user guide takealot bookings system...this presentation will show you how to: • view new delivery...

TAKEALOT BOOKINGS SYSTEM

User Guide

Exception ModuleUser Guide

INTRODUCTION

Welcome to the Bookings System – Exception Module!

With this module, you can:

1. View delivery exceptions;2. Query delivery exceptions raised by Takealot Inbound regarding your delivery;3. Schedule COLLECTIONS for your approved inbound exceptions via your preferred courier or a self

collection.

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INDEX

This presentation will show you how to:

• View new delivery exceptions• Query exceptions using the exception module• Accept & Close an inbound exception• Book your approved exception for collection (via a preferred courier or self-collection)

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4

How does an inbound exception occur during the delivery process?

Either at point 1: unloading or 2: detail receiving

Deliver shipment to the

DC

PO 123456789

Takealot Offload Delivery

(delivery exception

occurs, e.g. rejection of

goods for damage etc.)

Move goods over for

detail receivingDetail receiving commence, where delivery

exception is noticed e.g. barcode issue,

commercial packaging damaged, no

barcode etc.

Takealot Group Inbound

Coordinator receives exception

ticket from the DC

Log onto the NEW Booking

Portal

New ticket on Inbound

Exception widget sent form

Inbound Coordinator at

Takealot Group

1 2

X

Queries in progress

ASN (Advanced Shipping Notice)

Each PO (Shipment) will have an ASN number that either generated by the DC system (if Market Place) or created by you (Supplier) when shipping your PO. If your Shipments/POs are in Confirmed/Shipped status and the Shipment/ASN is not available to book in the booking portal, please reach out to Adaptris as soon as possible via the contact details found on the Help page of the Booking System.

Inbound Exceptions

This refers to PO(s) delivered to the DC which cannot be scanned into the DC. Common reasons include:• Damaged Stock• Barcodes unscannable• Oversupply of goods on the PO

Wherever an Inbound Exception occurs, this will be displayed on the Bookings System for collection.

Important Points & Terminology

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Inbound delivery exception status guide

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Exception Status Definition Message Status Definition

ReviewException raised for review by Inbound

Coordinator (at Takealot Group).New

New message has been posted to your

module.

Review

Exception raised for review by Inbound

Coordinator (at Takealot Group). Viewed

Supplier has viewed the message but no

action has taken place i.e. reply sent or

accepted & closed.

Pending Waiting on feedback from the inbound

coordinator (at Takealot Group).Queried

Supplier sent the exception back for

further investigation after supporting

documentation/information have been

provided.

Cancelled

Inbound Coordinator has reviewed

information provided from vendor and

found the claim to be valid.

Closed Exception claim closed, no further action

required.

ApprovedDelivery exception found to be valid,

supplier accepted & closed the ticket.Collection Pending

Ticket pending to be booked for

collection.

Approved

Delivery exception found to be valid,

supplier accepted & closed the ticket. Collection ScheduledTicket has been scheduled/booked for

collection.

Approved

Delivery exception found to be valid,

supplier accepted & closed the ticket. Closed Collection completed at the DC.

Query Approved

Inbound Coordinator has reviewed

information provided from vendor and

found the claim to be valid.

ClosedException claim closed, no further action

required.

View an Inbound

Exception

HOW TO

View an Inbound Exception

Log into the booking portal using your approved username and password.

Queries in progress

View an Inbound Exception

The view inbound exceptions widget will allow you to access a filtered view of the exceptions page based on the Type you select

Queries in progress

View an Inbound Exception

Click on the Exceptions page to view all exceptions shown in the widget on your right

View an Inbound Exception

You can view and search the different column headers

• Select – to select all or singles• PO Number – shipment that the exception is raised against• Date the exception was logged • Exception status as described on slide 7• Message status as described on slide 7• Exception Nr – your unique reference for the exception raised by Takealot Inbound• DC – shipment was delivered to • Company – Takealot, Market Place or Superbalist• View detail – All information and correspondence can be viewed here

View an Inbound Exception

Click on the view details button to see the content of the new exception raised against your shipment

View an Inbound Exception

Information regarding the original delivery for your reference.

A summary of your exception is given here:

• Exception Type: Reason code to which the exception is categorised• Status: Exception status as described in slide 7• Product Code & Product Title: The product details to which the exception is relevant• Delivery QTY: Original line QTY supplied to Takealot• Dispute QTY: The quantity of units the exception is relevant to• Comments and Documents: Comments sent by Takealot and the supporting documents

View an Inbound Exception

Click on view to see the ticket detail.

Query an exception with

Takealot

HOW TO

Query an exception with Takealot

Click on view to see the ticket detail and access the message functionality

Query an exception with Takealot

All information regarding the ticket will be presented here. You can also view or download supporting documentation.

Query an exception with Takealot

1. If you’d like to submit a query to Takealot regarding your exception. Please type your message here.

2. Attach your file (if there is one you’d like to submit) and then press reply.

Query an exception with Takealot

All information regarding the ticket will be presented here. You can also view or download supporting documentation.

Once you have pressed reply, a green toast will appear to confirm that your reply was posted. Proceed to press the back button, if that is everything you’d like to send off to Takealot for review.

Query an exception with Takealot

Remember to press the SEND button, this action will close your window and change the message status from Review/New to Pending/Queried.

Query an exception with TakealotIf you do not press SEND and just navigate back to your view

exceptions page using the back button, a pop-up will appear asking you

if you are sure you’d like to go back, since the action will erase all

information added to the ticket but not sent to Takealot.

How does Takealot investigate your reply?

Send update on ticket that you

have supporting documents

and information on regarding

the exception.

Takealot Group Inbound

Coordinator receives feedback

from Supplier/Seller

Investigate internally by matching

information provided us to

information on Takealot’s system

Send ticket to DC for

further investigation if

information is

contradicting

Internal investigation

follows

Update ticket with

new findings to

Inbound Coordinator

Update ticket and send

to Supplier

Satisfactory reply &

investigation findings

received, exception ticket

accepted & closed.

Accept & Close an inbound

exception

HOW TO

Navigate to the ticket you’d like to view & click the view details button.

Accept & Close an inbound exception

If you are happy with the information and/or supporting documents provide here by Takealot, you can navigate back to the Exception preview page.

Accept & Close an inbound exception

Press the Accept & Close button.

Accept & Close an inbound exception

Remember to select the line!

The status will change to Approved/Collection pending.

Accept & Close an inbound exception

Once you have pressed reply, a green toast will appear to confirm that your reply was posted.

Book your approved

exception for collection

HOW TO

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A. Via a self collection or a non-preferred courier collection.

Queries in progress

Book your approved exception for collection

Click on the Book collection page.

Book your approved exception for collection

Select “I will collect in person or via my own preferred courier”.

Your approved exception will be featured here. Click on the select box.

Book your approved exception for collection

Click the +Add selected shipments button and follow the normal booking process flow as described in the “Manual bookings Guide” on the help page.

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B. How to allocate an approved collection to a preferred courier in order to book & collect.

Book your approved exception for collection

Select “I will collect via a Takealot preferred courier”.

Your approved exception will be featured here. Click on the select box.

Book your approved exception for collection

Select the courier you prefer.

Be sure to go onto your courier’s portal to create the waybill in order for the preferred courier to execute the collection.

Book your approved exception for collection

Click the +Add selected shipments button and follow the normal booking process flow as described in the “Preferred Courier Guide” on the help page.

Book your approved exception for collection

Once the collection has been completed, the message status will change to completed.

To view closed tickets (including cancelled tickets which is closed by Takealot Inbound) select the Show Completed button.

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END