Promotions Portal User Guide

Transcription

1 Promotions Portal Supplier User Guide Promotions Portal User Guide Support Line:

2 Table of Contents Introduction Promotions Portal Process Accessing the Portal Turn off the Popup blocker... 5 Promotions Portal Subscription... 6 Setting Up AOR (Area of Responsibility) Setting up and using Filters (Favourites) Setting Up a Favourite Step by Step Promotions Portal Home Page.. 14 To Do List.. 15 Create and Submit a Single Price Point (SPP) Scan Back Deal Sheet Deal Sheet Status Create and Submit a Price Family Deal Sheet Create and Submit a Multibuy Deal Sheet Re-submitting a Deal Sheet Deal Log and Deal History. 25 notifications and what they mean.. 28 Promotions Portal User Guide Support Line: Page 1

3 Introduction Welcome to the Woolworths Group Limited Promotions Portal. The Portal is designed to streamline the Promotional Program that you manage with your Category Managers. The Portal provides a single source of information regarding the Promotional Program and Deal funding to support that Program, as well as a method of negotiation. The Portal relies on Filters to display the products relevant to you, and the date range of the calendar. It is important to create at least 1 Favourite (essentially a Saved Filter) to reuse when needed, making navigation to the required products simpler. Deals are created directly in the Promotional Calendar, capturing proposed Deals, suggested promo prices, as well as any communications between you and your Category Team, which can be reviewed by the Category Team in the same calendar. There is no longer the need to maintain separate slotting boards and spreadsheets. The Home page in the Portal provides single-click access to your Favourites (saved Filters) as well as a To Do List, which lets you see at a glance any outstanding Deals requiring review by you. A View link for each Favourite launches a summary list of these Deals (on the Promotional Summary screen), allowing you to drill down and access the Deal Sheets directly. Promotions Portal User Guide Support Line: Page 2

4 Promotions Portal Process 1. Depending on your Category, you or your Category Team may slot Deal Sheets in the Calendar via the Portal (they will appear as red slots) 2. These Deal Sheets are then populated by you with Funding Level. 3. Once the Deal Sheet is complete, you can submit it to the Category Team for approval (the Deal Sheets change colour to orange) 4. Your Category Team will review and action the Deal Sheet(s) as follows: Accept the Deals (colour changes to green) Resubmit requesting an improved Deal value (colour changes to amber) Decline The Deal is removed from the Calendar Lock the Deal (a padlock icon will be displayed) the dates are now locked. You will receive notifications via that a Deal Sheet status has changed. (Daily notifications capture all changes made yesterday, Weekly notification include deals that are in a due or overdue status not Accepted). Promotions Portal User Guide Support Line: Page 3

5 Accessing the Portal 1. Ensure you have registered to WOWLink refer to WOWLink Online Help for information on how to register. 2. Install the appropriate browser. The Promotions Portal is compatible with most web browsers however for optimal experience we recommend: Mozilla Firefox (Version18+) 3. The WOWLink Local Administrator must subscribe to Promotions Portal access in WOWLink first before adding the subscription to other Users. 4. Only the Administrator will have the Settings tab available in the Portal. 5. The WOWLink Administrator becomes Portal Administrator and gets full AOR (Area of Responsibility) by default. The Portal Administrator can give others Administrator access within the Portal. 6. The Administrator is responsible for creating new users in WOWLink and subscribing them to the Promotions Portal. 7. The Portal Administrator must assign AOR in the Portal to other users once they have added the Promotions Portal subscription to the users in WOWLink. Turn off the Popup blocker. If the Popup blocker is not turned off, Pop Up messages will not display. Options to turn off the Popup blocker are located within your Internet browser settings. Promotions Portal User Guide Support Line: Page 4

6 Turn off the Popup blocker 1. Click Options to display pop-up box 2. Select Edit Popup Blocker Options 3. Click Allow 4. Click Close You will need to log out of the Promotions Portal to refresh settings and log back in to assign AOR for the relevant User. Promotions Portal User Guide Support Line: Page 5

7 Promotions Portal Subscription Only an WOWLink Local Administrator will have the access to subscribe users to the Promotions Portal (including themselves.) For instructions on creating new users please see WOWLink Administrator - Help Card Step 1. Login to WOWLink: via the Login link in the top right corner of the WOWLink Home Page. Step 2. Click on the Administration Centre tab Promotions Portal User Guide Support Line: Page 6

8 Step 3. Scroll down the page below your company s details to Subscription Management and click Add Subscription Step 4. Select the Contact and select Promotional Portal from Service drop down list Step 5. Wait for the spinning green circle to disappear (This should only take a few seconds) after the green circle has disappeared, click Submit Promotions Portal User Guide Support Line: Page 7

