supplier portal frequently asked questionsportal... · standard work instruction ... do i need to...

Friday, September 30, 2016 ESO [Name of Document] /18 UTC Aerospace Systems Proprietary – ECCN: EAR99

Title Frequently Asked

Questions Document Number SP-SNC-FAQ

Author Nicholas Wynne Version 2

Publish Date 1/4/2016

Last Revised Date 9/30/2016

Standard

Work Instruction

Supplier Portal

Frequently Asked Questions

UTC AEROSPACE SYSTEMS PROPRIETARY "The information contained in this presentation is UTC Aerospace Systems Proprietary Information and is disclosed in confidence. This presentation and its attachments contain information subject to the Export Administration Regulation of the United States. This presentation and the technology and technical data contained herein were exported from the United States in accordance with the Export Administration Regulations. Diversion contrary to U.S. law is prohibited". ECCN: EAR99


Table of Contents

1. PURPOSE .............................................................................................................. 3

1.1. Description of Standard Work ................................................. Error! Bookmark not defined.

2. DOCUMENT CONTROL ........................................................................................ 3

2.1. Version Change Log ................................................................................................................ 3

3. REGISTRATION..................................................................................................... 3

4. LANDING PAGE .................................................................................................... 4

5. QUICK VIEW .......................................................................................................... 5

6. ALERT MONITOR .................................................................................................. 5

7. DEMAND ................................................................................................................ 5

8. RELEASE (LTA - SCHEDULE AGREEMENTS) ................................................... 6

9. PURCHASE ORDER .............................................................................................. 7

10. QUALITY ................................................................................................................ 9

11. DELIVERY (ASN) ................................................................................................. 11

12. CUSTOMER DIRECT SHIP (CDS) ....................................................................... 16

13. INVOICE ............................................................................................................... 17

14. NON-PRODUCT ................................................................................................... 17

15. MISCELLANEOUS ............................................................................................... 17


1. PURPOSE

Provide answers to frequently asked questions about the Supplier Portal and SNC.

2. DOCUMENT CONTROL

This section outlines document revision history.

2.1. Version Change Log

Version Number

Date Author Reviewed By Change Description

1 1/4/2016 Lee Setter Brenda Roberts initial

2 9/30/2016 Nick Wynne Full update of all content.

3. REGISTRATION

Q: How does a supplier user register for a login ID for the supplier portal? A: Users are invited to use the portal via their supplier admin. The supplier admin is a person at the supplier’s organization who has been set up to administer supplier users at their organization. If you are not sure who your supplier admin is, click the ‘How Do I Gain Access’ link and follow the instructions for creating a new logon. If your organization does not have a supplier administrator set up, contact the help desk. Q: How many supplier admins can a supplier set up? A: The number of supplier admins is controlled by the initial supplier admin, there is no limit, however the more supplier admins within a company, the less control over the users and the data that they can access. We strongly recommend that no more than three (3) supplier admins are set up for a company. Q: How long does it take to get a new logon ID? A: A new logon ID request is approved by a supplier administrator within the supplier’s company. Once the administrator approves the request, the ID is created immediately, unless there is any UTAS approval required. Q: I forgot my password, what should I do? A: Click the ‘Forgot Password’ link on the logon page to begin resetting your password. If you require additional assistance, use the call information from the Help Page on the Supplier Portal. Q: My password is expired, what should I do? A: Contact the help desk. Use the call information from the Help Page on the Supplier Portal. Q: Can I or how do I get additional access? A: Suppliers with a current logon and password will click ‘Profile’ at the top of the landing page. The profile screen will show current approved applications and vendors. It also displays a link to ‘How can I change my permissions. A screen will pop up notifying the supplier to contact your supplier admin. The supplier admin name(s) are shown in the profile screen.

Q: What is the process for requesting access to Drawings and Specifications? A: Everyone has access to the drawings and specifications application in order to view Bill of Material (BOM) and ASL / MPN (approved supplier list / manufacturer’s part number for parts associated with a


PO. In order to view or download drawings, the user must be granted access to the Drawings role. This is a restricted role. The supplier admin must request this role (the same way they would permission any role). This this request begins an approval workflow at UTAS. As soon as the role is approved by UTAS, the user I notified that they have been granted the access. A: How can I change my user profile; date format, time zone, etc.? Q: On the landing page, click ‘”Profile: at the top right of your screen, adjacent to where your logon ID is displayed.

