Cafe Vendor Order Guide

A. Vendor Information

The Vendor Information section provides essential details to facilitate smooth and efficient communication between [Your Company Name] and its vendors. This includes comprehensive contact information, designated account managers, and clear payment terms and conditions. Adhering to these guidelines ensures transparency, timely payments, and a strong professional relationship, crucial for maintaining a reliable supply chain and operational efficiency.

Vendor Contact Details

Vendor Name:	[Vendor Name]
Vendor Address:	[Vendor Address]
Phone Number:	[Vendor Phone Number]
Email Address:	[Vendor Email Address]
Website:	[Vendor Website]

Account Manager/Sales Representative Contact Details

Name:	[Representative Name]
Title:	[Representative Title]
Phone Number:	[Representative Phone Number]
Email Address:	[Representative Email Address]
Alternate Contact:	[Alternate Contact Details]

1. Payment Terms and Conditions

[Your Company Name] maintains a consistent and professional relationship with all our vendors. Adhering to clear and mutually agreed-upon payment terms is crucial for the smooth operation of our business. Below are the standard payment terms and conditions that apply to all transactions with [Vendor Name]:

2. Payment Methods

We accept payments via credit card, bank transfer, and check. All payments must be made to the vendor’s designated account or mailing address as listed above.

3. Payment Terms

Payments are due within [30] days from the date of invoice (Net 30), unless otherwise agreed upon in writing. Early payment discounts [2% 10 Net 30] may be offered and should be clearly stated on the invoice.

4. Invoice Submission

Invoices must be submitted electronically to [Your Company Email] or mailed to [Your Company Address]. Each invoice must include a detailed breakdown of the products supplied, quantities, unit prices, and total amount due.

5. Dispute Resolution

Any discrepancies or disputes regarding invoices must be reported within [10] business days of receipt. Disputed amounts will be investigated and resolved promptly. Payment for non-disputed amounts must still be made by the due date.

6. Late Payments

Late payments are subject to a late fee of [1.5]% per month on the outstanding balance. Continued late payments may result in credit hold or suspension of deliveries until the account is brought current.

7. Purchase Orders

All orders must be accompanied by a valid purchase order number. Orders without a purchase order may be delayed or rejected.

These terms are designed to ensure transparency and maintain a healthy business relationship.

B. Product List

The Product List section provides a comprehensive catalog of all available products from our vendor, essential for efficient ordering and inventory management. Each product is listed with its corresponding code or SKU number for easy reference, along with detailed descriptions, including size, weight, and packaging details. This structured approach ensures accuracy in orders, helps avoid discrepancies, and supports streamlined communication between our cafe and the vendor.

Product Code/ SKU	Product Name	Description	Size	Weight	Packaging Details
SKU12345	Organic Coffee Beans	100% organic Arabica coffee beans sourced from fair-trade farms.	1 lb bag	1 lb	Packed in resealable bags.
SKU67890	Whole Milk	Fresh whole milk, pasteurized and homogenized.	1 gallon	8.6 lbs	Plastic jugs.
SKU54321	Artisan Bread Loaf	Freshly baked artisan bread, perfect for sandwiches and toasts.	2 lb loaf	2 lbs	Wrapped in wax paper.
SKU98765	Free-Range Eggs	Farm-fresh, free-range eggs, large size.	12-count	1.5 lbs	Recyclable cartons.
SKU24680	Sugar Cubes	Pure cane sugar cubes, ideal for hot beverages.	1 lb box	1 lb	Cardboard box.
SKU13579	Organic Green Tea Bags	Premium organic green tea, individually wrapped.	50-count box	0.5 lb	Box with foil wrappers.
SKU33445	Fresh Strawberries	Locally sourced, organic strawberries.	1 lb container	1 lb	Plastic clamshell container.

C. Pricing

Understanding the cost of each product is crucial for budgeting and maintaining profitability. Below, you'll find the current prices for all available products from our vendor. Included are details on applicable discounts and bulk pricing options to help you make cost-effective purchasing decisions. Additionally, any upcoming price changes or current promotions are highlighted to keep you informed and prepared for adjustments in your ordering strategy.

