Table of Contents

  1. What are the benefits of using the PAS System?
  2. I am getting an error message telling me my browser is incompatible?
  3. What are the different status types?
  4. What is a Promo Number?
  5. What does the Date Updated field tell me?
  6. How do I go about entering my promotional data?
  7. What do I do if I made a mistake?
  8. What do I do if the promotional rate is wrong or a deal is missing?
  9. How should I group products for invoicing purposes?
  10. What should I do if I need to submit an additional invoice relating to a promotional period for which an invoice has already been submitted?
  11. What invoice number/date should I enter when making a correction?
  12. I am having problems with the system or I have some comments and/or suggestions to make this system better, who can I contact?
  13. What should I do with my invoice copy and supporting documentation?What should I do with my invoice copy and supporting documentation?
  14. How does the audit process work?
  15. How do I contact the PAS Administrator for help?

What are the benefits of using the PAS System?

There are many benefits to using the system. Having a central location to view all current, future and even past promotional deals can help make inventory planning and sales forecasting more efficient and accurate. Promotional data submitted using this website will also be uploaded daily into our accounting system to make payment transactions more efficient and eliminate some problems associated with manually paying these invoices. We will now be able to analyze the data submitted more accurately which will allow Boston Beer to recognize trends in certain products which will help maximize potential sales opportunities. In short, this system will help both Boston Beer and our wholesalers get the most of out their promotions!

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I am getting an error message telling me my browser is incompatible?

This website was created using the latest technology available for use by today's web browsers. If you are using an older version of a browser you will need to upgrade to a recent version which come with these new features. You can download the latest version of the following commonly used browsers at the following sites (click the URL to take you to the download page):

Netscape Communicator: Download Netscape

Internet Explorer: Download IE

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What are the different status types?

Currently there are four status types used in the PAS system. The four status types are as follows:

CLOSED:

Promotions that are not editable. A promotional period with this status identifies it as a future promotion. Future promotional periods are not editable until one day after the period has ended.

OPEN:

Promotional periods that are 'current'. These promotions are now editable and an 'open' status means no data has been submitted yet.

SUBMITTED:

After promotional volumes have been submitted for a period the status will change from an 'open' to a 'submitted' status. This status will let you know that the data has been sent.

PROCESSING:

When the submitted data has been uploaded into our Accounting system the process will change from 'submitted' to 'processing'.

PAID:

When the invoice has been paid in our accounting system we will list the amount paid and the date paid so you will know when to expect payment. The cycle is now complete until the next period has ended!

BLOCKED:

If for any reason the submitted data looks like it may contain errors, the status will temporarily be set to 'blocked' until verified (customer will be contacted to review the submitted data for accuracy).

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What is a Promo Number?

A promo number is a unique number assigned to a customer's promotional period. Each customer has a unique set of promo numbers assigned to their promotional periods.

If you make a correction to a previously submitted promo (see 'what do I do if I made a mistake?') you will notice that a new promo number is assigned to the corrected submission. If the original promo number is '59', a correction to this promo period will create promo number '59.1'. This is done so that the corrections can be easily traced back to the promotion they are correcting.

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What does the Date Updated tell me?

The date updated field is our way of letting you know that something has changed in that period's promotion. When any data is changed in a promotional period the date updated field will show when the changes were made. If you notice a current date you will know that something has recently been changed. Clicking the promo number will display all the deals on promotion.

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How do I go about entering my promotional data?

After a promotional period has ended the status will be set to 'open'. Once the promotion is open you are free to enter and submit your volume data. Data must be entered into the PAS system by brand family, by package and by deal level. See below for description of brand family.

For each brand family select the package and deal level and then enter the quantity sold. To go to the next field just hit the 'tab' key. Each line will be calculated with a grand total at the bottom of the page. If this total matches the total on the invoice you generated in your system your all set. The only remaining information to add is your invoice number and date so that we can include this on the remittance stub on the check that you will be sent.

If the online total does not match your invoice total there could be a quantity entered incorrectly, erroneous online rate listed, etc... If the error occurred on our website (wrong rate or deal info.) please contact us immediately by phone or e-mail and we will do our best to correct the error immediately. A good idea would be to print the page first so that if, in the worst case scenario, you can re-enter the data quickly. To contact us by phone please click on the feedback link where the contact information is listed.

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How should I group products for invoicing purposes?

Products should be grouped by "brand family" by package. Currently, there are four brand families which are indicated below:

Brand FamilyProducts

Sam Boston Lager, Boston Ale, Cream Stout, Cherry Wheat, Golden Pilsner, I.P.A

Pale Ale, Double Bock, Octoberfest, Summer Ale, Spring Ale,

Winter Lager.

Oregon I.P.A and Raspberry Wheat

HardCore Hard Crisp Cider and Black Cider

Bo Deans Twisted Tea

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What should I do if I need to submit an additional invoice relating to a promotional period for which an invoice has already been submitted?

If you notice that you want to submit additional information after you have submitted your data don't worry, this is an easy fix. To add/correct a promotion click on the promo number that you would like to add to or correct. You will now notice 'checkboxes' next to each of the deals with instructions in red at the top reading 'Please select the line items to be corrected and then click "next" button at bottom'. After following this instruction you will be taken to a 'correction screen' where you can add/adjust the quantity submitted so that it is correctly stated.

Under the 'Adjustment Volume' field enter an additional quantity (if you originally reported a smaller amount than sold) or a lesser(-) quantity (if you originally reported a larger amount than sold). The correct quantity will be displayed in the 'Adjusted Volume' field (original submitted volume + additional/(reduced) volume). After you have corrected the line item(s) enter the invoice number* and invoice date and hit submit. You will notice on the list of promotions that there is a new promotion number assigned to the correction you just made. The new number will be (original promo number).1. If you realize that the quantity you entered is still incorrect that's o.k., you can keep making corrections (just don't get carried away!). To make another correction select the latest promo number for that period and repeat the steps. You will only see the 'checkboxes' on the latest promotion anyway so if you don't see them, choose the next promo number.

* If you generated a new invoice number in your system you will need to enter the new invoice number in the invoice number field. This will help us at Boston Beer as well as your Accounts Receivable Dept. match up the payment to the invoice number it corresponds to.

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What should I do if I made a mistake?

See explanation above on, "How to submit additional invoice within same promotional period". See below for example:

Promo #Promo Period

59 9/1/99-9/30/99 (original submission)

59.1 9/1/99-9/30/99 (1st correction)

59.2 9/1/99-9/30/99 (2nd correction...if you need to make a 3rd correction select this promo number and follow the same steps to correct the quantity)

* If you generated a new invoice number in your system you will need to enter the new invoice number in the invoice number field. This will help us at Boston Beer as well as your Accounts Receivable Dept. match up the payment to the invoice number it corresponds to.

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What do I do if the promotional rate is wrong or a deal is missing?

If you notice an error(s) within the database (rates, PTRs, etc...) please notify the Boston Beer PAS Administrator. Do not mail any promotional discount invoices to BBC. Invoices for promotional discounts will only be processed via our PAS website. We would like to have the correction(s) done immediately so that you can get back up on the system as soon as possible. You will be notified by e-mail when the error(s) have been corrected.

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What invoice number/date should I enter when making a correction?

When you are making a correction(s) to the data that you have already submitted you will be required to provide an invoice number for the corrections you are about to submit. If a new invoice was generated, with a new invoice number and date, for the additional (less) amount due than was submitted in the past please enter the new invoice number and date in the fields as you normally would. If you incorrectly entered the data from your original invoice and no additional invoice was generated you can enter the original invoice number/date in the fields but you must enter an "A" after the number (the system will no allow duplicate invoice number to be submitted for the same customer to prevent duplicate payments.

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I am having problems with the system or I have some comments and/or suggestions to make this system better. Who can I contact?

If at any time you are using the system and you come across an error or have any comments or suggestions that may be beneficial, you can contact us by e-mail at paspromosupport@bostonbeer.com.

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What should I do with my invoice copy and supporting documentation?

Print out a copy of the submitted invoice and maintain in your files, along with the supporting documentation. Do not mail this invoice or any supporting documentation to BBC unless requested. This invoice should replicate the invoice generated via your own system (note the reference to your system-generated invoice number at the bottom of the invoice generated from the PAS system). All invoices submitted to Boston Beer via the PAS system is subject to audit. You will be required to supply all necessary supporting documentation upon request.

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How does the audit process work?

Boston Beer Company reserves the right to audit all invoices submitted via the PAS system. In order to expedite the payment process and take advantage of various on-line efficiencies, we have decided to eliminate the requirement to send supporting documentation at the time the invoice is submitted. We have implemented an audit plan where all invoices are subject to testing (within three (3) years of the invoice date). You will be notified that when an invoice(s) has been selected for testing. Upon notification, you will be required to forward all supporting documentation for our review. We consider five (5) business days to be a reasonable amount of time to allot for the gathering and sending of documentation. We reserve the right to block payment for processing of amounts due during the audit process, until all outstanding issues are resolved.

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How do I contact the PAS Administrator for help?

For help with pricing issues or access to the system, contact the PAS Administrator:

Email: paspromosupport@bostonbeer.com
Phone: 617-368-5125

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