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Discrete Purchase Orders Training Presentation for Supply Chain Platform: BAE Systems July 2012.

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Presentation on theme: "Discrete Purchase Orders Training Presentation for Supply Chain Platform: BAE Systems July 2012."— Presentation transcript:

1 Discrete Purchase Orders Training Presentation for Supply Chain Platform: BAE Systems July 2012

2 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 ASNs or Invoices – see separate training materials for these topics. SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 321-1

3 Order Management through SCP 321-2 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

4 Business Process 1.Discrete Order: Buyers publish firm orders to their suppliers. 2.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. 3.Order Changes: Buyers may publish changes or cancellations to previously published orders. Suppliers are typically expected to respond. Order/Order Change Response Discrete Order Buyer Supplier 1 2 Order Changes or Cancellations 3 321-3 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

5 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. BuyerSupplier 321-4 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

6 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: 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) 321-5 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

7 Buyer/System Actions for Discrete Orders The buyer can change an order to these states by sending in a change order to SCP: 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 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 321-6 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

8 View a Discrete Purchase Order 321-7 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

9 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 Line Item Header Request Promise Line Item Request Promise >If a Supplier cannot meet the entire request quantity and date, he can create multiple promises against that request. 321-8 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

10 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. Header Line Items Visible only to a Supplier 321-9 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

11 My Workspace 321-10 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

12 Access New Order Lines 321-11 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

13 Accessing New Order Lines 321-12 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

14 Select First New Order 321-13 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

15 Review Order Details 321-14 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

16 (Optional) Print Order 321-15 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

17 Print Multiple Discrete Orders 321-16 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

18 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 321-17 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

19 Respond to a Discrete Purchase Order 321-18 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

20 Accept an Order Schedule Line 321-19 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

21 Order Not Sent Until All Lines Are Actioned 321-20 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

22 Accepted Discrete Order 321-21 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

23 Status Update on My Workspace 321-22 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

24 Select Next New Order 321-23 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

25 Acknowledge with Exceptions 321-24 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

26 Required: Create a Supplier Message 321-25 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

27 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. 321-26 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

28 Select Acknowledge With Exceptions 321-27 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

29 Acknowledge With Exceptions – Split Quantity (Add Promise) 321-28 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

30 Add Promise to Split the Quantity 321-29 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 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.

31 Acknowledged With Exceptions with Two Promises 321-30 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

32 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. 321-31 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

33 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 Orders 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. 321-32 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

34 Locating Orders Not Sent to Buyer Search for order schedule lines where Response Sent = No, and Schedule Status is Accepted or Acknowledged with Exceptions 321-33 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

35 Purchase Order Changes 321-34 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

36 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! 321-35 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

37 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. 321-36 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

38 Purchase Order Changes 321-37 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

39 Purchase Order Changes 321-38 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

40 Purchase Order Changes - Highlighting Highlighting applies for Request Qty, Request Del Date and Unit Price 321-39 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

41 View History of Changes 321-40 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

42 Sample – View History SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 321-41

43 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 321-42 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential


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