Routing Guide and Transportation Requirements

Transcription

1 Routing Guide and Transportation Requirements March

2 Attention Traffic Department and Customer Compliance Department Dear Vendor, Please note the following pages include multiple updates to our previous routing guides, including proper contacts as well as the manner in which routing shall be requested. This guide shall supersede all previously released directives. Olympia Sports values our mutually beneficial trade partnerships with vendors. As such, we have made every effort to include only those requirements which contribute materially to our goals of maximizing efficiencies as well as controlling hard costs associated with the logistics of our supply chain. You can access basic instructions about our transportation and shipping requirements on our website, On this page you will find our Routing and Mapping Guides as well as our Vendor Standards Manual and EDI specifications. Due to the number of vendors with whom we trade we request electronic communications whenever possible to streamline our routing process for all parties. However, please call if you have questions or concerns that need to be addressed in a timely manner. I have included a list of contacts within this guide to assist in answering your questions. We prefer all shipments are handled in a manner consistent with the instructions contained herein, however, it is our policy to charge back freight costs which would not have otherwise been incurred had our routing instructions been followed. Only the Senior Director of Operations of Olympia Sports may authorize any variations of these instructions, except where otherwise indicated. A confirmation letter will be attached to the next purchase order placed with your organization. Please ensure this is signed and returned in a timely manner so that we may process your next routing request expeditiously. Sincerely, Paul Fitzpatrick Senior Director of Operations Olympia Sports (207) ext.107 (phone) (207) (fax) pfitzpatrick@olympiasports.net 2

3 Transportation Requirements General Information 1. All future Traffic and Vendor Compliance updates will be sent to the contact person listed under the correspondence information you have provided unless otherwise requested. 2. It is the vendor s responsibility to distribute the updated information to its internal departments involved in the following processes as well as reviewing our website periodically for updates. 3. You may update your information at any time by returning the New Vendor/Vendor Update Form. The updated form to may be faxed to (207) or sent via to kwood@olympiasports.net. Routing Information 1. Product should be shipped to the "ship to" address designated on the purchase order. 2. It is our goal to consolidate orders as much as possible within our required ship dates. Please refer to our Shipment Consolidation Instructions. 3. Our Senior Director of Operations must individually authorize all exceptions from your standard routing instructions. INDIVIDUAL BUYERS ARE NOT AUTHORIZED TO ISSUE EXCEPTIONS TO OUR ROUTING INSTRUCTIONS, EXCEPT FOR SHIP DATES. The General Merchandise Manager can authorize an exception in the absence of the Senior Director of Operations. 4. Please allow forty eight (48) hours to schedule a pick-up appointment upon the Merchandise Department s approval of the PO s listed on your request for routing. Contact information for the pertinent contacts will be forwarded in an confirming your request has been approved. SHIPPING INFORMATION: PLEASE REFER TO THE FOLLOWING INFORMATION OR OUR VENDOR STANDARDS MANUAL FOR MORE COMPLETE INFORMATION REGARDING CARTONS, PACKAGING, TICKETING AND EDI INFORMATION. Bill of Lading 1. Provide itemized details for your shipment on Bill of Lading. Indicate all the purchase order number(s) and the number of cartons associated with each purchase order as well as the total number of cartons. The total number of cartons tendered to the carrier must match the number of cartons noted on the Bill of Lading. 3

