41-01: Order Management Supply Chain Platform Training Presentation Updated April 2011.

41-01: Order Management

Supply Chain Platform

Training Presentation

Updated April 2011

4101 - 2Copyright 2011 Exostar LLC and E2open, Inc. All Rights reserved. Proprietary and Confidential

Course Objectives

• After completing this course, you should be able to:

> Understand the order management process in SCP

> Explain the various purchase order (PO) states and action options

> Explain the purchase order change (POC) process

> Access a PO

> View the details and attachments for a PO

> Respond to a PO

> Send a PO response to a buyer

> Print a PO


Order Management through SCP


Business Process

1. Purchase Order: Buyers publish firm orders to their suppliers.

2. PO 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.

3. Purchase Order Changes: Buyers may publish changes or cancellations to previously published orders. Suppliers are expected to respond back to these as well.

PO/POC Response

PO

BuyerSupplier

1

2

PO Changes or Cancellations 3


Roles of Buyers and Suppliers

• Buyers and Suppliers can search, view and print a PO/POC

• Only Suppliers can take action on a PO/POC in SCP. A Buyer must create orders and change orders through their backend systems.

Buyer Supplier


Purchase Orders – Some New Terms

• An order can have one or more lines, where each line item represents a different item.> Note: A customer’s business process can allow more than one line item to have the same part

number. In such cases, SCP looks at their unique Line Item IDs.

• A line item can have one or more requests, where each request represents a request schedule (a date and quantity).

> Note: A customer’s business process can allow more than one Request Schedule to have the same date. In such cases, SCP looks at their unique Request Schedule IDs.

Order

Line Item

Header

Request

Promise

Line Item Request

Promise

Promise

• A supplier may respond to each order request with one or more promises, where each promise represents a confirmation from the Supplier.

> In case a Supplier cannot meet the entire request

quantity on the same date, the Supplier can create

multiple promises against the same request.


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

Head

er

Lin

e I

tem

s

Visible only to a Supplier


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 the header or line item level> Can be accessed from the Order List page or

the Order Details page > Cannot be accessed independent of the order> Are not exported/downloaded as a part of the order> Are not printed along with the order

• Attachments can be updated via a POC:> If a document coming in with a POC has the same name as a document

attached to the order, the existing document will be replaced with the incoming document.

> If the incoming document has a different name, it will be added to the list of attachments.

> Attachments once loaded cannot be deleted through a POC.


Supplier Actions

• A supplier can take action on a purchase order by updating information in several places on the PO:

1. PO Header

2. Line items

3. Promises

• This table lists the fields that can be edited by a supplier

• “Note to Buyer” field at the header level is mandatory if any of the line items are modified

Field Level

Supplier Ref. No Header

Supplier Ship By Date Header

Payment Choice Header

Payment Choice Other Header

Shipment Choice Header

Shipment Choice Other Header

Note To Buyer Header

Payment Line

Payment Other Line

Supplier Price Line

Available Quantity Promise

Promise Date Promise

Shipment Promise

Shipment Other Promise

Notes Promise


Purchase Order States


Business Process – New POs

• When a new Order is loaded into the system it is in a “New” state, with all of its line items in a New state.

• A new order and all its lines are transitioned to the Processing state when the Supplier does any of the following actions:

> Navigates to the Order Details page

> Selects an order to print (or batch print)

> Selects an order for export (or batch export)

> Creates an Advance Ship Notice (ASN)

> Creates an Invoice

• A B2B response is automatically sent to the Buyer when an order transitions into the Processing state.


Supplier Actions

• The Supplier can change a New or Processing 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. Completed – Supplier has completed the order (must have accepted it first)

d. Rejected – Supplier believes the request is invalid (i.e. a bad part number)

• The process for how to change a PO’s state is explained later in this presentation.


Completed Orders

• A Supplier can “complete” an order when appropriate

> There is no system requirement to complete a PO – depends on the buyer or supplier’s business processes

> Completing an order does send a response (notification) back to the buyer

• Only orders in the ‘Accepted’ state can be moved to the ‘Completed’ state.

