Chargebacks | User Guidelines Pricing... · i.e. DD.MM.YYYY • Click on OK • Click on Browse....

USER GUIDELINES I CHARGEBACKS PAGE 1

www.mykcportal.com

Chargebacks | User Guidelines

Contents

Introduction 3

What are Chargebacks? 3

How will I Get my Claim Form? 3

How do I log on to mykcportal.com? 4

How do I set up my User Profile? 5

How do I save changes to User Settings? 6

How do I change my password? 7

How do I retrieve or view documents in my Document Inbox? 7

Price Catalogue 8View or Download Price Catalogue 8

Rebate Claim Proforma 9Get Claim Form 9Submit Claim Form 12

Review Rebate claim in Document Inbox 14

Claim Reconciliation 16

Trouble Shooting 20What happens if I do not GET my claim form and it is no longer in my Document Inbox? 20Why can I not SUBMIT my Claim Form? 20What if I miss out on including some items in my monthly claim? 20Why did I not receive my Claim Reconciliation? 20

Contacts 20


IntroductionKimberly-Clark has extended its Web Portal to include Chargeback Claims. This means that you will now receive and manage your Claim Form via your current Portal Document Inbox, or in a dedicated Portal Document Inbox as agreed with your company.

We hope that the following information will assist you in navigating the Chargeback process, but would like to assure you that our Administration Team will provide you with one-on-one training and will be available to help you should you need further assistance. Please refer to the Contact section of this

document.

What are Chargebacks?Charge backs are the monthly claims you submit to claim back the difference between Kimberly-Clark Distributor List Price and the negotiated Special Pricing Arrangement (SPA) Buy price for Kimberly-Clark products you have sold to End-users.

How will I Get my Claim Form?Each month you will receive an email notification from mykcportal.com advising you that your claim form is available in your Document Inbox.

To retrieve your claim form, please follow the guidelines on the following pages.

CHARGEBACKS I USER GUIDELINESPAGE 4

How Do I Log on to mykcportal.com?• Click on link in email to access landing page

• Insert your Username

• Insert your Password

• Click on Login

• Terms and Conditions of Use of the site will display.

• Read Terms and Conditions

Agree – enter site

Reject – you will be logged off from the site


How Do I Set Up my User Profile?The User Profile determines where the email alerts will be sent when the Claim Form, Price Catalogue and Reconciliation of Claim are available in your document inbox.

• Select User Settings

• Complete Inbound Document Alert Emails for

Price Catalogue

Rebate Claim Confirmation


• Rebate Claim Pro-Forma

More than one Email Address may be added by clicking on the Add Email Address button.

How Do I Save Changes to User Settings?• Save data by clicking on Save button at the bottom of the screen

• The following message will display

• Go to bottom of screen and click on ok


How Do I Change my Password?In User Settings you will find the fields to change your password.

• Enter your new password and confirm it in the fields provided

• Save settings as per “How Do I Save Changes to User Settings”

How Do I Retrieve or View Documents in my Document Inbox?• Click on Document Inbox


• Document Inbox will display

Price CatalogueView or Download Price Catalogue• Select Price Catalogue (full list of all current Special Pricing Arrangements [SPA’s])

Click on ID number of document

Accept Terms and Conditions


Excel Icon will display

Click on Excel Icon to Open

• Excel csv file will download. Save to local directory.

• A new price catalogue will be sent to your Document Inbox each month, remain for 14 days in your Document Inbox and a further 14 days in your archive.

Rebate Claim ProformaGet Claim Form• Click on Get Claim Form or No Claim to Submit. Please do not keep the claim form to use at a later

date. The pricing in the claim form is date dependent and is only good for the month in which it is created. Additional claim forms may be provided in consultation with the Kimberly-Clark Chargeback Administrator that manages your claim. See Contacts.


• Accept/Reject Terms and Conditions

• Click on Open

• Microsoft Excel will display the following message, select Yes


• Claim will open in Excel csv format

• Save file as .csv in your local directory

• Do not change file name or file type

• Complete fields:

Claim Quantity (Mandatory)

Distributor Invoice Number (Optional)

Distributor Invoice Date – format DD.MM.YYYY eg. 25.01.2011 (Optional)

• Save file again, keeping the same name and file type .csv


• Close file

Submit Claim Form• Return to Portal Document Inbox

• Select Submit Claim

• Note reminder regarding correct date format for Invoice Numbers i.e. DD.MM.YYYY

• Click on OK

• Click on Browse


• Browse for completed claim form as saved in your local directory

• Click on Open

• Click on Upload

• Message will display

Error will stop upload, error to be fixed, and upload recommenced.

