eBev Trade - Integrated Supplier

eBev Trade - Integrated Supplier

eBev Trade - Integrated Supplier

  1. Integrated Supplier Overview
  2. New Supplier Profile and Portfolio
Existing Supplier?
Managing your Portfolio in ebev.com
  1. Producer / Brand
  2. View Products
  3. Add Product
  4. Remove Product
Onboarding your existing customers
  1. Venue details and trading history
  2. Venue eBev Trade Account Pre-Approval Process
  3. Venue eBev Trade Account invitation - email campaign
  4. What happens if eBev doesn’t credit approve the Venue or the Venue doesn’t agree to the T&Cs?
  5. Invite venues to eBev Trade
Updating your Accounting System
  1. Create eBev as a Debtor
Venue Orders
Creating orders in ebev.com on behalf of the Venue
  1. New Venue Order
  2. Search for Venue
  3. Order Dashboard
  4. Add Products
  5. Product pricing
  6. Review Order
  7. Supply Confirmation
  8. Create a Sales Order in your Accounting System
  9. Your Accounts Receivable process
Venue places an order in ebev.com
  1. Search for Venue Order in ebev.com
  2. Order List
  3. Review Order
  4. Create a Sales Order in your Accounting System
  5. Your Accounts Receivable process
  6. Venue requests a credit
eBev’s Account Receivable Process
  1. Venues with an eBev Trade Account
  2. Venues with an eBev Trade Type: Trade Invoice Process
Collections Lifecycle

eBev Trade - Integrated Supplier

Integrated Supplier Overview

  • As an eBev trade Integrated Supplier you have requested for your existing customers to be managed by eBev Trade for credit applications, invoicing and accounts receivable.

  • Venues who successfully sign-up to eBev Trade will have a Trade Account with eBev. 

  • Venues can place their orders directly in eBev.com or contact you and you can place orders in eBev.com on their behalf.

  • You confirm their order in eBev.com which automatically generates an invoice from eBev to the Venue.

  • You ship the products as normal directly to the Venue including a packing slip.

  • You create the Sales Order in your Accounting System with eBev as the Debtor and the Venue either as a child account of the eBev account or as the Ship To address, and send eBev an invoice for the Venue’s order.

  • eBev pays your invoice 3-days after you have confirmed the order and the invoice is generated.

  • The Venue pays eBev within the Trade Account terms agreed.

  • eBev will carry out a collections process for Venues who have not paid within their Trade Account terms.

New Supplier Profile and Portfolio

  • Complete eBev’s Supplier Onboarding Form 

  • Provide us your Product Portfolio in an excel spreadsheet or .csv format, so we can upload into eBev.com. Please include:

    • SKU/ProductID

    • Category ( Wine, Beer, Spirits, RTD, Non-Alcoholic)

    • Description

    • Pack Size (dozen)

    • Volume (ie. 750ml)

    • Container Type (ie. keg)

    • For Beers, any 'inners' configuration (ie 4 pack)

    • Single unit list price / LUC

    • Which Market States you supply directly to

Existing Supplier?

Managing your Portfolio in eBev.com

in eBev.com you can add and remove Producers/Brands, add and remove Products, and update Variants.

  • Login to eBev.com

  • In the Dashboard select My Portfolio Tab and then select Portfolio Detail in the dropdown.



Image: Supplier selecting Portfolio Detail to view their portfolio 

Producer / Brand

  • Your Portfolio is categorised by Producer/Brand, Product, and Variant.  

  • If you have many Producers/Brands you can search for a specific Producer/Brand using the search bar and the State filter.

  • If a Producer/Brand moves out of your Portfolio select the No Longer Supply button to remove the Producer/Brand and all it’s associated Products from your Portfolio. (if you intend to ever sell these products in future please only mark as OOS)

  • To view Products under a specific Producer/Brand select the View Products button.



Image: Supplier view of existing Portfolio by Producer/Brand 

View Products

  • You can use the filter to view All Products, Active Products and Inactive (OOS, old vintages) Products.

  • Under each Product will be the Variant details. 

    • Select the Roll button to roll the Vintage into the next year;

    • Select the Edit button to add additional information or upload in image;

    • Select the View button to view all the information relating to the Product, including vintage and markets. 



Image: Supplier view of Portfolio Management


Add Product

  1. You can add a product from a new producer (to your portfolio) on your dashboard from the Add Product button. 
  2. You can add a product from a producer you already have in your portfolio by clicking into View Products and New Product.

Image: Supplier view of adding a product from a producer view

Remove Product

  1. You can remove a product from eBev by removing all markets that you no longer supply in.
  2. Marking it OOS will also remove visibility to venues on eBev.  
  3. Only click no longer supply if you are never going to supply the Producer in future. 

