Number: OPS-MANL-00583 POLARIS SUPPLIER … SUPPLIER EXCHANGE MANUAL - EXTERNAL Revision: ......

Number: OPS-MANL-00583

POLARIS SUPPLIER EXCHANGE MANUAL - EXTERNAL

Revision: 3 Last Saved: 17-APR-17 of 80

Confidential © 2016 Polaris Industries Inc.

Any printed/soft copy of a document is UNCONTROLLED. For current revision, go to Polaris Document Control.

POLARIS INDUSTRIES INC.

2100 HIGHWAY 55

MEDINA, MN 55340


OPS-MANL-00583

WRITTEN BY: Darcy Fowler DATE: 4/17/17

APPROVED BY: Amy Buckta DATE: 4/20/17




Confidential © 2016 Polaris Industries Inc.

Any printed/soft copy of a document is UNCONTROLLED. For current revision, go to Polaris Document Control.




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REVISION HISTORY

REV DATE AUTHOR APPROVER(S) DESCRIPTION OF CHANGES

01 9/28/16 Darcy Fowler Chandra Kumar Release of Document

02 10/24/16 Darcy Fowler Chandra Kumar Add: Special Charges; EAM invoicing;

EMEA section update; reorganize for better flow.

03 04/17/17 Darcy Fowler Amy Buckta

Update: Tooling Invoicing Process

instructions to allow for system

upgrades; Naming convention within

manual of Miscellaneous Invoices

replaced by Ad-hoc Invoices to

alleviate confusion; New Field added

(due to system upgrade) to Invoicing

System: “PO Line Schedule Number”

instructions added.




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Infor Supplier Exchange Polaris Industries Inc.

Supplier User Manual

Revision 03

Last Updated: 2017-04-17

[email protected]

www.polarissuppliers.com




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Table of Contents

Supplier Exchange User Guide:

Introduction .................................................................................................................................................... 6

1.1 Overview ................................................................................................................................................ 6

1.2 Initial Login and Access ............................................................................................................................ 7

1.3 Polaris Customer Entities ......................................................................................................................... 9

1.4 Multiple Supplier Numbers .................................................................................................................... 10

Administrator Functions................................................................................................................................. 11

2.1 Roles .................................................................................................................................................... 11

2.2 Restriction Groups ................................................................................................................................ 12

2.3 Define Additional User Accounts ............................................................................................................ 15

User Preferences ........................................................................................................................................... 17

3.1 Security Questions ................................................................................................................................ 17

3.2 Change Password .................................................................................................................................. 18

3.3 Forgot Username and/or Password......................................................................................................... 19

3.4 Configure Email Alerts ........................................................................................................................... 20

Electronic Copies of Documents...................................................................................................................... 23

4.1 Configure EMC (Dashboard) ................................................................................................................... 29

Viewing Documents ....................................................................................................................................... 33

5.1 Purchase Orders.................................................................................................................................... 33

5.2 View Debit Memos ................................................................................................................................ 38

Introduction to Invoicing ................................................................................................................................ 39

Parts Setup ................................................................................................................................................... 42

Open & Verify PO .......................................................................................................................................... 45

Creating a Shipper ......................................................................................................................................... 49

Edit Shippers ............................................................................................................................................. 55

Creating a Production Invoice ..................................................................................................................... 57

Canceling / Editing Published Invoices ......................................................................................................... 61

Special Charges ......................................................................................................................................... 63

Creating an Invoice for Work Not Physically Shipped (TOOL/NONINV) ........................................................... 67

Creating an Ad-Hoc Invoice ........................................................................................................................ 70

View Invoices ............................................................................................................................................ 78




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Supplier Exchange User Guide

Introduction The purpose of this document is to assist suppliers to Polaris Industries Inc. (Polaris) in the use of the

Infor Supplier Exchange application with respect to Polaris’s expectations. This guide should be used to

train additional employees within your company.

1.1 Overview

Supplier Exchange (SE) is an advanced, web-enabled supplier relationship management solution that

facilitates effective, efficient collaboration and execution between Polaris and suppliers. It replaces the

E-Commerce Site used by non-traditional Electronic Data Interchange (EDI) suppliers to receive Polaris

purchase orders and debit memos as well as submit invoices.

• Supports all transaction types currently available on E-Commerce Site (PO, PO changes, debit

memos, invoices and planning schedules)

• Individual sign-on and user profiles

• Personalized event notifications and alerts

• Sorting/filtering/ad-hoc reporting capabilities

• Multi-language support (English, Spanish and Polish)

• Download/export content in multiple formats (XML, CSV, XLS)

• More data capacity to store information for a longer duration

• And much more!

During the initial supplier setup, [email protected] will create an “administrator”

Supplier user account. This will be the first user account in Supplier Exchange for that supplier. The

Administrator will be able to set up additional user accounts after the initial setup. We suggest that with

each new user they complete the training on Supplier Exchange to lessen the amount of errors.




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1.2 Initial Login and Access

Please contact [email protected] to get setup with a login. Please provide the following

information with your request:

• First and Last Name (John Doe)

• Email Address ([email protected])

• Polaris Supplier Number (e.g. 99999A)

• Subject Line: “Supplier Exchange”

Note: This login is used for Supplier Exchange

Only (Login Overview)

Once you have received your username and

Password, you may access Supplier Exchange

via logging into www.polarissuppliers.com under

the “Current Suppliers” tab you will click on “Supplier Exchange.” or access directly here:

https://supplierexchange.polarisdmz.com/supplyWeb/account/login)

System Access Training Material




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Login Screen

Homepage Screen

Change language

Login

Latest news and messages

Links to Polaris Supplier Portal and training documents

Planning Schedules Purchase Orders

Create Shipper

Debit Memos

Create Invoice

Edit User Profile Configure Email Alerts Configure EMC (Dashboard) Change Password

Administrator Functions Define users and roles

Event Management Console (EMC) / Dashboard of high level status for the Supplier

Reset password




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IF YOU ARE GOING

TO ENTER AN

INVOICE: BE SURE

YOU ARE IN THE

CORRECT CUSTOMER

ENTITY!

