JGMAN9.3 Version: 2.0 Release Date: November 2016 Joy Global Approved By: Director of Supply Chain
TABLE OF CONTENTS TABLE OF CONTENTS 1.0 GENERAL INFORMATION... 4 1.1 WHAT IS THE SNC?... 4 1.2 WHY USE THE TOOL CALLED SNC?... 5 2.0 LOGON TO SNC... 6 3.0 BASIC NAVIGATION AND TROUBLESHOOTING... 9 3.1 REFRESH THE SCREEN... 9 3.2 NAVIGATE BETWEEN THE SCREENS... 10 3.3 SET INITIAL DEFAULT SCREEN... 10 3.4 EXPORT TO EXCEL... 10 3.5 FILTER ROW AND SORTING... 12 3.6 DISPLAY SETTINGS... 13 3.7 MAINTAIN USER DATA... 15 3.8 LOGOFF... 16 3.9 INTERNET EXPLORER REFRESH... 17 3.10 WHO DO I CONTACT WITH ANY ISSUES OR QUESTIONS?... 17 4.0 PURCHASE ORDER CONFIRMATIONS... 18 4.1 PROCESS DUE CONFIRMATIONS WORKLIST FOR NEW CONFIRMATIONS... 19 4.1.1 Data displayed in the Process Due Worklist... 19 4.1.2 Confirm as Requested... 20 4.1.3 Change the Confirmed Delivery Date (CDD):... 20 4.1.4 Vendor Reference Number... 20 4.2 CHANGE CONFIRMATIONS WORKLIST FOR CHANGE CONFIRMATIONS... 22 4.2.1 Confirming changes in the Change Confirmations Worklist... 22 4.2.2 How to identify when Changes were made or display change details... 23 4.3 CANCELLED/BLOCKED ITEMS WORKLIST... 24 4.4 CONFIRMING FROM THE PURCHASE ORDER DETAILS... 24 4.4.1 New Confirmation... 24 4.4.2 Change an Existing Confirmation... 26 5.0 PURCHASE ORDER DETAILS... 27 5.1 DISPLAY PURCHASE ORDER DETAILS... 27 5.2 EXPEDITED PURCHASE ORDERS... 29 5.3 SHOW ASNS... 30 5.4 DOCUMENT FLOW... 30 5.5 PURCHASE ORDER HISTORY... 31 6.0 PURCHASE ORDER OVERVIEW... 33 7.0 ADVANCE SHIPPING NOTIFICATIONS... 35 7.1 CREATE ASN FROM DUE LIST FOR PURCHASING DOCUMENTS... 35 7.2 CREATE ASN FROM PURCHASE ORDER DETAILS... 38 7.3 SAMPLE ASN FORM... 41 7.4 CHANGE AN ASN IN DRAFT STATUS... 42 7.5 CANCEL ASN... 43 8.0 ASN OVERVIEW... 44 9.0 ASN DETAILS... 45 UNCONTROLLED COPY, if printed - ii - JGMAN9.3 Ver. 2.0, 11-16
TABLE OF CONTENTS 9.1 SHOW PURCHASING DOCUMENTS... 45 9.2 SHOW INVOICES... 45 9.3 DOCUMENT FLOW... 46 9.4 ASN HISTORY... 46 9.5 PRINT ASN... 47 10.0 INVOICES... 49 10.1 CREATE INVOICE FROM DOCUMENTS REQUIRING INVOICES... 49 10.2 CREATE INVOICE FROM ASN DETAILS... 50 10.3 UNPLANNED DELIVERY COSTS... 51 11.0 INVOICE OVERVIEW... 53 12.0 INVOICE DETAILS... 54 12.1 DISPLAY INVOICE DETAILS... 54 12.2 DISPLAY PAYMENT DETAILS... 54 12.3 DOCUMENT FLOW... 55 13.0 FILE TRANSFER... 56 13.1 DOWNLOAD FILE FROM THE DOWNLOAD CENTER... 56 13.2 PROCESSING THE FILE OFFLINE... 58 13.2.1 Purchase Order Confirmation... 58 13.2.2 Due List for Purchasing Documents... 59 13.2.3 Document Requiring Invoice... 60 13.3 UPLOAD FILE FROM THE UPLOAD CENTER... 61 13.4 DISPLAY HISTORY OF DOWNLOAD OR UPLOAD PROFILE... 65 14.0 DEFINITION OF STATUSES... 66 UNCONTROLLED COPY - iii - JGMAN9.3 Ver. 2.0, 11-16
SECTION 1 1.0 GENERAL INFORMATION General Information about the SNC What is the SNC? Why utilize the new tool called SNC? 1.1 WHAT IS THE SNC? SNC (Supply Network Collaboration) is a web-based component of SAP that supports multiple business processes in supplier collaboration and can integrate the entire procure to pay process - We are currently using collaboration for the following: Purchase Order Confirmations Advance Shipping Notifications (ASN) Proof of Delivery Invoices Payment Notification There are different types of integration possible with SNC Collaboration: - Web Portal Data is entered manually in the SNC web pages. - File Transfer Files are downloaded with data from the worklists and can be sent via email notification to the suppliers. The files are updated and then uploaded into SNC. - B2B Integration Business to business integration with SNC allows for electronically exchanging messages via XML or EDI. We can currently support the Web Portal and File Transfer integrations. A B2B Integration cannot be supported at this time, but is a potential future enhancement. UNCONTROLLED COPY, if printed - 4 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 1 1.2 WHY USE THE TOOL CALLED SNC? Real time information at your finger tips Streamlining communication; one place for all information Reduction of follow-up inquiries for product shipping status Faster reconciliation of receiving discrepancies Faster receipt processing with ASN utilization Real time price confirmation Visibility of invoices and payments as they are processed More efficient processing = increased cash flow UNCONTROLLED COPY, if printed - 5 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 2 2.0 LOGON TO SNC 1. Go to www.joyglobal.com. 2. From the web page, select Supplier Information from the Company header. UNCONTROLLED COPY, if printed - 6 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 2 3. You will be brought to the Supplier Information page. 4. Scroll down and select Supplier opportunities. From here you can find the most recent version of the Supplier Network Collaboration guide and access the link to login to the SNC portal. UNCONTROLLED COPY, if printed - 7 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 5. When you click on the link for the Supplier Network Collaboration portal, a new browser window is opened with the following login screen: 6. Enter your User id and Password and select Log On. 7. Your Web UI screen will display with your selected default screen. *Please submit password reset requests to your primary Purchasing contact at Joy Global. UNCONTROLLED COPY - 8 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 3.0 BASIC NAVIGATION AND TROUBLESHOOTING Section covers: Refresh the screen Navigate between screens Set your initial screen Export to Excel Filter row Display settings Maintain user data Log off Internet Explorer refresh Who to contact if unresolved issues 3.1 REFRESH THE SCREEN 1. It is important to frequently refresh the data in the screen by clicking the Refresh button. The date and time of the last refresh will be displayed to the left of the Refresh link. The Refresh link may appear in a different part of the screen, so you may have to scroll down to see it. 2. If there is no Refresh link on a screen, the Go button performs the same function. UNCONTROLLED COPY, if printed - 9 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 3.2 NAVIGATE BETWEEN THE SCREENS 1. Use the SNC screen arrows to navigate from screen to screen. Do not use the browser window arrow icons. You can also select a screen by selecting from the drop down values, i.e. Purchase Order, Delivery. Depending on what security access you have, you may not see all menu options displayed. 