Purchase Document Management

Purchase Document Management
Course 2 Training Presentation for Supply Chain Platform: Rolls-Royce May 2019

Table of Contents Slide Number Training Topic 1-6
Purchase Orders - View and Respond 7-14 Basic Order Process – Key Features 5-24 Respond to Purchase Orders 25-33 Purchase Orders – Updates, Printing and History 34-36 Closed or Cancelled orders 37-47 View Goods Receipts Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Orders – View and Respond
Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Orders A purchase order includes specific item(s) or service(s) to be purchased, with the request dates and quantities represented in the order. Find purchase orders from the My Workspace page Search for a purchase order Structure of the purchase order (header and line items) Review details of a purchase order Take action on a purchase order (select lines and accept etc.) Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

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. The supplier can change a New purchase order to these states: Accepted – Supplier agrees to the complete request from Rolls-Royce. Acknowledged with Exceptions – Supplier responds with a counter proposal (i.e. a different promise date or quantity). Rejected – Supplier does not want to fulfill the order request (i.e. an incorrect part number). Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Rolls-Royce/System Actions for Purchase Orders
Rolls-Royce can change an order to these states by sending a change order to SCP-RR: Cancelled – Rolls-Royce wants to cancel an order line or entire purchase order Closed – Rolls-Royce wants to close an order line or entire purchase order Updated – Rolls-Royce 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. A supplier cannot create invoices (where applicable) against order lines in these states: Cancelled Closed Rejected Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Order States: Compare SCP-RR to Current Platform
SCP-RR (New) New New Change Updated Processing N/A Accepted Acknowledged with Exceptions Rejected (Historical Document Manager) Archived Deleted Closed/Completed Closed Cancelled Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Basic Order Process – Key Features

Purchase Order Details Page
Go to Order Management  Purchase Order Summary  Search  Order Number Link A header section that includes data applies to the entire order and lines in the bottom section represent the items to be purchased. The Full Print version has been modified with an improved layout. The Summary Print version includes the supplier response and other key data to process an order. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Order Details Page (Continued)

Print Purchase Orders (Continued)
Enter search criteria to locate the orders to be printed, then click the Search button. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

From the Search Purchase Order page. Please note, you can also modify searches using the Search button in the Search Purchase Orders section. In the Purchase Order Schedules section, check the desired Order Number(s) and click the Full Print button. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Respond to Purchase Orders

Locate New/Updated Orders
Go to My Workspace to easily locate new and updated orders that need to be processed. In the Order Summary section, make sure that the drop down list is set to Purchase Orders. Click the New link. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

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. Click on an Order Number link to see that order’s details. Use the Table Editor icon to change the table layout. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Accept an Order Line Select the line(s) to be accepted, and then click Accept. An order response is sent to Rolls-Royce automatically when the line’s state moves to Accepted, Acknowledged with Exceptions or Rejected. Return to the My Workspace page to view corresponding updates. Note: If any data fields are modified for a line, but the line is Accepted, then the system assumes Rolls-Royce’s request was acceptable and will overwrite the changed data back to match the request from Rolls-Royce. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Status Update on My Workspace

Supplier Message To manage Supplier messages, Go to My Workspace Click any link in the Order Summary section scroll to the Supplier Message field. Click the Supplier Message link to open a pop-up window and create a message: Create = there is currently no message Change = to modify an existing message View = a message was entered for this order (can be modified) None = No message exists Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Supplier Message (Continued)
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 4000. Note: A Supplier Message may also be produced by clicking on the Order Number link in the Purchase Orders Schedules page. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Acknowledge with Exceptions – from List Page
Order lines can be processed with Acknowledge with Exceptions from a list page. Make sure the Supplier Message is populated for the first row of that order. Note: If a row has None in the Supplier Message field, you must enter a Supplier Message and apply Acknowledge with Exceptions to the first row listed for that order at the same time. Otherwise, click into the details page and only process the subsequent line. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Acknowledge with Exceptions – Add Promises
It is possible to divide up the request quantity into multiple deliveries – but the total of the promise quantities should equal the request quantity. Select one or more order lines and click Add Promises Note: It is recommended to go to an order details page (not the list page) to use Add Promises. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Example – Add Promise to Split Quantity
From the corresponding list page, 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 must equal the request quantity. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Orders – Updates, Printing and History

