Purchasing documents User Manual

version 1.2 2017/July

File Name: Supplier Portal purchasing documents Manual.docx

USER MANUAL

Title: Purchasing documents Date: 2017 July

Author: Katharina Walgraeve Status: Final

Version: 1.2

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Table of Contents Table of Contents .......................................................................................................................................... 2

Document History ......................................................................................................................................... 3

Revision History ........................................................................................................................................ 3

Quality Review .......................................................................................................................................... 3

Approval / Sign-off .................................................................................................................................... 3

Attention Icons .......................................................................................................................................... 3

GENERAL SYSTEM OVERVIEW ....................................................................................................................... 4

Key Benefits .............................................................................................................................................. 4

Access ........................................................................................................................................................ 4

Flow ........................................................................................................................................................... 4

Purchasing Documents Module .................................................................................................................... 6

Purchasing Documents Homepage ............................................................................................................... 8

PO Data Quick Search ................................................................................................................................... 9

Internal users: ............................................................................................................................................... 9

External Users: ............................................................................................................................................ 10

Print Blanket PO’s ....................................................................................................................................... 15

Spotbuys...................................................................................................................................................... 17

Terms & Conditions..................................................................................................................................... 18

Appendix ..................................................................................................................................................... 27

Glossary of Terms ................................................................................................................................ 27

Additional supporting / reference documentation ............................... Error! Bookmark not defined.

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Document History

Revision History

Author Version Rev. date Summary of Changes Section Page

Quality Review The following have been nominated as quality reviewers for this Product:

Name Title Date of Issue Versions

Approval / Sign-off This document requires approval from the following individuals:

(Signed approval forms are filed in the quality section of the project files)

Name Role Date Signature

Attention Icons The key below explains what each of these icons means.

Call-out: Important information the participant should be aware of.

Note: Information for the participant to consider for the learning activity.

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GENERAL SYSTEM OVERVIEW

Key Benefits The Purchasing Documents module is created to:

Communicate new amendments of blanket purchase orders to the supplier

Provide a search feature for PO amendments

Provide a print functionality that displays the PO in official print formats

Prints the Terms and Conditions together with the PO’s

Allow for historical prints of PO’s

The tool will be extended with spotbuys and indirect orders when available.

Today, the tool only displays the orders coming from CNH purchasing. For the Iveco and FPT sectors, the

orders are still printed and sent via post. For some CNH suppliers, the orders are also printed and sent

via post and this module only gives the functionality to additionally search for amendments and print

out purchase orders, including historical ones.

Access Anyone internal to CNHI has access to Supplier portal with the network login ID and Password. An

external supplier actively working for CNHI should also already have access to the supplier portal. If not,

a request for access can be made via the online self-service tools on the homepage

https://supplier.cnhin.com/.

The Purchasing Documents module requires a separate security mapping to ensure that only the

intended Supplier can view and access Purchase Orders (login ID is linked to the vendor codes from

Purchasing)

Call-out: The Supplier Portal login security is based on IAM FG Extranet active directory which is

widely implemented by Fiat Group, and therefore, any supplier registered on any portal within the Fiat

Group will have access to the portal.

Flow The CNH Industrial Purchasing system, WPS, sends each amendment to the portal. The Supplier portal

has notification to the mapped supplier users to warn them of any new amendments that are available

on the portal.

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Note: Today, only CNH is covered. Iveco and FPT keep their current processes.

Screen-prints in this manual are taken from the Supplier Portal test environment https://stg-

supplier.cnhind.com/

Supplier

Portal

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Purchasing Documents Module

To access the Purchasing Documents module, go to https://supplier.cnhind.com/ and you will arrive on

the homepage of the CNH Industrial Supplier portal :

Enter your login

credentials and click

“Go”

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Goto the left menu of the

portal and click on

“Modules” , then

"Purchasing", "Purchasing

Documents"

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Purchasing Documents Homepage

PO Data quick search: Click on this link to go to the “old” module of searching amendments

Print Blanket PO’s: Click on this link to go to the new added feature of printing PO’s

Spotbuys: This option will show the spotbuys documents via a search

Terms & conditions: Click on this link to see the Terms and Condition documents related to the vendor codes that the Supplier’s login ID is mapped to for this module.

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PO Data Quick Search The PO data quick search on the portal shows the history of amendments for every blanket order in WPS

(CNH Industrial Purchasing system). With every amendment completed in WPS, the interface sends an

update after which, the supplier gets an email notification that the amendment is available to view on

the portal. The module also contains the related Terms & Conditions, that need to be formally accepted

in the system before the supplier can see his orders.

Internal users:

Internal users have full access to the module; however they need to know either the SML code or the

Portal login code of the Supplier.

This screen is also used to map the login ID to the different vendor codes.

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External Users:

The dashboard of orders will immediately be displayed, based on the vendor codes that the user is

mapped to.

Suppliers can click on the open orders number or on the “Search” term which will bring them to a screen

where they can search based on specific criteria:

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1. Users can input the partial information for the records to be filtered

2. If “View current orders only” option is checked then “Amendment Effective To” data will be

defaulted to the current date

3. Upon Clicking the Search button, purchase order report screen is displayed for the criteria

selected

4. Dates can be selected by clicking on the side buttons which will display a calendar

5. All of the dates are displayed in the dd-mmm-yyyy format (for eg : 01- jan- 2015)

6. The “Home” link will navigate the user to the home page

Result of the search:

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- The vendor code link displays the name and address of this supplier

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- The link for amendment date goes to a screen displaying the purchase order history page for the

selected code, CNH part number and using location. The user can sort the data in ascending order for

the columns with a link in the header.