Product Code/ SKU	Product Name	Current Price	Bulk Pricing Options	Discounts/ Promotions
SKU12345	Organic Coffee Beans	$12.99 per lb	$11.99 per lb for 10+ lbs	10% off first order for new customers
SKU67890	Whole Milk	$3.49 per gallon	$3.29 per gallon for 20+ gallons	Buy 10 gallons, get 1 free
SKU54321	Artisan Bread Loaf	$4.50 per loaf	$4.00 per loaf for 50+ loaves	5% off on orders placed by [Month Day, Year]
SKU98765	Free-Range Eggs	$2.99 per dozen	$2.75 per dozen for 30+ dozen	15% off orders over $100
SKU24680	Sugar Cubes	$2.50 per box	$2.25 per box for 100+ boxes	None
SKU13579	Organic Green Tea Bags	$6.99 per box	$6.50 per box for 25+ boxes	Buy 4 boxes, get 1 free
SKU33445	Fresh Strawberries	$5.99 per lb	$5.50 per lb for 20+ lbs	Seasonal discount: 20% off in June

D. Order Quantities

Efficient inventory management relies on understanding the optimal order quantities for each product. This section provides the minimum and maximum order quantities, case or pack sizes for bulk ordering, and recommended reorder points to ensure consistent stock levels. By adhering to these guidelines, we can maintain smooth operations, avoid stockouts, and optimize storage space.

Product Code/ SKU	Product Name	Min Order Qty	Max Order Qty	Case/Pack Size	Recommended Reorder Point
SKU12345	Organic Coffee Beans	5 lbs	100 lbs	5 lbs per case	20 lbs
SKU67890	Whole Milk	5 gallons	50 gallons	5 gallons per case	15 gallons
SKU54321	Artisan Bread Loaf	10 loaves	200 loaves	10 loaves per pack	50 loaves
SKU98765	Free-Range Eggs	5 dozens	100 dozens	5 dozen per case	20 dozens
SKU24680	Sugar Cubes	10 boxes	500 boxes	10 boxes per case	50 boxes
SKU13579	Organic Green Tea Bags	Organic Green Tea Bags	5 boxes	5 boxes per pack	20 boxes
SKU33445	Fresh Strawberries	5 lbs	50 lbs	5 lbs per case	15 lbs

E. Delivery Information

Timely delivery of products is critical to maintaining our cafe's operations. This section outlines delivery schedules and lead times, any special instructions or requirements, and details on shipping and handling charges. Clear communication with vendors regarding these aspects ensures that our inventory remains stocked and that the quality of products is maintained during transit.

Delivery Schedule	Lead Times	Special Delivery Instructions	Shipping & Handling Charges
Deliveries are made on Mondays, Wednesdays, and Fridays.	Standard lead time is 3-5 business days for most products.	Delivery to be made at the rear entrance of the cafe.	Orders over $500 qualify for free shipping.
Emergency deliveries can be requested with a 24-hour notice.	Specialty items may have a lead time of up to 10 business days.	Notify the cafe manager 30 minutes before arrival.	Standard shipping fee: $25 per order under $500.
Fresh produce deliveries are scheduled for early morning (6 AM - 8 AM).	Lead time for fresh produce is 1-2 business days.	Refrigerated items must be delivered in a temperature-controlled vehicle.	Bulk orders (over 100 lbs) may incur an additional handling fee of $15.
Baked goods are delivered daily to ensure freshness.	Lead time for baked goods is 1 business day.	All deliveries must be signed for by the designated cafe staff member.	Specialty items may have unique shipping charges based on size and weight.

Detailed Information

1. Delivery Schedules

Regular deliveries are scheduled on Mondays, Wednesdays, and Fridays to ensure consistent supply. Emergency deliveries are available upon request with a 24-hour notice to address urgent needs.

