The Supplier Role

Owned by Kasia Czwarkiel (Unlicensed)
Last updated: Jan 20, 2016

This document is to provide a support to the Suppliers on their first steps in the Claritum Procurement System.

It is a step-by-step instruction advising the suppliers how to use the system, also should answer most of the How do I questions.

Step-by-step guide

 

  1. SUPPLIER ROLE

    The Supplier Role is performed by those individuals working on behalf of a Supplier with the purposes of responding to Quote Requests, receiving Purchase Orders or fulfilling Stock Orders where the supplier holds the ordered items.

    LOGGING IN

    1. Type the following address into the Address Bar of your browser:

      1.  https:// <yoursystemname> .claritum.com/login (replace the <yoursystemname> with your system name. If you do not know this then please contact your Supplier Manager).

    2. Hit the Enter key.

    3. When the login page opens, enter your login credentials and hit Enter again to login.

     

    Forgotten Password

    In case you don’t remember your password you can simply use the password reset option and follow the below steps:

    1. Follow the Click here link placed under the logon box (see the screenshot above)
    2. You will be asked to provide your email address you use to log in. 
    3. You should receive an email with the instructions for a password reset.
    4. Click on a link available in the email. This will take you to the logon page where a new password needs to be provided and confirmed.

    SIDE MENU

    The Side Menu provides you with access to the various parts of the system and is divided into sections. Click the section title to expand to view its options or to contract to hide its options.

    Note: You may not be able to see all of the options or all of the sections listed below, depending on your access restrictions. Please contact your Account Manager for more information.

    HOME

    Home is the first screen you will be presented with after logging in to the Claritum Procurement System. It consists of two tabs: "Dashboards" and "Today".

    Dashboards Tab 

    The content of the Dashboards tab depends on the billing plan you’ve subscribed to. 


    Free of Charge

    If you use the Claritum platform free of charge, you will have no visibility to the dashboards data.

    Remember! You can always subscribe and choose most suitable plan by clicking on Subscribe Now


    Growth

    If you have subscribed to our Growth plan you will have a visibility to the Quote dashboards only.

     

    Note: Within Growth plan you will not be able to see the Dashboards for Orders. When clicking on the Orders button, you will simply receive the following message:

    Business Pro

    With the Business Pro subscription you can enjoy full access to the dashboard’s content! Now you can easily analyse your business performance and opportunities by having access to the Quotes and Orders from the Dashboards.

    Example 1 Quotes                                          

     

    Example 2 Orders

    Today's Tab

    This page displays an overview of the items that require your attention, ranging from returning quotes following submission of your requests through to stock orders that require fulfilment.

     

    JOB BAGS

    Requests for Quotes (RFQs) may be sent to you by the Buyers/Managers via the system in the form of an email. Attached to the email will be an RFQ document that sets out the detailed specification of the requirement. This is your invitation to submit a Quote for the work, which you may do also via the system.

    There are multiple ways of accessing the quote requests and jobs within the Claritum. 

     

    Note: The Claritum platform allows you to search and filter all your Quotes and Jobs using not only the Today tab but also specifically created listings.

    View All

    View All menu will show you a listing of everything:

    • Quote Requests assigned to you
    • Jobs for which you have received a purchase order

     

    Ω

    Ref/Title

    Delivery Date

    PO

    Status

    The project reference number and title.

    Also displayed is the Buyer/Manager responsible for the job.

    The delivery date of each job/quote part.
    If the date is shown in red then it is overdue!

    If the date shows as ‘TBC’ then no date has been set.

    If you have been awarded a purchase order for the project then it will appear in this column

    Awaiting your quote

    • Quoted = you have sent your quote.
    • Declined = you have declined to quote.
    • Rejected = yours was not a winning quote.
    • Completed = you have completed the work on the job.
    Note: Identical columns are present within the View Quotes and View Jobs listings.

     

    Filtering the Search

    The default view of the searching and filtering functionality is hidden. To be able to filter the results, please expand the black arrow.

