Discrete Purchase Orders Training Presentation for Supply Chain

Course Objectives • After completing this course, you should be able to: > Understand

Order Management through SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 2

Business Process 1. Discrete Order: Buyers publish firm orders to their suppliers. 2. Order

Roles of Buyers and Suppliers • Both buyers and suppliers can search, view and

Supplier Actions for Discrete Orders • A new order is loaded into SCP in

Buyer/System Actions for Discrete Orders • The buyer can change an order to these

View a Discrete Purchase Order SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 7

Purchase Order Structure • Each line item represents a different item. • Each request

Purchase Order - Example The Purchase Order Details page has a header section at

My Workspace • • • On the My Workspace page, orders are accessed in

Access New Order Lines • To access your ‘New’ purchase order lines in SCP,

Access New Order Lines • • • You can see from the ‘Order Number’

Select a Purchase Order • If you click on the ‘Order Number’ link for

Review Order Details • Use the scroll bars to view more data in the

(Optional) Print Order • You can print out the full order or a summary

Download Print File Follow these steps to download the file: 1. Click Full Print

Summary Print - Example The. pdf file opens in Adobe Reader. Use icons on

Print Multiple Orders at Once To print a set of orders, use the Print

View Order Attachments • Orders in SCP can have documents attached by a Buyer

Download Purchase Order Data • • The download icon in the top right corner

Respond to a Discrete Purchase Order SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

Accept an Order Schedule Line Follow these steps to accept the order: 1. Use

Order Not Sent Until All Lines Are Actioned Your order response is not sent

Accepted Discrete Order Once all of the order lines were accepted, several changes occur:

Status Update on My Workspace As you respond to orders, the states for the

Select Next New Order To respond to the next order, you can click back

Acknowledge with Exceptions – Change Date This time, we need to let BAE Systems

Required: Create a Supplier Message To acknowledge with exceptions for an order line: 1.

Supplier Message • The ‘Supplier Message’ field (at the header) is required for any

Select ‘Acknowledge With Exceptions’ 6. Click the Acknowledge with Exceptions button The state at

Acknowledge With Exceptions – Split Quantity (Add Promise) You also have the option to

Example - Add Promise to Split Quantity A pop-up window appears. 3. Use the

‘Acknowledged With Exceptions’ with Two Promises On the Order Details page, there are now

Purchase Orders with Multiple States When an order has lines with multiple responses on

State Priorities The easiest way to know which state has the highest priority is

‘Response Sent’ Flag on Orders • • • An order only gets sent to

Locating Orders Not Sent to Buyer • To locate orders with only partial responses,

Purchase Order Changes SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 38

Purchase Order Changes • If you responded to an order with ‘Acknowledge with Exceptions’,

Cancelled Orders • If the buyer cancels an entire order or some schedule lines,

Locating Change Orders • • Every two hours, SCP looks for orders that have

Purchase Order Changes Some of the changes can be viewed on the ‘Order List’

Purchase Order Changes - Highlighting SCP will highlight in yellow when the values for

Purchase Order Changes – Full Print To see all data fields that changed on

Purchase Order Changes – Full Print All changed data fields are highlighted with a

View History of Changes • All changes made to an order (by supplier, BAE

Sample – View History The ‘View History’ page shows one row per change that

Respond to a POC • Respond to a POC with the same steps as

Section Summary We have learned… • How to access new orders • How to

Slides: 50

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Discrete Purchase Orders Training Presentation for Supply Chain Platform: BAE Systems May 2015

Course Objectives • After completing this course, you should be able to: > Understand the order management process in SCP > Explain the various discrete order states > Access and print a discrete order > View the details and attachments for a discrete order > Respond to a discrete order > Review changes to a discrete order Note: For information on creating ASN’s or Invoices – see separate training materials for these topics. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 1

Business Process 1. Discrete Order: Buyers publish firm orders to their suppliers. 2. Order Responses: Based on published orders, suppliers must provide responses – which are confirmations (promise dates & quantities) against the requests. Ü Suppliers may accept orders or recommend changes. 3. Order Changes: Buyers may publish changes or cancellations to previously published orders. Suppliers are typically expected to respond. 3 1 Order Changes or Cancellations Discrete Order Buyer Supplier 2 Order/Order Change Response SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 3

Roles of Buyers and Suppliers • Both buyers and suppliers can search, view and print orders. • Only suppliers can take action on an order in SCP. • Buyers create orders and change orders through their purchasing systems. Buyer SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. Supplier 4

Supplier Actions for Discrete Orders • A new order is loaded into SCP in a New state, with all of its line items in a New state. • The supplier can change a New order to these states: a. Accepted – Supplier agrees to the complete request from the buyer b. Acknowledged with Exceptions – Supplier responds with a counter proposal (i. e. a different promise date or quantity) SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 5

