Vendor Manual. Since Updated December 2016 UPON RECEIVING THE UPDATED MANUAL, ALL PRECEDING MANUALS MUST BE DESTROYED

Transcription

1 Vendor Manual Since 1979 Updated December 2016 UPON RECEIVING THE UPDATED MANUAL, ALL PRECEDING MANUALS MUST BE DESTROYED

2 Table of Contents Introduction New Vendor Sign Up Electronic Data Interchange New Product Listing Systems Spice Web Portal Guide MH10 Label Specifications MH10 Label Printing on Spice Connect UPC and EAN Codes Pre-Ticketing Instructions Packing Instructions EDI Shipping and Appointment Requirements. 55 Non-EDI Shipping and Appointment Requirements. 56 European and Asia Shipping and Appointment Requirements 57 European Freight Forwarder & USA Customs Broker.. 58 Cross-Dock Orders 59 Shipping Check List 60 Shipping Instructions 61 Scheduling an Appointment 62 Reverse Logistics Non-Compliant Shipments P a g e

3 Introduction Sporting Life is a place where our customers can find the best, quality, brand name fashion and sports equipment that supports the active and energetic lifestyle that our customers live and love. Our vendor manual is designed to provide our vendors with the guidelines and information required to expedite merchandise through our supply chain to the sales floor. Our supply chain process and just-intime inventory environment requires a customer-focused commitment from everyone involved in the process of merchandise flow. Our objective is to optimize merchandise flow from our vendors to the point of sale though the supply chain process. This can be facilitated by the information provided in this manual. As a leader in our market segment, we expect high quality service and reliable, dependable on-time delivery from our vendors. Please take a few minutes to read our Manual to assist you in knowing your customer better. If you have any questions with regards to these guidelines, they should be directed to our: Logistics Department Phone: (416) ext. 5 VendorASN@sportinglife.ca Fax: (416) P a g e

4 New Vendor Sign Up NEW VENDOR INFORMATION OR REVISED VENDOR INFORMATION BRAND/NAME ON LABEL: BUYER'S NAME: COMPANY NAME (as it appears on inv.) ADDRESS: CITY, PROV./STATE: POSTAL/ZIP CODE: PHONE #: ADDRESS: FAX #: WAREHOUSE: NAME: (If different from order) ADDRESS: CITY, PROV.,STATE: POSTAL/ZIP CODE: PHONE #: ADDRESS: FAX #: PRETICKETING VENDOR: RETURN AUTHORIZATION # REQUIRED: REMIT PAYMENT TO: NAME: (If different from order) ADDRESS: CITY, PROV.,STATE: POSTAL/ZIP CODE: PHONE #: ADDRESS: FAX #: CONTACTS: SALE REP NAME: SALE REP PHONE #: SALE REP TECHNICAL CONTACT NAME: TECHNICAL DATA ADMIN/CATALOGUE: PHONE #: TICKETS TO BE SENT TO: NAME: N/A (If different from order) ADDRESS: CITY, PROV.,STATE: POSTAL/ZIP CODE: PHONE #: ADDRESS: FAX #: ATTN TO: YES: YES: NO: NO: FOR OFFICE USE: VENDOR #: LINE #: MERCHANDISE: NEW: REVISED: EXPENSE: REASON FOR REVISION: 3 P a g e

5 Electronic Data Interchange EDI is an important aspect within our Supply Chain process. All suppliers must be EDI capable in order to transact electronically with us. EDI helps to ensure communication between us can be managed in an automated, more efficient manner. Suppliers will benefit from having a fully integrated EDI solution. We understand that some companies do not have EDI capabilities within their current process. Sporting Life has partnered with Spice Technology Group, a Third Party e-commerce provider, to implement a solution for our Non-EDI suppliers. The solution is a web portal which is both economical, as well easy for suppliers to use. Suppliers can contact Spice Technology directly to hear more about their x170 Mon Fri 8:00-5:00 EST BENEFITS OF EDI more efficient processing of PO s at DC accuracy of data increases more timely payment for vendors lower costs EDI Information ISA Qualifier: ZZ ISA: SPORTINGLIFE GS: SPORTINGLIFE Contacts: EDI support is available for Mon Fri 8:00 AM 5:00 PM EST x300 connectsupport@spicetg.com Mandatory Transactions 850 Purchase Order (from SPL to Supplier) 855 Purchase Order Acknowledgement (From Supplier to SPL) 860 Purchase Order Change (From SPL to Supplier) 856 Advance Ship Notice (From Supplier to SPL) 832 Price/Sales Catalogue (From Supplier to SPL) 997 Functional Acknowledgment (To and From both SPL and Supplier) 850 Purchase Order An 850 is used to communicate PO details. UPC, quantity, cost, are key segments within. 855 Purchase Order Acknowledgement An 855 is expected for all PO s within 24 hours of receiving the 850 (PO). This transaction confirms the dates, items, discounts, and quantities from the PO. An additional 855 is required 7 days prior to shipping the PO. 4 P a g e

