Contents VENDOR PORTAL TRAINING MANUAL... 3 ACTIVITY REPORT EMAILS... 3 AT A GLANCE... 4 UNPROCESSED ORDERS- NON EDI VENDORS... 5 ORDER PROCESSING OPTIONS... 6 UNPROCESSED ORDERS- EDI VENDORS... 10 OPEN/PAST DUE ORDERS (NEED TRACKING)... 10 AUTO-POPULATED TRACKING... 12 SEARCH/REPRINT ORDERS... 14 INVOICING INFORMATION STANDARD (NOT VIA SUPPLIER PORTAL - CURRENT)... 14 INVOICE UPLOAD VIA SUPPLIER PORTAL... 15 OPEN SERVICE ISSUES... 16 CANCELLATION PROCESS - CUSTOMER INITIATED... 16 CANCELLATION PROCESS - VENDOR INITIATED... 17 CLOSED SERVICE ISSUES... 20 RETURNS TO AUTHORIZE... 20 DEBITS VS. CREDITS... 20 RETURNS RECEIPT... 21 CLOSED RETURNS... 21 INVENTORY MANAGEMENT... 21 ADVANCED INVENTORY MANAGEMENT OPT IN... 22 STANDARD INVENTORY MANAGEMENT... 23 INVENTORY CSV DOWNLOAD... 23 INSTRUCTIONS... 24 INVENTORY CSV UPLOAD... 25 PRICING UPDATES... 26 PO PRICING UPDATE STATUS... 27 INVOICE AND PAYMENT REPORT... 27 TRAINING TUTORIAL... 27 SUPPLIER REFERENCE SITE... 27 ROUTING GUIDE... 27 1 P a g e
VENDOR COMPLIANCE STANDARDS... 27 UPDATE COMPANY INFO... 28 MESSAGE ARCHIVE... 28 CHANGE PASSWORD... 28 CONTACT US... 28 LOGOUT... 28 QUESTIONS... 28 2 P a g e
Hayneedle, Inc. Vendor Portal Training Manual For Drop Ship Vendors Below are a number of retail industries best practices that our vendors should follow that will facilitate the following: Improved Sales Supply Chain Efficiency Receipt and Customer Order Accuracy More Rapid and Accurate Vendor Payment Reduced Compliance Issues Vendor Portal Training Manual The Hayneedle Vendor Portal Training Manual will walk you step-by-step through each area of the Vendor Portal. This manual will demonstrate just how simple this tool is to use, even before receiving your first order from Hayneedle. Please take some time to review the manual and contact VendorOperations@hayneedle.com to let us know if areas remain unclear. Please note that all policies, procedures and training documents apply to all Hayneedle, Inc. drop ship orders. This includes but is not limited to: hayneedle.com, Hayneedle niche sites, and PlumStruck.com/Marketplace orders. Activity Report Emails Each day that there is activity through your Hayneedle account, you will receive an Activity Report email notice informing you of the type of activity such as a new order or customer service issue. The subject line will read: Important! Hayneedle Orders / Issues These emails will be sent at 2 pm and 6 am (CST) to alert you of all open and new Hayneedle activity. If you do not receive an email, then no action needs to be taken, however we still recommend to check the Vendor Portal every few days to ensure no new issues have come through. Within the email there will be a link directing you to the login page of the Vendor Portal. It is very important that you pay close attention to the Activity Report emails at the early stages of your relationship with Hayneedle. Once you become familiar with Hayneedle and start to receive greater volume of orders, you will likely begin logging into the Vendor Portal on a daily basis instead of waiting for the daily activity emails. 3 P a g e
At A Glance Your Vendor Portal Training Manual offers the At A Glance feature (seen on the page below) making it easy to access multiple functions of the Vendor Portal, as well as providing an overview of: Unprocessed Orders Open Orders Past Due Orders Unresolved / Open Customer Service Issues Returns to Authorize Returns Receipt By clicking on the Quantity ( Qty ) associated with each field, or by clicking on the link in the left hand navigation, you can easily proceed through each of your daily functions. 4 P a g e
Unprocessed Orders- Non EDI Vendors The Unprocessed Orders screen displays all new orders, the item(s) ordered and a date that the order needs to ship. This date is based on the fulfillment lead-time that your company has committed to meet for this item. If the order will not be able to ship by this date, please update the date on this page where indicated. Doing this will send an automated email to our customer notifying them of the delay. NOTE: If you receive a new order for an item that is currently backordered, out of stock or discontinued, go ahead and print the order. If the item has an expected in-stock date, indicate that by updating the ship date of the order before printing. Once you have reviewed the New Order information and updated any necessary shipping dates, simply click the Confirm Checked button at the bottom of the page. The following page will let you confirm any date changes. After doing so, click Confirm Orders button. Once that is done, hit Confirm Batch and you will then be shown links where you can access your CSV file, PO and packing slip information. If the order will never be able to ship, do not change the date before printing the order. After printing the orders, go directly to the Inventory Management screen and select the affected skus and select continue. On the next page you can update the status of the skus and mark them as in stock, out of stock and discontinued and change the expected availability date of the item (if changing status to out of stock). A list of affected orders will appear on the next page. From here, this function will allow you to update the individual order(s) so if an order cannot ship, you will indicate that from the affected orders page and click on the check box VENDOR CAN NOT SHIP. See Inventory Management section for more information. 5 P a g e