Buyer/System Actions for Discrete Orders • The buyer can change an order to these states by sending in a change order to SCP: a. Cancelled – Buyer wants to cancel a schedule line or entire discrete order b. Closed – Buyer wants to close a schedule line or entire discrete order c. Updated – Buyer has made a change other than cancel or close • Schedule lines move to an Archived state when they have not been modified in more than 180 days, and the ‘Request Del Date’ is also more than 180 days old. • A supplier cannot create advance ship notices (ASNs) or invoices against schedule lines in these states: – Cancelled – Closed – Archived SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 6

Purchase Order Structure • Each line item represents a different item. • Each request (or ‘schedule line’) represents a date and quantity. • Each promise represents a confirmation from the Supplier. > If a Supplier cannot meet the entire request Order quantity and date, he can create multiple promises against that request. Header Line Item Request Promise SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 8

Purchase Order - Example The Purchase Order Details page has a header section at the top and line item information at the bottom. • Some of the header and line item fields can be edited by a supplier. Line Items Header • Visible only to a Supplier SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 9

My Workspace • • • On the My Workspace page, orders are accessed in the ‘Discrete Order Summary section. Each row represents a ‘State’ that applies to purchase orders. Clicking on the number links will take you to a list of order lines in that state. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 10

Access New Order Lines • To access your ‘New’ purchase order lines in SCP, go to the Order Summary section of the My Workspace page and click on the number link for the ‘New’ row. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 11

Access New Order Lines • • • You can see from the ‘Order Number’ that the highlighted rows are from one order. Use the scroll bar at the bottom to move left and right to see more data fields. Use the ‘Configurator’ icon in the top right corner to reconfigure the columns and rows. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 12

Select a Purchase Order • If you click on the ‘Order Number’ link for any row, the system takes you to all of the lines and details for that purchase order. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 13

Download Print File Follow these steps to download the file: 1. Click Full Print or Summary Print 2. In pop-up window, click the ‘Refresh’ button until Status is ‘Completed’ 1 3. Then click the File Name link 4. Select to Open or Save the file 2 3 4 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 16

Print Multiple Orders at Once To print a set of orders, use the Print Orders workflow on the navigation tree. Enter search criteria (such as all ‘New’ and ‘Updated’ orders) and then click Search. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 18

View Order Attachments • Orders in SCP can have documents attached by a Buyer (not a Supplier). > A paperclip icon shows there is an attachment to an order. > The number of attachments is shown in parenthesis next to the icon. • Attachments: > Can exist at header or line item level > Can access from list page or details page > Are not exported/downloaded with an order > Are not printed with the order SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 19

Download Purchase Order Data • • The download icon in the top right corner of all list pages allows you to download the information as it is currently showing on the screen. The file format is Excel. You can customize the screen before you download it, or create a template (see help file). SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 20

Accept an Order Schedule Line Follow these steps to accept the order: 1. Use checkboxes to select one or more PO lines 2. Click the Accept button 1 2 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 22

Order Not Sent Until All Lines Are Actioned Your order response is not sent to BAE Systems until all of the lines have a response. Note that the ‘Response Sent’ field at the header section says ‘No’ for this order because at least one of the 12 order lines still has a ‘New’ status. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 23

Accepted Discrete Order Once all of the order lines were accepted, several changes occur: • The ‘Order State’ at the header changes to ‘Accepted’. • The ‘Response Sent’ flag changes to ‘Yes’ – this indicates your response for this PO was sent to BAE Systems. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 24

Status Update on My Workspace As you respond to orders, the states for the PO lines change. The My Workspace page shows counts for each state. By changing 12 PO lines from ‘New’ to ‘Accepted’, the count for ‘New’ PO lines decreased by 12 and the count for ‘Accepted’ PO lines increased by 12. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 25

Select Next New Order To respond to the next order, you can click back on the ‘Discrete Order List’ link at the top of the Order Details page (that you just responded to), or you can go back to My Workspace and click to the ‘New’ orders again. From the list of ‘New’ orders, click on another ‘Order Number’ link to go to that order’s details. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 26

Acknowledge with Exceptions – Change Date This time, we need to let BAE Systems know that an item on this order will be delivered late. For the schedule lines, scroll right to see the request dates and quantities for each line. If you respond with anything but ‘Accepted’ the Supplier Message field becomes required. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 27

Required: Create a Supplier Message To acknowledge with exceptions for an order line: 1. Select the order line 3 2. Change your response (date or quantity etc. ) 3. For ‘Supplier Message’, click the Create link 1 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 2 28

Supplier Message • The ‘Supplier Message’ field (at the header) is required for any schedule line that is not accepted. • There is also an optional ‘Supplier Notes’ field at the line level. • The maximum character limit is 256 for both fields. 4. Enter a message in the test box 5. When finished, click OK to close the pop-up window 4 5 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 29

