When you log in to the Supplier Self-Reporting dashboard, you will see a list of your active open reports which you can submit your transactions against.

A single report needs to be completed for each supplier list that you are registered on, for each reporting period (as set by the List Owner).

Take note of the listed reporting due date and ensure you submit your transactions on time. You may be sent a reminder notification if you have not submitted your transactions.

When the List Owner closes the reporting period you will not be able to make any further changes.

On the dashboard you will also see RFx data related to you that relates to finalised requests from Go To Market

Reporting your Transactions

From the dashboard under the 'Your active reports' table, against the list and reporting period, click on the Report button on the right-hand side to start adding your transactions:

You will be required to submit your transactions as entries, adding the following information:

• The buying organisation
• The transaction amount?
• Provide any comments in regard to the transaction
• A reference number for the transaction
• The date of the transaction
• Uploading any documentation

While the reporting period is open you can continue to add your transactions. You can gradually add your transactions and save them as a draft. Selecting to 'Submit' a report means you are finished. However, if the reporting period has not been closed by the List Owner then you can 'Reopen' your submitted report to add further transactions and amend previous entries before resubmitting (see here).

Here you will also see the RFx Data related to you and this specific list

You will have three ways to report your transactions and these are explained in detail below as well as how to use the RFx Data:

1. Manually add entries one by one.
2. Import your transaction data through a file upload.
3. Submitting a NIL report if there are no transactions to report against in the period.

Reviewing RFx Data

The RFx Data table shows all RFx related to you and this list. You can hide an RFx from the list if it not yet ready to be reported on (any hidden RFx's can be viewed using the "View all RFx data" button). You can also review the details of the RFx using "View details". This is important as this screen is the only way to modify the quoted amount and also mark an RFx as all sales reported.

Quoted Amount The quoted amount is based on what was provided in the response and there will also be a buyer indicated price where the buyer has entered a value. However, there are situations where the price provided in Go To Market is no longer the actual value (i.e. do to contract negotiations, extensions, variations). In these scenarios both you and the list owner have the option to update the quoted amount to reflect the actual value (the original quoted amount will always be visible as a point of reference).   All sales reported When you link an RFx to a transaction (details below) it will drill down on the quoted amount for that RFx. However, even if you drill down on the entire value of the RFx it will not be automatically marked as all sales reported, this has to be done manually by ticking the box before RFx close date. Both reporters and list owners can do this. RFx's marked as all sales reported will not be visible in future reports

Manual Entry

The manual entry method, which is the default method, is best used when you only need to report a small number of individual transactions for the reporting period. You can use the Add to report button in the RFx Data table to link a transaction to an RFx, the transaction will then be reflected in the Reported Amount field.

Follow the below steps:

1. (Recommended) Click "Add to report" for the RFx related to this transaction, this will auto populate the Transaction detail but can be modified. NOTE: This is the only way to link an RFx to a transaction.
2. Under the 'Buyer' field, select the buying organisation from the dropdown list. You can only report transactions against the listed buying organisations. If you don't see a Buyer in the list, please contact the List Owner (you may find their details in an email notification received regarding your report).
   
   
   Please note

   You may only be able to report one entry per buying organisation, which means you'll need to provide an aggregated total of sales and not individual sales.

   
   
   
   
3. In the 'Transaction amount' field, enter the value of the transaction. 
   
   
   
   
4. Select the View optional fields button to be able to submit the following additional information to the individual entry:
   1. Add any comments
   2. A reference number (e.g. RFx, Invoice or PO number)
   3. Transaction Date
   4. Attach documentation
      
      
      
      
5. Once you've added all of your details, click on the 'Add entry' button to save it. This will add the entry to the Reported Transactions table at the bottom, and then you can add another transaction.
   
   
6. Once you've added all of your transaction entries, you can select 'Save Draft' to save progress and come back to submit later, or 'Submit report' to complete and submit your transactions.
   
   
7. Once submitted, you will receive an email stating that this report has been completed. If you need to make any changes to the report then you will be able to reopen the report up until the point that the reporting is closed off by the List Owner.

Importing through a File Upload

The file upload method is best used when you need to report a large number of transactions, or you already have your transaction data in an Excel document internally at your organisation.

You will need to select the 'File Upload' tab to use this method to report.

Follow the below instructions:

1. Firstly you will need to download the pre-formatted template in CSV file format to enter your information for a successful upload, at the same time download the RFx data so you can link the transaction to the RFx
   
   
   
   
2. The downloaded file should open up in Microsoft Excel.
   
   
3. In the template, use the example data as a guide on how to enter your transaction data under the provided columns. The 'Buyer' and 'Amount' columns are mandatory fields and the remaining columns are optional fields.
   
   For best results, the name of the 'Buyer' should be an exact match to how the buying organisation is listed in the system. You can refer to the list of Buyers in the Manual Entry mode for this.
   
   The name of the Buyer will be validated by the system when you upload the file. Use the downloaded RFx data to populate the VP RFx Number column.
   
   
4. You should remove the example data before saving and uploading the file. Do not remove the preset columns as they are required for a successful upload. 
   
   
5. Once you've entered all of your data in the template, save your changes and return back to VendorPanel. Select Upload File.
   
   
   
   
6. Either drag and drop the file on the screen, or select 'Browse' to find the document in your folder. Once selected, click on the Import button.
   
   
   
   
7. Review the imported data and ensure everything is correct.
   
   
8. If the name of the 'Buyer' doesn't exactly match how the organisation is listed in the system then you will be prompted to select the correct buyer from the list:
   
   
   
   
9. After you import the data, you can make any changes and also upload documents against each transaction if applicable.
   
   
10. Once you've reviewed all the information, click on the Add Entries button at the bottom to save the details.
    
    
    
    
11. Once you've added all of your transaction entries, you can select 'Save Draft' to save progress and come back to submit later, or Submit Report to complete and submit your transactions.
    
    
12. Once submitted, you will receive an email stating that this report has been completed. If you need to make any changes to the report you will be able to reopen the report up until the point that the reporting is closed off by the List Owner.

Submit a NIL report

1. If you have no transactions to report against a list in a specific reporting period then you can select to Submit NIL report.
   
   
   
   
2. Read through the warning message then click on Submit.
   
   

Reopening a Submitted Report

Reports you have submitted that are still open for reporting will be listed with a status of Completed on your dashboard.

You can use the Report button to the right to view your submitted report and then reopen it if needed.

Select the Reopen report in the right corner if you need to make amendments.

Ensure that you select Submit report again once you've made your required changes.