Transcript Slide 1

Belk Onboarding
Vendor Guide
Welcome !!!
Dear Vendor,
We have created this presentation to assist new or
reactivated vendors to onboard with Belk. Our goal is to help
you proactively address potential issues that you may
experience by calling out critical requirements.
Understanding and addressing these requirements will
reduce the risk of issues when conducting business with
Belk.
Please take the time to read this presentation in its entirety.
If you have any questions please use the contact information
to reach out to the appropriate parties.
Thank you for your commitment to our partnership.
Copyright © 2014 Accenture. All rights reserved.
2
Table of Contents
1.
2.
3.
4.
5.
6.
7.
Overview
Glossary
Critical Requirements
Item Setup Process
Purchase Order Process
Shipping Call Outs
Example of Common Scenario
 Purchase Order, ASN, and Invoicing Details
8. Appendix
 Transaction Examples
 Online Vendor Information
 Contact Information
3
Overview
 Belk has completed a major merchandising system initiative recently
that has upgraded our systems to a more robust processing of setting
up items, writing purchase orders and paying invoices
 New vendors risk repeating the problems other vendors have
experienced that cause downstream issues
 By addressing these potential issues we can




Minimize item setup problems resulting in purchase order delays
Avoid systemically created charge backs
Ensure timeliness of invoice payments
Ensure correct ASN structure is sent to Belk
 Failure to comply with Belk requirements will generate compliance
charges at various points throughout the supply chain
 This includes requirements relating to POs, ASNs, and Invoices
Goal: Proactively address potential issues and answer any
questions vendors may have.
4
Key Terms
Key Term
Definition
Each
This is the SKU level item. It is identified by a unique UPC or EAN
and is the item sold to the consumer. It’s Unit of measure in EDI
transactions ‘EA’ and the quantities and cost are for a single item.
Order Quantity
Multiple
Certain products must be ordered in evenly divisible quantities due
to the way they are stored and managed in the vendor’s supply
chain. This should be defined in the OPEN TEXT/GXS catalog
entry for that item.
Pack
A specific list of eache’s (SKUs) and quantities (called components)
that are identified by a unique UPC or EAN. It is used to move
goods through the supply chain more efficiently. It’s unit of
measure in EDI transactions is ‘AS’ and the quantities and cost on
the transaction represent the number of packs ordered and the sum
of the cost of its components.
5
Key Terms
Key Term
Definition
Non-sellable Pack
Packs that are not sold to the consumer and therefore have no
retail associated. Most of Belk’s packs fall into this category.
Sellable Pack –
Some types of product can be sold as a ‘set’’. These have a retail
for the complete set, as well as for the components.
Componet
These are (SKUs) that are contained in a pack. Belk sends
information about the components of a pack in the SLN segments
of our 850 and 860 transactions. This information includes the UPC
of each of the SKUs as well as the number of units in the pack,
their cost and retail
Broken Packs
Occurs when a vendor runs out of one or more component items
contained in a pack. Examples: Production fallout (ie: a fabric
shortage or a high number of damages); any other inventory
shortage during the pick/pack process
6
Critical Requirements
The requirements listed below are not an all-encompassing list of Belk
requirements.
#
Requirement
1. Item Setup: Items and packs must be set up correctly in OPEN TEXT/GXS in
order to avoid downstream issues.
2. Vendor must turn on Compliance Check in Open Text/GXS catalog and must
grant access to catalog and all styles to Belk
3. Packs in Single Cartons: Any pack that is defined must be able to be shipped
in a single carton consistent with the Belk Vendor Guide.
4. No Broken Packs: Broken packs should only be shipped with explicit
permission from the appropriate Belk buying office.
5. Unit of Measure Quantity Consistency: If the PO (and ASN) is for packs, then
the invoice must be for the PACK quantity and cost, not the component
quantity and cost.
6. Invoice Consolidation: Invoices should be consolidated by distribution center
location, per PO shipment.
7
Critical Requirements
The requirements listed below are not an all-encompassing list of Belk
requirements.
