Business Use

Web-Enabled Solution forContract Manufacturers

Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

Table of Contents
Introduction ................................................................................................................................................ 3
Objective ................................................................................................................................................... 3
Principles ................................................................................................................................................. 3
Desired Outcome ..................................................................................................................................... 3
Definitions ............................................................................................................................................... 4
Authorizations ....................................................................................................................................... 4
Procedure ....................................................................................................................................................... 51.

Supplier Portal Logging In ............................................................................................... 5

2.

Inbound deliveries identification .............................................................................. 7

3.

Material receipts .................................................................................................................. 10

4.

Production confirmation .................................................................................................... 14

5.

Extract production schedule report .......................................................................... 16

6.

Quality status change ......................................................................................................... 18a) Quality Non-Managed Site ......................................18b) Quality Managed Site ..........................................20

7.

Goods picking for Outbound deliveries - Contract Manufacturer ......... 23

8.
Goods Issue posting - Outbound deliveries from Contract
Manufacturer .......................................................................................................................................... 26
Support model ............................................................................................................................................ 28
Downtimes of Supplier Portal .................................................................................................... 28
Business Continuity Plan procedure ...................................................................................... 28

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

Introduction
Objective
The objective of this Standard Operating Procedure is to define effective work process,key customers and success measure of Web-Enabled Solution for Contract Manufacturers andexplain the procedure to be followed to manage and record inventory in P&G SAP for where
Web-Enabled Solution is in place. This applies to P&G Owned Inventory only, located at
Contract Manufacturing location and service orders created towards the Traditional Contract
Manufacturer.

Principles
The ownership of the Supplier Portal application used solution and this document is fullyon P&G side.
In compliance with Global Materials Accuracy of Inventory Record CBA, all relevant
inventory activities should be recognized in P&G SAP as soon as possible, but no later than
24h after physical event.
This SOP stays in compliance to SAFE policies INV 1.0 Inventories and INV 1.2 Contract
Manufacturing and ensures proper management and record of P&G owned inventory in line withUS GAAP.
Management of Inventory requires many different approaches within the site as well as
commitment to excellence from P&G and Contract Manufacturer’s leadership.
Inventory Management is not “one-dimensional”; control of additions and withdrawals frominventory must be in place, monitored, and measured, in addition to sampling of posted
movements and monitoring of all used information channels.
Specific site procedures may vary based on equipment, operating model and systems, butthey must conform to this SOP.

Desired Outcome
1.
2.
3.
4.

Clear understanding of the WES process by all parties involved
100% compliance with established process in the ongoing events
100% compliance with the P&G SAFE regulations for P&G owned Inventory Management
100% of regional standardization in roles and responsibilities for Contract
Manufacturers where WES process is in place

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

Definitions
Supplier Portal - web application available through internet browser from non-P&G equipment
which enables CMs and suppliers:
1. Easy access to relevant planning data in P&G SAP assuring short and long term
visibility
2. Structured and uncomplicated way to input of data directly to P&G SAP to ensure realtime information flow
3. Customizable user interface which allows users to retrieve data in most efficientmanner
4. Customizable scope to be in place defined based on P&G and supplier needs and usedmodel

CM – Contract Manufacturer – non-P&G entity providing the service of production, assembly,or repackaging of any P&G finished product. The processing of raw materials into anintermediate state also qualifies as a contract manufacturing relationship if the materials
involved are P&G owned.

“Traditional” Contract Manufacturing - relationship in which P&G provides P&G-ownedmaterials and/or finished product to the vendor for further processing such as production,assembly, or repackaging. In some cases, the CM is responsible for ordering materials
directly from P&G's merchandise suppliers while P&G pays for these inventories.

P&G SNH – P&G Supply Network Hub – P&G department / person being first point of contact for
all planning and ordering activities for CM such as:
5. Submitting valid plan to CM for Finished Good / Intermediate production / assembly /repackaging within respective lead time and lot-sizing procedure and resolving all
related conflicts (per operating strategy)
6. Submitting valid material requirements plan for supplier deliveries for the entire
horizon for P&G-owned materials Placing orders
7. Remains first point of contact for all matters related to P&G owned materials

Authorizations
Supplier Portal access needs to be requested by Site Leader. Authorizations can be requested
via itaccess by Key Users.

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

Procedure1.