Image: Supplier view of removing visibility of products

On-boarding your existing customers 

Venue details and trading history

  • Provide us with a list of your Venues in an excel spreadsheet or .csv format, so we can qualify them for an eBev Trade Account. Please include

    • Venue Name (inc. legal entity) 

    • Venue’s physical address (inc. number, street name, suburb,
      State and postcode)

    • Venue’s ABN 

    • Venue’s Liquor Licence number

    • Venue’s Account Number with you

    • Your current credit terms with the Venue (ie. net 30 days)

    • Your current credit limit with the Venue

    • Contact details for Venue’s AP (inc. first name, last name, phone number and email address) 

    • Invoice and Payment History for last 12-months

Venue eBev Trade Account Pre-Approval Process

  • eBev will qualify your Venues for an eBev Trade Account. 

Venue eBev Trade Account invitation - email campaign

  • eBev will work with you to send an email campaign inviting your Venues to agree to the new T&Cs with eBev.

  • The email can be sent by eBev or by you and will include a link to pre-populated T&Cs for the Venue to agree to.

  • Credit approved Venues who have agreed to the T&Cs will have their Trade Type: Trade Account

  • You can track the status of your Venues in eBev.com. 



Image: Venue with Trade Type: Trade Account. Venue is Credit Approved and has signed the Terms and Conditions

What happens if eBev doesn’t credit approve the Venue or the Venue doesn’t agree to the T&Cs?

  • You can still accept orders from Venues who have not successfully signed-up to eBev Trade. You will continue to assume the credit risk for the Venue, however eBev will invoice the Venue and manage the accounts receivables on your behalf. eBev will pay you within 3-days of receiving payment from the Venue

  • These Venues are set up in eBev as Trade Type: Trade Invoice Process



Image: Venue with Trade Type: Trade Invoice Process. Venue has not signed the Terms and Conditions to sign up to eBev Trade, so the credit
risk remains with the Supplier

Invite Venues to join eBev Trade

  • You can invite Venues who are not yet signed-up to eBev Trade under your Customers tab > Accounts dropdown selection.

  • You will be prompted to complete an online form seen below and eBev will contact the Venue to complete the process.



Image: Supplier Customer Accounts. Inviting new venues to join eBev Trade


Updating your Accounting System

Create eBev as a Debtor

  • eBev will need to be set up in your Accounting System as a Debtor so you can invoice eBev for Venue orders instead of the Venue. 

  • We will provide you with our company information, and you may require us to complete a trading application.

  • If you are supplying wine we will provide you with a WET exemption quote as eBev will be WET exempt. 

  • In your Accounting System you will need to create a new Account for each Venue where eBev is the Billing Address and the Venue is the Delivery Address. Each Account will also reflect the Terms agreed for each Venue.


Venue Orders

Creating orders in ebev.com on behalf of the Venue

You will be able to place orders on behalf of Venues with a Trade Type of either Trade Account or Trade Invoice Process.

New Venue Order

  • Login to ebev.com.

  • In the Dashboard select the Orders Tab and then select New Venue Order in the dropdown.



Image: Supplier selecting New Venue Order to place an order on behalf of the Venue

Search for Venue

  • Select the Market State from the drop down menu.

  • In the Search Venue field enter the Venue name or Account number and select the Venue from the results shown. 

  • The Venue’s Trade Type will be displayed in the results. For Venues with a Trade Type: Trade Account or Trade Invoice Process you can continue to place an order in eBev on their behalf. 

  • Click ‘Select Venue’ green button to select the Venue and move to the Order Dashboard.



Image: Create Venue Order page in ebev.com, where Supplier can search for and select desired Venue to place order on behalf of.

Order Dashboard

  • The Order Dashboard will display the Venue’s Trade Type - Trade Account or Trade Invoice Process, and for Venues with an eBev Trade Account you will see some credit information.



Image: Create Venue Order page in eBev.com, where Venue’s Trade Type = Trade Account

Add Products

  • Search for the Product or SKU in the search field and select from the dropdown results, or click on Show last order under the search bar. 

  • Add the quantity then click ‘Add to Order Pad’ green button to move to product pricing.



Image: Search for product and add quantity

Product pricing

  • You can update the price of a product by clicking the price shown underneath Agreed Unit Cost, amending the amount then click on the ‘Set’ green button. 

  • When you have completed entering the products click on Review Order green button.



Image: Click on the product price under Agreed Unit Cost to alter the pricing



Image: Amend Agreed Unit Cost 

Review Order

  • Select your Buyer from the dropdown box, then select the Delivery Date, capture the Venue’s Purchase Order Number if applicable, and add a message to the Supplier. 

  • Then click the ‘Place Order’ green button to move to the Supply Confirmation page.



Image: Review Venue Order page. Select Buyer from dropdown menu, add a Delivery Date, and add optional Venue Purchase Order Number and message.

Supply Confirmation

  • In the Supply Confirmation Page you can update

    • the delivery date

    • order quantity and price, and if applicable

    • add a delivery charge

  • The Expected Supplier Payment Summary table details the total order cost less WET (if applicable) and eBev’s Admin Fee. The Total Amount to be Paid is the amount due to you from eBev.

  • Click on Confirm Supply to confirm the order. This step will automatically create an invoice from eBev to the Venue.



