Coca-Cola Freestyle Dispenser SMART Website Guide Version 4 May 2013 Cokesmart Website Guide January 2012 1
Section 1: Introduction Introduction Welcome to the Coca-Cola Freestyle Family! The new Coca-Cola Freestyle dispenser will soon be installed at your store. This revolutionary dispenser offers many features and benefits to consumers, store operations, and individuals like you who are responsible for ordering beverage products. The Coca-Cola Freestyle dispenser uses new technology to track the amount of Coca-Cola products dispensed and uploads that information to a central location called the Cokesmart website. The information is then used to propose product orders for your store based on actual consumption data. This feature can positively impact your inventory management process by: Improving accuracy of orders to control inventory cost/cogs. Reducing order time, inventory space, and out of product situations. This SMART Start Guide will provide a basic orientation to the Cokesmart site so you can register, log on, and begin ordering products for the Coca-Cola Freestyle Dispenser. Cokesmart Website Guide January May 2013 2012 2
Table of Content Introduction Introduction Page 3 Registering on Cokesmart Page 4 Cokesmart Info Page 10 Placing an Order Page 12 Password Reset Page 19 Tracking Orders Page 23 Admin Users Page 25 Cokesmart Quicktips and FAQs Page 38 Cokesmart Website Guide January May 2013 2012 3
Section 2: Registering on Cokesmart Coca-Cola s Customer Support team will place the first cartridge order for the Coca-Cola Freestyle dispenser at your store. This will ensure you have enough cartridges in stock to last approximately three weeks. Approximately 3 days after the Coca-Cola Freestyle dispenser is installed, you ll place your first order using the Cokesmart website following the steps outlined in this guide. Please continue to order the BIB sweeteners directly through your distributor. Registering Registering for Cokesmart Please register on the Cokesmart website before you can login. The key steps in the registration process are described on the following pages. If you encounter any problems during registration, contact Cokesmart Support at 1-800-276-2653. Support is available from 8:00 a.m. to 7:30 p.m. EST, Monday through Friday. Accessing Cokesmart To access the Cokesmart website, you must have a computer, an internet connection, and one of the following browser versions: Internet Explorer 8.0, 9.0 or 10.0, Firefox 4.0, 5.0 or 6.0, Google Chrome 14.0, 15.0 or 16.0 and Apple Safari. All pop-ups should be disabled. Contact your Corporate IT Department if your outlet currently does not allow for internet access. Other system requirements : 500 MHz or faster processor; 2 GHz or faster processor recommended 512 MB of RAM or more; 1 GB of RAM or more recommended 500 MB of RAM or more; 1 GB of RAM or more recommended CD-ROM or DVD Drive 1024x768 or higher resolution monitor Microsoft Windows XP with Service Pack (SP) 2, or later operating system Flash Plug-in Please add the following website as your trusted sites : apps.ko.com ccsn.service-now.com Cokesmart.com Cokesmart.ko.com-Customer Please Note: Cokesmart uses pop-ups. Please select the Allow Pop-Ups option to ensure the site will function properly. Cokesmart Website Guide January May 2013 2012 4
Section 2: Registering on Cokesmart Requesting Access To begin the registration process, please visit the Cokesmart website at http://cokesmart.com. 1. To Login or Register, click Customer (a) in the top right corner to continue. a Registering 1. On the Login or Register screen, click Register (b) under the New Users heading. 1. After selecting Register, you will be prompted to enter your email address. Enter your personal email (not the store email address)and click Submit (c). If you wish to have order and shipment confirmation sent to your store email, please contact Freestyle Customer Support. b c Cokesmart Website Guide January May 2013 2012 5
Section 2: Registering on Cokesmart 4. You will then be notified that a registration link has been sent to the email address you entered. Click OK (d). Registering d 5. Please pull up the email in your inbox and select the link provided. You will then see the page shown. Fill out all required fields. The email address will be populated automatically. The address provided should be the store s address. Also, Phone Number is a required field. Click Continue (e). e Cokesmart Website Guide January May 2013 2012 6
Section 2: Registering on Cokesmart 6. Please read and accept the web access agreement and click Continue (f). Registering f 7. Please provide store specific information in the required fields (those noted by red bars), and click Continue (g). The mobile phone should be different than the store phone number. If you do not have or do not want to provide a mobile number, please enter an alternate phone number. g Note: Roles are: Store Employee Standard User, authorized to place Freestyle orders. Manager/Owner Admin User, authorized for payment and account information. For Admin users, please see the Admin tab in this guide. Cokesmart Website Guide January May 2013 2012 7
Section 2: Getting Started 8. Next you will be prompted to create a password. The password must match the requirements listed under Create Password (h). Registering h As the requirements are met, the red Xs will turn into green check marks (i). Click Submit to send your registration and password. Please take note of your password as it will be needed to log into the website. i Cokesmart Website Guide January May 2013 2012 8
Section 2: Getting Started The system will now begin processing your information. Please note that this process may take a few minutes. Registering 9. You will be notified by email that Coca-Cola has received your registration request and it is being processed (j). Once your request has been processed, you will receive another email confirming that your account has been set up and that you can now access Cokesmart. j Cokesmart Website Guide January May 2013 2012 9
