Bobcat Supplier Information Center (BSIC) User Manual

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3 Table of Contents Logging In and Bulletin Board... 2 Functional Menus: Dashboard... 4 Dashboard: Bulletin Board... 4 Dashboard: MFG Scorecard... 4 Dashboard: Parts Scorecard... 7 Dashboard: Audit and Assessment... 7 Dashboard: Year Over Year Productivity... 8 Dashboard: Warranty Cost... 8 Functional Menus: Action Workbench... 9 Action Workbench: Submit ASN... 9 Action Workbench: Warranty Claims Action Workbench: Disputed Claims Action Workbench: SDRs Action Workbench: OEM Action Workbench: Process Change Action Workbench: Projects Action Workbench: Downloads Action Workbench: RFQ/Quotes Functional Menus: POs POs: PO download POs: Mfg Open POs POs: Parts Open POs POs: PO/Release Values POs: Mfg PO Ack Functional Menus: Warranty/NCM Warranty/NCM: Wrnty Claim History Warranty/NCM: Part Graph Warranty/NCM: Supplier Recovery Warranty/NCM: Parts NCMs Warranty/NCM: Warranty CAR Functional Menus: Supplier Info Supplier Info: Supplier Contacts Supplier Info: Mgmt Contacts Supplier Info: Shipping Addresses Supplier Info: Tooling Supplier Info: Item/Package Specs Supplier Info: Low Cost Country Supplier Info: Sourced Items Supplier Info: Acts Payable Functional Menus: Bobcat Info Bobcat Info: Daily Build Bobcat Info: Bobcat Contacts Bobcat Info: Drawings Bobcat Info: Eng Standards Bobcat Info: Policies/Manuals Bobcat Info: Responsibilities Bobcat Info: Preferred Packagers Bobcat Info: Trade Compliance Changing Password Logging Out Page 1

4 Logging In and Bulletin Board Regular Login Using a web browser, connect to the website, After reading the agreement and clicking the I Accept button, you can log on with your supplier number and password. Hierarchy view Login If you would like to enable your organization or site for hierarchy view please contact your Bobcat Sourcing Specialist. Once they have granted the necessary security permissions you will have the option to be able to view pages at a supplier level instead of at a site level. This will remain in effect while your session is active. To enable the hierarchy view, check the View all Associated Sites in Allowed Sections when you login to the BSIC system. While logged in with View all Associated Sites activated, you will be viewing the information for your entire organization. This will sum up and show all sites that you have registered with Bobcat. To disable this feature you will need to log out and log back in without checking the box. Page 2

5 The pages that are set up for the Hierarchy view are: 1. Dashboard a. Mfg. Scorecard b. Parts Scorecard 2. Action Workbench a. Warranty Claims b. Disputed Claims c. SDRs d. Process Change e. Downloads 3. POs a. PO Download b. Mfg. Open POs c. Parts Open POs d. PO/Release Values 4. Warranty/NCM a. Wrnty Claim History b. Part Graph c. Splr Recovery d. Parts NCMs 5. Supplier Info a. Sourced Items b. Acts Payable 6. Bobcat Info a. Blueprints Once logged in, the opening screen displays any bulletin board messages, files posted to the bulletin board (top arrow), and updates to projects of which you are a member (bottom left arrow). You can go directly to the project details by clicking on the project s name (bottom right arrow). Page 3

6 Functional Menus: Dashboard The first menu option is the Dashboard which has 6 submenus: Bulletin Board, Mfg Scorecard, Parts Scorecard, Audit & Assessment, Year Over Year Productivity and Warranty Cost. Dashboard: Bulletin Board The Bulletin Board submenu is a way to bring you back to the Bulletin Board without having to log out then log back in again to view any new messages that have been posted to the board. Dashboard: MFG Scorecard The scorecard in made up of 4 main sections, Defects Per Million (DPM), Supplier Defect Reports (SDR) charts, Warranty and Receiving. The DPM graph displays the number of defects per million parts received, both on a monthly basis and a 12 month rolling average. The DPM is calculated with the following formula: Number of rejected parts * Number of parts received The number of received parts is determined by what Bobcat has actually paid for rather than by the number of parts received. Page 4

7 The next section displays several SDR graphs; Number of SDRs, RGAs Received, Containment Actions Entered, Root Causes Entered, and Corrective Actions Entered. Each graph will display the number of SDRs entered and then will break down if the entered the specified metric was entered on time, late or was not entered at all. The number of SDRs shows the number of distinct part numbers per SDR that have had SDRs created. The quantity of the parts does not affect the metric. Example: An SDR is created for Part # The quantity of defected parts is 25. The graph will only show 1 because there is only 1 part number affected. A second SDR is created for the same part, quantity of 15. The graph will now show 2. The warranty section shows the monthly warranty dollars incurred, rolling 12-month warranty total, rolling 12-month warranty recovered and the percent recovered. The monthly warranty dollar amount is further broken down to show the parts and labor amounts. Page 5

