General Dynamics Armament & Technical Products 8/30/2010

Transcription

1 Supplier s Guide to isupplier Portal General Dynamics Armament & Technical Products 8/30/2010 Page 1 of 192 8/30/2010

2 Contents Procurement Notification Workflow... 6 Purchase Order Entry and Acknowledgement... 6 Purchase Order Change Request from Supplier... 7 Purchase Order Change Request from Buyer... 8 Notifications Which Do Not Require a Response... 9 Reassigning Notifications to Another User Requesting More Information Based on a Notification Supplier Logging On from Registration Log On from Supplier Setting User Preferences Navigate to Preferences Set Preferences Supplier Acknowledging Purchase Order Navigate to Purchase Orders Search for Purchase Orders to Acknowledge Review Purchase Order Information / Review Printable Purchase Order Acknowledge the Purchase Order Supplier Submitting Purchase Order Change Request Navigate to Purchase Orders Submit a Change Request Supplier Submitting Work Order Change Request Navigate to Work Orders Request Changes to Work Order Supplier Processing Notifications Navigate to Home Page Review Notifications Approve a Notification Reject a Notification Supplier Creating Advance Shipment Notice Page 2 of 192 8/30/2010

3 Navigate to Create Advance Shipment Notice Create Advance Shipment Notices Supplier Uploading Advance Shipment Notices from Spreadsheet Navigate to Upload Advance Shipment and Billing Notices Download Spreadsheet Templates Prepare an Advance Shipment Notice Spreadsheet for Upload Upload an ASN Spreadsheet Supplier Canceling Advance Shipment Notice Navigate to View/Cancel Advance Shipment Notice Cancel Advance Shipping Notices Supplier Reviewing Purchase Order Information Navigate to Purchase Orders Search for Orders from the Home Page Search for Purchase Orders with Simple Search Search for Purchase Orders with Advanced Search Review PO List Review Attachments for a Purchase Order Review Purchase Order Detail Information (Header) Print the Purchase Order Supplier Reviewing Purchase Order Revision History Navigate to Purchase Order Revision History Search for Purchase Order Revision History Using Simple Search Search for Purchase Order Revision History Using Advanced Search Review Purchase Order Revision History Print a Purchase Order Revision Supplier Reviewing Agreement Information Navigate to Supplier Agreements Search for Supplier Agreements Using Simple Search Search for Supplier Agreements Using Advanced Search Review Agreement Information Review Attachments for an Agreement Page 3 of 192 8/30/2010

4 Review Agreement Detail Information Review Blanket Releases Print the Agreement Supplier Reviewing Work Order Information Navigate to Work Orders Search for Work Orders Review Work Order Information Supplier Reviewing Planned Delivery Information Navigate to Delivery Schedules Search for Delivery Schedule Information with Simple Search Search for Delivery Schedule Information with Advanced Search Supplier Reviewing Shipment Information Navigate to Advance Shipment Notices Search for Advance Shipping Notices with Simple Search Search for Advance Shipping Notices with Advanced Search Review Detailed Shipment Information Supplier Reviewing Receipt Information Navigate to Receipt Transactions Search for Receipts with Simple Search Search for Receipts with Advanced Search Review Receipt Information Supplier Reviewing Overdue Receipt Information Navigate to Overdue Receipts Search for Overdue Receipts with Simple Search Search for Overdue Receipts with Advanced Search Review Overdue Receipt Information Supplier Reviewing On-Time Delivery Information Navigate to On-Time Performance Search for On-Time Performance with Simple Search Search for On-Time Performance with Advanced Search Review On-Time Performance Information Page 4 of 192 8/30/2010

5 Supplier Reviewing Return Information Navigate to Returns Summary Search for Returns with Simple Search Search for Receipts with Advanced Search Review Receipt Information Supplier Reviewing Invoice Information Navigate to Invoice Summary Search for Invoices with Simple Search Search for Invoices with Advanced Search Review Receipt Information Supplier Reviewing Payment Information Navigate to Payment Summary Search for Payments with Simple Search Search for Payments with Advanced Search Review Payment Information Page 5 of 192 8/30/2010

6 Procurement Notification Workflow These workflows describe how notifications operate in Oracle Procurement and the isupplier Portal. Purchase Order Entry and Acknowledgement A supplier can Approve Entire Order or Reject Entire Order in response to a notification of a PO Acknowledgment Request. Buyer enters PO in Oracle E-Business Suite Buyer sets PO terms to require PO Acknowledgement by a specified date PO goes through normal internal approval process PO Approver denies PO PO Approver approves PO Buyer receives Oracle workflow notification of denial Buyer receives Oracle workflow notification of approval Buyer receives notification of supplier s response Pre-designated supplier user receives Oracle workflow PO acknowledgment notification via , and sees identical notification in isupplier Portal PO status advances if supplier accepted Supplier user accepts or rejects PO acknowledgment notification Page 6 of 192 8/30/2010

7 Purchase Order Change Request from Supplier Suppliers can only request a change on the Promised Date. A buyer can Approve, Reject, Request More Information, or Reassign a notification of a PO change request. Supplier enters PO change request in isupplier Portal (Promised Date only) Oracle system sends notification of change request to Buyer Buyer receives notification and sees identical notification in isupplier Portal Buyer accepts or rejects change request Oracle EBS routes notification response back to supplier If buyer accepted change request, PO is amended Page 7 of 192 8/30/2010

