E2Open Training rev 2.15.2012

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E2Open Supplier Training
A guide to show you step-by-step
instructions to navigate through
the SPX E2open Web-based
Order Management System
Thank You for Participating
Thank you for partnering with SPX and agreeing to use the
E2Open Web-based Supply Chain Management Portal.
The new solution changes how SPX provides Discrete Orders to
your organization and how SPX receives your Order Responses,
Advance Ship Notices, and Invoices.
Key Advantages in using this tool:
 Streamlines the procure to pay process with an exception
management approach
 Synchronizes and automates the order management process
with timely end-to-end visibility
 Reduces errors, lowers inventory levels and improves delivery
performance
2
Getting Started with Logging In
Upon the Agreement with SPX you will receive
two emails from [email protected]


The first email will give you the web address and
user ID
The second email will contain a temporary password
Note: If you do not receive either email please check your spam account prior
to contacting [email protected]
3
Logging into E2Open
Web Address: https://spx.e2open.com/web/e2open/portal
User ID = Your Email
Address
The first time you log in you will be prompted to answer a challenge phrase and
change your password. Follow the steps as prompted.
Note: Remember the security question and answer because it will be needed if you forget your password
4
Getting Started
Click on the Picture
to take you to the
next screen.
5
Terms and Conditions
Step #1: Use scrollbar to
move to bottom of
document
Step #2 : Select
Accept
Step 3: Click OK
6
Collaboration Menu
Collaboration Menu (Navigation Tree)
This session will help you navigate through any
process that you will need.
oMy Workspace: Shows you a Dashboard view.
Current Order Summary, Supply Issues, Supply
Network Order Summary and Problems
–Order Mgmt : Navigates you to everything that is
needed to process orders, shipments and invoices
+Discrete Order: View, Maintain and Print
Purchase Orders
+Shipment: View, Create and Submit an
Advance Shipping Notice (ASN)
+Invoice: View, Create and Submit an Invoice
NOTE: Blanket Order and Blanket Release Order Types are not Currently Active
7
My Workspace
Click on My Workspace to
access a summary of your
data
Note: Anything that displays in blue can be viewed in more detail.
8
My Workspace
continued
Click Help
Select Help for more instructions to personalize or access additional navigation
applications throughout E2Open.
NOTE: Be aware that any personalized default filter will affect your totals; and
therefore, exclude records based on the filter you applied if it is not removed
9
Refreshing My Workspace
Displays the last
time updated
Click Refresh to
update the page
NOTE: You can view the Last Refreshed date above; to obtain the most recent information click refresh.
10
User Preferences -Email Alerts
To navigate to your User Preferences:
– My Profile
o User Preferences
NOTE: This function allows you to turn on the P.O. alert feature
which will now send you an email when SPX issues a new order
or sends a change to an existing order. Please turn on your
email alert today in E2Open! See the next pages for details.
11
Email Alerts
Make sure you are on
the Collaboration
Preferences tab
Check this Box to
Enable Email
Alerts
12
Email Alerts
Click on the Alert
Subscription tab


Select New Discrete Order Alert – sent immediately after P.O. is received
in E2Open
New/Opened Discrete Order Alert – sent daily as a reminder of action to
be taken
13
Order Management Summary
To navigate to the Summary of your orders:
–Click on Order Mgmt
–Click on Discrete Order
oClick Summary
14
Order Management Summary
Must display
discrete order
continued
Click on the blue # that
correlates to the desired Status
Note: You may search by any of the above fields to obtain a summary of a specific order or customer item
15
Order Management Summary
continued
Example: Click on “New”
status number…
After clicking the correlating status in blue you will view a list of all the orders in
the “status” you requested
16
Order Management Summary
continued
Maintaining from this view…
Multiple Orders or Lines (Accept Only):
1. Use the scroll bar at the bottom of the list to navigate to Promise Date and Promise
Qty
(See next slide for example)
2. Review Promise Date and Promise Quantity. If acceptable select the boxes on the
left to indicate the orders to be processed and click Accept. (See slide 26 for more details)
OR
Specific Orders:
Click on any specific Order Number to view, maintain, or print the order (refer to future slides)
17
Note: Change and Accept Order, or Reject Order (see preceding slides for more details)
Order Management Summary
continued
--Example of the Promise Date and Promise Qty after you have scrolled.--
Select this box to
indicate the order to
be processed
Multiple orders can be selected to be processed simultaneously using the Accept
Order button when no changes are necessary on the Purchase Order Line
Note: Change and Accept Order and Reject Order require Supplier Comment before processing.
18
Order Management Search
To navigate to a specific order:
–Click on Order Mgmt
–Click on Discrete Order
oClick Search
19
Order Management Search
--You may search by any of the fields below to find a specific order--
20
Managing PO
--Example of the different options within this screen.--
Click to Print PO
Click on Line
Attachments to view
Drawings, AML, or
Purchasing Notes
Scroll over to view Buyer
Comments and/or add Supplier
Comments; Make changes to
Promise Date or Promise
Quantity and to view Ship To
Address
21
Managing PO
Continued
To make changes to the PO, you must first select the state that you want to work within.
•New : order(s) that have never been modified and REQUIRE SUPPLIER ACTION
•Open : order(s) that have been modified and REQUIRE SUPPLIER ACTION
•Accepted : order(s)s that have been accepted
•Accepted with Changes : order(s) that have been accepted with changes
•Supplier Rejected: order(s) need to be modified or cancelled
22
Managing PO
Continued
Once the state is selected, scroll over to the right side to view Promise Date
and Promise Quantity and make changes if necessary.
23
Managing PO
Continued
Continue to scroll to the right to view Unit Price. If pricing is different, see
slide # 28 to learn how to Reject pricing.
24
Order Status Action Summary
There are three ways to submit an order back
to SPX

