Vendor Partnership Manual Suite 600-130 Merton Street Toronto, Ontario M4S 1A4 CANADA Since 1979 Updated April 2016
Contents Introduction... 2 Shipping Check List... 3 Pre-ticketing Instructions... 4 Sporting Life Price Tickets... 5 Softgoods Ticketing Instructions... 6 Packing Instructions... 7 Electronic Data Interchange... 9 Shipping Instructions... 13 Scheduling an Appointment... 14 Our European and Asia Freight Forwarder... 15 Our U.S.A Customs Broker... 15 Returns to Vendor... 16 Customer Returns... 17 1 P a g e
Introduction Sporting Life is a place where our customers can find the best, quality, brand name fashion and sports equipment that supports the active and energetic lifestyle that our customers live and love. Our vendor partnership manual is designed to provide our vendor partners with the guidelines and information required to expedite merchandise through our supply chain to the sales floor. Our supply chain process and just-in-time inventory environment requires a customer-focused commitment from everyone involved in the process of merchandise flow. Our objective is to optimize merchandise flow from our vendors to the point of sale though the supply chain process. This can be facilitated by the information provided in this manual. As a leader in our market segment, we expect high quality service and reliable, dependable on-time delivery from our vendors. Please take a few minutes to read our Manual to assist you in knowing your customer better. If you have any questions with regards to these guidelines, they should be directed to our: Logistics Department Phone: (416) 485-1685 ext. 5231 or ext. 5343 Email: VendorASN@sportinglife.ca Fax: (416) 485-5062 2 P a g e
Shipping Check List 1. Please ensure that all merchandise has UPC s attached. 2. Pre-ticketing (page 4-6) - Ensure the product is ticketed in the correct locations. - If you are missing tickets please contact VendorASN@sportinglife.ca with how many units you are trying to ship for that style and colour, they will advise if you can ship without ticketing 3. Shipping and Packing Requirements (page 7-9) - All shipments are to be accompanied by a packing slip and a valid PO number. - Complete quantity breakdown by style, colour, and size including grand totals, must appear on the packing slip(s) No substitutions by style/color/size are acceptable under any circumstances 4. Appointments for EDI Shipments with ASN/856 (page 10-13) - All suppliers must be EDI capable or utilize the Spice web portal in order to communicate with Sporting Life. - An ASN is required for all shipments into the DC. The ASN will detail the contents within the shipment. A shipping label (MH10) is also required on each case. - Shipments will be refused if no ASN has been transmitted. - Appointments will be given if the PO is valid and within the ship date and cancellation date. To get an appointment please transmit ASN then contact NLS. 5. Scheduling an Appointment with NLS (page 14) - Contact NLS at 150CourtneyparkAppts@nls.ca or 905-364-0033 ext. 2015 for an appointment - Provide NLS with PO#(s), vendor name, number of units, number of cartons, carrier, and approval number - NLS will provide you with a date and time to arrive at their dock 6. Communications with freight forwarder for Import Vendor only (page 15) - Freight forwarder will contact you to arrange pickup immediately 7. Shipping Address Sporting Life Inc. C/O NLS 150 Courtneypark Drive West Mississauga, Ontario, L5W 1Y6 Doors 16C 20C 3 P a g e
Pre-ticketing Instructions We are currently accessing our ticketing and VAS requirements for each of our categories and developing guidelines for all of our vendors. For those vendors currently on our pre-ticket program please use the following process. 1. Upon request Sporting Life will create and supply our tickets by order and ship them via UPS next day service. 2. If you have not received tickets when you are ready to ship please contact our office at 416-485-1685 x 5423 or 5343 or email VendorASN@SportingLife.ca. The tickets will be sent ASAP or you may be authorized to ship without tickets. 3. When using a needle gun to attach hard price tickets, it is essential that the needle be inserted through the back of all garments, or at a seam in the designated ticket location. 