Table of Contents ecommerce...1 SmartSync...9 Electronic Data Interchange (EDI)...11 ebusiness Partnerships...13 ebusiness Integrated Solutions...17 In today s hectic business world, we are faced with the challenge of having more work, often with less support. There is an expectation that the work will be conducted faster than ever before, while generating an increasing level of productivity and profitability. You are constantly barraged with data, tools, emails, calls, and voice mails, while trying to maximize every minute of an ever-shrinking day to do your job and service your customers better than the competition. We can t create more time, but the goal of this Passport to ebusiness Solutions, is to provide a better understanding of how easy our systems are, and to remove that mystery and anxiety that so often surrounds this type of technology. Unisource became a world class leader in distribution by investing in people, processes and systems. Our ebusiness platform is a result of collaboration between you, our customer, along with our Sales and Customer Service professionals to deliver solutions that solve your procurement challenges. Our goal is to help you conduct business in the most efficient way possible while reducing your supply chain costs.
ecommerce The link between Unisource and our Customers A lot of companies build websites to replace the human element and their direct relationship with clients. At Unisource, we believe that relationships are everything. Our ebusiness Solutions are designed to make those relationships stronger. We continuously improve our online system to give you access to the information you need when you need it. The ecommerce site is very flexible and can be setup to accommodate almost any need whether you want to limit certain products from view, create custom descriptions that you understand, hide list or contract pricing, or drive compliance to a core set of items. If you have any specific questions or would like to setup training, our ebusiness Support Team is available from 8:00 a.m. 8:00 p.m. EST and can be reached by phone 866.285.0155 or by email ebusinesssupport@unisourceworldwide.com. Site Address: http://commerce.unisourcelink.com How do I get started? Send the below information to ebusinesssupport@unisourceworldwide.com. Account name and number First and last name and email address of the individual(s). that need to be setup A list of frequently purchased items. (not required but often beneficial to identify the items you purchase. most frequently) Any customer part numbers (optional) Any line item details that are consistent. (line item PO, department, accounting code, etc.) (optional) Any additional information (does the order need to be approved, do you want budgets, is there a blanket PO, do you want to be setup for einvoicing, delivery notices, etc.) The ebusiness Support team will setup the account and contact you when the setup is complete. Page 1
Major Components of ecommerce: Product Search because each person thinks differently, we offer several options to search the product catalog. Keyword search Item number (our number or your company s) Drill down search by item characteristics (product type, manufacturer, brand, specifications, etc.) Item Details Real time pricing (both list price and contract price) and availability information (including availability in the shuttle divisions) Default description is the 80 character MIF description but. we can create custom descriptions if necessary Packing information Product image Item specifications MSDS sheet for chemicals Ability to request paper samples Live Chat is a great way for you to get questions answered by your Customer Service Member. My Sales Representative is an easy way for you to send emails to your rep and your customer service team right from. the ecommerce website. Page 2
Quick Order/Quick Search provides the option of keying in up to 20 item numbers (ours or the customers) and returns pricing and availability information. My Budgets & Approvals is for customers that require some type of approval or budgeting workflow. Our online solution can accommodate up to 6 tiers of approvals and daily, weekly, monthly, blanket PO budgeting. If you have questions about setting up online budgets or approvals, please contact the ebusiness Support Team to assist you. My Orders shows up to 30 days of internet orders, all items on back order and any open orders including orders received by phone, fax, Sales Rep, email, ecommerce, etc. An Open Order is any order that has not been billed. My Order List can be created at either the Bill-to or the Ship-to level. You can create as many lists as you d like but we recommend that each list not exceed 40 items for optimal performance. These can be lists of frequently ordered items or products you want to direct your people to. My Invoices is setup to automatically show the last 14 days of invoices although you can go back 13 months. You can also. sign up to receive a copy of your invoice via email by going to. My Account > My Profile Settings and subscribing to electronic invoicing. By subscribing to einvoicing, you will get your invoice. the morning after the invoice is generated. Also included under. My Invoices and My Statements are Proof of Delivery documents along with Delivery Window notifications that provides a 3 hour delivery window. My Reports offers you the ability to create reports with just a few clicks. We have created several pre-defined reports based on customer requests all you need to do is pick the account(s) you d like to report on, along with a date range, and within seconds, a report will be prepared that can be opened in Excel. Reports are flexible and provide a wide range of information, whether you are looking for total spend or sku level usage. Through online reporting, you and your team have access to spend analysis 24/7. My Statements are available upon request and in 2011 will also be available for subscription. Page 3
