Vendor Shipping Guide Domestic Version: 1.8

Transcription

1 Vendor Shipping Guide Domestic Version: 1.8

2 Domestic Vendor Shipping Guide Table of Contents General Overview & Procedure. Page 1 Documentation Requirements for Domestic Shipments to Indigo Books & Music Inc. 1. Packing Slip.. Page 2 2. Freight Invoice. Page 2 3. Bill of Lading. Page 3 Appendix 1 Physical Presentation.. Page 4 Appendix 2 Labeling Requirements... Page 6 Appendix 3 Freight Notification Form. Page 9 Appendix 4 Indigo Books, Music & More Contact List. Page 10 Appendix 5 Incoterms Page 11

3 Domestic Vendor Shipping Guide General Overview: This guide is for vendors with whom Indigo has agreed to EXW or FOB/FCA freight terms. To ensure that your product for Indigo is delivered by the specified PO due date, we request that you follow the simple procedure as outlined below. If the vendor is responsible for freight costs, Universal Logistics does not need to be contacted, however all of the physical presentation, label and documentation requirements remain the same (detailed on pages 2-8); appointment guidelines still apply 3 or more pallets require a delivery appointment to be obtained from our appointment desk (see Appendix 4 for contact list). Shipments that do not meet our guidelines may be refused. If you have any questions regarding this procedure please contact any one of the undersigned. Procedure: (1) To ensure that Indigo is able to receive your product with minimal delay, it is requested that you adhere to the Physical Presentation Requirements as outlined in Appendix 1. (Detailed information is provided regarding the packing list, packing & carton requirements, and pallet configuration). (2) All product shipped must be in strict accordance to Indigo s Labeling Requirements for both non-edi and ASN vendors. Labeling Requirements are outlined in Appendix 2. (3) Once a purchase order has been issued the Freight Notification Form (refer to Appendix 3) must be completed and ed or faxed to Universal Logistics Inc. (Indigo s appointed international freight forwarder & customs broker). Freight requests are to be completed 2 to 5 days prior to shipping. Universal Logistics Inc. 125 Commerce Valley Drive West, Suite indigo@universallogistics.ca Thornhill, Ontario Phone: (905) L3T 7W4, Canada Fax: (905) * If the expected product completion date is not going to be met, it is the responsibility of the vendor to advise the revised date as soon as possible (4) Upon receipt of the Freight Notification Form, Universal Logistics will contact the vendor directly to coordinate the shipping details and to provide routing instructions (5) The documentation requirements for shipments to Indigo are detailed in the following pages. Copies of all shipping documentation should be sent to Universal Logistics Inc. prior to shipment. (6) All vendor invoices are to be sent to: Indigo Books Music & More c/o Accounts Payable 100 Alfred Kuehne Blvd, Building #55 Brampton, Ontario L6T 4K4, Canada 1

4 All inquiries regarding invoicing and payments should be directed to our Accounts Payable Department (refer to Appendix 4 for Indigo s contact list). 2

5 Documentation Requirements for Domestic Shipments to Indigo Books & Music Inc. Complete and accurate documentation is critical to ensure that shipments are properly received by Indigo. Adherence to both procedures and proper document preparation will ensure a smooth transaction eliminating unnecessary and costly delays. The required shipping documents and procedures have been broken down as follows: 1. Packing Slip 2. Freight Invoice (if applicable) 3. Bill of Lading Note: The above is not an exhaustive listing of documents but rather the main documents required for the average import shipment. Indigo s preferred choice of commercial terms is EXW within North America and FOB/FCA outside of North America. Please refer to Appendix 5 to review the responsibilities of both the vendor and Indigo under these incoterms. 1. Packing Slip All shipments must have a packing slip and, at a minimum, the packing list should meet the following requirements: Each shipment per PO (Purchase Order) must be accompanied by a separate Packing List. Each Packing List should contain: - PO #. - Date of Shipment - Ship to Address - List of ISBNs / UPCs - List of Titles. - Total units shipped by title and total quantity back ordered. Packing list information should be accurate and reflect the contents of the shipment. Packing list should be easily identified on the outside of the shipment. 2. Freight Invoice For any shipment in which Indigo will be billed for freight charges (i.e. CIF, DDU, DDP terms) the shipment must be accompanied by a freight invoice. 3

