SupplierExpress 5.
Portions © 2004-2011 Kofax, Inc., 15211 Laguna Canyon Road, Irvine, California 92618, U.S.A. Portions © 2002-2006 Kofax Development GmbH. Portions © 1997-2006 Kofax Development UK Ltd. All Rights Reserved. Use is subject to license terms. This product is protected by U.S. Patent Nos. 5,159,667 and 7,478,332. Third-party software is copyrighted and licensed from Kofax's suppliers. THIS SOFTWARE CONTAINS CONFIDENTIAL INFORMATION AND TRADE SECRETS OF KOFAX, INC.
Contents Preface .................................................................................................................................................................................... 7 Who Should Read This Guide ...................................................................................................................................... 7 Document Conventions ...............................................................................................................................
Contents Installing the Software ................................................................................................................................................. 26 MarkView Integration ............................................................................................................................................. 28 Kofax Capture Integration ......................................................................................................................................
Contents Working with Users in Your Company .................................................................................................................... 61 Inviting Users from Your Company ..................................................................................................................... 61 Maintaining User Settings .......................................................................................................................................
Contents 6 SupplierExpress Administrator's Guide
Preface This guide describes SupplierExpress features, prerequisites, installation, operation, and administration. Read this guide to familiarize yourself with what you need to do to successfully deploy and use SupplierExpress. Who Should Read This Guide ▪ ▪ The system administrator who will install the SupplierExpress Agent software at the buyer site. The administrator must have a working knowledge of the operating system, and command-line navigation and use.
Getting Help for Kofax Products Kofax regularly updates the Kofax Support site with the latest information about Kofax products. To access some resources, you must have a valid Support Agreement with an authorized Kofax Reseller/Partner or with Kofax directly. Go to http://www.kofax.com/support/ for ▪ ▪ ▪ ▪ ▪ ▪ Access to product knowledge bases Click CAPTURE: SUPPORT KNOWLEDGE. Access to the Kofax Customer Portal (for eligible customers) Click CAPTURE: SUPPORT INTERACTIONS and log in.
Chapter 1 About SupplierExpress SupplierExpress is a web-based service that lets your suppliers check the status of their invoices and invoice payments, view details about Purchase Orders (PO) open with your company, and submit invoices to your company through a browser interface. An integrated correspondence feature lets a supplier initiate online communication with your company. SupplierExpress maintains the correspondence thread that you and the supplier can use for reference.
About SupplierExpress Integration Options SupplierExpress lets you pick an integration option that works well for your company. Regardless of the integration you select, your suppliers will have the same ability to inquire about invoices, payments, and POs, and to submit invoices electronically. ▪ ▪ ▪ MarkView Integration—SupplierExpress works together with your MarkView and ERP systems to route invoices and track invoice progress through the workflow.
About SupplierExpress MarkView Integration Figure 1-1.
About SupplierExpress Figure 1-2.
About SupplierExpress Figure 1-3.
About SupplierExpress Direct ERP and Kofax Capture Integrations Figure 1-4.
About SupplierExpress Figure 1-5.
About SupplierExpress Figure 1-6.
About SupplierExpress Figure 1-7. Direct ERP Integration—Flow for Standard Invoice Submission Invoice Inquiries After the supplier registers and logs in, SupplierExpress accesses the database to retrieve information about the supplier's invoices. Depending on the integration type, SupplierExpress checks either the MarkView or ERP database. Suppliers can inquire about payment status and search for invoices by invoice date or range of dates.
About SupplierExpress Payment Inquiries After registering and logging in, suppliers can inquire about payments made to them. Suppliers can filter their inquiry by payment date range or payment summary results fields, which include: ▪ Payment Number ▪ Invoice Numbers ▪ PO Numbers ▪ Payment Date ▪ Currency ▪ Amount From the payment summary results page, suppliers can click a payment to view payment details.
About SupplierExpress ▪ can represent a single invoice or multiple invoices. On the Invoice Submissions page, SupplierExpress displays the status of the invoice transmission. To use Kofax e-Transactions submission, a Supplier Administrator installs the Kofax eTransactions Sender software on their system. When the administrator accesses Kofax e-Transactions invoice submission, SupplierExpress presents the option to download the Sender.
