Supply Chain Platform

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1 Supply Chain Platform CONTENTS Advance Ship Notice (ASN) Advance Ship Notice Tip Sheet

2 Supply Chain Platform - ASN Advance Ship Notice (ASN) Supply Chain Platform Training After completing this course, you should be able to: Understand why Boeing is incorporating the ASN Process Explain the advance ship notice process Create an ASN Send an ASN to a Buyer Print the ASN and Shipping Labels ASN Overview ASN is a process for suppliers to notify Boeing that an order has shipped or in the process of shipping, and an easy way to create shipping labels within Supply Chain Platform Suppliers to Boeing create the ASN via Exostar Print a bar-coded shipping label to place on the shipment Send the electronic information Boeing uses ASN data to schedule personnel, automate processes and provide information to Supplier Management, Operations and Traffic Management Services ASN allows Boeing to create one common shipping process for its Suppliers Benefits to the Supplier Improved communication of shipping status with Procurement Agents and Supply Chain Analysts Increased accuracy of PO position & label Capability for multiple line items shipment on a single ASN Supplier Obligation ADVANCE SHIP NOTICE (ASN) SHIPPING INSTRUCTIONS (Usage instructions: To be included with all orders released through Exostar) Seller shall provide, with each container shipped under this applicable order, an Advance Ship Notice (ASN). For each container shipped, Seller shall provide two (2) readable copies of the ASN barcode as follows: a. One (1) copy is to be securely affixed to the outside of each container. b. One (1) copy is to be loose inside each container Non-conforming shipments are subject to rejection and repackaging at Seller s expense. Instructions and guidelines related to the ASN process can be found on the Boeing Supplier Portal. To access the instructions from The Boeing Supplier Portal, select the Enterprise ASN Instructions hyper-link under the header Exostar Resources. A copy of these instructions can also be found at

3 (http://www.myexostar.com). Reference Numbers (Located under terms & conditions) IDS - C134 BCA* - B91 (applicable only for ERP 5.1 at this time) SSG Text Note Advance Ship Notices (ASNs) Documents the shipping process for orders Sent by a Supplier to a Buyer Notifies that an order is shipping Provides order details and shipment tracking information Used to create and print a shipping label Business Process The Shipment process allows Suppliers to create, edit, send, and manage Advance Ship Notices (ASNs) to the Buyers. ASN Creation Rules Supplier can use the same ASN to ship material for one or more orders and/or one or more order lines. A single ASN can represent multiple boxes/packages/containers and Purchase Orders if all line items within an ASN use the same Ship to Site / Address information. **Supplier is cautioned to follow-up with the ordering site of they desire to ship multiple Purchase Orders on a single ASN** Each line of an ASN refers to one Order Line. All line items within an ASN are required to have the same Ship To Site information. Suppliers can only create ASNs for POs in a state of: New New Change Processing Accepted Acknowledged with Exception Completed ASN User Interface per Role Buyers and Suppliers can view and search for ASNs, but only a Supplier can create an ASN.

4 Buyer Supplier SCP Process: Advance Ship Notice Creating an ASN Set Up Default Values for Data Fields A user with an Administrator role can enter default values for several ASN fields: Total Packages, Shipping Days, Transport Carrier etc. Default values will apply for all users in that account. On Navigation Tree, go to Administration > Supplier Preference Enter data to be applied as defaults (users can override the default values when they create ASNs) The top row would be for all rows under it, and multiple rows (3rd or 4th etc.) would represent multiple accounts under this Admin) When finished, click Submit

5 Creating an ASN An ASN can be created from the following starting places: Order List page (Use when shipping all lines of a PO) Order Details page (Use when shipping some lines of a PO) Navigation Tree (Use when shipping some lines of a PO) Options 1 & 2: Creating from Order List or Details Pages 1. Locate the Purchase Order by conducting a search 2. On the Order List page or the Order Details page, click the Create ASN button

