Partners Site Help Documentation 07/23/2018

Transcription

1 Partners Site Help Documentation 07/23/2018

2 Table of Contents 1) Basic Information and Features (Page 3) 2) Retrieving your Orders (Page 4-5) Illustrates steps necessary to acknowledge receipt of and print orders. 3) Order Status (Page 6-10) Menard, Inc requires its vendors to keep us up to date on the status of our purchase orders. A template is provided for you to update us in the manner required. A history is kept for your convenience under Order History within the Orders menu. 4) Invoicing (Page 11-14) Menard, Inc. provides the ability to invoice directly through the website. This saves time from preparing and mailing invoices to our individual units by submitting them with a click of a button. If you do not currently have this feature, contact your buyer to get set up. 5) Inventory Updates (Page 15-20) Inventory updates must be provided daily to ensure product is available for our customers when they purchase your product. 6) Reports (Page 21) Access to pending vendor fines, other reports. 7) Menards Pickup Requests (Page 22-26) This functionality only applies to those vendors whom we pick up orders from your facility. 8) Products (Page 27) This is the location to submit contact information updates for our Vendor Order Guides. Also contains link to the Supplier Portal used to submit/update product info along with help documentation for the Supplier Portal. 9) Forgot Password (Pages 28-29) This section guides you through the process of resetting your company s password in the event it is forgotten or misplaced.

3 1) Basic Information and Features On the Home page vendors have access to basic information such as: Help Page o Contains copy of this help documentation. What s New/Announcements o Used to provide updates/notices to our vendor community. Web EDI Help link webedi@menard-inc.com o Use to get in touch with us for any questions related to this site. Products o Submit contact info/updates to contact info for your company. o Link to our Supplier Portal and Supplier Portal help documentation. Vendor Inventory Updates o Will only appear for those vendors set up to provide inventory updates through the partners site. Packaging o Links to documents detailing our general packaging requirements. Reporting o Access to pending fines and different reports available on the site. EDI Guidelines o Access to current EDI requirements, implementation packets/specs, etc Invoices o For those vendors set up for WEB PO s and Invoicing links to create invoice, view payment refusal and invoice history pages. o For those vendors set up for EDI Invoice link to EDI Invoice look up page. Transportation o Drop and Hook Carriers/Preferred Haulers List o Chippewa Falls Rail Ramp Vendor Compliance Policy o Standard Domestic and Import compliance policy documents. o C-TPAT Guidelines o NRTL Listing Notice Orders o For those vendors set up for WEB PO s and Invoicing links to New Orders, Orders to Print, Orders in Process and Order History pages o For all vendors link to Menards Pickup page. Menards Self Storage o Link to Menards Self Storage website. Store Related Information o Vendor guidelines for store visits. o List of all current/upcoming DC and store locations. Help Document o Link to this document. Requirements o The website supports the most current version of Internet Explorer. o You will also need Adobe Acrobat to open up different attachments/documents found on the site.

4 2) Retrieving your Orders Vendors set up to receive orders through the site will receive an from us whenever new orders are posted to your account. Open up the and click on the link within this will take you to the login page. Perform the following steps to accept and print your orders. Place your mouse-pointer over the ORDERS menu and select "New Orders" from the drop-down menu. Click on the "Acknowledge Receipt of All Orders" button. The POs will disappear from this screen and an acknowledgement will be created to let us know you were able to retrieve and are reviewing the orders.

5 2) Retrieving your Orders (continued) Now that the orders have been acknowledged, they are now made available for review/printing. Select "Orders to Print" from the ORDERS drop-down menu. Click on the PO Number of the purchase order you would like to print. This will open a PDF version of the purchase order which you can then view/print. o The links will disappear as you click on them so you have a running list of the orders you have yet to view. o Once you ve viewed the order it moves to your "Orders in Process" page.

