Orders and Invoices Supply Chain Platform RollsRoyce Training

Orders and Invoices Supply Chain Platform: Rolls-Royce Training for Indirect Suppliers March 2016

Purchase Order States Copyright 2016 Exostar LLC. All Rights Reserved. 1

Supplier Actions for Purchase Orders • A new purchase order is loaded into SCP-RR in a New state, with all of its line items in a New state. • You can change a New purchase order to these states: a. Accepted – Supplier agrees to the complete request from Rolls-Royce. b. Acknowledged with Exceptions – Supplier responds with a counter proposal (i. e. a different promise date or quantity). c. Rejected – Supplier does not want to fulfill the order request (i. e. an incorrect part number). Copyright 2016 Exostar LLC. All Rights Reserved. 2

Rolls-Royce/System Actions for Purchase Orders • • Rolls-Royce can change an order to these states by sending a change order to SCP-RR: a. Cancelled – buyer wants to cancel an order line or entire purchase order b. Closed – buyer wants to close an order line or entire purchase order c. Updated – buyer has made a change other than cancel or close Order lines move to an Archived state when they have been in a ‘Cancelled’, ‘Closed’ or ‘Rejected’ state for more than 60 days. Copyright 2016 Exostar LLC. All Rights Reserved. 3

Purchase Order Details Page • The header section includes data that applies to the entire order, and the lines in the bottom section represent the items to be purchased. • The ‘Schedule States’ determine the ‘Order State’ at the header. Copyright 2016 Exostar LLC. All Rights Reserved. 4

Respond to Purchase Orders Copyright 2016 Exostar LLC. All Rights Reserved. 5

Locate New/Updated Orders • You will receive an email alert for new/updated orders in SCP-RR. • Go to Order Management > Purchase Orders > Summary to easily locate new and updated orders that need to be processed. • Click on a number link for a state (such as ‘New’) Copyright 2016 Exostar LLC. All Rights Reserved. 6

Purchase Orders – List Page • Each row on the list page represents a line from a purchase order. • The order lines can be processed directly on the list page. • Or click on an order number link to go that order’s details. Note: Use the ‘configurator’ icon to change the layout of the page. Copyright 2016 Exostar LLC. All Rights Reserved. 7

Purchase Order – Details Page Copyright 2016 Exostar LLC. All Rights Reserved. 8

Print Order Details • Use ‘Summary’ or ‘Full’ Print to download the order data to a. pdf document. Copyright 2016 Exostar LLC. All Rights Reserved. 9

Print Order - Sample Copyright 2016 Exostar LLC. All Rights Reserved. 10

Accept an Order Line • Select the line(s) to be accepted, and then click Accept. Note: If you change data fields but select ‘Accept’, then SCP-RR assumes Rolls-Royce’s request was acceptable and changes the data back to match the request. Copyright 2016 Exostar LLC. All Rights Reserved. 11

Response Is Sent Automatically • An order response is sent to Rolls-Royce automatically once all of the lines have a status change by the supplier. Copyright 2016 Exostar LLC. All Rights Reserved. 12

Supplier Message – Required If Cannot ‘Accept’ • Click the Supplier Message link to open a pop-up window and create a message § ‘Create’ = there is currently no message § ‘View’ = a message was entered for this order (can be modified) Copyright 2016 Exostar LLC. All Rights Reserved. 13

Supplier Message • The ‘Supplier Message’ field is required for any order line that is not accepted. • Basic punctuation characters can be used, but avoid using special letters/characters. • The maximum character limit is 4000. Copyright 2016 Exostar LLC. All Rights Reserved. 14

Acknowledge with Exceptions • Use ‘Acknowledge with Exceptions’ to notify Rolls-Royce of a change to the promise delivery date. Copyright 2016 Exostar LLC. All Rights Reserved. 15

Acknowledge with Exceptions – Split Quantity • It is possible to divide up the request quantity into multiple deliveries – but the total of the promise quantities should equal the request quantity. Note: It is recommended to go to an order details page (not the list page) to use ‘Add Promises’. Copyright 2016 Exostar LLC. All Rights Reserved. 16

