Essendant Account Notes – 06UCO, 06ESSART, 06ESSSUR, 04ESSCL

Contents

General Details

Customer Number(s): 06UCO, 06ESSART, 06ESSSUR, 04ESSCL

Orders Received: ☒ EDI ☐ Email ☐ Portal Import ☐ Fax

Ship From Location: 12^th Street

Planned Ship Date: ☐ From Order Date* ☒ From Customer Ship Date*

☐ From Cancel Date* ☐ Day(s) of Week

☐ EDI Mapped Directly

*If “From” logic: ☐ Add # days ☐ Subtract # days

Same Day Shipping: ☐ Yes Cutoff Time: N/A ☒ No

Ship Via: Customer Routing Guide – Pallet

Freight Code: Third Party Billing

Order Processing Schedule: Orders Received On: Monday PM/Tuesday AM; weekly

Orders Released On: Tuesday by 10:30am

Orders Shipped On: Wednesday of the following week

Customer Contacts: Sales Rep: Tom Pomatto: tpomatto@advantus.com Essendant Contact: Chris Taci CTaci@essendant.com

Damaged & Defective Terms: Customer has D&D terms

Backorder/Partial Line Handling: Backorders are allowed.

Order Confirmation Requirements: Confirmation sent via EDI

Changes/Cancellations to PO: Must be sent to ESS in advance to avoid Compliance Chargebacks.

Holiday Schedule/Requirements: ESS will usually double up on orders the week before a holiday.

Sales Order Processing

Approval Method: ☒ Auto ☐ Manual

Release Method: ☐ Auto ☒ Manual

Release Email Required: ☐ Yes ☒ No

Orders Must be Released together for pick jobs: ☒ Yes ☐ No

Validation Failure: Please list any common validation failure reasons and how to resolve.

PVs are confirmed by Sales Ops and discrepancies must be communicated to ESS. New item PVs should be communicated to Tom.

Customer Portal Process: If customer has portal, please detail when and how it is used in the order process.

N/A

Customer Specific Process: Please outline any unique processes performed for this customer by Advantus. (Examples: Optional fields valued with specific data,

BEFORE YOU BEGIN PROCESSING YOUR ORDERS:

Make sure that there are no hold notes on any orders before you begin the order process.

Price variances will be confirmed by copmarketing@advantus.com. If there are any price discrepancies that need to be approved by Essendant – let Kristine Kerkman (kkerkman@essendant.com) know first and wait for her response. If they are new items, ask Erin if Tom should communicate the pricing or if you should.
1. If PO price is correct: you do not have to do anything.
2. If PO price is NOT correct (and you have confirmed with Tom and Marketing that you should be the one that contacts Essendant):
  1. Contact ESS and let them know that there is a price discrepancy and tell her what the correct price for the item is.
    1. Kristine will let you know what to do and if there are issues she will contact Tom Pomatto and cc you on the email, or she will tell you to contact Tom (tpomatto@advantus.com).
    2. Once Tom confirms, to Kristine or to you, that they will accept the new cost (what marketing gave us), or other any decisions, you will update the cost of the item in Order Entry or follow their instructions.
Confirm any duplicate POs with EDI (Tory Thompson).

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STEPS TO FOLLOW:

If you have orders come in before 2pm on Monday, you can proceed with the steps below on the same day. If the orders come in after 2pm please complete these steps on the following Tuesday morning.

1. Open Sales Order Manager for each Essendant Account
2. Open the corresponding Customer Order Update (COU) for the accounts
  1. Go to the Customer Record
  2. Select Relationships
  3. Select the Hyperlink under the COU

Under the Sales Order Manager download the Excel File
1. Delete Columns in this order: A-B, F-I, G-H, I
2. Data Filter Column J (Hold Note)
  1. Check and see if there is anything that can be done for the hold on the account
    1. i.e. Credit Hold, Out of Multiple, Over Credit Limit
    2. Over Credit Limits can be removed without contacting AR unless specifically stated otherwise
    3. Out of Multiple issues tend to be a partial filled/shipped line
      1. Changed the partial line to Do Not Commit (DNC)
      2. If it is a partial shipped line contact Will to have the allocate status overridden
3. Repeat the process with Column K to make sure there are no other orders with hold reasons
4. Data Filter Column G (Validation Status); you should only see Passed
  1. If there are any fails double check the orders and what needs to be adjusted/corrected
5. Data Filter Column H (Allocation Status)
  1. Remove all the Pending Orders, Out of Orders that could not be fixed, Bill Onlys, etc.
6. Data Filter Column I (Release Status)
  1. Remove all the released orders
After all steps have been completed return to the COU page and refresh
1. Your excel sheet should have the same number of lines as the orders ready for release
  1. Remember to subtract 1 line from the total lines on the sheet due to the order header

