LCBO Trade Resources Online

NISS Frequently Asked Questions Table of Contents
General Information about NISS
Product Submission Guidelines
Technical Support

General Information about NISS

What is the New Item Submission System (NISS)?
NISS is a web-based tool that agents and suppliers can use to view LCBO Product Needs letters and to submit their new products for review. The system allows the LCBO's Product Management area to log, track and approve or decline the submissions. Agents/suppliers are notified via email of any modifications to their application, and whether or not their product has been accepted or declined. Suppliers will also be able to use this system to accept Letter of Commitments and/or forward comments and information back to the LCBO's Product Managment area.

Why did the LCBO introduce this application process?
The LCBO introduced this application process to achieve the following benefits:

NISS reduces paper-based applications and manual administration.
NISS standardizes the submission process across all LCBO Business Units (Wines, Spirits, BRTD and VINTAGES), with some exceptions for VINTAGES.
NISS improves application turn-around times.
NISS applications are easier to track.
NISS reduces phone calls and written communication.

Who uses NISS?
All agents/suppliers of alcoholic beverages who wish to make a product submission application to the LCBO must use NISS. There are three exceptions:

Small Ontario brewers applying to ship their beer directly to specified LCBO stores in their local trade area.
Any beer supplier requesting that their beer be sold in LCBO combination stores or The Beer Store.
Ontario VQA Replacement Products.

These agents/suppliers should refer to the section of the LCBO’s Product Management Policies and Procedures Manualfor Procedures for Packaged Beer Sold in the Beer Store, LCBO Combination Stores and On-Site Brewery Retail Storesfor more information.

How does an agent/supplier request access to NISS?

Application Process
Agents/suppliers must complete an online access request form by clicking here. You can fill out all of the fields online, then click submit.

Please ensure that only staff who can legally bind the organization request Supplier access. Supplier access will allow the User to reply to Letter of Commitment. That action is the equivalent of the Supplier's signature and indicates the Supplier’s acceptance of the Letter of Commitment and that the Supplier intends to be legally bound by the terms and conditions in the Letter of Commitment.

Once the LCBO approves your request, the User will be notified by e-mail of the relevant user ID and password.

Password and ID Specifications
The user’s ID will be the User's e-mail address. A temporary password will be issued but once the agent/supplier has signed-in to NISS they will be able to select a password of their choice. Passwords are case-sensitive and must be six to eight lettered and/or numbered characters.

Secret Questions and Answer
Each user must provide a secret question and answer that the system provider, Qlogitek, can use in verifying the legitimacy of that user. Example: Question - What is your mother's maiden name? Answer - Smith.

Is there a fee for using this system?
There are no fees for using the NISS.

Does NISS change any LCBO Product Management purchasing procedures? The introduction of NISS does not change the LCBO’s product purchasing policies (for more information of those policies, please refer to the LCBO’s Product Management Policies and Procedures Manual). It does, however, alter the procedures for making an application:

Submissions are made on-line.
Product Needs letters are available on NISS.
The Product Review Sheet (Form LCB 2026) has been replaced with the new NISS form.
Agents/suppliers are notified by email whether their submission has been accepted or declined.
The Product Profile & Marketing Plan (Form LCB 2048) (note — this form does not apply to VINTAGE products) has been modified. Most of the technical specifications, such as selling unit codes, case dimensions and shipping details, are gathered as part of the on-line submission.
The information provided through NISS will automatically populate the LCBO database should the product submission be accepted.
Receiving and accepting the Letters of Commitment by the supplier.

Who do I contact about LCBO Product Management Policy?
Questions related to LCBO's Product Management Policy & Procedures should be directed to the appropriate LCBO Business Unit (Wines, Spirits, BRTD and VINTAGES). For more information please refer to the Product Management Policies and Procedure Manual.

Can more than one person per company use this service?
Yes, more than one person per company can use this service.

Is there a User Guide for NISS users?
Yes, click here to download the NISS User Guide, which is available on the LCBO Trade Resources Web Site.

