Who Should Use This Guide... 3 How This Guide Is Organized... 3 Conventions Used In This Guide... 4 Where To Get Help... 6

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1 Contents 1 Using This Guide... 3 Who Should Use This Guide... 3 How This Guide Is Organized... 3 Conventions Used In This Guide... 4 Where To Get Help Introduction... 9 Available Features... 9 Purchase Order Transmission Policy A Transmission Electronic Invoicing Price Change Updates Variable Pricing Promotion Pricing Pinpoint Pricing Direct Mail Data Electronic File Maintenance RDC Balances Direct Ship Invoices Hardware Overview Helpful Hints Ordering and Installing the Phone Line Ordering and Installing Wiring and Phone Jack Scheduling the Installation Checklist Purchase Orders i

2 An Overview of the Transmission Process Questions You May Have Setting Up the Control Streams Setting Up the COT Control Stream Setting Up the COTTPO Control Stream Transmitting Purchase Orders Immediately Preparing Purchase Orders to Transmit Later Transmitting Saved Purchase Orders Setting Up Your Purchase Order for Automatic Transmission 32 Scheduling Your Purchase Order Transmission Transmitting Your Automatic Purchase Order Policy A Transmissions...37 Overview Questions You May Have Creating and Transmitting Policy A Orders Receiving Policy A Credits Updating Shrinkage History Electronic Invoicing...45 Overview Questions You May Have Setting Up the Control Streams Setting Up the COTERP Control Stream Setting Up the COTRLY Control Stream Setting Up the Beginning Sequence Numbers Posting Receipts Reviewing the Exception Report How the Report Is Organized Unmatched Quantity Section Changing the Purchase Order Substitution Section Changing the Purchase Order ii

3 Unfilled Quantity Section Changing the Purchase Order Zero Filled Quantity Section Changing the Purchase Order Ship Later and Previous Ship Later Sections Changing the Purchase Order Price Change Section Changing the Purchase Order Broken Carton Charge Section Changing the Purchase Order Miscellaneous Section Changing the Purchase Order Extra Item Section Changing the Purchase Order Promotional Item Section Changing the Purchase Order Relay Totals Section Printing Price Labels and Bin Labels Printing Price Labels Printing Bin Labels Checking In the Shipment Printing a Receiving Edit List Finalizing Your Receipts Price Changes Overview Questions You May Have Before Your First Price Change Transmission Setting Up the Sequence Number Receiving Price Changes Reviewing the Transmission Report The Price Change File iii

4 Items Not Added Section Price Changes Section Editing Your Price Changes Finalizing Your Price Changes Variable Pricing...91 Overview Introduction Questions You May Have Setting Up Fineline Variable Pricing Setting Up Function MSR Setting Up Function MFI Setting Up Function IMU Receiving Fineline Price Changes Recalculating Retail Prices Copying Retail to List Promotion Pricing and Pinpoint Pricing Promotion Pricing Overview Before Your First Promotion Transmission Setting Up Function MTC Setting Up the Sequence Number Running the MCSTST Utility Receiving Promotion Pricing Receiving Promotion Prices Processing Promotion Prices Reviewing the Promotion Pricing Report How the Report Is Organized Field Definitions Common to Both Sections Items Not Added Section Promotions Added Section Activating Promotion Prices iv

5 Pinpoint Pricing Overview Before Your First Pinpoint Price Transmission Receiving Pinpoint Pricing Receiving Pinpoint Prices Processing Pinpoint Prices Reviewing Pinpoint Prices Activating Pinpoint Prices Direct Mail Overview Questions You May Have Setting Up to Receive Direct Mail Data Setting Up the Control Stream Receiving Direct Mail Data Using the Direct Mail Report Report RDM Creating a PO With Direct Mail Data Electronic File Maintenance Overview Questions You May Have Setting Up EFM Setting Up the Control Stream Setting Up the Defaults Setting Up the Beginning Sequence Number Receiving EFM Data Reading the Transmission Report Exception Section Additional Information Section Total Section Reviewing EFM Data Making Changes to EFM Data Adding EFM Data to Your Inventory v

6 12 RDC Balances Overview Questions You May Have Before Your First RDC Balances Transmission Setting Up Function MTC Setting Up Function COTUTL Running the MCSTST Utility Receiving RDC Balances Displaying RDC Balances Displaying RDC Balances in Function CAT Displaying RDC Balances in Function MPO Direct Ship Invoices Overview Questions You May Have Before Your First Receipt Setting Up Function MTC Setting Up Function COTUTL Running the MCSTST Utility Receiving EDS Invoices Reviewing the EDS Report Receiving the EDS Shipment Troubleshooting General Tips and Troubleshooting Techniques Accessing the Async Log Defining Status Code Error Messages Troubleshooting Purchase Order Transmissions Log Entries for a Successful Transmission Resolving Error Messages Resolving Other Problems Troubleshooting Electronic Invoice Transmissions Log Entries for a Successful Transmission vi

7 Resolving Error Messages Resolving Other Problems Troubleshooting Price Change Transmissions Log Entries for a Successful Transmission Resolving Other Problems Troubleshooting Promotion Price Transmissions Log Entries for a Successful Transmission Resolving Error Messages Troubleshooting Direct Mail Data Transmissions Log Entries for a Successful Transmission Resolving Other Problems Troubleshooting Electronic File Maintenance Transmissions186 Log Entries for a Successful Transmission Resolving Error Messages Resolving Other Problems Appendix A Running the MCSTST Utility Glossary Index vii

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9 1 Contents 1 Using This Guide... 1 Who Should Use This Guide... 1 How This Guide Is Organized... 1 Conventions Used In This Guide... 2 Where To Get Help

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11 1 Using This Guide 1 This chapter introduces this guide and describes: V who should read this guide V how this guide is organized V the conventions used throughout V who to call for help Who Should Use This Guide Anyone who is responsible for telecommunications with TruServ should read this guide. The information in this guide can be used by all TruServ members, including True Value, Servistar, and Coast to Coast members. You ll use telecommunications to: V Send purchase orders. V Receive price changes. V Receive direct mail data. V Receive promotion prices. V Receive pinpoint prices. V Receive electronic invoices, including relays. V Receive inventory changes. V Receive RDC information. How This Guide Is Organized The following table presents a brief description of each tabbed chapter in this guide. This chapter 1 Using This Guide 2 Introduction 3 Hardware Describes The guide, structure, and conventions that will help you find the information you need. An overview of each type of telecommunications and its advantages. The specific hardware requirements for telecommunications with TruServ. Who Should Use This Guide 3

12 1 This chapter 4 Purchase Orders 5 Policy A Transmissions 6 Electronic Invoicing 7 Price Changes 8 Variable Pricing 9 Promotion and Pinpoint Pricing 10 Direct Mail 11 Electronic File Maintenance 12 RDC Balances 13 Direct Ship Invoices 14 Troubleshooting Appendix A Glossary Describes How to set up your Triad system and how to transmit purchase orders. How to set up your Triad system and how to transmit Policy A orders. How to set up your Triad system and how to receive electronic invoices. How to set up your Triad system and how to receive price changes. How to set up your Triad system and how to receive variable pricing. How to set up your Triad system and how to receive promotion and pinpoint prices. How to set up your Triad system and how to receive direct mail data. How to set up your Triad system and how to receive electronic file maintenance data. How to set up your Triad system and how to receive RDC balances. How to set up your Triad system and how to direct ship invoice information. Information to help you interpret error messages and solve problems. How to run the MCSTST utility. Definitions of terms that may be new to you. Conventions Used In This Guide The following style conventions should help you use the guide more efficiently. Convention Keys Entries Description The keys you press to perform a function at the terminal appear in boldface type inside angle brackets. For example, press <Enter>. Actual entries you type at the terminal keyboard appear in boldface type. For example, type MTC. 4 Conventions Used In This Guide

13 1 Convention Messages Multistore Users Description The messages and prompts you receive from the system are presented in special type. For example, THIS RECORD HAS BEEN ADDED. Multistore user notes contain special information. For example, a multistore user note may tell you to repeat a procedure for each store on your system. Notes appear in the margin and begin with this symbol: Notes Notes contain special information. For example, a note may tell you to skip a procedure if you don t have a certain software package. Notes appear in the margin and begin with this symbol: Important Important information describes the consequences of completing or not completing a procedure. For example, if you delete a customer you also delete the sales history. Important information begins with this symbol: Tips Tips provide an alternate method for completing a task. Tips appear in the margin and begin with this symbol: Footers At the bottom of every page is a footer that can guide you when looking up information. See the bottom of this page for an example of a footer. Conventions Used In This Guide 5

14 1 Where To Get Help Use the following table to help you turn to the right source when you have questions. For questions about Setting up the Triad system for telecommunications with TruServ Troubleshooting Training classes and seminars Purchasing and Receiving functions and reports Do the following Check this guide. If you can t find the answer, call the Advice Line at 1(800) Check this guide, the tabbed chapter, Troubleshooting. If you can t find the answer, call the Advice Line at 1(800) Call your CER (Customer Education Representative) at 1(800) Check the Purchasing and Receiving Manual and online help. 6 Where To Get Help

15 2 Contents Introduction... 9 Available Features... 9 Purchase Order Transmission Policy A Transmission Electronic Invoicing Price Change Updates Variable Pricing Promotion Pricing Pinpoint Pricing Direct Mail Data Electronic File Maintenance RDC Balances Direct Ship Invoices

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17 2 Introduction This manual contains information about telecommunication features available on your system. TruServ and Triad Systems Corporation work together to provide you with features that enhance the use of the Triad system in your business. 2 This chapter presents an overview of the telecommunication features, along with a discussion of advantages and benefits. Available Features The following telecommunication features are currently available to True Value members: V purchase order transmission transmit various types of POs V Policy A transmission transmit defective merchandise orders for credit V electronic invoicing receive A-copy invoice before order arrives V price change updates receive weekly price changes V variable pricing updates receive price changes and adjust retail price to meet market needs V promotion pricing receive promotion pricing V pinpoint pricing receive price updates for pinpoint price items V direct mail data receive direct mail data to use when ordering V electronic file maintenance receive inventory changes and new items V RDC balances receive your distribution center balances to use when reviewing item information in the electronic catalog or when creating purchase orders V Direct Ship Invoices receive invoice information for direct ship orders These telecommunication features are, in some cases, unique to TruServ. You can move information quickly between your Triad system and the TruServ system, allowing you to better serve your customers. Receiving weekly price changes from TruServ allows you to implement your price changes in a timely manner. In the past, price changes took more time and, as a result, sometimes did not get implemented. Since your Triad system matches the stocked items, price changes can be updated quickly. True Value, Servistar, and Coast to Coast members and TruServ alike benefit from telecommunications programs. Available Features 9

18 Purchase Order Transmission 2 Purchase order transmission is the ability to transmit weekly orders, direct ship paint orders, direct ship general power orders, relay orders, market orders, promotion orders, and your annual restocking order. Transmitting purchase orders reduces the need for manual entry of orders into the Telxon machine. The orders can then be transmitted to TruServ at any time up to the order deadline. Both the member and TruServ retain a copy of the transmitted purchase orders. Relay orders can be transmitted from the Triad system to TruServ. This eliminates the need to send tear strips to TruServ. The Relay Order is stored in the system, which will help to eliminate duplicate orders. Direct ship paint orders and general power orders can also be transmitted to TruServ. The special leading and trailing SKU number is automatically inserted by the Triad system to easily identify it as a direct ship paint or power order. This process makes paint and power ordering quicker. Policy A Transmission Policy A transmission enables you to electronically transmit defective merchandise orders to request credit from TruServ, without returning the defective goods. Policy A order transmission saves you time by eliminating the need to use the Telxon machine or manually submit a Policy A form to request credit for defective orders. Electronic Invoicing Electronic invoicing is a purchase option that allows you to electronically receive invoice (A-Copy) information before the shipment arrives. Electronic invoicing reduces the time it takes you to receive an order, and reduces posting errors. You can also improve inventory management by reducing stockouts, and improve gross margin by immediately taking advantage of price changes. 10 Available Features

19 Price Change Updates Price change updates allow you to electronically receive the TruServ weekly price changes. Once your system receives the changes, the SKU numbers are matched against your Inventory File. Price change updates reduce the time it takes to make price changes; therefore, price changes can be activated more quickly, which will help increase margins. Since the price updates are automated, you should see a reduction in labor costs. The Triad system matches the price changes received to the Inventory File on the Triad system, so the items that change are easily identified. You no longer need to try to determine which items are stocked. 2 Variable Pricing Variable pricing allows you to assign a margin adjustment for fineline categories. Then when you receive weekly price changes, your Triad system automatically calculates the retail price according to your fineline pricing strategy. Variable pricing allows you to adjust the suggested retail price of items based on market needs. Promotion Pricing Promotion pricing is a purchase option that allows you to electronically receive your direct mail promotion pricing from TruServ. Promotion pricing helps you plan and begin promotions in a timely manner. Since TruServ has already entered the promotion prices, your labor costs should decrease. Also, you can customize your store s promotions by choosing the insert sections you want to include. Pinpoint Pricing Pinpoint pricing is a pricing strategy developed by TruServ that provides two alternate selling prices, referred to as competitive and highly competitive. This strategy applies to about 1000 items. You can electronically receive pinpoint pricing updates using Function EPM. Direct Mail Data Direct mail data is a purchase option that allows you to electronically receive direct mail data from TruServ. You can then use the data when creating purchase orders. Available Features 11

20 2 Direct mail data assists you in determining order quantities when you print the Direct Mail Report. The report prints direct mail information and your sales history information. You can also reduce the time it takes to enter a purchase order because the direct mail data automatically posts to the purchase order when you enter the SKU. Electronic File Maintenance Electronic file maintenance is a purchase option that allows you to electronically receive and add new TruServ items to your Inventory File. You can also receive updates to items currently in your Inventory File. Electronic file maintenance reduces the manual effort involved in adding new items to your inventory. You can also more easily manage the changes to items currently in your inventory. RDC Balances You can electronically receive the quantity on hand for items in your regional distribution center (RDC). The quantity on hand will display in the Item Detail Screen of Electronic Catalog (Function CAT) and in Function MPO (Modify Purchase Order). Also, an asterisk (*) displays on the Item Browse Screen (Function CAT) if the item is not stocked in your RDC. Use Function ERDC to receive RDC balances. Direct Ship Invoices You can electronically receive invoice information from TruServ for direct ship orders to a manufacturer vendor. Function EDS prints a report for you to review. 12 Available Features

21 3 Contents Hardware Overview Helpful Hints Ordering and Installing the Phone Line Ordering and Installing Wiring and Phone Jack Scheduling the Installation Checklist

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23 3 Hardware This chapter contains information about the hardware requirements for telecommunications. The following sections are included in this chapter: V Overview V Ordering and Installing the Phone Line V Ordering and Installing Wiring and Phone Jack V Scheduling the Installation V Checklist 3 Overview Your Triad system includes a 14.4 baud async modem. This type of modem is required for telecommunications with the TruServ system. Helpful Hints Use the following information to help you make decisions about your telecommunications equipment. V Pulse grade lines may be less expensive to install and may have lower monthly service rates. V Touch-tone lines support both touch-tone and pulse-dialing when your Triad system is calling the TruServ system. V Touch-tone lines may be of higher quality than pulse lines, due in part to the age of the local telephone company s equipment. V Make sure the phone company provides the in-house phone line wiring service for the building. If you plan to use existing wiring that is not maintained by the telephone company, they may require that their own wiring be run before terminating the line with a phone jack. V Your Triad Field Engineer is responsible for installing and testing your communications hardware and can answer any questions you may have about telecommunication hardware requirements. Overview 15

24 Ordering and Installing the Phone Line Use the following information to order the correct phone line for effective telecommunications. V Order a dial-up, two-wire business line for connection to the Public Telephone Switch Network. 3 V You must order a dedicated line with its own number. V Do not connect the line to an in-house PBX or similar switch board system. V Do not double-duty the line by attaching switches, extensions, or more than one modem. V Either a touch-tone grade or pulse grade phone line is acceptable. Your Triad Field Engineer needs to know whether you ordered a touch-tone or pulse line. V The line should not include additional features such as call waiting, call forwarding, or holding. However, 800, WATS and foreign exchange numbers are acceptable. V Select a primary long distance carrier for dial-up lines. Triad Field Service recommends only AT&T Communications, because AT&T provides nationwide service. In addition, AT&T requires standards for voice quality communications (AT&T/Bell publication 41005). Some local telephone companies may not provide data line service. This means that the AT&T/Bell standards for voice grade quality may not be guaranteed. If data line service is not provide by the local telephone company, contact your Triad Field Engineer for further instructions. Ordering and Installing Wiring and Phone Jack Use the following information to order the correct wiring and phone jack for effective telecommunications. Data communications failure is often due to problems with in-store telephone wiring. If new building wiring needs to be installed, you can purchase standard Belden wire (Catalog #9794) in most areas. The wire should meet the following requirements: V The wire should be at least 22 gauge, PVC jacketed, and no more than five years old. V Telephone wiring should not be tied to or run in the same conduit as power cabling, or near any other sources of electrical interference. V Remove unused building wire. 16 Ordering and Installing the Phone Line

25 The phone jacks should meet the following standards: V When ordering, specify that the line is to be used for data communications and have it terminate with an RJ11C standard phone jack. V The jack terminates the phone line and should be wall-mounted near the Triad system CPU. Cables will be plugged into the wall-mount jack. These cables connect the phone line to the Triad modem (at the CPU). V Once the jacks are installed, only the local telephone company should move or modify them. 3 Scheduling the Installation Schedule the installations of the phone line and Triad equipment for the same day. This ensures that your Triad Field Engineer will be present to verify proper operation of the telephone company s equipment. A week before the phone line and equipment is installed, call TruServ at 1(800) to let them know you are going to start transmitting and receiving information in the near future. Refer to the next chapter, Purchase Orders, the sections, Setting Up the Control Streams and Transmitting Purchase Orders Immediately, for more information. Checklist Tip If it is possible, you should schedule a test purchase order transmission on the day the phone company representative and field service engineer are at the store. Below is a checklist to help you prepare for your telecommunications installation. 3 Talk to your Triad Field Engineer about the requirements discussed in this chapter and your particular needs. 3 Order the phone line and wall jacks from the local telephone company. 3 Make sure the phone company service includes the wiring inside your building. If it doesn t you may have to install new building wiring. 3 Make sure the telephone company s installer writes the new number on the wall-mounted jack. 3 Contact your Triad Field Engineer and schedule a visit on the day the phone company installs its equipment. 3 Arrange for a transmission test to TruServ when the Triad Field Engineer is installing the telecommunications equipment. Scheduling the Installation 17

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27 4 Contents Purchase Orders An Overview of the Transmission Process Questions You May Have Setting Up the Control Streams Setting Up the COT Control Stream Setting Up the COTTPO Control Stream Transmitting Purchase Orders Immediately Preparing Purchase Orders to Transmit Later Transmitting Saved Purchase Orders Setting Up Your Purchase Order for Automatic Transmission 32 Scheduling Your Purchase Order Transmission Transmitting Your Automatic Purchase Order

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29 4 Purchase Orders This chapter describes transmitting purchase orders to TruServ. The following sections are included in this chapter: V An Overview of the Transmission Process V Questions You May Have V Setting Up the Control Streams V Transmitting Purchase Orders Immediately V Preparing Purchase Orders to Transmit Later V Transmitting Saved Purchase Orders V Setting Up Your Purchase Order for Automatic Transmission 4 Important Prior to transmitting purchase orders for the first time, you must contact order processing at TruServ at 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to transmit purchase orders until you are set up for async communications with TruServ. 21

30 An Overview of the Transmission Process This section provides an overview of the transmission process. When transmitting a purchase order, you can prepare and transmit it at the same time, or prepare and transmit it at a later time. RSO xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 1 Create the purchase order with Function MPO or Report RSO. 4 BTC-COT BTC-COTTPO Step 2 Prepare and transmit the purchase order with Function BTC, the COT control stream. or Step 2 Prepare the purchase order to transmit it later with Function BTC, the COTBPOM control stream. Later, transmit purchase orders (built with COTBPOM) with Function BTC, the COTTPO control stream. ASYMSG xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 3 Check the status of the transmission in Function ASYMSG. Questions You May Have This section presents the answers to some frequently asked questions about transmitting purchase orders. My SKU numbers are not the same as TruServ s numbers. How do I transmit numbers that TruServ will recognize? Use Function MAP to enter alternate part numbers for each SKU that is not the same as the TruServ SKU number. Refer to the Purchasing and Receiving Manual for more information about alternate part numbers. When you prepare your purchase orders for transmission, the system automatically checks each item to see if there is an alternate part number to use for TruServ. If there is, the system transmits the alternate part number, not your SKU number. If there is no alternate part number, the system transmits your SKU number. 22 An Overview of the Transmission Process

