Shipping Manual For All Enquires Please Contact: or

Transcription

1 UK Shipping Manual For All Enquires Please Contact: or

2 CONTENTS PAGE 1) WELCOME 2 2) PURCHASE ORDER 3 3) LABELLING 4 4) PACKING 5 5) BOOKING 7 6) LOADING 8 7) USER DOCUMENTS 9 8) FREQUENTLY ASKED QUESTIONS 12 1

3 1. WELCOME This shipping manual has been produced to explain the procedures that TJX/TK Maxx requires their vendors to follow for collections within the United Kingdom. Alongside collecting merchandise on our own vehicles, TJX/TK Maxx utilise a Nominated Carrier Scheme. We will allocate an appropriate carrier/s to collect on each occasion you make a booking. This manual details all you need to know about how to arrange a collection, how to use the documentation and how to prepare it correctly. This will ensure that your merchandise arrives quickly and safely at our Processing Centres and your goods are collected. If followed closely, problems and any subsequent delays should be avoided. It will also assist us to pay your invoice promptly. You should read this manual and distribute it to all of your staff, who have the responsibility for packaging, shipping, distribution and order processing. If you have any queries, please do not hesitate to contact the TJX Europe Domestic Team for assistance on or us on logistics_bvsuk@tjxeurope.com The most important contacts: Logistics United Kingdom South Europe: West Europe: Rest of Europe: Non-European Shipping: Logistics_bvsuk@tjxeurope.com Joanne_short@tjxeurope.com Gianluca_Santori@tjxeurope.com Rachid_Bouziani@tjxeurope.com Sade_Forkland@tjxeurope.com ho_imports@tjxeurope.com Booking of POs Booking questions & Webbook Setup: Booking homepage Webbook: logistics_bvsuk@tjxeurope.com Finance Queries: accountspayable_queries@tjxeurope.com 2

4 2. PURCHASE ORDER Once a deal has been made, you will receive two documents via from the buyer,detailing the details of the order. The first document you will be receive is an Order Confirmation (shown below). This document simply confirms, at a total level, what has been purchased and the terms which they have been bought under i.e. shipping dates, freight terms etc. The second document you will receive (shown on next page) is the actual order document, titled TJX Europe Invoicing and Packaging Instructions. It is this document you will use when packing, booking and shipping your orders. If you do not receive the below document within 24 hours of receiving the order confirmation, please contact the buyer. 3

5 In all correspondence please use your eight digit PO number. In case you find discrepancies in Total Units, Freight Terms or Exiting Country to your original PO please contact the according buyer. TJX Europe can split your orders into POs beginning with 50 and POs beginning with 55. Please ensure to always handle 50-POs and 55-POs seperately in regards to packing and invoicing. Please book in your orders in between Start Ship and Cancel Date. Freight Terms: FCA: Delivery to our freight forwarder or EXW: Our freight forwarder will collect the goods If agreed with the buyer: Pre-tickets are tickets you receive to attach to the goods previous to packing them. Here, please find the Buying Company in correspondence to the exiting country. Exiting Country Company Name VAT No United Kingdom TJX UK GB All orders from Poland, Germany and UK need to be invoiced with VAT. 3. You PACKING will not receive INSTRUCTION a certificate of shipment any more. For questions about invoicing please contact accountspayable_queries@tjxeurope.com 4

6 3. LABELLING Each PO must be packed, labelled and invoiced separately. Please always ensure to pack POs beginning with 50 and POs beginning with 55 in seperate cartons and on separate pallets. To label your cartons/ bundles please use the label shown below which you can request as an Excel format with us. Additionally, please find a blank label on page 8. It is not necessary to use this template, however if using your own, please ensure all information fields that we require are quoted. Please ensure that the carton labels are visible from the outside of the pallet in at least a size of A5. Each label needs to be filled in completely. Order details can be found on your PDF order sheet. All Pos are eight digits long, so please do quote the full order number. Please attach carton label to side of casing for hanging merchandise Please attach carton label to front/side of box and ensure label is visible when palletised. 5

7 Co-ordinating Items If a purchase order contains products that are co-ordinates of each other, i.e. lamp base and shade, table top and table bottom, the carton label must be marked to identify these pieces. The product style number or description should be detailed on the carton label along with the carton set count i.e. 1 of 2, 2 of 2. Please be sure to clearly distinguish between the set count and the carton count for the whole order on the carton label. 4. PACKING When packing, please ensure whole styles are packed together within a carton. Please do not mix styles within a carton, unless the order quantity dictates you must for carton optimisation. Each carton must be transportable. In case one carton exceeds the weight of 25kg, please mark accordingly on the carton label and in special instructions when booking. Cartons/ bundles need to be arranged noticeably in correct order of POs and Vendor Style. Stacked and overhanging pallets are not accepted. A pallet must not exceed the height of 1.5 meters. Please note that pallets cannot be exchanged. If you shrink-wrap your pallets, each carton still needs to be labelled as per the example on page 5. If the shrink wrap used is not transparent, please ensure a pallet label is applied to the outside of the pallet. Pallet labels need to include the following information: PO number Department number Carton Quantity The pallet label will be in addition to the labels applied to individual cartons. 6

8 Hanging textiles need to be arranged noticeable in correct order of POs and Vendor Style. When possible please pack hanging textiles in bundles per vendor style. For hanging textiles please seal the goods with a casing. Please fix these with a solid hanger or bind the casing together on top of the hangers. Single bundles should not exceed a width of 25 cm. Each bundle must be marked with a label. Packing List For each PO one packing list needs to be created. Please attach this packing list to the outside of the first carton/bundle of your PO. No example format exists. Please include the following information: Invoice No PO Dept. No Item No Description of goods Content, Sizes- and Colour coding per carton Total amount of pieces in cartons (per PO) Total amount Gross weight in kg Total volume in m³ Model for style sorted pallets (bird s eye view) Cartons need to be arranged in correct order of POs and Vendor Style, and snake loaded when loaded onto a pallet. Please see below for example. Please create separate pallets for Pos beginning with 50 and POs beginning with 55. 7

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10 5. BOOKING AND SHIPPING PROCEDURE To request a collection you will need to log on to our on line booking system which is called Web Book. The web address for this is as follows: tjxeu-traffic.com To do this you will need to firstly obtain your user name and password from TJX/TK Maxx via the following address: logistics_bvsuk@tjxeurope.com. If you are a new vendor you will need to complete the form on page 11 and return via so we can obtain a username and password for your account. The username and passwords take at least 24 hours to be issued. This timescale will increase if your orders have not been processed by the buying department. You will then receive an back from TJX/TK Maxx advising you of your user name and password. You will then be able to go onto the above mentioned website to input your booking request(s). When creating your booking the website will request you to provide the following information. Company Name Collection Address Purchase Order Numbers Collection Quantities per Order Number ie: Number of Cartons Number of Hanging Sets Number of Units Number of Pallets Special Instructions (including opening times if different from 9-5 and any access issues) Cubic Measurement: total cubic capacity of the order in cubic metres. The cube is calculated by using the following formula: Width x Length x Height Total weight of order: total weight of the order in Kilograms The weight is calculated by either of the following calculation: 1. The sum of the weight of the total shipment If this is not known then the below calculation can be used as a guide 2. Cube divide by /

11 Please note TJX/TK Maxx do not accept part-shipments against any orders. Please always book a PO with the complete quantity at once. Please book all POs with the same start ship and cancel date together. Please note that if an order is past the cancelled if not received date stated on the order, or before the start ship date, your shipment will be delayed subject to approval by the TJX/TK Maxx buying department. Therefore please ensure you book your order from the start ship date and up to the cancelled if not received date. Approval will also be sought if the booked unit quantity is over or under the original order quantity. If a shortage/overage is known before point of booking, please advise the relevant buyer to avoid any delay to the approval of your booking. TJX will then transmit this information (once verified) to our carriers for the collection to be arranged. Any orders booked in before 12:30pm and also verified by this time will transmit to the carrier later that afternoon. The carriers have a 3 working day window to arrange collection and must deliver to TJX/TK Maxx on day 4. They will contact you via phone 24 hours in advance of the planned collection date. All carriers will produce pre-printed consignment notes for you to sign when they make their collection. The service levels will be as follows: Vendor books in on Website Carriers collect Goods delivered to TJX Day 0 (eg: Monday) Day 1 3 (eg: Tuesday Thursday) Day 4 Goods delivered (e.g Friday) On some occasions the carrier will collect on day of delivery 10

12 6. LOADING When loading the trailer, we require that good are loaded in PO and vendor style order. This applies for all palletised, hanging and loose carton loads. Please ensure cartons/pallets/hanging sets relating to the same PO number are grouped together when loaded and not mixed throughout the trailer. Please see image below detailing correct and incorrect loading standards. If packing goods onto several trailers please ensure that the same PO is not mixed across multiple vehicles. Model for pallet or style sorted loose carton trailer (bird`s eye view) 11

13 New Vendor Form Company data or data of factoring bank Company Name: Name of factoring Bank: Address: Address of factoring Bank: Accounts Department Contact: Accounts Department Contact: Address: Tel. No: Fax No: Address: Tel. No: Fax No: Bank data for payments* Name Account Holder: Name of Bank: Bank Address: Account No: Bank Sort Code / Branch No: SWIFT Code: IBAN No: *All account, Sort and SWIFT code must conform the international bank standards The above bank account information must be supported by details of your company headed paper and signed by the Finance Director / Treasurer 12 Signature Finance Director / Treasurer

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15 WEB BOOK NEW VENDOR ACCOUNT FORM Vendor Name: Collection Address: (including full postcode) Contact Name And Number: Address: Tail Lift Required [ ] Curtain Sider [ ] Vehicle Restrictions & Type And Opening Times: Also Please Quote 1 Purchase Order Number For Reference: 14

16 Frequently Asked Questions Q) When is my collection date A) The carriers are given a 72hr collection window and will contact 24hr prior to advise Q) How do I add a collection address A) Administration Collection Addresses Q) How do I add a contact A) Administration Contacts Q) Where do I re-book an order A) Go to *View Collections* tab Q) Cannot find order on the system A) Please do a manual search with 50 or 50 prefix Q) Cannot find the create booking button A) Please try to use the scroll bar at bottom of screen Q) How do I amend a booking A) Go to *View Booking* the edit This is not always possible dependant on status Q) Can we have a collection from two address A) Yes you are able to create two separate bookings Q) How do I obtain / reset my password A) Use the *I forgot my password* link Q) How do I know the order is confirmed A) Either *View booking* or View Collections Q) Second shipment over 10% A) Request manual booking Q) Vendor Deliveries A) Send to ho-traffic@tjxeurope.com Q) No confirmation of booking received A) No confirmation are sent / Please follow status under tabs available 15

17 Q) Do we need to label every carton A) Yes Q) Can I mix styles in a carton A) No 16