Transportation Management System Vendor Operating Manual Version 8.0 July 2017

Transcription

1 Transportation Management System Vendor Operating Manual Version 8.0 July 2017 Page 1 of 22

2 Table of Contents 1.0. Introduction 2.0. Manhattan Vendor Portal 2.1. Login Information and Set Up 2.2. Navigating the System Signing into Vendor Portal The Home Page, Tiles and Pinning The Purchase Order Tile and Searching for POs Searching for Multiple POs Saving Filters 2.3. Purchase Order Details General Tab RTS Tab 3.0. Ready to Ship 3.1. Creating and Submitting a Ready to Ship Creating and Submitting Ready to Ship Ready to Ship Completed Carrier Assignment Confirmation Frequently Asked Questions (FAQ) 5.0. TMS Support/Contact Information 1.0 Introduction utilizes Manhattan Associates Transportation Management System (TMS) to facilitate the effective management of our Inbound Transportation Management. The TMS Vendor Portal allows collect vendors to submit for routing electronically, where the vendor will receive their carrier assignment to ship their purchase orders. The use of the Transportation Management System will apply to all domestic collect vendors, for orders where Burlington is responsible for paying freight costs. This document will assist you in using the TMS system to process your Purchase Order in the system. We ask that you review this document and understand the process to navigate the system when shipping to Burlington. 2.0 Manhattan Vendor Portal Burlington, in conjunction with Manhattan Associates, has developed a custom secure portal for exchanging electronic versions of business documents, such as Purchase Orders, Shipment Orders and Shipment Information confirmations. Upon setup with Burlington, all collect vendors will receive login credentials for the Transportation Management System in a separate . Page 2 of 22

3 In its simplest form, the Vendor Portal provides a replacement for the current fax, , or Electronic Routing Request Form based routing request process. Instead of completing a routing request on paper and faxing it to Burlington, for example, vendors will type similar information into an online form and click a button to submit a Ready to Ship Order to Burlington. As will be observed in the subsequent sections of this document, however, Manhattan provides additional functions for supporting the inbound transportation process that will provide mutual benefit for Burlington and its vendors. 2.1 Login Information As soon as your company is set up as a vendor with Burlington, you will be provided with a username and password for TMS along with your onboarding documents. The username will be sent to the contact that was listed as your corporate contact, as well as your shipping contact. If your company would like to add additional users for the Transportation Management System, please reach out to your company s Administrator, who will have access to create additional TMS users for your company. 2.2 Navigating the System Signing Into Vendor Portal Enter this link into your Web Browser (tpe.logistics.com) to find the log in screen. After your first login attempt, you will be prompted to create a new password. Once your new password is created, you will be sent to the login screen again to enter your new password. To reset your username or password, click on the Forgot Username or Forgot Password links on the screen. Page 3 of 22

4 *Please note that there is a 60 minute timeout period for the Vendor Portal. The portal will automatically log you off if there is no activity performed for 60 minutes. If the portal times you out, all data entered during the session will be lost.* The Home Page, Tiles and Pinning As soon as you log in, you will be on the Home Page. You will have two tiles defaulted on your screen to select from. One is for Purchase Orders, and the other is the Ready to Ship tile. The Purchase Order tile is where you can view the details of the Purchase Order and begin the Ready to Ship process. The Ready to Ship (RTS) tile will be used to view the Ready to Ship information after they have been created. If you do not automatically see the two tiles defaulted on your screen, you can add them by clicking on the menu at the top left. The Purchase Order selection will be available to you immediately to select. Page 4 of 22

5 In order to find RTS, please type RTS into the search bar. Select the option for RTS (Transportation LifeCycle Management) to open up the RTS screen. To pin these tiles on your homepage, click the pin button in both of the Purchase Order and RTS screens The Purchase Order Tile and How to Search for POs Click on the Purchase Order tile to enter the Purchase Order search screen. Here you will be able to filter specific criteria to search for your Purchase Orders. If the search window does not automatically appear, please click on the arrow beside Views on the left side of the screen in order to expand the filtering section. Page 5 of 22