About SupplierExpress Suppliers start the process by viewing their open Purchase Orders through the PO Inquiry feature and selecting a PO against which to create an invoice. Or, they can go directly to Invoice Submissions page and follow the on-screen instructions. Suppliers cannot add tax or freight when submitting a PO Invoice. When integrated with MarkView, SupplierExpress creates an invoice image of the submitted PO Invoice. MarkView attaches the image to the Oracle record or SAP document.
About SupplierExpress With the Announcements feature, you can: ▪ ▪ ▪ ▪ Include rich text with embedded HTML formatting tags. Specify a start and end date for displaying each announcement. Add links to any URL. Assess the status of an announcement as pending, active or expired. On the SupplierExpress home page, a message in the toolbar indicates how many active announcements are open in SupplierExpress.
About SupplierExpress You can modify the email message in both cases. Use the email to include additional company contact information or to tell the supplier why you rejected the request. Supplier Maintenance Supplier Maintenance lets you manage settings for all of your invited suppliers from a central location. Supplier Maintenance lets you view and edit supplier configurations, see which suppliers are active, and identify which suppliers were invited but have not registered.
Chapter 2 Installation Installation Planning Minimum SupplierExpress Agent Requirements ▪ ▪ ▪ An IPSec-compliant VPN tunnel from your site to the SupplierExpress Hosting Site. This ensures secure communications between your SupplierExpress Agent and the SupplierExpress Hosting Site. The VPN tunnel is dedicated to the IP address or port for a specific computer.
Installation When you upgrade from a Direct ERP Integration to a MarkView Integration, SupplierExpress starts to authenticate users through MarkView. As a result, your suppliers will not be able to view invoice PDF images from the Invoices tab. However, the supplier can still view the invoice images from the Invoice Submissions tab. Let your suppliers know about the change. To upgrade SupplierExpress, install the latest version of the SupplierExpress Agent.
Installation libsapjco3.so sapjco3.jar Note If integrating with MarkView, you can find these files on the MarkView Application Server in the MarkView applib directory. 3 On the agent machine, enter the following command to add the .so files to the LD_LIBRARY_PATH: export LD_LIBRARY_PATH=$LD_LIBRARY_PATH: /applib 4 Continue to Preparing to Install on page 25. Making sapjco.
Installation 2 Copy the install-image-saas-agent-.zip file (where is the version number) to the directory. 3 Enter the following command to unzip the file: unzip install-image-saas-agent-.zip 4 Enter the following command to verify that the minimum version of Java running is JDK 1.6.0_x: java -version Note The installer only works with version JDK 1.6.0_x. ▪ ▪ If you have JDK 1.6.0_x installed, verify that $JAVA_HOME is directed to the JDK 1.6.0_x directory, and continue to step 5.
Installation 5 Select the in which to install the agent, or create a new directory, and click Next. For example, create a directory named . This directory differs from the distribution directory. 6 Using the worksheet, enter the connection information.
Installation MarkView Integration Integrating with an Oracle ERP 1 Enter the Oracle APPS schema and and click Next. 2 Enter the SupplierExpress schema and and click Next. 3 In subsequent windows: a Enter the JDK 1.6.0_x installation directory and click Next. For example: /usr/java/ jdk1.6.0_01 b Enter the port number on which the agent will listen and click Next. (Do not use ports 0 to 1023, which are reserved by the operating system.
Installation 2 Continue as follows: ▪ For Oracle installations: a Enter the Oracle APPS schema and and click Next. b Enter the SupplierExpress schema and and click Next. ▪ For SAP installations, enter the SAP Java Connector information, and click Next. 3 Enter the Kofax Capture and click Next.
Installation 4 Complete the fields as follows: Field Description Kofax Capture Connector Web Service URL Enter the URL for the Kofax Capture Connector Web Service (http:/// AscentCollectionServer/API.asmx) Kofax Capture user Enter the Kofax Capture password Enter the associated with the user name Batch class Enter the batch class to assign to submitted invoices 5 In subsequent windows: a Enter the JDK 1.6.0_x installation directory and click Next.
