JD Williams Limited Supplier Instruction Manual For TradeStone PLM Solution

Transcription

1 JD Williams Limited Supplier Instruction Manual For TradeStone PLM Solution February 07 Final 5.0 supplier training doc Read Only.doc Page 1 of 29

2 Table of Contents 1.0 Introduction and Overview TradeStone Solution Processes Business Process Overview Log In / Navigation of the system Offer Quotation / Response Alerts Request for Quotes Quote Response Builder Quote Response Multiple Lines on a Quotation Buyers response to your Quotation Viewing Information Buying Brief / Catalogue Number Colour Information Size Information Contract Information Updating of Events Spot Offers supplier training doc Read Only.doc Page 2 of 29

3 1.0 Introduction and Overview JD Williams is committed to continually improving the processes with the Buying & Merchandising department. This commitment is not only within the JD Williams organisation but is also focusing on improvement of the processes between JD Williams and organisations that work with them in delivering a quality product, within time and cost parameters to the end customer. As part of this continuous improvement process JD Williams are implementing a Product Lifecycle Management solution supplied by an American Software Vendor called TradeStone. This solution will manage the storage and communication of all product, quality, contract and pricing information within JD Williams and externally with the JD Williams supply base. The solution will also monitor the critical path providing a common process, which will allow all parties to understand what is expected of them and how they are progressing against these expectations. It is important going forward that as a team we work together to deliver the benefits that this type of technology can bring to the trading relationship. We thank you in advance for your support in making this technology work and further developing the trading relationship between JD Williams and yourselves. supplier training doc Read Only.doc Page 3 of 29

4 2.0 TradeStone Solution The TradeStone solution is a web based solution designed to manage a number of processes within the sourcing and supply of product between fast moving retail environments and their supply base. Because the functionality is web-based it is very easy to deploy and also will allow access to the solution wherever they may be doing their work. The only technology required to run the software is access to the Internet and also a user name and password. This flexibility means that users whether they are JD Williams employers or suppliers could be in the office in Manchester, Mumbai, Bangkok, Singapore, at home in the UK or from hotels while travelling. Some examples of retail organisations that currently operate the TradeStone software with their supply base are Federated Stores in the US (Macys & Bloomingdale s), American Eagle, Deutche Woolworth s and the Disney Stores. Further information on the TradeStone organisation can be found on their website supplier training doc Read Only.doc Page 4 of 29

5 3.0 Processes Through this section we will take you through at a high level the processes and business information that JD Williams will require you to input / respond to within the TradeStone solution. Following this overview we will go through each of the business processes in detail. This will be your reference information you need to learn the solution. Any questions or information you require relating to this document or the use of the TradeStone software should be ed in the first instance to tradestone.support@jdwilliams.co.uk. 3.1 Business Process Overview The following illustrates at a high level the process flow of information through the TradeStone system in line with the main business processes. The dates are indications and as you are aware you have your own key dates and milestones within the critical path when you are working with JD Williams. Timeline of Business Processes with TradeStone Diagram showing a high level critical path for AW07 including business processes which will be included within the TradeStone PLM software. Sept 06 October / November 06 Jan / Feb / Mar 07 Catalogue Mailing July 07 Reporting and Progress Management Through TradeStone Queries and Business Objects Master Data including Events, Colours, Size Ratios and costing information Input Re-Incl and New CAT Numbers Send to Suppliers Receive Back from Suppliers and Input Prices Confirm Range and Supplier Throughout the Timeline there is Tracking of Progress against Critical Path by Entering Dates in Event Models Buyers / Super Users Buyers & Buyers Assistants Buyers, Buyers Asst & QA The main business processes that the suppliers will be required to contribute to which will change the way they interact and communicate with JD Williams buyers today are; Pricing / Quotation in response to a JDW request by garment / product. Product attributes and characteristics, this includes information on the material, the make-up of the product, price and images, which are required for the supplier to know what is being made. Critical path management using TradeStone to communicate when events have been completed or due dates may have changed. supplier training doc Read Only.doc Page 5 of 29

6 Product information that forms part of the legal contract will be included within the TradeStone solution. This information includes but not limited to information such as, wash care instructions, material characteristics care instructions etc. Support for the application will be provided through JD Williams and be available during UK office hours. The support team can be contacted on the following address 3.2 Log In / Navigation of the system Access to the system is via the JD Williams supplier URL. To eliminate any conflicts you should be using Internet Explorer version 6.0 or later. If you are not using Internet Explorer then please contact the JD Williams support team on the above. The web address is; When you have entered this in to your Internet browser you will be taken through to the log in screen. At this point you enter your supplier number as your USER ID and then your password. (See diagram 1) Diagram 1 Once you have signed on to the system you will be taken into the DASHBOARD. This will show the information specific to your organisation. (Diagram 2) supplier training doc Read Only.doc Page 6 of 29

