Overview
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Internal Visits is a Convergence page to record every meeting that took place between |
Solvay colleagues involved in the purchasing process.
In this page we will see how to create an Internal Visit and how to manage it. |
Table of content
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Step-by-step
Status colour Blue title Step 1
Open the app "Create Value Creation"
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Go to the tab “Internal Visits”
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Click on the “New” button
Or click on "New Contract Workspace" in case a listview is open
Status colour Blue title Step 4
Fill in section "Information" and especially fields in red: they are mandatory .
Hierarchical type: choose in the picklist if your contract is a stand-alone contract, a master contract or a sub-contract depending on a master-contract
Short Description: write a short description of your contract
Grouping field is a place for keywords. For example, "Project 123"
Account: choose the supplier which the contract is signed with
Substitute: declare one of your colleague who will have the same rights as you on your Contract Workspace and will be able to manage/edit it on your behalf
Contract language: pick the language in which the contract is written
Topics : choose the topic picklist the of the meeting by selecting it ; if several, chose multiple topics by maintaining the "Ctrl" key
Note that if you choose the topic "Other", you will have to fill-in the "Other topics" field
Other Topics: field is mandatory if you chose "Other" in the "Topics" field
Addressable Spend: Fill-in the field with the amount of Spend covered by the discussed topics
Currency: choose in the picklist the currency related to the amount of Addressable Spend
Private: tick the checkbox in order to make your Internal Visit confidential ; only certain appointed users can access the Internal Visit. We will see further this point in this chapter
Scope: this is the field where you precise the agenda of your meeting
Status colour Blue title Step 5
Fill in the Internal Event section in the Life cycle informations of your contractorder to plan the meeting and synchronize calendars. Fields in red are mandatory
Contract status : set as “Draft” by default. You will update it later once your contract’s informations are recorded in Convergence
Effective date : enter the date from which the contract is effective ; you can choose the day’s date by clicking on the proposed one on the right of the field
Expiration date : enter the date when the contract will end
Termination notice date : entering this date will help you to easily find contracts reaching their termination notice dates through a dedicated listview
Short Description : write the title of the meeting that will appear in the calendar
Location : type in the place where the meeting will take place
Type : choose in the picklist the type of meeting
Description : you can log in a longer description of the meeting ; not mandatory
Grouping field: the content of this field is searchable through the global Search Engine ; it also helps you to make a relation between different Convergence objects (i.e. : Actions/Benefits, Visit Minutes, etc. ...)
End/Start: indicate here the time slot during which the meeting will occur
Term type : choose between “Fixed” term or “Auto-renew”
Status colour Blue title Step 6
Fill in the Pricing informations of your contract. Fields in red are mandatory.
Currency : choose in the picklist the currency applying to the contract
Contract amount : write the amount for which the contract is signed
Payment term : choose in the picklist the rule that applies to the contract
Complex contract* : choose between the values “Yes” or “No”
Leasing contract* : choose between the values “Yes, proposed” or “No” if you are a buyer.
The values "Yes, examined", "Yes, confirmed" and "No, rejected" are dedicated to RtR reviewers
*Further definition will be given during trainings
The section Internal Visit Minute is where you will log the exhange you had with your colleagues during the meeting
Status colour Blue title Step 7
Do not forget to save your contract workspace Internal Visit by clicking on the “Save” button.By doing that you will be redirected to the contract workspace you have just created.
Add Properties to your Internal Visit
By adding properties to your Internal Visit, you allow every Convergence user to retrieve what is going on for a zone, a domain or a segment. Do not hesitate to create them !
Here is how to proceed :
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1
Access your Internal Visit and to the related list "Properties", to the right of the screen, and click on the "New" buttonCreate the Contract Properties by clicking on the “New Contract Property” button in the section of the same name
Status colour Blue title Step 2
You are then redirected to the screen where you create the contract’s Internal Visit properties.
Each contract property is defined for a given contract and Internal Visit on 3 axis (the Master Keys) :
- Geographical Axis : which zone, country or site ?
- Organisational Axis : which GBU or business line ?
- GPS Axis : which segment, material group or sub-material group ?
Do not forget to save your contract property by clicking on the “Save” the “Save” button.
Attach files to your Contract Workspace using the Attachments Console by clicking on the “New attachment” button
Clicking on the “Select a file” button will open a popup window where you will choose the file to attach
Select the type of the document picking “Initial” or “Amendment” in the dropdown list
If you tick the “Is Private” checkbox then you will be the only person able to access the attachment. We will see in this section how to share it with specific other people.
If you don’t tick it, any Convergence user will be able to access the document
You can also give a name to the document you attach and a description of it as well.
Once you are done, do not forget to save your attachment by clicking on the “Save Attachment” button
You can edit or delete attached files by using the “pen” or “cross” icons in front of them
Once you are done with your Contract Workspace details, its Contract Properties and attachments, do not forget to change its flag from “Draft” to “Completed”. And do not forget to save !
