What are the HOLLY HUNT customer responsibilities during product selection and ordering?
Provide exact dimensions and/or design drawing for custom furniture orders, or approve drawings by company prior to production, Insure scale and fit for application
Provide a written P.O. (purchase order) with complete specifications when ordering furniture or fabric, or sign a P.O. provided by the showroom with complete specifications
Select finish and provide all COM/COL (customer's own material / customer's own leather) to initiate production of furniture in a timely manner
Review all information on supplier's Acknowledgement for furniture and fabric orders and make necessary changes to Acknowledgement in writing immediately upon receipt
Any change to an order after 10 working days may result in change order fee
Approve all finish samples and fabric cuttings requested for approval
Inform the ultimate client of accurate lead times and status of orders as production proceeds
Assume all responsibility for selection, client interaction and showroom communication
What are the standard pricing and payment terms?
Purchase at Designers Net Price, noting applicable up charges for detail, if any
Deposit 50% to initiate order and pay the balance due including all tax and shipping charges prior to delivery. If using a tax resale number to order tax exempt, designer assumes responsibility to collect tax from ultimate client or user and remit to state and must provide copy of resale certificate to showroom
Orders are not cancelable after 10 working days & product is not returnable
Read back of showroom or supplier P.O. or acknowledgement form to note any other terms of sale and warranties of supplier as to quality, etc.
How can a HOLLY HUNT customer avoid sales tax charges?
In order to avoid sales tax charges, you must also complete and submit a certificate of resale form for the state(s) in which you do business & submit a copy of your certificate of registration. UK customers must submit a VAT registration in order to avoid sales tax charges.
HOLLY HUNT Commonly Used Business Terms
Balance Due Invoice (BDI)
An invoice sent to a Customer to collect the balance due on a Sales Order. A BDI reflects all of the activity against a Sales Order, including the total Order amount and all payments made by the Customer.
Bill of Lading (BOL)
A document issued by a Vendor or a freight carrier to a shipper that lists and acknowledges receipt of goods for transport and specifies terms of delivery to a designated party. The Bill of Lading describes the conditions under which the goods are accepted by the carrier and details the nature and quantity of the goods, name of the vessel if shipped by sea, identifying marks and numbers, destination, etc. The person sending the goods is referred to as "Shipper" or "Consignor." The company or agent transporting the goods is "Carrier." The person for whom the goods are destined is "Consignee."
Blanket Certificate of Resale
A clause in the Certificate of Resale signed by the Customer that states that all purchases made from the identified seller are for resale. A Blanket Certificate of Resale may also specify that a percentage of the purchases made from the identified seller be for resale. This clause allows for the Certificate of Resale to be applied to repeat sales. See "Certificate of Resale."
A shipping method wherein product is wrapped in padding material, e.g., a shipping blanket, in preparation for shipping.
Certificate of Resale
A state-issued certificate the Customer is required to provide as proof that no tax is due on any sale that is made tax-free as a "sale for resale".
Change Order Fee, including Cancellation
An additional fee charged to a Customer when a Sales Order's specification is changed or an Order is cancelled.
In reference to both leather and textiles, this term refers to the specific color of a pattern or a quality.
Consignment / Sample Sold Off The Floor
Represented Vendor and HOLLY HUNT items displayed in Showrooms that are sold off the Showroom floor. HOLLY HUNT policy requires payment in full.
A fee charged to a Customer for product that is padded and custom-boxed for shipping.
A drawing or sketch of a custom product provided to a Customer by HOLLY HUNT or Represented Vendor. Drawings typically illustrate significant product dimensions and product structure. See "Drawing For Approval."
A Sales Quote for a custom product. Such a quote is typically obtained via a Showroom Salesperson contacting the HOLLY HUNT Custom Team or the Represented Vendor for feasibility, availability and pricing.
Customer's Own Leather (COL)
Leather purchased by a Customer and sent to HOLLY HUNT or Represented Vendor to be applied to Make To Order product.
Customer's Own Material (COM)
Fabric purchased by a Customer and sent to HOLLY HUNT or Represented Vendor to be applied to Make To Order product.
Customer's Own Pick Up
A method of shipment that stipulates the Customer will contract delivery services directly with a carrier/shipper rather than requesting that HOLLY HUNT do so. The carrier/shipper invoices the Customer directly.
Cutting For Approval (CFA)
A fabric or leather sample given to a Customer for approval prior to placing a Sales Order or shipping COM/L. CFAs are typically used to verify that a product's colorway comes from the desired dye lot. CFA's are not provided for Great Plains Trim items.
A fee charged to a Customer for design service provided by the HOLLY HUNT Design Team, including that of a stand-alone service that may also involve the purchase of product and a subsequent up charge on the price of the product.
Drawing For Approval (DFA)
A drawing of a custom Item that is provided to a Customer by HOLLY HUNT or a Represented Vendor for approval prior to production. The drawing illustrates significant product dimensions and product structure.
A production-lot identifier associated with fabric or leather. Multiple products may share a dye lot identifier that indicates they were manufactured in the same batch. Product color may vary slightly between production batches. See also "Cutting For Approval."
Estimated Completion Date (ECD)
The date that a Make To Order Item is scheduled for completion and ready for shipment.
A production facility where fabric is manufactured by a fabric Vendor.
The shipping company that transports product from HOLLY HUNT or Represented Vendor to workrooms and other ship-to-address locations.