4. LANDING PAGE

Q: Where are the supplier’s On Time Delivery (OTD) and Parts Per Million (PPM) found? A: The OTD and PPM rating is under construction. When the ratings are deployed, they will be displayed on the initial landing page. Detail information will be available by clicking the link associated with the ratings. Q: How do I find if there is any military contract flow down that is assigned to a PO or SA release? A: The military contract flow down and DPAS rating will show on the PO. You can also go to ‘Contract Flowdown’ link on the landing page to view any or all contract flowdown associated with an order. Q: I do not have access to all of the ‘quick links’ on the landing page. How do I get access to additional links? A: Contact your supplier admin to get permissions to the applications associated with the quick links to the landing page. Q: What is the security that allows a supplier access to drawings, specifications, and MPN (manufacture part numbers – formerly known as ASL in the HS Portal A: In order to have access to a drawing, which also gives access to specifications and MPN, the part number must be on an open quote, purchase order or scheduling agreement. If your profile shows that you have UTAS Permission to view ‘Drawings and Specifications’, and you do not have access to a specific drawing, contact your buyer. The buyer will need to add the part number to a quote, PO, or SA. Q: Is there a link to the COPS system in SNC? A: Yes. COPS can be found in “Other Applications/Reports” on the landing page. Q: Does a user need a logon ID in order to access the help desk documents? A: Yes. If a user cannot access the supplier portal to review the help documents, they can have their supplier admin add them as a user and adding them a logon ID. A: How do I access the part identification generator (PIG)? Q: From the landing page, in “Other Applications/Reports” click the link to Part Identification Generator. A: How do I access Drawings and Specifications? Q: From the landing page, in “Other Applications/Reports” click the link to Engineering Information.

A: How do I access the 80/85 report? Q: From the landing page, in “Other Applications/Reports” click the link to either the 80 Report or the 85 Report. Q: Do I need to accept the UTC Aerospace Systems Part/Drawing and Specification agreement every time I access a drawing or specification? A: No, the agreement only requires that it be accepted one time for each user.


5. QUICK VIEW

Q: The training refers to 4 tabs on the quick view however I cannot see all of them. Why is that? A: The information that a user can view in SNC is managed by security roles, assigned by the supplier admins. If you need additional security, contact your supplier admin for assistance. Q: Is there a shipped not received (SNR) screen in SNC – Quick View? A: On the Quick View shipping tab, there is a link to ASNs with a status of ‘No Goods Receipt’ that shows orders that have an ASN created, however the order has not been received in SAP.

6. ALERT MONITOR

Q: Can I set up personal views and customize alerts? A: Yes. Refer to How can I see new or changed orders? Q: How do I acknowledge an alert? A: Refer to How can I see new or changed orders? Q: What happens if I do not acknowledge an alert? A: Refer to How can I see new or changed orders? Q: How do I set up an alert for unacknowledged PO / Releases? A: Refer to How can I see new or changed orders? Q: How many days will an order remain on the alert monitor before it is automatically removed / purged? A: Refer to How can I see new or changed orders?

7. DEMAND

Q: Will the functionality of the HS Portal ‘Multi-Tier Supply Management’, and the Independent demand flowing to the lower level supplier, be available on SNC? A: No, Multi-tier functionality is not currently available in SNC. Q: How do I change my time bucket profile (forecast view)? A: Refer to How do I view forecasted orders? Q: Do I have to set up a time bucket profile part by part? A: Yes, however using the copy function will make the process more efficient. Q: What is the ‘Order Forecast Collaboration’ download file? A: This download gives you a file that is the same as running from Demand / Order Forecast Monitor / Order Forecast Detail, however you can run the download for all or selected parts. Q: What is the ‘Custom Order Forecast Collaboration’? A: Refer to SAP: SNC Reports

https://suppliers.utc.com/Portal/Pages/AlertsQuickView





https://suppliers.utc.com/Portal/Pages/Forecast

https://s3.amazonaws.com/utc-portal/standard-work/Intro+to+SNC+Reports.pdf


8. RELEASE (LTA - SCHEDULE AGREEMENTS)

Q: What is a SA Confirmation? A: A confirmation previously referred to as a promise on the legacy HS portal, is a process that the supplier follows to confirm the delivery date that they can deliver. Q: How do I confirm a single or multiple SA releases? A: Refer to How can I manage and commit to orders? Q: When is a reason code required when making a PO or SA commit? A: When the order is originally created, a change is made to the order due date, the order is past due, and if the commit is more than 30 days from the need date for a PO and any change date for SA releases, a reason code is required. Q: How do I know if the reason code that I select is relating to the cause of the date being UTAS or Supplier caused? A: The reason codes are not delivery liability specific. Q: How do I split the confirmation of a SA line in the upload / download process if I cannot ship the entire quantity? A: Refer to How can I manage and commit to orders? Q: Do I need to delete rows in the upload file that I do not change? A: No, they do not need to be deleted. If the rows are left in the file unchanged, they will be uploaded and confirmed with the requested dates. Remember to delete any lines you don’t want to confirm at this time. Q: Can I input comments associated with my commit dates on the upload / download file? A: There currently is no field to input comments on the upload file. Q: Can I add a V-lookup or special copy/paste to my commit upload file without affecting the upload? A: No. The formatting cannot be changed of the file you intend to upload. So, please remove any formulas or additional columns to align with upload format prior uploading the file. Tip: If you would like to work with the file by making other changes, save an additional copy to your computer to work with. Q: Can I input a single commit date against an order / release or must I use the download center? A: Yes, to input a single commit date without using upload / download functionality, reference How can I manage and commit to orders? Q: Can I see my ‘Statistical’ delivery date in SNC since this is the date that OTD uses to calculate if the delivery is on time. A: Initially, the SNC “Request” date is the “statistical date”. This is true as long as the buyer updates the statistical date in ECC and sends change PO to SNC. Q: How do I print a SA Release? A: Individual SA Releases are not printed. The initial scheduling agreement (LTA) can be printed by navigating to the Release Overview screen. Then select the release to be printed and click Download Attachment. Click display to view a PDF of the scheduling agreement. You can print the PDF using File, Print. However, the individual releases can be downloaded as excel using export to Excel functionality in Release Details view by release number.