6 Option 3: Creating from the Navigation Tree 1. On Navigation Tree, click [+] Order Management > Advance Ship Notices > Create Standard ASN 2. Enter search criteria to locate the PO for the ASN 3. Click Search Select the checkboxes for the order line items to be included on the ASN Click Next 6. Once data is updated (see next section), click the Save ASN button

7 The system will redisplay the newly created ASN with the action buttons now available The ASN will be in the Planned Pending state, visible only to the Supplier Entering Data on the ASN Enter your ASN Header data (Tracking Number, Packing Slip Number, Total Packages and Total Gross Weight etc.) Enter your ASN Line Items data (Shipped Quantity, Source Accepted etc.) Select save ASN ASN Mandatory Data Fields

8 Mandatory ASN fields listed below are designated on the Exostar Screens by an asterisk * Tracking Number (Required prior to ASN being sent) When using Carrier from Routing Guide Select (appropriate carrier) for Carrier ID Populate the Tracking Number with number provided by carrier When using Boeing Truck Select Boeing Licensed Transportation for Carrier ID Populate the Tracking Number with the Boeing Manifest Number When using Supplier Truck Select Supplier Truck for Carrier ID Populate the Tracking Number with NA **Even though the tracking field is not designated as a mandatory field in Exostar it is mandatory per Boeing business processes** Total Packages must be greater than 0 Identifies total number of packages/boxes for the ASN Shipped Quantity is a mandatory field at the line item level of ASN Bill of Lading/Packing Slip Number must enter a value Unique number identified by supplier to represent that order (referenced on check or electronic funds transfer) Gross Weight must be greater than 0 Weight entered must be total shipment weight for the ASN Estimated Departure Date and Estimated Arrival Date are pre-filled to the current date and can be changed by the Supplier Shipping Days is available for the Supplier to specify Standard transit time based on carrier and method of transport (i.e. Ground, Air etc.) selected for the shipment. Shipping days calculated in working business days, unless specified to be delivered on a weekend / holiday. ASN Estimated Departure/Arrival Date Logic Logic for Estimated Departure and Arrival Dates and Shipping Days: Estimated Arrival Date = Estimated Departure Date + Days for Shipment Estimated Arrival Date and Days for Shipment can be changed independently; however, when one is

9 changed, the other is automatically adjusted as above Note that the Estimated Arrival Date cannot be earlier than the current date when the ASN is being created or updated ASN Notable Optional Data Fields You should check all ASN fields, even the pre-populated ones Optional ASN fields RFID (Radio Frequency Identification) is limited to 128 characters Serial Number accepts up to 4000 characters in blocks of 20 characters, separated by commas Asset Management Tag Number accepts up to 4000 characters in blocks of 25 characters, separated by commas Accessing an ASN 1. Click [+] Order Management to expand the Navigation tree 2. Click [+] Advance Ship Notices to expand the Navigation tree 3. Click Standard ASN Summary 4. Optional, enter filter criteria and click the Search button to filter the Results list 5. Click the Status Total number for the items that you want to access From the results list, click the ASN Number that you want to examine Use the horizontal scroll bar to view additional details

10 Acting on an ASN Changing State of an ASN When an ASN is created, it is in the Planned Pending state A. Plan Send moves selected line items to the Planned Sent state (visible to Buyer) B. Send moves an ASN to the Actual Sent state and sends data to the Buyer s internal backend system E. Save incorporates changes to data at the header or line items, without changing the state of the ASN F. Source Accepted - Yes mark all lines Yes if the buyer has QA at the supplier that can certify the item (Receipt process will be easier) G. Source Accepted - No use to mark all lines No H. Print Labels prints ASN License Plate (Shipping Labels) I. Print ASN prints the ASN Form J. Export exports the ASN data

11 Updating an ASN 1. At the header level, enter your updates 2. At the line item level, select checkboxes for the ASN line item you want to update 3. Enter your changes 4. Click the Save button Sending an ASN Sending an ASN from the ASN Details page 1. At the ASN Details page, click the Send button 2. This will send the entire ASN with all its line items, and move it into the Actual Sent state. You cannot send individual line items of an ASN Please provide the Tracking Number prior to sending the ASN