8 Purchase Order Change Request from Buyer Buyers can change the Requested Date, or make minor changes to the Quantity Requested (additions only, not subtractions). Suppliers can Approve or Reject the buyer s requested changes. Buyer enters PO change request in Oracle EBS Forms (Requested Date/Quantity) Oracle system sends workflow notification of change request to pre-designated supplier user Supplier user receives notification and sees identical notification in isupplier Portal Supplier accepts or rejects change request, specifying new Promised Date as needed Oracle EBS routes notification response back to buyer Buyer reviews supplier response and new Promised Date (if there is one) Buyer accepts or rejects supplier s proposed changes Oracle EBS routes notification response back to supplier If buyer accepted supplier s proposed changes, PO is amended Page 8 of 192 8/30/2010

9 Notifications Which Do Not Require a Response Some notifications provide only an OK, Close, or Ignore button. These notifications are for information only. Buyer enters PO in Oracle EBS without requiring acknowledgment from supplier Supplier does not respond to a PO acknowledgement request by the due date Supplier cancels ASN Oracle system generates notification to buyer Buyer receives notification and sees identical notification in isupplier Portal Buyer dismisses notification in isupplier Portal Page 9 of 192 8/30/2010

10 Reassigning Notifications to Another User Buyers can reassign a notification to a different user, to provide a response. Oracle system generates notification to buyer Buyer receives notification and sees identical notification in isupplier Portal Buyer reassigns notification to another user in isupplier Portal Reassignee receives notification and sees identical notification in isupplier Portal Reassignee processes notification in buyer s stead in isupplier Portal Page 10 of 192 8/30/2010

11 Requesting More Information Based on a Notification Buyers can request more information based on a notification, from either the notifier or from someone else. Oracle system generates notification to buyer Buyer receives notification and sees identical notification in isupplier Portal Buyer requests more information in isupplier Portal, either from notifier or someone else Recipient receives notification and sees identical notification in isupplier Portal Recipient provides information either by responding to notification or via isupplier Portal Buyer receives notification and sees identical notification in isupplier Portal Page 11 of 192 8/30/2010

12 Supplier Logging On from Registration After a GDATP Buyer registers you as a supplier user, you can log on to the Oracle isupplier portal as a supplier. Log On from Figure 1: Registration Note: The format and content of your registration may be different than that shown here. Please complete the following task(s): 1. Click the appropriate hyperlink to display the Oracle logon screen in a separate browser window. Page 12 of 192 8/30/2010

13 Figure 2: Oracle Logon Screen Note: Save this URL as a Favorite in your browser. You will always log into isupplier Portal from here. 2. Complete the following fields: Username Type your username as shown in the Registration . Password Type the temporary password as shown in the Registration Click Login to display the Change Password field. (The first time you log in, the system forces you to change your password. After that, the system displays the Main Menu when you log in.) Page 13 of 192 8/30/2010

14 Figure 3: Change Password 4. Complete the following fields: Current Password Type your temporary password as shown in the Registration you received. New Password Type a new password. Passwords must be at least 8 characters, with at least 1 upper-case character and 1 number. Re-Enter New Password Type the new password again. 5. Click Apply to display the isupplier Portal Main Menu. Page 14 of 192 8/30/2010

15 Figure 4: isupplier Portal Main Menu 6. Click Home Page to display the isupplier Home Page. Figure 5: isupplier Portal Home Page Page 15 of 192 8/30/2010

16 Supplier Setting User Preferences Suppliers can set up user preferences for themselves in the isupplier Portal. Navigate to Preferences Please complete the following task(s): 1. Click the appropriate Home Page link. Figure 1: Main Menu Page 16 of 192 8/30/2010

17 Figure 2: isupplier Home Page 2. Click the Preferences link in the upper right corner. Page 17 of 192 8/30/2010

18 Set Preferences Figure 3: Preferences Please complete the following task(s): 3. Review and change the following display preference fields, as needed: Current Session Language Default Application Language Accessibility Features Select Screen Reader Optimized, as needed (for blind/low vision users). Territory Date Format Timezone Number Format Currency Client Character Encoding 4. Complete the following fields to change your password, as needed: Known As Change your display name, as needed. Old Password Type your old password. New Password Type your new password. Repeat Password Type your new password again. 5. Review and change the following Start Page and Notification fields, as needed: Responsibility Select a role from the drop-down list, if any roles are available to you. Page Select the start page for the role you selected. Style Select an format and attachment preference for notification s which are generated from isupplier and sent to you. Page 18 of 192 8/30/2010

19 6. Click Apply to save your changes. An Updated indicator displays in the upper left corner of the screen. 7. Click Cancel to return to the isupplier Portal Home Page. Page 19 of 192 8/30/2010

20 Supplier Acknowledging Purchase Order Suppliers are asked to acknowledge purchase orders through the isupplier Portal. The acknowledgement confirms that you have received the Purchase Order, and that it accurately depicts the agreement made throughout the offer and acceptance process. The acknowledgement also fulfills your obligation to accept a rated order in accordance with the Defense Priorities and Allocations System (DPAS), if the Purchase Order is so rated. If you feel that the Purchase Order contains errors or omissions, please contact the buyer immediately for quick resolution. Navigate to Purchase Orders Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 20 of 192 8/30/2010

