SNC Complete Guide Table of Contents

Transcription

1 SNC Complete Guide Table of Contents General Logon to SNC Version 1 Navigation Version 3 Purchase Order New PO Open PO Report (Due List Report) Version 2 PO Details Version 2 Purchase Order Confirmation Confirmation Required Report Version 2 New PO Access and Confirm Version 2 Alternate Date Quantity Proposal Version 1 Alternate Date Quantity Follow-up Version 1 Purchase Order Change PO Change Report Excel Download Version 1 PO Change Report Confirm Changes Version 1 PO Change Detail Version 5 Advanced Shipping Notification (ASN) ASN Create Version 2 ASN Cancellation Version 1 ASN Draft and Publish Version 2 Invoice/Payment Create Invoice Version 3 Access Payment Information in PO Version 2 Access Payment Web Inquiry Version 4 Alerts Run Alert Monitor Version 2 General Setup Version 3 Changed POs Alert setup Version 2 Confirmation and PO Exceptions Setup Version 3 ASN Exception Setup Version 2 B2B Suppliers Daily Processing and Reconciliation Access New Orders and Download Version 2 Open Orders Pending Shipment Version 2 Documents Requiring Invoices Version 2 1

2 To Log on to SNC follow the below steps: Logon to SNC Go to: Once at the web page, select which is located on the lower left-hand side of the page. Then click on the link, which is located on the left hand side, (in the blue box), this will launch to the Supplier Connect page. Select located on the lower right hand side of the page in the box. Logon: Enter your assigned user name and password. 2

3 Navigation Logon will default to o Different areas of SNC are accessible through the default toolbar Exceptions = New/Change POs, Pending Acknowledgements, Confirmations, etc Purchase Order = PO details and reports, can launch into other PO functions from here. Delivery = Due-list report access, ASN generation Invoice = Create invoices, access status Tools = future functionality (file upload/download) Use arrows on top left, (not browser back button) to go forward or back pages Click on Go button to execute/run reports or transactions Use of scroll-bars sometimes necessary to access additional information CONTINUED NEXT PAGE 3

4 Data presented by level, i.e. header, item, item detail Download to EXCEL (if desired) by selecting the Export button Moving courser over item brings-up selection arrow, click on arrow to open additional functions Each area has three levels of detail; Overview = overall items for selection Details = details of an individual item (PO, ASN, invoice) Changes = history of changes made to item 4

5 Alerts in three levels of criticality; High = Error, needs to be addressed Medium = Warning, may or may-not be correct, should look at item Low = Information, informational only If Time-out error occurs, click on your web-browser s refresh button to re-enter application. Note this is the only time you would use your web-browser button while in SNC. END NAVIGATION 5

6 PO Open PO Report (Due List Report Logon will default to Click on Delivery > Receipts and Requirements > Due List for Purchasing Documents Delivery Due-List Overview filter screen will display. Click on Change Query to access additional filters. CONTINUED NEXT PAGE 6

7 Enter Location(s) or star to retrieve all plants Enter Due-Date range Click Apply to retrieve data Due-List results will display. o Data can be sorted in ascending/descending order by clicking on the box next to the column s name. Arrows will display to sort ascending/descending. Export to EXCEL by clicking on the Export button 7

8 Click on Open or Save button to view/save your data to EXCEL End of process. Click on arrow to return to Overview screen. 8

9 1. PO Details Purchase Order Details Note: There are two levels of PO detail, header-level detail which applies to the whole PO (payment terms are an example of header detail), and item-level detail with applies to the specific line (product or part-number is an example of item level detail). Logon will default to Click on Purchase Order in the tool bar and select Purchase Order Details Enter Purchase order number and click the Go Purchase Order details will display. o Note: Order status will be included in data displayed. Click on the various tabs to open and view the detail; o Header tabs/detail available; o Line item tabs/detail available; 2. PO Notes Header detail may include notes, this will be identified by, To view the notes click on the button in the toolbar. Notes will display To return to PO Details screen click 9

10 3. Print a Purchase Order To print a hard copy of the PO click in the tool bar. Printable copy of PO will display, select icon to print. Close box to return to PO Details screen. 4. Look-up a different PO To access a different PO, enter Purchase order number and click the Go 5. Exit PO Details area End of process. Click arrow to exit PO details area 10