Order Processing Options The Order Processing Options screen allows you to contact Hayneedle to receive information on batch processing your orders. Batch processing allows you to process multiple orders at one time versus processing each order as a single line item. This tool allows you to download and process multiple orders using filters you chose. Once you click on the link, you will be directed to the following page: Simply fill out the information on this page and someone from our Operations Team will contact you to get you started on batch processing. We will also want to know if you would like to use our PO# as your invoice number or if you would rather manually enter your own invoice #. Once opted into batch processing, you will then see the following screen after selecting the Order Processing Options link At this point, you can enter the filters, if any, you want to use in order to sort your orders. If no filters are chosen, all of your current open orders will be displayed to batch on the next screen. 6 P a g e
You can also choose to print the orders, download them into a CSV file, or both. Once you have entered all your criteria, click the Set Order Processing button to continue. On this page, you will see all the orders that met your filtering criteria. You will be asked to update the committed ship date for the entire batch. Once that is done, select Confirm Batch and you will then be shown links where you can access your Batch Order CSV file, PDF POs and/or Packing Slip & Batch Invoice Spreadsheet information. (Please ensure you open each link in a new window as you will not be able to navigate back to this page after you have left.) 7 P a g e
From this page you can select a link to open your files. Selecting the Batch Order CSV will allow you to save or open your batched order CSV file. (If you open the file before saving it, you MUST format the Customer Reference number as a number. If you save before formatting this field properly, the reference number will truncate and you will not be able to retrieve it.) 8 P a g e
From here, you can also download your packing slips As well as a Batch Invoice Spreadsheet. Once you click on the Batch Invoice Spreadsheet link, the above file will open for you to adjust pricing as needed. You will need to be sure to add an invoice total to this page. Please do NOT add any functions to this spreadsheet as these will not allow the invoice to upload. At this point, if you elected to use your own invoice number, you would manually enter it in the PO# field. If you chose to use our PO# as your invoice number, the PO# will be auto-populated into the invoice number field. Upon returning to the At a Glance page, if you have batched the entirety of your open orders, you will see that the Unprocessed Orders is now at 0 and the Open Orders quantity has increased by the number of POs that were just printed. 9 P a g e
Unprocessed Orders- EDI Vendors If you are receiving your orders by a form of EDI, you are still required to process the new orders so that they fall into the open/past due section of the Vendor Portal. Failure to do so can result in a poor customer experience. Open/Past Due Orders (Need Tracking) These pages will display all orders that have been printed/confirmed and are awaiting tracking information. Orders whose committed ship dates have passed (Past Due) will be highlighted in pink. Clicking on the quantity next to the Past Due orders on the At A Glance page will let you view the same information as the Open Orders page. Please note that all orders must ship complete unless specifically directed otherwise by someone in Vendor Operations. If an order contains more than one item and a portion of an order can not ship as scheduled, do not ship the remainder. To let Hayneedle and the customer know of a delay, you will need to update all items in the order through this page. The Open/Past Due Orders page has four primary functions - update orders committed ship dates, enter tracking, print PO s and pack slips and re-print PO s and pack slips. To perform one of these actions with 10 P a g e
one or more Open Orders, first select the order(s) you wish to modify by clicking the check-boxes to the left of the item(s) and then select the appropriate button at the top or bottom of the page. First, let s look at updating committed ship dates.click the box next to the orders you want to change and hit update order details at the bottom of the page. Next, click the box next to ship date to select the future date that the item/order will be ready to ship and hit continue. This change will then be immediately communicated to our customer. After updating the order s committed ship date, you will see that the specific SKUs contained in the order(s) are listed at the bottom of the page. By clicking on the Inventory Management link from this page, you will be led through the process of updating the status of the SKUs themselves. The resulting page will show you all currently open orders that contain those SKUs. You can then update additional orders that haven t yet been updated. ***Please note- If an order is not shipped within 60 days after its original committed ship date, you will be responsible for issuing a Cannot ship thru the vendor portal. Any compliance fees associated with this will be the vendor s responsibility. *** Another function from the Open Orders page is the ability to manually enter tracking. To do this, first select the carrier from the drop-down menu. If in the unlikely event that the carrier is not in the drop-down list, enter the carrier in the open field next to the drop-down. Next, select the date the order actually shipped by clicking the box next to the current date and selecting the date from the calendar. Lastly, enter the tracking number for each item. If more than one line item shipped in the same box or on the same waybill, enter the same tracking number in each field for that order. If you have multiple tracking numbers and fewer fields, just enter as many tracking numbers as you have fields for. After the tracking is entered, the order will disappear from this page. 11 P a g e
NOTE: Please be aware that all tracking information entered into this page is automatically sent to our customer. Please do NOT enter any information other than actual tracking into these fields. The final functions of this screen is the ability to print PO s and pack slips and re-print PO s and pack slips. To do this, simply select which orders you want to print/reprint, scroll to the bottom of the page and click on either Reprint PO s/packing Slips or check the box next to Print Packing slips ONLY. Auto-Populated Tracking When you ship a Hayneedle order we require that you use our preferred carriers and indicate to bill 3 rd party via the account numbers provided to you on the purchase order and/or the most recent Routing Guide. By following the specific guidelines on the Routing Guide, such as shipping on Hayneedle s 3 rd party account and referencing the purchase order number in the reference field, the tracking should automatically populate the customer s order and send an email letting them know their order has shipped. This will save you some administative work and ensures timely information is sent to all customers with tracking for their highly-anticipated shipment. It is the vendors responsibility to verify that tracking has been automatically applied. If it was not, manual tracking will need to be entered by the vendor within one business day. Small Package Shipments: Hayneedle s preferred small package carrier is Federal Express. We ask that all shipments weighing less than 150lbs be shipped via FedEx and billed to Hayneedle s 3 rd Party account. There are three services to be aware of when shipping FedEx: FedEx Home less than 70lb FedEx Ground Residential more than 70lb FedEx Overnight or 2 nd Day Must call FedEx for separate pick-up FedEx gives you 2 options for creating airbills: FedEx Online FedEx Ship Manager Regardless of the method chosen, your company must first establish an account with FedEx. If you do not already have an account, one can be easily set up either online at FedEx.com or by calling them tollfree at 1-800-GoFedEx. 12 P a g e
FedEx charges a small pick up fee that is the vendor s responsibility to pay. This fee varies depending on time of day the pick up is scheduled, the way it was scheduled (by phone or online) and number of pick ups scheduled. By simply assuring that each shipment identifies Hayneedle s PO number in the reference field, Hayneedle and the customer SHOULD automatically receive pick-up and tracking information for the order. For you, this means that you should NOT have to manually enter the tracking numbers through the Vendor Portal and the order disappears from your Open/Past Due Orders page. However, it is the vendor s responsibility to make sure tracking has been applied within one business day of shipment. Any compliance fees associated with this will be the vendor s responsibility.*** To the Door LTL: For all LTL shipments, Estes Forwarding Worldwide is Hayneedles carrier. Please see routing guide for instructions on how to be set up as a Hayneedle shipper with Estes For all questions pertaining to the routing guide, please contact the Hayneedle transportation department at transportation@hayneedle.com. White-Glove/Room of Choice: For shipments that are listed to ship as White Glove/Room of Choice, Home Direct is Hayneedles carrier. Please see routing guide for instructions on how to get set up as a Hayneedle shipper with Home Direct USA. For all questions pertaining to the routing guide, please contact the Hayneedle transportation department at transportation@hayneedle.com. NOTE: The purchase order and routing guide will supercede the Vendor Portal vendor training manual. 13 P a g e