Fresh produce deliveries are prioritized for early morning slots [(6 AM - 8 AM)] to maintain freshness and quality. Baked goods are delivered daily to ensure they are as fresh as possible.

2. Lead Times

The standard lead time for most products is [3-5] business days. However, specialty items may require a longer lead time of up to [10] business days. Fresh produce typically has a lead time of [1-2] business days, while baked goods have a lead time of 1 business day to ensure they are freshly prepared.

3. Special Delivery Instructions

Deliveries should be made at the rear entrance of the cafe to avoid disrupting customer service areas. The delivery team should notify the cafe manager at least [30] minutes before arrival to ensure staff are prepared to receive the goods.

Refrigerated items must be delivered in temperature-controlled vehicles to maintain product integrity. All deliveries must be signed for by the designated cafe staff member to confirm receipt and condition of goods.

4. Shipping and Handling Charges

Orders over $[500] qualify for free shipping. Standard shipping fees for orders under $[500] are $[25] per order. Bulk orders [(over 100 lbs)] may incur an additional handling fee of $[15] due to the extra effort required for delivery.

Specialty items may have unique shipping charges based on their size and weight, which will be communicated at the time of ordering.

F. Order Form

To streamline the ordering process and ensure accuracy, this section provides a standardized order form. The form includes fields for product codes, quantities, and any special requests. Detailed instructions for submitting orders via email, an online portal, or phone are also provided to facilitate smooth and efficient order placement.

Date:	[Month Day, Year
Cafe Name:	[Your Company Name]
Contact Person:	[Your Name]
Phone Number:	[Your Company Number]
Email Address:	[Your Company Email]
Delivery Address:	[Your Company Address]

Product Code/ SKU	Product Name	Quantity	Special Requests/Instructions
SKU12345	Organic Coffee Beans	5 lbs	Grind beans for drip coffee maker
SKU67890	Whole Milk	5 gallons	None
SKU54321	Artisan Bread Loaf	10 loaves	Sliced
SKU98765	Free-Range Eggs	5 dozens	None
SKU24680	Sugar Cubes	10 boxes	Organic, if available
SKU13579	Organic Green Tea Bags	Organic Green Tea Bags	None
SKU33445	Fresh Strawberries	5 lbs	Ripe

Submission Instructions

1. Email Submission

• Complete the order form with all required details.

• Attach the form to an email and send it to: [Vendor Order Email]

• Subject line: "Cafe Order - [Your Company Name] - [Month Day, Year]

• Ensure all contact information is correct to avoid delays.

2. Online Portal Submission

• Visit the vendor's online ordering portal at: [Vendor Online Portal URL]

• Log in with your account credentials.

• Fill out the online order form with the required details.

• Review and submit the order.

• An email confirmation will be sent to your registered email address.

3. Phone Submission

• Call the vendor’s order hotline at: [Vendor Order Phone Number]

• Provide your cafe name, contact person, and order details over the phone.

• Confirm the order details with the vendor representative.

• An email confirmation will be sent to your registered email address.

G. Order History and Tracking

Maintaining an accurate record of past orders and tracking current orders is essential for effective inventory management and resolving any issues that arise. This section includes a comprehensive log of previous orders, tracking information for active orders, and clear procedures for handling discrepancies, such as damaged or missing items.

Order History

Keeping a detailed record of past orders helps monitor purchasing patterns, manage inventory, and address any discrepancies. Below is a sample format for recording order history.

Order Date	Product Code/SKU	Product Name	Quantity Ordered	Quantity Received	Discrepancies	Notes
[Month Day, Year]	SKU12345	Organic Coffee Beans	20 lbs	20 lbs	None	On-time delivery
[Month Day, Year]	SKU67890	Whole Milk	30 gallons	28 gallons	2 gallons missing, reported to vendor	Replacement shipped
[Month Day, Year]	SKU54321	Artisan Bread Loaf	50 loaves	50 loaves	None	On-time delivery
[Month Day, Year]	SKU98765	Free-Range Eggs	15 dozen	15 dozen	None	On-time delivery
[Month Day, Year]	SKU24680	Sugar Cube	100 boxes	98 boxes	2 boxes damaged, reported to vendor	Replacement shipped

Current Order Tracking

Tracking information for active orders ensures that we stay informed about the status and expected delivery dates of our purchases.

