Order Management - DSV

Updated 6 days ago ​by Merch Transformation Change Management

Click Order Management in the left navigation menu to view all of your orders.

Owned and/or DSV

If you have both Owned and DSV orders, you will see two tabs. Click the DSV tab to view data for all DSV orders linked to your account.

If you only have DSV orders, you will not see these tabs. The page automatically defaults to all DSV orders linked to your account.

Learn about Owned orders in this article.

DSV Orders

View and manage all your active and closed orders, and act on any cancellations or items that need to be shipped out.

Status

You'll see Active Orders by default. Click the other tabs to view Closed Orders or All.

Search for up to 50 Purchase Order (PO) numbers at a time.

Quick Filters

Quickly filter the list of POs by: Past Due, Ship Today, New, or Cancellation Requested. You may only select one quick filter at a time.

If you have already applied a Ship by filter (see the following section), the Past Due and Ship Today quick filters will be disabled.

More Filters

Click More filters to browse for a range of POs.

Select filters for Ship by (number of days), Supplier, and/or Distribution facility (locations). Then, click the Apply button.

If you have already applied a quick filter for Past Due or Ship Today, the Ship by filter will be disabled. Click Clear all to remove all applied filters.

View PO Details

Single Purchase Order

For a single Purchase Order #, click the dots under the Actions column and select View Details.

Edit

Click the Status drop-down menu to start making changes to the Status, Carrier method, or Tracking number.

Click the Save button when you're done making changes.

A banner will notify you of successful / failed changes.

Partial Edits

You can make partial updates to one or more items in the PO details.

  • If the Quantity requested is greater than the Updated quantity, click Add another status.
  • Provide the Updated qty, Carrier method, and Tracking number for the additional status. Then, click the Save button.
  • If any errors are found, fix them before saving your changes again.
Bulk Purchase Orders

To download data for up to 1,200 Purchase Order #s at a time, click the Download all button.

Recommended best practice: Download your order history every 15 days for your records.
  • You will need to update qty, status and tracking details (if the status is marked as Shipped).
  • Once you have updated and saved the file, click the Upload button in Supplier One to submit the file.
    You will get an Excel file as an update response Excel, showing you if the file uploaded successfully or has errors.

Data

Description

PO#

The Purchase Order Number that was assigned by Walmart.

Ship By (date)

The Estimated Shipping Date. This is the date that the order needs to be shipped by.

Product Details

  • Item Description: The description displayed as the primary description on the shelf label at the store.
  • Quantity: The number of items requested by the customer.
  • GTIN: The 14-digit Global Trade Item Number (GTIN) that identifies the product's consumable (selling) unit and is used to identify an item at any point in the supply chain.

