barry group central billing & chilled accounts...

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Barry Group Customer Portal User Guide

Barry Group Central Billing

& Chilled Accounts

Customer Portal

User Guide

Version 1.3

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Table of Contents SECTION 1: ADMINISTRATION ................................................................................................. 4

1. Accessing the Barry Group Central Billing Portal ..................................................... 4

2. Registration (once-off) ............................................................................................. 5

2.1 Email invitation .................................................................................................. 5

2.2 Linking to Celtrino Express & Completing Your Registration ............................. 6

2.3 Completing your company profile ..................................................................... 7

2.4 Review Trading Relationships ......................................................................... 8

3. Grouping multiple company profiles ..................................................................... 10

4. Alert Management ................................................................................................. 11

5. Manage My Colleagues .......................................................................................... 15

5.1 Register colleagues .......................................................................................... 15

5.2 Remove/Suspend Users ................................................................................... 16

5.3 Colleague permissions ..................................................................................... 17

6. Manage My Trading Relationships ........................................................................ 18

6.1 Invite Trading Partner ...................................................................................... 19

7. Change My Log-in Details ...................................................................................... 20

8. Forgotten My Password ......................................................................................... 21

9. Support Services .................................................................................................... 23

9.1 Business support (inline) .................................................................................. 23

9.2 Technical support (inline) ................................................................................ 23

9.3 User support (online collateral) ....................................................................... 24

SECTION 2: OPERATION ......................................................................................................... 25

10. Main User Interface ............................................................................................... 25

11. Receive New Documents ....................................................................................... 27

11.1 Viewing a received document ....................................................................... 27

11.2 Querying a received document ...................................................................... 29

11.3 Downloading a received document ............................................................... 32

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Document History

Version Description Date Author QC

1.0 Major release 06/09/2013 MW

1.1 Updates 12/09/2013 CA MW

1.2 Changes to Company Profile screen 10/12/2013 MW CA

1.3 Misc changes 18/12/2013 MW CA

Barry Group Central Billing and Chilled Accounts Customer Portal User Guide.

This document has been produced by Celtrino for the exclusive use of the Barry Group Central Billing

community. All rights reserved.

©Celtrino 2013

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SECTION 1: ADMINISTRATION

1. Accessing the Barry Group Central Billing Portal

It is very easy to begin paperless trading with Barry Group. You only need to access the Internet using a

web browser (e.g. Internet Explorer).

You will not normally need to download any software.

Internet Browser address:

barry.platform.celtrino.com or http://barry.platform.celtrino.com

Don’t include “www.” as part of the internet address

It’s a good idea to add this address to your favourites.

You probably already have a PDF document reader installed on your PC for

reading PDF documents. If this is not the case, then it’s very simple to download

and install. Just click on the link below:

http://www.adobe.com/products/reader.html

http://barry.platform.celtrino.com/

http://www.adobe.com/products/reader.html

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2. Registration (once-off)

Registration is a once off process. It involves a number of steps.

The first time someone in your company is invited to register, there is a 4 step process. These steps are

1. Receipt of Email invitation

2. Linking to Registration screen

3. Completing your registration

4. Completing your company profile

5. Review Trading Relationships screen

If a colleague sends you an email invitation, there is a 3 step process. These steps are

1. Receipt of Email invitation

2. Linking to Registration screen

3. Completing your registration

2.1 Email invitation

You will receive an email invitation to register as a user of Celtrino Express. This will arrive in your email

inbox.

Open this email and click on the link provided (see note 4 in screenshot below).

The invitation email identifies the following:

1. You as the invited person

2. Your colleague that sent the invitation

3. Your company

4. The web link you click for registration on Celtrino Express

If you do not receive an email alert, your email spam detector may have intercepted

the email alert and classified it as spam. If this happens, you will find the email alert in

your spam folder. For correct future operation, you need to “tell” your email spam

detector to treat these email alerts as non-spam.

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For New Trading Partners of Barry Group

If you are not a current Barry Group trading partner, you will receive two email invitations, the first of

which is described above. Open this email first and complete the registration process (outlined in section

2.2).

