Standard Logistic Requirement Specification

Transcription

1 Standard Logistic Requirement Specification For the HBPO Group worldwide Version /2017 [Source: Page: 1 of 43

2 Version Date Author Remarks Anja Sprenger Michael Blochwitz Michael Blochwitz Michael Blochwitz Nicole Urban Nicole Urban Creation of version 001 European and American Version combined, system days diagram changed Update of LO Team table in appendix 11.1 Update of links in chapter 1 and , update of Incoterms in chapter 2, update of LO Team Table in appendix 11.1 Update of links in chapter 1 and , update of LO Team Table in chapter 11.1, update VDA versions, update corporate design Michael Blochwitz Addition of chapter 7.3 Martin Jungius Update of the complete document Michael Brandt Update Chapter 4 Page: 2 of 43

3 Inhaltsverzeichnis 1. General Delivery concept Variations overview Packaging Returnable packaging Disposable packaging provided by the supplier Delivery Schedules / Call-Offs Delivery schedules and/or short term call-offs Kanban Sequence Call-Offs Delivery and stock controlled by supplier Calculation of the logistic costs Packaging Agreement packaging Returnable and disposable packaging Returnable packaging Disposable packaging Overseas packaging Storage of packaging / empties Container Labelling - Guideline for logistic label Introduction and general information Description of data elements and label VDA AIAG B Printing Affixing the label Affixing the label at large load carrier Affixing the label at containers [small load carrier (KLT)] Affixing the label at mixed load carrier Barcode symbologies Code format Code density and dimension Printing and quiet zones Linear bar code symbol print quality Examples Change Management Delivery papers Delivery note CMR waybill / Bill of leading Customs papers Information flow Communication supplier HBPO EDI Production- and Material release Receipt of goods Transport Special trip Emergency concept Page: 3 of 43

4 1. General This Standard Logistic Requirement Specification defines the requirements of HBPO to the supplier to secure the process of the supply chain. It is valid together with the main delivery contract. The current version can be downloaded from: 2. Delivery concept The delivery to HBPO is based on agreements stated in the General Logistic Agreement respectively in the delivery contract. Example: DDP 2 a 1 Deliverycondition DDP DDP according to Incoterms 2010 Delivery cycle 2 Delivery every 2 days Packaging a Returnable special container, provided by the supplier Production call-off 1 call off andor short term call-offs HBPO has the right to change the terms of delivery within a one month notice. 2.1 Variations overview Terms of delivery short form Description Delivery condition FCA FCA according to Incoterms 2010 DAT DAT according to Incoterms 2010 DAP DAP according to Incoterms 2010 DDP DDP according to Incoterms 2010 CIF CIF according to Incoterms 2010 FOB FOB according to Incoterms 2010 Delivery cycle 0 Several times per day 1-n Delivery every 1-n working-days Packaging a Returnable special container, provided by the supplier b Returnable special container, provided by HBPO Page: 4 of 43

5 c d f Returnable standard container, provided by HBPO Returnable standard container, provided by the supplier Disposable packaging provided by the supplier Production call-off 1 Delivery schedules and/or short term call-offs 2 Kanban 3 Sequence call-offs 4 Delivery and stock controlled by supplier 2.2 Packaging Returnable packaging The process of agreement regarding packaging and container purchasing as well as the logistical processes are described in chapter Container volume The quantity of the required returnable packaging needs to be calculated and agreed between the supplier and HBPO. The calculation bases on the container loop days according to the following overview: Basis of the calculation is the average use of containers per day. It is calculated by dividing the average number of parts by the working days per year (approx. 240, can vary by location). Page: 5 of 43

