Defense Commissary Agency (DeCA) American Logistics Association (ALA)
Defense Commissary Agency (DeCA) American Logistics Association (ALA) Vendor Portal Training Summary and Learning Opportunities May 16-17, 2018 Vendor Portal Training Overview On-Site Training Summary DeCA has provided on-site training for Vendor Portal at HQ, DeCA, Ft. Lee, VA. To date, 133 individuals have participated in the training A total of 20 classroom sessions have been provided All participants were on-boarded into Vendor Portal after training completion To date 2,038 Vendor Portal login(s) have been sent to DeCA vendors ALA Presentation 2018 Vendor Portal 10.5.2.188
2 Training Materials Summary To date DeCA has provided the following Training References and Materials: Vendor Portal Reference Materials Vendor Portal Onsite Training Slides Vendor Portal Reference Guide Vendor Portal Reference Guide for Scan-Based Promotional Agreements Vendor Portal FAQs Quick Tips Import Screens and Cost Zones How to Establish a Base Cost in Cost Zone 99 How to View Historical Cost and Historical Item Adjustments ALA Presentation 2018 Vendor Portal 10.5.2.188 3
Web Based Training (WBT) Summary Four (4) Vendor Portal WBT Modules were posted on Commissaries.com as an alternative to on-site training for vendors unable to travel to Fort Lee. Below is a summary of the number of Views captured on YouTube for each module: Web Based Training Modules Length Views Module 1 Introduction to Vendor Portal 29 Minutes 1,596 Module 2 Cost Changes in Vendor Portal 24 Minutes
1,028 Module 3 Item Adjustments in Vendor Portal 30 Minutes 456 Scan-Based Promotions (Launched 04/24/2018) 16 Minutes 39 Total ALA Presentation 2018 Vendor Portal 10.5.2.188 3,119
4 Vendor Portal Training Evaluations Training Evaluation Factors 83% Excellent 12% Very Good 60 50 40 30 20 10 0
Excellent ALA Presentation 2018 Vendor Portal 10.5.2.188 Very Good Average Fair Poor 5 Vendor Portal Training Evaluations 50
Change Management 45 40 35 30 25 20 15 10 5 0 Yes
ALA Presentation 2018 Vendor Portal 10.5.2.188 Maybe No 6 Vendor Portal Training Comments General Comments Good class. It was great to have individual help. The hands on exercises were simple and taught what we need to know. Thanks. GREAT JOB!!! Excellent pace & information! Thank you! Very informative. Great training - good amount of teaching and practice. Thank you! Well done, with the size of the group. The exercises are very important to
provide familiarity. Good practical exercises. Couldn't have asked for any better training - even a "non-techno" could understand! Only thing I would suggest is notifying people that they can print the deck to bring with them and take notes on. ALA Presentation 2018 Vendor Portal 10.5.2.188 7 Vendor Portal Learning Opportunities Cost Zones Cost Zone 99 applies adjustment to all Cost Zones (worldwide) and should be used for Non-Negotiated Promotions only (Adjustment Code 1). Do not use Cost Zone 99 when offering a negotiated promotion because Cost Zone 99 is to be used for non-negotiated promotions only. When a cost change is submitted with Cost Zone 99, previous costs in ALL cost zones will end. If you need different costs reflected in different cost
zones after importing Cost Zone 99, you must then re-enter them in the applicable cost zones. When using Cost Zone 99 for a non-negotiated TPR (Adjustment Code 1), ensure the adjustment is meant to be applied World Wide. Presenter: Mr. Darrell Clary ALA Presentation 2018 Vendor Portal 10.5.2.188 8 Vendor Portal Learning Opportunities Cost Zones (contd) Cost Zone 999 applies adjustments to the 48 states in the continental US (Not Alaska and Hawaii) and should be used for Negotiated Promotions (Adjustment Codes 2 and 10). Alaska and Hawaii Cost Zones can be added if applicable. Cost Zone 999 is to be used for adjustments only. Avoid using Cost Zone 999 for cost changes because the system will not process the transaction.