31 If I change or add an alternate part number after I create my purchase order, but before I prepare it for transmission, will my new alternate part number be transmitted? No. Only the alternate part numbers that existed at the time the purchase order was created are available for transmission. If you add or change the alternate part number for an item after placing the item on a purchase order, you should manually delete the line item from the purchase order, then add it again. Refer to the Purchasing and Receiving Manual for more information. How can I tell which purchase orders were or will be transmitted? If you want to know in advance which purchase orders will be transmitted: 1. Use the COTBPOM control stream to prepare the purchase orders for transmission. 2. At any menu, type ASYMSG and press <Enter>. 3. Under the COTBPOM entry is a list of the purchase orders which were prepared for transmission. 4 If this list is correct, you can transmit these purchase orders using the COTTPO control stream. If this list includes purchase orders you don t want to transmit, use the COTBPOM control stream to prepare purchase orders for transmission again. Enter the correct range of purchase orders that you want to prepare for transmission in the P.O. Number From and To fields. If you don t need to know until afterwards which purchase orders were transmitted, do the following: 1. Transmit the purchase orders with the COT control stream. 2. At any menu, type ASYMSG and press <Enter>. 3. Under the control stream entry you used is a list of the purchase orders which were transmitted to the vendor. I received an error message during a transmission. Do I need to start over from the beginning, and prepare my purchase orders again for transmission? The prepared purchase orders remain in the Triad system until you either complete your transmission successfully, or until you prepare another batch of purchase orders for transmission. So if you receive an error message, your prepared purchase orders are still in your Triad system, and you can transmit them again, using the COTTPO control stream. Questions You May Have 23

32 Is there a limit to the number of lines on an order? Yes, you can enter 9999 line items on an order. When using the Telxon, I had to break out a quantity higher than 999. Will I still need to do this? No, the system automatically breaks quantities that exceed 999. How do I enter relay order SKUs when creating an order? 4 You enter relay order SKUs in the Mfg#/Spcl field in Function MPO. If you are creating a regular relay order, enter the eight digit page/line number in Function MPO (page is 5 digits, line is 3 digits). If you are creating a market relay order, enter the eight digit book/page/line number in Function MPO (book is 2 digits, page is 3 digits, line is 3 digits). Do not enter any spaces or hyphens in the Mfg#/Spcl field. For example: The book/page number is and the line number is Enter in the Mfg#/Spcl field. Can I create a queue to automatically transmit my purchase order at a specified time each week? Yes. Use Function EPO (Electronic Purchase Orders) and Function SEQ to transmit your purchase order at a specified time. Refer to the section, Setting Up Your Purchase Order for Automatic Transmission, for more information. Setting Up the Control Streams Before your first purchase order transmission, you must set up the two control streams used for purchase order transmission. Each control stream must include your member number. After setting up the control streams, contact TruServ to let them know you will be transmitting. Call TruServ order entry at 1(800) , to set up transmission of purchase orders. Give them the member numbers for each store on your system. Arrange a test transmission a few days before the first purchase order transmission. This will uncover any problems that can be solved before the first real transmission. Remember to delete the test PO in Function MPO. 24 Setting Up the Control Streams

33 Setting Up the COT Control Stream Use the following procedure to set up the COT control stream. The system uses this control stream when you prepare a purchase order and immediately transmit it. 1. At the Main Menu, type MTC and press <Enter>. The Maintain Transmission Control Stream (MTC) displays. 2. Type COT and press <Display>. The following screen displays Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. Note Check Function MVR for each store on your system. Be sure your member number is in the Assigned Cust # field. This number is the same number that exists in the Assigned Cust # field in Function MVR. Multistore users: Enter the member number for Store Press <Change>. Multistore users: Continue with the next step. You need to set up a control stream for each store/member number. Single store users: Skip to step At Control Stream Name, type COT2. Use the number 2 to identify the COT control stream for Store Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X Setting Up the Control Streams 25

34 8. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR for Store Press <Add>. 10. Repeat steps 6 through 9 for each store and member number. For store 3, name the control stream COT3, for store 4, name the control stream COT4, and so on. 11. Press <Clear>. 4 The COT control stream is now set up and ready to use for transmitting purchase orders. Continue with the next procedure to set up the COTTPO control stream. Setting Up the COTTPO Control Stream Use the following procedure to set up the COTTPO control stream. The system uses this control stream when you prepare a purchase order and save it for a later transmission. 1. At Control Stream Name, type COTTPO and press <Display>. The following screen displays. 2. Press <Enter> to move the cursor until you reach the following line: PAR MEMBER#=XXXX-X 3. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR. 26 Setting Up the Control Streams

35 Multistore users: Enter the member number for Store Press <Change>. Multistore users: Continue with the next step. You need to set up a control stream for each store/member number. Singe store users: Skip to step At Control Stream Name, type COTTPO2. Use the number 2 to identify the COTTPO control stream for Store Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 7. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. 4 This number is the same number that exists in the Assigned Cust # field in Function MVR for Store Press <Add>. 9. Repeat steps 5 through 8 for each store and member number. For store 3, name the control stream COTTPO3, for store 4, name the control stream COTTPO4, and so on. 10. Press <End> to exit the screen. 11. Notify TruServ that you are ready to transmit purchase orders. Transmitting Purchase Orders Immediately Use the following procedure to prepare purchase order(s) for transmission and immediately transmit them. 1. At any menu, type BTC and press <Enter>. The Transmission Controller (ATC/BTC) Screen displays. 2. At Transmission Control Stream, type COT and press <Enter>. Multistore users: Enter the control stream for your store. For example, you are Store 2 and transmitting POs for Store 2. Type COT2. The Purchase Order Transmission Screen displays. 3. Multistore users: Check the Store field. V If you want to transmit purchase order(s) created in only one store, type that store s number. Only the purchase orders created for that store will be eligible for formatting and transmission. Transmitting Purchase Orders Immediately 27

36 V If you want to transmit purchase order(s) created in more than one store, or if you re not sure in which store the purchase order(s) you want to transmit was created, leave the field blank. Purchase orders in all stores will be eligible for formatting and transmission. 4. At P.O. Number From and To, type the range of purchase order numbers you want to format and transmit. The system selects all Status F purchase orders for TruServ within this range that were created at the store number you typed in the Store field. The system makes a copy of those purchase orders, and formats the copy for transmission. Your original purchase orders stored in your system are not affected. 5. At Vendor Code, press <Enter> to accept the default of COT. 4 or Type your code for TruServ. 6. Multistore users: Check the Ship-to Store field. If you re transmitting purchase orders created in several stores, and you want the merchandise delivered to the various stores where it s on order purchase orders created in several stores, but you want all the merchandise delivered to one store purchase orders created in just one store, and you want the merchandise delivered to that store purchase orders created in just one store, but you want to receive the merchandise at another store Then leave the field blank type that store s number leave the field blank type that store s number Note You may transmit only one type of order at a time. If you want to transmit a Relay Order and a Warehouse Order, they must be sent in separate transmissions. 7. At Purchase Order Type, type the code that represents the type of order you are transmitting and press <Enter>. 8. At Relay Number, type the relay number that corresponds to the Relay, Market, or Promotion Order you are transmitting and press <Enter>. With Purchase Order Type codes R, P, and M, you must enter a relay number. Enter the number only. For example, if the direct mail number is DM65, type At Send Retail, type Y or N. If you want to transmit your present retail prices for the items on this purchase order so TruServ can print price stickers for you, type Y. 28 Transmitting Purchase Orders Immediately

37 If you typed Y and you entered a different retail price in Function MPO, then the new retail price will be transmitted. Otherwise, the retail price in Function IMU is transmitted. If you type N, no prices are transmitted. 10. Press <Save>. 11. Multistore users: The message displays, CONSOLIDATE ITEMS FROM DIFFERENT STORES? V If any of the purchase orders you re transmitting are consolidated (Store field is C in Report RSO), type Y. V If none of them is consolidated, type N. V If you re not sure, type Y. Then press <Save> again. For consolidated purchase orders, the system transmits the total order quantity for all stores, not each store s order quantity. 12. The transmission processes. The system formats the purchase orders for transmission and the following message displays: 4 AUTOMATIC DIALING OF VENDOR IN PROGRESS If the number is busy, or if there is no answer, a message displays. You can keep pressing <Enter> to redial as many times as you want. You could even leave the screen as it is and come back later. When you come back, just press <Enter> to redial again. If you are unable to get through, notify TruServ of the problem. After TruServ has verified that the phone line is working correctly, try the transmission again. If it still doesn t work, call the Triad Advice Line. If you decide not to proceed with this transmission, press <End> to exit the screen. When the transmission is over, the Triad system automatically ends the telephone connection and displays the message, TRANSMISSION COMPLETED SUCCESSFULLY TRANSMISSION FILE DELETED. If you see an error message, refer to the tabbed chapter, Troubleshooting, for more information. Preparing Purchase Orders to Transmit Later Use the following procedure to prepare purchase order(s) for transmission, but save them for a later transmission. 1. At any menu, type BTC and press <Enter>. The Transmission Controller (ATC/BTC) Screen displays. 2. At Transmission Control Stream, type COTBPOM and press <Enter>. Preparing Purchase Orders to Transmit Later 29

38 The Purchase Order Transmission Screen displays. 3. Multistore users: Check the Store field. V If you want to transmit a purchase order(s) created in only one store, type that store s number. Only the purchase orders created for that store will be eligible for formatting and transmission. V If you want to transmit a purchase order(s) created in more than one store, or if you re not sure in which store the purchase order(s) you want to transmit was created, leave the field blank. Purchase orders in all stores will be eligible for formatting and transmission. 4. At P.O. Number From and To, type the range of purchase order numbers you want to format and transmit. 4 The system selects all Status F purchase orders for TruServ within this range that were created at the store number you typed in the Store field. The system makes a copy of those purchase orders, and formats the copy for transmission. Your original purchase orders stored in your system are not affected. 5. At Vendor Code, press <Enter> to accept the default of COT. or Type your code for TruServ. 6. Multistore users: Check the Ship-to Store field. If you re transmitting purchase orders created in several stores, and you want the merchandise delivered to the various stores where it s on order purchase orders created in several stores, but you want all the merchandise delivered to one store purchase orders created in just one store, and you want the merchandise delivered to that store purchase orders created in just one store, but you want to receive the merchandise at another store Then leave the field blank type that store s number leave the field blank type that store s number Note You may transmit only one type of order at a time. If you want to transmit a Relay Order and a Warehouse Order, they must be sent in separate transmissions. 7. At Purchase Order Type, type the code that represents the type of order you are transmitting and press <Enter>. 8. At Relay Number, type the relay number that corresponds to the Relay, Market, or Promotion Order you are transmitting and press <Enter>. With Purchase Order Type codes R, P, and M, you must enter a relay number. 30 Preparing Purchase Orders to Transmit Later

39 9. At Send Retail, type Y or N. If you want to transmit your present retail prices for the items on this purchase order so TruServ can print price stickers for you, type Y. If you typed Y and you entered a different retail price in Function MPO, then the new retail price will be transmitted. Otherwise, the retail price in Function IMU is transmitted. If you type N, no prices are transmitted. 10. Press <Save>. 11. Multistore users: The message displays, CONSOLIDATE ITEMS FROM DIFFERENT STORES? V If any of the purchase orders you re transmitting are consolidated (Store field is C in Report RSO), type Y. V If none of them is consolidated, type N. V If you re not sure, type Y. Then press <Save> again. For consolidated purchase orders, the Triad system transmits the total order quantity for all stores, not each store s order quantity. 12. The system formats the purchase orders for transmission and displays a message that they have been saved for future transmission. Later, when you are ready to transmit the purchase orders you have just formatted and saved, use the procedure in the next section, Transmitting Saved Purchase Orders. If you want to change a purchase order that you have already formatted and saved, you must change it in Function MPO and then repeat this entire procedure. You cannot change the formatted version of the purchase order. If you want to format and save any other purchase orders, you can first transmit the ones you just formatted and saved. Or, repeat the procedure using the COTBPOM control stream and include a new range of purchase orders. 4 Transmitting Saved Purchase Orders Use this procedure to transmit purchase order(s) you prepared and saved earlier, or to re-transmit orders from an unsuccessful transmission attempt. 1. At any menu, type BTC and press <Enter>. The Transmission Controller (ATC/BTC) Screen displays. 2. At Transmission Control Stream, type COTTPO and press <Enter>. Multistore users: Type the control stream for your store. For example, you are Store 2 and transmitting purchase orders for Store 2. Type COTTPO2 and press <Enter>. Transmitting Saved Purchase Orders 31

40 The message displays, AUTOMATIC DIALING OF VENDOR IN PROGRESS. If the number is busy, or if there is no answer, a message displays. You can press <Enter> to dial again. You can keep pressing <Enter> to redial as many times as you want. You could even leave the screen as it is and come back later. When you come back, just press <Enter> to redial again. If you are unable to get through, notify TruServ of the problem with their line. After TruServ has verified that the line is working correctly, try the transmission again. If it still doesn t work, then call the Triad Advice Line. If you decide not to proceed with this transmission, press <End> to exit the screen. 3. The transmission processes. 4 When the transmission is over, your Triad system automatically ends the telephone connection. The message, TRANSMISSION COMPLETED SUCCESSFULLY TRANSMISSION FILE DELETED, advises you that the transmission was completed successfully. If you see an error message, refer to the tabbed chapter, Troubleshooting, for more information. Setting Up Your Purchase Order for Automatic Transmission You can schedule your purchase order to be automatically transmitted at a specified time each week using Function EPO (Electronic Purchase Orders). If you want to schedule the transmission: V You must use the same purchase order number each week. This means that the prior week s order must be received and finalized before the next scheduled transmission so a new purchase order can be created with the previous purchase order number. V Your system must be on software level 20.XXXX or higher. V You must be transmitting with TruServ using your async modem. This section describes how to schedule your purchase order transmission. It assumes you are familiar with creating and scheduling queues. If you need help, refer to your Guide to Your Triad System manual, or contact the Advice Line at 1(800) Setting Up Your Purchase Order for Automatic Transmission

41 Scheduling Your Purchase Order Transmission Scheduling the transmission consists of the following steps: 1. Creating the transmission queue in Function CEQ. 2. Scheduling the transmission queue in Function SEQ. Before you can add Function EPO to a queue, you need to have the purchase order created in Function MPO that you want to transmit. If you do not already have the purchase order created, use Function MPO or Report RSO to create it. You will use the same purchase order number each week when you generate your purchase order. To create the purchase order transmission queue, do the following: Tip Since you will use the same purchase order number each week, use a purchase order number that is easy to remember. For example, use TRUSV. 1. At the Main Menu, type CEQ and press <Enter>. The Create an End-of-Day Queue screen displays. 2. At Name of Report Queue, type the name you want to use to identify this queue. For example, type POTRANS At Function Name, type EPO and press <Display>. You can enter a comment in the Comment field if you choose. 4. At Transmission Control Stream, type COT and press <Enter>. The Purchase Order Transmission Screen displays. 5. Fill in the fields on the screen. Refer to the section, Transmitting Purchase Orders Immediately, if you need help. 6. Press <Add>. 7. Press <End> twice to return to the Main Menu. To schedule the transmission queue, do the following: 1. At the Main Menu, type SEQ and press <Enter>. Note The purchase order number you enter must exist in Function MPO. You will use this same purchase order number each week when you create your purchase order with Function MPO or Report RSO. The Schedule An End-of-Day Queue screen displays. 2. Schedule your transmission queue to run when appropriate for your order deadline. Setting Up Your Purchase Order for Automatic Transmission 33

42 Transmitting Your Automatic Purchase Order Your purchase order will automatically transmit on the day and time you have specified in Function SEQ. This section describes what you should do before and after the transmission. Before the transmission: V Verify that the previous week s purchase order has been received and finalized. If not, you must do so before creating your new purchase order. 4 V Create the new purchase order using Function MPO or Report RSO. The purchase order number must be the same number as the one you used when you added Function EPO to your transmission queue. After the transmission: V Review Function ASYMSG to verify the transmission was successful. Function ASYMSG also shows any invalid SKUs on the purchase order. If you are not familiar with Function ASYMSG, refer to Chapter 14, Troubleshooting, the section, Troubleshooting Purchase Order Transmissions. 34 Setting Up Your Purchase Order for Automatic Transmission

43 5 Contents Policy A Transmissions Overview Questions You May Have Creating and Transmitting Policy A Orders Receiving Policy A Credits Updating Shrinkage History

44

45 5 Policy A Transmissions Policy A transmission allows you to electronically transmit defective merchandise orders to TruServ to request credit without returning the defective goods. You do not need to use the Telxon machine or manually submit the order with a Policy A form. This chapter describes how to create, transmit, and receive Policy A orders. The following sections are included in this chapter: V Overview V Questions You May Have V Creating and Transmitting Policy A Orders V Receiving Policy A Credits V Updating Shrinkage History Important 5 If you are not already transmitting purchase orders, you must contact order processing at TruServ 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to transmit Policy A orders until you are set up for async communications with TruServ. 37

46 Overview The following is an overview of the Policy A purchase order process. MPO xxxxxxxxx xxxxxxxxx xxxxxxxxx Follow steps 1 through 4 to create and transmit Policy A purchase orders. Step 1 Create the purchase order in Function MPO. Enter D in the Order Type field. RPP Step 2 Print a copy of the PO with Report RPP, Options PZ, to check your work. 5 BPO xxxxxxxxx xxxxxxxxx xxxxxxxxx BTC Step 3 Consolidate multiple Policy A purchase orders with Function BPO. Step 4 Transmit the purchase order with Function BTC. POR xxxxxxxxx xxxxxxxxx xxxxxxxxx Follow steps 1 through 4 to receive Policy A credits. Step 1 Resequence the Policy A purchase order using Function POR. RP xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 2 Receive the Policy A purchase order using Function RP. RRP Step 3 Finalize the receipt of the purchase order using Report RRP, Option F. MPH xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 4 (Optional) Update shrinkage history in Function MPH. 38 Overview

47 Questions You May Have This section presents the answers to some frequently asked questions about Policy A transmissions. How often can I transmit Policy A orders? As often as you like, however, TruServ processes Policy A credits on the 25th of the month and stores all transmissions until that time. So it might be easier to create and save one Policy A purchase order, adding all Policy A items to it for the month and transmitting it once a month, before the 25th. Can I transmit Policy A orders along with regular orders? No. You must transmit Policy A orders separately or with other Policy A orders. What is the code that represents this type of order when transmitting to TruServ? Enter D in the Purchase Order Type field in Function BTC to indicate a Policy A order. Can I transmit Policy B merchandise? 5 No. You must claim Policy B merchandise directly with the manufacturer. How do I transmit an item that is not stocked (it does not have a SKU number in Function IMU)? You cannot transmit an item that does not have a SKU number. Members wishing to file claims for non-stocked merchandise must use a Policy A form. Can I transmit freight charges? No. Use a Policy A form to claim freight charges. How will I know that I ve received credit from TruServ for Policy A orders? Your regular weekly listment from TruServ lists the credits they have processed by SKU number. You should reconcile your Triad system Policy A PO with the TruServ invoice that comes with the listment to ensure that you have obtained proper credit. How do I handle Policy A items if I keep track of shrinkage for physical inventory? You need to manually deduct the Policy A items in Function MPH. Since you receive credit for them, they are not considered shrinkage. For more information see the section, Updating Shrinkage History. Questions You May Have 39

48 Creating and Transmitting Policy A Orders Use the following steps to create and transmit Policy A orders. 1. Make sure the defective items are covered by TruServ s Policy A plan. Check the TruServ catalog for the TruServ SKU number of the defective part. If it is covered under Policy A, the SKU has a dash between the third and fourth digits. Note The items you enter on this PO do not update the QOO field in Function IMU. 2. Use Function MPO to create the purchase order. At Order Type, type D. Create this purchase order in the same way you do a regular order, except use Order Type D for defective orders. Enter the quantity for the defective item in the QOO field (on the Detail screen) just as you enter items on a regular order. Refer to online help and the Purchasing and Receiving Manual for more information about Function MPO. 5 Tip If you have more than one Policy A PO for the month, consolidating them makes it easier to transmit. Then, when you receive the credit from TruServ, you have only one PO to manage. Mark the backorder flag Y on this PO. Refer to online help and the Purchasing and Receiving Manual for information about Function BPO. 3. Run Report RPP, Options P and Z, to check your Policy A purchase order. Options P and Z print defective orders only, so you can check them for accuracy. Refer to online help and the Purchasing and Receiving Manual for more information about Report RPP. 4. If you have multiple Policy A POs you want to transmit, use Function BPO to consolidate them. Refer to online help and the Purchasing and Receiving Manual for more information about Function BPO. 5. Use Function BTC to transmit your Policy A order, using Order Type D. Transmit this order to TruServ the same way you do a regular Purchase Order except use Order Type D in Function BTC. You can either save Policy A orders and transmit once a month or transmit each one as it is created. For more information about transmitting purchase orders, refer to the tabbed chapter, Purchase Orders. Receiving Policy A Credits Use the following steps to receive Policy A credits. 1. Use Function POR to resequence the Policy A purchase order by SKU number. On your listment, TruServ lists the credited items in SKU number order. By resequencing your PO in SKU number order, it is easier to locate the correct items. Refer to online help and the Purchasing and Receiving Manual for more information about Function POR. 2. When you get a credit from TruServ, use Function RP to receive against your Policy A PO. 40 Creating and Transmitting Policy A Orders

