Customer Manual

Documentation date: February 2009

Version # 1.0

© BP Business Training

Copyright: BP Australia Pty Ltd.

The material in this manual has been prepared by BP Australia. It may not be reproduced in any form unless written permission is given by the Business Technology Manager, BP Australia, 254 Burwood Road, Hawthorn, VIC, 3122.


Table of Contents

Background. 4

How to access BP eNabler.. 5

Login Screen. 5

Purpose. 5

Online Help. 6

Product Search Screen. 7

Searching for a product 8

Creating a favourite. 8

Adding products to the 'Selected Products' 8

Special requests. 8

Searching for the correct lubricant 8

MSDS sheets. 8

Product information sheets. 9

Saving an order 9

Starting a new order 9

Completing an order 9

Orders Screen. 10

Submitting an order 11

Order Templates. 11

Deleting an order product line or Unsubmitted Order 16

Adding a product to an existing order 16

Requesting a price. 16

Viewing unfulfilled orders. 18

Marking an order as 'Delivery Complete' 19

Viewing closed or archived orders. 19

Downloading orders. 20

Invoices Screen. 21

Viewing open invoices. 22

Disputing an invoice. 22

Approving an invoice for payment 23

Downloading invoice files. 23

Viewing closed or archived invoices. 23

Viewing, printing or saving a single tax invoice. 24

Printing or viewing delivery dockets. 24

Invoice 'Issued' / Invoice 'Due' 25

Payment Screen. 26

Viewing an invoice for payment 27

Selecting / Deselecting an invoice for payment (EFT Customers ONLY) 27

Viewing disputed invoice lines. 27

Un-approving approved invoices. 28

Archiving payments. 28

Viewing archived payments. 28

Making a payment 29

Card Transactions Screen............................................................................................................ 29

Generating a card transaction report...............................................................................................................................................31

Account Summary Screen........................................................................................................ 33

Selecting transactions to view / print or download. 33

Viewing or printing a statement 33

Card Admin Screen....................................................................................................................... 34

Modifying Card Details.................................................................................................................................................................. 34

Requesting a New Pin Number..................................................................................................................................................... 35

Requesting New or Replacement Cards...................................................................................................................................... 35

Tracking Card Changes................................................................................................................................................................ 36

Tank Dips Screen. 37

Entering Tank Dips. 37

Reports Screen. 38

Create new report 39

Running a report 40

Editing / deleting reports. 40

Profile Screen. 41

Update a user's details. 41

Changing your password. 41

Administration Screen. 43

Creating a new user 43

Maintaining a user's access privileges. 44

Deleting a user 44

Reset a password (Administrators ONLY) 45

Glossary of terms. 46


Background

The BP eNabler system is an online ordering, account management and payment tool for BP Australia customers.

Customers can access the following on the BP eNabler website:

  1. Product search
  2. Product ordering and delivery notifications
  3. Invoice retrieval/management
  4. Account payment
  5. Account summary
  6. Tank dips
  7. Customer Reporting
  8. Customer Administration

How to Access BP eNabler

Copy and paste this link into your browser's URL field:

www.bpregional.com.au 

Login Screen

Purpose

The purpose of this screen is to provide a security layer over the BP eNabler system.  Users are required to enter a valid User Name and a secure Password before the user is granted access to BP eNabler.

In addition, the system uses the User Name to identify what Customer details the user is entitled to view or update.  The User entitlements are established by:

  1. BP Australia for the customers Administrator
  2. Customer Administrator for all Customer Users

See section 'Profile Screen' (pg. 34) for information on users maintaining their own passwords and 'Administration Screen' (pg. 36) for information on how to set-up or maintain a user's access privileges.

To log in:

1.      Enter your user name

2.      Enter your password

3.      Click Log In

Once you have logged in you will be required to accept the terms and conditions to use BP eNabler. This is done by checking the two boxes and clicking on the 'Continue' button.

When this is done you will be taken to a screen where you will be required to change your password to something that is meaningful to you as well as create a 'secret question' should you forget your password in the future.

The 'Secret' question will allow you to reset your password should you forget it. This can be done via the 'Reset Password' link from the log in page.

Note: As a security precaution, you will be required to set a new password every 90 days.

Online Help

In the top right of every BP eNabler screen is a 'Help' link. The link will take you to the relevant section in the online version of this manual.


Product Search Screen

The purpose of this screen is to provide a fast and simple way for a customer to find the correct products they wish to purchase and add them to a Selected Products list.

The screen is made up of 4 key areas:

  1. Header area is located at the top of the page. This area provides quick links to other websites, contact BP, details of the current user and which Delivery Location the current order is for.
  2. Selection Areas located on the left-hand side.  These areas provide alternative means to find products.  In this section there are:
    1. Favourites  - which allow a customer to list products frequently purchased
    2. Selected Products - shows the items you have selected for purchase
    3. Advertisements - display current BP offers available to the customer
    4. Product Categories - displays available product categories to assist a user in finding a particular product
  3. Search Results panel located in the centre of the page. This area shows the result of any search or selection you have made.
  4. Quick Keys located on the right-hand side of the page.  This area allows quick access to a number of functions.


Searching for a product

There are two ways to search for a product.

  1. You can search for a product by entering the full product code or the name of the product (at least the first 4 characters of the product name) into the 'Search for' box.
  2. Select a category from the product category list on the left-hand side. Some categories have sub categories. Select the sub category to view the products within this category.

