AAFES Account Notes – 401AAFES, 401AAFESDC, 401AAFESCL, 401AAFESCLDC

General Details

Customer Number(s): ­­­­­­­­­­­­­­­­­­­­ ­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­401AAFES, 401AAFP, 401AAFESDC, 401AAFESCL, 401AAFESCLDC

Orders Received: ☒ EDI ☐ Email ☐ Portal Import ☐ Fax

Ship From Location: Shawland L, PBG, 12^th Street

Planned Ship Date: ☐ From Order Date* ☒ From Customer Ship Date*

☐ From Cancel Date* ☐ Day(s) of Week

☒ EDI Mapped Directly

*If “From” logic: ☐ Add # days ☒ Subtract 3 # days

Same Day Shipping: ☒ Yes Cutoff Time: 9:00AM ☐ No

Ship Via: Customer Routing Guide

Freight Code: Collect

Order Processing Schedule: Orders Received On: Mon-Fri, but mainly Mon and Tues.

Orders Released On: Same day received

Orders Shipped On: Orders are routed by OM

Customer Contacts: All communication should be sent to Teresa, including regarding CLI.

Damaged & Defective Terms: N/A

Backorder/Partial Line Handling: Close backordered line. AAFES Does not accept backorders. Change qty of an item if needed (due to low stock) as long as it’s within case pack. No need to tell AAFES about either one of these situations unless it’s the only item on the order. If so, it either needs to be canceled or the ship date needs to be extended based on when the item will become available again.

Order Confirmation Requirements: Sent via EDI

Changes/Cancellations to PO: Item QTY can be changed by either closing an out-of-stock line item or reducing the qty of a line item. ALL other PO cancellations and change requests need to be submitted to AAFES for approval.

Holiday Schedule/Requirements: N/A. Just ship by the cancel date which is usually a week after we receive the PO. This is never an issue.

Sales Order Processing

Approval Method: ☒ Auto ☐ Manual

Release Method: ☐ Auto ☒ Manual

Release Email Required: ☐ Yes ☒ No

Orders Must be Released together for pick jobs: ☐ Yes ☒ No

Validation Failure: Price Variances- See below.

Price Variances- Please confirm ALL price variances with Marketing AND Teresa Carlson. We almost always just accept the PO price and let the AAFES buyers know to fix it in their system for all future POs for that item.

Customer Portal Process: If customer has portal, please detail when and how it is used in the order process.

N/A

Customer Specific Process: Please outline any unique processes performed for this customer by Advantus. (Examples: Optional fields valued with specific data,

N/A

Return Authorizations

Returns Allowed: ☒ Yes ☐ No

If so, please explain any existing customer specific details to the Return Authorization process.

Authorized returns are allowed for returns totally greater than $300 as long as the product being returned is re-sellable. Typically, customers return items to stores and we issue authorized destroys/credits to the stores since they replace the customer’s bag on our behalf.

Order Process

1. Check the Dashboard / Hourly EDI for orders.
2. Use SOM to view all orders on hold.
3. Check for Validation Errors and any orders for the day that are not at 100% allocation.
4. If you have any issues with any orders, send an email to Teresa Carlson (see below for example) and the listed CC’s
   1. You can adjust quantity (within MOQ) for inventory shortages.
   2. You can close lines on Multi-line PO’s
   3. Anything else will need Teresas approval.
5. Once the orders are fixed or have a hold note you can begin the release process in SOM.
6. Before releasing you will want to export all orders to Excel.
   1. Select columns A, H, J-R and Delete
   2. Select any rows that have a hold note and will not be released and Delete
   3. Select columns H-M and Delete
   4. Add filter to column G
      1. Open filter and unclick “Select All”
      2. Type in “SILL” and select any boxes listed.
   5. Copy everything in the spreadsheet and add it to the email to Teresa so Ericka will know which orders need to be expedited.
7. Release all orders that are ready for release.
8. Send the email and follow any guidance given for the orders that have issues for the day.