Rep Digital Folder

Commonly Used Methods of Payment Purchase Order (Hard Copy) : A purchase order is a form that is completed by a school's accounting department that itemizes and confirms their order. A purchase order indicates that the organization has or will hold funds in the amount shown to pay the invoice once the merchandise has been delivered. A valid purchase order should be assigned a unique number and will be signed by an authorized individual at the organization. These are valid Methods of Payment for SCHOOLS ONLY . Purchase Order Number: A Purchase Order Number may be given by the school prior to formal paperwork being processed. It denotes that a hard copy purchase order will be processed for the order and in effect gives permission for the order to be entered using the number only. These are valid Methods of Payment for SCHOOLS ONLY . The hard copy P.O. should be forwarded to the rep when available and kept on file for the customer. Customer Payment Form - Single Order: This is a form provided by Varsity that serves as a “Letter of Authorization” or “Credit Application” for the order. This form may be used by a school in lieu of a purchase order or other payment method to authorize placement of the order on credit, meaning that the school will be billed for the merchandise once the order is shipped complete. The form must be loaded on Salesforce for every order. This form is used in the place of any other standard method of payment. An estimated amount should be filled in the space indicated. Sales Reps are required to sign, date, and verify the information on the form. *Orders less than $2,000: Coach/Sponsor, A.D., Principal, or Bookkeeper may sign *Orders over $2000: The A.D./Principal (preferred) or the Bookkeeper/Assistant Principal (On an approved exception basis.) Customer Payment Form - Multiple Order: A form that authorizes the placement of multiple orders during a given school year; this form MUST be signed by the Principal/A.D. (preferred), or the Athletic Director/Assistant Principal (with LOA from the Principal). The form must be loaded on Salesforce for the first order, and may remain on file with the rep for subsequent orders. This form is used in the place of any other standard method of payment. A Maximum order amount must be included. This is an estimate only for the year. Sales Reps are required to sign, date, and verify the information on the form. Customer Payment Form – Booster Club or Youth Groups: Authorizes the placement of the order with 75% down payment required if the remaining balance is greater than $250; otherwise full payment is expected by due date. Remainder will be invoiced upon shipment. Booster Clubs must have their own Tax Exempt Certificate separate from the schools. Customer Payment Form – All Stars/Gyms: Authorizes the placement of the order with 75% down payment required if the remaining balance is greater than $250; otherwise full payment is expected by due date. Remainder will be invoiced upon shipment. Use specific All Star Payment Form found on Salesforce. Checks: Cashier’s Checks, School, Business, or Personal checks are accepted. Make check payable to Varsity Spirit Fashion. Must have a contact and phone number on the check. Personal checks make the entire order taxable (where applicable). If the sales rep receives the payment directly, it must be mailed to the corporate office (with tracking) no later than 5 business days from receipt of payment and documented in OMS. Checks must be in hand before sending the order.

Money Orders: Money Orders are accepted for any order.

Payment Portal/Online Payment Center: Accepted for any order.

Cash: Cash is not a valid method of payment.

STSW0918