asn-ers supplier operations...

1

Updated October 2019

ASN-ERS Supplier Operations Manual

BAE Systems Land & Armaments L.P. proprietary rights are included in the information disclosed herein. Recipient, by accepting this document, agrees that neither this document nor the information disclosed herein nor any part thereof shall be

reproduced or transferred to other documents or used or disclosed to others for any purpose except as specifically authorized in writing by BAE Systems Land & Armaments L.P. This information is exempt from disclosure under Exemptions 3 and 4 of the

Freedom of Information Act. Any unauthorized disclosure by a Government employee is a violation of the Trade Secrets Act. © 2007 BAE Systems Land & Armaments L.P.

2

Table of Contents

What is the ASN-ERS Process? 3

ASN/ERS Process Overview 4

Key Points to be remembered 8

Early Shipment Restriction 10

Create or Adding to a Shipment 11

Entering the Portal 13

Access the ASN System 14

Starting the ASN creation Process 15

Building a Shipment 28

Building a shipment-How do I UNPACK part of a shipment 33

How to cancel an ASN (before it has shipped) 36

How do I see or reprint shipment information 39

How to Change Box Qtys on PTN labels 40

When to NOT use the ASN process 49

Repair/NCR/Rework Process 50

Supplier ASN “Ship In Place” Process 51

Supplier’s Shipping Dept Troubleshooting Guide 52

What if my carrier picks up overnight? 55

What if Portal/Oracle is down? 56

Parts being shipped to an outside process 57

“Non-receivable items that can be “shipped” 58

iSupplier Portal registered - email alerts 59

Accounts Receivable Reference Invoicing via the ERS Process 60

What is the ERS Process? 61

ERS Invoice Summary 62

Corrections 64

Debit and Credit Memos 65

Reconciliation and Resolving ERS Discrepancies 66

Creating the Standard Invoice on the iSupplier Portal 67

Invoice Requirements 78

Create Credit Memo, Progress Payments, Saved Invoices 82

Search for Invoices, Payments, Receipts, Debit Memos 87

Suppliers Accounts Receivable Troubleshooting Guide 96

Invoice Summary 98

Points of Contact 99

© 2008 BAE Systems Land & Armaments L.P.

3© 2008 BAE Systems Land & Armaments L.P.

What is the ASN-ERS Process?An Oracle functionality via the iSupplier Portal allowing:

• Suppliers to:

Notify BAE Systems when product ships

Notify BAE Systems of the tracking information for the particular shipment

Verify shipping information is accurate before product leaves the shipping dock

Print bar-coded shipping documentation

• BAE Systems to:

Control freight costs

Track vital shipments without calling the supplier

Monitor and plan for inbound freight

Streamline the product receipt and payment process

• Affected:

Purchase Orders placed through or by:

– York

– Santa Clara

– Aiken


ASN/ERS Process Overview

Shipping & PO information visible

to:

Expediting

Receiving

Transportation

Invoice created systematically by

BAE Systems based upon

received qty and PO price

No Paper invoice from supplier

Supplier paid iaw payment terms

Supplier notified via weekly e-mail

of the invoices cleared for payment

Supplier uses this notification to

confirm or dispute payment


Relationship of PTN and ASN

ASN=Advanced Shipping

Notice:

•ASN=Packing Slip

•A Summary of all PTNs being

shipped

•1 PO per ASN

•As many parts as you wish

ALL shipments must have at least 1 PTN and 1 ASN

PTN= Package Tracking Number:

•Preferred: 4x6 adhesive label

• Attached to the outside of

shipping container, skid or

attached to a manila tag and wire-

tied to product

http://homepage.mac.com/dougneff/iblog/B2017671955/C1887902091/E1986593655/Media/Shipping%20Box.jpg




Supplier Activation

All supplier activation to the ASN-ERS functionality will occur the Friday

of your scheduled weekend. Please have all of your ASNs entered for

the week by 1 PM Eastern on Friday.

It is possible that, if you are on the Portal at the same time as your

activation occurs, you may receive an error message. Simply log out

and log back in. This will resolve the issue.

Your first ASN shipment is to occur the Monday after your activation

7

Shipping via the ASN Process


Key Points to be remembered

You may need to turn off your “Pop-Up Blockers” for the system to work

Ensure that you have all of the information needed for the required fields (denoted with a star*) before you begin to enter data

As with all iSupplier Portal transactions, if you are interrupted during entry and do not submit the transaction within the allotted time (10 Minutes), the system will “time out” and you will lose all of the entered data. You will be required to restart the process.

Verify the iSupplier PO price before shipping the product. Resolve any questions before shipping the product.