6 860 Purchase Order Change The 860 is used to communicate any change to the original PO. Quantity changes, date changes, price, item changes are transmitted in this transaction. 856 Advance Ship Notice An ASN is required for all shipments into the DC. The ASN will detail the contents within a shipment. A shipping label (MH10) is also required on each case. The ASN cannot arrive earlier than 2 weeks before the start ship date. 832 Price/Sales Catalogue This transaction is used to exchange critical item details. An 832 is required in order to obtain your UPC, styles and other pertinent item details. 997 Functional Acknowledgment An FA is required for all transactions exchanged. ADDITIONAL EDI CONTACT INFORMATION National Logistics Services (MH10 Label Approval) VendorComplianceSPL@nls.ca GS1 Canada (label standards) Spice Group Implementations x300 connectsupport@spicetg.com Spice Group Support x300 connectsupport@spicetg.com 5 P a g e

7 New Product Listing System The New Product Listing System (NPLS) is an online catalog of the products offered by our vendors. This is required for ALL EDI vendors in order to communicate and trade with Sporting Life, as it is integral for our Purchase Order process. Log In The username and password are case sensitive and you are only given three attempts before your account is locked. If you are locked out, please contact SPICE Support. Please note that NPLS is a different application than the SPICE Portal, where you would access purchase orders etc. To access NPLS, please follow this link: If you are trying to access the Spice Connect Portal, please follow this link: Account At the top of the page, on the right hand side, click Profile and then Account Details to edit company and administrative information such as updating an address or saving a new password. To create additional accounts on the system, click Profile and then Manage Accounts. You will then be given the option to Create Subaccounts. Catalog When you first log on, you should see a catalog on the system with the associated Sporting Life vendor number. If you do not see one, or need more for multiple brands, please contact Sporting Life at DataAdmin@SportingLife.ca Creating the Excel file When creating your catalog, it is important to provide as much information as possible so that Sporting Life can uniquely identify the record. The main attributes we need include, but are not limited to: 1. Barcode, Globally unique GTIN (EAN or UPC) 2. Barcode Type (SKU, EAN or UPC) 3. Style Number 4. Style Name 5. Size 6. Dimension (Shoe width) 7. Colour, At least one colour field must be populated, this can include colour name, your internal colour number and/or the NRF colour code. If your company does not use colour codes, only populating the colour name field is sufficient. 6 P a g e

8 Catalog Upload On the Dashboard screen, click the red Catalog drop down tab. Four options appear, Catalog Summary, Catalog Import, Catalog Maintenance and Catalog Errors. Click Catalog Import. This will bring you to a new screen. From this screen, you will be able to import the catalog and choose a file. Click the Upload button after selecting the relevant information. In the Catalog drop down menu, you will be able to select the catalog folder you want to upload to. Notes: 1) File Notes: 1) File Type must be.xlsx 2) Column headings and order must match the specifications provided 3) File name does not matter 4) Only the first worksheet will be imported 5) There cannot be any hidden columns on the worksheet Even if you are not populating a field, you need to keep that column in the file as a placeholder. 7 P a g e

9 You will be given the option to Append or Replace an entire catalog folder. The Append option will upload your file and merge it with any existing records in that catalog folder. For example, if last season you uploaded 100 records and this season you are uploading 150 records, the catalog will now have 250 records after import. The Replace option will upload your file and delete any existing records in that catalog folder. For example, if last season you uploaded 100 records and this season you are uploading 150 records, the catalog will now only have the new 150 records after import. The only exception to this, is in the case where the records in the folder are linked. This means that Sporting Life has matched this item on NPLS with their internal SKU and is most likely an item that we have ordered. Linked items cannot be replaced or deleted by suppliers. For example, if last season you uploaded a catalog with 100 records and Sporting Life linked 50 of them. The next season, you upload a new catalog with 100 items and have set the catalog to replace. You will have 150 items in the catalog folder after upload. 8 P a g e

10 After the upload is complete, the file will be submitted for processing. This may take a few minutes depending on the size of the file. The results of the upload can be viewed by clicking the link provided in the message or by navigating to the Catalog Summary menu option. Once on the Catalog Summary page switch to the History tab. By switching to this tab, you will see the results of the upload. If the file did not import, the file name will appear in red. There will be no value in the errors column because the entire file was rejected. Common problems in this case include: The file column headers have been changed or are not in the original order A barcode or barcode type is missing (column was left blank) A barcode was duplicated within the same file but there are different style attributes. For example, if the same barcode is detected for two different sizes. If the majority of the import was successful with only a few minor problems, it will list the errors in the file. For example, the screen shot below shows a catalog with the errors listed. It can be helpful at this 9 P a g e

11 stage to review the file specs if you are getting errors. This is done in order to see where your file is differing from the examples given. Please contact SPICE Support if you need more help. In the example below, the Incorrect Length error is referring to the barcode length. Another common error is a check digit being incorrect. Sporting Life will be automatically notified when a catalog has been uploaded and is ready to review. On the Catalog Summary click on any catalog to further view it. Once on the page, you have the option of using a filter to either see linked or unlinked items. Linked styles appear once Sporting Life completes the matching process. These are the styles likely to be ordered on your Sporting Life PO s. We are not able to make purchase orders for styles that are not linked. You can filter by any other criteria as well. 10 P a g e

12 Spice Web Portal Guide This section will explain some basic concepts and describe the procedures you will use to process your business documents via the Internet using our electronic commerce service. Requirements To use the Portal, you need access to the Internet and a browser. Browsers supported include IE, Chrome, Firefox and Safari. A user name and password will be provided in order for you to login. Summary of Application The SPICE Portal has been designed to allow Purchase Orders to be received, create Purchase Order Acknowledgments (POA), and send Advanced Shipping Notices (ASN) between vendors and Sporting Life. The application data is based on Sporting Life EDI standards and requirements. Login Open the Portal URL in your browser. Enter in the username and password you created at the time of registration, and click Login. The login in screen will look like the following: Profile On the top right hand side of any Spice Connect screen, you will see the Profile drop down. This is the section to manage all account settings. 11 P a g e

