Spend Management Vendor User Training Guide - LowesLink

Spend Management Vendor Training GuideSpend Management Login7. The Spend Management system isavailable Mon thru Sat and all times areEST.8. You should have received your User IDand Password from Lowe’s Procurement- procurement@lowes.com9. The “Click here if you forgot yourpassword” function is not available untilyou have setup your recover questionPassword Help Setup10. Navigate to: “My System Profile” option11. On the “General Profile Information”page, select the “Change or set upforgotten password help” linka. On this page you can also verify/changeyour email address and change yourpassword if needed12. You will be asked to select a questionand input a responsea. Once you click OK the password helpfunction will be availableMarch 1, 2012 Page 3

Spend Management Vendor Training GuidePO Change Orders24. PO Changes will be dispatched viaemail once the appropriate approvalsare granteda. A change order is not able to be createdto add lines to a current PO - this wouldrequire a new PO be created25. Navigate to: “Manage Orders” Purchase Orders and search for thespecific PO26. A Change Order will be shown underthe “Status” column Change Order - # todisplay a change order has beencreated and the sequence27. Click on the PO number link to view thechanges to the PO lines28. The option to “View PO Changes” will beavailable next to the line that wasaltered29. The next screen will display the whatwas changed on the PO for the specificlinea. A change can range from cancellationsof lines or entire orders, new due dates,new quantities, new pricing, new ship tolocation, or new item descriptionMarch 1, 2012 Page 6

Spend Management Vendor Training Guide43. Select the lines that you will need tosubmit the ASN for at this time throughthe check box(s) on the right hand side44. Click the Include/View ASN button45. Input the information needed for theAdvanced Shipment Notice46. This information would include:a. Tracking Number (Ship No: field)b. Ship Via (use magnifying glass lookup)c. Ship & Arrival datesd. Quantities shippede. etc.47. All fields do not need to be populated.48. Once the needed information is input forthe selected lines, click the Submit ASNbuttona. It is Lowe’s policy to have ASN’ssubmitted within 24 hours of shipping49. Click “Yes” on the succeeding pop upmessagesSupplier Agreement (this only needs to be done once by any vendor user for your company)**This step must be completed in order to submit an invoice for payment via the Self-Service Invoice process in eSettlements.50. Navigate to: “eSettlements” Supplier Information ReviewAgreement Details51. On the Inquiry page, click the Searchbutton and the click the EXP01 link toaccess the agreement52. On the next page, click the AcceptAgreement button. This willautomatically send an email instructinga member of the Procurement staff toaccept on the behalf of Lowe’sS liMarch 1, 2012 Page 9

Spend Management Vendor Training GuideSelf-Service Invoicing53. Navigate to: “eSettlements” Self-Service Invoice54. The Delete Invoice and Correct Invoicefunctions do not work. If you have madea mistake on an invoice and need itaddressed you will need to contact yourbuyer or Lowe’s Procurement55. Select Create Invoice from the “InvoiceActions” page56. Select the magnifying glass next to thebuyer field to select the buyer (this mustbe done in order to submit an invoice forpayment)a. If EXP01 - Lowe’s Companies Inc is notavailable please refer to the SupplierAgreement section57. Input your company’s unique invoice IDa. Lowe’s does not set any standards forthe Invoice ID. The system does have a10 character limit on this field58. Note that the Invoice Date field will autopopulatethe current date. Lowe’s policyallows for a back date of up to 7business days.1000 Lowe’s BlvdMooresville, NC 2811759. Once these 3 fields are populated, clickthe Copy from a Purchase Order buttona. All PO’s must be tied to an Invoice. Thesystem does not support any manualinvoice entry.March 1, 2012 Page 10

