Order Lifecycle Visibility Schedule Commitment/ Ship Notice Process

Transcription

1 Order Lifecycle Visibility Schedule Commitment/ Ship Notice Process Supply Chain Vendor Training January 2010

2 About This Presentation 2 This presentation covers the following information: Reviews the document process flow for Supply Chain vendors. Describes how to enter and send schedule commitment information. Describes how to complete and send ship notice information. Reviews that administrative tasks related to schedule commitments and ship notices, including: Setting up OLV message center links and reminders for these document types. Setting user privileges related to these activities.

3 About the Supply Chain OLV Document Flow 3 Alcatel-Lucent sends order information to the Order Lifecycle Visibility system. You will receive notifications when new or changed orders arrive. Alcatel- Lucent Supplier Orders Order updates OLV Alerts

4 About the Supply Chain OLV Document Flow (continued) 4 For Supply Chain vendors, the next step is to enter schedule commitment information. Alcatel- Lucent Supplier Acknowledgements OLV Schedule Commitments

5 About the Supply Chain OLV Document Flow (continued) 5 When the requested delivery date approaches and the goods are ready to ship, you create and submit a Ship Notice. Alcatel- Lucent Supplier Ship Notices OLV Ship Notices

6 About the Supply Chain OLV Document Flow (continued) 6 You can then create and submit invoices for the products shipped to Alcatel-Lucent. Alcatel- Lucent Supplier Invoices OLV Invoices Create Print Download

7 Submitting Schedule Commitment Information 7

8 Entering Schedule Commitment Information 8 You can use the Schedules to Commit link to locate orders that require commitment information.

9 Entering Schedule Commitment Information (continued) 9 You have looked at the order. This order does not require an acknowledgement. You have committed to part of the requested schedule. You have committed to all of the requested schedule. You have entered schedule commitment information that does not match the requested delivery date and/or quantity. A portion of the line items in the order have been shipped. All line items from the order have been shipped. The system will return a list of the orders that match your search results. The symbols in the Status column identify the current schedule commitment and ship notice status of the order.

10 Entering Schedule Commitment Information (continued) 10 After selecting the order to work with, open the Actions list and choose Commit Delivery.

11 Entering Schedule Commitment Information (continued) 11 Locate and review the requested schedule information.

12 Entering Schedule Commitment Information (continued) 12 If you accept the requested schedule date and quantity, you can click on the check mark symbol. The system will complete the Commit Date and Quantity fields with Alcatel-Lucent s schedule details.

13 Entering Schedule Commitment Information (continued) 13 If you need to indicate a different delivery date, click the calendar icon and then select the date you want to specify.

14 Entering Schedule Commitment Information (continued) 14 If you need to indicate that delivery will occur over multiple dates, choose the Split Commitments link.

15 Entering Schedule Commitment Information (continued) 15 In this example, the delivery quantities are split over two ship dates.

16 Entering Schedule Commitment Information (continued) 16 After entering your split commitment information, choose Copy Split Commitments from the Actions list to save the information and return to the commitment form.

17 Entering Schedule Commitment Information (continued) 17 This slide shows how your split commitment entries are displayed in the schedule commitment form.

18 Entering Schedule Commitment Information (continued) 18 If you have shipping address information, you can enter it in the additional commitment details. Choose the document icon to open the window.

19 Entering Schedule Commitment Information (continued) 19 After entering the shipping address information, close the window to return to the ship notice form.

20 Entering Schedule Commitment Information (continued) 20 Continue reviewing the remaining schedules in the order, accepting or changing the schedule information as needed.

21 Entering Schedule Commitment Information (continued) 21 After your entries for this order are complete, return to the top of the form and choose Preview from the Actions list.

22 Entering Schedule Commitment Information (continued) 22 Once you have reviewed the schedule commitment information you have entered and you are ready to send the information to Alcatel-Lucent, choose Submit.

23 Entering Schedule Commitment Information (continued) 23 Choose OK to confirm that you want to submit the schedule commitment information to Alcatel-Lucent.

24 Entering Schedule Commitment Information (continued) 24 The system will confirm that the commitment information was submitted.

