ext410– purchase orders and follow on documents - domestic
TRANSCRIPT
EXT410– Purchase Orders and Follow on Documents - Domestic
1. Purchase Order Process Overview2. Display Purchase Order3. Create ASN (Advanced Shipping
Notification); Upload Multiple ASNs 4. Enter and Update Inspection Results5. Display Goods Receipts6. Submit Invoice for Single and Multiple Line
Items
Lesson Objectives• Recognize the basic end-to-end steps associated with
the Purchase Order Process• List new key terms
WBSCM Term
Definition
Purchase Order(Contract)
An award to a vendor for a commodity or service to be performed
ASNAdvanced Shipping Notification – a document created by vendors indicating that the commodity has been shipped from the plant/ warehouse
WBSCM Term
Definition
Inspection Results
Quality Inspection of a commodity based on inspection plan criteria which can include quantitative or qualitative inspection characteristics
Goods Receipt Document created when the goods are received at the
warehouse or delivery location
1. An example of an electronic packing slip is _________ .A. Goods ReceiptB. ASNC. PO
2. T/F Goods Receipt information is entered by the Vendor.A. TrueB. False
Lesson Objectives• Display a Purchase Order• Describe the different components of the Purchase
Order• Recognize the required Follow on Documents
outlined on the Purchase Order
All PO information is contained in the PO
frame of the Start Page
To view this Purchase Order with status of “New”, click the
Document Number link
Document Name is the Long Procurement Number
This Purchase Order has one line item
When the Purchase Order is created, the system will generate a Long Procurement Number:
• 3J14 Livestock• 3J15 Poultry• 3J16 F & V• INTB IPD Bulk• INTP IPD Packaged• INTE IPD Empty Bag• INTG IPD General• INTS IPD Services• INTF IPD Freight• DPRO DPD FAR• DCCC Price Support
S = SolicitationP = Purchase OrderC = Contract (IDIQ)D = Delivery/Task
Order
AG-DPRO-P-09-0801
Requested Follow-On Documents
•Changes to a PO can take place after the PO has been awarded
•Changes might include:
•Delivery Dates•Destination•Commodity specification•Material quantity
•An Email notification goes out to the Vendor
•The modified purchase order is available on the Supplier Self-Service Portal
•Modified PO Numbers will have a PXXXX Extension•Initial purchase order: AG-3J14-P-09-0537 •After modification: AG-3J14-P-09-0537-P0001
•Multiple modifications will result in updated Extensions to original PO number e.g. P0001, P0002, P0003 Modified PO with P0001 Extension
• Auto Playback Tutorial: watch the simulation with no user input required
• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted
1. A vendor will be notified that they have been awarded a PO via: A. Phone, Email, Twitter B. Email, WBSCM Supplier Self Service Start PageC. Phone, Email, Fax
2. T/F: All USDA Purchase Order Numbers begin with USDA-XXXX-X-XX-XXXX.
A. TrueF. False
Lesson Objectives• Create an ASN • Upload Multiple ASNs into WBSCM from an Excel
spreadsheet
•Advanced Shipping Notifications are required from vendors when the product has been shipped from their plant or shipping point location
•The means of transportation and any associated Railcar/BOL numbers must be entered into WBSCM
•An invoice cannot be created until all of the pre-invoice follow-on documents have been created for the PO line item
•This also includes inspection results
•Do not create individual ASNs from ASN frame on the Start Page
• Create from within the Display Purchase Order Screen
Click Create ASN
Required follow-on document
•Quantity defaults from PO•Change Quantity here for partial shipments
Delivery Information fields
Delivery Information fields
Means of Transport
Click Goods Delivered to Recipient
• Auto Playback Tutorial: watch the simulation with no user input required
• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted
•Create multiple ASNs from ASN frame on the Start Page
• Click the Upload Files (Multiple ASN) link
Each column in the spreadsheet corresponds to a field in the delivery Information section
Search Excel spreadsheet from within WBSCM
Click Create ASN
Select All button, or select individual lines
• Auto Playback Tutorial: watch the simulation with no user input required
• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted
1. T/F: When creating the ASN, the Means of Transportation must be documented in WBSCM. A. True B. False
2. T/F: Each individual ASN must be entered into WBSCM one at a time.A. TrueB. False
Lesson Objectives• Enter Inspection Results• Update Inspection Results
Lot Size 1057 cases
Inspection results
Lot # and Signature
•Inspection Results are entered by the vendor based on the Inspection Plan associated with the material
•Each line item on a PO will have an Inspection Result
•Vendors start the inspection results for each line item using the Quality Certificate Data Entry Screen
•The value of the Quantity field must match the ASN quantity
•Use the Search button associated with the Purchase Order field to find the PO and Line Item
•The Line Item and Procurement Document fields will be filled in automatically
•Partial inspection results can be entered, but then only a partial invoice may be created
•Click the Execute button to continue
Enter the number from the Inspection Certificate or FGIS code
Search option must be used to select line item after
specifying Purchase Order
•The Vendor will be responsible for entering the inspection results from the Inspection certificate into WBSCM