Presenter: Mr. Darrell Clary ALA Presentation 2018 Vendor Portal 10.5.2.188 9 Vendor Portal Learning Opportunities Negotiated Promotions/Adjustments Non-EDI vendors cannot present Managers Specials (Adjustment Code 10) in Vendor Portal until Bill Back Manager is deployed. Instead, Non-EDI vendors should submit an Adjustment Code 1 for Non-negotiated offers and Adjustment Code 2 for Negotiated offers (Power Buys on the National Promotional Package). Avoid using Cost Zones 11 (Europe), 22 and 23 (Alaska and Hawaii), and 24 (Pacific OCONUS) when presenting a Managers Special (Adjustment Code 10) Negotiated Promotion. You can use the vendors comment field and state Managers Special will be supported by a local VCM for HI, AK, EU, and PAC. Avoid using Cost Zone 11 (Europe) and Cost Zone 24 (Pacific OCONUS) when presenting a Negotiated Promotion. Instead use the vendor comment field to state that a Local VCM will be used to support if item is accepted
into the promotion. Presenter: Ms. Barbara Merriweather ALA Presentation 2018 Vendor Portal 10.5.2.188 10 Vendor Portal Learning Opportunities Non-EDI Vendors Remember, all costs and adjustments must be entered by the CASE amount. This has been a reoccurring problem as the Web-Pricing vendors transitioned over to Vendor Portal. Ensure Promotional Adjustments are entered as the amount off the base cost; not off of the new promotional cost. Presenter: Mr. Larry Peck ALA Presentation 2018
Portal 10.5.2.188 13 Vendor Portal Learning Opportunities Things to remember when submitting cost and adjustments Clarification on how Recoup/Gross margin is applied and when in the process of calculation of price it occurs: Retail Price = Cost from the vendor + Recoup/Gross Margin - Adjustments Recoup is calculation using Base cost prior to any adjustments When submitting a new cost do NOT submit an End Date when submitting through the Vendor Portal. When submitting Negotiated Promotions please reference the current Event Calendar published in DeCAs Notices to the Trade to ensure correct dates are submitted. Your offer may be refused if the dates are not correct because this creates bill paying issues. Managers Specials dates should reflect the Display Dates + one additional week. Presenter: Mr. Brian Myrick ALA Presentation 2018
Vendor Portal 10.5.2.188 14 Vendor Portal Learning Opportunities How to Submit Line Extension with Your Promotional Offer If you choose to extend your offer across a line of like items and the Primary Item is selected for the promotional package then the offer should include the line extensions. Use the comments field to indicate which items are suggested as Primary offshelf display items and include in the comments of the line extension this offer is only good if Primary item is Picked up or Line extension. Presenter: Ms. Rena Dial ALA Presentation 2018 Vendor
Portal 10.5.2.188 15 Vendor Portal Learning Opportunities CPI Vendors and Promotional Offers If a Promotional Offer is intended to be one that is included as part of the original CPI agreement and the vendor would like to include Suggested Price Point Example: Category X, item UPC # XXXXXXXXXX, Item/Brand Description, DeCA Invoice Cost 13.35, Cost Zone WW, Will be promoted on a quarterly rest of the brand basis with the CPI quarterly agreed promotion commitment enter in remarks column (Vendor Portal) Presenter: Mr. LaRue Smith ALA Presentation 2018
Vendor Portal 10.5.2.188 16 Vendor Portal Learning Opportunities OTBs, Shippers, Pallets, and Club-Packs Submissions The following Promotional Types require the use of the DeCAF 40-15 and DeCAF 40-16 presentation forms until Vendor Portal Phase II: Deal of the Week (Hot Deals) Display Shippers Pallet Shippers One-time Buys, Holiday/Seasonal Items Club-Packs Do not submit via EDI or Vendor Portal Submitting the above promotional types in EDI or Vendor Portal creates a risk of double adjustments. DeCAs Promotional Team will review the DeCAF forms for overlapping offers and after correction will enter the items into the Promotional Package. Presenter: Mr. James Taylor ALA Presentation
2018 Vendor Portal 10.5.2.188 17 Vendor Portal Learning Opportunities Standardization of Promotional Costs DeCA requests that vendors standardize their promotional cost submissions in the following manner: Submissions should be submitted with a base cost and an adjustment to reach the promotional cost. Example: Club-Pack ABC has $10.00 Base Cost with $3.00 Adjustment producing a $7.00 promotion cost offered to DeCA. Your assistance in this area will promote DeCAs effectiveness in selecting the right product assortment in each promotional package and will improve our ability to achieve meaningful analytics. Presenter: Mr. James Taylor ALA Presentation 2018 Vendor
Portal 10.5.2.188 18 Vendor Portal Learning Opportunities Open Discussion ALA Presentation 2018 Vendor Portal 10.5.2.188 19 Vendor Portal Learning Opportunities What you, the Vendors, have been asking for is now available on Vendor Portal! Vendor Portal now gives you the ability to see Costs and Off-Invoice Adjustments all on the same screen. In Vendor Portal, the new Vendor Net Cost module
allows you to view the Current Cost and Net Cost of an item plus adjustments all on one screen. ALA Presentation 2018 Vendor Portal 10.5.2.188 20 Vendor Portal Learning Opportunities Vendor Portal>Vendor Net Cost Module The new Net Cost Module is a View Only screen. Shows Net Unit Cost and Current Unit Cost on same screen. Easy to use filtering by UPC/EAN, Cost Zone, Adjustment Code, Start or
End Date, or Store ID. Note: The only available Staged Status filter is Applied. Data can be exported to a PDF, CSV (Comma delimited), or CSV (Comma delimited, unformatted) files ALA Presentation 2018 Vendor Portal 10.5.2.188 21 Vendor Portal Learning Opportunities Vendor Portal>Vendor Net Cost Module 6 Data Fields
1. Select Vendor Net Cost module 2. Filters provided 3. Default filters (already added to filter bar) 4. Data columns (click column name to sort by that column) 5. Export button (PDF, CSV, and CSV unformatted) 6. Show Historical Button ALA Presentation 2018 Vendor Portal 10.5.2.188 UPC EAN Cost Zone Store ID Net Unit Cost Current Unit Cost Adjustment Code Adj. Description Start Date End Date Event 22
Vendor Portal Learning Opportunities Need Help? Check out commissaries.com for updates to the Vendor Reference Guide and new Notice to Trade (NTT) Contact the EBS Vendor Portal Help Desk 1-800-531-2222 and enter PIN 7780 ALA Presentation 2018 Vendor Portal 10.5.2.188 23
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