Customer Service Digital Playbook
ASCO Hub Customer Service Digital Playbook
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Playbook Rev. Nov 2025
High Level Flow
Australia / New Zealand
E2E Order Management Supply Chain (SAP Bridge)
INCOTERM ASCO FP US to Schneider Electric Australia/ New Zealand Front Office : FCA Factory Schneider Electric Australia/ New Zealand Front Office to Customer: DAP Customer Site
1. Pre-sales 2. Order 3. Purchase Order 4. Shipment (US/TX->ANZ) 5. Delivery Customer 6. Invoicing 7. Others (warranty, sample, wrong shipment/RMA) 8. Reportings
AUSTRALIA/NEW ZEALAND
1
PRE-SALES
Receive quotation and review
OG
Customer
Inform selling price to Country management to let them decide final selling price to Sales.
Offer
Markerter
Receive quotation inquiry from OG customer
Quote final selling price to customer
Project Tendering Engineer
Country Sales/
Check the CSC of BOM/CAT# from JDE
Perform Gross margin simulation using ASCO Pricing form
YES
Provide Selling Price information back to Offer Marketing Manager
CSC available?
NO
Send request to ASCO AE via Email or Synergy (Infoweb) for new BOM/CSC creation and AE return CSC file via email back to CS. After get CSC from AE, perform Gross margin check again
YES
Price simulation approve?
ASCO Hub CS
Double check and re-submit for approval again
NO
NOTE:- 1. ASCOPricing Form only allow disclose approved authorized country Offer Marketing Manager, Finance Manager & BVP only. 2. To check on country SAP master material if the material number (PPATS_XXXX) is available in the local sales organization. If NOT, need request Country Offer Marketing Manager initiate material creation in the One Shuttle system and SAP via IT.
FORMS:- CSC File ASCO Pricing Form
2
AUSTRALIA/NEW ZEALAND
2
ORDER
Receive revised selling price and review
OG
Customer
Send firmed purchase order ( PO), quotation and JDI via email to Hub CS
1. revert back OG customer on new revised selling price 2. IF compliance trade NOT approve, inform customer to reject the order.
Country Sales/ Project Tendering
Engineer
1> Prepare SAP Sales Order Entry form byfilling in:- => Customer Name, => Customer PO# => Project Name => Request Date => BOM# => Description => Order quantity => Serial# => Transfer price(USD) => Selling price (AUD/NZD) => Total price ( AUD/NZD) 2> Send Customer PO, Quotation + SAP Order Entry form to SEAU FO CCC via email [ au.estimating@schneider electric.com ] for order booking into SAP BRIDGE. 3> SEFO CCC will send Sales Order# to OG customer and notify ASCO CS via email order booked in SAP under SOXXX. 4> ASCO CS check SAP accuracy order data entry.
1> Proceed order booking in JDE BP100 and add 3A hold code. 2>Perform compliance screening on customer and project details via E2open system. • IF E2Open shown APPROVE => Proceed order • Else, send to regional US compliance team to check. 2A> IF US compliance screening is APPROVED => proceed order booking by submitting customer PO & SAP Sales Order Entry form. 2B> Else, feedback to Sales/customer RED flag order detected, should STOP process the order. 3> check country SAP master material if material number (PPATS_XXXX) is available in the local sales organization. Else, can request country Offer Marketing Manager to initiate material creation in One Shuttle and SAP via IT.
Check the correctness of order details: BOM#, Catalogue#, Description, Pricing and process ASCO Pricing Form to validate order margin and perform Trade Screening if compliant.
YES
Item margin approve?
ASCO Hub CS ASCO Mgmt
NO
Notify Sales to get customer to revise PO pricing or seek country management approval......
Escalate to factory compliance team for investigation of RED flag
YES
Approved?
NO
FORMS:- ASCO Pricing Form ASCO Sales Order Entry Form E2Open Screening result Customer PO JDI
NOTE:- *ASCO Pricing Form Minimum approve CCO margin is 45%, otherwise required approval from Country VP. *If customer account under credit block for booking/PO creation. ASCO CS to notify country CFO for credit limit enhancement. *Any change order (QTY,Pricing) will be start from Order flow _STEP 2. *Qty change is allowed to be reduce in same line, increase qty requires create new line.
3
AUSTRALIA/NEW ZEALAND
PURCHASE ORDER B2B (GCR)
3i
Upload order documents to Infoweb Record Retention ( RSS): 1) Customer PO 2) SAP I.G PO 3) JDI • POXXXX-00,POXXXX-01 • EDXXXX-00,EDXXXX-01 -> Filename PO : (PO document,modification,cancallation) -> ED for completed export docs/shipping documents send by 4) Trade Screen result. >> Naming Convention
Monitor Schedule Ship Date ( SSD ) from Infoweb regularly and update AB/LA date back to SEFO CCC, Sales and customer accordingly. Any changes of date/issues, ASCO CS will also notify each party as well.
Submit these documents to BFO via asco.apac@se.com 1. Customer PO 2. Customer quotation (if any) 3. JDI 4. Screenshots of BP100 order entry 5. SAP I.G PO 6. Trade Screening
3 way checking against Customer PO, SAP order, JDE - BOM -Quantity - Pricing
Enter the I.G PO# back to the created FPSO# in JDE BP100 and release 3A hold code in JDE.
ASCO Hub CS Country FO CCC
ASCO shipping team. -> XXXXX- is the SO#.
Order type 1: B2B (GCR)
1> Received SAP Sales Order Entry form + Customer PO + Quotation from Hub CS, proceed order booking into SAP BRIDGE. 2> Inform ASCO CS the booked Sale Order# after order entered into SAP ( usually 1-2 working days) via email. 3> Notify Global Supply Chain, GSC team ( EAJ Replenishment) to convert Purchase Requisition (PR) to Purchase Order ( I.G PO) via same email.
Issue SAP I.G PO (USD) to ASCO Hub CS via email. ( 1-2 working days)
Team
GSC Procurment
NOTE:- *IF customerwanted to make any changes to the first inital loaded PO; changing BOM# or order quantity, STEP 2 Order progress will repeat.
