Supplier Onboarding Supplier Reference Guide (QRG) Table of Contents Supplier Checklist... 2 New Supplier Onboarding Steps... 3 Introduction... 4 Registration... 6 Certification... 16 Acceptance... 35 Responding to Clarification Requests... 50 Supplier Maintenance Overview Supplier Maintenance Introduction... 54 Navigating to the Supplier Profile... 55 Accessing Agreements... 59 Company Information Updating Addresses... 64 Updating Insurance Information... 70 Adding a New Product... 75 Submitting Changes... 83 Agreement Information Updating Order Address... 85 Frequently Asked Questions Frequently Asked Questions... 91 July 2017 Walmart Proprietary Page 1 of 93
Supplier Checklist Description: This checklist describes the information that domestic suppliers should be prepared to provide in order to become a fully qualified supplier with Walmart or Sam s Club. Required Fields Supplier Company s Legal Name Details Must match the name on your W-9 or W-8 Tax Form Administrator Contact Name, Email and Phone Number Representative authorized to enter into legal agreements on behalf of your company; this person will become your Retail Link Administrator DUNS Number Corporate Address Legal Entity Tax Identification Info: Tax Type, Tax Number W-9 or W-8 Tax Form Remit Address Company Contact Information Banking Information Do you have a factoring relationship with any financial entity? Supplier Diversity Status Product / Product Chemical Information Insurance Additional Addresses: If you do not already have a D&B / DUNS number, you can get a free one by contacting D&B at 1-866-815-2749 (within North America) For more information, visit: http://www.dnb.com/duns-number.html The physical, street address of your company; PO boxes will not be accepted Describes the corporate structure of your company (Corporation, Sole Proprietorship, etc.) Tax Number (US domestic suppliers): Federal Taxpayer Identification Number or Social Security Number 2014 W-9 Tax Form (US domestic suppliers): Requires the latest version of the form (currently 2014), which can be found at: https://www.irs.gov/uac/about-form-w9 Address to remit payments if not paid by Electronic Funds Transfer Name, email address, and phone number for each Supplier contact listed: CEO, CFO, Accounts Payable, Sales Representative, Insurance Used for payments made by EFT; requires a US bank account (Routing and Account Number, Bank Account Type and Account Holder Name) Select Yes if your company is being financed by a third-party financial partner or has a factoring relationship with a financial entity. Note: You must provide a letter from both your company and the factoring company Suppliers with a US corporate address must be prepared to indicate whether your company is diverse-owned based on gender, ethnicity, or veteran status, and provide corresponding certificates. For more information on Supplier Diversity, visit: https://corporate.walmart.com/suppliers/supplier diversity Product name, brand, cost, description, photo, category and chemical information Insurance carrier information, certificate expiration date, and insurance certificate (if available). For more information please access: http://cdn.corporate.walmart.com/59/cf/94f9c4734c7e8d3f56b11af5387f/insurancerequirements-for-suppliers.pdf Note: You will be required to provide insurance documentation within 30 days of accepting a supplier agreement. If you are unable to provide insurance documentation within 30 days of accepting a supplier agreement, your supplier agreement will be considered null and void (and of no force and effect) from the beginning of the agreement. Purchase Order Address for mailing purchase orders Claims To Address to for mailing claim documentation Returns Address for product being returned to supplier Go to Top July 2017 Walmart Proprietary Page 2 of 93
New Supplier Onboarding Steps Description: This checklist describes the high-level steps a brand new supplier must complete to register, get certification, and accept an agreement to become a Walmart or Sam s Club supplier. Item Registration Navigate to http://corporate.walmart.com/suppliers Register to become a Walmart or Sam s Club supplier by providing the required information Notes Suppliers who are invited to Global Supplier Management (GSM) will receive an invitation email with a link to the Registration Page Receive Retail Link Account Activation email and respond to request Receive Retail Link credentials via email You will be required to reset your password during the initial sign on Certification Sign into Retail Link and navigate to the Global Supplier Management (GSM) application through the Apps toolbar Set up your Supplier Profile You are now certified to become a supplier and your products can be seen and shopped for by Walmart buyers. If they like what they see, they will send you an invitation to start the Acceptance process in Global Supplier Management (GSM) Acceptance Receive Invitation email and navigate to the Global Supplier Management (GSM) application through Retail Link Complete Acceptance of your Supplier Agreement Use the Supplier Checklist; all required fields must be completed before information can be saved and submitted Before you can complete this step, a buyer must review your profile and invite you to become a qualified supplier in Global Supplier Management (GSM); suppliers who are invited in GSM prior to self-registering will bypass this step Receive Supplier Number and Agreement Number, along with full access to Retail Link Walmart.com Suppliers only: Receive a notice to continue onboarding on Walmart.com and register in Supplier Center Information sent to suppler by email Information sent to supplier by email Congratulations! You are now a qualified Walmart or Sam s Club Supplier! Go to Top July 2017 Walmart Proprietary Page 3 of 93
Introduction Introduction This guide describes supplier onboarding and maintenance processes for new and existing suppliers in the Global Supplier Management (GSM) application. New Suppliers The new supplier onboarding process can be completed in three high-level steps: 1. Registration Register to gain access to the Global Supplier Management (GSM) application 2. Certification Provide required information and documentation 3. Acceptance Accept the terms of the Walmart Supplier Agreement There are two ways the supplier onboarding process can be initiated: Self-registration The supplier initiates the process by applying to be a supplier online and completing Registration and Certification. Then, the supplier will enter a queue where buyers can search for and invite the supplier for an agreement. The supplier must be invited by a buyer to complete Acceptance in Global Supplier Management (GSM). Invitation The buyer initiates the process by inviting the supplier to complete Registration, Certification, and Acceptance in Global Supplier Management (GSM). The supplier will also enter a queue where other buyers can invite the supplier for agreements in new banners and departments. Note: Self-registered DSV suppliers do not require an invitation to complete Acceptance. Go to Top July 2017 Walmart Proprietary Page 4 of 93
Introduction Existing Suppliers Existing suppliers (who already have a 6-digit supplier number) are not required to complete onboarding in Global Supplier Management (GSM), as their information and current agreements are automatically migrated to the new tool. Note: If mandatory information is missing from their Global Supplier Management (GSM) profile, existing suppliers may be prompted to provide the information prior to taking action on existing or new agreements. To receive a new agreement (for a new department or sequence), existing suppliers must be invited by a buyer in Global Supplier Management (GSM), with the exception of DSV agreements. Suppliers can receive a DSV agreement without an invitation by adding a product to a new Walmart.com department on their Global Supplier Management (GSM) profile. Update Information (if needed) Before you begin: You can access Global Supplier Management (GSM) using the following modern browsers: Google Chrome (preferred) Apple Safari Internet Explorer (version 11) Microsoft Edge Go to Top July 2017 Walmart Proprietary Page 5 of 93
