Frui order procedure

FRUI SELECTED — Orders

Date: 20/08/2026

We have updated our order procedure:

  • Instead of sending three separate emails to each party, we now send one single email with all parties in copy (CC), making communication much more transparent.
  • The order procedure is now accessible via a button link.
  • Any modifications are highlighted in a red table within the email.
  • Since we work with parties across different countries and languages, English is our primary language for communication (emails and documents).
  • Specific messages for the client, supplier, or transporter can still be written in their native language.
  • This document will also be translated into each party's language (to do).

Email Distribution (To / CC)

Depending on the recipient, we will place you in To or CC:

  • Initial order confirmation: To: Supplier | CC: Client, Transporter (if known)
  • Final date confirmation: To: Transporter | CC: Client, Supplier

Note: Our commission % will be communicated separately since we now use a single shared document for all parties. We will follow up on this shortly.

Instead of placing a calculated date marked with a question mark (?) on the initial order, we will indicate the client's requested date (or leave it open). The calculated date will still be included in the email body separately.

The Frui Team: Lieven, Marnix, Mayke & Ann

INDEX

  1. Fluo Tags & Order Types
  2. Supplier
  3. Client
  4. Transporter

1. Fluo Tags & Order Types

Fluo Tags

We include these tags at the bottom of the email to flag specific instructions or conditions:

  • (VERY) URGENT: Order can be collected ASAP once available. Please arrange collection/loading immediately.
  • DELAYED LOADING: Order cannot be collected earlier than the specified week.
  • PREPAYMENT: Client must pay in advance (can also be at client's request). The order remains blocked even when confirmed ready.
  • OPEN INVOICE: Client must settle an overdue invoice. The order remains blocked even when confirmed ready.
  • GROUPAGE: Grouped order from multiple suppliers to be collected at one central supplier.
  • OTHER LOADING ADDRESS (SUPPLIER): The supplier has an alternative collection/loading address.
  • OTHER DELIVERY ADDRESS (CLIENT): The client has an alternative delivery address.
  • SPECIFIC DELIVERY DATE: The client requests delivery on a specific date; the transporter must accommodate this.

Order Types (Color-Coded)

  • Normal: Standard order. Priorities such as Delayed or (Very) Urgent are specified in the tags.
  • Floor Stock: For orders not yet 100% finished or with an unconfirmed collection date. The supplier holds the goods in stock. We will request a forecast from the client so the supplier knows when to prepare the order.
  • Option: The client wants to secure a specific volume/vintage for an ongoing offer. We always set an expiration date by which the option must be confirmed or released.
  • Primeur (En Primeur / Pre-Order): Orders with special payment terms and collection planned significantly later (sometimes over 1 year). We first confirm the total volume in 75cl. When bottling is scheduled, the supplier may request specific bottle formats (e.g., magnums or 18L bottles).
  • Reservation: This is a formal commitment by the client to call off the goods over multiple orders before a fixed deadline (standard: 1 year). Note: Frui may occasionally place a reservation to assist with bottling schedules; this is not a formal commitment from Frui.
  • Cancellation: Any order type above can be cancelled, provided a valid and compelling justification is submitted. In most cases, the cancellation requires mutual agreement from the other party.
  • Confidential: In rare cases where the client orders directly from the supplier without Frui’s direct intervention. The supplier sends the final invoice to Frui.

2. SUPPLIER

Procedure

  1. Order intake: The client places the order with Frui.
  2. Standardization: Frui standardizes the order into a uniform format to prevent errors. If promotional terms/discounts are non-cumulative, only the best promotion is applied.
  3. Action items: All client requests are listed on the confirmation. Supplier action items and notes are marked with @Supplier.
  4. Dispatch: Frui (order@frui.be) sends the order to the supplier with the transporter in copy.
  5. Review: Please review all additional instructions and take the necessary actions.
  6. Confirmation (within 4 days): Confirm the final ready/availability date.
    • We calculate a target date based on your standard lead time; please remain within this timeframe.
    • For urgent orders, we will proactively bring this date forward.
    • Always confirm the availability date to Frui; reminders will be sent until confirmation is received.
  7. Modifications: Clearly report any changes regarding volumes, prices, vintages, etc. Provide explanations for critical adjustments and propose proactive solutions (e.g., next production/bottling date if a vintage is out of stock).
  8. Pallet stability: Ensure the order fits securely on full pallets and is stable. Full layers per carton/bottle type should be respected whenever possible.
  9. Financial clearance:
    • Overdue invoices: Send a payment reminder at the time of confirming the availability date.
    • Prepayment: Issue the proforma invoice to the client upon confirming availability, clearly indicating payment terms and discounts.
  10. Transport coordination: Provide all necessary data (weight, pallet count) to the transporter when scheduling collection. If an order is not collected once ready, notify the transporter or Frui.
  11. Loading confirmation: Issue the final invoice and transport documents upon loading (To: Client | CC: order@frui.be).

