Global Supplier Database Online

Transcription

1 Global Supplier Database Online Student Guide Release 10 October 2003 Questions or comments about this manual? Please us at

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3 Table of Contents Getting Started with GSDB Online Getting Started with GSDB Online Overview Bank Details Bank Details Update Bank Details Tax Details Tax Details Update W-9/1099 Tax Details (U.S. Only) Update U.S. and Canada Sales Tax Details Update POO/POA Tax Details Update Non-U.S. and Non-Canada Tax Details Site Details Site Details View/Update Company Name and Address View/Update Company Site Functions Add a New Site Code Reactivate a Site Code Deactivate a Site Code Reparent a Supplier Code Quality Standards Quality Standards Update Q1 Certifications Contact Information Contact Information Add/Update Corporate Contact Information Add/Update Manufacturing Site Contact Information Site Map Site Map Navigate the Site Map Review Changes Review Changes Review Changes Originator: everest i Date Issued: November 6, 2003 Global Supplier Database Online Table of Contents Release 10

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5 Security Guidelines Do not share user passwords or IDs Use screensaver passwords Protect everest information as sensitive and proprietary Originator: everest iii Date Issued: November 6, 2003 Global Supplier Database Online Table of Contents Release 10

6 Typographic Conventions As with many computer applications, there are a series of actions the user has to take using a combination of tabbing into fields, keystrokes, and clicking various commands on the screen. To help make these materials easier to use, a style convention has been developed to identify these actions, as well as other important coding conventions. For example, if there is an instruction requiring that the Enter key needs to be used from the keyboard, it will read: Press <Enter>. The following tables illustrate and define all style conventions that have been used. Typographic Conventions in Text Convention Element Example Bold italic Glossary term (if The algorithm inserts the new key. there is a glossary) Caps and lowercase Caps, bold and in brackets Caps, bold and in carets Courier new, case sensitive (default is lowercase) Initial cap Italic Check boxes, triggers, windows Buttons Keys Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames Graphics labels (unless the term is a proper noun) Emphasized words and phrases, titles of books and courses, variables Hypertext link Select the Can t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window. Click [Executable]. Press <Enter>. Italic and underline Underline Field names Click in Date Due. Code output: debug.set ( I, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to User input: Enter 300 Username: Log on as scott Customer address (but Oracle Payables) Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter user_id@us.oracle.com, where user_id is the name of the user. Go to for further information. Originator: everest iv Date Issued: November 6, 2003 Global Supplier Database Online Table of Contents Release 10

7 Quotation marks Uppercase Interface elements with long names that have only initial caps; lesson and chapter titles in crossreferences SQL column names, commands, functions, schemas, table names Select Include a reusable module component and click Finish. This subject is covered in Unit II, Lesson 3, Working with Objects. Use the SELECT command to view information stored in the LAST_NAME column of the EMP table. Convention Element Example Arrow Menu paths Select File > Save. Brackets and Key names Press <Enter>. bold Commas Key sequences Press and release keys one at a time: <Alternate>, <F>, <D>. Plus signs and bold Key combinations Press and hold these keys simultaneously: <Ctrl>+<Alt>+<Del>. Typographic Conventions in Code Convention Element Example Caps and Oracle Forms When-Validate-Item lowercase triggers Lowercase Column names, table names SELECT last_name FROM s_emp; Passwords DROP USER scott IDENTIFIED BY tiger; PL/SQL objects OG_ACTIVATE_LAYER (OG_GET_LAYER ( prod_pie_layer )) Lowercase Syntax variables CREATE ROLE role Italic Uppercase SQL commands and functions SELECT userid FROM emp; Originator: everest v Date Issued: November 6, 2003 Global Supplier Database Online Table of Contents Release 10

8 Typographic Conventions in Navigation Paths This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications. N > Invoice > Entry > Invoice Batches Summary M > Query > Find B > Approve This simplified path translates to the following: 1. From the Navigator window, select Invoice then Entry then Invoice Batches Summary. 2. From the menu, select Query then Find. 3. Click the Approve button. Notations: N = Navigator M = Menu T = Tab I = Icon H = Hyperlink B = Button Typographical Conventions in Help System Paths This course uses a navigation path convention to represent actions you perform to find pertinent information in the Oracle Applications Help System. The following help navigation path, for example Help > General Ledger > Journals > Enter Journals represents the following sequence of actions: 1. In the navigation frame of the help system window, expand the General Ledger entry. 2. Under the General Ledger entry, expand Journals. 3. Under Journals, select Enter Journals. 4. Review the Enter Journals topic that appears in the document frame of the help system window. Originator: everest vi Date Issued: November 6, 2003 Global Supplier Database Online Table of Contents Release 10

9 Getting Started with GSDB Online Chapter 1 Originator: everest Chapter 1 - Page 1 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

10 Getting Started with GSDB Online Section Objectives At the end of this section, you should be able to do the following: Briefly describe the GSDB Online application Identify the benefits of GSDB Online Access GSDB Online Originator: everest Chapter 1 - Page 2 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

11 Overview What is GSDB Online? GSDB Online, the global Supplier database, is a web-based system that allows registered Ford Suppliers to change address, site, bank, tax site, quality, and contact details. GSDB Online allows Ford Suppliers to do the following: View and update your company s information in Ford's Global Supplier Database Validate data about your company Add and update bank details used for electronic funds transfer (EFT) payments To change Supplier locations or site roles, and to make other additions and changes to Supplier records in GSDB, please complete the GSDB Change Form and send it by to gsdbol@ford.com. A downloadable version of the GSDB Change Form (in MS Word) is included in the Special Instructions area of this document. Categories of Users GSDB Online recognizes two categories of users: User An individual with the user token can perform updates or receive notifications for updates for assigned site codes, depending on the tokens granted by the CSA. User Administrator A user with the user administrator token may grant (but not use) the token for the sites listed under the parent code of a company. Note: An individual user ID may have both user and user administrator tokens at the same sites. This dual token assignment is common for CSAs. Originator: everest Chapter 1 - Page 3 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

12 Benefits of GSDB Online GSDB provides Suppliers the following benefits: Electronic Payments Registered Suppliers who enter banking details in GSDB Online are eligible for electronic funds transfer (EFT) payments. Suppliers provided with update tokens that correspond to remit sites may enter banking details in GSDB Online. Ability to enter banking data to receive payments by EFT for immediate access to deposited payments. The funds will be available after deposit on the 3rd, 13th, and 23rd day of every month. Payment terms remain as currently established. Increased Accuracy of Supplier Account Records Reduces communication, paperwork and follow-up required between Buyers and Suppliers in account management. Changes to the database are effective within two business days as opposed to the current turn around of up to three weeks. Access GSDB Online The link for GSDB Online is located on the Ford Supplier Portal (FSP) home page as follows: GSDB Online Organization Ford uses unique four-digit and five-digit global Supplier database (GSDB) codes to identify addresses for all of your company locations where Ford does business. These codes represent manufacturing locations, warehouses, remit-to sites for payments, or business offices. These codes use a hierarchical structure to represent your company. One four-character code represents the parent of a company. All companies have only one parent code. Each parent code may have several four-character Supplier codes that represent Supplier codes that indicate business units or subsidiary companies that are parented to the one four-character parent code. Multiple five-character site codes may belong to each Supplier or parent code. Each user may be assigned to only one GSDB parent code (four characters) but may have multiple Supplier codes (also four characters that must be parented to a four-character parent code) and multiple five-character site codes (the unique location of the business unit). Originator: everest Chapter 1 - Page 4 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

