OPERATING RULES
March 28, 2008
I. Set Up and Maintenance of Operating Capability
A. Winery is responsible for:
1. Using the most recent version of these Operating Rules as shown on the VWDC website, vwdc.org.
2. Updating the Price List, Agent information and Winery banking and contact information by e-mail to VWDC Administrator.
3. Providing the Virginia ABC with an initial price notification prior to using VWDC.
4. Maintaining its connection to the internet and an email address, a computer with Adobe Acrobat Reader 7.0 or higher, an inkjet or laser printer, and the VWDC supplied software Pocket Advantage Client.
5. Notifying the TTB via amendment to the winery’s basic registration demonstrating a change to the use of its bonded area resulting from lease of space to VWDC.
6. Requiring that Agents have a working knowledge of the compliance issues related to acting as Agent for VWDC.
II. Maintaining the VWDC Licensed Space
A. Licensed Space may be completely enclosed (closet or store room) or may be a wire enclosure.
B. Licensed Space must remain locked at all times except when Wine is being moved into or out of the Licensed Space.
C. Copies of distributor's wine invoices ("DWI") and purchase orders ("PO") for all transactions must be kept in the Licensed Space for use by Winery, Agent, VWDC and ABC.
D. Agent must have access to the Licensed Space at all times. Other Winery workers should be allowed in the Licensed Space only when accompanied by Agent.
III. Standard Operating
Procedure for Placing and Delivering Orders
A.
Winery rep and/or Agent makes a sales call to
Retail Licensee by any lawful method. Note that
“peddling” wine is prohibited in Virginia and all wine must be pre-sold prior
to delivery.
B. Only an Agent (not Winery rep) may sample wine for Retail Licensees. Wine for use in sampling must be ordered from VWDC and kept in the Licensed Space until used. Agent must keep a record of all sampling including, name of Retail Licensee, date of sampling and quantity used.
C. Retail Licensee/Winery rep places order for Winery's wine ("Order") with Agent.
D. Agent confirms inventory with Winery and transmits Order to VWDC by Pocket Advantage. VWDC does not maintain any inventory records. Order records are maintained in Pocket Advantage.
E. VWDC processes Order and returns PO and DWI to Winery by email. Processing occurs at 9:00 AM and 1:00 PM on weekdays only.
F.
Winery prints out four (4) copies of the PO and
four (4) copies of the DWI.
G. Winery uses the PO to collect Order from Winery's bonded warehouse.
H. Agent signs all four copies of the PO on behalf of VWDC, moves Order from Winery's bonded warehouse to the Licensed Space where the Order must “come to rest.”
I. Agent moves Order from Licensed Space to Agent Vehicle.
J.
Agent transports Order in Agent Vehicle and
delivers Order to Retail Licensee. OR
Retail Licensee may pick up order at VWDC Licensed Space from Agent. Sunday deliveries and pickups of alcohol are
prohibited in
K. Agent collects payment and secures Retail Licensee signatures on four (4) copies of the DWI.
L. Payments from Retail Licensees to VWDC shall be in the form of a check from the Retail Licensee, cashier’s check or money order made payable to “Virginia Winery Distribution Company” or “VWDC.” VWDC cannot accept cash or Winery checks. Please note that ABC regulations prohibit Winery or Agent from purchasing cashier's checks or money orders for Retail Licensees.
M. Agent immediately sends transaction paperwork by U.S. mail to VWDC c/o Virginia Distributing at 3245 Forest Brook Road, Lynchburg, Virginia, 24501. The transaction paperwork includes, (1) payment from the Retail Licensee, (2) two (2) copies of the PO signed by Agent, and (3) one DWI signed by the Retail Licensee. Transaction paperwork must be postmarked within two (2) business days from the delivery date stated on the DWI or payment to Winery may be delayed.
N. VWDC processes the transaction, pays all of the collected ABC taxes and submits the required reports to ABC.
O. VWDC pays Winery for all transactions no less than once every month. Transactions received after the last date for each month's reconciliation will be paid at the end of the following period.
P. Winery submits the usual required reports to ABC and TTB.
IV. General Reminders
A.
PO's and DWI's
For each transaction, the four PO's are all signed by the Agent when an Order is picked up from the Winery and are distributed as follows:
Two (2) copies should be sent to VWDC with transaction
paperwork to: VWDC c/o Jeff Lehmann,
One (1) copy kept in the VWDC Licensed Space.
One (1) copy retained by Winery.
The DWI's are distributed as follows:
One (1) copy kept by the Retail Licensee.
One (1) copy kept in the Licensed Space for VWDC records.
One (1) copy sent to VWDC with transaction paperwork.
One (1) copy retained by Winery.
All POs and DWIs must be kept in the Licensed Space for two (2) years from the delivery date of the transaction.
VWDC will send Wineries a monthly statement/reconciliation.
B. Pricing
Winery pricing posted on Pocket Advantage should include all taxes and the transaction fee payable to VWDC. Winery must notify both VWDC Administrator and ABC by e-mail of initial pricing and any subsequent increase in posted pricing thirty (30) days prior to the effective date of such change. VWDC does not have staff to maintain discount structures for every winery. Wineries may override the posted pricing in Pocket Advantage. Winery may offer quantity discounts so long as such discounts are offered to all Retail Licensees in a non- discriminatory manner. Winery must offer all wholesalers the same pricelist.
C. Changes at Delivery
Any changes made to the quantity or price of the actual delivery must be noted on the DWI and a credit order with the same date as the original DWI must be submitted on Pocket Advantage. These change orders will incur a transaction fee.
D. Technical
Support:
Pocket Advantage - Inventiv Software, 901-766-0866
9 AM
to 7 PM, Eastern time, weekdays
Matt
Tangen, x220, matt.tangen@inventiv.com
Lisa
Woodard, x203, lisa.woodard@inventiv.com
VWDC
Administrator - Techelle McCrea, 434-385-7822x3106
9
AM to 5 PM, Eastern time, weekdays
tmccrea@virginiadistributing.com
VWDC
Project Manager - Jeff Lehmann, 434-385-7822x3109
9
AM to 5 PM, Eastern time, weekdays
jlehmann@virginiadistributing.com
ABC
(pricing changes only) -
pricechg@abc.virginia.gov
