Shoe Sensation Vendor Logistics Guide

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1 Cntents Sectin Tpic 1.0 Statement f Purpse 2.0 Purchase Order (PO) Requirements 2.1 General Instructins 2.2 Merchandise Cnfiguratin Types (Packing & Ticketing Methds) 3.0 Cartn Packing 3.1 General Cartn Packing Instructins 3.2 Master Cartn Packing Methd 3.3 Accessries Packing Methd 4.0 Cartn Specificatins 4.1 Cartn Cnstructin and Design Requirements 4.2 External Cartn Labeling Requirements 4.3 Examples f External Cartn Label Placement 4.4 Inbund UCC-128 Label Requirements 4.5 Printed UCC-128 Label Infrmatin 4.6 UCC-128 Examples 5.0 Transprtatin Ruting Requirements 5.1 General Ruting Requirements 5.2 Dmestic Rutings 5.3 Scheduling Merchandise Pick-Up Ø (see instructins fr shipments under 200 punds r ver 15 linear feet) Ø (cntact Transprtatin manager fr shipments that d nt rate in TMS) 5.4 Trailer Lading Requirements (All Shippers, All Carrier types) 5.5 TMS, (Transprtatin Management System) Infrmatin 5.6 Shipments weighing less than 200 punds r mre than 15 linear feet 6.0 Inbund Shipping Dcumentatin 6.1 General Bills f Lading Infrmatin 6.2 General Packing List Infrmatin 6.3 Third Party Terms Infrmatin 6.4 Prf f Delivery, (POD) Page 1

2 Cntents Sectin Tpic 7.0 Electrnic Data Interchange (EDI) Requirements 7.1 General Infrmatin 7.2 Electrnic UPC Catalg (832) 7.3 Electrnic PO (850) 7.4 Electrnic Shipment Ntice/Manifest (856) 7.5 Electrnic PO Change Request Buyer Initiated (860) 7.6 Electrnic Invice (810) 7.7 Functinal Acknwledgment Message (997) 7.8 EDI Message Frmats 8.0 Payment Prcess 8.1 General Infrmatin 8.2 Vendr Invice Instructins 8.3 Vendr Invice Frmat Requirements 9.0 Vendr Chargeback Plicy 9.1 General Infrmatin 9.2 Schedule f Chargeback Expense 10.0 Cntact List 11.0 Glssary f Terms 11.1 General Infrmatin 11.2 Table f Terms & Definitins Page 2

3 1.0 Statement f Purpse SHOE SENSATION, Inc. ( Cmpany ) recgnizes the imprtant rle ur vendrs play in achieving ur gal f being the retailer f chice fr branded ftwear by satisfying custmer expectatins cncerning selectin, cnvenience and value. We believe building strng partnerships with ur vendrs allws us t ensure custmer expectatins and/r requirements are met fr the success f ur vendrs and ur cmpany. In additin t maintaining strng vendr partnerships, ur Cmpany utilizes current supply chain technlgy t imprve merchandise flw frm pint f rigin t sales flr. This prvides ur custmer with the typical sale price fund at specialty retailers and department stres. With an emphasis n technlgy, it is mre imprtant than ever that we wrk tgether with ur vendrs. Fr these reasns, we have develped the SHOE SENSATION, Inc. Ftwear & Accessries Vendr Lgistics Guide ( Guide ) t utline plicies and prcedures which vendrs need t understand and fllw in rder t wrk with the Cmpany. The Guide is a cmprehensive reference surce fr merchandise which prvides the vendr with the basic plicies and prcedures fr cnducting business with the Cmpany. The intent f this dcument is t assist ur vendrs in successfully meeting the Cmpany s standards gverning business transactins. The Guide utlines the fllwing plicies and prcedures;; purchase rder ( PO ) infrmatin, merchandise preparatin, packaging, shipping, and electrnic data interchange ( EDI ) requirements. Each vendr is expected t satisfy all f the requirements utlined in the Guide when shipping merchandise t the Cmpany s Distributin Center (DC). Merchandise deliveries will be audited t ensure Guide requirements are being met. Any nn-cmpliance discvered by the Cmpany may result in vendr chargebacks t recver the additinal csts assciated with excessive handling and/r prcessing f merchandise. This Guide cntains new material and supersedes any infrmatin yu may have received under separate cver. When changes are made t any f the requirements cntained within the Guide, yu will be ntified in advance f the new expectatin and cmpliance deadline. Yur receipt f the Guide in its entirety r any cmpnents, via electrnic r manual methd, implies yur acknwledgement and acceptance f the Cmpany s requirements cntained therewith in. The success f these plicies and prcedures depends upn mutual and regular cmmunicatins between the Cmpany and vendr. We encurage yu t wrk clsely with the Cmpany t develp a thrugh and expeditius plan t cmply with these plicies and prcedures. If after cnsulting the Guide yu have questins regarding the requirements, please cntact the Cmpany s Vendr Relatins Crdinatr (see Sectin 10). Additinal cpies f the Guide can be accessed via the Internet at: Page 3

4 2.0 Purchase Order (PO) Requirements 2.1 General Instructins Cmpany buyers will prvide vendrs with an initial hard-cpy PO specifying the fllwing infrmatin by via an attached PDF : Business unit name (SHOE SENSATION) Vendr name Stre number and 974 (warehuse) distributin Cnslidated page Item rder, delivery, start-ship, and cancellatin dates PO number Vendr item style number and clr descriptin Unit cst (Cmpany cst fr the item). Size run and packing instructins (when indicated). Prepack cde (when indicated n rder) Cmments (when indicated) Sample PO frm: Page 4

