1. SCOPE
This policy includes all merchandisers and representatives / supervisors, and related staff members, working for the company.
2. PURPOSE
This policy is designed to provide a set of non-exhaustible guidelines in matters of discipline, coaching and consultations pertaining to merchandisers. The aim is to provide a consistent approach to similar transgressions.
However, the steps indicated below should only be considered as guidelines and not as an overly rigid or exhaustive set of rules.
After considering each case on its own merits, the implementation of the suggested steps below related to disciplinary, or coaching/counselling processes, still resides on discretion of the employer.
A merchandiser position is validated on the assumption that an employee merchandise a total of 13 000 litres per month, or merchandise a total of R170 000.00 invoiceable goods (amounts can adjust considering annual inflation).
3. DURING PROBATION
Offenses related to probation or failure to pass the probation scorecard:
3.1. Poor Work Performance
3.1.1. 1st report – 1st Counselling for Poor Work Performance plus Coaching for improvement
3.1.2. 2nd report – Final Counselling for Poor Work Performance plus Coaching for improvement
3.1.3. 3rd report – Incapacity Hearing for Poor Work Performance pending dismissal (with notice).
4. EXCESS STOCK RETURN:
A merchandiser my not have excessive returns. Although a certain number of returns can be ascribed to aspects outside the control of the merchandiser, returns must be kept to a minimum.
Merchandisers must ensure effective stock rotation (according to the FIFO principle), effective stock ordering practises (considering the rate of sale), and effective reporting.
A merchandiser must report, in writing (e-Mail, SMS/Whatsapp, or other, such as a recorded phone call) and within reasonable time for management to react, if there are any imminent excessive returns beyond their control, which will expire. Record of this must be kept.
Offenses related to excessive stock returns:
4.1. Negligence – Excess Stock Returns (greater than R1000.00 but less than R2500 p/month):
4.1.1. 1st Offence – Written Warning valid 6 months.
4.1.2. 2nd Offence – 2nd Written Warning valid 9 months.
4.1.3. 3rd Offence – Final Written Warning valid 12 months.
4.1.4. 4th Offence – Hearing pending dismissal.
4.2. Negligence – Excess Stock Returns (greater than R2500.00 p/month):
4.2.1. 1st Offence – Final Written Warning valid 12 months.
4.2.2. 2nd Offence – Hearing pending dismissal.
5. POOR CRATE RETURNS:
Offences related to poor crate returns:
5.1. Negligence – Poor Crate Returns (More than 25 crates per month):
5.1.1. 1st Offence – Written Warning valid 6 months.
5.1.2. 2nd Offence – 2nd Written Warning valid 9 months.
5.1.3. 3rd Offence – Final Written Warning valid 12 months.
5.1.4. 4th Offence – Hearing pending dismissal.
6. FAILURE TO SUBMIT APPROPRIATE ORDERS:
Offenses related to the failure to place the required stock orders for the clients:
6.1. Dereliction of duty – Failure to submit appropriate orders:
6.1.1. 1st Offence – Written Warning valid 6 months.
6.1.2. 2nd Offence – 2nd Written Warning valid 9 months.
6.1.3. 3rd Offence – Final Written Warning valid 12 months.
6.1.4. 4th Offence – Hearing pending dismissal.
7. EXPIRED STOCK
In cases where stock is found on the shelves that have expired:
7.1.1. 1st Offence – Final Written Warning valid 12 months.
7.1.2. 2nd Offence – Hearing pending dismissal.
8. POOR TIME KEEPING:
Offences related to the failure to keep accurate record of time and attendance:
8.1. Poor time keeping (negligent):
6.1.1. 1st Offence – Written Warning valid 6 months.
6.1.2. 2nd Offence – 2nd Written Warning valid 9 months.
6.1.3. 3rd Offence – Final Written Warning valid 12 months.
6.1.4. 4th Offence – Hearing pending dismissal.
8.2. Poor time keeping (dishonest):
7.1.1. 1st Offence – Final Written Warning valid 12 months.
7.1.2. 2nd Offence – Hearing pending dismissal.
9. REPRESENTATIVES (“Reps”):
Reps need to visit stores weekly. During their visits they must ensure good stock rotation is done, good ordering practises are followed, and stock nearing expiring dates are reported.
Reps must keep a portfolio of evidence of shops/areas that is under performing, as they would be held accountable for shops with high excessive returns. Reps would have to provide feedback on the steps that they’ve taken to reduce excessive returns.
Reps must follow-up weekly with merchandisers is poor performing areas. Reps must accurately record of all reports from merchandisers about potential excessive returns, and take proactive steps to reduce it.