8 The last section is the receiving section. This section is further broken down into Parts Cost of Sales, Receipts and POs. Receipts displays the PO lines that were received and what amount of them arrived on time, too early or too late. POs displays the number of open POs with the supplier and breaks that down into what is over-due and what is not due yet. Page 6

9 Dashboard: Parts Scorecard The next Dashboard submenu is the Parts Scorecard, clicking on this link brings up the scorecard for the Aftermarket Parts. The information is sectioned out into Quality, Receipts and POs. Quality shows the dollar value, number of sales order lines and the number of pieces ordered. These columns are further broken down to show how many defective and damaged parts were returned as well as the number of transactions that were rejected. Service - Receipts displays the PO lines that were received and what amount of them arrived on time, too early or too late. Service POs displays the number of open POs with the supplier and breaks that down into what is over-due and what is not due yet. Dashboard: Audit and Assessment The fourth Dashboard submenu is Audit & Assessment. (Note: This section is being revised. Audit & Assessment will be replaced by something else) Supplier Audit is a percentage of the total points achieved as a result of an audit of their facility. Supplier Self-Assessment indicates whether a supplier is filling out a self-assessment survey. The Self-Assessment flag and the Supplier Audit Scoring are entered by a Bobcat Sourcing Specialist. Page 7

10 Dashboard: Year Over Year Productivity The Year Over Year Productivity submenu displays information relating to a supplier s Annual Spend. The annual spend is the actual amount Bobcat paid the supplier for the previous year. The Productivity Goal is calculated as a percentage of the supplier s Annual Spend. The Achieved amount is the actual dollar amount that the Supplier has achieved. The Gap indicates the amount of the goal left to achieve. The Productivity Goal Percentage, as well as the Achieved Amount, is entered by a Bobcat Sourcing Specialist. Dashboard: Warranty Cost The Warranty Cost submenu brings up the Warranty Cost Percentage. This value is the Supplier s warranty for the past twelve months divided by their Annual Spend. Page 8

11 Functional Menus: Action Workbench The next Menu option is Action Workbench, which has 9 submenus; ASN, Warranty Claims, Disputed Claims, SDRs, Attachment Orders, Process Change, Projects, Downloads, and RFQ/Quotes. Action Workbench: Submit ASN The first submenu is ASN and will allow a supplier to submit an Advance Shipping Notification (ASN) to Bobcat. There are three types of ASNs, Standard, VMI and GSP. A supplier can be set up to submit any combination of the ASNs for each of the four plant locations. A supplier who is not set up to submit ASNs through the BSIC will not see this submenu. If a supplier is set up to submit more than one type of ASN, when they choose this submenu they are presented with an option of what type of ASN they wish to submit. Choose the ASN Type from the list and then click Next -> to continue on to the next step. If a supplier is set up to only submit one type of ASN, this is the screen they would first see. For GSPs, the screen to the left is displayed. Choose the Ship To Location, only the plant locations where the supplier is set up to ship GSPs is displayed in the list. Enter in the actual ship date and then fill in the optional information of waybill, number of containers and bill of lading. The Start Over button will clear out everything and take you back to the first step in the process. VMI and Standard have a similar screen with two differences: you can opt to enter your own ASN Number (the system will generate one for you if you opt not to enter one), and the biggest difference, you can upload a file to be processed by the system. You upload a file by clicking on the Browse button, selecting the file to upload and then clicking on the Next -> button. Sending an ASN File You upload a file by clicking on the Browse button, selecting the file to upload and then clicking on the Next -> button. The file that is submitted needs to perform to certain standards. In order for Bobcat to match your ASN data with the actual shipment, the ASN number and the Bobcat assigned supplier number must appear on the shipping documentation that accompanies the shipment. It does Page 9

12 not matter where this information appears as long as it is clearly identified. The submitted ASN file should contain the following: Start Location Field # Field Name Field Size Field Description 1 10 ASN # X(12) Supplier ASN # - B/L number recommended Supplier # X(6) Bobcat assigned number for supplier Part Number X(12) Bobcat 12 digit part number Advance Ship Date X(8) yyyymmdd eg( ) Po Number X(12) Blanket PO number Ship Quantity 9(7)V99 7 Digit numeric with 2 decimal places V is an implied decimal Unit of measure X(4) Normally EA for "each" Plant X(1) Plant code where material is being delivered to (see table below) Expected Receipt Date X(8) yyyymmdd eg( ) Po Release # 9(6) Blanket Release Number Po line # 9(5) Blanket release line number (one for each line shipped) Waybill/Airbill X(20) Airbill or Waybill number from shipment No. of Containers 9(4) Number of containers in the shipment (4 digit numeric) Bill of Lading X(25) Bill of lading number Supplier Part # X(25) Supplier Part Number Serial Number X(11) To be used only for Serialized Attachments Work Center X(10) Work Center Comments X(200) Freeform line comments from supplier Location Organization Site Code Gwinner Manufacturing Gwinner G Material Support Center in Bismarck (GWN) Gwinner M Compact Equipment Grove City Litchfield V Litchfield Plant Litchfield L Carrollton Mfg-Litchfield Location Carrolton C Wahpeton ND Wahpeton W Taking the option of not uploading a file, you will be brought to a screen that lists all of the parts that you can ship to the chosen location. After Clicking Next you will be prompted to pick a ship to location. When shipping a Standard ASN, this location will not change the ship to location on the PO. Please refer to the PO for the correct ship to location. Page 10

