II.

Distribution
Table of Contents

Content Page #
A. Identify the # of items to send to each Sales Rep II:2
B. Create an Internal Distribution List II:3 – II:9
C. Email Field Marketing Preliminary Distribution Plan II:10
D. Create Purchase Orders (POs) II:11 – II:18
TROUBLESHOOTING II:19 – II:23
E. Set up StaplesLink Auto-Distribution II:24 – II:28
F. Set up EWay Auto-Distribution  
G. Confirm Inventory in FCs II:29 – II:33
H. Turn SKUs on/off for Auto-Distribution II:34
I. Send Materials Alert II:35
J. Transfer SKU Quantities To/From FCs II:36 – II:42

Learn more about:

 Shipping Marketing Materials to the Home Office, Sales Offices &Fulfillment Centers (FCs)
 Communicating with Field Marketing/Sales when and how Marketing Materials will be arriving
 Auto-Distribution: Enrolling eligible customers to automatically receive marketing materials when they place an
order on [Link]/[Link]
 Monitoring the inventory of Marketing Materials at FCs in order to make sure that orders are processed properly
 2 A. Identify the # of items to send to each Sales Rep

 This step should be taken before a distribution list is created to help determine the # of materials that will be sent to
each Sales Rep. (if applicable)

I. Location: StaplesCentr Drive(frafile 7)NEW Distribution List/[Link]

II. Drag the file to your desktop before beginning. You can work on the file from your desktop, but your computer
MUST be connected to the server in order to create a DL.
III. This is the screen that you should see and begin working on.
IV. Take the # in Step 1C and divide it by the # in Step 4b. This is the total # of items going to each Rep.

2B. Create an Internal Distribution List

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 I. Location: StaplesCentr Drive(frafile 7)NEW Distribution List/[Link]
II. Drag the file to your desktop before beginning. You can work on the file from your desktop, but your computer
MUST be connected to the server in order to create a DL.
III. This is the screen that you should see and begin working on.

Step#1: Instructions (Skip any steps that do not apply to you)

1a. Enter the total number of items printed for distribution
1b. Enter the number of items per case
• This info would come from Print Services. Ex: if there are 10 catalogs in a box, fill in 10
1c. Enter the total number of items going to the Sales Offices
• Note: This does not include the fixed quantity Groups from Step 1e. (SEA & SBA IAMs)
1d. Enter the number of Items going to Group O
1e. Click “Select – Click Here” (Refer to Reference A for detailed instructions on adding groups)
• Add any desired Fixed Quantity Groups. This includes the Home Office and is the ONLY place to add SEA Sales
Offices & SBA IAM Sales Offices. When finished, click “Next.”
• Be sure to select Staples, CE or both when selecting groups
• Then click “Review the Alloc – Click Here”
• If necessary, edit the Contact or Quantity information in yellow boxes. Please note: Shae Thacker is the default
names for the Framingham Marketing distribution. Please delete and add your name in the place of Shae’s
name. When finished, click “Next.”

1f. Select from the Drop Down where your items are going – EWay & Quad FCs, StaplesLink & Quad FCs or EWay,
StaplesLink & Quad FCs (most common – this is to all FCs across both platforms)

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1g. No action needed – This is the # of catalogs you have left to send to the FCs and cannot be edited here.

1h. Enter the SKU #

Step#1: Screen Shot

Step#2: Instructions

2. Final Allocation to FCs (After manual adjustments)

• Continue to Step 3 unless there is a specific need to adjust the FC allocations. If adjustments need to be made,
follow instructions below:

• To edit the number of cases going to each FC, click “Review the Allocation to FC Addresses – Click Here.”

• Column Q, “Final Allocation (#Cases)” can be edited if necessary. Please Note: You are editing the total # of
Cases, not individual materials.

• The Total Proportional Allocation must =Total Final Allocation. (i.e. if you take 1 case away from a DC, make sure
to allocate that 1 case to another DC.)

• When finished, click “Next.”

Step#2: Screen Shot

Step#3: Instructions

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3. Select the Main Sales Groups you are shipping items to. (Refer to Reference A for detailed instructions on adding
groups)

• Click “Select the Main Groups – Click Here” to select the groups you wish to include in your D.L.

