Ingram Business Guide

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1 Ingram Business Guide We hope you will find this guide useful as you do business with Ingram. Please note that all information included in this guide is current as of November 9, Terms and discounts are subject to change. Please call Customer Care at (800) for the most up-to-date information. New Account Requirements All new accounts are required to present a tax resale number in order to open an account.* To continue to do business with Ingram, we require an annual minimum net sales (ie: sales less returns), volume of $2,000. All invoices and account statements are administered through ipage Ingram s online title search, ordering, and account management tool or fax therefore, all new accounts must subscribe to ipage (ipage is free). Any customer who elects to have printed documents mailed will incur a monthly billing fee of $0.50 per document. If, during the first twelve months of business, you decide to close your store and request that Ingram utilize returns to offset any monies due, said returns will be credited at a penalty rate of 65%. *Stores in Alaska, Delaware, New Hampshire, Montana, and Oregon are not required to present a tax resale number. Terms Qualifying opening store orders of at least $25,000 may be eligible to receive extended payment terms. Orders require pre-approval from Ingram s credit department. Orders not qualifying for extended terms must be prepaid in whole, prior to the order entry and shipment. These orders receive a 1% cash discount if paid by check or wired funds. Orders must be paid via certified funds. This includes certified check from bank, cashier s check, credit card, or wired funds. Placing an Electronic Order Orders placed using ipage, or sent via our FTP site also qualify for electronic ordering discounts. Ingram also accepts electronic orders from various inventory management and POS systems. Call (800) with questions regarding electronic ordering. General Information Minimum Order: No minimum order requirement, although discount may vary depending on how you place your order Order Using: Ingram title code, ISBN, product code (UPC), or EAN Hours: Sunday Saturday 7:30 a.m. 8:30 p.m., CT Phone: To check the status of an electronic order, call (800) To order free flashback software, call (800) , Option 1 or submit your request online at Placing a Backorder At your request, we will backorder out-of-stock, not-yet-published, and not-yet-received titles. These are filled on a first-ordered, first-served basis. We strongly recommend backordering high-demand titles and not-yetpublished titles to ensure availability. Publishers often limit our quantity of high-demand titles to what we have registered on backorder.

2 When ordering, via ipage, you may choose one of four standing backorder requests: 1. Backorder every title not in stock 2. Backorder not-yet-received (NYR) items only 3. Backorder from primary DC only 4. No backorders New accounts will be automatically flagged to backorder every title not in stock. You may change your standing backorder requests at any time by calling Customer Service at To change ordering default settings in your POS, please contact your POS vendor and confirm with IBC electronic ordering at Customers may override their standing backorder requests when making individual orders. Electronic ordering systems have options that apply to the entire order (check with the systems provider). Non-electronic orders may include backordering all out-of-stock titles or backordering on a title-by-title basis. You may also choose to HOLD or RELEASE your backorders. If you select HOLD, your available backordered titles will be automatically shipped with your next order according to your established shipping instructions, unless you request otherwise. If you decide to override your shipping instructions, you could bear any extra freight costs. If you haven t requested any new product in 8-15 days, we will ship the backordered product that has arrived. If you select RELEASE, your backorders will ship individually as we receive them. RELEASED backorders may qualify for free shipping based on quantity shipped and are released immediately. You may also establish a minimum shipping quantity in either units or dollars. Once you do, we will not ship until your order reaches the minimum requirement. If requested, we will also send you a monthly backorder status report to let you know the titles still on backorder and any titles cancelled. New release titles that have been placed on backorder will remain on backorder until we receive them. Backorders on out-of-stock items are automatically cancelled 60 days after ordering, unless you specify otherwise. Shipping To qualify for free freight, we normally determine the best shipping method for your location. If you specify a different shipping preference, you will be responsible for all freight costs. USPS Orders: We cannot be liable for lost or damaged shipments that you request be sent through the United States Postal Service, unless you ask us to insure the order (for which we will charge your account). Pick-up Orders: You may request that shipments be held in Ingram distribution centers for pickup. These orders will be available after 5:00 PM warehouse time the same day, if placed before cut off. Pick-up orders qualifying for free freight will receive a credit of 1% of the invoice value. Such orders will be held for a maximum of seven days. After this time, they will be shipped via regular routing. Distribution Center (DC) Pairs: Ingram will assign the best strategically located DC as your primary warehouse. Typically, your secondary DC is LaVergne. If you have LaVergne as your primary DC, the secondary DC is the next closest in the Ingram network.