21 Figure 2: isupplier Portal Home Page 2. In the menu on the right side of the screen, under Orders, click Purchase Orders. Note: This is the same as clicking the Orders tab, then clicking the Purchase Orders submenu. Figure 3: Purchase Orders Page 21 of 192 8/30/2010

22 Search for Purchase Orders to Acknowledge Use the Simple Search to display purchase orders which need your acknowledgment. Please complete the following task(s): 1. Click in the View field and select Purchase Orders to Acknowledge. 2. Click Go to display purchase orders which require your acknowledgment. Figure 4: Purchase Orders Awaiting Acknowledgment The system displays one row for each purchase order. Note: If a column header appears raised, you can click it to sort the data in Ascending (^) or Descending (v) order by that column. The default sort order for this screen is Order Date. 3. Select a purchase order to acknowledge. 4. Click Acknowledge to display the Acknowledge screen with the order you are acknowledging. Page 22 of 192 8/30/2010

23 Figure 5: Purchase Orders Awaiting Acknowledgment Review Purchase Order Information / Review Printable Purchase Order Please complete the following task(s): 1. Thoroughly review the purchase order. See Supplier Reviewing Purchase Order Information. Acknowledge the Purchase Order Please complete the following task(s): 1. Do one of the following: Click Accept Entire Order at the top of the screen to display the Acknowledge Purchase Order screen. Click Reject Entire Order at the top of the screen to display the Acknowledge Purchase Order screen. Since you have already negotiated the purchase details with the buyer, GDATP expects that you will only reject a purchase order if you find error in the way the purchase has been depicted. Please call the buyer immediately to resolve such issues. Page 23 of 192 8/30/2010

24 Figure 6: Acknowledge Purchase Order Note: The same screen displays whether you Accept or Reject the order. Only the Action displayed in the header area is different. 2. Type a message in the Note To Buyer field, as needed. 3. Click Submit to display a confirmation message. Note: You can click Cancel to return to the Acknowledge screen. Note: The buyer will receive a notification of your response via Oracle Workflow. Page 24 of 192 8/30/2010

25 Figure 7: PO Acknowledgment Confirmation 4. Click Return to Purchase Order Summary to return to the Purchase Orders screen with the list of POs awaiting acknowledgment. The PO that you just acknowledged no longer displays. Figure 8: Purchase Orders with Acknowledged PO Removed Page 25 of 192 8/30/2010

26 5. Repeat steps 3 through 9 to acknowledge the remaining purchase orders. When you are finished, the list should be empty. 6. Click the Home tab to return to the Home page. Page 26 of 192 8/30/2010

27 Supplier Submitting Purchase Order Change Request Suppliers can request a change to a purchase order Promised Date through the isupplier Portal. Navigate to Purchase Orders Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 27 of 192 8/30/2010

28 Figure 2: isupplier Portal Home Page 2. In the menu on the right side of the screen, under Orders, click Purchase Orders. Note: This is the same as clicking the Orders tab, then clicking the Purchase Orders submenu. Figure 3: Purchase Orders Page 28 of 192 8/30/2010

29 Submit a Change Request Use the Simple Search to display purchase orders. Please complete the following task(s): 1. Locate a purchase order for which you will submit a change. For information about searching for purchase orders, see Supplier Reviewing Purchase Order Information. 2. Select the purchase order in the grid. 3. Click Request Changes to display the Request Changes screen for the purchase order. Figure 4: Request Changes 4. Click Show in the Details column to display more fields. Page 29 of 192 8/30/2010

30 Figure 5: Request Changes with Promised Date Displayed 5. Complete the following fields for the item or service to be changed: Promised Date Type a different date in the field. This is the only thing suppliers can request changes to on GDATP purchase orders. Reason Type a reason for why the change is requested. Action Select Change. 6. Click Submit to display a confirmation message. Note: The buyer will receive a notification of your change request via Oracle Workflow. Page 30 of 192 8/30/2010

31 Figure 6: Change Order Confirmation 7. Click Return to Purchase Order Summary to return to the Purchase Orders screen with the list of POs. The PO that you just submitted a change request for now has a Status of Supplier Change Pending. Figure 7: Purchase Orders with Status Updated Page 31 of 192 8/30/2010

32 8. Repeat steps 1 through 7 in this section to request Promised Date changes on other purchase orders, as desired. 9. Click the Home tab to return to the isupplier Portal Home page. Page 32 of 192 8/30/2010

33 Supplier Submitting Work Order Change Request Suppliers can request a change to a work order Promised Date through the isupplier Portal. Work orders are sometimes used for outsourced operations typically performed in one of GDATP s production facilities. They may also be used when a purchased item has a defined bill of material, some of which is to be furnished by GDATP or one of GDATP s other suppliers. Navigate to Work Orders Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 33 of 192 8/30/2010

34 Figure 2: isupplier Portal Home Page 2. Click the Orders tab, then click the Work Orders submenu. Figure 3: Work Orders Page 34 of 192 8/30/2010

35 Request Changes to Work Order You can request a schedule change to a work order, if it is still open. For GDATP work orders, you can only request changes to the Promised Date. Please complete the following task(s): 1. Locate a work order for which you will submit a change. For information about searching for work orders, see Supplier Reviewing Work Order Information. 2. Select a work order in the grid. 3. Click Reschedule to display the Request Changes screen for the work order. Figure 4: Request Changes Note: When you request changes to a work order, you are actually requesting changes to the purchase order detail line which triggered the work order. 4. For a row whose status is Open in the grid, click Show in the Details column for the item or service you wish to change, to display more fields. Page 35 of 192 8/30/2010

