ATTACHMENT 2

Instructions for PromotionDisplay Presentation Form

(DeCAForm40-16)

OVERVIEW

Effective 30 January2017,the promotional process is changing. All promotions (negotiated and non-negotiated) must be submitted on a DeCA Form40-16, Promotion Display Presentation Form, dated January 13, 2017 or provided through the EDI 889 Promotional Announcement transaction set. Please refer to NTT 17-002, Revised Process for Submitting EDI Pricing and Presenting Promotional Items for details on how to submit promotional pricing using the EDI 889, Promotional Announcement, that will be used for Power Buy’s, Power Buy line extensions, Every Day Low Price (EDLP), Modified Every Day Low Price promotions, and non-negotiated promotions.

For pricing, the EDI 879 transaction set will only be used for changes to a suppliers’regular cost price. It is imperative that the regular cost price in Power HQ (current EDI 879 regular cost price) match the DeCAF 40-16’s regular price as this will be used to deduct the vendor price reduction adjustment amount from.

Manager’s Specials, Deal of Week, Seasonal Items in a Promotion Package, Club Packs, Display Shippers, Palletshippers, Scan Downs, and One-time buys can only be presented with the DeCAF 40-16 until your company is onboarded to the Vendor portal. The DeCAF 40-15, New Item and File Maintenance Presentation Form, will continue to be used exclusively for new item presentations and file maintenance requests. The DeCA Form 40-18, Case Lot Sale presentation form will continue to be used exclusively only for case lot presentations. All three forms; DeCAF 40-15, DeCAF 40-16, and DeCAF 40-18 are available on the Doing Business page at Commissaries.Com. These formswill be eliminated when your company transitions to your EBS Vendor Portal.

There are two additional fields on the DeCAF 40-16; non-negotiated promotion and voluntarypricereductionadjustment (VPRAdjustment $). These two fields will be explained later in the instructions.

Formatting the DeCAF 40-16has beenprotectedtoallowDeCA’sdocumentscanningprogramtoreadandretrievedata.Onlytheinputcellsareunlocked.Youmustcompleteallcellswithbluefieldsbeforesubmittingyourpresentation.Input cells highlightedinyellowareforthegovernment’suseonly and you should notenteranythinginthem.

Determinethenumberofitemsyouwillbepresentingandthepagesneededtolistyouritems,hideanyblankpagesyoudonothavetocompletebeforeprintingoutyourpresentation,numberthepages,andsubmitonlythepagesthathavebeencompleted. Instructionpop-upshavebeenaddedtotheinputcellsforconvenience and to provide you with an explanation of the data you plan to enter. Ifyoudonotwishtousethe pop-ups, youcanclickonthe pop-ups then dragthemtoanareathatisoutoftheway, oryoucanreadtheinstructionanddepress theesckeytoremoveituntilyouselectthenextcell.ThefollowingisabriefoverviewofeachpageintheDeCAF 40-16.

  • On the first page of the DeCAF 40-16 you can present up to four items, information regarding those items and other details of the promotion.
  • Ifyouarepresentingmorethanfouritems, youwillneedtousetheDeCAF 40-16Continuationsheets on the additional tabs to present up to a maximumof forty-eightitems.
  • If presentingforspecificstoreswithindividualcontracts, youmustusetheDoDAACListingpagetospecifydesiredallocation(s)bytheDepartmentofDefenseActivityAddressCode(DoDAAC) andcontract.TheDoDAACisauniquecodeassignedtoeachstoreandwillbeusedasareferenceforpayments.Ifyouarepresentingforallstoresinamarketingarea,checkingthemarketingareaonthepresentationsheet is sufficientand youmay present for multiplemarketingareas simultaneously. If presentingforspecificstoresonthesamecontract,listDoDAAC’sintheDoDAAClistingbox and use the Remarks section to present additional information, if needed.
  • Ifapplicable,usetheLocalPricingsheettocommunicatelocallydivergentpricingbymarketingarea,orstore.Normally,directstoredeliveryvendorswillusethissheetwhentheyhavecontractsforspecificgeographic areas within a marketing area.

Ifyouarepresentingnewitemsforpromotion,youmustsubmitallnewitemsonDeCAF 40-15priortosubmittingyourpromotionrequestoralong with your promotion request. DeCA will build the new item in the system at the regular cost price and will use the information on the DeCAF 40-16 to process the promotional adjustment amount and load the cost price and promotional adjustmentamount into the system. PromotionpresentationsfornewitemswithoutaDeCAF40-15onfileorincludedwiththePromotionPresentationformcannot beconsidered.

  • Once you have completedthe DeCAF 40-16,physically sign a hardcopy andthen:
  • Present the signed copy to the category manager, or
  • Digitally scan the signed document and e-mail the scanned copy tothe appropriate category manager, or
  • Send the signed completed copy of the DeCAF 40-16 by mailor fax to the category manager.
  • PromotionsforlocalDirectStoreDeliveryitems;suchassoftdrinks,bread,snacksandotherrelateditemswill continue using existing proceduresuntil your company has on boarded to DeCA’s Vendor Portal.

