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DOT VENDOR HOW-TO GUIDE rev. 10-27-2014
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VENDOR DOTi HOW-TO
http://dot.wholefoods.com/User/Login.aspx
Once you click the link above, you will be directed to the page below:
Log-In
If you already have a DOT login, proceed by logging into the system, and skip down in
this How-To guide to the section titled Submitting a Demo Request.
If you are new to DOT, click on DON’T HAVE A DOT ACCOUNT? to create a login.
DOT VENDOR HOW-TO GUIDE rev. 10-27-2014
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Create a DOT Account
Fill out the information completely.
NOTE TO BROKERS: Be sure to click the YES box at the end. This way you can have one
account to handle ALL of your vendors. If you miss this step, you will end up having to set up an
individual account for each brand you carry.
Once all of the fields are completed, click on CREAT USER, and a green message will
appear (Figure 1 below). If the message does not appear you may have left one or more of
the required fields blank.
Click on REQUEST VENDOR FOR MY ACCOUNT.
The following screen will appear, and click on REQUEST VENDOR FOR MY
ACCOUNT again, and a new form will appear for you to fill out.
DOT VENDOR HOW-TO GUIDE rev. 10-27-2014
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Fill out the Vendor Information form completely.
NOTE: If you don’t know your WFM PeopleSoft number, please enter all zeroes (00000000000).
Do not leave this field blank.
Once completed, click on SUBMIT REQUEST TO ADD VENDOR, and a notification will
be sent to the specific region. Please allow 3-5 business days for your request to be
processed. You will receive an email from the system when your login is approved.
Once you have a DOT Account and any Request(s) for Vendors Associated with that
account have been approved, you may begin to submit store-performed demo requests
through the DOT system. To begin, log back into the DOT system.
DOT VENDOR HOW-TO GUIDE rev. 10-27-2014
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Main Dashboard
After logging in, you will see the dashboard below, with tabs indicating Main Page,
Request a New Demo, and Manage Vendors at the top, and Pending Demos, Open
Demos, Pending Payment and Closed Demos on the left side.
Tabs on the top of the Main Page:
o Main Page is the default navigation section of the DOT system. Additional
subsections are outlined below.
o Request a New Demo is the primary function of DOT. A full explanation of this
section begins on page 5.
o Manage Vendors is for editing any of the vendors you have included under your
account (see pages 2-3).
Tabs on the left side of the Main Page:
o Pending Demos are demo requests that you have submitted and are yet to be
approved by the Regional Demo Coordinator (RDC). Here you can view the
status of these requests. The information submitted in these requests cannot be
changed. If you’ve made a mistake, you can cancel the demo and re-enter the
demo request.
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o Open Demos are demos that have been approved and submitted to the Store
Demo Specialist (SDS) for action. Here you can view the status of each open
demo, whether it is (a) waiting to be scheduled or canceled, (b) scheduled but not
yet performed, (c) performed but not reported, (d) reported but not closed. The
information submitted in these requests cannot be changed. If a detail needs to
be changed, please reach out to the regional demo coordinator before the
beginning of the period.
o Pending Payment are demos that are completed, have been invoiced, and are
awaiting payment. Here you can view the store vendor reports for these demos,
as well as the billing invoices to accompany them.
o Closed is an archive section of past demos that have been completed, invoiced,
and paid. Here you can view the store vendor reports and closed invoices for
these demos.
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Submitting a Demo Request
After logging in, click on REQUEST A NEW DEMO at the top of the dashboard.
Select the Vendor on behalf of whom you are requesting the demo, and the Region in
which you would like the demo to take place. Then click CREATE DEMO.
NOTE: At this time, you must submit a separate demo request for each region.
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The Demo Request Form will appear. First, Validate Contact & Billing Information as
correct. If either needs to be updated, click on the green EDIT button.
Choose the Fiscal Period in which you would like the demo to occur. You will be able to
choose from two open periods at any given time. You will not be able to make a demo
request for a period that has been archived. Stores are directed to fulfill demo requests
only ONCE per requested Fiscal Period. If you choose both periods, this signifies a
request for a demo to occur TWICE (once each period).
Select the Type of Demo you would like.
NOTE: Options are limited to those listed on the screen, and selections are subject to approval
and eligibility requirements. The Mid-Atlantic Region does not currently offer discounts
including bulk rates or combo/shared demo bundle options.
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NOTE: Please leave the Notation for Demo Type field blank. There is a separate section
designated for special requests or recommendations. Notes left in the Notation for Demo Type
field may be edited at the discretion of the RDC.
Select the Stores Requested in which you would like the demos to take place. You may
select as many or as few stores as you wish. Click ADD after selecting each store. Choose
ALL STORES if you wish to request all available stores.
NOTE: Availability is limited to the stores listed on screen. Store availability may change
throughout the year due to labor, seasonal conflicts, or other issues unspecified. We encourage
you to consider Vendor-Performed Demos as an alternative option for stores not listed on DOT.
