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JD Edwards L BASE Procurement User Guide V1.7
JD Edwards L BASE Procurement User Guide V1.7
JD Edwards L BASE Procurement User Guide V1.7
E-mail: Anne.vandenbroek@heineken.com
Version Control
Version Date Author(s) Status Short description of modification
0.6 26-04-2018 Anne van den Broek / Draft Updated version based on key-user training
Katherine Boon
0.7 30-04-2018 Anne van den Broek / Draft Updated version based on P&CI input
Katherine Boon
1.1 05-01-2019 Anne van den Broek / Revised Revised Final version
Katherine Boon
1.7 01-04-2020 Anne van den Broek Revised Updated version on OI process
Support Documentation
Support documentation related to this document can be found on Sharepoint.
The following overview will help you to find the chapters relevant for your role:
1.1 Introduction
1.1.1 Audience
Planning department; responsible for the creation of Planning Messages and the conversion of
Planning Messages into Purchase Orders (Call-Offs) and/or the creation of Spot Purchase
Requisitions
Procurement Service Manager; responsible for the (paper based) approval of spot prices
Planning department; responsible for the conversion of Spot Purchase Requisitions to Purchase
Orders
1.1.2 Objectives
Explain the End to End process for the Raw / Packaging Procurement process
Explain the difference between a Purchase Order (Call-Off), Purchase Order (Spot) and a Blanket
Order
The processes described in this chapter relates to the procurement process of Raw & Packaging
materials. A prerequisite for procuring these materials is to have a price x quantity agreement setup in
the SRM system1. Planning Messages are being generated by the Planning department (based on input
from FuturMaster) with a reference to the operational SRM contract. No approval is required as the price
has been negotiated by the (HGP) Buyer and approved by the Procurement Service Manager / HGP
Buyer through the legal agreement and operational contract in SRM.
The Blanket Order process supports the process where the supplier requires a commitment from
HEINEKEN on the material quantities to be produced. A Blanket Order requires approval by the Planning
Manager in the system, before it can be sent to the supplier. Planning Messages and Purchase Orders
(Call-Offs) must be created with reference to the SRM PxQ contract and Blanket Order to procure the
materials.
In exceptional cases, a spot Purchase Order can be generated for materials which are not covered by a
contract (for instance new product introductions or one-off purchases).
Find below the Procurement process for Product Related Materials (HEPM level 3):
1.2.1 Objectives
Below overview shows the business process for the Purchase Order (Call-Off) process for Product
Related Materials (Raw & Pack):
The procurement related process steps will be explained in further detail in the following subchapters.
Planner
! Alternatively, the Planner can use transaction ‘1P Create Purchase Order’ to directly generate a
Purchase Order (see chapter 1.2.6)
1) Open transaction ‘1P - Create Planning Message / Purchase Order’ and enter the following data in the
header:
When planning message has been converted to 1P Purchase Order, Purchase order will always
! reflect Primary UOM. In the case if Purchasing UOM is used, the material planner should
manually change to Purchasing UOM before Purchase Order is sent to suppliers (see chapter
1.2.5).
The Supplier Selection form displays all available contracts for the selected planning message:
If a valid agreement has not been found, the system will issue an error message. In this case, the
! planning message cannot be created. In this case the material planner should contact the
responsible Buyer to ensure availability of the item in the PxQ contract or to setup a Spot Price
(see chapter 1.5.3).
5) Select / validate the supplier from the list and press ‘Select’ button to assign the supplier to the
planning message
It is also possible to directly fill the supplier number in the planning message line (if known):
You will be directed back to the main screen of the Planning Message transaction:
8) Find your generated Planning Message by filling the current date in the ‘Start date’ field and click on
the ‘Find’ button to show the Planning Messages (or use any other selection criteria)
9) Select the ‘Planning Messages’ you want to process via the selection button(s)
The Planning Messages are shown and the message status changes to ‘Firm Order’ (please note the
Planning Message is not yet converted into a Purchase Order):
11) Click on ‘Close’ button to move to the purchase order generation screen
12) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of the Purchase Order(s)
The Purchase Order can be amended by adding additional information like header- and/or item texts or
landed costs / deposit (see chapter 1.2.5) or can be sent directly to the supplier. Purchase Orders can be
sent out manually by the Planner in (see chapter 1.2.6 / 1.2.7) in sequence or automatically by the
system (see appendix V). The system will send the Purchase Order layout by e-mail to the suppliers e-
mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV).
It is possible to perform a mass creation of Planning Messages by copy-pasting from the mass
! creation excel (see appendix I for a template)
Planner
Please perform the following actions to change a Planning Message which has not yet been converted
into a Purchase Order (Call-Off):
2) Fill the relevant fields in the header data to filter on the planning messages you would like to process
and press the ‘Find’ button:
3) Select the item you want to revise via the selection button(s)
The system will change the message field into ‘Firm Order’:
10) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of Purchase Orders
The Purchase Order can be amended by adding additional information like header- and/or item texts or
landed costs / deposit (see chapter 1.2.5) or can be sent directly to the supplier. Purchase Orders can be
sent out manually by the Planner (see chapter 1.2.6 / 1.2.7) in sequence or automatically by the system
(see appendix V). The system will send the Purchase Order layout by e-mail to the supplier e-mail
address and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV)2.
Planner
In certain cases, the Planner might want to add additional information to the Purchase Order. As the
Planning Message cannot support all scenario’s, the following activities must be performed through the
‘Complete Purchase Order’ transaction:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande Brasserie
de Nouvelle-Caledonia / SIEM.
3 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
1.5) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.2.6 / 1.2.7) in sequence or
automatically by the system (see appendix V)4.
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.5) Click on ‘Text’ and add item text for the line item
4The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande Brasserie
de Nouvelle-Caledonia / SIEM.
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.2.6 /1.2.7 ) in sequence or
automatically by the system (see appendix V)5.
Planned landed costs (like freight costs, customs clearing or local handling costs) can be added to the
Purchase Order by adding a landed cost rule on item level. A prerequisite is that the landed cost rules
must be maintained in the landed cost table (see chapter 8.2).
Please perform the following actions to add a landed cost rule to the Purchase Order:
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
5The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande Brasserie
de Nouvelle-Caledonia / SIEM.
Purchase Orders can be sent out manually by the Planner (see chapter 1.2.6 / 1.2.7) in sequence or
automatically by the system (see appendix V)6.
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date7
will be printed on the PO layout (see appendix II):
6The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande Brasserie
de Nouvelle-Caledonia / SIEM.
7 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
4.4) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
Purchase Orders can be sent out manually by the Planner (see chapter 1.5.9 / 1.5.10) in sequence or
automatically by the system (see appendix V)8.
Please perform the following actions to update Purchasing UOM to the Purchase Order so that it will be
shown on the PO layout:
5.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
5.4) Go to ‘TR UOM” and update the value with Purchasing UOM
8The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande Brasserie
de Nouvelle-Caledonia / SIEM.
Planner
! This process (direct 1P Purchase Order creation) can be used as alternative for the creation of a
Planning Message
Please perform the following actions to create a manual Purchase Order (1P):
In certain cases, the business user Planner might want to add additional information to the Purchase
Order (please move to step 8) in case you don’t require to add text to your Purchase Order:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.3) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
9 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
1.5) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
1.6) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.2.4
and 7.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.5) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.2.4
and 7.2.5– to be performed in sequence if Purchase Order is sent manually to the supplier).
In the case if there is more than 1 contract with the same supplier and material and with different inco-
term, the business user (administrator) can update the right contract to the Purchase Order. The
following activities must be performed through the ‘Complete Purchase Order’ transaction with the
following actions:
Please perform the following actions to update the contract number to the Purchase Order.
4.2) Go to ‘Agreement Number’ field and update with the correct contract number (see Appendix XII on
how to check contract number)
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.2.4
and 7.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date10
will be printed on the PO layout (see appendix II):
5.2) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
Purchase Orders can be sent out manually by the Planner (see chapter 1.2.7 & 1.2.8) in sequence or
automatically by the system (see appendix V). The system will send the Purchase Order layout by e-mail
to the suppliers e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV).
The copy contract conditions action is automatically scheduled by the JD Edwards system (see appendix
V). This transaction will copy the payment term, incoterm and other contract related data from the PxQ
contract to the Purchase Order. The user can also decide to run the transaction manually via the menu.
10 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
In the left (Recent Reports) column, the ‘Restore Original Order No. process will run to copy contract
data (payment term / incoterm) to the Purchase Order. You can click on refresh button to update the
status.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mailadres + a copy of the e-mail to the JD Edwards user who has created the Purchase Order11. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
11The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
Planner
The supplier may – or may not – acknowledge the receipt of the purchase order and either acknowledge
the requested date, or confirm the delivery on another date. The purchase order needs to be manually
updated with the new promised delivery date. This order activity is not mandatory, so the next step,
goods receipt, can be performed with or without processing supplier acknowledgement.
2) Search for the Purchase Order for which you want to register a supplier acknowledgement
Planner
Different changes can be required, after the Purchase Order has been sent to the supplier.
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on the ‘Select’ button to move to the ‘Header’ data of the Purchase
Order
5) Change the required item data and click on ‘OK’ button to save the change to the Purchase Order
In the case if there is change in contract prices and Planner wants to change Purchase Order price,
please execute the following steps.
6) Select the Purchase Order line and go to ‘Row’, ‘Cancel Line’ to delete the old line detail
8) Purchase Order line detail has been updated with new contract price
Changed Purchase Orders can be sent out manually by the Planner (see chapter 1.2.7) or automatically
by the system (see appendix V)12. The system will send the Purchase Order layout by e-mail to the
supplier e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix
IV).
Planner
Purchase Orders which must be cancelled should be closed in the system to not have any open
commitments to the suppliers. The cancellation of a Purchase Order consists of three steps in sequence:
12The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Please perform the following actions to cancel the Purchase Order (a):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
The cancellation of a Purchase Order or Purchase Order line can be communicated to the supplier, by
sending them a Purchase Order cancellation form (see appendix II). If the communication has been
BASE Procurement User Guide V1.7 38
done by phone/e-mail and there is no need to send the Purchase Order Cancellation form to the
supplier, this activity can be skipped.
Please perform the following actions to send the Purchase Order Cancellation to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order Cancellation to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the
supplier13. (you can click on the refresh button to see if the job has ran)14. A copy of the PO layout e-
mail will be sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You
can also open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
13The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
14The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Planner
Please perform the following actions to close the Purchase Order after you have cancelled one or all
lines (b):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
In case the full Purchase Order is cancelled, the system shows a message to confirm the cancellation of
the Purchase Order.
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
Who is responsible for the creation of Planning Messages and Purchase Orders against an
operational PxQ contract
1.3.1 Objectives
Below overview shows the business process for the Blanket Order process for Product Related Materials
(Raw & Pack):
For materials with considerable production lead times (e.g. packaging materials) and/or considerable
transit lead times (e.g. malts), long term commitments are agreed upfront with the suppliers to allow the
suppliers building stocks and guaranteeing just-in-time deliveries. This commitment is covered by the
Blanket Order process in the system:
The Blanket Order is based on long term (between 6 and 12 weeks) material requirement
forecasts
The Blanket Order must be related to a contract (agreement) and must adopt the contract
conditions
The Blanket Order must be approved before submission to the supplier
The Blanket Order will not consume the contract, only the Purchase Order will
The Purchase Order consumes the Blanket Order
The Blanket Order will no longer be valid once all quantity has been consumed
The Purchase Order must be related to an agreement (except Spot purchasing, see chapter 1.5)
If a Blanket Order exist for the corresponding item / supplier combination, the Purchase Order
must be related to the Blanket Order and must adopt the conditions of the agreement
Planner
! The ‘Requested’ date is the ‘valid from’ - and the ‘Cancel Date’ is the ‘valid to’ date of the Blanket
Order
7) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed by
‘Find’ button to select a template/standard text:
8) Select a template and click on ‘Select’ to copy the standard text to the Header text
9) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
BASE Procurement User Guide V1.7 44
10) Click on ‘OK’ button to save the changes to the Blanket Order
11) Click on ‘Ok’ button again to move to the Order Detail screen
Please perform the following actions to item text to the Blanket Order (or continue with step 17 if no item
text is required):
13) Click on ‘Row’ – ‘Detail Revision’ (to make changes to item text)
14) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
17) Click on the ‘Ok’ button (twice) to create the Blanket Order
When the Blanket Order is created, the system will automatically put the document on hold. An approval
message is sent to the approver (see appendix IV). After approval of the Blanket Order, the Blanket
Order can be sent out manually by the Planner (see chapter 1.3.5 / 1.3.6) in sequence or automatically
by the system (see appendix V)15. The system will send the Blanket Order layout by e-mail to the
supplier e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix
IV).
Planning Manager
2) Select order selection ‘Queued for Approval’ and press the ‘Find’ button to open the Blanket Orders
for approval
3) Select the item you want to approve and click on ‘Select’ button to go into the details of the Blanket
15The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
4) Select the line item(s) and click on ‘Form’ – ‘Approve’ to approve the Blanket Order
5) Click on the ‘Find’ button to refresh the list of Blanket Orders to be approved (the approved Blanket
Order will not be visible anymore)
When the Blanket Order has been approved, an e-mail is sent to the originator (see appendix IV). The
Blanket Order can be sent out manually by the Planner (see chapter 1.3.5 / 1.3.6) in sequence or
automatically by the system (see appendix V)16.
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
Please perform the following actions to copy contract conditions to the Purchase Order:
16The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Blanket Orders can be sent out manually by the Planner or automatically by the system (see appendix
V). The system will send the Purchase Order layout by e-mail to the supplier e-mail address and a copy
to the creator of the Purchase Order in JD Edwards (see appendix IV).
