Logistics Handbook for Suppliers

Transcription

1 Logistics Handbook for Suppliers Version 5 /

2 CONTENTS 1 Processing of deliveries to the St. Pölten site and the Vienna site Goods-In General Times for deliveries...4 Delivery papers Preconditions for deliveries to the St. Pölten site (Gourmet) or the Vienna site (Kulinarik) Auxiliary material for loading Unloading the goods Pallet quality Processing the pallets Pallets protruding out Securing the transport Height of the pallet Loading the truck Condition of the goods Temperature at time of acceptance: deep-frozen products / temperature-regulated products Deliveries in reusable containers / E2 boxes Processing of empties Checking of goods received Immediate statement Claims regarding defects Refusal to accept delivery Assessment of suppliers Supplies of samples Contact Suppliers obligations in terms of marking deliveries Requirements Data field bar code Standardised-weight goods varied-weight goods Example code Possibilities for attaching the GS1-GS128 marking Carbon packaging or foil packaging Other single-use containers Reusable containers Limitations on the legibility of the bar code Marking of pallets with the GS1-128 bar code for pallets Example code Placing of the pallet label Obligation to mark the packaging in the case of delivering different quantities...15

3 1 PROCESSING OF DELIVERIES TO THE ST. PÖLTEN SITE AND THE VIENNA SITE 1.1 GOODS-IN General As a matter of principle, all supplies and services are made on the basis of the General Terms and Conditions of Purchase, available at (About Us/Purchasing Policy/Conditions of Purchase). It is a matter of principle that all foods delivered to the Gourmet Group are GMO-free and also free of flavour enhancers, colouring agents and preservatives. In the event of a change of specification, we must be notified of this, an appropriate amount of time in advance. Any costs emerging because information is delayed or is absent will be directly passed on. As a producer of food, we expect storage facilities on the trucks to be swept-clean,dry and free of odours. We expect our suppliers to make their deliveries of goods with one product type only for each part of the consignment, solely on Europallets or H1 pallets (no roller containers). On a pallet, containing one product type only, there must be no differences in the best-before dates or in the batches; instead, different best-before dates and batches for one article must be separated from one another by means of Europallets or H1 pallets! As a matter of principle, the vehicles must have a dropside for loading purposes, or respectively they must be able to dock at our truck ramps. An offloading from the side is not possible for technical reasons. The basic dimensions of the pallets must be observed. It must be avoided that any products jut out or protrude out. All dispatched units must be packed by the supplier in such a way that they are transport-safe and safe in terms of gaining access. The packing units must be packed with each unit containing one product type only. Different goods must not be put together in one packing unit. In instances where several products are mixed, these must be sub-divided with one sort only in each packing unit, using dividingpallets. Packing units must be fitted together into a transport-safe unit on the transporting vehicle; they must be secured against any sliding during transportation, e.g. by using foil wrapping / shrink-wrapping as required. At the least, containers positioned at the top level must be sealed with a lid (example: meat). In the event of any claim being made by the Gourmet Group, in a case of non-observance of the stipulations stated in the Supplier Handbook, a processing charge of is always made for the administrative workload involved, in addition to the respective use of other work resources. 3

4 1.1.2 Times for deliveries St. Pölten site (Gourmet) Mon.-Fri. Fresh goods: 5.00 a.m p.m. Deep-frozen goods: a.m. & a.m p.m. St. Pölten Sat. No deliveries taken Vienna site (Kulinarik) Sun. Mon.-Fri. No deliveries taken 5.00 a.m p.m. Vienna, 23rd district Sat. No deliveries taken External warehouse (Nemetz) Sun. Mon.-Thu. Fri. No deliveries taken 7.00 a.m p.m a.m. Böheimkirchen Sat. No deliveries taken Sun. No deliveries taken The supplier absolutely must observe the time-window fixed for the delivery (day and time!). It is usually the case that deliveries made at a time other than the specified one will not be accepted! Delivery Papers The deliveries must always be accompanied by a delivery note. The delivery note must state the goods-in number (JB) from Gourmet / Kulinarik, as well as all supplied articles, including indications of quantities per article; they must also state bestbefore dates and batch codes. Furthermore the quantity of the delivered Europallets / H1 pallets must be stated on the document. In the event that delivery documentation is missing, or it contains an error / errors, the Gourmet Group charges the supplier for the use of resources that this involves ( 29 for each hour of work which begins). Complete analysis results of the delivered primary products have to be sent without delay to dina.palmberger@gourmet.at. All our suppliers of organic products are obligated to send us their current pesticide analysis certificates. 4

