VENDOR REFIL LL PROGRAM refill

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					VENDOR REFILL
  PROGRAM




Paul Alessandrini
Vendor Refill Co-ordinator
Updated: Monday, 6 November 2006
   INTRODUCTION
The Vendor Refill Program is a service provided by Bunnings suppliers to our Branch network, whereby the
supplier provides an order and stock maintenance service.

The success of the program depends on mutual trust, understanding and a strong commitment by
Suppliers, Representatives and Bunnings. The program is designed to ensure that stock management
becomes a joint supplier and store responsibility and therefore provides benefits to both.


   BENEFITS TO SUPPLIERS
       Joint stock management responsibility.

       Increase fill rate and increase stock turns.

       Increased awareness of market place, sales opportunities and product performance.

       Supplier can identify slow or fast moving products and react accordingly, i.e.: By increasing production
       to meet future demand or removing a non-performing product from range.


   BENEFITS TO BUNNINGS STORES
       Suppliers are committed to ensuring products are in stock at all times.

       Time saving. Team members can concentrate on customer service.

       Balanced stock management and increased sales.

       Improved Supplier relationships at Store level, good interaction between Team members and Supplier
       Representatives.
SUPPLIER RESPONSIBILITY TO STORES
 To sign the Visitors book & wear Accreditation badge at all times

 To ensure that call cycles are adhered to and Stores are advised of any changes

 Stock is never ordered to cause Maximum levels to be exceeded

 Overstocks are a joint responsibility. Discuss action to be taken with Stores and the Category Manager
 / Buyer

 To follow up on any orders that were not received by the Store to determine why they are overdue

 To advise both Stores and the Category Manager / Buyer of any known long term out of stocks.

 To review in conjunction with Stores the minimum / maximum stock levels, and make adjustments
 according to rate of sale.

 To recommend alteration to shelf space to better reflect rate of sale for each line and, if agreed, to
 assist with relay.

 To assist Stores with customer enquiries and complaints

 To assist Stores with customer repairs and stock returns


STORE RESPONSIBILITIES TO SUPPLIERS
 To ensure that Supplier Representatives have access to Call Cycle sheets and a PDT in Goods
 Inwards

 To ensure there is a ’point of contact’ within the relevant department for Representatives

 To ensure department team members are proficient in the use of PDT’s and are available to review and
 authorise orders placed by representatives

 To ensure that shelf labels are maintained, and that all additions / deletions to the range are actioned

 To review, in conjunction with Supplier Reps, the minimum / maximum levels to better suit Store
 specific requirements

 To ensure that Supplier Reps are advised of any problem stock or customer queries that have arisen
 since the last visit

 To make adjustments where necessary to Supplier call cycles to better suit Store needs.

  Please discuss with the Representative and advise the Vendor Refill Coordinator to alter the Call Cycle
 sheets
SUPPLIER PROCEDURE WHEN VISITING STORES
 Sign the Visitors book at the front service desk by name and company. Please note: (It is Bunnings
 policy that supplier representatives MUST wear their “Bunnings Supplier Representative Accreditation”
 badge at all times).

 Proceed to Goods Inwards to sign the call cycle sheets and to log out a PDT.

 Log into the PDT, under option 8 – Telnet, scan your accreditation card barcode, allowing access to
 your assigned 4-digit rep code. (Supplier Representatives MUST log-in as this electronically records
 that a call has been made, even if an order is not placed) To order, select the relevant rep code.

 Check to see if there are any customer repairs or stock returns. (Suppliers MUST check for these upon
 EVERY visit).

 Inquire with the appropriate department Team Member if there are any customer queries or stock
 problems.

 Review any outstanding orders and follow up with your office to determine why stock is overdue.
 (Supplier rep/agent MUST inform the relevant Buyer or Category Manager, as well as the store, of any
 known long term out of stocks).

 Ensure that stock area is tidy and rotate stock if necessary.

 Place an order directly into the PDT, ensuring that quantities remain within the minimum / maximum
 guidelines (refer next page 4).

 DO NOT order any stock item that isn’t ranged for an individual Store, or that is not ranged for sale by
 Bunnings without prior approval from the appropriate Category Manager or Buyer.

