How to Create and Edit Offers

Transcription

1 How to Create and Edit Offers Instructions, explanations and support for creating and editing offers as well as entering product-related data. Last update 29 July 2016

2 Table of Contents 1. General Information First Offer Web Address Mandatory Fields Mouseover Text Error Correction Table of Contents and Hyperlinks Login Details Username and Password Login Forgot Password Interface Language Homepage New Offer Place a New Offer Link "New Offer" on the Homepage Enter Article Information General Information on How to Enter Article Data Basic Data Product Data Special Product Features Information on Energy Efficiency of Luminaires Business Data Logistics Data Edit Packages Internet Data Documents and Media Documents Transfer of Entered Data Article Management New Articles In Progress Offered Articles

3 6.4. Searching for Articles Link "Offer New Article" in the Article Management Product Check My Account Change Password Change Address Support Glossary

4 1. General Information 1.1. First Offer After the first article has been sent to you for revision, you will receive an (sent to the same address as our orders). This will contain the link to the and your login details. When creating or editing offers, please make sure to select the correct product category and company. On the basis of these specifications, the article will be distributed internally to the relevant purchaser Web Address The is available at the following URL: Mandatory Fields Any fields highlighted in yellow are mandatory and must be filled. If any required information is missing, offers cannot be saved and transmitted Mouseover Text For immediate assistance we provide mouseover text elements with brief explanations. These are activated when moving the cursor over the fields Error Correction Deactivate your pop-up blocker in order to open the tool for adding images and documents. If changes cannot be saved, please contact your IT administrator. This problem is probably caused by the security settings on your PC or network. If you experience other technical problems, contact us via the support form on the Supplier Platform Table of Contents and Hyperlinks The headings in the table of contents are linked to the different sections in the user guide. Select a heading in the table of contents, for example, click on "Login Details", to get to this section immediately. The user guide at hand also contains hyperlinks, which forward you directly to a specific topic. 4

5 2. Login Details 2.1. Username and Password Your username and password will be sent to your address. Example Mail: 2.2. Login To log in to the, enter your username and password on the login screen Forgot Password If you have forgotten your password, click on the link "Forgot your password?" on the login screen. Next, you will be asked to enter your username and address. After entering your data, click on "Reset password". 5

6 Once your data has been verified, a new password will be sent to your address Interface Language The system-preferred interface language is German. On the login screen you can change the language to English, Croatian or Slovenian. It is still possible to change the language after the login. Select a language in the drop-down box above the menu bar. 6

7 3. Homepage On the homepage you will find a menu bar with the following options: Clicking on "Home" will always refer you back to the homepage. Select "Article Management" to edit your offers or to create new ones. Use the menu item "Product Check" to check the validity of existing offers. Select "My Account" in order to change your address and your current password. Click "Support" to open the support form and to submit your request to our support team. By clicking Log out you can leave the. On the homepage you will also find direct links to "New Offer", "Article Management" and "User Guide". 7

8 4. New Offer 4.1. Place a New Offer You can place a new offer by using the link "New Offer" on the homepage or by selecting "New Offer" in the Article Management (see section 6.5) Link "New Offer" on the Homepage 1. Select the link "New Offer" on the homepage. The following window will open: The article number (= consecutive article number of offer) is generated automatically. 2. To assign your article to a specific category and to choose an article description (= detail category), click on "Select Category". There are two ways to select the correct detail category/ article description: a. Selecting the Detail Category/ Article Description via Category Tree 8

9 First, choose a topic under Main Category in the column on the left. The main categories are comprised of up to three levels. Each level contains sub-groups of thematically related products. To expand the levels below, click on the triangle symbol next to the name of the main category. If you select the bottom level of a main category, the column Category will show you all the product types (=categories) that are contained in the particular level of the main category. To view all available article descriptions (= detail category), click on one of the displayed product types (= category). Select your preferred article description from the list and click on "Continue". b. Selecting the Detail Category/ Article Description via Search Box Type the article description of your choice into the search box and click "Search". You can also search for partial words. The search result will include all categories and detail categories that contain the text you were searching for. If you select a detail category/ article description, you will be shown to which main category it is assigned. 9

