Adquira Marketplace

Transcripción

Adquira Marketplace

Marketplace Order
Management Manual
Supplier Manual
December 2010
5 Manual for the Management of Orders in Adquira Marketplace
Intellectual Property
This document is published and distributed by ADQUIRA ESPAÑA S.A. All rights reserved.
ADQUIRA ESPAÑA S.A. holds the rights to the exploitation of this publication in any form, and in
particular the reproduction, distribution and transformation rights, which may not be used without
the express, written consent of ADQUIRA S.A.
Manual for the Management of Orders in Adquira Marketplace
Index
1.
INTRODUCTION .................................................................................... 4
1.1. WHAT IS ADQUIRA? ............................................................................... 4
1.2. WHAT IS ADQUIRA MARKETPLACE? ...............................................................4
2.
BASIC THEORETICAL CONCEPTS FOR SUPPLIERS ..................................................6
2.1. ORDER MANAGEMENT ............................................................................ 6
3.
ACCESS TO ADQUIRA MARKETPLACE ..............................................................7
3.1. START PAGE....................................................................................... 7
3.2. RESETTING YOUR PASSWORD .....................................................................8
3.3. BROWSER MENUS ............................................................................... 10
3.3.1. TOP MENU ...................................................................................... 10
3.3.2. CENTRAL MENU ................................................................................. 12
3.3.3. SIDE MENU ...................................................................................... 14
3.3.4. SEARCHES FOR ORDERS ......................................................................... 14
3.3.5. GLOBAL SEARCH ................................................................................ 14
3.3.5.1.
ADVANCED SEARCH ..................................................................... 15
4.
SYSTEM NOTIFICATIONS ........................................................................ 17
4.1. NOTIFICATIONS TO SUPPLIERS FOR THE MANAGEMENT OF ORDERS .............................17
4.1.1. NEW ORDER SENT BY THE BUYER ............................................................... 17
4.1.2. ORDER MODIFIED BY THE BUYER................................................................. 18
4.1.3. ORDER RECEIVED BY THE BUYER ................................................................ 19
4.1.4. RETURN OF MERCHANDISE BY THE BUYER ...................................................... 20
4.1.5. CANCELLATION OF RECEIPT OF MERCHANDISE BY THE BUYER ...................................21
5.
ORDER MANAGEMENT .......................................................................... 23
5.1. ORDER MANAGEMENT FLOW .................................................................... 23
5.2. HOW DOES A SUPPLIER KNOW THAT IT HAS AN ORDER PENDING?................................24
5.3. ACCEPTANCE OF ORDERS ....................................................................... 24
5.3.1. MASS ACCEPTANCE OF ORDERS ................................................................. 32
5.3.2. ORDER ACCEPTED BY THE SUPPLIER ............................................................ 34
5.4. SHIPMENT OF THE ORDER ....................................................................... 35
5.4.1. IBERIA Y BBVA.................................................................................. 43
5.4.2. REPSOL........................................................................................ 44
5.4.3. TELEFÓNICA GROUP ............................................................................. 44
5.5. CONCLUSIONS................................................................................... 45
5.5.1. SPECIFIC CHARACTERISTICS OF PARTNERS ...................................................... 46
5.6. CHANGED OR MODIFIED ORDERS................................................................ 47
5.7. CONSULTING MOVEMENTS OF MERCHANDISE ................................................... 48
5.7.1. RECEIPT OF MERCHANDISE ...................................................................... 48
5.7.2. RETURN OF MERCHANDISE ...................................................................... 49
5.7.3. RECEIPT OF MERCHANDISE WITH REJECTION .................................................... 50
5.7.4. CANCELLATION OF RECEIPT OF MERCHANDISE .................................................. 51
5.8.
6.
7.
CONSULTING ASSOCIATED INVOICES ............................................................ 51
TECHNICAL REQUIREMENTS FOR ACCESS TO THE TOOL ......................................... 53
TRAINING MICROSITE ........................................................................... 54
1. Introduction
1.1. What is Adquira?
Adquira, an e-commerce platform for the management of purchases, is the benchmark
in negotiation and procurement solutions in Spain, with over 10 years’ experience.
Adquira’s business model is based on the creation of an online platform that converts
traditional purchasing systems into more efficient processes, offering considerable
benefits to buyers and suppliers alike.Adquira is part-owned by four of the largest
Spanish corporations, which have joined forces to undertake the internal transformation
towards new e-business models.
40%
40%
10%
10%
Adquira targets segments of the goods and services markets and facilitates both
planned and ad hoc purchases, with different solutions and additional, value-added
services. We offer tailored solutions to meet the needs of each company:
Adquira Marketplace is an e-procurement tool through which purchasing
companies send their electronic orders to supplier companies.
Adquira Podium is a powerful online negotiation platform where large and
medium-sized purchasing companies and suppliers can negotiate their sale and
purchase conditions.
1.2. What is Adquira Marketplace?
Adquira Marketplace is a private environment facilitating relations between purchasing
companies and their suppliers, automating the procurement process and centralising and
controlling the company’s purchases of both products and services.
As a supplier, Adquira Marketplace offers you the possibility of
- Receiving and managing electronic orders
- Issuing e-invoices related to orders
NOTE: This manual will only outline the order management process.
For the e-invoice function, please see the “E-invoicing in Adquira Marketplace” Manual.
Benefits for the Supplier
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The use of Adquira Marketplace provides a series of benefits to suppliers, most
notably the following:
Reduced costs and improved processes.
o
o
o
Easy to place and manage recurring orders.
Increased control and transparency in the sales processes.
Easy to update the information and commercial conditions of the products
and services offered, whether to one particular buyer, a group of buyers or
the entire market.
Helps increase customer loyalty and improves service.
Establishment of a new sales channel.
Ease of use, without investment in technology.
o
o
o
Access from a PC with Internet connection.
Client service centre.
Solution training service.
Possibility of integration with own management systems.
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2. Basic Theoretical Concepts for Suppliers
2.1. Order Management
In Adquira Marketplace, you can manage purchase orders and carry out the following
actions:
Accept and Reject orders.
Notify shipments of merchandise.
Consult movements of merchandise notified by the buyer (receipt or
merchandise, return of merchandise, cancellation of receipt of merchandise).
Generate E-invoices:
o
o
o
o
The sending of invoices with reference to an electronic order.
Acceptance/Rejection and/or Cancellation of invoices.
Creation of corrective and duplicate invoices.
Digital signing of invoices (with own certificate or Adquira certificate).
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3. Access to Adquira Marketplace
First, go to the Adquira corporate website:
www.adquira.es
Then, go to the “Client Access Area”, at top right of the screen, and click on
“Marketplace Access”.
3.1.
Start Page
When you click on the “Marketplace Access” link, the start of session screen
appears, in which you must enter your username 1 and password. Then, click on “Accept”
to enter the application.
This screen also shows you the contact details of our Client Service Centre and
information on the different support channels available for Adquira Marketplace users
NOTE:
If you are a client of Adquira España, you can contact our Client Service Centre at
the phone number or email given on the start page: 902 42 40 24
([email protected]), or, if you prefer, by clicking directly on the “Contact”
link, which is in the top right corner:
If you are not a client of Adquira España, at the top of the screen there is a “Client
Service” link, which will show you the contact details of the Client Service Centre
corresponding to each country.
Also, on this page you will find a series of additional links:
1
Username and Password. To access the solution, you have to enter the username and password sent to you
by Adquira’s Client Service Centre when you register. If you lose or forget your username and/or password, you
should contact the Client Service Centre (902 424 024 – [email protected]).
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Verisign Secure Site Program. This access enables you to obtain information about
the website you are visiting and check its security before providing confidential
information; you should check that the information shown on this page coincides with that
of the page you are visiting.
You can contact the
Client Service
Centre by email by
clicking on this link.
Conditions of Use: A new screen will open with the conditions of use of the
Adquira Marketplace Solution.
3.2. Resetting your Password
If you have forgotten your password for access to Adquira Marketplace, you can
request a new one from the application itself.
After entering the start of session screen, click on the “Forgot your Password?” link.
¿Forgot your Password?
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When you click on this link, the application opens a dialogue box in which you have
to enter your Marketplace User ID (login) and your email address, which must be the
one Adquira has registered in its systems, i.e. the email
address you gave when you registered in the applications. You
must also enter the “security code” that appears on the screen
and then press “Accept”.
A message will then appear, telling you that you will shortly
receive a message in your email account with the instructions
to follow in order to change your password.
In short time you will be message in your
email adress with instructions for generated
your user password in Adquira Marketplace
When you receive the message, click on the “Reset Password” link. This link is
temporary, so if you do not click on it and you later make another request for your
password
to
be
reset,
you
will
be
given
a
new
link.
…PLEASE; DON´T RESPON THIS EMAIL…
For restart your password
Marketplace click in next site
in
Adquira
Restart password
Then, the application will take you to a screen in which to enter your username and
the new password you want. Confirm the password and click on Accept. The new password
will then be registered.
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Once you have done this, check that the password has been successfully changed
and that you can therefore access Marketplace with the new password.
The email the user receives in order to change the
password can only be used once. Each time you request a
new password, you must repeat the above process and the
email you receive to reset your password will only be valid
to change the password once.
3.3.
Browser Menus
When you access the application, on the start page you will see three clearlydifferentiated sections: a Menu at the top, a Menu on the Left and a Central
Menu, as shown below:
3.3.1.
