Standard Operating Procedure for BEIJER

Transcription

1 Standard Operating Procedure for BEIJER In this SOP the Buyer will only refer to Beijer Byggmaterial AB, Kuskvägen 2, Box 798, S Sollentuna, Sweden, Reg.no A. Invoices / information A.1. Electronic document handling The Buyer s EDI contact information: development@beijerbygg.se Telephone: B. Administration B.1. Item numbers All Goods must be marked with a FINFO number and be registered in the FINFO system. The contract products shall be stored and dated with FINFO and in the Buyer s central article register before they are offered by the Supplier to the Buyer s local sales locations. The Supplier accepts that a fine of SEK 2,000 per product/article and purchasing unit shall be imposed if the above procedure is not followed or is not updated with date information and prices. A condition for the Cooperation agreement is that the Supplier maintains a valid contract with BASTA, where the Supplier registers construction goods that meet the requirements for maximum percentages for environmental and hazardous properties. The Buyer has the right to carry out an environmental audit with the Supplier. In addition, the Supplier shall report his most significant environmental aspects for the Buyer. B.2. Pallet charges The goods shall be delivered using the BYGGPALL SYSTEM. Delivery on A-pallets or B-pallets may only be done when it is not practically possible to deliver the goods according to the BYGGPALL system. If the goods are sent on other pallet types, the pallets shall be included in the price of the goods. Charges for special pallets may not be utilised unless another agreement has been made. B.3. Order and Delivery Procedures For deliveries of Contract products in accordance with the Cooperation agreement, the following delivery procedures apply: 1. The Buyer s order shall be followed up with an order acknowledgement from the supplier within six (6) working hours. 2. The following information shall be included on the Supplier s order acknowledgement; the Buyer s and Supplier s references, order number, article number in accordance with the order, volume, price, possible discount, brand of goods, delivery address and the day when delivery will arrive at the Buyer s local sales locations. Possible freight and insurance shall also be specified. The order acknowledgement should be stated in the same unit of measurement as the order. 3. All information in accordance with point 2 above shall be included on the shipping note with the exception of price and possible discount. 4. Invoicing shall be done per order (order number). 5. If an agreement regarding so-called backorder notations has been entered into between the Supplier and the Buyer, the backorders shall be confirmed with information about the product, volume, and the day the delivery shall arrive at the Buyer s local sales location. 1

2 B.4. Deliveries to Beijer 6. It is the Supplier s responsibility to ensure that the loading at Beijer s facilities or at the customer s workplace (direct delivery) is done in a safe and secure way. This condition is suitably met whereby the Supplier selects transporters 6.1. that have a program/policy for adhering to speed limits and alcohol-free and drug-free driving whose drivers have the relevant competence in securing cargo and maximum loads that when unloading or loading goods, ensure that the necessary area around the vehicle is always cordoned off that provide the following protective equipment, which is obligatory for unloading at a building site: - Protective helmet - Protective shoes with steel toes and protective midsoles - Protective gloves Observe that drivers who wait outside on building sites shall wear safety clothing (minimum class 2). C. Direct deliveries to the Buyer s customers For delivery the Supplier must advise the Buyer s customer one (1) day in advance. If a delivery time cannot be advised the Buyer s customer should be informed of this later by phone call or text message. In case of delay 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 that sent the order. D. Deliveries to CW All Suppliers delivering to the CW will receive special directions for delivery and handling procedures. Deliveries to DT Group A/S Central Warehouse and Logistics Centre in Sweden. Packaging information All deliveries to DT Group A/S s central warehouse shall be on pallets in the EUR-format (1200x800mm) OR with under-support (see figure below) unless another type is approved by Beijer. Minimum 200 mm Minimum 70 mm Minimu m 75 Minimum 200 mm This is for the forklifts ability to lift the packs 2

3 Available storage place types are illustrated by the table below. In the event the goods deviate from any of the dimensions below, this specification must be reviewed with Beijer and it must be approved that the pallet deviates from the dimensions below. Any possible remodelling of the warehouse to make space for the goods in question will be paid for by the Supplier. All deliveries must be properly labelled with purchase order number and every package or product must be labelled with an EAN code. See figure below: Supplier product no Order no Product name EAN no EAN no Supplier product no Units per colli Bar code Weight: kg per colli Quantity: Units per colli or Weight: kg per pallet Quantity: Units per pallet Bar code Figure 1: Package label (one article per package) Figure 2: Package/SKU label (one or several articles per package) D.1 Administrative information All orders must be acknowledged within 24 hours. To avoid misunderstandings, the order acknowledgement must contain at least the following: Buyer s and Supplier s reference Supplier s name and address Buyer s order number Date for order acknowledgement Description of ordered goods Supplier s article number EAN number Unit (number, kg, m3 ) Number of units that have been confirmed If contracted: fees for freight, packaging, insurance, etc., shall clearly be stated on the order confirmation. Price per unit Total order value Delivery time Delivery conditions (INCOTERM) Please note that everything that the Supplier intends to invoice shall be stated on the order confirmation with the exact price. 3

