Supplier Order Amendment Process through TIMS · • Unit size changes – If you have a unit size...
Transcript of Supplier Order Amendment Process through TIMS · • Unit size changes – If you have a unit size...
Supplier Order Amendment Process
through TIMS
v6
3. What amendments can be actioned through TIMS?
4. What amendments can’t be actioned through TIMS (and deadlines)?
5. Important things to remember
6. Glossary of buttons and their uses
7. How to make single amendments in TIMS
13. How to insert a new order line using single amendments in TIMS
15. How to view the status of amendments in TIMS
16. How to view the monitoring screen for amendments in TIMS
17. How to create an amendments summary report in TIMS
Contents
18. How to make multiple amendments in TIMS
21. a) TPND changes with the same % increase/decrease or pallet rounding options
22. b) TPND (Unit Size Change)
23. c) Increase/Decrease by a %
24. d) Increase/Decrease by a qty in ALL or Selected Depots
25. e) Increase/Decrease fixed qty by depot
26. f) Supplier ID change (if under your TIMS login)
28. g) Fixed qty by depot to new TPND/Depot
30. h) Pallet Optimisation (only to be used with approval)
32. i) Round Up Pallet Function (not enabled)
33. Support
Contents (cont’d)
• Unit size changes
– If you have a unit size change to make and you also have a shortage you can do this through TIMS
• Make the unit size change first then send through the shortage
• Approved increases/decreases to orders
– Increases/decreases on Tesco UK instruction
– If this relates to a sub from one Tesco TPNB to another Tesco TPNB please speak to your Stock
Manager/Planner first. These can be done but have to be sent through on the day of depot delivery
• One supplier covering for another when this has been agreed by BOTH suppliers
– The covering supplier needs to send the increase through
– The supplier being covered needs to send the decrease through
• Notification of Shortages
– Ensure that you give us as much information as to why we have the shortage and an ETA of when you
will be back to full supply
• You will no longer need to send the shortage notification form by email
What can be actioned through TIMS?
• Unapproved Increases/Decreases
• You will need to get approval in writing from UK Stock Management before you can
submit
• Deadlines for submitting amendments through TIMS:
– Amendments to be submitted as early in the day as you want, but the first approvals will
not be until 8am
– Amendments need to be submitted by 4.20pm on weekdays and 11.20am on
weekends/bank holidays
– This will mean the team can action before they leave for the day
– Amendments after the deadline may be actioned on the same day but cannot be
guaranteed and may only be actioned the following day
What can’t be actioned through TIMS?
• Ensure all increases/decreases are approved by Tesco in advance of pressing submit
• Ensure that all amendments are sent through in a timely manner:
– They should be received by 11.20am on Weekends and Bank Holidays
– They should be received by 4.20pm on Weekdays
– Anything sent by exception after these times needs to be followed up with a phone call
and email to the stock control team
• Ensure that you are using the appropriate primary and secondary reasons and including the
approver name for Tesco approved increases/decrease when sending amendments to prevent
delays to approval
– Supplier shortages should include the relevant comment from the drop down boxes and
the ETA of return to full supply
– Approved substitutions should include the TPNB of the cover/to be covered product and
the name of the approver
Important things to remember
Glossary of buttons and their uses
Read
Items
Amend
Update
Insert
Return value
Create Amendment/Submit
Back Key
Excel Output
Multiple amendments
Calculate amended order
Select All
1. Login to TIMS
https://b2btims.tesco.co.uk/TIMS/ using
your normal login details
– Remember that the username and
password are case sensitive
2. On the left hand menu click on ‘Documents’
and then ‘Orders’
3. Wait until the data has loaded
– Remember if you click too many times
it will bring up a warning to wait. To
clear this just click ‘ok’
How to make single amendments in TIMS
*When making an amendment to more
than one depot it’s easier and quicker to
use the multiple amendment option –
please see page 15*
4. Narrow the selection by choosing the supplier
ID you are making the change for
– If you are seeing supplier numbers you no
longer use on your TIMS ID please
request them to be removed by emailing
5. The delivery will default to the next day.
– You can click on the dots to bring up the
calendar if you need to change a final
order you have received for another
delivery date.
6. Click on the ‘Read’ button to bring back the
correct selection
How to make single amendments in TIMS(cont’d)
7. Choose the Order number you need to
amend and click on ‘Items’
8. This will take you into the ‘Purchase Order
Items’ tab. Click on the amend button. This
will then update the tab to ‘ Purchase Order
Item Amendments’ and white entry boxes
will appear.
