Reference Guide - Supplier B2B User

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Shoprite Checkers Supplier Portal
Reference Guide - Supplier B2B User
Introduction
Welcome to the Supplier B2B User reference guide!
The Portal provides a single on-line access point for collaboration with Shoprite suppliers. Registered suppliers have secure access to
information, policies and applications, including B2B, via the new Supplier Portal.
The role of Supplier B2B Master User is an important one going forward. The Master User manages all B2B users for a specific
accounting supplier number and has permission to create new users and disable inactive users.
This document provides B2B Users with a step-by-step guide for navigating the Supplier Portal and accessing B2B.
Contents
1. Supplier Portal home page
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2. Roles and permissions
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3. Supplier Portal
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3.1
3.2
3.3
3.4
3.5
3.6
Supplier B2B user registration
Access
Password management
Change personal details
Collaboration
Log an incident or query
4. B2B access
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1.
Supplier Portal home page
From the Supplier Portal home page, you may navigate to any of the following features:
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About Us – provides an overview of the Shoprite Group
Supplier Corner – links to supplier portal functionality
Contact us – the various channels through which you may contact Shoprite
Shoprite Holdings – important information and news pertaining to the Shoprite Group
Store Finder – search for a store by name, suburb, city or country
FAQ – provides answers to questions that are often asked by supplier users
Search – allows users to search for a specific topic
Quick Links – displays a list of links to registration documents and training guides
New Orders – notification of new orders requiring attention
Notifications – important alerts for suppliers
Bulletin – important information for suppliers
Document collaboration – supplier users may upload relevant documents for publication using this feature
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Reference Guide – Supplier B2B User – September 2014
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2. Roles and permissions
We have provided for several user types on the Supplier Portal. These user types have permissions associated with them. From
a supplier perspective, there are three primary user types:
User type
Description
Supplier Portal user
A Supplier Portal user can access supplier related applications and can make use of collaboration
features.
Supplier B2B user
This is a Supplier Portal user who also has access to the B2B Application and can
view/download/email/print orders, claims, remittances, CMGJ and upload statements.
Supplier B2B master user
Every accounting supplier user group is assigned a Supplier B2B master user who can administer user
accounts.
Within Shoprite there are two important user types that you should be aware of:
User type
Description
Supplier Portal
Administrator
Shoprite Administrator who is the super user of Supplier Portal and has permissions to view all content
on Supplier Portal.
Administrators can also view audit reports, manage Supplier Portal configuration, perform content
administration, approve Supplier Portal registrations and manage the accounts of Supplier Portal users
(internal and external).
B2B Administrator
Shoprite Administrator who is the super user of B2B Application. B2B Administrator approves the new
Supplier B2B registrations and manages Supplier B2B users on Supplier Portal.
3. Supplier Portal
3.1 Supplier B2B User registration
Supplier B2B Users will be created by the Supplier B2B Master User who has the responsibility to manage users linked to a specific
supplier accounting number. There may be one or multiple Master Users for a supplier accounting number.
Once the Supplier B2B Master User has created a new user, an email containing a user name and temporary password will be
sent to the user.
3.2 Access
When you log into the Supplier Portal for the first time, you will be prompted to enter your user name and temporary password.
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From the home page, click Sign in. You will be directed to the log in page.
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Please be aware that by logging in to the Supplier Portal you agree to Shoprite’s Terms
and Conditions which may be viewed from the Supplier Corner tab on the Supplier Portal
home page. Please familiarize yourself with these documents as they contain important
information regarding Shoprite’s policies and standards.
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Under User Domain, select Shoprite Checkers Supplier from the dropdown list
Enter your user name
Enter your temporary password
Click on Log in
You will be directed to the Welcome screen
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Close this window by clicking on the x in the top right hand corner. You will be directed to the Change Password screen.
There are three steps to follow in order to access the Supplier Portal. These are all done on one screen.
Step 1 – Change password
Enter your temporary password in the ‘old password’ field. Your new password must comply with the following policy
criteria:
 Minimum of 8 characters - combination of alphanumeric, non-alphanumeric and special characters
 May not contain your name or surname
 One or more UPPERCASE letters
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 One or more lowercase letters
 One or more numerals
 One or more symbols or special characters, e.g. “! @ # $ % + - _”
For example Tuesday1! or Holiday3$
Some guidelines in maintaining your password:
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Your password will expire every 90 days. You will be prompted to change your password via email
twice before expiry – at 14 and 7 days
The system will warn you if your password is incorrect or does not meet the security policy rules.
If you forget your password, please use the Forgot Password feature on the Log In page.