#
Requirement
7. Items and packs must be set up timely and accurately in OPEN TEXT/GXS in
order to avoid downstream issues. All UPC and item setups must be
complete in OPEN TEXT/GXS a minimum of 2 weeks prior to bulk orders
being written and released
8. Items must be set up using the following: Correct NRF Size codes that apply
to the sizing for the item using correct NRF size chart for the product you are
selling. Ex. Men’s Product cannot use Boys size codes. Correct NRF 3 digit
color codes that apply to color family for the item
9. If the item is a pack, the following requirements apply: Must use the PU pack
type for pre-packs and corresponding component’s must be identified &
linked to the pack at set up in OPEN TEXT/GXSIf configuration of the pack
changes a new UPC must be providedMust use 90000-99999 size chart only
for Pack Items
8
Critical Requirements
Belk uses the industry standard UPC guidelines that are standard with the retail
industry set by GS1 & trading partner GXS/Open Text. Failure to adhere to these
standards will result in chargebacks if PO has been written
#
Requirement
1. After UPC size/color/pre pack criteria have been confirmed by Belk, definition
of the UPC cannot be changed Ex. S/M/L cannot be changed to 5/7/9. 601
Red cannot be changed to 602 Rose. Pre pack S-XL 1-2-2-1, cannot be
changed to 2-2-1-1
2. UPC may only be re used for different item (including different color or size of
the earlier item), after 30 months after last shipment by the vendor
3. Vendor must use correct size codes for product selling to Belk for the
category of the UPC. Ex. Vendor must not use Men’s size code on Ladies
product
4. Vendor must use “PU” pre pack code with 90000-99999 size codes (unless
pack is no size in which case use 00000. Pre Pack must be defined at the
time of UPC set up in GXS catalog
9
Setup in OPEN TEXT/GXS: Packs and Order Quantity
Multiples
Please review the guideline documents embedded
below with instructions from OPEN TEXT/GXS on
creating pre packs and order qty multiple’s
Double click
to open this
document.
Double click
to open this
document.
Please take a moment to view the We
10
Purchase Order Process
 POs are ordered by UPC
 The UPC could be for an each (SKU) or a pack
 The same cost and unit of measure must be used on all downstream
documents
 All GS1 labels must match the ASN
EDI 850, 860
(PO)
Item – Cost – QTY
EDI 856 (ASN)
EDI 810 (Invoice)
Item - QTY
Item – Cost - QTY
ASN Call Outs
Invoice Call Outs
DO transmit the pack UPC and quantity of
packs on the ASN if shipping a pack
DO invoice Belk for the item, cost, and
quantities as sent in the 850 or 860
DO NOT transmit the number of units in a
pack on the ASN
DO NOT invoice Belk for the cost of the
components * the number of units in a pack
11
Shipping Call Outs
 No Broken Packs




Compliance charges are generated systemically for a ‘not ordered SKU’ when broken packs
are shipped
Broken packs should only be shipped with explicit permission from the Belk Buyer
If approved
 The cartons that contain incomplete packs should be ASN’ed using the component
UPCs and quantities
 The buying office must maintain the PO by adjusting the order, recalculating the
allocation, and transmitting the new release via EDI to the vendor
The pack UPC should not be transmitted when a pack is broken
 Packs in Single Cartons



Any pack that is defined must be able to be shipped in a single carton consistent with the
Belk Vendor Guide (see the ‘Online Informational Resources’ slide for the link to the Vendor
Guide)
Large packs may not physically fit within the acceptable range of carton sizes and weights
that can be processed at our warehouses
Packs that are split between 2 cartons cause
 ASN issues due to the receiving system booking at least one pack per carton
 Inventory overstatement
 Difficulties in automatching invoices
12
Example: Purchase Order Details
Step 1: A Belk merchant creates 3 POs for the same vendor which have the
same ship window. There is only one item on each of the 3 POs and the third
PO, “PO C”, is for the Ecommerce facility. One of the two items ordered is a
pack while the other is an each.
PO
A
B
C
ITEM
Gamma
Delta
Delta
ITEM
COST
$100.00
$10.00
$10.00
ITEM
TYPE
Pack
Each
Each
TOTAL
TOTAL
QTY
PO COST
36
36
60
$3,600.00
STORE
STORE
QTY
SERVICING
DC
228
12
737
294
12
737
222
12
744
228
24
737
396
12
744
888
(Ecomm)
60
737
$360.00
$600.00
13
Example: ASN Details
Step 2: The vendor creates two shipments for the 3 POs and creates/transmits two ASNs (one
for each of the shipments). The shipments to Belk distribution centers are in transit.
ASN
ASN1
ASN2
SHIPMENT
DESTINATION
737
(Blythewood)
744
(Jackson)
PO
ITEM
QTY
STORE
A
Gamma
12
228
A
Gamma
12
294
B
Delta
24
228
C
Delta
60
888 (Ecomm)
A
Gamma
12
222
B
Delta
12
396
Vendor Warehouse
14
Example: Invoice Details
Step 3: Invoices are received from the vendor and automatically matched in Belk’s
invoice matching system. Payment is generated for these invoices to the vendor.
