Grupo Antolin – Supplier Portal Basic Users manual … · Grupo Antolin – Supplier Portal Basic...

Grupo Antolin – Supplier Portal Basic Users manual Volume 1.0 2nd of March 2006

Grupo Antolin – Supplier’s Extranet of 17

Basic User’s Manual v. 1.0

TABLE OF CONTENTS

TABLE OF CONTENTS............................................................................................... 2

LIST OF FIGURES...................................................................................................... 3

INTRODUCTION ......................................................................................................... 4

SERVICES.................................................................................................................... 4

ACCESS TO THE PORTAL......................................................................................... 5

MAIN MENU ................................................................................................................ 6

COMPANY PRESENTATION ...................................................................................... 7

FINANCE PORTAL .................................................................................................... 10

Autobilling:............................................................................................................... 10

Consult of Account Status: Introduction .................................................................... 14

Consult of Account Status: Filter............................................................................... 14

Management of incidences in Finance Portal: Introduction ......................................... 16

Management of incidences in Finance Portal: How to open an incidence? ................... 16

Technical Problems................................................................................................. 17



LIST OF FIGURES

Figure 1: Main Page: Access to the portal

Figure 2: Main Page of Supplier portal : Access to applications

Figure 3: Company Presentation: General Information

Figure 4: Company Presentation: Administrative Information

Figure 5: Company Presentation: R+D Information

Figure 6: Menu of Company Presentation

Figure 7 :Page of the Autobilling system

Figure 8 : Dialogue box that informs about file download

Figure 9 : Dialogue box to open or save file in certain folder in users hard drive

Figure 10 : Save Autobill

Figure 11: Verification of electronic signature

Figure 12: Information about the certification the Autobill was signed with

Figure 13 : Main Page of firma Desktop of Camerfirma

Figure 14 : Selection of society you have open positions/items with

Figure 15 : Consult of Account Status

Figure 16 : Details of open position/item

Figure 17: Access to incidences and management of incidences from the lateral menu


Figure 19: Page of solution of incidences



INTRODUCTION

Grupo Antolin’s Supplier portal (as from now: Extranet) is a new service

Grupo Antolin offers to its suppliers. This platform is based in internet technologies

and a new way of communication between Grupo Antolin and its suppliers.

SERVICES

With the aid of this new system the suppliers may access to the following

services:

- Update of personal data: With the aid of this application the suppliers may

maintain and update their personal information in the Grupo Antolin’s

supplier file. More precisely if the supplier wants to realice a change in his

personal data (address, telephone, contact person, bank data, etc. ) he

himself will be able to change the data.

- Automatic Billing: The suppliers may be able to access their bills in digital

form with this new service, to look them up or to download them. This kind

of service, more and more extended in different industrial sectors,

contributes benefits and savings for both, customers and supplier. On the

one hand it is more economical (bill doesn’t have to be printed) and on the

other hand it saves time (administrative handling).

- Account Status: By this service the suppliers will be able to check in every

moment the status of their account with Grupo Antolin.

- Publication/Receive of requests*: The suppliers will be able to consult the

requests that Grupo Antolin publishes and they may quote this requests.

- Finance*: The supplies will be allowed to have decisive power regarding to

the finance method of items.

- Suggestion Box: Where the supplier may deposit his suggestions

regarding to the portal

*This services are still not available



ACCESS TO THE PORTAL

The access to the Internet Portal will be realized with an internet browser

and the following web address:

https://extranet.grupoantolin.com/suppliers/

With the aid of the link you will enter a protected web (the internet

connections between purchaser and supplier are cryptographically secured) where

furthermore you need a user name and a password to identify and validate

yourself . Every supplier principally has one pair of user name and password but is

allowed to create more pairs for different people within his company with different

access permissions to the different areas of the portal.

In figure 1 you see the principal page of the portal where one should type

his user name and password.

