Web EDI Portal User Guide

Direct to Store & Distribution Centre

March 2020 – V3
Introduction to the Web EDI Portal
The Web EDI Portal has been created to provide non-EDI vendors the ability to process
Purchase Orders, and Invoices. Vendors receive an automated email when an order
has been raised to alert them to log on to the portal.

This guide provides instructions on how to use the portal to process a Purchase Order
through to Invoice.

If you have any questions, please contact [email protected].

Contents
Section No. Section Title Page
1 Accessing the Portal | Home Screen 3-5
2 Web Browser Information | Changing Language 6
3 Purchase Order 7
4 Invoice 8-10
5 VAT Selection Guidance 11
6 Corrective Invoice 12-14
7 Returns Purchase Order 15-16
8 Configuration 17
9 Glossary of Terms: Message Status | Message Subtype 18-19
10 Alerts via Email 20
11 Web Browser Information | Changing Language 21

2
 Accessing the Portal
Production URL to login : https://kingfisher.edt.fr/BCP-Web/

Your login and password will be provided via the Local Vendor Onboarding Team.

Please Note:
As soon as you login for
the first time please make
sure you instantly change
your password to
something memorable.

If you’re sharing a login

amongst multiple
employees please also
make sure the password
changed should there be
any changes within the
team.

Home Screen
Once logged in the home screen it will be displayed as shown below.

BRFTest000000

Tabs (slide 4)

Search
Criteria
(slide 4)

Dummy
Vendor

Dummy
Vendor
Messages
Dummy
Listed Vendor
(slide 5)
Dummy
Vendor

Dummy
Vendor

3
 Home Screen
Tabs;

Received Messages Messages received from Brico Depot

Messages Sent Messages sent to Brico Depot
Configuration Configure your display and search options, within this guide
we have shown you the defaulted views but you are able to
amend these to suit your needs, slide 13 (Configuration) will
show you what this screen looks like and how to amend

Search Criteria – ‘Received Messages’; (‘Messages Sent’ tab would be in the reverse)

1
2 10
3 11
4 12
5 13
6 14
7 15
8
9

16

17
1. Press this to open the ‘Search’ criteria
2. Search functionality to look at orders processed from (start date)
3. Search functionality to look at messages received from (start date)
4. Order reference number
5. [Drop Down] Define by which Supplier
6. [Drop Down] You can search for a specific message type within PO, CORRECTIVE
INVOICE and INVOIC
7. Tick if you would like to see any archived messages
8. Functionality will not be required
9. Parent reference number
10. Search functionality to look at orders processed to (end date)
11. Search functionality to look at message received to (end date)
12. Vendor actual delivery date for service / product
13. [Drop Down] Define by which Operating Company (more information on slide 17)
14. Vendor SAP code
15. Tick if you would like to see any of the 14 messages statuses (explained on slide
14)
16. Purchase order number
17. When you’ve entered the criteria you wish to look at press ‘Search’ and if you want
to type in a different criteria you can press ‘Clear’ to start again
(?) - If you hover over this sign it will also explain what you need to enter

4
 Home Screen
Messages Listed;

This is where all the orders and invoices will be listed, if you have added no search
criteria it will automatically show you the last 7 days history by default if you would like
to see anything different then you will need to enter within the search criteria.

Any wording in a blue colour means you can click within that reference and the message
document will appear in another web browser tab.

Column headers explained;

Reference Order reference (Received messages tab) / invoice number (

Messages sent tab)
Processing date Date of sending the message
Message date Creation date of the message
Sender Sender of message
Receiver Receiver of message
Message type Orders, despatch advice, invoice
Message subtype See separately slide 19
Order reference For invoices (Message sent tab) you will have the Order
reference
Message status See separately slide 18
Workflow Create a document associated to the order (invoice,
Corrective Invoice, Credit Note)

5
Supplying More Than One Operating
Company?
If you are supplying more than one of our Operating Companies please make sure you
are following the below;

