Dunstable Distribution Centre. Supplier Delivery Instruction Manual. WH Smith High Street & Travel

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1 Dunstable Distribution Centre Supplier Delivery Instruction Manual WH Smith High Street & Travel February 217 Version 1.

2 Table of Contents Table of Contents Introduction Appointment Scheduling Pre-Delivery Advice Note (PDAN) Delivery Punctuality Arrival at Dunstable DC Requisite Delivery Documentation Presentation of Delivery Non-Compliant Deliveries Appointment Scheduling Pre-Delivery Advice Note Example Directions to DCC Pallet Specification Personal Protective Equipment(PPE) Page 2 of 11

1 Introduction This booklet provides information on the processes and procedures that must be followed when delivering to the Dunstable Distribution Centre (DDC).

3 1 Introduction This booklet provides information on the processes and procedures that must be followed when delivering to the Dunstable Distribution Centre (DDC). Vendors should read this document carefully and ensure that all personnel involved in the preparation and execution of logistical supply and delivery operations comply with its instructions. A copy of this booklet may be obtained by logging onto the WH Smith website at To download a copy of the document, click on: site map > other links > supplier delivery info > How to Deliver to Dunstable DC. When this document is updated, each supplier will be notified and will be required to modify its procedures accordingly. 2 Appointment Scheduling The delivery process to DDC commences with the booking of a scheduled appointment; this process is described below. All deliveries to Dunstable DC will only be permitted if the proper booking procedure of a scheduled appointment is followed. For the safety of DDC staff, vendor delivery vehicles will not be allowed onto the DDC site without an appointment. As delivery slots are limited, it is recommended that appointment booking requests are made as far in advance of the intended delivery date as possible. Vendors should ideally schedule delivery appointments upon receipt of Purchase Orders. No delivery slots will be provided if the intended delivery slot is requested less than 24 hours in advance of the requested slot. Appointments are to be made by only so an audit trail is established. Vendors should the following address: GoodsIn.Dunstable@whsmith.co.uk Upon receipt of an request, the Dunstable team will respond according to a service agreement. There are two response timescales any s requesting a delivery booking received before: 11: will be answered by 14: 14: will be answered by 17: Those s arriving after this time will receive a response the next working day. Although DDC will try to facilitate every delivery request, it may not be able to offer a delivery slot for bookings made within 48 hours of the intended date. The operational times for DDC are provided in the appendix. When making a request for a scheduled appointment, vendors must provide details of the Purchase Orders and the quantity / configuration of pallets to be delivered. This information will be used to assess the length of the delivery slot (i.e. small deliveries may need only 3 minutes, whereas large deliveries may require 2 hours). Should any vendor wishing the delivery driver to observe the unloading and checking process, notification Page 3 of 11

4 of this requirement must be made clear at the point of booking to enable the booking clerk to afford sufficient time. Suppliers delivering large volumes on a frequent basis to DDC may request a regular delivery slot. Please speak with a member of the Goods Inward administration team for further information. If a regular slot is allocated, vendors must still follow the normal booking procedure for every delivery requirement. Once an appointment has been agreed you will be provided with an appointment number and the date and time of delivery. Please ensure this information is included on all delivery paperwork. If an already scheduled appointment is no longer required, vendors must first of all the Booking Desk at the address above to cancel or to rearrange the booking. Vendors must also inform the relevant head office supply chain contact on . If a small quantity of cartons (less than a pallet equivalent) is to be delivered through a courier / parcel service, vendors must still contact the booking desk via to make an appointment. However, couriers and / or parcel service providers may access DDC to make deliveries between the hours of 8: 12: Monday to Friday. A Pre-Delivery Advice Note is required for all deliveries including courier / parcel deliveries. Vendor deliveries arriving at the DDC without a pre-delivery advice note may be refused. Please note that deliveries can only be unloaded from the rear of trailers against a dock leveller. 3 Pre-Delivery Advice Note (PDAN) At least 24 hours before a delivery is due to be made, a Pre-Delivery Advice Note must be ed to DDC at the address above. For reference, a blank PDAN is shown below. An electronic copy of this document is available by ing the above address. The following information must be contained in the PDAN: WH Smith Purchase Order numbers SKU number for each product SKU description for each product Units per carton for each product Number of cartons for each product Standard Full Pallet Quantity Number of loose units for each product Total quantity of units for each product Supplier name and address Please ensure that every field in the PDAN document is completed prior to sending to the DC. Failure to provide a fully completed Pre-Delivery Advice Note may result in rejection of your delivery. Page 4 of 11

