Joann Grovesite DI Quotes

Items set up on Grovesite with ship Direct Import (DI) to Joann.

To begin the process, you must first locate the event within the list that runs down the left side of the home page once you login into the Grovesite portal. Login information is located in Bitwarden.

Each “event” will have its own link to take you to that event’s dashboard.  The Sales Rep will provide the Event name (Example: FY25 Glitter and Sequins).

Once you are in the Event Dashboard, click on Bulk Import, then “click here to download the template for Database” to download the most recent spreadsheet to complete all of the necessary product information for the bulk import process. Never use a saved template because small changes are always being made on Joann’s end.

Email the template to the Product Manager for the respective brand to complete the necessary information.

Here is a guide to help explain the required fields within the spreadsheet (note: this is an explanation of only the required fields that are identified with red asterisks):

Owner Email: Always use Laura Gist’s email

Participant Group Name: This is the event name

Country of Origin: Country where product is made

Buyer No.: Choose from drop-down. If unsure, ask the Sales Rep.

Vendor Style Number: Advantus item number

Article Description: Item description

Vendor ID: For Sulyn (177574), For Wyla

Lead Time: Determined by Factory – the lead time is the number of days from the time we cut a PO to delivery of product

MOQ: Determined by Factory – Minimum order quantity

Retail: Selling price to the consumer

Material Cost: Selling price to the customer (Joann)

Labor Cost: Sulyn is typically 0 because they don’t breakout this additional cost.

Transportation Cost: Sulyn is typically 0 because they don’t breakout this additional cost.

Testing Cost: Sulyn is typically 0 because they don’t breakout this additional cost.

Packaging Cost: Sulyn is typically 0 because they don’t breakout this additional cost.

Outer Shipping Type: 0

Pack: Inner Pack Quantity

No. Packs Per Master Carton: The number of inner packs in a master carton.

Cost Valid From: Start date that cost is valid. format as a custom field (example: 04/04/2023). DO NOT FORMAT IT AS A DATE FIELD OR YOU WILL RECEIVE A ERROR WHEN YOU UPLOAD.

Cost Valid To: This is the end date that the cost is valid. Typically, we offer one year, but it may be longer depending on the situation.

Season: Sales Rep will provide

FOB Port: Factory Port. Product Management will provide.

County Of Export: The country where the factory is located.

Flammable Gases, Liquids, Solids, Other or Fireworks: Compliance and/or Product Management can provide yes or no. In the majority of cases, the answer is No.

Factory ID: Compliance or Product Management can provide the Factory ID number.

Material Pct. and Descriptions – Product Management can provide material composition and description breakdown by percentage or it can be found on the Sales and Marketing tab in Netsuite.

Type of Article: From the Dropdown, choose Regular

Individual Assembled Piece Weight, Length, Width, and Height:

Individual Packaged Piece Weight, Length, Width, and Height:

Case Weight, Length, Width, and Height:

Pack Weight, Length, Width, and Height:

Brand Name: The brand name that will appear on the packaging

Type of Packaging: select from the dropdown what type/style of packaging

Qty for Packaging/Label: Number of units/items that are in each piece of packaging

Unit of measure: Unit of measure that should appear on the packaging or label (i.e. ounces, pounds, grams, pieces, etc.)

Age Grade: For testing purposes, what age grade should appear on the packaging. This is important to confirm with Compliance. (example: 3+, 8+, Adult, etc.)

Fragile: Is the item breakable? Yes or No.

Also, note for a further explanation there is a “lookup values” tab on the 2nd tab of the spreadsheet that will provide a list of dropdown selections.

Once the spreadsheet is complete, review it thoroughly for accuracy because you will receive errors during the upload process. Once you upload a spreadsheet, you are NOT able to delete it, you will only be able to edit it.

To BULK UPLOAD the spreadsheet, go back to the Grovesite portal and click Bulk Import.

Then, Import Records.

Click Next.

Find your document and click Next. Your info will appear on a chart. Click Import. then Finish. After the quotes are loaded, go into each quote and add a photo of the item.

If there was any info missing from the quote or in an improper format, you could edit and correct it here as it will not save with missing/improper info.

Next, you will need to fill out a Hardline Classification (Softline for Fabrics) Document for each item. To download this form, go to the event, then Training and Guidelines for Vendors, then locate the Classification document with the list.

Please read the specific instructions about naming the document, etc. This changes frequently. Everything you need to complete the Classification document will have been completed on the quote upload, except the factory address- ask the Product Manager for this.

You will complete one sheet for each item and save it with the following naming convention:

Item #_REV_date (example: SUL56029REV4.4.23)

The files should be saved to this location on the S drive: S:\Sales & Marketing\Customers\Joann’s\ {brand folder}

Then, go back to the Secure Quote dashboard and add the Classification doc in the Discussion Link of the product.

Refer to the Classification Template page for specific instructions on what to put in the Subject line. When adding the hardline classification document, the item subject line must be “CLASSIFICATION” in all CAPS.

Add posting, then Save.

From the Dropdown, change the Current View to Quote Check View and select Export the Quote or Export Records with Image to review quotes.

Save this file to the Joann customer folder on the S drive. If edits are necessary, go back into the quote and make changes, just remember to export the final record with images if any edits are made.