One (1) Purchase Order number per ASN

Enter data in CAPS when performing searches or entering data

DO NOT deviate from the shipping instructions on your PO unless you have an authorization from BAE Systems (EG: ship premium freight)

Do Not ship a qty that is different than what is listed on the ASN…this will cause a delay in receipt and payment.

Shipments with a PO Need Date greater than 90 calendar days from when you are trying to ship will not be available for shipment. (Effective April 2019)

Correct any discrepancies before pressing the “SHIP” button

For Portal functionality issues contact Kathy Whetzel ([email protected])

9

A few more points to be remembered

The ASN System is a separate Windows application that is fully integrated with the Oracle

Portal

• Same User ID and Password for everything

• All information flows between the two systems in real time

• As with any Windows application, You may open multiple sessions of the ASN screens. This may

create confusion if some of them time-out while you are working on others.

• Your Oracle session may time-out while you are in the ASN system. This will not create a problem

with using the ASN system but will cause you to log in to Oracle again for other activities

There are many search parameters when looking for information. Be aware of this if your

first search does not return the expected results

The “Search Shipments” screen is the foundation of all activities. Keep this screen open.

Remember to press the “SAVE” button when working on a lengthy shipment or before

leaving your desk in the middle of a shipment.

The SHIP button is the final step. Suppliers cannot make changes after the “SHIP” button

has been pressed


10

Early Shipment Restriction

In order to properly align warehouse space with production schedules

the ASN system will restrict the shipping of any product that has a PO

NEED DATE greater than 90 calendar days from the date you try to

ship. (Effective April 2019)

Any shipment line on the purchase order that meets this criteria will not

appear as an option for ASN selection even though it will still appear

when reviewing the PO Summary screen

Any product shipped early outside the ASN process will be returned at

supplier expense


11

Create or Adding to a Shipment


You will have two options:

•Create Shipment: to be used when creating a shipment for the first time

•Add to Shipment: to be used if you wish to add these items to an existing ASN

•This will allow you to “Build” a shipment over time

•The ASN will be assigned when you add your first PTN(s)

• Product can be added to the ASN until the shipment is ready to ship

12

Shipping via the ASN Process


Login iSupplier Portal: https://isupplier.lna.us.baesystems.com

Exostar/iSupplier Login screen, enter User ID / Password, click Login.

You will be taken to the Manage OTP/Authentication page.

Once authenticated, you will be taken to Oracle iSupplier Portal Home Page.


Either selection

will move to the

Next page

Access the ASN system


Select

Note: This

“Search

Shipments”

screen is the

foundation

for activity.

Do not close

this screen

or you will

later need to

log into the

system to

continue

Start the ASN Creation Process


NOTE: there are search parameters already established to help you

identify only those PO lines that are able to be shipped

1: Enter PO Number in “PO Number” Field If you have it or leave blank

2: Click “Search” to return values

“Search Orders” box will appear

Find the PO


No

PO

was

listed

PO

#

Se

arc

h

Either

search

method

will work

PO Number

PO shipment lines will be shown

PO 2043

was

requested

No PO entered

All POs and available shipment lines shown

Available shipment lines for selected PO shown


Select the PO shipment lines

4: Click on “Choose an Action” and select “Create

Shipment”

5: Press Go

3: Select Item(s) to be shipped by checking appropriate box(s)

NOTE: Items listed in due date order

PO 2043

requested


7. The number of Packages/Labels.

Each line must have at least 1 label

•Each line on your shipment must have at least one label

•Even if they are the same part number and all being shipped in the same box

•The system views each line as a separate entity

•Note: System will “do the math” when calculating pieces per box

•Please place proper label on the proper box (1 box for 3 vs. the other box for 2)

8. Select

“Create”

Note:

selecting

the

Create

button

will take

you to

the Print

screen

Enter the specific

information in the

“Comments” section for that

line

E.G.: Serial Number Press Cancel to

void this activity and

return to line

selection screen

Enter Line Details

6. Enter qty to be

shipped

Note “Create New Shipment” button has been

highlighted

Qty avail to ship

is shown

20

Messages


•You will receive an error message if you try to “over-ship” a line

You would enter the ASN

number here had you chosen

“Add to Shipment” on previous

page. We will talk more about

this later.

We received an

error msg because

we did not enter the

number of labels

Yellow/Red

indicator tells

you when you

have an issue.

Place cursor

on indicator to

receive

message

The system will confirm the type of

shipment you are creating

21

Let’s review

So far we have:

• Entered the ASN system

• Found the PO that we want to ship against

• Selected the PO-Shipment Lines for our product

• Entered the quantities to be shipped and the number of labels that we need

We will now:

• Print our PTN labels

• Fill out our ASN information

• Print our ASN

• Ship the product with both the PTN and ASN



PTN Label

“preview” screen

ASN Creation screen

Print the PTN Labels

Both the PTN

Label “Preview”

screen and the

ASN entry

screens appear.

