Worldwide Golf Shops FULFILLMENT WebForms Reference Guide Volume 1 April 2016
TABLE OF CONTENTS Introduction What is EDI? WebForms Navigation Inbox/Sent/Drafts Purchase Order Acknowledgement Advance Ship Notice Shipping Label Packing Slip Invoice System Troubleshooting Support Center 3 4 5 6 8 12 15 16 17 19 19 2
Introduction Welcome to the Worldwide Golf WebForms Reference Guide. This reference material is intended to make your transition to the world of web business-to-business communication as smooth as possible. By the end of this document, you will have an understanding of WebForms functions, capabilities, and the business requirements for EDI documents exchanged with Worldwide Golf. Worldwide Golf Shops Worldwide Golf Shops is the parent company to Roger Dun Golf Shops, Edwin Watts Golf Shops, Golfer s Warehouse, The Golf Mart, Van s Golf Shops and Uinta Golf. Worldwide Golf has been in business over 50 years and is one of the nation s largest discount golf equipment retailers. Worldwide Golf has 85 stores in 19 states. Their goal is to have each customer completely satisfied with their equipment purchases. Worldwide Golf is famous for their 90 day, 100% satisfaction guarantee. 3
What is EDI? EDI stands for electronic data interchange. It allows you, the supplier to exchange documents such as the Purchase Order, Advanced Ship Notice and Invoice electronically with your trading partner. Each business document you exchange has a corresponding EDI number. For your reference the document names and their corresponding EDI numbers for Worldwide Golf are listed below. Purchase Order 850 Purchase Order Change 860 Purchase Order Acknowledgement 855 Advance Ship Notice 856 Invoice 810 Using EDI streamlines the connection between you and your trading partner. WebForms makes it possible to send and receive documents through a web portal that works like an email account. WebForms keeps your orders in one place and provides a way to send return documents without having to fax or e-mail them. Documents are sent and received within minutes, with all fulfillment models supported. 4
WebForms Navigation Complete the following steps to access your WebForms Fulfillment account: 1. Navigate to www.spscommerce.net using Mozilla Firefox, Internet Explorer, or Microsoft Edge 2. Enter your username and password (provided to your System Administrator by your dedicated Analyst) 3. Click Login Login to Hosted Commerce Username Password Login Need help logging in? Did you forget your username or forget your password? Once logged in, you are brought to your Portal Homepage. This is your home for new product updates and general information regarding your existing partnerships. CUSTOMER RESOURCES Support Center Billing Information Webinar Training System Troubleshooting Partner Information Company User Admin Company user admin is where you can modify preferences. For example, you can set up and adjust notification emails that are sent when new documents are received. News Feed Priority Date 01/19/2016 12/08/2015 09/16/2015 Trading Partner - Headline Process Update Partnership with SPS Document information ADMINISTRATION User Security Profile Company User Admin 5
To govern permissions and update the recipients for automated emails, click Edit on the right-hand side of the username for which you would like to update permissions. At the top of the page is the Email Address field. Each time a document posts to a WebForms account, an automated email is sent out. You can add or remove recipients here, with each email address separated by a single space. Display Name: Email Address: If the email addresses listed exceed 150 characters, create an internal distribution list so that all persons can receive new document email notifications. PRO TIP SPS Commerce recommends that you monitor your WebForms Inbox, just as you would an email Inbox, to ensure that a new document is not missed. Automated emails are generated on a per-username basis, so documents received from all trading partners for a particular username will generate an email to the email address(es) listed within Company User Admin. Inbox / Sent / Drafts Click WebForms Fulfillment at the top of the page to access your WebForms account. WebForms Fulfillment The Inbox will house all documents sent from Worldwide Golf and any other trading partner you are connected with on WebForms. Status Sender Worldwide Golf Type Purchase Order Date 04/14/2016 19:13:08 CST 6
The Sent folder houses all documents you send to Worldwide Golf or any other trading partner. You can check to see if your document was received by your trading partner by checking the icon in the status column. When a document is first sent the font will be bold and the status icon will be an envelope. Once the document has been received into your trading partner s system the font will no longer be bold, and the icon will change to a piece of paper. Status Receiver Worldwide Golf Type Shipment Date 04/14/2016 21:48:12 CST The Drafts folder houses any document you save prior to sending. When you are ready to add information or send a document that is saved as a draft, click the edit icon to the right of the draft to load the form. Status Receiver Worldwide Golf Type Invoice Date 04/14/2016 20:16:27 CST 7
Purchase Order Acknowledgement Worldwide Golf requires you to return a Purchase Order Acknowledgement for all Purchase Orders. We suggest sending the Purchase Order Acknowledgement within 48 hours of receiving the Purchase Order. The Purchase Order Acknowledgement information is used by Worldwide Golf to assist with the visibility of the order within your systems and order fulfillment process. This includes reporting on the status of the order and any discrepancies on the order. To access the Purchase Order Acknowledgement, click the orange Next Steps triangle from either the top right-hand corner of the Purchase Order style sheet, or by locating the icon from the Next Steps column in the WebForms Inbox. Click PO Acknowledgement from the Next Steps window. Next Steps Working with Purchase Order 8
On the form, fields outlined in blue are mandatory. Acknowledgment Type has a menu for selecting the type of Acknowledgment you are sending: Acknowledge with detail and change use when the Purchase Order is accepted, but there are changes to some or all line items. Acknowledge with detail no change use when all line items are accepted, and you want to send item information. Acknowledge no detail or change use when all line items are accepted, and you do not want to send item information. Reject with detail use when you are rejecting a Purchase Order, and you want to send item information. Rejected no detail use when you are rejecting a Purchase Order, and you do not want to send item information. 9
