ers & isupplierportal training for suppliers access ir purchasing & payments transactions...
TRANSCRIPT
2
• We would use Webex chat option for recording audience questions through out the session.
• Question should be posted in the Webex in the format "Question: <<query>>?“ by using the option "Everyone“
• We will start picking the questions in the Q&A time.
After entering the question
click Send button
Remember – Attendance and Q&A
Attendance :Webex will automatically record the attendance. Therefore, request you to be logged in to the
webex session all the time.
If you are facing issues with login to webex please email “[email protected]”
Q&A :
3
• ERS & iSupplier – Training Context 5 mins.
• Evaluated Receipt Settlement (ERS) - Introduction 5 mins.
• iSupplier – Introduction 5 mins.
• Operational Procedures 50 mins.
- Supplier registration and login
- Purchase Order
- Shipment
- Finance (Invoice & Payments)
• Demo in Oracle Application 30 mins
• Training Documents 5 mins
• Q & A 20 mins
Table of Contents
4
Purchase
Document
Receive
Goods
Manual Invoice recon and
Payment
Acknowledge
and acceptShip Goods Invoice
and send
Payment
received
Purchase
Document
Receive
Goods
ERS AutoInvoice on
receipt
Acknowledge
and accept
iSupplier
Ship Goods Payment
received
AS IS To Be
Consistent with Ingersoll Rand’s commitment to continuous improvement, our suppliers are
transitioning to iSupplier Portal functionality and Evaluated Receipt Settlement (ERS) or self invoicing
• Supplier Ack or changes on PO through phone or
• Supplier needs to invoice IR
• IR needs to manually reconcile invoices and pay
- Potential data entry errors
• Supplier Ack or changes on PO – online &
Realtime
• No need for Supplier to invoice IR
• No need for IR to manually reconcile invoices
- Prompt payments; No data entry errors
The current document is intended as training and reference material for IR Supplier community.
ERS and iSupplier Onboarding Program
5
• Evaluated Receipt Settlement (ERS), also known as "Invoice on Receipt" or "Pay on Receipt", is a
process whereby a company creates a system generated invoice on behalf of the supplier for
receipts booked against PO's or BPA releases.
• Eliminates manual invoice data entry and reconciliation errors
• Ensures accurate and timely payment processing for our suppliers
Evaluated Receipt Settlement (ERS)
How it works:How it works:How it works:How it works:
Step 1
• IR issues ERS Blanket
Purchase Order (BPA)
release to Supplier
Step 2
• Supplier generates
Advance Shipment
Notice (ASN)
• Supplier delivers goods
to IR
• Goods received by IR
Step 3
• ERS transaction (invoice)
is created using purchase
price and goods received
quantity against the ASN
Invoice Amount =
Quantity Received X PO
Price
Step 4
• IR pays supplier
within agreed
payment terms
against “self billing”
invoices
ERS Invoice nomenclature:
• Invoice number follows the this logic: ERS – 12354 -48945
“Packing Slip Number” From ASN
Header or entered by Receiving
“Unique system generated #” From
Oracle R12
Fixed text “ERS”
6
ERS - Benefits
Suppliers Ingersoll Rand
Improved and expedited invoice
processing due to :
• No invoice holds due to pricing and
quantity discrepancies
• Improved payment performance
• Elimination of potential Accounts
Payable data entry errors (100%
automated transaction).
• In case of discrepancies, allows you
to get paid for the majority of the
shipments, and work on the
discrepancies collaboratively
• Efficient and automated invoice
processing administration and
increased payables efficiencies
• Elimination of human errors in
invoice processing
• Reduction of
•Invoice holds
•Payable issues
•Non-value activities resulting
in payment delays
• Improved relations with our
suppliers
7
iSupplier Portal (iSP) is an internet based secured environment which gives suppliers the ability to
directly access IR Purchasing & payments transactions online and submit their responses such as PO
acknowledgment, Change Order and Advance Shipment Notice etc.
