Epod portal guide

TARMAC ONLINE CUSTOMER PORTAL

WELCOME TO TARMAC ONLINE

TARMAC ONLINE - OUR SECURE CUSTOMER PORTAL Tarmac Online is available to you 24 hours a day, 7 days a week and allows you to manage your account with us.

Through Tarmac Online, you can: • Track dispatches throughout the day • Easily find your quotes and place orders • Search for delivery tickets or PODs • View statements, invoices, credit and debit notes • Raise and track invoice queries • Run reports on the products and materials we have delivered to your site • Manage your account

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HOW YOU CAN APPLY FOR THE SERVICE The application form can found via tarmac.com or by using this link http://www.tarmac.com/customers-suppliers/tarmac-online/ Upon completion of this form we will verify your details. Once approved your user accounts and passwords will be sent to you in separate emails. The first will contain your Username and the second your Initial Password.

CONTENTS HOW TO ACCESS THE SERVICE

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GETTING STARTED WITH THE HOME PAGE

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NAVIGATING THE HOME PAGE

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GETTING STARTED WITH THE QUOTE PAGE

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HOW TO FIND A QUOTE

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VIEWING QUOTE DETAILS

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REQUESTING AN ORDER

REQUESTING AN ORDER

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ADDITIONAL INFORMATION

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CONTACT DETAILS

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GETTING STARTED WITH TRACKING AN ORDER

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HOW TO FIND AN ORDER

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VIEWING ORDER DETAILS

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VIEWING ORDER DETAILS

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TRACKING YOUR EPOD ORDERS

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VIEWING YOUR POD’S (PROOF OF DELIVERY)

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YOUR EPOD POD’S (ELECTRONIC PROOF OF DELIVERY)

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VIEWING YOUR ACCOUNT

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UNDERSTANDING YOUR CREDIT SUMMARY

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HOW TO FIND A DOCUMENT

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ABOUT MAKING PAYMENTS

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EXPORTING DATA TO EXCEL

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ABOUT INVOICE QUERIES

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ABOUT RAISING A QUERY IN THE CUSTOMER PORTAL 25 GETTING STARTED WITH REPORTS

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CHOOSING REPORT PARAMETERS

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REPORT OUTPUT

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EXPORTING TO EXCEL

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VIEWING YOUR POD’S USING THE TARMAC TICKET NUMBER 16 VIEWING YOUR POD’S USING THE TARMAC INVOICE NUMBER 18 VIEWING YOUR POD’S USING THE DELIVERY DATE

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HOW TO ACCESS THE SERVICE Once you have your IDs and passwords you can log on using https://online.tarmac.com/ If you require this information to be re-sent, please contact us at data.management@tarmac.com

Your login ID and password are case sensitive and must be entered exactly as they appear within your confirmation emails.

You can also access the site by visiting Tarmac.com. Select Tools and services and then Tarmac Online.

In the event of you forgetting your Online password, you can request a password reminder by entering your username in the Login field. Selecting the “Email Password” button will prompt an email to be sent to the address recorded against your user account.

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GETTING STARTED WITH THE HOME PAGE The Homepage is tailored to you depending upon your role.

The blue menu bar runs across the top of every page, and lists the choices available to you.

Selecting the title will take you to the appropriate page.

NAVIGATING THE HOME PAGE • Select Home to return to the Home Page at any time.

• Select View Quote to view your existing quotes, and request orders.

• Select Track Orders to view your orders, and track dispatches.

• Select Search PODs to view copies of Proof of Delivery (POD) tickets.

• Select Account to manage your account with Tarmac.

This includes checking invoices and credit notes, producing remittance slips, and managing your invoice

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queries online. You can even export data into a Microsoft Excel file.

• Select Reporting to review a summary of your purchases from Tarmac by product, date, delivery location, or quantity.

• You can allow access to internal personnel and be in complete control of what information and functionality they can or cannot access: • If you have permitted access to your account details then your credit summary and account status can be displayed on the users home page.

• If you have permitted access to track orders then the user will see the five most recently placed orders on their home page.

GETTING STARTED WITH THE QUOTE PAGE • Your Quote Page brings together in one place all the information you need.