36 Figure 5: Request Changes with Promise Date Displayed 5. Complete the following fields for the item or service to be changed: Promised Date Type a different date in the field. This is the only thing suppliers can request changes to on GDATP purchase orders. Reason Type a description of why the change is needed. Action Select Change. 6. Click Submit to display a confirmation message. Note: The buyer will receive a notification of your change request via Oracle Workflow. Page 36 of 192 8/30/2010

37 Figure 6: Change Order Confirmation 7. Click Return to Purchase Order Summary to return to the Purchase Orders screen with the list of POs awaiting acknowledgment. Note: The system returns you to the Purchase Orders screen, not the Work Orders screen. Figure 7: Purchase Orders Page 37 of 192 8/30/2010

38 8. Click Advanced Search, and search for the specific purchase order for which you submitted a change request. Figure 8: Purchase Orders Advance Search The PO that you just submitted a change request for now has a Status of Supplier Change Pending. Note: You cannot see a status change on the Work Orders screen. You cannot see a difference in the Promise Date on the Work Orders screen for the work order you changed, until the buyer approves your request. 9. Repeat steps 1 through 8 in this section to request changes on other work orders, as needed. 10. Click the Home tab to return to the isupplier Portal Home page. Page 38 of 192 8/30/2010

39 Supplier Processing Notifications Suppliers can respond to work flow notifications through the isupplier Portal. Designated supplier users will also receive a copy of each notification via . Navigate to Home Page Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 39 of 192 8/30/2010

40 Figure 2: isupplier Portal Home Page 2. Review the Notifications section at the top of the Home page. Up to five Notifications may display in the Notifications section. 3. Click Full List to display the Notifications list. Figure 3: Full List of Notifications Page 40 of 192 8/30/2010

41 Review Notifications Use the Simple Search to display purchase orders from the buying company which need your acknowledgment. Please complete the following task(s): 1. Click in the View field and select All Notifications. This ensures that you do not miss any notifications. Notifications with a status of both Open and Closed will display. 2. Click Go to display all notifications which are relevant to you. Figure 4: All Notifications The system displays one row for each notification. Note: If a column header appears raised, you can click it to sort the data in Ascending (^) or Descending (v) order by that column. The default sort order for this screen (All Notifications) is Sent, in descending order. 3. Do one of the following: Select a notification to process, and click Open to display the Workflow screen with the notification you are processing. Click on the Subject link for the notification to display the Workflow screen with the notification you are processing. Page 41 of 192 8/30/2010

42 Figure 5: Notification Information 4. Review the notification information, as needed. 5. In the References section, click the document link, if a link is available, to display a file download prompt. Usually the related document is an Adobe PDF document. Figure 6: File Download Prompt 6. Do one of the following: Click Open to display the PDF. You can display or save the PDF from the Acrobat Reader screen. Click Save to display a Save As prompt. Select a folder and a filename for the PDF, then click Save to save the PDF and close the prompt. Page 42 of 192 8/30/2010

43 Figure 7: PO Printout in PDF 7. If you opened the PDF, close it to return to the Notification Information screen. Page 43 of 192 8/30/2010

44 Approve a Notification Most notifications that suppliers receive require the supplier to Approve or Reject the notification. Please complete the following task(s): Figure 8: Notification Information 1. Click Approve to approve the notification and return to the Worklist. The notification no longer displays, and buyer who sent the notification to you will receive a notification that the notification was approved. Page 44 of 192 8/30/2010

45 Figure 9: List of Notifications The notification that you approved now has a status of Closed. Closed notifications eventually are purged from the list automatically. Page 45 of 192 8/30/2010

46 Reject a Notification Most notifications that suppliers receive require the supplier to Approve or Reject the notification. Please complete the following task(s): Figure 10: Notification Information 1. Click Reject to reject the notification and return to the Worklist. The notification no longer displays, and the buyer receives a notification that the notification was rejected. Page 46 of 192 8/30/2010

47 Figure 11: List of Notifications The notification that you rejected now has a status of Closed. Closed notifications eventually are purged from the list automatically. Page 47 of 192 8/30/2010

48 Supplier Creating Advance Shipment Notice Advanced Shipment Notices (ASNs) alert GDATP that a shipment is being made and tell the GDATP receiver which purchase order line items and shipment schedules are being fulfilled by the shipment. For suppliers with many purchase orders and schedules, the ability to direct our receiving and accounts payable activities so that they are synchronized with your accounts receivable and billing activities, is a major benefit all but eliminating payment reconciliation. Additionally, you may include electronic attachments to your Advance Shipment Notices, providing certification data and inspection reports for GDATP pre-review enabling faster product acceptance. Suppliers may create Advance Shipment Notices (ASNs) using the isupplier Portal. Suppliers may also upload ASN data from spreadsheets. For more information, see Supplier Uploading Advance Shipment Notices from Spreadsheet. Navigate to Create Advance Shipment Notice Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 48 of 192 8/30/2010

49 Figure 2: isupplier Portal Home Page 2. In the menu on the right side of the screen, under Shipments, click Advance Shipment Notices. Note: This is the same as clicking the Shipments tab, then clicking the Shipment Notices submenu. Figure 3: Shipment Notices Page 49 of 192 8/30/2010

