ABOUT THE BUSINESS PORTAL The Business Portal is an online tool that allows you to get information faster, more effectively and easier than before.

Transcription

1 ABOUT THE BUSINESS PORTAL The Business Portal is an online tool that allows you to get information faster, more effectively and easier than before. The Business Portal is a robust tool that organizes data to provide the most timely, accurate, complete information you depend on from Lixil Water Technology Americas. We took feedback you provided us requesting a single source for information and direct access and created this powerful tool utilizing the latest technology. The Business Portal has been tested with a number of customers who all love the ease of use and the efficiency it has added to their businesses. Order management through the Business Portal will assist in lowering our costs to serve, eliminate purchase/ pricing/product code errors and increase the speed of the order process in the system. FEATURES 1

2 DOCUMENTATION FAQs HOME PAGE Main Menu Account Profile / Default Ship To My Account How to search a product How to lookup PO Status/Tracking How to lookup Product Availability Promotion, deals, what s new and contacts tabs USER ADMINISTRATION How to Register to Lixil Business Portal Forgot User id or Password PRODUCT INFORMATION How to check Product Availability/Status How to look up Product Details: download, parts, related, replacement and kit/components ORDER MANAGEMENT How to place a standard order How to quickly add bulk items to Cart How to place a display order How to process order cancellation/change How to process Job Quote or project order SELF-SERVICE Process Goods Return (RGA) Defective Faucets Form How to change my Password How to change my contact information How to add users How to change/delete users BUSINESS PORTAL CONTACT For questions regarding Lixil Business Portal USA: Contact us by BP_Support@LixilAmericas.com Or Call Customer Care at Canada: Contact us by BPCA_Support@LixilAmericas.com Or Call Customer Care at

3 FAQ Q: I forgot to add my quote number/promo to my order, can I update? A: If your order is open, and all items are Standard PO Program you are able to make this change through the portal Otherwise, you will need to work with your customer care team. Click here to see how to. Q: I cannot see an account in my drop down and I should be able to? A: Please contact the BP Support team at BP_Support@LixilAmericas.com to have the missing account properly linked to you. Q: Why can I see customer exclusive items in the BP if they are not available to me? A: It is not possible to block all customer exclusive SKUs, hence the notification This Item Is not In Your Portfolio. Q: What if I do not recall my password? A: Click on the Forgot Password link in the upper right hand corner or click here to see how to. 3

4 HOME PAGE The Home Page gives easy access to Product Availability, PO Status/Tracking, Alerts, Menu, Product Search, Promotion, What s New, Deals, Contact and Help. Click on the BUSINESS PORTAL logo on the top left corner from any page to go back to the Home Page MAIN MENU Allows access to product information, order management, reports and resources ACCOUNT PROFILE / DEFAULT SHIP TO Click on your name next to Hello to access your ACCOUNT PROFILE and make changes as needed Click on your default ship-to to change desired sold-to and ship-to account All portal features will default to the selected account in My Default Ship To field User is not required to change the default ship-to in order to access other associated accounts information - User will have the ability to utilize the SEARCH SHOW/HIDE feature to view other accounts information MY ACCOUNT This section contains alerts which require user s action Values in [7] indicate the count of items pending user s action 4

5 HOME PAGE HOW TO SEARCH A PRODUCT Search for a product to view product details including download, repair parts, related, replacement, product status and availability, etc. Key in the product id and select the desired product from the drop down list Hit the Enter key or click on the magnified glass button to go to the product details page HOW TO LOOKUP PO STATUS & PRODUCT AVAILABILITY PO STATUS: To search for an existing order or inquiry Select PO or Confirmation radio button PO: is your purchase order number Confirmation: is your PO reference # in Lixil system Key in PO or Confirmation number in the PO/ Confirmation No field and click on QUICK AVAILABIITY: To check product availability/status Select the ship to state from the dropdown list Enter desired quantity Key in product id Click on the magnify glass button Click on the shopping cart button to check availability to add to cart PROMOTION, DEALS, WHAT S NEW AND CONTACTS TABS Click on a desired tab to view content Promotions list with expiration date Hot Deals New Product Launches Contacts 5

