STARK's supplier manual

Transcription

1 STARK's supplier manual Logistics partnership between STARK and supplier 2 A. IT 3 1. Electronic document management 3 2. STARK anticipates EDI cooperation in the following areas 3 B. Administration 4 1. Lifespan: 4 2. Item number and EAN number 4 3. Document & information requirements 4 4. Replacement goods and spare parts 6 5. Promotions and special offers 6 6. Discontinued/obsolete products 7 7. Return of goods 7 8. Stocking, restocking, restructures and assortment changes 7 9. Sales support 7 C. Logistics Parameters 8 1. Deliveries 8 2. Shipping limits 8 3. Package sizes 8 D. Deliveries 9 1. Deliveries to STARK's trading outlets 9 2. Direct deliveries to STARK's customers 9 3. Deliveries to STARK's central store 9 E. Pallets and packing of goods General information about pallets Pallet fees EUR pallet Disposable pallets Delivery on battens Packing of pallets 12 1

2 7. Pallet height Pallet tape 13 F.The central warehouse Packing list Packing instructions Delivery in containers or complete truckloads 15 Appendix 1 - Packing levels 16 Appendix 2 - Variations in goods reception opening hours 17 Appendix 3 - Information for returns use 18 2

3 Logistics partnership between STARK and supplier Updated The purpose of this information is to establish guidelines for the delivery of goods to STARK's retail outlets and to STARK's central warehouse, for the benefit of all concerned. STARK puts the Customer first and therefore goods availability needs to be as efficient as possible. The guidelines in this supplier's manual ensure that we are able to optimise our product availability and ensure that we are able to deliver the goods to the customer on time. STARK has an automatic availability system which makes thing available in relation to the parameters we have agreed with our supplier. Therefore, these parameters must be correct and maintained on an ongoing basis. This supplier manual will help us together to achieve our common goal with this task. It is important that this material is familiar to all the branches of the supplier's company, which are in contact with and that can affect logistics. If there are questions regarding the described guidelines, please contact the Logistics Department. Ruddi Vestergaard Nielsen TEL : (+45) RVN@STARK.DK Best regards, STARK Lars Nielsen Jepsen Purchasing director Alexander Ritter von Weinzierl Supply Chain Director Ruddi Vestergaard Nielsen Supply Chain Manager 3

4 A. IT 1.Electronic document management It is the supplier's responsibility to ensure that all supporting documents are exchanged electronically. All suppliers must use EDI in their dealings with STARK. Contact STARK's EDI department at: Telephone: STARK anticipates EDI cooperation in the following areas Requisitions from STARK Order confirmations Packing slips Invoices 4

5 B. Administration 1.Lifespan: If a fixed assortment has been agreed with the supplier, STARK expects that the supplier is able to deliver the agreed assortment for at least 6 months after it is been implemented into STARK's assortment. Should the supplier be unable to satisfy this requirement, STARK shall be entitled to return its remainder stock, against payment by the supplier of the full purchase price, as well as any associated costs. If an item is removed from the assortment by the supplier and STARK's inventory is insufficient to cover requirements until the next product assortment alteration (approximately every six months) the supplier shall accept to pay the entire purchase price and any associated costs in connection with the repurchase of alternate items. 2.Item number and EAN number All items must be tagged with a DB-number and recorded in the DB system. Each item number must be marked with an EAN-number and STARKs item number if there is one. STARK requires 100% EAN-labelling on the sales unit, see appendix 1. Variation may be agreed to the EAN number for selected product groups, where labelling is difficult to perform. Any and all alteration to an EAN or item number must be notified as soon as the supplier becomes aware of it and not later than one month before such change takes effect. If the sales unit is not EAN-marked with a readable bar code, or is tagged with a non-agreed EAN code, STARK reserves the right to charge a fee of DKK 1,000 per incorrectly labelled item number and to charge the cost of relabelling to the supplier. The supplier shall comply with the following dimensions in order to make it possible to read bar codes. Bar code rules Minimum width = 25 mm Must always be able to be read by humans 3.Document & information requirements Trade between STARK and our suppliers is based largely on the use of structured information about the item and its logistic properties. This is applicable both in product ordering as in connection with the receipt of goods in our stores and at the central warehouse. It is therefore very important that information from the supplier is entirely correct and complete on the desired areas. All detailed information on all documents pertaining to an order must match the purchase order and be listed in the same order. If the supplier is unable to deliver an item, the item must be marked with a 0. The item line must not be deleted. All product information should be adapted to the DT Group PIM standard. 5

