Are we no longer using the OLV/GXS website?
Once you have been converted over to the new portal you will no longer utilize GXS OLV. The Procure to Pay process is managed completely via the Supplier Order Management Portal (order issuance through order payment), this will put the PO management completely in the suppliers hands. The new application provides a tremendous increase in functionality that our suppliers will find very beneficial.
Is there individual portal training available?
We do not have formal training sessions as the online guide is very user friendly & tutorial videos are available. The guide will take you through each procedure, step-by-step in addition to detailed screen shots. However, if you should have any questions the Integration Center is available to assist you and can provide demos/training as needed. IntegrationCenterfirstname.lastname@example.org
How do I change my password?
Choose PROFILE in the top navigation toolbar and add the new password and submit by clicking on UPDATE ONLINE PROFILE
Who will receive the daily email notification? Who will this be coming from in the event we need to contact someone with any questions?
The site Administrator will receive the daily notification email, in addition to those the adminstrator has requested to be copied. The email will be coming fromStrategic.email@example.com,this email is not monitored so any questions need to be directed to the Integration Center @IntegrationCenter-B2B@amway.com.
You can update who receives the daily email notification by accessing Master Supplier Data, drop down choose Supplier Address Book. Review the Supplier Company Email(s) for each vendor # under your account to view/edit email addresses.
Can I change my User ID?
Unfortunately we are not able to re-issue a new id as it is directly linked to your profile.
In the Printed PO, the order date is incorrect.
The order date on the printed PO is in real time. This is by design due to the constantly changing statuses of the po lines. One of the benefits of this feature is that it will also provide a time line as far as representing the current version of the po at the time of printing.
Suppliers Score Card – are there any changes with the new portal for the Supplier Performance Scorecard including those that are split into collect and prepaid?
At this time the metrics for the Vendor Score Cards will remain the same.
Where are the Certificates of Analysis (CoA) sent?
A Certificate of Analysis is required for each unique lot received at our facility and should be attached to the shipment, sent with the shipping documents AND a copy should be EMAILED toRMCOA@Amway.comfor Nutrilite shipments andINCCHM@Amway.comfor Ada shipments. Please include the lot number, manufacturing location and date of manufacture on the CoA. Please confirm that the CoA and the material being shipped are in alignment with the current revision of the ABG specification, as indicated above. Shipments not in compliance with these requirements will negatively impact your supplier scorecard and may influence future business opportunities with ABG.
I was told that I submitted a date incorrectly, how can I validate that I am using the correct format?
Go to your User Profile via the top link bar and select the date format that you prefer to enter and see all dates in the Portal.
U.S. Format (default) MM/DD/YYYY
European/Intl Format: DD/MM/YYYY
**If no format is selected, the U.S. format will default.
My company name is changing. Who do I need to work with to get this done?
Supplier needs to work with their buyer on this. The buyer has to go through a change control process which includes updating all the item specs to the new company name. When that process is complete, the buyer will ask the Address Book team to change the vendor address numbers to the new company name.
What is the time frame to receive a revised PO after submitting a price change form?
There is no set time standard as it depends on the amount, as well as how many approvals the change has to go through. Because of the necessary approvals, it is very important to submit a price form as soon as possible so that your Buyer can initiate the approval process.
I am experiencing issues with pricing not being current
Be sure to utilize the comment section of the price change form to communicate specific pricing information, for example “this price change is effective from this date forward”, “this price change is effective for this PO only”, etc
Is it necessary to complete the “Price Change Request Form” through the portal as well as contact the buyer as the user guide states?
Yes, submit the form and contact the buyer directly. Also, please inform the buyer that the price change form has been sent through the portal.
M Line inquiries: should there be a new Misc-Sample form for every sample or is the new information added to the original form? And then continue to add for each time a sample is sent?
If you are submitting a request for an “M” line at different times then yes, the previously requested “M” lines will be displayed on the form.
