P&G PLATFORMS USER GUIDE

Contents
SUPPLIER PORTAL ..............................................................................................................................3
What is Supplier Portal?............................................................................................................................ 3
Key Features.............................................................................................................................................. 3General Information (No Registration Required) ................................................................................. 3
Invoice/Payment Tracking (Registration Required) .............................................................................. 3
Important Notes........................................................................................................................................ 4
Quick Links ................................................................................................................................................ 4
ARAVO PORTAL .................................................................................................................................5
What is Aravo? .......................................................................................................................................... 5
Aravo Primary Email.................................................................................................................................. 5
Aravo Navigation....................................................................................................................................... 5
HomeTab ............................................................................................................................................... 5
Tasks Tab ............................................................................................................................................... 6
Profile Tab ............................................................................................................................................. 7
How to Complete a Pending Vendor Task ............................................................................................ 7
How to Reset Aravo Username and Password ..................................................................................... 8
MULTI – FACTOR AUTHENTICATION ...................................................................................................9
COUPA E-INVOICING ........................................................................................................................ 10
What is the Coupa? ................................................................................................................................. 10
What is Coupa Supplier Portal ................................................................................................................ 10
Benefits of Coupa E-Invoicing ................................................................................................................. 10
How to get started? ................................................................................................................................ 10
Manage CSP Account .............................................................................................................................. 10
Invoice Creation ...................................................................................................................................... 11
Monitoring Your Invoice Status .......................................................................................................... 11
Monitoring Invoice Payment .............................................................................................................. 11
Invoice Payment Questions ................................................................................................................ 12
TUNGSTEN E-INVOICING .................................................................................................................. 13
What is the Tungsten? ............................................................................................................................ 13
Benefits of Tungsten E-Invoicing............................................................................................................. 13
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P&G PLATFORMS USER GUIDE
Tungsten E-Invoicing Solutions ............................................................................................................... 13
Tungsten Pricing Per Market............................................................................................................... 14
Tungsten Registration ............................................................................................................................. 14
Connect to a P&G Legal Entity Account .................................................................................................. 17
Create Invoice via Webform ................................................................................................................... 19
Check Invoice Transmission Status ......................................................................................................... 24
P&G Chat Support ............................................................................................................................ 27
Next Steps for Suppliers ................................................................................................................... 28

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P&G PLATFORMS USER GUIDESUPPLIER PORTAL
What is Supplier Portal?

The Supplier Portal is a global reporting and information source for all valued current and potential
suppliers of Procter & Gamble (P&G). It is a tool by which P&G continues to strengthen its relationshipwith its suppliers, who play a vital role in helping us deliver products and services of superior quality andvalue to the world’s consumers.
Key Features

General Information (No Registration Required)✓ Venue to submit product/service proposal to become a new supplier (Become Supplier tab)
✓ Holds relevant information for Purchase Order Management, Invoicing, and Payment Processes(Tools & Services tab)

✓ Under ‘Invoicing’ section, you can check the specific invoicing requirements per country. Just
choose the region and the specific country receiving your goods/service from the map provided.
✓ Use Simple Invoice Status to check the basic status of a single invoice without logging on to P&G’s
supplier portal.

Invoice/Payment Tracking (Registration Required)
Track your invoices and payments anytime, anywhere, for free. Available in 9 languages!
✓ Invoice Status-get visibility on all your unpaid and paid invoices-find fast what matters most (search by invoice number or date range or PO number- filter
results by text-show invoices that need your attention)-learn why your invoices have been rejected-find a missing invoice with the help of Robie, the bot-request expert support from within the app✓ My Vendor Codes:-get visibility on all vendors you are linked to-link yourself to all P&G vendors that are part of your company-see who in your company has access to Supplier Portal-grant/remove access to a colleague-check your vendor data details and trigger changes as needed✓ Subscribe:-subscribe to automatically receive reports of your paid and unpaid invoices✓ Payments Report:-find payments that P&G made to you

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P&G PLATFORMS USER GUIDE
Important Notes

ǃ If the invoice you are looking for was not found, it could be due to one of the following reasons:-The invoice might still be in transit
If the invoice was sent via postal services, then it can take up to 10 calendar days until theinvoice gets recorded in P&G's Account Payable System. Learn about all your options on how
to send an invoice here
-The invoice was paid more than 24 months ago
We do not store in Portal invoices received more than 2 years ago.
-The invoice was entered in our system with a different reference number from yours
Do not give up your search. Run a further search by Vendor Number or Order Number to findit within the Invoice Status APP-The invoice was processed by Coupa
Invoices that are processed in Coupa become visible here only once they are ready to be paid.
Until then they must be tracked in Coupa.
-The paper invoice may have been lostIf you believe this happened, then please reach out to our help resources within theInvoice Status APP.
Quick Links

Access the portal now? Go to http://pgsupplier.com/
Want to Register to the Supplier Portal? Follow this link
For other quick guides, go to https://pgsupplier.com/track-invoice-and-payments

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P&G PLATFORMS USER GUIDEARAVO PORTAL
What is Aravo?

