Suppliers Handbook GMS GOURMET GmbH 2015

Transcription

1 Suppliers Handbook GMS GOURMET GmbH 2015 For deliveries to Böheimkirchen, St.Pölten and Vienna 7th Version /

2 Table of Contents 1. Flow of goods General Times for deliveries Delivery Papers and Documents Preconditions for deliveries to sites of GMS Gourmet GmbH Loading Device Unloading the goods Processing the exchange of pallets Pallet Quality Pallet stacking method and transport restraint Height of pallet Loading the truck Condition of the goods Temperature at time of acceptance: Delivery in reusable containers / E2 boxes Processing of empties Incoming goods inspection Immediate Statement Claims regarding defects Refusal of acceptance of goods Supplier evaluation Deliveries of samples Contact persons from each production and warehouse site Suppliers obligations in terms of marking products Requirements Data field bar code Standardized-weight goods and varied-weight goods Example code Possibilities for attaching the GS1-128 marking Carton packaging or foil packaging Other single-use containers Reusable loading devices (e.g. E2 boxes) Limitations on the legibility of the bar code

3 2.3 Marking of pallets with the GS1-128 bar code Example code Placing of the label Obligation to mark the packaging in the case of differing delivery quantities Appendix a. Sample Request Form - FOOD b. Sample Request Form - NON FOOD

4 1. Flow of goods 1.1 General AS a matter of principle, all suppliers and services are made on the basis of the General Terms and Conditions of Purchase, available at (About Us/Purchasing Policy/ Conditions of Purchase). Furthermore the terms and conditions of the International Food Standard (IFS 1 ) apply. It is a matter of principle that all foods delivered to the GMS Gourmet GmbH are GMO-free and also free of flavor enhancers, coloring 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 of an information delay will be directly passed on. As an IFS certified food producer, we expect storage facilities on the trucks to be swept-clean, dry and free of odors. We expect our suppliers to make their deliveries of goods with one product type only for each part of the consignment, solely on Euro pallets 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 Euro pallets or H1 pallets! As a matter of principle, the vehicles must have a loading dock for loading purposes, or respectively they must be able to dock at our truck ramps. An offloading from the site 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 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 dividing pallets. 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 / shrinkwrapping as required. At 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 GMS Gourmet GmbH, in a case of non-observance of the stipulations stated in the Supplier Handbook, a processing charge of 46. is always made for the administrative workload involved, in addition to the respective use of other work resources

5 1.2 Times for deliveries Production Site St. Pölten Production Site Vienna Field Warehouse Böheimkirchen Mon. Fr. Sat. Sun. Mon. Fr. Sat. Sun. Mon. Fr. Sat. Sun. Fresh goods: 5 am 2 pm Deep Frozen Goods: 6 am 10 am & 11am 2 pm No Deliveries taken No Deliveries taken 5 am 3 pm No Deliveries taken No Deliveries taken Deep Frozen Goods: 6 am 10 am & 11am 3 pm Dry Goods: 6 am 2 pm No Deliveries taken No Deliveries taken The supplier absolutely must observe the time window fixed for the delivery (date and time and place!). Deliveries made out of that time frame or in other words other than the specified one will not be accepted. 1.3 Delivery Papers and Documents The deliveries must always be accompanied by a delivery note. The delivery note must state the goods- in number (JB) from GMS Gourmet GmbH, as well as all supplied articles, including indications of quantities per article; they must also state best before 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 errors, the GMS Gourmet GmbH charges the supplier for the use of resources for maximized afford 29 for each hour entered into. Every BIO, MSC, ASC and HG certificated supplier is obligated to send, or hand in, the actual pesticide analytical protocols and testimonials of their products (mailto:qs@gourmet.at). 1.4 Preconditions for deliveries to Böheimkirchen, St. Pölten & Vienna Loading Device For any shipment between or within the GMS Gourmet GmbH sites, the required loading device is Euro pallets or H1 (plastic) pallets (1200mm x 800mm). Exception: It may occur that in the case in which delivery quantities are small, the goods are provided on mixed pallets. In such case the supplier / forwarder must sort the goods on an article-by-article basis, with one article only per delivery unit, after coordinating this with our goods receiving department (GRD). 4

