Domestic Vendor Training Guide

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1 2014 Domestic Vendor Training Guide Copyright 2013, PetEdge Inc.

2 TABLE OF CONTENTS (click on any of the topics below to jump to that section) INTRODUCTION TO EZSUPPLIER & XCARRIER... 2 I. Getting Started ) Internet Explorer Settings ) Printer Configuration ) Alternate Printing Capabilities ) Maintaining Supplier Locations ) User Creation in XCarrier II. Acknowledging Purchase Orders in EzSupplier ) Notification of New Purchase Orders ) Acknowledging New POs ) Reviewing Buyer Adjustments III. Selecting Purchase Orders to Ship in EzSupplier ) Locate and Add Shipments IV. Shipping with XCarrier ) Purchase Orders with a Single Destination Plant ) Purchase Orders with Multiple Destination Plants ) LTL Shipments ) Consolidated Shipments ) High Volume Shipments ) Free Freight Shipments V. Invoicing in EzSupplier ) Uploading Invoice Documents VI. Self Service in EzSupplier ) Change EzSupplier Password ) Confirm EzSupplier Contact Information ~ 1 ~

3 INTRODUCTION Welcome to PetEdge Training. The following documentation will introduce you to the PetEdge EzSupplier Procurement Portal and the X-Carrier Online Shipping Tool. Together these two systems are designed as a single point of entry for all information regarding purchase order transactions from the initial acknowledgement to the final invoicing. EzSupplier will enable the buyers to implement and communicate any changes made to a purchase order with the vendor in a live setting, allowing for a faster, smoother acknowledgment process. The most current and detailed PO information will be available to view at any time in the system. XCarrier works in conjunction with EzSupplier to provide a seamless flow of data from the purchase order to the shipment module. The system automatically generates the necessary shipping documents and relays new booking information to our carriers. This booking information is also fed back into our host systems which provide the warehouses with the necessary clearances to receive in goods as they arrive. With the integrated nature of the system, it is critical that all of the enclosed procedures be adhered to and followed through to completion in order for a final invoice to be created. Any actions taken outside of the system may result in the inability to receive product and/or the failure of PetEdge to issue proper payment. Before processing any purchase orders in the system, please refer to the Getting Started section below to confirm that your internet, printer, and user accounts are configured correctly to allow full functionality of the system. This will ensure that all shipping documents and labels print automatically, and that you are able to utilize the necessary platforms as efficiently as possible. Internet Explorer 9 or higher is recommended to run all applications successfully. EzSupplier and XCarrier do not support Mac operating systems. We are here to support you! Please address any questions you may have regarding the system or its operation to ezsuppliersupport@petedge.com. Whenever possible, please include in your communications a detailed description with screenshots of the issues you are having. This will expedite the process and assist us in getting you a faster response. We look forward to working with you and will respond to all inquiries in the order in which they were received. Kind Regards, The EzSupplier Support Team ~ 2 ~

4 I. GETTING STARTED This section will provide instruction on how to configure your system properly for use with EzSupplier and XCarrier. These initial setup procedures are mandatory for the system to perform as expected. 1) Configuring Internet Explorer for XCarrier. 1A. Login to XCarrier using the initial username and password provided by PetEdge. The link to the XCarrier Website is below. 1B. Navigate to the Tools Menu in the Menu Bar and select Internet Options. ~ 3 ~

5 1C. The Internet Options Window is displayed. Navigate to the Browsing History Section on the General Tab and click Settings. 1D. The Temporary Internet Files and History Settings Window is displayed. Select Every time I visit the webpage and click OK. ~ 4 ~

6 1E. The Internet Options Window should still be displayed. Select Trusted sites from the Security Tab and click Sites. 1F. The Trusted Sites Window is displayed. Click on Add to add XCarrier as a trusted site. Once the website has been added, click Close to continue. ~ 5 ~

7 1G. The Internet Options Window should still be displayed. Select Trusted sites from the Security Tab and click Custom level. 1H. The Security Settings Trusted Sites Zone Window is displayed. Using the vertical scrollbar, enable all functionalities under the.net Framework and.net Framework-reliant components sections. When finished, click OK and select Yes when prompted to change the settings for this zone. ~ 6 ~

