10/17/2007

October Updates to the Guide

Listed below are the CHANGES ONLY that were made to the Guide this quarter.

View the entire Guide for all requirements.

• Section 2.1 - Added under "General Instructions" The Company?s PO is a contract outlining the terms and conditions of the Company?s intent to purchase product from the vendor. Company buyers will provide vendors with an initial hard-copy, paper PO specifying the following information
• Section 2.1 - Added under "General Instructions" Vendor style and/or color substitutions are not permitted without the prior approval from the Company buyer. Unauthorized substitutions may be returned to the vendor at the vendor?s expense.
• Section 5.1 - Added under "Carton Construction and Design Requirements"
  • No single wall or rice paper cartons will be accepted.
  • If re-using cartons, remove or black out all previous labeling and carton markings or writing.
  • All merchandise must be received in cartons (No plastic bags, burlap bags, etc).
  • All shipping cartons must protect inner packs and individual selling units.
  • The carton must contain a seal of certification listing its bursting and weight constraints as set forth by the NMFC.
  • Carton Size - No oversized cartons are allowed. Do not ship cartons that are overfilled. The following carton sizes are the maximum requirements used by the Company?s Distribution Center. Vendors must comply with the dimensions outlined below.
  • Carton Closures - All carton closures must be securely fastened. The Company recommends a "3 - way" tape method, as depicted below. Tape must be placed over the entire length of the seams and extend over ends a minimum of 7.62 cm (3 in).
  • Carton sides must be secured using an adhesive type sealant (i.e. glue, tape, etc). Stapling or shrink-wrapping a boxed closed is not allowed.
  • Tape used to close a carton must not cover any carton markings.
  • Multiple cartons can NOT be strapped together with only one carton and/or carton label.
• Section 5.2 - Added under "External Carton Labeling Requirements"
  • The vendor is responsible for securing, identifying, marking, labeling and documenting each hazardous material shipment.
  • Any carton containing personal care items (i.e. fragrances, nail polish, or other flammable material) must be labeled as "ORM-D" in bold print within a rectangle that is .25 in (64 cm) larger on all sides than the print font. Cartons may have either a preprinted adhesive label or printed carton label formatted similar to the "ODD" carton label. These labels should be placed on the sides of the carton for easy identification (see example below). Gross weight of ORMD?s can not exceed 66 lbs (D.O.T requirement).
  • Special handling requirements must be identified prominently (e.g. Fragile, Flammable, Hazardous, Perishable, Protect from Heat, This end up, Protect from Freezing, Rush, etc).
  • Vendor is responsible for notifying company of temperature sensitive products prior to shipping. Neither Company nor Company carriers will be responsible for temperature related damages if notification has not been received prior to pick-up.
  • The list below provides carton label information that must be applied or printed on the longest side and/or inner carton of every carton.
• Section 5.3 - Added under "External Carton Labeling Placement"
  • Never put the carton label on the top or bottom of the carton.
  • For palletized shipments, when building a pallet of merchandise, place the cartons on the pallet with the labels facing outward, toward you, so the labels are visible during loading or unloading.
• Section 6.1 - Added under "Packing List Requirements"
  • In the event that a shipment must be split between multiple trailers, a copy of the packing list must accompany each trailer and the words "SPLIT SHIPMENT"must be written on each packing list.
• Section 7.4 - Added under "Trailer Loading Requirements (All Shippers)"
  • Each vendor is responsible for securing and separating their shipment. If shipping multiple PO?s, a visible separator should also be placed between each PO within the trailer. Separators can be of any type of durable material such as slip-sheet, thick plastic, corrugated cardboard, or other material. Pallets can not be used as separators.
  • All loads must be secured in order to prevent carton / pallet shifting during transit.
  • All shipments must have a packing list attached to the last carton (or garment) loaded for each PO facing out and visible when the trailer doors are opened. A copy of the packing list must also be attached to the BOL.
  • Floor loaded cartons should have the carton labels facing the tail (rear) of trailer
  • Carton labels should face up and out (toward you) so they are visible when palletized.
  • Vendor provided security seals are required on all full truck-load (TL) shipments with seal numbers written on the BOL.

Always Remember...

• LTL (less than truckload) shipments must be palletized. The bill of lading for the LTL shipment MUST include the following, otherwise Filene's Basement carriers will not pick up the shipment:
  • PO#
  • Three - Digit Department number
  • Total number of cartons
  • Total number of pallets
  • Total cubic feet of shipment
  • Total weight
• All "COLLECT" shipments must be palletized.
• Put the PO# and the Three-Digit Department number on the Bill of Lading.
• Label every carton.
• Attach the consolidated Packing List to the lead carton.
• No multiple shipments allowed within 72 Hours.
  • If multiple PO's are ready for shipment within 72 hours, those PO's must be shipped together and listed on one BOL.
  • Call Filene's Basement Transportation Department for Routing at (617)521-4376.