Transcript Purchase Orders

Purchase Orders
Training Presentation for
Raytheon Supply Chain Platform (RSCP)
May 2015
Course Objectives
•
After completing this course, you should be able to:
> Understand the purchase order management process in RSCP
> Explain the various purchase order (PO) states
> Access and print a PO
> View the details and attachments for a PO
> Respond to a PO
> Review changes to a PO
> Locate a reconfirmation request
> Respond to a reconfirmation request
Note: For information on creating ASN’s or Invoices – see separate training
materials for these topics.
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1
Purchase Order Management through RSCP
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2
Business Process
1.
Purchase Order: Raytheon releases purchase orders to their suppliers.
2.
PO Responses: Based on the released purchase orders, suppliers must provide
responses – which are confirmations (promise dates & quantities) against the
requests.
 Suppliers may accept purchase orders, acknowledge them with exceptions, or
reject the orders.
3.
Purchase Order Changes: Raytheon may send changes or cancellations to
previously received PO’s. Suppliers are expected to respond, if applicable.
3
1
PO Changes or Cancellations
PO
Raytheon
Supplier
2
PO/POC Response
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3
Roles of Buyers and Suppliers
•
Both buyers and suppliers can search, view and print purchase orders.
•
Only suppliers can take action on a PO/POC in RSCP.
•
Buyers create purchase orders and change orders through their purchasing systems.
Buyer
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Supplier
4
Supplier Actions for Purchase Orders
•
A new purchase order is loaded into RSCP in a New state, with all of its line items
in a New state.
•
The supplier can change a New purchase 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)
c. Supplier Rejected – Supplier believes the request is invalid (i.e. a bad part number)
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Buyer/System Actions for Purchase Orders
•
The buyer can change a purchase order to these states by sending a full
change order to RSCP:
a. Cancelled – Buyer wants to cancel a schedule line or entire PO
b. Closed – Buyer wants to close a schedule line or entire PO
c. 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’, ‘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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How to View a Purchase Order
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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.
> If a Supplier cannot meet the entire request
Purchase Order
quantity and date, he can create multiple
promises against that request.
Header
Line Item
Request
Promise
Line Item
Request
Promise
Promise
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Purchase Order - Example
•
Line Items
Header
•
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.
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Fields actionable
by Supplier
9
My Workspace
•
•
•
On the My Workspace page, POs are accessed in the ‘Order Summary section.
Each row represents a ‘State’ that applies to purchase orders.
Clicking on the number links will take you to a list of PO lines in that state.
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Access New Order Lines
•
To access your ‘New’ purchase order lines in RSCP, go to the Order Summary section of the
My Workspace page and click on the number link for the ‘New’ row.
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Access New Order Lines
•
•
•
You can see from the ‘Order Number’ that the highlighted rows are from one PO.
Use the scroll bar at the bottom to move left and right to see more data fields.
Use the ‘Configurator’ icon in the top right corner to reconfigure the columns and rows.
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Select a Purchase Order
•
If you click on the ‘Order Number’ link for any row, the system takes you to all of the lines
and details for that purchase order.
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Review Purchase Order Details
•
Use the scroll bars to view more data in the top and bottom sections of the order details.
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(Optional) Print Purchase Order
•
You can print out the full order or a summary version by clicking one of the print buttons.
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Download Print File
Follow these steps to
download the file:
1. Click Full Print or
Summary Print
2. In pop-up window,
click ‘refresh’
icon until Status is
‘Completed’
1
3
2
1
3. Then click the
File Name link
2
4. Select to Open or
Save the file
4
3
4
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Summary Print - Example
The .pdf file opens in Adobe Reader. Use icons on the top toolbar to save, print or email the file.
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Print Multiple Orders at Once
To print a set of orders, use the Print Orders workflow on the navigation tree. Enter search
criteria (such as all ‘New’ and ‘Updated’ orders) and then click Search.
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(Optional) Mark Orders as ‘In Process’
•
If you have multiple RSCP users at your company that ‘share’ POs, each user has the option to mark a
PO as ‘In Process’ so other users know the PO is being worked on.
•
‘In Process’ can be selected from the list page or details page.
•
You can use a search to find ‘New’ or ‘Updated’ POs that are not ‘In Process’ yet (see next slide).
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(Optional) Locate ‘In Process’ Orders
•
‘In Process’ is not a state change to a PO line, and therefore not on My Workspace.
•
To locate which purchase orders were marked as ‘In Process’ (or the ones not marked
yet), go to the Search page. Click on ‘No’ then Search to see ones not flagged yet.