Supplier Portal Logging In

1. In order to log into P&G SAP through the Supplier Portal, Go to URL Material Planning(pgsupplier.com) and input your credentials in ‘Purchasing Solution – Material Planning
Quality’ section, using the individual Supplier Portal ID as Username and password
and press on ‘Login’

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

2. Click on the ‘Contract Manufacturing’ and then on ‘F6 SAP Access’ icons

3. Following these steps as described above should direct the user to the SAP Easy
Access screen which can be seen below

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

2.

Inbound deliveries identification

1. From the SAP Easy Screen, input the transaction code VL06I in the Command fieldand confirm it with Enter key or choose it from the Favorites folder in the Menu list

2. Click on ‘List Inbound Deliveries’ icon

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

3. Input correct Receiving Point and if needed adjust the ‘Delivery Date’ range.
Unless justified to narrow the selection criteria, leave the remaining fields blank.
Once ready, click on ‘Execute’ button

4. On the following screen, there will be list of all Inbound deliveries created forthe site which are scheduled to be delivered in the selected date range. To expand todetailed view, click on ‘Item View’ icon

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

5. The report outcome in the standard layout should be displayed as on the screen
below. It includes the information such as: material number, material description,
quantity, reference Purchasing Document number and the Item nr, Vendor number anddescription. Note that the report may be downloaded to the MS Excel file using WebGUI
File Browser (for details see Extract of the Production Schedule report to MS Excel
file)

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Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

3.

Material receipts

1.
From the SAP Easy Screen, input the transaction code MIGO in the Command fieldand confirm it with Enter key or choose it from the Favorites folder in the Menu list

2.
On the selection screen, select from the first dropdown list: Goods Receipt
and from second dropdown list Purchase order as in screen below:

Then input data as below and when completed, click “Enter”
Movement type: 101
Purchase Order:
Plant: as provided by P&G spoca) In case of delivery from external (non-P&G) suppliers, the two Purchase Ordernumber fields should be usually populated with Scheduling Agreement number andline. This combination (SA + line no.) indicates a particular material code. A
complete list of Scheduling Agreement – line – material code combinations should
be shared by P&G and be regularly updated if any changes occur.
b) In case of delivery from P&G (from factories, distribution centers, othercontractors), only the first “Purchase Order” field should be populated and thenumber to be used there should be provided each time to you to P&G planner, as
every delivery of such goods has its unique number.
Press enter

3.

After pressing Enter, detailed data related to the selected purchaseorder/scheduling agreement will be displayed. Provide in the header part in
Delivery Note field the Supplier delivery note number.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

4.

5.
-

In order to fill in the data for this specific delivery use the bottom sectionof the transaction.
Verify and Input required data:
Material: verify material number in material tab in the bottom section-

Quantity: go to Quantity tab -> WATCH OUT: There are several recommendations whatquantity to provide in MIGO transaction depending on scenario:a) Delivery from external (non-P&G) supplier, usually these are deliveries of raw
and pack materials – use quantity which was actually delivered and is mentioned
in the delivery documentsb) Delivery from P&G (from factories, distribution centers, contractors), usuallythese are deliveries of intermediate materials, bulks, Finish Products to be
manipulated – use only quantity which system is proposing. If there is adiscrepancy between quantity actually delivered and proposed by the system please
inform your P&G contact, he/she will need to do adjustment.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller-

Storage location and plant: Verify storage location and plant code (as provided
by P&G Spoc) in Where tab-

Batch number: Provide the batch number (as provided by P&G spoc) in the Batch tab-*You can also verify the purchase order/ scheduling agreement in the Purchaseorder data tab

6.

After all data is filled in and verified select the item for processing bymarking the item ok (Item ok has to be ticked)

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

7.

When completed, click on ‘Check’ button to verify if no errors are displayed(Red light will be displayed) and if nor error click ‘Post’ button*In case of any errors/issues encountered during the Check that will not allow
to post the Material receipt contact the respective planner.

IMPORTANT!
Please remember to GR full Qty of Pallets (codes 70000 70005 70128 99414161)

For deliveries from PG (from factories, distribution centers, contractors), usually these are deliveries ofintermediate materials, bulks, Finish Products there might be also line with pallets – please don’t ignore
the line.
Please remember to receive this line for full Qty of Pallets (codes 70000 70005 70128 84944180
99414161) – you also have to mark this line item as OK as for any other material.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

4.

Production confirmation

1. From the SAP Easy Screen, input the transaction code ZDCORK in the Command fieldand confirm it with Enter key or choose it from the Favorites folder in the Menu list

2. In the selection screen, input the ‘Plant’ code and the ‘Process Order’ number(s)or alternatively ‘Plant’ code and the ‘Start date’ range.
In the ‘Warehouse Activity’ section, select the option ‘None’ and ‘Unit of Measure’as ‘Base UoM’ unless advised otherwise by P&G contact.
In the ‘Default Confirmation’ section, select as appropriate as aligned with P&G
contact. Then select ‘/PG STANDARD’ Layout. When ready, select ‘Execute’ button

3. On the following screen, for the orders to be confirmed, check the box to selectthe line, input correct ‘Confirmation Qty’ and if applicable ‘Bill of Lading’. Thenclick on ‘Execute’ icon. Once all the needed fields are correctly populated, click on‘Execute’ icon to process the confirmation.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers

Document Owner: Marcin Mueller
Status light should be green or yellow (in case there are multiple process orders displayed for one
material). If the light is red, please contact P&G SPOC. It will not be possible to confirm production
with red light.
WARNING: Note that depending on the Layout selected in the previous screen, thesequence of displayed columns may be varying from the screen below.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

5.

Extract production schedule report
1. From the SAP Easy Screen, input the transaction code ZPRS in the Command fieldand confirm it with Enter key or choose it from the Favorites folder in the Menu list

2. In the selection screen, input the data as below. For different sites, there may
be different sets of data to narrow the selection criteria. Make sure in the ‘Print
list’ section, ‘Print Purchasing Info’ is selected – this will enable display ofService Orders which grants the authorization to CM to execute production of orderedgoods.
After
all
data
is
populated,
click
on‘Execute’
icon.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

3. On the next screen, you will be able to see orders placed by P&G representative
towards CM. This includes below data:
B. Production date
C. Material number
D. Purchase Order
E. Planned Quantity

Download of the Production Schedule report to MS Excel file
1. In order to download the production schedule report from P&G SAP toMS
Excel file, when on the screen displaying the report outcome, click on ‘Menu’ icon,‘List’, ‘Save’ and ‘File’.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

6.

Quality status changea) Quality Non-Managed Site

1.

From the SAP Easy Screen, input the transaction code Migo in the Command field andconfirm it with Enter key or choose it from the Favorites folder in the Menu list

2.

In the selection screen, input data as below and when completed, click ‘Enter’

3.

Movement type: as per list below:
321 Transfer Quality Inspection to Unrestricted
322 Transfer Unrestricted to Quality Inspection
343 Transfer Blocked to Unrestricted
344 Transfer Unrestricted to Blocked
349 Transfer Blocked to Quality Inspection
350 Transfer Quality Inspection to Blocked
In the top part of transaction provide in the Document header text: short reason
for movement posting or reference as agreed.

4.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

5.

Input required data: materials, quantities, batch number and issuing location in
respective cells. When completed, click ‘Enter’ and then on ‘Post’ icon

6.

Once all this data is filled in press ‘Enter’, the data will be filled in, andbatch field will appear. In the Transfer posting tab:
Provide Batch: Fill in the batch field input as provided by PG spoc in both
sections From and Dest-

Verify that the Item ok is marked/ticked.
*In case you want to provide more materials for the same movement use the arrows button(next to Item ok indicator) for new selection where you will have to provide all therequired data as mentioned earlier.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

When completed, click on ‘Check’ button to verify if no errors are displayed(Red light will be displayed) and if nor error click ‘Post’ button

7.

b) Quality Managed Site
1. From the SAP Easy Screen, input the transaction code QA32 in the Command field andconfirm it with Enter key or choose it from the Favorites folder in the Menu list

2. In the selection screen, input the plant code and clear other cells if populated.
In the list settings area, choose option ‘Select only inspection lots without a usage
decision’. Then click on ‘Execute’ icon

3.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

4. On the following screen highlight the line with Inspection lot which needs to bereleased / blocked, click on the arrows icon to extend the selection menu and choose
option‘Usage decision (UD)’
5. In the ‘Defect’ tab, display selection list for ‘UD code’ field. From thedisplayed list, choose the folder for your site, expand the list and select correct
decision ‘Accept’ to release or ‘Reject’ to block the stock. Then confirm byclicking ‘Choose’ icon and ‘Save’

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

7.

Goods picking for Outbound deliveries - Contract
Manufacturer

1. From the SAP Easy Screen, input the transaction code VL02N in the Command fieldand confirm it with Enter key or choose it from the Favorites folder in the Menu list

2. On the next screen, input correct Outbound delivery number and confirm it bypressing ‘Enter’ key

3. Go to ‘Picking tab’ and fill in the ‘Picked Qty’ and ‘Batch’ fields with correct
values. Picked quantity should be equal to ‘Deliver. Qty’ and at the same time match
the physically loaded goods

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

4. If multiple batches of the same code need to be shipped, highlight the relevantline in the delivery and then click on ‘Batch Split’ icon. This will allow to input
several batch codes for the same material within one delivery document. The summed
quantity for all batches should be equal to quantity planned for shipment for thatmaterial

5. On the following screen, fill in cells ‘Batch’ and ‘Delivery quantity’ with correct
data and confirm by pressing ‘Enter’ key – this will enable all remaining data to be
automatically populated. Once this activity is completed, click on ‘Back’ icon to
return to previous view

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

6. If all picking was completed correctly with full quantities that were planned,‘Overall Picking Status’ will change to ‘C’ – Fully picked. Once ready, click ‘Save’
icon

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

8.

Goods Issue posting - Outbound deliveries from Contract
Manufacturer

1. From the SAP Easy Screen, input the transaction code VT02N in the Command fieldand confirm it with Enter key or choose it from the Favorites folder in the Menu list

2.

Input correct ‘Shipment Number’ and confirm it with Enter key

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

3.

In the ‘Processing’ tab check if the shipment is planned for transport – ‘Planning’icon is already confirmed andicon is displayed next to it. If that condition ismet, confirm the physical goods dispatch by selecting first ‘Check-in’ and then
‘Shipment start’ icons. If done correctly
icon will be displayed next to themsimilarly to ‘Planning’ icon. Then click on ‘Save’ icon – this will enable Goods Issue
posting reflecting the goods have been dispatched from the plant and now are in-transit
to its destination

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

Support model
Downtimes of Supplier Portal
In case of unplanned downtimes or issues, Supplier Portal users contact first level of
support in P&G SNH.
If issue cannot be fixed by 1st level of support, a ticket should be raised to 2nd levelof support by P&G personnel. The ticket will be marked as Critical/Major/Minor based on theissue impact.
Guidelines:
Critical: Users cannot log in to Supplier Portal or when user is logged in, Supplier
Portal does not function as expected. This does not include cases when user ismissing security access allowing certain activities or user account has been
locked due to using incorrect credentials. Issue applies to all users on site
Major:

Existing issue is limited to specific number of users on site and is not
related to overall functioning of Supplier Portal, but causes significant
difficulties in recording of ongoing operations

Minor:

Existing issue is limited to specific number of users on site and is not
related to overall functioning of Supplier Portal. May cause difficulties inongoing operations, but there is existing and known back-up solution covering
the gap, which can be executed without enabling BCPTimings for fixing issue as per severity of Impact

ImpactCritical
Major
Minor

Expected
Resolution Time24h/1 working day
3 working days
5 working days

Initial P&G Support
Response Time*
4h
8h
8h

* Timings during working days 8AM to 4PM CETBusiness Continuity Plan procedure
BCP procedure is to be defined per site and may vary depending on operating model andsupply chain complexity of CM. To ensure business stability and compliance to SAFE
regulations, detailed procedure should include the sustainable process for both P&G and CM.
CM needs to be familiar with the BC solution and it is recommended to provide regularrefreshment training. It is critical to ensure clearly defined time and operational criteria,
which if are met, will serve as primary input to decision sheet if Business Continuity Planshould be enabled in production environment.

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Business Use

Standard Operating Procedure
Issue date: 01/02/2023

Supplier Portal for Contract Manufacturers
Document Owner: Marcin Mueller

Revision table
Date

Name

04.01.2023

Marcin Mueller

Migo update

Change Description

08.03.2023

Marcin Mueller

Screenshots update

18.10.2023

Marcin Mueller

Migo update (more detailed)29 | P a g e