Dear Valued Vendor, Thank you for your cooperation.

Transcription

1 Dear Valued Vendor, Attached is our updated comprehensive Corporate Domestic Routing Guide for Lane Bryant & Catherines new store construction materials. This Routing Guide provides information on Store Construction Materials, Fixtures, Visual, Marketing and Store Operations Supply Orders. This Routing Guide is effective with all orders received beginning December 19, 2013 The purpose of the Routing Guide is to clearly define what our requirements and expectations are in order for you, our valued vendor, to ship and deliver products to Lane Bryant, Lane Bryant Outlet and Catherines new store construction projects and operating retail store locations nationwide. Thank you for your cooperation. 1

2 TABLE OF CONTENTS Introduction Page 3 General Routing Instructions Page 3 Vendor Role Page 4 Shipping To New store Construction Projects Page 4-6 Shipping to Stores That Are Open For Business Page 6 Terms Of Shipment Page 6-10 LTL Shipments Page 10 Truckload / Blanket Wrap Shipments Page Small Package Shipments Page General Packaging Guidelines Page

3 INTRODUCTION This manual is provided as an overview of the basic requirements related to Not for Resale shipments. We require compliance to all requirements. Each section will explain the basic requirements accordingly. Ascena Retail, Inc Transportation Operations will be responsible for establishing routing policies and auditing for adherence to routing instructions on shipments where any of the following brands pay part or all of the freight. LANE BRYANT CATHERINES LANE BRYANT OUTLET We encourage you to make several copies of this document and distribute them to the appropriate individuals within your organization. Please visit our Web site for updates to this manual. If you have specific questions on any section, please contact the individual or specific area of responsibility listed within that section. Ascena Retail, Inc Transportation Operations is the only source authorized to grant exceptions or clarify instructions relative to shipping and routing. Instructions received from any other source whether written or verbal, which deviate from the standard routing/shipping guidelines are not valid and will not be honored unless specifically communicated on the Purchase Order. General Routing Instructions This Routing Guide and the following transportation instructions in this document are solely for Store Construction Fixtures and Materials, Visual Displays, Marketing Materials and Store Operations Materials & Supplies as shipped from third party distribution facilities. In order to maximize efficiency, the instructions in this guide must be followed and the authorized Preferred Carriers must be utilized. In addition to following our Routing Guide, please adhere to the following general guidelines: Provide itemized details for your shipment on all Bills of Lading. Accurate and specific information prevents misdirection of shipments and aids in the tracking process. All cartons and weights shipped on one day from one location to one ship to location must be combined on one master Bill of Lading. Purchase order and carton count by shipment must be on the master Bill of Lading. Ship the goods to the ship to address designated in our purchase order. 3

4 Check our Routing Guide to verify whether the volume you are shipping (by weight or cube) meets the volume trailer load weight requirements. If the volume of your shipment does not meet the volume routing (overweight) requirements, use the preferred carrier for your ship point and weight or carton breaks. Please schedule an appointment with the proper freight carrier at least 3 business days in advance of the date you wish to ship. Any shipment routed via LTL (Less Than Truckload) must not exceed 1000 cubic feet in volume (or use more than 10 pallet positions if pallets have been authorized for your specific shipment). Any charges by a freight carrier exceeding cubic capacity and weight limits will be assessed back to the vendor. As a normal course of business Ascena Retail, Inc does not allow air shipments! They are by exception only and must be authorized by Lane Bryant/Catherines Procurement Department. Unauthorized air shipments may result in a full freight charge back plus an administrative fee. Expedited / Time Critical shipments must be authorized by Procurement. Unauthorized expedited or time critical shipments may result in a full freight charge back plus administrative fees. Do not prepay freight and add charges to the merchandise invoice unless specifically requested by Procurement. VENDOR ROLE - NEW STORE CONSTRUCTION PROJECTS Optimize the overall shipment plan, tender freight to approved carriers. Ship all materials in time to reach final destination on due date as requested by Procurement purchase orders. Follow and adhere to our Transportation Routing Guide instructions for shipping fixtures and materials. Provide packing lists with delivered fixtures and materials and ensure cartons and pallets are properly labeled with name of contents. All packaging must be appropriate & adequate to insure fixtures & materials safely arrive at delivery location Shipping To New Retail Stores Under Construction New store fixtures and materials must ship to the Buyer s store site address as stated on the purchase order document and arrive at store site per the Deliver On date or Need By date as printed on the Buyer s purchase order. Vendor must notify Buyer in the event an unexpected delay of the delivery date is evident. If a Backorder is necessary, Vendor must notify the Buyer immediately and advise new delivery date for the backordered items. Vendors must communicate any changes in delivery dates, contacts, or other pertinent information to the carriers they have scheduled for pick-up. For LTL Shipments, our approved carrier is YRC. Due to our critical and very specific material delivery dates to job sites, we require vendors shipping LTL to always utilize YRC s Time Critical Preferred Group to schedule pick-ups and deliveries. 4

