Supplier Portal Purchase Order Confirm & Publish · 2016-07-18 · Monday, July 18, 2016 Purchase...

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UTC Aerospace Systems Proprietary – ECCN: EAR99

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Title

Supplier Portal – Purchase Order Confirm and Publish

Document Number SP-PO-CNF

Author

Nicholas Wynne

Version 4

Publish Date March 27, 2015

Last Revised Date July 15, 2016

Standard Work

Instruction

Supplier Portal

Purchase Order Confirm &

Publish

THIS DOCUMENT IS THE PROPERTY OF UTC AEROSPACE SYSTEMS. YOU MAY NOT POSSESS, USE, COPY OR DISCLOSE THIS

DOCUMENT OR ANY INFORMATION IN IT, FOR ANY PURPOSE, INCLUDING WITHOUT LIMITATION, TO DESIGN,

MANUFACTUR OR REPAIR PARTS, OR OBTAIN ANY GOVERNMENT APPROVAL TO DO SO, WITHOUT UTC AEROSPACE

SYSTEMS’S EXPRESS WRITTEN PERMISSION. NEITHER RECEIPT NOR POSSESSION OF THIS

DOCUMENT ALONE, FROM ANY SOURCE, CONSTITUTES SUCH PERMISSION.

POSSESSION, USE, COPYING OR DISCLOSURE BY ANYONE WITHOUT UTC AEROSPACE SYSTEMS’S EXPRESS WRITTEN

PERMISSION IS NOT AUTHORIZED AND MAY RESULT IN CRIMINAL AND/OR CIVIL LIABILITY.



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Table of Contents

1. PURPOSE .................................................................................................................................................. 3

1.1. Description of Standard Work .................................................................................................... 3 1.2. Prerequisites .............................................................................................................................. 3

2. DOCUMENT CONTROL ............................................................................................................................ 3

2.1. Ownership .................................................................................................................................. 3 2.2. Version Change Log .................................................................................................................. 3

3. PROCESS .................................................................................................................................................. 4

3.1. Flow Diagram............................................................................................................................. 4 3.2. PO Confirmation ........................................................................................................................ 4

3.2.1 Cancel PO Confirmation ............................................................................................................................... 10 3.3. Split PO Confirmation .............................................................................................................. 11

4. EXCEPTIONS TO THE STANDARD WORK........................................................................................... 13

4.1. Alternate ways to find POs to Confirm .................................................................................... 13 4.1.1 Supplier Confirmations (“Promise Dating”) ................................................................................................. 14 4.1.2 Purchase Order – Overview .......................................................................................................................... 14 4.1.3 Quick View ................................................................................................................................................... 17

4.2. Determine the type of POs ...................................................................................................... 17 4.3. Add a Reason Code ................................................................................................................ 19

4.3.1 Add Notes to Reason Codes ......................................................................................................................... 21 4.3.2 Full List of Reason Codes ............................................................................................................................. 22



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1. PURPOSE

Description of Standard Work

The purpose of this Standard Work Instruction for Suppliers is to describe the steps required for a Purchase Order (PO) Confirmation. These steps will document the process of a confirmation by the supplier of the purchase order receipt. The confirmation results in the notification to UTAS that the order was received by and terms and conditions agreed upon by the supplier.

Confirmation of a PO indicates that the supplier agrees with, or agrees by exception, to the PO information.

UTAS will use a report of orders that have not been confirmed to follow-up with supplier to ensure all orders are acknowledged on the supplier portal.

Prerequisites

The PO is created or changed and sent electronically to SNC.

2. DOCUMENT CONTROL

This section documents the revision control of the process

Ownership

Organization: UTAS Department: eSolutions Contact: Nicholas Wynne

Version Change Log

Version Number

Date Author Reviewed By Approved By

New 3-27-2015 Lee Setter Brenda Roberts Initial Release

Version 1 12-31-2015 Tanaya Krauss Nicole Benson Draft

Version 2 4/14/2016 Nick Wynne Updates

Version 3 5/23/2016 Nick Wynne Nicole Benson Added Content

Version 4 7/15/2016 Cam Demmerle

Nick Wynne Added troubleshooting tip



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3. PROCESS

Flow Diagram

PO Confirmation

Log into Suppler Portal https://suppliers.utc.com

http://suppliers.utc.com/

http://suppliers.utc.com/



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1.0 The supplier logs into the portal and navigates to the Alert Monitor

Note: PO Confirmations can also be done through PO Collaboration or Supplier Confirmations (“Promise Dating”). See section 6.1 for more information.

