JoAnn Wyla (46JOAW)

Important Links:

• 46JOAW Report: https://5050497.app.netsuite.com/app/common/search/searchresults.nl?searchid=5969

• Orders out of MOQ: https://5050497.app.netsuite.com/app/common/search/searchresults.nl?searchid=6683&whence

• Sales Order Manager – Customer Service https://5050497.app.netsuite.com/app/site/hosting/scriptlet.nl?script=1807&deploy=1&compid=5050497&script=1807&deploy=1&compid=5050497&whence=

• Customer Item Numbers https://5050497.app.netsuite.com/app/common/search/searchresults.nl?searchid=4140

• Customer Orders to Inventory https://5050497.app.netsuite.com/app/common/search/searchresults.nl?searchid=6141

Key Notes

• Customer DOES NOT accept backorders – Release all orders at 100%
• You will not email JAS directly, but let Charlene reach out to JAS instead

Your contact is: Charlene Wilkins – cwilkins@wyla.com

Charlene’s Fabric contact is: Katrina Sigmund – sigmund@joann.com

• Start working on fabric orders on Thursday, one week before ship date
• Start working on new orders as soon as they are received (usually Tuesday)
  • Orders can come in at any time, with the largest day being Tuesday
  • Tulle Spool orders come in every other Tuesday
• Orders will be released up to 2 weeks in advance
• Must be released by the Friday that is one week before the ship date
• We can only ship once per week per DC
• Most orders will have a ship date of Friday. If they do not, the shipping date on the order needs to be changed to the Friday before the cancel date
• Example: If we receive an order with a cancel date of Wednesday, June 6th, the shipping date needs to be changed to Friday, June 1st
• Order Changes (860s) can be sent at any time
• You will also make changes based on email confirmation from Charlene, or by confirming qty changes on the JOA Portal
• You must manually adjust Active Fashion and Active Seasonal items up or down 3% based off of QOH

JOANN PORTAL

Reasons to use the portal are:

• Confirming a quantity change to a PO that is in the ship window (so we aren’t going to receive an 860, so we would want to check the portal to confirm the update)
• If you are working on a backorder report and you need to see the status of an item on a PO
• The portal cannot be used to check for pricing changes—we cannot see that information

Logins are provided by JoAnn – if you need on assigned, let Charlene know and she will as JoAnn

• https://gateway.joann.com/idp/startSSO.ping?PartnerSpId=VendorPortal
• VEN_GTOLLOK
• V45G4*#jEwX729e
• To view information on a PO, click “Reporting” at the top of the screen.

• This will open a new tab
  • Click “PO Detail” at the top of the screen
  • Here, you will search by the PO# (Ctrl+f) and click on that PO# to view the order details
  • You will search for an item by the Article #, not the Advantus WYL #
  • Look at the Order Qty, Receipt Qty, Open Qty and Status on the line of the item
    • If the Status says “Open”, it means that have not received any or all of the Qty Ordered, or have not cancelled it in their system
    • If the Status says “Complete” and the Open Qty is 0 (meaning that the Receipt Qty matches the Order Qty) this means that they received all of this item
    • If the Status says “Complete” and the Receipt Qty is 0 or is less than the Order Qty, that means that they have canceled the backordered quantity on their end

