INFOPRINT ISUPPLIER PORTAL SUPPLIER PREVIEW

InfoPrint Solutions Company JUNE 14, 2010

iSupplier Portal Supplier Preview

Contents
1 What is the InfoPrint iSupplier portal? .................................................................................... 3 1.1 1.2 1.3 2 2.1 2.2 3 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 4 4.1 4.2 4.3 4.4 5 5.1 5.2 Introduction ........................................................................................................................... 3 iSupplier Overview ............................................................................................................... 4 Basic Business Needs ........................................................................................................... 4 Navigation and Searching ..................................................................................................... 5 Supplier Profile Management ............................................................................................. 10 Viewing Purchase Orders ................................................................................................... 12 Printing Purchase Orders .................................................................................................... 13 Acknowledging Purchase Orders ........................................................................................ 13 Change Requests and Change History ................................................................................ 13 Splitting Shipments ............................................................................................................. 14 Request Cancellations ......................................................................................................... 14 Agreements/Blanket Purchase Orders (BPAs) ................................................................... 14 Purchase Order Revision History........................................................................................ 14 Submit Advance Shipment Notices (ASN)......................................................................... 15 Uploading Advance Shipment Notices (ASN) ................................................................... 15 Viewing Overdue Receipts ................................................................................................. 15 Receiving Information ........................................................................................................ 16 Submitting Invoices ............................................................................................................ 17 View Payments ................................................................................................................... 18

Supplier Management ................................................................................................................ 5

Purchase Order Collaboration ................................................................................................ 12

Shipment Information .............................................................................................................. 15

Invoices and Payments ............................................................................................................. 17

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1 What is the InfoPrint iSupplier portal? 1.1 Introduction

In order to better serve your needs, InfoPrint Solutions Company is implementing a new way of processing procure-to-pay transactions with our suppliers worldwide. The InfoPrint iSupplier Portal is an Internet self-service tool, which gives you the ability to directly access information and enter business transactions across the procure-to-pay life cycle. How does iSupplier Portal benefit you as a supplier? Easy-to-use interface in a self-service environment Real-time access to procure-to-pay information 7 x 24 x 365 Easy access through a standard web browser Information transparency across the procure-to-pay cycle, from the moment the purchase order is available to the final payment Single point of visibility for information across all of InfoPrints operating units Ability to submit real-time shipment notices and generate invoices against purchase orders Tight messaging integration through email notifications Cycle time reduction Ability to provide better customer service while working more efficiently

To assist you as you choose whether to transition to the new InfoPrint iSupplier Portal, this preview document outlines the benefits of this new tool, including an overview of the following business processes: Supplier Management Navigation and Searching Supplier Profile Management Purchase Order Collaboration How to View and Acknowledge Purchase Orders Submit Purchase Order Change requests and split shipments.

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iSupplier Portal Supplier Preview View Agreements and Purchase Order Revision history Shipment Information Submit Advance Shipment Notices (ASNs) View Overdue Receipts View Delivery and On Time performance. Invoices and Payments Create Online Invoices View Payment Information Training will be provided for the iSupplier portal website prior to InfoPrint Solutions disengaging from the IBM infrastructure. During this training session, you will be provided the Username and Password necessary to transition business with InfoPrint Solutions Company.

1.2

iSupplier Overview

The InfoPrint Solutions iSupplier Portal enables secure, self-service business transactions between companies and their suppliers. It provides suppliers with the ability to use a standard Web browser to directly manage business transactions and access secure information. As a supplier using the InfoPrint iSupplier Portal, you can view and acknowledge purchase orders, submit change requests, create advance shipment notices, view receipts, view invoices, view payments and create invoices.

1.3

Basic Business Needs

The InfoPrint iSupplier Portal enables InfoPrint to communicate key procure-to-pay information with suppliers. It provides a collaborative platform for a buyer to manage relationships with their global supply base. With InfoPrint iSupplier Portal: Suppliers can receive immediate notifications and respond to events in the purchasing and planning process. Buyers and suppliers can collaborate on key business transactions while enabling the ability to search, monitor, revise, and review.

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2 Supplier Management
The Supplier Management section provides information on basic navigation, the portal Home page, and supplier management activities such as maintaining your address information, contacts, business classifications, and category information.

2.1

Navigation and Searching

This section includes information to help you learn how to navigate and search in the InfoPrint Solutions Portal after supplier user login. It also provides information on the portal Home page. After you learn the basic techniques, you will be able to search for transaction information, and respond accordingly.

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Logging on to the InfoPrint iSupplier Portal When the link to iSupplier is clicked, the Logon Screen will display.

Upon logging in, you will see a list of responsibilities if more than one is assigned to you. However, if only one responsibility is assigned to you, you will be directly taken to the portal home page rather than this screen.

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Using InfoPrint iSupplier Portal Home Page After you login in to the InfoPrint iSupplier Portal and select a responsibility, the partner portal home page displays. The home page provides a one-stop dashboard of current notifications as well as current order and shipment information.

