Online GDR System VENDOR USER GUIDE

Transcription

1 Online GDR System VENDOR USER GUIDE APRIL 2008

2 TABLE OF CONTENTS 1 OVERVIEW THE LIFE CYCLE OF A GTIN DISCREPANCY TICKET STATUS LOGGING INTO THE ONLINE GDR SYSTEM ACCESSING ONLINE GDR SYSTEM THE WELCOME PAGE & MAIN MENU OPTIONS NOTIFICATION SEARCHING FOR TICKETS ADDING NOTES VIEWING NOTES CLOSING TICKETS IMPORT PENDING AND PENDING CLOSE STATUS CLOSED STATUS GDR REPORT RETRIEVEING GDR REPORT EXPORTING SEARCH RESULTS TO MICROSOFT EXCEL Online GDR System Page 2 of 16

3 Process Flowchart START Retailer submits a new discrepancy is sent to vendor and GS1 Canada Support GS1 Canada Support reverts the ticket status back to «Open» if necessary Vendor adds a note indicating that the discrepancy has been resolved is sent to vendor and GS1 Canada Support is sent to retailer and GS1 Canada Support is sent to retailer and GS1 Canada Support NO Retailer verifies that changes are correct GS1 Canada Support verifies that changes are correct NO GS1 Canada Support adds a note indicating that the discrepancy is outstanding YES YES Retailer adds a note indicating that the discrepancy is outstanding Retailer adds resolution notes and updates the ticket status to Closed GS1 Canada Support updates the ticket status to Pending Close END Online GDR System Page 3 of 16

4 1 OVERVIEW The Online GTIN Discrepancy Reporting System (Online GDR System) is an interactive, online message board and tracking system for resolving product data errors reported by your trading partners. The Online GDR System simplifies the GTIN discrepancy reporting process by allowing you to: Access a master list of GTIN discrepancies, 24 hours a day, 7 days a week Track the status of GTIN discrepancies Exchange notes with your trading partners to resolve outstanding issues Extract information into Microsoft Excel for customized analysis. 1.1 THE LIFE CYCLE OF A GTIN DISCREPANCY TICKET STATUS Stage 1: OPEN Status Once a trading partner submits a discrepancy ticket, it is assigned the Open status. notifications are automatically sent to the default contact person (usually the Catalogue Captain) of the vendor company and GS1 Canada Support. Upon receipt of the notification, the vendor can log in to the Online GDR System to review the discrepancy details and respond to the trading partner by adding notes regarding the reported discrepancy. Stage 2: IMPORT PENDING Status Once the corrected data has been uploaded and is ready to be imported, GS1 Canada Support changes the incident status to Import Pending, and adds a note to confirm the date when the correction would be available to trading partners. Stage 3: PENDING CLOSE Status When the corrected data is confirmed to be available to trading partners, GS1 Canada Support changes the ticket status to Pending Close and adds a note to request that the trading partner review the changes and close the ticket. Stage 4: CLOSED Status Trading partners are responsible for verifying the corrected data and changing the ticket status to Closed to confirm that the discrepancy has been resolved. When a ticket is closed, an automatic notification will be sent to the default contact person (usually the Catalogue Captain) of the vendor company. Online GDR System Page 4 of 16

5 2 LOGGING IN TO THE ONLINE GDR SYSTEM The Online GDR System is accessed through GS1 Canada s members only website, by following the steps below: (a) Visit (b) Enter your Username, Password and Company ID. (c) From the Main Menu, click on Tools and GTIN Discrepancy Reporting (d) On the next webpage, click on Click here to access Online GDR System. Online GDR System Page 5 of 16

6 Online GDR System Page 6 of 16

7 3 ACCESSING THE ONLINE GDR SYSTEM 3.1 THE WELCOME PAGE AND MAIN MENU OPTIONS Welcome to GDR System! John Smith Company ABC The Online GDR System s main menu displays the following options: Home Allows you to return to the Online GDR system s main menu Search Ticket Allows you to search for tickets using individual search criteria GDR Report Allows you to search for tickets using combined search criteria Logout Allows you to log out of the Online GDR System Online GDR System Page 7 of 16

8 3.2 NOTIFICATION In the Online GDR System, each discrepancy report represents an incident ticket. Once a ticket has been submitted by a trading partner, the default contact person of a vendor company receives an notification (see example below). From the link provided on the notification, the vendor will be directed to to log in to access the Ticket Searching menu of Online GDR System. Online GDR System Page 8 of 16