Product Search There are several ways to search for product: Keyword Search Drill down by product category By entering item numbers - (you can either enter your part number or ours) in either the Keyword search area or if you have multiple numbers, you can enter them in the Quick Order / Search fields. If you have any questions or can t find what you are looking for, you can Chat with us LIVE by using our online support, located in the upper left hand side of the screen. Your message will be sent to the Customer Service team that manages and is familiar with your account. Page 4
Once you do your initial search whether by keyword or drill down, you can refine your search by using the tools on the left hand side of the screen to narrow your results. From this page, you can either compare multiple products, add item(s) directly into your shopping cart or click on a single item to go to an Item Detail screen. Page 5
Item Details The Item Detail screen gives you more information about the product, including: Real time availability information List price Contract price Product specifications Images of the item MSDS sheets Product substitutions Again, if you have any questions about the product, help is just a click away with online chat. Page 6
Order Lists If you order a consistent set of products, it is often beneficial to create an Order List. Items are grouped by category and include pricing and availability information so you can easily add multiple products to your shopping cart. My Orders When you select View Order Status, we show all orders placed with Unisource, not just those created online! You can choose from the following: My Internet Orders My Backorders My Open Orders You can also view Delivery Window information on this screen when available. Page 7
SmartSync SmartSync is a hand held scanning tool used for auto replenishment and inventory management. By using bar codes that contain product and replenishment information, you can create replenishment orders efficiently with total confidence. What type of account can this be used for? Because SmartSync is versatile, it can be used for almost any type of account Paper, Supply or Packaging. Your ebusiness Manager will work with you and your Sales Rep to understand your total procurement process and will recommend a solution that best meets your needs. What makes a good candidate? A good candidate for SmartSync has the following characteristics: Orders a consistent set Vendor Managed Inventory of products accounts Any direct consignment customer How can SmartSync be used? There are four key ways to use SmartSync: 1 Kanban 2. Min / Max program 3. Point and Scan ordering 4. Direct Consignment An ebusiness Manager will work with you and your Sales Professional to determine the best way to implement SmartSync based on your procurement objectives. The overall goal is to reduce the time spent ordering items while ensuring that proper stocking levels are maintained. In many cases, we will also bring in the Operations Manager as a consultative partner. How long does it take to on-board a customer? Typically, we can onboard a customer within 2-3 weeks of receiving all the necessary information. What if I have changes to my product mix or need support after SmartSync is implemented? If there are any changes to the product offering (you are adding, removing, changing item number), you will need to notify the ebusiness Support team by email at SmartSyncSupport@unisourceworldwide.com and they will create barcodes that can be sent directly to you. Page 9
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Electronic Data Interchange (EDI) What is EDI? EDI is the process of using computers to exchange business documents between companies. There are a number of benefits including the following: Computer to computer exchange is much less expensive than. traditional methods of document exchange. Less chance of human error. Speed in processing orders and payments. Faster transaction times help maintain efficient inventory levels contributing to better use of warehouse space and less. out-of-stock problems. Competitive edge; you ll become streamlined and more efficient. to transact with non-edi competitors. The process of using EDI for purchasing is very simple. Once a purchase order has been written, the document is translated into a specific format and submitted to Unisource electronically. Security is an important issue for companies using EDI. Data security is controlled throughout the process using passwords, encryption and user identification. Both parties typically have software that checks and edits. the documents for accuracy. What ANSI EDI transactions are supported by Unisource? 810 Invoice 860 Purchase Order Change 812 Credit / Debit Adjustment 864 Text Message 820 Remittance Advice 875 Grocery Purchase Order 824 Application Advice 880 Grocery Invoice 832 Price / Sales Catalog 940 Warehouse Shipping Order 850 Purchase Order 997 Functional Acknowledgements 855 Order Acknowledgement The following EDIFACT transactions are supported: ORDER Purchase Order. REMADV Remittance Advice. INVOIC Invoice Page 11
