PROVISIONING EXTRANETUser handbook

Índice1. ACCESS............................................................................................................................4

2. PAGE’S LAYOUT..............................................................................................................5

2.1. HEADER......................................................................................................................6

2.1.1. Button () to show or hide the main menu...............................................................6

2.1.2. User menu..............................................................................................................7

2.1.2.1. Update our profile data....................................................................................7

2.1.2.2. Logout..............................................................................................................8

2.1.3. Language menu.....................................................................................................9

2.2. MAIN MENU...............................................................................................................103. FUNCTIONALITY............................................................................................................11

3.1. DASHBOARD.............................................................................................................11

3.2. ORDERS....................................................................................................................13

3.2.1. Search form..........................................................................................................13

3.2.2. Search result........................................................................................................13

3.2.3. Order page...........................................................................................................14

3.2.3.1. Order lines......................................................................................................15

3.2.3.2. Additional information....................................................................................16

3.2.3.3. Delivery notes................................................................................................16

3.3. ORDER LINES...........................................................................................................17

3.3.1. Search form..........................................................................................................17

3.3.2. Search result........................................................................................................17

3.4. ARCHIVED ORDERS................................................................................................19

3.5. REFERENCE MAINTENANCE..................................................................................20

3.6. KITS PLANIFICATION...............................................................................................21

3.6.1. Search form..........................................................................................................21

3.6.2. Search result........................................................................................................21

3.6.3. Confirmation of planification................................................................................22

3.7. CHECK INVOICE STATUS........................................................................................23

3.7.1. Search form..........................................................................................................23

3.7.2. Search result........................................................................................................23

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1. ACCESS

Danobatgroup’s provisioning Extranet is found in this address:

https://erosketak.danobatgroup.com

To access it, we must enter the user's email and password previously provided by Danobatgroup,and then press the Login button.

If we have forgotten the password, we can retrieve it using Forgot Password? option. We willreceive an email with a link in the account provided. This link will take us to a page where we canset a new password.

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2. PAGE’S LAYOUT

Every page is divided into 3 sections:

• Header: Here we have Danobatgroup logo, the button to show or hide the main menu, theapplication title, the user menu and the language selection menu.

• Main menu: It’s located at the left side of the page and we can hide or show it clicking the3-stripe button ( ) next to Danobatgroup logo.

• Content: It’s the section where the content will be shown.

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2.1. HEADER

We have the following options:

2.1.1. Button ( ) to show or hide the main menu

Clicking on the button will show or hide the main menu.

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2.1.2. User menu

It will be displayed when we click on the button with our name. It has 2 options:

2.1.2.1. Update our profile data

We can update the following data of our profile:

• Name

• Language for notifications

• Password

We can either activate Two-factor Authentication, also known as 2FA, from this page. Click onActivate 2FA button to get more information.

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2.1.2.2. Logout

It closes our session and takes us to the login page.

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2.1.3. Language menu

Provisioning Extranet is available in several languages. We can use this menu to change thelanguage of the application.

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2.2. MAIN MENU

It’s always available on the left of the page. To show or hide it we must click the 3-stripe button (

) next to Danobatgroup logo.

These are the options available:

• Dashboard: It will show us the information of the current situation. We can get at a glancehow many new orders or how many unanswered questions we have.

• Orders: All orders to manage.

• Order lines: All order lines to manage.

• Archived orders: We can download data about orders that have already been filled andremoved from the Extranet.

• Reference maintenance: It is where we can maintain the relationship between the codingof Danobatgroup articles and ours.

• Kits planification: We can check the planning of kits of Danobatgroup.

• Check invoice status: We can check the status of the invoices issued by Danobatgroup.

More about these options in next section.

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3. FUNCTIONALITY

3.1. DASHBOARD

It will show us the information of the current situation. We can get at a glance information:

• About orders

◦ New orders: Number of orders we or our coworkers haven’t check.

◦ Unconfirmed orders: Number of orders we haven’t confirm.

◦ Not ratified orders: Number of orders pending ratification by Danobatgroup.

◦ Waiting for your answer: Number of orders with any unanswered questions from us.

• About order lines

◦ Added order lines: Number of order lines added to confirmed orders.

◦ Modified order lines: Number of order lines already confirmed that have been modifiedby Danobatgroup.

◦ Rescheduled order lines: Number of order lines already confirmed that have modifieddelivery date by Danobatgroup.

◦ Deleted order lines: Number of lines removed from orders already confirmed.

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3.2. ORDERS

This page has 2 sections:

• Search form.

• Search result.

3.2.1. Search form

We can use 3 fields in the search:

• Supplier: Only if we manage more than one delegation.

• Company: If we want to filter orders of selected Danobatgroup company.

• Text field: Search by order number or reference.

3.2.2. Search result

A set of button will be shown with the list of orders found.

They are grouped as follows:

• Those who give us the option to filter according to the status of the purchase process:

◦ Without confirmation: To show orders we haven’t confirm.

◦ Replanned without confirmation: To show orders that have been replanned byDanobatgroup and we haven’t confirm.

◦ Not ratified by Danobatgroup: To show orders Danobatgroup haven’t ratified.

◦ Ratified by both parties: To show orders confirmed by Danobatgroup and us.

• Those that give us the option of filtering by other characteristics:

◦ New order: To show orders we haven’t check.

◦ Waiting for your response: To show orders with any unanswered questions from us.

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◦ With unanswsered information request: To show orders with any unansweredquestions from Danobatgroup.

◦ With transit deliveries: To show orders with deliveries not received.

◦ Late: To show order with lines out of time Para ver pedidos con líneas que seencuentran fuera de plazo.