Afterreadingtheinstructionsandreviewingtheexamplesofcompletedforms,ifyouhaveanyquestions,please contactthe Promotions Team by .

DATA ENTRY INSTRUCTIONS FORDeCAF 40-16,Promotion Display Presentation Sheet, dated January 13, 2017:The DeCAF40-16is usedtocommunicatewhichitemsyouwanttopresent;whichtypeofpromotionyouwouldprefer,providebasiccompanyinformation,communicatethetypeandlevelofsupportyouwillprovideforthepromotion,listtheitemsbeingpresented, as well asprovidingkeydataelementsabouttheproduct,andpricing.Thefollowinginformationmustbecompletedonthe DeCAF 40-16beforeitcanbeacceptedforconsideration:

NEWITEM: Select“YES”fromthedropdownblockifnewitemsarebeingpresentedand“NO”ifnot. DeCAF40-15mustbeenclosedwiththisformorpreviouslysubmitted.

PROMOTIONPERIODS:Enterthepromotionperiod(s)youarerecommendingbasedonapplicable promotion calendar. Youhavetwooptions:“OPTIONONE,”and“OPTIONTWO.”Enteryourpreferredpromoperiodinthe“OPTIONONE”field;and,ifavailable,listanalternatepromotionperiodinthe“OPTIONTWO”field–otherwiseleaveitblank.

  • For regular display period promotions, annotate the letters “DP” (an abbreviation of “DeCA Promotion”), enter the calendar year and the promotion’s number. For example: DP20170016. The Notice to the Trade (NTT) with the annual promotional events is posted on:
  • Forseasonalandholidaypromotions or club pack promotionswriteoutthefullnameofthepromotion,followingitwiththecalendaryearinwhichthepromotionalperiodwilloccur.Forexample:Halloween 2017, SummerClub Pack2017, etc. TheNoticetotheTrade(NTT)withtheannualpromotional, seasonal and holiday as well as club pack and promotional calendarinformationispostedon:
  • For promotions for EDLP items fill in the actual dates you wish to offer the temporary promotion. The dates must be consistent with the pricing period on your DeCA contract.

DEAL OF WEEK: Enter Deal of the Week requested dates in the “Dates for Display One and/or Two” field and in the comments field. Deal of the Week promotions are processed as a manager’s special. Continue to use the current process for Deal of the Week Presentations.

NON-NEGOTIATED PROMOTION:Check this box if this is an on-shelf only and/or non-negotiated promotion. Please refer to NTT 17-002, Revised Process for Submitting EDI Pricing and Presenting Promotional Items for details on how to submit non-negotiated promotional pricing.

IMPORTANT:Allnon-negotiated promotions must be submitted on a separateDeCAF 40-16or through the EDI 889 Promotional Announcement transaction set.

DISTRIBUTORAVAILABILITYDATE:ForitemscurrentlyinDeCA’sstockassortment,enterthedateproductwillbeavailabletoorderfromtheDeCA’sdistributorsbylistingtheday,monthandyear(DD-MM-YY).

Whena representative from the category management team contactsyou with the items accepted,confirmthedistributoravailabilitydatefortheproductbye-mail.Thecategory managerwillpostthedistributor availability dateintheapplicable blocks on the DeCAF40-15andDeCAF40-16.

  • Ifthisisaseasonalnewitemthatwillbeavailableforworldwidedistributionandbeingofferedasaworldwidepromotion,indicateintheremarkssectionwhenyouneedtohavequantitiesfromDeCAtomeettherequireddeliverydateforstoresinEuropeandthePacificTheater. See the notice to the trade listing the promotional calendar to see the delivery windows for each season posted on

PRODUCTLEADTIME:Enterthenumberofdaysyouneedfortheproducttobeorderedandavailabletoshiptothestoresonceyouhavebeennotifiedtheitemhasbeenadded.Factorstoconsiderwhencalculatingthetotalnumberofdaysincludethetimeittakesthedistributortosetuptheitemandplaceanorder;forthevendortoreceive,ship,anddelivertheordertothedistributorinthequantitiesrequested;andthetimeneededbythedistributortoreceiveandslottheproduct.Calculatethetime basedon shippingtoyourdistributorsinCONUS(48continentalstates).Theproductleadtimewillbeusedtohelpthecategory managerunderstandwhentheitemcouldbeavailableforthestorestoorder.

BROKER:Enterthebroker’snamein30charactersorless—includingspaces.Thebrokeristheofficialrepresentativeauthorizedbythemanufacturerstoactonthemanufacturer’sbehalftofulfillcontractualrequirements.Ifthevendor’ssalesforceisbeingusedinCONUS,listtheOCONUSbrokerinthisblock.

