Rheem ERP Implementation Oracle iModules for Rheem - PowerPoint Presentation

Rheem ERP Implementation Oracle iModules for Rheem Customers

2 Session 2 User Management Section 01 Organization Structure and Chart of Accounts Session 1 Oracle Overview Course Menu Session 3 Sales Quotations Session 4 iStore Session 5 iReceivables Session 6 Additional Resources

Rheem ERP Implementation OverviewRheem is implementing a new Oracle ERP system to consolidate multiple Legacy systems. As a result, the following business processes related to Rheem Customers will be impacted: Customer Creation and Maintenance Customer User Registration Process Sales Quotations (SPR, Offers, Promotions and Rebates) Order Entry Process Managing Customer Returns (Return Material Authorization - RMA)Warranty ClaimsInquiry of Account Status 3

Question and AnswersDue to the size of webinars and length of time, please forward any questions you have to the following email address ERP.Training@Rheem.com Include in the subject which module your question relates to along with your name, email address, and phone number 4

5 Session 2 User Management Session 1 Oracle Overview Course Menu Session 3 Sales Quotations Session 4 iStore Session 5 iReceivables Session 6 Additional Resources

What is User ManagementUser Management is the security phase of iStore.Customers will be able to manage different users within their organization so that they can access the iStore portal. User Management process includes the following functionalities: Functionality for users to maintain their own personal data and can change / reset their password Online access for users to place orders through Oracle iStoreBuilt-in security for controlling access to iStore through approval mechanismPrimary users can set up and approve other business users and assign them restricted privileges such as: Hide price listAdd items to shopping cart but cannot check out 6

User Management Process Flow7 Primary User registers to iStore with Registry ID Primary User Rheem Security Admin accepts the request and notification is sent to the Primary User Primary User shares Registry ID with Secondary User. Secondary User registers to iStore Primary User approves Secondary User Rheem Security Admin Primary User / Secondary (Business) User Primary User Roles Involved

Types of User Roles / Specialty SitesThe following four types of roles are defined and will be used by Rheem / Primary User: Primary User Secondary User (Referred to as Business User) Counter User (HIDE PRICE With Checkout ability) Price in any of the iStore pages will not be shownUsers will be able to place the orders Counter User (HIDE PRICE Without Checkout ability)Price in any of the iStore pages will not be shownUsers will not be able to place the orders but only add products to the shopping cart The following four Specialty Sites are defined below and will be used by Rheem / Primary User: AC Rheem Enrollment – Finished Goods Ordering siteAC Ruud Enrollment – Finished Goods Ordering siteReplacement Parts Enrollment – Parts Ordering site AC Sales Quotation User – SPR (Special Pricing Request) 8

Primary User RegistrationCustomer Registry ID:The customer master record is setup by Rheem Master Data team and they communicate the Registry ID to Rheem Security Admin. The Security Admin provides this ID to the Primary User of the customer. Primary User Registers to iStore: Primary Users click the Register link on iStore portal. To register, Users enter personal information such as First Name, Last Name, Address, User Name, and Password.Finally, Users submit the registration. The system sends a notification to Rheem Security Admin for approving/ rejecting the registration request. Another notification is also sent to the User informing them that the registration request has been submitted and is pending approval. Rheem Security Admin Approves / Reject Registration Request:Rheem Security Admin approves or rejects the request. An approval / rejection notification is sent to the Primary User.If the request is approved, the Security Admin assigns customer account details to the Primary User and also assigns the Primary User role. ** Email notifications may be sent to your junk/spam folder 9

Registration of Secondary (Business) UsersRegistration of Secondary Users:Primary User shares the Registry ID with Secondary Users.Secondary Users register to iStore portal the same way the Primary User registers. The system sends an e-mail notification to the User informing that the registration request has been submitted and is pending approval. The system also sends notifications to the Primary User for approving/ rejecting the registration request. An approval/rejection notification is sent to the Secondary User. 10

11 Demonstration Registering as a User * Pg7 in User Manual

User Approval ProcessUser Management Approval Process:The approval is a two step process. For each User (Secondary ( Business) or Primary User) the first approval is about approving the registration request. The second level approval is about approving the access to specialty sites. The Approver (Primary User or Rheem Security Admin) can decide what all specialty sites the User needs to be given access to.Approval of the User registration request triggers the approval request for access to multiple specialty sites. The steps for approving the registration request and the access to specialty sites are same. 12

