SUPPLIER EXTRANET Manual Institut für Interaktive Medien GmbH Spitalerstraße 10 D-20095 Hamburg T: +49 40 33300-123 F: +49 40 3330099-123 info@iam-interactive.de www.iam-interactive.de Geschäftsführer: Prof. Dr. Mathias Groß, Norbert Gödicke Commerzbank: Kto.-Nr. 0901659400 BLZ 200 800 00 IBAN: DE42 2008 0000 0901 6594 00 SWIFT/BIC-CODE: DRESDEFF200 Handelsregister Hamburg Nr. B 108905 USt-IDNr.: DE211897782
Table of Contents 1. First Steps 3 2. Quality standards 8 3. Quality reports 10 4. User administration 12 5. Master data / Conditions 13 16 7. Option Amount 24 Page 2 / 26
1. First Steps The Supplier Extranet is going to take over a large percentage of the communication between suppliers and Ludwig Görtz GmbH. You will be notified by email as soon as there is an order waiting for you. In the email you find a link which will take you directly to the Supplier Extranet s login screen. 1. First Steps Page 3 / 26
1. First Steps The Supplier Extranet is an internet-based application which runs completely within your web browser. No extra applications or updates are required. You have the option to use English or German. This language setting can be changed while you are using the network. To get started, simply click on the link Login Supplier Extranet. If you have not yet registered to use the Extranet, please register via the Register link. Enter your supplier number and choose a password. For security reasons you will be asked to repeat the password. You should choose a secure password which cannot be guessed easily. Hint: For password security you should choose a password that contains a combination of letters, numbers and special characters that cannot be guessed easily. 1. First Steps Page 4 / 26
1. First Steps Enter the email address, name and telephone number of the contact person in your company. Confirm this information by clicking the Sign in button. Once the registration process is completed an email is sent to Supplier Management at Görtz. Your registration will then be checked and you will receive email notification once it has been approved. After your registration has been approved you will be able to access the Supplier Extranet. You will then be able to use the system. The first time you log in to the new system you will be asked to confirm that you accept Ludwig Görtz GmbH s General Terms and Conditions. 1. First Steps Page 5 / 26
1. First Steps Please read through them carefully and then confirm that you accept them by clicking the Confirm GTCT button. This also applies to users who were already registered on the previous system. Your login details remain valid and you will still be able to log in with them. However, you will still be required to confirm that you accept the General Terms and Conditions on the new system. You are now registered to use the Supplier Extranet. On the left-hand side you will see the buttons to operate the Supplier Extranet s individual functions. For example, the button Terms and Conditions shows you the terms and conditions you have accepted. Hint: If you enter your login details incorrectly three times in a row, your access will be blocked. Please re-register and select a new password. Your account will then be reactivated by Supplier Management at Ludwig Görtz GmbH. 1. First Steps Page 6 / 26
1. First Steps We will take you through each of these functions in detail in the course of this manual. However, if you should require assistance at any point, please use the Help button on the menu bar to contact the support team. If you want to log out of the Supplier Network, please use the Logout button. 1. First Steps Page 7 / 26
2. Quality standards You can download Ludwig Görtz GmbH s quality standards directly from the Supplier Extranet. Simply click on the button Quality Standards. Here you will find all the current quality standards divided into own brands and external brands in the areas Women s Shoes, Men s Shoes, Accessories, etc. The quality standards are available in both English and German. Click on the File link using the left-hand mouse button. The quality standards will then be displayed in a new browser window. Hint: You will need to have Adobe Reader installed. It is free to download if it is not already installed on your system. Adobe Acrobat Reader can be downloaded from the internet at http://get.adobe.com/de/reader/. 2. Quality standards Page 8 / 26
2. Quality standards Alternatively, you can also use the right-hand mouse button to click on the File link. Select the column with your preferred language. A menu will appear. Select the option Save target as to open the dialogue box. Select an appropriate file location on your computer and click on Save. The topic Quality standards also contains the graphic files for seals which can be used for your production. 2. Quality standards Page 9 / 26
3. Quality reports The compulsory components for an article can be recorded under Quality reports. Enter the order number under which you wish to record the components and click on Select. You will then be given further information about the order item. In addition, you are also able to add and remove components. 3. Quality reports Page 10 / 26
3. Quality reports To add a component, please select it from the list. If your component is not on the list, you can enter it manually. Now select the material coding. Use the Add button to add a new material coding to the list. By clicking on the X symbol, you can remove material codings from the list. Click on the Save button to save your changes. You will be informed that your changes were successfully saved. Hint: In order to save your changes, all compulsory components have to be entered. 3. Quality reports Page 11 / 26
4. User administration Changes to your user details can be made via the User administration menu. You will first have to enter your current password to change your user details. Then you will be able to change your details. For example by selecting a new password. In order to make sure there are no errors, you will be asked to repeat new passwords. Now click on the Save button. You will get a system message telling that your data will be saved. The next time you log in to the Supplier Extranet you will need to enter the new password. 4. User administration Page 12 / 26
5. Master data / Conditions The menu Master data/conditions allows you to view your data and conditions. The master data also includes the contacts entered by Görtz. Simply click on the magnifying glass to see a contact s details. Hint: Please make sure that you inform Görtz per email of any changes that should be made to master data or address data. You will not be able to edit this data yourself. 5. Master data / Conditions Page 13 / 26
