ext370 - international transportation management

EXT370 - International Transportation Management

1. International Transportation Process Overview

2. Freight Purchase Order (PO) Receipts3. Delivery Acknowledgements

• Improve Procurement practices & technologies to increase efficiencies

• Decrease administrative costs associated with procurement & contract management, and technology

• Enable USDA to become more efficient at meeting customer needs

•Improve order cycle times, financial processing, and customer relationship management to reduce costs

•Leverage advanced planning and collaboration tools to enable USDA to match supply and demand more effectively and efficiently

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USAID Complaint Specialists may display and resolve complaints in WBSCM

USAID Order Managers may communicate to awardees via a Discussion Forum

USAID personnel can view Receipts & Delivery Acknowledgements

All users from all organizations will log into WBSCM through eAuth

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USAID personnel will no longer be solely responsible for catalog maintenance, user creation, & PVO administration

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PVOs/IOs will continue placing orders through the USAID Catalog (a list of available USAID commodities)

USAID Order Managers and CPPAD Order Managers will continue approving sales orders

Key Term Definition

WBSCM PortalWeb-Based Supply Chain Management initiative, a web interface that can be used for USDA fulfillment or procurement.

Wildcard Search Search using an asterisk and a portion of the field.

Matchcode SearchSearch wherein a user chooses a value from a list of possible values for the field.

Key Term Definition

Context-Sensitive Help

Help feature wherein user can get the step-by-step instructions on how to do a certain transaction.

Catalog Commodity List used for placing orders in WBSCM.

Sourcing MethodMethod for procuring goods. This could include direct delivery, processing, or multi-food.

Key Term Definition

Delivery DocumentInternal document automatically generated when goods are issued (shipped) from a warehouse.

Bill of LadingPacking slip that accompanies an order sourced from a warehouse/vendor.

Goods Issued

Transaction performed by warehouse personnel when goods are sent to a customer. This decrements the inventory and automatically generates a delivery document.

Key Term Definition

Sales OrderSimilar to a Call Forward. This form allows implementing partners to order goods in WBSCM.

Material Master Database listing all materials available in WBSCM.

Workflow Process of routing a document from one user to another.

New Term Old Term

Business Partners PVOs & IOs

Sold-to Party PVOs & IOs

Ship-to Party Delivery Point

New Term Old Term

Material or Product Commodity

Purchase OrderCommodity Purchase Order, Freight Purchase Order

New Term Old Term

Requested Delivery Date End Shipping Date

New Term Old Term

Batch Lot

Sales Order Call Forward

Catalog Commodity List

Lesson Objectives• Explain the International Transportation Process• Describe the key actors in the process• Identify your role in the process

USAID Standard Procurement Process

1. PVOs/IOs place sales order

2. USAID/FAS Order Manager

(FFP/POD) approves order

3. CPPAD Order Manager approves

order

4. PR sent to procurement

5. FSA awards PO to a vendor

6. Vendor issues ASN/ships materials

7. FSA receipts material into contracted

domestic location

8. Freight Forwarder receipts

commodity into vessel

9. PVO/IO/FF receives order/ acknowledges

delivery

Quality Wheat Suppliers

Commodity PO Receipt ->

Freight PO Receipt ->

1. The ___________ receipts the commodity into the vessel:

A. Vendor

B. FSA

C. PVO

D. Freight Forwarder

2. T/F: Once the commodities reach the recipient country, the FF, PVO, or IO will enter a delivery acknowledgement.

A. True

B. False

Lesson Objectives• Enter a Freight PO Receipt• Describe situations when you would need to enter a receipt• Explain the pre-requisites for entering a receipt

Entering an International Freight PO Receipt

• What is it?: A receipt indicating what materials made it onto the ocean vessel

• Who does it?: The Freight Forwarder

• When?: After goods have arrived at the US port city. When materials are loaded onto the ocean vessel. Before goods are sent to or received at an overseas destination

• Prereqs: Purchase Order must exist, Freight Forwarder must know the PO Number, and goods must be received by freight provider

8. Freight Forwarder receipts

commodity into vessel

Enter PO Number, Sales Order Number, or Delivery Document Number. Click Search button.

Fill in all fields, and click “Submit Receipt.”