5 2.1 General Instructins (cntinued) The Cmpany will request that all UPC enabled vendrs establish a data trading agreement that allws the use f the vendr s UPC cdes fr PO merchandise. The Cmpany s EDI Crdinatrs will cntact the vendrs requesting access t their nline UPC catalg (GXS, QRS, SPS Cmmerce) data. Fr details n hw t set up this partnership, please see the EDI Crdinatr (see Sectin 10). Vendrs need t ensure all she bxes are labeled with the vendr s internal UPC bar-cded tag which matches the Cmpany and vendr s style and clr. The Cmpany may request that merchandise be shipped pre-ticketed with UPC tickets supplied by She Sensatin (typically nn-edi vendrs). Any questins cncerning pre-ticketing requests shuld be directed t the Cmpany EDI Crdinatr. (See Sec.3.3 fr Accessries Infrmatin). When pre-ticketing merchandise, the vendr will apply all tickets prir t merchandise shipment. Questins cncerning UPC tickets and/r placement instructins need t be addressed t the EDI Crdinatr. Any exceptins t PO preparatin r packing instructins/specificatins need t be apprved, in writing, by the apprpriate Cmpany buyer prir t merchandise shipment. Vendr style and/r clr substitutins are nt permitted withut the prir apprval f the Cmpany. Vendrs may request additinal cpies f rders ( ed r EDI) frm the apprpriate Cmpany buyer. 2.2 Merchandise Cnfiguratin Types (Packing & Ticketing Methds) The Cmpany specifies tw types f merchandise packing cnfiguratins;; 1 pre-packed r musical (slid style, clr, and assrted sizes merchandise), 2 unit based (slid style, clr, size, and dimensin). Stre packs must include the stre number n the label. The Cmpany PO will indicate merchandise packing instructins by size and quantity in the cmments sectin where applicable. Questins cncerning specific merchandise cnfiguratin will need t be frwarded t the Cmpany Buyer prir t merchandise shipment. Any merchandise (accessries r ftwear) requiring shipping cartns smaller than the Cmpany s accepted dimensins need t be master-packed int larger cartns per Sectin 3 and 4. All questins regarding this requirement need t be addressed t the Cmpany s Lgistics Manager (see sectin 10). Refer t sectin 9 fr a listing f vilatins that will lead t chargebacks t the vendr t ffset the Cmpany s increased cst resulting frm the vilatin. Page 5

6 3.0 Cartn Packing 3.1 General Cartn Packing Instructins Any exceptins t PO cartn packing instructins need t be pre-apprved by the Cmpany buyer. Vendrs cannt mix POs, styles, r clrs within cartns withut the Cmpany buyer s authrizatin. Cartns need t be packed using a single merchandise cnfiguratin methd as indicated n the PO (pre-packed r slid sized). Additinal instructins regarding cartn packing methds are utlined in Sectin 2.2 and sectin 4. Cartns need t be packed using the standard ttal pair quantities specified n the PO. Questins cncerning this quantity shuld be directed t the Cmpany s crrespnding buyer. Any merchandise which uses UPC barcded tickets cannt be shipped in the same cartn with nnlabeled merchandise. These gds will need t be placed int a separate cartn by style, clr, size, and dimensin marked as MISSING UPC LABELS in bld printing. All rders are t be shipped cmplete t minimize risk f chargebacks t the vendr and prcessing delays. Any request fr partial shipment f merchandise will need t be pre-apprved by the Cmpany buyer. Cmpany requires shipping cartns less than r equal t ne cubic ft t be master packed fr handling efficiency and minimize merchandise damage. If pssible, the ideal bx size fr case packs direct t stre is 20 x 16 x 16. Cartns lacking an ASN will be subject t charge back penalties as the prcessing requires extra cmpany labr. All merchandise needs t be packed with the vendr s UPC label r retail price ticket in an upright psitin within the cartns s that merchandise labels are visible fr scanning upn pening the cartn (see example belw) 3.1 General Cartn Packing Instructins (cntinued) Example f cartn pening fr Cmpany receipt prcessing. All UPC cdes need t be visible when cartn in pened. Page 6

7 3.2 Master Cartn Packing Methd When merchandise is purchased that des nt meet minimum cartn size r weight requirements (see Sectin 4), cartns need t be master packed (cartn within a cartn) fr ease f shipping and handling. The fllwing guidelines utline the acceptable methd t be used fr master packed merchandise: Identify the utside f the master shipping cartn by writing r labeling MASTER CARTON n the utside f every master shipping cartn, (all fur sides and tp f case). All pre-packed merchandise utilizing master shipping cartns must cntain a single PO, style, and clr. Merchandise rdered at the size and dimensin level will need t be packed int master shipping cartns by PO, style, clr, size, and dimensin. All master shipping cartns must have a visible sequence, (e.g. 1 f 10, 2 f f 10), and the inner cartns may als use a numbered sequence. Master shipping cartns must have all infrmatin as described in sectin 4.2, in additin, each master shipping cartn label must describe the cntents, (i.e. inner units = 4 cartns), with the PO number and the SKU number, (style and clr acceptable if the Cmpany SKU is nt prvided. The master shipping cartn must cmply with the minimum requirements set frth in sectin 4. Fr additinal assistance, please cntact the Cmpany Vendr Relatins department with any questins cncerning master cartn packing (see Sectin 10). Page 7

8 3.3 Accessries Packing Methd (SHOE SENSATION) SHOE SENSATION requires that accessry vendrs fllw packing guidelines listed belw fr merchandise being shipped t SHOE SENSATION distributin center. Fr Handbags/Backpacks All handbags and backpacks require a hard ticket t be attached using a nyln lcking lp. The upc ticket must shw item number/sku, and barcde. Hsiery Hsiery will require a upc label with barcde and item number/sku. If yu have any questins n the placement f the ticket, please call SHOE SENSATION Vendr Relatins teams (see Sectin 10). Hanging Slippers All slippers in b ags with handles r n hangers require a hard ticket t be attached using a nyln lcking lp. The upc ticket must shw item number/sku, and barcde. All prduct is t be shipped in apprpriate bxes, nt bagged. Page 8

