708: How To Do Business With Belk Colleen McCarthy, VP Data Governance, Belk Inc. Audra Mitchell-Atkinson, Director Merchandise Information, Belk Inc.
June 4, 2015
AGENDA • Belk – Who We Are • Recent Initiatives • Item Requirements • Attributes • Digital Content • EDI • Closing/Recap • Questions
© 2015 GS1 US ALL RIGHTS RESERVED
2
BELK – WHO WE ARE Company History • Since 1888, the Southern woman has come to rely on Belk first, for her, for her family, for life. • What began as a small bargain store in Monroe, NC has grown into the nation's largest privately held department store. Founder William Henry Belk's dedication to friendly service, fair prices and community involvement hasn't changed in fact, it's stronger than ever. Today • Belk is the nation's largest family owned and operated department store company and has 306 locations in 16 states. The Future • Belk is investing millions in store renovations and technology enhancements to better serve the desires of our valued guests.
© 2015 GS1 US ALL RIGHTS RESERVED
3
BELK – OUR BRAND
© 2015 GS1 US ALL RIGHTS RESERVED
4
BELK – WHERE WE ARE
© 2015 GS1 US ALL RIGHTS RESERVED
5
RECENT INITIATIVES • Belk recently completed a large multi-year project to upgrade our merchandising and planning systems. This laid the groundwork for our next initiative, Omni-Channel. • Our goal is to ensure our customer has the same Belk experience whether shopping in our stores, on the web, or on a mobile device. • Product attributes and digital images are essential to the success of an Omni experience. Our customers are becoming more digitally savvy therefore requiring more information about products to make informed purchasing decisions. In order to better manage item attributes, Belk is currently working to implement a new item master data and Web Content application in Fall 2015.
© 2015 GS1 US ALL RIGHTS RESERVED
6
“CONNECTING WITH HER, WHEREVER SHE IS” Omni-channel is about our customer, who is at the forefront of everything we do.
Modern. Southern. Style.
Stores
Social
Belk.com
Mobile
© 2015 GS1 US ALL RIGHTS RESERVED
7
DIGITAL IS CHANGING THE WAY SHE SHOPS! What our customer wants – and how she shops – is changing... •
15% of total customers shop online
Less than 1% of Belk sales are mobile
•
36% of elite card holders shop online at Belk
30% of online sessions are on mobile phones
•
74% of Belk customers own smartphones
•
5% of Belk sales are online
•
•
•
Additional 22% of elite shoppers used Item Locator
72% of our e-mail coupons are redeemed in-store © 2015 GS1 US ALL RIGHTS RESERVED
8
WHAT DOES THIS MEAN TO YOU? • Belk is asking our vendor trading partners to complete the following: – Populate all relevant product attribute information in GXS following the GS1 US ‘Voluntary Guidelines for Exchanging Extended Attributes for Ecommerce’ – Provide product images in accordance with the GS1 US Guidelines – Ensure all items are set up in GXS with appropriate attributes populated 8 weeks prior to ship date • What is next? – Although Belk will not require extended attributes until we implement our new web content application this Fall, we encourage you to begin populating extended attributes in GXS sooner – Belk along with GXS will be conducting educational webinars in July/August to address any questions; details about the webinar dates and times will be sent under a separate email
© 2015 GS1 US ALL RIGHTS RESERVED
9
ITEM REQUIREMENTS
© 2015 GS1 US ALL RIGHTS RESERVED
10
ITEM What is an item? • Item identification numbers are used to uniquely identify items that carries inventory and all transactions. Belk system uniquely identifies an item in 3 levels: Style, SKU, and U.P.C. At Belk: • All transactions are done at the SKU/U.P.C. levels • The pack type used at Belk is complex packs: Pre-Packs and Sets • There is item attributing capabilities using Attributes in all of our systems to support customer shopping experiences and reporting
© 2015 GS1 US ALL RIGHTS RESERVED
11
MANUAL ITEM SETUP = SUPPLY CHAIN EFFICIENCY SOURCE: OPENTEXT|GXS
Vendor A
Postal Mail Distributor B
Retailer New Item Form
Small Shop B
EDI
Supplier C
