SVHarbor Vendor and Broker Program

ePASS Training Webinar

Audio Connection:

1-208-348-2135 (SUPERVALU DIAL IN NUMBER)

1-855-443-7054 (Toll-Free)

Access Code:

992 989 255

• What is ePASS

• Logging into the system

– SVHarbor

– ePASS

• ePASS Home Page

– Help Documentation

– Search & Navigation

• Self Service – Creating a PASS #

– Document Search

– Payment Status Search

– PASS # Search

– Vendor Master

• Questions

1

Training will cover: ePASS – (Partner Accounting Self Service)

• Electronic communication vehicle that will be used by vendors and brokers to correspond with SUPERVALU regarding deduction documents and invoices

– Example: Deduction disputes, past due invoices, etc…

• A PASS # is created for inquiries

• PASS #’s will be electronically routed via email to the appropriate person within SUPERVALU to resolve

• Review status of PASS # within ePASS

• Confirmation emails sent to requester when the PASS # has been created, updated or closed

2

What is ePASS ePASS – (Partner Accounting Self Service)

3

Login to www.SVHarbor.com ePASS – (Partner Accounting Self Service)

4

Login to www.SVHarbor.com ePASS – (Partner Accounting Self Service)

5

Login to ePASS ePASS – (Partner Accounting Self Service)

6

Login to ePASS ePASS – (Partner Accounting Self Service)

7

ePASS Home Page ePASS – (Partner Accounting Self Service)

Available

ePASS

functions

The Reference guide is located in the Help section and is available on any ePASS screen

8

Help Menu ePASS – (Partner Accounting Self Service)

9

Help Menu ePASS – (Partner Accounting Self Service)

10

Search & Navigation Functions ePASS – (Partner Accounting Self Service)

Document Search

• Key document number as seen on check remit

• Search for deduction documents

– Vendor

– Broker

• Locations

– Retail (Cub, Farm Fresh, Shoppers, Hornbacher’s, Shaws, Acme, Albertsons and Albertsons LLC)

– Distribution Centers (Warehouse locations)

• SUPERVALU allows you to research up to 18 months

11

Document Search ePASS – (Partner Accounting Self Service)

12

Sample Check Remit ePASS – (Partner Accounting Self Service)

13

Document Search - Vendor ePASS – (Partner Accounting Self Service)

1. Vendor ID # (Required)

2. Document Date (Required)

3. Location (Optional)

4. Document # (Optional)

5. Net Amount (Optional)

6. Click “Go” button

ABC Company

14

Document Search - Broker ePASS – (Partner Accounting Self Service)

1. Vendor ID #

2. Document # or

3. Net Amount

4. Click “Go” button

ABC Company

15

Document Search Results ePASS – (Partner Accounting Self Service)

1. Click on any column header to sort

2. Export all will download these columns to a CSV file

3. View documents in Swiftview or PDF

4. To view one document. Single click on Document # to view, print and or save

5. To view multiple documents: Select check marks next to Document # and click on Open Selected

16

Document Search Results (continued) ePASS – (Partner Accounting Self Service)

If additional supporting attachment exists, they will be found in this link

17

Search & Navigation Functions ePASS – (Partner Accounting Self Service)

Payment Status Search

• Not available to brokers

• Displays paid and scheduled to be paid documents

• Locations

– Retail (Cub, Farm Fresh, Shoppers, Hornbacher’s, Shaws, Acme, Albertsons and Albertsons LLC)

– Distribution Centers (Warehouse locations)

18

Payment Status Search ePASS – (Partner Accounting Self Service)

19

Payment Status Search - Vendor ePASS – (Partner Accounting Self Service)

1. Select Vendor ID #

2 Select button to search by

• PO Number

• Document Number

• Net Amount

• Location

Document # = Invoice #

3. Click “Go” button

ABC Company

20

Payment Status Search – Vendor (Continued)

ePASS – (Partner Accounting Self Service)

ABC Company

21

Payment Status Search Results - Vendor ePASS – (Partner Accounting Self Service)