6 There are many ways to filter your Purchase order screen. The filter selections are separated by the required Primary Fields and the optional Conditions. There are six selectable Primary Fields : DNDA DNDB Due Date Pickup End Purchase Order Status Burlington recommends searching by the Status in your Primary Field. The next section will default to =. In the last section, enter Created. This will search for all created POs in the system under your vendor name and number. In addition to the Primary Field search, you may also add additional Conditions to further narrow down your searches. The Condition search is not mandatory, however it can help if you want to search for more specific fields. a. Burlington recommends choosing Purchase Order in the Condition search to quickly find all POs associated with your company b. If you have a 7 digit master PO and want to search all of the corresponding line numbers associated with the master PO (example: Master 7 Digit PO = , 9 Digit PO = Page 6 of 22

7 ,02,03), you may enter in * as a wildcard in the Condition field. The wildcard will prompt the system to search for all POs that begin with the numbers entered. Click Apply to apply the search filter. The right side View Panel will show the results of your search. You can drag the columns to any order you prefer. Burlington recommends you move the Purchase Order column to the far left, next to the checkboxes. Page 7 of 22

8 Scroll to the far right on the View Panel screen to see the Business Partner column. Drag this column to the left where it is visible with your PO number. This Business Partner number will indicate which facility you choose when you create the Ready to Ship. Page 8 of 22

9 You may also move the column location in the Column Selection area under the filters. Click on Purchase Order and Business Partner and drag them to the top of the area row to move them up. Click Apply to have the system update the columns you your View Panel screen. Page 9 of 22

10 2.2.4 Searching for Multiple POs If you do not want to search all of the PO lines under a master PO number, or you need to search for multiple master PO numbers, the system will allow you to search for those separately. In the condition field, change the condition filter from All are met (AND) to All are met (OR). Afterwards, click Add Condition at the bottom of the screen. A blank new condition will appear that will allow you to add additional POs to your search. Click Apply to have the system update your search. Page 10 of 22

11 The system will return the results of the new search in the view panel Saving Filters To save a search filter, press the Save As button next to the apply button. This allows you to save the filter so that you can easily access it in the future. a. You will be asked to save a name for your filter. Page 11 of 22

12 b. Once you have saved the filter, you can always find your filter by clicking on the magnifying glass on the Saved Views search bar on the upper right corner of the filter panel. You can also pin the filter to your Home Screen. 2.3 Purchase Order Details General Tab When your Purchase Orders appear on the view panel, you may double click on any Purchase Order number to review the PO details. You may also check the box next to the Purchase Order and click the View button on the bottom left side of the panel. Page 12 of 22

13 All purchase order details are pulled from the purchase order written by your buyer. If you notice any discrepancies with your purchase order and the PO details screen, please reach out to your buyer to correct them. The general details screen will look like the example below. The system will display all general details pertaining to the Purchase Order. 1. The PO status will always be Created 2. If the PO is cancelled in Burlington s system, the Lock status will be changed to Yes. Once the Lock status is Yes, you will no longer be able to create a Ready to Ship on the PO. 3. Billing Method is always Collect or 50/50 depending on your Vendor Agreement Terms with Burlington. 4. The Inbound and Outbound Geo Region will be East or West depending on which distribution center is marked on your PO. 5. DO Created will be checked once Burlington has assigned a carrier. 6. PO Date reflects the date the PO was sent to TMS RTS Tab If a Ready to Ship or RTS has been created, a Ready to Ship number will be automatically generated by the system. You can reference this number in the RTS tile to find your RTS once it has been completed. This tab can be useful when you do not remember your RTS number, but remember the POs that you shipped on the RTS. When the RTS has been received by Burlington and is planned with a carrier assignment, the Line Status will change from Unplanned to Planned. Page 13 of 22

14 3.0 Ready to Ship In order to submit for routing on your Purchase Orders, all vendors must complete a Ready to Ship or RTS for their Purchase Orders. Ready to Ships reflect the shipment that you are requesting Burlington to assign a carrier for pickup. Note; please provide accurate information in your Ready to Ships, as the information provided is the basis for the carrier that is assigned to you. Accurate information provided can prevent any miscommunication between your company and Burlington and will avoid any carrier related chargebacks. 3.1 Creating, Submitting, and Reviewing a Ready to Ship Creating and Submitting a Ready to Ship To initiate a Ready to Ship creation, click on the boxes next to all of the POs you want to include in your RTS in the view panel, and click Create RTS from PO Lines. One RTS is equivalent to one shipment. Please try to consolidate as many POs onto an RTS to maximize efficiency. Page 14 of 22

