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Ness Motley Documents

Field Office Administration Manual

Date: No date
Length: 267 pages
USTC-001020161-USTC-00120427
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ness 00023215

Fields

Case
FL-AG
Named Organization
IBM
Calstadt P.O.S. Distribution Center
US Department of Labor
Occupational Safety and Health Act
Hartford Group Insurance Company
Inc.
Thrift Drug Co.
Loblaw Inc.
Handee Marts Inc.
Gils Inc.
Original File
TobDocs1
Type
Manual
Named Person
Shaw-Walker
Act, Fair Labor Standards
Markets, Wawa Food
Mart, Spee D
Markets, Unico Majik
Shopper, Lil
Dairy, Fleisher's
Friendly, Fast N
Markets, Fairview Acme
Markets, Mayfair Super
Financial, Navy Exchange
Stores, Quick Check Food

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For each shipment of returned unsalable merchandise, the Returned Goods Depart- ment in Richmond sends a copy of the Customer Goods Returned Voucher Tally to Distribution Services in New York. At the end of each month, totals from these tally sheets are compiled, by Section and Region~ and sent to each Director of Region Sales. The Director of Region Sales forwards the report and the supporting tal~y sheets by Section, to Section Sales Managers for their information and review. G. DEFECTIVE PRODUCT When defective merchandise has been received by a customer, the following steps should be taken: 1. If possible, obtain samples of the defective product and send immediately to the Manager of Distribution Services in New York. 2. If sample product is not available, write to the Manager with as many of the follow- ing details as possible: • brand packing • factory of origin • date on shipping container • date on carton • code marking on packing foil • complete description of defect • sample of the carton or case if they are the source of the problem H. UNIVERSAL PRODUCT CODE The UPC manufacturer's identification number for Philip Morris tobacco products is 28200. The full UPC number for each tobacco product includes the manufacturer's number plus a code for tha brand and type of packing. The full UPC number is on each case. The UPC number for each carton and pack is derived from the UPC case number and appears on all cartons and packs. A complete UPC listing, giving the case, carton and package code for each brand and packing was provided to field sales personnel. Updated lists will be provided as re- quired. See the listing at end of this chapter. Specific questions regarding any UPC number should be directed to the Packaging Department in New York. I. REFERENCE M~,TERIAL Philip Morris Price List UPC Listing XI-4 USTC-O0120391 1-83
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PHILIP MORRIS U.S.A, UPC MANUFACTURER'S IDENTIFICATION NUMBER 28200 ClGAREI"I'E PRODUCTS SUPPRESSED OUANTITY UPC UPC UPC UPC STYLE 12 CHARACTER TO CASE CARTON PACKAGE PACKAGE PACKING SR~ND DESC CASE CODE CODE CODE CODE 2820~ 2820~ 282DD ALP~E 6M 00276 MenthOtFdtee 20SK~ng SottPlck ALPINE 12M O0270 ., , 10270 00827 288272 BENSON & HEDGES 100s 6M 00406 F~ter 201 10Omm Sof1PIcE ~H 100GolO 12M 00400 10~00 00840 288402 BENSON & HEDGES 100 $ 6M 00436 Mentt~,l F,.e, 20 s lOOmm Sot~ Pick B&H 100 MEN 12M OO~31 10431 008~.3 288432 BENSON & HEDGES 100 s 6M 01106 Fdter 00~10 BENSON & HEDGES ~00 s 6M 011 ~6 D~u~e Ultr~ c,g~Is 20 S 100mm Fhp-Top BO~ B&H DUL MN 12M 01 I 10 11 I 1D BENSON & HEDGES lOOs 6M 00418 F,Ite, 205 IOOmm FhD-TOD~O~ B&H 10OG BX 12M 00410 10416 008~' 2884~2 BENSON & HEDGES 100 s 6M OOa26 ~nthoI Fdte, 20's tOOmm FhD-ToD SO= B&M 1~ M BX 12M ~420 10426 "CB42 288422 BENSON & HEDGES 1~ BENSON & HEDGES DELUXE ~,ltel Mo~mlmece 20s x,~cj Pr,ncess P~Ck B&H DEL KS 3M 00072 10070 SENSON & HEDGES 6M 00396 Multddter 20 s K,ng SOft Pgck MULTIFLT REG 12M 00390 10390 00839 288392 BENSON & HEDGE5 USTC-00120392
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SUPPRESSE~ OUANTITV UPC UPC JPt UPC STYLE 12 CHARACTER TO CASE CARTON PACKAGE PACKAGE BRAND SIZE PACKING ~RAND DESC CASE CODE CODE CODE CODE 28200 2820C 2820~ 6M 00086 SARATOGA REG !2M 00080 I0080 ~0~3@ 00!3E 0060£ 006C' ~06C," 90BEL 00636 0063~ ~0621 9C8£3 USTC-O0120393
