dfs supplier guide
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DFS GROUP LIMITED – CONFIDENTIAL 1
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DFS Supplier Guide
Last Updated: 28 September 2020
Coupa Supplier Portal & Supplier Actionable Notification
DFS GROUP LIMITED – CONFIDENTIAL 2
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PROCESS OVERVIEW
DFS GROUP LIMITED – CONFIDENTIAL 3
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Requisition PO-backed Invoices - New Process
Requestor will raise
a purchase request
Purchase request is
approvedPO Is generated
Supplier Receives
PO
Sends the
Goods/Services
Sends the invoice to
DFS
Acknowledge goods
receipt
Finance processes
the payment
SUPPLIERDFS
1 2 3
4
567
DFS GROUP LIMITED – CONFIDENTIAL 4
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The plan for today…
KICK-OFFSYSTEM
WALKTHROUGH
SYSTEM
DEMONSTRATIONWRAP-UP
1Welcome &
Introduction
2Overview of topics to
be covered
1 Overview of CSP
2 Working with CSP
1Frequently Asked
Questions
2 Things to note
3 Process Overview
1 System Demo
2 Q&A
3 Working with SAN
DFS GROUP LIMITED – CONFIDENTIAL 5
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COUPA SUPPLIER PORTAL (CSP)
Working with Coupa
DFS GROUP LIMITED – CONFIDENTIAL 6
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OVERVIEW OF COUPA SUPPLIER PORTAL (CSP)
WHAT IS THE COUPA SUPPLIER
PORTAL (CSP)?WHAT ARE THE BENEFITS OF CSP?
The CSP is a free tool for
suppliers to easily do business
with customers who use Coupa
✓ Easy to manage your customers
✓ Easy to manage transactions
✓ Customer specific content management
✓ Customer specific settings management
✓ Easy to view status of invoices sent
✓ Setting up of delivery methods
DFS GROUP LIMITED – CONFIDENTIAL 7
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES CREDIT NOTES
2.1. 2.2.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
DFS GROUP LIMITED – CONFIDENTIAL 8
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES CREDIT NOTES
2.1. 2.2.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
DFS GROUP LIMITED – CONFIDENTIAL 9
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2.1.1.A. VIEW AND MANAGE POs
SYSTEM WALKTHROUGH
Screenshot Steps
1 Click on “Orders”1
List of purchase orders will load
2Click on the button to access the
dropdown menu to select a customer
3
3 Click on a PO number to view details of the
PO
Note:
✓ As part of DFS policy, all suppliers are required to
acknowledge the PO’s raised before proceeding to
the invoice creation step.
DFS Supplier
Support Site
DFS Group Limited
2
DFS GROUP LIMITED – CONFIDENTIAL 10
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2.1.1.B. VIEW PO LINES
SYSTEM WALKTHROUGH
Screenshot Steps
11 Click on “Orders”
2 Click on “Order Lines” from the sub-menu
3Click on the button to access the
dropdown menu to select a customer
List of PO lines will load
2
4 Click on a PO number to view details4
DFS Supplier
Support Site
DFS Group Limited
3
DFS GROUP LIMITED – CONFIDENTIAL 11
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES
2.1.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
CREDIT NOTES
2.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
DFS GROUP LIMITED – CONFIDENTIAL 12
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
1 Click on the PO number to review the PO
details
1
DFS Supplier
Support Site
DFS Group Limited
DFS GROUP LIMITED – CONFIDENTIAL 13
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
DFS Supplier
Support Site
2 Review the PO details
2
4 Click on “Create Invoice” to proceed with
invoice creation process
4
Set remit-to address
3 Acknowledge the PO by clicking the
checkbox
3
DFS GROUP LIMITED – CONFIDENTIAL 14
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
5 Click on “Add New” add a new legal entity
5
Note:
This step is only required for first time
transactions on Coupa Supplier Portal
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 15
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
6 Add your company name
6
7
7Click on the drop down button and select the
country your company is located in
8 Click “Continue” once done
8
The next page will load…
This step is only required for first time transactions on Coupa Supplier Portal
DFS Supplier
Support Site
Note:
Suppliers with multiple
tax registration details
should maintain
additional legal entities
and remit-to addresses
for each legal entity as
appropriate.
DFS GROUP LIMITED – CONFIDENTIAL 16
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
9 Click on the checkboxes to determine which
of the customers you would like to allow to
view the details which follow
9
Fill in the address which you will be invoicing
from
Select the checkboxes if you intend to use
the same address for Remit-to and Ship
From
Scroll down to view the rest of the fields
which needs to be filled
10
11
12
10
11
12
DFS Supplier
Support Site
This step is only required for first time transactions on Coupa Supplier Portal
DFS Group Limited
All
United States
DFS GROUP LIMITED – CONFIDENTIAL 17
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Click on the drop down list to select the
country of your tax ID13
13
14
Indicate the TIN/EIN/SSN in the field14
15
Click “Save & Continue” to proceed15
DFS Supplier
Support Site
This step is only required for first time transactions on Coupa Supplier Portal
VAT ID
I Don’t have a VAT/GST Number
Note:
You can select the checkbox if
you do not have a GST ID
Number or click the button
beneath it to add additional tax
ID’s if applicable to you.
