Transcript What’s New – Order Management

What’s New – Order Management
Comparison of GSCP
and the New SCP-Raytheon
November 2013
Orders – What’s the Same
A discrete order includes specific item(s) or service(s) to be purchased, with the request
dates (‘MRP Need Date’) and quantities represented in the order.
•
Find orders from the My Workspace page
•
Search for an order
•
Structure of the order (header and schedule lines)
•
Review details of an order
•
Take action on an order (select lines and accept etc.)
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Order States
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Order States: Compare SCP-Raytheon to Current Platform
Current Platform
SCP-Raytheon (New)
New
New
New Change
Updated
Processing
Accepted
Accepted
Acknowledged with Exceptions
Acknowledged with Exceptions
Rejected
Supplier Rejected
(Historical Document Manager)
Archived
Deleted
Closed/Completed
Closed
Cancelled
Cancelled
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Supplier Actions for Discrete Orders
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A new order is loaded into SCP-RTN in a New state, with all of its line items in a
New state.
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The supplier can change a New order to these states:
a. Accepted – Supplier agrees to the complete request from the buyer
b. Acknowledged with Exceptions – Supplier responds with a counter proposal (i.e. a
different promise date or quantity)
c. Supplier Rejected – Supplier does not want to fulfill the order request (i.e. a bad part
number)
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Buyer/System Actions for Discrete Orders
•
The buyer can change an order to these states by sending a change order to SCP-RTN:
a. Cancelled – Buyer wants to cancel a schedule line or entire discrete order
b. Closed – Buyer wants to close a schedule line or entire discrete order
c. Updated – buyer has made a change other than cancel or close
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Schedule lines move to an Archived state when they have been in a ‘Cancelled’,
‘Closed’ or ‘Rejected’ state for more than 60 days.
•
A supplier cannot create advance ship notices (ASNs) or invoices against schedule lines
in these states:
–
–
–
–
Cancelled
Closed
Rejected
Archived
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Basic Order Process – Key Features
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Simple PO - Discrete Order Details Page
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Orders (at the header level) remain in a ‘New’ state for original orders and an ‘Updated’
state for change orders, until all order lines have a supplier response.
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(Optional) Mark Order as ‘In Process’
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If you have multiple SCP users at your company that ‘share’ orders, each user has the
option to mark an order as ‘In Process’ so other users know the order is being worked on.
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‘In Process’ can be selected from the list page or details page.
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You can use a search to find ‘New’ or ‘Updated’ orders that are not ‘In Process’ yet.
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(Optional) Locate ‘In Process’ Orders
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‘In Process’ is not a state change to a PO schedule line, and therefore it is not on the My
Workspace page.
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To locate which orders have been marked as ‘In Process’ (or the ones not marked yet),
go to the Search page.
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(Optional) Print Order
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The ‘Full Print’ version has been modified with an improved layout.
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The ‘Summary Print’ version now includes the supplier response and other key data to
process an order.
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Print Multiple Discrete Orders
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Printing
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Select which orders to print
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Click the appropriate print button
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Under Upload/Download, select ‘Status’
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Occasionally click the refresh icon until the Status is ‘Completed’
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Click on the file name to retrieve the document(s)
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Respond to Orders
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My Workspace
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Accept an Order Schedule Line
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Response Is Sent to Buyer Automatically
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There is no longer a ‘Send’ button
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An order response will be sent to the buyer automatically when the HEADER state moves
to ‘Accepted’, ‘Acknowledged with Exceptions’ or ‘Supplier Rejected’
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The header state only changes when all of the lines have been processed out of a ‘New’
or ‘Updated’ state
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Status Update on My Workspace
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Batch Processing – Accept Orders
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A supplier with many routine orders can select most of them from a list, ‘batch accept’
them and then address the orders that require more attention.
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Supplier Message – Required If Cannot ‘Accept’
•
•
•
This used to be called ‘Note to Buyer’ and serves the same purpose.
The ‘Supplier Message’ field is required for any schedule line that is not accepted.
The maximum character limit is 255.
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Acknowledge with Exceptions – Split Quantity
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Acknowledge with Exceptions – Add Promises
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Example – Add Promise to Split Quantity
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Example – Add Promise to Split Quantity
The combined promise
quantities must equal the
request quantity. Promise
Dates must be current or
future dates.
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‘Acknowledge with Exceptions’ with Two Promises
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Request Qty and Promise Qty
•
If the ‘Request Qty’ and the ‘Promise Qty’ for a schedule line do not match, you will
receive an error message.
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‘Early Shipment’ Flag on Order
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Early Shipments – When Acceptable
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The ‘Early Shipment’ flag (ESF) helps to decide if ‘Promise Delivery Date’ requires the
Acknowledged with Exceptions state or the Accepted state.
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If ESF flag = ‘Yes’: use Accepted if delivery is any number of days earlier, or up to
seven days later, than ‘MRP Need Date’.
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If ESF flag = ‘No’: use Accepted if your promise date is within seven days earlier or
seven days later than ‘MRP Need Date’.
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If no ESF flag: any date other than the exact ‘MRP Need Date’ requires the
Acknowledged with Exceptions state.
