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Buying and Merchandising

Unit 7

Unit 7
Structure: 7.1 Introduction Objectives 7.2 Negotiating the purchase 7.3 Negotiating the terms of sale 7.4 Kinds of orders 7.5 Placing the order 7.6 Follow-up 7.7 Summary 7.8 Glossary 7.9 Terminal Questions 7.10 Answers 7.11 Caselet

Placing the Order

7.1 Introduction
In the prior units we have studied buying and merchandising practices, role of a buyer and that of a merchandiser. We have also learnt various buying techniques used in domestic and international markets and also illustrated the wholesale buying process. This unit will through some light on how to place an order. We will also illustrate some negotiating techniques and different types of orders. Retail business believes that everything is negotiable. Negotiation and ordering is what we will study in this unit. Objectives: After studying this unit, you should be able to: describe the importance of price negotiation detail how market and product knowledge helps in price negotiation illustrate how to negotiate the terms of sale identify and understand various types of orders explain the process of placing an order

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7.2 Negotiating the Purchase


Negotiation is a process of trying to increase or decrease something such as price, timelines, or grades. Here we are talking about the negotiation between a vendor (supplier, manufacturer or distributor) and a retailer. Negotiation is a part of our daily life. When we buy vegetables from the vegetable market (Sabzimandi) we dont forget to negotiate the price for whatever we buy. Even if a retailer reduces the price by 50 paisa or 1 rupee its a negotiation. On a larger scale negotiation can happen between a consumer and retailer while buying new or used automobiles, appliances, and other goods. Along with the consumer-retailer negotiation, negotiation is also an important part of retailers relationship with a wholesaler, manufacturer, or a distributor. Negotiation is not just a part of manufacturer retailer relationship. Consider a Diwali season. While the season ends think whether people will buy new cloths? Will they buy grocery in bulk? Will they buy sweets and savories? The answer to this is no or even some people may buy these things. However majority of the people will not be interested in buying more cloths, grocery, or sweets. This is called as end of season. Thus, having extra inventory in stock will cost money to the retailers, to the manufacturers, as well as to the raw material supplier. Thus, everyone negotiates to get the merchandise prices down. Thus, you can see lot of advertisements for End of season sale. The reduction is price is all because of this negotiation. However, this is a process where everyone involved should participate. Retailers carry regular goods and some seasonal goods or special goods. Regular goods are sold round the year, however the seasonal or special goods are sold only for particular time. A good example of this is grocery items are regular goods while X-mas decorations or Diwali decorations contribute to special goods. These special goods require more negotiation from the retailer. Negotiation between a buyer and seller (e.g. Retailer and manufacturer) can be categorized into Negotiation for the price of goods Negotiation for discounts Negotiation for transportation
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Let us discuss these parameters one by one in detail. Negotiation for the Price of Goods While negotiating the price of goods a buyer must make sure that they are negotiating for the right kind of merchandise. Here right merchandise mean the goods that the customers want and not the goods that the buyer wants to sell. If the customers do not get the type of goods they want, they will not buy the unwanted goods even at extremely low prices. Thus, it is crucial for buyers to understand the market and have detail product information before negotiation. This approach of buying is called as customer centric or objective approach. Following are the two parameters important for negotiation for the price of goods. I) Understanding the market trend II) Collecting detail product information Let us have a brief understanding of these parameters. I) Understanding the Market Trend Understanding the market trend is like doing the homework for buyers. Buyers should shop at competitors store before conducting a negotiation meeting. This is considered to be the best method to understand the market. This way buyers can study the competition price, strategy, product range, offers, promotions, as well as various types of resources they can buy the products from. Buyers can also attend trade shows, read trade journals, read newspapers, and talk to sales people for understanding the market. Preparing buy meeting various vendors and studying their catalogues will also definitely help. This homework will enable buyers to be equipped with lot of relevant market data. This data can help them negotiate better. II) Collecting Detail Product Information Before finalizing a product line buyers visit various vendors whom they consider doing business with. Buyers should have detailed product line information. This product information will help them negotiate better. An experienced buyer will always try to gain more and more knowledge about a product line, about vendors costs, and vendor strategy. Thus, they always try to purchase a better product for a competitive price.

