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Goods Receipt Compliance (GRC) Tool

Goods Receipt Compliance (GRC) ToolThe GRC application is a role based tool which provides John Deere with a method for capturing goods receipt compliance problems. GRC supports a common enterprise process for goods receipt compliance, metrics and a corrective action feedback loop, focusing on EDI 856 Advanced Ship Notification (ASN), Ship Label, and Packing List.

GRC captures all ASN and receiving dock errors as material is being receipted and provides the feedback loop with the suppliers for correction of the problems.

Document OverviewThis document will introduce the Goods Receipt Compliance (GRC) application functions.

Document ObjectivesThis documentation will help you to perform the following tasks.

Become familiar with the GRC Tool user roles

Search for Issues

Download search results

View Issues

Review Email Notifications

Respond to Issues

Select Root Cause and Resolution for Errors

Add/view attachments

JDSN Goods Receipt Compliance (GRC) Tool - Suppliers Page 1 Copyright © Deere & Company 21-Aug-2009

Goods Receipt Compliance (GRC) Tool Basics

Table of ContentsGOODS RECEIPT COMPLIANCE (GRC) TOOL................................................................................1

DOCUMENT OVERVIEW..............................................................................................................................1DOCUMENT OBJECTIVES............................................................................................................................1

GOODS RECEIPT COMPLIANCE (GRC) TOOL BASICS.................................................................3

ROLES AND PERMISSIONS...........................................................................................................................3STARTING THE GRC APPLICATION............................................................................................................4JD SUPPLY NETWORK SUPPORT.................................................................................................................5HELP INFORMATION...................................................................................................................................5SCREEN PROMPTS AND ERROR MESSAGES................................................................................................5

SEARCH GOODS RECEIPT ISSUES......................................................................................................6

ISSUE STATUS INDICATORS........................................................................................................................7DOWNLOAD SEARCH RESULTS...................................................................................................................7SEARCH RESULTS FIELD DESCRIPTIONS....................................................................................................8VIEWING ISSUES.......................................................................................................................................10

EMAIL NOTIFICATIONS.......................................................................................................................11

DEERE EDITOR AUTOMATIC EMAIL.........................................................................................................11SUPPLIER RESPONSE AUTOMATIC EMAIL................................................................................................12

RESPONDING TO ISSUES.....................................................................................................................13

ADD/VIEW ATTACHMENTS.......................................................................................................................14VIEW SUPPORTING DOCUMENTS..............................................................................................................15ROOT CAUSE AND RESOLUTION FOR ERRORS.........................................................................................15SUBMIT THE USER RESPONSE..................................................................................................................15

Glossary......................................................................................................................................................16

Page 2 JDSN Goods Receipt Compliance (GRC) Tool - Suppliers21-Aug-2009 Copyright © Deere & Company


Goods Receipt Compliance (GRC) Tool BasicsRoles and Permissions

John Deere employees and John Deere Suppliers will use the GRC application. Users require a valid John Deere or JDSN (John Deere Supply Network) userid and password to access the application.

Users will be assigned to one of the GRC user roles. User roles are described in the table below. Non-Deere employee users who are acting on behalf of Deere may be assigned to the Editor or Viewer.

Role Description

Editor Examples: Deere and non-Deere receiving location personnel; EDI Coordinator.

Users with the Editor role are able to: o create new issueso edit and/or view existing issues.o add, edit and delete attachmentso select the appropriate Deere and supplier contacts for the

issue.o view and add Deere internal comments.

Deere Viewer Users with this role are able to: o create new issueso view issues and their attachments.o view and add Deere internal comments.

Supplier Note: There are 2 Supplier roles: External Supplier and Interfactory Supplier (John Deere Employee).

Suppliers are able to: o respond to issueso view issues and attachmentso add attachments and issue comments.

Supplier Profile contacts with the Business Role of EDI, JDSN Web EDI or Logistics are retrieved as supplier contacts in the GRC Tool based on the unit selected.

Selected supplier contacts receive email notification when issues are submitted. The email message contains a link to a specific issue in the GRC Tool.



Starting the GRC ApplicationUse these steps to start the GRC Application from the JD Supply Network (JDSN) page.