3.3 SET INITIAL DEFAULT SCREEN 1. Click on this icon to set that SNC screen as your initial default screen displayed when you log in to SNC. 3.4 EXPORT TO EXCEL 1. The option to Export to Microsoft Excel is available in most screens. UNCONTROLLED COPY, if printed - 10 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 2. When you click on Export to Excel, a new File Download window will open asking if you want to Open or Save the file. 3. Select either Open or Save. If you select Save, the Save As window will open and you can specify the File name and location. 4. If you Select Open, Microsoft Excel will begin to open. Select Yes in the following message box to continue. UNCONTROLLED COPY, if printed - 11 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 5. The Microsoft Excel screen is now open. From here you can do any standard Excel functions, i.e. sort, filter, sum. 3.5 FILTER ROW AND SORTING 1. Click on the Filter icon to open up the Filter Row. Enter a value in the Filter Row for the column you want to filter on, and then select Enter on your keyboard. 2. The report is now filtered to show only the items that meet the criteria for the filter. 3. To remove the filter, delete the value populated and select Enter on your keyboard or click again on the Filter icon and the full list will return. 4. To Sort data, you can click on the header of any column and the data will be sorted smallest to largest. If you click on it again, it will be sorted largest to smallest. An arrow will display in the header to show the direction the data is being sorted. UNCONTROLLED COPY, if printed - 12 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 3.6 DISPLAY SETTINGS 1. Select the Open Settings Dialog button to change the layout of the columns displaying on a screen. The following screen is displayed. 2. The fields on the left are Hidden Columns that are not currently displaying on the screen. The fields on the right are the Displayed Columns and are listed in the order they are displayed from left to right. UNCONTROLLED COPY, if printed - 13 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 3. To build a Filter into your saved List View, click on the Filter tab: Note: Be sure that you are not saving a filter that would make data not display on your worklist screen, i.e. a customer location filter may not display all Joy Global locations. 4. To change the display of the List View, click on the Display tab: 5. To save your changes so that this becomes your screen default, click on the Save as icon. The following screen is displayed. UNCONTROLLED COPY, if printed - 14 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 6. Type in a Description (required field) and then click on the Initial View box so that this view will default when you go into this screen. Click on OK to continue. The View you saved is now displayed. You will have to save your settings in each screen, they do not transfer. **You can create multiple views and then select them from the original screen in the View window. 3.7 MAINTAIN USER DATA 1. From any screen, select from Master Data -> User -> User Administration (OwnData). 2. Enter user specific information (Name, E-Mail, Time Zone, Date Format, Decimal Format) and then click on the Save icon. Fields with a * are required fields and you ll receive an error if they are blank. UNCONTROLLED COPY, if printed - 15 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 3. Use the blue back icon to return to your initial screen. 3.8 LOGOFF 1. Click on Log Off link to log out of SNC. UNCONTROLLED COPY, if printed - 16 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 3 3.9 INTERNET EXPLORER REFRESH 1. If you leave the web screen open too long without any activity, the following error may display. Use the Browser Refresh to refresh the screen. 2. If you have a loss or drop of an internet connection, the screen may appear as below. Use the Browser Refresh to refresh the screen. 3.10 WHO DO I CONTACT WITH ANY ISSUES OR QUESTIONS? The buyer at Joy Global should be your initial contact for any issues or concerns. UNCONTROLLED COPY, if printed - 17 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 4 4.0 PURCHASE ORDER CONFIRMATIONS Section covers: - Process Due Confirmations Worklist is for open purchase order items that have not been confirmed - Change Confirmations Worklist is for open purchase order items that have already been confirmed - Cancelled/Blocked Items Worklist is for displaying open purchase order items that have been cancelled or blocked - Confirming from the Purchase Order Details Instructions for accessing the Purchase Order Worklists for Confirmations: 1. Select Purchase Order Worklist from the Purchase Order menu. 2. Select the Worklist by clicking on it. 3. Click on the Refresh link. Although the data in SNC is real time, because this is a web browser, the refresh is needed to update the data displayed on the screen. The refresh must be done in each screen, so if you are working on the Process Due Worklist and the Change Confirmations worklist, you will need to refresh both screens when you first go into them. UNCONTROLLED COPY, if printed - 18 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 4.1 PROCESS DUE CONFIRMATIONS WORKLIST FOR NEW CONFIRMATIONS This query worklist displays purchase order items where the item status is not Closed, the delivery for the item is not complete and the item has not been confirmed. A new purchase order must have pricing, delivery and quantity confirmed. Pricing cannot be changed in SNC. The price of the purchase order at the time of the Confirmation becomes the confirmed price, and this is the price that is brought into the Invoice create screen for that PO item. By adding the Price to the display settings, you can easily see it in your worklist. If you see a price discrepancy, please contact the buyer immediately so they can update the price before you publish the confirmation. NOTE: If you need to confirm multiple delivery dates for a purchase order item, you will need to notify the buyer and they will split the purchase order item so you can confirm different delivery dates. 