Ace International Retailer Electronic Communication Guide

Transcription

1 Ace International Retailer Electronic Communication Guide Version 1.7 7/18/2011 1

2 Overview of Electronic Ordering Guide Ace International will use a third-party service as a channel for sending orders to Regional Distribution Centers (Panama, Dubai, and Shanghai). The third-party company is Fiserv, and the application used is Crossroads (abbreviated X-roads). Industry standards and audit controls supported by Ace International Holdings require you to maintain one common method of transmitting orders electronically. The following are the three methods to choose from: 1. Website Upload Interface 2. FTPs Ordering Interface 3. Ordering Interface The three alternatives to electronic ordering are described in step-by-step detail in this ordering guide. Regardless of the method chosen, each requires a.csv (comma separated values) file be sent to Ace. 2

3 Ace International Retailer Order Submission to your Ace Regional Distribution Center by Website Upload Interface (Version 1.7) About This Section This section explains the requirements and procedures you must perform in order to upload your Ace order via the Fiserv website to your Regional Distribution Center (i.e. Panama, Dubai, or Shanghai) Requirement You must have internet connectivity using Internet Explorer to use the website service. File that is uploaded to the Fiserv website must be in.csv format. Before transmitting an order, you must contact Ace Care Center Support at (or to: 1. Obtain your SHA1 (Secure Hash Algorithm) 2. Obtain the password you will need for logging into the Web Site 3. Notify them that a test order will be placed to ensure a successful transmission You acknowledge that you will perform a test order to ensure a successful upload before completely submitting your first true Ace warehouse order. Contact the International Care Center at (or icc@acehardware.com) prior to submitting the order and notify the analyst that you are sending a test order that needs to be deleted. The PO number for this test order should be TEST, and referenced in the CSV file discussed in the format file requirements section of this manual. Multiple orders need to be uploaded as separate orders: o Only one Store number per attachment. o Only one Purchase Order number per attachment Make sure a current address is on file at Ace Corporate for your store(s). The address on file will be used to send the Order Acknowledgment confirmation. Process Overview This following steps are covered: Step 1 General Overview of Website Upload Interface Step 2 How to Use the Upload Interface Step 3.CSV Order File Format Requirements 3

4 Step 4 Order Confirmation / Reply Step 5 Support Step 1 General Overview of Website Upload Interface The Website Upload Interface General Description: The website ordering interface allows entry of replenishment orders via the Internet using the Fiserv website, a third-party data collection service that partners with Ace. The interaction allows you to send an order in a.csv format using the website and a response will be ed to you confirming the transaction. When to Use This Interface: The website ordering interface is offered as one of three acceptable alternatives for submitting your order. The process of uploading the order directly to the Fiserv website is a secure and reliable way to transmit the order. Industry standards and audit controls supported by Ace International Holdings request you maintain one common method of transmitting information electronically. This is done to protect your information that can become at risk when alternative points of entry are used frequently. Please work with the Ace Care Center to establish your primary method of entry. It can be changed as needed (e.g. system upgrade) by contacting the Ace Care Center. The three alternatives are: 1. Website Upload Interface 2. FTPs Ordering Interface 3. Ordering Interface 4

5 Step 2 How to Use the Website Upload Interface How to Use This Interface: The steps to placing an order via the upload website interface are as follows: 1. Build an order in the format specified later in this document. See step 3 -.CSV Order Format File Requirements. 2. Access the Fiserv website at 3. At the Fiserv login page, enter the store login and password. Store login is STxxxxx where xxxxx is the 5 digit store number. Example, if your store is store # 500, your store login is ST Note: This is the password obtained from the Ace Care Center. 4. Click on Transmissions, and then Deliver One File. 5. Select INTLORDS from the drop down box. 6. Enter the file name in the Select File to Upload field, or click on Browse to search for file. 7. Click on Upload icon to upload order. 8. The Order Acknowledgement confirmation will typically be sent within one hour of the store uploading the order. The response will confirm acceptance of the order. Important! In certain situations where there is a problem in the confirmation delivery, you may not receive any response whatsoever. If this happens, contact Ace Care Center at Do not resend the order unless instructed to do so by a Care Center analyst. Orders should not be sent between 12:00-3:00 am US Central Standard Time Sunday mornings, due to a system shut down period. Step 3.CSV Order Format File Requirements All orders sent to Ace must be formatted as.csv (comma separated values) file. Only one store number and Purchase order number should exist within each upload. Note: You can save an EXCEL view of your order to a.csv document by selecting File>Save As> other formats>key in file name and select 'CSV (comma delimited) (*.csv) from dropdown for Save as Type. The record layout consists of the following fields: Field Attributes with maximum field length Description 5