12 Sending an ASN from the ASN List page 1. At the ASN List page, click the Send button Note: To only send some of the listed ASNs, select their checkboxes and then click Send This will send the entire ASN with all its line items, and move it into the Actual Sent state. You cannot send individual line items of an ASN Updating an ASN After Submission (BCA Only) If an ASN needs to be changed or replaced please contact the BCA Focal to have the ASN deleted before submitting a change The following link will take you to specific ERP support documentation /support/documentation/scp/cs-materials.asp (http://exostar.com/support/documentation/scp/csmaterials.asp) For Boeing Select SCP Platform PDF This documentation may also be accessed on the Supplier Portal Select: Enterprise ASN Instructions REMOVE COMPLETELY

13 Printing an ASN Label Printing ASN Shipping Labels 1. At the ASN List page, click the checkboxes for the ASN labels to be printed 2. Click the Print Labels button Note: The Print All Labels button allows you to automatically print ASN labels for all of the ASN s on that page, without having to select individual checkboxes 3. Click Open, in the File Download pop-up window 4. Click the print icon in the Adobe file Verify that all necessary information (i.e. Ship to Address) has printed on the labels Deleting an ASN Deleting a Standard ASN (Supplier Queue Maint) 1. At ASN Details page, select checkboxes of ASN line items you want to delete 2. Click the Delete button Notes: You can delete ASN line items only from the ASN Details page. For ASNs in a Planned Pending state, removing all line items will delete the entire ASN

14 General Tips For when not to Create and Send an ASN Non Deliverable Line Item Positions (ex. non-recurring / cost items) Warranty / Service Items Negative Line Item Quantities Delivery Addresses that are not to a Boeing Site (e.g. to an Airline or another Supplier Supplier Bank Material) When the ASN Label does not have a Ship To or From Address. In this case contact the Boeing Buyer to issue a POC. Contact Information For questions about submitting ASN to Boeing please contact the Boeing Buyer that is identified on the Purchase Order. For questions about your SCP account please contact Exostar Customer Service: (http://www.exostar.com) For questions regarding contractual obligation of the ASN clause please contact your Procurement Agent or Supply Chain Procurement Agent. Last updated 04/10/2009 BOEING is a trademark of Boeing Management Company. Copyright 2009 Boeing. All rights reserved.

15 Supplier Tip Sheet for Advance Ship Notice (ASN) ASN Overview ASN is a required process for suppliers to notify Boeing that an order has shipped or is in the process of shipping. A Supplier to Boeing creates the ASN via Exostar, prints a bar coded label to place on the shipment and sends the electronic information to Boeing. Integrated (MachineLink) Suppliers follow procedures for the Business System you are working in. The Boeing Company uses ASN data to streamline and automate the receipt process and provide advance shipment information to Supplier Management and Operations. This ASN Tip Sheet is provided to the Supplier as a supplement to the Enterprise Contractual Clause for ASN. It is designed to explain the minor nuances between required processes of certain Boeing Business Systems. If the Business System you are working in is listed below please follow instructions accordingly. If your Business System is not listed please follow the Enterprise Contractual Clause included with your purchase order. Required Information for all ASN ADVANCE SHIP NOTICE (ASN) SHIPPING INSTRUCTIONS Shipping instructions specified or referenced in this Tip Sheet must be adhered to unless deviation is authorized by the Buyer 1. For each container being shipped, the Seller will provide two (2) readable copies of the ASN barcode as follows: a. One (1) copy is to be securely affixed to each container b. One (1) copy is to be loose inside each container (see below) Barcodes will be printed on standard white paper or labels using black ink **For those shipments where it is not possible to put the secondary ASN Label inside the container, suppliers are required to place the secondary label within the envelop that contains the Pack Slip and any other documentation that is required by the Boeing Business Systems. 2. When creating ASN s via the Exostar web user interface, the ASN creation screens contain areas for mandatory and optional information. The Supplier will populate these areas with the appropriate information. In addition, certain data is required for Boeing receiving facilities. Listed below are guidelines for this information. 1

