SUPPLIER PAPERWORK QUALITY REQUIREMENTS. Packing Slips, Invoices, Bill of Ladings

Transcription

1 SUPPLIER PAPERWORK QUALITY REQUIREMENTS Packing Slips, Invoices, Bill of Ladings February 2018

2 Regal Suppliers: Accuracy of your Packing Lists and Invoices is critical to timely processing of your receipts and payment of your invoices. Missing or incomplete information on packing lists can result in delaying the receiving process or receiving your shipment under an incorrect part number. This can lead to quality and inventory issues and can interrupt the 3-Way Match Process. Incomplete invoices also interrupt timely processing of your payments. Regal has implemented use of our 8D Incident Reporting Process to notify Suppliers with repetitive Paperwork issues. To prevent delays in processing your shipments, issuing your payments and Incidents appearing on your Scorecard, please audit your packing slips and invoices to the requirements included in guide. Any questions should be directed to your Strategic Sourcing Contact. Page 2 of 24

3 Table of Contents 1. Scope and Purpose Supplier Paperwork Quality Requirements.. 5 a. Regal Purchase Order Number. 6 b. Regal Purchase Order Line Number 6 c. Regal Blanket Purchase Order Release Number.. 6 d. Regal Part Number. 7 e. Regal Material Description 7 f. Accurate Quality of Material is Being Supplied... 7 g. Shipment Designation 7 h. Unit of Measure... 7 i. Gross Shipment Weight.. 7 j. PO and Invoice Purchase Price.. 7 k. Country of Origin/Certificate of Origin l. Supplier Name, Address, Contact Information.. 7 m. Regal Purchase Order Contact Information.. 8 n. Number and Type of Packages 8 o. Payment Terms.. 8 p. Material Shipping Date.. 8 q. Carrier and Freight Charges. 8 r. Engineering Drawing/Specification Revision Level.. 8 s. RoHS Compliance Packing Slip Requirements Partial Shipments Shipments to Third Parties Material Test Certificates Material Safety Data Sheets (MSDS) Material Compliance Bill of Lading Requirements Accounts Payable Invoice Requirements 14 Page 3 of 24

4 11. COD Shipments Billing Address Invoices Submitted Via Electronic Invoice Submission Capital Equipment, Special Project, Consultant Invoice Credit Memos Supplier Packaging Quality Requirements 15 a. Packaging Data Sheets. 16 b. AIAG Bar Code Labels 16 c. Packaging Criteria and Specifications.. 16 d. Packaging Pricing 16 e. Pallet or Skid Specifications.. 16 f. Use of Regal Shipment Containers.. 16 g. Small Package Specifications Insurance on Incoming Freight Shipments Supplier Preferred Carrier and Shipment Routing Supplier Record Change Requests 17 a. Supplier Name Changes 17 b. Supplier Payment and Payment Method Changes 17 c. Bank and/or Wire Transfer Changes 18 d. ACH/EFT Changes 18 e. Supplier Contact Information Regal Contact Information a. Logistics 18 b. Supplier Development/Supplier Quality 18 c. Accounts Payable 19 d. Material Compliance 19 e. Purchase Order Contact Addendums a. Regal Purchase Order Example 20 b. Packaging Data Sheet 21 Page 4 of 24

