j.crew group, inc. - j.crew imports...j.crew group, inc. page 3 vendor guide to packing list! web...

Revision: v6.0 September 17, 2018

J.Crew Group, Inc.

Vendor Guide to Packing List Web Application

J.Crew Group, Inc. Vendor Guide to Packing List! Web Application


Section 1 - Accessing The jcrewimports.com Website To access the J.Crew Imports Department Web Site, you must have the following:

- A PC, running Microsoft Windows XP, Vista, v7, v8 or v10 - Microsoft Internet Explorer Web Browser, version 8 or higher (the browser must

be JavaScript enabled and configured to accept “cookies”). - An inkjet or laser printer (for printing packing lists, reports, etc…)

If you have any questions about the hardware and software requirements, or if you experience problems with the web site, contact: Frank Genus, jcrewimports.com Administrator Phone: 212-209-8357 Email: [email protected] Go to the web site using this internet address (URL): https://www.jcrewimports.com You will see the following screen:



Section 2 - Accessing the ASN / Packing List System

Click on the Packing List! System Link. You will see the following login screen:

If you have already been assigned a User ID and Password, enter them and click the

button. (Turn to next page…)

If you HAVE NOT YET been assigned a User ID and Password, click on the link that says: Don’t have a User ID/Password, Click Here. You will see the following form:

Fill in the information and press the button. Your request will be emailed to J.Crew, where we will assign and email you your User ID/Password.



Upon entering your UserID and Password, you will see a screen similar to this:

Click on the link entitled “Enter/View ASN (Packing Lists) to display the “ASN Browse page”. The ASN Browse page will show any ASNs/Packing Lists that you have already created. Existing ASNs can be edited by selecting “EDIT” from the dropdown list under the “ACTION” column on the left side of the screen. This screen serves as the central hub from which new entries may be added and existing entries may be edited. NOTE: While an existing ASN can edited by the Vendor or Factory, deletion of an ASN can only be administered by J.Crew. Send an email to [email protected] with the PO # and Shipment # of the ASN requested for deletion. To add new ASN/Packing List entries, click on the link entitled Add New ASN near the top of the screen (see example of the ASN Browse page below):



The "Packing List Browse Page" serves as the central hub from which new entries may be added and existing entries may be edited or deleted. If there are more than 25 ASN entries, the list will be split into pages of 25 records each. The user may browse each page by clicking the associated page number link at the bottom of the page. The list can be sorted on any of the displayed columns by clicking on the Column Header. The list may be narrowed down by entering search criteria in the "Search For" field, and clicking on the "Search Now" button. Additional search options with simple "and" "or" boolean logic is supported via the "Advance Search" link. The query may be cleared by clicking on the "Reset" link.

Commands... "Back" - Returns user to the Packing List Home Page. "Reset" - Clears any query condition set using the "Search For" input form. "Refresh" - Requests a fresh copy of the page using any query condition set using the "Search For" input form. "Add New" - Allows user to add a new packing list entry. "View" - Loads a page displaying all information associated with selected packing list entry. "Edit" - Loads a page allowing user to make changes to the selected packing list entry.



"Delete" - Loads a page allowing user to confirm deletion of the selected packing list entry. Note that ASN/Packing List entries can not be deleted once the ASN information has been downloaded to our Warehouse System. If you need to delete a Packing List that has already been downloaded, please contact Frank Genus at 212-209-8357 or via email at [email protected]



Section 3 – Creating an ASN

There are two paths for creating an ASN: (1) FOB vendors will book shipments through APLL, and (2) other vendors not booking through APLL (intra N America US/CA/MX ONLY) For vendors booking the shipment through APLL, you will need to place the booking in APLL's LSS system BEFORE creating the ASN. See Section 3.A for more details. If you are not booking with APLL, please skip to Section 3.B. Section 3.A - Overseas FOB Vendors: Booking Shipments through APLL If you are an FOB vendor shipping overseas either via air or ocean, you would log into the LSS web portal of our freight forwarder, APLL Logistics to create the booking before creating the ASN. While the booking process is out of scope for this guide, it is important to understand the relationship between the bookings made with APLL and creating the ASNs in jcrewimports.com NOTE: You must place the booking via APLL prior to creating the ASN in jcrewimports.com. Once you place your booking via APLL, Please wait 4 business hours for Booking to be available in JCI. See Page 32 for General Troubleshooting when Booking Shipments through APLL

Click on the Add New ASN link to add a new packing list record like this:

Upon clicking the "Add New ASN" link, you will be asked to enter the PO number for the ASN you will be creating…



The system will look for bookings made with APLL and show them on the following screen along with any existing ASNs you may have already created against this PO. Bookings already linked to existing ASNs will be "greyed out"… You will only be able to select bookings that have not yet been linked to an ASN. Click the radio button next to the booking the new ASN should be assigned to, then click the "Proceed to ASN" button.

