Local Suppliers. Delivery Conformance Guideline Manual

Transcription

1 Local Suppliers Delivery Conformance Guideline Manual For the following divisions: Foschini Stores Fashion Express Donna Claire Luella exact! Markham/ Fabiani Sports Division 05/08/2013

2 TABLE OF CONTENTS 1 INTRODUCTION 3 2 CHANGES TO DELIVERY GUIDELINE MANUAL 4 3 PURCHASE ORDERS TICKETING, LABELLING AND PACKING INSTRUCTIONS DELIVERY INSTRUCTIONS DELIVERY DATE DELIVER TO OUR MODE OF TRANSPORT 6 4 MERCHANDISE PREPARATION PRICE/SKU TICKETING BAGGING INSTRUCTIONS CARTON PACKING 9 5 PACKAGING INSTRUCTIONS CARTON SPECIFICATION CARTON INFORMATION INCORRECT OR INADEQUATE CARTON CLOSURE 14 6 DELIVERY INSTRUCTIONS ORDER BOOKINGS INVOICE ACCURACY AND DETAILS 15 7 RETURN TO VENDOR PROCESS 16 8 CONTACT LIST LEFIC DC N DABENI DC - MARKHAM AND EXACT! N DABENI DC - SPORTSCENE, TOTALSPORTS AND DUE SOUTH TYGERBERG DC - FOSCHINI, DONNA CLAIRE, FASHION EXPRESS AND LUELLA SHOES AND BAGS August 2013

3 1 INTRODUCTION The Foschini Group s objective is to maintain high standards and efficiency throughout its logistical supply chain and, therefore, it needs the co-operation of its suppliers to deliver their merchandise according to certain laid down standards and procedures. This local delivery conformance guideline manual will inform suppliers of what Foschini Group expectations of them are as well as assist them in the execution and delivery of a Foschini Group Stores Purchase Order to the Distribution Centre. Therefore it is critical that each supplier reads this manual and fully understands their obligations to the Foschini Group. Please note that this manual is only for local suppliers delivering to the following trading divisions: Foschini, exact!, Markham and Sports Division. There are additional manuals for international suppliers as well as for and Jewellery trading divisions. Local suppliers are defined as those suppliers who are responsible for delivering goods to one of the Foschini Group distribution centres. International suppliers are there fore those suppliers who ship goods via the Group s nominated freight forwarders and ownership is transferred to the Foschini Group before delivery to one of the distribution centres. If you require any clarification on any procedural matter, please contact either the relevant Distribution Centre Manager (contact details at the end of this document) or the Merchandiser of the Department concerned. Note: This delivery conformance guideline manual replaces all previous guideline manuals, which now become null and void August 2013

4 1 CHANGES TO DELIVERY GUIDELINE MANUAL Please note the following changes to this manual: Section: 5.1 Carton Specifications (Updated 28 June 2010) Minimum tape width has been changed to 2.83 inches (7.2cm) Section: 5.2 Carton Information (Updated 28 June 2010) DC Addresses have been added DC Codes have been added Section: 5.3 Incorrect or inadequate carton closure (Updated 28 June 2010) Minimum tape width has been changed to 2.83 inches (7.2cm) Branded tape requirements (Updated 02 February 2012) 4 05 August 2013

5 2 PURCHASE ORDERS A Foschini Group purchase order will advise the supplier of Foschini Group Stores final merchandise requirements (including styling details, sizes and quantities required). Each trading division within the Foschini Group may have a different format for their purchase orders. The same key information below should specify on the purchase order. Please pay special attention these instructions. Please enquire with the relevant merchandise department 2.1 Ticketing, Labelling and Packing Instructions The Foschini Stores Buying Team will stipulate in this section exactly what the supplier needs to do / supply in terms of price ticketing, labelling and packing instructions. Note: It is recommended that the supplier read these instructions, in conjunction with the Quality Assurance Department Supplier Manual, Section 14 Pae 36 for instructions to affix price tickets. 2.2 Delivery Instructions All merchandise must be delivered CARRIAGE PAID to the destinations stated on or in the order. All packing slips and invoices must quote the Foschini Group order number. The supplier s invoice (s) must be issued in the name of the supplier as recorded on the Foschini Stores purchase order. The supplier s invoice (s) and statements must be made out in the name of: Trading Division Name / A Division of Foschini Retail Group (Pty) Ltd. (Invoice (s) and statements that are invoiced incorrectly will be returned to the supplier for re invoicing, which will result in a delay in payment). All statements and invoices must be sent to: Foschini Retail Group (Pty) Ltd., P O Box 6020 Parow East Delivery Date Foschini Stores will advise here between which specific dates the merchandise must be delivered. Note that the delivery period may range from 5 to 1 working day/s. This will be indicated by Deliver no earlier than or Deliver no Later than. 2.4 Deliver to our Foschini Stores will advise the supplier where he is required to deliver the merchandise (including the delivery address). (Please note the DC location may be different depending on the product type.) E.g.: Parow Warehouse, Lefic Centre, 342 Voortrekker Road, Parow East August 2013