Registration Registration New suppliers who have not been invited to Global Supplier Management (GSM) can initiate the onboarding process by self-registering. Buyers can also initiate the onboarding process by inviting the supplier to register in Global Supplier Management (GSM). Note: Existing suppliers (who already have a 6-digit supplier number) are not required to complete Registration in Global Supplier Management (GSM), as their current information and agreements will automatically be migrated to the new tool. Step Action Image/Screen 1 If you are a new supplier who has not been invited to Global Supplier Management (GSM): Open the Apply to be a supplier page at http://corporate.walmart.co m/suppliers/apply-to-be-asupplier Select your preferred market and click the New Suppliers Register Here link If you are a new supplier who has been invited to Global Supplier Management (GSM): Begin the Registration process by clicking in the invitation email The Supplier Registration page opens Go to Top July 2017 Walmart Proprietary Page 6 of 93
Registration Upon receiving an invitation email for Global Supplier Management (GSM), you have 90 days to take action on the invitation by completing Registration. After 90 days, the invitation will be cancelled and the link will expire If your invitation email expires, you can still selfregister, but the buyer must resend the invitation for you to receive an agreement The text below each field provides information on what you must enter in the field. This text will guide you through the Registration, Certification, and Acceptance processes Go to Top July 2017 Walmart Proprietary Page 7 of 93
Registration Fields marked with an asterisk (*) are mandatory If you skip a mandatory field, you will see red hint text in the field, prompting you to enter the required details Ensure all mandatory fields are completed to successfully navigate from one page to the next Navigation: To navigate between pages: Click to move to the next page Click to go back to the previous page Go to Top July 2017 Walmart Proprietary Page 8 of 93
Registration 2 On the Supplier Registration page, enter the following mandatory information: Supplier Company s Legal Name Administrator First Name Administrator Last Name Email Address Re-enter Email Address Phone Number DUNS Number Click next page to move to the If you do not already have a D&B / DUNS number, you can get one free of charge by contacting D&B at 1-866-815-2749 (within North America) Go to Top July 2017 Walmart Proprietary Page 9 of 93
Registration 3 Corporate Headquarters Address: Complete the following mandatory fields for your Corporate Headquarters Address: Country Address Line1 City State Zip Code Click next page to move to the 4 Retail Link: Click open the Retail Link Agreement to The Retail Link Agreement displays in a new window Go to Top July 2017 Walmart Proprietary Page 10 of 93
Registration 5 Read the Retail Link Agreement for terms and conditions that are necessary for you to accept before becoming a supplier for Walmart or Sam s Club You may exit the Retail Link Agreement window when you are finished reviewing The checkbox will activate after the button is clicked Go to Top July 2017 Walmart Proprietary Page 11 of 93
Registration 6 If you accept the agreement, select the checkbox Click You cannot proceed forward unless the checkbox is selected Only when you select the checkbox will the button activate 7 Click in the Submit Registration pop-up box Go to Top July 2017 Walmart Proprietary Page 12 of 93
Registration You will receive a message informing you that your Registration was successful Your Registration process may fail due to the following reasons: 1. Unable to activate account error the activation fails due to a system error. In this case, Click Try again later 2. Potential Duplicate Registration if you are already a registered supplier, you will receive an error Click to log in with your existing credentials, or contact Supplier Administration by phone at (479) 273-4133 (option 1, 4) or by email at suppliercom@walmart.com Go to Top July 2017 Walmart Proprietary Page 13 of 93
Registration 8 Upon successful Registration, you will receive an Account Activation email at the email address provided during registration Click to activate your supplier account 9 Upon successful activation, the Activation successful page will launch in a new window You may exit the Activation successful page at any time Go to Top July 2017 Walmart Proprietary Page 14 of 93
Registration 10 You will receive an email with a User ID and Password to log in to the Global Supplier Management (GSM) application Click to log in to Retail Link and access the Global Supplier Management (GSM) application Note: You have up to 90 days to log in to the Global Supplier Management (GSM) application. If you do not log in within 90 days, your User ID and Password will expire and you will have to begin the Registration process again Process complete Go to Top July 2017 Walmart Proprietary Page 15 of 93
Certification Certification Once you complete the Registration process, the next step is to enter additional company information and provide required documentation. Information provided during Certification is available to Walmart buyers, who can review your profile and reach out to you if they are interested in your products. Note: Adding products in Global Supplier Management (GSM) during Certification is separate from adding products during Item Setup. Item Setup is still a required process outside of Global Supplier Management (GSM). Note: Existing suppliers (who already have a 6-digit supplier number) are not required to complete Certification in Global Supplier Management (GSM), as their current information and agreements will automatically be migrated to the new tool. If any information is missing, the existing supplier will be prompted to enter the information prior to completing Acceptance for a new agreement. Step Action Image/Screen Upon clicking in the New Supplier Credentials email, you will be directed to Retail Link Go to Top July 2017 Walmart Proprietary Page 16 of 93
Certification 1 Enter the User ID and Password you received in the New Supplier Credentials email Click You will receive a notification that your password has expired Click password to reset your 2 Reset your password following the Password Requirements Re-enter your new password to ensure you have entered it correctly Click After resetting your password, select a security question and a corresponding answer Click Go to Top July 2017 Walmart Proprietary Page 17 of 93
Certification 3 Enter and re-enter a 4-digit PIN number that you may be asked to verify when accessing your account or seeking technical support Click Note: Your User ID and password can now be used to log in to Retail Link to access the Global Supplier Management (GSM) application. On occasion, you may be required to answer the security question or enter your PIN number to access your Retail Link account 4 Navigate from Retail Link to the Global Supplier Management (GSM) application by clicking at the top of the page Click the letter G in the Applications All section to find the application alphabetically by name Click The Global Supplier Management (GSM) application will open to the Supplier Onboarding page Go to Top July 2017 Walmart Proprietary Page 18 of 93
