Promotions Portal Changes - Supplier Communication Improvements to the Promotions Portal will be implemented on 21st August 2017. Important Message: To ensure you receive these enhancements, the Cache on your computer must be cleared. Please see instructions on page 9/10. d. Questions about the changes: Please email pmrsupport@woolworths.com.au or speak directly with your Category Team. Attachment - Contents A number of important changes and updates to the Promotions Portal will be introduced soon. Please see information below for detail on what is changing. REDUNDANT DEAL MANAGEMENT 2 ATTACH DOCUMENTS TO A DEAL SHEET 3 TAB & ENTER FUNCTIONALITY 5 NON-PROMOTIONAL CHECKBOX 6 BUY FROM PERIOD CHANGES 7 ACCESS 8 VENDOR CLAIMS REPORT 9 CLEAR YOUR CACHE 10 Promotions Portal Update August 2017 1/11
REDUNDANT DEAL MANAGEMENT To assist you in PMR Claims Management, your Category Manager now has the ability to mark Deals that have: failed to claim, been under claimed or over claimed or not required, as Redundant using OverWrite. Your Category Team will first discuss this with you, prior to marking any old Deals as Redundant. Your Category Team will create a new Replacement Deal (except where Deal was not required), and the ID of this Deal will be added to the Redundant Deal to ensure there is a clear audit trail between both Deals. Comments will be stamped in both the Redundant Deal and the Replacement Deal. REDUNDANT DEAL REPLACEMENT DEAL The Redundant / Replacement Deal information will be displayed in the Promotional Summary tab. The Vendor Daily Summary Report includes 2 new columns: Replacement Deal? and Redundant Deal ID. Replacement Deal column - if Yes is listed, this indicates a Replacement Deal has been raised and captures the associated Redundant Deal ID where applicable Promotions Portal Update August 2017 2/11
ATTACH DOCUMENTS TO A DEAL SHEET The Vendor Document Repository (VDR) functionality provides the ability to upload documents to a Deal Sheet in PMR Portal. Where emails or documents exist that contain agreements or information about Deals between Woolworths and Suppliers, it is important to retain an Audit Trail of these documents. To upload a document: Ensure document has been saved as a PDF PDF document name should consist of Supplier Name and Period From & Period To ie My Foods _Jan 17 to June 17 Use version control when uploading updated versions of the same document File name must be unique and less than 50 characters Open or Create the Deal you wish to upload the document to Click on the VDR icon A pop up window will appear listing any documents previously uploaded within the Validity period (Start and End Dates for the uploaded documents) To upload a PDF document, click - Click to print the Document List. - To review/print individual PDF documents in the list, click on the document file name hyperlink e.g. to open the document. - Click to Close the pop up window Within the Document Information window, complete the following mandatory fields: 1. Enter the Start Date and End Date for the Document Validity Period Document Validity = the Date range the document is valid for Maximum date range is 365 days 2. Enter a unique Document Description for the document. Must be less than 50 characters. 3. Click the Choose File button and select the PDF document to be uploaded 4. Click the Upload button 5. Click Close button 6. In the Comments section of the Deal sheet, add Comments to indicate a document has been uploaded Once the document is uploaded it will automatically link to every Deal created within the validity period (Start and End Dates) for the Sales Organisation / Supplier / Article combination. Important Note: Once a document is uploaded to the VDR, it can only be edited or removed by Woolworths IT Support. If an incorrect document has been uploaded and requires removal, contact your Category Manager for assistance. Promotions Portal Update August 2017 3/11
Documents will be stored and retrieved by Sales Organisation, Supplier, Articles, and Validity date (Start/End date). If 1 Deal is attached to the uploaded document and the Deal is deleted, the document will be removed from the Vendor Document Repository. Once a new Deal within this Validity date range is created, the document will be visible in the Document window. If multiple Deals are attached to the uploaded document and there is a requirement to delete any of the deals, the document will remain visible as long as there is still one of the deals remaining in the portal. Which documents will I see in the Document List? All documents starting within the Document Validity Period (Start and End Dates for the uploaded document) will be displayed. In the example below, Document for Deal 1, 2, 7 & 8 will not display because the Start Date of the Deal is outside the range of the Document Validity period. Promotions Portal Update August 2017 4/11