The inclusion of the GST ID
will have an impact on the
overall tax calculations in your
invoice creation.
United States
DFS GROUP LIMITED – CONFIDENTIAL 18
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Click on the drop down list to select
“Address” as the payment type16
16
17
Once done, click “Save & Continue”17
The next page will load…
DFS Supplier
Support Site
This step is only required for first time transactions on Coupa Supplier Portal
United States
United States
DFS GROUP LIMITED – CONFIDENTIAL 19
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
Section 2: Working with Coupa
Screenshot Steps
Click on “Add Remit-To” to add more remit to
addresses if required 18
18
19
Click on “Manage” to add additional details
to the remit-to address19
Click “Next” to proceed20
The next page will load…
20
DFS Supplier
Support Site
This step is only required for first time transactions on Coupa Supplier Portal
United States
United States
DFS GROUP LIMITED – CONFIDENTIAL 20
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Click on “Add Ship From” to add more ship
from addresses if required 21
21
22
Click on “Manage” to add additional details
to the ship from addresses22
Click on “Done” to proceed23
The next page will load…23
DFS Supplier
Support Site
This step is only required for first time transactions on Coupa Supplier Portal
United States
United States
DFS GROUP LIMITED – CONFIDENTIAL 21
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Click “Add Now” to complete24
The initial screen will load…
24
DFS Supplier
Support Site
This step is only required for first time transactions on Coupa Supplier Portal
DFS GROUP LIMITED – CONFIDENTIAL 22
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Click on the drop down list to select the
remit-to address which you just created25
25
Click on the drop down list to select the ship-
from address which you just created26
26
27
Click on “Save” to proceed27
The initial invoice creation screen will load
DFS Supplier
Support Site
Note:
Suppliers with multiple
tax registration details
should maintain
additional legal entities
and remit-to addresses
for each legal entity as
appropriate.
Note:
Repeat these
steps if you intend
to add additional
legal
entities/remit-to
addresses if
required.
United States CAP 1234
United States
DFS GROUP LIMITED – CONFIDENTIAL 23
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Input the general info details in the fields
below28
28
Scroll down to complete the rest of the fields29
DFS Supplier
Support Site
United States CAP 1234
United States
United States CAP 1234
United States
United States CAP 1234
United States
29
USD
DFS GROUP LIMITED – CONFIDENTIAL 24
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Select the “Line Level Taxation” checkbox to
reveal the tax fields30
31
Scroll down to fill in the rest of the details33
DFS Supplier
Support Site
30
Input supplier part number31
Key in the appropriate tax rate32
3332
DFS GROUP LIMITED – CONFIDENTIAL 25
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Input the amount and click on the drop down
list to select the GST % for shipping34
Input the amount and click on the drop down
list to select the GST % for handling35
Input the amount and click on the drop down
list to select the GST % for misc36
Click “calculate” to compute the final value of
the invoice37
Click “Submit” to confirm the invoice creation38
DFS Supplier
Support Site
37 38
34
35
36
DFS GROUP LIMITED – CONFIDENTIAL 26
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER
SYSTEM WALKTHROUGH
Screenshot Steps
Click on “Send Invoice”37
37The initial invoice list screen is loaded…
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 27
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER – FRANCE ONLY
SYSTEM WALKTHROUGH
Screenshot Steps
Input the general info details in the fields
below
28
Additional fields that France Suppliers need
to complete under General Info
DFS Supplier
Support Site
USD
Supplier can manually enter the late
Payments Penalties related to below points.
• Penalty Rates for late payments
• Mention of the lump sum indemnity
of 40 € for collection costs, in case of
late payment
Supplier have to Select the Option out of
Cash Accounting Scheme (VAT on Accruals)
option as “ Yes” or “No”.
DFS GROUP LIMITED – CONFIDENTIAL 28
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2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER – FRANCE ONLY
SYSTEM WALKTHROUGH
Screenshot Steps
Input the general info details in the fields
below
Additional fields that France Suppliers need
to complete Invoice Line Item Level
DFS Supplier
Support Site
Supplier part Number field: Supplier can manually
key in the EU HS code with 8 digits for good items
invoicing.
Net weight: Supplier can manually enter the Net
weight information in KG for goods items Invoicing.
For VAT exempted transactions, it is required to
have on the invoice a reference to the relevant
provision of the French Tax Code or VAT Directive
2006/112 / EC or to any other mention indicating
that the transaction benefits from an exemption
measure. Supplier have to manually enter the
relevant tax article at the Tax Reference field.
