discrete purchase orders training presentation for supply chain platform: bae systems july 2012

Discrete Purchase Orders

Training Presentation for

Supply Chain Platform: BAE Systems

July 2012

Course Objectives

• After completing this course, you should be able to:

> Understand the order management process in SCP

> Explain the various discrete order states

> Access and print a discrete order

> View the details and attachments for a discrete order

> Respond to a discrete order

> Review changes to a discrete order

Note: For information on creating ASN’s or Invoices – see separate training materials for these topics.

SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 321-2

Order Management through SCP

321-3SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Business Process

1. Discrete Order: Buyers publish firm orders to their suppliers.

2. Order Responses: Based on published orders, suppliers must provide responses – which are confirmations (promise dates & quantities) against the requests.

Suppliers may accept orders, recommend changes, or reject the orders.

3. Order Changes: Buyers may publish changes or cancellations to previously published orders. Suppliers are typically expected to respond.

Order/Order Change Response

Discrete Order

BuyerSupplier

1

2

Order Changes or Cancellations 3


Roles of Buyers and Suppliers

• Both buyers and suppliers can search, view and print orders.

• Only suppliers can take action on an order in SCP.

• Buyers create orders and change orders through their backend systems.

Buyer Supplier


Supplier Actions for Discrete Orders

• A new order is loaded into SCP in a New state, with all of its line items in a New state.

• The supplier can change a New order to these states:

a. Accepted – Supplier agrees to the complete request from the buyer

b. Acknowledged with Exceptions – Supplier responds with a counter proposal (i.e. a different promise date or quantity)


Buyer/System Actions for Discrete Orders

• The buyer can change an order to these states by sending in a change order to SCP:

a. Cancelled – Buyer wants to cancel a schedule line or entire discrete order

b. Closed – Buyer wants to close a schedule line or entire discrete order

c. Updated – buyer has made a change other than cancel or close

• Schedule lines move to an Archived state when they have been in a ‘Cancelled’ or ‘Closed’ state for more than 60 days.

• A supplier cannot create advance ship notices (ASNs) or invoices against schedule lines in these states:

– Cancelled

– Closed

– Archived


View a Discrete Purchase Order


Purchase Order Structure

• Each line item represents a different item.

• Each request (or ‘schedule line’) represents a date and quantity.

• Each promise represents a confirmation from the Supplier.

Order

Line Item

Header

Request

Promise

Line Item Request

Promise

Promise

> If a Supplier cannot meet the entire request

quantity and date, he can create multiple

promises against that request.


Purchase Order - Example

• The Purchase Order Details page has a header section at the top and line item information at the bottom.

• Some of the header and line item fields can be edited by a supplier.

Head

er

Lin

e I

tem

s

Visible only to a Supplier


My Workspace


Access New Order Lines


Accessing New Order Lines


Select First New Order


Review Order Details


(Optional) Print Order


Print Multiple Discrete Orders


View Order Attachments

• POs in SCP can have documents attached by a Buyer (not a Supplier).

> A paperclip icon shows there is an attachment to a PO.

> The number of attachments is shown in parenthesis next to the icon.

• Attachments:

> Can exist at header or line item level

> Can access from list page or details page

> Are not exported/downloaded with an order

> Are not printed with the order


Respond to a Discrete Purchase Order


Accept an Order Schedule Line


Order Not Sent Until All Lines Are Actioned


Accepted Discrete Order


Status Update on My Workspace


Select Next New Order


Acknowledge with Exceptions


Required: Create a Supplier Message


Supplier Message

• The ‘Supplier Message’ field (at the header) is required for any schedule line that is not accepted.

• There is also an optional ‘Supplier Notes’ field at the line level.

• The maximum character limit is 256 for both fields.


Select ‘Acknowledge With Exceptions’


Acknowledge With Exceptions – Split Quantity (Add Promise)


‘Add Promise’ to Split the Quantity


• Select the number of promises (rows) to be added• Enter the ‘Promise Dates’ and ‘Promise Qtys’• Enter the required ‘Supplier Message’ (header)• Click ‘Save’

The combined promise quantities should equal the request quantity.

‘Acknowledged With Exceptions’ with Two Promises


Order Response Buttons Are Missing…

• For discrete orders, ‘Accept’ and ‘Acknowledge with Exceptions’ are end states. This means that 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 schedule line in the order, then the ‘Accept’ and ‘Acknowledge with Exceptions’ buttons will reappear for all schedule lines.


‘Response Sent’ Flag on Orders

• An order only gets sent to BAE Systems when all of the schedule lines have been moved from the New and Updated states (See the Order’s header state).

• The ‘Response Sent’ indicator will show you if an order is completed (all lines processed)• Once an order has all of the lines processed, SCP will send it to BAE Systems. SCP checks every

fifteen minutes for order responses that are ready to send.


Locating Orders Not Sent to Buyer• Search for order schedule lines where Response Sent = No, and Schedule Status is ‘Accepted’ or

‘Acknowledged with Exceptions’


Purchase Order Changes



• If you responded to a PO with ‘Acknowledge with Exceptions’, the buyer will receive your response automatically and be able to review it

• If your exceptions are agreeable to the buyer, a PO Change (POC) should be issued by the buyer

• A POC may also be issued when there is a business change for the buyer, or to correct an error on an order

• You can respond to a POC with ‘Accept’ or ‘Acknowledge with Exceptions’

• IMPORTANT: You will always see the latest version of an order – including all change orders that have been sent to SCP. The documents post as they are received and no longer wait in a POC queue!


Cancelled Orders

• If the buyer cancels an entire order or some schedule lines, you will receive an email notification.

• You can find the cancelled schedule lines by clicking on the Cancelled link from the My Workspace page.

• No action is required for cancelled orders or schedule lines.

• If there are other lines on an order that you want to action, you can simply select those lines and click ‘Accept’ or ‘Acknowledge with Exceptions’. If you select a cancelled line, SCP will give you an error message.


Purchase Order Changes - Highlighting

Highlighting applies for ‘Request Qty’, ‘Request Del Date’ and ‘Unit Price’


View History of Changes


Section Summary

We have learned…

• How to access new orders

• How to accept orders

• How to acknowledge with exceptions – changing quantities and promise date

• How to review Purchase Order Changes


discrete purchase orders training presentation for supply chain platform: bae systems july 2012

Documents

change order

order changes

order responses

confidential slide

exostar llc

discrete order note

discrete order review

entire discrete order