Figure 1: Main Page: Access to the portal

If you are already a real supplier you have at least one user name and

password. Introduce them and than click on OK to gain access to the main menu.



MAIN MENU

From the main menu (figure 2) you are able to access to the different

services and applications available in the system. To enter the different areas you

just have to click on the corresponding icon.

Figure 2: Main Page of Supplier portal : Access to applications

On the right side of the page we have a menu with different icons/options:

- Close Session: Allows you to leave the actual session

- User data: With this applications you can create new users for your own

company. The users can be personalized as far as you are able to connect

different people of the same company and you can assign them different

access levels.

- Change password: You may change the existent password here.

From this page and the other pages of the portal the user can access to the

legal advice and to the privacy policy regarding to the information shown in the

portal or information the supplier makes available for Grupo Antolin.



COMPANY PRESENTATION

The supplier provides different information available for Grupo Antolin via

the Company presentation. To this presentation you enter with the icon “Company

Presentation”.

The information available in this area is categorized in different groups.

- General Information: Consists in the personal data of the company: Name,

Address, Telephone, Fax, etc. (see figure 3)

- Administration: With Administrative Information, Bank Data, Facilities and

Departments

- Activity: Information about the activity which characterizes your company:

Main Products, Documentation, etc.

- R+D: Information about the R+D Capacity, Patents, Collaborations and

their capacity to contribute to research and development

- Quality Management: Information about Quality Certifications, Standards,

etc.

- Communication Systems: Interlocutors, CAD Systems and Transmission

Resources

Figure 3: Company Presentation: General Information



Figure 4: Company Presentation: Administrative Information

Figure 5: Company Presentation: R+D Information



It is the responsibility of the supplier to update his information Grupo Antolin

will save the information about the supplier in its accounting system. Each update,

for example about bank data is approved by Grupo Antolin and later modified in its

accounting system.

To access the different areas of the Company Presentation you have

to click on the different icons in the lateral menu (see figure 6). Once inside every

section, in the low part of the screen thare are few icons that allow to modify or

introduce this new information.

Figure 6: Menu of Company Presentation



FINANCE PORTAL

In this area you will find the different functions of the Finance Portal in the

extranet for suppliers of Grupo Antolin. Regarding to the finance area there are

available the following applications:

- Autobilling: Allows the supplier to consult and download his bills in

electronic format

- Account Status: you may see the status of the account that the supplier

has with Grupo Antolin:

- Finance: (under construction and later available)

Autobilling:

In the application of Autobilling (figure 7) the supplier is able to

access to a file where are listed all the bills, that Grupo Antolin issued in his

name. In this document there are available a few filter, for example

according to the invoice number, billing date and society. The system lists

the bills which belong to the supplier and fulfil certain requisites.

The supplier has the possibility to download the bill in two different

formats:

- XML signed: Original file with the facts of the bill in XML format.

This offers the possibility to integrate the bill in his own system to the

supplier. You can access to this format by clicking on the following

icon.

- PDF with watermark: Readable bill format with all the information

and a mark of points according to legal regulation PDF417 which

allows the receipt of the signed XML file. Out of this file it is possible

to generate the bill in PDF format. You can obtain it clicking on the

following icon.

The valid legal regulation defines Autobilling as to save the XML file or

to print the PDF file with the water marks according to PDF417. To avoid the

disregard of the legal regulation it is not possible to access to the PDF file

before having downloaded the XML file.

The validation/acceptation of the bill is realized automatically 15 days

after its availability in the Finance Portal.



Moreover in the area of Autobilling is available a report about

accesses to the Autobilling area, it shows the number of accesses to a

certain bill, who did access and which bill format was consulted.

Figure 7 :Page of the Autobilling system

To verify and visualize the signed XML bills you have to install the

program firmaDesktop from the company Camerfirma on your computer.

This program assures that the person which signs the Autobill is the

person, that Camerfirma has instructed to do it and who for that reason

certificates the validity of the bill.

