Supplier Systems Catalog

The solutions that allow P&G and suppliers to

collaborate efficiently and digitally

Let’s Get Started

Best viewed in Adobe® Acrobat

This document contains proprietary, confidential, and copyrighted (under the laws of the United States and other countries) materials of The Procter & Gamble
JULY 2017 Company (P&G). This document may not be duplicated, and the licensed information therein may not be used or disclosed in whole or in part for any purpose
other than as authorized by P&G. Any use disclosure in whole or in part of licensed information without the express written permission of P&G is prohibited.
zz
 Supplier Solutions

Introduction Supplier Solutions

This document outlines the core set of digital functionalities that P&G and suppliers Welcome to our collaborative digital journey!
can use to efficiently collaborate on Source-to-Pay activities for the supply of raw and
packaging materials. Below is a high-level diagram of the areas involving transfer of Click a blue box to find out more about each solution.
information and materials between P&G and suppliers. Use this document as a resource You can also move through this document by clicking the
to understand the digital solutions available to you to best manage each component of navigation bar in the top right corner or use the arrows
our Source-to-Pay ecosystem. Each solution page includes a description, details on the on either side of the page.
functionalities, a list of prerequisites, the benefits to P&G and suppliers, and guidance
on how to enroll. SUPPLIER PORTAL

MATERIAL INVOICING AND

PLANNING PAYMENT REPORTS

Information
Flow
PURCHASES
ELECTRONIC
SOLUTIONS:
INVOICING
EZ PRICING

ENOVIA

Material
P&G Supply
SUPPLIER SPECIFICATIONS CERTIFICATE OF
EXTERNAL READER ANALYSIS (eCOA)

ARAVO COMING SOON

VENDOR
MASTER DATA ARIBA
Invoicing & Payment
MANAGEMENT
SOURCE-TO-PAY
 Supplier Solutions

SUPPLIER PORTAL – MATERIAL PLANNING

Work Process Description
P&G plants and raw & packaging material suppliers function as one supply chain when they exchange material planning information
in an efficient manner and digitize end-to-end integrated processes. This work process is a key enabler for end-to-end synchronization.

Material Information
Functionalities Supply Flow
• For traditional order management, direct visibility into the most recent delivery schedule is given for each material supplied to
each P&G plant. How to Enroll
• For supplier-managed inventory cases, the platform gives visibility into the current inventory levels and forecasted consumption at
When visiting the sign-up page, you
P&G so the material replenishment can be proactively managed by the supplier according to the agreed-upon parameters.
will be prompted to request an
• By managing the orders through the platform, suppliers can automatically trigger an advance shipment notification (ASN) invitation. Please get in touch with your
containing significant information on the material in transit to P&G, similar to the information contained on the delivery note. This P&G plant MSM contact or the P&G
provides both the planner and the site with visibility on when to expect the delivery and the actual quantity shipped.
planner in charge of the supply chains
• Once the material arrives at the P&G plant, a goods receipt notification (including the amount of the material received) is for which you’d like to use the Material
electronically triggered in the system. This facilitates the three-way match of the purchase order, goods receipt, and invoice Planning solution.
enabling timely payment of invoices.
The MSM will assess the sufficiency of
the data accuracy for the given supply
Prerequisites
chains and confirm whether material
• The responsible plant Material Supply Manager (MSM) assesses the value and chances of success for a supplier to use this platform.
planning is a suitable solution. The MSM
The key item to consider is that this solution removes the human intelligence step between the SAP planning data and the data
will then trigger the enrollment and
shared with suppliers. It is crucial to validate that the SAP data flowing in the material planning section of the supplier portal is
accurate. Therefore, this solution is best used when the demand on a material can be anticipated accurately by SAP and is administration of the supplier in the
relatively steady. material planning section of the supplier
portal with the help of the Planning
• Once the solution is in place, offline collaboration alignment is crucial to set up the right parameters.
Service Center (PSC).
• P&G should send material order requirements per the • P&G should notify suppliers when changes are
agreements in the SLEA (frequency, horizon, firm zone, etc.). made to material order requirements in the If you have questions, please reach out
firm zone. to the following regional SPOCs.
• Material orders are expected to be received on date and
quantity per the Delivery Schedule. If not, P&G expects • North America: Schemeka Robinson
immediate notification. robinson.sl@pg.com
• Latin America: Santiago Campos
Targeted users campos.s.3@pg.com
• Europe/IMEA: Paulina
• This platform should be used by the customer service and • Material Dispatchers will use the system to create ASN and
Tomczakkarlinska
logistics/planning center. view goods receipt notifications (a template of the ASN can
tomczakkarlinska.p@pg.com
• Suppliers’ planning team will use the system to plan be found in the portal).
• Asia: Lynn Lee
production and shipments based on P&G’s demand and
Lee.l.5@pg.com
current orders.

