Drop Ship Data Collection

Transcription

1 Drop Ship Data Collection Application User Guide Ace-Help (a/k/a Servis Technology Group, Inc.) 3/2/2017 Ace Hardware s Vendors.com Drop Ship Data Collection Application User Guide provides a detailed review of all the functionality available within this vendor-facing application. This document provides the user all the necessary information to use the Drop Ship Data Collection application to set up new items in Ace s Master File Database and then include them in both everyday and show special catalogs.

2 Contents Welcome... 4 Application Overview... 4 Process Overview... 5 System Requirements... 7 Access... 8 Logging In... 8 Navigation... 9 Dashboard... 9 Breadcrumbs Events Reviewing Events Identifying Work Help Materials Page Help Ace Help Accessing Ace Recorded Help Minimum System Requirements Contact Us Master File Data Vendor Info Vendor Information Contact Information Categories Adding Categories Viewing/Editing Categories Item Search Adding a new Standalone Item Adding a new Assortment Searching for Existing Items Editing an Existing Standalone Item

3 Editing an Existing Assortment Deleting a Standalone Item Deleting an Assortment Zones Adding a new Zone Editing an Existing Zone Everyday Drop Ship Catalog Accessing the Catalog To open an Every Day Drop Ship Catalog Catalog Details Adding a Division Assigning Contacts Categories Adding Categories Maintaining Categories Items Maintaining Items Establishing Cost Freight Terms Establishing Regular Freight Terms and Minimum Order Order and Item Price Breaks Order Price Breaks Item Price Breaks Export Catalog Summary Reviewing Warnings and Errors Show Drop Ship Catalogs Adding a new Show Drop Ship Catalog Accessing an existing Show Drop Ship Catalog Catalog Details Adding/Updating a Division

4 Adding/Updating Contacts Adding/Updating a Booth Number Adding/Updating Order Dates Categories Adding Categories Maintaining Categories Items Maintaining Items Establishing Cost Freight Terms Establishing Special Freight Terms and Minimum Order Dating To add/update special and alternate dating Catalog Notes Order and Item Price Breaks Order Price Breaks Item Price Breaks Export Catalog Summary Reviewing Warnings and Errors Viewing Form Submitting Form Glossary

5 Welcome Application Overview The Ace Drop Ship Data Collection application is one of the tools that Ace Vendors use to supply product and program information to Ace Hardware. Directly linked to other internal applications, the Data Collection Application enables Ace to seamlessly collect, validate, approve and deploy information about your products to Ace retailers. Once a vendor s product data successfully resides within this application, it will be used to drive everyday catalogs, semi-annual show special event catalogs and drop ship order forms as well as drive online ordering systems such as ACENET. 4

6 Process Overview Accompanying the application is a well-defined and tested process that vendors will follow in order for the data in the application to drive the catalog, order forms, and online systems successfully. 1. The process starts with the creation of a vendor s Master File Database. The Master File Database is made up of data describing the vendor and the items the vendor sells to Ace. This data includes, but is not limited to: a) Party information company address, contact information, etc. b) Category information high level product groups into which items are classified c) Item information core information about the items sold to Ace 2. Drawing upon information resident in the Master File Database, vendors can create catalogs representing either everyday drop ship prices/terms or catalogs that are specific to particular events/shows. Master File Database Spring Show Party Categories Everyday Drop Ship Catalog Items Fall Show 3. The Master File Database and your Everyday Drop Ship catalog need to be maintained on an ongoing basis. As new items are added, obsolete items are deleted, pricing and terms are changed, Ace vendors need to make updates to this data. These updates occur within this application as well. 4. Show Special Events catalogs are valid for only a short period of time, defined by Ace Hardware. These catalogs should represent an item mix, pricing, and terms specific to that time period. These catalogs do require submission to and approval by your Buyer. 5

7 5. Once approved, the appropriate order forms can be printed and subsequently distributed to Ace retailers in advance of the show. 6

8 System Requirements The following are requirements for using the Ace Drop Ship Data Collection application Supported Browsers o IE9+ o Firefox o Chrome 7

9 Access The Ace Drop Ship Data Collection application is a secure website that requires a Vendor ID and Password to access. It is also required that the ability to access the application is granted to each vendor. Logging In Logging into the Ace Drop Ship Data Collection application is a simple matter of accessing the log-in page via an internet web browser and entering in the assigned credentials. Each time you access the application you will be required to enter your assigned E-Tools credentials. Upon a successful login, you will have access to all functionality described within this document. NOTE: If your session of the application is idle* for more than 20 minutes, the connection will be terminated. This connection is terminated for your protection to ensure the security of your data and the speed at which you connect. *Idle = non-communication between the user and the server that the application is located on. Typing does not ensure communication. Saving your data or navigating between pages will ensure that your connection remains established. If you are "timed out", it is possible that you will have lost any changes made within that 20-minute span. To log in 1. Go to 2. Click on E-Tools 3. Enter your Vendors.com Toolbox ID and Password 4. Click Login 5. Click Tool Box 6. From within your Tool Box, click on Drop Ship Data Collection 7. Review updated notes Notes are updated periodically; review routinely for changes and/or technical issues within the application Notes also provide current contact information for , web and phone support for the Drop Ship Data Collection application 8. Click Here 9. The Vendor Dashboard displays 8

10 Navigation It is critical to understand how to navigate through the application in order to utilize it successfully. Using the available navigation tools can significantly simplify the process. Dashboard Upon a successful login to the Ace Drop Ship Data Collection application, you are brought to the Vendor Dashboard. The tabs that run across the top, left hand portion of the screen allow you to access various areas of the application. Simply click on the appropriate tab to access the necessary functionality. Provides access to Master File Database; each tab collects different data contained within the database: Vendor Info: general information about the vendor Categories: create and maintain high level product groups into which items are classified Item Search: search for existing items or set up new items (standalone and assortments) Zones: create and maintain geographical zones to which zone-specific item level pricing can be applied Provides listing of all current and future scheduled events, and any events that occurred within the last 18 months Provides access to application documentation and recorded trainings From the Dashboard, existing catalogs can be viewed and edited and new catalogs can be created. 9

11 Click link to create new catalog Click link to access catalog 10

12 Breadcrumbs A powerful navigation tool within the application is breadcrumbs. Breadcrumbs allow users to keep track of their locations within the application. As you navigate through the application, you can click on a link in the breadcrumbs to get back to a previously accessed page. In the example below, clicking the Catalog Details link will take you back to the Catalog Details page. It is highly recommended that you use the breadcrumbs to navigate through the application rather than the using your web browser s back button. 11

13 Events The Events tab in Ace s Drop Ship Data Collection application provides the Ace vendor guidance as to the upcoming events currently being planned by Ace. This historical listing includes both past and future events. Of critical importance to a Vendor is the next upcoming event. Included in each event: DESCRIPTION - Event's name/description LOCATION - City/State where this event will take place EVENT START DATE - Starting date for this event EVENT END DATE - Ending date for this event ORDER START DATE - The first day retailers can order from catalogs for the event ORDER END DATE - The last date retailers can order from catalogs for the event ACENET DATE - The first day Ace retailers can view the catalogs for the event on the ACENET system Reviewing Events It is recommended that Vendors visit the Events tab regularly to view the list of upcoming events and determine whether or not they need to begin developing catalogs for these events. To review events 1. From the Dashboard, click on the Events tab 2. Upcoming Events display on the Events screen 3. Click on any of the column headers to sort the list; double-click to sort from the bottom 12

14 Identifying Work You should have a show special catalog for every upcoming event on the Events list. If, upon monitoring the Events list, you identify an upcoming event on the Events list for which no catalog has been created, that is your cue to begin work on a new catalog. Since there is no catalog for a listed event, that is your cue to begin work on creating the corresponding catalog. For more information on which events you are authorized to participate in, contact your Ace buyer. 13

