vSRM Automotive Platform · MAN Turkey A.Ş. vSRM Supplier Portal User Guide for foreign Suppliers Page- 3 |23 A l l R i g h t s R e s e r v e d 1. vSRM Supplier Relationship Management

vSRM Automotive Platform

Training Documents for MAN Turkey’s Suppliers

Date : 26.05.2011

Copyright 2011 ITG Ltd. All rights reserved.

No part of this document, including interior design, cover design, and icons may not be reproduced or transmitted in any form, by any

means (electronic, photocopying, recording, or otherwise) without the prior written permission of the publisher. Can not be showed to

any company other than vSRM users. All screen shots are copyrights 2011 ITG Ltd. Any information in this document can be changed

by the publisher without prior warning.

GOSB Teknopark High-Tech Bina Kat: 1 No:A-9 41480 Gebze, Kocaeli , Turkey Tel: +90 262 678 7240 - 41

MAN Turkey A.Ş. vSRM Supplier Portal User Guide for foreign Suppliers Page- 2 |23 A l l R i g h t s R e s e r v e d

TABLE OF CONTENT

1. vSRM Supplier Relationship Management Platform in Automotive Sector................................................... 3

2. Modules and Functions of vSRM Automotive Platform ................................................................................ 4

3. Introduction to vSRM System and General Information ............................................................................... 4

3.1 Registration to vSRM system for MAN Turkey and submission of the password ................................................. 4

3.2 Login Links to MAN Turkey vSRM System ............................................................................................................ 5

3.3 First Login to the system and password change. ................................................................................................. 5

3.4 User Preferences ................................................................................................................................................ 6

3.5 Identification and Authorization of a New User. ................................................................................................. 6

3.6 The importance of Main Page Announcements .................................................................................................. 8

3.7 Select Purchasing Company ................................................................................................................................ 9

3.8 Identification of Supplier Stock Codes ................................................................................................................. 9

3.9 Identification of Packet Types ........................................................................................................................... 10

4. Order Tracking ............................................................................................................................................ 12

4.1 Promised Delivery Schedule Matrix .................................................................................................................. 12

4.2 Promised Delivery Schedule – 1 ........................................................................................................................ 14

4.3 Promised Delivery Schedule – 2 ........................................................................................................................ 14

5. Orders Confirmation (Approval) given by suppliers .................................................................................... 15

6. Shipment Preparation, Shipment Barcoded Labels, ASN (Advance Ship Notice) ........................................ 16

6.1 Shipments Report ............................................................................................................................................. 20

6.2 Shipment Detail Query...................................................................................................................................... 20

7. Receipts ....................................................................................................................................................... 21

8. Quarantine/Reject/Return Notifications ..................................................................................................... 22

9. Document Sharing ....................................................................................................................................... 22


1. vSRM Supplier Relationship Management Platform in Automotive Sector

Automotive industry, with its own unique way of working, is a sector in which a lot of new production methods are being

applied and supply chain applications appear for the first time. In order to implement sector-specific supplier chain

methods, Original Equipment manufacturers (OEM) use supplier portals that enable sharing information with their

suppliers rapidly, without interrupting the supply process at the time of changes in supply schedules.

vSRM Automotive Platform is a platform that services with SaaS model, which has been developed to offer a solution to

the companies that currently lack a supplier portal for managing the dynamic supply processes of the automotive

industry.

vSRM Automotive Platform is a sectoral platform that enables having an operating Supplier portal which works in

interaction with ERP systems to increase the efficiency of supply processes. It enables also to implement the advanced

level of supply management, which is implemented in the sector, and which does not require individual investment of

funds, time and effort of the companies.

vSRM is developed with Java and XML technologies. vSRM system, can be used in integration with any ERP (Enterprise

Resource Planning) and / or accounting program.

Sectoral Supplier Platform is used by Many major companies operating in the automotive industry and thousands of

sectoral suppliers, with the number of new participants increasing and spreading every day.

Companies, which act in automotive sector use vSRM platform for sharing data with suppliers, who can see all data

of that companies on one platform in safe environment.

……..

..