*Change qty or Cancel order - Raise CR to planner change JDE WO qty. - Then follow by change qty in JDE SO qty. - JDE engineering notes need to add in JDE sales order line.
FORMS:- SAP I.G PO (B2B_GCR sample) ASCO New refs 2024 Pacific ( 23CTO + 14SCR )
*Swap order and Pre-Order - Control by ASCO hub CS via BFO CR.
4
AUSTRALIA/NEW ZEALAND
PURCHASE ORDER Safety stock( SCR )
3ii
Upload order documents to Infoweb Record Retention ( RSS):
Monitor Schedule Ship Date ( SSD ) from Infoweb regularly and update AB/LA date back to SEFO CCC accordingly. Any changes of date/ issues, ASCO CS will also notify each party as well.
Submit these documents to BFO via asco.apac@se.com 1. SAP I.G PO 2. JDE BP100 SO# order detailed (pdf)
1) SAP I.G PO
Ensure accuracy, check against I.G PO and JDE SO detailed:- - BOM - Catalogue -Quantity
> Naming Convention • POXXXX-00,POXXXX-01 • EDXXXX-00,EDXXXX-01 -> Filename PO : (PO document,modification,cancallation) - > ED for completed export docs/shipping documents send by
Process I.G PO in JDE BP100.
ASCO Hub CS
ASCO shipping team. -> XXXXX- is the SO#.
Issue SAP I.G PO ( USD) to ASCO Hub CS via email for Sydney Distribution Centre (DC) stock. > Total 14 SCR ( Standard Commercial Reference) ( Eg: PPATS_1043022 ) Order type 2: Safety stock (SCR)
Team
GSC Procurment
NOTE:- *IF customer wanted to make any changes to the first inital loaded PO; changing BOM# or order quantity, STEP 2 Order progress will repeat.
FORMS:- SAP I.G PO ( SCR sample) ASCO New refs 2024 Pacific ( 23CTO + 14SCR )
*Change qty or Cancel order - Raise CR to planner change JDE WO qty. - Then follow by change qty in JDE SO qty. - JDE engineering notes need to add in JDE sales order line.
*Swap order and Pre-Order - Control by ASCO hub CS via BFO CR.
5
AUSTRALIA/NEW ZEALAND
SHIPMENT (US or TX-ANZ) Direct Drop (B2B): GCRs
4
1> Prepare the export shipping document in excel and COO. 2> Release export shipping document + COO to ASCO logistic team.( logistics@ascopower.com via email quoting Shipment Itinerary# or SPOT ID#. 3> Send Pre-alert email to US origin forwarder quoting the Shipment Itinerary# or SPOT ID#. 4> Update JDE with forwarder details, Incoterm, freight term, ship mode, delivery address and release 6S hold code. 5> Notify both FO CCC and local transport team paperwork had been released to US factory for 1> Receive same copies of completed CIPL + COO from ASCO shipping team and forward same to FO CCC and country local transport team for their follow up of Inbound shipment: DIRECT DROP to Customer. ( GCRs) 2> Upload Invoice and packing list to Infoweb Record Retention, RSS 1. Received completed shipping document, Invoice & Packing list + COO from Hub CS. 2. Update CUSTOMER shipment ETA schedule upon getting information from the local ANZ transport team.
Confirm Shipping Instruction to ASCO CS include:- i) Delivery address to customer
ii) Customer contact details iii) Customer email address
Country FO CCC ASCO Hub CS
1> Upon receipt Shipping Instruction, confirm with GSC Transport team Shipment Itinerary# as per MLTRC. IF lane was setup 2> Hub CS proceed organise export shipping document. IF lane was not setup 3> SPOT ID need to be raised. CS will assist filling up the Freight Quote Request form and submit via email to: @SM APA PAC FreightQuotes and email copy to SEFO CCC
DIRECT DROP: GCRS Prior order completion, ASCO CS will coordinate the following : 1> check with Country FO CCC for their Shipping Instruction ( AIR/OCEAN) by providing the estimated packing details of order shipment. 2> check with local transport team for SE appointed forwarder for AIR/OCEAN as per MLTRC and shipment Itinerary#. 3> To check/confirm US origin freight forwarder full contact details .
IF Lane was setup 1> Shipment Itinerary# will be provided to ASCO CS to organise export shipping document to US factory. IF Lane was NOTsetup 2> SPOT ID quote will be raised against forwarders to
1> Received Shipment ETA schedule from the US freight forwarder. 2> Feedback Shipment ETA to AU FO CCC.
Once awarded, notify ASCO CS the SPOT ID# via email, cc copy SEFO CCC. ASCO CS can proceed prepare shipping
GSC
Logistic/transpor t team
1> received export paperwork from ASCO CS, review correctness update in JDE and release to TX/NC shipping team. IF ERROR, feedback to CS for amendment. 2> Once units are completed and packaged, shipping team will email US forwarder for freight collection with completed shipping document ( Invoice and packing list) and SLI ( Shipper's letter of Instruction).
ASCO US factory
1> Upon receipt, will revert Booking Confirmation#, Shipping labels , BOL and schedule pickup to the ASCO shipping team. 2> Update ANZ local transport team shipment ETA schedule.
