DPI VENDOR PORTAL- COST CHANGES. Page 1 of 14

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1 DPI VENDOR PORTAL- COST CHANGES Page 1 of 14

2 Cost Change Portal Prior to using the DPI Vendor Portal, please refer to the Terms of Use Policy located on the portal home screen. By using the portal, you are agreeing to the Vendor Portal Terms of Use. There is a one hour time limit in the portal. If your submission is not made within that hour, your work will be lost. If you find that this is not enough time, please contact DPI-EFT@DPISpecialtyFoods.com. Please be advised that all cost change submissions will be reviewed to ensure that the change meets DPI requirements, including notification requirements and validation that change is warranted and in line with market conditions. The cost change calendar will still apply to cost changes accepted by DPI. To ensure that your cost change is accepted, please submit your cost change letter and new pricelist to DPI the same day you submit your cost change through the portal. If your cost change does not meet DPI requirements, your submission will be refused and you will have to reenter your cost change. To avoid having your cost change refused please contact your buyer prior to submission if you have any questions. If your cost change is refused, you will receive an from Workflow Mailer with a reason for the refusal. Page 2 of 14

3 Entering a Cost Change 1. Select the DPI Cost Change Portal 2. You will be directed to the Cost Change Entry screen. Page 3 of 14

4 1. DPI Vendor # field will automatically populate. This is your vendor number in Oracle. a. Select the Magnifying Glass to the right of the DPI Vendor # field. b. Delete any text from the Search Field if the vendor that is displaying is not the one you need. Press the Go button to see the entire list of your vendors. c. Select the Vendor Name that you are looking for by clicking the Quick Select icon next to the vendor. If there are multiple pages you can select the Next hyperlink in the bottom left corner. d. The main screen of the portal will now show the Vendor you selected. Page 4 of 14

5 2. Vendor Name, Vendor Tax Id and Contact Name are all read only (non editable) fields. If any of the information in these fields needs to be changed you will need to the changes to or enter the changes in the comments field (see step 4). 3. New Effective Date Based On field: Enter the date that the new cost(s) will take place. Effective date is based on order date not shipping date. For your convenience, the DPI Cost Change Calendar is provided on the home page in the portal. 4. Comments field: Any comments that need to be communicated to DPI can be entered here. If you have received special instructions from your buyer, please make note of them in this field to avoid any delays in the processing of your cost change. 5. Shipping field is either FOB (DPI arranges the freight) or PPD (vendor arranges the freight). 6. Contact Phone is a read only (non editable) field. If this needs to be changed you will need to the changes to dpi-mdm@dpispecialtyfoods.com or enter the change in the comments field (see step 4). 7. Organization field: You can select ALL for all DPI Houses (that are on Oracle) or individual DPI Houses by using the Ctrl Key If the item that is changing cost is currently the same cost in all DPI Houses, one line will be displayed for that item. If the item that is changing cost is currently a different cost in all DPI Houses, one line will be displayed per DPI House. If the current cost is the same in all DPI houses but the new cost is different in any of the DPI houses, then the cost change must be entered once per DPI House. If the cost is currently different in each DPI House, but is changing to the same cost, it is okay to enter all DPI Houses together. 8. Select Number of Item Display Page field: The fewer items that you have displayed on a page will result in faster performance. 100 items displayed on a page is recommended. 9. Once everything in the header is filled out select the Search button to bring up the items. This may take a moment to process. 10. All of your items that are set up with DPI will be listed. The items are sorted by UPC, then vendor item number, and then lastly by DPI item number. 11. The cost change screen shows you which DPI House(s) the item is in. You can find this under the ORG Code column. a. If multiple DPI Houses were selected and the cost is the same for all DPI Houses, only one line will be displayed. The ORG Code field will display what DPI Houses are for that line. If multiple DPI Houses were selected and the costs are different for the DPI Houses, multiple lines will be displayed. The ORG Code field will display what DPI Houses are for that line. Page 5 of 14

6 12. You can search for your items on the page by using the Ctrl key and the F key. A pop-up will open for you to enter your search information. You can search by your item number, DPI s item number or by UPC. Do not use dashes if searching by UPC. If your item does not come up make sure you check the next page. Click on the hyperlink to the right to see the Next page. 13. Select the item(s) that you want by checking the Select box on the far left next to the item. The system will verify each item at the time you check the box. The system is checking to see if the item is on promotion during the cost change effective date. This can take a moment. 14. A warning will be displayed if you select an item that has a vendor promotion (off-invoice or bill back on purchases) for the same time period. The overlap message will also display if DPI bills back for the warehouse cut case charge. Simply uncheck the item if you do not want to continue with this item. If you continue with an overlapping promotion, this may lead to us rejecting the cost change. Please note that the warning will only display if DPI has already received and input the promotion. 15. A warning will be displayed if you select an item that has a customer promotion (bill back on sales or scan) for the same time period. Simply uncheck the item if you do not want to continue with this item. Page 6 of 14