6 daily part usage annual volume usage in % parts working days per year per module The needed containers per day are calculated by dividing the average daily parts demand by the container content. container use per day Returnable special container, provided by the supplier daily part usage parts per container The supplier has to pay the costs for purchasing the container for the whole process. The investment has to be stated as a part of the logistic cost price with the defined values (allocation, imputed interest, maintenance). Container demands due to requirements in the production of the supplier, e.g. lot sizes, are not part of the logistic costs, but have to be stated as part of the price per piece Returnable special container, provided by HBPO HBPO has to pay the costs for purchasing the container for the whole process. Container demands due to requirements in the production of the supplier, e.g. lot sizes, are not part of the logistic costs, but have to be stated as a part of the price per piece and be paid by the supplier. HBPO transfers the information about the supplier of the containers to the supplier of the parts and offers him to use the same conditions for the purchasing of containers as HBPO Returnable standard container, provided by HBPO HBPO has to pay the costs for purchasing the container for the whole process. Container demands due to requirements in the production of the supplier, e.g. lot sizes, are not part of the logistic costs, but have to be stated as a part of the price per piece and be paid by the supplier. HBPO transfers the information about the supplier of the containers to the supplier of the parts and offers him to use the same conditions for the purchasing of containers as HBPO Returnable standard container, provided by the supplier The supplier has to pay the costs for purchasing the container for the whole process. The investment has to be stated as a part of the logistic cost price with the defined values (depreciation, imputed interest, maintenance) Disposable packaging provided by the supplier The costs for the disposal of the disposable packaging have to be proportionally paid by HBPO and the supplier. They have to be stated in the logistic cost calculation. For further guidelines see Chapter 3 Packaging. Page: 6 of 43

7 2.3 Delivery Schedules / Call-Offs Delivery schedules and/or short term call-offs HBPO is ordering parts by delivery schedules and/or short term call-offs at the supplier. The standard data transfer takes place by EDI using the VDA-Standard or EDIFAC. transfer can be used as an alternative. HBPO`s delivery schedules dates indicate the arrival date at the HBPO plant. The supplier has to take into account bank holidays of countries between origin and destiny in order to keep those delivery dates Kanban The call-offs of the parts are oriented on the consumption transferred via EDI. Additional a delivery schedule and/or short term call-off can be generated by HBPO and can be sent to the supplier. These data are only for information and planning purposes, the Kanban call-off deletes the delivery schedule and/or short term call-off. In case of using a Kanban-process this needs to be discussed and individually agreed between the supplier and HBPO Sequence Call-Offs An additional delivery schedule and/or short term call-off is generated by HBPO and sent to the supplier. These data are only for information and planning purposes. The sequence call-off deletes the delivery schedule and/or short term call-off. The deliveries have to be in sequence. The parts have to be marked according to the sequence. A detailed description of the sequence process will be performed within the project and documented in a JIS-Supply- Document Delivery and stock controlled by supplier The supplier is able to inspect the stock of his goods at HBPO. It is the supplier s responsibility to supply the HBPO plants. For every HBPO plant, HBPO and the supplier agree a minimum stock level for all different parts. This process need to be discussed and individually agreed between the supplier and HBPO. 2.4 Calculation of the logistic costs Base for the decision of the delivery condition is the examination of the logistic costs calculation form filled in by the supplier (HBPO-F-053). It is not allowed to mention costs twice. For example: Is a supplier nominated by the OEM and it was agreed that the disposable packaging is part of the piece price, this has to be stated in written form in the logistic costs calculation. Definition: The piece price contains all internal logistic effort of the supplier. Affected are efforts for the internal material and information flow including effort for packing the parts into the containers and for loading the trucks. Page: 7 of 43

8 Content of the logistic costs are Costs for container Transport costs Toll costs Further costs starting at the ramp of the supplier e.g. customs duty The different parts of the logistic costs have to be stated separately in the logistic cost calculation by the supplier. The owner of the containers is responsible for the maintenance of the containers. Containers purchased by the supplier need to be allocated into the piece price. The allocation has to be done according to the specifications in the logistic costs calculation form for the period of amortization, imputed interest and maintenance. 3 Packaging 3.1 Agreement packaging The pre-definition of the packaging is done in 7 steps: 1 development of the packaging concept by the parts supplier or HBPO 2 release of the packaging concept by HBPO 3 build-up prototype container 4 review of the prototype container by HBPO and the parts supplier 5 release of the prototype by HBPO 6 handover drawings (and 3d-data) 7 production and delivery of the series container steps 3 6 are relevant for special containers only The decision if the part supplier or HBPO will be responsible for the containers is made by HBPO. The container dimensions need to be optimized according to the maximum transport volume. A packaging instruction will be created by HBPO and agreed between the parts supplier and HBPO. Deliveries not matching the agreed packaging instruction will cause additional costs for handling, processing, etc. which will be charged to the supplier. 3.2 Returnable and disposable packaging General HBPO prefers the use of returnable packaging. Because of economic reasons the use of disposable packaging is allowed prior agreement of HBPO. Page: 8 of 43