Accept Order
•

Change and Accept Order
•

If you agree to ALL the criteria in the fields given click Accept Order
If you need to make a change to the Purchase Order you need to use Change and Accept
Order. (Promise Date and/or Promise Quantity only)
Reject Order
•
If you are not able to accept the Unit Price or are unable to fulfill the order click Reject
Order
--Continue for further detail on each action-25
To Accept Order
To Select the Order or Multiple
Orders click on the box
Click on Accept
Order
If you agree to ALL the criteria in the fields given click Accept Order
•Including but not limited to: Promise Date, Promise Qty, and Unit Price
•When you are certain, click on Accept Order to submit
•This action updates back to the SPX Purchase Order systematically without
the Buyer interface (automatic acknowledgement)
•This action moves the status from Open to Accepted in E2Open
Note: Multiple lines can be selected to be processed simultaneously using the Accept Order
button when no changes are necessary on the Purchase Order Line
26
To Change and Accept Order
Click on Change and
Accept Order
If you have to make a change to the Purchase Order you need to use Change
and Accept Order. (Promise Date and/or Promise Quantity only)
•Supplier Comments are recommended for this action. Click on the Supplier
Comment field to create your comments.
•Once change(s) are final you click Change and Accept Order to submit.
•This action requires the buyer to review the change(s) and make corrections to
the order
•The PO will be sent back to E2Open in the Open state once the buyer reviews
accepts the change(s) in their system
27
To Reject An Order
Click to Reject
Order
If you are not able to accept the Unit Price or are unable to fulfill the order click
Reject Order
•Supplier Comments are required for this action. Click on the Supplier
Comment field to create your comments to state the reason why it is
rejected before you Reject Order
•This action requires the buyer to review and make corrections to the order or
cancel the line
•The PO will be sent back to E2Open in the Open state if it needs to be
reviewed again or it will appear in the Cancelled status if it was cancelled.
28
Other Order Status’

Cancelled



Order line has been cancelled by SPX
Order status can not be changed
Closed




Order is shipped and received
After 5 days order is moved to Closed status
Order status can not be changed
Invoices can not be created once in a Closed status
29
ASN – Advanced Shipping Notice
Collaboration Menu
– Click Order Management
–
Click on Shipment
o
Click Create Shipment
Note: Creating an ASN will send a notification to the SPX Purchase Order System notifying SPX that
the product has shipped. You may use your current packing list and labels or print the ASN from
E2Open to include with your shipments.
30
Creating an ASN
Step 2: Enter PO #
Step 1: Check for
Discrete Order
Step 3: Click Search
You may search by any of the fields above to find Order Number to create the
ASN. Multiple order numbers can be on an ASN.
31
Creating an ASN
Continued
Use the scroll bar to find all
applicable fields.
Under ASN Line Items – fill in the fields that are applicable.
•Example: Shipped Quantity, Packing List #, etc.
•Fill in Carrier Reference Number with the Tracking #
•Click on Create Shipment
Note: Use your own Packing List Number
32
Creating an ASN
Continued
This message will appear after
you have created the ASN
33
Viewing and Printing the
Completed ASN
Enter Shipment
Number shown
previously
Click
Search
Visit the Collaboration Menu:
–Click Order Management
–Click Shipment
oClick Summary
34
Viewing the Completed ASN
Continued
To expand and view the ASN in detail click on the blue Shipment Number
Reminder: Anything that shows in blue can be viewed in more detail.
35
Viewing and Printing the
Completed ASN
Continued
--Example of the Complete ASN--
Print
Option
You only need to use these buttons if you add
information later or to send more information
(we do not require this)
36
Creating an Invoice
Collaboration Menu
– Click Order Management
–
Click on Invoice
o
Click Create Invoice
Note: Once you create the Invoice it is sent automatically to SPX Accounts
Payable for processing. No additional paperwork needed.
37
Creating an Invoice
Continued
Step 2: Enter PO #
Step 1: Check for
Discrete Order
Step 3: Click Search
38
Creating an Invoice
Continued
Step 1: Replace Invoice Id
with your invoice number
Step 2: Invoice Type
must be Debit
Step 3: Enter Shipped Quantity and
Verify Unit Price in this section.
Step 4: Create
Invoice
Note: It is imperative you review Unit Price and Shipped Quantity before clicking
Create Invoice
If Direct Delivery Order: Shipment Cost, Tracking and Ship Date are Mandatory
39
Creating an Invoice
Continued
This message will appear after
you have created the Invoice
40
Viewing the Completed Invoice
Enter Invoice
Number shown
previously
Click
Search
Visit the Collaboration Menu:
–Click Order Management
–Click Invoice
oClick Summary
41
Viewing the Completed Invoice
Continued
To expand and view the invoice in detail click on the blue Supplier Invoice Number
Reminder: Anything that shows in blue can be viewed in more detail.
42
Viewing the Completed Invoice
Continued
--Example of Complete Invoice--
Note: Printing an invoice from E2Open is currently not available
43
Contact Information
If you have problems accessing the website or
navigating, please contact the SPX Helpdesk at:
 Email: [email protected]
 Phone:


Diane Halla at 507.455.7365
Ivy Brase at 507.455.7251
Thank you for participating!
44
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