Creating a favourite

To save a product as a favourite, check the box next to the product name and then select the 'Add Favourites' button. You can add multiple products to your favourites list at a time.

Adding products to the 'Selected Products'

Products must first be added to the Selected Products list before completing your order. There are two ways of selecting products to order:

  1. Select a product from your 'Favourites' lists and click on the 'check box'. Repeat this for all products required, then press the 'Add Products' button (on the right-hand side). The product will be added to your 'Selected Products' - displayed on the left-hand side of the screen. Repeat this as required.
  2. Search for a product using the Search box. Locate the product in the 'Search Results Panel,' click on the 'check box' to the right-hand side of the product name, then click the 'Add Products' button. The product will be added to your Selected Products.

Special requests

If you are unable to find a product and require assistance you can send a message to BP via the 'Special Request' button. Click on this button and a dialog box will appear. Enter in your request and press 'Send'. These messages are sent to BP. A customer service representative will contact you via your preferred contact method to assist with your enquiry.

Searching for the correct Lubricant

If you are unsure which lubricant you require, you can use the Lubricant Guide by pressing the 'Lubricant Guide' button. This will take you to the Lubricants Guide search engine - then follow the prompts to find the appropriate products for your requirements.

MSDS sheets

If you require a MSDS (Material Safety Data Sheet) for a product, these are available online. You have two options to access the MSDS:

  1. Click on the 'MSDS' button and follow the search prompts to locate the correct MSDS sheet.
  2. Find the product you want a MSDS for and click on the product name in the Search Results panel. This will ask you to choose Safety Information or Product Information. Select Safety Information and the correct sheet will be displayed, if available. If the MSDS is not available you can access the MSDS websites from the following links:

www.msds.com

www.msds.co.nz


Product Information sheets

If you require a TDS (Technical Data Sheet) for a product, these are available online. Find the product you want a TDS for and click on the product name in the Search Results panel. This will ask you to choose Safety Information or Product Information. Select Product Information and the correct sheet will be displayed, if available. This will direct you to BP's website where the TDS will need to be searched for.

Saving an order

The 'Selected Products' will automatically be saved as an order every time you move from one area to another.

Starting a new order

After submitting or saving an order you can start a new order by pressing the 'New Order' button located on the right-hand side of the screen.

Completing an order

Once you have selected all of your products and you are ready to place your order, click the 'Complete Order' button located on the right-hand side of the screen. This will take you to the Orders screen where you will be able to enter your details and submit to BP.


Orders Screen

The Orders screen provides a fast and simple way for you to turn an unsubmitted order into an order ready for submitting. You can submit the order to BP and review the delivery progress on orders already submitted.

The key areas of this screen are:

  1. Selection Areas located on the left-hand side. These areas provide alternative means to view Orders. In this section there are:
    1. Unsubmitted Orders - this area contains a list of unsubmitted orders created and saved, but not yet submitted to BP.
    2. Unfulfilled Orders - show orders that have been submitted to BP but the delivery has not yet been completed. A completed order is one in which the 'Delivery Complete' box has been ticked.
    3. Order Archive - contains a list of completed orders.
  1. Order Details panel located in the centre of the page. This area shows the details of the order selection you have made. Details include the order date, reference numbers, special instructions and details of each order line.
  2. Quick Keys and Minimum Order quantities are located on the right-hand side of the page. The quick keys area allows access to a number of functions. The Minimum Order quantities display the current ordered quantity in litres as opposed to the minimum order quantity. This has been included to ensure that you are aware of when you will be charged a "Minimum Order fee".


Submitting an Order

Select your 'Location' from the drop down list at the top right of the screen. When selected, you will see all the orders you have created but not yet submitted to BP, in the 'Unsubmitted Orders' panel on the left of the screen. Select the order you wish to submit by clicking on the order number.

The details of the order will now be displayed in the centre panel. The following details may now be entered. (Mandatory fields are noted with a *)

  1. Customer Reference or Purchase Order number - mandatory field
  2. Delivery Instructions
  3. Requested Delivery Date - mandatory field
  4. Quantities required for each product. This can be entered into the Qty field which is the Packed Quantity (Qty x Lot) = Total or as a Total - mandatory field

After you have entered your details and are happy that the order is correct you can submit it to BP by clicking on the 'Submit to BP' button. This will send the order to BP and move the order from the 'Unsubmitted Orders' box to the 'Unfulfilled Orders' box.

Important: Please review your order carefully before submitting. If a change is required to an order after it has been submitted, a call will need to be placed to the BP Customer Service Centre - you cannot use the BP eNabler System for this.

Order Templates

Customers also have the ability to create order templates when the same products are ordered

on a regular basis - the template is the blueprint for a standing order and allows you the flexibility to modify your order prior to submitting it.

Creating a Template:

To create a template, follow these steps:

  1. Select products for your template in the same manner you would when placing a new order. Use either the products in your Favourites or search for products using the Search box.

  1. Once you have added the products to your order, 'Complete the Order' in the normal manner, which will take you to the Orders Tab.

On the right-hand side there is an option to 'Create Template.' When you click on this button a temporary Template Name appears in the 'Order Templates' box.

Click on the temporary template name 'Template-1' and rename the template with a title that is of significance to you. You should update the quantities of the items you wish to order in your template. Then click on Save Template and the new template name will appear in the Order Template Box on the left-hand side.

When ordering from a template in the future, the quantities saved in the template at the time of creation will appear in your order - however you can modify them if you like.

