The Supplier Portal - European Centre For Disease .
The Supplier Portal.How to Send an Invoice Through the PortalSupplier Portal e-Invoicing, which allows the authorised suppliers registered in thesystem to list and view all their invoices/cost claims and related documents exchangedelectronically with the European Administration, and to create and send newinvoices/cost claims to their customers.Prerequisites-You must have an EU Login account to be able to log into the e-PRIOR Supplier Portal. You cancreate one at https://ecas.ec.europa.eu/casSend Access Rights Sheet to customerMicrosoft Explorer version 6.x. and above.1. THE PORTAL-Link to supplier portal: https://webgate.ec.europa.eu/supplier portal toolbox/welcome/welcome.do?You log in with your EU Login account. If you do not have one you can get one by clicking on“Create an Account” underneath the login and lost your password buttons.1/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
2. CREATING AN INVOICE2.1. Opening a new invoiceOnce logged in the portal, the default page shows the “Sent” tab where you can see all your invoicessent through the portal.The numbered sections below showcase:1-234-The tabs “Inbox” (for documents received by your customers), “Sent” (invoices and creditnotes sent to your customers) and “In Preparation” (Where you will find your invoices &credit notes saved drafts).The area where you can filter the documents to be displayed by time-period.Allows you to search specific data and restrict number of displayed documentsLists all invoices or credit notes corresponding to the display criteria.To create a new invoice, you can:1.2.Click on “Create Invoice” (Upper right corner) button on Default PageClick on “Copy” link from any invoice on the “Sent” tab to create a new invoice withinformation of the invoice you clicked.2/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
2.2 Filling-in your invoiceThe invoice creation has 4 steps in four different screens. In the first screen, “Select Supplier” you willselect your organisation.2.2.1 Select the SupplierIn this section, as shown in the figure below, you will fill your company detailsA. Supplier Company DetailsIn this area, start by selecting the appropriate supplier (consortium) in the drop-down list box.B. Supplier ContactThis area contains details about the supplier contact person.C. Payment InformationThis area allows you to define how you want the invoice to be paid.3/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
2.2.2Select CustomerIn this screen (i.e. Select Customer) you input the information about your customer (e.g. ECDC).D. Customer Accounting DetailsThe content of the Customer Identifier field is prefilled depending on the option selected in the firstdrop-down list box.E. Customer Accounting ContactThis area is used to enter the contact information of the customer4/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
Select Receipt advices2.2.3Invoice FormIn this screen (i.e. Invoice Form), you input the information about the invoice in question you are goingto send.5/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
2.2.3.1. Invoice TypeThis is the area where you select if you want to create either a commercial invoice or a cost claim.2.2.3.2. Invoice DetailsAttachments: You can attach files having the following format: PDF, TIFF and XLS. Trying to attach afile with another format will trigger an error message. Also, note that you can add a maximum of 20attachments per invoice, with a size limit of 5 MB per attachment.2.2.3.3. Filling in the Invoice LineThe application allows you to add, remove or edit invoice lines. The application displays a summary ofthe existing lines in a table format, including the VAT Amount.2.2.3.1. Line DetailsWhen you fill in the first line of the invoice (no invoice lines are yet displayed in the summary table),the application opens an empty Line #01 Details area.6/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
2.2.4 Confirming the Invoice Data EntryWhen you have finished entering all the required Invoice details in the three first screens of the wizard,navigate to the next (and last) wizard screen (Confirmation) to review all entered data. All fields in theConfirmation screen are read-only. If you notice data that needs to be changed or that is missing, it ispossible to edit the entered information via the "Edit" link appearing on each blue panel which will send theuser back to the corresponding tab. Once you are happy with all the details, you can click “Send” or “Save” tosend your invoice, or save it as a draft.7/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
E-INVOICING SUPPORTIn case of business or technical issue with e-Invoicing (bug, down time, question, etc.), theEuropean Administration has set up dedicated support teams that can be contacted by e- Invoicing users.1. The Commission Central Helpdesk should be contacted by email (ec-centralhelpdesk@ ec.europa.eu) or –for urgent issues– by phone ( 32 2 29 58 181) for application issues such as: Questions on how to use the e-Invoicing module; Functional problems or errors; Improvement suggestions and change requests.2. For questions on the process of establishing a specific invoice, contact ECDC at E-Invoicing@ecdc.europa.eu.3. For questions relating to a framework contract itself (such as consumption,competition, renewal, duration and execution etc.), contact ECDC at E-Invoicing@ecdc.europa.eu.8/8European Centre for Disease Prevention and Control (ECDC)Postal address: Gustav III:s boulevard 40, 169 73 Solna, SwedenPhone: 46 (0)8 58 60 10 00Fax: 46 (0)8 58 60 10 01www.ecdc.europa.eu
www.ecdc.europa.eu E-INVOICING SUPPORT In case of business or technical issue with e-Invoicing (bug, down time, question, etc.), the European Administration has set up dedicated support teams that can be contacted by e- Invoicing users. 1. The Commission Central Helpdesk should be contacted by email (ec-centralhelpdesk@ ec.europa.eu) or –
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Single Supplier Scorecard (SSS) What is Single Supplier Scorecard (SSS) Single Supplier Scorecard reports the performance of the supplier. Internal user can select one of the Supplier Name for Single Supplier Scorecard. External user, the Supplier is pre-assigned to the dedicated Supplier. Supplier
SUPPLIER PORTAL REFERENCE GUIDE 1.0. Overview About this Guide This guide is intended for use by those with B2P access to use the Supplier Portal including supplier searches, supplier invitations, supplier requests, and supplier maintenance requests. About Our Learning Objectives
