training manual for purchase order to invoice ezbuy ... · training manual for purchase order to...

Training Manual for Purchase Order to Invoice EZBuy–Supplier Self-Services (SUS) Portal

Submitted by: Bristlecone

Version 1.0

Contents

1. How to Login to Supplier Self Services (SUS) Portal: ....................................................................... 3

2. How to Search for a Purchase Order ............................................................................................... 6

3. How to Acknowledge a Purchase Order: ......................................................................................... 8

4. How to create Confirmation: ......................................................................................................... 11

5. How to create Invoice: ................................................................................................................... 18

6. How to create a Credit Memo: ...................................................................................................... 24

Version 1.0

1. How to Login to Supplier Self Services (SUS) Portal: Step 1: For logging into SUS portal, ctrl+click on below link or simply copy and paste to your web

browser:

NOTE: SAP recommends to use Internet Explorer IE 8 and above

Portal Link-

https://www.ezbuy.axiata.com:4443/sap/bc/bsp/sap/srmsus?sap-client=310

Step 2: Enter User ID & Password

User Id –XXXXXX (Shared over email)

Password-XXXXXX (created by you after registration)

Password must be combination of Lowercase, Uppercase, Special character and Numbers. Also it must

be different from last five previous password.

https://www.ezbuy.axiata.com:4443/sap/bc/bsp/sap/srmsus?sap-client=310

Version 1.0

After you login into the SUS Portal, you will see this screen:

What do the fields on EZBuy SUS Portal mean?

Field/Link Name Description

All - Shows all your Purchase Orders regardless of status

New – Shows new Purchase Orders which require your acknowledgement

Changed – Shows Purchase Orders which have been amended by Axiata which require your acknowledgement

In Process – Shows Purchase Orders which have been saved by you for further action

Confirmed –Shows Purchase Orders where all line items are

confirmed by you (with or without any amendment)

Partially Confirmed – Shows Purchase Orders where some line items are rejected by you

Rejected – Shows Purchase Orders where all line items are rejected by you

Canceled – Shows Purchase Orders which have been cancelled by Axiata

Version 1.0


All – Shows all Confirmations created by you

In Process – Shows all Confirmations which have been saved by you for further action

Completion Reported – Shows all Confirmations which have been fully confirmed by you

Partially Accepted –Shows all Confirmations where line items have been partially accepted by you

Approved- Shows all Confirmations which have been accepted by Axiata

Rejected – Shows all Confirmations which have been rejected by Axiata

Canceled – Confirmations which have been cancelled by you.


All – Shows all the Invoices and Credit Memos created by you

In Process – Shows all Invoices which have been saved by you

Document Sent – Shows all Invoices which have been sent by you

Approved – Shows all Invoices which have been approved by Axiata

Rejected – Shows all Invoices which have been rejected by Axiata

Create Invoice – Opens a new window where you can directly create an Invoice by selecting the PO/Confirmation accepted by Axiata.

Version 1.0

2. How to Search for a Purchase Order: There are 2 methods through which you can search for a Purchase Order:

A. If you know the Purchase Order Number (refer to PO number in the email notification),

click on “Find”:

Enter the Purchase Order number and click on the “Find” button:

The Purchase Order details will be visible to you as follows:

Click on the Purchase Order number for a more detailed view.

Version 1.0

B. If you do not know the Purchase Order Number, click on “All Purchase Orders”:

List of All Purchase Orders will be displayed, click on a Purchase Order for a more detailed view:

Version 1.0

3. How to Acknowledge a Purchase Order: Step 1: After going to the detailed view of the Purchase Order (Refer to Section 2), click on “Process”.

This will allow you to edit your acknowledgement before sending it to Axiata.

Step 2: If you want to make any changes, you are only allowed to change the DELIVERY DATE and/or

reduce QUANTITY. This can be done by editing the respective fields highlighted below, before

acknowledging the Purchase Order.

