GE Aviation - SCP Training

1. GE Aviation - SCP Training

2. Training Agenda • Introduction to SCP • PO Acknowledgment by Suppliers • Schedule Commit by Suppliers • Agreements Acknowledgement by Suppliers • Creating and processing ASNs • Demand (Planned Schedules) • Advanced Topics • Q & A

3. Introduction to SCP Topics • User Roles • Getting Started • User dashboard • Navigation menu options

4. User Roles in SCP Users will be assigned Roles within SCP. Each role will differentiate the users with tasks they are entitled to do within the system Buyer Roles Supplier Roles Buyer/CA View Only View POs View Schedules View Agreements View ASNs Print labels & Reports Supplier Planner Buyer/CA View Only Role + PO Acknowledgment Schedule Commits Agreement Acknowledgment Create Notes Supplier Part Maintain Buyer/CA Buyer/CA View Only Role + PO Acknowledgment Schedule Commits Agreement Acknowledgment Update ASNs Create Notes Supplier Parts Maintain Supplier Shipper Buyer/CA View Only Role + Create Notes Create ASNs Cancel ASNs Upload ASNs Super Supplier Supplier Planner Role + Supplier Shipper Role Super Buyer/CA Buyer/CA Role + Create ASNs Cancel ASNs Upload ASNs Supplier Admin

5. Getting Started Log into SCP: 1. Go to https://www.supplychainwebcenter.com and enter your SSO ID and password 2. Click Sign in to Authenticate The GE Aviation Supply Chain Web Center page will open

6. Getting Started 3. On the left hand menu click on Planning/Schedules The navigation section will expand and display the Supplier Collaboration Portal link near the bottom

7. Getting Started 4. On the left hand menu click the Supplier Collaboration Portal link The Supplier Collaboration Portal web site will open displaying the legal disclaimer page giving you option to Accept or Cancel. Accept to enter SCP application

8. SCP main page Upon log-in, the default dashboard page will be displayed along with the navigation panel (main menu) on the left hand side Navigation Panel (Main Menu) Dashboard

9. Understanding User dashboard • Dashboard is a collection of portlets. Portlets are the group boxes that holds transaction summary information • The dashboard has two tabs – Home and ASN. • The Home tab contains the following portlets: Message of the day: Will display generic messages Notes: Shows all Notes assigned to the user Purchase Order Summary: Shows number of POs in various statuses Agreements Summary: Shows number of Agreements in various statuses Planned Schedules Summary: Shows summary information of Planned orders Firm Schedules Summary: Shows number of schedules in various statuses • The ASN tab has one portlet – Shipment Summary, which will show the number of ASNs in various statuses • Each summary information within the portlets are Saved Searches and clickable links. This will open the search results with the saved criteria

10. Navigation Menu options • Home / My Pages- View dashboard or home page • Notes- Create / send messages on transactions • Administration - * User account creation, User roles, carrier maintenance,. • Demand – View bucketed demands, Planned Schedules • Purchase Orders – Acknowledge POs, Commit Firm Schedules, Acknowledge Agreements • Shipments- Create ASNs, Ship ASNs, Print shipping documents • Integration- ** Import ASNs (in XML Integrations) • Documentation- View system help documentations • Other- Generate SCP reports, set user email preferences • Logout- Click to logout of the system * Only available to Administrators ** Not covered in this training

11. Agreement Acknowledgment by Suppliers Topics • Understanding Agreements • Locating Agreements • Printing PO PDF document • Accepting an Agreement • Rejecting an Agreement

12. Understanding Agreements • Buyers create Agreements within Oracle (ERP) and Suppliers acknowledge Agreements from SCP. • There are four statuses associated with Agreements in SCP Buyer creates Agreement in Oracle Buyer revises Agreement NEW REJECTED REVISED ACCEPTED S C P Supplier Rejects Agreement in SCP Supplier Accepts Agreement in SCP The Oracle (ERP) status associated with Agreements are: APPROVED, REQUIRES REAPPROVAL, REJECTED, HOLD, FROZEN, CANCELLED, OPEN, CLOSED