6 3. Bill of Lading All shipments must be accompanied by a Bill of Lading. Express Bills of Lading are requested whenever possible. At a minimum, the bill of lading should meet the following requirements: Shipper: Consignee: Notify Party: Shipment Details: Full name and address Indigo Books Music & More 100 Alfred Kuehne Blvd, Building #55 Brampton, Ontario L6T 4K4, Canada Universal Logistics Inc. 125 Commerce Valley Drive West, Suite 750 Thornhill, Ontario L3T 7W4, Canada No. of pallets Weight Purchase Order No. 4

7 Appendix 1 Physical Presentation Overview To ensure that Indigo is able to receive your product in a timely fashion with minimal delay, we request that you adhere to these shipping requirements. The requirements are mostly standard for all types of shipments; however, please pay close attention to the exclusions or special requirements within each area. Terminology DSD Cross-Dock Online Bulk Orders EDI ASN Direct to Store Delivery Product packed by store and routed through the DC Orders specifically directed to the Indigo Online business Orders that are warehoused within the Indigo DC Electronic Data Interchange Advance Shipment Notification (sent through EDI) Packing Slip All shipments must have a packing slip and, at a minimum, the packing list should meet the following requirements: (1) Each shipment per PO (Purchase Order) must be accompanied by a separate Packing List. (2) Each Packing List should contain: a. PO #. b. Date of Shipment c. Ship to Address d. List of ISBNs / UPCs e. List of Titles. f. Total units shipped by title and total quantity back ordered. (3) Packing list information should be accurate and reflect the contents of the shipment. (4) Packing list should be easily identified on the outside of the shipment. (5) Special Requirement for DSD/Cross-Dock although not mandatory, we would like to request a copy of the packing list to be in each carton. Due to the nature of courier deliveries, split shipments can occur. Including packing slips with all cartons ensures shipments can be processed as soon as they are delivered. Packing / Carton Requirements All shipments must be packed to ensure that damage to the product is minimized. Although bulk shipments are warehoused in the Indigo DC, all product must be packed properly to handle further distribution to our stores. At a minimum, all product should be packed according to the following standards: (1) All products must be packed in according to the original master and inner casepack quantities that are agreed on the original order. Any deviation in casepack quantities will result in non-compliance charges. (2) Bulk DC shipments or PO s to pack for site #0956 must contain only one ISBN/UPC per carton. (3) Only clean corrugate is to be used. (4) All product is to be properly protected using clean packing materials. The use of Styrofoam is not permitted. 5

8 (5) All liquid goods must be packed so that leakage is contained. (6) Protective inserts are required on top of product to ensure knife damage will not occur. (7) All open carton seams must be sealed using strong tape or plastic pilfer-proof tape 60 mm to 75 mm wide. Brown or transparent tape should be avoided. All corrugated packaging must be free of binding, straps, staples, shrink-wrap or glue. (8) Filled weight must not exceed 40 lbs. (9) Cartons must not exceed 24 (L) x 18 (W) x 12 (H). Ideally, cartons should be 20 (L) x 13 (W) x 9 (H). (10) Each carton should contain only one (1) PO. (11) Cartons must be made from corrugated cardboard and have a minimum edge crush strength of 50 lbs (22 kgs) or burst strength of 275 lbs (120 kilos) (12) Product must be packaged sufficiently enough to be able to withstand a 40 cm drop test without damage. (13) All furniture must be packed sufficiently enough to withstand long haul transportation, including final destination to Indigo s store or customer. As a result, packaging must be sufficient to endure the normal operations of a Distribution Centre (i.e. plastic wrap to protect from water and dust, thick white foam to protect corners and surfaces, and cardboard wrapped around outside). Pallet Requirements At a minimum, all pallets must meet the following requirements: (1) Pallets must not exceed 52 in height. (2) All shipments must be shipped on 40 x48, 4-way pallets. (3) CHEP and CPC pallets are not permitted. (4) Heavier product is to be placed on the bottom of a pallet. (5) Product is not to be shipped on damaged pallets. (6) Where possible, all of any one ISBN/UPC should be on the same pallet. In the event that the product, when properly stacked, exceed 52 then it should be on a separate skid. (7) All pallets must be securely shrink-wrapped with no overhang of product. (8) Each pallet must be clearly labeled with a shipping label. All shipments with greater than 1 skid must be labeled sequentially as part of the whole (i.e. 1 of 4, 2 of 4 ). (9) Pallets may be double stacked only if bottom pallet is level and the product will not get damaged. Triple stacking of pallets is strictly forbidden 6

