User Manual HEINEKEN POS Portal · PDF fileUser Manual HEINEKEN POS Portal January 2016 Page 3 of 22 1. How to use this manual This manual is exclusively written for the clients of

User Manual HEINEKEN POS Portal

Amendment Page Version No Date Issued

ORIGINAL All 4.0 01 June 2016


January 2016 Page 2 of 22

Table of content

Page 1. How to use this manual............................................................................................................................................................... 3 2. The Heineken POS Portal ...................................................................................................................................................... 4

2.1 Log on to the Heineken POS Portal .............................................................................................................................. 4 3. General ....................................................................................................................................................................................... 5

3.1 Landing page ........................................................................................................................................................................ 5 3.2 Menu bar .............................................................................................................................................................................. 5

4. Shop search ................................................................................................................................................................................ 6

4.1 Searching items .................................................................................................................................................................... 6 4.2 Item details ........................................................................................................................................................................... 7

5. Order........................................................................................................................................................................................... 9

5.1 Shopping cart ....................................................................................................................................................................... 9 5.2 Checkout ............................................................................................................................................................................ 10 5.3 My Order ............................................................................................................................................................................ 11

6. Strategy .................................................................................................................................................................................... 12 7. Demand .................................................................................................................................................................................... 13 8. Service ...................................................................................................................................................................................... 15

8.1 Option one .......................................................................................................................................................................... 15 8.2 Option two .......................................................................................................................................................................... 17

9. Reports ..................................................................................................................................................................................... 19 10. Help section ............................................................................................................................................................................ 22

10.1 Internet browser issues ................................................................................................................................................... 22



1. How to use this manual This manual is exclusively written for the clients of Heineken. The Heineken POS Portal is designed to make the order process

more confineable for our clients and the service high standard. It is not our intention to provide a complete and extensive step

by step description of all functionality offered. We believe the major part of our POS Portal is self-explanatory and will allow you

to manage your orders with minimal additional guidance.

The first part of this user manual is focused on the general functionality and explanation of the different components of our POS

Portal. Chapter four and five will show you step by step how to search an item and how to order one The other chapters are

focused on additional features which can help you editing the details and work around the Heineken POS Portal.

Each step starts with a note in which is explained what to do, besides each note a print screen will explain visually how to act.

The Heineken POS portal is developed for the following internet browsers; Internet Explorer 8 & 9, Firefox 3x and Safari,

depending on local settings the POS portal can sometimes look different, if you experience problems please check chapter 10

for help or contact your customer service coordinator for advice.

Please note we also have an online digital tool available, supplying our clients in short video’s guidance on specific

functionalities of the Heineken POS Portal.

We hope you will enjoy the Heineken POS Portal.



2. The Heineken POS Portal

2.1 Log on to the Heineken POS Portal

You can reach the POS Portal by: www.heinekenposportal.com. To access the POS Portal you need a logon ID (your email

address) and a password. If you don’t have a login ID you can click on register at the login page. There you can download an

authorization form which needs to be filled in by the requestor and needs to be signed the responsible manager. After internal

validation we will create your login ID which you will receive by mail in the next days.

When you have multiple persons in your organization that are allowed to create your orders in our POS Portal, then each of

these persons will get their own logon ID.

To log on the Heineken POS Portal

1. enter your e-mail

2. enter your Password

3. click the button ‘Log On’

4. If you forgot your password, you have to click the button ‘forget your password?’. When you fill in your e-mail address,

you receive automatically an email with your password in your inbox.

5. If you fill in the wrong e-mail address or password for 3 times you will be blocked. Should this be the case, please

contact customer service and they will reset your account. For more information about customer service, click on the

button contact us. (See chapter 3.6 for the button ‘customer service’.)

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3. General

3.1 Landing page

1. My Account: At the page “my account” it is possible to get quick access to all your web shop data.

You have access to the following functionalities:

- Transactions, order status and complaints - Your personal information, like your address, password or your payment conditions - Maintain your login information for the Heineken Brand Portal - Change your password

- Preferences where you can adjust your e.g. your communication preferences

2. Strategy: this area will show the merchandise strategy for the Heineken Brand including examples of activation. 3. Home: with this link you will be immediately redirected to “home”. 4. Links to the actual core and commitment catalogues. 5. Product movie: here you will see new products in the assortment or to be expected soon. 6. Access to information about the LF Fulfilment customer service department.