6 HOW TO REGISTER TO LIXIL BUSINESS PORTAL Tips: If you are a customer, LWTA will create one Admin user (Gatekeeper) this can be used to manage/create other users with applicable roles for each branch/location within your organization If you are a Rep Agency: Your Sales Operations Manager must approve prior to registering For best performance, we recommend using Google Chrome browser. Also, you can use your preferred browsers. Internet Explorer version must be 9 or higher USA users: go to Canada users: go to Click on the REGISTER link CUSTOMER REGISTRATION Fill out your information Check Customer option Check Yes for Are you an authorized gatekeeper When you are done, click the SEND button LWTA will begin the process and notify you with your login credentials 6

7 FORGOT USER ID OR PASSWORD USA users: go to Canada users: go to Click on the FORGOT PASSWORD link To retrieve your user id or password, fill in this form click on the SUBMIT button. An will be sent to you with the details to access your account again. Contact customer care if you don t receive an with your request within 5 minutes. 7

8 HOW TO CHANGE MY PASSWORD Tips: this feature is not available to Lixil employee users Login to the portal Click on My Profile or click on your name on the top of the page Click on Change Password Key in old password in the old password box Key in new password in the new password box Confirm new password in the Confirm Password box Click on the SAVE button You don t need to logout and login to activate changed password 8

9 HOW TO CHANGE MY CONTACT INFORMATION Login to the portal Click on My Profile or click on your name on the top of the page Click on Account Profile Your first name, last name, and telephone will be initially setup by the LWTA Portal administrator Update your contact information as relevant Show/Hide Product Image: check the box to display product images on the PO Status, MY CART, JOB QUOTE, etc. If you have a sluggish network, uncheck the box for better performance Click on the SAVE button to save changes 9

10 HOW TO MANAGE USERS Tips: Each organization will assign/have one Gatekeeper Gatekeepers will be responsible to assign sub-users for their organization, will be able to setup sub-users roles and authorization levels and can disable and change password of sub-users A Sub-user doesn t have the ability to manage adding/removing users Login to the portal Click on My Profile or click on your name on the top of the page Click on Add Sub User USER INFORMATION: The following fields are mandatory * User ID: we recommend using the first part of the account user s First Name: user s first name Last Name: user s last name Password : create initial password - ask user to change the password on initial login Telephone: user s primarily phone number ACCOUNT ACCESSIBILITY Check the boxes of locations you desire for the sub-user to access USER AUTHORIZATION This section limits users accessibility and usability which is addressed on the next page 10

11 HOW TO MANAGE USERS ORDER ACCESSIBILITY Check Order Status: This selection is available to all users by default which allows visibility to the PO Status page Save order As Template: This allows users to save orders as template for replenishment Submit Order to LWTA: If checked: User will have the ability to submit orders to LWTA If not checked: User will have the ability to submit order for review Gatekeeper will receive the request via and submit order to LWTA Order/Line Cancellation: Allows cancelling an order or a line item(s) on order via the PO Status page Order Change: Allows making change to open orders with Standard PO Program (Add line, Reduce quantity, reference a Promo, reference Job Quote) RGA/Return: Allows requesting return of shipped order or a line item(s) via the PO status page Display Program: Allows users to place a display order Ask Questions: Allow users to ask a question before submitting the order to LWTA. This option will appear on the order confirmation page FINANTIAL ACCESSIBILITY Invoices: Authorize a user to view and print invoices Pricing: Authorize a user to view net price and multiplier across the portal NEWS / ANNOUNCEMENTS Authorize a user to view specific news category After making appropriate selections, click on the SAVE button and forward to user login credentials including requesting password change 11

12 HOW TO MANAGE USERS MAKE CHANGES TO EXISTING USER Login to the portal Click on My Profile or click on your name on the top of the page Click on List Sub Users To change user info: click on the radio button on the left of the User Id and click on the MODIFY button To Change password: click on the radio button on the left of the User Id and click on the CHANGE PASSWORD button To Delete a user: click on the radio button on the left of the User Id and click on the DELETE button To Activate/Block a user: click on icon in the Status column to block or activate users To search for a user: enter user name or user id in the Search field on the top right of the list header 12

