1 MADE4TRADE USER GUIDE
2 Table of contents CREATING AN ACCOUNT... 3 MAIN NAVIGATION... 4 ORDERING A PRODUCT... 5 ADHOC ORDERS...15 DELIVERY TRACKING...21 EVENTS PROCESS... 2123 EVENT PRE-ORDERING/ CALL-OFF VIA MADE4TRADE... 23 CONFIGURABLE TEMPLATES... 2424 BUSINESS CARDS... 288 FAQ s... 3333 Contact Us Tel: 02087464696 Email: Amelia.Hogg@britvic.co.uk
3 CREATING AN ACCOUNT To login to Made4Trade, you will first need to create an account. Click on the Register for Made4Trade button to do so: Complete all of the details on the page that appears. You will need to select your RTM/ department. You will need to enter a valid Cost Centre in order to create an account. If you do not know your cost centre, please contact your manager.
4 MAIN NAVIGATION Home page Once you login, you will see the home page, where you can access all areas of the site. 4 3 2 1 5 6 The main navigation is at the top of the page: 1. The brands along the top will allow you to find all print, premium, event and clearance items 2. The main site navigation is here. This is where you can access reports, create an ad hoc order, logout etc 3. Once you have located the items you wish to order, and added them to your basket, click the basket icon here to complete your order 4. Clicking on the Made4Trade logo will return you to the home page 5. You can access all products along here. There are also areas here showing new innovative ideas, Britvic execution examples and examples of competitor activity. 6. Other useful links have been included along the bottom of every page
5 ORDERING A PRODUCT Category page When you click on one of the brands in the main navigation, you will be taken to the product category page. On this page, you will be able to locate the products through their name and image. The availability of the product in the warehouse will also be displayed. From this page you can add to cart the amount of each product that you would like delivered to your addresses. Made4Trade allows you to send products to multiple addresses. The quantity that you add to basket is the amount of product that will be sent to EACH address, not the amount that will be split over your chosen addresses. When you add product to your basket, a message will be displayed in orange at the top of the screen. Products added to the basket are also visible in a pop-up when you roll-over the My basket
6 message in the top right of the screen. If you are ready to order these products, click on Go to basket. Shopping basket page On the Shopping Basket page, you will need to enter an Order name, select your type of code (Siebel or WBS) and enter it into the payment code box. The code you enter will need to be within the database supplied by finance or you won t be able to place the order. You will not be able to copy and paste your cost code into this box but you should select from the drop down list which appears. If your cost code does not appear in the drop down then please contact the finance team. A separate payment code can be allocated to each product within the order, as well as the delivery costs. Clicking the Apply to all button will apply the first code you enter to all the products and the delivery charges.
7 Address selection page 1 5 2 6 3 4 7 The address selection page allows you to select your delivery addresses. You can do this in a number of ways: 1. Searching the customer op s database. Select the search field (from the drop down) and enter your search criteria in the box. When you type in the first 3 characters, addresses matching this will appear. You can further narrow this search by entering the postcode in the box below. 2. Once you have found your address, check the box next to it and click Add selected addresses. 3. The addresses will appear under the Selected delivery addresses for order heading. If there is no contact name on the database, this field will be blank and will need to be completed before you can proceed. 4. If you would like to use the group of addresses you selected multiple times, you can add them to a group. To do this, either select from an existing group name in the drop down, or type a name for your new delivery group in the New Group text box and click Add 5. You can select addresses from previously set up groups in the Select Group section, by selecting the group from the drop down and then checking the boxes of the groups you require and clicking Add Selected Addresses
8 6. You can add a new delivery address (that isn t contained within the customer op s database) by clicking Add new address 7. Click Continue to Delivery Information to select your delivery type. If you are ordering an item that does not require delivery e.g. artwork extras please be advised to enter Breakspear Park as your delivery option: Delivery select page You have 4 different types of delivery options available and the applicable price for each. Orders placed before 11am will be dispatched the same day. If you have selected multiple addresses on this page, you will see each delivery with a separate listing of the products you are sending them, and delivery options. You can either select a different delivery option for each address or you can select the apply to all button to have the same option for all orders. You can click on the calendar to select a specific date if this is required. If you need to amend the quantity of any of the products or change the Siebel or WBS code this can be updated on this screen. Once your delivery option has been selected click on the Continue to Order Review button.
