Updated 03/13

Prepack Form Procedures

To add a Prepack to the Rite Aid item database, separate item numbers are created for the Prepack and each of its components. The Prepack item is set up for the purposes of ordering and distributing, the components are set up for the purposes of tracking sales. A Prepack form must be completed and submitted along with a new item form for each of the items contained within the Prepack. The only time a new item form is not required for items contained within is when the item already exists in the item database.

To complete a Prepack form, follow the instructions for completing a New Item form and note the following differences:

Field Name /

Supplier Name

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The name of the Supplier responsible for providing this item to Rite Aid.
Values / Supplier name
Field Name /

Action

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / This entry determines the action to be taken with the information found on the form. Adding a new item or changing an existing item.
Values / Valid selections are:
-Add Item - Change Item
Check the appropriate option
Field Name /

Item Number

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The unique number assigned to the item for purposes of entering into the Rite Aid item database.
Values / Numeric (up to 7digits)
Field Name /

Status

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The status code affects the way various systems treat the item (replenishment, purchases, sales, etc.).
Values / For pre-packs (displays) this should always be DWO (Discontinued when Out).
Field Name / Item Type
Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The Item Type determines the action to be taken with the information found on the item. Display is used for all pre-packs and displays.
Values / The only valid value for Pre-packs is:DS=Display
Field Name /

Label Description

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The new description consists of 45 characters. It is broken down into 3 lines of 15 characters each in order to accommodate the format/space availability of the shelf label. We have labeled each line on the form with the suggested format to include: Brand, Season, or Product Description, Model #, Strength or Color, and Form and Size.Some categories have unique attributes that may not fit this footprint, but please try to use this format for consistency.
Values / 45 characters to include the brand, season or description, the model #, strength or color, the form and the size of the item as appropriate. For displays and pre-packs the total number of pieces within the display should be in the first position of the description. Example: 144 Revlon Lip Color.
Field Name /

Size (regular)

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The size field is a numeric- field, which represents the actual size or capacity of one selling unit of the item.
Values / For a pre-pack or display, 1 each is the only valid entry.
Field Name /

Hazardous Item

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / Is this is a chemical containing item that must be treated or handled in a special way when disposing of.
Values / Indicate yes or no
Field Name /

WPS ID #

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / Identification number validating item is registered with WERCS
Values / WPS ID #
Field Name /

Dist Type

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / Used by the billing and purchase order systems to link items to Distribution Centers. The purchasing system then uses that link to ensure orders are placed for the corresponding DistributionCenter.
Values / The valid Distribution Code for Pre-packs and Displays
Field Name /

Buying Units

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / This numeric field indicates the number of pieces shipped to the store when one unit is ordered.
Values / For Pre-packs and Displays this is always 1.
Field Name /

Usages

Responsibility / Category Manager/Buyer
Required/Optional / Required
Values /

For Pre-packs and Displays, this is always 1

Field Name /

Subclass

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The subclass associates an item to the Merchandise structure. The subclass is the lowest level of the category reporting structure and is important to reporting sales accurately and taxing items properly.
Values / The valid subclass number as assigned in the Merchandise Hierarchy.
Field Name /

WHA Indicator

Responsibility / Category Manager/Buyer
Required/Optional / Optional
Description / The Wholesale indicator is used to attach specific attributes to an item. As many as four attributes can be attached.
Attributes assist in identifying items for Reporting, Store Bulletins, POS and Store Systems, Product Distribution, etc.
Values / The most frequently used indicators are:
E3X=E3 Exclusion. Used to identify items that are not to be replenished by E3.
GRP=Group Merchandise. Used to identify special promotional merchandise, which is not replenished. When selected, E3X must also be selected.
PLB=Private Label. Identifies items as Rite Aid Brand.
For additional Wholesale indicators and their use, see an Item Integrity Coordinator
Field Name /

Return Indicator

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The return indicator identifies whether the item is returnable to the reclamation center from the stores for damages and outdated product.
Categories that should always be N are:
Seasonal Imports, seasonal candy, and DSD items.
Values / For Pre-packs and Displays the valid entry is always N.
Field Name /

Supplier #

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The unique 5-digit number that is internally assigned to each Rite Aid supplier..
Values / The 5-digit supplier number (Supplier number must exist in the Vendor Master system prior to setting up items)
Field Name /

PO Cost

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The cost represents the Purchase Order cost for the item.
Values / The field can accommodate 5 numeric positions before the decimal point and 4 numeric positions after the decimal point.
Field Name /

PO COST UOM

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The PO Cost UOM (Unit of Measure) identifies how the purchase order cost is calculated.
Values / Valid entry: CS=Case
Field Name /

PO ORDER UOM

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The Purchase Order Unit of Measure identifies how the item is ordered.
Values / Valid entry :CS=Case
Field Name /

Case Pack

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The case pack quantity represents the number of pieces in one case of this item.
Values / For Pre-packs and Displays the valid entry is always 1
Field Name /

Cube

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The volume of one case of this item.
Values / Numeric For Pre-packs and Displays the valid entry is .01
Field Name /

Cube UOM

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The cube unit of measure represents the measurement of the cube in feet, inches, or yards.
Values / CF= Cubic Feet
Field Name /

Weight

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The weight of one shipping case of this item..
Values / Numeric. For Pre-packs and Displays the valid entry is 1
Field Name /

