Online GDR System Vendor User Guide

April 2015

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TABLE OF CONTENTS

1 OVERVIEW ............................................................................................................................................ 3

2 PROCESS FLOWCHART...................................................................................................................... 4

3 LOGGING INTO THE ONLINE GDR SYSTEM ..................................................................................... 4

4 SEARCHING TICKETS ......................................................................................................................... 7

5 ADDING / VIEWING NOTES ................................................................................................................. 9

6 CLOSED TICKETS .............................................................................................................................. 12

7 GDR REPORT ..................................................................................................................................... 13

7.1 EXPORTING SEARCH RESULTS TO MICROSOFT EXCEL ..................................................................... 14

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1 OVERVIEW

The Online GTIN Discrepancy Reporting System (Online GDR System) is an interactive and online interface for tracking and resolving product data errors reported by your trading partners. The Online GDR System simplifies the GTIN discrepancy reporting process by allowing you to:

Access a master list of GTIN discrepancies, 24 hours a day/ 7 days a week, quickly and easily Track the status of GTIN discrepancies Exchange notes with your trading partners to resolve outstanding issues Extract information into Microsoft Excel for analysis

Once a retailer submits a discrepancy, an email notification is automatically sent to the vendor. Upon receipt of the email notification, the vendor logs into the Online GDR System to review the discrepancy details and add notes regarding the status of the GDR. Notes are the sole method of communication between GS1 Canada Support, the vendor and retailer regarding GTIN discrepancies. Examples of notes are:

Vendor specifies the steps required to resolve a given issue Vendor notifies that the issue is resolved Vendor requests/provides additional information Retailer requests/provides additional information Retailer notifies that a given issue is still outstanding GS1 Canada Support requests/provides additional information

As notes are added, an email notification is sent to the relevant parties advising them that updates are available for a given ticket. All communication between vendors, retailers and GS1 Canada Support is facilitated through the Notes section of the Online GDR System and not by emailing the relevant parties directly. This ensures that the history of all communications is stored in one centralized location and can be referred to quickly and easily. Once the vendor has added a note indicating that a given issue has been resolved, GS1 Canada will review and confirm the updates before changing the status to one of the following:

Import Pending – the corrected data is currently being imported into the Retailer’s systems

Pending Close – the corrected data is available for the Retailer within their systems

Open – the discrepancy remains outstanding, GS1 Canada Support will send a note notifying vendor that the status has not changed

The retailer is responsible for identifying when a discrepancy has been resolved and updating the status of the ticket to “Closed”.

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2 PROCESS FLOWCHART

3 LOGGING INTO THE ONLINE GDR SYSTEM

The Online GDR System can be accessed through www.mygs1ca.org, GS1 Canada’s members only websibe by following the steps below:

(a) Go to GS1 Canada’s members only website at www.mygs1ca.org

(b) Enter your Username, Password and Company ID to log in to the www.mygs1ca.org website

Retailer

opens GDR

ECCnet Support adds notes for

Vendors

Vendor corrects data,

updates GDR

ECCnet Retailer Support adds

note for Retailers

Retailer closes

GDR

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(c) Under the E-Subscriber Kit, click “GTIN Discrepancy Reporting”

(d) On the Onling GTIN Discrepancy Reporting Process page, click the “Click here” link

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The Online GDR System’s main menu displays the following options:

Home

This option allows you to return to the Online GDR system’s main menu

Search Ticket This option allows you to search for tickets using individual search criteria

GDR Report

This option allows you to search for tickets using combined search criteria

Logout This option allows you to logout of the Online GDR System

The current user’s vendor company name Current User Name

logged into the Online GDR System

Main Menu options

VENDOR COMPANY NAME JOHN SMITH

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4 SEARCHING TICKETS

In the Online GDR System, each discrepancy report represents a ticket. Once a ticket has been submitted by a retailer, the vendor an email notification (see example below). The system provides different search functions to retrieve ticket and/or incident information. To view the details of the ticket submitted, the vendor can search within the Online GDR by ticket number, GTIN, retailer company, etc.

