Oracle Transportation Management - Academy Sports OTM Vendor... · 2 Academy Sports + Outdoors is...

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WBTATMOSreadytoshipvendor20150710v1d2

Ready to Ship Vendor

OTM Oracle Transportation Management

Click here for Shipment Type

Academy Sports + Outdoors is implementing the new Oracle Transportation Management (OTM)

to replace the current JDA TMS. OTM is a centralized transportation management platform

solution for our logistics and transportation operations in North America. By deploying OTM as

our logistics backbone, we have now a single platform to manage all shipments and modes of

transportation across our domestic network. OTM will process 5,000+ order releases per month

and manages 35 + carriers across the country providing a real-time, dynamic solution centered on

an overarching transportation system giving visibility and control of the supply chain operations

and costs.

By proactively revisiting and improving our transportation planning systems we ensure the efficient

optimization of movements of goods across the distribution channel. The new OTM delivers

robust transportation planning and execution capabilities to our company and our partners as a

holistic solution to the constant changing transportation requirements of the retail industry.

Release expected by end mid Q3 2015.

For updates check our Vendor site at:

https://vendor.academy.com/content/otm-domestic-vendor-notification

OTM ORACLE TRANSPORTATION MANAGEMENT

Key Benefits

• Increase efficiency, accuracy and control of operations

• Ensuring complete logistics network visibility throughout the supply chain

• Reducing freight spend and improving freight cost visibility

• Track and Trace feature

• Collaborative framework facilitating the flow of information across multiple parties

• Improve reliability of inbound deliveries.

• Ensure complete visibility of the goods in transit and manage exceptions during the movement of

• Increase customer satisfaction and reduce loss of sales opportunities through on-time delivery

• Fast automated freight payment match-and-pay processes

Key Changes

• New OTM website

• New website functionality

• Freight Payment management changes

OTM ORACLE TRANSPORTATION MANAGEMENT

OTM GUIDE FOR VENDORS

Oracle Transportation Management system (OTM) facilitates collaboration between buyers and

their suppliers through on-line purchase order confirmation, shipment creation, and transportation

management integration. The design of this document is to provide guidance to Academy’s

suppliers utilizing OTM, accessed via the Oracle Web Portal.

In summary, this document will provide guidance on:

Order Release

o Reviewing open Purchase Orders

o Create Shipment Releases

Shipment Manager

o Review Status of Shipments

o Modify Shipments

Additional guidelines and information for OTM:

• At 07:00 AM CST, OTM consolidates all submitted releases on the Early Pickup Date and routes them for pickup. An email message (VENDOR NOTIFICATION) is sent to each vendor with the routing information. Please email: domestic.logistics@academy.com if you do not receive an email within 24 hours after your Early Pickup Date.

• All Releases must be submitted 72 hours before the Early Pickup Date• If you submit the Order Release after 06:45 AM CST, your shipment will go through the routing

process the next business day; therefore, you must change the Early Pickup Date to the next business day.

• Please email: domestic.logistics@academy.com if you have not received a call from a Truckload Carrier within 24 hours after your Early Pickup Date.

• Any unassigned Order Releases or extra freight will not be added to an arriving truck without approval from the Academy Logistics Department. (See SMART guide for violations)

• Multi Stop Shipments – All truck load shipments must be loaded to maximize space for next shippers freight

• Any problems with PO's contact your Buyer via email

OTM GUIDE FOR VENDORS

Action Responsible Comments

Purchase Order is generated in Academy’s host system AcademySupplier continues to receive PO in same format (EDI, web,paper)

Purchase Orders are imported into Oracle’s Web site Academy

Supplier logs onto OTM website Supplier Website link: http://vendor.academy.com

Supplier clicks link for OTM Link and logs into the application Supplier User ID & Password administered by Academy

The supplier creates an order release (pickup request) based on theirability to fulfill the purchase order

Supplier

After the shipment is created, the supplier clicks Finished to submit therelease for pickup

Supplier

Carrier is assigned to pick up shipment and the status Indicator isupdated to Yellow informing the vendor the release is on a shipment

Academy

Email sent to supplier with routing info (carrier & Academy BOL #) Academy

Supplier can review shipment status in OTM by clicking on Order Search SupplierSupplier references Academy BOL# on shipping paperwork(Straight BOL).

Carrier requests pickup appointment with Supplier CarrierCarrier provides Shipment status info back to Academy (EDI orweb)

How to Access OTM

• Go to https://vendor.academy.com/

Ready, Set, Grow!

Vendor Process

Back to Shipment Type

By Shipment Type

If you are a: Page

Collect Vendors 10-26

Direct to Store Shipments 15

Fixture and Visuals Vendors 27 - 41

Supplies Vendors 42- 55

Pre-Paid Shipments Instructions 56-66

Ready, Set, Grow!