5. Master data / Conditions By clicking on the Back button you can return to the main overview. The Terms and Conditions tab allows you to view your conditions. Here too, you can use the magnifying glass to access the full details. 5. Master data / Conditions Page 14 / 26
5. Master data / Conditions On this page you can see the details of selected conditions, discounts and payment conditions and call view the delivery parameters. And lastly the packaging costs are displayed. By clicking on the Back button you return to the main overview page. 5. Master data / Conditions Page 15 / 26
The Supplier Extranet has user friendly search functions for your orders. Click on Supplier Extranet s Order items field. The search mask allows you to use different criteria to filter your search. It is also possible to combine different filters. On the left-hand side you can filter your search according to certain time periods. The various options include the timeframe in which the order was placed, or the deadline for Ludwig Görtz GmbH to submit the order. You can limit the selection to order items delivered within a defined period by selecting the criteria Delivery date (ex works). Page 16 / 26
To enter a time period you can either use the calendar symbol or enter the date manually. Simply select the year and a month. Then click on the day of the month which the delivery period search should start from. You can then use the same procedure to define the end of the search period. The middle column is used to limit the search to particular order status or to particular customers. It is possible to define more than one status in the Status field. Click on one field and hold the down the Control key in order to select additional status fields. You can also select a particular customer. The right-hand column gives you the option to define a sales group. With all the search criteria, if you do not require a filter, simply select No selection. You can also filter your search further according to supplier item number, order number and Görtz item number. Now click on the Search button, in order to filter order items according to your chosen criteria. The Reset search button turns off all filters. Page 17 / 26
You will now see all the order items that match your search criteria. You now have the option to show individual order items in more detail. Click on the magnifying glass next to an order item. You will now see all details for your chosen order item. If you have already added a comment to this position, it will be displayed here. Page 18 / 26
All information can be downloaded via the Download order position button. If an order position has not been confirmed, not all data regarding the order item can be downloaded (for example, the sizes). The complete document can only be downloaded after confirmation. Use the Back button to return to your search results. Page 19 / 26
Order items displayed with a pen symbol have required fields. Order items with a pen symbol either have the status Open, Counterproposal Görtz or Request cancellation. Page 20 / 26
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You can either accept or reject order items with the status Open. Changes to the country of origin or country of dispatch can be made directly yet the order position can still be confirmed. This only applies where there is no change to the delivery date. If you change the delivery date, this automatically creates a counterprosal to the current offer. This proposal then has to be answered with an order position with the status Counterproposal Görtz. Final acceptance is only possible via this new order item. You should therefore first check carefully that the country of origin, country of dispatch and delivery date are correct. Should you need to make changes which affect the delivery date please notify us via the Change notification button. You should make a note of any changes in the comment field. Should you make changes or wish to inform us of changes, please give a brief description of the reason for the change. Please provide the reason for rejecting an order, if you do not with to accept an order item. Hint: Changes to the delivery date will be discarded once you have confirmed the order item! Naturally, you also have the option to make a note in this field when you accept an order position. As long as there are amendments and counterprosals, an order item will be classed as non-accepted and cancelled. Only when both sides have accepted all amendments will an order position be classed as confirmed. Lastly, please confirm the Terms and Conditions by placing a tick in the corresponding box. You can now close the process and confirm the security question. A system message will appear, telling you that the order item is now confirmed. Use the Back button to return to your search results. Page 22 / 26
Should Görtz wish to cancel a previously accepted order item, it will be given the status Request cancellation. You will still be able to view the full details of this item even if has Request cancellation status. Once you have accepted the Terms and Conditions, you will have the option to reject the cancellation request or to comply with it. Page 23 / 26
7. Option Amount Option amount is used to designate reservations for items that Görtz plans to order quickly over the coming months. You can access these items in the section with the same name. The same as with the order items, you also have the option here to filter the reserves according to various criteria. The left-hand column gives you the option to define the time frame of the reserves to be displayed. In the field Starting month/year from, select a month from the list and enter a year. Do the same in the field to. The calendar symbol can be used to define an order period for the option amount. The same as with the order items, you can filter your search according to status, customer and target group or according to supplier item number, order number or Görtz item number. 7. Option Amount Page 24 / 26
7. Option Amount Click on the Search button in order to filter the option amounts according to your chosen criteria. Your search results are now displayed. Hint: The Reset search button turns off all filters. By clicking on the magnifying glass you can view additional information about an option amount. Option amounts with the status Request cancellation and Request reservation are displayed with a pen instead of a magnifying glass. This shows that action is required on your part. Please click on the pen in order to edit option amounts. 7. Option Amount Page 25 / 26
7. Option Amount Details of the option amount are displayed and the option amounts are listed according to their size. You now have the option to accept or reject this reservation. Finally, you will again be asked to conform that you accept the Terms and Conditions. The Back button now allows to go back to your search results. THE END 7. Option Amount Page 26 / 26