Step 3: To selectively Confirm or Reject the PO items click on either of the buttons:

A. To Confirm (With or without any amendment) click on :

B. To Reject, click on : . This means you do not intend to supply this line item.

C. Confirm/ Reject All Items :

D. Reset All Items: If you want to reset the current decision on all the line items :

Version 1.0

Based on your decision the status of the item changes from “In Process” to “Confirmed” or “Rejected”

accordingly.

NOTE: Please be careful during acknowledgement of Purchase Order line items. Any errors will

require the entire Purchase Order issuance cycle to be repeated.

Step 4: Click on “Send”. The document status “In Process” changes to “Confirmed” or “Partially

Confirmed”

Your acknowledgement will create a Purchase Order Response (POR), which will be sent to Axiata for

“Acceptance” or “Rejection”.

Version 1.0

What is the next step if the Purchase Order Response (POR) sent by me to Axiata is “Rejected”?

You will be receive an email notifying you of the rejection. Kindly contact Axiata for further details.

What is the next step if the Purchase Order Response (POR) sent by me to Axiata is “Accepted”? Once the Purchase Order Response has been “Accepted”, the same information will get updated in

Purchase Order.

A. Scenario 1- No changes made by you during acknowledgement of the Purchase Order, and the

same has been “Accepted” by Axiata.

The next step is “Confirmation” creation by supplier, as shown in Section 4.

B. Scenario 2- Some changes made by you during acknowledgement of the Purchase Order, and

the same has been “Accepted” by Axiata.

The Purchase Order status will change to “In Process”. You will have to “Process” (Refer Steps 1

to 4 in Section 3) the Purchase Order again. Your Purchase Order Response will move to Axiata

for “Acceptance”. The next step is “Confirmation” creation by supplier, as shown in Section 4.

C. Scenario 3- Some changes made by you during acknowledgement of the Purchase Order, and

the same has been “Rejected” by Axiata.

The required terms and conditions of the Purchase Order will remain unchanged. Contact Axiata

for any further clarification required.

Version 1.0

4. How to create Confirmation: Step 1: Login to Supplier Portal. (Refer to Section 1)

Step 2: The Start page opens. Click on ‘All Purchase Order” tab.

Step 3: Purchase Orders list is displayed, click on the relevant Purchase Order number, visible in blue

colour, under “Purchase Order No.”

Version 1.0

Step 4: A new page opens, showing the details of the Purchase Order. Click on “Create Confirmation”.

A. The screen is editable now, you may change the QUANTITY for partial confirmation, if required.

B. Enter the Confirmation Name (this is a free text field, which you may use for future reference)

C. You may send a Message to Purchaser and Add an attachment (if applicable).

Version 1.0

D. Click on the line item to get more information.

E. Delete a particular line if not required for the current delivery of goods/services. The deleted item

will be available for confirmation again.

Note: It is mandatory to have separate Confirmation for Materials and Services.

Version 1.0

What do I do if the Purchase Order contains both types of products (Material & Service)?

I. Create Confirmation for Materials:

Open the desired Purchase Order and after clicking on “Create Confirmation” button (Refer to

Section 4, Step 4),

To confirm only for Materials, “Delete” the line items which are Services and then click on

“Update Price” button.

After deletion of Services, only Materials will be visible on the “Item Overview” tab.

Click on “Confirm”. Confirmation is displayed with status ‘Created’.

Version 1.0

Now the status changes to “Completion Reported”.

The confirmation is sent to the Axiata for approval.

II. Create Confirmation for Services:

Now click on “Display Document Flow” and open the Purchase Order.

Click on “Create Confirmation” button.

Only Services will be visible in the “Item Overview” tab:

Version 1.0

Click on “Confirm”. Confirmation is displayed with status ‘Created’.

Now the status changes to “Completion Reported”.

The confirmation is sent to Axiata for further action. Axiata’s “Approval” or “Rejection” will be

notified to you through an email. The status for same can also be checked on EZBuy SUS Portal.