Please perform the following actions to send the Blanket Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Blanket Order number
The system will run the transaction and send the Blanket Order by e-mail to the supplier17. (you can
click on the refresh button to see if the job has ran). A copy of the Blanket Order layout e-mail will be
sent by e-mail to the Blanket Order creator in JD Edwards. You can also open the Blanket Order layout
(PDF) by clicking on ‘Purchase Order PO Print’ job:
Planner
Once the Blanket Order has been created and communicated to the supplier, Purchase Orders can be
created with a reference to the Blanket Order. Please perform the following actions to create a Purchase
Order with reference to a Blanket Order:
1) Open transaction ‘1P - Release Purchase Order from Blanket Order’
2) Enter the Blanket Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the line item(s) you want to call-off and click on ‘Row’ – ‘Order Release’ to move to the order
screen
17The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The system shows the Purchase Order(s) generated against the Blanket Order:
The Purchase Order will be referenced to the Blanket Order and has a relation to the operational
agreement (contract):
Planner
In certain cases, the Planner might want to add additional information to the Purchase Order. As the
Planning Message cannot support all scenario’s, the following activities must be performed through the
‘Complete Purchase Order’ transaction:
18The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
19 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
1.5) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
1.8) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.3.9 / 1.3.10) in sequence or
automatically by the system (see appendix V)20.
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
20The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.3.9 / 1.3.10) in sequence or
automatically by the system (see appendix V)21.
Planned landed costs (like freight costs, customs clearing or local handling costs) can be added to the
Purchase Order by adding a landed cost rule on item level. A prerequisite is that the landed cost rules
must be maintained in the landed cost table (see chapter 8.2).
Please perform the following actions to add a landed cost rule to the Purchase Order:
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
21The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Purchase Orders can be sent out manually by the Planner (see chapter 1.3.9 / 1.3.10) in sequence or
automatically by the system (see appendix V)22.
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date23
will be printed on the PO layout (see appendix II):
4.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
22The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
23 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
Purchase Orders can be sent out manually by the Planner (see chapter 1.3.9 / 1.3.10) in sequence or
automatically by the system (see appendix V)24.
The copy contract conditions action is automatically scheduled by the JD Edwards system (see appendix
V). This transaction will copy the payment term, incoterm and other contract related data from the PxQ
contract to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually copy contract conditions to the Purchase
Order.
In the left (Recent Reports) column, the ‘Restore Original Order No. process will run to copy contract
24The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mail address + a copy of the e-mail to the JD Edwards user who has created the Purchase Order25. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order by e-mail to the supplier26 (you can
click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-
mail to the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF)
by clicking on ‘Purchase Order PO Print’ job:
25The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
26The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Planner
2) Enter the Blanket Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on the ‘Ok’ button to move to the ‘Header’ data of the Purchase
Order
4) Change the required header data and click on ‘OK’ button to move to the ‘Item’ data
5) Change the required item data and click on ‘OK’ button to save the change to the Blanket Order
In the case if there is change in contract prices and Planner wants to change Blanket Order price, please
execute the following steps.
7) Select the Order line and go to ‘Row’, ‘Cancel Line’ to delete the old line detail
9) Purchase Order line detail has been updated with new contract price
The copy contract conditions action is automatically scheduled by the JD Edwards system (see appendix
V). This transaction will copy the payment term, incoterm and other contract related data from the PxQ
contract to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually copy contract conditions to the Purchase
Order.
In the left (Recent Reports) column, the ‘Restore Original Order No. process will run to copy contract
data (payment term/incoterm
Changed Blanket Orders can be sent out manually by the Planner (see chapter 1.3.10) or automatically
by the system (see appendix V). The system will send the Blanket Order layout by e-mail to the supplier
e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV)27.
Planner
27The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Blanket Order line item
Planner
Please perform the following actions to send the Blanket Order Cancellation to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Blanket Order number
4) Click on ‘OK’ button to confirm and send the Blanket Order cancellation to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier
(you can click on the refresh button to see if the job has ran)28. A copy of the PO layout e-mail will be
sent by e-mail to the Purchase Order creator in JD Edwards. You can also open the Blanket Order
Cancellation layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
Planner
28The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
2) Enter the Blanket Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Blanket Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Blanket Order
The system shows a message to confirm the cancellation of the Blanket Order.
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
Who is responsible for the creation of Blanket Orders and Purchase Orders against an operational
contract
1.4.1 Objectives
Below overview shows the business process for the Return Order process for Product Related Materials
(Raw & Pack):
When goods need to be returned to a supplier for specific reasons (e.g. not matching Heineken quality
standards), following options are possible:
Reversing the goods receipt; will undo the original receipt. If the receipt has already been
matched to a voucher, the voucher needs to be reversed first. This option is only possible when
the voucher has not yet been paid to the supplier. In this case, no credit note is expected from
the supplier as the original supplier invoice will not be posted nor paid.
Creation of Return Order; In case the voucher has already been paid, the return of goods must
be performed via a return order. A return order is a special type of purchase order where quantity
signs are reversed (negative).
Planner
2) Click the ‘Add’ button to create a new entry and enter the following fields:
Order date: [Enter the same date as the original order to ensure the correct price]
! The order date has to be the same order date of the original Purchase Order to ensure the correct
price
Please perform the following actions to add header text to the Return Order (or continue with step 9 if no
header text is required):
7) Click on ‘Text’ button to manually fill your text and click on ‘Save’ button to save your header
text:
Please perform the following actions to add item text to the Return Order (or continue with step 14 if no
item text is required):
10) Click on ‘Row’ – ‘Detail Revision’ (to make changes to item text)
11) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
12) Click on ‘Text’ and fill the item text in the Media Object Viewer screen
14) Click twice on the ‘Ok’ button to create the Return Order
Return Orders can be sent out manually by the Planner (see chapter 1.4.4) or automatically by the
system (see appendix V)29.
29The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The ‘Send Return Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Return Order layout (pdf) by e-mail to the supplier’s e-
mail address + a copy of the e-mail to the JD Edwards user who has created the Return Order. The user
can also decide to run the transaction manually via the menu.
Please perform the following actions to send the Return Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Return Order number
4) Click on ‘OK’ button to confirm and send the Return Order to the supplier
The system will run the transaction and send the Return Order by e-mail to the supplier (you can click on
the refresh button to see if the job has ran). A copy of the Return PO layout e-mail will be sent by e-
mail to the Return Order creator in JD Edwards. You can also open the Return Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
Warehouse employee
After the (return) goods are being shipped out, the Return Order must be completed by performing a
confirmation. As a consequence the stock levels will be updated in JD Edwards.
5) Select the item and fill a ‘1’ in the ‘Rec. Opt’ field
The Return Order has been confirmed and the stock levels have been updated accordingly.
Planner
Return Orders which must be cancelled should be closed in the system to not have any open
commitments to the suppliers. The cancellation of a Return Order consists of three steps:
Please perform the following actions to cancel the Return Order (a):
2) Enter the Return Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Return Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
The Return Order Cancellation does not need to be communicated to the supplier. Instead, the supplier
can be informed by e-mail/phone.
Planner
Please perform the following actions to close the Purchase Order after you have cancelled one or all
lines (b):
2) Enter the Return Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Return Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Return Order or select a line item and click on ‘Row’
– ‘Cancel line’ to cancel a line item of the Return Order
In case the full Return Order is cancelled, the system shows a message to confirm the cancellation of
the Return Order.
1.5.1 Objectives
Below overview shows the business process for the Purchase Order Spot process for Product Related
Materials (Raw & Pack):
Buyer
In case an unplanned requirement is not covered by the regular process via a planning message and
agreement (PxQ contract), a Spot Purchase Requisition must be created.
Please perform the following actions to setup a price for Spot procurement in JD Edwards:
3) Select ‘SPOT’ from the search list and press the ‘Select’ button
5) Click on the ‘Add’ button to display all existing price details for the adjustment type
In case a spot price is required to be set up per 1000 PC or 1000 KG, the right unit of measure must be
filled in the FV UM field (1000 PC = 1 TS / 1000 KG = 1 TO), see below example:
The Spot price has been entered in the JD Edwards system and can be used by Planning to create a
Purchase Requisition (Spot).
Planner
5) Change the ‘Adjustment Schedule’ from ‘PQ’ to ‘SPOT’ and press the ‘Select’ button
Please perform the following actions to add a header text to the Purchase Requisition. The header text
will be printed on the PO layout (see appendix II):
1.2) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.3) Select a template and click on ‘Select’ to copy the standard text to the Header text
8) Click on the ‘Ok’ button (twice) to create the Purchase Requisition (Spot)
Once the Purchase Requisition has been created, an email is sent to the approver of the Purchase
Requisition.
As the Spot price has already been approved by the PSM, in general there is only approval required by
the manager of the Purchase Requisition (Spot) creator.
30 Via ‘Row’ – ‘Price history’ you can see how the spot price has been calculated
BASE Procurement User Guide V1.7 79
1.5.5 Approve Purchase Requisition (Spot)
1) Open transaction ‘3R - Approve Purchase Requisition’ and click on the ‘Find’ button to see the list
of Purchase Requisitions to approve
2) Select the line item and click on ‘Ok’ button to move to the approval screen
3) Select the line item and click on ‘Form’ – ‘Approve’/’Rej Reasons’ to approve or reject the request
Once the Purchase Requisition has been approved, an email is sent to the creator of the Purchase
Requisition. The Purchase Requisition is ready to be converted into a Purchase Order (Spot).
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
Planner
2) Enter the Purchase Requisition number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase
Requisition header/item data:
4) Make the required changes to the Purchase Requisition and click on ‘Save’ button to save the
Purchase Requisition
The Purchase Requisition (Spot) is changed by the Planner and requires approval again (see chapter
IV).
Planner
Please perform the following actions to convert the Purchase Requisition (Spot) into a Purchase Order:
1) Open transaction ‘3P - Convert Purchase Requisition to Purchase Order’ and click on ‘Find’ button
to show the pending Purchase Requisitions to be converted into a Purchase Order or fill the Purchase
Requisition in the ‘Order Number’ field
3) Ensure the ‘Release’ button is selected and click on ‘OK’ button to release the Purchase
Requisition (Spot)
4) Click on ‘Form’ – ‘Generate Order(s) to convert the release Purchase Requisition(s) into Purchase
Order(s)
Purchase Orders can be sent out manually by the Planner (see chapter 1.5.9 / 1.5.10) in sequence or
automatically by the system (see appendix V). The system will send the Purchase Order layout by e-mail
to the suppliers e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV)31.
Planner
In certain cases, the Planner might want to add additional information to the Purchase Order, the
following activities must be performed through the ‘Complete Purchase Order’ transaction:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
31 The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited
32 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.5.9 / 1.5.10) in sequence or
automatically by the system (see appendix V)33.
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.5) Click on ‘Text’ and add item text for the line item
33The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
BASE Procurement User Guide V1.7 85
2.6) Click on ‘Save’ button to save the item text
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.5.9 / 1.5.10) in sequence or
automatically by the system (see appendix V)34.
Planned landed costs (like freight costs, customs clearing or local handling costs) can be added to the
Purchase Order by adding a landed cost rule on item level. A prerequisite is that the landed cost rules
must be maintained in the landed cost table (see chapter 8.2).
Please perform the following actions to add a landed cost rule to the Purchase Order:
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
3.4) Fill the ‘Cost Rule’ related to the material in the ‘Cost Rule’ field
34The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Purchase Orders can be sent out manually by the Planner (see chapter 1.5.9 / 1.5.10) in sequence or
automatically by the system (see appendix V)35.
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date36
will be printed on the PO layout (see appendix II):
4.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
4.4) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
35The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
36 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
The copy supplier conditions to purchase order action is automatically scheduled by the JD Edwards
system (see appendix V). This transaction will copy the payment term and incoterm data from the
supplier to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions to copy supplier conditions to the Purchase Order.
In the left (Recent Reports) column, the ‘Purchase Order Print’ process will run to copy supplier data
(payment term/incoterm) to the Purchase Order. You can click on refresh button to update the status.
37The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mail address + a copy of the e-mail to the JD Edwards user who has created the Purchase Order38. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
38The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Planner
The supplier may – or may not – acknowledge the receipt of the purchase order and either acknowledge
the requested date, or promise delivery on another date. The purchase order needs to be manually
updated with the new promised delivery date. This order activity is not mandatory: the next step – goods
receipt – can be performed with or without processing supplier acknowledgement.
1) Open transaction ‘3P - Register Supplier Acknowledgement’ and fill the Purchase Order number in the
field ‘Order Number’
4) Change the ‘Promised delivery’ field with the delivery date confirmed by the supplier
5) Click on ‘Select’ button to confirm the supplier acknowledgement and close the application
Planner
Please perform the following actions to change the Purchase Order (Spot):
1) Open transaction ‘3P - Revise Purchase Order’
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase Order
header/item data:
In the case if there is change in Spot price and Planner wants to change Purchase Order price, please
execute the following steps.
6) At Purchase Order Header, change ‘Adjustment Schedule’ to SPOT and click on ‘Select’ button to
save the change.
8) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the
change to the Purchase Order
(The previous line is deleted with the strikethrough in the line detail)
9) Purchase Order line detail has been updated with new Spot price
Changed Purchase Orders can be sent out manually by the Planner (see chapter 1.5.9) or automatically
by the system (see appendix V). The system will send the Purchase Order layout by e-mail to the
supplier e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix
IV)39.
39The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Planner
Please perform the following actions to cancel one or all Purchase Order lines (Spot):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
Planner
Purchase Order Cancellations always require to be sent out manually by the Planner. The system will
then send the Purchase Order Cancellation layout by e-mail to the supplier40.
and a copy to the creator in JD Edwards (see appendix II – Purchase Order Cancellation layout).
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the Purchase Order Cancellation creator in JD Edwards. You can also open the
Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
Planner
40The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Once the cancelled Purchase Order (lines) are sent out to the supplier, it must be formally closed in the
JD Edwards system.
Please perform the following steps to close a cancelled Purchase Order (line):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
The system shows a message to confirm the cancellation of the Purchase Order.