13 Corporate Security Administrators The Corporate Security Administrator (CSA) is an administrator at the corporate level of your company who oversees security affairs and plans the distribution of responsibilities and information available through Ford's web-based Supplier applications. The Ford Security Administrator (FSA) will grant administrative rights for CSAs of Supplier companies. The CSA can assign administrator capabilities to other users in your organization. These administrators can create and remove users and grant authorities to access Ford Internet Applications. CSAs have access to Ford s Q1 tools through Q1 tools fully describe the process of adding and modifying user access. You have access to permissions granted by the administrator. Each user within a Supplier company may only access applications as granted by the CSA. The CSA for GSDB shall be the same person as the CSA for Ford Supplier Portal (FSP). Token Access All FSP CSAs are automatically granted the following four tokens to Supplier self-service applications: View only allows CSA to view but not modify information in GSDB e-pay e-pay token must accompany the e-pay NA or e-pay Europe token e-pay NA (North America) e-pay Europe After registration in GSDB Online, additional tokens are granted to the CSA for GSDB Online: User Administration Can grant users access to GSDB Online User Can view, update or receive s as per tokens granted Update Can update site address or banking details as per tokens granted Receives notification of changes made to site information and the user ID submitting changes Token only Default token Must be removed when attached to user ID Originator: everest Chapter 1 - Page 5 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

14 User IDs must follow these basic rules to ensure access to the system and sites: Must have one (and only one) four-character parent code assigned to the user ID May have multiple four-character Supplier codes and five-character site codes if these are connected to the original four-character parent code No user ID may have both the and update token assigned for the same fivecharacter site Important Notes CSA Token Granting Process The primary CSA in GSDB Online is given the update token as a user. To make any changes to the database, the CSA must issue the token to different users. The first job of the primary CSA in GSDB Online is to issue the token to a user other than the update token user. No user may have both the update and tokens to the same five-character site codes. This is a security feature of the system. Levels of Access Authority You must have access authority set up by your organization s security administrator to update the data displayed in these pages. There are currently three levels of access authority: View Only Update You can view, update, and amend GSDB data and banking details for assigned Suppliers and sites. Confirmation You will receive confirmation s of changes submitted by the update user. You can view GSDB data, but not update it. Data Available for Update Changes made to your data are reviewed by a Ford administrator and either accepted or rejected. Data available for update includes the following: Supplier details, such as name and division Site details, such as name and address information Bank details, such as address and account information for EFT payments Tax details Q1 standards details Originator: everest Chapter 1 - Page 6 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

15 View Only Information The following information is available for view only: Roles Summary - summarizes Supplier site roles Role Details - provides details for roles of individual sites Tax Details - provides Supplier tax code information Password Expirations Every 90 days, you must change your password. Upon logging into the system, you will receive a warning 10 days prior to the password s expiration alerting you to change it. Click the Change my password link in the warning message, or go to Change Password on the User Tools menu at You may be required to contact your Company Corporate Security (CSA) to reset your password. User Access Information The Supplier company s CSA (Corporate Security Administrator) assigns users either the update or tokens. The update token allows you to update Supplier information and enter the banking details for designated site codes. The token provides security by issuing an intracompany notification when changes have been made to Supplier information. The lists the user ID and the site code that has been updated. Originator: everest Chapter 1 - Page 7 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

16 Modifying User Permissions New users on GSDB Online must have sites and tokens immediately assigned when the ID is created, or the system will block access. The following is a quick reference guide to accomplish the task of modifying access permissions for user IDs: Go to Click Admin Tools. Click Modify Permissions. Click Modify Permissions Manually. Click Modify Supplier Permissions. Select the user ID you wish to modify (e.g., j-doe1). Click [Next Step]. Select the token you wish to grant to the user. Click [Next Step]. Select five-character site code(s). Click [Next Step]. Under the User column, click Add All (do not click Remove that is only to remove permissions). Click [Finish]. Originator: everest Chapter 1 - Page 8 Date Issued: November 6, 2003 Getting Started with GSDB Online Release 10

17 Bank Details Chapter 2 Originator: everest Chapter 2 - Page 1 Date Issued: November 6, 2003 Bank Details Release 10

18 Bank Details Section Objectives At the end of this section, you should be able to do the following: View and Update Bank Details Originator: everest Chapter 2 - Page 2 Date Issued: November 6, 2003 Bank Details Release 10

19 Update Bank Details Perform these tasks whenever bank details need to be updated: Contact your company's Accounts Receivable department to verify the five-character sites receiving payments from Ford Motor Company. Compare and match your company remit sites (five-character) in GSDB Online to the sites that currently receive payments. Company remit codes are available to view and update in GSDB Online through FSP. The [Roles] button on Supplier sites indicates which five character sites in GSDB Online are designated to receive payments. Once remit sites in GSDB Online have been verified and matched to the current sites that receive payments, check with your financial institution to ensure that you have verified the proper bank details for payment. Accurately entering all information in required fields will ensure that EFT payments can be made. If remit sites in GSDB Online must be changed to match current sites where payments are sent, contact with complete information about changes to fivecharacter site(s). Originator: everest Chapter 2 - Page 3 Date Issued: November 6, 2003 Bank Details Release 10

20 Global Supplier Database Online N>GSDB Online GSDB Online Home Page 1. From the GSDB Home Page, click [Bank Details]. Originator: everest Chapter 2 - Page 4 Date Issued: November 6, 2003 Bank Details Release 10

21 2. Select the All Active Remit-To Sites radio button and click [Go], or select the Specific Site Code radio button, select a site code from the drop-down list, and click [Go]. Originator: everest Chapter 2 - Page 5 Date Issued: November 6, 2003 Bank Details Release 10

22 3. Click [OK] to acknowledge validation of bank details and to accept understanding of payment terms. This warning dialog box appears each time a user logs into a new session. Refer to your accounting department or bank for verification. By submitting information in these bank tables, Suppliers agree to payments from Ford on the 3 rd, 13 th, and 23 rd of each month. 4. To view/update banking information, click the appropriate button in the View/Update column. [Bank] - Select this to view or update current banking details. You are able to select a currency (e.g., U.S. dollars, Mexican pesos, etc.). Once information has been entered under the requested currency, this information is always available as a tab for future viewing, updating, or deletion. Originator: everest Chapter 2 - Page 6 Date Issued: November 6, 2003 Bank Details Release 10

23 [Intermediary Bank] - Select this to view intermediary bank details. Intermediary banks provide the service of converting money for payment to the company's account. (i.e., the intermediary bank will convert U.S dollars to Mexican pesos in cases where the Supplier s bank does not provide this service. Once the bank has converted the money, it is then sent to the company's account or the beneficiary bank.) Most Suppliers do not use intermediary banks. 5. You may store one set of bank details for each currency in which you accept payment. To add details for a new currency, choose the currency and click [Go]. A tab is added. for that currency. Originator: everest Chapter 2 - Page 7 Date Issued: November 6, 2003 Bank Details Release 10