The charge billed to a Customer for shipping product to a ship-to address.
A fee that is usually associated with a freight or storage company transferring a HOLLY HUNT product from a HOLLY HUNT workroom to a holding location, or warehouse. This term is also used in reference to a fee charged to a Customer for HOLLY HUNT arranging shipping using the Customer's account with their selected carrier.
A type of delivery in which product is delivered and installed at the end user's location, a.k.a. "White Glove Service."
Make To Order Product (MTO)
Product manufactured to the Customer's specifications. There are two categories of Make To Order product: (1) Configurable, which is customizable and has a number of possible configurations and options, and (2) Non-Configurable, which is not customizable and has few possible configurations and options.
The selling price of a product charged to a trade professional, i.e. designer, architect, or Specifier, by a Showroom. "Net Price" is also referred to as "Designer Discount Price" or "Wholesale Price."
The document provided by a Salesperson and given to the Customer confirming receipt of the Customer Purchase Order or a Customer-signed Sales Quote and receipt of monies per HOLLY HUNT policy, i.e. Pro Forma or Payment in Full, depending on the product. It also confirms the Item's readiness to begin production. An Order Acknowledgement indicates any missing criteria required for production.
The remaining amount due on a Sales Order, i.e., Total Price + Freight + Handling + Sales Tax – Customer Deposit Payment(s) = Order Balance.
The dollar amount a Customer must pay in order to originate a Sales Order. Per HOLLY HUNT policy, an MTO Order typically requires a deposit of 50% of the Net Price (excluding Freight and Sales Tax), while Drop Ship and Replenishable are 100%.
A document that accompanies a shipment, pallet or smaller unit that describes its contents and quantities and typically references the Order number(s) involved.
Used for fabric and leather product, this term refers to the print or pattern of a material without reference to its colorway.
Payment In Full (PIF)
The 100% payment required for Replenishable and Drop Ship product, a.k.a. "Paid in Full."
Product specification and pricing information provided by HOLLY HUNT or Represented Vendor.
HOLLY HUNT or Represented Vendor's product book, containing price lists, tear sheets and other information for each Item in the Product Line.
Swatch or Memo
A fabric or leather sample provided to the Customer by HOLLY HUNT or Represented Vendor.
Production Lead Time
The time required from receipt of a Confirmed Customer Acknowledgement and its production requirements (COM [Customer Owned Material], SFA [Sample for Approval], DFA [Drawing for Approval]) to product delivery.
The sales terms that specify the payment(s) a Customer must make before product is shipped.
Proof Of Delivery (POD)
The document signed by the receiver that indicates the quantity and apparent condition of the goods received.
This term refers to the Customer who pays for Items purchased by the Specifier.
Used in reference to leather, this term refers to its embossing or style without reference to its colorway.
A Customer-specified shipping location where the product will be received and inspected before final delivery at the installation site.
Represented Product Line/Represented Vendor
A manufacturer that produces Items displayed in and sold through a HOLLY HUNT Showroom, excluding HOLLY HUNT Collection product.
Requested Delivery Date
The Customer-requested date for product delivery.
Allocation of on hand inventory against a Sales Quote or Sales Order. Reserves are used to hold a specific quantity of product from available inventory until the Customer reaches a purchasing decision or, for Great Plains and Hunt Leather Co, up to a maximum of 10 working days, at which point the reserves will automatically expire. All reserves shall be accepted based upon the order in which they are placed and the availability of the goods.
A fee charged to a Customer for returning product(s) to stock inventory.
Production requirements needed to schedule a Job, e.g., Customer approval of SFA, workroom receipt of COM/L, and so on. "Router" refers to the document that lists the steps involved in production of an Item. "Routing Steps" refers to the conditions that must be met for production to occur.
A written document requesting that HOLLY HUNT or a Represented Vendor supply a product made according to the Customer's specifications and requiring either a 50% deposit payment or 100% payment in full, depending on the product.
A verbal or written communication given to a Sell-to Customer that advises product specification, quantity and pricing and is valid for a limited time (per HOLLY HUNT policy, up to 30 days after a Sales Quote is originated). It can be converted to a Sales Order upon acceptance of the Terms and Conditions of Sale as well as receipt of monies per HOLLY HUNT policy, i.e., Pro Forma or Payment in Full, depending on the product quoted.
Sample For Approval (SFA)
A finish sample provided to a Customer by HOLLY HUNT or Represented Vendor for approval prior to production. Refer to "Router/Routing Steps".
Used or discontinued product available for sale to designers and/or retail Customers at discounted prices.
A shipping transaction that triggers recognition of revenue.
Designer or end-user identification information noted on the Sales Order, e.g., "Smith/Master Bedroom/Side Table."
Sold From Floor Item
A Showroom display product that is sold to a Customer directly from the Showroom floor.
The date printed on the Vendor Acknowledgement indicating the date from which the Ending Date/Estimated Completion Date is calculated.
A per diem fee charged to the Customer for product requiring storage due to an outstanding balance more than 60 days after the Balance Due Invoice was issued.
A production facility where leather is processed/manufactured.
A document that includes a product image and description and is provided by HOLLY HUNT or Represented Vendor to a Customer.
To The Trade
This term is used to describe the wholesale relationship between Showrooms and trade professionals, i.e. designers, architects, and Specifiers.