Guardian Vendor Communication. Guardian New Systems Go-Live Important Notice to Suppliers

Transcription

1 Guardian Vendor Communication Guardian New Systems Go-Live Important Notice to Suppliers Last Updated:

2 Important Notice New Systems Launch in Guardian To our Valued Suppliers, Guardian will go-live with new merchandising and financial systems on 1-Sep There will be changes to our data format and operation processes after the systems go-live. These changes will be stated clearly in this presentation. Moreover, during the cutover period in the month of August 2016, interruption to new product creation, new promotions, order placing, deliveries and invoice submission will be expected. Therefore, we urge our suppliers to read this presentation carefully. Otherwise, this may result in payment delay or issues in order receiving etc. If you have any questions please to

3 Important Dates to be Mindful For Normal Vendor Pg. 4 to 11 For Consignment Vendor Pg. 4, 5, 10, 11only

4 Important Date - Vendor, Product, Price and Cost From 1-Aug-2016 to 31-Aug-2016, The following data-freeze will take place for: New product listing New vendor code Cost change Normal retail price change Vendors are advised to submit any new item listing, potential new vendor code requirement, cost change and normal retail price change that will be effective in August-2016 to the Guardian Merchandising team, latest by 25- July This will allow us to maintain all changes that need to occur into the system in advance. Resume normal after 1-Sep.

5 Important Date Supplier Managed Product Range From 6-Aug-2016 to 31-Aug-2016, no changes to suppliermanaged product range will be allowed. Going forward with the new systems, all supplier-managed product range will need to be reported to Guardian on a store-by-store basis or store group basis. This is due to the new feature of range control, which will be in place after 1-Sep-2016, when new systems go-live. When a product is not in-range, no orders can be placed by the store. Also, we will be measuring the out-ofstock KPIs for individual stores and therefore, we encourage suppliers to provide accurate and most up-to-date product range by store to Guardian. Therefore, we urge all suppliers who have counters or dedicated displays in Guardian stores to provide the most-up-to-date product range information, latest by 25-July 2016.

6 Important Date Distribution Centre (DC) Blackout 31-Aug-2016 Guardian GDC will be closed for 1 day Guardian GDC will be closed on 31-Aug-2016 for 1 day and there will be no activities on that day. There will be no supplier deliveries to DC, and no deliveries from DC to stores. Normal GDC operation will resume on 1-Sep-2016.

7 Important Date Return to Vendor (RTV) 17-Aug-2016 Last RTV PO issue to Suppliers by Guardian 29-Aug-2016 Last RTV PO collection by Suppliers All outstanding Return-to-Vendor (RTV) goods will need to be collected from Guardian DC (DC lines) or direct from Stores (DSP lines) on or before 29- Aug So that Guardian can empty the Return Warehouse Location and prepare for systems go-live. Any uncollected RTV goods will be disposed of without further notice, and charged to vendor accordingly. In order to comply with the 10 business days agreement, the last RTV PO issued to suppliers by Guardian should be on 17-Aug RTV activities will resume normal on 1-Sep after systems go-live.

8 Important Date PO Issuing from Guardian to Suppliers 21-Aug-2016 Last DSP PO issue to vendor 25-Aug-2016 Last GDC PO issue to vendor The ordering team will work with different suppliers on the last delivery date and determine the last PO issue date. Our deadlines for PO issuance will be on 21-Aug for DSP POs and 25-Aug for GDC POs. The above deadlines are soft deadlines. As long as agreement can be made between the supplier and the store or GDC that they can deliver the POs, latest by 29-Aug, purchase orders can still be issued after these dates. Any orders which cannot be delivered by 29-Aug will be cancelled. Ordering will resume normal by 1-Sep.

9 Important Date Distribution Centre (DC) Receiving 29-Aug-2016 (AM) Last receiving date for suppliers deliveries The last date of GDC or Stores accepting supplier deliveries before our system go-live will be on 29-Aug GDC deliveries will be accepted up to 2pm on 29-Aug DSP deliveries will be accepted on 29-Aug-2016 based on normal delivery receiving hours. Any orders which cannot be delivered by 29-Aug will be cancelled and new POs will be raised starting 1-Sep. Receiving will resume normal on 1-Sep-2016 afternoon.

