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Entity Settings
RFQ
PR / PO
DO / GR
Payments / Financing
SUBCON
Doxa Connex Guide for
Supplier

Start using this guide by clicking one of the tabs above. Navigate using the Table of Contents column on the left, and quickly jump back to the top using the button in the bottom right corner.

Otherwise, you can watch the video tutorial below.

1030

How to Switch to Admin Profile

Log in to your account

Click on the 3 lines beside User Profile
Click Admin

It will bring you to the Admin Profile

To switch back to User Profile, click on the 3 bars on the top left corner

Click on the module you wish to use

Date last updated:
June 2, 2022

1031

How to Add User

Click Entity Management
Click Manage Company Users

Click Create New

A: User Profile
User Name: Input name
Email: Input valid email address
Work Phone (Dial Code): Select Singapore under the dropdown
Work Phone (Work Number): Input user’s work number
Designation (optional)

B: Assigned Roles
Tick on the Supplier/Subcon role

Once done, click Create

User created will appear here

Date last updated:
June 6, 2022

1032

How to reset User Password

Click Entity Management
Click Manage Company Users
Double click on the user you wish to reset the password

Click Edit

Scroll down using the scroll bar on the right
Click Security & Login

Click Reset to Reset User’s Password

A: Set Password - Select either one of the below:
Autogenerated password: System will send an email with an autogenerated password for the user
Custom Password: Input own password for the user

B: Require Password Reset
User must create a new password at next sign-in: If checked, user will need to create a new password upon signing in.
If unchecked, the password set (either system generated or custom password) will be the default password for the user

Once done, click Reset Password

Date last updated:
June 2, 2022

1033

How to set up Address

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Addresses

Click Create New

Fill in your company’s address

A: Company Address Details

Address Label: Please input HQ
Address Line 1: Please input your company’s address
Address Line 2: Please input your company’s address
State/Province: Singapore
Postal Code: Please input your company’s postal code
Country: Select Singapore under the dropdown

B: Kindly tick the below 2 boxes
Set Default Address
Set Active Status

Once done, click Create

Your Company’s address created will appear here

Date last updated:
June 2, 2022

1035

How to set up Tax

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Tax

Click Create New

Tax Code: Input GST / NOGST (depending if you are a Tax / Non Tax Registered Business)
Tax Rate: Input Tax Rate
Description (optional)

Tick Set Default Tax


Once done, click Create

The Tax created will appear here

Date last updated:
June 2, 2022

1036

How to set up Document Prefix

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Document Prefix

Click Generate Prefixes

You will see a list of Document Prefixes:
Invoice
Delivery Order
Credit Note

A: Delivery Order
Double click on Delivery Order

Click Edit

Pre-fix Status: Select Manual Key In under the drop down

Manual means you will be allowed to enter your own DO / Invoice / Credit Note Number.

Default means system will auto-generate the Invoice Number, Delivery Order Number and Credit Note Number.

Once done, click Save

Once you have configured the Document Prefix for Credit Note, Invoice and Delivery Order Type is changed to Manual - meaning you will be able to enter your own
number for the stated function (Credit Note, Invoice, Delivery Order)

Date last updated:
June 2, 2022

1037

How to Accept Connection Request

Supplier will need to accept the Connection Request sent by the Buyer so that Supplier is able to view PO sent by Buyer through Doxa, Create Delivery Order as well as Creating Invoice in Doxa

Click System Configuration
Click on the small arrow beside Vendor Management to expand the dropdown
Click Manage Connections

You will see the connection request sent by the Buyer. The status is “IN REQUESTING”
Double click on the Company Name

A: Connection Details
Information provided are the Buyer’s information

B: Accept or Reject
To accept the connection request with the Buyer, click Accept

Click Confirm to accept the connection request

Click New Vendor

Give it 1-2 seconds to load

System will auto-generate the Buyer’s information

Below are the fields required by the Supplier to take action:
My Supplier: Uncheck
Payment Term: Select Payment Term under the dropdown. This is the Payment Term as agreed between the Buyer and Supplier
Bank Account To Receive Payment (Optional)

Once above information are filled in, click Save & Connect

Once the connection is successful, there will be a notification button to notify the user that the Connection has been created accepted. User can click “I Understand” or “Cancel”.

The Connection Status for the Buyer will show as “CONNECTED

Once Supplier and Buyer is connected, Supplier will be able to view the POs sent by Buyer through Doxa, Create Delivery Order as well as Creating Invoice in Doxa.

Date last updated:
June 2, 2022

1038

How to add Company Logo

Click Dashboard
Click Company Profile

Upload your Company Logo

Note: Upload, jpg, jpeg, png.
*Max file size 10 MB

Use the scroll bar to crop your Company Logo

Click Crop once done

Once done, click Save

Once saved, there will be a notification button to notify the user that the Company Logo has been updated. User can click “I Understand” or “Cancel”.