11 Confirmations Required Report Logon will default to Select Purchase Order, then Purchase Order Worklist Purchase Order Worklist will display, o PO Worklist will default to Process Due Confirmations (POs requiring confirmations) Note report can be downloaded to EXCEL. Select Export, then Export to Microsoft Excel Save In EXCEL format. 11

12 Report will display in Excel as follows, note column headers. Click on arrow to return to Overview screen. ============================================================================================== Additional functionality of this report: Confirmations can be generated in this area of SNC To generate confirmations do the following steps; Note the meaning/function of each column. Confirmations can be created at this level by checking the box in the column (Confirm as Requested) then clicking 12

13 After saving confirmation, the report will show one request made and one confirmation made, and the confirmed quantity and delivery date. Repeat as required. Note multiple lines can be confirmed at the same time by clicking multiple boxes in the Cnf Rqatd column, then clicking Save button Click on arrow when finished to exit area. End of process. 13

14 Logon will default to New PO Access and Confirm Click on Go button Summary of Alerts will default at the bottom of the page Status of New indicates that a Confirmation has not been done. Click on number in the PO New Item row New Purchase Orders will display. Note report can be downloaded to EXCEL. 14

15 Select PO by clicking on the box to the left of the alert number, the line will then be highlighted. Select the See details button to view the PO. PO details will display, note that it is Not-Confirmed and New Click the button to access the confirmation area (many need to scroll up to access change button) CONTINUED NEXT PAGE 15

16 Confirm button will now be available Click Confirm to confirm order To split delivery between multiple shipments click Confirm button multiple times to open up data entry fields Once complete with the confirmation proposal, click Publish to finish confirmation of order Click Yes to finalize confirmation PO is now confirmed, note status End of process. Click on arrow to return to Overview screen. 16

17 Alternate Date Quantity Proposal Logon will default to Click on Go button Summary of Alerts will default at the bottom of the page Status of New indicates that a Confirmation has not been done. Click on number in the PO New Item row Select PO by clicking on the box to the left of the alert number, the line will then be highlighted. Select the See details button to view the PO. 17

18 PO details will display, note status is Not-Confirmed and New Click the button to access the confirmation area (many need to scroll up to access change button) Confirm button will now be available 18

19 Click Confirm button once to open up item details area. An alternate delivery-date can be entered; Date is when the item is due to arrive at the designated ship-to location) (Ship. Date is when item will leave your facility) (Deliv. If delivery-quantity is to split into multiple shipments, click on the lower Confirm button once to open an additional confirmation line. Click on the lower Confirm button again (if needed) to open-up additional delivery lines, click the Confirm button once for each line required. Enter proposed dates and quanities. CONTINUED NEXT PAGE 19

20 Click Publish button to save confirmation and forward to PB for manual approval Click Yes to finalize confirmation PO Conf. Status (confirmation status) is now Confirmed Note Manual Approval Required in Appr.Status column (approval status), this means the assigned PB Buyer needs to review and approve/reject alternate delivery proposal. End of process. Click on arrow to return to Overview screen. 20

21 To follow-up on confirmations pending acceptance go to Scroll to the right, then down to access additional selections Locate, then select arrow to input Alert codes. Input box will appear, enter the following codes in the From box, then click OK button o 7055 = Manual Approval Required for Confirmation o 7057 = Confirmation Rejected Click Go button to retrieve report End of process. 21

22 Alternate Date Quantity Follow-up To follow-up on confirmations pending acceptance go to Scroll to the right, then down to access additional selections Locate, then select arrow to input Alert codes. Input box will appear, enter the following codes in the From box, then click OK button o 7055 = Manual Approval Required for Confirmation o 7057 = Confirmation Rejected Click Go button to retrieve report 22

23 Statistical View will display with request alerts summary, click on corresponding number to see details. Note Confirmations Rejected, detail can be viewed by highlighting the line and selecting EXCEL down load available by selecting then Alternate confirmation will display as Manual Approval Required for Confirmation Once reviewed the PB Buyer will either accept or reject. End of process. Select to return to overview screen 23