forwarder
US Freight
NOTES:- MLTRC AIR report ( sample) MLTRC OCEAN report ( sample) ASCO Export Shipping document (B2B) COO Freight Quote Request Form
DIRECT DROP SHIPMENT ( B2B) 1> Bypass outbound 2> No GR required, goods deliver direct to customer
# General
AUSTRALIA/NEW ZEALAND
SHIPMENT (US or TX-ANZ) Safety Stock ( Sydney DC ) : SCRs
4
1> Prepare the export shipping document in excel and COO. 2> Release export shipping document + COO to ASCO logistic team.( logistics@ascopower.com via email quoting the Shipment Itinerary#. 3> Send Pre-alert email to US origin forwarder quoting the Shipment Itinerary#. 4> Update JDE with forwarder details,Incoterm, freight term, ship mode, delivery address and release 6S hold code. 5> Notify FO CCC paperwork had been released to factory for shipment arrangement and to update 1> Receive same copies of completed Invoice & Packing list + COO from ASCO shipping team and forward same to FO CCC and country local transport team for their follow-up of Inbound shipment: SAFETY STOCK to warehouse . ( SCRs) 2> UploadInvoice and packing list to Infoweb Record Retention, RSS 1. Received completed shipping document, Invoice & Packing list + COO from Hub CS and send to DC centre. 2. Update Warehouse Inbound Store Logistic ETA schedule after getting information from the local
Confirm Shipping Instruction (Air/Ocean) to ASCO CS ( For Safety Stock : SCRs => ship to SEAU Sydney Distribution Center ( DC)
Country FO CCC ASCO Hub CS
SAFETY STOCK: SCRs Prior order completion, ASCO CS will coordinate the following : 1> check with Country FO CCC for their Shipping Instruction ( AIR/OCEAN) by providing the estimated packing details of order shipment. 2> check with local transport team for SE appointed forwarder for AIR/OCEAN as per MLTRC and shipment Itinerary#. 3> To check/confirm US origin freight forwarder full contact details .
Upon receipt Shipping Instruction from FO CCC: 1> Check with local transport team for
Shipment Itinerary#.
1> Received Shipment ETA schedule from the US freight forwarder. 2> Feedback Shipment ETA to FO CCC.
Check and feedback Air/Ocean Itinerary# to Hub CS.
GSC
Logistic/transpor t team
1> received export paperwork from hub CS, review correctness update in JDE and release to TX/NC shipping team. IF ERROR, feedback to CS for amendment 2> Once units are completed and packaged, shipping team will email US forwarder for freight collection with completed shipping document ( Invoice and packing list) and SLI ( Shipper's letter of Instruction).
ASCO US factory
1> Upon receipt, will revert Booking Confirmation#, Shipping labels , BOL and schedule pickup back to the ASCO shipping team.
forwarder
US Freight
NOTES:- MLTRC AIR report ( sample) MLTRC OCEAN report ( sample) ASCO Export Shipping document (SCR) COO
SAFETY STOCK (SCRs) 1> Goods arrive and GR in Sydney DC warehouse 2> Store will enter serial# at outbound delivery, VL02N.
7
AUSTRALIA/NEW ZEALAND
6
5
DELIVERY
INVOICING
Receive cargo shipment
Receive SE Invoice in batch job
OG Customer ASCO Hub CS Country FO CCC
Follow up with FO CCC/ local transport team for a copy of POD and upload to Infoweb Record Reteneion, RSS
FO CCC received POD from transporter /carrier.
Warehouse will receive Inbound notification from local transporter of Safety Stock for Sydney( DC) Distribution Centre and to book into SAP as stocks under Standard Commercial References (SCR)
AU Sydney DC warehouse
1. Direct Drop (B2B) Once shipment arrived destination, AU transport team proceed cargo clearance and deliver cargo to customer ( within 1-2 working days) and return POD to SEFO CCC.
2. Safety Stock (Sydney DC) Once shipment arrived destination, AU transport team proceed cargo clearance and deliver cargo to Sydney ( DC) Distribution Centre warehouse.
team
GSC Logistic/AU transport
Send invoice to the AP team ( AU-INVOICES-AU01@SCHNEIDER-ELECTRIC.COM ) after consignment collected by US freight forwarder.
ASCO US factory Country Finance ( AP)
Safety Stock (Sydney DC) Upon receipt, proceed IR posting once goods are received and booked in at Sydney DC
Direct Drop (B2B) The Sales Order is released and billed to customer next day after delivery.
8
AUSTRALIA/NEW ZEALAND
7i
OTHERS ( i.Warranty )
Send Warranty claim form with the following details:- -> Switch details: BOM#/CAT#/SO#/Serial# -> Replacement qty and shipping details -> Service report ( supported pictures, videos
Notified Warranty request was rejected and have to issue New Order. ( Same process per ORDERS_2 Flow )
Received updates from Hub CS WR has been send out
OG Customer ASCO Hub CS
1> Receive claim form from customer . 2> Create BFO to SM US ASCOPowerWarranty Team powerwarranty@ascopower.com for validation of FOC Warranty claim via email. 3> System generated a Case# (for example >> Schneider Electric Case # 110311975 4> Should Technical Support did not response within 1 business day, we can go to bFO to check who is the assigned Case Owner . 5> If incurred labor for warranty claim due to factory QC issue, customer can bill back labor charge to the following account.
Enter a Zero-Value Warranty order to BP100 . 1> Sold To: 108004 / Ship To: 108005 2> Upload Warranty claim form and ASCO AE approved email to
1>Update customer shipment
Revert back customer warranty NOT approve and require to follow normal Sales Order ordering process.
Monitor SSD and submit export Shipping document to ASCO Shipping
tracking# and screenshot of packing details 2> Upload CIPL to RSS.
Team prioir completion
Infoweb Record Retention, RSS
Validate if item is under Warranty by checking SAP serial#
NO
ASCO Power Technical Support Team
YES
1> received export paperwork from hub CS, review correctness update in JDE and release to TX/NC shipping team . 2>Package and ship out order upon completion under Incoterm 2020 : DAP and to add " Customs Clearance and fees to be paid by the Seller ( ASCO US factory) below the DAP Incoterm in export shipping docuemnt. 3>Return copy Invoice and Packing list to Hub CS.
ASCO US factory
NOTES:- Warranty Replacement form
NOTE:- WARRANTY Sold to: 108004 WARRANTY Ship to: 108006
9
AUSTRALIA/NEW ZEALAND
7ii
OTHERS ( ii. Sample)
Send request sample
Received shipping tracking information: tracking AWB# / HAWB# / BL# from Hub CS
OG Customer Country Sales ASCO Hub CS ASCO US factory
Send request sample with ASCO management approval
Received shipping tracking information: tracking AWB# / HAWB# / BL# from Hub CS
Received Request
NO
1> Check stock availability with planner 2> update Sales/customer order SSD 2> monitor stock readiness for shipment
Check Stock available?