Next, select the Available Demo Products that you would like to have demonstrated.
o If you have used the system before, it may auto-populate with products that
have been chosen in the past. Simply click ADD for each selected product (to
increase the chances of approval, please limit your selection to a reasonable
number of products).
o To add new products to your Available Demo Products list, click on ADD NEW
PRODUCT. A separate page will open up which asks for the item description
and UPC. Submit one product at a time including specific name/variety (i.e.
DOT VENDOR HOW-TO GUIDE rev. 10-27-2014
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Clementine Izze). Your UPC must be 13 digits long and must not contain any
dashes, symbols or spaces.
For Will Free Product be Shipped by Vendor to Each Store to Conduct Demo?,
indicate whether or not you will ship sample product to be used in the demo:
o If you check YES, that you ARE shipping product, it should arrive in store (ship
ATTN: Demo Specialist) at least five (5) business days prior to requested demo
date. Stores are not obligated to proceed with scheduled demo if shipped
product is not received. (Click YES for product to be shipped, then click YES for
dollar limit on product, and enter 0 in the “limit” box, since zero dollars are
being authorized.)
o If you check NO, that product will NOT be shipped, then you are authorizing
Whole Foods Market to bill you (at retail value) for product pulled from shelf.
(Click NO for product to be shipped, then click YES or NO for dollar limit at
which the demo specialist should stop pulling product for sampling purposes. A
blank amount indicates no limit on spending.)
Indicate whether you Vendor Will Reimburse Store for Demo Product Transferred
From Shelf, and what dollar amount.
o If you check YES – Unlimited Allowance that indicates no limit on spending.
o If you check YES – Allowance Limited To (fill in box), then enter the dollar limit
(retail value) you are limiting reimbursement to.
o If you check NO, then complementary product is NOT authorized – PRODUCT
MUST BE SHIPPED.
In the Notes section, you may include any special demonstration requests such as date
preference or suggested methods. The SDS is directed to accommodate notations based
on ability, but is not obligated to comply. Notations may be edited at the discretion of
the RDC.
You must click YES to agree to the Demo Kit Requirement. Demo Publicity Kits
(supplemental material for the product being demoed) are highly recommended, but not
required. Demo Publicity Kits typically contain informational material, coupons, recipes,
etc. These help to entice customers to the table, educate demo specialists and encourage
sales. Please ship Demo Publicity Kits to arrive in store at least five (5) business days
prior to requested demo date. Electronic (e-mail) Demo Publicity Kits are also
DOT VENDOR HOW-TO GUIDE rev. 10-27-2014
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acceptable. NOTE: Stores are instructed to proceed with scheduled demo regardless of
whether Demo Publicity Kit is received.
You must click YES to agree to the Terms and Conditions regarding payment. Invoices
are available to download from DOT within one week of period close. Payment is due
Net 30 days from Invoice Date. We reserve the right to withhold demo service or pursue
collections if payment past 30 days is not received.
When all of the fields have been completed, click SUBMIT. Your request will be
submitted to the RDC for approval, and each request you submit will show up under
“Pending Demos” on the Main Dashboard of DOT. When your request is approved or
denied you will be notified via email and the status will change on the main screen.
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Reports & Invoices
After your requested demo has been performed, an invoice will post to your DOT account, and
the store demo reports will be available to view. Payment is due Net 30 days from Invoice Date.
We reserve the right to withhold demo service or pursue collections if payment past 30 days is
not received.
To view Reports & Invoices, click on the Pending Payment tab on the Main Page of DOT. Here
you will find a list of demos that are completed, have been invoiced, and are awaiting payment.
Here you can view the store vendor reports for these demos, as well as the billing invoices to
accompany them.
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FAQ’s
Q: What is the difference between “Vendor-Performed” and “Store-Performed” Demos?
A: “Vendor-Performed Demos” refer to demos that vendors themselves provide product and labor to
support, and schedule directly through the stores. These demos are NOT conducted by a Whole
Foods Market Team Member, and labor and product is the responsibility of the vendor. “Store-
Performed Demos” refer to demos that the vendors request for stores to perform, and the vendor
provides product (and/or reimbursement for product) and reimbursement for labor. These demos
ARE conducted by a Whole Foods Market Team Member, but the store is reimbursed for labor
and product.
Q: When can I begin using DOT?
A: You can start now! We’ve created a handy Vendor DOTi How-To guide to help you get started.
Once your account is active, you can begin to request demos.
Q: How far in advance can I request demos?