Purchase Orders If you responded to a purchase order with Acknowledge with Exceptions, Rolls-Royce will receive your response automatically and be able to review it. If your exceptions are agreeable to Rolls-Royce, a purchase order change (POC) should be issued by Rolls-Royce. A POC may also be issued for a business change to an order or to correct an error on the purchase order. You can respond to a POC with Accept, Reject or Acknowledge with Exceptions. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

POC Revisions It is possible for Rolls-Royce to send one or more POCs to an order before you have responded to it. You will always see the latest information on the purchase order. If you have 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). Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Order Updates
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 (may need to scroll to right in order to view). Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Order Updates (Continued)
On the order details page, the previous value is also shown for the Delivery Date, Request Qty and Unit Price. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Order Updates

Purchase Orders – Full Print
The system will automatically compare the current version to the last order version that involved a supplier response. If there is no supplier response yet, it will compare the original order to the current version. In the Full Print version of the order, all of the edited fields are shown with red asterisks. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Purchase Orders - View History of Changes
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. Order Management  Search (Purchase Orders)  Enter Search Criteria and click Search button Scroll down to the Purchase Order Schedules and select the desired line item  View History The View History button at the bottom of the Purchase Order Schedules tracks changes for the selected line item(s). Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

View History of Changes
The left columns show the date and user that made a change to the order - this tracks changes by the supplier, Rolls-Royce and the system. The columns on the right show which field was changed: the old value and the new value. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Closed or Cancelled Orders

Closing an Order Order lines can be Closed by a purchase order change from Rolls-Royce. If a line is moved to Closed, it can no longer be invoiced in SCP-RR. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Cancelled Orders Cancelled lines will trigger an notification to the supplier. Cancelled lines are shown with a 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. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Checking Receipt Status in SCP-RR
Rolls-Royce publishes the status of goods receipts to SCP-RR on a regular basis. You can quickly see a summary of recent activity by going to the My Workspace. You can also use SCP-RR to check the status of a specific transaction with Rolls-Royce. A summary of data can also be downloaded from SCP-RR for your use. The information is ‘view only’. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Goods Receipt - States Received – goods receipts are loaded into SCP-RR in a ‘Received’ state, with all line items in a ‘Received’ state. Archived – a receipt automatically moves to the ‘Archived’ state in SCP-RR if it has not been modified in 120 days. Other states not being used: Received - Referenced – only used by Rolls-Royce Marine. Cancelled – currently not used. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

View Goods Receipt Details
The list page shows each item that was received (indicated by Part Number) over the last 120 days. By scrolling to the right, you can see the Receipt Date and Receipt Qty for each item Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

View Goods Receipt Details (Continued)
For additional reference information, you can scroll all the way to the right and see the ‘Supplier Item Number’, ‘Order Number’, ‘Packing Slip Number’ and ‘ERP Doc Number’. To see even more details, click on the Receipt Number link in the second column. This directs you to the Receipt details page. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Download Goods Receipts for Reference
From the list page, you can download the Goods Receipt information in an Excel format: Select the desired line item(s) from the Goods Receipt List. Click the Download button. In the Select Document Type page, use the Download Settings dropdown to select the desired format. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Modify the Download Format
You can modify the layout of the download file – i.e. data fields to include and in what order: From the Download Settings dropdown, select Create My Setting… Select the desired checkbox in the Available Fields section. Use left/right arrows to move data fields to the Download Fields box Use up/down arrows to edit define the sort order in the Sort Order checkbox. Click Save As and then enter a name for the saved setting in the Save Template Setting As field. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

Example of Download (from List Page)
Since the data was downloaded from the Internet, you might need to click the Enable Editing button at the top of the Excel sheet before you can edit the Excel data. Copyright 2019 Exostar LLC. All Rights Reserved Proprietary and Confidential

End: Purchase Document Management

Purchase Document Management

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