• Use the arrow key at the left of the Filter By drop-down to expand the filter and provide further options

• The list initially shows all of your quotes.

• These additional filters allow you to find items by:

• There are several options to help you find the quotes you need e.g. sorting columns and searching by product.

HOW TO FIND A QUOTE • Easy ways to sort and filter the data • Any of the columns can be sorted simply by selecting the column heading.

• Selecting the heading again toggles between ascending and descending sort • ‘Filter by’ defaults to all products • If you want to review individual products, select from the drop-down list and select ‘Go’

• Product • Buyer • Delivery Town • Selecting the pdf icon will display a copy of the original quote.

VIEWING QUOTE DETAILS You can view your quote details by clicking on the quote number, this summarises all the relevant information. You can view a PDF version of a quote by selecting the Icon

REQUESTING AN ORDER Select the ‘Request Order’ button directly beside the quote listed in View Quotes

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REQUESTING AN ORDER • The order details page must be completed to enable us to process your order.

• Select the preferred date of delivery by from the calendar picker • Tell us how and at what time you would like the delivery. See the notes and examples to assist you.

• The delivery address should be checked and a tick must be entered into the box below the delivery address to confirm that it is the correct address. If the delivery address is incorrect change it to the correct address and place a tick in the box to confirm.

• Tell us about any vehicle restrictions and/or safety requirements on your site.

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ADDITIONAL INFORMATION • Answer the product specific questions and tell us about any other requirements you have for your order.

CONTACT DETAILS • Order Placer - the person placing the order • Delivery Site - the contact name and telephone number for the person at your site • From the pick list select the method you would like us to contact you by to confirm your order request: • Telephone • Email

GETTING STARTED WITH TRACKING AN ORDER • Your Track Orders Page brings all the information you need into one place.

• ‘Filter by’ defaults to all products • If you want to review individual products, select from the drop-down list and select ‘Go’.

• There are several options to help you find the orders you are looking for e.g. sorting columns and searching by product, date and purchase order number

• Use the arrow key at the left of the Filter by drop-down to expand the filter and provide further options

• From this page you can, at a glance:

• These additional filters allow you to find items by:

• Check the status of your order • Check the quantity ordered and the quantity that has been despatched.

• Product • Date • Purchase Order Number

• Selecting the Tarmac Ref will take you into the details of the order.

VIEWING ORDER DETAILS

HOW TO FIND AN ORDER

• You can view your Order details by selecting the Tarmac Ref number

• Any of the columns can be sorted simply by selecting the column heading.

• Selecting the heading again toggles between ascending and descending sort

• Clicking on the job number will take you to the order details including dispatched loads and quantity delivered, ticket numbers and delivering plant.

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VIEWING ORDER DETAILS • You can view the quote related to this order by selecting the Quote Number hyperlink.

• For queries regarding your order, select the ‘Contact Us about your Order’ option at the top of the page.

• Selecting the Refresh button will update the page with any new despatches related to that order

• For each despatch you can see the:

• If your delivery is arriving on one of our ePOD enabled vehicles, you will be able to see detailed delivery tracking information. Select TRACK to access this information

• POD Ticket Number • Quantity Despatched • Date and Time of Despatch - the time displayed is the time at which the ticket was printed at the production unit - it is not when the delivery actually left the unit, nor when it is due to arrive.

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• Registration Number of the vehicle delivering the material • Depot the material has been despatched from

TRACKING YOUR EPOD ORDERS • You can track all of your orders that are being delivered on one of our ePOD enabled delivery vehicles.

• This is real time tracking information that will enable you to see the status of your orders.

• You can see the exact location of your due deliveries at any time, as well as all your completed deliveries.

• For each delivery you can see the: • POD Ticket Number • Quantity Despatched • Material description • Delivery status • Delivery ETA • Registration Number of the vehicle delivering the material • Depot the material has been despatched from • For you ePOD deliveries, in most cases, your Proof of Delivery will be available to download immediately.

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• Your Materials Total will detail Total Dispatched today and Total Delivered today, split by material type.