• Even though a PO is in a ‘Completed’ state, it is possible for the buyer to send a POC against it.

• Completed orders can still have invoices and shipping notices created against them.


Cancelled Orders

• The buyer's intent to cancel an order or line items is communicated via a change order.

• Lines in a Cancelled state are displayed in a “strike-through” font.

• For orders marked as cancelled, the Supplier can perform the following actions:

> Agree to changes and transition the order to a Cancelled state.

> Not agree to changes and transition the order to an Acknowledge with Exceptions state.

IMPORTANT NOTE! To take action on a POC with canceled lines, only the non-canceled lines can be showing on the screen. Use the Filter feature to only show the non-canceled lines – this will make the Accept, Acknowledge with Exceptions and Reject action buttons appear on the screen.


States for POs and POCs

State Operator Definition

New Buyer Buyer has created a PO in backend system

New Change Buyer Buyer has made a change in backend system

Processing Supplier Supplier has viewed the PO in SCP

Acknowledge with Exceptions Supplier Supplier has viewed and made changes to the PO

Accepted Supplier PO is being approved “as is”

Rejected Supplier PO is considered unacceptable “as is”

Completed Supplier (optional) Supplier indicated the PO is finalized

Cancelled Buyer Buyer has decided to terminate the order


State Priorities

• The state at the header level of a PO is determined by the line item under it that has the highest priority.

State Priority

New 1

New Change 2

Processing 3

Acknowledge with

Exceptions

4

Accepted 5

Rejected 6

Completed 7

Canceled 8

Deleted 9

Order State Priority

Order 1

Line 1 Processing 3

Line 2 Accepted 5

Line 3 Accepted 5

Order 2

Line 1 Accepted 5

Line 2 Acknowledge with

Exceptions

4

Line 3 Rejected 6

Priority of States Example 1

Example 2


Process Workflow

Buyer SupplierSCP

System Hub

AcknowledgeWith Exceptions


Accept

Reject

Accept

Completed

Completed

Purchase Order(New)

Purchase Order Change(New Change Order)


Accept

Acknowledgewith Exceptions

Accept

Reject

Completed

Completed

Email Alert

Email Alert


Purchase Order Changes


Purchase Order Changes (POCs)

• Buyers can initiate change orders from their internal backend system, after the original PO has been created.> This is generally done at the request of the Supplier.

• When a Purchase Order Change (POC) is loaded into SCP, the order and all of the changed line items are transitioned to a New Change state.> “New Change” POCs can be accessed through the My Workspace page or

by searching on the New Change status.

> The original purchase order and any other (earlier) versions of POC’s that were actioned by the supplier can be found in the Historical Document Manager (HDM).

• When the Supplier views the POC, the system automatically transitions the current PO or POC to the Processing state.

• Open the POC Details link to see what has been changed (highlighted in yellow)


Supplier Actions for a POC

• The Supplier can change a New Change or Processing 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. different promise quantity or date), or wants to “push through” to a more recent changed version in the queue without any changes

c. Completed – Supplier completes the order (PO must be in ‘Accepted’ state in order to change to ‘Completed’ state)

• Note: A PO cannot transition into the Rejected state once a change order has been published by the Buyer.


Supplier Actions for a POC

• The Order header will show if any POCs are queued against a PO (A).

• The Supplier needs to take action on the PO in SCP before the POC can be processed. If a PO is in a New or Processing state, the POC will not process.

• If there is more than one POC (the number in the queue is >1), then each POC must be actioned in order until the queue is cleared.

A


Supplier Actions for a POC (continued)

• To get to the latest POC in a queue, the supplier must:

1. View Details on the current PO/POC - to see what is highlighted (changed)

2. Take action on the current PO/POC (Accept, Acknowledge with Exceptions etc.)

3. Send that PO/POC to the buyer

4. The next POC in the queue then becomes available

5. Continue with steps 1 to 3, until there are no more queued POC’s

• NOTE: Once POC’s are activated, the original PO and earlier versions of POC’s are still available in the Historical Document Manager (HDM)

This MUST say “Sent”, not “Viewed”


SCP Process: Supplier Response to a PO

Locate Purchase

Order

ReviewPO and any attachments

Send POResponse to

Buyer

Update PO &Acknowledge

With Exceptions

Accept PONo

Changes

*Changes

Send POResponse to

Buyer

(Optional)Print or

Export PO

*The changes would have beendiscussed with the buyer off-line.