5 1.2 PRECONDITIONS FOR DELIVERIES TO THE ST. PÖLTEN SITE (GOURMET) OR THE VIENNA SITE (KULINARIK) Auxiliary material for loading What the Gourmet Group requires as auxiliary material for loading is the Europool pallet or the H1 pallet (1200mm x 800mm). Particular feature: It can occur that, in cases in which the delivery quantities are small, the goods are provided on mixed pallets. In such a case the supplier / forwarder must sort the goods on an article-byarticle basis, with one article only per delivery unit, after coordinating this with the Goods-In department. If the Gourmet Group request this and the request is not carried out, the use of resources that results is charged to the supplier (EUR 29 for each hour of work which begins). The EURO pallet: 1200 x 800 mm Unloading the goods Before unloading the goods, or respectively before docking at the ramp, the supplier is obliged to report to Goods-In with the delivery note. Consistent with a rapid completion of the handling of goods, using the lifting vehicles made available by us, what we expect from our suppliers is that the goods are to be unloaded and placed at the positions made available by us. Our Goods-In team is busy monitoring the goods, booking them and clearing them away into the warehouse. 5

6 1.2.3 Pallet quality 1. a board is missing or it is broken, either diagonally or across it 2. a floor edge board or top edge board is splintered off in such a way that the shaft of a nail or of a screw is visible 3. a block is missing, or respectively it is so broken or splintered that the nail-work or screw-work is visible 4. the general condition is so bad that the load-bearing capacity is no longer guaranteed or loaded goods can become soiled or damaged. Non-exchangeable EURO pallet Processing the pallets It is a matter of principle that the processing of pallets is managed based on an exchange of pallets, i.e. for the quality of delivered pallets, the supplier gets the same quantity of exchange pallets back again at Goods-In. Ruling on exceptions: If there are exceptional circumstances (e.g. at peak periods, etc.), in which there are not enough empty pallets available to be able to pass them onto the supplier, instead of getting pallets the driver receives a written remark on the delivery note, stating the open credit in terms of pallets. At one of the subsequent deliveries, the open quantity of empty pallets (Euro-pallets or H1 pallets) is exchanged back. The Gourmet Group accepts no arrangement in which money is charged to offset any open quantities of empty pallets Pallets protruding out The pallet must not protrude by more than max. 5 cm when the goods are received. Please bear in mind that, if the goods are not properly fixed, the process of transportation on the pallets can cause them to move position! 6 When they depart When they arrive

7 1.2.6 Securing the transport The purpose of securing the transport is to achieve sufficient protection during the transportation process (movement in the position of the goods, protection against theft, making it easier to work with the goods, etc.). The goods should be secured so that the maximum deviation from the vertical stacking line during transport does not exceed + 5 cm. Materials / ways of securing the transport: PE foils, adhesive points, strapping, pallet-coverings, etc Height of the pallet The maximum height of the pallet-delivery must not exceed 1.80 cm, including the pallet itself underneath the goods; this is because the goods are to be stored in a high-shelved warehouse Loading the truck As far as is possible, pallets should be loaded lengthways along the length of the truck. This guarantees a faster and more efficient unloading of the truck. Pallets stackable in layers can be placed and transported on top of one another (provided that the goods and/or respectively the means of securing the transport are suitable for this) Condition of the goods - The goods must be in flawless condition, i.e. no damages, no soiling, etc. - The goods must be sorted so that each packing unit contains only one product-type each or only one article-type each; however, pallets positioned in-between may be placed above one another. Products must be fixed, by means of a system for securing the transportation, if damage is otherwise to be expected (foil, securing tape,...). - If goods are not delivered in stable cardboard boxes or reusable packaging units, but rather in packaging which can easily be torn open, such as plastic foil, or sacks made of plastic or paper, a protective overlay must be placed on each wooden Euro-pallet, in the exact pallet format 120 x 80 cm; the individual units for dispatch are piled on this. If this requirement is not complied with, the relevant organisational unit will not take receipt of the pallets concerned Temperature at time of acceptance: Deep-frozen products / temperature-regulated products The delivery temperature of the deep-frozen goods is: -24 C bis -18 C meat, sausage, past. / cooked egg +2 C bis +4 C dairy products +2 C bis +6 C vegetables +2 C bis +8 C poultry 0 C bis +2 C Any goods with temperature deviations will not be accepted! 7