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‘Accept’ Button Is Missing…
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For orders, ‘Accept’ is an end state. Once a line is accepted, it cannot be accepted again by the supplier.
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If one or more schedule lines already moved to ‘Accepted’, the Accept action button is not available when
the Accepted lines are still displayed.
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To accept more schedule lines, use the filter to only display ‘New’ or ‘Updated’ lines. Then the ‘Accept’
button will be available for use.
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Order Response – Downloaded to Buyer
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An order is only sent to Raytheon when all of the schedule lines have moved from the New and
Updated states (See the Order’s header state).
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The ‘Downloaded to Buyer’ indicator will show you if an order is completed (all lines processed)
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Once an order has all of the lines processed, SCP will send it to Raytheon. SCP checks every two
hours for orders that are ready to send.
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Order Response – Downloaded to Buyer
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Purchase Order Changes
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Purchase Order Changes
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If you responded to a PO with ‘Acknowledge with Exceptions’, the buyer will receive
your response automatically and be able to review it
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If your exceptions are agreeable to the buyer, a PO Change (POC) should be issued
by the buyer
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A POC may also be issued for a business change to an order, or to correct an error on
the order
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You can respond to a POC with ‘Accept’, ‘Reject’ or ‘Acknowledge with Exceptions’
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‘Supplier Response’ Indicator
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It is possible for the buyer to send one or more POCs to an order before you have responded to the order (See ‘Line
Change’ flag). You will always see the latest information on the purchase order.
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The ‘Supplier Responded’ flag is ‘No’ until you respond to the PO. This helps to identify PO’s that had no response yet,
even though a change was added by the buyer.
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If you HAVE responded to the order, your responses to the PO are retained. You then have the option to update against
your own response (and based on the changes on the POC).
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‘Acknowledge All POCs’
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Since there can be multiple revisions (POCs) sent by the buyer before you have
responded, you will need to acknowledge all POCs in your response.
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This is done by clicking on the ‘Acknowledge All POCs’ confirmation button.
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IMPORTANT! You will NOT see the action buttons for a PO until you click the
‘Acknowledge all POCs’ button.
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Purchase Order Changes
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Purchase Order Changes
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Purchase Order Changes - Highlighting
Highlighting applies for ‘Request Qty’,
‘MRP Need Date’ and ‘Unit Price’
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View History of Changes
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Sample – View History
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PO Changes at Header Level Only
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If a POC is only making changes to the header level of an order, then SCP will change
the state of all of the lines to the Updated status.
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To process a header level only POC, you must take action on all of the lines.
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ASN and Invoices
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Shipment (ASN) information
• Select PO schedule
line(s) to be shipped
(must have same ship
address)
• Enter shipment details
(red asterisk = required
fields)
• Click on the Save button
to create a ‘Draft’ ASN.
• Click Create Shipment to
send the ASN.
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Shipment (ASN) information
• Sample Label
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Shipment (ASN) information
• The Order Details tab shows the ‘Shipped Qty’ for each schedule line. The Shipment
Info tab shows the shipment lines that have been created against that order.
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Invoices
• Select PO schedule line(s) to be
invoiced
• Enter invoice details (red
asterisk = required fields)
(Invoice Number, Invoice Type,
Qty Invoiced, Taxes, etc.)
• Click on the Recalculate button
to recalculate invoice totals.
• Click Send Invoice to send the
invoice.
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Closed or Cancelled Orders
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Closing an Order
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Example: First schedule line was “Closed” by a POC
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The header-level state will not close out on the PO until all schedule lines and
line items in the order have moved to ‘Closed’
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Purchase Order – “Closed”
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All remaining line items have been closed via a POC.
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Order Header State is now ‘Closed’
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Cancelled Orders
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The buyer cancels order lines in their own system, SCP receives the change
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The supplier is sent an email notification
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The order shows a changed status of ‘Cancelled’ – no supplier action required
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Shipments and invoices cannot be created once a line is cancelled
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Initial Login
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Enter your credentials – same ID and Password as GSCP
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Choose to Access ‘Supply Chain Platform – Raytheon’
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SCP Access
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How to Get Help with MAG or SCP
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Support Options
There are several ways to get assistance:
1. Self-service case via My Exostar website
>
Fill in an on-line form and submit it to Customer Support
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On-Line Request Form
Note: To report an issue, provide as much detail as possible. It is helpful to provide screenshots, the steps
that were followed, and to let us know if the issue can be repeated.
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Contact Support
2. Live phone support with Exostar’s Customer Support
>
>
Tel #: +1-703-793-7800 (from UK 0203 300 7093)
Hours: 3am – 9pm EST, Monday to Friday
3. On-line training materials
>
>
Available through the ‘Help’ link in SCP
Also located at www.myexostar.com, under Products  Supply Chain Platform
Note: To report an issue, provide as much detail as possible. It is helpful to provide screenshots, the steps that were followed,
and to let us know if the issue can be repeated.
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Get Help Online
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Once you can login to SCP, there are training documents under the ‘Help’ link
Note: Many Help files are presented in PDF format requiring the free Adobe Acrobat Reader.
1
2
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Access SCP Training Materials
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Quick Reference Guides
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Copy of this Presentation
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Questions?
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