eprocurement Visual Guide Purchase Order List

Transcription

1 eprocurement Visual Guide Purchase Order List December 2013 Version 1.9 1

2 Accessing eprocurement To access the eprocurement Tools on the Beechcraft website you will need to browse to the eprocurement page within the Supply Chain section of the site. You can also reach the eprocurement page directly at: Click here to access the PO list. Once you have clicked on the Purchase Order List link you will be prompted to log into your account with Beechcraft. 2

3 You can also create an account by going to and clicking Create Account at the top left of the screen. When creating your account, you will need to provide your Supplier ID in order to gain access to the eprocurement Tools. Please note there are several roles to choose from when requesting access (ASN access is the eprocurement - Shipping/ASN Creation role). Once access has been granted, you will receive an stating your account has been activated. If you already have an account, but have not been granted access to the eprocurement Tools, you will need to go to the User Profile page and Request Access under the My Tools section. You will need to provide your Supplier ID when requesting access to eprocurement, as well as input the security code on the screen. 3

4 The first time you access eprocurement you will be asked to Read and Accept the Terms of Use. You will not be asked to acknowledge this again unless our Terms of Use changes. You must Accept and consent to the Terms of Use to be able to access the eprocurement portal. Once Signed In, you will be at the Purchase Order List page. Here you can browse through your list of Purchase Orders. The next few pages will instruct you on the various aspects of the Purchase Order List page. 4

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6 You will notice there are different colors for specific documents in the Purchase Order List. These colors are a quick visual indicator to their current status. If you use the drop down to the right of Status, you will see a Key to what the different status codes mean and can quickly sort your Purchase Order List. Working with a Purchase Order in Pending Status After receiving an from your Buyer to let you know you have a new requirement, and you select a Purchase Order that is in Pending Status, there are different ways you can interact with it. You can: View the Details of the Purchase Order View existing Header Notes, including Terms & Conditions View existing Line Item Notes, including Quality Clauses Print Purchase Order View Enter the an Details RMA Number of the Document for Return and Warranty PO types View Acknowledge existing Header ReceiptNotes, including Terms & Conditions View Acknowledge existing Line the Item Purchase Notes, Order including As Is Quality Clauses Make a Counteroffer to the Purchase Order Reject the Purchase Order View Deleted Lines (Line Item has Deleted text in red) View Delivered Complete Schedule Lines (Green Check Marks are located beside the Schedule Line that has been received) Modify Status Date View Furnished Materials View ASN status 6

7 Pending Status Acknowledge As Is Before you can Acknowledge As Is, you must first certify that your company is not debarred. By clicking Yes, you are certifying you are not debarred. *Debarment - As part of Beechcraft Corporations compliance with U.S. Government law concerning debarment (FAR Subpart 9.4 Debarment, Suspension, and Ineligibility and FAR Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment), Beechcraft requires suppliers to certify to debarment on each purchase order (award). Certification is completed on eprocurement or manual transmission of an acknowledged/signed purchase order to the buyer only if the supplier is not using eprocurement. Beechcraft will continue its annual certification and automated daily debarment check. Please SCM_Compliance@beechcraft.com with any questions. By clicking the Acknowledge As Is link under Available Actions, you will then be asked to confirm if you are in fact acknowledging the Document As Is meaning everything is acceptable with the Purchase Order. 7

8 Once you have clicked OK, you will see a verification message appear to let you know you have successfully processed your acknowledgement. Pending Status Make Counteroffer Before you can Make Counteroffer, you must first certify that your company is not debarred. By clicking Yes, you are certifying you are not debarred. *Debarment - As part of Beechcraft Corporations compliance with U.S. Government law concerning debarment (FAR Subpart 9.4 Debarment, Suspension, and Ineligibility and FAR Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment), Beechcraft requires suppliers to certify to debarment on each purchase order (award). Certification is completed on eprocurement or manual transmission of an acknowledged/signed purchase order to the buyer only if the supplier is not using eprocurement. Beechcraft will continue its annual certification and automated daily debarment check. Please SCM_Compliance@beechcraft.com with any questions. By clicking on the Make Counteroffer link under Available Actions, you are indicating you will begin putting this purchase requirement into work. However, you are not obligated to ship these parts until revisions have been made to the Purchase Order. 8

9 You will also be asked if your Counteroffer involves Quality Flowdown Clauses. Please note if you have multiple users on the website, you may want to include your name and/or telephone number with your Counteroffer. You will be asked to confirm that you want to submit the Counteroffer and then a verification pop-up will appear. Requested Changes sent to Beechcraft Pending Status Reject After you have reviewed a Purchase Orders Details and you decide you do not want to work that particular order, click on the Reject link. Before you can Reject, you must first certify that your company is not debarred. By clicking Yes, you are certifying you are not debarred. 9

10 *Debarment - As part of Beechcraft Corporations compliance with U.S. Government law concerning debarment (FAR Subpart 9.4 Debarment, Suspension, and Ineligibility and FAR Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment), Beechcraft requires suppliers to certify to debarment on each purchase order (award). Certification is completed on eprocurement or manual transmission of an acknowledged/signed purchase order to the buyer only if the supplier is not using eprocurement. Beechcraft will continue its annual certification and automated daily debarment check. Please SCM_Compliance@beechcraft.com with any questions. Please note if you have multiple users on the website, you may want to include your name with your Rejection. You will be asked to confirm that you want to Reject the Purchase Order and then a verification pop-up will appear. 10

11 Rejection sent to Beechcraft Pending Status Acknowledge Receipt The Acknowledge Receipt option is only applicable to Vendor Warranty, Repair and Return Purchase Orders. By clicking on the Acknowledge Receipt link under Available Actions, you will be asked to confirm the shipment you received is accurate. You will be able to enter the correct part number and/or serial number if one or both do not match the Return Authorization Form accompanying the part(s), as well as add additional comments. Please note this action is required before you can acknowledge Vendor Warranty, Repair and Return Purchase Orders. 11