The form for creating the ASN header information will have certain fields already filled in based on information from the purchase order, as well as the APLL booking that it will be linked to. Fields with a grey background cannot be edited, while fields with a white background may be edited. Other than that, the ASN creation process for APLL booked shipments are the same other shipments not booked through APLL.



Enter the information requested by the form, pressing the “Tab” key to go from field to field. Upon entering the “PO #”, the program will search our database to verify that it is valid and that it belongs to the Vendor. If it is, certain fields will automatically be populated with the corresponding information relating to that Purchase Order. A Shipment Number is automatically assigned to each ASN based on any previous shipments already created for this PO. Packing List can only have 1 character Shipment number that increments from 1 to 9. NOTE: You will need to have "Pop-ups" enabled in your browser. If you are using Microsoft Internet Explorer, Go to the browser menu at the top of the page and go to [Tools]->[Pop-up Blocker]. The fly-out menu should say "Turn on Pop-up Blocker". If it does, that means Popups are ENABLED. If it says "Turn off Pop-up Blocker", that means your popups are DISABLED, and you need to click that option to turn off the blocker and disable it…

When all of the fields have been filled out, click the button.

The Packing List “Header” information will be saved, then the form will be re-loaded in “Edit” mode so each carton can be added. (Note: If you make changes to any header information in the header section, you need to click the [UPDATE] button to commit those changes)



Cartons are added by filling in the fields in the “dark gray” section and clicking the [Add Line] button. See example below which explains how to enter mixed cartons (e.g. multiple sizes and/or colors)…

The “Pieces per Carton” and “Total Pieces” fields will be automatically calculated as you enter the amounts within each size. The “Dimensions” dropdown box will only be displayed if the style needs it. The “Pack” field is required only when the shipment is a PrePack Shipment.

Each individual carton line can be edited by clicking on the Edit link to the right of the line. The form will be reloaded with that carton information in the “dark gray” section. Make any necessary changes, then click the [Update Line] button to commit the



changes.



Once you have entered all of the cartons and pieces, you are ready to print the Packing List. Before you do this, make sure that the calculated amounts for cartons and pieces match the amounts that were entered in the “Header” section (Neither the ”Print” and “Barcode Labels” options will appear until these amounts match): To print a copy of the packing list, click the on Print link just above the “header” section while editing or viewing the packing list. NOTE: It is MANDITORY that a copy of the printed packing list be either placed inside or affixed to the outside of the Lead/First carton of the shipment. A chargeback will be incurred if policy is not followed. Go to Section 4 – Generating Carton Barcode Labels



Section 3.B – Vendor not booking Shipments with APLL Click on the Add New ASN link to add a new packing list record like this:



Enter the information requested by the form, pressing the “Tab” key to go from field to field. Upon entering the “PO #”, the program will search our database to verify that it is valid and that it belongs to the Vendor. If it is, certain fields will automatically be populated with the corresponding information relating to that Purchase Order. A Shipment Number is automatically assigned to each ASN based on any previous shipments already created for this PO. Packing List can only have 1 character Shipment number that increments from 1 to 9. NOTE: You will need to have "Pop-ups" enabled in your browser. If you are using Microsoft Internet Explorer, Go to the browser menu at the top of the page and go to [Tools]->[Pop-up Blocker]. The fly-out menu should say "Turn on Pop-up Blocker". If it does, that means Popups are ENABLED. If it says "Turn off Pop-up Blocker", that means your popups are DISABLED, and you need to click that option to turn off the blocker and disable it…

When all of the fields have been filled out, click the button.

The Packing List “Header” information will be saved, then the form will be re-loaded in “Edit” mode so each carton can be added. (Note: If you make changes to any header information in the header section, you need to click the [UPDATE] button to commit those changes)



Cartons are added by filling in the fields in the “dark gray” section and clicking the [Add Line] button. See example below which explains how to enter mixed cartons (e.g. multiple sizes and/or colors)…

The “Pieces per Carton” and “Total Pieces” fields will be automatically calculated as you enter the amounts within each size. The “Dimensions” dropdown box will only be displayed if the style needs it. The “Pack” field is required only when the shipment is a PrePack Shipment.

Each individual carton line can be edited by clicking on the Edit link to the right of the line. The form will be reloaded with that carton information in the “dark gray” section. Make any necessary changes, then click the [Update Line] button to commit the



changes.



Once you have entered all of the cartons and pieces, you are ready to print the Packing List. Before you do this, make sure that the calculated amounts for cartons and pieces match the amounts that were entered in the “Header” section (Neither the ”Print” and “Barcode Labels” options will appear until these amounts match): To print a copy of the packing list, click the on Print link just above the “header” section while editing or viewing the packing list. NOTE: It is MANDITORY that a copy of the printed packing list be either placed inside or affixed to the outside of the Lead/First carton of the shipment. A chargeback will be incurred if policy is not followed.