2. Modules and Functions of vSRM Automotive Platform

Online submission of the Purchase orders Online submission o Supplier Schedules Proactive notification services (e-mail / SMS) EDI (Electronic Data Transfer Electronic Dispatch Note % Invoices Barcoded Shipment Labels Documents Management (Technical Drawing

Exchange) CPA Management Financial Information Sharing Supplier Performance Request Management, Online Proposal Collection

and Analyses (RFQA) Milkrun Applications VMI ( Vendor Managed Inventory) Automatic Stock

Replenishment Applications E-Kanban Applications JIT Just in Time Application

JIT/s Sequential transmission of signals in production line.

Supplier Questionnaires and Announcements

Main Companies can communicate with their suppliers any data they wish and different supply chain methods can

be managed in attractive manner with suppliers.

3. Introduction to vSRM System and General Information

Suppliers working with MAN Turkey will use Supplier Portal vSRM of ITG (Information Technology Group) which is

the service provider. ITG provides the suppliers with services of Technical Support and Trainings. IF you need any

assistance or support, please contact our Help Desk.

ITG Help Desk : http://www.vitg.com/Bize-Ulasin.aspxGOSB Teknopark High-Tech Bina Kat: 1 No:A-9 41480 Gebze, Kocaeli , Türkiye

Tel: +90 262 678 7240 - 41 Faks:+90 262 678 8989

[email protected]

3.1 Registration to vSRM system for MAN Turkey and submission of the password

Upon your filled 'MAN Turkey vSRM Platform Supplier Registration Form' reached our office. Your Organization

Code, username and password will be send together with 'vSRM Platform Supplier Service Agreement' by MAN

Turkey within a day, after the transmission of signed documents, the suppliers will use to log into the system with

Administrator Authority.

Suppliers can use admin accounts on vSRM MAN Turkey suppliers portal to create new users on their organization

for different operations. They can set users’ access permissions. Every user can set user preferences. Suppliers can

create as much users as they want. There isn’t any limit for number of users.

http://www.vitg.com/Urunler-Cozumler/vSRM/vSRM-Duzelti-Onleyici-Faaliyet-Yonetimi.aspx


3.2 Login Links to MAN Turkey vSRM System

Using the link placed on the ITG web Site: http://www.vitg.com/Login.aspx you can stroll into the vSRM Supplier Portal.

3.3 First Login to the system and password change.

You can connect to the system using Internet Explorer 6.0 and later, Netscape 6.3 and later, Mozilla Firefox and other browsers. Internet connection is enough. NO installation is needed. You can perform all your transactions in a secure environment with SSL technology.

Firstly you will be asked to change the password sent to you at the entrance to the system.

All the users can change own passwords when they want in "change profile" section. To change the password

firstly enter your current password into Old Password Field, and then type in New Password Field a new password

which you want to use, to confirm New Password, enter the new password twice and click Update button.

Users must change their password every 90 days. The system will guide the users. In case of entering incorrect

password 3 times consecutively the system is blocked.


If you forget your password or if it is blocked, click on ["I forgot password...], in order to renew your password. The

information requested from you on the screen, (organization code, user code, e-mail) must be the same as the

entries done before.

3.4 User Preferences

The fields Name and E-Mail Address are to be entered manually. To enable the system to use automatic

information e-mails to users it is important to enter current e-mail address. SMS Telephone Number and Number

of Lines on each page must be entered by the user. In order to SMS alerts could be delivered to mobile device, the

number must be filled in the international standard, for example 4822627xxxx. MAN Turkey does not send SMS.

The number of lines on each page is organized parametrically. If you do not have any problems on your Internet

connection speed, this parameter is recommended to keep the value higher. Value of this parameter is taken to a

page that does not fit all types of listings.

Menu: Admin & Tools/Edit Profile.

Selected from the list; In time zone settings you can choose your local time. You can search also by city name (for

users in Turkey Europe/Istanbul must be chosen). Date format is divided into 2 styles: European countries and the

United States: (DD MM YYYY) used in European Countries, (MM DD YYYY) used in the USA. Please select the

appropriate one.

Select language is a parameter by which user can set in which language to use the system. Please choose English,

other language translations might be uncompleted.

