HOW TO COMPLETE CONTRACTS

The introduction of the PLM system will mean an end to a paper contract for each product. You will no longer be sent a copy of the contract through the post and all the details regarding the contract process are now stored online in the PLM system. By supplying a product to JD Williams you are accepting the standard conditions of contract for the purchase of products provided by JD Williams. The details relevant to each product you supply will be stored on PLM in the form of 3 documents, all of which must be completed as a legal requirement.

This guide will tell you which documents should be completed and how you store these details in the system. Using PLM for the contract process will: -

  • Eliminate the need for paper copies
  • Allow almost instant interaction between supplier and buyer
  • Allow the contract process to be completed in a much shorter timescale

PLEASE NOTE: BY SUPPLYING A PRODUCT TO JD WILLIAMS YOU ARE ACCEPTING THE STANDARD CONDITIONS OF CONTRACT FOR THE PURCHASE OF PRODUCTS

PROVIDED BY JD WILLIAMS

Completing the Product Detail Screen

  1. An email will automatically be sent to you once the Buyer at JD Williams has confirmed the price of a product. It will be from . It will state which catalogue number has been confirmed and also tell you that the Product Detail screen needs to be completed. This screen is designed to provide details of the particular product you will be supplying to JD Williams.
  2. Access the PLM system by clicking on the blue hyperlink called ACCESS BUYING BRIEF. Sign in using your supplier ID and password. This will take you straight to the Buying Brief.
  3. Once you are on the Buying Brief select the first Supplier line with your Supplier Name (as shown below)
  1. From the ASSOCIATION Menu at the top of the screen please select PRODUCT DETAIL INFORMATION.
  2. The Product Detail Information Screen is a series of questions designed to cover the details regarding the product you are supplying. Please read through each line of the Details section of this screen and select YES/NO from the dropdown boxes by the side of each statement (shown below).

  1. If the answer is NO to either of the first 2 questions on the Product Detail Information then please contact the buying office immediately.

Completing other Mandatory Documentation

From the HOTLINKS on the DASHBOARD you need to download and complete the following documents from the OTHER INFORMATION section. These documents are a legal requirement and must be filled in as part of the contract process.

Document Name / Where Document is Found / What you have to do
EA1 / Click on the Blank Forms option in the Other Information section of Hotlinks. Click on the relevant EA1 link to download the document. / There are separate EA1 Forms for Fashion, Footwear and Home and Leisure. Please select the form relevant to the product you provide for JD Williams
Product Label Form / Click on the Blank Forms option in the Other Information section of Hotlinks. Click on the relevant Product Label link to download the document. / There are 2 versions of this document, one for fashion and one for footwear. Please select the form relevant to the product you provide for JD Williams

Attaching the Documents to PLM

Once you have completed and saved these documents you need to attach them to the relevant Catalogue Number.

  1. To do this Search for the Buying Brief you wish to attach the documents to. Once you are on the Buying Brief select the Supplier line you wish to attach the documents to.
  2. Use the ASSOCIATION Menu and select the ATTACHMENT option.
  3. This will take you to the Attachment Screen. On here click the NEW ATTACHMENT Icon (shown below).

  1. Click the Blue CLICK TO ADD ATTACHMENT and search for the document you wish to attach using the Browse button and click attach.
  2. Fill in the ATTACHMENT NO field with a short description of what the document is, i.e. EA1 Or Label Form
  3. Any other notes you wish to make about the document can be made in the description field.

Completing Events Associated to the Contract Process

There are certain events that are attributed to completing these documents and the Product Detail Screen itself. Below is a list of the events you should fill in once you have completed and attached the relevant documents. Please complete the actual date for these events when you have carried out the task.

Event Codes / Event Description
926 / SUPPLIER COMPLETED PRODUCT DETAIL ASSOCIATION
928 / SUPPLIER COMPLETES AND ATTACHES EA1 FORM
931 / SUPPLIER COMPLETES LABEL/WASHCARE