N.AMERICA PO

SHOULD BE INVOICED

UNDER THE

N. AMAERICA

CUSTOMER ENTITY

ONLY!

POLAND PO SHOULD

BE INVOICED UNDER

POLAND.

OTHER WISE IT WILL

ERROR OUT.

If you supply to EMEA Poland and do

not see the customer entity available

please contact

[email protected]

1.3 Polaris Customer Entities

There are two Polaris customer entities on Supplier Exchange:

• “Polaris North America”

• “Polaris EMEA Poland”

You can only access each customer one at a time and will conduct business which each as if they were

two different customers.

Example: If order P999999 ship-to is Polaris Roseau, MN USA plant (warehouse

2), you must access “Polaris North America” to see the order and invoice it. If you

access “Polaris EMEA Poland” you will not see the order and won’t be able to

invoice it.

Viewing the entities

• If you are a vendor that supplies components to only our North America

plant(s), you will only see “Polaris North America”.

• If you are a vendor that supplies components to only our EMEA Poland

plant, you will only see “Polaris EMEA Poland”.

• If you are a vendor that supplies components to both entities, you will

see both “Polaris North America” and “Polaris EMEA Poland”. You can

use one login to access both entities but can only view one entity at a

time by switching back and forth between customers. The entity

highlighted in blue is the current customer you are viewing orders and

invoicing for.

Switch between customer entities




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• If you are a vendor that supply components to both entities but have a different remittance

address, you will be given two Polaris vendor numbers for each Polaris customer entity. As a

result, you will have two Supplier Exchange logins, one for “Polaris North America” and one for

“Polaris EMEA Poland”.

1.4 Multiple Supplier Numbers

If you are a supplier with multiple ship from addresses you will log into each Supplier Number separately

for invoicing.

Example:

You are a supplier who has multiple locations:

12345A (located in Dallas, Texas)

12345B (located in Minneapolis, Minnesota)

12345C (located in Charleston, South Carolina)

Your employees would need to log into each location A, B, C with different logins to be able to invoice

for each location.

If your company is expanding to a new location you would need to request the additional login

information and supply the contact who to be set up as the administrator for that location.

Please contact [email protected] to get setup with a login. Please provide the following

information with your request:

• First and Last Name (John Doe)

• Email Address ([email protected])

• Polaris Supplier Number (e.g. 99999A)

• Subject Line: “Supplier Exchange”




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Administrator Functions During the initial supplier setup, the Polaris Helpdesk will create an “administrator” user account. This

will be the first user account in Supplier Exchange for that supplier. Administrator users have additional

privileges outlined in this section.

Please take the time to complete the following recommended setup functions as they will greatly

simplify the troubleshooting down the line.

Roles and Restriction Groups should be defined before additional users are added to the account.

2.1 Roles

Roles define what level of functional permission this account will have within Supplier Exchange In other

words, Roles limit what the user can do in the system. Accounts may be limited to only purchasing, or

only shipping, or other functions. Roles will dictate what menu options are present for the account.

There are several pre-defined roles within Supplier Exchange. These may be used to apply functionality

or user-defined roles may be created and applied.

To begin, select Setup menu, select Security menu and click Define Roles.




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2.2 Restriction Groups

Where roles limit menu functionality, restrictions limit data visibility. For example, a supplier shipping

clerk may only deal with one Polaris plant. That supplier may choose to restrict some users to only see

that one plant.

To begin, select Setup menu, select Security menu and click Define Restrictions.




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To define a restriction, click New. Then select what the restriction will limit.

Now, we can limit by Customer or Ship From. Click the pencil icon to edit, and then move the requested

customer name from the left hand side to the right hand side using the arrows in the middle.

Click Submit to return to the main restriction screen.

Then, within the selected Customer, we can limit for a selected

Facility. Click the pencil icon to edit the facility.

Example of Role vs. Restriction:

You set up a role for a user who

was going to do invoice entry, so

that they can enter data into the

system. If that user was only going

to invoice for the Roseau location

you would create a restriction so

that all they had visible were the

Roseau POs.




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Again, move from the left hand (Restricted) side to the right (Allowed) side for the requested locations.

Click Submit to return the main restriction screen.

We have now created a restriction for a Customer (Polaris Testing) and a Facility within that customer

(Polaris Testing). Click Submit to save the restriction group.




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2.3 Define Additional User Accounts

By completing the setup process, an administrator account has been created. Additional accounts

(admin or otherwise) may now be created for the necessary employees.

Infor recommends that each individual within a supplier’s company that will be accessing Supplier

Exchange has their own account. Please do not create department accounts like “Customer Service” or

“Sales”.

To begin, select Setup menu, select Security menu and click Define Users.

The edit button is where the Administrator can edit user detail, reset user passwords, and

deactivate a user by turning off all the roles they have access to.

The New button will allow the Administrator to add a new user to the system.




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Click New to create a new profile and minimally complete the highlighted information:

Accounts may be defined as “administrator” accounts. During the registration process, it’s assumed that

the account is an administrator. Additional accounts may also be set with admin rights.

If the account being created is an administrator account, check off the “Admin User” field next to the

User ID (highlighted with the red outline). If the account is not an administrator account, then leave that

box un-checked. If the account is not an administrator, it must have a role defined (when in doubt,

select “All Modules”).

Administrator users may not be limited in their functional roles – they have access to everything. All

other user accounts may be flagged as admins or given other permissions (called roles).

Type of User

Roles and Restrictions apply to supplier accounts that will actually log into Supplier Exchange.

Administrators have to be either a “User” or “Contact and User”.

• “User” refers to an account with a login ID and password (does the work).

• “Contact” refers to an account that can receive email notices from Supplier Exchange.

When an account is defined as a “user” they may only login to the website and view content online (but can’t receive email)

When an account is defined as “contact” they may only receive email notices from Supplier Exchange (but can’t login).

When an account is defined as “contact and user”, they may both login and receive mail.

See definitions below

This is where the administrator

will reset a user’s password.




