Hibbett Sports Transportation Management System Route Request Guide V.1.0. November 2012 HIBBETT SPORTS ROUTE REQUEST GUIDE: V1.

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1 Hibbett Sports Transportation Management System Route Request Guide V.1.0 November

2 Table of Contents Background 3 Lead Time Components 3 Logging In 4 Vendor Dashboard 5 Vendor News Portlet 6 Vendor Manage Locations Portlet 6 Routing Request Portlet 10 Background 10 Choosing Ship points and Requested Ship Date Screen 1 10 Truckload Drop Trailer Screen 1 10 Purchase Order Information Screen 2 12 Shipment Loading Characteristics Screen 3 13 Shipment Status 16 Routing Instructions 16 EDI 856 (Advance Ship Notice) Mapping Change 19 Frequently Asked Questions

3 Background Hibbett Sports is implementing improvements in its transportation planning and execution processes designed to reduce transportation expense and broaden their visibility of inbound freight. Vendors shipping inbound freight collect to Hibbett Sports currently complete Routing Requests through the Hibbett Sports traffic website ( Once Hibbett Sports moves to the new TMS (11/29/2012) all vendors shipping inbound freight collect will complete Route Requests for ALL collect shipments and will do so using Hibbett Sports online Transportation Management System (TMS). Lead Time Components The Hibbett Sports TMS Vendor Dashboard is designed to improve the vendor s ability to provide the Routing Requests that are required at least 24 hours prior to the Order Cancel Date - 3 -

4 Clarifications to Lead Time Components: - Requested Ship Date can be two days prior to the First Ship Date (DNSB) - The Requested Ship Date can be within the Order Ship Range (DNSB DNSA) - If the Requested Ship Date is equal to the Cancel Date (DNSA) it must be submitted the previous business day at the latest - Requested Ship Date does not have to be the same time as First Ship Date Logging In To log into the Hibbett Sports Transportation Management System, click on the following link: Your User ID is your address. Your initial Password is password until you update it after your initial log in. PLEASE CHANGE YOUR PASSWORD IMMEDIATELY UPON YOUR INITIAL LOGIN. If you cannot remember your password, please contact trafficdept@hibbett.com. Once logged in, to change your password click Edit User Preferences (pictured below). Under user preferences you will see your user information in the Edit User section. Click change password to update your password. There are no restrictions on characters, length, or type of password you enter. After changing your password, please edit any user information that is incorrect or incomplete. The other sections on this screen (Add Quote Screen and Add Shipment Screen) are disabled; content in/from those sections is not required or used.) - 4 -

5 Vendor Dashboard Once logged in to TMS, you will be in your Vendor Dashboard. Your dashboard will contain 4 portlets: Vendor News, Vendor Manage Locations, Routing Request and Shipment Status. These portlets will provide you with the functionality needed to submit a Routing Request as well as track the status of previous requests - 5 -

6 To return to the main dashboard screen after using one of the four portlets, click on File Dashboard Vendor News Portlet The Vendor News Portlet contains relevant news items that will assist vendors with the use of the TMS. Examples of documents included in the portlet are the Route Request Training Guide, Carrier Contact Sheets, Facility Notifications, training videos and much more. Note: To download files from Vendor News, click on the paper/pencil icon left of each hyperlink and make sure your pop up blocker is disabled. Vendor Manage Locations Portlet The Vendor Manage Locations Portlet contains your origin ship point locations and will be the portlet used to add new locations to TMS. Users will have the ability to update a location with operational hours and ship point contact information by clicking on each location s blue hyper link. Providing contact information and operational hours (appointment times) will ensure that your PO s are scheduled correctly. Failure to provide contact information will limit the carrier s ability to schedule appointments at your facilities