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Download Purchase Order Data
•
•
The download icon in the top right corner of all list pages allows you to download the
information as it is currently showing on the screen. The file format is Excel.
You can customize the screen before you download it, or create a template (see help file).
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How to Respond to a Purchase Order
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Accept an Order Schedule Line
Follow these steps to
accept the order:
1. Use checkboxes to
select one or more
schedules
2. Click the Accept
button
1
2
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Accepted Purchase Orders
Once all of the PO lines
were accepted, several
changes occur:
The ‘Order State’ at the
header changes to
‘Accepted’.
The ‘Downloaded to
Buyer’ flag changes to
‘Yes’ – this shows your
response was sent to
Raytheon (RSCP checks
and sends every 2 hours).
Note: You can revise your
response to
‘Acknowledged with
Exceptions’ or ‘Rejected’.
The response will resend
to Raytheon.
The ‘Accept’ button is
removed once the PO was
accepted.
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Status Update on My Workspace
As you respond to orders, the
states for the PO lines change.
The My Workspace page shows
counts for each state.
By changing 5 PO lines from
‘New’ to ‘Accepted’, the count for
‘New’ PO lines decreased by 5
and the count for ‘Accepted’ PO
lines increased by 5.
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Select Next New Purchase Order
To respond to the next
order, you can click back
on the ‘Purchase Order
List’ link at the top of the
PO Details page (that you
just responded to), or you
can go back to My
Workspace and click to
the ‘New’ orders again.
From the list of ‘New’
orders, click on another
‘Order Number’ link to go
to that order’s details.
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Acknowledge With Exceptions – Change Date
This time, we need to let
Raytheon know that an
item on this order will be
delivered late.
For the schedule lines,
scroll right to see the
request dates and
quantities for each line.
If we want to respond
with anything but
‘Accepted’ the Supplier
Message field becomes
required. Use the
dropdown list to select a
response.
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Acknowledge With Exceptions – Change Date
To acknowledge with
exceptions for a PO line:
1. Select the PO line
2. Change your
response (date or
quantity etc.)
3
3. Select a ‘Supplier
Message’ response
4. Click the
Acknowledge with
Exceptions button
1
Note: If you select ‘Other –
Add Supplier Line Notes’ as
the Supplier Message, then
you must enter Supplier Line
Notes at the schedule lines.
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4
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Acknowledge With Exceptions – Change Date
The state at the
schedule line level
now says
‘Acknowledged with
Exceptions’.
Notice that the state at
the Order (header)
level still says ‘New’.
The order will stay in a
‘New’ state and not
send any response to
Raytheon until all of
the lines come out of a
‘New’ state.
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Responding to Schedules – Order Details Page
The extra row at the top of the schedules section is used to “fill down”. If you want to apply
a value to all of the schedules, enter the value once in the “fill down” top row, then click the
down arrow icon to the right of the value.
Only respond to
rows that have
checkboxes.
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Acknowledge With Exceptions – Split Quantity
You also have the
option to split a PO
line into multiple
deliveries.
To create multiple
responses for one
schedule line:
1. Select the PO line
2. Then click the Add
Promises button.
1
1
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Example – Add Promise to Split Quantity
A pop-up window appears.
3. Use the checkboxes to
select how many rows
(responses) you want
to add
4. Enter dates and
quantities (the
combined quantities
should equal what was
requested)
•
Select a ‘Supplier
Message’ from the drop
down list.
3
4
5
5. When finished, click the
Save button
•
A confirmation appears
– click OK and Close.
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‘Acknowledged With Exceptions’ with Two Promises
On the PO Details page,
there are now two rows
that represent your
response to the one PO
schedule line.
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Reject an Order Schedule Line
The final response
option for PO lines is to
reject a schedule line.
Just like before, you
select the PO line, select
a ‘Supplier Message’
and then click the Reject
button.
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Purchase Orders with Multiple States
When a PO has
lines with multiple
responses on them,
the system
determines the
Order State based
on the “priority” of
the states at the line
level.
Since rejected has
the highest priority,
this PO has a state
of ‘Supplier
Rejected’.
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State Priorities
The easiest way to know which state has the highest priority is to look at the ‘My Workspace’
page. The higher a state is on the list, the higher it’s priority. So any ‘New’ lines in an order
will always keep the PO in a ‘New’ state. And any rejected lines take priority over accepted
lines.
