eprocurement Visual Guide Material Availability

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eProcurement Visual Guide

Material Availability

April 2013 Version 1.4


Accessing eProcurement

To access the eProcurement Tools on the Beechcraft website you will need to browse to the eProcurement page within the Supply Chain section of the site.

You can also reach the eProcurement page directly at:


Once you have clicked on the Material Availability link, you will be prompted to log into your account with Beechcraft.

Click here to access the Material Availability page.


You can also create an account by going to

http://www.beechcraft.com/supply_chain/eProcurement/ and clicking CREATE ACCOUNT at the top left of the screen. When creating your account, you will need to provide your Supplier ID in order to gain access to the eProcurement Tools. Please note there are several roles to choose from when requesting access (Material Availability access is the eProcurement – Document/Order Processing & Material Availability role). Once access has been granted, you will receive an email stating your account has been activated.

If you already have an account, but have not been granted access to the eProcurement

Tools, you will need to go to the User Profile page and Request Access under the My

Tools section.

You will need to provide your Supplier ID when requesting access to eProcurement, as well as input the security code on the screen.

The first time you access the eProcurement Tools you will be asked to Read and Accept the Terms of Use. You will not be asked to acknowledge this again unless our Terms of Use changes.


Once Signed In, you will be at the Material Availability page. Here you can browse through your list of Materials. The next few pages will instruct you on the various aspects of the Material Availability page.

You must accept and consent to the Terms of Use to be able to access the eProcurement portal.


Working with the Material Availability Page

Monitoring On Hand Stock at Beechcraft (BC)

The Material Availability page contains: BC’s Forecast; BC’s VOI Consumption Report; part numbers on contract with BC; the On Hand Balance (OHB) at BC; the Supplier’s Consigned On Hand Balance (COHB); MIN/MAX values; Valuation types and Serial Numbers associated with the part, where applicable; as well as the Status of the part for each plant [Statuses are Adequate Stock, Need to Ship and PO(s)]. The status of Adequate Stock appears if the value of OHB + COHB + Open Sales Orders + Order Reservations is greater than or equal to the MIN value.

The status of Need to Ship appears if the value of OHB + COHB + Open Sales Orders + Order Reservations is less than or equal to the MIN Value.

The status of PO(s) appears for Purchase Orders that have been created and parts are either ready to ship or are in transit and have not been goods received at BC. This data is updated overnight and there are different ways you can interact with it.

You can:

 View parts on contract with BC if on a VOI or Min/Max Program

 Monitor On Hand

Stock at BC

 View MIN/MAX


 Access HBC’s Inventory Report by Exporting to Excel

 Create purchase documents to send parts to BC

 Sort by Min/Max or VOI Program

 Sort by Status

 View Serialized Parts for Spares

 View BC’s VOI

Consumption Report

 Download BC’s


Creating Purchase Orders to send to BC

The Material Availability page allows suppliers to monitor BC’s on hand stock, both OHB and COHB, view Open Sales Order quantities, sort by Status and then ship parts to BC accordingly.

Suppliers with parts on VOI, even those with blanket purchase orders, where the value of OHB + COHB + Open Sales Orders + Order Reservations is less than or equal to the MAX value, have the ability to create a purchase order to bring the value of OHB + COHB + Open Sales Orders + Order Reservations up to the MAX value.

Suppliers with parts on Min/Max, even those with blanket purchase orders, where OHB + Open Sales Orders + Order Reservations is less than or equal to the MAX value, have the ability to create a purchase order to bring the value of OHB + Open Sales Orders + Order Reservations up to the MAX value.

In order to create a purchase order to send parts to BC, suppliers with parts on both VOI and Min/Max can click the box to the left of the part number or by clicking Select All and then clicking Create Purchase Order.


When the Create Purchase Order screen appears, you have the ability to modify the quantity you will be shipping to BC.

The system automatically fills in the max quantity for which you can create a purchase order and will not allow you to enter a quantity greater than what value appears on the screen. You can also click the Red X icon to de-select the Document.

The system automatically will include any outstanding Sales Order data in the quantity calculation, so you can supply to our Customer’s needs as well as maintaining your Min/Max levels.

Once you are finished modifying the quantity, you need to click Submit. You will be asked to confirm you want to Create a Purchase Order in order to send parts to BC.


You will then see the Purchase Orders listed you successfully created.

You can click the Back to Material Availability link to return to the Material Availability page.

Viewing Purchase Orders on the Material Availability Page

To view the purchase order you created, click on the Magnifying Glass under the Status column on the Material Availability page. A box will appear with the

following: all purchase orders created against the part containing the line number and quantity, as well as a truck icon indicating an ASN has been created against the purchase order.


Your purchase order is also viewable on the Purchase Order List after you create it as well as available from the ASN page. Please note you will need to review any and all applicable Quality Clauses by viewing the document on the eProcurement Purchase Order List. You will also want to review your PO for any discrepancies. If you need to create another PO to ship parts before parts in transit have been received, you have the ability to do so. All other processes for eProcurement remain the same, including the Purchase Order List and ASN (Advance Shipment Notification).

Using the VOI Consumption Report on the Material Availability Page

A report has been created to show VOI parts that have been Goods Received, Goods Issued as well as that the payment clock has been activated. This report can be accessed by clicking the VOI Consumption Report link at the top of the screen.

Below is a key to the Consumption Report: Legend

BC Part Number – BC Part Number

Supplier Part Number – Supplier Part Number

Program – Program of the Part Number (VOI, Min/Max, etc.) Storage Location – Location where part is stored at HBC Partner – BC location receiving/consuming the inventory

Material Document – Mostly used internally by BC but can be used to trace a part through the system

Posting Date – Date movement type occurred

Supplier ID–BC Supplier ID for which activity occurred Movement Type – Movement code that occurred

Movement Type Description – Corresponds with Movement type - Goods receipt (GR-BC has received parts), Goods issue (GI-BC has issued parts), VOI Returns (VOI Returns-BC has returned VOI parts to supplier), Goods Receipt Reversal (GRR-reversal of movement) UOM – Unit of Measure

Purchase Order – Purchase Order Number where activity occurred PO Item – Purchase Order Line Item Number where activity occurred Valuation Type – Part valuation if applicable (used for Spares parts)

Company Code – Used for invoicing reference (9607-BC Production, 9614-RAPID)

Invoicing Document – BC auto-generated Invoice Document Number, which is used to pay the supplier


Currency – Payment Currency

Invoicing Date – Date BC auto-generated the Invoice Document Payment Term Code – BC Payment Term code

Payment Term Description – Corresponds with Payment Term Code – Identifies what invoice will be paid against for Payment Terms

Serial Number – Serial Numbers of parts if applicable Batch/Lot – Valuation of parts if applicable

Manufacture Date – Manufacture date of parts if applicable Qty – Quantity of Parts

Unit Price – Price of part for which invoice was generated

Extended Price – Extended Price of part for which invoice was generated (Qty X Unit Price) For additional questions and concerns, please contact your Buyer or




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