4. If you are using an alternate ticketing location because of fabric restrictions (i.e. seam sealed, delicate or waterproof fabric, etc.) please notify the Logistics Department for authorization. 5. When adhering sticky price tickets, it is imperative that the ticket does not cover the item s size, content description, UPC code and the manufacturer s logo unless unavoidable. 6. Please keep all product, especially white or light coloured soft goods, in the protective plastic covering when shipping to avoid damage/dirtiness. 7. One ticket is to be attached to each item in the specific location indicated. Refer to the appropriate section based on the department number printed on the ticket for specific instructions. 8. Inaccuracies will not be accepted and expense recovery charges will occur. Please confirm all specific details prior to ticketing product. 9. Any merchandise delivered to NLS and NOT pre-ticketed or NOT ticketed as per our specs will be subject to a $0.40 per item expense recovery charge. 4 P a g e
Sporting Life Price Tickets The information highlighted above and listed below is extremely important when ticketing the merchandise (Please note: this information should match on the Sporting Life Price Ticket and your Vendor Tag, if anything does not match please contact the Logistics department or the buyer for the order): - Vendor style number - Size - Colour 5 P a g e
Softgoods Ticketing Instructions 6 P a g e
Packing Instructions All Categories of Merchandise 1. All shipments are to be accompanied by a packing slip and a valid PO number. 2. Complete quantity breakdown by style, colour, and size including grand totals, must appear on the packing slip(s) 3. Substitutions by style/colour/size are not acceptable under any circumstances. 4. Packing slip must match what is in the boxes 5. Pack each Purchase Order separately. 6. Do not mix Purchase Orders within the same carton. 7. Clearly identify the Mixed SKU cartons. 8. Cartons need to be packed on 40X48 pallets with labels facing out. 9. Clearly mark the # of cartons on each pallet. 10. Clearly mark the pallet # when more than one pallet is shipped. 11. Do not ship merchandise in envelopes, jiffy or plastic bags 12. Do not ship special orders, customer returns, or warranty items in the same carton with regular purchase orders. Store Pack Orders 1. Pack merchandise by store. 2. Do not mix merchandise for more than one store within the same carton. 3. Consolidate same styles in carton though mixed sizes are acceptable. 4. Clearly identify the store location on the outside of the carton. Bulk-Pack Orders 1. Consolidate by style, color, and size 2. Pack merchandise by sku. 3. Pack by style, color, size and ship to the specified DC in the PO. Bulk shipments should be packed and marked by the ship to "DC" location. 4. Do not mix merchandise for more than one PO in a carton. Apparel 1. Place a single piece of cardboard on the top and bottom of each carton for protection when opening the carton. Shoes 1. Pack shoeboxes one box deep and in the same direction with the shoebox labels facing the top of the carton. 2. Do not double stack. 3. Keep shoe packaging to a minimum. 7 P a g e
Packaging Materials We encourage the use of environmentally sensitive packaging materials (recycled and recyclable). Avoid excess packaging by using material that maximizes protection while minimizing an environmental impact. Acceptable Packaging Materials Cardboard partition/dividers, cardboard fittings, corrugated cardboard, and kraft paper. Unacceptable Packaging Materials Expanded polystyrene loose fill peanuts, straw, fiberglass, hard plastic, newspaper, and bamboo. Carton Requirements 1. Cartons must not exceed 40lbs. Cartons must meet these size requirements: a. Apparel: Minimum: 4 Height x 20 Length x 12 Width Maximum: 14 Height x 26 Length x 18 Width b. Outerwear/Footwear: Minimum: 4 Height x 20 Length x 12 Width Maximum: 18 Height x 32 Length x 20 Width 2. Pack carton contents in same sequence as purchase order starting with first style and colour (this would be carton #1). 3. Carton closing put cardboard pieces on top of the goods before closing the box, so no damage occurs to the merchandise when opening the box. 4. Use adhesive tape only. Do not overload boxes or use staples, metal, plastic strapping, or banding. ** Under no circumstance can a Gaylord be used to ship product to Sporting Life 8 P a g e
