SCP Embraer Supplier Guide

Transcription

1 SCP Embraer Supplier Guide Revised 1

2 Contents Introduction... 5 Getting Started... 5 How to Log In to SCP... 5 Steps to Complete First Time Login... 6 Steps to Log-in to SCP... 7 General Navigation and Settings... 8 My Workspace... 8 Customize Your View of Data... 9 Set My Workspaces as the Home Page... 9 Customize the My Workspace Page... 9 Customize View on a List Page Customize View on a Details Page My Profile Change Role Change Home Page Alert Subscription Search Locate Orders via My Workspaces Using Search to Locate Schedule Summary and Order Summary Using Summary to Locate an Order Summary Customizing and Saving Searches Order Management Discrete Orders Discrete Orders: General Information Supplier Process Summary Overview Discrete Order Status Discrete Order Documents - Overview Discrete Order Details and Order List Details pages Working with Discrete Orders Locate a Discrete Order Supplier Response to a Discrete Order

3 Supplier Message Adding Promises View Order History Discrete Order Reconfirm Process Request Acknowledgement Subcontract Orders Overview of Embraer Supply Chain Platform Accessing Embraer Supply Chain Platform About Subcontract Orders Searching for Subcontract Orders Using Summary Using Search Saved Searches Save a Search Locating Subcontract Orders from the Order Summary Page Subcontract Order Statuses and Priorities Order Statuses and Schedule Line Priorities Schedule Line States and Schedule Line Action View Subcontract Order Details Subcontract Order Management Process Overview Subcontract Order New Orders Creating an Order Response Work with Change Orders Working with Return Materials Working with Kanban Orders Note to Embraer (Supplier Message and Supplier Notes) Reconfirm Eligible View History of an Order My Profile System Alerts Roles Modifying your Role

4 Changing Font Size Commercial Invoices Commercial Invoicing for Discrete Orders Commercial Invoice Statuses and Schedule Line Priorities Updating a Commercial Invoice Cancelling a Commercial Invoice Commercial Invoice Rejection Save Commercial Invoice as Draft About Invoice Period Over Delivery Tolerance Payments Managing Exceptions Locate Exceptions from the My Workspace Page Locate Exceptions from the Navigation Tree Upload and Download Uploads UI Export Options Downloads

5 Introduction Exostar s Supply Chain Platform (SCP) for Embraer is a comprehensive, hosted solution that enables visibility of operations and supply chain activity. The solution provides a real-time, endto-end picture of supply and demand performance with built-in decision support tools using four basic sets of workflows: Discrete Orders, Commercial Orders, Commercial Invoices, and Receipts. Getting Started This section of the guide is for new users of the Supply Chain Platform for Embraer. It provides information on the following topics: How to complete login process into Exostar s SCP Platform General Navigation Use the My Workspace page Customize your view of data in SCP Note: It is recommended that you use Internet Explorer 10 or 11 when using Embraer-SCP. How to Log In to SCP In order to access the SCP application, users must have a Managed Access Gateway (MAG) account. Exostar s Managed Access Gateway provides a consolidated portal for user account authentication and management. Once you have an approved MAG account, your initial login will take you through the First Time Login process in which you will establish your unique password and select security questions. For subsequent logins, access the MAG portal and enter your User ID and password. Note: SCP-Embraer will timeout if you are idle for 30 minutes. 5

6 User Login go to First Time Login Standard Login Click Establish Your Account link Enter User ID and Password Enter Login Credentials including: UserID, System Generated Password, One Time Password Create your unique password and establish your security Questions/Answers User is successfully logged into the MAG Portal Locate the SCP application listed on the Home Tab. Click Open Application Steps to Complete First Time Login If you are a new user, you will receive an with First Time Login information and instructions upon creation and approval of your account. The will include information required for firsttime login and will contain a link to access the login page. To complete the first time login: 1. Go to and click the link First Time Login? link 2. Enter the User ID, One Time Password and System Generated Password provided to you in an from Exostar. Click Continue. 3. Enter your new password twice (the password strength policy is provided on screen). Once complete, click Submit. 4. On the Password Reset Secrets page, select four unique questions from the dropdown list, and enter a response for each of the questions. Click Submit. IMPORTANT: Please ensure you remember these secrets. You are required to provide answers to the secret questions selected if you forget your User Id or password in the future. 6

7 5. Your first time login is complete and a confirmation page is presented. You are automatically logged in to MAG and redirected to the My Applications page. 6. Locate Supply Chain Platform in your list of Applications, and click Open Application to launch the SCP solution. Steps to Log-in to SCP Users who have completed the first time login will follow the steps below for all subsequent access to MAG. 1. Go to Enter your User ID and password, and click Login. Upon successful login, the MAG My Application page opens. 2. Locate Supply Chain Platform in your list of Applications, and click Open Application to launch the SCP solution. 7

8 General Navigation and Settings The SCP Application provides a Navigational Tree and a My Workspaces area which help streamline access to content. In addition, many of the workspaces can be customized to better suit your needs and activities. Most of your movement throughout the system occurs via the Navigation Tree. The Navigation Tree will provide access to specific functionality based on your role in the system. My Workspace The My Workspace page serves as a dashboard view of your transactions. The data is organized by document type (or business process) and then by states for that document type. Each number on the page is a link that takes you to the document type and state that you selected. My Workspace automatically refreshes when lines move from one state to another as you are working in SCP. User the filter to sort by document type, such as Discrete Orders or Subcontract Orders. Each row represents the State of the Lines and the numbers of Lines currently in that state. The Supply Network Exceptions section contains alerts that can help you find critical data. By clicking a number link, the Order list page appears and provides access to orders in the exception state. 8

9 Customize Your View of Data You can customize many SCP screens to only display information that is useful to you. Any user can customize and update their view at any time. Customization changes can be made as a default (stays in place even if you log out) or as a temporary update (only in place for a particular login session). Set My Workspaces as the Home Page You can set up My Workspace to be the first page you see when you log in to SCP by setting it at your home page. 1. From the Navigation Tree, select My Profile. Select Change Home Page. 2. Select My Workspace to make it the first page you see each time you log-in to SCP. Customize the My Workspace Page My Workspaces can be configured to display information that is most relevant to you. The My Workspaces can be configured to the following settings: Hide or Show sections of the page Set filters to display desired and relevant date 9

10 Hide/Show Sections of the My Workspace Page 1. Go to My Workspace and select the configurator icon in the upper right corner. 2. Select the checkboxes for the items you want to be displayed on the My Workspace page. 3. Scroll down and select Update Preferences. Filter the Data Displaying on the My Workspace Page 1. Use the filter icon on the My Workspace page to set up filtering criteria for that section. 2. Enter the search criteria to be used for filtering. 3. When finished, click Save Portal Preference. 4. A check mark appears next to the filter icon on My Workspace, indicating that a filter has been activated. 5. To modify or remove the filter, click the icon again and clear or edit the criteria. Customize View on a List Page A List Page in SCP is a page that contains a list of orders that you have selected to display. The list will provide access to all of the order details for each item in the list. You can set the list to display the order details most relevant to you. 1. Go to any list page (the result of a search or link from My Workspace, etc.). 2. In the top right corner, click the Configurator ( ) icon. 3. Use the left/right arrows to select items to be viewed on the list page. 4. A check mark appears next to the filter icon on My Workspace, indicating a filter is on. 5. To modify or remove the filter, click the icon again and clear or edit the criteria. Customize View on a Details Page A Details Page in SCP is a page that contains all of the details associated with an order, including Header information and Schedule Line information. 1. Go to the details page for an Order Management document (Discrete Order, Shipment, or Invoice). 2. In the top right corner, click the Configurator ( ) icon. 3. Use the left/right arrows to select items to be viewed on the details page. a. The Available columns section should contain any data fields that you do not want to display on the page. 10

