Product Information Procedures

Definitions:

• Short Title (ST):
  • The base name of a product; the name the item is commonly known as (minus any descriptive nouns or attributes, e.g., Malibu, Cabo, Concavo, etc.; in some instances, we may opt to shorten the ST and add a descriptive word between the commonly known name so the Full Product Title is not too wordy, e.g., Vista Blanket → ‘Vista’ Outdoor Blanket vs. ‘Vista Blanket’ Outdoor Blanket, where ‘Vista’ is the ST (denoted by the ‘ ‘).
• Full Product Title (FPT):
  • The base name of a product and a minimum of one descriptive noun or compound noun. An adjective (e.g., Portable) or compound adjective (e.g., 6-Pc) can be used before or after the ST for enhancement; important attributes to include are things such as:
    • Multi-functional capabilities (e.g., Ottoman Cooler & Seat)
    • Key accessories (e.g., 'Regalio' 3-Tier Serving Tray with Cheese Tools)
    • Key attributes (e.g., 'Cabernet' 8-Pc Wine Accessories Set, 'Touchdown!' Football Cutting Board & Serving Tray or 'Mariner' Lazy Susan Cheese Board & Tools Set or 'Festival' American-Made Patchwork Blanket)
  • Rules and Guidelines:
    • If more than one noun is used in the FPT, use an ampersand (&) in place of the word “and” when the item can function as both nouns, e.g., 'Vulcan' Portable Propane BBQ & Cooler Tote
    • Use “with” (beginning with a lowercase w) when the second noun used in the FPT is an additional accessory to the item, e.g., 'Big Bear' Camp Chair with Cooler
    • If an item is a set, use an ampersand (&) to combine the two or more attributes, e.g., 'Brie' Cheese Board & Tools Set
    • If a number is in the Title, use the numeric number, e.g., Syrah 5-Pc Wine Accessories Set
    • Use the abbreviate Pc for “piece”, e.g., Grenache 7-Pc Wine Accessories Set
    • Single quotes (‘ ’) are used in Full Product Title and Full Product Title with Brand to distinguish what the Short Title is. The Short Title is the absolute shortest title we want our products to be called.
    • When the ST is the same as the FPT, no single quotes are used in the FPT.
    • FPTs are to be used when products are submitted to online retailers for use on their websites, and will be used for PTFB publications such as Wholesale Price Lists
    • A FPT usually begins with the ST, but there are exceptions.
      • For example, all items of the Heritage Collection, such as Fabio Viviani ‘Tridente’ Forged Cheese Knives Box Set
• Full Product Title with Brand (FPTB):
  • The Full Product Title followed by the item’s full brand name; the format for full brand name is “by”, brand name in all caps, ™ or ® symbol, – (en dash), a Picnic Time brand), e.g., ‘Malibu’ Picnic Cooler Tote by ONIVA™–a Picnic Time brand
    • Single quotes (‘ ’) are used in Full Product Title and Full Product Title with Brand to distinguish what the Short Title is. The Short Title is the absolute shortest title we want our online retailer to use for our products.
    • Full brand names are as follows:
      • by PICNIC TIME®
      • by LEGACY®–a Picnic Time brand; by LEGACY®–a Picnic Time brand
      • by ONIVA™–a Picnic Time brand
      • by TOSCANA™–a Picnic Time brand
        • Note: ® or ™ are required in the brand name as shown in brand names above.
        • There are no spaces before or after the en dash (–)
        • Shortcuts:
          • Alt + 0153: ™–trademark symbol
          • Alt + 0174 or (R) followed by a space: ®–registered trademark symbol
          • Ctrl + Minus: – for en dash (–)
• Licensed Product Titles:

To ensure that all related product data is accurate, any changes to quantities, weights and dimensions must be communicated to the Product Development department. The following list is our initial procedure for adding a new product:

