What’s New – Order Management

What’s New – Order Management
Comparison of GSCP and the New SCP-Raytheon November 2013

Orders – What’s the Same
A discrete order includes specific item(s) or service(s) to be purchased, with the request dates (‘MRP Need Date’) and quantities represented in the order. Find orders from the My Workspace page Search for an order Structure of the order (header and schedule lines) Review details of an order Take action on an order (select lines and accept etc.) Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Order States: Compare SCP-Raytheon to Current Platform
SCP-Raytheon (New) New New Change Updated Processing Accepted Acknowledged with Exceptions Rejected Supplier Rejected (Historical Document Manager) Archived Deleted Closed/Completed Closed Cancelled Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Supplier Actions for Discrete Orders
A new order is loaded into SCP-RTN in a New state, with all of its line items in a New state. The supplier can change a New order to these states: Accepted – Supplier agrees to the complete request from the buyer Acknowledged with Exceptions – Supplier responds with a counter proposal (i.e. a different promise date or quantity) Supplier Rejected – Supplier does not want to fulfill the order request (i.e. a bad part number) Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Buyer/System Actions for Discrete Orders
The buyer can change an order to these states by sending a change order to SCP-RTN: Cancelled – Buyer wants to cancel a schedule line or entire discrete order Closed – Buyer wants to close a schedule line or entire discrete order Updated – buyer has made a change other than cancel or close Schedule lines move to an Archived state when they have been in a ‘Cancelled’, ‘Closed’ or ‘Rejected’ state for more than 60 days. A supplier cannot create advance ship notices (ASNs) or invoices against schedule lines in these states: Cancelled Closed Rejected Archived Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Basic Order Process – Key Features
Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Simple PO - Discrete Order Details Page
Orders (at the header level) remain in a ‘New’ state for original orders and an ‘Updated’ state for change orders, until all order lines have a supplier response. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

(Optional) Mark Order as ‘In Process’
If you have multiple SCP users at your company that ‘share’ orders, each user has the option to mark an order as ‘In Process’ so other users know the order is being worked on. ‘In Process’ can be selected from the list page or details page. You can use a search to find ‘New’ or ‘Updated’ orders that are not ‘In Process’ yet. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

(Optional) Locate ‘In Process’ Orders
‘In Process’ is not a state change to a PO schedule line, and therefore it is not on the My Workspace page. To locate which orders have been marked as ‘In Process’ (or the ones not marked yet), go to the Search page. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

(Optional) Print Order
The ‘Full Print’ version has been modified with an improved layout. The ‘Summary Print’ version now includes the supplier response and other key data to process an order. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Print Multiple Discrete Orders

Printing Select which orders to print
Click the appropriate print button Under Upload/Download, select ‘Status’ Occasionally click the refresh icon until the Status is ‘Completed’ Click on the file name to retrieve the document(s) Copyright 2010 Exostar LLC. All Rights Reserved Proprietary and Confidential

My Workspace Now we are back on My Workspace, note that the Order lines in New state has decreased by 1, and the lines in Accepted state has increased by 1. This reflects what we just did. We will click on the New Total again and proceed to reject the next order. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Accept an Order Schedule Line
Purchase Order 4 In order to accept a Purchase order, click the relevant box or boxes, and click the Accept button. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Response Is Sent to Buyer Automatically
There is no longer a ‘Send’ button An order response will be sent to the buyer automatically when the HEADER state moves to ‘Accepted’, ‘Acknowledged with Exceptions’ or ‘Supplier Rejected’ The header state only changes when all of the lines have been processed out of a ‘New’ or ‘Updated’ state Accepted Purchase Orders Note that now we have accepted all the lines in a purchase order, the state has changed at the line level and the header level. If you do not accept all lines on a purchase order, the Order state will take the lower value. We will now go back to My Workspace to look at rejecting a Purchase Order. To do this we would click My Workspace on the Navigation Tree. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Status Update on My Workspace
Now we are back on My Workspace, note that the Order lines in New state has decreased by 1, and the lines in Accepted state has increased by 1. This reflects what we just did. We will click on the New Total again and proceed to reject the next order. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