5 c. Shipping and Routing Instructions Scope and Purpose This Supplier Quality Requirements for Packing Slips, Invoices, Bill of Ladings and Other Paperwork sets supplier quality assurance and expectations applicable to any Regal Global supplier providing products and/or services (to Regal), including but not limited to production parts and assemblies, service parts and assemblies, heat treating, painting, and other manufacturing operations, whether as a direct or non-product provider of such products or services (hereafter Supplier ). References in this Manual to Regal mean Regal-Beloit Corporation (RBC) or its subsidiaries as reflected in the applicable purchase agreement or purchase order (the Contract ). 2. Supplier Paperwork Quality Requirements The 'Quality' of Supplier Paperwork is a key component to ensure a positive working relationship between all suppliers and Regal. Accuracy and completeness of required paperwork is an important component of Overall Supplier Quality and your cooperation and assistance in meeting the following requirements will result in prompt processing of all receipts and ultimate payment of invoices. The matrix below specifies the required minimum information that must appear on all Invoices, Packing Slips, Bills of Lading, and all Packages and/or Shipping Labels: INFORMATION REQUIREMENT INVOICE PACKING BILL OF SHIPPING SLIP LADING LABELS Regal Purchase Order Number X X X X Regal Purchase Order Line Number X X X Regal Purchase Order Release Number X X X Regal Purchase Order Release Line Number X X X Regal Part Number X X X X Regal Material Description X X X X Accurate Quantity of What is Being Supplied X X X X Shipment Destination X X X Unit of Measure for each line item X X X X Gross Weight X X Purchase Price of each item (or value if not sold) X Country of Origin/ Certificate of Origin X X Page 5 of 24

6 MSDS Sheet (if applicable) X Software Licenses (if applicable) X Supplier Name/Address/Telephone/Importer of Record X X Number X Regal Requestor Name/ Telephone Number X X Number of Packages/ Type of Package X X Payment Currency & Remittance Information X Shipping Date X X X X Carrier X X INFORMATION REQUIREMENT INVOICE PACKING SLIP BILL OF LADING SHIPPING LABELS Commodity HTSUS Number X X Weight and Dimensions of each pallet or box X Quantity of Packing Containers X Supplier Invoice Number X X X Engineering Revision Level (From Drawing) X X ROHS Compliance (As applicable) X X This is especially critical if drop shipments originate from a third party or alternate supplier location. Shipments received without the required information on the packing slip could be returned at the supplier's expense. Invoices received without the required information will not be processed for payment. Please review specific requirements for International shipments provided on Instructions to International Shipments available at: A detailed description of these requirements is as follows: a. Regal Purchase Order Number Purchase Order number must match that from the Regal issued PO for the items being requested and shipped. b. Regal Purchase Order Line Number Purchase Order line number must match that from the Regal issued PO for the items being requested and shipped. c. Regal Blanket Purchase Order Release Number Page 6 of 24

7 For Regal Blanket Purchase Orders, the paperwork (packing slip and invoice) must contain the Release Number and Release Line Number in addition to the Blanket Purchase Order. d. Regal Part Number Part Numbers provided must match that from the Regal issued Purchase Order and is the unique identifier of the item requested. Do not use part numbers that are not referenced on the Purchase Order. e. Regal Material Description Material Description must match that from listed on the Regal issued Purchase Order. f. Accurate Quantity of Material Being Supplied The quantity of product shipped must match that from the Regal issued Purchase Order and must be based on the unit of measure listed on the PO., NO over shipments or under shipments will be accepted unless previously approved by Regal. g. Shipment Destination The material destination must match that listed on Regal s issued Purchase Order. Destination and/or ship to addresses will be indicated on the Purchase Order. h. Unit of Measure for each line item Unit of Measure must match that from the Regal issued PO and must be consistent with the type of material requested. Piece count, British, Metric or other units of measure must be as specified on the PO. i. Gross Shipment Weight The Gross weight of the shipment must be included in pounds (lbs.). j. PO and Invoiced Purchase Price Invoiced Price must match that from Regal issued PO including the UOM and must have include a value by each po line or item. k. Country of Origin/ Certificate of Origin This must be provided by the supplier and sent with the material shipment. This is a requirement of NAFTA countries and trade agreements with Mexico. Please follow Supplier Instructions for Overseas Suppliers and Certificate of Origin that are available at: Page 7 of 24