9 Delivery to a Large Number of Addresses If you wish to make a delivery of items to a large number of addresses, you can upload a spreadsheet of addresses to Made4Trade. This process should be used, wherever possible in replacement of Manual Order Forms so that orders can be better tracked. Follow the steps to process an order up to the shopping basket page. Place your order for the number of items you would like to go to each address (ie. If you have addresses and would like one poster to each add 1 poster to the basket not 40 else you will receive a total of 1600 posters.) You can update the quantity to individual addresses later on. At this stage, if the same payment code is applicable to all products and deliveries press Apply to All. If you are happy with products, click Proceed to Checkout where you will add the delivery addresses. Scroll down to the Upload spreadsheet area on the address selection page. Click Upload File Format where the below spreadsheet will pop up in a separate window.
10 Open the spreadsheet and carefully enter the addresses you require delivery for. You will be able to check these at the order review page. Ensure that postcodes are added with capital letters, telephone numbers are digits only and that all required information is submitted. Save your spreadsheet as a CSV (Comma delimited) file in your computer with a name recognisable to yourself. If you have problems downloading the spreadsheet please contact the help address at the front of this userguide. Re-enter the Made 4 Trade address selection page and click Browse to select the CSV file spreadsheet from your computer. Then click upload. For large numbers of addresses, this may take a few minutes. This message will appear to inform you that all addresses have been uploaded.
11 If there are any errors in the information on the spreadsheet, the following red message will appear which shows the address where the error is occurring and type of error. Please note that line number does not refer to the row number on Excel but the address which is incorrect (the spreadsheet titles do not count as a line). In this example, the first address is affected and the post code is incorrect. Update and save your new spreadsheet then repeat the browse and upload process. All addresses will then be visible under selected delivery addresses for order. Scroll through to ensure all details are correct and included. Only company name, contact name and postcode will show. If you wish to remove any addresses at this point, click change selected addresses and then tick the left hand box for any addresses to be removed. Click Remove selected addresses. Once you are happy with the addresses uploaded, click continue to delivery information.
12 You will then proceed to the delivery method page. You can select a different method for each delivery, or the same for all. Next to each delivery address, you can choose to alter the quantity of items to that specific address also if necessary. Select shipping option, code type and enter payment code. Press Apply to All to use the same shipping option and payment code for all addresses. Once you are happy, click Continue to Order Review. This will take you to the Order Review page.
13 Review order page You will be able to review the order on this page, checking the addresses, order cost, delivery cost and total cost. Once you have reviewed your order click on Place Order to process. Order confirmation page
14 There will be a message displayed saying Order Success with your order number. This order number can be used to track your order once dispatched. An email will be sent to your registered email address. Order confirmation email You will receive a confirmation email with shipping information, shipping method and items ordered. Your order number will also be in this email, this can be used to track delivery on the order history tab.
15 AD-HOC ORDERS Ad-hoc orders are used for electrical items and other items that are not found in the product tabs. These orders will either be print or premium orders. If you want to order is a premium item this will need to be quoted by Lucas Promotion before placing the order. Lucas Promotion contact details are: Linda Lucas linda@lucaspromotions.ie Tel: +353 1 201 8101 If you want to order a print item, this will need to be quoted by Oliver Marketing before placing this order. Gemma Laptalis gemmalaptalis@oliver-marketing.com Tel: 075 8175 2498 Gemma Daly gemmadaly@oliver-marketing.com Tel: 07617 308 548 If you want to make a request for Art Work Extras please contact: Kerry Adams kerryadams@oliver-marketing.com Tel: 07841 871152 To place an Ad-hoc order, click on the Ad-hoc orders button on the main navigation section.
16 Ad-hoc orders page On the Ad-Hoc Product Form page, you need to select the order type. This will either be print, premium or artwork extras. You need to enter the job number supplied to you via your quote from Oliver Marketing or Lucas Promotions. You then select the product type and brand. If there is no option that matches your product or brands please select other. Enter the item name and fill in the description if further details are needed for the item. Fill in the total price. If another item is needed for this order click on Add Another Item. Repeat these steps until all items are ordered. Once you have entered all items, click on Submit Query.
17 Shopping basket page You need to enter your Order Name and Siebel or WBS code before clicking on Proceed to Checkout. The Order name will help you locate your order in your Order History.