 Authorise order in conjunction with the appropriate department team member & return PDT to Goods
 Inwards.
STOCK ORDERING GUIDELINES
 Stock on hand quantities are guided by the Minimum & Maximum levels assigned to each product. The
 MIN / MAX levels are found on shelf labels (refer attachment 1) and are displayed on the PDT screen
 when ordering. The PDT will always display the most up-to-date MIN / MAX levels.

 The definition of a MIN is:
    o “The minimum stock holding of that product at any time. Stock should never fall below this
        level.”

 The definition of a MAX is:
    o “The maximum stock holding of the product that must never be exceeded, regardless of the
        number of facings.”

 These MIN / MAX levels are initially set by the Buyer, in consultation with the Supplier, and are generic
 for all stores and keyed into the corporate system.

 The MIN / MAX levels can be adjusted, by Bunnings Team Members, via the PDT at each store.
 Supplier Representatives are encouraged to provide feedback and work with Team Members to ensure
 that accurate levels are set for each store.


 The criteria for setting MIN / MAX stock levels are:
    o MIN level should typically represent 3 weeks stock, but should also take into consideration
         issues such as presentation standards, space allocation & sales demand.
    o MAX level should typically represent 8 weeks stock. It should also take into consideration
         issues such as, rounding up to the nearest pack quantity above the MIN, limited space
         allocation and the nature of the product.

 Any orders placed by Vendor Refill Representatives that cause stock holdings to exceed the
 MAX level, may be returned to the Supplier.

SUPPLIER REPRESENTATIVE ACCREDITATION PROGRAM
 Every individual Supplier Representative or Agent who enters our stores will be required to be officially
 accredited by Bunnings and be carrying their Bunnings Accreditation card.

 Accreditation addresses issues of safety & compliance when visiting Bunnings Stores & also outlines
 the Bunnings Vendor Refill program, & Telnet ordering system.

 Your appointed representatives must carry their Bunnings Accreditation Card at all times, as scanning
 the card barcode, is the only way to access the vendor refill ordering functions on a PDT.

 The on-line accreditation course can be accessed on our website at www.bunnings.com.au
   CALL CYCLE MANAGEMENT SHEETS
      The call cycle management sheets list each supplier on the Vendor Refill program and their call cycle,
      and assist Stores in the management of supplier visits.

      These sheets are designed to inform team members as to when a supplier last visited a Store, and
      when their next call is due. This will assist Stores in making decisions about placing orders.



   HOW CALL CYCLE MANAGEMENT SHEETS WORK
(Refer Example 1)

      Call cycles are listed as being weekly, fortnightly 3-weekly or monthly, as specified by each Supplier. A
      call cycle CANNOT be less frequent than “monthly”.

      The document is then broken down by month, by week.

      Supplier representatives MUST print their name and date the call cycle management sheet when they
      visit each store. Stores can then tell at a glance when suppliers have visited and make decisions
      regarding placing orders.

      Call cycle sheets are updated and distributed every month.

Example No. 1
GRADED PRODUCTS NOT RANGED BY STORES
  Most stores have experienced some difficulty in ‘fitting’ in the entire range of products that are graded
  for their store. Supplier Representatives need to be sensitive to the store situation. If there is a product
  that DOES NOT have a shelf label, please discuss this with the relevant team member before ordering.

MINIMUM ORDER VALUE
  Many suppliers have an agreed minimum order value set in our system. However, whilst our ordering
  system will alert the PDT operator to the fact that an order has not reached the minimum order value, it
  will not prevent the order from going through to the Supplier. The Supplier should contact the store
  concerned to negotiate supply. It is preferable from Bunnings point of view that there is no minimum
  order value, to ensure ease of ordering and supply to all stores.

PORTABLE DATA TRANSMITTER (PDT) TRAINING
  PDT training will be done at Store level, at the time of commencement by either the team member in
  your related area, or by a member of receiving.

ADVERTISING ORDERING

  It is the store’s responsibility to place advertising orders and to inform supplier representatives prior to
  ordering if stock requirements have been altered due to the placing of advertising orders.