6 3) Order Status The next step is to provide the initial order status update for the order. To do this, click on the link for the Orders in Process menu. There are two requirements you have with respect to providing status updates: Upon receipt of the order tell us when you expect to ship. Tell us when/what you have shipped. Should an expected ship date pass by and you have not yet shipped the product, we expect you to advise us of a new expected ship date so we may plan accordingly. Once product has shipped and you have updated us with both statuses through the website, the shipment will then be eligible for invoicing through the website. This will be discussed later in the document.

7 3) Order Status (continued) Providing an Expected Ship Date While in the "Orders in Process" page, click one or more checkboxes to the left of the purchase order number and click on the "Update Selected Orders" button The only status choices available initially will be On Order or Cancelled. Important: Cancelled status should only be submitted if both parties have agreed the order is to be cancelled. This is not a method in which to communicate an order needs to be cancelled.

8 3) Order Status (continued) Select On Order and then click on the "Expected Ship Date" field/calendar icon and enter the expected ship date for the order. Important: If you forgot to enter the expected ship date initially and the actual expected ship date has passed/date is grayed out, you will need to enter a dummy date/date it will allow. This is simply a work around to move forward with the process any applicable compliance fines for late order status updates would still apply. The Entered By information by default will display the contact tied to your partners site account, change as/if needed. o If you would like to change the contact tied to the account webedi@menard-inc.com this will not only change the default contact, but if you have us change the address it will also change where notification s from the site are sent. Click the "Update/Next" button to complete your entry for this order. This order will now display an expected ship date on the "Orders in Process" page.

9 3) Order Status (continued) Providing a Shipment status While on the "Orders in Process" page, click one or more checkboxes to the left of the purchase order number and click on the "Update Selected Orders" button. o The system will not let you enter a shipment status update on an order if you have not yet provided an expected ship date. Select the appropriate shipping status from the "Change Status" drop-down menu: o If you cancel backorders and are shipping the order complete or shipping short/cancelling back orders, select "Shipped in full to Menards". o If you ship backorders and are partially shipping with a balance to follow select Partially Shipped to Menards". Partially shipped status should only be selected when you have 1 or more additional shipments to follow. o If you are shipping the balance of a back order with no additional shipments to follow select Shipped in full to Menards.

10 3) Order Status (continued) Enter the Ship Date by clicking on the ship date field/calendar icon and selecting the actual ship date. Important: If you forgot to enter the shipment date when order actually shipped and actual ship date has now passed/date is grayed out, you will need to enter a dummy date/date it will allow. This is simply a work around to move forward with the process any applicable compliance fines for late order status updates would still apply. Select the Carrier name from the drop down menu. If not shown select other and manually enter the carrier name. Update the Entered By information as/if needed. Enter only the quantities that you are shipping in the "Qty to Ship" boxes. If the order is shipping in full (compared to QTY s tied to the PO), you may check the "Click here to enter full shipment quantities" box. This will auto fill the quantity boxes with the quantity that was ordered. Enter the tracking number. If the tracking number is the same for all line items after you enter for the first you can click the "Fill Down" button. This will enter the provided tracking number for all line items. Click the "Update/Next" button to complete your entry for this shipment. o Please double check all QTY s, tracking # s, etc for accuracy prior to submitting the shipment information.

11 4) Invoicing After shipment status is provided, the shipment will become eligible for invoicing. Very little entry is needed as we automatically fill the invoice with the data you provided on the shipment status. Shipments eligible for invoicing will be in the "Create Invoice" menu. Place your mouse-pointer over the INVOICES menu and select "Create Invoice" from the drop-down menu. While on the "Create Invoice" page, click one or more checkboxes to the left of the purchase order number and click on the "Create Invoices for Selected Shipments" button.

