NEW VENDOR ONBOARDING. An Introduction to DPI Specialty Foods: Vendor Systems, Processes, and Policies

Transcription

1 NEW VENDOR ONBOARDING An Introduction to DPI Specialty Foods: Vendor Systems, Processes, and Policies

2 AGENDA DPI OVERVIEW SET UP PROCESS NEW VENDOR INFORMATION PORTAL (NVIP) VENDOR SET UP PROCESS ITEM SET UP PROCESS ONGOING VENDOR PROCESSES FINANCE VENDOR PORTAL DATA MANAGEMENT VENDOR PORTAL COST CHANGE PROCESS & POLICIES PROMOTION PROCESS & POLICIES DATA MAINTENANCE PROCESS & POLICIES NATIONAL VENDOR PROGRAMS PROGRAMS OVERVIEW ADMINISTRATIVE EFFICIENCIES ALLOWANCE MARKETING SOLUTIONS APPENDIX

3 OVERVIEW DPI SPECIALTY FOODS

4 DPI SPECIALTY FOODS OVERVIEW DPI Specialty Foods is a sales, marketing and logistics provider with a range of over 40,000 items in all temperature ranges. DPI provides sales and services to national retailers, regional retailers, independent operators and foodservice providers through 4 retail distribution centers strategically located across the United States. WEST INTERMOUNTAIN WEST Facilities: Northwest: 250,000 total square feet (30k freezer, 90k refrigerator, 130k dry) Rocky Mountain: 130,000 total square feet (15k freezer, 30k refrigerator, 85k dry) Categories: Imported and domestic cheese, prepared meats, specialty dry goods, ethnic foods, crackers and confections, bakery goods, prepared foods, entrees, soups and specialty service items. Leadership Team: Frank Bussemeier VP of Sales & Mktg Vaughn Sharp- GM of Ops Gary Elings CFO MID ATLANTIC Facilities: 241,000 total square feet (37k freezer, 74k refrigerator, 130k dry) Categories: Imported and domestic cheese, prepared meats, specialty dry goods, ethnic foods, crackers and confections, bakery goods, prepared foods, entrees, soups, specialty service items, natural, organic, and general merchandise. Leadership Team: Allen Sabry VP of Sales & Mktg Gerald Brown GM of Ops Rick Pitts CFO Facilities: 364,000 total square feet (69k freezer, 95k refrigerator, 200k dry) Categories: Imported and domestic cheese, prepared meats, specialty dry goods, ethnic foods, crackers and confections, bakery goods, prepared foods, entrees, soups, specialty service items, natural, organic, and general merchandise. Leadership Team: Alan Stock VP of Sales & Mktg Jeff Mejia - GM of Ops Gary Elings CFO We are a specialty distributor that is both national in scope and regional in service

5 DPI SPECIALTY FOODS OVERVIEW Key Vendor Contacts WEST DIVISION 601 Rockefeller Ave. Ontario, CA (909) INTERMOUNTAIN WEST DIVISION Northwest S.W. Leveton Dr. Tualatin, OR (503) Rocky Mountain 8125 East 88 th Avenue Henderson, CO (303) MID ATLANTIC DIVISION 1000 Prince Georges Blvd. Upper Marlboro, MD (301) VENDOR RELATION LEAD: Sue Bargsten Vendor Relations Manager VENDOR RELATION LEAD: Jessica Truhan Vendor Relations Manager VENDOR RELATION LEAD: Brad Albaugh Marketing Manager Beth Haley VP of National Vendor Relations NATIONAL VENDOR RELATIONS David Rothe Director of National Vendor Relations Gail Balcom Vendor Relations Manager Satoko Higashino Vendor Relations Specialist Crystal Stengel-Moore Vendor Relations Specialist

6 PROCESS & POLICIES VENDOR AND ITEM SET UP

7 VENDOR SET UP

8 DPI VENDOR RELATIONS DPI - MDM VENDOR DPI - SALES VENDOR SET UP PROCESS Initiates Set Up Based on Customer Need Registers in NVIP and Requests Login Once Approved Login to NVIP and Complete all Sections & Upload Required Documents Submit Updated Documents As Needed Non-Standard Submissions Review Submit Approved Signed Vendor Agreement Vendor is Now Active / Approved Sends Vendor Welcome Letter with NVIP Instructions Validate Vendor Data Request Missing Info Confirm Vendor Meets Requirements (Food Safety, Insurance) Complete Vendor Set Up Validate Request Approval / Denial Sent to Vendor Evaluate Non-Standard Submissions & Respond to Vendor Non-Standard Submissions Review Notify MDM of Approval to Set Up Vendor Send Counter- Signed Vendor Agreement to Vendor Vendor set up submissions that are outside our standard requirements will result in additional set up time.