8 Delivery in reusable containers / E2 boxes Gourmet Group accepts reusable containers (e.g. the neutral E2 box) Each new introduction of reusable containers must be notified to us in advance and approved by us. Example of the E2 box: The Gourmet Group accepts deliveries in clean containers only!!! If a delivery is made in unclean containers, the consequences are as follows: 1. The goods are not accepted or 2. The goods are accepted, under absolutely exceptional circumstances. Then the supplier will be charged 2.--/box for cleaning work. If the Gourmet Group receives a fine as a result of unclean boxes, this fine will be passed on to the supplier Processing of empties The supplier and the Goods-In department at Gourmet Group are obliged to maintain accounts with regard to empties. The supplier must coordinate the status of the account with the direct exchange-partner, namely Goods-In at the Gourmet Group. The status on the account is notified to the respective supplier on a monthly basis. Any claims made must be received by Goods-In within 14 calendar days, presenting the copy of the receipt (the delivery note). Otherwise the status indicated by us is deemed to have been accepted by the supplier. Any differences in quantity must be clarified by the supplier in coordination with Goods-In. Suppliers are obliged to take any empties with them usually at the time of delivery! Checking of goods received Independently of the outgoing checks to be made by the supplier, the Gourmet Group conducts the following checks: Sight-check for any directly recognisable transport damages Quantity check: target quantity against actual quantity Any more far-reaching checks are in accordance with the testing plan of the Gourmet Group; such tests can also take place after the goods have been taken over (e.g. best-before date, temperature control, ph measurement, etc.) The supplier will receive a written observation concerning any obviously recognisable defects. 8 Any defects not visible during the check made when the goods were received, or respectively any defects which were not recognised, will be notified to the supplier in writing after such defects come to our attention.

9 Immediate statement: If the analysis of the facts requires a longer period of time, or if the urgency of the situation requires a statement from the supplier at short notice, the facts must be reported immediately to the organisational unit which is making the claim (with no predefined requirements as regards the form that the report takes) Claims regarding defects: In the event of inadequate performance in terms of quality, attributable to the supplier, the Gourmet Group is entitled to assert the agreed guarantee rights. The costs arising due to the defects will be charged by the Gourmet Group, particularly the following types of costs in connection with claims: any extra work in terms of sorting products any follow-up work made necessary cleaning of the delivery Any above-mentioned costs will be charged to the supplier, after they are incurred and on an hourly basis (rate: 29 per hour which is begun)! Please note that in the event that foreign bodies are detected in any packages or products delivered to us by suppliers we charge a penalty of 75 euro per incident. As a food producer we are committed to ensuring the highest quality and avoiding foreign bodies with utmost care and diligence, and we expect the same from our suppliers Refusal to accept delivery: In the event that there is good cause to do so (as mentioned by way of examples: non-observance of delivery times; soiled pallets or containers respectively; goods not corresponding to the quality requirements), Gourmet Group reserves the right not to accept deliveries and to insist on an immediate replacement delivery. If a delivery is not accepted for good cause, the following charges are made in all instances: In the case of deliveries of up to 5 pallets: 50,-- In the case of deliveries of up to 10 pallets: 75,-- In the case of deliveries of up to 15 pallets: 100,-- If delays in delivery or non-accepted deliveries lead to gaps in production or in supply respectively, in terms of the Gourmet Group s interactions with our customers, or if hidden quality defects emerge, then the following is charged to the supplier: the resources used in production (at for each hour which begins), and also the loss of turnover which results for the Gourmet Group. 9

10 Assessment of suppliers In order to assess suppliers, key figures are calculated by the following areas: Logistics, Purchasing, Development and Quality Management. The various departments produce an assessment which is put together (with differences in weighting) to produce an overall grade. The supplier assessment includes the following criteria: Purchasing Overall costs and price Initiative in cost-cutting Fulfilment of requirements Cooperation, service, customer care Logistics Delivery times Behaviour in reacting to any issues that arise Cleanness Correctness of the details of the delivery Flexibility Marking of the delivery / the goods Cooperation, service, customer care Quality Quality performance Cooperation, service, customer care Supplies of samples Samples must be marked Samples. The sample request sheet must be attached to the sample. The sample and the sample request sheet must make an unmistakable reference to one another. Samples must be addressed sufficiently; usually they should be delivered with a delivery note on which the name of the person/s requesting it is to be marked in large, easily visible text. 10

11 Contacts Gourmet Menü-Service / St. Pölten Zdarskystraße St. Pölten Warehouse Manager: Mr. Siegfried Eisinger Tel.no.:...+43/(0)664/ Mail:...siegfried.eisinger@gourmet.at Goods-In / finished goods warehouse: Mr. Erwin Meiler Tel.no.:...+43/(0)50/ Mail:...rampe2@gourmet.at Goods-In / raw products warehouse: Mr. Thomas Nussbaumer Tel.no.:...+43/(0)50/ Mail:...warenanlieferung@gourmet.at Kulinarik Gastronomie und Frischküche / Wien Oberlaaer Strasse Wien Warehouse Manager: Mr. Georg Lechner Tel.no.:...+43/(0)664/ Mail:...georg.lechner@gourmet.at Goods-In (general): Mr. Werner Stelzer Tel.no.:...+43/(0)664/ Mail:...werner.stelzer@gourmet.at Mr. Igor Curnovic Tel.no.:...+43/(0)664/ Mail:...igor.curnovic@gourmet.at Gourmet Group Logistikleitung Mr. Mag.(FH) Florian Bell Tel.no.:...+43/(0)664/ Mail:...florian.bell@gourmet.at 11