13 GSP Example VMI Example Standard ASN Example The screen for Standard is sorted differently; it groups the lines by part number and will only show the four oldest releases based on the Need By Date. This screen can also be resorted by clicking on the Need By Date column header. Resorted Standard ASN Example The screen will still limit showing only four releases for a part number, but this restriction is almost negated by the screen resort. Clicking the Need By Date column header again will return the screen to the original configuration. All three types of ASNs work in the same way; enter a quantity, greater than zero, for all of the parts you wish to include on the ASN and when you are finished, click the Verify ASN button. Page 11

14 Basic validation is performed on the selected parts and displayed for you to confirm that the ASN has all of the parts and that the quantities are correct. If the system detects any problems with a line, an error message is displayed on the effected line and you will not be allowed to proceed until the problem is resolved. Click on the Make Changes button and correct the problem when possible, and if not possible, remove the line by entering a quantity of 0. Some problems will require you to contact your Bobcat Sourcing Specialist to resolve. If there are problems with any of the lines of the file, the error messages are displayed immediately below the line. Some problems can be fixed immediately. Some problems cannot be resolved without contacting your Bobcat Sourcing Specialist. You will not be allowed to proceed until all errors have been fixed. If there is a problem that can not be fixed without contacting Bobcat and you need to submit the ASN right away, you can choose to skip that line. Simply click on the Do Not Import box for the problem line and that line will not be submitted as part of the ASN. Make sure to click the Save Changes button to commit your changes Once all errors are taking care of through corrections or by skipping the problem line, click the Everything is OK. Continue button to submit the ASN for processing. An HTML packing slip is generated to show what is included on the ASN, as well as the system generated ASN Number. At this point, you can submit another ASN. Create a printable version of the packing slip. Page 12

15 You will need the 3 of 9 barcode font installed on your computer in order for the packing slip to display correctly. This font is available on the bulletin board of the BSIC. You can also create printable carton labels for every item on the packing slip or for an individual part. You will need both the 3 of 9 barcode fonts and the Unispace font installed on your computer for the carton labels to display correctly. Both fonts are available on the bulletin board of the BSIC. You can also view the status of the ASN. Clicking on the view status link (or the View Status Of Previously Submitted ASNs link from the beginning) will bring display an overview of all the ASNs you ve submitted for the current month. You can scroll through the previous months by clicking on the Previous Month and Next Month links. The Statuses are color coded, Green means everything s OK, Yellow/Gold means the ASN hasn t completed all stages yet, Red indicates an error has occurred and Black means the ASN was canceled. Each ASN goes through 4 stages, WIP, REQ, REL, and RCV. Clicking on the ASN Number will bring up the detailed status for that ASN. The status detail screen uses the same color coding, but shows the 4 stages for each line. The different ASN types start in different stages and the status screens will only show the stages that each ASN type goes through. GSP starts at stage 1, VMI starts at stage 2 and Standard starts at stage 4. If a supplier can submit files, and they are not able to complete the processing of a file, a means to continue processing that file at a later date has been provided. By clicking on the Manage Unprocessed Files button, a list of your unprocessed files is displayed. The list displays the files and what ASNs were in each of the files. By clicking on the Continue Processing link, you can pick up the processing of the file. The file will be checked for errors and you will be taken to the screen to fix any existing Page 13

16 errors. If the file was resubmitted through other means, or the data in the file is so bad that you just want it to go away, you can click the Delete button, which will remove the file completely. Saving an ASN Once and ASN is verified, you have the option of saving the ASN instead of shipping the items immediately. The intended purpose of the Save ASN functionality is to allow the supplier to create labels prior to the time of shipment. Saved ASNs cannot be shipped if the saved quantity is greater than the ordered quantity. After the ASN has been verified click on the Save ASN. Do Not Ship button Once the Save ASN button has been selected, you will be routed back to the submit ASN screen, from here you can take action on saved ASNs or create a new one. After the ASNs have been saved they can be edited by clicking the edit button Editing Saved ASNs From the edit screen updates can be made to the saved ASNs. Once the updates have been entered select the Verify ASN button as with before basic validation will be done and you will not be allowed to proceed until the problem is resolved If there are no problems and everything is in order, click on the Save ASN. Do Not Ship button and the ASN will be resaved. If you would like to submit the ASN for processing click the Everything is OK. Ship Confirm. button. Saved ASNs - Creating Package Labels To print box labels select the Create Package Label from the saved ASNs screen which will bring up the packaging detail page. From the Packaging Detail page each line represents one box. Click on the Add Box button to add a line. If you add a box in error set the Box Qty to 0 and that label will not be used or printed. If the labels have already been printed a date will appear under the Last Printed Date column. Page 14