• Under Job Details you will be able to see further detailed ticket information about your delivery, including: • Ticket number • Material Description • The tonnage of the material on each delivery • Delivery date • Delivery time • Order Status • Tarmac Supplying plant

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VIEWING YOUR POD’S (PROOF OF DELIVERY) You can view Proof of Delivery tickets which have been scanned into our system or those that have been sent direct from our ePOD devices. You are then able to print, save or email the PODs as required.

• IMPORTANT: Tarmac’s target for the scanning of POD, is 10 working days from delivery. The POD will often be available online earlier than the target date, but this cannot be guaranteed.

• For you ePOD deliveries, in most cases, your Proof of Delivery will be available to download immediately • There are three searches available: • POD ticket number • Invoice number • Delivery date • There is a separate tab for each search. Each tab includes tips to help you make your search more efficient.

VIEWING YOUR POD’S USING THE TARMAC TICKET NUMBER • If you know the ticket number select the POD ticket number tab. Enter the ticket number in the format shown and select the ‘Go’ button. Note: the search is case sensitive, this means that the first and last letter will always need to be capitals.

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• If you wish to search for more than one ticket number, separate each number with a comma.

• For our ePOD deliveries select the screen or use the above search.

on the tracking

• All suitable matches for your search criteria will be shown in a list on this page. The list can be sorted by clicking on any column heading.

• If you want to view one of the PODs listed, simply select the Ticket Number hyperlink which will open the document.

• If you want to view more than one POD at a time, use the tick boxes at the right of the page to select the PODs you want, then select the View button at the bottom of the page. This will open one Adobe Acrobat file containing all the PODs you have selected.

• If you are also an e-Account user, the invoice number will be shown as a hyperlink. Selecting this link will allow you to view the invoice details, see all the scanned tickets on that invoice, obtain a copy of the invoice or place the invoice in query.

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VIEWING YOUR POD’S USING THE TARMAC INVOICE NUMBER • If you know the invoice number of the POD(s) you want to find, select the Invoice number tab. Enter the Invoice number and hit the ‘Go’ button.

• Tip: Our invoice numbers are in the format of 9XXXXXXXXX. Our hardcopy monthly statement shows a prefix e.g. 0100/9XXXXXXXXX. Please disregard this prefix when searching by invoice number.

• All suitable matches for your search criteria will be shown in a list on this page.

• If you want to view more than one POD at a time, use the tick boxes at the right of the page to select the PODs you want, then select the View button at the bottom of the page. This will open one Adobe Acrobat file containing all the PODs you have selected.

• If you want to view one of the PODs listed, simply select the Ticket Number hyperlink which will open the document.

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VIEWING YOUR POD’S USING THE DELIVERY DATE • If you want to find PODs by delivery date, use the Delivery date range tab. You must make an entry in both fields. Use the calendar picker to select a date or if you prefer simply type the date in the format shown, then hit the ‘Go’ button.

All suitable matches for your search criteria will be shown in a list on this page.

• If you want to view one of the PODs listed, simply select the Ticket Number hyperlink which will open the document.

• If you want to view more than one POD at a time, use the tick boxes at the right of the page to select the PODs you want, then select the View button at the bottom of the page. This will open one Adobe Acrobat file containing all the PODs you have selected.

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YOUR EPOD POD’S (PROOF OF DELIVERY) You can view Proof of Delivery tickets which have been scanned into our system or those that have been sent direct from our ePOD devices. ePOD Tickets will also include additional information that is taken direct from our ePOD devices. This information will appear at the bottom of the electronic ticket.

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VIEWING YOUR ACCOUNT Your Account Page brings together in one place all the information you need. You can see a snapshot of the current status of your account • The list initially shows all unpaid items, although paid items can be reviewed just as easily.

• Copies of Invoices and Proof of Delivery notes can be obtained via this screen.

• There are several options to help you find the documents you need e.g. sorting columns and searching by your purchase order number.

• When you want to analyse your account you can export the entire list to Excel.

• When you are ready to pay there is an option to create Remittance Advice • You can review the progress of queries you have raised and the request new queries.

UNDERSTANDING YOUR CREDIT SUMMARY Select View Credit Summary link to see a snapshot of the current status of your account. A Pop up will appear showing your account summary.