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User Preferences Once the Administrator adds new users each user should complete this section:

3.1 Security Questions

You may setup security questions to answer in case you forget your username and/or password. It is

highly recommended that this is setup when logging in for the first time.

Setup Security Questions

1. On the menu, click Preferences.

2. In the Preferences submenu, click Security Questions.

3. Select and answer at least 3 Security Questions below. ALL questions selected will need to be

answered if Username and/or Password are forgotten.

4. Click Submit. The changes are saved and the User Profile redisplays with the verification:

"Question(s) successfully updated."




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3.2 Change Password

Password can be changed in the Security Information section of the User Profile. Administrator users or

Polaris helpdesk can also change the password on behalf of a non-administrator user.

Change your Password


2. In the Preferences submenu, click Edit User Profile. The User Profile displays.

3. Update the User Profile information in the User Information, Security Information, User

Preferences, and Contact Information tables.

4. Click Submit. The changes are saved and the User Profile redisplays with the verification: "User

successfully updated."

Password Rules

1. Have at least 14 characters

2. Have a leading letter

3. Not contain your name

4. Not contain “password”

5. Not contain “Polaris”

6. Not contain special characters such as “*” or “!”

7. Not be an old password

8. 6 invalid attempts within 30 minutes, locks out for 30 minutes.

9. Password age max 90 days, min 10 minutes and warning expiration 14 days’ prior




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3.3 Forgot Username and/or Password

• If you forgot your username and/or password, go to the main login page of Polaris Supplier Exchange and click on the link “Forgot Username or Password”.

• You will then be asked to enter your work email address. This is the same email address used to create the user account. You will then be asked to answer all three security questions.

• If all questions are answered correctly, an email will be sent to the specified email address with your username and temporary password.

• To change your password, login and Edit your user profile to change the user name and/or password.

• If you cannot remember the answers to the questions your next contact will be the Administrator who can reset your passwords for you.

Only in an instance where your administrator will not be available in time and you need to get access,

should you contact purchasing systems to reset your password for you. Purchasing Systems should be

your last resort.




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3.4 Configure Email Alerts

Email alerts keep you connected to your Supplier Exchange account without needing to log in to the

application to check your account status. As an individual user, you can subscribe to and customize

alerts of various events using product groups and tolerance levels. When an event occurs, a message is

sent to the email address stored in your User Profile.

You can turn on alerts to receive an email notification when events occur. In conjunction with product

groups, you can additionally configure the alerts to be sent for specific parts and for some alerts, set an

acceptable tolerance level before the event is triggered. The alert message will be sent to the address

stored in your User Profile.

If you supply to Polaris North America and EMEA Poland you will receive email notifications for both

customer entities. You cannot turn off alerts for one or the other.

Configure Alerts


2. In the Preferences submenu, click Configure Alerts. The Alert List page displays.

3. If you are an admin user, select the User from the drop down menu for whom you are

configuring alerts. If you are non admin user, you will only be able to configure your own alerts.

4. Select the boxes for the alerts to which you are subscribing (see below orange circles). If you

have not created product groups, the alert will be turned on for all parts. If you have created

product groups, you must edit the selected alerts to assign one or more product groups to the

alert. Some alerts also have tolerances associated. You must edit each alert that has a tolerance

to set the tolerance.




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5. To create or edit Product Groups to the left of the alert, click the Edit button (pencil icon). The

Product Groups page displays.

6. Select the product groups for which the alert is to be

sent.

7. For under, over, early, or late shipment alerts, next to

the selected product groups enter the tolerance.

8. Click Save. The Alert List page redisplays.

9. Repeat steps 5-8 for each selected alert.

10. Click Save. The verification displays: "Successfully

updated Alerts."

PO Alerts

Purchase order alerts display only if you use the SE Purchase Order module.

• Purchase Order Changed

• New Purchase Order Published

Example of using a Product Group:

If you would like to have specific alerts on a

project like the side stand assembly project

for Indian Motorcycle. You would add the

part numbers in that product group and

any alerts checked affecting those part

numbers will create an email alert.




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RMA Alerts

RMA’s (debit memos) alerts display when an RMA is issued.

• RMA Added

• RMA Changed

RMA - Reject Material

Authorization

We will Debit through RMA, do

not send Credits to Polaris.




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Electronic Copies of Documents Suppliers may elect to receive electronic copies of orders and receipts that are published to Supplier

Exchange. These documents may be delivered via email or via a direct connection to a server via FTP. To

define how the delivery occurs and which document types are requested, a document profile is created.

To begin, click Communications / Define Documents.

Click ADD to create a New Document Profile.

Remember: All individuals added to the Supplier Exchange need to be set up as either a “Contact” or

“User and Contact” in the User Profile order to receive email notifications from Supplier Exchange. The

Administrator must assign these functions.

Example set-ups are on the next page.




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Email PDF

Planning Releases

If a direct FTP connection is desired, the host (created in Communications / Define Hosts) may be

selected. Otherwise, the document will be delivered via email to the contacts chosen at the bottom.

Change the Document Type to “Material Release”

• Set the File Format to the desired option (PDF, XML, CSV, EDI)

• Ensure Attach File is checked

• Select the contacts to deliver to mail to.

New Purchase Orders

Change the Document Type to “Proposed PO”




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Updates to existing Purchase Orders

Change the Document Type to “Proposed PO”







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EDI

Document profile settings may also be used to configure export from Supplier Exchange of either PO or

Planning Releases as EDI messages. These may be emailed as described above, or they may also be

pushed to a FTP account hosted by the supplier (or supplier’s agent).

To enable export of EDI (or any of the other formats), the supplier must perform the following steps:

• Create a FTP account on a server within the Supplier’s company.

• Within that account’s FTP home directory, create 4 sub-directories named “send”, “receive”,

“archive” and “work”.

• Define a communications host profile within Supplier Exchange

• Associate documents with the host

Define Host for FTP:




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Complete the FTP Account details.

Associate Documents with the Host

Once the FTP host has been defined, then documents must be associated with that host. Depending

upon the desired EDI or other electronic formats, suppliers may also establish exports directly to the FTP

server by creating entries for each document.