24 PO Change Report Excel Download Logon will default to Click on Go button Summary of Alerts will default at the bottom of the page Status of PO Changed Item indicates an existing PO has been changed. Click on number in the PO New Item row 24

25 Changed Purchase Orders will display Download to EXCEL by selecting the Export button Open or save In EXCEL format. 25

26 EXCEL download will highlight changes in column labeled Val. Message Change Messages; BL = Blocked CA = Cancelled CD = Created Other changes will be fully described End of process 26

27 PO Change Report Confirm Changes Logon will default to Click on Go button Summary of Alerts will default at the bottom of the page Status of PO Changed Item indicates an existing PO has been changed. Click on number in the PO New Item row 27

28 Changed Purchase Orders will display Download to EXCEL (if desired) by selecting the Export button EXCEL download will highlight changes in column labeled Val. Message In SNC, select PO by clicking on the box to the left of the alert number, the line will then be highlighted. Select the button labeled See details to view the PO. 28

29 PO details will display, note status is Changed and that Notes exist. Click on History button to view changes. Highlight lines by clicking on box to the left of the PO number (hold now the control-key on your keyboard to select multiple lines). Click on Compare History button to view change history. History and changes will display. To see details you may need to click on the arrow in the Document Fields column. In this example the line quantity was changed from 10 to 6 Click on to return to details screen. 29

30 Click on Change button to access confirmation area Click on Confirm then Publish Click Yes to finalize confirmation PO is now confirmed, note status End of process. Click on arrow to return to Overview screen. 30

31 Purchase Order Change Detail Logon will default to Click on in the tool bar and select Enter Purchase Order number and click on button labeled Go Purchase Order details will display, (at bottom of view). o Select lines by clicking on box to the left of the PO number or icon and. o Then select to view change details CONTINUED NEXT PAGE 31

32 History Comparison will display. Click on arrows to open and display details. End of process. Click on arrow to return to Overview screen. 32

33 ASN Create Select Delivery> Receipts and Requirements > Due List for Purchasing Documents Access PB Location o In the Customer Location field enter specific Pitney Bowes plant code Or - Asterisk (*) will retrieve all plant codes Or - Click on to drop-down of available plants o Click Apply when done Open PO lines will display. o Note there will be two statuses in the Order Doc. Type column Purchase Order status is a confirmed order and IS available to create an ASN against PO Confirmation is an un-confirmed order and is NOT available to create an ASN against CONTINUED NEXT PAGE 33

34 Select line for ASN by clicking box on the left of Order Doc. Type column. (Note: Multiple lines can be grouped under one ASN. To use this functionality, hold down the Ctrl key and select the applicable lines. Select Create ASN button to create ASN for the line(s) selected. (Note: ASNs can only contain POs from one plant site. POs from multiple plants must be put under multiple ASNs.) Complete required information in the General area o Enter ASN Number The ASN number can be any number you choose, packing-slip or invoice number works well. o Enter Shipping Date o Adjust ASN Quantity (if necessary) CONTINUED NEXT PAGE 34

35 Click on the Shipping Details tab and complete required information o Bill of Lading No. (optional) enter tracking number o Carrier (SCAC) ID (required) enter four digit SCAC(Standard Carrier Alpha Code) for Carrier Select the Check button to check information for accuracy Check results will display, address and resolve error-messages, take note of information messages. Stop icon is an error message that must be addressed (the ASN can not be Published (save) with errors. Caution icon is an information message (the ASN can be Published with these messages) Click the Publish ASN button to submit the ASN o Note: Once Published an ASN can no longer be edited and the information will be sent to PB When this confirmation screen pops up, select Yes End of process. Click on arrow to return to Overview screen. 35

36 ASN Cancellation ONLY ASNs IN DRAFT STATUS CAN BE CANCELLED This process CANNOT be completed on an ASN that has already been received by Pitney Bowes Logon will default to Select: Delivery>Advanced Shipping Notification > ASN Overview Locate Draft-ASN you wish to cancel by entering DV in the ASN Status. field and then press Go Report of ASNs in DRAFT Status display Select ASN to be cancelled by clicking on the box to the let of the ASN number Note: When you run the report you will notice the ASN status should be Draft 36

37 Select the Cancel ASN button to cancel the highlighted ASN When the confirmation box comes up, click Yes Messages at the top of the screen will display stating the cancellation was successful. End of process. Click on arrow to return to Overview screen. 37

