The Emergency PO process should only be used outside the normal Purchasing Department hours. It is up to the Site Management Team if they want to use Emergency POs - Some sites do, and some do not. Be sure to check with your Site Manager or the Supply Chain Specialist at your site to see what the process is at your site.
Some facts about the Emergency After Hours PO Process:
For Parts: You will see the EPO (Emergency After Hours PO) button any time the Part Needs quantity is greater than the quantity on hand.
This is specific to the LOCATION. For example, if your site happens to have stock in both the ATS and Customer locations, and you've selected Customer but there is stock in the ATS location, the system is only looking at what is the on-hand quantity in the Customer location to determine if you will get the EPO button.
Most of the times when you select from the All Parts radial, the EPO button will be an option because you may not have previously had that part in stock at your site.
All NEW PART requests will give you the Emergency PO option.
It is CRITICAL that you give Mfg Part#, Mfg, plus a full description, supplier, and cost if you are using an EPO on a NEW PART.
All Supplies requests will give you the EPO option.
If you are going to create an EPO to bring in a Supplier after hours, you must contact the on-call Buyer to ensure that the Supplier has Liability Insurance. You may not bring any vendor onto ATS property if they do not have Liability Insurance, and it is the Site's Responsibility to make sure that it is obtained before bringing someone in.
The BENEFIT of the Emergency Purchase Order Process is that it gives the Technician a Purchase Order Number at the time the Part Need is entered.
This shows in a pop-up box and is also saved in the Notes section of the Task.
The PO is automatically released to the Buyer for further processing.
The Buyer fills in the appropriate information, approves it and Posts it.
The SCS can then receive the part as normal in the system.
Possible scenarios where you would WANT to use the EPO process:
1. A Critical 1 Machine goes down after hours. The Supplier has the part and can ship it out tonight but won't without a PO number.
2. A Critical 1 Machine goes down after hours. You can go pick up the parts at the Supplier right now. Sometimes this requires a PO number, sometimes not.
Even if you are a regular customer of the Supplier and they don't REQUIRE a PO at that time, ensure that the SCS communicates with the Buyer that the parts have already been purchased from THAT vendor at "x" cost and attaches the invoice to the Requisition. If not, the Buyer will not know, and there is a possibility that this Requisition could be processed from one of our preferred vendors.
3. An Emergency Spill requires a clean-up team to be brought in outside of normal business hours. A PO is needed before the work can be done.
It is the Site's responsibility to contact the on-call Buyer to make sure that a Vendor has the correct Liability Insurance before coming onto ATS property.
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