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User Manual - Item Management

1.Item Management FDD Overview

1.1. Purpose

This screen is designed to allow portal users to create new items and manage the existing items.



This product design includes the following elements:

  • Vendor user can create and submit new item for review

  • Sourcing user can review and authorize the item information

  • Buyer will review the item data again and, approves it

  • On item approval, the item will be integrated to MDM


In Addition,

  • Simplain Vendor Portal supports PostgreSQL & Oracle.

  • Retailer can create multiple products at a time through Mass Import option.

  • Vendor user can create multiple products at a time through Item Upload option.

  • Retailer can edit multiple items by using Mass Update option.

  • User can create new LV for palletization change

  • Sourcing user can invite vendor to provide new product information


2.Item Management Functional Description:

2.1.Vendor Portal Dashboard


Figure 1: Simplain Vendor Portal Dashboard


The figure 1 denotes the dashboard in the Simplain Vendor Portal which is modular and can show actionable options based on the workflow.






2.2.Item Management Features

Item Management has different functions for the vendor, sourcing, and the buyer user.


Item Management has 5 options;

  1. Item Request - Buyer user can invite vendor to add a new item setup in portal

  2. Manage Items - the screen where an item can be added and managed by the users the users can see only the items belonging to him/her in the Manage Items screen.

  3. Spreadsheet Upload – This takes you to the Upload Mass Item Enrichment screen

  4. Request for Quote – In this screen, you can request for new quotes from the vendor.

  5. Manage Quotes – Use this screen to access and manage all the Quotes/requests.

Let us look in detailed about the Manage Items and its features:


  • Sort information by clicking on any column header in the grid table.

  • Search and filter items displayed using the search icon with different criteria like General, Vendor#, Vendor name, Buyer, UPC, and Dept., etc.

  • Also, advanced search option with filter options including Item code, Vendor code, Supplier contract, File name, Description, Created by, and so on.

  • Show/Hide columns displayed on the grid using ‘|||’ in the grid menu bar

  • Items can be filtered by clicking on the “ring” buttons located on the upper part of the screen (Available options are: “Not submitted”, “Submitted”, “Need more info”, “Rejected”, “Approved”, “Reviewed", “Request”, “Validation in process” and “Approve Error”)

  • Column reorder (swap) in Item Management screen grid

  • Frozen Column in Item Management screen

  • Multi sorting feature for the items in the grid

  • Images that are attached with the items will be displayed in the grid.

  • One field search for all columns

  • “Edit” button allows you to edit an item that is selected.

  • “Mass Update” button is used to edit/update multiple items at once.

  • The “Export Excel” option is used to export all the item data or Retail data as an excel spreadsheet.

  • When a user clicks on the “Generic Upload” button, they will be taken to the Spreadsheet Uploads screen.

  • Buyer users can approve or reject an item by clicking on the “Approve” and “Reject” buttons respectively.

  • Buyer users can also use the “Need More Info” button to request any details required.

  • Vendor users can use the “Change Pack/Pallet Configuration” button to change the LV/palletization plan for an item.

  • Vendors can click the “Upload Spreadsheet” button to introduce multiple items using spreadsheet.



Figure 2: Manage items screen for Vendor User



Figure 3: Manage items screen for Buyer/Sourcing User


List of the various item statuses available: -

  1. ‘Request Item’ - CM user has sent a request to vendor to complete the item dataset-up

  2. ‘Not Submitted’ - Vendor is editing the item information but has not submitted for review

  3. ‘Submitted’ - Vendor has submitted the item information for review

  4. ‘Reviewed’ - When item was reviewed by sourcing team

  5. ‘Need More Info’ - Sourcing / Buyer user has reviewed the item and needs more information from vendor when the data entered is incorrect or incomplete

  6. ‘Approved’ - Buyer has approved the item

  7. ‘Rejected’ - Buyer has rejected the item

  8. ‘Approve Error’ - Buyer has attempted to approve an item, but there has been system error during integration.

  9. ‘Validation in Progress’ - Validation and integration to MDM is in process on approval


  • When the user wants to view items in a particular status, they can click on that specific status ring and the screen will display all the items that are in that status at that time.



