asn-ers supplier operations manual...2019/10/20 · 1. the shipments screen shot below lists all po...
TRANSCRIPT
1
Updated October 2019
ASN-ERS Supplier Operations Manual
BAE Systems Land & Armaments L.P. proprietary rights are included in the information disclosed herein. Recipient, by accepting this document, agrees that neither this document nor the information disclosed herein nor any part thereof shall be
reproduced or transferred to other documents or used or disclosed to others for any purpose except as specifically authorized in writing by BAE Systems Land & Armaments L.P. This information is exempt from disclosure under Exemptions 3 and 4 of the
Freedom of Information Act. Any unauthorized disclosure by a Government employee is a violation of the Trade Secrets Act. © 2007 BAE Systems Land & Armaments L.P.
2
Table of Contents
What is the ASN-ERS Process? 3
ASN/ERS Process Overview 4
Key Points to be remembered 8
Early Shipment Restriction 10
Create or Adding to a Shipment 11
Entering the Portal 13
Access the ASN System 14
Starting the ASN creation Process 15
Building a Shipment 28
Building a shipment-How do I UNPACK part of a shipment 33
How to cancel an ASN (before it has shipped) 36
How do I see or reprint shipment information 39
How to Change Box Qtys on PTN labels 40
When to NOT use the ASN process 49
Repair/NCR/Rework Process 50
Supplier ASN “Ship In Place” Process 51
Supplier’s Shipping Dept Troubleshooting Guide 52
What if my carrier picks up overnight? 55
What if Portal/Oracle is down? 56
Parts being shipped to an outside process 57
“Non-receivable items that can be “shipped” 58
iSupplier Portal registered - email alerts 59
Accounts Receivable Reference Invoicing via the ERS Process 60
What is the ERS Process? 61
ERS Invoice Summary 62
Corrections 64
Debit and Credit Memos 65
Reconciliation and Resolving ERS Discrepancies 66
Creating the Standard Invoice on the iSupplier Portal 67
Invoice Requirements 78
Create Credit Memo, Progress Payments, Saved Invoices 82
Search for Invoices, Payments, Receipts, Debit Memos 87
Suppliers Accounts Receivable Troubleshooting Guide 96
Invoice Summary 98
Points of Contact 99
© 2008 BAE Systems Land & Armaments L.P.
3© 2008 BAE Systems Land & Armaments L.P.
What is the ASN-ERS Process?An Oracle functionality via the iSupplier Portal allowing:
• Suppliers to:
Notify BAE Systems when product ships
Notify BAE Systems of the tracking information for the particular shipment
Verify shipping information is accurate before product leaves the shipping dock
Print bar-coded shipping documentation
• BAE Systems to:
Control freight costs
Track vital shipments without calling the supplier
Monitor and plan for inbound freight
Streamline the product receipt and payment process
• Affected:
Purchase Orders placed through or by:
– York
– Santa Clara
– Aiken
4© 2008 BAE Systems Land & Armaments L.P.
ASN/ERS Process Overview
Shipping & PO information visible
to:
Expediting
Receiving
Transportation
Invoice created systematically by
BAE Systems based upon
received qty and PO price
No Paper invoice from supplier
Supplier paid iaw payment terms
Supplier notified via weekly e-mail
of the invoices cleared for payment
Supplier uses this notification to
confirm or dispute payment
5© 2008 BAE Systems Land & Armaments L.P.
Relationship of PTN and ASN
ASN=Advanced Shipping
Notice:
•ASN=Packing Slip
•A Summary of all PTNs being
shipped
•1 PO per ASN
•As many parts as you wish
ALL shipments must have at least 1 PTN and 1 ASN
PTN= Package Tracking Number:
•Preferred: 4x6 adhesive label
• Attached to the outside of
shipping container, skid or
attached to a manila tag and wire-
tied to product
6© 2008 BAE Systems Land & Armaments L.P.
Supplier Activation
All supplier activation to the ASN-ERS functionality will occur the Friday
of your scheduled weekend. Please have all of your ASNs entered for
the week by 1 PM Eastern on Friday.
It is possible that, if you are on the Portal at the same time as your
activation occurs, you may receive an error message. Simply log out
and log back in. This will resolve the issue.
Your first ASN shipment is to occur the Monday after your activation
7
Shipping via the ASN Process
8© 2008 BAE Systems Land & Armaments L.P.
Key Points to be remembered
You may need to turn off your “Pop-Up Blockers” for the system to work
Ensure that you have all of the information needed for the required fields (denoted with a star*) before you begin to enter data
As with all iSupplier Portal transactions, if you are interrupted during entry and do not submit the transaction within the allotted time (10 Minutes), the system will “time out” and you will lose all of the entered data. You will be required to restart the process.
Verify the iSupplier PO price before shipping the product. Resolve any questions before shipping the product.
One (1) Purchase Order number per ASN
Enter data in CAPS when performing searches or entering data
DO NOT deviate from the shipping instructions on your PO unless you have an authorization from BAE Systems (EG: ship premium freight)
Do Not ship a qty that is different than what is listed on the ASN…this will cause a delay in receipt and payment.