11 4. Use up/down arrows to determine the layout on the screen. The top of the list shows as the first column. 5. Save your changes. a. To save the changes for all future logins, click Save as Default. b. To save the changes only for this session, click Update. My Profile The My Profile page allows you to manage and update information and preferences regarding your user profile. The Profile page is accessible via the Navigation Tree. Change Role The User Role defines and controls access to business processes, workflows and data fields available to a user. A user may have more than one role assigned to them in order to serve in multiple business functions. The Change Role option within My Profile allows users to toggle between their roles within a given session. There are several user roles, including: Buyer Buyer Viewer Buyer Administrator Supplier Supplier Viewer Finance Your current role is always displayed in the header fields at the top of all SCP pages. Go to the My Profile -> Change Role page to view the list of roles available to you. To switch roles, click on the desired Role Name. The SCP solution will refresh and the new role will be applied. 11

12 Change Home Page The Home Page is the default landing page displayed when you log into SCP. Users can elect to change their default landing page. For example, if you would prefer to land on the My Workspace page upon login to the SCP solution, you may set that has your home page. To set a Home Page, navigate to My Profile -> Change Home Page in the Navigation tree. Any one of the SCP pages that are available to you may be selected and used at your home page. Simply, navigate to the desired page, and it is automatically set as your home page for subsequent logins. Alert Subscription User may subscribe to receive SCP alerts in order to be notified of changed or added content. By default, users are subscribed to all s available for their role in the system. When setting up your Alerts: User may choose to subscribe or unsubscribe from an alert type User can filter s and narrow the volume of s they receive. For example, you are only responsible for working with a specific buyer. Set the Buyer Field value, and only receive alerts when the Buyer is equal to the value entered. To view the list of Alerts, and modify your settings, go My Profile -> Alert Subscription in the Navigation Tree. Search Orders can be located within SCP in three ways: From within the My Workspaces page Using the Summary Function Using the Search Function 12

13 Locate Orders via My Workspaces To search using My Workspace, 1. Go to My Workspaces via the Navigation Bar. 2. In the Supply Network Order Summary section, use the search filter to identify the type of order you are searching for. The value associated with each Order State indicates the number of order currently in that state. To open the list of order in a particular state, click on the value. 3. The value associated with each Order State indicates the number of orders currently in that state. To open the list of order in a particular state, click on the value. Using Search to Locate Schedule Summary and Order Summary Order Management documents can be located using the Search options available on the Navigation Tree. Search is best used when you are looking for a specific item. The Search option allows you to search for Order Summary and Order Schedule Summary. 13

14 All order document types (Discrete Orders, Subcontract Orders) contain a search option within the Navigation Tree. From the Order Schedule Summary and Order Summary tabs, you can view the Total Number of schedules and orders currently in a given state. 1. From within the Navigation Tree, go to Order Management -> Discrete Order or Subcontract Order, select Search. 14

15 2. On the Search page, choose the Order Schedule Summary tab or the Order Summary tab to locate the desired document type. 3. Enter search criteria, and click Search. Note: - Search fields without the auto-complete feature are case sensitive. - Asterisks (*) can be used a wildcards for unknown characters. - Use commas to separate multiple items 4. Search results are presented and listed by Order State. The values associated with each Order State indicates the number of orders currently in that state. To open the list of orders in a particular state, click on the value. Using Summary to Locate an Order Summary From the Navigation Tree, the Summary page provides access to all orders within each workflow type. For example, Order Management -> Discrete Orders -> Summary will provide access to all Discrete Orders. The orders are organized by Status, and the summary page displays the number of orders currently in that state. Access the list of order by clicking on the number. Customizing and Saving Searches You can save search criteria for future use, or set up some criteria as a default on a search page. If there is certain search criteria that you use on a regular basis (e.g. Buyer Company, Plant, or a set of Part Numbers), it is helpful to save that search criteria for future use. You can add to or modify the saved search/filter criteria. It is also possible to use the saved criteria for downloading. 1. To save a search, enter the search criteria on a Search page and click Save. The Filter Criteria page is displayed. 2. Enter a descriptive name for your search, and click New. (Up to 32 characters) 15

16 3. Click Close. 4. The new search is created and is available to be selected from the Search page. You can also set this search as your default. 16

17 Order Management Order Management workflows documents within SCP are used to foster the movements of transactions between Embraer, the buyer, and the supplier, proactively flags business exceptions, and alerts both buyer and supplier who work to resolve the exception. Order management documents can be set up for a B2B data flow to and from Embraer or the supplier s backend system. There are four types of order management workflows documents in SCP: Discrete Order Subcontract Order Commercial Invoice Receipt Discrete Order Discrete Order Response Commercial Invoice Embrae Receipt Supplier Commercial Invoice Update Business Process Rules and Reports and Analytics Global Any-to-Any Data Discrete Orders Discrete Order workflow documents are used to facilitate the communication of buyer orders and supplier responses to that order(s). Upon creation of a new order by a buyer, the supplier is notified and initiates a response to that order in SCP. The response, in turn, is sent to the buyer. The subsequent movement of the order is facilitated in SCP. As order documents transition through the fulfillment lifecycle the Order Status of an order is updated to reflect its current state. 17

18 Discrete Orders: General Information Supplier Process Summary Overview Discrete Orders are loaded into Embraer Supply Chain Platform (SCP) via the SAP system. When Embraer publishes a Purchase Order, the supplier receives an notification and can view and respond to the order by acknowledging or rejected the order in the Embraer SCP application. The main states for a Discrete Purchase Order are: New, Open, Accepted, Received and Closed. Overview of Discrete Order path: Step 1: Embraer creates, or publishes, a Discrete Purchase Order (DPO) to SCP via the B2B connection, and the DPO is loaded into SCP with a New state. Step 2: The Supplier has the option to respond to the DPO via Web UI or UI Upload. The Supplier can acknowledge (with or without changes) if they intend to fulfill the request, or reject if they are unable to meet the needs of the customer. The Supplier responds to a Discrete Order at the schedule lever with one or more Promise Schedules that provide a confirm delivery date and a confirm quantity. The Supplier has the following options when responding: Acknowledge If the supplier intends to fulfill the order they would choose to acknowledge the order. The system moves the Schedule status to Accepted - If the supplier has reviewed the order and intends to fulfill it according to the requirements specified by the buyer without any changes made to the Confirm Delivery Date or Confirm Quantity. The system moves the Schedule status to Accepted with Changes If the supplier intends to fulfill the order, but has made a change to the Confirm Delivery Date or Confirm Quantity fields. In this case, the supplier is required to provide a response in Supplier Reason Code and Supplier Notes fields. An alert is triggered to the buyer. Reject Order - If the supplier is unable to meet the needs of the customer or deems the request invalid, the order will move to the Supplier Rejected state. The buyer is alerted 18

19 for approval. Note: If an order is rejected, an entry in the Supplier Reason Code field and Supplier Notes field is required. Step 3: The buyer can also action the Discrete Order via SAP, SCP UI or UI Upload, in which case the Order state may be updated. The New status is assigned to a new order line or request schedule when it s loaded to the system. The status Open is assigned to orders that have been changed. The buyer can also choose Cancel or Close the DPO via SAP or UI Upload, which results in a Cancelled or Closed order status. Discrete Order Status SCP uses a State (or status) model as flags to help manage order lifecycles, and to provide insight into where the order is in the fulfillment cycle. States are assigned to Order (in the Header) and at each Schedule Line level, respectively. When an order contains multiple lines, the overall Order Status of an order is determined by the Schedule Line status with the highest priority. For example, if the state of one Schedule Line in an order is set to Accepted, while another Schedule Line is in the New state, the Order Status is set to New. The higher priority status will prevail and the overall Order Status will take on that state. 19