Benefits
• Increased visibility of P&G demand • Touch-free information flow between supplier and P&G
• Reduced time, inventory, and cost inefficiency • Scales to all P&G locations and enables
• Increased productivity through elimination of redundant or end-to-end synchronization
low value/high effort work • Increased global standardization utilizing one platform
 Supplier Solutions

SUPPLIER PORTAL – INVOICING AND PAYMENT REPORTS

Work Process Description
P&G has simplified real-time access to invoice status information. Suppliers can use the portal to understand P&G invoicing
requirements as well as check the status of invoices and payments anytime, from anywhere. Visit our supplier portal to learn about:

• P&G invoicing methods You can check the status of invoices in two ways: Invoicing & Information
• P&G invoicing requirements and country specifications 1. Using Simple Invoice Status to check the basic status of a Payment Flow
• How to check the status of your invoice single invoice without logging on to P&G’s supplier portal
• P&G payment terms and policy 2. U
 sing the Invoice Status app to get comprehensive How to Enroll
• P&G payment receiving methods status information. Visit the portal to sign up. Have
your P&G vendor code ready
Learn more by watching this video. to create your account.

Functionalities
• Gives suppliers all information needed to invoice P&G right the first time and manage invoices and payments more efficiently
• Provides access to multi-languages apps that help you:
• Quickly view invoice status, why an invoice was returned, • Get access to all relevant P&G vendor codes
search by invoice number, and more • View your user account and sponsor information
• Find a missing invoice with Bobby, the bot • Grant access to a colleague
• Subscribe to weekly invoice status reports • Keep your company’s information updated
• See payment reports—who has paid whom, when, • Ask for expert support within the apps
and for what

Prerequisites
• Suppliers must first register to the Invoice Status app to get comprehensive invoice and payment data.
• You cannot register if you do not have business with P&G. When signing up on the app, you will be asked to provide your
vendor code, which can be found on any purchase order.
• There is no training required as the solution is intuitive and easy to use.

Targeted users
Accountants, Billing Experts, Cash Managers, and Account Managers will use the portal to:
• Learn how to invoice P&G right the first time and more efficiently
• Track the status of their invoices and payments securely, anytime, from anywhere, for free

Benefits
• Provides invoice status transparency • Enables supplier to request support for payment
• Enables invoice issues to be identified earlier and issue resolution
resolved more quickly • Reduces the number of touchpoints for payment
issue resolution
 Supplier Solutions

SUPPLIER PORTAL – ELECTRONIC INVOICING

Work Process Description
E-invoicing enables paperless invoicing which offers many benefits to both P&G and suppliers. There are different solutions
available, but Tungsten Network is the recommended e-invoicing provider.

Please read the below and visit our website to learn more. Invoicing &
Payment

How to Enroll
Enroll with e-invoicing by
Functionalities contacting Tungsten Network directly
P&G supports many paperless invoicing methods. While we realize that every supplier is different, we strongly recommend that (http://www.tungsten-network.com/uk/
you use the most appropriate e-invoicing option for your company before resorting to paper. Please refer to our website to contact-us/#call-us)
identify the most appropriate e-invoicing option for your company.
In case of question you may
contact us at:
Einvoicing.im@pg.com
Prerequisites
The pre-requisites to use a specific e-invoicing solution depend on the location of the legal entities involved in the invoicing
and payment processes. For e-invoicing you must deliver to one of the specified countries where this feature is allowed – a full list
and more details can be found here.