If the delivery of Material and/or Service has been approved by Axiata, the status of your

Confirmation changes to “Accepted by Customer”. Only then should you create an Invoice.

Version 1.0

NOTE: In case of any errors in your Confirmation, you may “Cancel” your Confirmation if it has not

been “Approved” or “Rejected” by Axiata.

The status will change to “Canceled”

Version 1.0

5. How to create Invoice: Step 1: Login to Supplier Portal (Refer to Section 1).

Step 2: The Start page opens. Confirmation against which an invoice has to be generated can be

searched by clicking on “Accepted” or “Partially Accepted” under “All Confirmations” tab.

Step 3: Purchase Orders list is displayed, click on the Purchase Order No., against which you intend to

raise an Invoice.

Version 1.0

Step 4: The Purchase Order is displayed, click on the “Display Document Flow” tab;

Step 5: Document Flow page opens, you must select the Confirmation document with status “Accepted

by Customer”.

To proceed click on “Confirmation”.

Step 6: Confirmation page opens, Click on “Create Invoice” tab;

Version 1.0

Step 7: Process Invoice page is displayed and you need to enter the following information

A. Invoice name : Enter the Invoice Name (this is a free text field, which you may use for future

reference)

B. Enter the External Invoice Number: this is a MANDATORY FIELD

External Invoice Number is your internal invoice number and can be alpha numeric, maximum 20

characters.

Version 1.0

C. Add an Attachment: Attachment is MANDATORY including a softcopy of your internal invoice as

well as any other supporting documents. Malaysian GST registered companies MUST attach a valid

Tax Invoice. The maximum total attachment file size is 8 MB

Click on “Browse” Select file from your computer Click on “Upload”

After successful upload, your “Attachment” can be seen as below:

D. Applicable “Tax”, click on the dropdown menu and select appropriate Tax Options

Version 1.0

E. After all the data as highlighted below have been provided, click on “Send”

Version 1.0

Step 8: Invoice gets created with the message displayed. The status will change to “Document Sent”

The invoice will be sent to the Axiata for further processing. Once the invoice has been approved, you

will receive an email notification and the invoice status will change to “Accepted by Customer”.

In case your invoice is rejected, you will receive an email notification and the invoice status will change

to “Rejected by Customer”.

Version 1.0

6. How to create a Credit Memo: Step 1: Login to Supplier Portal (Refer to Section 1).

Step 2: The Start page opens.

A. Click on “All Invoices and Credit Memos”

B. Select relevant Invoice number

Version 1.0

C. A new window opens, click on “Create Credit Memo”

D. Add an Attachment: Attachment is MANDATORY including your internal Credit Memo and any other

supporting documents. The maximum total attachment file size is 8 MB

Click on “Browse” Select file from your computer Click on “Upload”

After successful upload, your “Attachment” can be seen as below:

Version 1.0

E. Applicable “Tax”, click on the dropdown menu and select appropriate Tax Options

F. After all the data as highlighted below have been provided, click on “Send”

Version 1.0

Step 8: Credit Memo gets created with the message displayed. The status will change to “Document

Sent”

The Credit Memo will be sent to the Axiata for further processing. Once the Credit Memo has been

approved, you will receive an email notification and the Credit Memo status will change to “Accepted by

Customer”.

Version 1.0

In case your Credit Memo is rejected, you will receive an email notification and the Credit Memo status

will change to “Rejected by Customer”. Contact Axiata for further clarification on the rejection, if

required.

Version 1.0

Additional Features:

There is an additional feature which you may utilize for your own convenience and internal tracking of

invoice payment status.

Once you receive payment from Axiata for any invoice, you may MANUALLY change the status of the

invoice to “Payment Made”.

Click on Invoice and Credit Memo Open relevant Invoice Click on “Set Status” with “Payment

Received”

training manual for purchase order to invoice ezbuy ... · training manual for purchase order to...

Documents