6 3.1 Requirements for order confirmation. Sent as EDI The parties have agreed that the following information should be included in the order confirmation. Order processor, address, if possible (ref. at supplier) incl. VAT-no. If applicable Order processor, address, if possible (ref. at STARK) incl. VAT-no. If applicable Order number + end user's order number Date: Description of the goods ordered Product (EAN & item number) Units according to the order Quantity Unit price and currency Delivery time Delivery location Incoterms 2015 Discount Freight and insurance, if agreed with STARK Total purchase price Referral to the agreement, if applicable Suppliers of wood-based products must also include COC no. and certification status. The order confirmation shall clearly indicate everything that the supplier intends to invoice, stating exact quantities. The order confirmation must be with STARK within 24 hours of placement of the order, if it was submitted electronically. In the event of any amendments, a new order confirmation must be sent to STARK. 3.2 Packing slip requirements Sent as EDI packing slip. Upon delivery to the retail outlet or central warehouse, a packing slip and specification must be enclosed. The parties have agreed that the following information shall be included on the packing slip: Order processor, address, if possible (ref. at supplier) incl. VAT-no. If applicable Order processor, address, if possible (ref. at STARK) incl. VAT-no. If applicable Order number + end user's order number Date: Description of the goods ordered Product (EAN & item number) Units according to the order Quantity Freight and insurance, if agreed with STARK Referral to the agreement, if applicable Suppliers of wood-based products must also include COC no. and certification status. 6

7 3.3 Invoice requirements Sent via EDI to Shared Service Center. The invoiced price must correspond to the price specified on the order. Any deviation in the contents of the order and the supplier's invoice must be settled between supplier and STARK, before an invoice is issued to STARK. It is not allowed to impose STARK a billing fee or similar fees. The invoice shall not be dated before item delivery has taken place. It is only allowed to issue one invoice per purchase order. The parties have agreed that the following information should be included on the invoice. Order processor, address, if possible (ref. at supplier) incl. VAT-no. If applicable Order processor, address, if possible (ref. at STARK) incl. VAT-no. If applicable Order number + end user's order number Date: Description of the goods ordered Product (EAN- & item number) Units according to the order Quantity Unit prices and currency Delivery time Delivery location Incoterms 2015 Discount Freight and insurance, if agreed with STARK Total purchase price Referral to the agreement, if applicable Suppliers of wood-based products must also include COC no. and certification status. 4.Replacement goods and spare parts The supplier shall continue to offer maintenance and spare parts for 36 months after notification of products that are to be discontinued. 5.Promotions and special offers The supplier shall confirm campaign prices in writing in the campaign confirmation sent from STARK to the supplier. Campaign items exceeding STARK's joint stock must be delivered three weeks in advance of the start of the campaign. Campaign items delivered directly to retail outlets shall be delivered one week before the stat of the campaign. The supplier must send an order confirmation for all orders. 7

8 6.Overstock goods Pursuant to item 7.2 of the trading agreement, overstock goods are defined as an excess stock of products for which inventory quantity by item exceeds annual sales by item. 7.Return agreement With a view to avoiding having to write off stock, STARK shall be entitled by the supplier to concretise overstock once each quarter and to return any such stock to the supplier. Specially manufactured and seasonal items cannot be returned, unless otherwise agreed. Returned goods must be ready for resale, and the sales unit should, as far as possible, be in original packaging (The packaging in which the goods are transported back to the customer), unless otherwise agreed. Return shipping is paid by STARK, unless otherwise agreed. Complete appendix 3 8.Stocking, restocking, store restructuring and assortment changes The supplier is required to make personnel available for the stocking, restocking, store restructuring and assortment changes or to bear the burden of any related costs. STARK may use an external company for this purpose and allow the latter to invoice the supplier pursuant to prior agreement. With regard to the alteration and re-establishment of existing STARK retail outlets as well as the establishment of new STARK outlets, the supplier must exhibit the products in accordance with drawings and planograms to STARK's specifications. In the event of deviations, the supplier must remedy the situation at their own expense. The supplier is obliged to actively participate in product-related training for STARK's employees. 9. Sales support STARK would very much like to see the supplier in the actual store. The visit must be concentrated on providing a positive reflection of the products, by filling goods up and moving them forward. It is not permitted to help with the placement of orders, or to otherwise affect basic appropriations. 8