Electronic Data Interchange EDI is important within our Supply Chain process. All suppliers must be EDI capable in order to transact electronically with us. EDI helps to ensure communication between us can be managed in an automated fashion. Suppliers will benefit from having a fully integrated EDI solution. We understand that some companies do not have EDI capabilities within their current process. To provide a solution for our non-edi suppliers, Sporting Life has partnered with Spice Technology Group, a Third Party e-commence provider. The solution is a web portal which is both economical, as well easy for suppliers to use. Suppliers can contact Spice Technology directly to hear more about their solution @ 1-888-400-7950 x170 Mon Fri 8:00-5:00 EST EDI Information ISA Qualifier: ZZ ISA: SPORTINGLIFE GS: SPORTINGLIFE Contacts: EDI support is available for Mon Fri 8:00 AM 5:00 PM EST 416-848-1991 x300 connectsupport@spicetg.com Mandatory Transactions 850 Purchase Order 855 Purchase Order Acknowledgement 860 Purchase Order Change 856 Advance Ship Notice 832 Price/Sales Catalogue 997 Functional Acknowledgment 850 Purchase Order An 850 is used to communicate PO details. UPC, quantity, cost, ship-to are key segments within. 855 Purchase Order Acknowledgement An 855 is expected for all PO s within 24 hours of receiving the 850 (PO). This transaction confirms the dates, items and quantities from the PO. An additional 855 is required 7 days prior to shipping the PO. 860 Purchase Order Change The 860 is used to communicate any change to the original PO. Quantity changes, date changes, price, item changes are transmitted in this transaction. 856 Advance Ship Notice An ASN is required for all shipments into the DC. The ASN will detail the contents within a shipment. A shipping label (MH10) is also required on each case. The ASN cannot arrive any earlier than 7 days prior to shipping the order. 9 P a g e
832 Price/Sales Catalogue This transaction is used to exchange critical item details. An 832 is required in order to obtain your UPC, styles and other pertinent item details. 997 Functional Acknowledgment An FA is required for all transactions exchanged. ADDITIONAL EDI CONTACT INFORMATION National Logistics Services VendorComplianceSPL@nls.ca GS1 Canada (label standards) http://www.gs1ca.org/page.asp?intpageid=347 Spice Group Implementations 416-848-1991 x300 connectsupport@spicetg.com Spice Group Support 416-848-1991 x300 connectsupport@spicetg.com TESTING INFORMATION Please mail sample labels to: National Logistics Services 110A Iron St Etobicoke, ON M9W 5L9 Attn: IT Department Or email to: VendorComplianceSPL@nls.ca MH10 LABEL SPECIFICATIONS for NLS Section Information Required Format Dimensions From To Vendor Name Address 1 Address 2 City, Prov/State/Country National Logistics Services Inc. Address 1 City, Prov/Country 50mm x 30mm 2 x 1 50mm x 30mm 2 x 1 Ship To Postal Code GS1-128, AppID = 420 2.5 x 1 Carrier 1.5 x 1 PO Number PO # (Requested, Bulk) 2.5 x 1 Item#Col#Size#, UPC, Quantity Item Info (Requested, Bulk) 2 x 1 10 P a g e
Store Number Barcode Mark for Store only GS1-128, AppID=91 2 x 1 Store Number Mark for Store only 1.5 x 1 SSCC-18 Carton Barcode Carton Barcode (Mandatory) GS1-128 1.25 Inch height Multiplier 4(20 mils) 100mm x 43mm 4 x 1 ¾ Notes: Width of the From: and To: can vary up to ½, as required Please supply purchase order number and Item number (plus colour and size), UPC and Quantity for BULK shipments Store number and barcode are MANDATORY for cross dock, or mark for store shipments Contact NLS if you do not have a GS1 company code Labels are to be placed 4 / 100mm from the bottom and 4 / 100mm from the left on the larger side of the carton. MH10 LABEL BULK EXAMPLE MH10 LABEL MARK FOR STORE EXAMPLE 11 P a g e
