User Manual Web Hosting PO Management System Phase II · Web Hosting - PO Management System Phase...

Web Hosting - PO Management System Phase II

User Manual

User Manual

Web Hosting

PO Management System

Phase II

Created By Business Process and Solution Team


User Manual Page 1 8/16/2011 4:00:14 PM

Part I – Login / Logout

Use Internet Explorer (IE), open www.truchinaportal.com Below login screen will be shown in your browser:

Type in your Login ID (your e-mail address) and personal password in the appropriate fields and then click button “Login”.

If you have typed in the correct Login ID and password, you will see below screen in your browser:

Here show the welcome message and

your last login time.

Here show the main function items that are available in

Phase I.

At any time, you can click

this link to logout the system.

This area contains the sub-menu for each main

function selected.



Part II – How to Enter Working Queue

After login, click the “POCMS” main function:

By default, the “Vendor’s Working Queue” will be displayed, as shown below.

At any time, you can click this link to select the “POCMS” (PO Change

Management System)

If you are not in the Working Queue, you can always click this link to enter the queue.

This is Vendor’s Working Queue. Working Queue is a place in which all O/S POC records that are associated with this vendor are shown. There are two types of POC:

• Vendor Proposed POC - Pending Buyer Approval

• Buyer Proposed POC – Pending Vendor Acceptance.



Details of the POC record will be shown in below page.

If you want to view the individual POC record in detail, just click this “Edit” button.



Part III – How to Create POC Suppose you want to create the below POC.

DC PO# SKN

Change

Code Old New Reason for the Change

49 901484 803905 QTY 400 500 To fit a container

49 901484 803906 QTY 480 600 To fit a container

49 901485 803899 SW 9/11 – 9/17 9/25 – 10/1 Short Leadtime

49 901485 803900 SW 9/11 – 9/17 9/25 – 10/1 Short Leadtime

Note that this POC involved two POs: 901484, 901485

Procedure: Enter “Vendor’s Working Queue”:

Click this button

to create POC.

Step 1. Select the country.

Step 2. Enter here the PO# (and SKN) that will appear in the POC record. In this particular example,

enter PO# ‘901484, 901485’

Step 3. Click this button to move to next page.



Below is the main page for creation of new POC:

OK. Let’s start.

Step 1

This area shows the information of each PO/SKN that you entered in previous page. If you want to create POC for a particular SKN, just double-click the entry of this SKN in this area, and system will copy and paste this SKN into bottom

area (see below steps).

Double-click this

PO/SKN.



Step 2

System will copy and paste the entry (PO/SKN) that you just double-click to below area.

Step 3. Select POC Type:

Below is the POC Type list and description:

POC Type Description

SW Ship Window Change

CXL Cancellation

QTY Order Quantity Change

FOB FOB cost Change

MFR Manufacturer Item #

PACK Outer Carton Pack

I_PACK Inner Carton Pack

WGT Gross Weight

CUBE Cubic Feet

DESC Item Description

MPBN Master Price Book Name

POL Port of Loading

COO Country of Origin

EAN European Article Number

UPC Universal Product Code

HTS Harmonized Tariff Schedule Code

PARTIAL Partial Shipment

DISC Discount allowance

Click this to select the

POC Type.



Step 4. Select the Reason Code.

Step 5

Step 6. Enter New Value (new QTY).

Step 7. Enter “Reason for the Change”.

Now we have finished the POC for one SKN, as shown below:

To create the POC for the next SKN, just simply double-click the PO/SKN entry:

Click this to select the

Reason Code.

No need to enter this info. as system will automatically retrieve.



System will copy and paste the PO/SKN into below area as the 2nd entry.

The input of the 2nd entry is just the same as the 1st, and hence we do not show the steps here.

Double-click this

entry (PO/SKN).



Below is the result after we complete the 2nd entry.

The 3rd and 4th entry in this example are the SW Change (Ship Window Change). The only difference is that we select the new SW from a list box instead of data input. See below:

Click this

box.

Select the correct

“New SW” here.



So after the 3rd and 4th entries were completed, the POC looks like:

Next step – Click the button “Verify”. System will check whether the input is OK.

If everything OK, the below screen shown:

Click this button.

Finally, click this button to confirm and save the POC.

POC record successfully saved. Click this button to return to Working Queue.



After APLL reviewed, APLL will pass the POC to Buyer for Approval.

After Approval Approved:

This POC is the POC

buyer just created. After the POC was created by buyer, it will be routed to APLL for review, so the POC status will

be “Pending Review”

Pending Buyer’s

Approval.

With Actual POC# and POC Completion Date Generated.



Create POC in PO Level

If you have one PO with many SKNs, and you want to create same POC (e.g. the FOB of all SKNs should be changed to $12) for all SKN, then you can do all of these by just entering once. See below procedure:

Double click this

entry.

This PO will be copied and pasted here.



After input, click this

button to verify.

All SKNs for this PO will have an entry here with

same change (new value).



Part IV – How to Create POC with Partial Shipment Below is an example for Partial Shipment:

DC PO# SKN QTY SW Reason for the Change

49 901486 803915 400 9/11-9/17 Allocation issue

200 10/9 – 10/15 Allocation issue

Below is the procedure in creating POC with Partial Shipment: Step 1. Enter Working Queue.

Step 2.

Step 3.

Click this

button.



Step 4.

Step 5.

Step 6.

Double-Click

this.

Click this.

Select ‘PARTIAL’ as the

Change Code.

Enter QTY here for

the 1st shipment.



Step 7. Repeat Step 4-Step 6 for other Shipments Step 8. After complete, look like:

Step 9.

Step 10.

Select Ship Window for the 1st shipment.

Click this.

Click this.



Step 11.

Step 12.

Click this.

POC with Partial

Shipment created here.



Part V – How to Approve/Disapprove Buyer Proposed POC

Enter “Vendor’s Working Queue”:

Friendly Reminder

If you would like to further negotiate with buyer for PO change improvement, please do NOT tick disapprove at this moment but start negotiation with buyer (please refer to Part VI (How to negotiate with buyer).

Obviously, this POC was proposed by Buyer on 7/13/2011, and right now this POC is “Pending

Vendor’s Approval”.

Click this button to view the POC in details, or to approve /

disapprove this POC.



This is the detailed page of the POC Record.

For example, if you want to approve the first POC and disapprove the second POC, then you click check as follows:

Click the “Save & Submit” button to confirm the action.

Check (tick) these checkboxes to approve / disapprove POC for each

individual SKN.



Saved Successfully. Click this button to return to the

working queue.

Since all the items in the POC record has been approved / disapproved, so “Actual

POC#” is generated here.

Since all the items in the POC record has been approved / disapproved, so we have “POC Completion Date” here.

This column shows how many items in the POC record are approved / disapproved / still pending

respectively.



Part VI – How to Negotiate with Buyer

Scenario Buyer proposed a POC Record with 3 items. Vendor accept the first 2 items, but would like to

further negotiate with Buyer for the 3rd Item.

DC PO# SKN

Change

Code Old New

Reason for the

Change

49 901487 803908 QTY 900 1200 MOQ Production.

49 901487 803909 QTY 600 900 MOQ Production.

49 901488 803897 FOB 9.99 9.80 As per Quote Sheet

Procedure Step 1. Enter Working Queue.

Step 2. In Detail Page:

Click this button to

enter Detail Page.

1. The first two items are fine, so you first tick the “Approve”

checkbox for these two items.

2. Click this button to confirm the “Approval of the 2 items”.

Remember: DO NOT tick these

two checkboxes if you want to

further negotiate this item with

Vendor.



Step 3.

Step 4. In detail page again.

Click this button to return to

working queue.

1. Status changed

2. Two Approved; One Pending.

Click this

button again.

As a vendor, you don’t agree this new FOB that buyer proposed, so

you can change it directly.



After change the New FOB from 9.80 to 9.88, it’s better for buyer to type-in some remark in “Vendor Comment” to explain why buyer want such change.

After all the changes, click button “Save & Submit” to confirm the change (the counter-proposal).

Step 4.

Now vendor should be waiting buyer’s acknowledgement. Please also note that based on buyer’s change, buyer can also raise their counter-proposal. See below steps.

Vendor type-in remark/comment here for this item.

Click the

button.

The status changed to “Vendor Modified. Pending Buyer Ack”. That means every changes by vendor need buyer’s acknowledgement before this

change can be in effective.



Step 5. After few days, buyer replied. In vendor’s working queue:

Step 6. In Detail Page:

From this status, we know that Buyer has modified something (i.e. Buyer made counter proposal).

Click this button to view in details.

Buyer does not agree with Vendor. This is Buyer’s counter proposal (In Yellow

color).

Vendor can click this button to view Previous version of the PO

Change records.

This is what buyer

proposed in early time.



Step 7. So suppose vendor eventually agree with Buyer’s counter proposal, vendor can simple tick the ‘Approve’ checkbox to approve it:

Step 8. This POC is completed.

Now this POC is completed: 1. Actual POC# generated; 2. Has POC Completion Date.

1. Tick this box.

2. Click this button to

confirm the Approval.



Private Message Another way to communicate with buyer or other parties is via the Private Message: 1. In your working queue, enter the detail page of a POC Record. Click the link “Show Private Message”:

2.

Click this.

Select which party you want to leave message to.

Type the

message here.

Finally click this button to save and send this message.



3.

4. After buyer click the “Save Message”, the corresponding party (in this example, the Buyer & APLL

Officer) will receive an alert email, and the private message will be included in the “Message Body” of the alert email.

5. Of course when the corresponding party (in this example, the Buyer & APLL Officer) login and enter

the detail page of the particular POC, he/she can also see the message. 6. Please note that:

1) You can leave Private Message to other parties at any time you like, as long as the POC record is still in your working queue.

2) When you leave Private Message, the status will not change at all.



Part VII – How to Export POC to Excel In Working Queue, there is a button named “Excel”. You can use this button to export the POC to Excel.

Click this

button.

Click this.



Click this.

Click this.



Part VIII – How to Retrieve POC Records The Working Queue always contains the O/S POC records, i.e., POC Records not yet completed (No POC Completion Date). If you want to view POC Records that have been completed for while, you can use this function. Step 1.

Step 2.

Click this

link.

1. Enter some searching

criteria here.

2. Click this button.



Step 3.

Step 4. Details of the POC record will be shown. However, you can only view the record, but not modify it.

All POC Records that fulfill the Criteria will

be shown here.

Click this

button.

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