12 Pending Status Supplier Disposition Once you Acknowledge Receipt of your Vendor Warranty Purchase Order, you will be asked to disposition the Purchase Order. Before you can Acknowledge Receipt, you must first certify that your company is not debarred. By clicking Yes, you are certifying you are not debarred. *Debarment - As part of Beechcraft Corporations compliance with U.S. Government law concerning debarment (FAR Subpart 9.4 Debarment, Suspension, and Ineligibility and FAR Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment), Beechcraft requires suppliers to certify to debarment on each purchase order (award). Certification is completed on eprocurement or manual transmission of an acknowledged/signed purchase order to the buyer only if the supplier is not using eprocurement. Beechcraft will continue its annual certification and automated daily debarment check. Please SCM_Compliance@beechcraft.com with any questions. You will be asked if you accept or deny warranty and you may enter comments as well as request for the price, quantity or date to be amended. Please note BC would like to know the following: if warranty is approved and you are issuing a credit, please note that amount; if warranty is approved or denied, please note the valuation of the part being returned by selecting an option next to the drop down by Service Requested; if warranty is denied, please note the reason for denial and if any additional charges apply; estimated ship date. 12

13 For assistance with the Disposition process or for any Warranty questions, please Working with a Purchase Order in Acknowledge As Is Status When you select a Purchase Order that is in Acknowledge As Is Status there are different ways you can interact with it. You can: View the Details of the Purchase Order View existing Header Notes View existing Line Item Notes Update/Modify the On Dock Status Date You will work with a Purchase Order in Acknowledge As Is status the same way you would with a Purchase Order in Pending status; however, you will notice under Available Actions, the features you have available to you are listed accordingly. 13

14 Acknowledge As Is Status Status Dates If you have accepted a Purchase Order in Acknowledge As Is status, you can update or modify the On Dock Status Dates to let Beechcraft know your on dock delivery date by clicking on the Update Status Dates link. Please note, if you are requesting to split deliveries (quantities), you will need to contact your Buyer. Working with a Purchase Order in Counteroffer Status When you select a Purchase Order that is in Counteroffer Status there are different ways you can interact with it. You can: View the Details of the Purchase Order View existing Header Notes View existing Line Item Notes Make a Counteroffer to Purchase Order You will work with a Purchase Order in Counteroffer status the same way you would with a Purchase Order in Pending status; however, you will notice under Available Actions, the features you have available to you are listed accordingly. 14

15 Counteroffer Status Make Counteroffer Before you can Make Counteroffer, you must first certify that your company is not debarred. By clicking Yes, you are certifying you are not debarred. *Debarment - As part of Beechcraft Corporations compliance with U.S. Government law concerning debarment (FAR Subpart 9.4 Debarment, Suspension, and Ineligibility and FAR Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment), Beechcraft requires suppliers to certify to debarment on each purchase order (award). Certification is completed on eprocurement or manual transmission of an acknowledged/signed purchase order to the buyer only if the supplier is not using eprocurement. Beechcraft will continue its annual certification and automated daily debarment check. Please SCM_Compliance@beechcraft.com with any questions. You cannot update or modify the On Dock Status Dates when the Purchase Order is in a Counteroffer status. Once the Purchase Order is in the Acknowledged As Is Status, you can do so by clicking on the Update Status Dates link. 15

16 Purchase Order Header and Line Notes By clicking on the Header tab, you can obtain the Terms & Conditions of the Purchase Order, locate the web address for all Quality Clauses and view Header Notes entered by your Buyer. By clicking on the Line Items tab, you can view your Quality Clauses and view Line Item Notes entered by your Buyer. Printing will also display all Header and Line Item Notes. 16

17 Printing There are two ways to view and print the Purchase Order in its entirety. In order to print the Purchase Order from the Purchase Order List, select the Purchase Order(s) you wish to print and click on the Print icon. In order to print the Purchase Order from the detail of the Purchase Order, click on the Print icon. Please note you must have your pop-up blocker off or temporarily disabled to print Purchase Orders from this screen or from the Purchase Order List screen. Also, you cannot click the web browser icon to print the Purchase Order nor can you click Print this Page as these options will give you only what you see on the page and you will miss important Purchase Order flow down information. 17

18 Asterisks An asterisk to the right of the Purchase Order means that Purchase Order has not been viewed or printed by that user profile. When you first enter your portal, you will notice that all Purchase Orders have the asterisk. After viewing the Purchase Order by clicking on the Purchase Order number, if you click the icon that returns you to the Purchase Order List, you will see the asterisk disappear. If you click the navigational back arrow, you will not see the asterisk disappear. Any subsequent change to the Purchase Order will not make the asterisk reappear. ASN Status You can view your ASNs from the Purchase Order List by clicking the ASN Created option in the Search Options. 18

19 After selecting a Purchase Order to view, you can check the status of your ASN from the ASN Status tab. Supplier Profile Navigate to the Supplier Profile form by clicking on the drop down next to GO TO, where you can update your Company information, your company Contacts, your company Certifications and view your Beechcraft buyers. Company To edit Company information, click on the Edit Company link. If the field must be reviewed before being updated, it will be highlighted with an icon next to the field. 19

20 Contacts To edit Contact information, click on the Add Contact link. To remove a Contact, click on the Edit link and click Delete. Certification To update your company Certifications, click on the Edit Certification link. Each field will have an explanation as to what it means. 20

21 My BC Buyers To view your Beechcraft Buyers, click on the My BC Buyers tab. 21