15 Help Materials The Ace Drop Ship Data Collection application offers users several resources when looking for assistance using the application. Page Help Each page in the application has page-specific help materials. Located in the upper right-hand corner of the screen, the Page Help button opens a new window that provides definitions of the data being collected on that page. To access Page Help 1. From the page where additional assistance is required, click the Page Help button 2. Help opens in separate window Format, requirements and description of each element on the page 14

16 Ace Help More detailed, process-focused help materials are available via the Help tab. Upon accessing the Help, you are directed to the Data Collection Application Recorded Help in a new web browser. The help materials contained within this web page include not only recorded help files, but also a Document Library containing written help materials, documents providing direction on how to adjust settings on your computer to work more effectively with the application, and calculators to assist in defining values. Accessing Ace Recorded Help To access recorded help 1. From the Dashboard, click on the black Help tab 2. New browser opens containing recorded help 3. Scroll down and click on appropriate topic 4. Click on the name of the file you wish to view 5. If prompted by your web browser, elect to Open the file 6. Help file will open in Windows Media Player Minimum System Requirements Accessing the recorded help files does require Windows Media Player. The minimum system requirements for using Windows Media Player are: Need 15

17 Contact Us If the recorded help materials still do not answer your questions, please contact the Ace-Help support team, powered by STGI. Support: Web Support: Phone Support: Fax Support:

18 Master File Data The data contained within a vendor s Master File Database drives both your Everyday Drop Ship catalog as well as all Show Special Event Catalogs. It is important to establish this information correctly initially and then continue to maintain this information each time you intend to use the data to create a new catalog. There are four grey tabs within the application that contain the data that makes up your Master File Database. Each represents a different type of data. Vendor Info The Vendor Info tab collects information specific to the vendor working within the application. Information captured on this tab includes: Vendor name, physical address, web address Vendor policy information Logo location Contact information Details on the specific fields within the Vendor Info section are provided within each section. 17

19 Vendor Information Vendor information includes: NAME o o o The vendor name associated with the catalog Format: CHARACTER Required ADDRESS 1 o First line of Vendor's address o Required ADDRESS 2 o Second line of Vendor's address CITY o o o City Name Format: CHARACTER Required STATE o The State or province 18

20 o ZIP o o o Required Postal Zip code Format: CHARACTER Required COUNTRY o Country name o Required WEB ADDRESS o Vendor's website address RETAILER ADV. COOP POLICY TEXT o A written policy which states what costs the vendor will absorb LOGO IMAGE o Location of image to display on the order form o FORMAT: URL Upon initially accessing in the Drop Ship Data Collection application, you will need to supply all required information. Going forward, it is important to keep this information current. To add/update Vendor Information 1. From the Dashboard, click on the Vendor Info tab 2. Within the Vendor Information section, enter data into all required fields and any desired optional fields 3. To upload vendor logo, click Browse next to the Logo image field 4. Select the appropriate file 5. Click Open 6. Click Save Contact Information 19

21 Contact Information includes: TOTAL CONTACT COUNT o Number of contacts defined for this vendor o Format: NUMERIC o Display only CONTACT NAME o The name of a person or department o Required ADDRESS o Electronic mail address PHONE NUMBER o Telephone number o Required CONTACT TYPE o Type of Contact (Sales Rep/Customer Service, Sales, EDI, Factory Customer Service) To add a new contact 1. From the Dashboard, click on the Vendor Info tab 2. Within the Contact Information section, click Add New Contact 3. Enter data into all required fields and any desired optional fields 4. Click Save To edit an existing contact 1. From the Dashboard, click on the Vendor Info tab 2. Within the Contact Information section, click View/Edit next to the contact to be entered 3. Make any necessary changes, ensuring required fields are populated 4. Click Save 20

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23 Categories A required part in the process of creating a new item is assigning it to a category. A category is a major grouping of like products. All products need to be assigned to a category. You are responsible for establishing and maintaining your own categories, a task which is accomplished on the Categories tab in the upper left hand corner. Once you have selected, the Categories tab, a listing of all existing categories displays on screen. From here you can add new categories, edit existing categories, and view products associated with those existing categories. Once a category has been created, it is assigned during the process of creating a new item. Adding Categories It is appropriate to add a new category when a logical groupings of products needs to be added to the Ace Drop Ship Data Collection application for which an appropriate Category does not exist. To add a new Category 1. From the Dashboard, click on the Categories tab 2. Click Add New Category 3. Enter a Category Name (required) 4. To upload vendor logo, click Browse next to the Category Image field 5. Select the appropriate file 6. Click Open 7. Click Save Viewing/Editing Categories Once a Category has been established, going forward you can change either that Category s name or image or you can view a list of all items within a specific category. From that list, you can elect to reassign the Category for an item as appropriate. To view or edit a Category 1. From the Dashboard, click on the Categories tab 22

24 2. Click View/Edit to the left of the Category 3. Category Details will display To edit Category Name or Image 1. From Category Details page, Category section, change desired information 2. Click Save To view Items within a Category 1. From Category Details page, Items section, click View/Edit to the left of the item you wish to view 2. Item Details will display Several of the fields within an Item record can be updated at this point. Details on editing an existing Item are addressed later in this document. This section will only address reassigning the Category for an item. It may be necessary to reassign an item from one previously assigned category to a different or new category. Reassign to another Category 1. From Category Details page, Items section, click View/Edit to the left of the item you wish to reassign to another Category 2. In the Category field, use the drop-down arrow to select desired Category (Note: in order to select a Category, it must first have been created) 3. Click Save If you have RSC stocked items, you will also need to reassign an item s Category whenever an item becomes stocked in the warehouse. Ace will create the item but will leave its Category as UNASSIGNED. Vendors are responsible for reassigning these items to the appropriate category. Reassign from the Unassigned Category 1. From Category Details page, Items section, click View/Edit to the left of the item you wish to reassign from the UNASSIGNED Category 2. In the Category field, use the drop-down arrow to select desired Category (Note: in order to select a Category, it must first have been created) 3. Click Save 23

25 Item Search The Item Search tab in the application collects Item data for new Items as well as allows users to work with those items after they have been created. From the Item Search tab, you can set up both Standalone items as well as Assortments using the same link within the application. Adding a new Standalone Item When first getting started in the Ace Drop Ship Data Collection application, the first step is to create your Standalone items in your Master File Database. Once created, these items can be added to Assortments and then the Standalone item and/or the Assortment can be added to Everyday and Show Special catalogs. When adding a new item, you will provide only basic information. Price information is associated with a particular catalog and will be added once the item is in a catalog. Information that Ace generates, such as Ace Stock Number, RSC Each Cost w/o RSC and RSC Order Multiple, etc, will automatically be linked to the item level data provided here. 24

26 Item information includes: MANUFACTURER NUMBER o The vendor's manufacturer number for this item. o Required UPC/EAN NUMBER o UPC/EAN number of the item COUNTRY OF ORIGIN o Name of the country in which a majority of the item is manufactured o Required CATEGORY o Category, created within the application, that best classifies or categorizes the Item o Required DESCRIPTION o Description of the Item o Required EXTENDED DESCRIPTION o Any additional descriptive text for an item HEIGHT o The case pack height of this item o Format: NUMERIC o Required WIDTH o o o The case pack width of the item Format: NUMERIC Required DEPTH o The case pack depth of the item o Format: NUMERIC o Required CUBIC INCHES o Calculated case pack volume from the case pack height, case pack width, and case page depth fields 25

27 o o Format: DERIVED Required WEIGHT o The case pack weight of the item o Format: NUMERIC o Required CASE PASK EACH QUANTITY o The case pack each quantity of the item o Format: NUMERIC o Required HAZARDOUS MATERIALS CODE o The hazardous materials code for this item o Conditional; provide if available HARMONIZED TARIFF CODE o The harmonized Tariff code for this item To add a New Standalone Item 1. From the Dashboard, click on the Item Search tab 2. In the Items section, click Add New Item 3. From the Item Details screen, select Standalone Item 4. Within the Item Details section, enter data into all required fields and any desired optional fields 5. Click Save Adding a new Assortment Once your Standalone items have been created, they can, if appropriate, be added to Assortments. An Assortment can describe any non-consumable selling unit that contains a fixed quantity of Standalone items. Assortments can include true assortments, merchandisers, displays, and pallets. Assortments need to be assigned their own unique item number and are further defined by the items contained within them. The first step is to create an assortment and then Standalone items previously created can be added. When adding a new assortment, you will provide only basic information. Price information is associated with the Assortment as a whole and the price for each item will be added later when the Assortment is added to a particular catalog. 26