Section 3: Cokesmart Info Once you have received a confirmation email indicating that your registration is complete, you can login to Cokesmart and begin using the website. Access Cokesmart at www.cokesmart.com. Do not save Cokesmart as a favorite to your browser; you will need to type in the address for each log in. 1. Once on the website Home Page, click the Customer link (a) to continue. a Cokesmart Info 2. Enter the email address you submitted during the registration process in the User ID or Email (b) field. 3. Enter the password you created during registration in the Password field (c). 4. Click Sign-In (d) to continue. b c d Please note that if you are ordering products for more than one Ship-to (franchise) account, a list of Ship-to locations will appear after you have successfully logged in. Select a specific Ship-to account to continue. Cokesmart Website Guide January May 2013 2012 10
Section 3: Cokesmart Info The key features and functions are accessible from the Cokesmart Home page. b c d e Cokesmart Info a (a) (b) (c) What is Cokesmart: Details about what Cokesmart is; Questions?: Frequently Asked Questions about Cokesmart; Coming Soon: New functionalities and information. Ordering tab: Place new product orders, review & track previously placed orders. Support tab: Includes information on Frequently Asked Questions (FAQs), contact information for Product Orders, Equipment Services and Billing. (d) Learning tab: Contains learning courses for use. (e) My Account tab: This tab is for Admin Users. Here they can view and change the account profile and ordering preferences, add a new credit card or replace existing credit card. Cokesmart Website Guide January May 2013 2012 11
Section 4: Placing An Order As a reminder, you will not need to place an order prior to the installation of the Coca-Cola Freestyle dispenser. You will be provided with enough product to last approximately three weeks. You should place your first order three days after the dispenser has been installed. To place a new order, click the Ordering tab on the Home page. Here you will find two options: Proposed Order: This option uses actual consumption data and current inventory to recommend product order amounts. This is the preferred ordering method. Catalog Order: This option allows you to purchase products from scratch, without the use of consumption data. Please do not use this ordering option unless you are directed to do so by Coca-Cola. For more information on options listed on this page, please refer to the FAQs guide. Placing An Order 1. Select the correct Ship-To Location (a) from the drop down box. 2. Click Order by Proposed Amount (b) to continue. a b Cokesmart Website Guide January May 2014 2012 12
Section 4: Placing An Order 3. The first step on the Proposed Order screen is to determine your current stock. A convenient Inventory Checklist can be printed out for use during this task. Click the Print Checklist link or button (c) to continue. c Placing An Order Cokesmart Website Guide January May 2014 2012 13
Section 4: Placing An Order 4. Click Print (d) for a copy of the checklist. 5. Record the quantity of the product you have in stock in the Inventory Quantity column (e). Note that stock is considered all saleable product not currently in use. 6. Close the Inventory Checklist window (f) to return to the Proposed Order screen and continue with your order. *Note: Your screen may look different than the one below (f) depending on your operating system and printer choices. Placing An Order f d e Cokesmart Website Guide January May 2014 2012 14
Section 4: Placing An Order 7. Validate the correct values in the Order Days (g) and Safety Stock (h) boxes. The recommended value for Order Days is 7 days, and the recommended value for Safety Stock is 14 days. 8. Enter your current inventory for each product in the Current Stock (i) column. 9. When you have entered the values for all products, click Calculate (j). This will populate the fields in the Proposed Quantity column fields. Note that customers who are approved will now be able to order Dr. Pepper and Diet Dr. Pepper cartridges. 10. Review the amounts and adjust if necessary. 11. Click Add to Cart (k) when you are ready to proceed with your order. 12. The amount of sweetener to be ordered with your distributor is displayed in a pop up box. Click OK (l) to continue to the shopping cart. Placing An Order g h k j i l Cokesmart Website Guide January May 2014 2012 15
Section 4: Placing An Order 13. Enter a Reference or PO Number to identify the order (m). Note that Reference Numbers may not be reused for the same Ship-to Location within a 30 day period. An example of some PO Numbers would be the date the order is placed or the order number (order 1, order 2, etc.). 14. Review your order. Use the scroll bar to view the entire list of products (it appears to the right of the screen). You may adjust the values in the Quantity column (n) or check the Delete box (o) to remove an entire product. Click Update Cart (p) to update the cart with your changes. 15. Note that Unit Prices (q) reflect the current list price on the day of purchase. These prices may change over time. Scroll to the bottom of the page to continue. Placing An Order m n p q o Cokesmart Website Guide January May 2014 2012 16
Section 4: Placing An Order 16. Enter first available Delivery Date (r) for your order. Please note: Orders are delivered within 3-5 business days of first available delivery date. 17. First available delivery date must be at least 3 business days in advance and cannot exceed 14 days. Enter the Payment Method (s) for this order. A credit card may be entered that applies specifically to this order or you may select from a list of credit cards already on file with Coca-Cola. 18. Bank Draft and Invoice customers can bypass this step. 19. Click Place Order (t) to continue. r Placing An Order s NONE 0000 t Cokesmart Website Guide January May 2014 2012 17
