smartplant materials expediting export and importspmat.hec.co.kr/marian_webentry/pdfs/bp-c1-mscm-how...

SmartPlant Materials Expediting Export and Import

Version 2007.4 (6.2.5) April 2008 DMAR1-PE-200115A

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Table of Contents

Table of Contents Preface .................................................................................................................................4

Introduction ........................................................................................................................5

Split Shipment ....................................................................................................................7

General Requirements ..................................................................................................7 Split Shipment Process .................................................................................................8

Entering Split Shipments .................................................................................................. 10

Split Tags ..........................................................................................................................15

General Requirements ................................................................................................15 Split Tag Process ........................................................................................................16 Re-loading Additional Tags ........................................................................................21

Packages ............................................................................................................................26

General Requirements ................................................................................................26 Packages Process ........................................................................................................27

Material Certificate Summary (MCS) Process .............................................................32

General Requirements ................................................................................................32 Material Certificate Summary (MCS) Process ...........................................................33

Inspection Release Certificate (IRC) Process ................................................................39

General Requirements ................................................................................................39 Inspection Release Certificate (IRC) Process .............................................................40

Release Note (RN) ............................................................................................................48

General Requirements ................................................................................................48 Release Note (RN) Process .........................................................................................49

SmartPlant Materials Expediting Export and Import 3

Preface

Preface This SmartPlant Materials document describes the expediting/inspection export and import process, It is intended for the expeditors/inspectors and traffic coordinators that update the MSCM expediting/inspection/traffic data on a daily basis.

Send documentation comments or suggestions to [email protected].

4 SmartPlant Materials Expediting Export and Import

mailto:[email protected]?subject=Documentation%20Comments

Introduction

Introduction Each of the methods or tasks described below is displayed in Figure 1, which provides an overview of the SmartPlant Materials process. The tasks are enclosed in the ‘cloud’ text boxes.

• Split Shipment – A split shipment would normally be used with SOT (Standard without Tag) items (Bulks); the basic reason for splitting a shipment is that the supplier agreed this split delivery after PO placement.

• Split Tags – When the Requisition/Purchase Order contains tagged items that during the expediting/inspection/packaging stage require a more detailed breakdown (i.e., vessel and template where only the vessel was specified as a purchase order line item),the Split Tag function allows the Supplier to provide this by using the Excel Template. This template provides these details. The details could contain one or more splits.

• Packages – The Packages functionality allows the supplier to provide the packing list details by using the Excel template. This provides the user with a detailed view on each item shipment item and in which package and in which quantity these can be found.

• Material Certificate Summary (MCS) – Material certification is the collection of papers from the suppliers that certifies the material quality. These typically come from the manufacturer (for example a steel mill).

• Inspection Release Certificate (IRC) – When you visit the supplier and do your own test (for example, hydro test or visual checks) and also check the Materials Certification Summery (MCS), you can issue the inspection certificate. Typically this is the last step before a supplier delivers materials to job site.

• Release Note (RN) – In SmartPlant Materials, the expeditor/traffic coordinator creates a Release Note to indicate which items apply. The expeditor/traffic coordinator takes the Release Note to the supplier. The shipment is actually released when the RN is fulfilled.


Introduction

Reading Operations and Jobsite Materials Management Workflow Process

Construction Management and Smart Plant Materials Interface

Figure 1 SmartPlant Materials Management Workflow


Split Shipment

Split Shipment General Requirements

Ensure the following:

• Microsoft Excel 2002 or 2007 must be installed on the Application Server.

• The project defaults shown in the following graphics must be set.

And


Split Shipment

And

Split Shipment Process A split shipment would normally be used with SOT items (Bulks). A shipment is often split because the supplier agreed to split the delivery after the PO was placed.

This section explains the split shipment process for expediting.

Click MSCM > P.70 Expediting > P.70.71 Expediter Workload. Double click on the menu.


Split Shipment

Click (Run Query) to display the Purchase Orders on the P.70.71 Expediter Workload screen.

Click Export to display the P.70.71 Expediter Workload Window 2 screen.


Split Shipment

Click Export to display the File Download screen.

Click Open.

The Microsoft Excel template opens.