Installation 2 Continue as follows: ▪ For Oracle installations: a Enter the Oracle APPS schema and and click Next. b Enter the SupplierExpress schema and and click Next. ▪ For SAP installations, enter the SAP Java Connector information, and click Next. 3 In subsequent windows: a Enter the JDK 1.6.0_x installation directory and click Next. For example: /usr/java/jdk1.6.0_01 b Enter the port number on which the agent will listen and click Next.
Installation Unzipping the file adds 2 folders to the directory: ▪ 1_Kofax_SupplierExpress_Transports ▪ 2_Kofax_SupplierExpress_Transport_KC-DirectERP 3 Open the first folder, 1_Kofax_SupplierExpress_Transports. The folder contains a read me file and 4 transport files. Two transport file names start with K, two start with R, for example, K901571.D31 and R901571.D31, and K901731.D31 and R901731.D31. See the read me file for actual transport file names.
Installation move the D, E, or Q suffix to the front of the name; do not include the period. For example, change K900104.D01 to D01K900104. Caution Import the transports in the order specified in the read me file. Failure to use the correct import sequence impacts system functionality. 8 Select the request and click the check mark that appears over the Request/Task label. The system adds your selection to the Add Transport Request to Import Queue dialog box. 9 After you complete the Transp.
Installation 12 To start the import, click the check mark; click Yes when prompted to verify starting the import process. To check the status of the import, refresh the page and look for the transport icon in the last column. When the import is completed, the icon changes shape. 13 To finish the installation, start the agent as described in Starting and Stopping the Agent on page 37.
Installation Importing the Second Set of Transport Files 1 Log in to SAP as a user with authorization to import SAP transports or contact an SAP Administrator who can do so. 2 Navigate to the Transport Management System screen, transaction code STMS. 3 In the top left corner, locate and click the Import Overview icon or press F5. The Import Overview page displays the import queues for your system. 4 Double-click the import queue that matches your system. This is the queue to use for the transfer.
Installation 9 After you complete the Transp. request field, which the system populates automatically if you completed the previous step, click the check mark. 10 When prompted, click Yes to add the transport to the queue. The Import Queue page reopens and includes the new transport request. 11 Continue as follows: a On the Import Queue page, select the transport request that matches your system. b Click the Import Request icon . The Start Import dialog box appears.
Installation 13 To finish the installation, start the agent as described in Starting and Stopping the Agent on page 37. Starting and Stopping the Agent Before starting the agent, verify that you are running the minimum Java version JDK 1.6.0_x. ▪ Starting the agent ▪ To run the agent as a service, go to Starting the Agent as a Service on page 37. ▪ To run the agent as a Background Process, go to Starting the Agent as a Background Process in UNIX on page 37.
Installation 1 Log in as root and change to the directory where you installed the agent software. For example: cd / 2 Execute the following command, which runs the agent as a background process: ./startagent.sh Stopping the Agent Service On UNIX 1 Log in as root and change to the
Installation Encrypting Passwords in the Properties File 1 Before starting the agent, log in to the directory where you installed the agent. 2 Run the following command: java -jar -Dagent.installDir=/ express-agent-tools-jar.jar Encrypting Changed Passwords 1 Log in to the directory where you installed the agent. If the agent is already running, stop it (see Starting and Stopping the Agent on page 37). 2 Run the following command: java -jar -Dagent.
Installation Select Administration > MarkView Admin . Click the Preferences tab. Search for the preference MVCN_DEFAULT_CODE_COMBINATION_ID. Click the Details button and select the System Preference tab. Specify the to use for the suspense account number and click Save. If the preference already has a value set, record the value for use during SupplierExpress configuration. 7 Click List to return to the preferences list and search for MVCN_AUTOCREATE_NONPO_LINE.
Installation 2 Stop the agent (see Starting and Stopping the Agent on page 37). 3 Open the expressagent.properties file for editing and locate the lines containing the user name or password entries that apply to your integration as described in the following list: User Name/Password Line in the Properties File MarkView schema user name MarkView schema user password (MarkView Integrations only) MarkView.MarkViewUsername= MarkView.
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Chapter 3 Recruiting Suppliers This chapter provides guidelines to help your AP employees educate suppliers about how they can benefit by using SupplierExpress.