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
2.1.1 Audience
Business users (from different departments); responsible for the creation of Purchase
Requisitions and the conversion of Purchase Requisitions into Purchase Orders and/or the
creation of (Spot) Purchase Requisitions
Buyer; responsible for the setup of contracts or the setup of spot prices. In some opcos, Buyer is
also responsible for the conversion of Purchase Requisitions into Purchase Orders.
Procurement Service Manager; responsible for the (paper based) approval of spot prices
Business approvers; responsible for the (quantity based) approval of Purchase Requisitions and
Purchase Order (changes)
2.1.2 Objectives
Explain the End to End process for the Non Product Related Procurement process
Explain the difference between a Purchase Order and a Purchase Order (Spot)
The processes described in this chapter relates to the Procurement of Non Product Related stockable
materials. A prerequisite for procuring these materials is to have a price x quantity agreement setup in
the SRM system. Business users are responsible for the creation of a Purchase Requisition via manual
entry or through the use of the so-called reorder point functionality.
In case of unplanned requirements, not covered by a contract, the spot procurement process must be
followed. Procurement needs to be involved to setup a spot price in the system before the business user
can generate the Purchase Requisition.
Find below the Procurement process for Product Related Materials (HEPM level 3):
2.2.1 Objectives
Find below the Procurement process for Product Related Materials (HEPM level 4):
For the procurement process of Non Product Related – Stockable Materials, there are two ways to
create a Purchase Requisition:
Please perform the following actions to create a manual Purchase Requisition (variant A):
Please perform the following actions to add a header text to the Purchase Requisition. The header text
will be printed on the PO layout (see appendix II):
1.2) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.3) Select a template and click on ‘Select’ to copy the standard text to the Header text
BASE Procurement User Guide V1.7 101
1.4) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Requisition
The system will show the warning message ‘No Agreement Found for this search’41
The system has created the Purchase Requisitions with a hold code (AH – Awaiting approval). Once the
Purchase Requisition has been approved, it is ready to be converted into a Purchase Order (see chapter
2.2.7).
41 Via ‘Row’ – ‘Price history’ you can see how the spot price has been calculated
BASE Procurement User Guide V1.7 102
2.2.2.2 Add Item text
After filling item data in step 5 on page 81, please perform the following actions to add an item text to the
Purchase Requisition. The item text will be printed on the PO layout (see appendix II):
2.1) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.2) Click on ‘Text’ and add item text for the line item
2.4) Click on the ‘Ok’ button (twice) to create the Purchase Requisition
The system has created the Purchase Requisitions with a hold code (AH – Awaiting approval). Once the
Purchase Requisition has been approved, it is ready to be converted into a Purchase Order (see chapter
2.2.7).
After filling item data in step 5, please perform the following actions to add a Fixed Asset number (Capex
ID) to the Purchase Requisition.
3.3) Click on ‘OK’ button to store the data in the Purchase Requisition
The system has created the Purchase Requisitions with a hold code (AH – Awaiting approval). Once the
Purchase Requisition has been approved, it is ready to be converted into a Purchase Order (see chapter
2.2.7).
For the procurement process of Non Product Related – Stockable Materials, there are two ways to
create a Purchase Requisition:
Purchase Requisitions created via the PR generator (re-order point) are triggered by a business user.
Based on the selection made (branch plant + material group), the PR generator will display all the items
that need replenishment based on the parameters set in the item branch and on the on-hand quantities
in the selected branch/plant (warehouse).
Please perform the following actions to create a Purchase Requisition via the PR generator (variant B):
3) Click on ‘Find’ button to see an overview of the replenishment proposal(s) by the system
The system shows an overview of all the items which should be replenished based on the reorder point
settings made for the ‘item – branch plant’ combination (See chapter X).
The item(s) will be marked with the sign in the first column
42 Please ensure all required prerequisites are fulfilled to use re-order point functionality (see chapter X)
BASE Procurement User Guide V1.7 105
6) In the header menu, click on ‘Form’ – ‘Generate Order(s)’
The system has created the Purchase Requisitions with a hold code (AH – Awaiting approval). Once the
Purchase Requisition has been approved, it is ready to be converted into a Purchase Order (see chapter
2.2.7).
In case you want to change the (proposed) quantity in the Purchase Requisition, perform the following
steps:
1) Open transaction ‘3R - Approve Purchase Requisition’ and click on the ‘Find’ button to see the list
of Purchase Requisitions to approve
2) Select the line item and click on ‘Ok’ button to move to the approval screen
3) Select the line item and click on ‘Form’ – ‘Approve’/’Rej Reasons’ to approve or reject the request
Once the Purchase Requisition has been approved, a message is sent to the creator of the Purchase
Requisition. The Purchase Requisition is ready to be converted into a Purchase Order (Spot).
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
In case the Purchase Requisition (Spot) is not yet converted into a Purchase Order, it can be changed
by the Business User.
2) Enter the Purchase Requisition number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase
Requisition header/item data:
4) Make the required changes to the Purchase Requisition and click on ‘Save’ button to save the
Purchase Requisition
The Purchase Requisition is changed by the Business user and requires to be approved again (see
chapter 2.2.5).
Please perform the following actions to convert an (approved) Purchase Requisition into a Purchase
Order:
1) Open transaction ‘3P - Convert Purchase Requisition to Purchase Order’ and make (one of) the
following selections to find the Purchase Requisitions to convert into a Purchase Order:
Supplier: [Fill the supplier number]
Branch Plant: [Fill the Branch/Plant]
Order Number: [Fill the Branch/Plant]
Item Number: [Fill the requested delivery date]
Account Number: [Fill the account number]
Or
BASE Procurement User Guide V1.7 108
Buyer Number: [Fill your buyer number]
3) Select the line items of the Purchase Requisitions for which you want to create a Purchase Order
The system has created the Purchase Orders (Call-Off(s)) with the reference to the contract number:
Purchase Orders can be sent out manually by the Business User (Administrator) or Buyer (see chapter
2.2.8 and 2.2.9) in sequence or automatically by the system (see appendix V). The system will send the
Purchase Order layout by e-mail to the suppliers e-mail address and a copy to the creator of the
Purchase Order in JD Edwards (see appendix VI).
In certain cases, the Planner might want to add additional information to the Purchase Order, the
following activities must be performed through the ‘Complete Purchase Order’ transaction:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
43 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
1.8) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.2.9 /
2.2.10) in sequence or automatically by the system (see appendix V)44.
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
44The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.5) Click on ‘Text’ and add item text for the line item
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.2.9 /
2.2.10) in sequence or automatically by the system (see appendix V)45.
Planned landed costs (like freight costs, customs clearing or local handling costs) can be added to the
Purchase Order by adding a landed cost rule on item level. A prerequisite is that the landed cost rules
must be maintained in the landed cost table (see chapter 8.2).
Please perform the following actions to add a landed cost rule to the Purchase Order:
45The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
3.4) Fill the ‘Cost Rule’ related to the material in the ‘Cost Rule’ field
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.2.9 /
2.2.10) in sequence or automatically by the system (see appendix V)46.
46The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
4.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
4.4) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.2.9 /
2.2.10) in sequence or automatically by the system (see appendix V)48.
The copy contract conditions action is automatically scheduled by the JD Edwards system (see appendix
V). This transaction will copy the payment term, incoterm and other contract related data from the PxQ
contract to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually copy contract conditions to the Purchase
Order.
47 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
48The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mail address + a copy of the e-mail to the JD Edwards user who has created the Purchase Order49. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
49The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
2) Click on ‘Row’ – ‘Detail Revision’ to open the details of the Purchase Order
Please perform the following actions to change the Purchase Order (Spot):
1) Go to transaction ‘3P - Revise Purchase Order’
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
4) Make the required changes to the Purchase Order and click on ‘Ok’ button to confirm the changes.
In the case if there is change in contract prices and Business User (Administrator) /Buyer wants to
change Purchase Order price, please execute the following steps.
5) Select the Purchase Order line and go to ‘Row’, ‘Cancel Line’ to delete the old line detail
6) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the change
to the Purchase Order
(The previous line is deleted with the strikethrough in the line detail)
The Purchase Order requires an additional approval (see chapter 2.2.12). After approval, the Purchase
Order will automatically be sent to the supplier.
1) Open transaction ‘3P - Approve Purchase Order Revision’ and click on the ‘Find’ button to see the
list of Purchase Orders to approve
2) Select the line item and click on the ‘Select’ button to open the Purchase Order
Changed Purchase Orders can be sent out manually by the Business User (Administrator) / Buyer (see
chapter 2.2.9) or automatically by the system (see appendix V). The system will send the Purchase
Order layout by e-mail to the supplier e-mail address and a copy to the creator of the Purchase Order in
JD Edwards (see appendix IV).
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
Please perform the following actions to cancel one or all Purchase Order lines:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
The cancellation of a Purchase Order or Purchase Order line can be communicated to the supplier, by
sending them a Purchase Order cancellation form (see appendix II). If the communication has been
done by phone/e-mail and there is no need to inform the supplier separately by e-mail, this activity can
be skipped.
Please perform the following actions to send the Purchase Order Cancellation to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order Cancellation to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards50. You can also
open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
Once the cancelled Purchase Order (lines) are sent out to the supplier, it must be formally closed in the
JD Edwards system.
Please perform the following steps to close a cancelled Purchase Order (line):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
50The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
Who is responsible for the generation of Purchase Requisitions (using re-order point) and Purchase
Orders against an operational contract
2.3.1 Objectives
Find below the Return process for Non Product Related - Stockable Materials / Product Related (Spot) -
Stockable Materials (HEPM level 4):
When goods need to be returned to a supplier for specific reasons (e.g. not matching Heineken quality
standards), following options are possible:
Reversing the receipt will undo the original receipt. If the receipt has already been matched to a
voucher, the voucher needs to be reversed first. This option is only possible when the voucher
has not yet been paid to the supplier. In this option, no credit note is expected from the supplier
as the original supplier invoice will not be posted nor paid.
Return Order. A return order is a special type of purchase order where quantity signs are
reversed (negative)
2) Click the ‘Add’ button to create a new entry and enter the following fields:
Order date: [Enter the same date as the original order to ensure the correct price]
Please perform the following actions to add header text to the Return Order (or continue with step 8 if no
header text is required):
6) Click on ‘Text’ button to manually fill your text and click on ‘Save’ button to save your header
text:
Please perform the following actions to item text to the Return Order (or continue with step 14 if no item
text is required):
10) Click on ‘Row’ – ‘Detail Revision’ (to make changes to item text)
11) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
14) Click twice on the ‘Ok’ button to create the Return Order
The Return Order can now manually or automatically be sent to the supplier (see subchapter 2.3.4).
The ‘Send Return Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Return Order layout (pdf) by e-mail to the supplier’s e-
mail address + a copy of the e-mail to the JD Edwards user who has created the Return Order51. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions to send the Return Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Return Order number
4) Click on ‘OK’ button to confirm and send the Return Order to the supplier
51The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Warehouse employee
After the (return) goods are being shipped out, the Return Order must be completed by performing a
confirmation. As a consequence the stock levels will be updated in JD Edwards.
5) Select the item and fill a ‘1’ in the ‘Rec. Opt’ field
BASE Procurement User Guide V1.7 130
6) Click on ‘OK’ button to confirm the Return Order
The Return Order has been confirmed and the stock levels have been updated accordingly.
2.4.1 Objectives
Find below the Return process for Non Product Related - Stockable Materials / Product Related (Spot) -
Stockable Materials (HEPM level 4):
Buyer
In case an unplanned requirement is not covered by the regular process via a planning message and
agreement (PxQ contract), a Spot Purchase Requisition must be created.
Please perform the following actions to setup a price for Spot procurement in JD Edwards:
3) Select ‘SPOT’ from the search list and press the ‘Select’ button
5) Click on the ‘Add’ button to display all existing price details for the adjustment type
In case of a spot price where the ‘Price per’ is not equal to 1, the right pricing unit of measure must be
selected (see below example with a price per 1000 PC (= TS)):
The Spot price has been entered in the JD Edwards system and can be used by Planning to create a
Purchase Requisition (Spot).
5) Change the ‘Adjustment Schedule’ from ‘PQ’ to ‘SPOT’ and press the ‘Select’ button
Please perform the following actions to add a header text to the Purchase Requisition. The header text
will be printed on the PO layout (see appendix II):
1.2) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.4) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Requisition
As the Spot price has already been approved by the PSM, there is only approval required by the
manager of the Purchase Requisition (Spot) creator.
52 Via ‘Row’ – ‘Price history’ you can see how the spot price has been calculated
BASE Procurement User Guide V1.7 137
2.4.4.2 Add Item text
After filling item data in step 7, please perform the following actions to add an item text to the Purchase
Requisition. The item text will be printed on the PO layout (see appendix II):
2.1) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.2) Click on ‘Text’ and add item text for the line item
2.4) Click on the ‘Ok’ button (twice) to create the Purchase Requisition
As the Spot price has already been approved by the PSM, there is only approval required by the
manager of the Purchase Requisition (Spot) creator.
After filling item data in step 7, please perform the following actions to add a Fixed Asset number (Capex
ID) to the Purchase Requisition.
3.3) Click on ‘OK’ button to store the data in the Purchase Requisition
As the Spot price has already been approved by the PSM, there is only approval required by the
manager of the Purchase Requisition (Spot) creator.
1) Open transaction ‘3R - Approve Purchase Requisition’ and click on the ‘Find’ button to see the list
of Purchase Requisitions to approve
2) Select the line item and click on ‘Ok’ button to move to the approval screen
3) Select the line item and click on ‘Form’ – ‘Approve’/’Rej Reasons’ toor reject the request
Once the Purchase Requisition has been approved, a message is sent to the creator of the Purchase
Requisition. The Purchase Requisition is ready to be converted into a Purchase Order (Spot).
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
In case the Purchase Requisition (Spot) is not yet converted into a Purchase Order, it can be changed
by Business User (Administrator).
