Supplier Network Collaboration Working with Purchase Orders
Title Subtitle CONFIDENTIAL INFORMATION This manual contains confidential, proprietary and trade secret information of Limited Brands, and its affiliated companies ( Limited Brands ) which is commercially valuable. This information cannot be used, duplicated, disclosed, distributed, modified or discussed in whole or in part for any purpose other than the legitimate business purposes of Limited Brands. Associates and vendors who have access to confidential information must use their best efforts to prevent disclosure to anyone other than expressly required in the performance of their duties to Limited Brands. Upon request or upon your separation from Limited Brands, you will be required to return these materials or otherwise account for them. Limited Brands, Inc 2011. All Rights Reserved. This manual contains material protected by copyright, trade secrets, business process, novel ideas and/or inventions which are proprietary and confidential. You may not copy, modify, publish, transmit, display, create derivative works, sell, transfer, reveal, discuss or in any way use the content of this manual for any purpose other than Limited Brands legitimate business purposes. i SNC Working with Purchase Orders.2.14.2011.doc
Table of Contents Table of Contents... ii Introduction... 3 Overview... 3 Standard Icons Defined... 3 SNC Log In and Navigation... 4 Log In to Supplier Network Collaboration... 4 Personalization... 6 Quick View in Exceptions... 6 Detail of Exception Graphs in Quick View... 7 Purchase Order: Items To Be Confirmed by Change Date... 7 Purchase Order: Canceled/Rejected Items by Change Date... 7 Purchase Order: Items in Approval Process by Change Date... 8 Search for Unacknowledged Orders... 9 Search for Orders not yet acknowledged... 9 Search Criteria... 9 For a Single Delivery Date and Quantity Without Changes... 9 Review Changes by Mast Global... 14 For Orders which have been changed... 20 Using Alert Monitor to Review Alert Category... 22 Appendix... 25 Optional Navigation for Personalization and Organization... 25 Define Query in Purchase Order Worklist... 25 Column Layout of Purchase Order Worklist... 28 Exporting... 31 Purchase Order Details... 32 Search by Specific (One or More) PO Numbers... 32 History... 34 Review History Comparison Screen... 34 Printing a Purchase Order... 37 ii SNC Working with Purchase Orders.2.14.2011.doc
Introduction Overview This manual is designed to assist in the use of the Supplier Network Collaboration (SNC) tool. Standard Icons Defined The following icons may appear throughout the course: Icon Description Critical/Warning: Indicates critical information that, if ignored, can result in process or transaction failure. Note: Provides helpful or advisory information. Process: Provides business process information. Reference: Indicates a reference to additional information. Step by Step: Indicates a system procedure. Best Practice: Use to identify best practices used throughout the enterprise. 3 SNC Working with Purchase Orders.2.14.2011.doc
Log In to Supplier Network Collaboration SNC Log In and Navigation SNC Log in is through the SAP Portal, using assigned User ID and Password. Step by Step 1. Access the SAP Portal. https://inside.limitedbrands.com/irj/portal 2. Sign in to the Portal using assigned User ID and Password. 3. Click the SNC Supplier tab on the Limited Brands Enterprise Portal. 4. The Alert Monitor should display. 4 SNC Working with Purchase Orders.2.14.2011.doc
5. To view Purchase Orders requiring attention, click Exceptions. 6. Click Quick View to see Exception Graphs for review. 7. All graphs in the Quick View should display. 8. Click within the graph sections with numbers displayed to select and action as appropriate. 9. Use the blue arrows at the top of the screen to navigate back to the Quick View graphs. 5 SNC Working with Purchase Orders.2.14.2011.doc
