VPACS Supplier Training Manual - V6 - Abv

ll PROTECTED 関係者外秘
TOYOTA
VPACS:
Supplier Training Manual
March 2015
TEMA LOGISTICS CONTROL
VPACS Training Manual

-Table of Contents-
Page 3
a) VPACS Frequently Used Definitions
b) VPACS Defined Page 4-5
c) VPACS Frequently Asked Questions Page 6
d) Pre-SOP Packaging Development Flow / Activities Page 7
1. Concept Development Phase Page 8-14
2. Initial PPF Phase Page 15-26
3. Trial Phase Page 27-30
4. Final PPF Phase Page 31-32
5. Final Authorization Phase Page 33-34
6. Forecast Ready Date Page 35-37
7. Packaging Shipment Page 38-54
8. Packaging Readiness Phase Page 55-56
e) Post-Sop Responsibilities Flow / Activities Page 57
9. Packaging Shortage Authorizations Page 58
10. Packaging Maintenance Authorizations Page 59
11. Back-Up Packaging Specification Page 60-71
12. Packaging Specification Change Page 72-77

Page 78-83 2
13. Carryover Packaging Development
f) Contact Info Page 84

-Definitions-
Auth: Authorization (s). Official document sent from Toyota Purchasing to Supplier or Packaging
Fabricator that details approved procurement timing, quantities, styles, etc. for each part
Fab: Fabricator (s). Usually referring to Packaging Fabricators for Toyota and Tier 1 Supplier.
PC: Production Control. Referring to department responsible for Packaging functions at Toyota
Pkg: Package (ing). Can refer to either a Package Design or a Packaging Department at
either Toyota, Supplier, or Fabricator.
PPF: Packaging Proposal Form. The working packaging design document that Toyota, Supplier
and/or Fabricator work together to complete for each part (two times per model).
PUR: Purchasing. Usually referring to department responsible for sending Authorizations to
Supplier or Fabricator and other packaging fiduciary related responsibilities.
Sup: Supplier (s). Usually referring to Toyota’s Tier 1 part manufacturer's.
SA: Supplier Administrator. The person responsible for TS.com and IT items for Toyota at
Supplier and Fabricator.
TS.com: ToyotaSupplier.com. Toyota’s internet based web portal that houses all of Toyota’s
interactive Tier 1 and Tier 2 Database Applications.
VPACS: Visual PAckaging Control System. Toyota’s Packaging Database.
NAMC: North American Manufacturing Company. Refers to one or more of Toyota’s 3
Vehicle or Unit plants.

-VPACS Defined-
What is VPACS:
VPACS is Toyota’s interactive ToyotaSupplier .com Packaging Database that
is used to Design, Trial, Authorize, and Manage Packaging activities between
Toyota, Tier 1 Supplier’s, and Packaging Fabricator’s pre and post SOP.
Goal of VPACS:
a) To improve efficiency in the packaging development system.
b) Standardize Packaging Development Process for all NAMC’s.
c) Increase Communication, Visibility, and Commonization at every
Packaging Development milestone.
d) Create “One Voice” to Supplier and Fabricator.
Who Uses VPACS:

a) Toyota PC e) Toyota Parts Ordering
b) Toyota PUR f) Tier 1 Supplier

g) Packaging Fabricator 4
c) Toyota Log
-VPACS Defined Cont.-

Communication Image:
Before VPACS:
Fabricator • NAMC different communication
methods to Supplier
Supplier
• Toyota no visibility to other
TABC TMMI NAMC/Supplier Pkg Style/Kaizen
TMMMS
NUMMI TMMC
• Authorizations separate process
TMMBC TMMWV
from PPF development
TMMTX TMMK
TMMAL • Toyota no visibility to Fabricator
Current with VPACS:
Fabricator Supplier • One Voice to Supplier and
Fabricator
VPACS
• Visualize total Pkg network
TABC TMMI • Authorizations and PPF same
NUMMI
TMMMS TMMC system
TMMBC TMMWV
TMMTX TMMK •Visibility to both Supplier and
5
TMMAL Fabricator and between

-FAQ-
Is VPACS email based?
As of 4/22/12, yes!! VPACS will send a summary email and shipment notification to
anyone who signed up to receive them. Please see page 14 for details.
How will I receive my Authorization?

VPACS will generate an Authorization for Packaging and will automatically send an
electronic and PDF version to either Supplier or Fabricator when Toyota deems an
Authorization is necessary.
Will I still use WARP and/or Peoplesoft?

Yes, VPACS does not effect any processes, systems, or payment methods
that take place after Authorizations that currently exist.
How long will the old data be retained in VPACS?
VPACS will retain all PPF’s and Authorizations for 10 years.
What do I do if information is wrong in VPACS?
If any information is wrong in VPACS contact your NAMC Pkg Specialist.
Can I use Google Chrome web browser?
Google Chrome browser is not compatible with VPACS.
6
VPACS Process Overview