2) Enter the Purchase Requisition number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase
Requisition header/item data:
4) Make the required changes to the Purchase Requisition and click on ‘Save’ button to save the
Purchase Requisition
The Purchase Requisition (Spot) is changed by the Business User (Administrator) and requires to be
approved again (see chapter 2.4.5).
Please perform the following actions to convert the Purchase Requisition (Spot) into a Purchase Order:
1) Open transaction ‘3P - Convert Purchase Requisition to Purchase Order’ and click on ‘Find’ button
to show the pending Purchase Requisitions to be converted into a Purchase Order or fill the Purchase
Requisition in the ‘Order Number’ field
3) Ensure the ‘Release’ button is selected and click on ‘OK’ button to release the Purchase
Requisition (Spot)
4) Click on ‘Form’ – ‘Generate Order(s) to convert the release Purchase Requisition(s) into Purchase
Order(s)
Purchase Orders can be sent out manually by the Business User (Administrator) / Buyer (see chapter
2.4.9 / 2.4.10) in sequence or automatically by the system (see appendix V). The system will send the
Purchase Order layout by e-mail to the suppliers e-mail address and a copy to the creator of the
Purchase Order in JD Edwards (see appendix IV)53.
In certain cases, the Planner might want to add additional information to the Purchase Order, the
following activities must be performed through the ‘Complete Purchase Order’ transaction:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
53The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
54 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
1.5) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.4.9 /
2.4.10) in sequence or automatically by the system (see appendix V)55.
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.5) Click on ‘Text’ and add item text for the line item
55The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.4.9 /
2.4.10) in sequence or automatically by the system (see appendix V)56.
Planned landed costs (like freight costs, customs clearing or local handling costs) can be added to the
Purchase Order by adding a landed cost rule on item level. A prerequisite is that the landed cost rules
must be maintained in the landed cost table (see chapter 8.2).
Please perform the following actions to add a landed cost rule to the Purchase Order:
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
3.4) Fill the ‘Cost Rule’ related to the material in the ‘Cost Rule’ field
56The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.4.9 /
2.4.10) in sequence or automatically by the system (see appendix V)57.
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date58
will be printed on the PO layout (see appendix II):
4.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
4.4) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
57The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
58 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
The copy supplier conditions to purchase order action is automatically scheduled by the JD Edwards
system (see appendix V). This transaction will copy the payment term and incoterm data from the
supplier to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions to copy supplier conditions to the Purchase Order.
In the left (Recent Reports) column, the ‘Purchase Order Print’ process will run to copy supplier data
(payment term/incoterm) to the Purchase Order. You can click on refresh button to update the status.
59The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mail address60 + a copy of the e-mail to the JD Edwards user who has created the Purchase Order. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
60The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The supplier may – or may not – acknowledge the receipt of the purchase order and either acknowledge
the requested date, or promise delivery on another date. The purchase order needs to be manually
updated with the new promised delivery date. This order activity is not mandatory: the next step – goods
receipt – can be performed with or without processing supplier acknowledgement.
1) Open transaction ‘3P - Register Supplier Acknowledgement’ and fill the Purchase Order number in the
field ‘Order Number’
4) Change the ‘Promised delivery’ field with the delivery date confirmed by the supplier
Please perform the following actions to change the Purchase Order (Spot):
1) Open transaction ‘3P - Revise Purchase Order’
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase Order
header/item data:
In the case if there is change in Spot price and Business User (Administrator) / Buyer wants to change
Purchase Order price, please execute the following steps.
6) At Purchase Order Header, change ‘Adjustment Schedule’ to SPOT and click on ‘Select’ button to
save the change.
8) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the
change to the Purchase Order
(The previous line is deleted with the strikethrough in the line detail)
Changed Purchase Orders can be sent out manually by the Business User (Administrator) / Buyer (see
chapter 2.4.9) or automatically by the system (see appendix V). The system will send the Purchase
Order layout by e-mail to the supplier e-mail address and a copy to the creator of the Purchase Order in
JD Edwards (see appendix IV).
Please perform the following actions to cancel one or all Purchase Order lines (Spot):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
Purchase Order Cancellations always require to be sent out manually by the Business User
(Administrator) / Buyer. The system will then send the Purchase Order Cancellation layout by e-mail to
the supplier and a copy to the creator in JD Edwards (see appendix X – Purchase Order Cancellation
layout)61.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
61The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the Purchase Order Cancellation creator in JD Edwards62. You can also open the
Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
Once the cancelled Purchase Order (lines) are sent out to the supplier, it must be formally closed in the
JD Edwards system.
Please perform the following steps to close a cancelled Purchase Order (line):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
62The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
2.5.1 Objectives
Find below the Return process for Non Product Related - Stockable Materials / Product Related (Spot) -
Stockable Materials (HEPM level 4):
When goods need to be returned to a supplier for specific reasons (e.g. not matching Heineken quality
standards), following options are possible:
Reversing the receipt will undo the original receipt. If the receipt has already been matched to a
voucher, the voucher needs to be reversed first. This option is only possible when the voucher
has not yet been paid to the supplier. In this option, no credit note is expected from the supplier
as the original supplier invoice will not be posted nor paid.
Return Order. A return order is a special type of purchase order where quantity signs are
reversed (negative).
2) Click the ‘Add’ button to create a new entry and enter the following fields:
Order date: [Enter the same date as the original order to ensure the correct price]
4) Change the ‘Adjustment Schedule’ from ‘PQ’ to ‘SPOT’ and press the ‘Select’ button
Please perform the following actions to add header text to the Return Order (or continue with step 9 if no
header text is required):
8) Click on ‘Text’ button to manually fill your text and click on ‘Save’ button to save your header
text:
Please perform the following actions to add item text to the Return Order (or continue with step 14 if no
item text is required):
11) Click on ‘Row’ – ‘Detail Revision’ (to make changes to item text)
12) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
15) Click twice on the ‘Ok’ button to create the Return Order
The Return Order can now manually or automatically be sent to the supplier (see subchapter 2.5.4).
The ‘Send Return Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Return Order layout (pdf) by e-mail to the supplier’s e-
mail address + a copy of the e-mail to the JD Edwards user who has created the Return Order63. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions to send the Return Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Return Order number
4) Click on ‘OK’ button to confirm and send the Return Order to the supplier
63The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The system will run the transaction and send the Return Order by e-mail to the supplier (you can click on
the refresh button to see if the job has ran). A copy of the Return PO layout e-mail will be sent by e-
mail to the Return Order creator in JD Edwards64. You can also open the Return Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
Warehouse employee
After the (return) goods are being shipped out, the Return Order must be completed by performing a
confirmation. As a consequence the stock levels will be updated in JD Edwards.
64The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The Return Order has been confirmed and the stock levels have been updated accordingly.
3.1 Introduction
3.1.1 Audience
3.1.2 Objectives
Explain the End to End process for the Import – Export Procurement process for Finished Products
The processes described in this chapter relates to the Procurement process within the Import – Export
process of Finished Products. A prerequisite for procuring these materials is to have a price x quantity
agreement setup in the SRM system.
3.2.1 Objectives
Complete the Purchase Order (OD) with deposit items and item- and header text
Below overview shows the business Export Sales process for 3rd party Finished Goods (shipped to
Customer):
The activities described in this chapter relates to the OD Purchase Order which is automatically created
from a S2 Sales Order 65
65 Please refer to Standard Operating Procedure (SOP): Export Third Party Sales Order Creation
BASE Procurement User Guide V1.7 165
The Purchase Order can be amended by adding additional information like header- and/or item texts or
deposit (see chapter 3.2.3) or can be sent directly to the supplier. Purchase Orders can be sent out
manually by the Business user (Administrator) (see chapter 3.2.4 and 3.2.5) in sequence or
automatically by the system (see appendix V). The system will send the Purchase Order layout by e-mail
to the supplier e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV)66.
In certain cases, the business user (administrator) might want to add additional information to the
Purchase Order. The following activities must be performed through the ‘Complete Purchase Order’
transaction:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
66The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.4
and 3.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
[Add to instruction: Text attachment does not update status code, hence you need workaround of
changing either date or Qty which will trigger to update next status code 280]
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.4
and 3.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
As Deposit items are non-stock items, the user should first perform the ‘Copy Contract Conditions
! to Purchase Order activity (chapter 3.2.4) before a Deposit Item can be added to the Purchase
Order (this ensures that the Deposit item appears on the Purchase Order layout)
Deposit items can only be added manually in the Purchase Order as a ‘Deposit’ item 67. Please perform
the following actions to add a Deposit item to the Purchase Order:
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
67 A prerequisite is to have the Deposit item setup in the item-supplier relation price table (please refer to chapter 9.5.2)
BASE Procurement User Guide V1.7 169
3.4) Fill the ‘Deposit’ item number in the ‘Item number’ field and change line type to DP
3.6) The Deposit item has been added to the Purchase Order, a warning message is shown to inform
you that no agreement is available for the Deposit item (this message can be ignored)
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.5)
In the case if there is more than 1 contract with the same supplier and material and with different inco-
term, the business user (administrator) can update the right contract to the Purchase Order. The
following activities must be performed through the ‘Complete Purchase Order’ transaction with the
following actions:
Please perform the following actions to update the contract number to the Purchase Order.
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
1.4) Go to ‘Agreement Number’ field and update with the correct contract number (see Appendix XII on
how to check contract number)
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.4
and 3.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
Once the OD Purchase Order is generated (from an S2 Sales Order), the contract conditions of the PxQ
contract must be copied to the Purchase Order. This activity is automatically performed by the system
(see appendix V for timings), but can also be manually performed. Please perform the following actions if
you want to manually copy the contract conditions to the Purchase Order:
This activity is automatically performed by the system (see appendix V for timings), but can also be
manually performed. Please perform the following actions if you want to manually send the Purchase
Order to the supplier:
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
Please perform the following actions to perform a Goods Receipt for an OD Purchase Order based on
the shipping documents from suppliers and receipt notification from customers:
1) Open transaction ‘OD - Goods Receipt’
2) Fill the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
4) Select the line item and fill a ‘1’ in the ‘Rec Opt’ field
The invoice from the (internal/external) supplier can now be processed based on 3-way matching
(purchase order – goods receipt – invoice). The shipping documents from suppliers and receipt
notification from customers are to be archived centrally.
4.1 Introduction
4.1.1 Audience
Business Users; responsible for the creation of S2 Sales Orders which are automatically
converted into Purchase Orders
4.1.2 Objectives
Explain the End to End process for the Import-to-Order Export Sales / Direct Shipment
Intercompany to Customer process for Finished Products
The processes described in this chapter relates to the Procurement process within the Import-to-Order
process of Finished Products. A prerequisite for procuring these materials is to have a price x quantity
agreement setup in the SRM system.
4.2.1 Objectives
Complete the Purchase Order (OI) with items and item- and header text
Below overview shows the Import-to-Order Export Sales / Direct Shipment Intercompany to Customer
process
The activities described in this chapter relates to the OI Purchase Order which is automatically created
from a S2 Sales Order.
The Purchase Order can be amended by adding additional information like header- and/or item texts or
deposit (see chapter 4.2.3) or can be sent automatically to the supplier. The system will send the
Purchase Order layout by e-mail to the supplier e-mail address and a copy to the creator of the Purchase
Order in JD Edwards (see appendix IV)68.
68The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
In certain cases, the business user (administrator) might want to add additional information to the
Purchase Order. The following activities must be performed through the ‘Complete Purchase Order’
transaction:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.4
and 3.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
[Add to instruction: Text attachment does not update status code, hence you need workaround of
changing either date or Qty which will trigger to update next status code 280]
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.4
and 3.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
As Deposit items are non-stock items, the user should first perform the ‘Copy Contract Conditions
! to Purchase Order activity (chapter 3.2.4) before a Deposit Item can be added to the Purchase
Order (this ensures that the Deposit item appears on the Purchase Order layout)
Deposit items can only be added manually in the Purchase Order as a ‘Deposit’ item 69. Please perform
the following actions to add a Deposit item to the Purchase Order:
69 A prerequisite is to have the Deposit item setup in the item-supplier relation price table (please refer to chapter 9.5.2)
BASE Procurement User Guide V1.7 180
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
3.4) Fill the ‘Deposit’ item number in the ‘Item number’ field and change line type to DP
3.6) The Deposit item has been added to the Purchase Order, a warning message is shown to inform
you that no agreement is available for the Deposit item (this message can be ignored)
In the case if there is more than 1 contract with the same supplier and material and with different inco-
term, the business user (administrator) can update the right contract to the Purchase Order. The
following activities must be performed through the ‘Complete Purchase Order’ transaction with the
following actions:
Please perform the following actions to update the contract number to the Purchase Order.
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
1.4) Go to ‘Agreement Number’ field and update with the correct contract number (see Appendix XII on
how to check contract number)
Once the OI Purchase Order is generated (from an S2 Sales Order), the contract conditions of the PxQ
contract must be copied to the Purchase Order. This activity is automatically performed by the system
(see appendix V for timings) but can also be manually performed. Please perform the following actions if
you want to manually copy the contract conditions to the Purchase Order:
The system will run the transaction and copy data (payment term / incoterm) to the Purchase Order:
This activity is automatically performed by the system (see appendix V for timings), but can also be
manually performed. Please perform the following actions if you want to manually send the Purchase
Order to the supplier:
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
Please perform the following actions to perform a Goods Receipt for an OI Purchase Order based on the
shipping documents from suppliers and receipt notification from customers:
2) Fill the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
4) Select the line item and fill a ‘1’ in the ‘Rec Opt’ field
7) Click on the ‘Select’ button to create the goods receipt in the system
The invoice from the (internal/external) supplier can now be processed based on 3-way matching
(purchase order – goods receipt – invoice). The shipping documents from suppliers and receipt
notification from customers are to be archived centrally.
