ANACONDA. Quality Assurance Program. Vendor Compliance Manual. Local Vendor Cross Dock Requirements

Transcription

1 ANACONDA Quality Assurance Program Vendor Compliance Manual Local Vendor Cross Dock Requirements Version 2 October 2014

2 Page 2 Quality Assurance Program Version 2 Vendor Compliance Manual October 2013

3 Table of Contents 1 INTRODUCTION DEFINITIONS AND ABBREVIATIONS LOCAL VENDOR CROSS DOCK DELIVERIES Local Vendors Delivering via Cross Dock Collective Purchase Orders (CPO) Collection Dates SSCC Labels Packing and Labelling Invoicing of Collective Purchase Orders Invoicing of Purchase Orders Performance Non-conformance Logistic EANs Serial Shipping Container Code Barcode Orientation and Placement Placement of SSCC labels on Unit Example of SSCC Label VERSION CONTROL Page 3 Quality Assurance Program Version 2 Vendor Compliance Manual October 2013

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5 1 INTRODUCTION The Vendor Compliance Manual has been developed to provide Vendors with Anaconda s minimum standards when supplying Articles to Anaconda. In addition to this document Vendor Compliance Manual Local Vendor Cross Dock Requirements, there are a number of supplementary Compliance documents that must also be complied with: Vendor Compliance Manual General Requirements Vendor Compliance Manual Local Vendor Non-Cross Dock Requirements Vendor Compliance Manual Overseas Vendor Requirements You must ensure you comply with all relevant requirements contained within the Vendor Compliance Manual components. For more detailed information regarding Cross Dock Processes, refer to the SRG Cross Dock Manual. 2 DEFINITIONS AND ABBREVIATIONS TERM ADGC Articles ASN Buyer Dangerous Goods DIFOT EAN FIS EXW FIW FCA FOB HDPE MSDS DEFINITION Australian Dangerous Goods Code Products supplied by the Vendor to Anaconda and includes any accompanying instructions and information, packaging and any advertising or other materials supplied. Advance Shipment Notification The relevant Anaconda Buyer named in the Terms Schedule or any other person We advise is the current Buyer. Any Article classified dangerous under the Australian Code for Transport of Dangerous Goods the Australian Dangerous Goods Code (ADGC) Delivery In Full On Time. European Article Number, which is a barcode that conforms to international bar code standards and is registered with international standards bodies. Free Into Store - seller pays all costs including duties and taxes and delivers direct to buyer Ex Works Buyer pays all charges from factory Free Into Warehouse same conditions as Free Into Store Free Carrier Agreement. The Vendor is responsible for all costs up to the point where the Articles are delivered to the specified overseas warehouse, including transportation and insurance costs. Free On Board. The Vendor is responsible for all costs up to the point where the Articles are delivered to the port from which the vessel will depart, including transportation and insurance costs. High Density Polyethylene. Material Safety Data Sheets (for dangerous goods). Page 5 Quality Assurance Program Version 2

6 PO POD POS Shipping Mark SSCC Specifications and Standards SRG Cross Dock Manual SRG DC Support Group T & A Trading Terms Vendor Purchase Order and has the same meaning as that in the Trading Terms Proof of delivery Point of sale. Carton Packing Label Serial Shipping Container Code. all particulars, drawings, samples or other description (if any), set out in a Purchase Order or given to You by a Buyer, all applicable laws, rules, regulations and standards (including, without limitation, those relating to Article labelling, packaging, testing and safety and trade practices) in the country in which the Articles are to be sold by Anaconda and any applicable standards as set out in the Vendor Compliance Manual. Document outlining to Anaconda Vendors the Cross Dock Process. SRG Distribution Centre. Anaconda s support group located at 111 Cecil Street, Melbourne, Victoria, Australia, Tracks and Accessories. Anaconda s current applicable trading terms Vendor means the vendor named on the front page of the Trading Terms 3 LOCAL VENDOR CROSS DOCK DELIVERIES 3.1 Local Vendors Delivering via Cross Dock Vendors supplying to Anaconda s Cross Dock facility are required to deliver store ready orders to the SRG Cross Dock. The Cross Dock will consolidate the orders, allowing the stores to receive orders quickly and get the stock onto the shelf in a more organised and timely manner Collective Purchase Orders (CPO) Anaconda generates a Collective Purchase Order (CPO) which raises orders per Region per Department per Order type. Multiple CPOs may be transmitted to a Vendor for the same Region/Department on a given day. There will be one CPO per ASN. Within the CPO, quantities per store will be detailed. All Articles ordered under a CPO must be delivered to the SRG Cross Dock together as a complete order Collection Dates Delivery needs to be arranged by the Vendor to the SRG Cross Dock. Each CPO will have a delivery date specified. The Vendor must have all Articles on a CPO delivered as one complete delivery on or before (as agreed) the Delivery Date specified on the CPO, including any promotional Articles. Please note Anaconda does not accept backorders Short and late deliveries will be claimed as per the Trading Terms If a Vendor cannot supply on time, they must immediately contact the Buyer One CPO, one ASN, one delivery Page 6 Quality Assurance Program Version 2

