CONTENT. Standard Operating Procedure for SILVAN... 1 A. IT A.1. Electronic document handling B. Administration... 1

Transcription

1 CONTENT Standard Operating Procedure for SILVAN... 1 A. IT... 1 A.1. Electronic document handling... 1 B. Administration... 1 B.1. Item number... 1 B.2. Pallet charges... 1 B.3. Back orders... 1 B.4. Deliveries to the Buyer s stores and warehouses... 1 B.5. Direct deliveries to the buyer s customers... 1 B.6. Replacements and spare parts... 2 B.7. Campaigns and special offers... 2 B.8. Rule for no purchase order confirmation... 2 B.9. Requirements for purchase order confirmation... 2 B.10. Requirements for invoice... 3 B.11. M-marked Goods... 3 B.12. Obsolete stock... 3 B.13. Establishments, re-establishments, store conversions and changes in assortments... 3 C. Deliveries to CW... 3 C.1. Receiving hours... 3 C.2. Invoice for CW deliveries should be sent to... 4 C.3. CW delivery address... 4 D. Deliveries to stores... 4 D.1. Receiving hours... 4 D.2. Supplier s delivery schedule to stores... 4 Appendix 1 Packing list... See separate Excel file Appendix 2 Delivery Form... 6

2 Standard Operating Procedure for SILVAN In this SOP Buyer will only refer to. A. IT A.1. Electronic document handling All Suppliers must use EDI with the Buyer. The Buyer s EDI contact information: edi@dtgroup.dk Telephone: B. Administration B.1. Item number All Goods must be marked with a TUN-number and be registered in the TUN-system. B.2. Pallet charges Refer to point C.3.1. in the Supplier Manual. No additional comments. B.3. Back orders As a general rule, partial deliveries are not accepted by the Buyer. Back orders will be rejected and a new order will be created if necessary. Should the Supplier nevertheless send back orders, the Buyer reserves the right to return the items and to credit the Supplier for the freight costs. B.4. Deliveries to the Buyer s stores and warehouses In case the delivered items or quantities do not match the invoiced items or quantities, the Buyer will forward an invoice to the Supplier and automatically withdraw the amount from the payment. In case of delay the Buyer s store must be informed directly, as soon as it comes to the knowledge of the Supplier. If the delay concerns all stores or the Central warehouse, the Buyer s purchase department must be informed by as soon as the Supplier becomes aware of the delay. If the delay is not acceptable to the Buyer, the Buyer has the right to cancel the order. B.5. Direct deliveries to the buyer s customers Orders are sent via EDI to the Supplier. Delivery address, , telephone number and up to 40 characters with messages from the Buyer s customer are sent with the order, if this information is not already available. The supplier must confirm receipt of the order and delivery date back to the Buyer s store by mail at best<insert city>@silvan.dk. Online orders should be confirmed to webshop@silvan.dk. Upon delivery of goods in agreement with the Buyer directly to a Buyer s customer, the delivery note shall be forwarded to the Buyer s store, which placed the order. PAGE 1 OF 5

3 For delivery the Supplier must advise the Buyer 1 day in advance. If delivery time cannot be advised the Buyer s customer should be informed of this later by phone call or text message. In case of delays the Supplier must advise the Buyer s customer by phone call, if it is not possible to reach the Buyer s customer the Supplier must advise the Buyer s store, which sent the order. At the time of dispatch of the order, the Supplier must both: Send a delivery note to the ordering Buyer s store by according to best<insert city>@silvan.dk. Send an EDI invoice or use the web application that the Buyer makes available to confirm dispatch. B.6. Replacements and spare parts The Supplier must continue to provide maintenance and spare parts for a period of 36 months after notice on discontinued products. B.7. Campaigns and special offers The Supplier must confirm campaign prices in writing via the campaign confirmation notice sent by the Buyer to the Supplier. Items for campaigns must be delivered 2-3 weeks before campaign-start to the Central Warehouse, or 1-2 week before campaign-start to the Buyer s store. Campaign items are always delivered free of charge. B.8. Rule for no purchase order confirmation In order to minimize costs and optimize the procedure for placing purchase orders and the purchase order confirmation procedure, the Parties have as a starting point agreed that no purchase order confirmation is required. However, for special order items the Supplier shall always submit an order confirmation to the applicable Buyer s store via no later than two working days after the order has been placed. B.9. Requirements for purchase order confirmation The Parties have agreed that the following information must be included in the purchase order confirmation: Name and address of the Supplier incl. VAT number if applicable Name and address of the Buyer incl. VAT number if applicable Purchase order number Date Description of ordered Goods Product (EAN & item number) Units according to PO Quantity Unit prices and currency Date and time of delivery Place of delivery Incoterm 2010 Discount Freight and insurance if agreed with the Buyer Total purchase price Reference to the Agreement The order confirmation shall clearly state everything that the Supplier intends to invoice with exact amounts. PAGE 2 OF 5