25 Sending Schedule Commitment Updates 25 You may determine later that you need to update and resend your schedule commitment information. The process to update and resend commitment information is essentially the same as entering it the first time. Use the Order Search function to locate the order you want to work with. Select the Order, and then choose Commit Delivery from the Actions list. Update your schedule commitment information. Preview the new contents. Submit your schedule commitment updates.

26 Sending Schedule Commitment Updates 26 You may determine later that you need to update and resend your schedule commitment information.

27 Creating a Ship Notice 27

28 Creating a Ship Notice 28 To create a ship notice, you will typically use the Order Search function to locate the order that you want to work with. If the ship notice is overdue, you can use the Overdue Shipments link to locate the order.

29 Creating a Ship Notice (continued) 29 From the search results page, select the order and choose Create Ship Notice from the Actions list.

30 Creating a Ship Notice (continued) 30 Complete the required ship notice information and other shipment details in the top section of the Ship Notice form. Required fields are marked by an asterisk (*).

31 Creating a Ship Notice (continued) 31 Scroll down to the Schedule section of the first item included in the shipment.

32 Creating a Ship Notice (continued) 32 For each schedule included in the shipment, complete the Ship Quantity. Provide any other shipment information you have available.

33 Creating a Ship Notice (continued) 33 When the information about your shipment is complete, return to the top of the ship notice form and choose Preview Ship Notice from the Actions list.

34 Creating a Ship Notice (continued) 34 The system displays the Preview page. After you confirm the information you have entered is correct, choose Submit from the Actions list.

35 Creating a Ship Notice (continued) 35 The system asks you to confirm that you want to send the ship notice to Alcatel- Lucent. Choose OK.

36 Creating a Ship Notice (continued) 36 The system confirms that the ship notice was submitted.

37 Related Administrative Activities 37

38 Related Administrative Activities 38 If your company is new to using Schedule Commitments and Ship Notices in Order Lifecycle Visibility, several administrative activities may need to be completed to begin using these documents. Set up reminders when schedule commitments are overdue, and when ship notices are pending and/or overdue. Set up the OLV Message Center links related to these functions. Modify existing user accounts (or create new user accounts) with the privileges you want to assign for these document types. These tasks are typically performed by your OLV Administrator. This is usually the user at your company that completed the company registration process required to use the GXS Trading Grid.

39 Related Administrative Activities (continued) 39 This presentation provides a quick description of these administrative settings. Step-by-step instructions for these activities can be found in the following documents: How to Setup Alerts How to Add Supplier Roles (Service Privileges) These documents can be found at the following site:

40 Schedule Commitment Notifications and Message Center Links (continued) 40 The system can notify you by when a schedule commitment is overdue.

41 Schedule Commitment Notifications and Message Center Links (continued) 41 To complete the settings: Set the Threshold value to the number of hours after the arrival of an order that the system should use in determining when to send your notification. Set the Maximum Number of Alerts value to the number of times you want the system to notify you regarding the overdue commitment. Be sure to enable the check box.

42 Schedule Commitment Notifications and Message Center Links (continued) 42 Be sure to enable the links on the OLV Message Center related to schedule commitments. Overdue Commits Schedules to Commit Missed Commits (commitments that differ from the requested delivery schedule)

43 Ship Notice Notifications and Message Center Links 43 The system can also notify you by when it is time to prepare a (pending) ship notice and when a ship notice is overdue.

44 Ship Notice Notifications and Message Center Links (continued) 44 To complete the settings: Set the Threshold values to the number of hours before (for pending shipments) or after (for overdue ship notices) that the system should use in determining when to send your notification. Set the Maximum Number of Alerts values to the number of times you want the system to notify you regarding each of the ship notice conditions. Be sure to enable the check boxes.

45 Ship Notice Notifications and Message Center Links (continued) 45 Be sure to enable the link on the OLV Message Center for Overdue Shipments.

46 User Account Privileges 46 You may need to add privileges for schedule commitment and ship notice activities to user accounts you have already created.

47 User Account Privileges (continued) 47 To enter schedule commitment information, the user will need the OLV PO Acknowledger privilege. To view ship notice information, the user will need the OLV Ship Notice Viewer privilege. To enter ship notice information, the user will need the OLV Ship Notice Viewer and the OLV Ship Notice Creator privileges.

48 North America gxs.com EMEA gxs.eu ASPAC gxs.asia.com 48