COLLECT VENDORS

Objectives

• Discuss PO release processes

• Identify the process for updated an order

release

• Review processes for order search

• Discuss order updates

• Review the process for printing a bill of

landing

This training document is an introductory tutorial to

OTM with information on navigating the system.

This document is directed to all the Academy

Sports + Outdoors (ASO) Vendors. Users should be

able to view and release a PO.

Vendor Login

User: Vendor Number or Vendor ID (without leading zeroes)

Password: “CHANGEME”

Users can change their password upon initial log-in.

(See page 14)If you change the password make sure that your team know the new password.

Notes on PO releases:

• All releases must be completed at least 72 hours prior to the early pick up date

• The vendor has the ability to make changes to the released order as long as is not planned on a shipment -PO has to be in Red in order to make changes. If the PO is status is yellow or Green you will have to email: Domestic.Logistics@Academy.com for assistance

• Releases are planned on Shipments once a day, as result time for changes is limited

• If a change needs to be made and the Vendor receives an error message, please contact Domestic.Logistics@Academy.com for assistance

PO Release

The Ship Unit Finder screen allows the Vendor to search for PO’s by PO number (7 digits, without

leading zeroes), source location, destination location, other criteria or by performing an open

search

Purchase Order Ready to Ship (Release) Process:

• On the Ship Unit screen

• Select the PO you wish to release by checking the box next to the PO number and click the

Ready To Ship ASO button at the top of the page

PO Release

On the Ready To Ship screen enter the following information:

• Early Pickup Date – Use the calendar icon to the right of field to choose the earliest date the goods can

be picked up at your facility.

• Ship From (MUST CHANGE TO A 8-12 DIGIT LOCATION NOT USE VENDOR ID) –Enter your Supplier Site ID that corresponds with the physical location you are actually shipping from. Clear Ship From field, click on “l” (lower case L) – to search for your locations. Then Click The Finish Tab (see page 16 for example)

• Ship To – Enter the Ship to ID you are shipping to. Clear Ship to field, click on “l” (lower case L) – to

search for locations. For Direct to Store Shipments chose the Store number and location or type “ST”

then the store number.

• Pallet Type – Use the drop down and choose the type of pallet. (Standard, Stackable, Long or Floor

Loaded)

• Weight – Enter in the total weight for this PO release

• Volume – Enter the total volume (cube) for this PO release

See page 16 for Ship From

PO Release

Ship From – Clear Ship From field, click on “l” (lower case L) – to search for your location. (MUST CHANGE TO A 8-12 DIGIT LOCATION DO NOT USE VENDOR ID) Select your Supplier Site ID that corresponds with the

physical location you are actually shipping from. Click on Finish.

MUST CHANGE TO A 8-12 DIGIT LOCATION (i.e. 45009012001) DO

NOT USE VENDOR ID (4500) List Box “l”

PO Release

• Scroll down until you see Reference Numbers Ribbon on the Ready To Ship Screen1. Go to the Reference Number Qualifier ID Field and use the scroll Drop Down and findthe Carton Count then in the Reference Number field and enter the value and then Click Save.

PO Release

2. Go to the Reference Number Qualifier ID Field and use the Drop Down and find the NMFC Class, then in the Reference Number field and enter a NMFC Class that is 3 digits (example: 300,100, 92.5) or 2 digit example 50). Then Click Save

PO Release

3. Go to the Reference Number Qualifier ID Field and use the Drop Down and find the PALLET COUNT, then in the Reference Number field and enter a Pallet Value. Then Click Save

• 4. Click Save at the bottom of the screen to complete your request. You will see the Success

screen pop up

• For Secondary Requirements: Repeat the same steps as step 3 above for Floor Loaded, Hazmat, or

Firearm if this load are these type of Product.

• The Reference Numbers Qualifier ID in Red are required to process PO’s for routing.

• The Reference Numbers Qualifier ID in Blue are only required if applied to the load

Order Search

• Select the Order Search icon on the home screen

• The Order Released Finder allows the Vendor to search for released orders by released ID, PO number, etc.

• Click Search

• The search provides an Order Release screen which contains general information about your releases.

• Use the legend below to help identify your shipment status using the Indicators and User Defined images

• Note: You can only make changes to a release when the indicator is a RED square.

Order Update – Quantity

• This function can be use to update the carton count, weight, or volume of your release

• Click the Menu link and enter in the Order Release ID you want to modify the quantity on

• Then Click Search

• Check the box next to the Order Release and click Edit at the top

Order Update – Quantity

• Complete the following fields on the Ship Unit Line screen:

Carton Count – If being changed, enter in the number of total cartons

Weight – If being changed, enter in the total weight

Volume – If being changed, enter in the total volume

• Do not update other fields

• Once all the fields are completed, click the Finished button

• Return to Order Search Menu to search for the order release and confirm the updated quantities

Order Update – Ship/From Date

• The Order Update – ShipFrom/Date screen is used to update the location you are shipping from

or to update the date the goods are available for pickup

• Click the menu link and enter in the Order Release ID you want to modify

• Click Search

• Check the box next to the order release and Click Edit at the top

Note: You cannot alter a release if it is on a shipment. Contact Domestic.Logistics@Academy.com

for assistance.