9 4.0 Cartn Specificatins 4.1 Cartn Cnstructin and Design Requirements Crrugate Vendrs shuld use a regular sltted cntainer (RSC) with a burst strength rating f 200 lbs (90.91 kg) r edge crush test (ECT) strength rating f 32 lbs (14.55 kg). Crrugate f higher standards is acceptable fr use with Cmpany merchandise. Vendrs are respnsible fr ensuring cartns adequately prtect the Cmpany s merchandise regardless f crrugated standards used. Cartn Size Vendrs must cmply with the dimensins utlined in the table belw: Length (Largest Dimensin) Width Height (Smallest Dimensin) CM IN CM IN CM IN Standard Cartn Minimum Cartn Weight Weight cannt be less than 10 lbs, master pack required see sectin 3. Maximum Cartn Weight Weight cannt exceed 60 lbs. Any cartn exceptins must be apprved by the Cmpany s Lgistics Manager prir t rder packing and shipment. (See sectin 10) Cartn Openings All cartn penings must be lcated n the tp and bttm f the cartn (the tp and bttm f the cartn must be the largest surface areas f the cartn). Cartns nt meeting this requirement may be subject t chargeback. Cartn Clsures All cartn clsures must be securely fastened with tape cvering the entire length f the pening, extending ver the ends f the pening a minimum f 7.62 cm (3 in). Any methd can be used fr cartn clsure, the belw example uses the preferred 3-way tape methd. Cartn sides shuld be secured using an adhesive type sealant (i.e. glue, tape, etc) vs. stapling as this is mre durable and minimizes risk f damage t assciates and merchandise. If cartns experience a high rate f bursting during transit (>3 ccurrences), the Cmpany may mandate a specific cartn clsure methd. Banding, Strapping, Individually Shrink Wrapped Cartns, r String/Wire Tying Use f banding, straps, shrink-wrap, string, r wire is nt an accepted means f cartn clsure. Vendrs need t remve f all such materials prir t releasing shipment fr transprtatin t the Cmpany. If yu have situatins where this methd is required, please cntact the Cmpany s Lgistics Manager (see Sectin 10). Page 9

10 4.1 Cartn Cnstructin and Design Requirements (cntinued) Cartn Design Cartn design shuld use a rectangular cnstructin, as these are standard RSC cntainers. A square-shaped cartn can be used as well (see examples belw): The cmpany prefers a 20 x 16 x 16 cartn Fr assistance regarding cartn requirements, cnstructins, and/r design, please cntact the Cmpany s Lgistics Manager (see Sectin 10). 4.2 External Cartn Labeling Requirements Vendrs are free t use any preexisting external cartn labels, using an applied r pre-printed, self- adhesive frmat. Fr apprval, please frward a cpy f the label yu wish t use t the Cmpany s Lgistics Manager: SHOE SENSATION 800 Patrl Rad Suite 300 Jeffersnville, IN Attn: David Warren SHOE SENSATION Lgistics All vendrs are required t use external cartn labels (self-adhesive r pre-printed), as utlined in this Sectin, prir t shipping t the DC. In rder t assist in the visual identificatin f rders, vendrs shuld apply a business unit label, self- adhesive r pre-printed, t the length sides f the cartn next t the UCC label. These labels can be f any gemetrical shape (i.e. square, triangle) r printed directly n the cartn. Any cartn cntaining ftwear care items (i.e. she plish r ther flammable material) will need t be labeled as ORM-D in bld print within a rectangle that is.25 in (64 cm) larger n all sides than the print fnt. These labels shuld be placed n the sides f the cartn fr easy identificatin (see example): Page 10

11 4.2 External Cartn Labeling Requirements (cntinued) The cmpany requires an ASN 128 label placed n the end f the bx. The belw external cartn label infrmatin is t be applied r printed n the ends f each cartn. This label infrmatin may cntain bth ptinal and required elements, usage requirements are listed next t the individual element. Please nte: infrmatin prvided n the external cartn label is dependent n PO infrmatin prvided by the Cmpany buyer and/r the EDI PO. 1. Vendr name (required) 2. Cmpany name (required) 3. Cmpany PO Number (required) 4. Cmpany r Vendr Style Descriptin/Number (required per PO r EDI PO) 5. Cmpany r Vendr Clr Descriptin (required per PO r EDI PO) 6. Cmpany Prepack Cde (required per PO r EDI PO) (IF valid) 7. Cmpany Size Run (required per PO r EDI PO) 8. Ttal cartn pair quantity (required) 9. Cartn sequence f 10. Grss Weight f cartn (ptinal) 11. Net Weight f Cartn (ptinal) 12. Cartn dimensins 20 x 16 x 16 Any questins cncerning the infrmatin cntained n the external cartn label r its placement shuld be frwarded t the Cmpany s Lgistics Manager (see Sectin 10). Page 11

12 4.3 Examples f External Cartn Label Placement With the use f a range f cartn dimensins, the belw examples are suggested placement f external cartn labels. Only the UCC label is required t be placed as specified belw. Exceptins t UCC label placement must be btained prir t shipping f the cartn. Please cntact the Cmpany s vendr relatins crdinatr fr details. See sectin 10. Ca n 1 G ss We gh 45 bs Ne We gh 42 Ca n D mens ns 30 n X 18 n X 15 Page 12

13 4.4 Inbund UCC-128 Label Requirements UCC-128 labels are required fr vendrs cnducting business with the Cmpany via electrnic data interchange (EDI). Each cartn must use an apprved UCC-128 cartn label frmatted similar t examples prvided in this sectin. Vendrs are free t use existing UCC-128 cartn labels as lng as they have been preapprved by Vendr Cmpliance. Fr apprval t use existing labels, please frward cpies f each label yu wish t use t the Cmpany s Vendr Relatins crdinatr (see Sectin 10). Nte that SHOE SENSATION apprval f vendr prduced UCC-128 labels pertains t data validity and nt durability. All vendr cartns require UCC-128 labels t be applied prir t shipment f merchandise regardless f PO terms, lcatin, r status. A single unique UCC-128 bar-cded cartn label must be affixed t the length side f each cartn. The label frmat shuld fllw the Cmpany s suggested sample frmat (see Sectin 4.6). The main bar-cde (SSCC-18) shuld meet the minimum standards f: The printed SSCC-18 bar cde must be frmatted using a standard UCC-128 frmat and it must cnsistently scan as either ANSI (American Natinal Standards Institute) "A" r "B" quality. A standard 4 in x 6 in (10.15 cm x cm) label is recmmended fr use n all cartns. If the suggested label cannt be used due t cartn size, please cntact Vendr Relatins (see sectin 10) fr assistance prir t shipment f merchandise. 4.5 Printed UCC-128 Label Infrmatin The fllwing infrmatin is required t be printed n the UCC-128 label -Ship frm: Vendr name and address as specified n EDI PO -Ship t address (SHOE SENSATION Retail DC): SHOE SENSATION 800 Patrl Rad Suite 300 Jeffersnville, IN Ship t pstal cde: Cartn series number: x f x -The Cmpany PO number as specified n EDI PO -The Cmpany SKU as specified n EDI PO (can be n secndary label) -The Cmpany prepack cde as specified n EDI PO (can be n secndary label) Page 13

