Excel Email User Guide Purchase Order Po Advance

Summary

Excel Email User Guide
Purchase Order (PO), Advance Shipment Notice (ASN) and Forecast
TABLE OF CONTENTS
TABLE OF CONTENTS .................................................................................................................................................2
Purchase Order EXCEL EMAIL ...................................................................................................................................3
Viewing Excel File ....................................................................................................................................................4
Making confirmation to the PO Data in Excel Sheet .......................................................................................7
Review and confirm quantity (SUPPLIER CONFIRM QTY ) .........................................................................7
Review and confirm Delivery / Ship Date (SUPPLIER CONFIRM DATA) .................................................7
Review and confirm Price (SUPPLIER CONFIRM PRICE ) ............................................................................8
Review and confirm MPN (SUPPLIER CONFIRM MPN ) ..............................................................................9
TO_BE_CONF Column ........................................................................................................................................9
Save and respond PO confirmation with email ............................................................................................9
PO Response Status Email ............................................................................................................................. 10
PO exception e-mail ......................................................................................................................................... 11
Make confirmation for split line in excel file .................................................................................................. 13
Date Changes for PO line contains ASN without receipts .........................................................................15
Request for PDF PO copy with e-mail function ............................................................................................. 17
Optional fields to review in PO Excel Email ................................................................................................... 19
Description of contents in PO excel email ...................................................................................................... 21
ASN EXCEL EMAIL ..................................................................................................................................................... 24
Confirm ASN for a PO line .................................................................................................................................. 25
Confirm Packing slip Number and Tracking Reference Number ........................................................... 25
Create single ASN for multiple PO lines ..................................................................................................... 26
Confirm ASN Date ............................................................................................................................................ 26
To Be Conf .......................................................................................................................................................... 27
Save and Respond ASN excel file by Email ................................................................................................ 27
ASN response status e-mail ........................................................................................................................... 28
ASN Optional information .............................................................................................................................. 28
Description of contents in ASN excel email ................................................................................................... 34
FORECAST EXCEL EMAIL ......................................................................................................................................... 36
View Forecast data ............................................................................................................................................... 36
Description of Forecast excel file column................................................................................................... 37
Make Forecast commit ......................................................................................................................................... 38
Response Y column .......................................................................................................................................... 38
Save and Response Forecast commitment by email ............................................................................... 38
Forecast commit status e-mail ...................................................................................................................... 39
Make Inventory commit ....................................................................................................................................... 40
Purchase Order EXCEL EMAIL
In general, all suppliers should receive PO excel email. Do consult Flex Site Coordinator / Buyer on the
actual schedule for each Flex site

Flex will email the Purchase Order with subject keyword “PO”

NOTE: Flex may also email Purchase Order with subject keyword “ NEW PO Line Only” when there is a
special process in commiting the PO. In this file, it will only contain “New PO” , changes are not shown

Please save the attachment to your local computer. You may keep the same filename, or if you wish to
change, pls keep maximum 45 characters. Make sure you save the file with .xlsx extension

If you are still using the older version of excel, please read section “Instructions for Microsoft Excel 2003
users”
The file contained 3 worksheets:
1. List of Open Purchase Orders, including New or Change or Cancel Requests:
2. Instructions on how to provide the commits and submit response to Flex
3. Flex Standard Terms and Conditions of Purchase Order
Viewing Excel File
In Excel sheet some of the data column may not be fully displayed. To correctly display the data in proper
grid you may follow bellow steps

Note : All yellow marked columns are meant for supplier to enter commits
1. Click the grid located in top left corner of Excel sheet to select all working area of the Excel sheet:
2. Move the mouse and point to the line between column A and Column B, “ ”, as shown in below
screen:
3. Double click mouse to extend the width of grids. All the grids will be extended to display the whole
values, as show in below
PO number and PO line number
PO line status
The “ACTIONSTATUS” provides useful information to show PO line status:
• New PO Line: New PO Line from Flex
• Change PO Line: PO line change from Flex
• Confirmed: Supplier confirmation of the PO line
• Request Cancel: Cancellation request from Flex
• Request Partial Cancel: Back order Qty cancellation request from Flex
• Accept Cancel: Supplier has accepted cancellation request by Flex
• Supplier Cancel: Cancellation request from supplier to Flex
• Split-Pending Flex Action: To show that supplier has done split confirmation of the PO line but
to be confirmed by Flex. The PO line with “Split-Pending Flex Action” cannot be re-confirmed or
modified as these split lines are pending acceptance by Flex

• ASN Confirmed: To show ASN has been created for the PO line, changes or reconfirmation for
this PO line is allowed only for Date changes

