Russell Stover Vendor Portal Standard Operating Procedure Averitt Express Supply Chain Solutions TABLE OF CONTENTS Contents... 1 Table of Contents... 1 Vendor Process Overview... 2 Connect with Russell Stover: www.atomsystem.com/russellstover... 2 Releasing From A Purchase Order: Simple Ready to Ship... 2 Receiving Routing Instructions... 2 1.0 Connect with Russell Stover... 3 1.1 Compatible Web Browsers... 3 1.2 Changing Passwords... 4 2.0 Releasing From a Purchase Order... 5 2.1 Simple Ready To Ship... 5 2.2 Creating a New Source Location... 11 2.3 Errors or Changes to Orders... 13 3.0 Viewing Previously Released Purchase Orders... 14 4.0 Vendor Routing Instructions... 15
VENDOR PROCESS OVERVIEW This page provides an overview of a process which is detailed in the subsequent pages of this SOP. If this is your first time using the system, please read the entire guide. CONNECT WITH RUSSELL STOVER: WWW.ATOMSYSTEM.COM/RUSSELLSTOVER The username and password required for login are provided in the Russell Stover Vendor Packet. RELEASING FROM A PURCHASE ORDER: SIMPLE READY TO SHIP Simple Ready to Ship - After selecting the Simple Ready to Ship menu link, enter your PO number (or other information) to search for your PO and click the Search button. Each PO line represents an individual SKU. Each truckload of freight will require a separate routing request. Put a check mark in the box to the left of every PO you would like to release. You can also click the top check box next to ID to select every item on the page. Once you have selected your PO line, click the Ready to Ship button at the top of the page. Required Fields for All PO s: Ready to Ship Early Date Change Shipping Location Total Weight Total Volume Pallet Type Pallet Count Ship Quantity Once on the Simple Ready to Ship page, the fields listed (see image left) are required on every PO. For Change Shipping Location, you can select from previously entered locations by clicking the L button. If you need to enter a new location, please see section 2.2 of this guide. For Pallet Count you will need to indicate the number of pallets and for Pallet Type indicate if they are stackable or non-stackable by selecting the option from the drop down menu. Total Weight and Total Volume should be as accurate as possible to the order details but may be estimated if necessary. This information is used for planning purposes. Details on estimating volume can be found in Section 2.1 Simple Ready to Ship. RECEIVING ROUTING INSTRUCTIONS After Russell Stover arranges for transportation routing instructions will be sent to the email contact entered on the shipping location during the Simple Ready to Ship process. For issues with PO s please contact your buyer. If you have questions concerning the portal, or other operational questions, contact Russell Stover s transportation group at (816) 855-2451 or by email at transportation@rstover.com.
1.0 CONNECT WITH RUSSELL STOVER Use the link below to connect to the Russell Stover Transportation Management System: www.atomsystem.com/russellstover The username and password required for login are provided in the Russell Stover Vendor Packet. 1.1 COMPATIBLE WEB BROWSERS The Atom System is compatible with the following web browsers: INTERNET EXPLORER 8 INTERNET EXPLORER 9 INTERNET EXPLORER 10 & 11 (COMPATIBILITY MODE) FIREFOX VERSION 17+ APPLE SAFARI 5.1 (DESKTOP) APPLE SAFARI 5.1 (IOS) ANDROID WEB BROWSER 4.2 (ANDROID) Google Chrome is not a supported browser at this time. Internet Explorer 10 and Internet Explorer 11 may also be used in compatibility mode. To enable this, make sure you are on the ATOMS login page and click the Tools menu bar and select the Compatibility View settings menu option (as shown to the right). If you do not see a Tools menu bar in Internet Explorer, pressing the Alt button one time will cause it to appear. You can also locate the Compatibility View settings menu by clicking on the gear icon in the top right of your browser page (see left).
1.1 COMPATIBLE WEB BROWSERS (CONTINUED) Once you are in the Compatibility View Settings window you should see a field to add websites to your compatibility list: mavenwire.com should already be populated in the Add this website: field (1). If it is not, add it. Click the Add button (2). Confirm that mavenwire.com is now in the Websites you ve added to Compatibility View section (3). Leave the two check boxes at the bottom as whatever they were. There should be no need to change these settings. Click the Close button for this window (4). You may need to reload the login page if it does not refresh automatically. 1.2 CHANGING PASSWORDS To change the password used to log in, click the Change Password link in the user menu. It is recommended that the password be changed during the first log-in session. The link will open a password entry screen. To change your password, enter your current login password in the Old Password field. Enter the new password you wish to use in the Password field and then confirm that password in the Retype Password field. To submit your new password click the Update Password button at the bottom of the page.