10 To confirm the selected detail category/ article description, click on "Continue". Do not select the detail category/ article description solely based on its name! Make sure that it is assigned to the correct main category. After completing the selection, the main category, category and detail category/ article description will appear in the original window. 10

11 3. Select a suitable Product Group from the drop-down box and click on "Continue". You will then reach the screen "Editing Articles", where you first need to enter further basic data about the article (see section 5 Enter Article Information). 11

12 5. Enter Article Information 5.1. General Information on How to Enter Article Data Please give precise and relevant information about each article. State all the attributes of an article. Missing information can lead to a delay with regard to the article's inclusion in our product range. Do not refer to other articles (e.g. see model xy, or same dimensions as article xy). The article data is divided into the following topics: The selected topic is highlighted in dark-grey in the menu bar. You can switch between topics in the menu bar at any time. All the data entered so far will not be deleted. Clicking the button Back will get you back to the article management. You may delete the article, or, provided that all mandatory fields are filled in, you may also save the data, complete the process, or duplicate the article. For these purposes there are the following buttons at the bottom of each entry mask: Detailed information concerning each button can be found in the glossary included in this user guide. Additionally, we have integrated mouseover text elements with brief explanations. They are activated when moving the cursor over the fields Basic Data The menu item "Basic Data" contains all the entered data of your articles. Furthermore, you need to enter the company to which you would like to offer your product, the model name, order texts, EAN code, and HS code of the article. 12

13 5.3. Product Data Here you need to enter product-specific information, e.g. dimensions, material, colour, and other product attributes. 13

14 1. To enter the dimensions of the assembled/ unpacked article, please select the measurement type, e.g. "W/H/D in cm approx.", and enter the dimensions. 2. Click on "Edit" next to the field Product Attributes. Please enter information concerning the product and its features. 14

15 Above the fields allowing multiple selections, you can find a search box. Use it in order to search for possible attributes Special Product Features Information on Energy Efficiency of Luminaires 15

16 Field/Product Feature Possible Values Description Energy labelling Yes/No Is an energy label necessary? Type of luminaire Text above (A1, A2, A3; see explanation for details) Specify if the luminaire contains built-in LED lamps and/or if it has sockets for bulbs of other energy classes. Possible energy classes Bulbs (if sold with luminaire) Energy classes (if sold with luminaire) A++ - E When to use which text block? Text below (B1, B2, B3; see explanation for details) A++ - E Specify the possible energy classes of the replaceable bulbs. Only to be filled in, if the luminaire has sockets for replaceable bulbs. Specify if replaceable bulbs are sold with the luminaire and if so, enter their energy classes. Specify the energy classes of the replaceable bulbs that are sold with the luminaire. Only to be filled in, if the luminaire is sold with replaceable bulbs. Bulbs only Bulbs + LED LED only Sold with bulbs Sold without bulbs Sold with bulbs Sold without bulbs Text 1 (above) A1 A3 A2 Text 2 (below) B1 B3 B1 B2 B2 Text above: o (A1) "This luminaire is compatible with bulbs of the energy classes:" o (A2) "This luminaire contains built-in LED lamps." o (A3) "This luminaire contains built-in LED lamps and has sockets for bulbs of the energy classes:" Text below: o (B1) "This luminaire is sold with a bulb of the energy class:" o (B2) "The LED lamps cannot be changed in the luminaire." o (B3) "" (no text) 3. If necessary, add product information in the fields Additional Description 1-5. Use these fields if the suggested product attributes are not sufficient Business Data Under the menu item "Business Data", you have to enter the gross price, the recommended retail price, and the ex-works price in the currency indicated in brackets. Moreover, you need to specify the minimum order quantity, select the date from which the first orders can be placed, and fill in the delivery time in work days if shorter than stipulated in the contract. 16