For action status “New PO Line”, “Change PO Line”, “Request Cancel” or “Request Partial Cancel” these
PO Lines requires confirmation; and it will mark “X” in “REQUESTED” column

For action status “Confirmed”, “Split-Pending Flex Action”, “ASN-Confirmed”, “Accept Cancel” and
“Supplier Cancel” confirmation or action is not required. and it will be Blank in “REQUESTED” column

NOTE
• Action Status “Confirmed”, or “Accept Cancel”, Multiple commits are allowed for all open PO lines

• Action Status “Split-Pending Flex Action” changes or reconfirmation is not allowed as the entire PO
line is locked after action is done

• Action Status “ASN-Confirmed” is allowed only for Date changes and only Changes in Date will be
updated even if the response submitted with combination of Price, Qty or MPN changes
• For ease of PO confirmation, it is recommended to use REQUESTED (column C) and ACTIONSTATUS
(column D) to filter PO lines

PO line delivery status
Column PO_STATUS to show delivery status of PO line

The statuses are;
▪ Open: PO Line is Open
▪ Partially Delivered: Partial receipts have been made

▪ Delivery Completed: PO Line Item is Fully received

This status is used only for consumption PO line
• The file will not include Purchase Orders where PO Line have Delivery Completed (Except for
Consumption PO line) or Fully Cancelled. Delivery Completed is based on Flex’s receipts

• Always USE the LATEST PO Excel file for commits
Avoid using any previous PO excel file. If you work with old excel file to make confirmation for a PO
line that was already closed or ini in Flex system, these will be ignored by Flex

• If the PO line Action Status = “Delivery completed” with Item category = Consumption, it means Flex
has sent to you the consumption PO (CPP PO) line with fully received qty

- This is to inform that Flex has consumed the Qty

You MUST confirm the Consumption PO line “As Is”. Any change on the defaulted confirmation (Qty,
Delivery date, Price, MPN) will not be accepted and process by Flex

Once the Consumption PO has been confirmed, it will no longer be displayed in the next file to
specify that you have acknowledged and proceed with invoice to Flex

Making confirmation to the PO Data
To ease supplier on viewing and commit to PO, the required data were highlighted in yellow;
• Fields highlighted in Yellow are meant for COMMITS

• All other columns are for INFORMATION only and if there are any updates made will be ignored by
Flex
Review and confirm quantity (SUPPLIER CONFIRM QTY )
“SUPPLIER CONFIRM QTY” is marked in yellow, which is used to confirm Quantity

• For a PO line which has NOT been confirmed, the supplier confirm Qty is default same as latest
Requested Qty. You will see the latest Flex request Qty in “NEW_REQUESTED_QTY” column
• For Change PO line, Flex request Qty will always show latest Request Qty which may be different
than previously confirmed. You can review previous confirmed Qty in “SUPPLIER CONFIRM QTY”
before making any commits
• For Request cancel PO line, the New request Qty will show as Zero, the previous request Qty is in
“LAST_REQUEST_QTY” column, and previous confirmed Qty is display in “SUPPLIER CONFIRM QTY”

• You can enter confirm Qty as new commit. The values in this field must be numeric. Blank cells or
negative numbers are not acceptable

• For split PO line confirmation, please refer to section “Make confirmation for split line in PO Excel
sheet” in this document

Review and confirm Delivery / Ship Date (SUPPLIER CONFIRM DATA)
ETA/ETD column is to indicate the type of request Date. Pls review this column before confirming Date:
• ETA (Estimated Time of Arrival): If it is marked with “ETA” in this field, then the field
“LAST_REQUEST_DATE”, “NEW_REQUEST_DATE” and “SUPPLIER CONFIRM DATE” are considered as
Delivery date

• ETD (Estimated Time of Departure): If it is marked with “ETD” in this field, then the field
“LAST_REQUEST_DATE”, “NEW_REQUEST_DATE” and “SUPPLIER CONFIRM DATE” are considered as
Ship date

By default, all PO lines are considered as ETA in Flex’s system

You are required to communicate with site EBS coordinator or Buyer for agreement if ETD is to be
implemented

Pls enter the commit Dates

The date format must follow the same format as specified;
- The Date should not be blank
- The Date should not be Past Due
- The Date MUST NOT be beyond 31 Dec 2037
Example – The warning message for past due confirmed date:
• For split PO line confirmation please refer to section “Make confirmation for split line in downloaded
PO Excel sheet”
Review and confirm Price (SUPPLIER CONFIRM PRICE )
SUPPLIER CONFIRM PRICE column which is to show supplier confirmed Price
• For a PO line which has not been confirmed, the supplier confirm Price is defaulted per Flex Request
Price (REQUEST_PRICE column)