Note: By creating a template, you are also creating a new order. If this order is not required, it can be deleted using the Delete Template icon. This will not delete the template.

Ordering from a Template

From the Orders tab select the template you wish to make into an order and click on the 'Copy to Order' button.

This takes all the items in the template and creates a new order. At this point you must enter the Customer Reference/PO# and the requested delivery date. On this screen you can modify the product quantities, delete, or add more products before submitting to BP.

Deleting a template:

To delete a template click on the Delete Template icon next to the template you wish to delete.

Deleting part of your Order/Cancelling an Unsubmitted Order

To delete part of your order, click on the order number to open the Order Details. Locate the product you wish to delete, tick the box under the and then click the to delete the product.

To delete the whole order click on the to the right of the Order Number in the Unsubmitted Orders box.

Note: Only Unsubmitted Orders can be deleted or changed.

Adding a product to an existing order

Select the order you wish to add products to, from the Unsubmitted Orders box. Press the 'Add Products' button. This will open the Product Search tab. Products on the existing order will appear in the Selected Products box with the order number in the upper right corner. Continue adding or removing products as per previous instructions then 'Complete Order.'

 

 

Requesting a price

A price request can only be performed before the order has been submitted to BP (i.e. on Unsubmitted Orders). Select from the Unsubmitted Orders box the Order number you require a price request for, and then click on the 'Request Price' button. Within minutes (maximum of 15 mins) a priced order will be returned for you.

You can continue with other activities while the 'Price Request' is being processed.

Note: This price is only an estimate. The final price is calculated when the product is actually delivered.


Viewing unfulfilled orders

In the Orders Screen select an Order from the 'Unfulfilled Orders' box by clicking on the Order number. The details of the order will be presented in the Orders Detail panel. In this panel you will be able to view the following details:

  1. Order Date
  2. Customer Reference or Purchase Order
  3. Delivery Instructions
  4. Requested delivery date
  5. Delivery Address
  6. Products ordered with details of:
    1. Product name
    2. Quantities required for each product
    3. UOM/Lot - unit of measure for this order line
    4. Current BP Status. This shows the latest status BP has on this order line. Status types are:

                                                               i.      Received = order line received by BP

                                                             ii.      Scheduled = order line scheduled for delivery

                                                            iii.      Shipped = order line has been shipped to the customer

                                                           iv.      Amended = order line has been changed

                                                             v.      Passed to a distributor - order has been passed to the customer

    1. By clicking on the icon, you can dispute the receipt of this order line. Any disputes will be communicated to BP.
    2. Clicking on the icon will open a pop up box in which you can enter quantities received and any comments. As orders can be partially delivered this can be a simple way of matching products received against orders.
    3. Clicking on the icon will display additional order information. This will show two areas of information

                                                               i.      The BP status history for the Order line. This is a list of each status held against the order line from the date of receiving the order.

                                                             ii.      Your record of delivery quantities received and any delivery issues. All entries will be dated, stored and be made visible the next time you view this Order Line detail area.

 

Marking an Order as 'Delivery Complete'

If you have received your entire order and you would like to mark it as complete, access the 'Orders' screen and select the order from the 'Unfulfilled Orders' box by clicking on the order number. The details of the order will be presented in the Orders Detail Panel. Tick the box for 'Delivery Complete' and the order will move from the 'Unfulfilled Orders' box to the 'Order Archive' box.

 

 

 

 

 

 

 

 

 

Viewing closed or archived orders

From the Archive Orders box, click on 'more'. Select the closed orders you want to view or enter an order number using the search criteria at the top of the screen.

Then press 'Retrieve Selected' and all selected orders will be displayed in the 'Order Archive' box in the Orders tab. Select the first order you wish to view by clicking on it and the details of the order will be displayed.

Downloading Orders

When viewing an unfulfilled or completed (archived) order, a Download Orders button is present in the Quick Keys panel. Clicking this button will navigate you to the Reports screen, from where you can create and run customised reports on your orders or invoices. This is described in more detail in the Reports section of this manual.


Invoices Screen

The invoices screen provides you with a centralised quick and easy way to access and view your invoice details, status, obtain copies of Tax Invoices or Delivery Dockets and lodge an Invoice Line dispute. It also provides functionality for centralised account management with quick links to the Order Status and Invoice Approval Status. This allows centralised payment of the invoice when local approval has been received.

The key areas of this screen are:

  1. Selection Areas located on the left-hand side. This area provides means to view Invoices. In this section there are:
    1. Open Invoices- a list of Invoices that have yet to be fully paid and therefore, are still deemed to be open. The invoice #, due date, and a status indicator flag are displayed here
    2. Invoice Archive- contains a list of all closed invoices
  2. Invoice Details panel located in the centre of the page. This area shows the details of the Invoice currently selected. Details include the Invoice Date, Payment Due Date, dollar value of the Invoice, Invoice Status and Invoice Line details.
  3. Quick Keys and valid Customer Accounts are located on the right-hand side of the page. This area allows quick access to a number of functions and displays a list of Customer Accounts you have access to.

