1 ext410– purchase orders and follow on functions - domestic

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EXT410– Purchase Orders and Follow on Functions - Domestic

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1. Purchase Order Process Overview2. Display Purchase Order3. Create Purchase Order Response4. Create ASN (Advanced Shipping Notification); Upload

Multiple ASNs 5. Enter and Update Inspection Results6. Display Goods Receipts7. Submit Invoice for Single and Multiple Line Items

Course Lesson Objectives

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Lesson Objectives• Recognize the basic end-to-end steps associated with

the Purchase Order Process• List new key terms

Lesson: Purchase Order Process Overview

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WBSCM Term Definition

Purchase Order(Contract)

A request to a vendor to deliver a quantity of material or to perform services at a certain point in time

POR Purchase Order Response, Vendor acknowledges that they received the Purchase Order and verified the line item details and ship to information.

ASNAdvanced Shipping Notification – a document created by vendors indicating that the commodity has been shipped from the plant warehouse

Inspection Results

Quality Inspections for a commodity based on an inspection plan which can include quantitative or qualitative master inspection characteristics

Goods Receipt Document created when the goods are received at the

warehouse or delivery location

Key Terms

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Purchase Order

Purchase Order Topics

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Purchase Order

Purchase Order Topics (Cont’d)

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Purchase Order


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Purchase Order


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Purchase Order


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Purchase Order


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Lesson 1: Self-Assessment

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1. T/F: The Inspection Plan is associated with the Material Master.T. TrueF. False

2. An example of an electronic packing slip is _________ .A. Goods ReceiptB. ASNC. POR

Lesson 1: Self-Assessment Questions

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Lesson Objectives• Display a Purchase Order• Describe the different components of the Purchase

Order and their meanings• Recognize the required Follow on Documents

outlined on the Purchase Order

Lesson 2: Display Purchase Order

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Supplier Self Service Start Page

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List of Purchase Orders

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Display Purchase Order

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• When the Purchase Order is created, the system will generate a Long Procurement Number:

• AG-DPRO-P-09-0801

• 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

Purchase Order-Long Procurement Number (LPN)

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• Changes to a PO can take place after the PO has been awarded

• Delivery Dates• Destination• Commodity specification• Material quantity

• Modification goes to CO for approval. Then an Email notification goes out to the Vendors

• Modified PO Numbers will have a PXXXX Extension

• The PO number: • Initial purchase order AG-DPRO-P-09-0005 • After modification AG-DPRO-P-09-0005-P0001

• Multiple modifications will result in updated Extensions to original PO number i.e. P0001, P0002, P0003

Purchase Order Modifications

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Need Screenshot of a Modified PO#

Display Purchase Orders

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• Auto Playback Tutorial: watch the simulation with no user input required

Display Purchase Order Simulation

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• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

Display Purchase Order Simulation

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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 2: Self-Assessment Question

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Lesson Objectives• Create a Purchase Order Response

Lesson 3: Create Purchase Order Response

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Purchase Order

Purchase Order Response

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Create Purchase Order Response

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Create Purchase Order Response Simulation

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Create Purchase Order Response Simulation

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1. Vendors may alert the USDA of their acceptance of Purchase Orders via: A. Email B. PhoneC. WBSCM Supplier Self Service

2. The USDA always requires a Purchase Order response.A. TrueB. False


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Lesson Objectives• Create an ASN • Upload Multiple ASNs into WBSCM from an Excel

spreadsheet

Lesson 4: Create ASN

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Purchase Order

Create ASN

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Required follow-on document

Click Create ASN

Create ASN (Cont’d)

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Delivery Information fields Means of Transport

Create ASN (Cont’d)

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Create ASN Simulation

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Create ASN Simulation

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Search for Excel spreadsheet from within WBSCM

Each column in the spreadsheet corresponds to a field in the Delivery

Information section

Create Multiple ASNs

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Select row

Click Create ASN

Select All button

Create Multiple ASNs (Cont’d)

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Create Multiple ASN Simulation

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Create Multiple ASN Simulation

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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


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Lesson Objectives• Enter Inspection Results• Update Inspection Results

Lesson 5: Enter and Update Inspection Results

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Purchase Order

Enter Inspection Results

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InspectionResults

Lot # and Signature

Lot Size1057 cases

Inspection Certificate

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Use Search button to select PO

Quantity should equal ASN

Enter the number from the Inspection Certificate

Inspection Certificate (Cont’d)

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Enter results

Inspection Results

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Click the Services for Object button to create an attachment

Select the file. Then click Open.