Top Menu
The Menu at the top is a fixed menu, so you can access it at all times.
Edit Profile: when you click on this button, you will go to the user profile page, in
which you will see the User Profile menu on the left of the screen, with the
following links:
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Personal Information: will show you a summary of your user information.
Password: will enable you to change your password. Passwords must have a
minimum of 5 characters. If you lose or forget your password, you can request a
new one from the start of session screen, by clicking on the Forgot your
password? link
Permissions: you will find a list of all your permissions or the actions you can
carry out as an Adquira Marketplace user.
Predefined Values: will show some of the values defined by default, such as the
language, invoicing address, shipment address, etc.
End session: will enable you to end the Marketplace session.
Contact: a link that will enable you to send an email to the Client Service Centre in
order to ask a question or request information.
Advanced search: when you click on this link, you will go to the Advanced Search
page, in which there are two options: orders and invoices.
By clicking on this link, you will be able to use different search criteria from the
document ID, such as dates, statuses, buyer, etc.
From here, you can also make a “Multiple Search”, which will enable you to locate
a number of orders or invoices (up to 25), by entering the IDs of each one of them,
separated by commas.
Direct search for orders or invoices: depending on which option you select, this
makes it possible to search for an order or an invoice by indicating its number in the
search box.
Start: takes you back to the start page.
Orders: takes you to the order management page.
Collaborative Orders: if your username has permission to manage orders of this
kind (software development orders that include a collaboration process prior to the
preparation of an order, aimed at establishing an agreement with the purchasing
companies on the management of these orders, and which, due to their nature, are
difficult to quantify), this option will appear and will take you to the page for the
management of this type of order.
Invoices button: opens the page to create and manage invoices related to orders.
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Print: this icon
enables you to print the page you are viewing.
Hide side menu: this icon
screen.
3.3.2.
enables you to hide the menu on the left of the
Central Menu
In the central part of the start page, you will find three different blocks:
1.- Notifications: This is a new feature of Adquira Marketplace, which enables system
administrator users to send notifications to system users, which will be visible when they
access the application, in the “Start” section or by clicking on the “See all notifications”
option.
The list will show the most recent notifications received, in descending order by date.
You can, however, access all your notifications by clicking on “See all notifications”.
The Types of Notification that may be received are:

Information: incidents resolved, actions pending on the system.

New: new products uploaded, major improvements in functionality,
important information for users.

Alerts: non-availabilities of the system.
As shown in the figure, you can access the content of the notification by clicking on its
name or on the ‘show’ link on the right, and you can also delete it. Likewise, it enables
you to access all the notifications received by your username.
2.- Orders Pending Acceptance: you can access orders which are in this status and
which require some action by you (confirmation of acceptance), and also browse around
the different screens to view their details.
It also enables you to sort orders by buyer, date and/or ID.
For each one of the orders, the following information is shown in the columns:
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FE ID
Buyer Order ID
Buyer
Date
Net Amount
Status
To sort the information of these orders, simply click on the corresponding column. The
direction of the arrow indicates whether they are shown in ascending or descending
order.
3.- Orders Pending Invoicing: from here, you can access orders pending invoicing.
As you saw previously, you can easily access each section, in order to manage your
tasks pending.
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It is important to note that the new Marketplace interface
enables us to sort records in any of the screens, making it
possible to group them by: buyer, date, amount and status
of the order.
3.3.3.
Side Menu
The menu on the left-hand side of the start screen shows Frequent Actions, which
include the acceptance of new orders sent by the buyer, the shipment of orders when
appropriate and, finally, the invoicing of orders.
When you click on one of these options, you will go to the corresponding page, in which
you can carry out the relevant operations for each case.
3.3.4.
Searches for Orders
In the upper frame of the application, there are two useful tools to search for orders:
“Global Search” and “Advanced Search”.
These tools are always accessible, wherever you are in the application.
3.3.5.
Global Search
This tool enables you to make individual searches for orders, whatever status they
are in, thanks to a text box in which you enter the order’s ID.
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We introduce
purchase order´s id
and click intro
Once you have entered the order to search for, the result of the search will be
shown.
3.3.5.1. Advanced Search
If you click on the “Advanced Search” link, you will access a more refined search by
means of a series of search criteria, or a multiple search if you want to search for
more than one order at a time.
Advanced Search: The criteria you can filter by, and thus refine your search for
orders, are: “Status”, “Content”, “Date of Creation”, “Invoicing ID” and “Business
Unit”. If you want to search “By Content”, in the “Value” field enter the content you
want, and in ‘Field’ you can also further refine the search by selecting ‘Purchasing
Company’, ‘Buyer Order ID’ or ‘Adquira Reference’ .