Figure 4: All items in "Not Submitted" status



3.Users & Workflow

  • Simplain Vendor Portal is generally used by two sides of the business:

  • Vendor User

  • Retailer User, usually comprising of

    • Sourcing Users or (Category Manager)

    • Buyer Users


  • The number of users in the workflow is completely customizable and based on the customer’s requirement, the workflow can be created.


  • In this document, we will look at the functions that are available for all the user types, including New Item Creation, Editing Existing Item, Mass Item Functionality & much more.


3.1.Vendor User

First let us look at the new item creation workflow, starting from the Vendor User.


  • The “Add New” button is designed to give the vendor user the functionality to create and submit a new item proposal.

  • When the button is clicked, a pop-up will be displayed with the option to create between a;

  • Regular Item &

  • Variance Item



Figure 5: Pop-up to choose either Regular or Variance Item


3.1.1.Initial Item Creation Pop-Up Box:


The vendor user can select either of the two options between the “Regular Item’ or the “Variance Item” or can also opt to cancel the process.


Following the selection, a New Item creation box will be displayed, where the user will have to enter the initial item details.


  1. Adding an item with a new UPC


Figure 6: New Item Creation Pop-up (Regular option)



Figure 7: New Item Creation Pop-up (Variance Item)


  • The vendor must fill in all the relevant details of the item in this box like the “Supplier Contract, Buyer, Article Type, UPC Type, UPC Code, Start Date”

  • The variance item has some extra distinct options such as; “Article Description, whether using the Same UPC, Size, Flavour, Colour” etc.

  • User must select the vendor from the drop down

  • Add UPC(s) by clicking on the “Add New” button in the “Add Item” tab. The user can add multiple UPCs but can set only one of the UPC as primary UPC.

  • Clicking on “Continue” button will load the UPC details to the “General” tab of the “New Item Proposal” screen as shown in Figure 6: New Item with UPC provided

Figure 8: New Item with UPC provided (Regular Item)


After clicking on continue button, item General tab is displayed.



Figure 9: Product Data Screen (Regular Item)



Figure 10: Product Data Screen(contd.) (Regular Item)



Figure 11: New Item with UPC provided (Variance Item)



Figure 12: Product Data Screen (Variance Item)



Figure 13: Product Data Screen(contd.) (Variance Item)





Figure 14: Product Data Screen(contd.2) (Variance Item)



  • Users also have the option of adding other forms of items such as a Shipper item where they can enter the UPC in the shipper grid that is available in the bottom of the screen.

    • The UPC that is entered should be of a valid, MDM integrated item.



Figure 15: Shipper Item creation screen



Figure 16: Shipper Item creation screen-2



Figure 17: Shipper Item creation screen-3



  1. Adding an item with an existing UPC in MDM


When a user adds an item with an existing UPC in MDM, then the user will be prompted to select the palletization plan to continue.



Figure 18: Existing Item UPC usage screen




Figure 19: Existing Item UPC usage screen-2



Users can either select the existing LV palletization plan or add a new LV palletization plan.


  • When a user selects the existing LV plan (Variant1), then the details of the existing item will be loaded in the “General” tab, also the palletization details.

  • Existing item details will be loaded in the “General tab” as shown below.





Figure 20: Existing Item UPC usage screen-3



Figure 21: Existing Item UPC usage screen-4



  • When the user selects the “Add new Palletization Plan”, they will be able to give in new palletization information in the “General” tab.



Figure 22: Existing Item UPC usage screen-5



  1. Adding GS1 item


Vendor User can import a Gs1 item by selecting the vendor buyer and UPC type as GTIN 14. Enter valid UPC and click on tab, System will prompt for Item hierarchy





Figure 23:GS1 Item UPC usage screen



Figure 24:GS1 Item UPC usage screen-2



Figure 25:GS1 Item UPC usage screen-3



Figure 26:GS1 Item UPC usage screen-4


  • Users can select the item from the hierarchy and click on continue. The GS1 item details will be populated automatically in all the tabs, which will be non-editable. Users can enter other mandatory details and proceed in a workflow like general item.



3.1.2.Product Data Tab in the item creation workflow



  • As mentioned earlier, for a new item creation, after clicking on continue button, the Item General Tab is displayed.

  • The symbol asterisk – ‘*’ denotes the required fields. Other fields become mandatory based on the values provided in certain fields.

  • Users must save the item general details to move forward in the item setup process. On clicking the save button, all the data entered will be validated and a popup will be displayed with error message if there are any errors.