Note: Do not

close the ASN

entry screen.

You will need it.


Select

3 options:

•Print a hard copy

•Save this PDF to your hard drive

•Email this PDF to someone else

•This selection will provide other

options to be discussed on a later

slide

Print the PTN Labels

PTN

“Preview”

screen is

enlarged for

your

convenience

We’ve chosen to print these PTNs

After printing is complete close this screen to show the ASN entry screen


Enter ASN Information

You will need an authorization

for the following shipments

when differing from the PO

instructions:

FedEx AIR shipments

greater than 150 lbs

and less than 2 day

delivery

Use of the following

premium/expedited

freight services:

Pilot Air

Freight

Landstar

Express

Fast Freight

Please contact your BAE

Systems representative when

authorization is needed.

3) Select

Packing Slip and Waybill

must be in CAPS Alpha-

Numeric characters. No

spaces or symbols or you

will receive an error

message

IMPORTANT: The PACKING

SLIP information will appear on

the ERS invoice summary and

should reflect what your A/R

dept requires to reconcile the

payment

Select

“Ryder”

from drop

down

menu

unless

shipping

via Fed

Ex

Enter the

Ryder

Entry

Number

as the

Waybill

Number

1) Required

fields

denoted

with *

Special

notes to be

printed on

the ASN

may be

entered here2 ) Select SHIP if ready to send product

(no changes can be made) or SAVE if you

wish to add more PTNs (within the same

PO) to this ASN at a later time.

4) Select


3 options:

•Print a hard copy

•Save this PDF to your hard drive

•Email this PDF to someone else

•This selection will provide other options to be

discussed on a later slide

Send this document INSTEAD OF your company packing slip. DO NOT send your company packing slip

Note: this document does not replace the Quality Assurance documents required for the shipment

Print the ASN

26

Verification of Shipment (“Search Shipments” screen)


Status has changed to

“Shipped”

Note: PTN status and ASN status could

be different. This is a good place to see if

your packages have been “received”

27

To Create Another ASN (“Search Shipments screen)


Select

28

Building Shipments (Overview)

Up to this point we’ve reviewed a fairly straight forward shipment

Let’s now review the process for building shipments over time

Rules:

• One ASN per PO number

• Multiple lines from that PO allowed

The system will allow you to create a preliminary shipment and reserve that ASN so

that other items, on the same PO, can added later:

• The term the system uses for adding lines is to “pack” the shipment

• The system will also allow you to “unpack” items if you change your mind and do

not want that item to be shipped

The PTNs PDF screen will show but the ASN print screen will not.

• You will need to print the ASN when you have completed the “building” process

Remember: You can “Build a Shipment” until you “SHIP” the ASN

We have reused the previous screen prints as the basis for explaining the “Build

Shipments” process…next page



NOTE: there are search parameters already established to help you

identify only those PO lines that are able to be shipped

1: Enter PO Number in “PO Number” Field If you have it or leave blank

2: Click “Search” to return values

“Search Orders” box will appear

Building a Shipment

30

Building a Shipment


You have two options:

•Add to Shipment: to be used if you wish to add these items to an existing

ASN

•This will allow you to “Build” a shipment over time

•The ASN will be assigned when you add your first PTN(s)

•It can be finished when you are ready to ship

•Create Shipment: to be used when creating a shipment for the first time

31

Building a Shipment


No

Po

listed

Po 2043

listed

4: Select “Add To

Shipment” & Press Go 3: Select Item(s) to be shipped by checking appropriate box(s)

NOTE: Items listed in due date order

Either

search

will work

PO Number


The number of Packages/Labels. Each

line must have at least 1 label

•Basically the same process as we used to create the initial shipment

•Enter the ASN number in the appropriate box above

Select

Enter the specific

information in the

“Comments” section for that

line

E.G.: Serial Number

Enter the ASN number here

Enter qty to be shipped

Note “Add to…” has

been highlighted

•Label dialogue box will appear. Print labels and attach to box

Building a Shipment (Continued)

33

Building a shipment-How do I UNPACK part of a

shipment


Search Shipments Screen

1) Enter ASN Number (CAPS)

2) Press Search

Place cursor on Caret to display menu

Choose “Packages”

Note the Status of Packed

34

How do I UNPACK part of a shipment (Continued)


1) Select line(s) to be unpacked

2) Select “Choose an Action”

35

How do I UNPACK part of a shipment (Continued)


3) Select UNPACK

4) Select GO

Unpacked line has dropped off

36

How to cancel an ASN (before it has shipped)