YES
1> Update customer/Sales the shipment tracking# if deployed courier services less than 30kg. 2> IF via freight forwarder, hub CS share same information to local country transportation and customer/sales
Prepare export shipping document and release to ASCO shipping team
1> Package and ship out sample under Incoterm 2020 : DAP and to add " Customs Clearance and fees to be paid by the Seller ( ASCO US factory) below the DAP Incoterm in export shipping document. 2> If light-weight ( less than 30kg), shipping team will ship by courier service, FedEx/DHL
3> else, factory will arrange using freight forwarder
4> Return copy Invoice and Packing list to Hub CS.
NOTE:- JDE SAMPLE Sold to: 103837 JDE SAMPLE Ship to: 103838
10
AUSTRALIA/NEW ZEALAND
OTHERS ( iii. Wrong Shipment/RMA)
7iii
Notified ASCO CS received Wrong shipment with supporting documents/ photos/videos etc.
1> Notified RMA is approved 2> Confirmed collection address and collection date
OG Customer ASCO Hub CS ASCO US factory
For WRONG Shipment :- 1> To Cross-check order entry and export shipping document against customer purchase order if BOM/CAT# information matched.
2> Check Test report.
3> Get ASCO shipping team to reaffirm phyical units shipped matched against export shipping document.
4> Check shopfloor to ensure actual unit is shipped correctly.
5> Coordinate with freight forwarder to double-check with their transporter if correct freight was collected from ASCO Shipping team. Match against SLI. 6>Create RMA to bring back swtich to ASCO factory upon mgt. approval 6i> Notify Zaldy REYES : zaldy.reyes@ascopower.com ( Customer Satisfaction & Quality) to create RMA with all supporting documents submitted. 6ii> After verification, Zaldy create and generate RMA# with Invoice and Packing list
Prepare export shipping document and proceed liaise with customer to arrange ship the swtich back to ASCO US factory .
NOTES:- RMA sample Document# 3310084
11
AUSTRALIA/NEW ZEALAND
8
MONTHLY REPORTINGS
1> Download four reports from SAP OneBI ( SAP BRIDGE) : ANZ on the 1st day of every month 1a> SAP BRIDGE Booking report via OneBI => R7137 - Monthly trend Order Intakes 1b> SAP BRIDGE Billing report via OneBI => R7264 -SD Billing Trend without Sub Items 1c> SAP BRIDGE Backlog report via OneBI => R7160 - Backlog Aged by Order Status 1d> SAP BRIDGE Serial Number report via OneBI => R7860 - Installation Base Serial Number https://onebi.schneider-electric.com:44300/irj/portal
2> Check data accuracy using useful SAP T-codes:- 2a> VA03 ( Display Sales Orders) to check SAP document flow for variances
2b> VF03 ( Display Billing Document) 2c> ME23N ( Display Purchase order) 3> For BACKLOG , to apply algorithm to verify errors in the monthly closing backlog report. => Error Check Formula: Last month Closing Backlog + This month New Booking - This month New Biling = This month's Closing Backlog 4> Submit Book, Bill & Backlog reportings to country team ( Sales, CCC, GSC , ASCO management and finance) 5> Upload Book, Bill, Backlog & S/N reports to OneDrive Backlog folder.
6> Update Monthly OpenPO Loading Plan report. 7> Update Monthly SIOP Project Pipeline report. 8> Provide adhoc quotation/engineering supports to country offer manager. 9> Attend Monthly POR meeting. 10> Attend Country POR call for Backlog Burning Forecast. 11> Attend and coordinate adhoc urgent issues. 12> Attend adhoc month end order forecast billing with country finance.
ASCO Hub CS
13> Attend Annual Export Control (EC) Training & Update • Latest updates on Global compliance rules • Latest updates on screening tool and requirements • Latest updates on embargoes countries
14> Attend Annual SE Global Incoterm
NOTES:- Booking report (sample) Billing report (sample) Backlog report (sample) Serial# report(sample) Monthly OpenPO Loading Plan report (sample)
1 2
High Level Flow
Indonesia
E2E Order Management Supply Chain (SAP SEA)
INCOTERM ASCO FP US to Schneider Electric Indonesia Front Office: FCA Factory Schneider Electric Indonesia Front Office to Customer: DAP Customer Site
1. Pre-sales 2. Order 3. Purchase Order 4. Shipment (US/TX->ID) 5. Delivery Customer 6. Invoicing 7. Others (warranty, sample, wrong shipment/RMA) 8. Reportings
INDONESIA
1
PRE-SALES
Receive quotation and review
OG
Customer
Inform selling price to Country management to let them decide final selling price to Sales.
Offer
Markerter
Receive quotation inquiry from OG customer
Quote final selling price to customer
Sales
Country
Check the CSC of BOM/CAT# from JDE
Perform Gross margin simulation using ASCO Pricing form
YES
Provide Selling Price information back to Offer Marketing Manager
CSC available?
NO
1.BFO to AE/Synergy to get CSC or NEW BOM creation use CSC File .
YES
Price simulation approve?
ASCO Hub CS
2. Validation CSC
NO
Double check and re-submit for approval again
NOTE:- 1. ASCOPricing Form only allows to disclosed approved, authorized by country Offer Marketing Manager, Finance Manager & BVP only. 2. To check on country SAP master material if the material number (PPATS_XXXXXX) is available in the local sales organization. If NOT, need to request Country Offer Marketing Manager initiate material creation in the One Shuttle system and SAP via IT.
FORMS:- CSC File ASCO Pricing Form
2
INDONESIA
2
ORDER
Send firmed purchase order ( PO) and JDI via email to ASCO hub CS
Receive revised selling price and review
OG Customer Country Sales ASCO Hub CS ASCO Mgmt
1. revert back OG customer on new revised selling price 2. IF compliance trade NOT approve, inform customer to reject the order.
