ERP SYSTEM GO-LIVE NOTICE

FAQ

This document provides key information about Rochdale Spears Company (RSC)’s ERP transition and what it means for our customers and partners…

RSC is implementing a new Enterprise Resource Planning (ERP) system to strengthen our operational foundation and support the company’s continued growth.

Objectives of the ERP implementation:

• ONE Integrated System

• ONE Source of Truth & Data Accuracy

• Work SMARTER not HARDER, through higher internal efficiency

• Clear, simplified processes with defined roles and responsibilities (RACI)

2. Stakeholders

Which customer functions may need to be involved?

Depending on each customer’s internal structure, the following functions may be required to participate:

• IT / Systems teams – system mapping and data alignment

• Procurement team - updates to item information and related documents

• Import team - adoption of updated document templates

3. Requirements

What do we need from customers, and what actions may be required on your side?

To ensure a smooth transition, customers may be requested to:

1. Updated system information to align with RSC changes, including:

   • Old Finished Goods (FG) item codes vs. new FG/ Item codes

   • Import and shipping documents reflecting updated formats or highlighted changes

   2. Plan operations to manage any potential impact during the RSC system freeze period.

4. Impact

What will be different in the short, medium, and long term?

As part of the ERP transition, several business documents will be updated, including but not limited to:

• Import/ Export (IMEX) documentation

• Account Receivable (AR) documents (invoices, POs)

• Finished Goods (FG) code lists (old vs. new)

• SSR/ MSS reports

• Sales order confirmations

• Quotations

Short term:

• Two document versions will be prepared:

• Version 1: Includes both old and new FG/ Item codes

• Version 2: Includes new FG/ Item codes only

The appropriate version will be shared based on each customer’s readiness

Medium term:

• Gradual transition to using new FG/ Item codes and updates document formats as the standard

Long term:

• EDI file development and integration, available upon customer request

5. Timeline & Dependencies

Key milestones and operational timelines

• System shutdown (ERP transition period): 12-Fed-2026 to 2-Mar-2026

• Loading cut-off (last shipment): 9-Feb-2026

• No new shipment: 10-Feb-2026 to 2-Mar-2026

• Operations resume: 2-Mar-2026

Failure to meet preparation or dat-alignment timeline may result in delays to order processing and shipment schedules during the transition period.

6. Ownership & Escalation

ERP transition ownership and escalation paths

ERP Transition Owner:
Ms. Pham Thi Thanh Huyen
Digital Transformation Director
Email: huyen.pham@rochdalespears.com

Escalation Path:

• Level 1: Ms. Nguyen Thi Lan Anh – Customer Service Senior Manager
  Email: anhntl@rochdalespears.com

• Level 2: Ms. Pham Thi Thanh Huyen – Digital Transformation Director
  Email: huyen.pham@rochdalespears.com

7. Visual & Technical Artifacts

Visual and technical reference materials (e.g., presentation walkthroughs) will be provided to illustrate changes at:

• SKU / FG code level

• VSN

• Order acknowledgment

• Carton labeling

• Invoice and packing list formats

8. Customer Communication & Calls

Structure of customer ERP transition calls

Customer coordination calls will be structured to include:

• A clear meeting agenda

• Identified ERP and IT owners

• Q&A facilitated by the system transformation team

Proposed meeting agenda:

1. RSC ERP Project Overview

2. Customer impact briefing

   • New FG code structure vs. old structure

   • Document changes with examples (old vs. new)

3. RSC system freeze period overview

4. Q&A

5. Open discussion

ERP/IT Owner:
Mr. Phan Huy An – IT Director
Email: An.Phan@rochdalespears.com

System Transformation Lead:
Ms. Pham Thi Thanh Huyen – Digital Transformation Director
Email: huyen.pham@rochdalespears.com