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Entering of proforma in SRM by vendors March 2011 – V3


Technical Data • • •

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URL https://srm.elia.be User VENxxxxxx Any HELP: Purchasing support • Nathalie Sarlet 02/546.7764 • Nancy De Smet 02/546.7683 • Lucien Detheux 02/546.7773 Internet settings • IE > 6.0 (Compatibility settings) • Turn Off Pop-up Blocker

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nathalie.sarlet@elia.be nancy.desmet@elia.be lucien.detheux@elia.be


Compatibility settings

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Allow elia.be

Enter the website, click on “Add” and then on “Close”.

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Allow elia.be

In case of problem to open the catalog (see slide 15), click on “Compatibility View� icon for full internet compatibility.

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Turn off the Pop-up Blocker

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Supplier

Purchasing

Requestor

Process entering proforma by vendor (yearly orders)

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Supplier

Purchasing

Requestor

Process entering proforma by vendor (individual Purchase orders)

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Content 1. Log in / Log off 2. Create proforma invoice 1. Select purchase order line 2. Enter detail 3. Optional: enter detailed information / attachments 4. Save & send 3. Check proforma invoice 4. Rejection of proforma invoice 1. Check 2. Change

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1.Log in •

2 Passwords (Case-sensitive!) • DMZ: password 1 Can be remembered by your PC Will never be changed Minimum length 6 CHAR

• SRM: password 2 For support facility reasons, keep same password for both

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Log off to close the session SRM

Contains all messages concerning proforma invoice

Create proforma invoice based on purchase order

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Content 1. Log in / Log off 2. Create proforma invoice 1. Select purchase order line 2. Enter detail 3. Optional: enter detailed information / attachments 4. Save & send 3. Check proforma invoice 4. Rejection of proforma invoice 1. Check 2. Change

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2.Create proforma invoice

1

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Supplier number: the 6 digits of your username – only enter once (performance) 3 Other possible filter (purchase order n° 48xxxxxx or 47xxxxxx)

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2

Default on last 30 days – blank for all open purchase orders


Select the correct Purchase order

create

Choosing the correct purchase order line is very important

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Create the proforma invoice 1 proforma = 1 invoice

1 3 2

Line is foreseen for services outside contract

deselect

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1

Description, ex. Consultancy Mr X.

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Period of services, ex. September 2011

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Proforma reference - should be also on the invoice

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Select the catalog and click on “Start�

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Catalog – choose the service(s) •

Find via Keyword, Hierarchy, Attributes • Via Keyword:

Ex. Vendor service reference 65456

• Via Hierarchy:

• Via Attributes: choose an attribute and an attribute value

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Possible sort

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Catalog – choose the service(s) •

Select the service and add quantity

Preview of your selection

When all the services have been selected, transfer the content to SRM

Or via “Check out” without preview

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Optional : Out of contract •

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Out of contract • When services are not found in the catalog and thus outside contract, then the first line can be used with a total price (and qty = 1 SU) or with a net price + quantity and adequate unit. • Otherwise deselect the first line – An error is given when nothing has been filled in and when selected.

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Optional: Attach justification documents •

Add a more detailed description or document (signed time sheets, …) 2

1

More detailed text (Name of persons)

Attachments (PDF, Word, Excel …)

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Internet security with attached documents When documents are attached, the first time you have to allow the system to attach files. Select "Always run software from SAP AG" and click on "Run"

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Check the total amount

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Save & send the proforma invoice

Remark: “Hold� = saving without sending it to the requestor or when there are error messages

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Content 1. Log in / Log off 2. Create proforma invoice 1. Select purchase order line 2. Enter detail 3. Optional: enter detailed information / attachments 4. Save & send 3. Check proforma invoice 4. Rejection of proforma invoice 1. Check 2. Change

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3.Check proforma invoice

Select proforma via confirmation number or via status.

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Other status Proforma is approved and registered into the system.

Proforma is rejected and needs to be modified or deleted.

Proforma is on Hold and needs to be confirmed.

Proforma is not yet approved by Elia.

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Follow-up of accepted amount

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Content 1. Log in / Log off 2. Create proforma invoice 1. Select purchase order line 2. Enter detail 3. Optional: enter detailed information / attachments 4. Save & send 3. Check proforma invoice 4. Rejection of proforma invoice 1. Check 2. Change

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4. Requestor rejects the proforma •

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You get an e-mail

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Go to the proforma

1

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Check reason and comments requestor

1

2

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Change the proforma invoice and confirm

2

1

“DELETE� : when the proforma is completely wrong (wrong PO number, line) and should be re-entered.

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Troubleshooting • •

Decimal quantity • in catalog (5.3 instead of 5,3) • Qty < 1 can be entered in SRM, not possible in catalog PO limit exceeded: contact the requestor at Elia.

Password problem: contact Purchasing Support

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