8 1I. The Internet Options Window should still be displayed. Click OK to finish configuring Internet Explore. ~ 7 ~

9 2) Configuring Printer Settings in XCarrier. 2A. Login to XCarrier using the initial username and password provided by PetEdge. The link to the XCarrier Website is below. 2B. Upon login, you will be directed to the Enterprise Centralized Shipping (ECS) section of the XCarrier website. Navigate to the Administration section. ~ 8 ~

10 2C. From the Administration section, select xcarrier ECS Configuration Printers, and click Download Setup on the Printer Setup Window. Click on Run when prompted to save the file. ~ 9 ~

11 2D. This will open the PrinterConfig Setup Wizard. Follow the instructions on the screen to install a new printer. 2E. When the PrinterConfig Setup Wizard has completed, repeat steps 2C and 2D above to Download PDF Report Print Setup. ~ 10 ~

12 2F. If the printers were installed successfully, you should now be able to select them from the drop down menus in the Administration section. Add the printer you would like to use for printing labels as the Label Printer. All other shipping documents you have selected will flow to the printer you delegate as the Laser Printer. The PDF EXE Path also gives you the option to assign the location on your hard drive where newly created PDF documents will be saved. Assign the printers, file path, and document types of your choice and click Save. Printer configuration is now complete. ~ 11 ~

13 3) Printing without Printer Configuration. 3A. If your printer is not configured to flow documents automatically and you did not print the shipping labels at the time of booking, you will need to retrieve the PO details in XCarrier. Login to XCarrier using the initial username and password provided by PetEdge. The link to the XCarrier Website is below. 3B. Upon login, you will be directed to the Enterprise Centralized Shipping (ECS) section of the XCarrier website. Click on the magnifying glass icon next to the PO # field. ~ 12 ~

14 3C. The Shipment History Window will be displayed. Select the ship date of the PO you wish to print using the calendar icon and click Search. 3D. Upon clicking Search, all of the shipments that were booked on the selected date will be displayed. Click on the PO you wish to print documents for. ~ 13 ~

15 3E. All of the booking details for that PO will be populated. The shipping documents and labels are now available to print using the Print Drop Down Menu. Examples of the possible documents are included below. (NOTE: Commercial Invoices and Certificates of Origin are not available for domestic shipments.) ~ 14 ~

16 CARRIER LABEL ~ 15 ~

17 PACKING SLIP ~ 16 ~

18 BILL OF LADING ~ 17 ~

19 ADVANCED SHIPMENT NOTIFICATION LABEL ~ 18 ~

20 4) Configuring Ship From Addresses in XCarrier. 4A. Login to XCarrier using the initial username and password provided by PetEdge. The link to the XCarrier Website is below. 4B. Upon login, you will be directed to the Enterprise Centralized Shipping (ECS) section of the XCarrier website. Navigate to the Administration section. ~ 19 ~

21 4C. From the Administration section, select xcarrier Master Data Supplier Locations. This will display the Supplier s Location Information. 4D. To create a new Ship From Address, enter in the address information of the warehouse from which the goods will be shipping to PetEdge. This address will be dispatched to the carriers and printed on all shipping documents and labels. The Supplier Name is predetermined by PetEdge to match our records. Select it using the magnifying glass icon next to the Supplier Name field. The other required fields are denoted by an asterisk (*). When all the data has been entered, click Save to create the new Supplier Location. ~ 20 ~

22 4E. For multiple warehouses, repeat the process above to create any additional ship from locations. Once a location is created, it can be updated at any time using the same process. Click on the magnifying glass icon next to Location ID to select existing supplier locations. 4F. The Location List will be displayed. Click on the ship from location you wish to update. 4G. The address information will be populated automatically. Edit the fields as necessary and click Update to save the changes. This data must be maintained for shipments to be booked in XCarrier. ~ 21 ~

23 5) Creating Users in XCarrier. 5A. Login to XCarrier using the initial username and password provided by PetEdge. The link to the XCarrier Website is below. 5B. Upon login, you will be directed to the Enterprise Centralized Shipping (ECS) section of the XCarrier website. Navigate to the Administration section. ~ 22 ~