4.1.1 Data displayed in the Process Due Worklist 1. These are some of the key fields that are displayed or can be added to the display in the purchase order worklists. PO No. = Purchase Order number PO Item No. = Purchase Order item number Product = Material number R:C = Number Requested and Number Confirmed Cnf. Rqstd = Confirm as Requested Qty = Purchase Order Quantity Due Qty = Due Quantity (unconfirmed quantity) Conf. Qty = Confirmed Quantity CDD = Confirmed Delivery Date Deliv. Date = Requested/Required Delivery Date Conf. Price = Confirmed Price. This is the price in the purchase order at the time it was confirmed. It is the price that is brought into the invoice when it is created. If there is a discrepancy in the Purchase Order Price, it is best to notify the buyer to update the price BEFORE confirming the purchase order item. Customer Loc. = Number of Joy Global (Customer) Location. Price = Purchase Order Price Ship-From Loc. = Number of Ship From Location Vendor Ref No. = Vendor Reference No. (text field for you to enter tracking information, i.e. order no.) Created On = Purchase order item created date. This will show you when the item was created, so you can see how many days you have to confirm and have the Stat Date updated for delivery performance. Contact your buyer if you are not sure how many days are allowed. UNCONTROLLED COPY - 19 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 4.1.2 Confirm as Requested 1. If no change is needed to the delivery date, check the Confirm as Requested box for the selected purchase order. 2. Click on Save and Publish. You can select Cnf. Rqstd for multiple items before selecting Save and Publish. Successful confirmations will automatically be sent to Joy and the confirmation will be reflected in Joy s SAP system. The following message will display at the top of the screen: The purchase order item will drop from the Process Due Confirmations worklist when confirmed. 4.1.3 Change the Confirmed Delivery Date (CDD): 1. Double click on the date to type in the date or use F4 to get a calendar and select a date by clicking on it. 2. Change the Conf. Qty to the same quantity displayed in the Due Qty column. 3. Do not check the Confirm as Requested (Cnf.Rqstd) box when you are changing the confirmed delivery date. 4. Click on Save and Publish. 4.1.4 Vendor Reference Number UNCONTROLLED COPY - 20 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 1. You can enter a reference number (i.e. your sales order number) that will display as part of the layout and is also sent to Joy Global with the confirmation details. The field can be added to the View in the display settings or accessed by clicking on the R:C field. UNCONTROLLED COPY - 21 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 4 4.2 CHANGE CONFIRMATIONS WORKLIST FOR CHANGE CONFIRMATIONS This query worklist displays purchase order items where the item status is not Closed, the delivery for the item is not complete and the item contains confirmations. This worklist is used to confirm a purchase order item that has already been confirmed. This could be due to a change for the supplier, i.e. in their schedule, or for a requested change from Joy Global. 4.2.1 Confirming changes in the Change Confirmations Worklist 1. From the Purchase Order Worklist, select Change Confirmations. 2. Select the items to be confirmed: o If you want to see a list of items that have been changed and need to be reviewed, use the Changed On and Item Change Status columns to sort or filter items that have been changed (see the next section for details on how to find items that have been changed). o If you know the purchase order you need to change, in Quick Criteria Maintenance, enter the purchase order number and click on Apply or use the filter row to enter the purchase order number. 3. Confirm the change: o Check the Confirm as Requested box if you can confirm the new delivery date o Type a new date in the Confirmed Delivery Date or use F4 to get a calendar and select a new Confirmed Delivery Date by clicking on it. Refer to instructions in the Process Due Confirmations section above for help. 4. Click on Save and Publish to save the changes in SNC and to send them to Joy Global. 5. If you used the Quick Criteria Maintenance and want to go back to the full list of confirmed purchase orders, click on Clear to remove the purchase order number and then click on Apply again. The full list will be displayed. If you used the filter row, close the filter or delete the purchase order number and select Enter to see the full list. UNCONTROLLED COPY, if printed - 22 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 4.2.2 How to identify when Changes were made or display change details 1. Include the Item Change Status and Changed On columns in your list view. 2. The items that have been changed will show the Itm Chg.Sts of Changed, and the Changed On date shows the date and time of the change. You can filter/sort by the Itm Chg.Sts to show only the changed items if helpful. 