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Supply Chain Collaboration via

iSupplier Portal & ERS (Evaluated Receipts Settlement)


Revision 8 - 9 June 2009
Table of Contents
• iSupplier Portal Purpose 3
• iSupplier Portal Capabilities 4
• ERS Defined 5
• Business Drivers 6
• ERS Process 7
• ERS Advantages & Disadvantages 12
• Key considerations for Suppliers 15
• Instructions for Signing-Up
for iSupplier Portal & ERS 16

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Introduction
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Purpose: Supplier Collaboration
• Ingersoll Rand made an
investment to implement a
true partnership with our
vendors through an Oracle
product called the iSupplier
Portal.

• At the end of this presentation, we will provide you


with tools you need in order to take advantage of the
portal and collaborate effectively with Climate Control
Technologies.

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Introduction
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iSupplier Portal Capabilities
• Suppliers can view:
– Forecast
– Purchase Orders
 Orders to be acknowledged
 Past Due Orders
 Purchase Order History
– Receipts
– Delivery Performance
– Invoices Logged & Payments
– Defects & Returns
– Product History
• Supplier actions:
– Acknowledge Orders
– Enter Advanced Ship Notices
– Reschedule Orders
– Cancel Orders

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Introduction
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ERS: Defined
• Evaluated Receipts Settlement (ERS) = business
process in which invoices for supplier payments are
auto-created based on goods received from supplier.

• ERS eliminates need for suppliers to send invoices –


instead, relies on pre-negotiated price agreements
between supplier and Ingersoll Rand (IR).
• With ERS, payment generated based on receipt
transaction processed by IR.
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Business Drivers

Traditional Transaction Process:

1. IR places a Purchase Order (PO)


with supplier.
2. Supplier ships goods and bills IR
by sending invoice to Accounts
Payable (AP) department .
3. IR receives goods.
4. AP department then enters all
invoice information into accounting
system and matches invoice to
goods received and/or the PO.
5. Payment is made to supplier
based on the match.
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The Traditional Procure-to-Pay Process

ERS
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Processing
Traditional Process
• Disadvantages
Manual • Invoice processing is largely manual.
Processing • Results in data entry errors that could be very costly, sometimes
resulting in unauthorized payment disbursements.
• Results in inconsistent application of business rules resulting in an
increased risk of process non-compliance.
High Procure- • Much time lost when mailed invoices on the way from the supplier
to-Pay cycle to the IR’s AP dept.
time • Invoices entered into system in batch process.
• By the time the invoices entered and approved in system, 1st
discount terms usually missed.
• Invoices may be put on hold if issues arise in matching process –
can result in payment delays to suppliers.
High admin • High cost inefficiencies.
costs for IR • Admin costs of manual processing are typically quite high,
and Supplier particularly for IR, from activities related to the manual data entry.
• For supplier, the costs associated with billing activities originate
from non-value added activities like mailing the invoices, etc.

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Business Drivers

• The ERS Process


– In the ERS process IR places a Purchase Order (PO) with
supplier.
– The supplier ships the goods.
– IR receives the goods.
– The system automatically generates an invoice number based
on the receipt transaction and the actual delivery of
goods/services.
– Payment is made to supplier based on the receipt transaction.

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ERS in the Procure to Pay process

ERS Process
In the ERS
process, the
invoice creation
process gets
automated. The
receipt
transactions are
used as the basis
for the creation of
these auto-
invoices.

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ERS Process

• The ERS process differs


Invoices from the traditional process
in that the supplier invoices
no longer form the basis for
payment in IR’s system.
• After goods or service
Not equal to delivered, the buying
organization processes a
receipt transaction which
automatically generates an
invoice number.
Basis for Payment • The receipt transaction
facilitates the payment.

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ERS Advantages for Suppliers

Assurance of Reduced costs


timely associated
payments with billing

Advanced
visibility using
iSP to view
Increased cost
receipts,
efficiencies
payments,
purchase order
information

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ERS Advantages for IR

Lower invoice
processing cost Increased
associated with Better
payment utilization of Better supplier
payables accuracy
administration vendor relationships
resulting from discounts
and increased the automation
efficiencies

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ERS Disadvantages for Suppliers

Supplier needs to do a
business process Supplier needs to
change to eliminate reconcile between our
distribution of paper payment and their
invoice to buying receivables.
organization.

Supplier should
Supplier needs to
regularly review PO
actively communicate
receipts and payments
address changes to IR
in iSupplier Portal in
for remittance address
addition to their
changes.
internal process.

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Key considerations for Suppliers

• Need adequately trained personnel who understand ERS


Training
process at IR and supplier facility

• IR and suppliers must maintain accurate pricing on POs to


Pricing
eliminate payment discrepancies

• Change in “remit-to” addresses: suppliers will need to contact


their supply manager directly (update from invoices is no longer
Addresses valid).