8 l. Supplier Name, Address, Contact Information This information must match that from the Regal issued PO. If shipping from a distributor s warehouse, do not use their name and information. The supplier information must be as stated on the PO. Should the information shown on the purchase order be incorrect, please see the section on Supplier Record Change Management and follow the direction provided. When the requested change has been made to your records, confirmation will be sent to the requestor. m. Regal Purchase Order Contact Information The Regal contact (material buyer and/or requestor is listed on the Regal issued Purchase Order and will be your first point of contact for any questions on the po. Please review the Regal PO sample on page 20. n. Number of Packages/ Type of Package Supplier must include on packing slips the number of packages and type of containers for each shipment. This is very important for our material receiving team to ensure a prompt receipt into our system which will allow for timely payments. o. Payment Terms Regal s PO number on all your paperwork, including invoices, must match that from the Regal issued PO. Should there be any concern related to payment terms, or any other commercial item shown on the PO, supplier must communicate the concern to their Regal Strategic Sourcing representative. p. Material Shipping Date Must be the date that the material leaves the supplier s dock to be shipped to Regal material destination. q. Carrier and Freight Charges Supplier must follow the Regal Routing Guide provided on Addendum C. All shipments are to be made freight collect unless otherwise agreed to by Regal Sourcing and/or Logistic Teams. Invoices containing a separate line item for freight costs will not be paid. r. Engineering Drawing/Specification Revision Level Include the latest Engineering Revision Level from the available Drawing and/or Specification s. RoHS Compliance Page 8 of 24

9 If the components and/or materials you supply to Regal are RoHS compliant per Directive 2011/65/EU of the European Parliament, submit all documentation on Regal s third-party compliance portal. For compliance portal information please contact Gideon Luginbuhl. 3. Packing Slip Requirements All packing slips should be placed in a removable envelope or pouch and must be attached to the outside facing of carton, not on top, and loaded at the tail end of the trailer wherever possible. The carton with the packing slip attached should be clearly marked "Packing List Enclosed". The packing slip must match the contents of the shipment. Should shipments be made from a third-party source or shipping location, the packing slip and all paperwork must clearly state the required information listed above. Shipments will be refused if this information is not provided. All Units of Measures on the packing slip must match the Unit of Measure listed on the Regal Purchase Order. An example of the required information on a packing slip is presented for your reference: Page 9 of 24

10 Supplier Name & Contact Information Regal PO# Regal Requestor Name & Address Regal PO Must Match Ship To, Material Destination PO Line, QTY, PN, UOM, Material Description Page 10 of 24

11 4. Partial Shipments (Only When Approved Prior to Shipment): All shipments should be in the complete order quantity listed on the Regal Purchase Order. All partial shipments and backorders should be avoided, unless approved by the Regal s Sourcing and/or Materials Department prior to shipment. Should the Regal Sourcing and/or Materials Department approve a Partial Shipment, the packing slip for the partial shipment must list only the number of units shipped and must be clearly labeled PARTIAL SHIPMENT". Partial shipments should not be made without prior approval 5. Shipments to Third Parties Should Regal request a shipment to a location other than a Regal site, the following must be provided to the Regal contact requesting the shipment. (Providing these documents will allow us to confirm delivery and process your invoice for payment: Copy of the packing slip which includes the Regal PO, PO Line Number and Part Number Shipment tracking details (Shipments must follow the direction of the Regal Logistic Team) Signed delivery receipt 6. Material Test Certificates If specified on the Regal Purchase Order or part print, the test certificate must accompany the shipment. A copy of the test certificate should be attached to the packing slip. In addition, the original test certification is to be mailed or electronically submitted to Regal s Sourcing Department. Any deviations from this requirement must be approved by the Regal Sourcing or Supplier Quality Contact. All test certifications must provide the following information (Correctly Identified): Supplier Company Name and Any Second Tier Parties, if applicable Certification Applicable to the Requirement Listed on the Regal print or purchase order Regal Part Number and Purchase Order Line Number Quantity Date of Shipment Signature and Title of Responsible Party For Plastic Resin, the following additional information is required: Production Lot Number on Each Packaged Unit Description Including Manufacturer Name and Grade Page 11 of 24