Targeted users
Members of your team responsible for invoicing and payment management will use the solution to issue the invoices and get
them processed and paid more efficiently.

Benefits
• Enables invoice issues to be identified earlier and resolved • Reduces the number of touchpoints for payment
more quickly issue resolution
• Reduces cycle time of the invoice and eliminates the risk • Enables invoice management automation
of lost invoices • Reduces excess printing costs
• Reduces the number of blocked invoices
 Supplier Solutions

SUPPLIER PORTAL – PURCHASES SOLUTIONS: EZ PRICING

Work Process Description
EZ Pricing (EZP) is a price management solution for Raw & Pack suppliers. EZP enables automation of price management via the
Purchases Solutions section of the supplier portal. This solution helps P&G and suppliers improve price accuracy as well as enable
timely invoice payment. EZP is a structural part of the P&G vision for digital and touchless collaboration.
Information
Flow
Functionalities
EZP is a solution run as part of the Purchases Solutions on the supplier portal. Once logged in, suppliers can see all the scheduling How to Enroll
agreement lines associated with their vendor code that have been enrolled in EZP. Suppliers can request changes to the unit price Please email relevant contacts below to
setup in the scheduling agreements themselves and specify the effective date for such changes register interest:
(e.g., work items).
• Americas:
The responsible buyer at P&G receives an email notification requesting his or her approval for the given work items. The work item ezp.im@pg.com
is then automatically processed for update in the scheduling agreement without requiring the intervention of a P&G Purchase to • Europe/IMEA:
Payment (P2P) individual. Alternatively, the work items may be uploaded manually by the regular P&G P2P team for processing in ezpemea.im@pg.com
the scheduling agreements. • Asia:
bataller.dj@pg.com

Prerequisites
• The solution is available to direct (raw and packaging) suppliers to P&G manufacturing plants globally, which are managed
through scheduling agreements (SA) and outline agreements/purchase orders (OA/PO).
• The targeted users are the suppliers submitting a significant number of price changes manually on a regular basis. The enrollment
of a supplier needs to be approved by the purchasing manager responsible for the given business scope involved.
• Suppliers will have to go through training on how to navigate and use the platform with the P2P individual responsible
for their enrollment.

Targeted users
• Users will be individuals who are responsible for sharing/updating pricing back to P&G (e.g., supplier sales team members, customer
service associates, administrators).
• Suppliers will use the system to update information in the EZP system when a material price has changed, at pre-agreed intervals
(e.g. quarterly, annually etc.).

Benefits
• Enables timely and accurate invoice payment with 24/7 visibility to all pricing in P&G systems so users can proactively ensure
a smooth payment process
• Automation seamlessly manages all price changes
• Online migration reduces price update cycle time by 75%
 Supplier Solutions

ENOVIA – SPECIFICATIONS EXTERNAL READER

Work Process Description
P&G uses the PLM system ENOVIA to manage the creation, review, approval, and distribution of specifications. The ENOVIA-based
application, External Reader, allows P&G’s suppliers to access the most up to date material specifications. ENOVIA External Reader
also provides the input template for the Certificate of Analysis (COA) process. This replaces CSS-External Views and eliminates
manual specification communication. Information
Flow

How to Enroll
Functionalities
Please get in touch with your regular
• Gives suppliers access to P&G’s up-to-date specifications P&G contact who can act as your
• Serves as a simple tool to communicate whether specified material can be delivered according to the most recent specification P&G sponsor and request an ENOVIA
• Provides a downloadable input template for COA, also known as AutoCOA (see the ENOVIA – Electronic Certificate of Analysis page account creation on your behalf.
for further information) Your P&G sponsor will need to validate
that your company has a general P&G
Account in ItAccess to trigger the
Prerequisites registration process to ENOVIA on the
• You must have a P&G account associated with a P&G sponsor before you can request an ENOVIA account (Central User Registration). Dijunction website.
• ENOVIA access is reviewed every six months (your P&G sponsor will be asked whether your account should be kept active Once you receive the email
or terminated). notification for the registration,
• If your company already has an ENOVIA account, you may ask your P&G sponsor or regular contact to request an update of the please follow the steps.
existing account.
• Once the creation process is initiated, you will be sent links to:

1. A 20-minute web-based mandatory training. Once completed, it will trigger the activation of your ENOVIA account.
2. Verizon registration for data security purposes.

