Luxury Brand Holdings Vendor Extranet Last Revised

Transcription

1 Luxury Brand Holdings Vendor Extranet Last Revised Luxury Brand Holdings Vendor Extranet Purchase orders from Luxury Brand Holdings are made available on a secure, internet based extranet for you to retrieve and print directly at your facility. Product labels for catalog and web product purchase orders are made available on the same extranet for you to access and print directly at your facility. It is very important that you follow the instructions for printing these labels closely, and that you ensure that the product labels are printed correctly. Product labels for retail store purchase orders will be mailed to you to attach to the product before shipment. The extranet also requires you to confirm purchase orders via the extranet, which generates automated s back to the appropriate buyers with confirmation details such as ship dates and/or revised costs. Table of contents Page Notification of Purchase Orders requiring action 2 System requirements 2 Accessing your secure vendor account 3 Maintaining your and Password information 4 Accessing helpful documentation 4 Overview of the main Purchase Order screen 6 Retrieving Purchase Orders 8 Printing Product Labels 10 Downloading Product data 12 Confirming Purchase orders 13 Confirming Purchase Orders with revised costs 15 Replenishing your product label stock 18 Label Printing Quality Assurance Check List 19 1

2 Notification of Purchase Orders requiring action Once you are enrolled in our Vendor Extranet, you will receive an automated from Luxury Brand Holdings each and every day that you have at least one open purchase order that requires some sort of action. The will be from Luxury Brand Holdings and the subject line will begin with Luxury Brand Holdings Purchasing update It will also contain a link that you can use to access your secure Vendor Account, and will list all open Purchase Orders that require some sort of action: Are newly issued You have not yet retrieved Have been modified in the last day Have been retrieved, but not yet confirmed NOTE you may not receive a notification each day, notification s are only generated if/when you have a PO that requires action. System requirements To use the Luxury Brand Holdings Vendor Extranet to retrieve and print purchase orders and product labels for catalog and web merchandise, and to confirm purchase orders as required by Luxury Brand Holdings, vendors need the following: Internet Access (Internet Explorer 6 or 7 OR Firefox 2) Adobe reader ( A laser printer (no special requirements), however: o You must ensure that the laser printer used to print the product labels is in good working order, is properly maintained (good toner cartridge) and prints the barcode on the labels clearly. If the lines in the barcode are not printed clearly, it may not scan properly, causing logistics problems during the receiving process at Luxury Brand Holdings. o You may also need to change a setting in adobe reader when you print the labels the first time to make sure that page scaling is turned off. See details on page 10. 2

3 Accessing your secure vendor account The automated daily you receive from Luxury Brand Holdings notifying you of PO s that require action will contain a link that you can use to access the login screen shown below. Click the Login button after entering your Vendor ID and Password to access your account, which will allow you to retrieve and view PO s that require action as well as to maintain and password information for your account. Vendor ID = Your 8 digit vendor number assigned by Luxury Brand Holdings (prints on our purchase orders). Password = To log in initially, use your same 8 digit vendor number as the password. You should then use the edit account function to change it to something more secure. 3

4 Accessing purchasing related documentation and maintaining and password information. You can access various purchasing related documentation by clicking on one of the following links located at the top of the screen: Complete Extranet Documentation Ruby/Jade Certificate of Origin Form Luxury Brand Holdings Vendor Alliance Guide Luxury Brand Holdings Bangle Measurements Requirements Label Printing Test sheet Label Troubleshooting Guide Click on the Edit Account Button in the top right part of the screen to maintain password and information (see next page for details). 4

5 Editing your Account In the Edit Account screen as illustrated below, you can perform the following functions: Maintaining addresses You can change the address(es) used for all automated communications by simply replacing the existing address with a new one and clicking the UPDATE ACCOUNT button at the bottom. You can now have multiple addresses for all automated communications by simply adding multiple addresses separated by a comma (see example below) and clicking the UPDATE ACCOUNT button at the bottom. Maintaining Passwords To change your password, enter your new password twice, and click the UPDATE ACCOUNT button at the bottom and you will receive a confirmation message if your password is successfully modified. Receiving copies of confirmation s To receive copies of the same that Luxury Brand Holdings receives when you confirm a PO in the extranet, just click the YES radio button next to the Receive Confirmation s at the bottom and click the UPDATE ACCOUNT button at the bottom. When finished editing your account, click on the VIEW POs button at the top to return to the main screen that shows your purchase orders requiring action. 5

