EXT130 – Ship-To Party Administration

1. Organization Administration2. Receipting3. User Administration4. Reporting

• Improve Procurement practices & technologies to increase efficiencies

• Decrease administrative costs associated with procurement & contract management, and technology

• Enable USDA to become more efficient at meeting customer needs

•Improve order cycle times, financial processing, and customer relationship management to reduce costs

•Leverage advanced planning and collaboration tools to enable USDA to match supply and demand more effectively and efficiently

You will start

e-Auth to Login

You will stop

You will continue

N/A

Maintaining Organizations

Maintaining UsersDisplaying Reports

Key Term Definition

WBSCM PortalWeb-Based Supply Chain Management initiative, a web interface that can be used for USDA fulfillment or procurement.

Wildcard Search Search using an asterisk and a portion of the field.

Matchcode SearchSearch wherein a user chooses a value from a list of possible values for the field.

Key Term Definition

Context-Sensitive Help

Help feature wherein user can get the step-by-step instructions on how to do a certain transaction.

CatalogA way of organizing commodities to place orders in WBSCM.

Sourcing MethodMethod for procuring goods. This could include direct delivery, processing, or multi-food.

Key Term Definition

Delivery DocumentInternal document automatically generated when goods are issued (shipped) from a warehouse.

Bill of LadingPacking slip that accompanies an order sourced from a warehouse/vendor.

Goods Issued

Transaction performed by warehouse personnel when goods are sent to a customer. This decrements the inventory and automatically generates a delivery document.

Key Term Definition

Domestic Requisition

Precursor to a sales order. RAs & Co-ops create domestic requisitions when they wish to order goods in WBSCM.

Material MasterContains a record for each material available in WBSCM.

Workflow Process of routing a document from one user to another.

New Term Old Term

Business Partners ITOs, SDAs, RAs, Co-ops, Vendors

Sold-to Party SDA Code

Ship-to Party Entity Code

New Term Old Term

Material or Product Commodity

Purchase Order Notice to Deliver

New Term Old Term

Program/Functional Area Outlet Code

Requested Delivery Date End Shipping Date

New Term Old Term

Batch Lot

Order Delivery Order

Catalog Surveys

Learning Objectives• Describe the Organization Administration Role• Update & Display Organizations in WBSCM

Key Term Definition

Org Admin Can display and maintain organization information.

User AdminIs responsible with creating users within their organization.

• In general, Organization Administration is the process of creating and maintaining organizations, catalogs, and entitlements in WBSCM.

• Ship-To Org Admins will only update their organization contact information and enter shipment receipts.

• View Only access to users in their own organization

•Access to update organization address

• Access to Entering or Uploading Receipts

• Cannot create users in their organization

Then click on the Update My Organization link!

Use this portal path to update your organization address:- Street Address- City- State- Zip Code

The Address tab is where you update the Street Address, City, State, & Postal Code for your organization

•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. If a new organization is created, the first user would be a ? A. User AdminB. Org AdminC. Both A & BD. None of the above

2. T/F: Org Admins cannot create users of any type in their organization.

A.TrueB.False

Learning Objectives• Describe the receipting process• Describe entering the damaged goods process

Key Term Definition

Good QuantityThe actual quantity received from a shipment that is not damaged.

Goods receiptA confirmation that the goods on a sales order were received. Also known as a shipment receipt.

Provide details such as:• What was received?• When was shipment received?• Who signed for it?• Are there any damages?

• Verify the quality of goods received

• Calculate the delivery shortage or overage

• Integral part in the Recall/Complaints Process

Who enters a shipment receipt?

• Ship-To Org Admin• Order Manager• Contracting Officer

You have the ability to either:

• Enter receipt(s)• Upload receipt(s)

• Shipment Receipt(s) may be uploaded to WBSCM

• Receipt file to be uploaded must be an XML file

Initial Reporting Screen

• Click on the Upload Shipment Receipt link• File to be uploaded is in XML format• Select the XML file to be uploaded and click

Submit

Initial Reporting Screen

• Click on the Enter Shipment Receipt link• Enter the Order Number for the Order placed

• Signed By

• Quantity

•Date Received

•Comments

For damaged goods, enter:

• Good Quantity: actual quantity received that’s not damaged

• Damaged Quantity: quantity that has been damaged due to transport, uploading, or storage

• Description: descriptive information about the damaged quantities received

Click on Submit Receipt to finish receipting the 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. T/F: The customer receipt provides acknowledgement that a shipment has been received.

A. TrueB. False

2. T/F: The customer receipt provides a 4 way match between warehouse, vendor, shipper, and customer.

A. TrueB. False

3. The customer shipment receipt file type that is uploaded is a _____? A. DOC fileB. XML fileC. XLS file

Lesson Objectives• Create, Maintain, & Display users in WBSCM• Describe the User Admin Role• Explain the relationship between e-Auth & WBSCM

Key Term Definition

User AdminThe process of creating and maintaining users in WBSCM.

e-AuthA single sign-on procedure, meaning you will have access to the procurement, finance, and fulfillment interfaces just by signing into WBSCM in one place.

