collaboration identity supply chain risk management Boeing Supply
collaboration identity supply chain risk management Boeing Supply Chain Platform (BSCP) Detailed Training Orders – Create Responses July 2017
Table of Contents Slide Number Training Topic 2 Order states and actions 9 Supplier response process 13 Respond to orders with ‘In Process’ 17 Respond to orders with ‘Accepted’ 24 Respond to orders with ‘Acknowledge with Exceptions’ 32 Work with change orders from Boeing 45 Work with cancelled orders Copyright 2017 Exostar LLC | All Rights Reserved | 1
Order States and Actions Copyright 2017 Exostar LLC | All Rights Reserved | 2
Supplier Actions for Discrete Orders § A new order is loaded into BSCP in a New state, with all its line items in a New state. § The Supplier can change a New order to these states: Ø In Process: Supplier communicates to Boeing they received and are working on the order Ø Accepted: Supplier agrees to the order from Boeing Ø Acknowledged with Exceptions: Supplier is taking exception to something on the order § The process to change an order’s state is explained later in this presentation. Copyright 2017 Exostar LLC | All Rights Reserved | 3
Buyer/System Actions for Discrete Orders § The Buyer can change an order to these states by sending a change order to BSCP: Ø Updated: Buyer has made a change to the order’s data, such as a date or quantity Ø Cancelled: Buyer wants to cancel a schedule line or entire discrete order Ø Closed: (Future Use) Buyer wants to close a schedule line or entire discrete order § Schedule lines move to an Archived state when the order has been closed or cancelled for more than 180 days. § A Supplier cannot create shipments or invoices against schedule lines in these states: Ø Cancelled Ø Closed Ø Archived Copyright 2017 Exostar LLC | All Rights Reserved | 4
States at the Line and Header Level § States are applied at the schedule line level (A) and the header level (B). § The Order State is dependent on the states at the Schedule State level. B A Copyright 2017 Exostar LLC | All Rights Reserved | 5
States at the Line and Header Level § When all the schedule states are changed (A), the order state also changes (B). B A Copyright 2017 Exostar LLC | All Rights Reserved | 6
States at the Line and Header Level § If at least one schedule line is in the New, Updated or In Process state (A), the Order State at the header will remain in that same state (B). § Each Schedule State has a priority that helps determine the Order State (see next slide). B A Copyright 2017 Exostar LLC | All Rights Reserved | 7
State Priorities § The Order State (header) is determined by the Schedule State with the highest priority (Priority 1 is the highest priority). Priority of States Example: Order 1 State Priority Order State New 1 In Process Updated 2 In Process 3 Acknowledged with Exceptions 4 Accepted 5 Archived 6 Cancelled 7 Closed 8 Schedule States Priority Line 1: In Process 3 Line 2: Accepted 5 Line 3: Accepted 5 Example: Order 2 Order State Schedule States Priority Line 1: Accepted 5 Line 2: Acknowledged with Exceptions 4 Line 3: Cancelled 7 Acknowledged with Exceptions Copyright 2017 Exostar LLC | All Rights Reserved | 8
Supplier Response Process Copyright 2017 Exostar LLC | All Rights Reserved | 9
BSCP Process: Supplier Response to an Order Locate order Review order and attachments No changes **Accept order Order response is sent to Boeing *Changes **Update order & Acknowledge with Exceptions * The changes would have been discussed with the Buyer off-line. ** In order to acknowledge the order, all lines must be acknowledged. Copyright 2017 Exostar LLC | All Rights Reserved | 10
Supplier Options to Respond § For each order with a New or Updated status, the Supplier can respond the order is In Process. Ø This status tells Boeing the order is being reviewed. Ø It also allows the Supplier to keep track of which orders have been viewed or assigned to someone to review. Note: Only some Boeing business units can receive an In Process notification. § Once the Supplier has a response, the options are to Accept the order or Acknowledge with Exceptions. § Each of these response options are discussed in the next three sections of this presentation. Copyright 2017 Exostar LLC | All Rights Reserved | 11
