transportation route request vendor training · defined by the dillard’s corporate routing guide)...

DILLARD’S ROUTE REQUEST GUIDE: V1.2 2/2012 - 1 -

Dillard’s Transportation Management System Route Request Guide V.1.2

February 2012


Table of Contents

Background ________________________________________________ 3

Lead Time Components _______________________________________ 3

Logging In _________________________________________________ 4

Vendor Dashboard ___________________________________________ 5

Vendor News Portlet _________________________________________ 6

Manage Locations Portlet _____________________________________ 6

Routing Request Portlet _______________________________________ 8 Background __________________________________________ 8

Choosing Ship points and Requested Ship Date – Screen 1 _________ 8

Vendor Reference Number ________________________________ 9

Truckload Drop Trailer __________________________________ 9

Request Ship by Date___________________________________ 10

Purchase Order Information – Screen 2 ______________________ 10

Shipment Loading Characteristics – Screen 3 __________________ 12

Shipment Status ____________________________________________ 15

Routing Instructions ________________________________________ 15

Shipment Edits / Updates _____________________________________ 17 Adjusting the PO Quantity _______________________________ 17

Frequently Asked Questions __________________________________ 18


Background

Dillard’s is implementing improvements in its transportation planning and execution processes designed to reduce transportation expense and broaden their control of inbound collect freight. Dillard’s collect transportation vendors (vendor’s for whom Dillard’s directly pays transportation carriers) currently complete Routing Requests through MCSI or use a static routing guide to assign carriers. Depending on the size and location of the shipment, the large majority of vendors complete their shipments using a paper routing guide. Once Dillard’s moves to the new TMS (on February 2, 2012) ALL Dillard’s collect transportation vendors will complete Route Requests for ALL collect shipments (except parcel shipments as defined by the Dillard’s Corporate Routing Guide) and will do so using Dillard’s online Transportation Management System (TMS).

Lead Time Components

The Dillard’s TMS Vendor Dashboard is designed to improve the suppliers’ ability to provide the Routing Requests that are required by the Last Ship Date (shown in the bottom middle of the Lead Time Component slide below).

Clarifications to Lead Time Components:

- Ready Date does not have to be the same time as First Ship Date


- Penalty Date is subject to begin before the Last Ship Date

Logging In

Access to the TMS application will be available via Dillard’s ebiz.dillards.com site using your secure eBiz $userid. If you do not currently have a secure $userid for eBiz, contact your internal eBiz Administrator to obtain one. If you do not know who your internal Administrator is contact [email protected]. Once logged in to eBiz, a user will select the TMS link from a drop down tab for instant access to the Vendor Portal. eBiz Login

mailto:[email protected]


eBiz TMS Link

Vendor Dashboard

Once logged in to TMS, you will be in your Vendor Dashboard. Your dashboard will contain 4 portlets: Vendor News, Manage Locations, Routing Request and Shipment Status. These portlets will provide you with the functionality needed to submit a Routing Request as well as track the status of previous requests. Vendor Dashboard


To reset your dashboard, click on File > Dashboard

Vendor News Portlet

The Vendor News Portlet contains relevant news items that will assist suppliers with the use of the TMS. Examples of documents included in the portlet are the Route Request Training Guide, Carrier Contact Sheets, Facility Notifications, training videos and much more.

Vendor News Portlet

Note: To download files from Vendor News, click on the paper/pencil icon left of each hyperlink. Make sure that your pop up blocker is disabled.

Manage Locations Portlet

The Manage Locations Portlet contains your origin ship point locations. Users will have the ability to update a location with operational hours and ship point contact information by clicking on each locations blue hyper link. Providing contact information and operational hours will ensure that your


PO’s are scheduled correctly. Failure to provide contact information will limit the carrier’s ability to schedule appointments at your facilities. If you need to add ship from location(s) to TMS, you will sign on to Dillard’s eBiz site and fill out a vendor profile. The vendor profile form is located under vendor docs/guides from the start here menu. If you need to expedite a location setup, add a new location, or you have ship points set up with Dillard’s that are not visible, please contact [email protected] to provide the ship point number. Ship point numbers include your vendor number combined with the 9 digit location zip code. eBiz Vendor Profile

eBiz Location Information



Manage Locations Portlet

Routing Request Portlet

Background The Routing Request Portlet will be used to complete shipment requests for Dillard’s. The process for creating requests will require supplier’s to input key shipment detail necessary for Dillard’s to plan and schedule your pick-ups. This section will walk you through the process to create requests, however if you need additional clarification, please visit the Vendor News Portlet and download the Route Request Training Video.