24 5C. From the Administration section, select xcarrier Master Data User Creation. This will display the User Registration Form. Using the magnifying glass icon, select the Location ID of the warehouse you wish to create a user for from one of the Supplier Locations that were configured in Step 4 above. ~ 23 ~

25 5D. The Plant List Window will be displayed. Click on the location to select it. The Location ID should now be populated. ~ 24 ~

26 5E. Enter the Contact Name, the address, and the desired User ID and Password of the user to be created. Address information is optional. 5F. Select the User Role and the associated privileges you wish the new user to have. Supplier Admins will have the ability to add shipments as well as create new user accounts. Supplier Users will not have administrative access and will only be allowed to perform the add booking and shipment procedures. (NOTE: The original login credentials provided by PetEdge should be those of a Supplier Admin. If you do not have access to create other Admin users, please contact the EzS Support Team at ezsuppliersupport@petedge.com.) ~ 25 ~

27 5G. Once all information has been entered, click Save to create the new user account. The following message will be displayed. Click OK to continue. 5H. The new user should now be visible. Repeat this process to create as many user accounts as desired. You may also edit the account information at any time by accessing the user and clicking Update. ~ 26 ~

28 II. ACKNOWLEDGING PURCHASE ORDERS IN EZSUPPLIER This section will guide you through the process of negotiating the terms of a purchase order. This systematic communication between the buyer and the vendor is required for a purchase order to reach acknowledgment. 1) Notification of New Purchase Orders. 1A. When PetEdge creates a new purchase order, it automatically generates an notification to the vendor instructing them to log into EzSupplier and acknowledge the PO within 48 hours. Any personnel that need to be included on these notifications must be provided by the vendor in a single format, as the system will only allow one address per account. If numerous parties require notification, the vendor must create a single distribution address that contains all of the necessary contacts. Please provide this information or any changes thereafter to ezsuppliersupport@petedge.com. An example of the notification content is below. ~ 27 ~

29 2) View / Acknowledge New Purchase Orders. 2A. Login to EzSupplier using the initial username and password provided by PetEdge. The link to the PetEdge Procurement Portal is below. You will be prompted to change your password at first logon. 2B. Upon logon, you will be directed to the EzSupplier home screen where you can access any new POs that require acknowledgement. You can view the POs to be acknowledged either by clicking on the link circled below or by accessing the To Be Acknowledged bucket through the Purchase Orders drop down menu. ~ 28 ~

30 2C. The Purchase Orders drop down also allows you to filter on POs that have already been Acknowledged or Closed. The All bucket will display all PetEdge POs regardless of their status. 2D. Once the To Be Acknowledged bucket has been selected, a list of all the POs awaiting acknowledgement will be generated. This list will contain information about the date the PO was created, the total number of units on the PO, and the total dollar value associated with those units. The acknowledgement required by date and the required shipping/receipt dates are also included. You have the option to download the list in either Excel or PDF formats as well. The status column on the far right is used to determine the party who is responsible for taking the next steps within the acknowledgement process. If the status column is blank, this indicates that action is required by the vendor to move forward with the acknowledgment. If the vendor is not responsible, this column will be displayed as Sent to Buyer, which indicates that the PO is back with PetEdge for review. To view specific details about a particular PO, navigate to the PO you wish to acknowledge, and click on the PO number. For larger lists, you may also sort by the criteria of your choice using the up/down arrows next to each header. ~ 29 ~

31 2E. Selecting the PO will bring you to the details screen. Here you will be able to view the specific details of the individual materials on the purchase order. Information about the total quantities shipping to each warehouse is included. Prices and shipping dates are also available at the line level. Please take note of the terms and conditions section as it may contain important instructions regarding acknowledgment of the PO. There is an option to print the purchase order at this time, but it is strongly recommended that this step be performed after the PO has been fully acknowledged. A comments section is also available for providing general information about the PO at the header level. Upon submission, these comments will be sent directly to the buyer in the form of an notification. As the vendor, you will not have access to view the audit trail. No changes can be made to the PO at this time as this screen is for viewing purposes only. To proceed with the acknowledgement and/or make adjustments, click on the Acknowledge button. ~ 30 ~