SUPPLIERS WILL NOT BE HELD ACCOUNTABLE FOR OVERSTOCKS CREATED BY STORE
ORDERING OF ADVERTISED LINES. HOWEVER, IT IS ASKED THAT SUPPLIER REPRESENTATIVES
ASSIST IN TRANSFERRING OF THESE LINES TO OTHER STORES IF REQUIRED.

MISSED CALL CYCLE REPORTS

  Supplier representatives are expected to achieve all calls, as indicated by the call cycle frequency, on
  each stores Call Cycle Control Sheets. Failure to electronically record a call, by logging onto a PDT will
  generate a missed call.

  Weekly, fortnightly or 3-weekly call frequencies always begin on a Monday and finish on a Sunday.

  Monthly call frequencies always begin on the first day of a calendar month, and end on the last day of a
  calendar month.


  Missed Call Cycle Reports are available at a corporate level or store level. They detail specific
  instances of missed calls. (Example 2)

  Details of missed calls will be forwarded to each Supplier. (Example 3) It is the Suppliers responsibility
  to ensure all supplier representatives or agents call to the required frequency.
   HOW TO READ MISSED CALL CYCLE REPORTS
       Missed call cycles generate the last date of the particular call cycle. Therefore missed monthly calls
      always generate the last date of the particular month. Weekly, fortnightly & 3-weekly missed calls will
      generate the Sunday date that the particular call cycle finished. Incomplete cycles will not generate a
      missed call. Completed cycles that span two consecutive months will report missed calls for the entire
      call cycle period.

   Example: The table below indicates:

      3M Australia missed a fortnightly call [08-FEB-2004]. This means no call was made between Mon 26-
      Jan to Sun 8-Feb. However a call was made between Mon 9-Feb to Sun 22-Feb, as no missed call has
      been generated. No information for Mon 23-Feb has been reported, as the fortnight is yet to be
      completed.

      Abey Australia missed fortnightly calls [01-FEB-2004] & [15-FEB-2004]. This means no call was made
      between Mon 19-Jan to Sun 1-Feb, and between Mon 2-Feb to Sun 15-Feb. However a call was made
      between (Mon 16-Feb to Sun 29-Feb), as per the cycle is complete, and no missed call was generated.

Example No 2
AUTOMATICALLY GENERATED SUPPLIER FEEDBACK
   On the first day of every month, all Vendor Refill Suppliers will received an automatically generated
   email, containing details of all missed calls, asking them to investigate and respond. The email will be in
   Excel format-allowing suppliers to respond on the sent document. The response should be forwarded
   electronically to the Bunnings Vendor Refill Co-ordinator. The following is an example of the letter sent
   to suppliers.

Example No 3




QUERIES
If you have ANY questions please do not hesitate to contact us on:

   Paul Alessandrini - Vendor Refill Coordinator        Phone: (03) 8831 9849

   Simon Bloomfield - Accreditation Coordinator         Phone: (03) 8831 9839
Attachment 1

   BUNNINGS SHELF LABELS




   1. *V*
      Identifies the supplier of that product as being on the Vendor Refill program.

   2. 2. DATE
      Date label was printed i.e. 28120 = 28th December 2000.

   3. 3. STATUS
   C = Core range: must be carried in all stores
   S = Small range: ranged only after all “C” is ranged
   M = Medium range: ranged only after all C & S is ranged
   L = Large range: ranged only after all C, S, & M is ranged
   O = Special order only: not to be stocked
   W = Regional range/Local supply/Trade stores
   H = On Hold
   F = Phase Out
   X = Deleted
   P = Promotional
   Q = Quite Line

   4. MIN / MAX
      The minimum level that should be in stock at any point in time and the maximum stock on hand quantity
      allowed. It is the store’s responsibility to ensure these are accurate.
5. FINELINE
  The seven-digit number used by Bunnings to identify individual products.

6. BARCODE
  As provided by the supplier and is also displayed on the product. Barcodes may also be known as APN
  (Australian Product Number)

7. SHADOW LINES
  Used to audit the price of products with a Portable Data Terminal (PDT)

				
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