10 Important Date Vendor Invoices Submission 30-Aug-2016 Deadline for invoice submission All invoices for supplier deliveries received on or before 29-Aug-2016 need to reach Guardian Finance department by 30-Aug Any delay in invoice sending will result in delay of payment. This is because during the systems go-live, Guardian will need to ensure all outstanding invoices are matched in the old systems. We will not carry over any outstanding GRN and invoice information to the new systems. Will resume normal after 1-Sep-2016.

11 Important Date Vendor Portal Blackout Time 31-Aug pm to 12am Vendor Portal Blackout for all Banners On the cutover night, the vendor portal will be down for 6 hours from 6pm to 12am on 31-Aug This will apply to all DFSG businesses including Guardian, Giant, ColdStorage and Please note any invoices that are required to transmit to Giant, ColdStorage and 7-11 need to be done before 6pm on 31-Aug Will resume normal on 1-Sep.

12 Important Data Format / Information Changes For Normal Vendor Pg For Consignment Vendor Pg

13 Important Data Changes Guardian Product Code Guardian Product Code will change from the existing 6-digit code to 9-digit code All Guardian item codes with item code number less than (e.g ) will be padded with 3-digit prefix to comply with the new 9-digit format (e.g ). While all existing item codes from onwards will have new 9-digit item code assigned. (e.g ) The old and new item code mapping will be available, latest by 1 st week of August. The new codes will be effective from 1-Sep-2016 onwards, please make sure the information is updated in your internal systems accordingly.

14 Important Data Changes Guardian Vendor Code Guardian Vendor Code will change from the existing 5 alpha-numeric code (e.g. 1234A) to a 8-digit code (e.g ) All Guardian vendor codes will change from the existing 5 alpha-numeric code to an 8- digit code. Please note that this vendor code change will only apply to the Guardian Vendor code and DOES NOT affect the Food banners (e.g. Coldstorage, Giant, 7-11). Therefore, suppliers will be using new vendor code for Guardian and old vendor code for Giant, Coldstorage and While the portal login ID will remain unchanged. The old and new vendor code mapping will be available, latest by 1 st week of August. The new codes will be effective from 1-Sep-2016 onwards, please make sure the information is updated in your internal systems accordingly.

15 Important Data Changes List Cost and Invoice Cost List Cost and Invoice Cost will change from the existing 4 decimal places to 2 decimal places Please note that all product list cost or invoice cost will need to be submitted in 2 decimal places ONLY. Any variance will result in rounding and this may have impact to tax calculation.

16 Important Data Changes Guardian Warehouse Code Guardian Warehouse Code will change from the existing code 08 to 03 Guardian warehouse code will change from the existing code 08 to 03. Therefore, suppliers delivering to our warehouse will need to take note of the change in our warehouse site code in our purchase orders issued from 1-Sep The new Guardian warehouse code will be effective from 1-Sep-2016 onwards, please make sure the information is updated in your internal systems accordingly.

17 Other Changes For Normal Vendor Pg For Consignment Vendor Pg

18 Other Changes Promotion Rebate Agreement All Promotion rebates or lump sum monetary support will have a system-generated agreement number for tracking. Agreement number will be shown on the reconciliation in future for easy reference and is available for monthly settlement Please ensure that you obtain the agreement number from the Category Managers after an agreement has been reached for promotional trade terms. On a monthly basis, during the month end rebate settlement, a reconciliation report will be generated by the system and sent to suppliers through s to explain the claims in the debit memo. The reconciliation report will show the details of the claim for each agreement number to facilitate the settlement process.