https://suppliers.utc.com/Portal/Pages/POSACollaboration





Q: Can I commit a date if the schedule agreement need date is outside of the ‘firm zone’ and has not been released? A: No. Demand outside of the schedule agreement firm zone cannot be confirmed in SNC. It is considered ‘Forecast’. Q: Does the PDF copy of a revised SA (SA Change) include all product numbers on the SA or does it only display product numbers that were included in the change? A: The PDF copy includes all of the part numbers.

A rev change will display this note in the detail area: Item Last Changed On: 12/29/2015

o As a result of the rev change a new message also displays in the detail area: Inspection: FAI Required - Revision # Change

In addition, a rev change will display at the end of the section of the line, after all text: *** ECI

Changed ***

A cancelled line will display at the end of the section *** Item cancelled ***.

An added line will display at the end of the section: *** New item ***.

A price change will display at the end of the section: *** Net Price Changed ***

Q: Can I input todays date in the PO/SA confirmation upload file, since dates are also usually time sensitive. A: Yes, the upload file will date stamps the current time when it uploads the dates in SNC.

9. PURCHASE ORDER

Q: What is a PO Confirmation? A: A confirmation; previously referred to as a promise on the legacy HS portal, is a process that the supplier follows to confirm the delivery date that they can deliver. Q: How do I Confirm a PO? A: Refer to How can I manage and commit to orders? Q: What do I do if I cannot meet the delivery date on the PO? A: Input a new confirm date through either the PO Confirmation or Upload / Download functionality. Q: Can I commit a past due date if I have already shipped the order? A: If the order has already shipped, a commit date is not required; input the tracking number in the order if necessary. Q: How do I know if the reason code that I select is relating to the cause of the date being UTAS or Supplier caused? A: The reason codes are not delivery liability specific. Q: Can I revise the commit date more than once, if I have a change in my original commit date? A: Yes, you can change the confirmation date manually in SNC or through confirmation upload functionality Q: How do I confirm multiple PO’s? A: Refer to How can I manage and commit to orders? Q: How do I split the confirmation of a PO line in the upload / download process if I cannot ship the entire quantity? A: Refer to How can I manage and commit to orders?





Q: Can I download the PO to Excel? A: Yes, as with many of the screen in SNC, you can select the export button on the PO to export it to Excel. Q: Can I input comments associated with my commit dates on the upload / download file? A: There currently is not a field to input comments on the upload / download file. Q: What is PO Publish? A: Publishing the PO sends all confirmations and attachments associated with the PO to UTAS (the buyer). Q: Can I publish more than one PO at a time? A: Yes, in the confirmation process, confirming multiple POs will publish those POs if the process is followed correctly. You cannot publish multiple POs from the PO Overview screen. Refer to How can I manage and commit to orders? Q: How do I reject a PO? A: From the PO Overview screen, select the PO line and click the Reject PO button. From the PO Details Screen, select the reject button at the top of the screen. Q: Can I add notes / reason to the rejection? A: Yes, after rejecting the PO go to the Alert Monitor and filter for alert type 7036 – PO Rejected. Select the rejected PO alert you want to add notes to and click the Notes button. A screen will display to add a reason and notes. Click save to attach the note to the alert which will be sent to the buyer. Q: How do I print a PO? A: In the PO details screen, click the Download Attachment button, then click Display. This will display a PDF of the PO which you can print. Q: Can I print more than one PO at a time? A: No Q: Does the PDF copy of a revised PO (PO Change) include all lines on the order or does it only lines that are included in the change? A: The PDF copy includes all of the lines.

A rev change will display this note in the detail area: Item Last Changed On: 12/29/2015

o As a result of the rev change a new message also displays in the detail area: Inspection: FAI Required - Revision # Change

o In addition, a rev change will display at the end of the section of the line, after all text: *** ECI Changed ***

A cancelled line will display at the end of the section *** Item cancelled ***.

An added line will display at the end of the section: *** New item ***.

A price change will display at the end of the section: *** Net Price Changed ***

Q: Will the PO that the supplier prints from SNC look exactly the same as the PO that prints as a PDF from ECC? A: Yes the PDF copy from the supplier portal is the exact same PDF copy that is generated from SAP. Q: Where is the Government Contract Number and DPAS rating displayed? A: This information prints on the PDF copy of the PO. It can also be found on the Contract Flowdown link that is found on the landing page.




