supplyon empties management system – online … · supplyon empties management system ......

Public© 2015 SupplyOn AG

SupplyOn Empties Management System – Online Training

R. Schmitz

May 2015

SupplyOn, the shared supply chain collaboration

platform in the manufacturing industry

2© 2015 SupplyOn AG | Public|

Learning target of the online training

After this training you will understand

● the role of the supplier

● the role of the buying company

● in which system certain bookings take place

After this training you will be able to

● create an order for empties

● create and work with bundle / favourite

● access account movements

● access account balance

● prepare monthly reconciliation

● create complaints

● prepare annual stocktaking


Overview of the empties process

Supplier Customer SupplyOn / EMS

Supplier orders

empties

Customer

reminds supplier

by email to do

monthly

reconciliation

Supplier sends

complaint, if

necessary

Customer confirms

order

Customer sends

empties

Supplier balances

account

Supplier prepares

annual stocktaking


Definitions for the process

Customer (Bosch)

● Buying company holds empties

Supplier

● Ships goods to customer on reusable empties.

● Orders reusable empties such as pallets, or boxes from the customer

SupplyOn / EMS

● System that electronically supports the empties management with the customer and the

supplier


Order process for empties

SupplyOn / EMS

Supplier

orders empties from

customer

Customer

Operates the order and

supplies the empties


Overview and definitions for the empties order

Supplier orders reusable empties through EMS

Customer operates the order in EMS and creates booking in his SAP

Supplier can see the customer‘s confirmation through status lights

Customer sends reusable empties to supplier

Supplier sees sent quantity by accessing account movements


Reminder for missing monthly reconciliation

Monthly reconciliation

EMS sends automatic reminder email on due

date*

Supplier does monthly

reconciliation, confirms

balance or starts the

complaint process

*Monthly reconciliation is possible only after the closure of the accounting period, for example, on the

10th of the following month. The due date is defined by the customer


Overview and definitions for the monthly reconciliation

EMS automatically reminds suppliers by email to prepare monthly reconciliation

(online account)

Supplier checks account and confirms balance

Supplier creates and checks document

If the due date has passed, EMS sends a reminder email at a defined due date

the following month

In case the supplier does not prepare the monthly reconciliation, the customer is

able to confirm / fix the balance

Supplier creates complaint if necessary

Customer operates the complaint and creates change booking


Supplier

checks account

Create complaint related to movement

Supplier

orders empties from

customer

Customer

confirms the order and

supplies the empties

SupplyOn / EMS

Supplier

collects empties and

asserts missing quantity

SupplyOn / EMS Customer

operates complaint


Supplier

checks the result of the

complaint handling and

movements

Create free complaint

Supplier

follows movement of the

empties in EMS

and asserts discrepancies

such as damaged or dirty

empties

SupplyOn / EMS Customer

operates complaint

Automatic email from EMS to

supplier user to inform if

complaint has been accepted or

deprecated


Overview and definitions for complaints concerning an order

Supplier creates order

Customer confirms order and supplies empties

Supplier collects empties and recognizes that

● empties are missing

● the wrong empties were supplied

● 2 out of 10 are damaged

Supplier creates complaint in EMS

Customer operates complaint in EMS

Supplier receives emails with quantity that the buyer accepted / deprecated /

adjusted

Supplier is able to track account movement the same day in EMS


Annual stocktaking

Supplier engages in

annual stocktaking and

reports all

existing empties

Customer accepts

monthly stocktakingSupplyOn / EMS

Customer requires supplier to do annual

stocktaking


Overview and definitions of annual stocktaking

Customer requires to prepare annual stocktaking

Supplier asserts physical inventory (zero quantity or positive quantity)

Supplier creates complete annual stocktaking

Customer checks and approves annual stocktaking


How is the platform provided with data?

