BRP Web EDI Suppliers Portal Version 3.2 Quick Reference Guide Revision 3.0
Table of Contents 1 Overview... 6 2 Supported EDI Transactions on the BRP Web EDI Portal... 7 2.1 Purchase Order (EDI transaction 850)... 7 2.2 Purchase Order Acknowledgment (EDI transaction 855)... 7 2.3 Purchase Order Change (EDI transaction 860)... 7 2.4 Purchase Order Change Acknowledgment (EDI transaction 865)... 7 2.5 Planning Schedule (EDI transaction 830)... 7 2.6 Shipping Schedule (EDI transaction 862)... 7 2.7 Advance Ship Notice ASN (EDI transaction 856)... 7 2.8 Invoice (EDI transaction 810) for future use (phase 3)... 7 3 BRP Web EDI portal Capabilities... 9 4 Definitions and Terminologies... 9 4.1 Purchase Order... 9 4.2 Scheduling Agreement... 9 4.3 PO Item... 9 4.4 SA Item... 9 4.5 Planning Schedules... 10 4.6 Scheduling Agreement s Shipping Schedules... 10 4.7 Purchase Order s Shipping Schedules... 10 4.8 Just in Time (JIT) or Sequenced Shipping Schedules... 10 4.9 Shipping Group... 11 4.10 Confirmation... 11 Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 2 of 55
5 Purchasing Transactions Cycles... 12 6 Login Page... 13 7 BRP Announcements... 14 8 Interface Elements and Navigation Features... 15 8.1 Site Map... 16 8.1.1 Documents > Purchase Orders... 17 8.1.2 Documents > Scheduling Agreements... 17 8.1.3 Documents > Advance Ship Notices... 17 8.1.4 Documents > Invoices (future use)... 17 8.1.5 ASN Creation... 17 8.1.6 Shipping Schedules... 17 8.1.7 User Settings... 17 8.1.8 Supplier Preferences... 17 8.2 Document Statuses... 18 8.3 Processing Indicators... 19 8.4 Browsing Purchase Order and Scheduling Agreement Documents... 21 8.4.1 Purchase Order list... 21 8.4.2 Purchase Order/Scheduling Agreement Detail Page... 22 8.4.3 PO/SA Header History... 24 8.4.4 PO/SA Line Item level... 26 8.4.5 PO/SA Line Item History... 28 8.5 Purchase Order and Scheduling Agreement Confirmation... 30 8.5.1 Confirmation Process... 30 Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 3 of 55
8.6 Browsing Planning and Shipping Schedules... 31 8.6.1 Viewing Planning Schedules... 33 8.6.2 Shipping Schedules... 35 8.6.3 JIT Shipping Schedules... 37 8.7 ASN Creation page... 39 8.8 ASN Creation Detail page... 41 8.9 ASN... 42 8.9.1 ASN Draft... 42 8.9.2 Submitted ASN... 45 8.9.3 ASN List... 49 8.10 Invoice... 50 8.10.1 Invoice Draft... 50 8.10.2 Submitted Invoice... 51 8.10.3 Invoice List... 52 9 Supplier Preferences... 53 10 User Settings... 54 Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 4 of 55
DOCUMENT HISTORY Version Modifications Description Date 2.0 Initial 2014-05-22 3.0 Release 3.2 changes: 2018-02-26 New columns in Planning and Shipping Schedules and SA item detail: o Diff Sched Qty o Req Agg o Lead Time o ASN No Column renamed in Planning and Shipping Schedules: o PO/SA Number becomes PO/SA No o Line Item Number becomes Item No o BRP's Part Number becomes BRP's Part No New filter function in Planning and Shipping Schedules to hide or show planning or shipping schedules with zero quantities. Shipping Date edition in ASN draft. Restriction removed when shipping schedule date from which the ASN has been created is in the future. Over ship quantity distribution explained. Backorder shipping recipe. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 5 of 55
1 Overview The BRP Web EDI portal addresses the needs of non-edi suppliers and those in transition mode awaiting the integration of EDI technology within their ERP systems. It allows them to immediately start exchanging EDI transactions with BRP using standard Internet technologies, thus making them compliant with BRP s EDI requirements and ready to reap the operational and financial benefits of Electronic Data Interchange. It also takes away the burden of tracking and updating shipping groups requirements according to the latest shipping schedules. Figure 1 - Web EDI Concepts Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 6 of 55
2 Supported EDI Transactions on the BRP Web EDI Portal This section lists the EDI transactions supported on the BRP Web EDI portal. For more information on the flow of these transactions please see the BRP Web EDI Transactions flowchart figure. 2.1 Purchase Order (EDI transaction 850) The initial purchase order. It can be a purchase order document or a scheduling agreement document. See definitions and terminologies section. 2.2 Purchase Order Acknowledgment (EDI transaction 855) The confirmation of the initial purchase order. The header and all line items present in the initial purchase order must be either accepted or rejected in this one single purchase order acknowledgment document. 2.3 Purchase Order Change (EDI transaction 860) A purchase order update. The header and all line items that have changed are sent in full. 2.4 Purchase Order Change Acknowledgment (EDI transaction 865) The confirmation of the purchase order change 2.5 Planning Schedule (EDI transaction 830) The shipping forecasts for a list of scheduling agreement line item. See the planning schedule definition. 2.6 Shipping Schedule (EDI transaction 862) The shipping schedules for a list of scheduling agreement line item. See the shipping schedule definition. 2.7 Advance Ship Notice ASN (EDI transaction 856) The Advance Ship Notice 2.8 Invoice (EDI transaction 810) for future use (phase 3) The invoice Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 7 of 55