5.1 Introduction
5.1.1 Audience
Planning / Business department; responsible for the creation of Planning Messages and the
conversion of Planning Messages into Purchase Orders (Call-Offs) and/or the creation of Spot
Purchase Requisitions
Buyer; responsible to manage spot prices. In some opcos, Buyer is also responsible for the
conversion of Purchase Requisitions into Purchase Orders
Procurement Service Manager; responsible for the (paper based) approval of spot prices
Planning / Business department; responsible for the conversion of Spot Purchase Requisitions to
Purchase Orders
5.1.2 Objectives
Explain the End to End process for the Import-to-Stock (Finished Products) process for 3rd Party
Suppliers
The processes described in this chapter relates to the Procurement process within the Import-to-Stock
process for 3rd Party Suppliers. A prerequisite for procuring these materials is to have a price x quantity
agreement setup in the SRM system. In the next subchapters, a detailed overview (business process
level 4) will be given per process.
5.2.1 Objectives
Complete the Purchase Order by adding a Deposit Item / Landed Cost rule or an item-/header text
The Domestic sales - import 3rd party finished products process is supported by a stock replenishment,
taking place by the Planning Department by generation of Planning Message or by the Business
Department raising a Purchase Requisition and subsequently a Purchase Order to the supplier. This
process must be supported by the availability of a PxQ contract in SRM.
Planner
1) Open transaction ‘1P - Create Planning Message / Purchase Order’ and enter the following data in the
header:
The Supplier Selection form displays all available contracts for the selected planning message:
5) Select / validate the supplier from the list and press ‘Select’ button to assign the supplier to the
planning message
It is also possible to directly fill the supplier number in the planning message (if known):
Once all data has been filled in the planning message line(s), the following steps must be performed to
create the Purchase Order:
You will be directed back to the main screen of the Planning Message transaction:
8) Fill the current date in the ‘Start date’ field and click on the ‘Find’ button to show the Planning
Messages
9) Select the ‘Planning Messages’ you want to process via the selection button(s)
11) Click on ‘Close’ button to move to the purchase order generation screen
12) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of the Purchase Order(s)
The system will generate the Purchase Order(s) and shows the number:
The Purchase Order can be amended by adding additional information like header- and/or item texts or
landed costs / deposit (see chapter 5.2.5) or can be sent directly to the supplier. Purchase Orders can be
It possible to perform a mass creation of Planning Messages by copy-pasting from the mass
! creation excel (see appendix X for a template)
Planner
Please perform the following actions to change a Planning Message which has not been converted into a
Purchase Order:
2) Fill the relevant fields in the header data to filter on the planning messages you would like to process
and press the ‘Find’ button:
3) Select the item you want to revise via the selection button(s)
The system will change the message field into ‘Firm Order’:
10) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of Purchase Orders
The Purchase Order can be amended by adding additional information like header- and/or item texts or
landed costs / deposit (see chapter 5.2.5) or can be sent directly to the supplier. Purchase Orders can be
sent out manually by the Planner (see chapter 5.2.6 and 5.2.7) in sequence or automatically by the
system (see appendix V). The system will send the Purchase Order layout by e-mail to the suppliers e-
mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV).
In certain cases, the business user (administrator) might want to add additional information to the
Purchase Order. The following activities must be performed through the ‘Complete Purchase Order’
transaction:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix X):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
70 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 5.2.6
and 5.2.7 – to be performed in sequence if Purchase Order is sent manually to the supplier).
[Add to instruction: Text attachment does not update status code, hence you need workaround of
changing either date or Qty which will trigger to update next status code 280]
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix X):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 5.2.6
and 5.2.7 – to be performed in sequence if Purchase Order is sent manually to the supplier).
Planned landed costs (like freight costs, customs clearing or local handling costs) can be added to the
Purchase Order by adding a landed cost rule on item level. A prerequisite is that the landed cost rules
must be maintained in the landed cost table (see chapter 8.2).
Please perform the following actions to add a landed cost rule to the Purchase Order:
3.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
3.4) Fill the ‘Cost Rule’ related to the material in the ‘Cost Rule’ field
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 5.2.6
and 5.2.7 – to be performed in sequence if Purchase Order is sent manually to the supplier).
As Deposit items are non-stock items, the user should first perform the ‘Copy Contract Conditions
! to Purchase Order activity (chapter X) before a Deposit Item can be added to the Purchase Order
(this ensures that the Deposit item appears on the Purchase Order layout)
Deposit items can only be added manually in the Purchase Order as a ‘Deposit’ item 71. Please perform
the following actions to add a Deposit item to the Purchase Order:
4.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
4.4) Fill the ‘Deposit’ item number in the ‘Item number’ field and change line type to NS
71 A prerequisite is to have the Deposit item setup in the item-supplier relation price table (please refer to chapter 9.5.2)
BASE Procurement User Guide V1.7 197
4.5) Click on ‘OK’ button to store the Purchase Order
4.6) The Deposit item has been added to the Purchase Order (a warning message is shown to inform
you that no agreement is available for the Deposit item (this message can be ignored))
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 5.2.6
and 5.2.7 – to be performed in sequence if Purchase Order is sent manually to the supplier).
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date72
will be printed on the PO layout (see appendix II):
72 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
5.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
5.4) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
Purchase Orders can be sent out manually by Business user (Administrator) (see chapter 7.2.5 / 7.2.6)
in sequence or automatically by the system (see appendix V)73.
Please perform the following actions to Copy Contract Condtions to Purchase Order:
The system will run the transaction and copy data (payment term / incoterm) to the Purchase Order:
73The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order by e-mail to the supplier74. (you can
click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-
mail to the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF)
by clicking on ‘Purchase Order PO Print’ job:
74The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Planner
2) Search for the Purchase Order for which you want to register a supplier acknowledgement
4) Change the ‘Promised delivery’ field with the delivery date confirmed by the supplier
Planner
Different changes can be required, after the Purchase Order has been sent to the supplier.
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on the ‘Select’ button to move to the ‘Header’ data of the Purchase
Order
4) Change the required header data and click on ‘OK’ button to move to the ‘Item’ data
5) Change the required item data and click on ‘OK’ button to save the change to the Purchase Order
In the case if there is change in contract prices and Planner wants to change Purchase Order price,
please execute the following steps.
BASE Procurement User Guide V1.7 202
6) Select the Purchase Order line and go to ‘Row’, ‘Cancel Line’ to delete the old line detail
7) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the change
to the Purchase Order
(The previous line is deleted with the strikethrough in the line detail)
8) Purchase Order line detail has been updated with new contract price
Changed Purchase Orders can be sent out manually by the Planner (see chapter 5.2.7) or automatically
by the system (see appendix V). The system will send the Purchase Order layout by e-mail to the
Planner
Purchase Orders which must be cancelled should be closed in the system to not have any open
commitments to the suppliers. The cancellation of a Purchase Order consists of three steps:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
75The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The cancellation of a Purchase Order or Purchase Order line can be communicated to the supplier, by
sending them a Purchase Order cancellation form (see appendix II). If the communication has been
done by phone/e-mail and there is no need to inform the supplier separately by e-mail, this activity can
be skipped.
Please perform the following actions to send the Purchase Order Cancellation to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order Cancellation to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the
supplier76. (you can click on the refresh button to see if the job has ran). A copy of the PO layout e-
mail will be sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You
can also open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
76The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Planner
Please perform the following actions to close the Purchase Order after you have cancelled one or all
lines:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
5.3.1 Objectives
In case there is no operational PxQ contract available in SRM due to various reasons: Ad hoc purchase,
new product for trial, this can be supported by Spot process.
Below overview shows the business process for the Purchase Order Spot process from 3rd party
suppliers:
Buyer
In case an unplanned requirement is not covered by the regular process via a planning message and
agreement (PxQ contract), a Spot Purchase Requisition must be created.
Please perform the following actions to setup a price for Spot procurement in JD Edwards:
3) Select ‘SPOT’ from the search list and press the ‘Select’ button
5) Click on the ‘Add’ button to display all existing price details for the adjustment type
In case of a spot price where the ‘Price per’ is not equal to 1, the right pricing unit of measure must be
selected (see below example with a price per 1000 PC (= TS)):
The Spot price has been entered in the JD Edwards system and can be used by Planning to create a
Purchase Requisition (Spot).
5) Change the ‘Adjustment Schedule’ from ‘PQ’ to ‘SPOT’ and press the ‘Select’ button
Please perform the following actions to add a header text to the Purchase Requisition. The header text
will be printed on the PO layout (see appendix X):
1.2) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.3) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.4) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
8) Click on the ‘Ok’ button (twice) to create the Purchase Requisition (Spot)
As the Spot price has already been approved by the PSM, there is only approval required by the
manager of the Purchase Requisition (Spot) creator.
77 Via ‘Row’ – ‘Price history’ you can see how the spot price has been calculated
BASE Procurement User Guide V1.7 213
5.3.5 Approve Purchase Requisition (Spot)
1) Open transaction ‘3R - Approve Purchase Requisition’ and click on the ‘Find’ button to see the list
of Purchase Requisitions to approve
2) Select the line item and click on ‘Ok’ button to move to the approval screen
3) Select the line item and click on ‘Form’ – ‘Approve’/’Rej Reasons’ to approve or reject the request
Once the Purchase Requisition has been approved, a message is sent to the creator of the Purchase
Requisition. The Purchase Requisition is ready to be converted into a Purchase Order (Spot).
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
In case the Purchase Requisition (Spot) is not yet converted into a Purchase Order, it can be changed
by the Planner.
2) Enter the Purchase Requisition number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase
Requisition header/item data:
4) Make the required changes to the Purchase Requisition and click on ‘Save’ button to save the
Purchase Requisition
The Purchase Requisition (Spot) is changed by the Planner and requires to be approved again (see
chapter 5.3.5).
Please perform the following actions to convert the Purchase Requisition (Spot) into a Purchase Order:
1) Open transaction ‘3P - Convert Purchase Requisition to Purchase Order’ and click on ‘Find’ button
to show the pending Purchase Requisitions to be converted into a Purchase Order or fill the Purchase
Requisition in the ‘Order Number’ field
3) Ensure the ‘Release’ button is selected and click on ‘OK’ button to release the Purchase
Requisition (Spot)
4) Click on ‘Form’ – ‘Generate Order(s) to convert the release Purchase Requisition(s) into Purchase
Order(s)
Purchase Orders can be sent out manually by the Planner (see chapter 5.3.8 / 5.3.9) in sequence or
automatically by the system (see appendix V). The system will send the Purchase Order layout by e-mail
to the supplier e-mail address78 and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV).
The copy supplier conditions to purchase order action is automatically scheduled by the JD Edwards
system (see appendix V). This transaction will copy the payment term and incoterm data from the
supplier to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions to copy supplier conditions to the Purchase Order.
78The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mail address79. + a copy of the e-mail to the JD Edwards user who has created the Purchase Order. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
79The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The supplier may – or may not – acknowledge the receipt of the purchase order and either acknowledge
the requested date, or promise delivery on another date. The purchase order needs to be manually
updated with the new promised delivery date. This order activity is not mandatory: the next step – goods
receipt – can be performed with or without processing supplier acknowledgement.
1) Open transaction ‘3P - Register Supplier Acknowledgement’ and fill the Purchase Order number in the
field ‘Order Number’
4) Change the ‘Promised delivery’ field with the delivery date confirmed by the supplier
Please perform the following actions to change the Purchase Order (Spot):
1) Open transaction ‘3P - Revise Purchase Order’
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase Order
header/item data:
In the case if there is change in Spot price and Business User (Administrator)/ Buyer / Planner wants to
change Purchase Order price, please execute the following steps.
6) At Purchase Order Header, change ‘Adjustment Schedule’ to SPOT and click on ‘Select’ button to
save the change.
8) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the
change to the Purchase Order
(The previous line is deleted with the strikethrough in the line detail)
Changed Purchase Orders can be sent out manually by the Planner (see chapter 5.3.9) or automatically
by the system (see appendix V). The system will send the Purchase Order layout by e-mail to the
supplier e-mail address80 and a copy to the creator of the Purchase Order in JD Edwards (see appendix
IV).
Please perform the following actions to cancel one or all Purchase Order lines (Spot):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
80The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Purchase Order Cancellations always require to be sent out manually by the Planner. The system will
then send the Purchase Order Cancellation layout by e-mail to the supplier81 and a copy to the creator in
JD Edwards (see appendix II – Purchase Order Cancellation layout).
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
81The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the Purchase Order Cancellation creator in JD Edwards. You can also open the
Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
Once the cancelled Purchase Order (lines) are sent out to the supplier, it must be formally closed in the
JD Edwards system.
Please perform the following steps to close a cancelled Purchase Order (line):
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
6.1 Introduction
6.1.1 Audience
Finance department (supplying opco); responsible for the update of selling price in JD Edwards
Business User (Administrator) from receiving opco; responsible for performing goods receipt
Business User (Administrator) from receiving opco; responsible for the validation/completion of
Purchase Orders which are automatically created (based on Sales Orders)
6.1.2 Objectives
Explain the End to End process for the Intercompany order process (Finished Products) within
BASE JD Edwards opcos
Understand the different types of communication between the supplying and receiving opcos.
The processes described in this chapter relates to the Intercompany order process within BASE JD
Edwards opcos. A prerequisite for procuring these materials is to set up selling price in JD Edwards by
the supplying opco. In the next subchapters, a detailed overview (business process level 4) will be given
per process.
6.2.1 Objectives
Validate Purchase Orders which are automatically created (based on Sales Orders)
The Intercompany order process within BASE JD Edwards opcos - represents an Intercompany Sales
Order transaction between Heineken to another Heineken company (other legal entity) within the same
country or from different countries. A direct Intercompany Sales Order is raised by Heineken supplying
opco (based on communication outside JD Edwards) and delivered the goods to another Heineken
receiving opco.