7 3.1.3 SSCC Labels All good supplied to Cross Dock must be SSCC labelled. Refer to Section 3.3 Logistic EANs Serial Shipping Container Code Packing and Labelling For detailed information regarding the Packing and Labelling on Cross Dock Orders, refer to the SRG Cross Dock Manual Invoicing of Collective Purchase Orders CPO invoices must contain all the information required for a standard Purchase Order, summarised per article (not by Store) Invoicing of Purchase Orders All invoices must include ALL of the following information: Vendor details: ABN; name & address of company; Anaconda s Vendor code number; invoice number Anaconda details: Anaconda DC address and DC number; and Anaconda s purchase order number. The invoice must outline the following details of all the Articles coming with the invoice: EAN; item name and description; quantity supplied; the unit cost (as per the purchase order); and extended line value. Do NOT include quantity ordered on the Invoice (only quantity supplied) Invoice currency The agreed payment terms GST must be broken down into Total invoice amount excluding GST, GST Component, and Total including GST. There can only be one purchase order number per invoice. The original invoice must be sent directly to Anaconda Accounts Receivable. All invoices must be in currency of the Purchase Order unless specified on the PO. All invoices must state the composition of the item. Anaconda requires the Vendor to provide one invoice per purchase order or ASN. Page 7 Quality Assurance Program Version 2

8 Accounts Payable All payments will be made in the same currency as the purchase order. 3.2 Performance Non-conformance All goods that arrive at the Anaconda warehouse are checked for conformance to Performance standards. Any issues will be addressed and claimed directly against the Vendor. 3.3 Logistic EANs Serial Shipping Container Code Anaconda identifies that a Serial Shipping Container Code (SSCC) is an eighteen digit number, encoded in a barcode, and is generally GS SSCC barcodes are used at Anaconda to identify and control the following: Scan receipting at either a DC, Site or Store; Monitoring total SSCC s expected vs. total SSCC s delivered in order to determine split shipments to a DC, Site or Store; Validation of physical vs. scanned in order to meet compliance both locally and overseas; Anaconda requests vendors to adhere to the GS1 standard SSCC format, comprising of an extension digit, a GS1 company prefix, a serial reference and a check digit. The SSCC label must be compliant with the GS1 standards Further detail: At Anaconda an SSCC label is used in Despatch Advice (ASN) EDI transactions, Validated despatch Advice (VASN) EDI transactions and scan receipting at DC, Site or Store Level Barcode Orientation and Placement Barcodes (Store ID barcode and SSCC barcode) shall be in Picket Fence Orientation on logistics units. The bars and spaces shall be perpendicular to the base on which the logistic unit stands. In all cases, the SSCC barcode shall be placed in the lowest portion of the label Placement of SSCC labels on Unit One SSCC label must be placed on each carton/pallet/logistic unit. Label placement must be on the side of Cartons, able to be read with the carton the right way up, and on one end for Blinds and Rolls. Examples: Page 8 Quality Assurance Program Version 2

9 Cartons Rolls: Example of SSCC Label Page 9 Quality Assurance Program Version 2

10 4 VERSION CONTROL Version Date Author Changes 2 1/10/2014 Emily van Schaaik Updated: Invoicing of Purchase Orders 1 30/4/2014 Emily van Schaaik Page 10 Quality Assurance Program Version 2