-Pre-SOP Activity-
High Level Flow: 8 Main Phases to PPF completion for Toyota, Tier 1, and Pkg Fab.
PRE-SOP TIMING
Concept Dev Phase Initial Packaging Proposal Phase Trial Phase Final Packaging Proposal Phase Auth Phase Pkg Prep / Readiness Phase
ROLE M-16 ~ M-14 M-14 ~ M-11 M-11 ~ M-8 M-8 ~ M-6 M-6 ~ M-4 M-4 ~ SOP
Review Review
Send Pre- Send Final Final PPF Pkg
Load Part List Reject Forecast Readiness
PPF PPF Review Auth
No Trial
Needed
Reject Trial
Decide Design Reject
Result Decide Design
TOYOTA Method
Method
(NAMC/TEMA) Pre-PPF Approve
Dual Review
Trial Dual
Design PUR
Order Design
Auth
Trial Pkg
Fab Pkg Tier 1
Tier 1 Tier 1 Needed Tier 1 Fab Pkg Fab
Lead Fab Tier 1
Lead Lead Lead Fab
Pkg
PUR Tier 1
Fab
Register for
ToyotaSupplier.com
Pre-PPF Receive Final PPF Receive Submit Forecast
and VPACS
Completion Trial Auth Completion Auth Ready Date
Pre-PPF Final PPF
TIER 1 SUPPLIER Completion
Request Completion
Supplier View, Approve, or View, Approve, or
Reject, PPF from Submit Pkg
Log-in to Admin to Reject, PPF from
Ship Trial Pkg Fab Readiness
VPACS adjust user Pkg Fab
Confirmation
settings
Register for
ToyotaSupplier.com Final PPF
Pre-PPF Receive
and VPACS Completion Receive
Completion Trial Auth
Auth
PKG Request Fab Final PPF Submit Forecast

Pre-PPF
FABRICATOR Admin to Completion Ready Date
Completion
adjust user Ship Trial
Log-in to Confirmation Submit Pkg
settings
VPACS View, Approve, or View, Approve, or Readiness
Reject, PPF from Reject, PPF from
Supplier Supplier
1 2 3 4 5 6,7,8
Pkg Concept Initial PPF Trial Phase Final PPF Final Auth Readiness
Phase Phase Phase
(M-16 ~ M-14) (M-11 ~ M-8) (M-4 ~ 7SOP)
(M-14 ~M-11) (M-8 ~ M-6) (M-6 ~ M-4)
1. Packaging Concept Development Phase

Concept Dev Phase
ROLE M-16 ~ M-14
Load Part List
Toyota Responsibility:
TOYOTA • Load Part List
(NAMC/TEMA)
A
Register for
ToyotaSupplier.com Supplier Responsibilities:
and VPACS
TIER 1 SUPPLIER
A. VPACS Registration*
Log-in to
Request
Supplier C B. VPACS System Walkthrough*
B VPACS
Admin to
adjust user
settings
-Basic Navigation
Register for
ToyotaSupplier.com
and VPACS
-Screen Layout
PKG
FABRICATOR
Request Fab C. Adjust User Settings*
Log-in to Admin to
VPACS adjust user
settings
*Indicates detailed explanation 8
1A. VPACS Registration

If you do not have access to ToyotaSupplier.com:
1. Contact the ToyotaSupplier.com Administrator at your facility.
2. Request access to ToyotaSupplier.com and VPACS Application.
3. Toyota and/or Supplier Administrator will contact you with Access rights,
Username, and Passwords.
4. Log-in to VPACS.
If you have access to ToyotaSupplier.com:
1. Contact the ToyotaSupplier.com Administrator at your facility.
2. Request access to VPACS Application.
3. Toyota and/or Supplier Administrator will contact you with
Access rights, Username, and Passwords.
4. Log-in to VPACS.
Troubleshooting:
If you do not know who the ToyotaSupplier.com Admin is at your facility:
Contact the Toyota Helpdesk for assistance in identifying your Administrator.
If your ToyotaSupplier Admin does not know how to grant/request you access to
VPACS:
The ToyotaSupplier Admin at your facility needs to contact the Toyota 9
helpdesk for assistance.
1B. VPACS System Walkthrough

After Log-In to ToyotaSupplier.com, VPACS can be located within the Application Menu
of ToyotaSupplier . com.
VPACS is separated into 4 Main Sections and can be accessed following the links in the
upper left corner of the VPACS screen:
a) Tracking
b) Pkg Authorizations
c) Authority List (if a VPACS Admin)
d) Documentation
10
1B. Tracking Screen Details

This allows you to look at the different Packaging Proposal Forms (PPF) that
have been sent between Toyota and the Supplier / Fab.
‘Only Do’ will so only
Action Item Parts,
Allows you to search ‘All’ will bring up ALL
for desired Action parts info
Item
Bold Items are new,

unopened Action
Items
‘Do’ button always

you to complete
Action Item
‘Submit’ button
always you to
send Action to
Clicking on Part Toyota
Number takes you to
VIEW only PPF ‘Use’ button always you to
notify of Back-Up Use,
Track, and Request
Payment for Back-Up
‘Define’ button
Color Coded always you to define
Progress/Status
11
Back-Up Pkg Spec
1B. Pkg Auth Screen Details

This allows you to look at the different Packaging Authorizations that have
been sent between Toyota and the Supplier / Fab.
‘Only Do’ will so
only Action Item
Allows you to Parts, ‘All’ will
search for bring up ALL
desired Action parts info
Item
Bold Items are

new, unopened
Action Items
“DO” button always you to

Clicking on Part
Number takes
complete Action Item
Color Coded
Progress you to VIEW only * Exception for Auth you are only
PPF copied, “DO” button will allow
viewing/saving PPF and Auth 12
1C. Adjusting User Settings

