ERS & iSupplier Portal Training for Suppliers

ERS & iSupplierPortal Training for Suppliers

Date: 3/24/2020

Table of Contents

• ERS & iSupplier – Training Context 5 mins.

• Evaluated Receipt Settlement (ERS) - Introduction 5 mins.

• iSupplier – Introduction 5 mins.

• Operational Procedures 50 mins.

• Supplier registration and login

• Purchase Order

• Shipment

• Finance (Invoice & Payments)

• Training Documents 5 mins

• Q & A 20 mins

Purchase

Document

Receive

Goods

Manual Invoice recon and

Payment

Acknowledge

and acceptShip Goods Invoice

and send

Payment

received

Purchase

Document

Receive

Goods

ERS AutoInvoice on

receipt

Acknowledge

and accept

iSupplier

Ship Goods Payment

received

AS IS To Be

Consistent with Trane Technologies’ commitment to continuous improvement, our suppliers are transitioning to iSupplier Portal functionality and Evaluated Receipt Settlement (ERS) or self invoicing

• Supplier Ack or changes on PO through phone or Email

• Supplier needs to invoice Trane Technologies

• Trane Technologies needs to manually reconcile invoices and pay

- Potential data entry errors

• Supplier Ack or changes on PO – online & Realtime

• No need for Supplier to invoice Trane Technologies

• No need for Trane Technologies to manually reconcile invoices

- Prompt payments; No data entry errors

The current document is intended as training and reference material for the Trane Technologies Supplier community.

ERS and iSupplier Onboarding Program

• Evaluated Receipt Settlement (ERS), also known as "Invoice on Receipt" or "Pay on Receipt", is a process whereby a company creates a system generated invoice on behalf of the supplier for receipts booked against PO's or BPA releases.

• Eliminates manual invoice data entry and reconciliation errors

• Ensures accurate and timely payment processing for our suppliers

Evaluated Receipt Settlement (ERS)

How it works:

Step 1

• Trane Technologies issues ERS Blanket Purchase Order (BPA) release to Supplier

Step 2

• Supplier generates Advance Shipment Notice (ASN)

• Supplier delivers goodsto Trane Technologies

• Goods received by Trane Technologies

Step 3

• ERS transaction (invoice) is created using purchase price and goods received quantity against the ASN

Invoice Amount = Quantity Received X PO

Price

Step 4

• Trane Technologies pays supplier within agreed payment terms against “self billing” invoices

ERS Invoice nomenclature:

• Invoice number follows the this logic: ERS – 12354 -48945

“Packing Slip Number” From ASN Header or entered by Receiving Team

“Unique system generated #” From Oracle R12

Fixed text “ERS”

ERS - BenefitsSuppliers Trane Technologies

Improved and expedited invoice processing due to :

• No invoice holds due to pricing and quantity discrepancies

• Improved payment performance

• Elimination of potential Accounts Payable data entry errors (100% automated transaction).

• In case of discrepancies, allows you to get paid for the majority of the shipments, and work on the discrepancies collaboratively

• Efficient and automated invoice processing administration and increased payables efficiencies

• Elimination of human errors in invoice processing

• Reduction of •Invoice holds•Payable issues •Non-value activities resulting in payment delays

• Improved relations with our suppliers

iSupplier Portal (iSP) is an internet based secured environment which gives suppliers the ability to directly access Trane Technologies Purchasing & payments transactions online and submit their responses such as PO acknowledgment, Change Order and Advance Shipment Notice etc.

Introduction to iSupplier Portal

iSupplier

Purchase Order

Operations

Finance Operations

Shipment Operations

• Real time view of purchase orders• Acknowledge PO• Request Change / Cancel PO• Change dates if you cannot make

shipment date

• View Shipment Details• Create Advance

Shipment Notice (ASN)• View Delivery schedule• View Returns, Receipts

Proactively work your A/R• View Invoice Information• View Payments• View Payments Advice Report• View upcoming payments

Benefits• View and acknowledge order releases in

real time• Improved pricing accuracy by reviewing

pricing on demand• Ability to pro-actively work invoice /

payment issues• Generate Advanced Shipping Notices • Can assist suppliers in ERS reconciliation• Keeps suppliers and Trane Technologies

in sync

iSupplier Operational Procedures

• View PO• Acknowledge PO• Change Requests • PO cancellation

request

• View Delivery Schedules

• Export+• View Overdue Receipts• Submitting ASN

Manually(ERS Processing)

• Submitting ASN using ASN+

• Printing ASN report • Cancellation of ASN• Returns

• View Invoice Information

• View Payment Information

• Generate Payment Advice Report

• Registration and Login Process

Purchase Order Operations

Shipment Operations

Finance Operations

Registration and Login Process


Purpose Registration of Suppliers is required, so that they can access the iSupplier portal and perform the business transactions.

