JDSN Surcharge Tracking

Transcription

1 JDSN Surcharge Tracking JDSN Surcharge Tracking What is Surcharge Tracking? Surcharge Tracking is a web-based tool within JD Supply Network. It is intended to provide a common spread sheet template and process for submitting surcharge information to John Deere. Surcharges should be submitted monthly. A supplier can submit one spread sheet for a supplier number, Deere unit and month/year. Stored surcharge information may also be retrieved and downloaded from the Surcharge Tracking application. What is a Surcharge? A Surcharge is a portion of the total increase in the cost of the steel used by suppliers to make parts for Deere machines. It consists of the increased costs of the raw materials, used by the steel mill, in the production of steel and is shown on the invoice as a separate charge. Why do we Need Surcharge Tracking? Material cost pressures and availability over the past year have changed the short term pricing method for both Deere and our suppliers. As we go forward, it is extremely important that we know the impact of material cost changes at the part level to properly pay the supplier for any increased cost. Resulting surcharges need to be addressed in a timely manner. This information allows proper costing of our products and a more accurate forecast of material expense for future periods. We are implementing the JDSN Surcharge Tracking tool to give both Deere and our suppliers a more consistent method to submit material cost information. This tool will provide our suppliers a single, consistent method for submitting part level, detailed costs, as we go forward. We feel that by using a standard format, submitted electronically, we can obtain the information we need to provide timely payment to our suppliers. Who Uses JDSN Surcharge Tracking? John Deere suppliers that have a John Deere userid and have been authorized by a John Deere Supply Base Manager have access to the application. If a supplier needs access to the application, he/she should contact their John Deere Supply Base Manager. JD Supply Network Surcharge Tracking Deere User Page 1

2 JDSN Surcharge Tracking Deere User Roles Deere users are defined as one of three roles. Permissions assigned to your userid determine which role to which you are defined. The following table lists the Deere user roles and descriptions. Role Description Deere Employee A Deere employee whose userid is in the U90SMSUR RACF group. Has the ability to Submit Surcharges, Search Surcharges and review Disapproved & Error Surcharges. Surcharge Approver A Deere employee whose userid is in the U90SMSUR RACF group and in the Surcharge application database table. Has the ability to Submit Surcharges, Search Surcharges, Approve/Disapprove Surcharges and review Disapproved & Error Surcharges. Surcharge Administrator A Deere employee whose userid is in the U90SMSTA RACF group. Has the ability to Submit Surcharges, Search Surcharges, review Disapproved & Error Surcharges, as well as Maintain Supplier Access and Maintain Surcharge Approver access. Page 2 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

3 JDSN Surcharge Tracking Surcharge Tracking Overview Follow the steps listed below to complete a Surcharge Tracking spread sheet and submit it to John Deere. 1. Download a copy of the Surcharge Excel template found on the Surcharge Tracking home page and save it on your computer. 2. Open the Surcharge template to create a new Surcharge spread sheet. 3. Add the appropriate information to the Surcharge spread sheet. 4. Save the Surcharge spread sheet on your computer. 5. Start the Surcharge Tracking application. 6. Click the Submit Surcharge link. 7. Complete the Submit Surcharge required information. 8. Browse and find the spread sheet on your computer. 9. Click the submit button. The Surcharge Tracking application displays all part numbers listed in the spread sheet with required information or any part numbers with errors. Batch Processing When the spread sheet is submitted to the Surcharge Tracking system: The data is audited by the system overnight. If no errors are found, an notification is sent to the Deere Surcharge Approver to validate and approve or disapprove the surcharges. o If the surcharges are disapproved, the supplier will receive notification and may review the information on the Disapproved & Error Surcharges page. If errors are found, both the Surcharge Approver and the supplier are notified by and may review the errors on the Disapproved & Error Surcharges page. If changes or corrections to the data are needed, the supplier will have to correct the Excel spread sheet and resubmit using the Submit Surcharges link. To receive notification, suppliers must enter the correct contact person in the Supplier Profile application and designate Surcharge Coordinator as the business role. JD Supply Network Surcharge Tracking Deere User Page 3

4 JDSN Surcharge Tracking Setting Up Surcharge Contacts in Supplier Profile A Surcharge contact must be added to the JDSN Supplier Profile application before notifications can be sent to a supplier. Use the steps listed below to start Supplier Profile and designate a Surcharge contact for a supplier. 1. Display the JD Supply Network page. 2. Click on the Applications tab and click the Supplier Profile link. 3. Click the Supplier Profile Application link. 4. Type your Deere userid (i.e., hx32400) in the User Name box. 5. Click in the Password box and type your password. 6. Click the OK button. The Supplier Profile Main Menu page is displayed. 7. Click the Supplier Contacts link. 8. Enter a supplier number in the Supplier field to display a current list of supplier contacts. 9. Click the add contact button located at the bottom of the contact list. 10. Enter the contact name and information in the Contact Information fields. 11. Select Surcharge Coordinator from the list of Business Roles. 12. Select the appropriate Unit(s), or select All to include all Units in the list. 13. Click the save button. 14. Repeat these steps to include additional contacts. You may also edit a current contact and add Surcharge Coordinator as a Business Role. Page 4 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

5 JDSN Surcharge Tracking Starting Surcharge Tracking Use these steps to start the Surcharge Tracking application from the JD Supply Network page. 1. Display the JD Supply Network page. This page is located at 2. Position the mouse over the Business Processes tab and click on the Strategic Sourcing link on the mouse-over menu. You can also click the Business Processes tab to display a page listing the mouse-over menu options. 3. Click the Surcharge Tracking link in the Process Tools list to display the application's mini home page. 4. Click the Web Application link to display the Sign In page. 5. Type your userid (i.e., ou12345) in the User Name box. 6. Click in the Password box and type your password. 7. Click the submit button. JD Supply Network Surcharge Tracking Deere User Page 5

6 JDSN Surcharge Tracking Supplier Surcharge Navigation Main Menu The Main Menu includes links to the application functions as well as links to documents and templates designed to provide additional information and assistance when using the Surcharge Tracking application. Submit Surcharges This link enables a supplier to upload a Surcharge Excel spread sheet to John Deere. Search Surcharges This link allows you to search for and/or download surcharge information submitted for a company by reference date, unit and/or part number. Approve Surcharges Work Queue (Surcharge Approvers) Surcharge Approvers or Surcharge Administrators may use this link to approve or disapprove the surcharges submitted by a supplier for a given unit. Disapproved & Error Surcharges This link allows you to review the disapproved or invalid surcharges by month, year and unit. Maintain Supplier Access (Surcharge Administrators) Surcharge Administrators may use this link to authorize a supplier to use the Surcharge application. Maintain Deere Approvers (Surcharge Administrators) Surcharge Administrators may use this link to authorize a Deere User to approve the surcharges by unit and supplier. Surcharge Reports This link provides access to various business and administrative reports regarding Surcharges. Surcharge Tracking Documents and Templates This link provides access to the Surcharge Tracking Excel spread sheet and information about using it. Page 6 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

7 JDSN Surcharge Tracking Supplier Surcharge Navigation continued Maintain and Validate Surcharge Percentage This link allows you to maintain Surcharge Percentage when surcharges are set by a percentage for all of the parts sourced from the supplier. It also allows you to validate the actual surcharge percentages. Setting Standard Surcharge Amount This link allows you to set next fiscal year Standard Surcharge Amount. Main Menu Drop-Down The main menu is available from any page using the Main Menu drop-down. Click the Main Menu drop-down and select one of the options to display the desired page. Help Information Application-specific help links are available in the toolbar at the top of the page. Contact Us Link Click the contact us link to display the JDSupply@johndeere.com link and form. Either may be used to submit your questions or comments. Help Link Click the help link to display Help information pertinent to the Surcharge Tracking application. Click the FAQ tab to display frequently asked questions about the application. Click the Glossary tab to display terms used in the application. Click the tabs at the top of the help window to switch between the FAQ, Glossary and Contact Us pages. JD Supply Network Surcharge Tracking Deere User Page 7

8 JDSN Surcharge Tracking Screen Prompts, Informational Messages and Error Messages Screen prompts and informational messages are displayed at the top of the page in red. Check the red message line for information about the current page. Click the message number link to display specific information about the message. Click the Close button to close the Help window for the message. Error messages appear as a dialog box Click the OK button to close the error message dialog box. Printing Choose File - Print from the menu or click the Print button in the Browser toolbar to print any of the pages displayed from the application. Page 8 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

9 Using the Surcharge Tracking Spreadsheet Using the Surcharge Tracking Spreadsheet Downloading the Supplier Surcharge Excel Template Use the steps listed below to download a copy of the Supplier Surcharge Excel template. 1. Display the Surcharge Tracking home page and click the link Surcharge Tracking Documents and Templates. 2. Click the Surcharge Tracking Documents and Templates for Deere Employees link. 3. Do one of the following to save a copy of the file to your computer: Right-click the Deere Surcharge Excel Template link. Click the Save Target As option and save the file on your computer. Click the Deere Surcharge Excel Template link to open the template in Excel. Choose File Save as and save the template where you can find it on your computer. Save the file with Microsoft Office Excel Workbook (.xls) as the Save as type. JD Supply Network Surcharge Tracking Deere User Page 9

10 Using the Surcharge Tracking Spreadsheet Opening the Supplier Surcharge Excel Template Once the Surcharge Excel template is downloaded to your computer, use the following steps to open and save the file with a new name. 1. Start Microsoft Excel. It is not necessary to have the Surcharge Tracking application started or to be connected to JD Supply Network to complete the spread sheet. 2. Open the Supplier Surcharge spread sheet. 3. Choose File Save as from the Excel menu. 4. Save the file with the appropriate name. 5. Verify the file is being saved with a.xls extension. 6. Click the Save button. File Naming Recommendation A supplier can submit one spread sheet for a supplier number, Deere unit and month/year. File names are not transmitted to Deere when submitted. For organization purposes and to help you identify your spread sheets, you may wish to use the following naming convention: Deere_Unit month_year surcharge.xls (Harvester Mar2005 surcharge.xls) Page 10 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

11 Using the Surcharge Tracking Spreadsheet Completing the Surcharge Spreadsheet You may type or copy and paste information directly into the spread sheet, below the column headings. Do not change the spread sheet formatting or the information will not upload correctly. The yellow column headings indicate required information. You must provide data in those columns for each row of information entered to successfully upload your spreadsheet. Hold the mouse over the column headings to display a comment with a brief explanation of the column. Also check the Upload Info spread sheet tab for column headings and detailed descriptions. Copy/Paste Information into the Surcharge Spreadsheet Use the following steps to copy and paste information into the surcharge spread sheet without changing the spread sheet formatting. 1. Open a copy of the surcharge spread sheet. 2. Open the file that contains the data you wish to copy. 3. Select and copy the data you wish to include in the surcharge spread sheet. The original data that is copied should be in the exact order as the columns in the surcharge spread sheet. 4. Display the surcharge spread sheet and click on cell A2. 5. Click on the Edit menu and select Paste Special to display the Paste Special dialog box. 6. Click the Values radio button. 7. Click the OK button to paste the data. Using Edit/Paste Special/Values allows you to paste the data without changing the spread sheet formatting. JD Supply Network Surcharge Tracking Deere User Page 11

12 Using the Surcharge Tracking Spreadsheet Verifying Surcharge Spreadsheet Information When the Surcharge spread sheet is submitted to John Deere, the Surcharge Tracking application verifies the completeness of the data. To avoid errors when submitting a Surcharge spread sheet, check for the following: All required columns must contain information for each row of data. Required columns are designated by the yellow column headings. Required columns are designated by the yellow column headings. A file will not be uploaded if the file only contains the column headings. The first row of information in the spread sheet must be the column headings. The second row of information in the spread sheet must be the first part number. Each column must be formatted exactly as designated in the original Supplier Surcharge spread sheet. Each column has a designated number of characters that may be entered. Data that extends beyond the character limit will be truncated when uploaded to the Surcharge Tracking application. (Check the Field Length column in the surcharge spread sheet Columns table that appears later in this manual.) Rows of information must be continuous. When a blank row is encountered the Surcharge Tracking application assumes it has reached the end of the spread sheet. When saved, the Excel file's size must be under 2 MB (2,000,000 bytes). If a file's size is larger than 2 MB, please contact your Supply Base Manager. Note: You may add up to approximately 6000 rows of data and keep the file size below 2 MB. This is just a guideline and file size results will vary. Page 12 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

13 Using the Surcharge Tracking Spreadsheet Submitting Surcharge Data for Assemblies Definitions Assembly part number this is the John Deere part number that the Deere unit is purchasing. This value is entered in the Deere Part Number field on the template (D). Component part numbers or descriptions these are the supplier identifiers for the manufactured or purchased parts that make up the assembly part number. These only need to be specified if they have associated surcharges. This value is entered in the Component number or description of component field on the template (F). When submitting surcharge information for assembly parts, please follow these rules: Assemblies listed more than once on a spread sheet, for different ship dates, for example, must have the same component structure. Each component part number or description must be unique within the assembly. The component part number or description field should only be filled in when dealing with an assembly. The assembly number and assembly quantity shipped should be repeated for each component part number. The component quantity is the number of that component that is used in one assembly number. A top level assembly, or header row, for a John Deere part number should not be included as a separate row. The surcharge for the assembly part number will be calculated by totaling the individual component surcharges and dividing by the quantity of Deere assembly part number shipped. If component surcharge detail is not available, then submit a single entry for the assembly number. Check the examples on the following page. JD Supply Network Surcharge Tracking Deere User Page 13

14 Using the Surcharge Tracking Spreadsheet Submitting Surcharge Data for Assemblies continued Incorrect Example Do not include a header row (these rows would be interpreted as simple parts). Qty Shipped (pcs) must show shipped quantity of the JD part number (ie. 2) for each row. Correct Example For complicated listings, suppliers are instructed to contact their John Deere Supply Base Manager. Page 14 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

15 Using the Surcharge Tracking Spreadsheet Excel Tips Keep the following Excel tips in mind when using the Surcharge spread sheet: If you wish to copy the same date to multiple cells in a column without incrementing the date, right-click on the cell s Auto Fill handle and drag over the desired number of cells. A menu appears when you release the mouse. Select Copy Cells from the menu. OR Select the cell that contains the date you wish to copy, click on the Edit menu and select Copy. Highlight the cells to which you wish to copy the date, click on the Edit menu and select Paste. To check an Excel file's size while the file is open, click the File menu and select Properties. The file size information is found on the General tab. JD Supply Network Surcharge Tracking Deere User Page 15

16 Using the Surcharge Tracking Spreadsheet Surcharge Spreadsheet Columns The following table provides a description of information requested for each of the columns in the spread sheet template. Column Heading Required Description Field Length Invoice Number Invoice number (for shpqty) N Supplier's Invoice Number issued to recover material increases and surcharges for the Quantity Shipped of a Deere Part Number to Deere Unit Code. (surcharge invoice). N Supplier s Invoice Number issued for Quantity Shipped of a Deere Part Number to Deere Unit (basic Part/assy invoice) Ship Date N Date for Quantity Shipped of Deere Part Number Sample: Typing Dec 2004 = Deere Part Number Y Deere Part Number, Assembly, or Simple Part ordered by purchase order (PO). 18 Quantity Shipped (pcs) Y Quantity of the Deere Part Number shipped. 7 Component Number or description of Component Component Qty Component UOM Material Gross Wt (lbs) Net Wgt of Part (lbs) N Use for assembly parts. Simple or component part number, or a unique description if no Deere Part Number exists for the components used to make the Deere assembly being shipped. N Use for assembly parts. Number of pieces (pc), weight (lbs) or length (ft) of the component that goes into the assembly. N Use for assembly parts. Unit of Measure for the component part (pc, lbs, ft). N Gross weight for the material to produce Deere part or component. This field is not required if Net Weight is provided. N Finished weight of Deere part or component. This field is not required if Gross Weight is provided Supplier Steel Source Deere Steel Grade N Steel Mill or Warehouse selling to the Supplier. 20 N John Deere Material Number (Steel Grade). 10 Page 16 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

17 Using the Surcharge Tracking Spreadsheet Surcharge Spreadsheet Columns continued Column Heading Required Description Field Length Supplier Steel Spec or Description N Supplier's dimensions, chemistry, and description (Needed until/unless material characteristics associated with part or assembly number are provided separately). 25 Base Material Price per lb Base Material Date N Price per lb of steel at time last quote was negotiated N Date last quote was negotiated. 8 New Material Price per lb N Price per lb of steel used to produce the quantity shipped of the Deere part or assembly Extended Premium per Qty Shipped Surcharge per lb N Additional cost not covered by New material Price N Additional cost not covered by New material Price Extended Surcharge N Sample: = Qty Shipped * Surcharge per lb * (Material Gross Weight OR Material Net Weight; as negotiated) Scrap Rebate per lb above Base scrap rebate N Sample: = New Scrap Price - Base Scrap Price established in conjunction with base quote Scrap Rebate Percent N If Gross and Net weight are not available, then supplier's estimate for the amount of scrap generated from manufacturing process. 7.4 Extended Scrap Rebate N Sample: Formula 1 = Qty Shipped * (Gross Weight- Net Weight) * Scrap Rebate per lb Formula 2 = Qty Shipped * (Gross Weight *Scrap Rebate Percent) * Scrap Rebate per lb. Total Monthly Charge Y Sample: = Extended Premium + (Extended Surcharge - Extended Scrap Rebate) Data that extends beyond the character limit, listed in the Field Length column above, will be truncated when it is uploaded to the Surcharge Tracking application. JD Supply Network Surcharge Tracking Deere User Page 17

18 Using the Surcharge Tracking Application Submitting a Surcharge Spreadsheet Use the steps listed below to submit a completed Surcharge spread sheet. 1. Start the Surcharge Tracking application. 2. Click Submit Surcharges to display the Submit Surcharges page. If there are multiple Supplier Numbers associated with your userid, you will be able to select the appropriate Supplier Number. 3. Select the Unit for which you are submitting the Surcharge spread sheet. 4. Select the appropriate Currency. 5. Select the appropriate month and year in the Surcharge Month/Year field. 6. Select the appropriate Weight option. 7. Click the Browse button and locate the Surcharge spread sheet that you wish to submit. Page 18 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

19 Submitting a Surcharge Spreadsheet continued 8. Click the Open button to return the spread sheet information to the Surcharge Tracking application. 9. Click the submit button to upload the file to Surcharge application. JD Supply Network Surcharge Tracking Deere User Page 19

20 Submitting a Surcharge Spreadsheet continued File Successfully Uploaded No Errors 10. If the file is successfully uploaded, the rows of surcharge information display on the screen. No further action is needed. The application displays 500 rows per page. A next button appears if the data extends beyond 500 rows. Click the next button if you wish to view the next 500 rows of information. If the reject button is selected, the entire file contents are not uploaded to the John Deere server. Click the reject button if you wish to cancel the upload. 11. Choose one of the options from the Main Menu drop-down list or exit the application when finished. Submitted surcharge information is audited in an over night batch process. If no errors are found, an notification is sent to the Surcharge Approver to validate and approve or disapprove the surcharges. If errors are found, both the Surcharge Approver and the supplier are notified by and may review the errors on the Disapproved & Error Surcharges page. Page 20 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

21 Submitting a Surcharge Spreadsheet continued File Contains Errors 10. If the file contains errors during upload, an error message appears and columns that contain errors are highlighted in red. Errors must be corrected before the file can be uploaded successfully. 11. Correct errors in the Supplier Surcharge spread sheet. 12. Save the spread sheet. 13. Repeat steps Rejecting Surcharge Data If the reject button is selected, the submitted Surcharge information is canceled and is not loaded into the Surcharge Tracking application. JD Supply Network Surcharge Tracking Deere User Page 21

22 Replacing Surcharge Data When a supplier uploads a spread sheet, the Surcharge Tracking application checks to see if the supplier has submitted a spread sheet for the same supplier number, Deere Unit, month and year. If a match is found, the user has the option to replace the existing information. Surcharge information can only be replaced if it has not been validated by the Surcharge Approver. Use the steps listed below to replace existing Surcharge information for a Deere Unit, month and year. 1. Start the Surcharge Tracking application. 2. Click Submit Surcharges to display the Submit Surcharges page. 3. Enter a supplier number in the Supplier field. 4. Select the Unit for which you are submitting the Surcharge spread sheet. 5. Select the appropriate Currency. 6. Select the appropriate month and year in the Surcharge Month/Year field. 7. Select the appropriate Weight option. 8. Click the Browse button and locate the Surcharge spread sheet that you wish to submit. Page 22 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

23 Replacing Surcharge Data continued 9. Click the Open button to return the spread sheet information to the Surcharge Tracking application. 10. Click the submit button to upload the file to John Deere. 11. A message appears indicating that the information has already been submitted. Click the replace button to replace the previous version with the new information. 12. Click OK to confirm that you wish to replace the previously submitted information. If the new file has audit errors, the old information is not deleted until the new file is corrected and resubmitted. Click the cancel button to go back to the main menu screen without saving any changes. JD Supply Network Surcharge Tracking Deere User Page 23