9 EUROPE Accepted gross weights: small cardboard box / small load carrier < 15 kg, handling unit/pallet < kg. If the supplier uses pallets with the dimensions mm x 800 mm, he has to make sure only to use exchangeable euro-pallets. The supplier is responsible only to use undamaged and useable euro-pallets according to the rules of the European Pallet Association ( NORTH AMERICA Accepted gross weights: small cardboard box / small load carrier < 33 lb, handling unit/pallet < lb. The supplier should use pallets with the standard dimensions 48 x 45. The supplier is responsible only to use undamaged and useable pallets. In order to avoid problems in the warehouse and during the transport it is not allowed to exceed the outer dimensions of the pallet. The top layer of each pallet has to be a plane surface. The content of the containers has to be protected against contamination e.g. by using a cover plate, cardboard boxes/containers with cover or covering sheets for special containers. The containers of a handling unit have to be protected against movement by using plastic ribbons made out of PP or shrink wrap. It is not allowed to use metal bands. If the container/cardboard boxes can be damaged, edge protections have to be used. Cleaning is in the responsibility of the supplier Returnable packaging The management of the returnable container stock has to be taken care of by HBPO and the supplier. A balance of the empties stock account between HBPO or a third person which is ordered by HBPO and the supplier has to be done monthly. Complaints need to be placed within 14 calendar days at the responsible HBPO container management, otherwise the account is accepted. Differences have to be actively solved by the supplier, with support of the HBPO container management. Missing items will have to be paid by the responsible party on the base of the replacement value Standard containers HBPO prefers the use of standard containers. Because of quality reasons the use of special containers is allowed prior agreement of HBPO. EUROPE The supplier should preferably use containers according to VDA 4500 (KLT-system). Alternatives to the VDA- System have to be agreed upon with HBPO Special containers For details please see: HBPO-F-084 Specification Sheet Special Containers which can be downloaded from: Page: 9 of 43

10 3.2.2 Disposable packaging The use of disposable packaging is allowed prior agreement of HBPO. The costs for the disposal have to be paid by HBPO and proportionally by the supplier. The following basic standards have to be fulfilled by the disposable packaging: Parts protection Easy handling Handling units must be stackable at least twice Easy part picking Protection against humidity Optimized content Recyclable cardboard is the preferred material for disposable packaging. The use of composite materials is not allowed. The supplier has to ensure an easy recycling of the disposable packaging. 3.3 Overseas packaging Standard packaging for oversea shipments is either a wooden box or a pallet handling unit consisting of cardboard boxes. The design of the packaging has to seek for an optimal use of the transport space in a standard sea container (20 ft or 40 ft). The packaging must be stackable at least twice and need to protect against mechanical damage. The packaging has to be developed for a 4-weeks sea trip with containers on deck and additional 2 weeks forerun plus 2 weeks off-carriage. The supplier has to take steps against intruding humidity (e.g. use of drying agent). If wooden packaging is used, the supplier has to follow the IPPC-Standard. This standard requires treatments by approved proceedings, e.g. heat treatments (marking HT). The correct treatment has to be documented with markings on two opposite sides according to the IPPC-Standard. Additionally, wooden boxes have to meet juridical basic principles of the importing country, independent of the arrangements of this specification. The supplier has to consider all valid changes of the IPPC-Standards or changes of the legal basic principles in the different countries. 3.4 Storage of packaging / empties Packaging / empties need to be stored inside the production-hall or warehouse, but minimum stored in an area where it is protected from the elements, e.g. under a canopy. Page: 10 of 43