Choosing Ship points and Requested Ship Date – Screen 1

The first step in submitting a Route Request will be to choose an origin and destination location. The origin locations available will be the same locations as in the Manage Locations Portlet. Destination locations available will consist of all Dillard’s DC’s and stores. Click on the Origin drop down box to select the location you will be fulfilling your orders from. The location address and contact detail will auto-populate based on the detail in the Manage Locations Portlet. Please note, the contact detail can be edited in this section and will be the contact sent to the carriers when they are scheduling pickups.


Next, click on the Destination drop down box to select the location you will be fulfilling the orders from. The location address and contact detail will auto-populate based on Dillard’s location information. The detail at the Destination location cannot be edited.

Vendor Reference Number

Once the locations have been selected, the next step is to fill out a Vendor Reference Number, if applicable. This number can pertain to a shipper’s BOL number, or a primary reference number that is important to document for Dillard’s. Please note, this field is optional and does not need to be filled in to submit a Route Request.

Truckload Drop Trailer

The next option is a select check box for Loaded on Truckload Drop Trailer. This portion should only be completed if, and only if the Route Request will consist of a full truckload trailer that has been dropped in your yard. In this case, two reference fields will populate once you have selected the check box (Drop Trailer Number and Drop Trailer SCAC). If applicable, fill out the two reference fields with the correct information regarding your shipment. It is important the SCAC code used corresponds to SCAC code in Carrier Contact Sheet in your Vendor News Portlet. Please note the check box and reference fields are optional and do not need to be filled in to submit a Route Request.


Request Ship by Date

The last step on the first screen is to provide a Request Ship by Date. This date must be at least two business days from the current date and time. If there are any issues regarding the Request Ship by Date being two days from the current date and time, please contact [email protected]. There are two ways to fill in the date. One option is to click the small calendar next to the date field and then select the date. Another option is to manually fill in the date, which needs to be in the format of MM/DD/YYYY (e.g. 11/28/2011).

OR

Filling in the time is completed by pressing the drop down box and selecting the time in which you would prefer the shipment to be picked up.

After you have filled in the proper information regarding origin / destination, vendor reference number, truckload drop trailer and request ship date, you will press the Next button to move to the next step.

Purchase Order Information – Screen 2 This step will give you the ability to provide Purchase Order (PO) information for the Route Request. There will be multiple fields that are fully editable when providing PO information. Fields for each PO that will need to be provided are: PO Number, Qty Cartons, Weight, Cube and Freight Class. All fields need to be populated in order to create the Route Request.



Choose the Freight Class from the Freight Class dropdown to finish adding the PO detail.

When submitting a Route Request, the ability to provide multiple PO’s will be available in this screen. In order to add additional lines to submit more than one PO, you must press the “Add” button. This button can be pressed as many times as needed.

If an error appears when you attempt to move to the next screen, you must fix the problem or remove the PO line. If you realize the PO cannot be routed, you can delete the PO line by clicking the red “X” button. Listed below are the possible issues when submitting PO information:

- Invalid PO Number - Requested Ship Date must be greater than or equal to order First Ship Date - Requested Ship Date must be less than or equal to order Last Ship Date - The PO has been cancelled - Selected Destination on main screen does not match the Purchase Order destination

Select the Red “X” if you are not able to complete routing for a PO.


If you need to remove a PO from a request while completing the routing process, click the red “X” adjacent to the Freight Class dropdown. The detail in that line will be removed when the red “X” is clicked.

Once you have provided all PO information necessary for the Route Request and have no errors, press the next button to move to the last step of the process.

Shipment Loading Characteristics – Screen 3 This will be the last step of the Route Request process where you provide summary shipment information like special instructions, loading method, total quantity, total weight, total cube, as well as contact information. Please note, total quantity, weight and cube will auto-populate from the information provided in the previous step but will be editable.

The Special Instructions field is optional. Special Instructions should include detail that will assist in the planning of your Route Requests. If your PO quantity is larger than one full trailer load, it must be split into multiple Routing Requests (a full trailer load equals 45,000 lbs and / or 4000 cube). An example of a special instruction could be: “Requires 53’ Trailer”.


