Epicor ERP Buyer Worknbench Course 10.0.700.2

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Epicor ERP

Buyer Workbench Course10.0.700.2


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Disclaimer

This document is for informational purposes only and is subject to change without notice. This document and itscontents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of itsdate of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with

regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for aparticular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software islikely to be unique in their requirements in the use of such software and their business processes, users of this documentare always advised to discuss the content of this document with their Epicor account manager. All information containedherein is subject to change without notice and changes to this document since printing and other important informationabout the software product are made or published in release notes, and you are urged to obtain the current releasenotes for the software product. We welcome user comments and reserve the right to revise this publication and/ormake improvements or changes to the products or programs described in this publication at any time, without notice.The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance ofany consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usageof the solution(s) described in this document with other Epicor software or third party products may require the purchaseof licenses for such other products. Where any software is expressed to be compliant with local laws or requirementsin this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws

and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordinglyEpicor cannot guarantee that the software will be compliant and up to date with such changes. All statements ofplatform and product compatibility in this document shall be considered individually in relation to the products referredto in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and alsostated to be compatible with another product, it should not be interpreted that such Epicor software is compatiblewith both of the products running at the same time on the same platform or environment. Additionally platform orproduct compatibility may require the application of Epicor or third-party updates, patches and/or service packs andEpicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packsreleased by third parties after the date of publication of this document. Epicoris a registered trademark and/ortrademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All othertrademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation 2014.All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of

Epicor Software Corporation.

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Contents

Buyer Workbench Course.......................................................................................................4

Before You Begin....................................................................................................................5

Audience.........................................................................................................................................................5Prerequisites....................................................................................................................................................5

Environment Setup..........................................................................................................................................6

Workshop Constraints..............................................................................................................................6

Overview.................................................................................................................................7

Application Setup...................................................................................................................8

Supplier Ratings and Attributes........................................................................................................................9

Supplier Ratings........................................................................................................................................9

Workshop - Assign Ratings to a Supplier............................................................................................9

Supplier Attributes..................................................................................................................................10

Workshop - Assign Attributes to a Supplier......................................................................................10

Daily Buyer Workbench Processing.....................................................................................11

Buyer Workbench..........................................................................................................................................11

Buyer Workbench Functionality...............................................................................................................12

Workshop - Create an RFQ and Receive a Supplier Response...................................................................13

Update Job Material........................................................................................................................13

Update a Buyer................................................................................................................................13

Generate an RFQ.............................................................................................................................14

Print the RFQ...................................................................................................................................14

Create a Price Break........................................................................................................................15

Create Another Price Break..............................................................................................................15

Create a Purchase Order from an RFQ..............................................................................................16

Trackers.........................................................................................................................................................17

Reports..........................................................................................................................................................18

Conclusion.............................................................................................................................19

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ContentsBuyer Workbench Course


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Buyer Workbench Course

This course is designed to introduce topics related to the Buyer Workbench process.

Hands-on workshops will guide you through the setup and processes. Upon successful completion of this course,you will be able to:

Review ratings assigned to a supplier.

Assign attributes to a supplier.

Create requests for quote (RFQs) for job-related and quoted material.

Review reports and trackers.

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Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Audience

Specific audiences will benefit from this course.

CFO/Controller

Purchasing Staff/Buyer

Prerequisites

To complete the workshops in this course, the necessary modules must be licensed and operating in your trainingenvironment. For more information on the modules available, contact your Epicor Customer Account Managerat [email protected]. It is also important you understand the prerequisite knowledge contained in othervaluable courses.

Navigation Course This course introduces navigational aspects of the Epicor application's user interface.Designed for a hands-on environment, general navigation principles and techniques available in two userinterface modes - Classic Menuand Modern Shell Menu. Workshops focus on each of these modes andguide you through each navigational principle introduced.

System Flow Course- This course introduces a basic quote to cash scenario that includes the process from

the initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes theseries of processes that make up the quote to cash process by using a simple scenario to highlight varioustransactions. Your organization may have more complex processing routines than those described in thiscourse.

Purchase Management Course- This course focuses on the Purchase Management process. This processincludes the creation and approval of purchase orders (POs) and requisitions, managing suppliers and theirprice lists, working with purchase order suggestions, and monitoring the purchase order process using relatedreports and trackers. The advanced functionality in the Supplier Relationship Management and PurchaseContract modules also aids in managing purchase orders.

