[Type text] Prepaid Vendor Pre-Planning and Appointment Scheduling Process

Transcription

1 Prepaid Vendor Pre-Planning and Appointment Scheduling Process

2 Prepaid Appointment Scheduling Process This document will explain the process Prepaid Vendors must go through in order to be able to schedule appointments at the DCs through Lean Logistics. A. The process to prepare POs in Lean Logistics ready to ship. B. Consolidate POs (If multiple POs are shipping on the same trailer). I. The Vendor is responsible for consolidating POs even if a Carrier will be scheduling the delivery appointment on behalf of the Vendor. a. The Carrier will search for the consolidated shipment by the BOL number. The BOL number is entered by the Vendor when consolidating the POs. II. Prepaid shipments going with LTL carriers require the Vendor to enter the BOL number before the carrier can schedule. C. The process of appointing a single PO or a consolidated PO at a DC I. Prepaid Vendors must schedule delivery appointments for the Carrier or advise the Carrier to create a profile. The Carrier would then schedule the appointment on behalf of the Vendor The document also explains how to manage appointments and consolidated PO s. Rescheduling Appointments Scheduling issues relating to no available appointments in the ETA week or delayed delivery date for expedited shipments. Cancelling a Previously Scheduled Appointment Adding PO(s) to an Existing Consolidation Removing PO(s) or Voiding an Existing Consolidation Miscellaneous o Unexpected Error Message o Late/Missed appointments Managing Appointment Alerts - Needs to be created in order to receive alerts regarding appointment changes 2

3 Prepaid Shipments Pre-Planning Process [Type text] A. Accessing the Shipments Pre-Planning Process 1. Log-in to the Lean Logistics website using the Username and Password you registered with Lean Logistics. a. If you do not have a Username and Password, please view the document describing the Lean Logistics Registration Process. The document will explain the process that is required to request access from Toys R Us on the Lean Logistics website (Note: May take up to hours to be granted access by a Toys R Us Team Member). 2. Select Supplier Inbound Management. a. Note: If you are a Vendor and not directed to this screen immediately after Log-in, you have not been give the appropriate access level. Please contact leanlogistics@toysrus.com to help resolve this issue. 3

4 B. Searching for Orders to Update 1. Orders can be searched by PO Number or Orders Available to Update. a. Search order by PO Number i. Select the Orders by Reference Numbers(s) (all statuses) radio button. ii. Type the 10-digit PO in the Order #(s) field. (a) Multiple POs can be entered by putting a comma between each 10-digit PO number. Consolidation of multiple POs onto one truck will be explained later in the document. b. Search order by Orders Available to Update i. Select the Orders available to update radio button. ii. In the Search by Organization scroll box, click the appropriate Supplier (multiple suppliers can be selected by holding Ctrl). iii. The orders can be searched by Date and/or Geography. (a) The orders can be searched by Shipping Date and/or Delivery Date. c. Enter the date range or select a range from Quick Search. 4

5 d. The orders can be searched by Shipping From and/or Delivery To location. i. Enter at minimum the State and Country fields for geography. 2. Click Search to provide results. 5

6 C. Order Search Results 1. Depending on the search criteria, a different number of results may be displayed. a. The Origin will always be Wayne, NJ. b. Clicking details displays product information associated with the order. c. If a search provides results showing a PO is Closed, please confirm with the TRU planner that the PO is still valid. d. Clicking on Update Shipments will allow the user to update that one PO. e. Multiple POs can be opened at once by selecting the check boxes of those desired and then clicking open selected. 6

