SUPPLIER CONNECT USER GUIDE

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SUPPLIER CONNECT USER GUIDE

Create an Invoice (for US based PO’s only) ...2

Correct a Mistake on an Invoice...5

Find an Invoice ...6

Invoice Status ...7

Invoice Timeline ...7

Find a Purchase Order ...8

Invoice Payment ...8

Add a Team Member (a.k.a. Verified contact) ...9

Remove a Team Member ... 11

Change Email Address of a Team Member ... 12

Change Your Personal Information ... 13

Add a Location ... 14

Remove a Location ... 16

Edit Location ... 17

Add a Bank Account ... 18

Remove a Bank Account ... 19

Add Location AND Bank Account ... 20

Getting Help ... 23

Changing your password ... 25

Changing your Security Questions ... 26

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CREATE AN INVOICE (FOR US BASED PO’S ONLY)

1. From the “Invoices” tab, locate the PO in the “Open PO’s” list and select the “Create Invoice” button.

2. Alternately, under the “Purchase Orders” tab, search for the PO you want to invoice against, then click the “Create Invoice” button.

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3. Complete the invoice form:

• Choose your remittance address and bank account

• Fill in an invoice number (this must be a unique number, do not use suffixes)

• Populate invoice date (cannot be future dated)

• Choose the PO line that should be billed by entering the quantity of the goods or amount of services being invoiced

*Optional: attach supporting documents such as time sheets, packing slips etc. Do not attach an invoice, an electronic invoice will be created for you in the next steps and acts as the official invoice document.

4. If any PO lines will not be part of this invoice, delete them by clicking “X”. Do not use “0”

to remove them, they must be deleted. At least one PO line must be invoiced.

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5. To reverse the deletion of a PO line, click “+” next to the intended PO line. This will allow you to include it in the invoice. enter the Quantity or amount to invoiced.

6. If your invoice is billing any taxes or freight, click on “Add Line” and choose the correct category from the drop down.

7. Click on “Review”

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8. A window displaying a pdf invoice preview should appear. Double check that information provided is correct and tick the check box to agree to the terms and conditions. To submit your invoice, click “Submit” button.

CORRECT A MISTAKE ON AN INVOICE

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1. If the Invoice is in Draft status, click on “Actions”. Choose “Edit” to make changes before final submission or “Discard” to remove the invoice.

2. If an Invoice has already been submitted you must create a credit memo to reverse the error and then you will be able to submit a new correct invoice.

a. To create a credit memo, locate the invoice that needs to be corrected. Click on

“Actions” and “Create a Credit Memo”. Follow the same steps as when creating an invoice.

FIND AN INVOICE

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1. Go to the Invoices page, select “All,” and enter the invoice number in the “Invoice Number” search field.

INVOICE STATUS

1. “Unpaid” tab lists are all the invoices that were received but have yet to be paid.

2. “Draft” tab lists all invoices that were not fully submitted to Facebook and can be still modified or discarded.

3. “Paid” tab lists all paid invoices.

INVOICE TIMELINE

1. Each invoice has its own timeline. It shows the invoice date (“Invoiced On”), when it was received by Facebook (“Received on”) and Payment Due date or Payment date if invoice was already paid.

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2. If the invoice is at “Received On” stage it means that we are still processing the invoice, or it was recently processed and might be pending payment approval.

3. If the invoice is at “Hold” stage it means, there is an issue with that invoice that we are working on. Hover over “i” icon to see a brief description of the hold reason.

FIND A PURCHASE ORDER

1. Click the “Purchase Order” tab and enter a PO number. You can search for both Open and Closed PO’s.

INVOICE PAYMENT

1. Recent payments can be seen on the right side of the portal Home page. Each payment references the payment number, total amount paid, date paid, and a list of invoices included in that payment.

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ADD A TEAM MEMBER (A.K.A. VERIFIED CONTACT)

1. Go to the Company Profile tab and see if your colleague is already listed on your team.

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2. If your colleague is not listed under the “Team“ section, select “+New“ and fill all relevant details, then hit “Submit”.

3. You will receive an email asking you to verify your request. Verification must be completed for the request to be processed.

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4. Facebook will approve your request within 1-2 days or will reach out to you if there is a question. You should see the new entry in the “Team” section once approved. Your colleague will receive a welcome e-mail with login information for Supplier Connect.

5. You can check the status of your request in “Change Requests” tab.

REMOVE A TEAM MEMBER (A.K.A. VERIFIED CONTACT)

1. Go to the Company Profile page and find the colleague you want to remove from your

“Team”.

2. Select “Delete” and hit “Submit”.

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3. You'll receive an email asking you to verify your request. Verification must be completed for the request to be processed.

4. Facebook will approve your request within 1-2 days. You should no longer see that team member listed after the request is approved by Facebook.

CHANGE EMAIL ADDRESS OF A TEAM MEMBER (A.K.A. VERIFIED CONTACT)

1. Updating an existing contact’s e-mail address is not available. If a team member has changed their e-mail address or was added with incorrect address, delete that team member and add as a new team member with the correct e-mail address.

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CHANGE YOUR PERSONAL INFORMATION

1. Go to the Company Profile page, find your name on the list and click “Edit”.

2. You cannot edit name or e-mail fields.

3. Make changes and click “Submit”.

5. Facebook will approve your request within 1-2 days or will reach out to you if there is a question.

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ADD A LOCATION

1. On the Company Profile tab, under “Locations and Bank Accounts” check to see if the location you would like to add is already listed.

2. If you are unable to find the address, select “+New“ and choose “Location”

3. Choose “Location Use”: Purchasing, Pay or Both then fill in the details.

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1. If the location will be used for Payment or for both Payment and Purchasing, there must to be a corresponding bank account. Select the account from the “Bank Details” list.

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REMOVE A LOCATION

1. Go to the “Company Profile” page and find the Location you want to remove. You will be able to remove the Location only if there is another one available. Otherwise, you have to add a new Location before deleting the old one.

2. Select “Delete Location” and click “Submit”.

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EDIT LOCATION

1. Go to the “Company Profile” page and scroll to the “Locations and Bank Accounts”

section.

2. Click on “Edit Location”. You can edit the address and choose different bank account if it already exists. Click “Submit”.

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3. You will receive an email asking you to verify your request. Verification must be

completed for the request to be processed.

ADD A BANK ACCOUNT

1. Go to the “Company Profile” page and scroll to the “Locations and Bank Accounts” section.

2. Select “+New” and follow the steps to find your bank

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REMOVE A BANK ACCOUNT

section.

2. Select “Delete“ next to the account you would like to remove and click “Deactivate“

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ADD LOCATION AND BANK ACCOUNT

section.

2. Select “+New” and choose “Both”

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3. Complete the Location details then click “Next”

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4. Continue with “Search for Banks” to complete this request

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GETTING HELP

1. “Get Help” buttons are located on the “Invoices” and “Purchase Orders” tab.

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2. Upon clicking on “Get Help” you will be asked to fill out the support ticket form. Be as specific as possible. One of the Help Desk team members will reply to your inquiry within 24 hours.

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3. All cases you opened can be accessed in “Support” tab where you can track your cases and add comments for Help Desk.

CHANGING YOUR PASSWORD

1. Navigate to the right top corner of the screen and click on your name.

2. Choose “Change Password”

3. Type in your current password and new password, then confirm

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CHANGING YOUR SECURITY QUESTIONS

1. Navigate to the right top corner of the screen and click on your name.

2. Choose “Change Security Questions”.

3. Select the questions and enter your answers. Enter your password then hit “Submit”