38 ASN Draft and Publish Select Delivery> Receipts and Requirements > Due List for Purchasing Documents Access PB Location o In the Customer Location field enter specific Pitney Bowes plant code Or - Asterisk (*) will retrieve all plant codes Or - Click on to drop-down of available plants o Click Apply when done Open PO lines will display. o Note there will be two statuses in the Order Doc. Type column Purchase Order status is a confirmed order and IS available to create an ASN against PO Confirmation is an un-confirmed order and is NOT available to create an ASN against CONTINUED NEXT PAGE 38

39 Select line for ASN by clicking box on the left of Order Doc. Type column. (Note: Multiple lines can be grouped under one ASN. To use this functionality, hold down the Ctrl key and select the applicable lines. Select Create ASN button to create ASN for the line(s) selected. (Note: ASNs can only contain POs from one plant site. POs from multiple plants must be put under multiple ASNs.) Complete required information in the General area o Enter ASN Number The ASN number can be any number you choose, packing-slip or invoice number works well. o Enter Shipping Date o Adjust ASN Quantity (if necessary) CONTINUED NEXT PAGE 39

40 Click on the Shipping Details tab and complete required information o Bill of Lading No. (optional) enter tracking number o Carrier (SCAC) ID (required) enter four digit SCAC(Standard Carrier Alpha Code) for Carrier Select the Save Draft button to save ASN as draft for later processing Draft ASN created, note status - Draft ASN has not been sent to Pitney Bowes ASN is now saved as a DRAFT Use to go back to process next order or exit area CONTINUED NEXT PAGE 40

41 To access Draft-ASNs go to Delivery> Advanced Shipping Notification > ASN Overview (From Alert-Monitor screen) ASN Overview screen will display, set ASN Status to DV for Draft-status, then click on Go button Draft ASNs will display, select desired ASN and click Change ASN button to edit and/or Publish To Publish and send ASN to PB click Publish ASN button and click on Yes in the Confirmation box. ASN Now Published End of process. Click on arrow to return to Overview screen. 41

42 Create Invoice Logon will default to Click on Invoice button, select Documents Requiring Invoices Set second-box to ASN, indicating that the invoice will be created against and ASN Click Go button to retrieve report ASNs not fully invoice will display on the bottom of the screen, Click on ASN number for order to be invoiced CONTINUED NEXT PAGE 42

43 Enter Invoice Number. Scroll-down and enter quantity and price, (note the print and download options) Scroll-up to header area and click Publish to create invoice. System message will appear showing invoice successfully created. Enter next invoice or return to overview screen by clicking arrow. Invoice(s) successfully Created End of Process 43

44 Access Payment Information in PO Logon will default to Click on Invoice button, select Invoice Overview The report can be filtered by entering information in the Selection Area Use the scroll bar to access additional selection options Click on Go button when done. Invoices and Status will display with status. Note that this report can be printed or downloaded to Excel. 44

45 There are four possible invoice status; Draft, Published, Received, and Paid. Note that some status allow for invoices to be changed (non-xml invoice). Click on invoice number (Invoice No.) to access payment details Click on Payment Status tab. Payment Date and amount paid will display. 45

46 Use arrows or selection-area to view additional invoices or exit process End of process. 46

47 Access Payment Web Inquiry Invoice and payment status can be accessed through the pb.com web site. Follow the steps below to access the Invoice Inquiry report. Note that invoices are accessed on an individual basis, and that invoice status is updated nightly. 1. Go to 2. Select Our Company, located below the PB logo in the upper left hand corner of the page. 3. Select Supplier-Connect link, on the Our Company page, located on the left hand side of the screen. 4. Select Invoice Inquiry, on the Supplier Connect web page, located on the lower right hand side. 5. Invoice Selection Screen will display. 6. Enter Your Invoice Date; this is the date on the invoice itself. 7. Enter Your Invoice Number 47