Acknowledge with Exceptions – Add Promises • Select one order line and click Add Promises Copyright 2016 Exostar LLC. All Rights Reserved. 17

Example – Add Promise to Split Quantity • • Select the number of rows (promises) that need to be added for the request. Enter ‘Promise Delivery Date’ and ‘Promise Qty’ information Click the link to create a ‘Supplier Message’ Then click Save The combined promise quantities should equal the request quantity. Copyright 2016 Exostar LLC. All Rights Reserved. 18

‘Acknowledge with Exceptions’ with Two Promises Copyright 2016 Exostar LLC. All Rights Reserved. 19

Purchase Order Changes Copyright 2016 Exostar LLC. All Rights Reserved. 20

Multiple POC Revisions • Rolls-Royce could send one or more POCs to an order before you have responded to it. • If you responded to the order, your responses are retained. You then have the option to update against your own response (and based on the changes on the POC). Copyright 2016 Exostar LLC. All Rights Reserved. 21

Purchase Order Changes Copyright 2016 Exostar LLC. All Rights Reserved. 22

Purchase Order Changes • On the order list page and order details pages, selected data fields that have been updated are highlighted in yellow. • These fields are ‘Revision’, ‘Delivery Date’, ‘Request Qty’ and ‘Unit Price’. Copyright 2016 Exostar LLC. All Rights Reserved. 23

Purchase Order Changes - Highlighting • On the order details page, the previous value is also shown for the ‘Delivery Date’, ‘Request Qty’ and ‘Unit Price’. Copyright 2016 Exostar LLC. All Rights Reserved. 24

Purchase Order Changes – Full Print • The ‘Full Print’ version of the order shows with red asterisks all of the fields that changed. • It compares the current version to the last order version that had a supplier response. • If there is no supplier response yet, it compares the original order to the current version. Copyright 2016 Exostar LLC. All Rights Reserved. 25

View History of Changes • In addition to the full print, a broader tracking of the order’s changes can be found with the ‘View History’ functionality in SCP-RR. • The ‘View All History’ link at the top of the order tracks changes for the entire order. The ‘View History’ button at the bottom tracks changes for one line that is selected. Copyright 2016 Exostar LLC. All Rights Reserved. 26

Sample – View History • In the ‘View History’ pop-up window, the left columns show the date and user that made a change to the order - this tracks changes by the supplier, Rolls-Royce and the system. • The columns on the right show which field was changed, the old value and the new value. Copyright 2016 Exostar LLC. All Rights Reserved. 27

Closing an Order • Order lines can be “Closed” by a purchase order change from Rolls-Royce. Copyright 2016 Exostar LLC. All Rights Reserved. 28

Cancelled Orders • • • Cancelled lines will trigger an email notification to the supplier. Cancelled lines are shown in red strikethrough font in SCP-RR. If the entire order is cancelled, the ‘Order State’ moves to cancelled as well. No supplier response is required for cancelled lines. Copyright 2016 Exostar LLC. All Rights Reserved. 29

Order Buttons Are Missing… • For purchase orders, ‘Cancelled’, ‘Archived’ and ‘Closed’ are end states. This means that when any lines have moved to these states, some of the action buttons are no longer available. • Use the filter feature to only display ‘New’ or ‘Updated’ lines to respond to those lines. You can also filter to ‘Accepted’ or ‘Acknowledged with Exceptions’ lines to create invoices for lines. • • • Open the ‘State’ dropdown list Click on the state to filter to those lines Click the Filter button Copyright 2016 Exostar LLC. All Rights Reserved. 30

Search for Purchase Orders Copyright 2016 Exostar LLC. All Rights Reserved. 31

Search for Orders • On the navigation tree, go to Order Management – Purchase Order – Search • Enter specific search criteria (use asterisks as wildcards) Copyright 2016 Exostar LLC. All Rights Reserved. 32