Aravo is the platform where all vendor registration and maintenance are made. This serves as thedatabase of your company profile where suppliers may manage their company information including
contact details, company address, bank information, etc.

Aravo Primary Email

Only one (1) supplier representative will be given username and password to access Aravo. That person
will be your Aravo Primary Email.
Other email address maintained in your company profile (RTV, PUR, EINVOICE, OTHER) will not haveaccess to update information in Aravo.
Aravo username and passwords may not be used in other P&G platforms such as P&G Supplier Portaland Coupa.

Aravo Navigation

HomeTabThe Home Tab is where you may raise self-service updates. This means that you may initiate changes totheir company profile without the intervention of any P&G contact.

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P&G PLATFORMS USER GUIDE
Request Types• Update Banking and Payment – Add, update or delete bank account information• Update General Information – Update company name, address, contact number and additional
contacts except primary contact information• Update Tax and Withholding Tax – Update tax and withholding tax information and documents• Update Primary contact – Update the primary contact email onlyTasks Tab
The Tasks tab is where you may find links to the open surveys requiring action. Survey may be a Vendor
Master Data survey and/or Risk Assessment survey.
The Start Date, Due Date, and Priority level for each survey are also shown.

••

For requests that have multiple surveys (vendor surveys and risk assessment surveys), you may
check the level of priority of each survey that requires your action.
A link to the survey will be shown. Click the link and complete the survey.

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P&G PLATFORMS USER GUIDE
Profile Tab
The Profile Tab is where you may review your company information currently maintained in the P&Gsystems. If you need to make changes, go to Home tab, and select the appropriate action.

How to Complete a Pending Vendor Task
To complete a survey, click the link either in the Home tab or Tasks tab. Answer all the pages
representing each data category – General Information, Email Contacts, Tax and Withholding
information, and Payment Information.
Once done, submit the survey form by clicking Save and Submit Changes. The survey will be
forwarded to the P&G Master Data team for validation. Changes will reflect on your profileafter the P&G Master Data team completes the validation.

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P&G PLATFORMS USER GUIDEHow to Reset Aravo Username and Password
Reset Aravo Username

Reset Aravo Password

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P&G PLATFORMS USER GUIDEMULTI – FACTOR AUTHENTICATION
For guide on Aravo MFA set-up, go to https://pgsupplier.com/setup-and-update-profile

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P&G PLATFORMS USER GUIDECOUPA E-INVOICING
What is the Coupa?

Cloud-based, user-friendly e-Procurement and supplier collaboration software which provides ONE
platform, ONE environment that integrates our Sourcing, Procurement, and Invoice workflows.
What is Coupa Supplier Portal

The Coupa Supplier Portal (CSP) is an online tool that serves as the interface between the suppliers andP&G. This will include:••

Exchanging PO documents and Invoices between P&G and its suppliers
Provide increased visibility throughout the Procure to Pay process.

Benefits of Coupa E-Invoicing••
•
•

•
•

No charge for usage of the Coupa Supplier Portal (CSP).
Multiple options to send and receive POs and Invoices.
End user friendliness of the CSP. Ease of invoice creation < 2 mins
Compliant Invoicing which can be used for audit purposes. You no longer create the invoiceitself. (You should NOT attach a copy of the invoice. The invoice in Coupa becomes the originalinvoice.)
Up-to-date product maintained for VAT which results in having a compliant PDF which can beused for audit purposes.
Increased visibility via the CSP (Coupa Supplier Portal) throughout the Procure to Pay process.

How to get started?

1. E-mail regional Coupa Ion and provide the following information:
a. P&G vendor code or complete vendor nameb. Primary contact’s name and e-mail address
Asia and Africa – Chat with an Expert from Supplier Portal via P&G Chat Support
Europe – coupaeurope.im@pg.com
Americas – Chat with an Expert from Supplier Portal via P&G Chat Support
2. Wait for the invitation to join Coupa Supplier Portal from
do_not_reply@supplier.coupahost.com and refer to Coupa E-invoicing Guide to complete thesetup.