Personalization SNC allows user personalization options which may enhance the user view. This is useful for first time SNC users as well as existing users who may wish to edit their views. Some examples include: To display (or not display) select items on the screen Modify the screen and column display layout Use queries and filters which may be customized and saved Utilize search options to directly obtain specific Purchase Orders Quick View in Exceptions The display of Quick View exception graphs may be modified to include or exclude specific informational graphs. Step by Step: Personalize Quick View 1. On the Alert Monitor screen, click Exceptions. 2. Click Quick View. 3. Click Personalize. 4. Currently Showing Data For: checkboxes should display. o o Populate the checkboxes for the graphs which should display. Ensure that the checkboxes are not populated for the graphs which should not display. 5. Select the checkboxes specific to your job function to display. Critical: For suppliers, it is not necessary to check the boxes for ASN Status by Delivery Date and SA Release: Items by Release Date. Mast Global recommendation is to check the following boxes: o Purchase Order: Items to be Confirmed by Change Date o Purchase Order: Canceled/Rejected Items by Change Date o Invoice Status by Due Date o Purchase Order: Items by ASN Due Date o Purchase Order: Items in Approval Process by Change Date 6. Click OK. 6 SNC Working with Purchase Orders.2.14.2011.doc
Detail of Exception Graphs in Quick View Purchase Order: Items To Be Confirmed by Change Date Line Items requiring confirmation are displayed within categories All, New, and Changed. Within each category the line items will display in aged buckets <24 hours, <48 hours, <7 days. Hover with mouse over the individual line item counts to display age. Click the number displayed in each category to display an actionable list. Purchase Order: Canceled/Rejected Items by Change Date The graph displays Canceled items by change date Canceled by Customer: Indicates PO Line which has been canceled by your Mast Global Purchasing Partner Rejected by Supplier: Indicates PO lines which the supplier has rejected, because of dates or quantities. Click the number displayed in each category to display an actionable list. Best Practice is to have conversation with your Mast Global Purchasing Partner. 7 SNC Working with Purchase Orders.2.14.2011.doc
Purchase Order: Items in Approval Process by Change Date If a supplier deviates from the Delivery Date tolerance range, the PO Line will go into Manual Approval Required. Manual Approval Required is for Mast Global to action. The customer will either accept or reject the supplier s suggestion. Rejections will display in Confirmation Rejected. Confirmation Rejected is a good place for the Supplier to view. Click the number displayed in each category to display an actionable list. Best Practice is to have conversation with your Mast Global Purchasing Partner prior to publishing any deviations. 8 SNC Working with Purchase Orders.2.14.2011.doc
Search for Unacknowledged Orders Search for Orders not yet acknowledged Access Purchase Orders in SNC site to view unacknowledged orders (with and without changes) to confirm the order and publish. This section instructs how to: Locate Orders Confirm Dates Confirm Prices Please contact your Mast Global Partner if the view of unacknowledged orders do not display as expected. Search Criteria When searching for an 8 digit numeric Mast Article Number, this is known as Product in SNC. For a Single Delivery Date and Quantity Without Changes Step By Step: Search for order to confirm and publish 1. From the SNC site, click the SNC Supplier tab. 2. Click Exceptions. 3. Select Quick View. 9 SNC Working with Purchase Orders.2.14.2011.doc
4. View Purchase Order: Items to be Confirmed by Change Date. 5. Click desired graph section to go to Purchase Orders fitting timing criteria. All New (displays most current unacknowledged orders) Changed 6. View Active Queries section, to confirm the contents of the Purchase Order as requested. 7. Review PO No. column (PO Numbers by Line Item) 8. Click PO number to view Purchase Order Details. 10 SNC Working with Purchase Orders.2.14.2011.doc
9. Click Change (as seen in Step 8 screen shot) to access Change Mode. Note: Once the Change option switches to Display, change mode is active. 10. Scroll down to Line Items. Critical: Always confirm at the Item Detail level. 11. Highlight requested Schedule Line. 12. Click Confirm. 13. An additional line should display with SL Type as Confirmed 14. Ensure that the requested Schedule Line is highlighted and click Confirm once again to acknowledge multiple shipments of one PO line. Process: If this is a subcontracting PO, the supplier must highlight the Confirmed line and select Copy Components. 11 SNC Working with Purchase Orders.2.14.2011.doc
