UMC ELECTRONICS

e-Procurement Supply Chain Management

Supplier User Manual

Introduction

− Getting Started

− Solution Overview

− e-Procurement Solution Structure

− Forecast Management (Delivery Forecast)

− PO Management

− DA Management

− GRN Management

− Financial Management (Invoice)

− Delivery Report

− Common Functions

Getting Started

e-Procurement Requirements

~ What I Need to Use e-Procurement?

• Hardware and Software Requirementso PC (Pentium or equivalent) / MAC

o Internet access (Broadband, ISDN, Lease line etc…)

o PC Compatible OS system

• MS Windows OS, Mac OS, Unix

o Web Browser

• Mozilla Firefox, Microsoft Internet Explorer v10 or higher

o E-mail

• Any leading commercial email software (MS-Outlook / Windows Live

Mail, IBM Lotus Notes, etc…)

• Email in Text or HTML format

Solution Overview

transportation

HK W/H

Supplier

Forecast Management

V4.0 SCM Portal

DA /JIT

DO/ASN

GRN

Minicomputer

Web Access

PO Management

Delivery & LogisticsManagement

Finance Management

DF,DF-C DF,DF-C

PO, PO-C

PO-R

PO, PO-C

PO-R

DA /JIT

DA/JIT-RDA/JIT-R

DO/ASN

GRN

InvoiceInvoice

Web View/DownloadEDI UploadEDI DownloadWeb Input

SAP

UMC

Receiving Barcode Printing

Delivery

Pull Instruction（Email）

Delivery from HK W/H

Inventory Visibility

ReceivingIssue

e-Procurement Solution Briefing

DO-R

Forecast Management

PO Management

Physical Flow

Buyer

Delivery & Logistics Management

Suppliers

Financial Management

e-Procurement Modules

Login

e-Procurement – Login

STEP 1

ECnet Corporate Website & Login Page

1. Navigate to ECnet corporate website www.ecnet.com/nvlogin

2. Enter “Login ID”

3. Enter “Password”

4. Enter “Verification Code”

5. Click on <Login> button to proceed

e-Procurement – Login

STEP 2

Dashboard Page

At a glance, you can see an overview of the documents and their corresponding status, count etc…

1. View notification from UMC under <Announcement>

2. Select Language (Chinese, Japanese or English) from the dropdown list

3. Click on <Help> to download Supplier Training Slides

Delivery Forecast (DelFor)

Workflow & Business Rules

Forecast Management

PO Management

Physical Flow

Buyer

Delivery &Logistics Management

Suppliers

Forecast Management

Financial Management

Business Rules

• UMC SAP system generate maximum 14 Months Forecast data to ECnet. ECnet shall aggregate the Forecast qty at daily, weekly and monthly basis.

• Suppliers shall be able to view Daily Forecast of 2 months, Weekly Forecast of 6 months or Monthly Forecast of 14 months separately.

• Suppliers will receive timely reminders that they are required to read the Forecast sent by buyers.

• Supplier login ECnet system and view Forecast data from web.• When the Forecast document is viewed or downloaded by supplier, ECnet

shall update the Forecast status to READ• The Forecast can be traced by the revision number in the revision history• ECnet will allow suppliers to download Forecast information in Excel and PDF

file formats.• An e-mail for unread Delfor serves to alert UMC and Suppliers that Forecast

has not been READ in ECnet system after 3 working days.

Email notification of New DelFor

Supplier login to ECnet and view Forecast online

MRP run and Delivery Forecast

sent to ECnet

Buyer Suppliers

Forecast Management

Email notification of UnRead DelForin 3 working days

Buyer Suppliers

Forecast Management

Delivery Forecast

� Demo

STEP 1

Looking for New DelFor

Click on Delivery Forecast count under [TO DO > DF]

Delivery Forecast

~ New DelFor

Delivery Forecast

~ Selecting DelFor

STEP 2

Selecting DelFor

Select and click on appropriate DelFor number hyperlink under <Document No> column