13 Demonstration Approving a New User Registration Request * Pg 9 in User Manual

Maintaining User InformationOnce Primary and Secondary Users log into the iStore portal they can:All Users can update personal details such as Name, Email address, Password. All Users can view organization information (B2B Users only) such as Registry ID, website URL, list of administrators; Primary Users can also update this data. Primary User can add a new Secondary Users or remove existing Secondary Users. Primary Users can assign/ remove Specialty Sites, Accounts, and Roles to Secondary Users Primary Users can revoke all access to any Secondary User within their organization by making the user account inactive. (employees who leave the organization) All Users can reset their own password 14

15 Demonstration Updating Personal Details of a Secondary User * Pg 14 in User Manual

16 Demonstration Assigning or Removing Roles for a Secondary User * Pg 18 in User Manual

17 Demonstration Assigning or Removing Sites for a Secondary User * Pg 23 in User Manual

18 Demonstration Assigning or Removing an Account for a Secondary User * Pg 28 in User Manual

19 Demonstration Resetting Passwords * Pg 34 in User Manual

Question and AnswersPlease forward any questions you have to the following email address ERP.Training@Rheem.com Include in the subject which module your question relates to along with your name, email address, and phone number 20

21 Session 3 Sales Quotations Session 1 Oracle Overview Course Menu Session 2 User Management Session 4 iStore Session 5 iReceivables Session 6 Additional Resources

Special Price Request Process Flow22 Customer requests special price Approve or reject offer. Make offer adjustment; Agree offer mutually Roles Involved Review and make decision about a special price; Make Offer Adjustments Distributor / Partner Customer/CSR An Offer gets generated with an Agreement Number, Sales Order is created in iStore / OM Ship –confirm; Generate invoice with special price Distributor / Vendor Shipper/Financial Administrator Rheem Pricing Analyst/ Vendor

Special Pricing Request (SPR)A Special Pricing Request (SPR) is any request for exception pricing in response to a competitive situation in your market. SPRs include: Job Quote Dealer Quote Builder Quote Special Quote There are 3 types of SPRs: Off invoice – discount is applied immediately on order when the offer code is applied.Accrual – discount is not applied immediately on order but is accrued after items are shipped and invoiced from the factory. (offer code must be referenced on order)Ship From Stock - sales are made out of current distributor inventory and a credit is issued after the fact based on negotiated price. 23

Sales Quotation Process Overview…24

Submitting an SPRPartner submits a Special Pricing Request through the Partner’s Portal. The SPR includes the following data: Dealer/contractor information Competitor information (including competitor price, job name, dealer, etc.) Requested Items Quantity The Distributor can enter the product details manually or by uploading these details through an Excel template using a comma separated values file (.csv ). Requested price can be established based on:New Price – requested net price ($450)Discount Amount – flat dollar discount from list price ($50 off)Discount Percent - specified percent discount from list price (8% off)Any supporting documents can be attached ( hard copy of competitive, spec sheets, dealer PO, etc). The list price (blend) defaults from the price list associated with the Ship-To Location selected.Correspondence can be maintained in the Notes section of the SPR. . 25

26 Demonstration Submitting a Special Price Request

SPR Review and Acceptance Rheem Pricing Administrator reviews and takes one of the following actions: Request Accepted: Request for quote is accepted and the approved price is offered The quoted prices are sent to the Partner to open the SPR in Read Only mode with options to Accept or Reject.Reject: SPR is opened in editable mode to continue negotiation process. Changes are made and returned to Analyst for review. Accept : SPR is returned to “Vendor” for final approval and confirmation, with the Mutually Agreed flag checked, meaning both parties have reached an agreement on price. You would not want to Accept an SPR until the bidding process is complete and the job has been awarded.Any requirement, such as dealer PO should be attached at this time. 27

SPR Review and Acceptance continued…Need More Information: Pricing Analyst needs more information in order to process the request. The SPR is returned back to the partner in Edit mode to provide more information/documentation Final Offer: Final offer indicates that the negotiation process is closed.Partner opens SPR in Read Only mode.If Partner Rejects, SPR gets closed If Partner Accepts, SPR is sent to Rheem for final approval with the Mutually Agreed flag checked. Request Rejected: Request does not meet standard requirements. Rejection reason is given in the notes section of SPR. Return reason codes are displayed in the Notes with details. 28

SPR Review and Acceptance…29 Rheem Partner Submits the SPR Request Accepted Need More Information READ-ONLY MODE Reject – Edit & resubmit Accept – returns to vendor for final approval EDIT MODE Resubmit after additional information provided Partner SPR Review Final Offer READ-ONLY MODE Reject – SPR is closed Accept – returns to vendor for final approval Request Rejected READ-ONLY MODE SPR is closed