9 NEW VENDOR INFORMATION PORTAL (NVIP) All approved new vendors are to submit information via the NVIP. This is a restricted portal and requires login username and password To request login credentials: Click New Vendor? Register here Fill in all registration fields completely and indicate the DPI Contact and Customer who have directed you to initiate vendor set up. Incomplete or inaccurate information may cause your credential request to be denied

10 NEW VENDOR INFORMATION PORTAL (NVIP) Average vendor set up timeline is 15 days. This is assuming all data entered is complete and accurate, required documents are uploaded, and digital signature of DPI Vendor Agreement is submitted. * Vendor set ups requiring additional follow up due to missing documents or unsigned Vendor Agreement will extend this timeline to an average of 35 to 45 days. Information collected via NVIP includes: General Vendor Information Accounting Information Procurement Information Food Safety Information Broker Information Portal Authorization Document Uploads W9 Certificate of Insurance HACCP Plan Food Safety Audit Certificate (including score, findings, and corrective actions) DPI Vendor Agreement Terms & Conditions Reference appendix for - Vendor Setup Checklist - NVIP Tutorial - COI Example - DPI Vendor Agreement - Food Safety Requirements - New Vendor FAQ

11 ITEM SET UP

12 DPI PROCUREMENT DPI - MDM VENDOR DPI - SALES ITEM SET UP PROCESS Concurrent with new vendor set up (and as new items are added to your DPI assortment), the MDM group will work with you to complete the item set up process Initiates Set Up Based on Customer Need Incomplete or inaccurate item information will delay set up. Complete and Submit Item Form, Price List, & Spec Sheets MDM Sends New Item Form / Set Up Requirements to Vendor Validate Item Data Request Missing Info Submit to DPI Buyer for Approval Complete Item Set Up Notify Stakeholders Deny Review Item Detail Approve Generate Initial PO

13 NEW ITEM FORM (NIF) Two-page PDF document Document captures general information related to vendor, broker, shipping, costing, and item detail NIF form is limited to only one brand, category or item type per page Reference appendix for - New Item Form (NIF) - NIF Tutorial - New Item FAQ

14 NEW ITEM FORM (NIF) Section 1 Captures General Information Related to the New Items(s) Contact Information Freight & Product Cost Basis Categorization

15 NEW ITEM FORM (NIF) Section 2 Captures Item Specific Information (one item per line) Brand Description UPC/EAN/GTIN information (GTIN required for Kroger) Master Pack / Case Pack Unit Size Item Cost (master/case/unit) Vendor Item Number Line Priced UPC (if applicable) Country / State of Origin FDA Package Type Claimed Attributes (natural, organic, GF, Kosher) Spoils Allowance Freight Allowance DOT Regulated? Does Item Have MSDS?

16 NEW ITEM FORM (NIF) Section 2 Captures Item Specific Information (one item per line) continued Ti x Hi, Cases per Pallet, Cube Case Weight (gross/net) Dimensions (master/case/unit) Shelf Life Date Code Detail Additional Detail for Cheese Items Additional Detail for CRV/Bottle Items

17 NEW ITEM FORM (NIF) Section 3 Captures Allergens, Additional Comments, and Vendor Signature authorizing information is complete and accurate The following is to submitted with all New Item Forms Price List Product Spec Sheets Samples and/or Pictures of Product Nutritional Information Allergen Information Kosher Certificate Organic Certificate Materials Safety Data Sheet

