Dell Asia Pacific & Japan Markets (APJ) Sell- Thru & Inventory Reporting Requirements

Transcription

1 Dell Asia Pacific & Japan Markets (APJ) Sell- Thru & Inventory Reporting Requirements

2 Introduction Dell in the Asia Pacific & Japan markets (APJ) ( Dell ) is continuing to invest in generating additional market demand capability and the infrastructure, process, and channel intelligence capabilities. Those investments support both Dell APJ s distribution model as well as Distributor s business models. Fundamental to the successful execution of the strategy is robust, timely, and accurate reporting processes. This document communicates sell- thru & inventory reporting requirements, which provides specific guidelines on how each Distributor can achieve and comply with their contractual reporting obligations, as stipulated under the Dell Distribution Rebate Letter. The benefits of reporting include, but are not limited to: 1. Financial benefits under your Distribution Agreements such as Rebates and Warranty support. 2. Improved processing of rebates and credits. 3. Market and territory development based on sell- thru reporting. The benefits to Dell include, but are not limited to: 1. Develop vertical, product, and reseller promotions and programs, 2. Forecast, develop, and optimize distributor growth, inventory and product lead-times, and 3. Compliance with U.S. and applicable local country laws reporting legislation (For example: Sarbanes-Oxley). Reporting Requirements With reference to and as stipulated in your Dell Distribution Rebate Letter, you must meet all requirements of the Rebate Program, which includes but is not limited to the these sales-out & inventory reporting requirements. Accordingly, you must meet or exceed and maintain the Dell required 85% quarterly reporting compliance score, for the entire quarter, in order to qualify for any rebates, MDF and/or incentives under your Dell Distribution Rebate Letter. Should your reporting compliance score fall below the minimum required score of 85%, you forfeit receipt of and Dell will not be liable or obligated to make any payment of rebates, MDF and/or incentives in terms of your Dell Distribution Rebate Letter. If you fail to meet the minimum compliance score threshold of 85% for three consecutive fiscal quarters, your relationship with Dell will be re-evaluated with termination being a possible consequence. Overview of Reporting Requirements The sell- thru & inventory reporting requirements are designed to focus on: Timeliness

3 Completeness Accuracy of reported data Consistency The reporting requirements define specific measurement criteria. In addition, it provides definitions, reference tables, templates and contact details.

4 All individuals associated with the reporting process should read this document and understand the guidelines. It contains important requirements on the collation and submission of the sellthru and inventory data to Dell. Reporting requirements set out specifically: I. Reporting Period, Timetable and Submission Process II. Templates, Definitions and Requirements III. Reporting Compliance Measurements & Metrics IV. Feedback and Communication Process V. Distributor Feedback on Zyme validations VI. Reference tables and supporting data files VII. Escalation and Appeal Process I. Reporting Submission Process Reporting Periods Dell weekly reporting period runs from previous week to specific cut-off (midnight). Sell- thru reporting shall cover the full week as stated above. Inventory levels reported reflect status at week close. The sell- thru & inventory reports are due on below cut off time for all countries in APJ. Partner Region First Cut off Time (GMT +8) Local Time South Asia Monday 22:00 Hrs Monday 10:00 PM GMT ANZ Monday 18:00 Hrs Monday 8:00 PM AEST India Commercial only Monday 17:30 Hrs Monday 3:00 PM IST Korea Monday 22:00 Hrs Monday 11:00 PM KRT Great China (China, HK) Monday 12:00 Hrs Monday 12:00 PM CST Taiwan Monday 18:00 Hrs Monday 6:00 PM NST Japan Monday 16:30 Hrs Monday 5:30 PM JST File Naming The following file naming convention is required: <Distributor Company Name>_WK<Week Number>_<Content>.xls Example: Distributor company name: Acme Distribution Reporting week number: 07 Sales-out report filename: Acme Distribution_WK07_SO.xls Inventory report filename: Acme Distribution_WK07_IN.xls Submission Process