14 4.5 Printed UCC-128 Label Infrmatin (cntinued) -The Cmpany size run & quantity per size as specified n EDI PO (can be n secndary label) - The Cmpany business unit as specified n EDI PO. -20 digit SSCC18 barcde using UCC-128 frmat Detailed explanatin f 20 digit cartn ID: Cartn ID - (00) First 2 digits (00): package type (UCC frmat) Third digit 0 : cntainer type (pallet r cartn) Furth thrugh tenth digits : vendr r UCC number Eleventh thrugh nineteenth digits : cartn id Twentieth digit 0 : check digit 4.6 UCC-128 Examples The fllwing UCC label examples are the Cmpany s suggested frmat. Vendrs are free t use preexisting UCC labels which may meet the UCC labeling requirements. Fr additinal assistance, cntact the Cmpany s Vendr Relatins team (see Sectin 10). UCC-128 Shipping Cartn Label (SHOE SENSATION DC) Page 14

15 5.0 Transprtatin Ruting Requirements 5.1 General Ruting Requirements Overview: The Cmpany s Transprtatin department ( Transprtatin ) will rute all shipments when the Cmpany is the respnsible party fr payment f freight charges. The vendr s cpy f the Cmpany purchase rder shuld reflect the crrect cmmercial and freight related terms fr the merchandise. If there are any discrepancies in freight terms, please cntact the Lgistics Manager (see sectin 10). Shipment rutings nt authrized by the Cmpany may result in chargebacks t the vendr including nn-payment fr transprtatin services rendered. Please use these guidelines t determine hw t prperly rute Cmpany shipments. Cmpany-cntrlled dmestic ruting: A PO is classified as Dmestic if the merchandise riginates within the United States r if the Cmpany is nt the imprter f recrd with U.S. Custms. Dmestic PO s, (riginating within the United States), ruted by the Cmpany are designated using the freight term FOB named pint within the United States and indicate that the Cmpany is respnsible fr freight payment using such language as Freight Cllect t SHOE SENSATION. The Cmpany will nt be respnsible fr charges assciated with the mvement f merchandise frm r t a prt f entry (drayage, pier pick-up, etc). Any charges related t these mvements will be at the vendr s expense. Under the freight terms f FOB named pint, the Cmpany wns the merchandise while in-transit, accepts liability fr lss r damage in transit, and pays the standard freight charges. Freight charges are paid accrding t Cmpany terms specified n the PO. Vendrs will be expected t pay fr any freight charges incurred as a result f nn-cmpliance with PO terms. Vendrs shipping Dmestic POs need t meet the cnditins f this Sectin and shuld refer t Sectin 5.2, Dmestic Rutings, fr transprtatin instructins. Direct shipments t stres are prhibited, unless specifically stated n the PO. All ruting instructins fr these shipments are the respnsibility f the Cmpany buyer. If there are any questins, cntact the Lgistics Manager (see sectin 10). The Cmpany expects all dmestic rders t ship cmplete within 7 business days frm the stated Start Ship date listed n the PO. Partial shipment f rders r shipping frm multiple vendr lcatins MUST be pre-apprved by the Cmpany buyer prir t merchandise shipment. The vendr must ntify Lgistics Manager (see sectin 10) f such apprval when submitting ruting request. All partial rders shipping frm same lcatin must be identified by SKU and shipment quantity n ruting request frm prir rder Start Ship windw. Vendrs needing ruting instructins need t visit r transprtatin website at Page 15

16 5.2 Dmestic Rutings General Ruting Instructins: 1. All requests fr ruting must use the cmpany TMS (Transprtatin Management System) at the fllwing website If additinal assistance is needed, lgistics can be reached via at 2. Transprtatin prefers that all cmmunicatins regarding ruting such as changes, questins, r requests be cnveyed thrugh t ensure prmpt actin. 3. A ruting request may be placed n mre than 5 calendar days prir t the Start Ship, prvided merchandise is available and packed int shipping cartns. This will ensure Transprtatin will have the available capacity t meet the delivery requirements, validate merchandise pririty, and prvide shipment visibility. 4. Cartns, weight and cube must reflect actual quantities and nt estimates when requesting ruting thrugh TMS. 5. If the PO cntains pririty merchandise, please cntact Lgistics at dwarren@shesensatin.cm t rute the shipment. 6. If the ruting request is tendered and the merchandise is nt in the vendr s pssessin and causes a delay in the pick-up, a partial pick-up r a truck rdered, nt used, the vendr may be charged back the actual cst frm the carrier and will be subject t additinal charge-backs as utlined in Sectin 9. Vendrs must ntify Transprtatin immediately if merchandise will nt be available n the scheduled pick-up date. 7. Shipment validatin may be btained at any time thrugh TMS r 5 business days prir t PO Start Ship date. Vendrs are encuraged t request ruting as sn as pssible as lng as the vendr is in pssessin f the merchandise. The Cmpany expects that all shipments be requested in full n later than 5 business days past the start ship date n the PO. 8. Any merchandise that is shipped withut btaining ruting frm the TMS may be subject t return at the vendr s expense. This may include merchandise that is shipped n a pick-up nt rdered by the Cmpany. 9. Transprtatin s ruting plicy adherence imprves prductin and distributin efficiencies while enhancing the Cmpany s ability t maintain an acceptable freight discunt prgram. Failure t cmply with ruting instructins may result in vendr chargebacks fr excessive freight charges incurred. The Lgistics manager will review all rders fr shipping cmpliance. 10. Use plain text r rich text frmat fr ed requests, messages using hypertext mark-up language, (HTML), frmat culd be blcked by the Cmpany s anti-virus/spam sftware. Page 16