1. Display the JD Supply Network page.

This page is located at https://jdsn.deere.com/

2. Type your John Deere userid (i.e., ou12345) in the User Name box.

3. Click in the Password box and type your password.

4. Click the Sign In button.

5. Click on the I Accept button on the JDN Terms and Conditions of Use Agreement page. The My JDSN Home Page displays.

6. Click on the Applications link at the top of the page.

7. Select Goods Receipt Compliance Tool (GRC) from the list of JDSN applications to display the application mini home page.

The application mini home page includes links to other related information, including Business Objects reports and training materials.

You may also position the mouse over the Delivery option on the Quick Launch Menu and select Goods Receipt Compliance Tool (GRC).

8. On the application mini home page, click the Access Goods Receipt Compliance Application button to display the GRC Main Menu.



JD Supply Network SupportAll Suppliers/External users as well as U.S. and Canadian Deere employees can call the Supply Management Enterprise Support Center at 800.939.1499 for help with applications available from JD Supply Network (JDSN). Anyone calling will be asked for his or her userid.

There are other JDSN resources to assist you including the FAQ's section, Resource Center, and individual Unit Supply Management information where you can find specific unit contact information.

Help InformationClick the help link to display help information pertinent to the JDSN Goods Receipt Compliance Tool Application.

Select the contact us link to display the Supply Management Enterprise Support Center phone numbers, [email protected] email link and, for European users, an email form.

Click the “tabs” at the top of the help page to display FAQ, Glossary or Contact Us information.

Click the “X” button in the upper right corner to close the help window and return to the page you were viewing before selecting help.

Screen Prompts and Error MessagesIf an error occurs, an error message appears and the field with the incorrect information is highlighted in red.

Click OK to close the error message. Correct the error and submit again.

Messages also appear in the message area in the upper left corner of the screen.

Click the message number link to display specific information about the message. Click the close button to close the Help window for the error message.



Search Goods Receipt IssuesUse the steps listed below to search for Goods Receipt Issues.

1. Log on to the GRC tool and display the Main Menu.

2. Click on the Search Goods Receipt Issues link to display the Search Issues screen.

3. Enter criteria in any of the search fields to limit the results.

Deere Status options are: New, In Progress, New or In Progress, Deere Complete and All.

Press and hold the Ctrl key on your keyboard to select multiple John Deere Units.

Supplier Status options are: No Response From Supplier, Supplier Working on it, Supplier Completed and All.

Expanded View: Choose Yes if you wish to see additional fields of information for the issues. Suppliers may view all fields except Updated Comments (Deere comments/discussion)

4. Click on the Retrieve button to see a list of search results.

The Vendor/Supplier Number field drop-down list includes any supplier numbers associated with your User ID.

Search results display up to 500 issues. If results return more than 500 records you may use the Download button to download the search results to Excel and view all results there.



Issue Status IndicatorsDeere/Supplier Status Indicator

Deere Status Supplier Status

New No Response from Supplier

In-Progress Supplier Working on it

Deere Complete Supplier Completed

See the Search Results Field Descriptions table that follows for a complete list of fields displayed in the search results along with a description of each field.

Download Search ResultsIf results return more than 500 records you may use the Download button to download the search results to Excel and view all results there. Or you just may prefer to review the issues returned in Excel.

Use the following steps to download search results to Excel.

1. Perform the desired search and view the results.

2. Click on the Download button to display the File Download dialog box.

3. Do one of the following:

Click on the Open button to start Excel and immediately display the search results in an Excel spreadsheet.

Click on the Save button to save the information in an Excel document you can open later.



Search Results Field DescriptionsField Description

Issue Number The system assigned number for the issue, or problem related to the goods receipt process

Deere Status The assigned status of the current issue number according to John Deere

Supplier Status Status of supplier activity related to the issue, as selected by supplier or as default selected by web tool application.

Note: Default status is No Response from Supplier

Unit The John Deere unit that orders the Material/Part/Item Number

Vendor/Supplier Number Unique number assigned to a supplier to identify them in Deere systems

Vendor/Supplier Name Supplier company name

Material Number One of the material numbers on the delivery with the problem

This is used in combination with the Unit Code to find the Vendor/Supplier and Purchasing Document Number/PO Number

Number of Part Numbers Impacted

If there is more than one Material/Part/Item Numbers on the load, this should indicate a count of unique numbers on the load

Purchasing Document Number

Typically the Purchase Order or Scheduling Agreement number assigned to the part number

Problem Description Describes the problem that was encountered when the material was being received

Problem Comments Further defines the problem encountered. These comments are viewable by suppliers.