Wholesaler D
Specialty Retailer C
Telephone Purchase Order
Facsimile
Manufacturer E
Large Retailer D Proprietary Web Portal
Spreadsheet
Vendor F Online Retailer E • • • •
Incorrect item/U.P.C. data Redundant expenses Erroneous purchase orders Charge backs/write-offs
Retailer New Item Form
Telephone XML
• Incorrect invoices • Merchandise delays • Lost sales © 2015 GS1 US ALL RIGHTS RESERVED 12
DOWNSTREAM IMPACTS OF MANUAL ITEM SETUP SOURCE: OPENTEXT|GXS Manual and proprietary processes are error prone and costly • The consumer products industry spends over $30B annual on content management (SOURCE: AMR) • Over 30% of records in retailer’s item files contain errors, and each error cost $60-$80 to resolve, not including lost sales, margin, or resulting inventory and accounting errors. (SOURCE: A.T. Kearney) Item File errors create significant problems through out the supply chain with significant financial implications • 60% of invoices have errors – each error costs $40-$400 to reconcile. 43% result in deductions or overpayments. (SOURCE: A.T. Kearney)
Timeliness of item setup is compromised • Retailers with manual item creation/maintenance process typically require a series of steps over a multi-day period to create new items in their systems. © 2015 GS1 US ALL RIGHTS RESERVED 13
BELK AND OPENTEXT|GXS ACTIVE CATALOGUE
SOURCE: OPENTEXT|GXS
Belk utilizes OpenText|GXS Active Catalogue to transmit data via real-time web service call. U.P.C. updates are pulled via the EDI832. Item data is requested from Belk by the merchandising team, and published in our system, this data is used for downstream publication
OpenText|GXS Active Catalogue enables item synchronization for supply chain speed and accuracy across your trading partner network © 2015 GS1 US ALL RIGHTS RESERVED 14
BELK ITEM SETUP REQUIREMENTS • Items must be set up in catalog using the following: – Correct NRF 5 digit size codes that apply to the sizing for the item using correct NRF size chart for the product you are selling. Make sure to look at both the primary and secondary description to ensure you are using the correct code – Correct NRF 3 digit color codes that apply to color family for the item Correct use of NRF Color and Size Codes and Descriptions. Correct use of Pre-pack Color and Size Codes
© 2015 GS1 US ALL RIGHTS RESERVED 15
BELK ITEM SETUP REQUIREMENTS • If the item is a pre-pack, the following requirements apply: – Must use the PU pack type for pre-packs and corresponding component’s must be identified and linked to the pack during initial set up in OpenText|GXS Active Catalogue – If configuration of the pack changes a new U.P.C. must be provided – Must use 90000-99999 size chart only for Pack Items
–
© 2015 GS1 US ALL RIGHTS RESERVED 16
BELK ITEM SETUP REQUIREMENTS • Items and packs must be set up timely and accurately in OpenText|GXS in order to avoid downstream issues. All core U.P.C. and item setups must be complete in OpenText|GXS a minimum of 2 weeks prior to bulk orders being written and released • Pre Packs must be set up in OpenText|GXS at time of item creation • After U.P.C. size criteria have been confirmed by Belk, definition cannot be changed; for example, S/M/L cannot be changed to 5/7/9 • Vendor U.P.C. changes due to system updates, merger, or any other reason must be reported to Belk via email to
[email protected] at least 60 days before implementation. Failure to do so could result in delays in getting new product codes into our system, which could delay order writing
© 2015 GS1 US ALL RIGHTS RESERVED 17
BELK ITEM SETUP REQUIREMENTS • Reuse of U.P.C.’s must be per GS1 Standards of 30 months after the last shipment by the vendor unless you have advised Belk’s merchandise support item set-up team and merchants. Compliance with proper code reuse is critical. Any failure to fully comply may result in expense offsets and/or merchandise being rejected. Failure to adhere to these standards will result in chargebacks if PO has been written.
• Order QTY Multiple - If SKUs must be ordered in multiples other than ‘one’, this field must be populated in OpenText|GXS.
