Supplier Portal Upload / Download Confirmations

Transcription

1 Title Author Supplier Portal Upload/Download Confirmations Brenda Roberts Document Number SP-PSADV-ULDL Version 6.7 Publish Date December 29, 2015 Last Revised Date 11/9/2016 Standard Work Instruction Supplier Portal Upload / Download Confirmations THIS DOCUMENT IS THE PROPERTY OF UTC AEROSPACE SYSTEMS. YOU MAY NOT POSSESS, USE, COPY OR DISCLOSE THIS DOCUMENT OR ANY INFORMATION IN IT, FOR ANY PURPOSE, INCLUDING WITHOUT LIMITATION, TO DESIGN, MANUFACTUR OR REPAIR PARTS, OR OBTAIN ANY GOVERNMENT APPROVAL TO DO SO, WITHOUT UTC AEROSPACE SYSTEMS S EXPRESS WRITTEN PERMISSION. NEITHER RECEIPT NOR POSSESSION OF THIS DOCUMENT ALONE, FROM ANY SOURCE, CONSTITUTES SUCH PERMISSION. POSSESSION, USE, COPYING OR DISCLOSURE BY ANYONE WITHOUT UTC AEROSPACE SYSTEMS S EXPRESS WRITTEN PERMISSION IS NOT AUTHORIZED AND MAY RESULT IN CRIMINAL AND/OR CIVIL LIABILITY. Wednesday, November 09, 2016 ESO [Name of Document] Page 1/23

2 Table of Contents 1. PURPOSE... 3 Description of Standard Work... 3 Relationship to Other Reports Week Report Forecast Report Delivery Due List DOCUMENT CONTROL PROCESS... 4 Downloading the report Download Type... 5 Understanding the Report Updating the downloaded report with confirmations Splitting Confirmations Upload the Confirmation Report Timing Uploading the report Messages in the Message Center Confirm Confirmations Uploaded EXCEPTIONS Full List of Reason Codes Format issues when downloading View Download History of Reports Wednesday, November 09, 2016 ESO [Name of Document] Page 2/23

3 1. PURPOSE Description of Standard Work The purpose of this Standard Work is to provide steps to perform confirmations (promise/re-promise dating) in the Supplier Portal by using the download/upload functionality Relationship to Other Reports Week Report The 12 Week Report is a rollup of forecasted orders, orders that require confirmation/status of confirmed orders, and items that need to be shipped / have been shipped during the 12 week time period. It does not replace the functionality of the Confirmations Report (used to confirm items in large quantities), Forecast Report (used to show long-term forecasted items up to five years out), or Due List (used to determine what items are due to ship). It has the data set of all three reports but should only be used to connect these three elements onto one report for better visibility of what actions are pending during the 12 week period for your vendor Forecast Report This is a period based view of the total demand from the current period (including past due) to a date until the demand exists. It categorizes the demand into firm and planned requirements depending on the current status of the schedule line Delivery Due List The delivery due list is a list of schedule lines (Purchase orders and Scheduling Agreements) that the supplier has not yet shipped. Additional information is provided regarding these schedule lines (Shipping Horizon, Shippable Qty, SSI Exempt, etc). 2. DOCUMENT CONTROL Version Date Author Reviewed By Change Description Number New Brenda Roberts Cam Demmerle Initial release 2 5/4/2016 Brenda Roberts Nick Wynne Post-release update 3 5/13/2016 Nick Wynne Brenda Roberts update 4 5/26/2016 Nick Wynne Brenda Roberts Added notes about upload on same day 5 6/15/2016 Nick Wynne Brenda Roberts Added Upload error messages 6 7/18/2016 Nick Wynne Added trouble link 6.1 8/12/2016 Nick Wynne Brenda Roberts Added info on format download 6.2 8/16/2016 Nick Wynne Brenda Roberts Added upload timing tips 6.3 8/17/2016 Nick Wynne Brenda Roberts Added additional upload error messages 6.4 8/25/2016 Nick Wynne Brenda Roberts Added download history to exceptions 6.5 9/26/2016 Nick Wynne Brenda Roberts Updated report name in "Download Type" with new report name /29/2016 Nick Wynne Brenda Roberts Uploading the report updated with new report name /9/2016 Nick Wynne Downloading the report updated with new SNC Link for Download Center Wednesday, November 09, 2016 ESO [Name of Document] Page 3/23

