This document outlines the process for properly closing out demos that were not closed in the WIRE system. When demos are not closed out correctly, Sam's Club cannot charge the client for the event. The club cash office notifies corporate when this occurs. Sam's Club then notifies the client services team, who will contact the club supervisor with instructions. An email is sent to club staff with tasks - the supervisor provides item details, collects costs, uses a comdata card to purchase the items, scans the receipt and sends it to client services. Once received, it is submitted to corporate.

1. Demo Close Out (SOP)
Thisdocumentprovidesthe process onhow toaccount for demosthatwere notproperlyclosedouton
the WIRE. Thisoccurs when eventshave been canceled, notmovedtoanotherdate inthe WIRE, or
executedoutside of the date range.
Whendemosare not properlyclosedoutinthe WIRE, ASMis unable tocharge the clientforthe
executionof this eventandhasto internallyaccountforthe cost of thisevent.
NotificationofIncident
When this occurs in a club:
1) The Club’sCashOffice notifiesSam’sClubCorporate
2) Sam’sClubnotifies the ClientServicesTeam (typicallyAccountDirector)
3) A memberof the ClientServicesTeam (ClientServicesExecutive) will reachouttothe
ClubSupervisor/ActingClubSupervisorwithdirectiononhow toproperlyaccountfor
thisdemo.
Demo Close Out Process
An email notification issent to the following recipientsassociated with the affected club:
 ClubSupervisor(CSmayalsobe contactedviaphone if necessary)
 DistrictManager
 Regional Manager
 FieldOperationsCoordinator/FieldOperationsSupervisor
The Club Supervisor/Acting Club Supervisorwillcompletethe following tasks:
 Provide atotal numberof itemsandtheirUPCSusedfor the event
 Collectthe total costof the useditemsforthisevent
 Have your comdata card loadedwiththe total amountusedbyyour FieldOperations
Coordinator/FieldOperationsSupervisor
 Use yourcomdata card to purchase the demoitems
 Scan a copy of the receiptandsenditto a memberof clientservicesteam
Once theClub Supervisorhassubmitted thereceipt to the client services team:
 It will thenbe submittedtoSam’sClubCorporate for reference.

2. Receipt Example