24 Searching for Surcharge Information Users can search for surcharge information that has been submitted for the current and/or one prior year. Use the steps listed below to search for surcharge information. 1. Click the Search Surcharges link on the Main Menu or select it from the Select a page drop down list. 2. Enter a Supplier number. 3. Select the desired Unit. 4. If desired, select an option from the Status menu. Check the table that follows for descriptions of the options. 5. If desired, enter a Deere Part Number. Option Description Audited Surcharge data that has been through the nightly batch audit and no errors were found. Bypassed Surcharge data with Soft Errors that were bypassed by the Surcharge Approver. Invalid Error Surcharge data with Soft Errors. Invalid Hard Error Surcharge data with Hard Errors. This data must be corrected and resubmitted. Submitted Surcharge data that has been submitted to the Surcharge system, but has not yet been audited. Approved Surcharge data that has passed through the audit system and has been approved by the Surcharge Approver. Page 24 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

25 Searching for Surcharge Information continued 6. If desired, enter a Deere Part Number. 7. Enter the date range for the information you wish to retrieve in the Surcharge Month/Year field. 8. Click the retrieve button to display the search results. The screen displays the first 500 rows of information. If the data extends beyond 500 rows, you must download the information to Excel to see all of the data. JD Supply Network Surcharge Tracking Deere User Page 25

26 Searching for Surcharge Information continued Downloading Search Results Use the steps listed below to download search results to Excel. 1. Complete the desired search to display the search results. 2. Click the download button to display the File Download dialog box. 3. Click the Open button. 4. When the download is complete, Excel opens and the data displays in a new spread sheet. 5. Save the file as a Microsoft Office Excel Workbook (.xls). Page 26 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

27 Approve Surcharges Work Queue The Approve Surcharges Work Queue lists the surcharge information that has been submitted by suppliers and needs to be reviewed, approved or disapproved by the designated Deere Surcharge Approver. After a supplier s data is audited by the system and no errors are found, the Surcharge Approver receives notification that data is ready for review. Reviewing Surcharge Data Use the steps listed below to review surcharge data. 1. Click the Approve Surcharges Work Queue link on the Main Menu to display a list of Surcharge data that has been submitted for approval. A list of Surcharge data that has been disapproved also displays. 2. Do one of the following to review the surcharge data. Click the Edit button to display the spread sheet detail and review the data on the screen. Click the Download button to download the data to Excel. See the Download Search Results section of this manual for instructions on downloading. JD Supply Network Surcharge Tracking Deere User Page 27

28 Approve Surcharges Work Queue continued Approving Surcharge Data After reviewing the surcharge data, use the steps listed below if you wish to approve it. 1. Click the Approve Surcharges Work Queue link on the Main Menu to display a list of Surcharge data that has been submitted for approval. 2. Select the checkbox for the spread sheet you wish to approve. 3. Click the approve button. Click the Edit button to review the spread sheet detail or click the Download link to download the information to Excel. See the Download Search Results section of this manual for instructions on downloading. Once you approve surcharge information, you may not disapprove it. Page 28 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

29 Approve Surcharges Work Queue continued Disapproving Surcharge Data You may disapprove surcharge data only at the line item level. Information must be provided in the Comments field for each disapproved line item. Disapproved surcharge information may be changed to approved at a later time. Use the steps listed below to disapprove Surcharge data. 1. Click the Approve Surcharges Work Queue link on the Main Menu to display a list of Surcharge data that has been submitted for approval. 2. Click the Edit button for the data you wish to disapprove. A detail page displays the individual line items. 3. Click the Disapprove checkbox for the item(s) you wish to disapprove. 4. Type a reason for disapproval and any other comments in the Comments field for each disapproved line item. Comments are required for each disapproved line item. Please be as thorough as possible when adding comments. Suppliers will view the comments when reviewing their disapproved surcharges. JD Supply Network Surcharge Tracking Deere User Page 29

30 Approve Surcharges Work Queue continued Disapproving Surcharge Data continued 5. Click the save button. The surcharge information is removed from the Approved Surcharges Work Queue list and is added to the Disapprove Surcharges Work Queue list. notification is sent to the supplier when surcharge data is disapproved. A follow-up phone call with the supplier may be required to resolve the disapproved data. Disapproved items remain in the Disapproved Surcharges Work Queue until resolved. The options for resolving disapproved items are: The supplier changes the data and resubmits the spreadsheet. or The Surcharge Approver removes the disapproval. Page 30 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

31 Approve Surcharges Work Queue continued Changing Disapproved Data to Approved Use the steps listed below to change Disapproved data to Approved. 1. Click the Approve Surcharges Work Queue link on the Main Menu to display the list of Disapproved surcharge data. 2. Click the Edit button for the data you wish to change to display the detail page. 3. Deselect the Disapprove checkbox(s) for each line that was disapproved. 4. Update the information in the Comments field. 5. Click the save button to remove the information from the Disapproved Surcharges Work Queue list and return it to the Approve Surcharges Work Queue list. 6. Locate the data in the Approve Surcharges Work Queue list and select the Approve checkbox. JD Supply Network Surcharge Tracking Deere User Page 31

32 Approve Surcharges Work Queue continued Changing Disapproved Data to Approved cont. 7. Click the approve button. Once you approve surcharge information, you may not disapprove it. Page 32 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

33 Reviewing Disapproved & Error Surcharge Data Surcharge data that is disapproved or produces errors during the over-night audit may be reviewed on the Disapproved & Error Surcharges page. When the data is disapproved or produces errors, notification is sent by to the supplier and the Surcharge Approver. The message includes a link to the page or you may start the Surcharge application to access this information. Surcharge Approvers have the option of bypassing soft errors, but if the spread sheet contains at least one hard error, it must be corrected and resubmitted by the supplier. Use the steps listed below to review Disapproved & Error Surcharges. 1. Start the Surcharge application. 2. Click the Disapproved & Error Surcharges link on the Main Menu to display a current list of disapproved and/or error surcharges. 3. Click the View Details button to view the data. Check the illustration on the next page. Click the Download link to download the information to Excel. JD Supply Network Surcharge Tracking Deere User Page 33