3.5 Identification and Authorization of a New User.

Supplier Company users can perform different operations within MAN Turkey Supplier Portal depends on their

permissions (privileges). Suppliers can create new users and define their privileges when they just login in to the

system with the user which the Admin authority. ITG assign Admin authority to the user which send to the supplier

within the first email in what email organization code, user name and password is included.

Admin user might open new users and define their specify privileges. Each user can set his own user preferences.

There is no restriction for number of user.


Menu : Admin & Tools/User Administration

By clicking on the name of the user, preferences and privileges can be defined.

Reminder; This you can do only when you connect to system as a user with admin authorization.

Menu : Admin & Tools/User Administration – Detail screen

E-Mail Options; On the suppliers side of vSRM, users can define (on the screen presented below) which of the

informative e-mails sent automatically they would like to receive. User can activate selected email options holding

down CTRL key. Do not forget to press the button “Update” on the bottom of the page.

Note: E-mail sent by the system can be considered spam by the system Security If you make sure you should at the sender into your secure list.

Types of Literature; As some of the documents published on vSRM Platform by main companies (MAN Turkey)

may contain confidential or financial information, it might be necessary those documents to be accessed by only

certain users. In such situations the Access permissions for the users are set on the basis of Types of Literature.

Selected (Blue) means that there is permission to access to types of documents. Documents that users cannot

access will not be visible for them on document screen.

Which functions and privileges will be given to the user you can determine on the screen below. Field descriptions

are written clearly. Users who will use E-Kanban and JIT/s (Just in time in sequence) Screens must have rights for

synchronized production. If user gets any “access denied” message, user’s rights must be reviewed.


Menu: Admin & Tools/User Administration – Detail Screen

3.6 The importance of Main Page Announcements

When you connect to the system as a supplier, you will see summary screen, which shows new orders published by

MAN Turkey and the number of orders you haven’t viewed. On the main page MAN Turkey communicates official

information to its suppliers. You have to read carefully and follow up the announcements published by MAN Turkey on

the main page. Publishing announcement on the main page means that you have accepted to inform the suppliers

officially.

Communicatıon language will be English for all foreign suppliers; messages will be published in English.

.


Menu : Main Page

3.7 Select Purchasing Company

Because vSRM is a common Platform, if you are a supplier of any main company on vSRM Automotive Platform you can see other orders and information related to another main companies. You must select the company the data of which you will see on the main page as first. Selected company will be visible in the upper right corner of the screen.

Menu: Admin & Tools/Change Procurement Company

3.8 Identification of Supplier Stock Codes

To let the suppliers see their orders with their own stock codes. System let the supplier to define their own stock

codes and the descriptions on the system for main company stock codes on the Master Data/ Products screen.

When any new stock code appears in your orders, this new code will be listed on the screen below, where you can

define it. Do not forget to press the button Update on the bottom of the page.


Menu : Master Data/ Products

3.9 Identification of Packet Types

In automotive industry every item has its own Packaging info which includes in which case (Package) it will be send and how many item will be put into this case. MAN Turkey will define this information for every product number which suppliers send to them. Suppliers might see this info on the detail screen of the products. Supplier will use this info on when they send ASN (advance Shipment Notes) through the screen “Preparation and Delivery Confirmation”

Menu: Master Data / Package Type

Menu: Master Data / Products


Definitions in Operation menu in the "Products" section will be opened by selecting the relevant information you

need to enter details about the product.

Suppliers can see Product & package type relations, package quantities for the items in vSRM system.

Menu: Master Data / Products / Product Detail

In this screen suppliers can see the product - package information defined by main company. One item might be

sent in alternative package.

Package types used by the suppliers are defined in master data by the procurement company. There might be some

missing information for some items in the initial phase of the Project, ın this case. Use Add button.

Screen with package description made on the basis of the product will pop up. Here you can describe the package

code you are using for the shipment. Don’t forgot to update.

Package Types: Packages that are defined are listed on the Package Identification Screen. Package of delivery of this

product or if there are possibilities send by alternative packages you can enter all alternatives to here.

Quantities/Packet: This is the amount put into the package (usually known as the amount of parcels)

Default: if you have defined more than one package alternative and if you use one of them more often than others

and mark it as default on "delivery prepare & approval" screen, thereafter this selection will be chosen

automatically.

Weight: Product unit weight (kg) After entering detail information about products, click “Update” button located on the bottom of the screen to save

changes and update.


4. Order Tracking

Programs are updated periodically by MAN Turkey. At least once a week published program data with firm orders

and long-term purchasing schedules can be viewed through vSRM Portal. In case of any change in Supplier

schedules published at least once a week or intended to be published on day basis in time, they will be updated

and suppliers will see updated Schedules and Balances. When a new order is created or when any changes are

made in orders by MAN Turkey, notification email will be sent to all vSRM users in your company.

4.1 Promised Delivery Schedule Matrix

This screen is the most intensively used by suppliers to follow-up orders. All orders of the main company, including

both normal and additional orders, when you sort all items from up to down, matrix’s another dimension shows on

which date this item is required.

On this screen order statuses are shown with colors. There are statuses like: Urgent, Firm, and Planned.

Using Search Parameters located on the top of the screen, information in desired detail and date range can be

displayed. The displayed information may also be displayed in Excel. It can be saved as an Excel file.

Menu : Purchase Orders/ Purchase Schedule (Matrix)/ Promised Delivery Schedule Matrix

The major fields on the screen:

Balance; if there is any balance from prior period then this begun with date shown in the matrix as the start date,

it will be displayed in this field. Date in right upper corner of the screen is the start date.

Menu: Pop-up which appears when you place cursor on Balance field.


Menu : Pop-up which appears when you place cursor on Product Description

Show Receipt Information: If this parameter is selected detailed ones will appear in the Matrix.


Note Area; displays total of deliveries (Cumulative Receipt Quantity) done since beginning of the year.

Receipt Identifier; Receipt Identifier, Last Received Date, Last Received Quantity recorded by Main Company.

Firm Quantity; In basis of materials in sum of Firm Orders those, Urgent status are also included.

Planned Quantity: The sum of planned and estimated quantities.

Other information is not updated by MAN Turkey.

Show Shipments on Road: Suppliers entering Advance Ship Notice (ASN) for the products they have sent to the

MAN Turkey on vSRM Portal. Shipments on the road undocked by suppliers (Advance Ship Notice (ASN) send) for

which the entry procedures haven not yet been completed by the main company can be displayed on this screen

also…



4.2 Promised Delivery Schedule – 1

Different notation in Material Details. Using CTRL “F” the ability of internet browsers to locate the data, the list can

be searched for desired records.

Menu: Purchase Orders/ Purchase Schedule (Matrix)/ Promised Delivery Schedule -1

4.3 Promised Delivery Schedule – 2

This is a report that contains summary information on the basis of item. The desired data can be filtered using the

on-screen selection criteria. From the sorting functions you can choose the most suitable for you.

Menu: Purchase Orders/ Purchase Schedule (Matrix)/ Promised Delivery Schedule -2


5. Orders Confirmation (Approval) given by suppliers

MAN Turkey shares with its suppliers up to date orders. In case if there is not any feedback for orders from the

suppliers it is assumed that suppliers have been accepted. No additional confirmation or approval is required.

Suppliers are responsible for monitoring orders and give feedback to MAN Turkey if necessary. Problematic orders

should be feed backed by supplier through the Portal.

On vSRM Portal MAN Turkey can follow up which orders were viewed by suppliers, which were confirmed without

any problem and to which of them a note (feedback) has been attached.

Menu: Purchase Orders / Purchase Orders

Suppliers must feedback to MAN Turkey for the problematic orders by using Purchase Orders screen.

These are search parameters on this screen; Order Number, Supp PO Nbr, Ship to Name, Product Number, Product

Description, PO Detail Field1, PO Detail Field2, Type, Status. For example; If you search for purchase orders only

with status “Open” you will select this status in search parameters and click “Find” button. On this screen sorting

of Purchase Order Number is in ascending order. Supp PO Nbr, Type, Status, Ordered Date , vSRM arrival Date,

Scheduled Delivery Date, Ship To Location, Department information will be listed side by side.

MAN Turkey requires shipments only for lines with status “Urgent” and “Firm”, and to make it clear you have to

select “Show only Urgent/Firm status” parameter above, so that another unnecessary lines will not be shown.