Entering Split Shipments Create the number of splits you need, copy the value of the original line, and adjust the IS Sub field to 2, 3, 4, and so on.

In the P.70.71 Expediter Workload screen, double-click on the correct PO number.


Split Shipment

The P.70.72 Expediting Details screen displays.

Click (Save to File).

Click the Import tab, and then click Browse to navigate to the file you want to import (also referred to as “upload”).


Split Shipment

Click Browse to navigate to the file you want to import.

Select the file and click Open.

After the Upload Feedback message displays, close the window.


Split Shipment

Click OK.

Click OK.


Split Shipment

The lines are imported with the correct split quantity and the correct promised ship date.


Split Tags

Split Tags General Requirements


• Excel 2002 or 2007 must be installed on the Application Server.


And


Split Tags

And

Split Tag Process When the Requisition/Purchase Order contains tagged items that during the expediting/inspection/packaging stage require a more detailed breakdown (i.e., vessel and template where only the vessel was specified as a purchase order line item), the Split Tag function allows the supplier to provide this by using the Excel Template. This template provides these details.

Click MSCM > P.70 Expediting > P.70.71 Expediter Workload. Double-click on menu.


Split Tags

Click (Run Query) to display the Purchase Orders.

Select the correct Purchase Order, and click Export.


Split Tags

When the P.70.71 Expediter Workload Window 2 screen displays, click Export.

Click Open. The Microsoft Excel file displays with the report.

Save the spreadsheet. Send it to the supplier, who can now create the Split Tags.

In the Split column (the first column), X indicates original items and D indicates splits.

Review the information to ensure that all split tags receive a new tag number. If there is not a new tag number, there will be loading errors.

After the supplier is done, the supplier returns the completed file.


Split Tags

On P.70.71 Expediter Workload screen, double-click on the correct PO Number.

The P.70.72 Expediting Details screen displays. Click (Save to File). Select the Import tab. The Export/Import Options screen displays.


Click Browse and navigate to the file you want to import.


Split Tags

Select the file you want to import and click Open. Click OK and the following window displays.

Click X to close this window.

At the following message, click Immediate Update.

Click OK.


Split Tags

The details of the loaded file display.

Up to and including:

Re-loading Additional Tags Taking the file with the original 330 splits, we will now load 350 items (+20 items) to see the effect.


Split Tags

Select the correct Purchase Order in P.70.72 Expediter Workload.

Double-click on the Order Number field to display the P.70.72 Expediting Details screen.


Split Tags

Click (Save to File) and click the Import tab.




Split Tags

Select the file and click Open.

Click Submit Query.

When the Upload Feedback message displays, click X to close the window.


Split Tags

Click OK to close the Export/Import Options screen.


Packages

Packages General Requirements




And


Packages

And

Packages Process The Packages functionality allows the Supplier to provide the packing list details by using the Excel Template. This provides the user with a detailed view on each shipment item as well as in which package and in which quantity these can be found.

Click MSCM > P.70 Expediting > P.70.74 Packages. Double click on menu.

Click the With Release Notes tab.


Packages

Click (Run Query) to display the Release Notes.

Select the correct Release Note Number, and click Export.


Packages

At the P.70.74 Packages Window 3, click Export.

Click Open.


Packages

Save the file. Send it to the supplier, who can now create the packages.

The supplier will create the finished packages and send the file back to you.

Click (Save to File). Click the Import tab.




Packages

Select the file you want to load, and click Open. Click OK.

Click X to close this window

The following message displays if you are using an unknown container number.

Click Yes.

Click OK.

The details of the loaded file display.


Material Certificate Summary (MCS) Process

Material Certificate Summary (MCS) Process General Requirements




And



And

Material Certificate Summary (MCS) Process Material certification papers from suppliers certify the material quality. These typically come from the manufacturer, for example, a steel mill.

Select the Purchase Order you want to issue to the supplier. Click Export.



The P.70.72 Expediter Workload Window 2 screen displays.

Enter the path to the Microsoft Excel spreadsheet template that you want to use for the Purchase Order.

You can export with or without MCS. If you export with MCS, you must first create the MCS header in P.70.72 Expediting Details.