3 Freight Terms: Shipments of 15 or more units from your primary distribution center or from your secondary distribution center qualify for free freight. Shipments of less than 15 units will be charged a flat $5.00 shipping fee. All shipments will incur a $2.25 fuel surcharge fee*. You are responsible for freight on orders that ship from DCs other than your assigned primary and secondary DC pair and/or where you override the Ingram-assigned shipping instructions. *this amount is subject to change due to fluctuations in fuel prices. Returns Overstock Returns The Overstock Returns system is available for returnable items ordered in error or items you no longer need. Overstock Returns will be credited at 50% off the retail price for standard discount books, including low price point (less than $3.00 retail) items. Short discount books will be credited at purchase discount plus 10% penalty off list price. Ingram will process the returns and issue a credit memo to your account. We reserve the right to send back, at your expense, all products returned to us in un-saleable condition. We reserve the right to credit, add additional penalties, or refuse returns that exceed 10% of your purchases during the preceding 12 months. We also reserve this right if you utilize returns to pay past due invoices, as opposed to sending cash payment. On ipage, you can check the status of your returns by clicking Returns Status under the Account Management tab or by calling Customer Care at (800) To submit an Overstock Return, you must include a form in your return shipment. No prior authorization is required. The form is available four different ways: 1. If you subscribe to ipage, the form is available by clicking Create Returns under the Account Management tab. Complete the form, print it, and place it in the box of product being returned. 2. The form can also be faxed, mailed, or ed to you by calling Customer Care at (800) A copy of the form is included in this packet. You may make additional copies, as you need them. 4. You may create your own form. Make sure to include: Quantity returned for each title and total quantity returned Title Account Number ISBN or Title Code List price for each title Mass market covers stripped and grouped by publisher within price point Non- Ingram Returns: At any time during the year, If IBG decides to accept titles not purchased from IBG, or quantity returned exceeds purchases made during the preceding 24 months, those titles will be credited at 50% off retail for trade titles with a $2.00 per unit handling fee. Short discounted titles will be credited at 10% less than the original invoice price plus a $2.00 per unit handling fee. This is only applicable on book product where IBG can receive credit from the publisher. Non-book product returns that were not purchased from IBG will be returned to COMPANY at COMPANY S expense. Closing Store Returns: Please note that Ingram does not have a buy-back policy on closing store inventory. If excess inventory is returned, penalties up to 65% off retail may be incurred, or product may be refused. Stripping Covers: Mass market titles are to be stripped and only the covers returned. If you do not strip mass market books, you could be charged up to $0.10 per unit. (Publishers require that stripped books be destroyed.) Trade paperbacks and calendars must not be stripped, unless the tradebook has a triangle with an S on the cover.

4 Return Deadlines: Final return dates on individual titles are available on, ipage and via flashback software. Not-yet-published titles stocked by Ingram or titles not yet received by Ingram are generally returnable for at least nine months from the date we receive them. Because of publishers restrictions, calendars and other dated materials have unique return limitations or due dates. Also, available on ipage is an updated, monthly list of discontinued titles. Simply click on Discontinued Titles under the Reports tab. Packing Instructions: The outside of your return carton should be marked with your return address, Ingram account number, and the notation 1 of 2 or 2 of 2 to indicate the number of cartons being shipped at the same time. A copy of the return form should be included in each carton in case the shipper separates the cartons. If shipment is not received, proof of delivery may be required. Therefore, we encourage you to insure the return. Destickering: We are required by publishers to desticker any quality book with a sticker that includes any reference to a store name. All stickers removed will result in a $0.15 per sticker removal fee. Overstock Returns Address: Ingram Customer Returns Center 1210 Ingram Drive Chambersburg, PA Hassle-Free Returns The Hassle-Free Returns system is available to handle mistakes made by Ingram, the publisher, or the delivery company. If the problem is small (a book or two), use a copy of the Hassle-Free form included in this packet or on the back of the packing slip to document the problem when you return the product. If the problem affects a carton or more, please call Customer Care so we can make appropriate arrangements or process necessary carrier claims. Ingram reserves the right to credit your account as an Overstock Return if we believe your return does not meet Hassle-Free requirements. Also, remember to ship Hassle-Free Returns separately from Overstock Returns. You may access the Hassle-Free Returns form on ipage by clicking Create Returns under the Account Management tab. Complete the form, print it, and place in the box of product being returned. This form is also available by contacting Customer Care at (800) Your return shipment should be sent to the appropriate distribution center within 30 days of the original shipment date. Hassle-Free Returns originally shipped from our LaVergne, Ft. Wayne, and Chambersburg warehouses should be returned to the Chambersburg Returns Center at: 1210 Ingram Drive; Box #700 Chambersburg, PA Hassle-Free Returns originally shipped from our Roseburg warehouse should be returned to the address on the reverse side of the packing list. Payment Terms While publishers often set payment due dates for each invoice date, Ingram s terms are calculated on statement date at the end of each month. With payment due 30 days from statement date, your payment is due an average of 45 days from invoice (30-59 days).

5 Paying by Check Note the remittance address is located on the invoices and statements. Please include your account number on your check and enclose a detailed remittance of what is being paid. A 1% cash discount is given on payments made within 10 days of statement date. The NET amount is due 30 days from statement date. Payments must be postmarked by the 10th of the month to qualify for the 1% discount. (Note: credit card payments are not eligible for this discount.) Please be advised that Ingram does not automatically apply credit memos to unpaid invoices but can accommodate by customer request. Ingram reserves the right to apply unused credits if invoices age more than 31 days beyond terms. In addition, payment terms and/or credit limits may be adjusted without prior notice based on payment trends. Paying by Credit Card Ingram offers an automated credit card payment program. If electing this payment type, no cash discount is granted. Your credit card will be authorized and subsequently charged with each order placed. Electronic Payment If paying by ipage or automated bank draft, Ingram offers a 1% cash discount on payments made within 25 days of statement date. The NET amount is due 30 days from statement date. To pay electronically, complete the authorization form included in this packet, and return it to Ingram. Discrepancies Invoice discrepancies must be reported to Ingram within 30 days of invoice date unless the product is defective. All discrepancy reports must include an invoice number and date of invoice. Discrepancies reported after 30 days from invoice date will not be adjusted. We will not accept handling fee chargebacks. Late Interest Charges Late interest charges accrue at 18% per annum on all invoices not paid within stated terms. Having past due invoices may also result in a delay of shipping new orders. Withholding payment due in anticipation of credit memos for returned inventory is unacceptable. Ingram reserves the right to hold or cancel new orders on customer accounts with past due balances. Ingram s credit department will contact you if an order has been delayed or held. If you are having problems meeting your financial obligations, call your Ingram credit representative to discuss possible alternative payment arrangements. Non-Sufficient Funds (NSF) Checks If we receive notification of a non-sufficient funds check returned by the bank, the account is placed on immediate credit hold. All returned checks are presented twice through the bank before this action occurs. In addition, a $25.00 NSF check fee is assessed to your account when a check is returned. Replacement funds to cover the check and fee must be made via certified funds before the account is reopened for ordering. Collections and Legal Fees Failure to resolve past-due balances in a timely manner may result in your account being forwarded to a thirdparty collection agency or an attorney. Should this occur, you are responsible for all related collection and/or attorney fees. Change of Ownership and Closing Procedures Please notify Ingram s credit department when closing or selling your store. Failure to do so could result in extending your financial obligations beyond the change in ownership or closure. Ingram may also request a copy of your bulk sale transfer agreement when selling your store. Remember to inquire about cancellation of subscription plans and backorders.

6 Please note that Ingram does not have a buy-back policy on closing store inventory. If excess inventory is returned, penalties up to 65% off retail may be incurred, or product may be refused. Assuming that overstock percentage is less than 10%, the customer may elect to return enough inventory to settle the final balance owed. This should be discussed with Ingram s Credit Department. If a store closing occurs within 12 months of opening, and the customer wishes to utilize returns to offset open invoices, additional penalties may be incurred. Payment of all outstanding invoices is due within 10 days of closing or sale of store. Ingram Credit Department A credit representative will be assigned to your account to assist with questions regarding payment of invoices or your monthly statement. Your representative may ask you to periodically complete an updated trade application and submit financial statements in order to keep our records current. Ingram holds all financial statements in the strictest confidence. To reach Credit call (800) and listen for the prompt. The Credit department mailing address is: Ingram Book Group Credit Department, One Ingram Blvd., MS 353, LaVergne, TN Street Smart Street Smart: is a service that enables booksellers to receive new releases prior to their announced on-sale dates. As a Street Start member, you must agree not to display, sell, or loan any of these titles before the publisher-assigned on-sale date. Street Smart (Standard): These are titles with a publisher assigned on sale date. These titles will be listed as Street Smart on ipage. Minimum order quantities are not required for these titles. However, in order to receive Street Smart (Standard) titles before the on sale date, you must accept the affidavit. If you do not accept the Street-Smart affidavit, then these titles will not become eligible to ship to you until one business day before the on-sale date. Audiobook Street Smart Titles If the print edition is a Street-Smart title, then the audiobook edition will also be a Street-Smart title. You may find instances when the book may have a street date but not the audio. There are a few reasons this may happen: The audio is probably manufactured or distributed by someone other than the print edition publisher. The audio edition might not be released until after the on sale date for the print edition. Street Smart (Select) These titles include major releases based on Ingram initial buy. You will receive advanced notice of these titles. Minimum single-line order quantities are required in order to receive these titles one business day before the on-sale date. Single Line Order Quantity: All product In full carton quantities. Will ship To arrive before the on-sale date (affidavit customers). Will become eligible to ship One business day before the on-sale date (non-affidavit customers). Please note: We print the on-sale date on the packing list. It is your responsibility to hold the books for sale until the on-sale date.

7 Special Notes For Street Smart (Standard), if you have accepted the affidavit, Scheduled Delivery customers will receive books in the next combinable shipment after stock is received. International customers using a freight forwarder might not receive Street Smart titles before the onsale date. If the title is to arrive before the on-sale date, please have the title shipped directly to your business address. Not all Ingram customers are eligible to participate in the Street-Smart program. For more information on Street Smart or to see if you qualify, contact an Ingram representative at (800) Ext or programsandservices@ingramcontent.com. When ing Ingram please include your account number for faster processing. Greenlight Titles General Information Greenlight title is the name given to books we carry even though they are in very low demand. Greenlight titles are short discount titles (35% or less) stocked only in the LaVergne and Roseburg warehouses. Greenlight titles may be ordered as part of a regular order or as an alternate DC order. If placed with a regular Ingram order, Greenlight titles will count toward the total number of units ordered for discounting and freight calculation on regularly stocked titles and are eligible for free freight. Co-op Reports Tools for Smart Advertising Ingram s Co-op Reports are one of your best tools for reviewing your publisher purchases through Ingram and using this information to apply for advertising dollars from publishers. Co-op Reports are now available in print or electronic form. Reports are available on ipage. If you prefer paper reports, you can receive them on a quarterly and annual basis for a yearly fee of $250. Reprints and special requests incur a fee of $75. Ipage subscribers can view their monthly, quarterly, and annual Co-op Reports (including fiscal reports) for free on ipage. Simply click on the Reports tab at the top of the homepage, then the appropriate co-op report link. To learn more about our Co-op Reports, call (800) Ext or us at coopadmin@ingramcontent.com.

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