Q: Is there a field that a supplier can use to input their job number as it relates to the UTAS part number? A: The supplier can input notes in a PO. The notes stay in ECC. Q: Can a PO be placed under a supplier’s lead time? A: SAP allows the placement of an order to meet the customer demand, as long as the due date is equal to or greater than the current date. Q: Is there a way to mass update the supplier promises for all parts? A: Yes, promises (or confirmations in SNC) can be downloaded into Excel, revised, and then uploaded back into SNC for transporting back to SAP. Refer to How can I manage and commit to orders? Q: How long will the PO’s remain in the system? A: The retention period has not been finalized as of 9/30/2016; however POs will remain in SNC for a period of time. When the retention period has been determined, we will communicate the time period to the suppliers. Q: How do I process a PO cancellation from the buyer in SNC? A: The supplier will get an alert that the order is cancelled. The order will also be shown in Quick View. Q: Where can I find the ‘ship to address’ on a PO? A: The ship to address will show on the PDF file of the PO. Also in the PO detail, select the item, click the ‘Locations’ tab. Q: Where do I find the reason codes to use in the confirmation process? A: Refer to How can I manage and commit to orders? Q: How does a supplier determine if an order is a Return to Vendor (RTV) order? A: On the PDF copy of the PO;

1) The quantity will be negative, 2) If the supplier will be debited the ‘Net Value’ will be negative, 3) The ‘Please Delivery To’ address will display the supplier’s address, and 4) The bottom of the PDF will display ‘Note: this is a Return Item’.

10. QUALITY

Q: What are the requirements for creating an inspection lot (iLot)? A: In order to create an iLot;

1) The user must be an approved Designated Quality Representative (DQR) 2) An inspection lot number must be created 3) The inspection results must be recorded 4) The usage decision must be recorded.

Reference training document: SP-SSI-CRT Quality SSI Create Inspection Lot. Q: How do I view quality notifications details? A: Using the navigation bar at the top of the SNC screen, click on Quality, and then choose Quality Notification Details in the drop down menu. Once on this screen, a user can input the Quality Notification number to pull up the details of that QN. Q: What is the source of the data on the QN’s? A: The data on a Quality Notification provides details of the actual non-conformance of the physical material. Q: Can a DQR create a supplier to supplier iLot, similar to the process used to create a supplier to supplier ESIR in the legacy Hamilton Sundstrand Portal?




A: A supplier to supplier iLot (created without a PO) is not possible in SNC. You should receive a package from your supplier that includes their certificate of compliance, raw material and special process certifications and First Articles Inspection forms if applicable. Q: Can a DQR create a ‘P’ coded iLot, similar to the ‘P’ coded ESIR that were created in the legacy Hamilton Sundstrand Portal? A: ‘P’ coded iLots are not included in of the SNC SSI process. Suppliers that need to ship orders that need additional inspection will be handled by a process in the SRI system.

Q: What Engineering Change (EC) revision prints on the label, the revision on the PO or the revision on the iLot? A: The Engineering Change revision on the label comes from the Purchasing Document.

Q: Do I have the ability to reduce the quantity on the iLot, if I lose or scrap a part after it is inspected? A: Yes. Refer to How do I inspect product (SSI)?

Q: Does UTAS require that a label be put both on the inside and outside of the package (box)? A: The suppliers should continue to use the process that they used on the HS Portal to include labels in the shipment. Q: Will an inspection lot be tied to a specific Purchase Order or SA Release? A: The inspection lot is created with reference to a specific Purchase Order or SA Release. Q: If a Quality Notification (or as it was referred to in the HS portal, CAD) applies to an inspection lot, where do I input the QN number? A: The QN Number should be input into the Remarks field during the Results Recording process for the Quality Notification Operation/MIC (Master Inspection Characteristic). Q: How are early warning alerts processed in SNC? A: A supplier will receive a EWS alert in the Alert Monitor view of the Portal. A user will receive a system-generated email that a EWS event has occurred if they subscribe to that alert (see Alert Monitor section on how to subscribe). Q: Can a Master Inspection Lot be created for all line items on the purchase order? A: Yes. The DQR should create an Inspection Lot (iLot) for the entire quantity of parts in the manufacturing lot that is presented to the DQR for inspection. When ASN is created, the iLot can be selected and the system will count down the quantity shipped from the iLot. Q: As a DQR, what do I need to inspect? A: The requirements for what the DQR will need to inspect has not changed. The DQR will need to physically inspect the parts 100% for workmanship and part marking. The DQR will also need to inspect 3 pieces and 5 characteristics from the lot presented to them. This dimensional inspection must be recorded and documented and kept on file for review by UTAS. Q: My sub-tier supplier for a special process is not listed, what should I do? A: Suppliers should submit an SRI if parts are not made yet or a CAD if parts have been processed. Q: The current system shows the revision of the part is at Revision B. I made the parts to Revision A and it is a Use-As-Is disposition on the EC. A: You will need to work with your buyer and have the purchase order updated. The SSI system will not allow you to ship unless the purchase order and the iLOT revision letters match.

