Spirit Halloween & Spencers (46SPNW)

Contacts:

Charlene Wilkins – cwilkins@wyla.com

Spencer’s Vendor Compliance: SGLLCVendors@spencergifts.com

SPS Commerce: 1-888-739-3232

Notes:

• You will not reach out to Spencer’s/Spirit Halloween directly.
  • Your contact is Charlene Wilkins Walls. Email Charlene with any issues needing to be brought to the customer.
  • Emily Gotthelf can also help with questions and reach out to the customer, if needed.
• Orders are placed two – three times per year.
  • Orders typically come in several months before they ship.
• POs come in through SPS Commerce portal.
  • Bruce/Customer Service/Laura R. are notified of new PO by email.
• Questions can go to Charlene Wilkins Walls, Emily Gotthelf, Catalina Vargas, or Will Frandsen.
• Spirit Halloween will generally send in change orders to split the PO into two orders – one to ship to WH01 in NC, and one to ship to WH02 in CA.
• Look at the “Ship To” address on the PO to find if the order is for Spencer Gifts or Spirit Halloween.
• We are allowed to ship one partial carton per SKU.
  • The carton must be clearly labeled as a partial carton and this must be stated on the packing slip.

Order Process

• When a new PO (or change to a PO) is submitted by Spencer’s/Spirit Halloween into SPS Commerce, a notification email is sent out to Bruce, Customer Service, and Miranda.
  • Click on the link provided in the email (highlighted in yellow below) or just log in to SPS Commerce to view the change(s):

• To retrieve the PO from the SPS Commerce portal:
  • Go to https://commerce.spscommerce.com/auth/login/

• Sign into your account using the following credentials:
  • Email Address: info@advantus.com
  • Password: Advantus921!
• After logging in, you will be taken to the Dashboard page:

• Click on the PO number in the “Document ID” column to open the new PO.

• POs will look like this:

• Print the PO by clicking the “Print” button located at the top right of the PO (highlighted in yellow below).

Print to Foxit Reader PDF and save in S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW

• Create a new folder for the PO number so all documents associated with a new PO will be saved together.
• Save PO as 46SPNW PO XXXXXX Rec XX/XX/XX
  • Ex: S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW \PO 643241\46SPNW PO 643241 Rec 3.15.19
• .Print a hard copy to use while entering the order
  • Write the customer # and order # at the top of the order.
• The order is entered manually into NetSuite using Sales Order Entry.
  • The ship date should be changed to be 7 days before the Requested Delivery Date if the order is shipping to WH01 in North Carolina.
  • The ship date should be changed to be 8 days before the Requested Delivery Date if the order is shipping to WH02 in California.
  • In the “Notes (Internal)” section, put a note for “WH01” or “WH02.”
  • Add the Requested Ship Date & Delivery/Cancel Date from the PO in this section as well.
  • These orders only ship to one of the two warehouses listed in the Alternate Addresses.
  • We pay for shipping for this customer, so the freight pay code will be F – Free.
  • Do not enter the Ticketing or Damage/Defect lines from the PO, only the items.

Once the order is entered, create an order acknowledgment and print it to a Foxit Reader PDF.

• Save in : S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW \ PO XXXXXX
  • Save file as OA 46SPNW PO XXXXXX Order XXXXXXX WH0X
  • EX: S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW \PO 643241\OA 46SPNW PO 643241 Order 7604369 WH01
• Email the PDF for the original PO along with the order acknowledgment to Charlene, Bruce, Catalina, Emily, Noel, Lorenzo, Rob, and CC Will and Laura.
• Make a copy of the PO to keep for your records and put the original PO in the box for orders to be scanned into Docuphase.

PO Change Orders

• When a change to an order is submitted by Spencer’s/Spirit Halloween into SPS Commerce, a notification email is sent out to Bruce, Customer Service, and Miranda R.
  • Click on the link provided in the email (highlighted in yellow below) or just log in to SPS Commerce to view the change(s).

• Click on the Transactions tab.

• PO changes must be accepted in SPS Commerce within 48 hours of being received or we will receive a compliance fine.
  • You will know a PO still needs to be accepted if there is an orange exclamation point on the Dashboard page.

• Click on the PO number listed with the word CHANGE under it. (highlighted in yellow below).

• This will display the change order submitted by Spencer’s/Spirit Halloween:

• Click the thumbs up icon at the top right of the PO change to accept the change (highlighted in yellow below).