Note: Tax Reference field should be mandatory
filled for below VAT Rate selections.
DFS GROUP LIMITED – CONFIDENTIAL 29
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES
2.1.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
CREDIT NOTES
2.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
DFS GROUP LIMITED – CONFIDENTIAL 30
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2.1.3. VIEW AND MANAGE INVOICES (VIEWING INVOICES)
SYSTEM WALKTHROUGH
Screenshot Steps
1 Click on “Invoices” on the top menu
2 Click on the button to access the
dropdown menu to select a customer
List of invoices will load accordingly
DFS Supplier
Support Site
1
DFS Group Limited
2
Note:
✓ You will be notified through email once the invoice
payment status has been changed to “Paid” in
Coupa
DFS GROUP LIMITED – CONFIDENTIAL 31
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2.1.3. VIEW AND MANAGE INVOICES (EXPORTING INVOICES)
SYSTEM WALKTHROUGH
Screenshot Steps
3Click on the “Export to” button to access
options
34
4Click on one of the options from the
dropdown list to download the invoices
DFS Supplier
Support Site
DFS Group Limited
DFS GROUP LIMITED – CONFIDENTIAL 32
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES
2.1.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
CREDIT NOTES
2.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
DFS GROUP LIMITED – CONFIDENTIAL 33
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2.1.4. HANDLING DISPUTES
SYSTEM WALKTHROUGH
Screenshot Steps
1 Click on the dispute invoice email notification
2 In the email, click the “View Online” button
DFS Supplier
Support Site
FOR CSP/SAN
SAN
1
2
Note:
The steps that follow
are the same as that
in CSP
DFS GROUP LIMITED – CONFIDENTIAL 34
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2.1.4. HANDLING DISPUTES
SYSTEM WALKTHROUGH
Screenshot Steps
1 Click on “Invoices”
2 Select a customer from the drop down list
DFS Supplier
Support Site
1
DFS Group Limited
23 Review the invoice status of the invoices
listed
3
4 For the invoice with the status listed as
“Disputed”, review the dispute reason
4
5 Select the icon to resolve the disputed
invoice
5
FOR CSP
DFS GROUP LIMITED – CONFIDENTIAL 35
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2.1.4. HANDLING DISPUTES
SYSTEM WALKTHROUGH
Screenshot Steps
6Review the disputed invoice details based on
the comments
7 Scroll down to determine the appropriate
action to take
DFS Supplier
Support Site
6
7
Note:
These steps apply to
SAN as well.
DFS GROUP LIMITED – CONFIDENTIAL 36
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2.1.4. HANDLING DISPUTES
SYSTEM WALKTHROUGH
Screenshot Steps
8Click on “Adjust” to make amendments to the
disputed invoice
DFS Supplier
Support Site
This screenshot is only applicable to suppliers in Vietnam
8
Note:
Cancel Invoice:
If this invoice was issued in
duplicate, or if you require to
amend non price or quantity
information on this invoice,
please cancel the invoice by
choosing this option. Clicking
this option will direct you to the
credit note creation screen.
Adjust:
If you need to fix the price
and/or quantity on this invoice
choose this option. You would
be required to choose the credit
line adjustment type to denote if
you are attempting to issue
credit to reduce quantity, reduce
price or issue an amount based
credit.
Invoice edit screen will load. Same steps
apply in the next steps.
Note:
These steps apply to
SAN as well.
DFS GROUP LIMITED – CONFIDENTIAL 37
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2.1.4. HANDLING DISPUTES
SYSTEM WALKTHROUGH
Screenshot Steps
8Click on “Correct Invoice” to make
amendments to the disputed invoice
DFS Supplier
Support Site
This screenshot is only applicable to all suppliers located in all locations except for Vietnam
Note:
Void:
If this invoice was issued in
duplicate or has been already
paid for, you can void the
invoice from here.
Correct Invoice:
If the disputed invoice has some
incorrect detail, please choose
this option to allow for an in
place correction to the invoice.
Invoice edit screen will load. Same steps
apply in the next steps.
Note:
These steps apply to
SAN as well.
