Apex Pro Fundamentals Apex Pro Fundamentals Apex Pro Fundamentals Apex Pro Fundamentals

Introduction Buttons OE Details, Continued OE Lifecycle

Apex Pro is a web-based system for managing These buttons appear at the top of a module: An order Enquiry can move through these stag-
sourcing operations, covering tasks from  Click es:
identifying supply sources to shipment of goods.
Common IT Platform  Click next to a line number
Pacific Brands, Suppliers, Shipping Agents and The SKU Matrix will appear for that style
others use Apex Pro as a common IT platform  Enter the finished goods quantities required
for managing supply information. per SKU and click OK and Save.
Create an Order Enquiry (OE) Create a Purchase Order (PO)
Additional Charges / Discounts
An OE (or Request for Quotation) is used to Review Supplier Response
Enter additional charges and discounts related to
negotiate purchasing requirements with a supplier
the order. Ensure they are approved by the
before committing to a formal commercial When an OE is received back from the supplier,
supplier, and the currency matches the order.
purchase order. you can review their response, select the
NOTE: Charges/Discounts do not flow through to
Go into the Order Management tab, then the bookings or BoB shipments. appropriate style lines & turn OE into PO.
Order Enquiry module: The supplier may propose a counter delivery date
 Click the tab or provide comments on rejected lines. Review
 Click the supplier’s ‘Received’ response & accept/
 Click Add Charges Discount
reject each OE line.
OE Header  Select Charge or Discount
 Go into the Order Enquiry module
Contents
The OE Header defines the supplier, ship mode,
 Select the Type
 Search for the OE
This Cheat Sheet details how to:  Click Save
supplier delivery date, destination, into 
 Navigate in Apex Pro
destination date, and other important details.
Click the Order Detail tab
 Create an Order Enquiry OE Attachments  Scroll to right for ‘Division Confirmation’
 Create a Purchase Order  Enter all required data in the fields
Files can be attached to the OE which can  Review the supplier’s response for each
 Maintain the Purchase Order Tracker  Use the calendar button to select style line
 Amend a Purchase Order be viewed by the supplier (for example,
dates
specifications, packing instructions etc).  ACCEPT or REJECT each style line.
Navigation OE Details Tip: Use Global Confirm to confirm all lines

Apex Pro is easily navigated by choosing a tab

Order Details define which styles will be included Click the tab  Click Save
and a module. Inside each module there are
on the order. First select the styles then enter the  Click Add Attachment
SKU details for each line. Generate PO
search screens and standard buttons. The Add Attachment window will appear
Tabs  Click the tab Purchase Orders are generated from Order
 to find the file, click Upload
Enquiries. OE’s with rejected lines can be
Apex Pro has a tab for each system area. To  Click Add From Purchase Style  Select the related Style Number copied, revised, & resubmitted. Be sure to cancel
move between areas, click once on a tab heading: The Style Search window will appear
 Type in a Description the original OE in that situation.
Tab What you’ll find?  Search to find styles that are sourced from  Click Save  Open the existing OE
Order Enquiries your nominated supplier or type in style
Purchase Orders number directly & click OK  Click Generate PO
PO Amendments
Notify the Supplier
An email will be sent to notify the supplier.
PO Tracker
 Use ’Select’ box to tick required styles then The last step is to notify the supplier of the new
Order Enquiries OK. The Style Search window will close OE that is ready for their review.
PO Lifecycle
Purchase Orders  Click Send Email Alert to Supplier
PO Amendments  Ensure the Ship Mode and all other details
Late Milestones are correct. The ‘Task Template’ is used in The OE status will change from DRAFT to SENT.
the ‘Purchase Order Tracking’ module and it If the OE total exceeds your purchasing limit, the
defines the major milestones that should be OE will change to PENDING FOR APPROVAL.
Search Screens tracked for that style
To run a search in a module: Cancelling an OE
 Select a ‘Task Template’ for each style on
 Type in search criteria your OE An order can be cancelled by selecting the
 Click the Search button ‘Cancel the OE’ button.
 Click an item in the results list to view