32 2F. Once in the acknowledgement screen, you will have the option to edit the price, quantity, and date fields by clicking on the associated edit icons. To make a change, click on the icon next to the field you wish to edit, adjust the information as desired, and re-click the icon to finalize the change. The Clear button may also be utilized to remove all of the suggested dates from the Vendor Ship Date fields. These would need to be re-entered with the most up-to-date shipping information. If revisions have been made, you will not be able to submit the PO without first clicking on the Comment Icon and entering an explanation for the change. A comment will need to be entered for every line item that has been adjusted. As these are mandatory, they will not trigger separate notifications to the buyer as do the comments at the header level on the previous screen. Once all comments have been entered, click Submit to acknowledge the PO and send it back to PetEdge for verification. Any changes will need to be reviewed and approved by the buyer before the PO can be fully acknowledged. If no changes are required, clicking Submit will acknowledge the PO immediately, and confirmation from the buyer will not be necessary. Click Submit to continue. (NOTE: if no changes were made, please proceed to step 3B.) ~ 31 ~

33 2G. Upon submission of the PO, the following message will be displayed confirming that the changes have been acknowledged. This will generate an notification to the buyer prompting them to login to EzS and review any changes made to the PO. Click OK to continue. 2H. Since the PO is with PetEdge for review, it has NOT undergone a full acknowledgment and will appear on the home page as still needing to be acknowledged. However, if you access the PO, the status will now display as Sent to Buyer, indicating that the responsibility has shifted to PetEdge to move forward with the acknowledgement process. No further action may be taken by the vendor at this time. ~ 32 ~

34 2I. When the buyer has approved the changes, the status of the PO will return to blank, and you will receive an notification instructing you to review the PO and provide final confirmation. The following is an example of the notification content. ~ 33 ~

35 3) Review Potential Changes Made by the Buyer. 3A. In general, the process for Part 3 is exactly the same as Part 2 above. Repeat steps 2A through 2F. As you progress through the acknowledgement, you will notice that any changes made or approved by the buyer are now reflected on the PO. You will also notice that the acknowledgement screen is populated with information pertaining to the last user to act on the PO. If further adjustments are required at this point, they may be made as they were in step 2F above. This will reinitiate the approval loop and send the PO back to the buyer for review. This back and forth process may continue indefinitely until both parties have come to an agreement, or the PO has been withdrawn. ~ 34 ~

36 3B. If no further changes have been made, clicking Submit will conclude the acknowledgement process. The following message will be generated confirming that the PO has been finalized and is now a legally binding contract. A notification will be sent to the buyer alerting them of the final acknowledgement. You may proceed with production of the materials at this time. ~ 35 ~

37 3C. Once the acknowledgement process has been completed, the PO will automatically move to the Acknowledged bucket. Here you will be able to view and print the finalized PO. No further changes are permitted by either party at this time. If it does turn out that a change to the PO is required, PetEdge has the ability to make the change in our host system. These changes will feed back into EzSupplier and trigger the PO to go back into the To Be Acknowledged bucket where it will need to be re-acknowledged. Requests for changes after the PO has been acknowledged need to be communicated to the buyer outside of the system via . ~ 36 ~

38 III. SELECTING PURCHASE ORDERS TO SHIP IN EZSUPPLIER This section details how to find and select purchase orders in EzS that are ready to be shipped. Shipments can only be created for purchase orders that are within 12 days of the expected delivery date and have gone through the full acknowledgment process successfully. 1) Locate and Add Shipments. 1A. Login to EzSupplier. The link to the PetEdge Procurement Portal is below. ~ 37 ~

39 1B. There are two ways to access the add shipment function from the EzS home page. Method A a1. Select Add from the Shipments Drop Down Menu. a2. Select the purchase order number from the drop down or enter it manually in the space provided. Once the PO has been selected, click on the Details button. (NOTE: The PO will not be available if the delivery date is more than 12 days in the future.) ~ 38 ~

40 Method B b1. Locate the PO in the Acknowledged bucket using the Purchase Orders Drop Down Menu and click on the PO number. b2. This will display the details of the purchase order. Click on Add Shipments to continue. (NOTE: You will not be able to add a shipment if the delivery date is more than 12 business days in the future.) ~ 39 ~