3. Click on the Purchase Order number to go the Purchase Order Details screen and you can use the Purchase Order History to see details of the changes made (see section Purchase Order Details for steps on displaying Purchase Order History). UNCONTROLLED COPY - 23 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 4 4.3 CANCELLED/BLOCKED ITEMS WORKLIST This query worklist displays purchase order items that have been blocked or cancelled by Joy Global. It is for information purposes only, contact will be made with a supplier before cancelling a purchase order item. 4.4 CONFIRMING FROM THE PURCHASE ORDER DETAILS Confirmations can also be done from the Purchase Order Details screen, i.e. if the purchase order cannot be found in the Worklists, or a confirmation date needs to be changed due to a change in the schedule, but there hasn t been a request from Joy Global to change the date, or the purchase order needs to be reconfirmed due to a price change. 4.4.1 New Confirmation 1. Enter the purchase order number and then click on Go. The purchase order details are displayed. Highlight the PO item and then click on Change. UNCONTROLLED COPY, if printed - 24 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 2. Select the Schedule Line with SL Type Request for the Purchase Order item and then click on Confirm. 3. If you do not need to change the Confirmed Delivery Date, you do not need to do anything further, go to the next step. If you need to change the Confirmed Delivery Date, in the Confirmed schedule line, click on the Delv. Date or use F4 to select and change the confirmed delivery date (this does not change the requested delivery date). 4. Click on Publish to send the changes to Joy Global. Select Yes to publish the changes. UNCONTROLLED COPY - 25 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 4.4.2 Change an Existing Confirmation 1. Enter the purchase order number and then click on Go. The purchase order details are displayed. Click on Change. 2. On the Confirmed schedule line, click on the Delv. Date or use F4 to select and change the confirmed delivery date (this does not change the requested delivery date). 3. Click on Publish to send the changes to Joy Global and then select Yes when prompted to confirm the publishing of the PO. UNCONTROLLED COPY - 26 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 5 5.0 PURCHASE ORDER DETAILS Section covers: Display Purchase Order Details Expedited Purchase Orders Show ASN s Document Flow Purchase Order History 5.1 DISPLAY PURCHASE ORDER DETAILS 1. From the Purchase Order Worklist view, click on the Purchase Order number 2. From the Menu, select Purchase Order -> Purchase Order Details 3. Type in the Purchase Order number and then select Go or You may also click on the drop down selection to get a list of purchase orders to select from and then click on the purchase order number 4. The Purchase Order Details screen will display with the purchase order details. There are three basic sections to the purchase order display: Header information applies to the entire purchase order. Item Overview is a listing of all of the purchase order items. Item Details contain details specific to that purchase order item. UNCONTROLLED COPY, if printed - 27 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 5 5. Click on the Notes icon to display text from the purchase order. 6. Click on the type of text to display, there are separate notes specific to the purchase order header or item, for example. 7. Click on the Close icon to return to the Purchase Order Details screen. UNCONTROLLED COPY, if printed - 28 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 5 5.2 EXPEDITED PURCHASE ORDERS 1. An expedited purchase order is viewable in SNC but cannot be confirmed using the SNC tool. The assumption is that there has been verbal communication with the supplier to fill the expedited order. 2. The Distribution Status will show that the order has been updated by the customer, the Delivery Priority will display an E and the Delivery Priority Desc. will show Expedite. 3. Because an Expedite code means that the supplier and Joy Global have communicated and agreed on a confirmed delivery date, the following error will be displayed if confirmation of an expedited order is attempted. UNCONTROLLED COPY, if printed - 29 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 5 5.3 SHOW ASNS 1. Click on Show ASNs. The following screen is displayed: 5.4 DOCUMENT FLOW 1. Click on the Document Flow icon. UNCONTROLLED COPY, if printed - 30 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 5 The following screen is displayed: 2. From here you can see Succeeding Documents and can click on those documents to go to the detail screen for that document. 5.5 PURCHASE ORDER HISTORY 1. Click on the History icon. The following screen is displayed: UNCONTROLLED COPY, if printed - 31 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 5 2. History Details will show the status of the Purchase Order at the time of that change. 3. History Comparison will display the details for the changes selected: UNCONTROLLED COPY, if printed - 32 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 6 6.0 PURCHASE ORDER OVERVIEW SNC limits the number of purchase orders that display in the Purchase Order Overview to 200. This is not a setting that can be changed. 1. Select Purchase Order -> Purchase Order Overview to get a list display of all open purchase orders. 2. Enter the selection criteria for the list you want to display, i.e. Customer Location, Ship-From Location. If no limits, leave the selection fields blank. 3. To filter by a field, click on the icon. 4. Select the value you would like to filter on and click OK or double click your selection. UNCONTROLLED COPY, if printed - 33 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 6 5. Click on Go. 6. The Purchase Order Overview list is displayed. UNCONTROLLED COPY, if printed - 34 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 7 7.0 ADVANCE SHIPPING NOTIFICATIONS Section covers: Create ASN from Due List for Purchasing Documents Create ASN from Purchase Order Details Sample ASN Form Change an ASN in Draft status Cancel ASN 7.1 CREATE ASN FROM DUE LIST FOR PURCHASING DOCUMENTS 1. Select Delivery -> Receipts and Requirements -> Due List for Purchasing Documents from the menu to get a working list of open purchase orders requiring an ASN. The list is sorted by Due On date (confirmed delivery date). 