• Options here include groups such as Business Development, Account Management, Federal Govt and various
LOBs.

• Be sure to select Staples,EWay or both when selecting groups

• When finished, click “Next.”

Step#3: Screen Shot

Step#4: Instructions

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4. Select the Sub Groups within your Main Groups that you would like to ship items to. (Refer to Reference A for detailed
instructions on adding groups)

• This allows you to target specific regions if necessary. If you want to include all regions, you can click “Select All”
at the bottom Left of the screen and use the middle Right arrow key to add all groups to the Right box.

• Note: This step can’t be skipped and you MUST add all the groups you want to include here. You will most often
add all Groups.

• Click “Select the Sub Groups of the selected Main Groups – Click Here.”

• When finished, click “Next.”

Step#4: Screen Shot

Step#5: Instructions – No action needed yet.

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 5a & 5c. These #s tell you the # of items you planned to distribute to Sales Offices & Group O. (6a=1c, 6c = 1s).

5b & 5d. These #s tell you the # of items you ended up distributing to Sales Offices & Group O.

Step#5: Screen Shot

Step#6: Instructions

6a. The # of items you planned to distribute. (This will always equal 1a)

6b. 6a must = 6b! If 6a≠6b, you will not be able to create your mailing list.

• If 6a <6b, add the difference back in Step 5 by clicking “Review the Allocation to Sales Offices and Group O –
Click here.” Add the # to Group O or any Sales Offices in column Q, highlighted in yellow. Then, click “Next.”

• If 6a >6b, subtract the difference back in Step 5 by clicking “Review the Allocation to Sales Offices and Group O –
Click here.” Subtract the # from Group O or any Sales Offices in column Q, highlighted in yellow. Then, click
“Next.”

• Confirm that 6a≠6b. Once these #s match up, the “Produce Mailing List File – Click Here” will become clickable.

• When you are finished, SAVE the master excel file. Then click “Produce Mailing List File – Click Here”

• You will be prompted to name and save your DL. Click “Save” and a message will pop up saying your DL has
successfully been saved.

Step # 6/Data Output Screen Shots

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Mailing List

• This is the DL you will send to Print Services. (See Sample below).

• Send the file with the Consolidated Mailing List tab and FC Tab (if applicable). Please delete the “Detailed
Mailing list” tab.

Reference A

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• On the Left side of the screen, you will see a list of Groups that you can add to your distribution List.

• Highlight the row of the Group you would like to use and click the “right arrow” in the middle of the screen to
add the Group to the Right Box.

• You can use the “left arrow” to remove Groups you have selected to use in the Right Box.

• You can also use the “select all” or “De-select all” feature at the bottom of the screen

• When you have selected all the Groups you want to include in your DL in the Right Box, click “Next” on the top
Left of the screen

2B. Email Field Marketing Preliminary Distribution Plan

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  Email Field Marketing (see template below) and request feedback regarding your plan for distribution.

Hello –

Below you will find the preliminary distribution plan for the (insert name of material). Please review this information
and make any edits by (allow 1 week). The file can be located on the Staples Centr Drive: (fill in location) and all edits can
be made directly to the file on the “Consolidated Mailing” Tab.

If I do not hear back from you, I will assume that you are ok with this distribution plan.

**A reminder to email all permanent database changes to Caitlin Doran as soon as you are aware of any address/contact
changes.

Target Audience: Items Available at: Distribution:

[Link] Group O # of Items Per Rep:

[Link] Staples FCs # of Items Per Case:
Other: Staples CE DCs # of Total Items Printed:
Sales Offices
Other: Auto Dist? Yes No
Sales Audience: Pricing: Direct Mail? Yes No
SBA List
Enterprise Net Dates:
Account Managers None Available to Customers:
Inside Account
Other: Expiration Date:
Managers
Bus Development
Other:

2D. Create Purchase Orders (POs)

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 Request all POs for EWay only DCs be cut by Joel DesMarais. Please email Joel “DC” tab (and only this tab) from
your Distribution List. (Allow 10 days for Joel to cut POs if possible). Joel will email spreadsheet back with POs
which should then be inserted back into your final Distribution List.
 Cut POs for all Link only FCs, Quad Channel FCs & Quad Enabled FCs in Sunbeam. Add POs to “FC” Tab of your
final distribution list.

