Collins and Aikman, Plastics and Cockpit Division Materials & Logistics Standard Operating Instruction

Transcription

1 Collins and Aikman, Plastics and Cockpit Division Materials & Logistics Standard Operating Instruction PROCEDURE: 21 Author: IT Office DATE: 06/11/07 Approval: REVISION: 2 SUBJECT EDI GUIDELINES 1.0 PURPOSE: The purpose of this procedure is to clearly define the scope and process required to appropriately using EDI in receiving customer demand, sending supplier releases and receiving supplier ASN s. 2.0 RESPONSIBILITY: It is the responsibility of the plant Materials Manager and the C&A MFG EDI Supervisor to maintain the integrity of the EDI systems. The procedure defines the responsibilities of each area as it reviews each step of the process. 3.0 PROCEDURE: 3.1 CUSTOMER RELEASES: The C&A MFG EDI department will set up EDI transmission files. These include all files needed for communication in Trusted Link. Requests will be set up to pull all customer releases automatically at predetermined time(s) and distribute them to the correct process codes in the plants ERP system Plants are responsible for notifying the EDI Department of any new customer EDI requirements Plants will load releases in ERP. Plants are responsible for verifying that all customer releases have been received each day and have loaded into the system correctly. If releases are missing the plant should contact their plant EDI supervisor or super user to log in an issue by as soon as possible. When releases are received in EDI they should not be printed or re-keyed, as they are automatically loaded into the system. The purpose of EDI is to eliminate the time consuming task of keying and to eliminate the possibility of errors in rekeying The plant is responsible for checking all error reports generated while loading releases and making appropriate corrections. If an error cannot be resolved the plant needs to contact their plant EDI supervisor or super user to log in an issue by . Plants are also responsible for all ERP file setup for new parts, customers or ship to locations and Customer Purchase Order maintenance. 3.2 CUSTOMER ASNs: Most OEM s require an ASN within one hour of the truck leaving our plant s dock It s requires the material to be scanned on to the truck to create the ASN. Page 1 of 5

2 3.2.3 C&A sends receptions reports in response to the ASN, indicating that the ASN was received, and whether it was accepted or rejected send receptions reports in response to the ASN, and indicating that the ASN was received, and whether it is accepted or rejected. This report indicates if there are other types of errors in the ASN. A corrected ASN can be sent to DCX if there is an error in the first one Plants are responsible for checking to make sure they have received receptions reports, as available from the customer, for each ASN and making corrections when appropriate Customers other than DCX may or may not send back receptions reports. Please refer to customer manuals for more information about their expectations and notification procedure If there are any issues with the ASN s not going through the plant needs to contact their EDI person or a super user to log the issue by . If the ASN issue will not be resolved before the material is received by the customer (reference your customers ASN timeliness requirements) shipper should be faxed to an EDI service bureau to avoid a problem with supplier ratings. 3.3 RPS SUPPLIER RELEASES: C&A ERP EDI department will set up all RPS EDI files. For the Supplier EDI request forms see sample attached. This includes all files needed for communication with Inovis and Vendor communication. For the purpose of sending all supplier releases at once. Any additions or deletions from these files are to be done by the EDI department Plants are responsible for notifying the EDI Department of any new suppliers that need to be set up, suppliers no longer being used or those that are service only. Contacting the EDI Department should be written into the plant s procedures for ERP supplier maintenance Plants are responsible for ensuring that releases are sent to the suppliers on a timely basis with the releases being sent consistently on the same day each weeks Plants are responsible for editing releases for accuracy before processing Plants are responsible for sending error / status reports to the EDI Department each week for follow up to ensure the releases get through to the suppliers Plants are responsible for checking error reports to verify that each supplier s release went to the processor If suppliers are requesting faxed releases for more than one week, it is the responsibility of the plant to contact the EDI Department to ensure that the supplier is compliant with EDI requirements. 3.4 RPS ASN s: The C&A EDI Department will do testing and distribution setups for ASN s. Once a supplier has submitted a correct ASN they will be required to send them with each Page 2 of 5

3 shipment and plants will be notified of all suppliers that have been tested successfully Plants are responsible for processing the ASN in your ERP Plants can either manually check the ASN or use the scanning process to verify the accuracy of the ASN during the receiving process Plants are responsible for updating their inventory from the ASN once it is checked for accuracy. Plants are responsible for contacting suppliers regarding ASN errors received for supplier correction. C&A Hermosillo Plant Parameters VAN: INOVIS ID: CAHER QUALIFIER: ZZ Page 3 of 5

4 NEW EDI CUSTOMER WORKSHEET COLLINS & AIKMAN PLANT ***COMPLETE ALL SHADED AREAS PRIOR TO SUBMISSION*** YOUR NAME AND PHONE # CUSTOMER NAME YOUR SUPPLIER CODE SHIP TO CITY AND STATE CUSTOMER EDI CONTACT NAME CUSTOMER EDI PHONE NUMBER FAX OR FOR EDI CONTACT DATE SHIPPING BEGINS TARGET DATE FOR EDI WILL YOU RECEIVE 862 OR DELJIT (DAILY RELEASE)? WILL YOU RECEIVE 830 OR DELFOR (WEEKLY RELEASE)? WILL YOU RECEIVE 866 (SEQUENCED RELEASE)? WILL YOU RECEIVE 820 (REMITANCE ADVICE)? PRODUCTION OR SERVICE? WILL YOU SEND 856 OR DESADV (ASN)? PRODUCTION SERVICE EDI testing with new customers will require a minimum of 8 weeks lead time. The 8 week time frame begins once we have all the information to begin EDI testing such as contacts, supplier codes, etc.. Page 4 of 5

5 NEW EDI SUPPLIER WORKSHEET COLLINS & AIKMAN PLANT ***COMPLETE ALL SHADED AREAS PRIOR TO SUBMISSION*** YOUR NAME AND PHONE # SUPPLIER NAME VENDOR CODE SHIP FROM ADDRESS SHIP FROM ADDRESS LINE 2 CITY STATE ZIP SUPPLIER EDI CONTACT NAME EDI CONTACT PHONE NUMBER EDI CONTACT FAX NUMBER DATE PRODUCTION BEGINS TARGET DATE FOR EDI Note: Depending on the EDI capablilities of the supplier, the testing process can take anywhere from one week to several months. Suppliers generally respond quicker to EDI requests that are mandated by the Collins & Aikman plant they supply. Page 5 of 5