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SUPPLY CHAIN INTEGRATION WITH SUPPLIERS. INCAP SYSTEM We introduce the new INCAP SYSTEM, developed by AMBIENTUM and ROS ROCA, wich is the way used for the industrial companies of ROS ROCA GROUP to send purchase order to the Suppliers .
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SUPPLY CHAIN INTEGRATION WITH SUPPLIERS
INCAP SYSTEM We introduce the new INCAP SYSTEM, developedby AMBIENTUM and ROS ROCA, wichisthewayusedforthe industrial companies of ROS ROCA GROUP tosendpurchaseordertotheSuppliers. Thissystemwillsmooththeissuing of purchaseorders, as well as thecommunicationsfromtheSupplier, forevenctualmodificationsonthepurchaserorder (quantities, prices, delivery dates). INCAP SYSTEM isbasedon 4 steps 1.Purchase orderreception 2.Purchase orderdetailscheck 3.Purchase orderacceptationorrejection 4.Delivery note issuing
1. PURCHASE ORDERS RECEPTION Thesupplierwillreceivean email, advertising of thereception of a new PurchaseOrder. This email willinclude a link toHome page. In thisHomepage (image 1.1), thesuppliermust input itsLogin and itsPassword,previouslyacknowledgebyPurchasingDepartment.
Image 1.1 1. PURCHASE ORDERS RECEPTION
Once input itsLoginand itsPassword, thesupplierwillaccesautomaticallytoPurchaseOrders Page(image 1.2). Thisisthemain page and, consequently, the base of theworkingoperation of INCAP SYSTEM. ThesupplierwillbeabletoseethePurchaseOrderslist, withthe PO number, procurername, amount, PO date and delivery date. The new orders in thisscreenwillberemarkedwith a bluerow, thatmeans “New PurchaseOrder”. Thisbluerowis a one of thecolors in a color rangetoindicatetheseveral status of thePurchaseOrder. This color rangewillbeexplainedalongthis guide.
2.PURCHASE ORDER DETAILS CHECK ByclickingonanyPurchaseOrderonthelist, thePurchaseOrderDetailScreen(image 2.1), willbeopened and thesupplierwillbeabletocheckallthe PO details, as well as printingoutthePurchaseOrder. Onthe top of thePurchaseOrderDetailScreenthere are twobuttons: “ACCEPT” and “REJECT”.
Image 2.1 2. PURCHASE ORDER DETAILS CHECK
3. PURCHASE ORDERS ACCEPTATION OR REJECTION Byclickingonthecorrespondingbuttons, theSupplierwillacceptorwillrejectthePurchaseOrder, respectively. IftheSupplier ACCEPT thePurchaseOrder, themain page (PurchaseOrders Page)willbeopenedagain, and thesupplierwillbeabletoseethe ACCEPTED PurchaseOrder, remarkedwith a yellowrow(image 3.1), thatmeans “AcceptedPurchaseOrder", (itistosay, in coursetobedelivered), as shownonthenextscreen.
Image 3.1 3. PURCHASE ORDERS ACCEPTATION OR REJECTION
Otherwise, ifSupplierdoesnotagreethequantity, thepriceorthedelivery date, it can REJECT thePurchaseOrderbyclickingonthecorrespondingbutton. Whenclicked, theSupplierwillbeabletochange, onthePurchaseOrder, theparamethersthat cause thisrejection (Quantity, Price, Delivery time) – image 3.2 -
Image 3.3 Moreover, whenrejectingthePurchaseOrder, thesupplierwillbeabletowrite a smalltexton a remarkszoneonthe top of thePurchaseOrder (image 3.3)
A PurchaseOrderrejectionwill cause a contactfrom ROS ROCA, in ordertoestablishthe new paramethers and issuing a new PurchaseOrder, orto cancel thePurchaseOrderdefinitively. Once the REJECTION isconfirmed, themain page (PurchaseOrders Page)willbeopenedagain, and thesupplierwillbeabletoseethe ACCEPTED PurchaseOrder, remarkedwith a red row(image 3.4), thatmeans “RejectedPurchaseOrder", as shownonthenextscreen.
4. DELIVERY NOTE ISSUING Beforedeliveringthegoodsorservices, itwillbethe time toissuethedelivery note. INCAP SYSTEM willcreate a delivery note with bar codes, adaptedto ROS ROCA new internalprocedureconcerninggoodsorservicesincomingreceptions. Thisdelivery note mustbeobligatorilyincludedwiththeparcels. Apart of thisdelivery note, theSupplier can encloseitsone. Toissuethisdelivery note, theSupplier has tostartfromthemain page, PurchaseOrder Page, and willclickonthePurchaseOrderthatwillbedelivered, openingthePurchaseOrderDetails Page(image 4.1), as explainedpreviously. Onthe top rightpart of thisscreen, thereisthebutton “ISSUE INCAP DELIVERY NOTE". Byclickingonit, a smallscreenwillbeopened(image 4.2), wheretheSupplier has to input itsDelivery Note Number (accordingitsnumeration).
4. DELIVERY NOTE ISSUING Image 4.2
Once input thenumber, Supplier can printoutthis DELIVERY NOTE, byclickingthebutton “PRINT” as shownonthenextscreen(image 4.3): Image 4.3
When a Supplierissue a Delivery Note, itmustdeliverythe full PurchaseOrder. No partials are permitted. Full delivery Itis indispensable torespectthequantitiesindicatedby ROS ROCA. Once printedtheDelivery Note, thePurchaseOrderwillappearonthescreenremarkedwith a greenrow(image 4.4). Thisindicateto ROS ROCA thatthegoods are in transittobetotallyreceivedontheforecast date.