Viewing Open Invoices

Click on one of the invoice numbers displayed in the 'Open Invoices' box. This will display the details of the selected invoice in the Invoice Details Panel. The panel contains the following information:

  1. Invoice Number - unique number of the BP invoice and link to Tax Invoice Image
  2. Invoice Date - date the invoice was produced
  3. Order Number - which is the JDE or ISP order number
  4. Payment Due Date - date this invoice is due for payment
  5. Customer Account - Customer account number that this invoice belongs to
  6. Total Value - total dollar value of the invoice (GST incl.)
  7. Outstanding Value - dollar value remaining unpaid on the invoice
  8. Approved Value - dollar value approved for payment
  9. Product lines with details of:
    1. Product name
    2. Delivery Docket Number
    3. Quantities delivered for each product
    4. UOM - unit of measure for this order line
    5. Unit Price, excluding GST
    6. Total Price, excluding GST
    7. GST Value
    8. Currency the prices are displayed in.
    9. Invoice line payment approval tick. Note: This is only available for non Direct Debit accounts.
    10. Dispute flag - one of two possible status types

                                                               i.      (Green Flag) - Invoice line approved

                                                             ii.      * (Yellow Flag) - Invoice has a dispute logged against it.

    1. Clicking on the icon will open additional line information. This will show the following information

                                                               i.      Product Description

                                                               i.      Delivery Docket Number and a link to obtain a copy of the Delivery Docket

                                                             ii.      Location Of Sale

                                                            iii.      Customer Reference

                                                           iv.      Quantity Shipped

                                                             v.      Unit of Measure

                                                           vi.      Unit Price

                                                          vii.      Total GST

                                                        viii.      Total Line Value (GST incl)

                                                             ii.      Dispute Reason = reason for the dispute

                                                            iii.      Disputed By = name of the person who disputed the invoice line

                                                           iv.      Dispute Date = date the dispute was logged

Disputing an Invoice

After viewing an invoice you can lodge a dispute against an Invoice Line for various reasons

  1. To communicate a dispute to BP and disprove the total due on the Invoice, Click on the on the invoice line to open up a dialogue box. You will be required to enter a dispute reason from the dispute message drop-down menu. Click 'submit' and the flag will turn 'Yellow' to indicate you have a disputed Invoice Line. The dispute message will be communicated to the BP Customer Service Centre for action. You will be contacted by BP to resolve the dispute.
  1. To communicate a dispute to BP and disprove the payment of the invoice line, uncheck the Payment Approved checkbox on the Invoice Product Lines you wish to withhold payment on. (Note: When an Approved Invoice Line is unchecked you will be forced to enter a dispute reason, if one has not already been entered)

If you are a BP eNabler Customer Initiated Direct Debit, or EFT customer, the value of the disputed invoice line will be reduced from your Approved value. This new value will be ready for payment on the Invoice payment date.

When the dispute has been resolved, the invoice line should be re-approved and the disputed amount will then be ready for payment, either on due date or (if after due date) as soon as possible.

Approving an Invoice for Payment

For BP Direct Debit and Customer Initiated Direct Debit accounts, all invoices will be pre-approved so no action needs to be taken. For all other accounts the invoice lines are approved but the overall invoice is not pre-approved and will need manual approval. This is done by clicking the Payment Approved check box on the Grand Total Line. Then press the 'Submit to Payments' button.

When the invoice is approved or part approved and ready for payment a large blue 'Tick' will now appear on each invoice line to show it is approved for payment. The invoice must be 'unsubmitted' in the Payment screen before this invoice can be edited again.

Downloading Invoice Files

When viewing an invoice in the Invoice Details panel of the screen, a Download Invoices button is present in the Quick Keys panel. Clicking this button will navigate you to the Reports screen, from where you can create and run customised reports on your orders or invoices. This is described in more detail in the Reports section of this manual.

Viewing Closed or Archived Invoices

From the Invoice Archive box, click on 'more'. This will open a screen with a list of archived invoices. If no invoices are displayed, use the search criteria to find the invoices you are looking for. Select the invoice you want to view by checking the select box or search for an invoice using the Search boxes at the top of the screen. Then press 'Retrieve Selected' and all checked Invoices will be retrieved and displayed in the 'Invoice Archive' box in the Invoices tab. Then select the first invoice you wish to view by clicking on it and details of the invoice will be presented in the Invoice Details Panel.

Viewing, Printing or Saving a Single Tax Invoice

After viewing an invoice, you can also view and print a copy of the official BP Tax Invoice, if required. This is done by clicking on the Invoice Number in the "Invoice Details Panel,' and then selecting the 'Get Tax Invoice' button.

A PDF version of the Invoice is displayed. This can then be viewed online, printed or saved using the Acrobat Reader commands - 'Print' or 'Save a Copy.'

Printing or Viewing Delivery Dockets

After viewing an invoice, you can also view and print a copy of the BP Delivery Docket. This is done by clicking on the Delivery Docket Number on the Invoice line details in the "Invoice Details Panel.'

A PDF version of the Delivery Docket is displayed. This can then be viewed online, printed or saved using the Acrobat Reader commands - 'Print' or 'Save a Copy.'

Note: Delivery Dockets can take 5 to 10 working days to be imaged and loaded onto the system. If the document is not available, a message that reads, "Document Not Available' will be returned. If you require a copy of the Delivery Docket urgently, contact BP Customer Service team. This team can source the docket from the depot.

Invoice 'Issued' / Invoice 'Due'

In BP eNabler the default view for invoices is by the 'Due' date. To view invoices by the 'Issued' date, click on the word 'Due' in the Open Invoice box.

Date invoices 'Due' Date invoices 'Issued'


Payment Screen

This screen provides you with quick and easy access to your invoices that are awaiting payment, group invoices for payment, view payments planned but not yet paid and an easy way to make a payment via EFT or Cheque and. It also provides functionality for a centralised payments office to undertake the payment activity based on invoices previously approved.

