1. Supply Chain Platform: Rolls-Royce Training for Indirect Suppliers
Orders and Invoices
Supply Chain Platform: Rolls-Royce
Training for Indirect Suppliers
July 2015

2. Purchase Order States
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3. Supplier Actions for Purchase Orders
A new purchase order is loaded into SCP-RR in a New state, with all of its line items in a New state.
You can change a New purchase order to these states:
Accepted – Supplier agrees to the complete request from Rolls-Royce.
Acknowledged with Exceptions – Supplier responds with a counter proposal (i.e. a different promise date or quantity).
Rejected – Supplier does not want to fulfill the order request (i.e. an incorrect part number).
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4. Rolls-Royce/System Actions for Purchase Orders
Rolls-Royce can change an order to these states by sending a change order to SCP-RR:
Cancelled – buyer wants to cancel an order line or entire purchase order
Closed – buyer wants to close an order line or entire purchase order
Updated – buyer has made a change other than cancel or close
Order lines move to an Archived state when they have been in a ‘Cancelled’, ‘Closed’ or ‘Rejected’ state for more than 60 days.
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5. Purchase Order Details Page
The header section includes data that applies to the entire order, and the lines in the bottom section represent the items to be purchased.
The ‘Schedule States’ determine the ‘Order State’ at the header.
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6. Respond to Purchase Orders
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7. Locate New/Updated Orders
You will receive an alert for new/updated orders in SCP-RR.
Go to My Workspace to easily locate new and updated orders that need to be processed.
In the ‘Order Summary’ section, the drop down list must be set to Purchase Order.
Click on a number link for a state (such as ‘New’)
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8. Purchase Orders – List Page
Each row on the list page represents a line from a purchase order.
The order lines can be processed directly on the list page.
Or click on an order number link to go that order’s details.
Note: Use the ‘configurator’ icon to change the layout of the page.
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9. Purchase Order – Details Page
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10. Print Order Details
Use ‘Summary’ or ‘Full’ Print to download the order data to a .pdf document.
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11. Print Order - Sample
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12. Accept an Order Line
Select the line(s) to be accepted, and then click Accept.
Note: If you change data fields but select ‘Accept’, then SCP-RR assumes Rolls-Royce’s request was acceptable and changes the data back to match the request.
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13. Response Is Sent Automatically
An order response is sent to Rolls-Royce automatically once all of the lines have a status change by the supplier.
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14. Status Update on My Workspace
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15. Batch Processing – Accept Orders
A supplier with many routine orders can select most of them from a list, ‘batch accept’ them and then address the purchase orders that require more attention.
Always complete responses for THIS page before working on the NEXT page. Changes to the current page are lost if the action was not completed.
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16. Supplier Message – Required If Cannot ‘Accept’
Click the Supplier Message link to open a pop-up window and create a message
‘Create’ = there is currently no message
‘View’ = a message was entered for this order (can be modified)
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17. Supplier Message
The ‘Supplier Message’ field is required for any order line that is not accepted.
Basic punctuation characters can be used, but avoid using special letters/characters.
The maximum character limit is 4000.
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18. Acknowledge with Exceptions
Use ‘Acknowledge with Exceptions’ to notify Rolls-Royce of a change to the promise delivery date.
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19. Acknowledge with Exceptions – Split Quantity
It is possible to divide up the request quantity into multiple deliveries – but the total of the promise quantities should equal the request quantity.
Note: It is recommended to go to an order details page (not the list page) to use ‘Add Promises’.
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20. Acknowledge with Exceptions – Add Promises
Select one order line and click Add Promises
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21. Example – Add Promise to Split Quantity
Select the number of rows (promises) that need to be added for the request.
Enter ‘Promise Delivery Date’ and ‘Promise Qty’ information
Click the link to create a ‘Supplier Message’
Then click Save
The combined promise quantities should equal the request quantity.
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22. ‘Acknowledge with Exceptions’ with Two Promises
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23. Purchase Order Changes
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24. Multiple POC Revisions
Rolls-Royce could send one or more POCs to an order before you have responded to it.
If you responded to the order, your responses are retained. You then have the option to update against your own response (and based on the changes on the POC).
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25. Purchase Order Changes
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26. Purchase Order Changes
On the order list page and order details pages, selected data fields that have been updated are highlighted in yellow.
These fields are ‘Revision’, ‘Delivery Date’, ‘Request Qty’ and ‘Unit Price’.