49 Your regular weekly statement (listment) lists Policy A credits by SKU number. Use your consolidated Policy A purchase order (or the individual Policy A purchase orders if you did not consolidate) to receive each credited SKU. 3. Run Report RRP, Option F to finalize the receipts. Refer to online help and the Purchasing and Receiving Manual for more information about Report RRP. When you run the report, the system reduces amounts in the following: Function IMU MVR MDE MCL MFI Field Changes YTD Prime Vendor, Avg Cost Purchase History, Units Ordered, Units Received Purchases: Retail and Cost Purchases: Retail and Cost Purchases: Retail and Cost 5 Updating Shrinkage History The following procedure is for Advanced Inventory software users only who V Track shrinkage history in Function MPH. and V Include QOH changes or POS defectives in shrinkage history. Note If you are not an Advanced Inventory software user, skip this section. You are finished with this chapter on Policy A Transmissions. You must manually update the Policy A SKUs in Function MPH. Since you have received credit for them, they are not considered shrinkage. Use the following procedure for each SKU for which you received a Policy A credit. You can do this monthly, quarterly, or at the end of the year. If you choose to make the adjustments at the end of the year, do them before you run your end-ofyear reports. For more information about Function MPH, see the Inventory Item Information Manual. 1. At any menu, type MPI and press <Enter>. The Modify Physical Inventory Constants (MPI) Screen displays. 2. Make a note of the letter code that appears in the Default Shrinkage Type for POS Defectives field. 3. Press <End> to exit the screen. 4. At any menu, type MPH and press <Enter>. The Modify Physical Inventory Shrinkage History (MPH) Screen displays. 5. Type the letter code you noted in step 2 in the Shrinkage Type field. Press <Enter>. Updating Shrinkage History 41

50 6. Type the first SKU you need to deduct and press <Display>. 7. Calculate the new quantity by subtracting the quantity of Policy A items for this SKU from the amounts in the Current Quantity, Period To Date Quantity, and Year To Date Quantity fields. Follow this procedure only if you received credit for the items during the time period you ve chosen (the month, quarter, or year). 8. Type the new quantities in the Current Quantity, Period To Date Quantity, and Year To Date Quantity fields and press <Change>. The Cost Values will automatically recalculate based on current costs. 9. Repeat steps 6 through 8 for each SKU you need to update. 10. Press <End> to exit the screen Updating Shrinkage History

51 6 Contents Electronic Invoicing Overview Questions You May Have Setting Up the Control Streams Setting Up the COTERP Control Stream Setting Up the COTRLY Control Stream Setting Up the Beginning Sequence Numbers Posting Receipts Reviewing the Exception Report How the Report Is Organized Unmatched Quantity Section Changing the Purchase Order Substitution Section Changing the Purchase Order Unfilled Quantity Section Changing the Purchase Order Zero Filled Quantity Section Changing the Purchase Order Ship Later and Previous Ship Later Sections Changing the Purchase Order Price Change Section Changing the Purchase Order Broken Carton Charge Section Changing the Purchase Order Miscellaneous Section Changing the Purchase Order Extra Item Section Changing the Purchase Order Promotional Item Section

52 Changing the Purchase Order Relay Totals Section Printing Price Labels and Bin Labels Printing Price Labels Printing Bin Labels Checking In the Shipment Printing a Receiving Edit List Finalizing Your Receipts

53 6 Electronic Invoicing With electronic invoicing, you can electronically receive invoice information before the shipment arrives. Electronic invoicing helps you: V Save time receiving your orders. V Improve inventory management by reducing stock outages. V Improve gross profit because you can immediately take advantage of retail changes. V Reduce posting errors. V Know if an expected item is not going to arrive with the weekly order. This chapter describes how to electronically receive invoice (A-Copy) information. The following sections are included in this chapter: V Overview V Questions You May Have V Setting Up the Control Streams V Setting Up the Beginning Sequence Numbers V Posting Receipts V Reviewing the Exception Report V Changing the Purchase Order 6 V Printing Price Labels and Bin Labels V Checking In the Shipment V Printing a Receiving Edit List V Finalizing Your Receipts Important If you are not already transmitting or receiving information from TruServ (for example, transmitting your purchase orders), you must contact order processing at TruServ at 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to receive invoice information until you are set up for async communications with TruServ. 45

54 Overview The following is an overview of the ERP process. ERP Step 1 Electronically receive A-Copy information and post receipts using Function ERP. MSP Step 2 Review the Exception Report that spools in Function MSP after using Function ERP. RP xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 3 Make changes to the purchase order using Function RP. 6 RLA Step 4 Print labels using Reports RLA and RBL. Step 5 Check in the merchandise when the shipment arrives. RRP Step 6 Print a receiving check list using Report RRP (do not use Option F). RRP Step 7 Finalize the receipt with Report RRP, Option F. 46 Overview

55 Questions You May Have This section presents the answers to some frequently asked questions about electronic invoicing. When can I receive A-Copy information? You can receive A-Copy information beginning at 9:00 AM the day after you transmit the purchase order. It is best to wait about 24 hours after transmitting the PO so that TruServ can process it. How long is the A-Copy available? A-Copies are available for five days after TruServ creates them. A-Copies will be transmitted only once. Can I use electronic invoicing to receive my relay orders? Yes. Refer to the section, Posting Receipts, for information about receiving relay orders. How does electronic invoicing differ from the traditional way of receiving merchandise? Electronic invoicing automates the receipt posting step (Function RP). If you do not use electronic invoicing, you complete the following steps after you send a PO to TruServ: 1. Physically receive the shipment. 2. Receive items in Function RP. This is a time-consuming task because you must specify the quantity you received for each item on the PO Print a receiving edit list and correct any errors. 4. Print price labels or bin labels, or both. 5. Finalize receipts. 6. Begin selling items with new retails. Electronic invoicing automatically posts your receipts in Function RP as soon as you request the A-Copy information. This gives you plenty of time to print price labels and bin labels before the shipment arrives. You can also start selling items at the new retail prices before the shipment arrives. The time you would normally spend on steps 2, 3, 4, and 6 is less and can be completed before you receive the order. How do I prevent temporary price changes from affecting retail and cost? If you do not want temporary price changes to change your retails and costs, do the following: Note If you are not familiar with the procedure for manually receiving POs, you could attend a Purchasing and Receiving class. Contact your Customer Education Representative for more information. V When using Function ERP, leave the Retail Posting Options field blank. Questions You May Have 47

56 V When finalizing your receipts with Report RRP, use Option E (do not update replacement cost with promo/temp cost from ERP) in the Update Prices field. Can I preview the electronic invoice before I reconcile it to the PO(s)? Yes. During your first weekly electronic invoicing session, do the following in Function ERP: V At Use A-Copy to, use Option O (Only Report Exceptions). V At Initiate Transmission, type Y. When you are ready to reconcile the invoices you previewed, use Function ERP again and do the following: V At Use A-Copy to, use Option R (Reconcile Invoice to P.O.(s) and Report Exceptions). V At Initiate Transmission, type N. What happens if I receive part of a PO in Function RP, and then use Function ERP on the same PO? Function ERP replaces what you post in Function RP. 6 For example: You receive four of SKU in Function RP. The PO # is 120. Later, you use Function ERP to receive PO #120. Function ERP receives six of SKU When you finalize the receipts with Report RRP, Option F, the system adds six to the quantity-on-hand of SKU What should I do if I do not want to receive A-Copy information for a certain PO? You may not want to receive A-Copy information for one of the following reasons: V You manually received the PO in Function RP. V You transmit orders twice a week, and manually receive one of the POs. In either situation, call TruServ at 1(800) Give them the invoice number and ask them to not transmit it. Can I append an entire PO to an existing PO? Yes. Create the header information for the PO in Function MPO. When you receive the A-Copy information in Function ERP do the following: 1. Enter the PO (with the header information) at Target P.O.# To Reconcile. 2. Type Y at Append To Target P.O.? 48 Questions You May Have

57 3. Type X at Exception Report Options so that every item you receive does not print in the Extra Items section. The system will add the items from the A-Copy to the PO. How do I know if a transmission is successful? At any menu, type ASYMSG and press <Enter>. The status of the transmission displays on the screen. Follow the prompts at the bottom of the screen to use this function. Can I match the receipt cost to the A-Copy? No. The Inv Cost field on Report RRP will not match the Pay Amount Shown Below field on the Exception Report due to freight and miscellaneous charges. Setting Up the Control Streams Before you receive your first electronic A-Copy, you must set up the two control streams used for electronic invoicing, COTERP and COTRLY. You use the COTERP control stream to receive the A-Copy for your weekly orders and paint orders. You use the COTRLY control stream to receive the A-Copy for your relay orders. Setting Up the COTERP Control Stream 6 Use the following procedures to set up the COTERP control stream. This control stream is used when you receive the A-Copy for your weekly orders and paint orders. 1. At any menu, type MTC and press <Enter>. The Maintain Transmission Control Stream Screen displays. 2. At Control Stream Name, type COTERP and press <Display>. Setting Up the Control Streams 49

58 The following screen displays. 3. Press <Enter> to move the cursor to the following line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. 6 This number is the same number that exists in the Assigned Cust # field in Function MVR. Multistore users: Enter the member number for Store Press <Change>. Multistore users: Continue with the next step. You need to set up a control stream for each store/member number. Single store users: Skip to step At Control Stream Name, type COTERP2. Use the number 2 to identify the COT control stream for Store Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 8. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR for Store Press <Add>. 10. Repeat steps 6 through 9 for each store and member number. 50 Setting Up the Control Streams

59 For store 3, name the control stream COTERP3, for store 4, name the control stream COTERP4, and so on. 11. Press <End> to exit the screen Setting Up the COTRLY Control Stream Use the following procedures to set up the COTRLY control stream. This control stream is used to receive the A-Copy for your relay orders. 1. At any menu, type MTC and press <Enter>. The Maintain Transmission Control Stream Screen displays. 2. At Control Stream Name, type COTRLY and press <Display>. The following screen displays Press <Enter> to move the cursor to the following line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR. Multistore users: Enter the member number for Store Press <Change>. Multistore users: Continue with the next step. You need to set up a control stream for each store/member number. Single store users: Go to step At Control Stream Name, type COTRLY2. Use the number 2 to identify the COT control stream for Store 2. Setting Up the Control Streams 51

60 7. Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 8. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR for Store Press <Add>. 10. Repeat steps 6 through 9 for each store and member number. For store 3, name the control stream COTRLY3, for store 4, name the control stream COTRLY4, and so on. 11. Press <End> to exit the screen Setting Up the Beginning Sequence Numbers Use the following procedure to set up the starting sequence number for electronic invoices. The Triad system and the TruServ system use sequence numbers to identify which electronic invoice files should be sent to you. 6 Before beginning this section, you should contact TruServ order processing at 1(800) and request the sequence numbers for your weekly order and your relay orders (if any). You will need these sequence numbers to complete the steps in this section. If you do not enter the sequence numbers in this section, you could receive old A-Copies when you transmit ERP for the first time. 1. At the Main Menu, type COTUTL. The Cotter Member Communications System Utility (COTUTL) Screen displays. The lower portion of the screen consists of three groups of columns. Each group consists of three fields: V Mem# member number V St # store number V Last Seq# last sequence number 52 Setting Up the Beginning Sequence Numbers

61 These numbers will be different for your. store. 2. Press <Enter> until your cursor is in the first Mem # column, beneath the Xs. 3. In the first Mem# field, type your member number for Store 1. Press <Enter>. You must include the dash between the fourth and fifth digit. 4. At St#, type 1 for Store 1 and press <Enter>. 5. At Last Sequences, in the ERP field, type the sequence number you received from TruServ for your weekly order for Store 1. Press <Enter> three times. 6. At Last Sequences, in the RLY field, type the number you received from TruServ for your relay order for Store 1. If you do not have any relay orders to receive, type 000. Multistore users: Continue with step 7. Single store users: Go to step 7. Press <Enter> until your cursor is below the member number you entered for Store 1. Type your member number for the next store. Press <Enter>. For example, type the member number for Store At St#, type the store number and press <Enter>. For example, type 2 for Store At Last Sequences, in the ERP field, type the sequence number you received from TruServ for your weekly order for Store 2. Press <Enter> three times. 10. At Last Sequences, in the RLY field, type the sequence number you received from TruServ for your relay order for Store 2. If you do not have any relay orders to receive, type Repeat steps 7 through 10 for each store and member number. 12. Press <Change>. 6 Setting Up the Beginning Sequence Numbers 53

62 The message, CONFIGURATION CHANGED, displays. 13. Press <End> to exit the screen. Posting Receipts Use the following procedure if you transmitted a purchase order to TruServ (using Function BTC or a Telxon) and want to receive A-Copy information. Keep the following in mind: V This procedure reconciles the A-Copy information and the PO. (If you use A-Copy Option O, the system will not reconcile the A-Copy information and the PO, but will print only the exceptions.) V You can also use this procedure to append the detail of an entire order to a PO header that you created earlier. V The system will post the receipts in Function RP if the item you ordered is filled. If the item is not filled, it will not be posted in Function RP. V An Exception Report also prints. It prints the discrepancies between the A-Copy and the PO. For example, if the system can t post a SKU because it has been substituted by another SKU, it will print on the Exception Report. 1. At any menu, type ERP and press <Enter>. 6 The first screen of the Electronic Receipt Posting Screen displays. 2. At Transmission Control Stream, type COTERP if you want to receive your weekly order or paint order. Type COTRLY if you want to receive a relay order(s). Press <Enter>. Multistore users: Type the control stream for your store. For example, you are Store 2 and want to receive A-Copy information for Store 2. Type COTERP2 or COTRLY2 and press <Enter>. The second screen of the Electronic Receipt Posting Screen displays. The same screen displays regardless of which control stream you entered. 54 Posting Receipts

63 3. Multistore users: At Store, type the store number you are posting to. To change the Store field, do the following: a. Press <Home>. b. Type the correct store number. c. Press <Enter> twice. 4. Fill in the following fields on the screen: V Printer V Use A-Copy to V Initiate Transmission? V Vendor Code Press <Shift><Help> if you need information about a field. 5. If you used Option O at Use A-Copy to, go to step 7. If you used A-Copy Option R, at Target P.O.# To Reconcile, type the PO that you want to reconcile and press <Enter>. If you use A-Copy Option R, you must enter a target PO. This is the PO the system will use to match SKUs, quantities, cost, and pricing information to the invoice. If you created a PO header in Function MPO, and want to append the detail lines of the filled invoice items, type the PO # of the PO header. 6. Continue filling in the following fields: V Resequence Target P.O.? V Append To Target P.O.? V Add l P.O.#s To Reconcile V Retail Posting Options If you need information about a field, use online help. To access online help, press <Shift><Help>. 7. If you did not select Retail Posting Option 1, go to step 8. If you selected Option 1, type the Retail Calc Options you want and press <Enter>. 8. At Exception Report Options, type the options you want. 9. Press <Run>. The Exception Report prints. For information on how to read the report, see the next section, Reviewing the Exception Report. The system sets the How Received field in Function RP to E. This means that you will: V receive the items that the system posts as received in Function RP and 6 Posting Receipts 55

64 V not receive any items that the system does not post as received in Function RP If the Backorder field is Y, items not posted will remain on the PO after you finalize receipts (Report RRP). Reviewing the Exception Report This section explains how to read the Exception Report and how to make changes to the purchase order. You should review the items that print on the Exception Report so you can start resolving any issues. Once you have printed the Exception Report, use it to identify the items and purchase orders that require changes. The following sections present each area of the report and explain why an item prints on the report and what changes (if any) you need to make. 6 Note An item can appear more than once in an exception section. This happens if the item is on the invoice twice, or on the order and invoice twice. How the Report Is Organized The items that print are exceptions. Several types of exceptions can occur. For example, an item whose PO quantity is different from the invoice quantity is an exception. The following exception sections print on the report: V Unmatched Quantity V Substitution V Unfilled Quantity V Zero Filled Quantity V Current Ship Later V Previous Ship Later V Price Change V Broken Carton Charges V Miscellaneous Each exception type has its own section heading (for example, Unmatched Quantity Exception Section), detail information, and totals information. If the system posts the item, then the PO number and the message, POSTED, print. The line number prints for each exception. You can use this information to help you make changes to the PO. 56 Reviewing the Exception Report

65 Unmatched Quantity Section The following is an example of this report section. QTY ORDERED 8.00 EA X-MAS DECORATED 26OZ JAR EA EA EA V777ST RPL STRIKE PLATE F PACK ADJUST EA EA F V777ST An item prints in this section if the: V purchasing or stocking unit of measure or both are set up incorrectly in Function IMU V item is on the PO more than once V quantity shipped does not match the quantity ordered When the quantity shipped is greater than the quantity ordered, the system applies the quantity to the first occurrence of the item on the target PO (or any additional POs that you requested in Function ERP). If you are multistore, this can happen during the ordering process, because the Triad system combines quantities so it transmits SKUs only once. For example, if an item is on a PO twice, and you consolidate items from different stores, the system combines the two order quantities and transmits the total. When you use Function ERP, the system applies the quantity shipped to the first quantity ordered. 6 For example: You order five of SKU 123. It is line #7 on the PO. Later, you realize you need to order more, so you call TruServ and order ten more of SKU 123. You add it to the PO in Function MPO. It is line #500 on the PO. When you receive the A-Copy in Function ERP, the system posts 15 to the first occurrence of SKU 123 (line #7). Nothing happens to line #500. An item will also print in this section if it is designated as an F Pack or Full Case, and you need to increase or decrease the quantity ordered. If TruServ decreases the quantity shipped to zero, the item will not appear in this section. The system sets the quantity received to zero. For released ship later items (items on a ship later that are now shipping), an L prints next to the SKU. The system posts released ship later items to the PO in the Add l P.O.#s To Reconcile field (Function ERP). Or, if you type Y at Append To Target PO (Function ERP), it appends them to the target PO. If the system cannot post the item to an additional PO, the item will appear in the Extra Item Section. Released ship later items may also appear in any of the following sections: V Price Change V Broken Carton Charge Reviewing the Exception Report 57

66 V Zero Filled Quantity V Unfilled Quantity V Extra Item V Miscellaneous Changing the Purchase Order This section explains how to make changes to the purchase order for items in the Unmatched Quantity Section. Use Function RP to make sure the quantity received, cost (in stocking and purchasing units of measure), and retail are correct. Type over any errors with the correct information. Use Function MPO if you suspect the item is on the PO more than once. 1. On Screen D, type X in the parentheses next to Item Number. 2. Type the SKU at Item Number and press <Next Item>. 3. If the Backorder field on Screen H is Y, all but the first occurrence of the item will stay on the PO until you receive the quantity or delete it from the PO If the Backorder field is N, you do not need to do anything the system automatically deletes the item from the PO. Make sure the purchasing unit of measure in Function IMU, Screen S is correct. If you did not order enough for an entire shipping unit (F Pack or Full Case), you may want to do one of the following: V Make sure the order multiple is correct in Function IMU, Screen S. V Change the order multiple. V Change the purchasing unit of measure. Substitution Section The following is an example of this report section OZ MUG-WHT OZ MUG-WHT An item will print in this section when: 58 Reviewing the Exception Report

67 V The original item has been discontinued. In the future, you should order this item (the item sent in place of the original item). V It temporarily replaces a similar item. In both situations, the system sets the quantity received for the original SKU to zero so that fill percentages are updated. If the substitute item is filled, two lines print in this section. The first line identifies the substitute item the item being substituted prints in the Comment column. The second line prints the filled substitute item, and the message, FILLED, prints in the Comment column. If only one line prints, the substitute item is on backorder. This item also prints in the Current Ship Later Section. The system appends a filled substitute SKU to the PO if Append To Target P.O.? is Y, and the substitute SKU is in the Extra Item Section. If the substitute SKU is not on file (not in Function IMU), it will also print in the Miscellaneous Section. Changing the Purchase Order This section explains how to make changes to the purchase order for items in the Substitution Section. If this is a permanent substitution, you may want to do the following: V Use Function RCIN to change the number of the old SKU to the new SKU. This will combine the sales history of the old SKU with the new SKU, so you can still use the stocking and history information to calculate order points and run suggested orders. V Re-sticker the shelf stock with the new SKU. This will save time at point-of-sale, because clerks will use the correct SKU. 6 If this is a temporary substitution, you may want to do the following: V If you use TruServ s price stickers, the temporary items will come with their own unique SKU number. Since this is a temporary change, re-sticker these items with your regular SKU number so you can continue to gather sales history for the item. or V If you want to keep the sales history separate from the regular SKU, add the temporary SKU to the Inventory File (Function IMU). Reviewing the Exception Report 59

