Step By Step Guide
This guide is your step-by-step to maximizing The Portal for your business. Every step from initial project brief submission to allocating your finished product is outlined and contains tutorial videos to show you how to proceed to the next step. You can also find these resources inside The Portal within the ‘Client Reference Library.’
IMPORTANT
Purchase Orders
- A Purchase Order will be scheduled for Production after completing Steps 4-5.
- SO#, Estimated Production Date, and Production Facility information will be sent via the Message Center in the Portal once Step 5 has been completed.
Production Information
Pre-Production: Steps 1-8
Post-Production: Steps 9-13
- All “Estimated Production Dates” are estimates and are not guaranteed.
- Steps 6-8 must be completed 4 weeks prior to the Estimated Production Date.
- Failure to do so will cause a delay in production.
Step 1: Getting Started
VIDEO: How to Set-Up Your Password
VIDEO: Introduction: Log-In and View Dashboard
TASK: Go to portal.petdinellc.com
TASK: Log-In using the email and password that you set-up.
VIDEO: Setting Up Company Profile and Users
TASK: Confirm that the information in your Company Profile is correct.
TASK: Confirm the users in your account. Make any necessary edits.
VIDEO: Sending and Receiving Messages
TASK: Send a test message to Client Relations
——After completing these steps, you are ready to move forward to place an order.——
——If you are placing your first Portal order proceed to Step 2A.——
——If you are placing a Reorder of a previous Portal order proceed to Step 2B——
Step 2A: Submitting a Project Brief/First Portal Order Process
*This step will show you how to place your first order in the Portal.*
VIDEO: How to Submit a Project Brief for a New Product
TASK: Submit a Project Brief
MORE INFO:
- New projects are inquiries for new products that don’t have a formula or finished PetDine code.
- All first time Portal orders will need to go through the Submit a Project Brief step. Please include your PetDine finished Item Code in your submission.
— After completing Step 2A, proceed to Step 3 —
Step 2B: How to Submit a Reorder
*You can only place a Reorder of an Order that has already been placed through the Portal. If you have not placed an order through the Portal see Step 2A: How to Submit Your FIRST Portal Order.*
VIDEO: How to Submit a Project Brief for a Reorder
TASK: Enter the following fields into your Reorder: batch size, unit quantity, unit price, PO# and Requested Ship By Date.
MORE INFO:
- Reorders only work for orders that have already been placed in the Portal and completed.
- Reorders must reflect pricing and quantities as stated on your most recent Signed Project Proposal.
— After completing your Reorder, proceed to Step 5 —-
Step 3: Review & Approve a Signed Project Proposal
After working with your Sales Representative in the message center to finalize your Project Proposal you will receive an electronic signature via email to sign the Project Proposal. Then, the Sales Representative will upload the Signed Project Proposal to the Portal.
VIDEO: Reviewing and Approving Signed Project Proposals
TASK: Approve Signed Project Proposal by selecting this button at the bottom of the Proposal. This will allow you to move forward and Submit a Purchase Order.
OR
TASK: Or select “Revise Signed Project Proposal” if you need a revision to be made.
Step 4: Submit PO & Details
VIDEO: Submitting a Purchase Order
TASK: Submit a Purchase Order
MORE INFO: After submitting a PO, a Client Relations representative will Request a Revision OR Approve the PO. If revisions are needed, you will be notified on your dashboard and message center. If the PO is Approved, you will receive a “My Current Task (Action Required) notification on your dashboard.
Step 5: Acknowledgement of Finalized PO
VIDEO: Submitting a Purchase Order
TASK: Read the PetDine Revision/Cancellation/Formula Change Policy at the bottom of the Purchase Order.
TASK: Check the box “I acknowledge this is the finalized PO and accept the terms of the revision/cancelation/formula change policy”.
MORE INFO:
- When you reach this step this means that the PO has been Approved by the Client Relations team. This is your last chance to make any revisions. If revisions are needed, message your Client Relations rep and they will get the PO moved back a step so you can resubmit the PO.
- Once you approve, the PO is sent back to the Client Relations representative. They will assign a Sales Order # and the Estimated Production Date of your order. You will then receive a My Current Tasks (Action Required) notification to move forward.