15 Once you have selected your PO numbers, you can add the relevant Ready to Ship details that pertain to the PO line that you are currently adding to the RTS. Some fields will be prepopulated based on the PO information sent from Burlington to TMS. The following screenshots are provided to show the various fields that need to be entered in order for the Ready to Ship to be completed. a. PO Number b. Ship Ready Date: (vendor updates MM/DD/YYYY) i. Time will default to 00:00. ii. Date that the vendor ships the merchandise from their facility c. Ship From: Select from the facilities associated with your company d. Quantity Shipped: Units your company is shipping on the PO e. Enter 1: Enter 1 for the value in this column f. Carton: Number of cartons shipped per line (Unit of Measure defaults to CTN) g. Weight: Weight of total PO line (Unit of Measure defaults to LB) h. Cubic Feet: Area of total PO line (Unit of Measure defaults to CF) i. Pallets: Number of Pallets shipped on PO line (Unit of Measure defaults to PAL) j. Pallet Type: Stackable or Non-stackable k. DNDB : Do not Deliver Before date as marked on your PO l. DNDA : Do not Deliver After date as marked on your PO m. Ship To: Read only (NJ_53, CA_512) n. Expedite: Read only (Y/N) o. Product Class: Read only. Freight Type, two options (GOH, FLT) p. Shipping Comments: Optional, Character Limit: 25 q. PO Line ID: Always will default to 1 The Ship Ready Date is the date that indicates to Burlington s routing team that your shipment is ready to be picked up by the carrier. This is NOT the delivery date. The date needs to be at a minimum three or four days prior to the Do Not Deliver Before date in order for the RTS to be routed and assigned a carrier. Please note, Burlington strongly recommends you route at least three days prior to the Do Not Deliver Before date. This allows adequate time for our routing team to assign your company a carrier and for your carrier to schedule an appointment within your delivery period. Page 15 of 22

16 By clicking on the magnifying glass next to the Ship From field, a pop up window will appear with all of your facility information available to select from. When selecting your facility, please make sure to always keep the Business Unit at ALL, do not change the business unit to your company name. Please choose your facility address that begins with the Business Partner number associated with your PO. (Refer to page 8 to find out how to locate the Business Partner number of your Purchase Orders. If you are shipping multiple POs from the same facility, you can input the information at the top of the column and copy the information down. Click on the button on the upper left corner of the RTS screen to select all PO lines. Every PO line will be selected, which will allow you to select Copy to Selected Lines in order to easily copy the facility information down to all POs. Page 16 of 22

17 Enter the units you are shipping on the purchase order in Quantity Shipped. This will be the total number of pieces being shipped per line. In the Enter 1 field, you will always have to enter 1. The system might provide a different number in this section, however it is imperative that this field is filed out correctly with the number 1 in order to properly complete your RTS. You can enter 1 at the top and select Copy to Selected Lines in order to easily enter this field. Then add the number of cartons you will be shipping for this purchase order. Page 17 of 22

18 After the carton field, you will input the weight and cubic feet of your purchase order. Please make sure to enter to unit of measure (LB, CF) as well. If you are shipping on pallets, enter the pallet information next. If your pallets are stackable, enter (Yes) or (No) in the Pallets Stackable? field. All floor loaded shipments should enter 0 in the pallet field. *Keep in mind that the maximum truckload limitations are 26 Pallets, 40,000 Pounds, and 3,500 Cubic Feet. You may not exceed the truckload limitations in your RTS. If you submit an RTS that exceeds the truckload limitations, Burlington s routing team will ask you to re-submit your RTS.* If you are shipping multiple POs on multiple pallets on the RTS, please put 0 in all fields. On the last purchase order line, enter the total number of pallets shipping. a. For example: if you are shipping 26 pallets on your RTS, input 0 for all POs under the pallet field, and then enter 26 on the last line. The Do Not Deliver Before, Do Not Deliver After, Ship To, and Expedited fields will be automatically populated from the purchase order. The Ship To field will show either NJ_53 or CA_512 depending on where the purchase order marks your destination. If the DC on your PO does not reflect the DC closest to your Ship From facility; please reach out to your buyer to update your purchase order. The Freight Type is automatically populated from the PO. The Shipping Comment field is not required. However, we recommend you add any shipping comments if there are any issues or unique circumstances with the shipment that requires Burlington s attention. For example, if your shipment needs to be picked up on a certain date. Please note there is a 25 character limit for your comments. Page 18 of 22

