1. i2B LIMITED – i2B ERP Integration – 2019 Q1

2. i2B REQUEST TO INVOICE FLOW
ONE VIEW
Reports, graphical analysis, on time delivery, demand, same for buyers and vendors
RAISE
RFQ to PO automation. Bespoke purchase order layouts with alerts to Vendors in multiple languages. Automatic document attachments Change alerts / notifications. Change request by vendor or buyer. Reminders auto-sent.
TO INVOICE
Full cycle from order to invoice details
REQUEST
Requisitions module with workflow management / approvals. RFQ modules with global search facilities.
ALL SUPPLIERS
All suppliers can use the system, via the web, web services or EDI. Lite version available for small volume suppliers. Intercompany processing full end to end.
ACTION
Buyer can accept / decline change requests. Vendors can accept / decline change request / orders with full traceability. Shipping Notifications

3. ERP REQUEST – Requisitions in i2B Purchase Order Creation
Requisitions module – Allows internal staff to raise a requirement for goods / services within i2B.
Approval workflow / process within i2B.
Once the requisition is fully approved this is passed back to procurement team in i2B.
Procurement team decides in i2B on whether approved requisition is converted to Request for Quotation (RFQ) or Purchase Order.
If PO then i2B will create a file back to company ERP system. ERP system will then create a Purchase Order. Status of Purchase Order (whether already approved or requiring approval) dependant on company settings.
ERP
Purchase Order Creation

4. ERP REQUEST – Request for Quotation in i2B Purchase Order Creation
RFQ module – Allows procurement staff to raise a requirement for goods / services within i2B (or RFQ can be generated from Requisition)
RFQ sent to vendor (or multiple vendors) for response.
Once response(s) received procurement staff can decide to accept / decline each response.
If RFQ response is accepted then i2B will create a file back to company ERP system. ERP system will then create a Purchase Order. Status of Purchase Order (whether already approved or requiring approval) dependant on company settings.
ERP
Purchase Order Creation

5. ERP RAISE – ERP Purchase Order > i2B > ERP Purchase Order Update
Once the companies ERP Purchase Order is created and released. This is sent to i2B. Can be real time / set frequencies.
i2B alerts Vendor to new (and subsequent changes) to the Purchase Order via . Direct links to i2B (i2B lite or i2B full account).
Vendor can request changes to the Purchase Order. These can be delivery date, quantity and price.
Procurement team decides (within i2B) whether they accept or decline the change request.
If accepted i2B updates ERP with changes. Changing the order delivery date / quantity or price.
ERP
Purchase Order Update

6. ERP RAISE – ERP Purchase Order > i2B > ERP Purchase Order Update
Buyers can also request change requests to Purchase Orders (delivery date / price / quantity)
If the Vendor accepts the change request this updates the companies ERP system.
Once the Vendor accepts the order this creates a file which is sent back to the companies ERP system.
Companies ERP system Purchase Order status updated to Accepted.
ERP
Purchase Order Update

7. ERP RAISE – ERP Purchase Order Under Approval Purchase Order Update
Buyers can mark a Purchase Order change as under approval in their ERP system.
Vendor is alerted that a change is due to happen to their Purchase Order.
i2B flags the Purchase Order as under approval within i2B.
Once approved in the ERP system, change alert is sent to Vendor, i2B audit trail updated, “change under approval” flag released in i2B.
ERP
Purchase Order Update

8. ERP VENDOR RAISE – Lite Users
Vendors can be setup with full i2B accounts (i.e. username, password, user profile) or given access to i2B as a Lite user (e.g. infrequent / low volume vendors). Lite users increase i2B usage percentages.
A Lite user is determined by i2B as a vendor with an address but no user account. Lite user usage can be switched on / off if required.
If Lite users are enabled then their alert links are encrypted in a way that once they click on a Purchase Order (or RFQ) link, i2B allows them access without a username / password.
All the Lite user has access to is that individual document (Purchase Order / RFQ) to accept / decline / respond. No dashboard / reporting functions.
VENDOR
ERP

9. ERP VENDOR RAISE – EDI Users
Vendors can be setup to communicate with i2B via EDI.
Purchase order alerts can create EDI files to be sent directly to the Vendor via SFTP to create Sales Orders in their ERP system.
Vendors can accept Purchase Orders electronically by sending back an order acknowledgement EDI file.
Vendors can confirm shipments of Purchase Orders electronically by sending back a shipment EDI file to i2B.
Vendors can send their invoices electronically by sending back an invoice EDI file to i2B.
VENDOR
ERP

10. ERP VENDOR ACTION – Service Entry Sheets
Vendors can create Service entry sheets within i2B. Once created this generates a service entry sheet with barcode(s) for Service Order / Service Order lines.
On creation of the Service entry sheet i2B will update companies ERP system with the Service entry details.
Associated documentation can be added by the Vendor. For example attachments of backup information (e.g. timesheets).
VENDOR
ERP

11. ERP VENDOR ACTION – Shipping Notifications
Vendors can create Shipping Notifications within i2B. Once created this generates a delivery note with barcode(s) for Purchase Order / Purchase Order lines.
On creation of the Shipping Notification i2B will update companies ERP system with the Shipping Notification details.
Shipping notifications can be enhanced to allow more details of the shipment. For example: Port being delivered to (i2B can adjust delivery dates dependant on port), courier details, container numbers, expiry dates, best before dates.
Associated documentation can be added by the Vendor. For example attachments of quality certificates / shipping documentation.
VENDOR
ERP

12. ERP COURIER ACTION – Shipping Notifications – Courier Access
If the courier is identified on the Purchase Order, shipping users (couriers) can created to give access to i2B.
Couriers can login into i2B and view Purchase Orders associated with them (including or excluding pricing details)
Couriers can update shipping notification details, including estimated delivery dates, tracking information.
i2B will update companies ERP system with the Shipping Notification details.
COURIER
ERP

13. ERP VENDOR ACTION – Invoice entry / upload
i2B holds the Purchase Order quantity, price, value and receipted quantity.
i2B Invoice Upload Invoices in 2 ways 1) Just upload the physical invoice (e.g. PDF) this is saved within i2B and sent to the companies Accounts Payable department. 2) Upload the invoice via manual entry or EDI upload. The invoice is matched against the order / receipted quantity within company set tolerances. If the invoiced quantity (and associated costs / taxes) are within the tolerances the invoice is created within the companies ERP Accounts Payable system.
VENDOR
ERP

14. ANY QUESTIONS? CONTACT DETAILS
i2B Limited www. i2b-online.com i2B UK HQ
NetPark. Thomas Wright Way
Sedgefield. County Durham United Kingdom +44 (0)
i2B Australia HQ
Level 9,
440 Collins Street,
Melbourne. VIC
3000. Australia