Delhaize America Consolidated Audit Recovery Guidelines



Contents

Contents 1

I. General Guidelines 2

A. Claim Minimum 2

B. Claims Process 2

C. Claim Approvals 3

D. System Documentation 3

E. Current Marketing Funds 4

F. Statement Reviews 4

G. Post Audit Timeline 4

H. Private Label 4

II. Payment Practices 4

A. Cash Discount 4

B. Payment Terms 4

C. Vendor Inquires 4

III. Forms/Orders 5

A. Late Notifications of Cost Changes and Promotional Allowances 5

B. Late Notifications of Cost Increases/Decreases and Promotional Allowances 5

C. New Item Introductory Allowances 6

D. Promotional Allowances 6

E. Scan Promotions 6

F. Rebates/Volume 6

IV. Pricing 6

A. Same Day Pricing 6

B. “Like Item” Pricing 7

C. Floor Stock Price Protection 7

D. Short Shipments 7

E. Shipper/Pallet Pricing 7

F. Close-out/Markdown 7

G. Free Goods 8

H. Grand Opening 8

I. Bracket Pricing 8

J. Returns/Discontinued Merchandise 8

K. Damaged/Defective/Destroyed in Field Product 8

L. Product Recalls 8

V. Pharmacy 9

A. Price Protection 9

B. Contract Price Differential 9

C. Product Sourcing 9

D. Late notification of price change or deal 9

E. New Item 9

F. Allowances 9

General Guidelines

Any change to these guidelines requires written VP approval. These guidelines are intended to be directional in nature and would not preclude using good business sense.

1 Claim Minimum

Delhaize America (DA) will not process Post Audit claims under $100, except for duplicate or erroneous payments, freight, cash discount, and statement credits.

2 Claims Process

Claims are submitted to the supplier for a 21-day (calendar) review. If no response by the end of the 21-day time period, the claim will be processed. Any disputes will be responded to within five (5) business days or prior to deduction whichever comes first. Once a response is provided to the Supplier for the dispute and the claim follows the prescribed set of guidelines for the claim type, the claim may be processed without Supplier approval.

3 Claim Approvals

All claims greater than $10K (Center Store), $1K (Fresh), and all Produce and Floor Stock Price Protection claims require Category Manager (CM) or Assistant Category Manager (ACM) approval prior to being uploaded into the payables system.

Claims are submitted to the CM or ACM for a 15-day review. The 15-day Category review will occur simultaneous with the Supplier 21-day review. If no response by the end of the end of the 15-day time period, the claim will be processed. Monthly recaps are to be supplied to the CM and Director group to ensure visibility of less than $10K billings.

| |

| |Category |Accounting | |

|$ Range |CM/ACM |Director/VP |Team Lead |Mgr./Sr. Mgr. |Vendor |

|< 10,000 | | | | | |

|>10,000 < 100,000 |X | | | | |

|>100,000 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download