6 Overview of the main screen Purchase orders When you first log in, the main screen (see example on next page) displays all open purchase orders that require action on your part. They are grouped by status: New purchase orders (have not been viewed or printed) Revised purchase orders (you should view and print the revised copy and take appropriate action if applicable). Viewed (purchase orders that have been viewed/printed, but not yet confirmed). The following information is displayed for each purchase order on the main screen: PO DATE - Issue date of the purchase order. BUYER The control buyer responsible and main contact for the PO. REQ SHIP DATE The date Luxury Brand Holdings requires that you ship this purchase order. STATUS See above. GOLD FIX To confirm the PO you must enter the Gold Fix from the day after purchase order issue date. See specific instructions on confirming purchase orders later in this document. SILV FIX - To confirm the PO you must enter the Silver Fix from the day after purchase order issue date. See specific instructions on confirming purchase orders later in this document. CONFIRMED SHIP DATE Defaults to blank, you must use the drop down box to select a confirmed ship date as part of the PO confirmation process. See specific instructions on confirming purchase orders later in this document. NOTES you can enter and save notes/comments here that will be included on the that goes to Luxury Brand Holdings when you confirm the purchase order. For example: shipping partial on 9/12 and balance to ship no later than 10/1. 6

7 Overview of the main screen Buttons to view print and confirm the PO and print labels. See specific instructions on these functions. You can change the logic for which PO s display on the screen. You can enter a specific PO number to go directly to that PO and avoid scrolling through the entire screen Show/Hide Items. Displays item details and costs. See specific instructions on confirming PO s with revised costs. SAVE. Use this to save any information you ve entered in the Extranet, such as notes or revised costs. NOTES. You can enter and save notes that get included on confirmation s to Luxury Brand Holdings. 7

8 To view and print purchase orders Click on the printer icon to view and print a pdf of the purchase order. Once the PDF document of the purchase orders appears on your screen, print the document just like you would any other pdf document see next page. 8

9 Sample of Purchase Order (revised format) ready for printing Click here to print once the pdf is displayed. 9

10 To view and print product labels Click on the label icon to view and print a pdf document of the product labels for this Purchase Order. Load the appropriate letter size (8.5 inches by 11 inches) label stock into your laser printer. The labels are formatted to print on a 1.5 inch wide by 1 inch tall label, up to 50 per sheet. Once the PDF of the labels appears on your screen, print the document just like you would any other document. It can sometimes take up to a minute for the labels to actually print, depending on your printer. Make sure the labels are aligned properly on the sheet when you print them and that none of the barcode is cut off. If you are having alignment problems, you most likely need to check to make sure that the page scaling option on your printer is set to None. See also next page for details. See also Label Printing Quality Assurance check list on page 19. You can view and reprint the labels for a PO at any time up until you ship the PO. NOTE - Based on previous purchase history, you have been supplied with an approximate 3 month supply of labels. Once that supply runs out, you are responsible for replenishing your own label stock. See page 18 for more details on replenishing your blank label stock. 10

11 Sample of product labels ready to print Click here to print the labels once they are displayed. You MUST make sure the Page Scaling option is set to None in order for the labels to align properly. See page

12 To download data for product labels For those vendors who produce their own labels using their own label programs, you now have the ability to view and download the product data (in excel format) for the items on a specific purchase order. Click on the Excel Icon below to Download product data for the item(s) on this PO. 12

13 To confirm purchase orders The following information must be provided when confirming a purchase order: Gold Fix (enter the gold fix from the day after the PO issue date). Silver Fix (enter the silver fix from the day after the PO issue date). Confirmed Ship Date (use drop down box to select date) If you try to confirm a purchase order without the required information, you will receive a warning message notifying you that information is missing and the PO will not be confirmed. Once you have entered and saved the above required information, click on the thumbs up icon to confirm the PO. Enter Gold Fix, Silver Fix and confirmed ship date in these fields and click save or confirm the PO. Enter and SAVE notes that will be included on the automated to Luxury Brand Holdings when you confirm the PO. 13

14 You will receive a confirmation notice if the PO has been confirmed. Note - when you confirm a purchase order in the Luxury Brand Holdings Extranet, a confirmation is generated automatically and sent to Luxury Brand Holdings and Daniele Zavani. Below is an example: -----Original Message----- From: extranet@luxury Brand Holdings.com [mailto:extranet@luxury Brand Holdings.com] Sent: Friday, June 13, :20 AM To: Planning@Luxury Brand Holdings.com, dzavani@luxury Brand Holdings.com Subject: PO Confirmed Vendor ********************** has confirmed PO Ship Date: 07/04/08 Gold Lock: Silver Fix: 7.52 ITEM NO PO COST CONF COST JMNX S8 $ $ JMRX S8 $76.00 $76.00 JMRX S8 $81.19 $81.19 JMRX S8 $75.23 $75.23 Notes- Shipping partial on 7/4, with balance to ship no later than 8/1 14