Click Define Documents under the Communications menu and then click Add to associate a document

to the host.




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Host: Select the name of the Host created

Document Type: The type of document you want to receive (e.g. purchase order)

File Format: The format to export the file

Click Submit when finished.

Note: EDI via a Value-Added Network (VAN) is currently not supported in the Polaris Supplier Exchange

implementation. All EDI files would be received via a direct FTP or email connection with the Supplier

Exchange application.




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4.1 Configure EMC (Dashboard)

The Event Management Console (EMC) acts as Supplier Exchange's homepage. Through the EMC you

can quickly view critical exceptions and the status of your company account. On the EMC, both

customers and suppliers can quickly view shipment, release, purchase order, and other statistics and

exceptions. You can then click on statistic hyperlinks to view detailed information.

How you customize your preferences will apply to both the Polaris North America and Polaris EMEA

Customer Entities.

Customization

Each user can customize the EMC display. From a list based on purchased modules and the role assigned

by the security administrator, users select which events display. Events can be also be selected to

display as priority items. If a user has established product groups, the event must then be turned on by

product group. Some events also have a tolerance setting. For each product group assigned to an event

with a tolerance setting, users select the tolerance permitted before the event displays.

Statistics

The statistics on the EMC are grouped by data categories: Releases, Purchase Orders, Shipments,

Receipts, Problem Reporting, and Billing. The default category is the user-defined Priority Items. Users

can select a different category by clicking on the category's tab.

Charts

Some information on the EMC can be displayed as a chart. This charting provides a visual representation

of the statistics. To view a chart, in the category header, click View as Chart. The chart displays.

Configure Your EMC

As an individual user, you can configure the Event Management Console (EMC) to display in a way that

better fits your work. You can choose which events displays as priority items, which events display as

category items, and the order in which categories are listed. You can also configure which events display

for which product groups and set tolerances. If you do not configure the EMC, all of the events assigned

to your role display in their category table.


2. In the Preferences submenu, click Configure EMC. The Event Modules page displays.




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3. If you are an administrator user, select the User from the drop down menu for whom you are

configuring alerts.

4. To display the list of events for a category, click on a table heading. The table expands. (orange

circles below)

5. To have events display as priority items, select the Priority check box to the right of the event.

6. To have events display as standard items in their category list, select the Show check box to the

right of the event (red circle above).

7. To edit an event using product groups and tolerances, to the left of the event, click the Edit

button. The Product Groups page displays.

8. Select the product groups for which the event is to display.

9. For under, over, early, or late shipment events and the requirements exceed net change release

event, next to the selected product groups enter the tolerance.

10. Click Save. The Event Modules page redisplays.

11. To collapse the list of events, click on the table heading.




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12. To position the categories, in the Positioning table select the order in which the categories

display.

13. After selecting the events to be displayed on the EMC and positioning the categories, click

Save. The EMC displays.




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Purchase Orders

The Purchase Orders table displays only if your customer uses the Purchase Order module.

• Past Due: Purchase Orders due before the current date for which you have not published a

shipper.

• Due Today: Purchase Orders due by the current date for which you have not published a

shipper. (If a purchase order is Due Today, it is also Due Next 7 Days and will be included in each

event link.)

• Due Within 7 Days: Purchase Orders due within the next seven days for which you have not

published a shipper.

• Unviewed: Purchase Orders that you have not yet viewed.

Click on the text to see the details for the items that need attention.

Click on the glasses icon to get the details for each PO.

Unviewed Purchase Orders MUST

be reviewed; this is how you

acknowledge that you have

reviewed the PO requirements

and contractually agree to fulfill

them. If something is incorrect

this is the time to have edits

performed by the Polaris team.




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Viewing Documents

5.1 Purchase Orders

Purchase Orders are titled Discrete Purchase Orders (POs) on Supplier Exchange and are used to order

parts. POs contain header information and line item details that formally state all the terms and

conditions of the transaction, including quantity due, required date, price, and other associated costs.

View Discrete POs

1. On the menu, click Demand.

2. In the Demand submenu tab, click Discrete POs. The Discrete PO List displays.

3. Enter the Discrete PO Search Criteria, including the PO Status, to narrow the purchase orders

displayed (optional).




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4. Click Search. The Discrete PO List updates beneath the search criteria. (see next page)

5. To view the details of the purchase order, click the View button to the left of the purchase order

(glasses icon). The Discrete Purchase Order displays.




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6. To see line item detail, click the View button to the left of the line item. The Discrete Purchase

Order Line Item displays.

Notes

1. Blanket orders without a release will not be available on SE. When the firm release is issued, the

order will then post on SE.




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2. Extended Item Description for Tooling orders (PT) and Engineering orders (PE) will be found in

the line item details under “Comments”. See PT detail below. Click on the view icon beside the

line item detail to get to the “Comments”

See screenshot below showing the line item detail, and the extended description:




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Download POs

You can download POs in various formats:

3. In the PO list, check off the PO(s) you want to download.

4. At the bottom, select a format type in the drop-down.

5. Click the “Download POs” button.

6. A message will pop up asking you to save or open the file.

NOTE: You can filter your POs by clicking on the header. This gives you the option to reorganize the list

based on newest, oldest, PO number, status, etc.




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5.2 View Debit Memos

RMAs

Debit Memos are called RMAs on Supplier Exchange. Do not submit

Credits to Polaris we will process all these types of payments through

Debit Memos/RMAs.

View RMAs

1. On the menu, click Receipts.

2. In the Receipts submenu tab, click View RMAs. The RMA List displays.

3. Enter the search criteria to narrow the RMAs displayed.

4. Click Search. The RMA List updates beneath the search criteria.

5. To view the details of the RMAs, click the View button to the left of the RMA. The RMA displays.

If you do not have enough detail on a debit memo being issued you can contact the buyer on the RMA

and/ or the plant quality who initiated the RMO. Please include all circled detail in the correspondence

so that the Polaris employee can find the detail you are requesting. (Buyer Name, API number, Facility,

Part Number, and Extended Price.)

