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Training + Development
Ready, Set, Grow!
All information contained in this publication is proprietary. No reproduction, distribution or use of the material is permitted without the
express permission of Academy Sports + Outdoors. © 2014 Academy Ltd., d/b/a Academy Sports + Outdoors. All rights reserved.
WBTATMOSCarrierProcesses20150701v1d1
Carrier Processes
OTM Oracle Transportation Management
Carrier Training
2
Academy Sports + Outdoors is implementing the new Oracle Transportation Management (OTM) to
replace the current JDA TMS. OTM is a centralized transportation management platform solution for
outbound freight and parcel operations in North America. By deploying OTM as our logistics backbone,
we have now a single platform to manage all shipments and modes of transportation across our
domestic network. OTM will process 5,000+ order releases per month and manages 35 + carriers
across the country providing a real-time, dynamic solution centered on an overarching transportation
system giving visibility and control of the supply chain operations and costs.
Why?
By proactively revisiting and improving our transportation planning systems we ensure the efficient
optimization of movements of goods across the distribution channel. The new OTM delivers robust
transportation planning and execution capabilities to our company and our partners as a holistic solution
to the constant changing transportation requirements of the retail industry.
When?
Release expected by end mid Q3 2015
OTM ORACLE TRANSPORTATION MANAGEMENT
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Key Benefits
• Increase efficiency, accuracy and control of operations
• Ensuring complete logistics network visibility throughout the supply chain
• Reducing freight spend and improving freight cost visibility
• Track and Trace feature
• Collaborative framework facilitating the flow of information across multiple parties
• Improve reliability of inbound deliveries.
• Ensure complete visibility of the goods in transit and manage exceptions during the movement of
goods
• Increase customer satisfaction and reduce loss of sales opportunities through on-time delivery
• Fast automated freight payment match-and-pay processes
Key Changes
• New OTM website
• New website functionality
• Freight Payment management changes
OTM ORACLE TRANSPORTATION MANAGEMENT
Training + Development
Ready, Set, Grow!
All information contained in this publication is proprietary. No reproduction, distribution or use of the material is permitted without the
express permission of Academy Sports + Outdoors. © 2014 Academy Ltd., d/b/a Academy Sports + Outdoors. All rights reserved.
WBTATMOSCarrierProcesses20150701v1d1
Carrier Processes
Collect and Non-EDI
Carriers
Objectives
• Identify non-EDI collect carrier processes
By email
Log into OTM website
• Review carrier options in OTM
• Review pre-paid carrier tender processes
• Identify the process for changing passwords
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This training document is an introductory tutorial to
OTM with information and tips on navigating the
system.
This document is directed to all Non-EDI Carriers
(also Pre-paid), however, if you are an EDI carrier
and have lost your EDI capabilities, then follow the
instructions in this document to manage your freight
movements.
Users will be able to view, create, edit and maintain
shipment information for Academy Sports +
Outdoors(ASO).
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The tender process for Non EDI Carriers can be done through email or by logging into the OTM
website directly
Shipment tender by email The Tender for Shipment email message from [email protected]
is sent to the carrier to offer a shipment.
The message includes a URL for the carrier to respond via the web.
By selecting the link, the Carrier would be prompted to login into the OTM website.
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Carrier Login
Enter assigned User Name and Password
User Name: SCAC
Password: CHANGEME
Users can change their password upon initial log-in. (see page 25)
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Upon logging into the system, the carrier will be prompted to the Online Booking/Tendering screen.
This screen allows to accept or decline an offered shipment.
Accept Tender
• Select Accept
• The Results page will display confirming successful modifications of the selected records
Note: Pickup date and time is based on the tendered time of the shipment allowing the Carrier 8 hours to pick up.
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Decline Tender
• After the tender has been declined, the Decline Shipment page will display requesting a Decline
Reason Code – (see page 24)
• Select the Finished button once all the fields have been completed
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Log into OTM website directlyNon-EDI Carriers can manage shipments tendered by ASO by login into the OTM website.
