DOMESTIC ROUTING GUIDE AND PACKING INSTRUCTIONS

Transcription

1 DOMESTIC ROUTING GUIDE AND PACKING INSTRUCTIONS Distribution Center 488 River Rock Blvd Murfreesboro, TN Phone: (615) Fax: (615) Hours: Monday Friday Closed for lunch- 11:00-12:00 Deliveries by appointment only C.S.T 7:00AM - 3:00PM Corporate Office/Billing Address Old Time Pottery, LLC. PO Box 1838 Murfreesboro, TN Phone: (615) Fax: (615) Hours: Monday - Friday C.S.T 7:30AM - 4:00PM REVISED: JUNE 15,

2 WELCOME TO OUR ROUTING GUIDE! Dear Supplier, The following pages contain new standard routing and packaging instructions for domestic suppliers shipping to our distribution center and/or Old Time Pottery, Inc. stores. Based on increasing freight costs and current economic challenges, we feel we can more efficiently manage these costs by implementing this guide. We encourage you to share this guide by distributing it internally throughout your organization. Using this guide will ensure that you are receiving the most efficient processing of your merchandise and invoices. This guide provides up-to-date routing instructions for small package, LTL (less than truckload) and TL (truckload) shipments using our core carriers which provide Old Time Pottery with reliable service at competitive rates. The instructions in this guide supersede all previous routing instructions, written or oral. Please pay special attention to our packing/shipping standards and our routing guide rules within. All transportation costs, detention charges, storage fees or other expenses incurred by Old Time Pottery due to vendor s non-compliance with terms and conditions of this routing guide may be charged to the vendor. The routing and packaging instructions in this guide are an integral part of our vendor agreement. These standards apply when shipping to our distribution center and our Old Time Pottery, LLC. stores direct. Special requests related to routing that are not covered in this guide must be approved by the buyer or traffic department. We are currently investing a large amount of capital in our Distribution Center operations to improve the efficiency of receiving and shipping merchandise to our stores in a timelier manner. This will lead to an increase in sales and faster re-orders from our buyers. As our company continues to open new stores, we need your support to comply with our routing guidelines and packing instructions. We value the partnership with our suppliers and appreciate your help in implementing these changes. Thank you, Bill Hauck Vice President of Merchandising 2

3 PART I: COLLECT PURCHASE ORDERS A. ROUTING PROCEDURES: Vendors receiving Collect Purchase Orders delivering to our distribution center may call, fax or the Old Time Pottery traffic department. Phone number: ext or ext Fax number: Debbie Purington or Melissa Smith This should not be done until (2) weeks prior to the product ready date or the ship date shown on the Purchase Order and before the cancel date. 1. The following information must be provided: a) Purchase Order number b) Name of Vendor and or Shipper c) Name of contact person and telephone number at the pick-up location d) City, state and zip code of the pick up location e) Total number of pallets, cartons, and total weight of the shipment by purchase order number f) If floor loaded cartons, provide the total cube and total weight of the shipment. (NOTE-we use 53 foot trailers) 4200 total cube g) Date the goods are actually ready to ship 2. If shipping two or more LTL shipments for purchase orders to the same location with the same or overlapping ship/cancel dates, they should be combined and shipped on a single bill of lading. 3. Back orders are not accepted unless purchase order is marked authorizing back order or approved by the buyer. 4. In the event the merchandise is not shipped complete, the vendor should call in the information to traffic (615) ext One of the reasons listed below should be used as to why the order was not shipped complete: a. Manufacturer Back Order b. Product not available c. Product overflow (product would not fit on trailer) 5. All purchase orders called in for routing after the cancel date must be approved by the buyer before it can be routed. A late purchase order is subject to cancellation by the buyer. 3

4 6. All vendors are required to load and count the merchandise on the carrier s trailers 7. The following is required information for the vendor s bill-of-lading and carriers freight bills: a. Purchase Order number b. Shipper s name, street address, city, state and zip code c. Accurate description of items, including product numbers, freight classification (i.e. Class 70) d. Total number of cartons and total weight e. The following statement must be listed on all bill of ladings: ALL CARRIERS MUST CALL FOR APPOINTMENT 24 HOURS IN ADVANCE f. Bill of lading date (ship date) g. Freight terms: prepaid or collect h. Carrier name, trailer number, and PRO number i. Driver s signature on the bill of lading j. Copy of the packing list attached to the paperwork and a copy of the packing list needs to be faxed to or ed to: dpurington@otpinc.com and or msmith@otpinc.com. 48 hours in advance. k. If the purchase order is more than one truckload, the distribution center requires a packing list per truckload. A master packing list that includes all truckloads is not acceptable. 8. Do not use any LTL carriers without prior approval from Old Time Pottery s Traffic department. 9. Shipping point discrepancies between purchase orders and the actual pick-up locations will require approval from buyer and may delay shipment. 10. If the product to be shipped is not prepared and ready to load at the time of the carrier s scheduled pickup, any charges for delay billed to Old Time Pottery by the carrier will be charged against the shipper/vendor. 11. Failure to follow the aforementioned procedures may result in Old Time Pottery assessing a chargeback to the vendor for all freight charges and Assessorial charges that are applied. 4

