1. 3M Partners and Suppliers Click to edit Master title style USER GUIDE Supplier eInvoicing USER GUIDE The 3M beX environment: Day-to-day use

2. 2 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Welcome Thank you for your interest in registering to electronically invoice with 3M. We hope this guide will help you to familiarise yourself with the beX system.

3. 3 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Menu Use the links below to navigate around this document:  Important Notes Important Notes  beX Home Page: Menu Options beX Home Page: Menu Options – Tasks Tasks – Preferences Preferences – Configuration Configuration – Quick Find Quick Find  beX Home Page: Documents (Purchase Orders and Invoices) beX Home Page: Documents (Purchase Orders and Invoices) – Summary Page Summary Page – Viewing your POs Viewing your POs – Viewing your Invoices Viewing your Invoices  Creating an Invoice Creating an Invoice  Troubleshooting Troubleshooting To return to this page at anytime: click on the ‘MENU’ button at the top right of each page.

4. 4 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Important Note1/2 For some users, there is more information on a beX page than will fit on screen. Be sure to use the scrollbars on the right and bottom of screen to access all areas.  MENU

5. 5 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Important Note 2/2 Remember, you cannot add lines from multiple purchase orders onto a single invoice. A single invoice can only reference lines from a single purchase order.  MENU

6. 6 3M Partners and Suppliers © 3M 2006. All Rights Reserved. beX Home Page Every time you log into beX, this is where you will start: We will focus on the options available via the toolbar, leaving “Documents” until last.  MENU

7. 7 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Tasks: Change Password Via the “Tasks” Option, you can change your password as shown below:  MENU

8. 8 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Preferences 1/2: Personal and Organisation details Via the “Preferences” Option, you can alter your details, or that of your company.  MENU

9. 9 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Preferences 2/2: My Account You can also ‘top up’ Transaction Credits at any time via the ‘My Account’ page.  MENU

10. 10 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Configuration 1/3: Invoice Configuration Via the “Configuration” Option, you can change numerous settings, including the Invoice Configurations that you set up when you first accessed beX: Please refer to the “Registration and Invoice Configuration” training presentation if you need more assistance here.  MENU

11. 11 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Configuration 2/3: Currency Rates If you receive POs and issue invoices in various currencies, you can also specify the Exchange Rates that you wish to be effective on your invoices.  MENU

12. 12 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Configuration 3/3: Filter Management Finally, you can create Custom Filters for viewing either PO details or your invoices…..for instance, you may want to sort your invoices on screen by month – the screenshots below show the setup you would apply to create a filter showing just April 2006’s invoices.  MENU

13. 13 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Quick Find Quick Find works a little bit like a search engine, allowing you to call up specific invoices and POs from the front page:  MENU

14. 14 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Documents (Purchase Orders and Invoices) Now for the important bits – viewing POs, viewing invoices and creating invoices. You can access this area in two different ways – either the text in the “Task Box” on the front page, or the “Documents” option on the toolbar:  MENU

15. 15 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Documents: Summary Page Through either route, the “Document Summary” option will give you a summary of POs and Invoices, including any filters you preset via the “Configuration” option. Clicking on any of the filters’ names (e.g. “April 2006”) will take you to the list of invoices that exist within that filter.  MENU

16. 16 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Documents: Viewing your POs Either via the Document Summary screen, or through the “Purchase Orders” link, you can take a look at your POs. NB. These screenshots are “live”. Any supplier or transaction specific information has been obscured.  MENU

17. 17 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Documents: Viewing your Invoices Similarly, you can view your invoice list by selecting “Invoices”. Note how the custom “April 2006” filter is an option for you to choose.  MENU

18. 18 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice1/12 You’ve had the paper PO from 3M, You’ve supplied the goods, You’ve entered the invoice details in your back office system. You are now ready to create an eInvoice. Click on the Purchase Order Number you wish to invoice against. You can limit the number of Purchase Orders on screen by using one of the filters, or by searching for a particular value (such as order date in screenshot). If searching by date, currency or order number, be sure to click the tick icon on the left hand side, as circled in the screenshot above.  MENU

19. 19 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice2/12 When you have selected an invoice, you will be presented with the invoice details. Click “Create Invoice” at the bottom of the screen to proceed.  MENU

20. 20 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice3/12 You will be taken to a screen that appears similar to the one below. If you have multiple banks or tax registrations, this is where you will choose the appropriate one for this invoice. Click “Next” to continue.  MENU

21. 21 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice4/12 You are now in the actual invoice creation screen. You can amend/complete the fields in white. Fields with a red star are mandatory. To enter dates, click on the calendar icon by the field you wish to complete.  MENU

22. 22 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice5/12 Using the scrollbar on the right, you can move down through the invoice. With regards to the addresses, these are defaulted to be the same as the PO. However, you can change the Ship-From Country, as shown below.  MENU

23. 23 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice6/12 If you wish to add any free text to the invoice, this can be done via the “Messages” box in the “Other Information” section.  MENU

24. 24 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice7/12 In the Item Details section, you can amend the quantity and price, as well as the VAT rate (by pressing the “VAT” button) if appropriate. You will also be asked to specify if the line item is “Goods” or “Services” as shown below. Add your own product code and item description if required Note, this section defaults from the PO. If there are multiple lines, but you only wish to invoice for one, select the unwanted line(s) using the tick box on the far left, and click “Delete Selected Lines” (these lines will be available again for future invoices).  MENU

25. 25 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice8/12 If you wish to add freight charges, in the “Charge Details” section, tick “include charges”. You can now add a single freight line, as shown below. Note, this facility is for freight charges only.  MENU

26. 26 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice9/12 Scroll down further, and you will be able to review the invoice summary. You should check this thoroughly.  MENU

27. 27 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice10/12 Finally, if you wish, you can add an attachment (e.g. Excel Spreadsheet) to your invoice with supplementary information by using the “Add Attachment” function.  MENU

28. 28 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice11/12 When you have completed all of the above, you have a few options as shown below: “Save and Continue” saves your progress so far and lets you continue preparation of your invoice. “Save and Close” saves your progress and returns you to the “Purchase Orders” screen. “Validate” prompts a check to ensure that you have completed all the fields that you need to, and that the formats (e.g. DD/MM/YYYY for dates) are correct. “Send” TRANSMITS YOUR INVOICE TO 3M. No alterations are possible once you have selected this option. “Delete” erases your work, and returns you to the “Purchase Orders” screen.  MENU

29. 29 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Creating an Invoice12/12 Once your invoice is saved or sent, it will appear in your Invoice list for you to view (and if not sent, you can still work on it):  MENU

30. 30 3M Partners and Suppliers © 3M 2006. All Rights Reserved. Troubleshooting Hopefully, this presentation has helped you familiarise yourself with beX. We hope you will agree that the system is quick and easy to use. Should you have any further questions or queries, please contact 3M via the beX Support Information link on the beX Homepage.  MENU