28 Assortment information includes: MANUFACTURER NUMBER o The vendor's manufacturer number for this item. o Required CATEGORY o Category, created within the application, that best classifies or categorizes the Item o Required DESCRIPTION o Description of the Item o Required EXTENDED DESCRIPTION o Any additional descriptive text for an item ASSORTMENT IMAGE o Image of the assortment o Format: URL Define the Assortment 1. From the Dashboard, click on the Item Search tab 2. In the Items section, click Add New Item 3. From the Item Details screen, select Assortment 4. Within the Item Details section, enter data into all required fields and any desired optional fields 27

29 5. To upload an image representing the assortment, click Browse next to the Assortment Image field 6. Select the appropriate file 7. Click Open 8. Click Save Now that you have successfully saved the Assortment, it is necessary to add previously created items. Add Items to the Assortment 1. From the Item Details page, click Add, Remove, or Resequence Items 2. In Add Assortment Items section, enter the first Manufacturer Number to be included in the assortment 3. Enter corresponding Line Item Quantity 4. Click Add Item 5. Item will be listed in Remove/Resequence Assortment Items section with a check in the checkbox 6. Repeat process until all items have been added to the assortment 7. To search list of available Standalone items: a. Enter search criteria in Item Search Criteria section of screen b. Click Search 8. Once items have been added, to resequence items, use New Print Order boxes 9. Click Save Searching for Existing Items Once your Standalone and Assortment items have been created, they can be searched for and viewed within the application. Once an item has been located within the application it can simply be viewed or it can be edited or deleted. The same search functionality is available for both Standalone and Assortment items. 28

30 Available Search Criteria To search for an existing item 1. From the Dashboard, click on the Item Search tab 2. In the Items Search Criteria section: a. Enter search criteria in Item Search Criteria field to narrow search or b. Leave all fields blank to see complete listing 3. Click Search 4. Items display in Items section Once your search has returned results, you can view and edit the items and their data. There are different edits available on a standalone item than there are on an Assortment. Editing an Existing Standalone Item Edit item Edit pricing Once viewing a standalone item, you can make edits to most of the data fields that were available when the item was first created. The user cannot make edits to the following fields: Manufacturer Number a new number would necessitate the creation of a new item Cubic Feet this value is system-generated from supplier linear dimensions 29

31 Last Updated By this value is system-generated when an item is updated and saved Also, please note that any item with an Ace Stock Number was created by Ace and contains data not present when you create the item. It is not possible to edit any of the Item Details for these items EXCEPT Category. Otherwise all fields in the Item Details are controlled by your Buyer. For standalone items it is also possible to update that item s pricing within one or all catalogs. Pricing is not established for an item when the item is originally created; instead it is established when the item is added to a specific catalog. However, it is possible to edit a standalone item s prices as a part of the editing process. Items with an Ace Stock Number can be edited for pricing by catalog. To edit item data 1. From Item Search screen, click View/Edit next to the standalone item you wish to edit 2. Item Details screen displays 3. Edit as needed the editable fields in the Item Details section 4. Click Save To edit item pricing by catalog 1. From Item Search screen, click View/Edit next to the standalone item you wish to edit 2. Item Details screen displays 3. Edit the DS OM in (Ea) (Drop Ship Order Multiple in Eaches) and/or the DS Ea Cost (Drop Ship Each Cost) for any catalog for which edits are needed. 4. Click Save Editing an Existing Assortment Edit assortment Edit items within assortment Once viewing an assortment, you can make edits to most of the data fields that were available when the assortment was first created. The user cannot make edits to the following fields: 30

32 Manufacturer Number a new number would necessitate the creation of a new assortment Last Updated By this value is system-generated when an item is updated and saved For assortments it is also possible to make changes to the contents of the assortment from the Item Details screen. Items can be added to or removed from the assortment. It is also possible to change the sequencing of the items as they print on an order form. To edit item data 1. From Item Search screen, click View/Edit next to the assortment you wish to edit 2. Item Details screen displays 3. Edit as needed the editable fields in the Item Details section 4. Click Save To change the contents of the assortment 1. From Item Search screen, click View/Edit next to the assortment you wish to edit 2. Item Details screen displays 3. Click Add, Remove, or Resequence Items 4. To add items: a. If necessary, enter Item Search Criteria to search for a Manufacturer Number and click Search b. In Add Assortment Items section, enter the first Manufacturer Number to be included in the assortment c. Enter corresponding Line Item Quantity d. Click Add Item e. Item will be listed in Remove/Resequence Assortment Items section with a check in the checkbox f. Repeat process until all items have been added to the assortment g. Click Save 5. To resequence items: a. Once items have been added, to resequence items, use New Print Order boxes to change print order b. Click Save 6. To remove items: a. De-select item(s) in the Remove/Resequence Assortment Items section by unchecking the box b. Click Save Deleting a Standalone Item Standalone items can be deleted when certain conditions are met: If the item is contained within a special event catalog, its status must be either In Process or Expired 31

33 The item cannot belong to any assortments contained within a special event catalog, unless the catalog s status is In Process or Expired To delete an item from the Master File Database 1. From Item Search screen, click View/Edit next to the standalone item you wish to delete 2. Item Details screen displays 3. Click Delete 4. Item Deletion screen displays a. Any warnings prohibiting deletion will display if necessary b. If warnings display, click Return to return to the Item Details screen; proceed with addressing errors until item is able to be deleted 5. Click Delete 6. Click OK Deleting an Assortment Assortments can be deleted when certain conditions are met: If the assortment is contained within a special event catalog, its status must be either In Process or Expired The assortment should only be deleted when it is no longer available for shipment To delete an assortment from the Master File Database 1. From Item Search screen, click View/Edit next to the assortment you wish to delete 2. Item Details screen displays 3. Click Delete 4. Item Deletion screen displays a. Any warnings prohibiting deletion will display if necessary b. If warnings display, click Return to return to the Item Details screen; proceed with addressing errors until item is able to be deleted 5. Click Delete 6. Click OK 32

34 Zones Vendors that sell freight-intensive product often calculate the prepaid cost of an item by adding the cost of freight to their base FOB price. However, freight costs vary based on the relative proximity of a shipping destination to the vendor s FOB point. For this reason, a way in which to establish different prices for the same item based on shipping destination is needed. The application accommodates for this need by allowing users to create geographical zones to which zone specific item level pricing can then be assigned. Adding a new Zone Regional zones can be established based on one of four criteria from which the user must make a selection. These criteria include: Regional (by state) RSC (the geographical area serviced by an Ace RSC) County Zipcode Prior to selecting Zone criteria Once the user selects a criterion from the list, building zones from that point forward is limited to that criterion only. For example, if RSC is the selected criteria, all zones must be set up in this manner. Users should consider carefully which criteria best fits their needs before beginning the task of establishing regional zones. 33

35 Once Zone criteria has been defined To add a new Zone 1. From the Dashboard, click on the Zones tab 2. Click Add New Zone 3. Enter a Zone Name (name associated with geographical zone) 4. Select Zone Type, if applicable (see restriction) 5. Click Save Zone 6. List of elements specific to the selected criteria displays a. If Regional is selected, list of states displays b. If RSC is selected, list of Ace RSCs displays c. If County is selected, list of counties displays d. If Zipcode is selected, list of zip codes displays 7. Select elements required to define the zone a. Click single element if only one applies b. Hold Shift + click to select multiple, consecutive elements if more than one applies c. Hold Ctrl + click to select multiple, non-consecutive elements if more than one applies 8. Once all elements have been selected, click Add Zone Criteria 9. Elements of the zone display in Zone Item section Editing an Existing Zone Once a zone has been created, certain elements of the zone can be edited and the entire zone can be deleted, assuming it is not being used in catalog. The Zone Type cannot be edited once it has been established as the criterion. To edit a Zone Name 1. From the Dashboard, click on the Zones tab 2. Click View/Edit next to the zone to be edited 3. Update Zone Name as necessary 4. Click Save Zone 34

