supplier order amendment process through tims · • unit size changes – if you have a unit size...

Supplier Order Amendment Process

through TIMS

v6

3. What amendments can be actioned through TIMS?

4. What amendments can’t be actioned through TIMS (and deadlines)?

5. Important things to remember

6. Glossary of buttons and their uses

7. How to make single amendments in TIMS

13. How to insert a new order line using single amendments in TIMS

15. How to view the status of amendments in TIMS

16. How to view the monitoring screen for amendments in TIMS

17. How to create an amendments summary report in TIMS

Contents

18. How to make multiple amendments in TIMS

21. a) TPND changes with the same % increase/decrease or pallet rounding options

22. b) TPND (Unit Size Change)

23. c) Increase/Decrease by a %

24. d) Increase/Decrease by a qty in ALL or Selected Depots

25. e) Increase/Decrease fixed qty by depot

26. f) Supplier ID change (if under your TIMS login)

28. g) Fixed qty by depot to new TPND/Depot

30. h) Pallet Optimisation (only to be used with approval)

32. i) Round Up Pallet Function (not enabled)

33. Support

Contents (cont’d)

• Unit size changes

– If you have a unit size change to make and you also have a shortage you can do this through TIMS

• Make the unit size change first then send through the shortage

• Approved increases/decreases to orders

– Increases/decreases on Tesco UK instruction

– If this relates to a sub from one Tesco TPNB to another Tesco TPNB please speak to your Stock

Manager/Planner first. These can be done but have to be sent through on the day of depot delivery

• One supplier covering for another when this has been agreed by BOTH suppliers

– The covering supplier needs to send the increase through

– The supplier being covered needs to send the decrease through

• Notification of Shortages

– Ensure that you give us as much information as to why we have the shortage and an ETA of when you

will be back to full supply

• You will no longer need to send the shortage notification form by email

What can be actioned through TIMS?

• Unapproved Increases/Decreases

• You will need to get approval in writing from UK Stock Management before you can

submit

• Deadlines for submitting amendments through TIMS:

– Amendments to be submitted as early in the day as you want, but the first approvals will

not be until 8am

– Amendments need to be submitted by 4.20pm on weekdays and 11.20am on

weekends/bank holidays

– This will mean the team can action before they leave for the day

– Amendments after the deadline may be actioned on the same day but cannot be

guaranteed and may only be actioned the following day

What can’t be actioned through TIMS?

• Ensure all increases/decreases are approved by Tesco in advance of pressing submit

• Ensure that all amendments are sent through in a timely manner:

– They should be received by 11.20am on Weekends and Bank Holidays

– They should be received by 4.20pm on Weekdays

– Anything sent by exception after these times needs to be followed up with a phone call

and email to the stock control team

• Ensure that you are using the appropriate primary and secondary reasons and including the

approver name for Tesco approved increases/decrease when sending amendments to prevent

delays to approval

– Supplier shortages should include the relevant comment from the drop down boxes and

the ETA of return to full supply

– Approved substitutions should include the TPNB of the cover/to be covered product and

the name of the approver

Important things to remember

Glossary of buttons and their uses

Read

Items

Amend

Update

Insert

Return value

Create Amendment/Submit

Back Key

Excel Output

Multiple amendments

Calculate amended order

Select All

1. Login to TIMS

https://b2btims.tesco.co.uk/TIMS/ using

your normal login details

– Remember that the username and

password are case sensitive

2. On the left hand menu click on ‘Documents’

and then ‘Orders’

3. Wait until the data has loaded

– Remember if you click too many times

it will bring up a warning to wait. To

clear this just click ‘ok’

How to make single amendments in TIMS

*When making an amendment to more

than one depot it’s easier and quicker to

use the multiple amendment option –

please see page 15*

https://b2btims.tesco.co.uk/TIMS/

4. Narrow the selection by choosing the supplier

ID you are making the change for

– If you are seeing supplier numbers you no

longer use on your TIMS ID please

request them to be removed by emailing

[email protected]

5. The delivery will default to the next day.

– You can click on the dots to bring up the

calendar if you need to change a final

order you have received for another

delivery date.