Display of Confirmed Line Note: Zero days (+/-) tolerance exist for Delivery Date and Order qty Delivery Date If this tolerance is violated, the Customer will go through an approval process to accept or reject your proposal. Order Quantity has a 0% over and under tolerance. This will give you a hard stop and not successfully publish until your confirmation is within tolerance. Process: To confirm single lines with multiple quantities and dates, follow step by step instructions Review Changes by Mast Global. 15. Click Check to validate. Message displays Check on PO ended with no errors 16. Click Publish. Confirmation pop up displays Do you really want to publish PO? 17. Click Yes. 12 SNC Working with Purchase Orders.2.14.2011.doc
18. View Status Information in the Header section at the far right side of the Purchase Order. Conf. Status (in the Line Level section) Not Confirmed: Pending confirmation on all PO Lines Partially Confirmed: Not all lines have completed confirmation Confirmed: Entire PO has been confirmed Change Status (In Header level section) New: New order not confirmed Change: Change to order still to be confirmed 19. Click the blue previous screen arrow to return to Quick View. Click Refresh at the top of the screen next to the date and time. 20. Review Purchase Order: Items to be Confirmed by Change Date. Graph should display with data reflecting updated quantity decremented based on published acknowledgement. Note: Review the time of the Last Refresh. The screen does not dynamically refresh. Click Refresh to update the time and refresh the screen. 13 SNC Working with Purchase Orders.2.14.2011.doc
Review Changes by Mast Global Confirm Multiple Delivery Dates and Shipment Quantities When reviewing at the line level, note that each line in the SL Type (Schedule Line) column with the description of Request is Mast Global information. The SL Type (Schedule Line) column with the description of Confirmed displays any Supplier activities When the supplier reviews each Request line, and enters into Change mode, clicking Confirm allows modification of the selected line item. In change mode, the Supplier is able to accept or update the delivery date.. Step by Step: Search for Order to Confirm and Publish 1. From the SNC site, click the SNC Supplier tab. 2. Click Exceptions. 3. Select Quick View. 14 SNC Working with Purchase Orders.2.14.2011.doc
4. View the graph Purchase Order: Items to be Confirmed by Change Date. 5. Click desired graph section to go to Purchase Orders fitting timing criteria. All New Changed 6. View Active Queries section. 7. Review PO No. column (PO Numbers by Line Item) 8. Click PO number to view Purchase Order Details. 15 SNC Working with Purchase Orders.2.14.2011.doc
9. Click Change to access Change Mode. 10. Scroll down to Line Items. Critical: Always confirm at the Item Detail level. 11. Click requested Schedule Line to highlight. 12. Click Confirm. 13. Ensure that the requested Schedule Line is highlighted and click Confirm once again to acknowledge multiple shipments of one PO line. 14. For multiple shipments, make any adjustments to Delivery Date and Quantity. Process: Make changes on the Confirmed Line only to Delivery Date. Shipment Date will recalculate Note: Zero days (+/-) tolerance exist for Delivery Date and Order qty Delivery Date If this tolerance is violated, the Customer will go through an approval process to accept or reject your proposal. Order Quantity has a 0% over and under tolerance. This will give you a hard stop and not successfully publish until your confirmation is within tolerance. 16 SNC Working with Purchase Orders.2.14.2011.doc
Reference: If there is any variance to the Tolerance, a Note of explanation must be added. Within the Schedule Lines, scroll over to the right to view the Notes column. Click the 0 in the line item field. (The zero indicates that there is not currently a Note assigned to this line) A pop up box should display. Click Edit. Type the Note. Click Save to Publish. The Notes column should now display a 1 rather than a 0. The Note remains with the PO, however, it is visible only in SNC. Example of Note: 15. Click Check to validate. Message displays Check on PO ended with no errors 16. Click Publish. 17 SNC Working with Purchase Orders.2.14.2011.doc
Confirmation pop up displays Do you really want to publish PO? 17. Click Yes. 18. View Status Information section at the far right side of the Purchase Order. Conf. Status Not Confirmed: Pending confirmation on all PO Lines Partially Confirmed: Not all lines have completed confirmation Confirmed: Entire PO has been confirmed Change Status New: New order not confirmed Change: Change to order still to be confirmed 19. Click the blue back arrow to return to Quick View. 20. Click Refresh at the top of the screen. 21. Review Purchase Order: Items to be Confirmed by Change Date. 18 SNC Working with Purchase Orders.2.14.2011.doc