12 7. Material Safety Data Sheets (MSDS) Material Safety Data Sheets must be provided by the supplier for any chemical type material or material deemed to be hazardous. If specified on the Regal Purchase Order or part print, the MSDS certificate must accompany the shipment and should be attached to the packing slip. If requested, a copy of the MSDS sheet is to be mailed or electronically submitted to Regal s Sourcing Department or the address provided. 8. Material Compliance For paints, lubricants (oils, greases) and solder that will be used on Regal s finished products, materials/chemical compliance information related to restricted substances and conflict minerals must be submitted via Regal s compliance portal. For compliance portal information please contact Gideon Luginbuhl or Regal.Materials.Compliance@regalbeloit.com. 9. Bill of Lading Requirements The following is required information for carrier bills of lading and freight bills: Shipper Name, Street Address, City, State, Zip Code and Person Responsible for Loading the Shipment Consignee's Name, Street Address, Dock Number, City, State and Zip Code Regal s Purchase Order and Purchase Order Release Number (if provided), Purchase Order Line and Release Line Number (if provided) and Regal s Part Number listed on the PO. Accurate Description of Item(s) Being Shipped (refer to PO for description) Total Number of Cartons or Units and Total Shipment Weight Bill of Lading Number or Shipper Number Bill of Lading and/or Ship Date Freight Terms Must Be Specified (Prepaid or Collect) Carrier Name, Driver Name and Trailer Number On Third Party Billing, the Exact 'Bill To' Address must be noted within the body of Bill of Lading Driver's Signature with Date and Carton Count Freight Classification/Commodity Description with accurate national Motor Freight Classification [NMFC] An example of the required Bill of Lading form along with the required data and location is provided for your use and reference: Page 12 of 24

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14 10. Accounts Payable Invoice Requirements To avoid unnecessary payment delays, all invoices must include: Regal Purchase Order Number Purchase Order Line Number Regal Purchase Order Release Number (-XXX following PO Number if provided) Regal Purchase Order Release Line Number Regal Part Number Quantity of Product Invoiced (must match UOM on the PO and Quantity Delivered) Unit of Measure that matches PO Unit Price as listed on the Purchase Order** ** All price discrepancies between the purchase order number and your invoice price must be resolved prior to shipment. Regal s Strategic Sourcing Department must approve any difference between the purchase order price and the to-be invoiced price prior to shipment. Please note for any price increase, Regal requires 90-day written notification including fully supporting documentation. The PO Contact listed on the purchase order can provide the Strategic Sourcing Contact if required. If any of the above requirements are not meet, data points are missing, the invoice cannot be processed For payment and will be returned to you for correction. A separate invoice should be issued for each purchase order and for any partial shipments against a purchase order. Payment method or remittance address changes must be submitted using the Supplier Record Change Request form located on Regal s Supplier Internet page and the address provided on the form. Regal strongly encourages ACH payments wherever possible. If you are not currently set up to receive ACH payments, please submit your request using the Supplier Change Request form located on the Regal Supplier C.O.D. Shipments NO C.O.D. Shipments will be accepted without prior approval of the Regal Accounts Payable Manager. Page 14 of 24

15 12. Billing Address All invoices for Regal shipments are to be sent to the Billing Address listed on the Regal purchase order except where instructions are provided to send invoices to a specific project manager. 13. Invoices Submitted Via For all invoices submitted via to a Regal AP address, you should receive confirmation the invoices have been received into our Payables system. To ensure we receive all ed invoices, we highly recommend you provide a valid address (one that will accept replies) so receipt confirmation can be sent. If your Accounts Receivable address cannot accept the confirmation, please provide an alternate address for receipt confirmations. 14. Electronic Invoice Submission Regal strongly prefers to receive and pay supplier s invoices electronically wherever possible. Use of EDI and/or isupplier portal invoice submission is strongly preferred and will result in prompt payment to the negotiated terms. If you are not currently set up on EDI or isupplier portal electronic invoice submission, please contact Regal s Strategic Sourcing Department to request information on how your company can be set up in these systems. 15. Capital Eqpmt, Special Project/Consultant Invoices Capital Equipment, Tooling, Special Projects and/or Consultant invoices may require Regal s project manager or requestor approvals. If the purchase order provides specific invoice instructions, all invoices are to be sent to the identified project manager s address as listed on the Regal issued Purchase Order. 16. Credit Memos To avoid duplicate entries on your Regal account, all credit memos issued to Regal must list the corresponding Regal Debit Memo whenever applicable. All Regal Debit Memo Numbers are six numeric digits located in bold type in the upper right-hand corner of the debit memo. By listing the Regal Debit Memo on the Credit Memos, we can eliminate the possibility of double entry of a debit/credit charge against your account. 17. Supplier Packaging Quality Requirements It is supplier s responsibility to adequately package, and to protect the products shipped to Regal. Page 15 of 24

