Processing a Claim in MEI
Deductions or Bill back / Check Requests

The following information is required for any claim processing:

Trade Claims

All trade promotion claims must be filed within 180 days of the invoice date or the dates covered on a proof of performance. No claims outside of this time frame will be honored.

• Invoiced Pricing Errors - Claims for invoiced pricing errors must be accompanied by the corporate approved agreement or executed price list provided by the Company. Contact your Regional Sales Manager for the active price list #.
• Rebates - Claims must refer to the active AdvancePierre Deal number (Promo ID in MEI), along with the proof of performance.
• Promotional Allowance - Claims must refer to the active Deal number, along with the proof of performance.
• Bid Pricing - Claims must include the current, correct AdvancePierre Foods bid number that applies and the End User name, along with an Excel Report which includes:
  •  
    • AdvancePierre item number(s)
    • Number of cases
    • Bill Back amount
  • When AdvancePierre Market Bid Pricing is used, the specific End User must be listed on proof of performance (K-12 only). Simply stating "Market Pricing" will not be accepted.
  • No other deviations or programs will be allowed on bid-priced items. Claims must reference the active Bid number provided by the Company, along with the proof of performance.
• Proof of Performance for ALL Trade Promotions - must include the end user name, the period of time covered, the Pierre item #, the case quantities and the extended prices claimed. It must be submitted in an excel file and sent to: accounting.dept@advancepierre.com ; please reference your customer name and invoice # in the subject line.
• Commodity (Government Donated Food) - The Company will access information reported in a 3rd party system on weekly/monthly basis in accordance with signed distributor agreement and will prepare a summary of pre approved deductions for the distributor based on approved commodity sales to eligible school recipients reported in processor link, and authorize a claim for the determined value. The Company will issue an Authorized Credit Deduction with a specific reference code to the distributor. Deductions are not to be taken without a valid authorized code. Contact Candace Putman at 513-682-7162 or email candace.putman@advancepierre.com.

Non-Trade Claims

All non trade claims must be made within 90 days of delivery.

• Product Returns - Returns must be authorized in advance. The customer must contact AdvancePierre Foods Customer Service to obtain the "Return Authorization" number. The "RA" number must be referenced when placing the claim. Contact Customer Service at 1-800-543-1604.
• Damaged Product - It is the company's desire to improve our service to the customer and eliminate the delivery of damaged product. When possible the company would like a description of the damage or digital pictures to be included.
  • On Delivery - the claim must be accompanied by the signed proof of delivery.
  • Concealed Damaged - i.e. reclamation charges, must provide a reclamation invoice, or photos
• Product Shortage - Over or short shipment claims must be accompanied by the signed proof of delivery.

Email all supporting documentation to Accounting.Dept@advancepierre.com

IMPORTANT: IF THE ABOVE INFORMATION IS NOT PROVIDED AT THE TIME THE SHORT PAYMENT/ DEDUCTION IS TAKEN, THE FOLLOWING PROCESSING FEE(S) MAY BE ASSESSED TO THE CUSTOMER VIA CHARGEBACK INVOICE:

Unauthorized Deduction Fee - $250.00
Handling Fee - $50.00 (not providing the above documentation)

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Promotion Validation

What is Proper Customer Acceptance Documentation?
In order to Commit the Promotion upfront, AND for the Promotion to be Resolved upon conclusion, one of more of the following must be in MEI:

• Signed Pierre Contract (MEI Excel output with Pierre deal number and disclaimers) - with Broker/RSM signature. REQUIRED for ALL deals - attached in NOTES in MEI
• Signed customer form (their contract - if they require it)
• Customer announcement of trade show on customer letterhead
• Sponsorship Confirmation
• Demo Confirmation
• Bid Acceptance Document

Deductions - Validating in MEI
A Deduction is created when the Customer Short Pays an invoice

• Audit is completed by Accounting. Back-up is audited; any missing back-up requested from sales.
• Accounting reviews and if both valid and supporting documentation is correct, clears deduction and attaches audit trail in MEI; if invalid, starts Repay Process.
• If Promo does not exist in MEI, RSM/Broker is notified and info requested:
• If valid, Sales completes Missed Promotion Form and submits to tradespend@advancepierre.com
• If invalid, Sales advises Accounting and Repay Process begins

Check Requests - Validating in MEI
Once Customer Invoice is received, RSM/Broker must validate the claim and complete a Check Request

• Ensure promo is set up properly, correct fund is selected, Customer acceptance/ AdvancePierre Contract/ documentation is posted in MEI
• Download the Check Request Form from MEI Forms Link on Home Page
• Complete form, obtain Spin Reports/Bid Bill Back Reports in Excel, ensure shipments in back-up reflect promo dates, reference the CORRECT MEI deal #and/or Pierre Bid #

Bid Bill Back - Validating in MEI
For Bid Pricing to be honored, the Bid MUST be set up in MEI and be supported with the following:

• The current, correct Pierre Foods bid number that applies
• End user name
• An Excel Report which includes:
• AdvancePierre item number(s)
• Number of cases
• Bill Back amount
• When AdvancePierre Market Bid Pricing is used, the specific end user must be listed on proof of performance (K-12 only). Simply stating "Market Pricing" will not be accepted.
• No other deviations or programs will be allowed on bid-priced items.

Viewing Open Deductions/Payments in MEI

• Select your desired hierarchy: market, product, period
• Select "Payment List" tab on tool bar
• Choose "Deductions to Reconcile"
  
• For Payments,
  • Select "Created Payments" under the above -OR-
  • Under the promotion itself, select "Actuals" tab and it will details payments paid