Midwest Dental Routing Guide

Transcription

1 Midwest Dental Routing Guide 2011 Purchasing Department Midwest Dental Equipment and Supply 2700 Commerce St. Wichita Falls, TX (940)

2 P a g e 2 Dear Valued Vendors, We would like to inform you of a change in our inbound routing policy. In an effort to increase productivity for Midwest Dental and all of our business partners, we are providing you with a vendor routing guide. The guide will help both Midwest Dental and our vendors avoid the costly and time-consuming steps involved in identifying errors, determining the cause of the errors, and taking the necessary actions to correct such errors. In addition, compliance with the guide will reduce transportation costs and service delays by eliminating misinterpretation of routing instructions. Improvements in routing compliance will improve turn rates, lower costs, and increase merchandise availability - thus improving sales for Midwest Dental and for you! As you know, the faster we get your merchandise to our warehouses, the greater the benefit for all involved. The benefits gained by all involved depend on your adherence to our shipping and packing guidelines. Your attention is directed to the Vendor Routing Guide and the individual purchase orders for the complete statement of terms and conditions applicable to each purchase order. Our intention is to work with vendors, moving our product efficiently through our supply chain. If you have any questions relating to the Routing Guide, please contact the Purchasing Department at Thank you, Tim Cluley Director of Purchasing

3 P a g e 3 Table of Contents Introduction... 4 Section 1: Purchase Orders... 5 Pricing Discrepancies... 5 Vendor Furnished Orders... 5 Section 2: Shipping... 6 Carton-Based Shipments... 6 Midwest Dental s Vendor UPS Account:... 6 Freight Shipments... 6 Packing Lists... 6 Shipment References... 7 Reference Examples:... 7 Section 3: Packing and Labeling... 8 Packaging Requirements:... 8 Outer Carton Sealing Requirements:... 8 Labeling Requirements:... 8 Section 4: Acknowledgements, Invoices, Updates, etc Section 5: Pricelists Section 6: Midwest Dental Contact Information... 10

4 P a g e 4 Introduction Midwest Dental is dedicated to the continued development of strong relationships with its vendors to ensure the timely and efficient delivery of merchandise to both our warehouses and customers. The guide is intended to incorporate all vendor related transportation policies and procedures for both drop shipments and warehouse orders. General Instructions The Midwest Dental transportation strategy is designed to ship goods in an efficient, accurate, and timely manner. In order to support this process and our relationship with you, our valued vendor, our packaging, routing, freight, and shipping requirements must be adhered to. The following instructions are applicable to all vendors shipping merchandise, parts, or equipment. This includes vendors shipping prepaid, collect, or through a third party. Effective Date: Effective 30 days after the first date published on the Guide (effective date: 10/01/2011), Vendors must follow the routing instructions detailed in the guide.

5 P a g e 5 Section 1: Purchase Orders It is the policy of Midwest Dental that all purchase orders submitted to vendors will be shipped as the product becomes available. Midwest Dental does not allow delayed shipping on purchase orders in order for them to be "complete", unless otherwise specified in clear writing on the purchase order, by the purchasing department. All orders shall be shipped in the quantities specified. The buyer has the right to refuse or return to the vendor any overage at the vendor's expense. The vendor may be assessed handling charges. Merchandise shipped shall be in the same form as specified in the purchase order. Failure of the vendor to comply shall result in either the merchandise being returned to the vendor at the vendor's expense, or other options negotiated and agreed to by the buyer. If a vendor is unable to fill a Purchase Order as ordered, a notification must be sent in the form of a fax or acknowledgement to the Purchasing Department ( purchasing@mwdental.com or fax: (940) ). Pricing Discrepancies Equipment Midwest Dental requires that all equipment product prices must match those supplied to the vendors. Any discrepancy pertaining to equipment items must be confirmed by Midwest Dental purchasing or equipment personnel. Merchandise & Parts Midwest Dental will automatically confirm minor price discrepancies and vendors need not request a formal pricing change acknowledgement before shipping and invoicing at the vendor s price. Minor price discrepancies are determined to be differences in price which are less than 10% of the price supplied by Midwest Dental. All others, being 10% or larger, must be confirmed by Midwest Dental Purchasing personnel. Vendor Furnished Orders Midwest Dental fills orders requested by vendors for its customers. In order to speed up the process, all requests from vendors for Midwest Dental to supply purchase orders must be submitted to the customer service department.

6 P a g e 6 Section 2: Shipping Carton-Based Shipments Midwest Dental uses UPS Quantum View integration to assist in the inbound logistics. As such, we require that shippers utilizing package delivery services ship UPS via the Midwest Dental vendor UPS account. Midwest Dental s Vendor Approved UPS Account: 18X3W0 Midwest Dental will no longer accept bills for payment of shipping on orders that shipped prepaid. Payment for shipping charges on invoices will no longer be remitted. Freight Shipments Freight shipments should follow the same packing requirements as those of carton-based shipments, explained in section 3 below. Beyond the packing requirements, freight shipments do not have to follow shipment reference requirements. Midwest Dental's Receiving department is open and allows freight shipments from 8:30am to 4:30pm, CST. Scheduling of freight shipment deliveries, however, is not necessary. Packing Lists Packing lists are mandatory and must accompany each shipment. Midwest Dental requires one packing list per shipment. All packing lists must contain the following information: Midwest Dental Warehouse number and Address Midwest Dental purchase order number Vendor name Vendor part/item number Quantity per item/part number Item description and unit of measure Total quantity Total number of cartons Ship date