The second email contains a link to accept an invitation to start trading with Barry Group.

2.2 Linking to Celtrino Express & Completing Your Registration

After clicking on the link in the invitation email, you will be brought to the registration screen of Celtrino

Express. An example of this is shown in the screenshot below.

The registration screen identifies the following:

1. You as the invited person

2. Your company

3. Your email address

4. Your secret password (you choose it and change it as often as necessary)

5. Your answer to your preferred security question

To complete registration, you must do the following

a) Choose and enter your secret password.

b) Select the security question you prefer (there are 5 options)

c) Answer the security question

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d) Click on the “Activate Registration” button

You are now ready to become an active user. Click the “Home” link to review received documents from

Barry Group, for both your central billing and chilled accounts.

2.3 Completing your company profile

If you are the Celtrino Express administrator for your company, you will be brought automatically to the

company profile screen (see screenshot below).

To complete your company profile, you must do the following

a) Check the details present and correct if necessary.

b) Fill-in the unanswered questions.

c) Fill-in the unanswered questions (Note: if you are not registered for a VAT number, please click

on the drop-down button adjacent to the VAT Number field and select “Not Registered for

VAT.” Otherwise, enter your VAT number into the VAT Number field).

d) Note: Bank Details and E-Invoicing Contacts details are not mandatory.

e) Click on the “Save” button.

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After clicking on the “Save” button, you will receive the following confirmation: “Company profile

updated successfully” (highlighted in green below).

You are now ready to become an active user. Click the “Home” link to review received documents from

Barry Group.

2.4 Review Trading Relationships

On this screen, please review any pending Document Recipient and Document Originator trading

relationships and accept if appropriate. By accepting, you are agreeing to receive documents from and/or

send documents to your selected trading partner. Accepted trading relationships have a live status.

You can amend your company profile as often as necessary simply by clicking on the

“Company Profile” link.

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For more information on manage my trading relationships refer to section – Manage My trading

Relationships.

If a trading relationship does not have a live status, then documents for this trading

relationship will not be uploaded to the portal.

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3. Grouping multiple company profiles

If you own or manage a number of companies that sell to Barry Group, you have 2 main configuration

options available to you:

1. Maintain different log-ins for each company..

2. Group all your companies together within a single log-in. This is the default set-up.

This section demonstrates the second option, grouping multiple company profiles with a single log-in.

Let’s assume that you own the following two companies:

1. Costcutter Express Shop1

2. Costcutter Express Shop2

When you are logged-in, you will be reminded of the company profile you are associated with by the

information on the top right hand side of the Celtrino Express screen (see “Costcutter Express Shop1” in

the red box of the screenshot below).

By clicking on the “Costcutter Express Shop1” link you will be brought to the “Manage User Companies”

screen where you can choose a different associated company profile (see below).

1. Select “Switch Company” from the Action drop-down list and select a company from the

Company drop down list as shown below. Let’s assume you want to switch to Costcutter Express

Shop2 (see highlighted below).

The following section applies to users who own or manage two or more shops that

trade with Barry Group. If this does not apply to you, please continue to section 4,

“Alert Management”.

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You then click on “Accept” button.

1. This will change your company profile to Costcutter Express Shop2. From this point on, all the

screens that you click on will display information specific to Costcutter Express Shop2.

Note that the company name that you are associated with has now changed to Costcutter Express Shop2.

Note: You can change the default company associated with your log-in account as follows:

From the “Manage User Companies” screen , select “Make Default” from the Action drop-down list and

select a company from the Company drop down list as shown below. Let’s assume you want to switch to

Costcutter Express Shop1.

You then click on “Accept” button.

This will then be the first company you see the next time you log in to Celtrino Express.

4. Alert Management

You can configure yourself and colleagues to receive email alerts for the following events

You can decide who within your organisation will have separate log-ins and who will

have single log-ins.

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o When a document is received (e.g. an invoice)

o When a query response is received (e.g. a response from Barry Group to your earlier query)

o When an exception occurs

o When detailed document tracking is required

Click on the “Alert Management” link to configure when alerts should be sent (see screenshot below).