The key areas of this screen are:

  1. Header area is located at the top of the page. This area provides quick links to other web sites; contact BP and details of the current user.
  2. Selection Areas located on the left-hand side. These areas provide means to view Approved and Direct Debit Invoices and payments scheduled or archived. In this section there are:
    1. Approved Invoices - contains a list of Invoices that have been approved in the Invoice Screen but have yet to have a payment approved and scheduled.
    2. Direct Debit and Customer Initiated Direct Debit Invoice (CIDD) - invoices automatically approved as per customers billing terms
    3. Selected for Payment - invoices that have been selected for a single payment.
    4. Scheduled Payments - payments that have been scheduled but not yet paid.
    5. Payment Archive payments that have been completed.
  1. Invoice Details panel located in the centre of the page. This area shows the details of the Invoice currently selected. Details include the Invoice Number, Invoice Date, Payment Number, Payment Date, Customer account, Payment Method, Total value GST inc, Outstanding value and approved value


Viewing an Invoice for Payment

In the 'Payments' screen select an Account to view. You can only view one account at a time.

Click on one of the invoice numbers displayed in the 'Approved Invoices' box. This will result in the details of the selected invoice being displayed in the Invoice Details Panel. The panel contains the following information: -

  1. Invoice Number - unique number of the BP invoice and link to Tax Invoice Image
  2. Invoice Date - date the invoice was produced
  3. Payment Due Date - date this invoice is due for payment
  4. Customer Account - Customer account number that this invoice belongs to
  5. Total Value - total dollar value of the invoice
  6. Outstanding Value - dollar value remaining unpaid on the invoice
  7. Approved Value - dollar value approved for payment
  8. Product lines with details of: -
    1. Product name
    2. Delivery Docket Number
    3. Quantities delivered for each product
    4. UOM - unit of measure for this order line
    5. Unit Price, excluding GST
    6. Total Price, excluding GST
    7. GST Value
    8. Currency the prices are displayed in.
    9. Invoice line payment approval tick. NB. This is only available for non Direct Debit accounts.
    10. Dispute flag - one of three possible status types

                                                               i.      (Green Flag) Invoice line approved

                                                             ii.      (Red Flag) Invoice is overdue for payment

                                                            iii.      * (Yellow Flag) Invoice line has a dispute logged against it.

Selecting / Deselecting an Invoice for Payment (EFT Customers ONLY)

Invoices approved for payment appear in the Approved Invoices box. Click on the 'check box' next to the invoice numbers you wish to pay. Then press the 'Select for Payment' button (right-hand side) this will move the invoice to the Selected for Payment box.

If you select an invoice in error you can deselect the invoice by clicking on the next to the invoice number in the Selected for Payments box. The invoice will then return to the Approved Invoices box.

Viewing Disputed Invoice Lines

While viewing an invoice, you can see any lines disputed by the yellow dispute flag *. To get details of the dispute, click on the flag, and an information box will be displayed:

  1. Date disputed
  2. By whom
  3. Dispute message

If you wish to change a payment, click on the payment reference number of the payment you wish to change. This will result in the payment being cancelled and all invoices being returned to the 'Selected for Payment' box. You can now add or delete invoices, then proceed to make a payment as normal.

Un-approving approved invoices

If you want to dispute an invoice that has been previously approved, you will first need to disprove the invoice. This is done by entering the Payments tab, then selecting the invoice you wish to disprove.

Then click on the 'Unapprove Invoice' button. This moves the invoice back to being accessible in the Invoice Tab, ready for you to make your changes.

Archiving Payments

Payments are automatically archived when the payment occurs. This record shows the submission of a payment request to the banking gateway - it is not deemed proof of payment. Proof of payment is established when the BP account receives the funds and they are applied to your invoices. They will be then shown on the BP eNabler web site as closed and archived invoices.

Viewing Archived Payments

From the Payment Archive box, click on 'more'. This will open a screen with a list of archived payments. Select the payment you want to view by checking the box, or search for a payment using the Search criteria at the top of the screen.

Press 'Retrieve Selected' and all checked payments will be retrieved and displayed in the 'Payment Archive' box. Select the first payment you wish to view by clicking on it.

Details of the payment will be presented.

 


Making a Payment

After completing the selection of your invoices for payment, click on the 'Make Payment' button. This will open the payment gateway in which you choose / enter the following details.

Note: Payment choices will differ depending upon the trading terms agreed with

  1. Enter the date of payment
  2. Check the Electronic Funds Transfer button

  1. Click on the Submit Payment Button (top right-hand of the screen)
 


Confirm your details and click to proceed. Your payment details and a reference number will be displayed. We recommend this be printed for your records.

Card Transactions Screen

The Card Transactions screen lets you view all card transactions by date and account number for the cards registered to your account.

The key areas of this screen are:

  1. Selection Areas located on the left-hand side. These areas provide access to Accounts and Active Cards. In this section there are:
    1. Select Date Range- Select a date range to view transactions on all cards during that time period
    2. Accounts- Displays a list of all Accounts the user has access to
    3. Active Cards- Displays all active cards associated with this account
  2. Transactions are located in the centre of the page. This area displays the card transactions once you have chosen to 'Get a Report.' Here you can view Date, Card Number, Product purchased, Quantity, Unit of Measure (UOM), and the total value of the purchase (Incl. GST).
    1. Clicking on the icon will open additional line information. This will show the following information:

                                                               i.      Location

                                                             ii.      Unit Price

                                                            iii.      GST Value

                                                           iv.      Applicable Charges

                                                             v.      Receipt Number

  1. Report and data export options are located on the right-hand side of the page. Use these buttons to generate reports once you have selected a date range and cards in the Selection Area.


