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

Transcription

1 SPOTLIGHT Quality Assurance Program Vendor Compliance Manual Local Vendor Cross Dock Requirements Version 11 October 2014

2 Page 2 Quality Assurance Program Version 11

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 MPI 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 11

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5 1 INTRODUCTION The Vendor Compliance Manual has been developed to provide Vendors with Spotlight s minimum standards when supplying Articles to the Spotlight Group. 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 Export Label FIS EXW FIW FCA FOB HDPE DEFINITION Australian Dangerous Goods Code Products supplied by the Vendor to Spotlight and includes any accompanying instructions and information, packaging and any advertising or other materials supplied. Advance Shipment Notification The relevant Spotlight 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. Label specifically for Export orders to overseas Spotlight Stores 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. Page 5 Quality Assurance Program Version 11

6 MSDS PO POD POS Shipping Mark SSCC Specifications and Standards SRG Cross Dock Manual Spotlight DC Material Safety Data Sheets (for dangerous goods). 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 Spotlight and any applicable standards as set out in the Vendor Compliance Manual. Document outlining to Spotlight Vendors the Cross Dock Process. Spotlight s Distribution Centre. Support Group for New Zealand Vendors delivering direct to Spotlight stores in New Zealand Spotlight s support group located at 22 Ryan Place, Manukau, New Zealand; and for all other Vendors Spotlight s support group located at 111 Cecil Street, Melbourne, Victoria, Australia, T & A Trading Terms Vendor Tracks and Accessories. Spotlight 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 Spotlight s Cross Dock facility are required to deliver store ready orders to the Spotlight 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) Spotlight 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 Spotlight Cross Dock together as a complete order Collection Dates Delivery needs to be arranged by the Vendor to the Spotlight Cross Dock. Each CPO will have a delivery date specified. All orders have a delivery window of 5 working days (7 calendar days) 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. Page 6 Quality Assurance Program Version 11

7 Please note Spotlight 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 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 Spotlight Cross Dock Manual MPI Vendors (whether Australian or Overseas Vendors) should refer to the MPI website to determine any specific requirements for merchandise that is destined for delivery into New Zealand stores Products for shipment to New Zealand are subject to MPI (Ministry for Primary Industries) inspection. Any goods which are identified as MPI Risk (article of plant origin) need to be packed separately, and clearly identified with the below label, as per SRG Vendor Compliance Manual (VCM) requirements. Colour: Yellow label with Black Text Size: 100mm x 150mm Wording: MPI See MPI Label Example below: Under no circumstances is any timber to be used to pack the articles for shipment to New Zealand Invoicing of Collective Purchase Orders CPO invoices must contain all the information required for a standard Purchase Order, summarised per article (not by Store) Page 7 Quality Assurance Program Version 11

8 3.1.7 Invoicing of Purchase Orders All invoices must include ALL of the following information: Vendor details: ABN; name & address of company; Spotlight s Vendor code number; invoice number (text and EAN); and Spotlight details: Spotlight store address and store number (where appropriate); and Spotlight 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 Spotlight 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. Spotlight requires the Vendor to provide one invoice per purchase order or ASN 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 Spotlight 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 Spotlight 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 Spotlight to identify and control the following: Page 8 Quality Assurance Program Version 11

9 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; Spotlight 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 Spotlight 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: Cartons Rolls: Page 9 Quality Assurance Program Version 11

10 3.3.3 Example of SSCC Label Page 10 Quality Assurance Program Version 11

11 4 VERSION CONTROL Version Date Author Changes 11 1/10/2014 Emily van Schaaik Updated Business Rules with delivery window details Introduced MPI section 10 30/4/2014 Emily van Schaaik Removed: Freight Forwarder references Updated: Non-conformance section Example SSCC label Page 11 Quality Assurance Program Version 11