17 When finished select the Generate Labels button or select Submit Another ASN to return to the ASN page. Saved ASNs Ship Confirm To verify and ship an order select Ship Confirm from the ASN page and a dialog box will appear to confirm your decision. To remove a saved ASN click on the delete button. You will be prompted to confirm your decision. F.A.Q on ASNs If I ship multiple parts to the same location, can I create 1 ASN for all parts? o Yes, as long as they are going to the same location you only need 1 ASN Can an ASN have the same part number but multiple order numbers? o Yes, you can create an ASN that list the same part number more than once as long as you choose multiple order numbers to ship against when creating the ASN. Can I create a flat file to upload multiple parts needed for a standard ASN? o Yes, however be the flat file contains all of the correct information and is compatible for uploads. Can I change an ASN after I have submitted it? o No, if the ASN has already been submitted, you cannot go back and change it. If changes are required you must contact your Bobcat Planner to cancel the ASN. This will cancel the entire ASN and you will have to recreate it. Can I just hand write on the ASN my corrections? o No, Since ASNs created are linked directly to our ERP system, handwritten changes are not recognized. Handwritten ASNs will be rejected. Does the ASN need to accompany the shipment? o Yes, the ASN must accompany the shipment leaving your facility. This is now your packing slip and all shipments must arrive with a packing slip to ensure there are no receiving issues. Can I the ASN to either the Bobcat Planner or Bobcat Receiving? o No, ed ASNs are not accepted. Again the ASN is now your packing slip and all shipments need to arrive with the correct paperwork. How far in advance can I create the ASN o You can create the ASN anytime during the week of shipment. However, if you create the ASN before the date you are shipping, please be sure the use the Save ASN. Do Not Ship option. When the day of shipment arrives, log back into BSIC and ship confirm your saved ASN. Page 15

18 Who Do I contact if I have an issue with the ASN? ASN Submitted and incorrect - contact the Bobcat Planner. ASN has failed in stage 1 Contact the Bobcat Planner ASN has failed in stage 2 Contact BSIC support (BSICSupport@doosan.com) ASN has failed in stage 3 Contact your Bobcat Buyer ASN has failed in stage 4 Contact BSIC support (BSICSupport@doosan.com) Action Workbench: Warranty Claims The second submenu, Warranty Claims; takes you to a listing of all warranty claims where the causal part is associated to you as the supplier. European claims are listed separately from the Domestic claims. The claims that are listed are considered "Open". Open claims that have been worked are eligible for Warranty Recovery processing. Once the eligible open claims have been processed, they are no longer "Open" but Recovered and are removed from this page. You can sort the data by clicking on the column header. Clicking once will sort least to greatest; clicking the column again will reverse the sort direction. By default, the page will show the first 100 claims of each claim category for a total of 200 claims (100 Domestic and 100 European). You can change this setting by selecting the number of claims to display from the drop-list. You navigate between the different pages of claims by clicking on First, Prev, Next, Last or a specific page. During the transition time from Bobcat s old warranty system to the new, some claims have a legacy claim number and a new claim number. The web-page will display the new claim number, but if you hold your mouse over the claim number, a box will appear that displays the legacy claim number. If there is no legacy claim number, the new claim number is displayed. Clicking on the claim number will open up a version of the warranty claim. The claim is a PDF document and can be saved to your computer or printed. Alternately, you can create a PDF document of all of the claims that have a credit date in a date range that you specify. Specify the date range you desire, then click the Print button and the PDF document will be generated. The claims listed in the document may not match the claims listed on the web-page due to the PDF document is using the Credit Date and will show Open as well as Recovered claims, while the web-page will only show Open claims. Instead of opening each claim or creating a PDF document of claims credited within a date range, you can export the data as a CSV file. This will allow you to load the date more easily into your system or to manipulate the data outside of the website. It is recommended that you utilize this function to analyze the claims, then once a determination has been made, to return to the website and enter your disposition. Page 16

19 To create the CSV file, click on the Export To CSV button; A CSV file will be generated that you can download from the Downloads->Files section. After examining the claim, the supplier can notify Bobcat of their decision to pay the full claim, deny the full claim, or to only pay part of the claim amount. Clicking the Accept column will tell Bobcat to generate a Debit Memo for the full amount (unless otherwise negotiated), while clicking on the Partial column and entering dollar amounts for Parts & Labor will tell Bobcat to generate a Debit Memo for the amount specified. Clicking the Decline column will tell Bobcat that you do not agree that the problem is your responsibility. The comments column is available for the supplier to enter a brief explanation of why they choose to decline or only pay a partial amount. Comments entered for accepted claims are not stored. The final column, None, is a way to correct a mistake. Selecting None will clear any previously selected decision as well as the Parts Amount, Labor Amount and comments. Selecting None when you haven t previously worked the claim has no detrimental effect; it is the same as leaving the claim blank. The website will update Bobcat s warranty system, allowing for decisions to be changed. Once the website has sent the claim to the warranty system, changes will have to be performed by contacting Bobcat s Warranty/Marketing Services. Once you have placed a disposition on a number of claims, it is recommended that you use the Update Select Claims button, which will save your work and then will display a report of all recovery eligible claims. This report displays the action you have chosen for that claim and the amount you have agreed to pay, if any. You can use this report of updated claims to provide your internal finance group documentation to match against the debit. It is important to note that Bobcat intends to implement a process where claims that are older than a certain age and have had no disposition made (i.e. un-worked claims) will automatically be debited. Page 17