4 3. PROCESS Downloading the report Login to the Supplier Portal from You can perform confirmations (promise/re-promise dating) in SNC by using the download/upload functionality. On the Landing Page click on the Download Center (Confirm, Forecast, Due List) link under the SNC Links beneath the Quick Links. Wednesday, November 09, 2016 ESO [Name of Document] Page 4/23

5 Click Create to create a new download profile. Note: Mandatory fields contain a red asterisk * next to them. Some may be pre-populated. Select the Customer (UTAS Global) and Click OK. Then Click Next Download Type Select the download type PO/SA Confirmations/Commits Report Click Next Wednesday, November 09, 2016 ESO [Name of Document] Page 5/23

6 Note: The Selection Type and Confirmation Type are mandatory fields. All other fields are optional but may be used to reduce the number of records returned. Under Selection Type you can choose Opn requst" (to be promised), Published (to re-promise) or All (both). Then click ok. Under Confirmation Type you may select PO (Purchase Orders), SA (Scheduling Agreements), or All (both). At the bottom of the page click on Next. Wednesday, November 09, 2016 ESO [Name of Document] Page 6/23

7 Select the periodicity (time period) you would like this report to run (every time at midnight, every day at this time, etc.) For a one time report, select No Periodic Job. Under Profile Name, name the file that you will be downloading. Select the Delivery Type of Download File as Pick up in Download Center. Note: You may also select to have the file ed as an attachment or as a link. Click on Finish. Wednesday, November 09, 2016 ESO [Name of Document] Page 7/23

8 Initially the profile status will show as New. Click Refresh to populate the data. Note: Larger files may stay in a status of In Process until completed. This is dependent on the volume of data you are attempting to download. You can periodically hit Refresh to update the status. Profile Status will change to Ready. Double click on the Click here to download link under the URL for Download column. Wednesday, November 09, 2016 ESO [Name of Document] Page 8/23

9 The report will appear in an Excel format. Note: Pop-up blocker must be disabled to be able to download the report. Wednesday, November 09, 2016 ESO [Name of Document] Page 9/23

10 Understanding the Report An example of the download report is shown below. If your downloaded format looks different from the example below, please see section 6.2 of this material to fix that issue. Note: Only underlined fields can be changed. PREV-ID: Scheduling Agreement number assigned to the release. ORDER_ID: Document # for PO or SA that this line item is associated with. ITEM_ID: The item number assigned to the PO or SA in SAP. SCH_LINE_ID: The schedule line that is assigned to the PO or SA and Item Number Combination. PRODUCT_ID: Number assigned to this part. PLANT: UTAS Plant that the order is requested from. REQ_SHIP_ DATE: Date that UTAS requires the order to be shipped DELIVERY_DATE: Date that UTAS requires the order to be delivered on UTAS dock REQUESTED_QTY: Quantity requested by UTAS for this schedule line item. CONF_SHIP DATE: Date that the supplier will commit to shipping this order. CONF_DEL_DATE: Date that the supplier will commit to this order being delivered on UTAS dock CONF_QTY: Quantity that the supplier will commit to provide for this schedule line item. UNIT: Unit of measure RCODE: Reason code (must be added when changing promise dates from what UTAS requires). CONFIRMATION: The confirmation line number assigned to each document in list. This is the number the system will use when making reference to the errors found, if any, during the upload process. STATUS: Status of the line item for confirmation (Request, or Confirmed) Wednesday, November 09, 2016 ESO [Name of Document] Page 10/23