6. Click on the ‘Read’ button to bring back the

correct selection

How to make single amendments in TIMS(cont’d)

mailto:[email protected]

7. Choose the Order number you need to

amend and click on ‘Items’

8. This will take you into the ‘Purchase Order

Items’ tab. Click on the amend button. This

will then update the tab to ‘ Purchase Order

Item Amendments’ and white entry boxes

will appear.

How to make single amendments in TIMS (cont’d)

9. Fill out the relevant details against the TPND that you need to make a change to (cont’d)

• Change the Amended Qty in cases

• Choose the relevant primary drop down option in the reason column

• By exception if you select the ‘Other Reason’ code you can use free text for the secondary drop down – please use this as a

last resort to help with our reporting

• Choose the relevant secondary drop down option in the reason column


9. Fill out the relevant details against the TPND that you need to make a change to (cont’d)

• Approved by Tesco Name or seven digit supplier field

• If the amendment is due to a Tesco led increase or decrease you need to put in the name of the Tesco approver

• If the amendment is due to you covering for a supplier or they are covering for you, you need to add their seven digit supplier

number

• Click on the three little dots to the right of the last column to pull up the calendar to select the day when you will be back

to full supply

• This should only be relevant if you are notifying us of a shortage or if another supplier is covering for a shortage


10. Click the ‘Submit’ button to send the

change to the Tesco system

11. You will then see confirmation of your

changes and an update in the bottom

left hand corner of the screen to show

that your change has been submitted

to Tesco


1. To add a new product to the order you need to

click on ‘Insert’. This will then bring up a pop up

box with a list of codes to choose from.

2. Narrow the selection by typing in the ‘TPND’ at

seven digit level (from right to left – excluding the

leading 00/01/02)

3. Narrow the selection further if needed, by typing in

your seven digit supplier code from the list

4. Click on the ‘Return Value’ icon on the left of the

line you want to choose

How to insert a new order line using single amendments

in TIMS

5. This will generate a new line with a blank quantity

field at the end of the order. You will then see

confirmation of the line insert in the bottom left

hand corner

6. You can add the relevant quantities and reason

types, submitting as normal

7. You will then see the ‘Document was Submitted’

on the left hand side.

8. These amendments will be sent to Tesco and will

be viewed by the Supply Chain team on the half

hour and the hour in the morning and on the half

hour in the afternoon. It takes ten minutes for a

submission to reach Tesco.

• If sent at 12.20pm it will be actioned at 12.30pm. If

sent at 12.40pm it will be actioned at 1.30pm

How to insert a new order line using single amendments

in TIMS (cont’d)

1. Tesco Stock Control will approve (or reject) the

amendments in the stock control system and

this information will be sent back to you

through TIMS

2. You can view these changes in TIMS

1. Partially acknowledged means some of the changes

for that PO have been approved by Tesco

2. Acknowledged means all of the changes for that PO

have been approved by Tesco

3. You can see the breakdown of each order

number and the status in the ‘Purchase Order

Amendment Items’ tab.

4. You should query any anomalies with your

relevant Tesco Supply Chain contact

How to view the status of amendments in TIMS

1. Once you have submitted an amendment

you can check to see the status of it

2. From the menu on the left click on

‘Documents’ and then ‘Purchase Order

Amendments’

3. Click on ‘Items’ next to the order number you

want to check

4. This will take you to the ‘Purchase Order

Amendment Items’ tab and you can then

click on the ‘Monitoring’ Tab to show when

the line was created and submitted by you,

and accepted by Tesco

How to view the monitoring screen

1. You can get a summary report of all

amendments submitted to share with the

rest of your business by clicking on ‘Reports’

and then ‘PO Amendment Items Report’ on

the left hand menu

2. Select the status ‘Interfaced’ and enter the

submission date or delivery date of the PO

• You can also narrow the selection by reason for

amendment or any of the other criteria

3. Click the ‘Read’ icon and then click on the

‘Excel Output’ icon.

