Self Service Portal with Chatbot functionality

1. Self Service Portal with Chatbot functionality • Chat Bot • User friendly option to get your invoice status • Real time response • If you are not able to find the status only then tickets should be logged • VVI : Self Service Portal • Review the status of your invoice at your end. • Real Time response • Tickets logged has lead time of 2 days hence suggest to access chatbot and self service functionality

2. Leverage the benefits of technology chat bot and self service portal to have answers for all your question against your invoices. To have the best experience with the self service tool click the below URLS : If you are our existing active user, Enter your credentials on this link : For Login to VVI>> If you do not have access to VVI portal: Follow simple steps to request for access : Request for access

3. VVI Chatbot User ManualScope:This document illustrated the basic definition and features of the VVI Chatbot, and also defines the way in which the end users can interact with the chat application.Definition: The VVI Chatbot is an automated chat application to assist the end users to answer a few basic questions and to perform basic operations as explained below. Application Overview:The VVI Chatbot is located in the bottom right corner of the VVI Website, as shown below. New functionality : Chat bot

4. Access new functionality Chatbot: The user can also click the chatbot icon on the right hand side corner.

5. Access new functionality Chatbot: Or the user using IE can click on the Chatbot link at the left pane as shown below.

6. How to minimise/hide the VVI Chatbot: • Click the chatbot link again • Click anywhere outside the site • Click on the chatbot icon Features Supported: • Following are the features or the categories/topics the VVI Chatbot can support on • Get Invoice Status • Get payment details • Deduction copies • Contact accounts payable • How to log a case with Contact centre • Get VVI Access • VVI instructions • Update bank/supplier details • Greeting/Thank you • Unknown questions

7. Feature 1: Get Invoice Details1. Click on the button Get Invoice Details

8. 2: Then type vendor ID – for the suppliers, the chatbot will not be asking the vendor IDEx: 184518

9. 3: Then the user has three options to go ahead with the transaction a. By Invoice Number: can be used if the user has the invoice number b. By start date and end date: in case if the user has date range of the invoices to be fetched c. Get default list: if the user is interested fetch last one year’s invoices and display the top 5 invoices and also give a link to download the full list

10. Feature 2: Get Payment Details1. User may either can type – need payment details

11. 2. Then type the vendor ID and click submit (the vendor ID will not be asked for suppliers)

12. 3. The user shall click either yes or no depending on, whether he has the payment number handy or nota. Yes: the user shall be prompted for Country and Company, then for payment number and payment year

13. b. Then user provides the required details, the data is fetched as shown below.

14. C. No: If the payment number is not available, then the chatbot prompts the user for the invoice number, as shown below

15. Feature 3: Get Deduction Copies1. The user can type – Need deduction copy2. Then Chatbot shall prompt the user for country and company code as shown below

16. 3. Then the user needs to provide the Reference number as shown below

17. Feature 4: Contact accounts payable1. Here, shall just type need contact accounts payable2. Then user shall prompt for country

18. 3. Once user submits, then the chatbot shall provide the link for contact centre page as shown below

19. Feature 5: How to log a case with Contact centre1. the user can type the question ex: how to log a case and get the following response

20. Feature 6: Get VVI Access1. The user can type the question ex: how to get VVI access and get the following response

21. Feature 7: VVI instructions1. The user can type the question, ex: I need VVI instructions2. Chatbot shall help the user in the following three options, as shown below

22. Feature 8: Update bank/supplier details1. The user shall type – need to update bank details2. Chatbot helps the user with contact centre link as shown below

23. Feature 9: Greetings/Thank You1. The user can thanks the chatbot and get the following response

24. 2. User can also greet (hi, hey, hello), as shown below

25. Feature 10: Unknown questions1. For any unknown questions like below, the chatbot has the default response as shown below. (help me with my orders) is an unknown question

26. Choosing the correct details Choose the Volvo company for which invoices concerns (specified in invoice/bill to address)

27. Choosing the correct details Remember that you can choose different „Invoice Staus” from the drop-down list. If you are not sure about invoice date etc. it is better to leave these sections empty.

28. Invoice is missing Ifthe invoice which you are looking for is missing you can easily create a case. 1.Write the correct invoice number and press button

29. Invoice is missing 2.

30. Invoice is missing 3. The chosen invoice number will be automatically connected to the pop-up form.

31. Invoice is missing 4. Choose the correct „Type of issue”. Please do not forget to fill the essential areas marked with *. When all the neccesary details are added press button „ Submit”

32. Invoice is missing 5. Now the case is created and sent to the respective team for investigation. Once the case is resolved we will send an information to the given e-mail adress Acknowledgement upon logging the ticket.

33. Blocked invoices 1. Choose „Invoice status”  „Blocked”

34. Blocked invoices 2. If you want to add a particular invoice to the case you can click the button then the chosen invoice will be automatically connected to the form

35. Blocked invoices 3.

36. Blocked invoices 4. If you want to add any document for example a credit note you can do it by clicking the button „Browse”. Then you can attach a document which is saved in your database

37. Paid invoices If you have any question regarding paid invoices please follow the below steps

38. Paid invoices • To understand the remittance details please click on payment number.

39. Paid invoices 2. If you have any more questions about payment click „here” 3. The form to create a case will come up.

40. All categories of invoice’s status No matter which type of issueis selected you can easily add the particular invoices to the case

41. All categories of invoice’s status If you have a question regarding more than 5 invoices or if the invoice which you are looking for is missing you can always click the below option and then press „Create Support Case”

42. All categories of invoice’s status The entry form will come up

43. All categories of invoice’s status If you would like to go back to the main page you can click Portal will automatically turn to the first page.

44. Changing of the supplier’s information If you want to change the e-mail adress in our database you should go to bookmark called „Supplier information” To change the e-mail adress click „here” marked in blue Then the form will come up.

45. We hope that our new version of VVI will help you easily create cases and hence smoothen our cooperation. The new version of VVI isflexible and you can create cases from almost all parts of the portal. In case you have any more questions you can always call our Contact Center and our agents will support you.