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Negotiation for Discounts Buyers can negotiate with vendors in many different ways. They can negotiate for cash, quantity, or even trade. Thus, if a vendor quotes a price X for specific merchandise, a buyer is permitted to deduct this price by a specific amount (normally in %). This deduction (X-some %) is called as a discount. There are following types of discounts that a buyer can negotiate for. I) Cash discount II) Anticipation III) Trade discounts IV) Quantity discounts V) Seasonal discounts VI) Advertising and promotional discounts Let us illustrate these discounts in brief detail. I) Cash Discount Cash discounts are also called as sales discounts. Let us illustrate this discount with an example. Assume a buyer makes a purchase of Rs.1000 from a vendor and he has 30 days to pay this amount to the vendor. If a vendor needs money early, he may say that if a buyer (retailer) pays within eight days then they get a discount of 5% of the total amount. This means the if the buyer pays the vendor within eight days they need not pay Rs.1000 instead they will pay only Rs.950. Rs.50 (5% of 1000) is the cash discount for paying within eight days. If the payment date exceeds the given eight days they will need to pay the complete amount i.e.Rs.1000. Cash discounts are gained because of the availability of money and timely payment to the vendors. Thus, the credit for this discount will be given to the business or store and not to the buyer. Thus, the product pricing is still done as per the actual merchandise price without the discount (Rs.1000). The 5% amount is kept as a profit margin for the business. II) Anticipation Anticipation discount is a special form of cash discount. In this a buyer gets a discount from the vendor for making a pre payment for the purchased merchandise. Pre-payment can reduce the cost of shipment and also enhance retailers credit standing. The amount of discount that a retailer gets is based on the following parameters
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The payment amount due The time when payment is made The rate of discount The date of merchandise shipment

III) Trade Discounts In some retail business the manufacturer suggests the price at which a retailer can resell a particular product. This manufacturer suggested price is called as list price for a product. Trade discount is a percentage amount that is deducted from the list price. This discount percentage varies according to various customers of a manufacturer such as a wholesaler, a dealer, or a distributor. A wholesaler may buy products in bulk with a list price and the trade discount of 50% or more. Such discounts may draw attention of customers and may also increase the sale of other items. However, remember that retailers are not obligated to sell the products at list price. IV) Quantity Discounts Quantity discounts as the name indicates is related to the quantity of products that a retailer or buyer orders from a vendor. Quantity discounts works with the formula more the quantity ordered more the discounts. Following is an example Number of Parle-G packets 1000 2000 3000 & up Price per unit ` 10 `9 `8

Thus, this indicates more the quantity ordered more is the discount. This saves the bookkeeping and transportation cost for the buyer. It also reduces the cost of goods because of bulk purchase. It also benefits the seller in terms of bulk manufacturing. Bulk orders are very common in FMCG and staples. Merchandise is not purchased in bulk if its a seasonal item or a fashion item. Ordering in bulk may not always mean that the retailer is able to sell all the merchandise. Thus, it is important to know the custome rs buying pattern and the market trend. This knowledge will enable the retailers to buy in bulk but only in the affordable quantity. If retailers keep buying merchandise from a vendor worth a specific amount they will also get another type of discount form the vendor. This is called as a cumulative discount and this is a type of quantity discount. Cumulative
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discount is always calculated on the amount of business done with the vendor over a specific period of time. Following is an exampleTotal purchase in 6 months ` 0 - 10,000 ` 10, 001 - 20,000 ` 20, 001 and up Cumulative discount 3% 4% 5%