•Inspection results may include a grade or a range that must be measured
•Depending upon the material and its inspection results, discounts or premiums may be applied
•If the material has failed inspection, it gets the status of Out Of Spec (OOSP) and is rejected (depicted by a Red X). In this case, the vendor must negotiate acceptance terms with the Contracting Officer
Enter Results for each specification in the Results column
•Valuate button: indicates if results are in spec•Lock button: first step in saving results•Save button: saves results
Select All button
•Click the Services for Object button to create an attachment•Next, click Create > Create Attachment
•Select the file •Click Open
Attachment toolbar
Icon in first column represents the file type, Adobe Acrobat in this example
List of Documents Attached to
Inspection Results Record
• Auto Playback Tutorial: watch the simulation with no user input required
• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted
• If an error was made when entering Inspection Results, Vendors can edit the incorrect results
• This is referred to as “updating the Inspection results entry”
• Vendors follow initial Inspection results entry search steps for Purchase Order and Line item
• Select the Change button
To adjust previously entered and submitted Inspection Results, enter Purchase Order information
and click the change button
First, edit incorrect results
Valuate and Lock, then Save
1. T/F: Depending upon the material, discount pricing may be applied based on the results of the Inspection Plan. A. TrueB. False
2. T/F: Inspection results are always entered into WBSCM by the Inspector.A. TrueB. False
Lesson Objectives• Display Goods Receipt Report• Review data in Goods Receipt Report
Click link to initiate Goods Receipt report
Click to run the report and display the Goods Receipt
Only Purchase Orders associated with vendor can be included
•Some of the information available in the Good Receipt Report includes:
•Status of Purchase Orders that were shipped to USDA•ASN Details•Dates Goods were received•Status of the Goods (any damaged goods in shipment)
One row is displayed for each line item in the Purchase Order
•There are over forty columns for each row of the Goods Receipt Report•Use Settings Screen to customize displayed columns and column order
1. A Goods Receipt shows: A. Goods inspected before shipment to customer B. Electronic Packing SlipC. Commodity received by the Customer
2. The Goods Receipt report can be customized.A. TrueB. False
Lesson Objectives• Submit Invoice for Single Line Item• Submit Invoice for Multiple Line items
• Discounts or Premiums applied when inspection results were entered will automatically appear when the invoice is created
• Discounts - will reduce the amount owed to the vendor
• Premiums –will increase the amount owed to the
vendor
• Example - Characteristics defined for Vegetable Oil and their discounts:
Characteristic: Excess Color Red (LOVIBOND)
Ranges Discount per CWT (per 100 lb)
2.1 – 2.2 $.05
2.3 – 2.4 $.10
2.4 – 2.6 $.15
Characteristic: Excess Peroxide
Ranges Discount per CWT (per 100 lb)
1.1 – 1.3 $.35
1.4 – 1.5 $.50
Quality Results
Inspection Lot quantity: 100 MT
Characteristic Inspection Result Discount
Color Red 2.5 Applied for $.15/CWT
Peroxide 1.0 No discount applied
Total Discount
2204 lb * $.15/CWT = $330.60 Discounted from invoice
Inspection Results
Discount driven by results
To create an invoice, click the Create link in the Invoices frame of the Start Page
•An invoice can be created for a Purchase Order or for an ASN by clicking on the corresponding hyperlink which brings up a list of the transaction numbers
•Use the “Create Invoice for a Purchase Order” hyperlink only when there is NOT an ASN (for example for a Freight or Service Purchase Order)
•WBSCM will accept partial invoices, as long as the inspection results and ASN quantities match the quantity being invoiced
To Create Invoice,Click For an ASN link
Click link to first view ASN details
Click Create Invoice button to
bypass ASN details
Click Create Invoice
ASN is displayed for verification
ASN and/or Inspection Lot quantities must match
Click the line item number link to display the inspection results in the QM table
Click the apply button to apply any discounts or premiums to the invoice value
Click the Submit button to submit the invoice to
the USDA
• In addition to quality based discounts, late shipment discounts (Liquidated Damages) may be applied to the invoice
• The discount is calculated based on the current contract terms
• The Liquidated Damages discount will be visible only after the invoice has been approved
• Auto Playback Tutorial: watch the simulation with no user input required
• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted
•Multiple invoices can be created for one Purchase Order•This would occur for a partial shipment of a commodity
•In this scenario, you are invoicing for the remaining quantity of a partial shipment
•There would be another ASN as part of the same PO
Multiple ASNs for a single Purchase
Order
To Create Invoice, click For an ASN
1. Use the “Create Invoice for a Purchase Order” hyperlink for a:A. Freight Purchase OrderB. Commodity Purchase OrderC. Service Purchase OrderD. Both A and C
2. T/F: All of the Line Items on a Purchase Order must be delivered before a Vendor can submit an Invoice.A. TrueB. False
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