Search/Reprint Orders This feature enables you to search for and reprint purchase orders and packing slips of any orders that have previously been printed. The exception to this process is cancelled orders. If an order has been cancelled in the Hayneedle system, it will not be visible and you will not be able to retrieve it. Orders can be retreived by: Order Date Order Demographics Shipped Date Vendor SKU Invoicing Information Standard (Not Via Supplier Portal - Current) Invoices will not be processed and paid by our accounting team if tracking has not been entered into the order. For this reason, if the tracking did not auto-update, you will be required to manually enter this tracking via the Vendor Portal by the method outlined in the Open/Past Due orders section. Invoices must include the following information to ensure timely processing: Each PO must be on a separate invoice Ship to name and address for the customer Purchase Order number Date Shipped Item detail for product(s) Remit-to address for vendor Any other miscellaneous data related to order Standard Invoices can be submitted for payment using any of the following methods: Email (preferred): United States Postal Service: accountspayable@hayneedle.com Hayneedle, Inc. Attn: Accounts Payable 9394 West Dodge Road St #300 Omaha, NE 68114 Fax: (402) 715-3480 If this is transmitted to any other fax machine, your invoices may not be paid in a timely manner. 14 P a g e
Invoice Upload Via Supplier Portal We now give our vendors the option to download and upload invoices electronically as a CSV format to save both time and paper. Please see Batch Processing Manual for information on how to download your invoice file. While batching your orders, you will now be prompted to download an invoice CSV file which you can then save and edit with your pricing. After your orders have shipped, you can then invoice Hayneedle for the orders. Please make sure you add the ship date, invoice number (if applicable), any further pricing information (if applicable) and an invoice total to your CSV file and save before uploading. (Please remember, you can NOT add any formulas to this spreadsheet as it will cause an error in the upload.) Follow these steps to upload your invoice file into the Vendor Portal: Under Operations select Invoice Upload. Select Browse to find your saved file you wish to upload and click the Upload Invoice button. If there are any errors in your invoice file, you will receive an error message similar to the one pictured below, advising you of what the error is. If your invoice goes through successfully, you will be directed to a confirmation screen. 15 P a g e
Open Service Issues When a customer contacts Hayneedle with a customer service issue requiring vendor response or action, a Customer Service Request is opened by the Hayneedle representative and is accessible from this screen. If a red exclamation point (!) is present on a line item, that means a note has been added by Hayneedle to an issue that you have previously addressed. Clicking the view/edit button will open a new window with all the details of the issue. The Add Notes field is for your comments or instructions related to the specific issue. These notes will appear on the customer s order in Hayneedle s system and will be acted upon by our customer service rep. Please note that a ticket can only be closed by Hayneedle unless the request is for a cancellation. Cancellation Process - Customer Initiated If a customer is asking that their order be cancelled, we will create a request and send it through the Vendor Portal. You will be prompted to cancel the order through the Portal. If you are able to cancel the order, it is now necessary that you click the YES radio button next to the Accept Line Cancellation Request? message. When accepting the cancellation, you are confirming to Hayneedle that the order is cancelled and will not be shipped. If you are unable to cancel the order, you will select the NO radio button and it is also a requirement that you enter a note. If you do not enter a note, you will be prompted to go back and do so. 16 P a g e
Cancellation Process - Vendor Initiated If a vendor finds that a certain item cannot be shipped to a customer, the following steps need to be taken to cancel the order from the vendor portal: 1. Click on the Open/Past Due Orders link 2. Click on your item number under Vendor Sku 3. Click the Update Sku Status button 17 P a g e
4. Scroll to the right and check the box under Cannot Ship and then click the Update affected orders button. *You will now be redirected to the Customer Service/Open Issues section.* The cancellation process will not be concluded until the following steps have been completed: 5. To the far right, click the viewed/edited button. 18 P a g e
6. You will be asked Accept Line Cancellation Request? 7. Select the Yes radio button 8. Add the note Cannot Ship in the notes field, followed by your initials 9. To complete the cancellation, click the submit button. 19 P a g e
Closed Service Issues This screen enables you to look back at customer service issues and the details surrounding them. This information can be retrieved by: Customer Name Vendor SKU Order Number Date Closed Disposition Returns To Authorize When a customer contacts Hayneedle to return an item, whether it is for a buyer s remorse return or a defective return, you will be alerted to the return through the Vendor Portal. The return will authorize automatically in our system with a preassigned RMA number. These return lines will go directly to the returns receipts section. Once the RMA has been created, you will see it represented in the quantity field next to Returns to Authorize on the At a Glance page. Clicking on this quantity will take you to this page, where you ll see an individual line item for all RMAs requiring authorization. You will be able to see the date the RMA was created, the customer, the reason the customer wishes to return and what they want to return. You will notice that the Hayneedle RMA is in an open text field showing an auto- generated 13 digit return number. Then, when you click the Authorize RMA button, the customer will automatically receive an email with return instructions. They will be instructed to return it to your warehouse location with the RA number printed on the outside of the box. Debits vs. Credits In April 2007, Hayneedle introduced their debit memo process. What this means is that your company will not have to spend the time issuing a credit memo when Hayneedle is due a credit. Hayneedle will, instead, send you a debit memo with full detail of the credit amount and outline the issue resulting in the credit being due. The debit memo document will be sent either with the payment of a current open invoice or prior to the deduction, so that you are aware that it will be coming. Hayneedle will follow a thorough process of researching each credit to ensure that all debit memos are correctly applied and in accordance with your company s agreed-upon terms with Hayneedle. In the rare event that a vendor researches and finds a potential error in the processing of a Debit Memo from Hayneedle, please review the debit letter that you received. We understand that your company may have certain processes in place that might require you to still issue a credit memo, however we ask that you do not send the credit memo to us so that we can reduce any unnecessary duplicate deductions and disputes. 20 P a g e
Returns Receipt This screen displays all returns that have been authorized and are awaiting receipt acknowledgment by your company. After a return has been received, please select the disposition of the return from the dropdown menu and click Submit. After a return has been authorized, the return will move down to the section named Returns Receipt. After the return has been received at your warehouse, you will return to this page to indicate that it was received and the disposition. Do not close this out until you receive the item back to your facility as this will then in turn issue credit to our customer. If you think this return was created in error, contact a Vendor Coordinator and ask them to make the correction. The disposition of the receipt is very important as this also drives customer communication and any refund that may be associated with their order. Closed Returns The Closed Returns function enables you to retreive the details of a previously authorized and received (or otherwise closed) return. Inventory Management The Inventory Management screen provides you with a list of all of your company s SKUs currently being offered on any Hayneedle web site. This function allows you to manage your inventory so that we re able to sell only those items that are currently available. This page allows you to see the current stock status of each item as it appears in our system. If an item is set to Out of Stock, it is not available for sale through Hayneedle. If it is set to On Backorder, it is available for sale but with a stated in-stock date. Please pay close attention to ensure these dates remain accurate. To make changes to one or multiple items status, click the check-box to the left of the item(s) and click Continue. (You can select as many items as you wish to update.) Important: We ask that you update your inventory list at least once a week. Our system will prompt you to do so every Thursday before displaying the At a Glance page. NOTE: We've identified your top-selling items through any Hayneedle site. You ll notice that your inventory list is sorted with your top-selling items at the top of the list. Please give these items your most frequent attention. We understand if you re unable to update all inventory items each week, but we ask that you always keep the highlighted items current. You ll also notice that you have the ability to sort your inventory list by any column you wish by clicking the arrows at the top of each column. 21 P a g e