68 Unfilled Quantity Section The following is an example of this report section. RIVET 1/8X1/2" ALUM 15PK A WRENCH PIPE 18" ELBOW 45 1"&1" COPPER PANEL NAIL OAK 105/8" 6 OZ V2062 An item will print in this section when: V You canceled the order for it. V You are not authorized to purchase it. V It is discontinued. V It is a duplicate item. V It is not stocked in the Distribution Center. 6 V It will be billed separately from a central Distribution Center. V It is an invalid stock number. Items in this section do not affect fill percentages. Changing the Purchase Order You do not have to change the purchase order for items in the Unfilled Quantity section. If the item is discontinued, you may want to find another supplier. 60 Reviewing the Exception Report

69 Zero Filled Quantity Section The following is an example of this report section. ZERO FILLED QUANTITY EXCEPTION SECTION PK C/EYE MARBLS HST FLDG CHR GRN TEMPORARY OUT TEMPORARY OUT HST An item will print in this section when: V It is temporarily out of stock. V It is out of stock for the season only. V You need to re-order it. Items in this section affect fill percentages. Changing the Purchase Order You do not have to change the purchase order for items in the Zero Filled Quantity section. If the item is temporarily out of stock, you may want to find another supplier. Ship Later and Previous Ship Later Sections 6 The following is an example of this report section COM FLUOR LIGHT IN MM SQUARE 125' #8 WHT CHAIN F1437 NFL SUP BOWL F1437 An item will print in the Ship Later section when it is temporarily out of stock at the distribution center. It will be included with the next shipment as soon as it is in stock. An item will print in the Previous Ship Later Section if it was a ship later item and is still a ship later item. Reviewing the Exception Report 61

70 Changing the Purchase Order You do not have to change the purchase order for ship later items. This information is for your use to keep track of which items are still on order. Price Change Section The following is an example of this report section. GLUE STIX-ALL5/8OZ STIX-ALL5/80ZELMER E650A SANDSPONG 4 SIDE 4 SIDE MED MED CRS CRS NA STAIN STAINMINWAX MINWAXQTQTR RMHGNY MHGNY An item will print in this section when: V the invoice cost is different from the PO cost V the suggested retail is different from the PO retail 6 A plus sign (+) prints to the right of cost and retail increases. A minus sign ( ) prints to the right of cost and retail decreases. Asterisks (***) print to the left of the cost or retail or both when the cost or retail changes (up or down) by more than 20 percent. For temporary price changes, TEMP prints to the right of the Codes field information. An item with a temporary price change will also print in the Promotions Section. If the new cost of an item is greater than the old retail, and the order multiple is not 1, the system changes the cost based on the order multiple. For example: The new cost of an item is $15.25, and the old retail is $ The order multiple is 10. Since the new cost ($15.25) is greater than the old retail ($14.95), the system changes the cost to $1.525 ($ ). 62 Reviewing the Exception Report

71 Changing the Purchase Order This section explains how to change the purchase order for items in the Price Change section. Review the retail prices to make sure they are what you want. If you do not want temporary cost changes to affect your inventory, you can use a special option in Report RRP (Update Prices Option E) to exclude temporary cost changes. The option allows you to preview the temporary cost changes without having to manually correct them in Function RP. If the system changed the cost because the new cost is greater than the old retail, correct the cost in Function RP. Broken Carton Charge Section The following is an example of this report section. CBC812 12FT BATT BOOSTER CABLE CBC UNDER SINK WATER FILTER W 240V TR PK 1/2" TRANS TAPE The cost for this item includes the Broken Carton Service Charge. The Broken Carton Charge amount also prints. Changing the Purchase Order You do not have to change the purchase order for items in the Broken Carton Charge section. This information is for your use to keep track of the additional charges incurred because you did not order a full carton. Reviewing the Exception Report 63

72 Miscellaneous Section The following is an example of this report section. TOTE SHIPPED NO CHARGE FRT CHARGES STOCK/RELAY PP-UPS OR PPD FRT. CHGS An item will print in this section when: V It is not in your Inventory file. V It should be appended to the PO but isn t. (The message ALREADY ON FILE prints in the Comment Section.) The item number is already in the Inventory File for another vendor. V TruServ designates the item as a type of adjustment. Changing the Purchase Order 6 This section explains how to change the purchase order for items in the Miscellaneous section. If an item prints in this section, use the following checklist to help you decide what to do. 3 If the item is not in your Inventory File, use Function LOD or IMU to add it. Then add the item to the PO in Function RP. 3 If the item should be appended to the PO but isn t, then the item doesn t have the vendor code you entered in Function ERP as its primary, manufacturer, or secondary vendor. To add the item to the PO, create an alternate part number in Function MAP. Then add the item to the PO in Function RP. 64 Reviewing the Exception Report

73 Extra Item Section The following is an example of this report section. EXTRA ITEM EXCEPTION SECTION RIVET 1/8X1/2" ALUM 15PK A WRENCH PIPE 18" ELBOW 45 1"&1" COPPER PANEL NAIL OAK 105/8" 6 OZ V2062 An item will print in this section for the following reasons: V This item is not on the PO, but is on the A-Copy. V This item was ordered by the Manufacturing Representative, mailed to the Distribution Center, and appears on this invoice. The letter M prints next to items in this section. V If you appended extra items to the target PO, the system adds the items to the target PO, and the message, POSTED, prints under the invoice line number. Changing the Purchase Order 6 This section explains how to change the purchase order for items in the Extra Item section. If the item was ordered by the Manufacturing Representative, make sure it was added to the PO. Promotional Item Section The following is an example of this report section. PROMOTION EXCEPTION SECTION PROMOTIONAL ALTERNATE ID BK/PG/LN PART NUMBER SKU QUANTITY DESCRIPTION PACK COST EXTENSION PROMO S/R COM FLUOR LIGHT IN MM SQUARE 125' #8 WHT CHAIN F1437 NFL SUP BOWL You purchased this item at a promotional price. Changing the Purchase Order You do not have to change the purchase order for items in the Promotional Item section. Reviewing the Exception Report 65

74 Relay Totals Section The following is an example of a report in this section. You will see this section on your report when you receive relay orders with the control stream COTRLY. Printing Price Labels and Bin Labels 6 Follow these procedures if you posted receipts in Function ERP, and want to print price or bin labels, or both, before the shipment arrives. There are several advantages to printing labels before the shipment arrives. For example, if retails have changed, you can sticker the floor merchandise and start taking advantage of the new prices immediately. To print price labels, continue with the next section, Printing Price Labels. To print bin labels, refer to the section, Printing Bin Labels. Printing Price Labels Note If you haven t resequenced the PO by invoice line number, you may want to use Function POR to resequence the PO before you print price stickers. You can then print the stickers in the same order as the A- Copy. Also, remember to change the form type in Function MPS to LAB1. Use the following procedure to print price labels. 1. At any menu, type RLA and press <Enter>. The Price Label Printing Report Screen displays. 2. At Printer, type the printer number where you want the labels to print and press <Enter>. 3. At Copies, type the number of copies you want and press <Enter>. 4. At File to Use, type P and press <Enter>. You must use the Purchasing File to print labels for the items you posted in Function ERP. 66 Printing Price Labels and Bin Labels

75 When you press <Enter>, the screen changes. 5. At Label to Use, type the labels you want and press <Enter>. 6. At Number of Labels, type the quantity you want and press <Enter>. The following options are available. Option A B C Definition Quantity being received Quantity outstanding Quantity being received + (Quantity on hand if retail changed) Multistore users If the retail changed in other stores, use Option Q to print labels for other stores. If you use this option, you must also use Option C, D, or E to specify the number of labels to print. 6 D E Q R Quantity outstanding + (Quantity on hand if retail changed) Quantity on hand if retail changed Quantity on hand for items in other stores (applies to specific store and C, or D, or E) Select Items Only if Retail Changed 7. At Price to Print, type the price you want and press <Enter>. 8. At Printing Seq, type 1 and press <Enter>. If you resequenced the PO by invoice/line#, use Printing Seq 1 (Store/ PO#/Line#). This sequence may help you locate the items on the dock. 9. At Name to Print, press <Enter> to accept the default. or Type the name you want on the label and press <Enter>. This field defaults to the Price Label Name field in Function MIC. Printing Price Labels and Bin Labels 67

76 10. At Test Rows, type the number of test rows you want to print and press <Enter>. You can use the test rows to help you align the labels in the printer. The test rows print on the labels as a series of Xs. 11. At Line 3 Contents, type the letter you want and press <Enter>. If there is enough room on the label, additional information will print on the third line, depending on the option you choose. The following table lists the available options. Option L D R S B Definition Full Location Department/Location Retail Price List Price Blank 12. At UPC Coded Items, type the option you want and press <Enter>. 6 If you use bar code scanning, fill in this field. You must decide if you want to print labels for items with UPC codes, or items without UPC codes. 13. At SKU Characters On Line 2, type the number of characters that can print on line 2 of the label and press <Enter>. The number you type determines the number of characters that print on the second line of the label (if the SKU is too long to fit on the first line). 14. At Tear Strip Contents, type I or leave it blank, and press <Enter>. Type I if you want the invoice number and line number to print on the tear strip. To properly sticker an item, you may need to see additional information about it. Including this information on the tear strip will help you easily locate the items on the shipment s hard copy. 15. Fill in the appropriate From and To fields. To speed up the processing, fill in the P.O. Number and Vendor fields. 16. Press <Run>. If you selected Option C or E at Number of Labels, you may want to resticker the floor merchandise so you can start selling items at their new retail prices. 17. If you re-stickered the floor merchandise, run Report RRP, Update Option R to update retail prices. Be sure to update the retail prices so they correctly display at point-of-sale. See the Printing a Receiving Edit List and Finalizing Your Receipts sections in this chapter for procedures on how to run Report RRP. 68 Printing Price Labels and Bin Labels

77 Printing Bin Labels Use the following procedure if you posted receipts in Function ERP, and want to print bin labels before the shipment arrives. 1. At any menu, type RBL and press <Enter>. The Bin Label Printing Report Screen displays. Note Remember to change the form type in Function MPS to BINL. 2. At Printer, type the printer number where you want the labels to print and press <Enter>. 3. At Copies, type the number of copies you want and press <Enter>. 4. At File to Use, type P and press <Enter>. You must use the Purchasing File to print bin labels for the items you posted in Function ERP. When you press <Enter>, the following screen displays At Label to Use, type the number of labels you want and press <Enter>. 6. At Test Rows, type the number of test rows you want to print and press <Enter>. You can use the test rows to help you align the labels in the printer. The test rows print on the labels as a series of Xs. 7. At Amount of Labels, type the quantity you want and press <Enter>. The following options are available. Option A B C Definition Quantity being received Quantity outstanding Quantity on hand + Quantity being received Printing Price Labels and Bin Labels 69

78 Option D E Definition Quantity on hand + Quantity outstanding 1 label if retail price changed 8. At Price to Print, type the price you want and press <Enter>. 9. At Printing Seq, type the printing sequence you want and press <Enter>. 10. Fill in the appropriate From and To fields. To speed up the processing, fill in the P.O. Number From and To fields. 11. Press <Run>. When the labels are ready, you may want to re-sticker the floor merchandise so you can start selling items at their new retail prices. 12. Run Report RRP, Update Option R to update retail prices. Be sure to update the retail prices so they correctly display at point-ofsale. See the Printing a Receiving Edit List and Finalizing Your Receipts sections in this chapter for procedures on how to run Report RRP. 6 Checking In the Shipment Use these guidelines if you posted receipts in Function ERP, and are ready to check in the shipment. One of the most efficient ways to check in the shipment is to receive from the price stickers (attach the stickers to the items). If you resequenced the PO (Functions ERP or POR) in invoice/line# format, the price stickers print in the same order as the A-Copy. TruServ stickers the totes with the line number, which will help you match the price stickers with the items. Any leftover stickers are discrepancies between the A-Copy and what you actually received. Printing a Receiving Edit List Use this procedure if you posted receipts in Function ERP, checked in the shipment, and are ready to print a receiving edit list. 1. At any menu, type RRP and press <Enter>. 70 Checking In the Shipment

79 The Receiving Report Screen displays. 2. Fill in the following fields on the screen: V Printer V Printing Seq V Print Options If you need information about a field, use online help. To access online help, press <Shift><Help>. 3. Leave the Update Options field blank and press <Enter>. Since you are printing an edit list, you shouldn t update anything until you review the report. 4. Continue filling in the fields on the screen: V Update Prices V Subtotals V Copies V From and To If you need information about a field, use online help. To access online help, press <Shift><Help>. 5. Press <Run>. Review the report to make sure the cost, retail, and quantity information are correct. 6. Post any exceptions in Function RP. Since the How Received field in Function RP is E, you must post the exceptions. 6 Printing a Receiving Edit List 71

80 For example: You ordered ten of SKU (lawnmower). You used ERP to post ten of SKU When the shipment arrives, you actually receive nine lawnmowers. You must use Function RP to re-post SKU , so the system will correctly update the Quantity On Hand field in Function IMU. Finalizing Your Receipts Use the procedure in this section if you posted receipts in Function ERP, checked in the shipment, and are ready to finalize your receipts. 1. At any menu, type RRP and press <Enter>. The Receiving Report Screen displays Fill in the fields on the screen. If you need information about a field, use online help. To access online help, press <Shift><Help>. 3. Press <Run>. Depending on the options you select, the cost, retail, and quantity on hand will be updated for the range you specified. 72 Finalizing Your Receipts

81 7 Contents Price Changes Overview Questions You May Have Before Your First Price Change Transmission Setting Up the Sequence Number Receiving Price Changes Reviewing the Transmission Report The Price Change File Items Not Added Section Price Changes Section Editing Your Price Changes Finalizing Your Price Changes

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83 7 Price Changes This chapter describes receiving price changes electronically from TruServ. The following sections are included in this chapter: V Overview V Questions You May Have V Before Your First Price Change Transmission V Receiving Price Changes V Reviewing the Transmission Report V Editing Your Price Changes V Finalizing Your Price Changes Important If you are not already transmitting or receiving information from TruServ (for example, transmitting your purchase orders), you must contact order processing at TruServ at 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to receive price changes until you are set up for async communications with TruServ. 7 75

84 Overview The following is an overview of the price change transmission process. EFM Step 1 Electronically receive the price changes from TruServ using Function EFM. MSP Step 2 Review price changes using the Transmission Report (spooled in Function MSP). IPC xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 3 Edit the price changes using Function IPC. RRC Step 4 Finalize the price changes and update the Inventory File using Report RPC, Option F. 7 Questions You May Have This section presents the answers to some frequently asked questions about price change transmissions. What does the system do with the price changes it receives? The system holds price change records for the pricing updates it receives from TruServ in a temporary price change file. You can edit these price changes with Function IPC, and finalize them (update the Inventory File) with Report RPC, Option F. My SKU numbers are not the same as TruServ s. Will I be able to receive electronic price changes? Yes. Use Function MAP to enter alternate part numbers for each SKU that is not the same as the TruServ SKU number. Refer to the Purchasing and Receiving Manual for more information about alternate part numbers. 76 Overview

85 The system checks to see if the number received from TruServ is on file. If it is not on file, it automatically checks to see whether there is an alternate part number. If an alternate part number exists, the system adds the price change for that number. Will I receive price updates for all TruServ items? Yes. You receive a price change for every TruServ item whose pricing has changes. The system ignores those items you do not carry in your inventory. When can I receive my price changes? Price changes can be received 24 hours a day, seven days a week. However, TruServ will assign you a recommended day to call for price changes. What if I forget to do a price change transmission? If you do not receive price changes on the recommended day, TruServ does keep a few weeks worth of price changes. So, the next time you receive price changes, you will receive the current price changes and any previous ones you may have missed. If I receive an error message during the price change transmission, what do I do? As price changes are received during the transmission, they are stored in a temporary file. They are not added to the price change file until after the transmission has successfully completed. If the transmission has failed, the temporary file of price changes on the Triad system is deleted. You may retry the transmission, because TruServ does not mark the price changes as received until an errorfree transmission is complete. Does TruServ transmit tailored retails? 7 No. TruServ transmits only their suggested retail price. If you participate in TruServ s variable pricing program, see the tabbed chapter, Variable Pricing, for more information. Does TruServ transmit pinpoint pricing? No. TruServ transmits only their suggested retail price. Questions You May Have 77

86 Before Your First Price Change Transmission Use the following procedure to set up your system to receive price changes from TruServ. You need to complete this procedure before your first price change transmission. 1. At any menu, type MTC and press <Enter>. The Maintain Transmission Control Stream (MTC) Screen displays. 2. Type COTEFM and press <Display>. The following screen displays. 7 Multistore Users Type your member number for Store 1 over the Xs. For price changes, you do not have to set up a control stream for each store. 3. Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR. 5. Press <Change>. 6. Press <End> to exit the screen. Setting Up the Sequence Number Use the following procedure to set up the starting sequence number for price changes. The Triad system and the TruServ system use sequence numbers to identify specific price change files. 1. At the Main Menu, type MCSTST and press <Enter>. The Cotter Member Communications System Test Utility (MCSTST) Screen displays. 2. At Member Number, type your member number. 78 Before Your First Price Change Transmission

87 3. Press <Run>. The message displays, TRANSMISSION IN PROGRESS. 4. When the message displays, TRANSMISSION COMPLETE, press <Enter>. 5. Press <End> to exit the screen. 6. At the Main Menu, type COTUTL and press <Enter>. The Cotter Member Communications System Utility (COTUTL) Screen displays. 7. Check the Last Item Update Sequence Number field. There should be a number in this field. It should not be all zeros (000). If the number is 000, repeat steps 1 through 7. If the number is still 000, contact the Advice Line for assistance at 1(800) Press <End> to exit the screen. Receiving Price Changes Use the following procedure to receive price changes from TruServ. 1. At any menu, type EFM and press <Enter>. EFM is a purchase option. If the message displays, FUNCTION NOT FOUND, it means you have not purchased EFM. Do the following in order to use Function EFM to receive price changes. a. Type MTC and press <Enter>. b. At Control Stream Name, type COTEFM and press <Display>. c. Press <Enter> until your cursor is on the line with the letters EFMCOT. d. Press <Clear Field> and press <Change>. e. Press <End> to exit the screen. Now you can type EFM and press <Enter> and the message will not display. 2. At Transmission Control Stream, type COTEFM and press <Enter>. If the Item File Maintenance Transmission Screen displays, fill in the screen as you normally do and press <Run>. For more information about this screen, refer to online help and the tabbed section, Electronic File Maintenance. The Price Change Transmission Screen displays. Note If you have not purchased EFM and would like to receive electronic file maintenance, contact Triad Direct at 1(800) Receiving Price Changes 79

88 3. Multistore users: Check the Store field. If The Keep Prices The Same In All Stores field in Function MIC is Y The Keep Prices The Same In All Stores field in Function MIC is N You price your TruServ merchandise the same across all stores Then The Store field defaults to blank, and cannot be changed. This means that a price change record will be added for every store where the item received exists in inventory. The Store field defaults to the primary store. This means that a price change record will be added for that particular store. Change the Store field to blank, so the same price change record will be added for every store where the item received exists in inventory. 4. At Printer, press <Enter> to accept the default. or Type the printer and spooler options you want to use. 5. At Update Options, type the options you want and press <Enter>. The following options are available. 7 Option A Add Even if Vendor Does Not Match B Update Corresponding Cost for Vendor C Update Replacement Cost I Preserve Highest Retail L Update List Price with Suggested Retail Definition The price change will be added even when the item s primary vendor is not the same as the vendor code entered on the Price Change Transmission Screen. This updates the cost based on the vendor you are transmitting with. If you are receiving price changes from the primary or secondary vendor, the replacement cost is updated. If you are receiving price changes for the manufacturer vendor, the manufacturer cost is updated. If you are receiving price changes from the alternate vendor, the alternate vendor cost is updated. You will receive new replacement costs. The system only updates the retail price if the retail price change is higher than the current retail price in Function IMU. The list price in Function IMU is updated with the suggested retail price. 80 Receiving Price Changes

89 Option M Update + Type Matrix Prices R Update Retail Price S Update Replacement Cost and Recalculate Retail Based on Desired Gross Profit Percent U Do Not Include Handling Charge in Cost Definition You must use this option with Option C or S. Matrix prices based on a markup from replacement cost will be recalculated. (Minus - types are always automatically recalculated.) You will receive the new TruServ suggested retail prices. You can t use Option S at the same time. This updates the cost in Function IMU, and uses the desired gross profit percent and the new cost to recalculate the retail price. You must use this option with Option B or C. If you use both Options S and B, the system updates the corresponding cost and recalculates the retail price. If you use both Options S and C, the system updates the replacement cost and recalculates the retail price. This does not apply to True Value members. V Use the Price Rounding Table to Round the Retails (Only with Option R) 6. At Report Options, enter the options you want to use. Use Option Z if you want any items not in your Inventory File to print in the Items Not Added section of the Price Change Transmission Report. 7. At Vendor Code, press <Enter> to accept the default of COT. or Type your code for TruServ. This option may only be used when Option R is selected. If the Price Rounding Flag is 1, then the vendor s retail is rounded based on the Price Rounding Table (Function PRO) before it is placed in the price change record. If the Price Rounding Flag is 4, then the retail will be rounded based on TruServ Variable Price Rounding. If you receive price stickers from TruServ, do not select this option. 7 Receiving Price Changes 81