36 To add a zone element to a zone 1. From the Dashboard, click on the Zones tab 2. Click View/Edit next to the zone to be edited 3. Select additional elements required to define the zone a. Click single element if only one applies b. Hold Shift + click to select multiple, consecutive elements if more than one applies c. Hold Ctrl + click to select multiple, non-consecutive elements if more than one applies 4. Once all elements have been selected, click Add Zone Criteria 5. Elements of the zone display in Zone Item section To delete a zone element from a zone 1. From the Dashboard, click on the Zones tab 2. Click View/Edit next to the zone to be edited 3. Click Delete next to the Zone Item to be deleted 4. Zone Item is removed from the list To delete a zone 1. From the Dashboard, click on the Zones tab 2. Click View/Edit next to the zone to be edited 3. Click Delete Zone 4. Click OK 35

37 Everyday Drop Ship Catalog Once you have added all items to your Master File Database, your next step is to add those items to your Everyday Drop Ship catalog. Your Everyday Drop Ship catalog is the catalog containing your items and their regular drop ship and terms available to Ace dealers year-round. You should add every item from your Master File Database to your Everyday Drop Ship catalog, assuming they are available outside of a show special event catalog timeframe. Other characteristics of the Everyday Drop Ship catalog: It is a requirement. With the exception of import vendors that do not maintain domestic back up stock and vendors with large or freight intensive items, every vendor should have at least an Everyday Drop Ship catalog that contains items. Without items populated in this catalog, no parts will be available for purchase through ACENET. Your Everyday Drop Ship catalog is perpetual it never really expires. Item mix, prices and terms identified in your Everyday Drop Ship catalog will be in effect as long as it is not within a show special event catalog timeframe. Your Everyday Drop Ship catalog does not need to be submitted to your buyer. You can make any necessary changes and they will update immediately. As the Vendor, you have complete control of the items contained within your everyday dropship catalog. This is why submitting the catalog is unnecessary. The Everyday Catalog is not viewable in a PDF format nor is it printable. It simply exists within the application and electronically feeds Ace s system, including the ACENET application. Your Everyday Drop Ship catalog will exist upon initial login to the application. It will not, however, contain any items. Once your Master File Database has been established, it is now necessary to add those items to your everyday catalog and establish the appropriate pricing and terms. Accessing the Catalog Your Everyday Drop Ship catalog will exist the first time you log into the application. You will need to view the catalog in order to add items to it. To open an Every Day Drop Ship Catalog 1. From the Dashboard, click on View/Edit next to the Everyday Drop Ship catalog 2. Catalog Details screen displays 36

38 Catalog Details The Catalog Details page provides access to all the details relevant to your Everyday Drop Ship catalog. From here you can assign division and contact information, you can define which categories and items are contained within the catalog, and you can define pricing and freight terms. Adding a Division It is not necessary to add a Division Name to your Everyday Drop Ship catalog. While it is possible, it does not serve any value or purpose. While your show special event catalogs may require divisions to distinguish one from another, it is not possible to have more than one Everyday Drop Ship catalog. Assigning Contacts When setting up your Master File Database, you established a list of contacts and their contact information. At this point, you need to assign, from that list, a primary and secondary contact for your Everyday Drop Ship catalog. To assign contacts 1. From the Everyday Drop Ship Catalog Details screen, use the drop-down list for Contact to select the primary contact for this catalog 2. If necessary, use the drop-down list for Additional Contact to select the secondary contact for this catalog 3. Click Save Categories You will actually add items from your Master File Database to your Everyday Drop Ship catalog by selecting the categories that belong in the catalog. When you first begin adding categories to the catalog, no categories will be listed. You will need to add categories after which items within those categories can be removed as needed. 37

39 Adding Categories Items are added to your catalog by selecting categories for inclusion. All items within that category are then added to the catalog. You can then go into the category within the catalog and remove any items that are not appropriate. To add Categories to the Everyday Drop Ship catalog 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click Add, Remove, or Resequence Categories 3. Check the checkbox in the Select column for all categories to be included in your Everyday Drop Ship catalog 4. Use New Print Order field to designate the order of the categories 5. Click Save Maintaining Categories As time passes, you may add or remove categories from your Everyday Drop Ship catalog. As new categories are created or categories not previously available in the everyday catalog become available, those categories will need to be added to this catalog. Adding additional categories to an already established catalog follows the same process as initially adding categories to an empty catalog. 38

40 Categories can also be removed from your Everyday Drop Ship catalog as needed. The order of the categories within the catalog can be modified. To remove categories from a catalog 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click Add, Remove, or Resequence Categories 3. Deselect any categories that no longer belong in the Everyday Drop Ship catalog* 4. If desired, use New Print Order field to designate the order of the remaining categories 5. Click Save * Removing a category here does not delete the category from your Master File Database; it simply removes it from the Everyday Drop Ship catalog. To resequence categories in a catalog 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click Add, Remove, or Resequence Categories 3. Use New Print Order field to designate the order of the remaining categories 4. Click Save 39

41 Items Items are added to a catalog when a category within which they are contained is added to that catalog. Once all categories to be included in the Everyday Drop Ship catalog have been identified, you can, if necessary, remove items from the category to exclude items that don t belong in the catalog or resequence items that do belong. In time, as new items are added to a category, you may also need to add those items to your everyday catalog. Finally, you will need to establish cost and order multiples for your items within the catalog. Maintaining Items To remove items from a catalog 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click View/Edit next to the category from which items need to be removed from the Everyday Drop Ship catalog 3. In Items section, click Add, Remove, or Resequence Items 4. Deselect any items that do not belong in the Everyday Drop Ship catalog* 5. If desired, use New Print Order field to designate the order of the remaining items 6. Click Save * Removing an item here does not delete the item from your Master File Database; it simply removes it from the Everyday Drop Ship catalog. To resequence items within a category within a catalog 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click View/Edit next to the category from which items need to be resequenced in the Everyday Drop Ship catalog 3. In Items section, click Add, Remove, or Resequence Items 4. Use New Print Order field to designate the order of the items 5. Click Save To add items to a catalog 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click View/Edit next to the category to which items need to be added in the Everyday Drop Ship catalog 3. In Items section, click Add, Remove, or Resequence Items 4. From the Category Items screen, check the checkbox in the Select column for all items to be included in your Everyday Drop Ship catalog 5. If desired, use New Print Order field to designate the order of the categories 6. Click Save Establishing Cost 40

42 Finally, after your Everyday Drop Ship catalog contains all appropriate items, the everyday cost for each item must be established. The process for assigning an everyday cost and the associated data differs if the item is a standalone item versus an assortment. Standalone Items Standalone item cost can be updated one of two ways. Cost for each item can be provided within Category Details in Items 41

43 It can be provided within the Item Details within the specific catalog. When new items are being added to the Everyday Drop Ship catalog, it is advantageous to update cost information within the Item Details within the catalog. This is because not only does cost need to be updated, which can be done either way, but Drop Ship Order Multiple in Eaches (DS OM in (Ea)) needs to be updated too. This update can only be made from within the Item Details within a specific catalog. Defining Standalone Item Cost To define standalone item cost from with Category Details 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. From the Category Details screen, enter value in New Cost field for each item on the first page 4. Click Update Cost 5. If necessary, click on 2 to move to the second page of items and repeat steps 3 and 4 6. Repeat for each subsequent page, as needed 7. Repeat steps 2 through 6 for each additional category within the catalog You will still need to go into each item to update Drop Ship Order Multiple in Eaches. To define standalone item cost from within Item Details 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. In Items section, click View/Edit next to the first item 4. In the Item Pricing by Catalog section, enter the new DS Ea Cost (Drop Ship Each Cost) 42