Best Practices

  • Reference numbers: Always cite Frui and client reference numbers on confirmations, proforma invoices, and final invoices to ensure accurate tracking.
  • Communication channel: Use only order@frui.be for order management. Do not use personal email addresses to avoid duplicate communications.
  • Client interaction: Address communications directly to the client with order@frui.be always in copy.
  • Proforma invoices: If sending a proforma for client approval, you remain responsible for securing their sign-off.
  • Email addresses: Ensure invoices are routed to the client’s designated accounting address (as listed on our confirmation), which may differ from their general contact email.
  • Consolidated communication: Minimize email volume. Ideally, handle all steps in two emails:
    1. Proforma invoice with exact availability date and payment instructions.
    2. Final invoice upon dispatch.
  • No acknowledgments needed: Since order@frui.be is a shared mailbox, simple receipt confirmations are not required. Our shared inbox is monitored continuously with zero out-of-office autoresponders.

3. CLIENT

Procedure

  1. Placing orders: Always submit clear purchase orders to order@frui.be.
    • Take supplier lead times (indicated on the price list) into account to prevent stockouts.
    • For extensive orders, using our article numbers is strongly recommended.
  2. Order processing: Within 2 business days, Frui (order@frui.be) sends a standardized order confirmation to your supplier (CC: Client and Transporter). Your agreed terms and best available promotions are applied automatically.
  3. Initial date: We initially confirm either a calculated maximum date with a ? or your requested collection date.
  4. Order verification: Always verify quantities, wine items, and closure types (screw cap / cork).
    • Note: Final responsibility for verifying order accuracy rests with the client, even if an error occurs during Frui’s entry. Our standardization process is designed to minimize mistakes.
  5. Urgent orders: For urgent orders, we will adjust the calculated date forward.
  6. Transporter notification: Your chosen transporter receives the initial confirmation to begin provisional planning.
  7. Modifications: Significant adjustments will always be communicated and presented for approval via a MODIF notification.
  8. Final confirmation: The finalized collection date marked with a ! will be confirmed to you and your transporter. Frui actively monitors this with the supplier, requesting confirmation within 4 days.
  9. Dispatch notice: Receipt of the final invoice or generation of the e-AD indicates the order has been collected.
  10. Prepayment & Overdue balances: If prepayment applies, send proof of payment well in advance of the scheduled pickup date. Check for any overdue invoices, as suppliers will withhold release until balances are cleared.
  11. Delivery tracking: Frui tracks orders up to the point of supplier collection. Delivery scheduling must be coordinated directly with your transporter. Once Frui confirms the collection date, verify delivery timing directly with your carrier.

Best Practices

  • Written orders only: To avoid misunderstandings, always submit orders via email rather than by phone.
  • Single point of contact: Send orders exclusively to order@frui.be rather than personal inboxes. This shared inbox is monitored daily. Commercial inquiries will be routed internally to Marnix and/or Lieven.
  • Avoid multiple recipients in 'To': Adding multiple team members in the "To" field creates a risk of duplicate order processing.

4. TRANSPORTER

Procedure

  1. Initial confirmation: The first confirmation provides an open or requested date (marked with ?). For urgent orders, this date is adjusted forward.
  2. Delayed orders: If the client requests collection later than the standard lead time (Delayed order), a confirmed date (!) is applied immediately, concluding Frui's direct follow-up.
  3. Weight estimates: Frui provides an estimated weight (average per pallet and total shipment). This serves as an estimate only.
  4. Final confirmation: A second confirmation marked with ! provides the final, confirmed collection date.
  5. Appointments: Always schedule a pickup appointment with the supplier. Collections attempted without an appointment are at your own risk.
  6. Delays: If collection is delayed by more than one week after availability, inform the client directly.
  7. Blocked orders: If a supplier cannot confirm an appointment for a confirmed date (!), contact Frui. This usually indicates pending financial clearance by the client.
  8. Delivery coordination: Always make a delivery appointment with the client and verify site-specific requirements (tail lift, box truck, access restrictions, etc.).

Best Practices

  • Minimize email traffic: Avoid sending operational emails to order@frui.be. Only contact Frui in case of pickup/loading issues.
  • Remove Frui from routine threads: Remove order@frui.be from routine communications (e.g., booking confirmations, delivery slot coordination).
  • Confidentiality: Pricing and payment details are strictly confidential and must never be disclosed to third parties.