6 2.5 Mode of Transport Foschini Stores will stipulate the mode of transport required for the delivery of the merchandise. E.g.: Manufacturer s own transport August 2013

7 3 MERCHANDISE PREPARATION It is our DC s goal to process merchandise to stores quickly and efficiently. To support this goal, the Foschini group requires that merchandise is prepared and packed according to certain specifications. Please adhere to the following directions when preparing and packing merchandise. 3.1 Price/SKU Ticketing Price/SKU Ticket Ordering and Invoicing The supplier is required to pay for the printing and handling charges of all price tickets and labels applicable to their particular merchandise. The cost of these price tickets and labels is built into the cost of the garment as negotiated with the Foschini Stores Buying Team, and therefore there is no additional cost to the supplier. Lithotech Afric Mail Cape (Pty) Ltd has been outsourced by Foschini Stores and are responsible for the distribution of all price tickets and labels except for those suppliers who produce / print price tickets as agreed with Foschini Stores. The address of Lithotech Afric Mail Cape (Pty) Ltd. is: Ordering Procedure: Lithotech Afric Mail Boston Circle Airport Industria Telephone Number : (021) Fax Number : (021) Brendap@lithotech.co.za The supplier s price tickets and labels will be produced and printed by Lithotech Afric Mail from data sent to them by Foschini Stores and will be despatched to the supplier at least 6 (six) weeks prior to the delivery date. When the consignments of printed price tickets and labels are ready for despatch by couriers (for non local suppliers) / collection by local suppliers (from Lithotech Afric Mail Airport Industria office) a document will be included with each consignment. The document will state the following detail: The relevant order numbers Descriptions of the items produced and their costs Detail of the fixed order-processing fee (per order) Detail of courier charges Costs: There is a fixed Lithotech Afric Mail fee: per order processed; per delivery made; Note: Courier costs are charged at a rate per kilogram The price tickets and labels are charged at a rate per 1000 price tickets/labels. These costs (including the price tickets and labels) will be reviewed annually and any increases in costs / prices will be communicated to you by the Foschini Stores Buying Team August 2013

8 The supplier must retain these documents received during the month for record purposes. At the end of each month the Foschini Accounts Department will deduct the total value of each consignment of price tickets and labels from Foschini Stores payment to the supplier Price/SKU Ticketing of Merchandise All tickets received for attachment must be checked and verified in detail against the Purchase order. The tickets must be attached to the garments as per the purchase order instructions and the Quality Assurance Manual. All merchandise must be correctly ticketed before despatching to the Distribution Centre. Under no circumstances may tickets be substituted over orders or SKU s The tickets must match the details in the Purchase order and the product to which they are attached. The merchandise must be packaged in such a way that the tickets are clearly visible. 3.2 Bagging Instructions Each item must be individually packed in clear two (2) mils polyethylene bags. (20 micron) Items must be folded in the bag, so that the price ticket with its SKU information is visible. (Figure 2) Certain accessories need to be pre-packed as indicated by the purchase order. The supplier is responsible to ensure that this is done prior to arrival at the DC. Figure 2: Items to be folded in a bag so that ticket is visible