44 5. It is recommended that you update the DS OM in (Ea) (Drop Ship Order Multiples in Eaches) at the same time. 6. Click Save 7. Using the breadcrumbs, go back to Category Details 8. Repeat steps 3 through 7 for each item, making sure to address all items on all pages 9. Once all items within a category have been updated, use the breadcrumbs to go back to Catalog Details 10. In Categories section, click View/Edit next to the second category 11. Repeat steps 3 through 8 for all categories within the catalog Defining Standalone Item Order Multiples If order multiples were not provided when cost was being provided, it is still necessary to provide this information. To define standalone item order multiples 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. In Items section, click View/Edit next to the first item 4. In the Item Pricing by Catalog section, enter the new DS OM in (Ea) (Drop Ship Order Multiple in Eaches) 5. It is recommended that you update the DS Ea Cost (Drop Ship Each Cost) at the same time. 6. Click Save 7. Using the breadcrumbs, go back to Category Details 8. Repeat steps 3 through 7 for each item, making sure to address all items on all pages 9. Once all items within a category have been updated, use the breadcrumbs to go back to Catalog Details 10. In Categories section, click View/Edit next to the second category 11. Repeat steps 3 through 8 for all categories within the catalog Assortments Assortments are priced differently than standalone items. Assortments are not priced as a whole; instead the individual items within the assortment are priced and the total assortment cost is derived from those values. There is only one way to price an assortment. Defining Assortment Cost Assortments must be created and the items contained within the assortment must be defined prior to any cost information being entered with respect to that assortment. To define assortment cost 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. In Items section, click View/Edit next to the first assortment 43

45 4. In the Catalog Assortment Items section, make sure No is selected for both questions (Everyday Drop Ship catalogs cannot be printed) 5. Enter the Asst DS Ea Cost (Assortment Drop Ship Each Cost) for each item in the assortment (for reference the Regular Drop Ship Each Cost and the Assortment Drop Ship Quantity in Eaches will display) 6. Click Save 7. Screen will refresh and Total DS Asst Cost (Total Drop Ship Assortment Cost) will display 8. Using the breadcrumbs, go back to Category Details 9. Repeat steps 3 through 8 for each item, making sure to address all assortments on all pages 10. Once all assortments within a category have been updated, use the breadcrumbs to go back to Catalog Details 11. In Categories section, click View/Edit next to the second category 12. Repeat steps 3 through 9 for all categories within the catalog Adding Assortment Item Notes Assortment Item Notes can be added to an assortment within a catalog. Within a show special event catalog, these notes will print on the order form and help explain the assortment to Ace dealers. Within the Everyday Drop Ship catalog, while there is the ability to enter Assortment Item Notes, there is no need or benefit to doing so. This information will not be used anywhere by Ace. Therefore, it is recommended that notes not be added to an everyday catalog. 44

46 Freight Terms Everyday freight terms and minimum order information need to be established both to define those terms to dealers ordering the item via ACENET outside a show timeframe and also to offer a comparison between the everyday terms and show special terms during a show. Regular Freight Terms include: FREIGHT TERM AMOUNT o Regular drop ship freight term amount o Format: NUMERIC o Required FREIGHT TERM UNIT OF MEASURE o Regular drop ship freight terms unit-of-measure o Required FREIGHT TYPE o Regular drop ship freight type (Prepaid, Collect) o Required FOB TYPE o Regular drop ship FOB type (FOB Destination, FOB Source) o Required FREIGHT NOTES o Allows the user to clarify what the regular drop ship freight term amount & unit-ofmeasure fields represent MINIMUM ORDER QTY o Regular drop ship minimum order o Format: NUMERIC o Required MINIMUM ORDER UNIT OF MEASURE o Allows the user to select a regular drop ship minimum unit-of-measure (Dollars, Eaches, Cases, Pounds, Cubic feet) o Required MINIMUM ORDER DESCRIPTION o Allows the user to clarify what the regular drop ship minimum order quantity & unit-ofmeasure fields represent 45

47 o Optional Establishing Regular Freight Terms and Minimum Order Regular Freight Terms are important to an Ace dealer in order to understand what additional costs to expect when purchasing a drop ship item from a vendor outside of a show timeframe. Regular Minimum Order information is necessary to understand what minimum purchase needs to be made in order to capitalize on the freight terms. To establish regular freight terms and minimum order information 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Freight Terms 3. At a minimum, enter data into all required (*) fields 4. Click Save 46

48 Order and Item Price Breaks While not always necessary, the Ace Drop Ship Data Collection application allows vendors to create price breaks at both the order and item level within your everyday catalog. Breaks at the order level can be added and deleted; breaks at the item level can be added, edited and deleted. Order Price Breaks Order Price Breaks define a percentage discount granted to the dealer if certain order requirements are met. Order breaks can include: ZONE o o o Name/description of a pricing zone Format: CHARACTER Optional BREAK LEVEL o Minimum qty/amt & unit-of-measure that must be ordered of this item to receive the associated discount 47

49 o o Format: NUMERIC Optional UNIT-OF-MEASURE o Unit-of-measure of minimum qty/amt (Dollars, Eaches, Cases, Pounds, Cubic feet) ORDER START DATE o The first date when retailers can begin placing orders (format mm/dd/ccyy) o Format: DATE ORDER END DATE o The last date for retailers to place orders (format mm/dd/ccyy) o Format: DATE SHIP START DATE o Starting date for shipments (format mm/dd/ccyy) o Format: DATE END SHIP DATE o Ending date for shipments (format mm/dd/ccyy) o Format: DATE DISCOUNT % o Discount % to be given. o Format: NUMERIC o Required DESCRIPTION o Description of this order level discount breakpoint To enter a new Order Break 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click Add New Order Breaks for this Catalog 4. At a minimum, enter required data describing the price break 5. Click Save Once an order break has been established, the order break cannot be edited but instead deleted. 48

50 To delete an existing order break 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click View/Edit next to the order break to be edited 4. Click Delete Item Price Breaks Item Price Breaks define a percentage discount granted to the dealer if certain order requirements are met. Item breaks can apply to one or multiple items. Item breaks can include: ZONE o o o Name/description of a pricing zone Format: CHARACTER Optional MINIMUM QUANTITY o Minimum Qty/Amt that must be ordered of this item to receive the associated discount o Format: NUMERIC UNIT-OF-MEASURE o Unit-of-measure of minimum qty/amt (Dollars, Eaches, Cases, Pounds, Cubic feet) ORDER START DATE o The first date when retailers can begin placing orders (format mm/dd/ccyy) o Format: DATE ORDER END DATE 49

51 o o o The last date for retailers to place orders (format mm/dd/ccyy) Format: DATE Optional DISCOUNT % o Discount % to be given. o Format: NUMERIC o Required ITEM COST o New retailer each cost if retailer orders the corresponding minimum qty/amt of this item; either Discount% or Item Cost must be specified but not both o Format: NUMERIC o Conditionally Required DESCRIPTION o Description of this item level pricing breakpoint To enter a new item price break 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click Add New Item Breaks for this Catalog 4. At a minimum, enter required data describing the price break in Item Break Criteria section 5. In Item Filter section, establish which item(s) the price break applies to by completing any combination of criteria 6. Click Filter 7. Check the box in the Select column for any and all items to which this price break applies 8. Click Save 9. Using breadcrumbs, return to Order and Item Breaks to see the display of the price break on the selected items Once an item break has been established, the break can be edited or deleted. Individual items can be edited or multiple items can be edited at a time. To edit multiple existing item price breaks 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click Update Item Breaks for this Catalog 4. In the Item Price Break Criteria section, enter original price break criteria 5. Click Filter 6. All items matching that price break criteria will display in the Item Selection section 7. Update breakpoint criteria within the New Breakpoint Criteria section 8. Select the items in the Item Selection section that this update applies to 50