CREDIT LIMIT

Total amount of credit currently available

UNPAID ITEMS

Sales which have been invoiced to you but are not yet paid

UNBILLED GOODS

Value of goods which have been dispatched but not yet invoiced

AVAILABLE CREDIT

UNPAID ITEMS added to UNBILLED GOODS and deducted from CREDIT LIMIT

OVERDUE VALUE

Total value of items now overdue for payment

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HOW TO FIND A DOCUMENT • Any of the columns can be sorted simply by selecting the column heading • Select the heading again to toggle between ascending and descending sort • Filter by defaults to ‘unpaid’ • If you want to review paid items, or both paid and unpaid at the same time, select the relevant option from the dropdown and select ‘Go’.

• Use the arrow key at the left of the Filter By dropdown to expand the filter and provide further options.

• These additional filters allow you to find items by: • Ticket Number:

Proof of Delivery ticket number

• Document Number: This could be an invoice or credit note number • Purchase Order: This is your variable purchase order number • You can use wildcard searches for all of the above • Delivery Date:

Select the date the goods were received from the calendar picker.

ABOUT MAKING PAYMENTS • You can use your Account page to add up the items you are about to pay. This function produces a printer-friendly Remittance Advice note for you to send with your payment.

• Once you are happy all the items have been selected scroll to the bottom of the page and select the Remittance Advice button

• Select the checkbox to the right of each item you want to include in your remittance.

• To select all the items on a page, select the ‘All’ checkbox at the top of the column.

• The remittance is shown on the screen for you to review and add additional information

• You can also use the ‘All’ checkbox to clear all the ticks on a page

• This is useful for adding BACS reference for example, or indicating the method of payment you have used

• Repeat this action for each page which has items you want to include

• Selecting the ‘Print’ button at the bottom right of the page will send the document to your local printer.

EXPORTING DATA TO EXCEL Data can easily be exported to an Excel file • Filter the data required and simply the select the ‘Export Data’ button at the bottom of the left of the page.

• This automatically opens up Excel in a new window • The exported list includes additional fields for branch account number so that if you have more than one branch these can easily be filtered and sorted in Excel.

• Use File>Save As and choose a file format to save a local copy of the file

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ABOUT INVOICE QUERIES You can:

• The column in the account page list named Query holds information on invoice queries against each item.

• It would be helpful if you could quote this number when contacting us about this query • Query type • Categorises the nature of the query, for example Incorrect price, Incorrect order number • Text to describe the nature of your query • Date Created refers to the date the query was first recorded by us.

• Points of Contact gives details for your organisation

• Every item currently in query or previously been queried will have a descriptive symbol in this column = Resolved query = Query in Progress

• Query Status will show that the query is either ‘In progress’ or ‘Resolved’ • If resolved, our resolution texts are shown, included the date we resolved the query.

• Review the progress of queries you have already raised with Tarmac • Request queries be raised against new items Review the progress of queries already raised:

• All other items will have a dash (-) in this column • To review the details of a current or resolved invoice query simply select the symbol • Details of the query relating to this item will be shown on screen and will include: • The Query Number - this is an internal Tarmac reference number

• If the item has been queried more than once you will see an initial list to choose from before seeing each query’s details.

• There are 2 buttons at the bottom of the page allowing you to either • Back - return to the previous page • Print - send a printer-friendly version of the page to your local printer

ABOUT RAISING A QUERY IN THE CUSTOMER PORTAL You can create a query request against any Invoice or Credit Note listed on your account as long as the item does not have a current query against it.

There are 2 ways to do this: • Query several items at once - all items must relate to the same ‘Query type’ e.g. incorrect price • From the Account page, check the tickboxes next to one or more items you want to query and select the ‘Query Invoice’ button

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• If you have selected an item which isn’t eligible for a query you will get a message telling you a number of documents are invalid • Select OK to proceed with creating a query for remaining items • Select Cancel to return to the Account page so that you can review the items you have selected • Query an individual item • Use the link from the Document number to view the item details. From here select the ‘Create Query’ button.

• Either of these actions will open a simple form. This will only take you a moment to complete.

• Query details section is crucial for us to be able to respond effectively to your query.

• You can type as much text as you like in the box titled ‘What is the query with the selected document/s’. Please give as much detail as possible e.g. for a price query the price you were quoted, who by, what date etc.