Select box next to ASN Number

1) Search Shipments Screen

2) Enter ASN Number

3) Click Search

37

How to cancel an ASN (before it has shipped)


3) Press GO

1) Choose an Action

2) Select CANCEL

IMPORTANT: Any action on this page will affect the ASN and

not the individual lines. Clicking an individual line will still

cancel the entire ASN and ALL Lines packed.Select

38

How to cancel an ASN


ASN Status will show as CANCELLED

39

How do I see or reprint shipment information


The Search Shipments screen is your

gateway to seeing or reprinting information

for shipments that have been previously

createdSearch by ASN #, Date or any other parameter that makes sense

Place your cursor over the caret next to the

information returned from the search

Details: Will show ASN header information. Allows you to update shipping information

Packages: Will show package detail to include UNPACK for this ASN

View orders: Will show the PO detail for the PO associated to this ASN so that you can ship more product

Print All PTNs: Allows you to print /reprint all PTNs for this ASN

Notes: Allows you to send an email regarding this ASN. Not widely used and not required by BAE

Navigation Tip: Clicking on these selections may take you to another screen (especially seen when using

“View orders”). Use the BACK Button to return to the Search Shipments screen)

Print Packing Slip: Allows you to print/reprint the ASN Packing Slip

40

How to Change Box Qtys on PTN labels


We are shipping 8 pieces in 3 boxes


2

4

2

The system automatically

assigned box quantities

as 2,2 and 4.

Our box quantities are

3,3 and 2

Since we cannot use these

labels simply X out of this

screen without printing them


The ASN entry screen will now be on your screen

Click the “Packages” tab


Note the “system

generated” quantities


1 ) Overwrite the

system quantities

with your new

quantities. This can

be done with all or

some of the lines.

4) Select “Choose an action”

3) Select the lines to be

printed

2) Press “SAVE”

to ensure the info

is maintained


6) Press “GO”

5) Choose “Print”


3

2

3

PTN qtys now

match box qtys.

Print labels

Close out Print

Preview screen


Click “General” to return to ASN Entry screen


Complete the ASN information


When to NOT use the ASN process

When shipping:

Integrated Supply:

– Continue to send the detailed information to purchasing as you

are currently doing

– When reconciled, submit a one line invoice via the Portal

standard invoice

• For above: Ship without the ASN or PTN

If the item is for services and there are no corresponding tangible items to

ship

If the Portal/Oracle is “down” and there are critical parts to be shipped

(discussed in detail later)


Repair/NCR/Rework ProcessThe process for return material is, by far, the most confusing of the processes. Let me try to map this out in a

way that makes sense.

The key piece of information upon which everything revolves is "Who pays for the repair/rework?":

Supplier Cost:• Upon issuing of the NCR the PO is debited and a PO line automatically reopens for the work (and later return).

In essence, we "un-receive" that item on that PO line and take back our money.

• You will need to ship the returned item on an ASN & PTN against that reopened PO and Line (denoted on the original return documentation (NCR) from us)

• Upon the receiving transaction being performed at BAE Systems, the line is paid automatically via the ERS process against the PO

BAE Systems Cost:• There will be NO PO debit or PO Line automatically opening for this situation

• The Oracle System will have created an P/N-OSP-RWK line against a new PO at $0

• The buyer will open a "services" line on that same PO to pay you for the work that you are performing

• The product will be returned via the ASN/PTN process denoting (in the comments area of the line) the RMA #, whether the part was repaired or reworked, the NCR number and any BAE Systems Discrete Job number available

• Your A/R department will then submit a Standard Invoice through the portal for the repair services to be paid IAW the corresponding “services” line of the PO

Debited as a Supplier Cost but later changed to BAE Systems expense• Supplier will need to ship product via the ASN/PTN process against the originally debited PO in order to be repaid

for the product

Buyer will create a line on a PO to pay supplier for their services

Supplier will create an Oracle Standard Invoice against this line to be paid.

51

Supplier ASN “Ship In Place” Process

Supplier “ships” the initial virtual shipment via the ASN process (NO PTN

Required)

• Note: PO should have a “ship to” location defined as SHIP-IN-Place

Enter “Ship In Place” in Comments Box

• Email copy of ASN Packing Slip to the Drop Ship Coordinator (DSC) for

processing

• Supplier paid via the ERS process. DO NOT send a standard invoice.

