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

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Presentation on theme: "QUICK REFERENCE GUIDE E-ordering and e-invoicing through OB10 portal."— Presentation transcript:

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

2 Content I.Introduction to OB10 II.How to see/follow incoming Purchase Orders III.How to create/submit an invoice from a PO IV.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 I.Introduction to OB10 II.How to see/follow incoming Purchase Orders III.How to create/submit an invoice from a PO IV.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 1.PO summary: Shows the statistic about received PO’s. You can immediately see if any new PO arrived 2.Selection for Active PO listed below: Selection by customer Selection by PO number Selection by Status Selection by PO date range 3.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 I.Introduction to OB10 II.How to see/follow incoming Purchase Orders III.How to create/submit an invoice from a PO IV.Reporting (invoice status)

11 III. How to create/submit an invoice from a PO PO List From PO list: 1.Go to the PO detail 2.Accept the PO 3.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 Check item data coming from PO conversion 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 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 When finished, save your item changes  ter  quater III. How to create/submit an invoice from a PO Items

15 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 III. How to create/submit an invoice from a PO Attachments

16 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 III. How to create/submit an invoice from a PO Summary

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 Save Possibility to change it afterwards Send Invoice is sent to GSK No possibility to change it anymore Follow delivery via invoice status

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 I.Introduction to OB10 II.How to see/follow incoming Purchase Orders III.How to create/submit an invoice from a PO IV.Reporting (invoice status)

20 IV. Reporting - Invoice Status Etapes du processus 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

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 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)   bis

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 Status detail Comment: possible additional comment on the status at GSK Biologicals Status date: date of the last status update  

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 Actions: only archiving is possible Status detail Status date: date of the last status update 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)  


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