• Select the most appropriate Query Type from the dropdown list.

• Automatically puts your contact details from your user profile into the Originator field • These details cannot be changed here. If any of your contact details are incorrect, please go to My Profile.

• Contact details fields also pre-populated with your details but may be changed • If you are creating the query on behalf of someone else, input their details in the Contact details field.

• Point of Contact section

• When you are happy all details are correct, select the ‘Submit request’ button at the bottom of the page • Alternatively selecting the ‘Cancel’ button will take you back to the Account page and you will lose the information from the form.

• or Finish will take you back to the Account page • The query is now automatically created in our internal system • From this point, it will be reviewed and appropriate actions taken in the usual manner

• Once you have submitted the request the details of the query will be summarised on screen.

• Buttons at the bottom of this page allow you to either • Print a copy of the page if you wish

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GETTING STARTED WITH REPORTS The reports available on Tarmac Online show you a summarised view of either supplies or invoices from Tarmac.

The report shows both quantities (e.g. Tonnages) and value.

• All the data available from the reports is summarised by month based on either supply date or invoice date (depending on the data being viewed).

CHOOSING REPORT PARAMETERS

• The report can show these values by customer branch, site, material supplied or Tarmac supplying unit.

The initial screen for the report area is the selection screen.

You can use this screen to determine what data you want to see in you report.

• SECTION 1 – Select date range This is the date range over which you want to view your data. The date is selected by Month & Year. Tarmac Online holds three years of data on your trading with Tarmac. This is current year and the previous two years.

• SECTION 2 – Select information for your report This is either invoices or dispatches.

• To select the dates for your report select the ‘from date’ and the to date from the respective drop-downs.

Note: The ‘from date’ must be before the ‘to date’

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• It is also possible to group materials together either by an entire product group e.g. Asphalt, Concrete, Aggregates or by groups within the product e.g. Macadam’s or Wearing Coarse within Asphalts.

• Choosing Invoiced Sales – The information shown in invoices will be current to the last time Tarmac sent you invoices. The information shown is based on the date the invoice was issued by Tarmac. The values shown in invoiced sales include values from invoices and credit notes sent by Tarmac. These values are also exclusive of VAT.

• Choosing Dispatched Sales – The information shown in dispatches, in most cases, is current to the previous day’s dispatches. The information shown is based on the date that the material was delivered by Tarmac to your site.

• SECTION 3 – Select columns In this section you can specify at the level of detail that you wish to view your information. Selecting more columns will show a greater level of information allowing more in depth analysis of your trading with Tarmac.

• Customer – this is the branch that Tarmac sold the material to. If you have multiple offices or branches that trade buy from Tarmac you can use this facility to split the sales between each of these branches.

• Delivery Location – this is the first line of the site address from you quotation with Tarmac. In some cases this may not match the address on the delivery ticket as the address can be changed at the point of ordering at the request or your ordering party.

• Delivery Town – this is the town or city on the quotation.

In some cases this may not match the address on the delivery ticket as the address can be changed at the point of ordering at the request or your ordering party.

• Month – this is the month that either you invoice was sent or the material supplied depending on whether your viewing dispatches or invoices.

• Product – this is a high level grouping of products supplied by Tarmac. Selecting this option will allow a high level analysis of trading.

• Material Group – this is a grouping of individual materials • Material – this is the list of the individual material supplied by Tarmac • Plant – this is the Tarmac supplying unit.

REPORT OUTPUT The output from the report will differ depending of the parameters selected. The greater the number of parameters the more difficult the report will be to handle on screen.

If the report has large volume of information this can be viewed online by selecting the next buttons.

The best way to view a large amount of data is to export it to excel.

EXPORTING TO EXCEL The data from reporting can be exported to Microsoft Excel.

To export the data from your report select the ‘Export’ button at the bottom of the screen.

This will open Excel on your PC if this program is installed.

You can then save your data for further manipulation and analysis.

Note: To utilise the Export to Excel functionality on Tarmac Online you will need to check the settings on your browser.

To find out what settings you will need to change on your browser select the technical requirements under the Export button.

• Selecting the ‘Go’ button will display the report

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VERSION 1 / APR 18

SBN/0418

TARMAC.COM