Instructions to cut Purchase Orders in Sunbeam

#1 - Sign into Sunbeam by entering your User ID & Password. Then click OK.

#2 - Using the same Username & Password, sign in again and press Enter.

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#3 – Press Enter at this screen.

#4 – Press Enter at this screen.

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 #5 – Select option 5 – PO Entry and Maintenance.

#6 - Select option 1 – Enter/Update a Purchase Order

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 #7 - Press enter to create a new purchase order.

#8 - Enter your buyer number. Tab to Vendor Number and enter vendor number. Tab to Location and enter FC
location number.

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 #9 – Verify information, and press enter for next screen. NOTE: PO Number appears here for the first time.
Write the PO number down at this point.

#10 – Put cursor on space to the Right of Order Smoothing and type a “Y”. Press enter. This will take you to the
Due Date line. Enter due date (latest date materials are due at FCs.) Note: Carefully enter date and use arrow to
jump over slash, NOT tab. Press enter when you are done.

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#11 – Verify information and press Enter to get to the next screen.

#12 – Enter the catalog SKU. Press Enter. Then, press F7.

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#13 – Verify case pack quantity. If incorrect, manually enter Case Pack. Press tab to get to “Qty. to Order”
column. Enter quantity to order for the FC and press Enter. Press F7 to get to next screen.

#14 – Press F1 at this screen.

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 #15 – Type “x” next to “Release(No Fax/No EDI/No Print)”. Then, press Enter.

#16 – This screen means your PO is complete! Press enter to get through this screen.

#17 – Confirm you have recorded your PO #. Then, delete the PO# and press Enter to start over and cut your
next PO.

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 TROUBLESHOOTING

How to Cancel a PO #

A – Follow Steps 1-5 Above. When you are at the screen below, hit 3 and Enter.

B – Enter your PO#, then tab to Reason Code and enter NO. Then hit F5.

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C – You will see the screen below. Your PO has been canceled. Hit Enter to clear the screen.

How to Re-Open, Edit & See Summary of a PO

A – Follow Steps 1-5 Above. When you are at the screen below, hit 4 and Enter.

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B – Enter PO # and hit Enter.

C – Review information below to verify PO was created correctly. Hit F7 to re-open the PO or F1 if you do not need to
update anything.

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D- If you get an error message (see below), it is either too late to update the PO or the PO hasn’t officially been created.
Hit F1 to return to original screen.

E – Press 1 then Enter.

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F – Enter PO # and hit Enter. If the PO hasn’t been officially released, you will be able to edit the PO here and re-release
as you normally would. Use Enter to go through screens you don’t need to update. To ensure PO has been updated, you
must see the red screen (show in Step #16 above). If you cannot edit the PO here, you must delete the PO and create a
new one.

If an individual FC Cannot Receive a PO (but others can)

A – If an individual FC says the SKU# is inactive in PKMS and they are able to see the PO in their system, but are unable
to receive it:

 Contact Sunil Ramakumar (and cc Mike Langfield) to explain the problem and ask if they can rebridge your SKU#
and PO# so that the SKU is active in PKMS and is able to be properly received/slotted.

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 2E. Set up StaplesLink Auto-Distribution
I. Enables you to “enroll” or “subscribe” customers for specific marketing collateral
II. Only customers placing orders will receive marketing collateral CRITICAL: SKU No. must be set up and clearly/ visibly
printed on the Front cover and Spine (if applicable)
III. MUST have access to the [Link] drive. [[Link] on 'EMC-SNAS:T5.5.36.204 (Frafile2)]