13 HOW TO CHECK PRODUCT AVAILABILITY / STATUS Tips: Users can check product availability for one product or multiple products at once Availability for one product at a time can be obtained from Home page, Product Details page and MY CART Availability for multiple products can be obtained on items already added to MY CART Product availability is dynamic and subject to change based on incoming orders 1) FROM THE HOME PAGE Login to the portal Select the ship to State from the dropdown list Enter desired quantity Key in product id Click on the magnify glass button Click on the shopping cart button to check availability to add to cart BP will display a popup with current availability including other product information 13

14 HOW TO CHECK PRODUCT AVAILABILITY / STATUS 2) FROM PRODUCT DETAILS Search for a product to view product details including download, repair parts, similar, complementary, replacement, product status and availability, etc. Key in the product id and select the desired product from the drop down list Click on the Enter key or click on the magnify glass button to go to the product details page Hover over the three dash menu Select CURRENT AVAILABILITY 3) FROM MY CART Check product availability before adding product to CART Hover over MORE OPTIONS and select CURRENT AVAILABIL- ITY 14

15 PRODUCT DETAILS: DOWNLOADS, PARTS, RELATED, REPLACEMENT Search for a product to view product details including downloads, repair parts, related, replacement, components, product status, availability, etc. Login to the portal In the product search on the top right, key in the product id and select the desired product from the drop down list Hit the Enter key or click on the magnified glass button 15

16 ORDER MANAGEMENT Tips Placing orders on the business portal is easy just add products to MY CART or from different sources, i.e. fast entry, import from Excel, product catalog/details, home page and Job Quotes/Projects Display orders require approval by the operations managers or display department (if mount is required) upon approval, a notification will be ed to review and submit Discontinued and exclusive items are not permitted for ordering Customizable SKUs with specific measurements, i.e. modifications and PODs order must be communicated to customer care to insure drawing and other information is available for pricing and preparation. Item may be substituted for water compliance regulation shipping to (i.e. CA, TX, CO) Contact Customer Care for questions 1) HOW TO PLACE STANDARD ORDER Login to the business portal Click on Cart on the top right Enter item in the Product (Material#) box Enter quantity in the Qty [EA] box Check product availability before adding product to CART Hover over MORE OPTIONS and select CUR- RENT AVAILABILITY You can enter other info as follows: MY SKU: the product id referencing LWTA in your system My PO Line: Your PO line item number Job Quote: LWTA Job Quote number, i.e. 506xxxx Job Quote Line: Job Quote line item number Promo Code: two digits promotion id, i.e. FE Click on the ADD TO CART button If you have more than one sold-to and ship-to, a popup will ask you to select the ship-to account The popup will come up when you add the first line item to cart 16

17 ORDER MANAGEMENT 1) HOW TO PLACE STANDARD ORDER CONT. Review products in MY CART and make changes as necessary, such as adjusting quantity to meet best price points After making changes, click on the UPDATE CART button for the changes to take affect Ready to place your order, click on the NEXT button Fill out the appropriate fields to complete your order. Enter the PO Number and click on the NEXT button to review and confirm A popup with the PO total value will display, make sure it is matching in your system Review confirmed estimated ship date, net price and grand total before submitting the order Click the SUBMIT TO LWTA button to submit your order A confirmation of your order will indicate it has been received Click on the PO# number to review other handling fees or freight charges Click on the PRINT to print the submitted PO 17

18 ORDER MANAGEMENT 2) HOW TO ADD ITEMS TO CART QUICKLY Tips The tool is simple and a speedy means of adding items to Cart in bulk Works best for users experiencing sluggish network speed Simpler than the Import From Excel tool Like working with MS Excel, you can copy and paste items onto the tool Can be used to quickly alter multiple items previously added to Cart or for review before submitting Login to the portal Click on CART on top right Hover over MORE OPTIONS menu Click on MULTIPLE LINES ENTRY selection Copy and paste product id and quantity from your data source to the form Form Features 1. Validate and Update My Cart: validates line entries and save changes 2. Back to My Cart: display valid items in My Cart 3. Clear Changes: Clear changes made after last validation 4. Add 10 Rows: Add additional blank lines at the bottom default number of lines is Download Invalid Items: Invalid items listed in the Message column can be downloaded to MS Excel 6. Help: Downloads user guide 7. Program / Message: Read-only columns display PO program and item validation status Or manually, enter product id, quantity, job quote, job quote line reference, promotion code, etc. as applicable. Click on Validate and Update My Cart then Back to My Cart buttons to complete your order 18

