SupplierWorld Portal

Request/modify access to procurement applications.

• Visit Supply portal
• User's guide

Note: All links in the following sections will open in a new browser window

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• Where to go for help

  Procurement Application and tool help: For Procurement application and tool help, first refer to the user guide or Frequently Asked Questions for the applicable application using this link: Procurement Tools Application Help

  If you are unable to find the answer to your question, please contact the Procurement Application Support Center/Procurement One Place by using the chat function available in this portal or via email or phone found at the link below: Procurement Application Support Center

• How do I ?

  How do I log into the WOI system?

  The following content is for Web Order Invoice enabled suppliers.

  • Log on to the supplier portal:Supply Portal
  • Select My Portal:My Functions
  • Key-in your ID and password in the pop-out window, and click OK button
  • Scroll down to the bottom of current page and click Web Order and Invoice

  How do I acknowledge/accept a new purchase order?

  Important: All PO must be acknowledged/accepted before creating invoices. The following content is for Web Order Invoice enabled suppliers.

  • In the Purchase orders menu, utilize the search function to find the purchase order that you would like to examine for acknowledgement/acceptance.
  • Select the radio button next to the purchase order and click the Open button.
  • Examine the detailed information of purchase order:
    • If you decide to acknowledge/accept the purchase order, click 'Create purchase order acknowledgement from purchase order'/'Open'
    • If you do not agree with the purchase order item, or the purchase order in its entirety, please do not reject it. Contact your contact person within IBM to discuss the issue.
    • Click Select all and Continue.

  
  All items need to be acknowledged/accepted so that invoices can be created.

  • Click Submit to confirm the acknowledgement.
  • Click I Agree to accept terms and conditions.

  How do I create an invoice from a purchase order?

  The following content is for Web Order Invoice enabled suppliers.

  • In the Purchase orders menu point, utilize the search function to find the purchase order that you try to create invoices against.
  • Click the Create invoice from purchase order button - located at the bottom and top of the screen.
  • Select Supplier invoice date, Invoice type (invoice), Invoice transaction and click GO button.
  • Select Applicable tax rate, click Continue.
  • Enter your invoice number in the Supplier invoice number field, the invoice number should be a unique number.
  • Select any number of items you wish to invoice from the list by clicking on the check boxes in the leftmost column, identifying the items that you want to bill. You may click Select all to select all acceptable items.
  • Enter the Purchase Order Item Number as it appears in the Invoice Item Number field to confirm your choice.
  • Enter the Invoice quantity, up to 3 decimals are allowed in this field.
  • Click Continue button.
  • Verify the invoice information, click Submit button if you are ready to submit the invoice or credit. You may click Save as draft if you are not ready.
  • Confirm your invoice by selecting OK or by selecting OK and print.

  Notes: if the pull-down list only contains one value, that value is presented as a view only field

  How do I create a Credit from a purchase order?

  The following content is for Web Order Invoice enabled suppliers.

  • In the Purchase orders menu, utilize the search function to find the purchase order that you try to create invoices against.
  • Click the Create invoice from purchase order button - located at the bottom and top of the screen.
  • Select Supplier invoice date, Invoice type(Credit), Invoice transaction and click GO button.
  • Select Applicable tax rate, click Continue.
  • Enter your credit number in the Supplier invoice number field, the credit number should be a unique number. You may need to enter your Exchange rate if it is required.
  • Select any number of items you wish to credit from the list by clicking on the check boxes in the leftmost column, identifying the items that you want to bill. You may click Select all to select all acceptable items.
  • Enter the Purchase Order Item Number as it appears in the Invoice Item Number field to confirm your choice.
  • Enter the Invoice quantity (up to 3 decimal places are allowed in this field).
  • Click Continue button.
  • Enter your Original invoice number and Reason for credit.
  • Verify the credit information, click Submit button if you are ready to submit the credit. You may click Save as draft if you are not ready.
  • Confirm your invoice/credit by selecting OK or by selecting OK and print.

  How do I check if the PO is acknowledged/accepted ?

  The following content is for Web Order Invoice enabled suppliers.

  In the Purchase order menu, utilize the search function to find the purchase order that you would like to check.Verify that all the item in the "Accepted purchase order item changes" field are accepted.

  How do I cancel an invoice?

  The following content is for Web Order Invoice enabled suppliers.