90 8. Press <Run>. The transmission processes and the Price Change Transmission Report spools or prints. The price changes are written to a temporary file. After the transmission is successfully completed, the system adds the changes to the price change file. If you see an error message, refer to the tabbed chapter, Troubleshooting, for more information. Refer to the next section to review, edit, and finalize the price changes. Reviewing the Transmission Report The Price Change Transmission Report prints or spools after you receive price changes. Use the following information to review the report, make any necessary changes, and activate the price changes. The Price Change Transmission Report consists of the following two sections: V Items Not Added The cost and retail price changes that the system could not add to the Price Change File. V Price Changes The cost and retail price changes that the system added to the Price Change File. 7 There are several reasons why a change may not be added to the Price Change File. The far right column, REASON NOT ADDED, shows the code that indicates why the item could not be added to your Price Change File. The codes and their meanings print on the prepage of the report. The Price Change File When you receive price changes, the system puts them in the Price Change File. The date the price changes take effect (date effective) prints at the end of the report. All of the transmitted changes have the same date effective. You can individually change any price change in the Price Change File using Function IPC, Screen M. For example, you can change the date effective, delete a change, or raise or lower the price. Once the changes are correct, you can activate them the way you normally activate changes (using Report RPC with Option F). 82 Reviewing the Transmission Report

91 Items Not Added Section The first part of the report is the Items Not Added section. The following is an example of this section. Use the following information to review the fields that print in this section. Field SKU DESCRIPTION TRANS U/M PRC TYPE TRANS REPL TRANS RETAIL Definition The SKU number for this item. The description from Function IMU. If the reason not added code is NOF, this field is blank. Not used at this time. The type of price change: V N price change V Y promotion price The transmitted replacement cost for this item. The transmitted retail for this item. This price is TruServ s suggested retail. Note If you have the six-digit TruServ number loaded as an alternate part number, then the alternate SKU prints in the SKU column. If the alternate SKU is longer than six digits, it prints on the following line next to the message, THE ABOVE SKU IS AN ALTERNATE PART #, THE ACTUAL SKU IS: REASON NOT ADDED This is the code that indicates why the item was not added to the Price Change File. Use the following table to help you understand the Reason Not Added codes that appear in the Items Not Added section. Each code is followed by the corrective action, if any is needed. 7 Code NOF Not On File Description and Action The item does not exist in Function IMU or MAP. These items print only when you use Option Z. If this is an item you stock, add it in Function IMU. Reviewing the Transmission Report 83

92 Code VDM Vendor Doesn t Match KPN Keep Prices No DISC Discontinued Description and Action The primary vendor code for this item does not match the code you entered in Function EFM. The item is not added to the Price Change File, unless you use Option A. or The SKU is an alternate part number and the alternate vendor is not the vendor code you entered in Function EFM. You can change the primary vendor in Function IMU, or use Option A to add items when the vendor codes do not match. The Keep Prices field is set to N (No) in Function IMU, Screen C. If you want to keep prices, change the field to Y. The Discontinued field in Function IMU is Y (Yes). The item is not added to the Price Change File. If you want to update the discontinued items with the new prices, change the prices in Function IMU or add the price change to Function IPC. Price Changes Section The following is an example of the price changes section. 7 TEFLON TAPE T50 GUN TACKER THERMOSTAT WIRE 18/4 Tip Review and finalize price changes soon after receiving them, and before your next price change transmission. This will keep your prices up to date and prevent the problem of an item not being added to the price change file because it already exits. The items that print in this section are the items that the system added to the Price Change File. If a price change already existed for an item, the price change from TruServ is not added. The item and its new pricing information print in this section, with the following message: A DIFFERENT PRICE CHANGE ALREADY EXISTS FOR THIS SKU PRICE CHANGE NOT ADDED Closely review the Cost Percent Change column. This indicates the difference between the new costs (and indirectly the new retail prices) and your current costs (and retail prices). Often the reason for a large percent change is that TruServ is pricing the item by your method of purchasing rather than your method of stocking. Items that differ in cost by 15% or more are flagged with an asterisk. 84 Reviewing the Transmission Report

93 Whenever possible, the new cost received from TruServ is automatically converted to the cost of a stocking unit before it is added to the Price Change File. Use the Maintenance screen of Function IPC to make any necessary adjustments to the new costs or retail prices. For more information, refer to the next section, Editing Your Price Changes. Use the following information to review the fields in this section. Field ST SKU DESCRIPTION STK U/M Definition The store for which the price change was added. An asterisk (*) indicates that the price change was added for every store in which the item exists. The SKU number for the item. The item s description from Function IMU. The unit by which you stock this item. Note If you have the six-digit TruServ number loaded as an alternate part number, then the alternate SKU prints in the SKU column. If the alternate SKU is longer than six digits, it prints on the following line next to the message, THE ABOVE SKU IS AN ALTERNATE PART #, THE ACTUAL SKU IS: PUR U/M TRANS U/M PRC TYPE CURR REPL NEW REPL CURR RETAIL NEW RETAIL The unit by which you purchase this item. Not applicable for TruServ. The type of price change: V N price change V Y promotion price The replacement cost from Function IMU. The replacement cost added to the Price Change File. If you did not select Options C or S, then this column is blank. The retail price from Function IMU. The retail price added to the Price Change File. If you did not select Options R or S, then this column is blank. 7 Option S the retail is calculated from the new cost and the desired Gross Profit (Function IMU), then rounded based on the item s price rounding field. Option R TruServ s suggested retail price. Option V retail is rounded based on the item s Price Rounding field. COST% CHG The cost percentage change between your current replacement cost and the new replacement cost, which was added to the Price Change File. If you selected only to update retail, then this field is Retail% Chg. If this percentage change is plus or minus 15% or more, then an asterisk prints next to the change. Reviewing the Transmission Report 85

94 Field ACT GP% DES GP% PRICE CHANGE EFFECTIVE DATE IS Definition The Gross Profit percent based on the new replacement cost and new retail price. If only the replacement cost was updated, then this is based on the new replacement cost and existing retail price in Function IMU. The Desired Gross Profit Percent (from Function IMU, Screen P). This date prints after the last line in the Price Change section. This is the effective date for those items added to the Price Change File. This date is the date of the transmission. Editing Your Price Changes After reviewing the Price Change Transmission report, you are ready to make changes to the temporary Price Change File. Once you complete the changes, finalize the prices to update your inventory. 1. At any menu, type IPC and press <Enter>. The Item Price Change (IPC) Screen displays. 2. Type M and press <Enter>. The Maintenance Screen displays Multistore users: If the store displayed is the one for which you want to enter changes, then go to step 4. If the store displayed is not the one for which you want to enter changes, then press <Home>. At Store, type the number of the store for which you want to enter changes, and press <Enter>. In Function IPC, Screen M, you can make changes for only one store at a time. If the Keep Prices The Same In All Stores field in Function MIC is set to N, and you are changing prices in more than one store, you must make changes in Function IPC, Screen M, for each store separately. If the Keep Prices The Same In All Stores field in Function MIC is set to Y, the changes you make in Function IPC, Screen M, are made in all stores, so you need only make the change in one store. 4. At SKU, type the SKU number for the item you want to correct and press <Display>. 5. Move the cursor to the cost or retail that you want to change. Type the correct price and press <Clear Field>. Then press <Change>. If you change the replacement cost of an item that has plus (+) type matrix prices, then the plus (+) type matrix prices are not recalculated in Function IPC, Screen M. Therefore, you should delete the price change by 86 Editing Your Price Changes

95 displaying and deleting it in Function IPC, Screen M, then re-add it with the correct cost (and retail) in Function IPC, Screen E. This way the plus (+) type matrix prices are added correctly. Finalizing Your Price Changes Use the following procedure to move the changes from the Price Change File into the Inventory File. Moving these changes to the Inventory File causes the new prices to go into effect immediately, and deletes them from the temporary Price Change File. 1. At any menu, type RPC and press <Enter>. The Price Change Report (RPC) Screen displays. For more information about the fields on this screen, use online help. To access online help, press <Shift><Help>. 2. Multistore users: Enter the store or stores to finalize price changes. If the Keep Prices The Same In All Stores field in Function MIC is Y, you must set the store field to blank. If the field is N and you wish to finalize the price changes for all stores, then set the store field to blank. To do this, press <Home>. At Store, press <Clear Field>. 3. At Options, type F, and any other desired option except A, B, or X and press <Enter>. 4. At Primary Vendor From and To, type your vendor code for TruServ. 5. At Date Effective From and To, type the effective date. This is the effective date transmitted with the price changes, not the date you want to activate the price changes. You can get the effective date from the Price Change Transmission Report or Function IPC, Screen M. 6. Press <Run>. The system processes the price changes and updates the Inventory File. Tip Before you finalize your price changes, you may want to print price labels. For more information, refer to the Purchasing and Receiving Manual, the tabbed section, Appendixes. 7 Finalizing Your Price Changes 87

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97 8 Contents Variable Pricing Overview Introduction Questions You May Have Setting Up Fineline Variable Pricing Setting Up Function MSR Setting Up Function MFI Setting Up Function IMU Receiving Fineline Price Changes Recalculating Retail Prices Copying Retail to List

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99 8 Variable Pricing The TruServ Fine Line Variable Pricing Program is a pricing strategy that allows True Value members to adjust the suggested retail price of an item based on market needs. You can set up a fineline pricing strategy on your Triad system so that when you receive price changes, new retail prices are calculated according to your fineline pricing strategy. The following sections are included in this chapter: V Overview V Introduction V Questions You May Have V Setting Up Fineline Variable Pricing V Receiving Fineline Price Changes V Recalculating Retail Prices Important If you are not already transmitting or receiving information from TruServ (for example, transmitting your purchase orders), you must contact order processing at TruServ at 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to receive fineline price changes until you are set up for async communications with TruServ. 8 91

100 Overview The following is an overview of the variable pricing transmission process. BTC Step 1 Electronically receive price changes from TruServ using Function BTC. MSP Step 2 Review the price changes using the Transmission Report (spooled in Function MSP). IPC xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 3 Edit price changes using Function IPC, Screen M. RPC Step 4 Finalize price changes and update your Inventory File using Report RPC, Option F. Introduction The TruServ Fine Line Variable Pricing Program consists of two approaches that let you adjust the suggested retail price to meet market needs. You do this by adjusting: 8 V individual items You assign a specific retail price to an item, assign a specific margin to an item, or submit a retail price and let TruServ calculate the margin. V categories of merchandise You assign a desired average gross profit percent to fineline categories. A member participating in the TruServ Fine Line Variable Pricing Program can use any combination of the two approaches to establish retail prices to meet market needs. If you participate in the program and adjust the retail price on individual items, you must code those items with a user code. Then, when you finalize price changes with Report RPC, exclude that user code so that the price does not change. 92 Overview

101 On your Triad system you can set up the second approach (assigning margins by fineline category). With this method, you assign an adjustment percent to a fineline category in Function MFI. You choose the fineline categories to include in the pricing program from over 1000 different fineline categories. The adjustment percent can be positive or negative. For example: Fineline P0006 Glues & Adhesives has an average margin of 49%. Some items in the fineline have a higher or lower actual gross margin, but the average for the category is 49%. You decide to increase the fineline margin by 3%. The Triad system then calculates the retail price by: V Calculating the actual gross margin for an item from TruServ s suggested retail price and replacement cost. V Increasing that actual gross margin by 3% (your fineline adjustment percent). V Calculating a retail price using the increased gross margin and the replacement cost. V Rounding the retail price according to the TruServ Price Rounding Table. The TruServ Price Rounding Table uses the following rounding formulas. Retail Price Rounding Adjustment Examples 0 - $.49 No adjustment $.37 stays $.37 $.50 - $4.99 Minus.01 on even.10s Up to.05 on under.05 increments Up to.09 on over.05 increments $ $9.99 Minus.01 on even.10s Up to.09 on all others $ $19.99 Minus.05 on even $1.00s Up to.09 on all others $ $49.99 Minus.05 on even $1.00s Up to.49 on under.50 increments Up to.99 on over.50 increments $ $99.99 Minus.05 on even $1.00s Up to.99 on all others $3.40 becomes $3.39 $2.22 becomes $2.25 $4.46 becomes $4.49 $7.50 becomes $7.49 $6.23 becomes $6.29 $18.00 becomes $17.95 $14.71 becomes $14.79 $37.00 becomes $36.95 $28.33 becomes $28.49 $43.66 becomes $43.99 $87.00 becomes $86.95 $74.33 becomes $ $ and over Up to.99 on all prices $ becomes $ Introduction 93

102 If you enter a code of 4 in the Price Rounding field in Function IMU, Screen C, the system rounds retail prices according to the above TruServ Price Rounding Table. Questions You May Have This section presents the answers to some frequently asked questions about fineline pricing. How can I exclude an item from fineline pricing? You can exclude an item from fineline pricing by not entering an adjustment percent in Function MFI, or by leaving the Fineline field blank in Function IMU. How do I change a fineline percent? Change the adjustment percent in Function MFI. Then, the next time you receive price changes, the system calculates the retail price according to the new fineline adjustment percent. Can I prevent a retail price from changing? Yes. You can prevent the price from changing if you have set a specific retail price (or gross margin) on an item. You must first assign a user code to the item. Then, whenever you run Report RPC, exclude that user code. I just installed my Triad system. How do I start using fineline pricing? It is important that you complete the setup steps and recalculate retail prices as soon as possible after you load the FastStart tape. Do not receive price changes with Function EFM until you complete the steps in the sections, Setting Up Fineline Variable Pricing and Recalculating Retail Prices. 8 Do I set up the TruServ Price Rounding Table? No. The Triad system stores the TruServ Price Rounding Table in a file. To use the table, enter a 4 in the Price Rounding field in Function IMU, Screen C. I ve been using Function EFM to update my prices. How do I start using fineline pricing? To calculate the correct prices, you must: 1. Change your prices so that they equal TruServ s suggested retail and cost. You can do this with a FastChange tape. 2. Complete the setup steps in the next section, Setting Up Fineline Variable Pricing. 94 Questions You May Have

103 3. Recalculate retail prices as soon as you load the FastChange tape. Follow the procedure in the section, Recalculating Retail Prices. 4. Begin receiving price changes with Function EFM only after you complete the setup steps and recalculate retail prices. Contact Triad Direct at 1(800) for information about ordering a FastChange tape. I m multistore. Do I enter adjustment percents in all stores? If you keep prices the same in all stores, you only need to enter the fineline adjustment percent for Store 1. If you do not keep prices the same for all stores, you must enter the fineline adjustment percent for each store. Check the Keep Prices the Same In All Store field in Function MIC to determine if prices are the same. I m multistore. Can I enter different adjustment percents? If you keep prices the same in all stores, the adjustment percent you enter for Store 1 applies to all stores. If you do not keep prices the same for all stores, you can enter different fineline adjustment percents for each store. Setting Up Fineline Variable Pricing You must complete the following procedures to set up your Triad system. V Enter COT as the first or second affiliate in Function MSR. V Enter an adjustment percent for each fineline in Function MFI. V Enter fineline codes for each item in Function IMU. V Enter 4 in the Price Rounding field in Function IMU. Each procedure is explained in the following sections. Setting Up Function MSR Use the following procedure to enter COT in Function MSR. 1. At any menu, type MSR and press <Enter>. The Modify Store Record (MSR) Screen displays. 2. At 1st or 2nd Affiliate, type COT. COT must be the 1st or 2nd Affiliate. If it is not, the Cotter Fineline Adjustment field does not display in Function MFI. Enter COT even if your vendor code for TruServ in Function MVR is something other than COT. If COT is already your 1st or 2nd Affiliate, proceed to step 4. 8 Setting Up Fineline Variable Pricing 95

104 3. Press <Change>. 4. Press <End> to exit the screen. Setting Up Function MFI Use the following procedure to enter the adjustment percent for each fineline in Function MFI. You can use your TruServ Fine Line Worksheets when entering the adjustments in Function MFI. If you do not have a copy of the worksheets, contact the Member Services Department at 1(312) At any menu, type MFI and press <Enter>. The Modify Fineline Record (MFI) Screen displays. 2. At Fineline Code, type a fineline and press <Display>. or Press <Next> to display the first fineline code. Multistore Users If you keep prices the same in all stores, you only need to enter the fineline adjustment percent for Store 1. If you do not keep prices the same for all stores, you must enter the fineline adjustment percent for each store. 3. At Cotter Fineline Adjustment, type the percent for this fineline. The adjustment you enter can be a positive or a negative percent (+ or -). For example: If you want to increase the gross profit by 3%, type +3. If you want to decrease the gross profit by 2%, type -2. If the Cotter Fineline Adjustment field does not display at the top of your screen, follow the procedure at the beginning of this section to set up Function MSR. 4. Press <Change>. 5. Repeat steps 2 through 4 for each fineline. 6. Press <End> to exit the screen. 8 Setting Up Function IMU Use the following procedure to add fineline codes and to enter 4 in the Price Rounding field in Function IMU. A price rounding code of 4 tells the system to use the TruServ Price Rounding Table when calculating retail prices. 1. At any menu, type IMU and press <Enter>. The Inventory Master Update (IMU) Screen displays. 2. At SKU, type an item number that you are including in fineline pricing and press <Display>. The information for the SKU displays. 96 Setting Up Fineline Variable Pricing

105 3. At Fineline, type the fineline code for this item. The fineline code must exist in Function MFI. Remember that the fineline code in Function MFI contains the adjustment percent that the system uses to calculate the retail price for the item. If you have already entered all the finelines in Function IMU, go to step Press <Change>. It could take a long time to enter the fineline code for each TruServ item in your inventory, one at a time, in Function IMU. Another way to enter fineline codes is with Function RICU. Use Function RICU to add a fineline code to a range of items; for example, all the items in a certain class. For more information on Function RICU, refer to your Inventory Item Information Manual, the tabbed section, Changing a Group of Items. 5. Press <Next Screen> twice. The Codes Screen displays. 6. At Price Rounding, type 4. A price rounding code of 4 tells the system to use the TruServ Price Rounding Table when calculating retail prices. 7. Press <Change>. It could take a long time to enter the price rounding code for each TruServ item in your inventory, one at a time, in Function IMU. Another way to enter price rounding codes is with Function RICU. Use Function RICU to add a price rounding code to a range of items; for example, all the items in a certain class with a vendor code of COT. For more information on Function RICU, refer to your Pricing and Promotions Manual. The procedure is explained in the section, Changing Price Rounding for a Range of Items (Report RICU) in the tabbed section, Price Rounding. 8. Press <End> to exit the screen. You have now completed the setup steps for fineline pricing. If you have retail prices that need to be recalculated according to your current costs and fineline margins, complete the procedure, Recalculating Retail Prices before continuing with Receiving Fineline Price Changes. 8 Setting Up Fineline Variable Pricing 97

106 Receiving Fineline Price Changes Use the following procedure to receive price changes. 1. At any menu, type EFM and press <Enter>. Note If you are not receiving electronic file maintenance and would like to, contact Triad Direct at 1(800) for information about purchasing EFM. EFM is a purchase option. If the message displays, FUNCTION NOT FOUND, it means you have not purchased EFM. Do the following only if you get the FUNCTION NOT FOUND message. a. Type MTC and press <Enter>. b. At Control Stream Name, type COTEFM and press <Display>. c. Press <Enter> until your cursor is on the line with the letters EFMCOT. d. Press <Clear Field> and press <Change>. e. Press <End> to exit the screen. Now you can type EFM and press <Enter> and the message will not display. 2. At Transmission Control Stream, type COTEFM and press <Enter>. If the Item File Maintenance Transmission Screen displays, fill in the screen as you normally do and press <Run>. For more information about this screen, refer to online help and the tabbed section, Electronic File Maintenance. The Price Change Transmission Screen displays. 3. Multistore users: At Store, type a store number or leave it blank. If the Keep Prices The Same In All Stores field in Function MIC is Y, the Store field defaults to blank. You cannot change it. If the Store field is blank, the system adds a price change record for every store in which the item exists. If the Keep Prices The Same In All Stores field in Function MIC is N, the Store field defaults to the Lockin Store field in Function MTR. If there is a number in the Store field, the system adds a price change record only for that particular store. 8 If you price your TruServ merchandise the same across all stores, leave this field blank. 4. At Printer, press <Enter> to accept the spool and print options. or Type a different printer number or press <Back Tab> to change the options. 5. At Update Options, type CR. Use these options to update the replacement cost (Option C) and the retail price (Option R). The system rounds the retail price according to the TruServ Price Rounding Table. You do not have to use Option V to do this. 6. At Report Options, type the option(s) you want to use or leave it blank. You must include Options C, R, and L to calculate variable prices. 98 Receiving Fineline Price Changes