2. Click on the Refresh link to refresh the data on the screen. 3. Enter a Customer Location(s) by typing it in or using the drop down field to select. The field Customer Location is a required field (*). You will receive an error if there is no entry. 4. Verify that there is no value in the Maximum Number of Hits field. Typically a value of 100 will default initially, and this means the number of items on the list is limited so you may not find the document you need. 5. Click on Apply to get the list of purchase order items needing an ASN. You can click on the Document UoM button and see the purchase order unit of measure. This may be helpful in those cases where we stock in one UOM, but we order from the supplier in a different UOM. UNCONTROLLED COPY, if printed - 35 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 6. Select the Purchase Order item(s) and then click on Create ASN. You will need to press the Ctrl key first to click on and select additional items from the list. You can also use the filter row function to find a specific purchase order item. 7. The Create ASN screen is displayed. If you are using an external number reference for the ASN No., enter that number. If not, an internal ASN number will be assigned upon saving. Special characters, i.e. # or *, cannot be used in the external numbers. 8. Enter the correct Delivery Date (ETA) and Shipping Date. SNC is date and time sensitive. If you have today s date listed as the Delivery Date, you will have to enter a time that is in the future or SNC will provide an error that the delivery date is in the past. 9. You can enter a Bill of Lading or tracking number in the field Bill/Lading No. and the type of transport in the Means of Transport ID field. These will then print out on the ASN document if printed. **In some cases the Means of Transport field is blank and there may be an error when trying to publish the ASN. You can update the field manually if this happens. 10. The Due quantity from the purchase order will default as the ASN Qty. If you are shipping a partial quantity, change the quantity in the ASN. UNCONTROLLED COPY - 36 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 11. You can enter or confirm the Country of Origin in the item detail. In the standard view, it is displayed where you have to scroll over to the right to see it. At this time, this is an optional field. 12. Click on Save Draft or Publish ASN to save or save and publish the ASN. If you only select Save Draft, you must go back in later and Publish ASN in order for it to be sent to Joy Global. 13. The ASN is saved and assigned an ASN number. It has a status of Draft or Published. 14. If you have any error messages (red) at the top of the screen, then your ASN was not saved or published, even if you have an ASN number listed. You will need to correct the error before trying to publish again. After you make the change needed, you can click on the Check button to validate the details again and see if the error is now gone. Then click on Publish. UNCONTROLLED COPY - 37 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 7 7.2 CREATE ASN FROM PURCHASE ORDER DETAILS 1. From the Purchase Order Details screen, click on the Create ASN button. 2. The following ASN Maintenance Create ASN screen is displayed. If you are using an external number reference for the ASN No., enter that number. If not, an internal ASN number will be assigned upon saving. 3. Enter the correct Delivery Date (ETA) and Shipping Date. SNC is date and time sensitive. If you have today s date listed as the Delivery Date, you will have to enter a time that is in the future or SNC will provide an error that the delivery date is in the past. 4. You can enter a Bill of Lading or tracking number in the field Bill/Lading No. and the type of transport in the Means of Transport ID field. These will then print out on the ASN. 5. You can enter or confirm the Country of Origin in the item detail. In the standard view, it is displayed where you have to scroll over to the right to see it. At this time, this is an optional field. UNCONTROLLED COPY, if printed - 38 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 6. Confirm publishing the ASN by selecting Yes. 7. The ASN is saved and assigned an ASN number. It has a status of Published. UNCONTROLLED COPY - 39 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 8. If you have any error messages (red) at the top of the screen, then your ASN was not saved or published, even if you have an ASN number listed. You will need to correct the error before trying to publish again. After you make the change needed, you can click on the Check button to validate the details again and see if the error is now gone. Then click on Publish. UNCONTROLLED COPY - 40 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 7 7.3 SAMPLE ASN FORM UNCONTROLLED COPY, if printed - 41 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 7 7.4 CHANGE AN ASN IN DRAFT STATUS 1. From the ASN Details, ASN Overview or Purchase Order Details bring up the ASN Details screen for the ASN that requires a change. Click on the Change button. 2. If you need to delete an item from the ASN because it was removed from the shipment, Select the line item and then click on the Delete Item button. The item is removed from the ASN. 3. Make other necessary changes to the ASN, i.e. bill of lading or tracking number, ship via or country of origin. 4. Select Save Draft to save the change. 5. Publish the ASN when the material has shipped. UNCONTROLLED COPY, if printed - 42 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 7.5 CANCEL ASN **You cannot undo the ASN cancellation once it has been done. You also cannot cancel an ASN with a Goods Receipt Complete status. 