Image: eBev Trade Order - Supply Confirmation page. 

Create a Sales Order in your Accounting System

  • In your Accounting System create the Sales Order against the new Account where eBev is the debtor and the Venue is the child account or ‘Ship To’ address. The Sales Order payment breakdown should be the same as the Expected Supplier Payment Summary section in the eBev Trade Order Supply Confirmation page.

  • Create a Packing slip to ship with products to the Venue. We recommend you don’t add any pricing as the Venue may consider this an invoice.

  • Ship the products directly to the Venue.

  • Provide eBev an invoice, please send to accounts@ebev.com.

Your Accounts Receivable process

  • If the Venue has an eBev Trade Account you will receive a Remittance Advice and payment from eBev 3-days after the invoice has been generated to the Venue, irrespective of whether the Venue has paid eBev or not. The Remittance Advice will include the Venue’s order number for you to match in your Accounting System.

  • If the Venue has an eBev Trade Type: Trade Invoice Process eBev will send through a Remittance Advice and payment as soon as the Venue has paid eBev. The Remittance Advice will include the Venue’s order number for you to match in your Accounting System.

Venue places an order in ebev.com

Venues can place orders directly in ebev.com and you will receive an email notification when their order is submitted.

Search for Venue Order in ebev.com

  • Login to ebev.com

  • In the Dashboard select the Orders Tab and then select Orders in the dropdown menu to view all Venue orders. 


Image: Search for Venue Orders in Supplier Dashboard

Order List 

  • The Order List page displays all your Pending and Completed orders. You can refine your search for orders by status, by Venue, State or within a date range. 

  • Click on the View green button to open the order.




Review Order

  • Check the Venue Trade Type on the order. 

    • If the Venue has a Trade Type: Trade Account then eBev will issue a Payment Advice and payment to you 3-days after the Venue has been invoiced for the products, irrespective of whether the Venue has paid their invoice to eBev or not.

    • If the Venue has a Trade Type: Trade Invoice Process eBev will only issue a Payment Advice and payment once the Venue has paid their invoice with eBev.

  • In their order you can update

    • the delivery date

    • order quantity and price, and if applicable

    • add a delivery charge

  • The Expected Supplier Payment Summary table details the total order cost less WET (if applicable) and eBev’s Admin Fee. 

  • Click on Confirm Supply to confirm the order. This step will automatically create an invoice from eBev to the Venue.


Image: Supply Confirmation page for order placed by Venue with Trade Type: Trade Invoice Process

Create a Sales Order in your Accounting System

  • In your Accounting System create the Sales Order against the new Account where eBev is the debtor and the Venue is the child account or ‘Ship To’ address. The Sales Order payment breakdown should be the same as the Expected Supplier Payment Summary section in the eBev Trade Order Supply Confirmation page.

  • Create a Packing slip to ship with products to the Venue. We recommend you don’t add any pricing as the Venue may consider this an invoice.

  • Ship the products directly to the Venue.

  • Provide eBev an invoice

Your Accounts Receivable process

  • If the Venue has an eBev Trade Account you will receive a Remittance Advice and payment from eBev 3-days after the invoice has been generated to the Venue, irrespective of whether the Venue has paid eBev or not. The Payment Advice will include the Venue’s order number for you to match in your Accounting System.

  • If the Venue has an eBev Trade Type: Trade Invoice Process eBev will send through a Remittance Advice and payment as soon as the Venue has paid eBev. The Remittance Advice will include the Venue’s order number for you to match in your Accounting System.

Venue requests a credit - (Trade Invoices Only)

  • If the Venue has a discrepancy to the ordered/invoiced stock they will request a credit.

  • This may be communicated to eBev to amend the invoice through your account by selecting the invoice.

  • Enter free text as the reason for the credit and confirm

  • eBev Accounts department will raise a credit note against the order and adjustments will be made accordingly


eBev’s Account Receivable Process

  • As an eBev Integrated Supplier, eBev manage all your Venue invoicing and accounts receivables.

Venues with an eBev Trade Account

  • If the Venue has an eBev Trade Account you will receive a Remittance Advice and payment from eBev 3-days after the invoice has been generated to the Venue, irrespective of whether the Venue has paid eBev or not. 

  • The Remittance Advice will include the Venue’s order number for you to match in your Accounting System.

  • eBev will manage the accounts receivable process with the Venue to obtain payment.

Venues with an eBev Trade Type: Trade Invoice Process

  • If the Venue has an eBev Trade Type: Trade Invoice Process you will receive a Remittance Advice and payment as soon as the Venue has paid eBev. 

  • The Remittance Advice will include the Venue’s order number for you to match in your Accounting System.

  • eBev will manage the accounts receivable process with the Venue to obtain payment.

Collections Lifecycle

  • If the Venue has not paid eBev by the Invoice Due Date, eBev will send a series of reminder emails over a period of 14-days. 

  • If the Invoice is not paid within the 14-day period the Venue is cut-off from placing any further orders.










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