16 Mandatory Boeing ASN Fields: Also stated on pages in the Advance Ship Notice Training located on the Exostar Web Site Tracking Number is required when using a Commercial Carrier and must be entered prior to electronically sending the ASN. Bill of Lading / Pack Slip this field requires the pack slip number that has been identified to represent the order and is referenced on the check or electronic funds transfer. The following special characters are not allowed in the bill of lading / pack slip data field: * (asterisk) ~ (tilde) ^ (caret) ` (Backward Quote) (Pipe) Total Packages must be greater then 0, represents the total number of packages in the shipment. Transport Carrier ID select the appropriate carrier from the drop down menu per the routing guide. If the carrier is not listed in the drop down menu, select other and utilize the carrier other data field and input the Boeing approved carrier name. Shipping Days standard transit time based on the carrier and method of transport selected for the shipment. Estimated Departure Date prefilled to the current date and can be changed by the supplier. Estimated Arrival Date calculated based on the shipping days entered Gross Weight must be greater then zero and equal the weight of the total shipment Quantity enter the quantity being shipped 3. For customer service, training and technical support, please go to: 5. For questions about submitting ASN to Boeing please contact your appropriate Supply Chain Professional. Reminder: After creating the ASN always remember to click SEND to electronically submit the ASN to Boeing BDS Business Systems Boeing-Long Beach / Macon 2

17 If a change needs to be submitted to an ASN already sent, change the Purpose field to Replace, complete the changes and submit the change. If the ASN needs to be canceled for any reason, select Cancel and send the ASN. The ASN must be sent as soon as it is created. If product is hand carried by the supplier to the Boeing Receiving dock, the product should be delivered no less than 1 hour following the ASN being sent. BCA ERPLN Only Business System If a change needs to be submitted to an ASN already sent, change the Purpose field to Replace, complete the changes and submit the change. If the ASN needs to be canceled for any reason, select Cancel and send the ASN. ERPLN ASN s with Multiple Lines: Pack Slip Numbers are not preferred to be duplicated because: o Reduces accounting reconciliation processes for the Supplier and Boeing. o Duplication of Pack Slips increases the amount of investigation by the Supplier and Boeing. Pack Slip maximum field length is 30 characters even though Exostar will allow greater then 30 characters. The Packing Slip field is on the header of the ASN so the number of lines on a ASN is determined by the following: o If the pack slip numbers are sequential the first number will represent the total first number value in the pack slip sequence followed by a hyphen and then the total last sequential pack slip number value (ex NW N W127293). o If the pack slip numbers are not sequential the packing slip values must be identified individually and separated by commas not to exceed 30 characters (ex. NW127290,NW146997, NW150001). If the value exceeds 30 characters a new ASN must be created for the remaining. o When multiple shipments are accompanied in a single container, be sure to affix all ASN Labels to the outside of the container for each shipment inside for receiving purposes. Foreign Suppliers Paying Manually (not self billed) must be on one Purchase Order per invoice or ASN. Packslip must match what is billed on the invoice. General Tips: 3

18 Do not send an ASN For: o Cost Item Positions o Service Items o Negative Quantities o Delivery Addresses that are not to a Boeing Site (e.g. to an Airline or another supplier - Supplier Bank Material) o When the ASN label does not have a ship to address. In this case contact the Boeing buyer to issue a POC Suppliers are required to send the ASN immediately after all the required fields have been populated. For Local Suppliers the ASN must be sent electronically at least 1 hour before the product is received at the Boeing dock to insure that the electronic transmission has been received to set up in the BCA Boeing ERPLN Business System. SSG Business Systems SSPN To create an ASN, return to the Document Dashboard and select the Accepted Orders link. ASNs can also be exported from orders in Processing and Completed statuses. Suppliers are prevented from sending ASNs against a Rejected or Cancelled order. Click into the box for the desired order(s) for the ASN then select the Export checked to: ASN button. Alternatively, ASNs can be created for specific lines within an order by first opening the order then selecting the line(s) before selecting the Export checked to: ASN button. The resulting ASN is then displayed with a pre-assigned ASN number and the appropriate line shipment data from the exported order(s). Suppliers are required to enter data in all fields with asterisks as well as applicable optional fields The available ASN Preference options may facilitate creating ASNs depending on the variability of a supplier s shipments. Refer to the available Preferences located at the bottom of the left column in the Document Dashboard. Suppliers are able to create ASNs spanning multiple orders. Caution is urged in use of this capability, however, due to the following conditions for successful processing into the Boeing-SSPN system: All of the orders must be from the Boeing-SSPN system; 4