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Cli k h
Multiple Search: To search for several orders, simply put the IDs of the Buyer
Orders in the Order ID field, separated by commas, then click on Add. They should
then all appear in Selected Order IDs. Click on Search and a list will appear on the
screen with the orders searched for. The maximum number of orders you can search
for is 25; in any case, the application indicates the maximum number permitted.
Page 16 of 56
4. System Notifications
4.1. Notifications to Suppliers for the Management of
Orders
Adquira Marketplace notifies all the actions carried out on an order by email. In this
way, the supplier will always be informed of any changes made to orders, without the
need to enter the tool in order to check it. The notifications you will receive are the
following:
4.1.1. New Order Sent by the Buyer
When a buyer sends an order to the supplier, the email will indicate that you have
received a new order in Adquira Marketplace. The format of this email is shown below:
Subject: New Purchase Order in Adquira MARKETPLACE
- - PLEASE DO NOT REPLY TO THIS E-MAIL - Dear client,
<Buyer User Name>, of the company <Buyer Company>, has sent the Purchase Order <Title> number
<Purchase Order > through Adquira MARKETPLACE.
Summary of the Order:
Buyer:
<Purchasing Company>
Buyer Order ID: <Title>
Order no.:
<Purchase Order >
Amount:
<Amount of Purchase Order>
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NOTE: We would remind you that this message was generated automatically by the system. To reply, go directly
to the Adquira MARKETPLACE solution: (http://www.adquira.es/marketplace)
---------------------------------------------------------------------------Adquira Marketplace
Live business
For more information:
Client Service Centre of Adquira España
902 42 40 24 ([email protected])
Open: Monday to Friday from 09:00 to 19:00 hours
http://www.adquira.es
Rest of the World: ([email protected])
Horario de Atencao: segunda a sexta feira de 08:00 as 18:00 horas
Colombia (57-1) 4 22 74 29
Venezuela (58-212) 2 79 92 31
Chile (562) 6 37 52 12
Argentina (5411) 4 95 91 830
Panama 001 800-507-2043
Nicaragua 001 800-220-1870
Guatemala (502) 24700889
El Salvador (503) 22119045
Brazil 0800 8912420
Peru 0800 53061
Mexico (52-55)11020008
Ecuador 01800 001047
Uruguay 000 4135983394
Czech Rep 800 166 777
United Kingdom 08082341843
Germany 08008888000 Code 5698
Ireland 1 800 551001 Code 5699
Slovakia 0800001387
USA 1-866547-1970
4.1.2. Order modified by the buyer
If the buyer makes a change to an order you have received through Adquira
Marketplace, the notification will contain the following information:
Subject: Modified Search Order in Adquira MARKETPLACE
- PLEASE DO NOT REPLY TO THIS E-MAIL - Dear client,
<Buyer User Name>, of the company <Buyer Company>, has modified the Purchaser Order <Title>
number <Purchase Order> in Adquira MARKETPLACE. This order is in “Modified” status.
Buyer:
Buyer Order ID:
Order No.:
Amount:
<Buyer Company>
<Title>
<Purchase Order>
Live business
Page 18 of 56
Colombia (57-1) 4 22 74 29
Venezuela (58-212) 2 79 92 31
Chile (562) 6 37 52 12
Argentina (5411) 4 95 91 830
Panama 001 800-507-2043
Nicaragua 001 800-220-1870
Guatemala (502) 24700889
El Salvador (503) 22119045
Brazil 0800 8912420
Peru 0800 53061
Mexico (52-55)11020008
Ecuador 01800 001047
Uruguay 000 4135983394
Czech Rep 800 166 777
Germany 08008888000 Code 5698
Ireland 1 800 551001 Code 5699
Slovakia 0800001387
USA 1-866547-1970
4.1.3. Order received by the Buyer
When a buyer receives the merchandise, you will receive a notification like the one
shown below:
Subject: Purchase Order received in Adquira MARKETPLACE
<Buyer User Name>, of the company <Buyer Company>, has received line of the Purchase Order <Title>
number <Purchase Order> through Adquira MARKETPLACE.
Buyer:
Buyer Order ID:
Order No.:
Amount:
<Buyer Company>
<Title>
<Purchase Order>
Adquira Marketplace
Live business
Colombia (57-1) 4 22 74 29
Venezuela (58-212) 2 79 92 31
Chile (562) 6 37 52 12
Page 19 of 56
Argentina (5411) 4 95 91 830
Panama 001 800-507-2043
Nicaragua 001 800-220-1870
Guatemala (502) 24700889
El Salvador (503) 22119045
Brazil 0800 8912420
Peru 0800 53061
Mexico (52-55)11020008
Ecuador 01800 001047
Uruguay 000 4135983394
Czech Rep 800 166 777
Germany 08008888000 Code 5698
Ireland 1 800 551001 Code 5699
Slovakia 0800001387
USA 1-866547-1970
4.1.4. Return of Merchandise by the Buyer
When a buyer returns merchandise, you will receive the following notification:
Subject: Return of a line of Purchase Order in Adquira MARKETPLACE
<Buyer User Name>, of the company <Buyer Company>, has returned lines of the Purchase Order
<Title> number <Purchase Order> en Adquira MARKETPLACE.