34 Reviewing Disapproved & Error Surcharge Data cont. Line items that show Error with a red bullet in the Status field indicate hard errors. Errors without the red bullet are soft errors. Spread sheets that contain at least one hard error must be corrected and resubmitted by the supplier. Surcharge approvers have the option of bypassing soft errors. The detail page displays the first 500 rows of data. If more than 500 rows exist, use the download button to download the information to Excel to review all of the records. To search for a part number on the detail pages, click the Edit menu and choose Find (on This Page) from the menu to display the Find dialog box. Type the part number in the Find what field and click the Find Next button. A list of error messages and their descriptions is provided in the table on the next page. Page 34 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

35 Reviewing Disapproved & Error Surcharge Data cont. Error Messages Error Message Description COMPONENT UNIT OF MEASURE ERROR (Soft Error) SHIP QUANTITY ERROR, CAN NOT BE ZERO (Soft Error) TOTAL SURCHARGE CALCULATION ERROR (Hard Error cannot bypass) PART NUMBER NOT FOUND ON WISE DATABASE (Soft Error) PART END-DATE OLDER THAN 180 DAYS (Soft Error) UNIT DOES NOT USE PART ON WISE (Hard Error cannot bypass) UNIT USE OF PART ON WISE END DATED (Soft Error) A component input record had an invalid unit of measure. The ship quantity on a record cannot be zero unless the surcharge value is also zero. The program tries to validate the data elements that are used in the TOT_SRCHRG value on the input. The TOT-SRCHRG value should be equal to the EXTND- SRCHRG + EXTND_PREM EXTND_SCRAP_RBTE. This error also appears when the TOT_SRCHRG and the EXTND_SRCHRG is zero and the QTY_SHPD value is not zero on an assembly record. If the record is a component record, the QTY_SHPD can have a non-zero value when the TOT_SRCHRG is zero. The part number was not found on the WISE database. First look for the part on the WISE_PART db2 table, if not found then look at the WISE_INCOMPLTE_PRT db2 table. The part is end-dated more than 180 days ago on the WISE system. The end-date from WISE will follow the error message. The part is on the WISE system but it does show the input unit is using the part. The unit value is displayed following the error message. The part is on the WISE system and the DEERE unit used the part at one time but now the relationship has been end-dated more than 180 days in the past. The end-date from WISE will follow the error message. JD Supply Network Surcharge Tracking Deere User Page 35

36 Error Notifications by When Surcharge information is submitted to the system it is audited for errors in an overnight batch process. If errors are found, the supplier and the Surcharge Approver are notified by and directed to review the information on the Disapproved and Invalid Surcharges page. Correcting Data Data with hard errors must be corrected and resubmitted. The supplier will need to update the information using the Excel Surcharge template and resubmit it. Resubmitting the data will replace the data originally submitted to the Surcharge application. Review the Replacing Surcharge Data section of this manual for instructions. Bypassing Errors Surcharge data that has been audited by the system and is returned with errors appears on the Disapproved & Error Surcharges page. Spread sheets that contain any hard errors must be corrected and resubmitted. If spread sheets contain only soft errors, Surcharge Approvers may choose to bypass them. Use the steps listed below to bypass soft errors. 1. Start the Surcharge application. 2. Click the Disapproved & Error Surcharges link on the Main Menu to display a current list of disapproved and/or error surcharges. 3. Click the View Details button to view the data. 4. Click the bypass errors button. When errors are bypassed, the surcharge information is moved to the Approve Surcharges Work Queue and Surcharge Approvers may approve the data. Page 36 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

37 Maintain and Validate Surcharge Percentage By the tenth of each month, Surcharge Approvers are asked to validate the monthly surcharge percentage that will be used to calculate the surcharge amounts for the suppliers for which they are responsible. An reminder is sent to Surcharge Approvers, days prior to the 10 th of each month, asking them to validate the percentage that will be used during the month for a supplier and unit. Four days prior to the 10 th of each month a second reminder is sent to Surcharge Approvers as well as Division Coordinators. Validating Surcharge Percentage Use the steps listed below to validate surcharge percentages for a supplier. 1. Click the Maintain and Validate Surcharge Percentage link on the main menu. 2. Select a supplier from the Supplier drop-down list. You will only see the suppliers for which you are responsible. Percent suppliers are listed with the word Percent following the supplier name. 3. Select a Surcharge Type. Surcharge Type Description Actual The current negotiated percentage amount. Standard This option is only available during the 1 July through 31 October standard cost setting period. Use this type if you need to set a renegotiated percentage amount. Default (Currently used by Legacy units only). This percentage amount is used to calculate the surcharge amount when new parts are added for the supplier. JD Supply Network Surcharge Tracking Deere User Page 37

38 Maintain and Validate Surcharge Percentage continued Validating Surcharge Percentage continued 4. Click the retrieve button to display a list of surcharge amounts by unit. 5. Click the checkbox(es) for the percentage amounts you wish to validate or click the Select All checkbox to validate all items in the list. 6. Click the validate button. The person who validates the amount and the date validated are updated in the Last Validated By and Last Validated Date fields. Editing Percentage Amount Use the steps listed below if you wish to change the surcharge percentage for a supplier. 1. Use previous steps to display the current percentage amounts for a supplier. 2. Click the Supplier link to display the Add Surcharge Percentages page. Page 38 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