Order Issues Process

• If new orders do not fill 100% (active items), you must create an Order Issues spreadsheet based on the order date
  • To check if they fill, use Customer Service Order Manager, add 46JOAW as the customer, and enter order date to filter. If any are listed as “Pending” or “Partial” allocation, we must do an Order Issues spreadsheet
  • If all new orders have “Full” allocation, send an email to Charlene, and copy Emily, Katelyn, and Bruce
    • Subject: “46JOAW Order Issues – Received xx.xx”
    • Let everyone know the orders received on specified date all filled
• Order Issues Spreadsheet
  • Step One: Order Detail Issues (Open Sales Order Detail Issues, Joann), Joann
    • Use filters
      • Customer #=46JOAW
    • Order Date or Planned Ship Date
      • Planned Ship Date: range must be the Friday ship date THROUGH the following Thursday so that all ship dates are included (JoAnn mostly has Friday ship dates, but sometimes a random date the following week will happen, so we want to include those)
    • Export Results
      • Add column ‘Needs Review’=X
  • Step Two: Open Sales Order Detail, 46JOAW
    • Use filter
      • Order Date or Planned Ship Date
    • Export Results
  • Step Three: Consolidate Results to Open Sales Order Detail, 46JOAW Export
    • Delete columns
      • Status
      • Order Release Status
      • Order Line
      • View Order
      • Location
      • Order Date
      • CSD
      • Commitment Priority Date
      • Days to Ship
      • Customer
      • Unit Price
      • Total Amount
      • Inner Qty
      • SHW Qty Avail
      • SUA Qty oh Hand
      • SHW Avail +SUA On Hand
    • Use Vlookup to identify items not filled in full
      • Remove lines with #N/A
      • Sort by item number, then DC
        • Priority is DC04, DC01, then DC06
      • Subtotal
      • Filter for ‘Total’- bold and color line
      • Find and Replace the word ‘ Total’
        • Be sure to include a space before “ Total” otherwise Vlookup in later steps will not work.

• Step Four: Break into Tabs by PSD (if doing order issues based on new orders/order date – otherwise there will only be one PSD tab).
  • Step Five: Pull in Unallocated Qtys (Unallocated Qtys by Item & PSD, 46JOAW)
    • Export Results.
    • Pivot table, sum by item & PSD.
      • Remove months (ungroup if Excel grouped together – format should be xx/xx/xx).
      • Add to database as a tab.
      • Copy/paste date headers into main worksheet.
      • For PSD order issues, delete date columns AFTER ship dates.

• Vlookup
  • =VLOOKUP($E5,’Unallocated Qty’!$A$1:$Q$211,2,0).
  • $ place look on row value only for item number & row and column for table array.
  • THEN drag over to the remaining columns (so $ will transfer).
  • ***(red flag if unallocated qtys have N/A).
  • Use on each PSD tab.
  • Copy, paste special values.
  • Step Six: Incoming Supply (Open Supply Transactions by Item & Location, Wyla).
    • Export Values.
    • Pivot Table.
    • Sum by Item and Expected Available date.

• Drag pivot table worksheet over to working spreadsheet, save remaining worksheet as new excel for Charlene.
  • S:\Customer Service\Craft & Hobby\WYLA\1.JAS Problem Orders
    • Create new “Orders Received” or PSD folder to save files.
  • Save As: “Incoming Supply Docs for xx.xx.xx Orders Received.”
  • Copy/paste incoming supply date headers over to each PSD worksheet.
  • Vlookup:
    • (edit formulas to be same as unallocated) – edit first column then drag over, edit others.
  • Delete date columns AFTER ship dates, then columns that have all 0s.
  • Change all #N/A s to0 (not uncommon to have NAs in incoming supply – IS a red flag if unallocated qtys have N/A).
  • Now color code for each incoming supply date:
    • Christmas Green- if arriving 3 or more weeks before PSD.
    • Lime Green is arriving 2 weeks before PSD.
    • Yellow if arriving 1 week before PSD.
    • Orange if arriving same week as PSD.
  • Step Seven:
    • Insert Supply in numerical order, but PSD you are working on is always last.
  •  – vlookup for incoming supply.
  •   – add dollar signs (same as unallocated qty), drag over for rest of row – edit dollar signs for other columns.
    • Sum net avail before unallocated for that PSD.
    • Add net avail after that PSD.
    • For any positive values, go through 1^st and write “none” as action to take.
  • Note any lines on an SO that had nothing allocate to the entire SO.
  • Review inventory of item conversion comment.
  • Save As:“46JOAW xx.xx.xx Received – Order Issues – Pending CW.”
  • Change any “Action to Take” cell with Close/Change action to red, bold text.
  • Email to Charlene, copying Katelyn and Emily.
• Once Charlene responds, she will note whether those changes are okay to make. Proceed with any SO edits in Netsuite to make all changes.
• Once changes are made in NetSuite, they can be made on the JoAnn portal.
• Respond to Charlene’s email and confirm all changes have been made, attaching the final spreadsheet.