3.2 Menu bar

Here you will find main functionalities of the Heineken POS Portal, such as Strategy, Shop, Demand, Service and Reports. In

chapter six until nine these subjects will be discussed.

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4. Shop search

4.1 Searching items

In the Catalogue you can see there are various ways of searching items. We will discuss the 3 options, namely Navigation (1),

‘Google search’ (2) and the Advanced Search (3).

Option 1. Navigation on categories in the Heineken POS Portal

All products are categorized, these categories can be used to filter in the shop.

In this way you have two choices to find the items:

Choice 1: If you want to take a look or you want to see more items, you have to click on ‘Article Group'. In this way you will see

the whole actual assortment. If you want to see specific items, you have to filter the categories in the items list.

There are different choices for rendering the items:

1. If you want to go one step back during the filtering you have to click on the X

Choice 2: When you look for a specific product, you can select the item directly.

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Option 2. ‘Google Like’ search

The ‘Google Like’ search will give you a quick (relevant) result of the items in the shop and is easy to handle. The only thing you

have to do is typing the description of the item that you looking for or to fill in the item number. You need to fill in at least four

characters.

1. type the item you want to order

4.2 Item details

In the text below is described, where you can find general item information including a stock availability indication and possibility

to add to cart immediately. During searching for items you will see this screen:

If you want more details: click the button ‘details’

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1. This is the list view. If you click on the name or the image of the products it brings you to the product page.

2. In this box you will find the name of the product, the ammount and the catalogueprice. There are also two

buttons, one of them is the ‘add to cart’ if you click this the product will be placed in your shopping cart. The

other button is the ‘wish list’, if you click on this button the product will be placed at your wish list. So you can

consider before buying the product. When you want to share your wish list you can do that using a

screenprint.

3. In this box you will find detailed information about the product, like order unit information and ordering

information like the maximun order quantity, pieces per order unit, quatity per pallet etc. You can click on the

picture to enlarge it.

4. Under downloads you can find a high resolution picture, this is not applicable for all products.

5. If you click on the button ‘Recommendatons’, you will see two types of products:

- Upselling: you see complementary recommended products of the item you select.

- Cross selling : you see similar products of the item you select.

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5. Order In the previous chapter you read about searching for products and putting items in your cart. So the next steps are order and

checkout.

Before you start to make an order it is important to know, that it is not possible to select or order items from category

‘commitment assortment ‘or ‘from stock assortment’ at the same time. So if you want to order items from both categories, you

have to make two orders in 2 separate shopping carts.

5.1 Shopping cart

After you selected items, your cart will look like this:

1. Here you have to fill in ‘Your Reference’, for example your PO number, which will be printed on all documents. This will enhance e.g. your goods receipt and invoice verification process.

2. Attend To: you will see this name on the delivery address. 3. If you want to change the requested delivery day by clicking the ‘Calendar Button’. You can select a date from the

first possible delivery date. 4. Cost Center: here you can use a cost center if applicable for your organisation. 5. Here you find global information about the actions, item, product name, delivery date and the total price. It is also

possible to add the items directly from here. If you want to do this you have to fill in the item number. In some cases it could occur you will receive a notification with your order. Messages:

- Maximum Order Quantity: if the order is above Maximum Order Quantity, proceed with ordering and a notification will be send to LF Fulfilment to check the possibilities for providing the requested quantities to your market. LF Fulfilment will respond the outcome with you and will discuss the possibilities.

- Order Delay: when you add a product which delays the delivery date of the order, you see a notification. You can accept the delay and check out the complete order. If the delay is not acceptable you are advised to remove this product from the shopping cart and order it in a separate order.

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5.2 Checkout

When you cart is ready to order you continue and click on the button ‘Checkout’.

1. Here you will find general information about the:

- Personal details - Billing detail: possible to choose an alternative billing address if applicable - Shipping details: possible to choose alternative delivery address applicable

- Payment details

It is not possible to change the items you have selected or the number from here. So If you would like to change anything, you

have to go back to cart and change this information from there.

2. Here you will find; the sub total price, the taxes and the total order price. Depending on your freight cost arrangements

the costs will be shown or added in a later stage of the process.

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3. Would you like to finish of your purchase? Then you need to accept the general terms and conditions. If you click on

GTC the terms and conditions will be displayed.