Certification Your Retail Link interface may vary slightly. Depending on your web browser, you will see one of the following views: New View Classic View New View: Classic View: On the Supplier Onboarding page, the Step 1: checkbox is selected by default indicating that you have completed the first step of registering your company Step 3: needs to be completed after completing Certification to complete the supplier onboarding process 5 On the Supplier Onboarding page, click to begin entering or verifying your company details Note: Click to access the Supplier Checklist which will aid you through the Onboarding process Go to Top July 2017 Walmart Proprietary Page 19 of 93
Certification Help Function: While navigating the Global Supplier Management (GSM) application, you can click the icon when you need help or more information on a topic or functionality Clicking the icon will download a PDF version of this Supplier Reference Guide. Click on the downloaded file to open the document You can search the document for a specific topic by typing CTRL + F and entering a key word in the search bar Go to Top July 2017 Walmart Proprietary Page 20 of 93
Certification Click the links when you require more information These links provide important details such as: Definitions What information is required Why the information is required Click the a second time to close the Learn More pop-up Fields marked with an asterisk (*) are system mandatory If you skip a mandatory field, you will see red hint text in the field, prompting you to enter the required details Ensure all mandatory fields are completed to successfully navigate from one page to the next Go to Top July 2017 Walmart Proprietary Page 21 of 93
Certification 6 Complete the following sections to complete the Certification process: Basic Contact Financial Diversity Products Insurance Submit Click to navigate from one page to the next Note: Information entered during the Registration or Invitation processes will be pre-populated where applicable You can keep track of your progress while filling out your company information, as each Certification section will turn blue upon completion You can click the section name in the progress bar to navigate directly to a section; however, you cannot skip sections that are not yet completed. For example, clicking will take you directly to the Diversity section, as long as you have completed the previous sections Go to Top July 2017 Walmart Proprietary Page 22 of 93
Certification The button on each page will only activate when: All mandatory fields are complete There are no errors on the page On First, the basics section, retail market will default to USA for this release Supplier Type will default to Domestic for this release In the Papers, please section, be sure to upload the latest version of the W-9 form (currently 2014). The latest version can be found at: https://www.irs.gov/uac/about -form-w9 Go to Top July 2017 Walmart Proprietary Page 23 of 93
Certification In the Contacts section, if the CEO also fulfills other roles in the company such as Accounts Payable, CFO, Sales, or Insurance: Select the checkbox to copy the information added for the CEO for all other contacts Note: After copying the CEO s contact information for all other contacts, you can still make edits to individual contacts if needed In the Financial Section, when completing your Payment Details, keep in mind that: Bank account must be a United States bank account All payments will be made in US Dollars Payments will be made via Electronic Funds Transfer (EFT) unless otherwise specified in the agreement Note: Walmart takes no responsibility to verify your bank details. You must ensure your bank information is correct Go to Top July 2017 Walmart Proprietary Page 24 of 93
Certification All suppliers are required to enter payment details during Certification For example, suppliers who are invited in Global Supplier Management (GSM) with Cash on Delivery (COD) payment terms will still be required to enter payment details during Certification. This will save time in the event that payment details are required for future agreements In the Products section, use the sliders to answer questions about your products The answers will default to No. Click the sliders to change your answers from No to Yes, and vice versa Note: When you change an answer to Yes, the slider turns blue Go to Top July 2017 Walmart Proprietary Page 25 of 93
Certification In the Products section, you must read and agree to the Online Product Submission Statement: Click the link and read the Online Product Submission Statement Select the checkbox Click to move to the next page Note: After you select the checkbox and submit Certification, your acceptance of the Online Product Submission Statement becomes permanent. The checkbox will then be disabled on your Supplier Profile In the Finally, the good stuff section, suppliers invited to Global Supplier Management (GSM) will have the option to since it is not mandatory for invited suppliers to provide product details Self-registered suppliers who have not been invited to Global Supplier Management (GSM) will not have access to since it is mandatory for them to add at least one product Go to Top July 2017 Walmart Proprietary Page 26 of 93
Certification Adding products in Global Supplier Management (GSM) is separate from adding products during Item Setup Item Setup is still a required process outside of Global Supplier Management (GSM) In the Finally, the good stuff section, self-registered suppliers are required to upload an image of the product in the Product Photo field Upon uploading the product image, the image should display in the field. If the image does not display, it has not been uploaded successfully Go to Top July 2017 Walmart Proprietary Page 27 of 93
Certification In the Product Category field, click above the line to select a product category. The Add Product Category pop-up box displays To search for a category: Type within the Search for a category field. Search results matching your criteria will display in a drop-down from which you can select Or Select from the Product Category and Product Subcategory drop-down menus Click Your Product Category selection will display in the Product Category field Click to add another product category. You can add up to two categories In the Other retailers you sell this product to field, type the name of the retailer above the line. The retailer name will display in a pop-up menu if it is on the list of top 100 retailers Select the retailer from the pop-up menu Note: You can enter the names of multiple retailers in this field Note: You cannot add a retailer that is not on the list of top 100 retailers Go to Top July 2017 Walmart Proprietary Page 28 of 93
Certification In the Insurance section, you can learn about what types of coverage are required for different product types by clicking the link within the body of the text In the Insurance section, you cannot proceed forward unless you select the checkbox Only when you select the checkbox will the and buttons activate Go to Top July 2017 Walmart Proprietary Page 29 of 93
Certification If you select, you will be directed to the Insurance Documentation page, where you can provide your insurance carrier details and documentation After clicking on the Insurance Documentation page, you will be directed to the Thanks! page, where you have the option to provide additional insurance documentation, as multiple certificates may be required depending on your product variety On the Thanks! page, click to provide additional insurance documentation. This will direct you to a blank Insurance Documentation page, where you can provide your next set of insurance details and documentation. Repeat this process as many times as needed until all required insurance details are provided Go to Top July 2017 Walmart Proprietary Page 30 of 93
Certification The Thanks! page will display a list of the insurance details and documentation provided, which you can and as needed, as long as you maintain at least one insurance certificate at all times 7 Submit page: In the Submit page, review the information you have entered to ensure it is accurate If you need to update or change any information, click in the section you wish to update, which will cause the fields in the section to become editable Go to Top July 2017 Walmart Proprietary Page 31 of 93