20 The table below defines the different States and their priority. (Lower number=higher Priority). State Definition Priority New Open Request Acknowledgement The state assigned to a new order line or request schedule when it's loaded into the SCP System The state assigned to a changed order line or request schedule when it's loaded into the SCP system and a monitored field has been updated. Embraer would like the supplier to review potential changes to Current Delivery Date, Baseline Delivery Date or Request Quantity Supplier Rejected The supplier rejected the customer s request schedule. 4 Accepted with Changes Accepted The supplier accepted the request schedule with changes to the Confirm Delivery Date and/or Confirm Quantity. The supplier accepted the request schedule as-is. Confirm Delivery Date and Confirm Quantity match their corresponding Embraer-sent field. 5 6 Received Embraer has successfully received and processed the material 7 Cancelled Embraer cancelled the request schedule. 8 Closed Embraer closed the order line or request schedule. 9 Discrete Order Documents - Overview Discrete Orders may contain several elements including: Line Items, Request Schedules, and Promise Schedules. Details about an order are displayed within Discrete Order Details pages. The Discrete Order can have: Multiple line items Each line item can have multiple schedules (NOTE: Embraer will send only one schedule per line.) Each schedule can have multiple promise schedules Discrete Line Item Line Item Request Request Promise Promise Promise 20

21 Discrete Order Details and Order List Details pages Once an order is loaded into SCP, Buyers and Suppliers alike may access and view the orders and all associated Header Information and Schedule and Line Item details. Information about the orders can be reviewed and action can be taken on orders from the Order List and Order Details pages. Discrete Order List page provides the list of Orders within each State Discrete Order Details page provides details of a specific order Header Level information (top of the details page) contains all of the top level information of a Discrete Order Schedule Line Summary information (bottom of the page) show all details associated with the schedule lines contained within the order When working in Order Detail and Order List pages, the following icons are available which allow you to configure your view of the data and easily print and export order information. Configure Icon: used to customize the view of your data Print Icon: used to print orders from the details page Export Icon: used to export schedule lines into a.txt file Sort Order Icon: switch between Ascending and Descending sort order in a column. move between pages Manage the number of records per page, or to There are several key data fields that you will work with on the orders including: Order Number a unique ID for each order that is found on the header. Schedule Status the status that a schedule line is in. Line ID a unique ID that represents each line item of the order that is found on schedule line. Plant the Plant ID that you are doing business with. Request Quantity the quantity that is expected by Embraer for that schedule line. Baseline Delivery Date the agreed date that the schedule line is expected by Embraer found on the schedule line. Unit Price: The agreed price for the part that was agreed between you and Embraer found on the schedule line. Buyer Notes notes from Embraer found on the header level and/or schedule line. Supplier Notes notes from the supplier found on the header level and/or schedule line. 21

22 Discrete Order List pages The Discrete Order List page provides a list of all orders with a given schedule status. Both buyers and suppliers have access to order list pages, although the functionality available on these pages is role dependent. The Discr ete To act on items in a list, check the box to select the desired item then click the appropriate action. To select all items in a list, click the Select All checkbox. From the Order List page, suppliers can perform the following actions on an order: View History, Acknowledge, Edit Promise, Reject Orders, and Create Commercial Invoices. Suppliers can respond to an order(s) from the Order Details page. Responses are reflected at the order level and propagate to all Schedule Lines within the order (s). Acknowledge (with or without changes to the Confirm Deliver Date or Confirm Quantity fields). The Order status state is moved to Accepted or Accepted with Changes Reject Order. The Order schedule status is moved to Supplier Rejected. Discrete Order Details page From the Discrete Order List page, suppliers can click on an order number to access the Order Details page for the selected order. The Discrete 22

23 Header Level Schedule Line On the Discrete Order Details page, the top section of the page is referred to as the Order Header and contains all of the order details. The lower portion of the page contains details about the Schedule Line Item information. Each row represents a unique line within an order. It includes the part number, quantity, and details about the times and schedules. Also available in the lower portion of the page, the Commercial Invoice tab and Receipt information tab provide access to details regarding invoicing and receipts. From the Order List page, suppliers can perform the following actions on one or more Line Items: View History, Reset, Acknowledge, Edit Promise, Reject Orders, and Create Commercial Invoices. When responding to a Schedule Line Item, suppliers can choose: Acknowledge (with or without changes to the Confirm Deliver Date or Confirm Quantity fields). The Order status state is moved to Accepted or Accepted with Changes Reject Order. The Order schedule status is moved to Supplier Rejected. 23

24 Working with Discrete Orders Locate a Discrete Order When a Discrete Order is published, the order state is set to New and a notification is generated to alert the supplier. To locate a Discrete Order: 1. Login to SCP. Using the navigation tree, go to: Order Management -> Discrete Orders -> Summary page 2. Click the value listed under the New state. 3. Locate the desired Order. Click the Order number for more information. Supplier Response to a Discrete Order Suppliers can respond to a new Discrete Order from the Order Details page - to respond to the order, or the Order List page to respond to each line item. When responding to a New order, the Supplier can: Acknowledge the order exactly as it was published by the Buyer Acknowledge the order and request a change to the Delivery Date or Quantity fields. Reject the order if the supplier is unable to meet the needs of the customer. Acknowledge a new Discrete Order and accept with no change 1. Login to SCP. Using the navigation tree, go to: Order Management -> Discrete Orders -> Summary page 24

25 2. Click the value listed under the New state to access the list of New Discrete Orders. 3. Place a checkmark next to the desired order to select it. You may select multiply items. 4. To accept the order exactly as it was published by the Buyer, click Acknowledge. 5. The Order state is updated to Accepted. Respond to an Order with Changes 1. Login to SCP. Using the navigation tree, go to: Order Management -> Discrete Orders -> Summary page 2. Click the value listed under the New state to access the list of New Discrete Orders. 3. Place a checkmark next to the desired order to select it. 4. To modify the Confirm Delivery Date or Confirm Quantity fields, scroll right to access those fields. Make any desired changes. 25

26 As a result of these value changes, you must also select a Supplier Reason Code from the dropdown menu, and click Create to add a Supplier Note.. 5. Click Acknowledge. 6. The Order state is updated to Accepted with Changes and will enter the Buyer Approval process. Reject a new Discrete Order: 1. Login to SCP. Using the navigation tree, go to: Order Management -> Discrete Orders -> Summary page 2. Click the value listed under the New state to access the list of New Discrete Orders. 3. Place a checkmark next to the desired order, or click the order number to access the order details page to select specific lines in an order. 4. Select a Supplier Reason Code from the dropdown list. 5. Add a Supplier Note by clicking on the Create hyperlink. 26

27 6. Click Reject Order. 7. The order will enter the Buyer Approval Process. Supplier Message Suppliers can incorporate a message, or note, to be included in Order Details. Messages can be created within the Order Details (a supplier message) or at the Schedule Line Item level (a supplier note). The Supplier Notes and Supplier Message fields can hold a maximum of 4,000 characters. Note that when you change a schedule line status to Supplier Rejected or Accepted with Changes, a Supplier Note is required at the line level. 1. To enter a message in the Order Details, click Change. To enter a message at the Line Level, scroll and locate the Supplier Message column, and click Create. Header Level Note Line Level Note 2. Enter the message, and click OK. 27

28 Adding Promises In some cases, suppliers may need to Add or Edit Promises in order to split a request quantity into multiple Confirm Delivery Dates. To edit the Promise: 1. Login to SCP. Locate the order using Search or Summary. 2. Working within the Order List Page or Order Details Page, place a checkmark next to the Order or Schedule Line you would like to edit. Click Edit Promise. 3. The Discrete Order Schedule page is displayed. Edit the new promise Confirm Quantity and/or Confirm Delivery Date, and click Save. 4. Add a Supplier Reason Code by clicking the dropdown and selecting a reason. 5. Add a Supplier Note by clicking on the Create hyperlink and adding information. 6. Click Save. The system will add a row for the new promise and update the Line Status to Accepted with Changes. View Order History Suppliers can access and view the history of changes made to a Schedule Lines within an order from either the List or Details page. The History page displays a list of the changes that have been, and the change details include: the user who made the change, which fields have been changed, the original field values and changed values. The history will show all changes made by the Buyer or Supplier. 28

