Supplier_Connection_Tutorial.ppt
CONTENTS
INTRODUCTION
ITEMS TAB
CONTACTS TAB
SEND TAB
1. INTRODUCTION
The Hubert Supplier Connection website is an interactive vendor site. In the future, new types of applications will be added such as the Vendor Evaluation information. The current application contains Cost Agreements, Item Information (including NAFTA) and Contact Information.
Who uses the Supplier Connection website?
The Supplier Connection website will be made available to all Vendors from whom Hubert currently purchases product.
What do I use the Suppler Connection website for?
The Hubert Supplier Connection website is used to communicate any changes in a Vendor’s product cost for the up-coming catalog period. Suppliers will be provided the opportunity to lock-in their product cost for a single catalog period. Suppliers can also update Item information, suggest new items for Hubert, update NAFTA information and update Contact information.
When do I enter information on the Supplier Connection?
Suppliers will be asked twice a year to update information on the Supplier Connection.
Hubert will send an e-mail alert when the Supplier Connection needs an update. When the Cost Agreement is
locked, no information can be changed, but it can be viewed.
Where do I find the Supplier Connection website?
Please use the following URL: http://supplier.hubert.com
In the future, the Supplier Connection website may also be accessed via the http://www.hubert.com website.
A User ID and Password are needed to enter the site. This is issued by the Hubert Company. If this information is not available, please e-mail or call the Hubert Sourcing Agent. They will have one issued.
How to Login?
Logging in to the Supplier Connection website is as easy as logging into any other website.
This is the Supplier Connection Login page. Note that the User Name and Password
fields ARE case sensitive. The "forgot your password?" link is available to get a password reminder e-mailed
How to change your password
The option to change the password is available anytime from the Profile area. Once you have logged onto the system,
click on the Edit Profile on the top right to change information or password.
How to ask for a password reminder
If the password is forgotten, click on the "I forgot my password". The system will ask for your username and then
send you an e-mail containing your password. The e-mail will look similar to this:
Please return to the site and log in using the following information.
User name: john smith
Password: jane
IMPORTANT: During this operation the password is re-set to a new one. The old password will not work anymore and the new one will be sent to the e-mail.
IMPORTANT: If you fail to login after 5 attempts, the account will be blocked for 20 minutes.
Saving your work
At the bottom of each page is a Save Changes button. The work must be saved before moving on to the next page.The work will not be saved if the current page is navigated away from. It is very important to click on the Save Changes button before moving away from the viewed page.
Enter Key
The enter key does not function as it would in a PC environment. Remember to use the mouse and to click on the buttons.
How do I log out of the Supplier Connection Website?
Just as each user of the Supplier Connection website is required to login, each user is also asked to "logout". Logging out of the website is important because of security and resource management. For security reasons, the user should logout because it is assumed there is still an active connection with the server. For resource management a logout informs the server that the user is done. The server reserves some amount of system resource to support the session. Logging out informs the server that the user is done and those resources can be made available to other users. The system will automatically log the user out after a period of non-use.
How to review the current Item and Contact information
After successfully logging into the system, the user will see the Welcome and Information Message screen. Please review this and mark the “I agree” box to continue. Once the “I agree” box is checked, the window will no longer automatically appear. The screen will be accessible from the Home Page, though, at all times.
Clicking the HELP button on the top right will access this User Manual and also a short Power Point slide presentation which further explains how to use the site.
The Supplier Connection HOME page will then appear.
The Home screen shows the different applications the user may enter. For now, only the current catalog application ("Next Catalog") is available for access. In the future there will be other applications available, including an Archive (at the bottom of the screen) of past cost agreements. This Archive will be view only.
The Supplier will receive an e-mail (with a due date) notifying them that it is time to review the information. This is when the "Next Catalog" information may be entered and changed.
The notes in red at the top of the screen lists the due date of the current application and how many days left there are to complete the updates and that either:
1) Hubert is waiting for the Supplier’s reply or
2) the site is locked by the Hubert Sourcing Agent.
If there are negotiations back and forth (electronically) between the Supplier and the Hubert Sourcing Agent, those dates will also be listed here.
Under the "Next Catalog" window, select the blue catalog name. The system will bring up the Items tab. This is where the listing of all the five digit active status items Hubert buys from a Supplier is found. Items may also be listed that will appear in Hubert’s next Source Book or Retail catalog.
2. ITEMS Tab (which includes the Cost Agreement)
The Item tab is where the Supplier reviews the prices of their products bought by Hubert Co. currently and (possibly) also items for future purchase. These costs need verification & possible updates for the next catalog period.
A Supplier enters the Supplier Connection website, selects the Items tab and handles all of their pricing changes on-line, quickly and easily. The information entered by each Supplier then flows through a formal Hubert price review and approval process. If needed, any issues are communicated back to the Supplier in a timely fashion before any final approval is given.
Here, also, is where there is the opportunity to enter the MSRP (Manufacturer’s Suggested Retail Price), suggest new products, inform Hubert of items being discontinued (including the appropriate date) and correct part numbers. Please note only MSRP should be entered in the MSRP column. DO NOT enter Hubert’s cost in the MSRP column.
The Save Changes button must be clicked each time anything is changed on a page and the user would like to log out, move onto the next page of items, move to a different tab, etc..
Search part
The user may search for a particular item by entering the Item Description (partial description acceptable), Vendor part number (column VPN) or the Hubert item number in the "Search part" window and then clicking on the arrow.
Information at the top of the page includes the Supplier name and number that Hubert uses to identify the Supplier, the catalog(s) that Hubert is requesting information for and the effective dates for any price changes that may be given.
Also, there may be a note in red if the data is locked by the Sourcing Agent. This notifies the Supplier that the Hubert Sourcing Agent is reviewing information that the Supplier has sent to Hubert. During this time, all information on the Supplier Connection is locked and is "view only" accessible by the Supplier.
Filter
There is a filter option at the top right of the screen. As negotiations ensue, there will be opportunity to view items using a filter. The tab will default to listing all of the items. Click the down arrow and two more options appear. The view can be changed to:
1) "changed and negotiated items" which are only the items that have been marked negotiated by Hubert OR
2) "changed items" which are only the items on which there have been current changes.
Negotiating Notes
This is an area for the Supplier and Sourcing Agent to enter notes/comments as negotiations ensue. Click on "New Message" to type a new message. The system will automatically date and time stamp the message. Clicking "[show messages history]" will show all previous messages. Likewise, clicking "[hide messages history]" will hide all previous messages.
New Item Suggestion
If the Supplier has any suggestions for items to be included in Hubert’s assortment, click on the NEW ITEM SUGGESTION button.
Enter the Item Description, Vendor Part Number, Hubert Net Cost, MSRP (if applicable), Case Pack, the Date the item will be Available and any Notes in the spaces provided. If the Supplier needs to mail or e-mail information, the address information is listed at the bottom of the screen. Click "SEND" to send the information to Hubert. Then Click "BACK TO LIST" which will bring the user back to the list of all items.
Column headings on listing of items
Select
Percent increases or decreases can be entered for more than one item but the column on the far left, the "Select" box must first be marked by each of the individual items to note what items to affect. Clicking the top "Select" box will mark all items on the viewing page.
Negotiated
Items marked as "Negotiated" denote the Hubert Sourcing Agent would like to discuss the current changes. This field is a view only field from the Supplier side.
Item Description
The user may click on the column heading "Item Description" to automatically sort the item listing by Item Description alphabetically. Clicking on the actual Item Description from the main Item Tab gives the opportunity to edit the specific item information individually. Here also, is the recent negotiation history for the item (at the bottom of the screen).
VPN : The Supplier’s part number for the item
This field is view only. The Supplier should review the accuracy of the VPN. Please enter comments in the "Corrections" window on what is incorrect about the VPN. IE: Does Hubert have the wrong number? Did the Supplier change the number but the item remained the same? Did the item change and thus the item number changed?
Description
This is what Hubert uses in their system to describe the item. This field is view only.
Catalog presentation
Clicking on this LINK will bring the user to the actual item’s presentation in Hubert’s current catalog (from the website www.Hubert.com). The Supplier should review Hubert’s catalog copy and picture for accuracy and note any corrections in the Corrections, etc window.
MSRP and US$ Future Net Cost
The Supplier may choose to change the MSRP and US$ Future Net Cost individually here.
Discontinue
There is a DISCONTINUE button at the bottom left of the screen. Hubert asks that the Supplier enter the date the item will no longer be available to ship. When Discontinue is clicked once, a calendar will appear for the Supplier to choose what date the item will no longer be available to ship. Discontinue must then be clicked again and then Submit clicked. Items will appear in pale red if the Supplier marks them as discontinued.
Click SUBMIT when finished with the Item detail screen. Then click BACK TO LIST to get back to the listing of all items.
Continuation of Column headings on listing of items
VPN
This is a view only field and is the current part number from the Supplier that Hubert has in their system for the item. The user may click on the column heading "VPN" to automatically sort the item listing by VPN.
Hubert #
This is a view only field and is the five digit number that Hubert uses to identify the item in their system and catalog. The user may click on the column heading "Hubert #" to automatically sort the item listing by Hubert #.
MSRP
The MSRP is an optional field that was recently added to the Hubert system. If applicable, the Supplier should complete the information here to help Hubert remain competitive in the market place. If an MSRP is added or changed (and saved), the actual from-to change can be viewed by "rolling over" field.
US$ Current Net Cost
This is a view only field and is the current net cost that Hubert has in their system for the item.
US$ Future Net Cost
Hubert requests the Suppliers supply the Net Cost for the products listed. Cost can be changed by individually entering a new cost in the box, applying a percent either to a specific part number(s) by checking the "Select" box or using the bottom left window to affect all items on the viewing page or all the items on all pages with one percent. If a Net Cost is changed and saved, the actual from-to change can be viewed by "rolling over" the field.
% Change
The % Change column will display the percent change of that item’s cost. The total average % change of the viewing page is listed at the bottom of each page. This is a view only field and will only calculate after a new cost is entered and SAVE CHANGES (or Apply & Save) is clicked. The user may click on the column heading "% Change" to automatically sort the item listing by the % Change.
Apply to all selected:
This area can be used to apply a certain % or dollar amount to more than one item.
The Selected box must be marked for the appropriate items.
If the change will apply to all items on the viewing page,
then click the topmost "Select" box.
This will mark all the "Select" boxes on the viewing page.
Type in the percent or dollar change and choose the appropriate "%" or "$" circle.
The system will default to the "Net US$ Future" circle, but if the Supplier is changing the MSRP, then the "Manufacture Sug. Price" circle should be checked.
If the change will apply to all items on all pages, click the topmost "Select" box. Then click the "All pages" circle. Enter the percent or dollar change then choose the % or $ circle, then select the "Net US$ Future" or "Manufacture Sug. Price" circle.
If using the "Apply to" window, then the user must click the blue "APPLY & SAVE" button to apply the change and save the change.
NO COST CHANGES
If there are no cost changes for the time period, click the NO COST CHANGES box and then click the green SAVE CHANGES.
Print this page and Print all
The user may click either of these functions to display & print the item list; either by page or all the items.
Key at bottom of page
Each page lists 10 items. The user may move from page to page by clicking on the actual page number or clicking "next" or "previous". There is also a "first" and "last" page button; to get to the first and last pages.
A blue "H" that appears by an item denotes the item as a Hubert Branded item. Hubert Branded items are heavily advertised in our catalog(s) and watched closely to ensure competitive pricing.
Save Changes
Fields outlined in light blue signify information that the user is currently entering/changing; that have pending changes. These are defined as "My current changes in progress".
Fields outlined in orange signify fields that have been changed by the Hubert Sourcing Agent, since the most recent communication. These items are the most recently changed from the current negotiation process & are defined as "Their proposed changes".