In this sample, we export using the Without MCS option, so the supplier will define the MCS number and date.

Click Export.

Click Open to see the generated MS Excel spreadsheet.



Send the spreadsheet file to the supplier to complete. The supplier will first create an MCS number and date. Then, the supplier will add this MCS number to the correct items, add the date, and identify the MCS quantity.

The supplier will send the updated spreadsheet back to you.

When you receive the updated spreadsheet, you are ready to import it into SmartPlant Materials.

Start at the P.70.72 Expediting Details screen.

Click (Save to File).



Click Browse and navigate to the file you want to import.


Click Open.

Click X to close the window.



Check Insert, Update, and Stop on Error. Click OK to begin the import.

A message appears when the import finishes. Click OK.



The imported information displays in P.70.72 Expediting Details.

And

And under the MCS tab:


Inspection Release Certificate (IRC) Process

Inspection Release Certificate (IRC) Process General Requirements




And



And

Inspection Release Certificate (IRC) Process The Inspection Release Certificate (IRC) process is completed by the shop inspector, unlike the Material Certificate Summary (MCS) process, which is completed by the supplier. The IRC process can work in these two ways:

• The supplier gives a copy of the MCS template to the inspector during the shop visit.

• The expeditor/inspection coordinator issues the IRC template to the inspector.



Select the Purchase Order you want to issue to the Inspector, and click Export. The Purchase Order is a Microsoft Excel spreadsheet.



The P.70.71 Expediter Workload Window 2 screen displays. Click Export.



Click Open.

Complete the file information, following the example of the included template.



Display the P.70.22 Expediting Details screen. Click (Save to File).

Click the Import tab and then Browse to navigate to the file you want to import.



Click Browse again in the next window and navigate to the file you want to import.

Select the file you want to import. Click Open.

Click Submit Query.

When the Upload Feedback message displays, click X to close the window.



Click OK to complete the import.

Click OK on the Import Finished message.



The results display in the IRC tab and the P.70.22 Item Shipments tab, as shown in the following two graphics.


Release Note (RN)

Release Note (RN) General Requirements




And


Release Note (RN)

And

Release Note (RN) Process This process is different in the way that the Release Note (RN = Release for actual shipment) is normally made by the expeditor/traffic coordinator in SmartPlant Materials prior to the supplier using this to indicate which items would be applied to this RN.

Click MSCM>P.70 Expediting>P.70.71 Expediter Workload. Double-click on the

menu. Click (Run Query) or F8 to activate the screen.


Release Note (RN)

Select the Purchase Order for which you want to create a Release Note. Double-click Order Number.

In the P.70.72 Expediting Details screen, click the Release Note tab.


Release Note (RN)

Complete the Release Note Date and, as a Forecast, the Delivery Date fields.

Click Save and return to the P.70.71 Expediter Workload screen.

Select the Purchase Order you want to export and click Export.


Release Note (RN)

Click Open.

The template displays. Select the RN worksheet tab at the bottom of the spreadsheet template.

You can see the RN header data as it was entered in SmartPlant Materials.

Send the file to the supplier. The supplier will cut and paste to add the RN number in the ISH tab and enter the correct RN quantity to indicate if all (whole) or part of an item will be ready for actual shipment.


Release Note (RN)

After the supplier is finished entering the data, you are ready to issue the file to the expeditor/traffic coordinator. The expediter/traffic coordinator will import the updated file.

On screen P.70.72 Expediting Details, click the Release Notes tab.

Click (Save to File) to start the import process.


Release Note (RN)



Select the file you want to import (upload) and click Open.

Click Submit Query.


Release Note (RN)

Click X to close the window.

Check Insert, Update, and Stop on Error. Click OK to begin the import.

A message appears when the import finishes. Click OK.


Release Note (RN)

Because we did not put the full quantity of 100 but only 50 into our spreadsheet, SmartPlant Materials creates a second line with the 50 not on this RN.


Release Note (RN)

Click the Release Notes tab and then click Details in the bottom of the screen. We can see that also the item with quantity of 50 has been created.

In this final step, you are ready to approve the RN. Click the Approve release note button.


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