20 Action Workbench: Disputed Claims Bobcat Supplier Information Center (BSIC) User Manual The next submenu, Disputed Claims, allows Bobcat to dispute your disposition of a claim. Should you choose to decline a claim or part of a claim and Bobcat disagrees, Bobcat will place the claim in this section. Like the Open claims section, you can export the disputed claims to a CSV file by clicking on the Export To CSV button. Partial Payments will display the amount you have already agreed to pay in the appropriate fields. You have already been debited for this amount.you are encouraged to work with Bobcat s Warranty/Marketing Services to resolve all disputed claims. After discussing with Bobcat, you have 2 options: Accept and Partial. Both of these options work the same way they did in the Warranty Claims section. The other column, NA, is No Action. Selecting this column is the same as leaving the field blank. Action Workbench: SDRs The SDRs or Supplier Defect Reports submenu brings you to a search screen. This screen allows you to search for SDRs using any of the criteria. After entering the search criteria, click the Search button and the results will be displayed in the lower half of the screen. You may choose which columns to display, or use the defaults. There is also an Excel Export button that will display the results of the search in Excel. There are five columns on the right side that measure if actions on SDRs are performed in the time specified. Actions not completed in time will display the number of days late. The last column, Status shows the number of days the SDR has been open. The Status field will display a letter to indicate if the SDR is Open, Closed or Incomplete. SDRs have 150 days until they are considered overdue. Meaning of Colored Squares 1st colored square = RGA received (Required within 2 days) 2nd colored square = Containment action (Required within 2 days) 3rd colored square = Root cause identified (Required within 45 days) 4th colored square = Corrective action implemented (Required within 45 days) 5th colored square = Status Page 18

21 Meaning of Colors Green Completed in time Completed but not in time Incomplete Internal issue / No supplier action needed Clicking on the SDR # will take you to the SDR detail information. SDRs are displayed using a variation of the 8D format. You can add or view attachments. Create a printable PDF of the SDR. Clicking the Reply to SDR button will bring you to a screen where you can enter sections 3-7 of the 8D form; Containment Actions/implementation date, Root Cause, Proposed Permanent Corrective Actions/implementation date and Preventative Actions/implementation date. These sections can be edited until the Signed By field is entered. Once an SDR is signed in this manner, you will no longer be able to reply to the SDR. Additional information can be passed back and forth between Bobcat QC and the supplier regarding the SDR at any time as long as the SDR is still open. Comments can be added by clicking on the Add Comment button. During the SDR 8D resolution process, each section will be verified. Once a section is verified, Bobcat QC will mark that section as such. Once the SDR has been completely resolved and all sections verified, Bobcat QC will update the status from Open to Closed. Once an SDR is closed, you will not be able to modify the SDR. Page 19

22 Action Workbench: OEM Bobcat Supplier Information Center (BSIC) User Manual The next sub-menu in the Action Workbench section is OEM. This submenu will display a listing of all existing whole good attachment orders for that supplier. Most of these orders are shipped directly to customers in the US. This submenu will also be used to initiate shipment and invoicing of the attachment orders. The screen shows all orders that have a status of ordered, pending, or loaded. In the example above, retail Factory Order Number # was placed on December 09, 2013 for the City of Logan Parks & Rec. You can select the order to see the line details. 1. Click on the order number to generate a pack slip 2. Click on the drop down list to switch between New, Filed, Cancelled and Shipped orders. 3. Click export button to export a csv file of all open order details. The export will contain both filed and unfiled orders as well as the specific order details. 4. Clicking on the File link will remove the order from the list and place it into the Filed Orders listing. Filed Orders can be viewed by changing the drop down from step 2. Lines that are highlighted in red have a due date that is different from the order date. You can enter filtering criteria in the Filter Grid box to search for specific orders. Click on Reset Filter to clear out the search criteria. To ship an order select the order that you want to ship and the order lines will appear below. (1) Select the ship box for each order line that you would like to ship and (2) then click the Ship Selected button. A pop up window will be displayed. If an order has a hold placed against it then it cannot be shipped out until the hold has been resolved. When an order is on hold then the shipped box will be replaced with HOLD Page 20