Actor Trane Technologies Suppliers

Key Steps 1. Open iSupplier Portal2. Provide Username and Password received in e-

mail3. Change password4. Select Responsibility

Outcome Supplier user is registered and logins to iSupplier Portal to work on various functionalities available

Supplier Registration & Login Process - Summary

• Click on the URL “https://ebsprdportal.tranetechnologies.com”• Provide User Name and Password received in an email notification from Trane

Technologies and • Change the password after the first login

iSupplier Portal Login Process

iSupplier Portal Login Process

• Once signed into the portal, below responsibility on the home page will be seen• Click on the responsibility “iSupplier Portal Full Access” under the Main Menu to access the

Home page

iSupplier Portal Home Page

Search for specific PO Number, Invoice,

Shipment or Payment

A listing of the last 10 orders approved.

A listing of last 5 shipments. Quick Links

Home page consists of various navigations as explained below

Purpose To view, acknowledge, perform change and cancellation requests on Purchase orders


Key Steps 1. Open iSupplier Portal2. Select Responsibility3. Navigate to Orders tab 4. Perform the desired action

Outcome Supplier navigates to orders tab and performs the required business transaction


Actions performed on PO - Summary

• Purchase Orders default view, but you can also access Agreements page and Purchase History page• Most recently created or revised orders are at the top of the list• The order status field is a good indicator of what actions are needed, have been taken, or if the

order has been closed in our system.• Click on the PO Number link to view the order details.

Reviewing Purchase Orders, Blankets, and Releases

Dropdown list of actions:• Acknowledge Order• Request changes• Request cancellation• View change history• View PDF• View Receipt• View Invoice• View Payments• View Shipments

• List of BPA Items on the order• Click ‘Show’ for a single line or ‘Show All Details’ to expand all lines

and view the detailed shipment line information

Purchase Order details and actions that can be performed

BPA line details• The details from the BPA lines will show in the first section with the shipment (order) details in the second section.• Any discrepancies with the BPA should be addressed with the buyer or commodity team. Please do NOT submit a change

request against the BPA, change requests should be submitted for purchase orders / BPA releases only.• Once the correct values are determined, the buyer will update the BPA and existing releases with the new values.

Purchase Order details continued

Shipment line details:• Quantity ordered• Need-by-date is the day we need the goods to deliver• Line Status: can be different for each line as goods are shipped, received and billed at different times• Ship-to location: Destination of goods order. Will show both Trane Technologies facility and dropship locations

View all the Purchase Orders and perform various actions on them

Click to review and acknowledge receiving and

reviewing the new order

Click to cancel an entire PO or a specific

line

Click to request a change to a line quantity or

promise date

Click to view the past changes

made to the order

Change multiple PO from this button

• Acknowledging Orders – please click "Accept Entire Order” as this is a verification step that you the supplier have received and reviewed the order. If there is an issue with the quantity ordered or the due date, then please submit a change request after acknowledging the order.

Specifics for Acknowledging an order

• An order must be acknowledged before a change request or cancellation request can be submitted

• The release is “locked” when there is a pending request against it. You will not be able to create the ASN Shipment or make another change if the order status shows:

• Supplier Change Pending – you the supplier has requested a change however the buyer needs to take action and either accept or reject your request.

• Partially acknowledged – you the supplier manually acknowledged one or more shipment lines. Because the process was started at the line level, you the supplier MUST finish acknowledging the remaining lines on the order.

• Once the Buyer approves your request then you will be able to create the shipment.

• If you find any price discrepancies, please immediately contact your buyer/planner or commodity team member for review. Please do not reject the order. This action does nothing and you will still need to contact the buyer / commodity team. Once the correct price is determined, the buyer will update the BPA and any related releases.