Recruiting Suppliers Contact with AR Teams Your suppliers’ Accounts Receivable (AR) teams have one objective—to receive accurate, on-time payment from buyers. They will be better able to achieve that goal when they use SupplierExpress to submit and track invoices electronically. ▪ ▪ ▪ ▪ ▪ Each invoice that bypasses the mail room saves the supplier the cost of postage.
Recruiting Suppliers Planning a Recruitment Strategy 1 Define the supplier profile. Suppliers who invoice more than a few times per year receive the most benefit from SupplierExpress. ▪ Will you invite all suppliers or a subset of suppliers? ▪ Do you have contact information for those suppliers? 2 Create an invitation list, which includes: ▪ ▪ Contact names and email addresses. Mailing addresses and phone numbers if your supplier recruiting includes postal mail or phone reminders.
Recruiting Suppliers Samples Use the following samples as guidelines for recruiting suppliers to use SupplierExpress and for recruiting teams within your own company to help educate suppliers about the benefits of using SupplierExpress. Script for Service Representatives Thanks for your inquiry. Can I please get your name, company name and email address? Thanks. The answer to your inquiry is available on the new SupplierExpress AP portal.
Recruiting Suppliers To register, use the link below. For your convenience, the site is available 7 days a week, 24 hours a day. Sincerely, AP Customer Service Invitation to Send through Standard Mail Dear , Would you like to: ▪ ▪ ▪ ▪ ▪ Be sure that received your invoice, has all of the right information, and the payment process has begun.
Recruiting Suppliers ▪ ▪ ▪ Access purchase order and payment information online at any time. Send messages directly to AP concerning disputes or requests for information. Initiate changes to your data and ensure that we have the latest information. It's easy. It's free. And there are no risks. Try it. Go to www.supplierexpress.com, take a guided tour, and enter a request to register to use the portal. We'll respond to your request with an invitation to register.
Chapter 4 Configuring SupplierExpress This chapter describes the SupplierExpress configuration procedures, such as adding your company logo to the interface, specifying who in your company can access SupplierExpress, and adding personal information. Accessing SupplierExpress 1 Open your system browser and enter the SupplierExpress Company URL provided by Kofax Technical Support. For example, https://greenerways.supplierexpress.com.
Configuring SupplierExpress 5 To see how your logo size compares to the recommended logo size, select the Indicate recommended size check box. A colored rectangle appears around the logo showing the recommended size. Selecting a logo that is too large can impact the page layout and readability.
Configuring SupplierExpress 4 Enter the to appear on the invoice inquiry tab. Separate types with a comma. For example, use KR, RE, KG. Note With SupplierExpress, you can view the following document types: KR, RE, and KG. 5 Enter the to appear for invoice inquiries, payment inquiries, and PO inquiries. Separate types with a comma. For example, use ZP, KZ. 6 Click OK. Setting Up Open Enrollment To plan for open enrollment, see Recruiting Suppliers on page 43.
Configuring SupplierExpress 3 Locate the Enable Open Enrollment option and continue as follows: ▪ To enable Open Enrollment, select the check box. ▪ To disable Open Enrollment, clear the check box. 4 Enter into the text blocks to set the default messages to send to your suppliers. You can modify the text during the enrollment confirmation process. ▪ The text in the first text box notifies the supplier that you received their application to register with SupplierExpress.
Configuring SupplierExpress ▪ Users—have partial access to SupplierExpress, including the ability to search for a supplier, respond to correspondence, and view the status of invoices, payments, POs, and invoice submissions. ▪ None—have no access to SupplierExpress. 6 (Non-PO Invoice submission only) Under Default Invoice Approvers, select the check box to specify the MarkView group from which SupplierExpress retrieves invoice approver names.
Configuring SupplierExpress Note Only select the Kofax Capture document type for Standard Invoice submission. 1 Log in to SupplierExpress and select Tools > Company Settings. 2 In the navigation bar, select Invoice Submission. 3 Select Enable ‘Submit an Invoice’ feature and the check boxes for the invoice submission types to enable.
Configuring SupplierExpress 5 Continue to the section that describes the invoice submission type you plan to implement.