- Errors relate to change of master data. Only 3 fields previously referred to may be updated. (Claim Quantity, Distributor Invoice Number and Distributor Invoice Date) Any other change will result in claim rejection.

- If claim with zero value is submitted (no items claimed), this will result in an error. If there is no claim to submit, click cancel and ‘No Claim to Submit’.


Upload successful – click on OK

Review Rebate claim in Document Inbox• Go to your Customer Portal Document Inbox

• Find Rebate Claim Pro-Forma

• Click on ID number

• Click on Excel Icon


• Click on Open

• Review claim, in particular Total Claim Amount

• If claim is correct, close CSV file and click on Accept. Claim will be forwarded to Kimberly-Clark.

• If claim is incorrect, close CSV file and click on Reject. Return to your previously saved version of the claim, fix errors, or download claim again and recreate claim.


Claim ReconciliationOnce claim has been processed in KC SAP system a Rebate Reconciliation will be sent to your Portal Document Inbox, together with an email notification to your personal Inbox.

• Click on link in email notification

• Log into Portal

• Go to Document Inbox

• Click on View Rebate Reconciliation

• Accept Terms and Conditions

• View in web view format


• Go to bottom of screen

• Click on back button to return to Document Inbox

Or

• Click on Rebate Reconciliation ID number

• Accept Terms and Conditions


• Click on PDF Icon

• Open file


• PDF file will display. Review and save to your local directory as required.

• Close PDF file to return to Document Inbox

• Logout


Trouble ShootingWhat happens if I do not GET my claim form and it is no longer in my Document Inbox?Please contact Chargeback Administration (see Contacts) and request a new claim form be sent to the portal. Please remember to include the reason why you are making the request.

Why can I not SUBMIT my Claim Form?Please read the error message on the screen. Please note that no existing data on the Claim Form may be changed. Only the three blank columns may be completed. Please also check the date format is correct. “DD.MM.YYYY eg. 25.01.2011”. If you have changed the Claim Form you will need to GET the claim again and start over from the beginning. No claim forms with zero value will be accepted; at least one line of the claim form needs to be completed.

What if I miss out on including some items in my monthly claim?It is not possible to use a Claim Form more than once. You can either claim the items in the next month’s claim, or you can request a claim form from Chargeback Administration. Once again please include information regarding the reason for the request. Eg. “I forgot to claim 30 cases of 4735 in the August claim.”

Why did I not receive my Claim Reconciliation?Please check that you clicked on “Accept” after you SUBMITTED your Claim. Should you have completed all the steps, please send details to Chargeback Administration to follow up on your behalf.

Contacts

Name Telephone Email

Chargeback Administration +612 9963 8031 [email protected]

Customer Care 1800 647 994

Kimberly-Clark Australia Pty Limited | ABN 65 000 032 333 | 52 Alfred Street Milsons Point NSW 2061 Telephone (AU): 1800 647 994, (NZ): 0800 447 814 | www.kcprofessional.com *Trademark Kimberly-Clark Worldwide, Inc.

USER GUIDELINES I SPECIAL PRICING ARRANGEMENTS PAGE 1

www.mykcportal.com

SPA | User Guidelines

SPECIAL PRICING ARRANGEMENTS I USER GUIDELINESPAGE 2

Contents

What is mykcportal.com? 3

How do I access mykcportal.com? 4

What are the benefits of mykcportal.com? 4

How do I use mykcportal.com? 5Logging on for the first time via your internet browser 5

Welcome Page 8

Document Inbox 9How the inbox works 9

How to access your Special Pricing Arrangement Advice (SPAA) 10PDF and Excel Formats 13Send SPA Response 14Backup/Archive 15

What happens if I reject a SPA? 15

What happens if I do not download my pricing? 16

How do I know if SPA document is archived? 17Document Search 17

How do I get a document from archive? 19

Inbox Housekeeping 19

User Settings 21Change Password 21Add/Maintain Email Addresses 23

Logout 25

Troubleshooting 25

KCA Addresses 25Contact Us 25Addresses & Emails 26

Definitions 27


What is mykcportal.com?Mykcportal.com is a Secure Internet Site that will receive your Special Pricing Arrangements from Kimberly-Clark Australia’s SAP Pricing System and direct these Special Pricing Arrangements to your Inbox on mykcportal.com. Mykcportal.com has been created for the Professional, Health Care and Adult and Fem Care Business Divisions of Kimberly-Clark Australia.


