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‘HOW TO ASN’ GUIDE FOR SUPPLIERS

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Table of Contents

1. Introduction to Advanced shipment notification (ASN)……………………………………………………………........Page2

2. ASN types………………………………………………………………………………………………………………………………………….Page3-6

3. TIMS………………………………………………………………………………………………………………………………………………….Page6-8

4. Creating ‘Supplier to Tesco’ ASN in TIMS………………………………………………………...……………………………….Page9-24

5. Creating an ASN when the product is not in the Purchase order………………………………………………………Page25-27

6. How to reopen an already submitted ‘supplier to Tesco’ ASN ………………………………………………………….Page28-33

7. Creating ‘Supplier to Consolidator’ ASN ……………………………………………………………………………………………Page34-40

8. TIMS helpdesk contact………………………………………………………………………………………………………………………Page41

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ADVANCED SHIPMENT NOTIFICATION

Definition The Despatch Advice is a message specifying details for the goods despatched under conditions agreed between the buyer and the seller, with the function of advising the consignee of the detailed contents of a consignment. The message relates to a single despatch and it may cover a number of different items, packages or orders. The message allows the consignee to know what materials were despatched and when, allowing the consignee to prepare for receipt of the goods and to cross-check the delivery with the order.

Principles

■ The Despatch Advice message must always be sent before goods are physically delivered. This makes it possible for the receiving party to use the

data to prepare efficiently for the reception of the goods.

■ Each unit delivered (pallet, carton, MU ...) should be uniquely identified. When the goods are received, the physical shipment and the electronic message can be cross-checked. Discrepancies are immediately identified. It is recommended to use the standard European article number (EAN) and Unique country code (UCC) in Serial Shipping Container Code (SSCC) structure to identify the units.

■ It is always one ASN per load per delivery destination - containing all the SSCC’s.

■ 2 SSCC Labels to 1 pallet (1 on long side & 1 on short).

■ The SSCC should face the back of the trailer.

■ SSCC labels should be applied to the shrink wrap and in a usable condition at destination- Pallet labels need to be applied to the pallet to stop them from falling off. Loose containers should contain 1 SSCC label for the whole contents of the container

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Introduction to TIMS website

TIMS is used as a web application for the creation of ASN by TESCO suppliers and consolidators. TESCO source systems send the purchase orders to TIMS. TESCO supplier and consolidator will be able create ASN for each load.

ASN Types

There are four different types of ASNs

Supplier To Tesco – Supplier sends ASN document to Tesco

Supplier To Consolidator – Supplier sends ASN document to consolidator

Consolidator To Tesco – Consolidator sends ASN document to Tesco

Consolidator to Consolidator – Consolidator sends ASN document to Consolidator

TIMS Purchase order ASN Distribution center

User selects the Purchase order Login to TIMS with the user details Generate ASN Load is received against ASN

(dispatch advice)

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‘Supplier to Tesco’ ASN

Only users with a supplier role can create this ASN type.

Suppliers build ASN from the Purchase Orders present in TIMS. One ASN can contain more than one PO, but all PO’s must have the same Tesco Ship To/Distribution center. One PO can be split across more than one ASN document.

One ASN will only be intended for one Tesco Distribution center.

Supplier can create ASN in TIMS or send it to TIMS as an EDI message (via an EDI provider).

‘Supplier to Consolidator’ ASN

Only users with Supplier role can create this ASN type.

Suppliers build ASN from Purchase Orders present in TIMS. One ASN can contain more than one PO, but all PO’s must have the same Tesco Ship To/Distribution center. One PO can be split across more than one ASN document.

One ASN will only be intended for one Tesco Distribution center.

Supplier can create ASN in TIMS web interface or send it to TIMS as an EDI message.

Users with Consolidator role can view this ASN type. They can use pallets from ‘Supplier to Consolidator’ ASN documents to create ‘Consolidator To Tesco’ ASN.

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‘Consolidator to Tesco’ ASN

Only users with Consolidator role can create this ASN type.

Consolidators build ASN from ASN documents of ‘Supplier To Consolidator’ and ‘consolidator to consolidator’ type that was sent to them by

suppliers and consolidators. One ASN can contain items from more than one supplier. One ASN can contain pallets or items from more than one

‘Supplier To Consolidator’ ASN documents. One ASN of ‘Supplier To Consolidator’ type can be split across more than one ASN document.

One ASN will only be intended for one Tesco Depot.

Consolidator can create ASN in TIMS web interface or send it to TIMS as an EDI message.

‘Consolidator to Consolidator’ ASN

Only users with Consolidator role can create this ASN type.

Consolidators build ASN from ASN documents of ‘Supplier To Consolidator’ type that was sent to them by suppliers. One ASN can contain items

from more than one supplier. One ASN can contain pallets or items from more than one ‘Supplier To Consolidator’ ASN documents. One ASN of

‘Supplier To Consolidator’ type can be split across more than one ASN document.

One ASN will only be intended for one Tesco Depot.

Consolidator can create ASN in TIMS web interface or send it to TIMS as an EDI message.

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TIMS

Login

If you do not have the login details already, contact Electronic notification team at en.queries@uk.tesco.com for TIMS access.

Enter the username (case sensitive) and password in the TIMS login page as shown in the screenshot below.

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Home page

Make it a habit to float the cursor on the TIMS Home page for Tesco ASN related communication.

