RDM Processes Book SECTION PROCESS AVS Costa Coffee Sign Up Dunkin Donuts Sign Up Booker Tobacco Club (Booker) Vanco (Booker) Finance Account Closures Account Takeovers Account Escalations CACI Requests Investment Proposals PO Requests Rebates RDM Application Pack Application Pack Macros Business Cards Name Badges RDM Address Changes RDM – New Starters/Leavers Info RDM POS Changes Removal of Old Forms (Laptops) Store Updates C&C Numbers to Link Delivery Change Requests Stock Allocation Requests (inc Bulk) Stock Allocation Cancellations Store Allocation Type Changes Store POS Type Changes Store RDM Changes Tobacco Club (BRP) Updated 11th Sept 2023
AVS Costa Coffee Sign Up • Complete Costa Application Form with the retailer. The form can be found in the ‘Coffee Club’ Handy Link on the BRP RDM Portal • The application form must be 100% accurate and every section must be filled in for the application to be considered. When uploading photos please ensure that they are clear, unobstructed, well-lit and provide a full view of the area that the machine is to be installed and the exterior of the store. • Email the completed form to [email protected] • The application will take 10 working days to be processed. After which the application will either be approved or rejected. • It will take on average 10 weeks after submitting the application for the machine to be installed. • After 10 days if the store have not received a decision on the application, please escalate to [email protected] or [email protected] who will be able to check the status of the application. Dunkin Donuts Sign Up • Complete the Dunkin Donuts Instore Execution Form. The form can be found in BRP RDM Portal Handy Links • Email the completed from to Central Operations ([email protected]) • You will receive an acknowledgement email with a delivered by date for the FSDU
BOOKER Vanco (Booker) • Email Target request to [email protected] • Target will be returned within 7 days • Contracts to be sent once van received to Equity House for attention of Jemma Procter • Checklists and FAQs available on Booker RDM Documents group in Teams Tobacco Club (Booker) • Complete Tobacco Club Application Form/Leaver Form as appropriate. The Tobacco Club Registration form can be found in Tobacco Club Folder. The top half of the form is for adding a new store to the scheme, and the bottom half of the form is for removing a store • Email the completed form to [email protected] FINANCE Account Closures • Complete a Reason For Closure Form – Please Note: the “Date of Closure” cannot be backdated and should reflect the date that the account is to be closed • Send to RDC for authorisation • Once authorised, RDC will need to send to the New Business Team to action • New Business must receive the confirmation before midday to allow contact with suppliers etc. Closure notices received after midday will be closed the following working day Account Takeovers • New Business will send an ‘Approved Application’ email to the RDM • Once the transfer of the business has completed, reply to this email confirming that the new account can be opened, and the old account can be closed. • New Business must receive the confirmation before midday to allow contact with suppliers etc. Closure notices received after midday will be closed the following working day
Account Escalations • All new applications are vetted to ascertain if the applicant(s) is/are ‘Homeowner(s)’ & are also credit checked using Dun & Bradstreet or TransUnion (Call Credit). The credit check score(s) is/are then compared to the Scoring & Decision Framework • When determining the outcome, we always consider the lowest score of the entity • Partnership – lowest score of ALL the partners • Limited Company – lowest score of ALL the Directors and or the Limited Company. Revised Scoring & Decision Framework for Sole Traders & Partnerships Revised Scoring & Decision Framework for Limited Companies • If a potential applicant fails to meet the necessary requirements a) is not a ‘Homeowner’ and/or b) the necessary credit score Then under the Scoring & Decision Framework a security deposit is required & the application must follow the ‘Escalation Process’
• An ‘Escalation Form’ issued by New Business is as follows: - • This section is fully completed • Due to GDPR, the sections highlighted blue are not completed at this stage • New Business will also amend the reasons as to why a security deposit is requested, based on whether the applicant has failed the credit checks and/or is not a ‘Homeowner’ & add additional commentary • The form is then emailed to the Regional Development Manager & Regional Development Controller for comments • The Regional Development Controller emails the completed form to Head of Retail for review & confirmation • Once reviewed, email the form to New Business, who will complete the highlighted sections prior to emailing to the Finance Director for review & approval
