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myProduct: Induct Supplier Guide v1.1

myProduct: Induct Supplier user guide

A webtool that allows Suppliers, Buyers and Data Operators to interact - enabling the simple creation of new lines and greater process visibility.

myProduct: Induct - Supplier user guide

myProduct: Induct – Supplier Guide - Version 1.1 2

Contents 1. Why do we have a new tool? ......................................................................................................................... 3

2. What do I need to know? ............................................................................................................................... 3

3. Prerequisites .................................................................................................................................................. 3

4. Terminology ................................................................................................................................................... 4

5. Overview of the Product Induction Process................................................................................................... 5

6. Getting started on myProduct: Induct ............................................................................................................ 5

6.1 Logging onto the Tool .............................................................................................................................. 5

6.2 Dashboard ................................................................................................................................................ 6

6.3 Dashboard Statuses................................................................................................................................. 6

6.4 Products list .............................................................................................................................................. 7

7. Entering New Lines ........................................................................................................................................ 8

7.1 Adding products individually .................................................................................................................... 8

7.2 Adding products in bulk (creating similar products with a high level of common information) .............. 10

8. Sending Completed Lines to Tesco ............................................................................................................. 12

9. Retrieving Lines ........................................................................................................................................... 13

10. Deleting Lines ............................................................................................................................................ 14

11. Notifications ............................................................................................................................................... 14

12. Published Lines and Viewing TPNBs, TPNDs, EANs or OCCs ................................................................ 15

13. Rejected Lines ........................................................................................................................................... 16

14. Additional Forms (e.g. case size change) ................................................................................................. 17

15. Downloading Products to Excel ................................................................................................................. 17

16. Support ...................................................................................................................................................... 18



1. Why do we have a new tool? myProduct induct is a webtool that allows Suppliers, Buyers and Data Operators to interact - enabling the simple induction of new lines and greater process visibility. Features

Intuitive web interface

Improved data validation

Workflows and notifications

Clear process visibility

Single point for managing product induction (no excel/email)

Benefits

One central location for all data that can be accessed by all parties

Improved supplier communications & relationships

Enhanced validation to ensure ‘right first time’ data

Reduction of Admin through reduced use of excel/email

Visibility to track product induction

2. What do I need to know?

myProduct: Induct replaces the existing excel New Line Form for new product induction processes only.

All processes within the other tabs in the New Line Form should still use the excel format which can be downloaded directly from the tool.

3. Prerequisites

This guide is aimed at all UK Fresh and Packaged goods Suppliers using myProduct: Induct. Before using this guide, you should:

Know how and when New Line Forms are checked for accuracy and quality of data

Know what information you are responsible for when adding a new product

Download the latest versions of the Abbreviations List from TescoLink

For further information on these topics you can visit www.tescosuppliertrainingessentials.com

myProduct: Induct Excel form downloaded from myProduct: Induct

New Product Type Add new case size

New Price Variant Add supplier to product

New Size Variant Add new OCC or EAN

Create Ratio Pack / Off Fixture Display / Quarter Pallet

Create Merchandisable Unit

In Store Bakery Orderable

http://www.tescosuppliertrainingessentials.com/



4. Terminology

Term Explanation

Workflow Workflow - A sequence of administrative processes and tasks through which a piece of work passes through to completion. In this case, a workflow includes being able to see which tasks have been completed, which have not and receiving notifications to prompt the beginning of the next stages.

Case Size Case Size - A term to describe the number of products within a deliverable case or carton. A case size greater than 1 will reduce packaging and handling costs, aid in more efficient supply chain, store replenishment and help to improve service levels

TPNA Tesco Product Number Attribute 9 digit code which groups all TPNBs that sit underneath it together within Tesco's internal systems. A TPNA represents a broader type of product than a TPNB. e.g. Tesco branded 6 pack of yoghurts (all flavours)

TPNB Tesco Product Number Base 9 digit code used by stores to order products All sales/financial reporting is completed at TPNB level All merchandising is completed at TPNB level Each TPNB has its own EAN e.g. Tesco brand 6 pack of yoghurts in strawberry 150g

TPNB Variant / Variant TPNB

Tesco Product Number Base Variant 12 digit codes beginning with the standard TPNB and then ending in 001, 002, 003 etc. Used when a small amendment is needed to an existing product e.g. small change in product weight or for price marking A range change is not required to launch a TPNB e.g. Tesco brand 6 pack of yoghurts in strawberry 160g

TPND Tesco Product Number Depot 9 digit code used by Tesco depots to order cases of stock All costs and invoicing are completed at TPND level

OCC Outer Case Code - Barcode that is on the delivery case of product which is received into the Tesco depot and sent through the supply chain network

EAN European Article Number - More commonly called "the Barcode"; the EAN is scanned at the checkout and holds the products selling information. Each TPNB has its own EAN.

Ratio Pack

Ratio Pack (Off Floor Display, Free Standing Display Unit , 1/4 pallet) Used for in store promotions only, containing product that is otherwise not part of standard range One off allocations sent to stores Individual cases ordered to replenish stands in stores Cost prices and therefore invoicing costs are calculated on full cases of product only Can have multiple products on a unit

MU Merchandisable Unit Ranged all year round Loaded into the same subgroup as the linked product Stocks 1 product only Tesco systems re-order MU's based on sales Enables a smaller case size to be sent to smaller format stores Shares the same EAN regardless of case size

VPN Vendor Part Number - A numeric or alphanumeric code for a product provided by the Supplier. It is a unique code for a Supplier to identify their own products. For example, this could be a Supplier catalogue reference code. Each individual product must have a unique Vendor Part Number.



5. Overview of the Product Induction Process

1. Supplier creates a new line, adds mandatory information and submits to Tesco

2. Buyer is notified, checks supplier data, adds mandatory information and approves the line

3. UK Operations Team is notified, checks supplier / buyer data, adds mandatory information and inducts into Tesco buying systems. This generates Tesco Product Numbers (TPNB & TPND) and product & case barcodes (for Tesco brands only).

4. These product identifiers are published back to the webtool by the UK Operations Team for suppliers to view.

6. Getting started on myProduct: Induct

6.1 Logging onto the Tool

The tool can be accessed at https://tcf.the-edge.io/ (please bookmark this site in your favourites). If you need a login, please speak to your Data Operator who will create you an account.

If you can’t remember your user name or password, use the “Forgot password?” link from the log-in screen. This will email you your username and a link to reset the password.

Supplier creates

new line

Buyer checks,

adds manadatory

info

Operations Team

checks, adds

mandatory info

Operations Team

inducts line into

NBS

Operations Team

Publishes

identifiers into

web tool

Use the “Forgot your password?” link if you forget your password or username. You’ll receive

an email to reset your password.



6.2 Dashboard

This is the landing page when you log on and displays an overview of your products. The left hand dial shows the total number of products in the system, and the rest of the dials indicate how those products are split across the product induction workflow.

6.3 Dashboard Statuses

Status Name Definition of Status Action for Supplier

Total Products Total products in the system No

Incomplete Lines that are missing information / failing validation rules

Yes: complete or amend the line information

Ready to publish Lines that are completely filled in and pass the validation checks

Yes: send the line to Tesco

Rejected Lines that have been rejected by the UK Operations Team or Buyer

Yes: rework or delete the line

Processing Lines sent to Tesco to be checked by the UK Operations Team and then approved by the Buyer

No

Published Lines that have been inducted into Tesco buying systems

Yes: view TPNB/Ds and EAN/OCCs for Tesco branded products

Lines are organised according to process status

Allows you to switch between the products you personally manage and the products managed by your team as a whole (i.e. products under same supplier number)

Two ways to add products (can also be accessed via top menu

navigation under Products)



6.4 Products list

From the Dashboard, you can navigate to a list of all products by selecting “Products List” from the top menu navigation or by clicking on any of the status dials.

The Products list shows all lines but can be filtered by process status (if accessing via a dashboard dials the list will already be filtered accordingly). It can be used to find and open a line you want to view or work on.

Note - Vendor Part Number is used as the unique identifier for each line, this is because TPNB/Ds and Tesco branded barcodes are not created until the end of the process. Each product must have a unique Vendor Part Number. See the Terminology page 4 for more info

Click status dials or top menu navigation to access Products list

Lines highlighted in red indicate that the product contains incorrect or incomplete information. This will require amending before the line can progress any further.

Use free text fields and dropdowns to refine results

Click on buttons to filter by dashboard status (dark grey indicates selected)

Click on search to display your search results, use clear to reset

Click on a Vendor Part number to open product information form

Red highlights 'missing information required.’



7. Entering New Lines

7.1 Adding products individually

From the Dashboard, select “Add Product Individually” or select through the top menu navigation.

Next, you will be asked to select the category and sub-category of the product you are entering (this drives category specific attribute fields used later on in the Product Info Form).

Select to add a product

individually

Note - the hierarchy you need to select from is aligned to the GS1 Global Product Classification (GPC) as opposed to the Tesco hierarchy previously used in the excel new line form.

This allows us to derive more accurate data validation based on the nature of the product.

For more info see Category Selection Overview Document located under the help tab within the tool.



Once you have selected the category, the Product Info Form will load which is a combination of free-text, calculated and drop down fields. You must complete all fields, unless they are marked optional or greyed out.

At the bottom of the page you can add comments about the product. This is also where you can view comments from Data Operations / Buyers later in the process.

There are also 3 action buttons at the bottom of the page:

Save for Later: saves info added so far. When line is re-opened, validation rules will highlight any missing info.

Cancel: this exits the page without saving changes.

Next: applies the validation rules to info on page - anything missing / incorrect will be highlighted.

If all information is accurately completed you will be returned to the Product List. The line status will change to Ready to Publish

Category selection

Validation error message

Help tip; hover over for more information on what specific

information should be filled in

Note – any greyed out fields are read only



7.2 Adding products in bulk (for creating similar products with a high level of common

information)

From the Dashboard, select “Add / Edit products in bulk”.

You will then be offered the option to download a blank template to fill in, or a template that contains any products you have that require amendments

Click to download blank product template – click this option to fill in and upload lines using a blank Excel template

Click to download template with existing products – downloads existing information for all lines that have an Incomplete / Ready to Publish status. Use this Excel template to complete unfinished lines ready for re-upload. Brand new lines can be added at the same time.

When you have selected your option; save the template onto your PC.

Select to add products in

bulk

Note – The product visibility setting in the drop down window at the top right of the screen will affect the products you see in the template (i.e. your products or your team’s products)

After saving the template on your PC, you must click “Review & Unprotect Sheet”. This will enable you to copy and paste within the sheet.



The template contains all the information fields you need to complete when adding a product individually. Work your way from left to right, completing each cell as you go.

If you are unsure what should be filled in in a particular column, hover over the column heading for a brief explanation (cells you do not need to fill in, will automatically turn black).

Once you have filled in all the information, save the spreadsheet onto your PC, ready to upload it to myProduct: Induct.

There will be a short wait as myProduct: Induct uploads your Products. When complete, the tool will take you through to the Products List.

Lines that pass all validation rules will display the status “Ready to Publish”.

Lines that fail validation rules will display the status “Product incomplete” – open the Product Information Form via the Products List to complete / amend missing or invalid information.

All products must have a different and unique Vendor Part Number. If any lines in the bulk upload template have the same VPN as each other, the tool will see these as one line when uploaded, and you will only be able to view that single line. To correct this, re-upload the lines, ensuring they each have their own unique VPN.

Choose file and select upload



8. Sending Completed Lines to Tesco

When a line has been completely filled in and passes all validation checks, it will be in the Ready to Publish status and can be sent to Tesco.