29 You can access the History feature from the navigation menu, or from within the Order List and Order Details pages. To view the History of an Order or Schedule Line: 1. Login to SCP. Locate the order using Search or Summary. 2. To view the history activities associated with an Order, go the Order List. To view the history of activities associated with a Schedule Line Item, go to the Order Details page. 3. Place a checkmark next to the Order or Schedule Line for which you would like to access the history. Click View History. 4. The History page for the Order or Line is presented. 5. The list of transactions is presented and reflects all of the changes that have occurred. Users can narrow their search by using the Change Field Selector, and cli. Information provided includes: The +- button allows the user to expand/collapse the entry for that record. User: indicates who made the corresponding change to the object. Change Field: indicates the field that was updated. 29

30 Old Value: indicates the value of the field prior to the change. New Value: indicates the value of the field after the change. Users can export the data from the screen or configure the screen to their needs. You may use the filters provided, and click Refresh, to narrow the scope of the information being displayed. 6. To narrow the scope of the information displayed, use the Change Field filter, and click Refresh. For example, use the Change Field option to view only changes that have occurred to in a specific data field. Discrete Order Reconfirm Process The Reconfirm Process will send scheduled messages to the supplier at regular intervals to request confirmation that the supplier is still on track to deliver. Supplier Level Reconfirm Attribute A Supplier level attribute will be added to the system to designate if the supplier is Reconfirm Eligible. The default for this field will be No and can be updated by the Buyer. Purchase Order Level Reconfirm Attribute A field at the Discrete Order level will be added to the header to designate if the Order schedules are Reconfirm Eligible. The default for this field will be Yes and can be changed by the buyer. Suppliers can determine if a Discrete Order requires reconfirmation by view the Reconfirm Needed field at the schedule line level of an order. Supplier can also locate orders that need reconfirmation via the Exceptions workflow. Navigation Tree -> Exceptions -> Order Management -> Discrete Orders and click on the number on the Reconfirm Purchase Order Alert Row 30

31 For an order to be reconfirm eligible, the Discrete Order must be in an Accepted state and must fall within the reconfirm date range. The reconfirm process will begin at 60 days prior to the Current Delivery Date. This process will then trigger every 15 days until the Current Date is less than 15 days prior to the Current Delivery Date. This will result in messages sent at 60, 45, 30, 15 days prior to the Current Delivery Date. The Current Date must also be greater than 7 days after the Acceptance Date. Reconfirmation Process The Reconfirm Process will send scheduled messages to the supplier at regular intervals to request confirmation that the supplier is on track for delivery. The Supplier responds to a reconfirm request as they would for any other order: If the Confirm Delivery Date and Confirm Quantity are still valid, click Acknowledge. If the Confirm Delivery Date and Confirm Quantity are no longer achievable, 1. Select the Lines that you wish to change. 2. Update the Confirm Delivery Date and/or Confirm Quantity. 3. Choose a Supplier Reason Code from the dropdown list this is the reason for the change request. 4. Add a Supplier Note by clicking on the Create hyperlink. 5. Click Acknowledge. 6. The Discrete Order will then enter the Buyer Approval Process. Note: If the supplier does not respond within 2 days of the reconfirmation trigger, then the buyer and supplier will be alerted to lack of response and a Missing Reconfirm message will be sent. Request Acknowledgement SCP allows buyers to Request Acknowledgement, or introduce a suggested new Current Delivery Date, Baseline Delivery Date, or Request Quantity. When this occurs, the Order Status will move to the Request Acknowledgement state and generate an alert to all subscribed users. 31

32 When Request Acknowledgement is sent, the Current Delivery Date and Request Quantity will be copied to Confirm Delivery Date and Confirm Quantity, respectively. Suppliers will then be able to Acknowledge or Reject the schedule as is appropriate for the given situation. If the supplier action results in the Schedule Status moving to Accepted with Changes or Supplier Rejected, then the schedule will move into the Buyer Approval process. Suppliers can locate orders that require acknowledgement via the Exceptions workflow. Go to Navigation Tree -> Exceptions -> Order Management -> Discrete Orders and click on the number on the Request Acknowledgement row. 32

33 Subcontract Orders Overview of Embraer Supply Chain Platform Embraer Supply Chain Platform (SCP) enables secure, cloud-based collaboration between Embraer and suppliers that manages the supply chain lifecycle. As a supplier, you will use SCP to communicate a document s lifecycle with Embraer. Orders entered by Embraer via their SCP system should be viewable by you in Embraer-SCP. You should receive an notification when actions occur by Embraer (e.g. when a new order is received, the price has been changed, a document has been rejected and more). You will respond to an order using the blue action buttons found on the order. To help understand how to view an order, the order is broken out into the Header Level and Schedule Line Level. The header level contains order details. The schedule lines show all lines that are part of the order. Schedule lines in an order tell you what Embraer is buying from you. When providing a response to an order, you will be responding to the schedule lines found on an order. Order status and the status of a schedule line will change throughout an order as you communicate via SCP with Embraer. 33

34 Accessing Embraer Supply Chain Platform To access Embraer-SCP, you will be required to have an Exostar Managed Access Gateway (MAG) account. Your company must be invited to use Embraer-SCP. If your company has a MAG account and is subscribed to Embraer-SCP, please request access from the Home tab from your MAG account. If your company is registered for Embraer-SCP but you do not have a MAG user id, please work with your MAG Organization Administrator. About Subcontract Orders Subcontract orders are document order types received through the Embraer Supply Chain Platform (SCP). Embraer will enter the subcontract order via their SAP system. The order is then viewable in the Embraer-SCP application. You will receive an notification when there is a new Subcontract order is in Embraer-SCP. As a supplier, you will need to respond to the order. The response is sent to Embraer from Embraer-SCP. Searching for Subcontract Orders You can locate subcontract orders multiple ways through the Embraer-SCP application. For simplicity, three ways to locate a subcontract are contained in this document; using My Workspace, using Summary or Search from the Subcontract Order menu option from the navigation tree. To search using My Workspace, from the navigation tree, select My Workspace. From the Supply Network Order Summary, select Subcontract Order. 34

35 After selecting Subcontract Order from the menu, the information will filter by order status. To search for an order in a particular state, you can click on the number in the Total column. 35

36 For example, if you clicked on orders that are in an Accepted state, you will be presented with the three Subcontract Orders that are in an Accepted state. Clicking on the order name will allow you to view the order. You can also access Subcontract Orders by going to Order Management from the navigation tree and selecting Subcontract Order. You will then be presented with the Subcontract Order Summary, Search and History pages. Using Summary You can use the Summary page to locate Subcontract Orders based on search criteria. The search results will return as a number of results per document status. When using Summary, you can search for an order at the schedule line level using Subcontract Order Schedule Summary or you 36

37 can search for an entire order (at the header level) using Subcontract Order Summary. The default page that displays is Subcontract Order Schedule Summary. Using Search From the navigation tree, you can use the Search page when you have specific search criteria (e.g. order number, plant, date range, etc.). Searching is case-sensitive, and if there are extra spaces after a data entry it may not return in the search results. You can use an asterisk on both sides of your data to represent wildcard searching. This means that where the asterisk is placed can be any number of characters or spaces. For example, you could also use *lectric* and this would return records with Electrical or electrical or even electric. 37

38 Searching by date ranges can be very useful, but you must follow a YYYY-MM-DD format. You can use the calendar to select a date range. You can also search by a certain number of days (for example, all orders created in the last seven days). Holding down the Control key (CTRL) to select more than one choice for a selection box and using a comma can help you to search using multiple criteria for a single data field. Do not use spaces between the commas. An order will appear if it is located. Click on the Order Number to view the order. You can action an order from this view (e.g. Acknowledge, Kanban, et cetera) but it is strongly recommended to view the order by clicking on the Order Number and completing the action for an order from the order details page. Saved Searches You can save search criteria for future use, or even set up some criteria as a default on a search page. If there is certain search criteria that you use on a regular basis (e.g. Buyer Company, Plant, or a set of Part Numbers), it is helpful to save that search criteria for future use. You can add to or modify the saved search/filter criteria. It is also possible to use the saved criteria for downloading. 38