5 Both the sell- thru & inventory reports should be ed by the deadline each week to the appropriate address based on geographic region. A receipt will be returned after receipt of the sell- thru & inventory reports. Zyme Dell APJ Team ( ANZ/ Great China/ Korea/ Japan) - zymedellapjteam@zymesolutions.com Zyme Dell APJ Team (SA and India) - dell@zymesolutions.com Holiday Coverage Dell reporting deadline remains unchanged unless due to public holiday. Distributor must ensure adequate coverage to meet reporting deadlines. Example: If there is a public holiday on Monday which sell- thru & inventory reporting is due to Dell, then the sell- thru & inventory report should be submitted to Dell by close of business on the next following working day, for Dell to record sales of that week and inventory close. If there is a public holiday for the entire fiscal week and no sales is anticipated then Zyme should be pre-alerted of the same. If there is a notification from Dell or Distributor about delay in reporting because of regional/country public holiday or a system maintenance etc., then Zyme will provide one additional grace period to the Distributor to complete the sell- thru & inventory report. Zyme will override the timeliness score accordingly (Note: this is not applicable for personal absences). II. Reporting Templates The following section sets out the format, content and definitions for each reporting requirement. The reporting templates have been standardized across product lines and geographic regions to ensure consistency. A. Sell- Thru & Inventory Template All sell- thru & inventory related transactions must be reported, including all associated hardware and service sales. Note that Dell does not require the Distributor s sell-out pricing information to be included in reporting. Please do not provide this information in reports. The following table shows the field names, description and mandatory requirements. The requirement column defines the criteria of the field. The categories are: : Distributor is required to provide the data.

6 : Depending on Distributor Agreement with Dell, mandatory information should be reported. Field Name Description Distribution Partners Store ID/Warehouse Location Distributor needs to report either Store Country Store/Warehouse ID (if various in same country) or Store Country/Warehouse (multiple country locations) Sales Order Number The order number assigned by Dell to the Distributors order Distributor Invoice Date Distributor s invoice date to the reseller. Format DD/MM/ Distributor Invoice Number Distributor s invoice number to reseller Distributor SKU Code Distributor s assigned product code Distributor SKU Description Product description given in the distributor's system Quantity Sold Sell- Thru Quantity. (Positive for sell-thru) Returns to be reported separately Sales Returns Returns from Customers to the Distributor Stock Entry Date Date product entered Disti Stock. Format DD/MM/ Disti Unit Price Distributor Price purchased from Dell per transaction (in USD) Currency Code Currency of Sale (Purchase Price from Dell) Customer No Distribution Account No Per Dell Invoice (7 digit number preceded by 2 letters) Transaction Type (SNS or To identify B2B transactions from Stock and B2B) Sell transactions. If it is B2B or SNS with special pricing, End User Customer info i.e. Company name, Address, City and Country must be filled Service Tag # Client Products (CSB + PLI Client + ESG) - 7 digit alphanumeric unique identifier Serial Number (PPID) SnP (Monitors) - 20 digit unique identifier or serial numbers Reseller Name Name of reseller that product was sold to Reseller Address Reseller City / State / Province / Prefecture Reseller Country Reseller Postal Code Street Address of Reseller that the products were sold to City of Reseller that the products were sold to 2 character ISO Country Code for reseller Postal Code of the Reseller that the products were sold to