From the Products List page, use the tick boxes in the right hand column to choose the lines to be sent to Tesco. Then select the action “Request to publish selected products” from the drop down box at the bottom of the page and click submit.

After a line is sent to Tesco, an Audit tab will appear next to the Supplier tab if the Product Info Form is accessed again. This displays the name and date associated with each status change for the product.

Click tabs to switch between information and audit trail information



9. Retrieving Lines

If you have sent a line to Tesco, and realise there has been an error, you can send a request to recall the line so that you can amend the details before the line progresses any further.

From the Dashboard, click on the Processing dial to view all your lines currently being reviewed by Tesco.

In the right hand column column, tick the boxes of the lines you wish to request to retrieve.

Select “Request to Retrieve Selected Products” from the drop down box at the bottom of the page and click Submit. When the request is granted, your lines will move back to Rejected. This will enable you to edit or delete a line.

Note – you will not be able to recall lines that have gone into a published status. Please contact your Data Operator if you need to amend / delete a published line

Icon to show a line has been requested to be retrieved from Tesco



10. Deleting Lines

You can delete lines in myProduct Induct before they are sent to Tesco (i.e. products with the status Incomplete, Products Ready to Publish or Rejected).

If the line has already been sent to Tesco, you can request to retrieve that line, as detailed in the previous section.

In the Select column, tick the boxes of the lines you wish to request to delete.

Select “Delete selected products” from the drop down box at the bottom of the page and click Submit. This will remove the products and all associated details from myProduct: Induct.

11. Notifications

You will receive a notification email letting you know that lines that were either Published or Rejected by Tesco. The email will also include a link to return to the Dashboard to view those lines. It will be titled Products for review. Below is an example email:



12. Published Lines and Viewing TPNBs, TPNDs, EANs or OCCs

Lines that are approved by the Buyer and inducted into Tesco buying systems will move into the “Published” status on the Dashboard.

Lines in a Published status will have Tesco Product Numbers (TPNB & TPND) available to view on the Product Info Form. If the line is also a Tesco brand, the product barcode (EAN) and case barcode (OCC) will also be published.

Click on the Published status on the Dashboard to view all Published products in your Products List. You can then open up the line to see the TPNB/TPND, EAN, OCC by clicking on the Vendor Part Number to show the product info page.

Note – You are unable to amend any product details at this point. If amends are required please contact your Data Operator



13. Rejected Lines

Lines can be rejected by the Buyer or the Data Operations Team. These will re-appear on your Dashboard with the status “Rejected”.

Click on the Rejected status on the Dashboard to view the details.You can use the Comments box at the bottom of the Product Info Form to view reasons as to why a line has been rejected by Tesco.



In order to progress the line, the reason for the rejection must be resolved. You are able to do this by amending rejected fields with the correct details.

Alternatively, if the line has been rejected because you and your Buyer have agreed it is no longer required, you are able to delete it from myProduct: Induct by following the steps in the Deleting Lines section.

14. Additional Forms (e.g. case size change)

The myProduct Induct tool only supports the induction of new products, price and size variant. The latest versions of the following forms can be downloaded from the tool and submitted manually to your Data Operator / Supplier;

New case size

Add supplier to product

New OCC / EAN

Create Merchandisable Unit

Create ratio pack / OFD / quarter pallet

15. Downloading Products to Excel

To get a copy of your products in an excel format, you can export them directly from the products list by selecting them and choosing the ‘Export selected products’. This will download an excel file for you to open / save.

1. Use the filter buttons to sort the list for the products you want t osee (e.g. published)

2. Select the lines you want to download by ticking checkbox (or select all)

3. Choose the ‘Download selected products’ option and click submit



16. Support

For queries or clarification on data required within myProduct: Induct, contact your Data Operator via the contact email accounts below:

[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

For further learning on the New Lines process at Tesco, you can visit:

www.tescosuppliertrainingessentials.com

mailto:[email protected]
















http://www.tescosuppliertrainingessentials.com/

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