What if the transaction I need isn t listed above? Email your account number and contact information along with as much information as possible the transaction number/type and any documentation you can provide, to ebusiness.requests@ unisourceworldwide.com. A member of the ebusiness Integration group will respond back within 24 hours. How do I get started? Email your EDI request to ebusiness.requests@unisourceworldwide. com along with your account number, contact information, list of EDI transactions being requested and any documentation you can provide.. You will be contacted by a dedicated Business Analyst that will help navigate you through the on-boarding process. What if I want to do EDI but am not sure how to get started or need help deciding what transactions to implement? Many times companies want to do EDI but aren t sure how to get started. Our team of business and IT professionals can help by providing information on best practices and how to get started. It is best to gather as much information as possible and either call the Support Team or send it. via email to ebusiness.requests@unisourceworldwide.com. We will give you a call to review the information and provide support as needed. Page 12
ebusiness Partnerships Unisource has invested significantly in key third party partnerships in order to meet your procurement objectives. Who do I contact if my company wants to do business with Unisource through a third party vendor? Whether or not the solution is listed below, you should email the request to ebusiness.requests@unisourceworldwide.com along with your account number, contact information and any documentation you can provide. You will be contacted by a dedicated Business Analyst that will help navigate you through the on-boarding process. Listed below are the leading Unisource partnerships: Ariba, Inc. The leading provider of collaborative business commerce solutions.. Ariba enables more efficient and effective buying, selling, and cash management by combining industry-leading software as a service (SaaS) commerce technology with the world s largest web-based global trading community. The Ariba Commerce Cloud delivers everything needed to control costs, increase sales, minimize risk, and enhance cash flow and operations. More than 340,000 companies, including more than 80 percent of the Fortune 100, use Ariba s solutions to drive more efficient and effective inter-enterprise commerce. Of the 340,000 companies that transact through Ariba today, Unisource is one of only 28 that have achieved Ariba Ready Platinum status. If you elect to employ an Ariba solution, you can rest assured that we have the expertise needed for implementation. Go to www.ariba.com to learn more about their product offering and see companies that use an Ariba solution. Page 13
Global Healthcare Exchange (GHX) GHX helps organizations that buy, sell, track and/or use medical products realize cost savings, gain efficiencies and make better business decisions. Their original focus was building an electronic trading exchange where suppliers and providers could use a single connection to do business with multiple trading partners with a single goal of making healthcare more efficient. GHX was founded in 2000 by several of the world s largest medical products manufacturers, including Johnson & Johnson, GE Healthcare, Baxter International Inc., Abbott Laboratories and Medtronic, Inc. GHX is owned by 20 organizations representing manufacturers, distributors, hospitals and group purchasing organizations. GHX is a collaborative community connected through a robust, reliable and scalable infrastructure where providers and suppliers can conduct business with one another electronically. They deliver a solution that drives better efficiency, reduces costs and improves operational performance through supply chain and accounts payable automation, content management and business intelligence. GHX connects 3,900 healthcare providers to more than 350 manufacturers and distributors of which Unisource is one. We have made the investment to automate purchases, confirmations and invoices through. the GHX system which makes ordering easier and allows our customers. to pay invoices faster. For more information, please visit their site at www.ghx.com OB10/Xign Companies like OB10 and Xign focus on electronic invoicing and payment. As a partner, Unisource is able to send electronic invoices simply and quickly to customers. In most cases, this also allows us to get paid quicker, especially if they are also ordering electronically. Benefits our customers have realized include: improved efficiency; reduced costs; improved financial management; better tracking and visibility; and. improved relations.
