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Intel Federal LLC Web Invoice. Supplier Training. Background. - PowerPoint PPT Presentation
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INTEL CORPORATION
Intel Federal LLCWeb Invoice
Supplier Training
INTEL CORPORATION2
BackgroundAll service suppliers are currently required to submit backup documentation for all charges to Intel Federal (LE 199). To facilitate this documentation requirement, web invoice is being turned on with attachment functionality where suppliers can electronically submit their invoice along with the required documentation.After an internal review of the backup documentation the invoice will be approved for payment.
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Supplier Impacts• Submit all supporting backup documentation at the same time as the web
invoice is submitted– If backup documentation is not complete when submitted, the invoice will be rejected
or short paid and resubmission will be required
• Only PDF, MS Word, Excel, or JPEG Image file is accepted– Example of file format: .pdf, .doc, .docx, .xls, .xlsx, .csv, .jpg, .jpeg
• Maximum file size is 25MB– If supplier gets an error due to the file size being too large instructions will be provided
in the error message what to do– Note: To ensure the quality of your attachments are accepted, please use a 100 dpi
quality or higher.
• Once a supplier chooses to use web invoice, hardcopy invoices will not be accepted by Intel
INTEL CORPORATION
Intel Web Suite/Web Suite Lite
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Web Suite AccessThere are 2 types of access for Suppliers to access Web Suite:
Web Suite Web Suite Lite
Who is eligible for?
High transaction volume suppliers >25 POs • Smaller/lower transaction volume suppliers <25 POs with no existing websuite/EVM account
Registration process
• Suppliers need to go through standard registration process at Supplier Portal
• Supplier EVM validates access requests & re-validates quarterly that right employees have access. (Intel contact validates supplier EVM and re-validates every six months)
Pre-requisition: DUNS, Supplier ID, Tax ID, Intel Contact (Name and Email)
• Suppliers’ accounts are created by Intel buyers at WSLite
• Login ID & Password will be sent to intended recipient via email upon the account creation
Limitation? • No limitation to PO access and invoicing against them
• Restricts visibility to most recent 25 POs & invoices supporting those POs. [upgrade to standard websuite available]
• Access Limited to Web PO, Web Invoice and Payment Tracker. Routing Guide by default.
Re-validation? • Yes. Intel contact validates supplier EVM and re-validates every 6 months
• Minimal. Intel buyer will be responsible to disable supplier’s account upon supplier’s termination.
Demo WebSuite Standard Registration
FAQ
Web Suite Lite
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Manage My Profile
Manage My Account Module
Maintain Personal Information
Request Access to Additional Applications
Check Status of Application on EVM Request
Become an EVM
View Company EVMs
Change passwords
Remove Account
Maintain Supplier Numbers
Upgrade to Standard (Full) Registration
Normal users without access X X X X X X X
Normal users with Websuite access X X X X x X X X
Websuite Lite users (without DUNS in account)
X X X X X
Websuite Lite users (with DUNS in account after converting to Standard Registration but access yet to be approved)
X X X X X X X X
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Standard Registration Flow
• D-U-N-S® Number - You will be prompted to enter the Dun & Bradstreet D-U-N-S® number of the local office of the company for which you work. This is a 9-digit number that is recognized as a universal standard for identifying companies worldwide
• Employee Validation Manager (EVM) - In order to register for full access your company will need to identify an Employee Validation Manager (EVM) who will manage the access of other users from your company. If your company does not currently have an EVM, you will be prompted to take on this responsibility as part of your application.If you decline, your application will remain on hold until a user from your company assumes that role.
• Supplier Number – For access to most applications you will need your 10-digit supplier number. If you do not know your supplier number you can ask your buyer or other Intel contact.
Requirement
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Employee Validation ManagerResponsibilities of an EVM:
• Manage company’s user accounts
• Approving/rejecting new users requests
• Revoke user access when accounts not longer needed
• Quarterly audit to ensure lists are up to date
Request for
Approval
• Apply to become an EVM• Enter valid Intel Contact email
for validationStep 1:
Action from Supplier
• Approve/Reject EVM requestStep 2:
Action from Intel Contact
STEP TO BECOME AN EVM1. https://supplier.intel.com/supplierhub/2. Click on "Registration”3. Next, click on "Manage My Account"4. Log in with your ID and password and click
“Submit”5. Select “Become an EVM”6. Take a moment to read the roles and
responsibilities. Once done, click “I Accept”7. Next, enter the email address of your Intel
Contact (e.g. Intel Buyer). An email will be sent to the Intel contact for review and approval.
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Standard Web Suite Access - Web Invoice• In Websuite package, there are many applications, i.e. Web Invoice, Web PO, Payment
Tracker, Web ASN & Forecast. Web Invoice is just one of the application in Websuite. • Access of Web Invoice will be given once the Web Suite account is approved
REQUEST ACCESS TO ADDITIONAL APPLICATION1. https://supplier.intel.com/supplierhub/2. Click on "Registration”3. Next, click on "Manage My Account"4. Log in with your ID and password and click “Submit”5. Select “Request Access To Additional Applications”6. Check the box next to Web Suite (Invoice/PO/Payment
Tracker/ASN/Forecast) - Suppliers Only 7. Then, click “Submit”.8. The access request form is now displayed. Please fill in all the
fields that have the orange asterisk next to them. If you do not know how to fill out a field, mouse over the "?" symbol. An explanation box will appear.
