1. E-ordering and e-invoicing through OB10 portal
QUICK REFERENCE GUIDE
E-ordering and e-invoicing through OB10 portal

2. Content Introduction to OB10
How to see/follow incoming Purchase Orders
How to create/submit an invoice from a PO
Reporting (invoice status)

3. I. Introduction - OB10 Registration

4. I. Introduction - OB10 Registration (2)
Go to Website
Web form registration (online)
Integrated Solution registration (via )
Click on “here”
Click the button to complete the registration for Web Form
Available OB10 account numbers for GSK Biologicals – Vaccines    

5. I. Introduction - Home Page

6. I. Introduction - How to access the OB10 Portal
Click on “LOGIN”
Enter your and click on Login
Enter your password
Click on Login
Enter your memorable word
Enter the selected letters of your memorable word.
Click on continue    

7. Content Introduction to OB10
How to see/follow incoming Purchase Orders
How to create/submit an invoice from a PO
Reporting (invoice status)

8. II. How to see/follow incoming Purchase Orders
Etapes du processus
PO Delivery - online efficiency
You receive Purchase Orders electronically from GSK Vaccines. You can view or download your PO - or simply 'convert' into your tax compliant invoice.
PO Convert - for quick, reliable invoices
Save time and effort by simply converting your PO directly into an invoice. Creating your invoice this way requires minimal additional data to be entered. You simply accept your PO and Convert. This enables your customer to quickly match the invoice to the PO, which speeds up the payment process.

9. II. How to see/follow incoming Purchase Orders
Go TO “MY PO’s”
In the menu or via the shortcut.
MY PO’S
PO summary:
Shows the statistic about received PO’s. You can immediately see if any new PO arrived
Selection for Active PO listed below:
Selection by customer
Selection by PO number
Selection by Status
Selection by PO date range
Active PO
List of PO’s corresponding to the selection criteria with information (PO number, date, status, number of line, number of invoice already submitted…)  
Validation (to create invoices, PO must first be accepted)
See the detail of the PO and convert it in invoice
Display the PO in PDF format

10. Content Introduction to OB10
How to see/follow incoming Purchase Orders
How to create/submit an invoice from a PO
Reporting (invoice status)

11. III. How to create/submit an invoice from a PO PO List
From PO list:
Go to the PO detail
Accept the PO
Convert the PO
Initial Screen
Enter Invoice Number
Remark: ( GSK will only use the last 16 characters if field length is more than 16 characters long.)
Select item(s) to be invoiced
Adapt quantity
Possible to adapt price
Select relevant VAT rate
Create Invoice
Check data and confirm   

12. III. How to create/submit an invoice from a PO Header
Initial Header data
Enter you details if necessary
Enter detail of your contact at GSK if necessary
Enter invoice header detail
Document type: invoice or credit note
Invoice date (default = current date)
Tax point date : reference date for Tax reporting
Currency (defaulted)
PO number: coming from PO conversion. Never change it

13. III. How to create/submit an invoice from a PO Items
Item from PO conversion
Item data
Check item data coming from PO conversion
It is here possible to change the invoice item via the ‘change ‘button’
It is also possible to add an item via the button
Item not foreseen in the PO: transportation costs,…
Change item
Change Item data
Via
It is possible to add discount/surcharge related to the item or additional information
Caution: never change PO number or PO item number
When finished, save your item changes  
bis

14. III. How to create/submit an invoice from a PO Items
New item – special lines
New Item data
Select item type
Enter detail data
Description
Quantity
Price
Tax rate
When finished, save your item changes
New item – Goods/services lines
Change Item data
In addition, you have to specify the product description and unit
Via
It is possible to add discount/surcharge related to the item or additional information
Caution:
Please enter PO item number
PO number will be taken from header 
ter 
quater

15. III. How to create/submit an invoice from a PO Attachments
Additional information – Attachment
Attachment
It is possible to attach documents to an invoice (before submitting)
Use the “select” button
Select file
Select file(s) to attach
It is possible to attach documents (only PDF format)
File is attached 
bis 
ter