4 2. A proper description of goods and correct NMFC Item #, Classification and Sub must be listed on the Bill of Lading. Classifications determined by density should indicate proper PCF (Pounds per Cubic Foot) on Bill of Lading. An incorrect classification leading to an increased freight charge will result in a charge back to the vendor for the additional amount. The Bill of Lading must also include the following information: Olympia Sports purchase order number, Store/Distribution Center number and address and number of cartons. Shipments should be delivered on reusable standard 4 way pallets. All pallets must remain intact. Freight delivered on damaged or broken pallets will result in a claim for disposal. All pallets must have stretch film wrapped around boxes. Make all pallets 48x40x96. If you cannot make pallets 48x40x96, please make them at least 48x40x84. All orders shipping on the same day to a single location should be included on one Master Bill of Lading. 3. The Bill of Lading number presented with the physical shipment must be the exact Bill of Lading number reflected in all of your EDI documents including the ship notice (856) and the invoice (810). Labeling Cartons If a carton is over fifty (50) LBS, each carton must be clearly labeled, i.e. 50 lbs, 100 lbs, etc. Special handling notations are to be included on each carton (i.e. fragile, etc.). If an individual sku comes in two or more cartons, put the unique model number on each part and reference each part 1 of 2, 2 of 2, etc. Label each carton with the following: Vendor name and address, Olympia Sports' purchase order number, Carton count, classification by purchase order number (i.e.: purchase order number 1234, 1 of 2, 2 of 2), quantity contained in each carton by vendor style, color, size. All UPS shipments must have the weight listed on outside of each carton. Packing Pack each purchase order separately according to purchase order and breakdown. A packing list is mandatory and must be placed on the lead box. Paper packing lists are not required if an electronic ASN has been transmitted for a P.O. If you are set up as an EDI Vendor with us there is no need for individual packing lists per box as long as we get an electronic ASN detailing each box s content prior to the order landing. If UCC 128 labels are applied to each box, we eliminate the need for the packing list. The box must be marked clearly so that the box stands out from the rest of the shipment stating the packing list is enclosed and have the following information: Vendor Name, Name of shipper, Ship Date, Distribution Center or Store Name and number, Purchase Order number, Quantity Shipped, Number of cartons, Weight, and Vendor model number. Pre-ticketing - if pre-ticketed, please note on packing slip. NOTE: Once you have the P.O. s boxed up and ready to put on pallets you can put P.O.s on one pallet. You do not have to put one P.O. per pallet. several 4

5 Shipping 1. Appointments must be made by the carrier in advance when delivering to the Distribution Center. The following information will be needed to make an appointment: P.O.#, Vendor, number of cartons or skids. Please Olympia Sports will not pay any notification charges from carriers; a Vendor chargeback shall apply if such a charge is incurred for prepaid freight. Small package carrier shipments do not require an appointment. In the event that the vendor is not trading EDI Documents with Olympia Sports and cannot transmit an electronic Advance Shipping Notice (ASN) then a Packing List must be ed to Tony Jacobsky; tjacobsky@olympiasports.net or faxed to Items held in Olympia's D.C. for the following discrepancies, Style, Size, Color, Quantity, Shipping incorrectly, P.O. cancellation and Vendor recalls will be placed in a holding area. Vendor will be charged storage fees in these circumstances. 2. Every effort must be made to separate each purchase order in the loading process if a shipment contains multiple purchase orders. 3. Purchase Orders will not be authorized for shipment more than fifteen (15) days prior to the expected ship date. Orders shipped prior to this period without proper approval will result in freight carriers holding merchandise as a delivery appointment will not be provided by Olympia Sports. All charge backs and additional freight cost incurred as a result of these orders being held or reshipped will be assigned to the vendor. Do not ship orders after cancel date of purchase order; any order received after its cancel date will be returned at vendor s expense with applicable handling expenses added. 4. DO NOT SHIP merchandise by Air Freight (Collect) unless you have received authorization from our Senior Director of Operations or General Merchandise Manager. A charge-back will be assessed for all unauthorized Air Freight. Air freight paid by the vendor and not paid by Olympia Sports is allowed without approval. The full invoice value must be declared on all air shipments, if authorized to ship Air Freight. The Vendor will be charged back for difference should a loss occur and full value recovery cannot be realized due to noncompliance with the aforementioned. ALL shipments by Rail must be pre-approved by MESCA Freight - Vendor will be charged back if approval had not been previously provided. 5. DO NOT SHIP cancelled or invalid purchase orders on the same freight bill with valid purchase orders in an attempt to ensure our acceptance. 6. DO NOT SHIP merchandise substitutions unless approved in writing by the appropriate buyer. 7. DO NOT SHIP merchandise directly to our stores, unless you have received authorization from the buyer. 8. RECALL OF MERCHANDISE DUE TO VENDORS REQUEST - All associated labor and transportation expenses will be charged back to the vendor. 9. It MUST be understood that the vendor is responsible to protect and indemnify Olympia Sports against loss or damage arising from infringement of trademarks, patents or copyrights, etc. on any merchandise included in any Olympia Sports order. 10. Through rate must be protected. 5

6 11. Original purchase orders should be shipped complete. Excessive freight charges due to multiple backorders will result in a charge back. 12. If there will be more than one shipment in one week for one Olympia Sports location, hold shipment and make one consolidated shipment. Please reference page 9 for details regarding exceptions for Launch, AR and/or Hot Market product. 13. Olympia Sports reserves the right to refuse or return any shipment not in compliance with our purchase order specifications, at vendor s expense. Discrepancies include, but are not limited, to the following: Style, Size, Color, Quantity, Shipping instructions and P.O. cancellation policy. 14. Defective merchandise returns will be sent freight collect or prepaid, with freight charges being deducted from next available invoice. 15. AUTOMATIC CANCELLATION POLICY: This order is considered cancelled on the cancellation date or if the total backorder (remaining) is less than $51 at cost. Vendor will assume all shipping expenses if cancellation policy is not followed. Merchandise may be returned at vendor s expense. If shipping, packing, invoicing and ROUTING GUIDE are not followed, a charge-back for additional expenses incurred for processing will be deducted from the vendor s invoice and a $200 administrative fee will be charged. An administrative fee of $200 will be charged for each instance any follow up is needed on vendor statements for non- recognition of above charge backs and/or if repeat replacement of back-up documentation is required for proof of charge backs or invoice deductions. Backhauls When Olympia Sports and the vendor have set-up a date and time for a backhaul, and product is not ready when the Olympia Sports driver arrives, the vendor will be charged back for the driver s time as well as any other charges that may apply. Truck loading process Due to Hours of Service Rules, 1. All orders need to be loaded in the two (2) hour window that the trucking company allows. If any detention fees occur the vendor will receive a chargeback for that fee. 2. If the driver is required to count the freight all charges that may occur will be charged back to the vendor. 6

7 Shipment Consolidation Instructions OUR GOAL IS TO CONSOLIDATE AS MUCH PRODUCT INTO A SINGLE SHIPMENT AS POSSIBLE WHILE MAINTAINING OUR REQUIRED SHIP DATES. OUR DESIRE IS TO UTILIZE TRUCKLOAD CARRIERS AND VOLUME PRICING FROM OUR LTL CARRIERS AS OFTEN AS POSSIBLE. REMINDER: Every effort should be made to ship Purchase Orders complete! 1. Every effort should be made to consolidate orders into one shipment per week while maintaining our required ship dates. Please ship at least 80% complete. 2. Multiple pro numbers shipped on a single day or within five (5) calendar days are not acceptable with the exception of Launch or Hot Market Orders. 3. Charge backs will be assessed for multiple shipments within the above referenced time frame. 4. Contact the appropriate Buyer if the consolidation process may cause the order to be shipped after cancel date. 5. Please visit and select the Routing Request form to request routing. This form should be completed online. Please note: all required fields must be completed in order to submit your request. These fields are as follows: date of request, earliest and latest dates for shipping, Vendor ship from name / address, contact name / phone number / address, P.O. #, # of units, # of cartons, total weight of each P.O. shipping, cube of each P.O. # shipping, total # of pallets (enter zero for floor loaded shipments), if pallets are stackable, NMFC Item/Class/Sub, Linear Feet, Floor Loaded, Density (pounds per cubic foot) and shipping hours. It is imperative cube information and linear feet are correct as this information enables us to consolidate pickups from multiple vendors. Incorrect cube or Linear Feet resulting in an overflow at a secondary pickup location will result in a charge back. Please click Vendor Submit Request button after the accuracy of the aforementioned information is confirmed. Please allow a minimum of forty eight (48) hours to schedule a pickup. MESCA Freight will schedule pick-ups directly with vendors for truckload shipments. Vendor should contact their local terminal directly for a pick-up should MESCA instruct Vendor to ship via a common carrier. Contact MESCA Freight at (800) immediately if an overflow occurs. 6. All small package carrier shipments shall be shipped ground collect to our Distribution Center unless otherwise instructed upon receipt of our Purchase Order. If instructions include shipping direct to our stores then shipments must ship via third party billing. When using UPS Ground, band cartons together for most economical shipment. P.O. numbers must be on all cartons. We do not put our UPS Account number in the Routing Guide; vendors will receive a confirmation containing pertinent information once the Routing Request has been approved by our Merchandise Department for shipment. 7

8 When participating in the UPS Ground Collect program while shipping to Olympia Sports, you are requested to provide the Olympia Sports Purchase Order number along with the UPS Ground Tracking ID. This will allow both Olympia Sports and its vendors to trace shipment en route. Purchase order information should be sent electronically to UPS Ground for all outbound shipments. UPS cartons valued over $ must be insured accordingly to small package regulation at the vendors expense. Vendor will pay for any handling charges. Olympia Sports will not pay for any oversize charges. Vendor will be charged back. Vendor must consolidate smaller cartons into appropriate Master Cartons, minimizing multiple single pieces. Vendor must optimize package size to keep under 3 Cubic Feet (5184 cubic inches) whenever possible. These measures are necessary to minimize excess single piece charges and Dimensional Weight Rating. Failure to follow this procedure will result in Vendor Chargeback. A) Consolidate multiple packages that incur single piece charges. Whenever possible, smaller cartons should be packed into an appropriate Master Carton. Please write MUST OPEN TO RECEIVE on the Master Carton. Consolidating multiple smaller packages into one a Master Carton may help reduce the rate and delivered cost dramatically. EXAMPLE: 5 1 lb., Zone 2 = $4.20 x 5 or $21.00; 1 7 lbs. (allowing for Master Carton weight), Zone 2 = $5.05 B) Dimensional Weight Rating occurs when "less dense" or "lightweight" product is packaged into a carton that is excessively large. Packages that are 3 Cubic Feet (5184 Cu. Inches) or greater are subject to the Dimensional Weight Rating rule and may incur a resultant "billable weight" rating or actual weight rating, whichever is greater. NOTE: Especially when shipping "less dense" product, it is desirable to optimize package sizes to keep under 3 Cubic Feet. This enables actual weight rating to be utilized for billing. DIMENSIONAL WEIGHT Any Dimensional weight fees assessed by small package carriers cannot be disputed. Any chargebacks on these items are considered final. 7. Overseas Containers: These guidelines must be followed for any container shipping overseas and the following paperwork must be scanned and ed to mferguson@olympiasports.net and olympiasports@mesca.com: 1. A copy of the Bill of Lading for Motor Carriage (Delivery Order). 2. A copy of the container shipping schedule (Packing List). 3. A copy of the Entry/Immediate Delivery Form (Proof of Customs Clearance). Olympia Sports will not pay demurrage charges on any overseas containers. High volume vendors may be required to contact Olympia Sports prior to each shipment, in order to arrange for the most cost effective method of shipping. You will receive additional information and instructions when this becomes necessary. 8

9 EXCEPTIONS TO CONSOLIDATION PROCESS 1. Launch and Hot Market purchase orders are excluded from the process. 2. Vendors that ship freight prepaid. REPLENISHMENT ORDERS (AR s) 1. AR P.O. s are to ship out IMMEDIATELY either UPS Ground or Old Dominion, with the exception of AR orders consisting of more than four (4) pallets and/or over 750 cube. Routing must be requested for orders of this significance. 2. Please follow UPS weight limits and box limit for AR Shipments. 3. AR P.O. s also qualify for the exception to the consolidation process. AR orders can only ship out once per week. Do not split ship an AR P.O. 4. Do not mix AR Orders with Non AR orders on BOL s HOT MARKET ORDERS PALLETS: Vendor may pack all merchandise for a single purchase order into one box regardless of the number of sku s. Multiple purchase orders packed in a single box is not allowed. Vendor Chargeback will be levied if this occurs. All boxes must be clearly marked With purchase order number. Olympia Sports will not be responsible for individual (empty) pallet weights exceeding thirty (30) pounds. NATIONAL MOTOR FREIGHT CLASSIFICATION (NMFC) All shipments of Clothing or Sporting Goods must have the proper NMFC Item and sub number, and also include the actual Density of the Shipment. Failure to do so will result in Administrative chargebacks to the vendor for the additional freight costs incurred by Olympia Sports. ALL SHIPMENTS TO BE SENT TO THE ADDRESS LISTED BELOW UNLESS OTHERWISE SPECIFIED ON P.O.: OLYMPIA SPORTS DISTRIBUTION CENTER 5 BRADLEY DRIVE WESTBROOK, ME