107 7. At Vendor Code, press <Enter> if your code is COT. or Type your code for TruServ. The code you enter is your code for TruServ in Function MVR. 8. Press <Run>. Your Triad system receives the price changes from TruServ. The system stores the price changes in a file. You can review the price changes before you update your Inventory File. 9. Press <End> to exit the screen. Your next steps are to: V Review the transmission report. V Edit the price changes if needed. V Finalize the price changes to update your Inventory File. Follow the procedures in the tabbed section, Price Changes, starting with the section, Reviewing the Transmission Report. Recalculating Retail Prices Use the following procedure to calculate fineline retail prices if: V you just loaded a standard or custom FastStart tape that includes TruServ suggested retail prices and costs V you have been using Function EFM to receive TruServ suggested retail prices and costs V you just loaded a FastChange tape to load TruServ suggested retail prices and costs Run Report RPC exactly as shown in the following steps. Do not add other types of changes to this report. Run this report one time only. After running this report, complete the procedure, Copying Retail to List. 1. At any menu, type RPC and press <Enter>. The Price Change Report (RPC) Screen displays. 2. At the following encoded costs message, type N. 8 PRINT COTTER ENCODED COSTS ON REPORT IN PLACE OF INVENTORY LIST PRICE? (Y/N). 3. At Printer, press <Enter> to accept the spool and print options. or Type a different printer number or press <Back Tab> to change the options. If you do not use Option T (Totals only), this can be a long report. If you spool the report, you can review it in Function MSP before you print it. Recalculating Retail Prices 99

108 4. At Options, type A. Option A calculates and adds a range of price changes to the Price Change File. You can also use Option T (Totals only) if you do not want to review each price that the system calculates. 5. At From and To, enter the range of items you want to calculate prices for. Use the From and To fields and the Codes and Exclusion fields to determine the selection of items. If you leave these fields blank, the system calculates new retail prices for all items in your Inventory File. 6. Press <Run>. The Options Screen of Report RPC displays. 7. At Please Select an Option, type 3 and press <Enter>. The Report RPC Option 3 Screen displays. With this option, the system changes the desired gross profit percent to match the actual gross profit percent. Then the system calculates a new retail price which includes the fineline adjustment percent and price rounding. 8. At Date Effective, type today s date. 9. At Use Cost to Calculate Retail Price, type C. Use C for replacement cost. 10. At Calculate Desired GP% Using, type C at Cost and R at Price. Use C for replacement cost and R for retail price. 11. Press <Run>. The system calculates new retail prices and adds the prices to the Price Change File. 12. Press <End> to exit the screen. Your next steps are to: V Review and edit the price changes. 8 V Finalize the price changes to update your Inventory File. Follow the procedures in the tabbed section, Price Changes, starting with the section, Editing Your Price Changes. Copying Retail to List Complete the following procedure to take a copy of the retail price and place it in the List Price field in Function IMU. 1. At any menu, type RPC and press <Enter>. The Price Change Report (RPC) Screen displays. 2. At the following encoded costs message, type N. 100 Recalculating Retail Prices

109 3. At Printer, enter your options. 4. At Options, type AT. 5. At From and To, enter the same range you used in the previous procedure to recalculate retail prices. 6. Press <Run>. At Please Select an Option, type 1. Press <Enter>. 7. At Date Effective, type today s date and press <Enter>. 8. At Current Price, type R and press <Enter>. 9. At GP, type M and press <Enter>. Type 0 (the number zero). 10. At New Price, type L and press <Enter>. Press <Run>. Press <End>. 11. When the report finishes, repeat steps 1, 2, and At Options type FT. 13. At From and To, enter the same range you used in the previous procedure to recalculate retail prices. Press <Run>. The system copies the retail price for the range you selected and places it in the List Price field in Function IMU. 8 Recalculating Retail Prices 101

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111 9 Contents Promotion Pricing and Pinpoint Pricing Promotion Pricing Overview Before Your First Promotion Transmission Setting Up Function MTC Setting Up the Sequence Number Running the MCSTST Utility Receiving Promotion Pricing Receiving Promotion Prices Processing Promotion Prices Reviewing the Promotion Pricing Report How the Report Is Organized Field Definitions Common to Both Sections Items Not Added Section Promotions Added Section Activating Promotion Prices Pinpoint Pricing Overview Before Your First Pinpoint Price Transmission Receiving Pinpoint Pricing Receiving Pinpoint Prices Processing Pinpoint Prices Reviewing Pinpoint Prices Activating Pinpoint Prices

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113 9 Promotion Pricing and Pinpoint Pricing This chapter describes receiving promotion pricing and pinpoint pricing electronically from TruServ. Promotion pricing is transmitted to your store, which helps you plan and implement promotions in a timely manner. You can customize the promotions by excluding specific sections. For promotion pricing, the following sections are included in this chapter: V Promotion Pricing Overview V Before Your First Promotion Transmission V Receiving Promotion Pricing V Promotion Pricing Report Pinpoint pricing is a pricing strategy developed by TruServ that provides two alternative selling prices, referred to as competitive and highly competitive. This strategy applies to about 1000 items. For each of the pinpoint items you can choose the competitive price, the highly competitive price, or keep the item at your current retail price. Pinpoint pricing information is provided in two files, one for competitive prices and one for highly competitive prices. For pinpoint pricing, the following sections are included in this chapter: V Pinpoint Pricing Overview V Before Your First Pinpoint Price Transmission V Receiving Pinpoint Pricing V Reviewing Pinpoint Pricing V Promotion Pricing Report Important If you are not already transmitting or receiving information from TruServ (for example, transmitting your purchase orders), you must contact order processing at TruServ, 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to receive promotion or pinpoint pricing until you are set up for async communications with TruServ

114 Promotion Pricing Overview The following is an overview of the promotion pricing transmission process. EPM Step 1 Electronically receive promotion prices from TruServ using Function EPM. REPM xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 2 Process the promotion prices using Function REPM. REPM Step 3 Review the Promotion Pricing Report that prints with Function REPM. MIP xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 4 Make changes to the individual promotion prices in Function MIP. RUP Step 5 Start the promotion by running Report RUP, Option F. Before Your First Promotion Transmission Use the following procedures to prepare your system to receive promotion pricing electronically from TruServ. You need to complete the procedures before your first promotion pricing transmission. 9 Setting Up Function MTC Use the following procedure to enter your member number in Function MTC. 1. At any menu, type MTC and press <Enter>. 2. At Transmission Control Stream, type COTRPM and press <Display>. 106 Promotion Pricing Overview

115 If the Control Stream does not appear on the screen, call the CCI/Triad Advice Line. 3. Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR. 5. Press <Change>. 6. Press <End> to exit the screen. 7. Notify TruServ that you intend to transmit. Call TruServ order processing at 1(800) Tell them you have a Triad system and would like to receive promotion pricing information. Ask them for the sequence number for promotion pricing. Make a note of this number, you will need it for the procedure in the next section. Multistore Users Enter the member number for Store 1. You do not have to set up a control stream for each store for promotion price transmissions. Setting Up the Sequence Number Use the following procedure to set up the starting sequence number for promotion price changes. The Triad system and the TruServ system use sequence numbers to identify specific promotion price change files. 1. At the Main Menu, type COTUTL and press <Enter>. The Cotter Member Communications System Utility (COTUTL) Screen displays. 2. At Last Promotions Sequence Number, type the promotion pricing sequence number that order processing gave you, and then press <Enter>. 3. Press <Change>. 4. Press <End> to exit the screen. 9 Before Your First Promotion Transmission 107

116 Running the MCSTST Utility This procedure is optional. Run the utility on your system only if you are not already communicating with the TruServ MCS system. If you are communicating with the MCS system, do not run this utility. Continue with the next section, Receiving Promotion Pricing. Important Do not run the MCSTST utility if you are already transmitting data to or from the TruServ MCS system. If you are already transmitting data to or from the MCS system, a 14.4 or greater modem is installed in your system and you are set up on the MCS system. For steps on how to run this utility, go to Appendix A, Running the MCSTST Utility. After running the utility, return to this chapter and continue with the next section. Receiving Promotion Pricing Use the following procedure to receive promotion pricing from TruServ. Promotion pricing is available from TruServ three weeks before the start date of the promotion. If you are not sure what promotion pricing is available or when, call TruServ at 1(800) for more information. The promotion pricing process consists of two procedures: V receiving the promotion prices from TruServ using Function EPM V processing the promotion prices on the Triad system using Function REPM Receiving Promotion Prices Use the following procedure to receive promotion prices At any menu, type EPM and press <Enter>. The Electronic Promotion Pricing Transmission (EPM) Screen displays. 2. At Transmission Control Stream, type COTRPM. 3. Press <Run>. A message displays that the request has been sent to a channel. The Triad system dials the system at TruServ and receives the most recent promotion files. 108 Receiving Promotion Pricing

117 4. Press <End> to exit the screen. You can check the status of the transmission in Function ASYMSG or Function QUE. When the transmission is complete, you can process the promotions using Function REPM. If you see an error message, refer to the tabbed chapter, Troubleshooting, for more information. Processing Promotion Prices Use the following procedure to process promotion prices after receiving them with Function EPM. 1. At any menu, type REPM and press <Enter>. The Promotion Pricing Report Screen displays. 2. Multistore users: Check the Store field. If you want to process Promos for one store only Promos for all stores Then Enter the store number in the store field Leave the Store field blank Note: After you run Report REPM for a specific Direct Mail File, the system deletes the file. 3. At Printer, press <Enter> to accept the spooler option and printer. or Type a different printer number or press <Back Tab> to change the spooler options. The report prints in order of Direct Mail #, Promotion Page Number, CPB Page Number, SKU. 9 Receiving Promotion Pricing 109

118 4. At Options, type the option you want and press <Enter>. Option A Add Even If Vendor Does Not Match P Use Promo Cost In GP% Calculation S Print Items In Excluded Sections Z Print Items Not On File Definition The promotion record will be added even if the item s primary vendor is not the same as the vendor code entered in the Vendor Code field. If you select this option, the GP% that prints on the report is calculated using the promotion cost. If you do not use this option, the GP% is calculated using the average or replacement cost (based on the Cost Used In Calculations field in Function MIC). The GP% prints on the report and is not updated to the Inventory File. If you select this option, items in sections that you have excluded from this promotion print in the Items Not Added section of the report. Otherwise, these items do not print. This option prints any item not in your Inventory File in the Items Not Added section of the report. Otherwise, these items do not print. 5. At Vendor Code, press <Enter> to accept the default. or Type your code for TruServ. 6. At Promo Start Date, press <Enter> to accept the date sent from TruServ. or To change the start date of the promotion, enter your desired start date. If you want to override TruServ s promotion start and end dates, you may enter your own date range in the date fields. If you press <Enter> to leave the field blank and accept the default, the date range placed in the Promotion File is from the transmitted promotion pricing dates. The dates print in the report totals At Promo End Date, press <Enter> to accept the date sent from TruServ. or To change the end date of the promotion, enter your desired end date. If you want to override TruServ s promotion start and end dates, you may enter your own date range in the date fields. 110 Receiving Promotion Pricing

119 If you press <Enter> to leave the field blank and accept the default, the date range placed in the Promotion File is from the transmitted promotion pricing dates. The dates print in the report totals. 8. At Direct Mail ID #, type the direct mail number for the promotion you want to receive and press <Enter>. or Do the following to display a list of available promotions and select the one you want to process: VPress <Query> to display the window. VPress <Up/Down Arrow> to highlight the promotion. VPress <Save> to close the window and enter the direct mail number in the Direct Mail ID # field. The direct mail number is assigned by TruServ and appears on the promotion ordering forms you use to order promotion merchandise. 9. At Sections To Exclude, type the section code(s) you want to exclude from your promotion file and press <Enter>. TruServ promotion pricing is not customized by member, but you can use the Sections To Exclude field to limit what gets added. Refer to the TruServ Direct Mail Agreement for section codes. 10. Press <Run> to process the promotion prices. The system adds the promotion prices to the Promotion File (Function MIP). Review the report for more information about the promotion items. Reviewing the Promotion Pricing Report This section describes the Promotion Pricing Report that prints when you process promotions with Function REPM. How the Report Is Organized The Promotion Pricing Report consists of the following two sections: V Items Not Added The promotion prices that the system added to the Promotion File print in this section. V Promotions Added The promotion prices that the system did not add to the Promotion File print in this section. 9 Reviewing the Promotion Pricing Report 111

120 The following is an example of the Items Not Added section: The following is an example of the Promotions Added section: Field Definitions Common to Both Sections Note If you have the six-digit TruServ number loaded as an alternate part number, then the alternate SKU prints in the SKU column. If the alternate SKU is longer than six digits, it prints on the following line next to the message, THE ABOVE SKU IS AN ALTERNATE PART #, THE ACTUAL SKU IS: The same fields print in each section of the report, with a few exceptions. Use the following table to review the fields that are common to both sections of the report. Field SKU Description QOH Definition The SKU number for this item. The item description from your Inventory File. When the reason code is NOF (Not On File), the description does not print in the Items Not Added section. The quantity on hand from Function IMU. 9 QOO FOQ PROMO TYPE CURR RETAIL PROMO PRICE The quantity on order from Function IMU. The future quantity on order from Function IMU. The item s promotion type. This is the Direct Mail # preceded by the letters DM. For example, if the promotion is Direct Mail #11, then the promotion type is DM11. In Function MIP, this code displays in the Promotion Type field. The retail price from Function IMU. If the reason code is NOF, the current retail price does not print in the Items Not Added section. The promotion price transmitted from TruServ. 112 Reviewing the Promotion Pricing Report

121 Field CURR REPL PROMO COST Definition The replacement cost from Function IMU. If the reason code is NOF, the current replacement cost does not print in the Items Not Added section. The promotion cost transmitted from TruServ. This is the lower cost at which the item can be purchased from TruServ during the promotion ordering period. If necessary, the system converts this cost to represent the cost of an item s stocking unit. This cost is not added to the Promotion File. It prints on the report for your information. For example: If the cost transmitted is for a roll, then the system divides the cost by the order multiple. If you stock the roll item by the foot, the cost of a foot is used in the calculation. PROMO/CPB PAGE PROMO GP% PROMO DESCRIPTION PROMO START/ END DATES The promotion page and CPB page. Under this column are two page numbers divided by a slash. The first page number is the promotion page, and the second page number is the CPB page. The promotion page is the page number on which the item appears in the True Value promotion advertisement. The CPB page is the page number on which the item appears in the TruServ catalog. The gross profit percent of the item while it is on promotion. The cost used in this calculation depends on the Cost Used In Calculations field in Function MIC. This is the description of the promotion from TruServ. It includes the direct mail number. For example, DM68 August Basic 12. These dates appear with the totals in each section. 9 Reviewing the Promotion Pricing Report 113

122 Items Not Added Section In addition to the fields that print in both sections of the report, this section also includes the Reason Not Added field. Use the following table to help you understand the Reason Not Added codes that print in the Items Not Added section. Each code is followed by the corrective action, if any is needed. Code EXCS Excluded Section FREE KPN Keep Prices No NOF Not On File VDM Vendor Doesn t Match Description and Action The item is in an excluded section. If you want to receive all items from this section, use Function REPM to reprocess the promotion without excluding this section. For this promotion, this item is free when purchased with another item. This code is for your information. There is no action you need to take. The Keep Prices field is set to N (No) in Function IMU, the Codes Screen. If you want to keep prices for this item, change the field to Y. The item does not exist in Function IMU or MAP. NOF items print only when you use Option Z. If this is an item you stock, add it in Function IMU. The primary vendor code for this item does not match the code you entered in Function EPM. The item is not added to the Promotion File, unless you use Option A. You can change the primary vendor in Function IMU, or use Option A to add items when the vendor codes do not match Reviewing the Promotion Pricing Report

123 Promotions Added Section In addition to the fields that print in both sections of the report, this section also includes the ST field (the store field) and the % Off Retail field. Other information may also be included for a promotion item. Use the following table to review the indicators that may print in this section. Indicator an asterisk (*) a pound sign (#) the letter D Definition Prints at the end of a detail line. It indicates that the item exists in Function MIP for another promotion with dates that overlap the start/end dates for this promotion. You can make adjustments in Function MIP to ensure that the item is not on promotion at the same time as another promotion. Prints next to the promotion price. It indicates that the promotion price is higher than the retail price in Function IMU. Prints at the end of a detail line. It indicates that the item is discontinued (the Discontinued field is Y in Function IMU). For discontinued items, you can do the following: V If you have quantity on hand, then you can leave it on promotion. V If you don t have quantity on hand, then you must decide whether you want to run the promotion. If you want to run the promotion, then you will need to order that item. If you don t want to run the promotion, then delete that item from the promotion through Function MIP. 9 Reviewing the Promotion Pricing Report 115

124 Activating Promotion Prices You activate promotion prices received from TruServ like you do any other promotion. V After you process the promotion prices with Function REPM, the system places the promotion prices in the Promotion File (Function MIP). V When you are ready to activate the promotion, run Report RUP with Option F. V When the promotion end date is reached, run Report RUP again with Option F. If you want a report of promotion history, run Report RPM before running Report RUP with Option F. The reports can be added to an end-of-day queue. For more information about promotions, refer to your Pricing and Promotions Manual Activating Promotion Prices

125 Pinpoint Pricing Overview The following is an overview of the pinpoint pricing transmission process. EPM Step 1 Electronically receive pinpoint prices from TruServ using Function EPM. When new pinpoint price change files are available, they will transmit with the promotion price files. REPM xxxxxxxxx xxxxxxxxx xxxxxxxxx REPM MIP xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 2 Process the pinpoint price files using Function REPM. The pinpoint price files are named DM20 Highly Competitive and DM40 Competitive. Step 3 Review the pinpoint prices using the report that prints after Function REPM processes the files. The far right column indicates the status of the item. An A indicates a new item added, a C indicates a change to an existing item, and a D indicates that the item is no longer a pinpoint price item and will be deleted. Step 4 Make changes to the individual pinpoint prices in Function MIP. Run Report RPM to print sales history for pinpoint price items before running Report RUP. RUP Step 5 Enter the pinpoint prices into Function IMU by running Report RUP, Option UF. The prices are entered into the Promo Price field. The Promo Sales Code field is updated with an E to indicate that this is a pinpoint price item. Before Your First Pinpoint Price Transmission Pinpoint prices are received with promotion prices. There are no setup procedures for pinpoint prices. You must have completed the setup steps for promotion prices in order to receive pinpoint prices. If you are not already receiving promotion prices, refer to the first sections of this chapter, including the section, Before Your First Promotion Price Transmission. If you are already using Function EPM to receive promotion prices, continue with the next section, Receiving Pinpoint Pricing. 9 Pinpoint Pricing Overview 117

126 Receiving Pinpoint Pricing Use the following procedure to receive pinpoint pricing from TruServ. New pinpoint pricing files are available once a month. You should receive pinpoint prices each month to keep your pinpoint prices up to date and accurate. The pinpoint pricing process consists of two procedures: V receiving the pinpoint prices from TruServ using Function EPM V processing the pinpoint prices on the Triad system using Function REPM Receiving Pinpoint Prices The pinpoint price files are received along with promotion price changes. There is no separate procedure to only receive pinpoint price changes. For more information about receiving promotion price changes, refer to the section, Receiving Promotion Pricing. New pinpoint pricing files are available once a month. The file names do not change each month. The files are V DM20 Highly Competitive Pinpoint Prices V DM40 Competitive Pinpoint Prices Once a month, after receiving new pinpoint prices, process the pinpoint prices using the procedure in the next section. Processing Pinpoint Prices Use the following procedure to process pinpoint prices after receiving them with Function EPM. This process enters the pinpoint price changes into Function MIP. Pinpoint prices are added to Function MIP only for items that exist in your inventory (Function IMU). 1. At any menu, type REPM and press <Enter>. The Promotion Pricing Report Screen displays. 2. Multistore users: Check the Store field. 9 If you want to process Promos for one store only Promos for all stores Then Enter the store number in the store field Leave the Store field blank After you run Report REPM for a specific Direct Mail File, the system deletes the file. 118 Receiving Pinpoint Pricing

127 3. At Printer, press <Enter> to accept the spooler option and printer. or Type a different printer number or press <Back Tab> to change the spooler options. 4. At Options, leave the field blank. 5. At Vendor Code, press <Enter> to accept the default. or Type your code for TruServ. 6. At Promo Start Date, press <Enter> to accept the date sent from TruServ. or To change the start date of the pinpoint prices, enter your desired start date. If you press <Enter> to leave the field blank and accept the default, the date placed in Function MIP is the date transmitted by TruServ. 7. At Promo End Date, press <Enter> to accept the date sent from TruServ. or To change the end date of the pinpoint prices, enter your desired end date. If you press <Enter> to leave the field blank and accept the default, the date placed in Function MIP is the date transmitted by TruServ. 8. At Direct Mail ID #, type DM20 or DM40 and press <Enter>. or Select DM20 or DM40 from the list of available files by doing the following: VPress <Query> to display the window. VPress <Up/Down Arrow> to highlight DM20 or DM40. VPress <Save> to close the window and enter the direct mail number in the Direct Mail ID # field. The direct mail number is assigned by TruServ and for pinpoint prices does not change each month. DM20 is the file name for highly competitive pinpoint price changes and DM40 is the file name for competitive pinpoint prices. 9. At Sections To Exclude, leave the field blank. 10. Press <Run> to process the pinpoint prices. The system adds the pinpoint prices to Function MIP for items that you stock (the items that exist in Function IMU). Continue with the next section to review the pinpoint prices before activating them (entering them in Function IMU). 9 Receiving Pinpoint Pricing 119