52 9. Click Update 10. Using breadcrumbs, return to Order and Item Breaks to see the display of the price break on the selected items To delete multiple existing item price breaks 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click Update Item Breaks for this Catalog 4. In the Item Price Break Criteria section, enter original price break criteria 5. Click Filter 6. All items matching that price break criteria will display in the Item Selection section 7. Select the items in the Item Selection section to delete 8. Click Delete 9. Using breadcrumbs, return to Order and Item Breaks to see the display of the price break on the selected items To edit one existing item price break 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click View/Edit next to the item price break to be edited 4. In the Item Price Break Criteria section, update the price break criteria 5. Click Update To delete one existing item price break 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click View/Edit next to the item price break to be deleted 4. Click Delete 5. Click OK 51

53 Export It is possible to export your items and their data from your Everyday Drop Ship catalog into an Excel file. It is important to note: Some formatting may be required to use the data following an export The Ace Drop Ship Data Collection application does not support the ability to import the data back into the system To export item data into Excel 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. In Catalog Details section, click Export Items 3. Identify if you want to Open or Save the file 4. If prompted, click Yes 52

54 Catalog Summary In your Everyday Drop Ship catalog, the Catalog Summary function allows you to identify potentially missing or erroneous information from within the catalog. You will receive warnings and errors at both the catalog and item level. Reviewing Warnings and Errors There is a difference between a warning and an error. Warnings identify missing optional information at both the catalog and item level. The warning indicates that you might want to consider entering that data; however warnings can be ignored. Errors identify missing required information at both the catalog and item level. The error indicates that if the missing data isn t provided that the item(s) will not be included in ACENET. Errors cannot be ignored. To access Catalog Summary 1. From the Dashboard, click View/Edit next to your Everyday Drop Ship catalog 2. Click Catalog Summary 3. Catalog Summary Details display To address warnings/errors 1. From Catalog Summary Details, click View/Edit next to the first warning or error message 2. Make necessary correction a. Required for errors b. Optional for warnings 3. Save updates as necessary 53

55 Show Drop Ship Catalogs In addition to an Everyday Drop Ship catalog, twice a year a show-specific drop ship catalog needs to be created. Show Drop Ship catalogs may contain every item in your Everyday Drop Ship catalog, a subset of those items, and potentially even items not available outside the show timeframe. But the catalog must be created, the item mix and pricing must be adjusted as appropriate, and freight terms, order multiples and notes must be added. Once the catalog has been created, it must be submitted for review to your Buyer. Characteristics of a Show Drop Ship catalog: A show catalog only need be created in preparation for a show. Shows occur two times per year, once for the spring show and once for the fall show. Check the Events tab in the Drop Ship Data Collection application to determine when it is necessary to create a new catalog. A Show Drop Ship catalog is temporary it only is in effect during the defined show dates. Show special event catalogs supersede your Everyday catalog during these timeframes. These catalogs are in effect for a limited period of time and will expire once the show special event has concluded. Your Show Drop Ship catalog does require submission to your buyer. Your Buyer can ask you to make changes to the information in the catalog prior to the Buyer approving the catalog. Once approved, order forms containing all the information for the show will be printed and made available to dealers for use at the show to order the items. Adding a new Show Drop Ship Catalog Show Drop Ship catalogs must be added. Unlike Everyday Drop Ship catalogs, they are not created automatically. In the example below, the Spring 2012 Show Drop Ship catalog needs to be added: To add a new Show Drop Ship catalog 1. From the Dashboard, click Add New Catalog 2. From the Add New Catalog screen, select the event from the Event drop-down box (should only be most recent one) 3. From the Based On dropdown box, select: a. Existing Catalog 54

56 i. Selecting Existing Catalog creates a copy of a catalog that was previously created. Most, but not all information from the existing catalog will be replicated in the new catalog. You can copy a previous Show Drop Ship catalog or the Everyday Drop Ship catalog. ii. After selecting Existing Catalog, the list of available catalogs appears; select one iii. To complete, click Proceed b. Empty Catalog i. Selecting Empty Catalog creates an empty catalog; it will appear in your Dashboard but it will not contain any items until they are manually added ii. To complete, click Proceed 4. Newly created catalog appears In Process 55

57 Accessing an existing Show Drop Ship Catalog Once created, your Show Drop Ship catalogs will appear on the Vendor Dashboard each time you log into the application. You will need to access the catalog in order to edit it, complete it, and submit it to your Buyer. To open a Show Drop Ship catalog 1. From the Dashboard, click on View/Edit next to the desired Show Drop Ship catalog 2. Catalog Details screen displays 56

58 Catalog Details The Catalog Details page provides access to all the details relevant to a Show Drop Ship catalog. From here you can assign division and contact information, you can define which categories and items are contained within the catalog, and you can define freight terms, dating, price breaks and catalog notes. Adding/Updating a Division Division names can be added when more than one Show Drop Ship catalog is desired by a single vendor. It is not possible to have two Show Drop Ship catalogs for the same show with the same division name. Therefore, if a single vendor wants to distinguish items by brand or line by putting them in separate catalogs, then the Division Name field can be used to create those separate catalogs for the same show. To add/update a division name 1. From the Dashboard, click on View/Edit next to the desired Show Drop Ship catalog 2. Catalog Details screen displays 3. Add or update the Division Name as desired 4. Click Save Adding/Updating Contacts When setting up your Master File Database, you established a list of contacts and their contact information. When you created your Everyday Drop Ship catalog, you should have assigned a primary, and if needed, a secondary contact. If that contact information needs to be added or updated for the Show Drop Ship catalog, then you need to assign a new primary and secondary contact. To add/update contacts 1. From the Dashboard, click on View/Edit next to the desired Show Drop Ship catalog 2. From the Catalog Details screen, use the drop-down list for Contact to select the primary contact for this catalog 3. If necessary, use the drop-down list for Additional Contact to select the secondary contact for this catalog 4. Click Save 57

59 Adding/Updating a Booth Number At the time you are creating a Show Drop Ship catalog, you may or may not have been assigned your booth number. If you have your booth number, it should be provided via the Ace Crop Ship Data Collection application. To add/update a booth number 1. From the Dashboard, click on View/Edit next to the desired Show Drop Ship catalog 2. From the Catalog Details screen, enter or update your booth number in the Booth field 3. Click Save Adding/Updating Order Dates Ace defines the order start and end dates for each event. While the ability to edit the order start and end dates is available, it is recommended that you not attempt to change these dates. 58

60 Categories If you made a copy of your Everyday Drop Ship catalog or another Show Drop Ship catalog, then your latest show catalog should already contain some categories. However, you may need to add additional categories or edit existing categories within the catalog to get it ready for the show. Adding Categories Items are added to your catalog by selecting categories for inclusion. All items within that category are then added to the catalog. You can then go into the category within the catalog and remove any items that are not appropriate. To add Categories to a Show Drop Ship catalog 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click Add, Remove, or Resequence Categories 3. Check the checkbox in the Select column for all categories to be included in this catalog 4. Use New Print Order field to designate the order of the categories 5. Click Save Maintaining Categories To make a Show Drop Ship catalog representative of the items available at the show, you may also need to remove categories from it or resequence those that are in there. To remove categories from a catalog 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click Add, Remove, or Resequence Categories 3. Deselect any categories that do not belong in the Show Drop Ship catalog* 4. If desired, use New Print Order field to designate the order of the remaining categories 5. Click Save 59

61 * Removing a category here does not delete the category from your Master File Database; it simply removes it from this Show Drop Ship catalog. To resequence categories in a catalog 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click Add, Remove, or Resequence Categories 3. Use New Print Order field to designate the order of the remaining categories 4. Click Save 60