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 orders that require more attention. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Supplier Message – Required If Cannot ‘Accept’
This used to be called ‘Note to Buyer’ and serves the same purpose. The ‘Supplier Message’ field is required for any schedule line that is not accepted. The maximum character limit is 255. Supplier Message To add a supplier message, scroll down to the bottom of the header section and click Create where you see Supplier Message. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Acknowledge with Exceptions – Split Quantity
I have accessed the final order for this training. As before I have hidden the Navigation Tree. This time I have scrolled along to highlight the Requested and Promised quantity, as well as the Promised Deliver Date. The requested deliver date is the same as for the last order. Don’t forget that you will need a Supplier Message. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Acknowledge with Exceptions – Add Promises
Split Quantity 2 Note that I have checked the box for the line, and next I’m going to click the yellow Add Promises button. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Example – Add Promise to Split Quantity
On the next screen, you will need to indicate how many rows that you want to add (each row is for one date-quantity pair). Check the first box and then scroll to the right. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Example – Add Promise to Split Quantity
Enter the date and quantity combinations that you want to propose back to the buyer and then click Save. Note that the total quantity promised should not exceed the desired quantity of the buyer. In this case, our two proposed deliveries of 5 each match the 10 that the buyer wants. Once you press Save, you will be asked to confirm your choice and then receive a message stating that the changes have been made. The combined promise quantities must equal the request quantity. Promise Dates must be current or future dates. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

‘Acknowledge with Exceptions’ with Two Promises
Split Quantity 5 We can now see that there are two lines, which reflect your two proposed deliveries. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Request Qty and Promise Qty
If the ‘Request Qty’ and the ‘Promise Qty’ for a schedule line do not match, you will receive an error message. Split Quantity 5 We can now see that there are two lines, which reflect your two proposed deliveries. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

‘Early Shipment’ Flag on Order

Early Shipments – When Acceptable
The ‘Early Shipment’ flag (ESF) helps to decide if ‘Promise Delivery Date’ requires the Acknowledged with Exceptions state or the Accepted state. If ESF flag = ‘Yes’: use Accepted if delivery is any number of days earlier, or up to seven days later, than ‘MRP Need Date’. If ESF flag = ‘No’: use Accepted if your promise date is within seven days earlier or seven days later than ‘MRP Need Date’. If no ESF flag: any date other than the exact ‘MRP Need Date’ requires the Acknowledged with Exceptions state. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

‘Accept’ Button Is Missing…
For orders, ‘Accept’ is an end state. Once a line is accepted, it cannot be accepted again by the supplier. If one or more schedule lines already moved to ‘Accepted’, the Accept action button is not available when the Accepted lines are still displayed. To accept more schedule lines, use the filter to only display ‘New’ or ‘Updated’ lines. Then the ‘Accept’ button will be available for use. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Order Response – Downloaded to Buyer
An order is only sent to Raytheon when all of the schedule lines have moved from the New and Updated states (See the Order’s header state). The ‘Downloaded to Buyer’ indicator will show you if an order is completed (all lines processed) Once an order has all of the lines processed, SCP will send it to Raytheon. SCP checks every two hours for orders that are ready to send. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Order Response – Downloaded to Buyer

Purchase Order Changes

If you responded to a PO with ‘Acknowledge with Exceptions’, the buyer will receive your response automatically and be able to review it If your exceptions are agreeable to the buyer, a PO Change (POC) should be issued by the buyer A POC may also be issued for a business change to an order, or to correct an error on the order You can respond to a POC with ‘Accept’, ‘Reject’ or ‘Acknowledge with Exceptions’ Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

‘Supplier Response’ Indicator
It is possible for the buyer to send one or more POCs to an order before you have responded to the order (See ‘Line Change’ flag). You will always see the latest information on the purchase order. The ‘Supplier Responded’ flag is ‘No’ until you respond to the PO. This helps to identify PO’s that had no response yet, even though a change was added by the buyer. If you HAVE responded to the order, your responses to the PO are retained. You then have the option to update against your own response (and based on the changes on the POC). Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

‘Acknowledge All POCs’
Since there can be multiple revisions (POCs) sent by the buyer before you have responded, you will need to acknowledge all POCs in your response. This is done by clicking on the ‘Acknowledge All POCs’ confirmation button. IMPORTANT! You will NOT see the action buttons for a PO until you click the ‘Acknowledge all POCs’ button. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

