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1 EXT410– Purchase Orders and Follow on Functions - Domestic.

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1 1 EXT410– Purchase Orders and Follow on Functions - Domestic

2 2 1.Purchase Order Process Overview 2.Display Purchase Order 3.Create Purchase Order Response 4.Create ASN (Advanced Shipping Notification); Upload Multiple ASNs 5.Enter and Update Inspection Results 6.Display Goods Receipts 7.Submit Invoice for Single and Multiple Line Items Course Lesson Objectives

3 3 Lesson Objectives Recognize the basic end-to-end steps associated with the Purchase Order Process List new key terms Lesson: Purchase Order Process Overview

4 4 WBSCM TermDefinition Purchase Order (Contract) A request to a vendor to deliver a quantity of material or to perform services at a certain point in time POR Purchase Order Response, Vendor acknowledges that they received the Purchase Order and verified the line item details and ship to information. ASN Advanced Shipping Notification – a document created by vendors indicating that the commodity has been shipped from the plant warehouse Inspection Results Quality Inspections for a commodity based on an inspection plan which can include quantitative or qualitative master inspection characteristics Goods Receipt Document created when the goods are received at the warehouse or delivery location Key Terms

5 5 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Purchase Order Topics

6 6 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Purchase Order Topics (Cont’d)

7 7 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Purchase Order Topics (Cont’d)

8 8 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Purchase Order Topics (Cont’d)

9 9 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Purchase Order Topics (Cont’d)

10 10 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Purchase Order Topics (Cont’d)

11 11 Lesson 1: Self-Assessment

12 12 1. T/F: The Inspection Plan is associated with the Material Master. T. True F. False 2. An example of an electronic packing slip is _________. A. Goods Receipt B. ASN C. POR Lesson 1: Self-Assessment Questions

13 13 Lesson Objectives Display a Purchase Order Describe the different components of the Purchase Order and their meanings Recognize the required Follow on Documents outlined on the Purchase Order Lesson 2: Display Purchase Order

14 14 Supplier Self Service Start Page

15 15 List of Purchase Orders

16 16 Display Purchase Order

17 17 When the Purchase Order is created, the system will generate a Long Procurement Number: AG-DPRO-P J14 Livestock 3J15 Poultry 3J16 F & V INTB IPD Bulk INTP IPD Packaged INTE IPD Empty Bag INTG IPD General INTS IPD Services INTF IPD Freight DPRO DPD FAR DCCC Price Support S = Solicitation P = Purchase Order C = Contract (IDIQ) D = Delivery/Task Order Purchase Order-Long Procurement Number (LPN)

18 18 Changes to a PO can take place after the PO has been awarded Delivery Dates Destination Commodity specification Material quantity Modification goes to CO for approval. Then an notification goes out to the Vendors Modified PO Numbers will have a PXXXX Extension The PO number: Initial purchase order AG-DPRO-P After modification AG-DPRO-P P0001 Multiple modifications will result in updated Extensions to original PO number i.e. P0001, P0002, P0003 Purchase Order Modifications

19 19 Need Screenshot of a Modified PO# Display Purchase Orders

20 20 Auto Playback Tutorial: watch the simulation with no user input required Display Purchase Order Simulation

21 21 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Display Purchase Order Simulation

22 22 Lesson 2: Self-Assessment

23 23 1. A vendor will be notified that they have been awarded a PO via: A. Phone, , Twitter B. , WBSCM Supplier Self Service Start Page C. Phone, , Fax 2. T/F: All USDA Purchase Order Numbers begin with USDA-XXXX-X-XX-XXXX. A. True F. False Lesson 2: Self-Assessment Question

24 24 Lesson Objectives Create a Purchase Order Response Lesson 3: Create Purchase Order Response

25 25 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Purchase Order Response

26 26 Create Purchase Order Response

27 27 Auto Playback Tutorial: watch the simulation with no user input required Create Purchase Order Response Simulation

28 28 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Create Purchase Order Response Simulation