Status

  • New: This item has been ordered, but no action has been taken on the order yet. If the order is in this status, you have not acknowledged it. You should acknowledge the order as soon as possible.
  • Acknowledged: This indicates to Walmart that you've received the order. You are required to acknowledge orders within four business hours of receiving them.
  • Shipped: Once you have shipped the items in a purchase order, you should select the status Shipped. Make sure to fill out the other required shipping attributes: Carrier method and Tracking number.
  • Cancel - Backordered: You lack sufficient inventory and can't fulfill the items in this order. Upload an Inventory Spec for the out of stock item immediately with the inventory set to zero. After you upload the Inventory Spec, you can place the PO into the backorder status.
    • If the inventory is not set to 0 before the PO status is updated to Cancel - Backordered, a new PO will be generated for the order and sent to you. To avoid chargebacks and high cancellation rates, please ensure you have set your inventory to 0. If an item is OOS, please do not remove the item from your inventory feed until you submit a zero quantity inventory feed for the item. The Walmart system 'remembers' the last quantity fed for the item, so if you just remove the item from your inventory feed without zeroing it out first, the Walmart system will continue to show an on-hands quantity and the item may continue to receive orders.
    • Once a PO is placed in backorder status, consider the PO terminated. After you receive more inventory, do not ship on the PO you set to backorder. Instead, upload a new Inventory Spec to inform us that your item is back in stock. Our system will automatically retransmit a new PO for you to fulfill the order if you are the only source for the item.
    • If you set a PO to Backorder status, it will trigger our Rejected Order report and the item/ship node will be locked to prevent further customer impact. When this happens, you will receive a "Backorder Notification" email that will have instructions on how to resolve the item lock.
  • Cancel - Unrecognized: See below for reasons to set to this status. Set the PO to Cancel - Unrecognized and consider the PO terminated.
    • Orders should be set to an Unrecognized status if you cannot fulfill the order for the following reasons:
      • Incorrect cost
      • Invalid Shipping Address
      • Preorder street date change
      • Unsupported carrier method
      • Possible fraud
      • Incorrect SKU number
      • Invalid Item
    • If you set a PO to Unrecognized status, it will trigger our Rejected Order report and the item/ship node will be locked to prevent further customer impact. When this happens, you will receive a "Unrecognized Notification" email that will have instructions on how to resolve the item lock. Once the issue is fixed, we can retransmit a new PO with the correct data for you to fulfill the order.
    • For Cost, SKU Number, or Preorder street date changes, please notify your Walmart merchant at least four (4) weeks in advance of the intended changes so they can ensure the updates are reflected in the system.
  • Cancel - Discontinued: You are no longer selling this item. Upload an Inventory Spec for the discontinued item immediately, setting the inventory to zero. Once that is done, you can set the status for the PO to Cancel - Discontinued.
    • Please do not remove the item from your inventory feed until you submit a zero quantity inventory feed for the item. The Walmart system 'remembers' the last quantity fed for the item, so if you just remove the item from your inventory feed without zeroing it out first, the Walmart system will continue to show an on-hands quantity and the item may continue to receive orders.
    • If you set a PO to Discontinued status, it will trigger our Rejected Order report and the item/ship node will be locked to prevent further customer impact. When this happens, you will receive a "Discontinued Notification" email that will have instructions on how to resolve the item lock, if needed.
    • Please notify your Walmart merchant to retire the discontinued item from the site after you have zeroed out the inventory. If you do not know who your Walmart merchant is, please create a case for Partner Support and request the merchant's contact information.
  • Cancel - Customer Requested: Only use this status if you see a note that there has been a request to cancel this order.
    • POs that have a Walmart/Customer cancellation request are not fully cancelled until either you or an internal Walmart associate completes the cancellation request. If the PO has not physically shipped, please honor the cancellation request. If the PO has already physically shipped, please update the PO status to Shipped as soon as possible.
    • If this status is used for any other reason, the PO will cancel but the same exact order will be sent back to you under a new PO. If you can't fulfill a PO and it needs to be canceled, contact Supplier Support for further instructions.

Carrier Method

The carrier Walmart suggests you use to ship the order (e.g., FedEx, UPS, USPS, etc.). Select from the drop-down.

  • Suppliers are responsible for providing accurate information. Ensure that you double-check the carrier you enter. Suppliers cannot edit the carrier for a PO once the order status is marked as shipped.

Tracking Number

The tracking number the carrier provided for this package. 

  • Suppliers are responsible for providing accurate information. Ensure that you double-check the tracking number you enter. Suppliers cannot edit the tracking number for a PO once the order status is marked as shipped.

Order Date

The date the Purchase Order was placed by a customer.

Fulfillment

The fulfillment method for the order (e.g., Delivery, Pickup).

Customer Order #

The Customer Order Number assigned by Walmart.

Distribution Facility

The distribution facility that the order is being fulfilled from.

Delivery Address

The customer's full name and address for the delivery.

Cost breakdown

A cost summary of the order details: Subtotal, tax, shipping, and total cost.

Subtotal

The price the customer pays for the product.