Section 4: Placing An Order 20. On the pop up, click OK (u) to place the order or click Cancel (v) to cancel the order and return to the Ordering tab home page. 21. After confirming the order, the Confirmation page (w) will be displayed. 22. Scroll to the bottom of the page and click Done (x) to complete the order. You will then return to the main Ordering screen. w v u Placing An Order x Card number: ************00000 Type: VISA Cardholder s name: NONE 0000 Expiration: 05/2013 x Note: There is no need to print your confirmation. All email addressed assigned to your store in Cokesmart will receive an order confirmation email containing an Adobe PDF version of your order attached. Cokesmart Website Guide January May 2014 2012 18
Section 5: Password Reset The following process outlines the instructions for how to reset your password with any registered Coca-Cola application. 1. Select the appropriate application link from the application s homepage. The Coca-Cola login page will appear. Select the Reset Your Password link to begin the password reset process. 2. The Reset Password window will appear. Please enter your User ID or registered primary Coca-Cola application email address and select the Submit button. Password Reset Cokesmart Website Guide January May 2014 2012 19
Section 5: Password Reset 3. When complete, the Request Password Reset confirmation window will be displayed. 4. When Step 3 is completed, the User will receive an email to the designated entry. Upon receipt, please click on the Reset Password URL to continue the process. Password Reset Cokesmart Website Guide January May 2014 2012 20
Section 5: Password Reset 5. A new Create Password window will appear once the Reset Password link has been launched. This will allow you to create a new password for your Coca- Cola application. Please follow the instructions outlined and the appropriate green check marks will be displayed detailing the acceptance of your password. Selecting Submit will process the Reset Password request. Password Reset Cokesmart Website Guide January May 2014 2012 21
Section 5: Password Reset 6. Once the Submit button for the Create Password has been completed, you will receive a confirmation window. Please select the Proceed and redirect to the original URL button to close screen. 6. You will see the login screen, please enter your username and newly selected password to log into the website. Password Reset Note: The Password Reset email may not arrive immediately in your inbox, please give adequate time to receive. Also, the email may be directed to your Spam folder, so please check that location if it does not appear in the In Box. Cokesmart Website Guide January May 2014 2012 22
Section 6: Tracking Orders Orders can be tracked in Cokesmart via a direct links to the UPS website for the specific order. Under Ordering, click on the Order History link (a). a The Status column (b) will say if an order is Being Processed or Shipped. Only orders that have Shipped status will have tracking information. Also, you will see a note under Order History (in red) that will notify you if there are orders to track. Click on the Order Number (c) to go into that specific order. Once in the specific order, click the Track Order button (d) to track via UPS website. c b Tracking Orders d Cokesmart Website Guide January May 2014 2012 23
Tracking Orders Section 6: Tracking Orders Once the Track Order button is clicked, a new window will pop up for the UPS website with the tracking information for that specific order including tracking number, ship date, and schedule delivery date. Cokesmart Website Guide January May 2014 2012 24
Section 7: Admin Users Getting Started The purpose of this Admin User Section is to help you manage payment administration and store level access to the Cokesmart website. User Role Definitions Admin User: People who have registered on Cokesmart as Store Owners or Managers The Admin User is someone who is expected to manage payment information and Cokesmart user access for the Coca-Cola Freestyle program. In addition to the abilities a Standard user has, the Administrator is able to add, remove and update credit card information on-line as well as view a list of users authorized to place Coca-Cola Freestyle product orders. They also have the ability to maintain which users are assigned to which Ship-To Locations, the users function and authority and to add or terminate users. The Admin User is Coca-Cola s primary contact for Coca-Cola Freestyle inquiries and is responsible for approving your organization s requests to provide access to Cokesmart. Standard User: People who have registered on Cokesmart as Store Employees The Standard User is authorized to place Coca-Cola Freestyle product orders. This user may also download documents and review on-line training materials. NOTE: Standard Users do not have the ability to view or update payment information on Cokesmart. Admin Users Cokesmart Website Guide January May 2014 2012 25
Section 7: Admin Users Administrator Functions As the Administrator, you have access to view screens in Cokesmart that the Standard user does not have. The screens are located under the My Account tab. My Locations: Choose your locations for searching and information. Payment Administration: Manage credit card information related to your accounts. User Administration: View and edit the list of users authorized to order for your accounts. My Locations This tab contains your list of Ship-To Locations. To access your different Locations, use the drop down menu. Admin Users Cokesmart Website Guide January May 2014 2012 26
