Step-by-step guide for making offers

Step-by-step instructions for offering products and submitting tenders.

1. Read the Listing instructions

Our instruction leaflet "Listing procedure and retail sale of alcoholic beverages" document contains the principles of product listing and trade. It is an extensive reading package, where the listing procedure is explained in detail. We recommend that you start with checking the rules in this document.

2. Check the purchase plan

From the purchase plan you can see the products you can offer us to the general selection, specialties and seasonal selection, and the right time to make the offer.

We are searching products through open tender requests published in the purchase plans. In the tender request is announced criteria for the searched product. If your product fulfills the criteria of certain tender request, you can offer the product for the search within the timetable specified in the tender request.

We also publish some request for tenders as separate announcements. Seasonal products and additions to purchase plan are examples of such cases.

3. Check the Partner Network

You can make offers of new products and manage information and lifecycle of products that are already in Alko’s selection on the Partner Network.

The software is free of charge to the users but for using the Partner Network, a written agreement must always be made with Alko. When the agreement (attachment of Partner Network contract on this page) has been made and it has been sent by email to purchasinghelp@alko.fi, Alko will send the partner a user ID and a password. Please read the Partner Network instructions for use carefully.

4. How to make an offer?

In the Partner Network choose the form type corresponding the terms of delivery you will be using.

Fill in the form with great care and remember to give all information requested under search criteria. When calculating the price, use our price calculator.

Attach the following documents to your offer:

  • Authorization of the producer or brand owner. However, if you offer your own brand or a limited availability product which you own, no authorization is needed.
  • An image of the product, if requested in the tender.

If you do not want to use the Partner Network for offering new products it is also possible to offer products by using Alko’s offer forms available on Alko’s website. Send the undersigned offer to us by email to offer@alko.fi or by traditional mail to the following address:

ALKO INC., Selections, products and quality
PO Box 99, Arkadiankatu 2
FI-00101 HELSINKI FINLAND

The offer deadline is indicated in the tender request, and the offer must be at Alko on that day.

5. Sending the samples

For offers submitted in the Partner Network, a sample request is sent automatically when the sample is necessary. For offers submitted by post or email, a sample request is sent if the offer form is filled correctly. If the offer is not correctly filled or it is insufficient, or it does not satisfy the criteria in the request for tenders, you will receive a rejection note for your offer.

Our sample request includes detailed instructions and delivery address for the samples. Usually the deadline for sending samples is two weeks after the deadline for offers.

6. Purchase decision and listing

We first make a sensory evaluation for the samples and then send the product chosen for listing to be analyzed by Alcohol Control Laboratory (ACL).

If everything is in order, we purchase the product and send a purchase decision to the offeror. If the chosen product is invalid to be listed into the selection the next secondary product will be chosen. When the chosen product is purchased, the secondary products are rejected.

The purchase of the product will take place in about 1-3 months from the end of the search period. After the purchase and before the product has been included in the selection, we will send the offeror a marketing information request where the offeror can give the relevant background information of the product. The marketing information is for internal use for Alko's personnel to support customer service.

The listing of the product generally takes place after 2 – 4 months from the purchase of the product. Overall, the process from the ending of the search period to the listing of the product chosen takes approximately 3 – 7 months. This timeline can be longer for example for seasonal products.

The products can be listed weekly. The specialties are generally listed once per month.

7. Offering to the sale-to-order selection

If there is not a relevant tender request for your product, you can offer the product also to the sale-to-order selection. Alko’s sale-to-order selection is agile and convenient channel for listing your product even on a fast schedule.

The products in the sale-to-order selection come from a variety of domestic importers and producers. Alko does not keep these products in stock. The seller is the importer for sale-to-order products and the seller needs to have valid permits required for the respective activities (e.g. wholesale license number). These products are available for customers in the Alko Online shop. Alko shops can order these products from the suppliers to the shop’s assortment according the demand.

You can make the offer at any time. The sale-to-order products do not have a search procedure. You can offer the products to the sale-to-order selection independently and without charge in Partner Network or by using the Listing Service (a handling fee of 100.00 euro + VAT and a possible fee of photographing 40.00 euro + VAT).

In the sale-to-order selection you can choose the way of delivery either “Deliveries from Finland to Alko's shops (delivery terms TOP Alko's shops, Finnterms 2001)” or “Deliveries from Finland to Alko's central warehouse (delivery terms TOP Alko's central warehouse, Finnterms 2001)“. Please remember to choose the right form type corresponding the terms of delivery you will be using.

The sale-to-order selection has two different categories. When you are offering the products, you need to offer your products either to category T1 or to category T3:

  • normal sale-to-order selection products (T1)
  • locally available sale-to-order selection products (T3) (microbreweries and other small producers).

Samples are not sent for the products listed in the sale-to-order selection. Sale-to-order selection’s listing date is on every Thursday and the sale begins on Monday. Please read the instructions before the offering to the sale-to-order selection.

8. Please order Newsletter for suppliers

Newsletter for suppliers sent on Fridays includes news and information for suppliers, tenders and current information from newsroom (only in Finnish) that have been published during the week.

Please order the newsletter for suppliers > 

Whom can you contact if you need help?

Product Managers and Purchasing coordinators will help when needed. Responsibilities of the Product Managers at Alko go by product categories, and in the category of wines also by countries. To find the person in charge, please go to Product categories’ contact information. The product group’s service phone can also help in urgent matters (purchasinghelp@alko.fi, tel. 020 711 5885 weekdays at 9 am-5 pm).