Certification If you click within a section on the Submit page, you must click within the section prior to clicking 8 Click at the bottom of the page to complete the Certification process If you receive the Unable to Complete Certification error: Click Contact Supplier Administration by phone at (479) 273-4133 (option 1,4) or by email at suppliercom@walmart.com to resolve the issue Go to Top July 2017 Walmart Proprietary Page 32 of 93
Certification 9 Upon successful completion of the Certification process, you will receive a message confirming that the Registration and Certification processes are complete For self-registered suppliers who have not been invited to Global Supplier Management (GSM), the button will display. This will direct suppliers to the Supplier Dashboard, though there will be no pending or inbox items until the supplier is invited by a buyer in GSM For suppliers invited to Global Supplier Management (GSM), a buyer has initiated an agreement for you to accept or decline. To view your agreement, click the button This directs you to the Acceptance process, concluding the Certification process Go to Top July 2017 Walmart Proprietary Page 33 of 93
Certification You can access your profile through the Dashboard by clicking From your supplier profile, you can update your company information, add product details, and upload insurance or diversity documentation if not provided during Certification Process complete You are now certified as a potential Walmart Supplier, though you are not yet fully qualified Self-registered suppliers: To become a fully qualified supplier, a Walmart buyer must invite you to do business in Global Supplier Management (GSM), and you must accept the agreement Walmart or Sam s Club buyers can now view your products in Global Supplier Management. They will reach out to you if they are interested Invited suppliers: By clicking the button in step 9, you will automatically be directed to the Acceptance process to become a fully qualified supplier Note: Completing Certification in Global Supplier Management (GSM) is separate from Item Setup. Item Setup is still a required process outside of Global Supplier Management (GSM) Go to Top July 2017 Walmart Proprietary Page 34 of 93
Acceptance Acceptance Self-registered and existing suppliers: If a Walmart or Sam s Club buyer invites you to do business, you will receive an email requesting you to review and accept the agreement in Global Supplier Management (GSM) Existing suppliers (who already have a 6-digit supplier number) will bypass Registration and Certification, as their current information will automatically be migrated to the new tool. Upon being invited for a new agreement, existing suppliers will begin at Acceptance (unless information is missing, in which case the supplier will be prompted to enter the information prior to completing Acceptance) Invited suppliers: After completing the Registration and Certification processes in Global Supplier Management (GSM), you will automatically be directed to review your agreement Step Action Image/Screen 1 Self-registered suppliers: You will receive an Invitation email when a Walmart buyer invites you to do business in Global Supplier Management (GSM) Click in the Invitation email to log in to Retail Link to access the Global Supplier Management (GSM) application Note: The invitation will expire after 90 days Note: If you are a new supplier who has not yet registered, you will receive a different email inviting you to register in Global Supplier Management (GSM) Go to Top July 2017 Walmart Proprietary Page 35 of 93
Acceptance Invited suppliers: Upon completing Registration and Certification, new suppliers who were invited to Global Supplier Management (GSM) will click the button to begin the Acceptance process Skip to step 6 2 Enter your User ID and Password to log in to Retail Link Click 3 Navigate from Retail Link to the Global Supplier Management (GSM) application by clicking at the top of the page Click the letter G in the Applications All section to find the application alphabetically by name Click The Global Supplier Management (GSM) Dashboard displays Go to Top July 2017 Walmart Proprietary Page 36 of 93
Acceptance 4 Click the Inbox tile on the Global Supplier Management (GSM) Dashboard to view your new and in-progress tasks Note: Tiles visible on the Dashboard vary by user role The number displayed on the Inbox tile indicates the number of items pending in your Inbox 5 Click the Agreement Acceptance Inbox item to review your agreement Suppliers converted from previous systems may be required to complete additional fields in the supplier profile prior to accepting a new agreement. These suppliers will receive a pop-up during the Acceptance process, prompting them to return to the supplier profile to provide any missing, mandatory information Go to Top July 2017 Walmart Proprietary Page 37 of 93
Acceptance 6 Click to begin the Acceptance process The Acceptance process is divided into 6 sections: Additional Info Returns Info Addresses Business Terms Retail Link Review Agreement Click to navigate from one page to the next Note: Information entered during the Registration, Certification, and Invitation processes will be prepopulated where applicable Go to Top July 2017 Walmart Proprietary Page 38 of 93
Acceptance 7 In the Safety First section, indicate whether the products you will be selling contain chemicals or not: Click if the products you will be selling do not contain any chemicals Click if the products you will be selling contain chemicals Click to move forward to the next page Note: When you click, additional approval will be required from the Returns Center team. If you have questions, you may contact them at RLST@wal-mart.com Note: The Safety first section will display for select departments only If the Returns Info section is displayed: Enter the required details such as: Return Authorization Number Contact Information for questions regarding Returns Click to move forward to the next page Note: The Returns Info section will not display if it is not applicable to your agreement Go to Top July 2017 Walmart Proprietary Page 39 of 93
Acceptance You can review and update the following addresses, which default to the Corporate Address, during the Acceptance process: Order Address Claims to Address Return Address Note: Returns Address cannot be a PO Box address, as it should be a physical address Go to Top July 2017 Walmart Proprietary Page 40 of 93
Acceptance Updating an address: To update an address, click for the address you would like to update In this example, Order Address is selected The Order Address section expands. The corporate address automatically displays as the default address Select the checkbox if the Order Address should reflect your company s remit address Order Address can be either a Street or PO Box address: If it is a Street Address, click and update the mandatory fields If it is a PO Box Address, click and complete or update the mandatory fields When you are finished updating the address, click to collapse the section Repeat the above steps for Claims to Address and Return Address if necessary Once all address updates are complete, click to move forward to the next page Go to Top July 2017 Walmart Proprietary Page 41 of 93
Acceptance If you update an address, the Validate your address page will display: will be selected by default Click if the address does not need to be standardized Note: The selected option will be highlighted in blue Click to move forward to the next page In the Business Terms section, review the terms and allowances carefully as these will be finalized in your agreement Click each tab to review each term and allowance Click if you agree with the terms and allowances If you need to discuss the terms and allowances further, contact the buyer Go to Top July 2017 Walmart Proprietary Page 42 of 93