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U.S.A. 1807 REV. }0/79 POE NO. 13166 RETURNED GOODS AUTHORIZATION ACCOUNT SECTION NUMBER TO BE CHARGED STREET ADD RF...$S NO. OF CASES IN SHIPMENT CITY ~'rATE ZiP CODE DATE SUBMITTED THE ABOVE ACCOUNT HAS BEEN AUTHORIZED TO RETURN THE BELOW LISTED UNSALEABLE MERCHANDISE OF OUR MANUFACTURE: Cms I~gs CIGAR El"rE PRODUCTS BRAND AND PRICE CATEGORY egular - Kings Filter )OMM - i 20MM - Commander ng. Ovals - B&H DeLuxe - Players )thers ,pecial Pick-up Brands .ist by Brand & Packing NOTE: RETURN MERCHANDISE IS TO BE SHIPPEDTO. Philip I~orris U.S.A. Returned Goods D~.partment 2326 Bells Road Gate 'L', Door 66A Richmond, Va. 23234 TAX STAMP INFORMATION Ctns Pkgs THE FOLLOWING DOCUMENTS ARE TO BE INCLUDED IN ONE CASE OF THE MERCHANDISE RETURNED, AND THE CASE CLEARLY IDENTIFIED AS CONTAINING THESE DOCUMENTS: 1. WHITE AND GREEN COPY OF THIS FORM 2. INVOICE COVERING ITEMS SHIPPED 3. RELATED SHIPPING PAPERS 4. ANY FORMS OR REQUIREMENTS NEEDED FOR RECOVERY OF STATE OR LOCAL TAXES Upon rece=pt of this merchandise and above listed documents, kindly send this account o check covering the co.~' of the merchandise accompanied by on affidavit for the City or State Tax Stomps if applicable. PHILIP MORRIS U.S.A. copy DISTRIBUTION WHITE - GENERAL ACCOUNTING DEPT. PINK -- CUSTOMER BLUE - SECTION SALES MANAGER SALES REPRESENTAT=VE YELLOW - PHILIP MORRIS SALES REPRESENTATIVE GREEN RETURNED GOODS DEPT. USTC-OC .,....0~ ~ 4
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~-0 0 c~ Name Address Ci~], State, Zip Name(~) <+r Ollic¢, rs (Giw2 [:ull Name Un(k:r Which BuMnes~ is Conducted) (State Strovt or Aw:nue Addre,,~s in Full) Telephone No. I. Nature of t~,usine~ (r.bacco, Drugs. Whlse. Grocery, etc.) 2. Service J<)l~t~:r. Cash & Carry, Whlse. & Retail, Chain? 3. Is business I~ing Oln'rated as a proprietorship, partnership, or corporation7 How long in hu~+iness~ flow many salesmen? Does this firm opt:rate cigarette vending machines? If so, how many? 7. Does the veP.din~ humness constitute 65~o or more of total business? From whom has this party previously ,secured his tobacco products? What added service could we obtain by selling this firm direct? 10. What is the general appearance and estimated value of stock on hand? II. For trade reference, give names of all tobacco products manufacturers now selling direct. 12. Name and address of bank reference: 13. Do you recommend selling on open account, sight draft, or C. O. D. ? 14. Name and address of any branch or ~usiness that we are now selling in which subject has an interest: 15. Any special billing instructions? 16. ATTACH SIGNED COI~' OF LATEST BALANCE SHEET ALONG WITH PROFIT AND LOSS STATEMENT. GENERAL REMARKS: Approved or Disapproved: Area Manager - Section Sales Manager Credit Department Region Manager Vice -President This report must be properly filled In and forwarded to immediate supervisor for app,'oval when application is ma~k~ to purchase direct. (IF NECESSARY - USE REVERSE SIDE) •
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A. CONSUMER RELATIONS All consumer questions, complaints, praise or requests for information regarding any Philip Morris tobacco product should be forwarded or referred to the Consumer Rela- tions Department in New York. These would include questions regarding Philip Morris advertising, special promotional events, Company and industry history or smoking and health. All correspondence will be processed and appropriate action taken. If a sample is included in a consumer's letter, both the sample and original letter should be forward- ed to the Consumer Relations Department. Copies need not be maintained in the Section Office. B. CIGARETTE COUPONS Alpine and Galaxy dividend coupons may be redeemed for gifts or cash -from the Swift Gift Dividend Coupon Headquarters or exchanged at a set rate for S & H Green Stamps at any S & H Green Stamp Redemption Center. Complete details, including redemption instructions, order forms and mailing addresses are found in the Alpine Swift Gift Catalog. Catalogs can be ordered from: Swift Gift Dividend Coupon Headquarters 3003 East Kemper Road Cincinnati, Ohio 45266 All state and local taxes on any gift must be paid by the redeemer. Any coupons or orders forwarded to a Section Office by a consumer should be forward- ed to the redemption center in Cincinnati. C. MEDIA DEPARTMENT The Media Department in New York is in charge of placement and scheduling of all advertising. Although coordination and control of advertising is a staff function, there is sometimes a need for feedback from the field. Should any problems suc6 as mis- placement or defacement of billboards be observed, the Media Department should be notified immediately of the location of the advertisement, along with a brief description of the problem. Likewise, should any opportunities or needs for additional placements be noted, the Media Department should be alerted. D. PLANNING CALENDARS A planning calendar is a device for field management use in planr~ing their business activities for the year. It is a booklet consisting of an annual calendar, aquick reference guide of future dates and, for each month (including December of the previous year and January of the following year) a double page for listing activities and slotting ~n plans on a daily basis In the back are sheets laying out the year by weeks for blocking out project actiwt,es. XII - 1 8-76 USTC-OOi203~6
