LMC Promotions Gatekeeper Users Guide 2015

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1 Overview: LMC conducts a number of organized buying events throughout the year. Some of these events are associated with live meetings while others are purely online buying opportunities. In each case, LMC s Supplier partners are asked to submit their specials via an online submission process by invitation only. When suppliers submit those specials, it becomes the gatekeeper s responsibility to retrieve those specials, present them to the appropriate buyer for review and, if necessary, make revisions to those specials and prepare them for display on LMC.net to the LMC Dealership. Access: To access the Promo Admin, go to LMCWeb2 > LMC Event Scheduling > Promo Admin. Appropriate rights need to be administered prior to gaining access to this system. Have your manager contact IT for the required permissions. Supplier Promotion Administration Home Screen: The Home Screen provides access to all available functionality and is broken down into 3 distinct sections: Page 1 of 21

2 1. Specials: This section contains all of the tools for managing, adding, editing, deleting and printing specials. Each tool will be explained in detail a little later on. 2. LMC Events: This section allows for the management of the individual LMC buying events. This section will be explained in more detail later on. 3. Supplier Contacts: This section provides the necessary tools to add and modify supplier contact information for the purposes of sending invitations to submit specials for inclusion in any of the LMC Events. Specials Manage Specials: The default view of the Manage Specials screen shows ALL specials in the system for the suppliers for which the gatekeeper is responsible. Page 2 of 21

3 1. Filtering the Specials List: LMC Promotions Gatekeeper Users Guide 2015 To filter the specials for a specific promotion (Event), click the radio button next to the desired event. The list will filter immediately upon selection. 2. Editing a special from this list Specials can be edited directly from this list by clicking on the green pencil icon. (See Editing Specials for further details) 3. Deleting a special from the list If you wish to delete a special, click the red X next to the special you wish to delete. Page 3 of 21

4 You will be asked to confirm your action. Clicking Delete will permanently remove the special. You should receive confirmation that the special has been deleted. 4. Making Specials Final and Active In order for the special to appear in the Promotions Area of LMC.net, it must be both Final and Active. You can check off Final and Active status for each individual special by checking the corresponding checkboxes to the right of the selected specials. Specials that are not Final will be shown with a light orange background for ease of identification. If you wish to make ALL specials Active and Final, you can do that globally by checking the appropriate action from the choices appearing ABOVE the list of specials. Page 4 of 21

5 5. Sorting the list of Specials LMC Promotions Gatekeeper Users Guide 2015 The list can be sorted by clicking on the desired column heading. For example, if you wish to sort the specials by date each special was edited, click the Edited heading. Specials Add Special: Occasionally, it may be necessary for a gatekeeper to add a special to the event that, for one reason or another, a supplier is unable to provide electronically. Click the Add Special button from the Home Screen to access the Add Special Screen. 1. Select the appropriate event from the drop-down 2. Select the Supplier for which you are entering the special 3. Click Proceed Page 5 of 21

6 At-Show Offers: If the event provides an At-Show window (determined by the event and the dates entered into the system by the appropriate administrator), the option to include an At-Show offer will be shown. If this option is not present, the event is not set up to accept At-Show offers. Checking the At-Show offer box and clicking Proceed will add additional At-Show fields. Please limit At-Show Offer information to the fields specifically designated as At-Show fields in order to ensure the accurate display of the special on LMC.net. Page 6 of 21

7 Announced At Show: LMC Promotions Gatekeeper Users Guide 2015 If the special will not be announced prior to the event or if the attendee must stop by a supplier s booth in order to get the details of the special, check the box next to the line that reads: This will remove the special input fields as they will not be required for this special. Saving specials: Once you have input the required information, you are ready to save your special. Click on the Save button at the bottom of the page to save your special. Specials Edit Special: Should a particular special require modifications, click on the Edit Special button on the Home Screen. Choose the special you wish to edit from the drop-down. You can filter the list by specific promotion by clicking the appropriate radio button. Click Select. Page 7 of 21

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9 Make any necessary changes and click the Save Button. Product Grids: Many suppliers present a specific list of products. We require those lists to be in a specific grid format consisting of the following columns: SKU Description UPC Code Pack Quantity Regular Cost Promotion Cost At-Show Cost (if event allows) Item URL (this is a link to a website or other Internet location for additional product info) The system for the suppliers provides them with an Excel template with these columns pre-defined. If you are entering the special from within the Promo Admin application, you must adhere to these specifications as well. Uploading a Product Grid To upload a product grid, click the Browse button under the Product section of the Edit form. Page 9 of 21

10 Navigate to the product grid file you wish to upload and, once you ve selected it, click Open. Ensure that the file path shows in the text box and click the Upload Excel button. Your product grid should appear on the screen. You can edit individual products by clicking on the pencil icon next to the product you wish to modify. Make changes and click the save (disk) icon. Page 10 of 21