Section 7: Admin Users Payment Administration Selecting the Payment Administration link displays the main page for managing credit card information. If you are new to the Coca-Cola Freestyle program you will need to enter your credit card information for your accounts. If you are an existing Coca-Cola Freestyle account, you will see the credit cards that are currently on file and can update the information. Please note that credit cards can be assigned to ALL of your locations or to an individual location. From this screen you can: add a new credit card (a) edit an existing credit card (b) delete an existing credit card (c) b c a Admin Users Cokesmart Website Guide January May 2014 2012 27
Section 7: Admin Users Adding a New Card Click the ADD button to add a new card. 1. Ship-To Location: Assign a card to be used for All Locations or a specific location. Your Coca-Cola Freestyle locations will appear in the dropdown box. 2. Card Type: Valid card types are Visa, Master Card, Discover and American Express. 3. Card Number: Enter your card number with no spaces, dashes or special characters. 4. Cardholder Name: Enter the name as it appears on the credit card. 5. Expiration Date: Select the month and year of expiration. 6. Block: As the Administrator, you have the ability to disable, or block, the credit card for Coca-Cola Freestyle product ordering. The screen defaults to Not Blocked meaning the card can be used for orders. A Blocked value disables the use of the card on Cokesmart. 7. Click Save. NOTES: The same card cannot be assigned to more than one ship-to. (However, a card can be assigned at the all locations level.) If a card needs to be moved from one ship-to location to another, you must delete it from the first location before assigning it to the second. Reminder emails will be sent when a card is close to expiring (at 30 days, 25 days, final reminder at 20 days). Cards cannot be used for ordering when they are within 10 days of expiring. Admin Users Cokesmart Website Guide January May 2014 2012 28
Section 7: Admin Users Editing a Card From the main Payment Administration page, click the Edit link to edit an existing card. From this page you may change the Cardholder Name, change the Expiration Date and Block/Unblock a card. Click Save to submit your changes and return to the main Payment Administration page. Admin Users Cokesmart Website Guide January May 2014 2012 29
Section 7: Admin Users Deleting a Card From the main Payment Administration page, click the Delete link to delete an existing. A pop-up will appear. Click Confirm to delete the card. Admin Users Cokesmart Website Guide January May 2014 2012 30
Section 7: Admin Users User Administration Selecting the User Administration link displays all users authorized to place orders and/or manage credit cards. From this link you can: Adding a New User: This option allows you to add a new user (previously not in the Cokesmart system) to a Ship-To Location. Assigning an Existing User to a Ship-To Location: This option allows you to add an existing User to another Ship-To Location. With this option, the User will have multiple Ship-To Locations in the system. Reassigning an Existing User: This option allows you to remove a User from one Ship-To Location and reassign to a different Ship-To Location. With this option, the User will only have one (1) Ship-To Location in the system. Editing an Existing User s Information: This option allows you to change certain pieces of User information, such as a secondary email address. Removing a User from a Ship-To Location: This option allows you to remove a User from a Ship-To Location. This does not remove the User from the Cokesmart system, just from the assigned Ship-To Location. Terminating a User: This option will permanently delete a User s access from the Cokesmart system. Once a User is terminated in Cokesmart, they will no longer have access to log into the system. In addition to the above options, you can also do the following: To add a new user, instruct the new user to follow the Cokesmart on-line registration process at cokesmart.com. Once the user is authorized they will appear in this section. To make any changes to the the account you can always contact Customer Service at 1-800-276-2653, Freestylecustomerservice@coca-cola.com or send an email using the Contact Us functionality found under the Support tab on Cokesmart. Admin Users Cokesmart Website Guide January May 2014 2012 31
Section 7: Admin Users You can manage the information you search in two ways: Manage by Location (a) or Manage by Users (b). For this guide, we are using the Manage by Location option. You can select different Ship-To Locations by using the drop down menu in the Ship To field (c). Once a Ship-To Location is selected you will see a list of all associated users. From this screen you can: Add an Existing User to the Ship-To Location selected (d) Add a New User to the Ship-To Location selected (e) Reassign a User from the Ship-To Location selected (f) Remove a User from the selected Ship-To Location (g) Edit a User s information (h) c a b d e h Admin Users f g Cokesmart Website Guide January May 2014 2012 32
Section 7: Admin Users Adding a New User This option allows you to add a new user (previously not in the Cokesmart system) to a Ship-To Location. After clicking the Add New User button: 1. Fill in the email address for the new user. It is important that this email address not currently be in use in the system and that it be entered correctly. Once it is entered in the system and saved, the primary email address cannot be modified. An error message will display if the email is already in the system. 2. Click the Validate button 1. Fill out all required information (you will receive an error message if you try to submit without all required information) 2. Click Save 3. Admin Users NOTE: To add a new user, instruct the new user to follow the Cokesmart on-line registration process at cokesmart.com. Once the user is authorized they will appear in this section. Cokesmart Website Guide January May 2014 2012 33