1> Prepare SAP Sales Order Entry form by filling in:- => Customer Name,
1> Proceed order booking in JDE BP100 and add 3A hold code. 2> Perform compliance screening on customer and project details via E2open system. • IF E2Open shown APPROVE => Proceed order • Else, send to regional US compliance team to check. 2A> IF US compliance screening is APPROVED => proceed order booking by submitting customer PO & SAP Sales Order Entry form. 2B> Else, feedback to Sales/customer RED flag order detected, should STOP process the order. 3> check country SAP master material if material number (PPATS_XXXXXX) is available in the local sales organization. Else, can request country Offer Marketing Manager to initiate material creation in One Shuttle and SAP via IT.
Check the correctness of order details: BOM#, Catalogue#, Description, Pricing and process ASCO Pricing Formto check order margin and also process Compliance Trade Screening via tool E2open.
=> Customer PO# => Project Name => Request Date => BOM# => Description => Order quantity => Serial#
=> Transfer price(USD) => Selling price (IDR) and => Total price ( IDR)
YES
2> Send Customer PO + SAP Sales Order Entry form to SEFO CCC via email [ SM APA ID SE Customer Care
Item margin approve?
NO
Notify Sales to get customer to revise PO pricing or seek country mgt. approval......
Escalate to factory compliances team for investigation for RED flag
YES
Approved?
NO
FORMS:- ASCO Pricing Form ASCO Sales Order Entry Form Trade Screening result JDI Customer PO
NOTE:- *ASCO Pricing Form Minimum approve CCO margin is 45%, otherwise required approval from Country VP. *If customer account under credit block for booking/PO creation. ASCO CS to notify country CFO for credit limit enhancement. *Any change order (QTY,Pricing) will have to start from Order flow _STEP 2. *Qty change is allowed to be reduced in the same line, increase qty requires create new line.
3
INDONESIA
3
PURCHASE ORDER
Upload order documents to Infoweb Record Retention ( RSS): 1) Customer PO 2) SAP I.G PO 3) JDI 4) Trade Screen result. >> Naming Convention • POXXXX-00,POXXXX-01 • EDXXXX-00,EDXXXX-01 -> Filename PO :(document, (modification,cancallation) -> ED for completed export docs/shipping documents send by
Monitor Schedule Ship Date ( SSD ) from Infoweb regularly and update AB/LA date back to SEFO CCC, Sales and customer accordingly. Any changes of date/issues, ASCO CS will also notify each party as well.
Submit these documents to BFO via asco.apac@se.com 1. Customer PO 2. Customer quotation (if any) 3. JDI 4. Screenshots of BP100 order entry 5. SAP I.G PO 6. Trade Screening
3 way checking against Customer PO, SAP order, JDE - BOM -Qty - Pricing
Enter the I.G PO# back to the created FPSO# in JDE BP100 and release 3A hold code in JDE.
ASCO Hub CS Country FO CCC
ASCO shipping team. -> XXXXX- is the SO#.
1> Receive SAP Sales Order Entry form + Customer PO, proceed order booking into SAP SEA. 2> Inform Global Supply Chain, GSC team ( EAJ Replenishment) to convert Purchase Requisition (PR) to Purchase Order ( I.G PO) via email.
Issue SAP I.G PO (USD) to ASCO Hub CS via email.
Team
GSC Procurment
NOTE:- *IF customerwanted to make any changes to the first inital loaded PO; changing BOM# or order quantity, STEP 2 Order progress will repeat. *Change qty or Cancel order - Raise CR to planner change JDE WO qty. - Then follow by change qty in JDE SO qty. - JDE engineering notes need to add in JDE sales order line.
FORMS:- SAP I.G PO (sample)
*Swap order and Pre-Order - Control by ASCO hub CS via BFO CR.
4
INDONESIA
4
SHIPMENT (US/TX->ID)
Confirm back Shipping Instruction to CS. => If AIR is needed?
Confirmed AIR, revise PO with added Air-freight will send back to Hub CS.
OG Customer ASCO Hub CS
1> Coordinate with FO CCC to updateSO with added Air-freight charges. 2> Prepare the export shipping document in excel and COO. 3> Release export shipping document + COO to ASCO logistic team.( logistics@ascopower.com via email. 4> Send Pre-alert email to US origin forwarder of upcoming shipment pick-up . 5 > Update JDE with forwarder details,Incoterm, freight term, ship mode, delivery address and release 6S hold code. 6> Notify customer paperwork had been released to factory for shipment arrangement and will update flight /vessel sailing schedule once available. 1> Receive same copies of completed CIPL from ASCO shipping team and forward same to country local transport team for their follow-up of Inbound shipment. 2> U pdate customer : a> shipment picked-up from US factory b> shared copy of packing details c> cargo arrival destination schedule. 3> Upload Invoice and packing list to Infoweb Record Retention, RSS
Check withGSC Transport team for both AIR and Ocean rate, do freight simulation then quote back to customer in local currency for review acceptance. REMARKS:- Points to take note during freight cost analysis 1> Standard cargo Follow MLTRC standard cargo rate 2> Oversized cargo (SPOT Bid OG cargo) 3> Spare parts less than 30kg (Courier service)
Prior order completion, ASCO CS will coordinate the following : 1> check with customer for their Shipping Instruction ( AIR/OCEAN) by providing the estimated packing details of order shipment. 2> check with local transport team for SE appointed forwarder for AIR/OCEAN as per MLTRC and shipment Itinerary#. 3> To check/confirm US origin freight forwarder full contact details .
Check and feedback Air/OCean rate per MLTRC to Hub CS
Procurment team
GSC Logistic/
1> receive export paperwork from hub CS, review correctness update in JDE and release to TX/NC shipping team. 2> Once units are completed and packaged, shipping team will email US forwarder for freight collection with completed shipping document ( Invoice and packing list) and SLI ( Shipper's letter of Instruction).