Supplier will be notified by buyer to physically ship the parts when

appropriate

Buyer notifies supplier to ship the product:

• Supplier physically ships the product in accordance with buyer’s instructions

(outside the ASN/PTN Process)

Send a copy of company packing slip with the product CLEARLY denoting

that this is a “SHIP IN PLACE-ACTUAL SHIPMENT”

Send a copy of company packing slip to the BAE Systems DSC CLEARLY

denoting that this is a “SHIP IN PLACE-ACTUAL SHIPMENT”

– Email: [email protected]© 2008 BAE Systems Land & Armaments L.P.

52

Supplier’s Shipping Dept Troubleshooting Guide


Supplier’s Shipping Dept Troubleshooting Guide

What if I find that I shipped more pieces than was listed on the ASN?

• Notify your Procurement Agent immediately.

• If your PO still has an available quantity to ship against you will be asked to create a

new ASN for the additional quantity shipped.

• If your PO does not have an available quantity to ship against the procurement agent

will need to decide whether to add more to the PO or ship the product back to you

What if I find that I shipped less pieces than was listed on the ASN?

• Notify your Procurement Agent immediately.

• You will be asked to ship the quantity required to fulfill the original shipment without

using an ASN. Packing Slip will need to denote the original ASN number being

corrected

What if I disagree with the quantity that BAE Systems received into Oracle

• Notify your Procurement Agent immediately. They will have the count verified and

notify you of the results of the re-count and the corrective action (if required)

54

I cannot find the PO line that I am trying to ship

1. Verify that the PO line in question has not already been shipped

• In-transit or previously received shipments will not be available for selection

2. Verify that the NEED DATE on the PO line is within 90 (Today + 90)

calendar days

• Any shipment line on the purchase order that meets this criteria will not

appear as an option for ASN selection even though it will still appear when

reviewing the PO Summary screen

• Any product shipped early outside the ASN process will be returned at

supplier expense

• Contact your Procurement Agent if there are any questions regarding the

need for early shipment of this product

3. In the event that situations 1 & 2 above do not apply:

• Contact your Procurement Agent to ensure that the PO line has been

properly configured



What if my carrier picks up overnight and I do not have the

Waybill/Airbill number?

Although this will occur we are asking that you make every attempt to

enter this data element before processing the shipment.

When it is absolutely not possible to acquire this information in advance

• Enter N/A in the field

• You may change the N/A with the appropriate information the next morning

using the Details menu on the Search Shipments screen (See page 39 of

this manual).


What if Portal/Oracle is down and hot parts must be delivered

Have the Supplier:

• Send product without an ASN or PTN

• Denote on Packing Slip that Oracle was down and ASN could not be used

• DO NOT go back and add the ASN later.

• Note: The ASN screen will still show the open qty to be shipped until the

receiving dock can get back into the system and do the receipt.

Warn the supplier to watch this and DO NOT ship on this line a second

time.

BAE Systems receiving will perform the receiving transaction even

though there is no ASN

The supplier will still be paid via the ERS upon completion of the

receiving transaction.

• DO NOT to send paper invoice or to create a standard invoice


How do we handle parts being shipped to an outside process (e.g.:

Paint) and then to BAE Systems?

OEM paying the outside source supplier

• You will need to work out with your supplier how to manage these

shipments but an ASN will be required

We suggest that you have the outside process supplier contact you

before shipping and you process the ASN & PTN based upon the qty

being delivered

– The BAE Systems ASN standard packing slip and PTN will need to

accompany the delivery

– Note: choose “Supplier” for the freight carrier and enter “Supplier”

as the Waybill number (in CAPS)

– Email the PDF of the documents to the outside process supplier


“Non-receivable items that can be “shipped” at same time the

corresponding receivable part is sent on an ASN

Any other items “non-receivable” in nature that appear on the ASN screen must be billed via the standard invoice.

BLAST Blast Charge, Sand, Shot, etc

BROACH Broach

CALIBRATE Calibration Charge

CERT Certification Charge

CLEAN Cleaning and Prep

DELIVERY CHG Delivery/Freight and Gas Surcharge

DEMUR CHG Demurrage Charge

DYE PEN Dye Penetrant Charge

GOV SS Government Source Surveillance Chg

HEAT TREAT Heat Treat

NRE Non-Recurring Expense Charge

PAINT Painting

RUBBERIZE Rubberize

SALT SP Salt Spray Testing

SET UP Set-Up Charge

PKG Skid, Pallet, Packaging Charges

UPG Upgrade/Refurbish Charge


All iSupplier Portal registered users receive email alerts of all PO/RFQ activity.

1. Users who want to ‘turn off’

these PO/RFQ email alerts

must update their user

‘Preferences’ on the Portal

Home Page.

2. Click on ‘Preferences’, scroll

down to the bottom

3. ‘Notifications’, select ‘Do not

send me mail’ then click

Apply.

You will get a confirmation

message that your preferences

have been updated.

Please do not change any

other preferences on this

page!

