Entering and Modifying Supplier Agreements Using Spreadsheet Data Manager—Exercises

Basic Data Setup

Supplier

Purpose: The purpose of this exercise is to enter the supplier that will be connected to the supplier agreement during the main exercises. The instructions in this exercise will explain how to enter the supplier by creating the data in a Microsoft® Excel sheet and then importing the data into IFS Applications using the Spreadsheet Data Manager (SDMan). (You can also enter the supplier in IFS Applications. Follow the first link at the bottom of the exercise if you need detailed instructions.)

Windows:
(SDMan is installed locally and then is available from the IFS Applications menu within Excel.)
Suppliers - Procurement Specific Information
Supplier

1. Open a new Excel worksheet and enter column headings for the values required to create a new supplier.
2. Enter all required values. If you want, you can enter additional column headings and values to create a more useable supplier record.
3. Open the SDMan, map the columns, and complete the importing process to create the supplier.

General exercise for Supplier (in IFS Applications) or Entering New Supplier (using SDMan).

Purchase Part

Purpose: The purpose of this exercise is to enter purchased inventory parts that will be connected to the supplier agreement during the main exercises. You can enter the parts by creating data in an Excel sheet and then importing the data into IFS Applications using SDMan. (You can also enter the parts in IFS Applications. Follow the first link at the bottom of the exercise if you need detailed instructions.)

Windows:
(SDMan is installed locally and then is available from the IFS Applications menu within Excel.)
Purchase Part
Inventory Part
Part Information Analysis

1. Open Excel and enter column headings for the values required to create new purchased inventory parts.
2. Enter all required values. If you want, you can enter additional column headings and values to create a more useable part records.
3. Open the SDMan, map the columns, and complete the importing process.

General exercise for Purchase Part (in IFS Applications) or Purchased Inventory Part (using SDMan).

Supplier Assortment

Purpose: The purpose of this exercise is to enter the supplier assortments that will be connected to the supplier agreement in the main exercises.

Windows:
Supplier Agreement/Supplier Assortments

1. Open the Supplier Agreement/Supplier Assortments tab.
2. Either create new assortments or verify that assortments that you can use already exist.
3. Save the record(s).

General exercise for Setting Up Supplier Agreements

Required Data

Supplier Agreement Header

Purpose: The purpose of this exercise is to enter the supplier agreement header. You will enter the supplier agreement header directly into IFS Applications. (You cannot create these headers by importing the data with SDMan.)

Windows:
Supplier Agreement

1. In IFS Applications, enter a supplier agreement header.

General exercise for Entering Supplier Agreement

Main Exercise

Purpose: The purpose of this exercise is to learn how to enter supplier agreement part/assortment information using the SDMan tool.

Windows:
(SDMan is installed locally and then is available from the IFS Applications menu within Excel.)
Supplier Agreement.

Entering Supplier Agreement Part

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally name the active sheet Supplier Agreement Part NEW.
2. When you create a new part line for a supplier agreement for IFS Applications, data in many fields is mandatory. Set up your Excel sheet with one spreadsheet column for each mandatory field and then enter the data for each supplier agreement part under the appropriate column headings. The table below shows the mandatory fields in the First Row column and possible values for supplier agreement parts in the Second and Third Row columns. The Comments column in the table indicates information that may be helpful to you as you enter the supplier agreement data. (The table below shows the fields listed down in one column even though they will be listed across in one row on your spreadsheet. This is because it is impractical to fit all the mandatory fields horizontally in this file.)

3. When you have entered the data, select Spreadsheet Data Manager from the IFS Applications menu and then log on to SDMan using your Windows logon. You will need to log on to SDMan only once during an Excel session. Note: For your user name, use the form <Domain>\<User Name>, e.g., EUROPE\MANDERSSON.
4. Click the Supplier Agreement option. Click Next.
5. Click the Part option. Click Next.
6. Click the New option. Click Next.
7. While in the Data Range field, either select the Excel lines holding the supplier agreement part information, or enter the cell references directly into the Data Range field.
8. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
9. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
10. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
11. Click Finish to import the data and create the new supplier agreement part lines in IFS Applications.
12. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
13. In IFS Applications, open the Supplier Agreement window and search for the appropriate supplier agreement number. Click the Parts tab and verify that the new data was entered correctly.

Notes:

• You may need to modify the data range so that only erroneous supplier agreement part records are selected for the retry. You cannot transfer the supplier agreement part lines that were transferred previously.

• The order of the columns has no impact on the process. SDMan will use the mapping information displayed in the SDMan Placement column. Any columns that are not mapped (i.e., no value appears for them in the Placement column) will not be imported into IFS Applications.

Entering Supplier Agreement Assortment

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally name the active sheet Supplier Agreement Assortment NEW.
2. When you create a new assortment line for a supplier agreement for IFS Applications, data in many fields is mandatory. Set up your Excel sheet with one spreadsheet column for each mandatory field and then enter the data for each supplier agreement assortment under the appropriate column headings. The table below shows the mandatory fields in the First Row column and possible values for supplier agreement assortments in the Second and Third Row columns. The Comments column in the table indicates information that may be helpful to you as you enter the supplier agreement assortment data. (The table below shows the fields listed down in one column even though they will be listed across in one row on your spreadsheet. This is because it is impractical to fit all the mandatory fields horizontally in this file.)