Immediate Corrective Action

What the John Deere representative thinks should be done right away to fix the problem

Immediate Corrective action Comments

Further explanation related to the selected Immediate Corrective Action

Planner Name Name of John Deere planner assigned to the part in factory purchasing system

Requestor Name of the person who created the original issue entry in GRC web application

Requested Date The date the issue was entered into the system

Last Updated By The name of the user who performed the last activity for the issue

Last Activity Date The last date that the issue had some type of edit or change

Additional Expanded View Fields

Pack List Number The unique number on the Packing List document, or in the ASN, that is noted as the Packing List number



Field Description

ASN Number Also called the Shipment ID or SID number, this is the unique number used to clearly identify, in EDI, the ASN associated with this shipment

Received Quantity Quantity of parts shipped by supplier and received by Deere for a given part number as indicated by shipping label and / or physical count

Pack List Quantity Quantity of parts shipped for a given part number as indicated by the Packing List data

ASN Quantity Quantity of parts shipped for a given part number as indicated by the ASN data

Order Quantity Quantity of parts ordered by Deere for a given part number as indicated by the purchasing system data

Deere Attachments Electronic document(s) attached by Deere to the GRC Issue

Updated Comments Running comments that John Deere employees enter to keep track of what has been changed or done with the issue

Note: Available and visible to John Deere employees only

Supplier Last Updated By

Name of supplier contact assigned to user ID, the last time supplier information was edited or added to the issue

Supplier Last Activity Date

Timestamp for the last time a supplier edited or added information on the issue

Root Cause for Error The event or reason responsible for why the issue occurred, as per the responsible party

Root Cause for Error Comments

Further explanation of the identified root cause for error

Root Cause Resolution Actions that the responsible party has taken, or will take, to keep the issue from re-occurring

Root Cause Resolution Comments

Further explanation of the root cause resolution

Supplier Attachments Electronic document(s) attached by supplier to the GRC Issue

Search results for suppliers/external users contain all the fields in the table above EXCEPT for the Updated Comments field. (Deere internal comments/discussion)



Viewing IssuesTo view any issue, click on its Issue Number link in the search results.

Click the View File link for a Supplier or Deere file attachment to open and view it.

Deere employees may enter information into the Comments/Discussion field and click the Post Comment button.

Click the Save button to save comments added.

Click the Cancel button to close the issue page and return to the search results.


In Progress Issues may open in Edit Issue mode for users assigned to the Editor role for the selected issue.


Email NotificationsThere are two types of automatic email notifications sent as a result of using GRC: email sent from a Deere editor to a Supplier, and email sent as a result of a Supplier response to Deere. The subject line of email includes the issue number, problem description, and Deere Status. The email body contains a brief summary of the problem and a link to the Goods Receipt Issue in the GRC Tool.

Deere Editor Automatic EmailDeere editor email (below) is automatically sent once the Submit button has been selected by the editor on the Edit Issue page. The editor determines who else will receive email by selecting radio buttons (Deere planner and supplier contacts), selecting specific supplier contacts that appear in Supplier Contacts section, and by manually adding email recipients in the Copy others on email field. The name of the Deere editor who last updated the issue before submitting it will appear in the From line of the email message.

The Deere editor email will also be sent automatically to all selected recipients when the Deere status is changed to Deere Complete. The status is noted on the subject line of the email message. The Deere editor and requestor will automatically receive a copy of all GRC emails anytime the issue is submitted.

If the editor wants to update the GRC issue, or add internal comments without sending an email to supplier contact(s), editor must select No in the Notify Selected Supplier Contacts field on Edit Issue page.



Supplier Response Automatic EmailThe Supplier response email (below) is automatically sent once the Submit button has been selected by the supplier on the Edit User Response page. The supplier contact who submits the response will appear in the From line of the email message. The message will be sent to the Deere editor, and a copy will be sent to the requester, supplier responder and all supplier contacts who received the original email message from Deere. The subject line starts with the statement “Supplier has responded to…” and includes the issue number, brief description and the status.


