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Supplier Portal - online help

 

About the portal

Contact

Technical requirements

Manual

Quick help

In case of problem downloading documents



 

About the portal

The Henkel organization has been examining the basic processes of its business activities with a view to standardization and optimization. One of the developments resulting from this is our new Web platform, the Supplier Portal. This gives you simple and convenient access to supply chain and payment process information. Time-consuming communication by fax, mail or telephone can now be replaced by Internet technology.


The Supplier Portal can provide you with information from two areas.

On the one hand we can now satisfy the information demands of suppliers in relation to the tracking of VMI processes. Depending on their user rights, we can display:

  • Forecast
  • Silo/Tank-Replenishment
  • Consumption
  • Inventories
  • Goods receipts
  • Purchasing documents
  • Technical descriptions

You can use this information to support your marketing and production processes. Online support, print output, XML download and Excel download functions are available to help you to process the report results.

We can clear you for the VMI reports in return for an annual fee of 1,000 euros.

Moreover, we can provide information about payment processes:

  • Master data (general master data such as address, banking connections, etc.)
  • Open items (created invoices that have yet to be paid)
  • Pre-check credit notes (relevant goods receipts)
  • Credit notes

An email contact function enables you to send us questions, comments and requests for changes simply and conveniently.



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Contact

 If you have any more questions you can reach us by mail.

 Europe region topics:

 Questions about financial reports

jana.podmajerska@henkel.com                                 

 Questions about VMI reports

SSC_WEU_Tools.Purchasing@henkel.com

North America region topics:

Questions about VMI reports

SMI-Consi_support@ph.henkel.com

Questions about financial reports

payment-inquiry@us.henkel.com

Asia Pacific region topics:

Questions about VMI reports

supplierportal.apac_purch@ph.henkel.com

Questions about financial reports Japan HAPSCJPQUERY@ph.henkel.com
Questions about financial reports China/Hong Kong/Taiwan cn.invoice@cn.henkel.com

Questions about financial reports rest of APAC

vendor.inquiry@ph.henkel.com

 



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Technical requirements


 

Hardware:

 

  • PC with Internet capability;
    We recommend a fast Internet connection, as the lists of SMI reports may yield several thousand lines (Example: 10-week daily forecast for 3 Henkel plants)


 Software:

 

  • At least Internet Explorer V5.5. IMPORTANT: Please set the following Internet option in Internet Explorer:
    Click ’Tools’ and then ’Internet options’. Under ’Temporary Internet files,’ click ’Settings.’ Click ’Every visit to the page’ to avoid abnormal program terminations.
  • Acrobat Reader 4.0
  • Minimum screen resolution: 1024*768



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The manual provides you with brief and precise help on using this portal. It is organized by report, so that you can quickly find instructions for each report. Please take note of the tips under the heading ’ Quick help

VMI Reports:



 

Financial Reports:

VMI Reports

The application is designed so that all selection criteria are usually pre-set through the identification with your User ID. In consultation with you, we assign your Henkel supplier number(s) to your User ID. To obtain a VMI report, all you have to do is click the ’Start’ button. If you only need part of the information from your rights profile, you can enter the appropriate information in the selection mask. If the resulting report contains more than 900 lines, the result is supplied in sections. You can navigate through your list by clicking the ’Next’ button. All reports can be sorted in ascending or descending order in the portal, simply by clicking the underlined column header. For any further processing of the list we have provided an xls download, an xml download and a print function. Some of the lists generated in this portal contain Henkel IDs such as plant numbers and system names. Their meaning is explained below.

Forecast
The forecast report shows the requirements. The report starts automatically with the current date. You specify the reach of the forecast in the field ’Number of weeks.’ Remember that the reach directly influences the volume of data in your report. You can define the output level (day, week or month) of the requested report in the field ’Scaling.’ The default option is a report covering all Henkel creditor numbers and plants that are assigned to your User-ID.