CACI Requests • Please complete the CACI template with all the required details. • The CACI Request template can be found in the ‘Recruitment’ Handy Link on the BRP RDM Portal • Email it back to Central Operations ([email protected]) • You will receive the completed report by email as a PDF attachment Investment Proposals Standard Investment: • RDC emails the following documents to Gavin Claxton • Standard Investment Request Form • Signage Quote • Imagery • The email above needs to be copied to the following people: • Budgens – Emma Percival & Carol Raimbach • Londis – Nisha Bilkhu, Thomas Beagley & Carol Raimbach: • Gavin Claxton replies all to confirm approval • N.B. If this is for an existing site, Gavin will only approve once a new Fascia & Supply Agreement has been signed • Carol adds e-signature to Standard Investment Form • Emma/Carol create a CER for Budgens/ Carol creates the CER for Londis • Carol loads CER into Docusign for approval • CER is approved and CER number generated by Booker • CER number is included on the Investment Report, sent by Carol every Thursday
Enhanced Investment: • RDC and Finance agree a P&L to be submitted. • Finance produces a Summary Sheet and a Business Case Proposal Pack • D&B Report/Scorecard • Atradius Debt Insurance – exposure >£50k • Summary is presented to Gavin Claxton/Jackie Smith at the weekly Investment Pipeline Meeting (Week 1 – Tuesday) • If acceptable, this is presented to Ben Ramsay for approval (Week 2 – Monday) • If acceptable, Ben discusses the proposal with Ves Bandev (Week 2 – Wednesday AM) • If acceptable, the Business Case Proposal Pack is loaded into Docusign (Week 2 – Wednesday PM) • Ben, Stewart and Colm approve Proposal in Docusign (before Week 3 – Noon on Tuesday) • Ves approves all items in his Docusign inbox (Week 3 – Tuesday PM) • Finance to notify RDM/RDC of approval • NB – Contracts & Investment Review monthly should flag contracts that are due to end in the next 3m PO Requests • Send an email to Central Operations ([email protected]) with description, costs, the purchasing group (i.e. Londis or Budgens) vendor, nominal code, cost centre • You will receive your PO number by return email • If the PO is for an EPOS till system, please copy in your Regional Development Controller for authorisation, and indicate whether one or two tills are required
Rebates • Spend and Save: Email any questions/queries to [email protected] - information relating to SnS will be emailed by the FPA Team • Coffee Club Rebate: For any new stores to be added to the rebate scheme, email the following details to [email protected], which will be collated and sent to Costa: Email any other questions/queries to [email protected] • Just Eat: Email any questions/queries to [email protected] RDM Application Pack • A full ‘How to Guide’ is available within the Application Pack • Complete the ‘Make your Selection’ tab & press ‘Create File’ • Complete each remaining tab in order • Follow the ‘Checklist’ ensuring all points are completed and relevant information is collated • Be sure that you save the file by the store name once you have completed the pre-consent form • Select 'print entire workbook' from the printing options • When sending in the application, ensure it is in the correct order as per the tabs • Post the completed form to the New Business Team in High Wycombe Retail Support Centre, Cressex Industrial Estate, Halifax Road, High Wycombe • If more than one application, please put into separate plastic wallets
Application Pack Macros • When downloading the Application Pack, you may see an information bar at the top of your screen stating that Macros have been blocked from running • To resolve this, follow the guidance below: Business Cards • Email Central Operations ([email protected]) to request a copy of the Business Cards Details Template • Complete the Business Cards template (which is an Excel file) with Name, Position, Mobile Number, Email Address, and indicate how many boxes of 100 cards are required • You will receive a PDF Proof by email, which shows how your Business Cards will look when finished • Once this proof has been approved, the business cards will be produced and sent to either your home address, or another address of your choice (i.e. one of the Support Centre office locations)
