ers & isupplierportal training for suppliers access ir purchasing & payments transactions...

ERS & iSupplier Portal Training for Suppliers

Date: 08/14/2017

2

• We would use Webex chat option for recording audience questions through out the session.

• Question should be posted in the Webex in the format "Question: <<query>>?“ by using the option "Everyone“

• We will start picking the questions in the Q&A time.

After entering the question

click Send button

Remember – Attendance and Q&A

Attendance :Webex will automatically record the attendance. Therefore, request you to be logged in to the

webex session all the time.

If you are facing issues with login to webex please email “[email protected]”

Q&A :

3

• ERS & iSupplier – Training Context 5 mins.

• Evaluated Receipt Settlement (ERS) - Introduction 5 mins.

• iSupplier – Introduction 5 mins.

• Operational Procedures 50 mins.

- Supplier registration and login

- Purchase Order

- Shipment

- Finance (Invoice & Payments)

• Demo in Oracle Application 30 mins

• Training Documents 5 mins

• Q & A 20 mins

Table of Contents

4

Purchase

Document

Receive

Goods

Manual Invoice recon and

Payment

Acknowledge

and acceptShip Goods Invoice

and send

Payment

received

Purchase

Document

Receive

Goods

ERS AutoInvoice on

receipt

Acknowledge

and accept

iSupplier

Ship Goods Payment

received

AS IS To Be

Consistent with Ingersoll Rand’s commitment to continuous improvement, our suppliers are

transitioning to iSupplier Portal functionality and Evaluated Receipt Settlement (ERS) or self invoicing

• Supplier Ack or changes on PO through phone or

Email

• Supplier needs to invoice IR

• IR needs to manually reconcile invoices and pay

- Potential data entry errors

• Supplier Ack or changes on PO – online &

Realtime

• No need for Supplier to invoice IR

• No need for IR to manually reconcile invoices

- Prompt payments; No data entry errors

The current document is intended as training and reference material for IR Supplier community.

ERS and iSupplier Onboarding Program

5

• Evaluated Receipt Settlement (ERS), also known as "Invoice on Receipt" or "Pay on Receipt", is a

process whereby a company creates a system generated invoice on behalf of the supplier for

receipts booked against PO's or BPA releases.

• Eliminates manual invoice data entry and reconciliation errors

• Ensures accurate and timely payment processing for our suppliers

Evaluated Receipt Settlement (ERS)

How it works:How it works:How it works:How it works:

Step 1

• IR issues ERS Blanket

Purchase Order (BPA)

release to Supplier

Step 2

• Supplier generates

Advance Shipment

Notice (ASN)

• Supplier delivers goods

to IR

• Goods received by IR

Step 3

• ERS transaction (invoice)

is created using purchase

price and goods received

quantity against the ASN

Invoice Amount =

Quantity Received X PO

Price

Step 4

• IR pays supplier

within agreed

payment terms

against “self billing”

invoices

ERS Invoice nomenclature:

• Invoice number follows the this logic: ERS – 12354 -48945

“Packing Slip Number” From ASN

Header or entered by Receiving

“Unique system generated #” From

Oracle R12

Fixed text “ERS”

6

ERS - Benefits

Suppliers Ingersoll Rand

Improved and expedited invoice

processing due to :

• No invoice holds due to pricing and

quantity discrepancies

• Improved payment performance

• Elimination of potential Accounts

Payable data entry errors (100%

automated transaction).

• In case of discrepancies, allows you

to get paid for the majority of the

shipments, and work on the

discrepancies collaboratively

• Efficient and automated invoice

processing administration and

increased payables efficiencies

• Elimination of human errors in

invoice processing

• Reduction of

•Invoice holds

•Payable issues

•Non-value activities resulting

in payment delays

• Improved relations with our

suppliers

7

iSupplier Portal (iSP) is an internet based secured environment which gives suppliers the ability to

directly access IR Purchasing & payments transactions online and submit their responses such as PO

acknowledgment, Change Order and Advance Shipment Notice etc.