19 Once you have completed filling out the requirements for the RTS, click Save. The save button acts as the submit button. It does not save your RTS so that you can come back and complete it later. When the RTS is saved, it will be sent to the routing team to plan the shipment Ready to Ship Completed Once you have clicked save and submitted the RTS, you will see a screen that shows the RTS number. This number is a confirmation number that indicates that you have completed the RTS. You can use this number to reference this RTS from the RTS screen. You can also use this number to find your carrier assignment in the system. Page 19 of 22

20 After you have submitted an RTS, it is sent to Burlington s routing team to assign your company a carrier. Burlington s routing team will assign your company a carrier based on your RTS within 48 hours Carrier Assignment Confirmation Once the routing team has assigned a carrier to your shipment, an notification will be sent to the facility contact listed for the facility the shipment is originating from. If you are not receiving your carrier assignment s, or need to update your contact information, please reach out to tms.support@burlingtonstores.com or x Multiple contacts can be set up from each facility to receive carrier assignment notices. Page 20 of 22

21 4.0 Frequently Asked Questions (FAQ) 4.1 Frequently Asked Questions When do I receive my username and password? All vendors are provided with a TMS account and password upon onboarding with Burlington. Please double check your onboarding documents for your username and password. I am signing onto the Portal, but am receiving a white screen asking to me to enter in a URL, please help! The URL for TMS is tpe.logistics.com. Please manually input this URL into your browser, do not click on a link to access the portal. If you are receiving a white screen asking for a URL, please exit your browser and manually type in the URL address. Can I have multiple users log into one account? Yes, you may have more than one user using the same account at once. However, the two different users on the same account CANNOT work on the same RTS shipment. If you want to consolidate two RTS s together, please reach out to Burlington s routing team. How to I add additional logins for people in my company? If you would like to add an additional username and password for your company, please reach out to your company s administrator, who will be able to add additional users. Will my session time out? Yes, the Vendor Portal will automatically time out and close after an hour of inactivity. Please note, once your session times out, no information from your session will be retained. My order exceeds the limits of a truckload (26 pallets, 40,000 pounds, 3,500 cubic feet) how do I add my additional units to the RTS? If your order exceeds one truckload on your RTS, you will need to create a second RTS for your Purchase Order. Please use the comments section to let our routing team know that it is a second RTS for the same PO, so they can plan your trucks accordingly. My facility s address is not available to select in the RTS screen. How can I add a facility? If you are missing an address in the RTS facility menu, please reach out to the TMS support team at tms.support@burlingtonstores.com or x so that we may add the facility address for you. The system will update the added facility in real time, so it will be selectable as soon as it is entered by Burlington. Can I make changes or update my RTS after submission? Page 21 of 22

22 The system will not allow you to update an old RTS. If you have completed an RTS and need to update the RTS for some reason (PO changes, mistakes on initial submission), please reach out to the routing department at or x or When do I need to submit routing in TMS in order to be compliant with Burlington requirements? Burlington requires vendors to route their orders at least three days prior to the Do Not Deliver Before Date (DNDB). This allows our routing team adequate time to assign your shipment a carrier, and in turn, allows the vendor enough time to schedule the pickup of the merchandise at the vendor s facility to meet the delivery window set by Burlington. 5.0 TMS Support/Contact Information If you have any questions regarding the TMS Vendor Portal or entering and submitting an RTS, please contact Burlington s TMS Support team at tms.support@burlingtonstores.com or Burlington s Routing Team at bcfrout@burlingtonstores.com. Alternatively, you may contact TMS Support by phone at x or Burlington s routing team at x and between the hours of 7:30 and 16:30 Eastern Standard Time. For questions about login information and access, please reach out to Manhattan s support team at callcenter@manh.com or by phone at Page 22 of 22