17 5.3 Scheduling Merchandise Pick-Up General Pick-up Scheduling Instructins: 1. Vendr can access the Transprtatin Management System at the fllwing website: a) Vendr name and shipper/3pl name, rigin address, cntact name, phne number, and pick-up requirements. b) Fr each PO number: 1 Cmpany SKU number, (required if Vendr is nt shipping cmplete PO) 2 Ttal number f cartns, (must nt be an estimate) 3 Number f pairs, (r units if shipping accessries, handbags r hsiery) 4 Ttal cubic feet 5 Natinal Mtr Freight Classificatin ( NMFC ) item number and class descriptin f freight (i.e. NMFC Ftwear, Class 100) 6 Ttal pallet spaces (if applicable/apprved) 7 Ttal weight f cartns nly, (exclude pallet weight) 8 Cartn dimensins in inches if ttal cube is nt calculated 9 Special merchandise requirements (i.e. hazardus material, lift-gate, inside pick-up, etc) 10 Date and time when merchandise will be ready fr pick-up, (vendr r shipper must be in pssessin f merchandise at the time f the request) 11 Shipping hurs, including any dwn time, (breaks/lunch), and clsing time 12 Methd f pick up, (drp trailer r live lad) c) Cntact the transprtatin manager at She Sensatin fr shipments that will nt rate r give a carrier name in the TMS. t transprtatin@shesensatin.cm r call (812) d) Cntact the transprtatin manager fr shipments weighing less than 200 punds r mre than 15 linear feet. t transprtatin@shesensatin.cm r call (812) Transprtatin inquiries MUST be initiated during the Cmpany s business hurs, Mnday thrugh Friday, frm 6 a.m. t 3p.m. (EST). ed requests can be submitted 24 hurs a day, 7 days per week. In the event f prblems with the assigned carrier (late r missed pick-up, pr service, etc.), Lgistics Manager (see sectin 10) needs t be cntacted immediately fr assistance. All shipments created by TMS will assign an SID, (shipment Identificatin), and must be mentined when calling LTL r Parcel fr scheduling a pick-up. SID must als appear n all cmmunicatin t the Cmpany and be written r typed n the BOL and Merchandise Invice. Page 17

18 5.4 Trailer Lading Requirements (All Shippers All Carrier types) All shipping lcatins respnsible fr lading trailers with Cmpany merchandise must meet the requirements utlined in this sectin. Failure t fllw all f the requirements herein may result in a chargeback. Vendrs and shippers are respnsible fr the lading f merchandise nt trailers. Any additinal charges fr lading a trailer (i.e. lumper fee, warehuse equipment fee, etc) will be at the vendr s expense r may be charged back at actual invice amunt frm carrier. Vendrs are respnsible fr prviding and affixing a security seal n all Cmpany selected Trucklad r Intermdal, (rail), shipments. LTL and parcel shipments are excluded frm this requirement. Seal numbers must be lcated n the BOL at the time the driver signs fr the shipment. The Cmpany prefers that the seal number be typed prir t printing the BOL versus handwriting the seal. Trailers shuld be laded by PO, style, and clr. When shipping multiple PO s, merchandise needs t be staged hrizntally within the trailer when lading using a visible separatr between each PO. Separatrs can be f any type f durable material such as slip-sheet, thick plastic, crrugated cardbard, r ther material. It is recmmended that pallets nt be used as separatrs. When shipping POs with and withut a crrespnding EDI ASN n the same trailer, all nn-asn merchandise will need t be lcated in the frnt ( nse ) f the trailer. This will expedite trailer unlading and merchandise receipt prcesses. All rders are t be flr laded n trailers, unless therwise nted in writing. The Cmpany des nt participate in a pallet exchange prgram with its vendrs r carriers. If an rder is authrized fr pallets, fr ease f mvement, the Bill f Lading ( BOL ) MUST indicate lse pieces and NOT mentin pallets r skids in any manner. In additin, inclusin f the pallet weight and pallet cube is prhibited unless pallet is part f the shipment, (must be authrized by Lgistics Manager prir t shipment). Nte small cartns cntaining accessries/gifts/nvelties are exempt frm this requirement. T include the pallet weight and/r pallet cube n BOL may result in a chargeback. The vendr is expected t allw the carrier the ability t cunt the merchandise withut bstructin frm items such as tape r shrink-wrap. Any changes in weight due t a palletized shipment may result in higher freight charges. Differences in standard freight charges will be the vendr s respnsibility. Any palletized shipments withut authrizatin may be subject t chargeback. When pallets are required, build them at least 84 inches in height nt exceeding 96 inches verall, use the fewest pssible pallets, and when 84 inches cannt be attained cnsider duble stacking pallets. All lads need t be secured in rder t prevent cartn shifting during transit, (LTL and Parcel excluded). Orders delivered with lse and/r damaged cartns may be subject t chargeback. Page 18

19 5.4 Trailer Lading Requirements (All Shippers All Carrier types cntinued) All shipments must use the Cmpany as the final destinatin. Alternate shipment destinatins need t be authrized by Lgistics persnnel. All requests fr alternate destinatins need t be submitted, in writing, prir t shipment departure frm vendr s facility. All rders must ship cmplete as specified n the PO and t the attentin f the Lgistics Manager. Any back rdered merchandise shipped after initial pick-up will be shipped as freight prepaid at vendrs expense. Any requests t split-ship an rder r specific item must be authrized by the Lgistics Manager (see sectin 10) buyer prir t the PO s Start Ship date. The carrier s agent must verify merchandise cartn r pallet cunts when shipment is picked-up fr any less than truck-lad shipments r cnslidatin, therwise, vendr is respnsible fr cartn cunts, (must use a security seal prir t the carrier s departure frm vendrs/shippers facility). Additinal merchandise is nt t be added t pick-up after carrier arrival. Any merchandise nt part f the riginal pick-up appintment must have its wn pick-up appintment, unless, written instructins are issued by Transprtatin. Vendr shipments d nt need t be insured r have value declared after being laded nt trailer. The Cmpany assumes respnsibility fr the merchandise upn cmpletin f trailer lading. All deliveries t the Cmpany are scheduled as drp trailer receipts. Trailers are unladed based n prir set by Lgistics Manager. The Cmpany Lgistics Manger reserves the right t refuse live deliveries fr a given date based n the inbund vlume. Fr live delivery appintments, vendrs must call the Lgistics Manager (see sectin 10) If the vendr selects a carrier that requires a live unlad, the shipment may be refused. The vendr will then need t make alternate arrangements t lcate a facility that will trans-lad the merchandise and drp a trailer at the DC. Page 19

