Aravo GSL Supplier On/Off Boarding Workflow Training

Aravo GSL Supplier On/Off Boarding Workflow Training
GE Proprietary – For Internal Use Only

Agenda What is Aravo and Why does GE use it? Login to Aravo GSL
Search Aravo to see if GSL exists Add New Supplier Add New Address Update/Enable supplier How to look up Process ID in Aravo How to Get Help VMCOE Escalation Matrix 3

What is Aravo and Why does GE use it?

What is Aravo & Why does GE use it?
Aravo is a Supplier Information management (SIM) company and the product that GE uses to codify & register all of its vendors. As GE is made up of several businesses trading in many countries (using many different AP systems), GE needs to have: A unique numbering system is used by all GE businesses for the same vendor Each vendor has gone through the same set of minimum security checks (watch list) A single source of compliance checks and documentation (EG – W9, tax ID) Ability to store any relevant detailed information (EG - contacts, bank accounts, GE preferred supplier, diversity) Ability to store documentation of the supplier (Tax, legal, KYS) A central team that manages the creation of new suppliers & updates (VMCOE)

What is Aravo & Why does GE use it?
Each vendor has a Global Supplier List (GSL) number that is made up of: 6 digit Supplier number (EG - H14609) 3 digit Site code (EG – 101, = New York, 102 = San Francisco, etc.) All vendor names in English, with local language captured as well Aravo Workflows replace Support Central as enabler to on-board vendors Built in Finance & Sourcing approvals Flexibility to add in business specific fields and approval requirements This is 6 digit GSL# knows as Legal Entity Last digits 101 is called site code

How to login to Aravo GSL application

Login to Aravo Navigate to the Aravo URL: https://gegsl.aravo.com
Enter SSO Credentials and click Login. Select the correct hierarchy using +Open Selection List  This selection will be defaulted every time you log into Aravo. This should be changed only when there is a change in business Click on continue This space will be blank for first time users Select three level hierarchy as per your business

W2W Aravo workflow for Supplier on-boarding
Search for supplier Workflow When to use Add Supplier Supplier does not exist in Aravo & SSS/ERP Add Site Site does not exist in Aravo & SSS/ERP Update Supplier is existing in Aravo & SSS/ERP, but few of the details need to be changed (for example payment terms, bank information, contact information) Enable Supplier & site exist in Aravo but not in relevant business operating unit in SSS/ERP Supplier/ site found? Supplier does not exist in Aravo Supplier & site already exists Raise Add supplier request Add address to existing supplier Update/ Enable Supplier site does not exist in Aravo VMCOE review & Bridger Check Examples :- Business Approvers Sourcing Approver Finance Approver Business Approvals Supplier created/Updated in Aravo Note :- Approvers will change depending on the business SSS / ERP Update

Search Aravo to see if GSL exists

Searching for a Supplier on Aravo
Search for supplier Workflow When to use Add Supplier Supplier does not exist in Aravo & SSS/ERP Add Site Site does not exist in Aravo & SSS/ERP Update Supplier is existing in Aravo & SSS/ERP, but few of the details need to be changed (for example payment terms, bank information, contact information) Enable Supplier & site exist in Aravo but not in relevant business operating unit in SSS/ERP Supplier/ site found? Supplier does not exist in Aravo Supplier & site already exists Raise Add supplier request Add address to existing supplier Update/ Enable Supplier site does not exist in Aravo VMCOE review & Bridger Check Business Approvals Examples :- Business Approvers Sourcing Approver Finance Approver Supplier created/Updated in Aravo Note :- Approvers will change depending on the business SSS / ERP Update

Searching Supplier in Aravo
Search results are fetched by: Duns number, Doing business as (name), Federal Tax ID, Tax ID(For Non US), Gold ID, Entity Name, Identifier (GSL number, Local language name, Name (for individual suppliers) Simple search Multiple queries can be added Advanced search Filters can work on logics of “And” “Or” and can be changed by user

What do results look like
Results can be Sorted or Exported to excel Supplier name with all sites are displayed Click on Identifier of supplier and check for the TAX/VAT ID . All the supplier documents like W9 & bank document are available here

What can be found- Inside supplier header level
Click on hyperlink text to open the document 14 14

Example of documents All the supplier documents like W9 or bank document can be found at header level. Below are examples of document W-9 form for US suppliers Deposit slip for bank details 15 15

Add Supplier to Aravo & SSS/ERP (Supplier not found in Aravo)