Spend Management Vendor Training Guide60. On the search page you can search afew different ways:a. PO Unit - this is the business unitwithin Lowe’s that has created the order- Ex. FIN01i. This will display all PO’s that areopen for billing under this POunitb. PO Unit & PO Number – this will findonly the PO identified - Ex. FIN010080000001c. Date option – this will display all PO’swithin the date range input open forbilling61. Once you have input the search criteria,click the Search button62. If no search results are found, refineyour search criteria63. Select the desired PO from the searchresults:a. Select the check box to the left of thePO number to copy the full POb. Click the blue PO number link to showthe PO lines and select individual linesto copy to the invoicec. Please do not select multiple PO’s tosubmit against, if there is an issue withthe created voucher the entire invoicewill be deleted64. Once the desired PO or PO lines havebeen selected, click the Copy to PObutton65. Back on the “Invoice Entry” screen, youstill have the ability to delete lines thatdo not need to be invoiced for at thistime using the “-“ box on the right side ofeach linea. Do not simply reduce the Quantityand/or Unit Price to 0 as this will causethe invoice to failb. If a line is deleted or a quantity reducedto partial bill you will need to click thegreen refresh button next to the TotalAmount field66. Note that there may be several pages oflines to the PO copied and option toview all or view 100March 1, 2012 Page 11

Spend Management Vendor Training Guide67. If you are not charging Sales Tax for thisorder, click the Additional Informationtab and deselect the Tax? boxa. If you attempt to submit an invoice withno tax information and the Tax? boxcheck you will receive an error message68. Please do not edit the line itemDescription field, enter anything into theItem ID field, or use the Add a NewInvoice Line button. These will allcause the invoice to fail as it will notmatch the PO or receipt69. If all of the information is correct, clickthe Save and Submit buttona. A pop-up window will appear to ensureyou do wish to submit the invoice at thistimeInvoice/Payment Tracking70. Navigate to: “Review PaymentInformation”a. Invoices – review details on invoices thathave yet to be paid. Search criteriabased on Invoice ID and/or date rangesb. Payments – invoices that have alreadybeen paid. Search criteria based onReference No (check number) or InvoiceID¸ and/or date rangec. Account Balance – display alloutstanding invoices with no searchcriteria71. Click the “Invoices” option72. On the search page, enter the Invoicenumber to research or search by daterange.a. Do not use the Item ID or Vendor ItemID fields73. Click the Search buttonMarch 1, 2012 Page 12

Spend Management Vendor Training Guide74. The Invoice(s) will show based on yoursearch criteria. From here you can clickon each “Invoice Number” link to viewthe Invoice Detailsa. You can click on the Excel icon todownload the information shown toExcel75. If on the Invoice Details page, theApproval Status shows ”MatchingException” you will need to contact yourbuyer or Procurement for assistance inresolving the issuea. Matching Exceptions can range from noreceipts, incomplete receipts, duplicateinvoices, etc.76. The “Payments” options under “ReviewPayment Information” will provide similarinformation for invoices that have paid.77. In this search criteria, you can search bythe payment reference number (checknumber), your invoice number, or a daterange78. Enter the criteria and click the Searchbutton79. The payment(s) will show based on yoursearch criteria. From here you can clickon each “Reference” link to see thePayment Detailsa. Note that one payment referencenumber may encompass severalinvoicesb. You can click on the Excel icon todownload the information shown toExcelMarch 1, 2012 Page 13

Spend Management Vendor Training Guide80. The “Account Balances” option will nothave any search criteria. This option willshow all invoices to be paid along with atotal due to your company81. Click the “Invoice Number” link to seethe Invoice DetailsSupplier Dashboard82. Navigate to: eSettlements SupplierDashboard83. The “Supplier Dashboard” automaticallygenerates a General Summary table ofall Invoice Balances, Past Duebalances, and any Disputes (these arenot matching exceptions)84. The Gross Amount numbers are links toa “Receivables Aging Balance”a. From the Receivables Aging Balance,you can click on the amounts undereach category to see the invoicesinvolvedMarch 1, 2012 Page 14

Spend Management Vendor Training GuideMaintain Supplier Information85. Navigate to: Maintain SupplierInformation Addresses86. This page will list all of the addressesthat Lowe’s has as part of your expensevendor profile.87. You do not have the ability to Edit orDelete the Remit address. If there areany issues with this address, pleasecontact your buyer or Lowe’sProcurement88. You can edit your Order address89. This address contains the email ID field.This field contains the email addressthat the PO confirmation/dispatch emailsare sent toa. The Email ID field can contain up to 60charactersi. With this character limit you areable to enter multiple emailaddressesb. Any changes made to this page areeffective immediatelyMarch 1, 2012 Page 15