13. Locating Agreements - A A) Navigate from the dashboard portlet 1. Click on “New Agreements” link to locate all Agreements in New Status 2. This will open up Agreements (New) in a separate window

14. Locating Agreements - B B) Locate Agreements from Agreements Module search page 1. Click on Purchase Orders and then Search Agreements menu from the navigation panel 2. Enter search criteria and click on Search Search panel: Enter search criteria (For e.g.: Select ‘New’ within Agreement Status field to search for all New Agreements

15. Printing PO (Agreement) PDF document • The PO (Agreement) Report can be generated in PDF format To generate the PO (Agreement) Document: 1. Locate the Agreement 2. Hover over arrow next to the Agreement and choose Print PO PDF 3. System will prompt to either save or open the PDF file 4. You may Print, Save or Open the PDF file that is generated 1 4 2 3

16. Accepting an Agreement • Agreements with SCP status New, Revised or Rejected can be “Accepted” by Suppliers. • The agreement only needs to be accepted once unless it is revised To accept an Agreement: 1. Locate the Agreement to be acknowledged 2. Print PO PDF Report (if needed to view detail data of the Agreement) 3. Select Accept from the actions menu and click Go button -> The Agreement status will change to Accepted. 1 2 3

17. Rejecting an Agreement • Only those Agreements with SCP status New or Revised can be “Rejected”. To reject an Agreement: 1. Locate the Agreement to be acknowledged 2. Print PO PDF Report (if needed, to verify data accuracy) 3. Select Reject from the actions menu and click Go button 4. Select a Reject Reason Code and enter Reject Reason Details 5. Click on Reject button -> The Agreement status will change to Rejected and an email will be sent to the buyer 1 2 3 4 5

18. PO Acknowledgment by Suppliers Topics • Understanding Purchase Orders • Locating Purchase Orders • Printing PO PDF document • Accepting a Purchase Order • Rejecting a Purchase Order • Notes on Purchase Order

19. Understanding Purchase Orders • Buyers create Purchase Orders within Oracle (ERP) and Suppliers acknowledge POs from SCP. • There are four statuses associated with POs in SCP (The POs will also have an Oracle (ERP) status represented in a different column). Buyer creates PO in Oracle Buyer revises PO in Oracle Buyer Cancels PO in Oracle NEW REJECTED NEW ACCEPTED CANCELLED S C P Supplier Rejects PO in SCP Supplier Accepts PO in SCP The Oracle (ERP) status associated with POs are: Open, Hold, Freeze, Closed and Cancelled

20. Locating Purchase Orders - A A) Navigate from the dashboard portlet 1. Click on “New POs” link to locate all POs in New Status 2. This will open up POs (New) in a separate window

21. Locating Purchase Orders - B B) Locate POs from Purchasing Module search page 1. Click on Purchase Orders and then Search Purchase Orders menu from the navigation panel 2. Enter search criteria and click on Search Search panel: Enter search criteria (For e.g.: Select ‘New’ within PO Status field to search for all New POs

22. Printing PO PDF document • The PO Report can be generated in PDF format To generate the PO Document: 1. Locate the Purchase Order 2. Hover over arrow next to the PO and choose Print PO PDF 3. System will prompt to either save or open the PDF file 4. You may Print, Save or Open the PDF file that is generated 1 4 2 3

23. Accepting a Purchase Order • Only those POs with SCP status New and Oracle status Open can be “Accepted” by Suppliers. To accept a Purchase Order: 1. Locate the Purchase Order to be acknowledged 2. Review the content on the PO PDF (if needed, to verify data accuracy) 3. Check the DPAS check-box (if applicable) This is required for US military contracts. 4. Select Accept from the actions menu and click Go button -> The PO status and associated schedule statuses will change to Accepted. 1 4 3 2