4 B.10. Requirements for invoice The invoiced price must correspond to the price stated on the purchase order. Any discrepancies between the content of the purchase order and the Supplier s invoice must be settled between the Supplier and the Buyer before the invoice is sent to the Buyer. The Parties have agreed that the following information must be included in the invoice: Name and address of the Supplier incl. VAT number if applicable Name and address of the Buyer incl. VAT number if applicable Purchase order number Date Description of ordered Goods Product (EAN & item number) Units according to PO Quantity Unit prices and currency Date and time of delivery Place of delivery Incoterm 2010 Discount Freight and insurance if agreed with the Buyer Total purchase price Reference to the Agreement B.11. M-marked Goods The supplier shall notify SILVAN of temporarily sold out items, defined in SILVAN as M-marked products, to udsolgt@silvan.dk with a copy to the purchaser in Silvan s Purchasing department. B.12. Obsolete stock Referring to the Commercial Agreement point 7.2 obsolete stock is defined as products, where less or equal to 80% of the Buyer s stores have sold a package size within 6 consecutive months. B.13. Establishments, re-establishments, store conversions and changes in assortments The Supplier is obliged to make personnel available for establishments, re-establishments, store conversions and changes in assortments, or to defray the cost thereof. The Buyer may use an external firm for this and allow the latter to invoice the Supplier, by prior agreement. In regard to conversion and re-establishment of existing Buyer stores as well as the establishment of new Buyer stores, the Supplier shall display the products according to drawings and planograms specified by the Buyer. In the event of any deviations, the Supplier shall be liable to rectify the situation at his own expense. The Supplier shall be obliged to actively participate in product-related training of the Buyer s employees. C. Deliveries to CW C.1. Receiving hours Any delivery to the Buyer must be in accordance with the following time schedule: Central warehouse (local time) The Buyer Mondays-Thursdays 7 a.m. 2 p.m. Fridays 7 a.m. 1 p.m. PAGE 3 OF 5

5 All Central Warehouses are closed for delivery on local public holidays. The Buyer may reject delivery if it is outside the above time frame. The Supplier must have a written agreement with the Buyer if delivery is to take place on hours not included above. Every delivery must be notified by at least 48 hours in advance. The notification must include the PO number and truck or container number. In addition to above, deliveries by sea freight must be notified by at least 4 weeks before ETA. C.2. Invoice for CW deliveries should be sent to Shared Service Center Daugbjergvej 15A 8000 Aarhus C C.3. CW delivery address Addresses: SILVAN C/O DKI LOGISTICS A/S EGESKOVEJ HORSENS DENMARK Contact: Martin Just Mortensen Telephone: Mobile: mju@dki-logistics.dk, silvan@dki-logistics.dk SILVAN C/O DKI LOGISTICS A/S MIMERSVEJ 5, PORT KØGE DENMARK Contact: Kim Jørgensen Mobile: kjo@dki-logistics.dk, silvan@dki-logistics.dk D. Deliveries to stores D.1. Receiving hours Store (local time) The Buyer s stores Mondays-Fridays 8 a.m. 2 p.m. All the Buyer s stores are closed for delivery on local public holidays. In case the delivery is not in accordance with the order/order confirmation, the Buyer s store must be notified by at best<insert city>@silvan.dk at least 48 hours in advance. The notification must include the PO number and truck or container number. D.2. Supplier s delivery schedule to stores The Supplier is obliged to complete the Buyer s Delivery Form, Appendix 2, with the following information: a. Supplier number (i.e. The Buyer s internal supplier no., cf. item 1) and Supplier name. PAGE 4 OF 5

6 b. Number of days from the Supplier s receipt of the order until delivery to the Buyer s store/at the relevant location. c. Specify on which days the Supplier can deliver to each individual store/the individual location. The following should also be noted: In conjunction with public holidays and other days where the Buyer does not require delivery, e.g. during stocktaking, the Buyer will make use of the next possible delivery date. Changes in general delivery must be approved by the Buyer s Logistics Department and notified by the Supplier no later than one month before the change comes into effect. If the Supplier does not provide feedback, the Buyer will set delivery dates and order processing days that are three working days from the date that the order is received by the Supplier. D.3. Invoice for deliveries to stores should be sent to Shared Service Center Daugbjergvej 15A 8000 Aarhus C PAGE 5 OF 5

7 Appendix 2 Delivery Form Supplier no. & name: Lead time Lead time is defined as number of working days from receiving the order to delivery in shop. E.g. if you receive an order Monday and deliver it Thursday the lead time equals 3 working days. If each store or a cluster of stores, e.g. regions, has a different number of days then use the table below. Fixed day of delivery Only use the table below if each store has a fixed day of delivery or if there is a specific lead time per store. Please note that our common customers will experience a lower service level if day of delivery is fixed, as SILVAN is not able to respond quickly to small changes in market behaviour. Shop number Postal code City Ålborg Frederikshavn Grenå Randers Århus Horsens Skejby Silkeborg Vejle Esbjerg Fredericia Odense V Nyborg Svendborg Slagelse Hillerød Valby Glostrup Sønderborg Holbæk Taastrup (City II) Odense SØ Helsingør Fisketorvet Tårnby Viborg Nørrebro Vanløse Greve Kolding Birkerød Nykøbing F Maribo Ballerup Gladsaxe Roskilde Frederikssund Ribe Græsted Nykøbing Sj. Fixed day of delivery Lead time Mon Tue Wed Thu Fri Should you have any queries, pls. get in touch with SILVAN Logistics at logistik@silvan.dk