The Alert Management screen lists the “Events” that you can manage/configure. These events are listed

below (see also expanded screenshot below):

On receipt of new document

On receipt of query (or query response)

On non-delivery of a document

On status change of document

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The receipt of a new document event can also be filtered based on document type, e.g. Order, Order

Response, or Remittance etc.

Associated with each event are actions and attributes that you can control. These are listed below (see

also screenshot below):

Action

o No action

o Send Alert

o Send Alert With Document

When to send Alerts

o Immediately

o Once an hour with a listing of all new alerts

o Once a day with a listing of all new alerts

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You configure the alerts to suit a user and then click the “Save” button. You can configure additional users

by selecting the required user and pressing the “Switch User” button.

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5. Manage My Colleagues

Celtrino Express enables users to register colleagues and to set specific permissions according to their

assigned role. New users can be registered by clicking the “Manage My Colleagues” link (see below).

5.1 Register colleagues

The Register colleague link allows you to invite a colleague to participate as a user in Celtrino Express.

To invite a colleague, you need to complete the following steps:

a) Enter and confirm the “Email Address” of your colleague

b) Enter the “Real Name” of your colleague

c) Assign a role to your colleague

a. Administrator

b. Manager

c. User

d) Click on “Submit” button (this will send an email invitation to your colleague).

This is illustrated in the screenshot below.

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5.2 Remove/Suspend Users

Remove User from Company: Allows an administrator to remove an individual from the company.

The last administrator cannot be removed from the company.

Remove User from System: Allows an administrator to remove an individual from Celtrino

Express. Users can only be removed from the system, only if they belong to one company and

they aren’t the last user in that company.

Suspend User: Allows an administrator to suspend a user. This will prohibit the user from logging

in to the current company, but will not remove them from Celtrino Express.

Reactivate User: Allows an administrator to re-activate a previously suspended user.

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5.3 Colleague permissions

Within the “Manage My Colleagues” page, users can also assign different colleague rights. These rights

are grouped by type, and are defined as:

Admin Permissions

Relationship Permissions

Management Permissions

The full list of permissions is detailed below:

Admin Permissions Relationship Permissions Management Permissions

Add New Colleague Add New Company View Invoices

Remove Company Add New Trading Partner View Reports

Remove Colleague Remove Trading Partner View Queries

Reset Passwords View Trading Relationships

Edit Company Profile

Grant Permissions

Each invited colleague will have a status of “pending” until they have fully completed

the registration process.

Roles can be changed and permission rights varied for refinement purposes as necessary.

Your permissions determine the extent to which the permissions of others can be varied.

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6. Manage My Trading Relationships

When you log into Celtrino Express, some of your trading relationships may already be set up for you. To

add additional trading partners to your network, or to change a company’s document role status, click

the “Manage My Trading Partners” link – this will bring you to the page below.

The “Manage My Trading Partners” page consists of five sections:

1. “Trading Partner” drop-down list: Here you can view a list of all companies set up on Celtrino

Express.

2. “Barry’s Role” drop-down list: This option allows you to choose between “Document Originator”,

“Document Recipient”, or “Both” as your company’s role in the trading relationship.

Document Originator: this option allows your company to send documents to the

selected trading partner

Document Recipient: this option allows your company to receive documents from the


Both: this option allows your company to send to and receive documents from the


3. Invite them to Celtrino Express or Upload a file with multiple companies: If you are unable to

find a trading partner from the drop-down list, you can invite the company to register and trade

with you on the portal

4. Search Function: The search function enables you to find trading relationships with companies

who are either “Document Recipients” or “Document Originators”. Relationships can be filtered

according to six different statuses:

Pending: A requested trading relationship that hasn’t yet been approved by both parties.

Note: there is a related status called Pending (Requires Action) that indicates the current

user has an action to take for that trading relationship.

Disputed: A trading relationship that has been disputed by the requested company.

Live: An active trading relationship.

Ceased: A trading relationship that has been ceased by either party.

Cancelled: A trading relationship request that has been cancelled by the person that

requested the trading relationship.

