Creation and follow-up of Requests and Workorders (WO’s) in REFIN

1. Creation and follow-up of Requests and Workorders (WO’s) in REFIN • 01/10/2014 Footer

2. Content • Login suppliers • Flows & process in REFIN • Creation of Requests and Workorders (WO’s) in REFIN • Follow-up Requests and WO’s • Requests and WO’s rejected Footer

3. 1. Login suppliers Via Elia Portal : https://srm.elia.be User : VENxxxxxx Password is case sensitive ! With upper and lower cases + numbers. Same password as for SRM (for suppliers who also submit pro forma invoices via SUS-process). This password is unique for one supplier, but several persons can treat different purchase orders in the tool REFIN ! Footer

4. 1. Login suppliers Via the Elia website, page “Suppliers” : http://www.elia.be/en/suppliers/information-and-tools-for-suppliers User manuals are also available. Footer

5. 1. Login suppliers • Internet options • Internet Explorer > 6.0 (Compatibility view) • Deactivate pop-up blocker • Add the site “elia.be” in our “authorized websites” Footer

6. 2. Flows & process in REFIN Footer

7. 2. Flow in REFIN for the Requests for invoice OPA : Operational Project Assistant. Footer

8. 2. Flow in REFIN for the workorders (WO’s) Footer

9. 2. Process in REFIN • As soon as a purchase order is approved, the supplier receives an e-mail with the PDF of this PO (or change order) and its attachments. • The contact person for REFIN for this supplier also receives an e-mail, after parameterisation step, when the PO is ready for submitting Requests for invoice or Workorders (WO’s) in the tool REFIN. • This person can be different from the one who received the PO by e-mail. • The PO is then automatically ready in the tool REFIN. • After carrying out works, you may • submit “Requests for invoice” on the base of the invoice modalities specified in the PO. • submit “WO’s” on the base of a project leader’s requirement for extra works not yet covered by the PO. Footer

10. 2. Process in REFIN • After submitting a Request for invoice or a Workorder (WO) you will receive an e-mail after approval or reject of these requests : • Mail related to the approval of a Request for invoice is the signal allowing you to invoice. • Mail related to the approval of a WO means that this WO is accepted and will be regularized later in an official change order to the PO for these required and accepted extra works. • As soon as the change order is made, you may submit a Request for invoice and afterwards send you invoice (after approval of this Request). • Mail related to the reject of a Request / WO means that you have to adapt or delete this Request / WO. You can treat this Request / WO from the rejection mail or at any moment from the list “Overview Request for Invoice” (see points 4-5 hereafter). Footer

11. 3. Creation of Requests and Workorders (WO’s) in REFIN Footer

12. 3. Creation of Requests and WO’s Click on the 1st menu “Create confirmation”. Log off Changing the language Footer

13. 3. Selection of the purchase order Fill one or several criteria's for searching a PO. Without criteria's you’ll receive all the PO’s for REFIN (R) and SUS (S). REFIN-process doesn't take into account the item level of a PO. As a result you may choose any PO-item. SUS-process take well into account the item level of a PO ! The pro forma invoice will be linked with this PO-item. Footer

14. 3. Selection of the purchase order • If you don’t find you PO, there are 3 raisons : • The PO wasn’t customized for the REFIN-process. • The PO is modified (change order for value increase for the requested supplements) and is still in approval to Elia. • The PO is closed. • Take then contact with the OPA or Purchasing Support. Footer

15. 3. Selection of the purchase order Select the appropriate PO and click on “Create Confirmation” Footer

16. 3. Creation of Requests and WO’s Click first on “Edit” in order to create a Request or a WO. 2 tabs : the 1st one for the Requests for Invoice and the 2d for the Workorders (WO). Total = total submitted (excl. status Deleted and Rejected). Open amount = Net value PO – total approved. Goods receipt = Requests approved and posted. Invoice receipt = Invoices posted. Footer

17. 3. Creation of a Request for invoice Your own reference for the Elia PO. Click on “Add” in the tab “Request for Invoice” to create a Request. Footer

18. 3. Attachments Fill the value and description. Add all the needed attachments and proofs. Footer

19. 3. Save a Request for invoice Click on “Save”. • If you submit a Request exceeding the open amount of the PO, you‘ll receive following error : Footer

20. 3. Creation of a Workorder (WO) Click on “Add” in the tab “Workorders” to create a WO. Remark: a WO can be created separately or at the same time with a Request. Footer

21. 3. Creation of a Workorder (WO) Fill the value and description. Attachments to a WO are added on the same way as for a Request by the arrow on the left. Footer

22. 3. Creation of an estimated Workorder (WO) For an estimated WO, tick also the box “Estimate”. Footer

23. 3. Creation of a WO to regularize an estimated WO As soon as the works are carried out and the final value is known (e.g. 5.623 eur), you create a new WO for the price difference (623 eur) to regularize the estimated WO (5.000 eur) and you make reference to the estimated WO. Footer

24. 3. Save a Workorder (WO) Click on “Save”. Footer

25. 4. Follow-up of Requests and Workorders (WO’s) Footer

26. 4. Follow-up of Requests and WO’s Click on the menu “Overview Request for Invoice”. Footer

27. 4. Follow-up of Requests and WO’s Fill one or several criteria's for searching PO’s, Requests or workorders. Without criteria's you’ll receive all the PO’s for REFIN. Choose one of several status (Ctrl-key) to limit the list of Requests (R) and/or WO’s (W). Without status you’ll receive all the Requests and/or WO’s, regardless of the status, that comply with the criteria’s. Click on “Apply”. Click on “Clear” to erase the criteria’s. Footer

28. 4. Follow-up of Requests and WO’s Export to Excel Footer

29. 4. Creation of a variant Adapt the lay-out of the list Footer

30. 4. Creation of a variant 2. Give a name to your variant that can replace the “Standard View”. 1. Adapt the order of the columns 3. Click on “OK”. Footer

31. 4. Creation of a variant Lay-out of the list is adapted with your own variant. Footer

32. 5. Requests and Workorders (WO’s) rejected Footer

33. 5. Requests and WO’s rejected Choose or not the document category (R or W) with status “Rejected” and click on “Apply”. Click then on the Request/WO-number in the list. Footer

34. 5. Requests and WO’s rejected Click on “Edit” to adapt (or delete) a Request or a WO. Footer

35. 5. Requests and WO’s rejected Adapt the value (+ possibly the missing attachments) and save, or delete the useless Request/WO. After adapting and saving, the Request/WO is once again sent for approval to the Project Leader. Rejection comment of the Project Leader or the OPA. Footer

36. Need help ? • Purchasing Support • Nathalie Sarlet + 32 2 546 77 64 Nathalie.Sarlet@elia.be • Lorenz Sunt +32 2 546 79 54 Lorenz.Sunt@elia.be • Kevin Rymenants +32 2 546 77 87 Kevin.Rymenants@elia.be • Nancy De Smet +32 2 54676 83 Nancy.Desmet@elia.be Footer