Figure 2 - BRP Web EDI Transactions Flowchart Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 8 of 55
3 BRP Web EDI portal Capabilities Get email notifications about received transactions Receive purchasing and scheduling documents Browse, and consult documents as per the latest transactions releases Display shipping and invoicing statuses Export list of transactions to Excel format Print and save transactional details in PDF format Generate purchase order confirmations, ASNs, and invoices 4 Definitions and Terminologies 4.1 Purchase Order A Purchase Order, also named PO in the application, is a one-time purchase order with a known delivery schedule. Purchase Orders are identified as a document of type PO in the application. 4.2 Scheduling Agreement A Scheduling Agreement, also named SA in the application, is a long term purchase order against which releases are issued to schedule the deliveries (also called forecasts). Scheduling Agreements are identified as a document of type SA in the application. 4.3 PO Item A PO Item represents one specific line of a purchase order. 4.4 SA Item An SA Item represents one specific line of a scheduling agreement. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 9 of 55
4.5 Planning Schedules A Planning Schedule is a simple forecast with the buyer's authorization for the seller to commit to resources such as labor or material. Cumulative quantities and specific ship/delivery patterns are presented in "buckets" such as weekly, or monthly. Normally, they are sent once a week. Planning Schedules are attached to a scheduling agreement item. If that reference does not exist, an error occurs and a notification is sent to BRP Planning Schedules are identified as being part of a document of type SA-Planning in the application. Planning Schedules are sometimes referred to as forecasts. 4.6 Scheduling Agreement s Shipping Schedules Scheduling Agreement s Shipping Schedule is used to communicate precise shipping requirements such as quantities and dates, and is intended to supplement a planning schedule transaction. It may be sent multiple times a day. Release quantities may also vary due to quantities already shipped. Scheduling Agreement s Shipping Schedules are attached to a scheduling agreement item. Scheduling Agreement s Shipping Schedules are identified as being part of a document of type SA-Shipping in the application. 4.7 Purchase Order s Shipping Schedules Purchase Order s Shipping Schedule is used to communicate precise shipping requirements such as quantities and dates. Release quantities may also vary due to quantities already shipped. Purchase Order s Shipping Schedules are attached to a purchase order item. If that reference does not exist, an error occurs and a notification is sent to BRP Purchase Order s Shipping Schedules are identified as being part of a document of type PO in the application. 4.8 Just in Time (JIT) or Sequenced Shipping Schedules Just in Time (JIT) or Sequenced Shipping Schedule is a type of shipping schedule used by BRP in which, in addition to the date and quantity of the delivery, specifies: o The exact sequence in which the delivery item must be placed in the truck o The exact date and hour of the shipping; o The exact hour at which each sequenced delivery item must arrive on the assembly line Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 10 of 55
Just in Time (JIT) or Sequenced Shipping Schedules are attached to a scheduling agreement item. Scheduling Agreement s Shipping Schedules are identified as being part of a document of type SA-Shipping in the application. 4.9 Shipping Group A Shipping Group is a convenient grouping of shipping schedules that must be part of the same ASN and therefore of the same delivery. Shipping schedules are regrouped in a Shipping Group based on the following values: o Shipping schedules are for the same shipping date o Shipping schedules are coming from the same document type, either a Scheduling Agreement s Shipping Schedule ( SA- Shipping ) or a Purchase Order s Shipping Schedules ( PO ) o Parts must be delivered to the same ship to address. o Parts must be routed to the same storage location o Shipping schedules are also regrouped based on the currency they must be invoiced. The Shipping Groups are displayed when selecting the ASN Creation menu item Shipping Groups for sequenced shipping schedules are regrouped using only the delivery reference number. 4.10 Confirmation The confirmation, also known as acknowledgment, is used to accept or reject all parts of a purchase order or the scheduling agreement. The header might be rejected while all items are accepted; all parts of the purchase order or the scheduling agreement are confirmed independently. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 11 of 55