18 Address selection page 1 5 2 6 3 4 The address selection page allows you to select your delivery addresses. Please note for ad-hoc orders you can only select ONE address in Made4Trade. If you require your order to be sent to multiple addresses, please send the distribution list directly to the supplier. For artwork extras orders, please add the Breakspear Park address with the contact name as Studio. You can select your address in a number of ways: 1. Searching the customer op s database. Select the search field (from the drop down) and enter your search criteria in the box. When you type in the first 3 characters, addresses matching this will appear. You can further narrow this search by entering the postcode in the box below. 2. Once you have found your address, check the box next to it and click Add selected addresses. 3. The addresses will appear under the Selected delivery addresses for order heading. If there is no contact name on the database, this field will be blank and will need to be completed before you can proceed. 4. If you would like to use the group of addresses you selected multiple times, you can add them to a group. To do this, either select from an existing group name in the drop down, or type a name for your new delivery group in the New Group text box and click Add 7
19 5. You can select addresses from previously set up groups in the Select Group section, by selecting the group from the drop down and then checking the boxes of the groups you require and clicking Add Selected Addresses 6. You can add a new delivery address (that isn t contained within the customer op s database) by clicking Add new address 7. Click Continue to Delivery Information to select your delivery type Delivery select method Ad-hoc orders have the delivery prices contained within the quote, and so delivery options are not available in Made4Trade. The delivery date you enter will be sent to the supplier, however this should be the date that was previously agreed.
20 Order review page You will be able to review the order on this page, checking the addresses and order cost. Once you have reviewed your order click on Place Order to process. There will be a message displayed saying Order Success with your order number. This order number can be used to track your order once dispatched. An email will be sent to your registered email address.
21 Delivery tracking To track the status of your order through M4T, first click the Order History tab at the top of the page. Scroll down the list and find your order using the 9 digit order number. These will be arranged by date, most recent at the top. Please note that if the order status is complete, this means it has left the Warehouse, it may not yet be delivered. Once you have found and clicked on your order it will take you to an order summary page. Click on the blue link at the bottom for the order you are tracking to access the details.
22 Using the tracking tool you can see the following to inform about your delivery: 1. Status bar This tool splits the delivery process into 5 stages for and will display a green tick when each has been completed. 2. Summary This section shows the details of where your order has been delivered to once it reaches its destination. 3. In the All tracking events section the Parcel Delivered information row refers to the location that the order has been dispatched from and displays the date and time this occurred. 4. In the same section, the Parcel out for Delivery information and Parcel received at service centre rows refer to this same location and again the date and time this occurred. 1 2 3 4
23 EVENTS PROCESS Events will be announced to you via the Comms Cascade process at CQ At approx 20 weeks out kick off meetings will be led by Activity Services in order to build the POS & premiums events to support flawless execution of these events Tier 1 /Regional s requests will be led by Customer Marketing Tier 2 you will be asked for your feeds into this process A forecast will be built from this feed like the old shopping list process - this forecast will lead to the final items & their unit prices that will go onto the M4T system EVENT PRE-ORDERING/ CALL-OFF VIA MADE4TRADE Stock required for events will be pre-ordered through the Made4Trade system. From your forecasted requirements the event products will be added to Made4Trade 16 (Far East sourcing) or 14 (European sourcing) weeks prior to the event. There will be a 1-2 week window when the stock will be available for pre-order. The pre-order process involves specifying: 1. The quantity of each item you need 2. The code you will be paying for the item with Once all pre-orders have been submitted, your code will be charged and Activity Services will collate the orders and order stock. 3 weeks before the in-store date, the products will be available on Made4Trade for call-off. Stock quantities will be ring fenced by RTM based on the pre-order quantities submitted. For the products you have paid for at pre order you can now call these off to your required accounts. An automated email will be sent to alert you that your items are ready for call-off. You will need to select your delivery addresses (from ops database or manual), and assign your payment code for the delivery charges. You will receive communications for despatch.