MANUFACTURER:Enterthemanufacturer’snamein32charactersorless,includingspaces.ThemanufactureristhenameofthecompanylistedontheResaleOrderingAgreement.

CONTRACTNUMBER:Enterthecurrentcontractnumber(s)inthisspace.Thereisaspecialwaytolistcontractnumbers.Yourcontractnumberbeginswithletters“HDEC”or“DECA”whicharethenfollowedbyasequenceofnumbers(forexample:HDEC0111G9999). You can locate your contract number on your resale ordering agreement.

  • Intheeventyouhavemultiplecontractnumbers(e.g.directstoredeliveryinCONUSandfrequentdeliveryforoverseaslocations),listtwocontractnumber(s)forshipmentsinCONUSandindicateintheDoDAACListingpageanyothercontractnumbersforspecificDoDAAC’sorforOCONUSlocations.
  • IfyouareaDSDvendorwithuniquecontractnumbersforselectedstoresinamarketingarea,listyourmaincontractnumbersonthepresentationpage,indicateintheRemarksSectiontheadditionalcontractnumbersforeachDoDAAContheDoDAACListingpage.

PRICINGSTRATEGY:Entertheexistingorplannedpricingstrategy:High/Low,EveryDayLowPrice(EDLP),orModifiedEDLP.Enteradditionalinformationregardingyourpricingstrategyontheremarkscontinuationpageifapplicable.

VENDORNUMBER:Enterthevendornumber(identifyingwhichportionofacontracttheitemsshouldbeassigned).Thevendor number normallybegins with a letter followedbythree numbers(e.g. A123) or four numbers (e.g.1234). You can locate your vendor number on yourresale ordering agreement.

POINTOFCONTACT:Enteryourpointsofcontact(POCs)for.

  • PRICING:EnteryourElectronicDataInterchange(EDI)pointofcontactinformation,includingname,phonenumber,cellphone,ande-mailaddress.Useupto98characters.
  • SALES REP: Enter yoursalesrepresentative’s contactinformation; i.e., name,phone number, cellphone, and e-mailaddress.Yourcontactshouldbesomeoneeasytoreachandabletoresolveanyquestionsorissuesregardingthepromotion.Useupto98characters.
  • GDS: Enter yourGlobal Data Synchronization point of contactinformation; i.e., name,phone number, cellphone, and e-mailaddress. Useupto98characters.

RSL:Usethedropdownmenutoidentifythecodingfor theitem.Theletter“O” indicatestheitemis codedasoptional;theletter“A”includesallotheritems(K,M,R,S,T)codes.IfyouhaveashipperthatcontainsitemsotherthanO,allitemsmustbelistedonthesameform.RefertothecurrentPromotionalCalendarsNoticestotheTrade(NTT) posted on forthefortheAnnual Promotional Calendar, Holiday Seasonal Promotional Calendar, or Club Pack & Case Lot promotional calendar.

DATESFORDISPLAYPERIODONE:Enteryourpreferreddisplaydatesunderoptiononebytypingintheday,monthandyear foreachRSLcode(“O”or“A”)youselected.Thedateintheblockshouldlistday, month andyear(DD-MMM-YY)whenyoupostthedate.Forexample,toloadthedateofJanuary5,2017youwouldsee5-Jan-17whenyoukeyinthedateusinganyofthefollowingmethods:

*1/05/17 / *1-5-17 / *5JANUARY17 / *5JAN17
*1/05/2017 / *1-5-2017 / *5JANUARY2017 / *5JAN2017

VPRDATESFORDISPLAYPERIODONE:Entertheentireperiodyouwillbeofferingthereducedpriceforthispromotion.Thedatesmustincludeyourrequestedpromotiondates.Enterthestartandenddatesforthe30or45dayVoluntaryPriceReduction(VPR)period.Thedateintheblockshouldlistday,monthandyear.TheVPRperiodmustbeginatleast7dayspriortothedisplayperiodandmustbeginoneitherthe1storthe16thofthemonth.

DATESFORDISPLAYPERIODTWO:Enteryouralternatedisplaydatesunderoptiontwobytypinginthemonth,dayandyear.Thedateintheblockshouldlistday,monthandyear(DD-MMM-YY)whenyoupostthedate.Forexample,toloadthedateofFebruary22,2017youwouldsee22-Feb-17whenyoukeyinthedateusinganyofthefollowingmethods:

*2/22/17 / *2-22-17 / *22FEBRUARY17 / *22FEB17
*2/22/2017 / *2-22-2017 / *22FEBRUARY2017 / *22FEBUARY2017

VPRDATESFORDISPLAYPERIODTWO:Entertheentireperiodyouwillbeofferingthereducedpriceforthispromotion.Thedatesmustincludeyourrequestedpromotiondates.Enterthestartandenddatesforthe30or45dayVoluntaryPriceReduction(VPR)period.Thedateintheblockshouldlistday,monthandyear.TheVPRperiodmustbeginatleast7dayspriortothedisplayperiodandmustbeginoneitherthe1storthe16thofthemonth.

