SUP100 iSupplier User Guide for Suppliers - Knollsupplier.knoll.com/Img/SUP100_iSupplier_User_Guide.pdfiSupplier assigns specific LPN/Carton numbers to group PO items to put on a shipment

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SUP100 iSupplier User Guide for Suppliers

ONEKnollFinance and Procurement

AGENDA

Lesson Duration

Course Overview 05 mins

Key Terms 05 mins

Lesson 1: Basic Navigation 10 mins

Lesson 2: Purchase Orders 20 mins

Lesson 3: Cartons and ASNs 20 mins

Lesson 4: View Invoice/Payments 15 mins

Questions 15 mins

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COURSE OVERVIEW

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COURSE INTRODUCTION

This course provides an overview of functions that Knoll’s suppliers can perform using the iSupplier portal.

COURSE OBJECTIVES

On completing this course, you should be able to:• Perform Basic Navigation• Perform Actions on Purchase Orders• Manage Cartons and Shipments• View Invoices and Payments

KEY TERMS

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Term Description

License Plate Number (LPN)/Carton

iSupplier assigns specific LPN/Carton numbers to group PO items to put on a shipment.

Advance Shipment Notice (ASN)

The ASN functionality of Oracle iSupplier helps a supplier communicate the shipment information to the buyer while the goods are being shipped from the premises.

Purchase Order (PO)A commercial document issued by a vendor planner to a seller, indicating types, quantities and agreed prices for products or services.

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Lesson 1: Basic Navigation

On completing this lesson, you should be able to:

• Perform Basic Navigation

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1

Sign into Oracle E-Business Suite.

1. Enter your User Name and Password.

2. Click the Login button.

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BASIC NAVIGATION

Your password must be changed every 180 days.

NOTE: If you forget your password or need to create a new password, go to http://identity.knoll.com to login and change your password or click Forgot Password/UNLOCK account to reset your password.

Refer to the iSupplier Password Policy document located on the Knoll Supplier page for guidance when creating a new password.

!

http://identity.knoll.com/

3. The Oracle Home page appears and displays Knoll US or Knoll CA access for Purchase Order and/or Shipment tasks.

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BASIC NAVIGATION

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The elements on the home page:

1. Navigator: Displays Responsibilities assigned to you.

2. Worklist: Displays the list of most recent notifications that you need to respond to or need to be aware of. Click Full List to see all notifications.

FEATURES

ORACLE HOME PAGE

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1 2

1. Notification is an alert for the Worklist items that appears at the top of all the web pages in Oracle.

2. Both the Worklist and the Notification (bell icon) display the same action items and updates.

3. The list of action items are displayed in the order of occurrence. The Worklist allows you to filter the list per your preference, such as type, subject, etc.

4. If no action is required, click the checkbox next to the notification then click Close.

5. A popup box displays. Click Apply to remove the item from the list.

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ORACLE HOME PAGE

WORKLIST AND NOTIFICATIONS

1 & 2

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4a

4b

More elements on the home page:

1. Favorites: Saves the frequently-used functions or web pages.

2. Settings: Allows you to set preferences and other global setting functions from a menu.

3. Logout: Allows you to close your connection to iSupplier and keep other users from using your User ID.

FEATURES

ORACLE HOME PAGE

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1 2 3

You can personalize your home page by choosing how to display elements. Most settings will not require modifications.a. Click the Settings icon (gear).

b. Select Preferences.

PERSONALIZE HOME PAGE

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b

SETTINGS - PREFERENCES

a

c. The Date Format appears in the Regionalsection. Do not change the format from dd-MMM-yyyy. This format is required when executing tasks in iSupplier.

d. If you do not want to receive notifications in both your Worklist and via email, scroll down the page to Notifications, click the drop-down arrow next to Email Style and select Do not send me mail.

e. Scroll to the top of the page and click Apply to save your changes.

PERSONALIZE HOME PAGE (cont’d)

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c

d

SETTINGS - PREFERENCES

e

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Lesson 2: Purchase Orders


• View POs• Batch Print POs • Mass Accept POs• Reprint PO• Reject POs

1. From the Oracle Home page, click the Knoll US or Knoll CA iSupplier Portal Purchase Order folder.

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iSUPPLIER PORTAL PURCHASE ORDER RESPONSIBILITY

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1. The Supplier Home tab displays all available options.

SUPPLIER HOME TAB

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HOME PAGE

1. Click the PO Mass Acceptance tab.

2. Enter the Vendor Name.

3. Enter the appropriate Vendor Site. Click the magnifying glass then click Go.

4. A list of sites displays. Click the Quick Select icon for the appropriate site.

5. Click the Search button to see all POs (new and revised).

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VIEW POs IN MASS ACCEPTANCE TAB

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3

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1

6. Use the Select All option to print all POs displayed on the page.

7. If there are multiple pages, you must click Next and Select All for each page.

8. Alternatively, to print individual POs, click the Select box next to the PO number.

9. Click Print Sel POs to print the POs.

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BATCH PRINTING POs

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10. A pop up box displays.