4. At the end you have 3 options:

- continue shopping - Back to cart - Buy now( to finish of your purchase)

5.3 My Order

Here you find your order updates, so your order ID, creation date, order total and the status update.

1. If you click on the order ID, you will get an overview of your order.

2. Track and trace: here you can find the status of your order. Thedifferent statusses are:

- Confirmation

- Pick & Pack - Ready for dispatch - Expected arrival on - Expected delivery on - Invoiced - Paid

- Rejected

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6. Strategy

In the strategy section you will be able to find the way to activate your merchandise products in your specific channel. By

clicking the outlet types you will enter an example of the must haves and optionals available from the on stock assortment.



7. Demand Once a month there will be an e-mail sent to the selected markets containing a reference to the demand file. The demand file: this file will show you your actual orders of the last three months and the planned demand for the coming 12 months of the core products for your market. In the demand section of the POS Portal you will be able to amend the planned demand for the upcoming months. To do this you can download the file, change the specific product demand and upload the file into the POS Portal. Five working days after the initial publication on the POS portal, the file will be blocked for changes and can only be downloaded for display purpose. When you don’t change the file LF Fulfilment will plan your products based on the unchanged information. When you want to change your demand outside this window of five days you can contact your customer service coordinator. You can find a detailed explanation of the demand management process in the demand section of the POS portal. What do you need to do if you received the e-mail:

1. Go to Heineken POS Portal 2. Click “Demand” 3. Click on one of the “Demand file(s)”

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If you round of step 3 you will get this screen:

1. Actual Sale: the products which will be delivered in this period

2. Freeze Period: the products which will be delivered in a short time. The amounts cannot be changed anymore in this

period.

3. Forecast: in here you will find the scheduled products which can be changed. If needed, you can change this in de

Excel sheet (presented above).

4. Upload Demand File: If you changed the amounts in the forecast excel sheet, you need to upload this file in

“demand” at the Heineken POS Portal. In this way the new data will be processed so you will get the right amounts

delivered.

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8. Service If you have a complaint about an order or product or fulfilment service, there are two options to disclose this. In this way we try

to help you as soon as possible.

8.1 Option one

1. You have to click on the button ‘service’

2. Select products using the catalogue or using order search. This is not mandatory meaning no reference is also

possible.

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3. Using order select a product from the selected orders

4. Using catalogue search select a product from the product catalogue

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5. You have to click on the button ‘Finish’ to make you complain definitive.

8.2 Option two

1. Different selections possible for example on status

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2. After creation priority, status en description can be updated

3. All communication is visible and updated

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9. Reports The reporting section gives you the opportunity to access you realtime data for management reporting purpose. We altready

provide a template which will show you the value and quantities of the products you have bought at LF Fulfilment, it will also

show you the top 20. Off course it is possible to use the data and generate reports yourself.

If you would like to get an overview of your reports you need to do the following:

1. Click on the button ‘DOWNLOAD ORDER HISTORY’, to select the period of the reports you want to see.

2.Here you can select the date of the period you want to see your reports of. 3. Click on the button ‘Generate’ to continue. 4. After generated your report, you have to click on the button ‘here’. The Excel sheet you see below will be shown. You have to select this data 5. You have to click on the button ‘Downloads’. By doing this you will open the file to show the reports.

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6. Follow the steps, which are described in the ‘Report tool’.

7. If you follow the steps you have to click on the button ‘Flat data’

8. Paste the selected data from step 4 in this file.

9. To avoid problems hold Ctrl+h to control: . & , (in the sentence above there is a . needed and in de sentence below

is a , needed. )

To show the data in other files you need to do the following:

- Open the file - Click with the right mouse button at a regular spot in the file. - Click refresh, and the new date will be visible.

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For example:

1. Open the file ‘Material by customer’

2. Use the right mouse button to refresh the file.

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10. Help section

10.1 Internet browser issues

When the POS portal doesn’t show properly the first check you can do is to see what internet browser you are

using. The POS portal has been designed for the following internet browsers; Internet explorer 8&9, Firefox 3x

and Safari. If you use another browser this could cause issues.

In internet explorer you can solve some compatibility issues with the compatibility button as shown in below

picture.

When you still face problems while using one of the supported browsers, we advice you to contact your local IT

department for advice.

Documents

User Manual HEINEKEN POS Portal · PDF fileUser Manual HEINEKEN POS Portal January 2016 Page 3 of 22 1. How to use this manual This manual is exclusively written for the clients of