Everyone will initially receive the Read Only access level
To receive Write and Submit access levels by plant, Supplier Administrator’s can change each
users level by using the Authority List link located inside V-PACS (if you do not see Authority
List as an selection option you do not have access to perform these tasks)
To Change settings, the following steps can be followed:
Step 1: Click on ‘Authority List’ in the Top left corner of VPACS

Step 2: Find user that needs settings adjust
Explanations:
Check Mark = Access
Valid = Access to VPACS
Step 1
Admin = Access to Authority List
5th Character = Access to PPF’s referencing 5th digit
Step 2
c
13
1C. Adjusting User Settings

Step 3: Click on ‘D’ button under 5th digit code that needs adjusted for user
Step 3
Step 4: Check appropriate

Read/Write/Submit/Leader/Email Step 4
button for User by NAMC
NEW FUNCTION –
Leader – one leader must be assigned for each 5

digit code / NAMC combination. Leader will be
contact name on PPF. If leader is changed,
contact info will change. Leader will also receive
emails from the selected NAMC
Email – allows admin control over who gets email

notifications from each location. If box is checked,
user will get updates about new items for that Step 5
specific plant (coming March 2012
14
Step 5: Click ‘Update’
2. Initial Packaging Proposal Phase

Initial Packaging Proposal Phase
ROLE M-14 ~ M-11
Send Pre-
PPF
Toyota Responsibilities:
No Trial
•Decide PPF Design Roles

Needed
Reject
Decide Design
•Send PPF
TOYOTA Method
(NAMC/TEMA) Pre-PPF Approve
Dual Review
Design
A
Trial
Fab Pkg
Tier 1 Tier 1 Needed
Lead Fab
Lead
B
Pre-PPF
B Completion
TIER 1 SUPPLIER
Pre-PPF Supplier Responsibilities:
Completion
View, Approve, or
C Reject, PPF from A. Understand Design Role*
Pkg Fab
B. Pre-PPF Completion*
Pre-PPF C. Dual Design PPF
Completion
Completion*
PKG
Pre-PPF
FABRICATOR
Completion
View, Approve, or *Indicates detailed explanation 15

Reject, PPF from
Supplier
2A. Understanding PPF Design Role

Before sending Pre-PPF to Supplier and/or Fabricator for completion, Toyota
Packaging Specialist will determine PPF Design Role from one of three options:
VPACS Design Role Options:

Role Role
Matrix Supplier Container Fabricator Dunnage Fabricator
Option 1 Work No Action No Action
Option 2 Confirm Work No Action
Option 3 Confirm No Action Work
VPACS Design Role Responsibilities:
Resp Responsibility
Matrix Supplier Container / Dunnage Fabricator
Receive PPF, Complete PPF, Complete Questionnaire, Submit PPF
No Action
Option 1 to Toyota
Receive PPF, Complete questionnaire Input part dimensions and Receive PPF from supplier, complete PPF,
weight, Submit to Fab, Judge Fab PPF, Submit PPF result to Toyota Submit PPF to supplier
Option 2/3
* Note: Questionnaire is for the pre-PPF only 16

2A. Determining PPF Design Role

You will be able to tell which Design Role for each PPF by looking at the Tracking Screen and PPF -
Note: For fabricators, if a [Do] button is on your tracking screen you are responsible to complete the ppf
Key: If ‘Do’ button on screen,

Action is required.
If user is able to change packaging codes,

user is responsible to complete the ppf
17
2B. Pre-PPF Completion

Step 1: Find Part Number on Tracking Screen that has status of Send PrePPF and has ‘Do’ button
Step 2: Click on ‘Do’ button
Step 1 Step 2
18
2B. Pre-PPF Completion Cont.

Step 3: Note any messages from Toyota
Step 4: Click on ‘PPF’ button
Step 3
Step 4
19

NOTE: This slide is for Supplier Only – Fabricator cannot modify part data
Step 5: View PPF to see if Toyota sent PPF completed/partially completed
Step 6: Type in Part Dimensions (mm units)
Step 7: Type in Part Weight (kg units)
Crictical that ALL

Step 5 information is correct
Step 6 Step 7
20

NOTE: Supplier Reference for Design Option 1
Step 8: Select/Create Package Code for each Packaging Container
Step 9: Select Package Fabricator for each Packaging Container
Step 10: Repeat Steps 8 and 9 for each additional Packaging Component.
Note: Toyota can only Approve/Authorize for Packaging Components listed on PPF.
Step 9 Step 8
Step 10
Step 8 detail
Search for Desired package from DO NOT CREATE NEW CONTAINER
Toyota approved Pkg List
CODES. If new container code cannot
be found, contact you NAMC Pkg
Specialist to request a new package
code. If new dunnage code cannot be
found click the [New button
Once desired pkg is

found, click ‘Select’ to 21
fill PPF

NOTE: Supplier Reference for Design Option 1 and Fabricator for Option 2/3
Step 10: Type in Quantity Per Container (QPC)

Step 11: Import Pictures (required for Final PPF submission) Step 12
Step 12: Save PPF (Will make survey “OK” button active)
Step 11
Step 11 cont
Step 10
22

Step 13: Complete supplier questionnaire (pre ppf only) – clicking the [Save] button
will save progress with out having to submit
Step 14: Click ‘OK’ button
Step 13
Step 14
23

Tips for the new questionnaire screen
1. This is only required for the pre-ppf
2. If the ppf is blank and you input data, select “New Concept” for question 4
3. The comment section under question 4 can be used to provide additional detail
4. Expected evaluation date can be in the future
5. If you select “No” for question 5, click “Yes” for question 6
6. If you click “Yes” for answer 6, you do not need to enter part and model in text boxes
7. Question seven is for new dunnage design only
24

