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![[Under Construction]](images/undercon.gif)
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WHAT'S INSIDE?
SUBJECTS COVERED ON THIS PAGE:
The Group Buy System embodies numerous data fields to accomplish the creation and management of Deal Sheets. These
data fields are separated into two types: informational or actionable. Informational data supports understanding and clarity but
does not require action by the system or the user. Actionable data is comprised of information upon which the system or the user
will take some action or make some decision. The actionable data fields are the focus of this glossary although both types are
presented.
This glossary of data definitions also includes a section containing terms used in relation to the Group Buy System. The Terms
follow the presentation of the data field definitions.
The format of the data field definitions includes the data field:
- Name
- Description
- Source (system, vendor, buyer, group buy team)
- Type (alpha or numeric)
- Whether required or optional (RQD or OPT)
- Business logic, edits or actions taken on or because of the data field value.
HEADER & CONTROL LINKS SECTION DEFINITIONS
|
NAME
|
DESCRIPTION
|
SOURCE
|
TYPE
|
RQD/OPT
|
ACTION
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Additional
Reflect
|
Control
Link used to initiate creation of an additional reflect period deal to the parent deal sheet.
|
System
|
Alpha
|
Required
|
System
initiates the process to create an Additional Reflect period deal sheet
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Buyer
Name
|
Buyer
associated with this Vendor Number
|
System
|
Alpha
|
Required
|
System
populated
|
|
Children
|
One
or more deal sheets associated with the master deal sheet that is created with the Combine With function
by the Group Buy Team
|
System
|
Alpha
|
Optional
|
System
lists the subordinate or children deal sheets that have been combined with the master deal sheet
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|
Complete
Deal
|
Control
link used to change the status of a deal sheet from Open to Complete
|
Vendor
|
Alpha
|
Required
|
System
initiates the process to change the status of the deal to Complete. If there are active alert flags on the
deal, it cannot be marked as complete until those flags are resolved. Deal status is changed to Submitted
for Buyer Approval
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|
Date
|
Today’s
Date
|
System
|
Alpha
|
Required
|
System
populated
|
|
Delete
Deal
|
Control
Link used to delete a deal sheet
|
System
|
Alpha
|
Required
|
System
initiates the process to delete the deal sheet. When completed the deal sheet is deleted from the syste
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Group
Buy Deal Description
|
Deal
description text keyed by the Vendor when building a deal sheet
|
Vendor
|
Alpha
|
Required
|
System
accepts the keyed text as the deal description
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Instructions
|
Instructions
to user on general use or preparation of deal sheet
|
System
|
Alpha
|
Optional
|
System
populated
|
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Managed
|
Indicates
vendor is managed funds
|
System
|
Alpha
|
Required
|
System
populated
|
|
Mfg.
Deal Number
|
Vendor
assigned deal number
|
Vendor
|
Numeric
|
Optional
|
Optional
Vendor assigned deal number to each Deal Sheet that can be up to 12 characters long
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|
Non
Managed
|
Indicates
vendor is non managed funds
|
System
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Alpha
|
Required
|
System
populated
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|
Print
Deal Sheet
|
Control
link used to select and print deal sheets
|
System
|
Alpha
|
Required
|
System
initiates the process to setup, select and print one or more deal sheets in a PDF format
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Program
ID
|
Identifies
the Group Buy Program
|
System
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Alpha
|
Required
|
System
populated
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Reflect
From Date
|
Beginning
date of a Reflect period, must be a Friday date
|
System
|
Numeric
|
Required
|
System
edits the date as a Friday date and uses to test for overlapping reflect dates between 2 or more deal
sheets
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Reflect
To Date
|
Ending
date of a Reflect period, must be a Thursday date
|
System
|
Numeric
|
Required
|
System
edits the date as a Thursday date and uses to test for overlapping reflect dates between 2 or more deal
shetts
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Save
and Exit
|
Control
link used to save a deal sheet and exit to the Menu page
|
System
|
Alpha
|
Required
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Saves
a deal sheet and exits to the Menu
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Search
|
Control
link used to search the deal sheet database
|
System
|
Alpha
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Required
|
Accepts
search criteria and searches the Deal Sheet database for matches and returns results
|
|
Update/Change
Deal Info
|
Deal
maintenance link to update or change deal information
|
System
|
Alpha
|
Required
|
System
links to the Define Deal and Basic Info pages to accept changes to the deal header section
|
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View
Completed Deals
|