50 3. Click Create Advance Shipment Notices to display the Create Advance Shipment Notice screen. Figure 4: Create Advance Shipment Notice Create Advance Shipment Notices Please complete the following task(s): 1. Click the View field and select Shipments Due This Week or Shipments Due Any Time to change the list of shipments that display. Note: You can also click Advanced Search and search by PO Number, Ship-To Location, Supplier Site source, or Item to be shipped. Normally, the Simple Search (shown above) is sufficient. 2. Select one or more purchase order detail lines in the grid to ship. You can combine many purchase order lines into one shipment. 3. Click Add To Shipment Notice to display the Create Advance Shipment Notice Shipment Lines tab. Page 50 of 192 8/30/2010

51 Figure 5: Create Advance Shipment Notice Shipment Lines Tab Note: Generally, you will add the shipment details first, and then add the shipment header information last. That is why the Shipment Lines tab displays first. In this example, we are adding two purchase order detail lines to a single shipment. The detail lines do not have to belong to the same purchase order. 4. Complete the following Shipment Line Defaults, as needed, to default this information to every Purchase Order detail line in the shipment: Packing Slip Type a packing slip number. Country Of Origin Type United States, or search for the name of the item s source country. Bar Code Label Type a barcode label number. Container Number Type a container number in which all of the shipment items are located. Truck Number Type a truck number in which all of the shipment items are transported. Comments Type a shipment tracking number here, if the carrier provides one. 5. If you completed Shipment Line Default information, click Default to All Lines to copy the information you typed into each purchase order detail line on the shipment. 6. For each detail line on the shipment, click the Show link in the Details column to display more fields. Note: You can also click Show All Details to display all the fields for every item in the grid. Page 51 of 192 8/30/2010

52 Figure 6: Create Advance Shipment Notice Shipment Lines Tab with More Fields Displayed 7. For each detail line on the shipment, complete or edit the following fields, as needed: Packing Slip Bar Code Label Container Number Truck Number Country of Origin Comments 8. Click + in the Attachments column next to a shipment detail line to display the Add Attachment screen. Page 52 of 192 8/30/2010

53 Figure 7: Add Attachment 9. Complete the following fields: Description Type a description of the attachment. Category This defaults to From Supplier. Select one of the following Types: o File Click Browse to display a Choose File prompt. Locate a file, select it and click Open to display the filepath and filename here. o URL Type a website address. o Text Type text in the Text field, then type a name for the Text in the Name field, to identify it among the multiple Text attachments that you can attach to a shipment. 10. Do one of the following: Click Apply to return to the Create Advance Shipping Notice screen and display a confirmation message that the attachment was added successfully but not saved. The attachment will be saved when you submit the shipment information. Note: An Attachment icon displays in the Add Attachments column for the item that has the attachment. Click Add Another to add the attachment and clear the Add Attachment screen so that you can attach another. Click Cancel to return to the Create Advance Shipping Notice screen without saving the new attachment. Page 53 of 192 8/30/2010

54 Figure 8: Shipment Header Tab with all fields completed 11. If there is more than 1 unit of the Quantity Ordered for an item, and you need to ship the total quantity in two different containers with different information on each, click Split to display another Line for the same Item. Then change the following fields, as needed, for the split shipment: Quantity Shipped Packing Slip Container Number Bar Code Label Truck Number Comments Note: If you are only shipping part of the Quantity Ordered now, and you will ship more later, do not Split the line. Instead, reduce the Quantity Shipped field to the quantity you are shipping. The remainder of the purchase order detail line will stay open to be shipped later. Note: If you Split a line and then no longer need the extra line, click Remove on the detail line to remove it. 12. Click the Shipment Header tab. Page 54 of 192 8/30/2010

55 Figure 9: Shipment Header Tab 13. Complete the following fields for the entire shipment: Shipment Number Type the Advance Shipment Notice number you are assigning to the shipment. This is a free-form number which varies by supplier. Expected Receipt Date Type the date and time the shipment should arrive at the destination, in DD/MMM/YYY HH:MM:SS format. For example, type 30-Sep :30:00 for September 30 th, 2010 at 3:30 PM. Shipment Date Type the date and time the shipment left the source location, in DD/MMM/YYY HH:MM:SS format. For example, type 28-Sep :15:00 for September 28 th, 2010 at 08:15 AM. 14. Complete the following optional fields for the entire shipment: Freight Terms Click the Search button and select a freight term, such as Prepaid or COD. Freight Carrier Click the Search button and select a carrier. Bill of Lading Type the carrier s Bill Of Lading number. Packing Slip Type the shipment s packing slip number. Special Handling Code Tare Weight UOM Type a unit of measure, such as LB (pounds) or KG (kilograms). Net Weight UOM Type a unit of measure, such as LB (pounds) or KG (kilograms). Number of Containers Type the number of containers in the shipment. Waybill/Airbill Number Type the carrier s waybill number, if applicable. Packaging Code Tare Weight Type the total weight of all the shipment containers, in the Tare Unit Of Measure. Net Weight Type the net weight of all the shipment items, in the Net Unit Of Measure. Comments Type the carrier s shipment tracking number, if the carrier provided one. Page 55 of 192 8/30/2010