Order Date	Product Code/SKU	Product Name	Quantity Ordered	Estimated Delivery Date	Tracking Number	Delivery Status
[Month Day, Year]	SKU12345	Organic Coffee Beans	30 lbs	[Month Day, Year]	567890	In Transit
[Month Day, Year]	SKU67890	Whole Milk	20 gallons	[Month Day, Year]	234145	Shipped
[Month Day, Year]	SKU54321	Artisan Bread Loaf	60 loaves	[Month Day, Year]	098766	Delivered
[Month Day, Year]	SKU98765	Free-Range Eggs	10 dozen	[Month Day, Year]	000111	In Transit
[Month Day, Year]	SKU24680	Sugar Cubes	50 boxes	[Month Day, Year]	435698	Shipped

Procedures for Handling Order Issues

Clear procedures for addressing discrepancies help ensure quick resolution and maintain good vendor relationships.

1. Damaged Items

• Inspect all deliveries upon arrival for any visible damage.

• Record any damaged items on the delivery receipt and take photographs as evidence.

• Contact the vendor within 24 hours to report the damage and request a replacement or credit.

• Keep the damaged items until the vendor provides further instructions.

2. Missing Items

• Compare the delivery receipt with the order form to verify the quantity received.

• Record any missing items on the delivery receipt.

• Contact the vendor immediately to report the missing items and request a replacement or credit.

• Follow up with the vendor if the issue is not resolved within a reasonable time frame.

3. Incorrect Items

• Verify that the items received match the order form.

• Record any incorrect items on the delivery receipt.

• Contact the vendor within 24 hours to report the issue and arrange for the correct items to be delivered.

• Return the incorrect items if requested by the vendor.

H. Payment and Billing Information

Clear payment and billing information is crucial for maintaining a good relationship with our vendors. This section outlines the accepted payment methods, invoicing procedures, and terms for payment deadlines to ensure smooth transactions and avoid any late fees or misunderstandings.

1. Accepted Payment Methods

Providing flexibility in payment methods ensures convenience for both parties. We accept the following payment methods for orders.

• Credit Card: We accept Visa, Mastercard, American Express, and Discover.

• Check: Please make checks payable to [Your Company Name].

• Direct Deposit: Bank details for direct deposits will be provided upon request.

2. Billing Address and Invoicing Procedures

Accurate billing information and clear invoicing procedures help streamline the payment process and ensure timely payments.

• Billing Address: [Your Company Address]

• Invoicing Procedures: Invoices will be sent to the email address provided on the order form within 24 hours of order placement. Please review the invoice for accuracy and contact us immediately if there are any discrepancies.

3. Payment Terms and Late Fees

Establishing clear payment terms and late fee policies helps ensure timely payments and avoid any misunderstandings.

• Payment Deadline: Payment is due within [30] days of the invoice date unless otherwise specified in writing.

• Late Fees: A late fee of [1.5]% per month may be applied to overdue invoices. Failure to pay invoices may result in suspension of future orders until the outstanding balance is settled.

By adhering to these payment and billing guidelines, we can maintain a positive relationship with our vendors and ensure that our orders are processed efficiently.

Maintaining a clear and comprehensive Cafe Vendor Order Guide is essential for ensuring smooth operations and fostering positive vendor relationships. By following the guidelines outlined in this document, [Your Company Name] can efficiently manage product orders, maintain optimal inventory levels, and handle any issues that may arise. Clear communication, accurate record-keeping, and adherence to payment and delivery terms will help us sustain a productive partnership with our vendors. This guide serves as a valuable resource for our team, enabling us to deliver consistent, high-quality products to our customers.

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