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Merchandising Promotions Tracking System Frequently Asked Questions

General Questions
Guidelines
Technical Support


General Questions




What is the Merchandising Promotions Tracking System?
The Merchandising Promotions Tracking System is an easy-to-use, web-based tool that allows agents to:

  • Apply for LCBO Merchandising programs
  • Check the status of your application(s) - Approved, Pending or Declined
  • View a summary of application(s)
  • Retrieve and view reports

LCBO staff use the system to review, approve, track and invoice merchandising applications. The online system speeds up the process and reduces turnaround times. Currently, the system only applies to applications for LCBO programs.

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Why is the LCBO introducing an online application system?
This new application process will achieve the following benefits:

  • Reduce paper-based applications and manual administration
  • Standardize the application process across all LCBO Business Units (Wines, Spirits, BRTD)
  • Allow faster processing and application turn-around times
  • Provide more flexibility and visibility to application(s) and reporting
  • Reduce phone calls and written communication
  • Improve accuracy and efficiency

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Who will use the Merchandising Promotions Tracking System?
Agents of alcoholic beverages who wish to apply for LCBO Merchandising programs can use it. Please note the following exceptions -

The Merchandising Promotions Tracking System is not available to:

1) VINTAGES Agents. These agents should continue to apply for merchandising programs as they currently do through VINTAGES.

2) External Trade Associations (i.e., SOPEXA, California Wine Institute). Each individual agent who participates in an initiative must submit a merchandising application separately.

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How does an Agent sign up?

Application Process
Agents must request access to this system by clicking here.

Once your request is approved, you will be notified by email how to access the system.

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Is there a fee to use it?
There are no fees for using the Merchandising Promotions Tracking System.

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Does it change any existing LCBO procedures or policies?
The introduction of the Merchandising Promotions Tracking System does not change existing LCBO policies. It does, however, alter the procedures for making an application to an LCBO Merchandising program:

  • All applications are made on-line
  • Agents can view on-line status of applications
  • Agents can view and print summary reports

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Can more than one person per company use the system?
Up to five people per company can use it. Each User will receive a different User Name and Password.

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Is there a User Guide?
Click here to download a PDF copy of the Merchandising Promotions Tracking System User Guide

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I forgot my LCBO agent number. How do I find out what it is?
If you have forgotten your LCBO agent number, contact the appropriate Sales & Marketing Business unit (Wines, Spirits or BRTD).

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Guidelines



How can I access the system?
The Merchandising Promotions Tracking System is accessed through www.lcbonet.ca. Detailed instructions on how to access this site will be sent to you when you receive your User ID and password.

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How can I find specific instructions on submitting an application online?
You can print detailed instructions from the Merchandising Promotions Tracking System User Guide. Click here to download a PDF copy of the User Guide.

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Can I see the status of my application(s)?
The current status of your application(s) will be listed within the system. Please refer to the User Guide for detailed information on how to view the status of your applications. Click here to download a PDF copy of the User Guide.

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Can anyone outside of the LCBO see my applications?
No one outside the LCBO can see your applications unless you have shared your User ID and password with someone else. If there is more than one User in your company they will be able to see each other's applications. We do not recommend ID sharing for security purposes.

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At what hours can I submit applications on-line?
You can submit applications online 24 hours a day, 7 days a week. The only exception is when system maintenance is taking place. You will be notified if the system is under maintenance when you log on.

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Is there a limit to the number of applications I can submit?
There is no limit to the number of applications an Agent can submit. Click here for information about LCBO Merchandising Programs that you can apply to.

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Can I submit an application for a new product?
Applications can be submitted for new products that do not have an assigned LCBO number. New products that do not have an assigned LCBO number will receive a Temporary Item Number. To receive a Temporary Item Number for a new product, Agents will need to contact the appropriate Business Unit in order to have the new item set up in the Merchandising Promotions Tracking System.

Please refer to the User Guide for detailed information on how to view the status of your applications. Click here to download a PDF copy of the User Guide.