• Use packing slip to reconcile account – include Blanket PO and


Reconcile
Release Number

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Detailed Instructions:
Signing Up for iSupplier Portal and ERS
Steps for Sign-Up (Overview)
Step #1 – Download and Complete the Access Agreement
Step #2 – Gather the appropriate supplier and user’s information for your
company.
Step #3 – Each user MUST review and understand the training material
Step #4 – Ensure that each user / stakeholder has reviewed the training
material and is comfortable with launching.
DO NOT PROCEED: If ANY user has questions or concerns about the
process. Please contact your IR Supply Manager for further support.
Step #5 – Sign-up at the registration website.
Step #6 – Receive log-in details.
Step #7 – Begin using the iSupplier Portal and ERS tools.
PLEASE REFERENCE THE FOLLOWING SLIDES FOR DETAILS ON EACH STEP
 Please utilize the Supplier Readiness Worksheet

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Introduction
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Steps for Sign-Up (#1 – Access Agreement)
Step #1 – Download and Complete the Access Agreement
The Access Agreement is REQUIRED for your company. Without this
document, you will not be allowed to access the iSupplier portal or ERS.
1. Download the Access Agreement(s) from the following link:
– http://cct.ingersollrand.com/Suppliers/Documents/Access%20Agreement_Portal-ERS_7-18-08.pdf

2. Please complete the appropriate Access Agreement (s) , including all


applicable signatures.
3. Scan the completed agreement(s) into an electronic format for
submission. Any common image format may be used (i.e. .pdf, .jpg, .gif)

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Introduction
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Steps for Sign-Up (#2 – Supplier & User Information)
Step #2 – Gather the appropriate supplier and user information for your company:

1. Supplier Name and Locations


– Primary Location (City, State/Province & Country)
– Also include all other locations or branches of your company that will be using the iSupplier Portal and ERS
(Location Name, City, State/Province, Country) for each location.

2. An electronic copy of the signed “Access Agreement”.


– This may be in any common image format (i.e. .pdf, .jpg, .gif)

3. Name of your primary Ingersoll Rand Supply Manager


4. User information (Name, Email and phone) for each of the following:
– Person(s) who will receive the ERS (Evaluated Receipts Settlement) Payment Report
 One person is required, but two or more are strongly recommended
– Person(s) who will receive the Forecast report
 One person is required, but two or more are strongly recommended
– Please note: Each of these names will receive access to the iSupplier portal and
the corresponding report.
 You may list a name under both heading and they will receive both reports.
• NOTE: Please keep this information available, you will enter it on a
registration website in a subsequent step.

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Steps for Sign-Up (#3 – Training Material)
Step #3 – Each user MUST review and understand the training material
1. EACH USER MUST access the self-paced training material at the
following link.
– READ THIS FIRST: Explanation for using the training portal
(http://cct.ingersollrand.com/Suppliers/PublishingImages/UPK%20Instructions.jpg)

– Click here to access the training material page


(http://cct.ingersollrand.com/SupplierTraining/toc.html)

2. EACH USER MUST spend as much time as necessary to review the


material and thoroughly familiarize themselves with EVERY aspect
of the material.

3. If you would like further information or assistance, please do not


hesitate to contact your INGERSOLL RAND SUPPLY MANAGER.

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Introduction
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Steps for Sign-Up (#4 – Ensure Understanding)
Step #4 – Ensure that each user fully understands the training material.
The iSupplier portal is a powerful and simple collaboration tool with many
benefits for both parties. However, realizing these benefits CANNOT result in
service interruptions. Therefore…

DO NOT PROCEED: If ANY user has questions or concerns about the


process. Please contact your IR Supply Manager for further support.

Actions Taken to Minimize Risk to both Suppliers and Ingersoll Rand:


Lean Principles: The goal is to allow you, the supplier, to pace the implementation of the
supplier portal at your location.
Preventative Actions: To reduce usage errors, Ingersoll Rand wants to provide each supplier
with as much support as possible before the upgrade to the iSupplier Portal.
Education and Prevention is More Effective than Corrective Action.
Support is Available: To maintain a rapid pace of implementation, resources are available to
assist you with all of your questions.
• Please contact your Ingersoll Rand Supply Manager to obtain training assistance.
Proceed to Step #5 when EVERY user is comfortable with the tool...
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Introduction
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Steps for Sign-Up (#5 – Registration via Web)
Step #5 – Sign-up at the registration website.
1. After you have ensured that EACH USER is comfortable with the training
material, then you should proceed to the sign-up step.
2. Gather the names and contact information from Step #2.
– NOTE: The sign-up page DOES NOT allow for saving a session. Therefore, having the appropriate
information will help to create a quick and error-free entry.

3. Navigate to the following link to access the sign-up screen.


– Contact your IR Supply Manager for link to the Sign-Up webpage.
4. Complete all of the necessary 5. After submitting, you will see a
information and click “SUBMIT”. screen that looks like this:

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Introduction
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Steps for Sign-Up (#6 & 7 – Begin)
Step #6 – Receive login details.
• You will receive your log-in information via email.

Step #7 – Begin using the iSupplier Portal and ERS tool


• Use the following link access the log-in page:
https://cctisupplier.ingersollrand.com
• Enter you user name and password and begin using the iSupplier Portal.

• Please refer back to the training material for detailed instructions on


each of the many functionalities in the iSupplier portal.
– Please contact your IR Supply Manager for training material.

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Introduction
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Steps for Sign-Up (Review)
Step #1 – Download and Complete the Access Agreement
Step #2 – Gather the appropriate supplier and user’s information for your
company.
Step #3 – Each user MUST review and understand the training material
Step #4 – Ensure that each user / stakeholder has reviewed the training
material and is comfortable with launching.
DO NOT PROCEED: If ANY user has questions or concerns about the
process. Please contact your IR Supply Manager for further
support.
Step #5 – Sign-up at the registration website.
Step #6 – Receive log-in details.
Step #7 – Begin using the iSupplier Portal and ERS tools.

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Introduction
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