19 ORDER MANAGEMENT 3) HOW TO PLACE DISPLAY ORDER Login to the business portal Click on Cart on the top right Add items to Cart Select the Display option in the PO Program column If display mounting is needed, select a unique Mount Group number for a list of items you desire to mount together Click on the UPDATE CART button Click on the NEXT button to go to the next page Enter customer s PO Number and make additional selections as required Fill in display requirements (mandatory) Purpose Display Personal Use Specifier VIP Showroom Multiplier Requested Comments Click on the NEXT button to go to the next page 19

20 ORDER MANAGEMENT 3) HOW TO PLACE DISPLAY ORDER CONT. Review display order request before submitting for review Click on the ATTACH DOCS button to attach necessary files such as drawing, etc. To request different multiplier for each display line, click on the ASK button to enter desired multiplier then click the Save button Click on the SUBMIT FOR REVIEW button A confirmation will popup, your order has been received The display team will review and take action (approve/ reject) An will be sent to the requestor with LWTA action, click on the link in the body to open display request Click on the SUBMIT TO LWTA button to submit approved order A confirmation popup will display order was submitted successfully 20

21 ORDER MANAGEMENT 4) HOW TO PROCESS ORDER CANCELLATION/CHANGE Tips: ORDER CHANGE IS ALLOWED IF ALL ORDER LINES ARE OPEN AND THE PO PROGRAM IS STANDARD Custom made/mounted products may not be canceled Cancellation is allowed if order line status is Open or Shipping Items with Open status will cancel immediately Items with Shipping status will be sent to Customer Care for review to approve or reject Login to BP Select PO or Confirmation radio button Key in PO or Confirmation number in the PO/Confirmation No box Click on the magnify glass button to go to the PO status page On the PO Status page, hover over the three lines menu next to ITEM STATUS and click on CANCEL/CHANGE ORDER 4.1 HOW TO CANCEL ORDER OR A LINE ON ORDER To cancel all open/ shipping items, check the box under Cancel All column To cancel a line item, hover over the three lines menu and click on CAN- CEL LINE Select Reason and other Comments at each line or from the header to copy your selection to all checked lines Click on the SUBMIT CHANGE button 4.2 HOW TO ADD NEW LINE TO ORDER Click on the ADD NEW PRODUCT button Enter product id Enter quantity Click on the ADD NEW LINE ITEM button 21

22 ORDER MANAGEMENT 4) HOW TO PROCESS ORDER CANCELLATION/CHANGE - CONT. 4.3 HOW TO CHANGE LINE QUANTITY To decrease quantity, select the three lines menu next to the item then click on DECREASE QUANTITY Change the quantity next to the OQ box 4.4 HOW TO ADD/CHANGE PROMOTION CODE Select the three lines menu next to the item then click on ADD/CHANGE PROMO CODE Add or change promo code in the PROMO box 4.5 HOW TO ADD JOB QUOTE/PROJECT REFERENCE Tip: This action will automatically cancel the line and recreate with reference to job quote/project Select the three lines menu next to the item then click on ADD JOB REFERENCE Add job quote reference in the Quote Ref box and job quote line reference in the line box Click on the binocular to lookup Jobs/Projects SUBMIT CHANGE CONFIRMATION To submit your change, click the SUBMIT CHANGE button, a confirmation will popup for your review Click the OK button to submit your change A second confirmation will popup with status of your change If confirmation status is unsuccessful, contact Customer Care to further assist you with your inquiry 22

23 ORDER MANAGEMENT 5) HOW TO PROCESS JOB QUOTE OR PROJECT ORDER Login to BP From the main menu, hover over ORDER MANAGE- MENT and select JOB QUOTE / PROJECT LIST Click on the job name To create order for all lines: Select the checkbox in the header on top to select all lines To create order for a list of lines: Select the checkbox on left of each line and change the Order Quantity as desired Click on the COPY SELECTED TO CART button A confirmation will popup on the top confirming items added to cart successfully or with errors Click on the Cart icon on the top right to prepare order Follow steps in this link to submit the order 23