5 Purchasing Transactions Cycles BRP will issue two types of purchasing transactions with the following life cycles: Type PO - One-time Purchase Order with a known delivery schedule. Type SA A long term Scheduling Agreement, against which scheduled releases are issued Figure 3 - Purchasing Transactions Cycles Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 12 of 55
6 Login Page The portal is accessible at https://brpb2b.intertrade.com Figure 4 - BRP Web EDI Portal User Login Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 13 of 55
7 BRP Announcements An announcement will be marked as read once a user clicks on the X to close it, and will not display again for this same user. This functionality is user specific; other user accounts of the same supplier will still see the announcement until they close it. Figure 5 - BRP Announcements Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 14 of 55
8 Interface Elements and Navigation Features A mini dashboard is constantly accessible on the main menu bar and allows the supplier to: o View documents that need to be confirmed o Navigate to the list of designated documents by clicking on a specific status count All items are listed in feature-rich grids: o All columns can be filtered or sorted o Columns can be selected to get a personalize view. Selection is persisted so chosen columns will be displayed next time the user will login o Lists can be exported to Excel o A breadcrumb trail is built up along the navigation to easily return to previously visited page o Action wheels allow specific actions in relation to a row in the table Figure 6 - Interface Elements and Navigation Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 15 of 55
8.1 Site Map Figure 7 - Site Map Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 16 of 55
8.1.1 Documents > Purchase Orders Lists all purchase orders issued by BRP to the supplier. See Browsing Purchase Order and Scheduling Agreement Documents section. 8.1.2 Documents > Scheduling Agreements Lists all scheduling agreements issued by BRP to the supplier. See Browsing Purchase Order and Scheduling Agreement Documents section. 8.1.3 Documents > Advance Ship Notices Lists all advance ship notices sent by the supplier to BRP, along with the Draft ASNs not submitted yet. See Generate ASN Draft section. 8.1.4 Documents > Invoices (future use) Lists all invoices sent by the supplier to BRP. See Invoicing section. 8.1.5 ASN Creation Lists all shipping schedules conveniently regrouped to generate ASNs. See ASN Creation section. 8.1.6 Shipping Schedules Lists all planning and shipping schedules sent by BRP to the supplier as per the latest transactions releases See Browsing Planning and Shipping Schedules section. 8.1.7 User Settings Allows the users to set their preferences. See User Settings section. 8.1.8 Supplier Preferences Allows the supplier to set its preferences. See Supplier Preferences section. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 17 of 55
8.2 Document Statuses Different document statuses are used within the BRP Web EDI Portal: Status Applied to Description Purchase Order Scheduling Agreement Purchase Order Item Scheduling Agreement Item Purchase Order Scheduling Agreement Purchase Order Item Scheduling Agreement Item Purchase Order Item Scheduling Agreement Item ASN Creation ASN Document List Indicates a new, unconfirmed and never updated purchase order document, purchase order item, scheduling agreement document, or scheduling agreement item. Indicates an unconfirmed and updated purchase order document, purchase order item, scheduling agreement document, or scheduling agreement item. Indicates an unconfirmed and removed purchase order item or scheduling agreement item. Indicates a draft ASN or invoice. In the case of a shipping group (ASN creation), it indicates that an underlying ASN draft is attached to it. Invoice Document List ASN Creation Indicates that this shipping group (ASN creation) is a sequenced (JIT) shipping. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 18 of 55