12

3

60

Accounts Receivable Reference

Invoicing via the ERS Process


What is the ERS Process?

ERS stands for “Evaluated Receipt Settlement,” and is an automated invoice and payment system or Pay-on-Receipt (POR) system. BAE Systems creates an invoice on your behalf when goods are received into BAE Systems’ Oracle ERP system. You will not need to send an invoice to receive payment, as the BAE Systems ERS Invoice will be used to make the payment to you according to purchase order price, terms and conditions

As a supplier on ERS, you will receive regular, on-time payments resulting in better cash flow. ERS invoices will not go onto “Purchase Price Hold” error status since the Purchase Order price and the Invoice price always match. Other Holds could occur as shown on the ERS Invoice Summary below but can be minimized by shipping according to the Purchase Order. Another advantage of ERS is that you will no longer be required to send your invoices to BAE Systems. The elimination of this administrative task will save you time as well as eliminating processing costs.


An ERS Invoice Summary will be emailed out on a weekly basis to your point of contact.

The report will contain both summary and line item detail for all the invoices entered/created during the previous week.

The remittance advice will be emailed to your contact of record two days prior to date of payment.

• If you do not receive an ERS Invoice(s) Summary the week after shipment, contact your Procurement Agent as material may have been lost in transit or your contact e-mail may be incorrect.

Payment occurs within the normal payment terms.

• For example: if you have standard payment terms of 30 days, you can expect to receive payment 30 days after the invoice date.

Payment will be made via ACH directly into your bank account.

SPECIAL NOTE: DO NOT send paper/email invoices for product that is intransit at the time of or shipped after ASN-ERS activation. These deliveries will be paid via the ERS invoices.

ERS Invoice Summary


ERS Invoice Summary


Corrections

From time to time, corrections will be required, either for receiving discrepancies or pricing changes.

Each correction will be listed on the Invoice Summary and the details will include enough information to link the correction to the original invoice transaction.

The original invoice number (ERS-packing slip number) will now be followed by “CORR” to signify a correction and then the original invoice number would follow.

Corrections should be netted with their original invoice to reach the Net transaction amounts.


Debit and Credit Memos

.

BAE Systems will create automatic debit memos upon the return shipment of any goods to you, so no credit memos will need to be sent.

This Debit memo will be included on the email to you as part of the Invoice Summary.

Details will also be included on the remittance advice where the Debit memo is deducted.

If the Return-to-Supplier occurs on the same day as the receipt, for the entire shipment, no Debit Memo will be created and conversely, no invoice will be created. The goods will just be returned.

Partial returns on the day of shipment will result in BAE Systems creating an invoice for the net of the retained goods


When you receive the Invoice Summary, discrepancies may be noticed between the

expected payment and what is on the Summary. Work with your Procurement Agent to

correct these issues as quickly as possible, to reduce the disruption to the payment.

Check that the quantity BAE Systems has received matches what you believe was sent.

If the quantity received is different, talk to your BAE Systems Procurement Agent to get the receipt quantity corrected.• If you believe the quantity BAE Systems has received is less than what you sent, BAE

Systems can receive the additional quantity. This may result in an additional Invoice being created, but it should not result in late payment to you for the goods.

• If you believe BAE Systems has received more than you sent, BAE Systems will perform a Correction in their computer system. This will generate a correction, which will net against what BAE Systems pays you.

Check that the unit price of the goods on the Invoice Summary is correct.• If you believe the unit price on the INVOICE is incorrect, notify your BAE Systems

Procurement Agent immediately. If it is still possible, the receipt can be reversed and the goods re-received at the correct price. This will still result in a credit or debit memo for the first transaction to net against the payment at the incorrect price, and a new Invoice at the correct price.

• If it is not possible to do a correction, BAE Systems may need to create a manual Purchase Order or an additional line to an existing Purchase Order to compensate for the additional amount. If this is the case, BAE Systems will work with you to get this paid to you in a timely manner.

Check that the tax shown on the INVOICE is correct.• The tax amount is calculated from the tax code in BAE Systems’ Purchase Order. If this is

incorrect, notify your BAE Systems’ Procurement Agent immediately to get this updated.

Reconciliation and Resolving ERS Discrepancies

67

Creating the Standard Invoice on the iSupplier Portal


When to use the Standard Invoice

There will be times when you will not ship via the ASN and will need to

submit a standard invoice via the iSupplier Portal for payment

These times will include:

• Integrated Supply

• Repair charges for RTV at BAE Expense

• Service related items (tooling charges, test fees, etc.)

• Milestone or Progress payments


Login iSupplier Portal: https://isupplier.lna.us.baesystems.com

Exostar/iSupplier Login screen, enter User ID / Password, click Login.