Graph should display with data reflecting updated quantity decremented based on published acknowledgement. 19 SNC Working with Purchase Orders.2.14.2011.doc
For Orders which have been changed Step by Step: Changed Orders 1. From the SNC site, click the SNC Supplier tab. 2. Click Exceptions. 3. Select Quick View. 4. View the Purchase Order: Items to be Confirmed by Change Date graph. 5. Click Changed. 6. View the Active Queries section 20 SNC Working with Purchase Orders.2.14.2011.doc
7. Click the desired PO No. to view Purchase Order Details screen. From this point, you may continue (to Step 9, click Change, within the Review Changes by Mast Global section) through the steps as outlined to confirm unacknowledged orders. OR To review the Change History, proceed to the Appendix to follow the steps detailing the History Comparison screen. 21 SNC Working with Purchase Orders.2.14.2011.doc
Using Alert Monitor to Review Alert Category Alert Monitor filtering functionality includes sorting by Alert Category. This example will display a PO Line Cancellation. Step by Step 1. Click SNC Supplier tab to view the Alert Monitor screen. 2. Scroll down and over to the right to view the Display Alerts By drop down. Note: All alerts should display if a specific selection is not made. 3. Select Alert Category. 4. Click OK. 5. Click Go to initiate the Search. 6. Search results should display. Note: Please note: Cancelled PO lines will be captured in the Changed Purchase Order Item alert. 7. Close Search Criteria by clicking Close Selection. 22 SNC Working with Purchase Orders.2.14.2011.doc
8. View active alerts. 9. Select the number in the Alert Type line to view Purchase Order Alerts. 10. To view the details of what was changed on an order, select the Alert line by clicking in the grey box on the far left of the line. 11. Select See Details. 12. Review detailed view of the PO. Reference: Note the PO Line Status. In this example, it is Canceled. 23 SNC Working with Purchase Orders.2.14.2011.doc
13. Use the Blue (Previous Screen) Arrow to return to the Alert List. 14. Highlight the Alert and select Acknowledge. 15. The alert should be removed from the Quick View window and then signal the customer that you have viewed the Cancelled PO line(s). 24 SNC Working with Purchase Orders.2.14.2011.doc
Appendix Optional Navigation for Personalization and Organization The following step by step directions may be helpful to set up screen search options and view layouts. Define Query in Purchase Order Worklist Utilize the Purchase Order Worklist to view supplier specific Work Order Items. Search criteria may be defined further to display in the worklist queries. Step by Step: Define Search Criteria by Supplier 1. On the Alert Monitor screen, click Purchase Order. 2. Click Purchase Order Worklist. 3. The Purchase Order Worklist should display. 4. Click Define New Query to specify search criteria for PO Items. 5. The Define New Query screen should display. View Select Object Type. 6. Select Purchase Order Items (Supplier) in the drop down. 7. Click Next. 8. View Maintain Criteria section within Define New Query. 25 SNC Working with Purchase Orders.2.14.2011.doc
9. Scroll to the bottom of the screen to review the Others section, Item Status. 10. Click Advanced Options next to Item Status. 11. Click the grey diamond to select single value Equal To blank. 12. In the next line down, click the grey diamond again to enter a single value PD. (Partially Delivered) OR click Search to select from list. 26 SNC Working with Purchase Orders.2.14.2011.doc
13. Click PD - Partially Delivered line. 14. Click OK. 15. Click OK. 16. Click Next. 17. The Finish section of Define New Query should display. 18. In the Enter Query Description field, name as desired. 19. Select Category may be left blank. The newly created query will default to the without category assignment section of queries. 20. Click Finish. 21. The new query will display in the Without Category Assignment section of the Active Queries on the Purchase Order Worklist. 27 SNC Working with Purchase Orders.2.14.2011.doc