Generate a Card Transaction Report

Select the transactions you wish to view by selecting a Date Range, choosing accounts to view, and selecting one or more Active Cards to display information for. Once you have selected your preferences, click Get Report in the right-hand column. This will display all the transactions on file for the card(s).

You can view the report online, print the report, or export the data to a file on your computer using the quick buttons on the right.

Note: To make changes to a card on file or to add a new card, please use the Card Admin tab.

 


Account Summary Screen

This screen provides you with quick and easy access to your account transaction history and copies of Account Statements.

The key areas of this screen are:

  1. Selection Areas located on the left-hand side. These areas provide access to selected transaction lists and Statements. In this section there are:

a.      Select Date Range - this area allows a user to view account history based on start and end dates.

b.      Copy Statements - this area allows for the retrieval and presentation of an Account Statement.

  1. The Account Summary panel located in the centre of the page. This area displays the results of a Date Range search by date, record type and value.


Selecting Transactions to View / Print or Download

Choose the account you wish to view transactions for by selecting the appropriate account number. Only one account can be selected at a time.

In the Select Date Range box enter the 'From' and 'To' date by clicking on the calendar and selecting a date for each.

Then press the 'Retrieve' button. Your Account Summary history will now be displayed in the centre panel. Details displayed here are:

  1. Date = date of transaction
  2. Type = type of transaction, Invoice, Receipt, or BP Plus Voucher
    1. Invoice = the amount being invoiced/charged to the customer
    2. Receipt = the amount that has been paid on that account
    3. BP Plus Voucher = a voucher was used for the purchase
  3. Reference = reference number of the transaction
  4. Currency = currency type used
  5. Value = dollar value of the transaction

Note: This list does not provide your current account balance. This is only available from the BP Statement.

To print or download this list click on the 'Print' or 'Download' buttons located on the right-hand side of the screen.

Viewing or Printing a Statement

Choose the account you wish to view transactions for by checking the appropriate Account number. Note: Only one account can be selected at a time.

In the Copy Statement box select the Month and Year of the statement you require and press the 'Get Copy Statement' button.

A PDF version of the Statement is displayed. This can then be viewed online, printed or saved using the Acrobat Reader commands - 'Print' or 'Save a Copy.'


Card Admin Screen

The Card Admin screen is where you manage the fuel cards distributed to your organization by If changes need to be made to a card, such as card details or pin number, it can be done from this screen.

The key areas of this screen are:

  1. Selection areas on the left-hand side which let users select the cards they want to view or edit. Cards are categorized by Active and Inactive Cards.
  2. The Card Details panel located along the bottom displays card information, by line. The information displayed here is:
    1. Card Number = unique number used to identify each card
    2. Card Type = Vehicle or Personal
    3. Embossing = Name displayed on the card
    4. Tag = If the card requires signature or not
    5. Services = Which services can be purchased using the card
  1. Card modifier buttons are located in the right column. Using these buttons a customer can take the following actions:
    1. New Pins = Requests a new pin for the card
    2. Replace Cards = Request to replace the card with a new one
    3. Cancel Cards = Cancel the card entirely
    4. Lost Cards = Report the card as lost
    5. New Card = Request a new card
    6. Modify Cards = Once a card is selected, use this button to update card details

Modifying Card Details

Make sure an account is selected when making updates to cards. You can modify the details for a card individually or as a group. Check the box next to the card number in the Active Card box and then select Modify Cards in the right-hand column. After selecting to Modify, the Card Details fields will become editable.

Update the cards as you wish and then 'Submit' the changes. If you have done this in error, 'Cancel' away from this screen.

Note: Please review changes carefully when modifying cards. To correct certain errors you will need to call the BP Service Centre directly.

Requesting a New Pin Number

To request a new pin number for a card, check the box next to the card in the Active Cards column, and then click the New Pins button. A confirmation pop-up window will appear. A pin request will be sent to BP and a new pin will be issued within 10 days.

If you have not received it in 10 business days please call 1300 130 899.

 

Requesting New or Replacement Cards

To request a new card, click the New Card button in the right column and enter the card details into the appropriate section. When finished, click Submit to send your card request to

To request a replacement card, check the box next to the card in the Active Cards column, and then click the Replace Cards button. A confirmation pop-up window will appear. A pin request will be sent to BP and a new pin will be issued within 10 days.

Tracking Card Changes

When requests have been made to change a card, such as a new pin, a yellow text box will appear to the right of the card number in the Active Cards window. To see the status on the card, use the mouse and hover over the yellow message and the status will appear.


Tank Dips Screen

This screen provides BP customers who utilise the BP Managed Replenishment process a quick and easy method to supply their daily tank dip information.

The key areas of this screen are:

  1. Enter Tank Dip Results panel located in the centre of the page. This area allows the customer to enter daily dip results into the system, by tank.
  2. Quick Keys are located on the right-hand side of the page. This area allows quick access to a number of functions.

Entering Tank Dips

This screen allows you to enter the daily dip result (by tank) into the BP eNabler system.