Create e. Invoices Copyright 2016 Exostar LLC. All Rights Reserved. 33

e. Invoice Business Process • • • e. Invoices are created in SCP-RR by suppliers. A lot of the e. Invoice data is carried over from the Purchase Order – which minimizes data entry and errors. For easy reference, e. Invoices are linked back to the orders in SCP-RR. • • • e. Invoices are created in an ‘Open’ state in SCP-RR. Suppliers cannot update or cancel an e. Invoice – however, a credit invoice can be issued. An e. Invoice that is not modified for 120 days will move to an ‘Archived’ state. • e. Invoices are sent from SCP-RR to Rolls-Royce’s backend system. The e. Invoices are checked by Rolls-Royce for accuracy. If the e. Invoice is correct, it is passed on to Accounts Payable for payment. If the e. Invoice contains errors or inaccurate data, you will be contacted by Rolls-Royce and asked to create a new e. Invoice. • • Copyright 2016 Exostar LLC. All Rights Reserved. 34

Locate the Order to Invoice • • Go to Order Management Purchase Order Search Enter the ‘Order Number’ – can use asterisks as a wildcard on both sides of the number Copyright 2016 Exostar LLC. All Rights Reserved. 35

Create e. Invoice from Order List Page • • Select the purchase order lines to be invoiced Then click Create e. Invoice Copyright 2016 Exostar LLC. All Rights Reserved. 36

(Optional) Check If Order Was Invoiced • • • To check if you have already invoiced for this order, click on the ‘Order Number’ link from the list page. This takes you to the Order Details page. Go to the Invoice Info tab. If it says “No Invoice Line Item(s) found. ” then you have not invoiced for the order yet. Copyright 2016 Exostar LLC. All Rights Reserved. 37

Create e. Invoice from Order Details Page • • Also from the Order Details page (the Order Details tab), you can select lines to invoice. Then click the Create e. Invoice button. Copyright 2016 Exostar LLC. All Rights Reserved. 38

‘Create e. Invoice’ Form – 3 Sections Copyright 2016 Exostar LLC. All Rights Reserved. 39

e. Invoice – Header Section • • Most of the information on the e. Invoice is carried over from the purchase order in SCP-RR. Required fields are marked with red asterisks. Many fields have default values, but can be edited. Copyright 2016 Exostar LLC. All Rights Reserved. 40

e. Invoice – ‘Bank Account Number’ • • Scroll down in the header section to locate ‘Bank Account Number’. This field is required – please enter ‘N/A’. Copyright 2016 Exostar LLC. All Rights Reserved. 41

Set Up Default Values for e. Invoices A user with an Administrator role can enter default values for some e. Invoice data fields. The default values apply to ALL users in that account and ALL new e. Invoices. 1. On the navigation tree, go to Master Data Supplier Attributes 2. Click Search (you do not need to enter ‘Supplier MPID’ or ‘Supplier Name’ information) 3. Enter data to be applied as defaults (users can override the default values when they create e. Invoices) Note: Use the 2 nd row to enter your data - scroll all the way right to enter ‘Bank Account Number’. 4. When finished, click Submit 1 2 3 3 4 Copyright 2016 Exostar LLC. All Rights Reserved. 42

Add Tax to a Single Line Item 1. To add taxes at the line item level, in the Taxes column click the ‘Details’ link. 2. In the Add Tax dialog box, enter at least the required fields. § If you select ‘Other’ for any field, you must specify its value in the adjacent field. 3. Click Add. 4. Repeat steps 2 and 3 for any additional taxes, when finished click Save. 2 3 4 1 Copyright 2016 Exostar LLC. All Rights Reserved. 43

Add Tax for Multiple Line Items In the middle of the e. Invoice Creation page, there is a drop-down section where you can apply taxes to multiple line items at the same time (A). 1. Select lines items to receive tax A 2. Click ‘+’ to open tax section 3. Enter tax info 4. Click Add Tax 2 3 4 1 Copyright 2016 Exostar LLC. All Rights Reserved. 44

e. Invoice Lines – Confirm ‘Qty Invoiced’ • • The ‘Qty Invoiced’ in the line items section will be the amount left to invoice for that item. If you choose to increase the quantity, you will see a warning message but it is permitted. Copyright 2016 Exostar LLC. All Rights Reserved. 45

