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Vendor’s Guide to the
Vendor Deal Portal (VDP)
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T
ABLE OF
C
ONTENTS
1. ABOUT ... 3
2. GETTING STARTED ... 4
3. REVIEW AND APPROVAL PROCESS ... 5
3.1 RECEIVEEMAILNOTIFICATION ... 5
3.2 ACCESSVDP ... 6
3.3 REVIEWCREDITALLOWANCECONTRACT ... 6
3.4 APPROVETHECONTRACT ... 10
3.5 RECOMMENDCHANGETOTHECONTRACT ... 12
4. ADDITIONAL FUNCTIONS ... 15
4.1 SEARCHFORACREDITALLOWANCECONTRACT ... 15
4.2 PRINTCREDITALLOWANCECONTRACT ... 16
4.3 EXITVDP ... 17
5. ABOUT VOID CONTRACTS ... 18
6. ABOUT CONTRACT AMENDENDMENTS ... 18
7. APPENDIX... 19
7.1 TERMINOLOGY,DEFINITIONS&ACRONYMS ... 19
7.2 ELECTRONICAPPROVALPROCESS ... 19
7.3 CREDITALLOWANCECONTRACTSTATUS ... 20
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3. REVIEW AND APPROVAL PROCESS
3.1 RECEIVE EMAIL NOTIFICATION
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3.2 ACCESS VDP
Go to Vendor Extranet website at: https://vendorconnect.toysrus.com.
To login, enter your User ID and Password and click ‘Submit.’ On the landing page of the Toys “R” Us, Inc. Vendor Extranet you will see the VDP link under the “Application Links” section.
Click on the link to launch the VDP. A new browser window will open, which will display the VDP home page titled ‘Search for Credit Allowances’.
Contact your Toys “R” Us, Inc Vendor Extranet Security Administrator if you do not see the ‘VDP’ link in Application Links.
3.3 REVIEW CREDIT ALLOWANCE CONTRACT
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Click on the CA # hyperlink to review the Credit Allowance Contract terms.
Horizontal and vertical scroll bar will be displayed, if required.
3.3.1 Contract Information on Summary Page
The Summary Page displays information about the contract. Some of the key information to review on this page: Allowance Type – Advertizing, Markdown, Freight, etc. Contract Type ‐ Master Deal, Over & Above, etc. Base Amount ‐ Flat $ or Percent rate Effective Date Allowance Processing Details – Off Invoice or on a Collection Schedule Volume Based On – Invoice Date, Receipt Date, etc. Review this information before you approve the contract. 3.3.2 Hyperlinked Details Depending on the terms of a contract, additional Credit Allowance Contract details are displayed as hyperlinks. Click on the hyperlink(s) to view details before you approve the contract. Click the ‘Back’ button in the VDP window (shown with an arrow) to go back to Do not use Browser buttons Click to Review Hyperlinked Details
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the Summary page after reviewing the details. Do not use browser ‘Back’ button when working in the VDP.
3.3.2.1 ‘Included Subsidiaries’ Hyperlink
This hyperlink will be displayed for contracts that include the subsidiary vendors.
3.3.2.2 ‘Included/Excluded Merchandise (Department, Class, Item, etc.)’ Hyperlink
This hyperlink will be displayed for exclusions or inclusions to the Credit Allowance Contract.
3.3.2.3 ‘Case Discounts Details’ Hyperlink
This hyperlink will be displayed for a Case discount Credit Allowance Contract. These contracts are always applicable to specific Department, Class or Items.
3.3.2.4 ‘Markdown and Price Protection Details’ Hyperlink
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3.3.2.5 ‘Plateau Details’ Hyperlink
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Review comments in the ‘Vendor Communication’ and ‘Contract Comments’ sections. Also, click on the hyperlink to view Uploaded Documents, if any.
Click on the ‘Back’ button to go back to the Summary page.
3.4 APPROVE THE CONTRACT
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After your approval:
• The Contract record in the VDP becomes read only for you. It was already read‐only for the Buyer and no one is allowed to edit the contract. • The DMM receives an email notification of your (Vendor) approval. • The DMM verifies the details and approves.3 • Upon DMM approval, an email notification is sent to you and the Buyer. • The Credit Allowance Contract is executed as per terms of the contract.3 It is rare that the DMM does not approve the contract. If that happens, the credit allowance terms may
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3.5 RECOMMEND CHANGE TO THE CONTRACT
Toys ‘R’ Buyers will make their best effort to ensure that they have captured the negotiated details accurately; however, on some occasions, one of these scenarios may occur: a) Base Amount is different than negotiated. b) Allowance Processing Date requires a change. c) While reviewing the contract, you may notice that an item is missed in case discount or an extra item has been included. d) An additional document must be part of the contract. You can recommend the change by one of the two methods: • Summary Page – Edit Base Amount or Remittance Date • Comments Page – Enter Comments or Upload Attachments 3.5.1 Summary Page If the recommend change is related to the Base Amount or Remittance Date, edit these fields and click on the ‘Recommend Change’ button. Below are some examples of how to update these details.