11. Click Open to display the POs as a PDF document and then print them.

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BATCH PRINTING POs

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Note: Check box will remain checked even after printing.

1. To accept all checked POs, click Accept Sel POs.

2. If there are POs to reject, uncheck the Select box for the specific PO(s) before clicking the Accept Sel POs button.

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PO MASS ACCEPTANCE

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When a revision to a purchase order has been made, the changes are available from PO Mass Acceptance.

1. Click the PO number hyperlink to display the PO Changes popup window.

2. The Change Detail displays the line items and change codes that identify the specific changes made to the purchase order.

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VIEW PO REVISION CHANGES

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There are six change codes that may impact purchase order processing:

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VIEW PO REVISION CHANGES (CONT’D)

DI – Delivery Instructions

CNL – Cancelled Line

QTY - Quantity

NBD – Need By Date

RCD – Route Code

CRD – Customer Request Date

Other codes (14) that may appear but do not impact purchase order processing include:

ECN – End Customer Name

CPO – Customer PO

JSO – JDE Sales Order Number

ECA – End Customer Address

LC – Lock Core

RFC – Reason for Change

MKF – Mark For

WKO – Work Order

CFG – Config String

DWN – Drawing Number

DRN – Drawing Revision Number

PM1 – Print Message 1

PM2 – Print Message 2

LNT – Line Notes

1. Click the Orders tab on the iSupplier Portal Purchase Order page.

2. Click the Advanced Search button.

3. Enter the PO number.

4. Click the Go button.

5. Click the PO number hyperlink to view the PO details.

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REPRINT PO

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6. Choose Printable View from the drop down list and click Go.

7. Depending on your browser settings, the PO opens as a PDF directly in your browser or you can save the PDF locally and print as a regular PDF document.

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REPRINT PO (CONT’D)

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1. Click the Orders tab on the iSupplier Portal Purchase Order page.

2. Click the Advanced Search button.

3. Enter the PO number.

4. Click the Go button.

5. Click the radio button for the PO number you want to acknowledge and reject.

6. Click Acknowledge.

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REJECT AN ENTIRE PO

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7. Choose Reject Entire Order from the drop down list and click Go.

8. A Note to Buyer must be entered. The note will display in the rejection email to the Knoll buyer for appropriate action.

9. Click the Submit button to send the rejection.

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REJECT AN ENTIRE PO (CONT’D)

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REQUIRED

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10. The PO Acknowledgment Confirmation along with the PO number displays.

11. Click the hyperlink to return to the Purchase Order Summary page.

12. The PO displays the Rejected status.

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REJECT AN ENTIRE PO (CONT’D)

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When you need to reject a single line or multiple lines on a Purchase Order, versus the entire PO, you will need to accept or reject every line individually.

You are required to enter a Note to Buyer for each line that is rejected. An error message is generated if you do not enter the Note to Buyer when you click the Submit button.

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REJECT A LINE ON A PO

7. Scroll down to the lines on the PO. Click the side arrow below the Details header to expand the line.

8. Choose Reject and enter the reason in the space provided. CLICK SUBMIT AT THE TOP OF THE PAGE. Do not click Go.

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REJECT A LINE ON A PO (CONT’D)

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To reject a line on a PO, first perform steps 1-6 from the PO Acknowledgement process.

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You must indicate “accept” or “reject” for every line before

clicking Submit.

9. The PO Acknowledgement Confirmation with the PO number displays. 10. Click the hyperlink to return to the Purchase Order Summary screen.

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• Inquire on the PO again and you will see that the line status is now Rejected.

• The Knoll Buyer will make appropriate changes to the PO. The PO will then need to be reaccepted in iSupplier.

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Lesson 3: Cartons and ASNs


• Create Cartons and Shipments• Print Shipping Documents• View ASNs

1. From the Oracle Home page, click the Knoll US or Knoll CA iSupplier Portal Shipment folder.

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iSUPPLIER PORTAL SHIPMENT RESPONSIBILITY

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1. The Supplier Home tab displays all available options.

SUPPLIER HOME TAB

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HOME PAGE

To look up a PO for building a LPN/Carton:

1. Click the Carton & Shipment Build tab.

2. The Vendor Name populates based on the sign-on username.

3. Select the Vendor Site Code. Click the magnifying glass to display the search window. Click the Go button to display a list of options. Click the Quick Select icon next to the appropriate site.

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LOOK UP A PO FOR BUILDING A LPN/CARTON

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4. You can search for the Purchase Order Number by either the PO Number or JDE SO Number. Click the magnifying glass in the Purchase Order Number field, select the desired Search By option then click Go.

