supplier shipping order (so) user guide - · pdf filecpwm shipping order (so) user guide gt...

CPWM Shipping Order (SO) User Guide

GT Nexus, Inc. Confidential of 24

Supplier Shipping Order (SO) User Guide

Version 2



Table of Contents

1 Introduction ........................................................................................................... 3

2 View Your Purchase Order ................................................................................... 3

2.1 View Purchase Orders via Email Notification ........................................................... 3

2.2 View Purchase Orders via www.gtnexus.com. ......................................................... 4

3 Create Shipping Order .......................................................................................... 5

3.1 1 - Purchase Order Tab ................................................................................................ 5

3.2 2 - Quantity Tab ............................................................................................................ 5

3.3 3 - Transportation Tab ................................................................................................. 8

3.4 4 - Shipping Tab ........................................................................................................... 9

3.5 5 – Review Tab............................................................................................................ 10

4 Printing Commercial Invoice and Packing List ................................................. 12

5 Updating a Shipping Order ................................................................................. 12

6 Update a Saved/Submitted SO after a Purchase Order Revision ..................... 13

7 Adding a Commercial Invoice Charge ............................................................... 16

8 Adding a Commercial Invoice Discount ............................................................. 19

9 Updating Address Book Entry ............................................................................ 23



1 Introduction By creating a Shipping Order, it enables Cost Plus World Market to file an ISF (Importer Security Filing) electronically to U.S. Customs through GT Nexus and have compliant Commercial Invoices and Packing List.

Shipping Orders must be created and submitted in GTN 10 or more days prior to the ship date stated on the Purchase Order. If the 10th day falls on a Saturday or Sunday, vendors are required to create the SO on the Friday before. Vendor’s who creates a Shipping Order less than 10 days prior to the stated Purchase Order ship date will be subject to a $500 per Purchase Order line item chargeback. The SO can be revised up to 72 hours prior to the ship date stated on the Purchase Order. For additional requirements, please refer to the Cost Plus World Market Vendor Guide. Shipping Order workflow consists of the following five tabs.

To successfully create a Shipping Order, you will have to navigate through ALL five tabs and click “Submit” on the 5 – Review tab.

2 View Your Purchase Order There are two methods to viewing Purchase Orders on GT Nexus: 1. Purchase Orders through Email Notification, (with attached PDF). REMINDER: If your primary/secondary contact e-mail addresses change, you must contact CPWM EDI coordinator at: [email protected] to request an update. 2. Logging onto GT Nexus (www.gtnexus.com) through your browser. These methods are outlined below.

2.1 View Purchase Orders via Email Notification

Every time there is a new, updated or canceled Purchase Order, the primary and secondary contacts (as provided to CPWM) will get receive an email from [email protected] with a Purchase Order PDF and a link to the Purchase Order in the GT Nexus application. Tip: If you need additional users in your organization to receive the email notifications, you can set up a rule in your email program to forward any email from sender: [email protected] to any additional users in your organization. CPWM can only store two e-mail addresses per vendor number. Below is an example of PO Notification Email with the PO PDF attachment. Click the attachment to open the Purchase Order PDF.



2.2 View Purchase Orders via www.gtnexus.com.

You can click the hyperlink in the body of the email which will take you to the GT Nexus website or you can view Purchase Orders through the application by accessing the website by entering www.gtnexus.com and selecting “Customer Login.”

Step 1: Enter your user name and password and click “Login.”

Step 2: From the GT Nexus Home page, you can use “Quick Search” to find a specific Purchase Order by selecting Orders in the “Search” drop-down, “By” PO# and the “Purchase Order” in the Value text box. Or you can use your “CPWM: Accepted PO” saved view. Note: You may use GT Nexus for multiple customers. If you do, from the Home page, located to the far right, ensure that the customer drop-down window is selected to Cost Plus World Market.

Tip: You can enter partial data and use the asterisk (*) wild card when entering values. You must enter a minimum of 3 characters prior to using the wildcard (i.e., For the Purchase Order in the above you could enter 200* to pull up all Purchase Orders starting with 200). The wildcard search only works at the end of the search string and not at the beginning. To further refine your search, you can click on the plus (+) symbol next to the ‘Search’ button and add additional criteria.