• For Change PO line, you can review previous confirmed price before confirming. The values in this
field must be numeric. Blank or negative numbers is not acceptable

Review and confirm MPN (SUPPLIER CONFIRM MPN)
SUPPLIER CONFIRM MPN column is used for suppler to confirm MPN (Manufacture Part Number)

• For a PO line which has not been confirmed, the “SUPPLIER CONFIRM MPN” will show the same as
request MPN (REQUEST_MPN column). If request MPN is blank, then the “SUPPLIER CONFIRM MPN”
is blank and you are not required to commit MPN
• For Change PO line, you may review previous confirmed MPN and re-confirm if it is different than
Flex Request MPN. Negative numbers are not acceptable

TO_BE_CONF
Once all data is reviewed and confirmed (Qty, Price, Date and MPN) pls go to column B “TO_BE_CONF”,
pls enter “Y” or “y” as indication to commits and proceed to response to Flex

By default, this field is blank which means no confirmation will be process in Flex system and the PO Line
Item will remain as is

If confirmation is done on Qty, Price, Date or MPN but “TO_BE_CONF” fields is blank, the Purchase
Order Line Item will not be process and the updates will be lost

Save and respond PO confirmation with email
1. Once you have reviewed and made all confirmation, save the Excel sheet as .xlsx format - Any other
format is not acceptable
2. Open the original PO excel email in which you received from Flex

3. You MUST reply to this e-mail by clicking “Reply” button. It will use the same server mail address
[email protected] and the same e-mail subject in the reply message

4. Attach the PO excel confirmation file and send the Mail

Note:
As the email subject contains important information for PO response process, please keep the
default email subject in the reply mail. Do not make any change on the subject

PO Response acknowledgement mail
After submitting the file, it may take 10-15 minutes (depending on the size of the file and the speed of
the network) to process the data in the Flex server and publish to Flex system

Pls keep this in mind when communicating an urgent confirmation to the Buyers

Flex will send an acknowledgement with PO line response status details
Below is the sample of acknowledgement mail, notice the email subject contains: User Id_Subject
(POCONF)_Supplier Id_Company code

It contained
1. Summary Status:
Eg. Summary of PO received: 883
Summary of PO successfully process: 881
Summary of PO unsuccessfully process: 2
2. Details for unsuccessful PO:
Eg. Order 44J010627, item 00010: shipping date/time not available in schedule line
0000000001
Order 44J010627 not saved
3. Details for successfully processed PO without warnings
Details for successfully processed PO with warnings: 44J002060, 44J003361
Eg. Prop.MPN Column is not filled for PO 44J000798 item no 00010
For “unsuccessful PO” please check the error details, make corrections in the file and re-response

NOTE:
⚫ Please make sure that you received acknowledgement mail for all PO commit
⚫ If you do not receive acknowledgement mail, please contact [email protected] for further
guidance by forwarding your previous PO response email (the mail you send to [email protected]
with PO Excel file attached)

⚫ Do not “reply” to the PO line response status mail, use “forward” email to [email protected]
PO exception e-mail
When there is a discrepancy of PO confirmation to Flex request such Qty, Price or MPN, Flex will trigger
exception e-mail to inform about the exceptions

You need to review the details, contact Buyers for discussion and recommit again if necessary

This exception mail is optional

You will receive if Buyers wish to notify you. You need to work with the Buyer to close the exceptions as
these PO were not updated in Flex ERP system unless Buyers agree

Past Due Date Exception mail (Example):
Overcommit Qty Exception mail (Example):
Under commit Qy Exception mail:
Price Exception mail:
MPN Exception mail (Example):

Purchase Order EXCEL EMAIL In general, all suppliers should receive PO excel email. Do consult Flex Site Coordinator / Buyer on the actual schedule for each Flex site. Flex will email …

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Frequently Asked Questions

How do i create a purchase order in excel?

Open Microsoft Excel and select New from the menu on the left. Type in ‘invoice’ using the search bar to browse the available templates. 2. There are no purchase order templates on Excel; but since its format is similar to that of a service invoice, you can use that as your template.

How do i change a purchase order to a count?

Change SUM to COUNT. In Excel, Click on File

What is a purchase order template?

A purchase order is created by the buyer with the intent to engage the services of the the seller. But for the purpose of this tutorial, an invoice template can be used as a reference guide to customize your own purchase order. Using Microsoft Excel can help you draft a purchase order that’s quick and easy!

How do i view and print an automated purchase order?

An automated purchase order has been included on the PO sheet. You can create, view, print or reprint any purchase order by simply copying or entering the appropriate purchase order number into cell H11 on the PO sheet.