Summary of the order:
Buyer:
Buyer Order ID:
Order No.:
Amount:
<Buyer Company>
<Title>
<Purchase Order>
<Amount Purchase Order>
Adquira Marketplace
Live business
Colombia (57-1) 4 22 74 29
Venezuela (58-212) 2 79 92 31
Page 20 of 56
Chile (562) 6 37 52 12
Argentina (5411) 4 95 91 830
Panama 001 800-507-2043
Nicaragua 001 800-220-1870
Guatemala (502) 24700889
El Salvador (503) 22119045
Brazil 0800 8912420
Peru 0800 53061
Mexico (52-55)11020008
Ecuador 01800 001047
Uruguay 000 4135983394
Czech Rep 800 166 777
Germany 08008888000 Code 5698
Ireland 1 800 551001 Code 5699
Slovakia 0800001387
USA 1-866547-1970
4.1.5. Cancellation of Receipt of Merchandise by the
Buyer
The notification you will receive when the buyer cancels a receipt of merchandise will be
like the one shown below:
Subject: Cancellation message received in Adquira MARKETPLACE
<Buyer User Name>, of the company <Buyer Company> has sent a cancellation of the line corresponding
to <Identifier> of the Purchase Order <Title> number <Purchase Order> through Adquira MARKETPLACE.
Buyer:
Buyer Order ID:
Order No.:
Amount:
<Buyer Company>
<Title>
<Purchase Order>
<Amount Purchase Order>
Live business
Colombia (57-1) 4 22 74 29
Venezuela (58-212) 2 79 92 31
Chile (562) 6 37 52 12
Page 21 of 56
Argentina (5411) 4 95 91 830
Panama 001 800-507-2043
Nicaragua 001 800-220-1870
Guatemala (502) 24700889
El Salvador (503) 22119045
Brazil 0800 8912420
Peru 0800 53061
Mexico (52-55)11020008
Ecuador 01800 001047
Uruguay 000 4135983394
Czech Rep 800 166 777
Germany 08008888000 Code 5698
Ireland 1 800 551001 Code 5699
Slovakia 0800001387
USA 1-866547-1970
Page 22 of 56
5. Order Management
5.1. Order Management Flow
The management of orders in Marketplace is illustrated in the diagram below:
Buyer
Supplier
Creation of Order
Order Published
Order Accepted
Order Accepted
1
2
Order Created
Acceptance of Order
Cancellation of Order
3
Shipment Received
4
Receipt of
Merchandise
Order Cancelled
Cancellation of Order
Notification of
Shipment
Order Shipped
Order Received
Order Received
The steps are as follows:
First, publication of the order in Marketplace and acceptance by the supplier. (The
buyer can also Cancel an order, but only if the order has not yet been shipped)
Second, shipment of the merchandise (where applicable) by the supplier.
The shipment of merchandise will only be available in orders from
purchasing companies which consider the notification of
shipments by the supplier to be obligatory.
Finally, receipt of the merchandise by the buyer.
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5.2. How does a supplier know that it has an order
pending?
There are two ways you can find out that you have a new order in Adquira
Marketplace:
By means of an email notification: You will receive an email at the address you
gave to the Client Service Centre when registering. This message contains detailed
information on the Order.
Through the application itself: You can view the new Orders in the “Orders
Pending Acceptance” section on the Start Page. You can also access the orders
pending acceptance from the Frequent Actions in the side menu > Accept Orders;
and from the Orders tab in the Pending > Acceptance section.
Finally, you can access the order using the different search criteria available in any
screen of the application (Global Search or Advanced Search).
To access the Order, select it from any of the above options by clicking on the Buyer
Order ID, or by selecting the order. 5.3. Acceptance of Orders
Acceptance of the order sent by a buyer is the first step in the order management
cycle. To accept an order, you first have to open it.
How do I open an order in order to accept it?
There are different ways:
1. From the start page of the application, in the Orders pending acceptance
section.
2. From the Accept Orders section of the Frequent Actions menu.
3. From the “Orders” tab in the Pending > Acceptance block.
4. Using the different search criteria available in any screen of the application (Global
Search or Advanced Search).
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In the Orders Pending Acceptance section, the orders will be shown on different pages,
10 orders per page. In addition, you have the option of advancing page by page or of
sorting the orders by the Buyer, Date and Buyer Order ID columns, as shown below:
Page 25 of 56
We can access an order by
clicking
directly on it or, once we
Once you are in this screen, you can access the order in two ways: by marking the
VIEW line or by clicking on the “Buyer Order ID” or on the Adquira reference, which, as
you can see, are underlined, indicating that they are links.