Acceptance Click the links when you require more information These links provide definitions that will help you understand the selected terms 8 Walmart needs to verify whether you are a direct employee representing your company in order to provide you full access to Retail Link In the What s Retail Link? section: Click if you are a direct employee Click if you are not a direct employee If you are not a direct employee, you need to fill out and submit the Employee Verification form: Click to open the Employee Verification form in a new window Print the form and have it completed by the company you are representing Upload the completed form in the Upload field Go to Top July 2017 Walmart Proprietary Page 43 of 93
Acceptance 9 You must read the Conflict of Interest requirement: Click under Conflict of Interest to read the requirement Select the checkbox Click to move to the next page The button will activate only after you select the checkbox and all required fields are populated 10 In the Review Agreement section: Click to read the legal agreement Select the checkbox Determine whether to decline or accept the agreement: If you click, continue to step 11 If you click step 13, skip to Go to Top July 2017 Walmart Proprietary Page 44 of 93
Acceptance The checkbox and the button will not activate until the button is clicked The button will not activate until the checkbox is checked 11 If you declined the agreement, a pop-up will display, confirming that you want to decline the agreement: Click if you want to decline the agreement Click if you do not want to decline the agreement Note: Clicking will take you back to the Review Agreement section. Click to accept the agreement Go to Top July 2017 Walmart Proprietary Page 45 of 93
Acceptance 12 If you decline the Supplier Agreement, Walmart requests that you provide a reason for your decision to decline: Select the reason from the Please select a decline reason drop down Provide an explanation for the decline reason in the In your own words field Click Note: Clicking will take you back to the Review Agreement section. Click to accept the agreement The button will not activate unless you enter information in both the mandatory fields Note: If you decline the agreement, a rejection notification will be sent to the buyer, and your invitation will no longer be active. If, at a later time, you wish to enter into an agreement with Walmart or Sam s Club, you must be re-invited to Global Supplier Management (GSM) Go to Top July 2017 Walmart Proprietary Page 46 of 93
Acceptance 13 Upon clicking in the Review Agreement section, you will receive a message that Registration, Certification, and Acceptance are complete, and your agreement is being reviewed by Walmart. There are a few additional approvals required before your agreement is finalized Click to navigate to your Supplier Dashboard 14 Once all approvals are complete, you will receive a Supplier Agreement Approved email from Walmart This email contains the following supplier details: Supplier Number SAP Supplier Number Agreement Number Note: Your agreement number represents your Supplier Number, Department Number, and Sequence Number. For example, for Agreement Number 825851960: 825851 Supplier Number 96 Department Number 0 Sequence Number Click to launch Global Supplier Management (GSM) through Retail Link and view your agreement Go to Top July 2017 Walmart Proprietary Page 47 of 93
Acceptance Process complete You can access the Dashboard to view and update your profile details If a Walmart or Sam s Club business unit requests additional clarification prior to accepting your agreement, you will receive a Request for Clarification email Click to log in to Retail Link and access Global Supplier Management (GSM), where you will have a Request for Clarification pending in your inbox For more information, reference the Responding to Clarification Requests section of this document Go to Top July 2017 Walmart Proprietary Page 48 of 93
Acceptance If there are issues with your agreement which prevent Walmart or Sam s Club from doing business with you, you will receive an email informing you that the agreement was not accepted If you have questions, contact Supplier Administration by phone at (479) 273-4133 (option 1, 4) or by email at suppliercom@walmart.com Go to Top July 2017 Walmart Proprietary Page 49 of 93
Responding to Clarification Requests Responding to Clarification Requests After you accept an agreement in Global Supplier Management (GSM), you may be required to provide clarification on the information we have received from you. Step Action Image/Screen 1 When a Walmart or Sam s Club associate requests clarification from you, you will receive an email notification Click Go to Retail Link 2 Enter your User ID and Password to log in to Retail Link Click Go to Top July 2017 Walmart Proprietary Page 50 of 93
Responding to Clarification Requests 3 Navigate from Retail Link to the Global Supplier Management (GSM) application by clicking at the top of the page Click the letter G in the Applications All section to find the application alphabetically by name Click The Global Supplier Management (GSM) Dashboard displays 4 Click the Inbox tile on the Global Supplier Management (GSM) Dashboard to view your new and in-progress tasks The number displayed on the Inbox tile indicates the number of items pending in your Inbox Go to Top July 2017 Walmart Proprietary Page 51 of 93
Responding to Clarification Requests 5 Click the Clarification Request: Supplier inbox item to respond to the clarification request The Company Information tab of the supplier profile will display 6 Review the comments in the Clarification Request field 7 Type your response in the field and click Note: The button will be grayed out until a clarification response is entered in the field Go to Top July 2017 Walmart Proprietary Page 52 of 93
Responding to Clarification Requests The team that requested the clarification will receive an email notification and a pending task on their GSM Dashboard Process complete Go to Top July 2017 Walmart Proprietary Page 53 of 93
Supplier Maintenance Introduction Supplier Maintenance Introduction You can make edits to your supplier profile in the Global Supplier Management (GSM) application. There are two tabs within the supplier profile: Company Information: While all the sections and information on the Company Information tab are editable, we will focus on updating the following sections in this Reference Guide: Addresses Insurance Certificates Products Agreement (fully qualified suppliers only): The Addresses section is the only section in the Agreement tab that is editable; therefore, we will focus on updating the following: Order Address Note: Prior to making changes to your Company Name or Tax ID, you must ensure that the latest version of your W-9 form is uploaded in Global Supplier Management (GSM). The latest version (currently 2014) can be found at: https://www.irs.gov/uac/about-form-w9 If you click, your profile will be sent for approval, which freezes your profile and prevents you from making additional changes until the updates are reviewed by Walmart. Submitting changes for the Company Information tab will not freeze the Agreement tab, and vice versa. Submitting one agreement for review does not freeze other agreements linked to your profile. You can update and submit each agreement separately. The Company Information and Agreement tabs are separate and any changes made to these tabs must be submitted separately. To avoid losing your changes, be sure to submit changes made to the Company Information tab before navigating to the Agreement tab, and vice versa. If you try to update your profile while it is locked and under review by Walmart, you will not be able to make any updates and will see the following message: Go to Top July 2017 Walmart Proprietary Page 54 of 93