7 P a g e 7 Shipment References Every order sold to and shipped to Midwest Dental or on the account of Midwest Dental must have the following References: Reference Number 1 should indicate Midwest Dental's purchase order number o It is at the vendor's discretion to ship multiple purchase orders on the same shipment, but all purchase orders included in the shipment must be listed on Line one of the shipment references, using commas to distinguish individual orders. Reference Number 2 is to be used to distinguish between complete and incomplete shipments. o In the event the shipment is a backorder fulfillment, the second reference should include the line item number, from the original purchase order, of the item being shipped and the quantity shipped, if it is a partial fulfillment. If there is not enough room on the second reference line, more references can be utilized. Reference Examples: Initial Shipments need not include itemized listings in the references. The Initial Shipment of PO 12345, an order with backordered items, would be as follows: o Ref 1: o Ref 2: Incomplete Supposing the shipment is still for PO and all of line one and 2 of line 2 are being shipped following a backorder, the references should appear as follows: o Ref 1: o Ref 2: L1, (2) L2

8 P a g e 8 Section 3: Packing and Labeling Packaging Requirements: All products must be packed in a way that ensures that they will arrive free of any damage or wear. The appropriate packaging includes, but is not limited to cartons, crates, pallets, blanket wrap, and any of the preceding in combination, or any other packaging method that ensures that product arrives free of damage. Sufficient internal packing material must also be used to ensure adequate protection during handling and shipping (e.g., Styrofoam peanuts, corrugated or wood dividers, corrugated corner protection, blow-in foam, individually wrapped or bagged, etc.). It is the vendor's responsibility to package and protect merchandise subject to regional climatic specifications. All shipping cartons must protect inner packs and individual selling units. Insufficient packaging will result in returns, with shipping fees paid by the vendor, or a credit in the amount of the item and any applicable shipping fees. Outer Carton Sealing Requirements: Cartons must be sealed with reinforced tape. All items will be completely enclosed to insure product protection with no product exposure or protrusions that would injure personnel (strapping and/or banding to reduce shipping expense is permissible). Labeling Requirements: Part/Item Numbers stamped or printed on the outside of the box, case, or carton must match that of the contents, or should be clearly marked out. Purchase order numbers must be labeled on the outside of all cartons being distributed to Midwest Dental. Each shipment must be accompanied by a packing list.

9 P a g e 9 Section 4: Acknowledgements, Invoices, Updates, etc. In order to most efficiently organize the inbound logistics process, Order Acknowledgements should be received by Midwest Dental within one business day of receipt to verify receipt of the order. Order acknowledgements should include the purchase order number, the ship to address, an itemized listing of the order, and if possible, an expected shipment date of each line item. A shipping acknowledgement of some form, including invoices, packing lists, or shipment notifications (only one is necessary however), must be received by Midwest Dental within one business day of shipment of any item from a purchase order. Invoices must include the name of the company billing Midwest Dental in clear writing at the top of the document. If invoices are not sent to Midwest Dental via or fax, Midwest Dental requires that the vendor must, at a minimum, send a shipment notification via . Packing lists fulfill all requirements of shipment notifications, and are an ideal solution given the vendor cannot send invoices via or fax. When an unexpected delay, such as an increased lead time, occurs, Midwest Dental requires vendors to update the Purchasing department on the delay. The format is flexible as long as it lists the reason, the affected item(s), the date on which it is expected to begin, and the duration. Invoices, acknowledgements, and updates can be ed to the Purchasing department of Midwest Dental at: Purchasing@mwdental.com Alternatively, they can also be faxed to the following number: (940) Please help to further Midwest Dental's efforts to go green by ing all invoices, acknowledgements, and updates.

10 P a g e 10 Section 5: Pricelists Starting with this vendor routing guide, Midwest Dental Requires that vendors provide price lists in the.xls or.xlsx format, in addition to or in place of the.pdf or hard copy formats. Doing so will increase efficiency dramatically by helping keep Midwest Dental s pricing correct. This should be sent via to purchasing@mwdental.com, and should be done for all subsequent pricing revisions. Section 6: Midwest Dental Contact Information Main Line: Purchasing: Marketing: (940) Tim Cluley, Purchasing Director, Tim@mwdental.com Tara Henry, Marketing Director, Tara@mwdental.com Accounts Payable: Rene Holder, Accounts Payable Clerk, Rene@mwdental.com Customer Service: Equipment: Service: Sales: Returns: Lauri Cooper, Customer Service Manager, Lauri@mwdental.com Fax: (940) Melesa Stidham, Equipment Coordinator, Melesa@mwdental.com Eddie Cluley, Service Manager, Eddie@mwdental.com Bobby McClanahan, Sales Director, bmcclanahan@mwdental.com Stacie Hogan, Merchandise Returns Coordinator, Stacie@mwdental.com Fax: (940)