13 Web users will only need to access: Account Details This will take you to your account details including contact information, username and password. If needed, you can also change your password on this page. Manage Accounts There are two roles on Spice Connect, 1. Company Administrators and 2. User. Only Company Administrators will have the Manage Accounts option. This will take you to a list of all the subaccounts under your company. You will have the ability to either edit contact information or delete accounts. Click the Create button to create a new subaccount. Addresses Through the POA and ASN process, addresses are sometimes required. This Address section allows you to manage your address so that when you go to create a document you will not need to fill out the address every time. It will be auto-saved and populate the fields for you. Subscriptions Every time a PO from Sporting Life is posted to the Spice Connect Portal for your company, you will receive an notification letting you know it s there. From this page you can choose to either subscribe or unsubscribe to these s. It is encourage to have at least one person in your company subscribed to get the PO notification s. 12 P a g e

14 Dashboard Document Summary The Dashboard is the first screen you will see after logging in. This page contains information including who you are, date and time of your last login, as well as a document summary. The icons across the top right are Profile, Help and Logout. Below is an Advanced Search link. The main menu options include: PO Access to Purchase Order Inbox, In Progress, and History POA Access to Purchase Order Acknowledgement Saved, Sent, and History ASN Access to Advanced Shipping Notice, Saved, Sent, and History Invoice Access to Invoices Saved, Errors, and History Remittance Access to Inbox and History PO Status On the Dashboard there are two graph sections. The pie chart on the left reflects Purchase Orders. Hover over each section of the pie to see the number of purchase orders you have in each category (UnAcknowledged, Acknowledged, Shipped, or Invoiced). Please note that at this time, Sporting Life does not process Invoices through EDI 810s. 13 P a g e

15 Below the Document Summary you have access to five document types: Purchase Orders (PO), Purchase Order Acknowledgements (POA), Advanced Shipping Notice (ASN), Invoice and Remittance. The Summary of Shipments graph represents the current status of ASNs in the system. If a Delivery Date on a PO is less than the current date and an ASN has not been generated, then the ASN is late. You will be able to click on this graph to drill down into the data. Folders PO Inbox This folder is used to store the new POs that have not been processed. In Progress The In Progress folder will show all the POs that have been Acknowledged. Saved If a Purchase Order or Purchase Order Acknowledgment has been saved as incomplete; it will be held in this folder to be processed later. 14 P a g e

16 Sent The Purchase Order Acknowledgement tab will show all POAs that have been sent and approved by Sporting Life. History The history folder will hold all Purchase Orders, Purchase Order Acknowledgements, and Advanced Shipping Notices that have been complete. A PO will automatically move to the History folder once it is completely ASN d. Total This folder keeps a total count of all Purchase Orders, Purchase Order Acknowledgements and Advanced Shipping Notices from all folders. Broadcast Messages Below the Document Summary any Sporting Life Broadcast Messages will be displayed. Here there are also links to video tutorials and additional help links. 15 P a g e

17 Document Management Advanced Search The advanced search functionality is useful when managing the supplier community. From this section you are given the ability to search documents either created by Sporting Life or sent from suppliers on a variety of different parameters. Perform searches based on: Document Number Specific Suppliers Document Type (PO, POA, POC, ASN) Dates Document Status (Complete, Incomplete or, Partial) If you have more than one trading partner (retailer) on Spice Connect, you can also filter by Trading Partner. This is helpful because you can see individual POs and related documents specifically by retailer, rather than all Po s from multiple retailers. 16 P a g e

18 Once filtered, a chart will appear below. This information for also be exported. Either select the individual rows or select all by clicking the check boxes on the left hand side. On the right hand side, by clicking Related documents, it will open just that document s history. Here you can view the document numbers and dates of the files that were sent. For example, if you want to look up a PO and want to see if it has been acknowledged and an ASN has been sent (completing all documents for that PO), you are able to easily see if they have been sent. 17 P a g e

19 Purchase Order (PO) Overview To view a PO, hover over the red Purchase Order tab on the main header, and then click Inbox. This will bring you to the PO- Inbox, shown below: PO Inbox The Inbox will display the POs available to the user. If you are looking for a specific PO, simply type in either the Document number or the PO number and then click the Filter button. The desired results will appear by relevance. Clicking anywhere on the PO will open a new screen for that particular PO. From there you will be able to Create Acknowledgment, Create an ASN, Move to History, or Print. The Inbox also has the functionality to convert the PO into CSV. This would be useful if you need to transfer your POs to another system. First, click the check box for the PO you want to convert or click the first header check box to auto-check all of them. 18 P a g e

20 The Export button will convert the selected PO. The file will open in a new pop up as a download. The Export View button will export all the POs and include a status of all of them. For example, it will let you know if the PO has been viewed, if there was an ASN or an Invoice created. In Progress This folder contains the POs that are currently in progress. To move a PO to the History folder, simply click the check box and then the History button. If you want to move all the POs at once, click the header check box and it will auto-check all the documents. This is the screen that you will be brought to upon clicking on a specific PO Number. 19 P a g e