© 2015 GS1 US ALL RIGHTS RESERVED 18
GRANTING ACCESS TO BELK Belk is asking that “Unrestricted” access be granted and GMA Compliance Checks turned ‘ON’. This request is to prevent incomplete U.P.C. data from flowing to Belk and causing downstream issues
• Belk Catalogue Account ID = 127043571000 • A step by step document on how to grant access can be found in the ‘Product Documentation’ section of the Catalogue User Interface or contact OpenText|GXS directly.
© 2015 GS1 US ALL RIGHTS RESERVED 19
DIGITAL CONTENT
© 2015 GS1 US ALL RIGHTS RESERVED
20
MDM & DIGITAL CONTENT SYSTEM • Belk is working on a project to transition to a new digital content system tied into Master Data Management (MDM) • This new system will replace the current vendor portal used for providing digital content to Belk • Deployment of the new system is targeted for Fall 2015 • Additional information regarding training and transition dates will be communicated in the coming months
© 2015 GS1 US ALL RIGHTS RESERVED
21
STANDARDS & EXPECTATIONS • Populate product attribute information & product images in OpenText|GXS while being in accordance with the GS1 US guidelines • Ensure all attributes and images are in OpenText|GXS 8 weeks prior to ship date • Appoint a representative from your company to be a designated Belk contact • Begin following these standards now; required in Fall 2015
© 2015 GS1 US ALL RIGHTS RESERVED
22
IMPACTS OF ATTRIBUTING Business Function
Reasons
Ecommerce
-
Enhance Search Engine Optimization (SEO) Additional selling features improve sales Customers want more information for better purchasing decisions Automated process improves cycle time to website
Buying & Planning Merchants
-
Review image at time of PO entry Utilize attributes for enhanced reporting and allocation to stores
Supply Chain
-
Hazardous materials for package handling Dimensional/weight information for fast put away at FC Images assist FC associates with picking & packing customer orders
Stores
-
Images to help with store fulfillment and promotional event set up
Tax
-
Attributes to support various tax rules in store and online. For example, SPF is tax exempt in Texas
Legal
-
Necessary for complying with U.S. Dept. of Commerce rules, i.e., animal fur name
© 2015 GS1 US ALL RIGHTS RESERVED
23
BENEFITS OF POPULATING ATTRIBUTES IN GXS Vendor Benefits
Belk Benefits
Consistent brand representation across all brands and retailers
Creates a homogenous customer experience for Omni-Channel
Lessens manual workload often done by local sales reps; information becomes centralized
Consistent format and receipt of information from vendors and reduces mistakes
Produces one set of attributes & images for all retailers
Eliminate judgment calls due to lack of data, i.e., assume fur is fake when it is real
Eliminates time mailing and tracking samples to send from one retailer to another
Less errors in matching images/samples and attributes to products
Shortens cycle time to Belk.com resulting in additional sales
Reduces cycle time to Belk.com resulting in additional sales
© 2015 GS1 US ALL RIGHTS RESERVED
24
PO VERSUS E-COMMERCE SELLING ATTRIBUTES Attributes necessary for PO:
Additional attributes that drive sales:
Attribute
Example of Attribute Value
Attribute
Example of Attribute Value
Style Number
0307J22
Brand
AGB
Style Description
Printed Sheath Dress
Neckline
Scoop
NRF Color Code
400
Sleeve Length
Cap sleeve
Color Description
Navy/White
Closure
Button-and-loop
NRF Size Code
00006
Length
30”
Size Description
6
Country of Origin
Imported
UPC Number
0438528126115
Collection Name
Southern Charm
Cost
$22.00
Fabric Content
Polyester/Spandex
Retail
$74.00
Care Instructions
Machine Washable
© 2015 GS1 US ALL RIGHTS RESERVED
25
