Owner

U

Untitled

U

Untitled

U

Untitled

U

Untitled

Verification

Verified

Department

Sales Management

Type

Standard Procedure

Use Cases

SalesOrdersPurchasing

SOP Overview

When a sales representative secures a BTG pour at a restaurant, it is imperative that they communicate this information to the portfolio manager, purchasing team, and sales management by submitting a request via the BTG Form: https://noteforms.com/forms/btg-form-submissions-lm5pab

‣

Terminology

Table of Contents

• Step-By-Step Instructions
• Form Link
• What to expect after submitting a BTG Request
• Communication Every Step of the Way
• Upon Submission
• Upon Portfolio Manager Decision
• Upon Activation

Documentation and Resources

Related Systems/Applications

Step-By-Step Instructions

Form Link

When a sales representative secures a BTG pour at a restaurant, it is imperative that they communicate this information to the portfolio manager, purchasing team, and sales management.

1. The salesperson should complete the BTG Pour Form and fill in the following details:
1. Account name
2. Salesperson name
3. SKU number
4. Item description (e.g., Folk Tree Pinot Noir 2021)
5. Approximate run rate (cases per month)
6. BTG start date (does not have to be exact)
7. BTG expiration date (when this date arrives, someone will follow up with the salesperson to see if this pour will continue and for how long)
8. Is an allocation necessary? If so, an allocation for 3 times the amount of the monthly run rate will be entered.

BTG Form Submissions

Limited to One SKU Per Form Submission. When requesting for a specific vintage, make sure to include this.



noteforms.com

2. Portfolio Manager and Purchasing Team will receive a notification via Notion and Email once this request has been received
3. Once the PM approves, purchasing will make an allocation. The standard allocation will be the run rate multiplied by 3, depending on what the PM approves.
4. At this point, the salesperson will be notified of the allocation and is free to start placing orders.
5. A spreadsheet containing approved BTG pours is shared with sales management and portfolio managers.

What to expect after submitting a BTG Request

1. Wait 24 hours for allocation confirmation from Purchasing team.
2. Expiration Date is 3 Months by default.
3. Reps must review their allocations. Purchasing team will not automatically renew or input them unless another request has been submitted.
4. Purchasing will receive a notification upon form submission, and then submitted for PM approval.
5. Once the PM approves, Purchasing will make an allocation. The standard allocation will be the run rate multiplied by 3, depending on what the PM approves.
6. At this point, the salesperson will be notified of the allocation and is free to start placing orders.
7. A spreadsheet containing active BTG pours will be shared with sales management and portfolio managers on a weekly basis.
8. Alternately, you can view BTG Requests and their statuses here: link.

Communication Every Step of the Way

Upon Submission

Upon Portfolio Manager Decision

Approved or Denied, Rep will be notified.

Denied

Approved

Upon Activation

Return to SOP's