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1 ecellerate Purchase Order Management This manual provides a general overview of the IES ecellerate Purchase Order module. The Purchase Order module is designed to receive electronic Purchase Orders in various formats. Purchase Orders may also be created using the application. System Requirements Microsoft Internet Explorer 7.1 or later Internet connection (high speed recommended) Microsoft Excel (installed locally) Adobe Reader 8.1 or later (installed locally) Logging on Please navigate to the specific URL provided at implementation. Log on using your designated User Name and password and click Sign In to begin to application. IES: The Software Solution for the Future of Freight Page 1

2 Welcome Screen After logging on to the ecellerate application, the Welcome Screen will appear in your browser. The Welcome Screen provides top level user name information and a left hand side Navigation Menu. The Navigation Menu consists of the modules that have been activated by your account administrator. All ecellerate modules contain of the following four (4) expandable sub menus: Dashboard My View Templates Reports Displays the last three (3) days of activity Configurable views of data definable by user name Configurable transactions to assist in the creation of transportation data sets. Templates are key to efficient and error free data entry Each module contains a Detail and a Summary report. The Detail Report displays all data elements for a given transaction type. The Summary Report provides more general information at the header level with a smaller data set. IES: The Software Solution for the Future of Freight Page 2

3 Purchase Order Module The Purchase Order Dashboard, as displayed above, is designed to present a quick, general overview of data recently received via EDI or entered by the Consignee or Shipper/Manufacturer. In the above example, the default Purchase Order Dashboard view returned two purchase orders. The first purchase order, number , was created using a Template specifically designed for this Consignee Shipper pairing (more about purchase order templates later). The second PO, 30068, is an example of a PO received via EDI (Electronic Data Interchange) and processed to be visible for origin office processing. IES: The Software Solution for the Future of Freight Page 3

4 Field Definitions Purchase Order Number Consignee Shipper Minimum Status Maximum Status The number to identify the Buyer/Consignee purchase order The name of the buyer/consignee of the goods The name of the shipper/manufacturer of the goods to be managed Purchase orders go through a progression of status messages. The ecellerate Purchase Order module has the added capability to display the statuses of split purchase orders. If a PO line item has not been split, it will simply be displayed on one line. Open A purchase order that has been created or received via EDI and is ready for review Rejected A purchase order that has been rejected by the Supplier or Agent. The consignee needs to review the purchase order notes make adjustments or respond to the agent or supplier Accepted A purchase order that has been acknowledged as satisfactory. PO processing is approved to continue Ordered Pieces Shipped Pieces Ordered Units Shipped Units Create Date Ready Date Confirmed Ship Date Number of total pieces on a PO that were requested Number of pieces from a PO that have been allocated to a ship order, booking or shipment Number of total units (typically CTN or ECH) on a PO that were ordered The number of units from a PO that have been allocated to a ship order, booking or shipment The date that the PO was created in ecellerate The date that the cargo is scheduled to be standing by for pick up or shipment Derived from the Shipment Confirmed Date for this PO IES: The Software Solution for the Future of Freight Page 4

5 Purchase Order Overview Screen The Purchase Order Overview Screen serves as a gateway to Purchase Order Header, Party, Detail Line information and more. Header Buttons - See definitions on next page Purchase Order Header Information (Defined on Page 7) Parties to a Purchase Order (Defined on Page 8) Detail Line Summary Information (Defined on Page 9) IES: The Software Solution for the Future of Freight Page 5

6 Header Button Definitions Depending on the permissions associated with the user and the stage of the PO in the supply chain process, not all of the following Header Buttons will be visible on every PO. All buttons are displayed below for illustration purposes. Edit Delete Details Notes Accept Reject Copy New Template Allows the purchase order header information to be modified Prompts the user to remove a purchase order. Please note that POs can be removed and reinstated. Allows PO line item information to be modified and managed Allows the user to add specific messages that may be shared with supply chain partners and distributed as automated PO alerts Gives the user the ability to notify supply chain partners that a PO has been acknowledged and for post processing Signals that a PO is problematic. Notes are usually added for rejected purchase orders to provide specifics Duplicates a PO to another for modification Uses existing information associated with the current PO to be stored and re used IES: The Software Solution for the Future of Freight Page 6

7 Purchase Order Header Information The Purchase Order Header contains general information related to a PO. The following fields are typically received via EDI PO Upload. Please note that uploaded information can vary greatly. This example shows a minimal amount of data received. To edit the Purchase Order Header information, click on the Edit header button. PO Number Part Number Status: PO Description Mode of Transport Currency Code Exchange Rate Required Recommended The stage of the PO in the supply chain process. Open is the default status of a recently received EDI PO. If received on the header segment in the EDI upload, this will be the first line item description Defaults to Ocean unless otherwise received Defaults to USD unless otherwise received Defaults to 1.00 unless otherwise received Please note that clicking on the Adobe Acrobat icon Report in a print ready format. will generate a detailed Purchase Order IES: The Software Solution for the Future of Freight Page 7

8 Parties to a Purchase Order Consignee Shipper/Vendor Ultimate Consignee Export Forwarder Deliver To Manufacturer/Supplier Buyer The consignee must have an associated code provided by the account administrator. Please note that the Consignee is often the same as the Buyer. The company responsible for selling the goods to the Buyer. The Shipper/Vendor is often the same as the Manufacturer/Supplier. The company where goods are ultimately consigned. The Ultimate Consignee is often the Consignee. The origin agent responsible for managing Purchase Orders on behalf of the Consignee at the point of origin. The location where the cargo will be delivered at destination. The actual producer of the goods. The Manufacturer/Supplier is often same as Shipper/Vendor. Company who is purchasing the goods. The Buyer is often the same as the Consignee. IES: The Software Solution for the Future of Freight Page 8

9 Detail Line Summary The Purchase Order Detail Line Summary is displayed below the Party information. Displayed is general detail information associated with the purchase order. Ordered Units Shipped Units Total Available Units Ordered Pieces Shipped Pieces Total Available Pieces The total of all the line items on a PO that were ordered The number of units from this PO that have been allocated to a ship order, booking or shipment The Total Available Units equals the Ordered Units less the Shipped Units The total of all the line item pieces on a PO that were ordered The number of pieces from this PO that have been allocated to a ship order, booking or shipment The Total Available Pieces equals the Ordered Pieces less the number of Shipped Pieces Detail Line-Item Drilldown Information To display detailed line item information, click on the Detail header button. The following in depth information will then be displayed. To modify a line item, click on the underlined Edit link to the far left of the line item. To manually add another Detail Line Item, click on the gray Add header button. IES: The Software Solution for the Future of Freight Page 9

10 Purchase Order Detail Line Edit Screen The IES ecellerate Purchase Order module is capable of containing all of the following information related to each line item detail. Please note that many POs uploaded via EDI do not contain all of the available information. Not receiving all of the available information is expected. However if essential data is missing from an uploaded line item, it is advised to please check with the Consignee who transmitted the purchase order. In this example, the customer supplied only the Part Number, Ordered Units and Type of Unit. IES: The Software Solution for the Future of Freight Page 10

11 Dates on a Purchase Order Line Item There are four (4) date fields at the bottom of the Purchase Order Detail Line Edit screen. The following are detailed definitions of these date fields for your reference: Ready Date Early Ship Date Last Ship Date Merchandise Due Date The date when the cargo is ready for pick up at origin usually at the manufacturer/supplier s facility The earliest date that the consignee will allow the goods to be shipped The latest date that the consignee will allow the goods to be shipped The date the consignee would prefer that the goods arrive at the deliver to location IES: The Software Solution for the Future of Freight Page 11