6 Step 2 How to Use the Website Upload Interface Store Number Numeric (5) Ace assigned numeric store number (Example: 4949). SHA-1 of Password Character(40) Secure Hash Algorithm derivative of password assigned by Ace Corporate to validate authenticity of retailer. PO number Character(10) Optional. If you enter this, there can be no embedded spaces within the PO number. If entered, repeat on all lines of order. Ace SKU Character(10) Ace assigned stock number Order quantity (in eaches) Numeric (5) Order quantity in eaches Requested Ship Date CCYYMMDD (8) Filling Location Code character (1) Not applicable to RDC orders. Important! Leave this field/column blank. All RDC orders transmitted will be processed as soon as possible. RDC code or RSC code to fill order from. Enter a 1 for your RDC (Panama, Dubai, or Shanghai) order. In the future, by selecting 2, your US retail support center order can be processed by the same means as outlined in these instructions. 6

7 The following example illustrates how the order should be formatted when using Excel to create the.csv file; the header line is for example only and should not be part of the.csv file that is sent to Ace: Store (A); Password (B); PO Number (C); Sku (D); Order Qty (E); Request Ship (F); Fill Location Code (G) Important! The following information must be copied down to each line on the order: o Store # (Column A ). o Password (Column B ) o PO # (Column C ). This field is optional. If not used, leave column C blank. o Fill location code (Column G ) Column F (meant for requested ship date) should be left blank for RDC (Shanghai, Panama, and Dubai) orders. All RDC orders transmitted will be processed as soon as possible. Here is an example of what the file would look like when viewed in notepad: 3845, XXXXXX,AB1234, ,12,,1 3845, XXXXXX,AB1234, ,24,,1 3845, XXXXXX,AB1234, ,24,,1 3845, XXXXXX,AB1234, ,48,,1 3845, XXXXXX,AB1234, ,12,,1 7

8 Step 4 Receive Order Confirmation Upon successful transmission of your Order to Ace, your order s format will be pre-edited and delivered to the appropriate Ace Hardware Business One system server. Ace Hardware systems will perform additional validation and back an acknowledgment to the address on file for the store typically within the hour. Your order will be processed immediately. You may view and track your order status on the International Retail Portal application within 24 hours. Thank you for your business. 8

9 Step 5 Support If you have questions on processes pertaining to electronic communications with Ace Hardware, please use the following contact information: By phone: Ace Care Center: By Ace CareCenter: icc@acehardware.com Orders should not be sent between 12:00-3:00 am US Central Standard Time Sunday mornings, due to a system shut down period. 9

10 Ace International Retailer Order Submission to your Ace Regional Distribution Center by FTPs Ordering Interface (FTPs) (Version 1.7) About This Section Requirements This section explains the requirements and procedures you must perform in order to transmit your Ace order via FTPs to your Regional Distribution Center (i.e. Panama, Dubai, or Shanghai) You must have internet connectivity with FTPs port number 990 enabled on your network. Your network must permit the transmission of a.csv (comma separated values) file to outgoing messages. The FTPs server address you will need to connect to is aceftps.goxroads.com You must use a FTPs software application that supports implicit SSL. Some commonly used software applications are Ipswich WS_FTP Professional and Filezilla. Before transmitting an order, you must contact Ace Care Center Support at (or icc@acehardware.com) to: 1. Your Logon User ID (ST99999 where as is your Ace store number). 2. Your SHA1 (Secure Hash Algorithm). 3. The password you will need to authenticate to the FTP server. 4. Notify them that a test order will be placed to ensure a successful transmission You acknowledge that you will perform a test order to ensure a successful upload before completely submitting your first true Ace warehouse order. Contact the International Care Center at (or icc@acehardware.com) prior to submitting the order and notify the analyst that you are sending a test order that needs to be deleted. The PO number for this test order should be TEST, and referenced in the CSV file discussed in the format file requirements section of this manual. Multiple orders need to be transmitted as separate files: o Only one Store number per attachment. o Only one Purchase Order number per attachment Make sure a current address is on file at Ace Corporate for your store(s). The address on file will be used to send the Order Acknowledgement confirmation. 10