24 RGA (RETURN MERCHANDISE AUTHORIZATION) Tips: Return can be requested after goods shipped Return quantity must not exceed shipped quantity Check your spam/junk with s from Lixil Return request process flow: When you submit your return request, the request is sent to the LWTA Claims department for review Claims department approve or reject your request You will receive an with Lixil action - On the body, click on the hyperlink to open the request in BP For Approved requests, you must click on the ACCEPT LWTA TERM button to generate your RGA request for printing - or click on the WITHDRAW REQUEST button to withdraw Approved RGA has expiration date - if you forget to accept approved requests, you will receive an 2 days prior expiration - expired requests will be moved to the Expired link and cannot be reopened HOW TO SUBMIT GOODS RETURN REQUEST (RGA) Login to the portal Got to the PO Status page to request RGA Over to the right of the item, hover over the three dash menu then click on the REQUEST RGA link A popup will show the item you selected Returned Material: Make sure the item on the Returned Material column is what you received or enter the product id you received in error Enter the Return Quantity (cannot exceed expected quantity) For kit/combo items, check the checkbox for the component(s) you would like to return Click on the SAVE AND CLOSE button the item will be selected for return - in the Status/Action column, items requested for return will be marked as Selected for RGA (Step 1 of 2) Repeat above steps to mark other items for returns 24

25 RGA (RETURN MERCHANDISE AUTHORIZATION) HOW TO SUBMIT GOODS RETURN REQUEST (RGA) - CONT. At the top far right of the PO status header, hover over the three lines menu and click on RGA/RETURN SELECTED The CONFIRM RGA REQUEST page will list the items marked for return fill out the information to complete your request SHIP FROM: Select or enter the address which the goods will return from CUSTOMER RGA CONTACT: Enter your contact information REASON AND TERMS: Select the reason for return ADDITIONAL INFORMATION FROM CUSTOMER: Enter any details for this request Click on the SUBMIT RGA RE- QUEST button to submit your request to LWTA Claims department for review A confirmation will display with the status of your request On the PO Status, requested lines will be referenced with RGA Requested You are not done... The request is sent to the LWTA Claims for review - Claims will approve or reject your request You will receive an with LWTA action - next step will guide you to review LWTA Claims action, if you accept, you must submit to process the request and print the RGA 25

26 RGA (RETURN MERCHANDISE AUTHORIZATION) HOW TO SUBMIT GOODS RETURN REQUEST (RGA) - CONT. After LWTA review your RGA request an notification will be sent to you to review LWTA Claims action, click on the link to open the request and review - make sure you check your spam/ junk if you are not receiving the RGA s Or on the home page under MY ACCOUNT, click on Open RGAs Or retrieve the RGA from ORDER MANAGEMENT -> RETURN & CANCELLATION -> Customer Queue Click on REQ Id to open request To complete your RGA request, choose from either options ACCEEPT TERMS AND SUBMIT or WITHDRAW REQUEST For accepted requests, a confirmation will display Successfully Completed RGA Click on the PRINT button to print approved RGA request 26

27 DEFECTIVE FAUCETS RETURN FORM HOW TO PREPARE DEFECTIVE FAUCETS RETURN FORM Login to the portal From ORDER MANAGEMENT main menu, click on RETURN & CANCELLATION On the left side, under DEFECTIVE FAUCETS, click on Create New Request Select the Distributor Information Enter the contact information for the individual requesting defective return Enter in the note info you want to share with LWTA Claims department Enter SKU in Product (Material#) box, only faucets are allowed Enter Quantity in Return Qty box Select Defect Code from the drop down list Enter Comments, this is required if selected Defect Code is Other Click the binoculars to search relative invoices - disable pop-up blocker if a list does not populate Click the ADD LINE button to include additional items/rows Click the SAVE button to submit defective return A confirmation will display request has been submitted Click the reference number link to print request IMPORTANT, use this reference number to take a debit on your next remittance for the return of this defective faucet PRINT your request, Use the first page as your PACKING LIST and the second copy as your SHIPPING LABEL 27

28 DEFECTIVE FAUCETS RETURN FORM HOW TO VIEW SUBMITTED DEFECTIVE FAUCETS RETURN FORM Login to the portal From ORDER MANAGEMENT main menu, click on RETURN & CANCELLATION On the left side, under DEFECTIVE FAUCETS, click on Request List Click on the Return Id to open request Click on the PRINT button to print the form Sample printed defective form 28