56 Figure 10: Shipment Header Tab with all fields completed 15. Click Preview to display the completed shipment information. Figure 11: Advance Shipment Notice Information Page 56 of 192 8/30/2010

57 16. Do one of the following: Click Cancel to discard the shipment information and return to the Create Advance Shipment Notice screen with the list of purchase orders to be shipped. No shipment will be created. Click Back to return to the Shipment Header tab so you can edit the shipment further. Click Submit to accept the shipment information and display the Advance Shipment Notice Confirmation screen. Figure 12: Advance Shipment Notice Confirmation 17. Click Return to Advance Shipment Notices to return to the list of available purchase orders to ship. The list reverts to Shipments Due This Week. The purchase order detail lines you shipped no longer display. 18. Repeat steps 2 through 17 in this section to ship other purchase order detail lines. 19. Click the Home tab to return to the Home page. Page 57 of 192 8/30/2010

58 Supplier Uploading Advance Shipment Notices from Spreadsheet Suppliers can upload Advance Shipment Notice information from spreadsheets into the isupplier Portal. Suppliers can also create Advance Shipment Notices manually. For more information, see Supplier Creating Advance Shipment Notice. Navigate to Upload Advance Shipment and Billing Notices Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 58 of 192 8/30/2010

59 Figure 2: isupplier Portal Home Page 2. In the menu on the right side of the screen, under Shipments, click Advance Shipment Notices. Note: This is the same as clicking the Shipments tab, then clicking the Shipment Notices submenu. Figure 3: Shipment Notices Page 59 of 192 8/30/2010

60 3. Click Upload Advance Shipment and Billing Notices to display the Create Advance Shipment Notice screen. Figure 4: Upload Advance Shipment and Billing Notices Download Spreadsheet Templates To upload ASN and billing notices, you will need a spreadsheet to use as a template. Download a template from the isupplier portal to facilitate this. Please complete the following task(s): 1. On the Upload Advance Shipment and Billing Notices screen, click Download Templates to display the Download Templates screen. Page 60 of 192 8/30/2010

61 Figure 5: Download Templates 2. Click the Templates field and select one of the following: ASN template and instructions ASBN template and instructions Valid list of values for UOM, freight terms etc. Zip-All files (this is the default selection 3. Click Download to display a prompt. Figure 6: File Download Prompt Page 61 of 192 8/30/2010

62 4. Click Save to display the Save As screen. Figure 7: Save As 5. Select a location and click Save to save the file and return to the Download Templates screen. Prepare an Advance Shipment Notice Spreadsheet for Upload Please complete the following task(s): 1. Extract the template zip file to a folder and review the contents. 2. In Windows Explorer, double-click the asn_instruction.htm file to review instructions on how to set up the ASN template and use it. Page 62 of 192 8/30/2010

63 Figure 8: Save As 3. Open Microsoft Excel or another spreadsheet program. 4. From inside your spreadsheet program, open the asn_template.txt. If the program asks you what type of file to open, select an appropriate file type like TXT or Delimited. Figure 9: Open Page 63 of 192 8/30/2010

64 Note: In Microsoft Excel, the Format Wizard should display automatically. Figure 10: Microsoft Excel Format Wizard Page 1 5. In Microsoft Excel, select Delimited Characters such as comma or tab separate each field. 6. Click Next. Page 64 of 192 8/30/2010

65 Figure 11: Microsoft Excel Format Wizard Page 2 7. Select Tab as the delimiter. The sample text should line up in columns, as shown above. 8. Click Next. Page 65 of 192 8/30/2010

66 Note: Do not change anything on the above screen. 9. Click Finish. Figure 12: Microsoft Excel Format Wizard Page 3 Page 66 of 192 8/30/2010

67 Figure 13: Microsoft Excel with Template Imported Page 67 of 192 8/30/2010

68 10. Under each header, insert a row to add details. For multiple shipments, copy the appropriate header, paste the header in the subsequent rows, and enter the new shipment details. At the minimum, you need a HEADER_SECTION for each shipment, and at least one LINE_SECTION below each HEADER_SECTION, for lines within each shipment. You do not have to use LOT_SECTION, SERIAL_SECTION, or LPN_SECTION unless you want to supply that information for a shipment detail line. For a given shipment, enter all shipment line details in the same LINE_SECTION. If you have LOT_SECTION, SERIAL_SECTION, or LPN_SECTION information, add that next, before the next LINE_SECTION. The LOT_SECTION, SERIAL_SECTION, or LPN_SECTION information only applies to the last shipment line listed in the LINE_SECTION immediately preceding it. Add a new LINE_SECTION if you want to add new LPN, lot or serial information for a separate shipment line. Each shipment line may have multiple LPN, lot and serial sections. You can enter multiple serial numbers under each LOT_SECTION. This serial information applies only to the last row of the LOT_SECTION immediately preceding it. Add a new LOT_SECTION to add serial information for a different lot. Note: Open the asn_sample.txt in Microsoft Excel for an example of what a finished upload spreadsheet should look like, including the use of multiple LINE_SECTIONS for License Plate Numbers, Lot Numbers and Serial Numbers. (See below.) Required fields in the spreadsheet for the shipment header are: Shipment Number Type the ASN number. Shipment Date Type the shipment date in DD-MON-RRRR HH:MM:SS format. Expected Receipt Date Type the expected arrival date in DD-MON-RRRR HH:MM:SS format. Required fields in the spreadsheet for the shipment detail lines are: PO Number Revision Number Type the revision number, or type 0 (zero) if there is no revision number. Line Number Shipment Number Quantity UOM Organization Note: You can open the various lov.txt (List Of Values) text files that came with your template zip file, to choose valid values for use in your spreadsheet. 11. Your spreadsheet program s cell formatting may not allow you to save information in the proper cell format. For example, isupplier Portal requires dates to be in DD-MON-RRRR HH:MM:SS format, but your spreadsheet may convert dates into a MM/DD/YY HH:MM format. To avoid this, select all cells in the spreadsheet and format them as Text, so that they are not converted to a different format when you save. Page 68 of 192 8/30/2010