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From the Search Ticket screen, you can perform searches using different criteria, including:

1. Click on the appropriate option and enter/select the search criteria in the appropriate field.

Search Criteria Description

Ticket No. Enter the ticket number as a numeric value (e.g. 92)

Retailer Name Select the appropriate retailer name from the drop-down menu

GTIN Enter the full GTIN number as a numeric value

GTIN Description Enter the full GTIN description

Problem Type Select the appropriate problem type from the drop-down menu

Incident Status Select the appropriate Incident status from the drop-down menu

Notes Updated Specify the date range during which notes were added to the tickets

Ticket Create Date Specify the date range during which the ticket was created

2. Click on “Search” to display the search results.

3. Click on the Ticket No. to view the ticket details.

Choose the appropriate searching option

Enter/Select the search criteria

Click on “Search” to display the results

Click on the “Ticket No.” to view the ticket details

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5 ADDING / VIEWING NOTES

Notes are used within the Online GDR System to communicate with vendors and GS1 Canada Support. Once a discrepancy has been resolved, the vendor must add a note informing the retailer and GS1 Canada Support of the resolution. An email is then sent to the retailer and GS1 Canada Support notifying them that the ticket has been updated. All communication between vendors, retailers and GS1 Canada Support is facilitated through the Notes section and not by emailing the relevant parties directly. This will ensure that the history of all communications is stored in one centralized location and can be referred to quickly and easily. Examples of vendor notes are:

Vendor requires/provides additional information Vendor notifies that the issue has been resolved

A note can be added by following the steps below:

1. Search for a given ticket using the “Search Ticket” function. 2. Click on “Ticket No.” to view the ticket details.

Click on “Detail” to view existing notes or to close the ticket

Click on “Add Notes” to add notes for vendors and/or GS1 Canada Support

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3. Click on “Add Notes”.

Click on “Add Notes” to add notes for the retail and/or GS1 Canada Support

Type in your comments in the “Note” section before clicking on “Submit”

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Comments added by the retailer, the vendor and/or GS1 Canada Support can be reviewed through the Notes section.

1. Search for the ticket using the “Search Ticket” function. 2. Click on “Ticket No.” to view the ticket’s details.

3. Click on “Detail” to view existing notes.

4. Review the notes that have been added and if necessary respond by adding another note.

Click on “Detail” to view existing notes

Review notes that have been added by the retailer, the vendor and/or GS1 Canada Support

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6 CLOSED TICKETS

When first submitted, a ticket is assigned the status “Open”. Once the vendor confirms that the discrepancy has been corrected by adding a note, GS1 Canada Support will review and confirm the changes before updating the status of the ticket to one the following:

Import Pending – The vendor notifies that a change has been made. However the change is still not available in the retailer’s environment because it is pending export/import.

Pending Close – The change has been exported/imported to the retailer’s environment and can therefore be reviewed by the retailer, who must confirm whether the issue has been resolved or is still outstanding.

Open – The discrepancy remains outstanding. GS1 Canada Support will send a note notifying the vendor that the status has not changed

The retailer is responsible for making the final decision of when a given discrepancy has been resolved. This will be shown when the retailer updates the status of the ticket to “Closed”

Closed - The change has been verified by the retailer, who has confirmed that the issue has been resolved.

The vendor will receive follow-up email notifications until a given issue has been resolved.

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7 GDR REPORT

The GDR Report allows searches using two or more of the following fields as combined search criteria:

Date Range (when the ticket was created) Problem Type Vendor Name Ticket Status.

1. Enter the appropriate search criteria for the GDR report

2. Click on “Show Report”

The report displays the number of GTIN Discrepancy Reports matching the criteria.

Enter/Select the search criteria

Number of tickets matching the search criteria

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7.1 Exporting search results to Microsoft Excel

The search results from the Search Ticket and the GDR Report functions can be exported into Microsoft Excel. 1. Click on the “Export to Excel” link located on the top right side of the search results.

2. Choose whether to “Save” or “Open” the Microsoft Excel report

Once the data has been exported to Microsoft Excel, it can be manipulated to generate statistics and reports for analysis.

Click on “Export to Excel” to show search results in Microsoft Excel