Vendor Extranet Security Administrator User Guide. Domestic U.S.A. Business

Transcription

1 Vendor Extranet Security Administrator User Guide Domestic U.S.A. Business 2017

2 TABLE OF CONTENTS I. Role of Security Administrator (SA) a. Registration p. 3 b. Responsibilities p. 3 c. Password Reminder p. 3 d. Master Terms p. 3 II. III. IV. Security Administrator Desktop a. New User Requests p. 4 b. Adding a New Vendor User p. 4 c. Updating a User Profile p. 4-5 d. List Users p. 5 e. Subscriptions ASN, Carrier, Invoice Error Notifications p. 5 f. View Vendor Hierarchy (Viewing Rights) p. 5 Extranet Functions a. External Address p. 6 b. Extranet Resources p. 6 c. Toys R Us Transportation Management System (TMS) p. 6 d. Delivery Performance System (DPS) p. 6-7 e. Vendor Reports (Green Lion Digital Portal) p. 7 f. Enterprise Data Quality (EDQ) p. 7 g. Vendor Deal Portal (VDP) p. 7 h. Merchandise Vendor Payable Portal (MVPP) p. 8 General Information a. Log Out p. 8 b. Questions p. 8 2

3 I. ROLE OF SECURITY ADMINISTRATOR (SA) a. REGISTRATION 1) Access the Vendor Extranet by typing in a web browser. 2) Enter your User ID and Password, and then click the Submit button. b. RESPONSIBILITIES PLEASE REVIEW THIS SECTION CAREFULLY As the Security Administrator YOU are responsible for the following: Accepting or Declining the Master Terms of conducting business with Toys R Us, Inc. Approving or Rejecting Vendor Users for the Resource Group. Managing all the Users in the Resource Group, including adding and deleting Users. Editing existing Vendor Users update and change Vendor User data. Closing or opening access to specific applications for Vendor Users. (e.g. DPS, VDP, etc.) Assigning viewing rights. Designating a Secondary Security Administrator. Within the same business day, the SA must remove access rights, if any, of a terminated employee. If, as Security Administrator, your employment is terminated, you must advise the Secondary Security Administrator and vendorsupport@toysrus.com to remove your access rights. Your acceptance of this responsibility removes Toys R Us, Inc. and its affiliates from any liability in connection with your firm s access and use of the information. c. PASSWORD REMINDER If you forget your password to the Vendor Extranet, click Password Reminder on the Home Page. The reminder will ONLY send you the account resource number and your password. It does not send your User ID. If you try to log in multiple times and your password is still not working, please contact Vendor Support at vendorsupport@toysrus.com. d. MASTER TERMS Please note: The following information will only appear the first time a Security Administrator enters the site. Master Terms can only be accepted one time per Vendor group. Should your Vendor group require more than one SA, an additional SA will not be required to accept the Master Terms. Read the Master Terms Click on the radio button to Accept or Decline the Terms and click the Next button. If you do not have the authority to accept the Master Terms, please print the documents to be forwarded to the appropriate management or legal representative and select the Decline button. Please provide a reason for declining the Master Terms and click the Submit button. 3