There are 2 options: Revise the current “M” line OR create a new line for the new “M” line information. Also, there is a comments/remark section at the bottom of the form where it can be explained what needs to be done, in example
– this replaces the existing “M” Line
– this is a revision to the existing “M” line
– this “M” Line is an additional “M” line
M Lines, do they need to be acknowledged?
Suppliers do not need to acknowledge Misc Lines, it’s only there as reference and an email notification will be sent to the supplier once M lines have been added to a PO and are available to be invoiced. Supplier can see any Misc Lines on a PO in the PO Inquiry screen.
How does Amway know if a ship available date or quantity amount has changed after the supplier revises an order?
When revisions are made to the PO line they are recorded two ways: in the PO line’s comments section and are also captured on a daily report that is emailed to the ABG PO originator.
What should be done if my Purchase Order is missing a Ship From and Promised Ship Available Date (also, how to delete a ship from location)?
Utilize the Ship From Pick up location request form within the PO Acknowledgement/Revise PO. With this form, you can use the comment field to inform the Amway buying team that the Ship From location is not correct for the particular item/order. Utilize this form also if a ship from location is no longer active. In addition, you are able to choose the correct ship from location (if the correct one is setup) using the “wand” feature. However, the Ship Available date will not automatically calculate when you choose a New Ship From address if the date was originally blank. If the Ship Available date is not known, please submit a Request Pick Up form and use the comment feature to notify us of missing Ship From & Ship Available date. If you are experiencing many issues with incorrect Ship From locations please create a list of items and their coordinating ship from locations that you can send to your Amway buyer in order for us to correct & update the setup.
Can I make other changes to PO, i.e. qty, date while waiting for a price change to come back without having to acknowledge the PO?
No, you will need to wait until the price changes have been approved and updated on the PO. Then you can go in and make any other necessary changes to the PO and acknowledge.
Is it OK to increase the qty by a much larger amount?
Yes, you can increase the qty on a PO. The planners and BAs get the acknowledgement reports and the planners should be reviewing any qty or date changes. If they have any discrepancies or questions they will be in contact with you about those changes made.
What is the requested ship available date?
The requested ship available date is what Amway originally ask for, as this may change. So if you changed the ship available date it will not match the requested ship available date. If you have further questions about ontime metrics your buyer can explain this a little more in depth.
How do I request a new Warehouse Pick up address?
Please complete a PO ship change form, the link to this form can be found by selecting the appropriate PO in the Acknowledge PO or Revise PO screen. Select the wand next to the ship from address, then select the link “Click Here to complete PO Ship change form for any new address”.
If this new address is for future shipments & impacts multiple items, please be sure to list all applicable items in the comments section. If additional open PO’s are impacted & also need to be revised with his new address, please also list these Open PO numbers in the comments.
I cannot find my PO to take action on?
The default search criteria in the PO Inquiry screen looks at PO’s placed 6 months prior to current date up until the current date. When searching for a particular PO#, remove the order date from & to filter, search for your PO# and hit FIND. If the PO shows up, it means the PO was placed 6 months ago or has a future order date. If the PO has an incorrect order date (like a future date), please contact your Amway Planner.
Will all confirmations for shipments come through the portal? Or will there be an email notification?
There will be an on-line confirmation report that can be printed at any time once the shipping request has been submitted. Once a carrier has accepted the load and we issue a trip number, the portal will be updated with this information and an email alert will be sent to the individual that originally submitted the request. The email will also contain all the shipment details.
In reference to oversea shipments, will the request for shipments have to be created through the system or will they continue to be taken care of as they are today (email information and wait for email confirmation and numbers)?
At this time, oversea shipments will continue to be taken care of as they previously were. The request for shipment should be created for domestic, collect purchase orders only.
If a supplier ships using an Amway carrier, are they still required to give 2-5 business days notice from the ship available date to be considered “On Time”?
The routing guide requests that a supplier give 48 hours notice prior to the ship available date to request routing. Suppliers are measured according to the Ship Available date not the date the shipment is picked up by our carrier.