Q: My purchase order requires me to attach test data for each lot to the ESIR. I understand that the SSI system will not allow attachments at this time. What should I do? I used to send with the parts but it would always get lost.

https://suppliers.utc.com/Portal/Pages/QualitySSI


A: DQR’s will not be able to attach documents at this time to iLots. It is one of the top priorities after go-live to add this feature. In the meantime, contact your buyer and ask how they would like to proceed or you can send a copy with the parts.

11. DELIVERY (ASN)

Q: What is the purpose of an Advanced Shipping Notification? A: An ASN creates an inbound delivery number in SAP, which is used to receive the material into SAP to begin the payment process. The ASN also creates a shipping label for the supplier. The shipping label ensures that:

1) A barcode is included on the label which is scanned into SAP. The label includes shipment information, which reduces the opportunity for turn backs due to manual input errors.

2) The order is within the ship window, which ensures that UTAS will not have to return the order because it is shipped early.

3) The order has any required quality inspection completed. Q: Is the ASN process required for all shipments? A: The ASN process is required for the shipment of all Production Orders. Orders requiring an ASN will be listed on the supplier’s due list. Q: Can the ‘Country of Origin’ field be populated with a default value of ‘US’, then changed by the supplier at ASN creation if necessary. A: No. To make the process more mistake proofed, Compliance requires that the Country of Origin must be manually input at the time of ASN creation. Q: Explain SLED and Best before date – Shelf Life Expiration Date and Manufacturing date A: SLED stands for Shelf Life Expiration Date. If a shelf life is required to be input in SAP, the ‘Best Before Date’ (scroll to the right on the ‘Create ASN’ grid) field must be input in SNC at the creation of the ASN. If the best before date is less than the current date, an error “Invalid best before Date” will be displayed. If SAP requires a manufacturing date, the ‘Manufacturing Date’ (scroll to the right on the ‘Create ASN’ grid) field must be input in SNC at the creation of the ASN. If the Manufacturing date is greater than the current date, an error “Invalid MFG Date” will be displayed. Q: Can I ship a partial quantity on an ASN? A: Non-CDS orders allow a partial shipment. To ship a partial; when creating the ASN, input the partial quantity to be shipped. The packed quantity must match the quantity shipping. Q: If I ship a partial, does the remaining quantity remain on the due list for a certain period of time? A: Yes, the remaining quantity is always available on the pick list until the order is 100% completed either by being shipped completely or by the buyer agrees to close the remaining quantity on the PO in ECC. Q: How does the Due List determine if the SSI exempt field should be Y or N? A: 1) The Military Industry Standard Hardware (MISH) list is populated by quality and includes part numbers that do not need Supplier Source Inspection (SSI). This file is not plant specific. 2) If the material master is set up with any value in the inspection type field, then SSI and an iLot is required. If the field is blank, an iLot is not required. If the part is on the MISH list or does not have an inspection type assigned in SAP, the part is SSI exempt, the SSI Exempt field is Y, and an iLot is not required. Q: Can a supplier ship multiple ASN packages in a larger package / box?


A: Yes, multiple packages can be shipped in a larger package / box. The larger package does not need to be packaged in the ASN process. Q: How do I print or re-print a label? A: Navigate to Delivery -> Advanced Shipping Notifications -> ASN Details. Inquire on the ASN, click Go. When the screen populates the ASN information, click ‘Packing’. From the ASN packing screen, select ‘Print all Labels’ to print all of the labels. Q: What do I do when I see a blocked message when trying to print an ASN label? A: Initially there is a compliance batch program that runs to determine if the part is setup correctly in SNC to allow the shipment. If you receive an error message when you attempt to print a label, wait at least 5 minutes. If after 5 minutes try to print the label again. If you receive the message again, the order may be held for review by the International Trade Compliance (ITC) group. You should receive an email notifying you of any orders held for review by ITC. If you have not received an email, contact the help desk. Q: How do I cancel an ASN? A: Navigate to Delivery -> Advance Shipping Authorization -> ASN -> ASN Details. Input the ASN number, click Go. Click ‘Cancel ASN’. Click ‘Yes’ on the confirming pop-up. Q: How does the supplier determine the Country of Origin for material shipped? A: The US definition of Country of Origin is found in the US Government Publishing document 19 CFR 134.1. Q: My order is found, but it is not in the ship window; the Ship Hor. Val. field = ‘N’. How can I ship the order? A: An ASN cannot be created until the order due date is inside of the ship window. If UTAS is requesting that the order be shipped, contact the UTAS associate that is requesting that the order should be shipped. Q: Where does a supplier input a tracking number? A: The tracking number is input on the initial ASN creation screen (the screen that is used to input the Delivery and Ship date, Quantity, Country of Origin, etc. To navigate to the tracking number input screen, click the ‘Shipping Details’ tab at the top of the screen. Input the tracking number in the Bill/Lading field. Do not input the tracking number in the tracking no. field, since this field does not map back to SAP. Note: the tracking number is not required on orders shipping to UTAS, it is a required field for orders shipping directly to a UTAS customer (customer direct ship – CDS). Q: Can I add a tracking number after the ASN is created? A: Yes, the tracking number can be added to the ASN at any time, up to the time it has been received. Q: How can I use multiple iLot numbers to create one ASN? A: On the ASN creation screen, click Copy line item. Change the quantities of each line to the specific quantities to be shipped in each inspection lot. Then select the inspection lot for each line using the drop down. Q: How do I ship multiple Country of Origins? A: On the ASN creation screen, click Copy line item. Change the quantities of each line to the specific quantities to be shipped for each country of origin. Then input the country of origin for each line. Q: Is there a specific label paper or printer that needs to be used to print an ASN label? A: No, any 8 ½ or A4 paper can be used to print a label. The printer that you are using to print a label from the HS Portal can be used to print a SNC label. Q: What does a supplier do if they received an ‘Inspection lot required’ error message when creating an ASL?