Shipments with a PO Need Date greater than 90 calendar days from when you are trying to ship will not be available for shipment. (Effective April 2019)
Correct any discrepancies before pressing the “SHIP” button
For Portal functionality issues contact Kathy Whetzel ([email protected])
9
A few more points to be remembered
The ASN System is a separate Windows application that is fully integrated with the Oracle
Portal
• Same User ID and Password for everything
• All information flows between the two systems in real time
• As with any Windows application, You may open multiple sessions of the ASN screens. This may
create confusion if some of them time-out while you are working on others.
• Your Oracle session may time-out while you are in the ASN system. This will not create a problem
with using the ASN system but will cause you to log in to Oracle again for other activities
There are many search parameters when looking for information. Be aware of this if your
first search does not return the expected results
The “Search Shipments” screen is the foundation of all activities. Keep this screen open.
Remember to press the “SAVE” button when working on a lengthy shipment or before
leaving your desk in the middle of a shipment.
The SHIP button is the final step. Suppliers cannot make changes after the “SHIP” button
has been pressed
© 2008 BAE Systems Land & Armaments L.P.
10
Early Shipment Restriction
In order to properly align warehouse space with production schedules
the ASN system will restrict the shipping of any product that has a PO
NEED DATE greater than 90 calendar days from the date you try to
ship. (Effective April 2019)
Any shipment line on the purchase order that meets this criteria will not
appear as an option for ASN selection even though it will still appear
when reviewing the PO Summary screen
Any product shipped early outside the ASN process will be returned at
supplier expense
© 2008 BAE Systems Land & Armaments L.P.
11
Create or Adding to a Shipment
© 2008 BAE Systems Land & Armaments L.P.
You will have two options:
•Create Shipment: to be used when creating a shipment for the first time
•Add to Shipment: to be used if you wish to add these items to an existing ASN
•This will allow you to “Build” a shipment over time
•The ASN will be assigned when you add your first PTN(s)
• Product can be added to the ASN until the shipment is ready to ship
12
Shipping via the ASN Process
13© 2008 BAE Systems Land & Armaments L.P.
Login iSupplier Portal: https://isupplier.lna.us.baesystems.com
Exostar/iSupplier Login screen, enter User ID / Password, click Login.
You will be taken to the Manage OTP/Authentication page.
Once authenticated, you will be taken to Oracle iSupplier Portal Home Page.
14© 2008 BAE Systems Land & Armaments L.P.
Either selection
will move to the
Next page
Access the ASN system
15© 2008 BAE Systems Land & Armaments L.P.
Select
Note: This
“Search
Shipments”
screen is the
foundation
for activity.
Do not close
this screen
or you will
later need to
log into the
system to
continue
Start the ASN Creation Process
16© 2008 BAE Systems Land & Armaments L.P.
NOTE: there are search parameters already established to help you
identify only those PO lines that are able to be shipped
1: Enter PO Number in “PO Number” Field If you have it or leave blank
2: Click “Search” to return values
“Search Orders” box will appear
Find the PO
17© 2008 BAE Systems Land & Armaments L.P.
No
PO
was
listed
PO
#
Se
arc
h
Either
search
method
will work
PO Number
PO shipment lines will be shown
PO 2043
was
requested
No PO entered
All POs and available shipment lines shown
Available shipment lines for selected PO shown
18© 2008 BAE Systems Land & Armaments L.P.
Select the PO shipment lines
4: Click on “Choose an Action” and select “Create
Shipment”
5: Press Go
3: Select Item(s) to be shipped by checking appropriate box(s)
NOTE: Items listed in due date order
PO 2043
requested
19© 2008 BAE Systems Land & Armaments L.P.
7. The number of Packages/Labels.
Each line must have at least 1 label
•Each line on your shipment must have at least one label
•Even if they are the same part number and all being shipped in the same box
•The system views each line as a separate entity
•Note: System will “do the math” when calculating pieces per box
•Please place proper label on the proper box (1 box for 3 vs. the other box for 2)
8. Select
“Create”
Note:
selecting
the
Create
button
will take
you to
the Print
screen
Enter the specific
information in the
“Comments” section for that
line
E.G.: Serial Number Press Cancel to
void this activity and
return to line
selection screen
Enter Line Details
6. Enter qty to be
shipped
Note “Create New Shipment” button has been
highlighted
Qty avail to ship
is shown
20
Messages
© 2008 BAE Systems Land & Armaments L.P.
•You will receive an error message if you try to “over-ship” a line
You would enter the ASN
number here had you chosen
“Add to Shipment” on previous
page. We will talk more about
this later.
We received an
error msg because
we did not enter the
number of labels
Yellow/Red
indicator tells
you when you
have an issue.
Place cursor
on indicator to
receive
message
The system will confirm the type of
shipment you are creating
21
Let’s review
So far we have:
• Entered the ASN system
• Found the PO that we want to ship against
• Selected the PO-Shipment Lines for our product
• Entered the quantities to be shipped and the number of labels that we need
We will now:
• Print our PTN labels
• Fill out our ASN information
• Print our ASN
• Ship the product with both the PTN and ASN
© 2008 BAE Systems Land & Armaments L.P.