Company logo will appear on the left of the page and in your invoice

Date last updated:
June 2, 2022

1039

How to set up UOM (Unit Of Measurement)

This step is optional. You will only need to set up if you adding Manual Items when creating Credit Note
Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage UOM

Click Create New

UOM Code: example ITEM, PCS, KG, SUM
UOM Name: example ITEM, PIECES, KILOGRAM, SUM
Description (optional)

Once done, click Create

The UOM created will appear here

Date last updated:
June 2, 2022

1057

How to Set Up Bank Account

Click Bank Connections

Click Manage Bank Account

Click Add New

Fill in Company’s Bank Account Details

Required:

  • Bank Label
  • Country: Select country under dropdown
  • Bank Name: Select Bank under dropdown
  • Bank Account No: input bank account number
  • Account Holder Name
  • Currency: Select currency under dropdown
  • Branch

Optional:

  • Swift Code

  • Branch Code
  • Branch City
  • Branch Address Line 1, Line 2
  • Postal Code
  • State/Province

Once done, click Create

Bank Account(s) added will be displayed in this list.

Status of Bank Account will be PENDING APPROVAL

Date last updated:
June 2, 2022

1059

How to Approve a Bank Account

This can only be done by the user who is given the “Approve” feature under Manage Bank Account / Manage Supplier Bank Account

To assign "Approve" feature under Manage Bank Account: click Entity Management, click Manage Company Users

Double click on the user who should be approving the bank account

Click Edit

Tick Approve box under Manage Bank Account

Once done, click Save

To Approve Bank Account;

Click Bank Connections

Click Manage Bank Account or Manage Supplier Bank Accounts, depending on which type of bank account you want to approve.

Double click into the bank account which has the status PENDING APPROVAL.

Review the details.

Click Approve / Reject

Status will change to APPROVED.

Date last updated:
June 2, 2022
Table of Contents

1061

RFQ Process for Suppliers

Click on Request for Quotations

Click RFQ List

You can open the RFQ from the list by double clicking on your selected RFQ.

A. Contains the RFQ No. Status and Currency.

B. Contact Vendor Information.

C. General Information.

D. Request Terms

Supplier enters the Quoted unit price.

The suppliers can send negotiation message or attachment through the negotiation tab and the buyer can view the attachment and messages.

1.Suppliers can upload attachment

2.Suppliers can send a message to the buyer.

3.Suppliers can view the negotiation messages/attachment from the buyer.

Once the supplier completes the quotation he can click on Submit

You can view the status of the RFQ in the RFQ List.

The status will update to "RFQ closed" once the buyer completes the shortlisting.

Date last updated:
July 19, 2022

1010

How to Acknowledge Purchase Order (PO)

Click Orders

Click POs List

Select the PO which you want to view and acknowledge

Supplier Ack (Supplier Acknowledgement) is “NOT VIEWED”

Click on Acknowledge

Once PO is acknowledged, there will be a notification button to notify the user that this PO has been successfully acknowledged. User can click “I Understand” or “Cancel”.

Supplier Ack (Supplier Acknowledge) will change from “NOT VIEWED” to “ACKNOWLEDGED”.

Date last updated:
December 28, 2021

1011

How to Reject Purchase Order (PO)

Click Orders

Click POs List

Select the PO which you want to view and reject

Click on Reject

Enter reason for rejecting the PO

Click Reject

Once PO is rejected, there will be a standard notification to inform the user that this PO has been successfully rejected. User can click “I Understand” or “Cancel”.

Status will change from “ISSUED” to “REJECTED”.

Date last updated:
December 28, 2021

1012

How to View PDF Purchase Order (PO)

Click Orders

Click POs List

Select the PO which you want to view a PDF of.

Click on the View PO button

The PDF will open in a new tab. You will be able to download it from here.

Date last updated:
December 28, 2021

1013

How to Create Delivery Order (DO)

Click Receipts

Click Create Delivery Order

Select the PO in which you want to create DO from (click the checkbox)

Click Create Delivery Order

Input Delivery Order No and the Delivery Date, a required field.

Scroll down to input quantity delivering under “To Convert” column (the value here is the quantity you are converting to DO)

Input Notes To Buyer (if required)

Use the scrollbar at the bottom to scroll to the right. Mac users without a mouse may not see a visible scrollbar, but you are still able to scroll to the right.

You will see these columns:

PO Quantity: Qty from the PO issued to supplier

Qty Converted: Qty based on the DO/(s) created by the Supplier

PO Qty Rejected: The difference between all DO issued to buyer and all GR created from DO by buyer

PO Qty Received: Qty buyer created GR on the DO issued by the supplier

Upload your hardcopy signed DO under the Conversations section.