7 D. Updating a PO Ready to Ship Information 1. Updating the Shipping Information a. Once a PO has been opened, the following information (some required), can (needs to) be updated for creating the shipment (Note: a red * next to a field indicates a required entry). i. Planned Ship Date: Planned ship date from the Vendor s facility. ii. Ship Status Code: (Required) to communicate to TRU what the status is for the order. The options include: (a) Shipment Complete The Order is shipping in full. (b) Partial Shipment; No Backorder The PO is shipping short, and no addition items are planned to be shipped. (c) Partial Shipment; Backorder to follow The PO is shipping short, but a later shipment will bring the shorted items. (d) Backorder from previous shipment A PO was shipped short, and this is the shipment bringing the additional items. iii. Shipping Comment: Free form comment that will be communicated to TRU users. iv. Package Qty: (Required if there is a change) If there is a change in the number of cartons being shipped, the quantity must be changed on this screen. (a) Appointment durations are calculated based on the number of cartons. By not updating carton quantities, it can greatly affect the duration calculation. v. Lading Qty: Value is zero if the shipment is floor loaded. (a) Number of pallets for a particular SKN number can be updated here. vi. Weight: Weight of an SKN number. vii. viii. Volume (Cube): Volume of an SKN number. Delete Link: (Required if a product is no longer riding with the shipment) If an SKN number is not riding on the shipment the entire line can be deleted by selecting the delete hyperlink. Note: Changes to the PO shipping does not affect the Master Purchase Order Agreement. Changes in the Ready to Ship information is only used by the DC staff to plan accordingly for the unload. 7

8 2. Once the PO has been updated, click Save at the bottom of the page and the shipment will be updated and ready for appointing. 3. Review Submitted Purchase Orders a. Once the purchase order update is saved, click the Submissions tab to review results. i. If only one purchase order was opened to update, the submissions tab will come up automatically. ii. If more than one purchase order was selected to update, the next purchase order to update will come up automatically instead. b. If the user would like to clear the submissions screen of those purchase orders that have been updated, click Clear Results. This does not change what was entered nor does it delete the update to the PO, but only removes the PO line from the submissions screen. c. If modifications are made, the submissions page will show a new line for that PO with the date and time of the second update. 8

9 4. The submissions page can be printed by clicking Print Results 9

10 E. Updating a PO That Will Span Multiple Trailers This will allow for multiple delivery appointments (one for each trailer) to be scheduled for a single PO. Ignore this section if the PO will not span multiple trailers. 1. Follow the same process to search for the PO to update. 2. Click on Add Shipment in the top right corner of the page. 3. An additional shipment is added below the existing shipment (add the appropriate number of shipments as the number of trailers that will be arriving to deliver the individual PO). 10

11 4. Add/remove POs from shipments to reflect what will be riding on each trailer. a. Add an item to a shipment by selecting the product code of the item from the drop down menu. Enter the number of cartons, weight, and volume. i. Additional rows can be added by clicking the add button. b. Delete a row from a shipment by clicking the delete link at the end of the row. This will delete the row, but the item will still remain in the drop down menu. 5. Review and verify the information is correct for each shipment. Note: Changes to the PO shipping does not affect the Master Purchase Order Agreement. Changes in the Ready to Ship information is only used by the DC staff to plan accordingly for the unload. 11

12 6. Select Partial Shipment, Back Order to Follow in the drop down menu for the first shipment (select the same status for all shipments except the last). Select Shipment Complete for the last shipment. 7. Click Save. 8. The results page will be displayed confirming the submission. 12

13 Prepaid Appointment Scheduling A. Access the Appointment Scheduling Page 1. If the user is in the Supplier Inbound Management module, the operations page can be accessed by clicking the link next to operation. 2. Select the Appointment Scheduling operation. 13

14 B. Search for POs to Appoint 1. Type the 10-digit PO in the TRU PO# field. a. If multiple POs are going to be consolidated (multiple POs are going to arrive on the same container/truck), enter each PO (separate each PO# by a comma) in the TRU PO# field. It is the responsibility of the Vendor to consolidate the shipments even if a carrier is going to schedule on behalf of the vendor. b. Other Searching Criteria (If previously consolidated or appointed) i. ROUTE ID, PRO#, BOL# field: If a purchase order or group of purchase orders have been consolidated or appointed previously, the field can be used to enter the bill of lading number (BOL) to search for that PO or group of purchase orders. ii. CONFIRMATION # field: If a PO or consolidated group of POs were appointed previously at the DC, the user can enter the appointment number in this field. iii. My Appointments check box: Selecting this checkbox, and then the Search button; the user can review appointments confirmed in the past 2 weeks within Lean Logistics. 14

