Q. How will I know when an electronic purchase order has arrived?
A. It is up to you to check for orders, and the frequency with which you do this will depend on the volume of business you have with MOD. But we recommend that you check for purchase orders on at least a daily basis. If you are using EDI to connect to ePurchasing, this will mean connecting to VAN and picking up the EDI messages though you can automate this. If you are using Exostar, this means logging in and extracting purchase orders from the system.
Q. How will Outstanding Purchase Orders prior to my P2P migration be handled?
A. Those that are still outstanding when a contract is migrated to P2P will be handled using the existing process. However if the Purchase Order has a long lead time, it may have to be cancelled and re-created on P2P.
Q. How will P2P manage self-to-self contracts, where the supplier manufactures and then locally holds stock for the customer? For this type of contract, who would be authorised to issue the receipt note to form the final part of the 3-way match?
A. A MOD representative must receipt the goods; however, the arrangements for how this is done can be agreed with the buyer and written into the contract. A possible approach is that the supplier sends a delivery label to the buyer and a local MOD representative on the supplier's site (e.g. a Project Manager) confirms the “delivery” of the goods. Where there is no representative on site, MOD could visit to confirm the delivery.
Q. If a PO is rejected by a supplier, will the resultant modified PO be issued as a wholly new PO with new PO number, will it be issued as the same old PO with the same PO number or will it be issued as POC with the old PO number?
A. The supplier would need to agree this with the MOD buyer. A likely outcome is that, following discussion, a Purchase Order Amendment would be issued which the supplier could then acknowledge. The POA would include the original PO number with a revision identifier.
Q. If goods are damaged in transit, how is this handled by the system and when will the supplier be paid?
A. The treatment of damaged goods depends on the terms of the contract; e.g., if the contract states that all damaged goods should be returned, then no receipt will be raised and there will be no 3-way match. If the contract requires all deliveries to be receipted, the 3-way match will go ahead but a Discrepancy Report will be raised and will be sent to the Order Manager. Subsequent treatment, financial reparation or replacement goods, will be handled offline.
Q. If we don't get a copy of the 640 back, how will we know when MOD has received the goods?
A. If a supplier requires proof of delivery from the MOD buyer, this should be negotiated with MOD and included in the terms of the contract.
Q. What happens if a delivery address changes? Currently a diversion order is used. How will P2P respond to last minute changes?
A. MOD will raise an electronic purchase order amendment, which will reach suppliers much quicker than the current paper diversion orders. There may still be situations where the electronic POA is received after the actual delivery re-routing has taken place, which is the equivalent of the paperwork catching up with the process, as now.
Q. When Can I Invoice?
A. Trading partners should send their invoices to P2P via ePurchasing once the goods are consigned to the MOD (invoices should not be input before the goods are despatched or the services have been provided) .