Order handling via Hermes SCM

Transcription

1 Order handling via Hermes SCM A short introduction for suppliers s of sheego a Schwab Versand GmbH brand in cooperation with version of

2 Contents What s new?... 3 If you have already worked with Hermes SCM... 3 If you have already worked with ottogroup B2B for sheego / Schwab Versand... 3 Introduction to order handling with Hermes SCM... 5 Finding orders... 8 Show all orders... 8 Searching for a specific order... 9 Quick Search (beta) Reading orders Order Summary, Trade Partners, Events and Comments Order Items Deliveries Processing orders Confirming an order Rejecting an order Printing an order Batch Confirm Status Downloading order data Relevant data for printing product labels Relevant data for printing carton labels Relevant data for creating commercial invoices Contact Information

3 What s new? If you have already worked with Hermes SCM If you are already working with Hermes SCM for other customers, you will quickly feel confident with order handling for sheego. You can change the customer you are working for at the top left at any time. The range of possible actions has been kept small with purpose. You can either confirm (accept) an order or reject it (with the ability of leaving a comment). You might then receive an updated version of the order. You cannot directly change the ordered quantities or prices as a counterproposal. Please use the comment feature (after rejecting an order) for all the changes you desire. If the comment feature is not sufficient for all of the desired changes or detected mistakes, please contact sheego or the sourcing office via /fax. Sheego sends only orders and no non-binding requests. All items of an order shall always be shipped at the same date. You are not able to enter partdeliveries. If you have already worked with ottogroup B2B for sheego / Schwab Versand Hermes SCM replaces the formerly used ottogroup B2B system. Not only the system is new but also the data structure of the product attributes. 3

4 ottogroup B2B (formerly): item no. style no. color size GU001Q4 white black Hermes SCM (new): Item Sheego Product/ Style No. iproduct s-no. Variant-ID (opt.) Variant (opt.) Color- Code Item- Color Size Size 2 (e.g. cup sizes) GU001Q4 145 short white black long green blue AS white 70 B C 75 A sheego product ( sheego Product/Style No. ) can have multiple variants A variant can have multiple colors For every variant, color or size 2 there is a specific Item number Note: There is only 1 sheego product per order 4

5 Introduction to order handling with Hermes SCM Hermes SCM is a web based platform to improve Supply Chain Collaboration by integrating buyers, seller and logistics providers. The platform enables a user friendly and efficient processing of incoming purchase/production orders for sheego. For example, you can confirm orders reject orders and add comments print orders download data in different formats The system also informs you when there is a new or changed order for you by sending s. Log-In In your web browser, go to and log in with your individual user ID and password. Please keep the setting Language to Default further down below, you will learn how to change the system s language permanently. PLEASE NOTE If you do not know your user credentials yet, please send an to support@scm.hermesworld.com 5

6 Start screen The landing page is divided into 3 sections. There is a center column and two columns on the left and right side of the screen. You can hide or unhide the columns by clicking the arrow buttons. You can also set the frame lines freely by shifting it with your cursor. The center column shows the Order Negotiation Status Summary. It shows a summary of all the orders that have been assigned to you. Orders can have one of the following statuses: UNCONFIRMED CHANGED (changed by sheego) CANCELLED (cancelled by sheego) CONFIRMED (confirmed by you) REJECTED (rejected by you) 6

7 In case of UNCONFIRMED or CHANGED orders you are required to either confirm or reject them. By clicking on the link ORDER UNCONFIRMED OR CHANGED, a list with all orders which have these statuses will show up. PLEASE NOTE The dashboard (start screen) is refreshed every time you open it please allow the system to load for a couple of seconds before you can use the links mentioned above. TIP 1 Modules: Using drag and drop, you can place the modules ( Order Negotiation Status Summary and Order Management ) according to your operational needs. Changing language, date formats and themes Click on your username at the top right of the screen. Here you can change several settings for your user account, e.g.: Theme Language Date Format e.g. yyyy-mm-dd ( ) or dd MMM yyyy (01 Dec 2015) Change Password In order to save changes on this page, please click <Submit> at the top left of the screen. 7

8 Finding orders There are multiple ways to find a specific order: Show all orders Click on <Order Negotiation> in the Order Management section. An entry mask is then shown. Click on <Search> without any further restrictions. You will get a summary of all your orders. You might have to click on the Next -Buttons on the bottom right in order to get to the order you are looking for. By clicking <Open> you can read and modify the specific order. 8

9 TIP 2 Sorting: In order to increase the clarity of the list, you can sort all data you see by clicking on the headline. Searching for a specific order You can search by a set of search criteria to limit your possible results. For all possible search fields, click <Show Extended>. You execute your search by clicking the button <Search>. You will then get a list of results (or automatically get to the order if there is only one order that complies with you search criteria). Search criteria that are often used, are: The PO Number The PO Status The Latest Activity Date Range 9

10 TIP 3 Searching with placeholders: In all search fields, you can use the percent sign (%) as a placeholder. You can e.g. search for %001 in the field PO Number and the system will show you all orders ending with 001. TIP 4 Saving searches: If you want to keep your search criteria for repeating your search later, you can save your settings by clicking on <Save>. You can save multiple sets of criteria by giving them a name. Once you have saved a search, the button Saved Search appears in the search entry mask, where you can select and manage your saved searches. Quick Search (beta) In the top right corner of the screen you will find a quick search field. Unfortunately, this feature does not work for all the fields of the drop-down list yet (as of March 2017). The field PO Number does work, but many others do not. Therefore, you might have to stick to the <Order Negotiation> link mentioned above to find your orders. 10