Once you have selected the items to update, the next screen will provide drop-down menus enabling you to update the stock status, expected availability date and fulfillment lead-time. Changing an item s status will directly impact this product s availability on Hayneedle web sites. If an item is changed to Out of Stock or Discontinued and has open/unfulfilled orders associated with it, a list of these orders will be displayed on the sebsequent page. NOTE: Even if the stock status of an item isn t changing, but you need to update the Committed Ship Date, please do the following: 1. Select the item(s) - click Continue. 2. Click the Update SKU Status button on the following page without making any changes. 3. Update the applicable Committed Ship Dates and click Update Affected Orders. A new committed ship date must be provided for each of these orders. Any change you make on this page will either be sent directly to our customer, or alert Hayneedle so that we may update the customer. If the customer is unwilling or able to accept the delay, Hayneedle will contact you to cancel the order. If the order cannot be fulfilled at all, check the Cannot Ship box. By selecting "Cannot Ship", you are notifying Hayneedle that this item will never ship. Please ensure this item is cancelled in your internal system. This item will be cancelled by Hayneedle and removed from the Vendor Portal. Hayneedle will assume no liability, financial or otherwise, should this item actually ship, and a compliance debit could be assessed. Advanced Inventory Management Opt In The Advanced Inventory Management Options screen now allows you to sign up to more efficiently manage your 22 P a g e
inventory for Hayneedle through a CSV upload. CSV upload processing will allow you to process multiple changes to your inventory at one time, versus processing each change manually through the vendor portal. This tool will allow you to download either a csv template to manually fill in your information, or a csv with all of your current skus. If you choose to download a csv with all of your skus, you will then be able to make any needed changes to your inventory prior to uploading the csv into the portal. After all changes are made, you will have the ability to upload the csv to process multiple updates at one time. When you click on the Advanced Inventory Management Options link you will see the following screen: Simply fill out the information on this page and someone from our Vendor Operations Team will contact you to get you started on advanced inventory management. Standard Inventory Management Currently, our inventory management page allows you to make changes to skus line by line. This option is still available for those vendors that wish to continue updating their inventory this way. Inventory CSV Download Once opted in to Advanced Inventory Management, you will be directed to the following screen: 23 P a g e
At this point, you will be prompted to download a Template or a Full CSV. If you select Download Template : A blank template will be downloaded & all columns will need to be manually entered. You will need to add the corresponding Hayneedle sku, UPC, your item # & all other information. Hayneedle recommends using the Full CSV option to avoid manually hand keying all information & reduce any errors. If you select Download Full CSV : All your current Hayneedle skus will be populated. From here you can update the information to change your items inventory status. Ensure you check all columns to verify Hayneedle has your current sku information. Please note: The UPC column will need to be formatted as a number before saving the file, each time the sheet is opened. Please also be aware, the downloaded sheet will list all items with a 0 in the Stock Quantity column. If you only need to change the stock status of only a few skus, please find the skus you need to change & delete the rest. Any item left on the sheet with 0 in the Stock Quantity column will be changed to out of stock. Instructions Instructions on Electronic CSV Inventory File Upload Functionality: Tip: Hayneedle highly recommends utilizing the Download Full CSV option (instead of Download Template option.) Formatting the file: In the Product Availability Date column, the date needs to be in the following format: yyyymmdd (Option: HHMM) 24 P a g e
In the Stock Quantity column, ensure ALL cells are populated with a positive value (greater than zero, unless the item is Out of Stock) In the Scheduled Inventory Amount column, ensure ALL cells are populated with a positive value (greater than zero) If information for the Vendor UPC, Scheduled Inventory Amount, Product Availability Date is not available, the values in those columns are not required If your team downloads the inventory file in Excel (.csv) ensure the UPC column is formatted to a Number (no decimals, no commas) upon download and BEFORE saving the file and uploading back to Hayneedle s Vendor Portal. (You must format this column as a number EACH time that you open this file before saving.) Ensure the file format is in a Comma Delimited File (CSV file) format or a Notepad File format (ensure you save file with a.csv extension, NOT.txt) upon saving the updated Inventory File (BEFORE upload) Updating Inventory: If downloading a full csv, your Stock Quantity column will automatically be populated with 0. To report an item as In Stock, ensure there is a positive (greater than zero) quantity in the Stock Quantity column To report an item as Backordered, ensure the Stock Quantity column = 0 (zero) and the Product Availability Date column contains a date that is 14 days or less, from the file submission date To report an item as Out Of Stock, ensure the Stock Quantity column = 0 (zero) {Note: If Product Availability Date is available, please enter that date in the file as well} If an item is Discontinued/Inactive, exclude it from the CSV file and manually update the item s status on Hayneedle vendor portal site Inventory CSV Upload Once you have made the changes to your skus & saved the file on your computer, you can then upload the file. To upload your inventory CSV file, log into the Vendor Portal & under Operations select Advanced Inventory Management. 25 P a g e