TAB & ENTER FUNCTIONALITY New Validation has been added to the Promotions Portal to ensure that if Tab or Enter have not been selected prior to Saving a Deal, the icons within the Deal Sheet are greyed out. A tooltip will display when you hover over the greyed out icons prompting the action required. Once Tab or Enter is selected, the icons become available for selection. Promotions Portal Update August 2017 5/11
NON-PROMOTIONAL CHECKBOX If the Non-promotional Deal checkbox is not ticked, this indicates that the Deal is a Promotional Deal as it is associated with an Offer. The checkbox will be greyed out and cannot be selected. Contact your Category Manager if you require the Deal to change from a Promotional Deal to a Non-promotional Deal. Where an OverWrite Deal has been completed in order to change a Promotional Deal to a Non-promotional Deal, an actionable item will appear in your To Do List, which you will need to Accept or Reject. Promotions Portal Update August 2017 6/11
BUY FROM PERIOD CHANGES New functionality has been added to the Promotions Portal to indicate when the duration of the Buy From period has changed. What type of Deals is this change applicable for? This change is only applicable to Off Invoice and Purchased Based Deals. It is not applicable to Scan Deals. How will I know if my Buy From period has changed? - This detail will be stamped in the Comments field of the Deal Sheet. - The Deal will display in Overwrite Status - The Buy From period change will appear as an Actionable Item in the To Do List: CM created/updated Deal to be confirmed by Vendor. What do I need to do? Accept this change or Reject if in disagreement (as per standard process for any Deals in Overwrite status). Please note: if no action is taken, the Deal will still claim as per current Promotions Portal functionality. This will then appear in the To Do List as an Overwritten Deal. Promotions Portal Update August 2017 7/11
ACCESS To ensure security is maintained at the highest level for the Promotions Portal system, access to the Promotions system will be removed when no activity is recorded for 9 months or greater for your User ID. How will I know if access to the Promotions Portal has been removed? An error message similar to the example below will display upon login to indicate access has been removed. How do I reinstate access? Australia Contact your Administrator OR Email: pmrsupport@woolworths.com.au Phone: 02 8885 3100, and select option 2 New Zealand Email: promotions@countdown.co.nz Promotions Portal Update August 2017 8/11
VENDOR CLAIMS REPORT Vendor Claims Report (International Suppliers) Where the payment for a Deal is to an International Supplier, the claim will be automatically converted to the Payment currency of the International supplier. The Vendor Claims report will display the payment / claimed amount in the currency of the International supplier. This report will also show the same amounts in AUD including the GST amount in AUD (if applicable). Promotions Portal Update August 2017 9/11
CLEAR YOUR CACHE To ensure you receive the November enhancements, please complete the following applicable instructions for the Web Browser (Google Chrome, Mozilla Firefox, Internet Explorer v9 or higher) you use to view the Promotions Portal. What you need to do to clear your cache GOOGLE CHROME - Recommended Browser for Promotions Portal 1. Open Google Chrome web browser 2. Click on the Google page and press Ctrl + H Or from address bar, click & select History 3. Click the button 4. From the Obliterate the following items from: drop down menu, select: the beginning of time 5. Tick the following options: a) Cookies and other site and plug-in data b) Cached images and files 6. Click the button 7. Close all browser windows and reopen Google Chrome MOZILLA FIREFOX 1. Open Mozilla Firefox web browser 2. From the History menu, select Clear Recent History Tip: If the menu bar is hidden, press Alt to make it visible 3. From the Time range to clear: drop down menu, select Everything 4. Under Details: tick all listed options 5. Click the Clear Now button 6. Close all browser windows and reopen Mozilla Firefox Promotions Portal Update August 2017 10/11
INTERNET EXPLORER V9 OR GREATER 1. Open Internet Explorer web browser 2. From the Tools menu, select Delete Browsing History Tip: If the menu bar is hidden, press Alt to make it visible 3. Untick Preserve Favourites website data 4. Tick Temporary Internet Files 5. Tick Cookies 6. Click the Delete button 7. Close all browser windows and reopen Internet Explorer END OF DOCUMENT Promotions Portal Update August 2017 11/11