62 Items Once all categories to be included in the Show Drop Ship catalog have been identified, you can, if necessary, remove items from the category to exclude items that don t belong in the catalog or resequence items that do belong. You may even need to add additional items to this catalog. Finally, you will need to establish cost and order multiples for your items within the catalog. Maintaining Items To remove items from a catalog 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click View/Edit next to the category from which items need to be removed from this Show Drop Ship catalog 3. In Items section, click Add, Remove, or Resequence Items 4. Deselect any items that do not belong in the Show Drop Ship catalog* 5. If desired, use New Print Order field to designate the order of the remaining items 6. Click Save * Removing an item here does not delete the item from your Master File Database; it simply removes it from this Show Drop Ship catalog. To resequence items within a category within a catalog 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click View/Edit next to the category from which items need to be resequenced in the catalog 3. In Items section, click Add, Remove, or Resequence Items 4. Use New Print Order field to designate the order of the items 5. Click Save To add items to a catalog 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click View/Edit next to the category to which items need to be added in the Show Drop Ship catalog 3. In Items section, click Add, Remove, or Resequence Items 4. From the Category Items screen, check the checkbox in the Select column for all items to be included in the catalog 5. If desired, use New Print Order field to designate the order of the categories 6. Click Save Establishing Cost Finally, after the Show Drop Ship catalog contains all appropriate items, the show cost for each item must be established. The process for assigning a show cost and the associated data differs if the item is a standalone item versus an assortment. 61

63 Standalone Items Standalone item cost can be updated one of two ways. Cost for each item can be provided within Category Details in Items You can edit all items on this page with either a new price or a new percent change. You can edit each item on the page with either a new price or a new percent change. It can be provided within the Item Details within the specific catalog. When new items are being added to the Everyday Drop Ship catalog and a Show Drop Ship catalog at the same time, it is advantageous to update cost information within the Item Details within the catalog. This is because: Not only does cost need to be updated, but Drop Ship Order Multiple in Eaches (DS OM in (Ea)) needs to be updated too. This update can only be made from within the Item Details within a specific catalog. 62

64 You will be able to update cost for both catalogs at the same time. However, if price is simply being updated within the Show Drop Ship catalog and the Everyday catalog and the Order Multiples do not require updating, then it makes more sense to make the updates within the Catalog Details, especially if the same price/percentage update is being applied to multiple items. Defining Standalone Item Cost To define standalone item cost from within Category Details 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. From the Category Details screen, either: a. Update New Cost i. For each item individually or ii. For all items on the page 1. Check the box in the Items section next to Cost $ 2. Enter the dollar amount in the blank field to the right of the $ b. Update % Change i. For each item individually or ii. For all items on the page 1. Check the box in the Items section next to Update % 2. Enter the percentage in the blank field to the right of the % a. Enter a numeric value for a percentage increase b. Enter a - (minus sign) and a numeric value for a percentage decrease 4. Once appropriate updates to price are complete for this page, click Update Cost 5. If necessary, click on 2 to move to the second page of items and repeat steps 3 and 4 6. Repeat for each subsequent page, as needed 7. Repeat steps 2 through 6 for each additional category within the catalog To define standalone item cost from within Item Details 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. In Items section, click View/Edit next to the first item 4. In the Item Pricing by Catalog section, enter the new DS Ea Cost (Drop Ship Each Cost) 5. Click Save 6. Using the breadcrumbs, go back to Category Details 7. Repeat steps 3 through 7 for each item, making sure to address all items on all pages 8. Once all items within a category have been updated, use the breadcrumbs to go back to Catalog Details 9. In Categories section, click View/Edit next to the second category 10. Repeat steps 3 through 8 for all categories within the catalog 63

65 Assortments Assortments are priced differently than standalone items. Assortments are not priced as a whole; instead the individual items within the assortment are priced and the total assortment cost is derived from those values. There is only one way to price an assortment. Defining Assortment Cost Assortments must be created and the items contained within the assortment must be defined prior to any cost information being entered with respect to that assortment. To define assortment cost 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. In Items section, click View/Edit next to the first assortment 4. In the Catalog Assortment Items section, identify, yes or no: a. Should a list of assortment items print on the form b. Should the assortment image print on the form 5. Enter the Asst DS Ea Cost (Assortment Drop Ship Each Cost)for each item in the assortment (for reference the Regular Drop Ship Each Cost and the Assortment Drop Ship Quantity in Eaches will display) 6. Click Save 7. Screen will refresh and Total DS Asst Cost (Total Drop Ship Assortment Cost) will display 8. Using the breadcrumbs, go back to Category Details 9. Repeat steps 3 through 8 for each assortment, making sure to address all assortments on all pages 10. Once all assortments within a category have been updated, use the breadcrumbs to go back to Catalog Details 11. In Categories section, click View/Edit next to the second category 12. Repeat steps 3 through 9 for all categories within the catalog Adding Assortment Item Notes Assortment Item Notes can be added to an assortment within a catalog. These notes will print on the order form and help explain the assortment to Ace dealers. To add assortment item notes 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Categories section, click View/Edit next to the first category 3. In Items section, click View/Edit next to the first assortment 4. Click View/Edit Assortment Item Notes 5. Select for each line of text: a. Bullet - printed with a bullet point in front of it on the order form or b. Header - printed in bold face on the order form 6. Enter up to four lines of text 64

66 7. Click Save 65

67 Freight Terms Show Drop Ship freight terms and minimum order information need to be established to define those terms to dealers ordering during the show timeframe. You will be able to see your regular freight terms and minimum order information as you enter the show special terms. Freight terms and minimum order information will not be copied over from an existing catalog and will need to be created for each show catalog. Special Freight Terms include: FREIGHT TERM AMOUNT o Special drop ship freight term amount o Format: NUMERIC o Required FREIGHT TERM UNIT OF MEASURE o Special drop ship freight terms unit-of-measure o Required FREIGHT TYPE o Special drop ship freight type (Prepaid, Collect) o Required FOB TYPE o Special drop ship FOB type (FOB Destination, FOB Source) o Required FREIGHT NOTES o Allows the user to clarify what the Special drop ship freight term amount & unit-ofmeasure fields represent MINIMUM ORDER QTY o Special drop ship minimum order o Format: NUMERIC o Required MINIMUM ORDER UNIT OF MEASURE o Allows the user to select a special drop ship minimum unit-of-measure (Dollars, Eaches, Cases, Pounds, Cubic feet) o Required MINIMUM ORDER DESCRIPTION 66

68 o o o Allows the user to clarify what the special drop ship minimum order quantity & unit-ofmeasure fields represent Format: CHARACTER Optional Establishing Special Freight Terms and Minimum Order Show special freight terms are important to an Ace dealer in order to understand what special deals are being offered within the show timeframe. Show special minimum order information is necessary to understand what minimum purchase needs to be made in order to capitalize on the special freight terms. To establish show freight terms and minimum order information 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Freight Terms 3. At a minimum, enter data into all required (*) fields in the Special Freight Terms section 4. Click Save 67

69 Dating It is also necessary to establish special and alternate dating during the show timeframe. This information is not captured in an everyday catalog nor is it copied over from an existing catalog and will need to be created for each show catalog. Dating information includes: Special Dating dating specific to the show timeframe ORDER START DATE o The first day retailers can order from the catalog if it is approved by the Ace buyer. o Format: DATE o Required; pre-populated by Ace and should not be changed ORDER END DATE o The last date retailers can order from the catalog if it is approved by the Ace Buyer. o Format: DATE o Required; pre-populated by Ace and should not be changed DATING DAYS (DOI) o Allows the user to change the number of days dating an Ace retailer will receive on orders from this catalog that are shipped between the Ship Start & Ship End dates. Note: If Dating Date is populated, then this field cannot be populated. o Format: NUMERIC DATING DATE o Allows the user to change the dating date the Ace retailer will receive on orders from this catalog. Note: If the Dating Days field is populated, then this field cannot be populated. o Format: DATE (mm/dd/ccyy) SHIP START DATE o Starting date for shipments o Format: DATE (mm/dd/ccyy) SHIP END DATE o Ending date for shipments o Format: DATE (mm/dd/ccyy) Alternate Dating dating used by vendors who may need to ship seasonal items outside the show timeframe DATING DAYS (DOI) 68

