QUICK REFERENCE GUIDE
E-ordering and e-invoicing through OB10 portal
Content
I. Introduction to OB10
II. How to see/follow incoming Purchase Orders
III. How to create/submit an invoice from a PO
IV. Reporting (invoice status)
I. Introduction - OB10 Registration
I. Introduction - OB10 Registration (2)
WWW.OB10.COM/GSKBiologicals Go to Website
Web form registration (online)
Integrated Solution registration (via email)
Click on “here”
Click the button to complete the registration for Web Form
Available OB10 account numbers for GSK Biologicals – Vaccines
I. Introduction - Home Page
I. Introduction - How to access the OB10 Portal
WWW.OB10.COM/GSKBiologicals
Click on “LOGIN”
Enter your email and click on Login
Enter your passwordClick on Login
Enter your memorable wordEnter the selected letters of your memorable word.
Click on continue
Content
I. Introduction to OB10
II. How to see/follow incoming Purchase Orders
III. How to create/submit an invoice from a PO
IV. Reporting (invoice status)
II. How to see/follow incoming Purchase Orders
Etapes du processus • PO Delivery - online efficiency• You receive Purchase Orders electronically from GSK Vaccines.
You can view or download your PO - or simply 'convert' into your tax compliant invoice.
• PO Convert - for quick, reliable invoices• Save time and effort by simply converting your PO directly into
an invoice. Creating your invoice this way requires minimal additional data to be entered. You simply accept your PO and Convert. This enables your customer to quickly match the invoice to the PO, which speeds up the payment process.
II. How to see/follow incoming Purchase Orders
Go TO “MY PO’s”In the menu or via the shortcut.
MY PO’S
1. PO summary:
Shows the statistic about received PO’s. You can immediately see if any new PO arrived
2. Selection for Active PO listed below:
• Selection by customer
• Selection by PO number
• Selection by Status• Selection by PO
date range
3. Active PO
List of PO’s corresponding to the selection criteria with information (PO number, date, status, number of line, number of invoice already submitted…)
Validation (to create invoices, PO must first be accepted)See the detail of the PO and convert it in invoiceDisplay the PO in PDF format
Content
I. Introduction to OB10
II. How to see/follow incoming Purchase Orders
III. How to create/submit an invoice from a PO
IV. Reporting (invoice status)
III. How to create/submit an invoice from a PO PO List
From PO list: 1. Go to the PO detail2. Accept the PO3. Convert the PO
Initial Screen
• Enter Invoice NumberRemark: ( GSK will only use the last 16 characters if field length is more than 16 characters long.)
• Select item(s) to be invoiced
• Adapt quantity• Possible to adapt
price• Select relevant VAT
rate
• Create Invoice
• Check data and confirm
III. How to create/submit an invoice from a PO Header
Initial Header data
• Enter you details if necessary
• Enter detail of your contact at GSK if necessary
• Enter invoice header detail
• Document type: invoice or credit note
• Invoice date (default = current date)
• Tax point date : reference date for Tax reporting
• Currency (defaulted)
• PO number: coming from PO conversion. Never change it
III. How to create/submit an invoice from a PO Items
Item from PO conversion Item data• Check item data coming
from PO conversion• It is here possible to
change the invoice item via the ‘change ‘button’
• It is also possible to add an item via the button
• Item not foreseen in the PO: transportation costs,…
Change item Change Item data• Check item data coming
from PO conversion
• Via It is possible to add discount/surcharge related to the item or additional information
Caution: never change PO number or PO item number
• When finished, save your item changes
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New item – special lines New Item data• Select item type• Enter detail data
• Description• Quantity• Price• Tax rate
When finished, save your item changes
New item – Goods/services lines Change Item data• In addition, you have to
specify the product description and unit
• Via It is possible to add discount/surcharge related to the item or additional informationCaution: • Please enter PO item
number• PO number will be taken
from header
• When finished, save your item changes
ter
quater
III. How to create/submit an invoice from a PO Items
Additional information – Attachment Attachment• It is possible to attach
documents to an invoice (before submitting)
• Use the “select” button
Select file Select file(s) to attachIt is possible to attach documents (only PDF format)
File is attached
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ter
III. How to create/submit an invoice from a PO Attachments
Summary Final action• Summary of the invoice is
displayed• Actions
• Save (not submitted)
• Preview: • Send: save and sent
to GSK
Preview PreviewVisual summary of the entered invoice
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III. How to create/submit an invoice from a PO Summary
III. How to create/submit an invoice from a PO Save/send
Save as template Save as template• Possibility to use it as
reference for future invoices
• Enter a template name
• Save
Save SavePossibility to change it afterwards
Send SendInvoice is sent to GSK• No possibility to change
it anymore• Follow delivery via
invoice status
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III. How to create/submit an invoice from a PO Change saved invoice not yet sent
Access your saved invoices Access via: Invoicing > Create Invoice• Possibility to use it as
reference for future invoices
• Enter a template name
• Save
List In addition to the “create invoice” function, the list of saved invoice dill be displayed.You have the choice:• Delete the invoice• Change the invoice
Change the invoice• Please refer to the invoice creation function• Possibility to save/send
Content
I. Introduction to OB10
II. How to see/follow incoming Purchase Orders
III. How to create/submit an invoice from a PO
IV. Reporting (invoice status)
IV. Reporting - Invoice Status
Etapes du processus
SENTYour invoice is waiting to be processed.