• A message will pop up to let you know that you successfully accepted the PO Change.

• To print, click the print button on the top right corner of the PO Change (highlighted in yellow below).

• Print to Foxit Reader PDF and save in S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW \PO XXXXXX
• Save file as PO CHANGE 46SPNW XXXXXX Rec XX.XX.XX
  • Ex: S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW\PO 643241\ PO CHANGE 46SPNW 643241 Rec 5.15.19
• Print a hard copy to use while entering the order.
• Write the customer # and order # at the top of the order.
• Get a copy of the original PO and compare it to the change order to see what is different.
• Check for possible changes to:
  • Requested Delivery Date
  • Requested Ship Date
  • Cancel Date
  • Ship To Address
  • Item numbers
  • Item quantities/splitting WHS01 and WHS02
  • Item prices
  • Item totals
  • Product description

• Any time you make any changes to a 46SPNW order, you should log the change in the 46SPNW 860s Log
  • S:\Customer Service\Craft & Hobby\WYLA\860s Report\46SPNW\46SPNW 2019 860s Report
  • Do not put the date in the “Date Changes Were Made” column until AFTER you have actually made the change to the order in our system.

• It is not always easy to tell what the change order is asking you to do. If you have any questions, email the PDF of the change order along with the original PO to Emily or Charlene.

Splitting POs for Spirit Halloween

• Spirit Halloween will send a change order to split the original qtys of each item to go to WHS01 and WHS02.
  • You will need to create a new order in Order Entry with the same PO # and the Ship To address being for WH02 in CA.
    • The ship date for orders shipping to WH02 is 8 days before the Requested Delivery Date.
    • Use the quantities for this order found to the right of where it says “WHS02” under the “Store” column next to the item descriptions.

• Check that the new separated WHS01 and WHS02 quantities on the new PO add up to the original quantity on the original PO for each item. Tell Charlene and Emily if the quantities or prices do not add up to equal what is on the original PO.
• Once you have created the new order for WH02, go into Order Entry and pull up the order for WH01.
  • You will need to edit the quantities for each item to match what is found to the right of where it says “WHS01” under the “Store” column.
• After you have finished entering and editing both orders, use the Open Sales Order Details Report t to make sure the quantities and price totals from both orders add up to the full amount for the whole original PO.
  • https://5050497.app.netsuite.com/app/common/search/searchresults.nl?searchid=740&saverun=T&whence=
    • Open the report and export it into excel.
  • This report will show you the all open order line details. You need to filter it in excel to sho only 46SPNW POs.
  • Check the quantities, prices, and totals against the original and new POs to make sure everything is correct.

• Create new SO acknowledgments for each of the two orders that share the same PO number.
  • S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW \ PO XXXXXX
    • Save file as OA 46SPNW PO XXXXXX Order XXXXXXX WH0X
    • EX: S:\Customer Service\Team Folder\Miranda R\Accounts\46SPNW \PO 643241\OA 46SPNW PO 643241 Order 7604369 WH01
  • Email the original PO, the change order, and the two new order acknowledgments to Charlene, Bruce, Catalina, Emily, Noel, Lorenzo, and CC Will and Laura R.
• Make a copy of the change order and put the original in the box for orders to be scanned into Docuphase.
  • File the copy with the information for that PO.
• You will repeat the process of retrieving change orders, making changes to the orders, logging the changes, and emailing out all related documents for each change order received.

Monitoring Orders and Inventory

• POs will usually be sent to us by the customer months before they are scheduled to ship and will likely have several changes made to them, so it wouldn’t make sense to approve and release them very far in advance.
  • You will need to monitor the orders and inventory and make sure all changes are updated.
• Use your open orders pending approval screen on your dashboard in NetSuite to keep an eye on open orders and see which ones are going to ship soon.
  • Since this account only has a few orders per year, it can be easy to forget about it. Don’t let ship dates sneak up on you!
• You can approve a sales order up to two weeks prior to its ship date. If the inventory needed to complete the order is committed to the sales order after approval (meaning the inventory is here and ready to ship), all you need to do is change it to released status.
  • To do this, open the sales order from your dashboard home screen in NetSuite:

Approve the sales order:

• Double check that the quantity on order matches the quantity committed on the order lines.
• If the quantities for all item ordered matches the quantity committed, you will change the order release status to released:
  • Click “edit” while you are in the order.

• Navigate to the “Status” section of the order and select the drop-down menu under “order release status” and select “released.” Return back to the top of the order, select “save.”

• You have now completed the release process and need to send a release email to the warehouse:
  • You can pull this information out of the Open Sales Order Review Report:
    • https://5050497.app.netsuite.com/app/common/search/searchresults.nl?searchid=419&whence=
  • Export the report into an Excel spreadsheet and create your order release graph.
    • Filter by customer number.
    • Trim unnecessary information & create graph.

• Copy paste this graph into an email address to Bruce, Rob & CC Lorenzo and Laura R.
  • Explain that the order has been released to ship on XX date.
  • Send the email.

• If the quantity needed for the order is not committed, you will need to compose a report to send to your Wyla Supply Chain contact.
  • Using the Open Sales Order Details Report, pull all of the order lines into an Excel spreadsheet.
    • https://5050497.app.netsuite.com/app/common/search/searchresults.nl?searchid=740&saverun=T&whence=
  • Filter out any other customer numbers until you are left with only the 46SPNW orders.
  • Rearrange the spreadsheet so that the column are in this order:
    • Cust PO #
    • Order #
    • Ship To
    • Order Date
    • Planned Ship Date
    • Location
    • Item
    • Customer Item Number
    • Item Description
    • Macola Status
    • Product Category
    • Qty
    • Qty Committed
• Click on the filter button under the Data tab to add filter arrows to your column headings.
  • Click the arrow next to “Item #” in column H and select “Sort A to Z” to sort all of the information by item numbers.

• Select all of the data and click “Subtotal” under the Data tab.
  • In the Subtotal pop-up, select the following:
    • At each change in: Item #
    • Use function: Sum
    • Add subtotal to: QOO
      • Uncheck any other boxes.
    • Check the box for Summary below data
      • Uncheck any other boxes.
      • Click OK.

• Click on the filter arrow in the “Item #” heading.
  • In the search box in the filter menu type “total” and hit enter to filter out only the lines with the word “total” in them.
• Delete the entire last row that says “Grand Total” because you won’t need it.
• Select the other visible rows and make the font bold and change the color. It doesn’t matter which color you use.

• Now highlight only the cells with the item numbers and the word total in them and press delete.

• Click the filter arrow in the “Item #” heading and click “Clear filter from ‘Item #’” in the pop-up menu.
• Select the column headings and select a color that is different than the subtotal lines.
• Delete the word “Ask” from all of the cells under the “Port Dt” column.
  • Leave this blank for now so that Mark can fill them in later.
• Your inventory tracking report should look similar to this:

• Hide columns T-V, save the spreadsheet in the 46SPNW folder:
  • Path: S:\Customer Service\Craft & Hobby\Spencers
  • Save As: 46SPNW Order Issues – XX/XX Ship Date
• Send this report to your supply chain contact and ask them to verify the information in it and add port dates for each item.

• When Mark responds, save his version of the spreadsheet in the Inventory Tracking folder.
• Send this spreadsheet to the following people and make sure to point out in the email if there are any items that might not arrive in time to ship:
  • Charlene Wilkins Walls, Emily Gotthelf, Catalina Vargas, Noel Ibanez, Mark O’Quin, Kyle Crews, Laura Rogers, Bruce Walls, and Lorenzo Jackson.
  • Charlene will instruct you on how to proceed.

• Repeat this process weekly until the orders ship to make sure everyone is in the loop with any inventory issues.
  • If the items are arriving on time, you don’t need to do anything except make sure the order is approved and watch for the items to commit to the order.
  • On the spreadsheet, you will want to document what you are doing in the columns if any notable actions are taken. Be sure to save different versions on the spreadsheet with the most up to date information.

Filling/Releasing Orders

• Once you know when all of the inventory will arrive and all problems have been worked out with item issues or ship dates, you can fill the orders and release them to the warehouse.
• This should be done about a week before the ship date unless there are special circumstances and you have been instructed to wait.

Advance Shipping Notice (ASN)

• Once an order has shipped, we are required to submit the Advance Shipping Notice (ASN) through SPS Commerce within 24 hours.
• Bruce will enter the ASN into SPS Commerce.
  • For documentation purposes, go into SPS Commerce and print the ASN.
  • ASNs are entered by the shipment, not by the PO. If there were two trucks that took the PO(s) you are working on, one to WH01 in NC and one to WH02 in CA, there will be two ASNs.
• Log in to SPS Commerce and go to the Transactions tab to find the ASN that Bruce entered.
  • The ASN numbers are based on the number of shipments we have ever shipped to this customer, so they will not coincide with the PO or invoice number.
  • Click on the number of the ASN you want to print.