21 This screen includes a header displaying the PO details for that specific purchase order including: details of who sent the PO, shipping location, delivery instructions, date of the PO, and date requested for delivery. Underneath the PO header is where all items are listed with quantity ordered, unit of measure (UOM), Customer Expected Price, and an Extended Price for each specific item. PO Options After reviewing the PO the following options are available: 1. Create Acknowledgment for the PO 2. Move To History 3. Print Create Acknowledgment The user will click on Create Acknowledgement if the PO will be accepted in full. 20 P a g e

22 Move To History This button is useful when you have a PO that has been verbally cancelled or is never going to be shipped. This means it will no longer filter when you search for active POs. Print The Print tab will print the PO to the printer that is set as the local default printer. 21 P a g e

23 Purchase Order Acknowledgement (POA) Overview Once you click on Create Acknowledgement on the PO screen the following is an example of a POA. Customizing the POA There are fields open for edit on the POA: 1. Net Due Date 2. Discount Due Date 3. Discount Percent 4. Price 5. Delivery Schedule Price If the unit price needs to be adjusted simply enter the new price in the line level open text box. Delivery Schedule If the user wishes to change the date then click on the calendar icon and choose the date from the calendar presented. If the total quantity of an item ordered is not available for the same shipping date, click the Add Schedule Item tab to have more than one delivery date. For example if you wanted to spilt the quantity of 10 into two separate orders of 5, then the following screen will show you how to use the add schedule item and split the order into multiple dates. 22 P a g e

24 Completing the POA At the bottom of the POA, there are four buttons: Cancel This will terminate the POA. Nothing will be sent to Sporting Life. Recalculate It is sometimes necessary to use this button to refresh the calculations on screen. If values are changed and you do not see the effect of the change, press the Recalculate button. Save The POA can be saved and continued later by clicking save at the bottom right of the screen. The POA will then be placed in the Saved folder for completion later and not sent to Sporting Life at this time. In order to access the changes, you must save before exiting the POA. Send If you agree to the quantities and prices shown for each item simply click send. The POA is then sent to Sporting Life and stored in your sent folder. After all adjustments are made the PO will be placed in the Purchase Order > In Progress folder. The POA will be sent to the buyer, who will review the changes and will either accept changes, reject, or cancel the POA. Regardless of the action taken by the buyer, the supplier will receive notification. 23 P a g e

25 Advanced Shipping Notice (ASN) The Portal provides the ability to process multiple ASNs per PO. There are a number of places to access a PO you wish to create an ASN for. The In Process folder, the scorecard dashboard, or in the advanced search. Once selected, you should confirm the POA has been completed. Click on the PO you wish to process. It will open the PO in its current state, and allow the option to create an ASN. By clicking Create ASN, you will be taken to the ASN document screen. 24 P a g e

26 Processing the Advanced Shipping Notice (ASN) There are three main sections to an ASN 1. Header Information: The ASN Number is automatically generated and the ASN Date defaults to the current date. 2. Shipping details: The mandatory fields are all called out with a red asterisk. Ship Date, Packaging Code, Carrier Name, Bill of Lading, and Ship from Name. 3. Item detail: 25 P a g e

27 Shipping Details Ship Date - The date the product(s) will be shipped. If the user wishes to change the date then click on the calendar icon and choose the date from the calendar presented. The next section provides details regarding the package(s) being shipped. Shipping Address The defaulted shipping address is the information that is provided on the PO. You are able to change the shipping address by providing new information for the Ship To section. The system will save the new address for subsequent PO s. Ship to Address Options: 1. Keep the original shipping address from the PO. 2. Choose existing address from drop down saved address. 3. Create new address; choose as save as default if you wish. 26 P a g e

28 Packing the ASN If your warehouse packs product first, and then gives you a packing list, you will need that first before you create the ASN. At the Order level you have three buttons: Add Pallet: To add a pallet to the ASN if you pack at the pallet level. Add Pack: To add an individual pack. Auto Pack: This allows the creation of multiple packs at the same time. Auto Pack In many cases, companies know how many of a product can fit into one pack. For example, ten pairs of shoes per a pack. The Auto Pack function allows users to auto-generate packs with a predetermined number of each item in a pack rather than having to create each pack individually. Using our example of ten items fitting in one pack. Type 10 in the Quantity/Pack field. Then Click Auto Pack. Note: You do not have to put the same number for every line in the Qty/Pack field for auto-packing to still work. For example, if Sporting Life ordered 1000 tennis balls and you can fit 24 packages of tennis balls in one pack; put 24 in the Qty/Pack field. But the next item is 100 tennis rackets on order. Only 11 tennis rackets will fit in one pack, put 11 in the Qty/Pack field. Finish by clicking Auto Pack. 27 P a g e

29 New packs will appear at the bottom of the ASN screen with ten of each item in them. On most orders though, you will not have total quantities that are divisible by the number of products you can fit in one pack. For example, Sporting Life has ordered 12 of a product but your warehouse can only fit ten in a pack. Two items will be alone in a pack which is neither efficient nor cost effective. In that case Auto Pack as normal so that all items are packed. In the pack section, you will see the pack(s) that do not have the correct number of products in them: 28 P a g e

30 Click the red X on the right hand side of the pack to cancel this pack. These remaining items will move back up to the Order section waiting to be packed. To pack the remaining products, click 'Add Pack', beside the Auto Pack button in the top right hand corner. There will now be a new, empty pack in the pack level of the ASN. In the new pack there will be a button that says 'Add selected items'. This refers to the items still at the Order level that have yet to be packed. 29 P a g e