How do we know if we are a Supplier that will need to create a Shipment Request in the Supplier Portal?`
If you are a supplier that is issued COLLECT purchase orders AND you receive Shipment request notifications from the portal, then your company will need to create a shipment request in the Portal.
If during the pick up request function it is determined the order quantity and shipping quantity do not match, does the order quantity need to be revised?
Supplier’s need to acknowledge the PO quantity that they will need a pick up request submitted for. If the supplier can not produce the majority of the quantity on the date they acknowledged, splitting out this quantity with it’s new date is an option in either PO module: acknowledgement or after acknowledgement via PO Revision. The pick up request submission is allowed for only one shipment, so if this split is not done ahead of time, the remaining balance on the PO will not be able to be picked up by ABG. These quantities should match though there is a small tolerance built in to allow the pick up request if the actual production quantities vary.
Canada ship from locations
Canadian suppliers inbound to the U.S. follow the same process as North American suppliers if the purchase order freight terms are COLLECT.
How do we handle multiple orders on a shipment, truck.
Multiple PO’s can be submitted on one request, this is preferred. Include all orders on a shipment request that will fit on a truck for the same day, from the same ship from location. This is also true for mulitple less than 150 lb shipments, combing these types of orders will require a TL/LTL request to be created.
Can a new shipment request be added to an existing request, can it be modified or deleted?
No, a new request will need to be created, however make note in the comments area advising that the current shipment can ship with po# XXX, request number XXXX. Once a request has been submitted it cannot be modified or cancelled within the portal. You will need to call Transportation and manually communicate the change or cancellation.
Does the trip# or the request # need to be referenced on the BOL?
It is preferred that the trip number is handwritten or a copy of the shipment request is attached (this can be printed from the portal), on the BOL so we are able to process the receipt accurately, and more efficiently.
How are *OP items handled for Transporation?
Orders that contain items with the extension “*OP” will not require shipment requests submitted through SOMP; instead they will need to be called in. These orders WILL NOT ADVANCE into the transportation area of SOMP, therefore will not be available to create a shipment request for. Suppliers WILL NOT receive a shipment notification for PO’s with *OP items. Also, there should not be any instances of an order with both *OP and regular items. Planner needs to provide supplier with cross ref # (SW/OW)
An order has already shipped, however, the email notification is indicating a shipping request needs to be created in the portal.
Do not create another request. There are a couple of reasons why this may occur, please contact the Integration Center and they will be able to take care of the issue on your behalf.
What is the process if a supplier direct ships orders?
If there is a direct shipped order do not request a shipment pickup in the portal. This process should be handled as it was prior to portal. Also, a pick up request notification should not be sent. The PO’s are managed via communication with the Amway Planner as was process before, once the Planner knows the goods are ready to ship they will bump the status to be able to be received and invoiced.
It is not clear on the “Air Freight” section, who determines whether or not air freight charges are authorized. When shipping via “FedEx Air Freight”, will Access Business Group provide the FedEx account number? FedEx does NOT ship air freight as “colle
Air freight is not managed in the portal or in our transportation planning system. The Planner will determine if freight needs to be expedited and will submit a form to Transportation. Transportation will then contact the supplier and arrange everything manually.
When creating a shipment request, in the detail section, the portal is not allowing any input into the promised delivery date field.
This field must be auto-populated and in grey font color. If not, please verify that ADD TO REQUEST is being selected before selecting NEXT in the previous screen. If this has been done, and the field is still blank the Promise Ship Available date is past due. In this instance the order needs to be revised and the date changed to reflect when the shipment will be ready. Once this had been completed the shipment request can be created succesfully.
The print option on the shipment confirmation received via email does not work.
We are aware of this issue and will be addressed in our next version. In the meantime please use the print option in the portal.
How do we handle hazardous shipments less than 150 lbs
Fed Ex does accept hazardous shipments, please be sure to label the package(s) correctly.
What has to be done if a carrier arrives to pick up a shipment and it is not ready?
If the freight is not ready when promised, notifiy the Integration Center. The order will need to be modified and the status changed. Once this has been completed the order will need to be re-acknowledged and a new pick up request submitted. The delay may affect your on-time scoring.