Order Update – Ship/From Date

Enter in the following information:

• Pickup Date - to change the earliest date the goods are available, enter a new date in this field

• Source Location ID – to enter a different Pickup Location. Clear Source Location ID, click on “l”

(lower case L) – to search for your locations.

• Select Finished

• Return to Order Search Menu to search for the order release and confirm the updates.

• Select the Print BOL icon on

the home screen.

• Select the shipment by

selecting the option box on

the left side of the screen, go

to Actions.

• Select Print BOL - Vendor

• Follow the Windows steps to

open the PDF file

Print a Bill of Landing (BOL)

Changing a Password

• Select Change Password from the home

• Input old password

• Input new password

• Retype password

• Select Update Password

• Password Rules:

7 characters long min.

Expiration: 180 days

History: last 5 passwords

Max attempts before lockout: 3

OTM Vendor Indicators and User Defined images

The vendor has the ability to make changes to the released order as PO has to be in Red status to for vendor to make changes. If the PO is yellow or Green the vendor will have to email:Domestic.Logistics@Academy.com for assistance

Questions?

Contact Domestic.Logistics@Academy.com for any questions.

Ready, Set, Grow!

Fixtures and Visuals

Vendors

Objectives

• Discuss the shipment to stores process

• Discuss the shipment to DC process

Fixtures/Visuals to Store

• All Fixtures/Visuals vendors will login with their own user ID (Fixtures/Visuals ID) and password

i.e. User ID - V122348, Password – CHANGEME

The screen name will reflect your department either as Fixtures or Visuals.

Fixtures/Visuals to Stores

• Upon logging in, select Create Shipment to Store from the home menu

• The order release finder page will be displayed

• Click New

• On the order release page, enter the following information into the corresponding fields

Order Release ID - Leave blank

Pickup Date – Enter the date in which the shipment is to be picked up

Order Configuration - Do not change

Source Location - Enter your vendor ID

Carrier – Leave KLOG as the carrier

Destination Location ID - Choose the destination location from the drop down list or type the store

location by entering “ST” and the number

Comments – On Site Date – Enter the date in which the shipment should arrive at the destination

Enter NMFC_CLASS and Reference Number (the class of the shipment 50.0)

- The NMFC needs to be in the following format: 50.0

– The decimal followed by a zero or number is necessary

Reference Number – Enter the value for the class

Click Save to the right of the Reference Number

Click the Ship Unit Button

• Click the New Line Item button to enter specific PO information and enter the following information into the corresponding fields:

Leave Blank – Do not change

Total Package Count – Enter the carton count for the individual purchase order

Weight – Enter weight for the individual purchase order

Volume – Enter volume for the individual purchase order

Type – Do not change

PO Number – Enter the purchase order number

Reference Number Qualifier ID - Click the pull down arrow and select PALLET_COUNT and Reference Number (the number of pallets)

• Click Save once the information is entered

• Then Finished or New Line Item for new PO and repeat the above steps

• If shipping multiple POs, click the New Line Item tab to create additional POs

• Click the Finished button at the top of the screen once all the information for the shipment has

been entered

• To create another shipment, click the Create Another button or repeat the option below

• You have completed building a Fixtures/Visuals shipment

• You can log out or Create Another shipment

Fixtures/Visuals to DC

• All Fixtures/Visuals vendors will login with their own user ID (Fixtures/Visuals ID) and password

i.e. User ID - V122348, Password – CHANGEME

• The second process is Fixtures/Visuals to a DC

• Upon logging in, select Create Shipment to DC from the home menu

• The Order Release finder page will be displayed

• Click New

• On the order release page, enter the following information into the corresponding fields

Pickup Date – Enter the date in which the shipment is to be picked up

Source Location - Enter your vendor ID

Fixtures/Visuals to DC continued

Destination Location ID - Choose the destination location from the drop down list

Comments – On Site Date – Enter the date in which the shipment should arrive to the store

Enter NMFC_CLASS and Reference Number (the class of the shipment 50.0)

- The NMFC needs to be in the following format: 50.0

– The decimal followed by a zero or number is necessary

Click the Ship Unit button

• Select the New Line Item option to enter specific PO information and enter the following information into the corresponding fields:

Total Package Count – Put in carton count for individual purchase order

Weight – Enter weight for individual purchase order

Volume – Enter volume for individual purchase order

Reference Number Qualifier ID - Enter PALLET_COUNT and Reference Number (the number of pallets)

been entered

Changing a Password

• Retype password

• Password Rules:

Questions?

Ready, Set, Grow!

Supplies Vendors

Objectives

• Discuss the shipment to stores process

• Discuss the shipment to DC process

Vendor Login

User: Vendor Number

Password: “CHANGEME”

Shipment to Store

• Upon logging in, select Create Shipment to Store from the home menu

• Click New

Shipment to Store

On the order release page, enter the following information into the corresponding fields

Pickup Date- Enter the date in which the shipment is to be picked up

Source Location ID - click on “l” (lower case L) – to search for your locations. The drop down list will

show the logged in vendor’s location and all the store destination locations. Choose vendor’s

location and Finish

Destination Location ID - Choose the Store destination location from the drop down list (add “ST”

then the store number.

Contact Name - Enter contact name which will be the vendor ID. This will allow a message to be

sent to the vendor contact when the shipment has been accepted by the carrier.

Additional Comments – Provide additional comments in this field

Reference Number Qualifiers –

Enter NMFC_CLASS and value. The NMFC needs to be in the following format: 50.0.

The decimal followed by a zero or number is necessary – Click Save next to the Reference Number

Upon completion of the fields, click the Ship Unit button at the bottom of the screen

Shipment to Store

• Shipment to Store

been entered

Shipment to DC

• Upon logging in, select Create Shipment to DC from the home menu

• Click New

Shipment to DC

On the order release page, enter the following information into the corresponding fields.

Pickup Date: Enter the date in which the shipment is to be picked up

Source Location ID - click on “l” (lower case L) – to search for your locations. The drop down list will

show the logged in vendor’s location and all the store destination locations. Choose vendor’s

location.

Destination Location ID - Choose the destination location from the drop down list. The list for

shipments to a DC will show both DC’s available, 895 and 897.

Contact Name - Enter contact name which will be the vendor ID. This will allow a message to be

sent to the vendor contact when the shipment has been accepted by the carrier.

Additional Comments – Provide additional comments in this field

Reference Number Qualifiers –

Enter NMFC_CLASS and value. The NMFC needs to be in the following format: 50.0.

The decimal followed by a zero or number is necessary

Upon completion of the fields, click the Ship Unit button at the bottom of the screen

Supplies Shipment to DC

Shipment to DC

been entered

Changing a Password

• Retype password

• Password Rules:

Questions?

Ready, Set, Grow!

Prepaid Shipments

Shipping Prepaid to Academy

• If you are a Vendor shipping prepaid to Academy locations

forward the Prepaid Carriers Training and Academy's Guide

for Carriers to your carrier of choice.

• We have provided PDF files attached to this communication.

Prepaid Carrier Tender Processes

• All PPD carriers will login with the same user ID and password

Carrier Log in

Enter User Name and Password

User Name: ASOCARRIER

Password: CARRIER

• To enter PPD shipment details, click on the Enter PPD Shipment Details link

• Click on NEW

• PRO/BOL Number – Enter in your Pro/BOL Number for the shipment

• Delivery Date – Click the Calendar to enter the delivery date for the shipment

• Order Configuration – Do Not Change

• Source Location ID – Do Not Change

• Trailer Number – Enter the trailer number for the shipment

• Additional Comments – Free form to enter a small description for the shipment

• Payment Method – Select PPD from the pull down

• Carrier SCAC – Enter the carrier’s SCAC

• Destination Location ID – Select the destination from the pull down

• Payment Terms Select PPD - Do Not Change

• Carrier Name – Enter the carrier name for the shipment

• Carrier Address – Enter the carrier’s address for the shipment

• Carrier Phone – Enter the carrier’s phone number

• Carrier Email – Enter the carrier’s email address

• Carrier Contact Name – Enter the carrier’s contact name

• Click Ship Unit button

• Click the New Line Item button to enter specific PO information and enter the following information into the corresponding fields:

Total Package Count – Enter the carton count for the individual purchase order

Weight – Enter weight for the individual purchase order

Volume – Enter volume for the individual purchase order

Contact Info – Enter a contact for the recipient of the items

Store Number – If the items are going to a store enter the store number

Vendor Name – The vendor name of the PO or item

Comments – Free form to enter in any comments necessary

Reference Number Qualifier ID - Click the pull down arrow and select PALLET_COUNT and Reference Number (the number of pallets)

• Then Finished or New Line Item for new PO and repeat the above steps

Prepaid Carrier Tender Processes continued

Reference Number Qualifier ID - Click the pull down arrow and select PALLET_COUNT and

Reference Number (the number of pallets)

• If shipping multiple PPD POs, click the New Line Item tab to create additional POs

been entered

Use this information for entering information PDD shipment details

Use this information for entering information new line item shipment details

If shipping directly to any of the Academy

store do not use OTM. If more information is

needed, contact the Shipper.

Questions?

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