How do I access mykcportal.com?Mykcportal.com is a Secure Site. You will be provided with an account number and a password to access your Inbox on the site. The first time you access the site you will be required to change your password.

What are the benefits of mykcportal.com?• Special Pricing Arrangement Advice (SPAA) available via Inbox.

• SPAA notification forwarded to you the instant pricing has been created.

• You may choose PDF format or Excel downloadable format.

• You may receive your SPAA centrally. Pricing for Distributors with multiple branches may be directed to both branch and centralised email addresses.

• You may nominate multiple email addresses at each branch to receive SPAA’s.


How do I use mykcportal.com?Logging on for the first time via your internet browser• Type or cut and paste the following link to your browser

https://www.mykcportal.com

• Execute the link and you will be directed to mykcportal.com. It is suggested that you save this link to your favourites.

• Enter your eight digit Customer Number and your password as advised by email.

• Click on Login.


• Change your password and click on Submit

• You will be redirected back to logon screen

• Logon again using your new password


• Agree to the Terms and Conditions of Use and the Welcome Page will display (These Terms and Condition relate to your use of this Internet Site).

• If you reject the Terms and Conditions you will not be granted access to this site and you will be returned to the Logon screen.


Welcome PageThe Welcome Page includes your Company Name and Address as well as a menu bar with selections for:

• Document Inbox

• Document Search

• User Settings

• Logout


Document InboxHow the inbox works

Kimberly-Clark Australia System Administration maintains pricing in SAP System.

This maintenance may be:

• New Special Pricing Arrangement (SPA)

• Addition of new code to existing Special Pricing Arrangement

• Deletion of code from existing Special Pricing Arrangement

• Renewal of existing Special Pricing Arrangement

• Cancellation of Special Pricing Arrangement

The SPAA is sent to your Inbox on mykcportal.com. You will receive an email notification from mykcportal.com to advise that there is a Special Pricing Arrangement Advice requiring your attention. The email contains a link to mykcportal.com.


How to access your Special Pricing Arrangement Advice (SPAA)• Click on mykcportal.com link in email notification

https://www.mykcportal.com

• Logon to mykcportal.com

• Agree to the Terms of Use

• Select Document Inbox


• Click on Document ID number

• Accept or Reject Terms and Conditions


• Reject – you will not be able to action SPA

• Accept – SPA Document ID will display as:

Back arrow (return to document ID – reverse accept)

PDF Icon

Excel Icon

• Neither Accept nor Reject and SPA Document remains in your Inbox. After 14 days if the document has still not been actioned it will be automatically archived.


PDF and Excel Formats• The SPA is available in two formats:-

• PDF (Adobe Reader)

• Excel

• Click on the PDF Icon to open and print the SPAA.

• Save a copy of the PDF file to your own local computer-

Click on “File” on the Adobe Reader Menu and select

“Save a Copy”.

• Or Print a copy of the SPA.

• Click on the Excel Icon to open in Excel.

• Save to your own local computer.

• Use the Excel menu to save the file.


Send SPA Response• This notifies Kimberly-Clark that you have agreed to the Terms and Conditions of the Special Pricing

Arrangement. The SPA response should be sent within 14 days.

• Click on “Send SPA Response

• SPA will open in Web View

• Scroll down to bottom of screen

• Click on accept or reject

• Action will change to “Backup/Archive”


Backup/ArchiveOnce you have saved the SPAA to your local directory and sent the SPA response, click on Backup/Archive. If you do not backup/archive this will happen automatically after 14 days.

What happens if I reject a SPA?• When you click on “reject” the portal will send a message to the Kimberly-Clark Portal Administrators

to advise that you have rejected the SPA.

