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Lean Procure to Pay David Kemp Senior Consultant

Lean Procure to Pay David Kemp Senior Consultant. Lean Procurement Process. Create PO -Reqs -Approval -MRP Recs. Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information. Collect Quotes -Distribute RFQ

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Lean Procure to Pay David Kemp Senior Consultant

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  1. LeanProcure to PayDavid Kemp Senior Consultant

  2. Lean Procurement Process Create PO -Reqs -Approval -MRP Recs Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information Collect Quotes -Distribute RFQ -Analyze Response Pay Invoice -Status -EFT Receive Material -Planning -Identify PO/item -Receive to MAPICS 2

  3. Lean Procurement Process Create PO -Reqs -Approval -MRP Recs Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information Collect Quotes -Distribute RFQ -Analyze Response Pay Invoice -Status -EFT Receive Material -Planning -Identify PO/item -Receive to MAPICS 3

  4. Electronic Requisition Approval • Integrated into PowerLink with Integrator

  5. Electronic Requisition Approval Hierarchy based on user/purchase type 5

  6. eReq: Visibility in Power Link

  7. eReq: E-mail approval Requisition can be approved directly from email

  8. Lean Procurement Process Create PO -Reqs -Approval -MRP Recs Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information Collect Quotes -Distribute RFQ -Analyze Response Pay Invoice -Status -EFT Receive Material -Planning -Identify PO/item -Receive to MAPICS 8

  9. The Problem: Supplier Communications • …can be inefficient • Systems are usually manual • Our orders may be lost in their swamp • They get back to us eventually • Their communications get lost in our swamp • …can be error prone • Orders, lines, dates, quantities get mixed up • Drawings get lost • Scraps of paper get misplaced 9

  10. Operational Concerns: • Higher staff costs • Buyer resource spent administering paperwork, following up to confirm orders, calling suppliers for ship dates, updating spreadsheets, faxing… • Higher production costs • Extra inventory to buffer unreliable suppliers and communication failures • Increased expedited shipping costs • Production delays or shutdowns due to unexpected stockouts • Higher cost of quality • Out-of-date specs and requirements 10

  11. Our Solution For the supplier… • Notification that we placed an order • Online access to real time orders and forecasts • One-click VA (vendor acknowledgment) • Create ASN’s (Advanced Shipment Notification) For the buyer… • Prompt, two-way communication • Instant visibility of supplier commitments • Instant visibility of shipments • All integrated into Power-Link 11

  12. Supplier Portal: Simple PO scenario Supplier View PO Vendor Acknowledgement (VA) Shipping Notification (ASN) Buyer • Place the PO • See Supplier Accept • See Shipping Notification 12

  13. Supplier Portal: ‘Negotiation’ scenario Supplier View the PO Propose change (qty, date) See Customer Accept Vendor Acknowledgement (VA) Currently VA done by BAE Shipping Notification (ASN) Buyer • Place the PO • Review change • Accept change • See Supplier Accept • See Shipment Notification 13

  14. eReq & Supplier Portal A live demo Using PowerLink & the Internet

  15. Lean Procurement Process Create PO -Reqs -Approval -MRP Recs Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information Collect Quotes -Distribute RFQ -Analyze Response Pay Invoice -Status -EFT Receive Material -Planning -Identify PO/item -Receive to MAPICS 15

  16. Receiving Visibility of Shipment Notifications (ASN’s) enables planning Easy to find correct shipment Receive Shipment Notification including multiple PO’s and lines with ‘1 click’. Bar code packages speed receipt and putaways

  17. Receiving • Immediate Visibility of shipments

  18. Receive Utilizing Shipment Notification

  19. Lean Procurement Process Create PO -Reqs -Approval -MRP Recs Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information Collect Quotes -Distribute RFQ -Analyze Response Pay Invoice -Status -EFT Receive Material -Planning -Identify PO/item -Receive to MAPICS 19

  20. Invoice Status

  21. Electronic Funds Transfer ACH Provides Electronic Distribution of Accounts Payable payments Enhances the IFM EFT process by providing editing and ‘pre-note’ capabilities Creates ACH formatted file and extracts to IFS Drive for transfer to your bank

  22. EFT -- Workflow Process starts after regular IFM approval process IFM setup provides vendor settlement method and account number Generates ACH Bank File Provides creation of ‘Pre-notes’ for additional instructions to the bank Account Verification

  23. Lean Procurement Process Create PO -Reqs -Approval -MRP Recs Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information Collect Quotes -Distribute RFQ -Analyze Response Pay Invoice -Status -EFT Receive Material -Planning -Identify PO/item -Receive to MAPICS 23 23

  24. Quoting – coming in R2 • Extension of XA-Enter quote data in Power Link • Enterprise Integrator • Deliver quote requests via Supplier Portal • Consolidate quote replies in Power Link • Analyze data with views, sub

  25. Quoting- Buyer Quote Entry

  26. Quoting-Supplier Portal Entry From Buyer Quote Entry Entered by Supplier

  27. Quote Analysis

  28. Lean Procurement Process Create PO -Reqs -Approval -MRP Recs Communicate with Supplier -Terms, date, quantity -Specifications -Shipping information Collect Quotes -Distribute RFQ -Analyze Response Pay Invoice -Status -EFT Receive Material -Planning -Identify PO/item -Receive to MAPICS 28 28

  29. Summary: • Lean Procurement: Quote to Pay • Transform effectiveness of Buyers • Power Link is the single source for all information • Quotes • Supplier Commitments • Attachments, Comments • Ship Notices • Improved visibility and control of Materials • Better information, better decisions

  30. Summary: Quick ROI • MAPICS ‘Module’ • Power Link for internal users • Technology: R7 Enterprise Integrator and System Link • Low Risk • Fast Implementation and ROI • Low ongoing maintenance • Standard XA components

  31. Enhancements? Quotes (coming in R2) Invoice Status Upload Invoices Supplier Scorecard Non Disclosure Agreements Other Documents (Engineering) 31

  32. Questions? 32

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