Void Correct Invoice
8
DFS GROUP LIMITED – CONFIDENTIAL 38
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES CREDIT NOTES
2.1. 2.2.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
DFS GROUP LIMITED – CONFIDENTIAL 39
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2.2.1. SUBMITTING A CREDIT NOTE
SYSTEM WALKTHROUGH
Screenshot Steps
1
1 Click on “Orders”
2
2 On the appropriate PO number, click on
the icon to begin creation of the credit
note
Credit note creation screen will load
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 40
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2.2.1. SUBMITTING A CREDIT NOTE
SYSTEM WALKTHROUGH
Screenshot Steps
3
3 Insert the credit note number
4
6
7
8
4Click the icon and select the credit note
date
5Select the appropriate currency code from
the drop down list
6 Input the original invoice number
7Click the icon and select the original
invoice date
8 Include the reason for the credit note
9
9Scroll down to complete the fields which
follow
DFS Supplier
Support Site
USD5 United States CAP 1234
United States
United States CAP 1234
United States
United States CAP 1234
United States
DFS GROUP LIMITED – CONFIDENTIAL 41
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2.2.1. SUBMITTING A CREDIT NOTE
SYSTEM WALKTHROUGH
Screenshot Steps
Click on the “Line Level Taxation” checkbox
to reveal the tax fields
11
10
12
Review the line details11
Input the supplier part number12
DFS Supplier
Support Site
10
13 14
Scroll down to complete the remaining fields
that follow
14
Select a tax description from the drop down
menu
13
-100.00 -100.00
13
Key in the tax rate as appropriate13
OR
DFS GROUP LIMITED – CONFIDENTIAL 42
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2.2.1. SUBMITTING A CREDIT NOTE
SYSTEM WALKTHROUGH
Screenshot Steps
Input the amount and select the appropriate
GST rate for shipping14
Input the amount and select the appropriate
GST rate for handling
15
Input the amount and select the appropriate
GST rate for Misc16
Click “Calculate” to compute the final invoice
number
Note: The computation here takes into
consideration the GST rates selected
17
Click “Submit” once done18
DFS Supplier
Support Site
17 18
14
15
16
-1000.00
-70.00
-1000.00
-70.00
-1070.00
DFS GROUP LIMITED – CONFIDENTIAL 43
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2.2.1. SUBMITTING A CREDIT NOTE
SYSTEM WALKTHROUGH
Screenshot Steps
Click “Send Credit Note” to confirm
submission of the credit note20
20Credit note creation is completed
Note:
✓ You will be able to review the status of the credit
document status in the “invoices tab” under the
“Status” column.
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 44
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES
2.1.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
CREDIT NOTES
2.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
DFS GROUP LIMITED – CONFIDENTIAL 45
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
THERE ARE TWO SCENARIOS WHERE THE VENDOR
MANAGEMENT PROCESS WOULD BE IMPORTANT
SCENARIO 2SCENARIO 1
SUPPLIER INITIATEDDFS INITIATED
If you intend to change or
update any of your details with
DFS
When DFS requires you to
update your information
*In this case you will receive an email
notification
DFS Supplier
Support Site
Note:
For existing suppliers, if you
intend to make specific
changes, you will need to inform
your contact in DFS who will
send you a form to your CSP
account.
DFS GROUP LIMITED – CONFIDENTIAL 46
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
Note: You will find this email in the event DFS requires you to update your details (ref. Scenario 1)Click on “Login to Coupa” to proceed1
1
The login page to the Coupa Supplier
Portal will load
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 47
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
Enter your credentials in the “Email Address”
and “Password” fields2
2
Click on the “Log In” button to proceed3
3
The Coupa main page will load
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 48
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
4 Click on “Notifications” to proceed4
The “My Notifications” page will load
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 49
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
5
Click on the received notification to update
your information5
“Your Customer Profile” screen will load
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 50
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
NOTE: You are only required to fill up the
fields which are to be updated.
6
Make the changes in the field(s) that you
want to update/change6
7
Scroll down to complete the rest of the fields
below7
DFS Supplier
Support Site
DFS Group Limited SUPPLIER NAME
DFS GROUP LIMITED – CONFIDENTIAL 51
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
8
Complete the various payment fields8
NOTE: You are only required to fill up the
fields which are to be updated.
9
Scroll down to complete the various payment
fields
9
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 52
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
10Input all the changes required under the taxi
information section10
11
Scroll down to complete the remaining fields11
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 53
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
12
Click the “Add Remit-to” button to add a new
remit to12
Choose “Remit-to Address” popup would
show
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 54
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
13
Click on the cancel button to return to the
previous page13
The bank address fields will appear
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 55
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
14
Enter all the details under the bank address
section14
15
Scroll down to complete the rest of the
section15
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 56
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
16Enter details under Bank Account Details
section16
17
Scroll down to complete the rest of sections17
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 57
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
18
19
Ciick on “File” option to attach the bank
supporting documents:
• Cancelled cheque
• E-statement
18
Click “Submit for Approval” to submit the
changes made19
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 58
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2.3.1. VENDOR MANAGEMENT PROCESS
SYSTEM WALKTHROUGH
Screenshot Steps
20
Once done, the status on the profile screen
will appear indicating that the information
has been submitted
20
NOTE: You will be notified once the
changes have been approved
DFS Supplier
Support Site
SUPPLIER NAME
DFS GROUP LIMITED – CONFIDENTIAL 59
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES
2.1.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
CREDIT NOTES
2.2.