How to Access OTM
• Go to https://vendor.academy.com/
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Carrier Login
Enter assigned User Name and Password
User Name: SCAC
Password: CHANGEME
Users can change their password upon initial log-in. (see page 23)
NOTE: The preferred browser for OTM is Firefox
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Carrier Options in OTM
• Online Booking/Tendering – Provides shipment details, allows to accept or decline tenders
• Shipment – Provides shipment details, allows invoice creation
• Buy Shipment Events – Allows to update the shipment with events such as confirm, pickup,
delivered, delayed, in route, etc.
• Change Password – Allows to reset password
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Online Booking/Tendering
• Select the Online Booking/Tendering button
• The Tender Response Finder screen allows the carrier to search for shipments by Shipment
Number, other criteria, or by performing an open search
• The search provides a Tender Response screen which contains information such as shipment
ID, tender type, and tender status
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Online Booking/Tendering
• The table below provides a legend for the indicators and user defined images found on the
Tender Response screen such as: the shipment ID, shipment indicator, and tender status
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Online Booking/Tendering
• To accept or decline a shipment, select the load by checking the corresponding box
• Select the Actions button to display the actions box
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Online Booking/Tendering
• The Accept this Shipment page will display once the shipment is accepted
• Selecting the Finished button will display the Results page providing confirmation
• Close the results page and return to the Tender Response screen
• On the Tender Response screen, the Tender Acceptance Status should change to Accepted
Note: For other Status changes, see the Buy Shipment Event section
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Online Booking/Tendering
• Decline a shipment by selecting Decline under the actions tab
• Ensure the proper decline reason codes are selected by clicking the drop down button to the
right of the Decline Reason Code field
A list will populate providing quick codes (See page 24)
• Upon completion select the Finished button to decline the shipment .
Note: A shipment cannot be declined when is in Accepted Status.
Contact [email protected] for assistance.
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Shipment Actions
• Carriers can search for tendering shipments by shipment number, other criteria, or by performing
an open search using the Buy Shipment Finder screen
• Select Shipment on the home screen to access the screen
• The Buy Shipment Finder screen displays all tendered shipments to a carrier with details
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Creating a Shipment Invoice
• To create an invoice for a shipment, the shipment must be in Delivered status
• Select the shipment by clicking the box to the left of the shipment information
• Once the appropriate shipment is selected, click Create Invoice button
• The invoice results will generate
• Select the invoice number to view or make changes
Alert: Once the Create Invoice option has been selected and the invoice number generated the
process cannot be reversed.
Create Shipment Invoice
• A carrier can make edits to the invoice by
selecting the Edit button
• The carrier will be able to make edits
including changing the invoice number to
their internal invoice number
20
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Creating a Shipment Invoice
• To add supplementary charges to the shipment invoice, select the Line Items tab
• By selecting the New Line Item option a Line Item screen will display to allow the Carrier to add
the required information
• Save to create the new line
• Click on the pencil icon to make changes to an existing line
• Click Finished once the changes have been made
22
Buy Shipment Events
• The Buy Shipment Event Finder screen allows the carrier to search for shipments by shipment number, other criteria or by performing an open search
• Select the Buy Shipment Events button from the home page
• The search provides a Buy Shipment Event screen which contains shipment information such shipment ID, service provider ID, start time, start end, etc.
• A carrier can add or view an event by selecting the shipment on the left side of the screen and selected the Actions button.
• To add shipment tracking events, select the Add Shipment Tracking Event link.
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Buy Shipment Events
• There are four required fields to complete: Responsible Party, Status, Event Location and Event Date/Time
• Click the Finished button to save the addition
• A Carrier is required to provide the following Status Events on a Shipment
Accepted/Declined
Ship Confirmed
Picked Up
Delivered
24
Confirming a Shipment
• The Shipment Tracking Event will display to show all events on the load.
Changing a Password
• Select Change Password from the home
menu
• Input old password
• Input new password
• Retype password
• Select Update Password
• Password Rules:
7 characters long min.