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User profile Enter the generic email address (recommended) of the company or the EDI contact of ASN/EPOD in user profile field. This helps us to communicate during TIMS outage.

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1. Click on Documents and Orders

Creating ASNs in TIMS

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2. Creating ASN with one Purchase order

Select the Purchase order and click on CREATE ASN button.

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3. Creating ASN for multiple Purchase orders

To create one ASN for multiple Purchase orders, follow the below steps. 1. Select the delivery date from the calendar. 2. Enter the depot name in TESCO SHIP TO NAME field 3. Select the PO numbers from the table 4. Click on READ button

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4. Select ASN type ‘Supplier to Tesco’ Select the purchase order/orders going on the load and click on CREATE ASN button. Select ASN type ‘Supplier to Tesco’ from the drop down and click on

UPDATE button.

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5. Updating ASN header

Enter the load reference number, booking date and time. Click on Update button. After updating the ASN header; go to ASN items ( click on ITEMS

button).

Attached is the Fresh OTM guide for your reference .

Fresh OTM userguide.ppt

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6. ASN items

In ASN items screen, products are assigned to respective pallet; product quantity, sell by date and weight of a catch weight product is updated. Please note: It is always Use by date for fresh products Best before date for grocery and frozen products Delivery date plus one for Hardlines and non-perishable products.

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6. Adding more rows in ASN items screen

To assign a product to more than one pallet, click on ACTION button and select COPY. Enter the number of rows required. For eg: If a product has to go on 3 pallets, then enter ‘2’ in the popup window and say OK.

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In the below screenshot you will see one product in three different pallets (TPND 9557263). After updating the ASN ITEMS screen, click on RETURN button.

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5. Generating SSCC (pallet labels )in TIMS

In ASN pallets, click on ‘Generate SSCC’ and then PRINT SSCC .

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Select label size A5. Recommended A5 but you can print A4.

Open the pdf document and print the labels . We no longer require manifests.

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There will be 2 labels per pallet. Please find attached FRESH SUPPLIER DELIVERY STANDARDS for pallet construction.

Fresh Supplier Delivery Standards - Part 1(1) (2).xls

Fresh Supplier Delivery Standards - Part 2(1).xls

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ISSUE WITH THE POP BLOCKER WHEN YOU TRY PRINTING THE SSCC LABELS FROM THE ASN PALLET TAB

In order to stop the information bar from blocking the file when you try printing the labels you will need to set the Internet Explorer settings as below 1. Open Internet Explorer. 2. Click the Tools button, and then click Internet Options. 3. Click the Security tab, and then click Custom level. To turn off the Information bar for file downloads, scroll to the 'Downloads' section of the list, and then, under Automatic prompting for file downloads, click "Enable". Please note that you will require admin right to complete the above task. Please contact your IT team if you are not able to make the changes.

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6. Submit ASN

After printing the pallet labels, click on the SUBMIT button in ASN header.

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If the booked date of the delivery is different from the delivery date of the PO, then enter the correct booking date, update and then submit the ASN. Please wait for the message ‘ASN was submitted’.

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ASN errors in TIMS

1. Missing load reference number - ‘Error – Load reference number must be set’. 2. Time field left blank or incorrect format – ‘Booked time is required’ 3. Product not assigned to any pallet - ‘no ASN items found on a pallet’ 4. Missing sell by date - ‘Error! Sell By Date (dd/mm/yyyy) must be set!’

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Adding a TPND/product to an ASN which is not in the Purchase order Click on ‘ADD PRODUCT’ (GTIN) button to insert a product not present in the Purchase order.

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1. Enter the product TPND and GTIN and click on read. The product will be displayed in the table. Click on return value button to insert the product in ASN items page.

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1. Product added manually will be highlighted in RED. Enter the quantity, sell by date and pallet name and click on UPDATE.

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1. Go to documents and Depot ASN

Reopening an already submitted ‘Supplier to Tesco’ ASN

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2. Select ASN type ‘supplier to Tesco’ or ‘Supplier to consolidator’ from the drop down. a. Enter the ASN number in the ASN NUMBER field b. Click on READ button

c. Click on detail of the ASN to go to ASN header.

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3. Click on REOPEN button

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4. ASN type, load ref number, booking time and date can be edited in this screen and updated.

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5. In ASN items screen, product quantity and sell by date field is available to edit.

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6. Submit ASN

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1. Go to documents and orders

Creating ‘Supplier to Consolidator’ ASN in TIMS

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2. Search for the purchase order with the PO number, booking date and the Distribution center name.

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3. Select the purchase order and click on the CREATE ASN button.

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4. (1) Select ASN type ‘ Supplier to Consolidator’ (2) Click on UPDATE button. (3) Click on the small icon next to the Consolidator ID field. This will list out all the consolidators set up in TIMS.

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5. Enter the first few letters of the consolidator name in ‘company’ field eg: %warrens% and click on READ button.

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6. Click on return value button to select the Consolidator.

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7. (1) Click on update button

(2) Click to ITEMS to assign products/TPNDs to pallets.

Follow the steps in Page 12 to 24 to complete ‘supplier to consolidator’ ASN in TIMS.

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TIMS HELPDESK CONTACT DETAILS:

Feel free to write to us for TIMS training, ASN, EPOD, EGIN and Purchase order amendment queries. Our contact details

below.

Contact number: (0)1992 806979 Contact email : EN.QUERIES@UK.TESCO.COM Working hours : 8am to 5pm , Monday to Friday

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