STEP 3.1

Reading DelFor Summary – Weekly Forecast

1. Click on <Export As> button if you want to download DelFor in Excel or PDF file formats

OR

Click on <Daily> to view Daily Forecast

Click on <Monthly> to view Monthly Forecast

Click on <Switch to Simple View> to view simple version of Weekly Forecast

OR

Click on <Confirm>

2. Click on <Part No> to proceed

Delivery Forecast- Reading DelFor Summary – Weekly Forecast

Delivery Forecast- Reading DelFor Summary – Simple Weekly Forecast

STEP 3.2

Reading DelFor Summary – Simple Weekly Forecast

1. Click on <Export As> button if you want to download DelFor in Excel or PDF file formats

OR

Click on <Daily> to view Daily Forecast

Click on <Monthly> to view Monthly Forecast

Click on <Switch to Full View> to view full version of Weekly Forecast

OR

Click on <Confirm>

2. Click on <Part No> to proceed

Delivery Forecast- Reading DelFor Summary – Daily Forecast

STEP 3

Reading DelFor Summary – Daily Forecast

1. Click on <Export As> button if you want to download DelFor in Excel or PDF file formats

OR

Click on <Weekly> to view Weekly Forecast

Click on <Monthly> to view Monthly Forecast

Click on <Switch to Simple View> to view simple version of daily Forecast

OR

Click on <Confirm>

2. Click on <Part No> to proceed

Delivery Forecast- Reading DelFor Summary – Monthly Forecast

STEP 3

Reading DelFor Summary – Monthly Forecast

1. Click on <Export As> button if you want to download DelFor in Excel or PDF file formats

OR

Click on <Daily> to view Daily Forecast

Click on <Weekly> to view Weekly Forecast

Click on <Switch to Simple View> to view simple version of Monthly Forecast

OR

Click on <Confirm>

2. Click on <Part No> to proceed

Delivery Forecast- Reading DelFor Details

STEP 4

Reading DelFor Details

Click on <Back to Summary> and go back to

DelFor Summary

24

STEP 1

Reading DelFor

Revision History - 1

1. Click on <Document Number>

to open the list of Delfor

Revision History

2. Click on revision number under

<Revision #>

Delivery Forecast- Reading DelFor History - 1

25Delivery Forecast

- Reading DelFor History - 2

STEP 2

Reading DelFor

Revision History - 2

Purchase Order (PO) Management

Workflow & Business Rules

Forecast Management

PO Management

Physical Flow

Buyer

Delivery &Logistics Management

Suppliers

PO Management

Financial Management

Business Rules - 1

• UMC run MRP and transmits PO/POC data to ECnet.• Suppliers will receive timely reminders that they are

required to response to the PO and POC sent by buyers.• Supplier login to ECnet system and view or download PO• System may highlight the revised fields (Delivery Date, Unit

Price, Order Qty) in red and bold• System may highlight the PO Rescheduling in blue for

suppliers to respond• Suppliers are allowed to perform the following actions on

the PO. When the PO is confirmed or Counter-proposed, system shall trigger a PO response email to UMC buyer. o Confirm - Indicate that the Supplier can Confirm the PO.o Counter-Propose - Indicate that the Supplier wants to Counter-

Propose to the PO.

Business Rules - 2

• PO Rescheduling response data can be uploaded in an

Excel format file via ECnet web

• The PO balance and In-transit Qty can be traced from the

PO screen.

• The PO and PO Lines revision can be viewed from the

revision history. • The PO line status (Revised, Add, Deleted) can be identified

by comparing the incoming PO data with last version of PO in the database.

• An e-mail for unread or unresponded PO serves to alert UMC and Suppliers that PO has not been READ in ECnet system after 2 working days or RESPONDED in ECnet system after 3 working days.

• Allow Suppliers to download POs information in Excel and PDF file formats.

Supplier login to ECnet to view

and respond PO on ECnet

Email notification of New PO

UMC run MRP to generate PO

data and send to ECnet

Buyer Supplier

PO Management

Email notification of PO Response File Processing Failure

PO Management

Supplier

Supplier login to ECnet to upload

PO Rescheduling

response file and the file is rejected.

Email notification of PO Response File

Processing Successful

PO Management

Supplier

Supplier login to ECnet to upload

PO Rescheduling

response file and the file is

processed successfully.