• Before cancelling any Orders, BPA, or Release, please contact your Trane Technologies buyer / planner

Specifics for cancellation and change requests

• You can request to cancel or change each shipment line individually• You can request either the quantity or the promise date can be changed• Drop Ship Orders: Only the promise date can be changed, contact the buyer directly for any other changes.

The reason field and action field are required if modifying

a shipment line

Purpose To view overdue receipts, delivery schedules, submit advance shipment notices and perform printing and cancellation requests on ASNs


Key Steps 1. Open iSupplier Portal2. Select Responsibility3. Navigate to Shipments tab 4. Perform the desired action

Outcome Supplier navigates to shipments tab and performs the required business transaction

Shipment Operations

Actions performed on Shipments - Summary

View Delivery Schedules and export using “Export+” feature

Delivery Schedule results will be displayed here

Click “Export+” button to download the shipment schedules in excel file

Insert minimum one search criteria to view the results

• Similar to an Open Order report but provides essential details at the shipment line level for all purchase orders with an open balance in our system.

• Can be used to quickly find open orders / deliveries in our system. • Trane Technologies recommends using the “Export+” feature. This report

provides additional data, and can be opened with Excel and filtered to analyze the delivery schedules in different ways

Delivery Schedule Export+ review

• The screenshot below and on the next page follow the same four shipment lines from left to right on the Export+ report.

• The two records highlighted in orange have ASNs created by the supplier that is inbound. The receipt for this ASN has not been transacted in our system yet.

• The file is in a .csv format. Some suppliers take this raw data file and use it to upload new orders in their system.

If there is an inbound shipment, not received, columns A & B will show the ASN number and the date the goods were shipped

from your facility

These are the order details by line which include the purchasing

Organization, BPA and release, the BPA line referenced, the shipment

line of the release and item #

Some supplier will have multiple warehouses or manufacturing

facilities, these separate locations are identified in the supplier site

field for easy sorting

Delivery Schedule Export+ review continued

The shipment due date is calculated as follows:

If the supplier submits a promise date change, then the

due date will reflect this. Otherwise the due date is the

need-by-date on the order

If you would like your item numbers to be referenced on the BPA and releases,

then please send a cross reference sheet to your purchasing contact

Columns Q & R reflect the current status of the order in our system.

Total ordered versus received. Column S reflects the in-transit

amount shipped but not received in our system. Once the total quantity

received = the total quantity ordered, the record would drop from this report

We provided the creation date so you can easily identify new orders. Some suppliers take

this raw data file and use it to upload new orders in their

system

The Ship-To location will list the address of the facility ordering the goods, or the drop ship

delivery location. Reminder, only shipments to a Trane Technologies facility require an ASN.

Receipt of goods

• Once the goods are delivered and transacted, you will be able to see the receiving details• Please use search criteria as an open ended search will take much longer.• In the example below we search by the BPA Release number.• Click on the Receipt Number or PO Number hyperlink to view those detail • Navigation: Shipment-> Receipts, Enter the search Criteria and click GO.

Returning goods to the Supplier

• You can see the transaction history for goods which have been returned by our facilities• The current process utilized for returning goods will stay the same. The iSP is not utilized for

communicating between you and our quality department. • As with all other transactions in the portal, you will be able to see the records in real-time once

the return is transacted in our system• You can run an open ended search or use specific criteria. In the example below we search by

the RMA number. • Click on the Receipt Number or PO Number hyperlink to view those detail • Navigation: Shipment-> Returns, Enter the search Criteria and click GO.

View Overdue Receipts

Click Export button to download the shipment in Excel file

Insert minimum one search criteria to view the results

• The Overdue Receipts Results page enables to view the details of past due purchase order shipments.

• Click the PO number, Ship-To Location, and Buyer to view further detail. • Navigation: Shipment -> Overdue Receipts, enter search criteria and click Go

Click “Create Advance Shipment Notices” link to create the ASN

What is Advance Shipment Notice (ASN)

Advance Shipment Notice (ASN) is used to alert Trane Technologies of upcoming shipment deliveries. It is created against purchase orders by providing appropriate shipment details and also required for ERS processing of the Invoices.