John Deere Packing List StandardJohn Deere Ship Label StandardJohn Deere EDI856(ASN) GuidelineJohn Deere Bar Code Label Standard for Service Parts


Responding to Issues Suppliers receive email notification from the GRC Tool for shipment problems requiring their action and response. The email message contains a link to the specific issue in the GRC application. Suppliers may also log into the GRC Tool and search for issues using the Search Goods Receipt Issues link on the Main Menu.

Use the steps listed below to submit a response to an issue.

1. Do one of the following to display the Edit User Response page for the issue.

Click on the issue link in the email message.

OR

Use the Search Goods Receipt Issues link on the Main Menu to find the issue.

See the Search Goods Receipt Issues section of this manual for instructions and more information about searching for issues.

2. Review the information.




Add/View Attachments3. Click a document link in the Deere Attachments field if you wish to view documents that

have been attached to the issue by a Deere user.

4. A supplier can attach documents that provide additional information regarding the issue. Examples of documents you may attach are Proof of Delivery (POD) or EDI Transmission. Use the steps listed below to add and view file attachments.

a. Click on the Browse button to display the Choose File dialog box.

b. Navigate to the desired file and click on it once to select it.

c. Click on the Open button to add the file path to the Add New File Attachment field.

d. Click on the Upload File button to add the file to the File Attachments list.

e. Repeat steps a - d to include additional documents.

Click on the View File link to view an attached document. Click on the Delete File link to remove the file from the issue.


J o h n D e e r e P a c k i n g L i s t S t a n d a r dJ o h n D e e r e S h i p L a b e l S t a n d a r dJ o h n D e e r e E D I 8 5 6 ( A S N ) G u i d e l i n eJ o h n D e e r e B a r C o d e L a b e l S t a n d a r d f o r S e r v i c e P a r t s



View Supporting DocumentsLinks to supporting documentation provide additional information and John Deere requirements associated with the goods receipt process.

Click the links to display the documents in PDF format.

Root Cause and Resolution for Errors5. Select the appropriate option in the Supplier Status field.

If the issue response is not complete or you are still awaiting additional information, you may select Supplier Working on it from the Supplier Status list and submit the issue.

If the issue response includes complete information, and you agree that issue was correctly assigned to supplier, select Supplier Completed from the drop-down list.

6. Select the appropriate Root Cause for Error from the drop-down list and provide additional comments in the Root Cause for Error Comments field.

7. Select a Root Cause Resolution that will be used to help avoid future problems.

8. Provide additional information related to the Root Cause Resolution in the Root Cause Resolution Comments field.

Submit the User Response9. Click on the Submit button when complete to submit the issue.

If the issue is submitted successfully, you will generate an auto-email to the Deere contacts, and you will be returned to the Search Issues page where a confirmation message will appear on the message line in the upper left corner of the screen.



GlossaryTerm DefinitionASN Advance Ship Notice - refers to an EDI transaction sent by the

supplier at the time of shipment, containing all pertinent data to describe the contents of the shipment before it arrives at Deere.

ASN Number Also called the Shipment ID or SID number, this is the unique number used to clearly identify the ASN in EDI associated with this shipment

ASN Quantity Quantity of parts shipped for a given part number as indicated by the ASN data

Attachments Electronic document(s) attached by Deere or supplier to the GRC Issue

Business Role JDSN business role assigned to supplier contact for selected Deere unit

Cancel ASN Supplier sends the ASN with the CANCEL code for a previously sent ASN. ASN shipment ID number cannot be re-used for future shipments within 13 months.

Comments/Discussion Running comments that John Deere employees enter to keep track of what has been changed or done with the issueNote: Available and Visible to John Deere employees only

Container The package that the parts are shipped in Corrective Action Action taken to correct a problemDeere Status The assigned status of the current issue number according to John

DeereDrop-Ship Shipment sent to another supplier prior to final shipment to Deere,

or billed partyEdit Issue Change or add information on GRC issue page prior to submitting

for auto emailERS Evaluated Receipts Settlements - The procedure by which payment

to the supplier is based on receipt of material, ASN information and purchase order quoted pricing. Supplier payment is system-generated using the packing list number as the invoice reference. Supplier does not send an Invoice.