2.0 Select “Go” to see a list of PO’s. Note: If a PO is not found on the Alert Monitor, the alert may have expired. See section 6.1 at the end of the material for more information on how to find a particular PO to confirm. 3.0 Click on the quantity associated with the type of PO user is searching for.



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4.0 Highlight a PO line and select “See Details”

5.0 Highlight line item (if not already selected) and click Confirm.

6.0 Select PO line items to be confirmed

Note: If you wish to split a PO into multiple line items for different delivery quantities or dates, please refer to section 3.3.



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7.0 Click Create 1 CONF

Note: The status will change to REQUEST 8.0 Review the Conf. Ship Date and Conf. Delivery Date (Promise Dates). Conf Ship Date: Date that product is shipped from your facility Conf. Delivery Date: Data that product should arrive at the UTAS facility Note: These dates must be updated if the Conf Ship Date and Conf. Delivery Date are in the past.

Dates can be updated by clicking in the field. Clicking the box adjacent to the ship date will pull up a calendar to make selecting dates easier.



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Note: A common error is updating the ship date without updating the delivery date. See below. The ship date is in 2016, but the delivery date is still set for 2015.

The Delivery Date must be at least one day after the Ship Date, as the dates are date and time stamped in the Supplier Portal. Additionally the promise dating cannot contain past due dates. The error below would show if either of these were case.

9.0 Highlight Row to be Confirmed

10.0 Click Save

Note: If the Conf. Ship and Conf. Delivery Date is different than the Req. Shipping and Req. Delivery date, a reason code will need to be added. See section 4.3 at the end of the material.



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Note the status change “To Be Published”

11.0 Please Read and Acknowledge Note: If you choose to decline these terms and conditions, you will not be able to proceed and must contact your UTAS Buyer.

12.0 Receive Save Confirmation

Note: Please note PO is Not Published. It has been saved, and an additional step must be taken to Publish.

13.0 Highlight Row(s) and Click Publish POs 14.0 Click “Yes”



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The message “Outbound processing of …” indicated that the PO has been published and information has been sent to UTAS.

3.2.1 Cancel PO Confirmation

1.0 Go to Alert Monitor 2.0 Select “Go” 3.0 Click on the Quantity associated with the type of PO user need to view. 4.0 Highlight the “Published PO” that need to cancelled 5.0 Click “Confirm” ‘ 6.0 Highlight line item that need to cancelled 7.0 Click “Cancel Conf” to cancel confirmatrion. 8.0 Clcik Save

Note: The status will change back to request.



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Split PO Confirmation

To split the confirmation of a PO into multiple schedule lines for delivery, select the PO line item you wish to split, and click “Create Multi. Conf.” Note: You may not confirm partial quantities. Delivery can be split but the total quantity must be accounted for.

This will generate multiple PO line items, in which the “Conf. quantity”, “Conf. Ship Date / Time” and “Conf. Delivery Date / Time” can be altered.



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You can then save and publish multiple confirmation lines.



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The PO will then show multiple confirmed line items against a single request.

Note: If the promise dating is different than the Req. Shipping and Req. Delivery date, a reason code will need to be added. See section 6.2 to review adding a reason code.

4. EXCEPTIONS TO THE STANDARD WORK

Alternate ways to find POs to Confirm

If you are unable to find a PO within the Alert Monitor, you can also search in several places.



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4.1.1 Supplier Confirmations (“Promise Dating”)

Supplier Confirmations (“Promise Dating”) will allow you to review all unconfirmed Purchase Orders.

Click “go” to run the query. Additional filters can be applied if desired before running the query.

You can resume reviewing the standard work from step 6.0

4.1.2 Purchase Order – Overview

Purchase Order – Overview allows you to review all Purchase Orders issued to your vendor code(s). Click on “Purchase Order” dropdown, and click “Purchase Order Overview”



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To filter on unconfirmed POs, click the box icon in the field “Conf. Status”

Make a selection on what you would like to filter on. In this case, we want to see POs that have not been confirmed. Click the grey box, and then “Ok”



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Once the filter is applied, click “go”.




