Owner

U

Untitled

U

Untitled

Verification

Verified

Department

Operations

Type

Standard Procedure

Use Cases

OrdersPurchasingMarketingPortfolio ManagersSales

Table of Contents

• Step-By-Step Instructions
• SALES REP SAMPLE REQUESTS TO OFFICE
• SAMPLES RETURNED TO OFFICE FROM EVENTS/TASTINGS
• SAMPLES SHIPPED FROM SUPPLIERS- ATTENTION: PORTFOLIO MANAGERS
• WALL MANAGEMENT/FRIDGE ATTENTION: PORTFOLIO MANAGERS AND SALES MANAGEMENT
• SAMPLES REQUESTS TO OS CUSTOMERS

Include Step-by-Step Instructions below

Step-By-Step Instructions

SALES REP SAMPLE REQUESTS TO OFFICE

1. Salespersons must email sample requests to the orders team no later than 2:30pm. Any request after this time will require manager approval.
2. The orders team will verify office inventory in Business Central before placing a transfer order.
3. If the product is available in the Business Central office inventory, the orders team will notify both the salesperson and reception. They will not transfer a sample to office.
4. The orders team will sign out the office sample for the salesperson to remove from office availability.
5. Reception will prepare the sample for the salesperson to pick up, unless the salesperson is present to check and collect the sample themselves. In that case, they will notify reception and wallsamples email.
6. Office sample delivery days are Mondays and Wednesdays.
7. Reception must check in all samples.
8. Samples for sales staff should be labeled with their initials, the date it was received, and placed in their cubbies or a labeled box.
9. Sales staff must pick up all samples brought in by the end of the week and ask wallsamples to sign out of office upon pick up
10. Any samples left in the office will be returned to office inventory. An email will be sent to wallsamples by reception with a list of the returned items for orders team to post.
11. If a salesperson no longer needs a sample due to cancellation, they should email wallsamples to return it to the office inventory.
12. Only current vintages should be placed on the sample wall.

SAMPLES RETURNED TO OFFICE FROM EVENTS/TASTINGS

1. Samples from Tastings and Events that are brought back to the office must be signed into office inventory
2. Reception will send the list to return back to office inventory to wallsamples. Orders team will confirm when posted
3. Samples from tastings brought in by producers that we currently do not carry should be entered into the T02024-NSS location OFFICE

SAMPLES SHIPPED FROM SUPPLIERS- ATTENTION: PORTFOLIO MANAGERS

1. Samples received to the office from suppliers must be checked in.
2. Use Sample Region item codes and send to wallsamples ex: IT2024-S location OFFICE / place in one location/cubbie.
3. Only current vintages and wines that are available or will be available shortly should be placed on the wall.
4. Samples for consideration should not be placed on the wall to avoid confusion with the sales team.

WALL MANAGEMENT/FRIDGE ATTENTION: PORTFOLIO MANAGERS AND SALES MANAGEMENT

1. Move past vintages (out of stock) items to FS whenever they are encountered.
2. To move to FS, email wallsamples with a list of items and inform orders team to move to FS location.
3. Anything placed in the fridge must have initials of the person who placed it there and the date. Failure to do this will result in removal of the sample

SAMPLES REQUESTS TO OS CUSTOMERS

1. OS sample requests will require approval. Include compliance and Allen on all requests.
2. OS sample requests to ship out of the NYC office, can only be shipped to the wholesalers licensed address.
3. Copy of the license is required if they are not a current customer
4. *DO NOT SHIP TO RESIDENCES
5. Orders Team creates a sales order for the samples on the OS customer card and a printed copy placed in the box by reception.
6. Samples should be marked “SAMPLES, NOT FOR RESALE”

Complete SOP under Fedex/USPS - sent from office SOP

Return to SOP's