The activities described in this chapter relates to the OI Purchase Order which is automatically created
from a SI Sales Order 82
Once Sales Order (SI) has been created by the supplying opco, please perform the following steps to
validate Purchase Order (OI) in JD Edwards:
2) Fill the name of the supplier (use * if required) or Purchase Order number and order type and click on
the ‘Find’ button:
82 Please refer to Standard Operating Procedure (SOP): Direct Intercompany Sales Order Creation
BASE Procurement User Guide V1.7 227
3) Click on ‘Row’ – ‘Header Revision’ to see header details or click on ‘Row’ – ‘Detail Revision’ to see
item details:
When receipt has been performed, the item details will be strike off.
7.1 Introduction
7.1.1 Audience
7.1.2 Objectives
Explain the End to End process for the Intercompany order process (Finished Products) from Non-
BASE JD Edwards opco
Understand the different types of communication towards the Non-Base JD Edwards opco.
The processes described in this chapter relates to the Intercompany order process within Non-BASE JD
Edwards opcos. A prerequisite for procuring these materials is to have a price x quantity agreement
setup in the SRM system. In the next subchapters, a detailed overview (business process level 4) will be
given per process.
7.2.1 Objectives
Complete the Purchase Order by adding a Deposit Item / Landed Cost rule or an item-/header text
The Intercompany order process with Non-BASE JD Edwards opco - represents an Intercompany Sales
Order transaction between Heineken to another Heineken company (other legal entity) within the same
country or from different countries. A Intercompany Sales Order is raised by Heineken receiving opco
(based on communication outside JD Edwards) and creation of manual Purchase Order takes place and
subsequently sent to Heineken supplying opco. This process must be supported by the availability of a
PxQ contract in SRM.
Please perform the following actions to create a manual Purchase Order (1P):
In certain cases, the business user (Administrator) / Planner might want to add additional information to
the Purchase Order (please move to step 8) in case you don’t require to add text to your Purchase
Order:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.3) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
83 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
1.5) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
1.6) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.2.4
and 7.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.5) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.2.4
and 7.2.5– to be performed in sequence if Purchase Order is sent manually to the supplier).
In the case if there is more than 1 contract with the same supplier and material and with different inco-
term, the business user (administrator) can update the right contract to the Purchase Order. The
following activities must be performed through the ‘Complete Purchase Order’ transaction with the
following actions:
Please perform the following actions to update the contract number to the Purchase Order.
4.2) Go to ‘Agreement Number’ field and update with the correct contract number (see Appendix XII on
how to check contract number)
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date84
will be printed on the PO layout (see appendix II):
5.2) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.2.4
and 7.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).
8) Click on the ‘Ok’ button (twice) to create the Purchase Order
Purchase Orders can be sent out manually by the Business User (Administrator) / Planner (see chapter
7.2.4 / 7.2.5) in sequence or automatically by the system (see appendix V). The system will send the
84 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.
Once the OI Purchase Order is created, the contract conditions of the PxQ contract must be copied to
the Purchase Order. This activity is automatically performed by the system (see appendix V for timings),
but can also be manually performed. Please perform the following actions if you want to manually copy
the contract conditions to the Purchase Order:
The system will run the transaction and copy data (payment term / incoterm) to the Purchase Order:
85The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
This activity is automatically performed by the system (see appendix V for timings),but can also be
manually performed. Please perform the following actions if you want to manually send the Purchase
Order to the supplier:
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order by e-mail to the supplier86. (you can
click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-
mail to the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF)
by clicking on ‘Purchase Order PO Print’ job:
86The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
2) Search for the Purchase Order for which you want to register a supplier acknowledgement
4) Change the ‘Promised delivery’ field with the delivery date confirmed by the supplier
Different changes can be required, after the Purchase Order has been sent to the supplier.
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on the ‘Select’ button to move to the ‘Header’ data of the Purchase
Order
4) Change the required header data and click on ‘OK’ button to move to the ‘Item’ data
5) Change the required item data and click on ‘OK’ button to save the change to the Purchase Order
Changed Purchase Orders can be sent out manually by the Business User (Administrator) (see chapter
7.2.6) or automatically by the system (see appendix V). The system will send the Purchase Order layout
Purchase Orders which must be cancelled should be closed in the system to not have any open
commitments to the suppliers. The cancellation of a Purchase Order consists of three steps:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
87The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The cancellation of a Purchase Order or Purchase Order line can be communicated to the supplying
opco, by sending them a Purchase Order cancellation form (see appendix II). If the communication has
been done by phone/e-mail and there is no need to inform the supplier separately by e-mail, this activity
can be skipped.
Please perform the following actions to send the Purchase Order Cancellation to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier88
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You can also
open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
Please perform the following actions to close the Purchase Order after you have cancelled one or all
lines:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
88The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
In case the full Purchase Order is cancelled, the system shows a message to confirm the cancellation of
the Purchase Order.
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
8.1 Subcontracting
8.1.1 Objectives
Explain the process for Subcontracting for the Repacking of Finished Goods
Below overview shows the business process for the Subcontracting process:
Subcontracting is the repacking of the Finished Goods that is outsourced to the 3rd party contractor
which can be performed in the brewery or at the contractor’s premises.
Service item will be created in Mendix by Planning Department before Procurement to create PxQ
operational contract in SRM.
Once the work order has been created by Planning Department, a document with document type 1P will
be generated automatically with a reference to an operational Procurement Contract. The Purchase
Order (1P) number can be retrieved from the work order routing:
Planning department
In certain cases, the Planner might want to add additional information to the Purchase Order. As the
Planning Message cannot support all scenario’s, the following activities must be performed through the
‘Complete Purchase Order’ transaction before Purchase Order is sent out to supplier by the scheduler:
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.1.5
and 7.1.6 – to be performed in sequence if Purchase Order is sent manually to the supplier).
[Add to instruction: Text attachment does not update status code, hence you need workaround of
changing either date or Qty which will trigger to update next status code 280]
Please perform the following actions to add an item text to the Purchase Order. The item text will be
printed on the PO layout (see appendix II):
2.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.7) Click on ‘OK’ button to save the changes to the Purchase Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.1.5
and 7.1.6 – to be performed in sequence if Purchase Order is sent manually to the supplier).
The copy contract conditions action is automatically scheduled by the JD Edwards system (see appendix
V). This transaction will copy the payment term, incoterm and other contract related data from the PxQ
contract to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually copy contract conditions to the Purchase
Order.
In the left (Recent Reports) column, the ‘Restore Original Order No. process will run to copy contract
data (payment term/incoterm) to the Purchase Order. You can click on refresh button to update the
status.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mail address89 + a copy of the e-mail to the JD Edwards user who has created the Purchase Order. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
89The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
8.2.1 Objectives
By the end of this subchapter you will be able to:
Below overview shows the business process for the Outbound Transportation process:
The Outbound Transportation process supports the automatic creation of Purchase Orders for shipments
performed by 3rd party carriers. Freight expenses made for outbound transportation are managed via the
standard JDE Transportation Management module. In this module, freight tariffs are defined per
transportation mode (sea, air, road), per route, and per carrier. A prerequisite for the outbound
transportation process is to have a Value Line contract created in SRM. During the Logistics process,
shipments are being performed, which will automatically be posted into a Purchase Order (all shipments
for one day combined in one Purchase Order).
As shown in the business process overview, the delivery confirmation by Logistics triggers the process to
automatically create a Purchase Order (2P). This step is automatically performed by the system but can
also be executed by Business User (Administrator). Please see Appendix XIII (chapter 3) to manually
create Purchase Orders (2P)
Please perform the following steps in case you want to validate which shipments have been combined in
one batch (per supplier) and converted into a Purchase Order (2P) for the supplier:
2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
3) Select the relevant Purchase Order and click on ‘Row’ - ‘Header Revision’ or ‘Detail Revision’ to
display the Purchase Order:
5) The excel sheet is opened and is an internal document and will be sent together with the Purchase
Order to the supplier after approval of Purchase Order (see chapter 8.2.4). It can be used to double
check the shipments made by the system and before sending to the supplier.
Once Purchase Order (2P) has been created, it will route to Purchase Order Approver for approval
before Purchase Order is sent to the supplier.
1) Open transaction ‘2P - Approve Purchase Order Revision’ and click on the ‘Find’ button to see the
list of Purchase Orders to approve
2) Select the line item and click on the ‘Select’ button to open the Purchase Order
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
The system will copy the contract data to the Purchase Order. The Purchase Order can be sent to the
supplier now.
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mail address90 + a copy of the e-mail to Procurement central mailbox.
90The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Different changes can be required, after the Purchase Order has been sent to the supplier. Because
auto receipt has taken place, receipt must be reversed by Logistics before Purchase Order is to be
changed.
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on the ‘Select’ button to move to the ‘Header’ data of the Purchase
Order
4) Change the required header data and click on ‘OK’ button to move to the ‘Item’ data
5) Change the required item data and click on ‘OK’ button to save the change to the Purchase Order
Changed Purchase Orders are sent automatically by the system (see appendix V) once the they are
approved. The system will send the Purchase Order layout by e-mail to the supplier e-mail address91 and
a copy to the creator of the Purchase Order in JD Edwards (see appendix IV).
91The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Purchase Orders which must be cancelled should be closed in the system to not have any open
commitments to the suppliers. The cancellation of a Purchase Order consists of three steps:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
The cancellation of a Purchase Order or Purchase Order line can be communicated to the supplier, by
sending them a Purchase Order cancellation form (see appendix II). If the communication has been
done by phone/e-mail and there is no need to inform the supplier separately by e-mail, this activity can
be skipped.
Please perform the following actions to send the Purchase Order Cancellation to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order Cancellation to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier92
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You can also
open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
92The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
Please perform the following actions to close the Purchase Order after you have cancelled one or all
lines:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
2) Click the ‘Add’ button to create a new entry and enter the following fields:
Order date: [Enter the same date as the original order to ensure the correct price]
6) Click on ‘Text’ button to manually fill your text and click on ‘Save’ button to save your header
text:
Based on the combination of ‘Supplier’ – ‘Branch Plant’ – ‘CMG’, the system will select the right contract
number (CV is shown for value line contract):
Please perform the following actions to item text to the Return Order (or continue with step 14 if no item
text is required):
10) Click on ‘Row’ – ‘Detail Revision’ (to make changes to item text)
12) Click on ‘Text’ and fill the item text in the Media Object Viewer screen
14) Click twice on the ‘Ok’ button to create the Return Order
The Return Order can now manually be sent to the supplier (see subchapter 8.2.13).
The transaction will send the Return Order layout (pdf) by e-mail to the supplier’s e-mail address + a
copy of the e-mail to the JD Edwards user who has created the Return Order93. The user will run the
transaction manually via the menu.
93The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Return Order number
4) Click on ‘OK’ button to confirm and send the Return Order to the supplier
The system will run the transaction and send the Return Order by e-mail to the supplier (you can click on
the refresh button to see if the job has ran). A copy of the Return PO layout e-mail will be sent by e-
mail to the Return Order creator in JD Edwards. You can also open the Return Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
Warehouse employee
After the (return) goods are being shipped out, the Return Order must be completed by performing a
confirmation. As a consequence the stock levels will be updated in JD Edwards.
5) Select the item and fill a ‘1’ in the ‘Rec. Opt’ field
The Return Order has been confirmed and the stock levels have been updated accordingly.
8.3.1 Objectives
Below overview shows the business process for the Maximo Interface process:
* Next to Goods Receipts, also material issue / returns are being interfaced from Maximo to JD Edwards
Maximo is a system used mainly by Supply Chain Department for the maintenance of spare parts.
Procurement activities will take place in Maximo based on the following scenarios:
1) Procuring spare parts that require work order maintenance
2) Procuring services that require work order maintenance
3) Procuring services that require work order maintenance and Capex ID
There are 3 types of transfer from Maximo to JD Edwards which are performed by the scheduler on daily
basis:
Vendor is transferred from JD Edwards to Maximo after the vendor has been created or changed in
Mendix. This is also performed by the scheduler on daily basis (see Appendix V).
As shown in the business process overview, the transfer of Purchase Order from Maximo to JD Edwards
is performed by the scheduler on a daily basis (see appendix IV – Maximo Flat File Schedule) but can
also be executed by the Buyer.
Maximo flat files are transferred on daily basis based on opco specific timings and please perform the
following steps in case you want to manually transfer Purchase Order from Maximo based on the
creation of Maximo flat files:
Buyer (Manual)
Please perform the following steps in case you want to validate if the Purchase Order (OJ) is
successfully transferred from Maximo:
2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
Order Number: [To search on the Purchase Order Number which has been created]
Order Type: OJ
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 8.3.5
and 8.3.6 – to be performed in sequence if Purchase Order is sent manually to the supplier).
In case a contract exists for the supplier / CMG combination, the contract conditions (payment term /
incoterm / etc) will be copied to the Purchase Order.
The copy contract conditions action is automatically scheduled by the JD Edwards system (see appendix
V). This transaction will copy the payment term, incoterm and other contract related data from the value
line contract to the Purchase Order. The user can also decide to run the transaction manually via the
menu. Please perform the following actions to copy contract conditions to the Purchase Order
The system will copy the contract data to the Purchase Order. The Purchase Order can be sent to the
supplier now.
Purchase Orders can be sent automatically by the system or manually by the Buyer. The system will
then send the Purchase Order layout by e-mail to the supplier and a copy to the creator in Maximo (see
appendix II – Purchase Order layout).
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will send the Purchase Order layout by e-mail to the supplier, with a copy to the creator of
the Purchase Order in Maximo.
Buyer (Manual)
There is no transfer of Purchase Order cancellation from Maximo to JD Edwards and this is to be
performed manually by the Buyer.
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item
Buyer (Manual)
Please perform the following actions to send the Purchase Order Cancellation to the Supplier:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the Purchase Order creator in JD Edwards. You can also open the Purchase Order
Cancellation layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
Buyer
Please perform the following actions to close the Purchase Order after you have cancelled one or all
lines:
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)
As shown in the business process overview, the transfer of material / service receipt from Maximo to JD
Edwards is performed by the scheduler on a daily basis (see appendix IV – Maximo Flat File Schedule)
but can also be executed by the Buyer.