Control
link used to view deals that have been marked as complete
|
System
|
Alpha
|
Required
|
System
presents a report of all completed deal sheets
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ITEM DETAIL LINES DATA DEFINITION
|
NAME
|
DESCRIPTION
|
SOURCE
|
TYPE
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RQD/OPT
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ACTION
|
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Accrual,
Additional
|
Vendor
additional accrual amount
|
Vendor
|
Numeric
|
Optional
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Not
shown on deal sheet for Non-Managed Funds
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Accrual,
Regular
|
Vendor
regular accrual amount
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Vendor
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Numeric
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Optional
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Not
shown on deal sheet for Non-Managed Funds
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Add/Delete
Items
|
Control
link used to maintain the item selections and estimated cases and accrual information
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System
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Alpha
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Required
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Vendor
clicks this link and the system presents the Item Selection page followed by the Accruals page allowing
changes to be made
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Estimated
Cases, Group Buy
|
Vendor
estimated number of cases for Group Buy
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Vendor
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Numeric
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Optional
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Not
shown on deal sheet for Non-Managed Funds
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Estimated
Cases, TPR
|
Vendor
estimated number of cases for TPR
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Vendor
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Numeric
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Optional
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Not
shown on deal sheet for Non-Managed Funds
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GB
Book
|
GB
(Group Buy) Book identification
|
Buyer or Group Buy Team
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Alpha
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Required
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Buyer
may recommend and Group Buy Team makes final Book Id assignment
|
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Item
Code
|
Primary
product identification code
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Vendor
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Numeric
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Required
|
System
populated but may be vendor keyed for search; Item information taken directly from Grocers item databases
|
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Item
Description
|
Item
description
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Vendor
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Numeric
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Required
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System
populated; Item information taken directly from Grocers item databases
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Item
Status
|
Item status code
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Vendor
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Numeric
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Required
|
System
populated but may be vendor keyed for search; Item information taken directly from Grocers item databases
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Notes,
Item Line
|
Vendor
note for Item detail line
|
Vendor
|
Alpha
|
Optional
|
Vendor
keyed data, informational only
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Pack
|
Item
Pack size
|
Vendor & System
|
Numeric
|
Required
|
System
populated based on Vendor keying Pack in the Deal creation process; Item information taken directly from
Grocers item databases
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Reflect Date To
|
Ending date for retailer to reflect the deal
|
Vendor
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Numeric
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Required
|
Vendor keyed data at the time of the creation or maintenance of a deal; System performs extensive
editing on the Reflect Date Period, refer to REFLECT DATE EDITING
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Reflect
From Date
|
Beginning
date for retailer to reflect the deal
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Vendor
|
Numeric
|
Required
|
Vendor
keyed data at the time of the creation or maintenance of a deal; System performs extensive editing on
the Reflect Date Period, refer to REFLECT DATE EDITING
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Size
|
Size of individual item
|
System
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Numeric
|
Required
|
System populated, informational only
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TPR
Book
|
TPR
Book identification
|
Buyer or Group Buy Team
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Alpha
|
Required
