Title: Purchasing documents. User Manual

Transcription

1 Purchasing documents User Manual version /July File Name: Supplier Portal purchasing documents Manual.docx USER MANUAL Title: Purchasing documents Author: Katharina Walgraeve Date: 2017 July Status: Final Version: 1.2

2 Table of Contents Table of Contents... 2 Document History... 3 Revision History... 3 Quality Review... 3 Approval / Sign-off... 3 Attention Icons... 3 GENERAL SYSTEM OVERVIEW... 4 Key Benefits... 4 Access... 4 Flow... 4 Purchasing Documents Module... 6 Purchasing Documents Homepage... 8 PO Data Quick Search... 9 Internal users:... 9 External Users: Print Blanket PO s Spotbuys Terms & Conditions Appendix Glossary of Terms Additional supporting / reference documentation... Error! Bookmark not defined. 2

3 Document History Revision History Author Version Rev. date Summary of Changes Section Page Quality Review The following have been nominated as quality reviewers for this Product: Name Title Date of Issue Versions Approval / Sign-off This document requires approval from the following individuals: (Signed approval forms are filed in the quality section of the project files) Name Role Date Signature Attention Icons The key below explains what each of these icons means. Call-out: Important information the participant should be aware of. Note: Information for the participant to consider for the learning activity. 3

4 GENERAL SYSTEM OVERVIEW Key Benefits The Purchasing Documents module is created to: Communicate new amendments of blanket purchase orders to the supplier Provide a search feature for PO amendments Provide a print functionality that displays the PO in official print formats Prints the Terms and Conditions together with the PO s Allow for historical prints of PO s The tool will be extended with spotbuys and indirect orders when available. Today, the tool only displays the orders coming from CNH purchasing. For the Iveco and FPT sectors, the orders are still printed and sent via post. For some CNH suppliers, the orders are also printed and sent via post and this module only gives the functionality to additionally search for amendments and print out purchase orders, including historical ones. Access Anyone internal to CNHI has access to Supplier portal with the network login ID and Password. An external supplier actively working for CNHI should also already have access to the supplier portal. If not, a request for access can be made via the online self-service tools on the homepage The Purchasing Documents module requires a separate security mapping to ensure that only the intended Supplier can view and access Purchase Orders (login ID is linked to the vendor codes from Purchasing) Call-out: The Supplier Portal login security is based on IAM FG Extranet active directory which is widely implemented by Fiat Group, and therefore, any supplier registered on any portal within the Fiat Group will have access to the portal. Flow The CNH Industrial Purchasing system, WPS, sends each amendment to the portal. The Supplier portal has notification to the mapped supplier users to warn them of any new amendments that are available on the portal. 4

5 Supplier Portal Note: Today, only CNH is covered. Iveco and FPT keep their current processes. Screen-prints in this manual are taken from the Supplier Portal test environment 5

6 Purchasing Documents Module To access the Purchasing Documents module, go to and you will arrive on the homepage of the CNH Industrial Supplier portal : Enter your login credentials and click Go 6

7 7 Goto the left menu of the portal and click on Modules, then "Purchasing", "Purchasing Documents"

8 Purchasing Documents Homepage PO Data quick search: Click on this link to go to the old module of searching amendments Print Blanket PO s: Click on this link to go to the new added feature of printing PO s Spotbuys: This option will show the spotbuys documents via a search Terms & conditions: Click on this link to see the Terms and Condition documents related to the vendor codes that the Supplier s login ID is mapped to for this module. 8

9 PO Data Quick Search The PO data quick search on the portal shows the history of amendments for every blanket order in WPS (CNH Industrial Purchasing system). With every amendment completed in WPS, the interface sends an update after which, the supplier gets an notification that the amendment is available to view on the portal. The module also contains the related Terms & Conditions, that need to be formally accepted in the system before the supplier can see his orders. Internal users: Internal users have full access to the module; however they need to know either the SML code or the Portal login code of the Supplier. This screen is also used to map the login ID to the different vendor codes. 9

10 External Users: The dashboard of orders will immediately be displayed, based on the vendor codes that the user is mapped to. Suppliers can click on the open orders number or on the Search term which will bring them to a screen where they can search based on specific criteria: 10

11 1. Users can input the partial information for the records to be filtered 2. If View current orders only option is checked then Amendment Effective To data will be defaulted to the current date 3. Upon Clicking the Search button, purchase order report screen is displayed for the criteria selected 4. Dates can be selected by clicking on the side buttons which will display a calendar 5. All of the dates are displayed in the dd-mmm-yyyy format (for eg : 01- jan- 2015) 6. The Home link will navigate the user to the home page Result of the search: 11

12 - The vendor code link displays the name and address of this supplier 12

13 - The link for amendment date goes to a screen displaying the purchase order history page for the selected code, CNH part number and using location. The user can sort the data in ascending order for the columns with a link in the header. - The Using Location link will display the supplier data screen. The user can print the details by clicking the print button or close the screen by clicking the close button. 13

14 The buyer link will show details of the related buyer : - The PRINT FILE (PDF) and DOWNLOAD (CSV) button will open a window which enables the user to select one of the three options provided for the records to be selected. 14

