EPO – New supplier
User manual
Table of content
Introduction
Glossary
Web application
Dashboard
Filling out the header fields
File attachments
Submitting a new supplier request
Submitted supplier requests
Pending
Rejected
History
Viewing the supplier request documents & generated reports
Generate the PDF report
Emailing the new supplier report

Introduction

This user manual explains the new supplier module inside the Asamco platform.

Glossary

The status symbols are as follows:
= EPO module (This button takes you directly into the E-Procurement Online app)
= New supplier module (This button takes you in the new supplier creation)
= PDF report (This button generates the PDF document report)
= Email report (This button allows you to email the PDF document report)
= Save the new supplier as a draft (This button allows you save the new supplier as a draft, which you can submit at a later stage)
= Submit the new supplier (This button allows you to submit the new supplier)

Web application

Sign into the Asamco portal using this link: {+}https://asamco-portal.azurewebsites.net/#!/auth/login+
You should see the login page displayed as shown below:
Fill in your username and password and you will now be logged into the portal. Note that as the portal is developed the appearance might change slightly.
After logging in please select the relevant organisation you want to work in. For this user manual we will be selecting the Asamco (demo) organisation.

Click on the Asamco (demo) organisation and you will be presented with the companies and the connected applications that are linked to each company.

After clicking on the Asamco B.V. company, you will be presented with an overview of all the connected applications linked to that company. The connected applications you can see here are managed by permissions that are assigned by the organisation's administrator.



To submit a new supplier please open the EPO application.

Dashboard

The first screen you will see after logging in is the "Dashboard". You can click on "new supplier" button on the dashboard or the "new supplier" node on the left tree menu (see below). Note that depending on permissions you might have more or less icons available on your dashboard.




After you have clicked the "new supplier" button you will see the following screen displayed:

Filling out the header fields

The steps mentioned below will take you through the creation of a new supplier:

1. 1. Supplier name: Type in the "new supplier's name.
   2. Supplier code: Type in the "new supplier's code.
   3. Supplier email: Type in the "new supplier's email address.
   4. Supplier telephone number: Type in the "new supplier's telephone number.
   5. Supplier mobile number: Type in the "new supplier's mobile number.
   6. Supplier group: Select a supplier group in the drop-down menu.
   7. Select the settlement term: Select the settlement term in the drop-down menu.
   8. Currency: Select the "new supplier's currency in the drop-down menu.
   9. Address information: Type in the "new supplier's address, zip code, city and country.
   10. Why this supplier is required: Provide an explanation/reason for requesting the "new supplier".
   11. Tax information: Type in the "new supplier's VAT/BSN and chamber of commerce number.
   12. Bank details: Specify the "new supplier's bank account type, bank, BIC/Swift number, IBAN prefix and account number.

File attachments

It is possible to add attachments to a new supplier. The added files will be linked to the new supplier and will be stored with a link to this new supplier.
_There are two ways to upload a file:_

1. Select the document and drag and drop it in the red bordered field, as shown in the image on the right. Next, the system will upload the file to this new supplier request. A new screen will pop up at the top of your screen (see the image below). Here, you need to select the file category for this document. Click save to finish the upload.
2. Click on "select files" (see the image on the right) which will open the file explorer with your documents. From there you can select the document you want to upload to the new supplier request. Again, the category needs to be selected before the file can be attached to the new supplier (see image below). Click save to finish the upload.

The following list shows the default categories, these categories are editable upon request. Your EPO administrator can help with that.

Submitting a new supplier request

Once all the detail lines and all mandatory information have been added to the supplier request, you can submit the new supplier request.

• To submit the supplier request, click on the blue "tick" button (see the image below). Note that when a workflow is enabled the SO will be submitted through the selected workflow, otherwise the SO will be booked directly.

Submitted supplier requests

Once your "new supplier" has been submitted the system will automatically generate a supplier request number (provided the settings in Sage 200 Evolution have been enabled) as you will see in this success notification message below:
Click "Ok" and the pending tab will be displayed or click on "New" to create a "new supplier".

Pending

The following overview screen ("Overviews" >> "Pending") shows all your submitted supplier request's that are not fully approved yet by the according parties. This is where a supplier request is first listed after you have submitted it provided a workflow is configured.



After scrolling to the right of the screen (as shown above) you will see the following buttons on the right of each document that provide various courses of action:

1. Email report directly from EPO.
2. Preview the PDF.
3. View and edit document within EPO.

Rejected

This overview screen ("Overviews" >> "Rejected") shows all rejected documents. Note that like the other overview pages, this screen (by default) will only show the documents which are either rejected by you or are rejected documents you have submitted (see the image below).

By clicking on "view" (red bordered in the image above), you can open the document and see all its details. This will also show the reason for rejecting the document, this will be shown in the message box (see messages). Note that if a document has been rejected by you or one of the approvers, it will be available for editing again.
By clicking on "reactivate" (red bordered in the image above), you can – after editing it - resubmit the document. This will re-submit the document through the approval workflow, where the approvers need to submit it again.

History

This overview screen ("Overviews" >> "History") shows all fully approved/processed documents. By checking the box in the first column of the overview and clicking on the "Archive selected items", you can archive the according item. By archiving the new supplier, you indicate that they are completely handled and that no further process remains.

Viewing the supplier request documents & generated reports

To view the "new supplier's documents or the generated PDF reports, scroll to the far right of the screen.

The document attachments can also be viewed and downloaded directly from within the history folder by clicking the green folder button to view the attachments or the download button to download the file.

Generate the PDF report

Generate the PDF document by clicking the PDF button, the report will be displayed as shown below with the new supplier number linked to the PDF document.
Supplier Request

Emailing the new supplier report

To email the PDF report(s) click on the orange email button as shown below:

You will then see the window pop up (as shown below). Here you can easily fill out the desired email addresses, CC participants, and/or BCC participants. You can then define your subject title, and lastly include your message for the reason the new supplier is being requested.