A: An inspection lot (iLot) is required if the supplier is set up as required to provide inspection lots and an iLot is not available. The supplier should contact their Delegated Quality Representative (DQR) to have an iLot created. Q: What does the ‘Shipping Date is not within the Shipping Horizon’ error message mean? A: The error message means that the due date of the order is outside of the ship horizon / window that is assigned to the supplier. The Ship Hor. Val. field will display ‘N’. An ASN cannot be created until the order due date is inside of the ship window. Q: What does a supplier do if an order is ready to ship and is not found using the Quick View process? A: The supplier can search for the order by navigating to Delivery->Receipts and Requirements->Due List for Purchase Order Documents to access the Due List directly, without filters. The supplier can search the entire due list file to find the order. If the order is not found, contact the help desk for assistance in researching the status of the order. Q: If an order is past due, will it remain on the Due List? A: Yes, the order remains on the Due List, when creating the ASN you will need to adjust the Delivery date and Ship date to a current or future date. Q: How does the portal determine if a serial number is required? A: The serial number required functionality is based on the setup of the part in SNC. If the supplier has a question regarding the requirement for the input of a serial number in SNC, contact the buyer for assistance. Q: Does the serial number print on the shipping label? A: The serial number does not print on the shipping label. The supplier will ensure that serial numbers that were assigned to the ASN are included in the shipping container. Q: Where is the serial number input? A: On the initial ASN creation screen, click ‘Show Details’. The serial number is input in the ‘Serial Number’ tab. The supplier can use Excel to cut and paste a range of serial numbers. NOTE: A current defect only allows the pasting of 5 serial numbers at a time using the excel cut and paste functionality. Q: What does ‘HU’ stand for in SNC? A: HU stands for Handling Unit and it includes the information regarding how a supplier packages a shipment. Q: How do I estimate the delivery date of an order when creating an ASN? A: The delivery date can be estimated through the use of the supplier’s experience of how long it will take a carrier to deliver an order to the receiving plant. The supplier or carrier may be able to provide a date based on historically how long it takes an order to ship to the receiving plant. Q: Will OTD be based on the estimated delivery of an order, the date that is input on the ASN creation screen? A: No, The OTD report considers Statistical date and the order received date for the OTD report. Q: Can you correct an ASN after it has been packed? A: Yes, until the ASN has a goods receipt against it, the ASN can be revised. Q: Does the number of boxes affect the number of labels created? A: Yes, a label must be assigned to all of the Handling Units that have been created in the pack process. Q: If serial numbers are duplicated from previous shipments, will the error be displayed at ASN creation or at the receipt in SAP? A: An error will display in SNC prior to allowing the ASN to be saved.


Q: Where is the box size; height, weight, etc. entered? A: The box size can only be input for Customer Direct Ship (CDS) orders, orders that are set up to ship directly to UTAS customers, not shipping to a UTAS facility. Reference the CDS section of this FAQ document. Q: What does a Handling Unit of ‘SNC_Custom’ and ‘SNC_Custom-EUR’ mean? A: SNC_Custom is to be used when the unit of measurement of packaging requirements is based on US measurements (inches, pounds, etc.). SNC_Custom-EUR is to be used when the unit of measurement of the packing requirements is based on the metric system (meter, kilograms, etc.). The only time that the supplier needs to be concerned with picking the exact handling unit is when shipping directly to a UTAS customer using the Customer Drop Ship process and package dimensions (height, weight, etc.) is required to be input. Q: What quantity do I input in the ‘Packed Products’ field? A: The quantity that is included in the package being packed in input in the ‘Packed Products’ field. Q: Is the Handling Unit (HU) field mandatory? A: Yes, the UTAS version of SAP requires that a handling unit value is input during the receipt process of the Inbound Delivery. The handling unit can be thought of as box, envelope, or skid. Q: Can the HU be changed after the ASN is saved/published? A: Yes, as long as the ASN allows changes. The ASN is not editable after the status is changed to “good receipt”, meaning the order has been received in SAP. Q: Can I ship multiple part numbers and POs in the same box? A: Yes, however multiple part numbers and orders will require separate labels, however the shipment can be consolidated into one box for shipping. Q: Is there a limit to the number of parts in a package / box? A: No, the quantity of parts that can be shipped in a package is determined by the supplier, based on the size of the parts and the size of the package. Q: What is an Inbound Delivery number? A: An inbound delivery number is a unique number that is assigned to an Advanced Shipping Notification (ASN) at the time the ASN is created. The inbound delivery number includes the ASN information that was input by the supplier and is used by the UTAS receiving associates to receive the part. Q: What is the difference between ‘Print Label’ and ‘Print All Labels? A: From the ASN packing screen, select ‘Print all Labels’ to print all of the labels. If you need to print (or reprint) one specific label, if applicable, select a single handling unit (if multiple handling units exits) and select ‘Print Label’. Q: How can you determine if an iLot is required at ASN creation? A: In the Delivery Due List, there is an SSI Exempt column. If an inspection lot is required for the ASN, there will be an N in this column. Also, when entering the Create ASN screen from the due list, the user will receive a message saying that an inspection lot is required. Q: How is it determined if a Part / Supplier requires source inspection? A: If the part is listed on a Quality maintained MISH (Military Industry Standard Hardware) list, the part does not require source inspection. Non-Product parts also do not require source inspection.