16. III. How to create/submit an invoice from a PO Summary
Summary
Final action
Summary of the invoice is displayed
Actions
Save (not submitted)
Preview:
Send: save and sent to GSK
Preview
Visual summary of the entered invoice 8

17. III. How to create/submit an invoice from a PO Save/send
Save as template
Possibility to use it as reference for future invoices
Enter a template name
Save
Possibility to change it afterwards
Send
Invoice is sent to GSK
No possibility to change it anymore
Follow delivery via invoice status 9 10 11

18. III. How to create/submit an invoice from a PO Change saved invoice not yet sent
Access your saved invoices
Access via: Invoicing > Create Invoice
Possibility to use it as reference for future invoices
Enter a template name
Save
List
In addition to the “create invoice” function, the list of saved invoice dill be displayed.
You have the choice:
Delete the invoice
Change the invoice
Please refer to the invoice creation function
Possibility to save/send  

19. Content Introduction to OB10
How to see/follow incoming Purchase Orders
How to create/submit an invoice from a PO
Reporting (invoice status)

20. IV. Reporting - Invoice Status
SENT
Your invoice is waiting to be processed.
ACCEPTED
OB10 has processed your invoice and it has passed validation.
DELIVERED
OB10 has made your invoice available for collection by GSK Biologicals.
RECEIVED
GSK Biologicals has collected your invoice and entered it into their system.
APPROVED
GSK Biologicals has approved payment of your invoice
PAID
GSK Biologicals has paid your invoice
The payment date indicates when payment is made
Etapes du processus 1 2 3 4 5 6

21. IV. Reporting - Invoice Status (2)
Etapes du processus
If your invoice fails to reach the next step then it will be one of the following states:
Failed OB10 attempted to process your invoice but it failed to pass our validation checks.
Exception GSK Biologicals has indicated that there may be a problem with this invoice and is investigating.

22. IV. Reporting - Invoice Status – follow up
Reporting  Invoice Submitted
Follow status for several invoices
Invoices
Selection for Submitted Invoices listed below:
Selection by customer
Selection by Date
Selection by Status
Select to execute the report
Note: it is possible to export the result of this report to Excel 

23. IV. Reporting - Invoice Status – follow up
Reporting  Invoice Submitted
Follow status for several invoices
Several information fields are displayed:
Invoice date
Invoice number
Invoice status
Amount(s) PO
Payment date
Comment for the status
Click on Invoice Number Display Invoice in PDF
Click on Status Display the due date 

24. Annexes
ANNEXES

25. V. Invoice Status – follow up
Invoicing  Invoice Status
Follow status for several invoices
Summary
Chart to summarize
Period selection 

26. V. Invoice Status – follow up (2)
Invoice List
Follow status for several invoices
List of invoices with respective status
Click on View Detail
To have the detail according to the status.
In Error: Failed, Exception
With OB10: Sent, Accepted
With the buyer: Delivered, Received, Approved, Paid
List of invoices grouped according to their situation  

27. V. Invoice Status – follow up (3)
Detail - Failed
Status detail
Invalid, Closed or Missing Purchase Order: shouldn’t occur when using the PO Convert
Status date: date of the last status update
Actions 
bis
Raise a ticket to OB10 support service
Invoice is reactivated and available for correction/resubmission
 Refer to the “change saved invoice” slide
Archive the invoice (saved but not changeable)

28. V. Invoice Status – follow up (3)
Detail - Exception
Waiting for approval: no action from your side
Request Credit Note: send credit note
Missing/Invalid PO:
Status detail
Comment: describe the reason for the exception
Status date: date of the last status update
Detail - Received
Comment: possible additional comment on the status at GSK Biologicals  

29. V. Invoice Status – follow up (3)
Detail - Approved
Actions: only archiving is possible
Status detail
Status date: date of the last status update
Due date: expected payment date
Detail - Paid
Payment date: date on which payment was made 8 9

30. V. Invoice Status – follow up (4)
Individual follow-up
Enter invoice number
Click on “Find” button
Detail
Individual Invoice
Invoice summary
Attachments
Status (see preceding pages)  