Purchase Orders May 2015 Supply Chain Platform: Rolls-Royce Training for Controls and Data Services Limited

Purchase Orders in SCP-RR A purchase order includes specific item(s) or service(s) to be purchased, with the request dates and quantities represented in the order. 1.Receive an alert that you have new or updated orders in SCP-RR 2.Locate ‘new’ or ‘updated’ purchase orders from the My Workspace page >Or, search for a purchase order by order number or part number 3.Review details of the purchase order 4.(Outside of SCP-RR) Review ed copy of purchase order 5.Take action on the purchase order (select lines and select a response etc.) 6.The system automatically sends your response back to CDS 1 Copyright 2015 Exostar LLC. All Rights Reserved.

2 Purchase Order States Copyright 2015 Exostar LLC. All Rights Reserved.

Supplier Actions for Purchase Orders A new purchase order is loaded into SCP-RR in a New state, with all of its line items in a New state. You can change a New purchase order to these states: a.Accepted – Supplier agrees to the complete request from CDS. b.Acknowledged with Exceptions – Supplier responds with a counter proposal (i.e. a different promise date or quantity). c.Rejected – Supplier does not want to fulfill the order request (i.e. an incorrect part number). 3 Copyright 2015 Exostar LLC. All Rights Reserved.

CDS/System Actions for Purchase Orders CDS can change an order to these states by sending a change order to SCP-RR: a.Cancelled – buyer wants to cancel an order line or entire purchase order b.Closed – buyer wants to close an order line or entire purchase order c.Updated – buyer has made a change other than cancel or close Order lines move to an Archived state when they have been in a ‘Cancelled’, ‘Closed’ or ‘Rejected’ state for more than 60 days. 4 Copyright 2015 Exostar LLC. All Rights Reserved.

Purchase Order Details Page 5 The header section includes data that applies to the entire order, and the lines in the bottom section represent the items to be purchased. The ‘Schedule States’ determine the ‘Order State’ at the header. Copyright 2015 Exostar LLC. All Rights Reserved.

Buyer Message and Buyer Notes 6 If there is a link called ‘View’ on the ‘Buyer Message’ field at the header or the ‘Buyer Notes’ field for a schedule line, click the link to see the message from CDS. If there is no message, it will say ‘None’. Copyright 2015 Exostar LLC. All Rights Reserved.

7 Respond to Purchase Orders Copyright 2015 Exostar LLC. All Rights Reserved.

Locate New/Updated Orders You will receive an alert for new/updated orders in SCP-RR. Go to My Workspace to easily locate new and updated orders that need to be processed. In the ‘Order Summary’ section, the drop down list must be set to Purchase Orders. Click on a number link for a state (such as ‘New’ Purchase Orders) 8 Copyright 2015 Exostar LLC. All Rights Reserved.

Purchase Orders – List Page Each row on the list page represents a line from a purchase order. The order lines can be processed directly on the list page. Or click on an order number link to go that order’s details. Note: Use the ‘configurator’ icon to change the layout of the page. 9 Copyright 2015 Exostar LLC. All Rights Reserved.

Copies of Orders – Received by 10 Do not use ‘Full Print’ or ‘Summary Print’ for CDS orders in SCP-RR Only the copy of an order that you receive by will contain ALL of the order data! Copyright 2015 Exostar LLC. All Rights Reserved.

Select the line(s) to be accepted, and then click Accept. Note: If you change data fields but select ‘Accept’, then SCP-RR assumes CDS’s request was acceptable and changes the data back to match the request. Accept an Order Line 11 Copyright 2015 Exostar LLC. All Rights Reserved.

Response Is Sent Automatically An order response is sent to CDS automatically when all of the lines’ states move to ‘Accepted’, ‘Acknowledged with Exceptions’ or ‘Rejected’. 12 Copyright 2015 Exostar LLC. All Rights Reserved.

Status Update on My Workspace 13 Copyright 2015 Exostar LLC. All Rights Reserved.

Batch Processing – Accept Orders A supplier with many routine orders can select most of them from a list, ‘batch accept’ them and then address the purchase orders that require more attention. Always complete responses for THIS page before working on the NEXT page. Changes to the current page are lost if the action was not completed. 14 Copyright 2015 Exostar LLC. All Rights Reserved.

Supplier Message – Required If Cannot ‘Accept’ 15 Click the Supplier Message link to open a pop-up window and create a message >‘Create’ = there is currently no message >‘View’ = a message was entered for this order (can be modified) Copyright 2015 Exostar LLC. All Rights Reserved.

Supplier Message The ‘Supplier Message’ field is required for any order line that is not accepted. Basic punctuation characters can be used, but avoid using special letters/characters. The maximum character limit is Copyright 2015 Exostar LLC. All Rights Reserved.