The Save Changes button must be clicked each time anything is changed on a page and the user would like to log out, move onto the next page of items, move to a different tab, etc..
When the ITEM tab is completely finished, first save any changes by clicking the "SAVE CHANGES" button and then check the "Done with ITEMS Tab" box.
3. NAFTA Tab
This tab is similar to the Items Tab as it lists all the items Hubert purchases, but it only includes NAFTA information about the item.
If the Country of Origin is the United States, then the State code must be entered in the State column.
If Country of Origin is determined to be a NAFTA territory (US, Canada or Mexico) then the item is NAFTA Approved and should be check-marked. Please note the system will auto-fill this column depending on what is entered in the Country of Origin field.
The information should be reviewed for accuracy and corrected, if necessary. When complete, the authorizing person’s name and title must be typed in and the green SAVE CHANGES button clicked.
NAFTA Definitions
The user may “roll over” the column headings and definitions will appear.
Here also, are the definitions that may be useful.
COUNTRY OF ORIGIN is the country where an item is manufactured or where the majority of its components originate. The assembly of an item in a country does not render it as originating in that same country. If Country of Origin is US, the state where the product is manufactured is also required.
PREFERENCE CRITERIA CODE is the code which indicates to Customs how you determined the items’ Country of Origin. If the item does not originate in the US, Canada or Mexico, you are not required to enter a Preference Criteria Code.
A: Items originating 100% in the US, Canada &/or Mexico. In March 1994, “A” items were determined to be those originating from the land, sea or air. They must be in RAW FORM (ie: plants, oil, coal etc.) not in the form of a “finished product” (ie: plastic spoon, stainless steel tong, treated wood etc.)
B: Items that are determined to be originating in the US, Canada &/or Mexico, even if not all of the components of the final good are of US, Canadian &/or Mexican origin. The non-originating components cannot be more than 50% of the good and must be changed from its original form. (ie: Import a screw from Japan, shave of the threading and use it as a nail.)
C: Items that are determined to be originating in the US, Canada &/or Mexico, even if not all components of the final good are of US, Canadian &/or Mexican origin. The non-originating component(s) cannot be more than 50% of the good. However, the good does not have to change from it’s original form. Also, can be goods that originate 100% in the US, Canada &/or Mexico but are not in raw form.
4. CONTACTS Tab
The Contacts tab must be reviewed and the information confirmed. There are three Contacts listed: Main Contact (this is the person to whom the Supplier Connection information is sent), Customer Service Representative and Sales Management. Current contacts, if any, will be already be listed. Please review this information for accuracy and also complete any unfilled lines.
If the Customer Service and/or the Sales Contact is the same as the Main Contact, then click "Same as Main" and that Main Contact information will be the default information.
Please note the Main Contact is the person to whom this Supplier Connection information is sent. It is vitally important Hubert has the correct person and their correct e-mail & mailing addresses at all times.
When complete, click the "Reviewed and Confirmed" box and then "Save Changes". The system will automatically send the user to the Send Tab.
4. SEND Tab
When the Items and Contacts tabs are completely finished (having clicked the “Done with Items” from the Items tab and “Reviewed and Confirmed” from the Contacts tab) the system will automatically bring the user to the Send tab.
Type in the name and e-mail of the person authorizing the information that is being sent to Hubert. This is normally the person to whom the original e-mail from Hubert was sent.
Comments may be entered in the Comments window.
There is opportunity here for the Supplier to revise the Terms and any Rebate or Ad Allowance programs currently in place. They may be left as “No changes to existing programs” or mark “Proposed Changes” and enter the change details in the pop up window provided.
By clicking the green Send button at the bottom, that “Authorizing Person” is approving all changes (if any) on the Items and Contacts tabs. The information will be reviewed by the Hubert Sourcing Agent and will either be
1) accepted and if this is the case, the Supplier will receive a confirmation e-mail. The information on the Supplier Connection website will then be view only status until the next catalog negotiation time period.
Or
2) returned to the Supplier for further negotiations. The Supplier will receive an e-mail from Hubert that the Supplier Connection has been re-opened for them to review.
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