22© 2008 BAE Systems Land & Armaments L.P.
PTN Label
“preview” screen
ASN Creation screen
Print the PTN Labels
Both the PTN
Label “Preview”
screen and the
ASN entry
screens appear.
Note: Do not
close the ASN
entry screen.
You will need it.
23© 2008 BAE Systems Land & Armaments L.P.
Select
3 options:
•Print a hard copy
•Save this PDF to your hard drive
•Email this PDF to someone else
•This selection will provide other
options to be discussed on a later
slide
Print the PTN Labels
PTN
“Preview”
screen is
enlarged for
your
convenience
We’ve chosen to print these PTNs
After printing is complete close this screen to show the ASN entry screen
24© 2008 BAE Systems Land & Armaments L.P.
Enter ASN Information
You will need an authorization
for the following shipments
when differing from the PO
instructions:
FedEx AIR shipments
greater than 150 lbs
and less than 2 day
delivery
Use of the following
premium/expedited
freight services:
Pilot Air
Freight
Landstar
Express
Fast Freight
Please contact your BAE
Systems representative when
authorization is needed.
3) Select
Packing Slip and Waybill
must be in CAPS Alpha-
Numeric characters. No
spaces or symbols or you
will receive an error
message
IMPORTANT: The PACKING
SLIP information will appear on
the ERS invoice summary and
should reflect what your A/R
dept requires to reconcile the
payment
Select
“Ryder”
from drop
down
menu
unless
shipping
via Fed
Ex
Enter the
Ryder
Entry
Number
as the
Waybill
Number
1) Required
fields
denoted
with *
Special
notes to be
printed on
the ASN
may be
entered here2 ) Select SHIP if ready to send product
(no changes can be made) or SAVE if you
wish to add more PTNs (within the same
PO) to this ASN at a later time.
4) Select
25© 2008 BAE Systems Land & Armaments L.P.
3 options:
•Print a hard copy
•Save this PDF to your hard drive
•Email this PDF to someone else
•This selection will provide other options to be
discussed on a later slide
Send this document INSTEAD OF your company packing slip. DO NOT send your company packing slip
Note: this document does not replace the Quality Assurance documents required for the shipment
Print the ASN
26
Verification of Shipment (“Search Shipments” screen)
© 2008 BAE Systems Land & Armaments L.P.
Status has changed to
“Shipped”
Note: PTN status and ASN status could
be different. This is a good place to see if
your packages have been “received”
27
To Create Another ASN (“Search Shipments screen)
© 2008 BAE Systems Land & Armaments L.P.
Select
28
Building Shipments (Overview)
Up to this point we’ve reviewed a fairly straight forward shipment
Let’s now review the process for building shipments over time
Rules:
• One ASN per PO number
• Multiple lines from that PO allowed
The system will allow you to create a preliminary shipment and reserve that ASN so
that other items, on the same PO, can added later:
• The term the system uses for adding lines is to “pack” the shipment
• The system will also allow you to “unpack” items if you change your mind and do
not want that item to be shipped
The PTNs PDF screen will show but the ASN print screen will not.
• You will need to print the ASN when you have completed the “building” process
Remember: You can “Build a Shipment” until you “SHIP” the ASN
We have reused the previous screen prints as the basis for explaining the “Build
Shipments” process…next page
© 2008 BAE Systems Land & Armaments L.P.
29© 2008 BAE Systems Land & Armaments L.P.
NOTE: there are search parameters already established to help you
identify only those PO lines that are able to be shipped
1: Enter PO Number in “PO Number” Field If you have it or leave blank
2: Click “Search” to return values
“Search Orders” box will appear
Building a Shipment
30
Building a Shipment
© 2008 BAE Systems Land & Armaments L.P.
You have two options:
•Add to Shipment: to be used if you wish to add these items to an existing
ASN
•This will allow you to “Build” a shipment over time
•The ASN will be assigned when you add your first PTN(s)
•It can be finished when you are ready to ship
•Create Shipment: to be used when creating a shipment for the first time
31
Building a Shipment
© 2008 BAE Systems Land & Armaments L.P.
No
Po
listed
Po 2043
listed
4: Select “Add To
Shipment” & Press Go 3: Select Item(s) to be shipped by checking appropriate box(s)
NOTE: Items listed in due date order
Either
search
will work
PO Number
32© 2008 BAE Systems Land & Armaments L.P.
The number of Packages/Labels. Each
line must have at least 1 label
•Basically the same process as we used to create the initial shipment
•Enter the ASN number in the appropriate box above
Select
Enter the specific
information in the
“Comments” section for that
line
E.G.: Serial Number
Enter the ASN number here
Enter qty to be shipped
Note “Add to…” has
been highlighted
•Label dialogue box will appear. Print labels and attach to box
Building a Shipment (Continued)
33
Building a shipment-How do I UNPACK part of a
shipment
© 2008 BAE Systems Land & Armaments L.P.