11 Reading orders In the Order Negotiation Search Results, click <Open> for a detailed overview of the particular order. TIP 5 Views: Click on the tool icon on the upper right corner to switch from list view to tab view and back. Have a try! Each order consists of 3 sections which are described in the following chapters: 11

12 Order Summary, Trade Partners, Events and Comments This section shows the information on header level (including the payment terms and the current order status), the trade partners involved and an area for order comments. Click the <+> symbol next to the word Events to find the order s history. PLEASE NOTE Not only you but also the sourcing office that is displayed in the Trade Partner section can see this order on Hermes SCM (in the sample above: OTTO Mumbai). The sourcing office has a read-only access to the system and is therefore not able to interfere. Order Items This sections provides an overview of the ordered items. All item numbers, quantities, prices and barcodes are listed for an easy access. 12

13 PLEASE NOTE Due to sheego s data structure, products with two-dimensional sizes (e.g. jeans, bras) are separated per size 2. This means that there is another item (from the system s point of view) for every size 2 (e.g. waist size). Deliveries This section shows the requested delivery date and the requested shipping mode. For sheego, all items of an order shall always be shipped at the same date. You also find the Compare Changes feature in this section. 13

14 Choose a former version of the order from the drop-down list on the left side and click <Compare Changes> in order to compare it to the current version of the order. Green marked information has been changed recently, yellow marked information has been changed in previous versions and red marked information has been deleted. TIP 6 Version History: In order to compare former versions to each other, please click on the <Delivery Number>: In the Version History section, you can choose which version to show on the left side and which one to show on the right side of the screen then click <Compare>. 14

15 Processing orders Confirming an order To confirm an order, please click the <Confirm> button at the top of the page. Please confirm the confirmation pop-up window as well. If you wish not to confirm, please click <Cancel>. After a successful confirmation of an order, the status of the order will be CONFIRMED. 15

16 Rejecting an order To reject an order, please click <Reject>. After confirming that you really want to reject the order, you will get back to the order list. After a successful rejection of the order, its new status is REJECTED. When you rejected an order, you can add a comment which is then visible to sheego s buying department and if applicable to the sourcing office. You can enter up to 500 characters. If the comment feature is not sufficient for all of the desired changes or detected mistakes, please contact sheego or the sourcing office via /fax. Afterwards you will find this comment in the Comments section as well (where there are also the comments which were transmitted by the buying department in the first place): If sheego sends you an updated version of the order, the order s status turns from REJECTED to CHANGED and is listed in the Order Negotiation Status Summary on the start screen again. 16

17 Printing an order When you want to print or download an order, click <Print Order> at the top of the screen. This generates a.pdf-file with all of the order s details. You can either download or print this file. PLEASE NOTE You might have to deactivate the pop-up blocker of your web browser for being able to see the PDF file TIP 7 Printing or confirming multiple orders at once: In the search results list, you can mark multiple orders by clicking the checkbox in the Select column. Then click <Print> or <Confirm> if you want to print/confirm them all at once (a pop-up window informs you that the processing might take a while and that you can continue working on Hermes SCM until the system has finished the task). If you click the checkbox right next to the column s description ( Select ), you can mark all orders of the current page at once. Batch Confirm Status Whenever you confirm one or multiple orders, the following message appears at the top of the screen, informing you that the order(s) will be queued and processed in the background. You can continue to work and do not have to wait for the processing. If one or multiple orders could not be processed successfully, the system will send you a message to your personal inbox at the top of the screen (If you want to receive messages also for a successful processing, you can change the respective setting in the user settings area). 17

18 You can check the current status of your batch confirmation in the column Batch Confirm Status of the search result list (on the far right side). The following status are possible: - Queued: The order has been queued for processing. Work is in progress - Processed: Transmission is in progress - Erred: Transmission has failed. Please check the error details in your messages Downloading order data In the Order Items section and the Deliveries section, there is a button named <Export> for every item which allows you to download the specific list as an Excel file. 18

19 Relevant data for printing product labels According to sheego s packaging and shipment requirements, all of the items you ship have to have a label attached to them. The data that needs to be printed to the labels can be found on Hermes SCM on an item size level. You can download the data by clicking the <Export> button as mentioned above and e.g. modify the data in Excel in order to import them to a label printing software. The following picture shows where to find the data that needs to be printed to the labels ( Order Items section): PLEASE NOTE The barcode is displayed in the GTIN-14 format on Hermes SCM (with a prefixed 0 ) but needs to be printed in the GTIN-13 format (former EAN format). 19

20 Relevant data for printing carton labels According to sheego s packaging and shipment requirements, all cartons you ship have to have a label attached to them. The required data can be found and downloaded on Hermes SCM as well. Some of the required data have to be taken from the order level - others have to be taken from the item level. Therefore, the easiest way of collecting the required data is printing the order: 20

21 Relevant data for creating commercial invoices Please note that sheego needs to have the Sheego Product/Style No. as the primary product information printed to any commercial invoice you send. Please create a commercial invoice for every order (PO number) separately please do not compile multiple orders into one commercial invoice. Contact Information In case you forgot your user data or any other issues regarding Hermes SCM please send an to support@scm.hermesworld.com 21