Earthly Gourmet - New Customer Application

New Customer Application

Earthly Gourmet Distribution LLC • 2143 SE Lafayette Street, Portland, OR 97202 • Tel. 503-853-3110 • Fax 503-296-2095 • Email: order@earthlygourmet.com
We recommend that you complete this application on a computer or tablet.
Date of Application*

MonthDayYear
Date
Legal Name of Business*
DBA (if applicable)
Type of Business*

CorporationLLCSole ProprietorshipCooperative/Buying ClubOther
Year & Month Established

MonthDayYear
Date
Name of Person Completing Application*

First NameLast Name
Email*
example@example.com
Your Phone Number*
Please enter a valid phone number.
Business Website:
Are you an Online Reseller (Amazon, Direct, Other)?*

NoYes

Contact Information
#1 Owner's Full Name*

First NameLast Name
#1 Owner's Title*
#1 Owner's Cell Phone:*
#1 Owner's E-mail:*
example@example.com
Does your business have more than one owner?*

YesNo
#2 Owner's Full Name

First NameLast Name
#2 Owner's Cell Phone:
#2 Owner's E-mail:
example@example.com
#3 Owner's Full Name

First NameLast Name
#3 Owner's Cell Phone:
#3 Owner's E-mail:
example@example.com
#4 Owner's Full Name

First NameLast Name
#4 Owner's Cell Phone:
#4 Owner's E-mail:
example@example.com
Purchaser/Buyer Information
#1 Buyer Name*

First NameLast Name
#1 Buyer Phone:*
#1 Buyer E-mail:*
example@example.com
Does your business have more than one food/beverage buyer?*

YesNo
#2 Buyer Name

First NameLast Name
#2 Buyer Phone:
#2 Buyer E-mail:
example@example.com
#3 Buyer Name

First NameLast Name
#3 Buyer Phone:
#3 Buyer E-mail:
example@example.com

Billing Information
Accounts Payable Name*

First NameLast Name
Phone:*
E-mail:*
example@example.com
Billing Address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Billing Instructions (ex: Please email ahead of time; make sure to send to our Accounting Department, etc)
How would you like to proceed with payments?*
Payment Terms
- I certify that I shall be the guarantor of any unpaid balance resulting from any delay in payments toward Earthly Gourmet Distribution LLC.
- I understand that I am opening a COD account (Collection of Payment on Delivery) on behalf of the following business as Earthly Gourmet does NOT accept credit card payments unless you are ordering via the Online Ordering System/Earthly Gourmet App and have received a completed Payment authorization Form.
- Payment is expected at the time of delivery unless terms have been negotiated with Accounts Receivable prior. Account should have a consistent purchase and payment history to qualify for Payment Terms.
- All accounts opened within 30 days of initial activity are required to prepay for all special orders.
- Accepted payment forms include:
  - Cash
  - Check
  - ACH - Must send completed ACH Auth form and order must be placed via our Online Ordering System. No payment processing fee for ACH payments.
  - Credit card - Includes a 3% Processing Fee - Must submit completed CC Auth Form & order must be placed via our Online Ordering System. Effective July 1st, 2024.
  - PayPal - You must include a 3% Processing Fee
Avoidable Fees
- $25 fee for Returned Checks and declined Credit Cards & ACH payments.
Signature*

Clear
Initial to Accept Payment Terms*

Earthly Gourmet General Policies

Please review and Sign
New Customers:

An account can only be activated once a New Account Form is completed in full, and approved. Inactive accounts for 3 months will be deactivated.
Late Orders/ Rush Fees:

All Portland orders received after the order deadline of 5pm the day before, there will be a RUSH FEE of $25.

All Bend, Oregon and Washington State orders received after the order deadline of 12-noon the day before, there will be a $25 RUSH FEE.

For same-day delivery requests, there will be a $25.00 Late/ Rush Fee.
Initial to Accept Late/Rush Fee Policy*
Delivery Protocol:
- Earthly Gourmet does NOT and CANNOT guarantee specific delivery times. As such, if specific times/ hours are required, then Will Call arrangements should be made.
- Coordinated Delivery Meetings: If requiring a coordinated delivery meeting at a third-party location, there is a fee of $25.00.
- Delivery attempts during business hours (8am – 5pm) will only be made once. If no one is there to receive (or sign) for your order, it will not be delivered, and therefore would have to be picked up at our warehouse.
- Restocking Fees (15% of the order or $25, whichever is greater) may apply for deliveries unable to be made for any reason not at fault of Earthly Gourmet (Staff is sick, unforeseen closures, etc). Please let us know before 8am (or ASAP) on your delivery day for any last-minute closures. This must be communicated to the Earthly Gourmet Customer Service Team prior to the driver arriving at your location, and ideally before the truck is loaded with any perishable products.
Initial to Accept Delivery Protocol*
Coordinated Delivery Meetings:

If requiring a coordinated delivery meeting at a third-party-location, there is a fee of $25.00.

Delivery attempts during business hours (8am – 5pm) will only be made once. If no one is there to receive (or sign) for your order, it will not be delivered, and therefore would have to be picked up at our warehouse.
Initial to Accept Coordinated Delivery Policy*
Will Calls:

Please call or email at least one-hour in advance for Will Call orders to ensure expedited service.