9 The Promotions Portal subscription should only take a few minutes to complete processing. Once processed, the Promotions Portal link will appear under the Services menu on the user s WOWLink Home Page. Once the Promotions Portal subscription has processed for the user, the WOWLink Administrator can then log into the Promotions Portal and assign AOR (Area Of Responsibility) to the user. Promotions Portal User Guide Support Line: Page 8

10 Setting Up AOR (Area of Responsibility) Step 1. Login to WOWLink and click on the Promotions Portal link under the Services menu The Promotions Portal Home Page is displayed. Step 2. To define an AOR (Area of Responsibility) for each of your users select the Settings tab (only the Administrator can access the Settings tab) By Default, all Articles assigned to your remit to number will be assigned to the Administrator. To assign hierarchy nodes for the other users: Step 3. Find the user you would like to assign AOR for, and then locate the row with the Vendor number and Sales Organisation (Supermarket, BWS, Big W etc.) the user needs access to Step 4. Once you have located the row, click on the button Promotions Portal User Guide Support Line: Page 9

11 Step 5. Tick the categories under Article Hierarchy Nodes you would like the user to have access to. (The Article Hierarchy Nodes will be specific to the categories your company supplies.) Step 6. Click Submit Step 7. Scroll to bottom of your screen, click Promotions Portal User Guide Support Line: Page 10

12 Setting up and using Filters (Favourites) Filters (once a Filter is saved, it is known as a Favourite) are used in the Portal to refine the list of products (Articles in a Category) and Date ranges to display on the Calendar. You can set up multiple Favourites to show different sets of products for different periods and for each Sales Organisation. The products available depend on your Area of Responsibility (AOR). This is a profile setting that means you only see your own products. Your AOR is managed by your WOWLink Administrator. The dates set in the filter are fixed, i.e. they do not change automatically as time passes, so you will need to adjust them periodically. Step 1. Click the tab to view the Promotional Calendar Step 2. To edit the filter settings, click to expand Promotions Portal User Guide Support Line: Page 11

13 Setting Up a Favourite Step by Step: 1. Choose your Sales Org and Sales District 2. Select your Article Hierarchy Node by clicking on the node button 3. Select the Categories to be displayed, and click on 4. Vendor name will populate 5. Expand Article/Price Family if you need to deselect articles 6. Select (or deselect) Sellable Units of Measure 7. The right side of the Filter screen contains a number of further options to refine the Calendar listing. It is recommended to leave these as default settings (-All-) unless you specifically need to filter for them (e.g. Indent Articles, Deleted Articles, Promoted Articles). 8. Set the Period From & Period To dates (use the drop down calendar) 9. Click (a Save As Favourite box will display) 10. Name your favourite and click 11. Click to display the Calendar (the Favourite will also be available from the Home page) Promotions Portal User Guide Support Line: Page 12

14 Options available within the Favourite Options available for Favourite from the Home Page Use the View link to launch the Favourite Use the Modify link to make adjustments to the Favourite (including changing the Date range) Use the Delete link to delete the selected Favourite Promotions Portal User Guide Support Line: Page 13

15 Promotions Portal Home Page It is recommended that Suppliers check their To Do List daily. This provides a snapshot of activities that require action. The To Do List is supported by automated s that are sent from the Promotions Portal providing direction towards outstanding items. The Promotions Portal home page contains the following key elements: Refresh : Date & Time stamp of last fresh displayed in To Do List header row - To Do List is refreshed Automatically overnight - To perform a Manual refresh at any time, click Refresh button and then click Home tab. To Do List : lists Actionable Items, which are grouped into three time based priority fields. News : located under Favourites Promotions Portal User Guide Support Line: Page 14

16 To Do List The To Do List contains Actionable Items, which are grouped into three time based priority fields. Actionable Items : Easy to understand Column headers. Critical Action Now (<15 Days) less than 15 days out from Start Date of Deal * Overdue (<56 Days) less than 56 days out from Start Date of Deal * Due (<180 Days) less than 180 days out from Start Date of Deal Note : Deals are identified by calculating the difference between the current Date and the Start Date of the Deal. * The number of days for Overdue and Due may vary based on the Sales Organisation you are viewing. Hover Over : Hover over listed Actionable Item for an explanation for each outstanding action. Click on the View link to open required Deal Sheets for Action in the Summary View. ITEM LABEL MEANING HOVER OVER DETAILS APPLICABLE DEAL Deal Sheet Submission Required An In Process Deal waiting on submission Finalise & submit Deal Sheet to secure promotion Promoted, NPD and PMR Deal Deals to be Re-Submitted by Supplier Deal re-submitted by the category manager requiring the Supplier to take action and submit. Update requested changes and submit to secure promotion Promoted,NPD & PMR Deal CM created/updated Deal to be confirmed by Supplier A Deal created or changed in overwrite requiring acceptance from the Supplier Accept to confirm agreement with CM changes Promoted, NPD and PMR Deal Clicking the View link from the To Do List will take you to the Promotional Summary screen which is a list format view. Promotions Portal User Guide Support Line: Page 15

