How to Report Store Closures to Walmart

In this article, learn about:

• The importance of managing store closures

• Best practices to ensure smooth operations during closures

• How to communicate closures with Walmart

Walmart suppliers need to stay on top of store closures. Planned and unplanned closings can disrupt operations, inventory flow, and OTIF performance. Whether it's a holiday, a scheduled day off, or any other closure, you must prepare and adjust your processes to minimize disruptions and keep your business running smoothly.

If you have a store closure and Walmart does not know, it will continue generating orders and operating as though your facilities are open. In this guide, we'll explain the steps Walmart suppliers should take to navigate store closures and maintain seamless operations.

Store Closure Best Practices

1. Work Closely with Your Carriers

Collaborating with your logistics partners can help you ensure timely deliveries during closure periods. Carriers can help you plan alternative delivery dates or adjust pickup times based on the store's availability. A clear and open communication plan with your carriers will help you adapt quickly to any changes.

2. Know Your Must Arrive by Dates (MABDs)

Understanding Walmart's Must Arrive By Dates (MABDs) is essential to maintain OTIF performance. During holidays or closures, you should review MABDs to ensure your shipments meet Walmart's expectations. Consider shipping earlier than usual to avoid missing delivery windows.

For live appointment POs, the delivery windows are as follows:

Source: Retail Link > Academy > Analysis and Reporting > Walmart On Time In Full > Stores OTIF FAQ updated 5.2024

For drop trailer POs, the delivery windows are as follows:

Source: Retail Link > Academy > Analysis and Reporting > Walmart On Time In Full > Stores OTIF FAQ updated 5.2024

Related Reading: OTIF -- How To Meet Delivery Appointments

3. Review Your Shipping Patterns

Review your typical shipping and receiving patterns to identify potential conflicts with store closures. This will help you anticipate disruptions and make necessary adjustments, such as rescheduling shipments or allocating inventory to high-demand periods. You can also use predictive analytics to forecast potential supply chain impacts.

Related Reading: Retail Data Explained: Descriptive, Predictive, and Prescriptive

Communicating Store Closures with Walmart

It's important to proactively communicate any planned supplier-side closures (holidays, maintenance, etc.) to Walmart. As a first step, Walmart recommends reaching out to your Walmart Merch Ops/Merchant to review your closing plan before reporting the closures in Aspen.

How to Complete Supplier Closings in Aspen

Walmart suppliers must report planned closings using the Aspen app in Retail Link. Once you have discussed your closing plan with your Merchant, here are the steps you can take to  report the closures: 

1. Navigate to Aspen

   • Log in to Retail Link

   • Click Apps

   • Select Aspen

Source: Retail Link > Apps > Aspen

2. "Create an Event" in Aspen

   • Click the "Override Events" tab.

   • Select the "Add New" button.

   • Add event details, making sure to select the correct action for the window you're updating.

     • For Receiving Windows:

       • Open: Allows orders to be generated during the event.

       • Closed: Blocks orders from being generated during the event.

       • No change: Keeps the current settings in place.

     • For Shipping Windows: 

       • Open: Allows orders that would ship during the event.

       • Closed: Prevents orders that would during the event.

       • No change: Keeps the current settings in place.

     • For Delivery Windows:

       • Open: Allows orders that would be delivered during the event.

       • Closed: Prevents orders that would be delivered during the event.

       • No change: Keeps the current settings in place.

   • In the details section, select the lanes affected by the event. Be sure to check each item that needs added to the event, then select "Apply".

   • Click "Save & Submit."

Once an override event has been created, it can be edited using a process similar to the one listed above. Simply locate the event under the "Override Events" tab and click on the pencil icon under the "Action" column to make your edits. This will pull up the same workflow you used to create the event.

Please note: Reporting store closures in Aspen will prevent system generated purchase orders, but manual purchase orders can still be generated.

Stay Connected with SupplierWiki

Did you find this resource helpful? SupplierWiki is dedicated to empowering Walmart suppliers with essential insights and tools for success. Sign up for our weekly newsletter to receive supplier-specific updates, resources, and content directly to your inbox!

Get Better with SupplyPike

Managing Walmart deductions doesn't have to be complex. SupplyPike offers cutting-edge software to help suppliers dispute deductions, maximize cash flow, and uncover critical data insights.

Schedule a call today to learn how SupplyPike can save you time and help you recover your hard-earned money!