Manage CSP AccountOnly the CSP primary email address can manage account permission and can grant access to otherusers/colleagues. Refer to How to Invite Additional CSP Users.

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P&G PLATFORMS USER GUIDE
Invoice Creation

For P&G, there are two ways in creating a Coupa e-invoice:• PO Flip• Coupa Supplier Portal
You can attach all supporting documents on your Coupa E-invoice before clicking submit.
For other quick guides, go to https://pgsupplier.com/create-invoices/einvoice

Monitoring Your Invoice Status
On your Coupa Supplier Portal > Invoices tab, you can monitor the status of all the invoice you created.
Status
Draft
Processing
Pending Approval
Disputed

VoidedApprovedDescription
The invoice has been created, but hasn't been
submitted to your P&G yet.
The invoice is being processed and awaiting receipt of P&G Coupa
PortalThe invoice is received by P&G Coupa Portal and is on hold for AP
review or by a business approver.
The invoice has been disputed or rejected by your P&G. You will
receive an email notifying you of the approver’s reasons for rejecting
the invoice in the Comments field.
Disputed invoices cannot be edited in the CSP. A new invoice must becreated with a different invoice number because Coupa will not
acceptduplicate invoice numbers.
There's something wrong with the PO. Contact your P&G contact toget the PO back on track.
The invoice has been accepted for payment by P&G.

Monitoring Invoice Payment
Once your invoice is already on approved status, you can further monitor payment status using the P&G
Supplier Portal. For other quick guides, go to https://pgsupplier.com/track-invoice-and-payments

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P&G PLATFORMS USER GUIDE
Invoice Payment Questions
All invoice-related queries should be routed to the P&G CHAT SUPPORT:Supplier Portal: Invoice Status application pageP a g e 12 | 28

P&G PLATFORMS USER GUIDETUNGSTEN E-INVOICING
Considering the current global situation, sending paper invoices can be difficult for all involved - fromrequiring dedicated people in the office with access to printers to physically mailing invoices. To drive
business continuity and offering long term solution, P&G is highly recommending the use of Tungsten tosend invoices. Tungsten Solution makes invoicing faster and guarantees invoice delivery – kindly Click
Here to learn more.
What is the Tungsten?

Cloud-based solution for global electronic invoicing that automates and streamlines the invoicing
process and brings Buyers and Suppliers closer together, while maximizing efficiency and improving cash
flow management.

Benefits of Tungsten E-Invoicing••••

Prompt and guaranteed delivery - Guaranteed invoice delivery eliminating lost/misrouted paper
invoices.
Real-Time Transmission Status - Know when your invoices have reached P&G.
Improved cash-flow management - Early invoice validation means that invoices can be approved
faster.
Secure Archiving - All your invoices are digitally signed, encrypted, and stored within theTungsten network image archive where you can access them anytime.

Tungsten E-Invoicing Solutions

Rates Based Per Supplier Country
1. WEB FORM
➢ Recommended for low invoice volume➢ 52 free invoices (refreshed annually)➢ No annual subscription➢ Send invoices through the Tungsten Portal
2. INTEGRATED➢ Recommended for high invoice volume➢ 520 free invoices annually➢ With annual subscription fee➢ Technical setup required (ERP to Tungsten)➢ Send invoices from your accounting system* For more details on the different Tungsten solutions,click the corresponding link - Webform Solution or Integrated Solution.

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P&G PLATFORMS USER GUIDE
Tungsten Pricing Per Market
1. Go to Solutions for Suppliers
2. Click E-Invoicing

3. Scroll down to the bottom part of the page
4. Click either solution or enter your supplier country to check costo Costs will be paid by suppliero Costs are based on supplier countryo For Integrated Solution, you will be charged for the connection fee per P&G LE andarchiving.

Tungsten Registration

1. Go to www.tungsten-network.com
2. Click Register
3. Select Account Typea. Business – Company
b. Sole Trader – Individual

4. Enter your email address
5. Click Start Registration*Each combination of a supplier code and VAT requires a separate Tungsten account.
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P&G PLATFORMS USER GUIDE
6. Search your company
7. Enter Company Information
The Company details will auto-populate if your company has been pre-registered into Tungsten.

If your company is not showing in the Company Search, please click enter details manually.