Responding at the Order or Schedule Line Level § In the View Orders presentation, multiple options to view orders were discussed. Ø Summary page: order level view of data, or schedule line from second tab Ø Search page or My Workspace: schedule line view of data § When you respond to orders, the same levels for status apply. Ø To respond to an order at the order level, use the Order Details page or Summary page. Ø To respond to an order at the schedule line level, use the Search or My Workspace pages. IMPORTANT! Boeing only receives the order level status and the Note to Buyer message from the order level. Ø Therefore, if you respond at the schedule line level, the order status is based on the schedule line with the highest priority state (see Slide 8). Ø Also, if you respond at the schedule line level, the response is only sent when all the schedule lines have a response. § It is highly recommended to respond from the Order Details page or Summary page. The rest of this presentation assumes you would use this approach. Copyright 2017 Exostar LLC | All Rights Reserved | 12
Respond to Orders with ‘In Process’ Copyright 2017 Exostar LLC | All Rights Reserved | 13
‘In Process’ Orders § Suppliers have the option to manually move orders to an In Process state. This action sends an In Process order response to Boeing. § Go to Order Management Discrete Order Summary 1. Select the Total number link for the New orders 1 Copyright 2017 Exostar LLC | All Rights Reserved | 14
‘In Process’ Orders 2. On the Discrete Order List page, select orders to move to the In Process state. 3. Click the In Process button; a notification is sent to Boeing. Note: Since the search criteria used to get to this page was a New state, the lines move off this page once their status changes to In Process. 2 3 Copyright 2017 Exostar LLC | All Rights Reserved | 15
‘In Process’ Orders 4. The total counts on the Summary page, and My Workspace, automatically update to add orders and lines to the In Process count. 4 Copyright 2017 Exostar LLC | All Rights Reserved | 16
Respond to Orders with ‘Accepted’ Copyright 2017 Exostar LLC | All Rights Reserved | 17
Accept an Order § When the Supplier responds with an Accepted status, they are agreeing to the order. This action sends an Accepted order response to Boeing. § Go to Order Management Discrete Order Summary 1. Select the Total number link for the New orders. 1 Copyright 2017 Exostar LLC | All Rights Reserved | 18
Accept an Order 2. On the Discrete Order List page, select an Order Number to go to the order’s details. 2 Copyright 2017 Exostar LLC | All Rights Reserved | 19
Accept an Order 3. Click the Accept button. 3 Note: You can find Instructions on how to review or print the order details in the Orders - View and Print presentation. Copyright 2017 Exostar LLC | All Rights Reserved | 20
Accept an Order A. The Schedule state for all schedule lines moves to Accepted. Note: Even if there are multiple states at the line level, they will all move to Accepted (except Cancelled lines). B. The Order State moves to Accepted. C. The Order Response Sent to Boeing changes to Yes, indicating it was sent to Boeing. C B A Copyright 2017 Exostar LLC | All Rights Reserved | 21
Optional Process: Accept Multiple Orders § A Supplier with many routine orders can select most of them from a list, batch accept them, and then address the orders that require more attention (also from the list page). § Go to Order Management Discrete Order Summary. 1. Select the Total number link for the New or Updated orders. 1 Copyright 2017 Exostar LLC | All Rights Reserved | 22
Accept Multiple Orders 2. On the Discrete Order List page, select orders you want to move to the Accepted state. 3. Click the Accept button. The status changes to Accepted, the responses are sent to Boeing, and the selected orders are removed from this New order list. 2 3 Copyright 2017 Exostar LLC | All Rights Reserved | 23
Respond to Orders with ‘Acknowledged with Exceptions’ Copyright 2017 Exostar LLC | All Rights Reserved | 24
‘Acknowledge with Exceptions’ for an Order § The Acknowledged with Exceptions state requires a note from the Supplier in the Supplier Message field at the header of the order. This action sends an Acknowledged with Exceptions order response to Boeing. § Go to Order Management Discrete Order Summary 1. Select the Total number link for the New or Updated orders. 1 Copyright 2017 Exostar LLC | All Rights Reserved | 25