39 Save a Search Enter search criteria and click Save. The Filter Criteria pop-up window appears. Enter a name (to find the saved search later) and click New. 39

40 Your search will be created. You will have the option to set it as your default. Click OK to close the window. Note: You can set one of the saved searches to always default onto that search page by selecting it in the Search Default column on the Search Criteria window. The search is available from the drop-down of the search page. 40

41 Locating Subcontract Orders from the Order Summary Page From the navigation tree, go to Order Management, Subcontract Order, Summary and Subcontract Order Summary to locate an entire order. Enter your search criteria and click Search. Results will display in the Results section at the bottom of the page. If the order is in the SCP application, the result will return in what status the order is in. Remember that this will be located in the Results section at the bottom of the page. In this example, one order was located in a New status. To view the order click on the number in the Total column. Note: If your total exceeds 1000 for a state, you will need to filter. Subcontract Order Statuses and Priorities SCP uses a state model to manage the Subcontract Order lifecycle. The Subcontract Order will progress through different statuses (states) during the collaboration process between you and 41

42 Embraer. Statuses include New, Open, Request Acknowledgement, Kanban, Return Materials, Accepted with Changes, Ready to Ship, Accepted, Go, Received, Cancelled and Closed. Order Statuses and Schedule Line Priorities State Definition Priority New The state assigned to a new order line or request schedule when it's loaded into the SCP System. 100 Open The state assigned to a changed order line or request schedule when it's loaded into the SCP system and a monitored field has been updated. 200 Request Acknowledgement Embraer would like the supplier to review potential changes to Current Delivery Date, Baseline Deliver Date or Request Quantity. 300 Kanban The supplier does not have enough material to begin production. 400 Return Materials The supplier is returning production materials to Embraer for replacement. 500 Accepted with Changes The supplier accepted the request schedule with changes to the Confirm Deliver Date. 600 Ready to Ship The supplier has completed production and is ready to ship the item(s) to Embraer. 700 Accepted The supplier accepted the request schedule as-is. The Confirm Deliver Date and match the Current Delivery Date

43 Go Received Embraer has determined that the ready to ship item can be delivered to the Embraer facility. Embraer has successfully received and processed the material Cancelled Embraer cancelled the request schedule. 950 Closed Embraer closed the order line or request schedule. 975 The Order Status (also known as order states) is determined by the Schedule Line Status with the highest priority. In the example below at the Schedule Line level, Line ID 1 is in a Kanban status, Line ID 1 is an Accepted status and Line ID 2 is in a New status. New which has a priority of 100 is the highest priority. Therefore the order status is New. This status can be viewed at the Header level. Schedule Line States and Schedule Line Action A schedule line can be in the following state and have information in the Action column: New: No information in the Action field New: EMF in the Action field New: DEV-PARCIAL in the Action field New: DEV-Total in the Action field Open: No information in the Action field Open: EMF in the Action field Open: DEV-PARCIAL in the Action field Open: DEV-TOTAL in the Action field Kanban 43

44 Request Acknowledgement Return Materials Accepted with Changes Accepted Ready to Ship Go Received Closed Cancelled View Subcontract Order Details On the Order Details screen, the top half of the page is referred to as the header section. The bottom half of the page contains the line items and schedule lines for that order. Use the right-side and bottom scroll bars to view all of the data fields. Header Level Schedule Line Level Some of the key data fields that you will work with on the orders are as follows: Order Number a unique ID for each order that is found on the header. Schedule Status the status that a schedule line is in. Line ID a unique ID that represents each line item of the order that is found on schedule line. Action a notification field used for Return Materials. Plant the Plant id that you are doing business with. Request Quantity the quantity that is expected by Embraer for that schedule line. Baseline Delivery Date the agreed date that the schedule line is expected by Embraer found on the schedule line. 44

45 Unit Price: The agreed price for the part that was agreed between you and Embraer found on the schedule line. Buyer Notes notes from Embraer found on the schedule line. Note: You can rearrange or hide data fields by clicking on the Edit icon to customize the view of your data. You will be able to print a Subcontract Order by using the Print icon. You will be able to export schedule lines into a.txt file using the Export icon. Subcontract Order Management Process Overview Subcontract Order workflow documents are used to facilitate the communication of buyer orders and supplier responses to that order(s). Upon creation of a new order by a buyer (Embraer), the supplier is notified and initiates a response to that order in SCP. The response, in turn, is sent to the buyer. The subsequent movement of the order is facilitated in SCP. As order documents transition through the fulfillment lifecycle the Order Status of an order is updated to reflect its current state. Subcontract Order New Orders Subcontract Orders are loaded into Embraer Supply Chain Platform (SCP) via the SAP system. Uploaded orders include all order details, including the Current Delivery Date. Subcontract Orders are loaded into Embraer Supply Chain Platform (SCP) via the SAP system. When Embraer publishes a Subcontract Order, the supplier receives an notification and can view and respond to the order by providing an order response to the order within the Embraer SCP application. 45

46 PO Is in New (Null), Open (NULL), Kanban, Accepted, or Accepted with Changes Buyer Request Acknow. NOTE: If Schedule Status = Accepted then Buyer Reason Code becomes a required field. POR is sent to SAP with an Accepted State Successfully changes Request Quantity or Current Date or Current Date and Baseline Date per defined Rules Supplier Accepts Uploaded and replaces Request Quantity, Current And/Or Baseline Date Updates Header/Schedule Last Modified. Schedule Moves to RA state Supplier Accepts with Changes Enter Buyer Approvel Process Accept Baseline Date Flag is set to Yes SAP to Update Baseline SAP must check for Date/Qty Changes Yes Should Baseline be Update? Reject No PO Line is moved to an Open State Eligible for Discrete Order Alert Buyer may enter a Buyer Note Baseline Date Flag is set to No SAP must check for Date/ Qty Changes Step 1: Embraer creates, or publishes, a Subcontract Order (SCO) to SCP via the B2B connection, and the SPO is loaded into SCP with a New state. Step 2: The Supplier has the option to respond to the SCO via Embraer-SCP or using the Upload function in Embraer-SCP. When Embraer publishes a Subcontract Order, the supplier has the following options when responding: Acknowledge, Kanban or Return Materials. Acknowledge If the supplier intends to fulfill the subcontract, they will enter the information as needed and click the Acknowledge button. SCP-Embraer will then review the supplier response and determine if the schedule should move to an Accepted or Accepted with Changes state. Accepted If the Supplier does not make changes to Confirm Delivery Date or Confirm Quantity, they agree to meet the order as specified by Embraer. In this scenario, Embraer-SCP moves the Schedule Status to Accepted. Accept with Changes When the supplier is unable to deliver and agree on Embraer s requested Current Delivery Date or Request Quantity, Embraer-SCP allows the supplier to make changes to corresponding fields ( Confirm Delivery Date and Confirm Quantity, respectively). If a different value is entered in either confirm field, Embraer-SCP moves the Schedule Status to Accepted with Changes and an alert is triggered for Embraer. Note: When the supplier responds with Acknowledge, Embraer-SCP will ensure that the Confirm Quantity equals the Request Quantity. If changes are identified to either Current 46

