SalonCentric. WebForms Reference Guide January 2016 FULFILLMENT

Transcription

1 SalonCentric WebForms Reference Guide January 2016 FULFILLMENT

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3 TABLE OF CONTENTS Welcome 4 What is EDI? 5 Java 6 Inbox/Sent/Drafts 8 Purchase Order Acknowledgement 9 Advance Ship Notice 14 Invoice 17 Support Center 19 3

4 Welcome! Welcome to the Saloncentric WebForms Reference Guide. This reference material is intended to make your transition to the world of web business-to-business communication as smooth as possible. At the completion of this document, you will have a basic understanding of Web- Forms functions, capabilities, and the tools needed to begin using WebForms to access your EDI documents and begin trading with Saloncentric. A division of L Oréal, SalonCentric, headquartered in Largo, Florida, and operating in 48 states, is the premier distributor of salon professional products. Their vision is to be the business partner of choice. They are committed to doing this by providing the best brands, the best education and the best business-building support, transforming every salon into a destination of choice. 4

5 What is EDI? EDI stands for electronic data interchange, it allows you, the supplier to exchange documents such as the Advanced Ship Notice and Invoice electronically with your trading partner. How will EDI help me? Using EDI streamlines the connection between you and your trading partner. It makes it easy to send and receive documents all through one web portal that works almost like a Gmail account. This will help keep all of your Orders organized and in one place. It also provides a great way to create your own documents that you need to send without having to fax or them. Documents can be sent and received within minutes and it gives you more flexibility to work with your trading partner to fulfill in store, online and drop ship Orders all in one easy and convenient process. 5

6 Java Java is one feature you will need to ensure you have downloaded and updated on your computer so that you can work in your WebForms account. How do you download Java? Go to and click on the box that says Free Download. After installing Java you will want to re-start your browser. Do you have Java but your forms seem to be not loading? You may be having an issue related to an outdated version of Java or an overcrowded cache of temporary internet files. Please follow the below steps, close out of your browser, re-open and re-try after completion. 1. Clear temporary Internet Files Mozilla Firefox browser 1. Navigate to Tools 2. Select Clear Recent History Select only Cookies and Cache from the list: 3. Click Clear Now Internet Explorer browser 1. Navigate to Tools 2. Select Internet Options 3. Navigate to the General tab 4. Within Browsing History, click Delete Select only Cookies and Cache from the list: 5. Click Delete 6. Click OK 6

7 2. Verify Version of Java 1. To check for an updated version, navigate to your Start Menu > Control Panel (Ensure that it says View by: Category in the top right, if not change it from Large Icons or Small Icons ) > Under the Programs category select Uninstall a program à Search for Java 2. First verify that your version is up to date, if not, uninstall the existing version and download an updated one at 3. Also verify that you do not have more than one java program installed, as they can compete. 3. Enable Java in your Internet Browser 1. In Mozilla Firefox, this can be enabled by navigating to Tools > Add-ons > Search for Java and enable it. 2. In Internet Explorer, this can be enabled by navigating to Tools > Manage Add-ons > Search to find Java and ensure that it is enabled. For a video walk-through of the above, please follow these links: Unable to Load Forms Clearing Temporary Internet Files Check and Update Java 7

8 Inbox/Sent/Drafts Click on WebForms Fulfillment in the navigation bar to access your Inbox to view your Orders. The Inbox will house all documents sent from SalonCentric and any other trading partner you are connected with. The Sent folder will house any document you send to SalonCentric or any other trading partner. You can check to see if your document was received by the retailer by the icon status in the status column. When a document is first sent, the font will be bold and the corresponding icon will look like an envelope: Shipment 07 Once the document has been accepted into the retailer s system, the font will turn to regular font and the icon will change to a piece of paper. Shipment 07 8 The Drafts folder will house any saved documents that may still need additional information added to it before they are ready to be sent.

9 Purchase Order Acknowledgement SalonCentric Suppliers must return a Purchase Order Acknowledgement for all Purchase Orders within 48 following receipt of the Order. Information will be used to assist with the visibility of the Order within the Supplier s systems/order fulfillment process. This includes reporting on both Order and Order discrepancies. Suppliers are required to include all Items originally present on the Order in the Purchase Order Acknowledgement. If an order is accepted or rejected in its entirety, all Item detail must still be present. Suppliers are expected to provide updates to the status of the Order throughout the Order life cycle. SalonCentric will use this information to set expectations on product availability and to determine if Order updates are required. To view your Purchase Order,click on Sender, ID, or Date - any font that turns orange when hovered over with the mouse. Clicking one of these links will open the document style sheet in a new tab. The style sheet is an organized, reader-friendly format of the information sent to you by SalonCentric. Status Sender SalonCentric Type Order Date 02/14/ :13:08 CST 9

10 To access the Purchase Order Acknowledgement, click the orange Next Steps triangle from either the Purchase Order style sheet or from your Inbox in the Next Steps column. A Next Steps box will pop up with a list of options to choose from. Select PO Acknowledgment: Next Steps Working with Purchase Order 10