24 CONFIGURABLE TEMPLATES Made4Trade allows you to customise certain marketing materials. The customisation will include things like: 1. A choice of headlines/ call to actions 2. A choice of pack shots 3. A choice of pricing roundel 4. A customer logo To create your customised materials, go to Configurable category required
25 Click on the product you require. In the product details section you will see a sample view of the product, with the areas you can edit marked, as well as details of the editable areas and a pricing matrix. To complete your configuration, scroll to the bottom half of the window. Select from the drop downs, completing the required text fields and click Preview. A preview of the item will load to the right of the drop down fields. If you would like to change your configuration, adjust your selections and click preview again. To save a PDF, click the Preview PDF button and a PDF will load in a new window. To order your item, enter the quantity you require in the qty box and click Add to basket. Shopping basket page Enter an order name and select your Siebel/ WBS code. Click Proceed to Checkout.
26 Address selection page Select your delivery address/s as previously explained and click Continue to Delivery Information.
27 Delivery select page Enter your Siebel/ WBS code and select your delivery method and date. Click Continue to order review Order review page Review the details of your order and then click Place order to continue. You will be sent an email to confirm your order has been placed.
28 BUSINESS CARDS Made for Trade allows the creation of bespoke business cards, created and approved online. 1. Click on the stationery tab at the top of the home page. 2. Select the business card you require. - BSD business cards are for use by the majority of staff (those who do not work in Group or International functions). - PLC business cards should only be ordered by those who work in a group function. - International business cards are only to be used by those who work in an International function. 3. Fill in all the information required on the form and then select PDF Preview to see a proof of your card. If you do not wish to down load a PDF Preview, click Preview which will provide a low quality preview of your card on the right hand side of the page. - The address for the Head Office is pre-filled along with the Head Office telephone and fax number. If you do not require this information, simply delete this from the form. Any information you omit from the form will not appear on the card.
29 4. Once the preview of your card appears, please take the time to check this fully. The artwork you see here is how your final card will appear when printed. This is the final chance to check and approve. 5. To order your cards add a quantity to the Qty per address box and click add to shopping basket. Your shopping basket will then read as below. Please note that a maximum of 5 boxes of cards can be ordered at one time. If you require a larger quantity, please contact the team. 6. To process this order, click on My Basket to bring up the below page. Add your name and any other reference as your Order Name. 7. Business cards and stationery are only payable via cost code. Start typing your cost code and then select from the drop down list. Copy and pasting your cost code will not work. To proceed, check the quantity and click Proceed to Checkout.
30 Address selection page The address selection page allows you to select your delivery addresses. Please note for ad-hoc orders you can only select ONE address in Made4Trade. You can select your address in a number of ways: 1. Searching the customer op s database. Select the search field (from the drop down) and enter your search criteria in the box. When you type in the first 3 characters, addresses matching this will appear. You can further narrow this search by entering the postcode in the box below. 2. Once you have found your address, check the box next to it and click Add selected addresses. 3. The addresses will appear under the Selected delivery addresses for order heading. If there is no contact name on the database, this field will be blank and will need to be completed before you can proceed. 4. If you would like to use the group of addresses you selected multiple times, you can add them to a group. To do this, either select from an existing group name in the drop down, or type a name for your new delivery group in the New Group text box and click Add 5. You can select addresses from previously set up groups in the Select Group section, by selecting the group from the drop down and then checking the boxes of the groups you require and clicking Add Selected Addresses 6. You can add a new delivery address (that isn t contained within the customer op s database) by clicking Add new address 7. Click Continue to Delivery Information to select your delivery type
31 Delivery Method Selection Page There is no additional delivery charge for business cards. The cost for delivery charge is included within the item price. Business card orders are processed every Friday morning and the lead time for business cards is 2 weeks. The first available delivery date will therefore show as 2 weeks from the order placement. Input any special instructions for your delivery. Click Continue to Order Review. Order Review Page Check the details of your order and then click Place Order.