11 Downloading Excel LMC Promotions Gatekeeper Users Guide 2015 If you require access to the entire product grid for editing, you can download the grid to Excel in order to make mass changes. Click on the Download Excel button to begin the process. Internet Explorer will ask you if you want to open or save the file. Choose Open to immediately open the file in Excel. Excel will give you a warning but don t worry, everything should be fine. Click Yes to continue Page 11 of 21

12 The file will open in Read Only mode so when you make your changes and save it, it will ask you to make a copy and provide a new file name. Simply rename the file and save it. Once you ve made all of the changes you require, you can then upload the new Excel file into your special by following the Uploading a Product Grid instructions as you did previously. Delete Product Grid If you wish to remove the product grid entirely, click the Delete Product Grid Button. The system will ask confirm that you want to completely remove the product grid. Click Delete to continue. You will receive confirmation that the product grid has been deleted. Clicking the Return button will take you back to the special and your product grid will be gone. Page 12 of 21

13 Printing Specials: LMC Promotions Gatekeeper Users Guide 2015 All of the specials will be available to LMC Dealers via the LMC.net website, however, if you need to print specials, the system will accommodate that request. Click the Print Specials button from the Home Screen. The screen will display ALL specials. Filter the specials you wish to print by promotion if you like. Check off the individual specials you wish to print or click the Select All checkbox to select all of the specials in the list. Once you ve made your selections, click the Print Selected button. A pop-up window will appear. If it does not, check your security settings and make sure you are allowing pop-ups from this website. If you need assistance, dial the Help Desk at Page 13 of 21

14 From this window, select Print from the file menu and print as you would any other file. Each special will print on a separate sheet of paper, regardless of how it appears on screen. Page 14 of 21

15 LMC Events: Currently the list of LMC Events consists of the following: Annual Meeting Summer Promo Virtual Show Winter Promo Pre-Season Promo This system provides the tools necessary to administrate these events as well as the ability to add additional events should the need arise. NOTE: Not all gatekeepers will have access to this portion of the admin. Specific rights must be granted. Adding an Event Should it be required that a new event be added to the schedule, click the Add LMC Event button from the home screen to access the Add Event form. Fill in all necessary dates and click the Save button. Page 15 of 21

16 Editing an Event Each year, the dates of each event must be updated. To edit an event, click the Edit LMC Event button on the home screen to access the Edit Event screens. Select the event you wish to edit from the list. Click Select to proceed. Modify the dates as required and click Save. Date Selection Dates can be entered in manually or selected from the pop-up calendar. To select a date from the calendar, click the calendar icon. When you select a date, the icon will disappear and show your date. Page 16 of 21

17 Supplier Contacts: LMC Promotions Gatekeeper Users Guide 2015 For each event, suppliers are invited to participate and encouraged to submit specials for the event. The list of suppliers to whom invitations will be sent, is managed through this system. Each gatekeeper is responsible for keeping their respective contact list current. Adding Contacts To add a contact, click the Add Contact button from the home screen. The Add Contact form will be displayed. Add in as much information as you wish. The only fields that are absolutely required are First Name, Last Name and address. Click Save Contact to continue. On the next screen, you will have the ability to assign Supplier associations. This step is critical and must be completed. Page 17 of 21

18 To assign suppliers, click the appropriate supplier from the list on the right and click the Add button. Click Save Contact to save the changes. Page 18 of 21

19 Editing Contacts To edit a contact that already exists within the system, click the Edit Contact button from the Home Screen. Select the appropriate contact from the drop-down list. Click the Select button to proceed. Make any necessary changes and click Save Contact. Page 19 of 21

20 Sending Invitations LMC Promotions Gatekeeper Users Guide 2015 To send invitations to participate in each event, click the Send Invitations button from the Home Screen. The Send Invitations screen will be displayed. Select the event for which you wish to send invitations from the drop-down. Select individual suppliers by checking the box next to each supplier or check the Select All checkbox to select every supplier. Click Proceed. Page 20 of 21

21 A list of contacts for each supplier selected will be displayed. Select the specific contacts to whom you d like to send the invitation by checking the box next to each or check the Select All checkbox to select all contacts. If you wish to receive a carbon copy for each invitation sent, check the CC Gatekeeper checkbox in the upper right. Click the Send s button to begin the process of sending the invitations to the contacts selected. You will see either success or an error message in the Message column for each. Previewing Invitations If you want to preview the invitation prior to sending them out, simply click on the Preview icon for each invitation you wish to preview. The invitation displayed is an exact copy of the that will be sent and the link contained within, is an active link to that supplier s input screen. Once you have reviewed the invitation, click the Close button to close the overlay. Page 21 of 21