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How will I be notified whether or not my application has been accepted or declined?
When you log on, you will be able to view the status of your application(s).

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What steps should be taken after my application has been accepted?
If your merchandising application is accepted, you will need to submit product detail and forecasting information on-line by the specified deadlines.

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What happens if I miss the deadline for an application?
If you miss an application deadline, it will not be accepted unless prior arrangements have been made with the appropriate Sales & Marketing business unit (Wines, Spirits, BRTD.) For a complete list of deadline dates, click here.

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Can I review the status history of my application(s) on the system?
You can view up to one year of application history on the system.

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I don't have all the necessary data to complete an application. Will I have to enter it all again?
No, you do not have to enter all the data again. Once you have entered what you can, be sure to save it. Your application will then show a status of "In Progress". Remember: your application must be completed by the deadline date.

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How long will my application be available on the system?
Applications remain on the system for 26 months. You can view application(s) from the previous 13 periods and up to 13 periods in the future.

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Can I change the information in one of my applications?
Yes, you can change the information anytime, as long as the deadline date has not passed. Be sure to save your changes. Please refer to the User Guide for detailed instructions. In order to change an application after the deadline date, a change request must be submitted. Click here to download a PDF copy of the User Guide.

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Is there a “time deadline” for submitting an application on the due date?
Applications must be submitted before 23:59:59 EST on the deadline date.

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Technical Support



What are the technical requirements to use the Merchandising Promotions Tracking System?
The hardware and software requirements for Windows-based PC computers to access the Merchandising Promotions Tracking System are:

  • Windows NT, 2000 or XP
  • Internet Explorer 5.0 +
  • Web access
  • Adobe Reader 6.0 (the new version of what was called Adobe Acrobat Reader)
  • Printer

Click here to download Adobe Reader 6.0

Please note: Windows 98 will work using Adobe 5.0 but is not recommended.

Agents who do not have access to a computer or the Internet may access the system through a computer available for Agent use at the LCBO head office in Toronto. The computer is located in the lobby on the 3rd floor of 43 Freeland Street.

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Can I use my current Internet connection?
You can use your current Internet connection. A high-speed connection is preferred for better response, but a dial-up connection will also work.

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Can I access the system from my home computer?
The system can be accessed from your home computer as long as it supports either a high speed or dial-up Internet connection and Internet Explorer 5.0 +.

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Can I use my existing Macintosh operating system?
Macintosh systems are not supported by the Merchandising Promotions Tracking System. Only Windows-based PC computers are supported at this time.

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How secure is the site?
A firewall (a device that protects against unauthorized access) protects the site. All data is secured behind the firewall. Login, Passwords and a Secret Question and Answer prevent any unauthorized access.

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Who do I contact for technical support?
For technical support, please contact the LCBO Help Desk via email at servdesk@lcbo.com. Help Desk hours are 8:00 -16:30 EST.

Click here if you have a merchandising question, or contact the appropriate Business Unit (Wines, Spirits or BRTD) for more information.

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How do I change my password?
Passwords can be changed by contacting the LCBO Help Desk via email at servdesk@lcbo.com.

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What if my email address changes?
If you change your email address, please click on the "Deactivation Request" button on TPAR and advise which email address you wish to deactivate and for which system(s). Then, complete a new access request online form with the new email address. Once your request is approved, you will receive an email advising you of your new login information.

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Who do I contact if I have a problem logging on?
Please contact the LCBO Help Desk via email at servdesk@lcbo.com.

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I no longer want to use the system. How do I cancel my User ID and password?
To remove yourself from the system, please click on the "Deactivation Request" button on TPAR and advise which email address you wish to deactivate and for which system(s).

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How do I remove a User who no longer works for my company?
The onus is on the Agent to notify the LCBO of any changes in Users. To remove a current User from the system, please click on the "Deactivation Request" button on TPAR and advise which email address you wish to deactivate and for which system(s).

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How do I add a new User from my company?
Up to five employees per company can use the Merchandising Promotions Tracking System. Please use TPAR to add an employee to the list of users.

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