6 If the GMS Gourmet GmbH insists of that service and the request is not carried out, the use of resources that results is charged to the supplier ( 29, for each starting hour of work). EURO-Palett 1200 x 800mm Unloading the goods Before unloading the goods, or respectively before docking at the ramp, the supplier is obliged to report to the goods receiving department. We require from our suppliers and forwarders a rapid completion of unloading, by using lifting vehicles provided by GMS Gourmet GmbH. Our employees from the goods receiving department are revealing storing space for incoming goods and shipments, besides that that are controlling the shipment and are booking all incomings and store them into our warehouse Processing the exchange of pallets It is a matter of principle that the processing of pallets is managed based on an exchange of pallets, i.e. for the quantity of delivered pallets, the supplier gets the same quantity of exchange pallets back again at the goods receiving department. Exceptional regulation: If there are exceptional circumstances (e.g. at peak periods, etc.), in which there are not enough empty pallets available for exchanging with suppliers, the employees of the GRD forward a written remark on the delivery note, stating the open credit in terms of loading devices. At one of the subsequent deliveries, the open quantity of empty pallets (EUR-Pallets or H1 Pallets) is exchanged 5

7 back. The GMS Gourmet GmbH accepts no arrangement in which money is charged to offset any open quantities of empty pallets Pallet Quality The GMS Gourmet GmbH is unable to accept and exchange loading devices (Pallets) if: - A board is missing or it is broken, either diagonally or across - A floor edge board or top egde board is splintered off in such a way that the shaft of a nail or of a screw is visible - A block is missing, or respectively it is broken or splintered that the nail-work or screw-work is visible - The general condition is so bad that the load-bearing capacity is no longer guaranteed or loaded goods can become soiled or damaged. An example for non-exchangeable Euro Pallets is showed below: Pallet stacking method and transport restraint The shipments have a maximum protruding rate of 5cm, at the time when they are received by GRD. Please be aware that, if the goods are not properly fixed, the process of transportation can cause movement! 2 Source: [ ] 6

8 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 the handling and manipulation easier with the goods, etc.) The goods should be secured so that the maximum deviation from the vertical stacking line during the transport does not exceed +5cm. Materials / ways for securing the shipment: PE foils, adhesive points, strapping, pallet-coverings, etc Height of pallet The maximum height of one shipment does not exceed 180 cm, including the pallet underneath the goods itself, due to the reason that the goods are stored in a high rack warehouse Loading the truck Pallets should be loaded lengthways along the length of the truck. This guarantees faster and more efficient unloading processes. Pallets stackable in layers can be placed and transported on top of one another (on condition that the transport security as described above is given at any time during the shipment.) Condition of the goods - The goods must be in flawless condition, i.e. no damages, no soiling, no leaking, 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, etc.) - If goods are not delivered in stable cardboards 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 EUR-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 organizational department will not take receipt of the shipment concerned Temperature at time of acceptance: Our required delivery temperatures are: - Deep-frozen goods -24 C to -18 C - Meat, sausages, past./cooked egg +2 C to +4 C - Dairy products +2 C to +6 C - Vegetables +2 C to +8 C - Poultry 0 C to +2 C 3 Any goods or shipments with temperature deviations will not be accepted by GRD! 3 In accordance with DIN Standard

9 Delivery in reusable containers / E2 boxes The GMS Gourmet GmbH 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 GMS Gourmet GmbH accepts deliveries in clean containers / boxes / loading devices only! If a delivery is made in unclean containers, the consequences are as follows: - The goods are not accepted or - The goods are accepted, under absolutely exceptional circumstances. Then the supplier will be charged 2 for each box, for the cleaning work. If the GMS Gourmet GmbH receives a fine as result of unclean boxes, this fine will be passed on to the supplier Processing of empties The supplier and the goods receiving department (GRD) at GMS Gourmet GmbH are obliged to maintain accounts with regard to empties. The supplier must coordinate the status of the account with the direct exchange-partner, namely the GRD at Gourmet. The status on the account is notified to the respective supplier on a monthly basis. Any claims made must be received by GRD 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 the goods receiving department. Suppliers are obliged to take any empties with them usually at the time of delivery! Incoming goods inspection Independently of the outgoing checks to be made by the supplier, the GMS Gourmet GmbH conducts the following checks: - Sight-check for any directly recognisable transport damage - Quantity check: target quantity against actual quantity - Any more far-reaching checks are in accordance with the testing plan of the GMS Gourmet GmbH; such tests can also take place after the goods are received. (E.g. best-before date, temperature control, ph measurement, etc.) The supplier will receive a written observation concerning any obviously recognizable defects. Any defects not visible during the incoming goods inspection, or respectively any defects which were not recognized, will be notified to the supplier in written form immediately after discovering. 8

10 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 organizational department 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 GMS Gourmet GmbH is entitled to assert the agreed gurantee rights. The costs arising due to the defects will be charged by the GMS Gourmet GmbH, 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 - Administration effort Any above mentioned costs will be charged to the supplier, after they are incurred and on an hourly basis (rate: 29 per hour which has begun)! Please note that in the event of foreign bodies are detected in any packages or products delivered to us by suppliers we charge a penalty of 75 per incident. As IFS certificated food producer we are committed to ensuring the highest quality standards and avoiding foreign bodies with utmost care and diligence, and we expect the same from our suppliers Refusal of acceptance of goods In the event that there is good cause to do so (as mentioned by way of examples: non-observance of delivery times; solid loading devices; goods not corresponding to the quality requirements), GMS Gourmet GmbH 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 case of deliveries of up to 5 pallets 50,- In case of deliveries of up to 10 pallets 75,- In 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 GMS Gourmet GmbH 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 29 for each hour which begins), and also the loss of turnover which results for the GMS Gourmet GmbH Supplier evaluation In order to asses 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. 9