MEDIADATES:Selecteither“YES”or“NO”fromthedropdownboxforeachmediatype.Enternationalorregionalmediastartingandendingdatesfornewandpromotionalitemsintheappropriatefield(TV,Radio,Sampling).Thedateintheblockshouldlistday,month,andyear.Enteradditionalmediadateinformation(marketreach,frequency,audiencedemographics,etc.)intheremarkssection.

COUPONSUPPORT:Select“YES”or“NO”fromthedropdownboxtoindicatethetypeofcouponsupportyouareproviding(National—orregional—FSI,In-storeonShelf,orIn-storeonFlyer)ifany.Usetheremarkandpicturesectionstoenteradditionalinformationifnecessary,includingphotographsofthecoupon,distributionandquantityofcoupons,expectedredemptionrate,andanyotherrelevantinformationregardingyourcouponprogram.Acopyof thecoupon can onlybe showninthe pictures section.

GUARANTEEDSALE:Usethedropdownboxtomakeyourselection.Iftheitemsbeingpresentedareguaranteedsales: select “YES;”if not, select “NO.”Beforeselectingthisblock,vendorsshouldreviewtheGuaranteed Sale and Price Warranty clauses in DeCA’s Resale Ordering Agreement (ROA). A copy of a resale ordering agreement posted on

INSTOREDEMONSTRATIONS:Usethedropdownboxtomakeyourselection.Select“YES”ifyouwillbeconductingin-storedemos;ifnot,select“NO.”Ifyouselect“YES,”annotateyourdemoplanintheremarkssection,ifapplicable.Identifywhichstores,numberofdemonstrationsperstoreandotherrelevantinformationintheremarkssection.

OTHERMARKETINGFUNDS:Indicateifadditionalmarketingfundsareavailable.Annotatehowthemarketingfundswillbeusedintheremarkssection,anyrequirementstoobtainthesefunds,whenthefundswillbeavailableandhowtheywillbeallocatedanddisbursed.Examples:in-storeradio,scholarshipprogram,publications/handouts, or other outreach programs.

DoDAACLISTING:Toindicateyouarepromotingyouritemsonlyinspecificstoresinlieuof anentiremarketingarea,identifyeachstoreDoDAACintheDoDAACListingblock.

  • IfthenumberofDoDAAC’swillnotfitinthespaceallocated,usetheremarkssectiontoidentifyallrequestedDoDAACs.
  • Ifthelocalcontractnumberdiffersfromthecontractnumberidentifiedintheheader,usetheDoDAACListingpagetoidentifythelocalcontractnumber(s)bystoreDoDAAC.
  • Useofthisblockisnotnecessaryifyou’representingyouritemsforallDoDAACswithinallthemarketingareas.

PRESENTED/ACCEPTEDFOR:Usethedropdownboxtoindicateeachmarketingareawhereyouplantopromotetheitem,orwouldliketheitemadded.Youmayonlyselecttheblocksonthelefthandsideandthecategory managerwillindicatetheirdecisionon therighthand side ofthissection. Ifyouare presenting:

  • ForaspecificmarketingareainCONUS(Northeast,Central,Southern,Midwest,SouthwestorNorthwest),specifythegeographic areain theremarkssection.
  • Forstorespecificrequests,listthestorelocationsintheDoDAACListingsectiononthepromotionpageoronthe Remarks pageifadditional space is needed.
  • If you havestorespecificcontracts,submitthemontheDoDAACpages.
  • For all storeswithin a marketing area, listing the applicableDoDAAC’s is not needed.

PRODUCTINFORMATION:Whenpostingyouritems,listthetopsellinglineitemsindescendingdollarsalesranking.Each item has nine distinct blocks requiring information:

  • NSN:Do not enter a NationalStockNumber (NSN); DeCA willassign one if thisis a new item. If this itemis alreadycarried in DeCA’ssystem, the NSN has alreadybeen assigned.
  • Brand:(in 15characters orless).
  • Nomenclature:(in30 characters and less).
  • Minimumshipquantity(byStockKeepingUnit(SKU):Inotherwords,theminimumnumberofshippingunits—whatevertheshippingunitmightbe(e.g.,cases,shippers,palletmodules,etc.)—thedistributoriswillingto ship under any givencircumstance)tothe store. Enter “NA” forentries of shipper orpallet module contents. When presentingshippers orpallets,enter the shipper orpalletinfo in one row of sub-blocks, then list theinformation foreach item containedwithintheshipper in thesub-block rowsthatfollow.The Shipper/Palletandallofitscontentsmustbelistedon theDeCAF40-16, but only the “new”items must belisted on theDeCAF40-15.Toshowtherelationshipof a shipperorpallet moduleto its contents,refer tothe aboveinstructions for the“MINSHIP QTY (bySKU)” and “SH/PLTCONTAINS”cells, or see the enclosedexample.
  • SH/PLTContains:Forashipperorpalletmodule,enterthetotalquantityofsaleableunits(forexample:300EA)containedwithin;forthecontentsofshipperorpalletmodule—whichshouldbelistedasseparatelineitemsfollowingtheshipperorpalletmoduleentry—enterthequantityofsaleableunitscontainedintheshipper or pallet module; otherwise, enter“NA.”
  • Case pack (UPK):Forexample,iftheitemhas twelvepackagesin a caselist12,iftheitemis a shipperorpalletthecase packlist 1, iftheitemisrandomweight list 1.
  • Unitof issue(UI).Useoneofthefollowing abbreviationsforunitof issue:

BGfor bag / CSforcase / PLforpallet
BOforbottle / CUforcup / SH forshipper
BXforbox / EAforeach
CNfor can / JR forJar
CTforcarton / PKforpackage
  • Inorderforcustomerstoaccuratelycomparethepricesoflikeitems,DeCAhasstandardizedtheunitofissue(UI)usagebasedonitems’assignedDIBSDepartmentCommodityGenericCodes(DCG)D/C/Glisting—postedoncommissaries.com:AboutUs/BusinessWithDeCA/Marketing;pleaseadheretotheunitofissueusagelistedforeachDeCAcategory.
  • ForthevaluesinDIBS,gototheDeCApricingWEBsite.IfyouarenotregisteredfortheDeCAWebPricingSystem,registerbygoingto
  • Whenpresentinganewitem:reviewthecommoditycodelistingatposted on manager_listing.pdf.YoumayenteraproposedRSL,buttheappropriatecategory manageratDeCAwillassignthefinalRSL.
  • NetContent:Listtheweightfortheitembasedontheunitofmeasurelisted.Forexample,ifthepackageweighs16ounces,list16inthisfield.Roundthenetweighttothenearesthundredth,e.g.ifanitemweightis14.752ounces,list14.75.
  • Iftheitemisarandomweightitem,list1.
  • If the item isa shipper listthe count, EXAMPLE: ifashipper contains 20 ofone item,30of a seconditemand 25 ofa third item, list 75as the net content.
  • Foritemsnotmeasuredbytheounce(OZ),listtheappropriatequantity.Example:forboxofrazorbladescontaining48blades,youwouldlist48.
  • UnitofMeasure:Inorderforcustomerstoaccuratelycomparethepricesoflikeitems,DeCAhasstandardizedunitofmeasure’s(UOM’s)basedonitems’assignedDIBSDepartmentCommodityGenericCodes(DCG).PleaseusethestandardizeUOMfortheapplicabledepartmentcommoditycodeUnitofmeasure(UOM).Useoneofthefollowingabbreviationsforunitofmeasure:
  • CTforCount-formultipackitems(e.g.,razorblades)
  • DZfordozen-foreggs
  • EAforeach
  • FTforfeet-foritemsmeasuredinlinearfeet(e.g.,dentalfloss)
  • LBforpound-followthefivepoundruleofthumb:groceryitemsthatweighfiveormorepoundsaregenerallymeasuredinpounds(e.g.,dogfood,randomweightitems);itemsthatweighlessthanfivepoundsaremeasuredinounces.
  • OZforounce for US products. Vendors must use the US Standards published in GS1 to report weight for each product group. Metric measurements should be used for products that are obtained in an OCONUS area. (Metricmeasurementaren’tusedinCONUS)
  • SFforsquarefoot-forallitemsmeasuredinsquarefeet(e.g.,papertowels,aluminumfoils,facialtissues)

SHIPPING LEVEL (CASE) GLOBAL TRADE IDENTIFICATION NUMBER (GTIN): Enter all 14 digits to identify the shipping unit (case/pallet/shipper) that will be delivered to the store. Do not enter any spaces or separation marks. The CASE GTIN must be accurate. Your item will not be processed without a correct GTIN. See for details regarding GTIN’s.

CONSUMERLEVEL(ITEM)GLOBALTRADEIDENTIFICATIONNUMBER(GTIN): Enterall14digitstoidentifytheproductontheshelf.Donotenteranyspacesorseparationmarks.TheGlobalTradeIdentificationNumber(GTIN) is a unique number usedto identifyproducts, inner packs orsleeves, cases, shippers,and pallets. Donotenter anyspacesorseparationmarks.See

ITEM UNIVERSAL PRODUCTCODE:Enter 11 digits. Enterthe leaddigit; (the digitpreceding thebar code);enter the tenfollowingdigits;butdonotenterthecheckdigit(thedigitthatfollowsthebarcode).AzerowillautopopulatetheendpositionastheDeCAcheckdigit.Donotenteranyspacesorseparationmarks.

