Sam s Club Data Synchronization Initiative

Transcription

1 Sam s Club Data Synchronization Initiative Frequently Asked Questions for Suppliers Version 1 March 2013 Copyright All Rights Reserved.

2 REVISION HISTORY Date Ver # Description of Change Author March 27, C. Allison, M. Teehee 28-Mar

3 TABLE OF CONTENTS 1 INTRODUCTION GENERAL DATA SYNCHRONIZATION QUESTIONS SAM S DATA SYNCHRONIZATION INITIATIVE General Questions Data Pools and Solution Partners PUBLISHING DATA TO SAM S Mar

4 1 INTRODUCTION This document is a compilation of questions, and their associated answers, relative to Sam s data synchronization initiative. This initiative is being rolled out to all Company and Company suppliers with Target Market = U.S. items. It pertains to suppliers in all categories. Please see a minor list of exclusions below. EXCLUSIONS Any items that meet the following criteria are considered ineligible for data synchronization with Sam s Club US. Items set up with an internal 40-type Global Trade Identification Number (GTIN) Items set up with a PLU aka 20-type GTIN Items set up in the following Sam s Club Categories: 25 - AUCTION 26 - E-BUSINESS MISC 30 - TRAVEL 35 - GAS STATIONS 65 SUPPLIER DISPLAYS 73 - COUPONS 75 DR FEES 81 EXTENDED WARRANTY 82 INSTANT SAVINGS 84 TAX OFFICE 87 - MEMBERSHIP 90 - PURGEABLE 97 - TBC SERVICES 2 GENERAL DATA SYNCHRONIZATION QUESTIONS Q: What is Data Synchronization? A: Data synchronization is the electronic transfer of standardized product and location information between trading partners and the continuous synchronization of that data over time. When this data is exchanged via a central global repository - GS1 Global Registry, it is referred to as Global Data Synchronization. Product information includes: Item attributes controlled by the supplier, e.g., Global Trade Item Number (GTIN), Size, Weight, Height, Brand, UPC code Location information includes: Global Location Number (GLN) Locations involved in trade such as company headquarters, billing departments, and ship-to addresses 28-Mar

5 Q: What is the Global Data Synchronization Network (GDSN )? A: The GDSN is an automated, standards-based global environment that enables secure and continuous data synchronization. This allows all trading partners to have consistent item data in their systems at the same time, ensuring that all parties in the supply chain are working with the same data. The GDSN helps to save time and money for all organizations by eliminating steps to correct inaccurate data. A: The GDSN enables the Global Standards One (GS1) Global Registry and a network of interoperable, certified data pools that enable data synchronization per GS1 System standards. Q: What are the benefits of synchronizing data through the GDSN? A: There are several benefits, including: Allows real-time item maintenance for specific fields Provides accurate, standards based, synchronized data that reduces inefficiencies in the supply chain Ensures dimensions are correct and stored at the each, case, warehouse pack, and pallet levels Q: What is a data pool? What is a GDSN-certified data pool? A: An entity that provides its customers data synchronization services and a single point of entry to the GDSN. A: Data pools must be certified per GS1 System standards to operate within the GDSN. Data pools interoperate with the GS1 Global Registry and each other. Example: 1WorldSync Data Pool. Note: 1WorldSync is wholly owned subsidiary of GS1 US, the not-for-profit standards organization for the United States. Q: Where can I find a list of GDSN-certified data pools? A: The GS1 website has a list of GDSN-certified data pools with contact information. You can find the list here Q: What is a company prefix? A: A company prefix is a globally unique number assigned to companies by GS1 Member Organizations (GS1 US in the United States) to create the identification numbers of the GS1 System. It is comprised of a GS1 Prefix and a Company Number. 28-Mar