Introduction to iSupplier Portal
iSupplier
Purchase Order
Operations
Finance Operations
Shipment Operations
• Real time view of Purchase
orders
• Acknowledge PO,
• Request Change / Cancel
PO
• Change dates if you cannot
make shipment date
• View Shipment Details
• Create Advance
Shipment Notice (ASN)
• View Delivery schedule
• View Returns, ReceiptsProactively work your A/R
• View Invoice Information
• View Payments
• View Payments Advice
Report
• View upcoming payments
Benefits
• View and acknowledge order releases in
real time
• Improved pricing accuracy by reviewing
pricing on demand
• Ability to pro-actively work invoice /
payment issues
• Generate Advanced Shipping Notices
• Can assist suppliers in ERS reconciliation
• Keeps suppliers and IR in sync
8
iSupplier Operational Procedures
• View PO
• Acknowledge PO
• Change Requests
• PO cancellation
request
Registration and
Login Process
• View Delivery
Schedules
• Export+
• View Overdue Receipts
• Submitting ASN
Manually(ERS
Processing)
• Submitting ASN using
ASN+
• Printing ASN report
• Cancellation of ASN
• Returns
• View Invoice
Information
• View Payment
Information
• Generate Payment
Advice Report
• Registration and
Login Process
Purchase Order
OperationsShipment
OperationsFinance
Operations
9
Registration and
Login Process
Purpose Registration of Suppliers is required, so that they can
access the iSupplier portal and perform the business
transactions.
Actor Ingersoll Rand Suppliers
Key Steps 1. Open iSupplier Portal
2. Provide Username and Password received in e-
3. Change password
4. Select Responsibility
Outcome Supplier user is registered and logins to iSupplier
Portal to work on various functionalities available
Supplier Registration & Login Process - Summary
10
• Click on the URL “https://irebsprdportal.ingersollrand.com”
• Provide User Name and Password received in an email notification from IR and
• Change the password after the first login
iSupplier Portal Login Process
Registration email.msg
11
iSupplier Portal Login Process
• Once signed into the portal, below responsibility on the home page will be seen
• Click on the responsibility “IR iSupplier Portal Full Access” under the Main Menu to access the
Home page
12
iSupplier Portal Home Page
Search for specific
PO Number, Invoice,
Shipment or
Payment
A listing of the last
10 orders approved.
A listing of last 5
shipments. Quick Links
Home page consists of various navigations as explained below
13
Purpose To view, acknowledge, perform change and
cancellation requests on Purchase orders
Actor Ingersoll Rand Suppliers
Key Steps 1. Open iSupplier Portal
2. Select Responsibility
3. Navigate to Orders tab
4. Perform the desired action
Outcome Supplier navigates to orders tab and performs the
required business transaction
Purchase Order
Operations
Actions performed on PO - Summary
14
• Click in the PO Number field.
• Enter the PO Number and Click the Go button.
Search All Purchase Order • Navigate to Orders -> Purchase Orders
Clicking here will open
the PO details page
Search for Specific Purchase Order to view the details
15
Multiple actions can be
performed for the PO :
• Request changes
• Request
cancellation
• View change history
• View PDF
• View Receipt
• View Invoice
• View Payments
• View Shipments
Shows the detailed
information of the
purchase order
Click on ‘Show’ to view
detailed line item
information of the
selected PO
Possible Actions that can be performed on PO page
16
View all the Purchase Orders and perform various actions on them
Click to
acknowledge the
PO Click to cancel
the PO
Status of
PO Request changes
in the PO View Change
History
Change
multiple PO
from this
button
17
• Get in touch with IR personnel, before cancelling any PO/BPA/BPR.
• If you see any Price discrepancies when utilizing the portal, please contact your buyer/planner
immediately.
• For Acknowledging PO - click "Accept Entire Order” to acknowledge all the order line items,
then raise a change request if required.
• You will not be able to create the Shipment, if the PO status shows “Supplier Change Pending”.
• Once the Buyer approves your change request then you will be able to create the shipment.
Specific things to be taken care of
Click here to accept the
entire order.
18
Purpose To view overdue receipts, delivery schedules, submit
advance shipment notices and perform printing and
cancellation requests on ASNs
Actor Ingersoll Rand Suppliers
Key Steps 1. Open iSupplier Portal
2. Select Responsibility
3. Navigate to Shipments tab
4. Perform the desired action
Outcome Supplier navigates to shipments tab and performs
the required business transaction
Shipment
Operations
Actions performed on Shipments - Summary
19
View Delivery Schedules and export using “Export+” feature
• Delivery Schedules page is used to quickly find deliveries that need to be scheduled and that are
past due.
