iSupplier Portal Supplier Training Webinar Occidental Petroleum Corporation ■ iSupplier Supplier Training Webinar ■ 2014 ■ Venisha Henderson iSupplier Portal Supplier Training Webinar Housekeeping • Please dial in to join the meeting – 1 (314) 627-1518 • Access Code 385-408-007 • Please put your phone on mute • There will be two (2) Q&A Sessions within the Webinar – Please hold all questions until Q&A Sessions – Submit questions through Chat Window to be read/answered by the facilitator – 3 minutes for each Q& A Session • Not all questions will be answered • We will begin shortly! Welcome to the iSupplier Portal Supplier Training Webinar • Overview – Purchasing Document Types (GBPA, CPA, SPO) – Purchasing Document Line Types and Price Breaks • Demo – Transactions – – – – – – How to access the iSupplier Portal (Email notifications/ Webpage) How to view and accept purchasing documents (GBPA/SPO) How to submit supplier charges (Invoices/Field Tickets) How to view invoices and payments How to create SPO matched invoices How to submit credit memos • Support – Supplier Webpage – Supplier Help Desk Welcome to the iSupplier Portal Supplier Training Webinar • Overview – Purchasing Document Types (GBPA, CPA, SPO) – Purchasing Document Line Types and Price Breaks Overview – Purchase Document Types • Global Contract Purchase Agreement (GCPA) • Global Blanket Purchase Agreement (GBPA) • Standard Purchase Order (SPO) Global Blanket Purchase Agreement (GBPA) – Used to instrument Statements of Commercial Terms of Master Agreements or Stand Alone Contracts. – Allow better managing of supplier price books. – Oxy can create Standard Purchase Orders (SPO) against the GBPAs to request materials or services. Supplier can electronically submit matched to SPO invoices for those materials and services – If enabled, Supplier could also submit Supplier Charges against the valid GBPAs to invoice materials and services requested by Oxy representatives. Standard Purchase Agreement (SPO) – Used as Stand Alone Agreement for one-time purchases of materials or services when the description of the goods/services, pricing, quantities and delivery schedule are known. – Used to order against Global Blanket or Contract Purchasing Agreement. SPO lines may reference to the applicable GBPA or GCPA. Overview – PO Line Types • Goods – Material item description, UOM and rate are populated in price book. Rates can contain price breaks • Services – Service item description, UOM/Rate are populated in price book. Rates can contain price breaks • Amount Based Services – Services items, total amount is known (lump sum), quantity field is used as the “amount field”. UOM is the currency and the rate is $1 • Price on Demand – Unplanned services/material/other charges that are not specifically defined in the supplier’s price book Overview – PO Lines Types (continued) • 3rd Party – Services/Materials provided by a 3rd party(subcontractor). Not specifically defined in the price book • Reimbursable – Expenses to be reimbursed based on an expense report. Not specifically defined in the price book • Sales Tax – Sales tax • Tax Other – Taxes that are not sales tax i.e. well servicing tax • Freight – Transportation costs charge separately from material/services cost Overview – Price Breaks • Price Breaks: Some PO Line items will contain Price Breaks. Price breaks occur whenever the GBPA contains complex pricing for the supplier charges submitted – Price breaks can be a service, goods or price on demand PO Line type – The price is determined by either the quantity and/or the date range – Price breaks are indicated by the missing rate in the rate field of the supplier’s pricebook Process Overview – Purchasing Document Negotiate Pricing Purchasing Document Created (GCPA/GBPA/SPO) Supplier Receives Notification (Via E-mail and iSupplier Portal) Purchasing Document SPO? Yes Acknowledgement Required No Agreement Active Q & A Session • Please submit all questions through Chat Window • 3 minutes for Q&A Session • Please limit questions to only the functionalities of iSupplier and not specific to your company • Not all questions will be answered due to limited time Welcome to the iSupplier Portal Supplier Training Webinar • Demo – Transactions – How to access the iSupplier Portal (Email notifications/ Webpage) DEMO – How to access the iSupplier Portal (Email notifications/ Webpage) • Supplier can access the iSupplier Portal via: – Webpage – Email Notifications DEMO – How to access the iSupplier Portal via the webpage • Suppliers can access the iSupplier Supplier Webpage by going to www.oxy.com, or • To directly access the iSupplier Portal Login Screen, enter the following link in the address bar: http://oxysupplier.oxy.com/OA_HTML/AppsLocalLogin.jsp 15 DEMO – How to access the iSupplier Portal via the webpage (continued) • Click on the Our Businesses tab at the top of the page 16 DEMO – How to access the iSupplier Portal via the webpage (continued) • Under the Our Business section – Oil and Gas, click on the Doing Business With Us hyperlink DEMO – How to access the iSupplier Portal via the webpage (continued) • Under the Registered Suppliers section, click on the iSupplier Portal Access “here” hyperlink to access the iSupplier Portal DEMO – How to access the iSupplier Portal via the webpage (continued) • Enter User Name and Password, then click on the Login button DEMO – How to access the iSupplier Portal via the email notification. • An email Notification will inform the Supplier that they can review the Purchasing Document or may require that they electronically accept or reject the Purchasing Document within the portal – Action Required – No Action Required DEMO – How to access the iSupplier Portal via the email notification. • For GBPAs a Review notification is sent the Supplier DEMO – How to access the iSupplier Portal via the email notification (continued) • For SPOs, suppliers must accept the purchasing document and will receive an email notification to take action DEMO – How to access the iSupplier Portal via the email notification (continued) • Enter User Name and Password, then click on the Login button Welcome to the iSupplier Portal Supplier Training Webinar • Demo – Transactions – How to view and accept purchasing documents (GBPA/SPO) DEMO – How to view and accept purchasing documents (GBPA/SPO) • View SPO/ GBPA Header section – Provides key document information • View SPO/ GBPA Lines information section – Provides the specific detailed data of the services and/or materials requested by Oxy • View Purchasing Document File section – Shows the original purchasing document – Shows scanned signed copy of purchasing document Welcome to the iSupplier Portal Supplier Training Webinar • Demo – Transactions – How to submit supplier charges (Invoices/Field Tickets) Process Overview – Supplier Charges (Applies to Executed Valid Contract that are already in place) Supplier performs work at site Notification sent to Supplier Of Supplier Charges Confirmed Supplier Creates and Submits Supplier Charges (Field Ticket or Invoice) Link to GBPA Pricing Supplier Charges STATUS Rejected Supplier Charges STATUS Confirmed Notification sent to Supplier Of Supplier Charges Rejection Purchase Requisition Automatically Created Purchase Order Automatically Created (linked to the GBPA) Oxy Confirms or Rejects the Supplier Charges Invoice Match Supplier Corrects and Re-submits the Supplier Charges Process Overview – Supplier Charges • Supplier charges: – Contains PO Line types from supplier price book • Supplier Charges Types: Field Ticket and Invoices – Field Tickets: • Submit if your field ticket is going to become the invoice, by confirming the field ticket, Oxy is approving the invoice • No additional support documentation is initially required • Can be submitted up to 14 days from delivering the services/materials – Invoices: • Submit if company internally generates invoices from field info • Field info signed by an Oxy Rep must be attached as support • Supplier Charges Statuses Process Overview – Supplier Charges (Continued) DEMO – How to create supplier charges • To create Supplier Charges, suppliers will use – Invoicing information provided by the Oxy Representative (Agreement Number, Business Unit, Project Number, etc.) • Who requested or supervised the delivering of services and/or materials – Materials and services receipt information detailing items and quantities to be invoiced (Attachment Required for Invoices Only) – Supplier invoice and/or field ticket number as applicable DEMO – Field Ticket vs. Invoice Submit only 1 Field Ticket for invoicing Submit Invoice supported by only 1 Field Ticket number Submit Invoice supported by Multiple Field Tickets (1) To change Document (1) Keep Document Type (1) Keep Document Type Type, click on the drop as Invoice as Invoice down arrow select Field In the Invoice # field, In the Invoice # field, Ticket enter the Invoice enter the Invoice In the Invoice # field, Number. number and leave the enter the Field Ticket In the Field Ticket # Field Ticket # field number. This number will field, enter the field ticket blank to manually enter become the invoice number to pre-populate the applicable Field number. the Field Ticket column Ticket number for each Single Field Ticket in the lines section for all line in the line section. entries only with services lines. performed within 14 days of submission. Welcome to the iSupplier Portal Supplier Training Webinar • Demo – Transactions – How to view invoices and payments DEMO – How to view invoices and payments • View Invoices • View Payments DEMO – How to view invoices and payments DEMO – Supplier Charge Statuses Welcome to the iSupplier Portal Supplier Training Webinar • Demo – Transactions – How to create SPO matched invoices DEMO – How to create SPO matched invoices Welcome to the iSupplier Portal Supplier Training Webinar • Demo – Transactions – How to submit credit memos Demo – Create and submit credit memo • Reasons to submit a credit memo – Overpayment – Billing Errors – Unused Material • Key points – – – – – – All required fields must be completed (denoted with *) Not related to any contract or GBPA Can be submitted at any time Once submitted, cannot be modified Attachments are optional DEMO – Submit credit memo Q & A Session • Please submit all questions through Chat Window • 3 minutes for Q&A Session • Please limit questions to only the functionalities of iSupplier and not specific to your company • Not all questions will be answered due to limited time Conclusion • Access the iSupplier Portal • View and accept purchasing documents • Create and submit supplier charges (Invoices/Field Tickets) • View supplier charge statuses, invoices and payments • Create and submit SPO matched invoices • Create and submit credit memos Welcome to the iSupplier Portal Supplier Training Webinar • Support – Supplier Webpage – Supplier Help Desk Support • Supplier Webpage – www.oxy.com (Direct link http://isuppliersupport.oxy.com) • iSupplier Portal access • iSupplier Portal User Guides – i.e. How to Submit Supplier Charges • Access to Supplier Help Desk - USA – Able to submit a web-form help ticket (Available 24 hours a day to receive requests) – Dial Toll Free 800-699-7680 • Frequently Asked Questions (FAQ’s) Supplier User Guides Transactions Supplier Key Action User Guide Links at the Supplier Webpage Purchasing Document View Purchasing Documents (Purchase Orders, Services Orders, Contracts, Master Services Agreements, etc.); and their price; electronically accept a Purchasing Documents. http://oxy.com/OurBusinesses/OilAndGas/ DBWU/Documents/iSupplier%20User%20 Guide%20%20View%20or%20Accept%20Purchasin g%20Documents%20V3.pdf Invoices and Payments View/submit Supplier Charges/Field Ticket Invoices against Agreements. Electronically http://oxy.com/OurBusinesses/OilAndGas/ DBWU/Documents/View_and_Create_Sup plier_Charges_Invoices.pdf View Invoices and Payments. http://oxy.com/OurBusinesses/OilAndGas/ DBWU/Documents/User%20Guide%20%20View%20Invoices%20and%20Payme nts.pdf Electronically submit invoices against Standard Purchase Orders. http://oxy.com/OurBusinesses/OilAndGas/ DBWU/Documents/User%20Guide%20%20Create%20Invoices.pdf Electronically submit credit memos. http://oxy.com/OurBusinesses/OilAndGas/ DBWU/Documents/User%20Guide%20%20Create%20and%20View%20Credit%2 0Memos.pdf Thank You for Joining Us