• You will be provided two logins per Operating Company;

o One for the testing environment
o One for production environment (once testing complete)
• For each login please only complete the transactions given for that Operating
Company

i.e. If you have a login for Castorama France only complete the purchase orders and
invoices for Castorama France. You will be able to see other transactions under this
account for other Operating Companies such as B&Q but if you need to action these
then please use the login provided for B&Q. Please see example below;

1. Press ‘Search’ so the drop down will show

2. Click sender and define the Operating Company you have used the login for (it will
provide a drop down of all the Operating Companies PO’s have been sent from an
example has been provided)
3. Once you have selected the Operating Company it will only show you the messages
only from them

6
 Purchase Order
Within the ‘Received Messages’ tab click on the reference number as shown below,
another web browser tab will open with the order details on.

Dummy Vendor

Dummy Vendor

Dummy Vendor

Example purchase order detailed below. To exit the purchase order close the web
browser tab window.

Dummy Vendor

999999

9999999999999 Dummy Product 1

7
 Invoice
Raising;

From the ‘Received Messages’ tab on the home page, click on the invoice icon next to
your chosen purchase order.

Dummy Vendor

Dummy Vendor

Dummy Vendor

8
 Invoice
Enter the following information;
• Invoice number (your own number you hold in your accounting books)
• Tax point date
• VAT rate- If the VAT rate applies to all lines on the invoice, select the appropriate
tax rate from the main dropdown box. If different rates apply to different lines,
select the appropriate rate from the dropdown box next to each line.
• If necessary, you can also amend invoice quantities and unit prices.
• Discount value if the case (can be set up at line level or invoice level)
• Social capital value and currency- as per below
• WEEE tax text as per below, if your invoiced products are WEEE tax carriers
Once all details are entered, press send.

BRFTest000000

Dummy Vendor

999999

Please insert your company social

capital. Example: 300.000 RON

9999999999999 Dummy Product 1

If your invoiced products are WEEE tax carriers

please insert the following text: Products contain
WEEE tax according to the listing file

9
 Invoice
In the ‘Messages Sent’ tab on the home page, the status of issued invoices is displayed.
The invoice stays in a quarantine state for 5 minutes (this does not re-set if you make an
amendment), which gives you time to make corrections - after this time, the invoice will
be finally sent to Brico Depot (further corrections will not be possible).

Dummy Vendor

Dummy Vendor

Dummy Vendor

Dummy Vendor

Dummy Vendor

After the 5 minutes the invoice will be shown as sent, shown below;
Dummy Vendor

10
 VAT Selection Guidance
Below are some clarifications on which VAT drop down you should select.

19% = Deferred VAT/TVA la incasare 19% Deferred VAT 19 % Romanian suppliers

5% = Deferred VAT/TVA la incasare 5% Deferred VAT for restaurants and catering
services
9% = Deferred VAT/TVA la incasare 9% Deferred VAT 9 % Romanian suppliers
20% = Deferred VAT/TVA la incasare 20% Used only in case of return of goods where
original invoice had this rate
24% = Deferred VAT/TVA la incasare 24% Used only in case of return of goods where
original invoice had this rate
0% = Acquisition exempt input VAT/Achizitii TVA Pallet guarantee
scut -0%
5% = Acquisition input VAT/Achizitii TVA Regular VAT for restaurants and catering
deductibil-5% services
9% = Acquisition input VAT/Achizitii TVA Decrease VAT rate for plants, fertilizers, etc.
deductibil-9%
19% = Acquisition input VAT/Achizitii TVA Merchandise acquisition from Romania
deductibil-19%
20% = Acquisition input VAT/Achizitii TVA Used only in case of return of goods where
deductibil-20% original invoice had this rate)
0% = Acquisition reverse charge-wood/Achizitii Reverse charge for decrease VAT rate (plants
taxare inversa-lemn 9% and seeds)
0% = Acquisition reverse charge-wood/Achizitii Reverse charge for wood – acquisition from
taxare inversa-lemn 19% Romania
0% = Acquisition intracomunity-exempt/Achizitii EU merchandise purchases
intracomunitare scutite 0%
0% = Acquisition import goods/Achizitii import Used for import goods (non EU)
bunuri 0%
0% = Acquisition VAT non-registered/Achizitii pers not to be used
neinreg TVA 0%
0% = Acquisition special regime/Achizitii regim not to be used
special 0%
24% = Acquisition input VAT/Achizitii TVA Used only in case of return of goods where
deductibil-24% original invoice had this rate