Section 7: Admin Users Adding a New User (Continued) 5. Once you click Save, the screen below will appear. Fill in the correct email address and click on the Submit button. 6. You will now need to click on the Back to Ship-To button. The transaction is complete. Admin Users Cokesmart Website Guide January May 2014 2012 34
Section 7: Admin Users Assigning an Existing User to a Ship-To Location This option allows you to add an existing User to another Ship-To Location. With this option, the User will have multiple Ship-To Locations in the system. After clicking on the Add Existing User button: 1. Choose the User from the list. Please note, this list includes all registered Users who are not currently assigned to the selected Ship-To Location, but are assigned to other Ship-To Locations in the system. 2. Click on the Add User to Ship To button. You can assign a User to multiple Ship-To Locations here if required. 3. You will then return to the home screen and seen the message that the user was added. Admin Users Cokesmart Website Guide January May 2014 2012 35
Section 7: Admin Users Reassigning an Existing User This option allows you to remove a User from one Ship-To Location and reassign to a different Ship-To Location. With this option, the User will only have one (1) Ship-To Location in the system. Once you select the user from the list and click the Reassign button: 1. Choose the Ship-To Location to reassign to from the drop down menu 2. Click Save Changes button Admin Users Cokesmart Website Guide January May 2014 2012 36
Section 7: Admin Users Editing an Existing User s Information This option allows you to change certain pieces of User information, such as a secondary email address. Choose a User from the list and click on the Edit link: 1. Make any changes to the fields (note that the original email address or the first and last names cannot be modified). 2. Here you can also promote a Standard User to an Admin User, using the Authorization drop down menu. 3. Once all edits are complete, click on the Save Changes button Admin Users Cokesmart Website Guide January May 2014 2012 37
Section 7: Admin Users Removing a User from a Ship-To Location This option allows you to remove a User from a Ship-To Location. This does not remove the User from the Cokesmart system, just from the assigned Ship-To Location. Choose the User from the list and click on the Remove From Ship To button: 1. Select the OK button from the pop up 2. You ll see a confirmation message on the User Administration home screen Admin Users Cokesmart Website Guide January May 2014 2012 38
Section 7: Admin Users Terminating a User This option will permanently delete a User s access from the Cokesmart system. Once a User is terminated in Cokesmart, they will no longer have access to log into the system. Choose a User from the list and click on the Edit link: 1. Click on the Terminate User button 2. Select OK from the pop up menu Admin Users Cokesmart Website Guide January May 2014 2012 39
Section 8: Quick Tips & FAQs How do I register on Cokesmart? Navigate to Cokesmart and click on CUSTOMER in the top right-hand corner. Next you ll click on the REGISTER button. Enter a unique/personal email address not the store email address as the Cokesmart registration is tied to the individual user and not the store. The email address you use to register is the email address that your order and shipping confirmations will be sent to. If you want to have order and shipment confirmation emails sent to your store email address, please contact Freestyle Customer Support at 1-800-276-2653 8:00 a.m. to 7:30 p.m. EST, Monday-Friday to request additional email addresses be added to your account and we will add the email address to your registration. How do I reset my password? From the login screen, click the Reset your password link. You will be prompted to enter your User ID or registered email address. When complete, the Request Password Reset window will be displayed. You will receive an email with the Reset Your Password link. That link will take you to the Create Password window. Follow the onscreen instructions. If you encounter issues, please contact Freestyle Customer Support. What should I do if I have problems accessing Cokesmart? First, try to correct the issue by (a) clearing cache, cookies and temporary internet files (to delete these internet files in Internet Explorer, select Tools from the menu bar, then select Internet Options, then click Delete Files from the General Tab), (b) close all internet browsers, (c) refresh the page, and (d) try logging in again. If you still cannot login, repeat the first two options. Reset password: A password reset can be completed online. Click the reset button located under the login information. You should now be able to log into www.cokesmart.com. If you still can t login, please call Freestyle Customer Support. What is the lead-time for my order? Place an order every week to ensure your location keeps a 14 day safety stock of product. Orders placed before 11am will be received within 3-5 business days. Orders placed after 11am will be received with 4-6 business days. The guideline is: If the order is placed on Friday before 11am, you will receive your order by the next Friday Is there a charge for expedited orders? Yes. CCR is pleased to offer an Expedited 2nd business day UPS ground delivery. These orders can now be received as late as 4pm locally on any business day at a cost of $25/case above the cost of the cartridges. Please place your order on www.cokesmart.com. and contact the Freestyle Customer Support Team at 800-276-2653 between 8am-7:30pm EST Monday-Friday with the order number from your Order History located under the Ordering tab on www.cokesmart.com. Request the order to be expedited via 2nd business day ground delivery. How do I avoid the $10 partial case fee? I noticed this fee when I placed a Cokesmart order. Orders placed on Cokesmart via the Proposed Ordering option are automatically configured to order as full cases. Please be mindful any orders changed during the ordering process may result in less than full case quantities. Less than full case orders are subject to a $10 partial case fee. The same applies if you use the Catalog ordering option that result in a partial case. Quick Tips/ FAQs Cokesmart Website Guide January May 2014 2012 40
