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Verified
Step-By-Step Instructions
For Sales team:
- Orders can be entered with ship dates up to 10 days into the future within the same month (due to price posting). For orders farther into the future, Sales Manager or Portfolio Manager approval is required.
- At this time we cannot place back orders on items that are not in stock. If you receive advanced interest on an item, reach out to the relevant portfolio manager who (if necessary) will create an allocation for the interested customer when the item arrives.
- Holds are discouraged and should only be used when absolutely necessary. All holds must have an expiration date. If the cases on hold are not depleted by the expiration date, they will be manually or automatically deleted. An attempt will be made to give the rep a heads up before cases are deleted but this is not always possible. Reps should assume any hold or allocation past the expiration date, will be deleted. If a customer does not deplete their hold by the expiration date and we are left with cases of an item that will not sell out immediately it is the responsibility of the sales rep to find a new home for these cases.
For Management
- Sales management will handle any backlash to holds/ allocations being deleted
- Sales management will ensure the sales team is adhering to these polices and address instances of hoarding as they come up
- PM’s are responsible for keeping track of advanced interest in items (that have not yet arrived) and creating allocations based on advanced interest
- Both Sales management and Portfolio management can approve holds and orders with ship dates greater than 10 days
In order to help the orders and credit teams operate as efficiently as possible, below you will find a
set of procedural requests that we ask you review and adhere to going forward.
1. Cut-off: Customers should be informed that cut-off for guaranteed next day delivery is 3:30pm.
Order board is open until 4pm, but as cut-off approaches, the orders team may have limited
ability to check CODs or process orders that require special handling. Emergency situations will
be handled on a case by case basis, but there is no guarantee that any requests made after 4pm
will be entertained, let alone honored.
2. Please use the following subject headers to communicate with them. We will start filtering these
headers in order to prioritize our workflow. If you do not use the below subject headers, you run
the risk of a delayed response or your email being missed. If you have any questions on which
header to use for certain situations, please reach out to Yamilee for clarity.
- OS Order (out of state order)
- Back Orders
- Sales Order
- Add On Back Order
- Add On Sales Order
- ADJ- Sales Order (this is for changing qty and/or price adjustments)
- ADJ- Back Order (this is for changing qty and/or price adjustments)
- New BH (bill and hold)
- Release BH
- Samples
- PU Request (pickup)
- HD Request (hand delivery)
- Order ETA
- Drop Ship (direct from winery to account)
- COD Confirmed
- Statement Request
- New Customer
- Payment or ACH
- Credit Memo
For any order that require Portfolio Manager approval, get PM approvals in email first then forward the email that shows the approval to orders@tedwardwines.com
Please send orders to Orders email distribution only, do not copy credit on orders only emails.
Only include Credit as a CC if there is something that they need to handle
