Vendor Information

Promotional Contracts, Vendor Policy & Procedures

  1. Deal contracts are due to the Category Manager NLT 45 days prior to the start of a promotion. Contracts with less than 45 days will be subject to a $50.00 late fee.
  2. Vendor name and number must be on all contracts prior to submission to the Category Manager. If you are unsure of a vendor number, contact the appropriate Category Manager.
  3. Item numbers must be listed on the contract. On new items, the buyer will enter the item numbers.
  4. The order dates and ship dates must be properly listed. It is our policy that all purchases fall within the order dates. Note: Our system does not recognize ship dates for promotional purchases.
  5. All deals should begin on a Monday and end on a Friday.
  6. Contracts are not to be e-mailed or faxed except in extreme circumstances where time is the issue. Contracts that are e-mailed or faxed must be followed-up with a three-part copy (white, pink, yellow).
  7. Contracts must be clearly legible on all copies.
  8. Contracts must only have the scanning (unit) UPC listed.
  9. The appropriate up-charge (Grocery 3%, Dairy/Frozen 7%, HBC 6%, & GM 10%) must be figured into the store cost portion of the contract.

    Example:

    Grocery List ........ $9.00
    Up-charge ........... X 1.03%
    Case M/U ............ $9.27
    Allowance ........... $1.00
    Net Case ............ $8.27
    Divide Case ......... 12
    Net Store Cost ...... $0.69
  10. All deals must be no less than 10% of case cost. Deals with less than 10% risk the chance of being refused for performance.
  11. Annual promotional allowances or allowances that are submitted for more than 90 days in length must be submitted in 3 month increments.
  12. All contracts must be signed and dated by the manufacturer/broker.
  13. Maximum purchase amounts must be listed on the contract provided one exists.
  14. Information on the contracts must be correct. A penalty will be assessed for any incorrect information submitted. We will assign a monetary value based upon the damages that occurred.

Official Brookshire Brothers Vendor Forms for Download

  • Click Here to download the Brookshire Brothers Charitable Foundation Tax Exemption Certificate.
  • Click Here to download the Vendor Information Sheet.
  • Click Here to download the Vendor Setup Form.
  • Click Here to download the Contract Dairy Frozen Form.
  • Click Here to download the Contract Grocery Form.
  • Click Here to download the Cost Change Notification Form.
  • Click Here to download the New Item Form.
  • Click Here to download the W-9 Form.
  • Click Here to download the EDI Information Form.
  • Click Here to download the 875 UCS Version 4010 Form.
  • Click Here to download the 880 Grocery Products Invoice.