7 Reseller Affinity ID Dell Reseller Partner ID End Customer Affinity ID End Customer Name End Customer Address End Customer City End Customer Country End Customer TIN Reporting Distributor Name End Destination where applicable 1) End Customer Back to back/project business OR 2)If End User/Consumer is known (SnS) The Reporting Distributors Contractual Name with Dell Distributor Affinity ID Affinity ID provided at the time of onboarding Sales Order Date Date product is ordered by Disti from Dell Format DD/MM/ Distributor Reseller ID Reseller ID/Account Number maintained by the Distributor Distributor End User/Consumer ID End User/Consumer ID Account Number maintained by the Distributor VAT ID (Reseller) VAT identification number applicable for those distributors operating in regions/countries which issue a unique alphanumeric code for a reseller entity Dell Promo Code Dell Promo ID (if defined by the business - for ex. Deal ID) Dell Promo Description Description of the program under which nonstandard pricing is being offered. Dell SPL Number Commercial SPL part number Dell SKU Code Dell's defined Product Code - Dell Model No. if available Dell UPC, JAN, EAN P/N Dell Identifier visible on Label of System Unit FGA Finished Goods Assembly Catalogue Code Notes: 1. fields have to be completed as part of the reporting compliance metric (for more details please go to Section III.) a. For Items with a service tag or PPID number, one of these 3 fields must be reported on to remain in compliance: i. Service Tag ii. PPID iii. Dell Sales Order Number

8 2. fields have to be completed as determined applicable in the region; APJ. The fields sample are: a. Dell SPL Number b. Reseller Affinity ID c. End Customer Information i.e. Company Name, Address, City and Country for SNS sales transactions if applicable d. Dell Promo Code as defined for example deal registration (Deal ID) or as defined in a sales out terms and conditions promotion 3. Data should be reported in the standard labeled reporting columns and in the format providing by Dell and must not be Distributor s format. 4. Service Tag and PPID are applicable for all system products at POS and is available on the invoice issued by Dell to the Distributor. o In Inventory, if Service Tag Numbers/PPID s are available for system products at the time of stock inbound into the Distributor s warehouse, then it should be reported 5. For Distributor s Unit Price from Dell if reported; the price point per unit needs to be reported in each line item per sales transaction and not total value of the invoice. 6. If dates of transaction reported are not of the specified week (for example current week s transactions included) then the report will not be considered by Zyme and needs to be resubmitted. 7. Fields such as Sales Order Number/Order Date & Customer Number should be Dell defined data and not Distributor s defined. 8. Data provided in the Reseller Name field with full stops ".", spaces " " or numbers is not acceptable and the report will have to be resubmitted. 9. If Reseller Affinity ID is omitted in a specific week s POS file and needs to be updated, it can be provided to Zyme in the Distributor Reseller Summary files communicated thrice in a quarter (for more details please go to Section (for more details please go to Section V.). B. Inventory Template Field Name Description Distribution Partners Inventory Report Date Report Date (End of reporting period [Week] - Date for which inventory snapshot is provided Store ID Distributor needs to report either Store/Warehouse ID (if Store Country various in same country) or Store Country/Warehouse (multiple country locations) Sales Order Number* The order number assigned by Dell to the Distributor's order

9 Distributor SKU Code Distributor assigned product code Distributor SKU Description On Hand Inventory Quantity On Order Inventory Quantity Product description given in the distributor's system Unit Quantity of Material currently in Inventory (distribution warehouse) On Order Quantity (Quantity of Material Ordered not received in distribution partner warehouse Stock Entry Date Date product entered Disti Stock. Format DD/MM/ Disti Unit Price Distributor Purchase Price from Dell per unit (or) Dell Sell-in Price per unit Currency Code Currency of Sale Customer No Customer No: Per Dell Invoice (7 digit number preceded by 2 letters Reporting Distributor Name The Reporting Distributors Contractual Name with Dell Sales Order Date Date product is order by Disti from Dell Format DD/MM/ Dell SPL Number Commercial SPL part number Dell SKU Code Dell's defined Product Code - Dell Model No. if available Service Tag # * Client Products (CSB + PLI Client + ESG) - 7 digit alphanumeric unique identifier Serial Number (PPID)* SnP (Monitors) - 20 digit unique identifier *Note: The sales order number is only a mandatory field if the following condition is not met. The unit has a service tag or PPID number and that service tag or PPID number is not being reported back to Dell. III. Reporting Compliance Measurements & Metrics Dell s reporting compliance metric is based on three criteria: 1) Timeliness of reports, 2) Completion of field, format and data, and 3) Accuracy of data (quality). Criteria will be measured on a point system with percentage weighting. Each Distributor can score 100 points per week. The reporting compliance metric is calculated on a rolling 4-week average (400 points maximum/4 weeks = reporting compliance metric %). The three criteria for reporting compliance have the following points/percentage weighting:

10 Timeliness 30 points (30%) Completeness 20 points (20%) Accuracy 50 points (50%) TOTAL 100 points (100%) Timeliness Compliance: All sell-thru & inventory reports must be submitted following the reporting week according to the timelines stated in this document. The timeliness compliance metric and point scheme is demonstrated below: Timeliness Weightage: 30 points Example: If the Distributor reports before FRIDA 16:00 CST, a score of thirty (30) is assigned. If the Distributor reports after FRIDA 16:00 CST, no score (0) will be assigned. Notes: - If the report submitted within SLA is not in a readable format in order to be uploaded into Zyme and resubmission is required then Timeliness score will be zero (0) the most recent file will be used to measure Completeness and Accuracy of data. - If weekly submissions are comprised of multiple Reports then all reports need to be submitted within stated timelines, otherwise the timeliness score will be zero (0). Partner Region Cut off Time Score South Asia Mon, 10:00 PM SGT 30 South Asia After Mon, 10:00 PM SGT 0 Partner Region Cut off Time Score China, HK Mon, 12:00 PM CST 30 China, HK After Mon 12:00 PM CST 0 Partner Region Cut off Time Score Taiwan Mon, 18:00 PM CST 30 Taiwan After Mon 18:00 PM CST 0 Partner Region Cut off Time Score India Commercial Mon, 3:00 PM IST 30 India Commercial After Mon, 3:00 PM IST 0 Partner Region Cut off Time Score ANZ Mon, 8:00 PM AEST 30 ANZ After Mon, 8:00 PM AEST 0

11 Partner Region Cut off Time Score Korea Mon, 11:00 PM KRT 30 Korea After Mon, 11:00 PM KRT 0 Partner Region Cut off Time Score Japan Mon, 5:30PM JPT 30 Japan After Mon, 5:30PM JPT 0 The above timelines apply to reporting for the Distributor s applicable country. Completeness Compliance A report is considered complete if there is a non-zero value reported which includes text in a numerical input field. Completeness score is assigned based on overall percentage of complete fields reported in a report. The following are the data fields that are required for reporting for the Completeness calculation: Entity Field Name Warehouse Location / ID Distributor Invoice Number Distributor SKU Code Distributor SKU Description POS Reseller Address Reseller City Reseller Country (ISO Code) End User Address End User City End User Country (ISO Code) Warehouse Location / ID Inventory Store Country (ISO Code) Distributor SKU Code Distributor SKU Description The data Completeness metric awards a maximum of 20 points Formula for calculating Completeness % = [Complete Field Count / Expected Field Count] * 100

12 Formula for calculating Completeness score = Completeness Weightage * Completeness % Overall Completeness Score: [POS Completeness Score + Inventory Completeness Score] / 2 Accuracy Compliance: The data quality metric awards a maximum of 50 points. It will focus on: Reporting dates in the correct specified format (Invoice Date/Order Date). Warehouse locations (countries) are reported in the ISO Country Code. Dell defined information such as Sales Order Number, Customer Number, Dell Partner ID, Distribution Buy Price Reseller country should be in the enlisted ISO Country Code list. Overall data should be reported as per the reporting fields below: Entity Field Name Condition POS Distributor Invoice Date Reseller Name Reseller Country End User Name End User Country Quantity Sold Dist Unit Price Service Tag PPID Transaction Type Should be in a system recognisable date format. Should be text value The reported Reseller Country should be part of list of Coverage Countries for the respective Distributor. Must use 2 digit ISO Country Code Should be text value The reported End User/End Customer Country should be part of list of Coverage Countries for the respective Distributor. Must use 2 digit ISO Country Code Should be in number or decimal format. Dell purchase unit price Should be 7 digit characters format Should be 20 digit numeric format Should be B2B or SNS