You will be taken to the Manage OTP/Authentication page.

Once authenticated, you will be taken to Oracle iSupplier Portal Home Page.


Add a standard invoice

Select


Select Create Invoices

Select


Create Standard Invoice

Select


Enter PO Number to Invoice

Select Go

Select

Enter


1: Notice that lines which are already invoiced are listed as well.

2: Select lines to bill

3: Select NEXT

2: Select line(s) to be invoiced3: Select

1: Quantity already invoiced

Note: All lines for the PO may be returned – do not bill for items that need to be shipped via an

ASN. This will cause invoices to go on hold.

If you do not see a line here that you need to bill but it is on your PO, contact your buyer.

The PO may be set-up incorrectly.


1: Selected lines will display so that invoiced quantities can be modified

2: Enter the invoice number CAPITALIZE all Alpha characters - Select the invoice date from the calendar

3. Notice invoice type is Invoice. To enter a Credit memo see page 84

4. Add Back-up Documentation using standard file find attach process( see page 79 -80 for documentation requirements and process)

5. Balance available to invoice will AutoFill from PO information - if not billing the quantity in full change as appropriate

4 - ADD Backup Documentation see pages 79-82

Next

Enter Info here

5 - Enter quantity to be invoiced hereThe quantity listed will default to the balance remaining to be invoiced. Please ensure that you

Enter/ update the quantity here when are invoicing for a partial quantity.

Your company

info hereAllows you to

add important

information


Notice the invoice QUANTITY was modified to less than ordered amount

The invoice shows a revised calculated dollar amount

Qty & Dollars changed from previous slide

When changing quantity

Select


1. Confirmation of invoice submission received.

2. Print page for your records if necessary

3. Create another invoice as necessary

4. Return to invoices or go HOME

3: Select

4: Select

2: Select

Your comp any info

here

78

Invoice Requirements - Supporting Documentation

All suppliers who submit ISP invoices via the iSupplier portal for non-

recurring charges/services, are required to provide an attachment which

contains adequate documentation and support to validate the period of

performance for the invoice.

Adequate support is defined as :

An invoice that you have issued in your accounting system, as long as

the invoice adequately defines the period of performance for the billed

item.

An excel spreadsheet or word document which defines the period of

performance.

Failure to provide adequate support at the time of invoice submission

will delay payments to your company.

20 October 2019 © 2011, BAE Systems Land & Armaments L.P.


Attachments:

1: Browse your computer to find file you wish to attach keeping type as FILE

2: Press APPLY

3: You can attach multiple files if necessary

2

3

1

Add additional description if necessary


Attachments Continued

4 - Confirmation will be received that attaching was successful

4


Attachments Continued

If an invoice is submitted without an attachment an email will be received indicating that an invoice cannot

be processed without an attachment. Return to the portal and add an attachment to the previously

submitted invoice.

1. Find the invoice using the Create invoices – Hit GO

2. Select View Attachments and attach back-up as shown above. Change attachment type to file.

3. Confirmation noting -- backup attachment has been added successfully will be displayed

1

2

82

Create Credit Memo

Progress Payments

Saved Invoices


Create Credit MemoFollows the Exact same steps as Standard Invoice Process - Page 76-82 except the two steps below

1. Using the drop down box CHANGE the invoice type to CREDIT MEMO

2. Enter Negative Amount in the Quantity Box

3. Attachments are required for Credits as well

1

2

84

Progress payments-- Invoices that are being created for a Progress Payment request have ONE

additional step to allow for the .01 price on the actual PO line that is for the progress payment.


Under Shipping & Handling --Using the down arrow Charge Type to Miscellaneous, Click Add Row,

Enter the Invoice Amount less .01 (example-if invoicing 100,000.00, enter 99,999.99)

Enter Description PO XXXXXX - PROG PAY hit Next

Review and then Submit.

Attach all necessary backup documentation - ie Form 1443

Quantity = 1 the Unit Price is .01

Review info


SAVED INVOICES -- If you hit Save on the previous screen instead of SUBMIT and invoice will NOT be submitted

for processing -- the message below will be displayed

You may need to Save an invoice if during entry you need additional information to complete your invoice. Saving

will allow you to find it and submit at a later time

TO FIND a saved invoice - Go back to create invoices screen and enter the invoice number or search for invoices

created but not submitted.

Select


SAVED INVOICES

Select

The Saved invoice(s) will be displayed- once you find your saved invoice you can select

1. Update to continue processing and submit

2. Cancel to remove the invoice from needing further action

Canceled invoices will display when searching for invoices by the PO number originally applied billed to

as shown below.