7 To add new ship from locations to TMS, click the follow the steps outlined below. button in the top left corner of the portlet and Step 1: Enter Location Type/Name The Type input field will always indicate Vendor and cannot be changed. The Location Code input field will automatically contain your six digit vendor ID number prefixed with HB. To proceed to Step 2 you must add a two-digit ship point number to the end of the vendor number listed in the Location Code field and you are encouraged to continue the sequence of your existing locations number format. If you click Next before adding a two-digit number to the end of the location code you will receive the following error message: Location Code must include your Customer Acct Number (already present) plus a two digit ship point number of your choice. For example, HB

8 Your company name as displayed in TMS is an acceptable Location Name. Step 2: Enter Address The address information indicated in Step 2 will be sent to the designated carrier, and it is very important the information submitted here is accurate. Please take the time to double check the address fields pictured above to ensure all carriers are sent to the correct location. The following fields are required before reaching Step 3: Address (Line 1) City Zip Step 3: Enter Contact Information - 8 -

9 The contact fields in Step 3 will default to your current User information but can be adjusted. Please note, if you do choose to change the contact information in Step 3 the Contact Name, Phone and are required fields. If the contact at your location ever changes the information can be updated by clicking the blue hyperlink next to the location on the main screen of the Vendor Manage Locations portlet. Step 4: Enter Comments / Shipping Hours The final step in the add location process includes a free form text field for any comments relevant to the Hibbett Sports transportation planning team or the selected carrier. For example, if the entire warehouse takes lunch from 12-1 PM EST you can add this to the comments field to deter carriers from scheduling appointments during time. The Earliest and Latest Appointment times are required fields and will also be sent to carriers. It is important these fields display the correct times as carriers will attempt to schedule appointments accordingly. Once you have added the required information in Step 4 click the Save Location button and you will be moved back to the main screen. Please take the time to review your new location and confirm the information is correct. Any information added from Steps 1-4 can be updated at any time simply by clicking the blue hyperlink at the main screen for the specific location and navigating back through the steps. If you have questions about the Vendor Manage Locations portlet please contact trafficdept@hibbett.com for assistance

10 Routing Request Portlet Background The Routing Request Portlet will be used to complete shipment requests for Hibbett Sports. The process for creating requests will require vendor s to input key shipment detail necessary for Hibbett Sports to plan and schedule your pick-ups. This section will walk you through the process to create requests, however if you need additional clarification, please visit the Vendor News Portlet and download the Route Request Training Video. Choosing Ship points and Requested Ship Date Screen 1 The first step in submitting a Route Request will be to choose an origin location. The origin locations available in the drop-down list will be the same locations as in the Vendor Manage Locations Portlet. If your desired ship from location is not on the drop-down list it can be added through the Vendor Manage Locations portlet. Click on the Origin drop down box to select the location you will be shipping your orders from. The location address and contact detail will auto-populate based on the detail in the Vendor Manage Locations Portlet. Please note, the contact detail can be edited in this section and will be the contact sent to the carriers when they are scheduling pickups. Truckload Drop Trailer Screen 1 The next check box is optional and should be used only by locations already set up with Hibbett Sports as a drop trailer location. All other vendors may proceed to the next step

11 To complete this step, select the check box if your Route Request will consist of a full TL trailer dropped at your yard. After selecting the box, a reference field requesting the trailer number will appear. Enter the appropriate trailer number in this field. Request Ship by Date Screen 1 The last step on Screen 1 is to provide a Request Ship by Date. This date cannot equal the current date and must be the next business day at the earliest. If there are any issues regarding the Request Ship by Date less than 24 hours from the current date and time, please contact trafficdept@hibbett.com. There are two ways to add the Requested Ship Date: 1. Click the small calendar next to the date field and then select the date. 2. Manually fill in the date in the required format (DD/MM/YYYY) and select a time from the drop down. OR