5 Here is your contact for YRC Freight TC Preferred: Hours - Monday - Friday (CST) Phone option 9 ext yrc.preferred@yrcfreight.com For YRC Bill of Lading documents, we require vendors to always including the following information on the BOL document: YRC Time Critical Window Service - Delivery on (date*) between 9am 12pm. (Buyer will inform you if store site conditions require a variance from this delivery window) Lift Gate required (If material(s) weigh greater than 150 pounds. There are no loading docks at our store sites. If a truck arrives at our site without a lift gate, vendors will be charged back the cost of labor to unload the truck) Call job site GC Supervisor 24 hours prior to delivery. (Refer to note C below) *Regarding Delivery on (date). Delivery date is provided to you by Procurement and it will be noted on the purchase orders we send you. If you receive a purchase order without a delivery date, please contact the respective buyer prior to shipping. For Truck Load / Blanket Wrap Shipments, our approved carrier is Ace Worldwide Atlas Van Lines. Here is your primary contact for Ace Worldwide Kathy Louderback Ace Worldwide Atlas Van Lines 311 Water St Spring City, Pa fax direct klouderback@aceatlas.org Backup contact is glouderback@aceatlas.org For Atlas/Ace Bill of Lading documents, we require vendors to always include the following information on the BOL document: Delivery on (date) at 7:30 am Buyer will inform you if store site conditions require a variance from this delivery window. Ramp or Lift Gate Required Call job site GC Supervisor 24 hours prior to delivery C. Call Job Site Supervisor: Site Supervisor contact information is located by project on our SLM website. If you are unable to access SLM, please contact Procurement Buyer. D. UPS Shipments Follow instructions in our the CSI Vendor Manual 5

6 E. Ascena Logistics Assistance Beth Backstrom manages the New Store & Remodel store transportation program for Ascena Retail, Inc and is available to assist should you encounter any issues with scheduling a truck pick-up at your facility. Please include the Buyer on all correspondence with Beth. Beth Backstrom Manager Transportation Operations, Specialized and New Stores Ascena Retail Group, Inc. 200 Heritage Drive Pataskala OH Office: (614) Fax: (614) Cell: Beth.Backstrom@AscenaRetail.com Shipping To Retail Stores That Are Open For Business We have special projects throughout the year that require delivery of materials during store hours. LTL and Truckload/Blanket Wrap Shipments made to any of the operating locations must include the following instructions on the BOL document: Delivery on (date) at 7:30 am Buyer will inform you if store site conditions require a variance from this delivery window Inside Delivery Required. Ramp or Lift Gate Required Call job site Supervisor 24 hours prior to delivery Claims for Loss or Damage Irrespective of the FOB and freight payment terms specified in the Purchase Order, Ascena Retail, Inc will not be responsible for merchandise lost in transit if the instructions contained in the Routing Guide are not followed or a carrier other than one designated in the Routing Guide is used. If the terms are FOB Origin, Freight Collect: The buyer pays the shipment charge, bears the eventual cost of the shipment, owns the goods in transit and files any loss/damage claim. If the terms are FOB Origin, Freight Prepaid: The seller pays the shipment charge and bears the eventual cost, but the buyer owns the goods in transit and files any loss/damage claim. TERMS OF SHIPMENT Ascena Retail, Inc requires all vendors to comply with the requirements set forth in the Routing Guide. Failure to follow these instructions will serve as your agreement to absorb all of the freight plus an administrative fee. FOB Destination 6