17 Fill in the date according to the format dd.mm.yyyy, or click on the calendar symbol to select a date in the calendar Logistics Data Here you need to enter all the data concerning logistics. Information on the following aspects is required: Means of transport, delivery quantity per means of transport, packing unit, pieces per outer packaging 1 and 2, pieces per pallet, packages, incoterms, country of origin, port of departure, type of loading, and details about the packaging materials. 17

18 Edit Packages Packages can be edited by selecting "Edit" next to the field "Package". In the next window you can create each package and enter its dimensions and weight. Note: Please make sure to specify the dimensions of the packages (transport packaging), not the dimensions of the article itself. 18

19 Example: 1 wall storage system consisting of 7 packages entails the following entry: Packing unit: 1 Package 1: L/W/H in cm and weight in kg Package 2: L/W/H in cm and weight in kg Package 3: L/W/H in cm and weight in kg Package 4: L/W/H in cm and weight in kg Package 5: L/W/H in cm and weight in kg Package 6: L/W/H in cm and weight in kg Package 7: L/W/H in cm and weight in kg 3 luminaires packed in 1 cardboard box entails the following entry: Packing unit: 3 Package 1: L/W/H in cm and weight in kg Once all packages have been entered, click "Save" and continue to enter the rest of the logistics data Internet Data The menu item "Internet Data" is only activated in certain circumstances. Therefore, it is merely relevant to specific suppliers. Under this menu item, data regarding the online store and drop shipping needs to be entered. Information on the following aspects is required: Internet text title, internet text, internet selling price, mode of delivery, and assembly. Explanations concerning these fields can be found in the glossary. 19

20 5.7. Documents and Media Under the menu item "Documents and Media", you can upload product-related images, videos and documents. Images can be transmitted in high resolution. While the image is uploading, you can continue entering data. To upload files, click on "Upload". The upload opens in a new window. In this window you can select the files via "drag and drop" or via regular file selection. The process is done in 3 steps: 1. File selection 2. Define type of file, confirm upload 3. Confirmation After all files have been uploaded (Step 1), they can be assigned to a type of file: Cut-out, milieu, sketch, detail, document or video. The upload function can only be used if JavaScript is activated and pop-up blockers are deactivated. The "drag and drop" function is not available in all browsers. The newly opened browser window can only be used for the selected article. 20

21 Documents Upload assembly instructions, product data sheets, information supporting the selling process, arrangement suggestions, etc., and mark their file type as "Document". All documents must be provided in PDF file format. The figure below indicates a suggestion for arranging a wall unit: 5.8. Transfer of Entered Data As soon as you have entered all the data of your article, you can transfer the data to us by clicking on Complete. Once the data has been transferred, the function "Complete" is no longer activated. Subsequent changes to the data are not possible. If you need to make changes, please get in touch with your contact person in the purchase department. 21

22 6. Article Management The article management gives you an overview of all entered articles, organised according to their processing status. The following processing statuses are distinguished: 1. New articles 2. In progress 3. Offered articles 6.1. New Articles "New articles" comprises all of your articles that have been exported from our system to the, and that need to be revised or complemented In Progress The status "In progress" is assigned to articles with the original status "new" that have been saved but not transferred Offered Articles Here you find all of your newly entered offers that have not yet been transferred. You can still make changes or complement those articles. By selecting "Complete" you can transfer those articles to us. Subsequently, changes are no longer possible Searching for Articles The article management contains a search box. Use it in order to search for article number, EAN code, article description, and HS code. You can also search for partial words. The engine searches all three processing statuses. After entering the search term and clicking on "Search", choose one of the processing statuses in order to view the search results. 22

23 6.5. Link "Offer New Article" in the Article Management As already mentioned, you can also place a new offer in the article management. 1. Select "Offered Articles" on the article management page. Below the list you will find the button " Offer New Article". 2. When clicking "Offer New Article", you will again reach the mask "New Offer". 3. The next steps are the same as when using the link "New Offer" on the homepage. You will then reach the screen "Editing Articles", where you need to enter other basic data about the article. 23