RMA - Reject Material

Authorization




39

Invoicing Guide

Introduction to Invoicing The purpose of this user guide is to provide Polaris suppliers instructions on how to submit invoices via

Polaris Supplier Exchange.

Please cut out and reference the detail below; following these steps in order will prevent the MOST

common invoicing issues:

High Level Process (Required to be done in this order to prevent the most common Invoicing Issues):

1. Set up each part once the part has been awarded

See ‘Parts’ section of Supplier Exchange User Manual

2. Open and Verify PO (noting the following):

o Facility

o Ship to address

o Ship from Address

o If Open items available

3. Create a Shipper Matching EXACTLY to the PO:

o Facility

o Ship to address

o Ship from address

o Shipper number should match invoice number

4. Create Invoice:

Use shipper that was created with matching invoice number

Complete the Shipper and Invoice BEFORE the goods have been received at Polaris.




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Invoice 1

(shipper 1 assigned)

Shipper 1

(same ship-to)

PO 1

(same ship-to)

PO 2

(same ship-to)

PO 3

(same ship-to)

Contact Information

• If you have a technical question relating to invoicing electronically, email

[email protected].

• If you have submitted an incorrect invoice, contact Account Payable (763-525-7740) to delete

the invoice from the system. You can then cancel, edit and resubmit correctly.

• If you have submitted an invoice that is late in payment, you are questioning if Polaris received

an invoice you submitted or you have questions regarding electronic payment, please contact

Accounts Payable (763-525-7740).

• If you have questions regarding discrepancies on your invoice versus your Purchase Order,

contact your buyer (for pricing) /planner (for quantity and/or due date) listed on the Purchase

Order you are invoicing from.

Invoicing Best Practices:

• A Shipper MUST be created first and is required to create an invoice.

• Create a new shipper for every new invoice.

• A Shipper can contain multiple POs as long as it’s going to the same ship-to destination, but an

invoice can only have one shipper. If there is a discrepancy on the invoice for any PO, the entire

invoice will be on hold.

• Duplicate Invoices will error out both invoices that were submitted. If you need to delete an

invoice that has been submitted contact AP.

• The Shipper number should be the same as your company’s unique invoice number for reference

and traceability.

• Filling out the Shipper does not replace the ASN submitted through Supplier ASN Web portal if

you receive LeanCor shipping instructions. You must still follow this process.

• Each invoice submission must have a unique Invoice Number. If there are duplicate invoice

numbers they will all get rejected and you will have to resubmit.

• Please use the exact invoice number displayed in your company invoice. For example, if your

company invoice is “INV002145”, submit the invoice as “INV002145”. Do not submit the invoice

as “002145” or “2145”. Also when communicating with Polaris, reference the entire invoice

number.




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• An invoice submitted with an invalid PO Number will not process in our system and you will be

requested to resubmit for payment to be issued.

• Verify the Facility, Ship to, Ship from, PO number, PO line item, part number and unit of measure

on the invoice match EXACTLY what is listed on the PO.




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Parts Setup Each Polaris part number may be cross-referenced with a supplier’s item number and description.

Supplier Exchange also requires a weight (in pounds or kilograms) for each part.

Once an item has been defined with a supplier item number, it will also be visible on any POs where that

item is ordered. In addition, because the weight has been defined, the weight will automatically calculate

during the shipment process, simplifying the creation of Advance Shipment Notices.

Note: This ASN is non-functioning and does not tie to any system. It will NOT replace the ASN that is

needed to be submitted through Supplier ASN Web Portal if you receive LeanCor shipping instructions.

You must still follow that process.

Example: Part Ordered in EA

To begin, click Setup / Master Data / Parts.

All of the items Polaris has ordered for this supplier will display.

Required:

ALL existing parts and ALL New

parts awarded need to be set up in

the system with a correct weight

converted to pounds.

Parts have to be entered

individually; a mass upload option

is not supported by the system.




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You can search the list using either the customer (Polaris) item number or a supplier number (if defined).

Otherwise, select the part, and click the pencil icon to the left hand side.

For example, the above part has not been defined – it has not been given a weight nor has it been given a

supplier item number or description. Click the Edit button in the middle of the screen to make those

changes.

Supplier Part Number: this is the supplier assigned item number against the Polaris item. This may be

used to track the internal number for the part.

Weight: The amount (in Pounds or Kilograms) that one of the Unit of Measure weighs. In this example,

the unit of measure is “EA” or each. So, this example shows that 1 EA weighs 10 pounds. The part weight

is relative to the unit of measure.

Must always be “EA”

Must be converted to pounds

Polaris Part number

POUNDS

Ignore price here as it will be read directly from the PO

Polaris or internal supplier number




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Note: If the unit of measure is LB, then the weight is 1 pound (because one LB weights one pound). If the

unit of measure is KG, but the supplier is shipping in pounds, then the value becomes 2.2 because one

kilogram weighs 2.2 pounds.

Ignore the part price and currency as those values will be read from the PO directly.

Description: The supplier’s item description.

Click Save to record your changes. When you return to the list of items, you will now see the supplier’s

item number and description in the list of parts.




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Open & Verify PO 1. On the menu, click Demand

2. On the submenu, click Discrete POs

3. Filter the search criteria and click Search

4. A PO list will populate similar to image below:

Do NOT press the Backspace Button in this system!

PO Status example:

Open- Polaris

requested 100 pieces

and you have not

created a shipper for

those 100 pieces

Pending- Polaris


and created a shipper

and invoiced for only

50 pieces – thus

creating an

outstanding balance

Closed- Polaris


and you created the

shipper for 100 pieces




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5. Click on the View Icon for the PO you would like to invoice.

6. For Creating Shipper and Invoice that will not error out you will need to enter the following information EXACTLY. Write it down.

7. Review the PO line items to make sure that there are open orders:

8. If there are no open orders to ship against contact your Polaris Planner for that part.




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***OPEN & VIEW PO BEST PRACTICE: ***

Use the screenshot tool/ Snipping Tool / or Print Screen Button to take a snap

shot of the po, highlight the information and reference this information when

creating the shipper and/or the invoice. SEE BELOW.

Keep this open or print it to review during the invoicing process.