INVOICE
PO
ITEM
ITEM
COST
ITEM
TYPE
SERVICING
DC
TOTAL
WAREHOUS
E QTY
INVOICE
AMOUNT
24
$2,400.00
737
INVC1
A
Gamma
$100.00
Pack
737
INVC2
A
Gamma
$100.00
Pack
744
12
$1,200.00
INVC3
B
Delta
$10.00
Each
737
24
$240.00
INVC4
B
Delta
$10.00
Each
744
12
$120.00
INVC5
C
Delta
$10.00
Each
737
60
$600.00
3 Purchase
Orders
2 ASNs
5 Invoices
15
Appendix
Additional Information
16
EDI Documents to Support Example
The EDI documents for the example contained in this presentation are embedded below.
Please note:
1. These transactions are for illustrative purposes only
2. EDI transactions must always use valid UPCs or EANs as product identifiers
Double
click to
open this
document.
Purchase Order
Document Examples
Double
click to
open this
document.
ASN Document Examples
Double
click to
open this
document.
Invoice Examples
17
Online Informational Resources
Topic
OPEN
TEXT/GXS
Catalog
Stores &
Servicing
Distribution
Centers
Comments
Link
Belk Landing Page /Active Webinar
http://www.OPEN TEXT/GXS.com/belk
http://www.gxs.com/assets/uploads/wmv/livemeetin
g.wmv
Active Catalogue Information Page
http://www.OPEN
TEXT/GXS.com/products/active_applications/data_
synchronization/OPEN TEXT/GXS_catalogue
Catalogue Log-In Page
https://catalogue.OPEN
TEXT/GXS.com/QRSGUI/jsf/login/login.jspx
To ensure you have the most updated listing of our
Distribution Centers and stores serviced from each
location please refer to the listing on our website.
** Note that all Fine Jewelry merchandise is serviced
from our Ridgeland Distribution Center.
Blythewood:
http://www.belk.com/media/pdf/vendor_info/transpor
tation_documents/StoreShippingReceivingLocations
-Blythewood-4-17-13.pdf
Jackson:
http://www.belk.com/media/pdf/vendor_info/transpor
tation_documents/StoreShippingReceivingLocations
Jackson_041713.pdf
EDI 850
Guidelines
Belk EDI mapping guideline document.
http://www.belk.com/media/pdf/vendor_info/EDI_40
30_mapping/Belk850PurchaseOrder.pdf
EDI 860
Guidelines
Belk EDI mapping guideline document.
http://www.belk.com/media/pdf/vendor_info/EDI_40
30_mapping/Belk860POChangeRequest.pdf
UCC 128
Label
Guidelines
Belk UCC 128/GS1 example.
http://www.belk.com/media/pdf/vendor_info/EDI_40
30_mapping/BelkUCC128LabelV40-Domestic.pdf
18
Online Informational Resources (continued)
Topic
Comments
Link
ASN EDI
856
Guidelines
We encourage you to also review the ASN EDI 856
information on our website. This will ensure timely and
accurate booking of receipts, which contributes to the
invoice matching process and further contributes to
timely payments to our vendors.
EDI 810
Guidelines
Further information on Belk’s EDI 810 guidelines can
be found in our Belk Vendor Page located on our
website, belk.com, by clicking on the Vendor Info link at
the bottom of the page. Specific guidelines can be
found under the appropriate document number.
http://www.belk.com/media/pdf/vendor_info/EDI_40
30_mapping/Belk810Invoice.pdf
Belk Vendor
Guide
The Belk Vendor Guide, has been updated as of Jan
2015.
http://www.belk.com/media/pdf/vendor_info/transpor
tation_documents/BestPlan.pdf
Belk
Expense
Offset
All Belk expense off set and due to Non Compliance
can be found on the Belk Vendor Guide pg. 32-35
http://www.belk.com/media/pdf/vendor_info/transpor
tation_documents/BestPlan.pdf
http://www.belk.com/media/pdf/vendor_info/EDI_40
30_mapping/Belk856ShipNoticeManifest.pdf
19
Contact Information
Topic
Vendor Relations
Item Setup Process
Contacts
[email protected]
[email protected]
OPEN TEXT/GXS Active
Catalog
1-877-446-6847, Opt. 2, then *, 4, 1; cataloguesupport@OPEN TEXT/GXS.com
OPEN TEXT/GXS Global
Support Services
1-800-334-2255, Opt. 2; technical support Support@OPEN TEXT/GXS.com
Belk Transportation
[email protected]
EDI 850, 860, 856, and 810
Business Process
[email protected]
850, 860, 856, and 810
Data and Formatting
[email protected]
Accounts Payable
[email protected] and [email protected]
20