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The planning calendar is especially helpful in keeping track of product promotion cycles, conventions, sales meetings, vacations and holidays. Each December, planning caler~dars for the upcoming year are mailed to all field sales managers in quantities sufficient for distribution to all sales personnel. E. COMPETITIVE ACTIVITY The marketing activities of our competitors are of significant importance to our manage- ment team. They need to be aware of current marketplace activities and trends in order to plan effective marketing programs. The field sales force is the main conveyor of in- formation on competitive activities. Several forms and reports are used. • Flash Bulletin - form #1462. This form is used to report a new cigarette intro- duction and is fully explained in the Sales Representative's ASK Manual. Comments on Competitive Activity (Military) - form #=24403. Each Military Manager files this report monthly to his Region Manager, Section Sales Manager and the Manager, Military Sales in New York. It details competitive activity in military outlets and is fully explained in Chapter V, Field Operations Reports. Section Operations Report. Each Section Sales Manager details specific competitive activity within his Section in his monthly report. This report is outlined fully in Chapter V, Field Operations Reports. • Region Manager's Report. Each Region Manager submits a monthly Field Status and Planning Report which includes comments and data on competitive activity throughout the Region. Whenever new or unusual competitors' materials or advertising appear, field sales per- sonnel should make every effort to obtain and immediately submit samples to their supervisor for forwarding to the Sales Planning Department in New York. BUSINESS CARDS All Philip Morris field sales personnel are provided with business cards. Cards are fur- nished in lots of 250. There are two separate styles of card, one designed for Managers and another for Sales Representatives. Orders for cards are to be placed by field managers. No requisition form is provided, but a letter including the following information must be sent to Sales Administration in New York: • name (as it is to appear on the card) • title • complete address • telephone number • name and adciress where cards are to be sent. Printing and mailincj times vary, usually four to six weeks, so orders should be placed prior to actual need, if possible. XII-2 8-76 USTC-O0!20397
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USTC-O0120398
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( FOLD AND SEAL) FLASH BULLETIN - NEW CIGARETTE BRAND INTRODUCTION Date Form Completed / /7 1. NAME: " ( Full Name of Brand) ( Name of Manufacturer) 2. DESCRIPTION OF CIGARETTE ( Check all Appropriate) LENGTH: PACKAGE: CASE PACK: TYPE: [] Regular ( 70 MM) ['-ISoft Pack [] 0. ooo []Non-Menthol Filter I'q Non - Tobacco Coupon Attached 1"-1 King ( 85 MM) l-lSuper ( 100 MM) Other 7"1 Box [-ISplit Pack Other [] 10. 000 [] 12,000 Other ~Menthol Filter U1Charcoal Filter UlPtpe Tobacco I-'1 Flavored ( Other than Menthol ) Specify l-lYes l-lNo 3. PRICE: List Price Per M Distribution Allowance [-]Yes r"] No (State Amount of Allowance Per.Case and Dates Involved) 4. SALES AC'I-I'VITY: Orders Solicited from Jobbers Shipments Start to Jobbers Shipments Start to Retailers Shot Date Promotmn Activit,\ (Check) I-ISampllng [-'lPo sters P, Store Sales []Point of Sale Displays [-lCoupons [] Refund Offers Other 5. ADVERTISING SUPPORT: (Check All Appropriate) [--] Xex, spapers ([--q Black& White [] Color) [] Magazines [-'] Sunday Supplements ~-~ Billboards State Date Advertising Starts and Theme: 6. TEST MARKET: (Name Counties Involved) Name of Manager Filing Report Headquarter City." Region Section USTC-O0120399
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FO~M e:,,o :,~e 3 COMPETITIVE ACTIVITY PM USA ;~EV. 9/75 POS /F~IO00--053--02440 LI~T Work Plan/Brands - Manpower coverage - Store Sales/Incentives used - Special information. R. J. REYNOLDS BROWN & WILLIAMSON AMERICAN BRANDS LORILLARD LIGGETT & MYERS USTC-O0120400

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