11
 Corrective Invoice
In case of price and/ or quantity differences between the order/ receipt and the invoice,
Corrective Invoices can be issues.
To be able to create a Corrective Invoice:
• Purchase order must have been received
• Delivery of the purchase order has been made
• Invoice created against the purchase order has been sent
Workflow for Corrective Invoice will stay open for 365 days after an Invoice has
been sent.
On the home page select the ‘Messages Sent’ tab, it will show the last 7 days activity.
If you need a different selection, please insert within the ‘Search’ criteria.

Select the icon as advised below next to your chosen invoice.

1. After you have selected the icon on the workflow corresponding to Corrective Invoice
creation, the below screen will appear. Please enter data in all the fields marked in red
according to the correction you would like to make.
• A. Corrective Invoice Number (please DO NOT put the original invoice number; complete your
own number you held in your accounting books for this document)
• B. Tax Point Date
• C. Delivery / Sales Date
• D. Social capital value and currency- as per below
• E. Reason for corrections

D Please insert your company social

capital. Example: 300.000 RON
E

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 Corrective Invoice
2. Select the lines items for which a Correction needs to be made, shown below;

3. Enter the corrected values within the second line of each line item you have
selected.

4. Send the Corrective Invoice by selecting the ‘Send’ button.

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 Corrective Invoice Validations
Corrective Invoices can be created to make changes to Invoices already submitted.

The types of changes are :

• Quantity (Increase or Decrease) – Can not be higher than initial PO

• Price (Increase / Decrease)
• Quantity & Price (Increase / Decrease)

Key Points;

For each line item, you can create a single Corrective Invoice containing one of the
above changes.

Once a Corrective Invoice has been created for a line item, no further changes to that
line item can be made.

For example, if you have three line items on an invoice, you could either
a) Create a single Corrective Invoice to Decrease the price for all 3 line items, or;
b) Create two Corrective Invoices. The first to Increase the quantity and price for the 1st
line item. The second to decrease the quantity of the 2nd line item.

The system will prevent you combining invalid changes together for one or more line
item. For example, if you try to increase the quantity and reduce the price of the same
line item an error will appear “Mixed scenario correction invoice cannot be created”.

Most common errors and reasons:

Mixed scenario correction invoice cannot be created;
• Increase price for a line and decrease qty for other line
• Increase price for a line and decrease price for other line
Invoice quantity must be less than or equal to the order quantity;
• This error is encountered if the qty is higher than the original PO

Please note: If you try to change the Tax Rate for a line item, you will receive an error
“Tax rate change is not allowed. For tax rate change, documents should be submitted
via paper or email.”. This is because the system will only allow you to make Quantity
and Price changes together, so if you need to also include a Tax Rate change please
contact Shared Services on [email protected].

14
 Return Purchase Order
On the home page ‘Received Messages’ will automatically be shown; it will have the last
7 days activity; if you need a different selection then please insert within the ‘Search’
criteria.

To issue a Credit Note for a Return Purchase Order, select the icon advised below next
to your chosen Returns Purchase Order.

Dummy Vendor

Example of return purchase order detailed below. To exit the purchase order close the
web browser tab window.

Dummy Vendor Dummy Vendor

999999

9999999999999 Dummy Product 1

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 Return Purchase Order
(Credit Note)
After you have selected the Returns Purchase Order, the below screen will appear.
Please enter data in all the fields marked in red
• Credit Note number (your own number you hold in your accounting books)
• Tax point date
• VAT rate- If the VAT rate applies to all lines on the invoice, select the appropriate
tax rate from the main dropdown box. If different rates apply to different lines,
select the appropriate rate from the dropdown box next to each line.
• If necessary, you can also amend invoice quantities and unit prices and
check if all line items need to be included.
• Discount value if the case (can be set up at line level or invoice level)
• Social capital value and currency- as per below
• Wee tax text as per below, if your invoiced products are WEEE tax carriers
Once all details are entered, press send.