24 7. Product Check Here you can update or change product-related data of specific articles. Note: The product check is initiated by the purchase departments of the XXXLutz Group. They will select the articles that need revision. Under "Product Check" you can also filter the articles that need to be revised. It is possible to filter them based on the country, article number, article description, model name or EAN code. To save the changes to the article data, select the green check mark. To send an to your contact person in our purchase department, click on the mail symbol. Below the list of articles you find the button "Export". Clicking "Export" generates a list containing the selected articles and their current data. 24

25 Next to the button "Download" you can select the format in which the list can be exported and downloaded. The following formats are available:.xlsx,.txt. and.pdf. 25

26 8. My Account In the topic "My Account" you can change your password and address Change Password To change your password, you need to be logged in. Select "My Account" in the menu bar and click on "Change Password" in the next window. Type in the relevant information and click "Save" in order to confirm the new password Change Address To change your address, you need to be logged in. Select "My Account" in the menu bar and click on "Change Address" in the next window. Type in the relevant information and click "Save" in order to confirm the new address. 26

27 9. Support The menu bar also contains the item "Support". This opens a contact form, which can be used in order to get in touch with our technical support team. This support functionality can be reached from anywhere in the. Please give as much detailed information as possible when writing your request, and specify in the subject line whether it is a technical issue or another problem. 27

28 10. Glossary Term Additional description 1 Additional description 2 Additional description 3 Additional description 4 Additional description 5 Article number Assembly Available for delivery Back Category Company Complete Composites Country of origin Cut-out Explanation The fields "Additional Description 1-5" can be used in order to add an informative description of the article for the end customer (if the given schemata in connection with the product attributes are not sufficient). The fields "Additional Description 1-5" are limited to 45 characters each. The article number is a consecutive order number and is generated automatically. Specify whether the product needs to be assembled before first use. The "Available for delivery"-date is the date when the first orders can be placed. Clicking the button "Back" under "Edit Article" redirects you to the article management page. The category is automatically generated by selecting a detail category/ article description. Articles can be offered to one or more companies. To select a company, tick the check box next to their name. By selecting the button "Complete", the offer is transferred to our system. The field "Composites" refers to packaging material, and includes materials made from two or more constituent materials with significantly different physical or chemical properties, e.g. paper and metal, etc. The country of origin refers to the country of manufacture, production or growth. A cut-out usually is an individual picture of a product with a white background so that the article is easily recognisable. Delete Delivery quantity per means of transport Delivery time in workdays Detail Selecting "Delete" under "Edit Article" deletes entered data that has not yet been saved. The delivery quantity per means of transport states the sorted quantity per means of transport, for example, the max. quantity of a 20' container. The quantity has to be given in number of items. Such an entry only serves as information when an article is newly created, and is independent of existing agreements. The delivery time is usually stipulated by contract. If the delivery time is shorter than provided in the contract, the field "delivery time in workdays" needs to be filled in. Details of the product, highlighting its benefits and features, 28