17 Create and Submit a Single Price Point (SPP) Scan Back Deal Sheet Use these steps to slot a Single Price Point Deal in the Calendar via the Promotions Portal. Step 1. Step 2. From the Home tab, click the View link next to your Favourite to display that list of Articles in the Calendar. Select a slot in the Calendar grid, right click and select Create Deal Step 3. Right click on the red coloured slot (the one you have just created) and select Open Deal You can also double click the red coloured slot to open the selected Deal The Deal sheet opens and populates the Master Data information Promotions Portal User Guide Support Line: Page 16

18 The Deal sheet is named and the title bar is populated with: W/C Date - Week commencing date Product - Article number and Description Status of the Deal Sheet Deal Sheet No. The following fields default from the creation process and can be changed: Article # Product description UOM Unit of Measure Base - Quantity Vendor Sales Org The next part of the Deal sheet displays the terms of the Deal Step 4 Complete the following fields: a) Scan (the Deal value submitted for the Promotion should always be submitted as EACh (ie the deduction amount for each time the item scans) Entering this information into the National row will populate the Scan Deal for all States. You can adjust the State specials Deals by simply changing the Scan amount for the State requiring a different amount. Promotions Portal User Guide Support Line: Page 17

19 b) Sug Prom Sell SCAN (this is a suggested Promotional Sell price only and is populated based on the Std Sell minus the Scan amount) This can only be changed by the Trade Partners if required - to a proposed Sell price amount. c) Lump Sum (Complete this if the Deal will include a claim for a fixed amount) Step 5. Click the Detailed View button to expand the Deals display The screen expands to show more information which can be adjusted. Step 6. Update the following fields as required for the specific Deal: Purchase Deal Amount Off Invoice Deal amount Whs Issue Deal amount Buy From/T o (refers to the dates from Off Invoice promotions, pre-populated based on current agreements) Issue From/To (refers to dates for Warehouse issue promotions, pre-populated based on current agreements) Dates can be changed if agreed with the Category Manager Tick for non-promotional deals (no promotion running in the store) Promotions Portal User Guide Support Line: Page 18

20 Step 7. Enter Comments for the Category Manager into the Add Comments field Step 8. Click the Save button (next to the Add Comments box) to save the comments Comments will appear in the Comments field, date and time stamped once saved Comments cannot be deleted Step 9. Click Submit to send the Deal to the Category Team for review The Deal will be submitted to the Category Team and be ready for Acceptance, (and will be coloured orange (Submitted) in the calendar) Step 10. Click Close to close the Deal display Deal Sheet Status Status of a Deal sheet is displayed in the form of a colour A blank empty Deal Sheet A Deal Sheet submitted to Category Manager for action Resubmission initiated by Category Manager for action by Trade Partner Deal sheet has been accepted by Category Manager Promotions Portal User Guide Support Line: Page 19

21 Create and Submit a Price Family Deal Sheet Use these steps to slot a Price Family Deal in the Calendar via the Promotions Portal. Step 1. Step 2. From the Home tab, click the View link next to your Favourite to display that list of Articles in the Calendar. Select a slot, next to the Price Family, in the calendar grid, right click and select Create Deal Step 3. Double click on the red coloured slot to open the Deal The Price Family slot is Red coloured and the Articles within the Price Family are a lighter shade to indicate they are included in the Deal Step 4. Complete the following fields: Sug Qty Scan Sug Prom Sell Lump Sum Minimum Redemption 100 Step 5. Step 6. Step 7. Click the Detailed View to update fields as required Enter comments for the Category Team in the Add Comments field Click Save to the right of the Add Comments field Promotions Portal User Guide Support Line: Page 20

22 Step 8. Click Submit acceptance to send the Deal to the Category Team for review and Step 9. Click to close the Deal Sheet and return to the Promotional Calendar Create and Submit a Multibuy Deal Sheet Use these steps to slot a Multibuy Deal in the Calendar via the Promotions Portal. Step 1. Step 2. Step 3. Step 4. From the Home tab, click the View link next to your Favourite to display that list of Articles in the Calendar. Select a slot, next to the Price Family, in the calendar grid, right click and select Create Deal Double click on the red coloured slot to open the Deal Complete the following fields: Sug Qty 2 or more (depending on the Deal) Scan per unit Sug prom Sell for 2 (or more) Articles Step 5. Step 6. Step 7. Step 8. Enter any comments for the Category Team in the Add Comments field Click Save to the right of the Add Comments field Click Submit to send the Deal to the Category Team for review and acceptance Click Close to close the Deal Sheet and return to the Promotional Calendar. Promotions Portal User Guide Support Line: Page 21

23 Re-submitting a Deal Sheet If the Category Team requests any changes to the Deal, they will reopen the Deal in the Portal and you will receive an auto-generated . The will advise you to review, adjust and re-submit the Deal. Step 1 A Deal can be reviewed and re-submitted from two places On the Home Page, view To Do List. Click the View link for Deals to be Resubmitted by Vendor OR From the Promotional Calendar, right click the Yellow coloured slot to open the Deal Step 2 Step 3 Make any changes as required (eg increase the Scan to the required amount) Click Submit then click Close Resubmit a Deal Sheet The Category Team can accept a submitted Deal, or send it back for an improvement. If a Deal you have submitted is being referred back to you, you will get an automatically generated with the relevant Deal Sheet information including Week Commencing and Product Details. You can then update and resubmit an improved Deal. It is recommended that you check your To Do List daily. Once you have actioned an item on the To Do List, click back to the Home page and click the Refresh button on the top right corner of the To Do List panel to update the list. Promotions Portal User Guide Support Line: Page 22

24 Resubmit a Deal Sheet from Summary View Step 1 Access the Deal Sheets from the To Do List by selecting the View link. This will open the Promotional Summary view, showing a list of all of your Deal Sheets in that To Do type ie Deals to be Resubmitted by Vendor Step 2 To submit a Deal from the Summary view, simply: Check the displayed information is correct Click checkmark next to the Deal in question Click Submit button You can use the Deal History and Change Log to review edits made to the Deal Step 3 Step 4 To edit a Deal, click Click Open checkmark to select the Deal Step 5 Make your changes and then click Submit Promotions Portal User Guide Support Line: Page 23

25 Deal Log and Deal History As changes are made to the Deal, they appear in the Deal Change Log and are synchronised in the Deal History view. The Deal History page provides up to date detail about all Deals for a Price Family, Article, Generic or Variant including the status of the Deal. Deleted and Declined Deals are visible in the Deal History. How to launch the Deal History Option 1: Use the Deal History Icon Click on any week against the Price Family, Article, Generic or Variant Click the Deal History icon Deal History will open in a separate window Option 2: Right click Context Menu Right click on any week against the Price Family, Article, Generic or Variant Select Launch Deal History Deal History will open in a separate window When Deal History is launched it will load the history based on the level (Price Family or Article) at which the Deal was created. Promotions Portal User Guide Support Line: Page 24

26 Viewing Sheet Deal History Detail Delete / Decline Deals If the Category Manager Declines or Deletes a submitted Deal, the following notification will be sent to advise of the change. The reason within the message will change depending on the Deal Delete / Decline reason specified by the Category Manager. a) Deal no longer required b) Deal created in error c) Deal replaced Sheet Deal History Detail - Expanded Promotions Portal User Guide Support Line: Page 25

27 Sheet Deal History Detail - Exported Promotions Portal User Guide Support Line: Page 26

28 notifications and what they mean You will receive notifications regarding your Deals in the Portal. These s are automatically generated and advise that that there has been a change to a Deal (that you may or may not have to action). In general, log in to the Portal each day and review your To Do List panel for any Deals requiring action. The table below is a summary of the action required for each of the notification s: Subject Line includes This means Action required Request Deal to be resubmitted ( is immediate) Daily Summary of Promotions Under Review Weekly Summary of Promotions Under Review Deals Due / Overdue Deal Sheet Updated Deal Sheet Declined / Deleted The Category Team have reviewed your Deal and have suggested changes be made. Spreadsheet Summary of all Deals Accepted or Locked overnight. 1. You have Submitted a Deal but the Category Manager has yet to Accept it which means there would be no Claim / Promotion. 2. The Category Manager has sent a Resubmit and is waiting for the increased Deal submission. 3. The Category Manager created a Deal in Overwrite status and Saved (as opposed to accepted). A Deal you submitted has been changed by the Category Team in Overwrite. A Deal you submitted has been Declined / Deleted by the Category Team. Open the existing Deal, update and resubmit. Open and review the spreadsheet. 1. The Action is for the Category Manager not for Supplier. 2. Enter the increased funding i to the Deal and Submit for Review / Acceptance 3. Open the Deal, ensure the funding is correct and click Submit. Review and Accept the changes within the Portal, or if clicking Reject, enter reasons for Rejecting in the Add Comments and save then contact the Category Manager to discuss. No Action, the Deal Sheet has been Deleted from the Portal. Promotions Portal User Guide Support Line: Page 27

29 NOTES END OF DOCUMENT Promotions Portal User Guide Support Line: Page 28