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Environment Setup

The environment setup steps and potential workshop constraints must be reviewed in order to successfullycomplete the workshops in this course.

Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experienceEpicor functionality in action but does not affect data in your live, production environment.

The following steps must be taken to successfully complete the workshops in this course.

1. Verify the following or ask your system administrator to verify for you:

Your Epicor training icon (or web address if you are using Epicor Web Access) points to yourEpicor training environment with the Epicor demonstration database installed.Do not completethe course workshops in your live, production environment.

Note It is recommended that multiple Epicor demonstration databases are installed. ContactSupport or Systems Consulting for billable assistance.

The Epicor demonstration database is at the same service pack and patch as the Epicorapplication.Epicor's education team updates the Epicor demonstration database for each service packand patch. If your system administrator upgrades your Epicor application to a new service pack or patch,he or she must also download the corresponding Epicor demonstration database from EPICweb > Support> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completingthe course workshops.

Your system administrator restored (refreshed) the Epicor demonstration database prior tostarting this course.The Epicor demonstration database comes standard with parts, customers, salesorders, and so on, already defined. If the Epicor demonstration database is shared with multiple users(that is, the database is located on a server and users access the same data, much like your live, productionenvironment) and is not periodically refreshed, unexpected results can occur. For example, if a courseworkshop requires you to ship a sales order that came standard in the Epicor demonstration database,

but a different user already completed this workshop and the Epicor demonstration database was notrestored (refreshed), then you will not be able to ship the sales order. Epicor's education team has writtenthe course workshops to minimize situations like this from occurring, but Epicor cannot prevent usersfrom manipulating the data in your installation of the Epicor demonstration database.

2. Log in to the training environment using the credentials manager/manager. If you are logged into yourtraining environment as a different user, from the Options menu, select Change User.

3. From the Main menu, select the company Epicor Education (EPIC06).

4. From the Main menu, select the Main Site.

Workshop Constraints

The workshops in this course can be performed only once in each instance of a restored (refreshed) database. Ifa user has already completed these workshops in the database, the database must be restored (refreshed) beforeanother user can complete this course.

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Overview

The Supplier Relationship Management(SRM) module is a toolset used to request quotes for raw materialsor subcontract services from one or multiple suppliers. Request for quotes (RFQs) are generated with one or more

lines; each line has the ability to request pricing from one or more suppliers.

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Buyer Workbench

The Buyer Workbenchis a tool that monitors RFQs, supplier responses to RFQs, and also aids in RFQ awarddecision making. Supplier RFQ responses automatically build or add to existing part price-break tables. Theycontain current effectivity dates that are used in other areas of the application.

Requests for quotes can be entered in one of the following ways:

Manually- in RFQ Entry

Pushed- into the Buyer Workbench from:

A material requirement on a quote

A material requirement on a job

A line on the browse window of Purchasing Suggestions

A material sequence line on a method

Pulled- into the Buyer Workbench from:

Job-related material

Quoted material

Application Setup

This section reviews the most common setup factors applicable to the Buyer Workbench. The Buyer Workbenchuses data from several maintenance programs, such as Part Maintenance and Supplier Maintenance. Theseprograms are described in detail in the Purchase Management course. This section only describes two additionalprograms the Buyer Workbench requires - Attribute Maintenance and Rating Maintenance.

Attribute Maintenance

Menu Path: Material Management > Supplier Relationship Management > Setup > AttributeUse Attribute Maintenanceto set up attributes you can link to suppliers. You can consider attributes as qualitiesthat belong to a supplier. A supplier can have as many attributes as necessary. Examples of attributes includeISO Certifiedand UL Approved.

Rating Maintenance

Menu Path: Material Management > Supplier Relationship Management > Setup > Rating

Use Rating Maintenanceto set up rating codes. Rating codes are valuable when you want to compare recordsand express precedence of one record over another. Ratings normally consist of letters and numbers, for example,A1, A2, B1, and B2. An A rating means the parameter with this rating is the most important to the buyer. Thenumber shows the priority among suppliers with the same letter.

Supplier ratings are set up to assist the RFQ Decision Wizard, which filters and sorts RFQs to find the bestsupplier match.