24 6. To add or edit existing details for a bank, click on the applicable currency tab and complete each field. Required fields are indicated with a blue dot. Click located before the field name for specifics about that field. Note: Please confirm the bank details you enter with your bank to ensure accuracy. Incorrect bank details will delay payments. By submitting this information, your company agrees that all existing and future purchase orders issued to your company will become subject to payments on the 3rd, 13th and 23rd of each month. For more details, see the reference guide. In Bank Country, enter the name of the country in which the bank is located. The choice of country determines the validation for the other bank fields. Bank country does not determine the currency, nor does it affect the country in which your company s site is located. This is a mandatory field. In Bank Name, enter the official name of the bank. This is the name by which the bank is legally registered. This is a mandatory field. In Currency, enter the monetary unit relating to the bank account. This field is mandatory. In Sort/ABA code, enter the bank s sort/aba code. This code is an international numeric identifier for a banking company. It is also known as sort/aba/transit or transit routing number. Different countries refer to the banking identification number using one of these terms. For questions or clarification, please contact your local bank. This is a mandatory field and must be nine characters long. In Account Number, enter the bank account number where funds should be deposited. This is a mandatory field and may be 17 characters long. In Swift Code, enter the bank s swift code. Contact the bank to obtain the bank s swift code or click [Swift Code Lookup] next to the field. Most bank companies and individual bank branches have unique swift codes assigned to identify individual banking and financial institutions and individual offices around the world. Using swift codes allows the most efficient electronic processing of payments. A swift code has the following format: Consists of at least eight characters First four characters are related to the bank name (characters #1-4) Next two characters are the ISO country code for the country in which the bank is located (characters #5-6) Last two characters represent the bank division (characters #7-8) Three more characters (letters or numbers) may follow to identify the bank branch and is called the branch code (characters #9-11) Originator: everest Chapter 2 - Page 8 Date Issued: November 6, 2003 Bank Details Release 10

25 An example of an 11-character swift code follows: BOFCUS33NYK BOFC is the Bank of California (characters #1-4), US is in the USA (characters #5-6), 33 is the bank division (characters #7-8), and NYK is the New York branch (characters #9-11). Important: Do not include spaces or hyphens when entering swift codes. The system will reject these entries. Enter additional data in these fields as desired: Street PO Box Town County State/Province Postal/Zip code 7. Click [Submit]. Originator: everest Chapter 2 - Page 9 Date Issued: November 6, 2003 Bank Details Release 10

26 Originator: everest Chapter 2 - Page 10 Date Issued: November 6, 2003 Bank Details Release 10

27 Tax Details Chapter 3 Originator: everest Chapter 3 - Page 1 Date Issued: November 6, 2003 Tax Details Release 10

28 Tax Details Section Objectives At the end of this section, you should be able to do the following: View and Update Tax Details Originator: everest Chapter 3 - Page 2 Date Issued: November 6, 2003 Tax Details Release 10

29 Update W-9/1099 Tax Details (U.S. Only) Global Supplier Database On-Line N>GSDB Online GSDB Online Home Page The following steps will help you successfully update W-9 (U.S. 1099) tax details. U.S Suppliers are the only Suppliers who shall enter W-9 (U.S. 1099) tax information. Suppliers who previously completed and submitted paper registration for tax and W-9 (U.S 1099) information must also complete these online forms. If you are uncertain about any information contained in the tax screens or the W-9 (U.S 1099) screens, please refer to your accounting department or company tax specialist. 1. From the GSDB Home Page, click [Tax Details]. Originator: everest Chapter 3 - Page 3 Date Issued: November 6, 2003 Tax Details Release 10

30 2. To view, update, or enter W-9 tax information, select the appropriate site from the dropdown menu in the U.S. Suppliers Only region of the window. Click [Go]. 3. Click [Update]. Originator: everest Chapter 3 - Page 4 Date Issued: November 6, 2003 Tax Details Release 10

31 4. Complete the W-9 Supplier Details form by responding to each field. Enter your EIN (employee ID number). This number is also known as TIN (taxpayer ID number). This number is nine digits long. Enter your company s classification by selecting a classification from the drop-down list. Corporation Individual/Sole Proprietor Limited Liability Company (LLC) taxed as a corporation LLC taxed as a partnership or disregarded for tax purposes Other Partnership Enter the good or service your company provides Ford Motor Company by selecting an option from the drop-down list. Goods, Utilities, Freight, Storage Legal Service Medical or Health Care Services Other Services Originator: everest Chapter 3 - Page 5 Date Issued: November 6, 2003 Tax Details Release 10

32 5. Once complete, click [Continue]. Note: Depending on your selections from services provided to Ford and your company classification, the system may take you directly to step 8 or step 9. Continue from that point. Otherwise, continue with the W-9 Summary of Changes screen. 6. Click [Confirm Changes]. Note: If your company classification is Corporation and provides goods, utilities, freight, or storage, the company is not a W-9 (U.S. 1099) Supplier. 7. Click [OK] to complete your update and return to the Tax Details screen. Originator: everest Chapter 3 - Page 6 Date Issued: November 6, 2003 Tax Details Release 10

33 U.S Suppliers Some W-9 (U.S. 1099) Suppliers will be asked to select a tax type that corresponds to the payments your company receives from Ford. 8. Select the income tax type that best describes the type of payments Ford makes to your company and click [Continue]. Rent - includes all types of rent (such as office space or equipment) Other Income - check this box if none of the others apply Non-Employee Compensation - includes all forms of compensation (such as fees, commissions, prizes and awards) for services rendered to Ford Note: If you select [Continue] without first having selected an Income Tax Type check box, a pop-up window stating You must select an income tax type to continue appears. Click [OK] and make a selection to continue. Originator: everest Chapter 3 - Page 7 Date Issued: November 6, 2003 Tax Details Release 10

34 9. Select a five-digit site code from the drop-down list. The 1099 form will be mailed to you at this site at the end of the year. Click [Go]. Note: If the site code viewed in W-9 Summary of Changes is correct, click [Go]. 10. After reviewing the changes, click [Confirm Changes]. Originator: everest Chapter 3 - Page 8 Date Issued: November 6, 2003 Tax Details Release 10

35 11. Click [OK] to complete your update and return to the Tax Details screen. Originator: everest Chapter 3 - Page 9 Date Issued: November 6, 2003 Tax Details Release 10

36 Update U.S. and Canada Sales Tax Details Global Supplier Database On-Line GSDB Online Home Page The following steps identify how to update sales tax IDs for Suppliers in North America. 1. From the GSDB Home Page, click [Tax Details]. Originator: everest Chapter 3 - Page 10 Date Issued: November 6, 2003 Tax Details Release 10

37 2. To view/update your company s tax information, select the appropriate sites: For all active site codes, click [Go] next to that selection. For a specific site code, select a code from the drop-down box and click [Go]. Originator: everest Chapter 3 - Page 11 Date Issued: November 6, 2003 Tax Details Release 10