6 Q: What is a GLN? A: GLN is an acronym for Global Location Number and refers to the globally unique GS1 System identification number for legal entities, functional entities, and physical locations. A GLN is comprised of 13 digits that together represent a GS1 Company Prefix, Location Reference, and check digit. Supply side trading partner locations generally include corporate headquarters, regional offices, warehouses, plants, and distribution centers. Demand side trading partner locations generally include corporate headquarters, divisional offices, stores, and distribution centers. Note: The Sam s Club US GLN is Q: What a GTIN? A: GTIN is an acronym for Global Trade Item Number and refers to the globally unique GS1 System identification number for products and services. A GTIN may be 8, 12, 13, or 14 digits in length, represented as GTIN-8, GTIN-12, GTIN-13, and GTIN-14, respectively. Q: What is a GPC code? A: GPC is an acronym for Global Product Classification. This code is an 8-digit number that represents a classification of products.. Global Product Classification is a required element of the global data based on attributes, and values and is a required element of the GDSN. Note: If you need a list of GPC codes contact your data pool (e.g. 1WorldSync). To request a GPC code to be added to standards, work with your data pool (e.g. 1WorldSync) or your Solution Partner to submit a change request. Q: Is data synchronization an Information Technology (IT) function? Does it require IT resources? A: Data synchronization is a business process that uses technology in its implementation. For a successful implementation, it is recommended to have executive sponsorship and technology resources allocated to this program. Q: Is data synchronization another term for Electronic Data Interchange(EDI)? A: No. EDI is used in the transmission of many e-business transactions, whereas data synchronization is the electronic transmission of standardized product and location information. Q: Does my merchants need to be involved with data synchronization? A: Yes, merchants play an important role in the success of this process. 28-Mar

7 3 SAM S DATA SYNCHRONIZATION INITIATIVE 3.1 General Questions Q: Why is Sam s implementing data synchronization? A: Sam s is implementing data synchronization to streamline its processes, focusing on improving supply chain efficiencies for Sam s and its trading partners. Sam s Club believes data synchronization provides tangible benefits for retailers and suppliers such as: Reduced errors for creation of items Increasing market share for early arrival of new items Increasing the efficiency of businesses Building the foundation for electronic collaborative commerce Q: Are all of Sam s suppliers required to implement data synchronization via the GDSN? A: Sam s is requiring most of its suppliers, including private label suppliers, to publish new item and existing items using The GDSN. EXCLUSIONS Any items that meet the following criteria are considered ineligible for data synchronization with Sam s Club US. Items set up with an internal 40-type GTIN Items set up with a PLU aka 20-type GTIN Items set up in the following Sam s Club Categories: 25 - AUCTION 26 - E-BUSINESS MISC 30 - TRAVEL 35 - GAS STATIONS 65 SUPPLIER DISPLAYS 73 - COUPONS 75 DR FEES 81 EXTENDED WARRANTY 82 INSTANT SAVINGS 84 TAX OFFICE 87 - MEMBERSHIP 90 - PURGEABLE 97 - TBC SERVICES Q: Is data synchronization being used in other countries for Sam s A: Sam s current focus is in the U.S. only. At this time only Target Market = U.S. items need to be synchronized. 28-Mar

8 Q: Does Sam s want my New Item publications before the sales call or after the Sam s merchant has agreed to carry my product? A: Sam s can receive New Item publications at any time. However, the Item Creation process inside Sam s Item Link should not be initiated until after the Sam s merchant has agreed to carry the product. Q: When should I send my Initial Load publications to synchronize items that are already set up in Sam s? A: Once you have been contacted by your Sam s Club Merchant/Buying Team to start Data Synchronization, you can send your Initial Load publications at any time. 3.2 Data Pools and Solution Partners Q: What is a GDSN-certified data pool? A: See section 2 of this document for answers to general data synchronization questions. Q: What/Who is 1WorldSync? A: A subsidiary of GS1 US, 1WorldSync supports and works with over 70 retailers and 14,000 suppliers of all sizes. To learn more about 1WorldSync and its services, visit or call , Option 1. Q: Do I have to sign up with 1WorldSync? A: Sam s has partnered with 1WorldSync, but each Supplier may select the data pool provider of their choice. If you are not currently using a Certified Data Pool, we recommend you get started right away by contacting the Sam s GDSN support at , Option 1. Q: How much does implementing data synchronization cost? A: Each data pool provider has their own fee structure. 1WorldSync fees are calculated based on your company's total annual revenue. Visit for more details. Q: If I have questions and need help who should I contact? A: Regardless of your data pool provider, please contact 1WorldSync customer support at technicalsupport@1worldsync.com or for all questions associated with GDSN or Sam s data synchronization initiative. Q: How do I know if I need to assign a new Universal Product Code (UPC) when I make changes to an existing product? A: Follow the GS1 Standards GTIN Allocation Rules. For example, if the consumer net content changes on the consumer unit packaging, then a new UPC must be assigned. For more information on GTIN Allocation Rules visit Contact your data pool for more information. 28-Mar