• The message will be passed on to your Account Manager for further action.

• We suggest that you use the Contact Us feature at the bottom of the screen to email your reasons for rejecting SPA. These will be managed by your Kimberly-Clark Account Manager. Alternatively contact your Account Manager directly.


What happens if I do not download my pricing?SPA Documents are available in the Document Inbox for a period of 14 days if the SPA documents are:

• Not accepted or rejected

• Not Backup/Archive

The “No: Days Available” will indicate how many days the SPA Document will remain in the Inbox. Once the 14 days have elapsed the SPA Document will be automatically archived.


How do I know if SPA document is archived?Document Search• Complete Search fields. Remember to select appropriate Date From and

Date To range.


• Search will return list of documents for dates requested.

• Review Document Status. Action “None” indicates that the SPA document has been archived.

• Click on SPA Document ID Number to see Web View of document.


How do I get a document from archive?• SPA Documents cannot be retrieved from the Archive.

• If you require a copy of an Archived documents please send an email to your State Email Contact requesting a copy of the SPAA be sent to your Portal Inbox.

Inbox HousekeepingInbox House Keeping is an additional feature in the Document Inbox that creates a list of documents awaiting Backup/Archive. The Backup/Archive may be performed from this folder.

• Click on the Inbox House Keeping button

• Check “Document Status” and “Action”


• Click on “Backup/Archive”

• If you would like to view the document use “Document Search”

Select “back to inbox” to exit screen or any of the other menu options.


User SettingsChange Password• Complete the New and Confirm Password fields

• Click on Save


• Verify changes by clicking on OK


Add/Maintain Email Addresses• Go to User Settings

• You may maintain multiple Email Addresses for your Account.

• Add email address/es to “Email Address” field.

• Please note: One email address per line.

• Save after any changes or additions to this field.


• Verify changes by clicking on OK.


Logout• Always select the “Logout” button to safely exit the Portal.

•

•

•

Troubleshooting• Logoff and logon again to see if the problem may be resolved by this action.

• Use Contact Us to send an email.

• Call your local State Sales Office – see Addresses for telephone numbers.

KCA AddressesContact Us• Click on “Contact Us” at the bottom of the any of the screens. Select the link for your State email

address and an email will be automatically opened.

• Please include the following information in your email:

Distributor Name

Distributor Branch Location

Distributor Branch Account Number

End User Name


Macquarie Park, Sydney, New South Wales19–25 Khartoum Rd, Macquarie Park 2113Tel: 61 2 9889 8871 Fax: 61 2 9889 [email protected]

Melbourne, Victoria (also covers Tasmania)Unit 1, 3–5 Gilda Court, Mulgrave Vic 3170Telephone:Professional: 61 3 9550 8055 Health Care: 61 3 9550 8088Fax: 61 2 9889 [email protected]

Milsons Point Head Office, Sydney, New South Wales52 Alfred Street, Milsons Point NSW 2061Telephone:Professional: 61 2 9963 8063 Health Care: 61 2 9963 8765Fax: 61 2 9959 [email protected]

Perth, Western Australia14 Miles Road, Kewdale WA 6105Tel: 61 8 9352 2020 Fax: 61 8 9353 [email protected]

NEW ZEALAND, Kimberly-Clark New ZealandLevel 1/86 Plunket Avenue, Manukau, 2104Tel: 64 9 250 2546 Toll Free: 0800 447 [email protected]

Brisbane, Queensland19 Overlord Place, Acacia Ridge Qld 4110Tel: 61 7 3213 1155 Fax: 61 7 3213 [email protected]

Adelaide, South Australia8–10 Phillips Street, Thebarton SA 5031Tel: 61 8 8352 0505 Fax: 61 8 8352 [email protected]

Addresses & Emails


DefinitionsSPAA Special Pricing Arrangement Advice

SPAR Special Pricing Arrangement Response

SPA Special Pricing Arrangement

Kimberly-Clark Australia Pty Limited | ABN 65 000 032 333 | 52 Alfred Street Milsons Point NSW 2061 Telephone (AU): 1800 647 994, (NZ): 0800 447 814 | www.kcprofessional.com *Trademark Kimberly-Clark Worldwide, Inc.

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