Q: Can I get a file of the Due List of only orders with ‘Ship Hor. Val. = Y? A: Open the due list and Export it to Excel. Filter the Ship Val. Hor. field, then delete all lines with an N in this field. Q: How do I set up auto packaging? A: Before using auto pack, the part must be set up with a packaging specification assigned to the product number. Reference standard work document SP-ASN-AP Auto Pack. Q: How do I use Auto Packaging. A: After the part has been set up to allow auto packaging (reference standard work document SP-ASN-AP Auto Pack), complete mandatory fields on the first screen, then click ‘Packing’. If you have multiple packages set up for a part, select the package specification to use. On the ASN PACK screen, click ‘Automatic Packing’. Q: How do I manually create multiple Handling Units / boxes? A: In the packing section of the ASN Creation, click Create HU. Then add the packaging material and click OK. This will create the first handling unit. Without selecting anything on the screen, click create HU again and follow the same process. This will create another handling unit to use in packing. If done correctly, there will be two lines listed under Pack Level 01. Q: Can the format / layout of the label be changed with different UTAS companies? A: No, the label format is consistent for shipments to all UTAS facilities using the supplier shipping label to receive orders in SAP. Q: Can I have multiple users creating ASNs? A: Yes, each user will sign on with their own, unique, logon ID. In order to avoid conflicts between selecting the same order to ship, we recommend filtering the Due list by Company Location (plant), or some other unique filter. Q: What does the ‘Save ASN / Draft’ button on the ASN Packing screen do? A: Clicking the Save ASN / Draft button will save the ASN as a draft to come back to later and continue working on. The draft will be available on the ASN overview screen. The Save ASN / Draft does not create an inbound delivery in SAP. Q: Can I set up multiple profiles for ‘auto-pack’ if I have different box sizes that I can use for the same part? A: Yes, you can setup different profiles for the same part if you would like to change the packing configuration. Q: Can I print more than one ASN label at a time? A: No, Currently SNC functionality allows printing of labels from the ASN pack screen only. We are researching an enhancement that would allow suppliers to print all unprinted labels in one click. Q: Can I create an ASN if the engineering change revision letter on the iLot does not match the revision letter on the PO or Release? A: The ASN creation process requires the revision letter on the PO matches the rev letter on the iLot. Q: Can I get a list of ASNs created that have not been received? In the HS Portal this was referred to as SNR (Shipped Not Received)? A: There are two ways to navigate to ASNs that have not been received.

1) Navigate to Exceptions -> Quick View. Click the Shipping tab. On the right graph is a link to ‘No Goods Receipt’. This link will navigate to a screen that shows ASNs that have a published ASN, but no receipts against them.

2) Navigate to Delivery->ASN Overview (Filter the ASN Status = Published (These ASNs are still open, they have not been; received, closed or cancelled)


Q: Can I get a list of only order inside (Ship Hor. Val. = Y) or outside (Ship Hor. Val. = Y) the ship horizon / window? A: Yes, go to the Due List and export the file. Filter by the Ship Hor. Val. field and delete either Y or N. Q: Will my On Time Delivery be affected by the estimated delivery date that I input at the time of the creation of the ASN? A: No, the OTD calculation uses the Statistical Delivery date that is loaded in SAP to determine the OTD rating. Q: What if I accidentally input incorrect information in the ASN (e.g. iLot, Country of Origin, etc.)? A: Prior to clicking the Save ASN/Publish you can correct the field. After Saving/Publishing the ASN you need to cancel the ASN and create a new one. Q: What menu do I use to set up Auto Pack. A: The setup of auto pack is performed in the ‘Master Data’ menu. Reference How do I ship product to UTAS? Q: How do I determine if auto pack is set up for a part number? A: To determine if auto packaging is set up for a product number, navigate to Master Data -> Packing -> Assign Packaging Specification. Click ‘Go’ to view the packaging specifications that have been set up for a product number. Q: What field identifies the maximum quantity that can be packed in a packaged? A: The ‘Target Quantity’ field in the ‘Level’ tab contains the maximum quantity that can be packed in a package.

