Intel Federal LLC Web InvoiceR)_External_WebSuite... · Intel Federal LLC Web Invoice ... – Example of file format: .pdf, .doc, .docx, .xls, .xlsx, .csv, ... Log in with your ID

INTEL CORPORATION

Intel Federal LLC Web Invoice

Supplier Training

INTEL CORPORATION 2

Background

All service suppliers are currently required to submit backup documentation for all charges to Intel Federal (LE 199). To facilitate this documentation requirement, web invoice is being turned on with attachment functionality where suppliers can electronically submit their invoice along with the required documentation.

After an internal review of the backup documentation the invoice will be approved for payment.

INTEL CORPORATION 3

Supplier Impacts

• Submit all supporting backup documentation at the same time as the web invoice is submitted

– If backup documentation is not complete when submitted, the invoice will be rejected or short paid and resubmission will be required

• Only PDF, MS Word, Excel, or JPEG Image file is accepted

– Example of file format: .pdf, .doc, .docx, .xls, .xlsx, .csv, .jpg, .jpeg

• Maximum file size is 25MB

– If supplier gets an error due to the file size being too large instructions will be provided in the error message what to do

– Note: To ensure the quality of your attachments are accepted, please use a 100 dpi quality or higher.

• Once a supplier chooses to use web invoice, hardcopy invoices will not be accepted by Intel

INTEL CORPORATION

Intel Web Suite/ Web Suite Lite

4

INTEL CORPORATION 5

Web Suite Access

There are 2 types of access for Suppliers to access Web Suite:

Web Suite Web Suite Lite

Who is eligible

for?

High transaction volume suppliers >25 POs • Smaller/lower transaction volume suppliers <25 POs

with no existing websuite/EVM account

Registration

process

• Suppliers need to go through standard

registration process at Supplier Portal

• Supplier EVM validates access requests & re-

validates quarterly that right employees have

access. (Intel contact validates supplier EVM

and re-validates every six months)

Pre-requisition:

DUNS, Supplier ID, Tax ID, Intel Contact (Name

and Email)

• Suppliers’ accounts are created by Intel buyers at

WSLite

• Login ID & Password will be sent to intended recipient

via email upon the account creation

Limitation? • No limitation to PO access and invoicing

against them

• Restricts visibility to most recent 25 POs & invoices

supporting those POs. [upgrade to standard websuite

available]

• Access Limited to Web PO, Web Invoice and Payment

Tracker. Routing Guide by default.

Re-validation? • Yes. Intel contact validates supplier EVM and

re-validates every 6 months

• Minimal. Intel buyer will be responsible to disable

supplier’s account upon supplier’s termination.

Demo WebSuite Standard Registration

FAQ

Web Suite Lite

https://supplier.intel.com/supplierhub/

WSLite

https://supplier.intel.com/elearning/SPS_Registration_External/M03_Standard_Registration/00_Registration.asp

https://supplier.intel.com/seem/regfaq.htm

Web Suite Lite

INTEL CORPORATION 6

Manage My Profile

Manage My

Account Module

Maintain

Personal

Information

Request Access

to Additional

Applications

Check Status of

Application on

EVM Request

Become an

EVM

View

Company

EVMs

Change

passwords

Remove

Account

Maintain

Supplier

Numbers

Upgrade to

Standard (Full)

Registration

Normal users

without access X X X X X X X

Normal users with

Websuite access X X X X x X X X

Websuite Lite

users (without

DUNS in account)

X X X X X

Websuite Lite

users (with DUNS

in account after

converting to

Standard

Registration but

access yet to be

approved)

X X X X X X X X

INTEL CORPORATION 7

Standard Registration Flow

• D-U-N-S® Number - You will be prompted to enter the Dun & Bradstreet

D-U-N-S® number of the local office of the company for which you work. This is a 9-digit number

that is recognized as a universal standard for identifying companies worldwide

• Employee Validation Manager (EVM) - In order to register for full access your company will need

to identify an Employee Validation Manager (EVM) who will manage the access of other users from

your company. If your company does not currently have an EVM, you will be prompted to take on

this responsibility as part of your application.

