Transcription

HKJCPortalSupplierSupplierPortal TrainingCourseSelf-ServicesOne Club One Team One Vision

Index1.HKJC Supplier Portal Introduction2.First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’s3.HKJC Supplier Portal Log In4.HKJC Supplier Portal Home Page5.View Orders Detail6.Advance Shipment Notices (ASN) Submission Process7.View Receipts, Returns and Overdue Receipts8.Invoice Submission Process9.Invoices & Payments Inquiry2

Index10. Abbreviations11. Terminology12. Contact Points3

HKJC Supplier PortalIntroduction4

HKJC Supplier Portal Introduction HKJC Supplier Portal is a collaborative application that enables HKJC andtheir Suppliers to communicate with each other. It enables HKJC Supplier’sto have real time access to information (such as Purchase Orders) andrespond to the HKJC with shipment notices. It also allows HKJC Supplier’s tosearch for Purchase Order, Shipment, Receipt, Invoice and PaymentInformation. Upon completion of this training or when system goes live, you will be ableto: Login to HKJC Supplier Portal Navigate and Search View Purchase Orders Submit Advance Shipment Notices View Shipping Information Submit Invoice View Invoices and Payments Information5

HKJC Supplier Portal IntroductionNotification View: HKJC Supplier Portal sends notifications to you as and when there is anactivity performed in the system. For example: Creation of a Purchase Order Publish of EOI / RFI / RFP / RFQ / RFT / Reverse Auction HKJC Supplier Portal allows search the Notifications by category. Thecategories that you can use are: All: All your notifications FYI: Information only notifications From me: Notifications you have sent Open: All open notifications To Do: Notifications requiring action by you6

HKJC Supplier Portal IntroductionNotification View:1Note: You have two options available atthis screen to view the open notificationsClick ‘Full List’ button toview all open notificationsClick “Bell” icon to viewall open notifications12Click “Go To Full Worklist” link toview all open notificationsClick the link to view thedetails of the notification1A7

HKJC Supplier Portal IntroductionNotification View:Note: The “View” menu allow you to search thenotifications by category. The categories that youcan use are:- All: All your notifications- FYI: Information only notifications- From me: Notifications you have sent- Open: All open notifications- To Do: Notifications requiring action by youClick the link to view thedetails of the notification28

HKJC Supplier Portal IntroductionSetting General Preferences: You can set your own “General Preferences” for HKJC Supplier PortalApplication. System will allow you to select below preferences: Your Default Visual Display Your Regional Preferences Your Default Start Page Your Default Notifications Email Style9

HKJC Supplier Portal IntroductionSetting General Preferences: Steps to view “General Preferences”:Click this icon12Click “Preferences” to setyour personal preferences10

HKJC Supplier Portal IntroductionSetting General Preferences: Setting default “Visual Display”: You will have three default visual display options: Icons Only Both Links and Icons Links OnlyDisplay StyleDisplayIcons OnlyBoth Links and IconsLinks Only11

HKJC Supplier Portal IntroductionSetting General Preferences: Setting default “Regional Preferences”: You can set below regional preference: Territory Date Format Time Zone Number Format Currency12

HKJC Supplier Portal IntroductionSetting General Preferences: Default “Start Page” will direct you to the default page which you selectedwith the combination of ‘Responsibility’ and ‘Page’ after login to HKJCSupplier Portal. Setting default “Start Page”: Select Responsibility Select PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link13

HKJC Supplier Portal IntroductionSetting General Preferences: Setting default “Notifications Email Style”:Note: Different Email Style available are:- Disabled- Do not send me mail- HTML mail- HTML mail with attachments- HTML summary mail- Plain text mail- Plain text mail with HTML attachments- Plan text summary mail14