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Supplier Attributes

Use the Attributessheet to select attributes that apply to this supplier or this supplier contact.

The examples of attributes are:

ISO9200 Certified

UL Approved

Attributes are used by the Decision Wizardin the Buyer Workbench.

Workshop - Assign Attributes to a Supplier

This workshop demonstrates how to assign attributes to a supplier record.

1. Navigate to the Attributessheet.

2. In the Available Attributespane, using the Ctrlkey, select ISO Certifiedand UL Approved.

3. Click the right arrowbutton to move the selected attributes to the Selected Attributespane.

4. Click Save.

5. Exit Supplier Maintenance.

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Daily Buyer Workbench Processing

This section of the course focuses on Buyer Workbench functionality, and primarily on its main process - createan RFQ and a supplier response.

Buyer Workbench

Use Buyer Workbenchto generate and manage requests for quotes (RFQs) and purchase orders from a centrallocation within the Epicor application.

Buyers use the Buyer Workbench to review a summarization of the requests for quotes (RFQs) and purchaseorders assigned to them. The information includes the number of RFQ and purchase order records that are open,overdue, scheduled for today, scheduled for this week, and scheduled for beyond this week (future). Additionally,the sheet displays the number of RFQs which have received responses from suppliers and are ready for processing,

as well as the number of purchase orders that require the buyer's approval. The workbench's tree view andActions menu provide access to additional programs such as:

New PO Suggestions

Change PO Suggestions

Supplier Maintenance

The workbench provides the following:

Ability to review of all open and overdue RFQs - This allows you to view RFQs and provides access to RFQEntry and Supplier Responses.

Ability to review of all open and overdue purchase orders - This allows you to view purchase orders andprovides access to Purchase Order Entry.

A listing of all new RFQ suggestions that can be generated from jobs, new quotes, or methods of manufacturing(MOM).

Ability to review new and changed purchase suggestions - The Approval sheet enables you to approve purchaseorders that exceed a buyer's authority (POs > Approvalssheet). This allows you to view purchase suggestionsand provides access to Change PO Suggestions and New PO Suggestions.

The Decision Wizard filters and sorts RFQs to find the best supplier match. The sorting criteria include leadtime, quality rating, price, and user-defined attributes such as ISO certification.

Menu Path

Navigate to this program from the Main Menu:

Material Management > Supplier Relationship Management > General Operations > Buyer Workbench

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Buyer Workbench Functionality

The Buyer Workbench contains the following sheets and functions:

General Sheet

Use theGeneral

sheet to review a summary of RFQs and purchase orders assigned to a specific buyer. Theinformation that displays on this sheet includes the number of RFQ and PO records that are open, overdue,scheduled for today, scheduled for this week, and scheduled for beyond this week (future).

In addition, this sheet displays the number of RFQs that received responses from suppliers and are ready forprocessing, as well as the number of purchase orders that require the buyer's approval.

RFQ's Sheet

Use the RFQ'ssheet to review open RFQs and suggestions you want to turn into RFQs. This sheet gives you accessto RFQ Entry, Supplier Response, the Supplier Wizard, and the Decision Wizard.

Access RFQ Entry from the RFQ's > Open RFQ's sheet to enter RFQs manually or click the Generate button onthe RFQ's > Suggestions > List sheet.

PO's Sheet

Use the PO'ssheet to review purchase orders assigned to a specific buyer.

You can use the Approvalsheet as needed to access the Approve Purchase Order program to approve or rejectpending purchase orders.

Pending purchase orders are those that could not be approved in Purchase Order Entry because their extendedtotal exceeded the designated PO limit for the associated buyer (as defined in Buyer Maintenance).

Pending purchase orders appear in this sheet, and under the Approval node in the Buyer Workbench Tree,for the designated person who approves purchases for this buyer when the purchasing limit has been exceeded.

Web Sheet

Use the Websheet to review PO and RFQ details posted to and received from the web.

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Workshop - Create an RFQ and Receive a Supplier Response

Your company manufactures conveyor systems and you have been asked to purchase missing material which isnecessary to satisfy job 2117 (conveyor system CV-8400). As a Purchase Manager you create a request for quotefor material CVB-TEF, print it and send it to Global Supply. Once you receive the supplier response you enter newprice breaks for part CVB-TEF and create a purchase order for this item.