9 C. Logistics Parameters 1.Deliveries 1.1. Delivery time The supplier must submit an overview of the number of days it takes from order receipt to delivery to STARK's retail outlet by store to STARK's Logistics Department. 1.2 Delivery date The delivery date STARK indicates on the requisition is the date on which the item must be delivered to the store. 1.3 Back orders, deliveries to stock. STARK does not work with back orders, unless a written agreement thereto has been concluded with STARK. STARK must be notified of any partial deliveries immediately after the supplier has become aware of them. The store must be contacted and informed about product details, quantity and expected delivery date. This must be documented. 1.4 Temporarily out of stock items Should any items be undeliverable for a period of time (more than 5 days), STARK must be informed of this by sending an to STARK's responsible product manager. 2.Shipping limits 2.1 Basic items Items to the warehouse must be delivered in one of the following ways: 1. Free delivery / regular weekly delivery 2. For minimum orders, limits must be differentiated in relation to STARKs draw requirements in the retail outlets Special-order items (items ordered in specially for a customer) Items that are not part of the STARK retail outlet's fixed range must be able to be delivered alongside basic items at no additional cost. Deliveries outside the agreed delivery setup, may be subject to shipping. 3.Package sizes/order minimum STARK's ambition is to increase the turnover rate at STARK's retail outlets. Normally, order minimums must not exceed the average annual sales rate at STARK 's 15 smallest units. This is so as to ensure that the minimum order does not lead to overstock and reduce the rate of turnover. 9

10 D. Deliveries 1.Deliveries to STARK's trading outlets If the delivered goods or quantities do not conform with the invoiced items or quantities, STARK must send an invoice to the supplier and automatically deduct this amount from the payment. In case of delay, STARK's retail outlet must be informed as soon as the supplier becomes aware of the delay. If the delay affects all stores, STARKs responsible product manager must be informed by as soon as the supplier becomes aware of the delay. If STARK finds the delay to be unacceptable, STARK reserves the right to cancel the order. Upon delivery to the STARK retail outlets, a packing slip and specification must be enclosed. Any delivery to retail outlets must be in accordance with the following opening hours: Monday - Thursday: to Friday to Exceptions/variations can be found in appendix 2. All businesses are closed for deliveries on national public holidays. STARK may refuse delivery, if it takes place outside the above time frame. The supplier must have concluded a written agreement with STARK if delivery is to take place at times which are not listed above. 2.Direct deliveries to STARK's customers In the case of delivery of goods directly to STARK's customers by agreement with STARK, the packing slip must be sent to the shop which placed the order. For delivery, the supplier must advise STARK one day in advance. If the delivery time cannot be stated, STARK's customer must be subsequently informed by phone or sms. In case of delays the supplier must advise STARKs customer by phone. If it is not possible to reach STARK's customer, the supplier must notify the shop that placed the order. 3.Deliveries to STARK's central warehouse If the delivered goods or quantities do not conform with the invoiced items or quantities, STARK must send an invoice to the supplier and automatically deduct this amount from the payment. In case of delay, STARK's central warehouse must be informed as soon as the supplier becomes aware of the delay. If the delay affects all stores, STARKs responsible product manager must be informed by as soon as the supplier becomes aware of the delay. If STARK finds the delay to be unacceptable, STARK reserves the right to cancel the order. Upon delivery to the central warehouse, a packing slip and specification must be enclosed. 10