Secure customer enrollment lists

1. Request list from Database Team (SAMarketingListRequest)

OR
1. Retrieve list from Auto-disitribution website @ [Link]
- Click “Download Customer Enrollments” on the Left
- Individually select and download each customer list for the desired divisions
- Net Priced Marketing vehicles- send to Pricing team
2. Translate list into Blast template
Note:
- ‘Co’: always 1
- ‘Cat Type’: code you assigned in Step 1d -Define Distribution Criteria (Create a Type), page. 16
- ‘Date Type’: “S” is the Standard date that you will assign when setting up a SKU in AS400 (Step 1d- Set up
Sales Divisions, I: 20 – I: 24). If you have an exception customer that needs a different dates, that will
need to be flagged as “C” for “Custom date range in your blast template.
- Submit multiple files under multiple the SRF# generated if request exceeds: a.) More than 60,000
records and b.) More than one sales DIV
Example:

3. Save files in [Link]Auto Distro Blast folder

a. Tab on bottom left MUST be titled “cat-add2”
b. Name of file MUST follow the convention cat_add2_[TYPE]_[DIV].xls

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Service Request Form
1. Log onto Staples@work
2. Click on eService Request (SRF) on the right of the screen under “Popular Links”

3. Enter your Employee ID # and hit “Login” to advance to next screen

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4. Click “Create New Service Request” under What do you want to do?

5. Click “Blast” under IT/IS Services

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6. In the “Special Instructions” box, write the name of your project and any applicable details.
7. Click “Add Item to Service Request”

8. Click “Submit Request” and record SRF #

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9. Once SRF has been approved by your manager, email Enrollment files to IS/CSS team (John Snyman & David Foley).
See sample email:

Subject Line: Add Blast Request for SRF# 4560674 – Facilities Catalog

Hi all –

Please process an ADD BLAST request for the files below located in the Caitlin Doran folder on the progress upd
drive.

 
cat_add2_10FACS_BOS.xls
cat_add2_10FACS_RCH.xls
cat_add2_10FACS_PHL.xls
cat_add2_10FACS_NYC.xls
cat_add2_10FACS_LA.xls
cat_add2_10FACS_DET.xls
cat_add2_10FACS_DC.xls
cat_add2_10FACS_ATL.xls
cat_add2_10FACS_DAL.xls

10. You will receive an email back asking you to do a “dry run.” Open files and make sure that all items in “Feedback”
column say “OK-Add.” Email back IS and let them know if the files are approved.

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 2G. Send Materials Alert

 Using the email addresses provided in your final distribution list, copy and paste all email addresses into Outlook to
alert recipients receiving materials that the items will soon be arriving. Use the template below and be sure to attach
an image (jpeg not PDF). Please also cc the Marketing Department.

MATERIALS ALERT!
The (enter name of material) will begin arriving enter date! Dates are subject to change based on availability of
Marketing Materials. Please read your Weekly Marketing Update for additional information.

Background information/how this piece should be used:

Target Audience: Items Available at: Distribution:

[Link] Group O # of Items Per Rep: 10

[Link] Staples FCs # of Items Per Case: 100

Other: Staples CE DCs # of Total Items Printed:

Sales Offices

Other:

Sales Audience: Pricing: Dates:

SBA List Available to Customers: ~8/2/10

Enterprise Net Expiration Date: ~2/1/11
Account Managers None
Inside Account Managers Other: SKU#:
Bus Development
Other:

**Attach Image

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 2H. Confirm Inventory in FCs

1. Log into Sunbeam

2. Hit “Enter” after you type in your user and password credentials

3. Hit “Enter” to move past Sign-on screen

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4. Hit “Enter” to move past Bulletin Board screen

5. Type “18” to continue to Cost Inquiry Menu

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6. Type “29” to continue to SCC SKU Detail/Sales Inquiry

7. Type the SKU No. you need to set up for auto-distribution; Example used here is Sku No. 710742
8. Hit “Enter” to continue to SKU Cross-Reference Relationships Inquiry screen

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9. Select “Cmd 04” by hitting F4 (function key F4)

10. Confirm marketing collateral in remaining FCs

- For a piece of marketing material to actually go to an end-user via auto-distribution it needs to:
1. Have Pick Slot available- represented by PKMSSHIP in the example below
2. Have On Hand qty available- represented by quantities in column

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In order for quantities to be auto-distributed be sure that the ‘Oh Hand’ quantity is moved to the ‘Received’ column
11. Type “C” in the first column
12. Copy “On Hand” qty into “Received” column
13. Hit “Enter”
14. Exit this screen by hitting F12 twice

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 2I. Turn SKU On or Off for Auto-Distribution

Log into Sunrise

1. Log into Sunrise and press Enter twice to continue.

2. Press 5: Staples Contract Environment (United States) and Enter.

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3. Press Enter again.

