Attachment F to Vendor Portal Registration.pdf

Vendor Training Order Delivery and

Invoice Submission

Introduction

Introduction

SYSTEM OVERVIEW

Order Created and

Approved by Post

Invoice Created and

Submitted by Vendor myILMS portal invoice data sent to Post to process payment

Creating and Submitting an Invoice

Vendors can access the cloud-based myILMS Portal through an internet browser, such as Chrome.

myILMS Portal

ACCESS

Open Google Chrome and navigate to mygrants.servicenowservices.com mygrants.servicenowservices.com

Vendors can log in to the myILMS Portal by entering their user name and password credentials.

myILMS Portal

LOGIN PAGE

▪ Pilot vendors will receive their login information after their training and lab sessions.

In the portal, vendors will be taken to a landing page where they can see a snapshot of their recent orders and invoices.

User Interface

VENDOR HOMEPAGE

▪ Vendors can navigate to a specific record from the list preview or use the tiles to view all orders and invoices associated with their vendor.

▪ The Orders List Preview on the Homepage will display Orders approved by Post that have a Remaining Order Balance greater than zero.

▪ The Orders will sort from oldest to newest, so that vendors can see their most outstanding orders first.

Clicking on the Orders Tile will take the vendor to the Order Table which displays all orders that are tied to the vendor.

User Interface

FINDING ORDERS

▪ Vendors can use the Search Bar to find a specific order form to invoice against

▪ Note: always enter at least 2 characters when searching for an order

The order form will display order fields, line item data, and the order PDF.

Creating an Invoice

METHOD 1: FROM AN ORDER

▪ Vendors can download the order PDF to review information to fulfill the order.

▪ If the vendor is ready to submit an invoice, they can create it directly from the order form.

Vendors can also create invoices directly from the homepage by clicking the “Create Invoice” button on the Invoices List Preview.

Creating an Invoice

METHOD 2: FROM THE HOMEPAGE

▪ The Invoice Table can be accessed by clicking “View All” on the Invoice List Preview or the Invoices Tile on the homepage.

▪ Vendors can create invoices from the Invoice Table by clicking the “Create Invoice” button.

When the vendor creates a new invoice from the homepage or Invoice Table, they will be directed to a draft invoice where they will be prompted to select an Order Number from the look up.

Creating an Invoice

DRAFT INVOICE

▪ The vendor must select an associated order before the Invoice can be saved.

▪ Vendors can search by the Order Number, PR Number, and Order Title when looking for an order.

▪ Vendors can also sort by the Order Total or Remaining Order Balance when looking for an order.

When the vendor selects an order from the look up, the associated order fields will populate with the order information.

Creating an Invoice

ASSOCIATED ORDER FIELDS

▪ The Invoice Amount will populate with the Remaining Order Balance from the order, but may be updated.

▪ The Invoice Date will populate with the date the invoice is created, but will remain editable.

▪ The Payment Due Date will be set to 30 days from the Invoice Date, but will also remain editable.

▪ The vendor must input the Vendor Invoice Number before proceeding to the next step.

At the Line Items step, vendors can review and edit the line items from the associated order based on their invoice requirements.

Creating an Invoice

LINE ITEMS

▪ Vendors can select some or all of the line items to invoice against.

▪ If the vendor is submitting a partial invoice, the Line Item(s) Total will updated based on the items that are selected.

Vendors can also update the Quantity or Unit Price of the line items by clicking on the current value and changing it.

Creating an Invoice

UPDATING LINE ITEMS

▪ The Amount on each line item will be calculated by the quantity times the unit price.

▪ Vendors cannot update the Unit of Measure, ensuring that the quantity on the invoice can be easily compared to the order.

At the Invoice Attachment step, vendors are required to upload an associated invoice file.

Creating an Invoice

ATTACHMENTS

▪ Vendors may also upload an additional attachment.

▪ These attachments will be sent to the post users who process the invoice.

Vendors can click to upload a file from their desktop or drag and drop a file to upload it.

Creating an Invoice

ATTACHMENTS

▪ Once an attachment has been added, the file name will display in the section.

▪ An “X” will display next the file to allow the vendor to remove the attachment and upload a new one, if needed.

On the Submission step, vendors will be prompted to review the invoice information prior to submission.

Submitting an Invoice

REVIEW

▪ Vendors can review and edit the information that they input before submitting the Invoice Form.

▪ Clicking the Submit Invoice button will send the invoice directly to the finance team at post.

After submitting the Invoice Form, vendors can review their copy of the invoice with a confirmation message that it has been sent to the post for approval.

Submitting an Invoice

CONFIRMATION

▪ The vendor will also receive an email confirming their invoice submission.

Invoice Statuses

If the vendor saves their invoice while it is in progress, they can return to complete and submit it.

Invoice Statuses

DRAFT

▪ Only the person who created the invoice is able to edit it while it is in Draft status.

Vendors can cancel their invoice if it is in Draft status using the “Cancel” button. Once an invoice is canceled, it will become read only and uneditable.

Invoice Statuses

CANCELED

When Post rejects an invoice, the invoice will move to “Rejected” status in the portal and the rejection comments will display on the form.

Invoice Statuses

REJECTED

▪ Vendors can click the “Edit Invoice” button to edit and resubmit the invoice based on the rejection comments from Post.

▪ Only the user who originally created the invoice can edit a Rejected invoice.

When Post Approves an Invoice, the Invoice will move to Approved status in the Portal.

Invoice Statuses

APPROVED

▪ The Invoice will remain read only.

When an invoice is approved by Post, it will be displayed in the Associated Invoices section on the order form.

Invoice Statuses

ASSOCIATED INVOICES

▪ The Remaining Order Balance will updated based on the amount of the invoices that have been approved against an order.

Account Requests

The login page is a shared page for SAMS and myILMS users that is accessible through the internet.

Account Requests

CREATE ACCOUNT LINK

▪ When a new vendor comes to the login page, they will click on the Create a Vendor Account link and be taken to the Vendor Account Request Form.

On the Account Request Form, vendors will first select their preferred language from a dropdown list.

Account Requests

PREFERRED LANGUAGE

▪ The vendor’s language preference will be saved to their account.

▪ From this page, vendors can continue to the rest of the Account Request Form or return to the login page.

On the Account Request Form, vendors will fill out their contact information and vendor identification number and submit the request for approval.

Account Requests

PREFERRED LANGUAGE

▪ First Name, Last Name, Email, and Vendor Legal Name fields are required.

▪ The vendor must choose an Embassy which will determine which post approval group receives the request.

▪ Vendors may also enter their Vendor Identification Number or a sample Order Number for the post approver to link their account to the correct company.