Introduction to iSupplier Portal

iSupplier

Purchase Order

Operations

Finance Operations

Shipment Operations

• Real time view of Purchase

orders

• Acknowledge PO,

• Request Change / Cancel

PO

• Change dates if you cannot

make shipment date

• View Shipment Details

• Create Advance

Shipment Notice (ASN)

• View Delivery schedule

• View Returns, ReceiptsProactively work your A/R

• View Invoice Information

• View Payments

• View Payments Advice

Report

• View upcoming payments

Benefits

• View and acknowledge order releases in

real time

• Improved pricing accuracy by reviewing

pricing on demand

• Ability to pro-actively work invoice /

payment issues

• Generate Advanced Shipping Notices

• Can assist suppliers in ERS reconciliation

• Keeps suppliers and IR in sync

8

iSupplier Operational Procedures

• View PO

• Acknowledge PO

• Change Requests

• PO cancellation

request

Registration and

Login Process

• View Delivery

Schedules

• Export+

• View Overdue Receipts

• Submitting ASN

Manually(ERS

Processing)

• Submitting ASN using

ASN+

• Printing ASN report

• Cancellation of ASN

• Returns

• View Invoice

Information

• View Payment

Information

• Generate Payment

Advice Report

• Registration and

Login Process

Purchase Order

OperationsShipment

OperationsFinance

Operations

9

Registration and

Login Process

Purpose Registration of Suppliers is required, so that they can

access the iSupplier portal and perform the business

transactions.

Actor Ingersoll Rand Suppliers

Key Steps 1. Open iSupplier Portal

2. Provide Username and Password received in e-

mail

3. Change password

4. Select Responsibility

Outcome Supplier user is registered and logins to iSupplier

Portal to work on various functionalities available

Supplier Registration & Login Process - Summary

10

• Click on the URL “https://irebsprdportal.ingersollrand.com”

• Provide User Name and Password received in an email notification from IR and

• Change the password after the first login

iSupplier Portal Login Process

Registration email.msg

11

iSupplier Portal Login Process

• Once signed into the portal, below responsibility on the home page will be seen

• Click on the responsibility “IR iSupplier Portal Full Access” under the Main Menu to access the

Home page

12

iSupplier Portal Home Page

Search for specific

PO Number, Invoice,

Shipment or

Payment

A listing of the last

10 orders approved.

A listing of last 5

shipments. Quick Links

Home page consists of various navigations as explained below

13

Purpose To view, acknowledge, perform change and

cancellation requests on Purchase orders




3. Navigate to Orders tab

4. Perform the desired action

Outcome Supplier navigates to orders tab and performs the

required business transaction

Purchase Order

Operations

Actions performed on PO - Summary

14

• Click in the PO Number field.

• Enter the PO Number and Click the Go button.

Search All Purchase Order • Navigate to Orders -> Purchase Orders

Clicking here will open

the PO details page

Search for Specific Purchase Order to view the details

15

Multiple actions can be

performed for the PO :

• Request changes

• Request

cancellation

• View change history

• View PDF

• View Receipt

• View Invoice

• View Payments

• View Shipments

Shows the detailed

information of the

purchase order

Click on ‘Show’ to view

detailed line item

information of the

selected PO

Possible Actions that can be performed on PO page

16

View all the Purchase Orders and perform various actions on them

Click to

acknowledge the

PO Click to cancel

the PO

Status of

PO Request changes

in the PO View Change

History

Change

multiple PO

from this

button

17

• Get in touch with IR personnel, before cancelling any PO/BPA/BPR.

• If you see any Price discrepancies when utilizing the portal, please contact your buyer/planner

immediately.

• For Acknowledging PO - click "Accept Entire Order” to acknowledge all the order line items,

then raise a change request if required.

• You will not be able to create the Shipment, if the PO status shows “Supplier Change Pending”.

• Once the Buyer approves your change request then you will be able to create the shipment.

Specific things to be taken care of

Click here to accept the

entire order.

18

Purpose To view overdue receipts, delivery schedules, submit

advance shipment notices and perform printing and

cancellation requests on ASNs




3. Navigate to Shipments tab


Outcome Supplier navigates to shipments tab and performs

the required business transaction

Shipment

Operations

Actions performed on Shipments - Summary

19

View Delivery Schedules and export using “Export+” feature

• Delivery Schedules page is used to quickly find deliveries that need to be scheduled and that are

past due.

• IR recommends to use “Export+” feature which provides extra column data which help Suppliers

to analyze the shipment schedules in a better way

• Navigation : Shipment -> Delivery Schedules, enter the search criteria and click Go

Delivery Schedule

results will be

displayed here

Click “Export+”

button to download

the shipment

schedules in excel file

Insert minimum one

search criteria to

view the results

Internal Note : Show the above screen in the portal

Export+

20

View Overdue Receipts

Click Export button to

download the

shipment in Excel file

Insert minimum one

search criteria to

view the results

• The Overdue Receipts Results page enables to view the details of past due purchase order

shipments.