2.0 RELEASING FROM A PURCHASE ORDER Russell Stover will require that all vendors use the ATOM system, instead of fax or email, for routing requests. This will allow Russell Stover to plan for incoming product with greater accuracy, and will allow vendors to efficiently and accurately communicate routing requests with Russell Stover. Please review this process for releasing product in detail. If you have any questions, contact Russell Stover s transportation group at (816) 855-2451 or by email at transportation@rstover.com. TIP: Each full truckload of product inbound to Russell Stover will need to be entered into the ATOM System separately. Follow the steps in this document for each truckload. Each order release may only have one pickup location. 2.1 SIMPLE READY TO SHIP To release product select the menu option Simple Ready to Ship, as seen to the right. This will open the search screen shown below. SEARCH FOR THE PO Input your Russell Stover PO Number field on the Simple Ready to Ship search screen. Click Search at the bottom of the page to view the search results.
2.1 SIMPLE READY TO SHIP (CONTINUED) From the search results screen click the checkbox next to the PO line that you wish to release. When you have selected all PO lines click the Simple Ready To Ship button at the top of the page. The results screen will display all PO lines matching the PO number entered on the previous page. Each line represents an individual SKU TIP: Clicking the checkbox and the line numbering will correspond with the information sent by next to ID will select or the buyer. Clicking on the PO line will show additional details, including deselect all items on that a breakdown of what portions of the PO line have already been page. released. Each page of the search results can display up to 200 PO lines. If a PO has more lines than 200 lines, the subsequent groups of will be found on page 2, 3, etc. If you are on the results screen above, you can scroll over and see if you have already entered an order line: NOTE: In this example, there were 50 units ordered and 50 have already been released, meaning someone has selected this order previously and entered all 50 units. While it is possible to release this order again (manually entering more units to release), this could result in an over-release (entering over 5% more units than were ordered). Your Russell Stover buyer will be sent a notification if this happens.
2.1 SIMPLE READY TO SHIP (CONTINUED) The following fields will need to be entered for all routing requests: The Simple Ready to Ship screen is shown below, with all the required fields highlighted: Ready to Ship Early Date Enter the earliest day the routed product will be available for pickup Optional: Ready to Ship Late Date Enter the latest date that the freight can be picked up. If this date is the same as the Early Date, only enter an Early Date and leave this field blank. Pallet Type - Select whether the pallets will be stackable or non-stackable. Only use Z_CARTON if you are shipping parcel (such as FedEx Ground). Pallet Count - Number of pallets to be shipped. If you are not shipping on pallets, please estimate the number of pallet spaces on the truck your purchase order will occupy. (If you selected Z_CARTON, put your number of cartons here instead.)
2.1 SIMPLE READY TO SHIP (CONTINUED) Change Shipping Location This will be used to either select a previously created location or create the physical address where the shipment will need to be picked up. To view previously entered locations, click the L button for a list. To enter a new location, click the N button. On the location List screen (as seen below), click the circular button next to the location you want to choose and then click Finish. You should return to the Simple Ready to Ship screen and see your location code in the Change Shipping Location box. You may see a different City/State/Zip in the Ship From box to the right. Ignore this. The system will use the information from your Change Shipping Location instead. NOTE: If this is your first time using the system, you will need to create a new location. Instructions for creating new locations can be found in the next section, 2.2 Creating a New Source Location. Do not use the base location this is the location with a location ID of just your Supplier ID that does not end in -0001, -0002, etc.
2.1 SIMPLE READY TO SHIP (CONTINUED) Total Weight Please enter the total shipping weight (including pallets) of the shipment that you are routing to Russell Stover. Do not include any decimal points or commas (you may see an error message when trying to save your order if you do). Example: If your weight is 1,234.56 lbs, enter 1234 (or round to 1235). Total Volume - Enter the approximate volume in CU FT of the product you are routing to Russell Stover. Do not include commas or decimal points. TIP: What to do if you do not know the Total Volume for your shipment It is possible that you do not have a volume for your shipment. You can estimate this number. Enter your estimate as CU FT which should be the default selection for Total Volume. If you are shipping non-stackable pallet spaces, multiple the number you put in Pallet Count x 100 and enter this as CU FT. If you are shipping 20 nonstack pallets, you can enter 2000 in the Total Volume field. If you are shipping stackable pallets, multiple your Pallet Count number x 50. So if you entered 20 stackable pallets, you would enter 1000 in the Total Volume field. Order Remarks (Optional) You can include special notes or instructions for just this order. Select PICKUP_COMMENTS from the Remark Qualifier ID drop-down menu. Enter your comments into Remark Text. Click the Save button just to the right of your remark. If you do not have any remarks to note for the order, simply leave all of the Remark options blank.