11 Process Overview This following steps are covered: Step 1 General Overview of FTPs Ordering Interface Step 2 How to Use the FTP s Interface Step 3.CSV Order File Format Requirements Step 4 Order Confirmation / Reply Step 5 Support Step 1 General Overview of FTPs Ordering Interface The FTPs Ordering Interface General Description: The Secure File Transfer Protocol (FTPs) ordering interface allows entry of replenishment orders via FTPs. The interaction allows you to send an order in a specified format using FTPs and a response will be displayed to you confirming the successful transmission. When to Use This Interface: The FTPs ordering interface is offered as one of three acceptable alternatives for submitting your order. Industry standards and audit controls supported by Ace International Holdings request you maintain one common method of transmitting information electronically. This is done to protect your information that can become at risk when alternative points of entry are used frequently. Please work with the Ace Care Center to establish your primary method of entry. It can be changed as needed (e.g. system upgrade) by contacting the Ace Care Center. The three alternatives are: 1. Website Upload Interface 2. FTPs Ordering Interface 3. Ordering Interface 11

12 How to Use This Interface: Step 2 How to Use the FTPs Ordering Interface The steps to placing an order via the FTPs interface are as follows: 1. Format an order in the format specified later in this document. See step 3 -.CSV Order Format File Requirements. 2. Once the.csv file is created a $$ADD record needs to be inserted as the first record in the file. The format of the record is: $$ADD ID=INTORD BATCHID= ACE ORDER 3. Launch the FTPs software application on your local PC. Note: You will be required to enter your user id and password (obtained from the Ace Care Center) to authenticate to the Xroads FTP server. Your Logon User ID will be ST99999 where as is your Ace assigned store number. 4. Connect to the FTPs server, aceftps.goxroads.com 5. Import order file into FTPs software application. 6. Drag and drop order file. 7. Execute wait_for_files site command. Note: To confirm the file import and file transmission process is complete; please refer to the Help documentation that the FTPs software provider has made available to reference. When using WS_FTP Professional make sure to enter the Site Command using the following steps: Right click on file > Operations > FTP commands > Site Enter the command wait_for_files.. To issue the site command when using FileZilla, perform the following steps: Click on the Server menu item Select the "Enter custom command..." item A dialog will appear in which to enter the custom command. Enter site wait_for_files in the dialog (case is not important) and click on the OK button. 8. The Order Acknowledgement confirmation will typically be sent within one hour of the store ing the order. The response will confirm acceptance of the order. Important! In certain situations where there is a problem in the confirmation delivery, you may not receive any response whatsoever. If this happens, contact Ace Care Center at Do not resend the order unless instructed to do so by a Care Center analyst. 12

13 Step 2 How to Use the FTPs Ordering Interface Orders should not be sent between 12:00-3:00 am US Central Standard Time Sunday mornings, due to a system shut down period. Step 3.CSV Order Format File Requirements All orders sent to Ace must be formatted as.csv (comma separated values) file. Only one store number and Purchase order number should exist within each upload. Note: You can save an EXCEL view of your order to a.csv document by selecting File>Save As> other formats>key in file name and select 'CSV (comma delimited) (*.csv) from dropdown for Save as Type. The record layout consists of the following fields: Field Attributes with maximum field length Description Store Number Numeric (5) Ace assigned numeric store number (Example: 4949). SHA-1 of Password Character(40) Secure Hash Algorithm derivative of password assigned by Ace Corporate to validate authenticity of retailer. PO number Character(10) Optional. If you enter this, there can be no embedded spaces within the PO number. If entered, repeat on all lines of order. Ace SKU Character(10) Ace assigned stock number Order quantity (in eaches) Numeric (5) Order quantity in eaches Requested Ship Date CCYYMMDD (8) Filling Location Code character (1) Not applicable to RDC orders. Important! Leave this field blank. All RDC orders transmitted will be processed as soon as possible. RDC code or RSC code to fill order from. Enter a 1 for your RDC (Panama, Dubai, or Shanghai) order. In the future, by selecting 2, your US retail support center order can be processed by the same means as outlined in these instructions. 13

14 The following example illustrates how the order should be formatted when using Excel to create the.csv file; the header line (i.e. Store (A), Password (B), etc.) is for example only and should NOT be part of the.csv file that is sent to Ace: Store (A); Password (B); PO Number (C); Sku (D); Order Qty (E); Request Ship (F); Fill Location Code (G) Important! The following information must be copied down to each line on the order: o Store # (Column A ). o Password (Column B ) o PO # (Column C ). This field is optional. If not used, leave column C blank. o Fill location code (Column G ) Column F (meant for requested ship date) should be left blank for RDC (Shanghai, Panama, and Dubai) orders. All RDC orders transmitted will be processed as soon as possible. Here is an example of what the file would look like when viewed in notepad: $$ADD ID=INTORD BATCHID= ACE ORDER 3845, XXXXXX,AB1234, ,12,,1 3845, XXXXXX,AB1234, ,24,,1 3845, XXXXXX,AB1234, ,24,,1 3845, XXXXXX,AB1234, ,48,,1 3845, XXXXXX,AB1234, ,12,,1 14

15 Step 4 Receive Order Confirmation Upon successful transmission of your Order to Ace, your order s format will be pre-edited and delivered to the appropriate Ace Hardware Business One system server. Ace Hardware systems will perform additional validation and back an acknowledgment to the address on file for the store typically within the hour. Your order will be processed immediately. You may view and track your order status on the International Retail Portal application within 24 hours. Thank you for your business. 15

16 Step 5 Support If you have questions on processes pertaining to electronic communications with Ace Hardware, please use the following contact information: By phone: Ace Care Center: By Ace CareCenter: icc@acehardware.com Orders should not be sent between 12:00-3:00 am US Central Standard Time Sunday mornings, due to a system shut down period. 16

17 Ace International Retailer Order Submission to your Ace Regional Distribution Center by Ordering Interface (Version 1.7) About This Section This section explains the requirements and procedures you must perform in order to transmit your Ace order via to your Regional Distribution Center (i.e. Panama, Dubai, or Shanghai) Requirements You must have internet connectivity and a valid address to use the service. Your network must permit the transmission of a.csv (comma separated values) file to outgoing messages. You must contact Ace Care Center Support at to: 1. Obtain your SHA (Secure Hash Algorithm) before transmitting an order. 2. Notify them that a test order will be placed to ensure a successful transmission You acknowledge that you will perform a test order to ensure a successful upload before completely submitting your first true Ace warehouse order. Contact the International Care Center at (or icc@acehardware.com) prior to submitting the order and notify the analyst that you are sending a test order that needs to be deleted. The PO number for this test order should be TEST, and referenced in the CSV file discussed in the format file requirements section of this manual. Multiple orders need to be transmitted as separate s and attachments: o Only one Store number per attachment. o Only one Purchase Order number per attachment Make sure a current address is on file at Ace Corporate for your store(s). The address on file will be used to send the Order Acknowledgement confirmation. The confirmation will be sent to the primary address on file at Ace. This could be different from the address that was used to send the order. Process Overview This following steps are covered: Step 1 General Overview of Ordering Interface Step 2 How to Use the Interface 17

18 Step 3.CSV Order File Format Requirements Step 4 Order Confirmation / Reply Step 5 Support 18

19 Step 1 General Overview of Ordering Interface The Ordering Interface General Description: The ordering interface allows entry of replenishment orders via the Internet using . The interaction allows you to send an order in a specified format using and a response will be ed to you confirming the transaction. When to Use This Interface: The ordering interface is offered as one of three acceptable alternatives for submitting your order. Industry standards and audit controls supported by Ace International Holdings request you maintain one common method of transmitting information electronically. This is done to protect your information that can become at risk when alternative points of entry are used frequently. Please work with the Ace Care Center to establish your primary method of entry. It can be changed as needed (e.g. system upgrade) by contacting the Ace Care Center. The three alternatives are: 1. Website Upload Interface 2. FTPs Ordering Interface 3. Ordering Interface 19