Buyer retrieves PO response from

ECnet and makes necessary

amendments

Email notification of Responsed

PO

Buyer Supplier

PO Management

Email notification of Unread PO in 2 calendar days

Buyer Supplier

PO Management

Email notification of Unresponded PO in 5 calendar

days

Buyer Supplier

PO Management

Purchase Order ( PO) Management

� Demo

PO Management

~ New PO

STEP 1

Looking for New PO

Click on Purchase Ordercount under [TO DO > PO]

PO Management

~ Selecting PO

STEP 2

Selecting PO

Select and click on appropriate PO number hyperlink under <Document No> column

PO Management

- Reading PO Details

STEP 3

Reading PO Details

Click on <Export As> button if you want to download PO in Excel or PDF file formats

OR

Click on < Acknowledge PO> to

acknowledge PO

PO Management

- Confirming PO

STEP 4

Confirming PO

Click on <Confirm All> button if you want to accept all POs on the screen

PO Management

- Counter-Proposing PO - 1

STEP 4

Counter-Proposing PO - 1

1. Select <Counter-Propose>

2. Select the value of <Split> from Split dropdown list

3. Click on <Submit>

PO Management

- Counter-Proposing PO - 2

STEP 5

Counter-Proposing PO - 2

1. Entering Responses

2.1 Responded Date

2.2 Responded Qty

2.3 Vendor Remarks

2. Click on <Submit>

PO Management

- Counter-Proposing PO - 3

STEP 6

Counter-Proposing PO - 3

Click on <Confirm>

44

STEP 1

PO Response via

Web Uploading - 1

1. Download PO Excel file

2. Compile PO Response file

2.1 Supplier Response Date

YYYY-MM-DDDD-MM-YYYYYYYY/MM/DDDD/MM/YYYY

2.2 Supplier Response Qty

PO Management ~ PO Response via Web Uploading - 1

45

STEP 2

PO Response via Web Uploading - 2

Click on [Utilities > Web Upload]

PO Management ~ PO Response via Web Uploading - 2

STEP 3

PO Response via Web Uploading - 3

1. Select the PO file for uploading

1.1 File Type：Select ‘Excel

File’

1.2 Upload Type：Select

‘PORSP’

2. Select File：Click on <Browse…> to select the Excel file for uploading

3. Click on <Submit>

PO Management ~ PO Response via Web Uploading - 3

PO Response via Web UploadingGuide

Click on <Download File For

more Details> to download ‘PO

Response via Web Uploading

Guide’

PO Management ~ PO Response via Web Uploading Guide

Despatch Advice (DA) Management

Workflow & Business Rules

Forecast Management

PO Management

Physical Flow

Buyer

Delivery &Logistics Management

Suppliers

DA Management

Financial Management

Business Rules

• On a daily basis, UMC generates the list of delivery request with 1 month of delivery schedules and transmit to ECnet.

• Based on the vendor code and plant code, each vendor code may have 1 DA document at UMC plant level. The DA shall be revised and system shall display the latest revision.

• Supplier login to ECnet system and view or download DA.• Suppliers are allowed to perform the following actions on

the DA. When the DA is confirmed or Counter-proposed, system shall trigger a DA response email to UMC buyer. o Confirm - Indicate that the Supplier can Confirm the DA.o Counter-Propose - Indicate that the Supplier wants to Counter-

Propose to the DA.• DA response data can be uploaded in an Excel format file

via ECnet web• An e-mail for unread or unresponded DA serves to alert

UMC and Suppliers that DA has not been READ in ECnet system after 2 working days or RESPONDED in ECnet system after 5 working days.

Suppliers Login to ECnet to view and respond DA

on ECnet

Email notification of New DA

UMC SAP generate

production Plan and send to

ECnet

Buyer Supplier

DA Management

Email notification of DA Response File Processing Failure

Supplier

Supplier login to ECnet to upload DA Response file

and the file is rejected.

DA Management

Email notification of DA Response File

Processing Successful

Supplier

Supplier login to ECnet to upload DA Response file

and the file is processed

successfully.

