Summary of Promotional Items Handbook

Transcription

1 Summary of Promotional Items Handbook Online Promo Store User ID: Log in using your address and Password assigned by SVS Marketing, if you don t have a user ID see sections on site for assistance below: Help Tab on the store My Account How do I create an account (and follow the steps). Selection of product: Shipping Rates: Browse through the store to select the product you want to send out under a specific cost center and add them to your cart. Select a mode of delivery FedEx ground, Overnight or 1 Adelaide (one pick- up per day to go to 1 Adelaide, pick- up is at 3:00 pm from SVS Marketing offices), *Please note you will have a chance to change the delivery further down your order. Select your method of delivery, for 1 Adelaide there is a daily pick- up at 3 pm leaving from SVS Marketing warehouse to 1 Adelaide. You will have a chance to change your delivery method further down in the process Summary of Promotional Items Handbook Page 1

2 Billing Address Selection should be defaulted to 1 Adelaide Street East, do not enter anything else. 1. Shipping Information Enter the address for delivery or alternatively, The system will save historically all of the addresses you have entered under your user ID. If you are shipping an item to the same address you have sent in the past no need to retype it just use the drop down menu. Be careful to change the recipient s name if need be. Additional Information a. Cost Center Please note that there can only be one order per cost center. If you are covering more than one territory you cannot place an order for both territories under the same cost center or same order. You cannot ask them to split the cost. Example of wrong way to order Ordering two padfolios for each of your regions EC57 & EC52 and placing it under EC57 with a note asking it be split. It would be like asking your credit card company to bill your friend because you bought an item for them using your credit card.) Example of right way Order one padfolio for EC57, than make a separate order for EC52. b. Dealer Code Enter the 4- digit code of the Dealer and not the dealership s name. If you are ordering for your Wholesaler use c. Rep Code Enter the 4- digit rep code and not their name. If you are ordering for your Wholesaler use 0000 for the Rep Code. d. Advisor name Enter the advisor s name, if you are ordering for your Wholesaler enter his/her name. e. Sale Type: You need to select a type i. Direct: For Advisor/Wholesaler s personal use ii. Indirect: Branch gift or distribution to multiple staff with in a branch who do not have their own code. Also branch meetings, investor seminars and roadshows iii. Charity: Sent directly to a charity or sponsorship. Summary of Promotional Items Handbook Page 2

3 Orders have to be placed before 1:00 pm if you want them to go out on the same day. One cost center per order The 4- digit dealership code, not the name The 4 digit rep code and not their name Summary of Promotional Items Handbook Page 3

4 2. Shipping Method At this stage you have a chance to change your shipping method by selecting: FedEx Ground, FedEx overnight or 1 Adelaide Street daily pick- up. If you select 1 Adelaide make sure to address the package in your name or use the client s name c/o your name so office services know who to deliver the package too. In the interest of saving money try not to ship to your office to than ship the items out again via courier, ship to the advisor directly from SVS Marketing offices. Example: John Smith C/o Chantal Pharand Dynamic Funds 1 Adelaide Street East Here is where you can change the shipping method again. At this point if you decide to have the item delivered at 1 Adelaide for Wholesaler to hand deliver make sure you address the package correctly This is where you insert the comment about including b/c. Keep in mind that you had to have sent the b/c to SVS Marketing prior Click on Edit items in cart to delete items if you decide that you don t want anymore Summary of Promotional Items Handbook Page 4

5 3. Payment Information Cost Center: Always select cost center, the system does not accept credit card payment. Order comments: Order comments can be anything from a note to Compliance explaining why you are ordering this item for this client, to a note to SVS marketing requesting the gift be placed in a Dynamic Gift bag or to use same day delivery. The Order comment will be seen by Compliance, SVS Marketing, and management. (Example: This is a bulk order for 170 pens that will be used for distribution during the Myles MTM event on January 3 rd, ) Also please note: SVS has agreed to incorporate a note or business card when requested on the order in the comment tab. The SA will need to send some business cards to the attention of Liz at the following address: 4. Placing Orders Liz Kalil, VP Business Development SVS Marketing 15 Densley Avenue, Toronto, ON M6M 2P5 Tel.: Toll Free: When asking to include the b/c they will need the specific name of the wholesaler and not just the territory as SVS are not familiar with the territories. You can edit your order at this stage by clicking on Edit items in cart, you may than remove some items and recalculate your order. Once you are comfortable that your order is accurate, just click on Place Order. Once you have clicked on the Place Order tab you will receive an confirming your order with the details and on the site you will see the below note. Summary of Promotional Items Handbook Page 5

6 Compliance and Regulation 1. Item valued at $ and more Any items over $ 100 require RVP and/or Compliance approval and the donation form to have been completed. Once all approvals are received, attach the approval to the advisor profile as a New Task in DMF completed activities. When placing the order you will be prompted to answer if you have obtained such approval. Compliance is monitoring on a monthly basis the report and can come to you at any given time to ask for a copy of the approval. The Sales Associates are responsible for keeping on file of all the approval(s) they seek. A. Prior to placing orders on the new online promo store for any items valued at $ and over please follow the below steps. B. Gift to client $ Obtain approval from your RVP only. In OOD attach approval from RVP under Attachments which is beneath Co- Op Costs on the advisor profile. Kindly label your attachment as follows Promo Request mm/yyyy. C. Charity Items $ Request your client fill out the Donation Request Form- - SA may also fill this out. Obtain approval from your RVP. advisormarketing@dynamic.ca including your form & approval from RVP and request 2nd approval from compliance - when sending these documents to advisormarketing subject should always be: (Region/Sub Region) - Charity Promo Request mm/yy. Once approved from your compliance officer, send an to your advisor confirming that they will be receiving the item. Once order is completed, in OOD attach your donation form, both RVP, Compliance approvals, and order confirmation number under Attachments which is beneath Co- Op Costs on the advisor profile. Kindly label your attachment as follows Charity Promo Request mm/yyyy Summary of Promotional Items Handbook Page 6

7 View of the promo store when requesting an item over $ This is where you will be asked if you have obtain the proper approval 2. Important: Entering Promotional Items in OOD (non charitable) For the moment the on- line promo store and OOD are not linked together. Each time you place an order on the store you need to make sure to go into OOD and ensure that you track under the advisor s name the items you have sent him according to Compliance guidelines. Therefore a separate task needs to be created as a new task directly on the advisors profile instructions are detailed below. Tracking items ordered through promo store - All Items (no price limit) Kindly create a New Task each time you order any item from new online promo store: Underneath DMF Open Activities Ensure all details are entered accordingly as per item i.e. amount, date, amount, quantity, order number also please note that if ordering the same item for multiple advisors only one task should be created ensuring to tag the additional advisors by using the magnify glass to add them as additional clients and change the number of participants accordingly. In the note section simply copy what was ordered from the confirmation sheet you receive by . These details will help compliance during the spot checks to verify the orders. Summary of Promotional Items Handbook Page 7

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9 3. Tracking charitable items Ordered in OOD Tag the item the same way you would a non charitable promotional item however change the activity and its subtype: Type should read: MOE Business promotional item Sub type should read: BPI charitable donation Summary of Promotional Items Handbook Page 9

10 Things to remember 1. Dynamic Funds gift bags and tissue paper and ribbons The on- line store carries gift bags and tissue paper to be used: To make the promo item you are ordering for an advisor more special by gift wrapping it. Or to brand a gift given to an advisor that was purchased outside the Dynamic Promo Store program. Gift wrapping a Promo item from the on- line store o When selecting a gift on the on- line store, if the item fits in one of the 3 size of gift bags available, you will be asked if you want to package it in a Dynamic gift Bag for a small fee, that fee includes the gift bag, tissue paper in the color of your choice and the labor to package it. This is an option; you are not required to gift wrap logo items. When processing the expense account for your wholesaler for charges related to promo items you need to code the expense with the following GL Account numbers on the invoice itself: Promotional Paraphernalia, this is how accounting knows it pertains to promo items. Compliance doesn t allow that we send an advisor gifts for him to distribute to his clients. Summary of Promotional Items Handbook Page 10

11 Gift wrapping a Promo item purchased outside the Dynamic program o Very important to always remember when ordering gifts/items internally or externally sent to advisor in order to be compliant they need to be branded. The way to brand it is to place the gift in a Dynamic gift bag or to wrap it and add a Dynamic ribbon around the gift. o The gift bag and tissue paper can be ordered individually on the on- line store, you can select the color of tissue paper that you want, and they are all in our brand colors. I would recommend ordering a few at the same time in order to save money on shipping cost The on- line store won t allow you to order more than 10 items of the same product in one order. For your request to be processed you have to obtain RVP s approval as well as Chantal Pharand. SVS Marketing will only release the order once they get Chantal s approval. Chantal will approve once you have forwarded her by the RVP s approval. Summary of Promotional Items Handbook Page 11