Rejected: A requested trading relationship that has not been accepted by the person who

has been invited to the trading community

5. Trading Relationships Overview: This display allows you to view the role and status of each of

your trading relationships.

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6.1 Invite Trading Partner

To start trading with a company not already setup on Celtrino Express, you can use the self-service

option to invite them yourself to your community. Clicking on the “Invite them to Celtrino Express”

brings you to the “Invite Trading Partner” page (see below).

This page is made up of three sections:

1. Trading Relationship: The default Target Community Group is Barry Group. If you join other

communities, these will be displayed here. The “Related Company” is your own company. “New

Company’s Role”, i.e., that of your trading partner, can be set to “Document Originator”, “Document

Recipient”, or “Both”.

2. Company Details: Here you can enter details about your new trading partner including trading name

(required), VAT number, ERP and Accounts package, and Account number, if known.

3. Nominated Company Administrator: In this section you can input who will be the Celtrino Express

administrator in your trading partner company.

Once you have entered all the relevant details, click “Send Invitation”. The person you have nominated as

administrator will then receive an email with a link to the portal asking them to register online. This email

invitation is displayed in section 2.1.

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7. Change My Log-in Details

You access your log-in details by clicking on the “My Profile” link.

You can change your log-in details as frequently as you like.

1. Email address: The email address you use to log in to Celtrino Express.

2. Real Name: Enter your full name.

3. Phone Number: Your contact phone number (optional). Leave out any spaces or non-numeric

characters.

4. Language Preference: Enter your chosen language. English is the default language.

5. New Password/Confirm Password: Enter and confirm your new password (must be at least seven

characters long).

6. Security Question and Answer: Security question options are:

o Mother’s Maiden Name

o Favourite Childhood Friend

o Favourite City

o Favourite Pet

7. Existing password: Enter the password you currently use to log in to Celtrino Express.

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8. Forgotten My Password

If you forget your password, it is easy to request a new one. Simply click on the “Forgotten Password”

link.

You then enter your email address and click on the “Submit” button (see screenshot below).

You then enter your answer to the Security Question and click on the “Submit” button (see screenshot

below).

You will then receive an immediate confirmation that “A password reset link has been emailed to your

account” (see screenshot below).

You will subsequently receive an email inviting you to click the link to create a new password (see

screenshot below).

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This link will bring you to a screen where you can create a new password and confirm by clicking the

“Submit” button. You will then be fully able to participate as a Celtrino Express user.

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9. Support Services

There are 3 different types of support available to you and these are listed below:

Business support

Technical support

User support

9.1 Business support (inline)

Business support is provided by the Accounts Receivable team in Barry Group. The fastest and best way

to look for support is via the real time inline Query facility. You can query a specific document or raise a

general query. All queries are time stamped and grouped sequentially in an audit trail by category.

Business support can be linked to a specific document or can be independent of a specific document.

9.2 Technical support (inline)

Technical support is provided by the Customer Care team in Celtrino. The fastest and best way to look for

support is via the real time inline Query facility. All queries are time stamped and grouped sequentially in

an audit trail by category.

Technical support is not related to any specific document.

Technical support is accessed by clicking on the “click here” link for live chat with Celtrino technical support from any Celtrino Express screen (see example screenshot below).

You can then enter your query and click on the “Submit” button (see example screenshot below).

Please note that when requesting support from Celtrino technical support using live chat

o You can send requests at any time

o Celtrino technical support is Operating hours are

9:00 - 1:00, 2:00 - 5:30, Monday to Friday

Inline queries to Barry Group that are independent of a specific document can be

submitted via the “Manage My Trading Relationships” link.`

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o Celtrino technical support initial response target is 5 minutes.

o Celtrino technical support resolution response target is 1 hour.

9.3 User support (online collateral)

User support is provided as follows:

This FAQ (Frequently Asked Questions) section

The Celtrino Express User Guide (see link from within FAQ section)

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SECTION 2: OPERATION

10. Main User Interface

When you log in to Celtrino Express, you are presented with the document history page which displays a

list of inbound and outbound documents. This page is divided into five sections (see below):

1. User and Company Admin Options

2. Document Admin Options

3. Search Options

4. Page navigation filters

5. Document History

You can now view documents for both your central billing and chilled accounts. Each account will have a

different account code. In the screenshot above, the central billing and chilled accounts are respectively

CBTEST01 and CHTEST01.