9 3.3 Carton Packing Packing for Clothing, Accessories & Footwear All merchandise is to be packed in uniform flat cases unless otherwise instructed. The shipment must be grouped and packed in the following manner: 1. Grouped first by purchase order 2. Within a purchase order, garments are grouped by colour 3. Within a colour, garments are grouped by shade (if any) 4. Within a colour, garments are grouped by size Each carton must contain only garments that are the SAME SIZE / SAME STYLE / SAME COLOUR. (i.e. a single SKU in each carton) Do not use hangers on the garments unless specifically noted on the purchase order ODD Case Footwear Only After completing full cases for each SKU, any remaining pieces/sku s can be packed into the last case. This case must be marked as ODD CASE on all sides of the carton (see Figure 1 below). Each Carton marked as ODD CASE must be the appropriate size for the number of units packed in it to prevent crushing or splitting. Note that this is a temporary measure. The ideal requirement still remains that only one SKU is allowed per carton. Footwear suppliers will be informed at a later date when this rule will be enforced ODD Case Clothing and Accessories Only After completing full cases for each SKU, pack any remaining pieces into the last case for each SKU packed and mark ODD CASE on all sides of the carton. (Figure 1) Example of what should be packed in an ODD CASE: Figure 1: Labelling of an Odd Case

10 Example 1: 150 jackets (30 pieces of size Small, 45 pieces of size Medium, 45 pieces of size Large and 30 pieces of size X-Large) are ordered. The case holds 30 pieces. They must be packed as follows: Case 1: 30 Small Case 2: 30 Medium Case 3: 15 Medium (ODD CASE #1) for Medium SKU Case 4: 30 Large Case 5: 15 Large (ODD CASE #2) for Large SKU Case 6: 30 X-Large Example 2: Each Carton marked as ODD CASE or must be the appropriate size for the number of units packed in it to prevent crushing or splitting August 2013

11 4 PACKAGING INSTRUCTIONS 4.1 Carton Specification The following carton specifications have been established to maximise the product flow through our automated facilities: Carton Dimensions and Weight limit for Clothing and Accessories (excluding Bags) Only Length (cm) Breadth Height (cm) Weight KG (cm) Maximum Carton Please note ECT requirements apply Carton Dimensions and Weight limits for Footwear and Bags Only Length (cm) Breadth Height (cm) Weight KG (cm) Maximum Carton Please note ECT requirements apply ECT requirements for Clothing, Footwear and Accessories CARTON WEIGHT (max gross mass) MIN EDGE CRUSH TEST VALUE (ECT) Kg LBS kn/m Lbs per inch Up to 10 Up to to to to to ECT TEST METHOD: FEFCO No.8 (European Federation of Corrugated Board Manufacturers) or ASTM D (American Standards) or ISO 3037 (International Standards Organisation) Please note the following Cartons cannot be over / under packed as they may collapse during transit. Each supplier is responsible for the quality of packaging and therefore will be held responsible for damages, concealed shortages and claims resulting from inferior packaging. Taping should create an H pattern on both the top and bottom of the carton by sealing across all of the major and minor flaps. Minimum tape width needs to be 2.83 inches (7.2cm) August 2013

12 4.2 Carton Information The first carton of the consignment MUST contain the supplier invoice and must be clearly marked on the outside of the carton INVOICE ENCLOSED. (Figure 3) Figure 3: The invoice carton must be clearly marked The following information should be applied/ printed on each carton. (Figure 4); 1. Order Number 2. SKU (Item) Number 3. Number of units in the carton 4. Vendor Name 5. SKU (Item) description as stated on the PO (Including the size) 6. Colour 7. DC Code 8. Trading Division (e.g. Foschini, Fashion Express, Donna Clair etc.) 9. The number of that carton in your total consignment 10. Dimensions of the carton Outer/Master Carton Labelling:

13 Order: SKU Unit Qty / Ctn: Vendor SKU Description 120 Vendor Name Flare leg Denim Size 9 Order: SKU TFG Apparel Supply Company (PTY) Ltd Colour DC Code Trading Division Carton No Black Fashion Express 1 of 200 Ship to: Lefic Distribution Centre 342 Voortrekker Road Parow East Cape Town Ship from: Vendor Address Carton Dimensions 600 x 350 x 300 South Africa Figure 4: Standard carton labels to be applied / printed on each carton DC Addresses: o Tygerberg DC (@home home ware, Foschini Footwear, Luella, Fashion Express Footwear, Donna Claire Footwear ): 40 Junction Street, Tygerberg Business Park, Parow Industria,7493 o o o o Ndabeni DC (Markham, exact! & Sports): 3 Diesel Road, N'dabeni, Postal Code 7405 Lefic DC (Foschini Clothing, Donna Claire Clothing, Fashion Express Clothing): 342 Voortrekker Road, Parow East, Postal Code 7501 Cloth Store (Fabric): 43 Packer Avenue, Epping 2, Postal Code: 7475 Living Space DC(Furniture): Assegaai Street, Parow Industria, 7493 DC Codes o A - LEFIC (FOSCHINI GARMENTS & ACCESSORIES) o B - NDBENI (MARKHAM, EXACT, SPORT) o C - TEXTILES o D - TYGERBERG (@HOME & FOSCHINI FOOTWEAR/BAGS & ALL LUELLA GOODS) o E- TYGERBERG ASSEGAAI (FURNITURE) o F- B&D WAREHOUSE