11 Once the form loads, you will see fields outlined in blue. These are the mandatory fields that SalonCentric requires you to complete. Acknowledgment Type has a drop-down menu for selecting the type of Acknowledgment you will be sending. If the Purchase Order will be accepted in full, choose Acknowledge-No Detail No Change. If there are backordered Items, or a Ship Date needs rescheduling, select Acknowledge-With Detail and Change and complete the Ship Date or updated Quantity information, accordingly. Upon completing the Header tab, navigate to the Detail tab. On the Detail tab, click the plus sign under Item. A box will pop up containing the Line Itesm from the Purchase Order. Click Select All and then OK. 11

12 Once the Line Items source into the Purchase Order Acknowledgement, complete the Item Acknolwedgement information. Click the purple button under the Item Acknowledgement column for a new pop-up to appear. On the new window, click the plus sign for line information to source in. You will need to select an Item Status from the drop-down menu, and complete the Quantity and date fields pending any changes. Upon completion of the Detail tab, use the Check button at the bottom of the Purchase Order Acknowledgement form to review mandatory fields on the form. 12

13 If there are missing mandatory fields, an error box will appear with the errors outlined. Click on the error message to be directed to the invalid field on the form. 13

14 Advance Ship Notice The 856 Advance Ship Notice should represent a single shipment (one Ship- To location) Suppliers must include all Purchase Orders as a physically single Shipment, Trailer, or Container within a single Advance Ship Notice data feed. Use the orange Next Steps triangle to access the Advance Ship Notice. The Next Steps triangle can be located from the Order in the Inbox: Next Steps Working with Purchase Order Complete all fields outlined in blue. Click the plus sign under Shipment to enter packaging type. You will need to fill in either the SCAC Code field or the Transportation Method field. These fields are either-or fields, which is why they are not outlined in blue. SCAC Code stands for Standard Carrier Alpha Code, it is a four letter code that identifies your carrier. Please note, the Lading Quantity is the total amount of cartons or pallets shipped. 14

15 Upon completing the Header tab, navigate to the Order tab. Click the plus sign under Store then click on Tare/Pack Info and then choose pack or tare and single or multiple. Tare represents a pallet and pack represents a carton. Then click the plus sign under Item Info and select the items that will be going into the pack/tare. After the line items source in, fill in the quantity per carton fields. SINGLE SKU: 123 SKU: 123 Select Single if you are putting one SKU in your carton. MULTIPLE SKU: 123 SKU: 456 Select Multiple if you are putting more than one SKU in your carton. 15

16 If you need to send more than one pallet or carton with additional SKU s you will need to click the plus sign again under Tare/Pack Info and follow the same steps listed above. Once everything is filled in, click the Check button at the bottom of the form to check your document to ensure all mandatory fields that are required are filled in. Once checked successfully you can then either save or send your document. To create an ASN with multiple PO s on it going to one ship to location you will check the box in the status column next to the PO s you wish to work with. Then navigate to the bottom of the page and click on the drop down that says select an action, and choose Auto Complete. 16 On the box that pops up choose Advance Ship Notice. On the next screen it will indicate that additional information is required. Click on that phrase to open up the ASN form. Ensure that the quantity per carton is filled in for each order on the Order tab. To toggle between orders use the forward and back arrows.

17 Invoice To create an Invoice, navigate to the Inbox and click on the orange Next Steps triangle from the Order. Select Invoice from the Next Steps menu. Next Steps Working with Purchase Order On the Invoice, complete all fields highlighted in blue. The Invoice Number can be a unique number that you use to track the document in your system. Buyers Currency Code will be the country Code used for the currency. (For example: US) 17

18 Once the Header tab is complete, navigate to the Item tab. Click the plus sign at the top of the page for the pop up box containing the Line Items from the Order. Click Select All then OK. On the Summary tab, you will see your Invoice total. If you need to include an Allowance or Charge, you may do so by clicking the plus sign in the Allowance/Charge Information section. In the new line information section, complete what type of indicator you will include by filling in the Indicator, Type, Amount, and Description columns. Upon completing the mandatory information on the Invoice, click the Check button at the bottom of the form. If you receive Check Successful!, you are then ready to send the document. Please note, you will need to invoice per PO received. If you used Auto-Complete to complete your Advance Ship Notice, the Invoices will still need to be separate documents. To create drafts of your invoices in mass, select the check box in the Status column and navigate to the bottom of the page to use the Select an Action menu. Choose Auto Complete One per Source. Choose Invoice from the pop-up window. After WebForms generates the individual Invoices, a quick-edit screen will appear. Complete the remaining boxes next to each PO number. Once complete you can check the box in the far left column, and click on Select an Action. From there you can either choose to Save or Send these invoices. 18

19 Support Center The Support Center is home to a wide variety of training material including videos and answers to common questions you may have. It is a great resource to utilize when searching to find and ask questions. A quick way to access the Support Center is by clicking on the blue banner at the bottom of the home screen of your WebForms account: Type in a key word, phrase or question in the search bar to find related questions and topics that correlate with your search. 19