If you decline, your application will remain on hold until a user from your company assumes

that role.

• Supplier Number – For access to most applications you will need your 10-digit supplier number. If

you do not know your supplier number you can ask your buyer or other Intel contact.

Requirement

INTEL CORPORATION 8

Employee Validation Manager

Responsibilities of an EVM:

• Manage company’s user accounts

• Approving/rejecting new users requests

• Revoke user access when accounts not longer needed

• Quarterly audit to ensure lists are up to date

Request for

Approval

• Apply to become an EVM

• Enter valid Intel Contact email for validation

Step 1:

Action from Supplier

• Approve/Reject EVM request Step 2:

Action from Intel Contact

STEP TO BECOME AN EVM 1. https://supplier.intel.com/supplierhub/

2. Click on "Registration”

3. Next, click on "Manage My Account"

4. Log in with your ID and password and click

“Submit”

5. Select “Become an EVM”

6. Take a moment to read the roles and

responsibilities. Once done, click “I Accept”

7. Next, enter the email address of your Intel

Contact (e.g. Intel Buyer). An email will be

sent to the Intel contact for review and

approval.

INTEL CORPORATION 9

Standard Web Suite Access - Web Invoice

• In Websuite package, there are many applications, i.e. Web Invoice, Web PO, Payment Tracker, Web ASN & Forecast. Web Invoice is just one of the application in Websuite.

• Access of Web Invoice will be given once the Web Suite account is approved

REQUEST ACCESS TO ADDITIONAL APPLICATION 1. https://supplier.intel.com/supplierhub/

2. Click on "Registration”

3. Next, click on "Manage My Account"

4. Log in with your ID and password and click “Submit”

5. Select “Request Access To Additional Applications”

6. Check the box next to Web Suite (Invoice/PO/Payment

Tracker/ASN/Forecast) - Suppliers Only

7. Then, click “Submit”.

8. The access request form is now displayed. Please fill in all the

fields that have the orange asterisk next to them. If you do not

know how to fill out a field, mouse over the "?" symbol. An

explanation box will appear.

Once you submit the request, it will be routed to your company’s

EVM for approval. Only after the EVM has approved will it route to

Intel for processing.


INTEL CORPORATION

Intel Web Invoice: Create New Invoice

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INTEL CORPORATION 11

Create New Invoice

1 2 4

Sign in

https://supplier.intel.com/sup

plierhub/ site with you valid

Login ID and password

Click on Accounts

Payable > Intel® Web

Invoice.

Click on Create New

Invoice

Key in PO# in the field

above and click on Create

Refer to next slide…

3




Create New Invoice

2

3

4

5

6

Enter Invoice Number

Enter Invoice Date (must NOT be future

date) Date format: DD-MMM-YYYY

Payment Term default as according to PO

When a PO is not marked for Goods Receipt, “Is this a billing invoice for Services?” will be prompted for selection - By default NO is selected

Click on Review Invoice to review invoice before submission.

Return to this screen if any amendment required.

Enter Ship/Service Date (must NOT be

future date) Date format: DD-MMM-YYYY

1 Ensure correct PO# for web invoice creation

Check on the checkbox beside the PO

line

• Change Remaining Qty and/or Unit

Price when necessary


Create New Invoice

7

8

Check on the checkbox beside the PO

line



• When a PO line is not marked with

Goods Receipt, “Is this a billing

invoice for Services?” Yes will be

selected - you are required to

upload attachment by clicking on

• You will then get a pop up

box allowing you to add the

required backup

documentation:

Click on Review Invoice to review invoice

before submission. Return to this screen

if any amendment required.

• Note: there is a 25mb limit for

attachments.


Review Invoice

Review the invoice details entered

before submission.

• Edit Invoice should any

amendment required

• Submit invoice should there be

no changes on the details

entered


Tax Invoice Copy

Save a copy of invoice in local

hard drive for future

reference.