PO LINE NUMBER

PO LINE SCHEDULE NUMBER




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Common Reasons PO(s) would not visible or be unable to invoice against:

1. If the parts were received at Polaris before you submitted your shipper and invoice in Supplier Exchange the system will close the PO. If this is the case you will need to create an Ad-Hoc Invoice (see “Creating an Ad-Hoc Invoice” section).

2. If a PO does not have open releases it will not show up in Supplier Exchange. Contact Polaris Planner for more detail.

3. If there is not an open quantity left of the PO to invoice against you will need to Contact your Polaris Planner. Please note: Once you create a shipper and publish it the quantity listed on that shipper is removed from the PO quantity. Review your ASNs for unused shippers that may be causing the quantity error. You can edit and uses the shippers to invoice. (See Edit Shippers section)




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Creating a Shipper Shipper Creation

Shippers are working documents where line items can be applied in order to generate an invoice. As

requirements are added to shippers, the demand from which they originate is fulfilled.

Creating a Shipper is REQUIRED before invoicing can be created.

Shipper number should be the same as the Invoice number.

A Shipper is REQUIRED for invoicing even if you are invoicing for labor, tooling,

or anything that will not be physically shipped.

You will need a new shipper number every time you have a new invoice.

You can have multiple POs on a shipper and corresponding invoice, but all line items on the shipper and

invoice MUST be the same ‘Facility’ and ‘Ship To’.

Supplier Exchange stores default shipper information. The first time a shipper is created, the header

information becomes default data. The next time a shipper is created, the default header information is

automatically populated. The defaults can be updated by overwriting the populated information with the

correct Shipper/Invoice number.

The first time a shipper is created for a particular part, the selected ‘Ship From’ becomes the default ‘Ship

From’ for that part. When creating shippers in the future, the part will only be available for shipping on

shippers originating from its default Ship From.

Do not press the Backspace Button, if you do your shipper number will be saved and be unable for you to

enter into the shipper details to proceed. In this system the shipper number has to be unique for every

invoice. If you do hit the backspace button in error you can find the shipper in the Edit Shipper Menu.

(See Edit Shipper section for more detail)

The Shipper must be created before the goods are received into Polaris for the quantity to be

available on the PO for you to invoice using the correct process. If the goods have already been

received you will need to create an Ad-Hoc invoice.





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Line Items

When parts are added to a shipper, they become shipper line items. Depending on the customer setup,

line items may be based on the part, the part and PO combination, or the part and pull signal

combination. Adding one part may add one or more line items. When a shipper is staged, it is

automatically saved as a shipper.

Once a shipper is published the quantity is removed from the open quantity on the PO and is available

to invoice.

Through the Shipments menu tab, you can create a shipper.

1. On the menu, click Shipments.

2. On the Shipments submenu, click Create Shipper. The Facility and Location Selection page displays.

3. Select the Facility from the drop down menu. (noted in #6 of Open & Verifying PO step)

4. Select the Ship To from the drop down menu. (noted in #6 of Open & Verifying PO step)

5. Select the Ship From address from the drop down menu.

6. The next shipper number is entered for you. Change the shipper number to match the Invoice

Number.

7. Click Continue. The Requirements page displays.

This is the section where you have to EXACTLY

match what you wrote down from the PO to not

create an error. There may be a lot of drop down

options but be careful which option you choose.

Remember to have the shipper number match

the invoice number for traceability and ability to

match invoice to shipper at a later date.




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8. Enter the Requirement Filters and click Search. The Parts List updates. The number of

days’ set will show the number of open orders and quantities due within the date range.

NOTE:

If the PO does not show up you will need to increase the Days value according to the suggestions

below, and click Search.

Enter this information into the section outlined in Red:

The following values are suggested for Domestic Suppliers

30 Requirement View

5 Ship Coverage

2 Transit Time

The following values are suggested for International Suppliers

120 Requirement View

65 Ship Coverage

60 Transit Time

If the PO does not show up after you have tried changing the dates you will need to confirm that

there is open quantity on that PO, and that the parts were not already received prior to your

entering in the shipper and invoice. If this is the case an Ad-Hoc invoice will be needed. (See

Creating an Ad-Hoc Invoice section)




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9. In the Parts List table, select (via check box) the parts to be added to the shipper. As needed,

change the suggested ship quantities to the actual ship quantities.

10. Click Create Shipper.

11. The Shipper displays with the requirements you have selected. The header information is generated

from the location selections, requirement filters, and defaults. The shipper is automatically saved to

the database.

Example of a Shipper is on the next page.




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12. You need to review and edit parts of the shipper before you can publish it (such as net weight). Click

the Edit Line Item Icon.

NOTE: It is crucial that you review the line items and confirm the weight is entered or errors will

occur.




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13. Validate and Publish when finished.

Note: Once the Shipper has been published it will become an ASN. This ASN is non-functioning and does

not tie to any system. It will NOT replace the ASN that needs to be submitted through Supplier ASN Web

portal if you receive LeanCor shipping instructions. You must still follow that process.

Note: Once the Shipper has been created the quantity entered on that shipper will be removed from

the open quantity on the PO. If you do not use a shipper the system will count the amount “shipped”

against the open PO. At the end of the year this will block you from invoicing as the PO will show as “No

Open Quantity.”

You can open a shipper and edit it to be reused later if needed. See following section.




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Edit Shippers When will you need to Edit Shippers?

• If you save a shipper and need to get to it at a later date

• If you hit the backspace button while creating a shipper • If you make a mistake prior to publishing a shipper

1. On the menu, click Shipments

2. On the submenu, click View Shippers

3. Select the Shipper criteria. Click Continue.

4. Click the Edit Icon for the Shipper Number that you wish to use.




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5. You can add or edit line items here.

6. Review and edit parts of the shipper before you can publish it (such as net weight). Click the Edit Line Item Icon. Click the Edit Line Item Icon.

7. Save once the edits have been completed. 8. Validate and Publish when finished.

Note:

This is one of the reasons why you should match the

shipper number and the invoice number. If you need to go

back and edit the shipper to be able to submit an invoice

you will know which one to work on.