• The output is similar to the one on the right and will

include columns containing: reason, comments,

status, supplier name and number

How to create an amendments summary report

1. Login to TIMS

https://b2btims.tesco.co.uk/TIMS/ using

your normal login details

• Remember that the username and password

are case sensitive

2. On the left hand menu click on ‘Documents’

and then ‘Orders’

3. Wait until the data has loaded

• Remember if you click too many times it will

bring up a warning to wait. To clear this just

click ‘ok’

How to make multiple amendments in TIMS

Before you start making multiple amendments

please read point ten of the separate document

TIMS Amendments Suppliers FAQ V3

https://b2btims.tesco.co.uk/TIMS/

4. Click on the multiple amendments

button

5. Select the depot delivery date

• The system will default to the next day, but

you can click on the dots to bring up the

calendar

6. Choose the relevant ‘Change Type’

under ‘Amendment Options’

How to make multiple amendments in TIMS (cont’d)

6. Click on the dots next to the TPND field to

select the TPND you want to make changes

to. This will bring up a pop up box

7. Type in the TPND and then press the ‘Read’

button

• TPND numbers should be typed in using the last

seven digits of the full TPND e.g. removing the prefix

of 01/02/00/03

7. Click the ‘Return Values’ button to chose the

TPND you need to make changes to

8. This will take you back to the main screen

and will then populate the GTIN code and the

description, allowing you to continue the

amendment

How to make multiple amendments in TIMS (cont’d)

• If you select a change type that allows you to

increase/decrease by a percentage or pallet quantity you

can now select multiple TPNDs to amend at once. (As

long as the percentages for all the TPNDs are the same

or you are using the pallet round option and all the

details for the pallets have been included in the products

sheet)

• The system will bring up a new TPND entry field each

time you add a TPND, up to a maximum of ten TPNDs

• If you have added a TPND in error you can click on the

‘X’ to the right of the TPND entry or you can click on the

‘…’ icon and reselect the correct TPND

a) TPND changes with the same% increase/decrease or

pallet rounding options

This can be used when you are changing from one TPND and

unit size to another TPND and unit size across more than one

depot. The TPNDs need to be underneath the same TPNB.

• Select the change type

• The comment is not mandatory

• You need to select the new TPND the same way you selected the

original TPND and this will populate the GTIN, the description

and the new unit size fields

• Click on the ‘Read’ button which will bring back all depots that

have an order on that TPND for that supplier and date

combination

• You can then click the ‘Select All’ button to select all depots, or

tick the depots you want to change. This will bring up the

‘Calculate Amended Order’ button

• Clicking this button will bring back the new pro-rated figures in

the ‘Amendment Quantity in Cases’ column

• You can then click the ‘Create Amendment’ button to submit all

the changes at once. This button will show on the current page

b) TPND (Unit size change)

This can be used when you have approval to increase or

decrease your orders and are doing so by a %

• Select the change type as ‘Increase or Decrease by %’, which will

update the reason code

• Choose a primary reason from the drop down boxes and then a

secondary reason

• If it’s a Tesco approved increase or decrease and not a supplier

shortage you will need to include the name of the person that has

approved this at Tesco e.g. E. Nelson

• Add the % you want to increase or decrease by

• Click the ‘Read’ button and this will bring up the ordered quantities

• Click the ‘Select All’ button to select all depots or tick the depots

you want to change. This will then bring up the ‘Calculate Amended

Order’ button

• Click the ‘Calculate Amended Order’ button which will bring back

the new pro-rated figures in the ‘Amendment Quantity in Cases’

column

• Click the ‘Create Amendment’ button to submit all the changes at

once. The submit button will show on the current page

• Click on the ‘Multiple Amend’ button to go to next TPND

c) Increase/Decrease by a %


decrease your orders across all or selected depots that contain

that TPND on that day

• Select the change type as ‘Increase or Decrease Amongst

Selected Depots’

• Choose a primary reason from the drop down boxes and then

chose a secondary reason




• Add the quantity you want to increase or decrease by and click

the ‘Read’ button. This will bring up the ordered quantities

• Click the ‘Select All’ button to select all depots or tick the depots

you want to change

• Click the ‘Calculate Amended Order’ button which will bring back


column


once.


d) Increase/Decrease by a quantity


decrease your orders to a fixed quantity by depot. It is easier

to do as a % so this option should be used only if you really

have to have a specific figure by depot – some BD Models

• Select the change type as ‘Fixed Quantity by Depot to Existing

TPND’

• Choose a primary reason from the drop down boxes and then a

secondary reason




• In the ‘Amended Quantity in Cases’ field add the figures by depot

that you have agreed. These are the new total figures

• Click the calculate amended order button which will bring back


column


once


e) Increase/Decrease by fixed quantities

This can be used to transfer an order to a new seven digit

supplier number linked to your TIMS login.