Examples :- Business Approvers
Add a Supplier on Aravo Search for supplier Workflow When to use Add Supplier Supplier does not exist in Aravo & SSS/ERP Add Site Site does not exist in Aravo & SSS/ERP Update Supplier is existing in Aravo & SSS/ERP, but few of the details need to be changed (for example payment terms, bank information, contact information) Enable Supplier & site exist in Aravo but not in relevant business operating unit in SSS/ERP Supplier/ site found? Supplier does not exist in Aravo Supplier & site already exists Raise Add supplier request Add address to existing supplier Update/ Enable Supplier site does not exist in Aravo VMCOE review & Bridger Check Business Approvals Examples :- Business Approvers Sourcing Approver Finance Approver Supplier created/Updated in Aravo Note :- Approvers will change depending on the business SSS / ERP Update

Add New Supplier Workflow
Click on Add New Supplier Workflow Button Enter the Legal name of supplier with no spaces & special characters Enter the legal address & contact information of the supplier These 2 Questions are related to the Supplier Survey

Survey to be selected for all the workflows
Choose survey type: “I have all the supplier information to complete this survey”, If “Yes” = GE requestor will fill out all details If “No” = Option to send Survey to supplier (supplier will get and link to fill in details) Note: Not all businesses have “Survey to be sent to supplier” option Requestor Self-Serve Supplier Self-Serve All parts of workflow are completed by Requestor All details after initial page are completed by Supplier Captures all fields Captures only business specific information All the questions which are marked as “*” are mandatory is sent to Supplier with details of ID & password to complete the form

Add New Supplier Workflow (Contd.,)
Information security screening questions Info security screening questions are being standardized across GE Essential compliance step to protect important information with regards to GE Restricted/Sensitive data The questions If Question 1 = No  no further action on information security If Question 1 = Yes  need for various levels of further assessments by IT risk teams

If answered “Yes”, Section 1. will be auto populated
Add New Supplier Workflow (Contd.,) Supplier Information Security Policy Questions If you answer the first question as “NO” it will ask you to enter the GE supplier relationship Manager’s address as shown below. Question No 1 Question No 1 If answered “Yes”, Section 1. will be auto populated Section I for Question No.1 If you answer the Section I as “NO” no further action required on supplier information security policy If you answer the Section I question as “YES”, Section II will be auto populated Section II for Question No.1 You will have options to select from 1 to 5.1being the lowest and 5 being the highest The Inherent Risk Rating will be selected automatically depending on the answers that you select from 1-5 for the previous question. Full training guide

Upload the ASP appointments information template
Add New Supplier Workflow (Contd.,) - ASP Supplier Questions Administrative Service Providers (ASPs) are third parties that interact with government agencies or government employees to secure some form of official approval, action or relief for GE. ASPs help the Company in a wide range of activities, such as clearing goods through customs, obtaining permits, and representing the Company in formal disputes. These activities are typically overseen by functional COEs or other specialized groups within the Company. Upload the ASP appointments information template Section II

ASP appointment information template
Provide information and upload the document in a non editable format like jpeg, tif, pdf 23

If this question is answered as “Yes” Section II will be asked
Product Cyber Security If this question is answered as “No” there will no further questions asked Section I of Product Cyber Security If this question is answered as “Yes” Section II will be asked Section II of Product Cyber Security If this question is answered as “Yes” the request will be routed to 3rd Party Security (3PS) for further action If this question is answered as “No” the workflow will not be routed to 3PS team Note :- Workflow will be routed to 3PS team for action only if both the questions are answered as “Yes”

Payment & Purchase related information: Payment Currency, Invoicing Method, Payment Terms, PO Transmission Mode etc. Process ID: After clicking on Save button, the first part of workflow is completed and it generates the process ID & notification is sent to the requestor After clicking on Save button, the first part of workflow is completed Example of notification which shows the process ID & supplier name

Address information: Select the appropriate address type. Phone & Fax numbers: Either of Phone number or Fax number is mandatory If workflow is “requestor self-serve” then next set of details need to be filled in

Bank information: Routing name will be auto populated based on the selected country Bank document: Cancelled copy of blank check/bank deposit slip/bank statement/ bank details on a signed letter head of supplier in non-editable format Use browse to upload bank documents in pdf, jpeg or tif

You can click on back and make any changes if required Insert Comments to Add Comments Comment: Update any important comments which needs to be passed on to next level After clicking on complete task button an is sent to requestor This button is used to reassign this task to another colleagues to complete any information on behalf of you Reject button is used to reject the current workflow, it will not flow to next level Similar is also sent to approver/VMH for approval Requestor confirmation

Bulks Upload Option available to add/update multiple suppliers to Aravo, SSS , SAP, Pascal and combination of these - Link Select the type of request, The “set values” change based on value selected under “Request For” Select the Request For e.g.: Aravo, Pascal, SSS Standard cost estimates is Auto populated as per the type of request Select the reason for request e.g: Multiple field update, Specific field update etc.