Search Shipments Screen
1) Enter ASN Number (CAPS)
2) Press Search
Place cursor on Caret to display menu
Choose “Packages”
Note the Status of Packed
34
How do I UNPACK part of a shipment (Continued)
© 2008 BAE Systems Land & Armaments L.P.
1) Select line(s) to be unpacked
2) Select “Choose an Action”
35
How do I UNPACK part of a shipment (Continued)
© 2008 BAE Systems Land & Armaments L.P.
3) Select UNPACK
4) Select GO
Unpacked line has dropped off
36
How to cancel an ASN (before it has shipped)
© 2008 BAE Systems Land & Armaments L.P.
Select box next to ASN Number
1) Search Shipments Screen
2) Enter ASN Number
3) Click Search
37
How to cancel an ASN (before it has shipped)
© 2008 BAE Systems Land & Armaments L.P.
3) Press GO
1) Choose an Action
2) Select CANCEL
IMPORTANT: Any action on this page will affect the ASN and
not the individual lines. Clicking an individual line will still
cancel the entire ASN and ALL Lines packed.Select
38
How to cancel an ASN
© 2008 BAE Systems Land & Armaments L.P.
ASN Status will show as CANCELLED
39
How do I see or reprint shipment information
© 2008 BAE Systems Land & Armaments L.P.
The Search Shipments screen is your
gateway to seeing or reprinting information
for shipments that have been previously
createdSearch by ASN #, Date or any other parameter that makes sense
Place your cursor over the caret next to the
information returned from the search
Details: Will show ASN header information. Allows you to update shipping information
Packages: Will show package detail to include UNPACK for this ASN
View orders: Will show the PO detail for the PO associated to this ASN so that you can ship more product
Print All PTNs: Allows you to print /reprint all PTNs for this ASN
Notes: Allows you to send an email regarding this ASN. Not widely used and not required by BAE
Navigation Tip: Clicking on these selections may take you to another screen (especially seen when using
“View orders”). Use the BACK Button to return to the Search Shipments screen)
Print Packing Slip: Allows you to print/reprint the ASN Packing Slip
40
How to Change Box Qtys on PTN labels
© 2008 BAE Systems Land & Armaments L.P.
We are shipping 8 pieces in 3 boxes
41© 2008 BAE Systems Land & Armaments L.P.
2
4
2
The system automatically
assigned box quantities
as 2,2 and 4.
Our box quantities are
3,3 and 2
Since we cannot use these
labels simply X out of this
screen without printing them
42© 2008 BAE Systems Land & Armaments L.P.
The ASN entry screen will now be on your screen
Click the “Packages” tab
43© 2008 BAE Systems Land & Armaments L.P.
Note the “system
generated” quantities
44© 2008 BAE Systems Land & Armaments L.P.
1 ) Overwrite the
system quantities
with your new
quantities. This can
be done with all or
some of the lines.
4) Select “Choose an action”
3) Select the lines to be
printed
2) Press “SAVE”
to ensure the info
is maintained
45© 2008 BAE Systems Land & Armaments L.P.
6) Press “GO”
5) Choose “Print”
46© 2008 BAE Systems Land & Armaments L.P.
3
2
3
PTN qtys now
match box qtys.
Print labels
Close out Print
Preview screen
47© 2008 BAE Systems Land & Armaments L.P.
Click “General” to return to ASN Entry screen
48© 2008 BAE Systems Land & Armaments L.P.
Complete the ASN information
49© 2008 BAE Systems Land & Armaments L.P.
When to NOT use the ASN process
When shipping:
Integrated Supply:
– Continue to send the detailed information to purchasing as you
are currently doing
– When reconciled, submit a one line invoice via the Portal
standard invoice
• For above: Ship without the ASN or PTN
If the item is for services and there are no corresponding tangible items to
ship
If the Portal/Oracle is “down” and there are critical parts to be shipped
(discussed in detail later)
50© 2008 BAE Systems Land & Armaments L.P.
Repair/NCR/Rework ProcessThe process for return material is, by far, the most confusing of the processes. Let me try to map this out in a
way that makes sense.
The key piece of information upon which everything revolves is "Who pays for the repair/rework?":
Supplier Cost:• Upon issuing of the NCR the PO is debited and a PO line automatically reopens for the work (and later return).
In essence, we "un-receive" that item on that PO line and take back our money.
• You will need to ship the returned item on an ASN & PTN against that reopened PO and Line (denoted on the original return documentation (NCR) from us)
• Upon the receiving transaction being performed at BAE Systems, the line is paid automatically via the ERS process against the PO
BAE Systems Cost:• There will be NO PO debit or PO Line automatically opening for this situation
• The Oracle System will have created an P/N-OSP-RWK line against a new PO at $0
• The buyer will open a "services" line on that same PO to pay you for the work that you are performing
• The product will be returned via the ASN/PTN process denoting (in the comments area of the line) the RMA #, whether the part was repaired or reworked, the NCR number and any BAE Systems Discrete Job number available
• Your A/R department will then submit a Standard Invoice through the portal for the repair services to be paid IAW the corresponding “services” line of the PO
Debited as a Supplier Cost but later changed to BAE Systems expense• Supplier will need to ship product via the ASN/PTN process against the originally debited PO in order to be repaid
for the product
Buyer will create a line on a PO to pay supplier for their services
Supplier will create an Oracle Standard Invoice against this line to be paid.