EXAMPLES:

Thisistheleaddigit(include).Thisisthecheckdigit(donotinclude).Thisistheleaddigit(include).Thisisthecheckdigit(donotinclude).

ThisitemUPCwouldbeenteredas:98765432109.ThisitemUPCwouldbeenteredas:01234567890.

TheUPCwillpopulateinthecellwiththisformat:TheUPCwillpopulateinthecellwiththisformat:

987654321090012345678900

CASEUNIVERSALPRODUCTCODE:Enter11digits.Entertheleaddigit;enterthetenfollowingdigits;butdonotenterthecheckdigit.AzerowillautopopulatetheleadpositiontocreatetheDeCACUPC.Donotenteranyspacesorseparationmarks.

EXAMPLES:

Thisistheleaddigit (include). Thisisthecheck digit (donot include). Thisisthelead digit (include).Thisisthecheckdigit(donotinclude).

ThisitemUPCwouldbeenteredas:98765432109.ThisitemUPCwouldbeenteredas:01234567890.

TheUPCwillpopulateinthecellwiththisformat:TheUPCwillpopulateinthecellwiththisformat:

098765432109001234567890

DeCAITEMCOST:Youwillneedtoconfirmyourregularcost andpromotionaladjustmentforeachtypeofpromotion.ManagerSpecial(MGRSPEC),PowerBuy(PWRBUY). IfyouarepresentingitemswithEDLP(EveryDayLowPricing),theregularcostminus any promotional adjustmentwill be youreverydaylowprice.

REG/EDLP:Intheregular/everydaylowpricecost(REG/EDLP)field,enterthemost recent current non-promoted costpricesenttoDeCA.ThispricemustbeutilizedastheregularcostonanyindustryprovidedDeCAsignage.VendorsareremindedDeCAhasapricewarrantyclauserequiringtheaverageofallpriceoffersmadeoveracalendaryearbythevendor,forallproductscoveredunderthe resale orderingagreementwillbeasloworlowerthanthoseoffersmadetosupermarketsintheUnitedStatesundersimilartermsandconditions.It is imperative that the regular cost price in Power HQ (current EDI 879 regular cost price) match the DeCAF 40-16’s regular price as this will be used to deduct the vendor price reduction adjustment amount from.

  • VPR ADJUSTMENTS:Inthevoluntarypricereductionadjustment(VPRAdjustment $)fieldenterthepromotionadjustmentamount beingofferedforeachtypeofpromotion.Ifthisisanewitempresentationandyouareofferingan“everydaylowprice”butwanttohavetheitemfeaturedonpromotion,leavethisspaceblank. The amount listed will be deducted from the price listed under REG/EDLP to determine the price you will be paid. The VPR Adjustment will also be the amount deducted from the DeCA regular shelf price. SPECIAL NOTE: Once the REG/EDLP and VPR Adjustment fields are filled, the information will be used to auto-populate the percentage of savings over the item’s regular cost.
  • SAVINGS: Do notenteranythingintheitem or case Savings%field. Once the prices havebeen listedunderDeCAandRetailCost,thepercentageofsavings(overtheitem’sregularcost)thatthepromotion(VPR)adjustment representswill be calculated.
  • The cells below the savings cells calculate the case VPR adjustment and are for internal use.

CIVILIANCOST: Thisblockhas four distinctinputcells. Enteraveragecivilianpricingasfollows:

  • Inthe“REGE”field, entertheaveragenon-promotedpricefortheEastCoastcivilianmarket.
  • Inthe“REG W” field,entertheaveragenon-promotedpricefortheWestCoastcivilianmarket.
  • Inthe“PROMOE”field, entertheaverage promotedpricefortheEastCoastcivilianmarket.
  • Inthe“PROMO W” field,entertheaverage promotedpriceforthe WestCoastcivilianmarket.
  • TheMississippiRiverdemarcatesthedividinglinebetweentheEastandWestCoasts.Enterdatafromthemost recent twelve (12) month period.

SAVINGSCOMPARISON:Donotenteranythinginthesefields,thepercentsavingsoverretailwillautomaticallybe calculated based uponwhatyouinputinthe otherfields.

PATRONSAVINGS,PACKAGESALESandDOLLARSALES: Enterthepackagesales.Patronsavingsanddollarsaleswill calculate automatically.The following arethedefinitions for:

  • Patronsavings:CalculatedbytakingthedifferencebetweentheDeCAandretailpricetimesthetotalpackagesalestodeterminethetotalsavings fora specificperiod of time.
  • Packagesales:Totalnumberofpackagesyouexpectwillbesoldonlyfortheapplicabledisplayperiodeventhoughthepromotionmaybeofferedforalongerperiodoftime.Ifyouwanttolistthequantityfortheentirepromotionalperiod,youmustlistyourprojectionsintheremarkssection.TheperiodoftimefortheVPRisalreadylistedintheheadingofthe form.
  • Dollarsales:Totaldollarsyouexpectwillbesoldforthesameperiodoftimeusedforpackagesales.Ifyouwanttolistthedollarsfortheentirepromotionalperiod,youmustlistyourprojectionsintheremarkssection.Theperiodoftime fortheVPR is alreadylisted inthe heading of the form.