ASCO US factory
Upon receipt, will revert with Booking Confirmation#, Shipping labels , BOL and schedule pickup with the ASCO
forwarder
US Freight
FORMS:- ASCO Export Shipping document COO
https://otmgtm-a493704.otmgtm.uk-london-1.ocs.oraclecloud.com/GC3/glog.webserver.home.HomeServlet?ojr=maincontent
5
INDONESIA
6
Receive cargo shipment and request for POD from Hub CS 5 DELIVERY CUSTOMER
INVOICING
Receive SE Invoice in batch job from SM APA ID SE Customer Care
OG Customer ASCO Hub CS
1> send email to FISS team for IR posting with supporting documents : 1a) POD 1b) I.G PO 1c) ASCO US factory invoice. 2> Inform both SEFO CCC and Country Finance team to release billing/credit blocks for invoicing the next day.
1> Forward POD and endorsed packing list to customer . 2> Upload POD to
1.Receive scan copy POD 2.coordinate and arrange outbound delivery to customer
Infoweb Record Retention, RSS
Once shipment arrive destination, local transport team proceed cargo clearance and local transporter deliver cargo to SE ID inbound warehouse ( within 1-2 working days) and return POD to Hub CS via email.
GSC Logistic/
Procurment team
Release Billing blocks
Country FO CCC
Release Credit block
Finance
Country
Procced IR posting in SAP
Genpact/ FISS
FORMS:- POD
6
INDONESIA
7i
OTHERS ( i.Warranty )
Notified Warranty request was rejected and have to issue New Order. ( Same process per ORDERS_2 Flow )
Send Warranty claim form with following details:- -> Switch details: BOM#/CAT#/SO#/Serial# -> Service report ( supported pictures, videos -> Description of fault
Received updates from Hub CS WR has been send out
OG Customer ASCO Hub CS
1> Receive claim form from customer . 2> Create BFO to ASCO Power Technical Support Team
Enter a Zero-Value Warranty order to BP100 . 1> Sold To: 108004 / Ship To: 108005 2> Upload Warranty claim form and ASCO AE approved email to
1> Update customer shipment
Revert back customer warranty NOT approve and require to follow normal Sales Order ordering process.
Monitor SSD and submit export Shipping document to ASCO Shipping
technicalsupport@ascopower.com for validation of FOC Warranty claim via email. 3> System generated a Case# (for example >> Schneider Electric Case # 110311975 4> Should Technical Support did not response within 1 business day, we can go to bFO to check who is the assigned Case Owner .
tracking# and screenshot of packing details 2> Upload CIPL to RSS.
Team prioir completion
Infoweb Record Retention, RSS
Validate if item is under
NO
ASCO Power Technical Support Team
YES
1> received export paperwork from hub CS, review correctness update in JDE and release to TX/NC shipping team . 2> Package and ship out order upon completion under Incoterm 2020 :DAP and to add " Customs Clearance and fees to be paid by the Seller ( ASCO US factory) below the DAP Incoterm in export shipping docuemnt.
ASCO US factory
FORMS:- Warranty Replacement form
NOTE:- WARRANTY Sold to: 108004 WARRANTY Ship to: 108006
7
INDONESIA
7ii
OTHERS ( ii. Sample)
Send request sample
Received shipping tracking information: tracking AWB# / HAWB# / BL# from Hub CS
OG Customer Country Sales ASCO Hub CS ASCO US factory
Send request sample with ASCO management approval
Received shipping tracking information: tracking AWB# / HAWB# / BL# from Hub CS
Received Request
NO
1> Check stock availability with planner 2> update Sales/customer order SSD 2> monitor stock readiness for shipment
Check Stock available?
YES
1> Update customer/Sales the shipment tracking# if deployed courier services less than 30kg. 2> IF via freight forwarder, hub CS share same information to local country transportation and customer/sales
Prepare export shipping document and release to ASCO shipping team
1> Package and ship out sample under Incoterm 2020 : DAP and to add " Customs Clearance and fees to be paid by the Seller ( ASCO US factory) below the DAP Incoterm in export shipping document. 2> If light-weight ( less than 30kg), shipping team will ship by courier service, FedEx/DHL
3> else, factory will arrange using freight forwarder
4> Return copy Invoice and Packing list to Hub CS.
NOTE:- JDE SAMPLE Sold to: 103837 JDE SAMPLE Ship to: 103838
8
INDONESIA
OTHERS ( iii. Wrong Shipment/RMA)
7iii
Notified ASCO CS received Wrong shipment with supporting documents/ photos/videos etc.
1> Notified RMA is approved 2> Confirmed collection address and collection date
OG Customer ASCO Hub CS ASCO US factory
For WRONG Shipment :- 1> To Cross-check order entry and export shipping document against customer purchase order if BOM/CAT# information matched.
2> Check Test report - SO, WO, Qty
3> Get ASCO shipping team to reaffirm phyical units shipped matched against export shipping document.
4> Check shopfloor to ensure actual unit is shipped correctly.
5> Coordinate with freight forwarder to double-check with their transporter if correct freight was collected from ASCO Shipping team. Match against SLI. 6> Send photos/video of the wrong switch to ASCO AE/shipping team to get assessment approval to have replacment switch. 7> Notify factory to create RMA to bring back swtich to ASCO factory upon mgt. approval 7i> Notify Zaldy REYES : zaldy.reyes@ascopower.com ( Customer Satisfaction & Quality) to create RMA with all supporting documents submitted.
Prepare export shipping document and proceed liaise with customer to arrange ship the switch back to ASCO US factory .
NOTES:-
9
INDONESIA
8
MONTHLY REPORTINGS
1> Download four reports from SAP SEA : Indonesia on the 1st day of every month 1a> SAP SEA Booking report - Technical name via AOF: ZQ_ZHSD_M07_ORDERS 1b> SAP SEA Billing report - Technical name via AOF: ZQ_ZHSD_M01_SALES 1c> SAP SEA Backlog report - SAP T-code via SAP SEA- YOI - SD: Order Inquiry 1d> SAP SEA Serial Number report - Technical name via AOF : ZQ_MATSN 2> Check data accuracy using useful SAP T-codes:- 2a> VA03 ( Display Sales Orders) to check SAP document flow for variances
2b> VF03 ( Display Billing Document) 2c> ME23N ( Display Purchase order) 3> For BACKLOG , to apply algorithm to verify errors in the monthly closing backlog report. => Error Check Formula: Last month Closing Backlog + This month New Booking - This month New Biling = This month's Closing Backlog 4> Submit Book, Bill & Backlog reportings to country team ( Sales, CCC, GSC , ASCO management and finance) 5> Upload Book, Bill, Backlog & S/N reports to OneDrive Backlog folder.
