A&W Office Supply A&W Office Supply ContractContract

A&W ContactsA&W Contacts

OfficeOffice Phone 883-6784Phone 883-6784 Fax 884-9013Fax 884-9013 E-mail awoffice@awoffice.comE-mail awoffice@awoffice.com

Marcus Pantoja – Account ManagerMarcus Pantoja – Account Manager Ph# 883-6784 Pgr# 224-2520 Phone Ph# 883-6784 Pgr# 224-2520 Phone

Ronda Glenn Ronda Glenn – Customer Service Rep. – Customer Service Rep. Phone 883-6784Phone 883-6784

Driver(s)Driver(s) Joe Garcia – Warehouse Mgr. / DriverJoe Garcia – Warehouse Mgr. / Driver Tomas Salinas – DriverTomas Salinas – Driver

A&W BackgroundA&W Background

A & W Office Supply, Inc. was A & W Office Supply, Inc. was founded in October 1988. It was founded in October 1988. It was founded by the Wittner family founded by the Wittner family believing in the premise of acquiring believing in the premise of acquiring excellent products and providing excellent products and providing superior service for their customers. superior service for their customers. That belief still holds true today. The That belief still holds true today. The Wittner family has been supplying Wittner family has been supplying South Texas with office related South Texas with office related products and supplies for over 40 products and supplies for over 40 years in a variety of different years in a variety of different capacities.capacities.

Contract HighlightsContract Highlights Same Internet ordering system used Same Internet ordering system used

by Jones & Cook with minor changesby Jones & Cook with minor changes Some part number changesSome part number changes Lower cost alternativesLower cost alternatives New Desk Top Delivery ServiceNew Desk Top Delivery Service New procedures for “Receiving” & New procedures for “Receiving” &

“Returns”.“Returns”. Invoicing procedures stay the same Invoicing procedures stay the same

except Purchase Orders. except Purchase Orders. Employees will receive the same Employees will receive the same

discount for personal items at the discount for personal items at the store. (Show your I.D. badge)store. (Show your I.D. badge)

Internet Ordering SystemInternet Ordering System Same system with minor changes.Same system with minor changes. Most User Names and Passwords Most User Names and Passwords

stay the same. You will be notified stay the same. You will be notified prior to the start date.prior to the start date.

The location of some of the functions The location of some of the functions are located in a different area of the are located in a different area of the screen.screen.

Multiple AccountsMultiple Accounts

If you have more than one account If you have more than one account you must change the “Department” you must change the “Department” and “Attention” for each order.and “Attention” for each order.

We can setup a default for the We can setup a default for the account that you use the most.account that you use the most.

The “Department” number will stay The “Department” number will stay the same for “direct entry”.the same for “direct entry”.

The “Attention” field has changed The “Attention” field has changed from a number to your last name.from a number to your last name.

Order Entry OptionsOrder Entry Options

Quick order / View cart is now View Cart.Quick order / View cart is now View Cart. Use this option when ordering a couple Use this option when ordering a couple

of items.of items. Watch for unit of measures – Paper Watch for unit of measures – Paper

is available by the ream or by the is available by the ream or by the case.case.

Multi Item Quick Order is now Quick Order.Multi Item Quick Order is now Quick Order. Use this option for long lists of items to Use this option for long lists of items to

be ordered.be ordered. Review the order for unit of Review the order for unit of

measures before submitting.measures before submitting.

Part Number ChangesPart Number Changes

Items that started with “UNV” will have Items that started with “UNV” will have replacements starting with “SPR”.replacements starting with “SPR”.

A cross reference list will be available.A cross reference list will be available. You will need to manually enter your You will need to manually enter your

favorites list.favorites list. Print the screen from Jones and Cook.Print the screen from Jones and Cook.

Lower Priced AlternativesLower Priced Alternatives

Look for items that are marked as Look for items that are marked as “Contract”.“Contract”. These items have the best discounts These items have the best discounts

and represent the most popular items.and represent the most popular items. The “Contract” link on the left of the screen The “Contract” link on the left of the screen

is a new feature that has been added. This is a new feature that has been added. This is an index search.is an index search.

Look for other items that are marked as Look for other items that are marked as SPR, LLR, CCS, ELI or ITA.SPR, LLR, CCS, ELI or ITA. These items are private label These items are private label

alternatives and have lower costs than alternatives and have lower costs than the name brand equivalents.the name brand equivalents.

Restricted ItemsRestricted Items

The same items will be restricted from The same items will be restricted from ordering on-line and will require a purchase ordering on-line and will require a purchase order.order. Contract pricing may be obtained by Contract pricing may be obtained by

contacting customer service. contacting customer service.

Question & AnswerQuestion & AnswerInternet SystemInternet System

Desk Top DeliveryDesk Top Delivery

A&W driver will deliver to your A&W driver will deliver to your location.location.

ReceivingReceiving ReturnsReturns InvoicingInvoicing

DeliveriesDeliveries

A&W will be delivering all orders A&W will be delivering all orders directly to your location.directly to your location. Importance of having accurate Importance of having accurate

information.information. Make sure somebody is available since Make sure somebody is available since

most items will be delivered the next most items will be delivered the next day.day.

Alternate delivery locations.Alternate delivery locations. We will establish a delivery schedule We will establish a delivery schedule

that should have the least impact on that should have the least impact on your daily business. Initially orders your daily business. Initially orders will be delivered the next afternoon.will be delivered the next afternoon.

Question & AnswerQuestion & AnswerDesktop DeliveriesDesktop Deliveries

ReceivingReceiving

Whenever possible – items are to be Whenever possible – items are to be checked at the time of delivery.checked at the time of delivery. Driver will handle discrepancies found Driver will handle discrepancies found

with a delivery except if you ordered the with a delivery except if you ordered the wrong item.wrong item.

If there are circumstances where If there are circumstances where items can not be checked at the time items can not be checked at the time of delivery then they must be of delivery then they must be checked within checked within 33 days of receipt. days of receipt. Store items in a secure location until Store items in a secure location until

they are checked to prevent department they are checked to prevent department personnel from removing anything.personnel from removing anything.

Sample Invoice / Packing ListSample Invoice / Packing List

Question & AnswerQuestion & AnswerReceiving ProceduresReceiving Procedures

ReturnsReturns Returns will handled at your location.Returns will handled at your location.

Do not send them to Central Receiving.Do not send them to Central Receiving. Returns terms and conditionsReturns terms and conditions

Non-conforming, damaged or defective goods Non-conforming, damaged or defective goods may be returned to Seller within 30 days for an may be returned to Seller within 30 days for an even exchange or full credit.even exchange or full credit.

Catalog goods in condition for resale and in the Catalog goods in condition for resale and in the original packaging may be returned for full credit original packaging may be returned for full credit within 30 days. Catalog goods returned after 30 within 30 days. Catalog goods returned after 30 days or returned without their original packaging days or returned without their original packaging shall have a restocking fee of 25% of the invoice shall have a restocking fee of 25% of the invoice price.price.

Special orders in condition for resale and in their Special orders in condition for resale and in their original packaging may be returned within 30 original packaging may be returned within 30 days. The restocking fee will vary according to days. The restocking fee will vary according to the manufacturer but shall not exceed the manufacturer but shall not exceed 15%.Special orders in condition for resale and 15%.Special orders in condition for resale and in their original packaging may be returned in their original packaging may be returned within 30 days. The restocking fee will vary within 30 days. The restocking fee will vary according to the manufacturer but shall not according to the manufacturer but shall not exceed 15%. exceed 15%.

Returns Returns (cont.)(cont.)

Notify A&W via e-mail on the Notify A&W via e-mail on the website if you have something website if you have something to return.to return. Provide the following information Provide the following information

when you contact A&W:when you contact A&W: Invoice number, reason for return, Invoice number, reason for return,

name and phone number.name and phone number. Save packages until you are sure Save packages until you are sure

that the item will meet your needs.that the item will meet your needs.

Returns Returns (cont.)(cont.)

The A&W driver will have a The A&W driver will have a CustomerCustomer Return Return form at the time of pickup. form at the time of pickup. Save a copy for your pending credits Save a copy for your pending credits

file.file.

We will NOT be using ETR’s.We will NOT be using ETR’s.

Sample Return Pickup FormSample Return Pickup Form

Question & AnswerQuestion & AnswerReturn ProceduresReturn Procedures

InvoicingInvoicing Invoicing will be handled the same as it Invoicing will be handled the same as it

is now except for Purchase Orders.is now except for Purchase Orders. File the invoice provided with the items.File the invoice provided with the items.

Do not send to Purchasing or the Business Do not send to Purchasing or the Business Office.Office.

If the items were purchased with grant funds If the items were purchased with grant funds you may be required to provide a copy for you may be required to provide a copy for auditing purposesauditing purposes..

Weekly statements will be provided to Weekly statements will be provided to budget managers.budget managers. Match the statement to invoice copies for Match the statement to invoice copies for

accuracy.accuracy. Confirm credits have been issued.Confirm credits have been issued. Budgets are affected by Thursday the week Budgets are affected by Thursday the week

after an item has been delivered.after an item has been delivered.

Invoicing – Purchase OrdersInvoicing – Purchase Orders

You will receive a additional You will receive a additional copy of the invoice for your files.copy of the invoice for your files.

Send one of the original invoices Send one of the original invoices to Central Receiving via campus to Central Receiving via campus mail.mail. Make sure the signature is legible.Make sure the signature is legible.

Sample invoice from A&WSample invoice from A&W

Sample Weekly StatementSample Weekly Statement

Question & AnswerQuestion & AnswerInvoicing ProceduresInvoicing Procedures

RecapRecap The On-line portion is basically the The On-line portion is basically the

same.same. All orders will be delivered directly to All orders will be delivered directly to

your location by an A&W driver.your location by an A&W driver. Look for lower cost alternatives.Look for lower cost alternatives. Verify items when they are delivered Verify items when they are delivered

whenever possible. Report whenever possible. Report discrepancies within 3 days.discrepancies within 3 days.

Returns within 30 days and keep Returns within 30 days and keep packaging.packaging.

Invoicing stays the same except Invoicing stays the same except PO’s. Send to Central Receiving.PO’s. Send to Central Receiving.

Key contacts – Ronda, Marcus and Key contacts – Ronda, Marcus and KevinKevin

Thank You !!!!!!!!!Thank You !!!!!!!!!