4 II. SECURITY ADMINISTRATOR DESKTOP Click on My Account on the top navigation bar. This will bring the SA to the Security Administrator screen. SA page links: User Desktop Security Administrator screen is the home screen for the below links. New User Requests Lists all new Vendor Users to be approved for access to the site. List Users Lists all approved Users for a Resource Group. Master Agreement Status Provides the status of the Master Terms. External Address address to be used for notifications in lieu of the SA s address; leave this blank if all notifications go to the SA. a. NEW USER REQUESTS 2) To approve Vendor Users, click on New User Requests. 3) A list of new Vendor Users will appear. 4) Click on the icon next to the user name. 5) If User and data is valid, click Approve button. 6) If User and/or data are invalid, click Disapprove button. Approve/Disapprove: will generate an automatic response message to the Vendor User advising of approval or disapproval. If the Vendor User is Approved, profile is moved to List User section. Please note: User will show as Active Status = N until the SA activates the user and a password is created by the User. If the Vendor User is disapproved, the profile is automatically deleted from the system. b. ADD NEW VENDOR USER 2) Click on List Users. The Vendor User screen will appear. 3) Click on Add New User in the upper right-hand corner. 4) Complete the registration form for each User. Note: to save time, you may choose the dropdown menu to populate the address. 5) Click on the Submit button. 6) Edit Vendor User screen appears. Click on Send Account Activation link for the automated approval to be sent to the new User. 7) Click the Submit button to ensure the updates are saved. Please note: the Security Administrator can only register a Vendor User. All new SAs must submit their own registration. c. UPDATING A USER PROFILE To change User Type from either Security Administrator to Vendor User: 2) Click on List User. 3) Click on the Edit icon; this will pull up the Edit Vendor User screen. 4) Click on User Type; change to either Security Administrator or Vendor User. 5) Click on Submit to save changes. 4

5 To edit or update information in a profile: 2) Click on List User. 3) Click on Edit icon; this will pull up the Edit Vendor User screen. 4) Add/change necessary information. 5) Click Submit to save changes. IF YOU DO NOT CLICK ON SUBMIT, THE CHANGES WILL NOT BE SAVED. d. LIST USERS Lists all Security Administrators (marked with red flag) and Vendor Users. Active status: Y = password created. N = no password created. Icon descriptions: Paper/pencil brings the SA to User Profile. Modifications can be made to User data; must click Submit to save changes. o Viewing Rights: SA can assign viewing rights allowing Users to see reports from other vendors within the group. (Use Ctrl key to select multiple vendors). o Subscriptions: Allows SA to choose or change subscription choices. Must click Save to save selections. o Application Access: Allows the SA to select application groups the User can access. Key Application Access functionality. X Permanently deletes a User s profile. Password Maintenance: Passwords are located at the bottom of the User profile. Resetting passwords retype over the password in each box and click on Submit. The system will show Record Updated in the upper-left corner of the profile. e. SUBSCRIPTIONS ASN, CARRIER, ITEM VERIFICATION, INVOICE NOTIFICATIONS To subscribe to any of the error notifications listed above, please follow these steps: 2) Click on List Users. 3) Click on the user s edit icon. 4) Click on Subscriptions in the upper right-hand corner. 5) Check the box(es) you wish to subscribe to. 6) Click on Save. f. TO VIEW VENDOR HIERARCHY Allows the Security Administrator to view the resource numbers linked to the master resource number and to determine the viewing rights for each Vendor User in the group. 1) Click on Security Administrator or Vendor User s profile (paper/pencil icon). 2) Select Viewing Rights: a. The Edit Vendor User Viewing Rights screen appears. b. The box labeled Assign Vendors for Viewing lists the accounts linked to your Resource Group. To make changes to this listing, please contact vendorsupport@toysrus.com. 5

6 III. EXTRANET FUNCTIONS a. EXTERNAL ADDRESS 1) Click on External Address 2) Enter a company/group name and address for notifications to be sent to. Please note: If all notifications are to be sent to the Security Administrator, leave this screen blank. Notifications will automatically default to the SA address. b. EXTRANET RESOURCES On the left-hand side of the Extranet site, you will find a list of Information Links to assist you with finding the information necessary to conduct day-to-day business with TRU. Also remember to check the News & Announcements! section of the Extranet home page. Here you will find the latest updates and information to our site, plus general TRU news. Look under Archives for past notifications and announcements. There are also updates to our Vendor Reference Guide under Updates posted in each Vendor Guide. c. Toys R Us Transportation Management System (TMS) The TRU TMS system allows vendors shipping collect purchase orders to submit routing requests through a web browser. If you need access to enter routing requests, please review the registration details in the Quick Start Guide Hardlines located in the Getting Started Section of the Vendor Extranet. For any questions, dllogvnd@toysrus.com. The TRU TMS system is supported by a separate staff. Questions and concerns should be addressed to dllogvnd@toysrus.com. d. DPS The Delivery Performance System (DPS) is used for all infractions captured through Vendor Partnership initiatives. (ASN and ETA compliance programs). Non-compliance infractions will be reported, renewed, and appealed on-line through this system. Granting access to DPS: 1) Log into your account. 2) Click My Account 3) Click List Users 4) Click on the edit feature icon for the user you are going to grant access. 5) Click on Application Access in the upper right-hand corner. 6) Click on Assign Groups. 7) Choose the DPS feature and click on Assign Groups. 8) Hit the back button on your Internet browser. 9) Click Submit underneath your profile to update your information IF YOU DO NOT CLICK ON SUBMIT, THE CHANGES WILL NOT BE SAVED. Once you have completed the steps, log out and then log back in. You should now see the DPS link under Application Links on the Extranet home page. 6