From the shipment notices tab below actions can be performed: • Create ASN• Upload ASN + file • View and Cancel ASN

Navigation: Shipment -> Shipment Notices -> Create ASN

Submit Advance Shipment Notices Manually -1/3• The page will populate with the current shipments due this week.• Select the shipment line(s) and click on “Add to Shipment Notices” button to create the ASN

Highlighted in GREEN• The is also the Advanced Search option which is available throughout the iSP pages• Below we have marked the columns that can be used in the advanced search with a RED *

Submit Advance Shipment Notices Manually -2/3

Provide shipment line details under the “Shipment Lines” tab

Mandatory Parameter:* Packing Slip

Then click on “Shipment Header” tab to complete ASN process

• The screen shot illustrates the different ways you can search for specific orders.

• Once you have located those orders, select them and click Add to Shipment Notice, you will start creating the ASN

Submit Advance Shipment Notices Manually –3/3• Enter the details in “Shipment Header” tab and click on Submit button

ASN must be created for actual shipment quantities being sent• A confirmation message will be displayed after successful completion of ASN submission

Provide shipment details under the “Shipment Header” tab

Mandatory Parameters :• Shipment Number• Shipment Date• Expected Receipt

Date • Packing Slip• Freight Carrier

*** The packing slip value entered in the

shipment header is the same value populated

on the ERS invoiceRefer to page 4

Then submit your ASN

Click the Refresh button till the Phase changes from Pending to Completed and process completes, mail will be sent to your email id with the shipment file.

Click ASN+ button to initiate the process

• “ASN+” feature allows to upload multiple ASNs or larger amounts of information via an upload tool

• Navigation: Shipment -> Shipment Notices -> Create ASN

Submit Multiple ASN using “ASN+”

Detail steps are mentioned in the “How To documents” on the Trane Technologies portal

Browse and upload the file saved in .txt format

An acceptance message will be displayed on the screen once the upload is successful

Submit ASN using “ASN+” – Upload ASN file

• Navigate to Upload Advance Shipment and Billing Notices in shipment notices tab• Select the file using “Browse” button and upload it

Printing Advance Shipment Notices – 1/2

• “ASN Report” is required in the shipment process by Trane Technologies, Trane Technologies scans the generated bar code in ASN report for confirming the shipment and initiating the receipt process

• Navigation : Shipment -> Shipment Notices -> View/Cancel Advance Shipment Notices• Shipment Notices will be displayed. Click on “XX ASN Report” button

Click Refresh until output populates in Output Field

Click the Output button to view ASN report

Printing Advance Shipment Notices – 2/2

• Once the “icon” appears in the “Output” column, ASN Report can be viewed by clicking on the output icon

• Print the “XX ASN Report” and send it across with the shipment to Trane Technologies

Cancellation of ASN

• Cancellation of “ASN” can be performed when ASN is submitted in the portal, but the goods were not delivered due to some reason(s).

• Navigation: Shipment -> Shipment Notices -> Click on View/ Cancel ASN link• Select the ASN number and click on Cancel Shipment Notice button

Purpose To view invoice and payment information and to generate Payment Advice Report.


Key Steps 1. Open iSupplier Portal2. Select Responsibility3. Navigate to Finance tab 4. Perform the desired action

Outcome Supplier navigates to finance tab and performs the required business transaction

Finance Operations

Actions performed on Invoice and Payments -Summary

• Supplier can view all matched invoices• In the case of ERS invoices, they will be process over night from receipt date

• Navigate to Finance-> View Invoices• Enter the search criteria and click on Go button.• For detailed invoice information click on the “Invoice number”

View Invoice information

Suppliers can see real time invoice information:• Invoice approvals status• Scheduled payments• Hold reasons

View Invoice details

Provide information when this invoice will be paid

Provides information if Invoice is on hold

Shows invoice status

Click to view the PO information

Click to view the receipt information

Click to download the result in Excel file.

Suppliers can view real time invoice payment information and related invoice data.• Navigate to Finance-> View Payments • Enter Invoice Number or any other search criteria to find the payment details• Click on Go button.

Click to view detail payment related information.

Click to view the related invoice information

Click to view the PO information

View Payment Information

Will Show Details of Payment made

Will Show all List of all the Invoices which has been paid by this Payment.

