EXT370 - International Transportation Management

1.International Transportation Process Overview 2.Freight Purchase Order (PO) Receipts 3.Delivery Acknowledgements

Improve Procurement practices & technologies to increase efficiencies Decrease administrative costs associated with procurement & contract management, and technology Enable USDA to become more efficient at meeting customer needs Improve order cycle times, financial processing, and customer relationship management to reduce costs Leverage advanced planning and collaboration tools to enable USDA to match supply and demand more effectively and efficiently

You will start  USAID Complaint Specialists may display and resolve complaints in WBSCM  USAID Order Managers may communicate to awardees via a Discussion Forum  USAID personnel can view Receipts & Delivery Acknowledgements  All users from all organizations will log into WBSCM through eAuth You will continue

You will stop You will continue  USAID personnel will no longer be solely responsible for catalog maintenance, user creation, & PVO administration You will continue  PVOs/IOs will continue placing orders through the USAID Catalog (a list of available USAID commodities)  USAID Order Managers and CPPAD Order Managers will continue approving sales orders

Organization Admin Order Management Complaints Processing Reporting

Organization Admin Order Management Complaints Processing Reporting Warehouse Activities

Key TermDefinition WBSCM Portal Web-Based Supply Chain Management initiative, a web interface that can be used for USDA fulfillment or procurement. Wildcard SearchSearch using an asterisk and a portion of the field. Matchcode Search Search wherein a user chooses a value from a list of possible values for the field.

Key TermDefinition Context-Sensitive Help Help feature wherein user can get the step-by-step instructions on how to do a certain transaction. CatalogCommodity List used for placing orders in WBSCM. Sourcing Method Method for procuring goods. This could include direct delivery, processing, or multi-food.

Key TermDefinition Delivery Document Internal document automatically generated when goods are issued (shipped) from a warehouse. Bill of Lading Packing slip that accompanies an order sourced from a warehouse/vendor. Goods Issued Transaction performed by warehouse personnel when goods are sent to a customer. This decrements the inventory and automatically generates a delivery document.

Key TermDefinition Sales Order Similar to a Call Forward. This form allows implementing partners to order goods in WBSCM. Material MasterDatabase listing all materials available in WBSCM. WorkflowProcess of routing a document from one user to another.

New TermOld Term Business PartnersPVOs & IOs Sold-to PartyPVOs & IOs Ship-to PartyDelivery Point

New TermOld Term Material or ProductCommodity Purchase Order Commodity Purchase Order, Freight Purchase Order

New TermOld Term Requested Delivery DateEnd Shipping Date

New TermOld Term BatchLot Sales OrderCall Forward CatalogCommodity List

Lesson Objectives Explain the International Transportation Process Describe the key actors in the process Identify your role in the process

USAID Standard Procurement Process 1. PVOs/IOs place sales order 2. USAID/FAS Order Manager (FFP/POD) approves order 3. CPPAD Order Manager approves order 4. PR sent to procurement 5. FSA awards PO to a vendor 6. Vendor issues ASN/ships materials 7. FSA receipts material into contracted domestic location 8. Freight Forwarder receipts commodity into vessel 9. PVO/IO/FF receives order/ acknowledges delivery

USAID Standard Procurement Process 1. PVOs/IOs place sales order 2. USAID/FAS Order Manager (FFP/POD) approves order 3. CPPAD Order Manager approves order 4. PR sent to procurement 5. FSA awards PO to a vendor 6. Vendor issues ASN/ships materials 7. FSA receipts material into contracted domestic location 8. Freight Forwarder receipts commodity into vessel 9. PVO/IO/FF receives order/ acknowledges delivery

Quality Wheat Suppliers

Commodity PO Receipt ->

Freight PO Receipt ->

1. The ___________ receipts the commodity into the vessel: A. Vendor B. FSA C. PVO D. Freight Forwarder 2. T/F: Once the commodities reach the recipient country, the FF, PVO, or IO will enter a delivery acknowledgement. A. True B. False

Lesson Objectives Enter a Freight PO Receipt Describe situations when you would need to enter a receipt Explain the pre-requisites for entering a receipt

Entering an International Freight PO Receipt What is it?: A receipt indicating what materials made it onto the ocean vessel Who does it?: The Freight Forwarder When?: After goods have arrived at the US port city. When materials are loaded onto the ocean vessel. Before goods are sent to or received at an overseas destination Prereqs: Purchase Order must exist, Freight Forwarder must know the PO Number, and goods must be received by freight provider 8. Freight Forwarder receipts commodity into vessel

Enter PO Number, Sales Order Number, or Delivery Document Number. Click Search button.