8.3 Processing Indicators Different processing indicators are used within the BRP Web EDI Portal: Process Icon Description States Applied to Confirmation status of the document. Not yet confirmed. Purchase Order Confirmed and fully accepeted. Scheduling Agreement Confirmed with at least one rejection. Indicates whether the document element (header or line item) has been accepted or rejected. Neither accepted nor rejected. Purchase Order Header Accepted Rejected. Scheduling Agreement Header Purchase Order Item Scheduling Agreement Item Shipping Status. Nothing shipped yet. Purchase Order Part of the requested quantity has been shipped. Fully shipped. Purchase Order Item Shipping Schedule ASN Creation ASN Creation Item No ASN required or no shipping requested. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 19 of 55
Process Icon Description States Applied to Invoice status. Nothing invoiced yet. Purchase Order Part of the requested quantity has been invoiced. Fully invoiced. ERS or no shipping requested. Purchase Order Item Shipping Schedule ASN ASN Creation ASN Creation Item Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 20 of 55
8.4 Browsing Purchase Order and Scheduling Agreement Documents 8.4.1 Purchase Order list Figure 8 - Browsing Purchase Order and Scheduling Agreement Documents PO and SA lists allow the supplier to: o Filter POs or SAs by revision status (new, revised); o Navigate to the Purchase Order Detail page or to the Scheduling Agreement Detail page; o Generate invoice draft (for PO list only); o View processing statuses: Revision Status (new, revised); Confirmation Status - the stamps icon; Shipping Status - the truck icon (for PO list only); Invoice Status - the dollar sign icon (for PO list only). Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 21 of 55
8.4.2 Purchase Order/Scheduling Agreement Detail Page Figure 9 - Purchase Order/Scheduling Agreement Detail Page Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 22 of 55
Purchase Order/Scheduling Agreement Detail page allows the supplier to: o Save Purchase Order or Scheduling Agreement to PDF; o Generate invoice draft (for Purchase Order only); o Display related ASNs; o Display related invoices; o Display header history; o View processing statuses: Revision status at header (new, revised) and line item levels (new, revised, removed); Confirmation status at header level (the stamps icon); Shipping status at header and the line item levels (the truck icon) 1 ; Invoice status at header and the line item levels (the dollar sign icon) 2. o Export to Excel the list of all PO or SA line items; o Navigate to the Purchase Order Item Detail page or to the Scheduling Agreement Item Detail page; o Accept or reject the PO/SA header; o Confirm the PO or the SA. Purchase Order/ Scheduling Agreement Detail page also facilitates confirmation process with the following features: o Fields that have changed since the last confirmation are highlighted in yellow. o Putting the mouse over a highlighted field displays the previously confirmed value. 1 Shipping status at line item level is for Purchase Order only. 2 Invoice status at line item level is for Purchase Order only. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 23 of 55
8.4.3 PO/SA Header History Figure 10 PO/SA Header History Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 24 of 55
PO/SA Header history tab allows the supplier to: o View previously released header for the PO/SA o View if the PO/SA Header releases have been accepted, rejected or still need to be accepted or rejected o View if the PO/SA Header releases have been automatically confirmed o Navigate to the historic view of a selected PO/SA Header release Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 25 of 55
8.4.4 PO/SA Line Item level Figure 11 PO/SA Line Item Level Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 26 of 55
Purchase Order/Scheduling Agreement Line Item Detail page allows the supplier to: o Generate invoice draft if the line item does not require an ASN and it is marked as being ERS (for Purchase Order only); o Display line item history; o View processing statuses: Revision status (new, revised, removed); Shipping status at header and the line item levels (the truck icon) 3 ; Invoice status at header and the line item levels (the dollar sign icon) 4. o Accept or reject the line item; o Export to Excel the list of all PO shipping schedules or SA planning and shipping schedules; Purchase Order/Scheduling Agreement Line Item Detail page also facilitates confirmation process with the following features: o Fields that have changed since the last confirmation are highlighted in yellow. o Putting the mouse over a highlighted field displays the previously confirmed value. 3 Shipping status is for Purchase Order only. 4 Invoice status is for Purchase Order only. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 27 of 55