41 1C. The PO is automatically chosen to be shipped using XCarrier. To schedule a new shipment, select Add Booking from the drop down menu. 1D. The following message will be displayed as a notice that you are about to be redirected to the XCarrier website. Click on Proceed to continue. (NOTE: EzS provides a seamless link to XCarrier without the need to enter a password every time. In order for this link to be created, your XCarrier User ID and Password must be maintained in the Preferences Section of EzSupplier. Please see the Self Service portion of this training guide for more information.) ~ 40 ~

42 1E. Clicking Proceed will bring you directly to the Enterprise Centralized Shipping (ECS) section of the XCarrier website. This is where the details of the shipment will need to be added. You will notice that the purchase order you selected in EzS is automatically populated in the PO # field. ~ 41 ~

43 IV. SHIPPING WITH XCARRIER This section will explain the process of entering shipment details and scheduling a booking in XCarrier. The procedures for doing so may vary depending on the nature of the shipment and what is being shipped. Please click on the below scenario that best applies to the type of booking you wish to create. Purchase Order with a Single Destination Plant Purchase Order with Multiple Destination Plants LTL Shipment Consolidated Shipment High Volume Shipment Free Freight Shipment 1) Book a Shipment for a Purchase Order with a Single Destination. 1A. The PO you selected in EzS should already be visible in the PO # field. Click the Get Data Button to populate the template with the rest of the information from the PO. ~ 42 ~

44 1B. Since the PO is only going to the one plant, the plant number and ship to address will populate automatically. All of the materials on the PO should pull in with information regarding the total quantities and the balances that remain to be shipped. ~ 43 ~

45 1C. XCarrier allows shipment information to be entered into the system based on the actual materials and quantities in each physical package. Input the quantities that are ready to ship into the Partial Qty column based on how they have been packaged for shipment at the supplier warehouse. For example, if all 100 units of MATERIAL 1 and all 100 units of MATERIAL 2 are packaged together in the same box, you would enter the full quantities for both into the Partial Quantity column. If you were able to fit all 100 units of MATERIAL 1 and only 50 units of MATERIAL 2 into the same package, then you would enter the Partial Quantities as such. Once you have entered the quantities and materials in the first package being shipped, click Pack. ~ 44 ~

46 1D. Upon clicking Pack, the system will automatically group the selected materials and quantities together into the same package. A Handling Unit Number (H.U.) for that package will be generated and displayed in the bottom, right-hand section. The quantities that were just packed will no longer be available to ship in the bottom left-hand section. The Balance Quantity column will reflect the quantity of each material that still remains to be packed and shipped. 1E. Return to the Partial Quantities column and enter the quantities for the materials that are in the second package to be shipped. Click Pack to generate another Handling Unit Number for the second package. ~ 45 ~

47 1F. The second package has been created and assigned a Handling Unit Number. Continue to input partial quantities and pack until all of the materials you wish to ship have been packaged. If all of the materials on the PO fit into the same box or all of the materials that remain to be packed fit into the same box, there is no need to enter the quantities into the Partial Quantity column. Simply, click Pack All and all of the remaining materials and quantities will be grouped into one package. ~ 46 ~

48 1G. Now that all of the materials have been packed in the system, enter the weight and dimensions for each package in the bottom right-hand section. When finished, click on Determine Ship Method to choose a carrier. The system will automatically calculate the most cost effective mode of transportation based on the information you provided. (NOTE: XCarrier will NOT be able to determine a ship method if a valid ship from address is not maintained. Please see Maintaining Supplier Locations for more information.) ~ 47 ~

49 1H. In this example, the system has chosen UPS Ground as the carrier. In the Ship Date field, enter the date you wish the carrier to pick up the shipment. You may also provide a window for the desired pickup time using the Ready Time fields. Enter the earliest and latest available pickup times using a military time scale. In most instances, this window is defined as normal business hours. If no ready time is entered, the pickup window will default to two hours from the time the shipment is booked. Lastly, you will need to provide the anticipated carrier transit time in the EST. Transit Time field. This is the expected amount of time in business days required for the product to ship from the supplier warehouse to the PetEdge destination plant via the elected carrier. ~ 48 ~