Notes: Width of the From: and To: can vary up to ½, as required Please supply purchase order number and Item number, UPC and quantity for BULK shipments Store number and barcode are MANDATORY for cross dock, or mark for store shipments Contact NLS if you do not have a GS1 company code Labels are to be placed 4 / 100mm from the bottom and 4 / 100mm from the left on the larger side of the carton. CROSS DOCK ORDERS Special orders, customer returns, and warranty returns must be clearly marked as a CROSS-DOCK on the outside of the carton. Quote the Sporting Life shipping reference form numbers (RTV#, CUR#, SPO#, Supply PO#) on the outside of all cartons and on the packing slip. All cartons must be clearly labelled with specified information: CROSS DOCK Special order Warranty Customer Return Pro-Deals Fixtures & Equipment Repairs REF#: APPT#: 12 P a g e
Shipping Instructions To avoid increasing waiting periods and traffic at our warehouse receiving doors, we have established a system that is more suitable to our business requirements. 1. All shipments are F.O.B to National Logistics Services (NLS) Mississauga unless otherwise specifically negotiated with the Buyer at the time of purchase order submission. 2. All shipments must be delivered by appointment. Late or unscheduled deliveries interfere with the deliveries of other vendors who have made appointment and can lead to refusal of the shipments. 3. Carriers must not split shipments and must deliver all cartons/pallets for the shipment at the appointed date and time. All shipments must be sent to our third party warehouse. Any shipments sent directly to stores will be refused. National Logistics Services shipping address: Sporting Life Inc. c/o NLS 150 Courtneypark Drive West Doors 16C 20C Mississauga, Ontario L5W 1Y6 13 P a g e
Scheduling an Appointment Delivery Appointment Contact Guidelines NLS 1. All deliveries to our 3PL warehoused (NLS) require an appointment to schedule an appointment an approval number is required. 2. To obtain an approval number a valid PO, within shipping window and not passed cancellation date, is required: o EDI Vendors send an email to VendorASN@sportinglife.ca quoting your PO#, number of cartons and number of units. o Non-EDI vendors send an email with all the shipment packing slips showing PO#, number of units and number of cartons to VendorASN@sportinglife.ca. 3. Non--EDI vendors will receive an approval number within 48 hours. 4. To schedule an appointment, contact the NLS appointment desk at: o Phone: (905) 364-0033 Ext. 2015 or Email: 150CourtneyparkAppts@nls.ca o Cut off for making an appointment for the next day delivery is 3:00pm EST o NLS appointment desk is open from Monday to Friday from 7:00am to 3:00pm EST 5. For EDI Vendor to receive an appointment at NLS, the following information will be required: o NLS Client Name (Sporting Life) o Valid PO number within the shipping window o Total units, total number of cartons, total number of pallets and name of carrier 6. For Non-EDI Vendors to receive an appointment at NLS, the following information will be required: o Approval number o NLS Client Name (Sporting Life) o PO number within the shipping window o Total units, total number of cartons and total number of pallets and name of carrier 7. Appointment number will be provided at the time of booking. o Driver will be required to quote NLS appointment number at the door. o Always quote existing appointment numbers when rescheduling or adding PO(s) to a previously booked appointment. o Please make sure the PO number and appointment number are indicted on the outside of the carton(s) and packing slip attached. 8. For EDI Vendors the ASN must be transmitted prior to product being delivered to NLS. Any shipments arriving without an appointment number, valid PO or no transmitted ASN will be refused. 14 P a g e
Our European and Asia Freight Forwarder Panalpina Inc. Head Office, Canada 6350 Cantay Road, Mississauga Ontario Canada. L5R 4E2 Main Contact Information: Name: Melissa Panza E-mail: Melissa.Panza@panalpina.com Telephone: 905 755 4564 Fax: 905 755 4622 Secondary Contact Information: Name: Sandra Silva E-mail: Sandra.Silva@panalpina.com Telephone: 905 755 4584 Fax: 905 755 4622 Website: www.panalpina.com Our U.S.A Customs Broker U.S.A. and Mexican suppliers must include a NAFTA Certificate. For a copy of the forms you can go to: http://www.cbsa-asfc.gc.ca/trade-commerce/ta-ac-eng.html. UTi Canada Inc. Queenston Lewiston Bridge Suite 108 Niagara Falls, ON L2E 6T8 Contact Information: Customs Operations Team Telephone: 1-866-353-9278 Fax: 1-866-353-9279 Quotes: Salessupportcanada@go2uti.com and dmaclellan@go2uti.com Questions: Duncan dmaclellan@go2uti.com Import Manager: Erin evienneau@go2uti.com Website: www.go2uti.com 15 P a g e