ASCO Hub CS
6> Update Monthly OpenPO Loading Plan report. 7> Update Monthly SIOP Project Pipeline report. 8> Attend Monthly POR meeting. 9> Attend Country POR call for Backlog Burning Forecast. 10> attend country QBR monthly meeting 11> Attend and coordinate adhoc urgent issues. 12> Provide add hoc quotation/engineering supports to country offer manager 12> Attending Annual Export Control (EC) Training & Updates *Latest updates Global compliance rules *Latest updates on screening tool and requirements * Latest updates on embargoes countries 13> Attending Annual SE global Incoterm *Latest update Incoterm 2020
NOTES:- Booking report (sample) Billing report (sample) Backlog report (sample) Serial# report (sample) Monthly OpenPO Loading Plan report (sample)
10
High Level Flow
India
E2E Order Management Supply Chain (SAP Bridge)
INCOTERM INDIA E2E Order Management Supply Chain: DDP SAP BRIDGE
1. Pre-sales 2. Order 3. Purchase Order 4. Shipment (US/TX->IN) 5. Delivery Customer 6. Invoicing 7. Others (warranty, sample, wrong shipment/RMA) 8. Reportings
INDIA
1
PRE-SALES (GCR + SCR)
Receive quotation and review
OG
Customer
Offer marketing to review OPF /RFQ tool & Informs Price approval to CS .
Offer
Markerter
Receive quotation inquiry from OG customer (ATS & MV
If MV IEC forwrad the RFQ tool Excel to offer marketing for Price review
Quote final selling price to customer
Sales
Country
Check the CSC of BOM/CAT# from JDE
YES
Perform Margin analysis using ASCO Pricing
CSC available?
Provide Selling Price information back to Sales.
NO
YES
Price Analysis approved?
Send request to ASCO AE for GCR
ASCO Hub CS
NO
Provide feed back to sales
NOTE:- GCR : General commercial reference SCR : Standard commercial reference 1. ASCO Pricing Form only to be sent to country Offer Marketing Manager, Finance Manager . 2. To check on country SAP master material if the material number (PPATS_XXXX) is available in the local sales organization. If NOT, need request Country Offer Marketing Manager initiate material creation iwith master Data team in system and SAP via IT.
FORMS:- CSC File ASCO Pricing Form
2
INDIA
2
ORDER PROCESS
Firm Customer PO is received as per the approved Selling Price.
OG Customer Country Sales ASCO Hub CS ASCO Mgmt
1. Sends Customer PO, JDI, and booking details to Asco CS 2. IF compliance trade is NOT approved, we inform Sales to reject the order.
1> Prepare SAP Sales Order Entry form by filling in:- => Customer Name, => Customer PO# => Project Name => Request Date => BOM# => Description => Order quantity => Serial# => Transfer price(USD) => Selling price (INR) and => Total price ( INR)
1> Check if BOM is SCR & available in safety stock, NO JDE SO required, Proceed for Order booking. in case of NO stock / GCR , order booking in JDE BP100 to be done and add 3A hold code to apply. 2> Perform compliance screening on customer and project details via E2open system. IF E2Open shown APPROVED => Proceed order Else, send to regional US compliance team to check. 2A> IF US compliance screening is APPROVED => proceed order booking by submitting customer PO & SAP Sales Order Entry form and booking details. 2B> Else, feedback to Sales/customer RED flag order detected, should STOP process the order. 3> check country SAP master material if material number (PPATS_XXXX) is available in the local sales organization. Else, can request country Offer Marketing Manager to initiate material creation in SAP via IT & Master data team. 3> in Case if MV IEC ,send the approved cost
Check the correctness of order details: GCR/SCRBOM#, Catalogue#, Description, Pricing and process ASCO Pricing Form to check order margin and also do Trade Screening if compliant for ATS and MV IEC
YES
If Item margin is approved?
1> Send Customer PO + SAP Sales Order Entry form to SEFO CCC via email for order booking into SAP. 2> SEFO CCC will send Sales Order in pdf format to ASCO CS. 3> Asco CS informs SO number and provides pdf to Sales and Customer.
NO
Notify Sales to get customer to revise PO pricing or seek country mgt. approval......
Escalate to factory compliances team for investigation for RED flag in case of UL ATS
YES
Approved?
NO
FORMS:- ASCO Pricing Form ASCO Sales Order Entry Form Trade Screening result RFQ MV IEC Tool kit
NOTE:- NOTE:- *If customer account under credit/order block for booking/billing . ASCO CS to notify country Sales / CFO for credit limit enhancement. *Any change order (QTY,Pricing) will be start from Order flow _STEP 2. *Qty change is allowed to be reduce in same line, increase qty requires create new line. * MV IEC Order booking is done by Baroda CCC as mentioned in Step 3
3
INDIA
3
PURCHASE ORDER
I.G PO# from planning team for Customer order/Saftey Stock /MV IEC Spares, create FP SO# in JDE BP100 and release 3A hold code in JDE if applied.
Upload order documents to Infoweb Record Retention ( RSS): 1) Customer PO 2) SAP I.G PO 3) JDI 4) Trade Screen result. >> Naming Convention POXXXX-00,POXXXX-01 EDXXXX-00,EDXXXX-01 -> Filename PO: (PO document,modification,canc allation) -> ED for completed export docs/shipping documents send by ASCO shipping team.
Monitor Schedule Ship Date ( SSD ) from Infoweb regularly and update AB/LA date back to India GSC, Sales and customer accordingly. Any changes of date/issues, ASCO CS will also notify each party as well.