What is the temperature setting in shipment details used for?
The temperature setting relates to the necessary tempeture needed while the load is in transit, not storage.
If I have a concern regarding a missed pick up, what should be done?
Please note that the Ship Available date is not an appointment date/time for our carrier. After a shipment request has been submitted the confirmation will state the pick up dates in the ship window field. Based on when product is due to Amway, it sometimes takes a day or two to get the freight routed. Our carrier will usually call and schedule a pick up time. Unless we have several days lead time, this typically will not be the same as the Ship Available date/time you entered.
How do I arrange a Fed Ex pick up without the Amway account number?
When filling out the Fed Ex Ground Collect form, select the box for Billing Details, when in Bill Transportation choose “Collect Authorized Ground Account Only” from the drop down list. If you do not have that choice in the drop down list you must contact Fed Ex Tech line at 1-877-339-2774. They will be able to set this up for you, it will only take a few moments.
Attached is the chart for calculating cubic feet. Please open up this attachment by selecting the blue question link and then selecting the Cube Calculation chart.
These calculations are for standard 48 x 48 x 48 pallets on a 53′ truck–max cube is 3,380. There are varying pallet sizes, so when “single” is selected and a value of 30 is in the Total Pallets field, it will not return a value. If you are shipping a full truck, you can manually enter 3,380 in the field or calculate the cubic dimensions by multiplying the # of pallets x 130 (avg cube/pallet). When double-stack is selected, the pallet quantity has to be divisible by 2. Based on the quantity shipped that is entered for each PO/line selected, the total pieces will sum and populate the Total Pieces field. This is based on the purchased unit of measure. If the pieces total 300,000 eaches, for example, and this equates to 25 cartons, you can override the 300,000 with a value of 25. <a href=”/wp-content/uploads/2019/09/Cube-Calculation-Chart.jpg”>View Chart</a>
How long does the shipment information stay in Transportation?
We currently have no purge criteria, so history will remain in the system. Requests are displayed in descending order, so the most current information will be at the top of the screen.
My Shipment is less than 150 lbs, what do I need to ship via FedEx Ground Collect?
There are no special account setup requirements for the FedEx Ground COLLECT shipper. All you need is a FedEx account number and electronic shipping technology, such as FedEx Ship Manager at fedex.com. You can also order printed FedEx Ground COLLECT labels from FedEx Customer Service by calling 1.800.GoFedEx 1.800.483.3339.
To view more commonly asked questions regarding the use of FED EX Ground Collect, please open the attachment or select this link:<a href=”/wp-content/uploads/2019/09/Fed-EX-Ground-Collect-FAQ.doc” download=”Fed Ex Ground Collect FAQ”>Fed Ex Ground FAQ</a>. <a href=”/wp-content/uploads/2019/09/FedEXGround_FAQ.doc” download=”Fed Ex Ground FAQ”>View More</a>
If shipment weighs less than 150lbs but is freezable and could be damaged if shipped FedEx ground collect, how should this shipment be handled?
Supplier should submit a normal shipment request and Transportation will find a carrier for this.
If supplier is not using pallets, what do they put for total pallets? What do they put for cube?
Supplier would enter 0 for total pallets. For cube they would use the cubic feet chart and determine what it should be if they were to put the product on a pallet. For example, how many cartons could fit on a pallet.
Supplier has a new pickup location to add but has no PO to access form to submit, how should they go about requesting this information?
Supplier should reach out to their who will then need to put a request in to have it setup.
Can I submit Credit Memo’s through the Portal?
What is my BOL number?
The BOL number listed on your invoice should match the document number sent with the shipment.
PO’s that have been invoiced are still appearing under the Create Invoice radio button as if they still need to be Invoiced? How can I tell for sure that the invoice has been submitted correctly?