Will Call orders will not be held beyond 48 hours of requested pickup time.
A re-stocking fee of 15% will be assessed on will-call orders not picked up with 24 hours after scheduled pick-up time.
Initial to Accept Will Call Policy*
Deposit Refunds:

We ask that all returnable containers be returned undamaged with their lids as a refund cannot be given if (i) lids do not accompany its respective containers, or (ii) containers are damaged. We ask that all returnable containers be returned in as respectably clean condition as possible.

We ask that all our returnable containers are used for their respective labels ingredient only, and that no markings be made on such containers.

Please note: Deposit Returns are not applicable in the Southern California region at this time.
Initial to Accept Deposit Refund Policy*
Special Orders:

To ensure same-week availability, order/delivery minimum must be met.
All sales are final on Special Orders. No refunds or credits given.
Initial to Accept Special Orders Policy*
Price Changes:

Due to often rapidly changing ingredient and commodity pricing, we reserve the right to change prices with limited notice. We will, however, do our best to inform our customers well in advance.

Earthly Gourmet prices change typically occur quarterly on the following days:
- January 1st
- April 1st
- July 1st
- October 1st
Initial to Accept Price Change Policy*
Marketing Agreement:

I agree to accept communication via the aforementioned email address(es) provided in this application, from Earthly Gourmet including, but not limited to, order confirmations, general policies, and updates to products and pricing.
Email*
example@example.com
Initial to Accept Marketing Agreement*
Your signature below confirms that you have read and accept the General Policies.
Name*

First NameLast Name
Signature*

Clear
Date*

MonthDayYear
Date

Return Policy

Please review and Sign
To Our Valued Customers:

Per the Food Safety Modernization Act (FSMA), signed into law in 2011, it aims to ensure the U.S. food supply is safe by shifting the focus of federal regulators from responding to contamination to preventing it. In order to comply with FSMA regulations and ensure the safety of consumers, Earthly Gourmet will strictly enforce the following return policy.

Under no circumstance will a credit be issued at the time the product is collected. All products must be returned to Earthly Gourmet and inspected before a credit memo is issued to the account.

Return Conditions (all must be met to receive credit):

1. Non-Defective Item Returns:

a. Signed invoice indicates items were received in good condition.
b. Customer must submit return request within 24 hours of delivery (no exceptions).
c. Product must be unused/unopened and returned in its original/unmarked packaging.
d. Perishable items must be held at proper temperature (frozen or refrigerated) by Customer until picked up by Earthly Gourmet.
e. A re-stocking fee of 15% will be charged on the return of non-defective items
f. Customer has a maximum of 7-days to return the item.

2. Quality Issue Returns:

a. Customer must report damage/defect within 24 hours of delivery (no exceptions).
b. Customer must supply photographs, lot/batch number, and any other relevant information.
c. Items must not be disposed of until the credit/replacement claim is finalized.

3. No returns will be granted on special orders, discontinued, or discounted items.

4. No credit will be issued for shelf life issues if product is delivered within date.
Initial to Accept Return Conditions Policy*
Delivery Issues:

• It is the Customer’s responsibility to inspect and confirm the following at delivery:
o Item code number
o Item description
o Quantity ordered
o Product shelf life/pull dates

• The driver can issue credit for warehouse mis-picks, shortages, short dates, or damage for products on invoice at time of delivery.

• There will be no re-delivery of products returned that are rejected for credit.

• Customer’s signature on the invoice indicates that Customer agrees with the order as listed on the invoice.
Initial to Accept Delivery Issues Policy*
Invoicing Errors:

• Invoicing errors should be directed to Earthly Gourmet within 48 hours of delivery by emailing Accounts Receivable at accounts@earthlygourmet.com

Applicable Fees:

Earthly Gourmet reserves the right to apply the 15% or $25 (whichever is greater) restocking fee for:
- Product returned when it has been determined that Customer routinely requests credit for usable product
- Earthly Gourmet is unable to drop the order to Customer’s premises on the scheduled delivery date for reasons outside of Earth Gourmet’s control
Customers may request copies of invoices and one Account Statement per month, at no charge. Multiple copies of invoices and multiple statements per month, plus any reports will be billed at a rate of $25 per copy/report.

Credit requests are not final until approved and issued by Earthly Gourmet. Unless/until credit is issued, original invoices will be considered due and payable by customer.
Initial to Accept Invoicing Errors and Applicable Fees Policies*
Your signature below confirms that you have read and accepted the Return Policy.
Name*

First NameLast Name
Signature*

Clear
Date*

MonthDayYear
Date

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Local Business
Family-Owned/ Operated
Vegan
Gluten-Free
Organic/ Non-GMO
Quality
Cost
Availability

New Customer Application

We recommend that you complete this application on a computer or tablet.

Contact Information

Purchaser/Buyer Information

Delivery/Shipping Information

Billing Information

Earthly Gourmet General Policies

Return Policy

Customer Questionnaire

General Overview:

Products/Services Overview: