EXT440– Maintain International Freight Purchase Orders

1.International Freight Purchase Order Process Overview 2.Display International Freight Purchase Order 3.Display Goods Receipts 4.Submit International Freight Invoice for Single and Multiple Line Items

Lesson Objectives Recognize the basic end-to-end steps associated with the International Freight Purchase Order process List new key terms

WBSCM TermFAR TermOld Term Contract (Indefinite Delivery) Award / Contract Indefinite Delivery Purchase Order (Delivery Order) Delivery Order - Release against contract (Supply) Release against IDIQ contract (Supply) Purchase Order (Task Order) Task Order - Release against contract (Service) Release against IDIQ contract (Service) Purchase Order (Definitive Contract) Contract (Definitive) Award / Contract Short Term

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 Long Procurement Number (LPN) AGAR document number system Goods Receipt Document created when the goods are received at the warehouse or delivery location PORPurchase Order Response. Vendor acknowledgement ASNAdvanced Shipping Notification Inspection Results Results of the inspection of shipped commodities

Freight Purchase Order Display Purchase Order Display Goods Receipts Create Invoice

Freight Purchase Order Display Purchase Order Display Goods Receipts Create Invoice

Freight Purchase Order Display Purchase Order Display Goods Receipts Create Invoice

Freight Purchase Order Display Purchase Order Display Goods Receipts Create Invoice

1. T/F: Inspection Results are not required in the International Freight Purchase Order Process. T. True F. False 2. An International Freight Vendor can view a Purchase Order via _________. A. Goods Receipt B. Supplier Self Service in WBSCM C. FedEX

Lesson Objectives Display a International Freight Purchase Order Describe the different components of the International Freight Purchase Order and their meanings

Freight Purchase Order Display Purchase Order Display Goods Receipts Create Invoice

When a vendor logs into the WBSCM portal, the Vendor Self Service Start Page is displayed. After navigating to the Supplier Self Service screen, the Purchase Order frame allows the vendor to display Purchase Orders and Contracts that have been awarded to them.

List of All Purchase Orders for this vendor

When the Purchase Order is created, the system will generate a Long Procurement Number: AG-INTF-P S = Solicitation P = Purchase Order C = Contract (IDIQ) D = Delivery/Task Order 3J14 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

The Letter F Denotes a Freight Document

Purchase Order Number Corresponding hyperlink to display PO details

The vendor is responsible for creating any documents listed in the Follow On Documents Field The Requested Follow-on Documents for Freight Purchase Orders will always be Invoice only The invoice cannot be paid without a Goods Receipt. If an invoice is submitted without a corresponding Goods Receipt, it will be held in the WBSCM system until a Goods Receipt is available.

To display additional Line Item details, click on the associated hyperlink under either the Number or Short Text columns

This is a message from AMS…Test. Messages section with hyperlinks Message details Scroll down to view Partner Information

Load port & discharge port information on line item

The Display Document Flow button displays all follow on documentation for this specific purchase order

Hyperlinks for Post Award documents

Changes to a PO can take place after the PO has been awarded Delivery Dates Material quantity notification goes out to the Vendors. Modified PO Numbers will have a PXXXX Extension The PO number: Initial purchase order AG-INTP-P After modification AG-INTP-P P0001 Multiple modifications will result in updated Extensions to original PO number i.e. P0001, P0002, P0003

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

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: An International Freight Purchase Order will contain the following in the Long Procurement Document Number: AG-INTF-X-XX-XXXX. A. True B. False

Lesson Objectives Display Goods Receipt Report Review data contained in the Goods Receipt Report

Freight Purchase Order Display Purchase Order Display Goods Receipts Create Invoice

Information contained in the Goods Receipt Report includes: Goods Qty Damage Qty, along with descriptive data and comments about the damage General comments Received Date Name of the Freight Forwarder receiving the shipment While an invoice can be submitted without a Goods Receipt, the invoice will not be paid until a Goods Receipt is available

Click link to initiate Goods Receipt report

Click to run the report and display the Goods Receipt

Some of the information available in the Good Receipt Report includes: Status of Purchase Orders Dates Goods were received Information of Goods received by Status of the Goods (any damaged goods in shipment)

One row is displayed for each line item in the Purchase Order

There are over forty columns for each row. Use the Settings screen to customize column display and column order

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. A Goods Receipt shows: A. Goods inspected before shipment to customer B. Electronic Packing Slip C. Commodity received by the customer 2. T/F: The Goods Receipt report can be customized. A. True B. False

Lesson Objectives Submit International Freight Invoice for Single Line item Submit International Freight Invoice for Multiple Line items

Freight Purchase Order Display Purchase Order Display Goods Receipts Create Invoice

Click Create to initiate a new invoice

Click to create a new invoice

Highlight the purchase order for processing, then click Create Invoice

Click Submit

Multi-line item process

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. T/F: To create an invoice for an International Freight PO, click either the For Purchase Order or For an ASN hyperlink. A. True B. False 2. T/F: An Inspection Certificate is always required to submit an International Freight invoice. A. True B. False

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