Invoices will appear as if they still need to be invoiced, even though you already have submitted the invoice. Unfortunately, they will continue to be seen in this manner. Because of this you will need to be careful not to invoice more than once on the same PO as it’s easy to do so. You will need to keep a log in your system for the POs you have already invoiced. If you are uncertain if a specific po has been submitted, you can go into ‘Payments’ and see the payment status which will indicate at what point in the process your invoice is in (if it has been submitted). Our team is aware of this issue and recognizes it is a much needed improvement to the system, we are hoping to make improvements in the very near future.
How is an order invoiced if there is an incorrect price?
Pricing discrepancies should be taken care of during the acknowledgment process using the Price Change Request Form provided at the line level. The form can also be submitted via a PO Revision. Please contact the Buyer directly if the PO does not display the correct price prior to attempting invoice submission. Portal invoicing will not allow for a different price than what is contained on the PO. Supplier should let their Buyer know that they had submitted a Price Change Request Form via the Supplier Order Management Portal.
If a payee address is incorrect how is this taken care of?
How are differences between shipped quantity vs.PO quantity handled at the time of invoicing?
You are able to invoice for the amount that was shipped if it is different than the PO ordered amount within a reasonable tolerance.
Sample charges, previously these charges were sent utilizing the miscellaneous charge on invoices.
Contact your buyer requesting to have a new line item added to the PO for the sample. A revised PO will be generated and an email notification sent.
Can I print my Invoice?
At this time there is no functionality within the portal to print an invoice. This will most likely be added as an enhancement in future improvements to the Portal.
Utilize the Print option in your Web Browser (File>Print) or your PC print screen functionality.
I forgot to add the VAT tax to my invoice, how do I correct this invoice if I have already submitted?
You are unable to correct or fix an already submitted invoice. However, please just invoice on that same PO & Line number with just the VAT tax and a zero quantity invoiced. Please put an A at the end of your invoice number as our system does not allow duplicate invoice numbers to be submitted.
How do I invoice for Mulitple PO’s that were shipped together and therefore have the same Invoice #?
You will need to invoice for the PO’s separately in the Portal. For each additonal PO that has the same invoice #, add a suffice of A,B,C, etc to the end of the Invoice number. Example: PO 1 will have invoice# 123456, PO 2 will have invoice #123456-A, and PO 3 will have invoice #123456-B,etc.
Can a supplier submit multiple invoices for a PO line?
Yes, a supplier can submit multiple invoices for a PO line. What they have to do is input the actual quantity they are invoicing for. The POs to invoice quantity will not reflect what has been invoiced, it will still show the order quantity.
Who do I speak with if our company is switching banks?
When Invoicing by line can I submit my invoices at seperate/different times?
Yes you can. But please be aware that when you go back to invoice at a different time your other lines that you may have already invoiced for will still be visible. So its important to keep track on your end for which ones you have already invoiced for.
Qty on PO needs to be revised but has already been received. How should I go about invoicing this?
Supplier should enter in the qty that they shipped when submitting their invoice in the qty invoiced field , even though the qty ordered field will still show the original qty.
When is a PO available for invoicing when shipping to Expeditors? Can supplier put something else in the BOL field if they do not have a BOL# yet when submitting invoice?
The supplier should invoice when the goods are shipped. Most of the time the supplier will have the BOL at shipping time.
Entering an invalid BOL could delay payment, the BOL is used for matching the invoice to the receipt transaction. So they could enter invalid information, but it may cause a delay.
What is the process for invoicing an order if the price is not correct on the purchase order at the time of creating the invoice?
The supplier cannot create an invoice for a different price. The unit price on the Invoice is going to match the PO and cannot be changed in the Portal. The supplier should contact their Buyer and work with them to resolve the price discrepancy.
Pricing discrepancies should take place at the time the order is acknowledged using the Price Change Request Form provided at the line level. This will be sent to the buyer for review and approval. An approved price will be communicated via a PO Revision.
My screen keeps spinning after I click in the Total pc/qty field, why?
Not sure why that happens. We are looking into it. To bypass that, do not click or tab into this field. Enter your gross weight, then pallets, and click into cube.