16 a. Packaging Data Sheets Packaging Data Sheets are incorporated into Regal s APQP-PPAP Pack available at It is supplier s responsibility to provide any product sold to Regal in approved packaging as determined on the PSD. b. AIAG Bar Code Labels AIAG Bar Codes with HRI and bar-coded information are preferred. c. Packaging Criteria and Specifications The following important criteria and specifications must be considered when designing a packaging system for any material provided to Regal: Each Regal part number must be packaged separately and must be clearly marked. Multiple Regal part numbers can be combined in a master container provided the container label is marked and part numbers within the container are clearly identified. Expendable packaging must be designed to minimize waste disposal and maximize recycling potential to support our sustainability initiatives. Facilitate the maximum utilization of the cubic shipping footprint Ergonomic analyses must be performed on a case-by-case basis to minimize risk exposure of Supplier and Regal employees. Our suppliers are responsible for ensuring that hazardous material shipments follow government regulations. d. Packaging Pricing All packaging pricing must be negotiated with Regal Sourcing Department and must be included in the quoted piece price provided. No price increases will be granted to correct defective and/or non-conforming packaging. e. Pallet or Skid Specifications Unless otherwise specified and or agreed to by the Regal Sourcing Department, all freight shipments must be received palletized on a standard 48 X 48 Wooden Pallet. All pallets must be structurally solid and must be in good condition. The weight per pallet or skid cannot exceed the pallet or skid design weight. In no case should any pallet or skid exceed a total weight of 3,000 lbs. Export Wood Pallets should meet regulatory requirements such as heat treatment. Certification must be provided upon request. f. Use of Regal Shipment Containers Specialized returnable packaging container use may be developed between Regal and selected. suppliers. If specified, all freight shipment must be made in the specified containers. Any deviations Page 16 of 24

17 must be approved by the Regal. Sourcing Department prior to shipment. Supplier shall be responsible for the cleanliness of returnable packaging. A cleaning plan shall be available on request. g. Small Package Specification Any individual 'package' or 'box' cannot exceed 40 lbs. in total weight. Every part must be packaged individually and standard pack quantity shall not vary at any time unless approved by Regal through a PDS submission. 18. Insurance on Incoming Freight Shipments No shipments to any of the Regal facilities should include freight insurance unless specified by Sourcing. Where specified freight insurance charges can be added to the supplier or freight invoice and will be paid by Regal. If freight insurance is billed to Regal. and has not been requested, the additional costs will be either paid short or billed back to the supplier. Due to overlapping coverage, insurance is not needed on any shipment. 19. Supplier Preferred Carrier and Shipment Routing: Shipments to Regal should be made Freight Collect, except for special situations where freight has been negotiated with a supplier. Please refer to Addendums C & D for Routing Guides 20. Supplier Record Change Requests If information listed on our purchase order is not correct, or if other changes are required to your Regal supplier record, please submit updated information on the supplier record change request located on the Regal Beloit Supplier Internet Site at The request must be submitted to the address listed on the form. To ensure funds are received by you and for protection against phishing attempts by imposters, additional documentation for the following changes must be provided with the change request form: a. Name Change: 1. W9/W-8BEN Country Government Tax Form 2. Official Notification on Company Letterhead signed by a company executive. 3. Notarized Documents are preferred for any supplier name change b. Supplier Payment and Payment Method Changes: 1. Current and New Banking Information 2. Official Notification on Company Letterhead signed by a company executive. 3. Notarized Documents are preferred for any payment or payment method change. Page 17 of 24

