General Information | |
Process Title: Price Files | Department: CSC |
Effective Date: 4/21/24 | Revised Date: 8/01/24 |
Introduction
This Standard Operating Procedure (SOP) outlines the process for receiving and storing customer price files.
Purpose
To describe the process by which we update price files for strategic accounts
Process Flow
Pricing Department:
- Unless we have a high amount of cost changes from our suppliers, Pricing (Matt & Zach) provides updated price files per the below cadence:
- National Accounts: Bi-annual – January and July
- Regional Accounts: Quarterly – January, April, July, October
- Pricing (Matt and Zach) will provide updated internal price files to each Strategic Account Manager and SSM for each of their accounts that have a price catalog set up
Example of Customer with Price File
Natl Acct Mgr | NA Group ID |
NA Group Name |
Natl Acct Name |
Catalog ID | Catalog Restrictions |
Ronny Johnson | 198 | WALMART | WAL-MART | NA_WALM | 30 Days' Notice |
- Once the Strategic Account Manager and SSM have the internal price files, they should review each file for accuracy. They should sort by highest part usage and double-check the margins and new pricing. If discrepancies are found or they have questions, a meeting should be set with Pricing to review each file.
Example of an Internal price file generated by the Pricing Department (Matt and Zach) NEVER SHARE THIS FILE WITH THE CUSTOMER OR THE FIELD
- Once the updated pricing has been confirmed, request a customer copy from Pricing (Matt or Zach). The Customer Copy only includes the information that the customer needs to load into their system, e.g. Pool, Part Number, Pool Part ID, Category, Description, L12 Usage, New Catalog Price, Current Price (old price), Price Increase Dollar, and Price Increase %
- Once the customer copy file is received, the SSM should add the load date to the end of the file name. – This file will be sent to the customer and loaded to the Smartsheet.
- The SSM will email the customer, Cc the Strategic Account Manager, and Bcc Pricing with the date FleetPrice will load the file into our system. When you Bcc Pricing, you will save yourself a step. The customer should load the file on the same date or ensure the new pricing is populating on their end on the same date
- Be sure your subject line includes information that will entice them to open the email
- Keep the email short and to the point. The contact will likely forward the email to another person to load the pricing.
- If you do not receive a reply from the customer with confirmation, call the customer and ask them to reply or if there is another person who should receive the new pricing/file. We need a written confirmation that they received the new pricing.
- The load date is determined by the date the customer file is provided to the customer and our agreement on when the new pricing will take effect. For example, if we send the file to the customer on 7.16.24 and the customer requires a 30-day notice, our load date is 8.16.24.
Example of the customer and FleetPride’s load date – you will need this info for the Smartsheet
Natl Acct Name |
Catalog ID |
Catalog Restrictions | NAM Receive Date | Sent to customer Date | FP Load Date |
COCA-COLA REFRESHMENTS | COCACOLA | 30 Days' Notice | 7.05.25 | 7.16.24 | 8.16.24 |
DR PEPPER SNAPPLE GROUP | NA_DRPEP | 30 Days' Notice | 7.05.25 | 7.16.24 | 8.16.24 |
- The SSM is required to track each price file from new price file creation through the load date
- SSMs track the process by using the Smartsheet – NA RA Cost Change Notifications
- The requirement is to fill out each column with the requested information. Be sure to load the customer copy to the first column – the Smartsheet is where leadership can review the file
- If all required info is added to the Smartsheet, the SSM and Pricing will receive a notification two days before the load date, and the SSM will receive a notification the day before the price file should be loaded by the customer and FleetPride
- SSM should send a reminder email to the customer that FleetPride will load the new pricing the next day – provide the date. I “reply to all” to the original email sent, that way, they can see the original notification.
- Once the price file goes live, change the Status from Pending to Complete
- If the above steps are not followed, you will receive a notification each day until you change from Pending to Complete
If you change the status to Complete before the date the new price file has been loaded, Pricing will not receive notification regarding the date to load the file.
Keep status Pending until the new price file has been loaded into our system.
If required info and price files are not added to the Smartsheet, the file may fall through the cracks or load late/early, which costs FP $$ and a lot of unnecessary wasted time.
See the Next Page for the Flow Chart
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