Vendor-Closing-Instructions

1 Hayneedle, Inc. Dear Hayneedle Vendor Partner, Lead time (also called ship delay on the vendor portal) is the normal processing time in business days that it takes to receive, process, and ship an order for a sku when the sku is in stock. It is set at the sku level and is used to calculate committed ship dates of PO’s. It is also used on our front end websites when projecting estimated delivery dates to customers. Sku lead times can be changed in the vendor portal using the inventory management tools. Please keep in mind, lead time on the portal is not the same as stock availability status. They are two separate things. Stock availability status is what needs to be changed when an item is out of stock, along with adding an expected availability date. For a closing other than weekends and our standard non-shipping holidays (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day & Christmas Day), sku lead times should be changed in advance of the closing, by the number that the sku lead times are set to & add the number of business days you will be closed. For example, a sku has a 2 day lead time. In addition to the normal Thanksgiving Thursday, the supplier will be closed both the Wednesday before and the Friday after Thanksgiving. The supplier should change their items the Friday before Thanksgiving and change the sku from 2 business days to 4 business days, to account for the Wednesday and the Friday that they will be closed. The Thanksgiving Thursday is already on our list of standard non-shipping holidays, so it does not need to be included. Doing this on the Friday before allows existing orders to still be shipped out on the Monday and Tuesday before Thanksgiving, but from that point forward any new orders will have a committed ship date that would be after the supplier reopens from the holiday closing. This process is pretty simple, but it is a crucial, often overlooked process that directly impacts both the Vendor Performance Report and potential debits for Non-Compliance. Failing to adjust lead time for non- standard closings can result in past due orders and compliance debits that could have easily been avoided. Please see the instructions below on how to update your lead times via the vendor portal. To change a sku’s lead time in the basic Inventory Management section of the portal to accommodate a closing: 1. From the list of skus, check the box on the left side of the screen to select the sku you wish to change, and click Continue at the bottom of the screen. 2. Next, on the Inventory Management - Update Skus screen, go to the field with the column heading Committed Ship Time (Days) and type in the number of days lead time for the sku, replacing the existing number that is already there, and click Update Sku Status . For a closing that is not one of our standard non-shipping holidays, add the number of business days that you will be closed to the existing lead time already in the field. 3. The next screen you will see is titled Affected Orders Update . Its purpose is to give the supplier the chance to update committed ship dates of any orders potentially affected by a change that was made to the sku. In the case of updating lead times to accommodate a closing, you would leave the orders alone and then just click Update Affected Orders , having made no changes directly to the potentially affected orders. 4. Once you reopen and resume processing and shipping orders, go back into the inventory management section and reset the skus to the lead time that they had prior to being closed, using steps 1, 2, and 3 above.

2 Hayneedle, Inc. To change a sku’s lead time in the Advanced Inventory Management section of the portal to accommodate a closing: (Please note: This is an opt-in program. To be opted in, simply fill out your information on the Advanced Inventory Management screen & someone from our Vendor Operations team will reach out to you with training material.) Click the “Download Full CSV” link. All your current Hayneedle skus will be populated. From here you can update the information to change your items inventory status. Ensure you check all columns to verify Hayneedle has your current sku information. Please note: The UPC column will need to be formatted as a number before saving the file, each time the sheet is opened. Please also be aware, the downloaded sheet will list all items with a 0 in the ‘Stock Quantity’ column. If you only need to change the stock status of only a few skus, please find the skus you need to change & delete the rest. Any item left on the sheet with ‘0’ in the ‘Stock Quantity’ column will be changed to out of stock. Formatting the File: 1. In the ‘ Product Availability Date ’ column, the date needs to be in the following format: yyyymmdd (Option: HHMM) 2. In the ‘ Stock Quantity ’ column, ensure ALL cells are populated with a positive value (greater than zero, unless the item is Out of Stock) 3. In the ‘ Scheduled Inventory Amount ’ column, ensure ALL cells are populated with a positive value (greater than zero) 4. If information for the ‘ Vendor UPC’ , ‘ Scheduled Inventory Amount’ , ‘ Product Availability Date’ is not available, the values in those columns are not required 5. If information for the ‘ Vendor UPC’ , ‘ Scheduled Inventory Amount’ , ‘ Product Availability Date’ is not available, the values in those columns are not required 6. If your team downloads the inventory file in Excel (.csv) ensure the UPC column is formatted to a Number (no decimals, no commas) upon download and BEFORE saving the file and uploading back to Hayneedle’s Vendor Portal. (You must format this column as a number EACH time that you open this file before saving.) This field can also be left blank. 7. Ensure the file format is in a Comma Delimited File (CSV file) format or a Notepad File format (ensure you save file with a .csv extension, NOT .txt) upon saving the updated Inventory File (BEFORE upload) Updating Inventory: 8. If downloading a full csv, your “Stock Quantity” column will automatically be populated with 0. 9. To report an item as In Stock , ensure there is a positive (greater than zero) quantity in the ‘Stock Quantity’ column 10. To report an item as Backordered , ensure the ‘Stock Quantity’ column = 0 (zero) and the ‘Product Availability Date’ column contains a date that is 14 days or less, from the file submission date 11. To report an item as Out Of Stock , ensure the ‘Stock Quantity’ column = 0 (zero) {Note: If ‘Product Availability Date’ is available, please enter that date in the file as well} 12. If an item is Discontinued/Inactive , exclude it from the CSV file and manually update the item’s status on Hayneedle vendor portal site