1. Product Development Coordinator provides the Buyer with the new product name and requests UPC#.
2. The Buyer enters the new product name and related information into GP/SalesPad and provides Product Admin with the new item number and UPC#.
3. Product Admin adds the new item’s product information into the product database and notifies Sales, Marketing, Warehouse Manager and the Key Retail Logistics & EDI Coordinator.
4. Sales enters pricing and Marketing enters description into the product database.
5. The Key Retail Logistics & EDI Coordinator works with Shipping to calculate the pallet build using CubeMaster, and the pallet information is entered into the product database. Container load information must also be added once it is calculated by the EDI Coordinator via Solutions software.
6. When the first PO/container of the new item arrives, the Quality Assurance Coordinator and the Returns Specialist verify all quantities, dimensions and weights. The Returns Specialist will individually box 1) one unit and 2) Minimum Order Qty. (units) and enter the FedEx Ground chargeable weights for 1) and 2) into GP and update product database with actual box dimensions and weights for 1) and 2).
7. If any case quantities, dimensions, or weights differ, then the Returns Specialist needs to notify Shipping and Product Admin for recalculations and updates.

Every quarter, the Buyer will compare a list of individual shipping weights from the product database to the shipping weights in GP and make any corrections.

• Buyer enters PO in SalesPad
• Buyer instructs supplier how to ship:
• Via container; buyer to give date by which it must ship
• Instruct supplier to mark the boxes with:
• “Sales Samples: Attn: _________, Box __ of __” and/or
• “Licensing Sales: Attn: _________, Box __ of __”
• Receiving Dept. receives product on container and isolates Sales Samples of Licensing Samples
• Receiving receives product into location 1 in Salespad on PO referenced on shipping docs.
• Receiving informs recipient of samples that they have arrived and asks which location/bin the samples should be received to
• Receiving does bin transfer, then physically delivers products to recipient named on airway bill:
  • PD/PS Dept. (Jennifer Maske , Nathan Pavitt, Rachel Castorena, Kris LaFave ): B1 Office
  • Sales Dept. (Scott McCormack, Brandon Vasquez, Barbara Arvizo): Location 7, Bin 10-01
  • Licensing Dept. (Tiffany Brewer, Jason Hudson, Denise Rangel): Location 7, Bin 10-02
  • Kevin Guy: Location 1 Office (B2)
  • Key Retail Dept. (Guy Espinoza, Bonnie Tellada-Meza, Ines Villasenor): Location 1 Office (B2)
• Recipient notifies PD Dept. that samples need to be reviewed to ensure they meet MDS standards
• PD Dept. conducts a review and informs recpient of any discrepancies to relay to Sales Dept.
• Receiving brings way bill/packing list to Buyer
• PO is received and posted in GP by Inventory Planner
• Buyer arranges payment to supplier

• Buyer assigns International reference # to FedEx samples shipment (S:\Shipping\Reference\International Reference Numbers Inbound FedEx.xls)
• Buyer enters PO in SalesPad
  • Adds all shipping details in notes of PO for supplier to follow:
  • Via FedEx (on PT account)
    • Priority or Economy service?
  • Write “PO#______-Sales Samples”  and International Reference # in reference area of airway bill
  • To whose attention should the PO be sent
• Buyer assigns PO to Product Admin (via standard Intervals Purchasing process)
• Receiver (Int'l Shipments) receives FedEx parcel and reviews air way bill/packing list
• Receiver (Int'l Shipments) opens International Reference Numbers Inbound FedEx (IRNIF) Excel spreadsheet (S:\Shipping\Reference\International Reference Numbers Inbound FedEx.xls)
  • Receiver (Int'l Shipments) matches FedEx tracking # and/or internal reference number from airway bill to IRNIF spreadsheet to identify shipment
  • If tracking number is not entered on IRNIF spreadsheet, Receiver (Int'l Shipments) enters it
  • Receiver (Int'l Shipments) fills in/confirms the following columns in the spreadsheet: date the shipment was received AND the service (Priority or Economy) used
    • If there is a discrepancy re: service used (e.g., Economy requested, but shipped via Priority), inform Buyer
  • Receiver (Int'l Shipments) uses information in PO and NOTES columns to determine appropriate location and bin # product should be transferred to; writes details on packing list/AWB
  • Receiver (Int'l Shipments) attaches (staples) airway bill to packing list and takes them to Inventory Planner
• Inventory Planner receives product into location 1 on PO and does location/bin transfer
• Receiver (Int'l Shipments) physically delivers product to recipient named on airway bill:
  • PD/PS Dept. (Jennifer Maske , Nathan Pavitt, Rachel Castorena, Kris LaFave ): B1 Office
  • Sales Dept. (Scott McCormack, Brandon Vasquez, Barbara Arvizo): Location 7, Bin 10-01
  • Licensing Dept. (Tiffany Brewer, Jason Hudson, Denise Rangel): Location 7, Bin 10-02
  • Kevin Guy: Location 1 Office (B2)
  • Key Retail Dept. (Guy Espinoza, Bonnie Tellada-Meza, Ines Villasenor): Location 1 Office (B2)
• Recipient notifies PD Dept. that samples need to be reviewed to ensure they meet MDS standards
• PD Dept. conducts a review and informs recpient of any discrepancies to relay to Sales Dept.
• Receiver (Int'l Shipments) files airway bill/packing list in accordion-style Receipts folder on shelf in front of Veronica Valerio's desk
• PO is received and posted in GP by Inventory Planner
• Buyer arranges payment to supplier

