Using the Vendor Portal

Verian Training Guide:

Version 1.0

07/31/15

1Last Updated 07/30/15

Table of Contents

1:Learning Objectives

2:Introduction

3:Vendor Portal Registration

4:Logging into the Vendor Portal

5:Using the Vendor Portal

6:Vendor PO Invoice Entry

7:Vendor Non-PO Invoice Entry

8:Viewing Existing Items

9:Managing Purchase Orders

Training & DevelopmentUsing the Vendor Portal1

For internal use only. Proprietary and confidential. Do not copy or distribute externally.

1:Learning Objectives

After completion of this training session, participants will have a better understanding of how to use the Verian Procure to Pay (P2P) system to:

Register as a Vendor within the system,
Access the Vendor Portal
Create a PO Invoice Entry
Create a Non-PO Invoice Entry

During training and on the job, employees will have access to customer information. All employees are required to keep this information confidential.

2:Introduction

Verian’s Vendor portal offers a customized two-way communication link between Walter and its vendors. After the vendor has registered, they can process purchase orders, non-purchase orders, and invoices.

3:Vendor Portal Registration

An email will be sent to you, containing a registration URL and Registration key. When it arrives, click the link below Registration Details. This link will expire after 24 hours, so be sure to complete the registration process as soon as you can.
Enter your Registration key and click Continue
Verify your account by entering the Purchase Orderand Invoice Number. Click Continue.
Complete your Registration Profile. All fields noted with * are required. Click Continue.
Once the process is complete, you will receive an email asking you to confirm your registration. Within the email, click Confirm your email address.
After validating your email, the system requires manual approval of your account by an administrator. Once this has been completed, you will receive a final email, detailing your login credentials.

4:Logging into the Vendor Portal

From a web browser, navigate to

Enter your registered email address as your username directly to the right of .
Enter your Verian password directly to the right of .
Click Log In.

5:Using the Vendor Portal

Verian’s Vendor Portal is a stripped-down version of the website, through which vendors can access the purchase orders that have been sent to them and perform certain tasks such as viewing the purchase order, confirming that they have received the purchase order, and create invoices for the purchase orders.

The main vendor screen can be broken down into three sections: Modules(Purchase Orders and Invoices), Tasks, and Messages.

Modules display the main sections of the Vendor Portal, including:

searches existing purchase orders or invoices.
opens the Manage Purchase Order page.
opens the New Invoice page.

Please note that security access determines module availability.

Tasks contains links to items that need attention, including Open POs, Open WOs, Un-confirmed POs, Un-Reconciled POs, and Un-Reconciled WOs.

Messages contains any internal Verian communications. After reading them, you can check the box in the upper right hand corner of the message and either Delete or Delete All. /

6:Vendor PO Invoice Entry

To create a new PO Invoice Entry:

Click .

From the main Purchase Order window, select Purchase Order from the Reference Type dropdown list.

From the Search Type dropdown list, select either All or a specific item to assist in locating the PO.

Once the PO has been located, click the + within the Action column to continue. If only one PO exists matching the search criteria, it will open automatically.

Within New Invoice, start with the Header tab and work your way from left to right. At any point, click to save your work, to view the original PO, or to reset all entered fields.
From the Header tab, complete all fields. * indicates that the field is mandatory. Note that the Invoice Number field should be less than 16 characters long and contain no commas or leading zeros.

Review the information in the Details tab.

Review the information in the Vendor tab.

If needed, add a Noteat the Notes tab. To Cc: another Verian user, add their name to the Also Notify field. Click +Add to complete the note. To edit an existing note, click the text within the Notes column. To delete an existing note, click the corresponding X.

You can add an optional file attachment from the Attachment tab. (This should not be the invoice, as that should be uploaded using the Image button.) To edit an existing attachment, click . To delete an existing attachment, click the corresponding X. To convert an invoice that was mistakenly uploaded as an attachment to an Image, click .

Once the top tabs are completed, click and then to upload the invoice. This file can be from any commonly-used application, including Adobe Acrobat and Microsoft Office files.

Click to save your work. To complete the invoice, click . To complete the invoice and automatically go to the next, click.

7:Vendor Non-PO Invoice Entry

If you have an invoice that is not associated with a PO, follow these steps:

Click .

From the main Purchase Order window, select Non-PO from the Reference Type dropdown list.

From the Search Type dropdown list, select either All or a specific item to assist in locating the vendor.

Type in the Vendor Name in the Filter: free-form text box.
Click on the Search button or click Enter.
Once the vendor has been located, click the + within the Action column to continue. If only one corresponding vendor exists, it will be opened automatically.

Within Non-PO Invoice, start with the Header tab and work your way from left to right. At any point, click to save your work, or to reset all entered fields.

From the Header tab, complete all fields. * indicates that the field is mandatory. Note that the Invoice Number field should be less than 16 characters long and contain no commas or leading zeros.

From the Details tab, add line items for each item. To begin, click Click to Add Line, add an Item Name, select the Unit, and add an Invoice Cost and Qty.

Review the information in the Vendor tab.

If needed, add a Note at the Notes tab. To Cc: another Verian user, add their name to the Also Notify field. Click +Add to complete the note. To edit an existing note, click the text within the Notes column. To delete an existing note, click the corresponding X.

You can add an optional file attachment from the Attachment tab. (This should not be the invoice, as that should be uploaded using the Image button.) To edit an existing attachment, click . To delete an existing attachment, click the corresponding X. To convert an invoice that was mistakenly uploaded as an attachment to an Image, click .

Once the top tabs are completed, click and then to upload the invoice. This file can be from any commonly-used application, including Adobe Acrobat and Microsoft Office files.

Click to save your work. To complete the invoice, click .

8:Viewing Existing Items

To view or print an already-existing Purchase Order or Invoice:

Below either Purhase Orders or Invoices, click .

If needed, use the top half of the screen to filter your Purchase Order/Invoice list. Enter search criteria and click Search.

Search results will be returned in the bottom half of the screen in batches of 10. Click Next and/or Previous to locate the item in question.
When located, click the item’sID, Number, or Total to view details.

9:Managing Purchase Orders

To manage a Purchase Order:

If needed, use the top half of the screen to filter your Purchase Order/Invoice list. Enter search criteria and click Search.

Search results will be returned in the bottom half of the screen in batches of 10. Click Next and/or Previous to locate the PO in question.
Within the Action column:

creates a print preview version of the PO.
manually marks the PO as confirmed.
launches the Invoice Entry process.

Training & DevelopmentUsing the Vendor Portal1

For internal use only. Proprietary and confidential. Do not copy or distribute externally.