12 After you have added the appropriate information regarding the origin location, truckload drop trailer and request ship date/time, you will press the Next button to move to the next step. Purchase Order Information Screen 2 Upon reaching Screen 2 all POs available for routing will be displayed automatically. The following details will be listed per PO: Destination Location, Do Not Ship Before, Do Not Ship After and PO Number. POs will automatically be displayed in Screen 2 if the following criteria are met: PO is active, not cancelled by Hibbett Sports The PO s Do Not Ship Before Date (DNSB) is within two days of the Requested Ship Date entered in Screen 1 The PO s Do Not Ship After Date (Cancel Date) is greater than 24 hours from the current date and time The PO s Do Not Ship After Date is greater than the Requested Ship Date entered in Screen 1 If your PO is not displayed upon reaching Screen 2 please double check the Cancel Date and the DNSB to confirm the PO should be available for routing based on the indicated Ready Date from Screen 1. If you are still unable to locate your PO on Screen 2 please contact trafficdept@hibbett.com. If you wish to display a single PO for routing use the Search function by entering the PO Number and clicking the Find button. To select a PO for routing click the check box next to the PO. Multiple POs can be selected for a single request but must have the same destination location. If the check box is selected for multiple POs with different destinations the following error message will be displayed: Only POs with the same destination can be selected for a single request. Once the appropriate PO(s) have been selected you will have the ability to provide specific information for the Route Request. The following fields are all required and fully editable: Qty Cartons, Weight, Cube and Freight Class. Please note the Freight Class will always default to 100 but can be changed

13 If an error appears when you attempt to move to the next screen, you must fix the problem before the request can be submitted. Listed below are the possible issues when submitting PO information: - Qty Cartons / Weight / Cube / Freight Class contains non-integers - Two different destination locations are selected for a single request Once you have provided all PO information necessary for the Route Request and have no errors, press the next button to move to the last step of the process. Shipment Loading Characteristics Screen 3 This will be the last step of the Route Request process where you provide summary shipment information like special instructions, loading method, total quantity, total weight, total cube, as well as contact information. Please note, total quantity, weight and cube will auto-populate from the information provided in the previous step but will be editable

14 The Special Instructions field is optional. Special Instructions should include detail that will assist in the planning of your Route Requests. If your PO quantity is larger than one full trailer load, it must be split into multiple Routing Requests (a full trailer load equals 45,000 lbs and / or 3,300 cube). An example of a special instruction could be: This is a Full Truckload and Requires 53 Trailer. Loading Method options are provided in a drop down box. If you choose Floor or Pallets, the quantity text field below will be updated and be renamed to what is selected. If Pallets are selected as the loading method, a stackable field will populate with the options to select Yes or No. Depending on the loading method and whether or not you check stackable, the cube will be automatically calculated. Floor Cube is calculated by the sum of the PO cube from the previous screen Pallets (non-stackable) Cube is calculated by the number of pallets routed X 125 Pallets (stackable) Cube is calculated by the number of pallets routed X 62.5 If the pallets are over-sized, adjust the cube according to your pallet dimensions and quantity. Floor loaded (Cases) Pallets (Non-Stackable) Pallets (Stackable)

15 The quantity, weight and cube fields will sum the PO line information from Screen 2. If the summed totals are incorrect, you can adjust the weight, quantity and cube manually by inputting the correct values in each field. Manual Adjustment The contact information auto-populates to your selected origin location contact, however it can be edited. It is important to note that this address will be the recipient of all system generated Routing Instructions. If you need to add a recipient, you can do that in this field by separating the e- mails with a ; and a space. For example: user1@supplier.com; user2@supplier.com When finished entering shipment characteristics, you will hit the Request Routing button to complete the Routing Request. The final screen will display confirmation that the request was completed. It will include the Shipment ID for the Route Request submitted. Please make sure to document this number for future inquiry in the Shipment Status Portlet. Click Okay to refresh the Route Request Portlet