Acknowledge with Exceptions – Split Quantity 17 It is possible to divide up the request quantity into multiple deliveries – but the total of the promise quantities should equal the request quantity. Note: It is recommended to go to an order details page (not the list page) to use ‘Add Promises’. Copyright 2015 Exostar LLC. All Rights Reserved.

Acknowledge with Exceptions – Add Promises 18 Select one order line and click Add Promises Copyright 2015 Exostar LLC. All Rights Reserved.

Example – Add Promise to Split Quantity 19 Select the number of rows (promises) that need to be added for the request. Enter ‘Promise Delivery Date’ and ‘Promise Qty’ information Click the link to create a ‘Supplier Message’ Then click Save The combined promise quantities should equal the request quantity. Copyright 2015 Exostar LLC. All Rights Reserved.

‘Acknowledge with Exceptions’ with Two Promises 20 Copyright 2015 Exostar LLC. All Rights Reserved.

Purchase Order Changes 21 Copyright 2015 Exostar LLC. All Rights Reserved.

Multiple POC Revisions CDS could send one or more POCs to an order before you have responded to it. If you responded to the order, your responses are retained. You then have the option to update against your own response (and based on the changes on the POC). 22 Copyright 2015 Exostar LLC. All Rights Reserved.

Purchase Order Changes 23 Copyright 2015 Exostar LLC. All Rights Reserved.

Purchase Order Changes 24 On the order list page and order details pages, selected data fields that have been updated are highlighted in yellow. These fields are ‘Revision’, ‘Delivery Date’, ‘Request Qty’ and ‘Unit Price’. Copyright 2015 Exostar LLC. All Rights Reserved.

Purchase Order Changes - Highlighting 25 On the order details page, the previous value is also shown for the ‘Delivery Date’, ‘Request Qty’ and ‘Unit Price’. Copyright 2015 Exostar LLC. All Rights Reserved.

Purchase Order Changes – Full Print 26 The ‘Full Print’ version of the order shows with red asterisks all of the fields that changed. It compares the current version to the last order version that had a supplier response. If there is no supplier response yet, it compares the original order to the current version. Note: For CDS orders, this full print document does not contain all of the order data – refer to your copy of the order. Copyright 2015 Exostar LLC. All Rights Reserved.

View History of Changes 27 In addition to the full print, a broader tracking of the order’s changes can be found with the ‘View History’ functionality in SCP-RR. The ‘View All History’ link at the top of the order tracks changes for the entire order. The ‘View History’ button at the bottom tracks changes for one line that is selected. Copyright 2015 Exostar LLC. All Rights Reserved.

Sample – View History 28 In the ‘View History’ pop-up window, the left columns show the date and user that made a change to the order - this tracks changes by the supplier, CDS and the system. The columns on the right show which field was changed, the old value and the new value. Copyright 2015 Exostar LLC. All Rights Reserved.

Closed or Cancelled Orders 29 Copyright 2015 Exostar LLC. All Rights Reserved.

Closing an Order 30 Order lines can be “Closed” by a purchase order change from CDS. Copyright 2015 Exostar LLC. All Rights Reserved.

Cancelled Orders Cancelled lines will trigger an notification to the supplier. Cancelled lines are shown in red strikethrough font in SCP-RR. If the entire order is cancelled, the ‘Order State’ moves to cancelled as well. No supplier response is required for cancelled lines. 31 Copyright 2015 Exostar LLC. All Rights Reserved.

Order Buttons Are Missing… For purchase orders, ‘Cancelled’, ‘Archived’ and ‘Closed’ are end states. This means that when any lines have moved to these states, some of the action buttons are no longer available. Use the filter feature to only display ‘New’ or ‘Updated’ lines to respond to those lines. You can also filter to ‘Accepted’ or ‘Acknowledged with Exceptions’ lines to create invoices for lines. 32 Open the ‘State’ dropdown list Click on the state to filter to those lines Click the Filter button Open the ‘State’ dropdown list Click on the state to filter to those lines Click the Filter button Copyright 2015 Exostar LLC. All Rights Reserved.

33 Search for Purchase Orders Copyright 2015 Exostar LLC. All Rights Reserved.

Search for Orders 34 On the navigation tree, go to Order Management – Purchase Order – Search Enter specific search criteria (use asterisks as wildcards) Copyright 2015 Exostar LLC. All Rights Reserved.

Save Search Criteria 35 If there is a set of search criteria that you would use often, you can save the search for reuse. In the search window, enter the search criteria then click Save (instead of ‘Search’) Enter a name for the search and click New (select ‘Search Default’ if this saved search should always populate onto this search page when it’s opened – can be edited) Click Close and then OK and then Close to close the pop-up windows To use the saved search, click open the dropdown list and select the search title Copyright 2015 Exostar LLC. All Rights Reserved.

End - Purchase Orders 36 Copyright 2015 Exostar LLC. All Rights Reserved.