3 Create Shipping Order

3.1 1 - Purchase Order Tab

Requirements – simply select the Purchase Order line(s) in which you are adding to the Shipping Order.

Note: CPWM limits one Purchase Order per Shipping Order. Step 3: Choose the Purchase Order and click “Create Shipping Order.”

Step 4: From here, select the Purchase Order line(s) from the left side and move them the ‘selected’ right side by using the arrow buttons. You may need to scroll to the right of the page to view the arrows. Note: that the Purchase Order line quantity reflects open quantity. Screenshot does not reflect the entire page.

Step 5: Once the Purchase Order line(s) have been selected and moved to right side, click “Next.”

3.2 2 - Quantity Tab

Required fields *Shipping Order Quantity (PO Default) *Factory *Commodity Description (PO Default)

*Cartons (PO Default) *Country *FDA Product Code | FCE | SID (if applicable)

*Weight (PO Default) *Carton Length

*Volume *Carton Width

*Net Weight *Carton Height

Step 6: From this page enter or update all required fields.



Assortments: Step 6A: If you are shipping a Purchase Order line(s) with assortments, please enter the set sku required fields as well. You may need to click the plus (+) symbol to expand the assortments section.

Step 6B: Enter the assortment sku details accordingly.

Step 7: Factory address: if you are adding the factory address for the first time, click the plus icon to enter the address details.

Address Book Entry / Required Fields - Failure to include all the required data elements will cause a chargeback.

*Organization Name *Address (full physical address) *Country *City *FDA Registration # (If applicable) Step 8: Once you have entered all the required data elements, click “Save to Address Book.”



Now the factory details are saved in your Address Book and can be selected from the factory drop-down window for future Shipping Orders.

Step 9: If you have multiple line items in which you need to apply the same Factory information and Mfr Origin Country, you can use the “Update Fields” feature by clicking the plus (+) symbol. Apply the Factory and Mfr Origin Country from the drop-down windows, and click “Apply to All Lines.” If line items have different factories, select the lines first and then Factory, and Mfr Origin Country. Next, click “Apply to Selected Lines.” Repeat the process for the remaining line items until all lines have factory information applied.

Step 10: Once all the data elements on the 2 - Quantity tab are complete, click “Next” at the bottom of the page to go to 3 - Transportation tab.



3.3 3 - Transportation Tab

Required fields *Cargo Ready Date *Equipment Type Needed

*Consolidator (PO Default) *Equipment Quantity

*Load Type

*Freight Payment Terms

*Cargo Type

From the 3 - Transportation tab, please provide all the required data elements listed above. Step 11: Enter the “Cargo Ready Date” in the corresponding data field under Dates section. Note that this date will also act as your Invoice date by default however you can change it on the 4 - Shipping tab if necessary.

The Consolidator information is defaulted from the Purchase Order. You should not have to change this information.

Step 12: Enter or update all the Service Details required fields. Note: Under Load Type please choose “CY” if you are planning a full container factory load. Choose “CFS” if you are planning on delivering as LCL (loose cargo) to the consolidator’s warehouse. For Equipment, CY loads only, select the Equipment Type Needed and enter Equip Quantity, then click “Add Equipment.”

Step 13: Once you have updated the information, click “Next” located at the bottom of the page.



3.4 4 - Shipping Tab

Required fields *Supplier Invoice Number

*Invoice Date

*Supplier’s FDA Registration Number (if applicable)

*Total Payable to Vendor in Local Currency (if applicable)

*Shipping Declarations (if applicable)

Step 14: If you need to manually adjust the total cartons, gross weight, gross volume, or net weight, you can do so from the Shipping Totals section. This would apply to line item(s) that are shipped in two boxes however the ordered quantity reflects only one box in the total quantity.

Step 15: From the Shipping Reference section, enter your specific Supplier Invoice Number. Your invoice number will be used for accounting purposes. If you do not know what the Supplier Invoice Number is at the time of Shipping Order creation, enter any reference number and update the Shipping Order with the correct Supplier Invoice Number once known. (See Section 5 – Updating a Shipping Order). Step 16: If applicable, enter the “Supplier’s FDA Registration Number.” Step 17: If your payment terms with Cost Plus World Market involve payment in your local currency, please enter the amount to be paid and the three letter currency code in the field marked “Total Payable to Vendor in Local Currency.”

Step 18: Next, apply the necessary “Shipper Declarations” by checking the appropriate boxes and click “Save.”



3.5 5 – Review Tab

Step 19: From the 5 - Review tab, confirm that all the Shipping Order data is correct. If you need to modify your Shipping Order, click the appropriate tab to go back to the page you wish to edit information from.

Step 20: From the tab you have updated information from, click “Next” located at the bottom of the page. You can also you the “Back” button to go to the previous page.

Step 21: After you have made all the necessary changes, re-save your Shipping Order from the 4 -Shipping tab.

Step 22: You may be prompted to enter a note via a Comments pop-up window. Simply state the changes made and click “Save Comments.”

Step 23: Back at the 5 - Review tab, click “Submit” located at the top of the page. Note: You must submit your Shipping Order. Shipping Order in Draft status are not accepted as final submissions.



Step 24: Once you click the “Submit,” an email pop-up window (see screenshot after party list) will appear with the Shipping Order PDF file attached. The email should be sent to the appropriate party indicated below, depending on which consolidator we have instructed you to use. UTi and Savi Transport vendors: please send Shipping Order Notification to local UTi/Savi offices responsible for booking cargo AND to [email protected] (see section 6.1, Step 6 to configure UTi/Savi email addresses).

Country First E-mail Contact Secondary E-mail Contact

BELGIUM [email protected] [email protected]

BULGARIA [email protected] [email protected]

FRANCE [email protected] [email protected]

GERMANY [email protected] [email protected]

GREECE [email protected] [email protected]

ITALY [email protected] [email protected]

KENYA [email protected] [email protected]

NETHERLANDS [email protected] [email protected]

POLAND [email protected] [email protected]

PORTUGAL [email protected] [email protected]

SLOVENIA [email protected] [email protected]

SPAIN [email protected] [email protected]

SWEDEN [email protected] [email protected]

SWITZERLAND [email protected] [email protected]

TURKEY [email protected] [email protected]

UNITED KINGDOM [email protected] [email protected]

Damco and Agility Logistics vendors: please send Shipping Order Notification to [email protected]



4 Printing Commercial Invoice and Packing List Step 25: Once you have completed your Shipping Order, scroll down to the bottom of the 5 - Review page to the Shipping Documents section. From this section, there will be three links associated with your Shipping Order. 1) Commercial Invoice, 2) Packing List, 3) Shipping Order. Note: It may take a minute for the Shipping Documents to load. Please be patient.

Step 26: Click the “Commercial Invoice Document” link. A new window will open with the Commercial Invoice PDF. Print the Commercial Invoice document. Repeat the process for the Packing List. These two documents are the valid Commercial Invoice and Packing List to include in your document package for the nominated Consolidator.

5 Updating a Shipping Order If you need to make changes to your Shipping Order, use the quick search functionality to find the Shipping Order. Step 1: From the Home page, pull down the first drop-down window and select Shipping Order. Next, select “PO#” from the “BY” drop-down window and enter the PO# in the “Value” text box. Click “Search.”



Step 2: Next, click the corresponding “View” link to access the Shipping Order.

Step 3: This will take you to the 5 – Review page. Modify your Shipping Order, by clicking the appropriate tab to go back to the page you wish to edit information from. Step 4: Once you have updated the information, click “Next” located at the bottom of the page. You can also you the “Back” button to go to the previous page.

Step 5: After you have made all the necessary changes, re-save your Shipping Order from the 4- Shipping tab. You may be prompted to enter a note via a Comments pop-up window. Simply state the changes made and click “Save Comments.”