51
Supplier ASN “Ship In Place” Process
Supplier “ships” the initial virtual shipment via the ASN process (NO PTN
Required)
• Note: PO should have a “ship to” location defined as SHIP-IN-Place
Enter “Ship In Place” in Comments Box
• Email copy of ASN Packing Slip to the Drop Ship Coordinator (DSC) for
processing
• Supplier paid via the ERS process. DO NOT send a standard invoice.
Supplier will be notified by buyer to physically ship the parts when
appropriate
Buyer notifies supplier to ship the product:
• Supplier physically ships the product in accordance with buyer’s instructions
(outside the ASN/PTN Process)
Send a copy of company packing slip with the product CLEARLY denoting
that this is a “SHIP IN PLACE-ACTUAL SHIPMENT”
Send a copy of company packing slip to the BAE Systems DSC CLEARLY
denoting that this is a “SHIP IN PLACE-ACTUAL SHIPMENT”
– Email: [email protected]© 2008 BAE Systems Land & Armaments L.P.
52
Supplier’s Shipping Dept Troubleshooting Guide
53© 2008 BAE Systems Land & Armaments L.P.
Supplier’s Shipping Dept Troubleshooting Guide
What if I find that I shipped more pieces than was listed on the ASN?
• Notify your Procurement Agent immediately.
• If your PO still has an available quantity to ship against you will be asked to create a
new ASN for the additional quantity shipped.
• If your PO does not have an available quantity to ship against the procurement agent
will need to decide whether to add more to the PO or ship the product back to you
What if I find that I shipped less pieces than was listed on the ASN?
• Notify your Procurement Agent immediately.
• You will be asked to ship the quantity required to fulfill the original shipment without
using an ASN. Packing Slip will need to denote the original ASN number being
corrected
What if I disagree with the quantity that BAE Systems received into Oracle
• Notify your Procurement Agent immediately. They will have the count verified and
notify you of the results of the re-count and the corrective action (if required)
54
I cannot find the PO line that I am trying to ship
1. Verify that the PO line in question has not already been shipped
• In-transit or previously received shipments will not be available for selection
2. Verify that the NEED DATE on the PO line is within 90 (Today + 90)
calendar days
• Any shipment line on the purchase order that meets this criteria will not
appear as an option for ASN selection even though it will still appear when
reviewing the PO Summary screen
• Any product shipped early outside the ASN process will be returned at
supplier expense
• Contact your Procurement Agent if there are any questions regarding the
need for early shipment of this product
3. In the event that situations 1 & 2 above do not apply:
• Contact your Procurement Agent to ensure that the PO line has been
properly configured
© 2008 BAE Systems Land & Armaments L.P.
55© 2008 BAE Systems Land & Armaments L.P.
What if my carrier picks up overnight and I do not have the
Waybill/Airbill number?
Although this will occur we are asking that you make every attempt to
enter this data element before processing the shipment.
When it is absolutely not possible to acquire this information in advance
• Enter N/A in the field
• You may change the N/A with the appropriate information the next morning
using the Details menu on the Search Shipments screen (See page 39 of
this manual).
56© 2008 BAE Systems Land & Armaments L.P.
What if Portal/Oracle is down and hot parts must be delivered
Have the Supplier:
• Send product without an ASN or PTN
• Denote on Packing Slip that Oracle was down and ASN could not be used
• DO NOT go back and add the ASN later.
• Note: The ASN screen will still show the open qty to be shipped until the
receiving dock can get back into the system and do the receipt.
Warn the supplier to watch this and DO NOT ship on this line a second
time.
BAE Systems receiving will perform the receiving transaction even
though there is no ASN
The supplier will still be paid via the ERS upon completion of the
receiving transaction.
• DO NOT to send paper invoice or to create a standard invoice
57© 2008 BAE Systems Land & Armaments L.P.
How do we handle parts being shipped to an outside process (e.g.:
Paint) and then to BAE Systems?
OEM paying the outside source supplier
• You will need to work out with your supplier how to manage these
shipments but an ASN will be required
We suggest that you have the outside process supplier contact you
before shipping and you process the ASN & PTN based upon the qty
being delivered
– The BAE Systems ASN standard packing slip and PTN will need to
accompany the delivery
– Note: choose “Supplier” for the freight carrier and enter “Supplier”
as the Waybill number (in CAPS)
– Email the PDF of the documents to the outside process supplier
58© 2008 BAE Systems Land & Armaments L.P.
“Non-receivable items that can be “shipped” at same time the
corresponding receivable part is sent on an ASN
Any other items “non-receivable” in nature that appear on the ASN screen must be billed via the standard invoice.