7 Diagram 2 Key points on the dashboard are; Dashboard This takes you back to the dashboard from any screen in the system. Search This allows you to search for buying briefs (products / garments) and also to search for quotes awaiting action or previously responded to. Password Allows you to change the password Help Takes you to the TradeStone help documentation Logout Logs you out of the system. There is also an automatic log out if the system is idle for 30 minutes. Message This is controlled by JD Williams and shows on all screens that are logged on to TradeStone. Hot Links Links to non-tradestone information that supports the trading relationship with JD Williams, including packaging information and suppliers manuals. Alerts Notification that actions are required that are generated by the system. Query There are two boxes containing queries that will help you to view and update the status of events against CAT numbers. An example of this type of information is Photo Samples not Sent Business Process This is the area you will go in to when you are responding to quotes, or searching for information on buying briefs. supplier training doc Read Only.doc Page 7 of 29

8 3.3 Offer Quotation / Response The offer quotation / response process is when a JD Williams buyer has sent out to you a request for quotation on a garment or product. This request for quotation will have information about the type and make up of the product. There will also be a technical specification of the document sent at this stage. This information will include component characteristics, material construction, target price if applicable; item construction and other information as required may be input in the notes field. There are two ways in which you will get notified that there are quotations that need to be actioned. The first way is via an that will appear in the in-box of the identified contact on the supplier record of the buying brief. This allows you to click through to the main TradeStone solution. An example of the is below.. The second way would be to go through the alerts section on the dashboard that will show the outstanding items that need to be actioned. In diagram 2 this shows 3 alerts waiting to be processed. The following steps will take you through the offer response process and the information that must be completed at each stage in the process Alerts Request for Quotes Select REQUEST FOR QUOTE from the alerts box on the dashboard this will take you through to a screen showing all the alerts that are outstanding to be actioned. An example of this screen is in Diagram 3. supplier training doc Read Only.doc Page 8 of 29

9 Diagram 3 Information on this screen shows the Offer numbers that are waiting a response. Also the screen will show you the date and time the request for quotation was received. The two buttons are to filter the offers. SHOWREAD shows all quotations even when you have viewed them. SHOWNEW Shows only the new quotations. Select the offer you wish to respond to. You will respond to one offer at a time. When you select the offer it will take you to the Quote Response Builder screen refer supplier training doc Read Only.doc Page 9 of 29

10 3.3.2 Quote Response Builder The quote response builder screen is an 8-step process that takes you through the information sent to you by J D Williams and also the information that is to be completed by you the supplier. An example of the offer builder screen is in Diagram 4. Diagram 4 Key information on this screen; Description and image of the product that is required to be quoted for. Cat No Information Other information on the product that is being quoted on. Size Information Total Size Ranges required DO YOU WANT TO SUBMIT AN OFFER TO THE RFQ - At this point the supplier needs to decide if they wish to make an offer. Answering yes to the request will take the supplier to step 2 of the offer builder process. If you decline to quote the buyer will be notified on their view. NB: A technical specification will be available and is attached for viewing further through the quotation process. supplier training doc Read Only.doc Page 10 of 29

11 Step 2 Delivery Terms This step requires the supplier to input key information relating to where the product is being made and how long the product and offer will be available for. Diagram 5. Information that must be completed by the supplier is in the white fields. Some of the fields are linked to hyperlinks (Blue Lettering) and the information is selected from these via selecting the hyperlink and searching the table for the information you are looking for. Other fields are free format or drop down boxes. This logic follows throughout the TradeStone solution. Diagram 5 Key Information on this screen including Step 2 and Step 3; Country of Origin for the product. Del Terms These are the terms the products are being offered under. Trans Mode The method of transport for the product or garments. Lading Point Port where the goods are being loaded. Lead Time in Days The lead-time of the product or garments. Factory The factory that is making product or garments. Valid until Date the quotation is valid until Ship Date Date the goods will ship supplier training doc Read Only.doc Page 11 of 29