47 Delivery Date or Request Quantity, then the Supplier Reason Code and Supplier Notes become mandatory. Return Materials When materials provided by Embraer for use in subcontract items are defective or need to be replaced, the supplier has the ability to return the materials. In this case, the supplier will update the Schedule Status to Return Materials and then ship the materials to Embraer for replacement. If the supplier uses the Return Materials action, Supplier Reason Code and Supplier Notes become required fields. Kanban When the Supplier needs more materials from Embraer in order to start the production process, they will move the subcontract to a Kanban status. When this occurs, the Embraer-SCP alerts the buyer for action (NOTE: Does not enter into the Buyer Approval Process). If the supplier uses the Kanban action, Supplier Reason Code and Supplier Notes become required fields. Ready to Ship When the supplier is ready to send the materials to Embraer, the supplier will provide a Ready to Ship response. The buyer will be notified that the material is ready to ship. Step 3: The buyer is notified that the order status has changed. Orders with a status of Accepted with Changes or Return Materials, require approval or rejection of the changes by Embraer. Orders with a status of Reject will also require Embraer to approve the changes. If the changes are approved, the schedule line response will be downloaded and will reflect in Embraer-SCP. The schedule line will move to the Open state. Order schedules with a status of Ready to Ship require the buyer to alert the supplier to ship the item. This requires action by Embraer. The schedule line status will change to Go when Embraer responds that they are ready for the supplier to ship the order. 47

48 Creating an Order Response When Embraer sends an order, you will need to provide a response to schedule lines on the order. It is important to review the order in its entirety. Remember that to locate an order, you can search from Summary or Search. To locate an order using Summary, start from the navigation tree, Order Management, Subcontract Order, Summary and Subcontract Order Summary to locate an entire order. Enter your search criteria and click Search. If the order is in the system, it will appear in the current order state that it is in in the Results section. To view the order click on the number in the Total column. An order list page appears. Click on the Order Number to go to the Order Details page. 48

49 Note: The order list pages for Discrete Order Summary and Subcontract Order Summary list pages displays all schedule lines that are tied to an order. However, all other list pages will only return schedule lines that match the search/summary criteria. You will need to provide a response to the order. It is important to view ALL of the schedule lines located in the Subcontract Order Details section to ensure that ALL of the information is accurate before taking the required action on a schedule line. It is also important to acknowledge all orders that you intend to fulfill. If there are any changes in price on the order, you will receive an notification only. It is very important that you look at your order details to ensure that the pricing is correct. To use the blue buttons at the bottom of the page, you first need to select the rows using the check box on the left. Selecting the top check box (labeled ACK) will select all lines on the order. If you are not seeing all the schedule lines, you may need to filter by state. Note: You will not use the Commercial Invoice Info and Receipt tabs in Embraer-SCP. You will need to review the schedule line(s) that you are acknowledging and will need to enter the information as needed. You will need to use the appropriate order response (blue buttons) for the schedule line. To learn more about the different order responses, please reference the Response Options to a Subcontract Order section. Additional sections in this guide provide more detail about a specific order response. Please reference the Table of Contents for assistance. If you do not make changes to Confirm Delivery Date or Confirm Quantity, you agree to meet the order as specified by Embraer. The schedule status for the line will be moved to Accepted. If the order is in a New state, the order status will change to a different state depending what the priority is on the schedule lines. 49

50 You can use the Ready to Ship response when you are ready to ship your item. Select the schedule line that you are ready to ship and click Ready to Ship. The schedule lines that you provided the Ready to Ship response will move to a Ready to Ship status. Note: The order status may change to a different state depending what the priority is on the schedule lines. The response will be received by Embraer. Once Embraer responds in a Go status, you will receive an alerting you that you can ship your item(s). Once the item(s) is received by Embraer, they will close the schedule line. You can view schedule line that have a Go status from Summary, Subcontract Order Schedule Summary, Go in the Results section. If you change the the confirm delivery date on an order and then respond with Acknowledge, the order status will change to Accepted with Changes. It is important to include a note to Embraer, a supplier note, and a reason code if changing the confirm delivery date. Work with Change Orders When Embraer sends a change to an order schedule line, the line could move to Open or remain in its current state if the monitored field did not change. Other States and Change Orders If a line to an order is sent in for the first time, the status would be New for that line and therefore the status of the entire order would be New. If searching for orders from the Summary, 50

51 Subcontract Order Summary tab, the order is under New. If you go to the Subcontract Order Schedule Summary tab, you can find the updated lines in the Open column in the Results section. Note: If the change order only provides changes to some of the order lines, the rest of the lines will maintain their current status. This can also affect the order state and searching at the order level and not the schedule line level. Click on the number to access the order. Click on the order number to view the order. 51

52 You will be able to view what schedule lines are Open. Working with Return Materials When materials provided by Embraer for use in subcontract items are defective or need replaced, you have the ability to return the materials. If returning materials, you will ALWAYS need to provide a Return Materials response in Embraer-SCP. Bypassing this process may cause complications. You will only be able to use the response of Return Materials for a schedule line when the schedule line state is either New or Open. You will need to update the Schedule Status to Return Materials and then ship the materials to Embraer for replacement. You must include Supplier Notes and Supplier Reason Code at the line level. 52

53 The schedule line will change to Return Materials. The line will then need to go through the Buyer Approval Process. Upon receipt of the materials, Embraer will generate a purchase order change updating the Action field in an order to one of the following: DEV-PARCIAL the returned materials have been partially received DEV-TOTAL the returned materials have been fully received. Embraer-SCP will also monitor to ensure that suppliers are taking the appropriate actions. For example, if an Action of DEV-PARCIAL or DEV-TOTAL exists, but the subcontract is not in a Return Materials state, the system will alert both buyers and suppliers via of the problem. 53

54 The schedule line and action field will display as follows: Supplier sets a schedule line to Return Material but fully returns the material after Embraer rejects the return within Embraer. Supplier sets a schedule line to Return Material but partially returns the material after Embraer rejects the return within Embraer. Supplier physically returns the material but does not update the Order Status in Embraer-SCP. EMF means that Embraer is aware that more material needs to be shipped to the supplier before they can start production. Schedule State Action New EMF New/Open DEV-TOTAL Return Materials DEV-TOTAL Accepted DEV-TOTAL Supplier partially returns the material but does not reject the schedule li Supplier partially returns the material but does not set the schedule line to Return Materials in Embraer-SCP. Schedule State New New/Open Return Materials Accepted Action EMF DEV-PARCIAL DEV-PARCIAL DEV-TOTAL 54

55 Working with Kanban Orders When you need more materials from Embraer in order to start the production process, they will move the subcontract to a Kanban status. When this occurs, Embraer-SCP system alerts Embraer for action. If a schedule line is in a New or Open state and has no information in the action field, you will be able to use the Kanban response. If the Action field is in EMF, DEV-PARTIAL or DEV- TOTAL, you will be unable to use the Kanban response. If you use the Kanban response to a schedule line, Supplier Reason Code and Supplier Notes become required fields. Note to Embraer (Supplier Message and Supplier Notes) You can create notes at the Header or Line Level. This is done with the header level Supplier Message or line level Supplier Notes. Moving a schedule line to Supplier Rejected or Accepted with Changes requires entry of the Supplier Notes at the line. To enter a message, click on Change if providing a response to a schedule line. If providing a message to an order, click Create next to Supplier Message. Header Level Note Line Level Note 55

56 Enter the message in the messaging field. Click OK to save the message. Reconfirm Eligible The Reconfirm Process will send scheduled messages to the supplier at regular intervals to request confirmation that the supplier is still on track to deliver. Embraer can set the Reconfirm Process for at the order header level of a subcontract. Not all orders are eligible for reconfirm. If an order is requires the supplier to Reconfirm, Reconfirm Eligible will be set to Yes in the order header field and Reconfirm Needed (at the schedule line level) will be set to Yes. For an order to be reconfirm eligible, the order must be in an Accepted state and must fall within the reconfirm date range. The reconfirm process will begin at 60 days prior to the Current 56