29 29 Lesson 3: Self-Assessment

30 30 1. Vendors may alert the USDA of their acceptance of Purchase Orders via: A. B. Phone C. WBSCM Supplier Self Service 2. The USDA always requires a Purchase Order response. A. True B. False Lesson 3: Self-Assessment Questions

31 31 Lesson Objectives Create an ASN Upload Multiple ASNs into WBSCM from an Excel spreadsheet Lesson 4: Create ASN

32 32 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Create ASN

33 33 Required follow-on document Click Create ASN Create ASN (Cont’d)

34 34 Delivery Information fields Means of Transport Create ASN (Cont’d)

35 35 Auto Playback Tutorial: watch the simulation with no user input required Create ASN Simulation

36 36 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Create ASN Simulation

37 37 Search for Excel spreadsheet from within WBSCM Each column in the spreadsheet corresponds to a field in the Delivery Information section Create Multiple ASNs

38 38 Select row Click Create ASN Select All button Create Multiple ASNs (Cont’d)

39 39 Auto Playback Tutorial: watch the simulation with no user input required Create Multiple ASN Simulation

40 40 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Create Multiple ASN Simulation

41 41 Lesson 4: Self-Assessment

42 42 1. T/F: When creating the ASN, the Means of Transportation must be documented in WBSCM. A. True B. False 2. T/F: Each individual ASN must be entered into WBSCM one at a time. A. True B. False Lesson 4: Self-Assessment Questions

43 43 Lesson Objectives Enter Inspection Results Update Inspection Results Lesson 5: Enter and Update Inspection Results

44 44 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Enter Inspection Results

45 45 Inspection Results Lot # and Signature Lot Size 1057 cases Inspection Certificate

46 46 Use Search button to select PO Quantity should equal ASN Enter the number from the Inspection Certificate Inspection Certificate (Cont’d)

47 47 Enter results Inspection Results

48 48 Click the Services for Object button to create an attachment Select the file. Then click Open. Attach Inspection Certificate

49 49 Icon in first column represents the file type, Adobe Acrobat in this example Attachment toolbar View Attached Inspection Certificate

50 50 List of Documents Attached Attachments

51 51 Auto Playback Tutorial: watch the simulation with no user input required Enter Inspection Results Simulation

52 52 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Enter Inspection Results Simulation

53 53 Update Inspection Results

54 54 Auto Playback Tutorial: watch the simulation with no user input required Update Inspection Results Simulation

55 55 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Update Inspection Results Simulation

56 56 Lesson 5: Self-Assessment

57 57 1. T/F: Depending upon the material, discount pricing may be applied based on the results of the Inspection Plan. A. True B. False 2. T/F: Inspection results are entered into WBSCM by the Inspector. A. True B. False Lesson 5: Self-Assessment Question

58 58 Lesson Objectives Display Goods Receipt Report Review data in Goods Receipt Report Lesson 6: Display Goods Receipt

59 59 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice Display Goods Receipt

60 60 Click link to initiate Goods Receipt report Goods Receipt Hyperlink

61 61 Only Purchase Orders associated with the vendor can be included Click to run the report and display the Goods Receipt Goods Receipt

62 62 One row is displayed for each line item in the Purchase Order Goods Receipts Report

63 63 There are over forty columns for each row of the Goods Receipt Report. Use the Settings screen to customize displayed columns and column order Goods Receipt Report

64 64 Auto Playback Tutorial: watch the simulation with no user input required Goods Receipt Simulation

65 65 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Goods Receipt Simulation

66 66 Lesson 6: Self-Assessment

67 67 1. A Goods Receipt shows: A. Goods inspected before shipment to customer B. Electronic Packing Slip C. Commodity received by the Recipient Agency 2. The Goods Receipt report can be customized. A. True B. False Lesson 6: Self-Assessment Question

68 68 Lesson Objectives Submit Invoice for Single Line Item Submit Invoice for Multiple Line items Lesson 7: Submit Invoice