11 4 Container Labelling - Guideline for logistic label 4.1 Introduction and general information This specification provides guidelines for shipping/parts identification label, packing instructions, affixing instructions as well as general information based on the «VDA Transport Label (VDA 4902 version 4) document». The aim of this specification is to improve the productivity and controls at suppliers and HBPO manufacturing plants, by allowing effective and efficient capture of data for production counts, warehouse input/output, forwarding, freight transfer control, receiving and other inventory controls. Strict adherence to this specification will benefit both suppliers and HBPO manufacturing plants. This document is valid for all suppliers and subcontractors delivering to any HBPO automotive plant worldwide. Unless no other agreement between the supplier and the receiving HBPO plant is made this specification must be met. Basically, the supplier is responsible for the condition of goods, including large load, mixed load and small load carriers (containers), as also for the condition of supplies in general and of shipping label especially. Moreover most important is the compliance of accepted guidelines as the VDA, ODETTE and AIAG provides. 4.2 Description of data elements and label The packaging units must be clearly labelled according to the guidelines of the VDA 4902 version 4 label or AIAG B-10. The minimum required data elements on the label are listed below. Details about the label specifications can be obtained from the VDA or AIAG organisation VDA Data elements The following data elements are identical for both label (large load carrier and small load carrier label). Field contents: - Left-aligned, also the barcodes ( Quiet Zone ) - No leading blanks or zeros - No following blanks within the barcode Page: 11 of 43

12 No Field name / date element Barcode identifier Mandatory Barcode Remarks (1) Receiver Yes No Name and location of receiver (2) Dock-Gate Yes No Location where the goods have to unloaded at the customer plant (3) Advice note no (4) Supplier address (N) Yes Yes Delivery note number Yes No Name, plant, postal code and town of supplier (5) Net weight No No Net weight of packaging unit w/o packaging to which the label belongs [kg] (6) Gross weight No No Gross weight of packaging unit including packaging to which the label belongs [kg] (7) No boxes Yes No Number of delivered packaging units per delivery note or delivery (8) Part no (P) Yes Yes Part number given/used by HBPO (9) Quantity (Q) Yes Yes Quantity of the part per packaging unit (10) Description Yes No Description of the delivery (e.g. part description) (11) Supplier part no (30S) No No For supplier use or for agreed information (12) Supplier (V) Yes Yes Supplier no. given by HBPO (13) Date Yes No Production or shipping date (14) Engr. change No No Engineering change number for this part (15) Serial no (S, M, G) Yes Yes Unique number per packaging unit from the supplier. It shall be a unique no. per year with 15 digits. (16) Batch no (H) Yes Yes Batch number of the supplier. Only one batch per delivery note no. (17) Supplier address (long) No No Name, plant, postal code and town of supplier Page: 12 of 43

13 Large load carrier label The large load carrier label consists of two organizational parts : Form-part with transport information (upper part) Form-part with production information (lower part) Example below (dimensions in millimetres): The preprint format is DIN A5 diagonally with the proportion of 210 x 148 mm. It optional can be used as tag, adhesive label or document in support. According to circumstances, following specifications of paper quality should be considered: Tag = ca g/m² Adhesive label = ca. 80 g/m² Document in support = ca g/m² g/m² *) o Carrier material = ca g/m² g/m² o Evidence material = ca. 80 g/m² Paper = White, machine-glazed, moisture-resistant Adhesives = Permanent, moisture-resistant *) For the use of laser printers Page: 13 of 43

14 When using a goods the space for the punched holes should be considered. Example: Page: 14 of 43

15 Container label [small load carrier (KLT)] As main goods-tag shall be used the pre-printed form as shown in the figure above. In combination with the container system (VDA 4500) the main goods tag can be used as a secondary goods label, if the label pocket allows. Folding of goods label is not allowed. If it s not possible to use the label without folding them, the container label as shown below should be used. The format of the VDA Transport Label for container is 210 x 74 mm. The label paper must be white with black printing, with minimum (Print Contrast) PCS=75. To minimise the risks of distortion it is recommended that label paper is 160 g/m² and weather-resistant. The label must be durable enough to ensure readability at its destination. Example below (dimensions in millimetres): Page: 15 of 43