8.4.5 PO/SA Line Item History Figure 12 - PO/SA Line Item History Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 28 of 55
PO/SA Line Item history tab allows the supplier to: o View previous released line item for the PO/SA; o View if the PO/SA line item releases have been accepted, rejected or still need to be accepted or rejected; o View if the PO/SA line item releases have been automatically confirmed; o Navigate to the historic view of a selected PO/SA line item release. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 29 of 55
8.5 Purchase Order and Scheduling Agreement Confirmation 1. Only New and Revised purchase orders and scheduling agreements need to be confirmed. 2. The mini dashboard on the top right side shows the New and Revised purchase orders and scheduling agreements awaiting confirmation. Users can navigate to the list of designated documents by clicking on a specific status count. 3. A confirmation can be sent only after accepting or rejecting the header as well as all line items marked New, Revised or Removed. 4. If the purchase order or the scheduling agreement has already been confirmed and is marked as Revised : o The fields that have been changed since the last confirmation will be highlighted in yellow. o Last confirmed will be display when passing the mouse over a yellow field. 5. Upon confirmation, the New, Revised or Removed (at item level) status will disappear. 8.5.1 Confirmation Process 1. Read all header values carefully. Accept or reject the header. 2. Open and carefully read all line items that are indicated as being either new, revised or removed. Accept or reject the line items. 3. Send the confirmation. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 30 of 55
8.6 Browsing Planning and Shipping Schedules The Planning and Shipping Schedules page allows the supplier to see all single schedules for all different document types. Figure 13 - Viewing Agreements and their Details Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 31 of 55
Figure 14 New columns in Planning and Shipping Schedules page introduced with 3.2 version Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 32 of 55
8.6.1 Viewing Planning Schedules To view a specific part that BRP is planning to order in a certain period of time, 1. Select document type SA-Planning. 2. Filter per part# to see the weekly bucket forecasts for that specific part #. 3. Select the date range desired, for instance Starting in 60 days The supplier will have the ability to see the planning schedule detail by clicking on View Detail from the action wheel. Figure 15 - Planning Schedules Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 33 of 55
8.6.1.1 Planning Schedule Detail Figure 16 - Planning Schedule Detail Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 34 of 55
8.6.2 Shipping Schedules To view the parts that BRP is requesting the supplier to ship in a certain period of time, 1. Select document type SA-Shipping. 2. Select the date range desired, for instance Starting in 7 days. 3. Filter per part# to see the daily shipping requirements for that specific part #. Figure 17 - Shipping Schedules For a shipping schedule, from the action wheel, the supplier will have the ability to: o See the shipping schedule detail by clicking on View Detail menu; o See the shipping group (ASN creation) to which this shipping schedule belongs and from where the supplier will be able to create an ASN. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 35 of 55
8.6.2.1 Shipping Schedule Detail Figure 18 - Shipping Schedule Detail Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 36 of 55
8.6.3 JIT Shipping Schedules Some shipping schedules can be stamped as being JIT. This means that BRP wants the delivery to be sequenced and shipped at a specific time. In this case, in addition to the normal features of a shipping schedule, the supplier will have the ability to view the sequence of delivery for this shipping schedule. For a JIT shipping schedule, from the action wheel, the supplier will have the ability to: o See the JIT shipping schedule detail by clicking on View Detail menu; o See the shipping group (ASN creation) to which this JIT shipping schedule belongs and from where the supplier will be able to create an ASN; o View the sequence of delivery for this shipping schedule. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 37 of 55
8.6.3.1 JIT Shipping Schedule Detail Figure 19 - JIT Shipping Schedule Detail Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 38 of 55
8.7 ASN Creation page Figure 20 ASN Creation page In the ASN Creation page, the supplier will find a list of shipping groups. A Shipping Group is a convenient grouping of shipping schedules that must be part of the same ASN and therefore of the same delivery. Shipping Groups regroup shipping schedules by shipping date, ship-to address, storage location, document type (PO or SA), and by currency code (in order to allow the creation of one invoice per ASN). Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 39 of 55