48 8. Click Execute button 9. Report will display, the following explains each column; - Currency the invoice will be paid - Pitney Bowes purchase order number - Item number on the purchase order - Pitney Bowes part number as noted on the Purchase order, # indicates there was no material number on the purchase order - Supplier s invoice number. - Supplier s packing slip number, entered when goods receipt performed - Highlights invoices that are blocked due to the invoice and purchase order number matching. Blocked invoices are not in queue for payment. - Status of the invoice, Blocked or Free for payment. This applies to open invoice. - Method of payment dispersal - Check number on check issued for payment if you elected to be paid by check. Non-check means it is an ACH or a Wire payment. - Date payment made - For invoices pending payment, when payment date will be made - Quantity of the item invoiced - Price per unit - Line item price which equals quantity times unit cost for that specific line - Sum of all lines on invoice before discount plus any taxes if applicable. - Amount of discount taken based upon payment terms - Final amount of payment made against invoice 10. Report can be downloaded to Excel and printed by clicking the button 11. Click on to look up another invoice 12. Use your browser back-button to exit. 48

49 Run Alert Monitor Logon will default to Click on Go button to retrieve alerts. Alerts will display, note the alert-level; High = Error, needs to be addressed Medium = Warning, may or may-not be correct, should look at item Low = Information, informational only Click number in row corresponding to the alert title to access data. 49

50 Selected details will display, Note each selection brings-up buttons to launch to additional information and functions. Data can be downloaded to EXCEL Select and view additional Alerts by selecting corresponding number in the Alert title row. Click on arrow when done. End of process. 50

51 General Setup Set-up Notification of Alerts Before Set-Up of Alert-Report it is helpful to run and note desired Alerts and what alert-level (High/Medium/Low) is associated with the Alert (needed in step 4 of report setting in this guide). High = 1-Error, needs to be addressed Medium = 2-Warning, may or may-not be correct, should look at item Low = 3-Information, informational only Logon will default to Scroll to the right, then down to access additional selections Locate and select, then select button to view options o Optional Function- Note: Multiple Alerts can be added a single report set-up by clicking on the arrow 51

52 Select Alert by clicking the box to the left of the Alert-Type number then OK button Click on arrow next to Reset button, select Save as Type-in Name for alert (in the first box), set second box to Partner-Specific, then click OK button Click on Set Notification button 52

53 Enter the following information/settings: 1) Address: address to receive PO alerts (there is a one to one relationship between and report variant, if multiple s required - multiple report variants will be created). 2) Sending User: Your SNC User Id (logon ID) 3) Message Channel: set to D (Direct) 4) Message Profile: enter Z_PB_1 5) Minimum Priority: set to lowest level message you want sent (1=Error, 2=Warning,3=Information) 6) Immediate Notification: check box 7) Profile is Active: check box 8) Click Save Note message that profile was created, use arrows to exit set-up. SET-UP IS NOW COMPLETE - Repeat for other Users and Alerts as required. 53

54 Changed POs Alert Setup Set-up to enable alerts of changed Orders from PB Logon will default to Scroll to the right, then down to access additional selections Locate and select, then select button to view options Select Changed Purchase Order Item then OK button 54

55 Click on arrow next to Reset button, select Save as Type in name for alert Change PO Alert (your user-id) Set second box to Partner-Specific, then click OK button Click on Set Notification button 55

56 Enter the following information/settings: 1) Address: address to receive PO Change alerts (there is a one to one relationship between e- mail and report variant, if multiple s required multiple report variants will be created). 2) Sending User: Your SNC User Id (logon ID) 3) Message Channel: set to (Direct) 4) Message Profile: enter Z_PB_1 5) Minimum Priority: set to 3=Information 6) Immediate Notification: check box 7) Profile is Active: check box 8) Click Save Note message that profile was created, use arrows to exit set-up. Set-up is now complete. 56

57 Confirmation and PO Exceptions Setup Set-up Alerts for Exceptions to Confirmations and POs Logon will default to Scroll to the right, then down to access additional selections Locate, then select arrow to input Alert codes. Input box will appear, enter the following codes in the From box, then click OK button o 7035 = Exception in Validation of Purchase Order o 7038 = Overdelivery Tolerance Violated o 7039 = Underdelivery Tolerance Violated o 7057 = Confirmation Reject 57

58 Type N in the Acknowledged box Then click on arrow next to Reset button, select Save as Type-in Name box Confirmation/PO Exceptions (Your User Id), then set second box to Partner-Specific, then click OK button Click on Set Notification button Continued Next Page 58

