Quick-Guide for process: Purchase Order via Access. For AirSupply

Transcription

1 Quick-Guide for process: Purchase Order via Access For AirSupply SupplyOn, the shared supply chain collaboration platform in the manufacturing industry November SupplyOn AG SupplyOn Intern

2 Purchase Order (PO) via Access process in 4 main steps Step Receive and click on the link Step is only necessary for the first Access to AirSupply Step Complete Master data Step Access PO data Step 4 is optional depending on PO Status or on your customer invitation to collaborate or not Step 4 Collaborate on PO Next Step (depending if your customer uses this invoice process) Invoice process Described in Quick-Guide for Invoice process 06 SupplyOn AG Page SupplyOn Intern

3 Step Receive notification You receive a first invitation and you can choose between 0 possible languages In case of any Purchase Order update, you receive again an Click on the link to access SupplyOn portal Click on the link to access SupplyOn. If you have done already step, you have to enter only your password The exact content of this can differ but in any case click on the link for the next steps 06 SupplyOn AG Page SupplyOn Intern

4 Step Complete Master data (/) Fill the mandatory fields Click on Next step Here you find help, if needed 06 SupplyOn AG Page 4 SupplyOn Intern 4

5 Step - Complete Master data and accept egtcs (/) 4 4 Read and confirm the SupplyOn Terms and Conditions 5 5 Define your personal password 6 6 Click on Finish and proceed to AirSupply Access 7 Read and accept the customer specific electronic General Terms and Conditions (optional step, depending on your customer configuration) 7 06 SupplyOn AG Page 5 SupplyOn Intern 5

6 Step Access Purchase Order data (/) Here you can see all the PO data, to view the most important fields, scroll to the right Here you have all important information about: o PO Number/ Line and Schedule Line number o Customer Material Number and Description 4 o Status of the Purchase Order SL 5 o Requested quantity and date SupplyOn AG Page 6 SupplyOn Intern 6

7 Step Access Purchase Order data (/) Create an own table view with the field Supplier Comment 4 Click on the symbol on one column Click on Columns Choose in the list the field Supplier Comment and tick the checkbox The new column Supplier Comment is inserted. This field is important for Step 4, the collaboration Change column position (if necessary, here an example) Enter the name of your own table profile Click on Manage Click on Create new Click on Set as/reset to default. Then this table view is saved and is used automatically for further accesses SupplyOn AG Page 7 SupplyOn Intern 7

8 Step Access Purchase Order data (/) If you reset the filter, then you will access (if applicable) more PO data You have the possibility to generate and print a PDF document or download a Excel-file with all relevant information 06 SupplyOn AG Page 8 SupplyOn Intern 8

9 Different actions depending on Purchase Order status Status with action required* Status NEW ORDER PUBLISHED It is a PO Schedule Line where no agreement has been reached yet. Collaboration action required (Accept or Reject) Status CANCELLATION REQUEST It is a PO Schedule Line which the customer wants to cancel Collaboration action required (Accept or Reject) Status with no action required* Status OPEN (contractual status) The OPEN status indicates that an agreement has been reached if collaboration was required before or can be the initial status of the PO if collaboration was not required No action required Status (PARTIALLY) RECEIVED The RECEIVED status means that the delivery has been booked by the customer No action required Status CANCELLED The CANCELLED status means that the PO is cancelled No action required Status REJECTED The REJECTED status means that the collaboration is finished No action required 06 SupplyOn AG Page 9 SupplyOn Intern * (no) action required in AirSupply 9

10 Step 4 - Collaborate on PO - Status NEW ORDER PUBLISHED (/) Click on a PO Schedule line you want to collaborate with in Status NEW ORDER PUBLISHED Click on the action button Actions, here you can Accept or Reject: o If you accept, the new status will be OPEN * o If you reject, you have to enter a comment. The new status will be REJECTED and your customer will contact/ send you a new Update * Status can be also (PARTIALLY) RECEIVED depending on already received quantity by our customer 06 SupplyOn AG Page 0 SupplyOn Intern 0

11 Step 4 - Collaborate on PO - Status CANCELLATION REQUEST (/) Click on a PO Schedule line you want to collaborate with in Status CANCELLATION REQUEST Click on the action button Actions, here you can Accept or Reject: o If you accept, you accept the cancellation and the new status will be REJECTED o If you reject, you reject the cancellation request of your customer and you have to enter a comment. The new status will be again OPEN 06 SupplyOn AG Page SupplyOn Intern

12 Step 4 - Collaborate on PO - PO History (/) Click on a PO Schedule line you want to see the history Click on History In the Purchase Order History you have the transparency about all the changes 06 SupplyOn AG Page SupplyOn Intern

13 Frequently Asked Questions (FAQs) /4 What can I do if I forget my password? Open an old invitation and click on the link. Click on Forgot password? Then you will receive an and you are able to resent your password: 06 SupplyOn AG Page SupplyOn Intern

14 Frequently Asked Questions (FAQs) /4 How to change my language? At the top right of your screen, you will find a list with 4 languages that you can choose 06 SupplyOn AG Page 4 SupplyOn Intern 4

15 Frequently Asked Questions (FAQs) /4 I want to reject a PO Schedule line and there is the error message: Failed to handle collaboration on PO schedule line ( )' due to: The supplier comment is empty but is a mandatory field if reject of modification is processed. If you want to reject a PO SL, you have to enter a comment in the field Supplier Comment. This field is not visible in the Default table view. Please have a look to slide 7, there is an explanation how to activate the field Supplier Comment. After you have activated this field, please enter a comment in this field to explain to your customer the reason of your rejection. Click again on the Reject button, then there is no more error message. 06 SupplyOn AG Page 5 SupplyOn Intern 5

16 Frequently Asked Questions (FAQs) 4/4 How can I transfer the PO to another person or add a new recipient? It is not possible to transfer the PO to another person because this person would also need an own access and password. Contact your customer and tell him to add the new recipient. How can I change my password? Please do the same steps that you have to respect in case you forget your password. Then you can change/ create a new password. How can I request to remove my as recipient? Contact your customer and tell him to remove your . How can I change my personal information? How can I change my address? Contact our customer support (next slide) 06 SupplyOn AG Page 6 SupplyOn Intern 6

17 Any Questions SupplyOn AG Customer Support Ludwigstraße Hallbergmoos Germany Availability (German, English) free of charge: Mon-Sun: 00:00-4:00 CET/CEST Availability (French, Spanish, Portuguese) free of charge: Mon-Fri: 06:00-0:00 CET/CEST Hotline: SupplyOn AG Page 7 SupplyOn Intern 7