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Early Shipments – When Acceptable
•
The ‘Early Ship’ flag can help you decide if your order line’s ‘Confirm Delivery Date’
requires you to use the Acknowledged with Exceptions state or the Accepted state.
•
If the flag is ‘Yes’, you can still use the Accepted state if the delivery is any number of
days earlier, or up to seven days later, than the ‘Request Delivery Date’.
•
If the flag is ‘No’, you can only use Accepted if your ‘Confirm Delivery Date’ is within
seven days earlier or later than the ‘Request Delivery Date’.
•
If there is no flag, then any date other than the exact ‘Request Delivery Date’ requires
the Acknowledged with Exceptions state.
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‘Early Ship’ Flag on Purchase Order
From the Order List
page or Order
Details page, scroll
to the right to the
‘Early Ship’ column.
When the flag says
‘Yes’, then you can
respond with the
‘Accepted’ state as
long as your
‘Confirm Delivery
Date’ is no later
than seven days
after Raytheon’s
‘Request Delivery
Date’.
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‘Accept’ Button Is Missing…
•
•
If one or more schedule lines on a PO have moved to the ‘Accepted’ state, the Accept action button will
not be available if those Accepted lines are displayed.
Use the ‘Filter’ feature to hide the ‘Accepted’ lines from view and then you will see the ‘Accept’ button.
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‘Accept’ Button Is Missing…
To accept more schedule
lines, you must use the
filter to only display ‘New’
or ‘Updated’ lines.
1. Select ‘New’ or
‘Updated’ from the
dropdown list
2. Then click the Filter
button
Now only the ‘New’ lines
are displayed and the
Accept button is
available.
To see all of the PO lines
again, change the filter to
‘All’ lines.
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1
2
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Purchase Order Response – Downloaded to Buyer
•
•
•
A purchase order only gets sent to Raytheon when all of the schedule lines have been moved from the
New and Updated states (See the purchase order’s header state).
The ‘Downloaded to Buyer’ indicator will show you if a purchase order is complete (all lines processed)
Once a purchase order has all of the lines processed, RSCP will send it to Raytheon. RSCP checks
every two hours for purchase orders that are ready to send.
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Locating Purchase Orders Not ‘Downloaded to Buyer’
You can set up a search to look for purchase orders that have a partial response but were not sent to Raytheon
yet because the response is incomplete –
•
On the navigation tree, go to Order Management - Purchase Orders - Search
•
For Schedule State, use the control key to select all states but ‘New’ and ‘Updated’, and for Supplier
Responded select ‘No’ and then click Search.
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Purchase Order Changes
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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 to correct an error on a purchase order
•
You can respond to a POC with ‘Accept’, ‘Acknowledge with Exceptions’ or ‘Reject’
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Locating Change Orders
•
•
Every four hours, RSCP looks for orders that have changed and sends email alerts to the users
If you receive an email, go to My Workspace – click on the number link for ‘Updated’ PO lines
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Purchase Order Changes
Some of the changes can be viewed on the ‘Order List’ page, such as the PO Version and highlighting for
certain data fields that changed.
•
Click on the Order Number link to go to the ‘Order Details’ page and see the detailed changes.
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Purchase Order Changes - Highlighting
RSCP will highlight in yellow when the values for some of the data fields have been changed by Raytheon.
These fields are ‘Stat/Contract Date’, ‘Request Delivery Date’, ‘Request Qty’ and ‘Unit Price’.
For other data fields that have changed, you will need to look at the full print version of the PO.
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Purchase Order Changes – Full Print
To see all data fields that changed on a purchase order, click on the Full Print button.
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Purchase Order Changes – Full Print
All data fields that were changed are highlighted with a red asterisk next to them in the print document.
The full print document compares this current version of the PO to the last version that had a response. If
there has never been a response, RSCP compares the original version to this latest version.
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‘Supplier Response’ Indicator
•
It is possible for the buyer to send one or more changes to a PO before you have responded to the
PO. You will always see the latest information for the PO.
•
The ‘Supplier Responded’ flag will say ‘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.
•
If you HAVE responded to the PO, your responses to the PO will be retained. You then have the
option to update against your own response (and based on the changes on the POC).
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Respond to a POC - ‘Acknowledge All POCs’
•
Since there can be multiple revisions sent by the buyer before you have responded, you will need
to acknowledge all POCs (purchase order changes) in your response.
•
As the first step in responding to an updated order, you must click the Acknowledge All POCs
confirmation button.
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Respond to a POC
•
After you click the ‘Acknowledge all POCs’ button, you will see the blue action buttons for PO lines.