1. Click on any column header to sort

2. Export all will download these columns to a CSV file including

• Location Number

• Location Name

3. Make selection and click Create PASS #

22

Search & Navigation (Navigating ePASS) ePASS – (Partner Accounting Self Service)

1. Limit use of Forward & Backward button

2. Bread Crumbs

3. Display Results

• VCR button moves from page to page

• “Show all” provides all results

•Brokers: – Create PASS #’s for vendors they support

– Update PASS #’s created by the broker entity

•Vendors:

– Create PASS #’s for your vendor numbers

– Update PASS #’s created by the vendor or your broker

23

Self Service – Creating a PASS# ePASS – (Partner Accounting Self Service)

24

Self Service – Document Search ePASS – (Partner Accounting Self Service)

25

Self Service – Document Search ePASS – (Partner Accounting Self Service)

1. Complete required fields

2. Enter Optional fields

3. Click “Go” Button

ABC Company

26

Self Service – Create PASS # ePASS – (Partner Accounting Self Service)

1. Select document #’s that require further assistance from SUPERVALU (up to 25)

2. Click “Create PASS#” to create an electronic inquiry

• One document # per PASS #

• Do not use check number

27

Self Service – Document Not Found ePASS – (Partner Accounting Self Service)

1. Complete all required Fields *

• Requester information

• Net Amount

• Document Date

• Location

2. Attach Check Remittance

3. Click “Submit PASS #”

ABC Company

28

Self Service – Document Not Found (Continued)

ePASS – (Partner Accounting Self Service)

1. This confirmation screen notifies you with your assigned PASS #

2. Click “Continue” to move to next document in your sequence

29

Self Service – Sample email received after PASS # Created

ePASS – (Partner Accounting Self Service)

Vendor Name – V #

30

Self Service – Additional Backup ePASS – (Partner Accounting Self Service)

1. Complete all required fields *

• Requester information

• Select reason from dropdown

2. Click “Submit PASS #”

ABC Company

31

Self Service – Completing Additional information on PASS#

ePASS – (Partner Accounting Self Service)

When creating PASS #s for certain documents, the requestor could be asked to complete additional information:

•What do you need?

•PO Deduction Types

ABC Company

32

Self Service – Deduction Dispute ePASS – (Partner Accounting Self Service)

1. Complete all required fields *

• Requester information

• Enter dispute amount

• Enter comments

2. Click “Submit PASS #”

Valid Reason why you are disputing the deduction.

ABC Company

33

Self Service – PASS # Created ePASS – (Partner Accounting Self Service)

1. You will receive this confirmation screen after all successfully created PASS #’s

2. Click “Continue” to move to next document in your sequence

34

Self Service – Skip and Cancel Warning Messages

ePASS – (Partner Accounting Self Service)

Skip Warning

Skips this PASS # and moves to the next document in your sequence

Cancel Warning

Cancel this and all other PASS #’s in your sequence

35

Self Service – Payment Status Search ePASS – (Partner Accounting Self Service)

36

Self Service – Payment Search ePASS – (Partner Accounting Self Service)

1. Enter Required fields

2. Click “Go” button

ABC Company

37

Self Service – Create PASS # ePASS – (Partner Accounting Self Service)

1. Select document #’s that require further assistance from SUPERVALU (up to 25)

2. Click Create PASS # to create an electronic inquiry

• One document # per PASS

38

Self Service – Payment Dispute ePASS – (Partner Accounting Self Service)

1. Complete all required fields

• Requester information

• Enter dispute amount

• Enter comments

Valid Reason why you are disputing the payment

2. Click “Submit PASS #”

39

Self Service – Scheduled to be Paid ePASS – (Partner Accounting Self Service)

1. Complete required fields *

• Requester information

• Comments

2. Click “Submit PASS #”

40

Self Service –Payment Not Found ePASS – (Partner Accounting Self Service)

1. Complete required fields *

• Requester information

• Document Information

• Net Amount

• Document Date

• Location

• Attachments

Click “Submit PASS”

41

Self Service – PASS # Search ePASS – (Partner Accounting Self Service)

42

Self Service – PASS # Search ePASS – (Partner Accounting Self Service)