Configuring SupplierExpress Enabling PO Invoice Submission 1 Enable the check box. 2 (MarkView integration only) On the related tab, select the Workflow Document Type for the document server to use for routing the invoice to the PO Invoice Entry queue. 3 (Optional—MarkView and Kofax Capture integration only) Select the check boxes to allow quantity or unit cost overruns.
Configuring SupplierExpress 2 On the related tab, select the string for the document server to use for routing the invoice to the entry queue. 3 Click OK. Enabling Invoice Submission for Direct ERP Integrations Enabling Standard Invoice Submission This setting allows suppliers to submit invoice PDFs to your company. 1 Enable the Enable Standard Invoice submission check box. 2 Click OK. Enabling Non-PO Invoice Submission 1 Enable the check box.
Configuring SupplierExpress Enabling Kofax e-Transactions Invoice Submission To use this option, you must have Kofax Capture and Kofax e-Transactions installed. You must also enable the feature to allow your suppliers to install Kofax e-Transactions Sender and provide your vendors with the configuration file for your Receiver.
Configuring SupplierExpress Adding Invoice Approvers Approvers that you select become available for your suppliers to see and select when using Non-PO Invoice submission. What appears in the Invoice Approvers window depends on your SupplierExpress installation. ▪ ▪ For MarkView Integrations, SupplierExpress retrieves the approver names from the MarkView database and shows the invoice approvers who belong to the MarkView group that you select in MarkView Groups settings.
Configuring SupplierExpress Setting System Options Use System Options to restrict what your suppliers see when they use SupplierExpress. To ensure that you and the supplier have the same view, the selections you make here also impact what you see. 1 Log in to SupplierExpress and select Tools > Company Settings. 2 In the navigation bar, select System Options. 3 Under Optional Columns, select check boxes next to the columns to appear.
Chapter 5 Using SupplierExpress This chapter describes the following: ▪ ▪ ▪ ▪ ▪ ▪ Inviting Users from Your Supplier Companies on page 62 Maintaining Supplier Settings on page 64 Viewing Invoice Information on page 64 Viewing Usage Reports on page 65 Using the Correspondence Feature on page 66 Creating Announcements to Display to Suppliers on page 67 Working with Users in Your Company SupplierExpress Administrators can invite additional users in your company to use SupplierExpress.
Using SupplierExpress ▪ Buyer Administrator—allows full access to SupplierExpress configuration options, reports, invoice status, and supplier and internal user invitation windows. 5 Enter the user's , , and . 6 Click Invite. If the new user is associated with different Company Codes within your company, you only need to invite the user once. After logging on, the user can see invoices across all Company Codes with which they do business.
Using SupplierExpress If a supplier is associated with different Company Codes or organizations within a corporation, you only need to invite the supplier once. After logging on, suppliers can see invoices across all Company Codes or organizations with which they do business. Disabling a Contact or Cancelling an Invitation 1 Log in to SupplierExpress. 2 Under Work with an invited supplier, enter at least 3 from the supplier’s name in the field and click Search.
Using SupplierExpress From this page, you can see when a user from a supplier company was last invited to join SupplierExpress. If the supplier does not register, you can click a Re-invite button, which sends another invitation to the supplier and updates the Last Invited column. Maintaining Supplier Settings Supplier Maintenance lets you configure settings for supplier companies and users who register with SupplierExpress.
Using SupplierExpress 2 Under Work with an invited supplier, enter at least 3 characters that appear in the suppliers name into the search field and click Search. 3 From the list, select an and click Select. 4 From the menu bar, click Invoices. 5 Select the tab for the information to view: ▪ ▪ Invoice Search—displays invoices entered into Oracle or SAP.
Using SupplierExpress Using the Correspondence Feature SupplierExpress lets a supplier initiate contact with a your company, the buyer through the correspondence feature. The supplier selects Contact Buyer, clicks Add Topic, completes the correspondence form, and clicks Add to send the message. Once the supplier completes the form and clicks Add, SupplierExpress adds the correspondence to the list that appears on the SupplierExpress home page.
Using SupplierExpress Responding to Supplier Correspondence When you open SupplierExpress, the home page displays messages that you have not yet viewed. From the drop-down list, you can view new correspondence, correspondence received in the past 15 or 30 days, or all correspondence. Or, you can specify a date range of the correspondence to view. Sort the correspondence by clicking a column title. To respond to correspondence: 1 Select a from the correspondence list.