You will receive a confirmation.

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

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

1. Who enters the international freight PO receipt?

A. Vendor

B. FSA

C. PVO

D. Freight Forwarder

2. T/F: The International Freight PO Receipt is the receipt indicating what materials made it onto the ocean vessel.

A. True

B. False

Lesson Objectives• Create a Delivery Acknowledgement• Describe a situation when you would create a Delivery Acknowledgement

Creating Delivery Acknowledgements• What is it?: Acknowledgement that goods were

received by the ship-to party at the ship-to location. This is done only for international orders.

• Who does it?: The PVO or NGO that ordered the goods. A Freight Forwarder or USAID Order Manager may enter the Delivery Acknowledgement on behalf of the customer.

• When?: When the materials reach the contracted ship-to location.

• Prereqs: Purchase Order must exist, and goods must be received at the international ship-to location.

9. PVO/IO/FF receives order / acknowledges

delivery

Select Line Item which was

received

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

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

1. Who can create a Delivery Acknowledgement?

A. PVO

B. NGO

C. USAID Order Manager

D. All of the above

2. T/F: Delivery acknowledgements are done when goods reach the designated recipient country.

A. True

B. False

Lesson Objectives• Describe the various reports available for use • Generate a report in WBSCM

• Information Access means getting to data with ease

• Reports available at your fingertips through WBSCM

• International Transportation Report

• International Pre-positioned Warehouse Replenishment Report

• List of Materials Report

• Material Pricing Report

Reports

International Transportation Report

International Pre-positioned Warehouse Replenishment Report

List of Materials Report

Material Pricing Report

Reports

International Transportation Report

International Pre-Positioned Warehouse Replenishment Report

List of Materials Report

Material Pricing Report

Initial Reporting Screen

1. Select Reports tab2. Select category of report3. Select specific report

Use * in place of unknown values to find a display of values you can choose from.

Example: Type ‘10*’ for an unknown Sold-To starting with ‘10’.

Matchcode Search Functionality lets you display possible values for field

Clicking on the grey diamond allows you to narrow search criteria by choosing various operands like greater than, less than, unequal to, etc.

Clicking the grey diamonds will display the Selection Options pop up (shown on left)

• The Multiple Options pop-up window provides additional ways for narrowing selection criteria

• Click on a yellow arrow to enter additional criteria

Click the yellow arrows to perform an advanced search

Click on Settings to:• Modify column selection• Sort• Calculate• Filter• Display

Click on Settings to further customize columns.

Click on the Column Selection tab to further customize columns.

Move items from the Displayed Columns to the Hidden Columns queue

Change the sequence of columns

Apply changes

Filtering a Report

Enter your filtering criteria in the desired field, in the filter row, then press Enter

Creates a new filter & displays filter row

Deletes Filter & Removes Filter Row

Filter row

Sorting Columns in a Report

• Sorting columns in ascending or descending order allows users to organize their results

• Click on the up arrow for the respective column to sort results in ascending order

• Click on the down arrow for the respective column to sort results in descending order

Use the up and down arrows to sort results

Click on Settings to do Calculations

Click on the Calculation tab to calculate Total, Minimum, Maximum, and Mean Value

Calculation Features

Click the Apply button to run the calculation and display the result in the table

Only the columns that can be analyzed with calculations will be displayed.

Calculation Features

Select your display preferences

Display Functions

Click the Apply button for the changes to take effect.

Click on the Display tab to change the appearance of the report.

Display Functions

Click the Apply button for the changes to take effect.

Go to the Print Version tab to alter the report so it can be printed.

Pop-up prompts you to name the view

Name and Save the view

Reports can be printed, and print specifications can be customized by the user.Reports can be exported to excel

Select your view

1. The Reporting functionality includes:A. FilteringB. DisplayingC. CalculatingD. All of the above

2. To access the desired report, follow Reports tab to _________.

A. Order ProcessingB. Complaint AdministrationC. Recall AdministrationD. None of the above.

You have successfully completed your eLearning course!

Thank You!

ext370 - international transportation management

Documents

wbscm usaid order managers

key actors

direct delivery

goods issuedtransaction

user creation

workflow process

warehouse personnel

technologyenable usda