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LOOK UP A PO or SO FOR BUILDING A LPN/CARTON (CONT’D)

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5. The Purchase Order with the JDE SO Number displays.

LOOK UP A PO or SO FOR BUILDING A LPN/CARTON (CONT’D)

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To build a LPN/Carton:

1. Enter the Number of Cases.

2. Enter Qty per Case.

3. Click the Build Cases button. This displays the list of LPNs.

4. Select the LPN for which you want to print a label or use the Select All option to print all labels. Click Print Labels. A new window opens to print the label (shown on next slide). This step can also be done later in the process.

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BUILD A LPN/CARTON

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Note: You will already be in this window after you select a PO or JDE SO.

5. A separate window opens to print the label. • Use the Export button to open the LPN as a pdf document. Print to your default

printer. • Alternatively, click on the printer icon and choose the appropriate printer. • After printing, close the window.

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BUILD A CASE/LPN (CONT’D)

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1. If you need to reprint labels, click the Carton & Shipment Build tab.

2. Click the Create LPN tab.

3. Enter the PO number in the Purchase Order field then click the hyperlink that displays the PO number. The LPNs will display for reprinting

4. Click the Select box next to the LPN then click the Print Labels button.

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REPRINTING LPNs

4a

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4b

Suppliers can use the Oracle iSupplier Portal to create Advanced Shipment Notices (ASN) when a shipment is ready. The supplier can select and add LPNs to the shipment.

To create a new ASN:


2. Click the Create ASN tab.

3. Click the New ASN button.

4. You can also search for an existing ASN by clicking the magnifying glass next to ASN Number.

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CREATE ASN

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5. The Status is New.

6. Click the Add LPN button to add the LPN to the shipment.

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CREATE ASN (CONT’D)

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7. The Add to LPN window displays with a list of available LPNs.

8. Enter the appropriate values in the Purchase Order and/or Route Code fields to narrow your search, then click Update Search.

9. Click the checkbox next to the LPN from the displayed list, and the Select All link displays.

10. Click the Add to ASN button after selecting the LPN(s).

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11. The selected LPN lines display on lower part of the page.

12. Complete the required Shipment Information and Freight Information fields.Note: Required fields are identified by an asterisk (*).

13. Click the Save button.

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Canceled Lines? is checked when the PO line the LPN was created

against has been canceled.

For Net Weight UOM, use LOV to select KGor LBS

14. A pop up window displays with a reminder to Submit the ASN.

15. Saving the ASN changes the Status from New to Open.

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16. Click the Print BOL and Print Pack List buttons to print shipping documents. Each button opens a new window to print the paperwork (shown on next slide).

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17. Separate windows open to print the BOL and Pack List.

• Use the Export button to open and print the PDF documents.

• Click the printer icon and select the appropriate printer.

• After printing, close the window.

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19. After submitting the ASN, the Status changes to Submitted.

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18. Click the Submit ASN button.

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SEARCH FOR ASN


21. Click on the magnifying glass to search for the ASN and click Go to see all ASNs.

22. To search for an ASN by date, click the down arrow next to Search By and select Shipment Date. Enter the date in DD-MMM-YYYY (e.g. 23-SEP-2017). Click Go.

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2121 & 22

Use the Quick Select icon to

select the ASN.

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REPRINT BOL & PACKING LIST FROM ASN


2. Click the magnifying glass to search for the ASN and click the Go button to see all ASNs.

3. To search for an ASN by date, click the down arrow next to Search By and select Shipment Date. Enter the date in DD-MMM-YYYY (e.g. 23-NOV-2017). Click the Go button.

Use the Quick Select icon to

select the ASN.

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2a

2b3

4. Click the Print BOL or Print Pack List button to print the Bill of Lading or Pack List.

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REPRINT BOL & PACKING LIST FROM ASN (CONT’D)

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Lesson 4: View Invoice/Payments


• View Invoice and Payment Information

Access the Finance tab from the iSupplier Portal Purchase Order Responsibility.

To view invoice details:

1. Click the Finance tab to open the View Invoices page.

2. Enter the Invoice Number or PO Number to filter your search or click the Go button to display all the invoices.

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INVOICES

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3. Click the invoice document hyperlink to view the details for the specific invoice.

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INVOICES (CONT’D)

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4. Invoice details display, including the Payment information.

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INVOICES (CONT’D)

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To view payment details:

1. On the Finance tab, click the View Payments button.

2. Enter the Invoice Number or Payment Number to narrow down the search or click the Go button to display all the payments.

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PAYMENTS

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3. Click the Payment hyperlink to view the payment details.

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PAYMENTS (CONT’D)

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4. The Payment Details includes a list of invoices related to the payment.

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PAYMENTS (CONT’D)

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Thank you!

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