4. Press 22: Box Insert/Catalog Menu

5. Press 2: Box Inserts Maintenance

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6. “C-Chg; D-Del; A-Add” column: Type “C” for “Change”
7. To Turn On: “ Flag column”: Change “N” to “Y” and hit Enter
8. To Turn Off: “ Flag column”: Change “Y” to “N” and hit Enter

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9. Hit F12 three times to get back to menu
10. Hit F3 to get to login screen
11. To exit, simply close window

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 2J. Transfer SKU Quantities To/From FCs

BACKGROUND INFORMATION:
STAPLES FC CE FC
FC SWITCHING
YES NO
CAPABILITIES
 C: FC Switch assuming there is  C: FC Switch assuming there is
inventory in network. Order will inventory in network. Order will
ORDERED VIA LINK/EWAY Scratch if there is no inventory in Scratch if there is no inventory in
network. network.
 M: Item not orderable  M: Item not orderable
 C: Item Scratches. Customer does not  C: Item Scratches. Customer does
receive marketing collateral not receive marketing collateral
AUTO-DISTRIBUTION  M: Customer does not receive  M: Customer does not receive
marketing collateral marketing collateral
KEY:
M C
Orderable on StaplesLink? N Y
Orderable on EWay? N Y
Can be segmented? Y Y
Generates extra box? N Y

WHEN TO TRANSFER:
If ‘C’ SKUs are low or out at an FC:
 Weekly Inventory Report** (See below)
 AS400/Sunrise SKU Monitoring
Considerations:
 End of Life
 Cost Incurred- Transfers vs. FC Switch
 Logic- Not a flawless system. BE PROACTIVE!
 If FC is out or low and a transfer does not make sense, be sure to shut off that FC

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HOW:
Four Options: depending on where the marketing collateral in being shipped to and from:
Option 1: Group O to Staples and/or CE FC Network
Option 2: Transfers within Staples FC Network (PKMS-Pick Ticket Management System)
Option 3: Transfers within CE FC Network (WMS- Warehouse Management System)
Option 4: Transfers between Staples FC Network and CE FC Network (W2P, P2W)**
- This option is not recommended. It should be used as a ‘last resort’

PKMS SYSTEM

STAPLES FC NETWORK Cust. POs QUAD CHANNEL Cust. POs CE FC NETWORK Cust. POs

472 Putnam, CT Link ST 716 Kansas City Link/EWay ST 606 Lawrence, MA EWay ST
489 Charlotte, NC Link ST 895 Orlando Link/EWay ST 129 Anchorage, AK EWay ST
580 Beloit, WI Link ST 684 London, OH Link/EWay ST 812 Memphis, TN EWay ST
675 Atlanta, GA Link ST 834 Phoenix, AZ Link/EWay ST 973 Auburn, WA EWay ST
682 Chambersburg, PA Link ST 981 Hanover, MD EWay ST
683 Montgomery, NY Link ST 974 La Mirada, CA EWay ST
692 Ontario, CA Link ST 814 Newark, CA EWay ST
748 Stockton, CA Link ST 926 Southfield MI EWay ST
805 Portland, OR Link ST
807 Denver, CO Link ST
839 Dallas, TX Link ST
925 Rochester, NY Link ST
971 Monroe, NJ Link ST

WMS SYSTEM

UPCOMING
CE FC NETWORK Cust. POs
PKMS
EW/ST
983 Secaucus, NJ (3000) 2/7/11 EWay
*
EW/ST
922 Austell, GA (1002) 2/21/11 EWay
*
EW/ST
985 Oak Creek, WI (4950) 3/7/11 EWay
*
EW/ST
976 Idaho Falls, ID (1200) 3/21/11 EWay
*
EW/ST
694 Henderson, NC (58) 4/11/11 EWay
*
EW/ST NOTE:
688 Arden Hills, MN (2300) 5/9/11 EWay
*
EW/ST * Dependent on delivery/arrival date of materials
984 Aurora, CO (86) 5/23/11 EWay
*
EW/ST - If qty arriving AFTER UPCOMING PKMS date- POs must be cut on the ST side.
982 Arlington, TX (69) 6/13/11 EWay
*
EW/ST - If qty arriving BEFORE UPCOMING PKMS date- POs must be cut on the EW side
972 Houston, TX (73) 6/27/11 EWay
*
EW/ST
926 Southfield MI (2200) 7/18/11 EWay
*