Upcoming Print Procurement providers (for Printing customers) Who are some of the Print Procurement providers? Companies like EFI (which includes Pace, PrintSmith, Monarch/Hagen, PrintStream among others), Avanti, Technique and Enterprise. How will we integrate with these systems? We have started discussions with these companies on two different pieces initially the catalog (which will include real-time pricing and availability information) and the purchase order. This solution will allow printing customers to estimate and purchase paper without ever having to leave your system. We will essentially push the product data to you so our product and pricing information is integrated into your system. When a purchase order is created, it will be sent automatically through the ecommerce solution without any manual rekeying of the order. This will provide both you and Unisource the ability to streamline the procurement process proving greater efficiencies. Do customers want this? We recently surveyed our customers and found that when asked if they would be interested in an integrated solution into their procurements system: 69% were interested in an integrated Catalog. (to include price and availability) 48% were interested in Order Processing (a Purchase Order) 57% were interested in Order Confirmation 35% were interested in receiving an Advance Shipping Notification 48% were interested in integrating the invoice Can we integrate with non-print procurement providers? Yes we can! We have experience integrating with SAP, Oracle, PeopleSoft and JD Edwards among others. You can email the Integration team at ebusiness.requests@unisourceworldwide.com to receive more information. Page 15
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ebusiness Integrated Solutions What is an Integrated Solution? An integration is when we connect directly to a customer s system to exchange information. An integrated solution provides you with all the benefits of electronically ordering without having to create the order twice. We have experience integrating with customer systems at touch points throughout the procurement process for catalog/item lookup, purchasing, order acknowledgement and confirmation, invoicing, payment and reporting. Terms and Definitions Below are some terms and definitions to help you understand key terms associated with an integrated solution. What is Round Trip? Essentially, it means the same thing as PunchOut except it includes the integration of the Purchase Order which is sent back electronically to the Supplier through their website or through EDI. What is cxml? cxml was created by Ariba and means commerce extensible Markup Language and is a communication for business documents between customer procurement applications, ecommerce and suppliers. Some of the benefits recognized by buyers and suppliers include: Very easy to implement Many sell-side solutions come standard with cxml (Oracle, SAP, etc.) cxml supports PunchOut transactions Easy to understand/read unlike EDI syntax that is very IT centric. We have seen a growing trend of customers moving away from EDI and towards a solution like cxml or XML. PunchOut PunchOut allows buyers to securely access a supplier s online website while they are using their existing procurement system. The buyer uses the supplier s website to search and select items for purchase as they fill a shopping cart. When they are ready to check out, the shopping cart of items is sent via the internet in real-time back to the buyer s procurement application. The procurement application converts the shopping cart into a requisition, which can be routed for approval, and converted to a Purchase Order. The Purchase Order is then sent to the supplier. Page 17
Why use PunchOut, is there another alternative? The only alternative to a PunchOut catalog is a manual catalog created through Excel. Typically, the customer will provide a template. The Unisource website is PunchOut enabled and is preferred over manual catalog feeds to supplier sites. Why do Buyers want to use PunchOut? PunchOut streamlines the purchasing process and allows buyers to efficiently access the supplier s most current catalog and pricing through the website. We can tailor the website to most efficiently present our products to buyers so they see only what they want to see. The buyer can easily find these items on the website, along with the most up-to-date contract pricing. Additionally, the buyer has 24 hour access to information needed to make purchasing decisions. By using PunchOut, neither the buyer nor supplier has to maintain separate catalogs with updates every time something changes. PunchOut does not eliminate the need for customer service but it does free up time to help you with more involved questions about our products and services. Additionally, because the ecommerce site is available 24/7, you can access information you need, when you need it. Who do I contact if I think my Company would find benefit from some type of integration? You should contact your Sales Rep with your customer account number, contact information and as much additional information as possible. A call/ meeting will be coordinated to gain an understanding of your capabilities and define the best solution for your procurement challenge. What systems do we have experience integrating with? Among others, we have experience working with systems such as SAP, Oracle, JD Edwards, EFI-Monarch / Hagan, and PeopleSoft. Printed on FSC certified Touché 13pt. cover and Starbrite Opaque Ultra Smooth 80lb. Text Page 18
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