1. Belk Onboarding Vendor Guide

2. Welcome !!!
Dear Vendor,
We have created this presentation to assist new or reactivated vendors to onboard with Belk. Our goal is to help you proactively address potential issues that you may experience by calling out critical requirements. Understanding and addressing these requirements will reduce the risk of issues when conducting business with Belk.
Please take the time to read this presentation in its entirety. If you have any questions please use the contact information to reach out to the appropriate parties.
Thank you for your commitment to our partnership.
Copyright © 2014 Accenture. All rights reserved.

3. Table of Contents Overview Glossary Critical Requirements
Item Setup Process
Purchase Order Process
Shipping Call Outs
Example of Common Scenario
Purchase Order, ASN, and Invoicing Details
Appendix
Transaction Examples
Online Vendor Information
Contact Information

4. Overview
Belk has completed a major merchandising system initiative recently that has upgraded our systems to a more robust processing of setting up items, writing purchase orders and paying invoices
New vendors risk repeating the problems other vendors have experienced that cause downstream issues
By addressing these potential issues we can
Minimize item setup problems resulting in purchase order delays
Avoid systemically created charge backs
Ensure timeliness of invoice payments
Ensure correct ASN structure is sent to Belk
Failure to comply with Belk requirements will generate compliance charges at various points throughout the supply chain
This includes requirements relating to POs, ASNs, and Invoices
Goal: Proactively address potential issues and answer any questions vendors may have.

5. Key Terms Key Term Definition
CourseID
Course Title
Key Term
Definition
Each
This is the SKU level item.  It is identified by a unique UPC or EAN and is the item sold to the consumer.  It’s Unit of measure in EDI transactions ‘EA’ and the quantities and cost are for a single item. 
Order Quantity Multiple
Certain products must be ordered in evenly divisible quantities due to the way they are stored and managed in the vendor’s supply chain. This should be defined in the OPEN TEXT/GXS catalog entry for that item.
Pack
A specific list of eache’s (SKUs) and quantities (called components) that are identified by a unique UPC or EAN.  It is used to move goods through the supply chain more efficiently.  It’s unit of measure in EDI transactions is ‘AS’ and the quantities and cost on the transaction represent the number of packs ordered and the sum of the cost of its components.  5

6. Key Terms Key Term Definition
CourseID
Course Title
Key Terms
Key Term
Definition
Non-sellable Pack
Packs that are not sold to the consumer and therefore have no retail associated. Most of Belk’s packs fall into this category.
Sellable Pack –
Some types of product can be sold as a ‘set’’. These have a retail for the complete set, as well as for the components.
Componet
These are (SKUs) that are contained in a pack.  Belk sends information about the components of a pack in the SLN segments of our 850 and 860 transactions. This information includes the UPC of each of the SKUs as well as the number of units in the pack, their cost and retail
Broken Packs
Occurs when a vendor runs out of one or more component items contained in a pack. Examples: Production fallout (ie: a fabric shortage or a high number of damages); any other inventory shortage during the pick/pack process 6

7. Critical Requirements
The requirements listed below are not an all-encompassing list of Belk requirements. #
Requirement 1.
Item Setup: Items and packs must be set up correctly in OPEN TEXT/GXS in order to avoid downstream issues. 2.
Vendor must turn on Compliance Check in Open Text/GXS catalog and must grant access to catalog and all styles to Belk 3.
Packs in Single Cartons: Any pack that is defined must be able to be shipped in a single carton consistent with the Belk Vendor Guide. 4.
No Broken Packs: Broken packs should only be shipped with explicit permission from the appropriate Belk buying office. 5.
Unit of Measure Quantity Consistency: If the PO (and ASN) is for packs, then the invoice must be for the PACK quantity and cost, not the component quantity and cost. 6.
Invoice Consolidation: Invoices should be consolidated by distribution center location, per PO shipment.

8. Critical Requirements
The requirements listed below are not an all-encompassing list of Belk requirements. #
Requirement 7.
Items and packs must be set up timely and accurately in OPEN TEXT/GXS in order to avoid downstream issues. All UPC and item setups must be complete in OPEN TEXT/GXS a minimum of 2 weeks prior to bulk orders being written and released 8.
Items must be set up using the following: Correct NRF Size codes that apply to the sizing for the item using correct NRF size chart for the product you are selling. Ex. Men’s Product cannot use Boys size codes. Correct NRF 3 digit color codes that apply to color family for the item 9.
If the item is a pack, the following requirements apply: Must use the PU pack type for pre-packs and corresponding component’s must be identified & linked to the pack at set up in OPEN TEXT/GXSIf configuration of the pack changes a new UPC must be providedMust use size chart only for Pack Items

9. Critical Requirements
Belk uses the industry standard UPC guidelines that are standard with the retail industry set by GS1 & trading partner GXS/Open Text. Failure to adhere to these standards will result in chargebacks if PO has been written #
Requirement 1.
After UPC size/color/pre pack criteria have been confirmed by Belk, definition of the UPC cannot be changed Ex. S/M/L cannot be changed to 5/7/ Red cannot be changed to 602 Rose. Pre pack S-XL , cannot be changed to 2.
UPC may only be re used for different item (including different color or size of the earlier item), after 30 months after last shipment by the vendor 3.
Vendor must use correct size codes for product selling to Belk for the category of the UPC. Ex. Vendor must not use Men’s size code on Ladies product 4.
Vendor must use “PU” pre pack code with size codes (unless pack is no size in which case use Pre Pack must be defined at the time of UPC set up in GXS catalog