50 1I. Please take a moment to review the information you have provided, as this next step will create the booking and communicate the new shipment information to the carrier. If you need to unpack any of the materials at this time, you may do so by clicking on the trash can icon that corresponds to the handling unit number you wish to unpack. This will remove all of the materials in that package from the shipment. After re-packing the materials, you will need to determine the ship method again and re-enter any of the subsequent data. Once all of the information has been confirmed, click Plan Shipment to finalize the booking. ~ 49 ~

51 1J. Upon clicking Plan Shipment, you will receive the below notification to verify the destination plant. Click Yes to continue. A confirmation will be generated if the shipment was booked successfully. Click OK to continue. At this point, a notification has been sent to the carrier instructing them to pick up the shipment during the hours specified in the ready time fields. Tracking numbers have been created for each package and are visible in the Tracking/Pro Number column. If for some reason the shipment needs to be cancelled, you may do so by clicking on the Cancel Shipment button. The shipment will be cancelled in XCarrier, but you will need to contact the carrier directly to notify them of the cancellation. ~ 50 ~

52 1K. If your printer is not configured to print automatically, you may print your shipping documents at this time by selecting them from the Print Drop Down Menu. Commercial Invoices, Bills of Lading, and Certificates of Origin are not available for non-ltl, domestic shipments. (NOTE: See Printer Configuration for more information on printer setup.) (NOTE: See Alternate Printing Capabilities for information on printing after the booking has been processed.) ~ 51 ~

53 2) Book a Shipment for a Purchase Order with Multiple Destinations. 2A. The PO you selected in EzS should already be visible in the PO # field. Click the Get Data Button to populate the template with the rest of the information from the PO. For purchase orders going to both plants, you will receive the following warnings. Click OK for both. ~ 52 ~

54 2B. The PO information will not populate until you have selected the plant you wish to create the shipment for. Select either Billerica or Reno from the Plant Drop Down Menu. 2C. Only the materials that are scheduled to go to that warehouse will be displayed. The ship to address for the chosen warehouse will populate automatically. From this point on, the process for packing, weighing, and booking the shipment is exactly the same as a PO going to a single plant. Please follow the instructions for booking a purchase order with a single destination. ~ 53 ~

55 2D. You will need to repeat the above steps to create a booking for the second destination warehouse. Click New Shipment and enter the PO # in manually. Since one of the plants on the PO has already been booked, the remaining plant, the ship to address, and all the materials scheduled for the second warehouse will populate automatically when you click Get Data. Essentially, you are now adding a shipment for a purchase order that is going to a single plant. Follow the procedures for booking a purchase order with a single destination. ~ 54 ~

56 3) Book a Shipment for a Purchase Order Shipping LTL. 3A. The procedure for booking LTL shipments in XCarrier employs the same methodology as shipments with one or two destination plants. You may follow the instructions for either of those scenarios above. The contrast between the two processes is that the packing segment for LTL shipments implies that the materials are being packed onto pallets as opposed to individual boxes. The weights and dimensions entered are those of the pallet size vs. the box size. ~ 55 ~

57 3B. Upon clicking Determine Ship Method, XCarrier will recognize that the package needs to ship LTL based on the weights and dimensions provided. The Pallet Type, LTL Class, and National Motor Freight Classification Number (NMFC) are assigned automatically. ~ 56 ~

58 3C. If the defaulted Class value is higher than anticipated, you may select a lower Class using the LTL Class Drop Down Menu. After the desired Class has been assigned, you will need to re-click Determine Ship Method. (NOTE: As class is a deciding factor in the carrier algorithm, it is possible that the new class assignment will result in a different carrier being chosen.) ~ 57 ~

59 3D. Once the carrier and LTL Class have been confirmed, click Plan Shipment to finalize the booking. The following notification will be displayed confirming that the shipment has been communicated to the carrier. Click OK to continue. You may now proceed with printing any necessary shipping documentation. (NOTE: For bookings processed later in the day, you may need to adjust the ship date and ready time fields to accommodate the business hours of the carrier.) ~ 58 ~