11 Updating the downloaded report with confirmations At this time you can update the conf. ship date, conf. delivery date, and add a reason code to the file (reason code only required if the ship date and delivery date are past due or different from UTAS request). Note: A full list of reason codes and their meaning is contained at the end of this material. SPECIAL NOTES: Focus on 12 week commit horizon first. The report currently yields all records regardless of required date. You can sort the data and delete all rows for confirmations that are farther out (e.g. they can delete rows due in 2017, 2018, and so on). Remove any rows (delete row completely) that you do not wish to confirm at this time. There should be no blank rows left on the report. Only the conf. ship date, conf. delivery date, and reason code may be entered when confirming an order. Any other changes must be communicated to your applicable buyer who will in turn update the purchase order. Do not change the format of any of the cells (by right clicking) when you do the updates as it will cause an error when reloading back in to SNC*** Splitting Confirmations You can split the confirmation dates if you cannot deliver the entire requested quantity by the date requested by UTAS. In the spreadsheet, copy and paste an additional line(s) for the item(s) that needs to be split. You should now have two (or more if desired) identical lines added (make sure to insert the copied line as a new line, and not overwrite another line). Revise the confirmed quantity on all new line items. Revise ship and delivery dates on all new line items as required. Populate reason codes as required. Remove the confirmation number in the subsequent line item(s). If re-confirming, change the status from Published to Request. Wednesday, November 09, 2016 ESO [Name of Document] Page 11/23

12 Save the file. Click on File and Save as. Name the File. Click on Save. Note: file must be saved as type.csv (COMMA DELIMITED) file or it will not upload properly back in to SNC. You can then close the file to prepare to upload. Please note that it will again prompt you to save the file. Ensure that you click Yes when prompted to maintain the CSV format. Wednesday, November 09, 2016 ESO [Name of Document] Page 12/23

13 Once you have successfully closed the file, upload it back to the portal. Upload the Confirmation Report Timing MRP runs on a daily basis in SAP, therefore the delivery dates and quantities may change from one date to the next. The more time passes between download and upload, the more errors will result. For the best results, perform both the download and upload within the same day and minimize the time between the download and upload. Example: If a supplier runs the download report at midnight and does not perform the upload until 5 PM that day, 17 hours have elapsed between the two reports. MRP runs over several hours during the night and batch jobs are run continually during the day therefore the longer time elapsed between the two the risks of errors are higher. Recommendation: Process the download (either manually or automatically) closer to the time it will be used, even if that time is at the beginning of the work day Uploading the report To upload the file go to Tools > File Transfer > Upload Center (External User). Click Create. Fields that must be populated are: Profile Name = (Create your own file name) Object Type = PO/SA Confirmations/Commits Report Customer = UTASGLOBAL Browse and choose File to Upload (select the saved CSV file). Click Save Wednesday, November 09, 2016 ESO [Name of Document] Page 13/23

14 Read and acknowledge the terms and conditions. Note: You must accept the terms and conditions in order to proceed. If you decline you cannot proceed and will be re-directed to contact your buyer. The initial status will appear as Queued. Click Refresh to populate the data. Larger files may take some time to upload and will show a status of in process. Continue to hit refresh periodically to update the status. Wednesday, November 09, 2016 ESO [Name of Document] Page 14/23

15 If there are no errors the Status should now show Ready. If there were errors during the upload process and the file did not load successfully, then you will see an Errors message in the status column. Click on the View Log to see the message(s). In this example, the errors occurred because the confirmation shipping and delivery dates were in the past, which SNC will not allow. The dates must be present day or forward. To correct the error in this scenario, go back and correct the saved spreadsheet and upload it again. To check your work, an optional step will be to look under the URL to View File column and double click on the Uploaded Confirmations to view the file and to ensure that the confirmations have been properly saved. Wednesday, November 09, 2016 ESO [Name of Document] Page 15/23

16 The file now shows the confirmation dates and reason codes that were populated in the previous steps: Messages in the Message Center The following is information regarding SNC messages and errors that may be displayed during Confirmation Upload. It is important to understand that lines that receive an error during upload will not impact any other valid confirmations during Confirmation upload. This can be verified by looking up a PO / SA line item in the PO/SA Details screen after uploading the report. To correct lines that error out, please refer to the messages below. Please note that you will not have to re-upload lines that successfully uploaded, and can remove them from your next upload when working these errors. = The PO / SA Line item had its confirmation successfully uploaded. = Hard stop : The PO / SA Line item has an issue, and confirmation was not uploaded. Message Condition Solution Confirmation ########### saved in status "Published" The PO / SA line item has been successfully confirmed. No additional action is necessary. File upload job finished for profile number XXX Error during CSV file parsing File cannot be processed Completion message that the upload job has finished processing all data in the file. This occurs because the user tried to upload the confirmations file to a conflicting Object Type (ex: Chose Due List instead or Confirmation report). No additional action is necessary. When uploading the file, make sure that you are setup to upload to the confirmation report. Error when uploading file c:\users\xxx\desktop\testfile.xlsx. Content in objected XXXX blocked, rule violation Chameleon file (i.e GFAR) detected The file that was uploaded was not in.csv Comma Delimited format. Save your confirmation report as a.csv Comma Delimited File Type before attempting to upload to the Supplier Portal Wednesday, November 09, 2016 ESO [Name of Document] Page 16/23