7 All shipments which are shipped against a Purchase Order with the FOB terms of Destination must be shipped freight prepaid. FOB Destination terms will require the vendor to be responsible for all in transit losses and damages. FOB Vendor Origin All shipments which are shipped against a Purchase Order with the FOB terms of Vendor (Origin) must be shipped freight collect 3 rd Party Billing. If is to pay any portion of the freight charges, you must ship collect 3 rd Party Billing with carrier(s) named in the Routing Guide unless otherwise authorized by Strategic Procurement or Transportation. DATA INTEGRITY IS CRUCIAL TO OPERATIONS. IT MINIMIZES MISDIRECTION OF FREIGHT AND ENABLES PROPER TRACKING OF SHIPMENTS. Bills of Lading A separate bill of lading is required for each shipment. We encourage our vendors to use VICS BOL (sample below for reference). The bill of lading for each purchase must contain the following information. Complete Supplier Name & Shipping Address Carrier Name Carrier Freight Bill Number (AWB or Pro#) Time Critical Number (if applicable ) In the Additional Shipper Info field of the Customer Order section of the BOL, put the Accounting String (found on Purchase Order): Purchase Order Number GL Account # Activity Code e.g LBREL4772 Consignee s Name and Address Terms of Shipment Merchandise Description Separate Description of each Commodity Item / Part Number Ship Date Store Number (s) Total Number of Cartons Shipped per Purchase Order Total Quantities by Part number Total Weight Total Cartons Cube/Density of Shipment Total Number of Pallets (if palletized) Total Carton Count per Skid (if applicable) Seal Number (applicable to volume shipments only) A BOL (Bill of Lading) must accompany all shipments. Failure to include all required information as described may result in a chargeback of freight. 7

8 Name: Address: City/State/Zip: SHIP FROM SHIP TO BILL OF LADING FOB: Name: Location #: Address: City/State/Zip: FOB: THIRD PARTY FREIGHT CHARGES BILL TO: Name: Address: Bill of Lading Number: BAR CODE SPACE Page CARRIER NAME: Trailer number: Seal number(s): SCAC: Pro number: BAR CODE SPACE City/State/Zip: Freight Charge Terms: (freight charges are prepaid unless marked otherwise) SPECIAL INSTRUCTIONS: Prepaid Collect 3 rd Party (check box) Master Bill of Lading: with attached underlying Bills of Lading CUSTOMER ORDER NUMBER CUSTOMER ORDER INFORMATION # PKGS WEIGHT PALLET/S ADDITIONAL SHIPPER INFO LIP (CIRCLE ONE) Y N LBREL4772 Y N Y N Y If you N do not have the Activity Code, Y please N contact your Procurement GRAND TOTAL Buyer. CARRIER INFORMATION HANDLI NG UNIT PACKAGE COMMODITY DESCRIPTION LTL ONLY Q T Y TYP E QTY TYP E WEIGHT H. M. (X) NMFC # Commodities requiring special or additional care or attention in handling or stowing must be so marked and packaged as to ensure safe transportation with ordinary care. See Section 2(e) of NMFC Item 360 CLAS S GRAND TOTAL Where the rate is dependent on value, shippers are COD Amount: $ RECEIVING STAMP SPACE 8