10 ADDITIONAL CHARGEBACKS Any carrier or broker failing to call for an appointment: $ charge Any carrier or broker failing to arrive within 1/2 hour of scheduled appointment without notifying receiving location: $ charge Storage fee for any items not ordered or needing to be returned. Early shipments needing to stay in holding area until delivery date: $25.00 per day charge Substituted styles or styles not ordered: $ per unit Packing list detailing shipment contents missing from lead carton or Bill of Lading: $ charge + $ Administration Fee. Not applied to any P.O. that has electronic ASN transmission. Pallets not having stretch film wrapped around boxes: $ charge Disposal of unusable pallets: $ charge Shipments by Rail not pre-approved: $ charge Invalid P.O.: $ charge Shipments made after P.O. cancellation: $ charge P.O. number missing from Packing List or Bill of Lading: $ charge. Applies to orders not having ASN. Shipping to wrong address - example: shipping to Retail Stores instead of Distribution Center: $10.00 charge per carton. B.O.L missing the N.M.F.C. Class and Sub: $ charge 10

11 CONTACT INFORMATION Paul Fitzpatrick David Osswald Senior Director of Operations & Distribution General Merchandise Manager (207) ext.107 (207) ext. 280 (207) fax (207) fax Mike Ferguson Kirk Moran Operations Manager Distribution Center Manager (207) ext. 182 (207) ext MESCA Freight Olympia Sports Broker (800) D.C. HOURS OF OPERATION Monday - Friday 7:30 A.M -4:00 P.M. (EST) IMPORTED SHIPMENTS: All air/sea shipments must be ed to mferguson@olympiasports.net AND olympiasports@mesca.com. 11

12 NEW VENDOR/VENDOR UPDATE FORM REQUEST FOR: NEW VENDOR UPDATED INSTRUCTIONS DATE: REQUESTED BY: CORRESPONDENCE INFORMATION: VENDOR NAME: (LEGAL NAME): D/B/A NAME: STREET ADDRESS: CITY/STATE/ZIP,, ATTENTION: (REQUIRED) PHONE NUMBER: (REQUIRED) FAX NUMBER: (REQUIRED) IF VENDOR RETURNS ADDRESS IS DIFFERENT THAN THE CORRESPONDENCE ADDRESS, PLEASE COMPLETE: RETURNS INFORMATION: VENDOR OR COMPANY NAME: STREET ADDRESS: CITY/STATE/ZIP,, ATTENTION: (REQUIRED) PHONE NUMBER: (REQUIRED) FAX NUMBER: (REQUIRED) IF VENDOR SHIP FROM IS DIFFERENT THAN THE CORRESPONDENCE ADDRESS, THE SECTION BELOW MUST ALSO BE COMPLETED: SHIP FROM INFORMATION NECESSARY TO RECEIVE ROUTING INSTRUCTIONS VENDOR OR COMPANY NAME: STREET ADDRESS: ATTENTION: (REQUIRED) PHONE NUMBER: (REQUIRED) FAX NUMBER: (REQUIRED) TO BE COMPLETED BY OLYMPIA SPORTS: CARRIER VENDOR DATE ENTERED BY CAO: ENTERED 12

13 Acknowledgement of Receipt of Routing Guide I from HAVE RECEIVED A COPY OF YOUR ROUTING GUIDE DATED MARCH 2015 AND HAVE FORWARDED TO OUR TRAFFIC DEPARTMENT. Signature: Date: Address: 13