CONTENT. Standard Operating Procedure for STARK... 1 A. IT A.1. Electronic document handling B. Administration B.1. Item number...

Transcription

1 CONTENT Standard Operating Procedure for STARK... 1 A. IT... 1 A.1. Electronic document handling... 1 B. Administration... 1 B.1. Item number... 1 B.2. Pallet charges... 1 B.3. Back orders... 1 B.4. Deliveries to the Buyer s stores and warehouses... 1 B.5. Direct deliveries to the buyer s customers... 1 B.6. Replacements and spare parts... 2 B.7. Campaigns and special offers... 2 B.8. Requirements for purchase order confirmation... 2 B.9. Requirements for invoice... 2 B.10. Temporarily sold out goods... 3 B.11. Obsolete stock... 3 B.12. Establishments, re-establishments, store conversions and changes in assortments... 3 C. Deliveries to CW... 4 C.1. Receiving hours... 4 C.2. Invoice for CW deliveries should be sent to... 4 C.3. CW delivery address... 4 D. Deliveries to stores... 5 D.1. Receiving hours... 5 Appendix 1 Packing list

2 Standard Operating Procedure for STARK In this SOP Buyer will only refer to. A. IT A.1. Electronic document handling All Suppliers must use EDI with the Buyer. The Buyer s EDI contact information: edi@dtgroup.dk Telephone: B. Administration B.1. Item number All Goods must be marked with a TUN-number and be registered in the TUN-system. B.2. Pallet charges Refer to point C.3.1. in the Supplier Manual. No additional comments. B.3. Back orders The Group company must be notified of partial deliveries immediately after it comes to the knowledge of the supplier. The notification must include product details, quantity and date of delivery. B.4. Deliveries to the Buyer s stores and warehouses In case the delivered items or quantities do not match the invoiced items or quantities, the Buyer will forward an invoice to the Supplier and automatically withdraw the amount from the payment. In case of delay the Buyer s store must be informed directly, as soon as it comes to the knowledge of the Supplier. If the delay concerns all stores or the Central warehouse, the Buyer s purchase department must be informed by as soon as the Supplier becomes aware of the delay. If the delay is not acceptable to the Buyer, the Buyer has the right to cancel the order. When delivering to the store or CW, delivery nota and specification must be presented. B.5. Direct deliveries to the buyer s customers The supplier must confirm receipt of the order and delivery date back to the Buyer s store by mail. Upon delivery of goods in agreement with the Buyer directly to a Buyer s customer, the delivery note shall be forwarded to the Buyer s store, which placed the order. For delivery the Supplier must advise the Buyer 1 day in advance. If delivery time cannot be advised the Buyer s customer should be informed of this later by phone call or text message. In case of delays the Supplier must advise the Buyer s customer by phone call, if it is not possible to reach the Buyer s customer the Supplier must advise the Buyer s store, which sent the order. When delivering to the store or CW, delivery nota and specification must be presented. PAGE 1 OF 5

3 B.6. Replacements and spare parts The Supplier must continue to provide maintenance and spare parts for a period of 36 months after notice on discontinued products. B.7. Campaigns and special offers The Supplier must confirm campaign prices in writing via the campaign confirmation notice sent by the Buyer to the Supplier. Items for campaigns must be delivered 3 weeks before campaign-start to the Central Warehouse, or 1 week before campaign-start to the Buyer s store. Campaign items are always delivered free of charge. The Supplier must send an order confirmation for all purchase orders B.8. Requirements for purchase order confirmation The Parties have agreed that the following information must be included in the purchase order confirmation: Name, address and contact person of the Supplier incl. VAT number if applicable Name, address and contact person of the Buyer incl. VAT number if applicable Purchase order number + end user purchase order number Date Description of ordered Goods Product (EAN & item number) Units according to PO Quantity Unit prices and currency Date and time of delivery Place of delivery Incoterm 2010 Discount Freight and insurance if agreed with the Buyer Total purchase price Reference to the Agreement The order confirmation shall clearly state everything that the Supplier intends to invoice with exact amounts. The purchase order confirmation must be received by the Buyer within 24 hours after placing the order, if this is done electronically. In case of changes a new order confirmation must be sent to the Buyer. B.9. Requirements for invoice The invoiced price must correspond to the price stated on the purchase order. Any discrepancies between the content of the purchase order and the Supplier s invoice must be settled between the Supplier and the Buyer before the invoice is sent to the Buyer. The Parties have agreed that the following information must be included in the invoice: Name, address and contact person of the Supplier incl. VAT number if applicable Name, address and contact person of the Buyer incl. VAT number if applicable PAGE 2 OF 5