60 4) Consolidating Multiple Purchase Orders into a Single Shipment. 4A. PetEdge requires multiple purchase orders being shipped to the same warehouse on the same day be combined into a single shipment to save on transportation costs. When booking a consolidation, you will not begin the process in EzSupplier. Login to XCarrier directly using the initial username and password provided by PetEdge. The link to the XCarrier Website is below. 4B. Upon login, you will be directed to the Enterprise Centralized Shipping (ECS) section of the XCarrier website. The PO number will not be prepopulated as XCarrier was not accessed through EzS. Click on Consolidation to select the POs you wish to consolidate. ~ 59 ~

61 4C. The Consolidation Window will be displayed. Click into the window, and enter the PO numbers to be consolidated. Click Continue when finished. 4D. Only the first PO number entered will be visible in the PO # field. Click Get Data to populate the screen with materials from both POs. ~ 60 ~

62 4E. If any of the POs have two plants, you will be prompted to select the destination plant as you normally would be for purchase orders with multiple destinations. ~ 61 ~

63 4F. Upon selecting the destination plant, all of the materials from the chosen purchase orders that are scheduled for that warehouse will be available to pack. The PO numbers and their associated line items will be displayed. The shipment is now consolidated. You may proceed with the booking as you would for any other purchase order. ~ 62 ~

64 5) Booking High Volume Shipments. 5A. Any shipments weighing over 4,500 lbs and/or consisting of more than 4 pallets will require a special quote from ReTrans Freight Services. If the shipment meets these criteria, you will receive the following message upon clicking Determine Ship Method. Click OK and follow the instructions in the message. 5B. The ship method will be determined as LTL Volume. A class will not be assigned. Once you have obtained a quote number from ReTrans, enter it into the Quote ID field and enter the description as ReTrans. Click Plan Shipment when finished to finalize the booking and print your shipping documents. (NOTE: ReTrans will provide the Bill of Lading for all volume shipments. Do NOT print the BOL out of XCarrier.) ~ 63 ~

65 6) Booking Shipments with Prepaid Freight. 6A. This section applies to scenarios where PetEdge is not responsible for incurring the freight expenses. Whether the freight terms have been negotiated previously or the PO meets the minimum requirements for free freight, it is the vendor who assumes the costs of transportation. In these instances, any freight charges applied to the vendor invoice will be refused by PetEdge. Since it is the vendor s obligation to pay for the shipping, freight shopping with the Determine Ship Method button is no longer necessary. Once all the materials have been packed and the weights and dimensions have been entered, select Supplier from the Payment Drop Down Menu. ~ 64 ~

66 6B. If UPS is the desired carrier, select UPS from the Standard Drop Down Menu and choose the preferred mode of transportation. The Third Party Information Window will be displayed where you will be able to enter in your UPS account details. Click Submit when finished. ~ 65 ~

67 6C. If the shipment is an LTL shipment, select LTL from the Standard Drop Down Menu and choose the desired mode of transportation. If you would prefer to use a personal carrier account, select Vendor Carrier from the drop down. This will display the Description field where you will be able to enter the name of the carrier. ~ 66 ~

68 6D. Once the carrier details have been selected, click Plan Shipment to finalize the booking. The following notification will be displayed confirming that the shipment has been communicated to the carrier. Click OK to continue. You may now proceed with printing any necessary shipping documentation. (NOTE: For bookings created using a personal carrier account, the carrier will NOT be notified. It is the responsibility of the vendor to contact the carrier and relay the shipment details.) ~ 67 ~

69 V. INVOICING IN EZSUPPLIER This section describes the procedures required to upload invoicing documentation to the EzSupplier Portal. As this is the final step in the PO process, it is paramount that the steps prior be processed accordingly. The invoicing procedures are dependent on the purchase order being acknowledged and shipped accurately in the system. Failure to follow any of the previous steps in this manual through to completion may result in the inability of PetEdge to issue payment. 1) Uploading Invoice Documents. 1A. Login to EzSupplier using the initial username and password provided by PetEdge. The link to the PetEdge Procurement Portal is below. 1B. Upon logon, you will be directed to the EzSupplier home screen. Select Add from the Shipments Drop Down Menu. ~ 68 ~

70 1C. Select the purchase order number from the drop down or enter it manually in the space provided. Once the PO has been selected, click on the Details button. 1D. Any shipments that were booked against the PO in XCarrier will be visible in the drop down menu. Select the booking you would like to invoice. ~ 69 ~