1. Select Vendor ID (Required)

2. Select search option: (Optional)

• PASS #

• Document #

• PO #

• Net Amount

3. Status (Optional)

4. Request Type (Optional)

6. PASS # date (Required)

5. Location (Optional)

7. Click on “Go” button

ABC Company

43

Self Service – Search Results ePASS – (Partner Accounting Self Service)

1. Click on any column header to sort

2. “Export All” will download these columns to a CSV Excel file

3. Click PASS # to view PASS # Details

44

Self Service – View and Update an Existing PASS #

ePASS – (Partner Accounting Self Service)

1. Open a printer friendly PASS # detail page

2. Update PASS #

45

Self Service – Update Existing PASS # ePASS – (Partner Accounting Self Service)

The Following can be updated on a PASS #:

• Requestor information

• Add attachments

• Add comments

• Cancel PASS #

• Save Changes

46

Self Service – View Edit History ePASS – (Partner Accounting Self Service)

Capture major changes to a PASS#

47

Self Service – View Additional Vendor Info

ePASS – (Partner Accounting Self Service)

48

Self Service – Document # Link or Attachment

ePASS – (Partner Accounting Self Service)

49

Self Service – Reopen Closed PASS # ePASS – (Partner Accounting Self Service)

Requester can reopen a closed PASS # once

50

Self Service – Reopen Closed PASS # ePASS – (Partner Accounting Self Service)

Add comments and any attachments that will assist SUPERVALU in re-evaluating your PASS #

51

Self Service – PASS Already Exists ePASS – (Partner Accounting Self Service)

1. ePASS will not allow you to create a duplicate PASS #’s

• ePASS looks for PO#, Document #, PO Deduction Type and PASS Type combinations

2. ePASS will provide the existing PASS #

52

Self Service – Vendor Master ePASS – (Partner Accounting Self Service)

Vendor Master Function

Allows vendors to update:

•Correspondence Address

•EDI Contact Change

53

Self Service – Correspondence Address/EDI Contact Change Self Service

ePASS – (Partner Accounting Self Service)

54

Self Service – Correspondence Address/EDI Change Self Service

ePASS – (Partner Accounting Self Service)

1. Modify requester information if needed

2. Select Vendor Number from drop down

3. Complete changes for correspondence contact and/or EDI Contact

4. Enter comments

5. Select “Create PASS #”

Comments:

• PASS can be viewed by any user with appropriate access

• Use email etiquette (comments cannot be removed)

• Avoid abbreviations

• You have 29 days to respond to an ePASS that was returned to requestor

55

Self Service – ePASS Notes ePASS – (Partner Accounting Self Service)

Percentage of PASS #’s Closed:

• PASS #’s closed within 7 days – 58%

• PASS #’s closed within 30 days – 84%

• PASS #’s closed within 60 days – 93%

56

Self Service – ePASS Stats ePASS – (Partner Accounting Self Service)

1. Can I submit more than one document number on a PASS #?

– No, only one document number per PASS #

2. Who do I contact to get ePASS access?

– If your company already has a SVHarbor administrator, you can call your administrator and they can grant you access to ePASS.

– If your company does not currently have access to SVHarbor, e-mail svhsuppliersecurity@supervalu.com to gain access

3. If you have access to ePass and you have a question about how to submit a PASS #, who do I call?

– Refer to the reference guide for assistance

57

Self Service – Frequently Asked Questions

ePASS – (Partner Accounting Self Service)

1. How far back can we research deductions in ePASS

– SUPERVALU allows you to research up to 18 months

2. Can requester information be updated?

– Yes, when you select Update PASS # from PASS # detail page

3. What if we have reopened a deduction once and it was still denied?

– See Reference Guide for escalation procedures. This is handled outside of ePASS.

58

Self Service – Frequently Asked Questions (Continued)

ePASS – (Partner Accounting Self Service)

If you have questions regarding ePASS

– Please refer to the reference guide

– Call the SUPERVALU IT Servicep Desk at 1-888-767-4227 for technical questions

Thank you for attending today’s ePASS training session

Paul Bateman

59

Self Service – Closing Comments ePASS – (Partner Accounting Self Service)