Cumulative discounts encourage buyers to place bulk orders and do business with the same vendor. V) Seasonal Discounts There are some goods that sell well throughout the year and some sell only during some seasons. Merchandise such as winter cloths, school uniforms, firecrackers, diwali decorations, and jewelry sell well only in particular seasons. During other seasons these goods are dormant. This storage of such goods may increase the inventory storage and overhead costs for a retailer. However, some vendors offer discounts for retailers who are ready to accept delivery for such seasonal items during these dormant periods. Thus, the vendor saves on the overhead and storage costs. The buyer must also consider these costs for his business and then place an order during the dormant season. VI) Advertising and Promotional Discounts Vendors are also interested in advertising their product as much as the retailer. More advertising and promotions may contribute to more sales. Thus, to share the costs involved with the retailer vendors provide advertising and promotional discounts. These discounts are also based on the location of the product in store. For example end caps are the most visible locations in a store. Thus, vendors provide more discounts for products placed at the end caps or other visible location in store. Negotiation for Transportation Along with the cost of merchandise this is another big cost to be borne by the retailer. A buyer or a retailer owns the merchandise once it leaves the vendor premises. The transportation and the insurance of merchandise (if any) is the buyers responsibility. The transportation costs can be negotiated with the vendor as per the competition in the market. For example A retailer is getting an item at Rs.100 including the transportation cost from a
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vendor A in Pune. Another vendor in Mumbai can also provide the retailer the same item at Rs.100 including the transportation cost. This is done to meet the competition. In most cases a buyer pays the shipping costs. Though, the vendor makes all the shipping arrangements as per their convenience. Thus, it is necessary for buyers to well understand various shipping alternatives so as to select the best one. Let us discuss some areas where a buyer can reduce the shipping or transportation costs. Size Size of the load determines the transportation costs. A full carload may turn out to be cost effective than ordering a half carload. In this case buyers must consider ordering large amounts less frequently. Time Shipping costs also depend upon the mode of transportation i.e. roadways, airways, or waterways. Slower carriers such as waterways are more cost effective than the faster ones. Thus, ordering well in advance and having ample time to receive the load via slower carriers can be very economical. Packaging Good packaging makes a product attractive and salable. However, it also increases the shipping costs. Thus, type of packaging should be checked against the shipping costs involved. Type of insurance The buyer should decide if the insurance is necessary or not. This can be done based upon the type of merchandise being shipped. Detailed instructions for vendor Vendor must be clearly informed about the shipping instructions for the merchandise. These may be written carefully and completely on the order form. Also, after reception of goods the retailer must check if they were shipped as instructed. Selection of carriers Buyers need to aware of all the types of carriers and choose the right one for the merchandise. This can also save some money on the transportation. Merchandise classification Shippers classify the goods shipped into various categories. Some of these categories are charged higher price and some lesser depending upon type of goods. For example fragile goods are charged more for being shipped. Thus, buyers should make sure that their merchandise is classified properly and is not placed in the higher range of classification.
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Self Assessment Questions 1. Negotiation can be done for _______, discounts, and transportation. 2. What is the special form of cash discount called? 3. Who pays the shipping costs for the merchandise? 4. Shipping is charged as per the merchandise ______.

7.3 Negotiating the Terms of Sale


When we go to a vegetable market for buying vegetables we see that it is not always possible to negotiate the price. Some retailers have a fixed price policy; some of them look and claim to be stubborn about the vegetable prices. Still it is up to us to identify how and where to bargain for the price. Same rule applies to any negotiation between a vendor and retailer. All vendors do not have a negotiable price. Some of them do negotiate the price and some of them claim to have fixed price. However, it is up to the buyer to understand with whom and how to negotiate the price. This will happen only when they have done their homework well i.e. they have the market knowledge especially regarding vendors. We always see a lot of sale in the market during the end of season or for obsolete fashion clothing. The reason is if the merchandise is left over even after the end of season, a retailer runs a sale. Manufacturers also work in the same way. They too run a sale for obsolete or excess inventory. Thus, there is a reduction in the original price and these goods are sold at a new lower price. This new price is most of the times negotiable. We should remember that negotiation is a skill and can be learnt only with more and more experience. There is no class to attend or college degree to learn negotiation. Following are the negotiation parameters one must understand: I) Limits II) Justification III) Splitting the difference IV) Future relationship Let us understand these parameters a little more in detail. I) Setting the limits Knowing your limits always helps. The buyer as well as the seller should know their limits. Consider an event where you visit a store for buying a gift
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for someone. Most of the times you have a budget in mind e.g. your gift should within the price range of Rs.100 to Rs.150. Thus, when look for gifts in a store you will consider the limits and if you like an expensive gift worth Rs.300 you try to bargain. However, the bargain should be intelligent. You cannot ask the item for Rs.100 just because your budget is that much. The retailer will never reduce the price so much. Thus, it becomes important to know the limits, bargain accordingly and intelligently. Similarly a buyer and a vendor also set their limits. A buyer sets a maximum limit that they are willing to spend for the merchandise and a seller sets a maximum limit at which they are ready to sell merchandise. While negotiation both the parties try to improve their limits i.e. buyer tries to negotiate to reduce the price further while a seller tries to get more amount from the buyer. It also helps to know each others limits, though it is a rare situation. A buyer should keep his limits secret and try to get a better deal. II) Justify the negotiation It is necessary for the buyer to justify the negotiation. This again needs a lot of background work. This work includes market study, customer demand, season trend, selling price, competition price etc. By providing proper reasons for negotiation builds a base. A buyer should also include what the vendor is looking for i.e. whats in it for me?. Mention how the deal will help them clear up their excess goods; reduce the storage and overhead costs. III) Splitting the difference This is a process of coming to a consensus. Assume the negotiation process is going on for a while. The vendor asks for a price of Rs.100 and buyer is offering a price of Rs.50. Both of them are not ready to increase or decrease the price. Thus, there is a third solution for this situation. Both of them can split the difference and settle at a center price. Splitting the difference means coming to a consensus i.e. Rs.75. A buyer offers more prices and the vendor also reduces their asking price. This process often helps in closing a deal. A retailer shouldremember that Rs.75 is still closer to the end result they are looking for. IV) Future relationship Buyers should always keep in mind that there are limits to every negotiation. They should know these limits and should not push the negotiation beyond these limits. Pushing beyond limits can spoil their relationship with the
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vendor. This can turn out to be a big disadvantage for buyers in future. They should also remember this would also spoil their name in the market. Buyers negotiating unreasonably will also see vendors offering them a higher price so that they have room for negotiation. Self Assessment Questions 5. Manufacturers run a sale for clearing obsolete and _____ inventory. 6. Before negotiating buyers and vendors should set their _________. 7. Coming to consensus is called as _______________.

7.4 Kinds of Orders


By now we know what products to buy, where to buy them from, and how to negotiate the terms of sale with the vendor. Let understand different types of orders that a retailer can place with the vendor. Let us see some of them: I) Cooperative buying II) Consignment buying III) Credit buying Let us illustrate these terms in detail. I) Cooperative Buying As discussed above all the manufacturers have a certain minimum limit to accept the orders from retailers. Some small retailers do not qualify for ordering from manufacturers directly because they cannot meet the minimum order criterion. Thus, they need to order from wholesalers by paying an extra amount. To overcome this problem many small retailers pool their orders and place one order with the manufacturer. This enables them to meet the minimum order criterion and also save money. The retailers share shipping and any other expenses incurred while orderingapart from the merchandise cost. This type of ordering is called as cooperative buying. II) Consignment Buying Sometimes retailers buy from vendors, sell the products and return any unsold products to the vendor. In this method a vendor holds the ownership for all the goods though they are physically with the retailer. Also, the payment is made only for the amount of goods sold. This type of buying is called as consignment or memorandum buying. This type of buying is very common in jewelry business. Consignment buying reduces retailers risk as
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well as the mark up. Here the vendor takes the risk and for baring this risk they charge buyers a premium price for merchandise. Most retailers prefer to take risk, order at once and pay the negotiated price. This enables them to maximize profits rather than losing them by paying premium price for the sold merchandise. Consignment buying is suggested in any of the following situations Retailers carry some items just because their competitors carries them. These include some of the low volume items and they may or may not sell well. Buying these items on consignment is a good idea. Any newly launched merchandise in the market is ordered on consignment. This is because the retailers do not know if the product will be sold, and how much profit will they make. Some new entrees in retail business like to play safe and take less risk with buying merchandise. This is another situation where consignment buying is suggested. Some retailers like to help vendors to clear out all excess or nonseasonal items. This is done just to build a strong relationship with vendors. Thus, retailers can negotiate for a lower price and buy these items on consignment. If there is lot of demand for a product, but the demand is not defined and is for a very short period of time. For example school uniforms. There is a lot of demand but it is for a very short period. The retailer pays only for the uniforms sold and returns any remaining uniforms to the manufacturer or supplier. III) Credit Buying Retailers like to buy the merchandise on credit. Getting credit on goods depends upon retailers credit history and also suppliers willingness to extend the credit. Mostly vendors are willing to extend credit to expand their business as well as to retail the old clients. Credit can be in terms of accepting and fulfilling small orders, extending no interest payment for a few months (normally one or two months), and extending the period of repayment. Self Assessment Questions 8. Small retailers pool their orders and place only one order with the vendor. This type of buying is called as _______________.
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9. Paying after the merchandise is sold is called as ____________. 10. Getting credit on goods depends upon retailers _____________.