9 3.2.1 PUBLISHING DATA TO SAM S Q: My Buyer says I have to do data synchronization. How do I get started? A: Please see the Sam s Implementation Guide for more specific details regarding implementation requirements. Here are the steps to help you get started: Are you already subscribed to a Catalogue Provider? No Choose and setup your Data Pool account. All GDSN Data Pools are listed at: For more information, call 1WorldSync at Yes Contact Retail Link Vendor Access at , option 1, or you can them at vendoraccess@wal-mart.com; to request to be setup for a GDSN subscription Follow procedure below Q: Now that I am a GDSN subscriber, what are my next steps? 1. Enter your item information into your data pool provider s system. Obtain Education/Training from your Data Pool or Solution Partner Review GDSN Package Measurement Standards: Review GTIN allocation rules at See the Sam's Club Attribute Mapping spreadsheet for the valid attributes. Contact your Sam s Club Merchant to confirm that it is ok to begin publishing items to Sam s Item Link. 2. Publish existing items to Sam s Club: Publish the item as an Initial Load to Sam s Club US GLN: Note: If the Sam s System finds more than one item number per GTIN, then an item selection is required within the Publication Detail report. This report can be accessed by logging into Retail Link, go to Sam s Item Link, find the Publication Detail report. Select US as the Country > Choose your filters for the report > After any filter has been changed, click Retrieve or Retrieve to Excel 3. Publish new items to Sam s Club: Publish the item as New to Sam s Club US GLN: Note: Further steps are required within Sam s Item Link, before an item is created. Please contact your Buying Team for further direction. 28-Mar

10 4. Manage Confirmation Responses from Sam s Club. A Catalog Item Confirmation (CIC) is sent after the publication has completed Sam s System review process. If an ACCEPT CIC has been sent and the Publication Detail report is showing the status of Pending Supplier Data, then the supplier is required to provide more information within Sam s Item Link. If you receive a REVIEW or REJECTED status, then review the CIC details or access the Publication Detail Report to view the error(s). To access the Publication Detail Report go to Retail Link > Apps > Sam s Item Link > Publication Detail Report Select US as the Country > Choose your filters for the report > After any filter has been changed, click Retrieve or Retrieve to Excel If a SYNCHRONIZED CIC has been sent, then that item is synchronized and can be reviewed in Sam s Item Link. 5. Modify items that have been synchronized, via a New or Initial Load publication, through The GDSN. Subscribed attributes can be found on the Sam's Club Attribute Mapping spreadsheet, located on the 1WorldSync website, under Customers > Sam s Club on Locked attributes that have been published must be modified through The GDSN. Unlocked attributes can be modified through The GDSN or in Sam s Item Link by a Sam s Club associate. Note: Data changes may require approval by Sam s Merchants via Sam s Item Link. Access the Publication Detail report to check the status of your synchronization. Q: How does Sam s subscribe to my items? A: Sam s subscribes at the supplier GLN level and the U.S. target market code. Q: Can I maintain my items through GDSN? A: Yes, if your GTIN has been synchronized as an Initial Load or New item, and only for the attributes that have been subscribed to, as shown on the Sam's Club Attribute Mapping spreadsheet. This spreadsheet can be found on the 1WorldSync website, under Customers > Sam s Club on All other attributes that can be maintained by suppliers can be modified in Sam s Item Link. Q: What should I do if I have published my items but I do not see them in the Sam s Synchronization Report? A: Check with your data pool to ensure that your item publication was successfully transmitted to Sam s. If you continue to have difficulties, please contact 1WorldSync customer support at technicalsupport@1worldsync.com or for more details. Q: How long does it take for the data to show up in Sam s Item Link after I have published? 28-Mar

11 A: Once 1WorldSync has pushed data to Sam s (and assuming there is no backlog), you should see your publications or modifications in approximately 1 to 4 hours. 1WorldSync pushes data to Sam s every hour, on the half hour, Monday through Friday between 5:30 AM US Central Time to 6:30 PM US Central Time. Sam s will process it when it is received. Q: When can I expect to see the Catalog Item Confirmation (CIC Authorization)? A: After Sam s receives the published item or item maintenance it is subjected to Sam s validation and processing. The Catalogue Item Confirmation (CIC) is generated immediately after those rules are executed. If you have not received a CIC within 24 hours, please check with customersupport@1sync.org. 28-Mar