EXAMPLE: EXTENDED ATTRIBUTES DRIVE SALES
• Product description lacking key selling attributes, such as closure • Consumer would also find it valuable to know if this bow tie is self-tie or pre-tied
© 2015 GS1 US ALL RIGHTS RESERVED
26
EXAMPLE: ADDITIONAL IMAGES DRIVE SALES
• Additional images needed to show consumer the inside/outside of bag • Consumers would also like to see a mannequin shot • Visibility to the cross-body strap
© 2015 GS1 US ALL RIGHTS RESERVED
27
EXAMPLE: CONTENT SUPPORTS TAX & LEGAL REQUIREMENTS •
An SPF attribute on this product is necessary to support state tax laws
•
Note: Item was not populated with the actual size. Customer wants to know how many fluid ounces they get for the price
© 2015 GS1 US ALL RIGHTS RESERVED
28
GS1 US EXTENDED ATTRIBUTE GUIDE Example
• Over 600 GTIN-level attributes & images • Attributes that do not apply, will not need to be populated
• Available on OpenText|GXS landing page www.gxs.com/catalogue_extended_attributes
© 2015 GS1 US ALL RIGHTS RESERVED 29
IMAGE & SAMPLE STANDARDS Images: • Images are preferred & must be provided 8 weeks prior to ship date • Images needed for every style number that is purchased for Belk • Images are to follow the GS1 Standards • Quick reference guide to the GS1 Standards is available on the OpenText|GXS Belk landing page and Belk.com Samples: • Must be provided 8 weeks prior to ship date to Digital Content Team contact • Samples needed for every style number & color code ordered for Belk.com • Samples must be given in the appropriate model size
© 2015 GS1 US ALL RIGHTS RESERVED
30
EDI
© 2015 GS1 US ALL RIGHTS RESERVED
31
EDI UPDATES • In January, we published a Vendor EDI and Item Setup FAQ Document out on Belk.com on the Vendor Info page to help you understand our EDI requirements. • You should have received an EDI Survey from Belk in April. Please fill that out and return it if you have not already done so.
© 2015 GS1 US ALL RIGHTS RESERVED
32
EDI UPDATES – DOCUMENTS • We encourage our Trading Partners to support all of our EDI transactions. Please contact
[email protected] to get started. • We have updated the EDI PO Change Document Process (850/860) to reflect a more industry standard approach. – You can now receive changes on the 860 or the 850 (your choice) and all allocation changes will be sent via the 850. – When a line item is cancelled we have now removed it from the PO instead of leaving it on the PO with a zero ordered quantity. • The EDI Product Activity Document (852) has been enhanced to include On-Order data, reflecting any quantity that is not yet received at the Store. • In June, we will make available to our Trading Partners two new EDI documents, the EDI Organizational Relationships Document (816) providing store/dc location information and the EDI Text Message Document (864) offering news and information from Belk to our Trading Partners. • In October, we will begin sending the EDI Application Advice Document (824) that will be used to indicate ASN and Invoice Errors. Please correct these errors and resend the documents as indicated in the EDI specifications.
© 2015 GS1 US ALL RIGHTS RESERVED
33
EDI UPDATES – SCHEDULED IMPLEMENTATION
EDI Document
Mandatory
Testing Required?
Availability Timeline
N
Yes if you automatically process the data into your system.
Currently Available
N
No
Currently Available
N
Yes
June‐22
EDI 864 - Text Message
Y
No
June‐22
EDI 824 - Application Advice
Y
Yes
October‐15
EDI 850/860 – Updated Purchase Order Change Process EDI 852 - Product Activity - On-Order Data EDI 816 - Organizational Relationships
** We encourage each Trading Partner to support all of the above EDI transactions. Please contact
[email protected] to get started.
