How do I submit or accept a distributor request?
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Modified on: Mon, 27 Nov, 2023 at 3:43 PM
Submitting and accepting Distributor requests in WERCSmart
Background:
Duplicate UPCs in the WERCSmart database cause issues for Assessments. Slight variations of any data entered can impact the Assessment result. For example, a variation in an ingredient that is entered from one source as 1.1% and another source as 1.09% may result in a different classification for storage. For the retailer, this is an issue when preparing to transport, or store, items in their possession. The Distributor request process allows the UPC's from a manufacturer to be used by a distributor without causing a duplicate UPC error in WERCSmart.
TABLE OF CONTENTS
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Scenario 1: Submitting a Distributor request.
The first step to submitting a distributor request is making sure that your WERCSmart account is set up as a "Distributor":
On your home page, select your name in the top right corner of the screen and click "My Account".
Select the title listed on the right side of the page that reads "Company Information".
On this page, your should see the word "Distributor" below the title that reads "Supplier Type".
If this does not say "Distributor", please select the word "Edit" listed in blue in the upper middle portion of the screen.
You may now select the dropdown box under "Supplier Type" and change the box to "Distributor".
Once the "Supplier Type" is represented by the "Distributor" title, your account will be all set to submit distributor requests in WERCSmart.
If you encounter a UPC message indicating the UPC is already active within the system and your manufacturer is currently using the UPC on their product, please take the following steps to request this UPC from the manufacturer:
On your home page, select the beaker icon to begin a registration.
On the first screen, select the "Request a UPC from a Manufacturer" option.
You may now type in the email address of the manufacturer that will be accepting your distributor request in the top box (the Manufacturer's email must be registered with WERCSmart).
In the next box, please type in your full UPC number including the check digit.
Within the third and final box, you will need to type in the Product’s name for reference (the Product Name does not need to match the Manufacturer's registration name, but will be the name of the product registration within the Distributor's account).
The Product Name will generally auto-populate when you type in the correct UPC number.
You may now select the green "Continue" box on the lower right side of your screen to finish the remainder of the process.
Once you have sent the distributor request, your manufacturer should receive an email where they can now take the steps to accept the request.
Special note:
No details (i.e., ingredients and other data) of the Manufacturer's registration are visible, or available, to the Distributor. In essence, the Manufacturer is forwarding the item, via the Distributor's WERCSmart account, to another retailer.
Scenario 2: How to accept a distributor request as a manufacturer.
For Product Manufacturers:
Product Manufacturers should expect to see an increase in UPC requests from Distributors taking action in order to meet their registration requirements. Your participation will be greatly appreciated.
As a product manufacturer your participation includes:
Approval or rejection of a Distributor’s request should be responded via email.
After your approval, the Distributor will be able resume their registration for the UPC and retailer.
Here are the steps for accepting a distributor request in WERCSmart:
On your home page, select your name followed by "My Account" in the top right corner of the screen.
Select the "My Library" title from the right side of the screen.
Select "My Distributors" from the headings at the top of the page.
Select the three dots below actions to the right of the UPC that was requested and select "Accept" to accept the request from your distributor.
You may filter the distributor request UPC's by their current status of "Pending", "Accepted" or "Rejected" to ensure that you have accepted the correct number of UPCs.
Your distributor should now be able to use the UPC that was requested and will be notified of the UPCs status via email.
Special note:
If a Distributor UPC is active on the registration, the Product Manufacturer cannot delete the registration from their account until the Distributor deletes the UPC Registration from their Distributor's account.
Impact on your Subscription – for Distributors:
If a number of UPC requests are considered Articles, an upgrade may be required to your existing Subscription Plan. If this is the case, you will be notified and provided instructions on specific Subscription adjustment requirements.
Manufacturer:
If a Distributor UPC is active on the registration, the Manufacturer cannot delete the registration from their account until the Distributor deletes the UPC Registration from the Distributor's own account.
Distributor:
The UPC request is considered an Article for subscription purposes and may require an upgrade to existing subscriptions.
Here is a full walkthrough to submit and accept distributor requests in WERCSmart:
Please select the arrows in the bottom right corner of the attachment below to proceed through each step.
Please select the "Open Larger" option to see this walkthrough in a separate tab.
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