On the home page, you may also set user preferences, by clicking the Preferences link. This option allows you to customize the following information: General - You can select your language, territory, time zone, client character encoding (the character set thats used in your page display), and accessibility features (such as screen reader use). Notification - You can select how you want to receive your notifications (for example, in HTML or plain text e-mail). Formatting - You can define your date format and number format. Password - You can reset or change your password.

Fig: Tabs and Search fields

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Tabs The portal application provides tabs for easy navigation. For example, if you want to view purchase order details, start by clicking the Orders tab, and then click Purchase Orders in the task bar directly below the tabs. Search - The Search field enables you to enter a document number and quickly find information about: Purchase orders Shipments Invoices Payments

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Notifications, Orders at Glance, Shipments at Glance, and Quick Links

Notifications Notifications are messages waiting for your review. Some notifications are viewonly, while other notifications require action. To view your notifications, click the linked subject to open the Notification Details page. This page provides complete notification details, as well as the appropriate action button. After you select an action, the Notifications Summary page displays. The Orders at a Glance section displays the five most recent purchase orders. Click a purchase order number to view purchase order details. The Shipments at a Glance section displays recent shipments. Click a shipment number to view a list of your recent shipments. To view a complete list of your Notifications, Orders at a Glance, or Shipments at a Glance, click Full List button. Quick Links This section on the right side of the window displays a procure-to-pay flow through the InfoPrint iSupplier Portal application. Click any link to go directly to the corresponding page.

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2.2

Supplier Profile Management

Supplier Profile Management enables you to manage key profile details used to establish or maintain a business relationship with InfoPrint Solutions Company. This profile information includes address information, names of main contacts, business classifications, banking details, and category information about the goods and services you are able to provide to InfoPrint Solutions Company. Buyer administrators will review the details you provide and use them to update the appropriate records in InfoPrints purchasing transaction system.

Supplier Details Suppliers can add company brochures, product catalogs and other documents as attachments under Supplier Details. Address Book Using Supplier Profile Management, you can enter profile details such as address book information online. You can create and modify the multiple addresses used in transactions with the buying company (for example, purchasing locations, payment sites, and addresses for RFQs). You can provide a comment for each address entry to describe how it is used. For example, you can enter an address record and indicate that this is an address for a location from which goods or services may be purchased. You can inactivate addresses that are obsolete, as well as view and update bank account details associated with each address.

Contact Directory

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iSupplier Portal Supplier Preview You can enter contact directory information online. You can create and modify information about the multiple contacts in your organization who interact with the buying company (for example, people who respond to RFQs or involved in selling the companys goods and services). After entering the contact details, you can link the contacts to the appropriate address. As people move within your organization, you can also revise the address details for a contact. You can create multiple contacts and link each one to as many addresses as needed. Each Contact Directory contact must be unique based on first name, last name, and phone number. Contacts that are obsolete can be removed. Business Classifications InfoPrint has established a list of business classifications they want to use to classify their supply base. In some regions, these classifications are required by government regulations. You can claim classifications that are appropriate to your business and add any required classification details. Buyers can then audit your qualifications. Once you claim the appropriate classifications, buyer administrators are notified so they can review the details. Products and Services InfoPrint Solutions Company will define product and service category sets that will be used to categorize the supply base. You can browse the list of goods and services and select all that apply to your business. InfoPrint can then use this information; for example to help generate supplier invitation lists for RFQs or for reporting. You can browse the hierarchy tree and select a parent category or child categories. When a parent is selected, the buying company assumes that you can provide all the products or services in that category. After you select the product and services categories that apply to your business, buyer administrators are notified so they can review the details. You can update your selections at any time.

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3 Purchase Order Collaboration

Within the InfoPrint iSupplier Portal, you can acknowledge purchase orders, make change requests to purchase orders, split shipments, or cancel orders. You can also view supplier agreements and the revision history of a purchasing document.

3.1

Viewing Purchase Orders

iSupplier Portal allows you to review all Open Orders as shown on the "Orders" tab. Specific views of open orders can be further defined by the drop down in the View field. When you navigate to the View Purchase Orders page, the most recent 25 purchase orders are displayed. Alternatively, you can view all orders that require acknowledgment, and all orders pending supplier change. An advanced search is available to define your search even further. You also have the option to export the displayed data.
Fig: View Purchase Orders page

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You can also view receipts, invoices, and payments related to the selected order by clicking the Receipts, Invoices or Payments in the Related Information section on the View Order Details page. In addition to viewing purchase order details, you can submit acknowledgments to orders for which a buyer has requested acknowledgment, as well as submit an electronic signature of approval to a buyer. You can view a history of change requests submitted, as well as a buyers response to each change request.

3.2

Printing Purchase Orders

You can view and print Portable Document Format (PDF) versions of purchasing documents, including blanket agreements. You can also print the contract terms or clauses that InfoPrint has defined.