Weight UOM

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The weight measurement of the shipping unit.
Values / Valid entries are:
LB=Pound
Field Name / E3 Cube (Cube Factor)
Responsibility / Replenishment
Required/Optional / Optional
Description / Used by replenishment system to mix cube and weight of products to optimize truck orders.
Values / Supplier representative supplies the values.
Field Name /

Buying Multiple

Responsibility / Replenishment
Required/Optional / Optional
Description / Used by the E3 system to establish buying multiples greater than case pack.
Values / Numeric
Field Name /

Seasonal

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The Seasonal Indicator will be used to identify seasonal items to other systems (e.g. Allocation) and to support reporting.
Values / Valid entries are:
N = Not Seasonal - Replenished
P = Partially Seasonal – Could be replenished
(e.g. Select Back to School items)
S = Seasonal – Not replenished
Note: The system default is N
Field Name /

Product Identifier

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The fields within the product identifier section allow several numbers to be submitted for an item. Each line indicates the appropriate placement for the following:
Case (Display) UPC
MFI
EAN-13 (if applicable) for case (display)
  • UPC=The Universal Product Code which is required for all front-end items. This is the UPC found on the actual item to be scanned at the Point of Sale or on the case itself. An item cannot be added to the item database without a UPC.
It is important to record the correct case (pre-pack or display) UPC correctly.
Note: Provide the 11-digit UPC starting with the number found to the extreme left of the bar code and the 10 numbers following. Do not include the number found to the extreme right of the bar code, which is the check digit.
For suppressed UPC, provide the 7-digit UPC starting with the number found to the extreme left of the bar code and the 6 numbers following. Do not include the number found to the extreme right of the bar code, which is the check digit.
  • MFI= The Manufacturer’s Item Code represents the product code used by the supplier.
  • EAN-13=The European Article Numbering to be used by any vendor requiring the 13 digit number (12 digits plus a check digit) and barcodes at the point of sale.

Values / Correct UPC assigned to the Pre-pack or Display. Must also provide an MFI.
Field Name /

Select Supplier P.O. ID

Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / This field is to identify which ID (UPC, MFI or EAN) should appear on the Purchase Orders. Only one select ID can be selected.
Values / Place a Y in the appropriate column.
Field Name / DC (DistributionCenter)
Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / The DC represents the Distribution Centers to receive and ship the item to stores.
Values / Select the appropriate Distribution Centers
Field Name / Item Cost Information
Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / PO Cost=The Purchase Order Cost
Cost=The cost charged to stores (PO Cost  Case pack x Buying Unit = Cost)
Price 1=Same as cost
Price 2=Same as cost
MFG SRP=Manufacturer suggested retail (if applicable)
Values / PO Cost=The field can accommodate 5 numeric positions before the decimal point and 4 numeric positions after the decimal point.
Cost=The field can accommodate 5 numeric positions before the decimal point and only two numeric positions after the decimal point. Value must be rounded up when necessary.
Price 1, Price 2, and MFG SRP=The field can accommodate 5 numeric positions before the decimal point and two numeric positions after the decimal point.
Field Name / Item Pre-Priced
Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / Indicates whether an item is pre-priced on the package. This requires special attention by our pricing department
Values / Indicate yes or no
Field Name /

Pre-Price Retail

Responsibility / Category Manager/Buyer
Required/Optional / Required (if answer is yes in previous field)
Description / Indicates the retail price printed on the item
Values / Numeric amount of the retail
Field Name / Like Item
Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / Is this item part of a line extension of existing product? This information will be used by our pricing department
Values / Indicate yes or no
Field Name /

Like Item Number

Responsibility / Category Manager/Buyer
Required/Optional / Required (if answer is yes in previous field)
Description / Identify a like item that already exists in the item data base as part of this product line.
Values / Numeric SKU number
Field Name / Brand and Sub Brand
Responsibility / Category Manager/Buyer
Required/Optional / Required
Description / Brand and Sub Brand reference as determine by Supplier brand architecture
Values / Corporate brand, family brand or individual product brand

In order to ensure accurate sales and accounting of the Prepack and its contents, each item contained within the Prepack must be listed on the form along with the following information:

Item Number / The Rite Aid item number
Description / The description of the item
Unit Cost / The unit cost of the item
Unit Retail / The unit retail of the item
Quantity / The number of pieces of the item contained in the Prepack
Extended Retail / The unit retail times the Prepack quantity
Extended Cost / The unit cost times the Prepack quantity
Totals / The total extended retail and extended cost must match the total Prepack retail and the P.O. Cost respectively. If these do not match, the Prepack cannot be set up until resolved.
Field Name /

Supplier

Responsibility / Supplier
Required/Optional / Required
Description / The signature of the Supplier Representative responsible for the completion of the information on the new item form.
Values / Supplier Signature
Field Name /

Date

Responsibility / Supplier
Required/Optional / Required
Description / The date the form was completed by the Supplier
Values / The month, day, year
Field Name /

CM/ACM/Buyer

Responsibility / Category Manager/Associate Category Manager/Buyer/Analyst
Required/Optional / Required
Description / The signature of the Category Manager, Associate Category Manager, Buyer, or Analyst responsible for approving the information on the new item form
Values / Valid Signature
Field Name / Date
Responsibility / Category Manager, Associate Category Manager, Buyer, or Analyst
Required/Optional / Required
Description / The date the form was completed.
Values / The month, day, year

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