Workflow When to use Add Supplier Supplier does not exist in Aravo & SSS/ERP Add Site Site does not exist in Aravo & SSS/ERP Update Supplier is existing in Aravo & SSS/ERP, but few of the details need to be changed (for example payment terms, bank information, contact information) Enable Supplier & site exist in Aravo but not in relevant business operating unit in SSS/ERP Search for supplier Supplier/ site found? Supplier does not exist in Aravo Supplier & site already exists Raise Add supplier request Add address to existing supplier Update/ Enable Supplier site does not exist in Aravo VMCOE review & Bridger Check Business Approvals Examples :- Business Approvers Sourcing Approver Finance Approver Supplier created/Updated in Aravo Note :- Approvers will change depending on the business SSS / ERP Update

Business Approvers Role What to look out for Comment Sourcing
- Should we be adding supplier for goods & services required? - Are there other suppliers already used in business for same? - Are there any preferred suppliers? Check for KYS documents attached? In case of bank update by update/enable workflow, verification by supplier by if they have requested a change Finance - How will supplier be paid (push to electronic) - Are bank details correct - Estimated value of spend - Spend vs budget Compliance - Are all KYS documents attached? - ASP? Quality Normally if Direct supplier

Approvers As an Approver you will receive an notification to approve the supplier’s requests raised by the requestor, this id will have the type of workflow, process id and the name of the supplier

Sourcing Approver- Mandate check
If the buyer/requestor has initiated Update/Enable workflow and is asking for bank update. The sourcing approver will have to verify with the supplier if they have asked for an update on their bank Bank information will be non-editable format Click yes post verifying with the supplier is they have asked for change in their banking details If you click- no, you’ll not be able to complete the approval task, unless information of change is bank is verified with the supplier this workflow cannot be completed from sourcing step If the supplier states, they have not asked for change in their banking details, reject the workflow.

Approver Log in to Aravo application and click on tasks.
Click on My Tasks section to view all the requests that are pending your action All the requests that need your action will be available here 2. Or click on link received in start approving the requests pending for your action 3. Majority of fields will be in view format, however approvers can edit the fields relevant to the role. Provide information for the fields that can be edited as per the role assigned . 4. To approve the request click on ‘Complete Task’. On clicking on ‘Reject’ the workflow gets terminated and if required a new request will have to be initiated. To send the request back to the requestor or a previous role holder for additional information, click on ‘Create Task Exception’ If you want someone else to approve the request or if you’ve received the task in error, click on ‘Reassign Task’ to choose the team or the individual

Add Address/Site (Supplier Address not found in Aravo)

Add Address/Site Search for supplier Workflow When to use Add Supplier Supplier does not exist in Aravo & SSS/ERP Add Site Site does not exist in Aravo & SSS/ERP Update Supplier is existing in Aravo & SSS/ERP, but few of the details need to be changed (for example payment terms, bank information, contact information) Enable Supplier & site exist in Aravo but not in relevant business operating unit in SSS/ERP Supplier/ site found? Supplier does not exist in Aravo Supplier & site already exists Raise Add supplier request Add address to existing supplier Update/ Enable Supplier site does not exist in Aravo VMCOE review & Bridger Check Business Approvals Examples :- Business Approvers Sourcing Approver Finance Approver Supplier Created/Updated in Aravo Note :- Approvers will change depending on the business SSS / ERP Update

Supplier exists in Aravo Is supplier from the same country as existing
Add Address Workflow When to use Add New Address Workflow? Supplier exists in Aravo Is supplier from the same country as existing Workflow to use Why Yes Add Address Tax ID of supplier matches with requestor’s requirement No Add Supplier Tax ID of supplier does not match with requestor’s requirement Note: Is a general rule that a supplier will have a different Tax ID per country; there are rare exceptions Example: ABC Co., in USA New Address in USA New Address in Canada Raise Add Address workflow Raise Add supplier workflow 37

Add Address Workflow (Contd.,)
Click on tools icons to view the workflow buttons Supplier name & GSL# is pre-populated Supplier search: Search the supplier with Name/Address or GSL number (highly recommended) Supplier Survey: Select the appropriate survey from drop down Address details: Enter the new address of the supplier Select the type of address

Payment & Purchase related information: Payment Currency, Invoicing Method, Payment Terms, PO Transmission Mode etc. Process ID: After clicking on Save button, the first part of workflow is completed and it generates the process ID & notification is sent to the requestor After clicking on Save button, the first part of workflow is completed Example of notification which shows the process ID & supplier name

Tax Information: The existing tax information of the supplier is auto populated in view only format if not update the missing tax information using radio Yes/No Address information: Select the appropriate address type. Phone & Fax numbers: Either of Phone number or Fax number is mandatory Upload the tax document

Add new contact button Contact information: You can view all the contact details of supplier Bank information: Routing name will be auto populated based on the selected country Bank document: Cancelled copy of blank check/bank deposit slip/bank statement/ bank details on a signed letter head of supplier in non-editable format Click on Action Button to make changes to existing contact details Use browse to upload bank documents in pdf, jpeg or tif

Add Address Workflow (Contd.)

