Deliveries and the Transition to D365

You recently heard the exciting news about the transition from our current server-based Microsoft AX2012 software to the cloud-based Microsoft D365 software scheduled for Feb. 1, 2023. In support of this transition, we have created a plan to support Agency inventory levels and deliveries throughout the transition period. 

We are asking you to review this plan (see Deliveries and Inventory Build Plan below) and provide input if you see any gaps in process or if you have any questions about the approach. Please note this is a similar approach to the OND period and should be familiar to you. Ohio Liquor is committed to making this a seamless transition for all Agencies as last year’s transition to the Distribution Centers new warehouse management system was. We are here to support you! 

Biweekly Delivery Agencies

Currently, biweekly delivery Agencies are receiving weekly deliveries through the holiday season. To ensure there is no disruption to biweekly Agency deliveries during the transition to D365, we will be extending the weekly deliveries through the week of Feb. 6. This means biweekly delivery Agencies will continue to receive weekly deliveries through the week of Feb. 6. 

Deliveries

There will be no deliveries during the week of the D365 system transition, Jan. 30 – Feb. 3. Deliveries will resume, as usual, the week of Feb. 6. To support inventory levels there will be an inventory build starting with deliveries the first week of January through the week of Jan. 23. Please review the Inventory Build Plan. It is very important you are part of this process and provide input to this approach if you have concerns. As with any delivery changes, please review your orders in detail during this time and adjust according to your inventory needs. 

Inventory Build Plan

• Increase, by 25%, the number of cases being shipped from distribution centers each week of top selling items.
• A full list of top selling items impacted by this increase can be found here.
• This DOES NOT mean that Agencies will receive 25% more cases in total. Agencies will notice an increase of cases for these items based on historical sales and current inventory levels.

Cycle Count Pause

There will be no Agency cycle counts beginning Jan. 13 due to the transition. Cycle counts will resume the week of Feb. 6. Agents are encouraged to complete as much of their cycle counts before the pause.

Ops.OHLQ.com

ops.OHLQ.com will be down for system maintenance from Jan. 31 at 8 p.m. to Feb. 1 at 8 a.m.

We truly appreciate your partnership throughout this time period and look forward to enjoying all the great benefits of D365!

Contact the Liquor Enterprise Service Center (LESC) at 877-812-0013 or [email protected] with any questions.

Preparation for New Prices – January 1

Agencies must update their spirituous liquor products price file prior to the start of business on Jan. 1.

Agencies should ‘Get All Prices’ as early as possible on Jan. 1, beginning at 12:01 a.m. Do NOT ‘Get All Prices’ before 12:01 a.m. on Jan. 1. Doing so will result in receiving the December price file again.

The process to update pricing in the retail terminal depends on whether Agencies have Clover or a different integrated system.

For Agencies with Clover:

• Download the updated price file using the Clover Station.
• Tap the ‘Ohio DOLC 2.0’ app.
• Enter Web API credentials if prompted.
• Tap the ‘Get All Prices’ option to update prices. Please note: this process could take as long as 60 minutes.
• Tap the ‘sync’ button on each additional Clover (if applicable) to make sure each additional Clover syncs the new prices.

For Agencies with an integrated system:

• Agencies must work with their integrators to ensure prices are updated.
• Integrators have access to the ‘Get All Prices’ Web API (source for prices) to obtain the information to update the Agency's price file.
• Agencies should ensure their integrator schedules the ‘Get All Prices’ service overnight, and that the update is completed before business resumes on Jan. 1.



Below is a list of products to test, ensuring your price file updated correctly: 

Contact the LESC at 877-812-0013 or [email protected] with any questions.

New Year Order Schedule

Ohio Liquor and the Bailment Distribution Centers will be closed on Monday, Jan. 2, in observance of New Year’s Day. Because of these holidays, Agencies should expect changes to their order schedules.



Below is the ordering shift. Agencies should follow it to ensure they place orders on the correct day. Transfer Orders (TOs) will be created sooner and will account for fewer sales days, which may result in a TO that is smaller than usual. Agencies should closely monitor their TOs to ensure adequate product is ordered to fulfill inventory needs.

The LESC will be available during standard business hours during the holiday.

Contact the LESC at 877-812-0013 or [email protected] with any questions.

Holiday Sweep Schedule 

The observance of New Year’s Day on Monday, Jan. 2, will affect the timing of fiscal sweeps. The effects on sweeps are depicted in the table below: 

Contact the LESC at 877-812-0013 or [email protected] with any questions.

Martin Luther King Day Order Schedule 

Ohio Liquor offices will be closed on Monday, Jan. 16, in observance of Martin Luther King Day. Due to the holiday, Agencies should expect changes to their order schedules. There are no changes to deliveries.

Below are the ordering shifts. Agencies should follow them to ensure they place orders on the correct day. TOs will be created sooner and will account for fewer sales days, which may result in a TO that is smaller than usual. Agencies should closely monitor their TOs to ensure adequate product is ordered to fulfill inventory needs.

Contact the LESC at 877-812-0013 or [email protected] with any questions.