Click Attachment under Conversations

Click +Add New to create a new conversation row

Click Choose File and select the file from your computer

Input File Label and/or Description (optional)

Click Create to create DO

Once DO is created, there will be a notification to inform the user that this DO has been successfully created. User can click “I Understand” or “Cancel”.

The status of DO will be shown as PENDING ISSUE.

The “PENDING ISSUE” status means that DO is created but not yet issued to the buyer. This DO is now pending supplier to issue to buyer.

Status of Delivery Order Delivery Order No.
NOT ISSUED  No DO has been created for this PO.
Hence, no DO number will be shown here.
PARTIALLY ISSUED DO(s) has been created for this PO.
However, DO(s) qty < PO qty.
Hence, status is “PARTIALLY ISSUED”.
The DO(s) created for this PO will be shown as
[ DOxxxxx, DOxxxxx, … ]
Date last updated:
March 7, 2022

1014

How to Issue Delivery Order (DO)

Click Receipts

Click Delivery Orders List

Select the DO you want to issue

Status of DO should be “PENDING ISSUE”

Notes To Buyer field can still be edited at this stage.

Supplier can input more notes if required.

If you (the supplier) forgot to attach your own DO or wish to include more attachments, you still can do so in this Issue DO stage.

Click Attachment under Conversations.

Click +Add New to create a new conversation row

Click Choose File and select the file from your computer

Input File Label/Description (optional)

Click Issue to issue the DO.

Once DO is issued, there will be a notification to inform the user that this DO has been successfully updated. User can click “I Understand” or “Cancel”.

The status of DO will be PENDING RECEIPT.

“PENDING RECEIPT” means DO has been created and issued to buyer. DO is now pending buyer to create the Goods Receipt.

Date last updated:
April 12, 2022

1018

How to Create Invoice from Delivery Order (DO)

Click Invoice

Click Create Invoice

Select “DO Invoice” under the Invoice Type dropdown

Input Invoice Number

Select the Buyer Code under the dropdown

The buyer information will be auto populated

General Information

Payment Term: will be auto populated once the Buyer Code is selected (refer to step above)

Invoice Date: Input invoice date/click on the calendar icon to select date

Invoice Due Date: will be auto calculated based on the Invoice Date selected and Payment Term

Select the DO to invoice using the checkbox on the leftmost column

Upload your hardcopy Invoice under the Conversations section

Click Attachment under Conversations  
Click +Add New to create a new conversation row

Click Choose File and select the file from your computer
Input File Label and/or Description (optional)

Click “Preview Invoice” before issuing the Invoice

The preview will appear in a pop-up with a “DRAFT” label

Click “Issue” to Issue Invoice

Once the Invoice is Issued, there will be a notification to inform the user that Invoice has been successfully created. User can click “I Understand” or “Cancel”.

The status of the Invoice will be “PENDING TWO WAY”

‘Two Way’ refers to PO and Invoice.

Once the Buyer has created the Goods Receipt, the status of the Invoice will change to "PENDING THREE WAY"

"Three Way" refers to PO, Goods Receipt and Invoice.

Date last updated:
April 12, 2022

1026

How to Create Credit Note as Supplier

Click Invoices

Click Create Credit Note

A: Buyer Information

Buyer Code: Select Buyer Code under the dropdown

Buyer Information will be auto populated once Buyer Code has been selected

B: Credit Note Information

Reference to Existing Invoice:

If “Yes”, select the Reference Invoice under the dropdown

Credit Note Date: Select date using the calendar icon/input date

Remarks (If required)

If Reference Invoice is selected, the items inside the selected invoice will be auto generated

Amend the Quantity and Unit Price (if required)

Use the scrollbar to scroll to the right

Input notes (If required)

If required to add more ad-hoc items, click +Add Manual

Input below details (Mandatory fields):

  • Description
  • Quantity
  • Unit Price
  • UOM
  • Tax Code

Use the scrollbar to scroll to the right

Input below details:

  • Notes (if necessary)
  • Item Code (Mandatory field)
  • Item Description (if necessary)
  • Model (if necessary)
  • Size (if necessary)
  • Brand (if necessary)

Input Conversation in the comment box to the buyer

Click Send

Click Add New to upload supporting documents for the Credit Note

Click Choose File
*Note: Maximum file size is 10MB. User can upload multiple files.

Enter a File Label and Description (if required)

To preview Credit Note before issuing, click Preview Credit Note

The preview will appear in a pop-up with a “DRAFT” label

Click Issue to issue Credit Note

Once the Credit Note has been created, there will be a notification button to notify the user that the Credit Note has been created successfully. User can click “I Understand” or “Cancel”.

The status of the Credit Note is “PENDING APPROVAL”.

Date last updated:
December 28, 2021
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