SFO Technologies Vendor Portal User Guide

Transcription

1 SFO Technologies Vendor Portal User Guide

2 Table of Contents 1. Vendor Portal Objective 2. Open Purchase Order report 3. Pending Receipt Status 4. Accounts Payable 5. Remittance Details 6. Forecast 7. Notes: 7.1 Quality Policy 7.2 Environmental policy 7.3 PMQR 7.4 SFO Escalation Matrix 7.5 Shipment Documentation Requirements 7.6 Precautions during Monsoon

3 1. VENDOR PORTAL OBJECTIVE Objective - Continuous improvement and commitment towards resolving open issues with Supply Chain Partners. Automate the communication between buyers and suppliers by providing realtime data on the portal. Provide a facility whereby the suppliers can promise the ship dates online, view the forecast information, advance information on quality/other holdups and view remittance information. Web Link to open the portal: User ID : Shall be provided separately Password : Shall be provided separately 2. OPEN PURCHASE ORDER REPORT The Open purchase order report provides the full list of Open Purchase orders released from SFO Technologies across all divisions in one sheet. This can be downloaded to excel using the export option. The data provided includes the Purchase order release date, Buyer Name, Purchase order quantity, received quantity, outstanding quantity, purchase unit rate, currency etc. In case of any discrepancy, or non receipt of PO, the supplier needs to take up with the concerned buyer. This report will be updated midnight every day IST 12:00 AM. The date and time of last upload will be displayed in the header of the open purchase order report. Expectation from Supplier The Supplier needs to Input Promise ship dates on the portal for all the open orders, which will be updated in the ERP after buyer approval the next day. This is mandatory within 48 hrs of receipt of PO. For this, the supplier needs to click on the open order report, and press the edit button at the right end of the line to enter re-promise dates, based on which the promise dates will be updated to ERP. In case of any further changes, vendor can use the same button to input the changed dates. The vendor delivery performance will be measured based on the promise dates updated in the portal. The vendor remarks column may be used to input remarks if required.

4 In case the vendor needs to promise multiple lines, promise date updation can also be done by mass upload. For this, the Supplier needs to Export the Open PO report in excel format, and Update the promise date in the excel ( in the repromised column ) and Vendor remarks, if any, and then upload the saved excel file back to portal using the upload function in the open PO module. Please note that the export and upload should happen on the same day. (Since portal data is refreshed every day AM IST ) Also, please take care to input the dates in the correct format and also avoid changing any other columns other than repromised date and Vendor remarks. Based on the Open Order Report the supplier is required to report discrepancies on a real time basis and work with buyer to reconcile and correct. Supplier should use only the SFO system PO and Price on the invoices to ensure the parts are accounted in the Ware House without any discrepancies. Manufacturing Part number, quality requirements, drawing and spec and shipment deliveries should be based on the PO and buyer written confirmation. 3. PENDING RECEIPT STATUS This report provides details of pending supplier Invoices which are to be financially accounted. This will provide clear visibility on the supplier invoices, rejection and pending for accounting due to documentation, quality or other discrepancies. Expectation from Supplier The Supplier is expected to view the report regularly and address the rejection clearance either through RMA or Credit Note process. The supplier also needs to inform and update the vendor Finance department to update AR statement on the rejection to avoid AP/AR issues. In case of any issues which have not been resolved after discussions between buyer and the supplier, escalate to SFO leaders / Managers in real time basis to have common agreed solution. Initial reconciliation need to be done by both sides to ensure we start with right information and have smooth communication ahead.

5 4. Accounts payable The Supplier can view the list of invoices with value booked in our system during a particular time period which can be selected using the calendar available on the screen. This report gives the Division name, Supplier Invoice number, Invoice value, currency code and the value of the accounted invoice. 5. Remittance Details This report provides the details of supplier payments effected during a particular time period, which can again be selected using the calendar available on the screen. With this screen, the division from which the payment has been effected, and the TT Reference number is available. On clicking the details Tab at the right hand side, the Invoice number, the amount paid against the respective invoice and the total amount is also available. Facility to export to Excel has been provided in this screen for future reference and reconciliation purposes. 6. Forecast This Screen can be used to download the list of parts which are locked to the vendor, with the buyer name, SPQ, MOQ, and Leadtime. This download can be used to view the next 9 months demand for the parts which are allocated to the specific vendor. The forecast file will be updated twice every month and the date of last refresh will be displayed in the header of the report. Expectation from Supplier The Quantity demand in each month is net of stock with SFO. But this is excluding the Open PO quantity with the Vendor. Hence if there is no open PO to cover a minimum of 3 months demand or Lead time of the part whichever is higher, revert to the buyer for the PO. Check the MOQ, SPQ and Leadtime of the parts and revert if there are any changes. This needs to be done as and when there is a major change or at least once every quarter. For updating this data, the supplier may fill up the new SPQ/MOQ/Leadtime in the downloaded file and send to the mail ID specified in the portal. SFO expects the supplier to supply in SPQ = MOQ.

6 Since this is new in house developed tool, we encourage to highlight the issues or improvements to enhance the tool to meet the objective. In case of any issues with the usage of vendor portal the below help desk will provide support: Phone: itsupport.sfo@nestgroup.net Or you may contact the below personnel in case of any further queries: Balakrishna Shenoy Phone: bala.shenoy@nestgroup.net Rajesh Menon Phone: rajesh.menon@nestgroup.net *************