Entering and Modifying Supplier for Purchase Part 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 purchase parts 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 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, assign fields to the columns, and complete the importing process to create the supplier.

General exercise for Supplier

Purchase Part

Purpose: The purpose of this exercise is to enter purchased inventory parts that will be connected to the supplier during the main exercises. The instructions in this exercise will explain how to enter the parts by creating the data in a Microsoft® Excel sheet and then importing the data into IFS Applications using SDMan. (You can also enter the purchased inventory 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 a new Excel worksheet 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 more useable purchased inventory parts.
3. Open the SDMan, assign fields to the columns, and complete the importing process to create the new purchased inventory parts.

General exercise for Purchased Inventory Part and Purchase Part

Main Exercises

Purpose: The purpose of this exercise is to learn how to enter and modify suppliers for purchase part information by creating the data in a Microsoft® Excel sheet and then importing the data into IFS Applications using SDMan.

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

Entering Supplier for Purchase Part, Basic

1. Open Excel and select an empty sheet. Optionally rename the active sheet to Suppl for Pur Part NEW.
2. When you create a new purchase part 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 purchased part under the appropriate column headings. The table below shows the mandatory fields in the First Row column and possible values for purchased parts in the Second and Third Row columns. The Comment column in the table indicates information that may be helpful to you as you enter the purchased part 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 logon. (Logon is only required once per session.)
4. Click the Supplier for Purchase Part option. Click Next.
5. Click New, and click Next.
6. While in the Data Range field, either select the Excel lines holding the supplier information, or enter the cell references directly into the Data Range field.
7. 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.
8. Click the Site field, then enter the column where the part number is found, e.g. column B.
9. Repeat until all mandatory fields are mapped, then click Next.
10. Finally, click Finish to finalize creation of new supplier for purchase parts.
11. 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.
12. Open Supplier for Purchase Part and search for the new supplier for purchase parts. Verify the entered data.

Notes:

• You may need to modify the data range so that only erroneous supplier records are selected for the retry. The supplier for purchase parts that were transferred are not possible to transfer once again.

• Column order has no significance for the process. The SDMan will use information according to the mapped column as displayed in the Placement column of the SDMan. Columns that are not mapped, i.e., no value in the Placement column, will not be considered.

Entering Supplier for Purchase Part, Advanced

Use the Excel sample file, Suppl for Pur Part NEW tab to create new suppliers for purchase parts. The sample file contains values for all the fields you can assign for suppliers for purchase parts.

1. Open the Excel sample file, Suppl for Pur Part NEW tab.
2. Edit the Site, Part No, and Supplier ID column values, replacing XX with your initials.
3. Optionally edit the example values.
4. Open the SDMan, and logon. (Logon is only required once per session.)
5. Select the Supplier for Purchase Part option. Click Next.
6. Select the New option. Click Next.
7. Click the Data Range field, then either select the Excel lines holding the supplier information, or enter the cell references directly in 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 Site field, then enter the column where the site information is found, e.g. column B.
10. Repeat until all fields are mapped, then click Next.
11. Finally, click Finish to finalize creation of supplier for purchase parts.
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. Open Supplier for Purchase Part and search for the modified supplier for purchase parts. Verify the entered data.

Note: You may receive errors using the sample data. Main reasons for receiving errors are that basic data does not exist, and that site specific data is missing.

Modify Supplier for Purchase Part, Basic

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally rename the active sheet Supplier for Purch Part MOD.
2. When you modify a supplier for purchase part record in IFS Applications, you must ensure you have data in the key fields that ensure that you modify the correct supplier and part combination. Set up your Excel sheet with one spreadsheet column for each key field and then enter the data under the appropriate column headings. The table below includes the key fields in the First Row column and possible values for purchased parts in the Second and Third Row columns. The Comment column in the table indicates information that may be helpful to you as you enter the purchased part 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. 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 for Purchase Part option. Click Next.
6. Click Modify, and then click Next.
7. While in the Data Range field, either select the Excel lines holding the supplier 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 Site field, then enter the column where the site information is found, e.g. column B.
10. Repeat until all fields to modify are mapped, then click Next.
11. Click Finish to import the data and create the new supplier for purchase parts 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. Open Supplier for Purchase Part and query for the modified supplier for purchase parts. Verify that the data was modified correctly.

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

Modify Supplier for Purchase Part, Advanced

Use the Suppl for Pur Part MOD tab in the Excel sample file to modify supplier for purchase part connections. The sample file contain values for all supplier for purchase parts fields that you can assign.

1. Open the Excel sample file and then click the Suppl for Pur Part MOD tab.
2. Edit the Site, Part No, and Supplier ID column values. Optionally edit any other example values.
3. Open the SDMan, and log on. (Logging on is required only once per session.)
4. Click Supplier for Purchase Part, then click Next.
5. Click Modify and click Next.
6. While in the Data Range field, either select the Excel lines holding the supplier information, or enter the cell references directly into the Data Range field.
7. 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.
8. Click the Site field, then enter the column where the site information is found, e.g. column B.
9. Repeat until all fields are mapped, then click Next.
10. Click Finish to import the data and modify the supplier for purchase part records in IFS Applications.
11. 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.
12. Open Supplier for Purchase Part and query for the modified supplier for purchase parts. Verify that the data was modified correctly.

Note: You may receive errors using the sample data. Main reasons for receiving errors are that basic data does not exist, and that site specific data is missing.

Retrieve Purchase Price, Basic

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally rename the active sheet Retrieve Purchase Price.
2. To retrieve purchase price some fields are keys to find the correct combination of supplier and part. Enter column headings for these fields in the first row of the Excel sheet. Enter corresponding values for the supplier for purchase part line by line. Example values of key fields are found in below table.
3. Enter column heading for the column where the retrieved price should be inserted.

4. Open the SDMan, and log on. (Logging on is required only once per session.)
5. Click Supplier for Purchase Part and click Next.
6. Click Retrieve Purchase Price and click Next.
7. While in the Data Range field, either select the Excel lines holding the supplier 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 Site field, then enter the column where the site information is found (for example, column 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 retrieve the current price information from the supplier for purchase part 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. Open the Supplier for Purchase Part window in IFS Applications and verify that the correct price was retrieved.

Evaluate Price List, Advanced

A new price list has been received from supplier XX. You want to compare the new prices to the ones currently valid.

Use the Excel sample file, Evaluate Price List tab. This is a dummy price list as received from supplier XX.

1. Open the Excel sample file and then click on the Evaluate Price List tab.
2. To be able to compare prices, the Part No, Supplier ID, and Site columns are required. Part number already exist, insert columns for Supplier Identity, and Site then enter supplier ID and site value for all lines price retrieval should be made.
3. New price is stated in the price list, optionally rename the price column as stated from the supplier to New Price.
4. Insert columns for the current price and the result message.
5. Open the SDMan, and log on. (Logging on is required only once per session.)
6. Click Supplier for Purchase Part and click Next.
7. Click Retrieve Purchase Price and then click Next.
8. Click the Data Range field, then either select the Excel lines holding the supplier information, or enter the cell references directly in 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 Part No field, then enter the column where the (purchase) part number is found.
11. Map all remaining fields and then click Next.
12. Click Finish to retrieve the prices.
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 an appropriate cell adjacent to the price information.