VMS
Vendor Management
System
Web link -
[Link]
Steps to reset password of VMS portal –
1. Open the VMS portal by using mentioned URL
2. Click on (Can't access your account?) in the login page
3. Select password option then mention your VMS ID ( A001234_ Y5B0)
4. System will send password reset mail on registered email ID.
5. Create new password via received mail
Your password will be reset.
How to Log In VMS
1# Website Address : [Link]
2# Login ID & Password : Provided during Partner
Registration
3# Preferable Browser :
Google Chrome
VMS Login Screen
1# Login with credential 2# Password Reset
1 Enter
User Name
2 Enter
Password 1 Enter
3 Click here User Name
2 Click
here
Note: Password Link will come in Registered Email ID
VMS Screen with options
Components in VMS
1 PO View/ Accept/ List - Purchase Orders
Monitor Purchase Order status
2 Invoice Create / Submit/ Track - Invoice
Monitor Rejections/ Collections
3 Dashboard
Creation of Report/ Graphs/ Shortcuts
Report Download (Excel/ PDF/ documents)
4 Billing Confirmation Creation & Submission of Billing Confirmation
Certificate (BCC)
PO Work Flow
7
1. PO Search
1
1. Click on Issue
2. Search for Issue
3. Add PO No & Click on Search
2
3
2. PO Accept
II. Purchase Order
Status : PO ISSUED ( Who : vendor )
Vendor receives notification from the System (PO Issued)
Check PO information and accept PO.
1. PO issued and notified to all users
2 assigned to the job. you need to check
PO details before accept
2. You can accept PO after check
3. You can post comment and attach
1 files. (Max 50MB)
4. PO will be cancelled automatically if
not accepted until next midnight.
3 System notifies 3 times before
cancellation. (12PM, 3PM, 6PM next
day)
9
3. PO Accepted
II. Purchase Order
Status : PO ACCEPTED ( Who : Cheil / One RX )
Cheil/One-rx user has to Start Invoicing after Vendor communication .
1. Click Start Invoicing when the job is
completed. (Cheil user do this after
Vendor Communication)
11
10
3. Work Completed /
Invoicing
Status : Invoicing ( Who : Cheil / One RX )
Vendor Can Start Invoicing by Clicking More
1. Vendor Can start Invoicing Only if PO
Status is Invoicing
Invoice Work Flow
PO issued – Cheil/One Rx
PO Accepted – Vendor
Work Completed – Vendor over mail
Invoicing – Cheil/One Rx
Invoice Uploaded – Vendor
Bill Desk – Cheil/One Rx
APC – Cheil/One Rx
User Sign – Cheil/One Rx
AP Booking – Cheil/One Rx
Client billing in Progress – Cheil/One Rx
Paid – Cheil/One Rx
4. Invoice/CN upload (1/2)
III. Invoice
Invoice upload ( Who : vendor )
1. Vendor Should upload invoice using
Sub Task Function. (more > Create Sub
Task)
13
4. Invoice/CN upload (2/2)
III. Invoice
Invoice upload ( Who : vendor )
1. Vendor should attach invoice with
PDF.
2. All invoice numbers should be unique
for each vendor.
3. AP net amount total under the PO
can’t exceed the PO net amount.
4. Vendor can not upload invoice after
PO due date.
14
5. Saving upload
Status : Savings to the declare by the vendor
1. PO Savings – Un utilized PO
amount need to be declare
as savings by vendor.
2. Invoice Number – PO No_
Saving . E.g. >>
(5xxxx07x49_ Saving )
3. Saving Declaration Date.
Do’s & Don’t’ s- VMS
DO's –
1) Vendor needs to change password at first login.
2) Check for qty, rate & description of work and accept PO within 24 hrs of issuance of PO.
3) Maximum file size that can be uploaded is 50 MB
4) On completion of Job send a confirmation mail to the respective project owner of Cheil to start billing
5) Digitally signed Invoices should be uploaded in pdf only.
6) All invoices no. should be unique for each vendor and with a limit of 16 Digit as per GST Act.
7) Submit E invoice if applicable.
Don'ts-
1) No upload of Invoice possible after due date. Please keep a track.
2) Bill amount should not exceed the PO amount.
3) Before completing the sub task check properly that E-Invoice option duly selected (For digitally signed invoices)
4) Invoice/CN nos. should not be change later, if you do any changes it will may attract penalties
Backup
Dashboard
1
2
Dashboard & Filter
Create Dashboard
Create Dashboard
1
How to Create Filters
How to Create Filters
3 6
4 5
7
How to Create Filters
8
9
Filter Created
Click on
Filter
Created-
”abc”
10
Data Export
Click on Exporter Continue with Issues
11
12
Data Export
Continue with Issues Select Excel Format Continue with Issues
13
15
14
Data Export
Select if you require Attachment / Comment with data. Continue with Issues
If not required then do no Select the field
16
Data Export
File will be uploaded in Download
Click to generate the file Download File Now
folder
17 18
Merge Filter with Dashboard
Click on Dashboard Created Select Chart or
Add Gadgets Add Gadgets
“Rejected Invoice” any other
3
Merge Filter with Dashboard
Click on Advance Search Select Filters
6
5
Merge Filter with Dashboard
Select Statistic Type Select Auto Refresh Save
9
Other Dashboard & Filter
Dashboard & Filter
Open PO Dashboard
Invoice List Dashboard
PO List Dashboard