5 B. LTL Shipments to our Distribution center: cartons or less and 200 lbs or less a) Cartons shipments meeting UPS ground guidelines should be shipped via UPS Ground third party bill under our house account number. To obtain, please contact out traffic department at , ext or b) Our purchase order number MUST BE LISTED in the reference field number one (1). c) A packing list must be attached to each carton. Each carton must have its own shipping label which must include the purchase order number and any or all items or SKU numbers packed inside of each carton pallets, except California shipments a) Ship via ABF b) Our purchase order number MUST BE LISTED on the bill of lading. c) Follow Bill of Lading Guidelines (page4, item7) to 6 pallets, except California shipments a) Ship via KOCH LOGISTICS: contact Toll Free: or klogotp@kochlogistics.com b) Our purchase order number MUST BE LISTED on the bill of lading. c) Follow Bill of Lading Guidelines (page 4, item7) or more pallets and including truckload shipments, all shipments from California Please contact Old Time Pottery Traffic Department- Debbie Purington ext or Melissa Smith ext C. LTL Shipments direct to Old Time Pottery stores cartons or less and 300 lbs a) Cartons shipments meeting UPS ground guidelines should be shipped via UPS Ground third party bill under our house account number. To obtain, please contact out traffic department at , ext or b) Our purchase order number MUST BE LISTED in the reference field number one (1). c) A packing list must be attached to each carton. Each carton must have its own shipping label which must include the purchase order number and any or all items or SKU numbers packed inside of each carton to 6 pallets except California shipments a) Ship via KOCH LOGISTICS: contact Toll Free: or klogotp@kochlogistics.com 5

6 b) Our purchase order number MUST BE LISTED on the bill of lading. c) Follow Bill of Lading Guidelines (page4, item7) or more pallets and including truckload shipments Please contact Old Time Pottery Traffic Department- Debbie Purington ext or Melissa Smith ext All California shipments must be routed thru traffic. Please contact Old Time Pottery Traffic Department- Debbie Purington ext or Melissa Smith ext PART II. PREPAID LESS THAN TRUCKLOAD (LTL) AND TRUCKLOAD (TL) DIRECT TO STORE No COLLECT shipments accepted at the store level. Receiving hours at the store level for LTL shipments ONLY is 11am to 3 pm. Refer to store listings addendum. Vendors/shippers or carriers receiving a prepaid purchase order must call for a delivery appointment to schedule the appointment with the store manager when the carton count exceeds 100 cases. All shipments must have a packing list per purchase order and or shipment. Packing list must be ed or fax to the distribution center 48 hours in advance. dpurington@otpinc.com and or msmith@otpinc.com. Fax number If shipping direct to our Old Time Pottery stores, all freight, either LTL or full truckload, MUST NOT BE DOUBLE STACKED. If shipping to our distribution center you may double stack pallets in a manner that maximizes the trailer cube, but does not damage the product or master case. The following is the information that must be provided if scheduling is required for a delivery appointment: 1. Purchase order number(s) 2. Number of cartons and or pallets 3. Carrier name 4. Trailer number 5. Contact person and telephone number or address 6

7 Should an accident, inclement weather, or road construction cause delays, the carrier shall immediately notify Old Time Pottery traffic department; (615) ext.5317 and/or the store manager of your ship to location. The carrier must provide details of the delay and approximate time of the delivery. Based on this information, the Old Time Pottery DC receiving department or store manager of your ship to location shall make the determination to reschedule the appointment or work the shipment into that day s schedule. PART III: SHIPPING/ PACKAGING INSTRUCTIONS Packaging specifications: 1. Each like item to be shipped shall be packed in the same size case, box or carton. 2. The exterior packaging shall be of sufficient strength to withstand the stress and pressure exerted by the weight of the contents of each package thus, preventing damage to the contents of each package during shipment and subsequent delivery to Old Time Pottery DC or Stores. 3. Flaps shall be taped or glued to keep the cartons tightly closed. If straps are used, they shall be tightly secured. Sharp edges are not to be exposed on metal tabs securing these straps. 4. Old Time Pottery s purchase order, vendor style number and or SKU number shall be clearly placed, stamped or printed on each carton, box or case. Palletized load specifications: 1. All pallets used shall be at the minimum, in good condition and measuring 48 (long) x 40 (wide). 2. The pallet shall not have any missing, broken or split boards. 3. Each pallet shall present a clean appearance with no dirt, grease, or other foreign material on it. 4. Shipping direct to stores: pallets can only be single stacked 5. Shipping to the DC ONLY: Merchandise stacked on pallets shall be stacked in a manner that maximizes the trailer cube, but does not damage the product or crush the master case. 6. Shipping to the DC ONLY: pallets may be stacked on top of each other; however, the vendor/ shipper shall be liable for any damage to the merchandise shipped to Old Time Pottery in this configuration. 7. The vendor/shipper shall use the same tie to stack the same (item/sku) merchandise on all pallets sent to the DC. Also, the merchandise shall be stacked on a pallet in such a manner as not to overhang any edge of the pallet. 8. All pallets shall be shrink-wrapped, taped or strapped to prevent the merchandise from shifting during transit. 7

8 9. For DC shipments only: pallets can be placed pin-wheel (one lengthwise and one side ways) in the trailer and proper blocking and bracing should be used to assure merchandise is delivered without damage. 10. The vendor/ shipper shall ensure that the last pallet contain a packing list that is facing the door of the trailer. Also, a copy of the packing list should be attached to the paperwork and faxed to DC (615) hours in advanced. PART IV- SHIPPING AND RECEIVING REQUIREMENTS To expedite the unloading time, the following guidelines shall be followed. Failure to follow these guidelines will cause longer unloading time and may result in a charge back to the vendor. Old Time Pottery s purchase order number and item/sku number shall be shown on the bill of lading and the packing list. It is the vendor/shipper s responsibility to review the purchase order prior to shipping, for any changes that are necessary. This would include, but not limited to, changes in units ordered, style, color, costs, freight terms, payment terms, items orders. Any changes or corrections that need to be made to any purchase order are the vendor s responsibility to contact the Buyer prior to shipping for the Buyer s approval of the change. All merchandise shall be shipped in the packs and assortments (size and color) of the style/sku/item number specified on the Old Time Pottery purchase order. Only one style/sku/item number shall be shipped per box, carton or case. All cartons of one style/sku/item in a shipment shall be packed in the same size box, carton or case unless requested by the buyer or instructed by the buyer on the purchase order (displays and sets). All Old Time Pottery purchase orders shall be shipped on or after the ship date, but prior to the cancel date. Vendors shipping collect shipments via Old Time Pottery s carriers will be considered shipped if the vendor has the goods ready and has notified Old Time Pottery s traffic department for a pickup. The style/sku/item number stamped or printed on the outside of the box, carton or case shall match the contents of the box, carton or case. All merchandise shipped with incorrect identification shall be processed at the discretion of Old Time Pottery. We prefer one style/sku/item to be shipped per pallet. When this is not feasible, multiple styles/skus/items are to be stacked accordingly. 8

9 Placard (pallet tags, labels) for pallets with only one item/sku number are acceptable. The cases must be shrink wrapped on the pallet. The placard (pallet tags, labels) must have the purchase order number, number of cartons per pallet, and sku/ item number. All inbound freight shipping to the Old Time Pottery distribution center MUST include a detailed packing list of what is on the truck, not the entire purchase order. The packing list must be placed in an envelope and affixed to the right rear pallet in plain sight; this applies to all palletized truck loads and LTL shipments. When a trailer is floor stacked by a vendor/shipper: the boxes, cartons, or cases shall be presorted by purchase order number and sku/ item number found on the purchase order. The side of the box, carton or case with style/sku/item number on it must face the rear of the trailer door. The packing list or multiple packing list need to be placed in an envelope and affixed to right rear wall of the trailer at the tail. Vendor/shippers are required to make sure the merchandise is properly shrink wrapped or taped and also blocked and braced prior to the carrier leaving the pick up facility. Failure to comply will result in the dollar amount of damages being charged back to the vendor or any additional cost incurred by Old Time Pottery. All Bill of Ladings and Delivery Receipts must be written showing carton count. All company truck shipments and or collect common carrier shipments must be marked on the bill of lading as shipper load and count (SLC). The seal number must also be recorded and applied by the shipper. Truckload common carrier truck drivers are NOT required to load or count cartons/ pallets. It is the shipper/ vendor s responsibility to load and count all freight. Should you have any questions/ concerns regarding this routing/packing guide please contact Debbie Purington (615) ext or dpurington@otpinc.com 9