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This section of the User Guide will help the Supplier Administrator manage various administrative functions within the new Web Purchase Order System (Web PO). This section of the guide will only describe those functions unique to the Supplier Administrator. These functions include the ability to:
(For Supplier Administrators only) The Administrator must be an authorized Supplier representative. The Administrator is responsible for the set-up and maintenance of other users within the organization, including the type of access to assign to their users. By designating an authorized representative as an Administrator for the new WEB PO System, a Supplier expressly consents to execute agreements solely by electronic transmission. (For Supplier Administrators only) There are two types of access or permissions a Supplier Administrator can grant WEB PO users: Read/Write or Read Only.
NOTE: A Supplier Administrator may grant Read-Only permission to an Agent. After login, the Supplier Administrator can navigate to those screens where they can perform their unique tasks. All of their tasks are found within the User List area of the main menu bar. Only a Supplier Administrator can see this heading within the menu bar. STEP 1: From the main menu on the left side of the Bulletin Board screen, click on User List. STEP 2: The User List screen appears. This screen is used for both setting up new users and searching for or editing existing user information. NOTE: Only Supplier Administrators are able to enter this screen. To register a new user, the Supplier Administrator must assign Read/Write or Read Only access to users; please reference the section 'Role of the Administrator'. STEP 1: Click on the User List screen. STEP 2: Click on NEW USER at the bottom of the screen. STEP 3: The User Profile screen appears. Enter all new user's information. Mandatory fields are noted with an asterisk. Select desired Group from the drop-down menu on the screen (either Vendor Admin, Vendor R/W User, Vendor R/O User). STEP 4: If the new user is to receive alerts, check the box. ALERTS - If a Supplier Administrator is the only user registered, then the Supplier Administrator needs to be the recipient of alerts sent from the Web PO application. In this case, the User receives alerts box must be checked. At least one user per supplier must receive alerts from the Web PO application. To divert the alerts, the administrator will need to set up at least one other user so that this other user can receive the alerts instead of the administrator. In this case, Supplier Administrator users will need to uncheck their own User receives alerts boxes. NOTE: ACTIVE - The Active tick-box indicates whether the user is an active user or not. A tick means user is active; no tick means user is inactive. An administrator can use this field to either revoke or re-instate a user. CANCEL - The Cancel button allows the Administrator to abandon any changes to the user record. Once clicked, it returns the administrator to the User List screen. STEP 5: Click the SAVE box to retain entered information. A pop-up screen appears informing the Administrator that the new user account was created, and that an email has been sent to the new user. STEP 6: Click the OK box. The administrator returns to the User Profile screen. The Web PO system generates a User ID which populates the User ID field within the new user's profile. NOTE: The system sends new users an e-mail which provides them their User ID. A second email is then sent providing users with a temporary password that must be changed when they first login to Web PO . The Supplier Administrator has the ability to search for and edit existing user Information. STEP 1: Select the group (either Vendor Admin, Vendor R/O User or Vendor R/W User) from the Group drop-down menu. STEP 2: Enter the name (optional) or part of the name in the User Name field on the User List screen. For example, entering "Jo" could find users with the following names: Joe Smith, Joanne Peters, etc. - a listing of records containing some combination of the letters originally entered. If nothing is entered into the User Name field, search will provide a listing of all users. NOTE: The Organization Type and Organization fields are pre-selected with no options to perform. STEP 3: Click the Search button. The Search results screen appears with a list of users. If your search for users does not yield results, then check the search filters to ensure they are correct. STEP 4: Click on the desired user name within the results screen. The system will display the User Profile screen for that user, ready for editing. STEP 1: From the User Profile screen, click within the particular user field box you wish to edit. Mandatory fields are noted with an asterisk. NOTE: The assigned User ID is shown (greyed out) but is disabled so it can't be changed. This is the ID that a user uses to login to Web PO . STEP 2: If the user is to receive alerts, the User receive alerts box must be checked. A list of the various alerts and their definitions can be found in the last section of this Guide. STEP 3: The Active check-box indicates whether the user is an active user or not. A check-mark means user is active; no check-mark means user is inactive. An administrator can use this field to revoke or re-instate a user on the system. STEP 4: Click Save button to retain edited or revised data. Once data has been saved, the system takes the administrator to the User List screen. Nothing can be saved unless mandatory fields have been entered. Data in non-mandatory fields (e.g., Telephone) need not be initially entered, enabling the administrator to return in the future to do so. OR Click the Cancel button to abandon any changes to the user record. Once clicked, it returns the administrator to the User List screen. OR Click the Delete button to remove a user's profile completely from the WEB PO System. Click OK in the pop-up message box to confirm the delete request. OR Click the RESET PASSWORD to reset a user's password. If clicked, users will be notified via e-mail of their new password, at which point they will have to change this password and create a new one. |