‘Acknowledge with Exceptions’ for an Order 2. On Discrete Order List page, select an Order Number to go to the order’s details. 2 Copyright 2017 Exostar LLC | All Rights Reserved | 26
‘Acknowledge with Exceptions’ for an Order 3. To enter the required message in the Supplier Message field, click the Create link. 3 Note: Instructions on how to review or print the order details can be found in the Orders - View and Print presentation. Copyright 2017 Exostar LLC | All Rights Reserved | 27
‘Acknowledge with Exceptions’ for an Order 4. A pop-up window displays. Enter an explanation as to why you are acknowledging this order with exceptions. Note: There is a limit of 4, 000 characters, and only 128 characters are retained in history. 5. When finished, click the OK button. 4 5 Copyright 2017 Exostar LLC | All Rights Reserved | 28
‘Acknowledge with Exceptions’ for an Order 6. Click the Acknowledge with Exceptions button. 4 Copyright 2017 Exostar LLC | All Rights Reserved | 29
‘Acknowledge with Exceptions’ for an Order A. The Schedule state for all schedule lines moves to Acknowledged with Exceptions. B. The Order State moves to Acknowledged with Exceptions. C. The Order Response Sent to Boeing changes to Yes, indicating it was sent to Boeing. C B A Copyright 2017 Exostar LLC | All Rights Reserved | 30
Changing a Response to ‘Accept’ § It is possible to change your response to Accept after you already sent Acknowledged with Exceptions as your response. 1. Click the Change link on the Supplier Message field to edit your response to Boeing. 2. Click the Accept button. 1 2 Copyright 2017 Exostar LLC | All Rights Reserved | 31
Work with Change Orders from Boeing Copyright 2017 Exostar LLC | All Rights Reserved | 32
Purchase Order Changes § If your exceptions are agreeable to the Buyer, a change order should be issued by the Buyer. § A change order 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 change order with Accept or Acknowledge with Exceptions. § You also have the ability to Accept an order previously Acknowledged with Exceptions, without the Buyer sending a change notice. IMPORTANT: You will always see the latest version of an order, including all change orders sent to BSCP. The documents post as they are received. Copyright 2017 Exostar LLC | All Rights Reserved | 33
Click ‘Agree’ on the Terms and Conditions Page § Every time a Supplier logs into BSCP, the user must agree to the alert presented. The terms and conditions are related to acknowledging all changes applied to orders represented in the Supplier’s response. 1. Select Agree. 2. Click the OK button (this redirects the user to the Home page). Note: Certain roles may not have this log on message (i. e. : shipper role, Supplier view role). 1 2 Copyright 2017 Exostar LLC | All Rights Reserved | 34
Locate Purchase Order Changes § To review change orders, go to Order Management Discrete Order Summary 1. Click on the Total number link for Updated. 1 Copyright 2017 Exostar LLC | All Rights Reserved | 35
Locate Purchase Order Changes 2. On the list page, click on an Order Number link to go to the Order Details page 2 Copyright 2017 Exostar LLC | All Rights Reserved | 36
Purchase Order Changes - Highlighting A. Three schedule line data fields are highlighted in yellow if they have been changed: § Requested Schedule Qty (shown below) § Schedule Date (shown on next slide) § Unit Price (not shown) B. On the Details page, the previous value is also shown in a corresponding data field. A B Copyright 2017 Exostar LLC | All Rights Reserved | 37
Purchase Order Changes – Full Print 3. To see changes beyond the three highlighted data fields, click the Full Print button. 3 Copyright 2017 Exostar LLC | All Rights Reserved | 38
Full Print – View All Changes § Asterisks in the full print file (A) indicate changes between the current version and the last version with a Supplier response. § If there is no Supplier response yet, then it compares the current version to the original version of the order. A Copyright 2017 Exostar LLC | All Rights Reserved | 39
View History – View Changes for Fields in BSCP § In addition to the full print, the View History tracks changes by Boeing, the Supplier, or the system, for all data fields shown in the BSCP user interface (on the screens). A. The View All History link shows changes for the header section and all lines. B. Selecting one schedule line and clicking the View History button, shows the changes for only that line. A B Copyright 2017 Exostar LLC | All Rights Reserved | 40