DA Management

Email notification of Unread DA in 2 working days

Buyer Supplier

DA Management

Email notification of Unresponded DA in 5 working

days

Buyer Supplier

DA Management

Despatch Advice (DA) Management

� Demo

Despatch Advice

- New DA

STEP 1

Looking for New DA

Click on Despatch Advice count under [TO DO > DA]

Despatch Advice

- Selecting DA

STEP 2

Selecting DA

Select and click on appropriate DA number hyperlink under <Document No> column

Despatch Advice

- Reading DA Details

STEP 3

Reading DA Details

1. Click on <Export As>

button if you want to

download DA in Excel or

PDF file formats

OR

2. Click on <Confirm ALL>

button if you want to accept

the DA on the screen

Despatch Advice

- Counter-Proposing DA - 1

STEP 4

Counter-Proposing DA - 1

1. Select <Counter-Propose>

2. Click on <Submit>

Despatch Advice

- Counter-Proposing DA - 2

STEP 5

Counter-Proposing DA - 2

1. Entering [Supplier Response]

2. Click on <Confirm>

62Despatch Advice

- DA Response via Web Uploading - 1

STEP 1

DA Response via Web Uploading - 1

Click on [Utilities > Web Upload]

STEP 2

DA Response via Web Uploading - 2

1. Select the DA file for uploading

1.1 File Type：Select ‘Excel

File’

1.2 Upload Type：Select

‘DARSP’

2. Select File：Click on <Browse…> to select the Excel file for uploading

3. Click on <Submit>

Despatch Advice- DA Response via Web Uploading - 2

Goods Receipt Note (GRN) Management

Workflow & Business Rules

Forecast Management

PO Management

Physical Flow

Buyer

Delivery &Logistics Management

Suppliers

Financial Management

GRN Management

• Upon goods receiving, UMC automatically creates GRN

from backend system and then generates GRN data to

ECnet.

• Once GRN is transmitted, system shall deduct PO Balance

according to Receiving Qty.

• The GRN can be revised and upon the GRN revision, the

PO balance shall be recalculated.

• There will be 3 types of GRN: Goods Receipt, Replacement

and Goods Return. It can be differentiated by the

Movement Type from GRN document.

Business Rules

67

Suppliers login to ECnet and view

GRN

Email notification of New GRN

UMC uploads GRN data to ECnet

Buyer Suppliers

GRN Management

68

Email notification of Unread GRN

in 3 working days

Buyer Supplier

GRN Management

Goods Receipt Note (GRN) Management

� Demo

GRN Management

~ New GRN

STEP 1

Looking for New GRN

Click on Goods Receipt Note count under [TO DO >GRN]

GRN Management

~ Selecting GRN

STEP 2

Selecting GRN

Select and click on appropriate GRN number hyperlink under <Document No> column

GRN Management ~ Reading GRN Details

STEP 3

Reading GRN Details

Click on <Export As>

button if you want to

download GRN in Excel or

PDF file formats

Financial (Invoice) Management

Workflow & Business Rules

Forecast Management

PO Management

Physical Flow

Buyer

Delivery &Logistics Management

Suppliers

Invoice Management

Financial Management

Business Rules

• Supplier may create Invoice against GRN online.

• The Unit Price will be default from the PO and PO Line. Receiving

Qty will be default from GRN and the Invoice Qty will be default

from Receiving Qty. Supplier will be able to edit Invoice Qty on

the creation screen.

• The currency code will be from the PO and is not editable.

• The total amount and line amount shall be calculated by the

system. The Goods return qty and amount shall be deducted from

the total invoice qty and total invoice amount.

• The invoice can be revised/cancelled.

• Upon the invoice submission, system shall generate the download

file to UMC in a CSV file format.

• Once the GRN is revised, system shall auto suspend the invoice

and trigger an email to inform supplier and buyer.

