Samples 11.08.13

From Customer Business Rules

Current revision

Charges

We charge the customer for the shipping on sample requests; they may provide their shipper account number if they would rather that we charge their shipper account directly

We do not charge for up to $10 worth of product - Hitronic Items are exempt from the $10 free policy.

• Determine product cost by using the EQP price less the distributor discount
• Total all products together and subtract $10 from the distributor EQP cost – this is the amount that the customer will be charged for the product, if any

Processing Time

Blank and Random samples are generally processed in 24-48 hours

Pre-Production Proofs and Spec Samples (with the customer's art on them) have a production time of approximately 3 - 5 business days (see separate information for Pre-Production and Spec Samples; there are different processes and charges, etc.).

Types of Samples

Blanks: these are sample items with no imprint on them; customers may request blank samples, but we cannot guarantee that this is what they will receive – it depends on what stock is currently available

Random samples may have an imprint on them, but it will not be customer-specified; the customer can request a specific imprint color, but there is no guarantee – it is dependent on availability

Requesting Samples

Sample requests must be submitted in writing

Email address is: hitrequest@hitpromo.net

All information that is included on a normal Purchase Order should be included in the request, specifically:

• Customer Information

1. Name
2. Customer Number
3. Billing Address
4. Contact Phone Number

• Shipping Information

1. Shipping Method
2. Requested Ship Date/In-Hands Date, If Applicable
3. Shipper Account Number, If Applicable
4. Ship To Address
5. See Below Regarding Jobber Provided Shipper Account Numbers

• Item Information

1. Item #
2. Color
3. Quantity
4. Any Other Requested Specifications

• PO Number, If Desired

Shipments are either Prepay, Collect or Third Party

Prepay - Are shipped using Hit's account number and the charges are added to the customer's invoice.

Collect - Order ships on end user's account number. End user is responsible for freight charges.

Third Party - Order ships on an account number that is neither the shipper no the end user's account number, usually our customer's (jobber) account.

The traveler should specify what ship method we are using in order to be billed correctly. It is most important on UPS shipments. Each order (even sample orders) requires the 3rd party billing address. (not just the zip code)

All Sample requests need to go to Nittany Samples. Even same day rushes need to go to Nittany samples until 3pm. Just put in the subject line ‘MUST SHIP TODAY.’ If the request must ship today and if its after 3pm, email direct to Cindy Striffler and the Sample Department will get the sample request processed.

Please use your judgment when a customer asks for a sample over the phone. The request should always be in writing however, if a customer is on the road use your judgment, sometimes the request can be taken over the phone and you can e-mail the customer confirming what you are doing to assist them. Always give the best customer service you can.