AIS Supplier Guide web

The Supplier Advantage: Independent Retail Simplified

Sue Kemp Introduction At Associated Independent Stores, we understand that our success is inextricably linked to the strength of our partnerships. Our Suppliers are the backbone of the vibrant, diverse independent retail sector we represent.

Suppliers partner with us because we offer a gateway to independent retail without compromising commercial independence. AIS provides scale, stability, and simplicity to help you thrive. Furthermore, through our INDX trade shows, we provide a physical home for you to connect with independent buyers. This guide outlines how we work to provide a strong trading environment. We truly value your connection with AIS and remain committed to mutually beneficial growth for you and our Members alike.

Thank you for your ongoing support and partnership.

Supplier Benefits

Supplier Benefits Be part of the commercial network We are a mutual | We are the UK and Ireland’s leading Buying and Services Group | We simplify Supplier and Retailer Business | We facilitate Commercial Success

Supplier Benefits

£ Simplifying the complex landscape of independent retail

Commercial autonomy supported by a professional framework

Proven stability for 50 years long-term relationships, growth and reliability

Direct access to c250 independent, predominantly family-owned retailers with over 1000 stores. Owners of INDX order buying shows

AIS connects you to the key decision-makers, while you maintain direct account management with the retailers

Benefit from a robust payment system that lowers credit risk and helps financial planning

Easy Access

In Control

Peace of Mind

Supplier Partner Benefits 1. Network Access and Reach

Benefits

Features

Unrivalled Reach Immediate and efficient access to decision-makers across a network of family-owned businesses in Home, Furniture, Fashion, Toys, and Sports including Department Stores, Garden Centres and Independent multiples

Specialised product teams

Points of Difference Opportunities to offer Member exclusive product and promotions, helping grow your revenue and providing our Members with differentiation

dedicated platform for Furniture, TradeIslands,

Retail Excellence Work alongside our experienced and expert product category teams who understand your sector and help curate a "Good, Better, Best" portfolio Connect and Grow INDX Trade Shows Showcase your ranges at our industry-leading, face-to-face INDX trade shows, purpose-built for order writing

Centralised supplier management Product directories Product image and catalogue bank including a for product and pricing data Exclusive products and promotions development and management Compliance guidelines for trading sustainably Category strategy groups to drive revenue Member and Supplier visits and tours Order writing, buyer-only trade shows

Supplier Partner Benefits - Network Access and Reach

AIS enables scale without removing independence.

Supplier Partner Benefits - Financial and Operational Efficiency

Supplier Partner Benefits 2. Financial and Operational Efficiency For many Supplier partners, this is the most tangible operational advantage of working with AIS

Benefits

Features

Leading Paying Agent Our simplified payments system, CENPAC provides lower administrative costs for you by streamlining the processing of transactions between you and the Member. It makes fast, stress-free, secure and accurate payments to you in a single weekly payment

Robust financial and operational oversight

Reduced exposure Guaranteed payment of all Member invoices in case of insolvency and improved cash-flow predictability

Member Supplier directory entry

Governance A single framework that can streamline your finances across all your AIS independent retail accounts reducing resource and risk

Dedicated finance support team Paying agent service Rebate and settlement negotiation and management Weekly CENPAC processing summary report

3. Relationship Management AIS supports sustainable growth

Benefits

Features

24/7 Connectivity AIS provides a one-stop digital hub for Members, for product updates, helping Suppliers coordinate with multiple retailers efficiently, designed to complement, not replace, direct Supplier-retailer dialogue

Inclusion in weekly product emails and promotional

Network Supplier partners may be invited to AIS supplier forums or briefings, network events or meetings, with a focus on growing the independent retail sector

Information sharing

Insight Support Aggregated and anonymised data and trends insight from across the network to inform decision making and spot emerging opportunities Constructive Resolution AIS acts as a facilitator when challenges arise, protecting relationships and supporting resolution

Member Hub content Feature in monthly business owner (Principal) emails Member Hub Clear escalation and communication pathways

Supplier Partner Benefits - Relationship Management and Collaboration

Supplier Partner Benefits

Supplier Partner Onboarding Our onboarding process is designed to be thorough and efficient, ensuring we have a solid foundation for a successful partnership. Here is the step-by-step path to going live:

1

Introduction and Initial Approval

Once you have connected with our Product Team, we will complete an internal Supplier Information Document (SID) and obtain formal approval to proceed from our Product Director.