HKJC Supplier Portal IntroductionIcons and their Usage:12Icons34567Usage1Home Icon. Click this to navigate to home page of HKJC Supplier Portal.2Navigator Icon. Click this to navigate to the functionality available at HKJCSupplier Portal.3Favorites Icon. Click this to navigate your favorite function which you set.4Settings Icon. Click this to define / update your personal preferences.5Notifications Icon. Click this to see all your open notifications.6Help Icon. Click this to get the help about the page you are navigating.7Logout Icon. Click this to log out from HKJC Supplier Portal.15

HKJC Supplier Portal IntroductionIcons and their Usage:891011Icons Usage8Detach Table Icon. Click this to detach the table from the page.9Refresh Icon. Click this to refresh the data.10Reset Table Settings Icon. Click this to reset the table settings after hide /unhide fields from the table.11Table Settings Icon. Click this to hide / unhide fields from the table display.16

HKJC Supplier Portal IntroductionAdvanced Search Option:Advance search option allows you to refine your search by building complexsearch queries containing multiple search criteria. You can also use belowsearch operators to specify more matching search conditions: is: use this operator for an exact match is not: use this operator to exclude a specific match contains: use this operator to find a partial match starts with: use this operator to find a partial match only at the beginning ends with: use this operator to find a partial match that only ends with yourcriteria greater than: use this operator to include results greater in value than a valuespecified less than: use this operator to include results lower in value than a valuespecified after – use this operator to includes results with a date after the specifieddate before – use this operator to includes results with a date before the specifieddate17

HKJC Supplier Portal IntroductionExercise:1. Set your General Preferences:I. Login to HKJC Supplier PortalII. Go to PreferenceIII. Set your ‘Visual Display’ preference and click ‘Apply’ buttonIV. Set your ‘Regional’ preferences and click ‘Apply’ buttonV. Set your ‘Start Page’ preference and click ‘Apply’ buttonVI. Set your ‘Notification Email Style’ preference and click ‘Apply’ button2. Change Password:I. Login to HKJC Supplier PortalII. Go to ‘Preference’III. Go to ‘Change Password’ sectionIV. Enter old password, new password and repeat new passwordV. Click ‘Apply’ buttonReturn to Index18

First Time Login to HKJC Supplier Portal forExisting HKJC Supplier’s19

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’sReceive an e-mail invitationfrom HKJC containing thefirst-time login credentialsChange ess Mobile Application”Send 12-digit VIP CredentialID to JC SMA (SupplierManagement Administrator)Enter Login CredentialsClick on the “Log on” link inthe invitation email afterreceiving“VIPAccess”activation confirmationHKJC Supplier Portal20

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’s1. You will receive an e-mail invitation from HKJC which will contain: Your User Name One Time Password “Log on” link (To access HKJC Supplier Portal) Login Instruction Detailed Installation Instruction of “Symantec VIP Access MobileApplication”Receive an e-mail invitationfrom HKJC containing thefirst-time login credentials21

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’s2. You are required to install the “Symantec VIP Access Mobile Application” onyour mobile phone before login to HKJC Supplier Portal. Steps forinstallation are: Search for “VIP Access” in Android Market or Apple App Store Download and Install this apps in your mobile Open the mobile application and note the 12-digit ‘VIP Credential ID’ andsend it back to HKJC Supplier Management Administrator (SMA) byemail HKJC SMA will activate your account and send the activation emailwithin 2 working days.Search,downloadandinstall“SymantecVIPAccess Mobile Application”Send 12-digit VIP CredentialID to JC SMA (SupplierManagement Administrator)22

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’s3. You will receive an activation confirmation message from HKJC SMA within2 working days.4. Click on the “Log on” link in the invitation e-mail.5. You will be directed to the login screen.Click on the “Log on” link inthe invitation e-mail afterreceiving“VIPAccess”activation confirmation23

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’s6. Enter below in the login screen: User Name received in the e-mail Password received in the e-mail One Time Password showing in “Symantec VIP Access MobileApplication” Click “Login” buttonEnter Login CredentialsEnter:1. User Name2. Password3. 6 Digit VIP Access NumberClick here to login toHKJC Supplier Portal24

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’s7. You will be redirected to the “Change Password” page. You have to enterthe: Password provided in the invitation e-mail in “Current Password” field New password in the “New Password” field New password again in the “Re-enter New Password” field Click “Submit” buttonChange PasswordClick here to submit thechange password requestNote: Passwords must contain charactersfrom all of the following categories: Uppercase characters, i.e. A to Z Lowercase characters, i.e. a to z Numbers, i.e. 0 to 9 Special characters, eg. [email protected]# %25

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’s8. You will be directed to the HKJC Supplier Portal.HKJC Supplier Portal26

First Time Login to HKJC Supplier Portal for Existing HKJC Supplier’sExercise:1. First Time Login to HKJC Supplier Portal:I. Click ‘Log on’ link on the invitation e-mailII. Enter Login, Password and 6 digit ‘VIP Access Number’III. Click ‘Login’ buttonIV. Enter ‘Current Password’, ‘New Password’ and ‘Re-enter NewPassword’ in ‘Change Password’ pageV. Click ‘Submit’ buttonReturn to Index27

HKJC Supplier Portal Log In28

HKJC Supplier Portal Log In This process step explains you how to login HKJC Supplier Portal. HKJC Supplier Portal allows you to: View Purchase Orders / Agreements Submit Advance Shipment Notices View Receipts / Returns Submit Invoices View Invoices / Payments Submit Quote against RFQ / RFP / RFT Submit Response against EOI / RFI Submit Bid against Reverse Auction29

HKJC Supplier Portal Log In1Enter:1. User Name2. Password3. 6 Digit VIP Access Number2Click here to Login toHKJC Supplier Portal30

HKJC Supplier Portal Log InClick on Sourcing Supplier Sourcing SourcingHome Page if you want to perform below actions:- Submit Quote against RFQ / RFP / RFT- Submit Response against RFI / EOI- Submit Bid Against Reverse Auction33Click on iSupplier Portal Full Access if you want to perform thebelow actions:- View Purchase Orders / Agreements- Submit Advance Shipment Notices- View Receipts / Returns- Submit Invoices- View Invoices / PaymentsNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” linkReturn to Index31

HKJC Supplier Portal Home Page32

HKJC Supplier Portal Home Page This process step will explain you how to access different functions of HKJCSupplier Portal using ‘Quick Links’ available at ‘HKJC Supplier Portal HomePage’.33

HKJC Supplier Portal Home PageClick on ‘iSupplier Portal FullAccess’ link to go to HKJCSupplier Portal Home PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link34

HKJC Supplier Portal Home PageSupplier Portal Home Page35

Supplier Portal Home PageQuick Search can be used to access directly anydocument (PO, Shipment, Invoice and Payment)by entering the number in the free text fieldClick here to view completelist of your notifications.Click the links to viewthe notifications detailNote: You will receive official PO’s viaregistered ‘Fax number’ or ‘E-mail address’in addition to HKJC Supplier Portal36

HKJC Supplier Portal Home PageClick the links to viewthe document details.Note: You will able to see latest 5 documents(Orders / Shipments) at ‘HKJC Supplier PortalHome Page’. To view the full list of documents, youneed to click ‘Full List’ button.37

HKJC Supplier Portal Home PageClick “Quick Links” to access‘HKJC Supplier Portal’ functions38

HKJC Supplier Portal Home PageExercise:1. Navigate to ‘HKJC Supplier Portal Home Page’:I. Login to HKJC Supplier PortalII. View and click on notifications at ‘Notifications’ sectionIII. View and click on orders at ‘Orders At A Glance’ sectionIV. Click on Quick links:I.Orders AgreementsII.Orders Purchase OrdersIII. Orders Purchase HistoryIV. Shipments Overdue ReceiptsV.Receipts ReceiptsVI. Receipts ReturnsVII. Invoices InvoicesVIII. Payments PaymentsReturn to Index39

View Orders Detail40

View Orders Detail This process step will explain you how to view details of Purchase Ordersand Agreements issued to you by HKJC. This process step will also explains you how to see the historicalinformation about Purchase Orders and Agreements.41

Receive Purchase Order / Agreement via EmailReceive PO /Agreement via emailLogin to HKJCSupplier PortalView Order DetailsAttached printed Purchase Order/ Agreement in PDF format42

View Orders Detail1Click on ‘iSupplier Portal FullAccess’ link to go to HKJCSupplier Portal Home PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link43

View Orders DetailView Purchase Orders:2Click here to navigate to“Orders” section44

View Orders DetailView Purchase Orders:Click here to look for specific POor perform a specific searchDefault List of ‘Purchase Orders’.Note: ‘Operating Unit’ field is for HKJC internal use.45

View Orders DetailView Purchase Orders:Enter ‘Search Criteria’ and click‘Go’ to see the search result46

View Orders DetailView Purchase Orders:Click here to see thechanges made to PO47

View Orders DetailView Purchase Orders:Display the revisioncomparison with Original POClick here to view previousrevision change and all thechanges made to a PO48

View Orders DetailView Purchase Orders:Click here to seePO DetailsClick on hyperlink (ifavailable) to viewrelated RFx documentView summaryinformation of POClick on hyperlink (ifavailable) to view allattached documentNote: ‘Operating Unit’ field is for HKJC internal use.49

View Orders DetailView Purchase Orders:Click here to see the list ofattachments available forthis PONote: ‘Operating Unit’ field is for HKJC internal use.50

View Orders DetailView Agreements:2Click here to navigate to“Orders” section51

View Orders DetailView Agreements:3Click here to see the detailsof Agreements (BPA)52

View Orders DetailView Agreements:Enter Search Criteria4Click here to seethe search resultNote: The search criteria values should notbegin with a “%” or “ ”.You can enter search criteria values eitherin any field or you can leave all the fieldblanks and directly click on ‘Go’ Button.‘Global’ field is for HKJC internal use.53

View Orders DetailView Agreements:List of Agreements with the SupplierStatus of AgreementNote: Different Status meaning:- Draft: Agreement is created by the buyer and enabledsupplier to update the line(s). Supplier is still working onthis.- Open: Agreement is approved from buyer and it is withinthe effective period.- Supplier Change Pending: Agreement is created by thebuyer and enabled supplier to update the line(s). Supplierhas updated the line(s) and now the Agreement is waitingfor buyer approvals.Global’ field is for HKJC internal use.54

View Orders DetailView Agreements:Click here to see the changesmade to this AgreementDisplay the revision comparisonwith Original AgreementClick here to view previousrevision change and all thechanges made to an Agreement55

View Orders DetailView Agreements:Click here to see the‘Releases’ against thisAgreementList of all PO raised withreference of this Agreement56

View Orders DetailView Purchase History:2Click here to navigate to“Orders” section57

View Orders DetailView Purchase History:3Click here to see PO’shistorical information58

View Orders DetailView Purchase History:Note: The search criteria values should not beginwith a “%” or “ ”.You can enter search criteria values either in anyfield or you can leave all the field blanks anddirectly click on ‘Go’ Button.‘Operating Unit’ field is for HKJC internal use.Enter Search Criteria4Click here to see the search result59

View Orders DetailView Purchase History:These three options allow you tocompare the last revision with theoriginal version, to the pervious oneand to view all changes made to PO.Return to Index60

Advance Shipment Notices (ASN) SubmissionProcess61

Advance Shipment Notices (ASN) Submission Process This process step will be used by supplier who are operating from outsideHong Kong. Local supplier’s are not allowed to create ASN in HKJC SupplierPortal. The Advance Shipment Notice (ASN) functionality of HKJC Supplier Portalhelps a supplier to communicate the shipment information to the buyer whilethe goods are being shipped from the premises. It immensely helps thepurchasing organization to estimate the expected arrival of goods which inturn helps to determine whether customer delivery commitments are ontrack or not. The ASN contains details including shipment date, time, purchase ordernumber, item details including cumulative received quantities, attachments(if any), etc.62

Advance Shipment Notices (ASN) Submission Process1Click on ‘iSupplier Portal FullAccess’ link to go to HKJCSupplier Portal Home PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link63

Advance Shipment Notices (ASN) Submission Process2Click here to navigate to“Shipments” section64

Advance Shipment Notices (ASN) Submission Process3Click here to create ASN65

Advance Shipment Notices (ASN) Submission Process455Optionally click herefor specific searchSelect ‘Shipment Due AnyTime’ from List of ValuesClick here to seethe search result66

Advance Shipment Notices (ASN) Submission Process6Select line(s) to add in ASN7Click here to add lines to the ASN67

Advance Shipment Notices (ASN) Submission Process9Click here to enter shipmentheader detailsEnter commentshere (if any)Add attachment ( if any)or split the shipmentlines ( if required)(Optionally) Click here todefault informationentered for this line toother lines of ASN8Enter quantityto be shippedwith this ASN68

Advance Shipment Notices (ASN) Submission ProcessEnter mandatory InformationNote: ‘Freight Information’ section is not required tofill by you.1011Click here to complete‘ASN SubmissionProcess’Shipment Number field should be unique.Shipment Date cannot be later than system date.69

Advance Shipment Notices (ASN) Submission ProcessASN submission confirmationmessage70

Advance Shipment Notices (ASN) Submission ProcessExercise:1. Submit ASNI. Login to HKJC Supplier PortalII. Navigate to Supplier Portal Shipments Create Advance ShipmentNoticesIII. Search for ShipmentsIV. Select Line(s)V. Click ‘Add to Shipment Notice’VI. Enter Quantity and any other line level informationVII. Enter Shipment Number, Expected Receipt Date and Shipment Date atheader levelVIII.Click SubmitIX. Check confirmation messageReturn to Index71

View Receipts, Returns and Overdue Receipts72

View Receipts, Returns and Overdue Receipts HKJC Supplier Portal allows supplier to view the receipts and returns doneby HKJC against their shipment. HKJC Supplier Portal allows supplier to see past due PO Shipments.73

View Receipts, Returns and Overdue Receipts1Click on ‘iSupplier Portal FullAccess’ link to go to HKJCSupplier Portal Home PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link74

View Receipts, Returns and Overdue Receipts2Click here to navigate to“Shipments” section75

View Receipts, Returns and Overdue ReceiptsView Receipts:3Click here to see Receiptsmade by HKJC againstyour Shipments76

View Receipts, Returns and Overdue ReceiptsView Receipts:Enter search condition tolook for receipts44(Optionally) Click here forspecific search5Click here to seethe search resultNote: You can directly click on “Go” Button to seethe status of all the Receipts.‘Organization’ field is for HKJC internal use.77

View Receipts, Returns and Overdue ReceiptsView Receipts:Note: Organization field is for HKJC internal use.78

View Receipts, Returns and Overdue ReceiptsView Returns:3Click here to see Returnsmade by HKJC againstyour Shipment Receipts79

View Receipts, Returns and Overdue ReceiptsView Returns:Enter search condition tosearch for Returns44(Optionally) Click here forspecific search5Click here to seethe search resultNote: You can directly click on “Go” Button to seethe status of all the Returns.‘Organization’ field is for HKJC internal use.80

View Receipts, Returns and Overdue ReceiptsView Returns:81

View Receipts, Returns and Overdue ReceiptsView Overdue Receipts:3Click here to see ‘OverdueReceipts’ against POissued to you82

View Receipts, Returns and Overdue ReceiptsView Overdue Receipts:Enter search condition tosearch for ‘Overdue Receipts’44(Optionally) Click herefor specific search5Click here to seethe search resultNote: You can directly click on “Go” Button to seethe status of all the Overdue Receipts.‘Organization’ field is for HKJC internal use.83

View Receipts, Returns and Overdue ReceiptsView Overdue Receipts:Note: Due Date: This is the need-by date which ismentioned at the PO Line information.Return to Index84

Invoice Submission Process85

Invoice Submission Process Invoice is a summarize list of charges, including payment terms, invoice iteminformation, and other information that is sent to HKJC by you for paymentagainst a Purchase Order. You are not allowed to enter invoice without a Purchase Order using HKJCSupplier Portal.86

Invoice Submission ProcessLogin toHKJC SupplierPortalEnter QuantityOptional: Add AttachmentReview DetailsSupplier HomePageEnterInformationSelect“Finance”Select PO Line(s)Optional: Click on “Add to Invoice” Buttonto add PO Lines to an existing InvoiceClick “Go”Search POSubmit87

Invoice Submission Process2.Supplier Home Page1Click on ‘iSupplier Portal FullAccess’ link to go to HKJCSupplier Portal Home PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link88

Invoice Submission Process3.Select “Finance”2Click here to navigate to“Finance” section89

Invoice Submission Process4. Click “Go”3Click “Go” button tostart InvoiceSubmission Process90

Invoice Submission Process5. Search PO4Enter search Criteria for findPO for which Invoice need tobe created and submittedNote: The search criteria values should notbegin with a “%” or “ ”.Click here to seethe search result5You can enter search criteria values in atleast one of the following fields: PurchaseOrder Number, Purchase Order Date, Buyer‘Organization’ field is for HKJC internal use.91

Invoice Submission Process6.Select PO Line(s)7Click here to proceedfor next step(Optionally) Click here to add“PO Lines” to an existing Invoice6A6Select “PO Line(s)” for whichInvoice need to be createdNote: You can select one or multiple linesagainst same Purchase Order.92

Invoice Submission Process7.Enter Information8.Enter QuantityNote:Invoice Number : Your Invoice NumberInvoice Date : Default today. Cannot bebackdatedClick here to addattachment (if any)8Enter fields above and all fields startwith * are mandatory9Note: You can click the “Add” button to attach anysupporting documents as requested by the HKJC.Each file size should not exceed 160MB. There’s nolimitation on how many files being attached.Enter invoice quantity here againstthe line. This field will have defaultvalue same as value in the field‘Available Quantity’Click here to proceedfor next step1093

Invoice Submission Process9.Review Details12Click here to proceedfor next step11Review here the informationentered during process step 5 to 8Note: Tax entry is not applicable in HongKong. In case there are any tax applicable,it should be covered in the PO.94

Invoice Submission Process10.Submit13Click here to submitthe Invoice95

Invoice Submission Process14Click hereto Create anotherInvoice96

Invoice Submission ProcessExercise:1. Invoice Submission:I. Login to HKJC Supplier PortalII. Navigate to Supplier Portal FinanceIII. Create Invoice With a PO GoIV. Search PO numberV. Select PO Line(s)VI. Click NextVII. Enter Invoice Number & Invoice DateVIII.Add attachments, if anyIX. Click NextX. Click NextXI. Review and SubmitReturn to Index97

Invoices & Payments Inquiry98

Invoices & Payments Inquiry HKJC Supplier Portal allows you to check the online status of your Invoicesand Payments.99

Invoices & Payments InquiryView Invoices:1Click on ‘iSupplier Portal FullAccess’ link to go to HKJCSupplier Portal Home PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link100

Invoices & Payments InquiryView Invoices:2Click here to navigate to“Finance” section101

Invoices & Payments InquiryView Invoices:3Click here for InvoicesInquiry102

Invoices & Payments InquiryView Invoices:4Enter any search condition. Forex: Payment Status “Not Paid”4Optionally Click herefor specific search5Click here to seethe search resultNote: You can directly click on “Go” Button to seethe status of all the Invoices.103

Invoices & Payments InquiryView Invoices:Search Result based on Input ParameterPayment Status “Not Paid”104

Invoices & Payments InquiryView Payments:1Click on ‘iSupplier Portal FullAccess’ link to go to HKJCSupplier Portal Home PageNote: You might not have access of both “iSupplierPortal Full Access” and “Sourcing Supplier” link105

Invoices & Payments InquiryView Payments:2Click here to navigate to“Finance” section106

Invoices & Payments InquiryView Payments:3Click here forPayments Inquiry107

Invoices & Payments InquiryView Payments:4Enter any search condition. Forex: Payment Date From “System Date”Optionally Click “AdvancedSearch” button for specific search45Click here to seethe search resultNote: You can directly click on “Go” Button to seethe status of all the Payments.108

Invoices & Payments InquiryView Payments:Search Result based on Input ParameterPayment Date To “System Date”Return to Index109

Abbreviations110

AbbreviationsASNAdvance Shipment NoticeBPABlanket Purchase AgreementEOIExpression of InterestFYIFor Your InformationHKJCThe Hong Kong Jockey ClubPOPurchase OrderRFIRequest for InformationRFPRequest for ProposalRFQRequest for QuotationRFTRequest for TenderSMASupplier Management AdministratorReturn to Index111

Terminology112

Terminology1. Advance Shipment Notice (ASN): Transaction entered by the supplier thatdetails when and what materials have been shipped by the supplier. Alsoreferred to as ASN. ASN will be created only by overseas supplier’s ofHKJC.2. Agreement: A agreement is a long-term contracts while maintaining flexibledelivery schedules and order quantity commitments.3. Buyer: Person responsible for placing orders with suppliers and negotiatingsupplier contracts and terms and conditions.4. Carrier: A commercial company used to send item shipments from oneaddress to another113

Terminology5. Closed: A Purchase Order status which indicates that the purchase order(line, shipment) has been fully received and fully invoiced.6. Creation Date: The date on which a document ( Purchase Order,Agreement, RFx etc.) is created.7. Deliver on Date: The date the supplier is to have the requested itemsdelivered to customer.8. Effective – From Date: The date from which the agreement will beeffective.9. Effective – To Date: The date up to which the agreement will be effective.114

Terminology10. Expected Receipt Date: The date entered on the Shipment Header tab ofthe Create Advance Shipment Notice page that indicates when HKJCshould expect to receive the material being shipped.11. Invoice: A summarized list of charges, including payment terms, invoiceitem information, and other information that is sent HKJC by you forpayment.12. Notification: Electronic message presented to a user in HKJC SupplierPortal. These notifications can also be sent to a user's email address basedupon the email style preference. Notifications are of two types: FYI (for yourinformation) and Action (user must respond to the notification).13. Notifications From Me: Work-list view that displays all of the notificationsthat came from you.115

Terminology14. Open: A purchase order status which indicates that the purchase order(line, shipment) is acknowledged and waiting for receipts and invoices toarrive.15. Open Notifications: Work-list view that displays all of your opennotifications regardless of type.16. Overdue Receipts: The past due purchase order shipments.17. Paid: A payment status which indicates that the invoice has been paid.18. Payment Status: Current status of payment. Values include: Paid, NotPaid, Voided.116

Terminology19. Payment Terms: The due date and discount date for payment of aninvoice. For example, the payment term ‘CQ-NET30’ indicates that fullpayment is expected within 30 days after the goods are dispatched orservice is completed.20. Purchase Order: A commercial document issued by customer to thesupplier indicating types, quantities and agreed pr

HKJC Supplier Portal Introduction HKJC Supplier Portal sends notifications to you as and when there is an activity performed in the system. For example: Creation of a Purchase Order Publish of EOI / RFI / RFP / RFQ / RFT / Reverse Auction HKJC Supplier Portal allows search the Notifications by category. The