Requesting Special Allocations SOP

Standard Operating Procedure: Requesting Special Allocations

This procedure outlines the steps to request special allocations of product to be included in their regular distribution center (DC) delivery. Adhering to the timelines outlined below is crucial to ensure timely delivery.

Reference Chart:

Procedure:

1. Identify the Need for a Special Allocation: Determine the specific product and quantity required for the special allocation. Ensure this request falls outside of the standard ordering process.
   
   

2. Consult the Reference Chart: Identify the Delivery Day, Distro Delivery Cut-off, and Store Order Cut-off for your specific store.
   
   

3. Submit the Special Allocation Request:
   
   

   • All special allocation requests must be submitted before the Distro Delivery Cut-off day. Submitting a request after this day will likely result in the allocation not being included in the upcoming delivery.

   • The latest the DC will accept special allocation requests for a store's regular delivery is the Store Order Cut-off time on the specified day.

4. Method of Submission: All special allocation requests must be submitted via the Asana form accessible through the following link: https://form.asana.com/?k=M-dGZQFhCnu7ihsoV7qeGw&d=1168175464405652
   
    The Asana form requires the following information:
   
   

   • Name of Product: Clearly identify the product being requested.

   • Delivery Location: Select your specific store location from the available options.

   • Details/Notes about Special Allocation: Provide any relevant information or specific requirements for this allocation.

   • Date Needed by In-Store: Indicate the date by which the product is required at your store.

5. Ensure all required fields in the Asana form are accurately completed before submission.
   
   

6. Confirmation (If Applicable): Upon submission of the Asana form, you may receive an automated confirmation. If further confirmation or follow-up is required, it will be communicated through Asana or other designated channels.
   
   

7. Delivery: The special allocation, if approved and processed within the timelines, will be included in your store's regular delivery on the designated Delivery Day.
   
   

Important Considerations:

• Lead Time: Plan accordingly and submit your requests well in advance of the Distro Delivery Cut-off to allow sufficient time for processing and vendor delivery to the DC. Consider the Date Needed by In-Store when submitting your request.

• Vendor Coordination: Be aware that some special allocations may require direct coordination with vendors. Ensure any vendor-specific procedures are followed in addition to this SOP.

• Communication: Maintain clear and timely communication regarding any special allocation needs or issues through the Asana form or other designated channels.

• Exceptions: Any exceptions to these timelines must be communicated to and approved by the appropriate DC personnel.

By following this procedure and utilizing the Asana form, store personnel can efficiently request special allocations and ensure timely delivery of necessary products.