Wakefern Food Corporation Internet Invoicing

Wakefern Food Corporation
Internet Invoicing
February 16, 2001
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
Table of Contents
I.
II.
III.
IV.
V.
Introduction
System Requirements
Security and System Access
System Procedures
Direct Access Agreement
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
1
I. Introduction
Wakefern Food Corporation, in our continuing efforts to reduce costs in our supply chain,
has introduced a web site for our non-EDI vendors to produce and submit invoices for
Wakefern purchase orders. As most of you are aware, costs associated with paper
transactions, like invoices, are an area of opportunity for reducing expenses and
improving profitability for all concerned parties. This new function enables you, our
vendors, to enter data electronically and eliminate the need for paper invoices and the
additional expense for postage.
In this document, we are providing you with all of the details and requirements for
joining and using the Wakefern Food Corporation web site. We hope that you use this
opportunity to take advantage of an Internet based tool that will provide everyone with
added cost savings. It is important that you follow all of the steps laid out in the
document for a smooth and error free start-up.
II. System Requirements
PC running Windows 95 or higher.
Internet Explorer 5.0 or higher OR Netscape 4.7 or higher.
AOL Users – The system cannot be accessed by using the AOL browser. To access the
system, you must minimize the AOL application and open another session using your
web browser (Internet Explorer or Netscape).
III. Security and System Access
In order for you to access the Wakefern web page, you must first complete the Wakefern
Direct Access Agreement. The Direct Access Agreement can be obtained by contacting
the Wakefern EDI Department at (732) 521-8640 or (732) 521-8641. Once we have
received the original signed agreement, we will assign a user ID and a password. The
password, for security reasons, must be changed the first time that you access the
Wakefern system. The password will expire every 30 days and will prompt you to create
a new password each time. All passwords must be between 5 and 8 characters (not case
sensitive) and cannot be repeated month after month. In the event that you encounter
difficulties with accessing the system, including password problems, you must contact
the Wakefern Assistance Center at (732) 225-8095.
Note: To avoid any delays in processing your Direct Access Agreement, all users must
provide their full name, including middle initial, on this document.
The Direct Access Agreement should be returned to: Wakefern Food Corp.
33 Northfield Ave.
Edison, NJ 08818
Attention: Al Young
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
2
IV. Procedures
Accessing the System
Once you have received your system ID and password, you are ready to access the
system for the first time. From your web browser, enter and connect to the site:
http://www.wakefern.com/wakefern/main/login.html
Enter your user ID and password and hit the submit key. At this point, the system will
prompt you to change your password (passwords are 5 to 8 characters in length). Type in
your new password in the password field, confirm the password by re-entering it and hit
the submit key (frequently repeated letters will lead to an invalid password).
If you encounter any problems signing on to the system, please contact the Wakefern
Assistance Center at (732) 225-8095; a voice prompt will direct you to select the Vendor
Internet Invoicing option.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
3
Selecting Vendor Invoice Option
After accessing the system, the PLEASE SELECT A FUNCTION page will be displayed
on your screen. To enter the invoice screens, you must select the VENDOR INVOICE
function and click GO.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
4
Entering the P.O. Number
The PLEASE ENTER P.O. NUMBER page is now displayed, prompting you to enter the
Wakefern P.O. number. The P.O. Number field requires 8 digits, the first two (2) digits
represent the Wakefern Division Number and then the remaining six (6) digits of the P.O.
number.
Note: The division number corresponds to the Purchasing Division within Wakefern that
created the purchase order. The Wakefern Division numbers are as follows:
Grocery 01
General Merchandise 02
Frozen 06
Seafood 13
Produce 16
Meats 17
Dairy-Deli 18
After entering the P.O. number, click on the CONTINUE button.
If you encounter a problem with the P.O. number, an error message will be displayed on
the page. Select the reset option and retype the P.O. number and click on CONTINUE.