38 3. Click [U.S. & Canada Tax]. Originator: everest Chapter 3 - Page 12 Date Issued: November 6, 2003 Tax Details Release 10

39 4. Tax information, if it is currently on file, displays in the Original Tax ID column. Enter updated tax ID information in the Updated Tax ID column for any city, county, province, or state as is appropriate. If you are unsure of the correct tax ID number, contact your Accounts Payable department or company tax specialist. For U.S. Suppliers with sites in Canada, the tax ID information must be completed and submitted under the Canada Tax Registration section of this page. Carefully review all updates before continuing. To see changes, the Supplier must re-enter the U.S & Canada Tax Registration screen. Originator: everest Chapter 3 - Page 13 Date Issued: November 6, 2003 Tax Details Release 10

40 Note: By clicking the (information icon) next to the U.S and Canada tax registration sections, you can get detailed explanations of the fields and the format required for completing them. Explanation of the columns: Country/State This column represents the country or state of the site. Province/County This column represents the province or county of the site. Original Tax ID The current tax ID on file in GSDB appears in the Original Tax ID field. If a tax ID was not previously submitted, this column is blank. Updated Tax ID This column allows you to add or update the tax ID found in the Original Tax ID field. It is located directly next to the Original Tax ID field making it easier to review the updates side by side. By typing the word Void in the Updated Tax ID field, any information submitted previously is deleted. Copy From This column allows Suppliers to select a site from the drop-down box available. The drop-down box contains all active sites with submitted tax ID information. Suppliers have the ability to copy a tax ID registration from one site to another (where applicable). 5. Click [Submit]. The display box indicates that your changes have been submitted. 6. Click [OK]. Originator: everest Chapter 3 - Page 14 Date Issued: November 6, 2003 Tax Details Release 10

41 U.S and Canada Sales Tax Frequently Asked Questions GSDB Online - Tax Registration information Tax registrations, including US sales tax, Canadian GST/HST & QST, and European VAT should be entered for every five-digit site that Purchasing could raise a PO against and the Supplier could ship goods from. Remit-to sites do not need tax registrations entered against them unless they meet the criteria above. POO and POA entries are only required for US sites matching either criterion above. What is a tax registration number? If your company files a sales tax return with any jurisdiction, you will have a number that appears on the sales tax return that you file. Different jurisdictions call this number by different names. Some call it a sales tax registration number, some call it a taxpayer identification number, and some call it a license number. It is the same number that you give to your Suppliers to buy goods without paying tax. Your company will have a number for each jurisdiction where you file sales tax returns. It is possible that each of your locations will have a separate number in each jurisdiction. Why is Ford asking me to enter my sales tax registration number in GSDB Online? We are using your sales tax registration numbers to tell us where you have a sales tax collection responsibility. We are asking you to enter the numbers to keep them private. Only someone with your user ID and password can see them. Your company's Security Administrator who is an employee of your company has control over who can access your registration numbers. If Ford does not have direct pay authority in the jurisdiction and if the item is taxable, then the everest tax decision maker will look to see if you have a tax collection responsibility in the jurisdiction. If you have collection responsibility, Ford will pay the tax to you. Otherwise, Ford will self-accrue the tax. If the item is taxable and the system expects to pay the tax to you, you will be notified on the purchase order of the rate of tax and the expected jurisdiction. When the self bill invoice is created, the tax will appear on the face of the document and also on the electronic remittance advice. We don't charge sales tax. Do I still need to enter sales tax info? It is quite possible that you are not registered to collect tax in any jurisdiction. However, if you are selling any goods in the United States or Canada from a location in those countries, you are required to have a registration in some location. It is possible that if your locations are all outside of the U. S. or Canada you will not have a North American registration requirement. But if you do not have any registration then you can put nothing here. Contact your tax advisor. Originator: everest Chapter 3 - Page 15 Date Issued: November 6, 2003 Tax Details Release 10

42 I have a tax-exempt certificate for Ford. Do I still need to enter my sales tax info? Yes, please enter your tax information. Even though you have a tax exempt certificate from a Ford affiliate we ask you to enter your tax registration number. The everest tax calculation module will use this as one element in its decision on the tax it calculates. Based on the elements of the decision process, the system will know that it should not calculate tax on sales from your company. However, if it does not have your tax registration number it may lead to an incorrect decision. Where can I find the tax registration number? Your sales tax number is the way taxing agencies of the government identify your company. Your state or local government should have sent you a certificate that you are required to post in your place of business. If you do not have this certificate, check sales tax returns for the number. I have my W-9 with me. Is FEIN# the same as a sales tax number? Your W-9 requires your Federal Employer Identification Number (FEIN). This is not the same as your sales tax registration. Some states do use your FEIN as the state number also. But you cannot assume that they are the same. Please consult your tax advisor to determine which number you should bring. I use the same sales tax number for Michigan and Ohio. Should I enter it twice? Yes, your sales tax number must be entered for each jurisdiction in which you are registered. The fact that two states use the same number does not affect the need for your registration number. Do I need to enter tax info for my remit-to site? Yes, you should enter you tax registration numbers for each jurisdiction in which you are registered. I have two different sites. One is a P.O. box and the other is a street address. Do I need to provide sales tax information for both the sites? If your site is only a P.O. box, there is no reason for it to be registered. You should enter the registration number for each location that has a registration. Originator: everest Chapter 3 - Page 16 Date Issued: November 6, 2003 Tax Details Release 10

43 I am a broker. How does sales tax information apply to me? As a broker you are acting as an agent for someone else. We need the tax registration for the company actually selling the goods. For example, if A is acting as an agent for B in presenting B's goods to Ford, we need the tax registration numbers for B. Do you need PST numbers? No, Ford has a "G" permit that allows Ford to self-accrue PST. However, if you have a QST registration number we need that. I am a Canadian Supplier and we have two sites, one in Windsor and one in Michigan. My Michigan site is our remit-to site and we don't have any sales tax number in Michigan. What should I enter and for what site? If you have a location in Windsor you have a Canadian GST number. We need your GST number for sales in Canada. If you have no registration in Michigan you cannot give it to us, but we advise you to consult your tax advisor to be certain that you do not need a Michigan sales tax registration. Where do I enter a provincial tax number for Ontario or all other provinces? No provincial entries are required other than Quebec. What are the correct formats for GST and QST? The correct format for Canadian GST is nine numbers followed by two letters and four more numbers (e.g., RT0001). For Canadian QST, the correct format is 10 numbers followed by two letters and four more numbers (e.g., TQ0001). We have sites in Europe, and other parts of the world. Where do I enter tax info for the rest of the world (ROW)? Your VAT numbers cannot be entered into GSDB Online at this time. Contact your Ford Buyer for instructions. We hope to have the VAT functionality in GSDB Online available soon. I have too many sites and too many sales tax numbers. Do I need to do this for all the sites? What is the easiest way? The sales tax numbers are recorded at the site level because some jurisdictions issue these numbers at the site level. This means that if you had two sites in Tennessee that were across the street from each other, they could have different registration numbers. The system will be looking at your registration numbers by site by jurisdiction to determine where your company has a responsibility to collect tax. If it looks at any one of your sites and finds no registration Originator: everest Chapter 3 - Page 17 Date Issued: November 6, 2003 Tax Details Release 10