4 Purchase order number + end user purchase order number Date Description of ordered Goods Product (EAN & item number) Units according to PO Quantity Unit prices and currency Date and time of delivery Place of delivery Incoterm 2010 Discount Freight and insurance if agreed with the Buyer Total purchase price Reference to the Agreement B.10. Temporarily sold out goods Intentionally left blank B.11. Obsolete stock Referring to the Commercial Agreement point 7.2 obsolete stock is defined as products, where the stock on hand in pieces is greater than the annual sales in pieces. B.12. Establishments, re-establishments, store conversions and changes in assortments The Supplier is obliged to make personnel available for establishments, re-establishments, store conversions and changes in assortments, or to defray the cost thereof. The Buyer may use an external firm for this and allow the latter to invoice the Supplier, by prior agreement. In regard to conversion and re-establishment of existing Buyer stores as well as the establishment of new Buyer stores, the Supplier shall display the products according to drawings and planograms specified by the Buyer. In the event of any deviations, the Supplier shall be liable to rectify the situation at his own expense. The Supplier shall be obliged to actively participate in product-related training of the Buyer s employees. PAGE 3 OF 5

5 C. Deliveries to CW C.1. Receiving hours Any delivery to the Buyer must be in accordance with the following time schedule: Central warehouse (local time) The Buyer Horsens CW: Mondays-Thursdays 7 a.m. 3:30 p.m. Fridays 7 a.m. 12 p.m. Hedensted CW: Mondays-Thursdays 7 a.m. 3:00 p.m. Fridays 7 a.m. 10 a.m. All Central Warehouses are closed for delivery on local public holidays. The Buyer may reject delivery if it is outside the above time frame. The Supplier must have a written agreement with the Buyer if delivery is to take place on hours not included above. Every delivery must be notified by at least 24 hours in advance. The notification must include the PO number and truck or container number. In addition to above, deliveries by sea freight must be notified by at least 4 weeks before ETA. In case the delivery is not in accordance with the order/order confirmation, the Buyer s store must be notified by at least 24 hours in advance. The notification must include the PO number and truck or container number. C.2. Invoice for CW deliveries should be sent to STARK FÆLLESLAGER(STARK, Søren Frichsvej 18, 8000 Aarhus C) EDWIN RAHRS VEJ BRABRAND C.3. CW delivery address Addresses: STARK FÆLLESLAGER HEDENSTED LØSNINGVEJ 30 DK-8722 HEDENSTED DENMARK Ketil Lindskjold Phone: Fax: Mail: klt.ccvejle@stark.dk Linus Andreasen Phone: Fax: Mail: lba@stark.dk PAGE 4 OF 5

6 STARK FÆLLESLAGER HORSENS THORSVEJ 12 DK-8700 HORSENS DENMARK Torben Rindom Phone: Fax: Hans Ole Olsen Phone: Mail: hoo@stark.dk Fax: D. Deliveries to stores D.1. Receiving hours Store (local time) The Buyer s stores According to list. All the Buyer s stores are closed for delivery on local public holidays. The Buyer may reject delivery if it is outside the above time frame. The Supplier must have a written agreement with the Buyer if delivery is to take place on hours not included above. Every delivery must be notified by at least 24 hours in advance. The notification must include the PO number and truck or container number. In case the delivery is not in accordance with the order/order confirmation, the Buyer s store must be notified by at least 24 hours in advance. The notification must include the PO number and truck or container number. PAGE 5 OF 5