Returns to Vendor We believe in 100% customer satisfaction and in most cases, we give customers full replacement and/or credit prior to returning the product to you. We stand behind our vendor s product 100% and ask for your full co-operation while doing so. Our goal is to uphold your reputation as well as our own and achieve optimal customer satisfaction. Damaged Goods Allowance - (NO RETURN PROGRAM) To eliminate administrative, handling, and shipping costs for all parties involved in processing damaged product, Sporting Life is requesting a Damaged Goods Allowance from our vendors. Based on historical data this advance credit should provide the necessary coverage for normal worn and/or damaged claims, rather than returning the merchandise. The deduction (separately identified on your invoices) should be subtracted from each invoice as advance credit for defective worn and/or damaged product. Defective merchandise identified at point of receiving will be handled separately, outside the damaged goods allowance. Merchandise will be returned to you for specific credit. Defective R.T.V. s All defective merchandise will be returned to the vendor using a Sporting Life defective stock return tag. All Return Authorization numbers (RA #) will be requested by fax/e-mail. Under no circumstances should any merchandise (warranty, non-warranty, used, nonsaleable, or R.T.V.) be repaired and shipped back to us. If non-warranty items need to be replaced, our logistics department needs to be notified (416-485-1685 ext. 5343). Our DSR numbers must be quoted in all correspondence including packing slips. Substitutions ARE NOT acceptable under any circumstances. Credits must be issued within 10 days from receipt of returned merchandise. After 10 days, a debit memo will automatically be applied to your next invoice. Returns Please contact the Logistics Dept. (416) 485-1685 ext. 5343, prior to applying any cost which may occur involving returns or for details on our NO RETURN PROGRAM. 16 P a g e
Customer Returns Customer returns are product owned by our customers to be returned to our vendor for inspection. These items are sent back with a Sporting Life CUR packing slip, and are to be dealt with promptly on a priority basis. All customer returns sent to our vendors for repair or replacement must have action taken on the item within 21 days of our shipping date. If we have not received the item in this time period, your account will automatically be debited for the cost of the item. We ask our valued vendors to advise us immediately on any action taken and/or charges, which may be incurred, in order that we inform our customers on the status of their merchandise and about applicable repair charges. We prefer to receive credit for all returns rather than replacements, except when customers are looking for repair or replacement. Please notify our Customer Service Dept within 24 hours of any credits being issued. Do not destroy/discard any merchandise until the Sporting Life CSR has been notified. Some customers do not want credit and prefer to have the item returned to them. Substitutions by style / colour / size are not acceptable under any circumstances unless approved by our Customer Service Dept. Sporting Life customer return (CUR) and special order (SPO) reference numbers must be quoted on all correspondence. When booking an appointment with NLS please quote the appropriate individual reference number (for instance CUR#, DSR# and SPO#), to receive a priority appointment time. Do not mix special orders, customer returns, or warranty items in one carton. They must be shipped separately. Any questions or issues with Customer Returns or Warranty Replacement can be directed to our Logistics Department by Phone: 416-485-1685 ext. 5231 or ext. 5343 or Email: VendorASN@sportinglife.ca or our CUR/DSR Shipping Department Email: csr@sportinglife.ca 17 P a g e