GE Proprietary – For Internal Use Only
Update/Enable Workflow (Updating supplier details in Aravo & SSS and Enable supplier in SSS) GE Proprietary – For Internal Use Only

Update/Enable Workflow When to use Add Supplier Supplier does not exist in Aravo & SSS/ERP Add Site Site does not exist in Aravo & SSS/ERP Update Supplier is existing in Aravo & SSS/ERP, but few of the details need to be changed (for example payment terms, bank information, contact information) Enable Supplier & site exist in Aravo but not in relevant business operating unit in SSS/ERP Search for supplier Supplier/ site found? Supplier does not exist in Aravo Supplier & site already exists Raise Add supplier request Add address to existing supplier Update/ Enable Supplier site does not exist in Aravo VMCOE review & Bridger Check Business Approvals Examples :- Business Approvers Sourcing Approver Finance Approver Supplier Created/Updated in Aravo Note :- Approvers will change depending on the business SSS / ERP Update

Update/Enable Workflow
When to use update: Supplier is existing in Aravo & SSS/ERP, but few of the details need to be changed (for example payment terms, bank information, contact information Click on tools Button to view the workflow buttons Check supplier legal details like Tax information by clicking on the 9 digit GSL + Site number under Identifier -- When to use Enable: Supplier & site exist in Aravo but not in relevant business operating unit in SSS/ERP 45

Supplier name & GSL# are pre-populated
Update/Enable Workflow (Contd.,) Supplier name & GSL# are pre-populated Do you want to update supplier or activate supplier?*is the most important question in Update/Enable Select the radio button as “UPDATE for using the workflow as update, choose “ACTIVATE” for using the workflow to enable Select the details you want to update e.g. Update Payment Terms, Tax Details, KYS Information

Update/Enable Workflow (Contd.,)
Payment details: Select the payment currency, Payment terms, Payment Method Process ID: After clicking on the save button, the first part of workflow is completed and it generates the process ID & notification is sent to the requestor After clicking on save button, the first part of workflow is completed Example of notification which shows the process ID & supplier name 47

Basic information of the supplier & Tax information is auto populated in view only format Missing Tax information: Please Copy the Tax details and fill it in the Comment box against “Tax ID Number/Comments” along with any missing or additional information and upload the relevant back up document in an non-editable format Update any missing tax information here and upload the document using “Browse” button 48 48

Bank information: Routing name will be auto populated based on the selected country Bank document: Cancelled copy of blank check/bank deposit slip/bank statement/ bank details on a signed letter head of supplier in non-editable format Use browse to upload bank documents in pdf, jpeg or tif

How to look up Process ID in Aravo GE Proprietary – For Internal Use Only

How to look up Process ID in Aravo
There are 3 ways to check the Process ID in Aravo 1 My Processes Log on to ARAVO & click on Tasks Click My Processes. Here you can only view Process Id’s which have been raised by you Click on Process Id to check the current status of the workflow Where is the workflow now? Detail of process ID will show who the task is currently assigned to & how long it has been with them Best to contact assigned person direct to find out if they have an issue with approving to next stage

2 Business Processes Log on to ARAVO & click on Tasks Click Business Processes. Here you can Search all process Id’s (Even which have been raised by someone else) Enter workflow details and click on search Click on Process Id to check the current status of the workflow Where is the workflow now? Detail of process ID will show who the task is currently assigned to & how long it has been with them Best to contact assigned person direct to find out if they have an issue with approving to next stage

3 Received once you complete the workflow Click on the link received inside the to check the workflow status Where is the workflow now? Detail of process ID will show who the task is currently assigned to & how long it has been with them Best to contact assigned person direct to find out if they have an issue with approving to next stage

My Tasks Log on to ARAVO & click on My Tasks to check the workflows that are pending action My Task Under My Task you can see the workflows that are pending your action. E.g: Workflows that have been sent back by the Approvers or the VMCOE team

How to get help GE Proprietary – For Internal Use Only

Support Central Community
Link: Get help in Aravo trainings & supplier load Important links Self help section Help on supplier on/Off boarding All upcoming news & changes in Aravo Get information on Compliance & Standards

Vendor Management COE – Escalation Matrix

Aravo GSL Supplier On/Off Boarding Workflow Training

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Aravo GSL Supplier On/Off Boarding Workflow Training

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