Max. should only be 4 bottles. Anything more requires manager approval.

Transfer Orders

Sample Reason Codes

Samples on a Sales Order

All samples on sales orders must always have a sample code on the line.  This helps us track sample budgets.

All samples must have “SAMPLE NOT FOR RESALE’ next to the description on each sample line.(On outgoing order to customers- not needed for sample signouts)

Example: Jelu Malbec San Juan "Zonda Valley" 2016 12x750ml “SAMPLE NOT FOR RESALE”

Important Fields!!!

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• Order Type = Sample(For Sample Orders)

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Sample Reason Code - Choose

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Gen Prod Posting Group - Choose(only SAMP/ OS SAMP)

• Line Discount % = 100
• Total Amount = $0

Samples on a Transfer Order

All sample requests must be sent to the Orders Team for processing. Sample days are Monday and Wednesday (exceptions may apply, approval needed from Manager)

Orders will place a transfer order and place the initials of the person placing the request next to the description on the line Receptionist will check in all samples and label for the rep or manager that requested it and place it aside for them Orders will sign out orders transferred to the office by placing it on a sales order for that sales rep that removed it from the office. -Location code must be changed to office and sample codes for each line must be entered. Samples that need to be shipped out of the office must have a request to the receptionist to handle. Orders Team must sign out and create sales invoice depending on what it is for. If its going to a customer, should be signed out on a rep card(coded as HAND)- for OS samples on customer card-SAMPLE as order type. If Tom or Julia is sending it out for marketing, etc, this is signed out and coded on the TEW customer card. Billecart has their own representative. Their samples go on the representative card and coded accordingly

Signing out Samples

Sample Sign Outs.xlsx

• Samples that are brought in to the office are to be signed out once the reps confirm they have been taken on the email to wall samples.
• Check Business Central Office Inventory for item and wall before adding sample to the transfer order
• This is done to ensure “OFFICE” inventory location is accurate & rep’s sample budgets are properly accounted for
• Items are to be signed out on the respective REP or PM
• When signing out XX, Personal Purchase, send a copy of the invoice to accounting@tedwardwines.com
• When the person who requested samples to the office and they do not have a Customer Card set up, sign out under T Edward Wines - C01193
• If an item is to be signed out as “Fire Sale” (FS) - this is to be done in Item Journal as a Negative Item Journal out of Office Inventory

SAMPLES SHIPPED FROM OFFICE

• Typically for OS accounts
• Samples shipped using a third-party carrier must be shipping to wholesaler’s licensed address. (No residences)
• Rep will reach out to OB/Office Assistant (what items and how many are needed/confirmed shipping address/FedEx service type)
• Office Assistant will confirm quantities already in office and what needs to be brought on the next transfer order.
• if needed on transfer note the item as - KU(rep)/Ship to WA(customer #)
• If everything is available to ship in office - sign-out then (treat as a wall sample: (OFF;FEDEX:FEDEX)
• If items needed from transfer - OB will wait till end of week to sign these out
• Sales Invoice should accompany shipment to the wholesale licensee

For orders being shipped to OS - check if they have a customer card set up in BC for sample sign-out. If not check with Compliance if the shipment needs to be tracked/invoice needed

• If needs to be tracked - get license information/ship-to- address(must be licensed location) and sign-out on new card
• If not needed - item journal out of office inventory
• DO NOT USE T EDWARDS OR ANY OTHER CARD TO SIGN THESE SAMPLES OUT

IMPORTANT FIELDS FOR SIGNING OUT SAMPLES

1. Order Type Code: SAMPLE
2. Location Code: OFFICE
3. Code: REP
4. Agent: REP
5. External Document No.: “SAMPLES SENT TO THE OFFICE WEEK OF MM/DD/YYYY
6. Sample Reason Code:
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Choose most appropriate code. Usually “SAMP”
7. Gen Prod Posting Group: Choose “Samples” or “OS Samples”
8. Once order is coded, line discount column should auto update to 100. To ensure, check Subtotal is = $0
9. Once all fields have been entered and reviewed, approve order type and post the order using the date the order was signed out. Example, date entered is 5/12. Order date must be 5/12.
10. If you notice you are losing the Sample Line Discount when an order is re-opened, simply update the Shipment Date and upon releasing, it should re-populate the Line Discount accordingly. See Loom Video

Errors & How to Troubleshoot

Sample Line Discount Process

When an order moves to the next day/is reopened/is re-released, it has to be re-calculated. That’s not a bug in our system’s design, that’s how it actually works to make sure you can calculate things. This includes line discounts, because our data changes day to day. If you have it re-opened and switch the date, it should re-calculate these for you so you don't have to go line by line.

To re-calculate all lines to populate 100% line discount, simply update the ‘Shipment Date’ before releasing.

For orders in BC to be exported/merged - you will have to re-enter the sample reason. Line discount should repopulate then.

Wall Samples

Samples that are for the wall will not be automatically signed out at the end of the week

Use this email distribution wallsamples@tedwardwines.com when you remove a sample from the wall.

All samples removed from the wall require sign out. OB will sign them out once emailed.

This email is for Wall Samples only

Updated process for REPS:

In order to stay compliant and keep accurate office inventory records:

1. All samples taken into the market must be marked “Not For Resale”.
2. All samples transferred into the office must be signed out at the time of pick up to wallsamples@tedwardwines.com
3. All samples transferred into the office must be picked up by the end of the week.  If you no longer need the sample due to cancellation and have not picked it up, email wallsamples@tedwardwines.com and request to place it back into office inventory.
4. All samples taken from the wall must be signed out by sending an email to wallsamples@tedwardwines.com
5. All samples sent to your home location must be marked “Not for Resale” – The Front Desk will have labels for you to place on the bottles

Sales Rep Over Budget

Please email Ronak, Nat, or Dillon (NJ) informing them if the rep goes over budget.