Buyer / Finance receives Invoices

Email notification of New Invoice

Buyer Supplier

Supplier creates Invoice on ECnet

Invoice Management

Supplier login to ECnet to view the responded

Invoice

Email notification of Confirmed

Invoice

Buyer Supplier

Buyer / Finance respond to

Invoice from ECnet

Invoice Management

Update to Backend system

Download Invoice data file

from ECnet

Buyer

Invoice Management

Email notification of Suspended

Invoice

Buyer / Finance revises invoiced

GRN

Buyer Supplier

Invoice Management

Email notification of Unread

Invoice in 3 working days

Buyer Supplier

Invoice Management

Email notification

of Unresponded

Invoice in 3

working days

Buyer Supplier

Invoice Management

Financial (Invoice) Management

� Demo

Invoice Management

- Creating New Invoice

STEP 1

Creating New Invoice

Click on [Invoice > Create INV]

Invoice Management - Searching GRN(s) for Creating Invoice

STEP 2

Searching GRN(s) for Creating Invoice

1. Enter Searching Criteria

1.1 Trading Partner

1.2 Message Number

1.3 Part Number

1.4 Select Reference Code:

Vendor Code / Plant Code

1.5 Enter Reference Code

1.6 Select Date: Transmission Date

/ Document Date

1.7 Enter Supplier Invoice Number

2. Click on <Search>

Invoice Management- Selecting GRN(s) for Creating Invoice

STEP 3

Selecting GRN(s) for Creating Invoice

1. Select appropriate GRN(s) under

<Select> column

OR

Click on <Select All> if you want to

select all GRNs on the screen

OR

Click on <Deselect All> if you want to cancel the selection of GRNs

2. Click on <Create>

Invoice Management- Entering Invoice Details for Creating Invoice

STEP 4

Entering Invoice Details for Creating Invoice

1. Enter Invoice Details

1.1 Invoice No*

1.2 Remarks

1.3 Invoice Qty*

1.4 Supplier Invoice Number

1.5 Line Remarks

2. Click on <Add New Line> if you

want to add more lines

3. Click on <Save> if you want to save uncompleted Invoice

4. Click on <Submit>

Invoice Management

- Confirming Invoice creation

STEP 5

Confirming Invoice Creation

Click on <Confirm> button to proceed

OR

Click on <Back>

STEP 6

Looking for created Invoice

Click on Invoice count under [In

Progress > INV]

Invoice Management

- Looking for created Invoice

STEP 7

Selecting Invoice

Select and click on appropriate Invoice number hyperlink under <Document No> column

Invoice Management

- Selecting Invoice

Invoice Management - New Invoice Created - Invoice Summary

STEP 8

New Invoice Created – Invoice Summary

Click on <Export As> button if

you want to download Invoice in

Excel or PDF file formats

OR

1. Click on <Revise> button to

revise Invoice

2. Click on <Cancel> button to cancel Invoice

OR

Click on [Part Number]

Invoice Management - Reading Invoice Details by Part

STEP 9

Reading Invoice Details by Part

92

Delivery Report

Workflow & Business Rules

Business Rules

93

• ECnet will allow suppliers to download Delivery Report

information in Excel and PDF file formats.

94

Delivery Report

� Demo

95

STEP 1

Search

Click on [Utilities > Delivery

Report Search]

Delivery Report

- Search

96

Delivery Report

- Generate

STEP 2

Generate

1. Enter Searching items

1.1 PO Document Date

1.2 PO Delivery Date

1.3 PO Reschedule Date

1.4 PO Number

1.5 PO Line Number

1.6 Part Number

1.7 Purchasing Group

2. Select Searching items

2.1 Report Status

2.2 PO Document Status

2.3 PO Line Status

3. Click on <Export to XL> button if you want to download DR in an Excel file format

4. Click on <Export to PDF> button if you want to download DR in a PDF file format

97

STEP 3

Reading Report Details

Delivery Report

- Reading Report Details

Common Function

Search

STEP 1

Search Screen

Click on [Utilities > Document Search]

Search Functions

~ Search Screen

STEP 2

Select Search Type

1. <Document Message>：Select Message Type from Document Message dropdown list

2. Click on [Search] button

Search Functions

~ Select Search Type

STEP 3

Search Criteria

Set the search criteria and click [Go] button to proceed…

Search Functions

~ Search Criteria

STEP 4

Downloading Search Result

Click on <Export As>

button if you want to

download search result in

Excel file format

Search Functions

~ Downloading Search Result

Common Function

Document History

REVISION

Document History

Information on original and revision…

Document History “Track & Trace”

Document History “Track & Trace”

STATUS

Document Status

Information on when document was read, responded etc…

The End

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Logout

Click on “Sign Out”

Logout Successfully

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