, the top one is used for entering Search Information:

Search By Dropdown: Contains the field that the search term is used against.

Search Text Box: Text to look for in the search.

[Search] Button: Click this to initiate the search.

The second row is used for filtering by the start letter, it contains the letters A - Z as Links, clicking any of them filters the results list by that letter. In other words, only results that begin by the selected letter are displayed. Clicking the [Search] Button removes the filter.

The Selection List shows a number of list entries on the screen, this number is determined by the Items Per Page Dropdown on the list header. If there are more list entries available than can be displayed, then they are split into multiple pages. Numbered page links at the bottom of the list enable rapid switching between the different pages.

Each entry in the list contains the User's Name.

The User may appear more than once if they are associated with more than one Branch.

Clicking this Link causes the application to navigate to the User Maintenance: User Details Tab.

4.2.1.3 Using This Tab:

Find an item in the Search List:

1. Either keep the default “Name Contains” search criteria or select alternative attributes to search text within, by choosing from the dropdown list of alternatives.

2. Enter the search term in the Search Text Box.

3. Click the [Search] Button.

The results will now be displayed in the Selection List. If necessary, further filtering of the results can be performed by using the Letter Filters.


4.3 Managing your Product Catalogue

4.3.1 Searching the Catalogue

By selecting ‘Catalogue Data’ located under the ‘My Products’ header from the left hand menu you are able to view, manage and upload your company’s products.

4.3.1.1 Menu search

By selecting a category name you can drill down to either the category of products you wish to view/amend or down to the item itself.

4.3.1.2 Quick Search

The quickest way to search through you products is to use the Quick Search facility at the top of the screen:

Enter the word or text that you wish to search for in the list, and then click the [Search] button.

To clear a search, click on the Full Catalogue link near the top of the page.

4.3.2 Uploading your Products


Data is uploaded via a data-validation spreadsheet.

4.3.2.1 Upload Spreadsheet

This data-validation spreadsheet can be downloaded from Supply Jersey prior to the initial upload. The cells of this Microsoft Excel spreadsheet are pre-set to accept data in the same format as is required for accepting the data into Supply Jersey. Some cells are also pre-populated with a list of values that the system will only be prepared to accept into the corresponding product data in Supply Jersey.

For example, the Unit Of Issue for a single unit might be expressed for a product as “Each”, “EACH”, “each”, “Ea”, “EA” or “ea”. The spreadsheet will help to normalise this data to suggest which of the above formats it recommends using. This will help the customer to evaluate your products and sort them more robustly without risk of some of your products possibly falling out of their requirements because some formats you have uploaded do not match what they expect. For example if they are evaluating their products with an enquiry to extract all product with a UOI setting of “Each”, and you have uploaded a product with a UOI of “ea”, it might not get included in their search.

Therefore, using this spreadsheet to upload your products is the most secure method, as it contains the most validation, so that you can be sure the data you intend to upload into the system is correct and at its most usable to the customer.

To use this feature:

1. Choose the Catalogue Data option from the My Products menu.

2. In the main screen click the [Export] button.

3. Enter a file name that you wish to export into.

4. Set the Export Type as “Upload Spreadsheet”.

5. Click the [Go] button.

6. Save the spreadsheet.

7. Enter / amend your products into the spreadsheet.

8. From the Manage Catalogue main screen, click the [Upload Product] button.

9. Select the Type as “New products and uploads”.

10. Choose when you wish for the uploaded products to be active in the system for your customer to

select from; this is the Publication Date and Publication Time.

11. Enter a description of the upload for notational purposes.

12. Browse for your saved copy of the spreadsheet that you have entered the products into, and

select it.

13. Click the [Go] button to upload it into the system.

14. If there are errors during the upload, they will be written into your spreadsheet.


4.3.3 Maintaining your Products

The Upload spreadsheet can also be used for maintaining your products.

When you choose to download the spreadsheet, where you have previously already uploaded them, the spreadsheet will be built and downloaded to include all of your previously uploaded products. During the rebuilding of this spreadsheet and prior to making it available to you, the system also checks for the most up-to-date Supply Jersey data validation and acceptable values. This means, as your customer’s system evolves, and the type of product data it holds also evolves, you can be sure that when you re-upload your products, your data is validated against the most recent system data to ensure the best possible match of formats.

Note also that your customer might populate the Contract field in your data, which should be preserved.