Create e. Invoice – Final Step • • When the data is all filled in, click Send e. Invoice. The system will redisplay the newly created e. Invoice and automatically send the information to Rolls-Royce’s system. Once sent, it cannot be modified! Note: See next section for details on ‘Draft e. Invoices’. Copyright 2016 Exostar LLC. All Rights Reserved. 46

Create Draft e. Invoices Copyright 2016 Exostar LLC. All Rights Reserved. 47

Save a ‘Draft e. Invoice’ Version • To hold an e. Invoice as a draft version (and delay sending), use Save Draft. Note: You cannot print a draft e. Invoice. Copyright 2016 Exostar LLC. All Rights Reserved. 48

Locate and Publish Draft e. Invoices 1. Go to Order Management e. Invoice Draft Search 2. Enter search criteria to locate the draft, then click Search 1 2 Copyright 2016 Exostar LLC. All Rights Reserved. 49

Locate and Publish Draft e. Invoices 3. From the e. Invoice Draft List page, click on the Invoice Number link to see more details. • (Optional) It is also possible to select one or more drafts from this list page and then click the ‘Send e. Invoice’ or ‘Delete Draft’ button. 3 Copyright 2016 Exostar LLC. All Rights Reserved. 50

Locate and Publish Draft e. Invoices 4. Once the e. Invoice is ready to send to the buyer, click Send e. Invoice • You can also delete or update the draft version of the e. Invoice (‘Save Draft’). Note: Draft versions of e. Invoices are not visible by users with other roles. If a draft is created by a user with an administrator role (SAdmin), it will not be visible to someone using a regular user role (SUser) until the e. Invoice is moved out of draft status. 4 Copyright 2016 Exostar LLC. All Rights Reserved. 51

Create a Credit e. Invoice Copyright 2016 Exostar LLC. All Rights Reserved. 52

Create a Credit e. Invoice The credit e. Invoice process in SCP-RR includes issuing a credit invoice that matches up to the e. Invoice that is incorrect/incomplete, and then creating another debit e. Invoice if required. • From the navigation tree, go to Order Management e. Invoice Create e. Invoice • Enter the Order Number and click Search. Copyright 2016 Exostar LLC. All Rights Reserved. 53

Create a Credit e. Invoice • On the list page, select order lines and click Next. Note: All of the lines selected must be from the same order. Copyright 2016 Exostar LLC. All Rights Reserved. 54

Create a Credit e. Invoice • • On the Create e. Invoice page, be sure to select ‘Credit’ as the Invoice Type If applicable, include the original invoice number in the new one. For example, if the original number was ‘SYSINV 1025’, then use ‘SYSINV 1025 -cr’ for the credit e. Invoice. Copyright 2016 Exostar LLC. All Rights Reserved. 55

Create a Credit e. Invoice • The quantities on a credit e. Invoice should be positive numbers, as the Invoice Type of ‘Credit’ will represent that this is a deduction from the order’s requested quantity. Copyright 2016 Exostar LLC. All Rights Reserved. 56

e. Invoice Status on Order The Invoice Info tab shows a summary of the e. Invoice lines against this order. It also indicates the ‘Order Line ID’ for each row. Copyright 2016 Exostar LLC. All Rights Reserved. 57

Support and Training Copyright 2016 Exostar LLC. All Rights Reserved. 58

Get Support To access training materials and Customer Support: www. myexostar. com While working in SCP-RR, click on the Help link (top right corner) at any time. Copyright 2016 Exostar LLC. All Rights Reserved. 59

Exostar Customer Support Copyright 2016 Exostar LLC. All Rights Reserved. 60

SCP-RR Training Materials Copyright 2016 Exostar LLC. All Rights Reserved. 61

Reference Guide for Indirect Suppliers Copyright 2016 Exostar LLC. All Rights Reserved. 62

Questions? Copyright 2016 Exostar LLC. All Rights Reserved. 63