 

FRUI SELECTED — Orders

Date: 20/08/2026

We have updated our order procedure:

  • Instead of sending three separate emails to each party, we now send one single email with all parties in copy (CC), making communication much more transparent.
  • The order procedure is now accessible via a button link.
  • Any modifications are highlighted in a red table within the email.
  • Since we work with parties across different countries and languages, English is our primary language for communication (emails and documents).
  • Specific messages for the client, supplier, or transporter can still be written in their native language.
  • This document will also be translated into each party's language (to do).

Email Distribution (To / CC)

Depending on the recipient, we will place you in To or CC:

  • Initial order confirmation: To: Supplier | CC: Client, Transporter (if known)
  • Final date confirmation: To: Transporter | CC: Client, Supplier

Note: Our commission % will be communicated separately since we now use a single shared document for all parties. We will follow up on this shortly.

Instead of placing a calculated date marked with a question mark (?) on the initial order, we will indicate the client's requested date (or leave it open). The calculated date will still be included in the email body separately.

The Frui Team: Lieven, Marnix, Mayke & Ann

INDEX

  1. Fluo Tags & Order Types
  2. Supplier
  3. Client
  4. Transporter

1. Fluo Tags & Order Types

Fluo Tags

We include these tags at the bottom of the email to flag specific instructions or conditions:

  • (VERY) URGENT: Order can be collected ASAP once available. Please arrange collection/loading immediately.
  • DELAYED LOADING: Order cannot be collected earlier than the specified week.
  • PREPAYMENT: Client must pay in advance (can also be at client's request). The order remains blocked even when confirmed ready.
  • OPEN INVOICE: Client must settle an overdue invoice. The order remains blocked even when confirmed ready.
  • GROUPAGE: Grouped order from multiple suppliers to be collected at one central supplier.
  • OTHER LOADING ADDRESS (SUPPLIER): The supplier has an alternative collection/loading address.
  • OTHER DELIVERY ADDRESS (CLIENT): The client has an alternative delivery address.
  • SPECIFIC DELIVERY DATE: The client requests delivery on a specific date; the transporter must accommodate this.

Order Types (Color-Coded)

  • Normal: Standard order. Priorities such as Delayed or (Very) Urgent are specified in the tags.
  • Floor Stock: For orders not yet 100% finished or with an unconfirmed collection date. The supplier holds the goods in stock. We will request a forecast from the client so the supplier knows when to prepare the order.
  • Option: The client wants to secure a specific volume/vintage for an ongoing offer. We always set an expiration date by which the option must be confirmed or released.
  • Primeur (En Primeur / Pre-Order): Orders with special payment terms and collection planned significantly later (sometimes over 1 year). We first confirm the total volume in 75cl. When bottling is scheduled, the supplier may request specific bottle formats (e.g., magnums or 18L bottles).
  • Reservation: This is a formal commitment by the client to call off the goods over multiple orders before a fixed deadline (standard: 1 year). Note: Frui may occasionally place a reservation to assist with bottling schedules; this is not a formal commitment from Frui.
  • Cancellation: Any order type above can be cancelled, provided a valid and compelling justification is submitted. In most cases, the cancellation requires mutual agreement from the other party.
  • Confidential: In rare cases where the client orders directly from the supplier without Frui’s direct intervention. The supplier sends the final invoice to Frui.

2. SUPPLIER

Procedure

  1. Order intake: The client places the order with Frui.
  2. Standardization: Frui standardizes the order into a uniform format to prevent errors. If promotional terms/discounts are non-cumulative, only the best promotion is applied.
  3. Action items: All client requests are listed on the confirmation. Supplier action items and notes are marked with @Supplier.
  4. Dispatch: Frui (order@frui.be) sends the order to the supplier with the transporter in copy.
  5. Review: Please review all additional instructions and take the necessary actions.
  6. Confirmation (within 4 days): Confirm the final ready/availability date.
    • We calculate a target date based on your standard lead time; please remain within this timeframe.
    • For urgent orders, we will proactively bring this date forward.
    • Always confirm the availability date to Frui; reminders will be sent until confirmation is received.
  7. Modifications: Clearly report any changes regarding volumes, prices, vintages, etc. Provide explanations for critical adjustments and propose proactive solutions (e.g., next production/bottling date if a vintage is out of stock).
  8. Pallet stability: Ensure the order fits securely on full pallets and is stable. Full layers per carton/bottle type should be respected whenever possible.
  9. Financial clearance:
    • Overdue invoices: Send a payment reminder at the time of confirming the availability date.
    • Prepayment: Issue the proforma invoice to the client upon confirming availability, clearly indicating payment terms and discounts.
  10. Transport coordination: Provide all necessary data (weight, pallet count) to the transporter when scheduling collection. If an order is not collected once ready, notify the transporter or Frui.
  11. Loading confirmation: Issue the final invoice and transport documents upon loading (To: Client | CC: order@frui.be).