44 number, then everest will not pay tax to your company. It is in your company's best interest to enter all of your numbers. Do I need to give this information for my active sites as well as inactive sites? You will be better off entering all of your registration numbers for any sites that you have. If a site is inactive, Ford will not buy from that site. If at some point the site is activated, the tax number will be required. It is easier to enter them all now so that you do not have to do it later. We don't do business with Ford in other states but I do have sales tax numbers for other states. Should I enter them all? We are asking that all of your tax numbers be entered for every jurisdiction. At some point you may have to ship something to a Ford location in another jurisdiction. When you do we will need this number. What is a direct pay number? A direct pay number is a number issued by a state department of revenue that allows a company to buy everything purchased for a given facility without paying tax to the Supplier. The holder of the direct pay authority then has the responsibility to the state to pay the tax on taxable purchases directly to the state rather than to the Supplier. Ford Motor Company has direct pay authority for every manufacturing facility where it is available. The issuance of a direct pay number to a Supplier relieves the Supplier of tax responsibility for the transaction. I entered my sales tax information for my sites over a week ago, and the changes are still "pending." Is there a problem? When will these changes be complete? Your information is safe. We are in the process of approving all the pending changes, although this does not affect your everest readiness. I am a Supplier of direct materials to Ford. Why do I need to put my sales tax information into GSDB Online? Ford has authority to remit use taxes directly to the state rather than the Supplier in all states in which we have manufacturing operations (except Illinois). Ford does not have this authority in Illinois because state statutes do not allow it. If you are a Supplier of direct materials you may never have a transaction with Ford on which you must collect sales tax. However, many direct materials Suppliers ship goods to sites that are not Ford proprietary sites, such as dealerships or other Suppliers. Ford's direct pay authority does not apply to these locations, or Ford may not have this authority in the ship-to jurisdiction. In these situations the Supplier may indeed have a tax collection responsibility. To protect you from tax audit exposure we are asking you to enter your sales tax registrations so that everest will know where you have a tax collection responsibility. If you ship taxable goods to a site in a taxing jurisdiction where you have tax collection responsibility, we should pay the sales tax to you. everest will not pay sales tax to you unless you have entered your tax registration information into GSDB Originator: everest Chapter 3 - Page 18 Date Issued: November 6, 2003 Tax Details Release 10

45 Online. Nothing in everest changes your legal responsibility for the collection of tax, nor should it. That is why we encourage you to contact your tax department or tax advisor regarding this issue. I am a manufacturer in Ohio and do not have a vendor's license to enter into everest. How can I comply with the everest sales tax requirements? Ohio manufacturers who do not have a vendor's permit do not need to enter a tax number into GSDB. everest uses only your tax registration number to determine your responsibility to collect tax. In determining whether to pay tax to a Supplier, the everest tax system first looks at Ford's direct pay authority. Since Ford has direct pay authority for all its locations in Ohio, everest should not look at the Supplier's registration number. If you have no tax collection responsibility in Ohio, make no GSDB entry for Ohio. Ford should never pay sales tax to you. Originator: everest Chapter 3 - Page 19 Date Issued: November 6, 2003 Tax Details Release 10

46 Update POO/POA Tax Details Global Supplier Database On-Line GSDB Online Home Page The following steps identify how to update the point of order origin (POO) and point of order acceptance (POA). 1. From the GSDB Home Page, click [Tax Details]. Originator: everest Chapter 3 - Page 20 Date Issued: November 6, 2003 Tax Details Release 10

47 2. Select the site that needs to be updated from the drop-down list on the Tax Details screen and click [Go]. Note: POO and POA sites apply to U.S. sites only. Suppliers at non-u.s. sites will not see the [U.S. POO & POA] button as an option. Originator: everest Chapter 3 - Page 21 Date Issued: November 6, 2003 Tax Details Release 10

48 3. Click [U.S. POO & POA]. Originator: everest Chapter 3 - Page 22 Date Issued: November 6, 2003 Tax Details Release 10

49 4. In Point of Order Origin (POO), select the site code from the drop-down list. This is the site where your company receives Ford Motor Company purchase orders. 5. In Point of Order Acceptance (POA), select the site code from the drop-down list. This is the site where your company approves Ford Motor Company purchase orders. Note: Drop-down lists next to POO and POA display all site locations along with city, state, and country. The default code shown in the box should be the site currently being viewed (upper left corner of the screen). If no information is on file, this will default to the purchase order role site code for the site listed at the top of the screen. 6. Click [Submit]. The display box indicates that your changes have been submitted. 7. Click [OK]. POO/POA Frequently Asked Questions GSDB Online - Tax Registration information Tax registrations, including U.S. sales tax, Canadian GST/HST & QST, and European VAT should be entered for every five-digit site that purchasing could raise a PO against and the Supplier could ship goods from. Remit-to sites do not need tax registrations entered against them unless they meet the criteria above. POO and POA entries are only required for U.S. sites matching either criteria above. What are POO and POA? POO stands for Point of Order Origination. This is a tax concept that simply means the point at which you receive orders form Ford. POA stands for Point of Order Acceptance. This means the point at which you approve orders from Ford. For most companies these two sites are the same. Where and why do I need to enter this info? You need to enter this information so that the everest tax system can make correct tax decisions on your behalf. In some states these items are critical elements in deciding the proper Originator: everest Chapter 3 - Page 23 Date Issued: November 6, 2003 Tax Details Release 10

50 tax rate to use in computing tax. These elements are found on the Tax Details screen at the bottom of the page. Select the [Update Tax] button and two boxes will appear that have all of your GSDB locations in them. Simply select the appropriate site. Does it apply for Non-US Suppliers? The POO and POA apply only to U.S. sales tax registrations. If you are a Canadian Supplier with no U.S. locations you do not need to complete these fields. However, if you are a Canadian Supplier with U.S. locations, you will need to complete these fields. Is my Remit to site my POA site? It could be. For most companies the POO and the POA are the same. Even the ship from location could be the same as the POA. The POA is the location where you approve orders to be filled. Which location this is depends upon your company's business practice. I receive POs in my head office site and then we forward POs to our manufacturing site. Which one would be POA? Which is the POA depends on your company's business practices. If forwarding the PO to your manufacturing site your home office implies the approval of the order, then the home office is the POA. Can I select an inactive site as my POA site? Any site can be your POA depending on your company s business practices. I have only one site. Can I select the same site as my POO and POA? Certainly. The POO and POA are determined by your company's business practices. If you receive and approve orders at the same site then the POO and POA are the same. If you only have one site then they have to be the same. Do I need to provide this info for my remit-to site also? The POO and POA are determined by your company's business practices. We ask that you complete this information for all of your sites. Do I need to give this information for my active sites and inactive sites also? The POO and POA are determined by your company's business practices. We ask that you complete this information for all of your sites. I cannot enter this information because of this error: "User does not have role assigned to him." What should I do? If you do not have a role assigned, then someone must assign the role in the Roles screen. Contact your Buyer. Originator: everest Chapter 3 - Page 24 Date Issued: November 6, 2003 Tax Details Release 10