9 3.3 SEARCHING FOR TICKETS From the Ticket Searching menu, you can perform searches using different criteria, including: Search Criteria Description Ticket No. Enter the ticket number as a numeric value (e.g. 92) GTIN Enter the full GTIN number as a numeric value GTIN Description Enter the GTIN description on the notification Notes Updated Specify the date range during which notes were added to the tickets Ticket Create Date Specify the date range during which the ticket was created Retailer Name Specify the Retailer/Trading Partner who issued the ticket Problem Type Select the appropriate problem type from the drop-down menu Incident Status Select the appropriate Incident status from the drop-down menu 1. Check off the appropriate option and enter/select the search criteria in the appropriate field, and click on Search to display the search results. Welcome to GDR System! John Smith Choose the appropriate search option Company ABC Click on Search to display the results Enter/Select the search criteria 2. Click on the Ticket No. to view the ticket details Online GDR System Page 9 of 16

10 Click on the Ticket No. to view the ticket details 3.4 ADDING NOTES The Add Notes function is the sole method of communicating among trading partners, GS1 Canada Support and vendor companies. All communication between vendors, trading partners and GS1 Canada Support is facilitated through the Detail section of the Online GDR System not by direct and/or reply s. This approach ensures that the history of all communications is stored in one centralized location and can be referred to quickly and easily. Once a discrepancy has been addressed, the vendor must add a note to inform the trading partner and GS1 Canada Support of the pending resolution. notifications are then sent to the trading partner and GS1 Canada Support, notifying them that a note has been added to the ticket. Notes may include the following types of scenarios: Vendor specifies the steps required to resolve a given issue Vendor notifies that the issue is resolved Vendor requests/provides additional information Trading partner requests/provides additional information Trading partner notifies vendor/gs1 Canada Support that a given issue is still outstanding GS1 Canada Support requests/provides additional information. Online GDR System Page 10 of 16

11 Notes are added by following the steps below: 1. Search for a given ticket using the Ticket Searching menu. 2. Click on Ticket No. to view the ticket details. Click on Add Notes to add notes for the retailer and/or GS1 Canada Support 3. Click on Add Notes. Type in your comments in the Note section and click on Submit 3.5 VIEWING NOTES Notes added by the trading partner, the vendor company, and/or GS1 Canada Support are stored in the Detail section. Access the Detail section by following these steps: 1. Search for the ticket using the Search Ticket function. 2. Click on Ticket No. to view the ticket s details. 3. Click on Detail to view existing notes. 4. Review the notes that have been added and, if necessary, respond by adding another note. Online GDR System Page 11 of 16

12 Click on Detail to view existing notes Review notes that have been added by the retailer, the vendor and/or GS1 Canada Support Online GDR System Page 12 of 16

13 4 CLOSING TICKETS 4.1 IMPORT PENDING AND PENDING CLOSE STATUS When first submitted, a ticket is assigned an Open status. Once the vendor confirms that the discrepancy has been corrected, GS1 Canada Support will review and confirm the changes before updating the status of the ticket to one the following: Import Pending The vendor notifies that a change has been made. However, the change is still not available in the trading partner s environment because it is pending export/import Pending Close The change has been imported to the trading partner s environment for review by the trading partner, who must confirm whether the issue has been resolved or is still outstanding. If GS1 Canada leaves the ticket status as Open, then it means that the discrepancy is not resolved by vendor s correction. GS1 Canada Support will add a note clarifying what needs to be completed. 4.2 CLOSED STATUS The trading partner is responsible for making the final decision of whether a given discrepancy is considered resolved. This will be confirmed by the trading partner, as they change the status to Closed. Closed - The change has been verified by the trading partner who has confirmed that the issue has been resolved. The vendor will receive notifications confirming that an incident ticket has been resolved. Online GDR System Page 13 of 16

14 5 GDR REPORT 5.1 RETRIEVING A GDR REPORT The GDR Report allows combined search, where searches can be set up by using two or more of the following fields: Date Range (when the ticket was created) Problem Type Vendor Name Ticket Status. 1. Enter the appropriate search criteria for the GDR report and click on Show Report Enter/Select the search criteria Click on Show Report 2. The report displays the number of GTIN Discrepancy Reports matching the criteria. Number of tickets matching the search criteria 5.2 EXPORTING SEARCH RESULTS TO MICROSOFT EXCEL The search results from Ticket Searching and GDR Report menus can both be exported into Microsoft Excel. 1. Click on the Export to Excel link located on the top right side of the search results. Online GDR System Page 14 of 16

15 Click on Export to Excel to show search results in Microsoft Excel 2. Choose whether to Save or Open the Microsoft Excel report. Once the data has been exported to Microsoft Excel, it can be manipulated to generate statistics and reports for analysis. Online GDR System Page 15 of 16

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