69 Figure 14: Microsoft Excel with asn_sample.txt displayed Figure 15: Microsoft Excel with typical shipment spreadsheet (without Lot/Serial information) Page 69 of 192 8/30/2010

70 12. Save the spreadsheet as a.txt file. The isupplier portal can only upload.txt files, to ensure maximum compatibility with all types of spreadsheet programs. Note: If you have to open your spreadsheet.txt file again, Microsoft Excel displays the Format Wizard. Make sure that on Step 3 in the Format Wizard, you set the third and fourth columns to have a Column Data Format of Text, to ensure that the shipment and receipt dates are not converted to a different format. Upload an ASN Spreadsheet Figure 16: Download Templates Please complete the following task(s): 1. On the Download Templates screen, click Upload Shipment Notices. Page 70 of 192 8/30/2010

71 Figure 17: Upload Shipment Notices 2. Click Browse and select your new ASN spreadsheet upload.txt file that you created for your shipment(s). 3. Click Open to display the text file path and filename in the File Name field on the Upload Shipment Notices screen. 4. Click Start Load Now to display a confirmation message. Page 71 of 192 8/30/2010

72 Figure 18: Upload Shipment Notices with error messages 5. If error messages display, open the.txt spreadsheet, correct the errors, save and close the spreadsheet, and repeat steps 2 through 4. Page 72 of 192 8/30/2010

73 Figure 19: Upload Confirmation (upload successful) 6. When the upload is successful, write down your upload request number. You will need it later to check on the status of your upload. 7. Click View your file load status to display the current status of shipments you have uploaded. Page 73 of 192 8/30/2010

74 Figure 20: View Load Status After a few minutes, the Oracle system automatically processes your uploaded data into the screen. Then the Status of your upload Request Number changes from Pending to Completed. Note: After you upload a shipment, the shipment is no longer available to create an ASN on the Create Advance Shipment Notice screen. Note: You can change the View from All Requests (the default) to Successful Requests or Requests with Error, and click Go to display them. 8. Click the Shipment Notices submenu in the top left corner of the window. Page 74 of 192 8/30/2010

75 Figure 21: Shipment Notices 9. Click View/Cancel Advance Shipment and Billing Notices to display the View/Cancel Advance Shipment Notice screen. Figure 22: View/Cancel Advance Shipment Notice Page 75 of 192 8/30/2010

76 The shipments you just uploaded display at the top of the grid, which is sorted by Shipment Date in descending order. Note: You can cancel an ASN only if none of the shipment s detail lines have been received at the buying company. 10. Click the Home tab to return to the isupplier Portal Home page. Page 76 of 192 8/30/2010

77 Supplier Canceling Advance Shipment Notice Suppliers can review and cancel Advance Shipment Notices (ASNs) using the isupplier Portal. Suppliers can only cancel ASNs for shipments which have not had a receipt entered for them in the Oracle E-Business Suite system. Navigate to View/Cancel Advance Shipment Notice Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 77 of 192 8/30/2010

78 Figure 2: isupplier Portal Home Page 2. In the menu on the right side of the screen, under Shipments, click Advance Shipment Notices. Note: This is the same as clicking the Shipments tab, then clicking the Shipment Notices submenu. Figure 3: Shipment Notices Page 78 of 192 8/30/2010

79 3. Click View/Cancel Advance Shipment Notices to display the View/Cancel Advance Shipment Notice screen. Figure 4: View/Cancel Advance Shipment Notice Cancel Advance Shipping Notices Please complete the following task(s): 1. Click the View field and select Last 25 Shipment Notices or All Shipment Notices to change the list of shipments that display. Note: You can also click Advanced Search and search by Shipment Number, PO Number, Ship-To Location, or Supplier Site source. Normally, the Simple Search (shown above) is sufficient. For more information about Advanced Search, see Supplier Reviewing Shipment Information. 2. Select one or more shipments in the grid to cancel. Warning: You cannot undo the cancellation of an ASN. If you cancel an ASN by accident, you must create another ASN to replace it. 3. Click Cancel Shipment Notice to send a notification to the buyer, and to display the ASN Cancel Confirmation screen. Page 79 of 192 8/30/2010

80 Figure 5: ASN Cancel Confirmation 4. Click Return to View Advance Shipment and Billing Notices. Figure 6: View/Cancel Advance Shipment Notice Page 80 of 192 8/30/2010

81 Note: The ASN shipment(s) you cancelled display Cancelled in the Cancellation Status column. The ASN shipment will disappear from the list after the buyer acknowledges your cancellation. 5. Click the Home tab to return to the Home page. Page 81 of 192 8/30/2010