When a location is chosen a list of pre-set tanks will be displayed with the following information:

  1. Product = product that is in the tank
  2. Maximum Capacity = the maximum amount the tank can hold
  3. Dip = field for the customer to enter the last tank dip reading
  4. Date = the date the dip reading was taken
  5. Time = the time the dip reading was taken

Enter your tank dips, the date and the time the dips where taken next to each tank.

When you have entered all the dips you require, click on the 'Submit' key to send this data to If you find an error after submitting the dips, contact the BP Customer Service Centre - do not repeat the submission of your dips.


Reports Screen

This screen allows customers to create, edit, save and run customised reports of their order or invoice details.

The key areas of this screen are:

  1. Selection Areas located on the left-hand side. These areas provide access to selected transaction reports. In this section there are:
    1. Order reports - view past reports on items ordered or create new order reports
    2. Invoice reports - view past reports on invoices or create new invoice reports
    3. Back order reports - view past reports on backordered items or create new backorder reports
    4. CARD reports - view a report on what has been requested for the cards on the account
  2. Report details panel located in the centre of the page. This area shows detailed information about a report being created, edited or viewed, as well as the results or output of a report after it has been run.

 


Create New Report

Select the type of report you wish to create by clicking on 'Create New' in the appropriate box (Order, Invoice, or Back Order). Alternatively, click on the icon in either of the panels. Enter a title for your report in the "Report Name" field (mandatory) and choose whether the report can be viewed or edited by just yourself, or anyone in your organisation, by using the drop down menus alongside "Who can view this report?" and "Who can edit this report?"

Choose the data items to include in the report by clicking on them in the "Available Fields" panel and then clicking 'Add' to move them to the "Your Report" panel. You can change the order of the data items by selecting them in the "Your Report" panel, and then clicking the Move Up or Move Down buttons. To remove a data item from a report, select it in the "Your Report" panel, then click the Remove button.

Click Save Report. The report will appear in the correct Reports box to the left.

 


Running a Report

To run a report, click on the report name in the Order, Invoice, or Back Order Reports boxes. Choose the date range of the report by clicking on the calendar icons and selecting a "From Date" and a "To Date."

For Order Reports, you will be required to select one or more delivery locations from the panel on the right side of the screen (click on 'All' to include your entire list of delivery locations).

For Invoice Reports, you will be required to select one or more customer accounts from the panel on the right of the side of the screen (click on 'All' to include your entire list of customer accounts).

For Back Order Reports, you will be required to select one or more delivery locations from the panel on the right side of the screen (click on 'All' to include your entire list of delivery locations).

For Card Request Reports, you will be required to select one or more customer accounts from the panel on the right of the side of the screen (click on 'All' to include your entire list of customer accounts).

Once the above steps have been completed, click the "Preview" button to view the report results on screen, or the Download button to export the report to Microsoft Excel.

Editing / Deleting Reports

To edit a report, click on the icon next to the report you wish to edit. The details of the report appear in the central panel of the screen, and amendments can be made as described in the Create New Report section above.

To delete a report, simply click on the icon next to the report you wish to delete. A confirmation pop up message will be displayed, giving you the option of deleting the selected report, or cancelling the action.
Profile Screen

This screen is where you manage your personal information stored in the BP eNabler system. From here, you can maintain personal information, change passwords, and contact an administrator within your organisation (e.g. to request a change in access or functionality).

Update a Users details

In the Profile Screen you will see your details. Update these details when necessary and then press 'Save' to save your changes. Details include:

  1. Contact Name = name of the user (First name and Surname) - mandatory field
  2. Email Address = full email address of the user (e.g. Jim.Smith@reliance.com). This will be used for messaging to the user from the BP eNabler System - mandatory field
  3. Business Phone = the business phone number for the user - mandatory field.
  4. Mobile Phone = the mobile phone number for the user. This will be used if text message services are chosen
  5. Address = the business address of the user
  6. New Invoice and Order Scheduled notification boxes that allow you to choose what type of communication you want to receive. You can choose to be notified via text (sms), email, both or neither by checking or unchecking the appropriate boxes.

When all details have been updated, click the 'Save' button. All changes will now be saved.

Changing Your Password

Click 'Change Password' on the right side of the screen. A window will appear where you can enter your new password, as well as set a secret question to provide security on your account.

Once you have updated the information in this window, press Save.


Administration Screen

This screen provides Administrators the ability to create new users, delete existing users, and manage user access privileges.

Creating a New User

In the Administration Screen, click on the 'New User' button. Text fields will be provided for you to enter the following details of the new user:

  1. User Name = a unique login id for this user - mandatory field (write over the pre-populated user name ensuring no spaces - eg. jsmith)
  2. Contact Name = name of the user (First name and Surname) - mandatory field
  3. Email Address = email address of the user (e.g. Jim.Smith@reliance.com). This will be used for messaging the user from the BP eNabler System - mandatory field
  4. Business Phone = the business phone number of the new user - mandatory field.
  5. Mobile Phone = the mobile phone number of the new user. This will be used if text-message services are chosen.
  6. User Status is pre-determined.
  7. Screen access privilege set-up. This area contains the following functionality:
    1. Ordering = by checking the Ordering box, the user will be given access to the Product Search and Orders screens. In addition there are options to allow a Price Request and an option to constrain the user to viewing only (i.e. no ability to place an order).