7 Please note: only the Security Administrator may provide DPS access to other Extranet users. You will find DPS Access Instructions and a Navigation Manual on the site; go to the home page under Vendor Performance Training & Documents and then DPS (Delivery Performance System Training Materials. The documents are located in this library. e. Vendor Reports via Green Lion Digital Portal (GLD) Please have your account Security Administrator (SA) contact Vendor Support at vendorsupport@toysrus.com for the appropriate documentation to be completed. f. EDQ The Enterprise Data Quality (EDQ) system allows vendors to submit new item requests through this portal. The vendor will be able to follow the entire setup process from the work in progress, through the item number being systematically generated. The TRU/BRU Buyers will have access to see the information that is submitted through this work queue. Granting access to EDQ: 1. Log into your account. 2. Click My Account 3. Click List Users 4. Click on the edit feature icon for the user you are going to grant access. 5. Click on Application Access in the upper right-hand corner. 6. Click on Assign Groups. 7. Choose the EDQ feature and click on Assign Groups. 8. Hit the back button on your Internet browser. 9. Click Submit underneath your profile to update your information IF YOU DO NOT CLICK ON SUBMIT, THE CHANGES WILL NOT BE SAVED. 10. The User must log out of the Vendor Extranet, and then log back in. The Enterprise Data Quality icon will now be visible under Application Links g. VDP The Toys R Us, Inc on-line application for electronic approval and management of credit allowance contracts. (A separate User Guide is provided within the Domestic Vendor Guide. Please refer to Section 6.9.) Granting access to VDP 1. Log into your account. 2. Click My Account 3. Click List Users 4. Click on the edit feature icon for the user you are going to grant access. 5. Click on Application Access in the upper right-hand corner. 6. Click on Assign Groups. 7. Choose the VDP feature and click on Assign Groups. 8. Hit the back button on your Internet browser. 9. Click Submit underneath your profile to update your information IF YOU DO NOT CLICK ON SUBMIT, THE CHANGES WILL NOT BE SAVED. 7

8 h. MVPP The Merchandise Vendor Payable Portal system is a web-based application that enables online access to the vendor s payable information, Returned Goods Data Point of Sales data (RGD POS), and allows the vendor User to submit inquiries/disputes related to items posted to their account. Note: Disputes starting with ETA and/or ASN should continue to be addressed as they are today through the DPS System. (A separate User Guide is provided within the Domestic Vendor Guide please reference Section 6.10 for more details.) Granting access to MVPP 1. Log into your account. 2. Click My Account 3. Click List Users 4. Click on the edit feature icon for the user you are going to grant access. 5. Click on Application Access in the upper right-hand corner. 6. Click on Assign Groups. 7. Choose the MVPP feature and click on Assign Groups. 8. Hit the back button on your Internet browser. 9. Click Submit underneath your profile to update your information IF YOU DO NOT CLICK ON SUBMIT, THE CHANGES WILL NOT BE SAVED. IV. GENERAL INFORMATION a. LOG OUT Please remember to log out after each session. Do not share log in information. b. QUESTIONS If you have questions, please contact Vendor Support at vendorsupport@toysrus.com. 8