30 Demonstration Rejecting/Accepting a SPR once it is Returned by Rheem

Applying Offer to OrderFor Off Invoice or Accrual SPRs, the Distributor receives the Authorization Code to apply at Order Entry. For Ship from Stock SPRs no authorization code is needed. Credit request is submitted through the claims process. To ensure the offer is applied to the correct lines at order entry, the Authorization Code must be applied when entering a sales order in iStore. Off-Invoice offer (code ends in SPO)Accrual offer (code ends in SPA) Once the SPR quantity limit is exceeded, the system will prorate the price by applying the discount to the available quantity on the SPR and list price to the excess quantity, calculating an average price on the total quantity. Example: Order 100 units. Qty 50 on SPR @ $100. List Price is $120, order will invoice all 100 @ $110. Must enter two separate lines for SPR orders and regular stocking orders, to avoid blending price! ** Ordering will be demonstrated in the iStore module 31

Applying Offer as ClaimIf an SPR is a Ship From Stock scenario, the Distributor will sell units already existing in inventory, that were purchased at List Price. A claim will then be submitted for the difference between the quoted price on the SPR and the List Price for items sold. Distributor/Partner will attach the proof of sale document (invoice documentation) to the request and then submit the claim against the SPR. Rheem Claims Analyst will verify the proof of sale documents attached and review the claim. If the claim is approved the Distributor will receive a credit on their account. 32

33 Demonstration Submitting a Claim for Ship From Stock SPR

Question and AnswersPlease forward any questions you have to the following email address ERP.Training@Rheem.com Include in the subject which module your question relates to along with your name, email address, and phone number 34

35 Session 4 iStore Session 1 Oracle Overview Course Menu Session 2 User Management Session 3 Sales Quotations Session 5 iReceivables Session 6 Additional Resources

iStore Order Entry Process Flow36 B2B Web Store Shopping Cart Order Placement Secondary User (Customer)

Searching and Selecting The ProductsCustomer logs onAn approved user (Primary/ Secondary/ Counter User) logs on to the iStore application to place an order. Customer browse the products Customers will be able to search the product within the store ( Rheem , Ruud or Prostock ) they are signed-in to. The products can be searched by part number / unit model or description.Selecting ItemsCustomers can add multiple items to a shopping cart.The B2B users can use Customer Part Number or Inventory Part Number and checkout with these items in the cart. (14AJM or TAHM) B2B users can also upload comma separated value (.csv) files containing Model / Part Number and Quantity. . 37

Checking Availability, Adding Items to Cart, Save and Share Cart • Check Availability Customers can check the availability of the product without placing the order. The system displays information such as the availability of the product, quantity available, and the lead time of product by warehouse. Add Items to Shopping Cart, Save, and Share the Cart Customer can add the products to an active shopping cart and can maintain any number of carts. Customer can save carts for retrieval until the expiration date or until the order is placed. The shopping cart page will always retrieve the active shopping cart. After order placement, the cart will no longer be available.Products can be added to a saved cart or a new cart.B2B users can share cart with other approved users to enable collaborative shopping within the same account number (store). Customers can also delete a saved cart.   38

Save to Shopping List and Add/ Reduce QuantitySave to Shopping List (Templates on Rheemote now) Customers may also save items to a shopping list and then copy the items from shopping lists into their active carts. This functionality is for users who want to order the same products and quantities on a regular basis. This saves the user from entering the products and quantities repeatedly. Add or Reduce Quantity Users may decide to add or change quantities from the shopping cart before placing the order. Once an order is booked (placed/released) customer can make no more changes without calling the Customer Care Center.   39

Checkout and Submit the OrderAdd Shipping and Billing InformationThe Checkout: Review and Place Order page shows the user’s cart items, cart total, and shipping/billing information. From this page, the user can verify and update the following information: Change quantities of items Recalculate the order amount Change shipping method and shipping address Verify billing information SPR (Quote Number) Submit the OrderAfter reviewing order information, and terms and conditions customer can submit the order by clicking the Place Order button.   40

Permissions for a Cart41 Role Permissions Primary User (Administrator) Place Order Add/Remove Members (MUST keep updated and current for integrity of system) Change Roles of Members Delete Cart Secondary User ( Participant) Update Cart Change Roles of Members Counter User (Viewer) View Cart There can be as many users in each role as deemed necessary by the customer.