16 Example: Page: 16 of 43

17 Mixed load carrier label Typically, «mixed load carriers» are pallets, loaded with cartons or containers [small load carrier (KLT)], also shown in chapter 4. If a mixed goods pallet gets labelled, large load carrier label with the corresponding signification (explained below) for the pallet and also the small load carrier label for the containers shall be used. Large load carrier label with corresponding signification (G or M) Small load carrier label with signification (S) Page: 17 of 43

18 Organisation Type of consignment Information on the goods tag Barcode identifier With sub-packaging and different part no = Mixed consignments (mixed shipment mixed goods) (3) Advice note no (N) Yes (8) Part no (P) No G With sub-packaging and same part no = Master goods label (main goods tag) (3) Advice note No (N) Yes (8) Part no (P) Yes M One package without sub-packaging = Slave goods label (normal case) (3) Advice note no (N) Yes (8) Part no (P) Yes S Page: 18 of 43

19 Examples: Large load carrier label to be used where a number of packages with different part numbers are loaded within the same transport unit. The fields of part number and quantity left blank. Each package (container/small load carrier) must be labelled with a small load carrier label. Large load carrier label type G for mixed consignments (mixed shipment mixed goods) on the pallet: Page: 19 of 43

20 Large load carrier label to be used where a number of common packages with the same part numbers are loaded within the same transport unit. The quantity field contains the sum of the quantities within all the packages. Each package (container/small load carrier) must be labelled with a small load carrier label. Large load carrier label type M for equal goods on the pallet: AIAG B Data elements The following data elements are identical for both label (large load carrier and small load carrier label). Field contents: - Left-aligned, also the barcodes ( Quiet Zone ) - No leading blanks or zeros - No following blanks within the barcode Page: 20 of 43

21 No Field name / date element Barcode identifier Mandatory Barcode Remarks (1) Receiver Yes No Name and location of receiver (2) Dock-Gate No No Location where the goods have to be unloaded at the customer plant (3) Advice note no (4) Supplier address (K) Yes Yes Delivery note number Yes No Name, plant, postal code and town of supplier (5) Net weight No No Net weight of packaging unit w/o packaging to which the label belongs [kg] (6) Gross weight No No Gross weight of packaging unit including packaging to which the label belongs [kg] (7) No boxes No No Number of delivered packaging units per delivery note or delivery Page: 21 of 43

22 (8) Part no (P) Yes Yes Part number given/used by HBPO (9) Quantity (Q) Yes Yes Quantity of the part per packaging unit (10) Description Yes No Description of the delivery (e.g. part description) (11) Supplier part no (30S) No No For supplier use or for agreed information (12) Supplier (V) Yes Yes Supplier no. given by HBPO (13) Date Yes No Production or shipping date (14) Engr. change No No Engineering change number for this part (15) Serial no (3S, 4S, 5S) Yes Yes Unique number per packaging unit from the supplier. It shall be a unique no. per year with 15 digits. (16) Batch no (H) No No Batch number of the supplier. Only one batch per delivery note no. (17) Supplier address (long) No No Name, plant, postal code and town of the supplier Mixed load carrier label Typically, «mixed load carriers» are pallets, loaded with cartons or containers [small load carrier (KLT)], also shown in chapter 4. If a mixed goods pallet gets labelled, large load carrier label with the corresponding signification (explained below) for the pallet and also the small load carrier label for the containers shall be used. Organisation Type of consignment Information on the goods tag Barcode identifier With sub-packaging and different part no = Mixed consignments (mixed shipment mixed goods) (3) Advice note no (N) Yes (8) Part no (P) No 5S With sub-packaging and same part no = Master goods label (main goods tag) (3) Advice note No (N) Yes (8) Part no (P) Yes 4S One package without sub-packaging = Slave goods label (normal case) (3) Advice note no (N) Yes (8) Part no (P) Yes 3S Page: 22 of 43

23 4.3 Printing HBPO recommends the use of bar-coding software and hardware, which allows flexibility in label generation. Printers shall produce label that meet VDA specifications and tolerances. Thermal printers and laser printers are strongly recommended. Dot matrix printers should not be used as bar-coded data can become skewed. Also, using EDI will make the data collection process much smoother as most of the data required is sent to the supplier via this method. For the small load carrier (container) label it is possible to use the same printer that is used for printing the main goods tag label (210 x 148 mm) without changing paper, two possibilities: Print out of two small label on the DIN A5 print area and then cut to a height of 74 mm. Print out one small label on the lower half of the DIN A5 print area and then fold in half to a height of 74 mm. The upper half is not printed. Examples: Page: 23 of 43

24 4.4 Affixing the label Basically, the affixing (quantity, placement and kind) has to be arranged bilateral. However, a horizontal placement of the label is regular. Moreover the corresponding container and box devices (clipboard, map pocket, ) should be used. Some examples for right placement and affixing are shown below. When a new tag gets fixed, the surface should be sanitized (do not use old good tags). Self-adhesive labels are not allowed for reusable packages Affixing the label at large load carrier Examples: adhesive dots Page: 24 of 43

25 adhesive dots Map pocket Page: 25 of 43

26 4.4.2 Affixing the label at containers [small load carrier (KLT)] The VDA Transport Label for containers (small load carrier) fits precisely into the small load carrier holders (label pockets). The label must be inserted into the label pockets and secured against loss (e.g. by adhesive dots). Example: adhesive dots Page: 26 of 43

27 4.4.3 Affixing the label at mixed load carrier As described above, the mixed load carrier is a pallet with cartons or containers (small load carriers). If containers are used for packaging, the corresponding label (large load carrier label type G or M) must be placed in a transport label holder. If cartons are used, the corresponding label also can get stuck. Always essential is the position of the label(s), which shall be positioned in order that the label(s) are visible and readable. Moreover, the label(s) must be suitable for voucher reading. Straps are not allowed to cover the bar codes. Examples: Page: 27 of 43

28 Use lids and straps Page: 28 of 43

29 Page: 29 of 43

30 4.5 Barcode Symbologies Code format VDA 4902, Version 4 to be used barcode identification: FACT = Federation of Automatic Coding Technologies No (Field) Data element as Barcode Barcode-identifier FACT-Standard (3) Advice Note No (N) -- (8) Part No (P) FACT (9) Quantity (Q) FACT (11) Supplier Part No (30S) FACT (12) Supplier (V) FACT (15) Serial No (S, M, G) -- (16) Batch No (H) FACT Basic requirement for the barcode is the use of code 39. In doing so, all 44 signs of code table 39 are allowed. The format of each element of barcode is a start character followed by the data identifier followed by the data and a stop character. The data identifier identifies the data element, and is obviously essential when more than one element of data is being scanned. It is omitted from the human readable characters but is printed to the right of the title for each data field. Page: 30 of 43

31 4.5.2 Code density and dimension The bar heights must be approx. 13 mm for large load carrier and 6 mm for small load carrier. For each bar code symbol, the average width [X] of the narrow elements must be within the range of: [X] = 0.33 ± 0.11 mm to 0.43 ± 0.15 mm The ratio of the nominal width of the wide elements to the nominal width of the narrow elements must be 3:1 with an allowable range of 2.8:1 to 3.2: Printing and quiet zones Bar codes shall be left-justified with quiet zones (begin and end margins) of at least 6.4 mm Linear bar code symbol print quality The quality of the printed linear bar code symbol shall be measured in accordance with ISO/IEC The minimum symbol grade shall be 1.5/10/660 where: Minimum print quality grade at point of production = 1.5 (C); Measurement aperture = mm (approximately 10 mil/0.010 inch); Inspection wavelength = 650 nm to 670 nm. It is important that the linear bar code is decodable throughout the system of use. For this reason, quality tests should not be limited to label production inspection but also should be followed through to the end user. The above symbol quality and measurement parameters assure ability to scan over a broad range of scanning environments. Labellers should not be required to guarantee the print quality of a label when it is received by the customer. Print quality at the point of production should be higher than the requirement at the point of use. Unattended scanning may require a higher print quality grade than identified above. Consequently, those implementing this standard for unattended scanning applications should discuss print quality requirements with trading partners. Page: 31 of 43

32 4.6 Examples Delivery of properly segregated goods / do not mix different types of goods in one container correct faulty Fully functional load carriers free from defects correct faulty Page: 32 of 43

33 Fully functional load carriers free from defects correct faulty Page: 33 of 43

34 VDA-label Large label in DIN A5 format (210 x 148 mm) must be used for large load carriers and mixed pallets with corresponding designation (G or M). - Small label with dimensions 210 x 74 mm must be used for small load carriers (containers) and cartons on mixed pallets. Example for large load carrier label Page: 34 of 43

35 Example for small load carriers Position of the VDA-goods label DB-grid box 2/3-grid box Page: 35 of 43

36 Position of the VDA-goods label Euro wooden pallet KLT3215 KLT4329 KLT4315 KLT6429 KLT6415 Page: 36 of 43

37 max mm max mm Standard Logistic Requirement Specification Example: Grid Box Example: Pallet with small load carriers It exactly corresponds with a DB-grid box. Incl. Euro pallet and plastic cover it corresponds with: - 3 layers of small load carriers 4329 / layers of small load carriers 3215 / 4315 / 6415 Stackability / Filling up with empties correct faulty Page: 37 of 43

38 Logistically optimized grouping correct faulty Identification as mixed pallet Description Example A combined delivery of several load carriers with different article numbers on one base load carrier requires a clear identification as mixed pallet. Page: 38 of 43

39 5 Change Management The supplier agrees the volume and time frame with HBPO before supplying the parts with a new technical index. The supplier has to present or obtain all needed releases from or to the responsible HBPO departments / plants. The technical index has to be stated in the standard labels and - if agreed with HBPO - a special change label has to be temporarily placed on the packaging when a new change index level will be introduced / delivered. It is not allowed to combine parts with different technical indices within one box or handling unit. After the first delivery of the parts with a new technical index, a re-delivery of the old index is not allowed without prior written permission of HBPO. The first delivery of part numbers with new index has to be previously communicated to the material handling department of the involved HBPO plant. 6 Delivery papers According to the agreed delivery condition the supplier has to prepare the needed transport papers (e.g. delivery note, customs papers) and has to ensure that all customs duties are paid. The supplier has to prepare the following documents: 6.1 Delivery note It has to contain the following data: According to VDA Supplier number Supplier name and address Delivery note number Costumer name Recipient name and address Shipment date Part number and part description Quantity of parts Quantity and type of containers Change index / revision level Gross and net weight of the container Delivery condition Delivery notes without above mentioned data cannot be processed by HBPO and cause higher effort to post the delivery. Missing data on the delivery note according to container type and quantity causes a wrong container balance. Resulting costs for booking effort will be charged to the supplier s account. Page: 39 of 43

40 6.2 CMR waybill / Bill of leading It has to contain the following data: Delivery address and unloading bay Loading bay, if necessary full address Shipment- Number Kind of packaging Quantity of containers Supplier address Shipment date Delivery note number Gross weight Transport provider and address Established in (country, town) Signature and stamp of the sender Signature and stamp of the transport provider Vehicle and registration number The correct condition and quantity of the goods has to be confirmed by the driver or the forwarder by signing the papers. 6.3 Customs papers The supplier prepares all customs relevant documents and all required information. The supplier has to provide the documents and information to the forwarder and/or customs agent. Prior to the first delivery as well as in case of changes of the data or expiry of existing documents the supplier has to inform HBPO about customs tariff number, country of origin, and customs tariff preference data of every delivered parts. The customs tariff preference data of the delivered goods should be stated by using a longterm supplier declaration. The supplier has to respect customs laws of the different countries during the preparation of customs related papers and information. If necessary the supplier has to use the help of local customs authorities or agents. Costs, including all follow up costs, caused by incorrect customs related documents or information will be charged to the supplier. 7 Information flow 7.1 Communication supplier HBPO Prior to the first delivery the supplier has to name a contact person to HBPO, his/her superior, a backup person and an emergency contact person. The following information is needed from every named contact: address, phone- and mobile phone number and address. Page: 40 of 43