BLAST Blast Charge, Sand, Shot, etc
BROACH Broach
CALIBRATE Calibration Charge
CERT Certification Charge
CLEAN Cleaning and Prep
DELIVERY CHG Delivery/Freight and Gas Surcharge
DEMUR CHG Demurrage Charge
DYE PEN Dye Penetrant Charge
GOV SS Government Source Surveillance Chg
HEAT TREAT Heat Treat
NRE Non-Recurring Expense Charge
PAINT Painting
RUBBERIZE Rubberize
SALT SP Salt Spray Testing
SET UP Set-Up Charge
PKG Skid, Pallet, Packaging Charges
UPG Upgrade/Refurbish Charge
59© 2008 BAE Systems Land & Armaments L.P.
All iSupplier Portal registered users receive email alerts of all PO/RFQ activity.
1. Users who want to ‘turn off’
these PO/RFQ email alerts
must update their user
‘Preferences’ on the Portal
Home Page.
2. Click on ‘Preferences’, scroll
down to the bottom
3. ‘Notifications’, select ‘Do not
send me mail’ then click
Apply.
You will get a confirmation
message that your preferences
have been updated.
Please do not change any
other preferences on this
page!
12
3
60
Accounts Receivable Reference
Invoicing via the ERS Process
61© 2008 BAE Systems Land & Armaments L.P.
What is the ERS Process?
ERS stands for “Evaluated Receipt Settlement,” and is an automated invoice and payment system or Pay-on-Receipt (POR) system. BAE Systems creates an invoice on your behalf when goods are received into BAE Systems’ Oracle ERP system. You will not need to send an invoice to receive payment, as the BAE Systems ERS Invoice will be used to make the payment to you according to purchase order price, terms and conditions
As a supplier on ERS, you will receive regular, on-time payments resulting in better cash flow. ERS invoices will not go onto “Purchase Price Hold” error status since the Purchase Order price and the Invoice price always match. Other Holds could occur as shown on the ERS Invoice Summary below but can be minimized by shipping according to the Purchase Order. Another advantage of ERS is that you will no longer be required to send your invoices to BAE Systems. The elimination of this administrative task will save you time as well as eliminating processing costs.
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An ERS Invoice Summary will be emailed out on a weekly basis to your point of contact.
The report will contain both summary and line item detail for all the invoices entered/created during the previous week.
The remittance advice will be emailed to your contact of record two days prior to date of payment.
• If you do not receive an ERS Invoice(s) Summary the week after shipment, contact your Procurement Agent as material may have been lost in transit or your contact e-mail may be incorrect.
Payment occurs within the normal payment terms.
• For example: if you have standard payment terms of 30 days, you can expect to receive payment 30 days after the invoice date.
Payment will be made via ACH directly into your bank account.
SPECIAL NOTE: DO NOT send paper/email invoices for product that is intransit at the time of or shipped after ASN-ERS activation. These deliveries will be paid via the ERS invoices.
ERS Invoice Summary
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ERS Invoice Summary
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Corrections
From time to time, corrections will be required, either for receiving discrepancies or pricing changes.
Each correction will be listed on the Invoice Summary and the details will include enough information to link the correction to the original invoice transaction.
The original invoice number (ERS-packing slip number) will now be followed by “CORR” to signify a correction and then the original invoice number would follow.
Corrections should be netted with their original invoice to reach the Net transaction amounts.
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Debit and Credit Memos
.
BAE Systems will create automatic debit memos upon the return shipment of any goods to you, so no credit memos will need to be sent.
This Debit memo will be included on the email to you as part of the Invoice Summary.
Details will also be included on the remittance advice where the Debit memo is deducted.
If the Return-to-Supplier occurs on the same day as the receipt, for the entire shipment, no Debit Memo will be created and conversely, no invoice will be created. The goods will just be returned.
Partial returns on the day of shipment will result in BAE Systems creating an invoice for the net of the retained goods
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When you receive the Invoice Summary, discrepancies may be noticed between the
expected payment and what is on the Summary. Work with your Procurement Agent to
correct these issues as quickly as possible, to reduce the disruption to the payment.
Check that the quantity BAE Systems has received matches what you believe was sent.
If the quantity received is different, talk to your BAE Systems Procurement Agent to get the receipt quantity corrected.• If you believe the quantity BAE Systems has received is less than what you sent, BAE
Systems can receive the additional quantity. This may result in an additional Invoice being created, but it should not result in late payment to you for the goods.
• If you believe BAE Systems has received more than you sent, BAE Systems will perform a Correction in their computer system. This will generate a correction, which will net against what BAE Systems pays you.
Check that the unit price of the goods on the Invoice Summary is correct.• If you believe the unit price on the INVOICE is incorrect, notify your BAE Systems
Procurement Agent immediately. If it is still possible, the receipt can be reversed and the goods re-received at the correct price. This will still result in a credit or debit memo for the first transaction to net against the payment at the incorrect price, and a new Invoice at the correct price.
