Supplier Turn-in

Order Web Portal

Head Office Admin

User Guide

2

Table of Contents

Introduction………………….............…………….………........……….…...3

Web Portal Access…………………..….…...…....…….……………….…..4

Logging into the Supplier Turn-in Orders screen (Head Office Only)…...5

Head Office Homepage………………………………………………….……6

Approval of Turn-in Orders..……………………………………….…………7

Place Turn-in Orders ………………………………………………………….8

Displaying Turn In Orders in Customer’s Order Status......…………..…...9

Weekly Order Log………..……………………………………………….……9

Stock On Hand…………………………………………………………………10

Reporting - Order History by Sales Representative..………………….…..11

Order History……………….…………………………………………………..12

Customer Benefits...……………………………………………………….…..13

Managing Sales Representatives………………………………………..…..14

Supplier Cross Reference Table………………………………………….….15

Sales and Stock Report (LO40)………………………………………………16

Advertising……………………….....…………………………………………..17

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Introduction

Australian Liquor Marketers released their Customer web portal in October 2003.

Overall it has been a tremendous success, with over 6,000 customers choosing to

register for online ordering in Australia and New Zealand as of December 2006.

The logical next step in our web presence was to facilitate turn-in orders from

supplier’s sales representatives. Planning began in early 2004 and was based on

research and analysis performed from interviewing retailers, suppliers and key

ALM representatives. Coding began in September 2004 with testing and

implementation completed mid January 2005. Since that time Suppliers have

rushed to use the online ordering facility and have reaped the benefits immediately.

To Suppliers that use the Portal frequently, we look forward to your continued

support. Thankyou for your feedback that helped develop the portal to where it is

today. To those Suppliers who have not yet become fully involved, we invite you to

re-visit the site and review the functionality and benefits available.

This User Guide is designed to step you through the turn-in order process.

The ALM Supplier Turn-in Web Portal has the following features:

Turn-in orders:

Without price overrides

Orders with price overrides

Orders with an allocation of bonus stock that is not part of the

Customer/ Groups normal range

Head office controls for Rep log on and override exception limits

Stock on Hand for products - State by warehouse

Supplier Cross reference table - Supplier codes linked to

ALM codes

LO40 Report - Download Stock Reports to Excel

4

Web Portal Access

There are 2 levels of Login:

1. Supplier Head Office Administrator – ID and password supplied by ALM

2. Supplier Sales Representative – ID and password set up by Supplier Head Office

Accessing the site for both Sales Rep and Head Office Admin Log On

Minimum browser requirements: Internet Explorer 6.0 (with Service Pack 1) due to the 128-bit

encryption needed for account security. A free upgrade is available from the Microsoft website

by accessing the ‘Tools’ menu in Internet Explorer and selecting ‘Windows Update’.

Please Note: The level of security required to view the site should be Medium, with cookies

allowed.

The URL for the Web Sites are listed below:

Australian Liquor Marketers – www.almliquor.com.au

Harbottle on-Premise – www.harbottleonpremise.com.au

Tasman Liquor – www.tasmanliquor.co.nz

Allied Liquor – www.alliedliquor.co.nz

Click on the “Supplier and Reps Login Here” button.

You will then be taken to the log on page.

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Logging into the Supplier Turn-in Orders screen (HEAD OFFICE ONLY)

Click on the drop down arrow next to ‘choose a state/territory’ – select the state where

your account is held.

Enter your Username as supplied by your applicable wholesaler e.g. ALM, Allied Liquor

(8 digits) in the ‘Supplier Rep Id’ field. Eg 12345001 (001 being the Head Office

Account)

Enter your password.

Click on the ‘Login’ button - the page will refresh to the ‘Head Office Homepage’.

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Head Office Administration Homepage

The view on this page is controlled by the headings on the left hand side of the screen.

‘Orders Awaiting Approval’ is the default view when you first log on.

The controls are:

Order Approval: View orders awaiting approval

Place Turn In Order: Enter Turn In orders online

Order Log: Weekly order log

Stock On Hand: View SOH by Warehouse for your product range

Reporting: Order history by Sales Rep

My Order History: Review previously placed orders

Customer Benefits: Total web placed overrides by month

Manage Sales Reps: Set up, edit and delete Sales Reps

Manage Cross Reference Table: Link supplier product codes to ALM product

codes

Top Sellers: Download information for the best selling products in each

commodity group

Sales & Stock Report (LO40) – Download Sales and Stock information by Branch

into Excel

Calculator: Used to estimate LUC after overrides are applied

Advertising Rate Card: Information on how to Advertise your products on the

web portal

Approval of Turn-in Orders

Sales Reps can be flagged so that a Head Office user must approve their turn-ins (see

Managing Sales Reps). Once approved they pass into the applicable Wholesaler’s

transaction system. Orders can also be cancelled (ALM, Harbottle, Tasman and Allied

Liquor assumes you will contact the customer!).