Step 6: Back at the 5 - Review tab, click “Submit” located at the top of the page. Note: You must re-submit your Shipping Order for the changes to reflect in the Shipping Order. You will also need to re-print the Commerical Invoice and Packing List and supply copies to the appropriate parties. To re-print your Commerial Invoice and Packing List, follow steps detailed in the Printing Commercial Invoice and Packing List section (Section 4, Step 25 & 26)

6 Update a Saved/Submitted SO after a Purchase Order Revision

If you receive a Purchase Order revision after you have submitted your Shipping Order and you need the documents to reflect the new data, follow the below steps. Step 1: From the Home page, pull down the first drop-down window and select “Shipping Order.” Next, select “PO#“ from the “BY” drop-down window and enter the “PO#” in the “Value” text box. Click “Search.” You can also use the Shipping Order Advanced Search feature where you can restrict all Shipping Order by which a revised Purchase Order has been received after the Shipping Order submission. See Step 1A – 1D. Otherwise go to Step 2.

Step 1A: Once you have selected Shipping Orders from the drop-down window, click “Advanced Search.”



Step 1B: From the Search Shipping Orders page, check the box titled ”Restrict Result to Shipping Orders with changed Purchase Orders” (last field in Status and References section)

Step 1C: Next, if necessary, change the date range.

Step 1D: Lastly, click “Search” at the bottom of the page.

Step 2: Next, click the corresponding “View” link to View Shipping Order.



Step 3: This will take you to the 5 – Review page. From here, click “Update.”

Step 4: Next, click the “1 – Purchase Order” tab.

Step 5: From here, select the Purchase Order line(s) from the right side and move them the ‘selected’ left side using the arrow buttons. You may need to scroll to the right of the page to view the arrows. Screenshot does not reflect the entire page.

Step 6: Once the Purchase Order line(s) have been de-selected, click “Add More PO-Lines.”

Step 7: This will bring you to a Search page. Re-enter the Purchase Order in the designated text box and click “Next.”

Step 8: This will bring you back the 1 – Purchase Order tab. Now you have ensured that the latest version of the Purchase Order is reflected in your Shipping Order. Modify your Shipping Order, by clicking the appropriate tab to go back to the page you wish to edit information from. Step 9: Once you have updated any information, click “Next” located at the bottom of the page. You can also use the “Back” button to go to the previous page.



Step 10: After you have made all the necessary changes, re-save your Shipping Order on the 4 - Shipping tab.

Step 11: You may be prompted to enter a note via a Comments pop-up window. Simply state the changes made and click “Save Comments.”

Step 12: Back at the 5 - Review tab, click “Submit” located at the top of the page. Note: You must re-submit your Shipping Order for the changes to reflect the latest version of the Purchase Order. You will also need to re-print the Commerical Invoice and Packing List and forward to the appropriate parties. To re-print your Commerial Invoice and Packing List, follow steps detailed in the Printing Commercial Invoice and Packing List section.

7 Adding a Commercial Invoice Charge Any charges that need to be applied to a Commercial Invoice can be done so through the Payments module. An example of a Charge not calculated in the Purchase Order would be a Fumigation fee, Trucking/Freight fee, Testing fee, etc. Step 1: From the tab structure, click “Payments” tab. (If you do not see the Payments tab, you will need to contact GT Nexus Support so that they can add that functionality to your user profile).

Step 2: The default page is The Commercial Invoice Summary page which is all invoices with an invoice date in the last 30 days. You may find your Shipping Order/Purchase Order on this page. If so, click “Invoice Number” link. If you do not see your Invoice Number, proceed to Step 2A – 2C otherwise continue on to Step 3.



Step 2A: From the Commercial Invoice Summary Page, click “Search” located at the bottom of the page.

Step 2B: Next, from the Reference section, enter the reference number you would like to search by next to the corresonding text box.

Step 2C: Click “Search” at the bottom of the page and from the results page and continue on to Step 3.

Step 3: From the Commercial Invoice Detail page, scroll down to the Invoice Amount Detail section and check “Header Reference.” Note: All Charges are to be added at the Purchase Order header level and not line item level.



Step 4: After you have selected the Header Reference, click “Adjustments” located in the same section.

Step 5: From the View Adjustments page, click “Add.”

Step 6: From the Charge-Discount Details section, select “Invoice Charge” from the Type pull-down window.

Step 7: A Category drop-down window will appear. From this drop-down window, select the charge you wish to add to the Invoice. Note: If the charge you would like to add is not listed, choose “Other” and use the Description text box to describe the charge you are adding. Accounting will decide whether the charge you are using warrants a new category. You may see the charge listed in the Category drop-down at a future date.

Step 8: In the Amount Workspace check either “Flat Amount” or “Percent of Invoice,” and enter the amount in the corresponding text box.



Step 9: Next, click “Calculate,” which will populate the Adjustment Amount field. If necessary, you can enter a Flat Amount and Percent of Invoice simultaneously by checking both corresponding boxes. By clicking “Calculate” the Flat Amount and Percent off Invoice will be totaled in the Adjustment Amount box.

Step 10: Lastly, click “Save.”

The Charge is now applied to the Commerical Invoice. Next, print the Commerical Invoice for submission to the nominated consolidator. Step 11: From View Adjustments Summary page, scroll to the bottom of the page and click “Back.”

Step 12: Next, from the Commercial Invoice Detail page, scroll down to “Shipping Document” and expand the plus (+) symbol.

Step 13: Click the corresponding Commercial Invoice “Document” link and proceed with printing the invoice.

8 Adding a Commercial Invoice Discount Adding a discount to a Purchase Order or Purchase Order line is accomplished through the Payments module. An example of a Discount would be a flat fee or percentage of the Purchase Order or line item that was not accomplished through an updated Purchase Order. Note: You must first present the documents prior to adding a discount (outlined in Step 3). Step 1: From the tab structure, click “Payments” tab. (If you do not see the Payments tab, you will need to contact GT Nexus Support so that they can add that functionality to your user profile).

Step 2: The default page is The Commercial Invoice Summary page which is all invoices with an invoice date in the last 30 days. You may find your Shipping Order/Purchase Order on this page. If so, click “Invoice Number” link. If you do not see your Invoice Number, proceed to Step 2A – 2C.



Step 2A: From the Commercial Invoice Summary Page, click “Search” located at the bottom of the page.

Step 2B: Next, from the Reference section, enter the reference number you would like to search by next to the corresonding text box.

Step 2C: Click “Search” at the bottom of the page and from the results page and continue on to Step 3.

Step 3: From the Commercial Invoice Detail page, scroll down to the Shipment Documents section and check and expand the section by clicking the plus (+) symbol.

Step 4: From this section, click “Present Documents.”

Step 5: The Invoice Documents Presentment pop-up window will appear with the Commercial Invoice and Packing list checked by default. Simply click ”Present Documents.”



Step 6: Now a Discount can be applied to the Commercial Invoice. Scroll up to the Invoice Amount Detail section and either choose the Purchase Order header or the specific line item number (instructions below detail a line item discount). Next, click “Adjustments.”

Step 7: From the View Adjustments page, click “Add.”

Step 8: From the Charge-Discount Details section, select “Invoice Discount” from the Type pull-down window.



Step 9: A Category drop-down window will appear. From this drop-down window, select “Misc. Discount.”

Step 10: In the Amount Workspace check either “Flat Amount” or “Percent of Invoice,” and enter the amount in the corresponding text box.

Step 11: Next, click “Calculate,” which will populate the Adjustment Amount field. If necessary, you can enter a Flat Amount and Percent of Invoice simultaneously by checking both corresponding boxes. By clicking “Calculate” the Flat Amount and Percent off Invoice will be totaled in the Adjustment Amount box.

Step 12: Describe the discount in the “Description” text box and click “Save” or ”Save and Add Next” to add an additional Discount or Charge.

The Discount is now applied to the Commerical Invoice. Next, print the Commerical Invoice for submission to the nominated consolidator. Step 13: From View Adjustments Summary page, scroll to the bottom of the page and click “Back.”

Step 14: Next, from the Commercial Invoice Detail page, scroll down to Shipping Document section and expand the plus (+) symbol.



Step 15: Click the corresponding Commercial Invoice “Document” link and proceed with printing the invoice.

9 Updating Address Book Entry If you have existing organizational address book entries that you would like to modify, it can easily be done directly from the Address Book. Step 1: From the main tab structure, click “Administration” tab.

Step 2: Next, click “Address Book” tab from within the page.

Step 3: Choose the Organization you wish to update by clicking the corresponding hyper-link.

Step 4: From the organization profile page, make the desired changes and click “Save” at the bottom of the page.