9 Appendix 2 Labeling Requirements Labeling Requirements Non-EDI / ASN Vendors must ensure that their labeling meets the following requirements: (1) For non-edi cross dock orders, each master carton must be labeled with destination store number, full address. Title, ISBN or UPC, Quantity in units & PO Number. (2) Each carton must be labeled with Title, ISBN or UPC, Quantity & PO Number. (3) Multiple carton, non-palletized shipments must be labeled sequentially as part of the whole (i.e. 1 of 4, 2 of 4, ). (4) Fragile or other product requiring special handling must be clearly labeled using internationally accepted diagrams. (5) Internationally Recognized Pictographs (See below) a. If commodities require special handing or stowage, the packaging should be marked; this information should also appear on the Bill of Lading. Any cautionary markings must be permanent and easy to read. Use the languages of both the country of origin and the country of destination. The use of stencils is recommended for legibility do not use crayon, which may be erased, tags or cards, which may become detached. (6) Indigo has additional carton labeling requirements. These requirements include: a. On the end or side panel: i. Gross weight ii. Net weight FROM : Vendor 123 The Street Unit # 1000 Toronto, Canada M 5 A 1 X 7 TO : Indigo IDSC ( Store # 956 ) 100 Alfred Kuehne Blvd, Bldg # 55 Brampton, Ontario L 6 T 4 K 4 ( 907 ) PALLET : 7 OF 7 PO NUMBER : DESCRIPTION : 5 Pack Herbal Green Tea Sample Pallet Label Sample Carton Label 7

10 ASN Vendors must comply with all ASN requirements as listed in the Vendor ASN guide. If you require further information or would like to request the ASN guide please contact our EDI department. ASN requirements are as follows: (1) Please see the two diagrams on this page regarding the label and its position on the carton. Pallet ASN labels are the same and should be positioned accordingly. Carrier UCC 128 Symbology UCC 128 Symbology Customer UCC/EAN 128 Symbology Fig. 1: Label Design Fig. 2: Label Placement 8

11 Product Labeling/Price Ticket Requirements: For non-book items, we will require you to print price tickets and sticker/attach them on the products before they are shipped to Indigo, unless other arrangements have been negotiated with the buyer. Generally, a 1 X 1 label or larger will be acceptable. Please see below for a sample price sticker. The price tickets should contain the following information: a) UPC Code b) Retail Price (in $CAN) c) Product Description Sample price ticket The price tickets must be sent to buyers at Indigo for approval, before they are ticketed on all the products on a mass level. Unless otherwise instructed by the buyers, bar-coded tickets should cover any other existing product codes to avoid confusion when scanning at the registers, or placed on the underside of the product. 9

