valo supplier portal - Marketing Execution Services ... · inwk | we make marketing happen Home Page Supplier Portal Quick Guide 3 The Home Page gives you a quick view of your most

valo supplier portal

A „HOW TO‟ GUIDE

inwk | we make marketing happen

URL: To access the portal, type

http://valosupplier.inwk.com into any web

browser.

Login credentials: Each user will have a

unique username and password. This is

private information that will not be shared with

InnerWorkings Production Managers or

personnel, so please remember it or record it

in a safe place.

If you forget your login information or

encounter difficulties with the portal, contact

Supplier Relations at

[email protected] or

call 312-277-1371.

Supplier Portal Login Information

Supplier Portal Quick Guide

2

http://suppliers-pilot.inwk.com/

mailto:[email protected]


Home Page


3

The Home Page gives you a quick view of your most recent activity in the portal. In the

future, this page will display more information on your recent bids and invoices. For

now, use the buttons highlighted above to navigate to other parts of the portal.

bids

orders

help

information

logout

these functions are not

currently implemented

vendor profile


Viewing Jobs Available for Bids


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Click the Bids button to see jobs

sent to you for an estimate

To see more information or submit a bid,

click the Job Number. If a single job

contains more than one item for bid, the

items are listed separately but show the

same Job Number and open the same

screen for bidding.

Use filters to narrow the Bids list according to the

quantities, item types, and specific jobs you want to see.

InnerWorkings Production

Managers will set a deadline

for receiving bids on a job.

After the deadline has passed,

the bid will expire and you will

no longer be able to submit an

estimate for the item.


Submitting a Bid


5

Click the Plus Sign to

view item specifications.

Choose your name from the list of

contacts. Enter any necessary contact

information and check the bid

expiration date and time.

Enter the Unit Cost and any notes

for the production manager. See the next slide for more information.

Once you have entered all information, click

Submit Bid to send your estimate to the

production manager.


Entering a Unit Cost


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Upon clicking in the Unit Cost field, a cost breakdown

menu appears. Specify the cost of the item according

to the categories displayed. Zero is an acceptable

amount. As you enter cost in each category, the per-

unit total is automatically calculated in the Unit Cost

field.

Click the x button to close the menu when you are

finished.


Viewing the Purchase Order List


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Click the Orders button to

see jobs that have been

awarded to you.

Click the PO number to

view the Purchase Order

in more detail.

Use the filter to

narrow the Orders list.


Viewing a Purchase Order


8

Use this toolbar to print the Purchase Order, save

product shipments, upload an invoice against the PO,

and view pending invoices against the PO.

See any important production

notes from the InnerWorkings

Production Manager here.

View the items to be produced and

their specifications by clicking the

arrow to expand each item line.


Logging a Product Shipment


9

After entering all product shipment information, click Save at

the top of the View Purchase Order page to notify the

InnerWorkings Production Manager of shipment. You will not

be able to invoice without recording a product shipment first.

View the items to be shipped and/or invoiced for a particular order here.

Enter the Shipping Quantity for each item.

Partial deliveries are permitted unless the Innerworkings PM specifically

requests no partial deliveries for the order.

The Shipped Date,

Shipment Mode, Tracking

Number, and Carrier

are required. See the

User Guide for more details.

Optionally enter any pertinent

shipping information

for the Production Manager.


Uploading an Invoice


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Select the checkboxes below to

indicate that this is your last

invoice or include charges.

After entering all necessary

information, click Save to

send the invoice to

InnerWorkings for approval.

Select the product shipments you are

including in your invoice. After selection, they

will appear in the table shown here. An invoice

must contain at least one product shipment.

Click Invoice Charges to see a

read-only menu of the charges that

can be included on your invoice.


Invoicing Policies


11

If there are discrepancies between the uploaded invoice document and

Invoice Date and Invoice Total shown here, InnerWorkings will only

honor the invoice information registered and displayed in the VALO

software.

Additionally, VALO will not allow you to invoice InnerWorkings for more

than the PO total. If you encounter additional costs throughout the

production process, contact the job‟s Production Manager immediately

so they can send an updated PO to your portal.


Viewing Pending Invoices


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From the View Purchase Order

page, click Pending Invoices to see

invoices awaiting InnerWorkings

approval.

Pending invoices with a

Rejected checkmark

have been rejected.

Click the Invoice

Number to edit your

pending invoice and

resubmit it.

Select a pending

invoice and click here

to delete the invoice

from the system.


Modifying a Rejected or Pending Invoice


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The Comments field contains

more information about why

the invoice was rejected.

Shipments can be

added or removed, if

necessary.

Once you have made all

modifications, click Save to

resubmit the invoice for approval.


Vendor Profile: General Tab


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Here, you can save information about your company, including your business

website, number of employees, preferred language and annual turnover.

Once you‟ve made your changes, don‟t forget to click the Save button!

Your Name, DUNS Number, Status, and Parent Vendor will be maintained by

InnerWorkings.

The SGA checkbox should only be selected if you are a non-production supplier

(meaning InnerWorkings purchases supplies from you, but you do not fulfill

procurement jobs for InnerWorkings).


Vendor Profile: Contacts Tab


15

The Contacts tab contains a list of details that InnerWorkings can use to communicate with you. To add or edit your

contacts, use the buttons highlighted above. Remember, when editing, you must first select the contact you would

like to modify before clicking the Edit button. In the Add Contact window, enter or edit any necessary information

and select as many contact types as applicable. This helps us refine our communication to you! Click OK to save

your information in the portal.

Please note that you will not be able to mark contacts as “Primary” in the Supplier Portal. To change your primary

contact, please contact our Supplier Relations team at [email protected].



Vendor Profile: Address Tab


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The Address tab contains a list of your company‟s locations. To add or edit your contacts, use the buttons

highlighted above. Remember, when editing, you must first select the contact you would like to modify before

clicking the Edit button. In the Add Address window, enter or edit any necessary information and select as many

contact types as applicable. Click OK to save your information in the portal.

Please note that you will not be able to mark addresses as “Primary” in the Supplier Portal. To change your

primary address, please contact our Supplier Relations team at [email protected].

.



Vendor Profile: Certification Tab


17

The Certification tab displays a list of your registered certifications. To have a certification added to your

profile, please contact our Supplier Relations team at [email protected].



Supplier Portal User Guide


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Clicking the Help button opens a new window with the Supplier Portal

User Guide, which contains step-by-step instructions on how to use the

portal as well as more information on new InnerWorkings policies.


Information and Logging Out

Supplier Portal Invoicing Guide

19

Click Information to see:

˃ Supplier Code of Conduct

˃ InnerWorkings Terms and Conditions

˃ Supplier Relations contact information

Click Logout to

securely exit the

Supplier Portal.

For information and assistance, please contact Supplier Relations

at [email protected].


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valo supplier portal - Marketing Execution Services ... · inwk | we make marketing happen Home Page Supplier Portal Quick Guide 3 The Home Page gives you a quick view of your most