8. Enter Personal Information and click the checkbox for the Terms.

9. Click Register

10. You will receive an email confirmation containing your TN number. The TN number is yourunique identifier in the Tungsten Network.
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P&G PLATFORMS USER GUIDEP a g e 16 | 28

P&G PLATFORMS USER GUIDE
Connect to a P&G Legal Entity Account

1. Go to https://authentication.tungsten-network.com/login and log in using your credentials.

2. Click Connect Today

3. Find a P&G LE using either the Legal Entity name or GST number. You can also refer to the AAATungsten account number from Supplier Portal when searching for the correct invoice solutionfor the transaction

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P&G PLATFORMS USER GUIDE

4. Verify the selected P&G LE and enter your supplier code.

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P&G PLATFORMS USER GUIDE* Ensure to provide the correct vendor code as it is important to establish connection.
5. Click Connect to complete the request for LE connection. To facilitate verification, upload
supporting documents such as (a) Sample P&G Purchase Order or (b) Sample invoice*A ticket will be created for the connection request. Once completed, you will receive an email
confirmation.
Please Click Here to watch the video and link to download the quick guide.

Create Invoice via Webform

1. Go to www.tungsten-network.com
2. Click Create Invoice

3. Click Please Select under the Customer field to choose the P&G LE you wish to create an invoice
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P&G PLATFORMS USER GUIDE

4. Select New tax invoice from the dropdown and enter the invoice number.

5. Click Create.

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P&G PLATFORMS USER GUIDE
6. Enter details under Your details section.

*This is set to NO by default. Only select YES if the company address is not the same as the address
where the goods will be coming from.
7. Complete the invoice creation by entering mandatory information.

8. For PO-based invoice, ensure to provide the PO number in the correct format; otherwise,
invoice will be returned.

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P&G PLATFORMS USER GUIDE

9. If non-PO, enter information under Who are you invoicing section. The person to be indicatedshould be your P&G contact person for the transaction. This person will be the approver of yourE-invoice submitted to P&G.

10. Complete the Invoice Items section and click Save Line item.

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P&G PLATFORMS USER GUIDE
11. Complete the following link if you need to provide additional information.

12. If you need to add another line item, click Add and complete the information. Otherwise,proceed to the next step.

13. Upload attachment as needed. Kindly note of the guidelines for the accepted attachment.

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P&G PLATFORMS USER GUIDE

14. The Bank account you entered upon completion of your profile will appear blow. If you havemultiple bank accounts, select only one account where you intend the invoice payment to becredited.

15. Review the invoice details and amount.

Please Click Here to watch the video and link to download the quick guide.

Check Invoice Transmission Status

1. Click Where Is My Invoice?

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P&G PLATFORMS USER GUIDE
2. Enter the invoice number in the Find Invoice field.

3. A pie chart will present the transmission status of all your invoices.

4. A list of all invoice transmission status is also shown below.

5. Under the View details column, click the document icon beside each Failed invoice to view theinvoice and the error.

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P&G PLATFORMS USER GUIDE
6. If you have issued the invoice with incorrect details, you may click either:

Please Click Here to watch the video and link to download the quick guide.

For other quick guides, go to https://pgsupplier.com/create-invoices/einvoice
Tungsten Direct Links: Tutorials and FAQs
Further Questions on Tungsten Supplier Portal? Call Tungsten
For other queries on invoice status and P&G-related questions: CHAT SUPPORTP a g e 26 | 28

P&G PLATFORMS USER GUIDEP&G Chat Support
Directly chat a live assistant for any concerns or questions regarding P&G transactions.
• Fast and Real Time• Easy and Convenient• Save TimeFor Invoice-related queries, check invoice status application page in P&G Supplier Portal.
P&G Supplier Portal Chat Support: Click HereFor general queries, check Aravo login page.
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P&G PLATFORMS USER GUIDE
Next Steps for Suppliers
1. Register to the P&G Supplier Portal to have access to the P&G Chat Support and the Invoice
Status applications.
2. Ensure that Aravo profile and primary email are updated.
3. Set up MFA for P&G Supplier Portal and Aravo
4. If qualified for Coupa E-invoicing, link your account to P&G Coupa Supplier Portal by sending therequired information to the regional Coupa Ions.
5. If qualified for Tungsten E-invoicing, register to Tungsten via https://portal.tungstennetwork.com/mvc/registration
6. Reach out to the P&G Chat Support for additional concerns.

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