To use this feature:

1. Choose the Manage Catalogue option from the My Products menu.

2. In the main screen click the [Export] button.

3. Enter a file name that you wish to export into.

4. Set the Export Type as “Upload Spreadsheet”.

5. Do not tick the box next to the Export empty template only option in this instance.

6. Click the [Go] button.

7. Your pre-uploaded products have now been exported to you in an up to date spreadsheet, which

you are now required to save.

8. Amend your products in the spreadsheet, and add new ones where appropriate.

9. From the Manage Catalogue main screen, click the [Upload Product] button.

10. Select the Type as “New products and uploads”.

11. Choose when you wish for the uploaded products to be active in the system for your customer to

select from; this is the Publication Date and Publication Time.

12. Enter a description of the upload for notational purposes.

13. Browse for your saved copy of the spreadsheet that you have just maintained, and select it.

14. Click the [Go] button to upload it into the system.

If there are errors during the upload, they will be written into your spreadsheet.


4.4 Customer Orders

Before using this section, please read instructions for operating this type of screen, found at Operating your Portal – The Portal Menu – Working with Standard List Screens, earlier in this user guide.

This section describes the various options available in the My Orders menu.

4.4.1 Viewing the Order History

All orders can be located in the View Order History menu item.


4.5 Customer Order Invoicing


4.5.1 Flip a Whole Order into an Invoice

The easiest method of invoicing in the portal is to raise a single invoice to cover a single whole order that has been previously shipped to the customer.

Select the Raise Single Order Invoice menu item in the My Invoices menu, then search for the appropriate order in the list and select it. Note that you may only see orders that have been fully shipped in this list, dependent upon how your customer has engaged you in the use of the portal.

The invoice will be automatically built from the order document and its lines. You can add your reference to the invoice during the checkout stage, which is described in the Invoice Checkout section below.

4.5.2 Part/Multi-Order Invoicing

The internet “shopping basket” methodology is used here to allow you to add as many items as required into the invoice’s own shopping basket (the “Invoice Basket”).

4.5.2.1 Orders and Order Lines

To add one or more whole orders to the invoice basket, choose the Orders for Invoicing tab (this is the default view when accessing this menu item.

To alternatively/additionally add individual order lines to the invoice basket, choose the Order Lines Ready for Invoicing tab.

Both tabs allow you to select one or more items by ticking the appropriate tick boxes at the start of each line. When you have made your selection, clicking the [Add to Basket] button will then add the selected items to the invoice basket.

4.5.2.2 Invoice Basket

Choosing the Invoice Basket tab will display the contents of the invoice basket.


Each order/line is displayed initially at document level, but the plus icon [+] can be used to expand orders into their lines.

Note there is also a [Remove] button on each of the order document level lines for removing items added by mistake. It is also possible to discard the whole invoice basket and start again.

When the selected contents have been verified you can then progress to the invoice checkout by clicking the [Checkout] button.

4.5.2.3 Invoice Checkout

The invoice checkout is a continuation of the advanced invoicing process. It is not available from the menu. It contains three tabs which are intended to be used in sequence from left to right. You will need to enter the required fields on the first tab before you can access the second or third.

Note that it is possible to return to the invoice basket or cancel the invoice at any stage during the invoice checkout.

The Invoice Header tab is the default tab that shows upon accessing the invoice checkout (see the above screen). It contains referential (“header”) information about the invoice. You can add your own invoice reference, change the invoice and tax point dates, and add comments. Other statutory invoicing options are also available for you to select, dependent upon the country you reside in.

If you operate your business from more than one country, you will have different tax registrations for each of the different countries. You can set up and select the appropriate tax registration for the particular invoice that you are processing by choosing it from a dropdown list that you maintain in your company profile.

The Attachments tab allows you to upload any file, such as an image of your own back office accounting system invoice, to the invoice you are building in the portal.


Start the process by clicking the [Add files for Upload] button.

A popup window appears for you to browse for the required file(s). Upon clicking the [Open] button on that popup, your selected files will then list on the main screen as the popup closes.

Note the red cross at the end of each item that allows you to remove any item selected by mistake.

When you have completed your selection, click the [Upload] button to add the selected files to the invoice.

The Charges tab allows the adding of any necessary small adjustments in case of rounding differences between the invoice you have built and your own accounting system invoice, and additional charges can also be applied.

To add a charge, click the [Add New Charge] button, which will then display a popup panel to enable the charge to be defined.

Your customer sets up the types of charge available, so if you are unable to locate a suitable charge type then you may wish to contact the customer and request that it be set up.


A free format description can be entered along with the charge price, where applicable (not all charge types require a charge price).