32 Order Success There will be a message displayed saying Order Success with your order number. This order number can be used to track your order once dispatched. An email will be sent to your registered email address. If you have any queries about your business card order, please contact Amelia Hogg. AmeliaHogg@oliver-marketing.com
33 FAQ s 1. ADDRESSES 1.1 I can t find the customer address I require Customer addresses on Made4Trade are populated from a weekly upload direct from the customer op s database. You can search these addresses in a number of ways. You will need to select the value that you are searching on from the drop down list Account number, Account name, Street address, MOC1 and MOC2. You can then type in a search term to locate your address. Addresses will start to be displayed when you type in the first 3 characters, and the list will be narrowed down as you continue to type. You can further filter through the list by typing a postcode in the Postcode box below. If you can t find the address you require, check that you have selected the correct search type for the value you are searching for. If after trying an alternative search you still cannot locate the address, this will be due to the address not being available in the customer op s database and you will need to enter manually. 1.2 I use the same addresses regularly. Is there any way I can save them as favourites? Made4Trade allows you to select addresses and add them to address groups. These address groups can then be called on and all or some of the addresses quickly added to your order. 1.3 I need to send stock to a large group of addresses that aren t on the customer op s database, is there a faster way to get them into Made4Trade? If you have this requirement, please contact Activity Services. It will be possible to upload a specifically formatted spreadsheet of addresses to your order. 2. ORDERING 2.1 I need to send 10 items to 10 stores, so have added 100 items to my cart. But when I go to the delivery selection page, it is saying I have ordered 1000 items. The quantity that you add to your basket in Made4Trade will be the default amount sent to each address. This eliminates the need for you to calculate exactly how many products you require in total. If you require different quantities to be delivered to different addresses, you can change the individual quantities on the Select Delivery Options page by typing the quantity required in the qty box and pressing the update quantities button beneath. 2.2 I added the stock I required to the cart of an item after checking the availability and now the system is saying there isn t enough stock available. If you add products to a basket and then select a large number of delivery addresses, it is possible that you will be trying to order in total more products than there are available in the system. Made4Trade will check to see whether there is the correct number of products available after you select your delivery addresses and if you update stock quantities whilst selecting your delivery method. If your total order is for more products than is in stock, you will not be able to proceed and will need to reduce the quantities ordered. 2.3 I am trying to send products to a large number of addresses (+20) and the system timed out. Orders that are sent to a large number of addresses will take a few minutes to process. This is due to the large amount of processing required to create the orders and validate them with Prolog. Please be patient. If your order does time out, you will be able to go back into your basket and replace the order. 3. AD-HOC ORDERS 3.1 I see an error Requested quantity [xx] of [product name] is not available. What does this mean? Ad hoc orders can only be shipped to 1 address. If you select more than one address, on the address selection page you will see this error. If you need to send your ad hoc order to multiple addresses, please send these addresses directly to the supplier.
34 4. PAYMENT FOR ORDERS 4.1 I can t see the Siebel or WBS code I have been allocated. If your code is not visible, it could be for a number of reasons: 1. The code was created that day, in which case it won t have updated on Made4Trade as the code updates occur nightly 2. The code may have been set up as a customer code, rather than supplier code and so won t be visible If you cannot see the correct code DO NOT use an alternative code. Contact your line manager or finance to find out what the problem is. Codes that are corrected will be available to use in Made4Trade the next day. 4.2 I don t have a Siebel/ WBS code and need to pay for items with my cost centre. If you don t have a Siebel/ WBS code, please contact Activity Services to allow you access to make payments against your cost code. 5. DELIVERY PRICES 5.1 How are delivery prices calculated? Delivery prices are calculated based on the number of cartons your products will fill and the pick and pack fees from the warehouse. These are as below: 1 carton Next day delivery (8am - 6pm) - 3.23 Next day delivery (pre 12am) - 6.89 Next day delivery (pre 9am) - 12.96 Saturday delivery - 9.94 In addition to this, handling fees will be charged for each product type added to the order: 1 product - 0.95 2 products - 1.09 3 products- 1.23 4 products - 1.37 5 products - 1.51 6 products - 1.65 7+ products - 1.79 6. System speed 6.1 I am experiencing slow page loading times on Made4Trade If you are experiencing slow page loading, you can try clearing your Internet Browser cache. To do this click on: Tools - Internet Options - General - Browsing History - Delete - Check to delete cookies, temporary internet files, History 6.2 My orders are taking a long time to process Made4Trade connects directly to the warehouse to verify stock quantities and deliver orders. If you order is for multiple products and/ or multiple delivery addresses, it may take a few minutes to process on the shopping basket, address select, delivery select and place order pages. Please be patient. 7. International registration 7.1 I work for international and there isn't an option for international in the RTM drop down. Can I register for Made4Trade? International requirements and deliveries are planned as part of phase 2 for the system. If you need to order stock for UK delivery, please register as Brand Marketing to gain access.