Supplier sees empties

movement and account

balances in

SupplyOn EMS

Electronic data

transmission 3 times

a day

Customer books his business transactions in

SAP on empties accounts

Creation of new empties

first-time booking in SAP

Automatic master data

creation in SupplyOn EMS

First-time data transmission

First-time transmission of new empties from customer to supplier takes place upon

agreement between the two parties outside of the application


Live-Demonstration

Go to EMS

Basic navigation

Create order for empties

Create and work with bundle / favourite

Access preregistered booking and order exit

Access account movements

Access account balance

Prepare monthly reconciliation

Create complaint

Prepare annual stocktaking

Public© 2015 SupplyOn AG

Live

Demo

17© 2015 SupplyOn AG | Öffentlich|

Log on to SupplyOn

Open your Internet Explorer and enter supplyon.com . There is an

administrator in your company that will provide you with the

access data. Click on Login and enter this access data.


Access EMS through SupplyOn

Mouse over SupplyOn Services (1) and select EMS (2).


(4) Buttons:

Logout from EMS

System Information

Contact List

Document Management

Basic navigation – main menu and screens 1/4

2) System-Levels:

customer – plant – account

(from left to right).

Button opens account search

and allows change of account,

from one customer plant to

another.

1) Overview of the screen

(3) Search window

for change of

account and search

of contra account.


Basic navigation – change buying plant 2/4

1) You see the plant in the top line.

(2) By clicking on the button the window for the search of the contra

account opens.

(3) After clicking on the search button you

receive a list of those buying companies with

which you do the monitoring.

(4) By clicking on the account number

(Hyperlink) you switch the plant.

You will then have access to all account

movements and processes with the selected

plant.


Basic navigation – document management 3/4

1) Here you see if documents have been added already.

2) You have the possibility to add, to review or to delete documents.

Allowed formats: Pdf; gif; jpeg and bmp.


Basic navigation – working with EMS 4/4

Active buttons are highlighted, inactive buttons are shown greyed

Every button is staffed with a descriptive tooltip

Browser buttons back, forward, refresh, cancel should not be used

● Instead, the available buttons within EMS should be used

Please allow for site to load completely before engaging in other actions

Multiple login to EMS (with different tabs) is not possible

● Parallel use of several browser windows is not allowed

Some screens allow to expand the list of results shown per page:


Create order for empties 1/2

The application starts with the tab Bookings (1) and the tab

New booking (2). You create your order here.

Enter the

required

delivery date (3),

(date of

shipment for

sending plant).

The earliest

possible date is

set individually

for each

sending plant.

Order quantity

(4) for the

empties.

Be aware: Please choose a date (3) to allow correct handling of shipment.

Omit weekends and holidays unless handling is common in sending plant on

these days.


Create order for empties 2/2

Here you enter the quantity (4) for the empty. In the field Reference (5)

please enter the calendar week or the actual date of your required order.

In case the address of unloading point differs from the usual address

please enter the new address here (6).

Confirm the

order by clicking

on Save (7).


Create bundle and order empties 1/2

You can save a bundle. For this combine regular ordered empties (1) and save them (2).


Create bundle and order empties 2/2

For this example you need 2 bundles (4), the Total Quantity is calculated automatically (5)

and the order saved with a click here (6).

Define a name for the bundle (1) and click Ok (2). Order the number of bundles (3).


Preregistered booking – access order exit 1/3

You can access the order exit by selecting the tab Bookings (1) andPreregistered booking (2),

then select Order exit (3).


Preregistered booking– access order exit 2/3

Here you see the

status possibilities

The Status (1) informs you if the order has been booked by the customer. You can edit a booking

(2) as long as the status is not red, green-yellow or green.


Preregistered booking– delete order 3/3

Open the order exit,

select the line with the

order to be deleted, click

Process (1) and Reset (2).


Edit Favorite / Bundle

Once you created a bundle you can edit and delete it via the tab Settings (1)

and a click on Handling Units (2). You get an overview of all already created favorites.

Click into the favorite you would like to edit (3).

You can change the quantity (4), delete the empty

(5) or add a new one (6).