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27. Purchase Order Changes - Highlighting
On the order details page, the previous value is also shown for the ‘Delivery Date’, ‘Request Qty’ and ‘Unit Price’.
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28. Purchase Order Changes – Full Print
The ‘Full Print’ version of the order shows with red asterisks all of the fields that changed.
It compares the current version to the last order version that had a supplier response.
If there is no supplier response yet, it compares the original order to the current version.
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29. View History of Changes
In addition to the full print, a broader tracking of the order’s changes can be found with the ‘View History’ functionality in SCP-RR.
The ‘View All History’ link at the top of the order tracks changes for the entire order. The ‘View History’ button at the bottom tracks changes for one line that is selected.
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30. Sample – View History
In the ‘View History’ pop-up window, the left columns show the date and user that made a change to the order - this tracks changes by the supplier, Rolls-Royce and the system.
The columns on the right show which field was changed, the old value and the new value.
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31. Closing an Order
Order lines can be “Closed” by a purchase order change from Rolls-Royce.
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32. Cancelled Orders
Cancelled lines will trigger an notification to the supplier.
Cancelled lines are shown in red strikethrough font in SCP-RR. If the entire order is cancelled, the ‘Order State’ moves to cancelled as well.
No supplier response is required for cancelled lines.
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33. Order Buttons Are Missing…
For purchase orders, ‘Cancelled’, ‘Archived’ and ‘Closed’ are end states. This means that when any lines have moved to these states, some of the action buttons are no longer available.
Use the filter feature to only display ‘New’ or ‘Updated’ lines to respond to those lines. You can also filter to ‘Accepted’ or ‘Acknowledged with Exceptions’ lines to create invoices for lines.
Open the ‘State’ dropdown list
Click on the state to filter to those lines
Click the Filter button
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34. Search for Purchase Orders
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35. Search for Orders
On the navigation tree, go to Order Management – Purchase Order – Search
Enter specific search criteria (use asterisks as wildcards)
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36. Save Search Criteria
If there is a set of search criteria that you would use often, you can save the search for reuse.
In the search window, enter the search criteria then click Save (instead of ‘Search’)
Enter a name for the search and click New (select ‘Search Default’ if this saved search should always populate onto this search page when it’s opened – can be edited)
Click Close and then OK and then Close to close the pop-up windows
To use the saved search, click open the dropdown list and select the search title
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37. Create eInvoices
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38. eInvoice Business Process
eInvoices are created in SCP-RR by suppliers.
A lot of the eInvoice data is carried over from the Purchase Order – which minimizes data entry and errors.
For easy reference, eInvoices are linked back to the orders in SCP-RR.
eInvoices are created in an ‘Open’ state in SCP-RR.
Suppliers cannot update or cancel an eInvoice – however, a credit invoice can be issued.
An eInvoice that is not modified for 120 days will move to an ‘Archived’ state.
eInvoices are sent from SCP-RR to Rolls-Royce’s backend system. The eInvoices are checked by Rolls-Royce for accuracy.
If the eInvoice is correct, it is passed on to Accounts Payable for payment.
If the eInvoice contains errors or inaccurate data, you will be contacted by Rolls-Royce and asked to create a new eInvoice.
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39. Locate the Order to Invoice
Go to Order Management  Purchase Order  Search
Enter the ‘Order Number’ – can use asterisks as a wildcard on both sides of the number
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40. Create eInvoice from Order List Page
Select the purchase order lines to be invoiced
Then click Create eInvoice
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41. (Optional) Check If Order Was Invoiced
To check if you have already invoiced for this order, click on the ‘Order Number’ link from the list page. This takes you to the Order Details page.
Go to the Invoice Info tab.
If it says “No Invoice Line Item(s) found.” then you have not invoiced for the order yet.
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42. Create eInvoice from Order Details Page
Also from the Order Details page (the Order Details tab), you can select lines to invoice.
Then click the Create eInvoice button.
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43. ‘Create eInvoice’ Form – 3 Sections
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44. eInvoice – Header Section
Most of the information on the eInvoice is carried over from the purchase order in SCP-RR.
Required fields are marked with red asterisks. Many fields have default values, but can be edited.
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45. eInvoice – ‘Bank Account Number’
Scroll down in the header section to locate ‘Bank Account Number’.
This field is required – please enter ‘N/A’.
The number (or N/A reference) can be set up as a default value - see next slide.
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46. Set Up Default Values for eInvoices
A user with an Administrator role can enter default values for some eInvoice data fields. The default values apply to ALL users in that account and ALL new eInvoices.