The software firmaDesktop can be downloaded at the Autobilling

page, you just have to click on the link”jkfhagjfhaj” (available at the

underneath of the page) or in web at the page of Camerfirma

(www.camerfirma.es). It is necessary to have installed the program as far as

to have an actual list of certifications in the Company Presentation to get

access to valid Autobills.

For more installation details please contact the webpage of

Camerfirma.



Once you have installed the program firmaDesktop to download a

bill you just have to click on the icon of the corresponding bill.

Afterwards figure 8 appears on your screen and informs you about the

download of files. Finally figure 9 and 10 appear and ask where you want to

save the data on your hard drive.

Figure 8 : Dialogue box that informs about file download

Figure 9 : Dialogue box to open or save file in certain folder in users hard drive

You have to click on button Save and thereafter it is asked for the

folder where to save the Autobill (see figure 10). Once you have saved the

Autobill you have to verify the signature. For that operation you to click

with the right mouse button on “Verify signature”.



Figure 10 : Save Autobill

Figure 11: Verification of electronic signature

Ensuing appears the information of the certificate with that the

Autobill was generated. Clicking on “OK” you will the see the main page of

the program firmaDesktop of the company Camerfirma (figure 13).

From the main page of the program firmaDesktop of Camerfirma one

can visualize the information about the certification and furthermore extract

the electronic docume nt with the data of the bill.

If you want to see the information regarding to the person who has

signed the bill you just have to doubleclick on the designated subscriber in



the section of subscribers. To visualize the original document of the bill you

have to click on the “extract” button, where you will be asked another time

where you want to store the XML bill document.

Figure 12: Information about the certification the Autobill was signed with

Figure 13 : Main Page of firmaDesktop of Camerfirma

Consult of Account Status: Introduction

This section allows the supplier to consult in every moment a list of

pending items and bills with Grupo Antolin. To access to this section you

have to click on the link “Account Status” on the main page of the Supplier

Portal.

Consult of Account Status: Filter

If you want to filter the open positions you first have to select the

society (see figure 14), therefore you have to click on the button “Search”.

After that a new screen appears that lists all the open positions

between a certain society and certain supplier. To get more details about a



certain position you have to mark one of the bills and click on “See details”,

so you can see all the details of the check.

Figure 14 : Selection of society you have open positions/items with

Figure 15 : Consult of Account Status

Figure 16 : Details of open position/item



Management of incidences in Finance Portal: Introduction

In the section of Account Status as well as in the section auf

Autobilling the user is able to make complaints about the information

provided by the system. This could be for example an incorrect price or the

whole information of a position is wrong.

The companies of Grupo Antolin act like supplier and purchaser for

itself, for that reason they can handle complaints among each other. A

supplier which works for one of the companies of Grupo Antolin will to

handle his problems with this society.

The access to the Management of incidences is situated in the lateral

menu inside the sections “Autobilling” and “Consult of Account Status” (see

figure 17). Clicking on Incidences we get to the problems that we as supplier

have pointed out. Clicking on Management of incidences we get to the

problems, that we as purchaser have to solve.


Management of incidences in Finance Portal: How to open an incidence?

To open an incidence you have to access to the section of incidences

and then you have to click on the button “List of incidences”. A document

appears in that you may introduce the society that issued the position (bill,

etc) which is subject of the complaint. You choice the bill or you introduce

the document number about that you want to make the complaint.

You will be asked to introduce the details about the complaint and a

description of the problem. Finally you have to click on “Save”.

Once issued the incidence you can consult its status at the main page

at the button “Incidences”. Every incidence is communicated to your contact

person via e-mail, who is instructed to resolve it.



Technical Problems

For technical problems regarding to the portal Grupo Antolin has installed an

e-mail address. Please use this e-mail address to get help for all your technic al

problems.

The address is: [email protected]. The technicians will resolve

your problems as fast as possible.

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