12 2 SUPPLIERS OBLIGATIONS IN TERMS OF MARKING PRODUCTS 2.1 REQUIREMENTS For paper-free radio-based management of the throughput and handling of goods in the future, in the sensible product areas namely food - it is absolutely necessary that the suppliers dispatch and transport units are marked with GS1-128 bar codes (from 09/2010 this is obligatory). This is essential for an efficient tracing of goods, also giving suppliers and us the advantage that we always accept, process and deliver the right products with the right best-before date and batch data. Minimum requirement for marking of goods (up to / incl. 08/2010): Cartons / pallets must show a batch code and a best-before date marking, clearly recognisable on the outside. Care must also be taken to ensure that pallets have a marking that states how many KG were loaded (in the case that the quantity is not precisely recognisable) Data field - bar code The bar code on the dispatch units must contain the GTIN article number of the dispatch unit, a best-before date and the batch number in encrypted form. In the case of product sold by weight, the product weight must also be encrypted Standardised-weight goods varied-weight goods As a matter of principle, a distinction is made between standardised-weight goods and variedweight goods. With varied-weight goods, the product weight varies depending from product to product (consignment to consignment). In the case of varied-weight goods, the product weight must additionally be encrypted in the bar code. In the case of standardised-weight goods, the first digit on the left in the 14-digit GTIN article number is a number from 0 to 8; for varied-weight goods, it is a Example code You see here an example of a GS1-128 bar code. Care must be taken to ensure that for bar codes the print quality is always at high resolution and the bar code reaches a certain minimum height (at least 2 cm). The width of the code results from the quantity of numbers / digits which are presented on it. In the event that the dispatch units are not marked with GS1-128 bar codes, the Gourmet Group reserves the right (after granting a period of grace for the conversion, starting in 09/2010) to charge 0.50 / dispatch unit (carton, outer packing, etc.) to the suppliers concerned. 12

13 2.2 POSSIBILITIES FOR ATTACHING THE GS1-128 MARKING Carton packaging or foil packaging Attach the code on the top of the carton or the foil respectively Other single-use containers Attach an adhesive label on the side or on the front section of the container Reusable containers Anbringung am Gebinde selbst (Etikett muss leicht ablösbar sein) Limitations on the legibility of the bar code A basic precondition is, of course, the constant quality control of the print-out. Poor print quality - indistinct edges of the bars - a frayed effect - distinctness of the bars not coordinated exactly in relation to the gaps - empty spaces before and after the bar code section (at least 3-4 mm) - print-head soiled / dirty - printing speed is too high - thermal strips not operational Not put onto the surface in the correct way (label crumpled) Error in the structure of the bar code (e.g. incorrect coding) Example: the bar code was printed directly onto the tray. The print is blurred and not straight. As a result the code can no longer be scanned. 13

14 2.3 MARKING OF PALLETS WITH THE GS1-128 BAR CODE FOR PALLETS Deliveries of transport units (pallets) to the Gourmet Group must be marked with the GS1-128 pallet label. The following data content is required here. - SSC...AI (00) - GTIN article number... AI (02) - Best-before date... AI (15) - Batch number if available...ai (10) - Quantity of dispatch units on the pallet... AI (37) Example code Below, you see an example of a GS1-128 bar code for transport units. Gewährleisten Sie auch, dass die Information die im Barcode dargestellt wird, auch als Klartext (in schriftlicher Form) auf dem Etikette mit angedruckt wird. If the pallets are not marked with GS1-128+SSCC codes, the Gourmet Group reserves the right (after granting a period of grace for conversion, starting in 09/2010) to charge 2.-- per pallet to the suppliers concerned. 14

15 2.3.2 Placing of the pallet label: The label must be attached in duplicate, a) on the narrow side and b) on the lengthways side of the pallet which is situated to the right of the narrow side with the label on it. in duplicate 2.4 OBLIGATION TO MARK THE PACKAGING In THE CASE OF DIFFERING DELIVERY QUANTITIES In the case of single-article pallets (only 1 article on the pallet) In the case of sandwich pallets (2 or more articles -> each article requires its own GS1-128 transport label with the article-specific information!) 15

16 Gourmet Menü-Service GmbH & Co KG A-3106 St. Pölten, Zdarskystraße 3 Tel. +43(0)50/876 Fax +43(0)50/ info@gourmet.at Kulinarik Gastronomie und Frischküche GmbH A-1230 Wien, Oberlaaer Straße 298 Tel. +43(0)50/876 Fax +43(0)50/ info@gourmet.at