1- Select2: Select

87

SEARCHING for Invoices, Payments, Receipts

or Debit Memo information


SIMPLE Searching for submitted or auto generated invoices

Invoice status and other useful information can be found in the i-portal using the SIMPLE Search

Select - Invoices Option on the bottom right home page

1. Enter PO (for receipt material) or Invoice number if submitted on portal - hit GO . A summary of the

invoice details for specified PO or entered invoice number will be displayed.

2. Clink on any “hot link” to drill down to additional information on the selected item field.

1

2


SIMPLE Search for Submitted invoices

1. Note invoice status

2. Use the export button to get a full report or export to excel.

1 2


SIMPLE Search for invoice payments

1. From the Home screen select PAYMENTS

2

1


SIMPLE Search for invoice payments

1. Enter the payment number and hit GO. All invoices paid on that payment will be displayed.

2. Select invoice number via hot-link to drill down to detail

3. Note detailed payment information in upper right corner of newly displayed window.

REMINDER --all fields in BLUE that are underlined are HOT-Link drill downs with additional information

21

3


ADVANCED Searching for submitted invoices 1. From View invoices tab on HOME screen

2. Use the Advance search functionality

3. Enter search criteria to find invoices using a wide variety of parameters..

2

3


Searching for PO Receipt Information

1. From Purchase orders on home tab Use the Advance search functionality

2. Enter PO number and hit GO to retrieve PO information

3. Use hot link to drill down to PO detail

4. Select SHOW to list all PO details

2

3

4


Searching for PO Receipt information

1. The SHIPMENTS screen shot below lists all PO lines.

2. Notice the quantity ordered vs the qty received and invoiced.

3. PO lines that were shipped that do not indicate received quantity need to be addressed to the buyer

4. Packing slips with proof of delivery should be provided to buyer.

5. BAE will research based on paperwork above and receive material as appropriate.

6. Click on the Received or invoiced Hotlink to view detailed information relating to those items.

1-2

3 6


Searching for DEBIT MEMO information

1. Search for the invoice number as shown above to return invoice detail.

2. Click on the receipt number associated with that debit

3. Find the returned quantity for the Debit memo in question.

4. RMA information and return date are shown. If RMA is blank contact your buyer for information.

5. Select PO number if needed for part pricing information. 1-2

3

4 - 5


Suppliers Accounts Receivable Troubleshooting Guide

What if the price on the ERS invoice is different than what I was

expecting

• Notify your Procurement Agent immediately. Based upon the results of your

conversation and the negotiated solution, the procurement agent will

resolve the issue (if required)

What if I disagree with the quantity that BAE Systems received into

Oracle

• Notify your Procurement Agent immediately. They will have the count

verified and notify you of the results of the re-count and the corrective action

(if required)

What if the invoice is on hold and outside the payment terms:

• If hold is “Procurement Review” or “Requester Review” contact your

Procurement Agent or Requestor (if known)

• Otherwise, send email to [email protected] asking for

assistance

mailto:[email protected]


Suppliers Accounts Receivable Troubleshooting Guide

What if I don’t’ see the invoice as submitted but I can‘t resubmit as the systems indicates

“The invoice number you have entered already exists. Please enter a unique Invoice

Number”

• The invoice you saved is not yet submitted so it is not displayed in search results.

• Since this invoice is still in creation stage, please go to the Create Invoices page.

• On this page, there is a Search form that can be used to enter the invoice number / PO number.

The invoice should be listed in the results.

• Click the Update Pencil and Submit the invoice.


Invoice Summary

Supplier did not receive invoice summary or a specific shipment has not

been invoiced:

• Has shipment been received

No

– Contact Procurement Agent to have material received

Yes:

– Check “Junk” e-mail folders. Some firewalls will not recognize this

mailing and place the email into a junk folder

– Send email to [email protected] requesting reprint

and to verify/update the AR contact’s email address

A specific shipment did not appear on the invoice summary

• Verify on portal that shipment has not been received

Contact Procurement Agent to have material received


99

Points of Contact

ASN Questions or to have your ASN Cancelled

• Kathy Whetzel

[email protected]

Office: 717-225-7015

• Peggy Kerns

[email protected]

Office: 717-225-8048

iSupplier Portal questions or issues

• Kathy Whetzel

[email protected]

Office: 717-225-7015

• Tressa Wilson

[email protected]

Office: 717-524-0649

PO Questions

• Contact your buyer or subcontract administrator

Invoice or Payment Questions

• BAE Systems A/P: [email protected]

• Carolyn Hall - For system functionality as related to invoice inquiry/processing

[email protected]

717-524-0868© 2008 BAE Systems Land & Armaments L.P.







100

Thank You

asn-ers supplier operations...

Documents