In the COU select Edit
1. Check the Ready for Release Box
2. Add the shipping date
3. Save
Repeat this process for 06ESSART, 06ESSSUR and 04ESSCL
1. Side Note: 06ESSUR sometimes comes in with a ship date for day after the other orders. Please make sure you release it with same date as the other accounts.

FTF (First Time Fill) and OTS (On Time Shipping) Weekly Report

This report is sent to Shasta Melton (SMelton@essendant.com) and Eric Payne (EPayne@essendant.com) from Essendant with Tom Pomatto (tpomatto@advantus.com) CC’d

Every week we provide an FTF report to Essendant notifying them of any lines not fulfilled on that week’s orders. Orders are released on Tuesday, and we want to get this report to Essendant by Friday of that same week at the latest.

First pull up the FTF and OTS Template. It should look like this when blank:

Next you will want to open the 06UCO, 06ESSART, 06ESSSUR, 04ESSCL accounts in NS.

Start with the 06UCO account and click the Open SO Lines Only report.

This report will open in a new page on NS. Export this report to Excel.

Once you have this report open, filter Column D (Order Date) by clicking on the column header (D1) and typing LCTRL+LSHIFT+L at the same time. This should create an arrow that allows you to drop down and filter the results.

Unselect the dates for the orders that were placed that week (Monday or Tuesday) and hit okay.

Once those dates have been unselected you can delete all the remaining lines (Except for the column headers)

After they have been deleted the report should look like this:

Now you can select the dropdown for column D again and select the order dates for that weeks orders and hit okay.

Now your report will only show the orders from that week, which is what we will need for the FTF report. All previous orders should already have been accounted for in past reports.

Now, we can delete columns A (Status), B (Location), E (Order Release Status), F (OM Release Status), I-K (Ship To (or EDI 1), Original Customer Ship Date, and Planned Ship Date), N (Item Description), P (Lifecycle Status), Q (Product Category), U-Z (Commit, PO Unit Price, Amount, Inner Qty, Master Qty, and Quantity Billed).

These are all extraneous to what is need for the report. Please be advised that as you delete columns the column letters will change so please make sure you are deleting the proper columns.

In the end you should be left with Columns A-J as shown below:

Column H reflects the order qty on original import. Column I reflects the current qty requested on the order. There can be a difference in these if an 860 was issued to adjust the qty for the order.

Now filter column J and unselect 0 and (Blanks). The remaining lines should be all the lines with qty committed. Now delete all lines where the Qty Committed (Column J) matches Columns H/I (Column H if there have been no changes to qty from the customer and Column I if the qty was changed). This will remove all of the fully committed lines which are not needed for the FTF report.

If any lines have a qty in column J that is not zero but does not match column H/I then it is a partially fulfilled line and will be included on the FTF report.

Now filter column J again and add back in the Zero and Blank quantities.

This should now be all the lines that need to be included on the FTF report.

Now you can highlight D2 and E2 and hit LCTRL+LSHIFT+The down arrow on the keypad. This should highlight all lines in these columns without including the header.

Now paste these lines onto columns F+G on the FTF report.

Now back on the NS Open Lines Report Highlight All of Columns F+G with the header included and paste on columns H+I on the FTF report. This will add the item number and customer item number to the report.

Next create the header for Column J on the FTF report as Estimated Availability Date.

The result should look like this:

For column J you can now add the expected restock date for the backordered items. If one is not listed on the item page reach out to the buyer for an ETA.

Repeat the process for the 06ESSART, 06ESSSUR, 04ESSCL accounts and paste their information in columns F+G under the lines for 06UCO.

You can separate these accounts on the FTF report using column A.

The vendor number for 06UCO is 0118, for 06ESSART it is 0440 and for 06ESSSUR the vendor number is 2722. Please note that Excel does not like numbers beginning with 0 so you may need to add an ‘ in front of the 0 for it to show up. ( ‘0118).

Once all the lines for columns F+G have been added to the FTF report for every account and the ETA’s have been added the report is ready to send out.