19 All the orders on the ASN must relate to the same FMS or IFMS logistical organization within the Boeing-SSPN system. Suppliers can differentiate their orders by the order number. Order numbers between and are IFMS and order numbers outside this range are FMS. Release orders fall into the organization based on the base number preceding the dash (e.g., would be from IFMS). If there is a physical shipment of product requiring usage of the ASN Header level Tracking Number and/or Bill of Lading/Packing Slip Number fields all orders on such ASNs should have the same Ship-To address. Exostar has online edits that are not supposed to allow items with different ship-to addresses to be on the same ASN. Should it be necessary to cancel the ASN for any line on the ASN, all lines on the original ASN will be cancelled in the Boeing-SSPN system regardless of what items are on the Cancel ASN. In this scenario, the supplier will need to send a new ASN for all non-cancelled ASN lines that were on the original ASN. While other systems may require the supplier s DUNS number to process ASNs successfully into the Buyer s system, the Boeing-SSPN system does not. Instead, SSPN relies on the Boeing supplier code number on the purchase order sent by SSPN. This number is not editable by the supplier. This process should result in more successful ASNs while requiring less account administration for suppliers. Tracking Number: This is an Optional field in Exostar. Some customer systems are requiring data in this field. Complete as required. The fields for Asset Management Tag Number and Serial Number are found by expanding the ASN line. Note: Save often! Entered data that is not saved may vanish if the form is changed such as when a second ASN line is expanded. Package and Charge tabs are optional for ASNs sent to Boeing-SSPN at this time. Rejected ASN notifications are sent by from the Boeing-SSPN system to the account on record in the Boeing-BEST supplier database. These notices do not route through Exostar. Requests to update the of record for this purpose should be sent to Cancel ASN: When sending a Cancel ASN, the ASN number must be the same number of the originally sent ASN. To cancel, the user opens the previously sent ASN then changes the Purpose field to cancel then Saves and Sends the ASN. (Exostar may also force the user to update the Estimated Arrival Date to a future value. Since a Cancel ASN should imply a planned shipment did not occur, this edit is non-value-added and is planned for elimination in a future upgrade.) If a Cancel ASN is sent for any item on a previously Sent ASN, all items on that original ASN will be cancelled in the Boeing- SSPN system. 5

20 Batch processing of ASNs: The ASNs sent from Exostar get processed to Boeing immediately. Be aware, however, that the Boeing-SSPN system processes ASNs into its system in batches, four times per day. Within each batch import, the sequence of the imported transactions cannot be predicted. This is important to know in regard to Cancel ASNs as the Original ASN must have already been processed into SSPN before a Cancel ASN with that ASN number will successfully process. For this reason, should a supplier find it necessary to cancel a Sent ASN, they are advised to wait at least one batch-cycle from the time the original ASN was sent before sending the Cancel and then wait one more cycle before sending the replacement ASN. Ship Labels: The Ship Labels available from Exostar ASN functionality capture the Ship- To address from the orders. Most SSPN orders, however, also require the Deliver-To Address on the label. For this reason, most SSPN suppliers are still required to utilize the unique SSPN Ship Label specifications. Avoid using special characters, such as a Carriage Return, in text fields as this may cause the transaction to fail processing. Revised: August

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