    2. Invoice Approval = by checking the Invoice Approval box, the selected user will be given access to the Invoice Screen. In addition, a dollar approval limit can be entered which will restrict the user's ability to only approve invoices up to the specified limit.
    3. Payment = by checking the Payment box, the selected user will be given access to the Payment Screen. In addition, a dollar payment limit can be entered which will restrict the users' ability to approve payment up to the specified value.
    4. Account History = by checking the Account History box, the selected user will be given access to the Account Summary Screen.
    5. Tank Dips = by checking the Tank Dips box, the selected user will be given access to the Tank Dips Screen (This feature only available to selected BP Customers)
    6. Administration = by checking the Administration box, the selected user will be given access to the Administration Screen. Note: It is strongly recommended that you limit the access to this functionality to your Administrator only.
  1. Accounts = a list of your customer accounts set-up in the BP systems. The user can be given access to some or all of these accounts by checking the box to the left of the account number.
  2. Delivery Location = a list of your customer delivery locations set-up in the BP systems. The user can be given access to some or all of these delivery locations by checking the box to the left of the delivery location.
  3. When all details have been updated, click on the 'Save User' button to store the changes.
  4. When you are happy that the new user has been set up correctly and you are ready to provide the user with system access, press the 'Activate User' button. This will generate two emails to the user:
    1. One will contain the website link and their new user login id
    2. The second will contain the user's new password.

The user is now able to access the system.

Maintaining a Users Access Privileges

  1. In the Administration screen select a user from the left-hand Users box by clicking on a user name. The user's details will now be displayed in the central User Profile Panel. Details displayed are those identical to creating a new user. Adjust as needed.

When all details have been updated, click on the 'Save' button to store the changes.

Deleting a User

In the Administration screen, select a User from the Users box by clicking on a user name. Check that you have the correct user by looking at the details displayed in the User Profile panel. When you are happy that you have selected the correct user, click on the 'Delete User' button located on the right-hand side of the screen.

Note: When a User is deleted all settings are removed and the user cannot be reactivated. If a user is deleted in error, you will need to create a new user id and set up the user as if they were a new user of the system.


Reset a Password (Administrators ONLY)

In the Administration screen, select a user from the left-hand User box by clicking on a user name. Check that you have the correct user by looking at the details displayed in the User Profile panel. When you are happy that you have selected the correct user, click on the 'Reset Password' button, located on the right-hand side of the screen. This will then generate an email to the user providing new password details.

For security purposes, BP eNabler will prompt all users to change their password every 90 days.


Glossary of terms

or Flag

Status flag - identifies the status of various transactions

or rubbish bin

Icon to delete or remove an item from a list

or package

Icon to add order receipting information

or more arrow

Icon to open up Order or Invoice line to display more information

or magnifying glass

Icon to open the related document

or binoculars

Icon to open a search list

Account

A unique BP account number for a customer

Account Summary

List of financial transactions between BP and a customer

Approval Limit

Upper dollar value a user can place an order for in the BP eNabler system

Archive

Location of all closed transactions - Orders, Invoices and Payments

AUD

Australian Dollars

BP Reference

A unique RE number that identifies the online order

BP Status

The delivery status of an order line in the BP system

Complete Order

Saves the order and moves it to the Orders screen

Contact Us

Opens a message box for entry of a message to the Customer Service Centre

Customer Account

A unique BP account number for a customer

Customer Reference

Customers own reference or purchase order number

Delivery Address

BP's record of the address an order will be delivered to

Delivery Instructions

Free text field for instruction to the delivery person

Delivery Location

Name of the location that the order will be delivered to

Dip

Numerical record of the stock level of a tank

Download

Opens up a download instructions box for downloading data in various file formats

Favourites

List of products a customer frequently uses

Help

Opens up the online help facility

Invoice Date

Date the invoice was created

Invoice Number

Unique number of the Tax Invoice

Invoices

A list of products and the price of those products that have been delivered by BP to a customer

Logoff

Logs the user out of the BP eNabler system

Lot

Units that the product must be purchased in. e.g. carton of 6 or 1000lt multiples.

Lubricants Guide

Links the user to the online Lubricants recommendation search facility

Max Capacity

Maximum capacity the selected tank can hold

MSDS

Links the user to the online Material Safety Data Sheet search facility

New Order

Opens up a blank Product Search screen

Open Invoices

Invoices that have not been fully paid as recorded in the BP system

Order Date

Date the order was entered into the system

Orders

One or more products requested for delivery by BP

Payment Due Date

Date on which a specific invoice is due for payment

Payment Limit

Upper dollar value a user can make a payment for in the BP eNabler system

Payments

Financial payments to BP from a customer for goods received

Print

Produces a printable document of the data currently being viewed

Product

Name of a BP product available for sale. When appropriate it includes the Packaging size

Product Hierarchies

Multi level list of products to assist a customer to locate a product

Product Search

Method of looking up products for information or ordering

Profile

User's BP eNabler system set-up

Qty

Order quantity of product required or previously ordered

Requested Delivery

Date the customer has requested the delivery on.

Save

Saves the current information entered so it may be continued at a later session.

Selected Products

List of products the user has selected for ordering

Special Request

Opens a message box for entry of a message to the Customer Service Centre.

Tank Dips

Record of individual tank stock level readings

Tax Invoice

The legal tax invoice document

TDS

Links the user to the online Technical Data Sheet search facility

Type

Type of transaction

Unfulfilled Orders

Orders submitted to BP but not yet delivered

Unsubmitted Orders

Orders that have been compiled but not yet submitted to BP

UOM

Unit of Measure the product is sold in

User

Name of the BP eNabler System user in the current session