59 Enter the following information/settings: 1) Address: address to receive PO Change alerts (there is a one to one relationship between e- mail and report variant, if multiple s required multiple report variants will be created). 2) Sending User: Your SNC User Id (logon ID) 3) Message Channel: set to (Direct) 4) Message Profile: enter Z_PB_1 5) Minimum Priority: set to 2=Warning 6) Immediate Notification: check box 7) Profile is Active: check box 8) Click Save Note message that profile was created, use arrows to exit set-up. Set-up is now complete. 59

60 ASN Exception Setup Set-up to enable alerts of ASN Exception/Errors Logon will default to Scroll to the right, then down to access additional selections Locate and select, then select button to view options Select Exception in Validation of ASN then OK button 60

61 Type N in the Acknowledged box Click on arrow next to Reset button, select Save as Type in name for alert Change PO Alert (your user-id) Set second box to Partner-Specific, then click OK button Click on Set Notification button Continued Next Page 61

62 Enter the following information/settings: 1) Address: address to receive PO Change alerts (there is a one to one relationship between e- mail and report variant, if multiple s required - multiple report variants will be created). 2) Sending User: Your SNC User Id (logon ID) 3) Message Channel: set to (Direct) 4) Message Profile: enter Z_PB_1 5) Minimum Priority: set to 1=Error 6) Immediate Notification: check box 7) Profile is Active: check box 8) Click Save Note message that profile was created, use arrows to exit set-up. Set-up complete 62

63 B2B SUPPLIERS Daily SNC Processing and Reconciliation The following are control reports which should be set-up and run to reconcile SNC to Supplier s System. Reconcile New (unconfirmed) POs in SNC versus Supplier System using Alert Monitor > New Order Items Logon will default to Click on Go button Summary of Alerts will default at the bottom of the page o Set Grouping Criteria 1 to Alert Type (Long) Status of New indicates that a Confirmation has not been done. (B2B Users ONLY: POs classed as New indicates an error happened in the posting the order to your ERP system. It is recommended you run this report at the end of each day to identify errors in posting to your ERP system. Contact PB for any POs not in your ERP, PB will fix and re-output order.) Click on number in the New Purchase Order Item row 63

64 New Purchase Orders will display. Note report can be downloaded to EXCEL. Download to EXCEL by selecting the Export button Open or save In EXCEL format. Click on arrow to return to Overview screen END OF PROCESS 64

65 Reconcile Orders due to be shipped in SNC versus Supplier System using Delivery > Delivery Due List Logon will default to Click on Delivery > Receipts and Requirements > Due List for Purchasing Documents Click Refresh button on lower right, may need to use scrollbar to access. Click on Change Query to access additional filters. CONTINUED NEXT PAGE 65

66 Enter Location(s) or star to retrieve all plants. Enter Due-Date range, Click Apply to retrieve data Due-List results will display. o Data can be sorted in ascending/descending order by clicking on the box next to the column s name. Arrows will display to sort ascending/descending. Export to EXCEL by clicking on the Export button Click on Open or Save button to view/save your data to EXCEL End of Process - Click on arrow to return to Overview screen 66

67 Reconcile Invoice status in SNC versus Supplier System Create and run report to identify documents requiring invoices Click on Invoice button, select Documents Requiring Invoices From the Documents Requiring Invoices view click Go Go to Settings (Use scroll bars to access) 67

68 Settings-area will default to Column Selection, from here you can choose what columns will display o Displayed Columns is what will appear on the report To select a column click on next to the column s name (in the Hidden Columns area). The click Add button, column will then appear in the Displayed Columns area To remove a column from view click on next to the column s name (in Displayed Columns ) The click Remove button, column will then appear in Hidden Columns o Click Apply when done Click on the Filter tab Select filter Qty to Be Invoiced, then click Add button 68

69 Click on diamond symbol to access additional filters Box will appear, select not-equal-to symbol (labeled Unequal to ) Type in zero 0 to set report to show items which have an un-invoiced balance Continued Next Page 69

70 Select Save as, then name report by typing name in the description area, once done select Initial View and OK button Settings are now complete, click on OK to run report Items not fully invoice will display on the bottom of the screen Process complete 70