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SUPPLY CHAIN TRANSFORMATION: GUIDE FOR SUPPLIERS
PHASE 3
In Phase 3 , we send the data validation contact two spreadsheets to validate the item data . • Item Data Validation File – This Excel file lists all the item numbers we have in our system for the vendor. If the vendor has multiple vendor numbers, there will be a separate tab for each vendor number. Vendors are asked to confirm that the item is still active and is set up under the correct vendor number. They are asked to provide the item increment and minimum delivered code date and then review the item level details (UPCs, case pack, case dimensions, pallet pattern, etc.) and provide corrections if needed. • Missing Item Form – If the vendor sees items missing from the item data validation file, we ask that they enter the item information on this form so we can either correct any setup issues or work with the Category teams to have the item set up in the system. If no items are missing this form is not needed. • When the vendor returns these files, we review them for completeness and respond to the vendor with any questions. Once any issues have been resolved we will make any needed updates in our system. Timing The data validation team begins vendor outreach for data validation approximately 32 weeks prior to go-live. We allow a total of 15 weeks for completing all three stages of the process with all vendors in a facility. Individual vendors will be given deadlines for each phase as we work with them to complete the process. Data validation must be completed 17 weeks prior to go-live to support IT testing processes as well as to allow time for EDI setup and transaction testing. ELECTRONIC DATA INTERCHANGE (EDI) It is critical to seamless execution of facility transitions that EDI connections are established. Teams are reaching out to suppliers via email and direct calls to establish these connections. All suppliers are asked to provide correct EDI contacts via email to rbsesupport@retailbusinessservices.com . Once correct contacts are established, we will conduct the following testing. EDI Testing 1. All-Item PO Test: EDI team creates a test PO for all items using the production data set (not test environment) and sends to vendor. Vendor is required to positively validate the information sent and indicate if there are any discrepancies. Documentation of that validation email to be archived. All vendors are targeted to receive this test. 2. BICEPS PO/Invoice Test (test environment): EDI team creates a test PO in BICEPS, and the PO is sent to the vendor. Vendor returns corresponding invoice. EDI Test plans to intercept the invoice using a new report that will compare the invoice against the PO sent and report any errors. These invoices DO NOT go into Prompt (we need to keep extraneous transactions out of Prompt to not interfere with E2E testing). Any data errors will be communicated to the appropriate group for remediation. All vendors are targeted to receive this test. 3. E2E Testing (test environment): Some vendors may be selected for roundtrip (BICEPS to Prompt) PO/Invoice testing. This is to test the overall flow of transactions through various business test cases required by accounting. Vendors selected for this testing will be notified. Timing Time frames for EDI set-up and testing for each facility are listed in the facility-specific pages of the toolkit. Vendor Freight Allowance As ADUSA Procurement is sending purchase orders (POs) for facilities, some vendors are seeing a change in the way the freight allowance is displaying. The allowance appears at the item level, instead of the way it previously displayed at the PO header level. This is a change in the way information is displayed. It does not have an impact on the freight allowance. Please continue to process purchase orders as you normally would.
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