The individual columns and their content are explained below:

Material:

 

Henkel material number / Henkel material short text

TD:

 

Version of the technical description (only for packaging materials)

Planning date:

 

Date of the forecasts

Shift start:

 

Time of shift start

Planned consumption:

 

Planned consumption

Line:

 

Henkel production line

Expected receipts:

 

Expected receipts (delivery-relevant forecast)

Suppl. no.:

 

Henkel supplier number

Plant:

 

Number of Henkel plant

Process:

 

Information about underlying purchasing process

Purchase order:
Purchase order item

 

Purchase order number/contract for material
Purchase order item for material

 

Status:

 

If any information in the record has changed relative to the previous status, the following indicators are set: (n = new, s = cancellation, x = change ‚ ’ ’ = no change). An ’x’ indicates a change of quantity. ’s’ or ’n’ is set when a deadline is changed.

Overrun (%)

 

If the residual open amount in a supply schedule is exceeded, this is shown here as a percentage

Overrun (abs)

 

If the residual open amount in a supply schedule is exceeded, this is shown here as an absolute quantity

Update:

 

L=latest update / N=next update. A frequency for updating the forecast can be entered here per plant-supplier relationship. The frequency is mainly dependent on the scheduling in the Henkel plant and must be coordinated with the Purchasing and Scheduling departments.

Contact:

 

Information for contacting the responsible Henkel scheduler

EAN no:

 

Currently n/a

Remarks:

 

Currently n/a

Forecast, Silo/Tank Replenishment, Consumption, Inventories, Goods receipts, Technical descriptions and Purchasing documents

Silo/Tank Replenishment
You can view online inventories in the Silo/Tank Replenishment Report. Besides simple replenishment by means of up-to-date inventory information, minimum inventory and maximum inventory, planned consumption figures for the coming weeks can also be included in the report. The default option is a report covering all Henkel creditor numbers and plants that are assigned to your User-ID.
The individual columns and their content are explained below:

Material

 

Henkel material number / Henkel material short text

Inv. Time:

 

Time when the inventory quantity was determined

Inv. qty.:

 

Inventory quantity determined at the inventory time

Min. inventory:

 

Minimum inventory (tank/silo master data)

Max. inventory:

 

Maximum inventory (tank/silo master data)

Lot size:

 

Lot size

Planning date:

 

Date of planned consumption

Shift start:

 

Shift start time for planned consumption

Planned consumption:

 

Planned consumption

Silo / Plant:

 

Names of silo and plant

Ref. PO no:

 

Purchase order/contract for material

Ref. PO item:

 

Purchase order item for material

Forecast, Silo/Tank Replenishment, Consumption, Inventories, Goods receipts, Technical descriptions and Purchasing documents

Consumption
 

The Consumption Report shows all consumption items that will be paid with the next credit note. The report starts automatically with the current date. As a rule, the generated report lists the consumption since the start of the current month. It thus provides you with a preview of the approximate value of the credit note that will be sent to you at the start of the coming month.


 

The portal provides a consumption quantity and value per material and day. If more than one consumption item is recorded for a material on one day, the portal accumulates these items.


 

The Consumption Report can be aggregated at various levels (day, week and month).


 

The default option is a report covering all Henkel creditor numbers and plants that are assigned to your User-ID.


 

The individual columns and their content are explained below:

Material

 

Henkel material number / Henkel material short text

Cons. date:

 

Consumption date

Cons. qty.:

 

Consumption quantity

Unit:

 

Unit of consumption quantity

Consumption value:

 

Value of consumption quantity (if no settlement purchase order is available yet, this value is determined from other SAP sources, in which case the value is only approximate and cannot be regarded as an exact price or value.

Purchase order no.:

 

Purchase order number associated with consumption (only available for certain process variants)

Item no:

 

Purchase order item associated with consumption

Supp. no.:

 

Henkel supplier number

Plant:

 

Henkel plant number

Process:

 

Information about underlying purchasing process

EAN no:

 

Currently n/a

Remarks:

 

Currently n/a

Forecast, Silo/Tank Replenishment, Consumption, Inventories, Goods receipts, Technical descriptions and Purchasing documents

Inventories
 

The Inventory Report shows all consignment inventories with actuality of last night. Zero inventories are automatically suppressed and are therefore not shown. The default option is a report covering all Henkel creditor numbers and plants that are assigned to your User-ID.


 

The individual columns and their content are explained below:

Mat. no:

 

Henkel material number

Material:

 

Henkel material short text

Inv. date:

 

Inventory date

Inv. qty.:

 

Inventory quantity

Inv. type:

 

SAP inventory type

Supp. no.:

 

Henkel supplier number

Plant:

 

Henkel plant number

Process:

 

Information about underlying purchasing process

EAN no:

 

Currently n/a

Remarks:

 

Currently n/a


Definition of the inventory types:
The following list explains the different SAP inventory types that we currently display in the portal.

 

Unrs.cnsgt

 

Unrestricted use consignment stock:
Quantity of warehouse stock belonging to a consignment vendor and not subject to any restrictions on its use.

Frei verw.

 

Valuated, unrestricted use stock:
Quantity of warehouse stock that has been valuated and is not subject to any restrictions on its use.

Blkd cnsgt

 

Blocked consignment stock:
This is part of the total valuated stock. It must not be used and is not categorized as unrestricted use stock. The reasons for categorizing stock as blocked vary from case to case.

In Qual Prf

 

Stock in quality inspection:
Quantity of stock undergoing quality inspection. This is part of the total valuated stock and is not unrestricted use stock.

Safety stk

 

Safety stock:
This is the quantity of stock intended to satisfy any unusually high demand during the coverage period.
The purpose of safety stock is to reduce the risk of stock shortages.

Forecast, Silo/Tank Replenishment, Consumption, Inventories, Goods receipts, Technical descriptions and Purchasing documents

Goods receipts
 

The Goods Receipts Report shows goods receipts. The report starts automatically with the current date. You specify the reach of the report in the field ’Number of weeks.’ Remember that the reach directly influences the volume of data in the generated report. You can define the output level (day, week or month) of the requested report in the field ’Scaling.’ The default option is a report covering all Henkel creditor numbers and plants that are assigned to your User-ID.


 

The individual columns and their content are explained below:

Material:

 

Henkel material number / Henkel material short text

TD:

 

Version of the technical description (only for packaging materials)

G.R. date:

 

Date of the goods receipt

G.R. qty:

 

Quantity of goods received

Purchase order no.:

 

Purchase order number of received goods

Purchase order item:

 

Purchase order item number of received goods

Despatch advice no:

 

Despatch advice number (currently n/a)

Shipment code no.:

 

Number of shipment unit (currently n/a)

Supp. no.

 

Henkel supplier number

Plant:

 

Number of Henkel plant

Process:

 

Information about underlying purchasing process

EAN no:

 

Currently n/a

Remarks:

 

Currently n/a

Forecast, Silo/Tank Replenishment, Consumption, Inventories, Goods receipts, Technical descriptions and Purchasing documents

Technical descriptions
 

This report provides technical descriptions for the production of packaging materials. The default option is a report covering all Henkel creditor numbers and plants that are assigned to your User-ID. Clicking the material number in the output list causes the technical description to be displayed in PDF format in Acrobat Reader. If you view a technical description in PDF format, this is recorded in our SAP system. If you set the flag ’Display all unviewed technical descriptions’ in the selection mask at any time, the descriptions that have already been viewed in PDF format are not displayed again. If you remove the flag, you can again view all the technical descriptions for your materials.


 

The individual columns and their content are explained below:

Supp. no.:

 

Henkel supplier number

Supplier:

 

Name of supplier

Mat. no:

 

Henkel material number

Material:

 

Henkel material short text

Vers.:

 

Version of the technical description (only for packaging)

Stat.:

 

Status of the technical description (FR=released)

Release date:

 

Release date of technical description

Release time:

 

Release time of technical description

Forecast, Silo/Tank Replenishment, Consumption, Inventories, Goods receipts, Technical descriptions and Purchasing documents

Purchasing documents
 

The Purchasing Documents Report shows orders. The default option is for the report to show all unviewed purchasing documents (i.e. all new, cancelled or changed purchasing documents).


 

To make the report easier to read, the different document types are displayed in blocks. Clicking on the purchasing document number in the output list causes the document to be displayed in PDF format in Acrobat Reader. If you view a document in PDF format, this is recorded in our SAP system. If a change or cancellation is subsequently carried out, the purchasing document is declared "unviewed" again and is again shown in the default display.


 

If you select the ’Display all purchasing documents’ flag in the selection mask, you are shown more selection options. Besides the selection period, you can also display an order history. For example, if an order has been changed several times, you are shown the old versions of this purchasing document. These are indicated by an "H" in the last column ("History"). You can also carry out searches by document type, document number, creditor and plant.

The separate ’settlement purchase orders’ function gives you the option of viewing and downloading ’central settlement purchase orders’ (CSPOs). These documents show the consumption (quantity and value) of a material. CSPOs are generated at the end of the month (u-1) and form the basis for the credit notes and/or self-invoicing. The CSPOs are available in the Henkel system one day after they have been generated.

PO no.:

 

Henkel purchase order number

Purchase order type:

 

SAP order type (NB=normal order / LP=schedule agreement / UB=stock transport order / FO=outline agreement order / LPET=schedule agreement lines)

Supplier number:

 

Henkel supplier number

Supplier name:

 

Name of supplier

EKGRP:

 

Responsible Henkel purchasing group

Plant:

 

Number of Henkel plant

Creation date:

 

Order creation date

Net order value:

 

Net value of the order

Currency:

 

Currency

Sachbearbeiter:

 

Henkel employee who created the order

Item:

 

Order item number

Delivery date:

 

Delivery date of order item

Item type:

 

SAP order item type (K=consignment / ’ ’=Normal / L=subcontracting / D=service)

Material no:

 

Henkel material number

Material text:

 

Henkel material short text

Order quantity:

 

Order quantity

Order quantity unit:

 

Order quantity unit

Net price:

 

Net price per price unit

Currency:

 

Currency

Price unit:

 

Price unit

Order price quantity unit:

 

Order price quantity unit

Order viewed:

 

Flag that is set automatically when an order is viewed in PDF format.

Change flag:

 

If information in the record changes relative to the previous status, one of the following codes is set: (n = new, s = cancellation, x = change‚ ’ ’ = no change)

History:

 

"H" = Historic record with no current validity

 

 

 

Other fields in the block display of schedule agreements and schedule agreement lines:

Valid from:

 

Start of schedule agreement

Valid to:

 

End of schedule agreement

Target qty:

 

Target quantity of schedule agreement

Open qty:

 

Remaining open quantity of schedule agreement

SA line quantity:

 

Schedule agreement line quantity

Forecast, Silo/Tank Replenishment, Consumption, Inventories, Goods receipts, Technical descriptions and Purchasing documents

Financial Reports

Master data
 

Once the user name and the password are entered you will see if authorised the field  ´ master data ´ at the left side of the screen.

 

In the master data some general information is stored. This is the name, address and bank data.

If some of the data is wrong please use the button ´ Send mail with correction ´ to inform Henkel about the mistakes in the master data (please also indicate your name and supplier number)

 

The following fields are mentioned behind the field  ´ Master data ´

 

NAME 1 : This is the supplier name as known at Henkel KgaA

 

NAME 2 : If second name then it is mentioned in this field

 

POSTAL CODE : The postal code as part of the address

 

CITY : The city name as part of the address

 

PO BOX : In the case that a PO box is used the number of the PO box is mentioned

 

POSTAL CODE PO BOX : If a PO box is used the postal code must also be indicated

 

STREET / HOUSE No : In this field the street and house number are indicated as part of the address

 

PHONE : General telephone number of the supplier

 

FAX : General fax number of the supplier

 

VAT REG No : VAT registration number of the supplier

 

BANK COUNTRY : Identifies the country in which the bank is located

 

BANK KEY :  In this field we specify the bank key under which the bank data from the respective country is stored

 

BANK ACCOUNT : This field contains the bank account on which the invoices are paid

 

NAME OF THE BANK : This field indicates the name of the bank

Open items
 

 

Once the user name and the password are entered you will see if authorised the field  ´ Open items ´ at the left side of the screen.

 

In the open item list all invoices / credit notes appears which are entered but not yet cleared. Once the document is ready for payment it disappears from the list.

If you want to sort on a column please click on the header to sort ascending or descending

If some of the data is wrong please use the button ´ Send mail with correction ´ to inform Henkel about the mistakes in the open item list (please also indicate your name, supplier number and Henkel document nr)

 

The following fields are mentioned behind the field  ´ Open Items ´

 

VENDOR DOC. No : This is reference number mentioned on your invoice / credit note

 

DOCUMENT DATE : This is the date mentioned on the invoice / credit note

 

TOTAL AMOUNT : Is the total amount (including VAT) mentioned on the invoice / credit note

 

CURRENCY : Is the currency in which the total amount is entered and which is indicated on the invoice / credit note

 

PAYMENT DATE : This is the date on which the amount will be paid by Henkel on your account

 

PROCESSING : If this field is flagged is means that the invoice is still in processing and not agreed for payment.               If the field is not flagged the invoice will be paid at the payment date

 

HENKEL DOC. No : This is the number under which the document is booked into the Henkel system

 

COMPANY CODE : This is the company number under which the invoice is posted

0001 = Henkel KgaA

0150 = Cognis

 

 

SYSTEM ID : This is the Henkel system number under which the invoice is posted

 

 


 

Cleared Items
 

The Cleared Items Feature gives you an overview about the already equalized payments by Henkel. The Clearing Date can be choose at most 3 months ago.


 

The following fields are mentioned behind the field ´ Cleared Itmes ´


Payment advice No.

: No of the Henkel Payment Advice


Payment Advice Date

: Date of Payment Advice


Payment No

: running number that you will find on the document


Payment from

: Identifies the Henkel company making the payment


your document

: No of your document


document date

: Date of document


cash discount

: Amount of cash discount taken


Gross Amount

: Gross Amount of the Payment Advice


Net Amount

: Net Amount of the Payment Advice


Currency

: Currency of Payment Advice


Payment date

: Date of Payment


Check No

: The Henkel bank check number for the payment.


Encashment Date

: Date Henkel’s bank paid funds


Assignment field

: Vendor’s invoice number


Payment method

: Identifies if the payment was made by bank check, wire, or electronic (ACH) funds.



 

Self invoicing
 

 

Once the user name and the password are entered you will see if authorised the field  ´ Self-invoicing ´ at the left side of the screen.

 

In the self-invoicing list you will see all good receipts which are entered but for which Henkel has not yet created a  credit note. Once the credit not is created the good receipt line will disappear from the list

If you want to sort on a column please click on the header to sort ascending or descending

If some of the data is wrong please use the button ´ Send mail with correction ´ to inform Henkel about the mistakes in the self-invoicing list (please also indicate your name, supplier number and purchase order number)

 

The following fields are mentioned behind the field  ´ Self-invoicing ´

 

On the first screen you can make following selections

(if you leave the fields empty all good receipts will be selected for which a credit note is not yet created)

 

 

TIME PERIOD : Selection of the period during which goods receipts have been posted                                                  (e.g. from 15 04 2002  to 30 04 2002) 

 

MATERIAL No : Henkel material code

 

PURCHASE ORDER No : Henkel Purchase Order number

 

Once you click on ´SELECT ´ you will receive a screen with following data

 

PURCHASE ORDER:  the Henkel Purchase order  number

 

LINE ITEM P.O. : line of the Purchase Order, several lines may be linked to one Purchase Order

 

MATERIAL Nr: Henkel materiel number

 

MATERIAL TEXT: This is the name of the material used at Henkel

 

VENDOR MAT No : If your material number is know at Henkel it will appear in this field

 

GR QUANTITY : This is the quantity received

 

GR UNIT: unit in which the quantities are entered

 

ORDER PRICE UNIT:  unit on which the price is calculated by Henkel

 

PRICE : price per unit (see previous column)

 

CURRENCY : currency of the price

 

TOTAL AMOUNT EXCL.VAT : The total value of the good receipt (without VAT)

 

VAT - % : VAT percentage that will be indicated on the self-invoicing document

 

VAT AMOUNT : amount of VAT that will be issued

 

TOTAL AMOUNT INCL.VAT :  Amount including the VAT

 

CURRENCY : currency of the total amount

 

COMPANY CODE : company number under which the item is posted

 

PROCESSING :  If the field processing is flagged it means that the item must be released for the self-invoicing run

 

GR DATE : date when the good receipt was posted

 

SYSTEM ID : Henkel system where the item is posted

 

DELIVERY NOTE : number of delivery note in order to distinguish the deliveries.

Credit notes
 

This report shows you all credit notes for an accounting period.


 

Depending on the number of credit notes (one regular credit note at the end of the month + x additional credit notes for residual consumption items), you can simply display all relevant documents for the accounting month or, if necessary, download them.


 

Please note that data are only displayed if you:


 

1. are authorized for VMI reports;


 

2. have agreed a credit note procedure with Henkel.



 

The default option is a report covering all Henkel creditor numbers and plants that are assigned to your User-ID. The individual columns and their content are explained below:

 

Credit note no:

 

Henkel credit note number

Accounting period till:

 

Date up to which consumption or goods receipts are booked in this credit note

Supp. no.:

 

Henkel supplier number

Creation date:

 

Henkel credit note creation date

Total amount:

 

Total amount of Henkel credit note

Purchase order/Item:

 

Reference purchase order number and item number

Material no.:

 

Henkel material number

Material text:

 

Henkel material text

Consumed Qty:

 

Item quantity

Amount:

 

Item amount

Quick help


Problem:
You want information about a specific material.
Solution:
In each report, you can press "Ctrl"+"F" (simultaneously) to display a search window. This gives you the option of searching for exact material numbers or texts.

Problem:
When a report is displayed, the layout is wrong.
Solution:
This portal has been optimized for Microsoft Internet Explorer Version 5.0 (minimum requirement). If possible, you should not use any other browser. The layout of the online reports is optimized for a resolution of 1024*768. This resolution is the minimum requirement for your system.

Problem:
The system responds very slowly.
Solution:
Slow response times may be due to the large data volumes selected for your report. Shorten the selection period or change the selection parameters to reduce the volume of selected data. The response time also depends on your Internet connection type (DSL = fast / 56K modem = slow)

Problem:
The order/technical description link does not directly result in PDF output.
Solution:
Compatibility problems between Microsoft and Acrobat are responsible for this. The browser cannot find the correct program for displaying PDF documents. In this case a window appears, in which you must select the correct program (Acrobat Reader). The document is then displayed in Acrobat Reader.

Problem:
When the ’XLS Download’ button is clicked, the file is not opened directly in Excel.
Solution:
The individual configuration of your Office software package controls the way this function reacts. If you want the xls file to be opened in the browser, you can store it on your hard disk as an xls file by clicking ’File’ and ’Save as’ and then start Excel and open the file from the hard disk.

Problem:
Reports are printed with missing columns.
Solution:
Print the reports in landscape format.

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