18 Post Set Up ONGOING VENDOR PROCESSES

19 VENDOR PORTALS

20 FINANCE and DATA MANAGEMENT VENDOR PORTAL DPI isupplier Vendor Portal provides access to both the Finance and Data Management Interface Vendor Name: Applicable DBA: Tax ID Number: Who will be using the portal? Section 1: Vendor Vendor Portal Authorization Form Please submit form to: Vendor only Both - Vendor and Broker(s) Should user have access to the Data Management Portal?: Should user have access to the Finance Data Portal?: Name: Phone Number: Address (for notifications): Section 2: Vendor (optional) Should user have access to the Data Management Portal?: Should user have access to the Finance Data Portal?: Name: Phone Number: Address (for notifications): Section 3: DPI Northwest Broker Broker Name: Should user have access to the Data Management Portal?: Should user have access to the Finance Data Portal?: Name: Phone Number: Address (for notifications): Section 4: DPI Rocky Mountain Broker Broker Name: Should user have access to the Data Management Portal?: Should user have access to the Finance Data Portal?: Name: Phone Number: Address (for notifications): Section 5: DPI West Broker Broker Name: Yes Yes Yes Yes Yes Yes Yes Yes No No No No No No No No User Name and Password can be obtained by submitting a completed DPI Portal Authorization Form to dpi-mdm-portal@dpispecialtyfoods.com Should user have access to the Data Management Portal?: Should user have access to the Finance Data Portal?: Name: Phone Number: Address (for notifications): Section 6: Authorizations GENERAL TERMS & CONDITIONS FOR USE OF THE DPI VENDOR PORTAL By signing this form you agree to the following with respect to the DPI Vendor Portal and materials available therein (collectively, the "Portal"): (i) You and your Authorized Users (e.g. vendor, company, corporation, partnership, broker, etc.) are granted a nonexclusive, nontransferable, limited right to access and use for research and item set up purposes the information made available to you through the Portal. (ii) Your use of the Portal is at your own risk. Although DPI attempts to maintain the accuracy of information on the Portal, DPI does not warrant that all information on the Portal is accurate. If you determine that any information is inaccurate, advise DPI at once. DPI will not be responsible for any mistakes found on the Portal, other than to correct any mistakes confirmed by DPI to exist in accordance with DPI's normal policies. In no event will you be entitled to damages as a result of the appearance of incorrect information within the Portal (iii) DPI is not accountable or responsible for any information that has been misused after a vendor has distributed account access information. In the case you use a broker, you acknowledge and agree that granting access to your designated broker(s) will allow them to view pricing, payment information, billbacks and other finance information across all divisions (i.e. West, Northwest, Rocky Mountain, etc.). (iv) You shall not attempt to circumvent any security Reference measures of the Portal. Without appendix limiting the general prohibition for against circumvention of security, you shall not attempt to view information within the portal relating to accounts of other vendors. Vendor Signature: - DPI Portal Authorization Date: Form Yes Yes No No - DPI Portal Authorization Change Form - DPI Portal FAQ

21 FINANCE and DATA MANAGEMENT VENDOR PORTAL DPI VENDOR PORTAL One login access FINANCE PORTAL Research Order and Payment Detail DATA PORTAL Manage Data Submissions to DPI

22 FINANCE PORTAL Vendor Finance Portal provides access to order and payables detail Purchase Order Entered Invoices Payment Deductions Audited Invoices Receiving Billbacks Additional information and instruction on how to use the finance portal is available in the DPI Vendor Portal Finance Manual Reference appendix for - Finance Portal Manual

23 COST CHANGES

24 CUSTOMER DPI PROCUREMENT DPI - MDM VENDOR COST CHANGE PROCESS Initiates Cost Change via DPI Vendor Portal Data Management impacted Division Buyers Cost Change Letter Supporting Docs, Updated Cost List Address DPI Denial with Procurement and Resubmit if needed Vendor to Decision: - Rescind - Cost Protection - Discontinue Validate Cost Change Submission and Request Approval from Buyer Complete Cost Change Notify Stakeholders Review Cost Change Detail Deny Approve COMMON REASONS FOR COST CHANGE DENIALS Review Cost Change Detail Incorrect Dates Inconsistency of Cost and UOM Price Bracket Incorrect Default Cost Price Bracket Incorrect Bracket Ranges Inconsistency of Cost and Pack Size Missing Price List or Cost Change Letter Duplicate Submission Submission for Inactive Org Submission for Inactive Item Incorrect New Cost Conflicts with Previously Submitted Promotion Deny Approve

25 COST CHANGE POLICY Cost changes are to be submitted via Vendor Data Management Web Portal and should not conflict with previously submitted promotions. All submissions must include: Cost change letter with specific factors driving the change supporting documentation (e.g. market changes tied to ingredients, packaging, etc.) updated Standard Cost List reflecting the new cost and effective date for all available products. Non-Commodity based cost changes are to be submitted in accordance with the DPI Cost Change Calendar. No change will be accepted with an effective date during November and December. If a customer refuses to accept a vendor submitted cost change, vendor shall determine whether they will: 1. Rescind the cost change 2. Provide a bill back to cover the cost difference for that customer(s), or 3. Discontinue distribution of their product to that customer(s) Reference appendix for - Cost Change Calendar