12 Step 3-5 Material Informtion Greyed out fields cannot not be changed but show information that will aid the supplier during the quotation process. If the supplier requires to enter any information about these fields then they should do this in the notes fields, shown later. Materials Composition of the materials in the garment or the product. Material Construction - The construction of the materials. Item Construction/Characteristics This gives other information that should be considered when calculating you quote. Steps 6 Pricing Information Information required to be input by the supplier is on price, currency and supplier model information. Diagram 6. Diagram 6 Key Information on this screen includes. Price - The price the supplier is offering the product / garment at. Currency Trading currency of the price Size break This is the first size break you wish to quote on. Model No - Supplier Model Number for the product / garment if you have one. Quote Number System Generated sequential number. supplier training doc Read Only.doc Page 12 of 29

13 Steps 7 & 8 Suppliers Notes & Images These steps in the offer process are where the supplier can add any information about the materials, characteristics, or any other relevant product information. Diagram 7. Diagram 7 Key Information on this screen including Step 7 and 8; Suppliers Notes Any notes or information the suppliers wishes to add. Suppliers Image Supplier can attach an Image and description if they require. Images can be attached by selecting the CLICK TO ADD ATTACHMENT hyperlink. Then the supplier will select their image and this will be uploaded to the TradeStone solution. Please note the system will only allow you to attach images with a maximum size of bytes and held within your computer. If you add an image you need to always fill in a description in the description box. Following completion of this information you can then CREATE OFFER by clicking on the create offer text. Following completion of this you will be taken to the QUOTE RESPONSE screen where you can review the information you have entered. Diagram 8. supplier training doc Read Only.doc Page 13 of 29

14 3.3.3 Quote Response Diagram 8 On this screen the supplier can review the information that has been entered in the quote response builder and change any of the fields that are in white. To save this information click on the save icon (like a diskette) in the top left corner of the screen. If all the information is correct the offer can be submitted using the SUBMIT OFFER button at the top left of the screen. When executed this will show the message OFFER SUBMITTED and send a response back to JDW. A sample of the screen showing the message after the offer is submitted is in diagram 9. supplier training doc Read Only.doc Page 14 of 29

15 Diagram 9 Once the offer has been submitted the supplier will not be able to change the information. The status on the Quote Response will then change to offered as shown above Multiple Lines on a Quotation In some circumstances suppliers will be required to add lines to offers when more than one price break exists, or as an agent, are required to quote from more than one source. The process to be followed by suppliers to allow them to add these lines, is to respond to the quote initially with the first price for the first size break and then copy the information - changing the price, size break and where applicable, factory. Once you have submitted your first quote (Diagram 9). To set up quotations for other cost prices by size break and/or additional factories, select from the menu PROCESS COPY OFFER. (Diagram 10) supplier training doc Read Only.doc Page 15 of 29

16 Diagram 10 This will then clear out the size and price fields ready to enter the new information. All other information will be copied (inc the factory). Diagram 11 supplier training doc Read Only.doc Page 16 of 29

17 Enter in the new information then save the record. Once the record has been saved you can submit the offer by clicking on the SUBMIT OFFER button. If you are an agent and want to submit offers from several factories, the above process can be followed However you will need to submit a separate quote for each different price by size break, by factory. To indicate which price/size break is associated with which factory choose factory name from hyperlink (highlighted in diagram 11) When you have submitted and offered all the different prices by size breaks and factories you can check you have completed everything by selecting the VIEW / BUYING BRIEF from the menu bar, you can see this in Diagram 11above. A copy of the view with multiple lines on it is shown in Diagram 12. Diagram Buyers response to your Quotation Buyers can respond to your offer submission in 3 ways Rejected You will receive an advising the quote is rejected. Uneg The buyer is considering your offer and will revert at a later date. Confirmed The buyer has accepted your quote. supplier training doc Read Only.doc Page 17 of 29

18 3.4 Viewing Information Buying Brief / Catalogue Number To view the information on the buying briefs the suppliers should choose the SEARCH FOR BUYING BRIEF option from the dashboard and enter the required search parameters. The below search was on AW 2007 product. See Diagram 13. Diagram 13 When the correct brief has been found you can bring up the composite screen that will show as per diagram 14. This will allow suppliers to view information about the buying brief / CAT number. Diagram 15, shows the detail information on pricing and product information at supplier line level. supplier training doc Read Only.doc Page 18 of 29

19 Diagram 14 Diagram 15 Other information that can be viewed from within the buying brief includes sizes and colours that are required for the CAT number. This information is held within the supplier training doc Read Only.doc Page 19 of 29