51 Update Non-U.S. and Non-Canada Tax Details Global Supplier Database On-Line GSDB Online Home Page The following steps identify how to update sales tax IDs for Suppliers in countries other than the United States or Canada. 1. From the GSDB Home Page, click [Tax Details]. Originator: everest Chapter 3 - Page 25 Date Issued: November 6, 2003 Tax Details Release 10

52 2. To view/update your company s tax information, select the appropriate sites: For all active site codes, click [Go] next to that selection. For a specific site code, select a code from the Specific Site Code drop-down list and click [Go]. Originator: everest Chapter 3 - Page 26 Date Issued: November 6, 2003 Tax Details Release 10

53 3. Click [Other Country Tax]. Originator: everest Chapter 3 - Page 27 Date Issued: November 6, 2003 Tax Details Release 10

54 4. Enter your company s Value Added Tax (V.A.T.) number. For more information about the V.A.T. number, click the icon next to the field. Depending on the country associated with the five-character site code, you will submit different V.A.T. details. Most countries will have only the V.A.T. Number field. However, for the United Kingdom, Germany, France, Spain, and Portugal, additional tax details are required as listed below. All V.A.T. numbers have 11 characters. The V.A.T. number for Spain allows for an alphanumeric character in the 11th position. For United Kingdom, the default fields are as follows: CIT Certification Number CIT Renewal Date Note: For more information about the CIT certification number or the CIT renewal date, click the icon next to the field. Originator: everest Chapter 3 - Page 28 Date Issued: November 6, 2003 Tax Details Release 10

55 For Germany, the default fields are as follows: Tax BTW Tax Bankrek Tax HRREG Although not default fields, Germany also has: CIT Certification Number CIT Renewal Date Note: For more information about the CIT Certification Number or the CIT renewal date, click the icon next to the field. For France, the default fields are as follows: Business Type Society Book Company No. Registration Town For Spain, the default fields are as follows: Business Type Tax Volume Tax Section Tax Page Society Book Coop Book Coop No. Cataluna No. Basque Region Basque Date Company No. Registration Town Tax General Tax Folio Tax Entry For Portugal, the default fields are as follows: Society Book Company No. Registration Town 5. Click [Submit]. Originator: everest Chapter 3 - Page 29 Date Issued: November 6, 2003 Tax Details Release 10

56 6. Click [OK]. Once submitted, updates may take six hours to appear. Originator: everest Chapter 3 - Page 30 Date Issued: November 6, 2003 Tax Details Release 10

57 Site Details Chapter 4 Originator: everest Chapter 4 - Page 1 Date Issued: November 6, 2003 Site Details Release 10

58 Site Details Section Objectives At the end of this section, you should be able to do the following: View and Update Company Name and Address View and Update Site Functions Originator: everest Chapter 4 - Page 2 Date Issued: November 6, 2003 Site Details Release 10

59 View/Update Company Name and Address Global Supplier Database On-Line T>Site Details Name & Address This procedure describes how to update the name and division for four-character parent and Supplier codes, and the name and address for five-character site code locations. 1. From the Site Details screen, click [Go] next to View/Update Company Name & Address. This page allows you to update either the Supplier/parent name and address or the site name and address. Supplier/Parent Name Change To change the name of the Supplier or parent do the following: 2. Click [Go] next to Supplier/Parent Name Change. Originator: everest Chapter 4 - Page 3 Date Issued: November 6, 2003 Site Details Release 10

60 3. Click the button in the Supplier Details column for the Supplier code you wish to view or update. You may update the name and division for your company's four-character Supplier code(s). Address information is stored at the five-character site code level only. Note: Only users who have been assigned an update token for that site can make updates. Originator: everest Chapter 4 - Page 4 Date Issued: November 6, 2003 Site Details Release 10

61 4. Enter applicable changes to each field and click [Continue]. You may use the [Reset Form] button to clear the fields or the [Back] button to return to the previous screen. Important: If you are a non-manufacturing Supplier site, the above changes do not go to the Buyer for approval. You will not see the Buyer Notifications screen. Instead, you are prompted to reply to the following pop-up message: Click [OK] to process this request only if you are 100% sure the change you are making is correct for your business. The change you are requesting will be automatically updated in the system and not be seen by your Buyer or the GSDB Administrator. If you are not 100% sure you are making a correct change, click [Cancel] to return to Site Details home. Originator: everest Chapter 4 - Page 5 Date Issued: November 6, 2003 Site Details Release 10

62 5. Complete all required fields (indicated by the blue dot) on the Buyer Notification form and click [Submit]. The form is automatically submitted to the Buyer s address for approval. Originator: everest Chapter 4 - Page 6 Date Issued: November 6, 2003 Site Details Release 10

63 Site Name and Address Change To change the site name or address of the Supplier or parent, do the following: 6. From the Name & Address screen, click in Specific Site Code, and select the appropriate code from the drop down list. Click [Go]. 7. Select the appropriate site code by clicking [View/Update]. Originator: everest Chapter 4 - Page 7 Date Issued: November 6, 2003 Site Details Release 10

64 8. Enter applicable changes to each field and click [Continue]. You may use the [Reset Form] button to clear the fields or the [Back] button to return to the previous screen. Important: If you are a non-manufacturing Supplier site, the above changes do not go to the Buyer for approval. You will not see the Buyer Notifications screen. Instead, you are prompted to reply to the following pop-up message: Click [OK] to process this request only if you are 100% sure the change you are making is correct for your business. Originator: everest Chapter 4 - Page 8 Date Issued: November 6, 2003 Site Details Release 10

65 The change you are requesting will be automatically updated in the system and not be seen by your Buyer or the GSDB Administrator. If you are not 100% sure you are making a correct change, click [Cancel] to return to Site Details home. 9. Complete all required fields indicated by the blue dot on the Buyer Notification form and click [Submit]. The form is automatically submitted to the Buyer s address for approval. Originator: everest Chapter 4 - Page 9 Date Issued: November 6, 2003 Site Details Release 10

66 View/Update Company Site Functions Global Supplier Database On-Line T>Site Details Site Functions This procedure allows you to view or update company site functions. 1. From the Site Details screen, click [Go] next to View/Update Site Functions. 2. Click [Go] next to the appropriate site selection. Note: Active sites are the only sites that can be updated. To make changes to an inactive site, return to the Site Details screen and follow the procedure for reactivating a site. Originator: everest Chapter 4 - Page 10 Date Issued: November 6, 2003 Site Details Release 10

67 3. Click [View/Update] in the Site Functions column to access function details for a site. Originator: everest Chapter 4 - Page 11 Date Issued: November 6, 2003 Site Details Release 10

68 4. To change any of the functions, click the appropriate radio buttons, or select new function locations from the drop-down lists, and click [Continue]. Note: If you prefer to view site details only without making any modifications, we recommend that you click the [Back] button located on your browser tool bar or at the bottom of the screen. Originator: everest Chapter 4 - Page 12 Date Issued: November 6, 2003 Site Details Release 10