How to make single amendments in TIMS (cont’d)
9. Fill out the relevant details against the TPND that you need to make a change to (cont’d)
• Change the Amended Qty in cases
• Choose the relevant primary drop down option in the reason column
• By exception if you select the ‘Other Reason’ code you can use free text for the secondary drop down – please use this as a
last resort to help with our reporting
• Choose the relevant secondary drop down option in the reason column
How to make single amendments in TIMS (cont’d)
9. Fill out the relevant details against the TPND that you need to make a change to (cont’d)
• Approved by Tesco Name or seven digit supplier field
• If the amendment is due to a Tesco led increase or decrease you need to put in the name of the Tesco approver
• If the amendment is due to you covering for a supplier or they are covering for you, you need to add their seven digit supplier
number
• Click on the three little dots to the right of the last column to pull up the calendar to select the day when you will be back
to full supply
• This should only be relevant if you are notifying us of a shortage or if another supplier is covering for a shortage
How to make single amendments in TIMS (cont’d)
10. Click the ‘Submit’ button to send the
change to the Tesco system
11. You will then see confirmation of your
changes and an update in the bottom
left hand corner of the screen to show
that your change has been submitted
to Tesco
How to make single amendments in TIMS (cont’d)
1. To add a new product to the order you need to
click on ‘Insert’. This will then bring up a pop up
box with a list of codes to choose from.
2. Narrow the selection by typing in the ‘TPND’ at
seven digit level (from right to left – excluding the
leading 00/01/02)
3. Narrow the selection further if needed, by typing in
your seven digit supplier code from the list
4. Click on the ‘Return Value’ icon on the left of the
line you want to choose
How to insert a new order line using single amendments
in TIMS
5. This will generate a new line with a blank quantity
field at the end of the order. You will then see
confirmation of the line insert in the bottom left
hand corner
6. You can add the relevant quantities and reason
types, submitting as normal
7. You will then see the ‘Document was Submitted’
on the left hand side.
8. These amendments will be sent to Tesco and will
be viewed by the Supply Chain team on the half
hour and the hour in the morning and on the half
hour in the afternoon. It takes ten minutes for a
submission to reach Tesco.
• If sent at 12.20pm it will be actioned at 12.30pm. If
sent at 12.40pm it will be actioned at 1.30pm
How to insert a new order line using single amendments
in TIMS (cont’d)
1. Tesco Stock Control will approve (or reject) the
amendments in the stock control system and
this information will be sent back to you
through TIMS
2. You can view these changes in TIMS
1. Partially acknowledged means some of the changes
for that PO have been approved by Tesco
2. Acknowledged means all of the changes for that PO
have been approved by Tesco
3. You can see the breakdown of each order
number and the status in the ‘Purchase Order
Amendment Items’ tab.
4. You should query any anomalies with your
relevant Tesco Supply Chain contact
How to view the status of amendments in TIMS
1. Once you have submitted an amendment
you can check to see the status of it
2. From the menu on the left click on
‘Documents’ and then ‘Purchase Order
Amendments’
3. Click on ‘Items’ next to the order number you
want to check
4. This will take you to the ‘Purchase Order
Amendment Items’ tab and you can then
click on the ‘Monitoring’ Tab to show when
the line was created and submitted by you,
and accepted by Tesco
How to view the monitoring screen
1. You can get a summary report of all
amendments submitted to share with the
rest of your business by clicking on ‘Reports’
and then ‘PO Amendment Items Report’ on
the left hand menu
2. Select the status ‘Interfaced’ and enter the
submission date or delivery date of the PO
• You can also narrow the selection by reason for
amendment or any of the other criteria
3. Click the ‘Read’ icon and then click on the
‘Excel Output’ icon.
• The output is similar to the one on the right and will
include columns containing: reason, comments,
status, supplier name and number
How to create an amendments summary report
1. Login to TIMS
https://b2btims.tesco.co.uk/TIMS/ using
your normal login details
• Remember that the username and password
are case sensitive
2. On the left hand menu click on ‘Documents’
and then ‘Orders’
3. Wait until the data has loaded
• Remember if you click too many times it will
bring up a warning to wait. To clear this just
click ‘ok’
How to make multiple amendments in TIMS
Before you start making multiple amendments
please read point ten of the separate document
TIMS Amendments Suppliers FAQ V3
4. Click on the multiple amendments
button
5. Select the depot delivery date
• The system will default to the next day, but
you can click on the dots to bring up the
calendar
6. Choose the relevant ‘Change Type’
under ‘Amendment Options’
How to make multiple amendments in TIMS (cont’d)
6. Click on the dots next to the TPND field to
select the TPND you want to make changes
to. This will bring up a pop up box
7. Type in the TPND and then press the ‘Read’
button
• TPND numbers should be typed in using the last
seven digits of the full TPND e.g. removing the prefix
of 01/02/00/03
7. Click the ‘Return Values’ button to chose the
TPND you need to make changes to
8. This will take you back to the main screen
and will then populate the GTIN code and the
description, allowing you to continue the
amendment
How to make multiple amendments in TIMS (cont’d)
• If you select a change type that allows you to
increase/decrease by a percentage or pallet quantity you
can now select multiple TPNDs to amend at once. (As
long as the percentages for all the TPNDs are the same
or you are using the pallet round option and all the
details for the pallets have been included in the products
sheet)
• The system will bring up a new TPND entry field each
time you add a TPND, up to a maximum of ten TPNDs
• If you have added a TPND in error you can click on the
‘X’ to the right of the TPND entry or you can click on the
‘…’ icon and reselect the correct TPND
a) TPND changes with the same% increase/decrease or
pallet rounding options
This can be used when you are changing from one TPND and
unit size to another TPND and unit size across more than one
depot. The TPNDs need to be underneath the same TPNB.
• Select the change type
• The comment is not mandatory
• You need to select the new TPND the same way you selected the
original TPND and this will populate the GTIN, the description
and the new unit size fields
• Click on the ‘Read’ button which will bring back all depots that
have an order on that TPND for that supplier and date
combination
• You can then click the ‘Select All’ button to select all depots, or
tick the depots you want to change. This will bring up the
‘Calculate Amended Order’ button
• Clicking this button will bring back the new pro-rated figures in
the ‘Amendment Quantity in Cases’ column
• You can then click the ‘Create Amendment’ button to submit all
the changes at once. This button will show on the current page
b) TPND (Unit size change)
This can be used when you have approval to increase or
decrease your orders and are doing so by a %
• Select the change type as ‘Increase or Decrease by %’, which will
update the reason code
• Choose a primary reason from the drop down boxes and then a
secondary reason
• If it’s a Tesco approved increase or decrease and not a supplier
shortage you will need to include the name of the person that has
approved this at Tesco e.g. E. Nelson
• Add the % you want to increase or decrease by
• Click the ‘Read’ button and this will bring up the ordered quantities
• Click the ‘Select All’ button to select all depots or tick the depots
you want to change. This will then bring up the ‘Calculate Amended
Order’ button
• Click the ‘Calculate Amended Order’ button which will bring back
the new pro-rated figures in the ‘Amendment Quantity in Cases’
column
• Click the ‘Create Amendment’ button to submit all the changes at
once. The submit button will show on the current page
• Click on the ‘Multiple Amend’ button to go to next TPND
c) Increase/Decrease by a %
This can be used when you have approval to increase or
decrease your orders across all or selected depots that contain
that TPND on that day
• Select the change type as ‘Increase or Decrease Amongst
Selected Depots’
• Choose a primary reason from the drop down boxes and then
chose a secondary reason
• If it’s a Tesco approved increase or decrease and not a supplier
shortage you will need to include the name of the person that has
approved this at Tesco e.g. E. Nelson
• Add the quantity you want to increase or decrease by and click
the ‘Read’ button. This will bring up the ordered quantities
• Click the ‘Select All’ button to select all depots or tick the depots
you want to change
• Click the ‘Calculate Amended Order’ button which will bring back
the new pro-rated figures in the ‘Amendment Quantity in Cases’
column
• Click the ‘Create Amendment’ button to submit all the changes at
once.