17 File processing failed for upload profile number XXX Confirmation ###########: Document ########### is not a valid PO/SA. Split confirmation is not allowed for CDS order Confirmation ##########: Conf. del. date cannot be less than requested del. date. Conf. ##########:: Confirmed delivery date/time < confirmed shipping date/time Confirmation ###########: Reason code required Confirmation ###########: Release number 21 for SA is not the latest release. Order ########### item schedule line : quantity missing Order ###########, item 00200: Underconfirmation (confirmed quantity too small) Order ###########, item 00030: Overconfirmation (confirmed quantity too large) Schedule line is missing from the Upload Record Item Number is missing from Upload Record Line items within the upload had errors and were not uploaded. PO / SA line item has already been shipped. CDS orders can only have a Confirmed date for the full quantity. The schedule line cannot be split into 2 or more delivery line. Confirmation delivery date is prior to the required delivery date. The system prohibits early delivery. This error gets generated when the confirmed shipping date in the upload is equal to the confirmed delivery date. If the Conf. Ship and Conf. Delivery Date is different than the Req. Shipping and Req. Delivery date, a reason code will need to be added. The data has changed and a more recent release for the SA is in the system. The upload file does not contain the latest information. Generally caused when attempting to upload a file that was downloaded on a previous day. Confirmation Ship Date or Confirmed Ship Quantity field was not filled out CONF_QTY Sched. Qty is less than the REQUESTED_QTY Sched. Qty CONF_QTY Sched. Qty is more than the REQUESTED_QTY Sched. Qty Missing Field. Item Number is missing from Upload Record Note: Only line items with errors will fail to upload. Correct line items within the upload file will be successfully uploaded and update in SNC. Correct lines with errors and re-upload. There is no need to re-upload lines that did not have errors. No additional action is required by the Supplier. (Note that other valid PO/SA have successfully been uploaded.) Remove split confirmation and confirm against a single line. Change Confirmation Delivery Date to align with requested Delivery Date. Change the shipping date to before delivery date. Add a reason code to the line item and submit a new confirmation upload for the altered line items only. Generate a new confirmation download file in order to upload against the latest release. Add the Conf. Ship Date or CONF_QTY Sched. Qty and re-upload the line item. The amount you are attempting to confirm is less than the amount required. The full amount of a line item must be accounted for in a confirmation. Even a line that is split into multiple lines must still have the full amount of the original item accounted for. The amount you are attempting to confirm is more than the amount required. The full amount of a line item must be accounted for in a confirmation, without addition. Even a line that is split into multiple lines must still have the full amount of the original item accounted for. Ensure that the Schedule line # is filled in for all records and valid for that document / item Ensure that the Item # is filled in for all records and valid / Item Wednesday, November 09, 2016 ESO [Name of Document] Page 17/23