11 The supplier assessment includes the following criteria: Purchasing and Procurement Overall costs and price Initiative in cost-cutting Fulfilment of requirements Cooperation, service, customer care Logistics Delivery times Behavior in reacting to any issue that arise Cleanness Correctness of the details of the delivery Flexibility Marking of the delivery / goods Quality Quality performance Cooperation, service, customer care Deliveries 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 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. Please find enclosed the detailed Food- and Non Food Sample Formulary in the appendix I. and II. of this handbook. 10

12 Contact persons from each production and warehouse site Field warehouse Böheimkirchen Betriebsgelände Süd Betriebsstraße C Böheimkirchen Warehouse Manager: Hr. Markus Pernold Tel.nr.: +43 (50) Mobil: +43/ Mail: Goods receiving department: Hr. Rene Schwingenschlögel Tel.nr.: +43 (50) Mobil: +43/ Mail: Production Site St. Pölten Zdarskystraße St. Pölten Warehouse Manager: Hr. Markus Pernold Tel.nr.: +43 (50) Mobil: +43/ Mail: markus.pernold@gourmet.at Goods receiving department (raw materials): Hr. Thomas Nussbaumer Tel.nr.: +43 (50) Mobil: +43/ Mail: thomas.nussbaumer@gourmet.at Production Site Vienna Oberlaarstraße Wien Warehouse Manager: Hr. Siegfried Eisinger Tel.nr.: +43 (50) Mobil: +43/ Mail: siegfried.eisinger@gourmet.at Goods receiving department (raw materials): Hr. Werner Stelzer Tel.nr.: +43 (50) Mobil: +43/ Mail: werner.stelzer@gourmet.at Hr. Igor Curnovic Tel.nr.: +43 (50) Mobil: +43/ Mail: igor.curnovic@gourmet.at 11

13 Head of Logistics Hr. Daniel Krejci M.A. Tel.nr.: +43/ Mail: Supply Chain Mangement Trainee: Hr. Johannes Blahota M.A. Tel.nr.: +43/ Mail: Quality Assurance 12

14 2. Suppliers obligations in terms of marking products 2.1 Requirements For paper-free radio-based management of the throughout and handling of goods, in sensible product areas namely food it is absolutely necessary that the suppliers dispatch and transport units, which are marked with GS1-128 bar codes (by September 2015 for all suppliers obligatory). This is essential for an efficient tracing of goods, also giving suppliers and us the advantage that we always accepts, process and deliver the right products with the right best-before date and batch data. Minimum requirement for marking goods: Cartons and pallets must show a batch code and a best-before date marking, clearly recognizable on the outside. Besides that care must also be taken to ensure that pallets have a marking that states how many kilograms (kg) were loaded (in the case that the quantity is not precisely recognizable) Data field bar code The bar code on the dispatch units must contain the GTIN article number of the dispatch unit, a bestbefore date and the batch number in encrypted from. In the case of product sold by weight, the product weight must also be encrypted Standardized-weight goods and varied-weight goods As a matter of principle, a distinction is made between standardized-weight goods and varied-weight 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 standardized-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 2cm). The width of the code results from the quantity of numbers / digits which are presented on it. 13

15 In the event that the dispatch units are not marked or the barcodes are not readable, the GMS Gourmet GmbH reserves the right (after granting a period of grace for the conversion, starting in 09/2015) to charge 0.50 / dispatch unit (carton, outer packing, etc.) to the suppliers concerned. 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 loading devices (e.g. E2 boxes) Attach the code on the loading device itself. (Beware; the mark must be removable easily) 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 o Indistinct edges of the bars o A fringe effect o Distinctness of the bars not coordinated exactly in relation to the gaps o Empty spaces before and after the bar code section(at least 3-4mm) o Print-head soiled / dirty o Printing speed is too high o 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) 2.3 Marking of pallets with the GS1-128 bar code Deliveries of transport units (pallets) to the GMS Gourmet GmbH must be marked with the GS1-128 pallet label. The following data content is required here: -SSCC -GTIN-Article number -Best-before date -Batch number if available -Quantity of dispatch units on the pallet AI(00) AI(02) AI(15) AI(10) AI(37) 14