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Buyer
may recommend and Group Buy Team makes final Book Id assignment
|
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UPC#
|
UPC number assignment
|
System
|
Alpha
|
Optional
|
System populated, informational only
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Vendor
Line Note
|
Vendor’s
brief note on Off Invoice or Bill Back deal amount
|
Vendor
|
Alpha
|
Optional
|
Vendor
keyed data for information only
|
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Vendor
Name
|
Name
uniquely identifying a vendor
|
System
|
Alpha
|
Required
|
System
populated based on Vendor Sign-on and Item Selection
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|
Vendor
Number
|
Code
uniquely identifying a vendor
|
System
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Numeric
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Required
|
System
populated based on Vendor sign-on and Item Selection
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Top
REFLECT DATE EDITING
REFLECT DATE
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EDIT DESCRIPTION
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SYSTEM ACTION
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“From” Reflect Date
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Must have a corresponding “To” Reflect Date
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Pops-up message, sets Error Alert if not corrected
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Must be earlier than the “To” Reflect Date
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Pops-up message, sets Error Alert if not corrected
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Must be a Friday date
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Pops-up message, sets Error Alert if not corrected
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Must be on or after the Effective Date of a Future Price Change
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Pops-up message, sets Error Alert if not corrected
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An Item “From” Reflect Date should not overlap with the “To”
Reflect Date from a prior Group Buy Program Period
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Pops-up message, sets an Information Alert if not changed to fit the limit value but
does not prevent marking the deal as complete
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“To” Reflect Date
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Must have a corresponding “From” Reflect Date
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Pops-up message, sets Error Alert if not corrected
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Must be later than the “From” Reflect Date
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Pops-up message, sets Error Alert if not corrected
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Must be a Thursday date
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Pops-up message, sets Error Alert if not corrected
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To / From Reflect Period
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Should not be outside the “Reflect Period Limit” set for a Group Buy
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Pops-up message, sets an Information Alert if not changed to fit the limit
value but does not prevent marking the deal as complete Pops-up message, sets an Information Alert if not
changed to fit the limit value
|
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Should not be outside the Group Buy Program period
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Pops-up message, sets an Information Alert if not changed to fit the
limit value but does not prevent marking the deal as complete ps-up message, sets an Information Alert if
not changed to fit the limit value
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Multiple Reflect Date periods applied to the Items comprising a deal
cannot overlap with any sibling deals for the same items that may have the same or different deal
structure
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Pops-up message, sets an Information Alert if not changed to fit the limit
value but does not prevent marking the deal as complete Pops-up message, sets an Information Alert if not
changed to fit the limit value
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NAME
|
DESCRIPTION
|
SOURCE
|
TYPE
|
RQD/OPT
|
ACTION
|
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Allowance
Amount
|
Amount
box under Regular GS Cost text for entering Off Invoice, Bill Back or Deal Amount from Fund deal point
allowances
|
Vendor
|
Numeric
|
Required
|
Vendor
keys the amount of the deal point allowance. System uses this amount to calculate the Total Deal amount
from the Vendor to GSC
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|
Bill
Back
|
Indicates
the deal type is a Bill Back allowance
|
Vendor
|
Numeric
|
Optional
|
Vendor
keys deal point amount to be handled as a Bill Back
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Dates
Flexible
|
Indicates
if flexibility exists in the Firs/Last Ship/Buy dates
|
Vendor
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Alpha
|
Optional
|
Vendor
selects YES or NO in the select box to indicate the flexibility of the dates; Informational only
|
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Deal
Amount from Fund, IM, Qty., Etc.
|
|
Vendor may allocate an additional amount to be taken from the fund as an