18 Document is not a valid PO/SA from Upload Record 1,298 Confirmation ########### does not exist for SA ########### There are no partial confirmations for the selected row. Cannot parse date. The Byte Order Marker in the upload does not match the encoding settings The Document # has been manually entered and the entered record is not valid. The data in the confirmation record has been edited. The confirmation # is not associated with the document mentioned Error message is issued when the total confirmed quantity is less than the requested quantity. The line within the report has a value of "0" in the Conf. Qty. field. The file has been uploaded as a.txt file, instead of a.csv. Ensure that the document number is a valid document. Confirmation is a system generated number and should not be edited unless the line has been split. See standard work for more details on split confirmations. Change the confirmed quantity to match the requested quantity and re-upload. Change the Conf. Qty. to a value that matches the total requested quantity. Save the file as a.csv and re-attempt the upload. Confirm Confirmations Uploaded Another way to confirm that the confirmations were uploaded properly would be to look up either the Scheduling Agreement or Purchase Order that was confirmed. Navigate to Purchase Order > Purchase Order Overview for PO s, or Release > Release Overview for SA s, then click Go. Or Note: If you cannot tell which type of order you have confirmed, it is best to check both screens. You can reference the document # on the upload form you were previously editing. Please note that PO #s are always ten digits, so ensure that you use leading zeros to search for PO #s (not applicable for SAs). Wednesday, November 09, 2016 ESO [Name of Document] Page 18/23

19 Select the PO or SA you want to confirm the change was successful for and then click on Details. Wednesday, November 09, 2016 ESO [Name of Document] Page 19/23

20 To view the revised confirmation delivery and ship dates, look within the Schedule Lines tab. Troubleshooting Tip: If you encounter any errors, please refer to the Error Message Reference Guide: Wednesday, November 09, 2016 ESO [Name of Document] Page 20/23

21 4. EXCEPTIONS Full List of Reason Codes CODE SHORT_TEXT CODE SHORT_TEXT XA Material Inventory Accuracy Z6 Supplier Capacity - Manpower XB Material - MFG late to Distr Z7 Sub tier - outside operation XC Material -Short Material Z8 Producability XD Material - Scrap, Rewk, Rep Z9 Part obsolescence XE Producability - Castg/Forgs ZA Sub-tier capacity manpower XF Supplier Producability - Other ZB Material scrap-rework-repair XG QA Defective Material ZC Tooling -inadequate /not available XH QA FAI ZD Tooling -repair/replace XI QA MR/NCM ZE Transition XJ QA Pending CAD / SRI / Dev. ZF Supplier Engineering XK QA Inadequate Quality Reqmt. ZG Engineering - MFG Issues XL QA 3rd Party Inspection ZH Supplier Engineering - Tooling XM Sub-tier - Demand Exc Cap. ZI Customs/Carrier Days XN Supplier Sub-tier - logistics ZJ ERP Data Integrity XO Sub-tier Capacity-Machine ZK Engineering Issues XP Sub-tier MFG Proces Delays ZL No Pick On Portal XQ Supplier MFG Issues ZM Pick List Restriction XR Sub-tier Cap.-Manpower ZN Quality / Inspection Issue XS Sub-tier- Outside Operation ZO Flight Safety XT Spot Buy ZP Receiving Dock Issue XU Supplier Sub-tier - Quality ZQ Pull In / Expedite XV Parts held until QN response ZR Supplied Material Shortage XW Tooling - Inadeq/not Available ZS Supplier Transition XX Tooling-Repair/Replace ZT Under LT PO Placement XY Waiting Quote Approval ZU HSM Kits not pulled Z1 Parts waiting for CAD approval ZV Logistics -Damaged/Lost Material Z2 Sub-tier capacity machine ZW Logistics - Ship to Inc.Loc Z3 Supplier Engineering - E/C ZX Supplier Logistics - SNR Z4 Supplier Engineering - Capacity ZY LTA Expires Z5 Engineering - MFG issues ZZ MFG Issues - Late Starts Format issues when downloading Issue: Skewed format when file is opened or saved Wednesday, November 09, 2016 ESO [Name of Document] Page 21/23

22 Root Cause: The Excel file needs to read an English version during upload and download: Resolution: See steps to show Excel formatting in English version: Set to be a ; instead of a, in the Windows Control Panel, under Display Language, Region and language, and Avanced. Downloaded versions of the report will now display correctly when opened. Wednesday, November 09, 2016 ESO [Name of Document] Page 22/23

23 View Download History of Reports Go to Tools, File Transfer and select either Download History or Upload History Populate the Profile Number and click on Go The history will appear. Select the one you wish to view and click on the Click here to download link to view the report. The report contains the reason codes. If you wish to see the error messages click on View Log Wednesday, November 09, 2016 ESO [Name of Document] Page 23/23