Maximo flat files are transferred on daily basis based on opco specific timings and please perform the
following steps in case you want to manually transfer receipt from Maximo based on the creation of
Maximo flat files:
There is no transfer of material receipt reversal from Maximo to JD Edwards and this is to be performed
manually by Supply Chain Employee /Warehouse Employee.
Please perform the following actions to perform receipt reversal of Purchase Order:
2) Enter the Purchase Order number and Order type in the ‘Order Number’ field and click on the ‘Find’
button
3) Select the Purchase Order line and click on ‘Row’ – ‘Reversal’ – ‘Reverse Receipt’ to reverse receipt
Purchase Order
The system shows a message to confirm the receipt reversal of the Purchase Order.
The receipt of the Purchase Order (line item(s)) has/have been reversed.
As shown in the business process overview, the transfer of material issue / return from Maximo to JD
Edwards is performed by the scheduler on a daily basis (see appendix IV – Maximo Flat File Schedule)
but can also be executed by the Buyer.
Maximo flat files are transferred to JD Edwards on daily basis based on opco specific timings and please
perform the following steps in case you want to manually transfer material issue / return from Maximo
based on the creation of Maximo flat files:
Maximo flat files are created on daily basis based on opco specific timings and please perform the
following steps in case you want to manually transfer Vendor from JD Edwards to Maximo based on the
creation of Maximo flat files:
9.1.1 Objectives
Understand which settings are required to activate the re-order point functionality
Once a PxQ contract is created in SRM Contract Management system and transferred to JD Edwards,
the system automatically updates the relation between the Item Branch and Supplier:
Business User
B A S E → Purchase to Pay → Procurement System Setup → Item Setup → Item Master –Branch
Plant
Business User
B A S E → Purchase to Pay → Procurement System Setup → Item Setup → Item Master –Branch
Plant
Field: Explanation:
Reorder Quantity Is the quantity of the order that is to be placed on a new purchase order for the
(ROQI) particular item
The value entered in this field will be added to the suggested order quantity. For
example: If the Reorder Point is 50 and the availability plus quantity on order totals 35.
Purchase Order Generator (P43011) would suggest a purchase order quantity of 15.
With the same scenario, if the reorder quantity is 50, Purchase Order Generator
(P43011) would suggest a purchase order quantity of 65 (15 + 50).
Maximum Reorder The maximum quantity that Purchase Order Generator (P43011) will suggest. This
Qty. (RQMX) maximum may be based upon factors other than usage, such as perish ability or storage
capacity.
Minimum Reorder The quantity in this field is used if the Suggested Order Quantity (SOQ) is less than the
Qty. (RQMN) Reorder Min Qty (RQMN).
Reorder Point The level of the stock of a particular item, held by the organisation, when an order is
needed to be placed for avoiding the risk of being out of stock. It is based on the
average time taken by the supplier for replenishment, maximum usage of the item
during the replenishment time, and safety stock requirement.
Safety Stock (SAFE) The quantity of stock kept on hand to cover high-side variations in demand. This is not
taken into consideration in the calculation thus reorder point should also include safety
stock.
Multiple Order Not used for Purchase Order Generation.
Quantity & Units Per
Container
The configuration is set up directly in Mendix and the following steps can be executed to validate the
setup of the ‘Re-Order point quantities’ in JD Edwards:
In order for the system to propose the suggested order quantity, the following parameters are taken into
considerations:
Parameters: Explanation:
Available Quantity on hand – *Committed for orders + Open Purchase Orders (On receipt)
ROQI Reorder Quantity
ROP Reorder point quantity
SOQ Suggested Order Quantity proposed by system
*Committed for orders = Quantities on Sales Order / Work Order pending to be released
1) Conditions for Suggested Order Quantity Calculation:
9.2.1 Objectives
Understand how to organise the landed costs functionality to facilitate OpCo requirements
Below overview shows the business process for the Planned Landed Cost functionality:
Landed Cost invoices which exceed Goods receipt amount will be routed for approval of PtP Team
Leader according to the same approval flow as Non-PO invoices.
Before Buyer changes/assigns landed cost, it is a good practise to have landed cost invoices approved
outside the system as there is no system 3-way match.
Both planned and unplanned landed cost are set up in landed cost table and can be based on a
‘Percentage’ or ‘Plus amount’ times the Purchase Order quantity.
Buyer has the read access to this table, for any new creation / update on the cost, SNOW ticket is to be
created via catalogue service (see Appendix XVIII).
To validate the cost set up in landed cost table in JD Edwards, please perform the following steps:
2) Fill the cost rule (pre-defined per opco) in the ‘Landed Cost Rule’ and click on the ‘Find’ button
Landed cost (planned) is used if the cost is known in advance for each material and supplier. This is
assigned manually during Purchase Order creation.
To assign landed cost (planned) during Purchas Order creation, please see respective chapters on
‘Complete Purchase Order (optional)’ to perform the steps.
Landed cost (unplanned / standalone) is used if the cost is unknown in advance for each material and
supplier. This is assigned manually after Purchase Order creation and goods receipt is performed for
the material.
Buyer
2) Enter the Purchase Order number and order type and click on the ‘Find’ button
3) Select the Purchase Order and click on ‘Row’ and ‘Change Landed Cost’
5) Select the Purchase Order and click on ‘Row’ and ‘Apply Landed Cost’
6) Override the amount or supplier based on the actual invoice value and click on the ‘OK’ button
twice to save the record. Currency is taken from vendor master set up in Mendix
7) Click on ‘Search’ button again and the line details are no longer there once landed cost is received
and Finance can proceed with invoice processing.
9.3.1 Objectives
Receipt routing is used to track and move items from the moment that they leave a supplier's warehouse
until they arrive in stock.
By the end of this subchapter you will be able to:
Understand how to organise the receipt routing functionality to facilitate OpCo requirements
Buyer
1) In Transit
2) In Inspection
3) In Stock
Once a PxQ contract is created in SRM Contract Management system and transferred to JD Edwards,
the system automatically updates the relation between the Item Branch and Supplier:
Buyer
Once relation between the Item Branch and Supplier is set up from SRM contract, route code is to be
applied to Item/Supplier by performing the following actions:
2) Enter the Branch Plant number and click on the ‘Find’ button
Buyer
In the case if there is no PXQ contract from SRM (Spot price), the relation between the Item and
Supplier can be set up directly in JD Edwards by performing the following steps:
i) Branch Plant
ii) Supplier
9.4.1 Objectives
For purchased materials with typology 02, 04 and 09 (raw and packaging materials) supplier production
location is mandatory during goods receipt. Production location of the supplier is required to be created
in Mendix by Buyer which will be transferred to Vendor Master in JD Edwards. The relation between the
supplier and their production location is set up directly in JD Edwards. This chapter will give an overview
of important data elements for suppliers and their location and how to link the relation in the JD Edwards
system.
Maintain the relation of the supplier and its production location directly in JD Edwards
Buyer
Please perform the following steps to open the supplier production location data in JD Edwards:
Once the supplier production location is set up in Mendix and transferred to vendor master in JD
Edwards, the relation between the supplier and its production location can be linked directly in JD
Edwards by the Buyer.
Please perform the following steps to link the relation of the supplier and its production location in JD
Edwards:
1) Open transaction ‘Manage Supplier Production Locations’ and search for the relevant supplier (see
chapter 9.4.2)
2) Enter ‘PL’ in “Relation Type’ and the vendor number of the production location in ‘Address Number’
field. (If there are more than 1 production location, you may go to the next line to enter the second
record with another vendor number).
3) Click on to save the data and production location is linked to the supplier.
9.5.1 Objectives
Keg deposit for the imported keg is set up as stockable material in Mendix and is transferred to
JD Edwards. The price is required to be included in the Purchase Order of the imported finished
products for some of the suppliers. This chapter will give an overview of important data elements for
suppliers and their keg deposit and how to set up keg deposit price in the JD Edwards system.
Buyer
Please perform the following steps to open the keg deposit price table in JD Edwards:
- Supplier Number
- Item Number of keg deposit
- Effective Date and Expiration Date
10.1.1 Objectives
Understand how to perform goods routing operation to move the status of items in JD Edwards
Planner / Buyer
B A S E → Purchase to Pay → Manage Goods Receipt → Product Related / Non Product Related
- Stockable Materials / Intercompany → 1P / 3P / OI Goods Receipt Routing
This activity is the first step that is performed by Planner (for Product Related Stockable Materials) and
Buyer (for Non-Product Related Materials) to move the materials to the 1st sequence: “In transit” based
on the confirmation from suppliers / freight forwarders depending on inco-terms. The lot number that is
generated will be the same throughout the routing operation.
Please perform the following steps to perform goods receipt routing on 1P, 3P or OI Purchase Order:
2) Enter the Purchase Order number and order type and click on the ‘Find’ button
3) Click on click on the ‘OK’ button once the Purchase Order is shown
4) This is a goods receipt screen, please refer to Logistics SOP: ‘J_G_2_Procurement_SOP_ Goods
Receipt at Warehouse’ on how to perform initial goods receipt with production location (if required)
and lot creation.
Planner / Buyer
Planner or Buyer can perform this activity to validate that the materials have moved to the 1st sequence:
“In transit”
2) Enter the Purchase Order number and order type and click on the ‘Find’ button to validate the
status of the materials
Warehouse Employee
Warehouse employee is responsible to perform subsequent routing operation to move the goods to
stock once physical goods have arrived at the warehouse.
3) Select the Purchase Order number and go to ‘Row’ and click on ‘Movement’
4) Click on the ‘Find’ button to perform a search and the items have moved to the next sequence
10.2.1 Objectives
7) On the left side of the applications, click on the “refresh” icon until the pencil turns green
The PDF copy of Purchase Order can be sent out manually by email to the suppliers.
10.3.1 Objectives
The Global Mendix/MDM tool is the single source for all items and suppliers. Suppliers- and items
(materials) must be requested/created in Mendix and will, after approval, be transferred to JD Edwards
system. Any changes to the masterdata must be requested through Mendix. This chapter will give an
overview of important data elements for items- and suppliers and how to check it in the JD Edwards
system.
Before creation of SRM contract, it is important to always check in JD Edwards on:
Currency of the suppliers in Vendor Master (see chapter 10.3.2.1)
Purchasing UOM in Item Master (see chapter 10.3.3.1)
This is to ensure that the contract set up in SRM has the same master data in JD Edwards.
By the end of this subchapter you will be able to:
Planner / Buyer
Please perform the following steps to validate vendor master data in JD Edwards:
2) Fill the name of the supplier (use * if required) and fill ‘VR’ as ‘Search type’ and click on the ‘Find’
button
Please perform the following actions to validate the Currency, Payment- and Incoterm:
1.1) Select the following tabs to validate specific supplier master data:
Tab ‘Vouchers’:
- Payment Term The payment term which will be used in the Purchase Order. In case a different
payment term is used in the (SRM) contract, the contract payment term will be
leading.
- Default code The currency code which will be used in the Purchase Order. At all times, we need
to ensure that the ‘Default currency’ is the same as the one used in the SRM
contract.
- Incoterms The incoterm which will be used in the Purchase Order. In case a different
incoterm is used in the (SRM) contract, the contract incoterm will be leading.
Please perform the following actions to validate the e-mail address of the supplier:
2.1) Find / Select the supplier and click on ‘Row’ – ‘Who’s Who’
2.2) Click on ‘Row’ – ‘Email / Internet’ to find the e-mail address of the supplier. Purchase Orders will be
sent to this e-mail address.
Planner / Buyer
Please perform the following steps to validate item master data in JD Edwards:
2) Fill the item number in the ‘Item number’ or the Mendix number in the ‘3rd Item Number’ field and click
on the ‘Find’ button
1.1) Follow steps 1 and 2 and select the item and click on ‘Row’ – ‘Item Revisions’ and validate the item
data:
Tab Weight and Measures
- Primary The primary unit of measure is used as stock keeping unit (in most of the cases
this is equal to the purchasing unit of measure). This unit of measure is taken as a
base for FuturMaster and will be used during Planning Message creation
- Purchasing The purchasing unit of measure is used as unit of measure in the Purchase Order
to the supplier (in case a different primary unit of measure is used, a conversion
will take place once Purchase Order is created)
2.1) Follow steps 1 and 2 and click on the ‘OK’ button to select the item
3.1) Follow steps 1 and 2 and select the item and click on ‘Row’ – ‘Category Codes’ and validate the
item data:
- Cross Plant Material Status The status of the material (active / inactive)
- Landed Cost Rule The landed cost rule assigned to the material (functionality is not
activated in JD Edwards – assignment needs to happen manually in
Purchase Requisition or Purchase Order
(For Landed cost table, see chapter 9.2)
4.1) Follow steps 1 and 2 and select the item and click on ‘Row’ – ‘Item Branch’
The branch/plant for which the item can be purchased will be shown:
4.2) Select a ‘Branch Plant’ and click on the ‘Select’ button to find the branch plant related data:
- Stocking Type The stocking type of the materials we purchase must be ‘P’ (Purchased)
- Line Type The line type of the material
- Supplier Number The relation to from the supplier which we purchase the material. This relation is
automatically established at the moment a contract is transferred from SRM to
JDE. This relation is also important for the use of re-order point functionality in
JDE. In case of required changes, the Item – Supplier relationship can be changed
in Mendix
10.4.1 Objectives
Please perform the following steps to display Purchase Requisition created in JD Edwards:
2) Fill the name of the supplier (use * if required) or Purchase Requisition number and order type and
click on the ‘Find’ button:
3) Click on ‘Row’ – ‘Header Revision’ to see header details or click on ‘Row’ – ‘Detail Revision’ to see
item details:
When Purchase Requisition has been converted to Purchase Order, the item details will be strike off.
