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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

For the full letter, click here.

UPDATE: Military Resale Buying Alliance
Dear Vendor Partner,

As we continue to pivot to a “post-pandemic normal,” it is important for us to reach out to each of you, our vendors, and say thank you to those who worked diligently to put our service members first. Over these last few years, we have seen many of you step forward and work with us to find solutions to new joint challenges. These efforts have been and will continue to be critical to our ability to serve and support our Soldiers, Sailors, Airmen, Marines, Guardians, and Coast Guardsmen.

At the same time, our supply chain in certain categories is lagging at a pace that is slower than acceptable. For example, all Military Resale Exchanges currently experience significant shortfalls in frozen/chill products. The Buying Alliance is working together to find a solution quickly, and we need your help to positively impact the quality of life for our patrons, particularly in overseas locations.

As a leadership team, we are seeking your input in addressing supply chain issues as a collective group. Our model goes far beyond “margin,” putting the needs of our patrons first, and we cannot continue to do so without your support.

We thank you in advance for your continued commitment to the military community.

Karen A. Cardin
EVP/Chief Merchandising Officer
Army & Air Force Exchange Service

For the full joint letter from our Military Resale Buying Alliance, click below:

Buying Alliance Sept. 2022 - PDF

NDAA 889 Requirements
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.

Section 889 of 2019 NDAA

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.

Exchange Supplier Requirements - Updated June 2022

Exchange Purchase Order Terms and Conditions - Updated June 2022

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!

2024 Advertising Rate Card
Dear Valued Vendor:

The 2024 Advertising Rate Card, comprised from various marketing avenues, is now available. The marketing teams look forward to supporting your initiatives and marketing campaigns.

Best Regards,

Kyle Allison
VP Digital Marketing

One Mission Letter to Industry Partners
Please view the attached One Mission Letter to Industry Partners.

Dear Vendor Partners:
Dear Vendor Partners:

Since March 2020, the Exchange has partnered with our supplier community to remove penalties for fill rate and delivery rate infractions.
Going forward, we will begin reinstatement of the compliance standards and related fees effective 1 June 2021.

It is critical to maintain the level of customer service and expectations we both expect by communicating any supply chain disruptions that affect your business and ours.
However, we will work with you on any specific challenges you may have in partnership with the Exchange.

We ask for your help to continue to support the Exchange and prioritizing your production and deliveries to meet our customer’s needs.
We appreciate your continued partnership to support the very best customers in world!

Be safe,

Ana Middleton
President/CMO

Eric J. Sidman
SVP, Merchandising Directorate

Dear Valued Partners:
In response to the COVID-19 pandemic and in an abundance of caution, the Exchange is conducting vendor meeting as much as possible via phone, teleconference, or WebEx.
We are actively monitoring local, national, and world-wide COVID-19 news, and will continue to work closely with our valued vendor partners.

Thank you for your support, flexibility, and continued commitment to our military community.

Ana Middleton
President/CMO

Anna C. Iosefo
SVP, Merchandising Directorate

Dear Vendor Partners:
In abundance of caution, the Exchange is pausing food and beverage samplings and other demonstrations in our stores and national brand food concepts. We are actively monitoring COVID-19 news, and our General Managers around the world continue to work closely with local military leadership to ensure the safety of all our shoppers, associates and partners.

Thank you for your support and flexibility as the situation evolves.

Ana Middleton
President/CMO

Anna C. Iosefo
SVP, Merchandising Directorate

Vendor Partner,
The Exchange is investing significant time, money, and resources toward supply chain improvements, particularly in Transportation and Warehouse Management Systems (WMS). On February 3rd, the Exchange will be upgrading the WMS at the Dan Daniel Distribution Center in Newport news, VA. with the best-in-class, JDA WMS. This implementation will streamline processes, improve speed of throughput, and ultimately improve the customer experience at Exchange stores where customers purchase your products.

The Exchange expects the implementation to be a smooth transition, and safe guards have been put in place to ensure success with a planned 60 days stabilization period. In the event you have any questions or experience any issues with the delivery of orders going to the Dan Daniel Distribution Center, please contact their Customer Service office, at email DDDCCustSer2@aafes.com or call 757-888-2862.

The Exchange appreciates your 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!

1010data
Dear Valued Vendor,

Effective 04 February 2016, Supplier Sales and Inventory reports will no longer be available on the Exchange Partners Online website. In order to access these free reports, please visit: https://www2.1010data.com.

Please note, all other reporting will still be accessed through the EPOL site, to include Invoicing, TMS, POG Data, Claims and PO.

If you do not have a 1010Data Login, please contact zzHQ MD Vendor Help zzHQMDVendorHelp@aafes.com.

Regards,
KYLE M HARRIS, E-BUSINESS SOLUTIONS MGR

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.