Claritum Instructions for Suppliers
- Kasia Czwarkiel (Unlicensed)
BILLING PLAN ( only applies to UK based suppliers)
How to Subscribe to one of Claritum Plans?
- Simply go to 'My Details' → select 'Subscriptions' tab → click on 'view / choose plan'
Here you can 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!:
2. If you want to know more about each capability, click on it and it will expend the content.
3. Once decided which plan you want to subscribe to, click on Subscribe. This will take you to the Credit Card Details. Read and accept Ts&Cs and provide all the necessary details.
4. Click Get Started.
5. If your payment details are accepted you should be switched to your plan within seconds. On a top of the page you will see the below confirmation:
How to Change your Plan?
If you are already subscribed to one of our plans but you want to change it, you will follow the below steps:
- Go to the My details --> Subscription tab
If you are the billing user you should be able to see the following screen:
Note: If you are not the billing user you wont be able to switch the plans. In this case, please contact the billing user who will do it for you
2. Click on view/choose plans
- When you choose either Growth or Business plan you will not be asked to provide the credit card details as theese will be remembered from your last transaction - unless you want to use a different card then click on 'Change card details'.
3. If your payment details are accepted you should be switched to your plan within seconds. On a top of the page you will see the below confirmation:
Note: We do not lock the suppliers into the long term contracts so you can upgrade or downgrade your plan at anytime. |
THE 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
Type the following address into the Address Bar of your browser:
https:// <yoursystemname>.claritum.com/login (replace the <yoursystemname> with your system name. If you do not know this then please contact your Supplier Manager).
Hit the Enter key.
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:
- Follow the Click here link placed under the logon box (see the screenshot above)
- You will be asked to provide your email address you use to log in.
- You should receive an email with the instructions for a password reset.
- 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 (UK Suppliers only).
Free of Charge
If you use the Claritum platform free of charge, you will have no visibility to the dashboards data.
Growth
If you have subscribed to our Growth plan you will have a visibility to the RFX-to-Quote dashboards only.
Note: Within Growth plan you will not be able to see the Dashboards for Quotes-to-Orders. When clicking on the Orders button, you will see the message:
Business Pro
With the Business Pro subscription you can enjoy full access to the dashboards content! From here you can easily analyse your business performance and opportunities by having access to both: RFX-to-Quote and Quotes-to-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 menu will show you a listing of everything:
View All
- Quote Requests assigned to you
- Jobs for which you have received a purchase order
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 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 |
|
| 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
| Search | in | Sort by | Show |
|---|---|---|---|
Search 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 consists of 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 buyer's 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
- Open the quote request email received from the system.
- Click the link in the email. This should take you to your ‘passport’ page.
- Enter your password and click Login.
- You should be taken directly to the Quote Sheet.
Home Page (Today tab)
- Click the Home button at the top of the side menu an go to Today tab
- Click the link in the Awaiting your Quotes section of the Today View.
View All or View Quote listings
- Go to View All or View Quote under Jobbag.
- Find the Quote Request you wish to view.
- Click the name (blue hyper link) to view the details.
Working on a Quote
- On the Quote Sheet, got to the Pricing section.
- Click the Quote ref field and enter your quote reference number.
- Click each of the prices and enter your price
- Enter any notes you may have into the Notes field.
- Click Set Prices at the bottom right of the Pricing section.
Declining a Quote
- On the Quote Sheet, got to the Pricing section
- Click the Decline button at the bottom right of the section
- Enter your reason for declining to quote
- Click OK.
STOCK ORDER
Stock Order Fulfilment process
- The steps in the process are:
- Customer places order for items held by you.
- You receive a Stock Order Fulfilment Request email from the system.
- You print out the Picking List.
- You pick/pack the order.
- You print out the Delivery Note.
- 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
- Click the link in the the Stock Order Fulfilment Reques email.
- 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)
- Click the Home button at the top of the side menu an go to Today tab
- Look under the Stock Order --> Pending -->selected a Stock Order
Working on a Stock Order
Pick and Pack
- Open the Stock Order you wish to fulfill
- Go to the Pending section of the page.
- Click Show Pick List to the right of the delivery.
This will open the Picking List PDF in a new window. - Print the picking list PDF.
- Close the Picking List PDF window.
- Click the Packing in progress option to the right of the delivery
- 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
- View the stock order you wish to process.
- Click the Show delivery note link of the delivery. This will open the delivery note PDF.
- Print the Delivery Note PDF.
- Close the Delivery Note PDF.
- Click the Dispatched option to the right of the delivery you are processing.
- Click OK.
- 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.
- 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
Suppliers can enter their invoice. This can only be done if your customer enabled this permission for you.
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
- Attachments ( it may be mandatory, depending on your customer's preference)
Action Buttons
The following features are available within invoicing:
| Download CSV | Save | Add Line Item | Send 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 allows you to work on multiple invoices in the same time:
| 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:
| Search | in | Status | Sort 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. Capabilities allow the buyers to filter the right suppliers for a given bid.