Finish

(Optional)Print or

Export PO Finish


Accessing an Order

All User Roles


Accessing a PO from My Workspace

• It is possible to access POs based on their status only (from My Workspace) or by some search criteria and a status (Order Summary page)

To Access from My Workspace:

1. Click [+] My Workspace on the Navigation tree

2. In the Order Summary section (A), click on the number link for a status

A

1

2


Accessing a PO by Summary

1. On Navigation tree, click [+] Order Management Purchase Orders Summary

2. Enter search criteria and click Search

4. Click the Total number link for a Status type – the Order List page will appear

2

1

3


Accessing an Order

6. From the Order List page, click the Order Number that you want to view.

6


View the Order Details

7. To view the entire PO, click on the View Details button or link.

7

7


Order Details Page

2. You can contract and expand various sections of the PO by clicking the [-] and [+] signs

Note: All sections are expanded by default.

2


Order Details Page - POC

Changes are highlighted in yellow.

A. To view the original values, hover the mouse over any highlighted field.

B. If an empty square is displayed, no original value was provided on the previous version of this order.

B 250 A


Historical Document Manager (HDM)

• If a PO or POC is not found through the standard searching and filtering methods of SCP, it is probably stored in the HDM

• See the presentation on General Navigation, for more details on using HDM

• “Replay” feature

> POs and POCs that are only located in HDM can be replayed back into the active part of the system

> An ASN or Invoice can be created in SCP based on a PO that was replayed from HDM

> All other document types can only be viewed, printed and downloaded in a viewable format once they have been removed from SCP


Viewing an Order Attachment

All User Roles


Viewing an Attachment from the Order List page

1. At the Order List page in the Attach column, click the attachment icon for the desired order or line item.

> The number in parenthesis (#) shows the number of attachments for that PO.

> The attachment icon on the Order List page represents documents that are attached at the Order header – not documents attached at the line item level.

1


Viewing an Attachment from the Order Details page

1. At the Order Details page in the Attach column, click the attachment icon for the desired order or line item.> The number in parenthesis (#) shows the number of attachments for that PO or

line item.

> You also can view an attachment for the Order header from the Order Details page by clicking the attachment icon (A) in the PO header.

1

A


Viewing an Attachment

2. At the Tab page in the File Name column, click the attachment hyperlink to view the attachment.

3. Click Open or Save.

3

2


Responding to a Purchase Order

Supplier Role Only


‘Event Type’ and ‘Status’ Fields

• Depending on the actions of the Supplier, the ‘Event Type’ and ‘Status’ fields will automatically update in SCP

• A document is not fully processed until the Supplier SENDS it to the Buyer!

Action that is Taken Event

Type

Status

None – Buyer has created the PO/POC

but Supplier has not opened it

New New

Supplier has opened the PO/POC, but has

not taken action on it

Viewed Processing

Supplier has taken action on the PO/POC

but has not sent a response to the Buyer

Viewed Accepted, Acknowledged with

Exceptions, Rejected, or Completed

Supplier has sent a response to the

Buyer

Sent Accepted, Acknowledged with

Exceptions, Rejected, or Completed


Acting on a PO to change the State• Actions that affect only the selected line item:

A. Accept – accepts the selected line items and moves them to the Accepted state

B. Acknowledge with Exceptions – changes the selected line items and moves them to the Acknowledge with Exceptions state

C. Add Promises – splits the selected line items and moves them to the Acknowledge with Exceptions state

D. Reject – rejects the selected line items only for a PO in the New state

NOTE: Orders that are viewed but not yet ‘actioned’ are in a Processing state

A B C D


Acting on a PO with no State Change• Actions that affect the entire PO and all line items:

E. Export – exports the PO Data

F. Print – prints the PO

• Actions that affect only the selected line item:

G. Save – incorporates changes to selected line items without changing the state of the line items

H. Create ASN – creates an ASN for selected line items

I. Create Invoice – creates an Invoice for selected line items

FE

IHG


Adding Notes on a PO

• If you do anything other than Accept a PO, you must add a note to the Buyer (at the header level of the PO) explaining your actions.