• Create View Only Users in WBSCM

• Remove User Admin role from the original Org Admin/User Admin

• Create Org Admins in their organization

•Create User Admins in their organization

Ship – To User Admins will create WBSCM users

Use this portal path to create new Users such as:

- Other User Admins- Org Admins- View Only Users

• As a User Admin, you can create, modify, and display users in your organization

You can view personal data about the user from the Personal data tab!

Role Data tab

You can view available roles forthe user from the Role data tab!

Admin Data tab

You can view user administration data about the user from the Admin data tab!

An email is sent to the new user!

Click on the first link to create an e-Auth account

Click on the Level 1 Access link

Enter User Information

Create your Password

Required Requirements:

• 9 to 12 characters long• At least one uppercase • At least one lowercase• At least one number (1 – 9)• At least one special character

Passwords Should Not:

• Be Dictionary Words•Contain Profile Info (i.e. Mother’s Maiden Name, Date of Birth, PIN, Phone, Email, etc)

Change your password every 180 days!

Submit your e-Auth Information

Close Window and wait for the confirmation email!

Access Activation Email and Activate Account!

Access Activation Email

Complete your WBSCM Registration!

Enter your User ID and e-Auth Password!

Accept WBSCM Rules of Behavior!

WBSCM Home Page

http://www.usda.gov/wbscm

• 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. What type of information is needed when creating a user? A. First NameB. Last NameC. Email addressD. All of the above

2. T/F: In order to gain access to WBSCM, the new user MUST provide confirmation by clicking the appropriate links in the system generated email and completing the registration process.

A. TrueB. False

Learning Objectives• Run and view reports associated with the Domestic

Fulfillment Process

Key Term Definition

Wildcard Search Search using an asterisk and a portion of the field.

Matchcode SearchSearch wherein a user chooses a value from a list of possible values for the field.

• Information Access means getting to data with ease

• Reports available at your fingertips through WBSCM

Initial Reporting Screen

1. Select Reports tab2. Select Order Processing3. Select specific report

Initial Reporting Screen

1. Select Admin tab2. Select Master Data tab3. Select folder

• Received Shipment Report

• Multi-Food Received Shipment Report

• Requisition Status Report

• Value of Materials Received – Multi-food

• Value of Materials Received –Domestic & Price Support

• Multi-Food Requisition Report

Received Shipment Report

Multi-Food Received Shipment Report

Requisition Status Report

Value of Materials Received – Multi-food

Value of Materials Received –Domestic & Price Support

Multi-Food Requisition Report

Use * in place of unknown values to find a display of values you can choose from.

Example: Type ‘10*’ for an unknown Sold-To starting with ‘10’.

Matchcode Search Functionality lets you display possible values for field

Clicking on the grey diamond allows you to narrow search criteria by choosing various operands like greater than, less than, unequal to, etc.

Clicking the grey diamonds will display the Selection Options pop up (shown on left)

• The Multiple Options pop-up windows provide additional ways for narrowing selection criteria

• Click on a yellow arrow to enter additional criteria

Click the yellow arrows to perform an advanced search

Click on Settings to:• Modify column selection• Sort• Calculate• Filter• Display

Click on Settings to further customize columns.

Click on the Column Selection tab to further customize columns.

Move items from the Displayed Columns to the Hidden Columns queue

Change the sequence of columns

Apply changes

Filtering a Report

Enter your filtering criteria in the desired field, in the filter row, the press Enter

Creates a new filter & displays filter row

Deletes Filter & Removes Filter Row

Filter row

Sorting Columns in a Report

• Sorting columns in ascending or descending order allows users to organize their results

• Click on the up arrow for the respective column to sort results in ascending order

• Click on the down arrow for the respective column to sort results in descending order

Use the up and down arrows to sort results

Click on Settings to do Calculations

Click on the Calculation tab to calculate Total, Minimum, Maximum, and Mean Value

Calculation Features

Click the Apply button to run the calculation and display the result in the table

Only the columns that can be analyzed with calculations will be displayed.

Calculation Features

Select your display preferences

Display Functions

Click the Apply button for the changes to take effect.

Click on the Display tab to change the appearance of the report.

Display Functions

Click the Apply button for the changes to take effect.

Go to the Print Version tab to alter the report so it can be printed.

Pop-up prompts you to name the view

Name and Save the view

Reports can be printed, and print specifications can be customized by the user.Reports can be exported to excel

Select your view

1. The Reporting functionality includes:A. FilteringB. DisplayingC. CalculatingD. All of the above

2. To access the desired report, follow Reports tab to _________.

A. Order ProcessingB. Complaint AdministrationC. Recall AdministrationD. None of the above.

You have successfully completed your eLearning course!

Thank You!