• If it is not possible to do a correction, BAE Systems may need to create a manual Purchase Order or an additional line to an existing Purchase Order to compensate for the additional amount. If this is the case, BAE Systems will work with you to get this paid to you in a timely manner.
Check that the tax shown on the INVOICE is correct.• The tax amount is calculated from the tax code in BAE Systems’ Purchase Order. If this is
incorrect, notify your BAE Systems’ Procurement Agent immediately to get this updated.
Reconciliation and Resolving ERS Discrepancies
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Creating the Standard Invoice on the iSupplier Portal
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When to use the Standard Invoice
There will be times when you will not ship via the ASN and will need to
submit a standard invoice via the iSupplier Portal for payment
These times will include:
• Integrated Supply
• Repair charges for RTV at BAE Expense
• Service related items (tooling charges, test fees, etc.)
• Milestone or Progress payments
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Login iSupplier Portal: https://isupplier.lna.us.baesystems.com
Exostar/iSupplier Login screen, enter User ID / Password, click Login.
You will be taken to the Manage OTP/Authentication page.
Once authenticated, you will be taken to Oracle iSupplier Portal Home Page.
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Add a standard invoice
Select
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Select Create Invoices
Select
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Create Standard Invoice
Select
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Enter PO Number to Invoice
Select Go
Select
Enter
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1: Notice that lines which are already invoiced are listed as well.
2: Select lines to bill
3: Select NEXT
2: Select line(s) to be invoiced3: Select
1: Quantity already invoiced
Note: All lines for the PO may be returned – do not bill for items that need to be shipped via an
ASN. This will cause invoices to go on hold.
If you do not see a line here that you need to bill but it is on your PO, contact your buyer.
The PO may be set-up incorrectly.
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1: Selected lines will display so that invoiced quantities can be modified
2: Enter the invoice number CAPITALIZE all Alpha characters - Select the invoice date from the calendar
3. Notice invoice type is Invoice. To enter a Credit memo see page 84
4. Add Back-up Documentation using standard file find attach process( see page 79 -80 for documentation requirements and process)
5. Balance available to invoice will AutoFill from PO information - if not billing the quantity in full change as appropriate
4 - ADD Backup Documentation see pages 79-82
Next
Enter Info here
5 - Enter quantity to be invoiced hereThe quantity listed will default to the balance remaining to be invoiced. Please ensure that you
Enter/ update the quantity here when are invoicing for a partial quantity.
Your company
info hereAllows you to
add important
information
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Notice the invoice QUANTITY was modified to less than ordered amount
The invoice shows a revised calculated dollar amount
Qty & Dollars changed from previous slide
When changing quantity
Select
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1. Confirmation of invoice submission received.
2. Print page for your records if necessary
3. Create another invoice as necessary
4. Return to invoices or go HOME
3: Select
4: Select
2: Select
Your comp any info
here
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Invoice Requirements - Supporting Documentation
All suppliers who submit ISP invoices via the iSupplier portal for non-
recurring charges/services, are required to provide an attachment which
contains adequate documentation and support to validate the period of
performance for the invoice.
Adequate support is defined as :
An invoice that you have issued in your accounting system, as long as
the invoice adequately defines the period of performance for the billed
item.
An excel spreadsheet or word document which defines the period of
performance.
Failure to provide adequate support at the time of invoice submission
will delay payments to your company.
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Attachments:
1: Browse your computer to find file you wish to attach keeping type as FILE
2: Press APPLY
3: You can attach multiple files if necessary
2
3
1
Add additional description if necessary
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Attachments Continued
4 - Confirmation will be received that attaching was successful
4
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Attachments Continued
If an invoice is submitted without an attachment an email will be received indicating that an invoice cannot
be processed without an attachment. Return to the portal and add an attachment to the previously
submitted invoice.
1. Find the invoice using the Create invoices – Hit GO
2. Select View Attachments and attach back-up as shown above. Change attachment type to file.
3. Confirmation noting -- backup attachment has been added successfully will be displayed
1
2
82
Create Credit Memo
Progress Payments
Saved Invoices
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Create Credit MemoFollows the Exact same steps as Standard Invoice Process - Page 76-82 except the two steps below
1. Using the drop down box CHANGE the invoice type to CREDIT MEMO
2. Enter Negative Amount in the Quantity Box
3. Attachments are required for Credits as well
1
2
84
Progress payments-- Invoices that are being created for a Progress Payment request have ONE
additional step to allow for the .01 price on the actual PO line that is for the progress payment.
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Under Shipping & Handling --Using the down arrow Charge Type to Miscellaneous, Click Add Row,
Enter the Invoice Amount less .01 (example-if invoicing 100,000.00, enter 99,999.99)
Enter Description PO XXXXXX - PROG PAY hit Next
Review and then Submit.
Attach all necessary backup documentation - ie Form 1443
Quantity = 1 the Unit Price is .01
Review info
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SAVED INVOICES -- If you hit Save on the previous screen instead of SUBMIT and invoice will NOT be submitted
for processing -- the message below will be displayed
You may need to Save an invoice if during entry you need additional information to complete your invoice. Saving
will allow you to find it and submit at a later time
TO FIND a saved invoice - Go back to create invoices screen and enter the invoice number or search for invoices
created but not submitted.