3.5.1.1 Base Amount Change - % Contract
3.5.1.2 Base Amount Change – Flat $ Contract
3.5.1.3 Base Amount Change– Per Unit Contract
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3.5.2 Comments Page
Go to the Comments page by clicking ‘Comments’ button on the Summary Page.
1a. Enter Comments – These comments will become part of a comments trail, which includes information on who added the comments and when. The comments in this section cannot be deleted or overwritten to ensure retention of communication related to the recommended changes. 1b. Upload Document – You can include an attachment to the contract if it is essential to the contract. In order to attach a document: • Click on ‘Browse’ to select the document to upload. The ‘Upload Document’ field is populated with the name and location the document. Valid file formats to upload are Word, Excel and PDF. • Enter the title for the attachment. This is mandatory field if you are uploading a document. 1a. Enter Comments 1b. Browse to Upload Document 2. Click to Recommend
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3.5.3 Submit Recommend Change
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4. ADDITIONAL FUNCTIONS
4.1 SEARCH FOR A CREDIT ALLOWANCE CONTRACT
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4.1.2 Sort Search Results
Click on a column heading to sort the Search Results.
4.1.3 Search Result Navigation
If the search results exceed 20 rows, the results will be displayed in multiple pages and the ‘First,’ ‘Previous,’ ‘Next’ and ‘Last’ buttons can be used to navigate through them. The last column of the search results is Comments, which will be displayed as a hyperlink if that particular Credit Allowance Contract has associated comments or attachments. Click on a CA # hyperlink to see details in the Summary Page. 4.1.4 Export to Excel Click on the ‘Export to Excel’ button prompts to select between Save and Open. ‐ If you click on ‘Save’ you will be prompted for a filename. You can type the filename and select a location to save the file. The Excel spreadsheet containing the displayed search results will be saved as per the specified filename and folder location. ‐ If you select ‘Open,’ the Excel spreadsheet containing the displayed search results will be displayed in a separate window.
4.2 PRINT CREDIT ALLOWANCE CONTRACT
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5. ABOUT VOID CONTRACTS
If the contract is in ‘Vendor Review’, ‘Vendor Approved’ or ‘DMM Approved’ status and the Buyer has discussed with you to void the contract, you will be notified via an email after it has been voided. The Void requires DMM approval. The contract will not be available to you for review once it has been voided.
6. ABOUT CONTRACT AMENDENDMENTS
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7. APPENDIX
7.1 TERMINOLOGY, DEFINITIONS & ACRONYMS
Credit Allowances: Funds, which vendors provide to Toys ‘R’ Us to support Promotional, Advertising, Fixture, and Markdown expenditures. Allowance Type: Describes the type of expense that the credit allowance contract will fund. TRU has pre‐defined types. Deal: A Credit Allowance Contract. CA: Credit Allowance VDP: Vendor Deal Portal DMM: Toys ‘R’ Us Divisional Merchandising Manager ‐ One DMM for each division. CA #: A unique number used as Credit Allowance Contract reference number. Electronic Approval: Click on the ‘Approve’ button in VDP along with credential verification is recorded as a contract approval instead of the paper signature.
7.2 ELECTRONIC APPROVAL PROCESS
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• The Portal sends a reminder to the Vendor if the contract is pending approval every 3rd
day until the deal is approved or sent back with recommend changes.
7.3 CREDIT ALLOWANCE CONTRACT STATUS
To enable automated workflow and electronic approvals, the VDP uses the following Credit Allowance Contract status: Contract Status Description New A new contract is created in the portal by Buyer. Vendors do not have visibility to the contract in New status. Vendor Review The contract has been sent for Vendor approval after the Buyer’s Sign‐Off. DMM Review The contract has been approved by the Vendor and is pending DMM approval. DMM Approved The contract has been approved by the DMM. Void The contract has been Voided. A contract is in the Void status if: the Buyer has voided a contract before Vendor approval. OR the DMM has approved the ‘Request for Void’ once a contract was approved by the Vendor or the DMM. Vendors do not have visibility to Voided contracts.
7.4 ABOUT EMAIL NOTIFICATIONS
The email is used to notify the next workflow action. The portal sends email alerts to the user(s) who must take the action. Below is the list of events, Actor (who performs the action) and Recipient (Next Actor who receives notification emails).
Event Actor Email Recipient
Submit to Vendor Buyer Vendor
Accept Vendor DMM
Recommend Change Vendor Buyer
Void Accept DMM Buyer & Vendor