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Apex Pro Fundamentals Apex Pro Fundamentals Apex Pro Fundamentals Apex Pro Fundamentals

Maintain the PO Tracker Basic Changes PO Amendment Confirmation Reports

The PO Tracker is a module that tracks post order Now make changes to the PO Amendment. A  Go into the PO Amendments module Apex Pro has a standard set of reports available
milestones required for each PO/Style prior to change in supplier requires the current PO to be  Search for and open the PO Amendment for users to customise using search criteria and
cancelled and a new PO generated. then download into Excel.
shipment.  If CONFIRMED: Click Apply Changes
To open the PO Tracker:
 Click on a tab & change the necessary fields Applies the changes to the original PO OR Report Types
 Click Save  Click Discard Changes Review the following reports:
 Go into the PO Tracker module Hover mouse over field name to view old values. Reinstates the original PO
 Search for the PO Add a Line  If REJECTED: Click Revise
 Click on a Style Line No in the results To revise the PO Amendment OR
To add a line:
Major Milestones are highlighted in ORANGE  Click the Order Detail tab  Click Cancel Amendment
To update ACTUAL dates:  Click Add From OE Reinstates the original PO
 Use the calendar to select the date the task The search window will appear PO Amendment Lifecycle
was completed  Search for & select the style #s, click OK
New line/s will appear on the PO A PO Amendment can move through these
Amendment stages:
Milestones Status
Split a Line
The Milestone status colours represent:
To split a line:
 Complete the style line details & click Save
 Click Edit/View SKU to edit the new line
 Click the Order Detail tab
 Click Edit/View SKU to edit a line
The Colour & Size window will appear To-Do-Lists
 Click Split / Change The To-Do-List displays outstanding tasks by
The Split Line window will appear exception in the following categories:
 Make changes in the New Line section
(RHS) & click Split This Line
Amend a PO  Click OK twice Create a Report
 Close the Colour & Size window & click Save
To make changes to a PO, create a new PO  Click on the Order Management tab
Amendment for the supplier to review. Cancel a PO
 Select a report – click the icon
Create a PO Amendment To cancel a PO:
 Create a new Amendment for the PO  Set the Division
The first step is to select the Purchase Order you
 Click the Order Detail tab  Complete any mandatory fields (*)
want to amend. The PO must be in OPEN status.
 Go into the PO Amendments module  Click the Cancel PO button  Set your search criteria
All lines will display in red and show “Cancelled”
 Click New
 Click Save  Click
 Search for & select the PO to amend, click  Save the report to you computer
OK. A new PO Amendment will appear Notify the Supplier
 Click Open to review the report
 Designate who the amendment was A PO Amendment is like an OE. It requires a The To-Do-List should be reviewed and actioned The report will open in Microsoft Excel
Initiated By response from the supplier. daily. Click on each Category to view exceptions.
 Click Save More Help
 any changes Viewing Supplier Master
For more help using Apex Pro, contact: your
The PO Amendment is in DRAFT status. The orig-
 Click Submit For Approval To view Supplier details: Divisional Administrator, or call the Help Desk
inal PO changes from OPEN to AMEND status.  Go to the Supplier Management Tab
The Amendment status will change from DRAFT 1300 303 457 (Aus)
NOTE: PO’s in Amend Status cannot be put on
to SENT. If the PO total exceeds your purchasing  Click on the Supplier Master icon 0800 933 433 (NZ)
limit, the status will change to PENDING FOR Enter search criteria or click Search to For more information on technical training please
Shipment Bookings.
APPROVAL. show all suppliers. Click Supplier Code and call the BST Infoline on 03 8803 1193.
The supplier will review the PO Amendment and review details in the tabs.
NOTE: Within the Factory Information tab, you Updated by Business Systems Training
return it marked CONFIRMED or REJECTED.
August 2010 (V2)
Apply the amendment to the PO or discard it. must first select a Factory Code.

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