2) Fill the name of the supplier (use * if required) or Purchase Order number and order type and click on
the ‘Find’ button:
This task will show the details of the transaction of the order and please perform the following steps to
display the order in JD Edwards:
2) Fill the Branch Plant OR Item Number (or click on ‘Search’ button to find by item description) OR
the Supplier Address (or click on ‘Search’ button to find by supplier name) and click on the ‘Find’
button:
2.1) By scrolling to the right, you can see the status and details of the order and when order is cancelled
or received.
2) Fill the name of the supplier (use * if required) or Blanket Order number and click on the ‘Find’
button:
3) Click on ‘Row’ – ‘Header Revision’ to see header details or click on ‘Row’ – ‘Detail Revision’ to see
item details:
2) Fill the Order Number and order type OR the Supplier Address (or click on ‘Search’ button to find by
supplier name)
3) Click on ‘Vouchered’ or/and ‘Closed Lines ‘ if Purchase Order has been vouchered or/and closed
You can also see goods/service receipt of Purchase Orders (4P and OJ) that are successfully interfaced
from SRM C&TP and local Maximo.
5) Details of the receipt are displayed:
11.1 Reporting
11.1.1 Objectives
Identify and understand which report will suit your business needs
Manipulate data selection filters to drill report down to display specific data
Generate reports
Open Purchase Open Purchase Displays information on orders Use this report to review and
Orders Order (Not not acknowledged by Vendor monitor the purchase order to
Acknowledged) upon received of Purchase Order. ensure purchase orders are
Once vendor acknowledged the received by vendor and agreed on
purchase order, buyers will the promised delivery date.
update Promised Delivery Date. This report is printed monthly
Open Purchase Open Purchase Displays information on open This report is printed on weekly to
Orders Order (Custom purchase orders as well as monitor incoming overseas
Clearance) purchase orders that have been shipment for custom clearance
partially received. This report (exclude inco-terms: DAP / DDP)
specifically for Logistic with
predefined selection
Others Purchase order Displays information about order This report will be printed ad-hoc
revision history revisions. The report lists the
following information:
•The number of revisions to each
detail line.
• The latest detail line revisions.
A history of all detail line
revisions.
Others Purchase Ledger Report includes a history of This report is printed on ad-hoc
changes to order detail line. This basis.
report lists original detail line
information and changes that
have been made to the quantity
or extended amount on each
detail line.
The following individual reports will describe the different processing options and data selections that are
used to run the report.
2) Select your desired data selection filters to drill down the report. Click on button to confirm data
selection filters.
2) Fill in your required ‘As of’ date. Recommendation is to fill a future date that is far from the current
date (example: 31/12/2040). In this case, you can skip this step for the next run.
Order Company: [Fill the correct company code for your opco by clicking on drop-down list on the
Right Operand column and select ‘Literal’]
Business Unit: [Fill the correct business unit for your opco by clicking on drop-down list on the
Right Operand column and select ‘Literal’]
If you want to run all data for specific selection, choose ‘is not equal to’ for ‘Comparison’ and ‘Null’ for
‘Right Operand’
Refer to Appendix XVI for more details on deleting unwanted filters and Appendix XVII on the typology
values.
8) System will run the report. To view the latest report generated, click on refresh button on the left
hand panel. The report that was generated will appear below. Click on the report once it has finished
processing.
10) Click on ‘Save as’ to rename report and save to your computer.
2) Select your desired data selection filters to drill down the report. Click on button to confirm data
selection filters.
Order Company: [Fill the correct company code for your opco by clicking on drop-down list on the
Right Operand column and select ‘Literal’]
Business Unit: [Fill the correct business unit for your opco by clicking on drop-down list on the
Right Operand column and select ‘Literal’]
If you want to run all data for specific selection, choose ‘is not equal to’ for ‘Comparison’ and ‘Null’ for
‘Right Operand’
Refer to Appendix XVI for more details on deleting unwanted filters and Appendix XVII on the typology
values.
4) Fill in your required ‘As of’ date. Click on button to confirm your option.
5) System will run the report. To view the latest report generated, click on refresh button on the left
hand panel. The report that was generated will appear below. Click on the report once it has finished
processing.
6) To download the report, right click on report generated in the ‘Job’ column and Select ‘View CSV’
This report is best viewed in CSV (excel) format.
2) Select your desired data selection filters to drill down the report. Click on button to confirm data
selection filters.
Currency Code: [Fill the correct currency for your opco by unlocking the data selection and click on
drop-down list on the Right Operand column and select ‘Literal’]
To unlock the data selection, on the checkbox on left side of the row
Click on ‘Advanced’, uncheck the ‘Locked” checked box. Click on button to
confirm.
Refer to Appendix XVI for more details on deleting unwanted filters and Appendix XVII on the typology
values
4) System will run the report. To view the latest report generated, click on refresh button on the left
hand panel. The report that was generated will appear below. Click on the report once it has finished
processing.
2) Fill in your required country by using the search button. As this is only required for first set up, you
can skip this step for the next run.
6) Select your desired data selection filters to drill down the report. Click on button to confirm data
selection filters.
If you want to run all data for specific selection, choose ‘is not equal to’ for ‘Comparison’ and ‘Null’ for
‘Right Operand’
Refer to Appendix XVI for more details on deleting unwanted filters and Appendix XVII on the typology
values.
8) System will run the report. To view the latest report generated, click on refresh button on the left
hand panel. The report that was generated will appear below. Click on the report once it has finished
processing.
9) To download the report, right click on report generated in the ‘Job’ column and Select ‘View CSV’
This report is best viewed in CSV (excel) format.
2) Select your desired data selection filters to drill down the report. Click on button to confirm data
selection filters.
Purchase Ledger
Business Unit: [Fill the correct business unit for your opco by clicking on drop-down list on the
Right Operand column and select ‘Literal’]
If you want to run all data for specific selection, choose ‘is not equal to’ for ‘Comparison’ and ‘Null’ for
‘Right Operand’
Refer to Appendix XVI for more details on deleting unwanted filters and Appendix XVII on the typology
values.
6) To download the report, right click on report generated in the ‘Job’ column and Select ‘View CSV’
This report is only available in PDF format.
6) Add ‘Business Unit’ in data selection and fill in your opco’s business unit for vendors. Click on
button to confirm data selection filters.
Business Unit: [Fill the correct business unit for your opco by clicking on drop-down list on the
Right Operand column and select ‘Literal’]
The business unit is available in the address book of the vendor
Refer to Appendix XVI for more details on deleting unwanted filters and Appendix XVII on the typology
values.
9) To download the report, right click on report generated in the ‘Job’ column and Select ‘View CSV’
This report is best viewed in CSV (excel) format.
10) Click on ‘Save as’ to rename report and save to your computer.
[Link to be included]
Term Definition
BASE Project name for the implementation of JD Edwards in the Asia region (Business Agility
Through standardized Execution)
Call-Off System based Purchase Order with a reference to a operational contract
JDE JD Edwards; ERP system used to support …
MDM Master Data Management; system used to support the created of vendors and materials
Mendix Mendix; system used to support the approval/rejection of vendors and materials created
by business users
MOA Manual of Authority;
Production Physical location of the supplier where materials are being produced
Location
PxQ Contract with a fixed price per material and estimated forecast quantity
Contract
Spot One time purchase of a material from a supplier
Purchase
SRM Supplier Relationship Management; system used to support:
- the creation of operational contracts
- and shopping carts (Purchase Requisitions) for Non Product Related materials /
Services
PTP-C-02 Purchase requisitions and contracts are Purchase requisitions and contracts are Automated
reviewed on adequacy vendors, reviewed on adequacy vendors, quantities and
quantities and prices and subject to prices and subject to approval to ensure that
approval to ensure that there is a valid there is a valid business reason for the
business reason for the purchase. purchase.
PTP-C-03 Purchase requisitions, contracts and Key fields within contracts and Purchase Orders Automated
orders require key fields to be (PO) are set to required. In case of a call off PO
completed and prevent changes to the conditions are taken from the preceding
critical fields to ensure document and cannot be overwritten. Key fields
accurate/complete processing. are:
- Payment terms
- Pricing conditions
- Goods Receipts (GR) requirement
- Invoice Receipts (IR) requirement
PTP-C-32 To ensure that every OpCo Call-Off Based on the OpCo Call-off order a 2 sided IT Dependent
order is converted into a 2-sided trading trading contract is created, subsequently an
contract in the HGP system following a HGP sales order and HGP call off are created
HGP Sales order and HGP Call-off automatically. An exception report is monitored
order are created and sent to the daily for the responsible manager, that contains
supplier automatically all the 2-sided trading contracts that were not
converted into a HGP sales order and HGP call-
off order. These exceptions are followed-up.
PTP-C-34 To ensure that proper pricing, payment In the call off order it is not possible to change Automated
and material data is used in the call-off key data except for the delivery address(es)
orders changes are restricted except for
delivery address(es)
PTP-C-35 Material master data controls assure Material master data controls assure accurate Manual
accurate and complete processing in and complete processing in HGP and OpCo
HGP and OpCo system system
STC-C-10 The contract is signed according to the The operational SRM contract is being Manual
authorised signatory matrix. approved by OpCo PSM and/or HGP
Buyer (depending on the contract type)
[FILE]
Please find below the layout for the standard Purchase Order (1P):
Approval for 1B
* These transactions can also be ran manually by the users via the JDE menu
Please find below an overview of jobs which are automatically scheduled in Maximo for Procurement
related transactions (for APBS):
Please perform the following steps to validate the contract price in JD Edwards:
1) Open transaction ‘Display Price Adjustment Details - Work with Adjustment Detail’
3) Fill ‘PQ01’ in the ‘Adj Name’ and click on the ‘Find’ button
4) The details of the material which are transferred from SRM are displayed:
As shown in the business process overview, the delivery confirmation by Logistics triggers the process to
automatically create a Purchase Order (2P). This step is automatically performed by the system, but can
also be executed by Business User (Administrator).
Please perform the following steps in case you want to manually transfer data from the outbound
shipment table to the staging table.
1.3) Select ‘Literal’ and click on the ‘OK’ button to move to the next screen:
1.6) Click once more on the ‘OK’ button to run the transaction
The system will transfer the data from the outbound shipment table to the staging table (from which the
Purchase Orders are being generated). For each supplier a batch record is created.
If a business user manually runs the transaction, the ‘Freight Audit History Report’ can be found in the
‘Recent Reports’ section. This report will tell if the shipment is successfully processed:
Once the system has automatically ran the transaction, the system will send a ‘Freight Audit History
Report’ by e-mail to the central procurement inbox (see appendix II?).
In the next step (subchapter 7.2.5), a Purchase Order is (automatically) created for each branch plant
(depot) and per charge code/mode of transport (road/freight/sea).
Please perform the following steps in case you want to validate which shipments have been combined in
one batch (per supplier) and will be converted into a Purchase Order (2P) for the supplier:
2.2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
Date updated: [To search on the date on which the records have been created]
Supplier Number: [To search per supplier]
2.3) Select the line item and click on ‘Row’ – ‘Detail Revisions’ to see the Common Material Group
(CMG) and total costs which will be shown on the PO layout:
The excel file is an internal document and will not be transferred to the supplier. It can be used to double
check the shipments made by the system (and converted into a Purchase Order).
All records (shipments) in the staging table (see chapter 1) are taken into consideration and will be
converted into a Purchase Order (2P). The system performs this activity on a monthly basis.
Please perform the following steps in case you want to manually create Purchase Orders (2P) from the
outbound shipment records in the staging table.
This transaction will collect the goods receipt based on the Purchase Orders that are created and is
automatically scheduled by the JD Edwards system.
Please perform the following steps in case you want to manually perform this transaction.
4.1) Open transaction ‘2P - Create Purchase Order (Auto) - Outbound Freight Accruals’
Please perform the following actions to validate the collection of Goods Receipts in previous transaction
(see chapter 4):
5.1) Open transaction ‘2P – Display EDI Goods Receipt Note Records’
5.2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
Please perform the following steps in case you want to manually create Goods Receipts for the selected
Purchase Orders (2P) in the staging table (see chapter 1)
6.1) Open transaction ‘2P – Goods Receipt (Landed Cost / Outbound Shipment) → Interface EDI –
Landed Cost / Outbound Shipment’
The system will run the Goods Receipt posting via the ‘Confirm Goods Receipt Note’ transaction,
described in the next chapter.
Please perform the following steps in case you want to manually create Goods Receipts for the selected
Purchase Orders (2P) in the staging table (see subchapter 1)
7.1) Open transaction ‘2P – Confirm Goods Receipt Note (Landed Cost / Outbound Shipment)’
1) To delete unwanted filters, check the row you want deleted followed by ‘Delete’ Button.
2) To manually key in your own parameters, click on drop-down list on the Right Operand column and
select ‘Literal’
Values Description
1 Beverage and food finished products
2 Non returnable primary packaging materials
3 Non returnable non-primary packaging materials
4 New returnable primary packaging materials
5 New and in-use returnable packaging materials, excluding new returnable primary packaging materials
6 Generic deposit materials
7 Transferable semi-finished products
8 Fixed process semi-finished products
9 Raw materials & ingredients & processing aids
10 By-products
11 Enabling materials - operations
12 Facility supplies
13 Plant maintenance spare parts
14 Merchandise materials – stocked/non-valuated
15 Merchandise materials – stocked/valuated
16 Customer Technical Services (CTS) ready-to-use installations
17 Customer Technical Services (CTS) assembly materials
18 Customer Technical Services (CTS) services
19 Marketing services
20 Purchased services
21 Charges
98 Custom Lot Items
99 CMG Items
Catalogue Function
Maintain Approval Delegation -In case the designated approver is going to be away from
office, this is another option for approver to delegate to another
approver in case he does not want to assign himself in JDE.
Pls refer to attached QFC for more details
Maintain Cost Centre Owner for New / Change of cost centre owner which is maintained by
SRM C&TP Finance
Maintain Item Cross Reference New /Change of supplier’s material part number to be visible on
JDE PO layout
Maintain Tolerance Limit Definition Change of tolerance limit for stockable materials during good
receipt.
(For NC, it is maintained at 10% currently for all stockable
materials)