For Large Buying Organizations such as retailers and manufacturers, OpenText™ Active Orders is an end-to-end transaction automation and visibility solution that provides complete transaction management and 360° supply chain visibility with all suppliers, including those who are not digitally enabled. Unlike manual integration and collaboration processes, our solution enables an automated and fully integrated P2P process, allowing customers to collaborate efficiently with all their suppliers and ultimately improving business performance.
The best part is that your suppliers can see the same information you see. So if you need to get on the phone to work through an issue, both parties are looking at the same information. Active Orders stores the full revision history so you can see the original PO as well as any acknowledgements, changes, or cancellations. And we automatically identify any discrepancies with orders, shipments or invoices so you can skip the finger-pointing and move quickly to resolving the issues.
Improve supply chain performance through faster identification of order-related problems and ongoing monitoring of key performance indicators (KPIs). Using an exception-based structure, OpenText Active Orders highlights potential supply chain issues before they impact your bottom line.
Order Tracking and History
Active Orders provides a real-time view into purchase orders and associated changes. All orders generated by the buyer’s ERP application can be communicated to suppliers via EDI, XML or a web interface. Businesses using Active Orders have been able to improve buyer and supplier productivity by up to 25 percent by removing paper from communications and minimizing the use of costly and error-prone manual interactions.
Order Response and Commitments
Upon reviewing the details of the order, suppliers can accept, reject or propose changes to the order through comprehensive order acknowledgement capabilities. Buyers can configure Active Orders for suppliers to acknowledge the entire order or individual line items. With order acknowledgements, suppliers can also provide detailed ship schedules and quantity commitments.
Purchase Order Changes
As buyers initiate order changes, Active Orders automates delivery of updates to the order and maintains a history of order revisions down to the line level. By tracking PO changes electronically, buyers and suppliers can significantly reduce the frequency of exceptions in the order fulfillment process.
Suppliers have the option to receive automated email alerts when a new or changed order arrives. Notifications can be sent to end users responsible for order fulfillment, customer service and sales functions. Auto notification enables users to identify changes to order contents, quantities and delivery dates that the supplier might not be able to achieve.
Mobile Order Inquiry Application
Suppliers can receive new order notification, search, view status, and accept or reject orders from a mobile app. Buyers can search and view order status.
Advance Shipment Notification (ASN) Creation
Suppliers can generate ASNs specifying the details of the contents, arrival date and transportation carrier for an upcoming delivery. ASN fields can be pre-populated from the original purchase order via a “turnaround” – reducing the likelihood of data errors.
In addition to data quality provided via streamlined business processes, more than 180 document-level business rules can be configured to match buyer specific business processing – further enhancing data accuracy. Rules can also be set at the community level with the ability to override them for specific suppliers.
Warehouse Management System (WMS) Integration
Ship notices are directly transmitted into the buyer’s WMS.
Active Orders enables suppliers to create and print barcode labels to be affixed to physical shipment containers. When a shipment arrives at a warehouse, the barcode label can be matched against the corresponding ASN in the WMS to facilitate rapid check-in.
The buyer can send an electronic goods receipt to the supplier. The proof of delivery can be used as a trigger for billing or a closed loop signal to track shipment status.
Logistics Track and Trace
Carriers and logistics providers can provide shipment status updates via EDI or via the web portal. Logistics reports against shipments provide real-time visibility to where your shipment is with estimated time of arrival (ETA). You can be alerted of late shipments with updates to ETA based on actual activity dates and times.
Increased accounts payable productivity
Suppliers can view the status of their outstanding invoices through the web portal. Self-service eliminates the need for a supplier’s collections staff to phone the buyer’s accounts payable staff about invoices. As a result, the volume of phone calls to your accounts payable centers decreases and your staff productivity increases.
Electronic invoicing can automate much of the invoice capture, validation and matching processes, thereby reducing the time required for approval. This enables buyers to negotiate trade discounts with suppliers for early payment.
Active Orders can eliminate a significant percentage of the manual work required to validate and match invoices by performing buyer-configurable data quality checks and thresholds before the documents are delivered to the buyer’s systems.
Supply Chain Finance
Companies may also choose to route invoices to third-party financial institutions that offer supply chain finance services.
Access to remittance information
Active Orders displays remittance advice from buyers to suppliers, identifying the payment settlement date, as well as the payment amount. Using remittance advice, suppliers’ accounts receivable groups can easily identify which payments are related to which invoices and identify any discounts taken.
The majority of goods received into warehouses/distribution centers are not destined to stay there very long. Shipments are to be forwarded to another location, such as a nearby manufacturing plant, a retail store, or a customer location. In a cross-docking scenario, goods are immediately moved from the receiving dock to the outbound dock. Informed by an ASN and barcode as to what has arrived and where, the warehouse management system can now route cartons internally though automated conveyor systems for cross-docking.
Direct store delivery (DSD)
In the highly competitive retail market it is vital that there is always stock on hand to meet consumer demand. DSD enables a retailer to order goods for delivery directly to its stores, bypassing the retailer’s distribution centers, shortening delivery time and helping to ensure there is stock on hand to meet consumer demand.
Vendor Managed Inventory (VMI)
In this supply chain best practice, the buyer of a product provides inventory visibility to trusted suppliers and relies on the supplier to manage the buyer’s product inventory at the buyer’s location(s). VMI reduces the likelihood of out-of-stock situations and reduces inventory in the supply chain. In some cases, the buyer doesn’t pay for the goods until they are sold, reducing buyer risk. With Active Orders, buyers indicate their VMI preferences and provide item master data and inventory reports to their suppliers. Suppliers then evaluate the replenishment plan proposed by the Active Orders VMI engine and can subsequently return sales orders or shipping schedules to the buyer to ensure maintenance of appropriate stock levels.
Evaluated Receipt Settlement (ERS)
ERS (also called self-billing) is a business process in which goods are purchased and paid for without exchanging an invoice. Rather, upon receipt of goods ordered, the buyer confirms the shipment accuracy (i.e., right products, correct quantities) and sends payment to the supplier based on the pricing in the purchase order. Because invoice processing is eliminated, the procure-to- pay process is greatly streamlined.
Additional processes, such as Distribution Center Bulk Pack, Mark for End Location Shipments, Drop Ship, and End Consumer Delivery can be custom configured in Active Orders.
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