3. Open the SDMan, and log on. (Logging on is required only once per session.)
4. Click the Supplier Agreement option. Click Next.
5. Click the Assortment option. Click Next.
6. Click the New option. Click Next.
7. While in the Data Range field, either select the Excel lines holding the supplier agreement assortment information, or enter the cell references directly into the Data Range field.
8. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
9. Click the Agreement No field, then enter the letter for the Excel column that contains the agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
10. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
11. Click Finish to import the data and create the new supplier agreement assortment lines in IFS Applications.
12. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
13. In IFS Applications, open the Supplier Agreement window and search for the appropriate supplier agreement number. Click the Supplier Agreement Assortment tab and verify that the new data was entered correctly.

Notes:

• You may need to modify the data range so that only erroneous supplier agreement assortment records are selected for the retry. You cannot transfer the supplier agreement assortment lines that were transferred previously.

• The order of the columns has no impact on the process. SDMan will use the mapping information displayed in the SDMan Placement column. Any columns that are not mapped (i.e., no value appears for them in the Placement column) will not be imported into IFS Applications.

Modify Supplier Agreement Part

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally name the active sheet Supplier Agreement Part MOD.
2. When you modify an existing supplier agreement part line, certain key fields enable you to locate the correct supplier agreement line to modify. On the Supplier Agreement Part MOD sheet, enter column headings for these key fields in the first row of the Excel sheet. Enter corresponding values for the supplier agreement part line by line. Example values for these key fields are found in the table below.
3. Decide which data you will modify and then add the appropriate column headings and field values for these fields on the Excel sheet. The table below shows example changes you could make.

4. Open the SDMan, and log on. (Logging on is required only once per session.)
5. Click the Supplier Agreement option. Click Next.
6. Click Part and click Next.
7. Click Modify and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier agreement part information, or enter the cell references directly into the Data Range field.
9. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to finalize the modifications to the supplier agreement part lines in IFS Applications.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
14. In IFS Applications, open the Supplier Agreement window and search for the appropriate supplier agreement number. Click the Parts tab and verify that the modified data was entered correctly.

Note: You may need to modify the data range so that only erroneous supplier agreement records are selected for the retry. The supplier agreement records that were modified OK is not necessary to transfer once again.

Modify Supplier Agreement Assortment

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally name the active sheet Supplier Agreement Assortment MOD.
2. When you modify an existing supplier agreement part line, certain key fields enable you to locate the correct supplier agreement line to modify. On the Supplier Agreement Assortment MOD sheet, enter column headings for these key fields in the first row of the Excel sheet. Enter corresponding values for the supplier agreement part line by line. Example values for these key fields are found in the table below.
3. Decide which data you will modify and then add the appropriate column headings and field values for these fields on the Excel sheet. The table below shows example changes you could make.

4. Open the SDMan, and log on. (Logging on is required only once per session.)
5. Click the Supplier Agreement option. Click Next.
6. Click Assortment and click Next.
7. Click Modify and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier agreement assortment information, or enter the cell references directly into the Data Range field.
9. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to finalize the modifications to the supplier agreement assortment lines in IFS Applications.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
14. In IFS Applications, open the Supplier Agreement window and search for the appropriate supplier agreement number. Click the Supplier Agreement Assortment tab and verify that the modified data was entered correctly.

Note: You may need to modify the data range so that only erroneous supplier agreement records are selected for the retry. The supplier agreement records that were modified OK is not necessary to transfer once again.

Retrieve Supplier Agreement Price

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally name the active sheet Retrieve Agreement Price.
2. When you retrieve the supplier agreement price, certain key fields enable you to locate the correct supplier agreement line to modify. On the Retrieve Supplier Agreement Price sheet, enter column headings for these key fields in the first row of the Excel sheet. Enter corresponding values for the supplier agreement part line by line. Example values for these key fields are found in the table below.
3. Enter a heading for the column where the retrieved prices should be inserted. The table below indicates a suggested setup for your Excel sheet. Remember that the table shows the fields listed down in one column even though they will be listed across in one row on your spreadsheet.

4. Open the SDMan, and log on. (Logging on is required only once per session.)
5. Click the Supplier Agreement option. Click Next.
6. Click Part and click Next.
7. Click Retrieve Supplier Agreement Price and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier agreement part information, or enter the cell references directly into the Data Range field.
9. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to fetch the current supplier agreement price information.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
14. In IFS Applications, open the Supplier Agreement window and search for your supplier agreement and click the Parts tab. Verify that the correct price was retrieved.

Retrieve and Evaluate Supplier Agreement Price

If you have negotiated new prices for an existing supplier agreement, you often want to compare the new prices to the existing prices on the supplier agreement before you update the supplier agreement.

