Vendors sometimes want to change the trading arrangement with our business and this can mean changing from a wholesale arrangement to a proforma arrangement. 

Supplier moving from Wholesale to Proforma

Typically, when transitioning from wholesale to proforma, the supplier needs to purchase all their available stock in our warehouses, which must be returned to them. From this point, we no longer manage their retail POs, as proforma ordering is handled by our order management team and Winning's customer success team.

1. Initial Communication:

   • If the supplier communicates the change, confirm with the responsible PRM (Partner Relationship Manager).If the PRM is the one sending the comms, this is fine to proceed.

   • Confirm with the PRM that all ordering should be halted for the vendor.

   • Ensure the PRM has requested or prepared the new proforma vendor card for SKU transfer - without this we cannot transition skus over to new card.

   • Confirm with PRM if we are going to be claiming stock on hand for commercial locations. If so, include them in the Supplier Buy Back script.

   • To determine the stock to buy back, we need to know if we will be including or excluding partially paid sales orders for Winnings and AOL (question to ask ED Brenac for Winnings and James Bartlett for AOL).

   • Order management teams for AOL and WA need to be informed of the change  - main contacts are Hayley Ridden for WA and Jayke Tice for AOL.

2. Reports to be sent to PRM: 

   • Outstanding Orders Report (OOR): List all outstanding orders in the relevant locations. Determine their status and future actions.

   • Active SKUs List: Identify SKUs under the previous vendor code. Confirm what will be moved to the new vendor card. Skip this step if the supplier has already informed us what is moving.

   • Supplier Buy Back Spreadsheet: Use the 'Supplier Buy Back' query located here to determine what needs to be returned (including or excluding commercial SOH/POs and partially paid sales orders orders for AOL and WA ). This report shows us the SOH , PO and sales order data for a particular sku.  IMPORTANT: This query currently only includes PIF, ACCOUNT, and OVERPAID sales orders. If Ed and James wants to include partially paid orders, the payment status codes must be added to the script. After the PRM and AP have reviewed the data and have advised they are going to send this to the supplier, send an URGENT email to each DC instructing them to move the stock into QUAR. Consolidate the data into one spreadsheet, but provide each DC with its own individual sheet to work from. This is crucial to prevent stock from being sold and to address any stock reconciliation issues at this stage.

   • Pricing data - list the "Direct unit cost" and "last_direct_cost" per line ( this will determine what amount will be used for the buy back ) NOTE "Direct unit cost" cost is the cost currently used to purchase stock "last_direct_cost" is the cost last used in that location code 

   • Sales Order Reservation Data: Depending on how Ed and James decide to handle unpaid and partially paid sales orders, we need to allocate  SOH and POs currently in the system according to their instructions. Typically, they exclude partial and unpaid orders from the buyback, so reservations for these sales orders should be canceled. This information should be sent and actioned by Hayley Ridden for Winnings and Chloe King for AOL. The report can be found in NAV under Departments > Reports and Analysis > Export Sales Lines & Res. Qty

3. Actions Based on Reports that have been sent back:

   • OOR: Each line should be updated with a status when sent back from the supplier. Delete items no longer current, back-ordered, or EOL. Anything remaining should only be for sales orders and needs to be delivered ASAP.

   • Active SKUs List: PRM confirms which SKUs transfer to the new vendor card, ensuring only the agreed SKUs are moved 

   • Supplier buy back spreadsheet: Once this has been confirmed by the supplier follow steps here  under ' Vendor Buying back stock' to raise PC claims. The stock should already be in QUAR so the numbers should be the same as at the time of creating the report 

   • Pricing Data: A price per unit should be agreed upon for the amount to be reimbursed to us. This agreed price needs to be included in the email we send to the claims team when requesting them to raise PCs.

   • Sales order reservation data: This should be fixed by the sales team.

4. Transition SKUs and pricing:

   • Use the guide here to transition SKUs to the new vendor card. 

   • Ensure their stock type has been updated to proforma.

   • IMPORTANT ask RnD to remove the MMPs from the items. 

   • ROMA will sync overnight and remove the relevant SKUs from ordering when they are under the proforma vendor.

   • In PSS upload the agency pricing for both the RRP and Base Price fields. 

5. Typically, there is a specific time frame within which the supplier wants to fully transition to the new trading terms. Therefore, allow yourself enough time for the above steps to be completed.