19 Other Changes Promotion Rebate Settlement All Promotion Trade Terms / Agreements will be settled on a current month basis For example: promotion cycle # 7 started from 16/07/2016 and end on 12/08/2016. An agreement had been made between supplier and Guardian on a scan deal basis, where a 1% rebate will be given to the amount of each sales transaction. On the 31/07/2016 (month-end) the system will calculate the rebate amount for the period 16/07/2016 to 31/07/2016 and charge the vendor for the rebate based on the current month sales. While on 31/08/2016 (month-end) the system will calculate the rebate amount for the period 01/08/2016 to 12/08/2016 and charge the vendor for the rest of the promotion period.

20 Other Changes DSP PO Deliveries In future, only Guardian system printout Good Receipt Note (GRN) will be recognized as the proof of goods received. For DSP PO deliveries, vendor must obtain a copy of the Guardian store system generated GRN as the proof of delivery. The GRN should be stamped and co-signed by both parties. We will not accept any co-signed copies of vendor delivery note or vendor invoices as proof of deliveries.

21 Other Changes Debit Note Issuing Frequency In future, debit note will be sent to vendor on a daily basis instead of monthly basis. In order to ensure more efficient process for Finance to clear through all debit memo. Instead of sending monthly debit note, the frequency will increase to daily. Portal suppliers are urged to check for new debit notes in portal on daily basis to avoid backlog.

22 Key Dates Summary

23 Key Dates Summary (1/2) # Data Freeze Period Notes to Vendor 1 Vendor Master 1 31 Aug Make sure all new product, cost change or 2 Product Master 1 31 Aug price change that will occur in August are submitted to Guardian by 25-July for 3 Cost Change 1 31 Aug system input before the freeze period. 4 Retail Price Change 1 31 Aug 5 Planogram (POG) 4 31 Aug 6 Store Range (without POG) E.g. Counter, GE etc. 7 Last RTV PO issue date (both DC and DSP lines) 8 Last RTV PO Pick Up date (both DC and DSP lines) 6-31 Aug Please provide detail item range list by store for other vendor managed counter or GE. 17 Aug To provide vendor a 10 business days window for collection. 29 Aug Last date for supplier to pick up returned goods is on 29-Aug. Any uncollected returned goods will be written off and debit to vendors.

24 Key Dates Summary (2/2) # Data Freeze Period Notes to Vendor 10 Promotion Price Change Aug 11 Complex Promotion Setup Aug 12 DC Shut Down 31 Aug DC will be closed for 1 day only. 13 Last Purchase Order Issue (DC Line) 25 Aug No DC PO will be issued after 23-Aug and only resume on 1-Sep-2016 after SAP go-live. 14 Last Day of Goods Receiving (DC Line) 29 Aug 2pm Any DC PO which is not received by 29-Aug will be considered cancelled. 15 Last Purchase Order Issue (DSP Line) 21 Aug Guardian will not issue any DSP PO after 22-Aug and only resume on 1- Sep-2016 after SAP go-live. 16 Last Day of Goods Receiving (DSP Line) 29 Aug Any DSP PO which is not received by 29-Aug will be considered cancelled. 17 Vendor Invoices 30-Aug All vendor invoices must reach Guardian by 30-Aug for payment.

25 W-5 25/7-29/7 Timeline Aug. Sep. W-4 W-3 W-2 M T W T F S S M T W T F S POG FREEZE P8 Promotion: Jul.14 - Aug.10 ARTICLE FREEZE PERIOD (Including Item Master, List Cost, Retail Price) VENDOR FREEZE PERIOD STORE FREEZE PERIOD TRADE TERM FREEZE PERIOD P9 Promotion: Aug.11 - Sep.7 System Go-Live PROMOTION PRICE FREEZE (For pilot -1) PROMOTION PRICE FREEZE (For pilot -2) PROMOTION PRICE FREEZE DC ACTIVITY FREEZE PERIOD DC Vendor Delivery Lead Time: 4 days Last DC Ordering (Soft deadline) Last DC GR (Hard deadline) Last DSP Ordering (Soft deadline) DSP Vendor Delivery Lead Time: 7 days Last DSP GR (Hard deadline) DC Close Period Last RTV order issue Last RTV PICK UP Last Invoice Received from portal 25

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