Logistic Parameters | Supplier Holiday Change Request : Metro Partners

The Supplier Holiday feature in SCOT has been taken one step further: you can request changes to your holiday data directly in SCOT. You can either edit existing holiday records, create new records or delete the ones which are no longer needed.

This makes your communication with Metro even easier than before. No more emails or phone calls, you can check your registered supplier holidays in SCOT and, if needed, edit them or create new ones. Your changes will become automatically visible to Metro who will assess and register them in the master data. You will be able to view the status of your change requests directly in SCOT. As simple as that.

1. Search Filters - Find the needed holiday records

Go to Logistic Parameters and click on the third tab: Supplier Holidays.

Use the top filters to find your holiday records registered with Metro for a specific period (Period From - Period To). If you company has several supplier numbers, use the Account filter to narrow down the search results.

Click on the Search button.

A list of results is shown under Supplier Holidays, the number of records also being specified.

IMPORTANT:

- Period is set by default from current date to three months in the future (today plus three months.) You can of course change this timeframe and check also holidays from the past, BUT note that you will be able to request changes only for holidays starting from the current date to future dates.

- The Period filters impact only the Supplier Holidays results grid, not the Manage Request grid.

- The Account filter impacts both grids: Supplier Holidays and Manage Request.

2. Supplier Holidays grid - Edit existing record

Use the Edit icon in front of a record to register a change request for that record. A pop-up window Edit Supplier Holidays appears where you can edit three fields:

To Be Blocked: Order, Delivery, Order + Delivery
Date From
Date To

Optionally, you can enter a message for Metro in the Comments field.

Click on Send Request when ready.

IMPORTANT:

When you edit a record, the following conditions apply in order for your change request to be processed by the system:

- at least one value of the mandatory fields needs to be changed

- all mandatory fields (marked with asterisk *) should be filled in

- both Date From and Date To need to be current date plus at least one day

- Date To should be equal or greater than Date From

- Duplicate records are not permitted by the system: in case your changes to a record make that record identical to an already existing record in either the Manage Request grid or the Supplier Holidays grid, with either full or partial overlap of dates for the same To Be Blocked type, you will not be able to create that change request.

SCOT will show you relevant error messages in case any of the above conditions are not met so you know exactly what the problem is and what to correct.

Once all the validations are done, a pop-up message appears stating that your change request has been submitted.

Click on Done and the request can be tracked under Manage Request.

NOTES:

- The Edit icon is now disabled in the Supplier Holiday grid because a change request has already been created for that record. The Edit icon is disabled until the corresponding change request status changes to Completed, indicating that the current change request is now fully completed and that a new request can be created against the newly updated record. In case the initial change request is Rejected, the same record can have a fresh change request created for it.

- After submitting your change request, you can edit it under the Manage Request grid as long as its status is Created (meaning that Metro has not started working on it).

3. Manage Request grid - Edit or delete your created change requests

Now your edited record is shown under the Manage Request grid.

Each record has three columns marked as Current and three columns marked as New for each of the editable fields To be Blocked, Date From and Date To. This allows both you and Metro, when they will review your change requests, to quickly and easily identify the field(s) where the change(s) have been done.

IMPORTANT:

- Only the edited fields will be filled in under Current. The ones which remain unchanged are empty. Under New, all fields are populated.

- This is how the edited record will look like if it is approved by Metro:

You can use the Edit icon in front of the record to make additional changes.

You can use the Delete icon to delete that change request in case you made it by mistake or it is no longer needed.

NOTE: Editing and deleting a change request record is possible as long as the record status is Created. As soon as Metro starts working on it, you will no longer be able to make changes.

4. Supplier Holidays grid - Delete existing record

Use the Delete icon in front of a record to request the deletion of that specific record.

A pop-up window appears where you can confirm the deletion by clicking on the Delete Supplier Holiday button.

Your deletion request can be tracked under Manage Request. In case you change your mind about the deletion, you can remove your request from Manage Request grid by clicking the Delete icon as long as its status is Created (Metro has not started reviewing your request).

5. Create new record

You can create a completely new holiday record by clicking on the Create New button below the Supplier Holidays grid.

Once you fill in the needed information and click on Send Request, the new record will become visible in the Manage Request grid. You can edit or delete as long as its status in Created.

NOTE: In case the same record already exists in Supplier Holidays grid or in Manage Request grid, then it will not be created and you will get the message "Duplicate Supplier Holidays Record Exists".

6. Filter Status - Check the status of your change requests

On top of the Manage Request grid, there is a Filter Status selector. You can use it to filter your change requests depending on their current status.

These are the available statuses:

Created - you created your change request and you can still edit or delete it if needed. Metro has not taken any action yet.
In Progress - Metro has started working on your change request. You can no longer modify it.
Approved - Metro has approved your change request but the needed update has not yet been done in metro source systems. You cannot modify your request.
Rejected - Metro has rejected your change request. Your record becomes available for editing again under Supplier Holidays.
Completed - Metro has approved your request and the change is applied in sourcing systems. Once status is Completed, the record becomes available for editing again under Supplier Holidays.
Select All option allows you to see all records in the list, regardless of their status.