12 4) Invoicing (continued) Preparing the Invoice Enter up to an 11-digit invoice number, or click the "Generate Invoice#" button to automatically generate an invoice number. o The generate invoice # button will simply generate a random invoice #. We recommend the entering of your actual invoice # but have provided this option per certain vendor requests. o Invoice number must be unique for every invoice submitted. The system will not allow you to submit a duplicate invoice number. o You cannot use zero (0) as an invoice number. Enter an "Entered By". Click the "Submit Invoice/Next" button to submit invoice for processing. You will notice that this shipment will disappear from your "Create Invoice" page. It will now show up on your "Invoice History" page with a status of "Invoiced". When we ve successfully processed your invoice and are prepared to pay, the status will change to "Matched". Important: Once an invoice is submitted, no adjustments can be made unless it results in payment refusal being generated. If you entered an incorrect invoice number, you will need to reconcile accordingly as the order will be paid under the invoice number submitted. If you need a PO re-opened for additional invoicing, webedi@menardinc.com.

13 4) Invoicing (continued) Handling Payment Refusals By using our webforms to prepare your invoices, you should receive very few payment refusals, if any, as you have all of the information available to you for review and confirmation prior to shipping product and creating the invoice. The possible area for discrepancy may be when we compare what we received to what you say you shipped/billed. If there is a discrepancy, you will receive an from us denoting a refusal of payment. In certain scenarios you will be provided the ability to adjust and resubmit your invoice by utilizing the "Payment Refusals" page under the INVOICES menu. When applicable, perform the following to adjust your invoice and resubmit. Place your mouse-pointer over the INVOICES menu and select "Payment Refusals" from the drop-down menu. On the "Payment Refusals" page, click checkboxes to the left of the purchase order number(s) you want to review and click on the "Edit Selected" button.

14 4) Invoicing (continued) Editing the Invoice Modify the quantity shipped to match the quantity we received. Click the "Submit Invoice/Next" button to submit this invoice to Menards for processing. You will notice that this shipment will disappear from your "Payment Refusals" page. It will now show up in your "Invoice History" screen with a status of "Reinvoiced". When we ve successfully processed your invoice and are prepared to pay, the status will update to "Matched". If you wish to dispute a payment refusal, you need to contact the Payment Refusal Team as outlined at the bottom of the payment refusal detail screen.

15 5) Inventory Updates The section applies only to vendors that have been set up to provide inventory updates submitted through the Menard-Inc. partners site. If your company is setup to provide inventory updates via the EDI 846 document please refer to the 846 implementation packet for details. Inventory updates must be provided daily on all items that are active within your catalog on our supplier portal. The inventory information your company provides will be used communicate product availability, etc to our guests on Menards.com as well as other purposes internally. It is imperative that we are providing our mutual guests timely and accurate information as it relates to product availability. Vendors can view their active items within our catalog on our Supplier Portal For support or questions regarding the Supplier Portal please your product specialist at Menard Inc. or If your company has been set up to provide inventory updates through the Menard-Inc. Partners site you will see an Inventory Updates option in your top menu bar once logged in and a Vendor Inventory Updates section on the home page of the site, as shown below. Click on either link noted in the screenshot above to go to the Inventory Updates page. Once on the Inventory Updates page click on the Download Template button to download the spreadsheet template that needs to be completed.

16 5) Inventory Updates (continued) You will then be presented with a template similar to below. Your companies AP vendor # will be noted in cell B1. There are then 9 different column headings included, please see details below. o Do not delete, add or switch the order of any of the column headings as this will result in failure when trying to upload the file. SKU# - this is the 7 digit Menard Inc. SKU # assigned to the item within your catalog on our supplier portal. Sales_Unit This is the Menard Inc. sales UOM. o Please ensure the sales UOM is provided i.e. if item is shipped by the case but we sell by the each, the Sales_unit and QTY submitted should be each, not case. Model # - Model # tied to the item within your catalog on our supplier portal. Description Brief description of the item. QTY on Hand The QTY available as of the update being provided. Date when back in stock Only to be filled out/provided when current QTY on Hand is 0. o If you have stock on hand this field should be left blank. o When out of stock of an item provide the date you expect to be back in stock within this field. o This field is required whenever you enter QTY on Hand for an item as 0. o The format required is YYYY/MM/DD. For example, if you enter 2018/7/12, that will result in an error as date must use two digits in the month or 2018/07/12.