Tips for the questionnaire screen
Note: IF you click “NO” for question #6, you MUST enter part and model in text boxes.
- If those fields are left blank you should get the pop up error message below.
Complete survey and click

manual and "OK" button
If you answered "NO" to

question 6, but did not enter
Part & model data in the
next 2 fields, a POP UP
message should appear.
* IF you don't see POP UP

message, you may need to
turn off or adjust POP UP
blocker settings for your
browser
25

Step 15: Submit PPF
Note: PPF will be sent to either Fabricator or Toyota depending on Design Role
Step 15
26
2C. Dual Design PPF’s Completion

NOTE: Only reference slide if Toyota choose Option 2 or 3 for Design Role
Step 2: Supplier - click on ‘Do’ button and complete steps 3-7, 13-15
Step 3: Fabricator – click [Do] button and complete steps 8-12, click [OK] then [Submit] to send
back to supplier for review
Step 4: Supplier – click [Do] button, followed by [PPF] button and confirm data
Step 5: Supplier - Approve (agree) /Reject (disagree) with PPF from fabricator.
Step 6: Supplier - Submit PPF to Toyota (Toyota decide if disagreement between Supplier
and Fab). 27
3. Trial Phase
Trial Phase
ROLE M-11 ~ M-8
•Approve/Reject Pre-PPF
Reject
Trial
Result
•Decide Authorization Method:
TOYOTA
(NAMC/TEMA)
Trial
•Send Trial Auth
Order
Auth
A
Pkg
PUR Tier 1
Fab
B Receive
Trial Auth
TIER 1 SUPPLIER
Supplier Responsibilities:
Ship Trial
Confirmation
C
A. Understand Auth Methods*
Receive
B. Receive Trial Auth*
Trial Auth
C. Confirm Trial Shipment*

PKG
FABRICATOR
Ship Trial
Confirmation
3A. Understanding Authorization Methods

Before sending Trial Authorization to Supplier and/or Fabricator for processing,
Toyota Purchasing will determine Authorization Style from one of four options:
VPACS Authorization Options:

Auth AUTH STYLE
Matrix SUPPLIER FABRICATOR
OPTION 1 Auth To No Copy
OPTION 2 Auth To Auth Copy
OPTION 3 No Copy Auth To
OPTION 4 Auth Copy Auth To
VPACS Authorization Responsibilities:

Auth AUTH RESPONSIBILITY
Matrix SUPPLIER FABRICATOR
OPTION 1 Follow instructions at bottom of Auth form, Submit Ship and Readiness Dates Review Copy of Authorization, work with Supplier to Milestone Dates
OPTION 2 Follow instructions at bottom of Auth form, Submit Ship and Readiness Dates Auth Copy
OPTION 3 No Authorization Action Required Follow instructions at bottom of Auth form, Submit Ship and Readiness Dates
OPTION 4 Review Copy of Authorization, work with Fabricator to Milestone Dates Follow instructions at bottom of Auth form, Submit Ship and Readiness Dates
29
3A. Determining Authorization Method

Fabricator will have be responsible for Auth if Toyota uses Option 3 or 4.
Supplier will have be responsible for Auth if Toyota uses Option 1 or 2.
Supplier or Fab will have knowledge of Auth if Toyota uses Option 2 or 4, respectively.
You will be able to tell which Auth Option was used for each part by clicking on the ‘Do’ button and
opening the ‘Auth Download’ button.
Option 4
Key: If Option
4 is used, no
supplier action
required in Option 1 Option 2
VPACS
30
3B. Trial Authorization

NOTE: Only reference slide if Toyota choose Option 1 or 2 Auth Role
Step 1: Find Part Number on Tracking Screen that shows Status ‘Ship Trial’ and has ‘Do’ button
Step 4: Note Pre-PPF feedback Step 3
Step 5: Click on ‘Auth Download’ button
Step 6: Process Auth outside of VPACS Step 4
Step 7: Enter Trial Carrier to Toyota
Step 8: Enter Trial Arrival Date at Toyota Step 5

Step 7
Step 9: Add comment for Toyota (optional) Step 8

Step 9
Step 11: Click Submit on Tracking
Screen to submit info to Toyota for review 31
Step 10
4. Final Packaging Proposal Phase

Final Packaging Proposal Phase
ROLE M-8 ~ M-6
Send Final
• Send Result of Trial
Reject Final PPF
PPF Review
Decide Design
•Decide PPF Design Roles
TOYOTA Method
(NAMC/TEMA)
Dual
•Send Final PPF
Design
A
Tier 1 Fab Pkg
Tier 1
Lead Lead Fab
B Final PPF
B
Completion
TIER 1 SUPPLIER
Final PPF
Completion
C View, Approve, or
Reject, PPF from
A. Understand Design Role
Pkg Fab
(see Slide 2A for details)*
B. Final PPF Completion (see
Final PPF
Completion
slide 2B for details)*
C. Dual Design PPF Completion
PKG Final PPF
FABRICATOR Completion (see Slide 2C for details)*
View, Approve, or 32
Reject, PPF from
Supplier
*Indicates detailed explanation
4A. Final PPF Completion

Step 13: After completing steps 1-12 in section 2, confirm specifications are correct
and that the packaging has been tested
Step 14: Click ‘OK’ button, Click the submit button on the tracking screen
Step 13
Step 14 33
5. Final Authorization Phase

Auth Phase
ROLE M-6 ~ M-4
Pkg
Auth
•Approve/Reject Final PPF
TOYOTA
•Decide Authorization Method:
(NAMC/TEMA)
PUR
•Fab
•Tier 1
Pkg
Fab
A Tier 1
•Send Final Auth
B Receive
Auth
TIER 1 SUPPLIER
A. Understand Auth Methods
(see slide 3A for details)
Receive
Auth B. Receive Final Authorization*
PKG
FABRICATOR

5B. Receive Final Authorization

Step 1: See Section 3A for details on how to complete 5A
Step 2: From the Tracking Screen, click on ‘Packaging Authorizations’ button
Step 3: Click on ‘Do’ button to View and/or Download Authorization Details
Step 2
Step 3
35
6. Packaging Readiness Phase

Pkg Prep / Readiness Phase
ROLE M-4 ~ SOP
Review Review Toyota Responsibilities:

Forecast Readiness
•Review Forecast Packaging

Ready Date
TOYOTA
(NAMC/TEMA)
•Review Actual Packaging
Readiness Date
Submit Forecast
Ready Date
TIER 1 SUPPLIER
A B
Submit Pkg
Readiness
A. Submit Forecast Ready *
B. Submit Packaging
Readiness*
PKG Submit Forecast
FABRICATOR Ready Date
Submit Pkg
Readiness
6A. Submit Forecast Ready Date

Step 1: Find Part Number on Pkg Authorizations screen that

shows Status ‘Confirm’ and has ‘Do’ button
Step 1 Step 2
37
6A. Submit Forecast Ready Date

Step 3: Note messages from Toyota including the Pkg Due Date
Note: “Serial #” button active
only for rack and bin parts.
Step 4 This button will provide a pdf
Step 5 file with the required serial
numbers for the racks
Step 7
Step 3
Step 4: Click Auth Download to receive Step 6

a .pdf version of the authorization
Step 5: Click on “Delivery Target” button
to enter the Delivery History Screen
Step 6: Input target container shipment
quantities with each week and click “OK”.
Total must = Auth Quantity
Step 7:Input Forecast Ready Date based on shipment plan and click “OK”
38
Step 8:Click the “Submit” Button
8. Submit Packaging Readiness

Step 1: Find Part Number on Pkg Authorizations screen that
shows Status ‘Confirm’ and has ‘Do’ button
Step 1 Step 2
39
8. Submit Packaging Readiness

Step 3: Note messages from Toyota
Step 3
Step 4: Click on gray box in Reply to

TOYOTA section to enter Forecast
Readiness Date.
Step 5: Click on ’OK’ button

Step 4
Step 6: Click ‘Submit’ on Authorization screen
to submit info to Toyota for review Step 5 40
VPACS Process Overview

-Post-SOP Activity-
High Level Flow:
Additional 5 Main post-SOP Activities for Toyota, Tier 1, and Pkg Fabricator to manage. POST-SOP ACTIVITIES
Authorizations Design
ROLE Shortage Maintenance Back-up Pkg Packaging Change Carryover Packaging Development (New Model, any NAMC)
Review Update
Approve / Send Pre- Refer to Pre-SOP Timeline
Review Review PPF from Load Part List
Review Review Pkg Confirm Usage PPF and Activities starting at
Pkg Forecast Readiness Supplier
Forecast Readiness Auth Toyota Pre-PPF Review (M-
Auth Review Invoice / Track Usage by Approve?
11)
Usage Qty Supplier / Part Number /
NAMC / $
Confirm / Approve
NO YES
TOYOTA Back-up Spec PAY?
(NAMC/TEMA) VPACS updated Decide Design
Track Track with new info Method Pre-PPF
History History
YES, Review
NO
PUR Tier 1 Need
PUR YES
Reject Auth? Dual
Design
Pkg
Pkg Tier 1 Create Auth
Tier 1 Fab
Fab Tier 1 Fab Pkg
Reject Pkg Create NO
Tier 1
Lead Lead Fab
Auth PO
Complete / Define Request to make Pre-PPF

Track Usage Receive Copy Carryover
Back-up Spec change to PPF Copy Carryover Completion
Submit Forecast Receive Submit Forecast Daily Auth PPF
Receive PPF
Ready Date Auth Ready Date (max 28 days)
Auth
TIER 1 SUPPLIER
Notify of VPACS updated Receive Auth (see
View, Approve, or
Usage and Notify End Use / Receive Update PPF and with new info Auth Phase details)
Submit Pkg Pre-PPF Reject, PPF from
Submit Pkg Reason Reimbursement
Readiness Submit Invoice Save / Submit Pkg Fab
Readiness (+/- 7 days) Completion
Copy Carryover Copy Carryover Pre-PPF

PPF PPF Completion
Receive Receive
Auth Auth
PKG
FABRICATOR Submit Forecast Submit Forecast
Ready Date Pre-PPF
Ready Date Completion
Submit Pkg Submit Pkg
View, Approve, or
Readiness Readiness
Reject, PPF from
Supplier
9 10 11 12 13
Pkg Shortage Pkg Maintenance Back-Up Pkg Pkg Carryover Pkg
Auth Auth Spec Design Development
Change
41
9. Packaging Shortage Authorizations

Authorizations
ROLE Shortage Toyota Responsibilities:
•Decide Authorization
Review Review Method:
Pkg Forecast Readiness
Auth
•Fab
•Tier 1
TOYOTA
(NAMC/TEMA)
Track
History
•Send Authorization
PUR
•Review Forecast
Pkg Packaging Ready Date
Fab A Tier 1
•Review Actual
Packaging Readiness
C
B Submit Forecast
Date
Receive
Auth Ready Date
TIER 1 SUPPLIER
D Supplier Responsibilities:
Submit Pkg
Readiness A. Refer to Slide 3A for detail*
B. Refer to Slide 5B for detail*
Receive C. Refer to Slide 6A for detail*
Auth
PKG
FABRICATOR Submit Forecast D. Refer to Slide 8 for detail*
Ready Date
Submit Pkg *Indicates detailed 42

Readiness
explanation
10. Packaging Maintenance Authorizations

Authorizations
ROLE Maintenance Toyota Responsibilities:
•Decide Authorization
Pkg
Review Review
Readiness
Method:
Forecast
Auth
•Fab
•Tier 1
TOYOTA
(NAMC/TEMA)
Track
History
•Send Authorization
PUR
•Review Forecast
Pkg
Fab
A Tier 1 Packaging Ready Date
•Review Actual
Packaging Readiness
C
Date
B Receive
Auth
Submit Forecast
Ready Date
TIER 1 SUPPLIER D
Submit Pkg
Readiness
A. Refer to Slide 3A for detail*
B. Refer to Slide 5B for detail*
Receive
Auth
C. Refer to Slide 6A for detail*
PKG
FABRICATOR Submit Forecast D. Refer to Slide 8 for detail*
Ready Date
Submit Pkg
Readiness
*Indicates detailed 43
explanation
11. Back-Up Packaging Specification

POST SOP ACTIVITIES
ROLE Back-up Pkg
D Toyota Responsibilities:
Approve /
Confirm Usage
G Track Usage by
• Review Back-Up Pkg
B Review Invoice /
Supplier / Part
Number / NAMC / $
Spec
Usage Qty
Confirm / Approve • Approve Back-up Use

TOYOTA Back-up Spec PAY?
(NAMC/TEMA)
•Approve End Use (and
YES,
NO
Tier 1 Reimburse if Toyota fault)
Reject Pkg Create

Auth PO Supplier Responsibilities:
E
Complete / Define
A. Define Back-Up Spec*
Back-up Spec Track Usage Receive
Daily Auth B. Review Back-Up Pkg Spec*
(max 28 days)
TIER 1 SUPPLIER
A Notify of Usage H C. Notify of Back-Up Usage*
and Reason Notify End Use / Receive
(+/- 7 days) Submit Invoice Reimbursement D. Approve Back-up Use*
C F E. Track Back-Up Usage*

F. Notify End Use of Back-Up*
G. Approve End Use (and Reimburse if
PKG
FABRICATOR
Toyota fault)*
H. Receive Reimbursement (if Toyota
Fault)* 44
*Indicates detailed
explanation
11A. Defining Back-Up Packaging Spec

Step 1: Find Part Number on Tracking Screen that needs Back-Up Packaging Spec defined.
Step 2: Click on ‘Define’ button under Back-Up column.
Step 2
45
11A. Defining Back-Up Packaging Spec

Step 3: Enter Back-Up Packaging
Container Information.

Dunnage Information (if needed). Step 3

Top Cap Information (if needed). Step 4

Pallet Information (if needed). Step 5
IMPORTANT: All Estimated Costs and Package
Types entered on this page will be used to
calculate potential Reimbursement Amount. Step 6
Missing or incorrect information entered on
this page will impact potential Reimbursement
Amounts.
Step 7: Attach Picture of Back-up Pkg (required).

Step 7
Step 8: Once completed click ‘Submit’ to
send to Toyota for review (click ‘Cancel’ if do Step 8 46
not want to send to Toyota).
11B. Toyota Review Back-up Spec

Step 9: View Toyota Response of Supplier Defined and Submitted Back-Up Pkg Spec
Step 10: Click on ‘Define’ button to determine next step.
If Toyota Reject Back-Up Packaging Spec
Step 9 Step 10
Proceed to Step 3
If Toyota Approve Back-Up Packaging Spec
Step 9
Step 10
Proceed to Step 11 47
11C. Notify of Back-Up Pkg Usage

NOTE: Back-Up ‘Use’ button ONLY available if:
1. Back-Up Spec Approved (steps 1-10 in section 9) AND
2. Final Returnable PPF Submitted (section 1-4)
Step 11: Click on ‘Use’ button when Back-Up Packaging need to be used.
IMPORTANT: Must complete Step 11 within +/- 7 calendar days

from Start of Use to get Toyota approval
Step 11
Step 12: Click on ‘Notify of Start use’ button.
Step 12 48
11C. Notify of Back-Up Pkg Usage

Step 13: Confirm Back-Up Packaging
Information is still correct. If not, go to Step 2.
Step 14: Select appropriate ‘Reason Used’ Step 13
and ‘Reason Detail (optional)’.
Step 15: Select Responsibility of Back-Up
Use ‘Notify of Start use’ button.
NOTE:
1. Only if Toyota responsible will
Reimbursement be allowed. Step 14
2. If Supplier Responsible, Supplier still need
to enter Usage data so Toyota can plan for Step 15
Back-Up Usage Internally.
Step 16
Step 16: Enter Start Date of Back-Up use (today Step 17
must be +/- 7 Calendar Days from start date)
Step 17: Click on ‘Submit’ button.
Step 18: Note ‘Wait use

Approve’ in Status on Use
Back-Up Packaging Screen
Step 18
49
11D. Toyota Review Back-Up Pkg Usage

Note: Without Back-Up Usage approval, potential Reimbursements can not be processed
Step 19: View Toyota Response of Supplier ‘Notify of Start use Back-Up’.
If Toyota Reject Back-Up Packaging Usage and Responsibility
Click ‘Update’ to see reject reason and

follow instructions provided. If usage
approve, continue to Step 20.
Step 19
If Toyota Approve Back-Up Packaging Usage and Responsibility
Step 19 Step 20
50
Step 20: Click ‘Tracking’ button to start recording Back-Up Usage quantities daily
11E. Track Back-Up Pkg Usage

Step 21: Enter Daily Back-Up Usage per Package Type.
Step 22: After updating Usage Quantities click ‘Save’.
Four week tracking sheet

automatically generated
based on Start Date. If
Back-Up need to be used
for more then 4 weeks,
Back-Up process need to
start over at Step 11.
Costs calculated
Automatically per
Costs entered in
Steps 3-6
Step 21
Step 22 51
11F. Notify End Use of Back-Up Pkg

Step 23: Once finished using Back-Up Packaging (or once 4 weeks has elapsed using back-Up,
which ever comes first), click ‘End Use / Request Payment’ button.
NOTE: If need to continue to use Back-Up after 4 weeks, must proceed to process the past 4 weeks
of data (Steps 23-29) AND re-request approval to use for a new 4-week period (start at step11).
Step 23
Step 24: Enter ‘End Date’
Step 25: Click ‘Browse’ to

attach Required Invoice.
Step 24
Step 26: Click ‘Submit’ button.
Step 25 52
Step 26
11G. Toyota Review Back-Up Usage

If Usage / Costs deemed Supplier Responsibility (determined from slide 11C): Proceed to Slide
11G.
If Usage / Costs deemed Toyota Responsibility (determined from slide 11C): Proceed to Step 27.
Step 27: After Back-Up End Use Notification and Invoice Submitted, data will be
submitted to Toyota for Approval and Reimbursement Processing:
NOTE: Reimbursement Approval is not complete until Status shows ‘Finish Approved’. Once status
show ‘Finish Approved’, the Toyota Part Buyer will be notified to generate a PO.
Approval Order: Wait PC  Wait PC A/M  Wait PUR Spec

 Wait PUR A/M  Finished Approved
Step 27
Toyota Reject Reimbursement Request:

If Toyota reject Request, click ‘Tracking’
to see next steps
53
11G. Back-Up Usage Finalized

Step 28: Toyota and Supplier reference Tracking Data as needed.
Step 28
54
11H. Back-Up Usage Reimbursement

ONLY if Usage and Costs deemed Toyota Responsibility
Step 29: Toyota and Supplier reference Authorization # as needed (payment via Peoplesoft).
Step 30: Toyota and Supplier reference Invoice Data as needed.
Step 31: Toyota and Supplier reference Authorization Form as needed.
Step 29 Step 30 Step 31
55
12. Post-SOP Package Design Change

POST-SOP ACTIVITIES
Design
ROLE Packaging Change
Review Update
PPF from
B • Review PPF changes
Supplier
Approve? •Approve reject/changes
TOYOTA
NO YES
D •Create Auth (if need)
(NAMC/TEMA) VPACS updated
with new info
Reject
Need
Auth?
YES Supplier Responsibilities:
Create Auth A. Update PPF after PPF
C NO Final Approved*
B. Supplier Wait for Toyota
Request to make
change to PPF response*
E
TIER 1 SUPPLIER A VPACS updated
C. Toyota Reject Change
Receive Auth (see
Update PPF and with new info Auth Phase details) Proposal
Save / Submit
D
D. Toyota Approve Change
Proposal*
E. Authorization Completed
PKG pending need for Auth
FABRICATOR
(see slide 5B for details)
explanation
12A. Update PPF after PPF Finished

Step 1: Find Part Number on Tracking Screen that has ‘Finished’ Status
Step 2: Click on ‘PPF’ button under PPF column.
(PPF button not available if Status before Final PPF)
Step 1 Step 2
57
12A. Submit PPF Changes to Toyota

Step 3: Select / Enter Reasons for requesting PPF change on ‘Update PPF Reason’ screen will
automatically appear after clicking on ‘PPF’ button.
Step 4: Enter proposed ‘Pkg Start Date’ that new PPF Packaging / Part will start shipping for
production
Step 5: Click on ‘OK’ button to go to PPF.
Step 6: Update PPF (see Section 2B if needed) and click ‘Save’ when done. Note: Once ‘Save’
button clicked on PPF with changes sent to Toyota for review.
Step 3
Step 6
Step 4
58
Step 5
12B. Understanding Update PPF Status
PPF version is WITHOUT PPF version is WITH Requested PPF version is WITHOUT Requested
Requested Changes: Changes: Changes AND part number green:
Toyota not yet respond to Toyota respond to Update PPF Toyota reject Update PPF Request
Update PPF request. request. from Supplier.
Wait Go to Section 12D Go to Section 12C
59
12C. Toyota Reject PPF Changes
If Toyota Reject Update PPF view ‘Reject

Reason’ and either:
a) Submit new Request with changes (go
to Section 12A-B.
b) Keep current PPF packaging/part spec
(no action needed).
c) Discuss off-line needed action with
NAMC.
60
12D. Toyota Approve PPF Changes
Get Packaging Authorization (see Section 5B).
PPF version is WITH Requested

Changes:
Check to see if Toyota made
Authorization for new or additional
packaging
NOTE: If packaging change results in excess/obsolete

packaging notify NAMC regarding proper disposition method 61
13. Carryover Packaging Development

Design
ROLE Carryover Packaging Development (New Model, any NAMC)
Load Part List
Send Pre-
PPF
Refer to Pre-SOP Timeline
and Activities starting at
• Load Part List
Toyota Pre-PPF Review (M-
11) •Decide PPF Design Roles
TOYOTA •Send PPF
(NAMC/TEMA) Decide Design
Method Pre-PPF
Review Supplier Responsibilities:
Dual
Design A A. Understand Design Role
Tier 1 Fab Pkg Tier 1
(refer to Slide 2A for
Lead Lead Fab
detail)*
C
Pre-PPF
B. Copy PPF from current
Copy Carryover
Copy Carryover
PPF
PPF Completion PPF*
TIER 1 SUPPLIER B B
View, Approve, or
C. Pre-PPF Completion*
Pre-PPF D Reject, PPF from
D. Dual Design PPF
Completion
C Pkg Fab
Completion (refer to
Slide 2C for detail)*
Copy Carryover Copy Carryover Pre-PPF
PPF PPF Completion
E. Follow VPACS process
PKG
FABRICATOR Pre-PPF
Completion
View, Approve, or
Reject, PPF from
Supplier
explanation
13B. Copy PPF to new PPF

Step 2
Step 4: Click on ‘PPF’ button Step 3
Step 4
63

Step 5: At top of PPF click on ‘Copy’ button Step 5
64

Step 6: Search for part that already has saved/completed PPF information
Note: Type Search Definitions (On Developing = Not Final Approved PPF, Product = Final Approved PPF)
Step 7: Click ‘Select’ Button once desired Part/PPF is found
Step 7
Step 6
65
13C. Finish PPF Using Copy Function

Step 8: Enter part Dims, Part Weight and QPC on PPF
Step 9: Update Any Required Information on PPF
Step 10: Click on the ‘Save’ PPF button at the top of the PPF Step 10
Step 9
Step 8
66
13C. Finish PPF Using Copy Function

Step 13: Enter Message to send to
Toyota with PPF (optional)
Step 13
Step 15: Submit PPF
Note: PPF will be sent to either Supplier or Step 14
Toyota depending on Design Role
Step 15
67
VPACS Contacts:
All Contact information can be located inside VPACS Documentation Area
Questions/Problems Contact
System issues, Registration Information Toyota Helpdesk
Plant/Model Specific questions, NAMC Pkg Contacts

VPACS Operational Questions
General VPACS Questions Email: VPACSHelp@tema.toyota.com
68

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ll PROTECTED 関係者外秘

VPACS Training Manual

c) VPACS Frequently Asked Questions Page 6

d) Pre-SOP Packaging Development Flow / Activities Page 7

1. Concept Development Phase Page 8-14

2. Initial PPF Phase Page 15-26

3. Trial Phase Page 27-30

4. Final PPF Phase Page 31-32

5. Final Authorization Phase Page 33-34

6. Forecast Ready Date Page 35-37

7. Packaging Shipment Page 38-54

8. Packaging Readiness Phase Page 55-56

e) Post-Sop Responsibilities Flow / Activities Page 57

9. Packaging Shortage Authorizations Page 58

10. Packaging Maintenance Authorizations Page 59

11. Back-Up Packaging Specification Page 60-71

12. Packaging Specification Change Page 72-77

VPACS Training Manual

VPACS Training Manual

Who Uses VPACS:

b) Toyota PUR f) Tier 1 Supplier

-VPACS Defined Cont.-

VPACS Training Manual

How will I receive my Authorization?

Will I still use WARP and/or Peoplesoft?

VPACS Process Overview

PKG Request Fab Final PPF Submit Forecast

1. Packaging Concept Development Phase

Load Part List

1A. VPACS Registration

1B. VPACS System Walkthrough

1B. Tracking Screen Details

Bold Items are new,

‘Do’ button always

1B. Pkg Auth Screen Details

Bold Items are

“DO” button always you to

1C. Adjusting User Settings

To Change settings, the following steps can be followed:

Step 1: Click on ‘Authority List’ in the Top left corner of VPACS

1C. Adjusting User Settings

Step 4: Check appropriate

Leader – one leader must be assigned for each 5

Email – allows admin control over who gets email

2. Initial Packaging Proposal Phase

•Decide PPF Design Roles

View, Approve, or *Indicates detailed explanation 15

2A. Understanding PPF Design Role

VPACS Design Role Options:

* Note: Questionnaire is for the pre-PPF only 16

2A. Determining PPF Design Role

Key: If ‘Do’ button on screen,

If user is able to change packaging codes,

2B. Pre-PPF Completion

2B. Pre-PPF Completion Cont.

Step 4: Click on ‘PPF’ button

2B. Pre-PPF Completion Cont.

Step 7: Type in Part Weight (kg units)

Crictical that ALL

2B. Pre-PPF Completion Cont.

Once desired pkg is

2B. Pre-PPF Completion Cont.

Step 10: Type in Quantity Per Container (QPC)