22. Select Refresh at bottom right corner of screen to refresh report data. 23. Select Export to export to excel Column Layout of Purchase Order Worklist The display of the Purchase Order Worklist may be customized, by adding, deleting or moving the columns. Step by Step: Customize PO Items Worklist view 1. On the PO Items section of the PO Worklist, click Settings on the right side of the screen. 2. Review the Column Layout Tab of the Open Orders screen. 28 SNC Working with Purchase Orders.2.14.2011.doc
Hidden Columns are on the left side, Displayed Columns are on the right. For the Displayed Columns, the top to bottom order will define the order which the columns will display Left to Right on the screen. To Add columns from Hidden to Displayed, highlight the column name and then click Add. To Remove columns from Displayed to Hidden, highlight the column name and then click Remove. To change the sequence in which the columns display, highlight the column name and use the following icons as desired: Move Selected Column to Beginning Move Selected Column Up Move Selected Column Down Move Selected Column to End 3. Suggested Column Order for the PO Items section of the PO Worklist is as follows: Suggested Column Order for PO Items Section of the PO Worklist PO No PO Item No Item Category Item Status Product Product Description Total Qty Open Qty UoM Price Crcy PrU PrUoM Ship. Date/Time Deliv.Date/Time Itm Chg. Sts Conf. Status Notes 29 SNC Working with Purchase Orders.2.14.2011.doc
4. A draft view displays below the Column Selection display. Click Apply while making changes to columns to view the layout. 5. To use the changed layout during the current login session, click OK. 6. To create a permanent personalized view of the column layout, click Save As. 7. Name the view and click OK. 8. Click the Initial View checkbox to create a default view. 9. Click OK 10. Click Apply to transfer the settings. 11. Click OK to save the transfer. 12. The newly saved layout should now display in the View drop down. 30 SNC Working with Purchase Orders.2.14.2011.doc
Exporting Use the following steps to Export to Excel from Purchase Order Worklist Step by Step 1. From the Purchase Order Worklist screen, click Export. 2. Click Export to Microsoft Excel 3. Click Open or Save on the Export.xls box. 31 SNC Working with Purchase Orders.2.14.2011.doc
Purchase Order Details Search by Specific (One or More) PO Numbers Use the Purchase Order Details drop down to search for a PO by PO Number, or display a list of POs to select from. Step by Step: View Purchase Order Details using PO Number 1. From the Alert Monitor drop down menu, click Purchase Order. 2. Click Purchase Order Details. 3. Enter Purchase Order Number in the PO No. field. OR click Search to select from PO No. List. 4. Highlight line to select. Click OK to populate PO No. field. 5. PO Number should display in PO No. field. Click Enter. 32 SNC Working with Purchase Orders.2.14.2011.doc
6. Click Go to select Purchase Order. 7. Purchase Order Details should display. Process: Use the Blue SNC arrows to navigate screens, not the Internet Explorer back arrows. 33 SNC Working with Purchase Orders.2.14.2011.doc
History Review History Comparison Screen Step by Step: Review Change History 1. From the SNC site, click the SNC Supplier tab. 2. Click Exceptions. 3. Select Quick View. 4. View the Purchase Order: Items to be Confirmed by Change Date graph. 34 SNC Working with Purchase Orders.2.14.2011.doc
5. Click Changed. 6. View the Active Queries section 7. Click the desired PO No. to view Purchase Order Details screen. 8. Click the History. 9. The Purchase Order History screen should display. Purchase Order History contains change history including Changed On, Changed By and Distribution Status. Reference: To compare most recent revisions. Review Distribution Status column to identify Updated by Customer or Published by Supplier. 35 SNC Working with Purchase Orders.2.14.2011.doc
Highlight the two relevant lines and then click History Comparison to compare. (Use the Ctrl key to select non-adjacent lines) Within the Items section, expand Item Data to display quantity changes and Schedule Lines to display Date changes. 10. Click the blue back arrow to return to Purchase Order Details. 11. Process any necessary steps (from Step 9, click Change, on Page 2) to confirm any Unacknowledged Orders. 36 SNC Working with Purchase Orders.2.14.2011.doc
Printing a Purchase Order Follow the below steps to print a Purchase Order from SNC. Step by Step 1. From the Header section of an open Purchase Order, click Print. 2. A.pdf document printing screen should display. 3. Click the Printer icon to select desired printer. 37 SNC Working with Purchase Orders.2.14.2011.doc