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Creating a Production Invoice Suppliers can create invoices through Supplier Exchange. Line items of production invoices can be added

from system ASNs/shippers. Once you have created the Shipper, you can now create an Invoice and

assign that Shipper to the invoice.

** DO NOT PRESS THE BACKSPACE BUTTON OR BACK BUTTON ON THE WEB BROWSER. Either of these

actions will cause the system to count the invoice number as used even though it has not been published.

If this occurs, you can create a new shipper and new matching invoice number or contact Purchasing

Systems. **

Create an Invoice

1. On the menu, click Billing.

2. In the Billing submenu, click Invoice Create. The New Invoice page displays.

3. Select the New Invoice criteria.

Select the same Facility, Ship To and Ship From as you did to create the shipper. Required to

match these items or the invoice will sit in error.






Remember to have the shipper number match

the invoice number for traceability and ability to

match invoice to shipper at a later date.




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4. In the Shipper ID drop-down, you will see the non-invoiced Shipper(s). Assign a shipper to

invoice. The Shipper number will auto-default as the Invoice Number, it is advised that you

change this to your company’s invoice number for reference and traceability.

Note: Each invoice submission must have a unique Invoice Number. If there are duplicate

invoice numbers they will all get rejected and you will have to resubmit. Be sure to have Accounts

Payable delete the duplicate invoices so that when you resubmit it will not be automatically

rejected.

Note: Please use the exact invoice number displayed in your company invoice. For example, if

your company invoice is “INV002145”, submit the invoice as “INV002145”. Do not submit the

invoice number as “002145” or “002145”.

5. Click Create Invoice. The invoice is automatically created and saved. Information is defaulted

from the customer and supplier invoice profile. Line items are defaulted based on the selected

ASN.

6. At the bottom of the Billing Information Page the line items will be listed. Click the Edit Icon.




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7. Review the following information, edit if incorrect.

• PO Number

• Release Number should always be EMPTY

• Unit of Measure should always use EA

• PO Line Number entered should be based on the following criteria :

a) If you are a production supplier and you are invoicing a blanket PO with releases: enter 1

b) If you are a production supplier and you are invoicing a discrete PO with multiple line items

all labeled MISC: enter the item line number you are invoicing (ex. 1, 2, etc.)

c)

d)c) If you are an EAM supplier you need to reference the line item (ex. 10, 20, 30…) see screen

shot of an EAM PO below for example.




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e)d) If you are a production supplier and supplying a PE order with multiple part numbers

listed you need to reference the PO line number you are invoicing (ex. 1, 2, 3…). See image

below for example.

8. Review the price

9. DO NOT ADD SPECIAL CHARGES ON THE LINE ITEM LEVEL! PLEASE REVIEW THE SPECIAL CHARGES SECTION OF THE PO FOR HOW TO ADD A SPECIAL CHARGE TO THE PO LEVEL.




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DELETING OR CANCELING THE INVOICE IN SUPPLIER EXCHANGE DOES NOT REMOVE THE

INVOICE FROM POLARIS’ SYSTEM. DO NOT CANCEL OR DELETE THE INVOICE IN SUPPLIER

EXCHANGE AND RESUBMIT THE INVOICE OR IT WILL ERROR OUT AS A DUPLICATE!!!

10. Click Save.

11. Once the invoice information has

been reviewed

and updated click Publish.

12. You will get a note saying the Invoice was

13. successfully published:

Canceling / Editing Published Invoices

If you find that you have an error on a published invoice you need to review the

procedure below:

Under the invoice maintenance section you see the following:

NOTE:

The price located on the invoice is pulled directly

from the PO. If it is not what you agreed to be

paid you need to contact the Buyer immediately.

If the buyer gives you permission to submit a

price that does not match it will error into the

Buyer Messages queue where the Buyer will

have to go in and manually approve the pricing

discrepancy for payment.

DO NOT ADD SPECIAL

CHARGES HERE




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As you can see above, there is the possibility to select certain invoices and delete them or cancel them.

Proper process to correct published invoice mistakes:

1. Identify in a pdf copy where the mistake is and what the correction needs to be.

2. Submit an email to Accounts Payable at Polaris with the pdf copy of the invoice.

3. Accounts Payable will need to correct the mistake in Polaris’ system for it to

The only section on a published invoice that is able to be edited after the Invoice has been submitted is

the PO Line Number, see below.




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Special Charges

ONLY if you have permission from your Purchasing Agent should you be

submitting any type of special charge with your invoice.

***Sales Tax is NOT applicable on Production Parts/ Raw Materials.

If you have this special permission to apply a special charge you will follow the additional steps to

complete your invoice.

1. Once you have reviewed the information in the Invoice you will click save (step 7 of entering an invoice pg. 47).

DO NOT ADD SPECIAL

CHARGES HERE




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***NOTE: DO NOT CLICK ADD. IF YOU DO THIS DIOLOGUE BOX WILL POP UP. DO NOT ADD THE CHARGE IN THIS SPACE.

2. Then instead of publishing you will click the tab labeled Invoice Surcharge ON THE PO LEVEL.




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3. The invoice surcharge tab will then show at the bottom of the invoice:

4. Click Add




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5. Choose the Special Charge Code in the drop down menu.

6. Add the amount 7. Click Save. The charge will now be listed as a line item in the Invoice Surcharge Section

8. Review your Invoice for accuracy and possible errors. 9. Click Publish

***Sales Tax and Freight is

NOT applicable on Production

Parts/ Raw Materials.***




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Creating an Invoice for Work Not Physically Shipped (TOOL/NONINV) You are REQUIRED to create a shipper in order to invoice anything.

If you are doing work for Polaris it should be under a PO of some type. That PO should be listed in your

Supplier Exchange Discreet PO list.

You will follow the same steps in completing the invoicing for these types of payments as you would

production parts.

