VFO VENDOR ATOMS STANDARD OPERATING PROCEDURE

Transcription

1 VFO VENDOR ATOMS STANDARD OPERATING PROCEDURE 1.0 INTRODUCTION TO ATOMS Connecting to ATOMS Compatible Browsers Changing Passwords Glossary of Terms READY TO SHIP Step 1 - Mass Update Step 2 - Adjusting the Source Location, Weight, Volume, and Direct Ship Carton Tracking Track a Carton Statuses Searching for Base Orders Viewing the Routing Status Printing Routing Confirmations ATOMs VFO Pg. 1

2 1.0 INTRODUCTION TO ATOMS ATOMS, (Averitt Transportation & Operations Management System) is an all-encompassing transportation management system. It is powered by OTM, Oracle s Transportation Management Software, paired with Averitt s transportation expertise. ATOMS is designed to manage the shipping process from quote-to-cash. 1.1 CONNECTING TO ATOMS Use the link below to connect to the VFO Transportation Management System: The username and password required for login will be provided. TIP: VFO users, vendors, and carriers will all log in to ATOMS to perform various functions as purchase orders move from vendor locations and ultimately make their way to VFO retail stores. Information about the user s role, including visibility and the actions they are allowed to perform, is tied to each user name. This means that the ATOMS screens that vendors see will be totally different than the ATOMS screens for VFO users, carriers, etc. 1.2 COMPATIBLE BROWSERS Supported browsers for ATOMs are the following versions (plus newer versions of the same browsers). Desktop: Internet Explorer (IE) Version CO Firefox 17 Safari 5.1 (Desktop) Mobile: Safari 5.1 Android 4.2 ATOMs VFO Pg. 2

3 1.3 CHANGING PASSWORDS To change the password used to log-in, click the Change Password link in the user menu. ***Note: passwords are vendor-specific, not user-specific, so if the password is changed, the new password will need to be communicated to all persons/locations who utilize that login.*** It is recommended that the password be changed during the first log-in session. The link will open a password entry screen. To change your password, enter the password you are currently using in the Old Password field. Enter the new password you wish to use in the Password field and then confirm that password in the Retype Password field. To submit the new password, click the Update Password button at the bottom of the page. ATOMs VFO Pg. 3

4 1.4 GLOSSARY OF TERMS Business Monitor Business Object Base Order Base Order Line Order Release OTM Statuses Vendor Portal Business monitors are saved queries that run at specific intervals. The queries are highly configurable. To access business monitors click the icon at the top of the page. Any object that exists in OTM s database that is a distinct record. Purchase orders, shipments, locations, and invoices are all examples of business objects. A purchase order series. This includes individual POs per store. Each line of the purchase order. Each distinct SKU will have its own base order line. Any portion of a purchase order that has been released by the vendor for shipment. Acronym for Oracle Transportation Management system Multiple statuses can be used to track the progression of product from Purchase Order to Invoice. Each business object has its own unique statuses. Typically a status will be a status type and a status value. An example of this would be status type CVFO.ENROUTE with the status value CVFO.ENROUTE_ENROUTE The interface, accessible via the web, that can be used by vendors to submit routing requests. ATOMs VFO Pg. 4

5 2.0 READY TO SHIP VFO vendors will log in to the vendor portal and the Ready to Ship feature to notify VFO that product is ready to ship. In order to use the Ready to Ship feature the following information listed below is required: Base Order number (The first 5 and last 4 characters of PO Number. The other 3 digits in the middle represent the store number and must be removed for proper functionality.) Shipping location Weight Volume Whether product will be shipping direct to the VFO store or will go through the Averitt PPN warehouse ** The transportation management system assumes that one truckload is 3200 cubic feet. Please adhere to this when planning and do not vary from this. ** To release an order for shipment and notify VFO that a pickup is required, follow the process in the following section. 2.1 STEP 1 - MASS UPDATE After logging in, click Ready to Ship. ATOMs VFO Pg. 5

6 Enter the Base Order to be released. ** NOTE: You must request routing by Noon Eastern Standard Time 3 days prior to cancellation date. If there are any issues with this, please vfo_logistics@vfc.com. Click Search located on the bottom left corner of the page. Select the order lines to be shipped. Next, click on the Mass Update icon. ATOMs VFO Pg. 6

7 The Mass Update screen will appear. 2.2 STEP 2 - ADJUSTING THE SOURCE LOCATION, WEIGHT, VOLUME, AND DIRECT SHIP Source Location The shipping location can also be changed as needed. To view a list of available source locations, click on the l. This will bring up a list of available Source Locations which can be selected. Select the desired source location and click Finish to finalize changes. Entering the Average Weight per Store (REQUIRED) Divide the total weight by the number of lines appearing under the IDs column. For this order release, there are three order lines to be released and the total weight is 30 lbs. By dividing 30 by 3, the result is an average of 10 lbs per store. 10 would be entered into the weight textbox. Please include pallet weight with this number. ATOMs VFO Pg. 7

8 Entering the Average Volume per Store (REQUIRED) Divide the total volume by the number of lines appearing under the IDs column. For this same example there will be three order lines consisting of a total volume of 6 CU FT. By dividing 6 by 3, the result is 2 CU FT per store. 2 would be entered into the volume textbox. Direct Ship If necessary, the shipments can be designated to go directly to a VFO store. This is done by clicking the Direct Ship dropdown box and selecting Y. *The default is N. Please only select Y if given specific approval from the buyer.* ATOMs VFO Pg. 8

9 Next click Save. Next, the screen below will appear. After all order lines turn green, click Close. The orders that were just updated should still be highlighted. Click the Ready to Ship button at the top of this screen. After clicking Ready to Ship, the screen below will appear. The only action required on this page is to click Save in the bottom left corner. *Please only click Save once and wait a few moments for the confirmation screen to appear. If Save is clicked more than once, an error message will appear. * ATOMs VFO Pg. 9

10 After clicking Save a confirmation screen similar to this will appear confirming that the order release process has been successfully completed. After completing this process, the order will be planned to a shipment by OTM and sent to carriers. After a carrier accepts the tender, an will be sent to the contact we have on file notifying of the carrier picking up the shipment and their contact information. Regarding the , the sender will be G-Log Advisor. If you do not receive it, please check your spam folder. If it is not there, please check with your IT department to verify that address OtmAdvisor@site03.mavenwire.com is white listed. Here is an example of the electronic notification that is sent: ATOMs VFO Pg. 10

11 If additional assistance is needed, please Carton Tracking 3.1 TRACK A CARTON Click on Track a Carton from the Vendor menu. Enter the carton number to be tracked: ATOMs VFO Pg. 11

12 Click Search at the bottom of the page. From the next screen, the carton number can be clicked or select the checkbox and click the View button at the top of the screen. Next, the Order Release Ship Unit Manager screen will appear. There are four headers here which include ArrivePPN, DepartPPN, ArriveStore, and StoreScan. Under each header, you will see the date and time that this carton was scanned at each. The format for the date is Year, Month, Date, Time or YYYYMMDDHH. 4.0 Statuses 4.1 SEARCHING FOR BASE ORDERS Click on Routing Status on the Vendor menu. ATOMs VFO Pg. 12

13 To search by Base Order number: Type the Base Order number in the search box and click Search at the bottom. To search by Source Location: Type in the Source Location ID. Suggestions will appear to allow selection of the correct location. Click the Search button after the correct ID is entered. If unsure of the Source Location ID, you can search within the system by clicking the small icons in order to Find, List, or View. To search by Destination Location ID, follow the same steps for searching by Source Location, but use the Destination Location ID box: ATOMs VFO Pg. 13

14 4.2 VIEWING THE ROUTING STATUS After the criteria have been entered and Search has been clicked, the Order Movement page appears. If needed, you can sort by any of the column headers by clicking the column header(s) highlighted in blue. For example, sort by all Base Orders destined to a PPN/direct to store, by Date, or most likely, by the Planning Status. ATOMs VFO Pg. 14

15 Here, a Sort by Planning Status has been demonstrated. By performing the sort on the Status Value you can see that one order is in OM_PLANNING_EXECUTED FINAL, while the rest are in OM_PLANNING_NEW status. Here is a list of statuses for the Planning status type: 4.3 PRINTING ROUTING CONFIRMATIONS To print the shipping confirmation, click on Load # from the Vendor menu. ATOMs VFO Pg. 15

16 Type in the base order # and click search. Next, click the + sign to expand the menu beside the Load ID. Select the action button next to the stop with your shipping location next to it. Finally, select Vendor Shipping Confirmation. ATOMs VFO Pg. 16

17 The Routing Confirmation will display. The confirmation can either be printed, or downloaded and saved. If there are any further questions, please ATOMs VFO Pg. 17