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New CA State Price Posting Process Online

Distributor steps for California's online ABC price posting: install the app, map package and product names, then export the initial and change files from Encompass for bulk upload to the state site. v23.10+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.10

Pre-Conditions

Install the application from the app library.
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Application Setup:

  1. Install Application
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  2. Enter the roles for the reports
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  3. Click install application
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Package Configuration Setup:

  1. Run New CA Price Posting: Packages Configurations
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  2. Go to the package configurations table
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  3. Fill out package configuration field based on state expectations provided in template on state website
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Product Configuration:

  1. Go to CA State Posting Products Configuration
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  2. Filter to a supplier
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  3. Match the products to the products in the state website (This can also be downloaded to excel to make the process quicker)
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  4. Fill out the product name override, manufacturer name override, and trade name override to match the states configuration by using column edit and fill down to edit in bulk

Steps

Initial Posting:

  1. Post products like usual using standard posting
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  2. Run New CA Price Posting Process - Initial Upload
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  3. Select the effective date of the most recent posting. This should be a posting that is effective within the next 10 days
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  4. Optional: Select a template
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  5. Click create report
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  6. Click export and select excel
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  7. Clear formatting on the header by selecting home in excel, clicking clear in the editting tab, and selecting clear formatting.
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  8. Upload to state website using the bulk import tool

After initial upload to post new products or changes:

  1. Follow regular CA Price posting process posting new products as they are added and pricing changes at least 10 days in advance
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  2. Run New CA Price Posting Process - Changes
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  3. Select effective date of most recent posting (Standard or new product)
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  4. Click create report
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  5. Click export and select excel
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  6. Upload to state website using the bulk import tool
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Note: Price changes will be noticed by the CA State System and automatically will be effective in 10 days following being posted. The state is currently working on a way to schedule postings for future dates, but this is not currently available.

Inactivating/Deleteing Items from the online posting:

  1. In order to remove or delete an item, you must log into the online portal and complete this manually. Please reference the youtube video posted by the state: How to Inactivate a Price Posting - YouTube

Fields And Definitions

Note: You need to run CA Price posting tool like normal to be able to post pricing to the state. This new application simply translates the data that was previously used in the PDF into an excel format that can be used to bulk upload your price posting.
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Note: Products that are removed from the posting in Encompass will also need to be removed through the online portal manually.

How to create a new product posting:

  1. Go to CA Price Posting Dashboard
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  2. Click New_Product tab.
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  3. Enter Filing Date
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  4. Enter Price Effective Date
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  5. Select new Products to be posted
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  6. Clicked Create Price Posting

How to create a standard posting:

  1. Go to CA Price Post dashboard
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  2. Select Date Range and Template
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  3. Click Create Price Posting

Best Practices

Clean up your templates by making sure there are no duplicates prior to running the CA State Price Posting Process.

Ensure you review the data before uploading to the state website to ensure pricing is entered as expected and package configuration/product size is reported correctly. (Link to Template from ABC website)
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Troubleshooting Errors following a bulk upload:

  • If product name is not matching please review your brands table and configure the brand names to match the state expectations
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  • If package configuration is not matching, please review the package configuration table to make sure it matches the expected format. If package configuration is not setup, we will report the package name from encompass.
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  • If product size is not matching, please review if the product size being reported is valid. If the product size is not found we will report the product in ounces. If you are not finding a matching product size, please contact Encompass.

To request new product sizes or package configurations, please go to the online portal and request these. For any issues in the portal or any errors, please reference the CA ABC website and Videos created by the CA ABC to troubleshoot (Beer Price Posting - YouTube).

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