Grupo Antolin – Supplier Portal Basic Users …

1 Grupo Antolin Supplier Portal Basic Users manual Volume 2nd of March 2006 Grupo Antolin Supplier s extranet Page 2 of 17 Basic user s manual v. TABLE OF CONTENTS TABLE OF LIST OF ACCESS TO THE MAIN COMPANY FINANCE Autobilling:..10 Consult of Account Status: Consult of Account Status: Management of incidences in Finance Portal : Management of incidences in Finance Portal : How to open an incidence?..16 Technical Grupo Antolin Supplier s extranet Page 3 of 17 Basic user s manual v. LIST OF FIGURES Figure 1: Main Page: Access to the Portal Figure 2: Main Page of Supplier Portal : Access to applications Figure 3: Company Presentation: General Information Figure 4: Company Presentation: Administrative Information Figure 5: Company Presentation: R+D Information Figure 6: Menu of Company Presentation Figure 7 :Page of the Autobilling system Figure 8 : Dialogue box that informs about file download Figure 9 : Dialogue box to open or save file in certain folder in Users hard drive Figure 10 : Save Autobill Figure 11: Verification of electronic signature Figure 12: Information about the certification the Autobill was signed with Figure 13 : Main Page of firma Desktop of Camerfirma Figure 14 : Selection of society you have open positions/items with Figure 15 : Consult of Account Status Figure 16 : Details of open position/item Figure 17: Access to incidences and management of incidences from the lateral menu Figure 17.

2 Access to incidences and management of incidences from the lateral menu Figure 19: Page of solution of incidences Grupo Antolin Supplier s extranet Page 4 of 17 Basic user s manual v. INTRODUCTION Grupo Antolin s Supplier Portal (as from now: extranet ) is a new service Grupo Antolin offers to its suppliers. This platform is based in internet technologies and a new way of communication between Grupo Antolin and its suppliers. SERVICES With the aid of this new system the suppliers may access to the following services: - Update of personal data: With the aid of this application the suppliers may maintain and update their personal information in the Grupo Antolin s Supplier file. More precisely if the Supplier wants to realice a change in his personal data (address, telephone, contact person, bank data, etc. ) he himself will be able to change the data. - Automatic Billing: The suppliers may be able to access their bills in digital form with this new service, to look them up or to download them.

3 This kind of service, more and more extended in different industrial sectors, contributes benefits and savings for both, customers and Supplier . On the one hand it is more economical (bill doesn t have to be printed) and on the other hand it saves time (administrative handling). - Account Status: By this service the suppliers will be able to check in every moment the status of their account with Grupo Antolin . - Publication/Receive of requests*: The suppliers will be able to consult the requests that Grupo Antolin publishes and they may quote this requests. - Finance*: The supplies will be allowed to have decisive power regarding to the finance method of items. - Suggestion Box: Where the Supplier may deposit his suggestions regarding to the Portal *This services are still not available Grupo Antolin Supplier s extranet Page 5 of 17 Basic user s manual v. ACCESS TO THE Portal The access to the Internet Portal will be realized with an internet browser and the following web address: With the aid of the link you will enter a protected web (the internet connections between purchaser and Supplier are cryptographically secured) where furthermore you need a user name and a password to identify and validate yourself.

4 Every Supplier principally has one pair of user name and password but is allowed to create more pairs for different people within his company with different access permissions to the different areas of the Portal . In figure 1 you see the principal page of the Portal where one should type his user name and password. Figure 1: Main Page: Access to the Portal If you are already a real Supplier you have at least one user name and password. Introduce them and than click on OK to gain access to the main menu. Grupo Antolin Supplier s extranet Page 6 of 17 Basic user s manual v. MAIN MENU From the main menu (figure 2) you are able to access to the different services and applications available in the system. To enter the different areas you just have to click on the corresponding icon. Figure 2: Main Page of Supplier Portal : Access to applications On the right side of the page we have a menu with different icons/options: - Close Session: Allows you to leave the actual session - user data: With this applications you can create new Users for your own company.