Section 4 - Generating Carton Barcode Labels

Barcode labels for the cartons can be generated by clicking on the "Barcode" link in the ASN Browse screen for a given ASN that has been created….



The barcode labels will look similar to this (4" high x 6" wide):



Upon clicking the [Submit] button, the system will gather all of the information necessary to process and generate the labels. Typically, it takes an average of about 30 seconds to gather the information for 500 cartons. Gathering the information for a large number of cartons (e.g. over 2,000) can take 2 minutes or more.

Once all the information has been gathered, you will be redirected to another screen where you can select the label format and printer…

NOTE: If you do not see your printer listed in the dropdown, please precede to Appendix A on page 20 for instructions on setting up your printer and PC to work with the carton barcode engine. NOTE: Laserjet/Inkjet printers, the Carton Barcode Labels are generated to match the "onelinelabels.com" OL145 format, which consists of an 8.5” by 11” sheet containing 2 labels per sheet, each label being 4” high by 6” wide. https://www.onlinelabels.com/OL145.htm For thermal transfer printers, use 6" high by 4" wide labels, similar to these: https://www.onlinelabels.com/products/RL785TT.htm



Note: We recommend that the labels be printed on a white gloss label stock, rather than a matte stock

Placement of carton barcode label on carton:



NOTE: Please ensure the label is placed directly within the “L” brackets provided on the carton and does not fold over the edge of the carton. In the interest in maintaining the integrity of the ASN’s during transit from factory to DC’s, we suggest putting a piece of clear packing tape over the barcode portion of the label. Please make sure the tape is completely flat when affixing and that there is no wrinkling, so the barcode can be scanned upon receipt of the DC. Each morning the completed ASNs are downloaded from the website to J.Crew’s Warehouse Management system (WMS). When the shipment arrives at our warehouse, the Carton Barcode Labels are scanned and automatically matched against the shipment record on the mainframe to verify the contents. This is why it is extremely important that the ASN be entered as accurately as possible. It it also important that the Purchase Order Number and Shipment Number on the Carton Barcode Labels match the ASN that has been created.

Please Note: All shipments must be accompanied by a printed copy of the ASN. Pack the printed copy of the ASN in the lead carton (e.g. carton #1) for the shipment.



Section 5 - PREPACK / CROSSDOCK Orders

Purchase Orders that contain prepack shipments will be marked with the phrase “See pack instructions attached” near the top of the PO:

NOTE: Purchase Orders may contain a mix of both Bulk and Prepack lines. Prepack lines will have an asterisk "*" after the color code…



The packing instructions on the last page of the PO specify how each pack should be boxed including what colors, sizes, quantities per pack and number of packs:

When creating the ASN/Packing List for the prepack shipment portion of a purchase order, make sure that “Prepack” is selected as the Packing List Type:

When adding the quantities for each carton in the carton details section of the ASN, select the correct pack from the “prepack” dropdown field (Note: this dropdown will ONLY appear if you selected “Prepack” as the packing list type in the above form).



Continue creating carton detail lines until all packs from the purchase order have been entered and the number of cartons and units match the total number of cartons/units entered in the “Header” portion of the ASN:



Note: It is possible for prepack packs to contain multiple colors as in the example below…

When creating a prepack ASN where there are multiple colors per pack, create a unique carton detail line for each color while repeating the “from” and “to” carton

numbers as shown in the example…



General Troubleshooting when creating ASNs booked through APLL When contacting support, please provide as much detail as possible. Include screen shots if possible. Issue: First Line of Contact: 1 No booking lines are shown in the "Available Bookings" grid for the PO you are trying to

create an ASN for, or lines are "greyed out" because they are already attached to ASNs already created for the PO… 1) Did you book a shipment against that PO via APLL's LSS System? If you haven't, you need to book the shipment first via APLL's LSS System. If you have, did you wait at least four business hours after booking the shipment to allow the booking file to flow from APLL to jcrewimports.com?

Your origin Agent at APLL

2 You selected a booking line and clicked the [Proceed to ASN] button, but you now realize this wasn't the correct booking for the shipment… 1) If you are at the ASN creating screen, but you haven't yet saved the ASN, you can click your browser's "back" button to return to the booking selection screen to select a different booking line…

2) If you already saved the ASN, you will need to contact [email protected] so that we can delete the ASN. Make sure you include the PO number and ASN Shipment # in the email. 3) If the booking information is incorrect and the correct booking is not listed, you will need to contact your origin agent at APLL to correct the booking in their LSS system, and you may have to wait up to four business hours for the corrected booking line to flow from APLL to jcrewimports.com.