26 DATA MANAGEMENT PORTAL COST CHANGE 1. DPI Vendor Number 2. Vendor Name, Tax ID, and Contact 3. New Effective Date (Order) 4. Comments 5. Shipping (FOB / PPD) 6. Contact Phone 7. Organization (All or by Div) Items in BOLD require data entry/action 8. Number of Items to Display 9. Search 10. Item Display Reference appendix for - Cost Change Portal Manual

27 DATA MANAGEMENT PORTAL COST CHANGE Product detail will populate below vendor header If Pricing varies by division, each will have a separate line There is the ability to load bracket pricing if needed You may submit data once confirmed complete / accurate. Enter new cost and % change will auto populate DO NOT FORGET TO SUBMIT: Cost Change Letter Supporting Documentation Updated Standard Cost List

28 PROMOTIONS

29 PROMO S CUSTOMER DPI - PROMOS VENDOR DPI - SALES PROMOTIONS Negotiate Vendor Promotion Send uvpf to Vendor Execute Promotion Negotiate Vendor Promotion Complete All Fields on uvpf Submit uvpf Validate Form is Complete/ Accurate Create Internal CDM Form to Meet Specific Customer Requirements Communicate Deals to DPI Sales and Customers Execute Promotion Off-Invoices (OI) Promotions: DPI-MDM-PROMO@dpispecialtyfoods.com Customer Specific Billback (BB) Promotions: Kroger Promotions: Kroger-promo@dpispecialtyfoods.com (All Kroger Banners) Non-Kroger Customers are to be sent to the appropriate division(s) DPI-IMW-Promo@dpispecialtyfoods.com (Northwest Division Customers) RM-Promotions@dpispecialtyfoods.com (Rocky Mountain Division Customers) DPI-WE-Promo@dpispecialtyfoods.com (West Division Customers) DPI-MA-Promo@dpispecialtyfoods.com (Mid Atlantic Division Customers) Reference appendix for - Promo Contract Due Dates - Sample Promo Form

30 PROMOTIONS Negotiate promotional allowances with DPI Sales & Marketing / Vendor Relations contact Promotions are to be submitted using the current uvpf (Unit Vendor Promotion Form) Button will auto send promo detail to all respective DPI Inboxes Vendor Contact / promo authorization General Promo Detail Item Specific Promo Detail (by unit) Item Tab provides all vendor items and detail

31 ITEM / VENDOR MAINTENANCE Notify DPI Buyer of all Item / Vendor / Broker Changes Buyers Will Direct Changes to Appropriate DPI Departments You May Be Contacted for Additional Information / Documents Based on the Requested Change ITEM CHANGE VENDOR CHANGE BROKER CHANGE Change Request Letter Change Request Letter Change Request Letter REQUIRED DOCUMENTS Item Spec Sheet Price List Additional Docs based on type of change Broker Authorization Form

32 NATIONAL VENDOR PROGRAMS

33 NATIONAL VENDOR PROGRAMS STRATEGIC SUPPLIER Customized Collaborative approach to customer Preferred supplier status Targeted growth strategy MARKETING SOLUTIONS Access to local marketing at a savings Select from a menu of components National approach with regional flavor Value for all parties increases as partnership level increases ADMINSTRATIVE EFFICIENCIES ALLOWANCE All admin expenses covered by one allowance Reduce the amount/frequency of fees Simplify the business

34 NATIONAL VENDOR PROGRAMS Administrative Efficiencies Allowance (AEA)

35 NATIONAL VENDOR PROGRAMS Marketing Solutions Program

36 NATIONAL VENDOR PROGRAM Interested in joining a National Vendor Program?

37 APPENDIX

38 APPENDIX CONTENT Appendix documents may be accessed through this link: 1. VENDOR SET UP CHECKLIST 2. NVIP TUTORIAL 3. SAMPLE: CERTIFICATE OF LIABILITY INSURANCE FORM W/ MIN COVERAGE 4. DPI VENDOR AGREEMENT 5. FOOD SAFETY REQUIREMENTS 6. NEW VENDOR FAQ 7. NEW ITEM INFORMATION FORM (NIF) 8. NEW ITEM TUTORIAL 9. NEW ITEM FAQS 10. DPI PORTAL AUTHORIZATION FORM 11. DPI PORTAL CHANGE AUTHORIZATION FORM 12. DPI VENDOR PORTAL FAQ 13. DPI VENDOR PORTAL FINANCE MANUAL 14. COST CHANGE CALENDAR 15. DPI VENDOR PORTAL COST CHANGE MANUAL 16. PROMOTION DUE DATES 17. SAMPLE: PROMOTION SUBMISSION FORM 18. PROMOTION FAQS Additional supplier forms are available on the DPI supplier forms web page: