Robinson Manufacturing Company, Inc. College Concepts, LLC. Vendor Shipment Management System (VSMS)

Transcription

1 Robinson Manufacturing Company, Inc. College Concepts, LLC. Vendor Shipment Management System (VSMS) User Documentation

2 Contents Introduction Key Features... 3 Process Flow... 4 VSMS Checklist... 4 Login... 5 VSMS Home PO Inquiry... 7 Container Inquiry... 9 Factory Inquiry Purchase Order Maintenance Purchase Order Details Case Details Create Cases Container Details Container Maintenance Container Manifest Closing Container Factory Maintenance Other Polybag Stickers Printer Setup Tips Case Label Placement How to Cube

3 Key Features The latest release of the VSMS system provides several features to allow vendors to easily and more accurately provide shipment information to Robinson Manufacturing and College Concepts. Key Changes: 1) Shipment creation has been moved from the first step in the process to the last. A shipment is no longer assigned to a case at time of creation. The shipment creation process occurs when a container is closed. This change required the shipment ID to be removed from the actual printed case label. 2) 100% case creation functionality now allows the vendor to create all cases at the beginning of the process and use the cases on multiple shipments. Previously vendors were required to delete any unused case labels and recreate new cases for future shipping requirements. 3) Case level container tracking is now provided. This is especially important when a purchase order is on multiple containers. Prior to the latest VSMS release the vendor was not required to provide case level container detail since container information was only entered at the shipment level. 4) Vendors with multiple factories can now provide each factory with individual VSMS access. This allows vendors to assign purchase orders to a factory. Once assigned, factories can login and maintain only factory specific purchase orders. Purchase price information will not be visible to Factory logins. 5) Containers can be assigned a temporary container number and maintained. Once the actual shipping container information is know, the temporary container can be updated with the actual container information. 6) SKU Weight and Volume entry is now required to meet SOLAS requirements. 3

4 Process Flow Purchase orders are issued by the buyer s company and division. A copy of this PO is transmitted to the vendor. Purchase order visibility in the VSMS website is immediate. Using the VSMS website vendors fulfill purchase orders and provide shipment visibility to Robinson Manufacturing and College Concepts. The vendor maintains purchase order data, creates barcoded case labels, maintains containers, prints shipping manifest, and creates ASN (Advance Shipment Notification) data. The final step of the shipment process is closing the container. This step creates an ASN allowing receipt of the barcoded cases labels on the container. This transaction notifies Robinson Manufacturing distribution of the container information and provides necessary data for receiving. VSMS Checklist Step 1 Login to VSMS and view purchase order details. Step 2 Update SKU Weight and Volume. See How to Cube guide. Step 3 Create barcoded case labels. Step 4 Verify case label quantities are correct and make necessary adjustments. Step 5 Print case labels and apply to cartons. Step 6 Scan case labels to a container. Step 7 View the details of the container and print the container manifest. Step 8 After ensuring all container information is correct, close the container. 4

5 Login The VSMS website requires a secure login. The login page displays UserID and Password. After providing this information click the Login button. If you do not have a valid UserID or Password, please contact your PO buyer. Enter a valid UserID and Password then click the Login button 5

6 VSMS Home After successful login, the VSMS Home page is displayed. Notice the tabs (highlighted in red below). From the VSMS Home page you can view and maintain purchase orders, containers, and factories. 6

7 PO Inquiry From the Purchase Orders tab on the VSMS Home page you can view PO details and maintain cases by entering a PO number and clicking search or by clicking the PO number link in the list. Enter a PO number and click Search or click the PO link in the list. PO to Excel *** New Feature *** Notice the Red or Green Excel Icons. By clicking the Excel icon, the selected Purchase Order will be created in Excel format. Red represents POs that have not been printed since a PO revision has been made. Green represents POs that have been printed since revision. 7

8 When exporting purchase orders to Excel, the browser may issue informational and warning messages. Click Open to view the purchase order. Excel may report issues with the formatting of the PO. Click Yes to ignore any messages relating to the format of the purchase order. 8

9 Container Inquiry From the Containers tab on the VSMS Home page you can view Container information. New containers can be created by clicking the New Container button. Existing containers can be maintained by clicking the container link. Container manifests can be viewed by clicking the manifest image next to each container. Create new container Maintain existing container View container manifest 9

10 Factory Inquiry From the Factories tab on the VSMS Home page you can view factory information. Factory maintenance is accomplished by clicking the Maintenance button (highlighted in red below). 10

11 Purchase Order Details The PO display page is used to show all the details of each purchase order. Factories can be assigned to purchase orders by selecting the factory from the drop down list. If factories are assigned to purchase orders, factory login can be enabled by giving the factory a username and password in Factory Maintenance. This will allow factories to login and maintain only purchase orders assigned to the individual factory. Notice the page has 2 tabs. The first tab, PO Details shows all the items ordered on the purchase order. The second tab Cases will show all the case labels created for the purchase order. Several quantity fields are displayed to show each specific quantity related to the purchase order: Order Qty = purchase order quantity ordered. Receive Qty = total quantity received by Robinson/College Concepts. Ship Qty = total case quantity on closed containers. Cancel Qty = total quantity canceled by Robinson/College Concepts. Total Case Qty = total quantity of cases created by the vendor. Balance Qty = Ordered Qty Total Case Quantity. PO to Excel Factory Drop Down 11

12 Case Details The Cases tab from the PO Display page provides all the case maintenance functionality. The status of the PO can prohibit the maintenance functions on the PO Display page. The following message will be displayed if the PO is in a status with limited maintenance (complete or canceled). Several buttons exist to perform various maintenance functions. Also notice the checkbox next to each case. Individual cases can be selected, or the SelectAll checkbox can be used to select all cases. Print Cases can be printed by selecting the case(s) and clicking the Print button. Delete Cases can be deleted by selecting the case(s) and clicking the Delete button. Only cases not on a closed container can be deleted. New Cases can be created by clicking the New button. This will transfer the user to the case creation page. Save Case quantity changes can be made for existing cases. Edit the case quantity using the Qty input box and click the save button to update the case(s). Case Navigation Control SelectAll Case Quantity 12

13 Notice the Case Navigation Control on the Case Detail tab. This control will only be visible for POs with more than 1,000 cases. Explanation of the Case Navigation Control: show First 1,000 cases show Previous 1,000 cases show Next 1,000 cases show Last 1,000 cases 13

14 Create Cases Create new cases by entering the Standard Case Qty and Total Case Qty. Number of new cases = Total Case Qty / Standard Case Qty. Once all information is correct, click the Accept button to create the new cases. 14

15 Container Maintenance Container Maintenance allows for new container creation and maintenance of existing containers. To create a new container, first enter the container number. Next scan a case number and click the save button. The save button is the default button on the page; scanners can be setup to automatically insert carriage return (Enter) after each scan to automatically press the Save button. The container number can also be changed by updating the container number and clicking save. It is important to note the radio buttons Add Case and Remove Case on the Container Maintenance page. By default, the page will be in add case to container mode, but can be switched to allow cases to be removed from the selected container. Users must click the Save button to submit the scanned cases. Always verify the Total Label Count and check the Scan History Messages. Once cases are scanned to the container, the Container Maintenance page is updated to show the container information. Total Case Count is displayed to show how many cases have been scanned to the container. Scan History Messages are displayed at the bottom of the page. The Details button can be clicked at any time to view the container manifest showing all case labels associated with the selected container. Container Total Case Count Assign or change container number Scan Cases to the container Scan History Messages Add/Remove Case from Container 15

16 Container Manifest The container manifest page displays information about the container. The manifest can be printed using the Print Manifest button. Totals by PO and case details are displayed at the bottom of the page. Required fields are highlighted in red in the following screenshot. Factory Invoice, Container Seal ID and Container Bill of Lading can be maintained at any time (even after container closing). Factory, Ship Via and Container Handling Units are required before containers can be closed. Use the dropdown boxes to select the correct information. Container Handling Units is important if multiple case labels are attached to a single carton, otherwise this should match the Total Case Label count for the PO. 16

17 Closing Container The final step of the container maintenance process is closing the container. This final step creates Advance Shipment Notifications for Robinson Manufacturing warehouse receiving. To close a container, first ensure all information on the Container Manifest page is correct. Use the Container Departure Date control to close the container (highlighted in red in the following screenshot). Select the departure date for the container vessel. The following message will be displayed to alert the user case scanning will be prohibited after the container is closed. Click OK to close the shipment. 17

18 Factory Maintenance The Vendor Factory Maintenance page is used to provide details about each factory. To maintain an existing factory, choose the factory from the Factory Code dropdown. Maintain the factory s information and click Save. To create a new factory click New. Enter all the necessary information and click Save. Factories can only be deleted if shipments have not been made from the factory. If needed, the factory can be set to obsolete. Obsolete factories will not be available from the factory dropdown on purchase order and container maintenance. *** New Feature *** Factories can be setup with a unique VSMS login by entering a Factory Password. The factory will be able to login to VSMS and view only factory specific purchase orders. Factory Password will allow factory access to VSMS. 18

19 Polybag Stickers Polybag stickers can be printed from the PO Display page. 1 x 2 roll feed label stock and a Zebra compatible printer is required for printing polybag stickers through the VSMS system. Click the Polybag Sticker button from the PO Details tab. The screen below will be displayed allowing the user to enter the quantity of stickers to print. Click the accept button to generate the label file to be printed. 19

20 Printer Setup For barcoded case label printing, VSMS requires the use of a ZPL enabled label printer ( It is important to install the printer using the Generic / Text Only printer driver. Installing the printer manufacturer s software may render the printer unusable to the VSMS system. Windows 7 users must install Windows 7 Hotfix to fix an issue printing from Internet Explorer to a generic text printer. The hotfix can be found at 20

21 Tips Excel export Purchase orders can be exported to Excel by clicking the Excel icon on the VSMS home page. Grids can be sorted by clicking on any column heading. Purchase Order Grid sorted by Status Message Area Important messages are posted to the message area of each page. Messages are important and may indicate issues causing associated updates to fail. Review all messages carefully and take appropriate action. Add/Remove Case from a container It is important to note the status of the radio buttons Add Case and Remove Case on the Container Maintenance screen. By default the container maintenance page will always be in Add Case to container mode. Users can switch the mode to remove cases from a container. Add or Remove Cases from a Container 21

22 Case Maintenance Maintenance is restricted for shipped cases. Once a container has been closed, case maintenance is prohibited. Labels can be reprinted at any time, but changes are restricted. Shipped Case 10% Overship When creating new cases, the Purchase Order balance will be verified. The Total Case Qty entered cannot exceed 10% of the Purchase Order quantity. 22

23 Factory Login Vendors can control factory logins to the VSMS website. Using Factory Maintenance, assign the factory a password. The username is automatically assigned. Once logged in, the factory can only maintain purchase orders the vendor has assigned to the factory. Windows 7 - Windows 7 users must install Windows 7 Hotfix to fix an issue printing from Internet Explorer to a generic text printer. The hotfix can be found at VSMS Manifest Printing Turn on Print Background Colors and Images. From the file menu of the browser choose Page Setup. This will make the Manifest printout more readable. Navigation The browser back button should not be used for navigation. All pages contain a Home button to return to the VSMS Home page. 23

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29 How to Cube See the how to cube and instructions listed below. From the PO Display screen notice the Weights/Volumes tab. This table will be populated with each unique style and size for the selected Purchase Order. Weight/Volume must be entered for the package unit. Once the SKU Weight and Volume is entered click the Update Weights and Volumes button to save the cubing information. 29

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