Status	Assigned To	Task	Changes Status To	Assigns To	Adds Followers
(Task Created)	Jen	Enters task and attaches proposed buy document; Enters separate QA task below in red	Proposed	Jaime
Proposed	Jaime	Reviews proposed buy for quantities and ship date; changes the Task title to PO# Enters PO	PO Entered	Kevin	Edgar
PO Entered	Kevin	Reviews PO for quantity and price	PO Approved/Ready for PD Dept	Rachel/Kris	Jen
PO Approved/ Ready for PD Dept	Rachel/Kris	Creates PO packet and sends PO to supplier; Requests product sample from QA Coordinator to create MDS	PO packet sent to Supplier	Jaime
PO Packet Sent to Supplier	Jaime	Follows up for sales confirmation/PI; PO quantities and dates are confirmed	PO accepted by Supplier	Katherine
PO Accepted by Supplier	Katherine	Closes Task	Closed

* POs for custom/DI orders will be entered by Jaime; they will follow the same project task list as regular stock orders.
* 1st order PO's for new products will be initiated by Jen (not Katherine) as Task Creator; the flow will follow the same project task list as regular stock orders, however, Jen (not Rachel) will enter task for QA Requirements Requested and provide QA Coordinator with a physical sample of product; product to be returned to Product Admins for MDS creation.

Status	Assigned To	Task	Changes Status To	Assigns To	Adds Followers
(Task Created)	Jen	Enters QA requirements task by product name and provides QA Coordinator with physical sample or photos for reference	QA Requirements Requested	Edgar	Rachel/Kris /Kevin
QA Requirements Requested	Edgar	Determines labeling, pre-shipment and/or testing requirements; Fills out detailed notes to QA Worksheet and sends to Product Admins (to be added to MDS).	Ready for PD Dept	Rachel/Kris	Jen /Kevin
QA Requirements Initiated	Rachel/Kris | <color red>Reads QA Worksheets of SKUs in PO packet; Works with Edgar to determine labeling requirements and manage with supplier	QA Label Review	Edgar
QA Requirements Sent	Edgar	Review label artwork and documented label specifications in MDS	Approve, or Send to Re-do/Modify	Edgar (Approve) Rachel (Re-do/Modify)	Jen /Kevin
QA Requirements Sent	Edgar	Manages timely completion of testing requirements	Closed

Per Kevin's directive, 1/30/17 email:
Regular planned proposals to buy:
purchase orders need to be entered in SP and assigned to Kevin for approval by the buyer within 3 working days. Kevin will have one day to review and approve and assign to PD. PD will have 3 working days to send the order and MDS sheets to the vendor.
Rush Orders (replenishing unexpected large orders and custom orders):
purchase orders need to be entered in SP and assigned to Kevin for approval within 1 working day. Kevin will have one day to review and approve and assign to PD. PD will have 1 working day to send the order and MDS sheets to the vendor.
The planner does now have updated MOQ quantities for all vendor items. If the planner decides we only can place the MOQ to avoid being overstocked, the buyer should put in the order at the desired quantity and try to negotiate with the vendor to accept the order quantity. The vendor can either reject the item from the order, accept it, or accept it with an additional charge. The GM will make  the final decision to cancel the item, increase the quantity or accept the upcharge and the buyer will update the PO accordingly.