23 Enter in the appropriate shipment information including (1)Carrier, (2)Pro #, (3)quantity, and Serial #(4). If an item is not serialized in Bobcat s system then you will not be able to enter a serial number during shipment. (5)There is also a Check Memo field that can be used to simplify invoice tracking. Anything entered in the Check Memo field will be printed on the check stub for easy payment reconciliation. Once all appropriate information has been entered, select the Save Changes button. This will notify Bobcat that the order has shipped and will initiate the dealer invoice process. Use the Close button if you need to correct any entry while updating the shipment window. Serial Validation Bobcat Serial numbers require a specific numbering convention. If a serial number is entered that does not adhere to Bobcat s naming convention an error message will be displayed. Once an order has been successfully shipped, it is placed in the Shipped Orders listing. Shipped orders can be viewed by selecting shipped orders from the drop down list. Page 21

24 If your supplier is set up to order parts from Bobcat your OEM screen will allow you to submit a new parts order, and view open sales orders for your supplier. Submit new Parts Order To submit a new parts order click Submit New Parts Order from the OEM submenu Choose your ship to location and click next Enter a customer PO number and the quantities for the parts you wish to order and click verify order at the bottom of the page. Page 22

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26 Once the order has been verified, a confirmation screen will appear that allows you to either make changes by clicking the Make Changes button or create the order by clicking the Everything is OK. Create Order button. Page 20

27 Action Workbench: Process Change The Process Change submenu will allow a supplier to submit a Supplier Process Change Request (SPCR). For more information on SPCRs, please consult the SPCR Manual which is available for download on the BSIC bulletin board. Selecting the Process Change submenu will bring you to a listing of previously submitted SPCRs. The list can be resorted by clicking on individual column headers, or for a more complex sort, click the Complex Sort button. Click the Reset Sort button to revert to the default sort. You can search the SPCR database by clicking on the Reset Search button. button and return to the default screen by way of the Clicking on the Request Number will bring up the detail on the chosen SPCR. From that screen, the SPCR can be edited and attachments can be added. SPCRs that have attachments are made visible on the search screen. If an SPCR has an attachment, the displayed in the right-most column. For SPCRs that do not have an attachment, the paperclip will be empty. icon will be Action Workbench: Projects Clicking on the Projects submenu will bring you to a page with a listing of all projects of which you, or the View As supplier, are a member. The list shows which supplier the project is associated with, what type of project, the last time the project was updated, if there is new information, the project s status (Open or Closed), and completed projects conclusions, if any. Clicking on the column headings will sort the list by that column. Clicking again on the same column will resort in the opposite direction. A mark next to the column name indicates the direction of the sort. New information added to the project since the last time you looked at it is indicated by a checkmark in the New Info column. Page 21

28 Clicking the Create New Project button will take you to the Project Creation Screen. On this screen, you enter in an optional Project Number, the name of the project, the project type, the value of the project and if the project will affect the supplier s annual spend, click the Cost Savings checkbox. Bobcat employees who create the project will also need to specify which supplier, if any, the project is associated with. Next, you select any additional project members. If a Bobcat employee is creating the project, they are automatically added as a member. You can specify up to 6 additional members when you create the project. You then enter a description of the project. Any initial comments are also entered. Clicking on the Create Project button will create the project and send notification to all of the Bobcat employees who are members of the project. After the project was created, you will be taken back to the Projects screen. Clicking on the project name will display the project details. The project detail screen has all of the information for that project. A PDF version of the project can be generated by clicking on the Printer Icon. You can manage the project s members by clicking on the Edit button in the Project Members title bar. Page 22

29 You can remove members by clicking in the checkbox by their name and you can add new members to the project by selecting their name from the drop-down menu. Save the Changes and the Project s members have been successfully modified. Any Bobcat employee not currently a member of the project that you would like to have visibility to the project can be Carbon Copied (CC). CC d employees can view the project, but cannot add their input. Clicking on the Project Status will allow you to enter the project s conclusions and close the project. Some projects will help contribute to a supplier s annual spend, these are indicated by the Cost Savings checkbox when the project was created. Project members can add comments to the project or edit their previous comments. When a Cost Savings projects is closed, the project, its value, and the conclusions are displayed on the Year over Year Productivity page. Page 23

30 Action Workbench: Downloads Bobcat Supplier Information Center (BSIC) User Manual Clicking on the Downloads submenu will bring you to the following screen. Displayed are the files that are available for you to download. Each file listed shows what file type it is, as well as the date the file was created. These files will remain available for downloading for 30 days. Instructions for downloading the files are displayed at the bottom of the page. Action Workbench: RFQ/Quotes The RFQ section is currently not being used. Page 24