Targeted users
ENOVIA External Reader is usually most beneficial for your quality team members but can be relevant to your R&D teams as well as
your sales colleagues.

Benefits
• Provides 24/7 electronic access to P&G specifications • Eliminates manual distribution of specifications
• Communicates acceptance of specifications • Secure access and data sharing
• Provides electronic download of AutoCOA template • Immediate notification of new specifications
• Sends notification email for new specifications
 Supplier Solutions

CERTIFICATE OF ANALYSIS (E-COA)

Work Process Description
e-COA is a system that checks certificates of analysis (COAs) for all incoming deliveries against up-to-date specifications. The system
requires the use of the AutoCOA template (available to suppliers as a download from ENOVIA), which is populated by the vendor
and emailed as an attachment to the P&G e-COA system for processing. This AutoCOA template is checked automatically against
the latest specification prior to the shipment. The supplier then receives release/reject feedback from e-COA within a few minutes. Material Information
e-COA/lot status is automatically transferred to P&G systems, avoiding data transfer mistakes and ensuring record tracking. Supply Flow

Functionalities How to Enroll

Transferring data in an electronic format between suppliers and P&G end users facilitates information exchange and enhances • Enroll in ENOVIA if you do not have
information usability. Specifically, e-COA makes it possible to: access yet.

• Reduce the need to sort, distribute, organize, and • Ensure the use of current P&G standards. • Contact your regular P&G contact
search through paper documents for material data used to verify the P&G plant system’s
• Ensure compliance with up-to-date material specifications and readiness as well as material
for the release of unloading/delivery.
data reporting requirements. specification fitness for e-COA and
align the implementation plan.
Prerequisites
At the supplier:
• You must be registered as an External Reader in ENOVIA • Once the vendor user is set up, initial AutoCOAs can be generated
(more info available on the ENOVIA External Reader page). and reviewed with respective P&G counterparts for training and
test purposes before going live.
• The e-mail addresses of the individuals responsible for
sending the AutoCOA need to be registered as valid At P&G:
submitters. Please send your request to the P&G Site • Specifications need to be fit for e-COA by ensuring all
QM Key User, Site e-COA process owner, or your regular parameters are considered for the AutoCOA generation in
contact at the P&G site. Multiple individuals can be ENOVIA. Until we complete the move from CSS to ENOVIA,
registered but any email submission of AutoCOA from a
some specifications might not be fit for e-COA.
non-registered address will not be processed and an error
message will be sent. • Most plants can accept e-COA but actions are required both
from P&G site and supplier to make the process work.
• AutoCOA templates can be downloaded for each material
specification in ENOVIA. It’s important to use the most up-
to-date specification.

Targeted users
• Lab/QA personnel use AutoCOA to enter quality • The QA manager uses AutoCOA to sign off for accuracy of
testing results the COA

Benefits
• Setting up the account is a one-time effort and the use of eCOA • Integrity of the material receiving process is greatly improved and
can be extended to other supply chains with relatively with lower effort vs. manual procedures.
minor effort.
• e-COA information is available online and clearly connected to a
• Single production lots used in multiple shipments (to the same or supplier lot
differing plants) can be handled with one COA submission.
• Eliminates the need for paper copies of the COA at material
• More efficiently managed delivery and nearly automatic goods delivery and for users to enter COA data into P&G systems.
receipt processing, hence a lower risk of payment issues and
• Eliminates the compliance check of COA at delivery because the
reduced waiting time for unloading at P&G sites.
results were already checked against material specification online.
 Supplier Solutions