4 Order confirmations for Beijer shall be sent to: for applicable central warehouse deliveries and to for deliveries to the logistics centre. Changes in any of the points stated above before delivery shall always be communicated to the above addresses and a new order confirmation with updated information shall be sent. If the Supplier, on repeated occasions, fails to send the order confirmation, Beijer has the right to invoice the Supplier for those extra administrative costs that this involves. Invoicing information Separate information regarding each local Beijer branch will be communicated to the Supplier. E-invoices can be registered via Invoice address Beijer Byggmaterial Central Warehouse: Beijer Byggmaterial Filial 076 FE Frösön Name: Beijer Central Warehouse Corporate registration no Invoice address Beijer Byggmaterial Logistics Centre: Beijer Byggmaterial Filial 013 Box Frösön Name: Beijer Logistikcenter Stockholm Corporate registration no For suppliers that use EDI invoices via PRI Handel, the following localisation codes shall be used: 076 Beijer central warehouse Beijer logistics centre Stockholm If the Supplier, on repeated occasions, uses an incorrect invoicing address, Beijer has the right to invoice the Supplier for those extra administrative costs that this involves. Delivery instructions It is the Supplier s responsibility to convey these instructions to all contracted shipping companies or transporters that will be utilised for deliveries to the Beijer central warehouse and to the Beijer logistics centre. 4

5 All deliveries to Beijer central warehouse have the following address: Beijer Central warehouse c/o POSTNORD AB (Händelö 3) Bravikenvägen Norrköping Sweden All deliveries to Beijer logistics centre Stockholm shall be made to the following address: Elkraftsgatan 22 (entrance from Moralundsvägen) Arlandastad Sweden Open hours are 7:00 AM-4:00 PM All deliveries shall be reported to the Buyer. No exceptions are accepted. Delivery notification shall initially be made via and secondly by utilising any of the contact channels that are specified below. Notification shall be made not later than 24 hours before expected arrival. In the notification, the vehicle or container number and/or order number shall be given. Upon notification, a time-slot for delivery will be allocated. The allocated slot-time is the first available time in the reception schedule, unless another agreement has been made. The Buyer has the right to unload the goods on another day than what the transporter has instructed if there are not sufficient slot-times left on the original delivery day. The allocated slot-time is non-negotiable unless the Buyer has had cancellations or if the Buyer has expanded capacity in order to change the reception schedule. We recommend that the Supplier report the arrival time with a certain margin so as not to miss the allocated time-slot. Contact information/notification Beijer Central Warehouse dtgroup@postnord.com Telephone: +46(0) Beijer Logistikcenter Stockholm inkop@lc.beijerbygg.se Telephone: +46(0) , +46 (0) Non-reported deliveries If a delivery is not reported in accordance with what is stated above, the goods will be unloaded at the first available slot-time. Consequently, this can result in a delay in the goods being unloaded and there are no guarantees that the goods will be unloaded on the same day that the goods arrive at the delivery address. In those cases where the lack of delivery notification results in increased costs in the form of, for example, space and container rental, these costs will be imposed on the Supplier. It is the Supplier s responsibility to coordinate with the contracted transporter so that such costs do not arise. 5

6 Delayed arrival In the event of delayed delivery in relation to the allocated slot-time, POSTNORD will take the following actions: Deviation from allocated slot-time Unloading Actions by transporter Actions by Green Cargo <30 min. According to schedule >30 min. <60 min. According to schedule >60 min. Next available slot time None The delay shall be reported by telephone The delay shall be reported by telephone None Delay costs may be invoiced Re-scheduling to the next available slot-time and delay costs may be invoiced. E. Product Information The Supplier shall provide the Buyer with detailed product information, information files and image files for every unique article. Product information that is transferred is handled in accordance with the conveyed template structure. The template structure and the accompanying process will be conveyed by the Buyer at the appointed time to the affected Supplier. The filled-in template structure shall be filled-in with product detail fields such as designation, product description, weight, height, model environmental classification, fire classification and colour. The above text field will partially be used for our e-commerce and should therefore be of a selling and descriptive character. In the event of a change in product or product specification, the Supplier shall provide the Buyer with new valid data. The most recently conveyed information will be considered current information for the specific article and may be further conveyed to the end customer. The Supplier is responsible for informing the Buyer whether the latest attached information to the article in question is no longer current and should not be used. Information files Those information files that shall be conveyed for every unique article by the Supplier to the Buyer include product data sheet, safety data sheet, and a building product declaration. Examples of additional information files are consumption calculations, inspiration sheets and also "how to" tips, etc. The process for handling these files will be communicated by the Buyer to the Supplier in question when necessary. Image files Those image files that shall be conveyed by the Supplier to the Buyer are product images. Additional examples of image files that can be conveyed are environmental files or inspiration images, etc. Every article shall be accompanied by one or several image files that show the product. The process for handling these files will be communicated by the Buyer to the Supplier in question when necessary. The Buyer retains the right to use these images in his printed catalogues, campaign materials and in electronic media for public use (for information about file formats, see below). 6

7 The Supplier is responsible for ensuring that image rights have been acquired on behalf of the Buyer. The product shall preferably be photographed in colour and be outlined or contain paths. Product images and environmental images for products shall be delivered in JPG, TIF or EPS format, colour status CMYG, at least 300 dpi and 10x10 cm. If an image is a black & white drawing it shall be a fair copy without half-tones and preferably in a vector format. Requirements for image files: The image shall only be of the product, in other words a pure product image Resolution: at least 300 dpi Outlined with paths File format: JPG, TIF or EPS Colour status CMYG 7