[email protected]

3 You previously placed a booking and have already created an ASN linked to it, but you need to change the Ship Mode and or Ship Type (e.g. from SEA to AIR or from P to B)…

1) Vendor will need to contact origin agent at APLL to cancel the booking, and Vendor must submit replacement booking to APLL and wait up to 4 business hours after receipt of authorized booking confirmation email to create new VASN . 2) You will also need to contact [email protected] so that we can update the ASN in jcrewimports.com with the correct ship mode (e.g. SEA or AIR) Please include the Booking #, PO # and ASN Shipment # in your email.

Your origin Agent at APLL

4 You previously placed a booking and have already created an ASN linked to it, but you need to cancel the booking

Your origin Agent at



1) You will need to contact your origin agent at APLL to cancel the booking in their LSS system 2) You will also need to contact [email protected] so that we can cancel the ASN in jcrewimports.com Please include the Booking #, PO # and ASN Shipment # in your email.

APLL and [email protected]



Section 6 - Scenarios Requiring Multiple Bookings and ASNs A purchase order may contain both prepack and bulk, multiple ship windows and/or ship methods, requiring a separate ASN be created for each condition. Here are some examples…

1) In this scenario, the purchase order has multiple ship dates. Two lines are due to be shipped on 2/9/17, but a third line is to be shipped on 3/16/17…

This would require two ASNs to be created, one for the portion being shipped on 2/9 (shipment #1), and one for the remainder that is being shipped on 3/16 (shipment #2).

2) In this scenario, the PO only has one ship date, but three of the lines are prepack, and the two bulk lines are split between two ship methods (Air vs. Sea)…

This would require three ASNs to be created, one for the prepack portion (shipment #1), one for the bulk portion shipped via air (shipment #2), and one for the bulk portion shipped via sea (shipment #3). The important thing here is that there will also be three separate bookings placed with APLL, and it is imperative that the shipment numbers entered in LSS correspond to the shipment numbers that will be assigned when the ASNs are created in Imports.

Appendix A – Setting up your PC and Printer for the Carton Barcode Labels In order to generate the carton barcode labels from within jcrewimports.com, special print drivers need to be downloaded and installed on your PC. The following is a simple step-by-step process for setting up your computer and PC…

1) You need to be using a PC running Microsoft Internet Explorer (MSIE) as your web browser. The interface requires installation of several "ActiveX" components, which are not supported on Google Chrome or Mozilla Firefox, or Microsoft's new "Edge" browser.



2) Is the printer you will be printing the labels on a dedicated thermal transfer barcode printer that uses labels on rolls, or is the printer an inkjet or laserjet printer that uses 8 ½" x 11" sheets? If the printer is a thermal transfer printer, proceed to step 3. If your printer is an inkjet/laserjet, proceed to step 4.

3) Thermal transfer printer driver installation: Identify the make and model of your printer (e.g. Zebra 105SL (203dpi) or Avery AP 5.4 (300dpi)), then go to Seagull Scientific's website, locate the appropriate "Bartender" driver for you printer and download it onto your PC… https://www.seagullscientific.com/drivers/windows-printer-drivers/

Make sure the "Install printer drivers" radio button is checked, and click Next…



Choose the correct option for how your printer is connected to your PC, then click Next.

Select your printer, then click Next…



If your printer is directly connected to your PC, choose the Port (e.g. COM1: , USB001, etc.) that you printer is connected through…

If your printer is connected via a network connection, choose the IP address for that connection. If the IP address is not listed, click the "Create Port" button to add it.

After the installation is complete, you should see the new printer listed under "Devices and Printers"…

Proceed to step #5 for instructions on accessing he barcode module to test the connection.



4) Inkjet/Laserjet printer driver installation: Go to the following URL address and

download the "HP Universal PCL5" printer driver… https://support.hp.com/us-en/drivers/selfservice/UPD/4157320/model/4157320?openCLC=true

Follow the instructions for installing the driver onto your PC.

After the installation is complete, you should have a driver with the following name listed under "Devices and Printers"…



Proceed to step #5 on the next page for instructions on accessing he barcode module to test the connection.



5) After you have installed the appropriate print driver for your printer, open the MSIE web browser, go to www.jcrewimports.com and log into the "Packing List System" module. At the home page, select the menu option entitled " TEST 4"x6" CARTON BARCODE LABELS" The first time the test is run, you should see some popup messages requesting permission to install the required ActiveX components…

Once the ActiveX components are installed, you should see your printer listed in the printer dropdown box, as shown in the following example…

Note: If the barcode labels print, but are not aligned properly on the label stock,



you may need to run a calibration on your printer to set the gap sensor for proper alignment. Please consult your printer manual for instructions on how to perform the gap sensor calibration.

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