69 69 Purchase Order Purchase Order Response Create ASN Enter Inspection Results Display Goods Receipt Create Invoice

70 70 Requested Follow-on Documents Requested Follow-on documents for Invoice Submission

71 71 Purchase Order Quantity Goods Receipt Quantity Certificate Results Quantity Invoice Quantity = = = 4 Way Invoice Matching criteria Recipient Agency - performs Goods Receipt Vendor – attaches invoice packet documents Inspection Certificates Vendor enters Invoice USDA – awards Purchase order Shipping Notice (ASN) 4-Way Invoice Matching

72 72 Purchase Order Quantity Goods Receipt Quantity Invoice Quantity = = 3 Way Invoice Matching criteria Recipient Agency- performs Goods Receipt Vendor enters Invoice USDA – awards Purchase order 3-Way Invoice Matching

73 73 Purchase Order Quantity Invoice Quantity = 2 Way Invoice Matching criteria Vendor enters Invoice USDA – awards Purchase order 2-Way Invoice Matching

74 74 Specifications are defined for each material to establish acceptable ranges in quality characteristics. Discounts - These can be defined for a characteristic within a specific range –Discounts can be based on quantity or currency –If discounts are calculated on the inspection lot, these will reduce the amount owed to the vendor when selected for invoicing Premiums – These can be defined for a characteristic within a specific range –Premiums can be based on quantity or currency –If a premium is calculated on the inspection lot, these will increase the amount owed to the vendor when selected for invoicing Invoice Discount and Premiums

75 75 In addition to quality based discounts, late shipment discounts (Liquidated Damages) may be applied to the invoice If a vendor does not deliver on time they may be subject to a late shipment discount The discount is calculated based on the current contract Invoice Discount and Premiums (Cont’d)

76 76 Discounts will be calculated based on the quality results Example - Characteristics defined for Vegetable Oil and their discounts: Characteristic: Excess Color Red (LOVIBOND) RangesDiscount per CWT (per 100 lb) 2.1 – 2.2$ – 2.4$ – 2.6$.15 Characteristic: Excess Peroxide RangesDiscount per CWT (per 100 lb) 1.1 – 1.3$ – 1.5$.50 Invoice Discounts

77 77 Quality Results Inspection Lot quantity: 100 MT CharacteristicInspection ResultDiscount Color Red2.5Applied for $.15/CWT Peroxide1.0No discount applied Total Discount 100 MT * 2204 lb/MT * $.15/CWT = $ Discounted from invoice Invoice Discounts (Cont’d)

78 78 Inspection Results Drive Discounts QM (Quality Management or Inspection) Results in the Invoice Drive Discounts

79 79 Supplier Self Service Start Page – Create Invoice

80 80 Create Invoice

81 81 The ASN is displayed Create Invoice from ASN

82 82 Vendor clicks the hyperlink for the line item ASN and/or Inspection Lot quantities must match Create Invoice

83 83 Inspection Results are displayed for each line Item Number Click the check box to select the Inspection Result Create Invoice (Cont’d)

84 84 Auto Playback Tutorial: watch the simulation with no user input required Submit Invoice Simulation

85 85 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Submit Invoice Simulation

86 86 Multiple ASNs for a single Purchase Order Create Invoice for Multiple ASNs for Single Purchase Order

87 87 Auto Playback Tutorial: watch the simulation with no user input required Submit Invoice for Multiple Line Items Simulation

88 88 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Submit Invoice for Multiple Line Items Simulation

89 89 Lesson 7: Self-Assessment

90 90 1. When creating an Invoice, Commodity Vendors will most often use a A. 3 Way Invoice Matching criteria B. 2 Way Invoice Matching criteria C. 4 Way Invoice Matching criteria 2. T/F: All of the Line Items on a Purchase Order must be delivered before a Vendor can submit an Invoice. A. True B. False Lesson 7: Self-Assessment Questions

91 91 Further Information You have successfully completed your eLearning course! Thank You!

92 92 This page intentionally left blank


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