Submit these documents to BFO via asco.apac@se.com 1. Customer PO 2. JDI 3. Screenshots of BP100 order entry 4. SAP I.G PO 5. Trade Screening
ASCO Hub CS Country FO CCC
1> Asco CS provides SAP Sales Order Entry form + Customer PO+ pricing approval to CCC to proceed order booking into SAP Bridge. 2> Inform Global Supply Chain, GSC team ( IN Replenishment) to convert Purchase Requisition (PR) to Purchase Order ( I.G PO) via
Issue SAP I.G PO (USD)/Safety Stock to ASCO Hub CS via email.
Team
GSC Procurment
NOTE:- IF customer wanted to make any changes to the first inital loaded PO; changing BOM# or order quantity, STEP 2 Order progress will repeat. * NO I.G. PO is recived for MV IEC ATS, order directly processed at VDR factory.
FORMS:- SAP I.G PO (sample) SAP I.G MV IEC SPARE PO
4
INDIA
4
SHIPMENT (US or TX->IN)
Confirmed AIR, revised PO with added Air-freight will send back to CS. .
Confirm back Shipping Instruction to CS. => If AIR is needed?
OG Customer ASCO Hub CS
Check with GSC Transport team for both AIR and Ocean rate, do freight simulation then quote back to Sales in local currency for review acceptance. REMARKS:- Points to take-note during freight cost analysis 1> Standard cargo 2> Oversized cargo 3> Spare parts less than 30kg 4> Provide the monthly Ocean/Air forecast for advance space booking in the 2nd week of every
1> Coordinate with FO CCC to update SO with added Air-freight charges. 2> Prepare the export shipping document (GCR/SCR/ Saftey Stock) in excel and COO.1> Coordinate with FO CCC to update SO with added Air-freight charges. 2> Prepare the export shipping document for UL and MV IEC Spares in excel. 3> Release export shipping document + COO to ASCO logistic team.( logistics@ascopower.com via email. 4> Send Pre-alert email to US origin forwarder of upcoming shipment pick up. 5> Update JDE with forwarder details,Incoterm, freight term, ship mode, delivery address and release 6S hold code. 6> Notify customer paperwork had been released to factory for shipment arrangement and will update flight /vessel sailing schedule once available. 3> Release export shipping document + COO to ASCO logistic team.( logistics@ascopower.com via email. 4> Send Pre-alert email to US origin forwarder of upcoming shipment pick up. 5 > Update JDE with forwarder details,Incoterm, freight term, ship mode, delivery address and release 6S hold code. 6> Notify customer paperwork had been released to factory for shipment arrangement and will update flight /vessel sailing schedule once available. 1> Receive same copies of completed CIPL from ASCO shipping team and forward same to country local transport team for their follow-up of Inbound shipment. 2> Update customer : a> shipment picked-up from US factory b> shared copy of packing details c> cargo arrival destination schedule.
Prior order completion, ASCO CS will coordinate the following : 1> Re-confirm with sales and customer for any change in Shipping Instruction (AIR/OCEAN) by providing the estimated packing details of order shipment. 2> check with local transport team for SE appointed forwarder for AIR/OCEAN as per MLTRC and shipment Itinerary#, and raise SPOT for OD Cargo.
3> To check/confirm US origin
Check and feedback Air/OCean rate per MLTRC to CS
Procurment team
GSC Logistic/
1> received export paperwork from CS, review correctness update in JDE and release to TX/NC shipping team. 2> Once units are completed and packaged, shipping team will email US forwarder for freight collection with completed shipping document ( Invoice and packing list) and SLI ( Shipper's letter of Instruction).
ASCO US factory
Upon receipt, will revert with Booking Confirmation#, Shipping labels , BOL and schedule pickup with the ASCO
forwarder
US Freight
FORMS:- MLTRC AIR report ( sample) MLTRC OCEAN report ( sample) MV IEC SPARES shipping docs ASCO Export Shipping document
NOTE:- * UL producst are shipped to IN77 Mumbai DC * MV IEC Spares are shipped to
https://otmgtm-a493704.otmgtm.uk-london-1.ocs.oraclecloud.com/GC3/glog.webserver.home.HomeServlet?ojr=maincontent
5
INDIA
6
DELIVERY CUSTOMER 5
INVOICING
Received SE Invoice in batch job from SM APA Schneider Electric Invoice
Received cargo shipment .
OG Customer ASCO Hub CS
1> Inform both SEFO CCC and Country Finance team to release billing/credit blocks for invoicing the next day.
1> Forward AWB & endorsed packing list to Sales.
Receive email from DC of stock arrival.
Once shipment arrived destination, local transport team proceed cargo clearance and local transporter deliver cargo to customer . .
GSC Logistic/
Procurment team
Release Billing blocks
Country FO CCC
Release Credit block
Finance
Country
Procced IR posting in SAP
Genpact/ FISS
6
INDIA
7i
OTHERS ( i.Warranty )
Notified Warranty request was rejected and have to issue New Order. ( Same process per ORDERS_2 Flow )
Send Warranty claim form with following details to Service team- -> Switch details: BOM#/CAT#/SO#/Serial# -> Service report ( supported pictures, videos -> Description of fault
Received updates from Hub CS WR has been send out
OG Customer ASCO Hub CS
1> Receive claim form from Service team . 2> Send to ASCO SM US ASCOPowerWarranty
Enter a Zero-Value Warranty order to BP100 . 1> Sold To: 108004 / Ship To: 108005 2> Upload Warranty claim form and ASCO AE approved email to
Revert back customer
Monitor SSD and submit export Shipping document to ASCO Shipping
1> Update customer shipment
warranty NOT approved and require to follow normal Sales Order ordering process.
tracking# and screenshot of packing details
Team prioir completion
Infoweb Record Retention, RSS
Validate if item is under
NO
ASCO Power Technical Support Team ASCO US factory
YES
1> received export paperwork from hub CS, review correctness update in JDE and release to TX/NC shipping team. 2> Package and ship out order upon completion under Incoterm 2020 : DDP and to add " Customs Clearance and fees to be paid by the Seller ( ASCO US factory) below the DDP Incoterm in export shipping document.
3> Return copy Invoice and Packing list to Hub CS.
FORMS:- Warranty Replacement form
NOTE:- WARRANTY Sold to: 108004 WARRANTY Ship to: 108006
7
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