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Cancelled orders can be used as templates to re-submit the order with amendments.

Click on ‘Order No’ to view order (Can Approve or Cancel from view order page).

You can also approve an order by checking the ‘Approve’ box and clicking ‘Place Order’.

Or you can cancel an order by checking the ‘Cancel’ box and clicking ‘Place Order’.

To use a cancelled order as a template: click ‘Template’.

Important Note – All Supplier Orders held for approval will be automatically approved and sent

for processing after 5 hours from the original time the order is entered.

Example – if the order is keyed and waiting for approval at 9:00am 21/1 and is not approved by

the supplier, it will be released at 2:00pm, 21/1. Please forward your questions or concerns to

michael.camilleri@almliquor.com.au or stuart.jordan@almliquor.com.au

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Place Turn - In Orders

Turn-in Orders can be placed from the Head Office Admin login:

Click ‘Place Turn In Order’ on the left hand side of the display.

Details on placing Turn-in Orders can be obtained from the “Sales Representatives

User Guide” section in this booklet.

When the Head Office Administrator places an order, they have the option to allocate the

order to a different user.

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Displaying Turn In Orders in Customer’s Order Status

Registered customers can see Supplier Turn in order, Bonus and override in their Order &

Profile or Order History on the Web Portal. Customers would have to hover their mouse over

the Order Type to see the Supplier name. For more details customers can click on the Order

Number to see Reps name, quantities, pricing and any benefit received.

Weekly Order Log

Click ‘Order Log’ on the left hand side of the display.

Click on ‘Order Id’ to see Order detail (view details of total order).

Before…..

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Next Screen….

Stock On Hand

Stock On Hand can be viewed in 2 ways –

Report View (Head Office Log on) – By Clicking on the ‘Stock On Hand’ button

in the LH navigation menu you will then be able to view by branch the SOH for

each product in the supplier’s range.

Order View – When placing a Turn In Order the SOH figure is provided in the last

column on the right. This will allow the supplier to know the actual SOH when

placing the order.

Date and Time Stamp - Details the last time the SOH figures were updated.

IMPORTANT NOTICE - Please be advised that on the 1/1/2011 this report will no longer be available to suppliers who place less than 50% of their total Turn In order volume via the Web Portal. For suppliers who exceed the 50% target please disregard this notice. If you have any questions relating to this please call your Trading Manager in your State or your National Category Manager.

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Reporting - Order History By Sales Representative

Click ‘Reporting’ on the left hand display. View orders placed by Sales Reps by clicking on the ‘Rep ID’.

Before….

Next Screen...

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Order History

Click ‘My Order History’ on the left hand side of the display to

view the status of your orders.

View specific order details by clicking on the ‘Order ID’.

Before….

Next Screen….

13

Customer Benefits

Click ‘Customer Benefits’ on the left hand side of the display

Monthly total benefits for web based overrides are displayed

14

Managing Sales Representatives

Click ‘Manage Sales Reps’ on the left hand display

Used for adding, editing and deleting Sales Reps:

Rep ID: Click here to view Sales Rep details

Rep Orders: Click here to view orders placed by that Rep

Edit Rep: Click here to update or delete Sales Rep

Add a new rep by clicking ‘Add Sales Representative’ on the bottom right of the screen.

Add the Sales Rep’s details as required.

Note: By flagging the ‘Head Office Rep’ box you will allow the Sales Rep to see the

menu for a Head Office logon (Please see page 6 for the Menu explanation).

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Supplier Cross Reference Table

Suppliers have the ability to create a cross-reference table on the web portal. This will

enable the supplier to enter, via the ‘Supplier Quick Order Form’, their own product

codes, which will link to the ALM code when the turn in orders are sent.

1 supplier code and 2 alternate code fields are provided for keying data (Alphanumeric).

This is advanced functionality and will not be available to all Suppliers. To have this

feature activated please contact your State Trading Manager.

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Sales & Stock Report (LO40) The LO40 report details Sales and Stock information by Branch. The report can be opened in Excel for better analysis, by clicking on the ‘Save as Excel’

button.

Once converted to Excel the report details Products, previous 3 weeks sales history,

Stock on Hand and Stock on Order.

IMPORTANT NOTICE - Please be advised that on the 1/1/2011 this report will no longer be available to suppliers who place less than 50% of their total Turn In order volume via the Web Portal. For suppliers who exceed the 50% target please disregard this notice. If you have any questions relating to this please call your Trading Manager in your State or your National Category Manager.

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Advertising On this section you will find information regarding advertising of Suppliers products. Suppliers will be able to advertise their products on the ALM portal on three prominent areas in the ALM portal. Contact Merchandise to find more about this feature.

Thankyou for using our Web Portal. If you have any suggestions or queries, please send us an E-mail via the “Contact Us” button at the top of the main page.