Navigating to the Supplier Profile Navigating to the Supplier Profile Below are the steps to navigate to the supplier profile to either view or edit information: Step Action Image/Screen 1 Use your Retail Link Username and Password to log in to Retail Link: Enter your username in the User ID field Enter the password in the Password field Click Navigate from Retail Link to the Global Supplier Management (GSM) application by clicking at the top of the page Click the letter G in the Applications All section to find the application alphabetically by name Click Your Global Supplier Management (GSM) Dashboard will display If your company does not have an Administrative User in Global Supplier Management (GSM), you will not be able to access the tool To resolve the issue, contact Supplier Administration by phone at (479) 273-4133 (option 1, 4) or by email at suppliercom@walmart.com Go to Top July 2017 Walmart Proprietary Page 55 of 93
Navigating to the Supplier Profile The Dashboard consists of the following tiles, each with a distinct function: My Inbox: Lists all your pending tasks or activities that you need to complete Pending Walmart Approval: Lists the agreements that need to be approved by Walmart Completed Agreements: Lists all the agreements that have been approved both by you and Walmart Help Function: While navigating the Global Supplier Management (GSM) application, you can click the icon when you need help or more information on a topic or functionality Clicking the icon will download a PDF version of this Supplier Reference Guide. Click on the downloaded file to open the document You can search the document for a specific topic by typing CTRL + F and entering a key word in the search bar Go to Top July 2017 Walmart Proprietary Page 56 of 93
Navigating to the Supplier Profile 2 Click to view your company profile and update company or agreement information The supplier profile displays If you have access to more than one supplier profile and wish to switch your view, complete the following steps: Click to view all the linked Profiles In the Switch Supplier pop-up box, click to choose the profile you need to view. This will update the supplier displayed on your Dashboard Click to view or edit the selected profile Supplier Name Supplier Name UK Supplier Name Canada Note: Click, if you do not wish to select any supplier from the Switch Supplier pop-up box Go to Top July 2017 Walmart Proprietary Page 57 of 93
Navigating to the Supplier Profile The supplier profile is divided into the Company Information and Agreement tabs Changes made to the Company Information tab need to be submitted separately from changes made to the Agreement tab If you need to make updates to both the tabs, complete changes to the Company Information tab and click. Then update the Agreement tab and click Note: The displayed tab highlights in blue; the other tab will highlight in white Prior to making changes to your Company Name or Tax ID, you must ensure that the latest version of your W-9 form is uploaded in the Basic Information section of the Company Information tab. The latest version (currently 2014) can be found at: https://www.irs.gov/uac/about -form-w9 Go to Top July 2017 Walmart Proprietary Page 58 of 93
Accessing Agreements Accessing Agreements Depending on whether the agreement was initiated in Global Supplier Management (GSM) or a historical system, agreements can be found in either the Supplier Profile or the Completed Agreements tile. Supplier Profile Displays agreements initiated in Global Supplier Management (GSM) only Completed Agreements tile Displays agreements initiated in Global Supplier Management (GSM) and historical systems such as Online Supplier Agreement (OSA) Below are the steps to access an agreement from the Supplier Profile: Step Action Image/Screen Agreements initiated in Global Supplier Management (GSM) can be found in the Agreement tab of the Supplier Profile To access agreements from Online Supplier Agreement (OSA) or other historical systems, reference the Completed Agreements section 1 From the Company Information tab of the Supplier Profile, complete the following steps to access the Agreement tab: Select a department from the Department - Sequence drop-down menu Click The Agreement tab displays Go to Top July 2017 Walmart Proprietary Page 59 of 93
Accessing Agreements 2 Click in the left side pane under the Agreement tab to navigate directly to the Legal Document (PDF) section or Scroll down the supplier profile page to the Legal Document (PDF) section 3 Click to download and view the PDF of the legal agreement Process complete Only Agreement PDFs created using Global Supplier Management (GSM) will be accessible in the Supplier Profile If the Legal Agreement PDF button is grayed out in the Agreement tab of your Supplier Profile, you must click the Completed Agreements tile to access the agreement Go to Top July 2017 Walmart Proprietary Page 60 of 93
Accessing Agreements Below are the steps to access an agreement from the Completed Agreements tile: 1 From your Global Supplier Management (GSM) Dashboard, click the Completed Agreements tile The Completed Agreements page displays with a list of your Active and Inactive agreements from Global Supplier Management (GSM) or Online Supplier Agreement (OSA) Note: Agreements that are pending approval can be accessed in the Pending Walmart Approval tile on the Dashboard The Completed Agreements Report can also be accessed through the following steps: Click the Menu in the upper-left corner Click the Reporting dropdown Select Completed Agreements This is useful if you are away from your Dashboard and do not want to return to your Dashboard to access the report If multiple results display in your Completed Agreements report, you can further refine the results by typing additional criteria in the filter fields Go to Top July 2017 Walmart Proprietary Page 61 of 93
Accessing Agreements 2 Click the link or the icon to access the Supplier Agreement PDF If the link displays in the far-left column, the agreement originated in Online Supplier Agreement (OSA) If the icon displays in the far-left column, the agreement originated in Global Supplier Management (GSM) When you click the icon to access agreements from Global Supplier Management (GSM), the agreement opens in a new window Click or to download or print When you click the link to access agreements from Online Supplier Agreement (OSA), you will be directed to the OSA Agreements page All versions of the agreement will display If you receive an error message upon clicking the link, contact Supplier Administration Go to Top July 2017 Walmart Proprietary Page 62 of 93
Accessing Agreements 3 In the OSA Agreements page, click the hyperlink in the Agreement No. column to download the agreement Note: The Effective Date column indicates the date on which the agreement became active. The Agreement PDF with the most recent Effective Date is the most recent version of the agreement 4 Click the downloaded file at the bottom of your web browser to display the agreement Process complete Go to Top July 2017 Walmart Proprietary Page 63 of 93
Updating Addresses Updating Addresses Below are the steps to update an address within the Company Information tab: Step Action Image/Screen 1 Updating Addresses: Within the Company Information tab, click in the left-side pane to navigate directly to the Addresses section in the Supplier Profile Or Scroll down the Company Information tab to the Addresses section Fields marked with an asterisk (*) are system mandatory If you skip a mandatory field, you will see red hint text in the field, prompting you to enter the required details Ensure all mandatory fields are completed to successfully update your profile Go to Top July 2017 Walmart Proprietary Page 64 of 93
