InnerWorkings Supplier Portal User Guide

valo supplier portal
AN ‘INVOICING’ GUIDE
2
Supplier Portal Login Information
URL: To access the portal, type
https://valosupplier.inwk.com into
any web browser.
Login credentials: Each user will have a
unique username and password. This is
private information that will not be shared with
InnerWorkings Production Managers or
personnel, so please remember it or record it
in a safe place.
If you forget your login information or
encounter difficulties with the portal, contact
Supplier Relations at
[email protected].
inwk | we make marketing happen
Supplier Portal Invoicing Guide
3
New InnerWorkings Invoicing Process
Click each underlined step to view more specific instructions.
1. Locate the PO in the Orders field.
2. Log a Product Shipment. *New Feature*
> Before an invoice can be uploaded, the items for the PO must be marked as ‘shipped’
through the portal.
> You will need to input the Shipment Date, Shipping Method, Tracking Number and Carrier.
3. Navigate to Upload Invoice page.
> Select a shipment to add items to the invoice. *New Feature*
> The items selected for the invoice will determine the invoice amount.
> View charges on the invoice, if applicable.
> Attach copy of invoice.
> Input Invoice Number.
> Save (upload) invoice.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
4
1. Locate your Purchase Order in the Orders list.
Click the Orders button to
see jobs that have been
awarded to you.
Use the filter to narrow the list.
Click the PO number to go to
the View Purchase Order page.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
5
2. Log a Product Shipment.
After entering all product shipment information, click Save at the top
of the View Purchase Order page. You will not be able to
invoice without recording a product shipment first.
Repeat the process to log each individual shipment for the order.
The Shipped Date,
Shipment Mode, Tracking
Number, and Carrier
are required. See the
User Guide for more details.
View the items to be shipped and/or invoiced for a particular order here.
Enter the Shipping Quantity for each item.
Optionally enter any pertinent
shipping information
for the Production Manager.
inwk | we make marketing happen
Partial deliveries are permitted unless the Innerworkings PM specifically
requests no partial deliveries for the order.
Supplier Portal Invoicing Guide
6
3. Navigate to Upload Invoice page.
After logging all product shipments,
click Upload Invoice.
In the Upload Invoice page, enter
your invoice number and select an
invoice file for reference. The attached file
must match the Purchase Order total.
Click Select Shipment to add items
to your invoice. An invoice must
contain at least one product shipment.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
7
4. Add shipments to the invoice.
The Select Shipment window displays all
the shipments that you have logged for
this Purchase Order.
Add items to your
invoice by
selecting the
corresponding
shipment.
Click the arrow to
expand the line and
view items included
in the shipment.
Click OK to add shipments and
their associated items to the invoice.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
8
5. View charges to the invoice, if applicable.
Click Invoice Charges to see
a read-only menu
of the additional charges
associated with this order.
Notice that Charges
Included is automatically
selected, meaning all charges
will be added to this invoice.
Currently, there is no option to
choose individual charges.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
9
6. Review the information on the screen, then click Save.
After entering all necessary information,
click Save to send the invoice to
InnerWorkings for approval.
Select the Final Invoice checkbox
if this is the last invoice that will be
issued for this job.
Review selected product
shipments, items to be invoiced,
and Invoice Total here.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
10
New Invoicing Policies
If there are discrepancies between the uploaded invoice document and
Invoice Date and Invoice Total shown here, InnerWorkings will only
honor the invoice information registered and displayed in the VALO
software.
Additionally, VALO will not allow you to invoice InnerWorkings for more
than the PO total. If you encounter additional costs throughout the
production process, contact the job’s Production Manager immediately
so they can send an updated PO to your portal.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
11
Viewing Pending Invoices
Select a pending invoice and click
here to delete the invoice from the
system.
Click the Invoice Number to edit your
pending invoice and resubmit it.
inwk | we make marketing happen
From the View Purchase Order page,
click Pending Invoices to see invoices
for this Purchase Order that are awaiting
InnerWorkings approval.
Pending invoices with a Rejected checkmark
need to be modified and resubmitted for approval.
Supplier Portal Invoicing Guide
12
Modifying a Rejected Invoice
Edit the File and Final Invoice fields,
if necessary.
Once you have made all modifications,
click Save to resubmit the invoice for
approval.
The Comments field contains more
information about why the invoice
was rejected.
Shipments can be added or
removed, if necessary.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
13
Supplier Portal User Guide
Clicking the Help button opens a new window with the Supplier Portal
User Guide, which contains step-by-step instructions on how to use the
portal as well as more information on new InnerWorkings policies.
inwk | we make marketing happen
Supplier Portal Invoicing Guide
For information and assistance, please
contact Supplier Relations at
[email protected].
">