View History – Line Level 1. To view changes for one line, select the check box for that line. 2. Click the View History button. 1 2 Copyright 2017 Exostar LLC | All Rights Reserved | 41
View History – Line Level 3. A pop up window displays. Optional: In the History Selector section, highlight one or more data fields to filter the records by what field has changed. 4. Click the Refresh button to update the results. 5. Select a + to view the details for a change record, or select Expand All, and use Refresh to open the details for all records in the Audit Detail section. 3 4 5 Copyright 2017 Exostar LLC | All Rights Reserved | 42
View History – Line Level A. The left columns show the date/time of the change, the user’s name and their role, the order number and line and schedule ID’s, change order sequence and date. B. The right columns show the changed field, the old value, and the new value. C. This information can be exported in a text format by clicking the Export icon. A B C Copyright 2017 Exostar LLC | All Rights Reserved | 43
Change Order with a ‘New’ Status § § It is possible for an order to have a New status, even though some of the schedule lines have an Updated status (or other statuses). Ø If a line was added to an existing order, the status of that line will be New. Ø If only some of the lines for an order are sent into BSCP as a change order, then a line that is not sent will keep its current status. New status has a higher priority than Updated, and therefore if any of the lines in an order are New (A), the entire order status is New (B). B A Copyright 2017 Exostar LLC | All Rights Reserved | 44
Cancelled Orders Copyright 2017 Exostar LLC | All Rights Reserved | 45
Cancelled Orders § The Buyer's intent to cancel an order, or some schedule lines on an order, is sent to BSCP as a change order. The Supplier receives an email alert. § Lines in a cancelled state are displayed in a red strike-through font. § Some Boeing business units will send through their intention to cancel an item with a change order, so the status is Updated. These orders require a response so there is a response to the cancellation. Copyright 2017 Exostar LLC | All Rights Reserved | 46
Cancelled Orders - Email Alert § Each BSCP user with a Supplier role can set up an email alert for cancelled orders. § On the Navigation Tree, click My Profile Email Alert Subscription. 1. In the Subscribe column, make sure the Cancelled Discrete Order Alert row is checked. 2. When finished, click the Save button. 1 2 Copyright 2017 Exostar LLC | All Rights Reserved | 47
Locate Cancelled Orders § To view cancellations, go to Order Management Discrete Order Search. 1. For the Schedule State data field, scroll down and select Cancelled. 2. Then click Search. 1 2 Copyright 2017 Exostar LLC | All Rights Reserved | 48
Locate Cancelled Orders – by a Date Range § While searching, you can enter a date range in the Change Order Date from and to fields (A). This will reduce the number of results, and allow you to locate the most recent cancellations. You can also use the Relative Date Range (Days) slider (B), located under the from and to fields. This option allows you search a specific date range, and you can save for future use. A B Copyright 2017 Exostar LLC | All Rights Reserved | 49
Cancelled Orders – List View § On the list page, cancelled lines are shown in red strike-through font (A). 3. Click on an Order Number link to go to the Order Details page 3 A Copyright 2017 Exostar LLC | All Rights Reserved | 50
Cancelled Orders - Details § If only some schedule lines were cancelled in the order, you can respond to the other lines. 4. Respond to the order with Accept or Acknowledge with Exceptions. The cancelled lines remain in a Cancelled state. 4 Copyright 2017 Exostar LLC | All Rights Reserved | 51
Cancelled Orders – Order State A. If only some schedule lines were cancelled in the order, the Order State may not be Cancelled. B. To locate orders where only some lines were Cancelled, you need to look at the data at the schedule line level. A B Copyright 2017 Exostar LLC | All Rights Reserved | 52
End – Orders Copyright 2017 Exostar LLC | All Rights Reserved | 53
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