EXT410– Purchase Orders and Follow on Functions - Domestic

1. EXT410– Purchase Orders and Follow on Functions - Domestic

2. Course Lesson Objectives • Purchase Order Process Overview • Display Purchase Order • Create Purchase Order Response • Create ASN (Advanced Shipping Notification); Upload Multiple ASNs • Enter and Update Inspection Results • Display Goods Receipts • Submit Invoice for Single and Multiple Line Items

3. Lesson: Purchase Order Process Overview • Lesson Objectives • Recognize the basic end-to-end steps associated with the Purchase Order Process • List new key terms

4. Key Terms

5. Purchase Order Topics

6. Purchase Order Topics (Cont’d)

7. Purchase Order Topics (Cont’d)

8. Purchase Order Topics (Cont’d)

9. Purchase Order Topics (Cont’d)

10. Purchase Order Topics (Cont’d)

11. Lesson 1: Self-Assessment

12. Lesson 1: Self-Assessment Questions 1. T/F: The Inspection Plan is associated with the Material Master. T. True F. False 2. An example of an electronic packing slip is _________ . A. Goods Receipt B. ASN C. POR

13. Lesson 2: Display Purchase Order • Lesson Objectives • Display a Purchase Order • Describe the different components of the Purchase Order and their meanings • Recognize the required Follow on Documents outlined on the Purchase Order

14. Supplier Self Service Start Page

15. List of Purchase Orders

16. Display Purchase Order

17. Purchase Order-Long Procurement Number (LPN) • When the Purchase Order is created, the system will generate a Long Procurement Number: • AG-DPRO-P-09-0801 S = Solicitation P = Purchase Order C = Contract (IDIQ) D = Delivery/Task Order • 3J14 Livestock • 3J15 Poultry • 3J16 F & V • INTB IPD Bulk • INTP IPD Packaged • INTE IPD Empty Bag • INTG IPD General • INTS IPD Services • INTF IPD Freight • DPRO DPD FAR • DCCC Price Support

18. Purchase Order Modifications • Changes to a PO can take place after the PO has been awarded • Delivery Dates • Destination • Commodity specification • Material quantity • Modification goes to CO for approval. Then an Email notification goes out to the Vendors • Modified PO Numbers will have a PXXXX Extension • The PO number: • Initial purchase order AG-DPRO-P-09-0005 • After modification AG-DPRO-P-09-0005-P0001 • Multiple modifications will result in updated Extensions to original PO number i.e. P0001, P0002, P0003

19. Display Purchase Orders Need Screenshot of a Modified PO#

20. Display Purchase Order Simulation • Auto Playback Tutorial: watch the simulation with no user input required

21. Display Purchase Order Simulation • Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

22. Lesson 2: Self-Assessment

23. Lesson 2: Self-Assessment Question 1. A vendor will be notified that they have been awarded a PO via: A. Phone, Email, Twitter B. Email, WBSCM Supplier Self Service Start Page C. Phone, Email, Fax 2. T/F: All USDA Purchase Order Numbers begin with USDA-XXXX-X-XX-XXXX. A. True F. False

24. Lesson 3: Create Purchase Order Response • Lesson Objectives • Create a Purchase Order Response

25. Purchase Order Response

26. Create Purchase Order Response

27. Create Purchase Order Response Simulation • Auto Playback Tutorial: watch the simulation with no user input required

28. Create Purchase Order Response Simulation • Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

29. Lesson 3: Self-Assessment

30. Lesson 3: Self-Assessment Questions 1. Vendors may alert the USDA of their acceptance of Purchase Orders via: A. Email B. Phone C. WBSCM Supplier Self Service 2. The USDA always requires a Purchase Order response. A. True B. False

31. Lesson 4: Create ASN • Lesson Objectives • Create an ASN • Upload Multiple ASNs into WBSCM from an Excel spreadsheet

32. Create ASN

33. Create ASN (Cont’d) Click Create ASN Required follow-on document

34. Create ASN (Cont’d) Means of Transport Delivery Information fields

35. Create ASN Simulation • Auto Playback Tutorial: watch the simulation with no user input required

36. Create ASN Simulation • Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

37. Create Multiple ASNs Search for Excel spreadsheet from within WBSCM Each column in the spreadsheet corresponds to a field in the Delivery Information section

38. Create Multiple ASNs (Cont’d) Select All button Select row Click Create ASN

39. Create Multiple ASN Simulation • Auto Playback Tutorial: watch the simulation with no user input required

40. Create Multiple ASN Simulation • Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

41. Lesson 4: Self-Assessment

42. Lesson 4: Self-Assessment Questions 1. T/F: When creating the ASN, the Means of Transportation must be documented in WBSCM. A. True B. False 2. T/F: Each individual ASN must be entered into WBSCM one at a time. A. True B. False

43. Lesson 5: Enter and Update Inspection Results • Lesson Objectives • Enter Inspection Results • Update Inspection Results

44. Enter Inspection Results

45. Inspection Certificate Inspection Results Lot Size1057 cases Lot # and Signature

46. Inspection Certificate (Cont’d) Quantity should equal ASN Use Search button to select PO Enter the number from the Inspection Certificate

47. Inspection Results Enter results

48. Attach Inspection Certificate Click the Services for Object button to create an attachment Select the file. Then click Open.

49. View Attached Inspection Certificate Attachment toolbar Icon in first column represents the file type, Adobe Acrobat in this example

50. Attachments List of Documents Attached