SUBMITTING A
CREDIT NOTE
2.2.1.
DFS GROUP LIMITED – CONFIDENTIAL 60
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2.4.1. CHANGING THE INTERFACE LANGUAGE
SYSTEM WALKTHROUGH
Screenshot Steps
From the dashboard, scroll down to the
bottom of the screen1
DFS Supplier
Support Site
1
DFS GROUP LIMITED – CONFIDENTIAL 61
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2.4.1. CHANGING THE INTERFACE LANGUAGE
SYSTEM WALKTHROUGH
Screenshot Steps
Click on the currently selected language and
a drop down list will appear2
DFS Supplier
Support Site
2
3
Select the language of your choice3
DFS GROUP LIMITED – CONFIDENTIAL 62
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WORKING WITH COUPA
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
PO’S AND INVOICES CREDIT MEMOS
2.1. 2.2.
VIEW AND
MANAGE PO’S
CREATE AN
INVOICE FROM PO
2.1.1.
2.1.2.
SUBMITTING A
CREDIT MEMO
2.2.1.
VIEW AND
MANAGE
INVOICES
2.1.3.
VENDOR
MANAGEMENT
2.3.
VENDOR
MANAGEMENT
PROCESS
2.3.1.
HANDLING
DISPUTES
2.1.4.
OTHER FEATURES
2.4.
CHANGING THE
INTERFACE
LANGUAGE
2.4.1.
ADDING
ADDITIONAL
USERS
2.4.2.
DFS GROUP LIMITED – CONFIDENTIAL 63
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2.4.2. ADDING ADDITIONAL USERS
SYSTEM WALKTHROUGH
Screenshot Steps
Click on “Admin” at the top of the screen1
DFS Supplier
Support Site
1
DFS GROUP LIMITED – CONFIDENTIAL 64
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2.4.2. ADDING ADDITIONAL USERS
SYSTEM WALKTHROUGH
Screenshot Steps
Click on “Invite User”2
DFS Supplier
Support Site
2A pop-up screen will load
DFS GROUP LIMITED – CONFIDENTIAL 65
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2.4.2. ADDING ADDITIONAL USERS
SYSTEM WALKTHROUGH
Screenshot Steps
Add the credentials of the additional user
you intend to invite3
DFS Supplier
Support Site
3
45
6
Set the permissions of you intend this
additional user to have4
Select the customers which the permissions
should apply to5
Click on ‘Send Invitation”6
DFS GROUP LIMITED – CONFIDENTIAL 66
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SUPPLIER ACTIONABLE NOTIFICATION
DFS GROUP LIMITED – CONFIDENTIAL 67
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OVERVIEW OF SUPPLIER ACTIONABLE NOTIFICATION
WHAT IS SUPPLIER
ACTIONABLE NOTIFICATION?WHAT ARE THE BENEFITS OF SAN?
The supplier actionable
notification is a system which
allows a supplier to respond to
a PO and create an invoice on
Coupa without needing to
create an account on CSP.
✓ No registration to the system is required,
PO number will be sent to the supplier’s
email address directly
✓ Users can acknowledge the PO and create
an invoice on Coupa without being
registered on CSP
✓ Users can forward the PO notification to
any other person in organisation to handle
SAN
DFS GROUP LIMITED – CONFIDENTIAL 68
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Working with SAN
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
RECEIVING
A PO IN SAN
ACKNOWLE
DGING A PO
VIA SAN
CREATING
AN INVOICE
1.1. 1.2. 1.3.
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Working with SAN
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
RECEIVING
A PO IN SAN
ACKNOWLE
DGING A PO
VIA SAN
CREATING
AN INVOICE
1.1. 1.2. 1.3.
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1.1. RECEIVING A PO IN SAN
SYSTEM WALKTHROUGH
Screenshot Steps
1 Check your email mailbox to assess if any
new purchase orders which have been sent
by DFS
Note: You can view the purchase order
number directly on the subject of the email
1
2 Click on the email to access the various
options offered2
DFS Supplier
Support Site
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1.1. RECEIVING A PO IN SAN
SYSTEM WALKTHROUGH
Screenshot Steps
3 Review the four options provided in the email
4
4 Scroll down to view the PO details:
• Supplier Name
• Supplier Contract details
• Date of PO
• Shipping Terms
• Currency
• Ship to address
• Bill to address
• Item details (Description, need by date,
qty, unit etc.
DFS Supplier
Support Site
3
DFS GROUP LIMITED – CONFIDENTIAL 72
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Working with SAN
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
RECEIVING
A PO IN SAN
ACKNOWLE
DGING A PO
VIA SAN
CREATING
AN INVOICE
1.1. 1.2. 1.3.
