Blanket Purchase Orders Training Presentation for Supply Chain Platform: BAE Systems May 2015

Course Objectives After completing this course, you should be able to: Understand the blanket order process in SCP Explain the various blanket order states and action options Access and print a blanket order View blanket order details and attachments Respond to a blanket order Review changes to a blanket order SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Blanket Order Business Process SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Business Process Blanket Order: Buyers publish blanket orders to their suppliers Blanket Order Response: Suppliers should respond to the blanket order Blanket Order Changes: Buyers may publish changes or cancellations to previously published blanket orders. Suppliers are typically expected to respond. Blanket Order Changes or Cancellations 3 Blanket Order (BPO) 1 Buyer Supplier Blanket Order Responses 2 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Supplier/Buyer Actions for Blanket Orders New - blanket orders are loaded into SCP in a New state, with all line items in a New state. Update – this is a state change by the buyer, to indicate a change to the blanket order. Accept – supplier accepts the order line. Acknowledge with Exceptions – supplier acknowledges the request, but with proposed changes. Cancel – by sending an update from BAE’s system, the buyer can move a blanket order line in SCP to the ‘Cancelled’ state. Close – by sending an update from BAE’s system, the buyer can move a blanket order line in SCP to the ‘Closed’ state. Archive – ‘Accepted and ‘Closed’ blanket orders move to the ‘Archived’ state after 120 days. Blanket orders in other states will move to ‘Archived’ once the ‘Request Del Dates’ and ‘Schedule Last Modified’ dates on the order are all more than 180 days. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

View Blanket Orders SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Blanket Order Structure A blanket order defines the agreement for an item to be procured from a supplier. It usually contains the start and end date for the agreement, total quantity and the price. Order Line Item Header The blanket order has information at two levels: Header Blanket line items Each line item represents an item to be purchased. It does not provide the release schedule for the item. That is handled through a separate ‘release’ process. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

View Blanket Orders On the My Workspace page, blanket orders are in the ‘Blanket Order Summary section. Each row represents a ‘State’ that applies to blanket orders. Clicking on the number links will take you to a list of blanket order lines in that state. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

View List of Blanket Order Lines Each row represents a line from a blanket order. Use the scroll bar at the bottom to move left and right to see more data fields. If you click on an ‘Order Number’ link for any row, the system takes you to all of the lines and details for that blanket order. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

View Blanket Order Details Use the scroll bars to view more data in the top and bottom sections of the blanket order. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Print Blanket Order Click on the ‘Full Print’ or ‘Summary Print’ buttons to print out the blanket order. Then select to ‘Open’ or ‘Save’ the file. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

View Buyer Message Click on the ‘View’ link for the Buyer Message field. Review the message and then click ‘Close’ to close the pop-up window. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

View Attachment to Blanket Order A paperclip icon shows there is an attachment to the order. There can be attachments at the header or line level. The number in parentheses indicates the number of files attached. Click the icon on the list or detail page to download files. Printing or downloading an order will not include attachments. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Print Attachments Follow these steps to open attachments: Click on a paperclip icon In the pop-up window, click on the ‘File Name’ link In the next window, select to ‘Open’ or ‘Save’ the file 1 2 3 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Respond to Blanket Orders SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Accept a Blanket Order You will receive an email alert when you have new blanket orders in SCP. To accept the blanket order, select the checkboxes for the lines and then click the Accept button. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

An ‘Accepted’ Blanket Order When all of the lines have been accepted, the Order Status will move the an ‘Accepted’ status. At this point, the action buttons (for responding) will disappear. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

‘Acknowledge with Exceptions’ – Blanket Order If you cannot accept the blanket order, you can propose an alternative. You can edit the ‘Promise Qty’ and ‘Supplier Price’ fields on a blanket order. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

‘Acknowledge with Exceptions’ – Blanket Order To respond with ‘Acknowledge with Exceptions’, select the row(s) and update the dates and quantities as needed. ‘Supplier Message’ is a required field if you acknowledge with exceptions – click on the Create link and enter a message in the pop-up window. Click the Acknowledge with Exceptions button – status for the selected lines will update. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Order Response Buttons Are Missing… For blanket orders, ‘Accepted’ and ‘Acknowledged with Exceptions’ are end states. 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 line in the order, then the ‘Accept’ and ‘Acknowledge with Exceptions’ buttons will reappear for all lines. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Blanket Order Changes You can see that a blanket order changed by looking at the ‘Revision Number’ and ‘Change Order Date’ in the header. Also, some of the data fields may be highlighted if they changed. Changed lines will have an ‘Updated’ line status. Respond to updated order lines the same way that you respond to new order lines. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Blanket Order Alerts New, updated, expiring or cancelled blanket orders will generate email alerts. You can quickly go to a set of blanket orders in the top right corner of My Workspace. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Closed/Cancelled Blanket Orders You can also look for blanket orders on My Workspace by their status – such as ‘Closed’, ‘Cancelled’ or ‘Archived’. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Search Blanket Orders by Date Range If you want to filter to only see the most recent closed/cancelled orders, use the Blanket Orders Search page and enter a ‘Line Last Modified’ date range to search. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Shipments and Invoices for Blanket Orders For shipments and invoices against blanket orders, you should follow the same process that you use with BAE Systems today (not through SCP). If you also receive discrete orders in SCP, then you may be expected to ship or invoice against them in SCP. For all business processes, your BAE Systems buyer will determine which process workflows should be handled in SCP. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Section Summary We have learned… How to access new blanket orders How to print the attached schedule agreement from BAE Systems How to accept blanket orders How to view blanket order changes SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.