1. In the header next to Note to Buyer, enter your text.

2. If only some line items are not acceptable, in addition to the header note you can enter your text in the Notes column for individual line items

• Tip: Enter “see line item” in the header’s Note to Buyer field.

1

2


Adding Promises

Supplier Role Only


Adding Promises

A promise allows you to add multiple quantities or dates for a single line item.

1. Select a line item and then click Add Promises

2. In the Order Schedules window, enter the Promise Date and Promise Quantity.

Note: Make sure that total promise quantity matches total Requested Quantity.

3. In the header, enter a Note to Buyer.

4. (Optional) In the Notes column, enter notes regarding changes.

5. Click the Save button to save the changes.

6. Review the confirmation message, then click the Close button.

Note: You can repeat this process and add as many promises as needed.

1

23

4

5

6


Sending an Order Response

Supplier Role Only


Sending a PO Response

• PO responses to the Buyer’s internal backend system are only sent when the Supplier clicks the Send button.

• Suppliers cannot send a response if one or more lines (and hence the header) are still in the Processing state.

• The sent response includes the entire order, header and all line items in the desired state.

• Once a PO response is sent, a Supplier cannot make changes to that order and the associated lines, until the Buyer publishes a change for the order.

• Responses are sent in the order that they are created.

• There will be a processing delay of 60 seconds between two consecutive responses for the same order.


Sending a PO Response

1. At the Order Details page, click the Send button.> This will send the whole PO Response with all its line items.

> You cannot send individual line items of a PO.

A. You cannot send a response if a PO is in a New, New Change, or Processing state

1

A


Accepting and Sending Multiple PO Responses

To “Batch Accept and Send” multiple PO’s, you can click on “Processing” for orders on My Workspace. Or, search for orders with a status of “Processing”.

1. At the Order List page, click the checkboxes for POs that you want to send.

2. Click the Batch Accept button.

3. The status changes to “Accepted”, the Event Type changes to “Sent” and the response is sent to the buyer.

IMPORTANT NOTE: The batch accept buttons will only appear if all orders listed on the page are ready to process (Status = Processing) and have not been sent yet (Event Type = Viewed).

1

2


Sending Multiple PO Responses

To “Batch Send” multiple PO’s, the PO’s must be ready to be sent.

To see the “Send” button on a list page of PO’s, you must use a search where (A) the Event Type is only “Viewed” and (B) the status is “Accepted”, “Acknowledged With Exceptions” and/or “Rejected”.

1. At the Order List page, click the checkboxes for POs that you want to send.

2. Click the Send button.

IMPORTANT NOTE: The Send button will only appear on the Order List page if all orders listed on the page are ready to send (Status = Accepted, Acknowledge with Exceptions, and Event Type = Viewed).

1

2

AB


Printing an Order

All User Roles


Printing an Order at the Order Details page

1. At the Order Details page, click the Print button

> This will print the whole PO with all its line items

2. Choose the Document Type

3. Click Proceed

1

2

3


Batch Printing from a List Page

From any List page:• Select items and click Print (A)

NOTE: You can only select to print up to 10 items at a time (per batch).

• Select a Document Type and click Proceed (B)

A

B


Batch Printing from a List Page

• Refresh the screen (D) until the Status says “Completed”

• Click on the File Name (E) to open or save it

NOTE: You can also pick up the batch print file at any time, under Inbox Status on the Navigation Tree.

D

E


End – Order Management

41-01: Order Management Supply Chain Platform Training Presentation Updated April 2011.

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Transcript of 41-01: Order Management Supply Chain Platform Training Presentation Updated April 2011.