15 To confirm Purchase Orders with Different Costs 1. Click on Show Items to display Product details and costs on PO. You can enter and Save notes pertaining to costs or ship dates that will be included on the automated to Luxury Brand Holdings when you confirm the Po. 15

16 2. The confirmed cost field defaults to the PO Cost, to confirm costs different than shown on the PO, enter the revised costs here and click save (if not confirming right away) or click on the thumbs up icon to confirm the PO with the revised costs. PO lines with confirmed costs different than the PO costs will display in Red. Note when you confirm a purchase order with revised costs, confirmation is generated automatically and sent to Luxury Brand Holdings and Daniele Zavani. This will notify Daniele Zavani to review the revised costs and revise our PO if appropriate. Below is an example of an automated for a PO with revised confirmed costs: ----Original Message----- From: extranet@luxury Brand Holdings.com [mailto:extranet@luxury Brand Holdings.com] Sent: Friday, June 13, :43 AM To: Planning@Luxury Brand Holdings.com dzavani@luxury Brand Holdings.com Subject: PO Confirmed with Cost Changes Vendor **************** has confirmed PO Ship Date: 07/11/08 Gold Lock: Silver Fix: ITEM NO PO COST CONF COST JMBX S8 $73.22 $75.00 JMNX S8 $ $ JMBX S8 $83.31 $85.00 Notes Revised costs discussed with Daniele on 6/1 16

17 Once Daniele has reviewed and accepted your revised costs, he will update our PO with the new costs and typically send you an indicating that the costs are accepted (or not). At any time up until the PO is received at Luxury Brand Holdings you can view the PO in the extranet to confirm whether or not the costs on the PO have been updated (please allow 2-3 days after receiving Danielle s for the costs to be updated). The best way is to access the PO by PO number on the main screen and view items. View the PO by PO number, and then use Show Items to view the costs for each line. PO Line Costs displayed in red indicate that our PO does not match the costs you confirmed. PO Lines in green indicate that our PO does match the costs that you confirmed 17

18 Replenishing your blank label stock Luxury Brand Holdings product labels are 1 ½ inches wide by 1 inch tall, and they must be removable. (We remove the label from the poly bag and reapply it to the final packaging for presentation to our customer). The labels are 1 ½ inches wide by 1 inch tall, and are arranged in 5 columns of 10 labels on an 8.5 inch by 11 inch letter size sheet. Margins are.05 inch all around and there is no space between the labels. Note On Purchase orders for small quantities, there may be some waste of unused label paper involved. To minimize waste, after printing labels for one purchase order, you can print labels for another PO by rotating the label paper and feeding it from the other end for the second PO. The margins are the same on the top and bottom, so you should always be able to print labels for 2 Purchase orders from each sheet as long as the total quantity for the 2 doesn t exceed 50. Below is a source that we recommend to acquire these labels. This vendor offers stock on hand for immediate delivery. It has been tested and approved by Luxury Brand Holdings. AccQtrax will ship your order via any method of shipment you require, including using your shipping account numbers via UPS or Fed Ex. Payment can be remitted either through check or wire transfer. Payment terms are net 30. Item # CPE LS 250 sheets $78.95 US Dollars 500 sheets $ US Dollars 1000 sheets $ US Dollars Bob Mercier AccQtrax 46 Old North Trail Mansfield, Ma P: F: rmercier@accqtrax.com Web: An additional online source for labels is: Item # OL975WR 18

19 Label Printing Quality Assurance Check List 1. A very basic, but properly maintained laser printer is required to print labels from the Luxury Brand Holdings Vendor Extranet. The labels will not print correctly on an ink jet printer. 2. You received a sample of a properly printed label along with the initial supply of label paper we provided to you. You should compare the labels you are printing to that sample, and make sure that the quality of printing and the alignment is the same. It is important that the bar codes print clearly and that the spaces between the lines in the bar code are clearly defined, otherwise the bar code will not scan properly. 3. If your printer has different settings for print quality, make sure you are using a high resolution or high quality printing setting preferably 600 dpi. You also need to make sure that the toner cartridge is still good and that other things like the drum and fuser are in good working order. 4. If your printer has different settings for the type of paper being used, use a paper type of labels, this typically slows down the speed at which the paper is traveling though the printer, allowing more time for the ink to set on the paper properly. 5. If you are having alignment problems, it is most likely due to some settings in Adobe that need to be changed as pictured on page 11. a. Make sure that the page scaling option is set to none or turned off. b. Choose Paper Source by PDF page size should be checked or turned on. 6. If you have a scanner at your facility, the best way to confirm that the labels are printed correctly is to try and scan them into Windows Notepad or WordPad and confirm that the barcode is successfully read. If the labels are not aligning properly, make sure the Page Scaling option is set to None and that Choose Paper Source by PDF page size is checked in the print window in Adobe. 19

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