Attach Inspection Certificate

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Icon in first column represents the file type, Adobe Acrobat in this example

Attachment toolbar

View Attached Inspection Certificate

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List of Documents Attached

Attachments

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Enter Inspection Results Simulation

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Enter Inspection Results Simulation

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Update Inspection Results

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Update Inspection Results Simulation

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Update Inspection Results Simulation

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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 entered into WBSCM by the Inspector.A. TrueB. False


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Lesson Objectives• Display Goods Receipt Report• Review data in Goods Receipt Report

Lesson 6: Display Goods Receipt

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Purchase Order

Display Goods Receipt

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Click link to initiate Goods Receipt report

Goods Receipt Hyperlink

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Only Purchase Orders associated

with the vendor can be included

Click to run the report and display the Goods Receipt

Goods Receipt

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One row is displayed for each line item in the Purchase Order

Goods Receipts Report

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There are over forty columns for each row of

the Goods Receipt Report. Use the Settings

screen to customize displayed columns and

column order

Goods Receipt Report

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Goods Receipt Simulation

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Goods Receipt Simulation

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1. A Goods Receipt shows: A. Goods inspected before shipment to customer B. Electronic Packing SlipC. Commodity received by the Recipient Agency

2. The Goods Receipt report can be customized.A. TrueB. False


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Lesson Objectives• Submit Invoice for Single Line Item• Submit Invoice for Multiple Line items

Lesson 7: Submit Invoice

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Purchase Order

Create Invoice

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Requested Follow-on Documents

Requested Follow-on documents for Invoice Submission

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Purchase Order

Quantity

Goods ReceiptQuantity

Certificate ResultsQuantity

Invoice Quantity= = =

4 Way Invoice Matching criteria

Recipient Agency

-performs

Goods Receipt

Vendor – attaches invoice packet

documents

• Inspecti

on Certific

ates

Vendor enters Invoice

USDA – awards Purchase order

Shipping Notice (ASN)

4-Way Invoice Matching

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Purchase Order

Quantity

Goods ReceiptQuantity

Invoice Quantity= =


Recipient Agency- performs

Goods Receipt




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Purchase Order

Quantity

Invoice Quantity=





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• Specifications are defined for each material to establish acceptable ranges in quality characteristics.

• Discounts - These can be defined for a characteristic within a specific range – Discounts can be based on quantity or currency– If discounts are calculated on the inspection lot,

these will reduce the amount owed to the vendor when selected for invoicing

• Premiums – These can be defined for a characteristic within a specific range– Premiums can be based on quantity or currency – If a premium is calculated on the inspection lot,

these will increase the amount owed to the vendor when selected for invoicing

Invoice Discount and Premiums

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• In addition to quality based discounts, late shipment discounts (Liquidated Damages) may be applied to the invoice

• If a vendor does not deliver on time they may be subject to a late shipment discount

• The discount is calculated based on the current contract

Invoice Discount and Premiums (Cont’d)

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• Discounts will be calculated based on the quality results• 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

Invoice Discounts

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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 100 MT * 2204 lb/MT * $.15/CWT = $330.60 Discounted from invoice

Invoice Discounts (Cont’d)

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Inspection Results

Drive Discounts

QM (Quality Management or Inspection) Results in the Invoice Drive Discounts

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Supplier Self Service Start Page – Create Invoice

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Create Invoice

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The ASN is displayed

Create Invoice from ASN

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Vendor clicks the hyperlink for the line item

ASN and/or Inspection Lot quantities must match

Create Invoice

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Inspection Results are displayed for each line Item Number

Click the check box to select the Inspection Result

Create Invoice (Cont’d)

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Submit Invoice Simulation

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Submit Invoice Simulation

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Multiple ASNs for a single Purchase Order

Create Invoice for Multiple ASNs for Single Purchase Order

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Submit Invoice for Multiple Line Items Simulation

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Submit Invoice for Multiple Line Items Simulation

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1. When creating an Invoice, Commodity Vendors will most often use a A. 3 Way Invoice Matching criteriaB. 2 Way Invoice Matching criteriaC. 4 Way Invoice Matching criteria

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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Further Information

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1 ext410– purchase orders and follow on functions - domestic

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