16 Shipment Status The Shipment Status Portlet provides shipment visibility from Route Request through delivery. To locate your PO s, input the corresponding date range in the Latest Pick-Up From and To date fields and click Find. You can also filter the results further by clicking on the various TMS statuses. Shipment Status Portlet Route Request details are included in the blue hyperlink under the Pri Ref column for each of the PO s you have routed. Clicking on the blue link will move you to a Shipment Summary document that contains details about your Route Request including: Origin, Destination, Dates, Items, Carrier, Events / Status Messages, References, Special Instructions, Contacts, etc. Routing Instructions Upon Requesting Routing for your PO s, Hibbett Sports will plan your PO and provide you with Routing Instructions via . Routing Instructions contain the Load ID, Carrier assigned to the load and the PO detail for the load built. Routing Instructions will also contain the UPS Small Package Account number if your PO is Booked small parcel. Each Route Request will receive an individual Routing Instruction document. It is possible to receive multiple Routing Instructions for the same Load ID due to consolidation. In the event you do receive multiple Routing Instructions with the same Load ID, it is imperative the shipments are physically consolidated on the same load using the Load ID assigned. The Load ID also must be included on your BOL as either the BOL # or in the special instructions on your BOL

17 If you do not receive Routing Instructions via , you can also download them from the Shipment Status Portlet. To view the Routing Instructions in TMS, click on the blue link under your PO number. Once in the Shipment Summary, Click Documents and your Routing Instructions will be displayed*. Selecting the Print or Documents section in the tab below will enable you to download your PO Routing Instructions

18 Routing Instructions Document *Please note that the Routing Instructions are not finalized until the shipment is in a Booked Status. The Routing Instructions should only be used to verify that the shipment information is correct if the status has not yet reached Booked

19 EDI 856 (Advance Ship Notice) Mapping Change The following change will be required for any vendor shipping collect freight to the Hibbett Sports distribution center and using the new Hibbett Sports online Transportation Management System (TMS). Violation charges will be assessed after a 2 month grace period. The Hibbett Sports Load ID must be sent in the REF*AO segment of the EDI 856 (ASN) at the shipment level (additional REF01 & REF02 required) (example below). The Hibbett Sports Load IDs are assigned as soon as the PO is booked with a carrier, and is provided in the Routing Instructions document sent to the contact address supplied when the request for routing is submitted in TMS. The Routing Instructions can also be viewed using the Shipment Status Portlet located on the Hibbett Sports TMS Vendor Dashboard. The Hibbett Sports Load ID will always start with HIB followed by seven digits (Example: HIB ). Updated ASN (856) mapping requirements are now on our website at Sample ASN with Load ID segment: ST*856* BSN*00* * *0401*0001 HL*1**S TD5*****UPG REF*BM*19E REF*AO* HIB If you would like to send a test transmission or if you have any questions please contact, Portia Pierson at edi@hibbett.com or Frequently Asked Questions Shipping Parcel - All route requests, including parcel size requests must be completed through the Route Request Portlet. The shipment quantities that will be considered for parcel must be less than 25 cases and less than 300 lbs. If you request routing indicating pallets, the Routing Request will be planned with a freight carrier (LTL or TL). - After receiving parcel Routing Instructions, the vendor will be responsible for contacting the parcel carrier and setting up the pickup appointment. TMS will not contact the parcel carrier to set up your appointment

20 - If you do not have an account set up with UPS, you will need to set up an account before you can print a label and schedule an appointment online. You will not be billed to set up an online account. - When setting up your appointment with UPS, indicate the shipment is to be billed Third Party and input Hibbett Sports account number; available in the Vendor News Portlet in TMS. Submitted Route Request Information - Vendors may request changes to their Route Requests after they have been submitted by contacting trafficdept@hibbett.com. o If the Route Request is not yet on a load, please request to have the Route Request deleted so that you can re-submit routing. o If the Route Request is already on the load, please send the updated information for the Route Request including the new case/pallet/slip sheet quantity, weight and cube. - Vendors can verify all of the information that has been submitted, including weight, cube and count, by pulling up the Routing Instructions in the Shipment Status Portlet