HIGH IMPORTANCE - VENDOR PARTNER CLAIM NOTICE 25 JUNE 2025
Dear Vendors-
Due to an upgrade in EPOL, a surplus of automated messages with Subject: Vendor Partner Claim Notice were being sent out erroneously from coop@aafes.com.
Please note that the original email will still require action by the vendor for Trade Allowance Claim review/dispute/payment as needed.
IT was made aware of the issue and has resolved. Emails started 6/25 0400 and ceased at 0930 CST. Sorry for the inconvenience this has caused.
Vendor Compliance Program - March 2023 Update
As the Exchange reviews opportunities to strengthen execution of our merchandise programs, we have observed heightened costs surrounding the identification, measurement, and resolution of order shipping and receiving errors within our supply chain. These errors are often the result of simple data or handling exceptions that result in impacts to our customer service when not efficiently managed. In line with industry practice, we employ a Vendor Compliance Program to communicate and resolve these errors with your team.
After consideration of rising costs to administer this program, the Exchange will increase compliance rates effective 1 March 2023. An updated list of Vendor Compliance rates will be available on the webpage of Doing Business with the Exchange. (The Exchange --> Doing Business --> Vendor Compliance (aafes.com))
Please review these changes carefully and note key expectations with your teams. We appreciate your ongoing efforts to help us deliver your products and services with outstanding service to our Servicemen and Women around the world.
Karen A. Cardin EVP/Chief Merchandising Officer Army & Air Force Exchange Service
Dear Prospective Offeror / Current Contractor / Concessionaire:
The U.S. Congress, in Section 889 of the 2019 National Defense Authorization Act (NDAA),included a provision barring the U.S. Government from procuring covered telecommunications equipment from certain prohibited sources and their affiliates / subsidiaries. These sources are identified in the NDAA. The NDAA also bars entities of the U.S. Government from contracting with vendors / contractors who use covered telecommunications equipment manufactured or provided from the identified prohibited sources in their operations.
Please review the following documents to determine your company’s compliance.
Effective immediately, all new and existing procurement contracts, including purchase orders, with the Exchange require compliance with the NDAA Section 889. Acceptance and execution of an Exchange purchase order constitutes compliance with the NDAA.This requirement has been added to the Exchange Supplier Requirements and the Exchange P.O. Terms and Conditions covering all new and existing contracts. The Exchange reserves the right to request additional representation for any prospective or existing supplier validating compliances with the NDAA.
Questions regarding compliance should be directed to your Exchange Contracting Officer.
Sincerely,
Karen A. Cardin EVP/Chief Merchandising Officer Army & Air Force Exchange Service
New Drop Ship Compliance Program – Effective 10SEPT21
Exchange Online Drop Ship Suppliers: Since the reinstatement of the Drop Ship Compliance program in June 2021, we took an extensive look at the Rate Codes and have reduced the total number from 49 to 12. The streamlining of the Rate Codes will simplify the program and improve the clarity and understanding of compliance fees.
The updated Drop Ship Compliance program will go into effect 10 September 2021.
A copy of the new program can be found on the link below. If you have any questions, please do not hesitate to ask your compliance POC or email: DSVendorCompliance@aafes.com.
We greatly appreciate your continued partnership & support!
New Business Terms Agreement (BTA) and Updated EDI Requirements
Suppliers, the Exchange''s Business Terms Agreement (BTA) has moved to an online workflow! We have also updated our Supplier Requirements to reflect the requirements for Electronic Data Interchange (EDI). Please click here to read more!
To Our Valued Suppliers:
Our shopmyexchange.com platform uses Radial Drop Ship Manager (VendorNet) to provide the system-to-system interface to transmit customer online orders to all eCommerce Drop Ship supplier partners. Radial Drop Ship Manager has an EDI interface (preferred) along with a Browser-based interface available to Non-EDI partners if needed. Radial Drop Ship Manager provides the supplier partner community with visibility to all of their drop ship orders processed through our shopmyexchange.com site.
All of our eCommerce Drop Ship supplier partners are expected to ship within 48 hours from when the online order was placed. This has become an industry standard and will be used as a key performance indicator to ensure online customers'' fulfillment expectations are being met.
To become an eCommerce Drop Ship supplier please contact your Exchange buyer to start the onboarding process with Radial. Should you have questions or comments concerning this program, please e-mail the eCommerce Drop Ship Support Team at DSSupport@aafes.com.
Thank you for your support.
Ana Middleton EVP/Chief Merchandising Officer
KAREN A. CARDIN Senior Vice President, eCommerce Directorate
E-Business: Vendor Training Opportunities
Vendor Learning Videos have been placed in our Exchange Website under Vendor Seminar, supplier will be able to view EPOL (Exchange Partners On-Line), eCommerce, Oracle RMS, Trade Promotion Management, Finance and Accounting and how to request Sales Data Information from 1010data. Find link to Vendor Learning Video here.
