Supplier Delivery Requirements
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1 Supplier Delivery Requirements UK Suppliers May 2014
2 Contents Introduction Booking in process Cartons & labelling Hanging & clothing deliveries Palletisation Pallet label template Delivery paperwork Your delivery Key contacts Non compliance
3 Introduction Our Suppliers are one of our greatest assets. As such, we count on all The Original Factory Shop (TOFS) Suppliers to share our vision and play an integral part in helping us to satisfy our customers aspirations and deliver our business strategy. This Manual describes the procedures and standards that we would like you to follow. This will improve our supply chain and eliminate unnecessary costs and delays. We are seeking your co-operation and compliance with the business procedures that are detailed in this Manual. We look forward to your full support in helping us to achieve our aims. In doing so we will both benefit and see our businesses grow together. The terms set out within this document form part of your supply agreement with TOFS, either under our General Terms and Conditions or any other agreement entered into with TOFS.
4 Booking In Process To make a booking Each supplier will be sent a Purchase Order by the Buying team and notified at a later date (around 2 weeks prior) which week the delivery is authorised to be delivered. Soon after receiving notification of the week of delivery suppliers should contact the booking office with the authorised PO number(s). You will be allocated a delivery date and time, depending on availability, this can be anywhere between 6am and 10pm Monday to Friday. You need to have details of specific products, quantity and pack sizes from the PO and detailed on the delivery paperwork You will be given an appointment number to confirm the booking. Appointment times must be strictly adhered to. If you arrive early or late you may not be unloaded. If anything changes with your order after you have made your booking you must inform the Buying team immediately or you may not be unloaded.
5 Booking In Process Required information When calling for an appointment, please ensure you have the following information to hand; -Purchase Order Number. -SKU details. -Number of cartons per SKU. -Number of pallets. -Your contact details. -Carrier detail. To make a booking - by phone; please call or via ; bookings@thefactory-shop.co.uk Please note, any deliveries that are not booked in prior to arrival will be refused.
6 Cartons & Labelling All cartons must be clearly marked with TOFS SKU, description, outer quantity, inner quantity and pack dimensions. Carton label example SKU : Description : Outer Qty: 24 Inner Qty : 12 Travel Games Dimensions 30x40x20 cm Cartons weighing over 15kg must be labelled Caution, heavy lift and the weight must be clearly stated on the box. Cartons must be suitable for the product. have no bulging sides, be unlikely to collapse and be stacked without crushing.
7 Hanging & Clothing Deliveries For clothing deliveries with coat hangers, we would prefer that you send the delivery in on a hanging trailer rather than in boxes. Where this isn't possible, we have 2 preferred carton specifications which we would like you to use for these products. Preference 1 BDCM 2 Preference 2 BDCM 1 Box size W40xH32xL60cm Pallet build; 5 boxes per layer 5 boxes high Maximum 25 boxes per pallet Box size W30xH40xL60cm Pallet build; 6 boxes per layer 4 layers high Maximum 24 boxes per pallet
8 Palletisation Pallets must be delivered on good quality UK pallets. One SKU per pallet preferred, mixed SKU pallets will be accepted as long as the pallets are clearly marked and the SKU s segregated. Maximum height is 1.8metres, including the pallet. Double stacked pallets are accepted if stated at the point of booking. They must be shrink wrapped together and stable. Euro pallets are not accepted. Pallets must be fully shrink wrapped and boxes wrapped to the pallet. Stock must not be overhanging and the pallet must be stable. Pallet labels must be affixed to every pallet on 2 sides (template overleaf).
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10 Delivery Paperwork All packing lists must have the following; Suppliers name & Supplier Code Appointment number Delivery note number SKU number(s) Purchase Order (PO) number Total Quantity per SKU Number of cartons per SKU Number of pallets Quantity per carton Description Example delivery note; Supplier Code : K123
11 Your Delivery Please report to Goods-in on arrival with your delivery paperwork and appointment reference. If using 3 rd party transport, its is your responsibility to ensure the delivery arrives, complete with paperwork in satisfactory condition. Deliveries are unloaded via the back doors of the vehicle on a loading bay. If you can only deliver on a vehicle that is too small to unload via the loading bays, please specify at point of booking and we will try to accommodate this where possible. A vehicle less than 7.5 tonnes will not fit the bays at TOFS. The goods being delivered must match the purchase order and delivery paperwork. (only 1 vehicle per appointment, and PO s must not be split across more than one vehicle) The vehicle must be loaded in the same order that it appears on the delivery paperwork, as we need to check off the stock against the delivery paperwork as it is being offloaded. Please note :- We accept your delivery on faith and sign the POD notes on arrival in order to unload and release your driver as quickly as possible. This means that discrepancies may be found after the driver has left the premises. In which case we will fax over a discrepancy report and raise a debit note.
12 Key Contacts Warehouse deliveries; The Original Factory Shop Burnley distribution centre Orient business Park Farrington road Burnley BB11 5UB Head Office The Original Factory Shop Burnley distribution centre Orient business Park Billington Road Burnley BB11 5UB Switchboard Booking Office or Website - These guidelines are available on our website.
13 Non Compliance If your delivery does not conform to the guidelines set out in this document, this will result in non compliance charges being debited against your account. Please do not hesitate to contact us if you have any questions regarding your delivery to avoid this happening. Non delivery without communication 250 Rejected Load due to not meeting requirements Incorrect Data Provided to TOFS Re-work of any pallets that do not meet requirements Metal or glass contamination of products (e.g needles or sharps ) Administrative Charge 25 per man hour plus 3 per pallet materials 1000 ( escalation for repeat offences) Protruding nails in shoes 500
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