1. Click on the Supplier Agreement Assortment NEW worksheet that you created in an earlier exercise.
2. Insert a new column in the worksheet to be used to display the existing price. Enter column heading Current Price.
3. Open the SDMan, and log on. (Logging on is required only once per session.)
4. Click the Supplier Agreement option. Click Next.
5. Click Part and click Next.
6. Click Retrieve Supplier Agreement Price and click Next.
7. While in the Data Range field, either select the Excel lines holding the supplier agreement part information, or enter the cell references directly into the Data Range field.
8. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
9. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
10. Click the Buy Unit Price field, then enter the letter for the Excel column for the Current Price.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to finalize the price retrieval.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
14. Enter a comparison formula in a cell adjacent to the retrieved price information to compare current price with the new prices received form the supplier.

Retrieve Supplier Agreement Discount 

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally name the active sheet Retrieve Blkt Assortment Disc.
2. When you retrieve the supplier agreement assortment discount, certain fields are required to locate the correct supplier agreement assortment to retrieve the supplier agreement discount from. On the Retrieve Blkt Assortment Disc worksheet, enter column headings for these key fields in the first row of the Excel sheet. Enter corresponding values for the supplier agreement assortment line by line. Example values for these key fields are found in the table below.
3. Enter a heading for the column where the retrieved prices should be inserted. The table below indicates a suggested setup for your Excel sheet. Remember that the table shows the fields listed down in one column even though they will be listed across in one row on your spreadsheet.

4. Open the SDMan, and log on. (Logging on is required only once per session.)
5. Click the Supplier Agreement option. Click Next.
6. Click Assortment and click Next.
7. Click Retrieve discount per assortment and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier agreement assortment information, or enter the cell references directly into the Data Range field.
9. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to retrieve the current supplier agreement discount information.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
14. In IFS Applications, open the Supplier Agreement window and search for your supplier agreement and click the Supplier Agreement Assortment tab. Verify that the correct discount was retrieved.

Retrieve and Evaluate Supplier Agreement Discount

If you have negotiated new assortment discounts for an existing supplier agreement, you often want to compare the new assortment discounts to the existing assortment discounts on the supplier agreement before you update the supplier agreement.

1. Click on the Supplier Agreement Part NEW worksheet that you created in an earlier exercise.
2. Insert a new column in the worksheet to be used to display the existing assortment discount. enter column heading Current Assortment Discount.
3. Open the SDMan, and log on. (Logging on is required only once per session.)
4. Click the Supplier Agreement option. Click Next.
5. Click Assortment and click Next.
6. Click Retrieve discount per assortment and click Next.
7. While in the Data Range field, either select the Excel lines holding the supplier agreement part information, or enter the cell references directly into the Data Range field.
8. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
9. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
10. Click the Discount field, then enter the letter for the Excel column for the Current Assortment Discount.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to retrieve the existing discount information.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
14. Enter a comparison formula in a cell adjacent to the retrieved assortment discount information to compare current assortment discount to the new assortment discount received from the supplier.

Retrieve Current Supplier Agreement Quantity per Part

When you are going to re-negotiate an existing supplier agreement you often want to know how much you have bought against the supplier agreement during a period. This information can be retrieved to the Excel sheet and used when deciding the maximum quantity for a supplier agreement part line.

Note: This exercise requires that you have some purchase orders with part lines registered on the supplier agreement so that the current quantity for the supplier agreement is updated.

1. Use the Supplier Agreement Part MOD worksheet that you created in an earlier exercise.
2. Insert new columns in the worksheet to be used to display the date and the current quantity.
3. In the new Date column, enter a date within the period for which you want to retrieve the current quantity.
4. Open the SDMan, and log on. (Logging on is required only once per session.)
5. Click the Supplier Agreement option. Click Next.
6. Click Part and click Next.
7. Click Retrieve current quantity per part and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier agreement part information, or enter the cell references directly into the Data Range field.
9. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to retrieve the existing quantity information.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.

Retrieve Current Agreement Amount per Assortment

When you are preparing to renegotiate an existing supplier agreement, you often want to know how much you have bought against the supplier agreement during a period. You can export this information to an Excel sheet to help you decide the maximum amount for a supplier agreement assortment line.

Note: This exercise requires that you have some purchase orders with assortment lines registered on the supplier agreement so that the current amount for the supplier agreement is updated.

1. Click on the Supplier Agreement Assortment MOD worksheet that you created in an earlier exercise.
2. Insert new columns in the worksheet for date and current amount to be used to display the date and existing amount.
3. In the new Date column, enter a date within the period for which you want to retrieve the current quantity.
4. Open the SDMan, and log on. (Logging on is required only once per session.)
5. Click the Supplier Agreement option. Click Next.
6. Click Assortment and click Next.
7. Click Retrieve current amount per assortment and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier agreement assortment information, or enter the cell references directly into the Data Range field.
9. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Agreement No field, then enter the letter for the Excel column that contains the supplier agreement number. For example, if your Excel Agreement No column is column B, you would enter B.
11. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
12. Click Finish to retrieve the existing amounts.
13. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.

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