Why do I need to include information on container, stopper weights etc?
The LCBO has a financial obligation under the Waste Diversion Act to report annually on the weight of all consumer packaging material that it releases onto the Ontario market. To complete this report, the LCBO requires information on package material weights from its suppliers.

How will I be notified of new LCBO product requirements?
All Product Needs Letters will be communicated through the applicable Ontario trade association and posted in NISS.

I forgot my LCBO agent number. How do I find out what it is?
Contact the appropriate Business Unit (Wines, Spirits, Beers or VINTAGES).

How do I find out the LCBO vendor number for one of my suppliers?
Contact the appropriate Business Unit (Wines, Spirits, Beers or VINTAGES).

Product Submission Guidelines

How can I access the system and find specific instructions on how to enter a product submission?
NISS may be accessed through the LCBO’s Trade Resources site. You can print detailed instructions from the User Guide on how to submit an application from Trade Resources before entering NISS.

Can I see the status of my product submissions?
To see the status of your submissions, click on the "Submissions" option on the Main Menu.

Your Product Submissions with their current status will be listed.

Can anyone outside of the LCBO see my product submissions?
No one outside the LCBO can see your submissions unless you have shared your ID and password with someone else. If there is more than one user of NISS in your company they will be able to see each other's submissions.

At what hours can I enter product submissions?
The system will be available 24 hours a day, 7 days a week. The only exception is between 5 a.m. and 10 a.m. (EST) on Sunday, when systems maintenance is taking place.

Is there a limit to the number of products I can submit?
The number of products will be determined by the specific needs of each Product Needs Letter.

How will I be notified whether or not my product submission has been accepted or declined?
You will be notified by e-mail at the e-mail address that you gave as a contact on your Product Submission Form.

What other steps are needed after my product has been accepted to proceed?
If you have been notified that your submission has been accepted, and if you have not already submitted one you will be asked for a LCBO Product Profile and Marketing Plan (Form LCB 2040 or 2048 after November 25). Note that the form does not apply to VINTAGES products. You will also need to submit a Request for Label Exam (Form LCB 1642) and a Request for Shipping Container Examinations (Form LCB 2102). Please note: an additional product sample for laboratory analysis is required.

If my product submission is declined, will I be told the reason why?
An explanation is included with the e-mail notification.

How do I submit a product sample?
You must attach a printout of Product Submission Form from NISS to your sample and drop it off at the LCBO Head Office in Toronto, 43 Freeland, 3rd floor to the attention of the appropriate person.

What happens if I submit a sample after the deadline date?
It will not be accepted unless a prior arrangement has been made with the appropriate Sales & Marketing business unit (Wines, Spirits, BRTD or VINTAGES)

How many sample bottles of a product should I send?
The number of samples will be specified as part the Product Needs Letter.

Can I review the status history of my submission?
Select the "Submission" option on the Main Menu to list your Product Submissions. Click on the hyper-link next to the item you wish to review and then select the "Status" option from the sub-menu.

I don't have all the necessary data to complete a product submission. Will I have to enter it all again?
You do not have to enter all the data again. Once you have entered what you can and submitted it, the submission will be saved with a status of "Incomplete Product Submission." Your submission, however, must be completed by the deadline date.

How long will my product submission be available on NISS?
It will remain on NISS until either “Declined” and closed off or until “Product Setup Completed” and closed off.

Can I change the information in one of my product submissions?
You can change information as long as the submission has not been accepted or declined, or the submission deadline date has not passed.

How can I change the information in one of my product submissions?

For VINTAGES:
While still in "New Pre-submission" Status select "Submission" option on the Main Menu. A list of your submissions with status will be shown. If the status is either "Incomplete Submission" or "New Pre-submission" then you may edit the data.

For General Purchases:
Select "Submission" option on the Main Menu. A list of your submissions with status will be shown. If the status is either "Incomplete Product Submission" or "New Product Submission" then you may edit the data.

I could not change the information on one of my product submissions. What could be wrong?
The status of your submission has changed to:

For VINTAGES:
"Pre-submission Accepted" or "Pre-submission Declined." If the Pre-submission deadline date has passed, no changes to the submission will be allowed.