Expiration: 180 days
History: last 5 passwords
Max attempts before lockout: 5
25
26
Decline
Reason
Codes
Shipment
Indicators and
User Defined
images
Accessorial
Codes
Invoice
Indicators
Training + Development
Ready, Set, Grow!
All information contained in this publication is proprietary. No reproduction, distribution or use of the material is permitted without the
express permission of Academy Sports + Outdoors. © 2014 Academy Ltd., d/b/a Academy Sports + Outdoors. All rights reserved.
WBTATMOSCarrierProcesses20150701v1d1
Carrier Processes
Prepaid Shipments
29
Rules and Guidelines for Prepaid Carriers
• All Prepaid carriers must log into OTM when submitting a delivery request
• Request must be submitted before 2:00 PM Monday thru Friday
• Notification of an appointment must be submitted 24 hours in advance of the delivery
• The driver can only gain access for delivery if they have an appointment number
• All PO’s must be individualized and must have the weight, cube and carton count for each PO
• PO’s that not classified for resale, must have a contact name and phone number for the item
• Drivers can only arrive 10 minutes before the appointment time
• Drivers must have the BOL and all supported paper work for the shipment
• If the driver is more than 30 minutes late, we can refuse the driver access to our facility
OTM RULES FOR PREPAID CARRIERS
31
Prepaid Carrier Tender Processes
• All PPD carriers will login with the same user ID and password
Carrier Log in
Enter User Name and Password
User Name: ASOCARRIER
Password: CARRIER
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• To enter PPD shipment details, click on the Enter PPD Shipment Details link
• Click on NEW
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Prepaid Carrier Tender Processes
• PRO/BOL Number – Enter in your Pro/BOL Number for the shipment
• Delivery Date – Click the Calendar to enter the delivery date for the shipment
• Order Configuration – Do Not Change
• Source Location ID – Do Not Change
• Trailer Number – Enter the trailer number for the shipment
• Additional Comments – Free form to enter a small description for the shipment
• Payment Method – Select PPD from the pull down
• Carrier SCAC – Enter the carrier’s SCAC
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Prepaid Carrier Tender Processes
• Destination Location ID – Select the destination from the pull down
• Payment Terms Select PPD - Do Not Change
• Carrier Name – Enter the carrier name for the shipment
• Carrier Address – Enter the carrier’s address for the shipment
• Carrier Phone – Enter the carrier’s phone number
• Carrier Email – Enter the carrier’s email address
• Carrier Contact Name – Enter the carrier’s contact name
• Click Ship Unit button
35
Prepaid Carrier Tender Processes
• Click the New Line Item button to enter specific PO information and enter the following information into the corresponding fields:
Leave Blank – Do not change
Total Package Count – Enter the carton count for the individual purchase order
Weight – Enter weight for the individual purchase order
Volume – Enter volume for the individual purchase order
Type – Do not change
PO Number – Enter the purchase order number
Contact Info – Enter a contact for the recipient of the items
Store Number – If the items are going to a store enter the store number
Vendor Name – The vendor name of the PO or item
Comments – Free form to enter in any comments necessary
Reference Number Qualifier ID - Click the pull down arrow and select PALLET_COUNT and Reference Number (the number of pallets)
Click Save to the right of the Reference Number
• Click Save once the information is entered
• Then Finished or New Line Item for new PO and repeat the above steps
36
Prepaid Carrier Tender Processes continued
Reference Number Qualifier ID - Click the pull down arrow and select PALLET_COUNT and
Reference Number (the number of pallets)
Click Save to the right of the Reference Number
• Click Save once the information is entered
37
Prepaid Carrier Tender Processes
• If shipping multiple PPD POs, click the New Line Item tab to create additional POs
• Click the Finished button at the top of the screen once all the information for the shipment has
been entered
• To create another shipment, click the Create Another button or repeat the option below
Use this information for entering information PDD shipment details
38
Use this information for entering information new line item shipment details
If shipping directly to any of the Academy
store do not use OTM. If more information is
needed, contact the Shipper.