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1.2. ACKNOWLEDGING A PO VIA SAN
SYSTEM WALKTHROUGH
Screenshot Steps
5 Once ready, click on “Acknowledge PO” to
proceed
PO document will load on Coupa
DFS Supplier
Support Site
5
DFS GROUP LIMITED – CONFIDENTIAL 74
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1.2. ACKNOWLEDGING A PO VIA SAN
SYSTEM WALKTHROUGH
Screenshot Steps
6 Review the details of the PO as needed
6
7
7Scroll down to review the details of the PO
lines
PO Lines will show
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 75
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Working with SAN
SYSTEM WALKTHROUGH
TOPICS TO BE COVERED
RECEIVING
A PO IN SAN
ACKNOWLE
DGING A PO
VIA SAN
CREATING
AN INVOICE
1.1. 1.2. 1.3.
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1.3. CREATING AN INVOICE
SYSTEM WALKTHROUGH
Screenshot Steps
8 Go back to the email and click on “Create
Invoice” to proceed with the invoice creation
process
DFS Supplier
Support Site
8
The invoice creation screen loads
DFS GROUP LIMITED – CONFIDENTIAL 77
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1.3. CREATING AN INVOICE
SYSTEM WALKTHROUGH
Screenshot Steps
9 Click on ‘Create New Remit-To’
DFS Supplier
Support Site
9
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1.3. CREATING AN INVOICE
SYSTEM WALKTHROUGH
Screenshot Steps
Enter the required details
(Note: Fields marked with * are mandatory)
DFS Supplier
Support Site
10
10 Click on “Create and Use”11
11
The invoice creation screen will load…
Note: The steps that follow
are the same as that in CSP
DFS GROUP LIMITED – CONFIDENTIAL 79
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APPENDIX
DFS GROUP LIMITED – CONFIDENTIAL 80
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Appendix Contents
APPENDIX
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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Appendix Contents
APPENDIX – BASIC NAVIGATION
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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1.1. REGISTER FOR CSP
Section 1: Basic Navigation
Screenshot Steps
GO TO: SUPPLIER.COUPAHOST.COM 1 Fill in the required details
1
2
2 Click on “Register” to proceed
DFS Supplier
Support Site
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Appendix Contents
APPENDIX – BASIC NAVIGATION
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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1.2. CREATE YOUR ACCOUNT
APPENDIX – BASIC NAVIGATION
Screenshot Steps
3 Fill in the relevant particulars for the
individual who will be receiving the PO
3
4
4 Click “Submit” to complete the registration
process
OR
5
Type in the appropriate contact email
address for the individual who is supposed to
handle PO responses and invoice creations
If someone else in your company is
supposed to handle this process…
5
Note: the domain of the email address must match
that of the original person invited to reply
DFS Supplier
Support Site
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Appendix Contents
APPENDIX – BASIC NAVIGATION
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
DFS GROUP LIMITED – CONFIDENTIAL 86
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1.3. LOG IN TO CSP
APPENDIX – BASIC NAVIGATION
Screenshot Steps
1
1 Fill in the account details which you
registered with
2
2 Click “Log in” to proceed
DFS Supplier
Support Site
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Appendix Contents
APPENDIX – BASIC NAVIGATION
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
DFS GROUP LIMITED – CONFIDENTIAL 88
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1.4. CREATE/UPDATE YOUR PROFILES
APPENDIX – BASIC NAVIGATION
Screenshot Steps
1 Click on “Learn More” to proceed1
New window will load
DFS Supplier
Support Site
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1.4. CREATE/UPDATE YOUR PROFILES
APPENDIX – BASIC NAVIGATION
Screenshot Steps
2 Click on “Update Profile”
2
3 Fill in the relevant details as needed
3
4
4 Click “Save” to complete
DFS Supplier
Support Site
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Appendix Contents
APPENDIX – BASIC NAVIGATION
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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1.5. VIEW & MANAGE NOTIFICATIONS
APPENDIX – BASIC NAVIGATION
Screenshot Steps
1Hover your cursor over the “Notification”
button at the top of the website
2 Click on “See All Notifications”
2
1
Notifications list will load
DFS Supplier
Support Site
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1.5. VIEW & MANAGE NOTIFICATIONS
APPENDIX – BASIC NAVIGATION
Screenshot Steps
3Hover your cursor over the “Notification”
button at the top of the website3
44
Click on the message title to open the
message to read the contents
5Click on the checkbox to select one or more
messages to act on
6Click on either “Delete” or “Mark as Read” to
act on the messages selected
5
6
DFS Supplier
Support Site
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Appendix Contents
APPENDIX – SERVICE/TIME SHEETS
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
DFS GROUP LIMITED – CONFIDENTIAL 94
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2.2.1. CREATE A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on “Orders”1
1
2
Click on the icon under the actions
column to create a service/time sheet
2
DFS Supplier
Support Site
DFS GROUP LIMITED – CONFIDENTIAL 95
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2.2.1. CREATE A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on “Create Service/Time Sheets”3
3
DFS Supplier
Support Site
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2.2.1. CREATE A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Enter the value amount for this service/time
sheet4
4
5
Key in the actual completion date5
6
Click “Submit” 6
The service/time sheet is now sent to DFS
for approval
DFS Supplier
Support Site
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2.2.1. CREATE A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
An update will appear at the top of the initial
purchase order screen indicating that the
service/time sheet has been submitted
successfully
7
8
7In the PO line section of the page, you will
view the amount which is currently pending
approval
8
NOTE: What if you intend to amend the
service entry document?