When you select this parameter, only necessary lines will be displayed. It will allow you to work with great ease.


Menu: Purchase Orders / Purchase Orders Detail--- window which appears when you click on Order Number.

Find the related line which you want to feedback, select it and then type your note in to the “Supplier Line note”

field. And then click to the button “update without approval” your note will be immediately e-mailed to the MAN

Turkey order tracking person.

6. Shipment Preparation, Shipment Barcoded Labels, ASN (Advance Ship Notice)

To speed up warehouse entry procedures and to reduce transaction errors MAN Turkey wants its suppliers to send

through the Advance Ship Notice and Shipment Labels on goods in the basis of each package. MAN Turkey use

shipment labels and ASN information to speed up material receipts and puts this info in to its ERP system as

package information. All inventory movements made by scanning barcode labels on the boxes (Package) in the

factory.

For these procedures selecting Shipment Operations option from Purchase Order Menu: will use “Shipment

Preparation and Confirmation (ASN)” screen presented below.

After terminating delivery note in your own system printed delivery note can be sent to MAN Turkey

electronically.

Menu: Purchase Orders/ Shipment Operations / Shipment Preparation and Confirmation (ASN)


On the onscreen list; Order Number, Product Number, Supp Product Number, Date, Promised Date available are

these filtering options.

There is also a special function in Detail Filter field. Whenever you type in anything you wish to find, lines which

contain the characters entered into the Detail Filter field will be found and listed below.

Delivery Screen consists of three parts. First part is search parameter’s, if you do not select anything all urgent

order lines and order lines which due date within transportatıon time period will be listed here. You can narrow

the selected order line by using search parameters.

In the second part of the screen, there will be defined list of package types assigned (predefined) by MAN Turkey

for each item. Package Types defined in this list on the basis of item will reflect on the screen as default. If you

could not see any package type for an item, you should contact with your logistics representative in the MAN

Turkey. or if you sure which package code should be used for this item. You can add by pressing the “add” button

which just stay near to package code. A pup up will be appear and you can assign package type into the item.

After selecting lines of items that will be shipped and entering amounts, you have to write your Shipment

reference number (it might be bill of loading number or dispatch note numbers) in the field on the left side of

“New Shipment Reference” button.

Sometimes you can send many different products in one package. In this case Procurement company must define

special package type “mixed Package” This package codes will appear when you click on “Add mixed package”.

When you press “Add mixed Package”, system will show mixed packages defined before. Just select one of them

and System gives a unique barcode number for every product but these products will be sent in one package so

you can see this number in mixed package number field.

The lines for mixed packages are highlighted with green.

As stated before you might add new items to the existing mixed package or extract one from the package. You can

delete the selected item on the screen.

In this stage selected barcodes for each package with a unique number items will created and listed in the Third

part of the screen. Barcode will be included in the Shipment Reference.

Menu: Purchase Orders/ Shipment Operations / Shipment Preparation and Confirmation (ASN)


You can sort the barcode list using such parameters as; Shipment Reference, Barcode, Order Number, Product

Number, Due Date.

The system also supports the Pallet Structure. If you use pallets or external packaging you can create a pallet by

puting packages or mixed packages into a pallet. The lines for pallet are highlighted with pink. You can also add

extra package to the pallet clicking “Add to Pallete” button or remove any of the packages clicking “Remove from

Pallete” button.

In the third part on this screen, you can also enter information about weight. After a control, you must print

shipment barcode labels, you can select all of them or you might select the barcode you want to print. When you

click the “barcode Labels” button. The Barcodes will be included in to a PDF file; suppliers can print this file and put

the shipments labels into related packages. All packages should have an shipment label. When barcodes has

been printed, I small star (*) will be appear on the screen.. If you face with any problem during print operation you

might select and print the same barcode again.

You can also print Pallet Barcodes, clicking the “Print Barcode Label” button. When you click the “barcode Labels”

button. The Pallet Barcodes will be included in to a PDF file; you can print this file.