31 Functional Menus: POs The next menu option is POs. Bobcat Supplier Information Center (BSIC) User Manual From this menu you can download current Purchase Orders, view Open Manufacturing PO, Aftermarket Parts Open POs & PO/Release values and acknowledge Manufacturing POs. POs: PO download The PO Download submenu takes you to the Purchase Order Terms & Conditions page. Click on the I ACCEPT button at the top of this page to go where you can download the documents. The POs are PDF files and are named with the PO Type, Supplier Number, PO Number, Release and File Date. Each PO has the Date it was created and the date it was last accessed, to make it easier to determine which POs have been viewed or downloaded already. Clicking on the filename will display the PO, which can be saved to your hard drive and/or printed out. After downloading a PO, you can mark it to be filed away. Filing POs will remove them from the list. To view filed POs, click on the View Filed POs link. This brings up an almost identical page where you can view and download the previously filed POs. Standard POs and PO Releases are kept for 90 days from the Creation Date while Blanket POs are kept for 1 year. After the specified time period, the files are completely removed from the Supplier Portal. To retrieve copies of these POs, you will need to contact your Bobcat Sourcing Specialist. POs: Mfg Open POs The Mfg Open POs submenu shows a list of all POs that are still open. This submenu is almost identical to the Parts Open POs submenu. The top section works the same as the Parts version except it deals with the manufacturing portion instead. The data can be resorted by clicking on the column headers. Any POs that are overdue will be shown in red. 1) To sum all of the open POs click on the Sum Open POs button and a dialog box will be displayed. 2) You can click the export button to get a CSV file of all of your open POs. Page 25

32 POs: Parts Open POs The submenu deals with Bobcat Aftermarket Parts and shows a list of all Bobcat Aftermarket POs that are still open. Data can be resorted by clicking on a heading. Filtering criteria can also be entered by inputting search criteria in the filter grid box. 1) Rows that are highlighted in Red are past due. 2) To sum all of the open POs click on the Sum Open POs button and a dialog box will be displayed. 3) You can click the export button to get a CSV file of all of your open POs. POs: PO/Release Values The PO/Release values submenu displays a list of all of the purchase orders for your supplier sorted by the PO number. POs: Mfg PO Ack Select an action to take, Dates can be modified by clicking in the date box. If a line is marked as Awaiting changes, it means you have declined the PO and a Bobcat planning Rep needs to take a look at it. Once finished click on submit selected to send the notifications to Bobcat Page 26

33 Functional Menus: Warranty/NCM Bobcat Supplier Information Center (BSIC) User Manual Next, under the Warranty/NCM Menu, are the Wrnty Claim History, Part Graph, Splr Recovery, Parts NCMs and Warranty CAR submenus. Warranty/NCM: Wrnty Claim History The first submenu, Wrnty Claim History, works like the Warranty Claims page. The difference is that this page will only display historical information. This way you can view claims from previous months which have been acted upon. Enter the date range that you wish to view and click on the Go button. The information will be displayed in the tables below. Warranty/NCM: Part Graph Selecting Part Graph will take us to the next screen. On this screen, a supplier can select one of their Parts, either using the Bobcat Part Number or by using their own Part Number and by clicking Go! a report will be generated displaying the warranty performance for that part. The PDF report shows the number of times that part has failed on a machine based on the age of the machine. The colors indicate how old the machine was at the time of the part failure, with red being less than 1-month old and the cornflower blue being over 1-year old. In the example above, this part number had two failures in Jan 2002, 1 on a 10-month-old machine and one on a 2- month-old machine. Page 27

34 Warranty/NCM: Supplier Recovery Bobcat Supplier Information Center (BSIC) User Manual This next submenu under Warranty/NCM, Splr Recovery, displays information on the amount of recovery suppliers have paid for warranty claims. The invoice number column shows the invoice for the debited amount. The check number column displays the check that the debited amount is applied to. The action column shows whether the claim was fully accepted or only partially accepted. You can sort any of the columns by clicking on the column header, clicking on the header a second time will reverse the sort order. This screen will, by default, show the previous month s recovery information; but you can use the search capabilities of the screen to search for specific criteria. Warranty/NCM: Parts NCMs The Warranty/NCM submenu is Parts NCM or Non-Conforming Materials. This page lists the information about parts that are being physically shipped back to the supplier for one reason or another. Questions about either of these two pages should be directed to your Bobcat Aftermarket Parts Sourcing Specialist. Warranty/NCM: Warranty CAR The warrant CAR submenu allows suppliers to upload a document containing their corrective actions. Click browse to open the file upload window and select the file you would like to upload. When you have chosen the file to upload click add attachment to upload it to the system. Page 28

35 Functional Menus: Supplier Info The next menu, Supplier Info, contains the Supplier Contacts, Mgmt Contacts, Shipping Addresses, Tooling, Item/Package Specs, Low Cost Country, Sourced Items, and Acts Payable submenus. Supplier Info: Supplier Contacts Supplier Contacts will display a list of all contacts that we have for a supplier. Each supplier should have a designated Primary Contact. It is also important to make sure that all contacts have an address entered because alerts are sent to the contacts, informing them of files being able to download, passwords have been changed, new POs have been added or new Supplier Defect Reports have been created. You can add a new contact by You can also edit existing contacts by clicking on the clicking on Add Contact. Edit button near their name. Clicking the Edit button will bring you to a screen similar to the one on the right. Add Contact brings you to a similar screen but it does not have the Delete Contact button. After making changes to the contact, click on the Save Contact button and your changes will be saved to the database. Use the Delete Contact to remove contacts that are no longer viable. Supplier Info: Mgmt Contacts Another submenu of Supplier Info is Mgmt Contacts. This submenu will allow you to enter contact information for management contacts. Please reserve management contacts for the top two management levels of your organization (i.e. VP Sales, VP Marketing, CFO, and President). Please refer to Supplier Info: Supplier Contacts on the previous page for specific instructions on editing and adding the management contact information. Page 29

