Open Orders Notifications Standard Purchase Orders SUSTAINABLE CLEANING
Open Orders Notifications Standard Purchase Orders SUSTAINABLE. CLEANING. User Guide INNOVATION. GROWTH. January 2016 0
Content As part of Tennant’s continued process improvement program, open order reports will be sent by email. The new reports will be in an excel friendly format, consolidated, and sent on a weekly basis. This program will launch with Standard Purchase orders (Phase 1). Scheduling Agreements (Phase 2), is slated for transition later in 2016. Visit our Suppliers website for this presentation and other information at, http: //www. tennantco. com/am-en/Pages/Company/suppliers. aspx. This document will guide you on how to work with and process the new report. Topics include: 1. 2. Report Distribution E-mail Report Response Step 1 - Open POs tab Step 2 – Reference tab 3. 4. 5. Submitting the Report Working with Report FAQs For any questions please contact your Tennant Representative. 1
Report Distribution E-mail Distribution of the report is sent as email with an attachment from Tennant’s mailbox, Open. Orders. NA@Tennantco. com. Changes to the report and distribution include: • • Email transport with report attached. Sent once per week. Consolidated report for all locations by Tennant’s assigned vendor number. Promise date vs. delivery date. As you can see from the example on the right, the message header includes the Tennant assigned vendor number. Open the report as you would any email attachment. If you received a report in error either use email reply feature or contact Open. Order. NA@tennantco. com. 2
Report Response Responding to the report is expected within 2 days after receipt. Completed reports should be sent to all listed buyers identified in the report. There are two worksheets in the file labeled, Open POs and Reference. Open POs tab This worksheet provides supplier contact information and line item details generated from purchase orders in columns A through N and cannot be changed. Step 1 3 Column K, Quantity Change (Qty Chg) indicates a change in the amount, using notation, “+” quantity increase or “-” quantity decrease from the original order. Column M, indicates New order since last report and/or Promise Date change, using notation, “ N” new order and/or “+” promise date moved up or “-” promise date moved out. To complete the report enter a response for each line item in column O. Reponses are free form text. If more columns are needed columns P, Q, and R can be used.
Report Response cont. Reference tab This worksheet provides reference information for Tennant delivery locations, buyers and response due date. Tennant Delivery Site Details Delivery sites codes listed on the Open POs tab (Delivery site - column N) are listed with Tennant’s complete address. Tennant Contact Details Contact codes listed on the Open POs tab (Ordered by column G) are listed with Tennant contact information. Step 2 All the addresses in E-Mail column will be used when you are ready to send your report. Notes Indicates when report is due. Column Reference Indicator legend and New order reference. 4
Submitting the Report Responses must be completed on the Open POs worksheet. Other files, worksheets, or forms will not be accepted. Once you have completed your responses send the worksheet or workbook to the Tennant contacts listed on the reference tab. Suggested method for sending completed report. 1) 2) 3) 4) 5) Save Report but do not close report. On the Reference tab, highlight and Copy all E-Mail addresses listed in Tennant Contact Details section. Open email template and paste addresses in the To field. Using Ctrl+k will remove any unwanted characters. Attach the saved report, and Send. Other methods may be used but responses must be entered on the Open POs tab. No other form or worksheet will be recognized. 5
Working with Report Formatting changes such as column or row resizing, font changes such as bold or italics can be applied to the Open POs listings. Sorting the list is not a supported feature at this time. The following will provide steps to add filters to the report headers. Adding Filters 1) 2) 3) 4) 5) Select cell A 5. Hold down the Shift+Ctrl keys and use the right arrow to highlight the report headers. Again, hold down the Shift+Ctrl keys and use the down arrow to highlight the row listings. Right-click anywhere in the highlighted range to display a shortcut menu. Select Filter by Selected Cell’s Value. This will apply filters and collapse the information. To display the listings select the filter in cell A 5 and enable (Select All). Note: The filter feature cannot be turned off once the report is saved. 6
FAQs Q. What do I enter in the Response column? A. Information may include ship date, tracking numbers, or other information requested. Q. Do I need to respond to each line item? A. Yes Q. Why are we still getting fax reports? A. Faxed reports will continue to be sent until all suppliers have been moved from fax to email. Scheduling Agreements will continue to be faxed until Phase 2 is completed. Q. Who do I contact with questions? A. Contact your Tennant Representative or refer to the Ordered by listed in the report. Their contact information is provided on the Reference tab. Q. How do I enable sort on the report? A. Currently this feature is not available. Q. What software is needed to work with reports? A. Microsoft Excel version 2007 or higher Q. What if there is a question on a line item? A. You can find the Ordered by code in column G. Refer to the Reference tab for contact details. Q. Who do I send my completed report to? A. Send the completed report to all e-mail addresses listed under Contacts on the Reference tab. 7 Q. When are reports sent? A. Reports will launch late Monday evenings, on a weekly basis. Q. ? A.
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