If you continue to encounter a problem with the P.O. number, please verify the P.O.
number against the original purchase order. If you are unable to determine the correct
P.O. number, you must contact the appropriate Wakefern category manager.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
5
Entering Invoice Detail
Once the system has validated the P.O. number, the item detail will be displayed on your
browser. To facilitate the entry of information into the system, Wakefern will display
key information from the Purchase Order, along with some default information. The
fields from the Purchase Order are the DISCOUNT/PAYMENT TERMS, PRODUCT ID,
DESCRIPTION, VENDOR PACK, SIZE, UOM (Unit of Measure – CA/Case or
LB/Pound) and QUANTITY. At this point, you must enter all required information, as
well as make all appropriate changes to information displayed on this page.
Required Fields
Invoice Number
Net Price
Optional Fields
Invoice Date
Discount/Payment Terms
Quantity
IMPORTANT: THE PRICE ENTERED FOR EACH ITEM MUST BE THE NET
PRICE, REFLECTING ALL OFF INVOICE ALLOWANCES.
If any information as originally reported in the purchase order has changed, you are
required to correct the information on this page in order to ensure an accurate invoice
payment process. After entering all information, click ENTER.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
6
Adding an Item to the Invoice
If the page does not reflect all of the items shipped for this purchase order, you may enter
missing items by selecting the ADD ITEM function. The system will prompt you to
enter the appropriate PRODUCT ID (Case UPC, Item UPC, Item Code, Vendor Number)
(ex. 01234567890), QUANTITY and NET PRICE. You may enter as many additional
items as necessary, simply selecting the ADD ITEM function the appropriate number of
times. After entering the required information onto the page, click ENTER.
Note: The PRODUCT ID is the agreed upon identifier between you and the category
manager. If for any reason you are unable to enter the PRODUCT ID, you must contact
the category manager.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
7
Entering Allowances and Charges
After you have entered all of the items, quantities and prices, you may enter all applicable
allowances and charges for the invoice. Reminder – Off invoice item allowances must be
reflected in the net price for the item. To enter the invoice adjustment page, select the
INVC ADJ function. The invoice adjustment page lists all of the common charges and
allowances, eliminating the task of typing a description for the adjustment.
All allowances and charges must be entered as a total for the invoice. For example, a
pick up allowance of $.10 per case, would be entered as a total for the entire invoice.
Ex. 2500 cases X $.10 = $250
For all adjustments not specifically listed on the screen, you must use miscellaneous
allowances and charges to enter them. The descriptions, MISC ALLOWANCE and
MISC CHARGE, can be changed to an appropriate description by erasing the existing
text and typing a new description into the field. Multiple charges may be entered, but all
miscellaneous allowances must be summed and entered in the MISC ALLOWANCE
field.
After entering all applicable allowances and charges, click ENTER.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
8
Confirming the Invoice
Once you have finished entering all information for the invoice, you must select the
CONFIRM/PRINT function, which is displayed on all input screens.
Note: INVOICE TOTAL detail is calculated based on the extension of the item detail
((Quantity x Price) + or – any charges or allowances). Cash DISCOUNT is also a
calculated field and does not need to be entered manually.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
9
Submitting the Invoice
The system will bring you to a confirmation page. Please review all of the data and if
correct, select the SUBMIT function. If it is not correct, you must select RETURN TO
UPDATE and make the appropriate corrections. To back all of the way out of the
invoice entry process, click on P.O. NUMBER, which will bring you back to the
PLEASE ENTER P.O. NUMBER page.
NOTE: If you have changed payment terms, added an item to the invoice, or the
remittance address as it appears on this page is incorrect, please contact the Wakefern
Category Manager.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
10
Wakefern Acceptance of the Invoice
After the SUBMIT function has been selected, the FINAL TOTALS page will be
displayed on your browser. All invoice totals will be displayed along with a message that
your invoice has been successfully entered into the Wakefern system and has been
accepted.
Once you have completed the invoice entry process, you may either click LOGOFF or
ENTER ANOTHER INVOICE.
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
11
V. Direct Access Agreement
To obtain a copy of the Wakfern Food Corp. Direct Access Agreement, please contact the
Wakefern EDI Department.
Bill Murfitt (732) 521-8641
Allan Horvath (732) 521-8640
Mike Durning (732) 521-8549
STRICTLY CONFIDENTIAL -- PROPERTY OF WAKEFERN / SHOPRITE
12