Updating Addresses 2 Updating Remit Address: You can update the Corporate Address, the Remit Address, or both In this example, we will update the Remit Address Select whether the Remit Address is a Street Address or a PO Box address Go to Top July 2017 Walmart Proprietary Page 65 of 93
Updating Addresses 3 If the Remit Address is a Street Address, complete or update the following fields: Attention To Country Address Line 1 City State ZIP Code If the Remit address is a PO Box Address, complete or update the following fields: Attention To Country P.O. Box City State ZIP Code Go to Top July 2017 Walmart Proprietary Page 66 of 93
Updating Addresses If the remit address is the same as the corporate address, click the checkbox The address fields will be disabled and will automatically populate with the same details entered in the corporate address fields 4 Click to validate the address you entered The Validate your Remit address pop-up will display Go to Top July 2017 Walmart Proprietary Page 67 of 93
Updating Addresses 5 Validating Address: It is mandatory for you to validate your address Check to ensure the Standardized Address in the We found field is correct If the address is correct, click to standardize address as per the U.S. Postal Service s master database If the address in the You entered field is correct as is, click Click the links available to you throughout the Global Supplier Management (GSM) application, when you require more information These links provide important details such as: Definitions What information is required Why the information is required Click the a second time to close the Learn More pop-up Go to Top July 2017 Walmart Proprietary Page 68 of 93
Updating Addresses 6 If this is your final edit to the Company Information tab, skip to the Submitting Changes section of this reference guide If additional changes to the Company Information tab are required, navigate to the relevant section and make the updates Do not click until you have completed all the required updates in the tab Once you click, your changes will be submitted and your profile will freeze, preventing you from making further changes until the previous changes have been reviewed by Walmart Go to Top July 2017 Walmart Proprietary Page 69 of 93
Updating Insurance Information Updating Insurance Information Below are the steps to update insurance information within the Company Information tab: Step Action Image/Screen 1 Updating Insurance: Within the Company Information tab in the supplier profile, click in the left-side pane to navigate directly to the Insurance section Or Scroll down the Company Information tab to the Insurance section 2 In the Insurance section, complete the followings steps to add insurance details: Click The Add New Insurance Certificate section displays 3 Enter the name of the insurance carrier in the Insurance Carrier field Enter the insurance expiration date in the Expiration Date field Go to Top July 2017 Walmart Proprietary Page 70 of 93
Updating Insurance Information 4 Add the address of the insurance carrier, which can be a Street or PO Box address Note: Street Address is selected by default If it is a Street Address, complete the following steps: Enter address details in the following mandatory fields: Address Line 1 City State ZIP Code If it is a PO Box Address, complete the following steps: Click Enter address details in the following mandatory fields: PO Box City State ZIP Code Go to Top July 2017 Walmart Proprietary Page 71 of 93
Updating Insurance Information 5 To update the contact information for your insurance carrier, complete the following steps: Enter the email of the insurance carrier in the Insurance Carrier Email field Enter the phone number in the Insurance Carrier Phone field 6 To upload the certificate and save insurance details, complete the following steps: Upload the insurance certificate in the Insurance Certificate field. You can either drag and drop the file within the dotted line, or click browse to browse, select, and upload a file from your computer Click to save the insurance details Go to Top July 2017 Walmart Proprietary Page 72 of 93
Updating Insurance Information You have the option to provide multiple insurance certificates, as multiple certificates may be required depending on your product variety The insurance details and documentation you provided will display as a list within the Insurance section. You can and them as needed, as long as you maintain at least one insurance certificate at all times Note: If you have an agreement with Walmart or Sam s Club, you are required to have at least one insurance certificate on file at all times 7 If this is your final edit to the Company Information tab, skip to the Submitting Changes section of this reference guide If additional changes to the Company Information tab are required, navigate to the relevant section and make the updates Go to Top July 2017 Walmart Proprietary Page 73 of 93
Updating Insurance Information Do not click until you have completed all necessary updates in the Company Information tab Once you click, your changes will be submitted and your profile will freeze, preventing you from making further changes until the previous changes have been reviewed by Walmart The Company Information tab and the Agreement tab are separate in nature, and changes made to these tabs must be submitted separately To avoid losing your changes, be sure to submit changes made to the Company Information tab before navigating to the Agreement tab, and vice versa Go to Top July 2017 Walmart Proprietary Page 74 of 93
Adding a New Product Adding a New Product After successfully completing Registration and Certification, the Administrative User for the supplier can add new products to the supplier profile. Note: Adding products in Global Supplier Management (GSM) during Certification is separate from adding products during Item Setup. Item Setup is still a required process outside of Global Supplier Management (GSM). Below are the steps to add a new product within the supplier profile: Step Action Image/Screen 1 Within the Company Information tab, click in the left-side pane to navigate directly to the Products section in the Supplier Profile Or Scroll down the Supplier Profile page to the Products section In the Products section, you can update basic product information. For example, you can update whether you are a broker for the products you would like to sell, or whether you supply any products made in the USA Note: The checkbox will not be editable, as your acceptance of the Online Product Submission Statement during the Certification process was permanent Go to Top July 2017 Walmart Proprietary Page 75 of 93
Adding a New Product In the Products section, use the sliders to answer questions about your products The answers will default to No. Click the sliders to change your answers from No to Yes, and vice versa Note: When you change an answer to Yes, the slider turns blue 2 In the Products section, click to add a new product that you would like to sell The Add Product subsection expands within the supplier profile Fields marked with an asterisk (*) are system mandatory If you skip a mandatory field, you will see red hint text in the field, prompting you to enter the required details Ensure all mandatory fields are completed to successfully navigate from one page to the next Go to Top July 2017 Walmart Proprietary Page 76 of 93
Adding a New Product 3 Add Product: Enter product details in the following mandatory fields: Product Name Product Cost Product Description Product Photo Banners: select the banners through which you would like to sell your products. If you wish to sell the products online, it is necessary to select the.com banners (Walmart.com and/or Samsclub.com) Upon uploading a product image in the Product Photo field, the image should display. If the image does not display, it has not been uploaded successfully Go to Top July 2017 Walmart Proprietary Page 77 of 93