ARAVO – VENDOR MASTER DATA MANAGEMENT

Work Process Description
ARAVO is a breakthrough vendor master data (VMD) solution that improves and streamlines both third party risk assessments and
master data management. The solution allows the electronic exchange and maintenance of master data by suppliers continuously
in a digitized and controlled environment, protecting both suppliers and P&G.
Information
Flow
ARAVO is the single solution used for third party risk management in personally identifiable information (PII), anti-bribery, and
information security (InfoSec). It gathers the required master data faster, more efficiently, and with improved controls.
How to Enroll
As of July 10, 2017, any addition of
Functionalities a new supplier or vendor master
data change requested for existing
Suppliers use ARAVO to exchange the required data for setup in P&G’s system. This data ensures compliance with both tax and local
English-speaking suppliers will trigger
legal requirements to ensure P&G can issue purchase orders, receive invoices, and issue payments to suppliers. Furthermore, ARAVO:
an ARAVO notification. Such suppliers
• Captures all required data with easy-to-use digital forms • Enables easier communication with P&G on master data will receive a notification from
• Allows suppliers to manage their own data continuously, thus • Validates the data at different stages of the process to vendormasterdata.im@pg.com with
ensuring their details are always up to date ensure no request is submitted incorrectly or incompletely instructions and links for registration.
• Controls who within a supplier’s organization can provide the
data, therefore improving controls on data management
Solution Contact
Note: ARAVO’s digital forms are currently only available in English. Thus, offline local language
forms will be utilized until the digital forms are made available via ARAVO in early 2018. Suppliers can contact VMD operations
at: vendormasterdata.im@pg.com

Internal users can contact VMD

Prerequisites
operations via ServiceNow.
English speaking suppliers will receive a notification from vendormasterdata.im@pg.com with instructions and an ARAVO
registration link when a vendor master data change is requested either by the supplier or buyer. The supplier must then complete
the registration process and set up other desired users.

Targeted users
Accounts receivable managers, account managers or sales agents, and any user who maintains a supplier’s vendor master data.

Benefits
• Digital data collection vs. use of Excel today • Faster exchange of data
• No supporting documentation required • Enhanced data quality
• Better controls for the suppliers, thus reducing risk of fraud • Single solution for P&G requesters, suppliers,
• Intuitive data collection process and master data team

• Up-to-date vendor master data • Automated requests and reminders from P&G
to suppliers
 Supplier Solutions

COMING SOON!
ARIBA

Work Process Description

SAP Ariba is an exciting, important transformation to improve and streamline our planning, invoicing, and
receiving processes by implementing an automated, digital solution. By digitizing across these historically
siloed systems, P&G and suppliers will be able to exchange messages (e.g. Delivery Schedules, Advanced Solution Contact
Shipping Notifications [ASNs], and Invoices) in a digital, collaborative manner.
Purchases: Katherine Storer
storer.k.1@pg.com
Why the Move to Ariba? GBS: Glenn Hempton
hempton.g@pg.com
SAP Ariba is an industry-standard, cloud-based solution, which many of P&G’s suppliers
already use. The main benefits of Ariba are:
• Prevention of most payment issues before they even start. With Ariba, electronic invoices can’t be
lost, and while some countries still don’t permit electronic invoicing, Ariba has nearly triple the
number of countries as our current provider!
• Real-time purchase orders and invoice delivery for quicker fulfillment, collaboration on orders,
identification of discrepancies, and payment status reporting. Since invoices can be “ready to pay”
almost instantly, both parties will know of any issues far in advance.
By having fewer payment issues, you will be able to redeploy resources’ time to other
value-added work, like innovating, growing, and optimizing business with P&G.

Should I still enroll in the digital solutions in this catalog?

YES! Ariba is the chosen planning,

invoicing, and receiving solution for
In the meantime, the adoption of the core
solutions discussed in this catalog will help lay
P&G direct raw and packaging material purchases, the groundwork for Ariba, and some solutions
and it is being rolled out in phases by region, will continue to work in partnership with Ariba
starting with the US & Canada late 2017. Thus, post-launch.
your Supplier Relationship Owner will contact
you when we’re ready to engage you in this
important transformation.
 Supplier Solutions

This document contains proprietary, confidential, and copyrighted (under the laws of the United States and other countries) materials of The Procter & Gamble
JULY 2017 Company (P&G). This document may not be duplicated, and the licensed information therein may not be used or disclosed in whole or in part for any purpose
other than as authorized by P&G. Any use disclosure in whole or in part of licensed information without the express written permission of P&G is prohibited.