On the My Workspace screen and in the Order Summary box, you can find any order changes in the ‘Updated’ status row. By clicking on the 4, we will see the 4 order schedule lines that have been moved to an Updated state. Depending on how the buyer sends their PO changes, you could see only some rows from an order that have been changed (or put into the Updated state). Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

In this example, you will see that there are 2 lines but only one checkbox. This is because there are two delivery schedules associated with the one line. This POC has been created based on the previous example where we split one line into two promises. We can drill down into the detail as before by clicking on the Order number. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Order Changes - Highlighting
Note that the changed requested quantity is now highlighted yellow to indicate what has changed. The promise quantity has now been defaulted to match the change so we can just Accept this POC if the new dates are still relevant. Highlighting applies for ‘Request Qty’, ‘MRP Need Date’ and ‘Unit Price’ Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

View History of Changes

PO Changes at Header Level Only
If a POC is only making changes to the header level of an order, then SCP will change the state of all of the lines to the Updated status. To process a header level only POC, you must take action on all of the lines. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Shipment (ASN) information
Select PO schedule line(s) to be shipped (must have same ship address) Enter shipment details (red asterisk = required fields) Click on the Save button to create a ‘Draft’ ASN. Click Create Shipment to send the ASN. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

The Order Details tab shows the ‘Shipped Qty’ for each schedule line. The Shipment Info tab shows the shipment lines that have been created against that order. Copyright 2010 Exostar LLC. All Rights Reserved Proprietary and Confidential

Invoices Select PO schedule line(s) to be invoiced
Enter invoice details (red asterisk = required fields) (Invoice Number, Invoice Type, Qty Invoiced, Taxes, etc.) Click on the Recalculate button to recalculate invoice totals. Click Send Invoice to send the invoice. Copyright 2010 Exostar LLC. All Rights Reserved Proprietary and Confidential

Closed or Cancelled Orders

Closing an Order Example: First schedule line was “Closed” by a POC
The header-level state will not close out on the PO until all schedule lines and line items in the order have moved to ‘Closed’ Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Cancelled Orders The buyer cancels order lines in their own system, SCP receives the change The supplier is sent an notification The order shows a changed status of ‘Cancelled’ – no supplier action required Shipments and invoices cannot be created once a line is cancelled Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Enter your credentials – same ID and Password as GSCP
Subsequent Logins Enter your login name and password and click Login. Note the self-service links if you have forgotten your user name or password. You can also contact the Exostar helpdesk for a password reset. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Choose to Access ‘Supply Chain Platform – Raytheon’
Subsequent Logins Choose SCP as the application you wish to work with Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

SCP Access Landing Page
When you log on to SCP you will be presented with this landing page. At the top you can see your name and user role, how to exit the system, book mark it, access the help files and the About link. On the left, you can see the Navigation Tree, which allows you to access different parts of the system. We recommend that you click on the My Workspace link which will take you to the SCP dashboard. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

How to Get Help with MAG or SCP

Support Options There are several ways to get assistance:
Self-service case via My Exostar website Fill in an on-line form and submit it to Customer Support Getting Help Exostar can only help with regard to how the SCP system works. If you have any questions regarding the content of any of the transactions you work on in SCP, then you will need to get in touch with your buyer contact. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

On-Line Request Form Note: To report an issue, provide as much detail as possible. It is helpful to provide screenshots, the steps that were followed, and to let us know if the issue can be repeated. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Contact Support Live phone support with Exostar’s Customer Support
Tel #: (from UK ) Hours: 3am – 9pm EST, Monday to Friday On-line training materials Available through the ‘Help’ link in SCP Also located at under Products  Supply Chain Platform Note: To report an issue, provide as much detail as possible. It is helpful to provide screenshots, the steps that were followed, and to let us know if the issue can be repeated. Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

Get Help Online Once you can login to SCP, there are training documents under the ‘Help’ link Note: Many Help files are presented in PDF format requiring the free Adobe Acrobat Reader. 1 2 Copyright 2012 Exostar LLC. All Rights Reserved Proprietary and Confidential

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