For General Purchase:
If the product is in any other status other than “Incomplete Product Submission” or “New Product Submission” or the sample deadline date has passed, no changes to the submission will be allowed.

What's the latest that I can change the data on my product submission?

For VINTAGES:
Up until Pre-submission Deadline Date, provided the status is still "Incomplete Product Submission" or "New Pre-submission."

For General Purchases:
Up until "Sample Deadline Date," provided the status is either "Incomplete Product Submission" or "New Product Submission."

How do I save my submission?

You should save your submission information as you finish each of the four submission information pages (AGENT, SUPPLIER, PRODUCT, PRICE/PACK). To do this, you will need Adobe Reader software that is available from this link on the Trade Resources Online website.

How do I update my agent information?

Registered agents will have their information appear as entered on the LCBO's database. Contact the appropriate LCBO Business Unit if changes are required.

Technical Support

What are the technical requirements?
The Hardware and Software requirements for Windows-based PC computers to access the NISS application are:

Windows NT, 2000 or XP
Internet Explorer 5.0 +
Web access
Adobe Reader 6.0 (the new version of what was called Adobe Acrobat Reader)
Printer

Adobe Reader software is available from this link on the Trade Resources Online website.

Please note: Windows 98 will work using Adobe 5.0 but is not recommended.

Agents/suppliers who do not have access to a computer or the Internet may access NISS through a computer available for supplier use at the LCBO head office in Toronto. The computer is located in the lobby on the 3rd floor of 43 Freeland Street.

Can I use my current Internet connection?
You can use your current Internet connection. A high-speed connection is preferred for better response, but a dial-up connection will work.

How secure is the site?
A firewall (a device that protects against unauthorized access) protects the NISS site. All data is secured behind the firewall. Login, Passwords and a Secret Question and Answer prevent any unauthorized access.

Can I access NISS from my home computer?
NISS can be accessed from home as long as you have either a high speed or dial-up Internet connection and you have Internet Explorer 5.0 +.

Can I use my existing Macintosh operating system?
Macintosh systems are not supported. Only Windows-based PC computers are supported at this time.

How will the system be supported?
Vendors will be requested to call or email QLogitek Support Centre with their issues. (QLogitek is the primary service provider in support of the NISS product.)

Support Centre Number: 1-800-699-8204 and press #2
E-mail: support.centre@qlogitek.com
Fax: (416) 741-4833 Attn: Support Centre

The Support Centre is open from 8 a.m. to 5 p.m. (EST) Monday to Friday, excluding Ontario statutory holidays. After-hours support calls will have a priority voice-mail assigned. If urgent, the caller will be requested to leave a message and a support representative on-call will respond within two hours.

Business related queries must be addressed during regular business hours to your LCBO Product Representative.

How do I change my password?
Click on "Password" option on the Main Menu. You will be asked to enter your current password. You will then be asked to enter your new password twice. Please note: do not use the “copy” feature for entering your password a second time.

What if my e-mail address changes?
If you change your e-mail address, please contact Qlogitek:

Support Centre Number: 1-800-699-8204 and press #2
E-mail: support.centre@qlogitek.com
Fax: (416) 741-4833 Attn: Support Centre

You will be required to answer some questions to verify your identity, after which Qlogitek will change your e-mail address on the system.

Who do I phone if I have a problem logging on to NISS?
Please contact Qlogitek.

Support Centre Number: 1-800-699-8204 and press #2
E-mail: support.centre@qlogitek.com
Fax: (416) 741-4833 Attn: Support Centre

How do I log off from NISS?
Choose the "Log Off" option from the Main Menu.

I no longer want to use NISS; how do I cancel my user ID and password?
To remove yourself from NISS please contact Qlogitek.

Support Centre Number: 1-800-699-8204 and press #2
E-mail: support.centre@qlogitek.com
Fax: (416) 741-4833 Attn: Support Centre

You will be required to answer some questions to verify your identity, after which Qlogitek will remove you from the system. A confirmation e-mail will be sent to you.