State Chain Discounting (CDS) Operators Manual Created by Leanne Sliger (Updated March, 2005)

State Chain Discounting

(CDS)

Operators Manual

Created by Leanne Sliger

(Updated March, 2005)

CDS National Account List

Below you will find the current CDS National Account list. The account number shown is the CDS number for that particular chain.

Account Number

104

942

53

117

905

158

907

909

986

982

912

119

115

001

985

214

Account

Albertsons – North Texas

Brookshire Grocery

Cost Plus

Costco

Fiesta

HEB Central Market

HEB

Kroger

Minyards

Safeway (Randalls / Tom Thumb)

Sam’s Clubs

Super Target

United Supermarkets

Wal-Mart Supercenters

Gerlands

Assorted Chains

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When you gain access, this is the screen you should see.

To access your chain account type B34 under the selection # line and press enter.

When you gain access, this is the screen you should see.

From here, you will fill out the appropriate information for your chain. An example of Kroger’s March 2004 is shown below.

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3

For individual branch billing purposes, you must make sure your CDS calendar maintenance is in tact. If there are not any dates in your calendar maintenance CDS will not be able to download billing dates or discounts to the branches, therefore this must be done every year-before the New Year begins.

To gain access to your chain’s calendar maintenance, you will again go to option #1 State Chain Discount Maintenance. Once you are in this screen, press F-5 on your keypad. From there you will enter your chain number and the calendar year and press enter.

Once inside your calendar maintenance, place the start and end dates that apply to CDS for your chain for that year. As you can see below the calendar maintenance will show you the capture date and download for each month. CDS captures the Sunday after program cut-off date. Downloads occur around the 15th of the prior month. When your dates are complete, press enter to lock in. Key F-3 to exit (End).

* Do Not Alter any calendar dates with-out Approval*

Once inside the CDS file, you will come to the “Spot File”. The items that appear in this section have captured with discounts (“spots”) for the particular month.

Purpose: Viewing, editing, deleting or adding discounts for that particular month.

To see the “Net Items”, press F11 on the upper part of your key-board. The items that appear in this section did not capture with a spot deal for the particular month, but are authorized in the chain.

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Occasionally we receive e-mails from TX Pricing Coordinator David Seibert approving a late discount that did not make cut-off. To change the discount you will pull up the item number, (check both spot and net files), tab over to the CHANGE column on your screen and under Disc. type in the correct discount with decimal points, hit the plus sign on your keyboard and press enter. * Please note, anytime you make a change in CDS it has to “sleep” overnight – the change will not occur until the next billing day.*

DO NOT CHANGE ANY DISCOUNTS THAT HAVE OCCURED AFTER CUT-OFF WITHOUT APPROVAL FROM DAVID SEIBERT!

If you are looking to see if a certain item is in your CDS file for that month, instead of scrolling up and down ,you can type in the item number and pack and press enter. If the item has a spot deal it will show as the first item on the page. If you are unable to find the item in question on the spot screen, go to F-11, it is very possible that this item is in the net file.

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To add an item to your CDS file, press F6 on your keyboard. On the search description line, type in the item you are looking for and press enter. Place an X to the right of the item you wish to add and press enter. If the item is on spot for the month, it will automatically go into the Spot file. Note: Before attempting to add an item to your CDS file, make sure you check both spot and net files. If an item is not found in the F-6 selection screen, it already exists in the spot or net file for the chain.

If this is a net item, a prompt will show up on the bottom of the screen”Grocery deal is not set up-F19 to add to authorization file.” If you would like for this item to be added to the net file press F-19 (hold your shift key and F-7) and press enter, go to F-11 and you should see that item has been added

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7

If you do not want to have an item appear in your CDS file for a certain month, but do wish for it to appear in future months, you would Exclude the item instead of deleting. You would not use F-20 for this function. Type your item number and press enter. Once the item appears, place an E to the left and press enter. The item is then Excluded for that month only.

To delete an item in your CDS file, type a D to the left of the item and press enter. CDS will delete this item for the month you are updating and all future months that have captured. If you deleted an item in error you may re-add with F-6 (see page 6).

To add items, type in the item numbers and press enter. As with F-6 the items will appear in the spot or net file.

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If you are adding or deleting multiple items to CDS, press F-20 (hold your shift key down and press F-8) on your keyboard.

To delete items, type in the item numbers, press F-6, then enter. Note, when you delete an item form your chain file it deletes from all months. In order to have the item back in your CDS file you will need to add (F-6 or F-20).

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IMPORTANT! System Changes occur if a discount or list price change has been altered on an item after the capture date. Press F-9 on your keyboard. This will give you a snapshot of system changes. This is an important step to maintaining your CDS file and should be done each month at a minimum, and is recommended as weekly maintenance.

To actually make changes, type F-4 to fold. In order to accept a discount change, type the new discount amount under the CHANGE section in the DISC column and press enter. The new discount should appear.

In order to accept a list price change place a C for Current Price or F for Future Price on the left and press enter. The new list price should appear.

DO NOT MAKE ANY SYSTEM CHANGES WITH OUT APPROVAL FROM DAVID SEIBERT.

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Added Changes occur when an item was shipped to an account within your chain’s CDS file, but was not manually entered into the CDS file; therefore, pricing is not downloading to Branch Chain Files and the item is being shipped Net ( See Frutezia Orchard Blend #5528315 below). In looking at this item it seems as if it has captured correctly for Kroger in April’05, yet you are receiving calls that this item is invoicing Net in Houston Kroger stores.

To see if this item was an Added Change Press F-13 (hold your shift key and F-1) on your keyboard and press enter. If the item appears under Added Changes, you will need to manually enter the discount under CHANGE section. As with all changes in CDS, this discount will have to “sleep” overnight.

AS YOU CAN SEE THIS IS A VERY IMPORTANT STEP IN CDS MAINTENANCE, ESPECIALLY WITH ALL THE NEW ITEM NUMBERS

THAT ARE BEING ADDED TO OUR SYSTEM. PLEASE MAKE SURE YOU

ARE CHECKING F-13 TWICE A MONTH!!!

QD Inquiry Screen allows you to see discounting structure set up through the year for a particular item. From your CDS file, key in F-2 or press your escape key. Place an X on the QD Inquiry Screen. Under Search Criteria (optional), type in your item number, pack, warehouse number, state and press enter. If you do not know the item number, skip the item number and pack columns, go to Alpha Search, type in the item description and press enter.

Another option for this screen is to place an X on the QD Inquiry and press enter.

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Spot deals are set up month to month. If a QD is an “Every Day” the end date will be 99/99/99. Choose the date you wish to look at and place an X and press enter.

The discount you should be looking for will be 5-K “G” for Grocery to the right. This is the information that should be in your CDS file for that particular month. Any other discount showing will be for store door deal or quantity buys.

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A Warehouse Over-ride occurs when branches with in the State have different List prices or “G” deals. Key F-14 (hold your F-12, shift key, F-2) and press enter. When this occurs, you will see a W on the left side of the item, press enter.

The State Discount: 4.56 and State List: 22.56 located under the item number, the State discount and list for this item. On the left hand side of this box you will see the warehouse where this item is located. The Disc. and List columns show the current discount and list for that branch. If this matches the State Discount and State List you will see a .00. As you can see below the warehouse over-ride on this item occurs in the List only of the LNG (Longview) branch.

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If you have questions or need further assistance, please feel free to contact me at 713-578-1767

Leanne Sliger

Chain Pricing Coordinator