70 o o o Allows the user to change the number of days dating an Ace retailer will receive on orders from this catalog that are shipped between the Ship Start & Ship End dates. Note: If Dating Date is populated, then this field cannot be populated. Format: NUMERIC Optional DATING DATE o Allows the user to change the dating date the Ace retailer will receive on orders from this catalog. Note: If the Dating Days field is populated, then this field cannot populated. o Format: DATE (mm/dd/ccyy) SHIP START DATE o Starting date for shipments o Format: DATE (mm/dd/ccyy) SHIP END DATE o Ending date for shipments (mm/dd/ccyy) o Format: DATE DESCRIPTION o Description of the alternate dating terms. Vendor Standard Dating everyday dating terms VENDOR STD. DATING TERM o The number of days dating an Ace retailer will receive on orders from the Everyday Drop Ship Catalog. o Format: NUMERIC o Auto-populated; this field cannot be edited by the vendor. Contact your buyer to change this value Active Catalogs displays all show catalogs that are currently within the dating terms; catalog information will include: Event Name the name of the show catalog Ship Start Date the first day items will ship within these dating terms Ship End Date the last day items will ship within these dating terms Dating Day - the number of days dating on orders from this catalog that are shipped between the Ship Start & Ship End dates Dating Date - the dating date the Ace retailer will receive on orders from this catalog Status status of the catalog 69

71 Dating Type whether the dating is Special or Alternate dating Note: If there is an overlap in dating terms, Ace s system takes the dating that was offered in the previous active catalog. Dating must be expressed in one of two ways: Set number of days number of days from the date of the invoice (30, 60, 90) A hard date date on which payment is due no matter when the order is actually placed Special Dating Alternate Dating Standard Dating Active Catalogs To add/update special and alternate dating 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Dating 3. At a minimum, enter data into: a. Dating Days or Dating Date in Special Dating section b. Ship Start Date and Ship End Date in Special Dating section 4. Click Save 70

72 Catalog Notes Catalog Notes can be added to a catalog. These notes will print on the order form define any show specials and at-show specials of note to the dealers. There are three types of notes: Special Catalog Notes o Enter up to four o Prints on front cover of the form o Defines specials available during show timeframe At Show Only Catalog Notes o Enter up to four o Prints on front cover of the form o Defines specials available only at the show Additional Catalog Notes o Enter up to twenty o Adds at least one additional page to the form o Defines any additional notes relevant To add catalog notes 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 71

73 2. Click View/Edit Notes 3. Select for each line of text: a. Bullet - printed with a bullet point in front of it on the order form or b. Header - printed in bold face on the order form 4. Enter appropriate text 5. Scroll down to bottom of page to click Save 72

74 Order and Item Price Breaks While not always necessary, the Ace Drop Ship Data Collection application allows vendors to create price breaks at both the order and item level within a show catalog. Breaks at the order level can be added and deleted; breaks at the item level can be added, edited and deleted. Order Price Breaks Order Price Breaks define a percentage discount granted to the dealer if certain order requirements are met. Order breaks can include: ZONE o o o Name/description of a pricing zone Format: CHARACTER Optional BREAK LEVEL o Minimum qty/amt & unit-of-measure that must be ordered of this item to receive the associated discount o Format: NUMERIC UNIT-OF-MEASURE o Unit-of-measure of minimum qty/amt (Dollars, Eaches, Cases, Pounds, Cubic feet) 73

75 ORDER START DATE o The first date when retailers can begin placing orders (format mm/dd/ccyy) o Format: DATE ORDER END DATE o The last date for retailers to place orders (format mm/dd/ccyy) o Format: DATE SHIP START DATE o Starting date for shipments (format mm/dd/ccyy) o Format: DATE END SHIP DATE o Ending date for shipments (format mm/dd/ccyy) o Format: DATE DISCOUNT % o Discount % to be given. o Format: NUMERIC o Required DESCRIPTION o Description of this order level discount breakpoint To enter a new Order Break 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click Add New Order Breaks for this Catalog 4. At a minimum, enter required data describing the price break 5. Click Save Once an order break has been established, the order break cannot be edited but instead deleted. To delete an existing order break 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click View/Edit next to the order break to be edited 4. Click Delete Item Price Breaks 74

76 Item Price Breaks define a percentage discount or a new item cost granted to the dealer if certain order requirements are met. Item breaks can apply to one or multiple items. Item breaks can include: ZONE o o o Name/description of a pricing zone Format: CHARACTER Optional MINIMUM QUANTITY o Minimum Qty/Amt that must be ordered of this item to receive the associated discount o Format: NUMERIC UNIT-OF-MEASURE o Unit-of-measure of minimum qty/amt (Dollars, Eaches, Cases, Pounds, Cubic feet) ORDER START DATE o The first date when retailers can begin placing orders (format mm/dd/ccyy) o Format: DATE ORDER END DATE o The last date for retailers to place orders (format mm/dd/ccyy) o Format: DATE DISCOUNT % o Discount % to be given if retailer orders the corresponding minimum qty/amt of this item; either Discount% or Item Cost must be specified but not both o Format: NUMERIC o Required 75

77 ITEM COST o New retailer each cost if retailer orders the corresponding minimum qty/amt of this item; either Discount% or Item Cost must be specified but not both o Format: NUMERIC o Conditionally Required DESCRIPTION o Description of this item level pricing breakpoint To enter a new item price break 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click Add New Item Breaks for this Catalog 4. At a minimum, enter required data describing the price break in Item Break Criteria section 5. In Item Filter section, establish which item(s) the price break applies to by completing any combination of criteria 6. Click Filter 7. Check the box in the Select column for any and all items to which this price break applies 8. Click Save 9. Using breadcrumbs, return to Order and Item Breaks to see the display of the price break on the selected items Once an item break has been established, the break can be edited or deleted. Individual items can be edited or multiple items can be edited at a time. To edit multiple existing item price breaks 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click Update Item Breaks for this Catalog 4. In the Item Price Break Criteria section, enter original price break criteria 5. Click Filter 6. All items matching that price break criteria will display in the Item Selection section 7. Update breakpoint criteria within the New Breakpoint Criteria section 8. Select the items in the Item Selection section that this update applies to 9. Click Update 10. Using breadcrumbs, return to Order and Item Breaks to see the display of the price break on the selected items To delete multiple existing item price breaks 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 76

78 3. Click Update Item Breaks for this Catalog 4. In the Item Price Break Criteria section, enter original price break criteria 5. Click Filter 6. All items matching that price break criteria will display in the Item Selection section 7. Select the items in the Item Selection section to delete 8. Click Delete 9. Using breadcrumbs, return to Order and Item Breaks to see the display of the price break on the selected items To edit one existing item price break 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click View/Edit next to the item price break to be edited 4. In the Item Price Break Criteria section, update the price break criteria 5. Click Update To delete one existing item price break 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click View/Edit Order and Item Price Breaks 3. Click View/Edit next to the item price break to be deleted 4. Click Delete 5. Click OK 77

79 Export It is possible to export your items and their data from a Show Drop Ship catalog into an Excel file. It is important to note: Some formatting may be required to use the data following an export The Ace Drop Ship Data Collection application does not support the ability to import the data back into the system To export item data into Excel 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. In Catalog Details section, click Export Items 3. Identify if you want to Open or Save the file 4. If prompted, click Yes 78

80 Catalog Summary In a Show Drop Ship catalog, the Catalog Summary function allows you to identify potentially missing or erroneous information from within the catalog. You will receive warnings and errors at both the catalog and item level. It also allows you to view the actual PDF form that will be generated as a result of the data entered into the Ace Drop Ship Data Collection application. Finally, it is through the Catalog Summary that you will be able to submit your show catalog to your buyer. Reviewing Warnings and Errors There is a difference between a warning and an error. Warnings identify missing optional information at both the catalog and item level. The warning indicates that you might want to consider entering that data; however warnings can be ignored. Errors identify missing required information at both the catalog and item level. The error indicates that if the missing data isn t provided that the item(s) will not be included on the order form or in ACENET. Errors cannot be ignored. To access Catalog Summary 1. From the Dashboard, click View/Edit next to the Show Drop Ship catalog 2. Click Catalog Summary 3. Catalog Summary Details display To address warnings/errors 1. From Catalog Summary Details, click View/Edit next to the first warning or error message 2. Make necessary corrections a. Required for errors b. Optional for warnings 79