15 All: independent of filter and selection Filtered: only based on search criteria Selected: only the selected records within the result page Note: Moving to the previous, next, first or last page will unselect the current page selection. Print Blanket PO s Newly added functionality to print the PO in official print format and make it possible to print historical orders. 15

16 The vendor code is a drop down box of all vendor codes the user is mapped to. Only one vendor code can be selected at a time. Internal users can simply start typing the name of the supplier or the vendor code and the dropdown box will give suggested suppliers. Amendment date: the default is todays date, which will print the current, active order. Both internal and external supplier users can enter a date in the past. For example, an amendment is completed on February 14 th, March 30, etc. If a calendar date of February 28 is selected it will print the amendment of February 14 th. Part: The drop down of all parts that the selected vendor code is delivering to any using location based on the active Purchase Orders. This is not a mandatory selection, the PO can be printed for the selected part or for all parts if not filled in. The choice of Full PO Print will also impact the parts that will be printed. 16

17 Print Full PO: When selected, it will print the full PO including all part numbers, if not switched on it will only print the amended part numbers at the amendment date (or last amendment before the selected date). The PO's have 3 sections: 1. SHIPPING POINT 2. TERMS & CONDITIONS 3. ORDER DETAILS The print format is the same as the one send via post. Spotbuys Newly added functionality to also find back the spotbuys via a search screen : 17

18 A note will be added to the module and the print of the order, at the time DELIVERY SCHEDULES is used for spotbuys logistic management : PLEASE NOTE: The spot buy requirements defined on the purchase order are for some plants also shown in the delivery schedule module on this Portal or through EDI. AVOID DUPLICATE SHIPMENTS always check the PO number. Go live date for NAFTA PLANTS : July 10 th 2017 Vendorcode : as internal user just start typing the name of the supplier or the vendorcode Using location : will be prefilled with the using locations for which this vendor has spotbuys Region : will be prefilled with the regions for which this vendor has spotbuys Delivery date from : click on the calendar icon to enter a date from to select a range of spotbuys; click on the red cross sign to remove the date if you don't want to take it into consideration while filtering Delivery date to : will by default have the date FROM + 1 day, but you can also change this range CNH Industrial partnbr : to search for spotbuys specific for a partnumber Supplier partnbr : to search for spotbuys related to a specific supplier partnumber ; but this supplier partnumber is not always known in our systems Ordernumber : to search for a specific spotbuy when you know the ordernumber Fully received : this is to limit the selection on already received spotbuys or only the open ones Click on FILTER to start the search or click on RESET to enter new filters. The paging is by default set to 20 records per page, but that can be changed. Be carefull to not put this too high as this might impact performance on the screen! 18

19 The filtering gives you a grid of data for the spotbuys. Possible actions on this grid is to check the order as FULLY RECEIVED, which will put the order in RECEIVED status so that the user can focus on the orders to be delivered. Don't forget in this case to click the SUBMIT button to save your changes. Click on the ORDERNBR to open the PDF file related to the order 19

20 20

21 The yellow indicated text is only for the plants that are also rolled out to see spotbuys in the DELIVERY SCHEDULES module (As of July 10 th NAFTA plants only). Spotbuys for supplier users The screens are rather similar, but for suppliers we limit the vendorcode drop down to the codes the user's group is mapped to. The default filter displays all NON FULLY RECEIVED spotbuy orders. Supplier users can also use the same filtering on top to limit the list though and take the same actions as explained in the previous section. 21

22 Terms & Conditions There is newly added functionality that allows supplier to now upload an agreed T&C between buyer and supplier instead of accepting the standard T&C. It is also possible to do this at a later point and still view the purchase orders. Before the supplier can see their Purchase Documents homepage, they will be presented with the list of Terms & Conditions to be accepted. 22

23 Clicking on the Continue button will move to the screen to accept the first T&C document. This is a fixed PDF document presented in a window: The user should read the full document and then use the below buttons to accept, reject or upload their own T&C for this legal entity: Clicking on Accept will register the acceptance in our database. They will not be presented with this document the next time they enter the Purchase Documents module, but the supplier can still go read the T&C document in the module. 23

24 When clicking the Continue option, the usage of the blanket PO tool or printout functionality will be logged and the user will presented with the same screen to accept or upload the next time the login. When clicking on I have another signed agreement with CNHI, the user is presented with an upload screen: The purpose is to upload an agreed upon document between buyer and supplier instead of accepting the standard T&C. By keeping the history of the documents for T&C and the dates when they were active, we can printout the correct T&C upon request from an internal user, based on when the correct T&C was active. 24

25 When the T&C flow ends, the next page presents the homepage of BPO The terms and conditions link will present the supplier user with the following screen: 25

26 Here, a supplier can download the terms and conditions document or the pencil icon will bring them back to an upload screen where the supplier can replace the standard document with their own (agreed upon) document. 26

27 Appendix Glossary of Terms Term SML T&C Legal Entity Definition Supplier Manufacturing Location; vendorcode as known in CNH system Terms and Conditions The CNH entity that controls the relationship with the supplier. 27