Section 8: Quick Tips & FAQs What if I do not see my store location or my store information is incorrect? In order to add or update a store location, please call Freestyle Customer Support. You can also send an email to freestylecustomerservice@coca-cola.com or use the Contact Us functionality found ender the Support tab on Cokesmart website. How do I determine how much product to order? The Proposed Order feature on the Cokesmart website will provide an order suggestion based on your consumption history. Under the Order tab, select Order by Proposed Amount to order this amount. What is the process for entering a proposed order? In order for the proposed order functionality to work correctly, you need to enter an accurate inventory. Print out an inventory checklist and take inventory of your product. On the Proposed Order page, verify your order days and safety stock. Enter your inventory into the Current Stock column and click Calculate. Click Place Order to move the product and quantities to the shopping cart. What is Order Days? Order Days is the number of days that you are ordering for. When changing this number, be sure to click Calculate after making your change. What is Safety Stock? Safety Stock is the number of days that are for reserve stock. Safety Stock may be increased to cover anticipated traffic increases due to special events or promotions for the upcoming week. The higher the Safety Stock, the higher the quantity of product will be suggested by the predictive software. When changing your safety stock value, be sure to click Calculate after making your change. What is Forecasted Quantity? Forecasted Quantity is the number of Safety Stock plus the number of days ordered for (Safety Stock+ number of Order Days) multiplied by the peak number of ounces consumed per day (for the past ten days) divided by the number of ounces produced by cartridges and sweeteners (NNS and HFCS 65). What is Proposed Quantity? Proposed Quantity is the amount of product to be ordered. By default, the proposed quantity is equal to the forecasted quantity minus current stock. Quick Tips/ FAQs Cokesmart Website Guide January May 2014 2012 41
Quick Tips/ FAQs Section 8: Quick Tips & FAQs How is a Proposed Order calculated? Proposed Orders are calculated from the consumption data of product at your store based on peak usage for the past ten days. It then forecasts the consumption for your order period and adds the number of days you entered for Safety Stock. Is my credit card information protected when I place an order? Credit card information is safely transmitted on a secure, encrypted website. My order contains taxes and I should be exempt. You should have received a tax exemption certificate during the onboarding process. You may also download the form directly from the Cokesmart.com website. Look under the Support tab to locate the form. Why am I being charged syrup tax on cartridges? Even though the cartridges are not traditional syrup, they are still subject to the same taxes. How do I add a new credit card or update an existing one? To add a new credit card or update an existing one, please call Customer Support at 1-800-276-2653 8:00 a.m. to 7:30 a.m. EST, Monday through Friday How do I set up a Bank Draft? Obtain a bank form from your Coca-Cola Sales Representative. Complete the bank form and fax to Revenue Shared Services (RSS): 1-404-253-5077.RSS will set you up to be billed via bank draft. What is the difference between an Administrator and a Standard User? The Administrator is someone who could be expected to manage payment information and store level user access to the Cokesmart website. The Standard User is authorized to place orders on behalf of the outlet. Cokesmart Website Guide January May 2014 2012 42
Quick Tips/ FAQs Section 8: Quick Tips & FAQs How can I determine how many cartridges makes a case? 8 double cartridges (such as Coke, Sprite, PowerAde, etc.) makes up a case A case can also consist of 16 single cartridges (such as Fanta, and all flavors) Mixture of double and single cartridges can be ordered in one case (ie.: 4 Coke (double), 2 Diet Coke (double), 2 Strawberry (single), 2 Fanta (single) total of 16 spaces filled in a case) I do not recall receiving my confirmation via email for my previous order. This information can be obtained by clicking on the order tab by clicking on the Order tab and selecting Order History. All previous orders are listed under this tab and accessible to you. What the difference is between propose ordering and catalog? Ordering by proposed amount is recommended since it is based on your consumption or usage on the Freestyle Machine and your backroom inventory. The Freestyle Unit communicates the usage to Cokesmart daily. If you do not use the proposed feature and use the catalog feature instead, it can lead to expedited product and fees. Ordering by propose amounts will provide enough product for @ 2 weeks when ordering every week Please only use order by catalog only when recommended by Coca-Cola. Ordering by catalog is best used when ordering a few products to get through a busy time. For instance store running a special on a specific drink on Freestyle may want to order more of that particular flavor, not placing a regular order. When ordering I am noticing the forecasted and proposed quantities are not adding up. Proposed quantities will be higher than what is forecasted at times to ensure you are not charged a partial case fee. The system will up your popular flavors until the full case has been reached. How do I update my ordering preferences? Click the My Account tab, then Order Preferences. Select a new value for the default order period or default safety stock. Click Save. Cokesmart Website Guide January May 2014 2012 43