Fill in all fields, and click “Submit Receipt.”

You will receive a confirmation.

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. Who enters the international freight PO receipt? A.Vendor B.FSA C. PVO D. Freight Forwarder 2. T/F: The International Freight PO Receipt is the receipt indicating what materials made it onto the ocean vessel. A. True B. False

Lesson Objectives Create a Delivery Acknowledgement Describe a situation when you would create a Delivery Acknowledgement

Creating Delivery Acknowledgements What is it?: Acknowledgement that goods were received by the ship-to party at the ship-to location. This is done only for international orders. Who does it?: The PVO or NGO that ordered the goods. A Freight Forwarder or USAID Order Manager may enter the Delivery Acknowledgement on behalf of the customer. When?: When the materials reach the contracted ship-to location. Prereqs: Purchase Order must exist, and goods must be received at the international ship-to location. 9. PVO/IO/FF receives order / acknowledges delivery

Select Line Item which was received

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. Who can create a Delivery Acknowledgement? A. PVO B. NGO C. USAID Order Manager D. All of the above 2. T/F: Delivery acknowledgements are done when goods reach the designated recipient country. A. True B. False

Lesson Objectives Describe the various reports available for use Generate a report in WBSCM

Information Access means getting to data with ease Reports available at your fingertips through WBSCM

International Transportation Report International Pre-positioned Warehouse Replenishment Report List of Materials Report Material Pricing Report

Reports International Transportation Report International Pre-positioned Warehouse Replenishment Report List of Materials Report Material Pricing Report

Reports International Transportation Report International Pre-Positioned Warehouse Replenishment Report List of Materials Report Material Pricing Report

Reports International Transportation Report International Pre-Positioned Warehouse Replenishment Report List of Materials Report Material Pricing Report

Reports International Transportation Report International Pre-Positioned Warehouse Replenishment Report List of Materials Report Material Pricing Report

Reports International Transportation Report International Pre-Positioned Warehouse Replenishment Report List of Materials Report Material Pricing Report

Initial Reporting Screen Select Reports tab Select Order Processing Select specific report to run 1.Select Reports tab 2.Select category of report 3.Select specific report

Use * in place of unknown values to find a display of values you can choose from. Example: Type ‘10*’ for an unknown Sold-To starting with ‘10’.

Matchcode Search Functionality lets you display possible values for field

Clicking on the grey diamond allows you to narrow search criteria by choosing various operands like greater than, less than, unequal to, etc. Clicking the grey diamonds will display the Selection Options pop up (shown on left)

The Multiple Options pop- up window provides additional ways for narrowing selection criteria Click on a yellow arrow to enter additional criteria Click the yellow arrows to perform an advanced search

Click on Settings to: Modify column selection Sort Calculate Filter Display

Click on Settings to further customize columns. Click on the Column Selection tab to further customize columns.

Move items from the Displayed Columns to the Hidden Columns queue Change the sequence of columns Apply changes

Filtering a Report Enter your filtering criteria in the desired field, in the filter row, then press Enter Creates a new filter & displays filter row Deletes Filter & Removes Filter Row Filter row

Sorting Columns in a Report Sorting columns in ascending or descending order allows users to organize their results Click on the up arrow for the respective column to sort results in ascending order Click on the down arrow for the respective column to sort results in descending order Use the up and down arrows to sort results

Click on Settings to do Calculations Click on the Calculation tab to calculate Total, Minimum, Maximum, and Mean Value

Calculation Features Click the Apply button to run the calculation and display the result in the table Only the columns that can be analyzed with calculations will be displayed.

Calculation Features Select your display preferences

Display Functions Click the Apply button for the changes to take effect. Click on the Display tab to change the appearance of the report.

Display Functions Click the Apply button for the changes to take effect. Go to the Print Version tab to alter the report so it can be printed.

Pop-up prompts you to name the view Name and Save the view

Reports can be printed, and print specifications can be customized by the user. Reports can be exported to excel Select your view

1. The Reporting functionality includes: A. Filtering B. Displaying C. Calculating D. All of the above 2. To access the desired report, follow Reports tab to _________. A. Order Processing B. Complaint Administration C. Recall Administration D. None of the above.

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