9
Click on “Service/Time sheets” to view all
active entries9
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Support Site
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APPENDIX – SERVICE/TIME SHEETS
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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2.2.2. EDIT A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on the icon to withdraw the entry
from approval10
7
10
A popup to confirm if you want to withdraw
from approvals will appear
DFS Supplier
Support Site
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2.2.2. EDIT A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on to confirm11
11
DFS Supplier
Support Site
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2.2.2. EDIT A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
You’ll find the status of the service entry has
now changed to “Draft”11
7
11 12
Click on the icon to amend the
service/time sheet document12
The service/time sheet document will load
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Support Site
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2.2.2. EDIT A SERVICE ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Input the amended amount13
13
14
Input the amended completion date14
15
Click “Submit” to confirm entry15
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Support Site
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Appendix Contents
APPENDIX – SERVICE/TIME SHEETS
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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2.2.3. CREATE A TIME SHEET ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on “Orders” to view all active purchase
order1
1
2
Click on the appropriate PO number2
DFS Supplier
Support Site
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2.2.3. CREATE A TIME SHEET ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Review the PO details3
3
4
Click on the “Create Service/Time sheets”
button to proceed4
DFS Supplier
Support Site
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2.2.3. CREATE A TIME SHEET ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Input the appropriate number of hours per
day5
5
6
Review the total number of hours added6
Click “Submit” to proceed7
Confirmation that the time sheet entry has
been submitted successfully will load
7
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Appendix Contents
APPENDIX – SERVICE/TIME SHEETS
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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2.2.4. EDIT A TIME SHEET ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on the “Service/Time Sheets” button88
9
Click on the button to withdraw the time
sheet entry
9
A popup will appear to confirm your decision
to withdraw from approvals
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2.2.4. EDIT A TIME SHEET ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on “OK” to confirm10
10
The initial list of timesheet entries will load
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2.2.4. EDIT A TIME SHEET ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Click on the icon to edit the time sheet
entry
11
11
The time sheet entry will load
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2.2.4. EDIT A TIME SHEET ENTRY
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
Input the appropriate number of hours in the
fields as needed
12
12
Click “submit” to confirm the changes13
13
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Appendix Contents
APPENDIX – SERVICE/TIME SHEETS
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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2.2.5. VIEW AND MANAGE SERVICE/TIME SHEETS
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
1 Click on “Service/Time Sheets”1
2Click on the button to access the
dropdown menu to select a customer2
List of service/timesheets will load
2
3Click on a service/time sheet number to view
details of the time sheet
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2.2.5. VIEW AND MANAGE SERVICE/TIME SHEETS
APPENDIX – SERVICE/TIME SHEETS
Screenshot Steps
1 1 Click on “Orders”
23
4
2Click on “Service/Time sheet lines” from the
sub-menu
3Click on the button to access the
dropdown menu to select a customer
List of service/time sheet lines will load
4 Click on a service/time sheet line number to
view details
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Appendix Contents
APPENDIX – CATALOG CREATION
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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2.4.1. CATALOG CREATION PROCESS
APPENDIX – CATALOG CREATION
Screenshot Steps
1
Click on “Catalogs” on the top row of options1
2
Click on “Create” to begin the catalog
creation process2
Catalog creation page will load
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2.4.1. CATALOG CREATION PROCESS
APPENDIX – CATALOG CREATION
Screenshot Steps
Input the name of your catalog3SUPPLIER CATALOG 1
3
4
5
6
Click on the icon to select the start date
of the catalog4
Click on the icon to select the expiration
date of the catalog5
Click the drop down to select on the
appropriate currency6
7