10. Setup in OPEN TEXT/GXS: Packs and Order Quantity Multiples
Please review the guideline documents embedded below with instructions from OPEN TEXT/GXS on creating pre packs and order qty multiple’s
Double click to open this document.
Double click to open this document.
Please take a moment to view the We

11. Purchase Order Process
POs are ordered by UPC
The UPC could be for an each (SKU) or a pack
The same cost and unit of measure must be used on all downstream documents
All GS1 labels must match the ASN
EDI 850, 860 (PO)
Item – Cost – QTY
EDI 856 (ASN)
Item - QTY
EDI 810 (Invoice)
Item – Cost - QTY
ASN Call Outs
Invoice Call Outs
DO transmit the pack UPC and quantity of packs on the ASN if shipping a pack
DO invoice Belk for the item, cost, and quantities as sent in the 850 or 860
DO NOT transmit the number of units in a pack on the ASN
DO NOT invoice Belk for the cost of the components * the number of units in a pack

12. Shipping Call Outs No Broken Packs Packs in Single Cartons
Compliance charges are generated systemically for a ‘not ordered SKU’ when broken packs are shipped
Broken packs should only be shipped with explicit permission from the Belk Buyer
If approved
The cartons that contain incomplete packs should be ASN’ed using the component UPCs and quantities
The buying office must maintain the PO by adjusting the order, recalculating the allocation, and transmitting the new release via EDI to the vendor
The pack UPC should not be transmitted when a pack is broken
Packs in Single Cartons
Any pack that is defined must be able to be shipped in a single carton consistent with the Belk Vendor Guide (see the ‘Online Informational Resources’ slide for the link to the Vendor Guide)
Large packs may not physically fit within the acceptable range of carton sizes and weights that can be processed at our warehouses
Packs that are split between 2 cartons cause
ASN issues due to the receiving system booking at least one pack per carton
Inventory overstatement
Difficulties in automatching invoices

13. Example: Purchase Order Details
Step 1: A Belk merchant creates 3 POs for the same vendor which have the same ship window. There is only one item on each of the 3 POs and the third PO, “PO C”, is for the Ecommerce facility. One of the two items ordered is a pack while the other is an each. PO
ITEM
ITEM COST
ITEM TYPE
TOTAL QTY
TOTAL PO COST
STORE
STORE QTY
SERVICING DC A
Gamma
$100.00
Pack 36
$3,600.00
228 12
737
294
222
744 B
Delta
$10.00
Each
$360.00 24
396 C 60
$600.00
888 (Ecomm)

14. Example: ASN Details ITEM ASN2 ASN1
Step 2: The vendor creates two shipments for the 3 POs and creates/transmits two ASNs (one for each of the shipments). The shipments to Belk distribution centers are in transit.
ASN
SHIPMENT DESTINATION PO
ITEM
QTY
STORE
ASN1
737 (Blythewood) A
Gamma 12
228
294 B
Delta 24 C 60
888 (Ecomm)
ASN2
744
(Jackson)
222
396
ASN1
ASN2
Vendor Warehouse

15. Example: Invoice Details
Step 3: Invoices are received from the vendor and automatically matched in Belk’s invoice matching system. Payment is generated for these invoices to the vendor.
INVOICE PO
ITEM
ITEM COST
ITEM TYPE
SERVICING DC
TOTAL WAREHOUSE QTY
INVOICE AMOUNT
INVC1 A
Gamma
$100.00
Pack
737 24
$2,400.00
INVC2
744 12
$1,200.00
INVC3 B
Delta
$10.00
Each
$240.00
INVC4
$120.00
INVC5 C 60
$600.00
3 Purchase Orders
2 ASNs
5 Invoices

16. Appendix
Additional Information

17. EDI Documents to Support Example
The EDI documents for the example contained in this presentation are embedded below. Please note:
These transactions are for illustrative purposes only
EDI transactions must always use valid UPCs or EANs as product identifiers
Purchase Order
Document Examples
ASN Document Examples
Invoice Examples
Double click to open this document.
Double click to open this document.
Double click to open this document.

18. Online Informational Resources
Topic
Comments
Link
OPEN TEXT/GXS Catalog
Belk Landing Page /Active Webinar
TEXT/GXS.com/belk
Active Catalogue Information Page
TEXT/GXS.com/products/active_applications/data_synchronization/OPEN TEXT/GXS_catalogue
Catalogue Log-In Page
TEXT/GXS.com/QRSGUI/jsf/login/login.jspx
Stores & Servicing Distribution Centers
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.
** Note that all Fine Jewelry merchandise is serviced from our Ridgeland Distribution Center.
Blythewood:
Jackson:
EDI 850 Guidelines
Belk EDI mapping guideline document.
EDI 860 Guidelines
UCC 128 Label Guidelines
Belk UCC 128/GS1 example.

19. Online Informational Resources (continued)
Topic
Comments
Link
ASN 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.
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.
Belk Vendor Guide
The Belk Vendor Guide, has been updated as of Jan 2015.
Belk Expense Offset
All Belk expense off set and due to Non Compliance can be found on the Belk Vendor Guide pg

20. Contact Information
Topic
Contacts
Vendor Relations
Item Setup Process
OPEN TEXT/GXS Active Catalog
, Opt. 2, then *, 4, 1; TEXT/GXS.com
OPEN TEXT/GXS Global Support Services
, Opt. 2; technical support TEXT/GXS.com
Belk Transportation
EDI 850, 860, 856, and 810 Business Process
850, 860, 856, and 810 Data and Formatting
Accounts Payable
and