• IR recommends to use “Export+” feature which provides extra column data which help Suppliers
to analyze the shipment schedules in a better way
• Navigation : Shipment -> Delivery Schedules, enter the search criteria and click Go
Delivery Schedule
results will be
displayed here
Click “Export+”
button to download
the shipment
schedules in excel file
Insert minimum one
search criteria to
view the results
Internal Note : Show the above screen in the portal
Export+
20
View Overdue Receipts
Click Export button to
download the
shipment in Excel file
Insert minimum one
search criteria to
view the results
• The Overdue Receipts Results page enables to view the details of past due purchase order
shipments.
• Click the PO number, Ship-To Location, and Buyer to view further detail.
• Navigation: Shipment -> Overdue Receipts, enter search criteria and click Go
21
Click “Create Advance
Shipment Notices” link to
create the ASN
What is Advance Shipment Notice (ASN)
Advance Shipment Notice (ASN) is used to alert IR of upcoming shipment deliveries. It is created
against purchase orders by providing appropriate shipment details and also required for ERS
processing of the Invoices.
From the shipment notices tab below actions can be performed:
• Create ASN
• Upload ASN + file
• View and Cancel ASN
Navigation: Shipment -> Shipment Notices -> Create ASN
22
Provide shipment line details
under the tab “Shipment Lines”
Mandatory Parameters :
Packing Slip
Then click on “Shipment Header”
tab
Submit Advance Shipment Notices Manually -1/2
• Select the PO and click on “Add to Shipment Notices” button to create the ASN
• Then provide the shipment details on the Shipment header and lines screen
23
Submit Advance Shipment Notices Manually –2/2• Enter the details in “Shipment Header” tab and click on Submit button
� ASN must be created for actual shipment quantities being sent
• A confirmation message will be displayed after successful completion of ASN submission
Provide shipment details under
the tab “Shipment Header”
Mandatory Parameters :
Shipment Number
Shipment Date
Expected Receipt Date
24
Click the Refresh button till the
Phase changes from Pending to
Completed and process
completes, mail will be sent to
your email id with the shipment
file.
Click ASN+ button to
initiate the process
• “ASN+” feature allows to upload multiple ASNs or larger amounts of information via an upload
tool
• Navigation: Shipment -> Shipment Notices -> Create ASN
Submit Multiple ASN using “ASN+”
Detail steps are mentioned in the “How To documents” on the IR portal
25
Browse and upload
the file saved in .txt
format
An acceptance
message will be
displayed on the
screen once the
upload is successful
Submit ASN using “ASN+” – Upload ASN file
• Navigate to Upload Advance Shipment and Billing Notices in shipment notices tab
• Select the file using “Browse” button and upload it
26
Printing Advance Shipment Notices – 1/2
• “ASN Report” is required in the shipment process by IR, IR scans the generated bar code in ASN
report for confirming the shipment and initiating the receipt process
• Navigation : Shipment -> Shipment Notices -> View/Cancel Advance Shipment Notices
• Shipment Notices will be displayed. Click on “XX ASN Report” button
27
Click Refresh
until output
populates in
Output Field
Click the
Output button
to view ASN
report
Printing Advance Shipment Notices – 2/2
• Once the “icon” appears in the “Output” column, ASN Report can be viewed by clicking on the
output icon
• Print the “XX ASN Report” and send it across with the shipment to IR
28
Cancellation of ASN
• Cancellation of “ASN” can be performed when ASN is submitted in the portal, but the goods were
not delivered due to some reason(s).
• Navigation: Shipment -> Shipment Notices -> Click on View/ Cancel ASN link
• Select the ASN number and click on Cancel Shipment Notice button
29
Return to Supplier
• Return history of the goods which have been returned by IR can be viewed in this screen
• Click Receipt Number and PO Number hyperlink to view further detail
• Navigation: Shipment-> Returns, Enter the search Criteria and click GO.
30
Purpose To view invoice and payment information and to
generate Payment Advice Report.
Actor Ingersoll Rand Suppliers
Key Steps 1. Open iSupplier Portal
2. Select Responsibility
3. Navigate to Finance tab
4. Perform the desired action
Outcome Supplier navigates to finance tab and performs the
required business transaction
Finance
Operations
Actions performed on Invoice and Payments -Summary
31
• Supplier can view all matched invoices
• In the case of ERS invoices, they will be process over night from receipt date
• Navigate to Finance-> View Invoices
• Enter the search criteria and click on Go button.
• For detailed invoice information click on the “Invoice number”
View Invoice information
32
Provide information
when this invoice will
be paid
Provides information
if Invoice is on hold
Shows
invoice
status
Click to
view the
PO
information
Click to view
the receipt
information
Suppliers can see real time invoice information:
• Invoice approvals status
• Scheduled payments
• Hold reasons
View Invoice details
Click to download
the result in Excel
file.