12. CUSTOMER DIRECT SHIP (CDS)

Q: How can I determine if an order is a CDS order? A: Customer Direct Ship orders will show a ship to address to a UTAS customer, not a UTAS facility. When creating the ASN, the handling unit dimensions and tracking number will be required to be input. Q: For a Customer Drop Ship (CDS) order, am I required to create an ASN for the earliest delivery on the Due List, or can I choose any order that is within the customer’s ship window? A: Since the orders on the due list are tied directly to a sales order, the supplier is required to ship order in due list sequence, shipping the earliest delivery first. Q: What is the difference between CDS orders shipping directly to UTAS’ customer and non-CDS orders shipping to UTAS? A: 1) A supplier cannot confirm or ship a partial quantity (or split confirmations), 2) The package details; height, weight, etc. must be input. 3) The label and packing slip will be generated by UTAS and printed using the download button. 4) The tracking number is required (Shipping details tab, Bill/Lading field). 5) Supplier may select alternative “route” (ex: Fed-X or UPS). 6) Supplier is able to see “freight forwarder “Release Details”. 7) CDS always requires full shipment, no partial shipments allowed. 8) CDS shipment can’t be combined. (Ex: Can’t mix two LTA or LTA Items in one ASN). 9) CDS does not allow for a split of the confirmation date. Q: Where is the box size; height, weight, etc. input? A: The box size information is input in the Packing process of the ASN creation, in the ASN Packing screen, after the Handling Unit has been created. Click ‘Edit HU’ to allow the input of the dimensions.

https://suppliers.utc.com/Portal/Pages/ASNs

https://suppliers.utc.com/Portal/Pages/ASNs


Q: What does a Handling Unit of ‘SNC_Custom’ and ‘SNC_Custom-EUR’ mean? A: SNC_Custom is to be used when the unit of measurement of packaging requirements is based on US measurements (inches, pounds, etc.). SNC_Custom-EUR is to be used when the unit of measurement of the packing requirements is based on the metric system (meter, kilograms, etc.). The only time that the supplier needs to be concerned with picking the exact handling unit is when shipping directly to a UTAS customer using the Customer Drop Ship process and package dimensions (height, weight, etc.) is required to be input.

13. INVOICE

Q: How do I view the status of my invoice? A: Refer to “How do I view invoice payment status?” for Non-Product orders, and “How do I view invoices?” for Product Q: How can I determine if an invoice is required to be attached? A: Go to the ‘Invoice’ menu, input the PO number. The ‘Invoice Creation type’ field will display ‘Invoice Creation Not Allowed’ since this is an Evaluated Receipt Settlement (ERS) Supplier. Tip: Menu->Invoice->Documents requiring invoices shows the invoice required by supplier. Q: What does the ‘External Reference’ field on the invoice overview contain? A: This field is currently not used. This is where if invoice is created electronically from supplier system to SNC system. (Possible future B2B integration) Q: When does the payment terms date start on ERS orders, at the ship date or the date the order is received in SNC? A: The payment term process begins when the order is received by the receiving associates on the dock. Q: How will suppliers be notified when an invoice is generated in the ERS system? A: The supplier will need to check the invoice overview screen. Master Data

14. NON-PRODUCT

Q: How can I determine if an order is a non-product order? A: No product number will be displayed in the product field and the document type / description will read: ‘Non Product’ as the order type. Q: Is an ASN required for non-product orders? A: No Q: Is an inspection lot (iLot) required for non-product orders? A: No Q: Can I back date an invoice? A: Yes

15. MISCELLANEOUS

Q: Is there a preferred internet browser (Internet Explorer, etc.) that will make the using of SNC seamless. A: The preferred browsers are listed at the top of the supplier portal logon page. Q: How do I save variants? A: Reference How can I see new or changed orders?



Q: Where do I find additional training documentation? A: Training Documents are listed in the Help page of the Supplier Portal. Q: Who do I reach out to for support? A: Help contact information is listed in the Help page of the Supplier Portal. Q: How can I request additional training on the supplier portal functionality? A: Help contact information is listed in the Help page of the Supplier Portal. Q: Where is the ECCN/ITAR classification information listed if it is not available on the PO? A: Prior to sending a PO or SA (LTA) to the portal, a system check is made to ensure the part is classified. The ECCN/ITAR classification will show on the PDF copy. Q: Can I use a wildcard when searching or filtering in SNC? A: An ‘*’ can be used as a wildcard when filtering in SNC Q: What PO types are sent to SNC? A: Standard PO types, spot buys, SA releases, rework orders, subcontract orders, MRO (Repair), non-product, CDS (customer direct ship).