11 3.1 Delivery address for the central warehouse STARK FÆLLESLAGER HEDENSTED LØSNINGVEJ 30 DK-8722 HEDENSTED DENMARK Contact Ketil Lindskjold Contact Linus Andreasen Telephone: Telephone: klt.ccvejle@stark.dk STARK FÆLLESLAGER HORSENS THORSVEJ 12 DK-8700 HORSENS DENMARK Contact Torben Rindom lba@stark.dk Contact Hans Ole Olsen Telephone: Telephone: trm@stark.dk hoo@stark.dk Any delivery to the Common store must be in accordance with the following opening hours: STARK Horsens Fælleslager Monday Thursday Friday Hedensted Fælleslager Monday Thursday Friday These are closed on all national holidays. STARK is entitled to reject any deliveries outside of opening hours, unless the supplier is able to present a written agreement with STARK concerning deliveries outside of opening hours. All deliveries must be notified by no later than 24 hours ahead of delivery. The notification must contain the purchase requisition number, truck or container number. In addition to the above, all Sea and Air freight must be notified four weeks ahead of its ETA. If the packing slip does not match orders / the order confirmation, STARK must be informed by of the purchase requisition number, truck or container number no later then 24 hours in advance. 10

12 E. Pallets and packing of goods 1.General information about pallets The supplier must ensure that the pallets are strong enough to be able to carry the cargo load and that the pallets are able to withstand transportation and subsequent handling in the logistics chain. If the goods are packed in a manner that is not in compliance with this requirement, STARK has the right to invoice the Supplier for any goods that are damaged as a result. Products that are packed on pallets must be packed in such a way that they will not be damaged during transportation. 2.Pallet fees STARK shall not be invoiced for pallets by the Supplier. If so requested by the Supplier, EUR-pallets will be able to be exchanged. 3.EUR pallet Width: 800 mm. Depth: 1200 mm. 4.Disposable pallets It is permissible to use disposable pallets, when goods are imported from countries outside Europe, provided they are in compliance with the following dimensions: 1. The dimensions of the pallet must be smaller than those of EUR-pallets, allowing the disposable pallet to be stacked on top of an EUR-pallet upon arrival at the warehouse. 2. The pallet must have a gap from floor level and up to the base of the pallet of at least 100 mm, and holes for the fork stacker must be at least 200 mm wide. 100 mm 200 mm 3. The pallets must be made of cardboard, plastic or wood. Wooden pallets must comply with IPPC standards. Find out more at 10

13 5.Delivery on battens Requirements for the supply of goods packed on battens are specified below. Minimum 200 mm Minimum 70 mm Minimum 200 mm This is so that fork lift trucks are able to lift the pallets 6.Packing of pallets All products to be packed on pallets must be packed in such a way that they remain within the pallet. The pallet must be packed in such a way that the weight is evenly distributed on the pallet in both horizontal and vertical directions. In order to provide optimal storage and transportation of goods, package sizes should be adjusted to the following dimensions whenever possible: 200 mm, 400 mm, 600 mm, 800 mm og 1200 mm. All pallets should be packed in pallet film in order to stabilise the pallet during transportation and to protect it from dust. The label on the outer packaging must be visible. If several pallets are packed with only one kind of product, each pallet must contain the same number of items. Right Wrong 10

14 7.Pallet height Outer boxes that weigh more than 11 kg, must not be placed on a pallet at a height exceeding 1500 mm. Maximum pallet height is 1800 mm (see picture 1). If a pallet is positioned between two layers of boxes (see image 2), the maximum height is 2600 mm. Image 1 Image 2 8.Pallet tape All pallets must be fitted with pallet strapping to make them stable during transport. When using pallet strapping, edge protectors must also be used to prevent the pallet tape from cutting into the boxes. Pallet bands must be made of plastic. 10

