Vendor Routing Guide Distribution & Fulfillment Centers Version 10.4 8/17
1. Merchandise Packaging Specifications... 5 1.1. Tagging-Price Ticket, Hang Tag, Joker Tag, Size Stickers... 5 1.2. Poly Bagging... 5 1.3. Pre-Packing... 7 1.4. Footwear... 8 2. Case Specifications... 8 2.1. Standard Apparel Case (For Retail Orders)... 9 2.2. Non-Apparel/Oversized and Odd Case (For Retail Orders)... 10 2.3. Case Openings... 10 2.4. Case Closures... 10 2.5. Banding, Strapping, Staples or String/Wire-Tying... 11 2.6. Case Design... 11 3. Packing Cases... 12 3.1. Creating an Odd Case... 12 3.2. Packing a Standard Apparel Case... 12 3.3. Other Specifications:... 14 4. Intimate Apparel Case Dimensions Shipping to Etna and Riverside... 14 4.1. Intimates... 14 4.2. Panty Case Dimensions... 15 5. Case Markings & Labeling... 16 5.1. Case Markings... 16 5.2. Additional Case Markings for Special Cases:... 18 2
5.3. Electronic ASN/Case UCC128 Labeling Lane Bryant/Catherines... 18 5.4. Electronic ASN/Case UCC128 Labeling Justice/maurices/Dressbarn... 23 6. Packing Lists... 26 6.1. Specifications... 26 7. Trailer Loading Requirements... 27 PAGE INTENTIONALLY LEFT BLANK... 29 Intentional Page Break to Denote Start of ecommerce Packing Requirements... 29 8. ecommerce Packing Requirements... 30 8.1. General Guidelines... 30 8.2. Merchandise Packing Specifications... 30 8.3. SKU Barcode Label... 37 8.4. ecommerce Case Specifications... 39 8.5. Poly bag Specifications... 40 9. Violations / Chargebacks... 44 9.1. Violation / Chargeback Policy Statement... 44 9.2. Routing Guide Violation Chargebacks:... 44 9.3. Electronic ASN/UCC 128 Label Chargebacks:... 45 9.4. VAS (Value Added Services) Chargebacks:... 46 9.5. RTV (Return to Vendor) / Store Recall / RTV Chargebacks:... 46 9.6. List of Chargeable Offenses... 46 9.7. VAS (Value Added Services) Chargebacks... 48 10. Telephone/Fax Contact Summary... 49 10.1. Accounts Payable Contacts:... 49 3
10.2. Ascena Distribution Centers Contacts:... 49 11. Packing List Template... 51 12. Additional Resources... 52 12.1. Justice... 52 12.2. Lane Bryant/Catherines... 52 12.3. Maurices... 52 12.4. Dressbarn... 52 12.5. Supplies... 52 4
ATTENTION: Any violation of this Vendor Routing Guide is subject to a chargeback. References to Ascena include all brands within the Ascena umbrella - Lane Bryant, Justice, Catherines, maurices and Dressbarn. Any questions regarding the information in this routing guide should be directed to: Etna DC (Retail PO s) - EtnaRoutingGuide@AscenaRetail.com Greencastle FC (ecommerce PO s) - Vendor.Coordination@AscenaRetail.com 1. Merchandise Packaging Specifications 1.1. Tagging-Price Ticket, Hang Tag, Joker Tag, Size Stickers 1.1.1. Attach Price Tickets and all appropriate marketing material to all merchandise prior to packaging and shipping to the Distribution Center. 1.1.2. Only tickets printed by the approved ticket suppliers will be accepted. Do not use any unauthorized or altered price tickets/hang tags. Only place price ticket orders with below ticket suppliers 60 days prior to X-factory date. 1.1.2.1. Justice Avery Dennison 1.1.2.2. Lane Bryant/Catherines/Dressbarn Nominated supplier 1.1.2.3. Maurices FineLine 1.1.3. Please refer to the label and ticketing manuals found in the brand specific websites in the Additional Resources section for additional information. 1.2. Poly Bagging 1.2.1. Apparel-- For efficiency, all bulk apparel is required to be made ecommerce ready, with price ticket showing, SKU barcode label on polybag and usage of a polybag that passes the sag test as shown in the ecommerce section. Also, when folding apparel the polybag unit size should be no larger than 13 X 13. If you cannot make your unit 13 x 13 or smaller, you must get approval prior to shipping. A larger polybag may be used to meet the folding standard of 13 x 13. All requirements of the sag test must be met and passed. 5
1.2.2. Large items like coats, dresses, bottoms and denim, should be folded to their smallest dimension without compromising the item and following the brand folding guidelines. Dimensions of poly bags vary depending on the bulk and folded size of the item. Once packaged, the item should fit comfortably in the poly bag (no creases, puckers or bulges) but not move freely inside the bag (bag should be close fitting). 1.2.3. Non-Apparel & Fragile Depending on how PO is written, you may be required to make non apparel ecommerce ready. Ecommerce ready means price ticket showing, SKU barcode label on polybag( if required) and usage of a polybag that passes the sag test as shown in the ecommerce section. 1.2.4. Non-apparel that exceeds 23 x 16 x 14 must be made ship ready. See ecommerce section on ship ready for details. 1.2.5. Unless approved by the Distribution Center, all merchandise shall be polybagged within the case as follows: 1.2.5.1. Pre-Packs A sealed master poly bag must be placed on the pre-pack or a lightweight inner case, i.e. sunglasses, lip gloss, etc. Merchandise within the pre-packs is NOT to be individually poly bagged. The only exception to this is jewelry. 6
1.2.5.2. Non Pre-Packs Loose packed apparel merchandise (bulk) must be in sealed individual poly bags in cases. DO NOT use a master poly bag to package this merchandise. The bulk units should be ecommerce ready, folded to the unit s smallest size, with price ticket showing, SKU barcode label on polybag and usage of a polybag that passes the sag test as shown in the ecommerce section. 1.2.5.3. Fragile All fragile merchandise, bulk or pre-pack, must be individually poly bagged. Pack cases using ½ inch (1.27 centimeters) bubble wrap liner inside the case. 1.2.6. Poly Bag Specifications Poly bag thickness level must be 0.05mm or greater. 1.2.6.1. All poly bags for bulk orders must have warning text in both English and French Canadian. See section ecommerce section for warning label and additional information. 1.2.6.2. We do not require the warning text for master poly bags. 1.2.7. Indicate multiples and sets on the packaging 1.2.7.1. On a poly bag or re-shippable case that is used to package multiple pieces together, you must indicate on the outside of the package/poly bag the number of pieces contained inside. 1.2.7.2. If the items within the package are a set, the package must be labeled as such. For example, a two-piece set would be labeled 2 piece set. 1.3. Pre-Packing 1.3.1. Pre-pack garments according to the exact quantity, size and color combination on the Purchase Order (PO). Merchandise that is received at the Distribution Center that is not pre-packed according to the PO will be subject to violation charges detailed in chargeback section of the Vendor Routing Guide. 1.3.2. Individual garments must be facing front side up within each pre-pack. 1.3.3. Package pre-packs in one of the following materials: 7