14 The positioning labels should be as indicated below. (Figure 5) Figure 5: Standard label position & Carton Dimensions 4.3 Incorrect or inadequate carton closure Carton closure is to be pressure-sensitive sealing tape or water-activated reinforced tape, branded with company name/unique logo/ with a security message This carton has been sealed with security tape. If the seal is broken or damaged, do not issue clean receipt before checking contents. Carton Sealing Tape Taping should create an H pattern on both the top and bottom of the carton by sealing across all of the major and minor flaps. All cartons should have a minimum tape width of 2.83 inches (or 7.2cm). NO METAL BANDING OR WIRES is allowed, whereas, banding, straps, staples, shrink-wrap or string is to be used very conservatively or only where absolutely necessary as a means of closure August 2013

15 5 DELIVERY INSTRUCTIONS The following instructions concern delivery to one of the Foschini Group Distribution Centres. 5.1 Order Bookings It is vitally important to ensure that the Purchase Order is valid and has passed the Quality Control checks prior to making a booking. The DC must be contacted to make a booking to deliver an Order. The DC will guarantee a booking if made 48 hours prior to required delivery date. Once a booking appointment is made it must be kept. If for any reason you are unable to make the appointed time the DC must be contacted and the appointment must be cancelled. Preferably this should be done 24 hours prior to the appointed time. 5.2 Invoice Accuracy and Details The contents of the cartons at SKU level must match the invoice quantities. The invoice must show the Purchase Order number. The invoice must show the number of carton delivered. The invoice must show the number of units delivered by SKU. The invoice must have a description of the merchandise being delivered at SKU level. Units must be correctly totalled on the invoice August 2013

16 6 RETURN TO VENDOR PROCESS It is the supplier s responsibility to ensure that the merchandise is the quality as ordered prior to shipping. If for any reason the stock needs to be returned due to cancellation or repair, the following process will be followed: The DC will be notified via by the respective buyer / planner that a specific order needs to be returned. The buyer / planner will arrange with the supplier / processing house and the DC for the goods to be uplifted. It is important that the buyer / planner provides the necessary documentation, repair note / instruction, in order for the DC to process. The DC will then accordingly locate the order and store in cartons in the most effective manner. If the supplier provides more than one SKU that is problematic, then the cartons may contain multiple SKU s. Once the supplier / processing house has been notified of the RTV, they have 5 working days in which to collect the merchandise. If the merchandise is not collected within this time the DC will dispose of the stock to recover costs. The necessary RTV documentation will be handed over to the courier upon collection. Business notifies DC (written) Business arranges for collection DC locate & process RTV <= 5 working days > 5 working days Stock is collected Supplier is contacted Handed to merchandisers Figure 7: RTV Process Flow

17 7 CONTACT LIST The following Foschini Group service departments can be contacted if there are any further queries: 7.1 LEFIC DC Foschini, Donna Claire, Fashion Express Apparel and Accessories only. Lefic DC Appointments Tel: / 1280 Fax: LeficReceiving@foschini.co.za Lefic DC Management DC Manager - Rob Mitchell Tel: Fax: robm@foschini.co.za 7.2 N dabeni DC - Markham and exact! N dabeni DC Appointments Tel: /29 Fax: REC-NDA@tfg.co.za N dabeni DC Management DC Manager Sandy Van Zyl Tel: Sandyv@tfg.coza 7.3 N dabeni DC - Sportscene, Totalsports and Due South Sports DC Appointments Tel: /31 Fax: REC-Sports@tfg.co.za N dabeni DC Management DC Manager Sandy Van Zyl Tel: Sandyv@tfg.coza 7.4 Tygerberg DC - Foschini, Donna Claire, Fashion express and Luella Shoes and Bags August 2013

18 Tygerberg DC Appointments Tel: Fax: Tygerberg DC Management DC Manager Belinda Hendricks Tel: August 2013