UNFI, Tony s Fine Foods, and Albert s Organics. Fast Track Account Set up

Transcription

1 UNFI, Tony s Fine Foods, and Albert s Organics Fast Track Account Set up Page 1 of 5

2 Version History Name Date Modified Changes Made Version Number M. Nielsen 11/20/2015 Created SOP 1 M. Nielsen 11/25/15 Modify 2 M. Nielsen 11/30/15 Modify 3 M. Nielsen 12/15/15 Modify 4 K.Knight 9/20/16 Modify 5 Purpose of Document UNFI has established a Fast Track Account Setup process exclusively for existing customers wanting to do business with additional (SBU s), which already have at least one account within UNFI, Tony s Fine Foods, or Albert s Organics. Timeline of the Process The process provides for a 3 business day, end-to-end set up process to establish an Order Ready account for the customer. Each internal team will have 24 hours for execution to achieve the 3 business day (72 hour) completion timeline. This document will outline each step of the process to include roles and responsibilities in execution for Sales, Accounting, and Account Setup. Sales please Note: If the existing customer is located in a remote or geographic area that is not currently serviced, work with your Sales Manager and Logistics to determine if we can service the customer prior to requesting the new account. Step One: APPROVAL PROCESS BEGINS Sales must get approval from Accounts Receivable that the existing account is in good standing the existing customer information, to the existing SBU accounts receivable contact o Customer name, address, account number, and sales rep name Complete the Customer Setup form and include as an attachment to the o Use the Customer Setup form on Appendix B CC: Your Sales Manager INCLUDE THE FOLLOWING IN YOUR REQUIRED SUBJECT LINE: FAST TRACK Account Setup Request (Customer s Name) Body of the should include: o Channel Account Manager, Regional Sales Manager, Targeted ship date of first order on new account, Attach Customer Setup Form Page 2 of 5

3 Step Two: ACCOUNT STATUS VERIFICATION Accounts Receivable (A/R) Manager for the existing account will advise the SBU A/R Manager if the account is in good standing. If the account is in good standing, the existing account s A/R Manager will at minimum, collect the customer s Terms of Agreement, Resale Tax Certificate, and Lawson customer number and Lawson national number to pass onto the SBU A/R manager for account set up. The customer s credit application should be shared if on file and available at this step in the process. If the account is not in good standing, and/or account setup cannot be achieved in the 72 hour (3 business day) timeline due to A/R Manager s concerns with the account information, the A/R Manager will escalate the setup delay to the Denver Fresh sales leaders: UNFI Director of Foodservice Sales (David Chavez), TFF VP of Sales (Steve Dietz), and UNFI National VP of Customer Care (Michele Nielsen). It will be the responsibility of the sales leaders to review and escalate to senior executives as necessary. Please note: this escalation protocol is specific to the Denver Fresh launch. Updates to the escalation protocol will be updated as needed. Note: If it is determined that the customer needs to complete or update any documentation, the A/R Manager will work with the Sales Representative and Customer post account setup. This should not delay the setup of the new ordering account for a customer in good standing. Step Three: ACCOUNT SETUP IN BUSINESS SYSTEM The SBU A/R Manager sends forms (Customer Setup, Terms of Agreement, Resale Tax License) to Account Setup indicating the account is approved for setup, within 24 hours of receiving from sales. The Sales Rep will be copied. o Subject Line must read; FAST TRACK Account Setup Request(Customers Name) Account Setup establishes the account within the business system with 24 hours of receiving from A/R. An is sent to routing for system set up. o Subject Line must read; FAST TRACK Account Setup Request(Customers Name) Step Four: ROUTING THE ACCOUNT Once routing receives the from Account Setup, within 24 hours they will complete routing in the routing systems. When Routing is complete, confirmation and details will be sent back to Account Setup. An notification will sent to the Sales Representative with the account details. NOTE: If the existing customer is located in a remote or geographic area that is not currently serviced, work with your Sales Manager and Logistics to determine if we can service the customer prior to requesting the new account. Page 3 of 5

4 Appendix A Accounts Receivable Contacts UNFI Cary Cavitt Markus Markari Albert s Organics Susan Croce Dottie Thomas Tony s Fine Foods Dixie Rogers Routing Contacts UNFI John Hackler Albert s Organics Gloria Lovell Tony s Fine Foods Donna Matthews Page 4 of 5

5 Appendix B Page 5 of 5