Update Job Material

Navigate to Job Entry.

Menu Path: Production Management > Job Management > General Operations > Job Entry

1. In the Jobfield, search for and select job number 2117.

2. In the tree view, navigate to and select 2117 > ASM: 0 CV-8400 > Materials > Mtl: 190 CVB-TEF.

The Job Details > Materials > Detailsheet displays.

3. Right click in the Part/Revfield, and select Open With > Part Entry.

Part Maintenancedisplays.

4. In the Default Site Parameterspane, notice this part is a Non-Stock Itemwhich requires a purchase director request for RFQ action to stock.

5. Exit Part Maintenance and return to Job Entry.

6. In the Purchasingpane, select the RFQ Neededcheck box.

7. In the Quote Requiredfield, enter 1.

8. In the Supplier IDfield, search for GLOBE.

9. Click Saveand exit Job Entry.

Update a Buyer

Navigate to Buyer Maintenance.

Menu Path: Material Management > Purchase Management > Setup > Buyer

Important If the Buyer is selected as the default buyer, use this workshop as a verification of theauthorization process for a buyer.

1. In the Buyerfield, search for and select House Account.

2. Navigate to the Authorized Userssheet.

3. For the System Managerrow, select the Default Buyercheck box.

4. Click Saveand exit Buyer Maintenance.

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Generate an RFQ

Navigate to the Buyer Workbench.

Menu Path: Material Management > Supplier Relationship Management > General Operations > Buyer Workbench

1. In the Buyerfield, select or verify House Accountdefaults.

2. In the tree view, navigate to and select RFQ's > House Account > Suggestions > CVB-TEF.

The RFQ's > Suggestions > Listsheet displays.

3. Navigate to the RFQ's > Suggestions > Supplierssheet.

4. Click the Supplier Wizardbutton to select suppliers.

The Supplier Wizardwindow displays.

Use the Supplier Wizard to pull in suppliers who previously received an RFQ on the selected part, sold thecompany this part in the past, or provided price break information.

5. Click OK.

6. If the Suppliers are not approved for at least one of the selected RFQsmessage displays, click OK.

The application looks for approved suppliers requesting quotes on this part, but it is not a requirement.

7. Navigate to the RFQ's > Suggestions > Detailsheet.

8. Select the RFQcheck box.

9. In the Due Datefield, enter today's date.

10. In the Decisionand Responsefields, enter tomorrow's date.

11. Click Generate.

12. In the tree view, expand the RFQ's > House Account > Todaynode and verify the new RFQ displays.

Print the RFQ

1. Navigate to the RFQ's > Open RFQ's > Todaysheet.

2. In the tree view, select the RFQ created in the previous steps.

3. Click the RFQ Entrybutton.

RFQ Entryopens and automatically displays the RFQ you generated.

4. From the Actionsmenu, select RFQ > Print Form.

The RFQ Print Formwindow displays.

5. Click Print Preview.

The Print RFQreport displays.

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6. Review and close the Print RFQ report.

7. Close the RFQ Print Form window.

8. Exit RFQ Entry and return to the Buyer Workbench.

Create a Price Break1. In the tree view, select or verify the new RFQ is selected.

2. Navigate to the RFQs > Open RFQssheet.

3. Click Supplier Response.

The Supplier Responseswindow displays.

In the RFQ Listinggrid, in the Responsefield, the response status for your RFQ displays as Waiting.

4. Click the Add Supplier Responsesbutton.

Supplier Price Listopens.

5. Verify the Supplierfield displays GLOBE.

6. From the Newmenu, select New Price Break.

7. Navigate to the Parts > Price Breaks > Detailsheet.

8. In the Minimum Qtyfield, enter 1.

9. Navigate to the Parts > Detailsheet.

10. In the Daysfield, enter 90.

11. In the Base Unit Pricefield, verify 105defaults.

12. Click Save.

Create Another Price Break




4. In the Price Modifierfield, enter -10.00.

5. Click Save.

6. Navigate to the Parts > Price Breaks > Listsheet and compare the two price breaks.



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10. In the Price Modifierfield, enter -15.00.