7.5 Placing the order


The buyer has decided what to buy, and also has negotiated the terms of sale with the vendor. Now is the right time to place an order. First lets begin with defining the term purchase order or a PO. I) Purchase order or PO A written sales contract between buyer and seller detailing the exact merchandise or services to be rendered from a single vendor. It will specify payment terms, delivery dates, item identification, quantities, shipping terms and all other obligations and conditions. Purchase orders are generally preprinted, numbered documents generated by the retailer's financial management system, which shows that purchase details have been recorded and payment will be made. Thus, every time a retailer needs to purchase any merchandise from a vendor they need to submit a purchase order. PO is a formal document that allows tracking of outstanding orders and accounts payable. A PO includes details such as PO number, Supplier name and address, Ship to deliver to details, date of PO, payment terms, shipping method, F.O.B (Free on Board), freight terms, quantity, unit price, and total amount due. II) Writing the order Writing an order is the last stage of finalizing an order. IT is a very important task that is done once the merchandise is finalized and negotiated for. The order placing process is very time consuming and tedious. Buyers need to be very careful while placing an order. They need to take care of every minor aspect of the order. Most retailers (specially large and medium scale retailers) have their own customized purchase order form. Having a customized order form makes it easy to order for all departments. It also eases the record keeping process. The activity below will help you understand the PO form. Let us discuss various parameters or fields commonly found in most PO. PO number Every PO is assigned a unique number called as PO number. This also helps in tracking orders and record keeping.
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Vendor name and address This field refers to the complete name and address of the vendor from whom the merchandise is ordered. Deliver to and delivery address This field indicates the complete name and address of the retailer or the company who orders the merchandise. Ship to details This field indicates the shipping details (name and address) of the receiving party including the shipping terms. Ship via This is the field in which a buyer needs to fill in all the shipping details very clearly. F.O.B. F.O.B. stands for Free on Board and refers to the shipping terms defined by the purchasing department. Freight termsThese are the shipping (cargo) terms defined by the purchasing department. PO date This field indicates the date on which the PO was generated. Payment details This field indicates the payment terms and conditions agreed upon by the retailer and vendor. Quantity This field indicates the quantity of the merchandise being purchased. UOP UOP stands for unit of purchase. The unit can be indicated in each, package, crates, dozen, box etc. Unit price This field indicates the price for every unit purchased. Extended price This is the total price of the order (only for the merchandise) i.e. total quantity of merchandise multiplied by price for each unit. Product description This field indicates the detailed description of the item ordered. Total This field indicates the total amount of all items on the PO.

Self Assessment Questions 11. A written sales contract between buyer and seller is called as ________________. 12. Expand the term UOP. 13. PO date indicates the date on which the PO was ____________. Activity 1 Study the sample purchase order (PO) given in the link below. http://main.uab.edu/show.asp?durki=10923
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7.6 Follow up
Every process in retail needs a follow- up. The process of placing an order also needs a follow up once the order is placed. Follow up is done in the follow way Checking the status of the PO and keeping a record If the PO is pending for more than the agreed upon delivery time, contacting the vendor for understanding the problem Checking the received goods for quantity and quality. Also, it is required to report any shortfall, excess, damaged, or defective goods. If delivery is not done on time buyer should follow up with the vendor and negotiate for the new dates and the penalty for late delivery. Once the delivery is received it is necessary to close a PO. Closing PO also means recording all details of the order with any special comments. These comments will help buyers in future ventures with the vendor. Self Assessment Questions 14. Once the delivery is received it is necessary to __________. 15. Vendor will have penalty in case of __________.

