To fill in your Data Collection, please follow the instruction below or watch the Data Collection tutorial video.
The Data Collection campaign is composed of 5 sections. In those sections you will fill in information about your business that will be shared with hotels once the catalogue will be deployed.
For your information, some fields in the Data Collection are mandatory. In order for us to create your supplier's page in Astore Procurement, we need you to make sure those mandatory fields are filled in.
1/ Section "ABOUT"
In this section, you will have to fill in general information about your business. You will need to fill in the following information:
- Website: specify the website address of your company.
- Supplier description: Detailed description of the company and your products and/or services. This should be a commercial description. For distributors it is mandatory to add the manufacturers and brands that you work with and distribute into your description. We recommend you to write at least 50 words to give as much information as possible to hotels.
- Logo: add the logo of your company by clicking on this icon
. Then select the wanted file in you computer. Please make sure to use PNG or JPEG format. - Keywords: please fill in keywords associated to your business allowing customers to find you easily through the search function in Astore Procurement. If you have more than one key word, please write it like this - keyword1, keyword2, keyword3. If you have different logos, please use the more generic one.
All the fields in this section are mandatory. Make sure to fill in those fields before validating your Data Collection campaign.
If you are a supplier with multiple languages:
- Website: please put the international website or the English version if available. If not applicable you can decide which website address (e.g: French or Dutch) is the more relevant.
- Description: You can add your description in one or more languages. Please write your description as follow.
UK: add your description
Belgium: add your description
Netherlands: add your description
- For the logo and keywords sections, you do not need to add local information.
2/ Section "HOW TO ORDER":
In this section, you will be asked to fill in the ordering information your clients can refer to to order from you.
You will have the possiblity to fill in the following ordering information depending on the contact channel you want to use with hotels:
- Ordering website
- Ordering email
- Phone number (mobile or landline)
- Fax
- Postal address (street/block number, postal code, city, country)
Once you have filled in those information you will also be asked to fill in the "How to order description" field. It will allow you to give guidelines to your clients on how to place an order with you.
The field "How to order description" is a mandatory field, so make sure to fill in this field before validating your Data Collection campaign.
If you are a manufacturers or you are not directly distributing products to hotels, you do not need to fill in this section.
If you are a supplier with multiple languages or with local specificities, please add them in the "How to order description" field or add a "Contact" file in the "Document to be displayed in the catalogue" section.
3/ Section "CONDITIONS":
In this section, you will be asked to specify the delivery conditions. You will have the possiblity to fill in the following information:
- Delivery region: Delivery area covered by the supplier (country, area…
- Discount: Enter preferential conditions to be taken into consideration for Accor. For example, discount on listing price (specify the amount), preferential delivery conditions or other benefits.
- Shipping fees: Shipping fees charged to customers per order. Please specify the currency used (if not applicable please write 0). If calculated after ordering please specify.
- Delivery conditions: Delivery conditions details. For example: delivery windows available, lead time to ship, available delivery days, express delivery.
- Other delivery conditions: Free text to specify other delivery conditions.
- Other: Any other relevant information you wish to inform the clients. For example, Customer Service contacts, Key Account manager contacts, days of no service/delivery, working hours...
- Payment terms: Indicate when and how payment should be made (e.g: 45 days end of the month).
- Minimum order: Smallest amount or number that may be ordered in one delivery. Please specify if it is a price or a unit (if not applicable write 0).
If you are a manufacturers or you are not directly distributing products to hotels, you are free to decide if you want to fill in some of those fields.
If you are a supplier with multiple languages or with local specificities, please add the information for each country if applicable (UK, Belgium, Netherlands). E.g: UK: delivery conditions NL: delivery conditions BE: delivery conditions.
4/ Section "CONTACT TO BE DISPLAYED IN THE CATALOGUE":
In this section you will be asked to fill in the contact you want to display on the catalogue (specific person, customer service, after sale service...). This contact will be accessible to clients.
Please fill in the first name and the last name of your contact, as well as his/her email address.
If you are a manufacturers or you are not directly distributing products to hotels, you do not need to fill in this section.
If you are a supplier with multiple languages or with local specificities, please add your main contact in the contact fields and, if needed, you can share other contacts information by adding a "Contact" file in the "Document to be displayed in the catalogue" section.
5/ Section " DOCUMENTS TO BE DISPLAYED IN THE CATALOGUE":
In this section, you will be asked to updload documents you think are relevent to share with hotels.
When adding the document, please make sure to fill in the following information:
- Name of the document
- Document type: make sure to classify your document in the corresponding section (commercial brochures, prices, sustainable development, supplier files + contacts, Administrative documents)
- Description: a short description of the document might help hotels to understand the content of the file.
- File: click on "Drop files here to upload" to add a file to your Data Collection campaign. You can add different format of files (Excel, Word, PowerPoint, PDF, PNG, JPEG). Once your file is uploaded, you can see a preview of it.
- Validity start date: write the day, month and year (dd/mm/yy)
- Validity End date: write the day, month and year (dd/mm/yy)
- Status: mark your document as active if you want to display it in the directory or as inactive if you want it to only be accessible in the back office by category managers.
- Countries: specify in which countries you want this document to be displayed.
You can add as much document as you want. To add a new document, please click on "ADD A NEW DOCUMENT".
If you are a supplier with multiple languages or with local specificities, please add your documents in this section and make sure to specify in which country you want to display them by completing the "Countries" field.
Once you have filled in your Data Collection, you can then click on "Save and conclude" to finalized your data collection.
In case you want to come back to the Data Collection later, you can click on the "Save" button. It will save your work but will not submit your information until you have clicked on "Save and conclude".
So make sure to come back later to validate your Data Collection campaign!