additional accrual deal point. This is a gross number that may be distributed at
the Item level in the Additional Accrual column in the Vendor / Line Item Section
of the Deal Sheet
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|
Vendor
|
Numeric
|
Optional
|
Vendor
keys the amount and the system accepts the amount
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First Buy Date
|
First date products can be bought against the
corresponding deal point
|
Vendor
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Numeric
|
Optional
|
Vendor keys the date and the system performs 3 edits on the
date: 1) must be within the First and Last Ship date boundaries; must be within the Group Buy period date
boundaries; 3) when cost basis is Future Price Change, date must be equal to or greater than the price
advance Effective Date
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First
Ship Date
|
First
date products can be shipped against the corresponding deal point
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Vendor
|
Numeric
|
Optional
|
Vendor
keys the date and the system edits the date to be within the Group Buy period date boundaries and must be
after the First Buy Date
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Future
Price Change
|
Future
price change with an effective date to replace the Current Regular GS Cost amount
|
Vendor and System
|
Numeric
|
Optional
|
Vendor
keys to select Future Price Change as the Cost Basis of a deal to be created or restructured; System
populates Items of this cost directly from Grocers databases for selection in deal creation or restructure
process; cannot be changed directly with the Group Buy System
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|
Last
Buy Date
|
Last
date products can be bought against the corresponding deal point
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Vendor
|
Numeric
|
Optional
|
Vendor
keys the date and the system performs 3 edits on the date: 1) must be within the First and Last Ship date
boundaries; must be within the Group Buy period date boundaries; 3) occurs after the First Buy Date
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Last
Ship Date
|
Last
date products can be shipped against the corresponding deal point
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Vendor
|
Numeric
|
Optional
|
Vendor
keys the date and the system performs 3 edits on the date: 1) must be within the Group Buy period date
boundaries; 2) must be after the Firs Ship Date; 3) must be equal to or less than the Last Ship Date Limit
set by the Group Buy Team
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Net
Case Cost
|
Net
cost of a case after deal allowances subtracted
|
System
|
Numeric
|
Required
|
System
automatically calculates the Net Case Cost as: Regular GS Cost minus Total Deal Amount
|
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Net
Unit Cost
|
Net
unit cost based on the Net Case Cost
|
System
|
Numeric
|
Required
|
System
automatically calculates the Net Unit Cost as: Net Case Cost divided by the Pack size
|
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Note
Icon
|
Pop-up
window for keying notes about the deal allowance
|
Vendor
|
Alpha
|
Optional
|
When
click on the Note icon system pops-up a small window box allow keying of note text, typically describing
the corresponding deal point allowance
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Off
Invoice
|
Indicates the deal type is an Off Invoice allowance
|
Vendor
|
Numeric
|
Optional
|
Vendor
keys deal point amount to be handled as an Off Invoice
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Pending
Price Change
|
Change
to Regular GS Cost with an immediate or future effective date
|
Vendor
|
Numeric
|
Optional
|
Vendor
keys the amount and the system accepts the amount in the deal creation or restructure process and creates
a temporary deal sheet; System monitors this temporary deal sheet and if not completed with cost basis
consistent with Grocers databases is marked for review and deletion
|
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Regular
GS Cost
|
Regular
Grocers (GS) Supply Cost amount
|
Vendor and System
|
Numeric
|
Optional
|
Vendor
keys to select Current Reg GS Cost as the Cost Basis of a deal to be created or restructured; System
populates Items of this cost directly from Grocers databases for selection in deal creation or restructure
process; cannot be changed directly within the Group Buy System
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Select
Type? Box
|
The
deal allowance type may be Off Invoice or Bill Back
|
Vendor
|
Alpha
|
Required
|
When
click on the Select Type? Box, system displays the choices of Off Invoice or Bill Back,
one of which can be selected by clicking the text
|
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Total
Deal amount
|
Total
of all deal point allowances
|
System
|
Numeric
|
Required
|
System
automatically calculates the total of all deal point allowances keyed by the Vendor
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NAME
|
DESCRIPTION
|
SOURCE
|
TYPE
|
RQD/OPT
|
ACTION
|
GS Deal to Retailer
|
The amounts in this column recap the cost and point lines from the Vendor Deal to GSC section
|
System
|
Numeric
|
Required
|
System restates the cost basis and deal point allowances from the Vendor Deal to GSC. These amounts cannot be
changed directly in this section. Any changes to these amounts must be made in the Vendor Deal to GSC.