33
Suppliers can view real time invoice payment information and related invoice data.
• Navigate to Finance-> View Payments
• Enter Invoice Number or any other search criteria to find the payment details
• Click on Go button.
Click to view detail
payment related
information.
Click to view the
related invoice
information
Click to view the
PO information
View Payment Information
34
Will Show Details
of Payment made
Will Show all List
of all the Invoices
which has been
paid by this
Payment.
Detail view of Payment Information
• Here the details of the Payment is shown, like payment date, method, etc.
• It also shows the Invoice information corresponding to this payment
35
• Payment Advise Report is an excel report which will provide the information about the
Payment along with the below information:
• Invoice Number
• PO Number
• Receipt Number
• Amount
• Navigate to Finance-> View Payments
• Enter the search criteria and click Go, then click on “Payment Advise” as show below to
generate the report
Generate Payment Advise Report
36
• Click on Refresh button until the report ‘Phase’ status change to Completed.
• Once the request status is completed, Output button will be displayed.
• Click on the Output button to view the “Payment advice report”
Running the Payment Advise report
37
Sample output of Payment Advice Report:
Key Points and Sample Output of Payment Advise report
Key points
• This report will be available for only ERS enabled supplier.
• This report will give the details of all the Invoices which has been paid by a single payment
number.
• Make the reconciliation work easy as you have all the information in the single excel sheet.
38
• View PO
• Acknowledge PO
• Change Requests
• PO cancellation request
Registration and
Login Process
• View Delivery Schedules
• Export+
• View Overdue Receipts
• Submitting ASN Manually
(ERS Processing)
• Submitting ASN using
ASN+
• Printing ASN report
• Cancellation of ASN
• Returns
• View Invoice
Information
• View Payment
Information
• Generate Payment
Advice Report
• Registration and
Login Process
Purchase Order
OperationsShipment
OperationsFinance
Operations
���� ���� ���� ����
We have covered below topics
39
IR has created detailed training documents for the Suppliers, available at the IR
Portal.
Below are the list of training material which are available:
• Reference Manual PDF (Includes all the process which suppliers needs to be
performed as part of iSupplier and ERS program)
• UPK- This is self explanatory video files, which will guide you with the all the
process with the help of Oracle instance.
• Specific Process PDF files, which will guide you the detail steps for a specific
process, like ASN, XXASN Printing barcode etc.
• FAQ documents are also available to understand the application better.
Training Documents
43
An email will be received having an attachment file in .txt format with all the available shipments
Submit ASN using “ASN+” – save the txt file
Download the ASN Extract
file from the email to your
local machine and save it in a
folder. The file name ends
with the Request ID.
Internal note : Attach sample email as well on this slide
44
Submit ASN using “ASN+” – copy the shipment date
Copy the Shipment date to a new file
Open the file in notepad and
copy the "Shipment Date".
Store the Shipment date into an
additional Notepad for future
use.
45
Submit ASN using “ASN+” – convert in excel
Open a new Excel sheet and try to open the text file which you have just downloaded. Click on File->
Open -> Browse.
46
The asterisk (*)
marked fields are
mandatory, fill the
details in this file and
save it
Perform a data filter
at the Line Section
level.
Click the Filter
button in DATA
menu.
Submit ASN using “ASN+” – fill shipment details
• For the specific lines items which required to be updated, provide the details in the excel file.
• Mandatory columns are marked with asterisk (*)
ASN+ Sheet
47
Reopen the file in
Notepad.
Note: At this stage you
will see that the
Shipment date format
has changed to the
format 1/12/2017 5:01.
It must be in the format
DD- MON-RRRR
HH:MM:SS.
Copy the date from the
notepad where you had
earlier stored the
shipment date and paste
it on ASN file. Also, key in
the "Expected Receipt
Date" in the format DD-
MON_RRRR HH:MM:SS.
Submit ASN using “ASN+” – save file in txt format
Save the ASN file using notepad in txt format and also take care of the date format mentioned below
48
Recap:
� Purchase Order Changes
• Date
• Quantity
� Purchase Order Acknowledgements
� Creating ASN
� Upload ASN creation documentation to follow (ASN+)
� Generate XXASN bar code Report, to send along with the shipments
� AP Invoice status (Holds, Due Date)
� Pending Payments
� Reconciling Payments Report