If you need to include line item information, click the Detail tab to proceed. Click the under Item to source in the line item(s) from the Purchase Order. Complete the Item Acknowledgment box for each line item you include. Click into the box to open the Item Acknowledgement window. On the new window, click the plus sign to add line acknowledgement information. You must complete the Item Status box which has a menu with different acknowledgment types. Note the below information in mind as it must be included with the applicable changes to line items: Current schedule ship date is required for backorders and date changes. Quantity is required for backorders and quantity changes. For price changes, the gross purchase price should be different than what was sent on the Purchase Order. For item rejections include a reason of rejection. 10
Once you have entered all of the items on the Purchase Order Acknowledgement, click Check at the bottom of the form to ensure all mandatory fields are complete. Check Successful! Check Successful! You may send your document. OK If you missed a mandatory field, you will receive an errors box indicating the error, if you click on the error it will highlight the field on the form for you. Once the document checks successfully, you can then either send your document or save it to edit and/or send later. To send a document, click Send on the bottom of the form. Then check your Sent folder to verify the document is on its way to Worldwide Golf. 11
Advance Ship Notice To create and send an Advance Ship Notice, complete these steps: 1. Locate the order you are shipping 2. Click the orange next steps triangle 3. Click Advance Ship Notice 12
Complete the mandatory fields on the Header tab. Mandatory fields are outlined in blue. Lading quantity is the total amount of cartons shipped. The below information must be included on the Header tab: Date Time Shipped date SCAC code or carrier name Bill of lading number or carrier pro/tracking # Ship-from name and address information Ship-to name and address information Once the header tab is complete, click the Order tab to proceed. 13
Click the plus sign under Pack Info and fill out the pack/tare type filed and the variety, single or multi item per pack field. Pack/tare use pack if you are packing and labeling cartons, and tare if you are packing and labeling pallets. Variety, single, or multi item per pack. Choosing single item per pack means that you are including one item, or one SKU, in that carton. Choosing multiple items per pack means that you are including multiple items, or SKUs, in that carton. Choosing variety items per pack means that you are including multiple items, or SKUs, in that carton, and you have the option to have several variety cartons that are packed exactly the same while only creating one pack repetition. Next, click the plus sign under Item Info and select the items that will be going into the carton (pack) or on the pallet (tare). If you need to send more than one carton or pallet, click the plus sign again under Pack Info and follow the same steps listed above. 14
Once you have entered all of the items on the shipment, click Check at the bottom of the form to ensure all mandatory fields are completed. Once the document checks successfully, you can then either send your document or save it for later. To send a document, click Send on the bottom of the form. Then check your Sent folder to verify the document is on its way to your trading partner. Close Check Defaults Save Send Shipping Label You must generate GS1 shipping labels off of the Advance Ship Notice for shipments going to a Worldwide Golf store or distribution center. You can generate the labels once you have packed the line items on the Advance Ship Notice, and have saved a draft (recommended prior to generating labels) or sent the document. To load the shipping labels, click the orange next steps triangle to the right of the Advance Ship Notice in the drafts folder or the sent box. Click Shipping Label. The shipping labels will load as a PDF. 15
Packing Slip You are required to send a packing slip with your dropship or direct to consumer orders. You can access the packing slip after you have finished filling out your Advance Ship Notice and saved or sent the document. You can generate the packing slip once you have packed the line items on the Advance Ship Notice, and have saved a draft or sent the document. To load the packing slip, click the orange next steps triangle to the right of the Advance Ship Notice in the drafts folder or the sent box. Click Packing Slip, and it will load. 16
Invoice To create and send an Invoice, follow these steps: 1. Locate the order you are invoicing in the inbox 2. Click the orange next steps triangle 3. Click Invoice The Invoice Number can be a unique number for Worldwide Golf that you use to track the document in your system. 17
Once the header tab is complete, click the Item tab to proceed. Click the plus sign and click all line items that you shipped from the order. Then click OK. Ensure the quantity invoiced and unit price are correct for all line items. On the Summary tab you will see the invoice total. Use the Allowance/Charge Information field to include any allowances and/or charges for that order. 1. Click the plus sign. 2. Select Allowance or Charge in the indicator field. 3. Choose the type from the menu of options. 4. Enter the amount. 5. Write a brief description of the allowance or charge. When you complete an Invoice, click Check at the bottom of the form to ensure your document has all mandatory fields filled in. Once the form checks successfully, you can send or save the Invoice. To send a document, click Send on the bottom of the form. Then check your Sent folder to verify the document is on its way to Worldwide Golf. 18
System Troubleshooting If you are experiencing any issues using WebForms in your Internet browser, or cannot load forms, navigate to the System Troubleshooting section of the SPS Commerce portal for information to resolve the issue. 1. Login to the portal at www.spscommerce.net. If you are already logged into WebForms, click the blue SPS Commerce in the upper left-hand corner to get back to the portal. 2. Click System Troubleshooting on the left under Customer Resources. Support Center The SPS Commerce Support Center is home to a wide variety of training material, including videos and forums for answering common EDI-related questions. Access the Support Center by clicking on the blue banner at the bottom of the WebForms portal home page, or by navigating to supportcenter.spscommerce.com. Support Center Get help, Give help, Share ideas. Type in a key word, phrase or question in the search bar to find related questions and topics. Contact information for Customer Support is located on the right side of the home page. 19