Supplier Work Order Invoice Entry Tennessee
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File Name: Supplier Work Order Invoice Entry - Training Manual.pdf
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State of TennesseeSupplier Work Order Invoice Entry for the State of Tennessee Date: 03/31/2021 State of Tennessee Supplier Work OrdersTable of ContentsSection 1 – Introduction to Direct Invoicing for Suppliers ............................................................................ 3Section 2 – Getting Started ........................................................................................................................... 4 Create a User Account on the Supplier Portal .......................................................................................... 5 Logging into the Supplier Portal for the First Time ................................................................................. 10Section 3 – Work Order Management ........................................................................................................ 23 Create a Work Order from an Invoice ..................................................................................................... 24 Create a Credit Work Order from an Invoice .......................................................................................... 39 View an Existing Work Order .................................................................................................................. 50Section 4 – Managing Your Account ........................................................................................................... 53 Change or Add an Email Address ............................................................................................................ 54 Change Password .................................................................................................................................... 56 Review Invoice and Payment Information .............................................................................................. 64Section 5 – Troubleshooting Guides ........................................................................................................... 68 Clearing Browser Cache – Internet Explorer ........................................................................................... 69 Clearing Browser Cache – Firefox ........................................................................................................... 72 Clearing Browser Cache – Chrome.......................................................................................................... 74 Clearing Browser Cache – Edge............................................................................................................... 76 Forgot Access ID ...................................................................................................................................... 78 Forgot Password ..................................................................................................................................... 79 Locked Account ....................................................................................................................................... 83 List of Contacts for Additional Issues ...................................................................................................... 84 Page 2 State of Tennessee Supplier Work OrdersSection 1 – Introduction to Direct Invoicing for SuppliersAs an alternative to sending an invoice to VAM staff to create a work order/PO/voucher in order to getpaid, suppliers now have the ability to log into the Edison Supplier Portal and create the work ordersfrom the invoice directly. (*You must first be registered as an active supplier with the State of Tennesseeand have the appropriate security prior to starting invoice entry.)Prior to creating a work order on the Supplier Portal, the supplier must first do the following steps: • Ensure you are an active supplier with the State of Tennessee
• Create a user account on the Supplier Portal
• Receive a [email protected] username and temporary password via email after creating a supplier account
• Follow up with the appropriate VAM personnel to give them the [email protected] username that was received
• VAM will submit a form to request to add additional security so you are able to create the work orders from the invoice on the Supplier Portal
• VAM will notify you when this additional security has been completed and invoice entry can begin
For additional assistance: • For assistance registering to do business with the State of Tennessee or how to create a Supplier Portal user account, visit the Central Procurement Office (CPO) website: https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier- information.html • For assistance with issues logging into the Supplier Portal (i.e. passwords or locked account), contact the Edison Help Desk at: 615-741-HELP
o *NOTE: There could be a longer than desired wait time to speak with a representative, so please attempt to reset your password first by using the Forgot Your Password link. If the attempt fails, then call the help desk and someone will assist you
• For assistance with supplier information, contact Supplier Maintenance at 615-741-9745 or [email protected] • For assistance with entering invoices on the Supplier portal, contact VAM: o Russell Winston ▪ Phone: 615-253-4480 ▪ Email: Russell.Wins[email protected] o Erin Haywood ▪ Phone: 615-741-6598 ▪ Email: [email protected] o John Lawrence (*unavailable until May 2021) ▪ Phone: 615-532-8923 ▪ Email: [email protected] Page 3 State of Tennessee Supplier Work OrdersSection 2 – Getting StartedAfter ensuring all required supplier information has been submitted and approved, but before workorder entry from invoices can begin, you will need to create a new user account on the Supplier Portaland get logged in
In the pages to follow, you will learn how to do the following: 1. Create a User Account on the Supplier Portal 2. Logging into the Supplier Portal for the First Time Page 4 State of Tennessee Supplier Work OrdersCreate a User Account on the Supplier PortalPrior to entering invoices, you must first establish a username and password for the Supplier Portal
1. Log into the Supplier Portal by navigating to www.edison.tn.gov and clicking on the Supplier Portal Home Page
2. On the Supplier Portal home page, click on the Create New User Accounts link
3. On the Register New User Accounts page, Supplier List Section, enter your 10-digit Supplier ID and your Tax Identification Number (TIN)
Page 5 State of Tennessee Supplier Work Orders4. In the User Account Information section, enter the following: • Requested User ID – this will be used as your personal login to the Supplier Portal. It must start with [email protected] followed by the desired login
• Description – this is not required but is helpful for VAM to identify you as a supplier
• Email ID – this is the email address for this specific User ID. This email will be used for password resets and as a point of security authorization when calling regarding any issues with your account
• Language Code – this defaults to English but can be changed as needed
• Time Zone – this is not required but West and Middle Tennessee would choose ‘CST’ and East Tennessee would choose ‘EST’
• Current Code – this defaults to USD; this can be left as is
Page 6 State of Tennessee Supplier Work Orders5. In the Terms and Conditions section, check the box to accept the Terms of Agreement. Click the Submit button
6. After clicking Submit, you will be returned to the Supplier Portal home page
Page 7 State of Tennessee Supplier Work Orders7. Within minutes, you should receive 3 emails from [email protected]
1. User ID Registration - showing your account request has been approved and it lists your Supplier Portal login and Supplier ID
2. New User Account Creation – states that your user account has been successfully created and it lists your Supplier ID/Name and Supplier Portal login
Page 8 State of Tennessee Supplier Work Orders3. Edison Login Information – states that a temporary password has been setup for your Supplier Portal login
Page 9 State of Tennessee Supplier Work OrdersLogging into the Supplier Portal for the First TimeAfter receiving your emails from [email protected] with your [email protected] user name and temporary password,you can now log into the Supplier Portal and change your password
1. Log into the Supplier Portal by navigating to www.edison.tn.gov and clicking on the Supplier Portal Home Page
2. On the Supplier Portal home page, click on the Sign In link
3. In the Access ID field, enter your [email protected] login listed in the emails
Page 10 State of Tennessee Supplier Work Orders4. Click Continue; enter temporary password from the email received and click the Enter button
5. You will be prompted to reset your password
Page 11 State of Tennessee Supplier Work Orders6. For the section highlighted above, Current/Temporary Password, enter the temporary password received in the email again
Page 12
Section 3 – Work Order Management Work Orders are created using the invoice information in order to track planned and unplanned maintenance for a state-owned vehicle. In …
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Frequently Asked Questions
How do i review supplier invoices in tennessee?
After logging into the Supplier Portal using your [email protected] login and password, click on the Main Menu drop down at the top left of the page. 2. In the Main Menu drop down, click on Supplier>Review Payment Information>Invoices. State of Tennessee Supplier Work Orders Page 65 3.
How do i create a supplier work order in tennessee?
After logging into the Supplier Portal, navigate to the work order: Main Menu>Supplier>TN Supplier>Supplier Work Order. 2. Click on the Add a New Work Order tab. State of Tennessee Supplier Work Orders
What is direct invoicing for suppliers?
Section 1 –Introduction to Direct Invoicing for Suppliers As an alternative to sending an invoice to VAM staff to create a work order/PO/voucher in order to get paid, suppliers now have the ability to log into the Edison Supplier Portal and create the work orders from the invoice directly.
How do i create a work orderpovoucher from an invoice?
As an alternative to sending an invoice to VAM staff to create a work order/PO/voucher in order to get paid, suppliers now have the ability to log into the Edison Supplier Portal and create the work orders from the invoice directly.