SH/PL $:Do notenter.Thiswill be automatically calculatedwhen the presentation is for shippersor palletsand their contents.This cell willcalculate thesumof the price multiplied bythenumber ofunits for each item.

ADD:This cell is to be used whensubmitting a shipper orpallet module that contains a mix of both newand existingitems. Anewadd willbe annotatedwith an“X”.

PROMOTIONALLIFT:Thisblockhasspaceformultiplelinesofinformation.Tocalculateaveragelift,taketheexpecteddailyaveragesales for the timeperiodtheitems will be on display,minus the dailyaverage sales during the non-promotedperiods,divided bythedailyaveragesales during non-promoted periods. Scanningdatashould be used to determineunit sales.If militaryscanningdataisnotavailable,internalshipmentsorciviliandatashouldbeusedtocalculateaveragelift.Entertheaverageliftinformationin the following sequence:

  • Manager’s Special (MGR SPEC)
  • PowerBuy(PWRBUY)

REGIONALSTOCKAGELIST(RSL),DEPARTMENTCOMMODITYCODE(DCG),PLAN-O-GRAM(POG): Thisblockhasthreedistinct inputcells:

  • EntertheRegionStockListing(RSL)codeforeachitemcurrentlyinDeCA’sstockassortment.Ifitisanewitemleavethiscell blank.
  • EntertheDepartmentCommodityCode(D/C/G).ForthevaluescurrentlyinDIBSfordepartmentcommoditycodeandRSL,gototheDeCApricingWEBsite(NOTE:IfyouarenotregisteredfortheDeCAWebPricingSystem,youcanregisterbygoingto
  • Whenpresentingasolelynewitem:reviewthecommoditycode.TheRSLwillbedeterminedandassignedbytheappropriateDeCA category manager.
  • Do not enter the plan-o-gramnumber, thecategory managerwillassign it.
  • Whenmakingaregionalorstorespecificpresentation,makeanannotationtothateffectontheremarkssectionandidentify thespecific marketingarea and/or stores.

PALLETTIE:List the numberof casesper layer.

PALLETTIER:Listthenumberoflayersperpallet.

CATEGORY MANAGERNOTES: Leave thisblock blank.ItisfortheDeCAcategory manager’suseonly.

REMARKS/PICTURES:

  • Pictures of products or shippers maybe placedonlyinthe picturessection.
  • Includethetype(TV,radio,print,WEB,etc.)ofnationalmediathatwillsupportthispromotion.Informationsuchasmarketreach,frequency, audiencedemographics, and anyotherrelated datashouldbe included in thissection.
  • Indicatethetypeandtotalquantitiesofcouponsupportyouwillbeproviding.Informationsuchasquantitiesbyspecificlocation,typeofcoupon(instore,onshelf,storeflyer),picturesofthecoupon,andanyotherrelevantinformation should be included.
  • Indicateifadditionalmarketingfundsareavailable.AnnotatehowthemarketingfundswillbeusedintheRemarkssection,orontheremarkscontinuationsheet.Examples:in-storeradio,scholarshipprogram,publications/handouts,orother outreachprograms.
  • Ifyouwillbeconductingin-storedemonstrations,provideyourdemonstrationplanincludingwhichstores,numberofdemonstrationsper store and any other relevant information.
  • Anyother information you feel will help the category manager understand thefeatures and benefits ofyour products.

SALESREPRESENTATIVESSIGNATURE:Whenyousignthisblock,youarestipulatingthatallinformationyou’veenteredisaccurateandacknowledgingthatyouaresigningalegallybindingagreementonbehalfofthemanufacturerlisted on the DeCAF 40-16.

  • Thisformisalegallybinding,contractualagreementandparticipatingpartieswhohavesignedthisformareexpectedtofollowthroughwiththeirannotatedcommitments.Aminimumof60days’noticeisrequiredtodeviatefromthiscommitment.“ThemanufacturervoluntarilyagreestotheDeCAdeleteprocess,including dispositionofexcessquantitiesafter90 days.”
  • Takingappropriateactionwhenanitemisidentifiedfordeletions,addressingresidualinventoriesinthedistributor,andfollowingthedeleteprocessintheeventanitemfailstomeeteitherthemanufacturer’svolumeprojectionsortheminimumcategoryrequirementsestablishedbythecategory manager.ThemanufactureragreesthatDeCAhasnoresponsibilitytosellremaininginventoryafter90daysfromthedateoffirstnoticeofintenttodeletetheitem.“Themanufactureralsoagreesthattheitemshouldsupportareasonablerelationshipbetweennormalturnvolumeandthedistributorminimumshipquantitybydistributorlocation.”
  • Bysigningthisformthevendoragreestoshipthequantitiesforecastedbystoresforthepromotionstartingandendingdates,haveproductsondisplayduringthedisplayperioddatesifscheduledbyDeCAHeadquarters, andfeaturedontheshelf fortheapplicablepromotion period.

