Vendor Debits from a TRF

Vendor Debit Memos-TRF Process  

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Vendor Debit Overview

Advantus obtains products from other vendors in order to sell to our customers. We require our vendors to operate at standards outlined by Advantus. We provide each vendor a Vendor Guide on an annual basis. We ask that the vendors sign an agreement advising they understand and agree to those terms.  When there is a failure in those standards by the vendor, Advantus may elect to debit the vendor a set amount. Such debits typically occur as a result of the following events: TRF: Failure or extra costs associated with product compliance testing Compliance Fine: Issue with item that resulted in a compliance fine from the Advantus customer Customer Reports/Feedback: Failure in item as determined by a compliant received from customer or end user Warehouse/Vendor Issue Task: Issue with item that resulted in a rework project by the warehouse to bring it up to the standards set

TRF: Vendor Debit Process Overview

When an item fails product compliance testing or when extra costs are incurred for the testing due to the vendor, Advantus may elect to debit the vendor for it. The Product Compliance Specialist will determine if the debit should be made when reviewing the TRF based on findings and procedures for the Division. When a debit is required, the Product Compliance Specialist will: Enter the debit details onto the TRF in NetSuite,  Create Vendor Debit Memo record in NetSuite,  Forward a copy of the debit memo to the vendor via email, Send a copy to accounting so they can process the vendor debit, and Attach copy of debit memo to the TRF in NetSuite.  The following training will provide the steps on issuing a vendor debit for issues with a TRF.

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Vendor Debit: TRF

The following steps outline the vendor debit process as a result of a TRF. Step Action 1 Select Edit option on desired TRF

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Step Action 2 Click Vendor Debit Memo subtab  3 System will display Vendor Debit Memo fields of subtab

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Step Action 4 Select Product Testing Failures in dropdown feature of Vendor Error field  5 System will fill in Vendor Error Fee field with correct amount

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Step Action 6 If additional fee or administration fee is required, type in amount in the Additional Fee field  Note: System will total up Vendor Error Fee and Additional Fee fields. It will enter the total in the Vendor Debit Amount field once the updates are saved. (Step 9)

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Step Action 7 Type in the reason for the debit in the Debit Notes field  8 Click the box to the left of the Create Debit Memo field  Note: This creates Vendor Debit Memo record in NetSuite.

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Step Action 9 Select Save to update the vendor debit details on the TRF  10 System displays the Vendor Debit Memo record in NetSuite

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Step Action 11 Confirm details and amounts are correct and select Save  12 Click the print icon () to generate PDF version of memo

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Step Action 13 System displays PDF of debit memo  14 Save PDF to share drive Compliance-Vendor Compliance-Vendor Debit Memos-YYYY folder 15 Email copy of PDF memo to the vendor using the contact details in NetSuite and cc: ap@advantus.com for accounting to process debit 16 Access TRF record to attach PDF of debit memo using Drag and Drop feature.

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