If you attempt to enter your password incorrectly more than 5 times, your account will be locked.
In this case, contact the Shoprite Supplier Portal Administrators who will reset your password.
An email will be sent to you with a new temporary password. When you log in again, you will be
prompted to change your password.
For more information about Shoprite Supplier Portal user name and password standards, please refer
to the link under corporate standards on the Supplier Portal home page.
Step 2 – Secret questions
As an additional security measure, you will be asked to select two ‘secret questions’ from the dropdown lists provided.
Insert the answers. Click Change Password. A message indicating that your password has been updated successfully.
You will be directed to the Supplier Portal home page.
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3.3 Password management
3.3.1 Forget password
If you forget your password, click on Sign in to access the log in screen.
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Click on the Forgot password link. The secret questions will not be visible but the answer boxes will appear.
Under user domain, select Shoprite Checkers Supplier from the dropdown list
Enter your user name
Press Tab key once to navigate to the first secret question answer box. The secret questions will now appear.
Enter your answers to both questions
Click Reset password
If you click Cancel, you will be returned to the home page
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3.3.2 Password expiry
Your password will expire every 90 days. In this event, a message will appear on your screen indicating that your account has
expired. You will be directed to the Change Password screen – see steps below.
If you have not been active on the system and your password expires, your account will be disabled. This will be indicated by
a white cross on the system. To be reactivated, please contact the Shoprite Supplier Portal administrators who will log an
incident on your behalf.
Should you plan to go on leave during the expiry period, make sure you change your password before you go by following these
steps:
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From the Supplier Corner tab, click on Change Password
The Change Password screen will appear
Your User Domain and User Name is prepopulated and disabled
Enter your old password
Enter your new password
Confirm your new password
Click Change Password
You will receive a message indicating your have successfully changed your password
If you select Clear, all fields will be cleared. If you select Cancel, you will be returned to the home page
3.4 Change personal details
If your personal details change, please log in and update the relevant screen:
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From the home page, click Supplier Corner
Select My Profile
You may change your first name, surname, initials, cell phone number, telephone number and email address
Click Update Profile when you have completed your changes
‘Your user profile updated successfully’ message will be displayed
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If you wish to view your access levels:
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Click on the Access level tab. Select the module you require from the dropdown list, e.g. orders, claims, remittance,
CMGJ, statements, reports.
If you wish to change your access levels, please contact your Supplier B2B Master User.
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To view your depot access, click on the Depot tab.
3.5 Collaboration
3.5.1 Load a document
One of the key features of our new Supplier portal is the ability to collaborate with Shoprite by sharing information. As a
Supplier B2B User, you may load relevant documents which are published on the site. Approval is done via a workflow process.
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From the home page, click Supplier Corner
Select My Documents
Select New document
The Document Collaboration screen will appear
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To attach a document, use Browse to find the relevant document
Select a category from the drop down list provided
Insert a document summary in the Description box
To select a ‘Publish on’ date, click Calendar and choose a date
Click Upload to continue the publication process, or click Cancel to abort
A message indicating ‘Document has been uploaded successfully!’ will appear
Close the window by clicking the x in the top right hand corner of the screen
The upload process will automatically trigger a workflow for approval by the Shoprite Supplier Portal Administrators. Please
check the status column on the My Documents grid to ensure your document was uploaded correctly.
Remember : There is a limit of 5MB on the size of each document that can be
uploaded. Avoid including pictures and icons in uploaded documents because these
will increase the size substantially.
3.5.2 View notifications and bulletins
Another useful collaboration feature enables you to view Shoprite notifications and information bulletins.
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To access the home page, click on the Shoprite Checkers logo in the top right of the screen
From the home page, view the available options – notifications or bulletin
Click on a specific notification for more details or More to display all notifications
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3.6 Log an incident or query
In the event that you encounter a problem on the system, you may log an incident with Shoprite. These problems may include
being locked out or wishing to change your user status from active to inactive. Please follow these steps:
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From the Supplier Portal home page, select Supplier Corner
Click Log Incident
Complete the required fields
Please be as specific as possible when describing the problem and include a screen shot if relevant
Click Submit or Clear
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You will receive feedback regarding the status of the incident via email.
If you have a query regarding any aspect of the Supplier Portal, you may also log a query using the process above or by
contacting us using the details provided under Contact us.
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4. Access to B2B
Access to Shoprite’s B2B application is now via the Supplier Portal.
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From the Supplier Portal home page, click Business 2 Business application under Quick Links.
The B2B home page will be displayed
No login credentials are required
Thank you!
Reference Guide – Supplier B2B User – September 2014