These amounts are restated in this section as a convenience for the Buyer when making adjustments to how
the deal points allowances are distributed to the retailer in the Detail (OI, BB) column of amounts. The
Vendor sign-ons do not have access to this section, it is for information only
|
|
Detail
(OI, BB)
|
The
amounts in this column are either 1) a restatement of the deal point allowance amounts in the GS Deal to
Retailer column aligned by type of allowance, Off-Invoice or Bill Back or 2) a redistribution of the deal
point allowance amounts by the Buyer
|
System and Buyer
|
Numeric
|
Required
|
The
system automatically places the amounts from the GS Deal to Retailer column into the corresponding amount
fields under the Detail (OI, BB) column. The buyer may elect distribute the amounts in a different manner
than that given by the Vendor. Any changes made by the buyer will appear in the Detail (OI, BB) amount
columns. Vendor sign-ons do not have access to this section,
it is for information only
|
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Note Icon
|
Icon provided for the entry of notes by the Buyer when needed
|
Buyer
|
Alpha
|
Required
|
System provides a pop-up window when the note icon is clicked. System accepts the note text and displays the text
when the icon is clicked
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Top
GSC DEAL TO RETAILER SECTION
|
NAME
|
DESCRIPTION
|
SOURCE
|
TYPE
|
RQD/OPT
|
ACTION
|
|
All Pricing Finalized
|
Message to Vendor that pricing has been finalized
|
System
|
Alpha
|
Required
|
Information message to the Vendor that the Group Buy Team has completed Book Id assignments and all pricing is now
finalized
|
|
All
Pricing is Tentative
|
Message
to Vendor that pricing is not finalized
|
System
|
Alpha
|
Required
|
Informational
message to the Vendor that pricing is not final until the Group Buy Team makes the final Book Id
assignments
|
|
Cost, Regular Cost
|
Section heading identifying the cost amounts in this section as the cost to GSC as may have been modified by the
Buyer in the Vendor Detail section
|
System
|
Alpha
|
Required
|
Section heading recapping the product cost as provided by the Vendor and adjusted by the Buyer (optional) that is
used as the basis of determining the Sell price to the Retailer
|
|
Net Case Cost
|
Cost per case of product
|
System
|
Numeric
|
Required
|
System automatically calculates the Net Case Cost as the Cost Basis minus Total Deal amount
|
|
Net Case Sell
|
The net selling price of a case of
product
|
System
|
Numeric
|
Required
|
System automatically calculates the Net
Case Sell amount based on a formula dictated by the amounts in Sprice and Rebate. For information only and can be changed by the Group Buy Team only.
|
|
Net Unit Cost
|
Cost per unit of product
|
System
|
Numeric
|
Required
|
System automatically calculates the Net Unit Cost as the Net Case Cost divided by the Pack size
|
|
Net Unit Sell
|
The net selling price of a unit of
product
|
System
|
Numeric
|
Required
|
System automatically calculates the Net
Unit Sell amount by dividing the Net Case Sell amount by the Pack size. For information only and can be changed by the Group Buy Team only.
|
|
Rebate
|
Portion of Total Deal calculated with the Rebate markup formula
|
System
|
Numeric
|
Required
|
This field is defaulted to the value of the Total Deal amount until the Group Buy Team makes Book Id assignments and
an entry, if any to the SPRICE amount; If an amount is entered in SPRICE, then REBATE is set to zero; For
information only and can be changed by the Group Buy Team only. System defaults the Total Deal amount into Rebate.
|
|
Sell, markup is amount
|
Section heading identifying the amounts in this sections as the selling price of the product to the Retailer
|
System
|
Alpha
|
Required
|
Section heading presenting the product sell price to the Retailer. These amounts are tentative until the Group Buy
Team makes the final Book Id assignments
|
|
Sprice
|
Portion of Total Deal calculated with the Sprice markup formula
|
Group Buy Team
|
Numeric
|
Required
after Book Id assigned
|
This field is defaulted to a zero value until the Group Buy Team makes Book Id assignments and decides what entry if
any will be made to SPRICE amount; If an amount is entered into SPRICE, the REBATE amount is set to zero;
If no amount is entered into SPRICE, then the default amount in REBATE remains unchanged; For information
only and can be changed by the Group Buy Team only.
