Table of contents

Scope

ERP

References

Attachments

5. Add the link to attachments (to be stored in AODocs or GDrive) or external links

1. Objective and Scope

1.1 Objective of this Procedure

The Output Management regards the PO´s send method and includes adding and changing it.

The requests are submitted by the LPRs, that are responsible for the contact´s administration.

All requests are sent to Master Data via e-mail or Webform

E-mail: general.3s-codif@solvay.com

WebForm: https://sites.google.com/a/solvay.com/solvay-buyer-portal/

The PtP Portal User´s guide can found at: https://docs.google.com/a/solvay.com/presentation/d/1rln_Sp3OadG6nZUJLrd7VTJjYBUvCa1lsiPfYh7BNNk/edit#slide=id.p

This document´s objective is to provide a guide to managing the output´s send method.

1.2 Scope

Under Master Data´s scope, is the management of outputs for NAM region only.

2. Main Part

2.1 Roles and Responsibilities

Requester

For output management, the requests are submitted by the LPRs, who are responsible for the supplier contact´s administration. The requisition is performed via the PO – Send Method spreadsheet and sent to general.3s-codif@solvay.com

Master Data

Master Data is responsible for receiving the request and processing it in the system. Once it is complete, the team will inform the requester via e-mail.

2.2 Creating an Output

Description

The output refers to the PO´s send method. It is mandatory to have this information in the master data, and the available options are fax or e-mail. Requests are sent by the LPR, along with a standard form, which contains all the necessary information.

PO – Send Method spreadsheet

MN04

Output Type: Determines the type of output being created. In this case, it is the PO´s output method.

  • Output Type: ZNE2

Enter

Key Combination: Determines which areas have a relation with the output´s creation.

  • Select the third option, CoCode/Pur. Group/Vendor

 

2.2.1 Creating a Fax Output

MN04

The standard company code used is Solvay USA Inc.

  • Company Code: 7424

For each Purchasing Group mentioned in the form, a new line is created.

  • Purchasing Group: Information available in the requester´s form
  • Vendor: Information available in the requester´s form
  • Function: OA
  • Medium: 2
  • Date/Time: 4


Fax numbers can only be setup as an output method by ODA, the fax number cannot be added. This action is performed by the Vendor Master Data team.

2.2.2 Creating E-mail Output

MN04

The standard company code used is Solvay USA Inc.

  • Company Code: 7424

For each Purchasing Group mentioned in the form, a new line is created.

  • Purchasing Group: Information available in the requester´s form
  • Vendor: Information available in the requester´s form
  • Function: MY
  • Medium: 7
  • Date/Time: 1
  • Language: EN

Enter

  • Select all lines and go to Communication

   
 
 
 

This message checks if a dummy recipient should be setup. The recipient´s e-mail address will be added on the next step.

  • Select NO

  • Select Recipient tab

If the LPR requests to have a contact copied in the output e-mail, check the second column, highlighted in the example above.

  • Recipient: add the e-mails desired

Enter

The Recip. type field should be filled automatically after pressing Enter.

If more than one Purchasing Group was filled in the previous screen, these steps (Dummy printer message and e-mails) must be repeated to all of them. 

Once you completed the recipients for all purchasing groups, the Partner field in the first screen should be populated with the e-mail address added previously.

2.2.3 Changing an Output

The LPR may send a request to update an e-mail address, or change the send method. The standard form will be used for these types of requests as well.

MN05

This field determines the type of output being created. In this case, it is the PO´s output method.

  • Output Type: ZNE2

  Enter


Key Combination: Determines which areas have a relation with the output.

  • Select the third option, CoCode/Pur. Group/Vendor

   

The standard company code used is Solvay USA Inc.

  • Company Code: 7424
  • If there is more than one Purchasing Group, click on the arrow button to include all Purchasing Groups.
  • Purchasing Group: Information available in the requester´s form
  • Vendor: Information available in the requester´s form

   

To change the send method, simply replace the information in the following fields: Function, Medium, Date/Time and Language.

Example: The send method in the picture above is e-mail. To change it to fax, replace the Function to OA, Medium to 2, Date/Time to 4 and erase the Language field, because it is not used for fax send method.

OBS: Send method ZNEB stands for EDI.

To manage the e-mail address, follow the steps below:

  • Select all lines and go to Communication

  • Select Recipient tab

If the LPR requests to have a contact copied in the output e-mail, check the second column, highlighted in the example above.

  • Recipient: change/delete the e-mails desired

Enter
 

The Recip. type field should be filled automatically after pressing Enter.

If more than one Purchasing Group was filled in the previous screen, these steps must be repeated to all of them.

   


Check if all changes have been made.