29 Term Explanation or showing its material more precisely. Detail category/ Article description The detail category determines the article description. The detail category must be selected from the list. When doing so, it is important to always check the main category to which it is assigned. Dimensions of the assembled/ To enter the dimensions of the assembled/ unpacked article, unpacked article please select the measurement type, e.g. "W/H/D" and then enter the dimensions in the specified order. Document Documents include, for example, assembly instructions, information supporting the selling process, arrangement suggestions, etc. Duplicate Clicking the button "Duplicate" makes a copy of the selected article. This copy can be used as a template for a new article, e.g. an article with a different colour. EAN code If available, you have to enter the 13-digit EAN code (GTIN). Ex-works price The ex-works price has to be entered in the currency indicated in brackets. Gross price The gross price (=invoice price) of existing articles cannot be changed. When creating a new offer you must enter the gross price in the currency indicated in brackets. HS code The HS code is the 8-digit customs tariff number. Incoterms Incoterms are international commercial terms which define the responsibilities of sellers and buyers for the delivery of goods under sales contracts. These terms are set and need to be selected in the dropdown list. Internet selling price The internet selling price is the price for the end customer (gross, VAT incl.). Internet text The internet text is the product description of the article offered in the online store. Internet text title The internet text title is the heading of the product description shown in the online store. Main category Main categories contain groups with thematically related products. Main categories serve as orientation when selecting a detail category/ article description. Means of transport The following means of transport are available: Lorry, 20' container, 40 ' container, and 40' high cube container. Milieu The "milieu"-picture shows the article in an environment with other products and decoration. Such pictures are used for advertising purposes as they can trigger positive emotions. 29

30 Term Explanation Minimum order quantity Model name Mode of delivery Order text 1 Order text 2 Order text 3 Package Packaging material Packaging material (in grams) Packing unit Paper/ Cardboard Pieces per outer packaging 1 Pieces per outer packaging 2 If agreed, the minimum order quantity has to be given in number of items. Only if not already specified by our purchase department, the model name (or model number) of the supplier needs to be filled in. This field refers to the type of delivery to the customer. The order texts 1-3 are already given, except for new offers. If the suggested product attributes are not sufficient, the order text fields need to be filled with product-specific data (maximum of 3x28 characters). A package is the smallest unit of a consignment. Here you need to specify whether the article has packaging material or not. Possible answers are yes or no. This only refers to the packaging received by the end customer. If the article is delivered in packaging, the packaging material has to be specified in grams. If the article is packed, you need to specify the packaging material in grams. The packing unit refers to the quantity of the jointly packed articles. It is not equal to the number of packages. Example: 6 vases in one cardboard box = packing unit 6 4 chairs in one box = packing unit 4 (provided the article is sold individually) Packaging material, which also includes cardboard, corrugated cardboard, etc. Outer packaging refers to the overpack, for example, a fibreboard box that contains several packages in order to form one handling unit. In the field "Pieces per outer packaging 1" please enter: Total quantity of the sales products in the first outer package, e.g. 15 cardboard boxes each containing 6 vases = 90 pieces. In the field "Pieces per outer packaging 2" please enter: Total quantity of the sales products in the second outer package, e.g. 15 cardboard boxes each containing 6 vases in the first outer package = 90 pieces --> 2 outer packaging 1 in the outer packaging 2 = 180 pieces. 30

31 Term Pieces per pallet Plastics Polystyrene Port of departure Product attributes Product group Recommended retail price Save Sketch Textiles Type of loading Version Video Wood Explanation Total quantity of the sales product per pallet (independent of the pallet standard), e.g. 1 pallet = 2 outer packaging 2 = 360 vases. The field "Plastics" refers to the packaging material. Plastics includes, for example, foil, film, etc. The field "Polystyrene" refers to the packaging material. Next to the field "Port of Departure" there is a list with ports and the countries in which they are located. Here you have to enter information concerning the article, its appearance and its features. For example, you have to specify the material, the colour, various benefits and technical details. As this information is key to optimal product presentation both online and in traditional stores, it is absolutely necessary to keep the information as precise and detailed as possible. "Product group" refers to the internal allocation of articles to a specific purchaser. The recommended retail price has to be entered in the currency indicated in brackets. Entered data can be saved by clicking "Save". A sketch usually shows the dimensions of an article, e.g. for electric appliances. The field "Textiles" refers to the packaging material, and includes jute and other textile fibres. The type of loading needs to be specified only for particular groups of products. The following types of loading can be selected: palletised, loose, pall. carpet, loose carpet. The version number is generated automatically. This comprises product videos, which can be uploaded in MP4 or WMV format. The packaging material "Wood" includes, for example, cork, etc. 31