Loading Method options are provided in a drop down box. If you choose Floor or Pallets, the quantity text field below will be update and be renamed to what is selected. If Pallets are selected as the loading method, a stackable field will populate with the options to select Yes or No. Depending on the loading method and whether or not you check stackable, the cube will be automatically calculated. Floor – Cube is calculated by the sum of the PO cube from the previous screen Pallets (non-stackable) – Cube is calculated by the number of pallets routed X 125 Pallets (stackable) – Cube is calculated by the number of pallets routed X 62.5 If the pallets are over-sized, adjust the cube according to your pallet dimensions and quantity. Floor loaded (Cases)

Pallets (Non-Stackable)

Pallets (Stackable)

The quantity, weight and cube fields will sum the PO line information from Screen 2. If the summed totals are incorrect, you can adjust the weight, quantity and cube manually by inputting the correct values in each field.


Manual Adjustment

The contact information auto-populates to your selected origin location contact, however it can be edited. It is important to note that this e-mail address will be the recipient of all system generated Routing Instructions. If you need to add a recipient, you can do that in this field by separating the e-mails with a “;” and a space. For example: “[email protected]; [email protected]”

When finished entering shipment characteristics, you will hit the Request Routing button to complete the Routing Request.

The final screen will display confirmation that the request was completed. It will include the Shipment ID for the Route Request submitted. Please make sure to document this number for future inquiry in the Shipment Status Portlet.

Click ‘Okay’ to refresh the Route Request Portlet


Shipment Status

The Shipment Status Portlet provides shipment visibility from Route Request through delivery. To locate your PO’s, input the date range required in the Latest Pick-Up From and To date fields and click Find. You can also filter the results further by clicking on the various TMS statuses. Shipment Status Portlet

Route Request details are included in the blue hyperlink under the Pri Ref column for each of the PO’s you have routed. Clicking on the blue link will move you to a Shipment Summary document that contains details about your Route Request including: Origin, Destination, Dates, Items, Carrier, Events / Status Messages, References, Special Instructions, Contacts, etc.

Routing Instructions

Upon Requesting Routing for your PO’s, Dillard’s will plan your PO and provide you with Routing Instructions via e-mail. Routing Instructions contain the Load ID, Carrier assigned to the load and the PO detail for the load built. Each Route Request will receive an individual Routing Instruction document. It is possible and likely to receive multiple Routing Instructions for the same Load ID. In the event you do receive multiple Routing Instructions with the same Load ID, it is imperative the shipments are physically consolidated on the same load using the Load ID assigned. The Load ID also must be included on your BOL as either the BOL # or in the special instructions on your BOL. If you do not receive Routing Instructions via e-mail, you can also download them from the Shipment Status Portlet. To view the Routing Instructions in TMS, click on the blue link under your PO number. Once in the Shipment Summary, Click Documents and your Routing Instructions will be displayed*.

Selecting the Print or Documents section in the tab below will enable you to download your PO Routing Instructions.


Routing Instructions Document

*Please note that the Routing Instructions are not finalized until the shipment is in a Booked Status. The Routing Instructions should only be used to verify that the shipment information is correct if the status has not yet reached “Booked.”

Carrier Contact Information if LTL, if TL view Vendor News Carrier Contact Sheet


Shipment Edits / Updates

Adjusting the PO Quantity If a routed shipment is not yet Booked (carrier accepted the load), the shipment can be updated with an edited quantity, weight or cube. If a shipment is already Booked, In Transit, or Delivered, users will not be able to edit any shipment detail. To view your pending shipments, click on Shipment Button

Select the report – Weight and Quantity Update

To view the Shipment Detail, click on the white paper icon

Shipment Detail


To update the Item Details (PO quantity), click on the white detail sheet in the Item Detail Section.

The Item Details are displayed. To change the PO Unit Quantity, click in the Actual Qty text box and input the updated Actual Qty. To change the weight, click in the Actual Wgt text box and input the updated Actual Wgt. To change the cube, click in the Cube text box and input the updated Cube.

All other fields should remain un-edited. Click Save to complete the PO changes. After updating the Shipment, the updated quantities will be listed in the Item Details Section. If you accidently delete a Shipment’s Item Details, please contact [email protected] to request deleting the Shipment. A new route request will be required to re-create the Shipment.

Frequently Asked Questions

Look for Route Request Guide V2

PO Number is listed under the Item ID column. Clicking on the white detail sheet will open up the item quantities.