1. Locate the PO in the Discrete PO list (review Open & Verify PO section )

2. Copy/write down the key pieces of information:

1.a) Facility Address

2.b) Ship to Address

3.c) Ship From Address

4.d) PT, PIL, PE order number

5.e) PO Terms, if PT order

3. Create Shipper (review Creating a Shipper section)

4. Create Invoice using the shipper you have created (see Creating a Production Invoice section)

See Next Page for entering process differences.





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• Part number will be TOOL / MISC / NONINV (actual part number will be in the comments section of

the PO) IF YOU ARE DOING AN AD-HOC INVOICE BE SURE TO PUT EXACTLY WHAT WAS WRITTEN ON

THE PO IN THIS SECTION. If you create a shipper this field will be filled out for you.

• You can invoice the quantity in two ways Invoicing for payment terms of 50/50 or 1/3, 1/3,1/3 you

can use decimal places or a quantity of 1

Preferred Method (prevents most common invoicing errors)

o The decimal format will allow you to create shippers for each invoice and thus is the

preferred method.

o If you invoice for a quantity of 1 for the first invoice you will be required to invoice the

next invoices using the Ad-Hoc Invoicing process (See Section 15 in this manual).

o If you are invoicing using decimals you will need to invoice using the following:

o Use 0.5 for both invoices if your terms are 50/50

o Use 0.33 for the first invoice, 0.33 for the second invoice, and 0.34 for the final invoice if

your terms are 1/3, 1/3, 1/3.

o The PT will remain open until the complete amount of the PT has been invoiced and paid.

• Best Practice: make the amount divisible by .33 equally if those are the terms of payment so that

when the invoice enters our system will automatically pay, provided everything else was submitted

properly.




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Alternate Method (room for errors, process not preferred)

o BE CONSISTANT. If you have already invoiced the first or second invoices using a 1 you

will need to complete the final invoices using the Ad-Hoc invoicing process. If you begin a

new PO using the decimal format you will need to submit all subsequent invoices using

this format.

o Edit invoice cost to be half or one third of the full amount.




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Creating an Ad-Hoc Invoice This is for EXCEPTIONS and should not be used as the standard way to enter invoices! Everything is

manually entered thus there is more room for error when using Ad-Hoc Invoices.

You should use this ONLY if you are invoicing a closed PO (where the goods have been

received at Polaris before you completed the Shipper and Invoice).

High Level Process (Ad-Hoc INVOICES ONLY):

1. Open and Verify PO (noting the following):

o Facility

o Ship to address

o Ship from Address

o PO number

o Part Number

o Price

2. Manually Enter Invoice Details

o Matching EXACTLY the information highlighted from the PO

o Most errors occur here! Make sure to carefully enter the details from the PO.

Create Ad-Hoc Invoice

1. Open and verify PO (use instructions located in production invoicing )

Use the screenshot

tool / Snipping Tool

/ or Print Screen

Button to take a

snap shot of the po,

highlight the

information and

reference this

information when

creating the shipper

and/or the invoice.





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3. In the Billing submenu, click Invoice Create. The New Invoice page displays.

4.

5. Select the New Invoice criteria. Instead of selecting a Shipper from the drop-down menu, enter

in any shipper number in the field provided.

6. Click Create Invoice. The Invoice Detail page displays.

7. In the Line Item section, click Add to manually add PO information. The Line Item Detail page

displays.








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8. Select the Customer (Polaris) Part from the drop-down list.

Be sure to match to the PO! If the PO states the part number is MISC / NONINV / TOOL / SERVICE

then be sure to select that option from the list.

9. Enter Polaris PO number (this must be filled out even though it is not a required field).

BE SURE TO WRITE A CAPITAL “P” IN WHEN ENTERING THE PO INTO THIS FIELD!!

If you write a lower case “p” it will error out!




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10. Enter PO Line Number (this must be filled out even though it is not a required field).

PO Number can be found on the PO see criteria below and screen shots from PO documents

PO Line Number entered should be based on the following criteria:

a) If you are a production supplier and you are invoicing a blanket PO with releases:

enter 1

b) If you are a production supplier and you are invoicing a discrete PO with multiple line

items all labeled MISC: enter the item line number you are invoicing (ex. 1, 2, etc.)

f)

c) If you are an EAM supplier you need to reference the line item (ex. 10, 20, 30…) see

screen shot of an EAM PO below for example.




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d) If you are a production supplier and supplying a PE order with multiple part numbers

listed you need to reference the PO line number you are invoicing (ex. 1, 2, 3…). See

image below for example.

11. If you a certain that you know the PO Line Schedule Number please enter the field below. It is

located on your PO. See screen shot comparisons below. This is not a required field but will

decrease process time if filled out CORRECTLY.




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12. Enter Quantity and Unit Price.




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13. Select Unit of Measure from the drop-down list. (Should be EA).

14. Be sure NOT TO add Special Charges on the Line item level.

15. Select Save. The Invoice Detail page displays

DO NOT ADD SPECIAL

CHARGES HERE




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16. Update the invoice information as necessary and click Publish.

Note: The PO number field must be filled out otherwise it will get rejected by Accounts Payable.




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View Invoices 1. On the menu, click Billing.

2. In the Billing submenu, click Invoice Maintenance.

3. Select the Invoice Search Criteria.

4. Click Continue. A categorized list of invoices displays.

5. Click Published Invoices to see invoices you have submitted.




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NOTE: the Rejected invoices tab is invoices that have been reviewed and rejected, not items that errored

out.

Part Billing History

The part billing history displays all published invoices by part for a specified date range.

View Parts Billing History


2. In the Billing submenu, click Parts Billing History. The Search Criteria display.

3. Select the Parts Billing Search Criteria.

4. Click Continue. The Parts Billing History displays.

5. To view a list of invoices for a part, in the Part Summary Results table click the view button to the

left of the part. The invoice list displays.




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6. To view invoice details, click the view button for one of the invoices. The invoice displays.

**END OF DOCUMENT**

Number: OPS-MANL-00583 POLARIS SUPPLIER … SUPPLIER EXCHANGE MANUAL - EXTERNAL Revision: ......

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Transcript of Number: OPS-MANL-00583 POLARIS SUPPLIER … SUPPLIER EXCHANGE MANUAL - EXTERNAL Revision: ......