Name Badges • Email Central Operations ([email protected]) with your request along with details of where you would like name badge(s) sent • You will receive an acknowledgement of the request, and the name badge(s) will be posted out • Lanyards for the name badges can be obtained from Carol Raimbach in High Wycombe RDM Address Changes • Email new address details to Central Operations ([email protected]) • You will receive email acknowledgement that this has been received and acted upon RDM – New Starters/Leavers Information • New Starters - RDC to email Central Operations ([email protected]) with name of new RDM, email address, mobile number and (when available) a list of stores by 9-digit number that need updating • Leavers - RDC to email Central Operations ([email protected]) with name of RDM leaving and date effective from RDM POS Changes • Email the details of which POS changes to Central Operations ([email protected]) • You will receive email acknowledgement that this has been received and acted upon • Please note: There may be a slight delay for a change to promotional POS requests, due to timings of promotional print runs Removal of Old Forms (Laptops) • Go to ‘Downloads’ folder (open File Explorer and navigate to ‘Downloads’ or right click on your files and choose ‘Downloads’) • In ‘Downloads’ highlight the timeframe at the top of the folder (i.e. Today / Yesterday / This Week) • Right click, and choose ‘Delete’
STORE UPDATES C&C Numbers to Link • Email the Central Operations team ([email protected]) with the 9-digit customer number, and the Cash & Carry/Makro number you would like to be linked to it • You will receive an email confirmation when this has been linked Delivery Change Requests • Complete Delivery Change Request Form. The form can be found in Handy Links on the RDM Portal • Email the completed form to [email protected] • You will receive a reply confirming if the change can take place and the date when the change will be live from Induction Calls for New Stores/Retailers • RDM to ensure the following sections are completed within the Application Pack: - When will the retailer be placing their first order (Date) - Does retailer require CST induction (Yes or No). If it’s an existing customer either just taking over a shop or opening a new shop, then this may not be necessary - CST will use this information to schedule in Induction Calls for new stores/retailers Stock Allocation Requests (inc Bulk) • Email Central Operations ([email protected]) with store name/9-digit number, MCode, volume required and preferred delivery date - If ordering for more than one store, please request a blank copy of the Allocation Order Template. This will need completing and returning to Central Operations • If orders are for a specific local event, please give as much notice as possible • Central Ops will then liaise with Supply Chain to confirm if the order can be fulfilled and earliest delivery date available • You will receive a reply confirming if the request can be processed and delivery date
Stock Allocation Cancellations • Forward the original email to Central Operations ([email protected]) with reason for cancellation • You will receive a reply confirming if the cancellation can be processed – please note: cancellation requests must be received by COP Tuesday the week before delivery is due at the very latest Store Allocation Type Changes • Complete Allocation Change Request Form • Send to RDC for authorisation • Once authorised, RDC will need to send to Central Operations ([email protected]) • You will receive email confirmation once this has been actioned, as well as which promotion the change will take effect from (if appropriate) Store POS Type Changes • Email Sirwat Naik & Vicky Bruerton with any changes required • You will receive email confirmation once this has been actioned, as well as which promotion the change will take effect from (if appropriate) • Please note: There may be a slight delay for a change to promotional POS requests, due to timings of promotional print runs Store RDM Changes • Email a list of the stores which need to be changed, in an Excel file, to Central Operations ([email protected]) • You will receive a return email to confirm the changes have been made Tobacco Club (BRP) • Complete Tobacco Club Application Form/Leaver Form as appropriate. The Tobacco Club Registration form can be found in Handy Links on the RDM Portal. The top half of the form is for adding a new store to the scheme, and the bottom half of the form is for removing a store. • Email the completed form to [email protected] • You will receive an email confirmation that the store has been set up/removed, with an indication of when pricing will be live