Promotion Form – Fill Out and Use This PDF

Purpose

The Publix Cost/Promotion Form is used to detail all cost and promotion

information applicable to an item.

Field Description

Action

New

Revision

Check the appropriate box. If Revision is checked, “Form # being

replaced:” must be completed.

Form # being replaced

Revisions to Publix Cost/Promotion Forms must be made by filling

out a new Publix Cost/Promotion Form with the updated

information and a reference to the Publix Cost/Promotion Form that

is being replaced. Enter the number of the Publix Cost/Promotion

Form that is being replaced on this line. Highlight the changes

being presented.

Buyer Name/#

Enter the name and number of the buyer to whom the Publix

Cost/Promotion Form is presented.

Vendor Number

Enter the number assigned by Publix for a vendor. DSD Vendors:

If you have more than one vendor number, and all information is the

same for each vendor number, list all vendor numbers on this line.

If you do not have enough room, list the remainder in the Vendor

Comments box.

Manufacturer Name

Enter the name of the manufacturer of your item(s).

Invoicing Vendor Name

Enter the name that will appear on the invoice or statement sent to

Publix.

Brokerage Name

Enter the name of the brokerage handling the account. If none,

leave blank.

Sales Rep Name

Enter the name of the person calling on Publix.

Address

Enter the address of the broker or direct sales representative.

Phone #

Enter the phone number of the broker or direct sales representative.

Fax #

Enter the fax number for the broker or direct sales representative.

Publix Item Code

Enter the Publix identifier for an item. If this is a new item, leave

blank.

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Publix Cost/Promotion Form Instructions 1

Field Description

Action

Description

Enter the detailed description of your item.

Case UPC

Enter the number on the outside of the case that identifies the item.

Item UPC

Enter the scannable code that identifies the item. Be sure to include

all digits.

M/C Pk (Master Case

Enter the total number of retail selling units in a case.

Pack)

Size

Enter the size of the item. Example: 12 oz., 5 lbs., etc.

List Case Cost

Enter the gross cost of a master case before any allowances or

charges have been applied.

Case Allowances/Charges

Enter amounts to be considered in the cost of goods to lower the net

cost. See the legend at the bottom of the Publix Cost/Promotion

Form for a description of some individual allowances.

Special Packs

Enter a retail package type other than regular, if applicable.

Examples: Prepriced, Off Label. See the legend at the bottom of

the Publix Cost/Promotion Form for a description of some

individual allowances.

Net Case Cost

Enter the master case cost after all allowances have been deducted.

Net Unit Cost

Enter the net cost of one retail selling unit.

Requested Performance

Enter the code for the suggested performance for which funds are

being offered in box the under the allowance column.

Order Dates

Enter the dates the deals are available to buy for Warehouse or

D.S.D. items. See the Supplier Policies and Guidelines for details.

Performance Dates

Enter the dates of suggested performance.

Vendor Promotion #

Enter the promotion number for this deal.

Extended Terms

Enter terms other than the standard terms for the vendor, if

applicable (i.e. the number of days from the invoice date in which

the invoice is to be paid, the amount of discount allowed if paid

within the specified time period, etc.).

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2 Publix Cost/Promotion Form Instructions

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Field Description

Action

Guaranteed Sale? (Y/N)

Check Yes or No to designate if this item is a guaranteed sale (i.e.

If all merchandise is not sold, can it be returned?). Note: Any

merchandise that is damaged or unsaleable is subject to return.

Holdback %

If there is a holdback %, enter the amount in this section.

Lump Sum Funds

Enter the amount of Lump Sum Funds given. Describe what the

Lump Sum Funds are for in the Vendor Comments section.

Payment Method

Check the box that indicates the method for receiving billback

monies.

• Immediate Deduction - billback monies are set up for

immediate deduction.

• Check mailed to - Check this option if a check made payable to

Publix has been mailed to the Publix A/P Systems address and a

copy of the check is attached to the Publix Cost/Promotion

Form.

• Billback Invoice - Check this option if an invoice should be

generated by the Accounts Receivable Department and mailed

to the address indicated. Enter the name and address that

Publix should use for billing purposes. The payment terms are

30 days. If payment is not received within 30 days, the amount

will be deducted.

Vendor Comments

Enter additional comments. These should include a description of

Lump Sum Funds performance.

Typed Name

Type the name of the person signing the Publix Cost/Promotion

Form.

Sales Rep. Signature

Sign the Publix Cost/Promotion Form. Publix Cost/Promotion

Forms must be signed or they will not be accepted by Publix. This

must be the signature of the person presenting the Publix

Cost/Promotion Form.

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Publix Cost/Promotion Form Instructions 3

Buyer / Clerical

Follow the steps below to complete the shaded areas of the Publix

procedures

Cost/Promotion Form. The information must be typed.

Field Description

Action

Date received by buyer

Enter the date the Publix Cost / Promotion Form is received

Initials

Enter your initials to verify receipt of the Publix Cost /

Promotion Form.

Accounts Payable #

Enter the Accounts Payable Vendor Number assigned by

Merchandise Accounting to process payment. This can be found

on VR02 in PIMS.

Repk (Repack)

Enter the number of Publix shipping cases within a master case.

Case Allowances/Costs

Circle the appropriate division(s), initial, and date the form when

Entered in System

case allowances/costs (i.e. TOA, BBA, LUA, etc.) have been

entered into the system.

Lump Sum Funds Entered

Circle the appropriate division(s), initial, and date the form when

in System

the lump sum funds (i.e. LPA) have been entered into the

system.

Date Publix

Enter the date the copy was made and sent to Accounts

Cost/Promotion Form

Receivable to notify them of Lump Sum Funds, Payment

Copy Sent to A/R

Method, etc.

Ad Dates

Enter the date(s) Publix will run an ad, TPR, or in-store special.

Buyer Comments /

Enter additional comments and the performance that the buyer

Performance Agreed Upon

and the sales representative have agreed upon.

4 Publix Cost/Promotion Form Instructions

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