Updates:
6/12/17: Added 3 days lead time requirement (**)
6/12/17: Added Kevin's directive, 1/30/17 email notes.

Status	Assigned To	Task	Changes Status To	Assigns To	Adds Followers
(Task Created)	Katherine*	Enters task and attaches proposed buy document	Proposed	Jaime
Proposed	Jaime	Reviews proposed buy for quantities and ship date; changes the Task title to PO# Enters PO	PO Entered	Kevin	Edgar
PO Entered	Kevin	Reviews PO for quantity and Price	PO Approved/Ready for PD Dept	Rachel/Kris	Jen
PO Approved/ Ready for PD Dept	Rachel/Kris	Creates PO packet and sends PO to supplier; Creates a separate QA Task (see below in red)	PO packet sent to Supplier	Jaime
PO Packet Sent to Supplier	Jaime	Follows up for sales confirmation/PI; PO quantities and dates are confirmed	PO accepted by Supplier	Katherine
PO Accepted by Supplier	Katherine	Closes Task	Closed

* POs for custom/DI orders will be entered by Jaime; they will follow the same project task list as regular stock orders.
* 1st order PO's for new products will be initiated by Jen (not Katherine) as Task Creator; the flow will follow the same project task list as regular stock orders, however, Jen (not Rachel) will enter task for QA Requirements Requested and provide QA Coordinator with a physical sample of product; product to be returned to Product Admins for MDS creation.

Status	Assigned To	Task	Changes Status To	Assigns To	Adds Followers
(Task Created)	Rachel/Kris	Enters QA requirements task by PO#; Adds a QA worksheet to each SKU's MDS	QA Requirements Requested	Edgar	Jen /Kevin
QA Requirements Requested	Edgar	Determines labeling, pre-shipment and/or testing requirements; Adds detailed notes to QA Worksheet in PO packet's MDS; Adds “N/A” where not applicable.	Ready for PD Dept	Rachel/Kris	Jen /Kevin
QA Requirements Initiated	Rachel/Kris	Reads QA Worksheets of SKUs in PO packet; Works with Edgar to determine labeling requirements and manage with supplier	QA Label Review	Edgar
QA Requirements Sent	Edgar	Review label artwork and documented label specifications in MDS	Approve, or Send to Re-do/Modify	Edgar (Approve) Rachel/Kris (Re-do/Modify)	Jen /Kevin
QA Requirements Sent	Edgar	Manages timely completion of testing requirements	Closed

Per Kevin's directive, 1/30/17 email:
Regular planned proposals to buy: purchase orders need to be entered in SP and assigned to Kevin for approval  by the buyer within 3 working days. Kevin will have one day to review and approve and assign to PD. PD will have 3 working days to send the order and MDS sheets to the vendor.

Rush Orders (replenishing unexpected large orders and custom orders) : purchase orders need to be entered in SP and assigned to Kevin for approval within 1 working day. Kevin will have one day to review and approve and assign to PD. PD will have 1 working day to send the order and MDS sheets to the vendor.

The planner does now have updated MOQ quantities for all vendor items. If the planner decides we only can place the MOQ to avoid being overstocked, the buyer should put in the order at the desired quantity and try to negotiate with the vendor to accept the order quantity. The vendor can either reject the item from the order, accept it, or accept it with an additional charge. The GM will make  the final decision to cancel the item, increase the quantity or accept the upcharge and the buyer will update the PO accordingly.

Updates:
6/12/17: Added 3 days lead time requirement (**)
6/12/17: Added Kevin's directive, 1/30/17 email notes.
10/2/17: Added Kris' name to sheet where Rachel's is listed; Added the header to denote STOCK orders as tasks for NEW items are slightly different; revised tasks re: QA Requirements Request