Dummy Vendor Dummy Vendor

999999

Please insert your company social

capital. Example: 300.000 RON

Dummy Product 1
9999999999991

Dummy Product 2
9999999999992

Dummy Product 3
9999999999993

If your invoiced products are WEEE tax carriers

please insert the following text: Products contain
WEEE tax according to the listing file

16
 Configuration
This screen will allow you to amend your view within the Portal home screen.

The below explains the changes you can make, once you have made all the changes
you wish to make then press ‘Save’ at the bottom.

The email address that you would like alerts to come to when you receive a
new message on the portal. You must update this as soon as possible.

Amends the view to the Search Criteria (shown on slide 3)

Amends the view to the Messages Listed (shown on slide 3)

Line Position: The line on the home screen where this criteria is shown
Column Position: The column on the home screen where this criteria is shown
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 Glossary of Terms:
Message Status
Unread Vendor has not opened the PDF PO document
Read Vendor has opened the PDF PO document
In progress Vendor has invoice, the PO will be marked as " In Progress"
providing the icon as (Create Invoice) in workflow
Complete This stage of the workflow is complete in the portal
Quarantine The message is sitting in an editable status for a short period
of 5 minutes in production, before sending to the OpCo
Sent The message has been sent
Cancelled The document has been cancelled (only applicable to DSV)
Modified The document has been modified
Draft The message has been completed in part and saved but has
not been sent
Invoiced The PO has had an invoice sent against it for full quantity

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 Glossary of Terms:
Message Subtype
STORE ALLOCATION ORDER Automatic order
STORE CUSTOMER ORDER Customer order
STORE REPLEN ORDER Store order
STORE MANUAL ORDER Store manual order
STORE PROMO ORDER Store promo order
STORE RETURN ODER Return order
THIRD PARTY CUSTOMER ORDER Customer order delivered at home
THIRD PARTY ORDER Order delivered at home
CUSTOMER PO Customer purchase order
DC PO Warehouse purchase order
GNFR PO Goods not for resale purchase order
POU Proof of uplift
RETURN PO Return purchase order
UPDATE PO Updated purchase order
INVOICE Invoice

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 Alerts via Email
Vendor
Email Title Relating to Sent From Action
Required
All Purchase Orders
Order Notification [email protected] Create Invoice
and Returns
APERAK Acknowledgement of No action
[email protected]
Notification Correcting Invoice necessary

Please ensure [email protected] is whitelisted.

Key Business Rules;

Invoice
• Cannot be sent for a higher quantity than on the Purchase Order
• Cannot be sent for quantity expressed in fractional number of units
• Must include the corresponding Purchase Order reference number
• Vendors must have the possibility to send Corrective Invoice (INVOIC)

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 Web Browser Translation
Business Control Panel (BCP) is supported by the following web browsers;
• Google Chrome
• Microsoft Edge
• Microsoft Internet Explorer 11
• Mozilla Firefox

Please Note: Apple Safari and Opera are not currently included within this list, also be
aware that BCP is designed for Desktop, not for mobile or tablet devices.

The web browser language translation functionalities are not currently supported within
the BCP. It has already been accurately translated into the following languages; English,
French, Polish and Romanian.

If it is not showing a language suitable for your needs, please follow the steps below to
make the necessary changes.

Changing Language
1. Open the Business Control Panel and log in with your details
2. At the top of the home page, please click as directed below within the red square
(4th word along) :

3. A new window will appear and from there you will be able to change the Portal
Language, please click the box as directed below within the red square (5th row
down) :
This is used for
password re-sets
and does not
amend where alerts
are sent to please
do this within the
Configuration tab.

4. Click confirm once you have selected your new language and all translations will
then be made within the chosen language.

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