4 Delivery Punctuality All vendor deliveries are given a 3-minute window in which to arrive at the DDC, being fifteen minutes either side of the scheduled appointment time.

delay and the expected time of arrival. DDC will then assess the impact of the probable lateness to establish if the delivery can still be made.

5 4 Delivery Punctuality All vendor deliveries are given a 3-minute window in which to arrive at the DDC, being fifteen minutes either side of the scheduled appointment time. If the delivery vehicle is likely to be delayed, telephone contact must be made with the Booking Desk or Goods in Office (contact number can be found in list of contacts) and advise the reason for delay and the expected time of arrival. DDC will then assess the impact of the probable lateness to establish if the delivery can still be made. If the delay would make access and / or unloading impossible for the remainder of that particular day, or would compromise the driver s operating hours, the driver will be informed. DDC will make every effort to attempt to accommodate any delivery vehicle that is running late but no guarantee can be made. In extreme circumstances, the delivery request may be refused. The sooner a driver can communicate a potentially late arrival, the greater are the chances that DDC will be able to grant access and unload. Similarly, giving late notice minimizes the opportunities to reschedule staff and facilities. A driver must call the DDC before access will be granted to site. If a delivery fails, irrespective of reason, vendors must rebook by using the delivery process from the first stage, i.e. contacting the DC booking team to request a delivery slot. 5 Arrival at Dunstable DC A map of Dunstable DC is provided in the Appendix (page 1). All delivery drivers must wear the appropriate Personal Protective Equipment for attending DDC. The PPE is shown in the appendix and includes a high visibility jacket and safety shoes or boots. If any item of requisite PPE is either missing or does not comply with the specifications in the appendix, then entry to the site will be refused. Upon arrival, the yard supervisor will open the gate and verify that the driver is on time and direct the driver to a safe parking location or a door. Drivers must then report to Goods Inward and provide the delivery paperwork documents. A site Conditions of Entry document will be supplied to the driver. The driver will need to sign to confirm that they have read and understand their responsibility to adhere to the conditions. Goods In will validate the delivery paperwork against the WH Smith procurement system and unload your delivery if the details match. WH Smith sign for all deliveries with an unchecked status. Should any discrepancies be found during the subsequent checking procedure [e.g. unwanted products, quantity variances, damage to product or packaging], vendors will be notified within 24 hours of the delivery. Alternatively, if vendors require their representative present during the inspection procedure, the driver may wait until the delivery is fully inspected by a member of the Quality Assurance team at Goods Inward and receipted onto the DDC warehouse management system. Page 5 of 11

6 6 Requisite Delivery Documentation A Delivery Advice Note must be provided with all deliveries to Dunstable DC. Failure to provide this document will result in the rejection of the entire delivery. The Delivery Advice Note is identical to the PDAN and all of the information should thus correspond exactly. 7 Presentation of Delivery All deliveries should be on pallets as shown in the Appendix (page 11). The maximum height of a pallet plus product depends upon vendor and product type, and will be either 1.2m / 1.6m / 1.7m. Each vendor will be informed separately about their specific maximum pallet height by the merchandising team. The maximum weight of pallet plus product is 1kgs. Euro pallets, with dimensions of 12mm x 8mm, are not acceptable; WH Smith does not have the correct MHE equipment to handle this type of pallet safely. Each product must be provided on its own separate wooden pallet board; mixed product pallets are not permitted. Where purchase orders stipulate layers and not full pallet quantities, vendors should build pallets using a pallet between each product. For example, 5 single layer pallets may be contained within one lift of the overall pallet. Each product must have its own label. For pallets with more than one product, each product must have its own pallet label, detailing the PO number and other information. Where the purchase order equates to multiple full pallets, all full pallets must be presented at the standard full pallet quantity for each line. For particularly small products, vendors will be required to deliver in larger outer cartons (rather than having the retail case layered on pallets). The Merchandising team will contact vendors individually to discuss arrangements for specific products to be cartonised. Any product ordered in a multiple of less than one layer should also be provided in a BDCM1 (6mm x 4mm x 3mm) or equivalent carton. Unless exceeding the standard pallet quantity, each SKU must be delivered on one pallet and not distributed over several other pallets. Single layers of the same product spread over multiple pallets will not be accepted. All products must be securely shrink-wrapped to the pallets to ensure safety in transit and during the unloading process. Page 6 of 11