69 5. Complete all required fields indicated by the blue dot on the Buyer Notification form and click [Submit]. The form is automatically submitted to the Buyer s address for approval. Originator: everest Chapter 4 - Page 13 Date Issued: November 6, 2003 Site Details Release 10

70 Add a New Site Code Global Supplier Database On-Line T>Site Details Add New Site 1. From the Site Details screen, click [Go] next to Add a New Site. 2. From the drop-down list, select the four-character Supplier code to which you would like your new site location added, choose an answer for the two questions, and click [Continue]. Note: For specifics about each field, click located before the field name. Originator: everest Chapter 4 - Page 14 Date Issued: November 6, 2003 Site Details Release 10

71 3. From the drop-down menus, select the appropriate site for holding bank details. Also, select the appropriate sites to receive RFQs and POs for the new site being created. Click [Continue]. Originator: everest Chapter 4 - Page 15 Date Issued: November 6, 2003 Site Details Release 10

72 4. Enter information in all applicable and required fields for the site being added and click [Continue]. Originator: everest Chapter 4 - Page 16 Date Issued: November 6, 2003 Site Details Release 10

73 5. Before adding a new site code, read and print the Ford Motor Company Union Views Letter. Click [Continue]. Originator: everest Chapter 4 - Page 17 Date Issued: November 6, 2003 Site Details Release 10

74 6. Complete all required fields on the Buyer Notification form and click [Submit]. The form is automatically submitted to the Buyer s address for approval. Originator: everest Chapter 4 - Page 18 Date Issued: November 6, 2003 Site Details Release 10

75 Reactivate a Site Code Global Supplier Database On-Line T>Site Details Site Reactivate This procedure describes how to reactivate a site code. 1. From the Site Details screen, click [Go] next to Reactivate a Site. Note: Suppliers may only reactivate sites where their Corporate Security Administrator (CSA) has granted them permissions. 2. Using the drop-down list, select the site to be reactivated and click [Continue]. Originator: everest Chapter 4 - Page 19 Date Issued: November 6, 2003 Site Details Release 10

76 3. Complete all required fields indicated by the blue dot on the Buyer Notification form and click [Submit]. The form is automatically submitted to the Buyer s address for approval. Originator: everest Chapter 4 - Page 20 Date Issued: November 6, 2003 Site Details Release 10

77 Deactivate a Site Code Global Supplier Database On-Line T>Site Details Site Deactivate This procedure describes how to deactivate a site code. 1. From the Site Details screen, click [Go] next to Deactivate a Site. Note: Suppliers may only deactivate sites where their Corporate Security Administrator (CSA) has granted them permissions. 2. Using the drop-down list, select the site to be deactivated and click [Continue]. Originator: everest Chapter 4 - Page 21 Date Issued: November 6, 2003 Site Details Release 10

78 3. Complete all required fields indicated by the blue dot on the Buyer Notification form and click [Submit]. The form is automatically submitted to the Buyer s address for approval. Originator: everest Chapter 4 - Page 22 Date Issued: November 6, 2003 Site Details Release 10

79 Reparent a Supplier Code Global Supplier Database On-Line T>Site Details Re-Parent This procedure allows you to move a Supplier to a different parent company. 1. From the Site Details screen, click [Go] next to Re-Parent Supplier. 2. Enter the four-character Supplier code that you would like to re-parent and select to either link or unlink from the parent code indicated within the selection. Click [Continue]. Originator: everest Chapter 4 - Page 23 Date Issued: November 6, 2003 Site Details Release 10

80 3. Complete all required fields indicated by the blue dot on the Buyer Notification form and click [Submit]. The form is automatically submitted to the Buyer s address for approval. Originator: everest Chapter 4 - Page 24 Date Issued: November 6, 2003 Site Details Release 10

81 Quality Standards Chapter 5 Originator: everest Chapter 5 - Page 1 Date Issued: November 6, 2003 Quality Standards Release 10

82 Quality Standards Section Objectives At the end of this section, you should be able to do the following: View and Update Quality Certifications Originator: everest Chapter 5 - Page 2 Date Issued: November 6, 2003 Quality Standards Release 10

83 Update Q1 Certifications Global Supplier Database Online GSDB Online Home Page T>Quality Standards 1. From the Quality Standards Site Selection screen, identify a site to be updated. You may choose to first view a list of all active sites or you may choose a specific site from the dropdown list. 2. Click the appropriate [Go] button. Originator: everest Chapter 5 - Page 3 Date Issued: November 6, 2003 Quality Standards Release 10

84 The Completed field indicates which quality standards have been entered. If the Completed field indicates No Standards Completed this means that no quality standards have been entered for this site code. You can either complete quality standards for a site or update existing standards. 3. Identify the site to be updated or completed by clicking the button in the Site Code column. In the above example, click [ARCMA]. Originator: everest Chapter 5 - Page 4 Date Issued: November 6, 2003 Quality Standards Release 10

85 4. In this example, standards have been completed for ISO Details are not yet available for any of the others. You may update existing details or add details by clicking the appropriate [View/Update] button. Note: You only see quality standards applicable to the site. If you see a [Back to Site List] button, the site does not have an update token and you must contact your CSA. The following identify required standards for specific Suppliers: Production Suppliers: Quality: QS or- TS Delivery: MMOG -or- MS or- Odette (Annual Self-Assessment Required) Environmental: ISO Originator: everest Chapter 5 - Page 5 Date Issued: November 6, 2003 Quality Standards Release 10

86 Ford Customer Service Division Suppliers (FCSD): FCSD Production Suppliers: Quality: QS or- TS Delivery: MS or- MMOG -or- Odette (Annual Self-Assessment Required) Environmental: ISO FCSD Non-Production Suppliers: Quality: ISO or- ISO-9002 Delivery: MS or- MMOG -or- Odette Environmental: ISO Non-Production, Facilities, Materials, and Services (FM&SP) Suppliers: Quality: QS-9000/TE -or- TS or- ISO or- ISO or- ISO Environmental: ISO In this example, the QS-9000 screen displays the quality standards information previously entered. Originator: everest Chapter 5 - Page 6 Date Issued: November 6, 2003 Quality Standards Release 10

87 5. To change existing information, highlight the existing information and either delete it or type over it. Use the following definitions and formats to learn about each field. Not all fields are listed on all certificates. Certification Number: Certification number as it appears on the certificate. For MMOG, MS-9000, or Odette certificates, Suppliers should enter their self-assessment score, not a certificate number. Enter certificate numbers for all other certifications. Certification Date: yyyymmdd Self Certification Score: Range from 1 to 150 Supplier Self Assessor Name: Name of self assessor Registrar Name: Registrar name Supplier Site Champion: First name (space) Last name Supplier Site Champion Phone No: Full phone number, including area code, country code, etc. Supplier Site Champion Address: Complete address Supplier Site Champion Fax No: Full phone number, including area code, country code, etc. 6. Click [Submit] to submit the proposed changes for auditing review. Originator: everest Chapter 5 - Page 7 Date Issued: November 6, 2003 Quality Standards Release 10

88 Originator: everest Chapter 5 - Page 8 Date Issued: November 6, 2003 Quality Standards Release 10

89 Contact Information Chapter 6 Originator: everest Chapter 6 - Page 1 Date Issued: November 6, 2003 Contact Information Release 10