Shipping schedule of a PO/SA line item that is not marked ASN required will not be part of a shipping group (ASN creation). You can generate and send an ASN even if the purchase order or the scheduling agreement has not been confirmed. The ASN Creation page allows the supplier to generate, to restore or to delete an ASN draft attached to a shipping group. Suppliers will be able to generate one ASN draft at the time per shipping group (ASN creation). The ASN Creation Detail page allows the supplier to display the detail of a shipping group (ASN creation). Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 40 of 55
8.8 ASN Creation Detail page The ASN Creation Detail page lists all the purchase order line items or scheduling agreement line items of this shipping group and their requested quantities that would normally need to be delivered at the shipping date indicated in the header. The ASN Creation Detail page allows the supplier to: o Generate, restore or delete an ASN draft attached to the shipping group (ASN creation); o View the purchase order or scheduling agreement of a row using the action wheel; o View the purchase orders or scheduling agreement line item of a row using the action wheel. Supplier will be able to generate one ASN draft at the time per ASN Creation Detail page. Figure 21 ASN Creation Detail Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 41 of 55
8.9 ASN 8.9.1 ASN Draft When generating an ASN, it will always generate an ASN draft An ASN Draft can be saved, discard or submit ASN Draft can be found in Documents > Advance Ship Notices menu item Suppliers can generate and send an ASN even if one of its line items is attached to a Purchase Order or a Scheduling Agreement that has not been confirmed. A warning will alert the supplier in this case when submitting the ASN. Figure 22 - ASN Draft Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 42 of 55
ASN Number field can either be auto-generated or entered manually by the supplier. See the Supplier Preferences section for more information how to set ASN number auto-generation. Standard Carrier Alpha Code and Time Zone can be defaulted by setting them in the Supplier Preferences. For all new ASN draft, Shipping Date is defaulted to today s date. Date can be changed if needed. Quantity requested is the quantity requested to be delivered on the shipping date of the related shipping group (ASN creation). Backorder is an undelivered quantity for this line item that has been requested to be shipped in the past to the same address and storage location. Quantity Shipped to Date is the part of the requested quantity that has been shipped to date. It does not include the backorder. The Left to be Shipped quantity is equal to the quantity requested plus the backorder less the quantity shipped to date. The quantities delivered in the ASN are defaulted to this value when generating a new ASN. Figure 23 - Add Backorder Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 43 of 55
If some backordered parts not already in the ASN are requested to be shipped to the same address and to the same storage location, the Add Backorder button will be displayed allowing the supplier to select line items to be added to the current ASN. Once at least one line item is selected and the Add Selected Item is clicked, the selected line item(s) will be displayed on the current ASN. If an ASN is coming from a past shipping group, all quantities will appear in the backorder column and no quantity will be display in Quantity Requested column When submitting an ASN draft, if at least one of its related PO/SA has not been confirmed, a warning message will be displayed alerting the supplier of the situation. The supplier can then cancel the submission of the ASN and confirm the new and revised PO(s)/SA(s). Figure 24 - Unconfirmed PO/SA Alert Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 44 of 55
8.9.2 Over shipping: how the over shipped quantities are distributed The quantity indicated in an ASN line item is distributed among the shipping schedules in the following order: 1. First, the quantity indicated in the shipping schedule from which the ASN has been created is filled. 2. If there is quantity left (over ship), backorders are filled from the oldest to the newest. 3. If there is quantity left, future shipping schedules are filled from the closest to the furthest in the future. 8.9.3 How to ship for backorders In order to ship backorders correctly, the best way is the follow these steps. In Planning and Shipping Schedules page, display the shipping schedule for the backorder part order by shipping date: 1. Enter the backorder part number in the BRP s Part No column filter. 2. Select SA-Shipping in the Document Type column filter. 3. Select Hide 0 Quantities in the quick filter. 4. Order the list by Shipping Date ascending (from the oldest to the newest shipping date). Figure 25 - Select oldest shipping schedule for the backorder part Then select the oldest shipping schedule for the backorder part, click the action wheel and select View ASN Creation. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 45 of 55
