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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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