39 Maintain and Validate Surcharge Percentage cont. Editing Percentage Amount continued 3. Select the desired unit(s) in the Unit field. Use control-click to select multiple units. 4. Type the appropriate amount in the Surcharge Percentage field. 5. Type or select the Effective Start Date. Click the date navigation button to display a calendar if you wish to select the date. The date may not be prior to the current date. If you wish to show a future percentage date, you may only list one future percentage date for a unit/supplier combination. 6. Click the update button. A history list is created when items are edited. The person who modified the item and the date are updated in the Last Modified By and Last Modified Date fields. Updating a percentage automatically end-dates the previously selected percentage. JD Supply Network Surcharge Tracking Deere User Page 39

40 Maintain and Validate Surcharge Percentage cont. Deleting Percentage Amount You may delete percentage amounts if they have never been applied to the part cost. Use the steps listed below to delete a percentage amount. 1. Use the steps listed previously to edit the percentage for a supplier and display the Add Surcharge Percentages page. 2. In the history list, select the checkbox(es) for the percentage amounts you wish to delete. 3. Click the delete button. Page 40 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

41 Setting Standard Surcharge Amount The Setting Standard Surcharge Amount link is used to set the standard Surcharge amount for a supplier, unit and part number for the fiscal year. This option is only available during the standard cost-setting time period from 1 July through 31 October. If an actual surcharge amount was used for the previous fiscal year, Surcharge Approvers are asked to validate that amount for the next fiscal year or change the amount as needed. Use the steps listed below to set the standard Surcharge amount for a supplier, unit and part number. 1. Click the Setting Standard Surcharge Amount link on the main menu. 2. Select a supplier from the Supplier drop-down list. 3. Select the desired unit. The Supplier field will only show suppliers for which you have approval authority. The Unit field list is populated based on the selected supplier. 4. Enter a part number in the Deere Part No. field, or leave the field blank if you wish to see a list of all parts for the supplier. 5. Select the desired option in the Select Parts With field. Select Parts With Description No Actual Surcharge Received Actual Surcharge Amount Indicates a surcharge amount on record, but no actual invoice for that amount has been received. The surcharge amount that has been invoiced. 6. Click the retrieve button. JD Supply Network Surcharge Tracking Deere User Page 41

42 Setting Standard Surcharge Amount continued Example: Non-Percent Supplier, No Actual Surcharge Received If an actual surcharge was not invoiced for a supplier, the previous fiscal year surcharge amount appears in the Actual Surcharge OR Previous Fiscal Year Amount field, and no date is listed in the Actual Surcharge Month/Year field. The Standard Surcharge Amount fields are set to zero and highlighted in red. You may enter the correct amounts and click the save button. Zero is a valid surcharge amount if there will be no surcharges for the part. Click the reset button to abandon your changes and return to the default values. Page 42 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

43 Setting Standard Surcharge Amount continued Example: Non-Percent Supplier, Actual Surcharge Received, Surcharge Amount Modified If actual surcharge amounts were invoiced, the Actual Surcharge Month/Year field lists the date for that surcharge amount. You may edit the amounts in the Standard Surcharge Amount fields. When saved, the Last Modified By and Last Modified Date fields reflect the person who modified the data and the date it was modified. If the Standard Surcharge Amount for a part has been modified and you wish to return to the Actual Surcharge Amount, click the checkbox in the Reset to Actual Surcharge Amount field and click the save & continue button. Previous and next buttons appear if the part number list continues to another page. This allows you to review items on the previous or next pages. Click the save & continue button to save your changes and continue to the next page. JD Supply Network Surcharge Tracking Deere User Page 43

44 Setting Standard Surcharge Amount continued Surcharge Review Confirmation Once the surcharge amounts for the supplier have been reviewed for setting standard cost, click the yes button to register confirmation. The Reviewed By and Reviewed Date fields are updated with person who reviewed the data and the date it was reviewed. This is simply a confirmation indicator and is used in certain Webi reports. Example: Percent Supplier You may view Standard Surcharge Amounts for percent suppliers using the Setting Standard Surcharge Amount link, but you may not modify the amounts. Use the Maintain and Validate Surcharge Percentage link to modify percent supplier amounts. Page 44 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

45 Setting Standard Surcharge Amount continued Update New Parts You may add or update new parts using the update new parts button on the Setting Standard Surcharge Amount page. Use the steps listed below to add a new part. 1. Display the Setting Standard Surcharge Amount page. 2. Click the update new parts button. 3. Select the appropriate unit from the Unit drop-down list. 4. Click the retrieve button to display the Add Part and Upload Parts tables. JD Supply Network Surcharge Tracking Deere User Page 45

46 Setting Standard Surcharge Amount continued Update New Parts continued Add a Single Part 5. In the Add Part table, enter the supplier number in the Supplier field. 6. Type the part number in the Deere Part No field. 7. Type the appropriate surcharge amount in the Standard Surcharge Amount field. 8. Click the add button. The part is added to the part list displayed below the Upload Parts table. Upload Parts If you have several parts and do not wish to add them individually, you may list them in the upload parts Excel template and upload the Excel file. 5. In the Upload Parts table, click the template.xls link to display the File Download dialog box. Page 46 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

47 Setting Standard Surcharge Amount continued Update New Parts continued Upload Parts 6. Click the Open button to open Excel and display the Update Parts template. 7. Provide the Deere Supplier Number, Deere Part Number and Standard Surcharge Amount for each part you wish to add. 8. Save and close the file. 9. Click the Browse button in the Upload Parts table to display the Choose File dialog box. JD Supply Network Surcharge Tracking Deere User Page 47