To see the details or manage an order we must click on the order number.

3.2.3. Order page

Order page is divided into the following parts:

• Header, where the information is displayed in four blocks:

◦ General information of order, such as the order number, reference, order date and thebuyer's contact.

◦ General information of the company

◦ General information of the supplier

◦ Contacts of the supplier

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• Order details are divided into 3 tabs:

◦ Order lines

◦ Additional information

◦ Delivery notes for order

3.2.3.1. Order lines

The lines of the order are shown, with prices, discounts and delivery dates proposed byDanobatgroup. The proposed order discount is also found in this tab.

The first order status in Not confirmed. If we agree with the proposal we will have to click on theConfirm button and the order will change to Ratified by both parties status.

If we do not agree with the proposal we will have to make the relevant modifications. We canmodify prices, discounts and delivery dates, as well as the general discount of the order. Originalvalue will be displayed below the modified fields. To save our proposal we will have to click onConfirm button. In this case the order will change to Not ratified by Danobatgroup status and wewill have to wait until buyer confirms it to continue with the process.

When buyer confirms our proposal, the order status will change to Ratified by both parties andwe will be able to create the Delivery notes.

In case there are modifications to a confirmed order, either because lines have been added orremoved or any data has been modified, the system will ask us to confirm these changes beforewe can continue with the process.

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3.2.3.2. Additional information

In this tab the communication between the provider and Danobatgroup will be made, both torequest information and to provide it. Click on New request button to add information or request itand use Reply link shown below a question to answer it.

3.2.3.3. Delivery notes

When the order is in Ratified by both parties status we can make deliveries and create deliverynotes in the application. To create a delivery note we must click on Add delivery note button. Afterthat we will be taken to a new page, where we will give our delivery note number and select lineswe want to deliver. We will the change quantity in case of partial deliveries. Finally we must click onSave button.

Below each selected line, an area will be displayed to add control sheets, quality certificates or anyother documents.

While the material is not received in Danobatgroup, the delivery note will be in transit status. PDFdocuments of the delivery note and the labels will be available for download until the material isreceived. If necessary, we could also delete the delivery note while in this status.

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3.3. ORDER LINES

This page has 2 sections:

• Search form.

• Search result.

3.3.1. Search form

We can use 3 fields in the search:

• Supplier: Only if we manage more than one delegation.

• Company: If we want to filter order lines of selected Danobatgroup company.

• Text field: Search by article code or our reference.

3.3.2. Search result

A set of button will be shown with the list of orders found.

They are grouped as follows:

• Those who give us the option to filter according to the status of the purchase process:

◦ New lines: To show order lines added to confirmed orders.

◦ Modified order lines: To show order lines already confirmed that have been modifiedby Danobatgroup.

◦ Rescheduled order lines: To show order lines already confirmed that have modifieddelivery date by Danobatgroup.

◦ Deleted order lines: To show order lines removed from orders already confirmed

◦ Others: To show every other line.

• Those that give us the option of filtering by other characteristics:

◦ Late: To show lines that are out of time.

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◦ Recoveries: To show lines that refer to a recovery.

Clicking on the order number we will navigate to the order itself. For more information see theOrder page chapter.

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3.4. ARCHIVED ORDERS

This is where we can download data about orders that have already been filled and removed fromthe Extranet. We must enter the order number and the company to which it belongs.

A set of files with the order data at different steps of the purchase process will be available fordownload.

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3.5. REFERENCE MAINTENANCE

This function enables us to maintain a link between Danobatgroup codes and ours.

On the main page we find a search form and the result with the relationships that we have alreadydefined:

To add a new relationship we must press the button ( ) located at the top right of the page.

These are the fields we can fill out:

• Article code of Danobatgroup.

• Out reference.

• Description for our reference.

• 3 fields for our internal use.

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3.6. KITS PLANIFICATION

We can check the planning of kits of Danobatgroup.

This page has 2 sections:

• Search form.

• Search result.

3.6.1. Search form

We can use 3 fields in the search:

• Supplier: Only if we manage more than one delegation.

• Company: If we want to filter kits of selected Danobatgroup company.

• Text field: Search by article code or our reference.

3.6.2. Search result

A set of button will be shown with the list of kits planification which we can use to filter the result:

• Without confirmation: To show planification we haven’t confirm.

• Not ratified by Danobatgroup: To show planification Danobatgroup haven’t ratified.

• Others: To show planification confirmed by Danobatgroup and us.

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Clicking on the kit code we will navigate to the page where the composition of the kit will bedisplayed.

3.6.3. Confirmation of planification

To confirm the planning of a kit, we must select it and press the Confirm button below the list.Once the planning is confirmed, status will change to Not ratified by Danobatgroup.

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3.7. CHECK INVOICE STATUS

This page has 2 sections:

• Search form.

• Search result.

3.7.1. Search form

We can use 3 fields in the search:

• Supplier: Only if we manage more than one delegation.

• Company: If we want to filter invoices of selected Danobatgroup company.

3.7.2. Search result

Invoices may have the following statuses:

• Registered: It means that the invoice has been entered by Grupo Danobat, but has notyetbeen checked (Reconciliation Process) by the Group business unit’spurchasingdepartment.

• Reconciled: Invoice has been checked but still hasn’t been approved by thePurchasingdepartment.

• Approved: Invoice has been approved by the Purchasing department.

One of the possible statuses of an approved invoice is ”Invoice Held.” It means that theinvoice amount, due date, etc. have been approved but payment has been held for someother reason not related to the invoice.

• Sent: If we are paid by Certified Payment, Confirming, or some otherelectronic method,the date that the bank has been ordered to pay the invoiceis shown here..

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