Vendor Central Shipping Workflow

Updated 1 day ago

Overview

Vendor Central is Amazon's program for qualified vendors to become suppliers of merchandise to Amazon. In this program you, as the supplier, will ship the order to Amazon. This article explains the shipping process in SellerCloud for the Vendor Central orders, including routing, carton labels, shipping labels, tracking, and invoicing. Click here for instructions on setting up the connection to Vendor Central, importing orders, and sending acknowledgements.



Definitions

TERMS

DESCRIPTION

Shipping Agenda

The group of orders for which you start the shipping process.

Shipment

The group of items, from various orders, that will be shipping together in multiple packages, cartons, or pallets.

Package

The individual cartons or pallets of the shipment.

Freight Type: Collect

Amazon pays for the shipping.

Freight Type: Prepaid

Client pays for the shipping.



Initial steps

  1. Contact SellerCloud Support to enable the following two back-end settings:
    1. VendorCentralCheckQtyDoNotSplitOrder
    2. EnableVendorCentralShippingAgenda
  2. Add an EDI contact in Vendor Central: Click Settings > Contacts > Add an EDI Contact for each vendor code that you will be integrating with SellerCloud.
  3. Ensure the Vendor Central setting page (Settings > company > Toolbox > Vendor Central Settings > General Settings) is configured correctly, including:
  • Freight Type - choose either Prepaid or Collect.
    • For Collect shipping, you will also need to enter Amazon's UPS and FedEx account numbers, as well as the UPS Postal Code of the third party bill-to.
    • Regardless of how you are shipping, you will need to have your carrier API credentials (for UPS and FedEx) set up in SellerCloud. For more info, click here.
  • When to authorize payment, which causes the system to reserve the inventory. Choose either:
    • Authorize Payment When Creating Orders to have the orders reserve inventory immediately.
    • Authorize Payment When Checking Availability to only have the orders reserve inventory once they are confirmed.
  • GS1 Code - the prefix assigned to your company by GS1 (required for printing SSCC carton labels).
  • The settings in the Remit To Payment Information section (required for the 810 invoice).
  1. Set up the ship from address on each SellerCloud warehouse that you will be shipping the orders from. This is the warehouse address that will be used on the carton labels and on all documents sent to Amazon for this shipment. Ensure that there is a first and last name on the warehouse address.
    If the warehouse address is not set up correctly, the default address from the Return Settings - in the company setting toolbox - will be used.
  2. Obtain the Address Number from Vendor Central for each warehouse you will be shipping from:
    1. Log into Vendor Central.
    2. Navigate to Settings > Warehouse Settings.
    3. For each warehouse address click Edit.
    4. Either enter an Address Number or leave the field blank and save the page. If you save the page without entering a value for the Address Number, Amazon will generate one for you. (The first time you click "Edit" on the warehouse, Amazon will generate the Address Number, but you must save the page in order to be able to use it.)
    5. Copy the Address Number - See Step 6e below.
  3. Set up Vendor Central Warehouse Mapping in SellerCloud.
    1. Click Settings > company > Click Toolbox > Click Vendor Central Settings > Warehouse Mapping.
    2. For each warehouse you will be shipping from, paste the Address Number from Step 5e above into the the Address Number column on the warehouse mapping page in SellerCloud.
    You must enter the unique Address ID from Vendor Central for each warehouse you will be shipping from. This is NOT the warehouse code, but an address ID (see Step 5 above).


Importing orders

Follow these steps here to set up the connection to Vendor Central, download orders, and acknowledge them.

There are a few differences with this process when shipping the orders from SellerCloud:
a. You can choose when to authorize payment on the orders to cause them to reserve inventory (see above - Initial Steps, #2).
b. When confirming the orders (clicking Save on the Check Availability page), the backordered items will no longer be split to a new order. All items that are confirmed will be added to a shipping agenda. You can then separate the items into different shipments, depending on when they need to ship, which items need to ship together, etc.


Managing shipping agendas

After checking availability on an order, the order will automatically be added to a shipping agenda and you will be directed to that shipping agenda's page.

To access the Vendor Central Shipping Agenda list (not from the Check Availability page), click Orders > Vendor Central Shipping Agenda.

If you don’t see this option, contact SellerCloud Support to enable the back-end setting: EnableVendorCentralShippingAgenda.

Next to the list of shipping agendas, there will be a list of open orders that have not yet been added to a shipping agenda.

You can filter the open orders grid by destination warehouse by typing in either the warehouse code, the city, or the state initials, and then pressing enter on the keyboard.

Adding and removing orders to/from shipping agendas from within a specific agenda

You can add or remove orders from a specific shipping agenda as long as they are going to the same fulfillment center (which is displayed at the top of the Shipping Agenda page).

  1. In the Shipping Agendas List, click the ID for the desired Agenda. The Vendor Central Shipping Agenda screen appears.
  2. Enter the OrderID in the textbox on the top-left corner of the page, and click either Add Order or Remove Order.

Adding orders to shipping agendas using the open order grid

  1. In the Open Orders Grid, click the check box for the desired order(s).
Only orders going to the same fulfillment center can be added to the same agenda. The destination warehouse is displayed on both the shipping agenda list and the open order list for easy reference.
  1. Click Add Order(s) to Shipping Agenda.
  2. The Vendor Central Shipping Agenda Add Orders page will be displayed.
  3. Add the open order
    1. To an existing shipping agenda by clicking on the Shipping Agenda checkbox, then click Add to Agenda button.
    2. To a new shipping agenda by clicking on Add to New Agenda button.
  4. Before the order will actually be added to the agenda, you will be redirected to the Check Availability page to confirm the order. Clicking "Save" will add the order to the agenda you specified (or to a new agenda).
Even if a shipping agenda is already fully shipped, you can still add orders to it. The items will just need to be added to a shipment within the agenda.
Don't forget to send the 855 confirmation if you have not yet done so.

Adding quantities to new or existing shipments

At the top of the shipping agenda page, there is a list of orders and items that have not yet been added to a shipment. Each item will show the total confirmed qty as well as the remaining qty that has not yet been added to a shipment.

In the Items grid is a list of Orders, Product IDs, Total Qty, and Remaining Qty from all orders on this Shipping Agenda. A line item with multiple units can be divided into different shipments, and different orders can also be split among different shipments. The shipments display in the Existing Shipments grid and the remaining qty in the items grid will be updated as the units are added to shipments.

  1. On an item row enter a Qty To Add, and then choose New Shipment or an existing shipment from the Shipments drop-down. Click Add to add a specific row to a shipment or click Add All to add all the items at once.
  2. If you are adding all the items to a shipment at once, make sure all the rows are completed correctly prior to clicking Add All.


Routing & shipping steps

Routing request (EDI 753)

Before sending out any shipment, you will need to request routing details from Vendor Central. The routing request includes the PO information, weights, dimensions, and ship from location, and based on that Amazon will tell you how it should be shipped.

Routing needs to be requested per shipment. Before sending a 753 routing request, you must edit the shipment details and set up pallets/cartons.

  1. Click Edit in the Existing Shipment grid. In the pop-up window complete the following fields:
  • Ship From Warehouse
  • Stackable
  • Freight Class
  • Commodity Code
  • Freight Ready Date
  • Shipment Type
  1. Click Save Shipment
  2. Click Manage link in the Number of Cartons/Pallets column:
    1. For Less-Than-Truckload (LTL) shipments, you will need to perform the following three steps. For Small Parcel shipments, perform steps ii and iii.
      1. To add pallets, click Add New Pallets and set the weight (lbs/oz) for each pallet. Click Update Pallet(s).
      2. Click Manage Cartons and then Add New Cartons. Enter the Weight (lbs/oz), WidthHeight, and Length(inches). Click Update.
      3. Click Manage Items on each carton. A grid will display with all the items in the shipment, with the total qty to ship, and the remaining qty left to be allocated to a box. Set the box qty for all the items that will be included in this carton, and add an Expiration Date, if applicable. Click Save.
    It is suggested that you have product weights set up in SellerCloud to facilitate the system automatically calculating the carton and pallet weights. You can update the pallet or carton weights manually should they be in error.
    Use the Select Carton drop-down located on the Manage Items page to switch between the cartons within the pallet.
    Palletless LTL Shipments: If you ship an LTL shipment in loose cartons rather than pallets, there is an option to “Add cartons without pallets” on the Manage Pallets page. Each LTL shipment can have either pallets (with cartons on the pallet) or loose cartons, but not both.
    Vendor Central does not allow different units of the same SKU in the same carton to have different expiration dates.
    a. If units with the same SKU have different expiration dates, they must be shipped in different cartons.
    b. If units with different SKUs have different expiration dates, they can be shipped in the same carton.
    It is important that the weights and dimensions of the cartons (and pallets if there are any) are accurate as this information is sent on the 753 routing request and it is what Amazon is going to base the routing instructions on.
  3. Once the routing information and the cartons/pallets are set up, select the shipment and choose “Generate Routing Request and Upload”. (For testing, choose Generate Routing Request and Download).
If you send an EDI 753 Routing Request for a shipment, then have a change in SellerCloud and you need to re-send the routing via EDI, Amazon will ignore the additional 753 routing request(s). Contact Vendor Central if information changes for the previously sent EDI 753 routing request.
Instructions on testing the routing request (EDI 753) transaction can be found here.

Receive routing instructions (EDI 754)

This is Amazon's response to the EDI 753 message. Amazon does not send the 754 Routing Instructions until the Freight Ready Date sent on the 753 (set in the “Edit” window on the shipment in SellerCloud). The 754 will be automatically imported by the Vendor Central service, and the SCAC Code (carrier code) and Amazon Reference Number will be saved to the shipment.

It can take Amazon 24-48 hrs to send the 754 via EDI from when the 753 was submitted, even if the carrier details are available on the portal before that, and even if the freight ready date is before that time.

You can also import a 754 file manually from the shipping agenda page:

  1. Click the Choose File button on the top right corner of the page.
  2. Select the file from your computer.
  3. Click the Import Routing Instructions (754) button.

You can print carton labels anytime after setting up the pallets and cartons. Each label will have a unique Serial Shipping Container Code (SSCC) .

  1. Select the shipment and choose “Print SSCC Labels” from the Action Menu. A PDF document will be downloaded with one label for every carton.
For Less-than-Truckloads (LTL) orders, you can also print the SSCC labels from the action menu on the Manage Pallets page.

Shipping

Small parcel shipments:
  1. In the Existing Shipments grid, click on the Ship link beside (near the ship date on the right side of the grid).
  2. You will be directed to the Vendor Central Shipping Agenda Labels page where you can see all the labels generated for this shipment. Click on the Create New Label link.
  3. A page will open with the details of the label that will be generated. The Ship From Address is populated from the warehouse set on the shipment (see Initial Steps #4), and the Ship To Address is the Amazon Fulfillment Center. Clicking on the number of cartons link will allow you to view and edit the cartons and contents that have been set up.
  4. Select the options on the bottom (Amazon usually requires delivery confirmation) and click Generate Label. You will be directed back to the label history page where you can download the label PDF.
Less-than-truckload (LTL) shipments:
  1. Select the shipment and choose Print BOL from the action menu. A BOL PDF will be generated and be downloaded with an empty space for the PRO Number/Barcode sticker (which you will receive from the driver).
  2. Once you have the PRO Number, click Ship on the shipment (near the ship date on the right side of the grid) and enter the PRO Number (and trailer and seal numbers if available).
  3. Click Update to save the PRO Number and mark the shipment as shipped. The ASN will be sent automatically, but if you would like to send it immediately, choose Update and Send 856 ASN instead.

Advance shipping notification (EDI 856)

The ASN is used to send the shipping and tracking information to Vendor Central. SellerCloud will automatically send an ASN for every shipment shortly after it is marked as shipped, even if it only includes part of an order. When the rest of the order is shipped, a separate ASN will be sent for those items.

To manually push an ASN for a specific shipment:

  1. Select the shipment from the Existing Shipments grid.
  2. Choose Generate ASN Tracking and Upload from the action menu.
Instructions on testing the advance shipping notification (EDI 856) transaction can be found here.

Invoices (EDI 810):

Once a shipment has been shipped, the invoice will be sent automatically for the items in that shipment. If the order has been split among different shipments, the items will be invoiced as they are shipped.

To manually send an invoice for a specific shipment:

  1. Select the shipment from the Existing Shipments grid.
  2. Choose Generate Invoice(s) and Upload from the action menu.
Instructions on testing the invoice (EDI 810) transaction can be found here.


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