The order will then open and you can see its details. You have the possibility of hiding
and displaying the information of the order (corresponding to the details of the order,
buyer, shipment details, invoicing details and payment details), depending on what
you want to see.
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If we click on "category drop-down",
it would let us to see all orders details.
In case we close it we see
the information as below
Global Action Buttons, which are on the right of the screen, enable you to accept or
reject the order.
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Accept Order: this button enables you to completely accept the order that
appears in this screen.
Reject Order: if you click on this button, you will reject the order in its entirety.
Then, you will see the general information of the order. To view it properly, click on
Open Dropdown Items. The header of the order will show the details of the order and
the buyer.
Then, you will find a table showing the lines of the order.
As you can see, in each line of the order there are three buttons, two of which will be
activated once you have selected that line. The Ship button will not be activated, as
that function does not exist in the current status.
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Reject item
Ship
Show detail
See Details: If you click on this, you will access a screen with a more detailed
description of the selected article. You will use this button if you want to change
the amount or the delivery date of the order.
Due to the fact that any change you make may substantially alter the order placed
by the buyer, we recommend that you do this only if they are absolutely vital and
always after having first consulted with the buyer, to avoid possible cancellations.
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Show item
For register
changes if
will
be necessary
Sh
Editable
You will also see the following:
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Also, on each line, you will see this button:
Reject Article: If you click on this button, you will reject the article in that line.
Finally, under the lines you will find the Shipment Details, specifying the buyer’s
shipment address. The buyer may specify a single address for the entire order or
different shipment addresses for different lines of the order.
You will also see the invoicing details, showing the buyer’s billing address.
Finally, the payment details will be shown, indicating the form and term of payment.
There is also a comments box, in which the buyer may have given additional
information (this is optional).
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Using the above actions, you will be able to completely accept the order and
continue with the process, partially accept the order or completely reject it.
If you reject any articles or the order in its entirety, you must include a comment for
the buyer, indicating the reasons why you have not accepted that line of the order or
the entire order.
Cancel Order
Order
N order
74829-1
Id buyer order
0050103026
5.3.1. Mass Acceptance of Orders
In Adquira Marketplace, it is also possible to accept more than one order at a time.
To do this, go into Orders Pending Acceptance, as we saw in the previous point.
When you click on this link, the list of orders pending acceptance appears. This time,
instead of accessing the order via the view button or by clicking directly on the order
number, select the orders you want to accept (3 in the example shown below), and
then press the “Accept Selection” button.
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In order to accept
amusement
order, just select them
d
Then, the following screen will appear, asking you to confirm acceptance of the
selected orders.
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5.3.2. Order Accepted by the Supplier
If you accept the order, it will move from “Pending Acceptance” status to “Accepted by
Supplier” status.
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The “Accepted by Supplier” screen is very similar to the “Pending Acceptance” screen.
The main differences are as follows:
When you access an order that is in ‘accepted by supplier’ status, you will generally
find two Global Action Buttons. One of these, Reject Order, we saw in the previous
section; the other one is a new button, Mass Shipment (See section 5.4, Shipment of
the Order).
Massive
hi i
Reject
d
Likewise, in each line of the order, you will find the new button Ship (which we will
explain in the next section) and the Reject Article and See Details button, which we
explained previously.
Reject
Ship
Show
5.4. Shipment of the Order
The shipment of purchase orders will be according the buyer needs; Once they are
accepted, actually it only be shipped Telefónica’s and Repsol’s requisitions through
Adquira Marketplace.
We will see it.

Shipping process for Telefónica
Once you have accepted the order, the next step in the order management flow is to
notify shipment of the merchandise requested by the buyer in the order.
Notification of shipment may be total or partial.
Shipment Process: In order to be able to proceed with total or partial shipment of
an order, you must first access it. How?
1. From the start screen, in the Frequent Actions menu, Ship Orders option.
2. From the “Orders” tab, in the Pending Shipment menu.
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3. From the “Orders” tab, in the Shipment menu.
The shipment of merchandise will only be available in orders of
purchasing companies which consider notification of shipments by
the supplier to be obligatory. In other orders, this function will
not appear. We will explain each case in the following sections.
4. From the different search options available at the top of the screen (Global
Search or Advanced Search).
Once you have accessed the order, you have two options:
Partial Shipment: In this case, you will notify shipment of part of the
articles of the order or part of a line of the order, leaving the rest pending.
In this case, the order will go into “Partially Shipped” status.
Total Shipment: The supplier notifies shipment of the entire order. In this
case, the order goes into “Shipped” status.
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To make partial shipments, you can use the “Ship” button which appears when you
select each line of the order. However, if you want to make a mass shipment of the
order, you must click on the “Mass Shipment” button.
Total Order Shipping
Total or partial Order Line
Shipping
When you have decided to ship using either of the two options, you will go into a
screen showing the details of the articles and the shipment details, which you can
modify.
In this screen, different fields will appear, which you must fill in, as well as the
different lines of articles. Obligatory fields are marked with an asterisk (*).
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Fields marked with an asterisk (*)
are obligatory. You must fill in the
other editable fields.
In the mass shipment of order screen, the following fields appear:
Date*: You must specify the shipment date of the entire order or, where applicable,
the articles of a line. By default, that day’s date appears; if you want to change it, we
recommend you do so using the calendar icon.
Shipment identification number*: This number is generated automatically by the
system and is unique for each shipment. If you want to enter your own tracking
number for the shipment, you can do so in the corresponding field, which is not
obligatory, so, if it is not applicable, don’t fill it in.
Delivery note number*: Enter the number of the corresponding delivery note. (If
you do not work with delivery notes, you must still fill in this field, indicating, for
example, “without associated delivery note”).
In the “Articles” section, you can select which articles you want to ship at that
moment, and you can enter the number of units with decimals (if the type of product
requires it).
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During the shipment process, you can insert comments you want to make to the buyer
for each one of the article lines of the order in the Supplier Comments field.
Using this icon
, which is at top right of the screen, you can load the entire
content of the order into a document which you can print. This button works in exactly
the same way to that which we saw in the “Pending Acceptance” and “Accepted by
Supplier” screens.
Once you have selected the articles you want to ship, click on “Ship Now”.
From that moment on, the order is “Shipped” and to complete the purchase process
the buyer must notify receipt of the articles of the order, in Adquira Marketplace. Once
the buyer has notified you of receipt of the entire order, the order will go into the
Orders Log, with “Received” status.
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
Shipments for REPSOL
Once we have already accepted the purchase order, as in the case of Telefónica’s
Purchase orders, then we notify the shipment of the goods requested by the buyer.
Shipment could be total or partial.
The shipment could be done by the supplier for each individual requisition line (parent
line) or sub-line (son line), or massive for all that lines or sub-lines he want to include.
Alse he could ship partially or completely these lines or sub-lines.
The quantity shipped by the supplier could never be greater than the quantity requested
by the buyer.
Note: Goods Purchase orders won’t be shipped through Adquira Marketplace.
Now we will show how in a service purchase order we will do the shipment of a sub-line
(son line)
Step 1
We select the sub-line (son line) or line
(parent line) that we want to ship
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Step 2
In the next screen we show how to ship one line (parent line). This way, all the sub-lines
(son lines) will be shipped.
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If we want to do a massive shipment, we should press the ‘Massive Shipment’ button.
All the sub-lines will appear and we could ship the quantity we desire for each one.
5.4.1.
Iberia y BBVA
The orders we receive from BBVA, Iberia and Repsol do not require notification of
shipment from us. This means that, once you have accepted the order and this action
has been notified to the buyer’s systems, it can proceed with receipt of the order.
The flow of statuses of the order will therefore be:
Order Pending Acceptance>Order Accepted by Supplier>Order Received
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5.4.2.
REPSOL
The purchase orders we will receive from Repsol will be of two types: goods
purchase orders and Services purchase orders.
The first type, goods purchase orders, won’t require ever a shipment notification
from supplier; while the second type, services purchase orders, would need to be
shipped by the supplier through Adquira Marketplace. So, once we accept the
purchase Order, the buttons related to shipment will appear.
(See section 5.4 Repsol Shipment)
Following we will show the relationship between parent lines and sub-lines of a
services purchase orders from Repsol:
Parent
lines
Sublines
5.4.3.
Telefónica Group
Orders from the Telefónica group require notification of shipment of the
merchandise. So, once you have accepted the order and it is in Accepted by Supplier
status, the buttons related to shipment will appear.
NOTE: There are some exceptions for Telefónica orders, in which case the buttons
related to shipment will not be displayed.
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5.5. Conclusions
1
2
3
4
3
We will now summarise the different statuses an order passes through within the
order management flow in Adquira Marketplace. You can see this flow in the orders
tab, in the side menu:
Orders Side Menu
1. Once the buyer has placed its purchase order, you will receive an email notifying
you that you have an order pending acceptance, which you can find in the Orders
tab, in the Pending Acceptance section.
2. Once you have accepted the order, it will move into the Shipment section, or you
can also access it from the Pending section, in the Shipment option.
3. When the order has been Accepted, you will notify shipment of the merchandise. If
you ship only part of the order, it will go into Partially Shipped status. Once you
have notified shipment of the entire order, it will change to Shipped status.
4. Finally, once the entire order has been received by the buyer, the order will go into
Received status.
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It is possible that a buyer may decide to cancel an order for some reason which they
may or may not have informed you of previously. In this case, the order will be in
Cancelled status.