20 5.5 TMS (Transprtatin Management System) Infrmatin SHOE SENSATION Inc has migrated frm manual ruting requests and apprvals thrugh e- mail t an nline frmat hsted by XPO Lgistics. The website fr Vendr interactin with the Cmpany PO is secured and a lgin/passwrd will be issued at least tw weeks prir t enrllment. The She Sensatin TMS is designed t be as easy and efficient as pssible, but there is required interactin by the vendr, r the vendr s agent, in rder t validate the Cmpany PO s. The intent is t have a simple, nn-cumbersme interactin and exchange f infrmatin. A detailed Hw TO guide is available t assist in understanding the new TMS alng with a sectin f FAQ. SHOE SENSATION TMS will- Allw all vendrs t enrll n the TMS. This prcess will take apprximately tw hurs, and during this time, vendr cntact infrmatin will be reviewed, step-by-step instructins will be reviewed and the vendr will have an pprtunity t ask questins. Once enrlled, the Cmpany Lgistics team will test with the vendr by reviewing the first several shipments fr prcedural accuracy, then G Live with the vendr n the next PO shipment. 5.6 Shipments weight under 200 punds r mre than 15 linear feet. Cntact the Transprtatin Manager at She Sensatin t btain ruting instructins fr shipments weighing less than 200 punds r that take up mre than 15 linear feet in the shipping trailer t transprtatin@shesensatin.cm Page 20

21 6.0 Inbund Shipping Dcumentatin 6.1 General Bills f Lading (BOL) Infrmatin BOL s must have the driver s signature, PRO number, TMS SID, seal number, and the trailer number visible. Packing lists ARE NOT t be faxed t this number (see General Packing List Infrmatin fr instructins). Any csts assciated with the merchandise r transprt must nt be shwn n the BOL. Shipment cube must appear clearly n Bill f Lading, failure t d s may result in chargeback fr any excessive csts. Pallet weight must nt be shwn n the BOL, master BOL r ther dcumentatin, inclusin may result in a chargeback and fr the cst difference due t extra weight. Vendrs can use any existing pre-frmatted BOL as lng as the fllwing infrmatin is prvided: Name and address f shipper, including phne number (shipping facility preferred) Name and address f ship t lcatin Unique BOL number Date f shipment (date f carrier pick-up, nt date BOL was written) PO number Freight terms (all terms are FOB Origin Cllect unless written exceptin has been authrized by Transprtatin) Ttal cartn and pair quantities shipped Ttal weight f shipment Ttal Cube Linear feet f shipment if pssible Natinal Mtr Freight Classificatin ( NMFC ) cmmdity descriptin f freight (i.e. NMFC Shes, Class 100) Driver r carrier s agent signature Any questins pertaining t BOL requirements will need t be frwarded, via r phne, t the Cmpany s Lgistics Manager (see Sectin 10). Page 21

22 6.2 General Packing List Infrmatin The Cmpany n lnger requires the use f packing lists t accmpany the shipment t delivery. Packing lists shuld be included as part f the trailer BOL dcumentatin packet. DO NOT FAX r send in an t Transprtatin. The packing list (r shipment manifest) prvides detail infrmatin cncerning the shipment at the item level. Each packing list needs t list the shipment by PO, style, clr, size, and ttal quantities per item. Withut this detail, receipt f yur merchandise culd be delayed and chargebacks may be assessed. Vendrs can use any existing pre-frmatted packing list as lng as it prvides the fllwing detail: Ship frm (vendr) name, address, and phne number (shipping facility preferred) Ship t name, address, and phne number (Transprtatin s physical address) BOL number(s) (if available at time f merchandise pick-up) Ship date (date f carrier pick-up, nt BOL date) PO number Vendr item style, clr and size Individual cartn quantity (i.e. case pack = 12 pair) Ttal cartns per item (listed by style and clr) Ttal cartns Ttal weight Delivery date (per PO) If the vendr s system autmatically generates a packing list r shipment manifest, the vendr may attach it t the last cartn laded. Each PO number shuld be listed n a separate packing list t ensure accuracy when cnfirming packing list infrmatin at the Cmpany s DC. Any questins pertaining t the packing list requirements shuld be frwarded, via r phne, t the Cmpany s Lgistics Manager (see Sectin 10). 6.3 Third Party Terms Infrmatin The Cmpany des nt use the term third party prepaid n inbund shipment dcumentatin. Any and all vendr dcuments and systems using this term will need t replace third party prepaid with cllect. Any shipment sent nted as third party prepaid may result in a chargeback. Transprtatin must apprve exceptins t the abve requirement in writing. 6.4 Prf f Delivery (POD) Other POD requests may be sent t the Lgistics Manager via nly (see Sectin 10). Page 22

23 7.0 Electrnic Data Interchange (EDI) Requirements 7.1 General Infrmatin She Sensatin Merchandising uses GXS as ur VAN fr testing and Prductin. What is the cntact infrmatin fr the EDI crdinatr? What is the EDI cmmunicatin ID fr testing and prductin? Qualifier = 01, ID = 1976ACTON Fax: (812) What prduct catalgue is She Sensatin listed with and under what name(s)? GXS, frmerly knwn as Invis Actn Enterprises The Cmpany requires all EDI CAPABLE vendrs t exchange business dcuments via EDI. These dcuments include;; purchase rders (850 PO), purchase rder changes (860 POC Buyer Initiated), advance shipment ntices (856 Shipment Ntice/Manifest), invices (810 Invices), and transactin acknwledgments (997 Functinal Acknwledgement). The vendr can cntact the Cmpany in rder t establish an EDI system fr business t business cmmunicatins. In sme instances, specific vendrs and/r merchandise types may be exempted frm this requirement by the Cmpany. The Cmpany realizes that many f ur vendrs have existing EDI relatinships with ther custmers. If there are any specific vendr EDI trading partner agreements ( TPA ) utside f the survey, please cntact SHOE SENSATION IT (see Sectin 10). The Cmpany will wrk with the vendr t ensure that these requirements are maintained while meeting the Cmpany s EDI bjective. The Cmpany will assist vendrs in testing, and transmissin f EDI messages t and frm the vendr and Cmpany. Vendrs in an EDI test status will prcess and ship Cmpany merchandise using the hard cpy PO. After successful EDI certificatin, vendrs will prcess and ship Cmpany merchandise using EDI generated dcuments nly (i.e. 850, 860, 856, 810, etc). The vendr is nt t use faxed cpies f the Cmpany s PO fr prcessing, ruting, and shipping merchandise. Any questins cncerning a vendr s EDI status r use f ed/faxed rders shuld be directed t either SHOE SENSATION IT r Merchandise Supprt departments (see Sectin 10). will be used t hld rders. The Buyer will the cnslidatin page t the vendr. This can be used t hld prduct until the P.O. is ready t EDI. Reasn P.O. cannt be EDI: 1. Cmpany has nt set-up the style in the system. 2. UPCs have nt been assigned. 3. Make-up shes. Page 23