128 Reviewing Pinpoint Prices This section describes the Promotion Pricing Report that prints when you process pinpoint prices with Function REPM. The report is the same report that prints when you process promotion prices. For examples of the report and a review of each field, refer to the section Reviewing the Promotion Pricing Report. When reviewing the report, look at the last column on the right side of the page. The following codes may display in this column: V A Indicates that this is a new item added to Function MIP. The first time you receive pinpoint prices and process them with Function REPM, all the items will be coded with an A. In Function MIP, be sure to delete any A coded items that you do not want to activate. Any A coded items that you delete will not be re-added to Function MIP the next time you receive pinpoint prices. Only items new to pinpoint pricing and your inventory will be coded as A items the next time you receive pinpoint prices. V C Indicates that this item already existed in Function MIP and has been changed (for example, a price change or a date change). V D Indicates that this item exists in Function MIP and will be deleted when you run Report RUP. Activating Pinpoint Prices Tip Use online help if you need more information about Report RUP. You activate pinpoint prices received from TruServ like you do promotion prices, except you use Option U. V After you process the pinpoint prices with Function REPM, the system places the pinpoint prices in Function MIP. V When you are ready to activate the pinpoint prices, run Report RUP with Options UF. This will update the pinpoint prices in the Promotion field in Function IMU and update the Promo Sales Code field in Function IMU with an E. The E code indicates that this is not a regular promotion price, that it is an everyday low price (pinpoint price). When you run Report RUP you must fill in the From/To Promo Type field; for example, From DM20 To DM20. 9 If an item is on multiple promotions, you may want the lowest price activated unless it is a pinpoint item. To activate the pinpoint price instead of the lower promotion price, do the following: 1. Run Report RUP with Options YF. This will activate any current promotions and enter the lowest promotion price in the Promotion field in Function IMU, Screen P. 2. Run Report RUP again with Options UF. Enter the pinpoint promo name in the From/To Promo Type fields. For example, enter From DM20 To DM Reviewing Pinpoint Prices

129 This overrides the promotion price activated in the first step for pinpoint items only. It enters the pinpoint price in the Promotion field in Function IMU, Screen P. The Promotion field for non pinpoint items is not changed. 9 Activating Pinpoint Prices 121

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131 10 Contents Direct Mail Overview Questions You May Have Setting Up to Receive Direct Mail Data Setting Up the Control Stream Receiving Direct Mail Data Using the Direct Mail Report Report RDM Creating a PO With Direct Mail Data

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133 10 Direct Mail Direct mail data is electronically transmitted from TruServ to your store. With the direct mail data you can: V Reduce the manual effort involved in capturing and using Direct Mail data. V Print a direct mail report (Report RDM) that combines direct mail data with item stock information and history data. V Automatically insert the Book/Page/Line# and relay cost of direct mail items when creating a purchase order in Function MPO. The following sections are included in this chapter: V Overview V Questions You May Have V Setting Up to Receive Direct Mail Data V Receiving Direct Mail Data V Using the Direct Mail Report V Creating a PO with Direct Mail Data If you need more information as you are working with direct mail functions and reports, use online help. To access online help, press <Shift><Help> when you are in a function or report screen. To access online help from the Main Menu, type HELP and press <Enter>. Important If you are not already transmitting or receiving information from TruServ (for example, transmitting your purchase orders), you must contact order processing at TruServ at 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to receive direct mail data until you are set up for async communications with TruServ

134 Overview The following is an overview of the direct mail process. EDM Step 1 Receive direct mail data from TruServ with Function EDM. RDM Step 2 Use Report RDM to review the direct mail data. MPO xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 3 Use direct mail data when creating a purchase order in Function MPO. Questions You May Have This section presents the answers to some frequently asked questions about direct mail transmissions. How can I access online help? Press <Shift><Help> when you have a function or report displayed on your screen. To access online help from the Main Menu, type HELP and press <Enter>. Can I view the Direct Mail Data File? No. You cannot access the Direct Mail Data File. However, you can print the direct mail data with Report RDM. How do I delete the Direct Mail Data File? You do not have to delete the Direct Mail Data File. The Triad system automatically deletes old direct mail data during its nightly maintenance routine. How long is direct mail data stored on my Triad system? 10 The system stores direct mail data for 30 days from the warehouse expiration date. The warehouse expiration date prints on the prepage of Report RDM. 126 Overview

135 Do I still use Function EPM and Report REPM to receive promotion prices? Yes. The procedure for receiving promotion prices is the same. Refer to the tabbed section, Promotion Pricing, for more information. After I create a purchase order, how do I send it to TruServ? Transmit a direct mail purchase order the same way you send other purchase orders. Use Function BTC, the control stream COT. Refer to the tabbed section, Purchase Orders, for more information. How much room does the Direct Mail Data File take up on my system? That depends on the amount of direct mail data that is stored in the file. Your Triad system monitors file space for the Direct Mail Data File and automatically deletes old direct mail data during its nightly maintenance routine. What should I do if I have problems with the direct mail transmission? If you have a problem receiving direct mail data, try receiving direct mail data again. If you are still not successful, do the following: 1. Make note of any error messages you see on the screen. 2. Check Function ASYMSG for messages about the transmission. 3. Call the Advice Line at 1(800) to help you solve the problem. Besides reading this chapter, where else can I learn about direct mail? If you need more information as you read this chapter, or when you work with direct mail functions and reports, use online help. Setting Up to Receive Direct Mail Data Complete the following procedures before you receive direct mail data for the first time. You need to do the following: V Enter your member number in the control stream in Function MTC. V Enter the starting file number in Function COTUTL. The following sections explain these procedures. Setting Up the Control Stream Use the following procedure to enter your member number. 1. At any menu, type MTC and press <Enter>. The Maintain Transmission Control Stream (MTC) Screen displays. 10 Setting Up to Receive Direct Mail Data 127

136 2. At Control Stream Name, type COTEDM and press <Display>. The following screen displays. 3. Press <Enter> until your cursor is on this line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X in XXXX-X. Multistore Users Enter your member number for Store 1. You do not have to set up a control stream for each store. 5. Type your member number over the Xs. Include the dash before the last digit. The number you enter here is the same number that exists in the Assigned Cust # field in Function MVR. Function MVR does not include the dash. You must enter the dash in the control stream. 6. Press <Change>. 7. Press <End> to exit the screen. Receiving Direct Mail Data The following procedure explains how to receive direct mail data from TruServ. Direct mail data is available from TruServ three to four months before the start date of the promotion. When you receive the direct mail information in the mail from TruServ, the information is available for transmission. 10 Function EDM receives all direct mail items into the Direct Mail Data File. This includes all sections of the direct mail promotion, even items you do not stock in your Inventory File. You can specify sections to exclude when you print Report RDM. 128 Receiving Direct Mail Data

137 Use steps 1 through 4 to receive direct mail data. 1. At any menu, type EDM and press <Enter>. The Electronic Direct Mail Transmission (EDM) Screen displays. 2. At Printer, type your printer and spooler options. 3. Press <Run> to start the transmission. The message displays, REQUEST HAS BEEN QUEUED. When the transmission is complete, a short Transmission Report prints. The report lists the number of files received and the direct mail ID# of each file. 4. Press <End> to exit the screen. The process of receiving direct mail data does not tie up your terminal. You can press <End> to exit this screen and use the terminal for other work. Your Triad system stores the direct mail data for 30 days. After 30 days from the warehouse price expiration date, the nightly maintenance routine automatically deletes the data. Use steps 5 through 8 to check on the direct mail transmission. Use Function ASYMSG and Function REPQMSG to check on the transmission. 5. At any menu, type ASYMSG and press <Enter>. The Async Transmission Log displays. The following lines print for each transmission. The last line indicates if the transmission was successful. COTTRAN: STARTING TRANSMISSION COTTRAN: DIALING PHONE NUMBER PLEASE WAIT COTMCS: MCS TRANSMISSION ATTEMPT 1 COTMCS: MCS TRANSMISSION SUCCEEDED COTTRAN: # OF FILES: 3 BEG SEQ: 1 END SEQ: 3 COTTRAN: SUCCESSFUL TRANSMISSION 6. Press <End> to exit the screen. 7. At any menu, type REPQMSG and press <Enter>. The Report Queue Manager Log displays. The following messages indicate that the creation of the Direct Mail File was successful. BEGAN EDM ST=1 TE=12 US=LINDA ENDED EDM BEGAN EDM ST=1 TE=12 US=LINDA ENDED EDM The log displays two messages for each transmission. The first message is for the transmission of direct mail data. The second message is for the printing of the Transmission Report. 10 Receiving Direct Mail Data 129

138 8. Press <End> to exit the screen. If you have a problem receiving direct mail data, try receiving direct mail data again. If you are still not successful, do the following: a. Make note of any error messages you see on the screen. b. Check Function ASYMSG for messages about the transmission. c. Call the Advice Line at 1(800) to help you solve the problem. 10 Multistore Users You must enter a store number in the Store field. This field cannot be blank. Using the Direct Mail Report The following procedure explains how to print the direct mail data with Report RDM. Use Report RDM to: V Print the direct mail data received from TruServ. V Print sales history for items that you have on file. V Update user codes for promotion items that you stock. V Write down the quantities that you want to order for each item. 1. At any menu, type RDM and press <Enter>. The Direct Mail Relay Item Report (RDM) Screen displays. 2. At Printer, press <Enter> to accept the spooler option and printer. or Type a different printer number or press <Back Tab> to change the spooler options. 3. At Sequence, press <Enter> to use printing sequence 1. Printing sequence 1 prints the report in Book/Page/Line# order. Up to 15 items print per page. A new page starts each time the Page changes. 4. At Options, type the option(s) you want to use. Use online help if you need more information about the Options field. 5. At Vendor Code, press <Enter> to accept the default. or Type your code for TruServ. 6. At Direct Mail ID#, type the direct mail number. The direct mail ID# is the number TruServ uses to identify a promotion. 7. At Sections to Exclude, type the section code(s) you want to exclude from printing on the report. For example: You want to exclude the automotive insert from direct mail ID# 23. According to your direct mail information from TruServ, the section code for the automotive insert is A. Type A in this field to exclude the automotive insert information from printing on the report. 130 Using the Direct Mail Report

139 8. At Print Period Sales History, type Y if you want to print sales history. 9. At Update User Codes, type Y if you want to update the User Code field. If you code the direct mail items, you can run inventory and purchasing reports using those codes. For example: You received direct mail data for the Fall Shopper promotion. In the User Code field, you code the items with an F for Fall Shopper. Now you can run a report, such as the suggested order report (Report RSO), and select only those items with user code F. 10. At Copies, press <Enter> to accept the default. or Type the number of copies you want. 11. At Book/Page, leave the From and To Fields blank to print all items. You can also type a range of Book/Pages to limit the information that prints for the direct mail ID#. 12. Press <Run>. The report processes for the direct mail ID# you specified. 13. Press <End> to exit the screen. Tip Use online help if you need more information about the sales history and user codes windows. Report RDM The following is a sample of Report RDM. MSOP 10 Using the Direct Mail Report 131

140 Use the following table to review the fields on the report. Field Definition 1234 A234 B234 Use Option U to print user code information. Option U prints these fields. If you don t use Option U, FUTURE RELAYS prints. FUTURE RELAYS MSOP COT RETL SALES HISTORY If you do not use Option U, this field prints. If the item is included in other relays, the direct mail ID numbers print. This field indicates other codes and ordering information. V The M column prints the Popularity Code field from Function IMU, Screen C. V The S column prints the Seasonal Sales Code field from Function IMU, Screen C. V The O column prints the Order Indicator field from Function IMU, Screen S. V The P column prints the Promo Sales Code field from Function IMU, Screen C. Use Option R to print the TruServ suggested retail price. Use Options X, Y, and Z to not print sales history information. V Use Option X to not print the LYR PROMO (last year promotion sales units) column. V Use Option Y to not print the YTD PROMO (year to date promotion sales units) column. V Use Option Z to not print the 12 MONTHS (last 12 months sales units) column. Creating a PO With Direct Mail Data The following procedure explains how to use direct mail data to create a purchase order (PO) in Function MPO. When creating a direct mail PO in Function MPO, use the direct mail data to automatically insert the following: V the Book/Page/Line# in the Mfg #/Spcl field V the relay cost in the Unit Cost field V the description of items not in your Inventory File in the Description field 1. At any menu, type MPO and press <Enter>. 10 The Modify Purchase Order (MPO) Screen displays. 132 Creating a PO With Direct Mail Data

141 2. At Order Type, type R. Use Order Type R to indicate that the PO is a direct mail PO. 3. At Reference#, type the direct mail ID#. An item may exist on more than one direct mail promotion. The system uses the direct mail ID# to determine which direct mail data to use when adding the item to the PO. 4. Fill in the other fields on the screen as you normally do when creating a PO. Then press <Add>. 5. Press <Next Screen>. The Modify Purchase Order (MPO) Detail Screen displays. 6. Add items to the PO. If you enter an item in the Item Number field, the system automatically enters the: V Book/Page/Line# in the Mfg #/Spcl field V relay cost in the Unit Cost field V item description from Function IMU in the Description field If you leave the Item Number field blank, and the Mfg #/Spcl field contains a valid number from the Direct Mail Data File, then the system automatically enters the relay cost and the description. The number in the Mfg #/Spcl field is the eight-digit Book/Page/Line# with no spaces or hyphens. The system updates the Future Order field in Function IMU (not the Quantity On Order field) with the order quantities of direct mail POs, Order Type R. 7. Press <End> to exit the screen. Tip Use Report RPP to print direct mail POs. Option O prints only direct mail POs. 10 Creating a PO With Direct Mail Data 133

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143 11 Contents 11 Electronic File Maintenance Overview Questions You May Have Setting Up EFM Setting Up the Control Stream Setting Up the Defaults Setting Up the Beginning Sequence Number Receiving EFM Data Reading the Transmission Report Exception Section Additional Information Section Total Section Reviewing EFM Data Making Changes to EFM Data Adding EFM Data to Your Inventory

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145 11 Electronic File Maintenance 11 Inventory changes and new inventory items are electronically transmitted from TruServ to your Triad system. This process is called Electronic File Maintenance (EFM). With the EFM data you can: V more easily manage changes to your inventory items V reduce the manual effort involved in adding new items to your Inventory File V easily add or change UPC codes This chapter contains the following information: V Overview V Questions You May Have V Setting Up EFM V Receiving EFM Data V Reading the Transmission Report V Reviewing EFM Data V Making Changes to EFM Data V Adding EFM Data to Your Inventory If you need more information as you read this chapter, or when you are working with an EFM function or report, use online help. To access online help, press <Shift><Help> when you are in a function or report screen. To access online help from the Main Menu, type HELP and press <Enter>. Important If you are not already transmitting or receiving information from TruServ (for example, transmitting your purchase orders), you must contact order processing at TruServ at 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to receive EFM data until you are set up for async communications with TruServ. 137

146 11 Overview The following is an overview of the EFM process. EFM Step 1 Electronically receive EFM data from TruServ using Function EFM. MSP RFL Step 2 Review EFM data using the Transmission Report (spooled in Function MSP) and Report RFL (to view the items updated to Function FIL). FIL xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 3 Change EFM data using Function FIL. RFL Step 4 Add EFM data to your Inventory File using Report RFL. Questions You May Have This section presents the answers to some commonly asked questions about receiving EFM data. Do I need any special hardware? Yes. You must have a 14.4 asynchronous modem installed in your Triad system. Call Triad Direct at 1(800) if you need to order the modem. If you are not sure whether you have this modem, contact your Field Engineer at 1(800) Is EFM data transmitted directly to my Inventory File? No. Your Inventory File is not immediately affected by EFM data. The system receives and stores the data so that you can review and change it before you add it to your Inventory File. Use Function FIL and Report RFL to change and review EFM data. 138 Overview

147 Is there a quick way to delete a whole range of EFM data? 11 Yes. Use Report RFL and one of the following options. V Use Option Z to delete all EFM data. V Use Option X to delete invalid data. Invalid data is any item that generates an error message when you print Report RFL. V Use Option Y to delete valid data you did not select to add to your Inventory File. Valid data is any item whose Function FIL Add/ Change item in IMU field is N. Valid data does not generate an error message when you print Report RFL. I use my own department codes. Can I receive new item EFM data and not use TruServ codes? Yes. In Function EFM, type Y in the Use Default Dept for All field and fill in the Default Dept field. Then all new items are updated to Function FIL with the default department code. You can change the code in Function FIL to the correct department code for each item. I use my own SKU numbers. Can I still receive EFM data? Yes, if your SKU number is cross-referenced to the TruServ SKU number in Function MAP. I received EFM changes last week, but have not added the changes to my Inventory File. What happens if I receive EFM data again? If data for an item exists in Function FIL and you receive more updates for that item, the data will be updated to the existing item in Function FIL. I m trying to change my user code defaults in Function EFM, but I can t. Why? When you display the Update User Code window in Function EFM, you may get the message, CANNOT CHANGE CODES BECAUSE HEADERS EXIST. This message means there is EFM data in Function FIL. You need to finalize or delete the data with Report RFL. Then you can change the user code defaults in Function EFM. When can I receive EFM data? A new EFM Data File is available every Monday from TruServ. How often should I receive EFM data? You should receive EFM data once a week. If you miss a week, your Triad system will receive the file(s) you missed the next time you receive EFM data. Questions You May Have 139

148 11 What information is included in EFM data? EFM data includes inventory fields such as department, class, order multiple, and stocking unit. You determine which fields update Function FIL with the Fields to Update field in Function EFM. What is the Triad system translation of TruServ departments? The Triad system translates the alphabetic TruServ department codes to numeric codes. Each letter code becomes a number. TruServ department code A translates to Triad system department code 1, department B to department 2, department C to department 3, and so on through department Z, which translates to department 26. The Triad system translation for classes and finelines uses the same codes as a Triad system FastStart tape of TruServ items. If you do not use this class and fineline coding method, then do not choose class and fineline when selecting which fields to update in Function EFM. Can I receive the same EFM Data File more than once? No. The Triad system keeps track of the last EFM Data File sequence number you received so that it does not receive the same file more than once. If you need to receive a file again, a utility is available. Contact the Advice Line at 1(800) for help. Setting Up EFM The following procedures explain how to set up your Triad system to receive EFM data. Do the following before you receive EFM data for the first time: V Set up the control stream COTEFM in Function MTC. V Set up and save the defaults in Function EFM. V Set up the beginning sequence number. Setting Up the Control Stream Use the following procedure to set up the control stream COTEFM. 1. At any menu, type MTC and press <Enter>. The Maintain Transmission Control Stream (MTC) Screen displays. 2. At Control Stream Name, type COTEFM and press <Display>. 140 Setting Up EFM

149 The following screen displays Press <Enter> to move the cursor to the following line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X in XXXX-X. 5. Type your member number over the Xs. Include the dash before the last digit. The number you enter here is the same number that exists in the Assigned Cust # field in Function MVR. Function MVR does not include the dash. You must enter the dash in this control stream in Function MTC. 6. Press <Change>. 7. Press <End> to exit the screen. Multistore Users Enter your member number for Store 1. You do not have to set up a control stream for each store. Setting Up the Defaults Function EFM, the control stream COTEFM, includes a feature that allows you to customize and save defaults. This will save you time because you do not have to fill in the fields on the screen each time you receive EFM data. You can change these defaults any time, but not user code defaults. You can change the user codes only when there is no EFM data in Function FIL. You can change the defaults and save them as new defaults. Or you can type over the defaults on the screen and not save them. If you do not save them, the system uses them for only one transmission. Use the following procedure to set up and save your defaults. If you need more information about a field while working on this screen, use online help. To access online help, press <Shift><Help> to display the Help Menu. Setting Up EFM 141

150 11 1. At any menu, type EFM and press <Enter>. The Electronic File Maintenance (EFM) Screen displays. 2. At Transmission Control Stream, type COTEFM and press <Enter>. The Item File Maintenance Transmission Screen displays. 3. At Printer, press <Back Tab>. Type S and press <Enter>. Type 91. By spooling the request to channel 91 you can review the report in Function MSP before you print it. Refer to the section in this chapter, Reading the Transmission Report, for more information about the report. 4. Fill in the following fields on the screen: VPrint Options VVendor Code VUpdate User Codes If you need information about a field, use online help. To access online help, press <Shift><Help>. 5. At Update Existing Items, type Y if you want to update Function FIL with EFM data. If you type N: VYour system does not update Function FIL with EFM data for existing items in your Inventory File. VYour cursor automatically skips to the Add New Items field. VGo to step 7 of this procedure. 142 Setting Up EFM

