BEL Vendor Portal :Vendor Suite Functionalities

Review Summary
ITEM SUBMITTED BY Vinay Kamble

REVIEW TEAM

NAME SIGNATURE

Binda Misra

Kamlesh Chavan

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(Explanation)

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 Table of Contents

1. Introduction.........................................................................................................................................3
1.1 Solution Scope.............................................................................................................................3
1.2 Document Convention.................................................................................................................3
1.3 Intended Audience and Reading Suggestions..............................................................................4
2. System Features..................................................................................................................................4
2.1 Vendor On Boarding Process.......................................................................................................4
2.2 Vendor User Creation..................................................................................................................4
2.2.1 Vendor Identification -.........................................................................................................4
2.2.2 User Name and Password Generation -...............................................................................6
2.2.3 Vendor Portal Login Page -...................................................................................................6
2.2.4 Password Change Policy -....................................................................................................7
2.3 Invoice Submission......................................................................................................................7
2.4 My Invoice tab...........................................................................................................................10
2.5 Dash board.................................................................................................................................11
2.6 MY PO........................................................................................................................................12

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1. Introduction
1.1 Solution Scope

Bajaj Electronics Ltd.(BEL) has procured vendor portal application from Newgen to
increase its efficiency. Post integration with existing Expenses AP process, Bajaj can
achieve end to end automation of account payment process and this shall reduce the
total allocated time (TAT)for each case.

The major advantages of using vendor portal includes -

 Vendor can submit invoice along with necessary documents

 Vendor can view status of the invoice through a dashboard and raise queries
about it to Bajaj help desk
 BEL can achieve paperless work of the entire account payable process
 Also, it will increase control over the entire payable process from invoice receipt
to payment.

1.2 Document Convention

 Bajaj Electronic Ltd. will be referred as ‘BEL’.

 Newgen Software Technologies will be referred as ‘Newgen’.
 Every Accounts Payable invoice which comes as a request for Payment is referred
as ‘case’ or ‘work item’.
 Individual stages where activities are performed in work flow will be referred as
‘work step’.
 Vendor portal application will be referred as 'VP'.
 Account Payable process will be referred as 'AP'.

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 1.3 Intended Audience and Reading Suggestions

Chronological reading is suggested for better understanding of document content.

Different stakeholders will be able to use this document for following purpose-

 BEL - Project Manager – To plan the implementation schedule, scope of

work is defined from section 2 onwards.
 Newgen - Developers/Testers – To build the new functionalities of VP, the
process is defined from section 2 onwards.
 BEL- Auditors – To review and ensure the document is as per the
organization’s policy.

2. System Features
 Vendor on boarding and vendor user creation are two different processes, as
explained below-

2.1 Vendor On Boarding Process

 Vendor on boarding will be done as per the existing process where the on
boarded data is available with EBIZ only.

2.2 Vendor User Creation

2.2.1Vendor Identification -

As per the standard criteria, every user department will identify certain
vendors to provide access to VP application. Bajaj POC will share all required
details about vendor through registration form (Registration Form) to DMS
team for user name and password generation. Further, vendor portal link
along with necessary details will be emailed to all the identified vendors.

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 2.2.2User Name and Password Generation -

Post receiving the registration form, DMS team will generate user name and
password to provide user access to VP portal and later it will share user login
credentials with SSO team so that SSO team can further generate invisible
token user name and password for the same vendor. Once DMS team
receives the confirmation about invisible token user name and password
generation, it will share below details with vendor through email-

1) Vendor Name and default password

2) VP Production link
3) Invisible token user name and default password
4) SSO login link

2.2.3Vendor Portal Login Page -

First user will log into SSO portal using invisible token by clicking on SSO
login link. Post successful login, vendor user will log into vendor portal by
clicking on vendor portal link which is present on 'Application' tab.

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 2.2.4Password Change Policy -

It is mandatory for a vendor user to change the password while logging into
the vendor portal for the first time. This is crucial to let the vendor user move
ahead.

2.3 Invoice Submission

 This will be the first work step to introduce a case through vendor portal
application.

 All authorized vendors will log into vendor portal by entering authenticated
username and password.

 Post login, vendor will enter all the required information about invoice/s to
raise it for billing. Later, vendor will submit invoice along with all mandatory
documents. It will be mandatory to send hard copy of mandatory documents
to respective user/user’s Department. However, sending scanned copy of
mandatory documents will be mandatory. If scanned, documents will move to
PO Initiation work step in Omni-flow.

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  User will select cost centre by clicking on 'PO Number' Text box. This will
display below details in the form of a table-

o PO Number
o Cost Centre
o Site
Vendor will select appropriate combination of above fields and then click on
'OK' button. This will further display the selected appropriate values into
relevant fields on Invoice Submission Form.

 Vendor site details will be captured in a drop down on invoice submission step.
The drop down will fetch below vendor details from EBIZ through dynamic
search functionality.

o Vendor Name
o Vendor Site
o Vendor State
o Business Unit (BU)
o Vendor Status
o GST No.
o PAN No.
o GST Status

 Total Invoice calculation will be done as per below equations -

Scenario I ) If Invoice State and Shipping state is same then

Total invoice amount = SGST amount + CGST amount +BASIC amount

Scenario II )If Invoice State and Shipping state is different then

Total invoice amount = IGST amount +BASIC amount

 Below fields will remain mandatory while performing indexing in VP. i.e. while
filling up required information about invoice -

o If Invoice State and Shipping state is same then SGST/UGST rate and
SGST/UGST amount will be mandatory for PO and NON PO cases.

o If Invoice State and Shipping state is different then IGST rate and
IGST amount will be mandatory for PO and NON PO cases.

o Advance payment details will be mandatory for Pre-requisition cases.

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  Post completion of indexing and uploading the documents, vendor can initiate
a case by clicking on submit button at the right bottom corner.

 Vendor will send physical documents to appropriate user department. i.e.

Finance relevant documents to finance, IT relevant documents to IT
department.

 A unique request no. will be generated post invoice submission. This No.
should be noted by vendor on the hard copy of invoice before sending it to
user department.

 On the click of Done, system will call EJB to check duplication of the case.
For duplicate check, it will use following combination of parameters

o Vendor Code
o Invoice number
o Work Step is not equal to Discard

 In the event of duplicate case vendor user will not be allowed to proceed
further.

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 2.4 My Invoice tab

The primary purpose of ‘My Invoice’ tab is to display list of invoices and
relevant details submitted by user for a case.

Below details will be tracked using ‘My Invoice’ tab-

o Status
o Invoice Date
o Invoice Number
o Submitted Date
o Case Number
o Total Invoice Amount
o Currency
o BU
o Barcode

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 2.5 Dash board

Dashboard module shall help vendors to track the below details/statues of invoices

 Vendor can track the how many invoices are in progress

 Vendor can track the how many invoices are paid
 Vendor can track the how many invoices are in cash flow

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 2.6 MY PO

My PO module entails the total number of open POs against vendor. Here, vendor can
download the PO by clicking on view button.

Below details will be fetched automatically from EBIZ as per the combination of vendor
code and vendor name.

 PO Number
 PO Date
 PO Account
 Vendor site
 PO status

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