15 2. Enter the destination city and state of the DC into the Geography field. a. User is able to click on the City, ST/PRV link to search for the appropriate DC. Type the DC# in the name field (Note: The destination DC is the first 4 numbers of the 10-digit PO number) and search (clicking search with no criteria will pull up all DCs). Select the radio of the appropriate DC. 3. Click Search to perform a search. a. Note: POs must be confirmed in Supplier Inbound Management before it becomes searchable for appointments. 4. Assistance Icon: Selecting the Assistance icon in the upper right section of the Search page allows the user to type in a message to the TRU Logistics team. This can be used to announce that a PO cannot be appointed within its ETA week or to request other appointment information. The icon is found on other pages if there are any issues with the scheduling process. a. The user enters the postal code of the destination DC and enters a message. The user can optionally choose to receive a copy of the or have it ed to another person by entering his or her address in the field provided. 15

16 C. Consolidate PO s Since appointments are scheduled by trailer/container, multiple PO s riding together need to be consolidated before appointment. Skip this step if only 1 PO is on the trailer. 1. Once the search provides the results, select the check box of the POs that will be consolidated, and click the Consolidate Selected button. 2. Shipment Information Page a. Enter the bill of lading number in the Consolidation Reference field. i. Carriers Scheduling on behalf of Vendors will search by the BOL number when appointing a consolidated group of POs. ii. The BOL number entered into this field is also expected to be the same number entered into the ASN (EDI 856) that will transmitted to TRU at time of shipment. 16

17 iii. [Type text] Enter the Carrier s 4 letter SCAC code in the Carrier field. 3. Click Update Shipments and Manage Appointments to display the appointment scheduling page where the grouped shipment can be appointed. a. Note: Clicking Update Shipments only consolidates the POs into a group, and must be searched again later to schedule for an appointment. If Update Shipments button is clicked, the below notification is shown. 17

18 D. Appoint Selected [Type text] 1. When appointing a PO that is riding alone on a trailer/container, select the check box and click Appoint Selected. 2. When appointing a consolidated PO, select Manage Appointment from the drop down menu for the consolidated group and click on Go. 18

19 3. Select from the drop down menu the type of delivery appointment that is being requested. Selecting either Live Trailer or Drop Trailer will determine the appointment times that match the unload type. a. Prepaid Carriers must select LIVE TRAILER. If Drop Trailer request is made, the DC will refuse the request and delivery could be delayed. 4. Type in the desired delivery date in the Date field (mm/dd/yyyy), and click Show open Appointments. a. The last day of the ETA week will default into the Date field. 19

20 b. If there are no available appointments on the desired day, Lean Logistics provides the below message. The date can be changed by clicking either the Previous Day or Next Day link. A different date can also be entered in the Date field, and clicking Show open Appointments. c. The available appointment time(s) for that day are displayed. If the desired time is not available that day, the date can be changed by clicking either the Previous Day or Next Day link. 5. Select the radio button next to the desired appointment time. 20

21 6. Enter the appropriate shipping information into the text field boxes. a. Comments field Comments entered in the free-form text field are displayed to the scheduler. b. Consolidation Reference and Carrier field Enter the BOL number in the Consolidation Reference field and the Carrier s SCAC code in the Carrier field. i. The BOL and Carrier s SCAC code default in the fields if the information was entered when the purchase order(s) were consolidated on the prior pages. The entries can be updated if necessary. ii. The BOL number entered into this screen is also expected to be the same number entered into your ASN (EDI 856) that will transmitted to TRU at time of shipment. Failure to capture the same number will prevent appointment linking, delay in the receipt of your goods, and increase potential for non-compliance. c. Trailer field Please enter the number of the trailer that is arriving at the DC. If not known at time of scheduling, please return and enter this information when known. The process is discussed in more detail d. Driver, and Vehicle# field If know at the time of scheduling; enter the Driver s name, and the tractor number in the respective fields. 7. Select the Submit Request button to confirm the appointment time on the date shown. 8. The Appointment Confirmation a. Current Appt The date and time of the scheduled delivery appointment b. Confirmation # The Toys R Us Appointment number needed to check in with at the DC. c. The remaining information submitted when requesting the appointment is displayed on the page. 9. Clicking New Shipment Search returns to the search page to select further purchase orders. 21