Best Practices

  • Reference numbers: Always cite Frui and client reference numbers on confirmations, proforma invoices, and final invoices to ensure accurate tracking.
  • Communication channel: Use only order@frui.be for order management. Do not use personal email addresses to avoid duplicate communications.
  • Client interaction: Address communications directly to the client with order@frui.be always in copy.
  • Proforma invoices: If sending a proforma for client approval, you remain responsible for securing their sign-off.
  • Email addresses: Ensure invoices are routed to the client’s designated accounting address (as listed on our confirmation), which may differ from their general contact email.
  • Consolidated communication: Minimize email volume. Ideally, handle all steps in two emails:
    1. Proforma invoice with exact availability date and payment instructions.
    2. Final invoice upon dispatch.
  • No acknowledgments needed: Since order@frui.be is a shared mailbox, simple receipt confirmations are not required. Our shared inbox is monitored continuously with zero out-of-office autoresponders.

3. CLIENT

Procedure

  1. Placing orders: Always submit clear purchase orders to order@frui.be.
    • Take supplier lead times (indicated on the price list) into account to prevent stockouts.
    • For extensive orders, using our article numbers is strongly recommended.
  2. Order processing: Within 2 business days, Frui (order@frui.be) sends a standardized order confirmation to your supplier (CC: Client and Transporter). Your agreed terms and best available promotions are applied automatically.
  3. Initial date: We initially confirm either a calculated maximum date with a ? or your requested collection date.
  4. Order verification: Always verify quantities, wine items, and closure types (screw cap / cork).
    • Note: Final responsibility for verifying order accuracy rests with the client, even if an error occurs during Frui’s entry. Our standardization process is designed to minimize mistakes.
  5. Urgent orders: For urgent orders, we will adjust the calculated date forward.
  6. Transporter notification: Your chosen transporter receives the initial confirmation to begin provisional planning.
  7. Modifications: Significant adjustments will always be communicated and presented for approval via a MODIF notification.
  8. Final confirmation: The finalized collection date marked with a ! will be confirmed to you and your transporter. Frui actively monitors this with the supplier, requesting confirmation within 4 days.
  9. Dispatch notice: Receipt of the final invoice or generation of the e-AD indicates the order has been collected.
  10. Prepayment & Overdue balances: If prepayment applies, send proof of payment well in advance of the scheduled pickup date. Check for any overdue invoices, as suppliers will withhold release until balances are cleared.
  11. Delivery tracking: Frui tracks orders up to the point of supplier collection. Delivery scheduling must be coordinated directly with your transporter. Once Frui confirms the collection date, verify delivery timing directly with your carrier.

Best Practices

  • Written orders only: To avoid misunderstandings, always submit orders via email rather than by phone.
  • Single point of contact: Send orders exclusively to order@frui.be rather than personal inboxes. This shared inbox is monitored daily. Commercial inquiries will be routed internally to Marnix and/or Lieven.
  • Avoid multiple recipients in 'To': Adding multiple team members in the "To" field creates a risk of duplicate order processing.

4. TRANSPORTER

Procedure

  1. Initial confirmation: The first confirmation provides an open or requested date (marked with ?). For urgent orders, this date is adjusted forward.
  2. Delayed orders: If the client requests collection later than the standard lead time (Delayed order), a confirmed date (!) is applied immediately, concluding Frui's direct follow-up.
  3. Weight estimates: Frui provides an estimated weight (average per pallet and total shipment). This serves as an estimate only.
  4. Final confirmation: A second confirmation marked with ! provides the final, confirmed collection date.
  5. Appointments: Always schedule a pickup appointment with the supplier. Collections attempted without an appointment are at your own risk.
  6. Delays: If collection is delayed by more than one week after availability, inform the client directly.
  7. Blocked orders: If a supplier cannot confirm an appointment for a confirmed date (!), contact Frui. This usually indicates pending financial clearance by the client.
  8. Delivery coordination: Always make a delivery appointment with the client and verify site-specific requirements (tail lift, box truck, access restrictions, etc.).

Best Practices

  • Minimize email traffic: Avoid sending operational emails to order@frui.be. Only contact Frui in case of pickup/loading issues.
  • Remove Frui from routine threads: Remove order@frui.be from routine communications (e.g., booking confirmations, delivery slot coordination).
  • Confidentiality: Pricing and payment details are strictly confidential and must never be disclosed to third parties.