1. From the ASN Details screen click on the Cancel ASN button to cancel the Advance Shipping Notification. 2. From the ASN Overview screen click on the ASN to select it and click on the Cancel ASN button to cancel the Advance Shipping Notification. 3. Screen displays validation message that the changes were made successfully and the ASN status is updated to Cancelled. The PO item(s) on the ASN are now available in the due list again for ASN creation. UNCONTROLLED COPY - 43 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 8 8.0 ASN OVERVIEW 1. Select Delivery -> Advance Shipping Notification -> ASN Overview to display an overview of all ASN s for a partner. A list of the Advance Shipping Notifications, with their status is displayed. To go to the ASN Details, click on the ASN number. UNCONTROLLED COPY, if printed - 44 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 9 9.0 ASN DETAILS Section covers: Show Purchasing Documents Show Invoices Document Flow ASN History Print ASN 9.1 SHOW PURCHASING DOCUMENTS 1. With Item No. highlighted, click on Show Purchasing Document icon. The Purchase Order Details screen is displayed. 9.2 SHOW INVOICES 1. With Item No. highlighted, click on Show Invoices icon. The Invoice Details screen is displayed. UNCONTROLLED COPY, if printed - 45 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 9.3 DOCUMENT FLOW 1. With Item No. highlighted, click on Document Flow icon. 2. The following screen is displayed: 3. From here you can see Preceding Documents and Succeeding Documents and can click on those documents to go to the detail screen for that document. 9.4 ASN HISTORY 1. Click on the ASN History icon. UNCONTROLLED COPY - 46 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 2. The following screen is displayed: 3. Details for when the ASN was saved, published and when the goods receipt was completed are displayed. 9.5 PRINT ASN 1. From the ASN Details screen, select Print. UNCONTROLLED COPY - 47 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 2. A new screen is displayed with a.pdf file for the ASN document. 3. Close the window when you are finished. *If you have any issues with the ASN document displaying, make sure you don t have a popup blocker on your internet browser that would be stopping the.pdf document from displaying. UNCONTROLLED COPY - 48 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 10 10.0 INVOICES Section covers: Create Invoice from Documents Requiring Invoices worklist Create Invoice from ASN Details Unplanned Delivery Costs 10.1 CREATE INVOICE FROM DOCUMENTS REQUIRING INVOICES 1. Select Invoice -> Documents Requiring Invoices to get a working list of open documents requiring an invoice. 2. Enter any filtering information into the Selection Area and then select Go to get a list of documents. 3. Select the document and then click on Create Invoice. UNCONTROLLED COPY, if printed - 49 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 4. Type in your invoice number in the Invoice No. field and then click on Publish to send the invoice to Joy Global. There is no internal number range assigned to invoices, we want you to enter your invoice number so that it can be used for reference if there are any questions or follow up later for the invoice. Special characters, i.e. # or *, cannot be used in the invoice number. 5. The following messages should display at the top of the screen after publishing the invoice. 10.2 CREATE INVOICE FROM ASN DETAILS 1. From the ASN Details screen, the Item No. should be highlighted, then select Create Invoice. 2. Type in your invoice number in the Invoice No. field and then click on Publish to send the invoice to Joy Global. There is no internal number range assigned to invoices, we want you to enter your invoice number so that it can be used for reference if there are any questions or follow up later for the invoice Special characters, i.e. # or *, cannot be used in the invoice number. UNCONTROLLED COPY - 50 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 3. The following messages should display at the top of the screen after publishing the invoice. 10.3 UNPLANNED DELIVERY COSTS 1. If unplanned delivery costs (i.e. surcharge, freight not already included on the purchase order) need to be entered, these can be entered at the time of invoice creation, before publishing the invoice. They will be reviewed by Joy Global before final posting. 2. The unplanned delivery costs are at the header level, which means the cost for all items in the invoice should be included when populating this field. Then click on the Notes tab UNCONTROLLED COPY - 51 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 If the Unplanned Delivery Cost is for a Negative Surcharge, a negative value cannot be entered into this field. Enter the actual value of the negative surcharge, and in the Notes section, select the Negative Surcharge reason code. 3. Select the reason code for what the Unplanned Delivery Costs are for. This field is required for Joy Global to make sure the costs are applied to the correct account. 4. **Standard SNC requires that if a Reason Code is entered, then text must also be entered, so please also enter a brief short text to describe the unplanned delivery costs. If either of these are not entered, the following error message will display: You can click on Check to confirm that the error message is gone. 5. Click on Publish to send the invoice to Joy Global. UNCONTROLLED COPY - 52 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 11 11.0 INVOICE OVERVIEW 1. Select Invoice -> Invoice Overview to get a list display of all invoices. 2. Click on Go to get a complete list, otherwise, enter selection criteria in the Selection Area (i.e. Ship From Location or Customer Location) and then select Go. 3. The list of Invoices is displayed at the bottom of the screen. 4. From the list you can see the Invoice Type (Self Billing (ERS) or Invoice) current Status of the invoice (Published or Paid). 