22 a. Clicking Previous Shipment Search returns to the search page, but will also display the newly appointed consolidation and all of its reference numbers. b. Searching for these purchase orders or BOL# in the future will display the appointment date and time, status, appointment confirmation and consolidation reference (BOL#) on the search page. 22

23 Managing Appointments A. Rescheduling Appointments 1. Search for previously appointed shipment by typing the BOL number in the Route ID, PRO#, BOL# field. 2. Enter the destination city and state of the DC into the Geography field and then click Search. a. User is able to click on the City, ST/PRV link to search for the appropriate DC. Type the DC# in the name field (Note: The destination DC is the first 4 numbers of the 10-digit PO number) and search (clicking search with no criteria will pull up all DCs). Select the radio of the appropriate DC. 3. Select Manage Appointment from the drop down menu and click Go. 4. Verify that the Live Trailer is still selected from the drop down menu for the unload appointment type. 23

24 5. Select the new desired date in the Date field (mm/dd/yyyy), and click Show open Appointments. a. If there are no available appointments on the desired day, Lean Logistics provides the below message. The date can be changed by one day by clicking either the Previous Day or Next Day link. A different date can also be entered in the Date field, and clicking Show open Appointments. 6. The available appointment time(s) for that day are displayed. 7. Select the radio button next to the desired reschedule appointment time. 24

25 8. Verify the previously entered information into the text field boxes. Make any chances necessary to update with the appropriate information. a. Provide a comment in the Comments field as to the reason the appointment is being rescheduled. 9. Select the Submit Request button to confirm the new appointment. 10. The Appointment Confirmation a. The confirmation number will not change, but the Current Appt should reflect the new appointment date and time. 25

26 B. Scheduling Issues Related to No Available Appointments (within the ETA week for normal shipments or expedited shipments that would experience delays because of appointment issues) 1. Schedule the shipment for the first available appointment in the future. The future appointment should be scheduled for the same type of unload. 2. Once the appointment is confirmed, click on the Assistance Icon. 3. This will bring up a new window that will allow you to write an directly to the schedulers and inbound managers at the appropriate DC. 26

27 4. Enter the appropriate contact information into the fields. a. The user enters the postal code of the destination DC and enters a message. The user can optionally choose to receive a copy of the or have it ed to another person by entering his or her address in the field provided. 5. Enter a message detailing the appointment issue and click send. a. Please provide in the message: i. Appointment Number ii. POs you are trying to schedule iii. The ETA week of the POs iv. The issue the user is experiencing v. Date desired for new appointment 6. The schedulers and inbound management will review and evaluate the request and move the appointment if deemed appropriate. 27

28 C. Cancelling a Previously Scheduled Appointment [Type text] 1. Search for previously appointed shipment by either: a. BOL number in the Route ID, PRO#, BOL# field. b. The 10-digit PO in the TRU PO# field. c. The confirmation number in the Confirmation # field (city and state of the DC must be added to the adjacent field) 2. Enter the destination city and state of the DC into the Geography field and then click Search. a. User is able to click on the City, ST/PRV link to search for the appropriate DC. Type the DC# in the name field (Note: The destination DC is the first 4 numbers of the 10-digit PO number) and search (clicking search with no criteria will pull up all DCs). Select the radio of the appropriate DC. 3. Select Manage Appointment from the drop down menu and click Go. 4. Provide a comment in the Comments field as to the reason the appointment is being cancelled. 5. Click the Cancel Appointment button at the bottom of the page. 28