    You can filter the results by selecting a range of different search criteria from the drop down menus:

    Respective drop down menus (excluding Search field) contain a list of predefined criteria

    SearchinSort byShow

    Searching will look for matching part titles or reference numbers

    Also, you only need to put a part of what you’re looking for into the Search field, for example if you search for ‘Summer’ then you may find jobs like ‘Summer Poster 2009’ or ‘Summersby Flyers’

    Note: The same filtering functionality can be found within the View Quotes and View Jobs listings

     

    View Quotes

    This listing shows all of the Quote Requests that you are involved in.

    Note: In order to be able to filter the results, don't forget to expand the black arrow (as default, the searching filters are always hidden)

    View Jobs

    This listing will show you all of the Jobs that you are involved in.

     

    Note: In order to be able to filter the results, don't forget to expand the black arrow (as default, the searching filters are always hidden)

    QUOTE SHEET

    The Quote Sheet is where all of the information relating to the Quote Request is held. 

    The quote sheet comprises with the following sections:

    • Overview
    • Quote Part Details
    • Pricing
    • Attachments

    Overview 

    An overview of the Quote Request is shown in a very top section of the page ( Customer, Job Title, Administrator, Delivery Date, Reference, Status)

    It also shows a list of the individual parts that comprise the job (Title, Job Type, Quantity)

    Quote Part Details

    This section contains all of the information relating to one part of the (multi-part) project.

    Pricing

    This section shows the detailed breakdown of your quote.

     

    • Quote Ref. - click on the No Ref link in order to provide your reference number
    • Product Price - you can provide the Design costs into this field in necessary
    • Notes - add any extra comments relevant to the quote pricing

    Note: None of the fields are mandatory so the system will allow you to save the changes with the blanks.

    • Decline - if you are not happy to participate in product quoting you can simply click on the Decline button. It will send an automatic response to the procurement team that invited you to the bidding.
    • Set Prices - allows you to submit your price and means that you accept the participation in the bidding.

     

    Attachments

    This section shows the files that have been uploaded and attached to the project. A typical use of this would be for artwork files or bulk mailing instructions.


     

    Opening a Quote

    Email

    1. Open the quote request email received from the system.
    2. Click the link in the email. This should take you to your ‘passport’ page.
    3. Enter your password and click Login.
    4. You should be taken directly to the Quote Sheet.

    Home Page (Today tab)

    1. Click the Home button at the top of the side menu an go to Today tab
    2. Click the link in the Awaiting your Quotes section of the Today View.

    View All or View Quote listings

    1. Go to View All or View Quote under Jobbag.
    2. Find the Quote Request you wish to view.
    3. Click the name (blue hyper link) to view the details.

    Working on a Quote

    1. On the Quote Sheet, got to the Pricing section.
    2. Click the Quote ref field and enter your quote reference number.
    3. Click each of the prices and enter your price
    4. Enter any notes you may have into the Notes field.
    5. Click Set Prices at the bottom right of the Pricing section.

    Declining a Quote

    1. On the Quote Sheet, got to the Pricing section
    2. Click the Decline button at the bottom right of the section
    3. Enter your reason for declining to quote
    4. Click OK.    

    STOCK ORDER

    Stock Order Fulfilment process

    1. The steps in the process are:
    2. Customer places order for items held by you.
    3. You receive a Stock Order Fulfilment Request email from the system.
    4. You print out the Picking List.
    5. You pick/pack the order.
    6. You print out the Delivery Note.
    7. You ship the order with the delivery note.

    Stock Order Details

    Order Details

    Displays the overall status of the order, when it was placed and who by.

     

    Awaiting Authorisation

    Displays the items awaiting authorisation and their current state.

    Pending

    Displays the items which are required to be processed by you.

    Despatched

    Displays the items that have been dispatched

     

    Back Order

    Displays the items that cannot be dispatched until more stock becomes available.

    Attachments

    Displays all the documents that a customer might have attached to their order.