• Click the PO number, Ship-To Location, and Buyer to view further detail.

• Navigation: Shipment -> Overdue Receipts, enter search criteria and click Go

21

Click “Create Advance

Shipment Notices” link to

create the ASN

What is Advance Shipment Notice (ASN)

Advance Shipment Notice (ASN) is used to alert IR of upcoming shipment deliveries. It is created

against purchase orders by providing appropriate shipment details and also required for ERS

processing of the Invoices.

From the shipment notices tab below actions can be performed:

• Create ASN

• Upload ASN + file

• View and Cancel ASN

Navigation: Shipment -> Shipment Notices -> Create ASN

22

Provide shipment line details

under the tab “Shipment Lines”

Mandatory Parameters :

Packing Slip

Then click on “Shipment Header”

tab

Submit Advance Shipment Notices Manually -1/2

• Select the PO and click on “Add to Shipment Notices” button to create the ASN

• Then provide the shipment details on the Shipment header and lines screen

23

Submit Advance Shipment Notices Manually –2/2• Enter the details in “Shipment Header” tab and click on Submit button

� ASN must be created for actual shipment quantities being sent

• A confirmation message will be displayed after successful completion of ASN submission

Provide shipment details under

the tab “Shipment Header”

Mandatory Parameters :

Shipment Number

Shipment Date

Expected Receipt Date

24

Click the Refresh button till the

Phase changes from Pending to

Completed and process

completes, mail will be sent to

your email id with the shipment

file.

Click ASN+ button to

initiate the process

• “ASN+” feature allows to upload multiple ASNs or larger amounts of information via an upload

tool

• Navigation: Shipment -> Shipment Notices -> Create ASN

Submit Multiple ASN using “ASN+”

Detail steps are mentioned in the “How To documents” on the IR portal

25

Browse and upload

the file saved in .txt

format

An acceptance

message will be

displayed on the

screen once the

upload is successful

Submit ASN using “ASN+” – Upload ASN file

• Navigate to Upload Advance Shipment and Billing Notices in shipment notices tab

• Select the file using “Browse” button and upload it

26

Printing Advance Shipment Notices – 1/2

• “ASN Report” is required in the shipment process by IR, IR scans the generated bar code in ASN

report for confirming the shipment and initiating the receipt process

• Navigation : Shipment -> Shipment Notices -> View/Cancel Advance Shipment Notices

• Shipment Notices will be displayed. Click on “XX ASN Report” button

27

Click Refresh

until output

populates in

Output Field

Click the

Output button

to view ASN

report

Printing Advance Shipment Notices – 2/2

• Once the “icon” appears in the “Output” column, ASN Report can be viewed by clicking on the

output icon

• Print the “XX ASN Report” and send it across with the shipment to IR

28

Cancellation of ASN

• Cancellation of “ASN” can be performed when ASN is submitted in the portal, but the goods were

not delivered due to some reason(s).

• Navigation: Shipment -> Shipment Notices -> Click on View/ Cancel ASN link

• Select the ASN number and click on Cancel Shipment Notice button

29

Return to Supplier

• Return history of the goods which have been returned by IR can be viewed in this screen

• Click Receipt Number and PO Number hyperlink to view further detail

• Navigation: Shipment-> Returns, Enter the search Criteria and click GO.

30

Purpose To view invoice and payment information and to

generate Payment Advice Report.




3. Navigate to Finance tab


Outcome Supplier navigates to finance tab and performs the

required business transaction

Finance

Operations

Actions performed on Invoice and Payments -Summary

31

• Supplier can view all matched invoices

• In the case of ERS invoices, they will be process over night from receipt date

• Navigate to Finance-> View Invoices

• Enter the search criteria and click on Go button.

• For detailed invoice information click on the “Invoice number”

View Invoice information

32

Provide information

when this invoice will

be paid

Provides information

if Invoice is on hold

Shows

invoice

status

Click to

view the

PO

information

Click to view

the receipt

information

Suppliers can see real time invoice information:

• Invoice approvals status

• Scheduled payments

• Hold reasons

View Invoice details

Click to download

the result in Excel

file.