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4.1.3 Quick View

Quick View will also allow you to view unconfirmed requests in a graphical format. 1.0 Click on Exceptions >Quick View

2.0 Click on Quantity


Determine the type of POs

1.0 Click on Alert Monitor under Quick Links 2.0 Click on Purchase Order → Purchase Order Overview



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3.0 In the Order Type C field, select the type of order to view by click on the square in the flied. 4.0 Select the PO/SA to view 5.0 Click ‘OK’

6.0 Click Go (Note: you can more search criteria if needed from other fields to narrow search)



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Add a Reason Code

If you are confirming and you wish to add a REASON CODE, or notes, or if the system requires a reason code, it must be added. Reason Codes are required if the promise dating differs from the original UTAS requirement. The below error message would tell you that a reason code is required.

Highlight the row and click the “Details”

Click the Edit button



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Click the New button

Select your REASON CODE



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Click OK

Click the blue back arrow (at the top of the screen), and return to step 14.0 in the standard work.

4.3.1 Add Notes to Reason Codes

1.0 Go to Alert Monitor 2.0 Select Grouping Criteria (ex. Is showing Acknowledged) 3.0 Click on the number to view schedule agreements 4.0 Highlight line item to that need notes added

5.0 Click ‘Notes ‘ 6.0 Enter notes in to the field 7.0 Click Save



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4.3.2 Full List of Reason Codes

CODE SHORT_TEXT

CODE SHORT_TEXT

XA Material Inventory Accuracy

Z6 Supplier Capacity - Manpower

XB Material - MFG late to Distr

Z7 Sub tier - outside operation

XC Material -Short Material

Z8 Producability

XD Material - Scrap, Rewk, Rep

Z9 Part obsolescence

XE Producability - Castg/Forgs

ZA Sub-tier capacity manpower

XF Supplier Producability - Other

ZB Material scrap-rework-repair

XG QA Defective Material

ZC Tooling -inadequate /not available

XH QA FAI

ZD Tooling -repair/replace

XI QA MR/NCM

ZE Transition

XJ QA Pending CAD / SRI / Dev.

ZF Supplier Engineering

XK QA Inadequate Quality Reqmt.

ZG Engineering - MFG Issues

XL QA 3rd Party Inspection

ZH Supplier Engineering - Tooling

XM Sub-tier - Demand Exc Cap.

ZI Customs/Carrier Days

XN Supplier Sub-tier - logistics

ZJ ERP Data Integrity

XO Sub-tier Capacity-Machine

ZK Engineering Issues

XP Sub-tier MFG Proces Delays

ZL No Pick On Portal

XQ Supplier MFG Issues

ZM Pick List Restriction

XR Sub-tier Cap.-Manpower

ZN Quality / Inspection Issue

XS Sub-tier- Outside Operation

ZO Flight Safety

XT Spot Buy

ZP Receiving Dock Issue

XU Supplier Sub-tier - Quality

ZQ Pull In / Expedite

XV Parts held until QN response

ZR Supplied Material Shortage

XW Tooling - Inadeq/not Available

ZS Supplier Transition

XX Tooling-Repair/Replace

ZT Under LT PO Placement

XY Waiting Quote Approval

ZU HSM Kits not pulled

Z1 Parts waiting for CAD approval

ZV Logistics -Damaged/Lost Material

Z2 Sub-tier capacity machine

ZW Logistics - Ship to Inc.Loc

Z3 Supplier Engineering - E/C

ZX Supplier Logistics - SNR

Z4 Supplier Engineering - Capacity

ZY LTA Expires

Z5 Engineering - MFG issues

ZZ MFG Issues - Late Starts

Troubleshooting Tip: If you encounter any errors, please refer to the Error Message Reference Guide: https://suppliers.utc.com/Portal/Pages/Error-20Troubleshooting-20Guide

https://suppliers.utc.com/Portal/Pages/Error-20Troubleshooting-20Guide

Supplier Portal Purchase Order Confirm & Publish · 2016-07-18 · Monday, July 18, 2016 Purchase...

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