Please select the most suitable invoice line to assign your charge to. This is important for your customer’s book keeping.

To add the charge to the invoice you are building, click the [Add] button.

Note that charges may be sent for approval, depending on the type and the amount.

The Confirm & Submit tab enables you to view the whole invoice before submitting it.

An amend facility is provided by clicking the ‘Amend Invoice Items’ button to allow you to adjust certain aspects of the invoice you have built so as to match it against your own invoice. Click the [Amend Invoice Items] button to access the amend mode.

You can change the quantity, price, freight, and tax rate. When you have made the adjustments, click the [Recalculate Invoice] button to commit the adjustments to the built invoice and return to the main Confirm & Submit screen.

IMPORTANT NOTICE:

All adjustments must be made before submitting the invoice, because no further adjustments can be made after submitting it.

Click the [Submit] button to submit the invoice to the system.

4.5.3 Viewing Invoices Ready for Payment

Select the View Invoices Ready for Payment menu item to see all invoices that your customer has submitted to their accounts for payment.

You can locate and view invoices in this screen.

4.5.4 Managing Digital Signatures

Digital signing of invoices is a service provided for use with the portal in those countries where it is a statutory requirement. For suppliers operating in those countries, the service runs transparently in the background. However, the Manage Digital Signatures menu item does allow you to view the service log and respond to any issues, such as resubmitting an invoice if it gets stuck in the process.


4.6 Payments Received


4.6.1 View Recorded Payments

Supply Jersey sends invoices ready for payment to the customer’s back office payment system, and receives notification back from that system when the invoices are paid. Invoices that are updated as paid are then represented in the View Payments Received menu item.

You can locate and view payments in this screen.

4.7 Returns

The interactive returns process in the portal is based around the agreement by yourselves, or not, to collect any goods they have discussed with you, which they have found cause to “reject” in their system. Any discussions regarding the cause of any defects, and the decision to replace them or not, lies outside the scope of this system. In these situations the matter will need to be resolved by means of communications outside of the system.


4.7.1 Authorise Return Requests

In the event of a customer delivery complaint, they can send a returns request to you in the system. These requests can be located in the Approve Return Requests menu item.

First, locate and select a request to review.

Details of the requested return are then displayed on screen with options to either accept or reject the request.

4.7.1.1 Accepting a Returns Request

To accept a returns request, click the [Accept] button. The customer is informed and the document becomes a “Returns Note” and is listed in the View Scheduled Returns menu item.

You can locate and view accepted returns in this screen.

4.7.1.2 Rejecting a Returns Request

To reject a returns request, click the [Reject] button. The customer is informed and the document is filed in the View Rejected Returns menu item.

You can locate and view rejected returns in this screen.

4.7.1.3 Completing the Returns Process

For approved returns, the returns process completes, in terms of system scope, when the goods are shipped back to you.

The Returns Note is then moved to the View Completed Returns menu item.

You can locate and view completed returns in this screen.


4.8 Credit Notes


4.8.1 Authorise Credit Requests

In the event of a customer invoicing query, they can send a credit request to you in the system. These requests can be located in the Approve Credit Requests menu item.

First, locate and select a request to review.

Details of the requested credit are then displayed on screen with options to either accept or reject the request.

4.8.1.1 Accepting a Credit Request

To accept a credit request, click the [Send Credit Note] button. The customer is informed and the document becomes a “Credit Note” and is listed in the View Credit Note History menu item.

You can locate and view accepted credits in this screen.

4.8.1.2 Rejecting a Credit Request

To reject a credit request, click the [Reject] button. The customer is informed and the document is filed in the View Rejected Credit Requests menu item.

You can locate and view rejected credits in this screen.

4.8.2 Raise a Credit Note

It is also possible to raise a credit note yourself without prior request from your customer. The Raise Credit Note menu item should be selected to achieve this.

Locate and select a relevant invoice to credit, which then displays its details on screen.

For quantity-based items, enter the quantity to credit.

Enter the value to credit.

Enter a credit reason.

Clicking the [Submit] button will then submit the credit note and send it to the customer.


5 Supply Jersey Helpdesk

5.1.1 Helpdesk - 01534 440274

The Supply Jersey Helpdesk is availible to Suppliers who require support in navigating around the website.

The helpdesk is availible:

Monday to Friday: 9.00 to 4.00pm

Saturday to Sunday: CLOSED

Supply Jersey E-Mail Address: [email protected]

mailto:[email protected]

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