57 Delivery Date. This process will send messages at 60, 45, 30, 15 days prior to the Current Delivery Date. If you do not respond within two days of the reconfirmation trigger, you and Embraer will be alerted to lack of response and a Missing Reconfirm message will be sent to you. If you acknowledge the order, then the Reconfirm Needed flag is cleared and the order will follow the standard cycle (e.g. order status of Accepted, Return Materials, etc.). View History of an Order You can use History to search for the history of an order. The history page displays the name and user role of the person (or system) that has made a change to the order. The history indicates the old value, the new value, and which field has been modified. Most of the actions and changes that are made to a Subcontract Order are listed in History available from the Navigation Tree, Order Management, Subcontract Order, History feature. 57

58 It is possible to view history of a schedule line by selecting a single row at the bottom and then clicking the View History button. You will need to check the box for the schedule line you want to view history for. You can only view history one schedule line at a time. The history for the schedule line will display. My Profile My Profile allows you to modify your role if you have multiple roles, manage notifications more. 58

59 System Alerts You may choose to opt out of certain alerts. Keep in mind that it defeats the purpose of having alerts that may help keep you informed of what is new or needs attention. To change subscription settings, in the Navigation Tree, scroll down and click My Profile. Click Alert Subscription and check / uncheck boxes in the Setup to Receive Alerts as necessary. Click Save to save your settings. Roles There are two roles in Embraer-SCP. The Supplier Viewer role only allows a user to view information within the application. The Supplier role can take actions on documents (orders, invoices, etc.). 59

60 Modifying your Role If you have multiple roles assigned to you in Embraer-SCP, you can change your role by clicking on Change Role. If you have multiple roles, you will be able to click on the role you require. You can confirm your current role in the ribbon at the top of the page. Changing Font Size You have the ability to change the font size within Embraer SCP using Collab Preferences. You can change the font to Small or Large. Select the font size you want and click Save. Commercial Invoices Commercial Invoicing for Discrete Orders When you are ready to invoice Embraer for an order, you can create a commercial invoice if the Allow Commercial Invoice function is activated. You can create commercial invoices from the navigation tree or you can do it from the order. From the order, click on Create Commercial Invoice for the schedule line(s) that you want to 60

61 invoice for. You cannot create a commercial invoice for a cancelled, closed or rejected schedule line. You can confirm if you can create a commercial invoice on a schedule line by checking the Allow Commercial Invoice field on the schedule line(s) of the order. 61

62 From the order, select the schedule line(s) and then click on Create Commercial Invoice. You will be provided with the commercial invoice details. You will need to enter all of the required fields. Required fields are marked with an asterisk in the details section and schedule line section. Your invoice may be rejected if you do not upload a PDF version of your commercial invoice. The attached PDF must exactly match the electronic record or Embraer may reject the invoice. Required Fields Required Fields 62

63 To add the attachment, click the paperclip icon next to Attachment. You will receive an attachment list pop-up window. Click Add to add your PDF commercial invoice. After clicking add, you will need add your PDF document. Click Upload to add the document. If the document is successfully uploaded, you will see it in your attachment list in the pop-up window. On the Commercial Details page, your attachment will display as a number. 63

64 Incoterms must match exactly what is on the order. If you do not know what the Incoterms are, you can refer to the order to ensure you make the correct selection. Incoterms can be located in the header section of the order. If you select a non-required field, another field may be required. For example, if Freight Carrier is populated, then a Tracking Number is required. When you are ready to send your Commercial Invoice response to Embraer, click on Create Commercial Invoice. If you receive an error message when you click on Create Commercial Invoice, please read the error message in its entirety. A field in the invoice header details or invoice line details may be missing or incorrect. You will receive a Creation Status message. 64

65 You will be able to view the created invoice by clicking on the invoice number. The invoice has been sent and they will need to provide a response. You can use the Summary or Search options from the navigation tree to look-up an invoice to view a response. After the Commercial Invoice has been received by Embraer they will periodically send a status changing the states of the lines letting the supplier know where the Commercial Invoice stands at Embraer. If a commercial invoice has been created for an order, you can access the Commercial Invoice Info tab directly in the order. 65

66 Commercial Invoice Statuses and Schedule Line Priorities State Definition Priority Rejected Embraer has sent a CI Update with a state of Rejected 100 Pending A Supplier has used XLS to upload an invoice to the system 150 Open The Supplier has created the Commercial Invoice (CI) Line WITH a reference to a valid Order Line in SCP 200 Registered Embraer has registered the PO in their system and has sent a CI Update with a status of Registered 250 Invoiced Embraer has sent a CI Update with a state of Invoiced 300 On Hand Embraer has sent a CI Update with a state of On Hand 400 Shipped Embraer has sent a CI Update with a state of Shipped 500 Clearance Embraer has sent a CI Update with a state of Clearance 600 Delivered* The Carrier has delivered the item to Embraer and updated the Commercial Invoice 700 Received The Customer has loaded a Receipt Line, which references the Commercial Invoice Line 800 Paid Embraer has sent a CI Update with a state of Paid 900 Updating a Commercial Invoice Embraer can communicate the current status of a Commercial Invoice through Embraer-SCP. Embraer-SCP does not allow you to update an invoice unless the invoice is in an Open or Rejected state. If Embraer rejects the invoice, you can update all editable fields and/or add attachments and resend to Embraer. The Commercial Invoice status will be Updated. Once the supplier clicks the Update button, the invoice will return to the Open status. 66

67 Cancelling a Commercial Invoice You may request a cancellation of the invoice if it is in an Open state. To cancel a commercial invoice, you will need to ensure that Request Cancellation in the invoice details header section is set to Yes. To initiate the process, select an invoice line. When you are ready to cancel, click Update. Embraer will receive the request to cancel and respond. If Embraer agrees with the request, they will reject the Commercial Invoice. If Embraer disagrees with the cancellation, they will continue to process the Commercial Invoice and will send status updates to the supplier. Commercial Invoice Rejection To confirm if an invoice was rejected, please check the Commercial Invoice Exceptions queue from the Navigation Tree. Save Commercial Invoice as Draft If you need to hold onto an invoice as a draft until you are ready to send it to Embraer, click the Save Draft button on the Commercial Invoice Details page when you are creating the invoice (instead of the Create Commercial Invoice button). Saving as a draft will NOT send the Commercial Invoice to Embraer. You can search for the draft by using Draft Search from Commercial Invoice on the Navigation Tree. 67

68 About Invoice Period Embraer can send an Invoice Period on each discrete order. If Invoice Period is not sent on the PO, there will be no information in the Invoice Period field and you will be able to create a Commercial Invoice at any point in time. The Invoice Period indicates the number of days prior to the Current Delivery Date that the supplier can create the Commercial Invoice. If Current Delivery Date Invoice Period results in a date that is prior to the Current Date then you will receive an error message: You have tried to create a commercial invoice with a quantity that exceeds the tolerance level when trying to create a commercial invoice. Invoice Period Examples: Table 1: Invoice Period Example 1 68

69 Table 2: Invoice Period Example 2 Over Delivery Tolerance Embraer could send an Over Delivery Tolerance level on a discrete order. The actual value for Over Delivery Tolerance that is sent by Embraer is a number (e.g for 10.5%). You will not be able to see the actual floating value number in Embraer-SCP. However, you will be able to see a value in the Over Delivery Tolerance field on the discrete order. If the tolerance level is not sent on the discrete order, then you will not be allowed to ship more than the Request Quantity on the schedule line. The Tolerance Level and the Request Quantity from the discrete order will be applied when creating the commercial invoice. If the Invoiced Quantity exceeds the tolerance level, you will receive the following error message: You have tried to create a commercial invoice with a quantity that exceeds the tolerance level. The Tolerance Error Message occurs when Invoiced Quantity from Commercial Invoice plus Total Invoice Quantity Line is greater than Request Quantity * (1 + (.01 * Over Delivery Tolerance Value). 69