• Click on the print button at the top right.

• Print to Foxit Reader PDF and save in the folder S:\Customer Service\COP\Laura R\46SPNW\ASNs as 46SPNW ASN XX (date)
  • S:\Customer Service\COP\Laura R\46SPNW\ASNs\46SPNW ASN 42 7.12.2019
• Print a copy on the Customer Service printer and file it with the other 46SPNW paperwork. Or just put it on Laura’s desk.

Invoices

• This process will be transitioned to accounting.
• Invoices should be entered into SPS Commerce within 48 hours of the order shipping.
  • According to the vendor manual, Spencer’s/Spirit Halloween will fine us if we take longer than 30 days to submit an invoice through SPS Commerce.
  • We will also be fined for submitting multiple invoices with the same invoice number, so make sure ONLY ONE is being submitted per invoice number.
    • For POs that were split into two order numbers so that we could ship to both WH01 and WH02, you will submit two invoices, one for each order under that PO. They will have different invoice numbers for each order but will have the same PO number on them. You will complete the following process for each different invoice number.
  • You are only required to enter information into the boxes with a red asterisk next to it.
• Email Bruce and request that he email you the BOL(s) for the PO you are about to work on.
• Once an invoice has been created in our system by AR, it will be sent to Info@advantus.com
  • Open the attachment and print.

• Log in to SPS Commerce and go to the PO that you are submitting an invoice for.
  • You can either click on the PO number on the dashboard under the column that says Document ID, or you can click on the Transactions tab and find the PO number that you need to submit an invoice for and click on it.

• On the top right, click the icon that looks like a piece of paper with a plus sign to create a new document.

• On the Create New Document pop-up select Invoice and then Continue.

• On the Create Invoice pop-up select Full Form Entry and then Continue.

• When the invoice entry screen appears, put in the invoice date which is listed on the Advantus invoice (this should be the same day the order shipped) and enter the invoice number.
  • The PO Date and PO Number populate automatically.
  • That is all that is needed for the first two sections.

• Scroll down to the Remit To section and type in the Advantus remittance address:
  • Advantus Corp, 75 Remittance Dr, Ste 3142, Chicago, IL 60675-3142, US

• In the Payment Terms section, enter the following information:
  • Terms Type: Previously Agreed Upon
  • Basic Date Type: Delivery Date
  • Description: Net NOV 20
  • Enter ship date (should be the same as invoice date).
• Check the box next to FOB Information and select “Prepaid.”

• Scroll back to the top of the page and select the Item tab.

• Click on the button that says Add a Line Item.

• Select all of the line items that are on the invoice.
  • Make sure the Quantity of each line matches what actually shipped, not what was ordered.

• Click on the Summary tab.

• The invoice amount should populate automatically and will equal the total amount of the items minus the Damage/Defective discount. This will change if you adjust the D&D amount.
• Make sure the Amt Subject to Terms Discount equals the Balance Due on the Advantus order invoice.
• Check the box next to Carrier Details and for the Transportation Method choose “Motor (Common Carrier).”
  • Type in the SCAC code, Carrier Name, and BOL Number which are all found on the BOL.
• The information in the Purchase Order Allowance/Charge Information section will automatically populate with the D&D allowance showing 1% of the entire PO.
  • If this PO was split into two orders that shipped to two warehouses, this number will need to be changed to equal 1% of the order invoice amount so that the D%D on the two orders together for the whole PO will equal 1% of the whole PO, which is the amount listed on the original PO.

• Scroll to the top and click the button that says Check for Errors.

• The following pop-up should appear, and you can click Send Document.

• If an error does occur, the pop-up will tell you what to fix. After you fix that information, click Check for Errors again and see if your document is ready to send.
• If you have any questions about this, Bruce can help.
• Next go back to the Transactions tab and click on the invoice number that you just completed.

• This will show you your finished invoice. Click the print button at the top right.

• Make sure the printer is set to Foxit Reader PDF and print.
  • Save to S:\Customer Service\Team Folder\Miranda G\Accounts\46SPNW\PO XXXXXX as PO XXXXXX WH0X SPS Invoice XXXXXXX
• Print a copy on the Customer Service printer and attach it to the rest of the paperwork for that PO.
• Don’t forget to repeat the invoice process for each invoice number.
  • POs that split into two orders to ship to both WH01 and WH02 will have two invoices to submit.