KEY:
**W2P= WMS to PKMS
P2W= PKMS to WMS
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Option 1: Shipping Inventory from Group O
Purchase Order (PO) must be cut in order for inventory to be received at the FCs
1. If shipping from Group O to a Staples FC, Quad Channel OR CE Quad Enabled FC
o Purchase Order (PO) must be cut in Sunbeam with the Vendor number used to set up SKU (II:11
– II:18)
2. If shipping from Group O to a CE FC (non Quad Enabled)
o Purchase Order (PO) must be cut in InVision
3. Email Joel DesMarais with Purchase Order (PO) request
i. Email needs to include the following information:
 SKU #:
 SKU Name:
 FC to receive quantities:
 Quantity to transfer:
 Qty/pack:
 Arrival Date:
Example:
Hi Joel-

Please cut a Purchase Order for the below 2010 FURNITURE CATALOG.

SKU #: 816446
FC to receive quantities: FC # 1200
Qty Transfer: 3,000
Qty/pack: 200
Arrival Date: 6/24/2010

Please let me know if you have any questions or concerns.

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Option 2: FC Transfer- Staples FCs, Quad Channel FCs AND CE Quad Enabled FC

1. Login to Staples@Work
2. Under View/Add Community Dropdown, select NAD Supply Chain
- If NAD Supply Chain is not listed, click on View/Add Community

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3. Select FC List

Fulfillment Center spreadsheet will open

4. Find the Distributing and Receiving FCs [Column C-F acility #] and the FC Contacts [Column K- IC]

5. Request Transfer
i. Email needs to include the following information:
 SKU:
 FC to ship quantities:
 FC to receive quantities:
 Quantity to transfer:
ii. Email sending and receiving FC contacts transfer request
 To: IC Contact at FC SENDING quantities
 Cc: IC Contact at FC RECIEVING quantities
Example:

[Contact at FC Shipping SKU]-

Could you please transfer the following quantities the 816446 (2010 FURNITURE CATALOG) from FC XXX to FC
XXX within the next 5 days.

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 Qty Transfer: 550
FC to ship Qty: 716
FC to receive Qty: 682

Please let me know if you have any questions or concerns.

Option 3: FC Transfer- CEs FCs (non-Quad Enabled)

1. Email Joel DesMarais with Transfer Request

2. Request Transfer
ii. Email needs to include the following information:
 SKU:
 FC to ship quantities:
 FC to receive quantities:
 Quantity to transfer:
 Indicate deadline when quantities need to be shipped:
Example:
Joel-

Could you please transfer the following quantities the 816446 (2010 FURNITURE CATALOG) from FC XXX to FC
XXX within the next 5 days.

Qty Transfer: 550

FC to ship Qty: 716
FC to receive Qty: 682

Please let me know if you have any questions or concerns.

Option 4: FC Transfer- between CE FC Network and Staples FC Network (W2P, P2W)

NOTE: This option is not recommended. It should be used as a ‘last resort.’ There are limitations and longer
turnaround times.
4. Email NA PURCHASING PRIVATE LABEL with Transfer Request
3. Request Transfer
iii. Email needs to include the following information:
 SKU:

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  FC to ship quantities:
 FC to receive quantities:
 Quantity to transfer:
 UOM: 1(always)
 Qty/pack:

Example:
Good Morning-

Please transfer the following quantities the 816446 (2010 FURNITURE CATALOG) from CE FC XXX to CE FC XXX as
soon as possible.

Qty Transfer: 550

FC to ship Qty: 716
FC to receive Qty: 682
UOM: 1
Qty/pack: 50

Please let me know if you have any questions or concerns.

Weekly Inventory Report

StaplesLink FC View

EWay FC View

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