29 6. Click Ok to confirm the cancel appointment request. 29

30 7. The user receives confirmation that the appointment has been cancelled. 30

31 D. Adding PO(s) to an Existing Consolidation IF THE EXISTING CONSOLIDATION HAS ALREADY BEEN APPOINTED, THE GROUPING MUST BE VOIDED BEFORE ADDING THE ADDITIONAL PO(s) 1. Search for existing consolidated shipment by typing the BOL number in the Route ID, PRO#, BOL# field. 2. Type the PO number(s) that will be added to the existing consolidation in the TRU PO # field. 3. Enter the destination city and state of the DC into the Geography field and then click Search. a. User is able to click on the City, ST/PRV link to search for the appropriate DC. Type the DC# in the name field (Note: The destination DC is the first 4 numbers of the 10-digit PO number) and search. Select the radio of the appropriate DC. 31

32 4. Select the check box of the PO(s) that will be added to the existing consolidated. 5. Select Manage Grouping from the drop down menu and click Go. 32

33 6. Verify the Consolidation Reference field (BOL number) and Carrier field and click Update Shipments. a. Clicking Update Shipments only adds the PO to the previously consolidated shipment. The BOL number must be searched again later to schedule for an appointment. 33

34 E. Removing PO(s) or Voiding an Existing Consolidation IF THE EXISTING CONSOLIDATION HAS ALREADY BEEN APPOINTED, THE GROUPING MUST BE VOIDED BEFORE CHANGES ARE MADE. 1. Search for existing consolidated shipment by typing the BOL number in the Route ID, PRO#, BOL# field. 2. Enter the destination city and state of the DC into the Geography field and then click Search. a. User is able to click on the City, ST/PRV link to search for the appropriate DC. Type the DC# in the name field (Note: The destination DC is the first 4 numbers of the 10-digit PO number) and search (clicking search with no criteria will pull up all DCs). Select the radio of the appropriate DC. 3. Select Manage Grouping from the drop down menu and click Go. 4. If the user wants to remove PO(s) from a consolidation, a. Unselect the check box next to the PO(s) being removed. b. Click Update Shipments. 34

35 5. If the user wants to void the consolidation. a. Click the Void Grouping button at the bottom of the page. 6. Click Ok to confirm that the associated appointment will be voided. a. Note: The dialog box will appear even if an appointment for the consolidated shipment has not been made. 35

36 F. Miscellaneous 1. Unexpected Error Occurred Message a. Lean Logistics will return this error message if the user violates the 16 Hour Notice or the 16 Hour Reschedule Cutoff i. The user tries to reschedule an appointment within 16 hours of the schedule appointment. (a) Please see below regarding Late or Missed/No Show Appointments. ii. The user tries to select an appointment time that is within 16 hours of the current time. 2. Late or Missed/No Show Appointments a. Late for Appointment i. Reschedule the appointment in Lean to a new date/time if there are more than 16 hours until the current appointment. ii. Contact the DC Scheduler through the Assistance Icon if within 16 hours of the appointment, but not past the appointment time. b. Missed/No Show for Appointment i. The appointment must be cancelled and a new appointment scheduled if the trailer doesn t arrive on the yard within 2 hours of the appointment time. 36

37 G. Managing Appointment Alerts Please create a profile for each Lean Logistics username. Creating an account and setting up alerts for a username is vital. Changes to the appointment (by DC Staff or Administrators) are communicated to the user through these alerts. 1. Select the Advisor Management link in the top right of the page. 2. Existing profiles can be edited or removed by clicking the Edit or Remove link. If no profiles are created, select the Create New Advisor Profile link. 3. Enter a description for the Alert and verify Toys R Us is selected in the drop down menu for Company. Select all of the event check boxes for notifications. Click Submit to save the preferences. 37

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