7 16. Once all items have been selected press the Sort button. This will sort all of the selected items to the top of the screen on page 1. Before selecting Sort Records : After selecting Sort Records : 17. All fields will be filled in except for the New Purchase Cost and Price Bracket. The Price Brackets only need to be filled in if applicable. You will need to look at the Pricing UOM (unit of measure) field to see how the items are priced to DPI. Pricing UOM (unit of measure) choices are CS (case), MC (master case), LB (pound) or KG (kilogram). You will also need to look at the currency code (USD (dollar), EUR (euro).the Mc Conv (master case conversion factor) field will show how many inner cases are in the Master Pack. If the item is a Block Market or Barrel item enter the overage amount only. The current overage amount will be displayed in the current purchase cost field. If the item is an import item enter the amount in EUR (euro). Page 7 of 14

8 18. Once you put in a new purchase cost the Percent Cost Change field will calculate the percentage of the cost change. 19. To enter a Price Bracket press the Price Bracket button. (If there are no Price Brackets to enter, go on to step 20). a. Select the price bracket type. Options are Case, Dollar or LBS. Page 8 of 14

9 b. Enter the ranges and bracket value. You can add more rows by pressing the + icon in the Add More Row for Same Item column. The ranges should be overlapping (see below for example). The first range should always start with 0 in the Range From field. The last range should not have a Range To this field should be null (blank). Select the row that should be the default cost. This amount should also be the amount that was entered on the main screen. The default cost should correspond with the price bracket that the DPI house (RM, NW, WE, MA) is currently purchasing in. Contact the buyer prior to submission if you are unsure which bracket should be the default bracket. If the wrong bracket is selected for the default bracket, the item will be refused and you will have to reenter the cost change for that item. Default Bracket c. Once the default row has been selected and all price brackets have been entered press the Apply button. Once the Apply button has been pressed, you will be directed back to the main screen. Page 9 of 14

10 d. When you enter the next item s price brackets, all fields will already be filled out except for the cost. You will need to enter the Bracket Price Value fields. Press Apply when done. 20. Once all fields have been entered, double check that you have selected the correct DPI house(s) for the cost change. If the correct house has been selected, press the Submit button. The Submit button is located in the top right hand corner of the screen and in the bottom right hand corner of the screen. Either Submit button may be used. Page 10 of 14

11 21. A confirmation page will open once you press the submit button. It will list the DPI House(s) you have selected for the entered cost change. To confirm, press Yes to continue with the submission of the cost change. If you press No you will have to re-enter all information for the cost change. 22. You will get a message letting you know if the cost change submitted successfully or if there was an error. If you have multiple errors, the error message will re-appear after correcting the previous error, until they have all been addressed. Successful Message: Example of Error Message: 23. You will receive an from MDM confirming your submission. 24. At this point, you can go to the Cost Change Search Screen if needed. If you re done, you can log out of Oracle by clicking Logout in the upper right hand corner of the screen. Additional Documentation You are required to send the below additional documentation to the appropriate buyer(s). Once the cost change is submitted through the portal we will review and send an requesting the additional documents. These documents should be sent within the same day as the cost change was entered into the DPI Vendor Portal. 1. Letter of explanation for the cost change 2. Current Price List Page 11 of 14

12 After you submit your cost change Once you have submitted your cost change, you will receive a confirmation from DPI within 48 hours. This confirmation will include an Excel attachment with the details of your cost change. You will receive another from DPI once your cost change has been accepted by the buyer and uploaded to the system. Cost Change Search Screen 1. You can search for a submitted cost change by Selecting the DPI Cost Change Portal. (Brokers please follow steps a-d below. All others go on to step 2). a. Select the Magnifying Glass to the right of the DPI Vendor # field. b. Delete any text from the Search Field if the vendor that is displaying is not the one you need. Press the Go button to see the entire list of your vendors. Page 12 of 14

13 c. Select the Vendor Name that you are looking for by clicking the Quick Select icon next to the vendor. If there are multiple pages you can select the Next hyperlink in the bottom left corner. d. The main screen of the portal will now show the Vendor you selected. 2. Select the Cost Change Search button. 3. Select the search criteria you are looking for. Search criteria includes: DPI Item Number, Vendor Item Number, and/or Status. After you select the search criteria press the search button. a. Statuses include: i. Pending Approval- cost change has been submitted to MDM but MDM has not approved it yet. ii. Approved- cost change has been approved by MDM but has not been entered into the system yet. iii. Success- cost change has been successfully loaded into the system. iv. Error- you will need to resubmit the cost change as there was an error in the cost update. v. Reject- MDM has refused your cost change. If MDM refuses your cost change an notification will be sent to the address listed for the external user entering the cost change. Page 13 of 14

14 Status: 4. The items that fall within the search criteria you choose will be displayed. The fields include the same information that was filled in on the front screen. However, you can also see Creation Date here. This is the day you submitted the cost change to DPI. You can search for item numbers by using the Ctrl key and the F key. 5. To Export the list to Excel complete the following steps: 500 items is the maximum amount that can be displayed per page. a. Select Success for Status b. Select 500 items c. Click the Search button d. Select all items (Ctrl A) e. Copy all items (Ctrl C) f. Open Excel g. Paste all items (Ctrl V) into B1 h. Delete rows Press the Home button to get back to the Entry screen. Page 14 of 14