24. Rejecting a Purchase Order • Only those POs with SCP status New and Oracle status Open can be “Rejected”. To reject a Purchase Order: 1. Locate the Purchase Order to be acknowledged 2. Review the content on the PO PDF (if needed, to verify data accuracy) 3. Select Reject from the actions menu and click Go button -> This will open the Reject reason page. 4. Select a Reject Reason Code and enter Reject Reason Details 5. Click on Reject button -> The PO status and associated schedule statuses will change to Rejected. 1 3 4 2 5

25. Adding Note to a Purchase Order • PO Notes are messages that can be attached to a PO and emailed to other users within SCP • When a note is created, the Notes summary portlet on the dashboard will be updated. • Similar note can be created on Schedules and ASNs • No technical or export controlled data should be included or attached in SCP To add Note to a Purchase Order: 1. Locate the Purchase Order 2. Hover over arrow next to the PO and choose View Notes 3. The Notes window will be opened – Select a reason for the notes creation; select To User; Type the Notes content; add attachments, if any; 4. Click on Save button -> The note will be emailed out to the recipient. Also, verify the Notes portlet on the dashboard. 5. A Notes icon will be visible on the PO results page along side the black arrow, indicating a Note has been created 1 3 2 5 4

26. Understanding Notes Status OPEN (default) CLOSED Status assigned Toevery Note Whenthe note no longerneeds Tobeviewed. Status Types in Notes Panel Changing Note Status 3.Click change status 4.Save status change 2.Select a status 1.Select note

27. Schedule Commit by Suppliers Topics • Understanding Firm Schedules • Locating Schedules • Committing Firm Schedules • Rejecting Firm Schedules • Splitting Commits • Download & Upload Commits

28. Understanding Firm Schedules • A firm schedule is a line of an approved PO. It is a request for parts for specific quantity and need-by-date. • There are six statuses associated with Firm Schedules in SCP (The Schedule will also have an Oracle (ERP) status represented in a different column). Buyer create Schedules in Oracle Buyer revise Schedules in Oracle. The revision can be of type Major or Minor Buyer Cancels Schedule in Oracle NEW REJECTED REVISED MISALIGNED ACCEPTED CANCELLED S C P Supplier Rejects PO in SCP Supplier Commits –different date than need-by-date Supplier Commits -same date as need-by-date The Oracle (ERP) status associated with Schedules are: Open, Hold, Freeze, Closed, Pending and Cancelled

29. Revised status – Major vs. Minor A Schedule line in Revised status, can have two type of revisions – Major or Minor, as denoted in the Revision Type column. Any revisions to the following fields will result in the schedule status being ‘Revised (major)’: • PO Header: Payment Terms • PO Line: Item Revision, Unit Price, Government Contract • Schedule: Quantity Increase, Ship to Location, Bill to Location • Distributions: DPAS Rating • A new PO line shipment that is added to an existing PO. • Major Revisions require the Supplier to Accept or Reject the schedule All other field revisions will result in the schedule line status to be ‘Revised (minor)’.

30. Locating Firm Schedules A) Similar to locating POs, the schedules could be located by clicking on the dashboard portlet links B) Locate Schedules from Purchasing Module search page 1. Click on Purchase Orders and then Search Schedule Lines menu from the navigation panel 2. Enter search criteria and click on Search Search panel: Enter search criteria (For e.g.: Select ‘Revised’ within Schedule Status field to search for all Revised Schedules

31. Committing Firm Schedules • The schedules are initially committed when the associated PO is acknowledged. The schedules in New status can be committed only by PO acknowledgement. • Suppliers can also change the commit dates on schedule lines in Accepted, Misaligned and Revised (minor) statuses • Suppliers are required to commit against Revised (major) schedule lines To commit a Firm Schedule: 1. Locate the Schedule line in Revised (major) status, to be committed 2. Select a valid commit date 3. Select Accept from actions menu and click Go -> The schedule status will change to either Accepted or Misaligned, based on commit date being different from need-by-date 2 1 3