24 7.1 General Infrmatin (cntinued) Since ur EDI 850 are sent ut blind, we encurage the vendr t recncile with the cnslidatin page. The Cmpany prcesses vendr transmissins nce an hur, 24 hrs/day, 7 days/week. Vendr files are psted t the Cmpany s merchandise system upn successful receipt and prcessing. The Cmpany utilizes electrnic data interchange ( EDI ), VICS X12 Frmat standard versin 4010 fr the transmissin and receipt f data using the fllwing messages: 850 (Purchase Order) 856 (Shipment Ntice/Manifest) 860 (Purchase Order Change Request Buyer Initiated) 997 (Functinal Acknwledgement) 810 (Invices) Vendrs receiving a failed transactin ntificatin pertaining t an inbund message (i.e. 810, 850, 860) will need t submit a request, via , t IT edi@shesensatin.cm fr re-transmissin f the failed file within 24 business hurs f the ntificatin. If the failure cncerns an utbund message (i.e. 810, 856, 997) t the Cmpany, please resend all new transmissins using a new Interchange Cntrl Header ( ISA ) number fr the failed file. Message receipt failure ntificatins are transmitted by SHOE SENSATION via the 997 message with rejected. Ging frward, additinal EDI transactin messages will be included fr exchange f infrmatin between the Cmpany and its vendrs. The fllwing EDI transactin sets (nt inclusive) are scheduled fr develpment in the future: 211 (Bill f Lading) 855 (Vendr PO) 832 (Prices/ UPC Catalg) 7.2 Electrnic PO (850) Vendrs are required t acknwledge the receipt f all SHOE SENSATION 850 transmissins, within 72 business hurs, thrugh the use f the electrnic Functinal Acknwledgement message ( 997 ). Any 850 transmissins nt acknwledged by the vendr within the time frame may be subject t chargebacks specified in Sectin 9. The exact vendr style/clr number and UPC cntained in the 850 item data must be used when sending a crrespnding 856 message t the Cmpany. UPC data cntained in the 850/860 item data must be used when sending a crrespnding 856 message t the Cmpany. Any missing/incrrect data r style/clr substitutins may be subject t chargeback per Sectin 9 f the Guide. Page 24

25 7.2 Electrnic PO (850) (cntinued) Once a vendr has been placed in a prductin status fr the 850, prcessing, ruting, and shipping f Cmpany merchandise needs t be initiated using the 850. Vendrs in a prductin status fr the 850 message are nt t use cpies f rders submitted via r fax unless apprved by the Cmpany. Any rders apprved and submitted using ne f the previusly mentined methds will need t be validated upn receipt f crrespnding 850 messages. 7.3 Electrnic Shipment Ntice/Manifest (856) The Cmpany uses an 856 transactin set fr the receipt and prcessing f vendr merchandise. Additinally, an EDI-enabled vendr must als prduce a hard cpy representatin f this message as part f the shipping dcumentatin requirements (see Sectins 5 & 6). Vendr item style/clr number and descriptin cntained in crrespnding 850 r 860 transmissins must be used n the 856 message. Any 856 message transmitted t the Cmpany which fails t validate when cmpared t crrespnding 850/860 message may be subject t chargeback as specified in Sectin messages can be transmitted t the Cmpany at any time during rder fulfillment. The Cmpany s requires all ASN transmissins t be sent 48 hurs prir t delivery f merchandise t the Cmpany s facilities r named shipping pint. Additinally, ASN messages can be transmitted at the time merchandise is released t transprtatin prvider. Any 856 message received after delivery f merchandise t the Cmpany s facilities r named ship pint will be subject t the chargebacks specified in Sectin 9. An 856 transmissin can reference multiple 850/860 transactins. The Cmpany requires a single ASN per shipment and lcatin. Any vendr shipping frm multiple lcatins will need t create a crrespnding ASN reflective f the shipment frm a specific lcatin. Upn successful translatin f an 856 transmissin, the vendr will receive the Cmpany s Functinal Acknwledgement message ( 997 ). Vendrs failing t receive a 997 message frm the Cmpany will need t ntify SHOE SENSATION EDI cntact at edi@shesensatin.cm 7.4 Electrnic PO Change Request Buyer Initiated (860) The Cmpany uses an 860 transactin set fr the transmissin f changes made t a previusly transmitted 850 message. This message is generated upn mdificatin and apprval f the rder in the Cmpany s merchandise system. Vendrs in a prductin EDI status fr 860 transactin sets are nt t accept any rder changes submitted via , fax, r telephne unless authrized by the Cmpany. Any changes apprved and submitted using ne f the previusly mentined methds will need t be validated upn receipt f crrespnding 860 messages. Page 25

26 7.4 Electrnic PO Change Request Buyer Initiated (860) (cntinued) Vendrs are required t acknwledge the receipt f all SHOE SENSATION 860 transmissins, within 72 business hurs, thrugh the use f the electrnic functinal acknwledgement message (997). Vendrs receiving a failure ntice n any part f an 860 transmissin need t cntact IT immediately. An 860 message is the nly apprved methd t change a valid prductin 850 message. Manually faxed change request messages are nt t be used by an EDI-enabled vendr unless apprved by the Cmpany. 7.5 Electrnic Invice (810) Vendr item style/clr number and descriptin cntained in crrespnding 850 r 860 transmissins must be used n the 810 message. Any 810 message transmitted t the Cmpany which fails t validate when cmpared t crrespnding 850/860 message may be subject t chargeback as specified in Sectin 9. An 810 transmissin can nly reference a single 850/860 transactin. The Cmpany requires each invice t reference ur Purchase Order Number and cntain the ttal units being billed. Upn successful translatin f an 810 transmissin, the vendr will receive the Cmpany s Functinal Acknwledgement message ( 997 ). Vendrs failing t receive a 997 message frm the Cmpany will need t ntify She Sensatin IT department (edi@shesensatin.cm). 7.6 Functinal Acknwledgment Message (997) The Cmpany uses a 997 transactin set fr the acknwledgement f vendr and Cmpany EDI transmissins. Vendrs will need t generate a 997 message fr each Cmpany inbund file received within 72 business hurs. The Cmpany will generate a detailed 997 message fr each vendr inbund file. All Cmpany generated 997 messages need t be recnciled r researched (fr rejectin ntices) within 24 business hurs. Vendrs using a third party EDI service must ensure their selected prvider is reviewing all 997 messages transmitted by She Sensatin IT. Missing vendr inbund 997 messages may be subject t chargeback as specified in Sectin 9. Vendrs failing t receive a Cmpany 997 message must cntact the Cmpany s SHOE SENSATION IT persnnel immediately (see Sectin 10). Page 26

