FSM & LCBO Gateway

LCBO has embarked on a multi-year program called Future State Modernization (FSM) that will strengthen our IT systems, and streamline our business processes, improving our operations for our company and our stakeholders.

FSM is a critical enabler of marketplace modernization, and both will result in changes for suppliers at the end of year. Learn more below.

LCBO Gateway

On December 28, alcohol suppliers will use a new centralized portal called LCBO Gateway to view and action purchase orders, while all suppliers (of other goods and services) will use Gateway to view payments and invoices. With this change, Oracle iSupplier, WebPO, Grocery Management System (GMS) (for supplying sources), and Direct Delivery Vendor Portal (DDVP) will be decommissioned.

In the future FSM releases, LCBO Gateway will offer even greater functionality – stay tuned for details. 

Suppliers are reminded to log into existing systems to download any documentation, if required, by December 27 before systems are replaced by LCBO Gateway on December 28. All open POs will be migrated to LCBO Gateway. 

We are going to give suppliers everything they need for a seamless transition to the new platform. Expect training resources in mid-to-late November. 

Other changes 

 - Suppliers who currently book LCBO warehouse appointments using IMS will contact LCBO’s transportation team to do so (details will be shared in training).

 - Requotes on imported products will now be effective on a periodic basis, which means it will take less time to change the retail price of products.

Data and order freezes during the transition

While LCBO transforms its business and implements new technology and systems, such as SAP and LCBO Gateway, there will be a migration period where new information cannot flow into our systems. As a result, data, orders and payments will be paused for a brief period in December. 

Key dates that suppliers should be aware of: 

- Supplier data: Between 5 pm on November 28 and December 28, we will not be able to make changes to suppliers' information – this includes contact details, billing info, and payment and delivery terms. So, if suppliers have any changes to make, we will be asking them to submit changes by Nov 15th in order to meet the Nov 28th deadline, otherwise we will hold them until January (unless, of course, it is critical banking information).  

- Product and pricing changes: We will not be able to make any changes to product or pricing between 5 pm on December 5 and December 28 – this includes product SKUs, product descriptions, and price lists. Any requests for product data changes on existing skus would need to be requested by Nov 24th to be implemented by the Dec 5th product freeze deadline. 

- Retail customers: will not be able to order online for delivery (to a store or home) between noon on December 18 and December 31, but they will be able to order for same-day pick (where applicable) through to December 21 (with a final pickup date of December 23, if shipped to or fulfilled at store).  

- Wholesale customers: Most wholesale customers will not be able to order online for delivery between 6pm on December 18 to December 31. Hospitality licensees who order online for pick up in store will be able to do so through to December 21 (with a final pickup date of December 23).

- Purchase orders: LCBO will not be opening or amending any purchase orders for good or services between December 23 and 28 and any purchase orders for alcohol from December 24 (noon) to 28.

- Supplying sources to grocery & Convenience stores: ASNs on GMS must be entered by 12pm on December 24. Any unshipped orders will be cancelled.

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To download a printable PDF of the key dates for alcohol suppliers and agents calendar, please click here.