11. Click Save.

12. Navigate to the Parts > Price Breaks > Listsheet and compare the price breaks.

PriceMinimum Qty

$1051

$9510

$9020

13. Exit Supplier Price List.

In the RFQ Listinggrid, in the Responsefield, the response status for your RFQ displays Received.

14. Exit Supplier Responses and return to the Buyer Workbench.

Create a Purchase Order from an RFQ

1. Navigate to the RFQs > Readysheet.

2. Click the Decision Wizardbutton.

The RFQ Decision Wizardwindow displays.

3. In the Quantityfield, verify one displays.

Part CVB-TEFis a non-stock part; therefore, only the quantity required to satisfy job 2117 is purchased.

4. Click the Acceptbutton.

5. Click the Create PObutton.

The Purchase Order XXXX has been successfully created.(where XXXX is your PO number) messagedisplays.

6. Record the purchase number ______________.

7. To the message, click OK.

8. Close the RFQ Decision Wizard window, return to the Buyer Workbench, and click Refresh.

In the tree view, the RFQ no longer displays.

9. In the tree view, navigate to and select Buyer Workbench > PO's > House Account > Today > XXXX/1/1(where XXXX is your purchase order number).

The PO's > Open PO's > Todaysheet displays.

10. Click the PO Entrybutton.

Purchase Order Entrydisplays.

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11. Navigate to the Lines > Detailsheet.

12. Click the Price Breaksbutton.

Supplier Price Listdisplays.

13. Navigate to the Parts > Price Breaks > Listsheet and review the price breaks.

14. Exit Supplier Price List.

15. Navigate to the Summarysheet and clear the Approvedcheck box.

16. Navigate to the Lines > Detailsheet.

17. In the Our Qtyfield, enter 20and press Tab.

18. In the Supplier Qtyfield, enter 20and press Tab.

The Unit Pricefield value changes from 105.00 to 90.00. This is due to the price breaks defined previously.

19. Navigate to the Summarysheet.

20. Select the Unapprovedcheck box to approve the purchase order.

21. Click Save.

22. Exit Purchase Order Entry and the Buyer Workbench.

Trackers

This section of the course is an overview of the trackers that relate to the Buyer Workbench and its processes. A

tracker is a read-only version of a primary entry program. You cannot add or edit records in a tracker. You canaccess other related programs through the Actions menu or the context menus of these trackers.

Job Tracker

Menu Path: Material Management > Purchase Management > General Operations > Job Tracker

Use the Job Trackerto review information about a job, such as demand links, operations, and materials.

Part Tracker

Menu Path: Material Management > Purchase Management > General Operations > Part Tracker

Use the Part Trackerto obtain current information on parts in the database. This includes information such asrevisions, on-hand quantities, costs, locations, inspection, and planning data.

You can pull multiple part records into the Part Tracker via the Part Search window, but the tracker can onlydisplay one part at a time. You cannot view inactive parts using this tracker.

Several sheets are available in the Part Tracker. Some of these sheets are read-only versions of the sheets thatdisplay in Part Maintenance. However, the Part Tracker also pulls in Quality Assurance information for the part.

Purchase Order Tracker

Menu Path: Material Management > Purchase Management > General Operations > Purchase Order Tracker

Use the Purchase Order Trackerto view all open or closed POs.

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Supplier Tracker

Menu Path: Material Management > Purchase Management > General Operations > Supplier Tracker

Use the Supplier Trackerto view supplier activity within your database. It displays information about eachsupplier record and all the requests for quote, purchase orders, payments, parts, and other records linked to eachsupplier.

Reports

This section is an overview of reports that relate to the Buyer Workbench and its processes.

Part Price Report

Menu Path: Material Management > Supplier Relationship Management > Reports > Part Price Report

Use the Part Price Reportto review pricing information for your parts. This report prints in order by part.

Supplier Price Report

Menu Path: Material Management > Supplier Relationship Management > Reports > Supplier Price Report

Use the Supplier Price Reportto review the prices of various items from your suppliers. This report prints inorder by supplier.

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Conclusion

Congratulations! You have completed the Buyer Workbench course.

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Additional information is available at the Education andDocumentation areas of the EPICweb Customer Portal. To access

this site, you need a Site ID and an EPICweb account. To create anaccount, go to http://support.epicor.com.
http://support.epicor.com/http://support.epicor.com/

Epicor ERP Buyer Worknbench Course 10.0.700.2

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