5 The Users can be personalized as far as you are able to connect different people of the same company and you can assign them different access levels. - Change password: You may change the existent password here. From this page and the other pages of the Portal the user can access to the legal advice and to the privacy policy regarding to the information shown in the Portal or information the Supplier makes available for Grupo Antolin . Grupo Antolin Supplier s extranet Page 7 of 17 Basic user s manual v. COMPANY PRESENTATION The Supplier provides different information available for Grupo Antolin via the Company presentation. To this presentation you enter with the icon Company Presentation . The information available in this area is categorized in different groups. - General Information: Consists in the personal data of the company: Name, Address, Telephone, Fax, etc. (see figure 3) - Administration: With Administrative Information, Bank Data, Facilities and Departments - Activity: Information about the activity which characterizes your company: Main Products, Documentation, etc.

6 - R+D: Information about the R+D Capacity, Patents, Collaborations and their capacity to contribute to research and development - Quality Management: Information about Quality Certifications, Standards, etc. - Communication Systems: Interlocutors, CAD Systems and Transmission Resources Figure 3: Company Presentation: General Information Grupo Antolin Supplier s extranet Page 8 of 17 Basic user s manual v. Figure 4: Company Presentation: Administrative Information Figure 5: Company Presentation: R+D Information Grupo Antolin Supplier s extranet Page 9 of 17 Basic user s manual v. It is the responsibility of the Supplier to update his information Grupo Antolin will save the information about the Supplier in its accounting system. Each update, for example about bank data is approved by Grupo Antolin and later modified in its accounting system.

7 To access the different areas of the Company Presentation you have to click on the different icons in the lateral menu (see figure 6). Once inside every section, in the low part of the screen thare are few icons that allow to modify or introduce this new information. Figure 6: Menu of Company Presentation Grupo Antolin Supplier s extranet Page 10 of 17 Basic user s manual v. FINANCE Portal In this area you will find the different functions of the Finance Portal in the extranet for suppliers of Grupo Antolin . Regarding to the finance area there are available the following applications: - Autobilling: Allows the Supplier to consult and download his bills in electronic format - Account Status: you may see the status of the account that the Supplier has with Grupo Antolin : - Finance: (under construction and later available) Autobilling: In the application of Autobilling (figure 7) the Supplier is able to access to a file where are listed all the bills, that Grupo Antolin issued in his name.

8 In this document there are available a few filter, for example according to the invoice number, billing date and society. The system lists the bills which belong to the Supplier and fulfil certain requisites. The Supplier has the possibility to download the bill in two different formats: - XML signed: Original file with the facts of the bill in XML format. This offers the possibility to integrate the bill in his own system to the Supplier . You can access to this format by clicking on the following icon. - PDF with watermark: Readable bill format with all the information and a mark of points according to legal regulation PDF417 which allows the receipt of the signed XML file. Out of this file it is possible to generate the bill in PDF format. You can obtain it clicking on the following icon. The valid legal regulation defines Autobilling as to save the XML file or to print the PDF file with the water marks according to PDF417. To avoid the disregard of the legal regulation it is not possible to access to the PDF file before having downloaded the XML file.

9 The validation/acceptation of the bill is realized automatically 15 days after its availability in the Finance Portal . Grupo Antolin Supplier s extranet Page 11 of 17 Basic user s manual v. Moreover in the area of Autobilling is available a report about accesses to the Autobilling area, it shows the number of accesses to a certain bill, who did access and which bill format was consulted. Figure 7 :Page of the Autobilling system To verify and visualize the signed XML bills you have to install the program firmaDesktop from the company Camerfirma on your computer. This program assures that the person which signs the Autobill is the person, that Camerfirma has instructed to do it and who for that reason certificates the validity of the bill. The software firmaDesktop can be downloaded at the Autobilling page, you just have to click on the link jkfhagjfhaj (available at the underneath of the page) or in web at the page of Camerfirma ( ).

10 It is necessary to have installed the program as far as to have an actual list of certifications in the Company Presentation to get access to valid Autobills. For more installation details please contact the webpage of Camerfirma. Grupo Antolin Supplier s extranet Page 12 of 17 Basic user s manual v. Once you have installed the program firmaDesktop to download a bill you just have to click on the icon of the corresponding bill. Afterwards figure 8 appears on your screen and informs you about the download of files. Finally figure 9 and 10 appear and ask where you want to save the data on your hard drive. Figure 8 : Dialogue box that informs about file download Figure 9 : Dialogue box to open or save file in certain folder in Users hard drive You have to click on button Save and thereafter it is asked for the folder where to save the Autobill (see figure 10).