  To cancel an invoice (or cancel a part of the amount on an invoice), you need to create a credit note in the portal. The credit note is done in the same way as creating an invoice, the only differences are that instead of Invoice type: Invoice, you need to select Credit and at the last invoicing page, you will see a field Original invoice number (in this field you need to type in the number of the invoice that you would like to fully or partially cancel).

  How do I submit my invoice if my company is not VAT registered?

  The following content is for Web Order Invoice enabled suppliers.

  My company is not VAT registered and the VAT number field on WOI is mandatory to fill in, how do I submit my invoice?

  To submit an invoice without filling in a VAT number, please go to the main page of WOI (where you can find the field Purchase orders, Invoices and Credits, etc) and you will see a field Supplier VAT administration - click on it and afterwards, you just need to set the VAT existence to No and click on Save changes. Afterwards, you can start invoicing your Purchase order and the VAT number field will no longer be mandatory. Please note, if you are VAT registered in IBM's internal system, the invoice submitted without a VAT number will get rejected automatically.

  The main user for IBM has left my company and I do not have access, how do I get access?

  Please contact Procurement Application Support Center / Procurement One Place team for instructions on how to replace your Guest Company Coordinator (GCC) at: Procurement Application Support Center

  How do I fill in the NCU Tax amount field?

  To calculate this field, you need to multiply the tax total amount of your invoice per the exchange rate for the day on which you are creating the invoice in WOI (the exchange rate you use should be taken from the site: www.oanda.com). The result should be put in the field NCU Tax amount field. If your tax rate is 0%, please type 0 in the exchange rate field and WOI will automatically calculate the exchange rate for your invoice once you click on Continue.

  How do I view Invoices and Credits?

  The following content is for Web Order Invoice enabled suppliers.

  In the Invoices and Credits menu, utilize the search function to find the invoices or credits that you would like to check.

  How do I set email alerts in the Web Order Invoice Application?

  The following content is for Web Order Invoice enabled suppliers.

  • In the Supplier profile menu, select your Supplier Number from the drop down list.
  • Click the "Yes" button next to the field Set e-mail Alert.
  • Enter the e-mail addresses that you want e-mail notifications sent to in the Distribution List for e-mail Alerts. To enter multiple e-mail addresses, they should be separated by commas(without any blank spaces between the e-mail addresses)

  How do I check invoice status/payment status?

  The following content is for Web Order Invoice enabled suppliers.

  
  Steps to check Invoice status:

  In the WOI Invoice and Credits menu, utilize the search function to find the invoices/credits you would like to check, the status is visible in search results function.

  How do I view Remittance advice details or Rejected invoices?

  The following content is for Web Order Invoice enabled suppliers.

  
  To view Remittance advice details:

  In the Remittance advice menu, utilize the search function to find the invoices you would like to view, select them, and then click 'view printer friendly'.'

  
  To view Rejected invoices:

  In the Rejected invoices menu, utilize the search function to find the invoices you would like to view, select them and then click 'view printer friendly'.

  How do I reset my IBM Registration ID password if I have forgotten it?

  Here are the steps of how to reset your password if you have forgotten it:

  • Step 1: Log into the Supply Portal at Supply Portal
  • Step 2: Click on 'Forgot password' at the left bottom corner.
  • Step 3: Key in your user ID and click on 'Continue'.
  • Step 4: A security question set by you before will be displayed, please key in the answer in a correct format (it's case sensitive), then create your new password (minimum 8 characters) and key in it again in 'Verify New Password' field.
  • Step 5: Hit on 'Submit'. If your answer to security question is correct, you will find a message saying 'Your password has been changed'. If your answer is not correct, the page will remain the same and a red error will show: ' Please answer your security question correctly and click Submit'.
  • Step 6: If you can not remember the answer to your security question, please contact the Worldwide IBM Registration Helpdesk at: My IBM Registration profile
• Frequently Asked Questions

  IBM Registration Id FAQ's - Your IBM Registration ID is your single point of access to IBM web applications that use IBM Registration. You need just one IBM ID and one password to access any IBM Registration based application. For Frequently Asked Questions regarding IBM Registration ID, please go to this link:IBM Registration ID FAQs

  Web Order Invoice FAQ's - Frequently Asked Questions regarding IBM's strategic Web-based solution to manage the presentation of purchase orders and to support the entry of invoices:Web Order Invoice FAQs