UPCOMING ERP SYSTEM IMPLEMENTATION

SUPPORTING OUR TRANSITION

FAQ

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

1. Purpose & Rationale

  • 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

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

    • IT/ System Teams: System mapping & data alignment

    • Procurement Team: Update to item information & related documents

    • Import Team: Adoption of updated document templates

3. Requirements

  • To ensure a smooth transition, customers are requested to:

    1. Update 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

  • Customers will be required to review updated commercial, import, and shipping documents

    • Import/ Export (IMEX) documentation

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

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

    • Sales Order confirmations

    • Quotations

  • Two document versions will be prepared:

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

    • Version 2: Includes new FG/ Item codes only

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

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

    • EDI file development and integration, available upon customer request

5. Timeline & Dependencies

    • System shutdown (ERP transition period): 12 Feb 2026 to 22 Mar 2026

    • Loading cut-off (last shipment): 10 Feb 2026

    • No new shipment: 11 Feb 2026 to 2 Mar 2026

    • Operations resume: 2 Mar 2026

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

6. Ownership & Escalation

  • 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

    • SKU / FG code level

    • VSN

    • Order acknowledgment

    • Carton labeling

    • Invoice and packing list formats

8. Customer Communication & 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

    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

  • Mr. Phan Huy An – IT Director
    Email: An.Phan@rochdalespears.com

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