Select
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SAVED INVOICES
Select
The Saved invoice(s) will be displayed- once you find your saved invoice you can select
1. Update to continue processing and submit
2. Cancel to remove the invoice from needing further action
Canceled invoices will display when searching for invoices by the PO number originally applied billed to
as shown below.
1- Select2: Select
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SEARCHING for Invoices, Payments, Receipts
or Debit Memo information
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SIMPLE Searching for submitted or auto generated invoices
Invoice status and other useful information can be found in the i-portal using the SIMPLE Search
Select - Invoices Option on the bottom right home page
1. Enter PO (for receipt material) or Invoice number if submitted on portal - hit GO . A summary of the
invoice details for specified PO or entered invoice number will be displayed.
2. Clink on any “hot link” to drill down to additional information on the selected item field.
1
2
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SIMPLE Search for Submitted invoices
1. Note invoice status
2. Use the export button to get a full report or export to excel.
1 2
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SIMPLE Search for invoice payments
1. From the Home screen select PAYMENTS
2
1
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SIMPLE Search for invoice payments
1. Enter the payment number and hit GO. All invoices paid on that payment will be displayed.
2. Select invoice number via hot-link to drill down to detail
3. Note detailed payment information in upper right corner of newly displayed window.
REMINDER --all fields in BLUE that are underlined are HOT-Link drill downs with additional information
21
3
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ADVANCED Searching for submitted invoices 1. From View invoices tab on HOME screen
2. Use the Advance search functionality
3. Enter search criteria to find invoices using a wide variety of parameters..
2
3
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Searching for PO Receipt Information
1. From Purchase orders on home tab Use the Advance search functionality
2. Enter PO number and hit GO to retrieve PO information
3. Use hot link to drill down to PO detail
4. Select SHOW to list all PO details
2
3
4
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Searching for PO Receipt information
1. The SHIPMENTS screen shot below lists all PO lines.
2. Notice the quantity ordered vs the qty received and invoiced.
3. PO lines that were shipped that do not indicate received quantity need to be addressed to the buyer
4. Packing slips with proof of delivery should be provided to buyer.
5. BAE will research based on paperwork above and receive material as appropriate.
6. Click on the Received or invoiced Hotlink to view detailed information relating to those items.
1-2
3 6
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Searching for DEBIT MEMO information
1. Search for the invoice number as shown above to return invoice detail.
2. Click on the receipt number associated with that debit
3. Find the returned quantity for the Debit memo in question.
4. RMA information and return date are shown. If RMA is blank contact your buyer for information.
5. Select PO number if needed for part pricing information. 1-2
3
4 - 5
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Suppliers Accounts Receivable Troubleshooting Guide
What if the price on the ERS invoice is different than what I was
expecting
• Notify your Procurement Agent immediately. Based upon the results of your
conversation and the negotiated solution, the procurement agent will
resolve the issue (if required)
What if I disagree with the quantity that BAE Systems received into
Oracle
• Notify your Procurement Agent immediately. They will have the count
verified and notify you of the results of the re-count and the corrective action
(if required)
What if the invoice is on hold and outside the payment terms:
• If hold is “Procurement Review” or “Requester Review” contact your
Procurement Agent or Requestor (if known)
• Otherwise, send email to [email protected] asking for
assistance
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Suppliers Accounts Receivable Troubleshooting Guide
What if I don’t’ see the invoice as submitted but I can‘t resubmit as the systems indicates
“The invoice number you have entered already exists. Please enter a unique Invoice
Number”
• The invoice you saved is not yet submitted so it is not displayed in search results.
• Since this invoice is still in creation stage, please go to the Create Invoices page.
• On this page, there is a Search form that can be used to enter the invoice number / PO number.
The invoice should be listed in the results.
• Click the Update Pencil and Submit the invoice.
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Invoice Summary
Supplier did not receive invoice summary or a specific shipment has not
been invoiced:
• Has shipment been received
No
– Contact Procurement Agent to have material received
Yes:
– Check “Junk” e-mail folders. Some firewalls will not recognize this
mailing and place the email into a junk folder
– Send email to [email protected] requesting reprint
and to verify/update the AR contact’s email address
A specific shipment did not appear on the invoice summary
• Verify on portal that shipment has not been received
Contact Procurement Agent to have material received
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Points of Contact
ASN Questions or to have your ASN Cancelled
• Kathy Whetzel
Office: 717-225-7015
• Peggy Kerns
Office: 717-225-8048
iSupplier Portal questions or issues
• Kathy Whetzel
Office: 717-225-7015
• Tressa Wilson
Office: 717-524-0649
PO Questions
• Contact your buyer or subcontract administrator
Invoice or Payment Questions
• BAE Systems A/P: [email protected]
• Carolyn Hall - For system functionality as related to invoice inquiry/processing
717-524-0868© 2008 BAE Systems Land & Armaments L.P.
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Thank You