27 7.7 EDI Message Frmats Vendrs can btain cpies f the Cmpany s EDI message specificatins as well as EDI survey frm via at edi@shesensatin.cm Vendrs can als btain cpies f these dcuments via the Cmpany s vendr website: under the crprate tab. Page 27

28 8.0 Payment Prcess 8.1 General Infrmatin The Cmpany prcesses all vendr invices frm ne central lcatin. Vendr payment is made within the established payment terms as stated n the Purchase Order Agreement. Vendrs must verify the accuracy f all PO details including size run(s), unit cst(s), quantity(s), payment terms, and the like. D nt ship an rder until any and all discrepancies n the PO have been reslved. PO crrectins need t be submitted t the vendr in writing as prf f the crrectin by the Cmpany buyer (cst and payment terms are nt reimbursable). Any prf f delivery (POD), requests need t be directed t the Accunts Payable Dept via , fax transmissin, r mail listed belw. We will nt research late r unpaid invices ver 12 mnths ld if the Vendr has nt ntified us via crrespndence within 12 mnths f the dispute, claim, prf f delivery r unpaid invice. We will nt research RTV prduct ver 6 mnths ld if the Vendr has nt ntified us via crrespndence within 6 mnths f the dispute, claim, r prf f delivery. We d nt pay finance charges r fees n unpaid invices. Vendr must mail r a mnthly statement. 8.2 Vendr Invice Instructins Please review the instructins with all persnnel invlved with invicing and update yur billing system accrdingly. Cmpliance with these requirements will assist the Cmpany in expediting payment f invices. The ORIGINAL invice must be submitted in ne f the fllwing ways: Electrnically via EDI 810;; fr infrmatin regarding this ptin please see E- invicing sectin n the Vendr Relatins page f ur website: (preferred methd) US Pstal Mail: She Sensatin, Inc. 253 America Place Jeffersnville, IN Att: Accunts Payable ext: 325 Shuld any additinal infrmatin be needed please cntact Accunts Payable: She Sensatin, Inc. 253 America Place Jeffersnville, IN Att: Accunts Payable ext: 325 Page 28

29 8.2 Vendr Invice Instructins (Cntinued) D nt send invices t any ther department r individual. The invice must be fr a valid PO received via EDI, mail, r hand-delivery. D nt include the riginal invice with merchandise shipment. Send nly ne riginal invice per PO, per shipment. Duplicate, faxed, r phtcpies f the riginal invice are nt acceptable. Any handwritten invice changes, carbn cpies/duplicate PO shipment BOLs, r packing lists are nt acceptable as the riginal invice. Invices are paid based n the PO cst, r the invice item cst, whichever is lwer. Cst differences are nt refundable. DO NOT place any infrmatin under the last address line as US Pst Office scans can nullify infrmatin and may cause delays r pssible nn-delivery f invice. 8.3 Vendr Invice Frmat Requirements The belw infrmatin is required t be included n each invice. Any missing infrmatin may be returned fr crrectin and the vendr may be charged back. 1. Nn-repetitive, unique invice number (Nte: The invice number must appear n each page f a multi-page invice and the invice number must nt recycle.) 2. The Cmpany name (i.e. SHOE SENSATION Inc) 3. Cmpany Buyer 4. The Cmpany PO number 5. Invice date (Nte: This date must be related t the date merchandise was shipped and nt befre) 6. Payment terms per purchase rder agreement 7. Vendr Name and Accunts Receivable cntact infrmatin 8. Remit address must include the payable party s name and the payment prcessing address. 9. Item cst detail per PO;; listing unit cst and ttal cst in U.S. dllars 10. Item detail per PO;; listing vendr style name/number, descriptin, size, clr, and quantities 11. All nn-merchandise charges must be inviced separately with a descriptin f each charge 12. Cmpany stre number must be included n the invice 13. Page number fr each page f a multi-page invice Page 29

30 9.0 Vendr Chargeback Plicy 9.1 General Infrmatin The purpse f chargebacks is nt t create revenue fr the Cmpany, but t recver perating expenses incurred fr crrecting vendr errrs. This plicy creates a means f feedback, ensures cst recvery, supprts the gals f the Cmpany, and allws everyne t share in the success f the Cmpany. All vendr shipments delivered in errr will be dcumented and be subject t the chargebacks as prvided in Schedule 9.1. Additinally, a single vendr shipment with multiple errrs may have each ccurrence individually dcumented and charged back in accrdance with Schedule 9.1 T request Cmpany supprting dcumentatin (i.e. phts, etc) related t a chargeback, please prvide vendr persnnel cntact infrmatin t the Cmpany s Vendr Relatins team via (see Sectin 10). When submitting chargeback dcumentatin requests, be sure t include the fllwing infrmatin: Name f Cntact Title Mailing Address Phne Number Fax Number (ptinal) Address PO number Upn receipt f request, the Cmpany s Vendr Relatins team will frward supprting dcumentatin within 72 business hrs. Vendrs failing t petitin fr a chargeback review after 60 days frm date f chargeback issuance are nt eligible fr any refunded amunts frm the chargeback. Any questins r cncerns pertaining t chargeback issuance, negtiatin, and/r refunds need t be directed t the Cmpany s Vendr Relatin crdinatr (see Sectin 10). Any previusly assessed chargebacks will adhere t the plicies and prcedures fund in this guide. Any questins r cncerns pertaining t chargeback issuance, negtiatin, and/r refunds need t be directed t the Cmpany s Vendr Relatins crdinatr (see Sectin 10). Page 30

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