Once you submit the request, it will be routed to your company’s EVM for approval. Only after the EVM has approved will it route to Intel for processing.
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Intel Web Invoice:Create New Invoice
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Create New Invoice
1 2 4
Sign in https://supplier.intel.com/supplierhub/ site with you valid Login ID and password
Click on Accounts Payable > Intel® Web Invoice.
Click on Create New Invoice
Key in PO# in the field above and click on Create
Refer to next slide…
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Create New Invoice
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3
4
5
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Enter Invoice Number
Enter Invoice Date (must NOT be future date) Date format: DD-MMM-YYYY
Payment Term default as according to PO
When a PO is not marked for Goods Receipt, “Is this a billing invoice for Services?” will be prompted for selection - By default NO is selected
Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required.
Enter Ship/Service Date (must NOT be future date)Date format: DD-MMM-YYYY
1 Ensure correct PO# for web invoice creation
Check on the checkbox beside the PO line• Change Remaining Qty
and/or Unit Price when necessary
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Create New Invoice7
8
Check on the checkbox beside the PO line• Change Remaining Qty
and/or Unit Price when necessary
• When a PO line is not marked with Goods Receipt, “Is this a billing invoice for Services?” Yes will be selected - you are required to upload attachment by clicking on
• You will then get a pop up box allowing you to add the required backup documentation:
Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required.
• Note: there is a 25mb limit for attachments.
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Review Invoice
Review the invoice details entered before submission.• Edit Invoice should any
amendment required• Submit invoice should
there be no changes on the details entered
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Tax Invoice Copy
Save a copy of invoice in local hard drive for future reference.
Click on File > SAVE AS or Print from your browser.
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Intel Web Invoice:Create New Credit Memo
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Create New Invoice
1 2 4
Sign in https://supplier.intel.com/supplierhub/ site with you valid Login ID and password
Click on Accounts Payable > Intel® Web Invoice.
Click on Create New Invoice
Key in PO# in the field above and click on Create
Refer to next slide…
3
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Create New Credit Memo
1
2
5
3
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Enter correct PO# for web invoice creation
Select Credit Type from dropdown
Enter Supplier Original Invoice Number which needs to be offset withEnter Credit Number
Enter Supplier Credit Date (Format: DD-MMM-YYY)Enter Ship/Service Date (Format: DD-MMM-YYYY)
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Create New Credit Memo
7
• Check on the checkbox beside the PO line
• Change Remaining Qty and/or Unit Price when necessary
• When a PO line is not marked with Goods Receipt, “Is this a billing invoice for Services?” Yes will be selected - you are required to upload attachment by clicking on
• You will then get a pop up box allowing you to add the required backup documentation:
8
9 Click on Review Credit Memo to review invoice before submission. Return to this screen if any amendment required.
Enter Credit Description
• Note: there is a 25mb limit for attachments.
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Review Credit Memo
Review Credit MemoThis is the final check up before credit memo submission. Verify the information keyed, you may either “Edit Credit Memo” by going back to the earlier screen to make change, or click on “Submit Credit Memo”
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Credit Note Copy
Save a copy of invoice in local hard drive for future reference.
Click on File > SAVE AS or Print from your browser.
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Intel Web Invoice:Check Invoice Status via Payment Tracker
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Intel Payment TrackerIntel Payment Tracker helps with the search for invoices and payment information based on your Invoice Number, Purchase Order Number, Check/EFT/Payment Number, or Packing Slip Number. You can select the date range, Intel location, and report format
** Please expect 24 hours delay of web invoice information delayed in Payment Tracker**
1 2 3
Sign in https://supplier.intel.com/supplierhub/ site with you valid Login ID and password
Click on Accounts Payable > Intel® Payment Tracker
Choose payment information based on your preference and click Generate Report
Refer to next slide…
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Intel Payment Tracker
** Please expect 24 hours delay of web invoice information delayed in Payment Tracker**
4Pay Status and
Check Type symbols for
results
Results from
Search
Shows in process invoices
and Rejected Invoices
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Support Contacts
• For corrections or amendments on web invoices, suppliers will need to contact our AP-PO Support at: [email protected]
• Technical and Registration issues can be address via our Global Support Organization: https://supplier.intel.com/static/misc/support.htm
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Questions and AnswersQ: If I only supply goods to Intel does the attachment functionality apply to me, am I required to submit the documentation?
– A: Only service suppliers are required to submit the backup documentation.
Q: Can you still submit a credit to Intel after Intel has already paid the invoice?– A: Yes, you will need to enter the original invoice number that you are crediting and select
“Create a Credit Memo”
Q: What will happen if my invoice is rejected due to missing documentation?– A: You will need to resubmit the invoice along with the complete documentation
Q: What if my invoice shows as partially paid?– A: You will need to read the justification noted in payment tracker on why the invoice was
partially paid. If additional payment is needed you will need to submit a new invoice with the correct amount and documentation.
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Questions and Answers (cont.)
Q: If I provide services to other Intel locations besides Intel Federal LLC, that do not need backup documentation, will I need to select the button on whether it is for a service?
– A: No, this button and attachment feature is only capable for Intel Federal LLC.
Q: When will our payment terms start?– A: Payment terms start on the date the goods or services were received or the date that
the invoice and complete/accurate documentation are received, whichever is later.
Thank You