2.1 SIMPLE READY TO SHIP (CONTINUED) Ship Quantity This is the quantity of each SKU that will be shipped. You can enter in an exact amount for each line or the Ship Complete button can be used to populate all fields with the maximum quantity ordered if all items on the PO will be shipped. SAVE Once you have entered all of the required information on the Simple Ready to Ship screen, click the Save button in the bottom left of the screen. Sometimes the save process can take a few seconds. Once your order is created, you will see a screen that says You successfully created the following records This means your order has successfully been created and you are done with this PO! You can safely close the Success window (It should take you back to the PO search results). If you have another PO to enter, go back to your main menu and start with the Simple Ready To Ship link on the left side of your screen (do not use the Create Another button).
2.2 CREATING A NEW SOURCE LOCATION Below you can see what the create new source location screen looks like: The following fields are required under the Identification tab: Company Name: Use this field to create an identifier for each location. For example, if an order is shipping out of Company A in Jonesboro, Arkansas the Location Name code could be Company A Jonesboro Warehouse. Supplier ID: This ID should be the same as the User ID/Supplier ID previously used to log in. This number needs to be entered correctly for the location to be visible. Reference Numbers: Leave the Reference Number Qualifier ID and the Reference Number field blank. These will not be used. Address Lines, City, State/Province Code, and Postal Code are required. Country Code: This should default to USA and normally does not need to be changed. If you are shipping from another country, delete the USA and enter your 3-character country code. After this information has been entered click the Communications and Remarks button at the bottom of the page to continue.
2.2 CREATING A NEW SOURCE LOCATION (CONTINUED) A contact email address and phone number is required for each new location. Email Address: This email address will be the contact that receives a vendor notification once Russell Stover has assigned a carrier to your order(s). This notification is not a BOL but will contain a summary of your order information (such as which carrier will be picking up) and may also have special instructions to include on the BOL (such as a shipment ID number required by certain carriers). Phone 1: This number will be available to the carrier as a contact number. If you have no pickup comments to enter you may skip the Location Remarks section. Location Remarks Select PICKUP_COMMENTS from the Remark Qualifier ID drop-down menu (noted in the picture below). Information entered in the Remark Text box to the right will be transmitted to the carrier. Example information includes shipping hours, whether an appointment is required, or an alternate contact. After you have entered your pickup instructions click the SAVE button just to the right of the Remark Text box to save your pickup instructions. An example of entering a location remark. Finished: Click the finished button at the top of the page once your information has been entered.
2.3 ERRORS OR CHANGES TO ORDERS After completing the 2.1 Simple Ready to Ship step by clicking the Save button on the Simple Ready to Ship screen, you may realize that some of the information on the order was incorrect or needs to be changed (such as an incorrect or updated quantity, weight, volume, etc). In rare cases it is possible to receive a red error message on the confirmation screen. If this happens, do not complete 2.1 Simple Ready to Ship for the same order release unless instructed to do so by Russell Stover. Completing Simple Ready to Ship again for the same order release may create a duplicate order in the system. For issues with PO s please contact your buyer. If you have questions concerning the portal, or other operational questions, contact Russell Stover s transportation group at (816) 855-2451 or by email at transportation@rstover.com. WHAT TO DO IF YOU SEE AN ERROR: If you see an error message instead of the normal confirmation screen, try to take a picture of the screen. Make sure you have the window with the error open and press the PrintScreen (PrntScrn) key on your keyboard (usually located above the backspace key on most keyboards). This will capture a picture of your current screen to your clipboard. In most email clients you can Ctrl+V paste this screenshot into an email to Russell Stover.
3.0 VIEWING PREVIOUSLY RELEASED PURCHASE ORDERS POs previously released for shipment are viewable through the Russell Stover Transportation Management System. Click on the Search Routing Requests link on your Vendor menu to bring up the search menu. Search for your routing request using your Russell Stover PO Number. After a PO number is entered a results screen will be displayed. This results screen will show any order releases for the PO you ve entered as well as if that PO has been assigned to a carrier. Note the box highlighted in red. This field will be blank if your order has not been assigned to a carrier. Once a carrier accepts the tender on the order, their name should be listed on these search results. If you have questions concerning these POs, or other operational questions, contact Russell Stover s transportation group at (816) 855-2451 or by email at transportation@rstover.com.
4.0 VENDOR ROUTING INSTRUCTIONS Routing instructions will be sent via email to the email address provided during the location creation process. The vendor routing instructions will be transmitted via email once transportation has been arranged (the carrier has accepted the order). If you do not receive vendor instructions contact Russell Stover s transportation group at (816) 855-2451 or by email at transportation@rstover.com. If your order is shipping LTL: Some carriers may require you put a special note on your BOL that says Shipment ID # and contains a unique number that the carrier can use to track your order in ATOMS. Below is an example showing this requirement: NOTE: The vendor routing instructions PDF is not a BOL. It serves to provide a summary of the order information that Russell Stover has routed and alert you to which carrier has been notified for pickup. Your shipping location will still prepare a BOL as normal.