12 Appendix 3 DOMESTIC FREIGHT NOTIFICATION FORM Freight Requests to be completed by the vendor 2 to 5 days prior to shipping. Vendor: Contact: Telephone: Fax: Shipper (if different from Vendor): Date of Notification: Consignee: Indigo Books & Music Inc. Distribution Centre (0956) 100 Alfred Kuehne Blvd. Building 55 Brampton, ON L6T 4K4 Contact: Salim Mohamedbhai Telephone: 1234 x Fax: smohamedbhai@indigo.ca Indigo P.O. Number(s): Contact: Telephone: Fax: Total Number of Pallets/Cartons/Units: P.O. Due Date: Product Completion Date: Total Weight: kg Palletized Floor Loaded Shipment Volume: m 3 Freight Terms: (if FOB/FCA, name port/terminal) EXW FOB FCA CFR CIF DDU DDP Mode of Transport: Truck LTL Truck FTL Commodity Description/Special Handling: Special Equipment Required: IMPORTANT This document is to be filled out by ALL vendors shipping goods destined for Indigo Books & Music. If the expected product completion date is not going to be met, it is the responsibility of the vendor to advise the revised date as soon as possible. For all shipments where Indigo Books & Music Inc. is responsible for freight, shipments will be arranged by Universal Logistics Inc. Any shipments where the shipper is responsible for freight charges can be arranged via their own carrier however, this form should be used as a notification of shipment in such cases. Please this document to Universal Logistics Inc. at Indigo@universallogistics.ca or fax to (905)

13 Appendix 4 Indigo Books, Music & More Contact List Arranging Freight / Routing Guide Name Phone Fax Hours Salim Mohamedbhai transportation@indigo.c a 09:00- Team Manager Nicole Hoskins transportation@indigo.c 09:00- Freight Auditor Lance Fielding V.P. Logistics Sunita Prakash Inbound Scheduler Mairi Lindsey Team Manager Neil Foster Inbound Manager a lfielding@indigo.ca 09: Appointment Scheduling 07: x :30 mlindsey@indigo.ca 07: x :30 nfoster@indigo.ca 07: :30 Debbie Kidd Supervisor Halima Ali Accounts Payable Wendy Kunz Supervisor Mohammed Kahn Manager 1234 x 2103 (905) x x x 2169 Accounts Payable Non Trade Accounts Payable Trade dkidd@indigo.ca 09:00-09:00- wkunz@indigo.ca 09:00- mkahn@indigo.ca 09:00- All (416) Buyers / Home Office 09:00- Sonia Gupta Manager, Vendor Performance (416) ASN / EDI sgupta@indigo.ca 09:00-11

14 EXW FOB FCA CIF DDP Incoterms 2000 Appendix 5 Shipment is available at a designated place (usually at place of manufacture), from where Indigo will arrange the pick up the freight. Vendor Ensure that shipment is ready at specified time Indigo and available to Indigo. Arrange freight, insurance and customs clearance for the shipment from Vendor s premises to Indigo s premises. Vendor transports shipment to a designated place (usually on board vessel at designated port), from where Indigo will take over responsibility of the freight. Vendor Indigo Full freight costs and export licenses to get freight to designated place or port. Bear full risk of loss and/or damages until goods have been delivered to carrier. Arrange freight, insurance and customs clearance for the shipment from designated place. Vendor transports shipment to a designated place, from where Indigo will take over responsibility of the freight. Vendor Indigo Full freight costs and export licenses to get freight to designated place. Bear full risk of loss and/or damages until goods have been delivered to carrier. Arrange freight, insurance and customs clearance for the shipment from designated place. Vendor transports shipment to a designated port (usually on board vessel at designated port of export) and pays insurance to the place where Indigo takes control of the freight. Vendor Full freight costs and export licenses to get freight to designated place or port. Bear full risk of loss and/or damages until goods have been delivered to port of Import. Indigo Arrange freight and customs clearance for the shipment as well as insurance from port of import to Indigo s premises. Vendor takes full responsibility for all freight, insurance and delivery to designated place (usually to Indigo s premises). Vendor Indigo Full freight costs, export licenses, duty and customs clearance to get freight to designated Indigo s premises. Bear full risk of loss and/or damages until goods have been delivered to Indigo. Unload freight at time of delivery. 12