36 Supplier Info: Shipping Addresses This submenu is used to enter shipping address information for your organization. Proper shipping addresses will ensure timely arrival of announcements, purchase orders, and other communication from Bobcat. Select the Add Address button to enter a new ship to address or select the Edit button to edit an existing ship to address. A new window will appear. Using the editable text fields to enter your ship to address and select the Add New Address button this will save the changes to Bobcat. Supplier Info: Tooling The Tooling submenu will bring up the Tooling Database. This is a list of parts where Bobcat owns the tooling for that part. Clicking on the Manage Part Tooling button will take you to a screen where you can specify if a part s tooling is owned by Bobcat. A checkmark in the Bobcat Owned Tooling column indicates that Bobcat owns the tooling for that part. To indicate Bobcat owned tooling, place a checkmark in the Own Tooling column, fill in the Supplier Tooling #, the value of the tooling, the tooling implementation date and then click on the Update Tooling DB button at the bottom of the page. To remove tooling, contact your Bobcat Sourcing Specialist. Page 30

37 Supplier Info: Item/Package Specs The Item/Package Specs submenu is a screen to view and update part packaging information. The screen will show all parts currently sourced to the supplier and any packaging information that we currently have about those parts. You can update a part s packaging information by clicking the Edit button, which will bring up another screen where you can edit the information. From the edit information window enter in the packaging information and click Save Changes when finished. Once the appropriate data has been entered and saved press the Close Window button to return to the item/package Specs page. Supplier Info: Low Cost Country The next Supplier Info sub-menu is Low Cost Country. Low Cost Country is the screen where a supplier can indicate what percentage of the products that Bobcat receives from them is from a low cost country. The screen begins with five entries as seen below. Page 31

38 After a supplier enters the percentage for a country, the screen will only display that entry, plus a blank line for adding a new entry. An entry can be deleted by changing the percentage to 0. Also displayed is the amount of the supplier s annual spend that results from that low cost country. Supplier Info: Sourced Items The sourced Items submenu displays a chart with a breakdown of each part number, its description and the lead times for each of the Bobcat plants. Supplier Info: Acts Payable The Acts payable submenu displays a chart with a breakdown of each invoice, and sorts them by invoice number. Page 40

39 Functional Menus: Bobcat Info Bobcat Supplier Information Center (BSIC) User Manual The next menu option is Bobcat Info and it has eight submenus: Daily Build, Bobcat Contacts, Drawings, Eng Standards, Policies/Manuals, Responsibilities, Preferred Packagers, and Trade Compliance. Bobcat Info: Daily Build Suppliers that are authorized to view the Daily Build will have the link Daily Build. Not all suppliers have access to this link. If the link is not there and you believe you should have access, contact your Bobcat Sourcing Specialist. Those suppliers that do have access will find a page with information on what was built the previous day. The list shows, by model, the number of units that were built during the timeframe shown at the top of the page. Bobcat Info: Bobcat Contacts The Bobcat Contacts submenu will bring up a list of Bobcat contacts. From this screen you can view contacts at Bobcat grouped by Position/Location. A spreadsheet with a list of Bobcat North American contacts listed by Supplier is available by clicking on the link at the top of the page. Bobcat Info: Drawings Clicking on the Drawings submenu will bring up a list of parts that are sourced to a supplier. Clicking on the part number will bring up a PDF document showing the specifications for that part. If a part number does not retrieve a specifications document, contact your Bobcat Sourcing Specialist. Page 41

40 Bobcat Info: Eng Standards The Eng Standards submenu will connect you to engineering.bobcat.com. If you are asked to enter a username and password, the username is supplier and the password is biz2std. Bobcat Info: Policies/Manuals The Policies/Manuals submenu brings you to a page containing links to various Bobcat policies and manuals. Click on a link to view the policy. Bobcat Info: Responsibilities Clicking on the Responsibilities submenu will display the roles and responsibilities for materials, product engineering and quality control. Bobcat Info: Preferred Packagers Clicking on the Preferred Packages submenu will display a list of the preferred packaging suppliers. Page 42

41 Bobcat Info: Trade Compliance Clicking on the Trade Compliance submenu will display links to the trade compliance and customs forms. Click on a form to view its content. Changing Password To change your Bobcat Supplier Information Center password, simply select the Password link on the far right of the screen and you ll be taken to a screen where you can change it. Suppliers are asked to change their password once a month and will be automatically prompted if it has been over 30 days since their password was changed. Logging Out To logout of the BSIC, simply select the Log Out button on the main browser menu of the webpage. You will have to log back in to take advantage of the BSIC functionality. Page 43