     

    Accessing a Stock Order

    Email

    1. Click the link in the the Stock Order Fulfilment Reques email.
    2. Log in to the Claritum Portal (unless you are logged in already then the link will take you directly to the Stock Order)

    Home Page (Today tab)

    1. Click the Home button at the top of the side menu an go to Today tab
    2. Look under the Stock Order --> Pending -->selected a Stock Order

     

    Working on a Stock Order

    Pick and Pack

    1. Open the Stock Order you wish to fulfill 
    2. Go to the Pending section of the page.
    3. Click Show Pick List to the right of the delivery.
         This will open the Picking List PDF in a new window.
    4. Print the picking list PDF.
    5. Close the Picking List PDF window.
    6. Click the Packing in progress option to the right of the delivery
    7. Click OK

     

    Note: If you cannot see any controls to the right of the delivery and the ‘HALT’ checkbox to the upper right of the delivery is ticked then this delivery has been halted by the Buyer/Manager and you will not be able to fulfil this delivery.

    Please contact the Buyer/Manager for more information.

    Dispatch

    1. View the stock order you wish to process.
    2. Click the Show delivery note link of the delivery. This will open the delivery note PDF.
    3. Print the Delivery Note PDF.
    4. Close the Delivery Note PDF.
    5. Click the Dispatched option to the right of the delivery you are processing.
    6. Click OK.
    7. If you know the carrier details then complete the form, selecting the carrier from the drop-down menu and entering  the carrier’s reference number and the carrier’s cost.
    8. Click Save

     

     

    Note: If you don’t know the shipping information at this time then select Other... as the carrier option and leave the fields empty.

    You can add this information later.

     

    INVOICING

    This section allows you to prepare the invoices basing on the jobs and stock orders you have fulfilled.

    Supplier Invoice

    Fields to populate

    When working on the invoice you will be asked to provide the following details (the fields flagged with * are mandatory):

    • Invoice Date *
    • Invoice Number *
    • Total (excl tax) *
    • Total (incl tax*
    • Notes 
    • Terms 

     


    Action Buttons

    The following features are available within invoicing:

     

     

    Download CSVSaveAdd Line ItemSend Credit Note

     

    The system allows you to download your invoice into the CSV file which you can save locally.

     

    Simply save your changes

     

     

     

    This option allow you to work on multiple invoices in the same time:

    1. Click on Add Line Items
      1. This will take you back to the Supplier Invoices screen
    2. Select the invoices you want to work on
    3. Click on Invoice selected button
    4. Edit remaining details
    5. Click Save

     

    You can also create a credit note and send it to your customer to correct or undercharge the buyer

     

    Filtering the Search

    You can search and filter all your invoices using the following criteria:

    SearchinStatusSort by

    Searching will look for matching part titles or reference numbers

    Also, you only need to put part of what you’re looking for into the Search field, for example if you search for ‘Summer’ then you may find jobs like ‘Summer Poster 2009’ or ‘Summersby Flyers’

     

    MY DETAILS

    Details

    As a supplier you are allowed to modify a number of information held within your profile. You have a write access to the below fields at any time:

    • Name (your company name)
    • Address ( your company address)
    • Company Registration No
    • Warehouse address
    • Phone 
    • Fax
    • Currency
    • Terms and Conditions
    • Public Profile

     

    Capabilities

    These are the products and services your company provides. These allow the potential buyers to filter all the suppliers that meet their expectations in terms of products offered by you as a supplier.

    Users

    It will list all the supplier users from within your organization who can access the system and respond to the requests / work on the jobs. Basically, these are your colleagues!

     

     

    Note: You will not be able to add / remove supplier users if you are signed up to the Free Trade plan.

     Upgrade to the Growth or Business Pro plan in order to be able to manage the supplier users!

     

    Prices

    This tab will only be visible for users who meet the following criteria:

    • "Photocopying" Capability is enabled in the My Details profile
    • Your client has the Document Services enabled

    Subscription

    Here you can actually see which plan you as a supplier are signed up for. 

    If you are subscribed to the Growth or Business Pro plan then you will have a visibility to the billing's user name and email address.

     

    Note: Only the billing user can apply for a plan change. If you want to upgrade the plan you currently are subscribed to, get in contact with the billing user!

     

    For more information about different lans, please refer to the Claritum Billing Plans