Products should be delivered on the basis of one SKU per carton unless the quantity is equal to

7 An acceptable pallet showing separate layers is featured in the image below. The picture below is an unacceptable pallet showing mixed products with no separation. Products should be delivered on the basis of one SKU per carton unless the quantity is equal to or less than 1 units. Any mixed carton must have a full contents list attached to the outside of the carton. Page 7 of 11

8 Non-Compliant Deliveries WH Smith seeks to ensure that Dunstable DC is a safe and productive environment for warehouse staff and delivery drivers alike.

8 The maximum weight of any carton must not exceed 17 kgs, any cartons in excess of this weight will be rejected. Cartons weighing more than 1kg must have the weight of the carton clearly showing on no fewer than three external faces of the carton (top face, end face and side face). 8 Non-Compliant Deliveries WH Smith seeks to ensure that Dunstable DC is a safe and productive environment for warehouse staff and delivery drivers alike. To achieve and maintain this objective, it is important that there is a very high level of compliance with the rules and procedures described in this document. For all deliveries displaying a non-conformance, the following charges will apply. These charges directly relate to the operational, managerial and administrative costs of processing non-compliant deliveries. Missing pallet label Mixed stock on pallet Excess stock (delivered without PO) 2 per pallet 5 per base pallet 2 per pallet (or part thereof) / day These charges will be levied against vendors by the supplier management team. 9 Appointment Scheduling GoodsIn.Dunstable@whsmith.co.uk Telephone: SITE ADDRESS WH Smith Distribution Centre Verey Road Woodside Industrial Estate Dunstable Hertfordshire LU5 4TT CONTACT DETAILS DELIVERY COMPLIANCE Rob Dell PHONE Ext 781 STOCK NON-CONFORMANCE Rob Dell PHONE Ext 781 GOODS IN BOOKING IN DESK Paul Riddell PHONE Page 8 of 11

9 1 Pre-Delivery Advice Note Example An example of a blank version of the pre-delivery advice note (which is identical to the delivery advice note) is provided below. Pre Delivery Advice Note Appointment Number: (Provided at booking) Page of Supplier Name: Supplier Address: Delivery Date / Time: / / : am / pm Pallet Qty: WHSmith Purchase Order Number WHSmith SKU Number Item Description Units per Carton ( a ) Qty of full Cartons ( b ) Loose Units ( c ) Standard Pallet Qty Total Units = ( a ) X ( b ) + ( c ) Please fax/ through to WHSmith Goods In Dunstable GoodsIn.Dunstable@whsmith.co.uk Page 9 of 11

15mm high 2 slat blocks per pallet of minimum size

10 11 Directions to DCC DDC can be found as follows: 12 Pallet Specification Pallet dimensions 12mm x 1mm x 15mm high 2 slat blocks per pallet of minimum size 9mm x 9mm x 9mm 5 bottom slats per pallet Page 1 of 11

11 13 Personal Protective Equipment(PPE) The essential PPE for any driver entering site is a high visibility jacket or coat and a pair of safety shoes. High Visibility Jacket must conform to EN ISO 2471:213 Class 2 (Intermediate) Footwear must conform to the current standard for Safety Footwear, EN ISO 2345:211. The footwear should have a cap able to resist an impact of 2 Joules and have a closed heel area, energy absorption, antistatic properties and resistance to fuel oil and penetration resistance. Page 11 of 11

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