Select ‘Acknowledge With Exceptions’ 6. Click the Acknowledge with Exceptions button The state at the schedule line level will change to ‘Acknowledged with Exceptions’. Notice that the state at the Order (header) level still says ‘New’. The order will stay in a ‘New’ state and not send any response to BAE Systems until all of the lines come out of a ‘New’ state. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 6 30

Acknowledge With Exceptions – Split Quantity (Add Promise) You also have the option to split an order line into multiple deliveries. To create multiple responses for one schedule line: 1. Select the order line 2. Then click the Add Promises button. 1 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 2 31

Example - Add Promise to Split Quantity A pop-up window appears. 3. Use the checkboxes to select how many rows (responses) you want to add 4. Enter dates and quantities (the combined quantities should equal what was requested) 5. Fill in the ‘Supplier Message’ 5 3 6. When finished, click the Save button • 4 6 A confirmation appears – click OK and Close. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 32

‘Acknowledged With Exceptions’ with Two Promises On the Order Details page, there are now two rows that represent your response to the one order schedule line. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 33

Purchase Orders with Multiple States When an order has lines with multiple responses on them, the system determines the Order State based on the “priority” of the states at the line level. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 34

State Priorities The easiest way to know which state has the highest priority is to look at the ‘My Workspace’ page. The higher a state is on the list, the higher it’s priority. So any ‘New’ lines in an order will always keep the order in a ‘New’ state. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 35

‘Response Sent’ Flag on Orders • • • An order only gets sent to BAE Systems when all of the schedule lines have been moved from the New and Updated states (See the Order’s header state). The ‘Response Sent’ indicator shows you if an order is completed (all lines processed) Once an order has all of the lines processed, SCP will send it to BAE Systems. SCP checks every fifteen minutes for order responses that are ready to send. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 36

Locating Orders Not Sent to Buyer • To locate orders with only partial responses, search for order schedule lines where Response Sent = No, and Schedule Status is ‘Accepted’ or ‘Acknowledged with Exceptions’ SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 37

Purchase Order Changes • If you responded to an order with ‘Acknowledge with Exceptions’, the buyer will receive your response automatically and be able to review it • If your exceptions are agreeable to the buyer, a PO Change (POC) should be issued by the buyer • A POC may also be issued when there is a business change for the buyer, or to correct an error on an order • You can respond to a POC with ‘Accept’ or ‘Acknowledge with Exceptions’ SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 39

Cancelled Orders • If the buyer cancels an entire order or some schedule lines, you will receive an email notification. • You can find cancelled schedule lines by clicking on the number link for the Cancelled state, located in the ‘Discrete Order Summary’ box on the My Workspace page. • No action is required for cancelled orders or schedule lines. • If there are other lines on an order that you want to action, you can simply select those lines and click ‘Accept’ or ‘Acknowledge with Exceptions’. If you select a cancelled line, SCP will give you an error message. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 40

Locating Change Orders • • Every two hours, SCP looks for orders that have changed and sends email alerts to the users If you receive an email, go to My Workspace – click the number link for ‘Updated’ order lines SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 41

Purchase Order Changes Some of the changes can be viewed on the ‘Order List’ page, including highlighting for certain data fields that changed. • Click on the Order Number link to go to the ‘Order Details’ page and see the detailed changes. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 42

Purchase Order Changes - Highlighting SCP will highlight in yellow when the values for some of the data fields have been changed by BAE Systems. These fields are ‘Request Qty’, ‘Request Del Date’ and ‘Unit Price’. For other data fields that changed, you will need to look at the full print version of the order. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 43

Purchase Order Changes – Full Print All changed data fields are highlighted with a red asterisk next to them in the print document. The full print document compares this current version of the order to the last version that had a response. If there has not been a response, SCP compares the original version to the latest version. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 45

View History of Changes • All changes made to an order (by supplier, BAE Systems or the system) are tracked under ‘View History’. Click the View All History link at the header to see all changes, or select one row and click the View History button at the bottom to see the changes for one order line. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 46

Sample – View History The ‘View History’ page shows one row per change that has occurred on this order or order line. The right side shows the field that was changed, plus the old and new values for that field. • Click on a ‘+’ sign to expand see the details for one change • You can select one or more data field names at the top, then click Refresh to filter the rows. • Use ‘Expand All’ to open all rows at once SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 47

Respond to a POC • Respond to a POC with the same steps as for the original order – select lines and use action buttons. Be sure to select a ‘Supplier Message’ if you use ‘Acknowledged with Exceptions’ or ‘Add Promises’. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 48

Section Summary We have learned… • How to access new orders • How to accept orders • How to acknowledge with exceptions – changing quantities and promise date • How to review Purchase Order Changes SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 49