31 If you want all of those items added to the same pack, simply click 'Add selected items'. Every item in the Order section automatically is selected with the check box beside the line number. If you do not want all of the items to be added (they won't all fit) then deselect the items in the check boxes on the left hand side. Select/Check only the items you want to put in that pack. Note, line three is not selected. You can also type in the Quantity as well if you want to combine only some products from remaining lines. Example, Continuing to create packs of ten. All of line one items will fit in the pack but only four pairs of the shoes in line three will fit in the pack. In that case you would have line one and three with the check boxes selected but line three you would put four in the first quantity box. Note that lines seven and eight are not selected. 30 P a g e

32 You will now have a pack with a total of ten items. Continue until all items are packed. 31 P a g e

33 Completing the ASN Delete By clicking Delete the ASN will remain in the In Progress Folder. Save as Incomplete To Save the ASN to complete at a later date, click on Save as Incomplete. The ASN will move to the ASN Saved folder. Submit To Submit the ASN simply click on Submit. The document has now been sent and the PO will be completely processed. The PO then moves to the History folder and is no longer accessible from the Inbox or In Progress folders. Splitting a Shipment There may be times when items on a PO will not all be shipped at the same time. In this case, you will need to use the Split Shipment function. For example, you are able to ship most of the items on July 19th, 2015, but some of the items are on back order and you will not be able to ship them until July 24th, Fill in the top Shipment information for July 19th as usual. 32 P a g e

34 Then determine which products will be shipped on July 24th. If it is an entire line item, deselect that line using the check box on the left hand side. If it is only some of the product, in the Quantity field, type how many you are going to be shipping on July 19th. In the example below, Sporting Life has ordered six of this item but you are only able to send one of them on July 19th. Click the Split Shipment button at the top of the screen. This will create a second Shipment area with the products you selected listed below it. Fill out the new Shipment level information, including the second date of July 24th. All of the mandatory fields are highlighted with a red asterisk. From the picture you can see the remaining five items are now listed. 33 P a g e

35 There are also cases where you have an item on back order but you do not know the date you will be able to send it but you still need to ASN for the other items. Pack all the other items as you normally would but for the item you are not going to send, type zero in the Quantity field. Submit the ASN. Note: If you are able to send some of the item, enter in the amount you will send in the Quantity field. Just because you are not able to send everything that was ordered, doesn t mean you can t send what you have on hand. Submit the ASN as normal. When the time comes that you are ready to ASN that remaining item, go to the red PO folder>in Progress on the top left of any screen on Spice Connect. You will see that PO listed as Partial, meaning not all item(s) have been sent on an ASN. By clicking on that document, you will be able to finish the ASN. 34 P a g e

36 Add a PO to an ASN On the ASN screen, you have the ability to add more than one PO to an ASN. This is helpful in the cases when you will be sending the products from more than one PO in the same shipment. You will be able to pack them together. Click the Add PO button on the ASN screen. This will open a new screen that lists all of the POs that still need to be ASN d including ASNs that are only Partially complete. On the left hand side, click the check boxes of the POs to be added to the ASN. Then click the Add PO(s) button. The POs selected will now appear on the ASN page. Thank you for reading the Spice Portal Guide. You are now ready to complete all the transactions needed to do business with Sporting Life on the Spice Connect Portal! 35 P a g e

37 MH10 LABEL SPECIFICATIONS for NLS Section Information Required Format Dimensions From To Vendor Name Address 1 Address 2 City, Prov/State/Country National Logistics Services Inc. 150 Courtneypark Drive West Mississauga, ON, Canada 50mm x 30mm 2 x 1 50mm x 30mm 2 x 1 Ship To Postal Code L5W 1Y6 GS1-128, AppID = x 1 Carrier 1.5 x 1 PO Number PO # (Requested, Bulk) 2.5 x 1 Item# Col# Size#, UPC, Quantity Item Info (Requested, Bulk) 2 x 1 Store Number Barcode Mark for Store only GS1-128, AppID=91 2 x 1 Store Number Mark for Store only 1.5 x 1 SSCC-18 Carton Barcode Carton Barcode (Mandatory) GS Inch height Multiplier 4(20 mils) 100mm x 43mm 4 x 1 ¾ Notes: Width of the From: and To: can vary up to ½, as required Please supply purchase order number and Item number (plus colour and size), UPC and Quantity for BULK shipments Store number and barcode are MANDATORY for cross dock, or mark for store shipments Contact NLS if you do not have a GS1 company code Labels are to be placed 4 / 100mm from the bottom and 4 / 100mm from the left on the larger side of the carton. 36 P a g e

38 MH10 LABEL BULK EXAMPLE MH10 LABEL MARK FOR STORE EXAMPLE All MH10 Labels must be approved by our 3PL, NLS. Please send your MH10 Labels to the below address for approval: National Logistics Services (MH10 Label Approval) 37 P a g e

39 SSCC-18 Barcodes Application Identifier (AI) The AI 00 indicates the SSCC-18 data structure will follow. Extension Digit The Extension Digit has no defined logic and is used to increase the capacity of the Serial Reference. GS1 Company Prefix GS1 Company Prefixes are 7-10 digits. Serial Reference Numbers are 6-9 digits. These prefixes must be registered with GS1. Serial Reference The Serial Reference number is assigned by the holder of the GS1 Company Prefix to uniquely identify a shipping container (logistic unit). A Serial Reference cannot be reused for a minimum of 12 months. The combined length of the GS1 Company Prefix and Serial Reference is always 16 digits. Check Digit Calculated using the Modulo 10 algorithm. 38 P a g e