18 c. Bank and/or Wire Transfer Changes: 1. Current and New Banking Information 2. Official Notification on Company Letterhead verifying Supplier Bank Account signed by a company executive. 3. Notarized Documents are required for Bank and/or Wire Transfer Changes 4. For China Suppliers Chop is Required d. ACH Change: 1. Confirming document verifying current and new Supplier Bank Account number on company letterhead signed by a company executive. 2. Notarized Documents are preferred. Supplier Contact Updates can also be submitted using the Supplier Record Change Request. Regal wants to maintain accurate Supplier Records and suppliers can help by providing their contact updates When the requested change has been made to your records, confirmation will be sent to the requestor. 21. Regal Contact Information The following phone and fax numbers and addresses are provided for your assistance. Should you have any questions concerning any specific requirements that cannot be addressed by the Material Planner listed on the purchase order, please contact the specific functional area listed. Logistics Regal Logistics Phone: (800) Supplier Development/Supplier Quality James Lee Phone: (937) james.lee@regalbeloit.com Page 18 of 24

19 Accounts Payable Manuel Carrasco Phone: (915) Lisa V. Hamm Phone: (606) Materials Compliance, Conflict Minerals & Restricted Substances Gideon Luginbuhl Phone: (937) Purchase Order Contact PO Contact Name PO Contact Phone Number PO Contact Address Are included on all Regal issued Purchase Orders for your reference Page 19 of 24

20 22. Addendum a. Regal Purchase Order Page 20 of 24

21 b. Packaging Data Sheet Packaging data sheet (PDS) can be found in RBC APQ-PAP Pack, latest revision available at REGAL BELOIT (Reference Regal - Supplier Packaging/Labeling Standards) Regal Part Number PART NAME: PRODUCT DESCRIPTION: DATE: Regal Beloit Contacts PHONE: PURCHASING/SOURCING SUPPLIER DEVELOPMENT MATERIALS / PLANNING FAX: AUTHORIZATION TO SHIP R E G A L PRODUCT ENGINEER PLANT QUALITY Expected Delivery Frequency: (Weekly, Daily, Etc.) Expected Volume of Parts per Delivery: Specific-Special Packaging/Labeling Requirements: I N P U T COMPANY NAME: ADDRESS: Regal SUPPLIER NO.: SUPPLIER'S PACKAGING CONTACT: PHONE: FAX: PART(S) PACKAGED IN SUBPACK OR INTERNAL DUNNAGE DIGITAL PHOTOS SHIPPING PACK PALLET INFORMATION Material: Wood HT Other: ESD Material YES N Size:48" x 48" Other: IF YES, GIVE DETAILS OF PROTECTION USED AND PRECAUTION LABEL PACKAGING PROPOSAL: NEW: YES NO IF NO, REVISION # TO BE IN CONTAINERS RETURNABLE OR EXPENDABLE TOTAL GROSS WEIGHT INCHES or MM NO. OF USED? NEEDED? PACKAGING? (US LBS or KG) LENGTH WIDTH HEIGHT PARTS YES NO YES NO SHIP PACK: Ret Exp IF YES, QUANTITY IF YES, WHAT TYPE OF SUB-PACK: Ret Exp PER BAG? PROTECTION IS USED. SINGLE PART: DIMENSIONS Packaging description Supplier Checklist: 1. Fiberboard compression strength (ECT, Mullen, or VDW 2. Stackup height of shipping pack (sta This packaging/labeling data form shall be filled out completely. 2. All data shall conform to the Regal Beloit Supplier Packaging/Labeling Standards BAR CODE ASSIGNED ID: Sample 3. Submit this form via Mail actual shipping label samples. SUPPLIER SIGNATURE: DATE: 5. Supplier shall be responsible for cleanliness of returnable packaging containers (Note: Individual Regal plants use small variations of this form) PLASTIC BAGS CORROSION PROTECTION S U P P L I E R I N P U T Page 21 of 24

22 c. Shipping and Routing Instructions The most updated revision of the following document can be located at Page 22 of 24

23 Page 23 of 24

24 Form Number Revision: 2 Date: Page 24 of 24