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!
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
SUPPLIER SUPPORT
Your first point of contact for all the queries concerning Claritum system is your Customer representative(s). They will be able to advise you on any quotes, jobs, invoice status and also system functionality.
For UK based suppliers - In-built messaging system (Intercom)
You can also use the tool to provide us with a feedback any time you wish and we strongly encourage you to do so.
The messaging tool will be available to all users, no matter what plan they're on, however this is a subject to change after beta product is tested and closed.
Where can I find Intercom?
It is available to you from every page of Claritum.
- Go to the bottom right corner and look for an icon of a white and blue chat cloud with an exclamation mark
2. Open it by single clicking on the icon and click on the New Conversation
Note: Claritum support team will be responding to the Intercom enquiries in a reasonable time, as soon as they are available. |
Email contact
If you're not able to use the Intercom due to the technical problems, please contact us on suppliers@claritum.com
FAQ
Q: Can I manage my company profile and contact details?
A: Yes. Navigate to the menu and click ‘My details’ --> ‘Details’ tab and edit your information.
Q: Can I update my company’s capabilities?
A: No. Due to the permissions model the Company Capabilities can only be amended by your customer(s). If you wish to add/remove the capabilities then you have to speak to the respective Customer Supplier Manager.
Q: Can I add/edit/delete users?
A: Yes. Navigate to the menu and click ‘My details’. Click the ‘Users’ tab to see the users for your company. Here, you can edit or delete an existing users, add another user and send invitations (passports) to existing users.
Q: Can I change the currency that I use?
A: Yes. Navigate to the menu and click ‘My details’. Click the ‘Details’ tab and select your preferred currency.
Q: Can I add my businesses terms & conditions?
A: Yes. Navigate to the menu and click ‘My details’. Click the ‘Details’ tab and edit your information.
Q: What is a RFx?
A: A “RFx” is a request-for-quote, you can also call it a request-for-price. It is an invitation sent by the procurement guys for you to respond with a quote. This is your real opportunity to sell your product! What you need to do is to provide your price and few other details and submit the request in order to participate in a bid.
Q: How do I respond to a RFx?
A: Navigate to the menu and select “View quotes”. Select the Quote Request (click on the hyper link) that you want to respond to, view the details and enter your price(s) and any additional information.
For more information, please scroll up to the The Supplier Role Guide in our Support Portal
Q: How do I receive and process orders?
A: Navigate to the menu and select “View jobs”. Select the order that you want to respond to, view the details and process the order.
For more detailed step-by-step instruction, please scroll up The Supplier Role Guide available on the Support Portal
Q: Will my prices be shared with competitors?
A: No. Your prices are only shared with the customer who has invited you to bid.
Q: How am I notified of winning a new order?
A: The Claritum platform will send you an email notifying you of the order details, with a purchase order, work ticket and delivery information. You will also see the status of the order change in your ‘View Jobs’ listing.
Q: Am I notified if I am unsuccessful?
A: Dependent on which plan you have subscribed to, you will be notified of each unsuccessful bid.
This only applies to UK based suppliers who are subscribed to the "Business Pro" plan.
Q: Can I submit my invoices through the platform?
A: Yes, however you need to be subscribed to one of our plans: Growth or Business Pro.
Also, if your customer has enabled this capability on your behalf. Please contact your customer to request that this feature is enabled.
Q: Can I view, upgrade or downgrade my plan at any time ( UK based suppliers only)?
A: Yes. Navigate to the menu and click ‘My details’. Click the ‘Subscription’ tab and select “view/choose plans”. Here you can view the capabilities for each plan, upgrade or downgrade to another plan or stay on your current plan. You can upgrade or downgrade at any time.
Q: How can I change my credit card details ( UK based suppliers only)?
A: Navigate to the menu and click ‘my details’. Click the ‘Subscription’ tab and select “change card details”. You can enter your credit card details here.
Remember, this can be done only by the billing user.
Q: Can I get an invoice for the service ( UK based suppliers only)?
A: Yes. Navigate to the menu and click ‘My details’. Click the ‘Subscription’ tab and select “view”. Your invoices will be listed here. You can download, print or email your invoice if required.
Q: Am I locked-in to a long term contract ( UK based suppliers only)?
A: No. With Claritum’s Supplier Network, you can upgrade or downgrade at any time. You are not locked-in to a contract.
Q: How can I contact support?
A: To contact support, use the Claritum in-built messaging tool Intercom ( UK based suppliers only)
We will aim to respond promptly.
Q: Can I integrate Claritum’s supplier network into my own workflow?
A: Yes, it is possible but only for the suppliers who are subscribed to the Business Pro planif you are a UK based supplier. If not. please contact Claritum at suppliers@claritum.com.