40 MH 10 Label Printing on Spice Connect One of the benefits of an Advance Shipping Notice is the warehouse will know which items are in which boxes which lead to your products getting to the stores faster. The MH 10 Label is an industry standard label with scan enabled barcodes that is to be attached to your company s boxes. Spice Connect Portal has these labels ready to print and already configured to your retailer s individual specifications. There are two different options for printing; you can either setup printing for one label per page, or four per page. One per page is common with roll printers. Four per page would be the option if your company prints label stickers on legal sized paper. This is setup for the Uline S-5492 template. Please note that these screen shots were captured in Google Chrome, other browsers may look slightly different. How to Print After an ASN is sent, the Print and Print Shipping Label buttons will appear at the top of the screen. You can access this screen at any time by going to your sent ASN folder. The first Print button will print the entire ASN details. We will be focusing on the second Print Shipping Label button. 39 P a g e

41 How to print one label per a page The first Print button is for the one per page roll option: The Print Four Labels Per Page button is the other option, if you wish to print four per page please skip to page 44 of this document. If you need to send the labels to be printed elsewhere, use the Save as PDF button. This will allow you to save the labels as a PDF, which could be attached to an . This is helpful in the case where your product is being shipped from a different location than where the ASN is being created. 40 P a g e

42 Select Print. This will open a Print Preview from your browser. You will want to select the Print using system dialog option to open your printing settings. 41 P a g e

43 First select Preferences from the new window. On the Paper tab, you will then need to select the paper size. For one per a page roll, the label will print onto A6 105 X 148 mm but this may vary depending on your printer s options. 42 P a g e

44 You will now be able to select Apply and then select Print. Your labels should now be printing! 43 P a g e

45 How to print four labels per page Select the second button, Print Four Labels Per Page : If you need to send the labels to be printed elsewhere, use the Save as PDF button. This will allow you to save the labels as a PDF, which could be attached to an . This is helpful in the case where your product is being shipped from a different location than where the ASN is being created. 44 P a g e

46 Select Print. This will open a Print Preview from your browser. You will want to select the Print using system dialog option to open your printing settings. 45 P a g e

47 First select Preferences from the new window. On the Paper tab, you will then need to select the paper size. For four labels per page, you will need to select the paper size Legal 8 ½ x 14 in. 46 P a g e

48 You will now be able to select Apply and then select Print. Your labels should now be printing! 47 P a g e

49 Universal Product Code and EAN Code Universal Product Code (UPC) A UPC code is a 12 digit number used to identify a specific product. The first 6 digits of the UPC are the manufacture identification number The next 5 digits represent the item number The last digit of a UPC is the check digit. This is used to verify the entire UPC code International Article Number (EAN) The EAN is a 13 digit barcode, similar to the UPC code. Some European vendors will have EAN codes as opposed to UPC s. We will also accept product with EAN codes. International Standard Book Number (ISBN) A unique numerical commercial book identifier (before digits, after Jan digits) An ISBN is assigned to each edition and variation of a book Represented by EAN-13 barcodes ALL VENDORS MUST PROVIDE UPC OR EAN TO SPORTING LIFE VIA NPLS OR PRODUCT CATALOGUE. UPC OR EAN CODES ARE REQUIRED; AS THIS IS HOW SPORTING LIFE S SUPPLY CHAIN IDENTIFIES PRODUCTS, AND IS INTEGRAL TO OUR RECEIVING PROCESS. WE DO NOT ACCEPT ANY UPC OR EAN SUBSTITUTIONS, ONCE THE UPC OR EAN CODES HAVE BEEN APPROVED BY THE DATA ADMIN TEAM, THEY MUST REMAIN CONSISTENT WITH PRODUCT LABELLING AND ASN/PACKING SLIPS. ALL GTIN S MUST ADHERE TO GS1 STANDARDS. Vendors not set-up with UPC codes can obtain their unique six digit manufacturer s number by submitting their application, and one-time fee, through the GS1 website: Please contact our Logistics Department regarding any questions about UPC or EAN Codes. 48 P a g e

50 Pre-ticketing Instructions We are currently assessing our ticketing and VAS requirements for each of our categories and developing guidelines for all of our vendors. For those vendors currently on our pre-ticket program please use the following process. 1. Upon request Sporting Life will create and supply our tickets by order and ship them via courier service. 2. If you have not received tickets when you are ready to ship please contact our logistics department at x 5 or VendorASN@SportingLife.ca. 3. When using a needle gun to attach our Sporting Life price tickets, it is essential that the needle be inserted through the back of all garments, or at a seam in the designated ticket location. 4. If you are using an alternate ticketing location because of fabric restrictions (i.e. seam sealed, delicate or waterproof fabric, etc.) please notify the Logistics Department for authorization. 5. When adhering sticky price tickets, it is imperative that the ticket does not cover the item s size, content description, UPC code and the manufacturer s logo unless unavoidable. 6. Please keep all products, especially white or light coloured soft goods, in the protective plastic covering when shipping to avoid damage/dirtiness. 7. One ticket is to be attached to each item in the specific location indicated. Refer to the appropriate section based on the department number printed on the ticket for specific instructions. 8. Inaccuracies will not be accepted and expense recovery charges will occur. Please confirm all specific details prior to ticketing product. 9. Any merchandise delivered to NLS and NOT pre-ticketed or NOT ticketed as per our specs will be subject to a $0.40 plus administrative fee per item expense recovery charge. 49 P a g e

51 Sporting Life Price Tickets The information highlighted above and listed below is extremely important when ticketing the merchandise (Please note: this information should match on the Sporting Life Price Ticket and your Vendor Tag, if anything does not match please contact the Logistics department or the buyer for the order): - Vendor style number - Size - Colour 50 P a g e

52 Softgoods Ticketing Instructions 51 P a g e

53 Packing Instructions Pack by Store Sporting Life has recently switched from bulk PO s to PO s by store. Now, every store will have its own unique PO#. This enhances the receiving process, making it faster, and more accurate. Vendor picks and packs items for specific store. This method has the fastest processing time through our DC Cartons are clearly marked by specific store PO Cartons are packed by style. There will be multiple UPC s in a carton Can be packed with either a full case of a single style, OR with multiple items packed for that specific store/ PO. Each PO (store) will have its own unique distribution Bulk Pack Sporting Life is moving away from BULK PO s. This is one PO# for ALL stores. If you do receive a bulk PO, we ask that you pack this order by store, to ensure the quickest processing possible. Pack by store Pack items by style. Please note, you may pack more than one style per carton to condense shipment for cost efficiency purposes, as long as this is still packed by store. Kitting PO s Sporting Life frequently buys separate pieces, to be put together, and sold in our stores as a set (ie. We buy a ski jacket and ski pants separately, put them together, and sell this as a set.) These are known as Kitting PO s. For Kitting PO s, please follow the below packing instructions: All pieces in the kit must be packed together, on the same PO When making your appointment with NLS, you must specify that the PO requires SPECIAL HANDLING 52 P a g e

54 All Categories of Merchandise 1. All shipments are to be accompanied by an ASN (EDI) or a packing slip (Non-EDI) and a valid PO number. 2. ALL products must be shipped with scannable UPC labels on each individual item. 3. Substitutions by style/colour/size/ UPC s are not acceptable under any circumstances. 4. Pack each Purchase Order separately. Do not mix Purchase Orders within the same carton. However, small PO s should be combined in one master Carton to minimize shipping costs. 5. Cartons must be packed on 40X48 pallets with labels facing out. 6. Clearly mark the # of cartons on each pallet. 7. Clearly mark the pallet # when more than one pallet is being shipped. 8. Do not ship special orders, customer returns, or warranty items in the same carton with regular purchase orders. These orders will have a unique PO and must be packed in an individual carton as per #4 above. 9. Place a single piece of cardboard on the top and bottom of each carton for protection when opening the carton. Shoes 1. Pack shoeboxes one box deep and in the same direction with the shoebox labels facing the top of the carton. 2. Pack one row within the carton not multiple rows. Packaging Materials We encourage the use of environmentally sensitive packaging materials (recycled and recyclable). Avoid excess packaging by using material that maximizes protection while minimizing an environmental impact. Acceptable Packaging Materials Cardboard partition/dividers, cardboard fittings, corrugated cardboard, and kraft paper. Unacceptable Packaging Materials Expanded polystyrene loose fill peanuts, straw, fiberglass, hard plastic, newspaper, and bamboo. 53 P a g e

55 Carton Requirements 1. Cartons must not exceed 40lbs. Cartons must meet these size requirements: a. Apparel: Minimum: 4 Height x 20 Length x 12 Width Maximum: 14 Height x 26 Length x 18 Width b. Outerwear/Footwear: Minimum: 4 Height x 20 Length x 12 Width Maximum: 18 Height x 32 Length x 20 Width 2. Pack carton contents in same sequence as purchase order starting with first style and colour (this would be carton #1). 3. Carton closing put cardboard pieces on top of the goods before closing the box, so no damage occurs to the merchandise when opening the box. 4. Use adhesive tape only. Do not overload boxes or use staples, metal, plastic strapping, or banding. 5. Cartons must be labelled with the following information EDI SHIPMENTS: The correct assigned MH10 label applied to each carton Non-EDI SHIPMENTS: Vendor name, address, postal code Ship to: DC Name, address, postal code Sporting Life PO# 1. All pallets must be numbered Pallet Requirements 2. All pallets must be well shrink wrapped 3. All pallets must have the following information on them: Sporting Life PO#(s) Number of cartons per pallet 4. Pack cartons on pallet by PO 5. The only time it is acceptable to have a PO separated on a pallet is when a second pallet is needed for the shipment - ie. You have packed one pallet up to the max height/weight, so a second pallet is needed. In this case, the PO at the top may merge onto the bottom of the next pallet. 54 P a g e

56 EDI Shipping Instructions & Appointment Requirements When ready to ship your EDI order, please follow the steps below: 1. Contact NLS at or ext to schedule your appointment 2. Provide NLS with the following information for EVERY PO: PO# Cartons Units Carrier 3. Please note, the ASN must be sent prior to the goods arriving at NLS. Failure to schedule an appointment OR shipping before/after appointment date may result in refusal of your shipment, or incur non-compliance charges. Please schedule, and follow your appointment to ensure your shipment is not refused at our DC. All shipments must be received at our DC within the shipping window. Shipments scheduled to arrive after the cancel date are considered late, which may result in charge-backs to the vendor. Transit days must be accounted for when shipping. Extensions may be granted with approval from the buyer on late shipments, at which point, late discounts may be applied as per the buyer s instructions. 55 P a g e