Scroll down to complete the remaining fields
that follow7
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2.4.1. CATALOG CREATION PROCESS
APPENDIX – CATALOG CREATION
There are two ways to create a catalog:
METHOD 1 METHOD 2
CREATE
CATALOG ITEM
BY ITEM
MASS UPLOAD
MULTIPLE ITEMS BY
LOADING FROM FILE
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2.4.1.A. CATALOG CREATION PROCESS (METHOD 1)
APPENDIX – CATALOG CREATION
Screenshot Steps
Click on “Create”88
Catalog creation page will load
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2.4.1.A. CATALOG CREATION PROCESS (METHOD 1)
APPENDIX – CATALOG CREATION
Screenshot Steps
Select an option from the drop down list and
select one of the options; 1) “Item”, 2)
“Service Quantity”, 3) “Resource”
99
Input the name of the item to be added to the
catalog
10
10
Input the description of the item11
11
Click on the drop down to select the
appropriate unit of measure12
1213
Check the checkbox to mark the item as
“Purchasable”13
14Scroll down to complete the fields which
follow14
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2.4.1.A. CATALOG CREATION PROCESS (METHOD 1)
APPENDIX – CATALOG CREATION
Screenshot Steps
Indicate the part number15
15
16
17
18
Indicate the price per unit16
Click on the drop down list to select the
currency17
Click “Save” to confirm18
Initial catalog screen will re-load
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2.4.1. CATALOG CREATION PROCESS
APPENDIX – CATALOG CREATION
There are two ways to create a catalog:
METHOD 1 METHOD 2
CREATE
CATALOG ITEM
BY ITEM
MASS UPLOAD
MULTIPLE ITEMS BY
LOADING FROM FILE
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2.4.1.B. CATALOG CREATION PROCESS (METHOD 2)
APPENDIX – CATALOG CREATION
Screenshot Steps
Click on “Load from File”88
Catalog creation page will load
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2.4.1.B. CATALOG CREATION PROCESS (METHOD 2)
APPENDIX – CATALOG CREATION
Screenshot Steps
Click on the “Download” button to download
the CSV template9
9
CSV document will download
10Click on “CSV Plain” to download the CSV
file template10
Click on the CSV file to open the file11
11
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2.4.1.B. CATALOG CREATION PROCESS (METHOD 2)
APPENDIX – CATALOG CREATION
Screenshot Steps
You are only required to complete the details marked
with “*” which refer to the mandatory fields
Mandatory Fields:
• Item Type: Type in either “Resource”, “Service Quantity”, ”Item”
• Supplier Part No.: Type in the supplier part no.
• Name: Type in the name of the item
• Description: Type in the description of the item
• Price: Input the price of the input
• Currency: Input the currency code (E.g. SGD, USD etc.)
• UOM Code: Input the UOM code (E.g. EA, HRS etc.)
• Active: Input “Yes” or “No”
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Appendix Contents
APPENDIX – INVOICE CREATION (SAN)
SERVICE/
TIME SHEETS
CATALOG
CREATION
A.2. A.3.
CREATE A
SERVICE ENTRY
A.2.1.
EDIT A SERVICE
ENTRY
A.2.2.
CREATE A TIME
SHEET ENTRY
A.2.3.
EDIT A TIME
SHEET ENTRY
A.2.4.
CREATING A
CATALOG
A.3.1.
VIEW MANAGE
SERVICE/TIME
SHEET
A.2.5.
INVOICE
CREATION (SAN)
A.4.
CREATING AN
INVOICE
A.4.1.
BASIC
NAVIGATION
A.1.
REGISTER FOR
CSP
A.1.1.
CREATE YOUR
ACCOUNT
A.1.2.
LOGIN TO CSPA.1.3.
CREATE/UPDATE
YOUR PROFILE
A.1.4.
VIEW AND
MANAGE
NOTIFICATIONS
A.1.5.
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1.3. CREATING AN INVOICE
APPENDIX – INVOICE CREATION (SAN)
Screenshot Steps
8 Click on “Create Invoice” to proceed with the
invoice creation process
8
Invoice creation screen will load
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1.3. CREATING AN INVOICE
APPENDIX – INVOICE CREATION (SAN)
Screenshot Steps
9 Key in the invoice number
9
11
10
Click on the icon and select the invoice
date
10
Input the appropriate exchange rate
accordingly
11
Scroll down to view the fields that follow12
12
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1.3. CREATING AN INVOICE
APPENDIX – INVOICE CREATION (SAN)
Screenshot Steps
Review the PO line details13
13
14
Click on the drop down list to select the GST
rate
Note: Once the GST rate is selected, the
GST amount would be computed accordingly
in the “GST Amount” field
14
15
Scroll down to proceed with the remaining
fields which follow
15
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1.3. CREATING AN INVOICE
APPENDIX – INVOICE CREATION (SAN)
Screenshot Steps
Input the GST rate for shipping by select an
option from the drop down list
16
16
Input the GST rate for handling by select an
option from the drop down list
17
17
18
Input the GST rate for misc by select an
option from the drop down list (if applicable)
18
19
Click “Calculate” once done to compute the
final invoice value
Note: The final invoice value will take in
consideration the exchange rates and the
various GST’s applied
19
Click “Submit” once done20
20
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1.3. CREATING AN INVOICE
APPENDIX – INVOICE CREATION (SAN)
Screenshot Steps
Click on “Send Invoice” to confirm the
submission of the invoice to DFS
21
21
Invoice has been successfully created
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