82 Supplier Reviewing Purchase Order Information Suppliers can review and download purchase order information through the isupplier Portal. Navigate to Purchase Orders Please complete the following task(s): 1. Click the Home Page link. Figure 1: Main Menu Page 82 of 192 8/30/2010

83 Figure 2: isupplier Portal Home Page Note: The Orders At A Glance section displays up to five of the most recent purchase orders for suppliers for whom you are responsible. There are two methods of searching for purchase orders. One is performed here, and the other is performed on the Orders tab. Search for Orders from the Home Page Use the Home Page search if you know a specific document number, such as a purchase order number or an invoice number. Please complete the following task(s): 1. On the Home page, click in the Search field and select PO Number. 2. Type the corresponding PO number in the Document Number field next to the Search field. 3. Click Go to display the search results. The screen which displays depends on the type of document for which you searched. Page 83 of 192 8/30/2010

84 Figure 3: Purchase Orders In the above example, we searched for a specific purchase order. Searching from the Home Page displays the search results on the Advanced Search screen, which is explained in a later section of this document. Search for Purchase Orders with Simple Search Use the Simple Search if you need to search using limited criteria. The Purchase Orders screen shows the Simple Search fields at the top by default. Please complete the following task(s): 1. In the menu on the right side of the screen, under Orders, click Purchase Orders. Note: This is the same as clicking the Orders tab. The Purchase Orders submenu displays automatically. Page 84 of 192 8/30/2010

85 Figure 4: Purchase Orders The system displays one row for each purchase order. Note: If a column header appears raised, you can click it to sort the data in Ascending (^) or Descending (v) order by that column. The default sort order for this screen is Order Date in descending order. Please complete the following task(s): 1. Click in the View field and select one of the options: Purchase Orders within Last 6 Months Last 25 Purchase Orders All Purchase Orders Purchase Orders to Acknowledge Purchase Orders Pending Supplier Change 2. Click Go to display the search results. Page 85 of 192 8/30/2010

86 Search for Purchase Orders with Advanced Search Use the Advanced Search if you need to search using more flexible criteria. Please complete the following task(s): 1. Click Advanced Search in the upper right corner of the screen to display the Advanced Search fields. Figure 5: Purchase Orders with Advanced Search fields The Advanced Search lets you include or exclude criteria, and it lets you specify whether all criteria must be met, or some of it. You can search using any or all of the search fields in the header area, and you can also add search fields from a list, as needed. If you add search fields to the header area, those fields display only for this logon session, and they will not display the next time you log on. 2. Select one of the following: Select Show table data when all conditions are met to display only search results that meet all of the criteria you specify. This is the default. Select Show table data when any condition is met to display search results that meet any of the criteria you specify. You will get more results this way, but it may take longer to find the information you need. 3. Complete any of the search fields: PO Number Select is or is not, and type a PO number in the field to the right. Document Type Select is or is not, and type a PO document type, such as Standard PO or Blanket Release in the field to the right. You can also search for a document type. Order Date Select is or is not, and select an order date range such as Last 60 Days in the field to the right. Buyer Select is or is not, and type the name of a buyer in the field to the right. You can also search for a buyer. Note: You can leave all of the search fields blank, and click Go. 4. Click Go to display the search results. 5. Click in the Add Another field and select another field to search by, as needed. Then click Add to add it to the list. Then you can search using the new field also. These extra fields display only for this logon session. Page 86 of 192 8/30/2010

87 6. Click Views in the upper right corner of the screen to return to the Simple Search view. Review PO List Figure 6: Purchase Orders The system displays one row for each purchase order header, not one row for each detail line on an order. Please complete the following task(s): 1. Review the following fields in the grid: PO Number The Oracle-assigned purchase order number. Rev The revision number of the purchase order. Zero indicates that it has not been revised. Business Unit The General Dynamics business unit which placed the order. Supplier The name of the supplier. Supplier Site The city where the supplier is located. Document Type The Purchase Order type (such as Standard PO or Blanket Order). Description A text description of the order, as needed. Order Date The date the order was created in the system. Buyer The name of the GDATP buyer who is responsible for the order. Currency The purchase order s currency, such as USD or EUR. Amount The total value of the purchase order, in the Currency. Status The PO status, such as Open or Closed. Acknowledged By The date by which the supplier should acknowledge the purchase order. 2. If an Attachments icon displays for the order, click it. Page 87 of 192 8/30/2010

88 Review Attachments for a Purchase Order Figure 7: Attachments List Please complete the following task(s): 1. Review the following fields in the grid: File Name Click this link to display the attachment. Type The file type, such as Long Text, Short Text, or File. Description A description of the attachment. Category The direction of the attachment, such as To Supplier or From Supplier. Last Updated By The Oracle user ID of the person who last edited the attachment. Usage A descriptor indicating whether the attachment is a Standard or a One-Time attachment. 2. Click a link in the File Name column to do one of the following: If the attachment is text, the text displays (see next Figure). If the attachment is a file, a prompt displays allowing you to Open the file in its native application, or to Save it. Page 88 of 192 8/30/2010

89 Figure 8: View Attachment (Text) 3. Review the Attachment Text. 4. Do one of the following: Click the Attachments link to return to the list of attachments for this purchase order. Click the Orders:Purchase Orders link to return to the list of purchase orders. Page 89 of 192 8/30/2010