9 required to state specifically in writing the agreed or declared value of the property as follows: The agreed or declared value of the property is specifically stated by the shipper to be not exceeding Fee Terms: Collect: Prepaid: Customer check acceptable: per. NOTE Liability Limitation for loss or damage in this shipment may be applicable. See 49 U.S.C (c)(1)(A) and (B). RECEIVED, subject to individually determined rates or The carrier shall not make delivery of this contracts that have been agreed upon in writing between shipment without payment of freight and all the carrier and shipper, if applicable, otherwise to the other lawful charges. rates, classifications and rules that have been established by the carrier and are available to the shipper, on Shipper Signature request, and to all applicable state and federal regulations. SHIPPER SIGNATURE / Trailer Freight Counted: CARRIER SIGNATURE / DATE This is to certify that the above named materials are properly classified, described, packaged, marked and labeled, and is in proper condition for transportation according to the applicable regulations of the U.S. DOT. Loaded: By Shipper By Driver By Shipper By Driver/pallets said to contain By Driver/Pieces PICKUP DATE Carrier acknowledges receipt of packages and required placards. Carrier certifies emergency response information was made available and/or carrier has the U.S. DOT emergency response guidebook or equivalent documentation in the vehicle. Property described above is received in good order, except as noted. Truck Driver Hours of Service The FMCSA (Federal Motor Carrier Safety Administration) released new regulatory requirements pertaining to Hours of Service for truck a driver which was updated as of December The major area of concern for Ascena Retail Inc and its vendor partners is that all driver activities (such as loading, waiting on paperwork, counting cartons, etc.) now count as on the clock time. The new rules also decrease the driver s total allowed consecutive work hours by one and do not allow off the clock time, as before. Due to the resulting loss of driver productivity, carriers have increased accessorial charges for (but not limited to) loading, unloading, driver detention, etc. There is also the possibility that a carrier may refuse to pick up freight from a particular shipper (vendor) if that company has a history of consuming too much of the driver s allotted time relating to those non-driving tasks. Ascena Retail, Inc shipping standard is and remains shipper s load and count (SLC). It is incumbent upon the vendor to prepare shipment prior to carrier arrival in order to facilitate the efficient loading and dispatch of carrier. 9

10 Any and all accessorial fees related (but not limited) to excessive loading time, driver detention, missed or delayed appointments, driver loading and/or counting, etc. will be charged back to the shipper. Rest assured, Ascena Retail, Inc will continue to negotiate with each of our preferred carriers to receive as much free loading time as possible and to keep the fees as low as possible. Vendors who do not cooperate may place themselves in a situation where they will be required to ship the goods at their own expense with their own carriers. With your cooperation, we hope to avoid that potential outcome LTL Shipments An LTL shipment is any shipment less than 7500 pounds, does not exceed 1000 cubic feet or under 10 pallet positions. Please refer to the chart below. Shipments must move as Prepaid Bill 3 rd Party and bill of lading should read as follows Charming Shoppes, Inc State Road Bensalem, PA Attention: Supply Chain Finance Department When making shipments by common carrier (LTL) it is incumbent upon the vendor to track delivery to destination. LTL shipments must be packaged and/or palletized in such a way as to prevent damage in transit. Mark BOL with special instructions (see pages 4-6) and/or as outlined on the Purchase Order. In the Additional Shipper Info field of the Customer Order section of the VICS BOL, put the project Accounting String (located on Purchase Order document): o Purchase Order Number o GL Account # o Activity Code e.g LBREL4772 Not sure what kind of shipment you have? Small Package - if Yes to all: Less than 150 pounds per package? Less than 150 pounds total? All packages are Less than 108" (9 feet) long? If No to any of the above, check: Less than Truckload - if Yes to all: More than 150 pounds, or too large for Small Package? Less than 7,500 pounds? Less than 10 pallets (40"x48" pallets) or 10 pallet positions if using oversized pallets? Less than 1,000 cubic feet? If No to any of the above, check: Truckload - if Yes to any: More than 7,500 pounds? More than 10 pallet's (40"x48" pallets) or 10 pallet positions if using oversized pallets? More than 1,000 cubic feet? 10