41 The communication will be held in local language of the HBPO plant or in English. The competent and capable of action contact person at the supplier for HBPO does have to be available between 6:00 a.m. and 4:00 p.m. Off-time or in the case the main contact is absence an emergency contact does have to be available on office or mobile phone. 7.2 EDI EUROPE Data are exchanged according to the VDA standard or EDIFACT. Supplier The supplier does have to be able to receive a call-off according to VDA 4905 as well as VDA The supplier does have to be able to send a delivery note according to VDA NORTH AMERICA Data are exchanged via EDI. Supplier The supplier does have to be able to receive a release type 830/862 and an ASN. The supplier does have to be able to send an ASN according to EDIFACT Standard. Variations of the above described data flow e.g. on JIS- or Kanban-deliveries have to be agreed between all involved parties. 7.3 Production- and Material release The HBPO standards for production and material release are as follows: - Production release: 4 weeks (finished goods) - Material release: additional 4 weeks (semi-finished products) Within these time frames HBPO takes over the ordered goods respectively the scheduled material. HBPO has the right to install an individual release time frame for each HBPO plant and/or supplier based on the required release times of the OEM. The call-off date marks the beginning of the release time frame. All quantities ahead of this release time frame are only for the information of the supplier. The date of delivery is always oriented to the latest delivery schedule. All deliveries of the supplier which have not been received by HBPO must be subtracted from this schedule. Page: 41 of 43

42 The supplier has to balance the progress numbers in the delivery schedules and has to clarify differences together with HBPO (according to the process described in the VDA 4905). 8 Receipt of goods Receipt of goods at HBPO is done by checking the quantity of containers delivered, as well as the condition and kind of packaging. The shipment of the parts by the supplier has to follow the FIFO principles (first in - first out), based on the production date. If HBPO discovers, at the point in time of unloading or later, differences between expected and actual condition of goods, the shipment will either be accepted provisionally or rejected. Differences will be documented by HBPO and will have effect on the supplier rating. All arising costs, including follow-up costs, will be charged to the supplier. The supplier has to pick up the objected parts and has to perform a replacement delivery on his own costs. The supplier also has to establish appropriate counter actions, document and present the results to HBPO. 9 Transport Single packaging pieces have to be combined to a pallet to a secure transport handling unit. The handling unit has to be fixed appropriately against movement during transport. To avoid damage during loading, unloading and during the transport it is not allowed to exceed the outline of the pallet. EUROPE Pallets with mixed goods have to be marked with a label mixed pallet. The top layer on a pallet has to be a plain area. If handling units are stacked, the maximal dynamic stacking height must not be exceeded. Until the arrival of the forwarder the goods need to be stored in a proper way (protection against elements, dirt and damage). Transfer of risk, responsibility and payment of the transport costs arise from the agreed delivery conditions (Incoterms 2010) between HBPO and the supplier. 9.1 Special trip The fulfillment of special transports is usually accomplished under the responsibility of the supplier. HBPO and the supplier agree on the nomination of the forwarder. The costs for the special transport will be charged to the responsible party. HBPO will only pay for a special trip if the supplier has obtained a written release by the responsible HBPO dispatcher prior to the special trip. 10 Emergency concept To guarantee deliveries to HBPO the supplier has to present an emergency concept which needs to be agreed by HBPO before SOP. He also has to name a contact person, who is able to start emergency actions. Page: 42 of 43

43 The emergency concept must list all possible breakdowns, the resulting actions of the supplier, the contact partners and the time frame for elimination the errors. The supplier has to detail the actions to ensure the supply to the HBPO plants until the emergency actions successfully started. If necessary, the supplier has to install a safety stock close to the HBPO production plant. The supplier allows HBPO access to the numbers of the safety stock and is responsible to inform the affected HBPO plant if stocks are running low. The supplier immediately has to investigate the reasons for arising problems and has to communicate corresponding actions to eliminate the errors and to ensure the requested demands of HBPO. Page: 43 of 43