13 Inventory Fiscal Week End Date Currency Code Quantity Should be in a system recognisable date format. Should be ISO Code compliance. Should be in number or decimal format. Completeness and Accuracy calculation will always be performed in relation to the most recent file submitted by the Distributor. IV. Communication & Feedback Process: All quality issues will be communicated back to the Distributor highlighting the errors. Zyme or Dell will not be able to amend data on behalf of the Distributor due to audit requirements. Therefore the report will be sent back to the Distributor contact requesting the changes. Both the sell- thru & inventory reports should be ed by the reporting deadline each week to the appropriate address based on geographic region. Zyme Dell APJ Team (ANZ/ Great China/ Korea/ Japan) - zymedellapjteam@zymesolutions.com Zyme Dell APJ Team (SA and India) - dell@zymesolutions.com A Distributor compliance scorecard will be extracted and made available to the Distributor on a monthly basis. This report will contain following information: Weekly timeliness breakout. Field completeness breakout. Field accuracy breakout. The Completeness and Accuracy breakout numbers will be color-coded based on following thresholds: Color Code Range Green >= 95% ellow >= 85% and <95% Red <85% An example of compliance status is illustrated in the following format: Week Timeliness Completeness Accuracy Total F15WK F15WK F15WK F15WK

14 4 WK AVG % Break Up 50.0% 87.5% 95.00% V. Distributor Feedback on Zyme Validations: Zyme communicates a Distributor Reseller Mapping file to all Distributors thrice in a quarter (Dell fiscal weeks 5, 11, 13) to review the following: Reseller validations stamped based on Distributor s sell- thru & inventory report. For example Dell Partner ID/Reseller Name/City/Country, and Product validations (including non-tied peripherals). Note: Distributor should review this information and provide feedback on the validation files in a timely manner. Note: Distributor can submit a missing Dell Partner ID for WK 1 even in WK 13 of the quarter; however it should be related to existing transactions. If the transaction is not included, it will be treated as a new transaction and will affect the timeliness criteria of the reporting scorecard. VI. Reference Tables and Supporting Data Files: As part of its reporting requirements, Distributor will receive the following Excel files: a. 2-Character ISO Country Codes b. Valid Currency Codes, and c. XXX Calendar Weeks. The information is available on PartnerDirect (click on the links to access from the portal) VII. Escalation and Appeal Process: Any changes to a report that has been submitted must be escalated for validation to Dell Country GSO Ops and if such changes are determined by Dell to meet the reporting requirements, the Distributor will receive an authorization under copy to the Zyme team for amending such report. Refer to the below for Country GSO Ops Escalation Point APJ Country 1st Level Escalation (Dell country GSO 2nd level escalation ( APJ) Ops) Australia / New Zealand Eng_Tatt_Khor@Dell.com Shen_Chan@Dell.com China Pengyu_Wang1@Dell.com Tracy_Dai@DELL.com Taiwan Pengyu_Wang1@Dell.com Tracy_Dai@DELL.com

15 India Japan Korea South Asia Hong Kong A request to amend a report should be made no later than three (3) working days from the date of submission of the relevant report. All subsequent requests for amendments will be disregarded and are not authorized to be submitted. If a resubmission is requested from Zyme because there is a gap in the report due to which data cannot be uploaded, then the amended report will qualify for the Completeness and Accuracy. However, the score for timeliness will still be marked as zero (0), as the first file is not valid. If missing transactions are submitted to Zyme after end of quarter and within the extension period notified by Dell for re-submission, then Timeliness will be marked as zero (0) and the Completeness and Accuracy metrics will be updated.