11 Please refer to the LTL Transit Matrix when scheduling a pick up with Ascena Retail, Inc designated LTL carrier. Please access the transit matrix via the YRC link below.. r.displaypublicservicedayscontroller&destination=/rexservicedays/servicedayspublic.jsp&error DESTINATION=/rexservicedays/serviceDaysPublic.jsp Please note: Do not include the ship day and the delivery day in your calculations. Truckload Shipments Truckload shipments are greater than 7500 pounds, over 1000 cubic feet and more than 10 pallet positions. Please refer to the TL Transit Matrix when scheduling a pick-up with Ascena Retail, Inc designated TL carrier. All requests for volume routing must be made three business days prior to the shipment available date. Any request for volume routing not received 3 business days prior to the shipment available date may result in vendor chargeback. All routing requests received after 2:00 PM Eastern Standard Time will be considered received as of the following business day. All volume shipments must have a seal placed on the trailer by the vendor at time of completion of loading. The seal number must be recorded on the bill of lading. The Accounting String applies to Truckload shipments and must be noted on the BOL as well. Using Straight BOL Short Form put project Accounting string in the Commodity Description field Using VICS BOL put project Accounting string in the Additional Shipper Info field Truck load carriers require 72 hour advanced notice when scheduling a pick up Truckload / Blanket Wrap Service Shipments The Vendor and Procurement along with Ascena Retail, Inc Transportation Operations will determine when Blanket Wrap services are required. Once the decision to ship Blanket Wrap is finalized, the vendor will contact Ascena Retail, Inc approved Blanket Wrap carrier(s) to arrange pickup at least three (3) business days prior to shipment availability. Vendor will be held responsible for all tracking and delivery confirmations if required. Ascena Retail, Inc Approved Blanket Wrap Carrier Contact Information: Atlas / Ace Worldwide Moving & Storage Phone# Fax# Contact: Kathy Louderback klouderback@aceatlas.org Gary Louderback glouderback@aceatlas.org 11

12 NOTE: When booking loads via blanket wrap service the Activity Code must be clearly stated on all documentation. This number is found on the purchase order document. If you do not have the Activity Code please contact the Buyer Small Package Shipments Ascena Retail Group, Inc and stores operating as Lane Bryant, Inc and Catherines has selected UPS as its exclusive parcel carrier. Shipments that have a combined weight of less than 150 pounds and are within the size restrictions (defined below in Dim weight & oversized cartons) are to be shipped via UPS Ground Service only using our Account. Please CSILogistics@charming.com for the account number to be used. When filling out small package shipping labels, it is important that you utilize UPS Campus Ship (there is an additional charge if the vendor uses shipping labels outside of UPS Campus ship) and complete the To (Company) field on the UPS shipping label with the store number (ex. Lane Bryant #4772). This information should be supplied as Ship To on the first page of the Purchase Order. DO NOT include freight on invoice. All unauthorized freight charges using our vendor billing account numbers will result in a chargeback to your company. CSI requires that all shipments be shipped via Ground service unless expressly approved by Procurement or Transportation for expedited service. Written request to Procurement is required for any approved exceptions. When making shipment by parcel carrier it is incumbent upon the vendor to track delivery of shipments to destination. Dimensional Weight and Oversized Cartons Note: Refer to UPS's Rate and Service Guide for additional information on measuring irregularly shaped packages. Calculate the package dimensions (Dim). Dim = L x W x H If the Dim is under 5184 the package will be charged the actual weight If the cubic size of the package in inches is 5,184 or larger, divide the cubic size by 166 to determine dimensional weight in pounds. The package is charged by the dim weight or the actual package weight whichever is greater. You must then calculate package measurement = 2H + 2W + L Large Package Surcharge: A shipment is considered a Large Package when the package measurement is over 130 inches in length plus girth (2 x width) + (2 x height) combined exceeds 130 inches, but does not exceed the maximum UPS package size of 165 inches. A Large Package is subject to a minimum billable weight of 90 lbs. You must have approval by the Procurement and Transportation prior to shipping Large Package cartons There is an Additional Handling charge if the longest side of the package exceeds 60 or its second-longest side exceeds 30. An Additional Handling charge will not be assessed when a Large Package Surcharge is applied. In order to maintain adequate lead time to ensure on time delivery please refer to the Ground Transit Map on page 13, or view current map on the UPS web site. 12

13 DOMESTIC GROUND TRANSIT MAPS Origin: Bensalem, PA Origin: Los Angeles, CA

14 GENERAL PACKAGING INSTRUCTIONS Carton Label/Markings CSI requires that each piece of your shipment regardless of whether there are individual packages or pallets be labeled. The information must be on the small end of the carton. The markings must be as follows: ship to address, purchase order number, Part number, description of item, store number if applicable, number of cartons. From: Please refer to diagram below and additional Label Placement guidelines on page 19. Address City, State, Zip To: Address City, State, Zip Part # Description Carton 1 of 20 PO# Store# (if applicable) Labels must be a minimum of six (6) inches high and four (4) inches wide. Handwritten carton markings and labels are not permitted. Part Number and purchase order numbers must be in bold print and be a minimum of 20 point font and must be consistent with detail provided on packing list. Store number when applicable must be in bold print and be a minimum of 30 point font. Vendor/shipper name and address should be on the carton label. Each carton label must be affixed to the carton in such a manner to withstand the normal transit wear and tear. Carton Requirements Cartons should be securely sealed with 3 tape seal or equivalent. Packed carton must not exceed 60 pounds. Label Placement Crates 14

15 Rolls Coils (needs label) Bags Pails Bales Reels Rugs or Carpets Boxes Bundles Indicates label placement. General Packing Procedures All breakable products must be adequately packaged to prevent breakage during transit. Any merchandise received broken due to inadequate packaging will be deducted from the invoice. New Stores Cross Dock Packaging Requirements No skid overhang (No exceptions). Black stretch film required on all pallets, in addition to the clear stretch film. Stretch film gauge must be 80MM or greater and wrapped around the entire package multiple times. Pallets To maximize carton strength, align cartons on the pallet vertically as shown. Secure cartons/goods to pallet with banding (No wire/metal banding allowed under any circumstance), stretch-wrap, or breakaway adhesive. Stack cartons squarely on the skid with no overhang. Up to 32 percent of the shipping container s stacking strength is lost when cartons overhang. For easy access, the carton labels must be placed facing out on the pallet. Porcelain tile must be delivered on standard 40x48 or 48x48 pallets. The pallets must be in good condition to withstand transit and material handling equipment. Total weight of each pallet is not to exceed 2,000 lbs. If goods are shrink wrapped Insert packing slips into a removable pouch and place it on the outside of the stretch wrap for easy access. 15

16 Packing List All vendors are required to tender two (2) detailed, legible packing lists with each Purchase Order shipment at the carton level. Packing list must contain the following information: Shipper s Name & Address Consignee s Name and Address Part Number Purchase Order Number Brand Name and Store Number Units and cartons per part number Total Cartons Total Weight Insert packing slips into a removable pouch and place it on the outside of the lead carton. The packing list pouch must be placed on the same side of the carton as the carton label. Indicate lead carton on all six sides of the carton. Packing lists pouches must be affixed to cartons in such a fashion as to withstand the normal transportation movement. If routing dictates that the order is to be shipped via parcel carrier or overnight carrier, a packing slip is required on the outside of EACH separate carton. If you ship full trailer loads, the lead carton(s) should be the last carton(s) placed on the truck for easy access at our dock. A second copy must be included with the carrier s paperwork to be hand delivered to our receiving department or authorized consolidator. 16