1. Best Buy Canada Vendor Portal
Vendor User Manual
January 31, 2008 1

2. Table of Contents Objective General information (Page 3-6)
i. To create a new claim (Page 7-10)
ii. To view claims (Page 11-15)
iii. To view invoices (Page )
Iv. To change your password (Page 21-22)
Footnotes (Page 23)

3. Objective
Best Buy Canada Ltd. is committed to leveraging technology to reduce overall costs and improve efficiency in our processes. This Vendor Portal will focus on providing our vendors with a web based process to create, submit and follow up on financial claims for issues such as unpaid invoices, short paid invoices and any issues related to deductions made from vendor accounts.
In addition to using the web based tool to register and investigate vendor claims, vendors will be able to export current AP trial balance for their account and remittance information including debit note details.
The Vendor User Manual provides step by step instructions on how a vendor can perform these functions as well as offering some tips to maximize the usage of this tool.

4. General information
1. For new users, please contact Qlogitek for account set up:
2. for vendors who have forgotten their username or password:

5. General information To begin, logon to the following website:

6. General information
You will be able to see a claim status summary after login successfully

7. General Information
There are 4 options that vendors can choose from. They are listed on the left of the screen:
i. Create New Claim
ii. View Claims
iii. View Invoices
iv. Change Your Password

8. i. To create a new claim
Fields marked with * must be filled in order for the system to generate a claim number
For Return claims, a Return Claim Form must be attached and a Discrepancy Notice must be submitted to the RTV liaison within 72 hours from the delivery of goods (see page 8)
For most claims, Best Buy Canada requires supporting documentation. Due to the system requirements, you must attach a document. If you believe this is a valid claim and does not require back up, please attach a blank document to the claim
Ensure that all attachments are successfully uploaded before you click the submit button, otherwise your claim WILL BE DENIED

9. i. To create a new claim

10. i. To create a new claim
Once all necessary information is received, a claim number will be generated and you will see the claim confirmation (see page 10)
Vendor can refer to this claim number to check the status of their claim
If you have any questions about claims or are looking for copy of the claim forms, please refer to the Claims Guidelines at

11. i. To create a new claim

12. ii. To view claims
In addition to submitting claims, the vendor can search for claims in 4 different ways:
- Claim submission date range (will retrieve claims submitted within 6 months from the query date) see page 12 for an example of search by date range
- Claim number (has to be exact)
- Invoice/Debit Note Number (has to be exact)
- PO/RMA number (has to be exact)

13. ii. To view claims

14. ii. To view claims
After entering the date range, click submit and you will be able to see the following screen

15. ii. To view claims
To see details of a particular claim, please click on the claim number on the claim search screen, see page 15
Vendor can also export the claims to an Excel file. The speed of the export depends on the volume of claims the vendor is exporting

16. ii. To view claims

17. iii. View invoices
Vendor can look up invoices in 3 ways and can query up to one years worth of invoices: see page 17
By entering a date range (up to 3 months at a time)
By invoice number
By cheque number (needs to be exact)

18. View Invoices

19. iii. View Invoices
After the search is executed, you will see a list of invoices falling under the criteria you specified
There could be 3 possible invoice status descriptions:
A number in the status column means that Best Buy Canada has issued a payment for this invoice. This number is in fact the cheque number
Pending – being processed and not paid
Received – processed and waiting for payment
Vendor can also export the cheque information to Excel as well as all cheque back-up data including return deductions and price and unit discrepancy details

20. iii. View invoices
Vendor can click on the specific cheque number and look for the associated invoices paid under that cheque number
Vendor can also export the cheque information to Excel

21. iii. View invoices

22. iv. Change your password
Vendor is able to change their password anytime, see page 22
Important: Please note that vendor is solely responsible for maintaining the confidentiality of any username and password to access this portal as well as any activity that occurs under your username
The system will prompt you to change your password every 30 days

23. iv. Change your password

24. Footnotes
We sincerely hope this manual will assist our vendors in successfully utilizing the Vendor Portal. For questions and inquiries, please contact