20 association s section of TradeStone. To view this information the suppliers should go through the following steps Colour Information To view colour information go in to the buying brief / CAT number you are looking at. Select from the ASSOCIATIONS MENU the OFFERS BY COLOURS option. This will take you to a screen that shows you the colours for that CAT number. (Diagram 16) Diagram Size Information To view size information you need to go through the offers by colour screen as per section Once you are in this screen, (Diagram 16) you can view the size information and ratios by selecting the Size Range using the blue hyperlink next to the colours on the bottom table. This will take you to the size information for the CAT number. (Diagram 17) supplier training doc Read Only.doc Page 20 of 29

21 Diagram Contract Information The contractual process within JD Williams is being reviewed. The key objective of this change is to simplify the process and utilise the functionality within the TradeStone solution. Suppliers will be required to enter contract information in to TradeStone in a timely fashion that will allow J D Williams and the supplier to be comfortable with their obligation on the generation of the product or garment. All this contractual information is held within the Product Details of the buying brief and is accessed through your supplier logon using the following steps. From the main dashboard select SEARCH / SEARCH FOR BUYING BRIEF. Enter the information you have into the search screen. When you have found the CAT number which is to be updated, select from the menu ASSOCIATIONS / PRODUCT DEATIL INFORMATION. (Diagram 18) Diagram 18 supplier training doc Read Only.doc Page 21 of 29

22 This will take you in to the Product Details screen that has selection boxes for the contract information and notes fields that require being completed. (Diagram 19) supplier training doc Read Only.doc Page 22 of 29

23 Diagram 19 The supplier is required to complete all the information. All information must be completed before the product can be approved. 3.6 Updating of Events Key functionality that is being delivered with the TradeStone solution is the ability for JD Williams and their suppliers to collaborate and to understand at any given time where product is up to against key business milestones. The process within TradeStone that supports this is the event models that are attached to all CAT numbers. These event models are the equivalent of a critical path with latest completion dates for the stages deemed important to JD Williams. As a supplier you must complete these milestones for each CAT number. The steps that will require supplier input are defined below; in some cases not all these steps will be required for all CAT numbers. (Diagram 20) Diagram 20 There will be other events in the models that suppliers will see. Please do not enter any information in to these events as these are used by JD Williams for managing the critical path within their business. supplier training doc Read Only.doc Page 23 of 29

24 To update the event model against each CAT number you need to follow the following steps. For this example you will be updating event 825, supplier has sent technical sample. Through the VIEW BUYING BRIEF functionality choose the CAT number / buying brief that requires information updating. Select the ASSOCITIONS menu and EVENTS tab. (Diagram 21) Prior to doing this ensure you have selected the supplier detail line on the bottom of the buying brief. Diagram 21 supplier training doc Read Only.doc Page 24 of 29

25 This will then take you to the Events section of the buying brief where you can update the ACTUAL field for the event you have completed, in this case EVENT 825 which is 6 th from the top, and any comments you have then you will need to save the record. (Diagram 22) Please ensure that you are updating the correct field for the event that you have completed as this will trigger further events within both JD Williams and the suppliers. Diagram Spot Offers Suppliers will use spot offers when they wish to offer a product to JD Williams without a request for quotation from JD Williams. This functionality can be used to offer any product with limited information being needed to start the offer process. From the main dashboard select from the business process box the BUILD A BUYING BRIEF process. Diagram 23 supplier training doc Read Only.doc Page 25 of 29

26 Diagram 23 This will take you in to the step builder process for a spot quote. At this point you select the buyers name from the list that appears when you click on the buyer hyperlink. Refer Diagram 24. supplier training doc Read Only.doc Page 26 of 29

27 Diagram 24 Then select the supplier name from the list that will appear when you click on the supplier hyperlink. Diagram 25. Diagram 25 When the supplier has entered this information please click on CREATE BUYING BRIEF and this will create the buying brief. At this point the supplier can now add other information on the detail lines as though they were responding to a request for quote from JD Williams. This information includes, Price, Size, Country of Origin, Port of lading etc. Diagram 26. If you wish to attach an image or additional notes, highlight your first supplier line and then select Association and choose either attachment or notes and complete as required. supplier training doc Read Only.doc Page 27 of 29

28 Diagram 26 Once the supplier has completed all the information and saved the buying brief you need to select the first supplier line then go to Process offer quote. The supplier line will then move to a status of Offered. The buyer will then be alerted on their dashboard. The following screen will show with a message. This message is normal and is not a warning. Diagram 27. supplier training doc Read Only.doc Page 28 of 29

29 Diagram 27 supplier training doc Read Only.doc Page 29 of 29