57 NON-EDI Shipping Instructions & Appointment Requirements If you are not set-up for EDI, you must follow the manual shipping process outlined below: 1. Submit your packing slips to - packing slips must include valid Sporting Life PO#, and a complete breakdown by style, colour, size, UPC, and quantity. Grand totals must also appear on the packing slip. 2. A manual process of checking the packing slips will occur. - If the packing slip matches the PO, an approval # will be given. This approval # will allow you to schedule your appointment with NLS. DO NOT CONTACT NLS UNTIL AN APPROVAL # HAS BEEN GIVEN. - If there are discrepancies between the packing slip and our PO, we will contact you to resubmit your packing slips. If you order is already packed, you will have to unpack the order, and repack to match the PO. 4. After receiving an approval #, contact NLS at 150CourtneyparkAppts@nls.ca to schedule your appointment. You must Provide NLS with the following information for EVERY PO: PO# Cartons Units Carrier Failure to schedule an appointment OR shipping before/after appointment date may result in refusal of your shipment, and incur non-compliance charges. Please schedule, and follow your appointment to ensure your shipment is not refused at our DC. All shipments must be received at our DC within the shipping window. Shipments scheduled to arrive after the cancel date are considered late, which may result in charge-backs to the vendor. Transit days must be accounted for when shipping. Extensions may be granted with approval form the buyer on late shipments, at which point, late discounts may be applied as per the buyer s instructions. Packing Slips For All Non-EDI vendors, an informative packing slip is required per PO#. This must be included in your shipment. This information will ensure correct, timely receiving of the products, and accurate invoice payment. Please DO NOT ship displays or marketing material in your orders, unless ordered by the buyer with a Supply PO#, which is to be packed as a separate PO. Packing slips must include the following information: 1. Vendor Information Name, Address, Phone Number 2. DC Ship to Address 3. PO# - each PO# has its own packing slip (do not combine PO s) 4. Style, colour, size, description, quantity ordered and quantity shipped 5. UPC s 6. Grand totals 56 P a g e

58 European and Asia Shipping Instructions & Appointment Requirements All International vendors (shipping from overseas) must follow the shipping procedures below: EDI Vendors: 1. Submit your ASN - no sooner than 2 weeks before ship date, and no later than 5 days before Cancel date. 2. Contact Panalpina for pick-up of your shipment. (See page 59 for Panalpina contact information) 3. Panalpina will pick-up the goods and schedule the delivery appointment with NLS. Non-EDI Vendors: 1. Submit your packing slips to vendorasn@sporitnglife.ca - packing slips must include valid Sporting Life PO#, and a complete breakdown by style, colour, size, UPC, and quantity. Grand totals must also appear on the packing slip. 2. A manual process of checking the packing slips will occur. - If the packing slip matches the PO, an approval will be sent, with your approval #, and our freight forwarder, Panalpina, will be included on this . - if there are discrepancies between the packing slip and our PO, we will contact you to resubmit your packing slips. If your order is already packed, you will have to unpack the order, and repack to match the PO. 3. After receiving an approval#, please connect with Panalpina to arrange pick-up of your shipment. (see page 59 for Panalpina contact information) 4. Panalpina will pick-up the goods and schedule the delivery appointment with NLS. Shipments from the USA and Mexico All shipments from the United States and Mexico must include ALL appropriate documentation, including invoices, and NAFTA certificate of Origin where applicable, to ensure the shipment is not delayed. Please see page 59 for our USA customs broker. For a copy of the NAFTA forms please go to 57 P a g e

59 European and Asia Freight Forwarder Panalpina Inc. Head Office, Canada 6350 Cantay Road, Mississauga Ontario Canada. L5R 4E2 Main Contact Information: Name: Melissa Panza Telephone: Fax: Secondary Contact Information: Name: Sandra Silva Telephone: Fax: Website: North American Customs Broker U.S.A. and Mexican suppliers must include a NAFTA Certificate. For a copy of the forms you can go to: DSV Air & Sea Inc Niagara Parkway, Suite 201 Niagara On The Lake Ontario L0S 1J0 Canada Tel: x2601 Fax: Toll Free Tel: Toll Free Fax: Contacts: Cathy.Vanoosten@ca.dsv.com Pars@go2uti.com 58 P a g e

60 CROSS DOCK ORDERS SPECIAL ORDERS, SUPPLY PO s, AND WARANTY RETURNS Special orders, customer returns, warranty returns (CUR/DSR #), and promotional items, must be clearly marked as a CROSS-DOCK, along with the store #, on the outside of the carton. All promotional items, fixtures, and supplies, must be shipped on a valid Sporting Life Supply PO#. Quote the Sporting Life shipping reference form numbers (RTV#, CUR#, SPO#, Supply PO#) on the outside of all cartons and on the packing slip. All cartons must be clearly labelled with specified information: CROSS DOCK Special Order Supply PO Warranty/ Customer Return Pro-Deals Fixtures REF#: APPT#: STORE # When booking an appointment with NLS please quote the appropriate individual reference number (for instance CUR#, DSR# and SPO#), to receive a priority appointment time. 59 P a g e