90 Contact Information Section Objectives At the end of this section, you should be able to do the following: View and Update Corporate Contact Information View and Update Manufacturing Site Contact Information Originator: everest Chapter 6 - Page 2 Date Issued: November 6, 2003 Contact Information Release 10

91 Add/Update Corporate Contact Information A Corporate Security Administrator (CSA) is the only person able to add new or update existing information in the Corporate Contacts Database. The CSA must have a user administrator token for the four-character GSDB parent code being updated. Completing the contact forms is a requirement for all FSN registered companies. The contact information for key Supplier executives included in these forms is only accessed and used for executive communications to Suppliers from Ford's Global Director of Purchasing. Global Supplier Database Online N>GSDB Home Page T>Contact Information Key Contacts 1. Click [President/CEO] to view/update contact information for the following executive contacts: President/CEO Chief Financial Officer Ford Account Manager VP of Quality Originator: everest Chapter 6 - Page 3 Date Issued: November 6, 2003 Contact Information Release 10

92 2. Click a title link to be updated from the left column (e.g., VP Quality). Originator: everest Chapter 6 - Page 4 Date Issued: November 6, 2003 Contact Information Release 10

93 3. Verify the following information: Review the title at the top of the page to verify that the title matches the title chosen (e.g., if you click President /CEO, the title at the top of the form will read Contact Information for President/CEO). Be sure to check the parent code and company name before beginning to complete information fields. This information is located near the top of the form. Originator: everest Chapter 6 - Page 5 Date Issued: November 6, 2003 Contact Information Release 10

94 You will have an opportunity to complete contact forms at the division or subsidiary level at a later date. If the parent company code is incorrect, please contact Gayle King at gsdbol@ford.com. You must correct parenting issues before completing the contact forms. Once parenting issues are completed, you may contact fcontact2@ford.com to complete the proper forms. Verify that the correct GSDB code appears at the top of the screen. 4. If this is a new entry, complete the form and click one of three buttons: [Reset Form] - this removes all data from the form. [Submit Completed Form] - this indicates that all items are filled in properly. If everything is completed properly, you should see the name appear in black on the left. [Save Incomplete Form] - this indicates that some items are outstanding and still need to be filled in. 5. If this is an update to an existing entry, click one of two buttons: [Reset Form] this removes all data from the form. [Update Completed Form] this indicates that all items are filled in properly. If everything is completed properly, you should see the name appear in black on the left. Originator: everest Chapter 6 - Page 6 Date Issued: November 6, 2003 Contact Information Release 10

95 Your contact information is successfully saved. 6. Repeat this procedure, as necessary, for each of the other job titles on the left side. Originator: everest Chapter 6 - Page 7 Date Issued: November 6, 2003 Contact Information Release 10

96 Add/Update Manufacturing Site Contact Information You have the ability to add new or update existing information in the Corporate Contacts Database. To do this, you must have a view or update token for the five-character GSDB site code to be updated. Contact information for key manufacturing site contacts will only be accessed and used for communications to Suppliers from Ford's Global Director of Purchasing. Global Supplier Database Online N>GSDB Home Page Key Contacts 1. Click the Contact Information tab or button from the GSDB Online home page. 2. Click [Plant/Quality Control Manager]. Originator: everest Chapter 6 - Page 8 Date Issued: November 6, 2003 Contact Information Release 10

97 3. Select the site(s) you would like to view or update. You may view contact information for active and inactive sites, but you can only update contact information for active sites. Note: To change contact information for inactive sites, you must return to the Site Details main page and choose Reactivate a Site by clicking [Go]. 4. Click a button to view or update contact information for a particular site: Plant Manager Quality Control Manager Originator: everest Chapter 6 - Page 9 Date Issued: November 6, 2003 Contact Information Release 10

98 5. View or update each field as required: Name: name of the individual who holds the title of the contact you are updating Phone # with Area Code Fax # with Area Code Address: do not insert spaces in the body of the 6. Click one of the three buttons: [Back] Returns you to the previous screen. [Reset] Removes all updated information and maintains the existing information. [Submit] Submits any updated information. Changes are saved in GSDB and displayed in the Supplier Improvement Metrics (SIM) systems daily. Originator: everest Chapter 6 - Page 10 Date Issued: November 6, 2003 Contact Information Release 10

99 Site Map Chapter 7 Originator: everest Chapter 7 - Page 1 Date Issued: November 6, 2003 Site Map Release 10

100 Site Map Section Objectives At the end of this section, you should be able to do the following: Navigate the Site Map Originator: everest Chapter 7 - Page 2 Date Issued: November 6, 2003 Site Map Release 10

101 Navigate the Site Map The site map allows you to view the mapping of your company's business locations within Ford Motor Company's Global Supplier Database (GSDB). Access the site map from the GSDB Online Home Page. 1. To view the map, click the Site Map tab or click [Site Map] under Resource Links. Originator: everest Chapter 7 - Page 3 Date Issued: November 6, 2003 Site Map Release 10

102 2. Click [View Site Map]. Originator: everest Chapter 7 - Page 4 Date Issued: November 6, 2003 Site Map Release 10

103 3. Check a box next to an individual Supplier or site code to list the address information for the site(s) selected on the right. Note: You cannot make any changes to your company site information from this page. Navigate to the Site Details tab to update site information. Originator: everest Chapter 7 - Page 5 Date Issued: November 6, 2003 Site Map Release 10

104 Originator: everest Chapter 7 - Page 6 Date Issued: November 6, 2003 Site Map Release 10

105 Review Changes Chapter 8 Originator: everest Chapter 8 - Page 1 Date Issued: November 6, 2003 Review Changes Release 10

106 Review Changes Section Objectives At the end of this section, you should be able to do the following: View Change Requests for Bank Details View Change Requests for Tax Details View Change Requests for Site Details View Change Requests for Quality Standards View Change Requests for Contact Information View All Change Requests Originator: everest Chapter 8 - Page 2 Date Issued: November 6, 2003 Review Changes Release 10

107 Review Changes Review Changes lets you view the status of any GSDB change request made within the last 60 days for sites where you have been granted permission. 1. From the GSDB Online Home Page, click [Review Changes]. 2. Select the type of changes you would like to view and click the appropriate button. Originator: everest Chapter 8 - Page 3 Date Issued: November 6, 2003 Review Changes Release 10

108 Bank Details To view bank details changes, click [Bank Details]. The Bank Details Change Requests screen displays with all change requests submitted in the last 60 days. Originator: everest Chapter 8 - Page 4 Date Issued: November 6, 2003 Review Changes Release 10

109 Tax Details To view tax details changes, click [Tax Details]. The Tax Details Change Requests screen displays with all change requests submitted in the last 60 days. Originator: everest Chapter 8 - Page 5 Date Issued: November 6, 2003 Review Changes Release 10

110 Site Details To view site details changes, click [Site Details]. The Site Details Change Requests screen displays with all change requests submitted in the last 60 days. In this example, however, there haven t been any change requests submitted in the last 60 days. Originator: everest Chapter 8 - Page 6 Date Issued: November 6, 2003 Review Changes Release 10