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Order Fulfillment Standard Operational Process Guide For Logistic Service Partner December 2012 Version: 2.0 AP Online Help BPO – Business Process Outsourcing TABLE OF CONTENT Welcome to AP Online 2 1.0 General Information 3 1.1 Who can use AP Online 3 1.2 How AP Online Works 3 1.2.2 What invoices are supported within AP Online? 4 2.0 AP Online Process Guide 5 2.1 Access AP Online via the Supplier Portal 5 2.1.1 Supplier Portal Sign-in 5 2.1.2 My Supplier Portal 6 2.2 AP Online Search 7 2.3 Summary Reports 9 2.4 Vendor Details 10 2.5 Invoice Details 11 2.6 Purchase Order Details12 2.7 Payment Details 13 3.0 Search Techniques 15 3.1 Field Value Scenarios 15 4.0 Detailed Field Descriptions 19 5.0 Frequently Asked Questions [FAQ]23 6.0 Support 26 6.1 Contact AP CRC26 6.2 Portal Help 26 6.3 AP Online Administrator 27 THE MATERIALS (INCLUDING ALL SOFTWARE) AND SERVICES AT THIS SITE ARE PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT OF INTELLECTUAL PROPERTY. HP's obligations with respect to its products and services are governed solely by the agreements under which they are provided and nothing on this Site should be construed to alter such agreements. HP further does not warrant the accuracy and completeness of the materials, software or services at this Site. HP may make changes to the materials and services at this Site, or to the products and prices described in them, at any time without notice. The materials and services at this Site may be out of date, and HP makes no commitment to update the materials and services at this Site. Information published at this Site may refer to products, programs or services that are not available in your country. © 2012 Hewlett-Packard Development Company, L.P. Revised by Maria Lenartowska AP Online Help Welcome to AP Online Top AP Online a business tool that is intended to provide our valued external customers, partners, suppliers and service providers with easily accessible, up-to-date invoice information that will provide invoice, purchase order, payment remittance, and vendor master data via a secured site. This online service is fast and easy to use and is available anytime you need to find out about an invoice that has been sent to us for payment. AP Online Benefits - • 24 hour / 7 days per week access to your invoice data submitted to Hewlett- Packard • No waiting on the phone for answers to invoice, payment, and transaction questions • Payment, invoice, and payment remittance data accessible in one central location • Ability to engage with Hewlett-Packard’s Customer Response Center from AP Online • Estimated Due Date on open transactions Supplier Portal Benefits -- The HP Supplier Portal supply HP Business Partners, HP Suppliers, and HP Vendors with a single point of entry for all their web-based business interactions with HP by providing: • A Single URL • A branded and familiar look and feel • Efficient UI navigation • Standardized user management • Single sign-on to user services • User ID and Password to user services • A common Support model AP Online Help 1.0 General Information Top 1.1 Who can use AP Online AP Online is available to external business partners with proper registration and access. Currently, AP Online imports transactional data from four Hewlett-Packard payables systems. Registration Password protected services - Password protected services correspond to services with a Class C Authentication model. Services under this model are HP Restricted and can be accessed using user-id and password. This registration process will include your request for Class C protected portal services and will in turn trigger the AP Online administrator to create a user profile. User Access Within two business days of your request, you will receive a confirmation and access information via email. After this, simply access the service by using the "Sign-in using user id and password" link on the Supplier Portal left navigation. You will need to enter your user id and password. After login, the service link will be displayed on the Supplier Portal secure home left navigation. 1.2 How AP Online Works AP Online interfaces with four Hewlett-Packard vendor payables SAP systems. The systems supported are: US1 and FI1 [pre-merger HP systems] and EPH and SPE [pre-merger Compaq systems]. While HP uses numerous payables systems to render payment to our external customer, AP Online currently only supports the systems referenced above. Programs run daily from Hewlett-Packard’s SAP Vendor Payables systems to extract transactional data. Next, data files are imported into AP Online databases. Extracted SAP data includes: Paid & Non-Paid invoices referencing PO number Paid & Non-Paid invoices without PO number reference AP Online Help Payments (remittance data/invoice details) 1.2.2 What invoices are supported within AP Online? Hewlett-Packard’s Payables Systems Hewlett-Packard receives and processes invoices from all over the world. There are many locations worldwide where Accounts Payables are handled. Depending on the type of transactions purchased by Hewlett-Packard (i.e. Good or Services), determines how and where certain invoices are processed. There are two main centralized invoice processing platforms utilized in HP. An Americas SAP system, US1, and a Europe Middle East and Africa SAP system, FI1. In addition, HP posts and pays other invoices on numerous other SAP systems. Not all the SAP systems are interfaced to the AP Online application. Therefore, if your company is aware that the invoices are submitted on SAP instances, such as IJBU, or JD Edwards, they will not be present on AP Online. AP Online’s Supported Interfaces US1 [Americas Centralized Invoice Verification model]; HP 4.5b SAP FI1 [Europe, Middle East and Africa Centralized Invoice Verification model]; HP 4.5b SAP LH1 (Light house) D7C IJ1
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