  • After successful saving, the item status will be in ‘Not Submitted’ status and the other item tabs will be displayed in the new item proposal screen for the user to specify the additional details.

  • Following which the user would have to navigate through all the tabs to fill in the necessary, mandatory & relevant information before submitting the item.




Figure 27:Item Creation Product Data Tab screen



Figure 28:Item Creation Product Data Tab screen-2



Figure 29:Item Creation Product Data Tab screen-3

3.1.3.External Supplier Orders Tab in the item creation workflow


  • Vendor user must specify the orderable assortment details in the “External Supplier Orders” tab. The required fields are highlighted for user entry.

  • Users can save the values right away to verify if the values entered meet the requirement. The data will be validated, and the errors will be listed if any. The respective field will also be highlighted in red to indicate the error.

  • This tab will contain the fields such as “Earliest Order Date, Order UoM, Min.  & Max. Order Quantity, Order Multiple, Ship Points “and such.




Figure 30:External Suppliers Order Tab screen-1







  • In “Ship Points”, the user needs to mention the vendor ship point for the transaction. Users can select from the network hierarchy based on their respective network.

  • The screenshot is added below for your reference.



Figure 31:External Suppliers Order Tab screen-2




3.1.4.Cost and Discounts Tab in the item creation workflow


  • Vendor users must enter the cost and deals for the item. Users can specify cost and deals for specific Zone or Model in the ‘Cost &discount’ tab.

  • There will be additional tabs available in the Cost and Discounts Tab: Global Cost & Deals Tab and the Cost & Deal Exceptions tab


Figure 32:Cost and Discounts Tab screen-1




Figure 33:Cost and Discounts Tab screen-2





3.1.5.Attributes Tab in the item creation workflow


  • Users can select the item attributes between two tabs: Vendor Attributes & Retailer Attributes.

  • The mandatory attributes will be highlighted in red.



Figure 34:Attributes Tab screen-1




Figure 35:Attributes Tab screen-2




Figure 36:Attributes Tab screen-3

3.1.6.Images/Documents Tab in the item creation workflow


  • Images/Documents tab allows the user to upload files specific to the item. There are various options of file types to choose from including images.

  • All widely used file formats are supported with file size limited to 50 MB.

  • Vendor users can either drag and drop the file into the “Drop files to upload” box on the screen or click and select files from their computer.

  • Users can view the uploaded files from the grid that will be present below. Users can also delete the uploaded files by selecting the files and clicking on “Delete File” button.


Figure 37:Images/Documents Tab screen-1





Figure 38:Images/Documents Tab screen-2




Figure 39:Images/Documents Tab screen-3

















Figure 40:Images/Documents Tab screen-4






Figure 41:Images/Documents Tab screen-5

















3.1.7.Consumer Information Tab in the item creation workflow


  • Consumer information tab allows users to add some of the item attributes specification.

  • Information like Ingredients, Warnings, Directions can be entered in this tab.




Figure 42:Consumer Information Tab screen-1


3.1.8.Nutrition/Allergen Tab in the item creation workflow


  • This tab allows the user to enter the nutritional information for the item.

  • There are three sub-tabs in this tab: a) Nutrition Data Facts, b) Allergen, c) Certification


Figure 43:Nutrition/Allergen Tab screen-1





Figure 44:Nutrition/Allergen Tab screen-2





Figure 45:Nutrition/Allergen Tab screen-3






Figure 46:Nutrition/Allergen Tab screen-4





Figure 47:Nutrition/Allergen Tab screen-5




  • The Nutritional data Tab is independent of the Item General data. It can be managed separately i.e.; the User can submit Nutrition all information after the general data approval (or) submit along with item general details.

3.1.9.Audit Log Tab in the item creation workflow


  • This tab will display the status changes of the item along with the timestamp in the chronological order

  • Clicking on the link “Click here” under ‘View Changes’ column will redirect the user to “Audit Log Management” screen




Figure 48:Audit Log Tab screen-1





Figure 49:Audit Log Tab screen-2







3.1.10.Messages Tab in the item creation workflow

  • Messages tab keeps track of the item status change. Users can enter the comments that they need to send to Sourcing or Buyer user.

  • Vendor can send messages under relevant item info by selecting specific message type from the dropdown.