Detail view of Payment Information

• Here the details of the Payment is shown, like payment date, method, etc.• It also shows the Invoice information corresponding to this payment

• Payment Advise Report is an excel report which will provide the information about the Payment along with the below information:• Invoice Number• PO Number• Receipt Number• Amount

• Navigate to Finance-> View Payments • Enter the search criteria and click Go, then click on “Payment Advise” as show below to

generate the report

Generate Payment Advise Report

• Click on Refresh button until the report ‘Phase’ status change to Completed. • Once the request status is completed, Output button will be displayed. • Click on the Output button to view the “Payment advice report”

Running the Payment Advise report

Key Points and Sample of Payment Advise report• The report will extract details for a single payment number.• Below and on the next page are screenshots of the report and we will follow the columns

from left to right. • We are reviewing the first 3 invoices. The Line Amount field, column E, shows the invoice

total amount and is also an indicator of an new invoice. • The first invoice highlighted in yellow is for a single line receipt.• The second invoice highlighted in green is actually a debit taken for returned goods• The third invoice highlighted in orange has multiple receipts lines

Payment details Invoice specific - includes amount paid and system generated ERS

invoice number. The second segment matches the Packing Slip field,

column O, on the next page

Receipt details – Each invoice has its own receipt number. this is because we received against the ASN versus one shipment line at a time.

Key Points and Sample of Payment Advise report

Purchase Order details ASN details RMA details

Item details including BPA price and total cost for that line

IR facility that ordered the goods

Your supplier details including your different shipping sites

• View PO• Acknowledge PO• Change Requests • PO cancellation request


• View Delivery Schedules• Export+• View Overdue Receipts• Submitting ASN Manually

(ERS Processing)• Submitting ASN using

ASN+• Printing ASN report • Cancellation of ASN• Returns

• View Invoice Information

• View Payment Information

• Generate Payment Advice Report

• Registration and Login Process


Shipment Operations

Finance Operations

P P P P

We have covered below topics

Training documents available at ingersollrand.com under Doing Business with Us

Training DocumentsBelow is the list of training materials which are available:• Modules Training - Specific process PDF files, which will guide you through

detailed steps for a specific process (e.g. ASN, XXASN Printing barcode etc.). Includes quiz to test your knowledge and FAQ document

• Reference Guide (PDF) (includes all the processes which to be performed as part of iSupplier and ERS program)

• Recorded Web Session & Web Session Slides – This is an audio recording of a training session similar to today’s with live demonstrations of use of iSupplier Portal.

https://company.ingersollrand.com/company/doing-business-with-us/isupplier-r12.html

Next Steps

We will: Send Training Material and Quiz Provide trained users access to iSupplier Portal Communicate new ERS BPA (PO) number

Call to Action: Review Training Material, watch video, take quiz Login to iSupplier Portal Stop invoicing

Once you receive communication of new PO from your buyer(s).

Questions & Answers

Appendix

Detailed steps for ASN+

An email will be received having an attachment file in .txt format with all the available shipments

Submit ASN using “ASN+” – save the txt file

Download the ASN Extract file from the email to your local machine and save it in a folder. The file name ends with the Request ID.

Internal note : Attach sample email as well on this slide

Submit ASN using “ASN+” – copy the shipment date

Copy the Shipment date to a new file

Open the file in notepad and copy the "Shipment Date". Store the Shipment date into an additional Notepad for future use.

Submit ASN using “ASN+” – convert in excel

Open a new Excel sheet and try to open the text file which you have just downloaded. Click on File-> Open -> Browse.

The asterisk (*) marked fields are mandatory, fill the details in this file and save it

Perform a data filter at the Line Section level.Click the Filter button in DATA menu.

Submit ASN using “ASN+” – fill shipment details

• For the specific lines items which required to be updated, provide the details in the excel file.• Mandatory columns are marked with asterisk (*)

Reopen the file in Notepad.Note: At this stage you will see that the Shipment date format has changed to the format 1/12/2017 5:01. It must be in the format DD- MON-RRRR HH:MM:SS.

Copy the date from the notepad where you had earlier stored the shipment date and paste it on ASN file. Also, key in the "Expected Receipt Date" in the format DD-MON_RRRR HH:MM:SS.

Submit ASN using “ASN+” – save file in txt format

Save the ASN file using notepad in txt format and also take care of the date format mentioned below

Recap:

Purchase Order Changes • Date• Quantity

Purchase Order Acknowledgements

Creating ASN Upload ASN creation documentation to follow (ASN+) Generate XXASN bar code Report, to send along with the shipments

AP Invoice status (Holds, Due Date) Pending Payments Reconciling Payments Report