A: The deadline for Store-Performed Demo requests via DOT, is 4 weeks prior to start of the
requested period. Invoices and reports are generally available within one week following the close
of each period:
Fiscal
Period
Name
Demo /
Period
Start Date
Demo /
Period
End Date
Vendor
Request
Start
Vendor
Request
End
FP01-2015 09/29/2014 10/26/2014 07/07/2014 08/31/2014
FP02-2015 10/27/2014 11/23/2014 08/04/2014 09/28/2014
FP03-2015 11/24/2014 12/21/2014 09/01/2014 10/26/2014
FP04-2015 12/22/2014 01/18/2015 09/29/2014 11/23/2014
FP05-2015 01/19/2015 02/15/2015 10/27/2014 12/21/2014
FP06-2015 02/16/2015 03/15/2015 11/24/2014 01/18/2015
FP07-2015 03/16/2015 04/12/2015 12/22/2014 02/15/2015
FP08-2015 04/13/2015 05/10/2015 01/19/2015 03/15/2015
FP09-2015 05/11/2015 06/07/2015 02/16/2015 04/12/2015
FP10-2015 06/08/2015 07/05/2015 03/16/2015 05/10/2015
FP11-2015 07/06/2015 08/02/2015 04/13/2015 06/07/2015
FP12-2015 08/03/2015 08/30/2015 05/11/2015 07/05/2015
FP13-2015 08/31/2015 09/27/2015 06/08/2015 08/02/2015
Q: Do you also allow Vendor-Performed Demos?
A: Yes! Vendor-Performed Demos are and will remain an invaluable way of connecting our
customers with the faces behind our products.
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Q: Can I schedule Vendor-Performed Demos through DOT?
A: Not at this time.
Q: Can I schedule Passive Demos through DOT?
A: No.
Q: How long will it take for DOT accounts/demo requests to be approved by the RDC?
A: Please allow at least 7-10 business days for your request to be processed. As you await a response,
most questions can be answered by reviewing the Vendor DOTi How-To guide.
Q: Is there a limit to the number of products and/or demos I can request through DOT?
A: Yes, one demo per company per period, and we recommend limiting the number of line varieties
per demo request to a maximum of 3-4 per demo request. Also, demos are approved/scheduled
strategically, and we reserve the right to decline or cancel requests for similar type of product
deemed to be excessive or redundant.
Q: Will product automatically be ordered to support scheduled demos?
A: No. It is the joint responsibility of both the store demo specialist and the vendor to see to it that
ample product is ordered/delivered to support both the sale and samples for the scheduled demo.
Q: My product is on promo for a specific date range. Can the stores be required to
schedule the demo during the promo?
A: We offer a Notes section where vendors may include any special demonstration requests such as
date preference or suggested methods. It is strongly encouraged that the store accommodate
notations based on ability, but this is not a guaranteed condition of the demo. Demos may be
fulfilled anytime within the requested Fiscal Period. Notations may be edited at the discretion of
the RDC.
Q: The store I am interested in is not listed as an option. Can you add it?
A: Availability is limited to the stores listed on screen. Store availability may change throughout the
year due to a variety of internal considerations. We encourage you to consider Vendor-Performed
Demos as an alternative option for stores not listed on DOT. Please note that newly constructed
stores may not be added to DOT for two or more months after opening. Participation in DOT is
left to store discretion.
Q: I have a special pricing arrangement for demos in other regions. Will you honor it?
A: The Mid-Atlantic Region does not currently offer discounts or special pricing for demo requests.
This including bulk rates or combo/shared demo bundle scenarios.
Q: Are stores required to meet a certain quota of DOT demos? Is it possible to book
“mandatory” demo requests through DOT?
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A: Stores are required to fulfill a minimum of 8 demo requests per period. Selections are made based
on store discretion.
Q: Why did the SDS or RDC decline my demo request?
A: Most demos will be approved and scheduled unless there is a legitimate reason for canceling the
demo. You may contact us if you have a question about the reason provided. Some examples
include:
o Not carrying the product in the requested store
o Product was back ordered and did not arrive in time for the demo
o Vendor failed to ship product to support the demo
o Excessive number of demo requests for similar type of product
o Payment due for outstanding invoices
o Holiday black-out period
Q: The XYZ store still hasn’t scheduled a date for my requested demo and it’s less than
two weeks before the start of the requested period. What should I do?
A: If it’s within two weeks of the requested period, please reach out to the Regional Demo
Coordinator to check on outstanding demo dates. Find contact link at bottom of DOT site.
Q: What information is included in the completed demo reports I will receive?
A: The SDS is prompted to answer a detailed questionnaire following the completion of each demo.
Answers include both quantifiable data and subjective evaluation (scale of 1-5, Yes/No, etc). We
encourage stores to be as specific as possible, helping you to evaluate the success of your product.
You receive the report along with your demo invoice. Report fields include:
o Number of Units Sold
o Amount of Sample Product Used
o Type and Amount of Demo Support Product Used
o HOW did you use the product?
o Did the demo occur as part of a store EVENT?
o Was the item on SALE?
o Was a COUPON offered?
o Customer Comments: PRICE
o Customer Comments: TASTE
o Customer Comments: PACKAGING
o Comments: FAMILIARITY
o OTHER Comments & External Factors
Q: There seems to be a discrepancy in my invoice. What should I do?
A: Please reach out to our regional Accounting contact to resolve billing issues. Find contact link at
bottom of DOT site.
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Q: I’ve received an error code or am experiencing a bug in the system. Who do I contact
for technical support questions relating to DOT?
A: Reach out to the Regional Demo Coordinator for your question to be directed to the appropriate
technical support contact. Find contact link at bottom of DOT site.
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