In the ASN Creation page, click on Generate ASN. Figure 26 - Generate the ASN for the backorder part This will bring a new ASN draft based on the oldest shipping schedule for this backorder part. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 46 of 55
Figure 27 - Prepare and send the ASN Fill out the requested fields of the ASN and indicate the quantity of the backorder part that will be shipped. Send the ASN. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 47 of 55
8.9.4 Submitted ASN Figure 28 - Submitted ASN Once submitted, the ASN is sent to BRP and becomes a static document that can be found in Documents > Advance Ship Notices menu item. The ASN page allows the supplier to: o Generate, restore or delete an invoice draft attached to the ASN (if at least one line item of the ASN is not ERS 5 ); o View the related invoice if it has been submitted; o Export in PDF the ASN. Suppliers will be able to generate one invoice draft at the time per ASN. 5 Evaluated receipt settlement (ERS) is a process of paying for goods and services from a packing slip rather than from a separate invoice document. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 48 of 55
8.9.5 ASN List Figure 29 - ASN List ASN List page can be viewed by selecting Documents > Advance Ship Notices in the menu. ASN List page allow the supplier to: o Search for any ASN draft or any submitted ASN; o Export list of ASNs in Excel; o Restore or discard a particular ASN Draft; o View the detail of a particular submitted ASN. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 49 of 55
8.10 Invoice Invoice Draft can be generated from two distinct documents: o From a Purchase Order for all line items that do not require an ASN and that are not marked as being ERS 6. o From an ASN for all line items that are not marked as being ERS. 8.10.1 Invoice Draft Figure 30 - Invoice Draft When generating an Invoice, it will always generate an Invoice draft. An Invoice Draft can be saved, discarded or submitted. 6 Evaluated receipt settlement (ERS) is a process of paying for goods and services from a packing slip rather than from a separate invoice document. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 50 of 55
Invoice Draft can be found in Documents > Invoices menu item Suppliers can generate and send an Invoice even if one of its line items is attached to a Purchase Order or a Scheduling Agreement that has not been confirmed. A warning will alert the supplier in this case when submitting the Invoice 8.10.2 Submitted Invoice Figure 31 - Submitted Invoice Once submitted, the invoice is sent to BRP and becomes a static document that can be found in Documents > Invoices menu item The Invoice page allows the supplier to: o View the related ASN; o Export the Invoice in PDF. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 51 of 55
8.10.3 Invoice List Figure 32 - Invoice List Invoice List page can be viewed by selecting Documents > Invoices in the menu. Invoice List page allow the supplier to: o Search for any Invoice Draft or any submitted Invoice o Export list of Invoices in Excel o Restore or discard a particular Invoice Draft o View the detail of a particular submitted Invoice Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 52 of 55
9 Supplier Preferences Figure 33 - Supplier Preferences Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 53 of 55
10 User Settings Figure 34 - User Settings User accounts are created and managed by InterTrade s support team. Please call 1-800- 873-7803, option 2 from Monday to Friday between 8am and 8pm EST or write to support@intertrade.com. There are three user roles: o Supplier read only can: Search and browse inbound and outbound transactions. o Supplier can: Search and browse inbound and outbound transactions; Confirm Purchase Orders and Scheduling Agreements; Generate and submit ASNs; Generate and submit Invoices. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 54 of 55
o Supplier admin can: Search and browse inbound and outbound transactions; Confirm Purchase Orders and Scheduling Agreements; Generate and submit ASNs; Generate and submit Invoices; Edit supplier preferences. Web EDI for BRP Suppliers - Quick Reference Guide Release 3.0 February 2018 Page 55 of 55