IMPORTANT:
After completing this step, Client Relations will enter the Sales Order# (SO#), Estimated Production Date, and Production Facility into the Portal. This information will be sent to you via the Message Center in the Portal.
- “Estimated Production Date” is an estimate and is not a guarantee.
Complete Steps 6-8 within 4 weeks of your estimated production date.
- Failure to do so will cause a delay in production
Step 6: Submit Pack Out Requirements
VIDEO: Submit Pack-Out Requirements
TASK: Enter in all Pack-Out requirements for the order.
TASK: If there are no Specific Pack Out Requirements, Select “No Specific Pack Out Requirements”.
MORE INFO: The Client Relations representative will review your Pack Out requirements.
Step 7: Request Labs
VIDEO: Request Labs
TASK: Submit your Lab Request.
- If you request an Other Lab, the Client Relations representative will work with you in the message center.
MORE INFO: Labs occur in Post Production.
Step 8: Complete Inbound Process
VIDEO: Complete Inbound Items: Intro to Inbound Items
Here you submit all Inbound Items pertaining to your PO:
- Ingredients
- Packaging (jars, lids, bottles, etc.)
- Labels
- CBD
VIDEO: Inbound Item Label Submission
TASK: Submit Label files
- If your Label already exists with PetDine, please submit a PDF file for us to check against our current files.
- If this is a new label, you are required to submit the following items through the Portal:
- Label Destruction Form
- PDF file of the old label
- ZIP file containing the below for the new label:
- Print-ready AI file
- Font file
- CYMK file
- PDF file
- Upload completed and finalized documents only.
- For questions, send a Message via the Message Center to your Sales Manager for assistance.
VIDEO: Complete Inbound Items: Submitting Inbound Items
TASK: For Each Inbound Item…
- Download the Vendor Questionnaire and send it to your vendor for completion.
- Upload completed and finalized documents only.
- For questions, send a Message via the Message Center to Quality for assistance.
MORE INFO:
- No Inbound Items can be shipped until they have been Approved by the Quality team.
- Once the items are submitted they are sent to the Quality team for Approval. The Quality Team will then review all of the submitted documents, dates, etc. They have the option to “Reject” certain documents within this process.
- If any part of an Inbound Item is rejected, you will be notified on your dashboard and in the message center. In order to move forward, you will need to solve the errors called out by the Quality team.
-Submit Tracking Information for Inbound Items-
After Quality approves an Inbound Item, you will be prompted to submit tracking information for the Inbound Item.
VIDEO: Complete Inbound Items: Shipping Information and Finalization
TASK: Submit tracking information for each inbound item.
MORE INFO: At this stage, you can still add more Inbound Items if needed. After entering the shipping information Quality will acknowledge the shipping information and close out that item.
TASK: When completed with Inbound Items and all shipping information has been submitted, select “No Further Inbound Items”
MORE INFO: Quality will close out Inbound Items.
—-After the Inbound Process is Completed, No action is required Until Labs or a PPW has been uploaded by the Client Relations team.—
Step 9: View Labs
VIDEO: View Labs
When you Click “View Labs” the lab results will be automatically downloaded.
TASK: Review the Labs then Click “Acknowledge & Continue” to move forward.
MORE INFO: If you have any issues with your lab results, message you Client Relations representative in the Message Center.
Step 10: View PPW
VIDEO: View PPW
TASK: Download and Review the PPW(s).
TASK: After review, click “Mark Post Production Worksheets as Reviewed”
Step 11: Shipping Allocation
VIDEO: Shipping Allocation & Send BOL’s
TASK: Submit Shipping Information for Amazon, Fulfillment/Distribution Center or Other.
TASK: Select Shipping Allocation Complete once all information has been entered.
MORE INFO:
You can only allocate up to the Unit # specified on the PPW(s). If the button for “Shipping Allocation Complete” does not appear, this means you haven’t allocated all of the available units to a destination.
Step 12: Send BOL’s
VIDEO: Shipping Allocation & Send BOL’s
TASK: In an external email, send BOL to the ship from location.
MORE INFO:
Harvard, IL: [email protected]
Fort Collins, CO: [email protected]
Step 13: Order Completed & Closed
Once the Shipping Allocation and BOL has been sent the order is considered Completed & Closed! Congratulations!
833-273-8346
[email protected]
4700 Innovation Drive, Building B
Fort Collins, CO 80525
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