17 5) Inventory Updates (continued) QTY to be available when back in stock - Only to be filled out/provided when current QTY on Hand is 0. o If you have stock on hand this field should be left blank. o When out of stock of an item provide the QTY you estimate to be available on the back in stock date. o This field is required whenever you enter QTY on Hand for an item as 0. Status This field contains a drop selection with options of Active or Discontinued. o When an item is discontinued you must provide at least one update to us for the item noting it has been discontinued. Discontinued Date Only to be filled out/provided when status of item is discontinued. o Field is required when status for that item is discontinued. o The format required is YYYY/MM/DD. For example, if you enter 2018/7/12, that will result in an error as date must use two digits in the month or 2018/07/12. Below are some items covering some different scenarios you may encounter for reference. The first example is an item in stock with a QTY of 10,000 available. The second example is an item that is currently out of stock with additional stock forthcoming. o When item is out of stock and noted as Active the Date when back in stock and Qty to be available when back in stock are required. Leaving either cell empty in this scenario will result in error when trying to upload the file. The third example is an item with QTY of 50 on hand but noting that item is being discontinued. o Vendors have varying rules in regards to when they report discontinued status some will communicate status prior to item being out stock, some will not consider an item discontinued until stock is depleted. We accommodate both scenarios. Because status is discontinued the Discontinued Date field must be provided. Not providing Discontinued Date when status of item is discontinued will result in error when trying to upload the file. The 4 th example is an item that is out of stock and status is discontinued.

18 5) Inventory Updates (continued) o Because status is discontinued the Discontinued Date field must be provided. Not providing Discontinued Date when status of item is discontinued will result in error when trying to upload the file. The 5 th example is another back in stock example but for an item with an open SKU versus a pre-assigned SKU #. Once you have file completed and ready to submit save the file on your local PC from a location you can upload it. On the Inventory Updates page click on the Upload Inventory Information Spreadsheet button. You will then see pop up below to browse to the location you saved your file to upload once you have selected the file to upload hit the Open button.

19 5) Inventory Updates (continued) You will initially see status message appear on the screen noting the file is being processed Once the file has finished processing if there are no errors you will then receive message noting The Inventory Information has been processed successfully. The inventory update has now been successfully uploaded for processing.

20 5) Inventory Updates (continued) If there are errors with the file you will receive the error message shown below with a link to error log that will detail the errors. After clicking on the link a.txt file will open detailing all the errors present. Correct the errors and upload new file for processing. Some example error messages are listed below for reference. Please enter valid information for Model# in Row 4. Model# value cannot be empty and must only contain letters, numbers, underscores, periods or hyphens. Please enter valid information for Description in Row 5. Description cannot be empty and cannot contain ' ' symbol. Please enter valid information for Qty on Hand in Row 6. Qty on Hand value cannot be empty and must be non-negative numeric. Please enter valid information for Status in Row 7. Status value cannot be empty and must be 'Active' or 'Discontinued'. Please enter valid information for Discontinued Date (YYYY/MM/DD) in Row 11. Discontinued Date (YYYY/MM/DD) value cannot be empty and must be in the format of YYYY/MM/DD when Status is 'Discontinued'.

21 6) Reports All vendors will have access to the standard reports/links noted below. There are some additional reports specific to certain lines of business not shown below that may also appear if applicable to your company for example some live goods vendors will have access to a Daily Grower report. Pending Vendor Fines o Vendor compliance fines are posted here for a minimum of 28 days before being deducted. o If you wish to dispute a pending fine, please submit dispute using link when reviewing the pending fine details. Past Due Reports o POs appear on your past due report as they have one or more items that have not been received/are past due. Updated daily. If these items are still en route please update your Past Due Report with the estimated DELIVERY date. If these items have already delivered, please update your Past Due Report with the actual DELIVERY date and contact your Menards Analyst who wrote the order. If they are not shipping, please contact your Menards Analyst so they can investigate the issue. Your Analyst s contact info can be found on the PO. Forecast o If you do not already have access and are interested accessing the forecasting information, please contact your Menards Buyer. Neverout o May or may not apply, depending on whether any of your SKU s are flagged as Never Out SKU s.