Expanded View This allows user to see all fields associated with the issue

File Attachments This is where you can attach copies of documents to help define the problemThese documents can be scanned documents, word, excel, etc.

Get Supplier and Doc Number Button on Create and Edit pages user selects to retrieve supplier number, supplier name, and purchasing document number, after selecting unit and part number

Goods Receipt Receiving process for shipments to John Deere facility, or to a warehouse receiving or packaging on behalf of John Deere.

GRC Goods Receipt ComplianceImmediate Corrective Action What the John Deere representative thinks should be done right

away to fix the problemImmediate Corrective Action Comments

Further information to explain the Immediate Corrective Action selected

Interfactory Order Material ordered and shipped from one John Deere location to another John Deere location

Issue Number The system assigned number for the issue, or problem related to Goods receipt process



Term DefinitionJD-QPS John Deere Quality Production SystemJDSN John Deere Supplier Network (https://jdsupply.deere.com)John Deere Unit The unit that orders the Material/Part/Item Number

Last Activity Date The last date that the issue has had some type of edit or change Last Updated By The name of the user ID that performed the last activity for the

issue Material/Part/Item Number At least one of the material numbers on the delivery with the

problem.This is used in combination with the Unit Code to find the Vendor/Supplier and Purchasing Document Number/PO Number

Notify Planner Radio button used to copy planner on auto-email

Notify Selected Supplier Contacts

Radio button that will allow user to select or de-select all supplier contacts that could receive the auto-email for the issue.

Number of Part Numbers impacted

If there is more than one Material/Part/Item Numbers on the load, this should indicate a count of unique numbers on the load

Order Quantity Quantity of parts ordered by Deere for a given part number as indicated by the purchasing system data

Original ASN The first transmission of a specific ASN from the supplier.Packing List / Pack List Paper document sent with each shipment describing the contents

of shipment and containers at part level. (see Packing List Standard)

Pack List Number The unique number on the Packing List document, or in the ASN, that is noted as the Packing List number

Pack List Quantity Quantity of parts shipped for a given part number as indicated by the Packing List data

Planner Name Name of John Deere planner assigned to the part in factory purchasing system

Problem Description This describes the problem that was encountered when the material was being received

Problem Comments Use this to further define the problem encountered

Purchasing Document Number Typically the Purchase Order or Scheduling Agreement number assigned to the part number

RACF Group RACF User groups are used to control access to JDSN applications such as GRC, Open Orders, and others

RACF User ID John Deere assigned User ID'sRACF User group name for John Deere assigned User ID's that can access GRC and other JDSN applications

Received Quantity Quantity of parts shipped by supplier and received by Deere for a given part number as indicated by shipping label and / or physical count

Replacement ASN Supplier sends a Replacement (REPLACE) or corrected ASN to overlay the Original ASN previously sent data.

Requested Date The date the issue was entered into the system

Requestor Name of person that created the original issue entry in GRC web application

Root Cause for Error The event or reason responsible for why the issue occurred, as per the responsible party



Term DefinitionRoot Cause for Error Comments

Use this to further explain the identified root cause for error

Root Cause Resolution Actions that the responsible party has taken, or will take, to keep the issue from re-occurring

Root Cause Resolution Comments

Use this to further explain the root cause resolution

Stock Transfer Order Interfactory order in SAP between two Deere units

Supplier Attachments Electronic documents provided by the supplier that relate to the issue

Supplier Contact Name of supplier contact that was selected to receive auto-email and expected to respond to questions on root cause and resolution issues

Supplier Last Activity Date Timestamp for the last time a supplier has edited or added information on the issue

Supplier Last Updated By Name of supplier contact assigned to user ID, the last time supplier information was edited or added to the issue

Supplier Status Status of supplier activity related to the issue, as selected by supplier or as default selected by web tool application

System ASN An ASN sent via EDI by the supplier and loaded through system applications.

Triggers EDI Transaction used to send confirmed information in a "pull" system environment, usually driven by a Kanban or trigger system based on usage from the forecasted quantities received on the EDI (830) Planning Schedule/Material Release blanket orders.