15 F. The central warehouse 1.Packing list The packing list must include: Purchase order number EAN number Item number Units (each) pursuant to the purchase order Number of outer boxes for each item Content of each outer crate Content of each inner box Dimensions of inner and outer boxes Number of the truck or container number Weight per inner and outer box Total weight per truck or container Suppliers of wood-based products must also include COC no. and certification status. 2.Packing instructions 2.1 Package labelling and requirements for packing If the Supplier does not comply with the specified packing requirements and the specified package labeling requirements, STARK shall be entitled to demand payment from the Supplier for the cost of relabelling and repacking. EAN and item number Each inner and outer box should be clearly marked with an EAN-number and a STARK item number if relevant. EAN-number must be placed on the inner box so that it is easy to view and easy to scan. All goods must be delivered in such a way that there is only one item number per unit received (respectively. whole, half or quarter pallet). Each purchase order must be packed separately. 2.2 Box requirements The outer and inner boxes need to be adapted to the item's size, in order to prevent the item from becoming damaged when transported or added to stock. According to needs to be used a fill material, so that the outer cage, inner box and the item does not become damaged. The cardboard should be of a sufficiently robust quality that boxes are able to be stacked during transport and storage in order to provide optimum protection for the item. Outer boxes must be able to withstand stacking up to a height of 1.5 m on shelves, and must be able to be stacked in blocks on the floor up to 5 m in height, including pallet and without damage to the item or outer box. 10

16 2.3 Weight If the weight of a unit exceeds 12 kg or 1m 3, the unit must be equipped with lifting holes. Lifting holes must measure 100 x 30 mm. If the unit weighs more than 20 kg, it must not be lifted by a single person, and must therefore have additional lifting holes along the sides of the box/carton. 2.4 The label on outer and inner boxes Label dimensions (height and length, dependent on size of inner package. min. length 200 mm. min. height 100 mm. Minimum height 100mm Minimum length 200mm 3.Delivery in containers or complete truckloads The goods must be stacked and properly secured/restrained, while taking into account the nature of the goods and packaging. If a truck/container contains multiple item numbers, each item number be packaged together, and it must be clearly marked where the next item number begins. Goods that are delivered by lorry, must be packed on pallets or battens, so that goods can be unloaded with a forklift stacker or a pallet jack. Goods that are shipped in a container, should preferably be packed on drop-sheets, pallets or battens to make it easy to load and unload the goods. If the container has been gassed or exposed to a similar treatment, this must be clearly indicated on the Bill of lading or the container doors. Date: Representing the Supplier Date: Representing STARK 20

17 Appendix 1 Packing levels Packing level Sales unit Definition A sales unit is the unit that is scanned at the cash till and sold to the consumer. Example: One door handle Inner-packages An inner-package contains a number of consumer devices and is normally the level of packaging level at which trade between STARK, the shops and the supplier is conducted. Example: 12 door handles packed in one box. Sales-ready displays are in principle also inner-packages that can contain one or more types of sales units. The same applies for readyfor-sale quarter-, half-and whole pallets. As a general rule, STARK orders goods from suppliers at this level. Number of sales units in inner-packages must always be by agreement with the STARK chain. Outer package Used only for deliveries to the STARK Central Warehouse Outer packages are normally used to "hold together" a number of inner-packages that cannot be stacked as they are, due to size or vulnerability. Outer packages are used ONLY in relation to orders to the STARK Central Warehouse 20

18 Appendix 2 Variations in goods reception opening hours Location Mon Thurs Friday Comments 913 Aarhus C

19 Appendix 3 Information for returns use Shipping requirements Without charge - The store pays the shipping costs. Without charge - Delivered to the supplier's normal address - If no,specify different address The requisition is created and keyed in at the supplier prior to shipment. Supplier return number and tracking number must be The requistion is received when the shipment is is packaged and ready for collection. Yes No A return note/ number must be requisitioned from the supplier no later than one week before the return. Return of goods in broken packaging. Returns must be on Euro pallets. - To be properly packaged and covered in cellophane Returns must be on 1/4 pallets. - To be properly packaged and covered in cellophane Returns must be on disposable pallets. - To be properly packaged and covered in Each item number to be packaged/bundled separately. - E.g. in a plastic bag per item number. Returned items to be properly packed. - Heavy goods to be packed at the bottom, so that they do not cause damage to other % Specify address for return shipments Address Postal code 21