CATEGORY MANAGERANDLINEITEMMANAGERSIGNATURE:Leavethissectionblank,itisforDeCA’suseonly.Oncethecategory managerhasapprovedanitemforapplicablestores,storeswillidentifytheirprojectedquantitiesforthepromotionwiththeassistanceofindustry,ordersplacedbythestoreandproductsdisplayedduringtheapplicablepromotional period.

PAGENUMBER:Insertthepagenumberonlyonthepage(s)youwillbeusing.Insertthetotalnumberofpagesonthepresentationpageonly(thenumberofpageswillautopopulateontheadditionalpages)forthosepagesyouhavecompletedandwillbesubmittingtothecategory manager.Ifyouwouldprefertowriteinpagenumbersthiswouldbeacceptable.Blankpagesareneitherrequirednordesiredwhensubmittingpresentations.Intheeventyoufailtokeyinthecorrectpagenumber,apenandinkchangemaybemadeatthetimethepresentationissubmitted.Yourvendor representative’s initials will needto be annotated oneverypagethathasthepage numberchanged.

INSTRUCTIONSFORPROMOTIONCONTINUATIONPAGES:Thesepagesareusedtoenteradditionalinformationwhenmorethanfouritemsarebeingpresented.Thebroker,manufacturer,contractnumber(s),promotionperiodsandvendorinformationlistedonthepromotionpresentationpagewillautomaticallybelistedonthepromotionpresentationcontinuationpages.Followthesameinstructionsforthepromotionpresentationpageforeachitemonthe promotionpresentationcontinuationpages.Onlyprintacontinuationpage or pagesifyouhaveprovidedinformation.

INSTRUCTIONS FOR DODAACLISTING PAGE:Usethispage toidentifythe specific stores and the applicable store contract numberfor the items you want allocated. Ifthestorecontractnumberdiffersfromthenationalcontractnumberidentifiedonthefirstpage,enter theapplicablecontractnumber foreach DODAAC.

INSTRUCTIONSFORLOCALPRICINGPAGE:Usethispageforpricingforspecificstoreswithinagivenmarketingarea.Thispageisdesignedforvendorssuchaslocalsoftdrinkbottlers,snackandcookieproviders,andothervendorswhohaveresponsibilityforalimitednumberof storeswithinamarketingarea.EnterUPC,thenselectStore/DoDAACfromdropdownmenu,entercontractnumberandenterlocalprice.Anyquestionsregardingthispage should be addressed tothe DeCA category managerforthe applicablecategory.

SPECIAL REMINDERS:

  • This formcannot be changedor alteredinanymanner.
  • Besidesthesalesrepresentativesignature(SaleRepresentativeSignature,printedname,phonenumber)onthepromotionpresentationpagesandthepagenumbering,handwritingontheformbyindustryisNOTpermitted.
  • Youmustfilloutatleastallblue fields beforesubmittingyourpresentation.
  • Bysigningthispresentation formthesupplierandtheir representatives as wellas DeCAare committingto:
  • Ensuringproductsselectedforpromotionwillavailabletobeorderedbystoreswiththeagreedtimeframes,shippedinthequantitiesrequested,andbasedonthetypeofpromotionactivityapprovedeffectivelymerchandised ontheshelf or display area ona timely basis.
  • Takingappropriateactionwhenanitemisidentifiedfordeletionandaddressingresidualinventoriesinthe distributor.
  • Therehavebeendropdownmenusprovidedforcertaincells;selectfromthesemenustopopulatethecell.
  • Instructionpopupshavebeenaddedtotheinputcellsforconvenience.Ifyoudonotwishtousethemyoucanclickonthepopupanddragthemtoanareathatisoutofthewayoryoucanreadtheinstruction andhittheesckeyto removeituntilyou selectthenext cell.
  • Youwillnowinput11numbersforeveryUPC,the10digitUPCandtheleaddigit.Donotincludethecheck digitoranyspaces or dashes.
  • The latest copy of the DeCAF 40-16is posted on
  • The DeCAF 40-15 form, DeCA 40-16 form, and DeCA 40-18 form will be eliminated when the supplier on boards to the Vendor Portal.
  • Presentationswillonlybeprocessedifallrequiredinformationhasbeencompletedandcertifiedbythevendorortheir representative.

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