THE O.C. TANNER INBOUND ROUTING GUIDE UPDATED & RELEASED November 17, 2016 Page 1 of 13
THE O.C. TANNER INBOUND ROUTING GUIDE These instructions are effective November 17, 2016 and supersede all previously issued instructions. We recommend you share this information with all departments affected. We expect suppliers to be compliant with labeling and packing list requirements by January 1, 2016. We appreciate your willingness to comply with this routing guide, allowing O.C. Tanner the best possible opportunity to reduce freight costs and provide extraordinary service to our customers. We ask that all suppliers, both prepaid and collect, complete a supplier outbound profile located at www.octanner.com/logistics/downloads. This form provides O.C. Tanner s logistics department basic shipping information and contact information should we need to contact you. Changes to the routing guide since the last update have been noted in the table of contents. Please familiarize yourself with these changes. Sections of this guide can be accessed by clicking on the section in the list below or scrolling down to the desired page. Page 2 of 13
*Changes were made to these sections in this update of the routing guide Contents Communication and Contact Information... 4 Shipment Preparation... 4 General Instructions... 4 *Shipping Standards... 4 *Packing List Requirements... 5 *Labeling... 5 *Pallet Labeling... 5 *Carton Labeling... 5 Packing Requirements... 6 *Pallet Requirements... 6 *Carton Requirements... 6 Drop Shipments... 6 Small Parcel Instructions... 6 *LTL and Truckload Instructions... 6 Appointment Scheduling... 7 Delivery Locations and Contacts... 7 Shipment Routing and Carrier Selection... 8 Prepaid Shipments... 8 Small Parcel Shipments... 8 Drop Shipments... 8 LTL and Truckload Shipments... 9 *Definitions... 10 Page 3 of 13
Communication and Contact Information O.C. Tanner communicates with suppliers about POs, ASNs, and invoices through EDI X12 transactions or via e-mail. Please contact the appropriate O.C. Tanner Buyer for more information on setting up communication, including transaction specs or how to get setup as an EDI supplier. All invoices sent by e-mail should be sent to Accounts.Payable@octanner.com. O.C. Tanner requires all suppliers to send PO acknowledgements (EDI 855) within 24 hours of receiving the PO. Contact the logistics team for any other questions regarding freight routing, this routing guide, or any other logistics questions. Drop Ship Coordinator Contact: Linh Tran Phone: (801) 493-3416 E-mail: shipdirect.coordinator@octanner.com Logistics Manager Contact: Michael Erickson Phone: (801) 493-3540 E-mail: michael.erickson@octanner.com Shipment Preparation General Instructions O.C. Tanner sends POs through EDI and e-mail. PO acknowledgments must be sent to O.C. Tanner within 24 hours of receipt of P.O. ASNs and Invoices must be sent to O.C. Tanner within 24 hours of shipment from supplier either via EDI or e-mail. Shipments may only combine POs that have the same delivery address. Every effort should be made to consolidate POs to one shipment per week per delivery location. Every effort should be made to help products arrive on or before O.C. Tanner s dock date. *Shipping Standards Supplier must not ship unordered Products. Freight should be sorted by purchase order. Items with the same part number must be sorted and kept together. If shipping full container, product must be organized by like SKU. Products (style, number, size, color, etc.) and quantities received, identified on the Packing List and Purchase Order must match. Supplier must provide dimensions and weight of each Product in its individual packaging to O.C. Tanner. Page 4 of 13
*Packing List Requirements A packing list per PO must accompany every shipment In the event multiple trailers or containers are necessary to ship products, an itemized packing list must accompany each trailer or container. Packing List must be attached to the lead pallet or carton, and must be legible. Each packing list must contain the following: o Barcoded Purchase Order number(s) associated with the shipment/asn o Supplier Name o Delivery address as stated on the PO o O.C. Tanner material number for each line item o Description o Number of cartons and case pack quantity o Total number of units on backorder Labeling *Pallet Labeling All less than truckload shipments to O.C. Tanner must be labeled and shrink wrapped with the following information (see end of routing guide for pallet labeling example): Purchase Order Number (use cardboard to segregate purchase orders when possible) Carton count per pallet BOL Number When shipping more than one pallet, identify the pallet number and total pallets being shipped (e.g. 1 of 3, 2 of 3, 3 of 3) *Carton Labeling All shipments sent to O.C. Tanner must be labeled with a standard UCC-128 Shipping Container Label (see end of routing guide for template). Only one UCC-128 label per unit. Label must contain the following information: Supplier name and ship from address O.C. Tanner s purchase order number UPC number (if carton is mixed, enter MIXED instead of UPC barcode) Carrier name and bill of lading number SSCC-18 shipping container barcode Product that is shipped with multiple components per selling unit must be identified as such and each piece labeled as 1 of 3, 2 of 3, and 3 of 3, if three cartons comprise one selling unit. Only one ASN per shipping unit (A shipping unit is either a pallet or a carton) Page 5 of 13
Packing Requirements *Pallet Requirements All freight must be shrink wrapped and palletized. Exceptions may be granted upon prior written approval. The standard pallet size is 40 x 48 with a maximum height of 54. Please stay within this standard. Cartons must not overhang pallet. Keeping within this height limit will allow items to be transferred to O.C. Tanner storage without additional handling. Although there are shipping efficiencies in stacking pallets to the truck s ceiling, damage can occur by stacking pallets too high. Because of the nature of O.C. Tanner s business, crushed boxes cannot be accepted. Product damaged due to stacking too high will be removed from the pallet and returned to you at your expense. Please try to stack product in such a way as to allow cartons counts without a need to break down pallets. When possible, do not mix product on the same pallet. When product must be mixed for shipping efficiency, keep similar items together on the pallet and make sure boxes are clearly marked. Pallets containing more than one SKU must contain a MIXED sign on the Pallet. All LTL and truckload shipments should be shipped on 4-way pallets. This allows our receiving dock to quickly move and receive the product. It also protects the product from damage. If you have concerns about shipping your product on pallets, please contact us so we may address your concerns. *Carton Requirements Products from multiple Purchase Orders may not be mixed in a single Carton. Products with mixed SKU in a Carton should be avoided when there is sufficient volume of one SKU to make a full Carton. If necessary, cartons containing more than one SKU must contain a MIXED sign on the Carton. Product must NOT contain any price information either on cartons, containers or individual pieces. Drop Shipments Please ship the order as soon as it is available. Small Parcel Instructions Every PO included in the shipment must be listed in the carrier s reference field to identify the package through online tracking and to enable freight payment processing. *LTL and Truckload Instructions A Bill of Lading (BOL) must accompany every shipment and should include: o Delivery address as stated on the PO o Each PO number shipped at the line item level o The proper NMFC freight class at the line item level o The correct number of total pallets shipped o The correct number of cartons shipped Page 6 of 13
o The correct gross weight of the shipment including weight of pallets o The correct net weight of the shipment excluding 50 lbs per pallet* o Bill of Lading must be complete *O.C. Tanner s LTL contracts include a pallet exception up to 50 lbs per pallet. The pallet exception only applies on bills of lading which include the gross weight and calculated net weight that subtracts 50 lbs for each pallet tendered. It is critical the suppliers include both a gross and net weight when completing a bill of lading. Assistance in creating a BOL can be provided in any of the following ways: o The BOL feature of the carrier s website o A custom PDF form provided by O.C. Tanner s logistics department (contact logistics@octanner.com for more information) o BOL created by O.C. Tanner s partner Box Logic (see LTL section for more info) Full truckloads to multiple O.C. Tanner locations should be loaded by delivery location. This allows all products to be unloaded at the desired destination without having to unload the entire trailer. Appointment Scheduling Freight is received at four locations - ADC, SDC, Main building, Return Center. o ADC & SDC require delivery appointments through Transwide o Main building and Return center can be delivered without an appointment during regular business hours. O.C. Tanner s core carriers have been set up within the Transwide scheduling system so they can go online to schedule their delivery appointments. All carriers must make an appointment for delivery. If no appointment was made, delivery will not be received. Please ensure that your carrier is made aware of this requirement. Delivery Locations and Contacts O.C. Tanner ADC 1825 South Main Street Salt Lake City, UT 84115 Contact: Receiving Phone: 801-483-8307 Email: adcrdock@octanner.com Receiving Hours: Mon-Thurs: 6:00 AM to 11:30 PM Fri: 6:00 AM to 6:00 PM O.C. Tanner Main 1930 South State Street Salt Lake City, UT 84115 Contact: Receiving Email: main.receiving@octanner.com Phone: 801-493-3297 Receiving Hours: Mon- Fri: 6:00 AM to 2:30 PM O.C. Tanner SDC 2455 West 1500 South Suite A-2 Salt Lake City, UT 84104 Contact: Receiving Phone: 801-493-3655 Email: sdc@octanner.com Receiving Hours: Mon-Thurs: 6:00 AM to 11:30 PM Fri: 6:00 AM to 6:00 PM O.C. Tanner Returns 1865 South Main Street Salt Lake City, UT 84115 Contact: Lisa Hitesman Email: return.questions@octanner.com Phone: (801) 493-3100 Receiving Hours: Mon-Fri: 7:45 AM to 4:15 PM Page 7 of 13
Shipment Routing and Carrier Selection All shipments will fall under one of three shipping terms: FOB Shipping Point Freight Collect FOB Shipping Point Freight 3rd Party FOB Shipping Point Freight Prepaid *Custom terms on the PO supersede these instructions. *If no terms appear on the PO, title transfer will be determined by shipping terms as they are matched and listed above. Prepaid Shipments Prepaid suppliers are strongly encouraged to ship on one of O.C. Tanner s core carriers (listed in the sections below) for purposes of visibility and receiving efficiency. Small Parcel Shipments Shipments with a total weight less than 150 lbs should be shipped on O.C. Tanner s 3rd party account number if they are not negotiated to be prepaid by the supplier. Ground service should be used unless an air shipment is requested by an O.C. Tanner employee. FedEx is our preferred carrier. If FedEx is not an option, a UPS account number is available. Please contact logistics@octanner.com for either the FedEx or UPS account numbers. FedEx http://www.fedex.com/us/ UPS https://www.ups.com/content/us/en/index.jsx Drop Shipments O.C. Tanner prefers to have all drop-shipments shipped on our account or on the account of our customer to provide better visibility to shipments in transit. Shipments less than 150 lbs should be shipped as a small parcel shipment according to the guidelines above. Shipments over 150 lbs are shipped via CEVA Logistics or Pilot Freight. Carriers are assigned by O.C. Tanner based on attributes of the product and desired service. Contact the Ship-Direct Coordinator or the Logistics manager for more information on requirements and carrier selection. CEVA Logistics: http://www.cevalogistics.com/en/pages/default.aspx Pilot Freight: http://www.pilotair.com Page 8 of 13
LTL and Truckload Shipments Shipments larger than 150 lbs should be shipped using one of the LTL carriers listed below. O.C. Tanner does not need to be contacted prior to shipment. To manage the freight mix between our carriers, O.C. Tanner may assign a specific carrier to a supplier. If you have not already been asked to ship with a specific carrier, please choose from any of those listed below. YRC SCAC YRCW BOL Creation: http://www.yrc.com/shippers/shipformlib.html Pickup requests can be made online or by finding your local terminal by going to www.yrc.com and using the Tools menu FedEx Freight (Economy Service) SCAC - FXFW BOL Creation: https://www.fedexfreight.fedex.com/bol/bolentry.do Pickup requests can be made online at https://www.fedexfreight.fedex.com/pickup/inputns.do or by finding your local terminal at http://www.fedexfreight.fedex.com/locations.jsp Must ship third party, contact us for the third party account number. (Logistics@octanner.com) USF Reddaway SCAC RETL BOL Creation: http://www.reddawayregional.com/technology/forms.shtml Pickup requests can be made by calling the customer care hotline at (888) 420-8960 Weekly shipments greater than 6 pallets or 3,000 lbs will be routed by O.C. Tanner s partner Box Logic. Requests for routing can be sent to them either via e-mail at octanner@boxlogic.com or by calling 801-924-4900 and talking to Curtis Fisher or Jody Christensen. Please include all the information below in an e-mail or have it ready when you call the number. Origin zip code O.C. Tanner destination (ADC, SDC, Main, or Returns) All O.C. Tanner PO numbers on the shipment Product description NMFC freight class Total pallet count Total gross shipment weight Page 9 of 13
*Definitions Bill of Lading: A document issued by a freight carrier detailing the type, quantity, destination and other information relating to Products being shipped by such freight carrier. Carton: A plastic or cardboard box used to pack, store and transport Products. FOB: Free on board and indicates where title and risk of loss to Products pass from Supplier to O.C. Tanner. FOB is specified on each purchase order as either FOB Origin (Supplier s warehouse or other location specified by Supplier) or FOB destination (O.C. Tanner s warehouse or other location specified by O.C. Tanner). Invoice: A document prepared by Supplier and submitted to O.C. Tanner requesting payment in accordance with the Purchase Order. Invoice also means a document prepared by O.C. Tanner and submitted to Supplier requesting payment for fees or costs incurred due to receipt of Non- Conforming Products. Original Promised Date: The original and unrevised Promised Date specified on a Purchase Order. Pallet: A reusable platform usually made of wood, on which freight is loaded. The standard size of a Pallet is 48 inches x 40 inches. Packing List: An itemized list of Products included with each shipment specifying the Purchase Order number, quantity and description of Products. Payment Terms: The agreed-upon time for payment specified on the Purchase Order. Products: Goods supplied by Supplier to O.C. Tanner. Dock Date: The date specified on each Purchase Order that identifies the date that Products must be physically present and ready for tender to O.C. Tanner or its designated carrier at the specified FOB location. Purchase Order: A document created by O.C. Tanner and transmitted to supplier respecting O.C. Tanner s offer to purchase Products from Supplier. A purchase order sets forth the description, quantity, price, payment terms, dock date, FOB and other terms and conditions. Material Number: A bar-scan-readable stock-keeping unit (SKU) assigned by O.C. Tanner uniquely identifying a product. UPC: A bar-scan-readable universal product code uniquely identifying a product. Supplier: any person, corporation, limited liability company, partnership or other legal entity who supplies products to O.C. Tanner. Page 10 of 13
UCC128- Example Page 11 of 13
4 **Above layout is intended to reflect the data elements we expect to receive on your standard packing list Page 12 of 13
Pallet Label Example Page 13 of 13