Adding a New Product 4 Product Category Details: In the Product Category field, click above the line to select a product category. The Add Product Category pop-up box displays To search for a category: Type within the Search for a category field. Search results matching your criteria will display in a drop-down from which you can select Or Select from the Product Category and Product Subcategory drop-down menus Click Your Product Category selection will display in the Product Category field Click to add another product category. You can add up to two categories Go to Top July 2017 Walmart Proprietary Page 78 of 93
Adding a New Product 5 Additional Product Details: In the Other retailers you sell this product to field, type the name of the retailer above the line. The retailer name will display in a pop-up menu if it is on the list of top 100 retailers. Select the retailer from the pop-up menu Note: You can enter the names of multiple retailers in this field Note: You cannot add a retailer that is not on the list of top 100 retailers Select the checkbox indicating whether the product is Made in the USA or Royalty/Licensed Click Go to Top July 2017 Walmart Proprietary Page 79 of 93
Adding a New Product Updating Existing Products: If you need to delete existing products, click Note: Self-registered suppliers are required to have at least one product on their profile If you want to update existing products, click for the product you wish to update The Edit Item sub-section displays In the Edit Item sub-section, edit product details in any of the following fields: Product Name Product Brand Product Cost Product Photo Product Description Banners Product Category Other retailers you sell this product to Product Characteristics Click to save the changes made to the product Go to Top July 2017 Walmart Proprietary Page 80 of 93
Adding a New Product 6 If this is your final update to the Company Information tab, skip to the Submitting Changes section of this reference guide If additional changes to the Company Information tab are required, navigate to the relevant section and make the updates Do not click until you have completed all the required updates in the tab Once you click, your changes will be submitted and your profile will freeze, preventing you from making further changes until the previous changes have been reviewed by Walmart The Company Information tab and the Agreement tab are separate in nature; therefore, changes made to these tabs must be submitted separately Go to Top July 2017 Walmart Proprietary Page 81 of 93
Adding a New Product If a Walmart Buyer is interested in your product and invites you to do business in Global Supplier Management (GSM), you will receive an email prompting you to access GSM through Retail Link to review and accept the agreement Refer to the Acceptance section in this Reference Guide to complete the Acceptance process and become a fully qualified supplier in the new product department / category Go to Top July 2017 Walmart Proprietary Page 82 of 93
Submitting Changes Submitting Changes Below are the steps to submit changes for the Company Information section of the supplier profile: Step Action Image/Screen Do not click until you have completed all the required updates in the tab Once you click, your changes will be submitted and your profile will freeze, preventing you from making further changes until the previous changes have been reviewed by Walmart 1 Submitting Changes: When you have finished updating the Company Information tab within your supplier profile: Click in the left-side pane to navigate directly to the top of the page Or Scroll up to top of the page Click submit the changes for Walmart review to Go to Top July 2017 Walmart Proprietary Page 83 of 93
Submitting Changes The Company Information tab and the Agreement tab are separate in nature; therefore, changes made to these tabs must be submitted separately To avoid losing your changes, be sure to submit changes made to the Company Information tab before navigating to the Agreement tab, and vice versa Process complete Navigate to the Updating Order Address section to learn how to make changes to the Agreement tab The Company Information section of your profile will freeze, preventing you from making further updates until these changes have been reviewed by Walmart Submitted changes will not be effective until approved by Walmart Go to Top July 2017 Walmart Proprietary Page 84 of 93
Updating Order Address Updating Order Address In addition to updating the Company Information tab, you can also make updates to the Agreement tab if you have an agreement with Walmart or Sam s Club. Note: Not all information and sections are editable in the Agreement tab. You can only update the Addresses section. We will focus on updating the Order Address in this reference guide. Below are the steps to update the Order Address in the Agreement tab: Step Action Image/Screen If you are updating both the Company Information and Agreement tabs, changes made to the Company Information tab need to be submitted separately from the changes made to the Agreement tab If you need to make updates to both tabs, complete changes for one tab and click. Then navigate to the other tab and click Note: The displayed tab highlights in blue, the other tab will highlight in white 1 To open the Agreement tab, complete the following steps: Within the Company Information tab, select a department from the Department - Sequence drop-down menu Click The Agreement for the selected department displays in the Agreement tab Go to Top July 2017 Walmart Proprietary Page 85 of 93
Updating Order Address 2 Within the Agreement tab, click in the leftside pane to navigate directly to the Addresses section Or Scroll down the Agreement tab to the Addresses section The Order, Claims, and Return Addresses will default to the Corporate Address 3 Complete the following steps to update the Order Address: Click in the Order Address box The Order Address section expands Go to Top July 2017 Walmart Proprietary Page 86 of 93
Updating Order Address Order Address same as Corporate or Remit Address: If the order address is the same as the corporate address, select the checkbox If the order address is the same as the remit address, select the checkbox The address fields will be disabled and will automatically populate with the same details entered in the corporate or remit address fields Go to Top July 2017 Walmart Proprietary Page 87 of 93
Updating Order Address 4 Select the country from the Country drop-down menu If the Order Address is a physical address, complete the following steps: Click Enter or update address details in the following mandatory fields: Address Line 1 City State ZIP Code If the Order Address is a PO Box address, complete the following steps: Click Enter or update address details in the following mandatory fields: PO Box City State ZIP Code Go to Top July 2017 Walmart Proprietary Page 88 of 93
Updating Order Address 5 If this is your final edit: Click in the left-side pane to navigate directly to the top Or Scroll up to top of the page Click to submit the changes made to the Agreement tab for Walmart or Sam s Club review Note: If additional changes are necessary for the Agreement tab, navigate to the relevant section and make the updates prior to submitting Do not click until you have completed all the required updates in the tab Once you click, your changes will be submitted and your profile will freeze, preventing you from making further changes until the previous changes have been reviewed by Walmart Process complete Go to Top July 2017 Walmart Proprietary Page 89 of 93
Updating Order Address Upon submitting changes to an agreement, the agreement will no longer be visible in your profile until the changes have been reviewed by Walmart or Sam s Club Submitted changes will not be effective until approved by Walmart or Sam s Club Go to Top July 2017 Walmart Proprietary Page 90 of 93