7.7 Summary
Let us recap on what we studied in this unit. Negotiation is an integral part of the retail industry. A buyer and a vendor can negotiate for discounts, price, and transportation. Negotiation can specifically be done for the seasonal goods. Sometimes there is also an opportunity to negotiate for non-seasonal items. A buyer should know when, how, and what for to negotiate. Before having a negotiation meeting a buyer should make sure that the goods are right for their store, and also it is crucial to do their homework. This includes knowledge of products, competition, vendors, market, and last but not the least customers. Buyers can negotiate for cash discounts, anticipation, trade discounts, quantity or seasonal discounts, and advertising and promotional discounts. Negotiation on transportation can be based on order size, timing, and selection of carriers, packaging, merchandise classification, and type of insurance.

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We also studied different types of orders cooperative buying, consignment buying, and credit buying. While negotiating a buyer should be aware of their limits, should justify the negotiation, and should also focus on their future relationship with vendors. A PO needs to be filled in detail and carefully for placing an order. Any mistake in filling PO can result in retailer losses.

7.8 Glossary
Term Dormant Exemplify Justify Savory Unreasonable Venture Inactive Demonstrate or illustrate Give a good reason for Salty or spicy Difficult to deal with, irrational Business enterprise, project Description

7.9 Terminal Questions


1. 2. 3. 4. Explain the process of negotiating the purchase. Illustrate the parameters involved in negotiating the terms of sale. Explain different kinds of orders. Clarify the process of placing an order and steps in order follow up.

7.10 Answers
Self Assessment Questions: 1. Price of goods 2. Anticipation 3. Buyer 4. Classification 5. Excess 6. Limits 7. Splitting the difference 8. Cooperative buying 9. Consignment buying 10. Credit history 11. Purchase order
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12. 13. 14. 15.

Unit of purchase Generated Close a PO Late delivery

Reference to TQs: 1. Refer section 7.2, Negotiating the purchase 2. Refer section 7.3, Negotiating the terms of sale 3. Refer section 7.4, Kinds of orders 4. Refer section 7.5 &7.6, Placing the order and Follow-up

7.11 Caselet
Acme Store The Acme store is a large, successful one-unit retail store in a downtown urban area in the Midwest. The store was founded in mid 1930s, and it grew steadily from its inception through the mid 1980s. Since then, though still profitable, its growth has been shrinking. This is due in large part to the departure of many of its customers to the suburbs. The stores merchandising division has been and continues to be excellent. Thanks to aggressive, tasteful buying, the organization attracts far more than its normal share of the market. More over the goods are sold at a markup in excess of that achieved by its competitors. It has become apparent to top management that the stores operation is not likely to be improved. Under such conditions, the continued shrinkage of volume and profits will be offset only by seeking out non-selling weak spots and applying corrective measures. One area that assumes to offer possibilities for savings is the reduction of transportation costs. A preliminary spot check of completed orders has revealed that most buyers indicate shipping instructions to the vendor by noting best way or cheapest way. Discussion Questions You have been hired by the store as an expert in transportation. All the stores records are available to you. 1. What will you look for? 2. What suggestions will you make? Hints: Refer to section 7.2.3, Negotiation for transportation Source: Jay Diamond, Gerald Pintel (1998). Retail Buying (3rd edition).

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Recommended Reading Varley, R. (2006). Retail Product Management: Buying and Merchandising .Second Edition. USA: Routledge Taylor and Francis Group. Pradhan, S. (2010). Retail Merchandising. New Delhi: Tata McGraw Hill Education Private Limited. References Books Diamond, J., Pintel, G. (1998). Retail Buying (3rd edition). New Delhi: Prentice-Hall of India Private Limited Clodfelter, R. (2009). Retail Buying: From Basics to Fashion (3rd edition). USA: Fairchild Books & Visuals Jacobsen, M.L. (2009). The Art of Retail Buying: An Insiders Guide to The Best Practices From The Industry. USA: John Wiley & Sons E-References http://www.trane.com/commercial/DNA/view.aspx?i=556 (Retrieved on August 9, 2010) http://www.wisegeek.com/what-is-a-list-price.htm (Retrieved on August 9, 2010) http://www.bnet.com/blog/salesmachine/how-to-negotiate-finalterms/284 (Retrieved on August 10, 2010) http://www.entrepreneur.com/money/moneymanagement/managingcash flow/article169866.html (Retrieved on August 10, 2010)

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