Quick Tips/ FAQs Section 8: Quick Tips & FAQs How Can I track my order? If you receive your order via UPS you can track your order on CokeSmart. You can access the Order Details page by clicking on the Ordering tab then the Order History link. The UPS tracking link is accessible with an order status of SHIPPED. When I received my previous order I notice leaking or defected cartridges. Sorry for the inconvenience that will occur in shipping at times. Do not count the defects with your inventory when placing your next order. The system will take note and request you order what is needed including the cartridge that you did not add. Contact the Freestyle Team once you place order and advise of defect so that we can send out a return kit for you to return the product and credit you back for the defected product. What is PADE under the products in Cokesmart? PADE is the abbreviation for PowerAde. Who can I contact for help if I encounter difficulties with the Cokesmart website or the Coca- Cola Freestyle dispenser? Cartridge Product Orders: 1-800-276-2653 8:00 a.m. to 7:30 p.m. EST, Monday-Friday Equipment Services: 1-800 241-2653 Billing: 1-800-638-1985 How do I update my contact information? To update your contact information: Call Freestyle Customer Support at 1-800-276-2653 8:00 a.m. to 7:30 p.m. EST, Monday- Friday Email freestylecustomerservice@coca-cola.com Use the Contact Us functionality found under the Support tab on Cokesmart Cokesmart Website Guide January May 2014 2012 44
Classified - Internal use
Cokesmart Ordering Instructions 1. Navigate to website: www.cokesmart.com 2. On the right corner click on the customer link and continue to login. 3. Sign in using your email address as the username, and the password that was created during the registration process. 4. Once logged in, click on the Ordering Tab on the top of page. 5. You will then see the options Proposed Order and Catalog Order. 6. Select order by proposed amount. 7. Once the proposed order page loads, enter your inventory on hand in the current stock column (only take an inventory of cartridges that you have in the stockroom, not the cartridges in the machine). 8. Once you have completely entered your inventory into the current stock column, select calculate. 9. Next you will see numbers populate in the proposed quantity field. Once the numbers appear, click on add to cart. 10. You will now see a pop up box appear letting you know that the high fructose corn syrup and non-nutritive sweetener will not be fulfilled with the order, as you need to order these separately through your distributor. Select OK. 11. You will now need to enter a Purchase Order number (PO number). This is something you create on your own to reference the order. (You can enter anything in this field) 12. Once you enter your PO number, update the cart, and you will be given a 3-5 business day delivery window. 13. Scroll below the requested delivery window and click on place order, and you will be asked to confirm the order. 14. Once you have confirmed the order you will be given an order number. This order number can be found at the top of the page within a black line. (e.g.5095525) PLEASE REMEMBER: Place an order every week to ensure your location keeps a 14 day safety stock of product. A 3-5 business day delivery window applies to all orders Partial case fee: $10.00 if not ordering a full case of product IF YOU NEED ADDITIONAL ASSISTANCE, PLEASE CONTACT THE FREESTYLE CUSTOMER SUPPORT TEAM 1.800.276.2653 8am-7:30pm EST Monday-Friday Classified - Internal use
Cokesmart Registration Instructions 1. Navigate to www.cokesmart.com 2. Click on CUSTOMER in the top right-hand corner. 3. Next you ll click on the REGISTER button. 4. When you get to the next page, you ll be prompted to enter your e-mail address. Please enter your unique/personal email address not the store email address as the Cokesmart registration is tied to the individual user and not the store. The email address you use to register should be unique because it is your login name and that must be tied to a specific individual. If you want to have order and shipment confirmation emails sent to your store email address, please contact Freestyle Customer Support to request additional email addresses be added to your account and we will add the email address to your profile. 5. You will now be notified that a link has been sent to your e-mail address. Please find the email in your email account (please refresh the page and check your junk mail folder). 6. Please open the email and click on the link in the email. If you cannot click on the link, please copy and paste the link in a new browser. 7. The page will load and need to be filled out. Please make sure you enter all of the information with the required red bars next to them. 8. Please read and accept the web access agreement and then select CONTINUE. 9. You will come to the Application Specific Information page. Fill out the store specific fields and then click NEXT. 10. Please create your password: a. it must start with a letter b. be exactly eight characters, and c. have a number and a special character in it. (the red Xs will turn to green check marks once you meet the requirements). Once your request has been fully processed, you will receive an additional e-mail confirming that your account has been set up, and that you are now able to access www.cokesmart.com. IF YOU NEED ADDITIONAL ASSISTANCE, PLEASE CONTACT THE FREESTYLE CUSTOMER SUPPORT TEAM 1.800.276.2653 8am-7:30pm EST Monday-Friday Classified - Internal use