In case that you want to remove any item from the shipment reference you can do so by selecting this item and

clicking on Remove button. Or you might add new items to the existing shipment reference by using “Add to

Shipment Reference” button, but you should select the shipment reference from the field on the left side of “Add

to Shipment Reference” button. So you might use this screen to prepare barcode labels and items which will be

loaded on the shipments, you might do any change till you finally approve and submit your advance shipment

notes (ASN)

Approval/ Submission of ASN.

At the final stage, When suppliers load the items to the track, they must approve the shipments and send the ASN

to the MAN Turkey. Select the shipment reference which you have just loaded and let the truck leave your plant…

then click Confirm/Submit button.

New pop-up window will open, you have to control all items to prevent from sending wrong ASN,

There is a summary screen which is a confirmation of the end user. After approval phase, ASN note will be sent

and automatically transmitted to Main Company’s system, there is no chance for suppliers to change anything or

cancel.


You should attach any electronic document related with this shipment like “bill of loading list”, “invoice” and

other documents which must be send to the procurement company. To do it, just click the attachment button

then select the related file And press load.

After you attach files. İf everything is ok. Then you can approve the shipment and send this info to the

procurement company.

At the last stage before the final approval of ASN note information should be checked carefully.

Shipment References / Shipment References 2: Shipment reference number (it might be bill of loading number or

dispatch note numbers) taken out from your own system.

Estimated Arrival Date: Enter estimated date of arrival at Main Company’s place.

Carrier; Optional; Carrier or Track number.

Note: If there is anything that you want to send as a note with shipment to Main Company.

Files; you might attach invoice or any other electronic file related with this shipment..

6.1 Shipments Report

On the screen below suppliers can see and report the shipments that have been done. When entering the

shipments screen for the first time, a query from a present day to 1 month backwards is done automatically by the

system. Searching for the particular shipment, query must be renewed.

Desired data can be accessed by using the search parameters and sorting features. Using Save feature data can be

displayed in Excel.

The same data is also monitored by the main company.

Menu: Purchase Orders/ Shipment Operations / Shipments

6.2 Shipment Detail Query

In this screen, you can see the detailed content of ASN’s which are to be sent to main company and also the new ones.

You can use search parameters to find desired shipment reference.


Menu: Purchase Orders/ Shipment Operations / Shipment Detail Query

Shipment references will be listed in summary, you can see the status, shipment date, estimated arrival date,

confirmation date of shipment (by supplier) and other fields.

If you chose status New, the shipment which are being prepared also will be displayed below.

It is useful when you need to check the bill of loading structure before loading the goods and shipment confirmation. If

you want to see the detailed package structure or Bill of Loading structure, just click on the one and details will appear.

Also you can save this list in Excel format (file) by clicking the ”view in excel” button.

7. Receipts

Receipts will appear as PO detail lines one the basis of suppliers. There will appear the receipts from a 2 month-period

of time from present day to 1 month backwards and from the present day to 1 month forwards. When any other search

parameter field is filled in, date range parameter will be ignored.

Menu: Purchase Orders/Receipts

Desired data can be accessed by using search parameters and sorting features. Using Save feature data can be viewed in

Excel.


8. Quarantine/Reject/Return Notifications

You can filter the list using parameters as: Purchase order number, date, product code, located at the top of the screen.

Menu: Purchase Orders/ Quarantine/Reject/Return Notifications

Information on decision to Reject Return or take into quarantine some suppliers products because of the errors

detected during quality control or later can be transmitted. After every notification, automatic notification emails are

sent to supplier.

Procurement Company determines itself the detail level in the notifications. Especially it is possible to get the price

information of materials to be returned and total price approval from suppliers.

9. Document Sharing

You can follow up specific documents loaded by Main Company in Literature Menu, Document Section. With Search

Parameters in the upper section you can find desired documents.

Documents available on this screen:

- Purchasing Specification Documents

- Technical Drawings Documents

- Quality SMRR Documents

Menü: Literature / Documents

On the same screen a supplier can upload a document for Main Company. To do this, click Upload File button and select

type of file and validity period on the screen that will appear.

Any notes can be written in “Description” field.


When you select a file using option “Browse” you must click on “Upload File” and the installation is complete.

Documents may be limited in terms of security with user-based authorization. Therefore, authorization is required for

documents related to the users. Authorization is described in User Privileges in Literature Types Section. Authorization

is responsibility of supplier companies.