70 You will need to ensure that if you receive this message, that your invoice meets the allowable requirements. Payments If you have payment disputes regarding your commercial invoice, you will need to contact Embraer. Exostar cannot assist you with payment disputes. Managing Exceptions Exceptions are displayed in SCP to allow you to focus more directly on items that may require attention. Exceptions can be used to notify you of changes sent by the buyer, or items that you have overlooked or changed from what the buyer expected. Locate Exceptions from the My Workspace Page The top right section of My Workspace is used for displaying exception alerts. Selecting the number associated with a listed Exception Type will present the list of Orders in this Exception condition. Note: You can use the Configurator icon to hide/show alerts on My Workspace, and the filter icon next to each row allows you to filter what displays based on criteria that you set up. 70

71 Locate Exceptions from the Navigation Tree Exceptions can be also be located from the Navigation Tree-> Exceptions menu. Select the Order type to view the list of orders in an exception state. 71

72 Select a document type to access the list of orders with exception. The bottom half of the page lists the Exception type and the number of Lines that match the exception that is listed. Click the number in the Total column to display the lines (i.e. for orders, the schedule lines) that match the exception and search criteria. 72

73 Upload and Download SCP supports the upload and download of documents using the system s UI. The system tracks all upload and download operations and stores them for 14 days. The Navigation Tree provides access to Upload/Download workflows available. Status Page: The upload/download status page will provide a list of all recent transactions. The list will include the follow data fields: Document Type, File Name, Status Queued, In Process, Completed, Creation Time, Completion Time, User Name, Role Name. Uploads The following document types can be uploaded by Embraer Buyers and Suppliers: Discrete Orders, Subcontract Orders, and Commercial Invoices. The first step to uploading a file is to download a template that will then be used for uploading. The template will support all required fields and actions. 1. From the Navigation Tree, go to Upload/Download-> Downloads-> Order Execution. 2. Choose the desired Order Type (Discrete, Subcontract, or Commercial Invoice) 3. Enter search criteria for a specific order or you may leave all search fields blank. Click Search to Download. 4. Select the Order Document, and click Next. 73

74 5. The Job List will refresh every 10 seconds and when complete the File Name will become a hyperlink. Click the link and save the file locally. This is the template that can be used for uploading. Once you have downloaded the file using the Download function from the Navigation tree, you will need to enter a valid Action in each row before completing the upload. Along with a valid Action there may be other fields that are conditionally required. See the table below for valid actions and required fields. For both buyers and suppliers, the Action column in the XLSX document indicates to Embraer SCP the desired action with reference to the schedule or line. The tables below include the list of Valid actions. The Result column indicates the expected outcome or change to the schedule or line. Any additional fields that require entry prior to uploading are in the Additional Required Fields column. Note that some fields have valid values that must be adhered to when uploading. For example: the Supplier Reason Code would support the value of Transport Routes. If a field requires a valid value to upload, the values are included below. Supplier Actions when using Upload Option Discrete Order - Supplier Actions Accept Update Reject Result Schedule moves to Accepted status Schedule moves to Accepted with Changes status Schedule moves to Supplier Rejected status Additional Required Fields (*See below for valid values) Supplier Notes and *Supplier Reason Code- See Matrix Below Supplier Notes and *Supplier Reason Code- See Matrix Below 74

75 Subcontract Order - Supplier Actions Accept Update Return_Materials Ready_to_Ship Kanban Result Schedule moves to Accepted status Schedule moves to Accepted with Changes status Schedule moves to Return Materials status Schedule moves to Ready to Ship status Schedule moves to Kanban status Additional Required Fields (*See below for valid values) Supplier Notes and *Supplier Reason Code- See Matrix Below Supplier Notes and *Supplier Reason Code- See Matrix Below Commercial Invoice - Supplier Actions InsertOrUpdate Line moves to the Pending status Please view the application for the number of required fields. Buyer Action when using Upload Option Discrete Order - Buyer Actions RequestAck Reconfirm_Eligible UpdatePriority Received Result Schedule moves to the RequestAck status For updating the Reconfirm Eligible flag on the order For updating the Priority on the order Schedule moves to Received status Additional Required Fields (*See below for valid values) User must change Baseline Delivery Date, Current Delivery Date or Request Quantity. Baseline Date Flag is required with a value of "Yes" or "No" Reconfirm Eligible with a value of "Yes" or "No" *Priority Subcontract Order - Buyer Actions RequestAck Reconfirm_Eligible UpdatePriority Result Schedule moves to the RequestAck status For updating the Reconfirm Eligible flag on the order For updating the Priority on the order Additional Required Fields (*See below for valid values) User must change Baseline Delivery Date, Current Delivery Date or Request Quantity. Baseline Date Flag is required with a value of "Yes" or "No". (If this is the First Time Buyer Approval the Baseline Date Flag will default to Yes.) Reconfirm Eligible with a value of "Yes" or "No" *Priority 75

76 Received Kanban_EMB Go Schedule moves to Received status Schedule moves to Kanban status Schedule moves to Go status Monitoring Number, Need Date, Buffer, Production Order, *Packaging Instructions, Package ID Commercial Invoice - Buyer Actions Rejected Registered Invoiced OnHand Shipped Clearance Received Paid Line moves to Rejected status Line moves to Registered status Line moves to Invoiced status Line moves to OnHand status Line moves to Shipped status Line moves to Clearance status Line is created in the Received status Line moves to Paid status Supplier Reason Code Discrete Order/Subcontract PO Supplier Reason Code Discrete Order/Subcontract PO Priority Discrete Order/Subcontract PO Packaging Instructions Incoterms Weight Unit Subcontract PO Commercial Invoice Commercial Invoice Freight Carrier Commercial Invoice English Portuguese English and Portuguese English and Portuguese English and Portuguese English and Portuguese Incorrect Routing Roteiro Incorreto 999 CARRO CFR g DHL Inadequate Matéria - Prima Raw Materials Inadequada AOG FORNECEDOR CIF kg FedEx Raw Materials Revalidation Revalidação da Matéria Prima CRI ENTR SPOT CIP kt UPS Missing Kanban Falta Kanban EMP NOTA QM CPT lb Production Map Changes Alteração no plano de produção JIT AOG DAF mg Design/Drawing revision Revisão de desenho NCL REPOSIÇÃO DAP oz Transport Routes Rotas de transporte PRT DAT t FPQ FPQ SMI DDP USt Nota CD Nota CD VMI DDU ANDON ANDON DEQ Blocked Contract/PO Contrato/PO bloqueado DES English and Portuguese 76

77 Others Outros EXW FAF FAS FCA FH FOB UN Once your document has been prepared, actions and required fields included, follow the steps below to upload the document: 1. Use the Navigation Tree-> Upload/Download -> Uploads -> Order Execution. Choose the desired order workflow type. 2. Select the document type. 3. Browse to locate the desired document. Click Next. 4. The upload job is sent to the queue for uploading. The Status will be updated to Completed when the document has been successfully uploaded. If there are problems with the upload the job status will change to Completed With Errors. Click the Completed With Errors hyperlink to view the problem(s) within the browser. The failure reason will be included along with XLSX row and column where the error occurred. 77

78 Correct the error and upload the template again. UI Export Options The UI Export allows you to create a template that can be used in other ways. Please note that The My Favorite Templates are your custom templates that cannot be used for upload. If you do not intend to modify the downloaded file and upload your changes, but instead will use the downloaded file in other ways under Download Settings, you can choose an existing template that you previously saved from the drop-down menu or you can create your own template. Note: The EDC Download option is not supported in Embraer-SCP and should not be used. 78

79 To Create a Template: 1. From the Navigation tree, go to Upload/Download->Downloads->Order Execution and select the document type; Discrete Order, Subcontract Order or Commercial Invoice. 2. Under Download Settings, select Create My Setting. Note: Illustration shows creating a template for a Discrete Order. 3. Enter the desired data fields that you want to include in the template as well as the order you want. Fields can be added or removed using the left and right arrows. Fields can also be arranged by using the up and down arrows. 4. Enter a name of for your template. Click Save As. Note: Illustration shows creating a template for a Discrete Order. 79