Bulk Deliveries
ASN EXTRANET USER GUIDE
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Contents:
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General User Notes The Bulk Delivery process Setup for the Extranet Definitions Logging In Creating a new ASN ASN Identifier What if I’m unable to fulfil the order Save & Exit an order Confirmation Screen / Closing the ASN Confirmation Screen / Confirming the ASN Viewing the ASN Exiting the ASN Extranet Contact details
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General user notes:
• Do not use the BACK button on your browser to migrate through screens as the application will not work correctly. Please use EXIT / CLEAR SCREEN button to move through screens • If while using the application, you experience an application error, please log back on to the system and continue where you left off. If you are unable to do so, please contact the House of Fraser IT Helpdesk on B2BSUPPORT@hof.co.uk or 01793 640 345 • Ensure dates are always entered using the format DDMMYYYY
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The Bulk Delivery process:
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Purchase orders will be raised from HoF electronically – either via EDI, over ftp or by e-mail NOTE: If you are still receiving your orders by post / fax please contact House of Fraser Supply Chain to arrange electronic orders The orders are picked and packed – single SKU per containers and the containers should be labelled with the details of the products within them – i.e. product reference and quantity The ASN should be created using the extranet application with the total quantities shipped entered on to the system The ASN should be confirmed and sent through to HoF A booking should then be made at the NDC for the delivery quoting the number of pallets, containers and units. You will also need to quote the ASN number On arrival at the NDC each container will be opened and the goods receipted in to the warehouse. They are then picked and sent to stores when required
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Setup for the Extranet:
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To access the Extranet application a supplier must have access to the Internet. On completion and submission of the registration form, you will receive a USER NAME and password from the HoF IT Team, together with a URL to be used on the Internet. To obtain the registration form please go to www.hofsuppliers.co.uk/info and follow the link for bulk delivery registration form If you have any issues with accessing the system, please contact the House of Fraser IT Helpdesk on 01793 640 345
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Definitions:
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HoF – House of Fraser ASN – Advanced Shipping Note PO – Purchase Order
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Logging In:
Once you access the Extranet you will see this screen:
Click on this link to access ASN Extranet
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Type in your User Name and password
Then click Submit
PLEASE NOTE: This screen is case sensitive
PLEASE NOTE: You will receive your User Name and Password from our IT Team on completion and submission of a set up form
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Click on ASN Maintenance Screen
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Creating a new ASN:
This is the main ASN Maintenance screen:
PLEASE NOTE: From this screen you can: ▪ Create a new ASN for a Bulk Delivery order Create a new ASN for a Cross Dock order (if applicable) ▪ View an existing confirmed ASN ▪ View and confirm an existing unconfirmed ASN Check the delivery window is valid for the order you wish to create an ASN for and click New ASN button
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PLEASE NOTE: You will be presented with a list of orders: ▪ Both cross dock and bulk orders if applicable Valid for your supplier account number ▪ Valid for that delivery window ▪ With outstanding quantities after a previously created ASN Authorised for delivery
Click on Add Order next to the order that you wish to process
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PLEASE NOTE: If you can not see the order number that you require, click on Clear Screen and overtype the delivery date with an earlier date. If the order is still not displayed you should check with the Buying office that the order is still valid and required The delivery window defaults to today’s date + 14 days
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The system will prompt you to enter your ASN Identifier
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ASN Identifier:
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For a bulk delivery order you will be prompted to enter your own ASN id for the first order that you select. The ASN identifier should be up to 13 characters and must be unique across all suppliers. Existing suppliers should continue with the current format unless they have been notified of an issue with ASN id duplication
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Enter your ASN identifier
Click on Add Order
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PLEASE NOTE: If you enter an invalid ASN the system will display a message and will not allow you to proceed until you enter a valid ASN
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PLEASE NOTE: When you select an order you will be prompted to select how you wish to see the products displayed for that order.
Please select one of the following: •House of Fraser Line Item Number •Supplier Reference Number •EAN (European Article Number)
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You will see all ordered items displayed as well as the ordered quantities
The quantity displayed in the ASN Qty column is the amount outstanding for that PO
PLEASE NOTE: At this point in the process you need to tell the system the quantities of each product you have fulfilled
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What if I am unable to fulfil the order?
If you are unable to fulfil the full amount then you can overtype a lower value in ASN Qty field
PLEASE NOTE: the quantity entered on the ASN is the figure HoF will match against the invoice. If you physically ship more than what is on the ASN you will only be paid for what is listed on the ASN
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If you are unable to fulfil the full amount and the quantity that you are shipping for the particular item is zero then you can overtype the value in box with zero quantity
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The system will not accept a blank field against ASN Qty. The ASN Qty field must have a value. This value can be 0.
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Save & Exit an order:
Click Save & Exit once you have finished working on that order
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PLEASE NOTE: You can have more that one order on an ASN
Click on Amend Order if you wish to make any amendments to that order
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PLEASE NOTE: At this point you can either process another order / amend an order / remove an order or you can select Confirm which will take you to the confirmation screen
PLEASE NOTE: By choosing Remove Order function you can delete everything you have done so far for that order and go back to start for that order
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Select Confirm if you wish to Confirm the ASN
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If you clicked on Exit instead of Confirm the system will prompt you to confirm ASN. Click Cancel and then choose Confirm (please refer to page 25)
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On selecting Confirm you will be taken to the Confirmation Screen
If you choose to Close the ASN the system will prompt you that the ASN has not been confirmed and sent to House of Fraser. However choosing this option will allow you to go back to this ASN and make amendments
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PLEASE NOTE: Before Confirming the ASN you should go in and check the quantities have been amended correctly. You cannot make any changes to the ASN once you have confirmed it.
Click Confirm if you wish to confirm the ASN. The ASN will be automatically sent to House of Fraser
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PLEASE NOTE: If the order goes out of date and to a status of cancelled you will not be able to complete the ASN or send this delivery to the NDC. You will then need to contact the Buying office to see if it’s possible to have the date extended in any way - this will depend on the order type. If it’s possible you will be able to reinstate the original ASN and carry on from where you left off. If it’s not possible, then this order can not be delivered and you will need to ask the Buying office to raise a new order.
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The ASN has been confirmed and sent
Click Print if you wish to Print the confirmation screen
PLEASE NOTE: HoF recommends that you do this so that you have proof that your ASN was created and sent
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Viewing the ASN
PLEASE NOTE: You can view an ASN from the main ASN Maintenance Screen
Type in the ASN number
Then click on Query ASN
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Click on View order if you wish to see the confirmed order
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Exiting the ASN Extranet
PLEASE NOTE: To exit the application simply click ‘Exit’ from the screen you are in. If you are part way through creating an ASN the system will prompt that you have not completed the ASN, but it will save any data you have entered so far.
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Click Log Out
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The system will take you to the Login screen. You can now safely close the Extranet
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Contact Details:
Supply Chain: Helen Evans – Supply Chain Manager 07909 572 969 hevans@hof.co.uk IT Helpdesk - Swindon: 01793 640 345 B2BSUPPORT@hof.co.uk
National Distribution Centre – Milton Keynes: Helpdesk Team 01908 354 808 NDC-helpdesk@hof.co.uk Compliance Team 01908 354 800 NDC-compliance@hof.co.uk Bookings Team 01908 354 801 NDC-bookings@hof.co.uk 36