22 7) Menards Pickup Requests This process/functionality only applies to vendors who receive PO s that are Picked up by Menards. To schedule a load to be Picked up by Menards go to the Partners website and under the Orders tab select Menards Pickup. Only purchase orders posted with a ship via of Picked up by Menards will be displayed on this screen. If you feel a stock order is not present that should be, please contact your Menards Analyst for review. Your pickup screen will look similar to this.

23 7) Menards Pickup Requests (continued) Perform the following steps to generate and submit a pickup request. Pickup requests should be submitted by the shipment all orders on a single shipment should be submitted as one pickup request. If you have guest special orders to be picked up, click on the "Add Guest Special Order(s)" button to add them to the pick up request one at a time. o The following page is displayed after the "Add Guest Special Order(s)" button is clicked. The full PO # must be entered (ABCD ). If invalid PO # is entered it will not allow you to add the order to the pick up request. Click the check box next to the order(s) you want to schedule for pickup and click on the update button at the bottom of the page. o If more than one order is part of the same pickup, choose all the orders that apply to the pickup you are scheduling and then click on the update button. Once all applicable orders have been selected click on the "Update Selected Orders" button.

24 7) Menards Pickup Requests (continued) You will then be presented with a screen similar to below, listing all of the selected orders. First, select the # of 48 x 40 pallets for each order. Next, select whether this particular shipment consists of a partial shipment or complete shipment of each PO. o If you select complete you will not be able to submit any additional pick up requests for the order. o If you select partial the order will remain eligible on the Menards Pick Up page to have additional pick up requests submitted. o Orders will be removed from the Pickup Request menu 30 days after the pick up status is marked complete.

25 7) Menards Pickup Requests (continued) Once the # of pallets and complete/partial status has been entered for each order, it is now time to enter the pick up location and other specifics. First, select the date the shipment will be available for pick up. Next, enter a general description of what is being picked up, i.e. roofing shingles. Next, select the trailer type. Next, if applicable, enter any special equipment requirements. Next, select the pickup location using the drop down to the right of Address 1. o If the pickup location information needs to be updated or new location added please contact your Menards Analyst. Lastly, please enter any additional notes if needed and double check everything for accuracy and click submit.

26 7) Menards Pickup Requests (continued) After entry is complete, the pickup screen will be updated with the appropriate status and pick up requested routed internally to the proper team to arrange pick up. You will be able to view a previously submitted pickup request for up to 30 days after the PO is marked complete by clicking on the "Pickup Status" on the main Menards Pickup page. Below is an example detail page for a previously submitted pick up request.

27 8) Products The Products menu has 3 options: Submitting/Updating contact information. Link to the new Supplier Portal for submitting and maintaining product information. Link to help documentation for the Supplier Portal. When submitting contact information: Enter all the required information for each contact. o Drop down menu defaults to the Basic Vendor Info, by clicking on the drop down you can access the other required contact info that needs to be entered. Enter address of your buyer at Menard Inc. Click Submit o After successfully submitting the buyer s address it will not be saved as this can change over time, but you should be able to see all the other contact updates you entered as saved. o The buyer s address you entered will receive an notifying them you have submitted contact updates.

28 9) Forgot Password If you forgot or misplaced your company s password, go to the login page of the website and click on the Forgot Password? link. Fill out the fields and click the Reset Password button. You will get a message at the top of your screen that states an will be sent containing your password reset link. Important: The will be sent to the contact address tied to the account, not the requestor (unless the requestor happens to be the contact tied to the account). The you receive will look like below. Click on the Update password link.

29 This will bring you to the below screen. Enter your new password that meets the minimum security requirements listed. Then, click the Reset Password button. You will receive a message that your password was reset successfully. The new password should then be shared with all users in ternally that need access to the site. You can then click the button to go back to the login page.