•
Respond to a POC with the same steps as for the original PO – select lines and use action buttons.
Be sure to select a ‘Supplier Message’ if you use ‘Acknowledged with Exceptions’ or ‘Rejected’.
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View History of Changes
•
All changes made to an order (by supplier, Raytheon or the system) are tracked under the ‘View
History feature. Click on the View All History link at the header to see all changes, or select one
row and click the View History button at the bottom to see the changes for only one PO line.
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Sample – View History
The ‘View History’ page shows one row per change that has occurred on this PO or PO line.
The right side shows the field that was changed, plus the old and new values for that field.
•
Click on a ‘+’ sign to expand and see the details for one change
•
You can select one or more data field names at the top, then click Refresh to filter the rows.
•
Use ‘Expand All’ to open all rows at once, then click Refresh to open all rows at once.
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Cancelled Purchase Orders
•
If the buyer cancels an entire purchase order or a specific schedule line, you will
receive an email notification.
•
You can find the cancelled schedule lines by clicking on the Cancelled link from the
My Workspace page.
•
Cancelled lines are in red strikethrough font.
•
No action is required for cancelled POs or schedule lines.
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Cancelled Purchase Order Lines
IMPORTANT: If only some lines are cancelled and you need to respond to other lines, then
you must use the filter to only display lines that are ‘New’ or ‘Updated’.
•
Use the ‘State’ dropdown list to select the ‘Updated’ or ‘New’ state, then click Filter
•
Only the new or updated lines would be showing and the blue action buttons at the
bottom of the screen will reappear. You can use filter again to get back to ‘All’ PO lines.
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PO Changes at Header Level Only
•
If a POC is only making changes to the header level of a purchase order, then RSCP
will change the state of all of the lines to the Updated status.
•
To process a header level only POC, you must take action on all of the lines.
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Reconfirmation of Purchase Order Responses
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Reconfirm Your Response
•
As receivable items get closer to the ‘Requested Deliver Date’, Raytheon looks for a
reconfirmation of your promise to deliver the items.
•
Raytheon sets a time horizon in RSCP, so that any items that are due within that time frame
must be reconfirmed.
> The default for this horizon is ‘items that are due within the next 60 days’ (but buyers
can change this setting and not all items will need to be reconfirmed).
•
Items requiring a ‘reconfirm’ can be accessed from My Workspace or Exceptions – Order
Management.
> Raytheon updates the reconfirm requests on the 1st of each month.
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Locate ‘Reconfirm’ Orders – My Workspace
•
To review and respond to orders that require a reconfirmation, go to My Workspace
•
In the ‘Supply Network Exceptions’ section on the top right, click on the number link for
the exception ‘Reconfirmation – Purchase Orders’
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Locate ‘Reconfirm’ Orders – Exceptions Section
•
•
•
You can also get to the reconfirmation link from the navigation tree on the left
Go to Exceptions – Order Management – Purchase Order
Scroll to the bottom of the screen and click on the number link for the ‘Reconfirmation
– Purchase Orders’ exception (Note: Use the search section to refine your results.)
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‘Reconfirm’ from PO List Page
•
After clicking on the reconfirm number link, you will see a list of schedules that require
a reconfirmed response
•
You can select rows from this page and respond, or click on the ‘Order Number’ link to
open the Order Details page and create your response from there
•
See the next slide for details on your response options
Note: If a change order occurs for a PO that is in a reconfirm process, the change order
will overwrite any non-responded MRP requests against the PO.
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Reconfirm – State Changes
•
The following table explains how each ‘reconfirm’ action will impact the state of a
schedule line:
Reconfirm Response
Previous State
MRP Action
New State
(after Reconfirm)
Was able to meet requirement before and
can still meet it (same response)
Accepted
Reconfirm
Accept
Accepted
Modified my response before, and have
same answer when reconfirming
Acknowledge
with Exceptions
Reconfirm
Accept
Acknowledge with
Exceptions
Was able to accept before, but now need
to modify my response
Accepted
Reconfirm
Modified
Acknowledge with
Exceptions
Modified my response before, but now
can meet the buyer’s request
Acknowledged
with Exceptions
Reconfirm
Modified
Acknowledged
with Exceptions
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Section Summary
We have learned…
•
How to access new purchase orders
•
How to accept purchase orders
•
How to reject purchase orders
•
How to acknowledge with exceptions – changing quantities and promise date
•
How to review purchase order changes
•
How to reconfirm a purchase order
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