71 1E. The Add Shipment Details Screen will be displayed. All of the shipment information that was entered into XCarrier will populate automatically including tracking numbers, ship dates, and open quantities. The Current Ship/InvQty column will only display the materials that are relevant to the selected plant. Any line items that are blank have either not been shipped yet or are scheduled for the other warehouse. 1F. Enter the vendor Invoice Number and Invoice Date. The Invoice Date cannot be before the current date. ~ 70 ~

72 1G. Select the appropriate method of transportation from the Mode of Transport Drop Down Menu. 1H. Once the final shipment details have been added, click on Add Documents to upload the invoice. ~ 71 ~

73 1I. The Attachment Window will be displayed. Click on the paperclip icon next to Invoice (Excise) Document. This will bring up the File Attachments Window. Use the Browse function to locate the invoice document on your hard drive. Once the file has been located, click Add File to upload it to EzSupplier. A notification will be displayed confirming that the files were attached successfully. Click Done to continue. ~ 72 ~

74 1J. If the upload completed successfully, the invoice document will now be visible in the Invoice (Excise) Document field. If a new or different invoice needs to be uploaded, you may delete and replace the existing file using the trash can icon. Click Done to complete the upload process. ~ 73 ~

75 1K. The final shipment details have been added and the invoice document has been uploaded. Click Submit to finalize the invoice and send it to PetEdge. The following message will be displayed confirming receipt of the invoice. Click OK to continue. ~ 74 ~

76 1L. Repeat the above process for the other warehouse and for any other bookings created against the PO. The invoice documentation will not be available in EzS until the shipment has been received at the PetEdge warehouse and processed by the Accounts Payable Department. Upon receipt of the product at the warehouse, a goods receipt number will be generated and sent to A/P. Once A/P has reviewed these documents for accuracy, the invoice will be posted in EzS and payment can be issued to the supplier. At this point, you may access the invoice records from the EzS home page using the Invoices Drop Down Menu. The status of the invoice will remain Open until payment has been received, at which point it will become Closed. You may filter the invoices shown by these statuses, or you can access them all using the All function. 1M. Once the invoice file has been uploaded, you can monitor what phase of the receipt/invoice process the PO is in by accessing the PO in EzSupplier. Here you will be able to view shipment, receipt, and invoice documentation by clicking on the appropriate button. The status of the receipt will change to Invoiced once A/P has confirmed the goods receipt. Some screenshots of the associated transactions are below. ~ 75 ~

77 VIEW SHIPMENTS VIEW RECEIPTS VIEWS INVOICES ~ 76 ~

78 VI. SELF SERVICE IN EZSUPPLIER This section will acquaint you with the self service features of the EzSupplier Portal. Here you will be able to change passwords, request password resets, confirm contact info, and maintain other important user information. 1) Change EzSupplier Password. 1A. Login to EzSupplier. The link to the PetEdge Procurement Portal is below. If you have forgotten your password, you will need to either click on the associated link in the screenshot below or send an to to have it reset. 1B. From the EzSupplier home page, select Change Password from the Self Service drop down menu. ~ 77 ~

79 1C. The Change Password screen will be displayed. Here you will be able to change your password per the given criteria. When you have finished entering your new password, click Submit to save. ~ 78 ~

80 2) Confirm EzSupplier Contact Information. 2A. Login to EzSupplier. The link to the PetEdge Procurement Portal is below. 2B. From the EzSupplier home page, select My Preferences from the Self Service drop down menu. ~ 79 ~

81 2C. The My Preferences screen will be displayed. Here you will be able to view the current vendor contact info that PetEdge has on file. The name and address provided are used to facilitate all communications regarding EzSupplier including notification of new POs. It is also important that your XCarrier User ID and Password be maintained here. This is what creates the seamless link between EzS and XCarrier during the booking process. If your password is not maintained, EzS will not be able to direct you to XCarrier when adding shipment information. If your XCarrier login credentials have changed you will need to maintain those changes here as well. Click Submit when finished to update the changes. (NOTE: Changes to addresses are restricted by PetEdge. If your is incorrect or needs to be changed, please send a request to ezsuppliersupport@petedge.com.) ~ 80 ~