151 6. Continue filling in the fields on the screen. VOptions VFields to Update VFIL-Posting Flag Default If you need information about a field, use online help. To access online help, press <Shift><Help>. 7. At Add New Items, type Y if you want to update Function FIL with new item EFM data. If you type N: VYour system does not update Function FIL with new item EFM data. VYour cursor automatically skips the remaining fields on the screen. VGo to step 9 of this procedure. 8. Continue filling in the fields on the screen. VInclude/Exclude Depts VUse Default Dept for All VDefault Dept VFIL-Posting Flag Default VIn Stores VPrice Rounding If you need information about a field, use online help. To access online help, press <Shift><Help>. 9. Press <Change>. The system saves the defaults you entered. Each time you receive EFM data, you do not have to fill in each field again. 10. Press <End> to exit the screen. 11 Setting Up the Beginning Sequence Number Use the following procedure to set up the starting sequence number for EFM data. The Triad system and the TruServ system use sequence numbers to identify specific EFM files. 1. At the Main Menu, type COTUTL. The Cotter Member Communications System Utility (COTUTL) Screen displays. 2. Check the Last Item Update Sequence Number field. If the field is 000 continue with step 3. If the field is not 000, go to step 10. Setting Up EFM 143

152 11 3. Press <End>. Type MCSTST and press <Enter>. The Cotter Member Communications System Test Utility (MCSTST) Screen displays. 4. At Member Number, type your member number. 5. Press <Run>. The message displays, TRANSMISSION IN PROGRESS. 6. When the message displays, TRANSMISSION COMPLETE, press <Enter>. 7. Press <End> to exit the screen. 8. At the Main Menu, type COTUTL and press <Enter>. The Cotter Member Communications System Utility (COTUTL) Screen displays. 9. Check the Last Item Update Sequence Number field. There should be a number in this field. It should not be all zeros (000). If the number is 000, repeat steps 3 through 9. If the number is still 000, contact the Advice Line for assistanceat 1(800) Press <End> to exit the screen. Receiving EFM Data The following procedure explains how to receive EFM data and how to check the transmission log for messages. A new EFM Data File is available each Monday from TruServ. You should receive EFM data once a week. If you miss a week, your Triad system will receive the file(s) you missed the next time you receive EFM data. Use Function EFM to receive EFM data. In Function EFM you can use the defaults that you set up in the previous section, or you can type over any of the default values. Follow steps 1 through 5 to receive EFM data. 1. At any menu, type EFM and press <Enter>. The Electronic File Maintenance (EFM) Screen displays. 2. At Transmission Control Stream, type COTEFM and press <Enter>. The Item File Maintenance Transmission Screen displays. 3. Type over any fields on the screen that do not apply to this transmission of EFM data. If you want to permanently save your changes as defaults, press <Change> after filling in the screen. If you type over any fields and do not press <Change>, the options that you enter will apply only to this transmission. 144 Receiving EFM Data

153 If you need information about this function, use online help. To access online help, press <Shift><Help>. 4. Press <Run>. This will initiate the call from your Triad system to the system at TruServ. The transmission is complete when your cursor returns to the screen and you see the message, TRANSMISSION COMPLETED SUCCESSFULLY. 5. Press <End> to exit the screen. Follow steps 6 and 7 to check the Transmission Log. 6. At any menu, type ASYMSG and press <Enter>. The Async Transmission Log displays. The following message indicates a successful transmission. 11 COTEFM ITEM UPDATE IN PROGRESS DIALING PHONE NUMBER - PLEASE WAIT ITEM UPDATE - NUMBER OF FILES: ITEM UPDATE IS COMPLETE 7. Press <End> to exit the screen. If you have a problem receiving EFM data, try receiving EFM data again. If you are still not successful, do the following: V Make note of any error messages you see on the screen. V Check Function ASYMSG for messages about the transmission. V Call the Advice Line at 1(800) to help you solve the problem. Reading the Transmission Report After receiving EFM data, review the spooled Transmission Report in Function MSP. The report name is EFM. The report consists of the following four sections: V Prepage shows the options you chose for the EFM transmission V Exception shows items not updated to Function FIL and the reasons why V Additional Information contains information that is not included in the fields that update Function FIL V Total shows information about the total number of records received for new and existing items, file numbers, and dates The Transmission Report does not show the EFM data updated to Function FIL. Use the procedure in the next section of this chapter, Reviewing EFM Data, to print that information. The following are examples and information about the Exception, Additional Information, and Total sections. Reading the Transmission Report 145

154 11 Exception Section The Exception section shows items not updated to Function FIL and the reasons why. The following is an example of the Exception section. A code prints after each description in the description column. A C code indicates that the description is from TruServ. A T code indicates that the description is from your Inventory File. Review the REASON NOT ADDED column to determine why an item was not updated. There are three reason codes: Code VDM Vendor Does Not Match SOF SKU On File NOF Not On File Definition This means the item is in your Inventory File, but the primary vendor code for the item does not match the code you entered in the Vendor Code field in Function EFM. If you want to update Function FIL when the vendor code does not match, use Option A (Add Even if Vendor Does Not Match) in Function EFM. This means EFM data for a new item was not updated to Function FIL because the item already exists in your Inventory File. This means EFM data for existing TruServ items was not updated to Function FIL because the item is not in your Inventory File. These items print only if you use Option Z (Print Items Not on File) in Function EFM. 146 Reading the Transmission Report

155 Additional Information Section 11 The Additional Information section contains information that is not included in the fields that update Function FIL. The following is an example of the Additional Information section. Review the TYPE column to determine what additional information is included for a particular item. The information types are V Closeout V To Be Discontinued V Change to F Pack V Freight Discount Review the DS START/END DATE columns to determine the start and end dates of drop ship merchandise. Total Section The following is an example of the Total section. Note It is normal for the number of records to not add up to the GRAND TOTAL number. Reading the Transmission Report 147

156 11 This section includes reference information that you can use to determine: V Starting and ending sequence numbers Use these numbers if you need to re-receive an Update File. V Total records added to COTEFM This is the number of items updated to Function FIL for existing items in your Inventory File. V Total records added to COTNEW This is the number of items updated to Function FIL for new items. V Total records that were not added as item updates This is the number of items that were not updated to Function FIL because of choices you made in Function EFM (for example, you chose not to add new items) or because the item does not exist in your Inventory File. Reviewing EFM Data The following procedure explains how to use Report RFL to review EFM data. After reviewing the data, use Function FIL to make changes to the data. Function FIL is explained in the next section, Making Changes to EFM Data. 1. At any menu, type RFL and press <Enter>. The Flexible Inventory Loading Report (RFL) Screen displays. 2. At Printer, press <Enter> to accept the spooler option and printer. or Type another spooler option or printer number. This can be a long report depending on the options you use and the number of EFM items in Function FIL. If you spool the report, you can review it in Function MSP before you print it. 3. At Copies, press <Enter> for one copy. or Type the number of copies you want. 4. At Printing Seq, press <Enter> for Print Sequence 2. or Type another print sequence. Print Sequence 2 prints the items in SKU number order. Use Print Sequence 1 to print the items in department order. 148 Reviewing EFM Data

157 5. Fill in the Options field. 11 Option B W Blank F Definition Use Option B if you are reviewing EFM data for items that are in your Inventory File. Option B prints both Inventory File and EFM data information. Use Option W if you want to include an item whose Function FIL Add/Change item in IMU field is set to N. Leave the Options field blank if you are reviewing EFM data for new items. Do not use Option F. You do not want to add the EFM data to your Inventory File until after you review it and make any need changes. 6. At Flex Name, type COTEFM or COTNEW. Use Flex Name COTEFM to review EFM data for items that are already in your Inventory File. Use Flex Name COTNEW to review EFM data for new items that are not yet in your Inventory File. 7. Press <Run>. You now have a report of EFM data. Review the report. Look for information that you do not want to add to your Inventory File. Review the report for error messages. Error messages print if supporting information is not set up. For example, you chose to update the manufacturer vendor field. The EFM data for an item includes a vendor that is not set up in Function MVR. This causes the following error message to print on the report: ****ERROR**** IN: MANUFACTURER FOR SKU: You can correct the error by adding the supporting information that is missing (such as the vendor code in Function MVR in the previous example). Or you can change the EFM data. Use the procedure in the next section, Making Changes to EFM Data, if you want to change the EFM data before you add it to your Inventory File. If you need more information about error messages and how to correct them, refer to your Inventory Item Information Manual, the tabbed section, Loading Inventory. 8. Press <End> to exit the screen. Reviewing EFM Data 149

158 11 Making Changes to EFM Data The following procedure explains how to make changes to EFM data in Function FIL. You can display EFM data about new items with Flex Name COTNEW. To display EFM data for existing items in your Inventory File, use Flex Name COTEFM. In Function FIL you can: V Display the item and its EFM data. V Change or delete information for the item. V Set the Add/Change field so only those changes you want to make are added to your Inventory File. V Change the In Stores field for new items. 1. At any menu, type FIL and press <Enter>. The Flexible Inventory Loading (FIL) Screen displays. 2. At Flex Name, type COTEFM or COTNEW. Press <Display>. Use Flex Name COTEFM to make changes to EFM data for items in your Inventory File. Use Flex Name COTNEW to make changes to EFM data for new items not yet in your Inventory File. The following is an example of Function FIL. 3. At Adding New Items, press <Enter>. If Flex Name is COTEFM, then this field defaults to N and you cannot change it. If Flex Name is COTNEW, then this field defaults to Y if the Add New Items field in Function EFM is Y. 150 Making Changes to EFM Data

159 4. Multistore users: If the Adding New items field is Y, the Adding New Items Window displays when you press <Enter>. This field defaults to the store numbers you entered in the In Stores field in Function EFM. Press <Save> if you add most or all new items to the stores displayed in the window. Use the Override Stores field if you do not want to add an individual item to the stores displayed in the Adding New Items Window. When you display an item and the cursor is in the SKU field, press <Back Tab> to get to the Override Stores field. 5. At SKU, type the item number you want to change and press <Display>. The item and the EFM data for the item display. You can do the following with this item: V Press <Clear Field> to clear a particular field of EFM data that you do not want to add to your Inventory File. V Type over the data in a field so that the system adds the information you type, and not the EFM data, to your Inventory File. V Change the stores to which the system adds a new item (Flex Name COTNEW only). V Change the Add new item in IMU field so that the system adds or does not add new items to your Inventory File (Flex Name COTNEW only). V Change the Change item in IMU field so that the system adds or does not add EFM data to existing items in your Inventory File (Flex Name COTEFM only). 6. At Add/Change item in IMU, type Y or N. If you want to add the EFM data for the displayed item to your Inventory File, type Y. If you do not want to add the EFM data for the displayed item to your Inventory File, type N. The data remains in Function FIL until you delete it with Report RFL, Option Y or Z. This field determines if the system adds EFM data for an individual item to your Inventory File. The Change item in IMU field displays with Flex Name COTEFM. The Add item in IMU field displays with Flex Name COTNEW. 7. After you change an item, press <Change>. Or you can press <Enter> through the last field on the screen. 8. Repeat steps 4 through 6 for all the items you need to change. After you make all your changes, you can run Report RFL if you want to review the EFM data again. Then use the procedure in the next section, Adding EFM Data To Your Inventory, to add the EFM data to your Inventory File. 9. Press <End> to exit the screen. 11 Making Changes to EFM Data 151

160 11 Adding EFM Data to Your Inventory The following procedure explains how to add EFM data to your Inventory File. Use Report RFL with Options FXY to do this. If you change UPC codes, you must also run Report RAP. The Report RAP procedure follows the Report RFL steps. 1. At any menu, type RFL and press <Enter>. The Flexible Inventory Loading Report (RFL) Screen displays. 2. At Printer, press <Enter> to accept the spooler option and printer. or Type another spooler option or printer number. 3. At Copies, press <Enter> for one copy. or Type the number of copies you want. 4. At Printing Seq, press <Enter> for Print Sequence 2. or Type another print sequence. Print Sequence 2 prints the items in SKU number order. Use Print Sequence 1 to print the items in department order. 5. At Options, type FXY and any other options you want to use. You must use Option F to add the EFM data to your Inventory File. Use Options FXY to: V Add the EFM data to your Inventory File (Option F). V Delete invalid EFM data from Function FIL (Option X). V Delete items from Function FIL that have the Add/Change item in IMU field set to N (Option Y). 6. At Flex Name, type COTEFM or COTNEW. Use Flex Name COTEFM to add EFM data to items that exist in your Inventory File. Use Flex Name COTNEW to add new items to your Inventory File. 7. Press <Run>. Your system processes the EFM data and adds it to your Inventory File. 8. Press <End> to exit the screen. 152 Adding EFM Data to Your Inventory

161 The following procedure explains how to run Report RAP. Run this report if you made any changes to UPC codes. 1. At any menu, type RAP and press <Enter>. The Alternate Part Number Report (RAP) Screen displays. 2. At Printer, press <Enter>. or Type another spooler option or printer number. 3. At Report Type, type R. Report Type R prints a UPC audit report. 4. At Options, type FV. Use these options to finalize the UPC audit. 5. At Copies, press <Enter>. or Type the number of copies you want. 6. Press <Run>. Review the UPC codes that printed. If you find an error, correct it in Function MUPC. 7. Press <End> to exit the screen. 11 Adding EFM Data to Your Inventory 153

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163 12 Contents RDC Balances Overview Questions You May Have Before Your First RDC Balances Transmission Setting Up Function MTC Setting Up Function COTUTL Running the MCSTST Utility Receiving RDC Balances Displaying RDC Balances Displaying RDC Balances in Function CAT Displaying RDC Balances in Function MPO

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165 12 RDC Balances This chapter describes how to receive regional distribution center (RDC) balances electronically from TruServ. The following sections are included in this chapter: 12 V Overview V Questions You May Have V Before Your First RDC Balance Transmission V Receiving RDC Balances V Displaying RDC Balances Important If you are not already transmitting or receiving information from TruServ (for example, transmitting your purchase orders), you must contact order processing at TruServ, 1(800) Ask them to set up your account for async communications on the MCS system. Do not attempt to receive RDC balances until you are set up for async communications with TruServ. 157

166 Overview 12 The following is an overview of the RDC balances transmission process. ERDC Step 1 Electronically receive the RDC balances from TruServ using Function ERDC. MPO xxxxxxxxx xxxxxxxxx xxxxxxxxx Step 2 Display RDC balances using Functions CAT or when working with a purchase order in Function MPO. Questions You May Have This section presents the answers to some frequently asked questions about RDC balances transmissions. When are new RDC balances available? RDC balances are updated late each day by TruServ. New RDC balances, available after 5:00 AM (central time), reflect the previous day s purchase orders. Can Function ERDC be added to a queue? Yes, you can add Function ERDC to a queue. Schedule the queue to run once a week, usually in the morning on the day you create your order. By that time, TruServ has updated the RDC balances. How do I know if a transmission is successful? At any menu, type ASYMSG and press <Enter>. The status of the transmission displays on the screen. Follow the prompts at the bottom of the screen to use this function. The following is an example of the status messages: COTTRAN : 12/20/97 8:50:26 COTRDC BEGIN RDC TRANSMISSION COTTRAN : 12/20/97 8:50:26 DIALING PHONE NUMBER 01 PLEASE WAIT COTMCS : 12/20/97 8:52:10 MCS TRANSMISSION - ATTEMPT 1 COTMCS : 12/20/97 8:56:07 MCS TRANSMISSION SUCCEEDED COTTRAN : 12/20/97 8:58:11 RDC BALANCES UPDATED COTTRAN : 12/20/97 8:58:11 # OF FILES: 1 BEG SEQ: 61 END SEQ: Overview

167 COTTRAN : 12/20/97 8:58:11 SUCCESSFUL TRANSMISSION I m multistore and I purchase items from more than one RDC. How do I receive RDC balances for each RDC? You need to set up a control stream in Function MTC for each RDC from which you want to receive balances. Then run Function ERDC once for each control stream. The system uses the information you enter in Function COTUTL to link the store number to the RDC number. 12 Are back orders or ship laters included in the RDC balances? No, RDC balances do not take into account back orders or ship laters. Before Your First RDC Balances Transmission Use the following procedures to set up your system to receive RDC balances from TruServ. You need to complete the procedures before your first RDC balance transmission. Setting Up Function MTC Use the following procedure to set up the control streams in Function MTC. 1. At any menu, type MTC and press <Enter>. The Maintain Transmission Control Stream (MTC) Screen displays. 2. Type COTRDC and press <Display>. 3. Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 4. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. This number is the same number that exists in the Assigned Cust # field in Function MVR. 5. Press <Change>. Single store users: Press <End> to exit the screen. Multistore users: If all your stores use the same RDC, press <End> to exit the screen. Multistore users: If all your stores do not use the same RDC, continue with step 6. Multistore Users Type your member number for Store 1 over the Xs. For RDC balances, you do not have to set up a control stream for each store, unless your stores receive merchandise from more than one RDC. Before Your First RDC Balances Transmission 159

168 6. Multistore users: At Control Stream Name type COTRDCn. 12 Replace n with the number for the other RDC you use. For example, Stores 1, 3, and 5 use RDC #8 and Stores 2 and 4 use RDC #9. For this step, you would type COTRDC9 to set up a control stream to use for stores 2 and Press <Enter> to move the cursor down until you reach the following line: PAR MEMBER#=XXXX-X 8. Press <Right Arrow> to move the cursor to the first X. Type your member number over the Xs. Include the dash between the fourth and fifth digit. Use the member number for the store that uses the other RDC. To continue with the example from step 6, you would use the member number for Store Press <Change>. 10. Press <End> to exit the screen. Setting Up Function COTUTL Use the following procedure to set up Function COTUTL. The system uses this function to link member number to store number to RDC number. 1. At the Main Menu, type COTUTL and press <Enter>. The Cotter Member Communications System Utility (COTUTL) Screen displays. Some of this information may already be entered if you are receiving other information from TruServ (for example, if you are receiving EFM updates). 2. In the Mem# and St# columns, enter your member number and store number, starting with store number In the RDC# column, enter the RDC number for each store. The following table lists the RDC number for each distribution center. Distribution Center RDC Number Allentown 6 Atlanta 4 Cleveland 2 Corsicana 9 Denver 12 Harvard 1 Henderson Before Your First RDC Balances Transmission

169 Distribution Center RDC Number Indianapolis 11 Kansas City 7 Kingman 8 12 Manchester 3 Mankato 10 Portland 5 Springfield 15 Woodland Press <Change>. 5. Press <End> to exit the screen. Running the MCSTST Utility This procedure is optional. Run the utility on your system only if you are not already communicating with the TruServ MCS system. If you are communicating with the MCS system, do not run this utility. Continue with the next section, Receiving RDC Balances. Important Do not run the MCSTST utility if you are already transmitting to or receiving data from the TruServ MCS system. If you are already transmitting data to or from the MCS system, a 14.4 or greater modem is installed in your system and you are set up on the MCS system. For steps on how to run this utility, go to Appendix A, Running the MCSTST Utility. After running the utility, return to this chapter and continue with the next section. Before Your First RDC Balances Transmission 161

170 Receiving RDC Balances 12 Use the following procedure to receive RDC balances from TruServ. 1. At any menu, type ERDC and press <Enter>. The Electronic RDC Balances Transmission (ERDC) Screen displays. 2. At Transmission Control Stream, type COTRDC and press <Run>. Note If you are displaying RDC balances on your terminal (in Function MPO or CAT) the balances are as of the last completed RDC transmission. If a transmission starts while you are displaying RDC balances, RDC balances are not updated during the transmission. After the transmission ends, go back into Function MPO or CAT to display the most recent RDC balances. A message displays that the request has been sent to a channel. The Triad system dials the system at TruServ and receives the most recent RDC balances. Multistore users: Repeat step 2 if you use more than one RDC. 3. Press <End> to exit the screen. You can check the status of the transmission in Function ASYMSG or Function QUE. When the transmission is complete, you can display RDC balances in Functions CAT or MPO (electronic catalog or purchase orders). If you see an error message, refer to the tabbed chapter, Troubleshooting, for more information. Displaying RDC Balances After receiving RDC balances, you can display them through the Electronic Catalog (Function CAT) or when working with a purchase order (in Function MPO). The following are examples of the messages that display: V 726 Available on 7/08/97 in Allentown This message indicates that the item is carried in your RDC and that as of July 8, 726 were available. V None Available on 7/17/97 in Allentown This message indicates that the item is carried in your RDC and that as of July 8 the item was out of stock. V Item Not Found in RDC Balances This message indicates that the item is not carried in your RDC. 162 Receiving RDC Balances

171 Displaying RDC Balances in Function CAT Use the following procedures to display RDC balances in Function CAT. 1. In Function CAT, display a list of items on the Item Browse Screen. The following is an example: Note If you are displaying RDC balances on your terminal in Function CAT, the displayed balances are as of the last completed RDC transmission. If a transmission starts while you are displaying RDC balances, RDC balances are not updated during the transmission. After the transmission ends, go back into Function CAT to display the most recent RDC balances. 12 The far right column (the column to the right of the column headed with the letter S) displays an asterisk (*) if the item is not carried in your RDC. The column is blank if the item is carried in your RDC. 2. Select an item that is carried in your RDC and display it on the Item Detail Screen. RDC information displays above the Ordering fields. The following is an example: Displaying RDC Balances 163