Click on File > SAVE AS or

Print from your browser.

INTEL CORPORATION

Intel Web Invoice:

Create New Credit

Memo

16


Create New Invoice

1 2 4

Sign in




Click on Accounts

Payable > Intel® Web

Invoice.

Click on Create New

Invoice

Key in PO# in the field

above and click on Create


3




Create New Credit Memo

1

2

5

3

6

Enter correct PO# for web invoice creation

Select Credit Type from dropdown

Enter Supplier Original Invoice Number which needs

to be offset with

Enter Credit Number

Enter Supplier Credit Date (Format: DD-MMM-YYY)

Enter Ship/Service Date (Format: DD-MMM-YYYY)

4


Create New Credit Memo

7

• Check on the checkbox beside the PO

line



• When a PO line is not marked with

Goods Receipt, “Is this a billing invoice

for Services?” Yes will be selected - you

are required to upload attachment by

clicking on

• You will then get a pop up box

allowing you to add the required

backup documentation:

8

9 Click on Review Credit Memo to review

invoice before submission. Return to this

screen if any amendment required.

Enter Credit Description

• Note: there is a 25mb limit for

attachments.


Review Credit Memo

Review Credit Memo

This is the final check up before credit

memo submission. Verify the

information keyed, you may either “Edit

Credit Memo” by going back to the

earlier screen to make change, or click

on “Submit Credit Memo”


Credit Note Copy

Save a copy of invoice in local

hard drive for future

reference.

Click on File > SAVE AS or Print

from your browser.

INTEL CORPORATION

Intel Web Invoice:

Check Invoice Status

via Payment Tracker

22


Intel Payment Tracker Intel Payment Tracker helps with the search for invoices and payment information based on

your Invoice Number, Purchase Order Number, Check/EFT/Payment Number, or Packing Slip

Number. You can select the date range, Intel location, and report format

** Please expect 24 hours delay of web invoice information delayed in Payment Tracker**

1 2 3

Sign in




Click on Accounts

Payable > Intel®

Payment Tracker

Choose payment information

based on your preference and click

Generate Report





Intel Payment Tracker

** Please expect 24 hours delay of web invoice information delayed in Payment Tracker**

4

Pay Status and

Check Type symbols

for results

Results

from

Search

Shows in

process

invoices and

Rejected

Invoices


Support Contacts

• For corrections or amendments on web invoices, suppliers will need to contact our AP-PO Support at: [email protected]

• Technical and Registration issues can be address via our Global Support Organization: https://supplier.intel.com/static/misc/support.htm

mailto:[email protected]



https://supplier.intel.com/static/misc/support.htm


Questions and Answers

Q: If I only supply goods to Intel does the attachment functionality apply to me, am I required to submit the documentation?

– A: Only service suppliers are required to submit the backup documentation.

Q: Can you still submit a credit to Intel after Intel has already paid the invoice?

– A: Yes, you will need to enter the original invoice number that you are crediting and select “Create a Credit Memo”

Q: What will happen if my invoice is rejected due to missing documentation?

– A: You will need to resubmit the invoice along with the complete documentation

Q: What if my invoice shows as partially paid?

– A: You will need to read the justification noted in payment tracker on why the invoice was partially paid. If additional payment is needed you will need to submit a new invoice with the correct amount and documentation.


Questions and Answers (cont.)

Q: If I provide services to other Intel locations besides Intel Federal LLC, that do not need backup documentation, will I need to select the button on whether it is for a service?

– A: No, this button and attachment feature is only capable for Intel Federal LLC.

Q: When will our payment terms start?

– A: Payment terms start on the date the goods or services were received or the date that the invoice and complete/accurate documentation are received, whichever is later.

Thank You

Documents

Intel Federal LLC Web InvoiceR)_External_WebSuite... · Intel Federal LLC Web Invoice ... – Example of file format: .pdf, .doc, .docx, .xls, .xlsx, .csv, ... Log in with your ID