5. The layout of the report display can be changed by selecting the Open Settings Dialog and creating and saving a new layout. 6. You can click on an Invoice No. or other document (i.e. Purchase Order) to go to that document s details screen. UNCONTROLLED COPY, if printed - 53 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 12 12.0 INVOICE DETAILS Section covers: Display Invoice Details Display Payment Details Document Flow 12.1 DISPLAY INVOICE DETAILS 1. Select Invoice -> Invoice Details, type in the Invoice No. and then select Go. The details for that invoice will be displayed. 12.2 DISPLAY PAYMENT DETAILS 1. Click on the Payment Status tab. 2. From here the Payment Date and Check No. can be displayed. The Payment Date is the date the payment was processed by Joy Global. UNCONTROLLED COPY, if printed - 54 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 12.3 DOCUMENT FLOW 1. With the Invoice item highlighted, click on Document Flow. 2. The following screen is displayed: 3. From here you can see Preceding Documents and Succeeding Documents and can click on those documents to go to the detail screen for that document. UNCONTROLLED COPY - 55 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 13 13.0 FILE TRANSFER Section covers: Download File from the Download Center Processing the File Offline Upload File from the Upload Center Display History of Download or Upload Profile File Transfer is an application in SNC that is used to download and upload files. This allows you to download a file, process it offline and then upload that file back into SNC. It can be used for these applications: Purchase Order Confirmations, Due List for Purchasing Documents (ASN s), Documents Requiring Invoices. Download and upload profiles are created in SNC that are specific to these applications. The profiles are used to designate the criteria for the data that is downloaded or uploaded. You can display a history of activity for these download and upload profiles. Comma Separated Values (CSV) files are used in SNC for downloading and uploading files. 13.1 DOWNLOAD FILE FROM THE DOWNLOAD CENTER 1. Select Tools -> File Transfer -> Download Center (External User) from the menu. Click on Refresh to refresh your screen and Download Profiles. 2. Click on the link Click here to download in the field URL for Download, for the type of file that you want to process, i.e. Purchase Order Confirmation. 3. The following File Download pop-up box will be displayed. Click on Save to save the file. UNCONTROLLED COPY, if printed - 56 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 13 4. The Save As selection will be displayed, with the File name and type already displayed. Select the Folder where you want to save the file. **Don t change the file type, it should remain as a Comma Separated Values File (CSV). 5. The following is displayed. Click on Open if you want to open the file to make changes now, otherwise, select Close. If you select Open to make changes to the file now, go to the next section Processing the File Offline for instructions on updating the file. UNCONTROLLED COPY, if printed - 57 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 13.2 PROCESSING THE FILE OFFLINE 1. Open the file from the location you saved it to make changes. **Do not make any changes to the content or position of the Header details in the file, or in the column names or locations. 13.2.1 Purchase Order Confirmation 1. Here is a sample file for Purchase Order Confirmations. The file will contain 2 lines for each purchase order item, the first being the purchase order item details (requested) and the second is a schedule line (to be confirmed) that will be used for making changes and to create the confirmations in SNC. To Confirm as Requested, you do not need to make any changes. The X in the field To Be Confirmed for the schedule line will create a confirmation with the Delivery Date that is displayed. To Change the Confirmed Delivery Date, change the date in the Delivery Date for the schedule line (second line for that PO item). To Exclude confirmations for some purchase order items that were downloaded into the.csv file, delete the schedule lines of that PO item from the file. 2. Save the file with any changes that you have made. Be sure to select Save As and select the correct file format. UNCONTROLLED COPY - 58 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 13.2.2 Due List for Purchasing Documents 1. Here is a sample file for the Due List for Purchasing Documents. This.csv file will contain the data from the Due List for Purchasing Documents worklist and is used for creating ASN s. The purchase order line items are grouped by Delivery Date and separated by a blank line between those groups. Many of the fields in the ASN are header fields, so they must be the same for all items that are selected. Enter an ASN Number for each item to be included in an ASN (this is required, no internal numbers are assigned when using the file upload to create ASN s). UNCONTROLLED COPY - 59 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 Change the ASN Qty. if needed to confirm the actual quantity shipped. Enter a Shipping Date for each item. Change the Delivery Date if needed to confirm the date of delivery (ETA). To Exclude purchase order items that were downloaded into the.csv file, delete the PO items from the file. **ASN Number, Delivery Date and Shipping Date are all header level fields, so they must be populated for all PO items in the ASN and they must all be the same, i.e. same Delivery Date in all items of ASN. 2. Save the file with any changes that you have made. Be sure to select Save As and select the correct file format. 13.2.3 Document Requiring Invoice 1. Here is a sample file for the Documents Requiring Invoices. This.csv file will contain the data from the Documents Requiring Invoice worklist and is used for creating Invoices. 