This article contains a sample letter that you may adapt and send to your vendor asking them for the information that is required to upload and setup items within the system. This report may be referred to as a Vendor Report, but your vendor may have another name for it. You may also ask them to send you a full catalog of items on their bid, although that may contain items that you're not using.
Vendor Item Letter Request
Dear [Vendor Contact Name],
Our district is partnering with inTEAM to implement a system that will streamline our product information management process. This will help us meet USDA K-12 audit requirements, improve procurement efficiency, and facilitate updates from manufacturers.
To ensure a smooth transition, we kindly request your assistance in providing essential information for the products we've ordered over the past 12 months. We've highlighted the most crucial details below:
- Item Name and Description (Crucially Important): Provide clear and detailed descriptions that accurately represent the product.
- Net Weight (Lbs.) (Crucially Important): Accurate net weight information is essential for accurate inventory management.
While the remaining attributes are valuable, the Item Name/Description and Net Weight are critical for seamless system upload and efficient food service operations.
Additional Information Requested:
- Vendor Product ID
- Pack Size
- Brand Name and/or Mfr Name
- Mfr Product ID
- Price of the Pack
- GTIN or UPC (if available)
Format and Support:
Please provide the requested information in an Excel spreadsheet for easy import. For any questions regarding the format or the system itself, feel free to contact inTEAM at support@e-inteam.com. Our team and I are also happy to assist in any way we can.
Thank you for your cooperation. Your prompt response will ensure a smooth transition and continued successful collaboration.