3.3

Acknowledging Purchase Orders

When creating a purchase order, InfoPrint Solutions can request acknowledgment of the purchase order. If so, you will receive a notification requiring your response. The purchase order may include a date by which you need to acknowledge or sign it. You acknowledge purchase orders to communicate to InfoPrint that you have received, reviewed the details of, and accepted or rejected a purchase order. You can also communicate changes to the purchase order during acknowledgment. You can either acknowledge the order online, or accept or reject the order using the notification. The notification does not allow shipment level acknowledgment, which must be entered online. When you respond, the purchase order is automatically updated, and a notice is sent to the buyer. You can submit acknowledgments for an entire order, or for individual shipments. For example, if you can fulfill only part of a purchase order, accept the shipments you can fulfill, and reject the others. You can also communicate change requests during acknowledgment. For example, if you cannot fulfill a shipment on the given date, but can fulfill it a few days later, you can communicate a date change request instead of rejecting the shipment line.

3.4

Change Requests and Change History

The InfoPrint iSupplier Portal enables you to request changes to purchase orders when modifications are needed to fulfill an order. You can make changes during and after acknowledgment of the PO. Whenever a change on a PO is accepted, by the buyer, a new revision of the PO is created. The portal also enables you to view the history of change requests submitted on a document, and the corresponding buyer response.

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3.5

Splitting Shipments

You can request to split a shipment. For example, if you can only partially ship the quantity ordered for the given date, you can enter a split shipment change request. This request will let the buyer know the number of items you can deliver and what date you will deliver them.

3.6

Request Cancellations

You can submit cancellation requests for an entire order or a particular shipment. You can also submit changes and cancellations at the same time.

3.7

Agreements/Blanket Purchase Orders (BPAs)

Supplier agreements are purchase agreements you have made with InfoPrint Solutions Company. On the Supplier Agreements page, you can review the details of those agreements, and the corresponding releases (orders) that have been created for a particular agreement. For each agreement, you can select to view the releases created to date for that agreement. You can export details from any page.

3.8

Purchase Order Revision History

The Purchase Order Revision History page enables you to search for details on the revision history of a purchase order. Using the search criteria, you can get a summarized list of purchase orders that have been revised. You may choose to compare each revised PO to the original PO, the previous PO, or last signed PO (if the revised PO has been signed). You can also view all changes made to the PO.

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4 Shipment Information
The InfoPrint iSupplier Portal enables you to view your existing shipments. Using your shipments you can create or cancel advance shipment notices. The system enables you to view other shipment information such as delivery schedules. Using shipping features, you can alert the buyer to upcoming shipments and expedite receipts and payments. Shipping information details all of your shipping transactions. You can create or cancel shipment notices as well as view shipment delivery schedules and overdue shipment receipts. The shipping information section includes: Shipment Notices View Receipts View Returns View Overdue Receipts View Delivery and On Time performance

4.1

Submit Advance Shipment Notices (ASN)

The iSupplier Portal enables you to create advance shipment notices (ASNs) that alert the buying company of upcoming shipments. This allows you to expedite receipts. Suppliers can create shipment notices online or use a spreadsheet to upload shipment notices. When you enter an Advance Shipment Notice (ASN), you alert InfoPrint of upcoming shipment deliveries. To create an ASN, select the purchase order shipments being shipped and provide the appropriate shipment details. The details that can be specified on an ASN include:

4.2

Uploading Advance Shipment Notices (ASN)

If you have a large volume of ASNs, you may create a spreadsheet containing shipment details and upload it into the portal application. Using the spreadsheet template, you can create shipment notices offline and then upload the file.

4.3

Viewing Overdue Receipts

The Overdue Receipts Results page enables you to view the details of past due purchase order shipments. Click the PO number, Ship-To Location, and Buyer to view further detail.

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4.4

Receiving Information

Receiving information enables you to view your receipts, returns, and delivery performance. The receiving information section includes: Viewing Receipts The Receipts Transactions page enables you to explore a historical view of all receipts that have been recorded for your shipped goods. Click Receipt Number and PO Number to view further detail. Viewing Returns The Returns Summary page enables you to view the return history, the causes for goods returned by InfoPrint, and inspection results of a shipment. The search summary results include basic information along with details about the return, such as quantities and a reason for return. You may click Receipt Number and PO Number to view further detail. Viewing On-Time Delivery Performance The On-Time Performance page provides the delivery status of shipments you made against purchase orders. You can view your performance for timeliness of deliveries. Click the PO Number and Receipt Number to view further details. This list provides you with all the shipment details which are Late, Early, On Time with respect to the buyer Need By Date or the Promise Date of the supplier and the quantities received by InfoPrint.

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5 Invoices and Payments

5.1 Submitting Invoices

You can submit an invoice online to InfoPrint Solutions Company based on the purchase order lines you have fulfilled. You need only identify those items shipped and enter a quantity. You can invoice against open, approved, standard, or blanket purchase orders that are not fully billed. You can enter a credit memo against a fully billed purchase order (use negative quantity amounts to enter a credit memo), as well as invoice against multiple purchase orders. However, the currency and organization of all items on an invoice must be the same. You can also partially complete an invoice, save it, and submit it later. After you submit an invoice, you cannot change the invoice. If you need to make adjustments to a submitted invoice, you can create a credit memo against the same purchase order items to net out the invoice charges. The purchase order will then be available for a new invoice.

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5.2

View Payments

Supplier can search and view Payment details based on PO number, Payments dates and Payment will be issued electronically to the banking institution you have defined.

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