Shopping List and Shared CartsShopping lists allow B2B Users to save items in shopping carts to a list, and then add the items in the list later to an active cart. B2B Users can also use the shopping cart sharing feature to shop and purchase products collaboratively. Cart updates can be seen in real-time by all customer users associated with the cart. The cart owner or an Administrator role can then place the order. When the owner stops sharing a cart or an order is placed with a shared cart, all recipients are notified that the cart is no longer available. 42

Direct Item EntryThe Direct Item Entry feature allows to:Enter multiple items quickly without having to add items one at a time. Upload comma separated values (.csv) files containing model / part number and quantity. 43

44 Adding Multiple Items to a Shopping Cart Direct Item Entry

45 Viewing ATP (Available to Promise) Information Viewing ATP

46 Viewing Load Factor/Percentage Fill in Shopping Cart Load Factor – Percentage Fill

Order TrackingOnce an order is placed, customers can login to the iStore and access the order details by selecting the Orders icon. The order details relevant to their login account will be displayed. The customer can view the following details: Order detailsShipping details 47

48 Tracking an Order Order Tracking

49Tracking an Order Order Tracking

50 Downloading Price Book Downloading Price Book

Return Material Process Flow51 Return Creation Approve / Reject Return Roles Involved Return Order Validation and Review of the Return Order Customer Service Representative / / Customer Rheem Receiver Receive returned Product Issue Credit to Customer Sales Manager Accounts Receivables – Auto-invoicing

Submitting a Return Request and Return Approval Customers can submit a return request through iStore by searching the Sales Order, PO Number, Order Date or Order Status. Once the order is identified, specify the item to be returned, return quantities, return reason, and the serial number of the items returned. Customer service reviews the customer return request and validates the request against Rheem rules and policies. If the product return request is within Rheem policies, Customer Service will forward the return request to the relevant Sales Manager for approval. The Sales Manager will approve (Awaiting Return status) or reject (Cancelled status) the return request based on Rheem return policies. If the return request was created through iStore, customer will get an email notification about approval/ rejection.   . 52

Returning the Product and Processing Credit Customers can view the status of the RMA in iStore. If the request is approved, a status of Awaiting Return will be displayed. If the request is rejected a status of Cancelled will be displayed. Upon receiving the approval notification, customer ships the product to the directed location mentioned in the return request approval notification. After the product is received by Rheem in the warehouse, the product will be inspectedIf the product is in new or unused condition, it will be received in the inventory and the customer is issued credit. If the product is used or in damaged condition, the Receiver personnel will contact Customer Service and inform them about it. The CSR will discuss with the customer and take appropriate action such as cancelling the return request. If the request is cancelled, the product will be shipped back to the customer. 53

54 Submitting A Product Return Request

Question and AnswersPlease forward any questions you have to the following email address ERP.Training@Rheem.com Include in the subject which module your question relates to along with your name, email address, and phone number 55

56 Session 5 iReceivables Session 1 Oracle Overview Course Menu Session 2 User Management Session 3 Sales Quotations Session 4 iStore Session 6 Additional Resources

iReceivablesThrough the iReceivables portal, customers will have the ability to view …. Account Statements Lists all the items that are open on account Account Aging Shows the time period invoices have been open Account Balances The overall balance of the account InvoicesIncludes overdue, credit memos and charge backs 57

Question and AnswersPlease forward any questions you have to the following email address ERP.Training@Rheem.com Include in the subject which module your question relates to along with your name, email address, and phone number 58

59 Session 6 Additional Resources Session 1 Oracle Overview Course Menu Session 2 User Management Session 3 Sales Quotations Session 4 iStore Session 5 iReceivables

MyRheem.comCustomers will have access to Additional Resources to use at any time through the MyRheem.com website User Productivity Kit (UPK) User Manuals Recorded WebEx sessions Links to the iModules will also be accessible on the MyRheem dashboard for easy access 60

After Go-Live SupportThere will be a Help Desk Team to support ACD Customers after Go-Live User Management Tiffany Carruth / Mary Taylor / Jan Colvett Pricing/SPR Kevin Shannon / Brooke Davis / Becca SmithiStore Lesa Shelby / Sandi Conley / Jan Colvett iWarrantyRon Trichel / Linda Collins / Troy Gordon iReceivables - Casey Bauer / Steve Green / Cindy Wood 61

Customer SurveyThe following link will take you to Survey Monkey where we ask for your feedback on the webinars you just attended. http://www.surveymonkey.com/s/OracleCustomerTraining 62

Thank you