• Click on the ‘Multiple Amend’ button to go to next TPND
d) Increase/Decrease by a quantity
This can be used when you have approval to increase or
decrease your orders to a fixed quantity by depot. It is easier
to do as a % so this option should be used only if you really
have to have a specific figure by depot – some BD Models
• Select the change type as ‘Fixed Quantity by Depot to Existing
TPND’
• Choose a primary reason from the drop down boxes and then a
secondary reason
• If it’s a Tesco approved increase or decrease and not a supplier
shortage you will need to include the name of the person that has
approved this at Tesco e.g. E. Nelson
• In the ‘Amended Quantity in Cases’ field add the figures by depot
that you have agreed. These are the new total figures
• Click the calculate amended order button which will bring back
the new pro-rated figures in the ‘Amendment Quantity in Cases’
column
• Click the ‘Create Amendment’ button to submit all the changes at
once
• Click on the ‘Multiple Amend’ button to go to next TPND
e) Increase/Decrease by fixed quantities
This can be used to transfer an order to a new seven digit
supplier number linked to your TIMS login.
This functionality can only be used when you have both
seven digit supplier numbers within your same TIMS
login. This is not to be used if you are covering for
another supplier that you do not control.
• You will need to select the change type as ‘Supplier ID Change’,
which will update the reason code to ‘Covering for Another
Supplier’
• The comment field will pick up the supplier number from the
‘New Supplier ID’ field
• You will need to select the new seven digit supplier number in the
‘New Supplier ID’ field.
• You then need to click the ‘Read’ button and this will bring up the
ordered quantities
• You can then click the ‘Select All’ button to select all depots, or
tick the depots you want to change. This will bring up the
‘Calculate Amended Order’ button
f) Supplier ID change
• You then need to click the ‘Calculate Amended Order’ button
which will bring back the new pro-rated figures in the
‘Amendment Quantity in Cases’ column for the depots you have
selected
• You can then click the ‘Create Amendment’ button to submit all
the changes at once. The ‘Create Amendment’ button will show
on the current page
• If you don’t currently supply any depots on the new supplier
code, a new order number will be generated when processed by
Tesco
• Click on the ‘Multiple Amend’ button to go to the next TPND
f) Supplier ID change (cont’d)
This can be used to increase orders across depots that
you aren’t currently supplying as well as depots you are
supplying e.g. if you are covering for another supplier
• Select the change type as ‘Fixed Quantity by Depot
to New TPND/Depot’
• Choose a primary reason from the drop down
boxes and then a secondary reason
• If it’s a Tesco approved increase or decrease and
not a supplier shortage you will need to include the
name of the person that has approved this at Tesco
e.g. E. Nelson
• In the ‘Amended Quantity in Cases Field’ add the
figures by depot that you have agreed. These are
the new total figures
g) Fixed quantity by depot to new TPND/Depot
• Click the ‘Calculate Amended Order’ button which
will bring back the new pro-rated figures in the
‘Amendment Quantity in Cases’ column
• Click the ‘Create Amendment’ button to submit all
the changes at once
• Click on the ‘Multiple Amend’ button to go to next
TPND
g) Fixed quantity by depot to new TPND/Depot (cont’d)
This can be used optimise pallets to round up or down
based on a tolerance of 50% .This functionality can only
be used if you have had Tesco approval.
1. You will need to select the change type as ‘Pallet
Optimisation’
2. Choose the ‘Tesco Approved Increase’ reason from the drop
down boxes and then a secondary reason
3. If it’s a Tesco approved increase or decrease and not a
supplier shortage you will need to include the name of the
person that has approved this at Tesco e.g. E. Nelson
4. You then need to click the ‘Read’ button and this will bring up
the ordered quantities
h) Pallet Optimisation*Before using this option you need to ensure that you have
entered your full pallet quantities in the product option
from the documents option on the main TIMS menu – this is
a one off job*
5. You can then click the ‘Select All’ button to select all depots
or tick the depots you want to change. This will bring up the
‘Calculate Amended Order’ button
6. You then need to click the calculate amended order button
which will bring back the new pro-rated figures in the
‘Amendment Quantity in Cases’ column.
– The figures will be rounded up to a pallet if 50% of a
pallet or rounded down to 0 if less than 50% of a pallet
– If you want to change the depots selected, click the
‘Read’ button again and it will reset the view to the
original orders and you can select again
7. You can then click the ‘Create Amendment’ button to
submit all the changes at once. The submit button will show
on the current page
h) Pallet Optimisation (cont’d)
Rounded Up Rounded
Down
The Round Pallet Up Quantity Function is not live at the moment and is not to be used
i) Round Pallet Up Quantity
Please contact Emma Nelson [email protected] 01707 916245 if you have any issues regarding
this training or basic technical support.
We can arrange 20 minute online training sessions if this will be of benefit – please contact Emma to arrange
this.
Please contact [email protected] if you have any issues with TIMS access or need detailed technical
support.
Support