Tax

The tax the customer pays for the product.

Shipping

The shipping fee the customer pays for the product.

Total

The total cost the customer pays, including the tax and shipping fee.

You have three options for printing pick lists.

  • When viewing the PO details, click the Print pick list button.
  • When viewing all of your Drop Ship Orders, click the dots under the Actions column and select Print Pick List for a single Purchase Order #.
  • When viewing all of your Drop Ship Orders, you can also use the check boxes to select multiple Purchase Order #s and click the Print pick list button.

A new browser tab will open with pick lists for all of the Purchase Order #s you selected in a scrollable PDF. Click the Print icon at the top right corner.

Order Cancellation Policy

Per the Standard Supplier Agreement: "DELIVERY TIME. THE TIME SPECIFIED IN AN ORDER FOR SHIPMENT AND/OR DELIVERY OF MERCHANDISE IS THE ESSENCE OF THIS AGREEMENT. If Merchandise is not shipped and/or delivered within the time specified, Company may, at its option and without limitation, cancel the order and/or reject any merchandise delivered after the time specified. Company may assess and collection reasonable damages for any deliveries of Merchandise not received by the time specified in the Order. Notwithstanding Company's remedies, Supplier shall inform Company immediately of any actual or anticipated failure to ship all or any part of an order on the shipment date specified. Acceptance of any Merchandise shipped after or before the time specified shall not be construed as a waiver of any of Company's rights or remedies resulting from the untimely shipment."

Important Considerations

  • Walmart will auto-cancel any order that is not updated to a shipped status in our system 6 calendar days after the assigned Expected Ship Date (ESD) of the order (aka ESD + 6 cancellation). This is to ensure the customer is not left waiting on an order that may or may not ever ship.
  • Orders that are in a cancelled status in the Walmart system will not be paid for, even if they physically shipped.
  • To prevent an order from being cancelled in the Walmart system, please ensure the order is properly updated to shipped status by the assigned ESD.
  • Walmart may or may not notify you of any pending unshipped orders that are at-risk of ESD + 6 auto-cancellation. It is up to you as the DSV Supplier to ensure all orders are properly updated to shipped status before the ESD + 6 day mark.
  • Managing orders via EDI: Please check the Order Management dashboard in Supplier One to ensure all orders are properly updated to "Shipped" status. If you send the 856 ASN files via EDI and notice those orders are not reflecting as shipped status in Supplier One, chances are there was an issue within your 856 ASN file or there was an issue with processing the file. Should this occur, please open a case with Partner Support under the following path to escalate to our EDI Team: Support > Integration Questions or Issues > EDI.

Order Cancellation and Tracking FAQs

1. What if I ship an order that has been cancelled?

Per the Supplier Agreement, if you do not ship an order by the time specified (i.e., the ESD assigned to the order), Walmart has the discretion to remedy the order, which may include cancellation of the order. You may take a loss for inaccurately shipped orders that are in "Cancelled" status.

2. Will I receive a notification for orders that are cancelled?

No, you will not receive any email notifications for cancelled orders. Please check the Order Management dashboard in Supplier One daily to review your Past Due/Unshipped Orders to ensure all orders are updated to "Shipped" status before the ESD + 6 calendar day mark.

3. Can I modify the carrier or tracking number of an order after it has been shipped?

No, suppliers cannot edit the carrier or tracking number of a PO once the order status is marked as shipped.

4. How does the customer receive a shipped order's tracking details?

Walmart emails the tracking details to the customer after the supplier marks their PO as shipped and provides the valid tracking information.

Have Questions or Need Help?

If you experience any issues viewing your orders, please click "Help" in the top navigation menu and select "Manage tickets" to file a case ticket. Or, select "Chat" to get real-time help from our chat bot or click "Search articles" to search Supplier One HelpDocs. 

Make sure to select the issue type Orders and Receiving.

For detailed instructions, refer to Manage Case Tickets.

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