Figure 50:Messages Tab screen-1



3.1.11.Edit Option in Manage Items Grid Screen


  • Users have the option to edit an item in the Manage item screen.

  • The user would have to select an item and click on the “Edit” button to access the editing screen.


Figure 51: "Edit" button in Manage Item Grid




Figure 52: Edit Item screen




Figure 53: Edit Item screen-2



  • Vendor user can modify item information when item is in “Not Submitted’, ‘Request Item’, “Need more information” and “Approved” status.

  • Vendor user cannot modify item general data after approval.

  • Though it will not be editable, users can still view an item information by clicking “Edit” when it is in the status “Submitted” or “Rejected”.



3.1.12.Upload Spreadsheet Option in Manage Items Grid Screen


  • By clicking on “Upload Spreadsheet” option, vendor users can upload multiple items using the excel spreadsheet template.

  • The spreadsheet will have various fields that are present in Simplain Vendor Portal, which can be filled appropriately and when uploaded, the items will be created in VP with the relevant fields populated based on the information entered in the spreadsheet.

  • When the “Upload Spreadsheet” button is clicked, it will take us to the “Upload New Item” screen which has two tabs: 1. Instruction & 2. Item Spreadsheet Upload

  • The “Instruction” tab will have the links for the “Excel Template” and the “Instruction Manual” to use the spreadsheet upload tool.

  • The “Item Spreadsheet Upload” screen would have the option to upload the spreadsheet file with all the details about the items to be created.



Figure 54: "Upload Spreadsheet" button in Manage Item Grid



Figure 55: Upload New Item Screen




Figure 56: Upload New Item Screen-2






Figure 57: Item Upload Spreadsheet





3.1.13.Change Pack/Pallet Configuration option in Manage Items Grid Screen


  • Users can add new LV to the existing “Approved” items in the Simplain Vendor Portal.

  • If the vendor has a new item configuration for an item, that is currently active in the system, then the user can add the new palletization plan to the existing product with item type as regular.

  • Select the item in “Approved” status and click on “Change Pack/Pallet configuration” button.



Figure 58: "Change Pack/Pallet" button in Manage Item Grid


  • Vendor user will be prompted to confirm the selection. Clicking on Yes will allow the user to proceed to create a New LV.




Figure 59: Prompt to add new LV







Figure 60: New LV edit screen





Figure 61: New LV edit screen-2





Figure 62: New LV edit screen-3


  • Under General Tab, Vendor can edit the fields highlighted in the screenshot above to differentiate the new palletization plan from the current LV.

  • If the new configuration will be shipped from new location, then vendor can add this detail to the External Supplier Orders tab in the screen (click here to refer section 3.1.3)

  • Provide the mandatory fields in other item tabs to complete the new LV palletization change.

  • Initially, the new LV will have a general status of “Add New LV” on save. User can send this to review by submitting the new information.

3.1.14.Export Excel Option in Manage Items Grid Screen



Figure 63: "Export Excel" button in Manage Item Grid



Figure 64: Prompt to export data


  • By clicking on the “Export Excel” button, users can export the details about all the items in the Vendor Portal as an excel sheet.


3.1.15.Generic Upload Button in Manage Items Grid Screen



Figure 65: "Generic Upload" button in Manage Item Screen



Figure 66: Upload Mass Item Enrichment Screen


  • Clicking the “Generic Upload Button” in the screen would take the users to the Upload Mass Item Enrichment screen



3.2.Sourcing User


  • The next user in the workflow is the “Sourcing User”, who will be next in line in the workflow after the “Vendor User”.


  • When a new item is created or a new change is introduced by the vendor user, the “Sourcing” user would review it and pass it to the person next in the workflow.



Figure 67: "Sourcing User" side-menu


  • Before we look into the Item Creation workflow and the “Manage Item” Screen let us look at one option that is available for the “Sourcing User” in the side-menu, it is called as “Review Quote”.




Figure 68: New Quotation Request screen




Figure 69: New Quotation attachment drop-box










  • Now let us look at the “Manage Items” screen for the “Sourcing User”.




Figure 70:"Manage Items" Screen for "Sourcing User"



  • To “Review” an item submitted by the “Vendor User”, an item that is in the “Submitted” or “Add New LV” status must be selected and the “Edit” button should be selected, which will take the user to the “Product Data” screen.

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