20 Step 2 How to Use the Ordering Interface How to Use This Interface: The steps to placing an order via the interface are as follows: 1. Format an order in the format specified later in this document. See step 3 -.CSV Order Format File Requirements. 2. Important! Open a new that must be called ACEINTORDI in the subject title. 3. The should be addressed to: XroadsMail@goxroads.com 4. Attach the order file to the . Note: The order should be sent as an attachment and not as the main body of the . Do not send anything in the body of the . If you do, it will be ignored. Only one file per is allowed. Do not attach any other files to your . Signature and logo attachments can appear as JPEG files and will cause your order to fail. 5. The Order Acknowledgement confirmation will typically be sent within one hour of the store ing their order. The response will confirm acceptance of the order. Important! In certain situations where there is a problem in the confirmation delivery, you may not receive any response whatsoever. If this happens, contact Ace Care Center at Do not resend the order unless instructed to do so by a Care Center analyst. Orders should not be sent between 12:00-3:00 am US Central Standard Time Sunday mornings, due to a system shut down period. 20

21 Step 3.CSV Order Format File Requirements All orders sent to Ace must be formatted as.csv (comma separated values) file. Only one store number and Purchase order number should exist within each upload. Note: You can save an EXCEL view of your order to a.csv document by selecting File>Save As> other formats>key in file name and select 'CSV (comma delimited) (*.csv) from dropdown for Save as Type. The record layout consists of the following fields: Field Attributes with maximum field length Description Store Number Numeric (5) Ace assigned numeric store number (Example: 4949). SHA-1 of Password Character(40) Secure Hash Algorithm derivative of password assigned by Ace Corporate to validate authenticity of retailer. PO number Character(10) Optional. If you enter this, there can be no embedded spaces within the PO number. If entered, repeat on all lines of order. Ace SKU Character(10) Ace assigned stock number Order quantity (in eaches) Numeric (5) Order quantity in eaches Requested Ship Date CCYYMMDD (8) Filling Location Code character (1) Not applicable to RDC orders. Important! Leave this field blank. All RDC orders transmitted will be processed as soon as possible. RDC code or RSC code to fill order from. Enter a 1 for your RDC (Panama, Dubai, or Shanghai) order. In the future, by selecting 2, your US retail support center order can be processed by the same means as outlined in these instructions. 21

22 The following example illustrates how the order should be formatted when using Excel to create the.csv file; the header line is for example only and should not be part of the.csv file that is sent to Ace: Store (A); Password (B); PO Number (C); Sku (D); Order Qty (E); Request Ship (F); Fill Location Code (G) Important! The following information must be copied down to each line on the order: o Store # (Column A ). o Password (Column B ) o PO # (Column C ). This field is optional. If not used, leave column C blank. o Fill location code (Column G ) Column F (meant for requested ship date) should be left blank for RDC (Shanghai, Panama, and Dubai) orders. All RDC orders transmitted will be processed as soon as possible. Here is an example of what the file would look like when viewed in notepad: 3845, XXXXXX,AB1234, ,12,,1 3845, XXXXXX,AB1234, ,24,,1 3845, XXXXXX,AB1234, ,24,,1 3845, XXXXXX,AB1234, ,48,,1 3845, XXXXXX,AB1234, ,12,,1 22

23 Step 4 Receive Order Confirmation Upon successful transmission of your Order to Ace, your order s format will be pre-edited and delivered to the appropriate Ace Hardware Business One system server. Ace Hardware systems will perform additional validation and back an acknowledgment to the address on file for the store typically within the hour. Your order will be processed immediately. You may view and track your order status on the International Retail Portal application within 24 hours. Thank you for your business. 23

24 Step 5 Support If you have questions on processes pertaining to electronic communications with Ace Hardware, please use the following contact information: By phone: Ace Care Center: By Ace CareCenter: icc@acehardware.com Orders should not be sent between 12:00-3:00 am US Central Standard Time Sunday mornings, due to a system shut down period. 24