1.3.3.1. Poly bag (poly bag thickness level must be 0.05mm or greater) 1.3.3.2. Re-shippable case 1.3.3.3. The warning label is not required for master poly bags. 1.3.4. Do not ship extra pieces on a pre-pack PO that do not make an exact pre-pack specified on the PO. 1.3.5. Odd cases are allowed for prepack orders. The prepack unit components must remain as the order was written. 1.3.6. When packing a single pre-pack per case (standard quantity of one (1)), the component of the pre-pack does not need a master poly bag. However, the units must be protected from the elements by poly bagging in sub master poly bags with lesser quantities by poly bagging per color or by individual unit. 1.4. Footwear 1.4.1. Shoe boxes (inner case) cannot exceed the following dimensions 1.4.1.1. 22.5 x 15.5 x 13.5 inches or 57.15 x 39.4 x 34.3 cm. 1.4.1.2. Anything meeting or below those dimensions is acceptable. 1.4.2. Any questions related to markings on the shoe box, such as shoe size, or shoe box suppliers should be directed to the brand. 1.4.3. Clear retainer bands on shoe boxes are required for retail PO s. 1.4.4. Egg crates and/or cardboard separators are only allowed for unboxed stiletto heels. Any other use will constitute a chargeback for excessive packaging. 2. Case Specifications Use of Standard Apparel case vs. Non-Apparel/Oversize case The full size standard apparel case (23 L X16 WX16 H) should either contain one prepack or multiple prepacks. If one prepack cannot fit into a full size standard apparel case, use an oversize case (dimensions approved) and pack a single prepack in a case. When packing a single prepack per case, the unit components of the prepack do not need be in a master polybag. However master polybag to protect the garments from the elements if needed. 8
General case specifications are provided below. 2.1. Standard Apparel Case (For Retail Orders) 2.1.1. This case should be used for all apparel and innerwear (camis, bras & panties) purchase orders. 2.1.2. The standard apparel case has a fixed dimension. The height of the case can range from 31.8cm to 40.6cm/12.5in to 16in to accommodate varying heights of pre-packs. 2.1.3. The standard apparel case dimensions are as follows: Standard Apparel Case Dimensions Length Width Height cm. In. cm. In. cm. In. Pre-Pack 58.4 23.0 40.6 16.0 31.8-40.6 12.5 16.0 Bulk 58.4 23.0 40.6 16.0 40.6 16.0 2.1.4. The above case dimension MUST be used for all apparel vendors. 2.1.5. MINIMUM CASE WEIGHT cannot be less than 2.27 kg (5 lbs.). 2.1.6. MAXIMUM CASE WEIGHT cannot exceed 24.95 kg (55 lbs.). 9
2.2. Non-Apparel/Oversized and Odd Case (For Retail Orders) 2.2.1. The following case dimensions shall be used for all non-apparel merchandise or when creating any odd case, apparel or non-apparel, as described in case dimension section. Non-Apparel/Oversized & Odd Case Dimensions Length* Width Height* cm. In. cm. In. cm. In. Minimum 50.8 20 35.6 14 25.4 10 Maximum 68.6 27 40.6 16 40.6 16 *NOTE: - The length MUST be the largest dimension. - The height MUST be the smallest dimension. 2.2.2. MINIMUM CASE WEIGHT cannot be less than 2.27 kg (5 lbs.). 2.2.3. MAXIMUM CASE WEIGHT cannot exceed 24.95 kg (55 lbs.). 2.2.4. In order to avoid a chargeback any case outside the standard size or weight ranges above must be approved in advance of DC receipt by contacting the DC at: 2.2.4.1. E-mail: EtnaRoutingGuide@AscenaRetail.com 2.3. Case Openings 2.3.1. Case openings must be on top and bottom of the case. The top and bottom must be the largest surface areas. Cases not meeting this requirement cannot be processed using the automated sortation system. 2.4. Case Closures 2.4.1. Case closures (top and bottom) must be securely fastened with tape. Tape must be placed over the entire length of the seams and extend over the ends a minimum of 7.62cm (3 in.). Stapling the closure is not allowed. 10
2.5. Banding, Strapping, Staples or String/Wire-Tying 2.5.1. Banding, Strapping, staples or string/wire-tying of cases as a means of closure is not permitted unless mandated by country of origin regulations. Please contact the following if required to seal cases using this method. 2.5.1.1. Email: EtnaRoutingGuide@AscenaRetail.com 2.5.2. Corrugation Specifications 2.5.2.1. A Regular Slotted Container (RSC) must be used that has a minimum of the following: 2.6. Case Design 2.5.2.1.1. 125 kg (275 lbs.) burst strength (typically a double wall/7-9-ply case) 2.5.2.1.2. Edge Crush Test (ECT) with a minimum of 21.8 kg (48 lbs.) or equivalent is required. 2.5.2.1.3. For ecommerce case requirements refer to ecommerce section of this guide. 2.6.1. Cases must be of rectangular construction. 2.6.2. The width of the case must be greater than the height (see below). 2.6.3. The length of the case must be greater than the width (see below). 2.6.4. Square-shaped cases will turn during processing; causing UCC label misreads. 2.6.5. Cases with a height greater than the width will fall over during processing; also causing UCC label misreads. 11
3. Packing Cases General packing instructions are provided below. Specific instructions provided on PO s must be followed if they differ from the instructions below. These instructions may include topics such as pre-packing, size curves, standard case quantity, or case dimensions. 3.1. Creating an Odd Case 3.1.1. Units in excess of standard case quantities must be handled according to the following procedures: 3.1.1.1. Pack the remaining units in a case marked Odd and pack one size per color per case. 3.1.1.2. The odd case must meet the minimum case size described in case size section. If the number of odd units is too small to package in a case that meets the minimum case size then pack the small number of units into one of the standard cases of the same size/color and change the quantity of that case to reflect the additional units; making that case the Odd case. i.e. If you have three standard case of 50 units each and have three odd units leftover, instead of shipping the three standard cases of 50 and one case of three units, combine the three units in with one of the three standard cases of 50, and ship two cases of 50 units and one of 53 units. NOTE: the only exceptions to the above packaging requirements of one case per size/color are PO s that are identified as Test. 3.1.2. If sending ASN data via EDI, SKU s cannot be mixed within a case. 3.2. Packing a Standard Apparel Case 3.2.1. In order to maximize the inside dimensions of the standard apparel case, it may be required to pack the standard apparel case using the unique methods described below. 3.2.2. The following examples illustrate how to maximize the space within the standard apparel case when packing pre-packs and bulk units. 12
3.2.3. Packing Pre-Packs: 3.2.3.1. The final pre-pack(s) may be distorted to fill any void space resulting from column stacking pre-packs within the standard apparel case (see below). 3.2.3.2. However, the pre-pack units must remain within the poly bag. 3.2.4. Packing Bulk Units: 3.2.4.1. Bulk units must be packed using the largest standard apparel case dimension. 3.2.4.2. The units may be placed vertically to fill any void space resulting from column stacking bulk units within the standard apparel case (see below). 13
3.3. Other Specifications: 3.3.1. Pack each PO in separate cases. Do not mix PO s within cases. 3.3.2. Pack a standard quantity of units or pre-packs per case for each PO/color/size. 3.3.2.1. A standard quantity is the amount that fills a case by size. 3.3.3. Pack cases as densely as possible without damaging goods or causing cases to bulge. 3.3.4. Use of protective cardboard liner, placed inside the case on top of the merchandise, in order to avoid potential damage is required. 3.3.5. No mixed cases are allowed. This includes PO s and SKU s. Any cases that come in mixed are subject to chargeback. 3.3.6. Inner cases within a master case can only be used if the quantity in the inner case is the PPK SKU breakdown and quantity. Each inner case contains one PPK. 3.3.7. Multiple prepacks in a case must have each prepack in a master polybag. 4. Intimate Apparel Case Dimensions Shipping to Etna and Riverside 4.1. Intimates 4.1.1. The following case dimensions shall be used for intimate apparel merchandise destined for the Etna or Riverside Distribution Centers ONLY. Refer to the ecommerce section on how to pack intimates for ecommerce. Intimate Apparel Case Dimensions Length Width Height cm. In. cm. In. cm. In. Minimum 50.8 20 35.6 14 25.4 10 Maximum 68.6 27 40.6 16 40.6 16 14
4.1.2. Any combination of these dimensions shall be used as long as the dimensions fall within the min/max range. 4.1.2.1. For example: the use of a 27 L x 14 W x 12.5 H case is allowed as each dimension falls within the requirements listed above. 4.1.3. Pack each PO in separate cases. Do not mix PO s within cases. 4.1.3.1. A standard quantity is the amount that fills a case by size. 4.1.4. Use of protective cardboard liner, placed inside the case on top of the merchandise, in order to avoid potential damage is required. 4.1.5. In order to avoid a chargeback, any case outside the standard size or weight ranges above must be approved in advance of DC receipt by contacting: EtnaRoutingGuide@AscenaRetail.com 4.2. Panty Case Dimensions 4.2.1. The following case dimensions shall be used for packing panties. 4.2.2. Pack cases as densely as possible without damaging goods or causing cases to bulge. 4.2.3. Fold the garment to fit within the dimensions of the case dimensions listed below. Panty Case Dimensions Length Width Height cm. In. cm. In. cm. In. 58.4 23.0 40.6 16.0 31.8 12.5 15
5. Case Markings & Labeling 5.1. Case Markings 5.1.1. The following markings must be applied on two sides (length and width) of each case. For Division specify Lane Bryant, Catherines, Justice, Dressbarn or maurices as applicable. 5.1.1.1. Retail Case Marking (Destination: Etna, Riverside NOTE**Lane Bryant ecommerce will ship to Etna) Ship To: Ascena Retail Group 200 Heritage Drive Pataskala, Ohio 43062 Division PO# SKU Pre-Packed Yes No Department Case # Color Size / / / / / / Total: Color Size / / / / / / Total: Ship To: Ascena Retail Group 7295 San Gorgonio Drive Riverside, Ca 92508 Division PO# SKU Pre-Packed Yes No Department Case # Color Size / / / / / / Total: Color Size / / / / / / Total: 16
5.1.1.2. ecommerce Case Marking (Destination: Greencastle) Ship To: Ascena Retail Group 1901 E State Road 240, Greencastle, IN 46135 Division PO# SKU Department Case # Color Size / / / / / / Total: ORM-D Label required for hazardous material only 5.1.2. If the case contains mixed merchandise in a color/size pack, it is necessary to indicate the colors, sizes, and totals on the case markings as indicated below. No other mixed cases should be shipped. 17
5.1.3. Label font height should be no less than 5/16 in. (.7 cm.). 5.2. Additional Case Markings for Special Cases: 5.2.1. In addition to the required case markings, depending on the case contents, mark cases as follows: If Case: Contains the packing list Contains less than the standard quantity Contains test items as indicated on PO Case Must Be Marked: PACKING LIST ODD TEST 5.2.2. Mark case near the standard label, in large print. 5.2.3. If applicable, a case may require more than one of the additional markings. Mark all that apply. 5.3. Electronic ASN/Case UCC128 Labeling Lane Bryant/Catherines ASNs must be sent before pickup from vendor s facility. If vendor has written approval from DC Operations Vendor Coordination team, ASN may be sent as late as one (1) business hour after pickup. An evening pick up (after 4:00PM) must be sent by 9:00 AM the next morning. A chargeback of up to $2000 can be assessed for non-compliance of the above instructions. For POs booked with Unyson, add Unyson s Shipment Number to the Booking Number field of the Vendor ASN. International ASN must be submitted within 2 business days after Cargo delivery to Forwarders/Carriers at origin ports. All vendors are required to complete EDI testing and certification of five (5) transactions. 5.3.1. For PO s that span multiple trailers, the vendor is to send one (1) 856 (Advance Ship Notice) per trailer. If a PO arrives on multiple shipments under the same ASN that will constitute a chargeback. 5.3.2. Complete EDI manual is located at www.csivendormanual.com in chapter 5. 5.3.3. For specific questions contact: csi_edi_business_inquires@charming.com with manual page references. 18
5.3.4. Every PO shipped by a vendor to Lane Bryant/Catherines, requires the following EDI Testing: 5.3.4.1. Receive a PO (850) 5.3.4.2. Transmit an Advance Ship Notice (856) 5.3.4.3. Label each case with a compliant UCC128 barcode label 5.3.4.4. Transmit an invoice (810) 5.3.4.5. Acknowledgement (997) 5.3.5. Our partner in this process is the Ascena EDI Team 5.3.5.1. Ascena EDI contact information: AscenaEDITeam@ascenaretail.com Customer Support (740)951-5154 5.3.6. All new vendors must contact Ascena EDI and initiate the testing process within 7 days of receiving their Lane Bryant and/or Catherines vendor number. The UCC128 case label layout must be as follows: 19
5.3.7. The UCC128 label must be applied to the lower right hand corner of the front face (end) of the case. The case number barcode should be 15.24 cm. (6.0 in.) above the bottom and 5.8 cm. (2.0 in.) from the right hand side of the case. 5.3.7.1. If using the UCC label in the next section, the previous placement guideline of 2 inches from the right hand side and 2 inches from the bottom is acceptable. The amount of the chargeback will be determined by the tiered chart in the chargeback section using the case total of the ASN that was split-shipped. 5.3.7.2. If using the example above then the placement guideline in this section needs followed. This is because the barcode is located at the bottom of 20
the UCC label unlike the example in the next section which can lead bad scans and label smudging if it is only 2 inches from the bottom. 5.3.7.3. See below for UCC label placement example: 21
22
5.4. Electronic ASN/Case UCC128 Labeling Justice/maurices/Dressbarn ASNs must be sent before pickup from vendor s facility. If vendor has written approval from DC Operations Vendor Coordination team, ASN may be sent as late as one (1) business hour after pickup. An evening pick up (after 4:00PM) must be sent by 9:00 AM the next morning. A chargeback of up to $2000 can be assessed for non-compliance of the above instructions. For POs booked with Unyson, add Unyson s Shipment Number to the Booking Number field of the Vendor ASN. International ASN must be submitted within 2 business days after Cargo delivery to Forwarders/Carriers at origin ports. 5.4.1. Every Purchase Order shipped by a vendor for Justice, maurices or Dressbarn merchandise requires the following: 5.4.1.1. Receive a Justice/maurices/Dressbarn Purchase Order (850) 5.4.1.2. If there is a PO update, receive a PO replacement (850) 5.4.1.3. Transmit a PO Acknowledgment (855) [Note: Acknowledgment only] Vendor requested PO changes need to be agreed to directly (email/phone) with your buyer(s). An (850) replacement PO will be submitted. 5.4.1.4. Dressbarn- transmit an invoice (810) 5.4.1.5. Transmit an Advance Ship Notice (856) no later than the time the shipment leaves the vendor s facility. 5.4.1.6. Label each case with a compliant UCC128 barcode label. 5.4.1.6.1. UCC128 barcode label should be 4 inches wide x 6 inches long. 5.4.1.7. For PO s that span multiple trailers, the vendor is to send one ASN per trailer. If a PO arrives on multiple shipments under the same ASN that will constitute a chargeback. The amount of the chargeback will be determined by the tiered chart in chargeback section using the case total of the ASN that was split-shipped. 5.4.2. Our partner in this process is SPS Commerce. They offer web-bases solutions to enable you to comply with the above requirements. 5.4.2.1. SPS Commerce contact information: www.newvendor@spscommerce.com 23
Customer Support (888) 739-3232 customersupport@spscommerce.com 5.4.3. All new vendors must contact SPS Commerce and initiate the set-up process within 60 days of signing the Master Sourcing Agreement. The UCC128 case label layout must be as follows: 24
5.4.4. Refer to case labeling section for UCC128 label placement guidelines. 25
6. Packing Lists 6.1. Specifications 6.1.1. Vendors participating in the UCC-128 Label Program will not have to send/email the packing list. 6.1.1.1. If an accepted ASN hasn t been received before arriving at the DC/FC and a packing list hasn t been sent, you are required to submit an acceptable packing list within 24 hours of being requested to do so. Failure to do so is subject to chargeback in addition to any chargeback related to failing to submit an accepted ASN. 6.1.2. The packing list template shown in this guide must be used. Packing lists sent in an alternate format will be subject to violation charges detailed in chargeback section. 6.1.3. A separate packing list must be prepared for each PO. Only one PO is allowed per packing list. Do not combine multiple PO s from a shipment onto one packing list. 6.1.4. Packing list counts must reflect units actually shipped regardless of units ordered. 6.1.5. Packing lists must be written in the English language. 6.1.6. Include ONE copy of the packing list with the first case of each PO, attached as follows: 6.1.6.1. On the first case of each shipment. 6.1.6.2. Inside a colored envelope securely attached to the first case. 6.1.7. A packing list must be provided to Ascena by electronic data transfer e-mail no later than the time of shipment. 6.1.7.1. Email: Toopslip@ascenaretail.com 6.1.7.2. Packing lists can be included in e-mail attachments in Microsoft Word or Excel, or using edit, copy and paste functions. 6.1.7.3. E-mail can be utilized for correspondence with Vendor Coordination. 26
7. Trailer Loading Requirements To help the receiving process at the DC, vendors are required to load one case of each PREPACK# or SKU# at the rear of each fully loaded trailer to be delivered to the DC. We call this a Tail Load case. A PREPACK or SKU is considered a unique PO/Color/Size combination. The PREPACK or SKU number is on the UCC128 label as shown below (Note: a P.O. may contain more than one PREPACK or SKU). Failure to comply with this requirement will result in a charge back of $500 per trailer to the vendor. 27
The sticker must be red and no smaller than 1 X 4. Placement should be wrapped around an upper corner of the case. Application for the Sticker: Less Than Truckload (LTL) Shipments Place the Tail Load labeled case on the top tier of the last pallet loaded onto the truck or at the rear of the truck if the cases are to be floor loaded. Application for the Sticker: Truckload (TL) Shipments Place the Tail Load labeled case at the rear of the truck if the cases are to be floor loaded. 28
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8. ecommerce Packing Requirements 8.1. General Guidelines 8.1.1. The following information pertains to shipments destined for the Ascena Retail ecommerce facility. Any Purchase Orders written for Ascena brand s online divisions are to follow the below requirements. 8.1.1.1. Cases must be packed in bulk singles no more than one (1) style, color, or size. 8.1.1.2. Each garment must be individually poly bagged. 8.1.1.3. See SKU barcode section for requirements. 8.1.1.3.1. Until additional communication is sent out continue to ensure the price ticket is visible in the poly bag. 8.1.1.4. Refer to case section for requirements. 8.1.1.5. Hangers are not permitted. 8.1.1.6. For questions regards packing, case, or poly bag requirements please contact: ecommerce Vendor Coordination: Vendor.Coordination@AscenaRetail.com 8.2. Merchandise Packing Specifications 8.2.1. Apparel: 8.2.1.1. Individual units must be folded and packed into an appropriately sized and sealed poly bag without excess poly. Poly bag must conform to product. Units that are foldable should be folded to their smallest size, not to exceed 13 X 13. Polybag should conform to the unit with no excess poly. Price ticket visible. For efficiency, all bulk apparel and non-apparel is required to be made ecommerce ready, with price ticket showing, SKU barcode label on polybag and usage of a polybag that passes the sag test as shown in the ecommerce section. Also, folding apparel the polybag unit size should be no larger than 13 X 13. If you cannot make your unit 13 x 13 or smaller, you must get approval prior to shipping. A larger polybag may 30
be used to meet the folding standard of 13 x 13. All requirements of the sag test must be met and passed Large items like coats, dresses, bottoms and denim, should be folded to their smallest dimension without compromising the item and following the brand folding guidelines. Dimensions of poly bags vary depending on the bulk and folded size of the item. Once packaged, the item should fit comfortably in the poly bag (no creases, puckers or bulges) but not move freely inside the bag (bag should be close fitting). 8.2.1.2. Oversized Cases- When shipping oversized apparel products to our ecommerce facility the units must be packed individually in ship ready cases that can be shipped directly to customers. Any item that is larger than 19 L X 12 W X 6 H is considered oversized. This includes items that are boxed. Please note if any of the three dimensions, Length, Width or Height are exceeded it must be boxed as ship ready. The units in ship ready cases may be multi packed in master cases when shipping to the Fulfilment Center. The master case maximum size allowed is 50 L X 32 W X 24 H. The sku barcode must be placed on the ship ready case. Vendor is responsible to source ship ready cases. 8.2.1.3. 31
8.2.1.4. The SKU barcode must be applied to the poly bag on top of the bra cup. 8.2.1.4.1. Refer to barcode section for placement. 8.2.1.4.2. The price ticket should be facing up so it is visible on the front of the poly bag. 8.2.1.5. No hangers of any type should be on garments when packed in a sealed poly bag (this requirement supersedes purchase order hanger requirement on ecommerce portion of orders only). 8.2.1.5.1. The only items excluded from the above statement are Catherines bras. 8.2.2. Non Apparel: 8.2.1.5.1.1. The bra hanger must be sealed completely inside the poly bag and cannot be protruding outside of it. 8.2.2.1. Individual items must be packed in an appropriately sized, sealed poly bag or ziplock bag with the SKU label facing out to be visible on either side of the bag. 8.2.2.2. Oversized Cases- When shipping oversized products to our ecommerce facility (example Justice Butterfly chairs) the units must be packed individually in ship ready cases that can be shipped directly to customers. Any item in a case that is larger than 19 L X 12 W X 6 H is considered oversized. Please note if any of the three dimensions, Length, Width or Height are exceeded it must be boxed as ship ready. The units in ship ready cases may be multi packed in master cases when shipping to the Fulfilment Center. The master case maximum size allowed is 50 L X 32 W X 24 H. The sku barcode must be placed on the ship ready case. Vendor is responsible to source ship ready cases. 8.2.2.3. Additional insulations of individual items are permitted when deemed necessary to protect the items from the damage during transit. When additional insulation is used, the SKU label must be placed securely on the outer shell of the packaging as price ticket on the item is not visible. Fragile items must be packaged with bubble wrap so that the item will survive a 32 drop. 32
8.2.2.4. The supplier is responsible for packaging items to ensure they will not be broken or damaged during the shipping and fulfilment process. Nonapparel items must be individually packaged in bubble wrap if not ordered as a boxed item to insure no damage or breakage to the product. Includes; but not limited to, nail polish, lip gloss, eyewear (readers/sunglasses) jewelry, belts etc. Fragile items must be packaged with bubble wrap so that the item will survive a 32 drop. 8.2.2.4.1. Jewelry with magnetic closures must be wrapped in bubble wrap. 8.2.2.4.2. Perfume/Cologne product in boxes must be bubble wrapped and then placed in a sealed polybag with an E-Comm sku barcode label applied to the outside. 33
8.2.3. Inner Boxed Items: 8.2.3.1. Items that are already boxed such as shoes, jewelry, perfumes, watches, etc. are not required to be placed inside a poly bag. They must be already in a box upon arrival into the Fulfillment Center. 8.2.3.2. Each boxed item requires a SKU barcode label attached to the top of the box (except shoe boxes). 8.2.3.3. Footwear Boxes: Footwear for ecommerce orders must be boxed as ship ready if the size of the footwear box exceeds 19 L X 12 W X 6 H. Please note if any of the three dimensions, Length, Width or Height are exceeded it must be boxed as ship ready. Ship ready with one pair of footwear in a branded shoe/boot box then in a ship ready box. These ship ready boxes can be multi packed in master cases. The master case maximum size allowed is 50 L X 32 W X 24 H. The sku barcode must be placed on the ship ready case. Vendor is responsible to source ship ready cases. 34
8.2.3.3.1. Rubber bands are no longer permitted on hinged or two piece construction shoe boxes. See new picture below with stretchable/retainer bands. Retainer bands are required. Stretchable/retainer bands supplier listed in the supply section. 8.2.3.3.2. The placement of the SKU barcode must be applied 3 inches from the bottom left hand corner and on the BOTTOM of each shoe box for both two piece and hinged shoe boxes. Do not apply SKU barcode to the top lid. 35
8.2.3.3.3. Any footwear packaged in poly bags must be completely enclosed within the poly bag. 8.2.3.3.4. No egg crate cases will be allowed. 8.2.3.4. Non-breakable Earrings, Rings, Pins (small items): Pack each item in a clear, sealed, poly bag or zip lock bag. Minimum size poly-bag allowed is 3 x 3 to accommodate the SKU barcode label that must be applied to each individual item. 8.2.3.4.1. Earrings must be packed on a card or chipboard and as single units. 8.2.3.4.2. SKU barcode must be on front of each single unit poly-bag. 8.2.3.5. Non-breakable Necklaces: Pack each item in an appropriately sized clear, sealed, poly bag or zip lock bag. 8.2.3.5.1. Chipboards and clear tape are to be used for necklaces that can be tangled or damaged when packed in a bag. 8.2.3.5.2. Use the clear tape to secure the item onto the chipboard. DO NOT package jewelry as multiples. Each item MUST be in its own poly bag. 36
8.3. SKU Barcode Label 8.3.1. The SKU barcode label is required for each poly bagged or boxed item. 8.3.2. Only the barcode label is allowed on the poly bag. No other barcodes labels. 8.3.3. The SKU label must be adhered to the front side of each individual poly bag. 8.3.4. Dimensions should be 3 inches long x 1.5 inches wide and cannot exceed 2 inches long. 8.3.5. For barcode label contact: 8.3.5.1. Catherines - Checkpoint 8.3.5.2. Lane Bryant - Avery Dennison or Checkpoint 8.3.5.3. Dressbarn Fineline, A&H or Scott Tags 8.3.5.4. Maurices Fineline 8.3.5.5. Justice Avery Dennison 8.3.6. Example of SKU barcode label: 8.3.6.1. Lane Bryant (Brand prefix 36) and Catherines (Brand prefix 38) 37
8.3.6.2. Justice (Brand prefix - 05) 8.3.6.3. Maurices (Brand Prefix 88) 8.3.6.4. Dressbarn (Brand prefix 02) 8.3.7. SKU Barcode Placement: 8.3.7.1. For poly bags 8.3.7.1.1. The SKU barcode label must be adhered to the outside, nonsealed side, of the poly bagged garment. 8.3.7.1.2. The label placement must be 3 inches from the bottom lefthand corner 8.3.7.1.3. If item is 7 X 7 or smaller, the barcode must be placed in center of poly bag. 38
8.4. ecommerce Case Specifications 8.3.7.1.4. BRAS: SKU barcodes must be placed on the top of cup. 8.4.7. ecommerce case specifications follow section 2 Case Specifications with the following additional requirements. 8.4.8. Corrugated Specifications: 8.4.8.1. A regular slotted container (RSC) must be used with a minimum of the following: 8.4.8.1.1. Burst strength of 275 lbs. (typically a single walled case) 8.4.8.1.2. Edge Crush Test (ECT) of 44ECT 8.4.9. Apparel Case: 8.4.9.1. The standard apparel case dimensions are as follows: Length* Width* Height* cm. In. cm. In. cm. In. Bulk 58.4 23 40.6 16 30.5 12 8.4.10. Non-Apparel and Odd Case 39
8.4.10.1. The following case dimensions may be used when creating an odd case for apparel or non-apparel product. Only one odd case is allowed by PO line and may not be used for the entire order. Length* Width* Height* cm. In. cm. In. cm. In. Minimum 38.1 15.0 30.5 12.0 10.2 4.0 Maximum 58.4 23.0 40.6 16.0 30.5 12.0 *NOTE: The Length MUST be the largest dimension. The Height MUST be the smallest dimension. MINIMUM CASE WEIGHT cannot be less than 0.91 kg (2 lbs.). MAXIMUM CASE WEIGHT cannot exceed 15.9 kg (35 lbs.). In order to avoid a chargeback, any case outside the standard size or weight ranges above must be approved in advance of FC receipt by contacting FC Vendor Coordination at the email address below: FC Vendor Coordination: Vendor.Coordination@AscenaRetail.com 8.5. Poly bag Specifications 8.5.7. Important Note: It is the responsibility of the vendor to make sure that poly bagged items pass the sag test (hold bag by the two upper corners). If the items sag more than ½ from top of bag to top of item, either (1) refold and place in smaller bag or (2) re-fold and use chipboard stiffener. Merchandise that does not pass the sag test will be subject to chargeback. 40
8.5.8. Minimum/Maximum poly bag size 8.5.8.1. Minimum: 3 L x 3 W Maximum: 13 L X 13 W any polybag outside the listed sizes must be approved in advance of FC receipt by contacting FC Vendor Coordination at the email address below: FC Vendor Coordination: Vendor.Coordination@AscenaRetail.com See the ecommerce apparel section for exception information. 8.5.8.2. All individually poly bagged items must be no more or less than the above measurements. 41
8.5.9. Dimensions of poly bags vary depending on the bulk and folded size of the item. Once packaged, the item should fit comfortably in the poly bag (no creases, puckers or bulges) but not move freely inside the bag (bag should be close fitting). 8.5.10. Poly bag must be high density polyethylene material and the thickness level must be 0.05mm (2.0 MIL) or greater. 8.5.11. Poly bag warning 8.5.11.1. Any bag with an opening of 5 inches or larger must contain the following warning in both English and French Canadian languages. The warning must be printed in black ink. Warning: To avoid danger of suffocation, keep this plastic bag away from babies and children. Do not use this bag in cribs, beds, carriages, or playpens. This bag is not a toy. Avertissement: Pour éviter tout risqué de suffocation, gardez ce sac en plastique hors de portée des bébés et des enfants. Ne pas utiliser ce sac dans des berceaux, lits, poussettes ou parcs pour enfant. Ce sac n est pas un jouet. 8.5.12. Warning Size: 8.5.13. Warning Repetition: 8.5.12.1.1. Assuming that the bags are all less than 40 inches, 14 pt. or larger font must be used to meet the known state/local regulations. If we have poly bags that are more than 40 inches in length, then larger font sizes will be required on those in order to meet local laws. 8.5.13.1. The warning should be repeated at 18 inch intervals. 8.5.14. Securing the poly bag 8.5.15. Poly bags must be sealed securely to protect the merchandise during DO NOT tie the bottom of the poly bag. DO NOT leave the poly bag open. DO NOT use staples to close the poly bag. 42
8.5.16. Use one of the below methods for sealing the poly bag: 8.5.16.1. Heat Sealing: Heat sealing is the recommended method of sealing. Void space must not exceed ½. 8.5.16.2. Taping: Fold open end of poly bag over and seal with three pieces of clear tape, minimum ½ wide, adequately spaced. It s the vendor s responsibility to ensure the tape will not react with the poly bag or contents to cause discoloration or damage to the product. 8.5.16.3. Self-Sealing Bags: The use of self-sealing bags is acceptable 8.5.17. Packing for Hard-line, Accessories and Other Non-Apparel Items 8.5.17.1. All ecommerce products must be packaged and ready for shipment to the customer. 8.5.17.2. The supplier is responsible for adhering to all packing specifications. 8.5.17.3. The requirement for each item is standard. 8.5.17.4. All packaging should meet the following descriptions unless otherwise noted. 8.5.17.5. Failure to comply with the packaging specifications may result in charge back. 8.5.18. Intimate Apparel, Scarves, Socks, Ties, Gloves, etc. should be folded and placed into appropriate sized poly bag. We recognize that some items may be too small to fold. 8.5.19. Glassware, crystal, gift items, bath and body 8.5.19.1.1. All fragile and breakable items (glassware, crystal, gift items, and other) must be packaged with ample packing materials to protect merchandise from breakage. Fragile items must be packaged with bubble wrap so that the item will survive a 32 drop. 8.5.19.2. The vendor is responsible for damages. 8.5.19.3. Damaged items will be returned at vendor s expense. 8.5.19.4. Case must be marked: FRAGILE. 43
8.5.19.4.1. All fragile merchandise must be packed in cases using ½ inch (1.27 centimeter) bubble wrap liner inside the case and/or air pillows. It is the vendor s responsibility to ensure the packaging is adequate to prevent breakage during transportation. Fragile items must be packaged with bubble wrap so that the item will survive a 32 drop. 9. Violations / Chargebacks 8.5.19.5. An inner case may be used for non-apparel (e.g. mugs or glasses) where the inner case is a pack quantity of one. 8.5.19.6. All individual items must have a SKU barcode label applied to each unit. 9.1. Violation / Chargeback Policy Statement 9.1.7. Violation charges are not intended to be a source of revenue for Ascena, but are enforced to ensure the distribution center operates efficiently. 9.1.8. Shipments not in compliance with this guide may be returned at the vendor s expense or the vendor may be charged for violations in the form of a chargeback. 9.1.9. Any chargeback inquires or disputes must be made within 90 days of the date on the invoice from Accounts Payable or Chargeback Form from Accounts Payable. Inquires made after the 90 day period will not be reviewed. 9.2. Routing Guide Violation Chargebacks: 9.2.7. Vendors will be charged for merchandise preparation and packing violations. 44
9.2.8. Violation Charges will be imposed as follows: # Cases $ Amount Charged 1 10 $250 11 50 $500 51 100 $750 101 250 $1,000 251 + $2,000 9.2.9. $500 per trailer for failure to make a Delivery Appointment. 9.3. Electronic ASN/UCC 128 Label Chargebacks: 9.3.7. Vendors must comply with our Electronic ASN/UCC 128 Label program. 9.3.8. For POs booked with APLL, add APLL s Booking Number to the Booking Number field of the Vendor ASN. 9.3.9. For POs booked with Air Freight Forwards, add Forwarder s HAWB to the Booking Number field of the Vendor ASN. 9.3.10. For POs booked with Unyson, add Unyson s Shipment Number to the Booking Number field of the Vendor ASN. 9.3.11. Violation Charges for non-compliant purchase orders will be imposed as follows: 9.3.11.1. $2,000 per Purchase Order 9.3.11.1.1. No Electronic ASN 9.3.11.1.2. Late Electronic ASN 9.3.11.1.3. No UCC 128 Labels on Cases 9.3.11.1.4. Incorrect Label Placement 9.3.11.1.5. Non-scan-able Case 9.3.11.1.6. Inaccurate information on the ASN 9.3.11.1.7. Case information does not match ASN 45
9.4. VAS (Value Added Services) Chargebacks: 9.4.7. In addition to per-unit charges, all special handling costs (i.e. labor) incurred as a result of vendor-related quality or packing issues will be charged to vendors. 9.5. RTV (Return to Vendor) / Store Recall / RTV Chargebacks: 9.5.7. All merchandise RTV and/or Recall activity will result in a chargeback as follows: 9.5.8. Brand Agreements may alter the below. 9.5.8.1. RTV from DC - $1.00/unit 9.5.8.2. Recall/RTV from Stores - $1.50/unit 9.5.8.3. DC Storage Charge - $10.00/pallet per month 9.5.9. The difference between DC RTV and Store Recall/RTV chargeback costs are due to inbound DC processing cost, store return shipping charges, and DC special handling cost related to Store Recall activity. 9.6. List of Chargeable Offenses 9.6.7. Shipping Violations Freight incorrectly routed by vendor Early (more than 1 week prior to NDC date) or Late shipment Failure to make a Delivery Appointment (Penalty is $500 per Trailer) 9.6.8. Packing List Violations No packing list attached to lead case Incorrect packing list Improper packing list format Packing List not e-mailed as required Late packing list (e-mailed after product has been shipped) Late packing list (not received within 24 hours of requesting) 9.6.9. Tagging Violations Merchandise not pre-ticketed Merchandise ticketed with the wrong Retail price Incorrect ticket/hang tag placement No sticker size Incorrect sizing or labeling SKU Barcode 9.6.10. Bagging Violations No master poly bag on Pre-packs 46
Non-Pre-packed items not individually poly bagged (except DC approved) Non-Pre-packed items that include a master poly bag 9.6.11. Packing Violations Not pre-packed as PO indicates No/used inner case Merchandise packed incorrectly mixed colors/sizes within the cases Excessive packaging rice paper, filler, egg crates, excess corrugated (except when filler is required for non-standard conveyable odd cases). Units in excess of the standard (ODD) units not packed in a separate ODD case per size/per color Multiple case standards Any goods on Hanger (GOH) receipt 9.6.12. Case Violations Banded/strapped/stapled cases Cases without protective cardboard liner Case label content incorrect Overweight cases Case with incorrect dimensions Odd cases not identified Partial shipments (unless pre-approved) 9.6.13. Electronic ASN/UCC 128 Label Wrong Label placement Multiple labels on a case Inaccurate information on the label Inaccurate information on the ASN Case information does not match ASN Late Electronic ASN No Electronic ASN NO UCC128 label(s) on case(s) Labels that will not scan Failure to submit multiple/accurate ASNs for split-shipments 47
9.7. VAS (Value Added Services) Chargebacks Handling Description Apply Tickets Cut-Off and Re-Ticket Debit Re-entry Debit Work order Redline/Blackline Sort Merchandise Change Tag/Stickers Add/Remove Marketing(tickets, hangtags, stickers) VAS Department Charge/Prep Hours Remove Inner Cases from Master Cases Stock Tickets / Generic Ticket Samples Store Reticket Tickets Requested and Sent to Vendor Supply Chargeback Break Master Polybags (break bulk bundles) Incorrect Case Dimensions (made conveyable) Processing Tickets for Store Retickets Created Prepacks 100% Audit MOOS/Recall/RTV (Return to Vendor) Manual ASN / Incorrect Data ASN Sample Sale Reprint/ Re-apply Labels (Improper label placement/won t Scan) Remove from Master Poly Bag Damages ecommerce Mixed SKU in Case ecommerce Needs to be Poly Bagged ecommerce Poly Bag Warning Text ecommerce Apply SKU Barcode Label ecommerce Remove Hanger 48
10. Telephone/Fax Contact Summary 10.1. Accounts Payable Contacts: Merchandise Accounts Payable E-mail: Merchpayables@ascenaretail.com Tel: (215) 638-6801 Fax: (215) 638-6800 10.2. Ascena Distribution Centers Contacts: Routing Guide Inquiries If for any reason you are unable to follow the requirements in this guide you must reach out for assistance. All inquiries regarding retail PO s must be sent to the below address listed for retail PO s and that address only. All inquiries regarding ecommerce PO s must be sent to the below address listed for ecommerce PO s and that address only. Retail PO inquiries cannot be sent to the ecommerce address and vice versa. ecommerce and Retail PO s must be sent in separate emails to the correct corresponding parties. You cannot combine retail and ecommerce PO inquiries. If any waiver is granted by retail for an ecommerce PO or vice versa it will not be honored if the above is not followed. It is the vendor s responsibility to send the correct PO numbers to the correct email address. The vendor will still be subject to chargeback if the waiver they were granted was not from the corresponding location (retail/ecommerce). Retail PO s - ASC-EtnaRoutingGuide@AscenaRetail.com ecommerce PO s - Vendor.Coordination@AscenaRetail.com 49
Etna, Ohio DC DC Ticketing Coordinator Tel: (740) 951-3077 Fax: (740) 951-3964 Vendor Compliance Department Fax: (740) 951-3964 E-mail: EtnaRoutingGuide@AscenaRetail.com GC Fulfillment, LLC Vendor Coordination E-mail: Vendor.Coordination@Ascenaretail.com Tel: (765) 653-7999 Riverside, Ca DC DC Ticketing Coordinator Tel: (951) 489-4611 Vendor Compliance Department E-mail: EtnaRoutingGuide@AscenaRetail.com 50
11. Packing List Template BUSINESS UNIT: Ascena group CUSTOMER PO # DEPT # CLASS # CUSTOMER STYLE # MADE IN (ORIGIN) SHIP TO: PRODUCT DESCRIPTION VENDOR NAME/ADDRESS VENDOR PHONE # Ascena Retail Group. 200 Heritage Drive Pataskala, Ohio 43062 Fax 614-775-3964 VENDOR PO # VENDOR FAX # VENDOR INVOICE # INVOICE DATE FACTORY MID # MODE OF TRANSPORT: CARRIER/FLIGHT/VESSEL: BOL/HAWB/TRAILER/PRO/TRACKING # SHIP DATE: ETA FOB POINT: FREIGHT: PRE-TICKET PRE-PACK / BUNDLE BUNDLE SIZE BREAK HANGER ORDER TYPE DESCRIPTION: CARTON L" W" H" ORDER SHIPPED: STD CTN QTY TOTAL PIECES TOTAL CTNS GROSS WEIGHT NET WEIGHT DIM WEIGHT 45.45CBM PRE-PACK OR BUNDLED COMBINATION PO SIZE Line 1 2 3 4 5 6 7 TOTAL PCS Q - if prepack T - Y - - CARTON SERIES SUMMARY PACK LIST CTNS COLOR SIZE FROM TO COLOR CODE PO Line 1 2 3 4 5 6 7 TOTAL PCS - - - - - TOTAL SUMMARY BY COLOR & SIZE # of # of COLOR PO Line SIZE Pallets Cartons COLOR CODE 1 2 3 4 5 6 7 TOTAL PCS TOTAL : G.W. - LBS N.W. - LBS N.N.W. LBS 51
12. Additional Resources 12.1. Justice 11.1.1. Vendor Partnership Manual - www.vendors.tweenbrands.com 12.2. Lane Bryant/Catherines 12.2.1. Vendor Partnership Manual - www.csivendormanual.com 12.3. Maurices 12.3.1. Vendor Partnership Manual - www.vendors.maurices.com 12.4. Dressbarn 12.4.1. Vendor Partnership Manual - www.ascenaretail.com/vendors.jsp 12.5. Supplies 12.5.1. Stretchable retainer bands for boxed footwear Aero Rubber Company, Inc. 8100 West 185 th Street Tinley Park, IL 60487 Phone # - 708-430-4909 Product: Aero Retainer Bands Clear Color - #PE58515808 52