Bellacor Business Process Requirements

Transcription

1 Contents: Pages 01 07: Standard Requirements Applicable to All Vendors Page 08: SEKO How to Enter Data Illustration Pages 09: Standard Requirements Electronic Order Processing Page 10: Non compliance Charge Schedule Requirements are subject to change. 1

2 Assortment Management Vendors must proactively manage the assortment available for sale on Bellacor.com. For new items that become available and for items with known discontinued status proactively contact the applicable Bellacor merchant providing necessary assortment data. Costs associated with orders taken for discontinued items are the responsibility of the vendor. Time to Ship Management Vendors must proactively manage the expected time to ship Bellacor advertises to consumers (from order to shipment). Costs associated with orders cancelled due to excessive ship time relative to what is advertised are the responsibility of the vendor. Product Packaging All merchandise must be packed in a manner suitable for the direct to consumer delivery model. Costs for shipping claims denied by carriers due to insufficient packaging are the responsibility of the vendor. Minimize expense by ensuring packaging meets the applicable shipping resource requirements. Drop Shipment Labeling (shipments directly to the Bellacor consumer) 1) Split shipment cartons should be labeled Box X of X. 2) Label cartons appropriately e.g. FRAGILE for items such as mirrors, glass or other delicate items. 3) All products must be clearly marked with the official country of origin including items manufactured in the U.S.A. Drop Shipment Paperwork (shipments directly to the Bellacor consumer) All shipments must include a Bellacor approved Packing Slip. Do not include pricing information on the Packing Slip. Do not insert any advertising/solicitation materials in Bellacor packages without prior approval from Bellacor. Do not include POs & invoices with the shipment. Requirements are subject to change. 2

3 Bellacor Warehouse Shipment Labeling (shipments directly to the Bellacor warehouse) 1) All individual items must be labeled. Include the Bellacor item number and vendor item number. 2) Split shipment cartons should be labeled Box X of X. 3) Label cartons as FRAGILE for items such as mirrors, glass or other delicate items. 4) All products must be clearly marked with the official country of origin including those items manufactured in the U.S.A. Bellacor Warehouse Shipment Paperwork (shipments directly to the Bellacor warehouse) 1) Bellacor purchase order numbers must be noted on all Bills of Lading and Packing Slips. 2) All shipments must include a Packing Slip. For multiple carton shipments, the Packing Slip should be affixed to the lead carton or inside the box labeled Packing Slip Enclosed. The purchase order number must be clearly noted on the Packing Slip. Each purchase order must have a separate Packing Slip. Orders may be shipped together, but do not combine purchase orders on one Packing Slip. In addition to the purchase order number, Packing Slips must clearly list the company name and item by item, the item number and description, quantity ordered, quantity shipped, quantity backordered (if applicable) and the total number of cartons in the shipment for the purchase order. General Shipping Instructions Unless otherwise stated in the Program Agreement or on the PO orders should be shipped via a ground service level and with Bellacor 3 rd party billing accounts. FOB is origin and freight terms are prepaid if billed via 3 rd party. FOB is destination for Prepay & Add if shipping charges are added to the invoice or for delivered price shipments or if Bellacor orders meet free freight levels; carrier determination and shipping expense is the vendor responsibility. Any deviation from the following must be approved in advance by Bellacor. Failure to receive approval in advance will result in chargebacks for excess freight expense. For shipping related questions portal@bellacor.com. Backorders Bellacor allows backorders at the PO line quantity level. Keep all backorders open unless further communication comes from Bellacor. Ship items as available and ship partials. Regardless of an order, proactive backorder information is required via regular inventory data uploads to an FTP server.. Note: Bellacor does not allow automatic backorder cancellations. Requirements are subject to change. 3

4 Small Parcel Shipping Instructions Unless otherwise specified on the Purchase Order use Ground service level. 1) Shipping documents must indicate 3 rd party billing direct to Bellacor. 2) The Bellacor PO # must be input into a reference field in UPS and FedEx shipping software. 3) Do not send packages with any extra services e.g. Signature Required. Vendors are responsible for extra charges incurred not authorized by Bellacor. 4) Do include a declared value for the actual Bellacor PO cost only for shipments $1000. Vendors are responsible for extra charges incurred not authorized by Bellacor. 5) For larger quantity orders e.g. 10 with significant cube consider a consolidated shipment via LTL/SEKO. portal@bellacor.com. Less Than Load (LTL) SEKO Shipping Instructions Vendors do not need an account number to use 3 rd party billing with SEKO. 1) Call to obtain pre printed forms. Do not fill out online forms. 2) Fill out steps 1 through 6 on the pre printed Bill of Lading form (see illustration on page 8). 3) Call to schedule a pickup. 4) Prior to pickup the Bill of Lading to msp@sekologistics.com. Note: On free freight allow orders the carrier used is at the discretion of the vendor. SEKO is required when Bellacor pays for the shipping. Requirements are subject to change. 4

5 Freight Claims Processing (Vendor Action Required) Bellacor manages the claims for all shipping damages associated with its 3 rd party accounts. Bellacor carriers require a Release and Waiver form with each claim. Sign, date and return the Release and Waiver form to operations@bellacor.com. Complete the following fields on the form: 1) Dated date of signature 2) By hand signed by a company employee (manager level or higher) 3) Title signee s title ACH Electronic Payments Bellacor makes all payments via ACH. Contact ach@bellacor.com for details. Monthly Statements Bellacor requires a monthly statement for account reconciliation. Send statements electronically in an Excel format to statements@bellacor.com. Returns Bellacor customer orders may be returned within 30 days of receipt. Vendors must allow 60 days from the time of customer receipt for Bellacor to address any merchandise issues. Returns Approval for Defective Merchandise Bellacor will handle defective product resolution directly with customers for up to 30 days from order receipt. Bellacor will contact vendors for return authorization and product disposition. Respond to requests within two business days. Vendors are required to provide full credit for defective merchandise and cover all associated shipping expenses. Requirements are subject to change. 5

6 Product and Price Changes Bellacor requires a 30 day notice for any price changes. Only electronic price lists in an Excel format are accepted. Send product and price change data directly to your designated Bellacor merchandising contact. Chargeback Procedures The Bellacor goal is to build a beneficial business relationship with vendors and to come to mutually agreed upon terms. Open and timely vendor communication regarding known concerns or issues mitigate the need for chargebacks. Bellacor reserves the right to issue chargebacks for any and all costs incurred resulting from actions that do not follow previously agreed upon terms and procedures. Replacement Parts When available, replacement parts should be sent at no charge to Bellacor or its customers. Do not send replacement parts on Bellacor 3 rd party billing accounts. Replacement Orders Bellacor may, at its discretion, resend a new order to replace an existing order issue. Bellacor will not denote the order as a replacement. Invoice Bellacor as normal for the new order. All credits will be taken on the original order. Electronic Order Processing Bellacor requires all suppliers to communicate purchase order, purchase order updates (backorders & cancellations), shipment and invoice information electronically. Simple and free Bellacor web Vendor Portal service is available for vendors requiring non integrated EDI technology. Integrated EDI connections are facilitated through SPS Commerce (see page 9 for details). Requirements are subject to change. 6

7 Inventory Data Bellacor requires regular inventory data uploads at minimum weekly to an FTP server. Daily is optimal. Items with multiple weekly inventory uploads that ship quickly are eligible for the Bellacor Fast Ship program which maximizes sales by advertising short ship times. Inventory uploaded as in stock 3x week will be advertised as shipping within 2 business days. Inventory uploaded as in stock 2x week will be advertised as shipping within 5 business days. Inventory uploaded as in stock 1x week will be advertised as shipping within 10 business days. File type: CSV (comma separated value) A B C D SKU Actual Quantity Backorder Date Discontinued Status (Yes = discontinued) Column A: Vendor SKU Column B: Actual inventory quantity Column C: Backorder replenishment date for items out of stock (mm/dd/yyyy) Column D: Discontinued status (Yes = discontinued) Requirements are subject to change. 7

8 SEKO BOL How to Enter Data Illustration Call to obtain pre printed forms. Do not fill out online forms. House Waybill 1 Shipper info. Telephone Sent by Consignee info. 2 Consignee telephone PO # in the 3 consignee reference field 4 Shipment Info Cartons Weight Description Pieces Length Width Height Check 5 appropriate box for hazardous goods Sign form 6 Requirements are subject to change. 8

9 Standard Requirements Electronic Order Processing Order Confirmation Vendor Portal Users Downloading a purchase order and Packing Slip from the Bellacor Vendor Portal will automatically confirm the purchase order to Bellacor. If there are any necessary order modifications due to inaccurate data or item availability updates use the Vendor Portal to communicate changes. Order Confirmation Vendors with Integrated EDI Bellacor requires a PO Acknowledgement within 24 hours of receipt. No additional actions may be processed prior to the PO Acknowledgement being received. If there are any necessary order modifications due to inaccurate data or item availability updates use the 855 PO Acknowledgment document to communicate changes. If an item is on backorder include new expected ship date as part of the PO Acknowledgement. Shipping and Tracking Information Bellacor requires shipment tracking information for orders. Provide the master tracking number only for multi unit/multi carton shipments. Vendors that exchange purchase order and invoice information with Bellacor using an integrated EDI connection via SPS Commerce must map documents to Bellacor EDI specifications. SPS Commerce will provide EDI guides for mapping upon request. Order Communication Expectations Action Expectation How Vendor Portal How EDI Download/Acknowledge POs PO Backorder Information Shipment/Tracking Info Cancellation Confirmation Invoice Within 1 business day of receipt Bellacor Vendor Portal PO acknowledgement 855 Immediately upon downloading order Within 1 business day of shipment Within 2 business days of receipt Within 1 business day of shipment Bellacor Vendor Portal Bellacor Vendor Portal Bellacor Vendor Portal Bellacor Vendor Portal PO acknowledgement 855 document or manual update via Bellacor Vendor Portal Advanced ship notification (ASN) 856 or manual update via Bellacor Vendor Portal PO acknowledgement 855 document or manual update via Bellacor Vendor Portal Invoice document 810 or manual update via Bellacor Vendor Portal Requirements are subject to change. 9

10 Non compliance Charge Schedule Action/Topic Expectation Non compliance Charge Download/Acknowledge POs Upon receipt or within 1 business day $100 for late acknowledgement PO Backorder Information Upon receipt or within 1 business day $100 plus expenses associated with order resolution Shipment/Tracking Info Within 1 business day of shipment $100 for late tracking data or inaccurate shipment timing Bellacor Order Cancellation Confirmation Vendor Order Cancellation Within 2 business days of receipt Salable assortment is proactively managed preventing unnecessary cancellations $100 plus expenses associated with order resolution $100 plus expenses associated with order resolution Invoice Within 1 business day of shipment $100 if late no payment after 2 requests Invoice Invoices accurately reflecting all discounts and additional charges $100 per invoice to manually calculate discounts Monthly Statement Within 5 business days of month end $100 for late data Pricing Updates Pricing updates sent 30 days prior to effective date $100 for late data Product Content Accurate product information provided $100 plus expenses associated with order resolution Bellacor Cost Included On Customer Shipment Improper 3rd Party Shipping Account Usage An approved packing slip only will be included with a customer shipment Appropriate shipments only billed to 3 rd party accounts $100 plus invoice payment = 50% $100 plus freight charge RGA Approval/Disposition Within 2 business days of receipt Day 3 product will be destroyed in field and credit taken for product cost and freight Shipping Partial Orders Vendors must contact Bellacor before shipping any partial quantity or collection of a item if part of it is back ordered or discontinued. $100 plus expenses associated with order resolution Requirements are subject to change. 10