16 2.3.1 Example code Below, you see an example of a GS1-128 bar code for transport units. Besides, ensure that you place the information of the barcode also in written form below the code Placing of the label The label must be attached in duplicate, a) on the narrow side and b) on the lengthways side of the pallet which his situated to the right of the narrow side with the label on it. 15

17 2.4 Obligation to mark the packaging in the case of differing delivery quantities In case of single article pallets (only 1 article on the pallet) In the case of sandwich pallets, two or more articles -> each article require its own GS1-128 transport label with the article-specific information! 16

18 3. Appendix General a. Sample Request Form - FOOD Projectname: Requester: Product Click here, to insert text. Click here, to insert text. Completed by the requester Client: Department: Click here, to insert text. Click here, to insert text. Date: Cost center: Click here, to insert text. Click here, to insert text. Product description: Completed by the requester (Please mark with a cross where applicable.) Click here, to insert text. Click here, to insert text. BIO HG MSC ASC Special Fresh- Frozen- Dry Goods Application field: Required quantity: Delivery address: Description: Quantity shipped: Click here, to insert text. Click here, to insert text. Click here, to insert text. Annual demand (approx.): Attention to: Completetd by the supplier (Please mark with a cross where applicable.) Article number: Delivery Date: Click here, to insert text. Click here, to insert text. Stock article: Yes No Customized production: Yes No Minimum order Minimum production quantity: quantity: BIO HG MSC ASC Special Click here, to insert text. Fresh- Frozen- Dry Goods Send your offer via to: Specification via to: Name of advisor: Dear Supplier, Name of firm: fill out this form completely and truthfully and return it to the consigner via . Including complete product specifications and an offer with an exact delivery date of the goods in PDF format. An evaluation of the samples delivered by the GMS Gourmet GmbH can only be performed after receiving all necessary sample request records. For that reason the sampling will take place after all required documents are received before. Further, please take note that incorrect or incomplete documents may lead to an exclusion of further projects. With your signature you guarantee that all delivered goods subject to the Austrian-Food-Law and confirm the accuracy of all provided documents by the law in each case. Please enclose a replica of the completed and signed form to your sample delivery. Without a replica, our goods receiving department won t accept your delivery. Place, Date Stamp, Signature 17

19 General b. Sample Request Form - NON FOOD Projectname: Quantity scale: Annual quantity: Click here, to insert text. Click here, to insert text. Click here, to insert text. Client: Start: Other: Click here, to insert text. Click here, to insert text. Click here, to insert text. Requester: Department: Cost center: Click here, to insert text. Click here, to insert text. Click here, to insert text. Completed by the requester Bowls Dimensions (LxWxH): Click here, to insert text. Colour/Format: Click here, to insert text. Material: Click here, to insert text. Technology: Click here, to insert text. What get filled: Click here, to insert text. Processing: Oven / Click here, to insert text. Mikrowave Processing. Temp.: Click here, to insert text. Processing Time: Click here, to insert text. Slipcase For cups/bowls: Click here, to insert text. Deepfrozen/chilled/dry: Click here, to insert text. Print color: Click here, to insert text. Varieties: Click here, to insert text. Glued/flat: Click here, to insert text. Material: Click here, to insert text. Carton Dimensions (LxWxH): Click here, to insert text. kg / carton: Click here, to insert text. For bowl: Click here, to insert text. Bowls / carton: Click here, to insert text. Color (brown/white): Click here, to insert text. Print color: Click here, to insert text. Print cover in %: Click here, to insert text. Printing techniques: Click here, to insert text. Crate/Display/carton: Click here, to insert text. flat/glued: Click here, to insert text. Various types: Click here, to insert text. Other: Click here, to insert text. Completetd by the supplier (Please mark with a cross where applicable.) Description: Article Number: Delivered quantity in Delivery Date: kg: Standard article: YES NO Custom. production: YES NO Offer, Migration, Specification, Conciliation Date: Plan, Technical drawings submit per Point of delivery: Name of firm: Name of advisor: Other: Dear Supplier, fill out this form completely and truthfully and return it to the consigner via . Including complete product specifications (offer, migration, specification, conciliation plan, technical drawings) and an offer with an exact delivery date of the goods in PDF format. An evaluation of the samples delivered by the GMS Gourmet GmbH can only be performed after receiving all necessary sample request records. For that reason the sampling will take place after all required documents are received before. Further, please take note that incorrect or incomplete documents may lead to an exclusion of further projects. With your signature you guarantee that all delivered goods subject to the Austrian-Food-Law and confirm the accuracy of all provided documents by the law in each case. Please enclose a replica of the completed and signed form to your sample delivery. Without a replica, our goods receiving department won t accept your delivery. Place, Date Stamp, Signature 18

20 GMS Gourmet GmbH Austria-Vienna, 1230, Oberlaarstraße 298 Tel. +43(0)50/876 Fax. +43(0)50/