© 2015 GS1 US ALL RIGHTS RESERVED
34
RECAP & QUESTIONS
© 2015 GS1 US ALL RIGHTS RESERVED
35
IMPORTANT DATES Action
Dates
Sent attribute implementation letter to vendor partners
3/16/2015
Re-Publish vendor letter and communicate webinar dates and time
July
Partner with GXS to conduct Belk vendor community attribute webinars
July/August
Vendors required to populate extended attributes
10/1/2015
Hold Belk & OpenText|GXS Vendor sessions at RVCF Conference
11/8-11/11
Monitor vendor attribute population in OpenText|GXS and following up with vendors with missing attributes
Oct 2015-Jan 2016
© 2015 GS1 US ALL RIGHTS RESERVED
36
CONTACT INFORMATION Topic Vendor Relations Item Setup Process
Contacts
[email protected] [email protected]
Belk Transportation
[email protected]
EDI
[email protected] for EDI related questions
[email protected] for ASN related questions
Belk’s attribute and image requirements
[email protected]
Accounts Payable
[email protected] and
[email protected]
OpenText|GXS Active Catalogue
1-877-446-6847, Opt. 2, then *, 4, 1; cataloguesupport@OPEN TEXT/GXS.com
OPEN TEXT/GXS Global Support Services
1-800-334-2255, Opt. 2; technical support Support@OPEN TEXT/GXS.com
© 2015 GS1 US ALL RIGHTS RESERVED 37
ONLINE INFORMATIONAL RESOURCES Topic
Stores & Servicing Distribution Centers
Comments
Links
To ensure you have the most updated listing of our Distribution Centers and stores serviced from each location please refer to the listing on our website.
Blythewood: www.belk.com/media/pdf/vendor_info/transp ortation_documents/StoreShippingReceivingL ocations-Blythewood-4-17-13.pdf Jackson: www.belk.com/media/pdf/vendor_info/transp ortation_documents/StoreShippingReceivingL ocationsJackson_041713.pdf
** Note that all Fine Jewelry merchandise is serviced from our Ridgeland Distribution Center.
EDI 850 Guidelines
Belk EDI mapping guideline document.
www.belk.com/media/pdf/vendor_info/EDI_4 030_mapping/Belk850PurchaseOrder.pdf
EDI 860 Guidelines
Belk EDI mapping guideline document.
/www.belk.com/media/pdf/vendor_info/EDI_ 4030_mapping/Belk860POChangeRequest.pd f
EDI 856 Guidelines
We encourage you to also review the ASN EDI 856 information on our website. This will ensure timely and accurate booking of receipts, which contributes to the invoice matching process and further contributes to timely payments to our vendors.
www.belk.com/media/pdf/vendor_info/EDI_4 030_mapping/Belk856ShipNoticeManifest.pdf
© 2015 GS1 US ALL RIGHTS RESERVED 38
ONLINE INFORMATIONAL RESOURCES (CONTINUED) Topic
Comments
Links
EDI 810 Guidelines
Further information on Belk’s EDI 810 guidelines can be found in our Belk Vendor Page located on our website, belk.com, by clicking on the Vendor Info link at the bottom of the page. Specific guidelines can be found under the appropriate document number.
www.belk.com/media/pdf/vendor_info/EDI_4 030_mapping/Belk810Invoice.pdf
UCC 128 Label Guidelines
Belk UCC 128/GS1 example.
www.belk.com/media/pdf/vendor_info/EDI_4 030_mapping/BelkUCC128LabelV40Domestic.pdf
Belk Vendor Guide
The Belk Vendor Guide, has been updated as of Jan 2015.
www.belk.com/media/pdf/vendor_info/transp ortation_documents/BestPlan.pdf
Belk Expense Offset
All Belk expense off set and due to Non Compliance can be found on the Belk Vendor Guide pg. 32-35
www.belk.com/media/pdf/vendor_info/transp ortation_documents/BestPlan.pdf
© 2015 GS1 US ALL RIGHTS RESERVED 39
ONLINE INFORMATIONAL RESOURCES (CONTINUED) Topic
OPENTEXT|GXS Catalogue
Comments
Links
Belk Landing Page /Active Webinar
www.OPEN TEXT/GXS.com/belk http://www.gxs.com/assets/uploads/wmv/liv emeeting.wmv
Active Catalogue Information Page
www.OPEN TEXT/GXS.com/products/active_applications/ data_synchronization/OPEN TEXT/GXS_catalogue
Catalogue Log-In Page
https://catalogue.OPEN TEXT/GXS.com/QRSGUI/jsf/login/login.jspx
© 2015 GS1 US ALL RIGHTS RESERVED 40
© 2015 GS1 US ALL RIGHTS RESERVED 41