We will also request Sample Documents to check compliance prior to a call with Finance

Supplier Benefits

4

2

To ensure seamless trading, our Finance Team will schedule a dedicated call with you. This session covers: An overview of CENPAC, our centralised payment process Document compliance requirements and bank verification Details regarding the £500 joining fee

Becoming an

Supplier Partner

Network Visibility

Once initial details are confirmed, your proposal is shared with our wider membership on the Retailers Hub for a two-week period. During this time, AIS will issue an invoice for the joining fee

5

Formal Documentation

After the joining fee is received and IT setup is underway (which typically takes 5 working days), our team will prepare your Supplier Agreement Pack. This will be sent to you via Adobe Sign for quick and easy digital signature

3

Financial Setup & Compliance

Going Live

Once the agreement is signed and your account is active: You will receive an official welcome email confirming your account is live Our Finance Team will conduct a welcome call to ensure you are fully supported as you begin trading with our Members

No students, no manufacturers, no distractions.

About us INDX Shows are organised by AIS, born to champion retail, and designed for doing business.

A fresh approach At INDX we focus on commercial curation to meet the buying needs of our AIS Members and today’s retailers.

Harnessing inhouse expertise Our experts have unmatched industry knowledge across retail, buying, product, and events - in short, they know what retailers and suppliers want from a trade show.

Retail’s busiest trade show calendar INDX delivers 20 business and buyer focused events a year across fashion, home, sports, and leisure. All taking place at our centrally located event venue, Cranmore Park, Solihull.

Make meaningful connections In addition to meeting AIS Members, at INDX you’ll also connect with quality retailers including John Lewis, Hoopers, Fenwick, Next, Amazon, Matalan, TK Maxx, Habitat, Bensons, Furniture Village, Dunelm, Leekes, Wayfair, Brand Alley, Robert Dyas, Freemans, Very Group, Gillies, Martin Phillips, Cookes, Sterling, Tapi, DFS, Dreamland, and Cotswold Company.

100%

Of visitors are preapproved. Admission is restricted to quality retailers only.

94%

Of exhibitors write orders during INDX shows.

92%

Of attendees are Business Owners, Managing Directors, or Buyers.

82%

Of visitors say order writing is their primary reason for attending INDX shows.

We’d love for you to be part of it.

Jointhe theINDX INDXrevolution revolution || www.indxshows.co.uk www.indxshows.co.uk Join

“

The convenience of the CENPAC central payments system is a game-changer.

It not only streamlines operations but also strengthens supplier relationships

”

CENPAC Explained CENPAC stands for Central Payment of Accounts.

CENPAC is a subsidiary company of AIS and operates on behalf of Members to pay supplier invoices and to collect Member payments.

Invoicing and Transparency

Payment Guarantees and Insolvency Protection

CENPAC acts as a paying agent on behalf of the Member and Supplier.

Invoices submitted to CENPAC by the supplier, after the insolvency has been announced, which are dated 90 days or less prior to this date, will be covered.

CENPAC does not re-invoice the Member, the invoice raised by the Supplier is processed by CENPAC and the same invoice is visible on the Member account.

Any invoices that are not in the ordinary course of business cannot be guaranteed for payment should a Member become insolvent.

The date of the CENPAC agreement is the date from which all invoices should be forwarded to CENPAC

The ordinary course of business excludes items on a consignment or concession basis, unless otherwise agreed with CENPAC.

The Supplier is responsible for sending invoices to CENPAC for payment and both the Supplier and Member should carry out due diligence to ensure invoices are correct and processed in a timely manner.

Extended terms are also outside the normal terms of business.

For example, a Supplier on 30 day CENPAC terms would not be guaranteed payment for an invoice in the event of a Member insolvency if they had offered the Member 60 day terms.

Dispute Resolution and Stop Payment Notes

Fees and Settlements

If a Member has a query on a delivery or product issue, they will raise a ‘stop payment note’ which acts as a temporary credit note.

Negotiated settlement discount from the Supplier is passed on to the Member.

The stop payment note is emailed to the Supplier and when the Supplier raises a credit note or the issue is resolved, the Member reverses the stop payment note.

The Supplier is charged 1% of the document value for administration of their account.

Stop payment notes are to be resolved between the Supplier and the Member. Whilst we are not able to resolve disputes, we can help facilitate the process.

Account Terms and Notices 30 days written notice is required from CENPAC or the Supplier to close the account.

CENPAC terms and conditions for Suppliers apply.

Our dedicated Product Teams are here to ensure you get the most out of your Supplier benefits.

FurnitureDepartment@aistores.co.uk HomewaresDepartment@aistores.co.uk PlayroomDepartment@aistores.co.uk FlooringoneDepartment@aistores.co.uk

FashionDepartment@aistores.co.uk SportsDepartment@aistores.co.uk servicedesk@cenpac.co.uk

Cranmore Park, Cranmore Avenue, Shirley, Solihull, West Midlands B90 4LF, UK

www.aistores.co.uk The details regarding our Supplier benefits were accurate at the time this document was produced.