Discrete Purchase Orders

Transcript Discrete Purchase Orders

Discrete Purchase Orders

Training Presentation for Supply Chain Platform: BAE Systems July 2012

Course Objectives

• After completing this course, you should be able to: > Understand the order management process in SCP > Explain the various discrete order states > Access and print a discrete order > View the details and attachments for a discrete order > Respond to a discrete order > Review changes to a discrete order

Note: For information on creating ASN’s or Invoices – see separate training materials for these topics.

Order Management through SCP

Business Process

Discrete Order:

Buyers publish firm orders to their suppliers.

Order Responses:

Based on published orders, suppliers must provide responses – which are confirmations (promise dates & quantities) against the requests.

 Suppliers may accept orders, recommend changes, or reject the orders.

Order Changes

: Buyers may publish changes or cancellations to previously published orders. Suppliers are typically expected to respond.

3 1

Order Changes or Cancellations Discrete Order

Buyer Supplier 2

Roles of Buyers and Suppliers

• • • Both buyers and suppliers can search, view and print orders.

Only suppliers can take action on an order in SCP. Buyers create orders and change orders through their backend systems.

Buyer Supplier

Supplier Actions for Discrete Orders

• A new order is loaded into SCP in a

New

state, with all of its line items in a

New

state.

• The supplier can change a

New

order to these states:

Accepted –

Supplier agrees to the complete request from the buyer

Acknowledged with Exceptions –

Buyer/System Actions for Discrete Orders

• The buyer can change an order to these states by sending in a change order to SCP:

Cancelled –

Buyer wants to cancel a schedule line or entire discrete order

Closed –

Buyer wants to close a schedule line or entire discrete order

Updated

– buyer has made a change other than cancel or close • Schedule lines move to an

Archived

state when they have been in a ‘Cancelled’ or ‘Closed’ state for more than 60 days. • A supplier cannot create advance ship notices (ASNs) or invoices against schedule lines in these states: – – – Cancelled Closed Archived SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 321-6

View a Discrete Purchase Order

Purchase Order Structure

• Each

line item

represents a different item.

• Each

request

(or

‘schedule line

’) represents a date and quantity.

• Each

promise

represents a confirmation from the Supplier.

Order

> If a Supplier cannot meet the entire request quantity and date, he can create multiple promises against that request.

Header Line Item Line Item Request Request Promise Promise Promise

• •

Purchase Order - Example

The Purchase Order Details page has a header section at the top and line item information at the bottom.

Some of the header and line item fields can be edited by a supplier.

Visible only to a Supplier

My Workspace

Access New Order Lines

Accessing New Order Lines

Select First New Order

Review Order Details

(Optional) Print Order

Print Multiple Discrete Orders

View Order Attachments

• POs in SCP can have documents attached by a Buyer (not a Supplier).

> A paperclip icon shows there is an attachment to a PO. > The number of attachments is shown in parenthesis next to the icon.

• Attachments: > Can exist at header or line item level > Can access from list page or details page > Are not exported/downloaded with an order > Are not printed with the order SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 321-17

Respond to a Discrete Purchase Order

Accept an Order Schedule Line

Order Not Sent Until All Lines Are Actioned

Accepted Discrete Order

Status Update on My Workspace

Select Next New Order

Acknowledge with Exceptions

Required: Create a Supplier Message

• • •

Supplier Message

The ‘Supplier Message’ field (at the header) is required for any schedule line that is not accepted.

There is also an optional ‘Supplier Notes’ field at the line level.

The maximum character limit is 256 for both fields.

Select ‘Acknowledge With Exceptions’

Acknowledge With Exceptions – Split Quantity

(Add Promise)

‘Add Promise’ to Split the Quantity

• • • • Select the number of promises (rows) to be added Enter the ‘Promise Dates’ and ‘Promise Qtys’ Enter the required ‘Supplier Message’ (header) Click ‘Save’ The combined promise quantities should equal the request quantity.

‘Acknowledged With Exceptions’ with Two Promises

• •

Order Response Buttons Are Missing…

For discrete orders, ‘Accept’ and ‘Acknowledge with Exceptions’ are end states. This means that once ALL of the lines in an order have moved to ‘Accepted’ or ‘Acknowledged with Exceptions’, then the action buttons for these two states are no longer available.

Note: If a change order comes through for any schedule line in the order, then the ‘Accept’ and ‘Acknowledge with Exceptions’ buttons will reappear for all schedule lines.

‘Response Sent’ Flag on Orders

• • • An order only gets sent to BAE Systems when all of the schedule lines have been moved from the

New

and

Updated

states (See the Order’s header state).

The ‘Response Sent’ indicator will show you if an order is completed (all lines processed) Once an order has all of the lines processed, SCP will send it to BAE Systems. SCP checks every fifteen minutes for order responses that are ready to send.

•

Locating Orders Not Sent to Buyer

Search for order schedule lines where

Response Sent

= No, and

Schedule Status

Purchase Order Changes

Purchase Order Changes

• If you responded to a PO with ‘Acknowledge with Exceptions’, the buyer will receive your response automatically and be able to review it • If your exceptions are agreeable to the buyer, a PO Change (POC) should be issued by the buyer • A POC may also be issued when there is a business change for the buyer, or to correct an error on an order • You can respond to a POC with ‘Accept’ or ‘Acknowledge with Exceptions’ • IMPORTANT: You will always see the latest version of an order – including all change orders that have been sent to SCP. The documents post as they are received and no longer wait in a POC queue!

Cancelled Orders

• • • • If the buyer cancels an entire order or some schedule lines, you will receive an email notification.

You can find the cancelled schedule lines by clicking on the

Cancelled

link from the My Workspace page.

No action is required for cancelled orders or schedule lines.

If there are other lines on an order that you want to action, you can simply select those lines and click ‘Accept’ or ‘Acknowledge with Exceptions’. If you select a cancelled line, SCP will give you an error message.

Purchase Order Changes

Purchase Order Changes - Highlighting

View History of Changes

Sample – View History

Section Summary

We have learned… • • • • How to access new orders How to accept orders How to acknowledge with exceptions – changing quantities and promise date How to review Purchase Order Changes SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 321-42

Discrete Purchase Orders

Transcript Discrete Purchase Orders

Discrete Purchase Orders

Course Objectives

Business Process

Roles of Buyers and Suppliers

Supplier Actions for Discrete Orders

Buyer/System Actions for Discrete Orders

Purchase Order Structure

Purchase Order - Example

My Workspace

Access New Order Lines

Accessing New Order Lines

Select First New Order

Review Order Details

(Optional) Print Order

Print Multiple Discrete Orders

View Order Attachments

Accept an Order Schedule Line

Order Not Sent Until All Lines Are Actioned

Accepted Discrete Order

Status Update on My Workspace

Select Next New Order

Acknowledge with Exceptions

Required: Create a Supplier Message

Supplier Message

Select ‘Acknowledge With Exceptions’

Acknowledge With Exceptions – Split Quantity

‘Add Promise’ to Split the Quantity

‘Acknowledged With Exceptions’ with Two Promises

Order Response Buttons Are Missing…

‘Response Sent’ Flag on Orders

Locating Orders Not Sent to Buyer

Purchase Order Changes

Cancelled Orders

Purchase Order Changes

Purchase Order Changes

Purchase Order Changes - Highlighting

View History of Changes

Sample – View History

Section Summary

Directory