Using SupplierExpress 68 SupplierExpress Administrator's Guide
Chapter 6 What the Supplier Sees Supplier Response to Open Enrollment When accessing the open enrollment URL, the supplier must enter information that allows you to identify the supplier as one of yours. The supplier completes the information, enters the security word, and clicks Submit. SupplierExpress sends the request to register to your SupplierExpress Agent. An employee from your company verifies the supplier information and accepts or rejects the request based on the results.
What the Supplier Sees Clicks Submit. 4 The User ID that SupplierExpress displays is the email address that you used to invite the supplier. The supplier cannot change their User ID. Links in the log-in page help suppliers if they forget a password or have trouble logging in. How Suppliers Use Features Once registered, suppliers can view information about invoices, POs, and payment status. Suppliers can also: ▪ ▪ Access details about invoices that they submitted to your company.
Appendix A Silent-Mode Installation Silent-mode installation requires that you set installation properties once in a script, which the installer application reads. The installer does not display any windows or require any human intervention during the process. Only use this procedure if your system does not support the use of a graphical user interface for installations.
Silent-Mode Installation 7 Edit the installer_interview.properties file to include the information that you recorded on the Installation Worksheet. Verify that all fields contain correct values. 8 Save and close the file. Starting the Silent Installer 1 Change to the bin directory: cd /bin 2 Run the following command: ▪ ▪ UNIX: ./install_silent.sh Windows: install_silent.bat A message indicates successful installation.
Appendix B Testing SupplierExpress Test your installation in a non-production environment. Completing Pre-Testing Tasks 1 Verify the following: ▪ The SupplierExpress Agent is installed and configured in the non-production environment. ▪ (MarkView integration only) You have the name of a MarkView User Groups that will have access to SupplierExpress. ▪ The person who will perform the testing: ▪ Has a user account (username and password).
Testing SupplierExpress 1 With the Company URL provided by Technical Support, log in to SupplierExpress as a user for your company. 2 Invite someone from your company to act as a representative from a supplier company. For example, JSmith@greenerways.com. SupplierExpress sends email to the email address specified for the supplier, inviting the supplier to register with SupplierExpress. ▪ ▪ ▪ The email includes a link that the supplier clicks to access the registration page.
Testing SupplierExpress SupplierExpress Stopped Working after an Upgrade or Reinstallation You reinstalled or updated the Agent software on a computer other than the one on which you originally installed the Agent. SupplierExpress no longer works. The VPN tunnel that Kofax and the SupplierExpress Hosting Site set up is dedicated to an IP address or port on a specific computer. To install or update the Agent software on a different computer, contact Kofax to set up a new VPN tunnel for the new computer.
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Index A access, log in to SupplierExpress, 49 access , security control, 21 access, security control, 21 account maintenance, 43 Accounts Receivables teams, 43 activating SupplierExpress, 40 agent, installation, 26 restart, 38 restart in UNIX, 38 restart in Windows, 38 run as a service, 37 start in background (UNIX only), 37 start on UNIX, 37 start on Windows, 37 stop background process, 38 stop service, 38 announcements, 20, 67 AR teams, interactions, 43 B broadcast announcements, 20 buyers, 9 C cannot u
Kofax Capture Integration, 10 MarkView Integration, 10 internal communication message, 48 invitations, cancel, 63 how to, 61, 62 procedure, 61, 62 re-invite, 63 security, 21 to suppliers, 43 viewing, 63, 64 Invoice Approvers, 59 invoice inquiries, 17 invoice submission, 18, 20, 64 KeT, 58 Non-PO, 19 PO, 18, 19 standard, 20, 56 Invoice Submission configuration, 53 invoice types, for electronic submission, 18 SAP, 22, 24, 31, 50 invoices, search, 64 status, 65 viewing, 63, 64 viewing payment, 65 viewing Purch
sapjco.jar, 24 script for Service Representatives, 46 search usage reports, 65 security, 21 Open Enrollment, 21, 43, 51 shortened invoice processing times, 43 silent-mode installation, 71 edit preliminary_interview.properties, 71 installer_interview.
SupplierExpress Administrator's Guide