1. User and Company Admin Options

Home From any page, return to the main Celtrino Express screen My Profile Edit your email, phone no. or password My Company Profile Edit your company’s contact details, VAT No., accounts package, etc. Manage my colleagues Add multiple users and assign them specific permissions Manage my trading relationships

Invite new and existing business partners to carry out transactions with your company on Celtrino Express

2. Document Admin Options

Alert Management Select what actions should be taken when documents are sent or received, as well

as the frequency of these actions. Reports View which trading partners have completed the registration process, and get

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statistics on query response times. Trading Community This will be “Barrys” by default. If you begin trading with other communities on

Celtrino Express, you will be able to toggle between them using the drop-down menu.

3. Search Options

Search for specific documents by filtering them by their Status, Start Date, End Date, or by using a keyword

5. Document History

Direction Indicates if a document has been sent or received (In or Out) Trading partner The name of the trading Partner associated with the document Community Member Id The account number associated with a company in a particular community Platform Date The date that the document was created on Celtrino Express Document Status New: A document that hasn’t been viewed by the recipient.

Read: A document that has been viewed at least once by the recipient.

Document Type The type of the document, e.g. Invoice, Summary Invoice, Credit Note, Summary Credit Note

Document Number The internal document field identifying the document, e.g. order number, etc. Document Date The internal document field indicating when the document was created Reference Document Number

This is can be the order number etc., that identifies the document

Reference Document Number 2

A document that is associated with another document may have its number displayed here, e.g. an order response created from an order

Payment Due Date The internal document field indicating when the document is due to be paid (largely used for Invoices)

Value Total The total value of the document (only relevant on certain documents) Document Detail Choose to view or download a specific document Query View who has responded to your queries and at what time

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11. Receive New Documents

Normally you will be alerted by email when your company receives a new document from Barry Group

(see Alert Management).

Once you have logged in to Celtrino Express, you will be presented with a list of received documents.

Each document type has a set of attributes associated with it. Some of these attributes are determined by

Barry Group (e.g. for invoices: Payment due date, reference document type = purchase order number,

document Total Value).

You can use filters and sorting to control how documents are presented to you. Filter options are listed

below:

Status, e.g., “New”, “Read etc.

Start Date – include date and time

End Date – include date and time

Search – use your own search terms

New documents will have a status of “new”.

11.1 Viewing a received document

To view a particular document, click on the “View” link (see screenshot below for example).

By clicking on the View link, you will be brought to a new screen that displays the contents of the

document.

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The following is an example of how an invoice document would look. You can search for specific

information, such as the Document No., by pressing Ctrl + F.

1. Process – set document status to processed i.e. there are no further queries on this document;

2. Delete – Delete this document;

3. Advanced Query – Create a query for this document;

4. Download – Download this document as a PDF file.

Once you have viewed or downloaded a document its status changes from “New” to

“Read”.

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11.2 Querying a received document

Click on Advanced Query menu link to create a query for this document.

Now fill in details for all fields marked with asterix (*) and click on the Submit button. You can also enter

details in the Comment field above, if required.

In the section Query, now, you can see the query just created.

This is illustrated in the screenshot below.

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A user from Barrys will now receive this document query and can respond to it, if required.

The screen below, shows a response by a Barry’s user to the original document query.

This is highlighted by a message in red text with name of who created this query and the date of creation.

Click on the View link for this document to view the full query history.

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11.3 Downloading a received document

You can download a document in PDF format by clicking on the “Download” button while viewing a

document.

You will need to have a PDF Reader installed in order to open the document.

Below is a screenshot of the document opened in Adobe Reader (a PDF Reader).

You can change the name of the file to suit your individual needs.

Your documents are automatically stored in Celtrino Express for 3 months. You can

arrange to extend this period for up to 6 years or more by contacting Celtrino.