Finalizing the Vendor Registration Agreement (VRA)

After all the information of the RA, Task Description and Handover Tasks are checked and understood by the RA Specialist, a Vendor Registration Agreement (VRA) can be prepared to get started with the registration process. A Vendor Registration Agreement (VRA) essentially is the written agreement that contains the details of an RA for a registration, with the addition of terms and conditions to be agreed upon by both AdvaCare and Vendor before starting with the registration process. There are several purposes to sign the agreement with every Vendor for every new registration:

• Establishing the products, specifications and packaging requirements of the new registration;

• Establishing documents requirements of the new registration;

• Establishing samples requirements of the new registration;

• Establishing the responsibilities of the parties;

• Establishing the dates of when the requirements have to be fulfilled;

• Establishing the deposit amount and terms.

• No registration can be started without an agreement with the Vendor signed by both sides.

Confirming the Terms of the VRA

For India registration: Purchasing Dept. will be responsible in finalizing the terms of the VRA including costs and duration of document preparation. RA Dept. can just prepare the draft VRA and send a task to Purchasing Dept. to finalize and sign the VRA with the Vendor. There is no direct communications between India Vendor and RA Specialist.

For China registration: Purchasing Dept. will be responsible in finalizing costs related to the document/sample preparation with the Vendor. However, RA Dept. will be responsible for finalizing the terms of the VRA including the duration of how long the document preparation will take.

RA Specialist can start communicating with the Vendor with an introduction from the Purchasing Dept. For Vendors with prior registrations, RA Specialist can communicate with them directly via QQ or G-mail and reconfirm the following points on the registration:

• Registration Country

• Product List

• List of Documents to be Provided by the Vendor

• Length of Time until Documents are Provided

RA Specialist can send the Vendor Registration Agreement (VRA) draft and send it to the Vendor to confirm.

Preparing VRA

Vendor Registration Agreement can be exported directly from the RA.

1. On the RA page, locate “Print” on the top part of the RA page.

2. Click on:

• China registration: “Registration Agreement (Chinese/English)”

• India registration: “Registration Agreement (India)”

3. The VRA will be exported and downloaded on the computer.

4. Move the Vendor Registration Agreement to the respective folders in the Server:

• China registration: Distributor Folder - Documents from Factory

Location: Z:\Shared drives\AdvaCare Distributors Cloud Server\[DISTRIBUTOR NAME]\DOCUMENTS FROM FACTORY

• India registration: Registration SO Folder - Documents from Manufacturer

Location: Z:\Shared drives\AdvaCare Purchase India Control\AdvaCare Purchasing\Registration\[REGISTRATION SO#]\DOCUMENTS FROM MANUFACTURER

5. Check the contents of the VRA and make sure that:

• Product list is correct

• Document list is correct*

• Highlighted parts are manually inputted based on discussion with the Vendor*

• Other information is correct

Note: Some documents are to be provided by the Customer, Agent or AdvaCare. Do NOT list these documents in the VRA.

Note: Some Vendors have their own terms and conditions that we have agreed upon on a previous registration. It will save time to revise the VRA to have similar terms as per the previously signed VRA. Other registration VRA(s) of the same Vendor can be found here: Manufacturer Folder - Agreements

6. Save the final VRA draft as a PDF file and send the VRA to the Vendor (China) or Purchasing Dept. (India) and have them sign/stamp the agreement.

Note: Often the Vendor will say that they will take some time to review the VRA before signing and giving it back. In this case, make an activity on the Registration SO Task to follow up with the Vendor on the signed VRA.

7. After the signed/stamped copy is received, print the VRA and have Sales Dept. Manager to also sign/stamp the agreement. Scan the document signed by both parties and rename as follows:

SO1188 REGISTRATION AGREEMENT - [Factory Name] - signed by both

8. Save the final signed copy of the VRA in two locations:

China registration: Distributor Folder - Documents from Factory and Manufacturer Folder - Agreements

Location: Z:\Shared drives\AdvaCare Distributors Cloud Server\[DISTRIBUTOR NAME]\DOCUMENTS FROM FACTORY

Location: Z:\Shared drives\AdvaCare Cloud Server\Manufacturers\Manufacturers\[MANUFACTURER NAME]\Agreements

India registration: Registration SO Folder - Documents from Manufacturer and Manufacturer Folder - Agreements

Location: Z:\Shared drives\AdvaCare Purchase India Control\AdvaCare Purchasing\Registration\[REGISTRATION SO#]\DOCUMENTS FROM MANUFACTURER

Location: Z:\Shared drives\AdvaCare Purchase India Control\AdvaCare Purchasing\Manufacturers\Manufacturers\[MANUFACTURER NAME]\Agreements

9. Send a task to BD Salesperson and Purchasing Dept. Manager that VRA has been signed. Include the link to the file location.

10. On the same SO Task, open the Opportunity Info tab and locate the Order Milestones section to update the actual date of milestone - REG: 5. Documents Preparation Started/Vendor Registration Agreement Signed and estimated dates of milestone - REG: 11. Documents Completed.

More details on how to update Registration Milestones can be found in the next part of this SOP.