On the navigation tree, go to Master Data  Supplier Attributes
Click Search (you do not need to enter ‘Supplier MPID’ or ‘Supplier Name’ information)
Enter data to be applied as defaults (users can override the default values when they create eInvoices)
Note: Use the 2nd row to enter your data - scroll all the way right to enter ‘Bank Account Number’.
When finished, click Submit 1 2 3 3 4
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47. Add Tax to a Single Line Item
To add taxes at the line item level, in the Taxes column click the ‘Details’ link.
In the Add Tax dialog box, enter at least the required fields.
If you select ‘Other’ for any field, you must specify its value in the adjacent field.
Click Add.
Repeat steps 2 and 3 for any additional taxes, when finished click Save. 2 3 4 1
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48. Add Tax for Multiple Line Items
In the middle of the eInvoice Creation page, there is a drop-down section where you can apply taxes to multiple line items at the same time (A).
Select lines items to receive tax
Click ‘+’ to open tax section
Enter tax info
Click Add Tax A 2 3 4 1
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49. eInvoice Lines – Confirm ‘Qty Invoiced’
The ‘Qty Invoiced’ in the line items section will be the amount left to invoice for that item.
If you choose to increase the quantity, you will see a warning message but it is permitted.
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50. Create eInvoice – Final Step
When the data is all filled in, click Send eInvoice.
The system will redisplay the newly created eInvoice and automatically send the information to Rolls-Royce’s system. Once sent, it cannot be modified!
Note: See next section for details on ‘Draft eInvoices’.
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51. Create Draft eInvoices
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52. Save a ‘Draft eInvoice’ Version
To hold an eInvoice as a draft version (and delay sending), use Save Draft.
Note: You cannot print a draft eInvoice.
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53. Locate and Publish Draft eInvoices
Go to Order Management  eInvoice  Draft Search
Enter search criteria to locate the draft, then click Search 1 2
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54. Locate and Publish Draft eInvoices
From the eInvoice Draft List page, click on the Invoice Number link to see more details.
(Optional) It is also possible to select one or more drafts from this list page and then click the ‘Send eInvoice’ or ‘Delete Draft’ button. 3
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55. Locate and Publish Draft eInvoices
Once the eInvoice is ready to send to the buyer, click Send eInvoice
You can also delete or update the draft version of the eInvoice (‘Save Draft’).
Note: Draft versions of eInvoices are not visible by users with other roles. If a draft is created by a user with an administrator role (SAdmin), it will not be visible to someone using a regular user role (SUser) until the eInvoice is moved out of draft status. 4
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56. Create a Credit eInvoice
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57. Create a Credit eInvoice
The credit eInvoice process in SCP-RR includes issuing a credit invoice that matches up to the eInvoice that is incorrect/incomplete, and then creating another debit eInvoice if required.
From the navigation tree, go to Order Management  eInvoice  Create eInvoice
Enter the Order Number and click Search.
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58. Create a Credit eInvoice
On the list page, select order lines and click Next.
Note: All of the lines selected must be from the same order.
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59. Create a Credit eInvoice
On the Create eInvoice page, be sure to select ‘Credit’ as the Invoice Type
If applicable, include the original invoice number in the new one. For example, if the original number was ‘SYSINV1025’, then use ‘SYSINV1025-cr’ for the credit eInvoice.
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60. Create a Credit eInvoice
The quantities on a credit eInvoice should be positive numbers, as the Invoice Type of ‘Credit’ will represent that this is a deduction from the order’s requested quantity.
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61. View Invoice Status
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62. eInvoice Status on My Workspace
On the navigation tree, click My Workspace.
Scroll down to the eInvoice Summary section, the number of lines per state are listed.
Click on the ‘Total’ number link to see the actual invoice lines. 1 2 3
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63. eInvoice Status on Order
By scrolling to the left at the line level, the Order Details tab shows the aggregated ‘Net Invoice Amt’ and ‘Invoiced Qty’ for each order schedule line. It also shows the ‘Payment Status’ (not used) and ‘Qty Remaining to Invoice’.
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64. eInvoice Status on Order
The Invoice Info tab shows a summary of the eInvoice lines against this order. It also indicates the ‘Order Line ID’ for each row.
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65. Support and Training
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66. Get Support To access training materials and Customer Support:
While working in SCP-RR, click on the Help link (top right corner) at any time.
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67. Exostar Customer Support
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68. SCP-RR Training Materials
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69. Reference Guide for Indirect Suppliers
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70. Questions?
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