This functionality can only be used when you have both

seven digit supplier numbers within your same TIMS

login. This is not to be used if you are covering for

another supplier that you do not control.

• You will need to select the change type as ‘Supplier ID Change’,

which will update the reason code to ‘Covering for Another

Supplier’

• The comment field will pick up the supplier number from the

‘New Supplier ID’ field

• You will need to select the new seven digit supplier number in the

‘New Supplier ID’ field.

• You then need to click the ‘Read’ button and this will bring up the

ordered quantities

• You can then click the ‘Select All’ button to select all depots, or

tick the depots you want to change. This will bring up the


f) Supplier ID change

• You then need to click the ‘Calculate Amended Order’ button

which will bring back the new pro-rated figures in the

‘Amendment Quantity in Cases’ column for the depots you have

selected

• You can then click the ‘Create Amendment’ button to submit all

the changes at once. The ‘Create Amendment’ button will show

on the current page

• If you don’t currently supply any depots on the new supplier

code, a new order number will be generated when processed by

Tesco

• Click on the ‘Multiple Amend’ button to go to the next TPND

f) Supplier ID change (cont’d)

This can be used to increase orders across depots that

you aren’t currently supplying as well as depots you are

supplying e.g. if you are covering for another supplier

• Select the change type as ‘Fixed Quantity by Depot

to New TPND/Depot’

• Choose a primary reason from the drop down

boxes and then a secondary reason

• If it’s a Tesco approved increase or decrease and

not a supplier shortage you will need to include the

name of the person that has approved this at Tesco

e.g. E. Nelson

• In the ‘Amended Quantity in Cases Field’ add the

figures by depot that you have agreed. These are

the new total figures

g) Fixed quantity by depot to new TPND/Depot

• Click the ‘Calculate Amended Order’ button which

will bring back the new pro-rated figures in the

‘Amendment Quantity in Cases’ column

• Click the ‘Create Amendment’ button to submit all

the changes at once

• Click on the ‘Multiple Amend’ button to go to next

TPND

g) Fixed quantity by depot to new TPND/Depot (cont’d)

This can be used optimise pallets to round up or down

based on a tolerance of 50% .This functionality can only

be used if you have had Tesco approval.

1. You will need to select the change type as ‘Pallet

Optimisation’

2. Choose the ‘Tesco Approved Increase’ reason from the drop

down boxes and then a secondary reason

3. If it’s a Tesco approved increase or decrease and not a

supplier shortage you will need to include the name of the

person that has approved this at Tesco e.g. E. Nelson

4. You then need to click the ‘Read’ button and this will bring up

the ordered quantities

h) Pallet Optimisation*Before using this option you need to ensure that you have

entered your full pallet quantities in the product option

from the documents option on the main TIMS menu – this is

a one off job*

5. You can then click the ‘Select All’ button to select all depots

or tick the depots you want to change. This will bring up the


6. You then need to click the calculate amended order button

which will bring back the new pro-rated figures in the

‘Amendment Quantity in Cases’ column.

– The figures will be rounded up to a pallet if 50% of a

pallet or rounded down to 0 if less than 50% of a pallet

– If you want to change the depots selected, click the

‘Read’ button again and it will reset the view to the

original orders and you can select again

7. You can then click the ‘Create Amendment’ button to

submit all the changes at once. The submit button will show

on the current page

h) Pallet Optimisation (cont’d)

Rounded Up Rounded

Down

The Round Pallet Up Quantity Function is not live at the moment and is not to be used

i) Round Pallet Up Quantity

Please contact Emma Nelson [email protected] 01707 916245 if you have any issues regarding

this training or basic technical support.

We can arrange 20 minute online training sessions if this will be of benefit – please contact Emma to arrange

this.

Please contact [email protected] if you have any issues with TIMS access or need detailed technical

support.

Support