- The Using Location link will display the supplier data screen. The user can print the details by clicking

the print button or close the screen by clicking the close button.

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The buyer link will show details of the related buyer :

- The PRINT FILE (PDF) and DOWNLOAD (CSV) button will open a window which enables the user to

select one of the three options provided for the records to be selected.

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All: independent of filter and selection

Filtered: only based on search criteria

Selected: only the selected records within the result page

Note: Moving to the previous, next, first or last page will unselect the current

page selection.

Print Blanket PO’s Newly added functionality to print the PO in official print format and make it possible to print historical

orders.

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The vendor code is a drop down box of all vendor codes the user is mapped to. Only one vendor

code can be selected at a time. Internal users can simply start typing the name of the supplier or the

vendor code and the dropdown box will give suggested suppliers.

Amendment date: the default is todays date, which will print the current, active order. Both

internal and external supplier users can enter a date in the past.

For example, an amendment is completed on February 14th, March 30, etc.

If a calendar date of February 28 is selected it will print the amendment of February 14th.

Part: The drop down of all parts that the selected vendor code is delivering to any using location

based on the active Purchase Orders. This is not a mandatory selection, the PO can be printed for

the selected part or for all parts if not filled in. The choice of “Full PO Print” will also impact the parts

that will be printed.

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Print Full PO: When selected, it will print the full PO including all part numbers, if not switched on it

will only print the amended part numbers at the amendment date (or last amendment before the

selected date).

The PO's have 3 sections:

1. SHIPPING POINT 2. TERMS & CONDITIONS 3. ORDER DETAILS

The print format is the same as the one send via post.

Spotbuys Newly added functionality to also find back the spotbuys via a search screen :

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A note will be added to the module and the print of the order, at the time DELIVERY SCHEDULES is

used for spotbuys logistic management :

PLEASE NOTE: The spot buy requirements defined on the purchase order are for some plants also

shown in the delivery schedule module on this Portal or through EDI.

AVOID DUPLICATE SHIPMENTS – always check the PO number.

Go live date for NAFTA PLANTS : July 10th 2017

Vendorcode : as internal user just start typing the name of the supplier or the vendorcode

Using location : will be prefilled with the using locations for which this vendor has spotbuys

Region : will be prefilled with the regions for which this vendor has spotbuys

Delivery date from : click on the calendar icon to enter a date from to select a range of spotbuys; click

on the red cross sign to remove the date if you don't want to take it into consideration while filtering

Delivery date to : will by default have the date FROM + 1 day , but you can also change this range

CNH Industrial partnbr : to search for spotbuys specific for a partnumber

Supplier partnbr : to search for spotbuys related to a specific supplier partnumber ; but this supplier

partnumber is not always known in our systems

Ordernumber : to search for a specific spotbuy when you know the ordernumber

Fully received : this is to limit the selection on already received spotbuys or only the open ones

Click on FILTER to start the search or click on RESET to enter new filters.

The paging is by default set to 20 records per page, but that can be changed.

Be carefull to not put this too high as this might impact performance on the screen !

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The filtering gives you a grid of data for the spotbuys.

Possible actions on this grid is to

check the order as FULLY RECEIVED, which will put the order in RECEIVED status so that the user

can focus on the orders to be delivered. Don't forget in this case to click the SUBMIT button to

save your changes.

Click on the ORDERNBR to open the PDF file related to the order

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The yellow indicated text is only for the plants that are also rolled out to see spotbuys in the DELIVERY

SCHEDULES module (As of July 10th NAFTA plants only).

Spotbuys for supplier users The screens are rather similar, but for suppliers we limit the vendorcode drop down to the codes the

user's group is mapped to.

The default filter displays all NON FULLY RECEIVED spotbuy orders.

Supplier users can also use the same filtering on top to limit the list though and take the same actions as

explained in the previous section.

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Terms & Conditions

There is newly added functionality that allows supplier to now upload an agreed T&C between buyer

and supplier instead of accepting the standard T&C. It is also possible to do this at a later point and still

view the purchase orders.

Before the supplier can see their Purchase Documents homepage, they will be presented with the list of

Terms & Conditions to be accepted.

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Clicking on the Continue button will move to the screen to accept the first T&C document. This is a fixed

PDF document presented in a window:

The user should read the full document and then use the below buttons to accept, reject or upload their

own T&C for this legal entity:

Clicking on “Accept” will register the acceptance in our database. They will not be presented with this

document the next time they enter the Purchase Documents module, but the supplier can still go read

the T&C document in the module.

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When clicking the “Continue” option, the usage of the blanket PO tool or printout functionality will be

logged and the user will presented with the same screen to accept or upload the next time the login.

When clicking on “I have another signed agreement with CNHI”, the user is presented with an upload

screen:

The purpose is to upload an agreed upon document between buyer and supplier instead of accepting

the standard T&C.

By keeping the history of the documents for T&C and the dates when they were active, we can printout

the correct T&C upon request from an internal user, based on when the correct T&C was active.

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When the T&C flow ends, the next page presents the homepage of BPO

The terms and conditions link will present the supplier user with the following screen:

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Here, a supplier can download the terms and conditions document or the pencil icon will bring them

back to an upload screen where the supplier can replace the standard document with their own

(agreed upon) document.

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Appendix

Glossary of Terms Term Definition

SML Supplier Manufacturing Location; vendorcode as known in

CNH system

T&C Terms and Conditions

Legal Entity The CNH entity that controls the relationship with the

supplier.