32. Rejecting Firm Schedules • Whenever a PO header is rejected, all associated schedule lines of that PO will be auto rejected along with. • At the schedule level, Supplier can reject only a Schedule line that is in Revised (major) status. To reject a Firm Schedule: 1. Locate the Schedule line in Revised (major) status to be rejected 2. Select Reject from actions menu and click Go -> This will open the Reject reason page. 3. Select a Reject Reason Code and enter Reject Reason Details 4. Click on Reject button -> The schedule status will change to Rejected. 1 3 2 4

33. Split Commits • Supplier has the option of entering multiple commit dates against schedule lines resulting in splitting the schedule lines • Split commits can be entered only on schedules with status in Accepted, Misaligned or Revised To split commits on a Firm Schedule: 1. Locate a Standard Schedule line for split commits 2. Hover over arrow next to the schedule line and choose Split Commits -> This opens up the schedule details page with the split tab 3. Enter the split information -> the sum total of the split quantities should be equal to the original line quantity 4. click on Split button 1 3 2 4

34. Split Commits…continued. • The sum total of the split quantities should be equal to the original schedule line quantity • New schedule lines will be created depending on the split information • The newly created schedule lines will have SCP status of ‘Misaligned’, as the split commit dates will be different from the original need-by-dates. Split Commits on Blanket PO Schedule lines: - The newly created schedule lines with the SCP status of ‘Misaligned’, will have the Oracle status as ‘Pending’. - a temporary release number (for e.g.: 1.1) will be assigned to the new schedule line - Once the ‘Pending’ lines are synchronized with Oracle, the ‘Pending’ status will change to the status within Oracle.

35. Download Schedules • System let users download schedule data into CSV format (which can be opened in Notepad or Excel) To download Schedules: 1. Click on Purchase Orders -> Search Purchase Orders and access Schedule search form 2. Enter your search criteria and Select Download As option CSV and click on Search button 3. System generates CSV file. Option to Save the file or Open in Excel 1 3 2

36. Upload Commits • Commit information can be uploaded in CSV format • Commit information can be uploaded only on schedules in Accepted, Misaligned or Revised statuses To upload commit: 1. Download schedules information – Select Download as CSV, Select Download results folder and Click on Search 2. Save the CSV file and edit the commit information 3. Click on browse button for Upload and select the edited CSV file 4. Click on Import button 1 3 2 4

37. Creating and Processing ASNs Topics • Understanding ASNs • Creating ASN • Locating ASNs • Editing and Shipping ASN • Cancelling an ASN • Printing Shipping Documents

38. Understanding ASNs • Suppliers are expected to send Advanced Shipment Notices (ASN) for the schedules shipped within SCP. • ASN consists of Packages - The schedule quantities are ‘packed’ within Packages. One pack label will be generated for each ASN. • The PO must be accepted before an ASN can be created for any PO schedule There are four statuses associated with ASNs in SCP. Buyer receives shipments in Oracle S C P OPEN SHIPPED RECEIVED CANCELLED Supplier creates ASN in SCP Supplier ships ASN in SCP Supplier cancels ASN in SCP

39. Schedule Ship Status - AuthShip The schedule ship status will change to AuthShip whenever the schedule line satisfies the business shipping requirements and eligible to be shipped (i.e. with open quantity). Following are the AuthShip date windows: • No ASN can be created until the schedule is in an AuthShip status. * For GE Muskegon, this value may be set for 5 business days. For other business units, this may be set for 10 business days