Access account movements 1/4

Select the tab Movements (1) and define the time frame you want to see (2). Please be aware: the

time frame can be freely selected but it has to be within 30 days. Click on Search (3).



Here you see the sum of all reusable empties. In the columns Source account (1) and Contra-

account (2) you see the flow of goods from (account) to (contra account).

You can download (3) the Movements and open them as pdf file (4).



To access the account movements for a single empty please click on the drop-down menu (1), select

the Type (2) of empty, and click on Search (3).



The Issuing date (1) corresponds to the date of the delivery note and is the leading date

in SupplyOn/EMS. It is used for example as date for the account balance

The result for the selected empty is shown.


Access account balance 1/3

Select the tab Balance (1) and click on the binnacle icon (2) to search for the contra-account.

Click on Search (3) and select the required account number (4).



The result is displayed from a supplier‘s view. You can download (1) the balance

or leave the screen by clicking on Cancel (2).



Clicking on Debts/Liabilities (1) you see this

screen displayed:


Balance account 1/5

To balance the account, select the tab Balance (1).

Use the drop-down menu (2) to select

Online balance account (3).

Enter the date (4) of the balance

and click on Search (5).


Balance account 2/5

The following screen shows all positions ready for balancing.

Here you can open and download (1) the balance,

activate the correct balances singularly or collectively (2) and confirm by clicking (3).


Balance account 3/5

In this case, the customer did the balance for you, as indicated by the user name (1).

Last entry (2) shows what the customer transmitted most recently

and last exit (3) shows what the supplier has sent to the customer.


Balance account 4/5

This is an

excerpt of a

downloaded

document.


Balance account 5/5

As mentioned in the process description, the balance

is not performed, for example prior to the 10th of the current

month.


Create complaint – with reference to a movement 1/3

To create a complaint with reference to a movement click here (1).

Select the movement for which you want to start the complaint and click here (2).

The icon with the magnifying glass (3) shows you that the customer worked on the complaint. No

icon (4) shows that a complaint has been created but not yet worked on.



The empty you selected (1) shows automatically the received quantity , the delivery note number

(1) and the Issuing date (1).

For this example you have received 50 (2) empties and therefore you complaint the wrong quantity

(2). To save the complaint click Book (3).



This is the confirmation that the complaint has

been saved (1).

Please take into account that your customer wants

to see the reference to the delivery note for each

complaint. Scan the delivery note and upload it.

Start with a click here (2).

Click on Browse (3),

choose the relevant pdf

file and click here (4).


Create free complaint 1/2

Click on the tab Bookings and select which type of free complaint you want to create. For this example you

complaint that the customer has booked to few empties. Select Complaint Outbox (2).


Create free complaint 2/2

Define for which empty (1) you create the complaint, enter the total delivered quantity (2)

and your delivery note number (3).

Select the complaint reason, in this example wrong quantity (4).

Enter the Issuing date from your delivery note (5) and click Book (6).


View created complaint

After you have received an E-Mail with the status and details of correction

you can check the status also in EMS by yourself.

Via the tab Bookings, Preregistered booking and the Booking type Registered complaints you can

view the status (1) of a complaint.


Annual stocktacking 1/3

What you need to know:

Annual stocktaking– just as the order process – is a bilateral process:

„Supplier processes the complete annual stocktaking Bosch confirms and

approves“

Only after approval by Bosch a „new“ stocktaking may take place.

Until then all further entries are blocked.

The stocktaking needs to be done completely (including all empties).

Intermediate saving is not possible.


Annual stocktaking 2/3

Click on tab Bookings (1) and use the drop-down menu next to Booking type

to select Stocktaking statement (2).

Set a date in field Date of stocktaking statement (3) and click on the icon (4).


Annual stocktaking 3/3

Here you can enter your Stocktaking (1) result for every type of empty and add a Note if necessary

(2) before you Save (3).

Saving is possible only after all empties are reported.

Please be aware: you may want to save your data by taking a screenshot .

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supplyon empties management system – online … · supplyon empties management system ......

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