2. If you need to change the Invoice Document Date or add Delivery Costs to the Invoice, you will not be able to use the file transfer to create the invoices. These fields are not available in the file. Enter an Invoice Number for each item (this is required, there is no internal number assignment for invoices). UNCONTROLLED COPY - 60 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 Enter a Tax Code for each item (I0 for Tax Exempt and I1 for Taxable). This is a required field. 3. Save the file with any changes that you have made. Be sure to select Save As and select the correct file format. 13.3 UPLOAD FILE FROM THE UPLOAD CENTER 1. Select Tools -> File Transfer -> Upload Center (External User) from the menu. Click on Refresh to refresh your screen and Upload Profiles. 2. Select the Upload Profile for the type of file you are updating, and then click on Upload. 3. The following Upload File pop-up box is displayed on the screen: UNCONTROLLED COPY - 61 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 4. Click on Browse to select the file for upload. The following Choose File to Upload selection is displayed. 5. Select the file for upload. It will display in the Upload File window. 6. Click on Save to upload file. 7. The Status is updated to Queued, the Uploaded On field is updated with Date/time and the URL to View File field is updated with a link to the file you uploaded. Click on Refresh to update the Status. UNCONTROLLED COPY - 62 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 8. The Status is updated. If the Status shows Errors, there was an error while the file was uploaded. You can display the error messages by clicking on the View Log button. 9. The error message should be self-explanatory, if you get a CSV file parsing error that usually means that the file format is incorrect. Go back to the file and review the file type, i.e. verify that it is.csv file format and that all of the required fields are populated. If you look at your file again and it looks like the example below, it was saved with the incorrect file format. 10. Make changes or download again and save as.csf file and then you can select Upload again and try to upload the updated file. Click on Refresh after uploading the new file. UNCONTROLLED COPY - 63 - JGMAN9.3 Ver. 2.0, 11-16
Section 13 11. A Status of Ready means that the upload was successful. Select View Log to see the successful information messages. 12. Click on OK to close out the Log. UNCONTROLLED COPY - 64 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 13 13.4 DISPLAY HISTORY OF DOWNLOAD OR UPLOAD PROFILE 1. You can select the History from the menu Tools -> Download History (External User) or Upload History (External User). 2. Or, you can select directly from the Download Center or Upload Center by selecting the Download Profile or Upload Profile and then clicking on History. A history of activity for that Profile No. is displayed. UNCONTROLLED COPY, if printed - 65 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 14 14.0 DEFINITION OF STATUSES Purchase Order -> Header Status Aggregated status for all purchase order items (see Purchase Order Item Status descriptions below). Purchase Order -> Item Status Open Item sent to SNC and no further processing has been done on this item. Partially Delivered Partial delivery has been completed for this item. Delivery Completed The full quantity has been delivered for this item. Cancelled Item has been deleted in Joy Global s SAP system. Closed Item has been closed and no further changes can be made. Blocked Item has been blocked in Joy Global s SAP system. Purchase Order -> Item Change Status New No changes have been made to this item. Changed Changes have been made to this item. Purchase Order -> Item Confirmation Status Not Confirmed No confirmations have been created for the item. Partially Confirmed Only a partial quantity has been confirmed for the item. Confirmed The full quantity has been confirmed for the item. ASN Draft The supplier has saved the ASN as a draft. The ASN hasn t been sent to Joy Global yet, and changes can be made to the ASN. Published The ASN has been saved as Published and sent to Joy Global. Changes cannot be made to the ASN once it is published. Partial Goods Receipt A partial goods receipt (partial quantity) has been delivered and confirmed by Joy Global. Closed The ASN is considered closed by Joy Global. Complete Goods Receipt A complete goods receipt (full quantity) has been delivered and confirmed by Joy Global. Canceled The supplier has manually canceled the ASN. Invoice Draft The supplier has saved the Invoice as a draft. It hasn t been sent to Joy Global yet, and changes can be made. Published The Invoice has been saved as Published and sent to Joy Global. Changes can no longer be made. Paid Payment has been processed by Joy Global for the invoice with payment details updated in the invoice. UNCONTROLLED COPY, if printed - 66 - JGMAN9.3 Ver. 2.0, 11-16
SECTION 14 File Transfer -> Download Profile -> Profile Status New A new download profile has been created but no job has started yet. In Process A file is in the process of being generated for download. Ready A file has been generated and is ready to be downloaded. Ready with Warnings Ready status with warning messages generated. Downloaded A file has been downloaded from the link. The field Downloaded On will be updated with the date and time the file was downloaded. Errors An error was found during the generation of the file. File Transfer -> Upload Profile -> Profile Status New A new upload profile has been created but no job has started yet. In Process A file is in the process of being processed for upload. Ready The modified data is ready to be uploaded. Ready with Warnings Ready status with warning messages generated. Queued The upload being processed has been queued. Errors An error was found during the upload of the file. *Use the Refresh link to update statuses for profiles. *Use the View Log button to display error warning or error messages. UNCONTROLLED COPY, if printed - 67 - JGMAN9.3 Ver. 2.0, 11-16