Select Browse to find your saved inventory CSV file format & select the file you wish to upload & click the Submit button. If there are any errors in your inventory file, you will receive an error message similar to the one pictured below. You will need to follow the link to download the CSV Error File to view the errors & identify the skus that did have errors. Please follow the directions to update your original file & correct your errors. Please note: If you have any errors in your spreadsheet, no changes will be processed, even on those skus with no errors. If your inventory goes through successfully, a confirmation message will be displayed. Pricing Updates If you have a mass update or a yearly pricing update, you can use this template to give us the pricing updates. Once this has been uploaded, Hayneedle will review the pricing and update our pricing accordingly. Our company does require 30 days to update any pricing changes. It is very simple and easy to update the pricing for your products, simply follow these step by step instructions: Step 1) Select Pricing Template which will include a list of all of your items available at Hayneedle. Step 2) Go to your downloaded/saved pricing template/document and make changes accordingly Step 3) Save the file with updates 26 P a g e
Step 4) Return to Vendor Portal Step 5) Select Pricing Updates link on left navigation Step 6) Select Send Pricing Updates and attach your saved updated file from your computer ***New columns have been added to this page. You can now see your UPC, Current Inventory Cost, New Inventory Cost, MAP Pricing and MSRP pricing.*** NOTE: Please only submit the Pricing Template provided. PO Pricing Update Status This page will allow you to view the status of the request, as well as the status of the PO and any notes from the reviewer. Again, please continue to process the order independent of price change requests so as not to affect the customer s expected delivery date, as well as your performance score. Invoice and Payment Report The invoice and payment report is intended to assist each vendor in reviewing previously paid invoices. This report is currently updated every two weeks. Training Tutorial This training tutorial was created to walk you step-by-step through every area of the Vendor Portal. We ask that you view this material in its entirety as a new vendor. You will notice that the table of contents, at the front of the manual, lets you link directly to the section that you wish to review. If something remains unclear after reviewing the manual, please feel free to contact vendoroperations@hayneedle.com. Upgrades will be communicated to you by a NEW starburst beside the link. NEW Supplier Reference Site This link will take you to our Supplier Reference Site which includes copies of our EDI information, Contact Information, Compliance Program Information and several other important documents. Routing Guide The Routing Guide is a very important document that outlines how to ship Hayneedle s customer orders. This guide will detail Hayneedle preferred carriers, when you need to use these carriers based on package dimensions and weight, the 3 rd -party account numbers to bill the shipments through and how to contact each carrier to schedule pick-ups. We ask that you forward this document to the appropriate individuals that will be shipping Hayneedle orders. Vendor Compliance Standards This link will take you to a copy of our Vendor Compliance Standards. The compliance guide outlines the requirements that we have of all vendors that partner with Hayneedle, Inc. Please review this document with your Hayneedle buyer. If you have any additional questions contact compliance@hayneedle.com. 27 P a g e
Update Company Info This is a convenient way to notify Hayneedle of changes in address or contact information, or to update our information for your key contacts. Some changes will update just as soon as you make them, while others will alert Hayneedle that you ve requested an update so we can make the actual change. NOTE: When you change your orders contact email, this will also change your login email for the vendor portal. Message Archive Any messages you may receive from Hayneedle over the Vendor Portal will be stored in this area. This will allow you to easily refer back to messages, if needed. Change Password Enables you to change the password needed to login to the Hayneedle Vendor Portal. This change will happen just as soon as you make the request. Contact Us Clicking on this link will bring up an email window, addressed to Hayneedle Vendor Coordinator. Logout You can log out of the Hayneedle Vendor Portal by clicking this link or simply closing your browser window. Questions Please contact vendoroperations@hayneedle.com with any questions or concerns. WELCOME TO THE HAYNEEDLE TEAM!! 28 P a g e