In the following section, we will see the specific characteristics of the flow that orders
will follow for each one of the partners.
5.5.1.
Specific Characteristics of Partners
The diagram below shows the nature of the flow of orders for each one of the partners.
Supplier
Buyer
Creation of Order
Order Accepted
Order Published
Order Accepted
Cancellation of
Order
Acceptance of Order
Order
Cancelled
Cancellation of
Order
Order Shipped
Notification of
Shipment
Shipment Received
Receipt of
Merchandise
Order Created
Order Received
Order Received
Common to BBVA, Telefónica, Repsol and Iberia
Only Telefónica
All except Telefónica Móviles
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5.6.
Changed or Modified Orders
We have seen that, in the side menu, there is a block called Modified, in which we
find a Modified section. In this section, you will find orders for which the buyer has
requested a change.
Whenever there is a modification in the order, in any field that is visible to the
supplier, such as the amount of an article or articles requested, billing details or
shipment details, you will receive a notification informing you that the buyer has made
a change to the order.
In these cases, it will always be necessary to again accept the order, giving your
approval to the changes that have been made to it.
The order will again appear in the “Pending Acceptance” section, or you can locate it in
any of the ways described in section 5.3 of this manual, Acceptance of Orders.
Once you have accessed the order, you can carry out the following actions: acceptance
or rejection.
NOTE: In case of Repsol services requisitions, changes could be on the parent lines or
sub-lines. If all the sub-lines are cancelled, then the parent line will also be cancelled.
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5.7.
Consulting Movements of Merchandise
Once you have accepted and, where appropriate, shipped the order, the buyer will
notify you of the movements of merchandise made on the different orders.
Movements of merchandise may be of the following kinds:
Receipt of Merchandise, either partial or total receipt of the order. The number
of units received will always be indicated and for each receipt you will receive a
notification.
Return of Merchandise based on a previously-made receipt.
Receipt of Merchandise with Rejection. In this case, the buyer will indicate the
number of units received and the number of units that have been returned.
Cancellation of a Receipt that was previously made. This action cancels the
receipt in its entirety.
5.7.1.
Receipt of Merchandise
When you see that an order is in ‘received’ or ‘partially received’ status, you can view
the details of the receipt made by the buyer.
Access the order, go into the details of each line of the order and you will be able to
see the date of receipt, the amount received and an identifier for the movement of
merchandise.
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Quantity
Received
Date of receipt
Code identifying the receipt
5.7.2.
Return of Merchandise
The Buyer may make returns of merchandise it had previously received.
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5.7.3.
Receipt of Merchandise with Rejection
The buyer can also issue a receipt of merchandise with rejection. In this case, it must
indicate the units received and the units rejected. This data can be checked in the
details of each line of articles that comprise the order.
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5.7.4.
Cancellation of Receipt of Merchandise
Finally, the buyer can also cancel a previously-made receipt. In this case, all of the
previously-received units will be cancelled. In the details of the line of the order, you
will see that this is shown as a negative receipt.
5.8.
Consulting Associated Invoices
An order that is in Received, Partially Received or Partially Shipped status in
Marketplace may have one or more associated invoices. For this reason, a button has
been created which makes it possible to consult the invoices associated with the order
if any have been created. If there are no invoices for the order, this button will not
appear.
To consult the associated invoices, enter the order you wish to consult.
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Once you have accessed the details of the order, if the order has associated invoices,
this button will appear both at the top and at the bottom.
Finally, to see the invoices associated with the order, click on the button and a screen
will appear with a list of the invoices associated with the order.
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6.
Technical Requirements for Access to the Tool
In order to be able to work with the applications of Adquira España, the minimum
recommended configuration is as follows:
Operating System: Windows 2000 with Service Pack 4, Windows XP (Service Pack 1 or
2).
Note: Adquira España’s applications are not supported on Macintosh platforms.
The software requirements to be able to work normally with Adquira’s applications are
the following:
Internet Browser: Internet Explorer 7 and earlier. Browsers must have Java activated.
For more information on the technical requirements necessary for use of the tools of
Adquira España, please consult the manual “Technical Requirements for Adquira
Applications”.
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7. Training Microsite
We hope this manual will help you to use Adquira Marketplace. If you wish to continue
familiarising yourself with the tool, please visit our training microsite on the Adquira
website:
www.adquira.es
To access the training microsite, click
on point number 5
Once here, click on
this link
Enter username
(formacp) and
password (proveed)
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Please do not hesitate to contact our Client Service Centre at any time. We will be
delighted to help you in any way.
CUSTOMER SERVICE
Monday – Friday: 9:00 a.m. – 7:00 p.m.
9 0 2 4 2 4 0 2 4 [email protected]
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Adquira Marketplace

Transcripción

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