33

Suppliers can view real time invoice payment information and related invoice data.

• Navigate to Finance-> View Payments

• Enter Invoice Number or any other search criteria to find the payment details

• Click on Go button.

Click to view detail

payment related

information.

Click to view the

related invoice

information

Click to view the

PO information

View Payment Information

34

Will Show Details

of Payment made

Will Show all List

of all the Invoices

which has been

paid by this

Payment.

Detail view of Payment Information

• Here the details of the Payment is shown, like payment date, method, etc.

• It also shows the Invoice information corresponding to this payment

35

• Payment Advise Report is an excel report which will provide the information about the

Payment along with the below information:

• Invoice Number

• PO Number

• Receipt Number

• Amount

• Navigate to Finance-> View Payments

• Enter the search criteria and click Go, then click on “Payment Advise” as show below to

generate the report

Generate Payment Advise Report

36

• Click on Refresh button until the report ‘Phase’ status change to Completed.

• Once the request status is completed, Output button will be displayed.

• Click on the Output button to view the “Payment advice report”

Running the Payment Advise report

37

Sample output of Payment Advice Report:

Key Points and Sample Output of Payment Advise report

Key points

• This report will be available for only ERS enabled supplier.

• This report will give the details of all the Invoices which has been paid by a single payment

number.

• Make the reconciliation work easy as you have all the information in the single excel sheet.

38

• View PO

• Acknowledge PO

• Change Requests

• PO cancellation request

Registration and

Login Process

• View Delivery Schedules

• Export+

• View Overdue Receipts

• Submitting ASN Manually

(ERS Processing)

• Submitting ASN using

ASN+

• Printing ASN report

• Cancellation of ASN

• Returns

• View Invoice

Information

• View Payment

Information

• Generate Payment

Advice Report

• Registration and

Login Process

Purchase Order

OperationsShipment

OperationsFinance

Operations

��

We have covered below topics

39

IR has created detailed training documents for the Suppliers, available at the IR

Portal.

Below are the list of training material which are available:

• Reference Manual PDF (Includes all the process which suppliers needs to be

performed as part of iSupplier and ERS program)

• UPK- This is self explanatory video files, which will guide you with the all the

process with the help of Oracle instance.

• Specific Process PDF files, which will guide you the detail steps for a specific

process, like ASN, XXASN Printing barcode etc.

• FAQ documents are also available to understand the application better.

Training Documents

40

Q & A

41

Appendix

42

Detailed steps for ASN+

43

An email will be received having an attachment file in .txt format with all the available shipments

Submit ASN using “ASN+” – save the txt file

Download the ASN Extract

file from the email to your

local machine and save it in a

folder. The file name ends

with the Request ID.

Internal note : Attach sample email as well on this slide

44

Submit ASN using “ASN+” – copy the shipment date

Copy the Shipment date to a new file

Open the file in notepad and

copy the "Shipment Date".

Store the Shipment date into an

additional Notepad for future

use.

45

Submit ASN using “ASN+” – convert in excel

Open a new Excel sheet and try to open the text file which you have just downloaded. Click on File->

Open -> Browse.

46

The asterisk (*)

marked fields are

mandatory, fill the

details in this file and

save it

Perform a data filter

at the Line Section

level.

Click the Filter

button in DATA

menu.

Submit ASN using “ASN+” – fill shipment details

• For the specific lines items which required to be updated, provide the details in the excel file.

• Mandatory columns are marked with asterisk (*)

ASN+ Sheet

47

Reopen the file in

Notepad.

Note: At this stage you

will see that the

Shipment date format

has changed to the

format 1/12/2017 5:01.

It must be in the format

DD- MON-RRRR

HH:MM:SS.

Copy the date from the

notepad where you had

earlier stored the

shipment date and paste

it on ASN file. Also, key in

the "Expected Receipt

Date" in the format DD-

MON_RRRR HH:MM:SS.

Submit ASN using “ASN+” – save file in txt format

Save the ASN file using notepad in txt format and also take care of the date format mentioned below

48

Recap:

� Purchase Order Changes

• Date

• Quantity

� Purchase Order Acknowledgements

� Creating ASN

� Upload ASN creation documentation to follow (ASN+)

� Generate XXASN bar code Report, to send along with the shipments

� AP Invoice status (Holds, Due Date)

� Pending Payments

� Reconciling Payments Report