ACCEPTEDOB10 has processed your invoice and it has passed validation.
DELIVEREDOB10 has made your invoice available for collection by GSK Biologicals.
RECEIVEDGSK Biologicals has collected your invoice and entered it into their system.
APPROVEDGSK Biologicals has approved payment of your invoice
PAIDGSK Biologicals has paid your invoiceThe payment date indicates when payment is made
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IV. Reporting - Invoice Status (2)
Etapes du processus
If your invoice fails to reach the next step then it will be one of the following states:
Failed OB10 attempted to process your invoice but it failed to pass our validation checks.
Exception GSK Biologicals has indicated that there may be a problem with this invoice and is investigating.
IV. Reporting - Invoice Status – follow up
Reporting Invoice Submitted Follow status for several invoices
Invoices
• Selection for Submitted Invoices listed below:
• Selection by customer
• Selection by Date• Selection by Status
• Select to execute the report
• Note: it is possible to export the result of this report to Excel
IV. Reporting - Invoice Status – follow up
Reporting Invoice Submitted Follow status for several invoices• Several information
fields are displayed:• Invoice date• Invoice number• Invoice status• Amount(s)• PO• Payment date• Comment for the
status
Click on Invoice Number Display Invoice in PDF
Click on Status Display the due date
Annexes
ANNEXES
V. Invoice Status – follow up
Invoicing Invoice Status Follow status for several invoices
Summary• Chart to summarize• Period selection
V. Invoice Status – follow up (2)
Invoice List Follow status for several invoices• List of invoices with
respective status
• Click on View Detail To have the detail according to the status.
In Error: Failed, Exception
With OB10: Sent, Accepted
With the buyer: Delivered, Received, Approved, Paid
• List of invoices grouped according to their situation
V. Invoice Status – follow up (3)
Detail - Failed Status detail• Invalid, Closed or Missing
Purchase Order: shouldn’t occur when using the PO Convert
• Status date: date of the last status update
Actions
Raise a ticket to OB10 support service
Invoice is reactivated and available for correction/resubmission Refer to the “change saved invoice” slideArchive the invoice (saved but not changeable)
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V. Invoice Status – follow up (3)
Detail - Exception
• Waiting for approval: no action from your side• Request Credit Note: send credit note• Missing/Invalid PO:
Status detail• Comment: describe the
reason for the exception• Status date: date of the
last status update
Detail - Received Status detail• Comment: possible
additional comment on the status at GSK Biologicals
• Status date: date of the last status update
V. Invoice Status – follow up (3)
Detail - Approved
Actions: only archiving is possible
Status detail• Status date: date of the
last status update• Due date: expected
payment date
Detail - Paid
Actions: only archiving is possible
Status detail• Status date: date of the
last status update• Payment date: date on
which payment was made
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V. Invoice Status – follow up (4)
Individual follow-up Individual follow-upEnter invoice number Click on “Find” button
Detail Individual Invoice• Invoice summary• Attachments• Status (see preceding
pages)