System Requirements for both Coca-Cola Smart and the Freestyle Dispenser V9-8/13/2012 The following is a list of system requirements for the Coca-Cola Smart website and the Freestyle dispenser. To help limit potential issues, please ensure that the following requirements are met prior to using Coca-Cola Smart. COCA-COLA SMART WEBSITE CONNECTIVITY All orders are to be placed via the Coca-Cola Smart website. This site will provide predictive orders based on prior usage and allow for modifying the orders to account for known variances in demand. Component Access: Requirement Computer must have internet access and the capability to access http://cokesmart.com and https://cokesmart.ko.com. Memory Hard disk Drive Display Operating system Browser Add-Ons Corporate controlled internet access. Additional 512 megabyte (MB) RAM. Recommend 1 gigabyte (GB) or higher. 500 megabyte (MB) CD-ROM or DVD drive 1024x768 or higher resolution monitor Microsoft Windows XP with Service Pack (SP) 2, or later operating system Internet Explorer 6,7,8,9. Mozilla Firefox, Google Chrome, Apple Safari, Safari Mobile for ipad Pop-up blockers disabled for Coca-Cola Smart, Macromedia Flash and Adobe Reader If your location(s) have corporate controlled internet access and/or has implemented IP address restrictions there may be additional steps to follow to ensure your location can properly access Coca-Cola Smart. Sites to add as Trusted/Allowed Sites: o apps.ko.com o ccsn.service-now.com o cokesmart.com o cokesmart.ko.com Customer If applicable, instead of hard coding the IP address, please update the data source name to ensure connectivity in the future. If your locations have implemented IP restrictions to access the Coca-Cola Smart website, please call Freestyle Customer Service at 1-800-276-2653 and provide your IT contact information. We will call them to assist you in getting access to Coca-Cola Smart Actual requirements and product functionality may vary based on your system configuration and operating system. Customer IT Requirements v9.docx
V9-8/13/2012 DISPENSER CONNECTIVITY o The Freestyle dispenser itself requires internet connectivity to transmit information daily. The preferred method of connectivity for the dispenser is a Coca-Cola provided private cellular broadband connection. If the outlet location is not in the Verizon cellular footprint, the outlet is responsible for providing a connectivity solution that meets the following conditions. 1. Ethernet connectivity to a device which: a. Will automatically issue an IP address to the dispenser b. Does not require authentication to access the internet c. Routes traffic directly to the internet and not thru the customer corporate network 2. No firewall rules or access control lists restricting HTTPS or outside connections to the device. 3. No monitoring or collection of communications sessions (i.e. no sniffers, etc) Customer IT Requirements v9.docx
Managing Outlet Information on Cokesmart Managing Outlet Information on Cokesmart: As a registered Administrative User of Cokesmart, you have elevated access compared to a standard user. Administrative Users have the capability to manage employees assigned to your ship-to locations directly on Cokesmart. You can: add, reassign, remove, and terminate users update contact information add, maintain or remove credit card information. Who is able to update users, contact and payment information? Administrative Users - If you are a store owner or store manager you will be setup as an Administrative User. Administrative Users are able to update users assigned to their location(s), start the users registration process for their employees, update credit card information and place orders online. Standard Users If you are a store employee you will be able to update some of your contact information on Cokesmart and place orders online. (Note: Standard users do not have the ability to view or update credit card or payment information on Cokesmart) How do I become an Administrative User on CokeSmart? New to Freestyle? - If you are a store owner or store manager who is getting Freestyle installed in the future you will be setup as an Admin User when you register for Cokesmart. What information can I update on Cokesmart? If you have been setup as an Administrative User of Cokesmart you can now update the following: - Credit card information - Outlet phone number and/or mobile phone number - Add new employees to your location(s) - Reassign your employees to your location(s) - Terminate employees form your location(s) (Note: When adding someone to a location that user will still have to register for Cokesmart to be setup with their own individual password) How do I update information on Cokesmart? If you have been setup as an Administrative User of Cokesmart you can go to the My Account tab on Cokesmart to update the information listed above. Go to www.cokesmart.com and click the Customer link to start the registration process. Already have Freestyle? - If you are a store employee and have been recently promoted to store manager, you can submit a request to be setup as an Admin User for Cokesmart using the Contact Us from on the Support tab of Cokesmart. Login to www.cokesmart.com and click the Support link to access the Contact Us form. What information do I have to contact Coca-Cola to have updated? For security reasons, the below updates can not be made on Cokesmart. Please contact the Freestyle Customer Support Team using the Contact Us from on the Support tab of Cokesmart. Login to www.cokesmart.com and click the Support link to access the Contact Us form. - Name Changes - Login E-mail address changes - Address updates for your location(s) - Changes to banking information