40. Creating ASN • ASN can be created from a schedule line that has a ship status of AuthShip ; The Net Due column on the schedule line should have a positive quantity as well. To create an ASN: 1. Locate the Schedule line for creating ASN, from Purchase Orders -> Search Schedule Lines 2. Find the schedule line AuthShip status; make sure the schedule line has a Net due quantity 3. Select the schedule line , then from actions menu select Create Shipment and click Go button -> This will open the Create Shipment window. 2 1 3

41. Creating ASN…continued 4. Enter Quantity to Ship,Quantity per Container and Manufacture Lot Number. You may select the Country of Origin here or fill that information later. 5. Number of packages created within the ASN will be based on the Quantity per Container entered. Click on Create button. One pack label will be generated for each package. 6. This will close the Create Shipment window and open the Edit Shipment window – a new ASN has been created 6 4 5 New ASN has been created. Two packages are created based on the following values: Quantity to Ship = 4 Quantity per Container = 2

42. Creating ASN…continued 7. Enter all mandatory information and click on Save button to save ASN for now Note: The packing slip entered here will become part of the invoice number in iSupplier Portal (SSS AP) When the ASN is received an invoice will be generated automatically and payment will be made via electronic funds transfer (EFT) 7

43. Locating ASNs A) ASNs could be located by clicking on the dashboard portlet links within the ASN tab B) Locate Schedules from Purchasing Module search page 1. Click on Shipments and then Search Shipments menu from the navigation panel 2. Enter search criteria and click on Search Search panel: Enter search criteria (For e.g.: Select ‘Open’ within Status field to search for all Open ASNs

44. Editing and Shipping ASNs Once ASNs are located within the search page, open the ASN to edit and ship. To open an ASN: 1. Locate the ASN, from Shipments -> Search Shipments 2. Search and select the specific ASN 3. Hover over the arrow next to ASN and click Shipping Details -> This will open the Edit Shipment window 2 1 3

45. Editing and Shipping ASNs…continued 4. Enter all mandatory fields on the Edit Shipment window 5. Click on Save button -> If all mandatory data is entered, the Print Label buttons are enabled 4 5

46. Editing and Shipping ASNs…continued 7. Print Pack Labels -> this will generate labels in PDF format (one pack label generated for each package) 8. Print Packing Slip report -> this will generate the Packing slip report in PDF format 9. Click on Ship button -> this will change the ASN status to Shipped 7 8 9

47. Cancelling an ASN • ASNs can be cancelled from the search results page • When an ASN is cancelled, all associated packages are cancelled and removed from the ASN. • Only ASNs in Open and Shipped status can be cancelled. To Cancel an ASN: 1. Locate the ASN, from Shipments -> Search Shipments 2. Search and select the specific ASN 3. Select the ASN and from the actions menu, choose Cancel 4. Click Go button and click Ok to confirm -> This will change the status of the ASN to Cancelled. All associated packages of the ASN will be cancelled as well and no actions can be taken on the ASN 2 1 3 4

48. Printing shipping documents • There are multiple ways to print Shipping documents 1. Print labels and documents from Edit Shipment page (covered earlier) 2. Print single document from the context menu option 3. Mass printing of documents To print a single shipping document: 1. Locate the ASN you want to print documents for. 2. Hover over the arrow next to the ASN and choose the required document print option 3. The report/labels will be generated in PDF format for you to save or print Packing List: to generate the Packing List report in PDF format Print Pack Labels: to generate the bar-coded Pack Labels of the ASN in PDF format Commercial Invoice: to generate the Commercial Invoice in PDF format

49. Printing shipping documents…continued • SCP provides the option to mass generate Shipping Labels and documents (Packing Slip & Commercial Invoice) across multiple ASNs To mass print a shipping document: 1. Locate the ASNs you want to print documents for. 2. Select the ASNs by clicking the checkboxes 3. Select the mass printing action from the action list and click Go button 1 3 2

50. Demand(Planned Schedules) Topics • Understanding Planned Orders/Demand • Search Demand • Adding Notes to Buckets • Search Planned Schedules