|
|
Total Deal
|
Total of the line item costs from the Detail (OI, BB) column in the Vendor Detail section
|
System
|
Numeric
|
Required
|
System automatically totals the line item amounts from the Detail (OI,BB) column in the Vendor Detail section of the
Vendor View
|
Top
NOTES SECTION DATA DEFINITIONS
|
NAME
|
DESCRIPTION
|
SOURCE
|
TYPE
|
RQD/OPT
|
ACTION
|
|
Vendor
Notes to Buyer
|
Free-form
textual note from the Vendor to the associated Buyer
|
Vendor
|
Alpha
|
Optional
|
Vendor
keys a free-form text note to the associated Buyer concerning the Deal Sheet
|
|
Send
Email to Buyer
|
Option
to send notes to the Buyer via email
|
Vendor
|
Alpha
|
Optional
|
System
sends the Vendor Notes to Buyer data field to the Buyer via email; Vendor may add additional text to the
email
|
|
Vendor
Notes to Retailer – Performance Requirements
|
Free-form
textual note from the Vendor to the Retailers
|
Vendor
|
Alpha
|
Optional
|
Vendor
keys a free-form text note to the Retailers specifying any Performance Requirements associated with the
deal; The note appears on reports available to the retailers
|
|
Vendor
Notes to Retailer – Miscellaneous Information
|
Free-form
textual note from the Vendor to the Retailers
|
Vendor
|
Alpha
|
Optional
|
Vendor
keys a free-form text note to the Retailers with miscellaneous information associated with the deal; The
note appears on reports available to the retailers
|
|
Buyer
Notes to Vendor
|
Free-form
textual note from the associated Buyer to the Vendor
|
Buyer
|
Alpha
|
Optional
|
An
associated Buyer has keyed an note on the deal for viewing by the Vendor; For information only and cannot
be changed by the Vendor
|
Top
COMMON GROUP BUY SYSTEM TERMS
|
TERM
|
DESCRIPTION
|
|
Basis of Cost
|
Basis of Cost or Cost
Basis describes the cost chosen for a specific deal structure from the options of Current Regular GS Cost
or Future Price Change or Pending Price Change. This amount forms the basis of the cost for a deal from
which will be deducted the off invoice or bill back allowances or deal points.
|
|
Complete Deal
|
A complete deal is one
that has no outstanding error alert flags and has been given a “complete” status by the Vendor (or
Buyer or Group Buy Team) by selecting the YES option to the Deal Complete question.
When the deal is marked as Complete it is moved to the status of Submitted for Buyer Approval and no
longer accessible to the Vendor.
|
|
Completed Deal
|
See Complete Deal
|
|
Cost Basis
|
Cost Basis or Basis of
Cost describes the cost chosen for a specific deal structure from the options of Current Regular GS Cost
or Future Price Change or Pending Price Change. This amount forms the basis of the cost for a deal from
which will be deducted the off invoice or bill back allowances or deal points.
|
|
Deal Point
|
Deal Point is the Off
Invoice or Bill Back or Deal Amount from Fund, IM, QTY, Etc. allowance amount applied to the Cost Basis to derive the Total Cost amount of the
deal.
|
|
Deal Structure
|
Deal Structure is
comprised of the Cost Basis and the Deal Points that specify the structure of the deal given by the
vendor.
|
|
Error Alerts
|
Error Alerts indicate an
error has been found during the editing of the deal information that is not yet corrected. Error Alerts
must be corrected or cleared by entering correct information before a deal sheet can be marked as
complete.
|
|
FAST PATH
|
Fast Path provides the experienced user of the Training Guide a way to find
specific material for quick reference without having to navigate through the full Guide.
|
| Highlighted,
underlined Text |
Highlighted
and underlined text indicates a link to other information; by clicking on the text the system will link
the user to the other information. |
| Hyperlink |
Internet
browser term indicating that clicking on the highlighted and underlined text will link the user to another
page or location on a current page. |
|
Log-off, Logging Off
|
Log-off or logging off is
the process of ending access to the system in an orderly manner.
|
|
Log-on, Logging On
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Log-on or logging on is
the process of accessing the system by entering a valid user id and password.
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Mark Deal Complete
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See Complete Deal
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Navigation
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Navigation means clicking
on the text buttons and highlighted text on a web page to move from one area of the web site to another.
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Populate (data or
information)
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Populate data or
information means the system is presenting data to the user from internal system sources (calculations or
databases) that eliminate the need for the user to key the information.
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Restructure Deal
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Restructuring a deal
refers to changing the basic elements of a deal that include the Cost Basis and the Deal Points.
Additionally, changes to the Reflect Date Period, adding or deleting a Item Detail Line, and deleting the
deal sheet altogether are considered restructuring a deal.
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System Populated
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See Populate.
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User
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The term "User" is used interchangeably with the term
"Vendor" in this Training Guide and has the same meaning as Vendor.
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Vendor
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The term
"Vendor" is used throughout this Training Guide to indicate a manufacturer or a broker from whom
Grocers acquires products for distribution to its retailer community.
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