48 Setting Standard Surcharge Amount continued Update New Parts continued Upload Parts 10. Navigate to the Excel file that you saved and select it. 11. Click the Open button. The file name and path are added to the Upload Parts field. 12. Click the add button. A List of Parts added for the selected unit is displayed below the Upload Parts table. Page 48 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

49 Setting Standard Surcharge Amount continued Update New Parts continued Deleting Parts You may delete parts that were added using the Surcharge Tracking application. Use the steps listed below to delete parts from the List of Parts. 1. Display the Setting Standard Surcharge Amount page. 2. Click the update new parts button. 3. Select the appropriate unit from the Unit drop-down list. 4. Click the retrieve button. The List of Parts displays below the Upload Parts table. 5. Click the checkbox in the Delete column for each part you wish to delete, or click the Delete checkbox in the column heading to select all items in the list. 6. Click the delete button. JD Supply Network Surcharge Tracking Deere User Page 49

50 Maintain Supplier Access Surcharge Administrators may use the Maintain Supplier Access link to add or delete suppliers for access to the Surcharge application. They may also verify that a supplier has access or obtain a complete list of surcharge suppliers. Verify Supplier Access Use the steps listed below to verify that a supplier is authorized to use the Surcharge application. 1. Click the Maintain Supplier Access link on the Main Menu to display the Maintain Supplier Access page. 2. Enter the supplier number in the Supplier field. 3. Click the retrieve button. Suppliers with access will appear in the List of Surcharge Suppliers. An error message appears if a supplier is not authorized. Page 50 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

51 Maintain Supplier Access continued Obtain Complete List of Surcharge Suppliers Use the steps listed below to obtain a complete list of Surcharge suppliers Click the Maintain Supplier Access link on the Main Menu to display the Maintain Supplier Access page. 2. Leave the Supplier field blank. 3. Click the retrieve button to display the List of Surcharge Suppliers. Adding Suppliers Use the steps listed below to add suppliers. 1. Click the Maintain Supplier Access link on the Main Menu to display the Maintain Supplier Access page. 2. Enter the supplier number in the Supplier field under Add Supplier. 3. Click the add button. The supplier is added to the List of Surcharge Suppliers and the Update successful message appears in the red message line. JD Supply Network Surcharge Tracking Deere User Page 51

52 Maintain Supplier Access continued Deleting Suppliers Use the steps listed below to delete suppliers. 1. Click the Maintain Supplier Access link on the Main Menu to display the Maintain Supplier Access page. 2. Enter the supplier number in the Supplier field. 3. Click the retrieve button to display the List of Surcharge Suppliers. 4. In the Select column, click the checkbox for the supplier you wish to delete. 5. Click the delete button. 6. Click OK in the resulting dialog box to confirm the deletion. Delete successful appears in the red message line. Page 52 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

53 Maintain Surcharge Approvers Surcharge Administrators may use the Maintain Supplier Approvers link to add or delete Surcharge Approvers for the Surcharge application. They may also use it see a list of Surcharge Approvers by Supplier, Deere Userid or Supplier. List of Surcharge Approvers by Supplier, Userid or Unit Use the steps listed below to see a list of Surcharge Approvers by Supplier, Deere Userid or Supplier. 1. Click the Maintain Surcharge Approvers link on the Main Menu. 2. If desired, enter a supplier number in the Supplier field. 3. If desired, enter a Deere Userid. 4. If desired, select a unit from the Unit drop-down list. 5. Click the retrieve button. Leave the fields blank to see a complete list of Surcharge Approvers for all Units and Suppliers. JD Supply Network Surcharge Tracking Deere User Page 53

54 Maintain Surcharge Approvers continued Adding Surcharge Approvers Use the steps listed below to add Surcharge Approvers. 1. Display the Maintain Surcharge Approvers page. 2. Enter the Surcharge Approver s userid in the Deere Userid field. 3. Enter a supplier number in the Supplier Number field. 4. Select the appropriate unit(s) from the Unit list. Use control-click to select multiple units. 5. Select the desired Notification option. Surcharge Approvers may choose to receive or not receive notification messages. If No is selected the Surcharge Approver WILL NOT receive any notifications generated by the Surcharge Tracking application. Deleting Surcharge Approvers Use the steps listed below to delete Surcharge Approvers. 1. Click the Maintain Surcharge Approvers link on the Main Menu. 2. Enter the desired information. 3. Click the retrieve button to display the Surcharge Approver information. 4. In the Select column, click the checkbox for the Surcharge Approver you wish to delete. 5. Click the delete button. Page 54 Jun 2005 JD Supply Network Surcharge Tracking Deere User Copyright Deere & Company

55 Maintain Surcharge Approvers continued Deleting Surcharge Approvers continued 6. Click the OK button in the resulting dialog box to confirm the deletion. Delete successful appears in the red message line. Editing Surcharge Approvers You may change existing Surcharge Approver authorization by editing the Deere User, Supplier, Unit or Notification fields. Use the steps listed below to edit existing Surcharge Approver information. 1. Click the Maintain Surcharge Approvers link on the Main Menu. 2. Enter the desired information. 3. Click the retrieve button to display the Surcharge Approver information. 4. In the Select column, click the checkbox for the Surcharge Approver you wish to edit. 5. Edit the desired fields. 6. Click the update button. Update successful appears in the red message line. JD Supply Network Surcharge Tracking Deere User Page 55