Sulyn: Hobby Lobby Retail (List Price) Change Process

Hobby Lobby Retail Changes Process

Overview: Hobby Lobby requires their inventory to be pre-priced with their current retail. Hobby Lobby will sometimes change the retail on existing items and are not consistent in how they communicate these retail changes to Advantus and Sparrow.

Notification styles:

1. Notification in advance – No open POs
2. Notification in advance – Open POs
3. Surprise method (Our favorite 😉 – NOT!)

Parties involved: 

Process Overview by Style:

Notification in advance – No open POs

1. Laura G receives notification of a retail change and will forward the email and list of items to all parties.
2. Laura R or Catalina enter a Pricing Add/Change Task and notify the group once the task has been completed.
3. Sparrow team works on artwork updates.
4. Sparrow team provides factory with new artwork.

 *** To keep things easier for Laura G when sending out communication, DI Purchasing will be included in this email but will not be required to do anything since there are no open POs***

 Notification in advance – Open POs

1.  Laura G or DI Purchasing receive notification of a retail change and forward the email and list of items to all parties
2. Melissa reviews the request and confirm to the group that the change is valid and can be completed
3. Laura R or Catalina enter a Pricing Add/Change Task and notify the group once the task has been completed
4. Sparrow team works on artwork updates
5. DI Purchasing:
   1. Confirms to Hobby Lobby that the retail change has been confirmed and accepted
   2. Updates the sales order confirmation in NetSuite
   3. Resends updated sales order confirmation to Hobby Lobby
   4. Using the original PO email, notifies the factory that there has been a retail change and that the Sparrow team will provide artwork. Include:
      • Advantus Item #
      • Hobby Lobby Item #
      • Advantus Description
      • New Retail

Surprise Method – New Retails on POs

1. DI Purchasing receives Data File from Hobby Lobby with new Purchase Order
2. DI Purchasing enters sales order in NetSuite
3. DI Purchasing validates that Data File retails and NetSuite retails match
4. DI Purchasing notifies parties involved in this process that we have retail discrepancies. Include:
   • Advantus Item #
   • Hobby Lobby Item #
   • Advantus Description
   • Data File Retail
   • NetSuite Retail
5. Melissa reviews the request and confirm to the group that the change is valid and can be completed
6. Laura R or Catalina enter a Pricing Add/Change Task and notify the group once the task has been completed
7. DI Purchasing:
   1. Confirms to Hobby Lobby that the retail change has been confirmed and accepted
   2. Updates the sales order confirmation in NetSuite
   3. Rechecks Sales Order Confirmation and validate that Data File retails and NetSuite retails match
   4. Resends updated sales order confirmation to Hobby Lobby
   5. Using the original PO email, notifies the factory that there has been a retail change and that the Sparrow team will provide artwork. Include:
      • Advantus Item #
      • Hobby Lobby Item #
      • Advantus Description
      • New Retail

Surprise Method – New Retails on Artwork Changes – ADDED 11/28/2023

1. Sparrow receives updated artwork from Hobby Lobby
2. Sparrow reviews artwork for retail changes and notifies parties involved that we have new retails.
   1. Include:
      • Advantus Item #
      • Existing Retail
      • New Retail
3. Laura R or Catalina enter a Pricing Add/Change Task and notify the group once the task has been completed
4. DI Purchasing waits to process any new POs for these items until price tasks have been completed