delivery guideline manual for international suppliers

8/8/2019 Delivery Guideline Manual for International Suppliers

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4.3 Carton Packing 4.3.1 Packing for Clothing, Accessories & Footwear

All merchandise is to be packed in uniform flat cases unless otherwiseinstructed. The shipment must be grouped and packed in the followingmanner:

1. Grouped first by purchase order2. Within a purchase order, garments are grouped by colour3. 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 / SAMESTYLE / SAME COLOUR . (i.e. a single SKU in each carton)

Do not use hangers on the garments unless specifically noted on thepurchase order.4.3.2 ODD Case Footwear Only

After completing full cases for each SKU, any remaining pieces/SKUs can be packed intothe last case. This case must be marked as ODD CASE, on all sides of the carton (seeFigure 1 below).

Each Carton marked as ODD CASE must be the appropriate size for the number ofunits 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 thisrule will be enforced.

4.3.3 ODD Case Clothing and Accessories Only

After completing full cases for each SKU , pack any remaining pieces into the last casefor each SKU packed and mark ODD CASE on all sides of the carton. (Figure 1)

Figure 1: Labeling of an Odd Case


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Example of what should be packed in an ODD CASE:

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) for Medium SKU Case 4: 30 Large Case 5: 15 Large (ODD CASE ) for Large SKU Case 6: 30 X-Large

Example 2:

Each Carton marked as ODD CASE must be the appropriate size for thenumber of units packed in it to prevent crushing or splitting.


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5 PACKAGING INSTRUCTIONS

5.1 Carton Specification

The following carton specifications have been established to maximise the product flowthrough our automated facilities:

5.1.1 Carton Dimensions and Weight limit for Clothing and Accessories(excluding Bags) Only

Length (cm) Breadth(cm)

Height (cm) Weight KG

Maximum Carton 69 38 42 18

Please note ECT requirements apply.

5.1.2 Carton Dimensions and Weight limits for Footwear and Bags Only

Length (cm) Breadth

(cm)

Height (cm) Weight KG

Maximum Carton 69 50 42 18

Please note ECT requirements apply.

5.1.3 ECT requirements for Clothing, Footwear and Accessories

CARTON WEIGHT (max gross mass) MIN EDGE CRUSH TEST VALUE(ECT)

Kg LBS kN/m Lbs per inchUp to 10 Up to 22 4.9 28

10.1 to 15 22.1 to 33 5.5 3115.1 to 20 33.1 to 44 7.4 42

ECT TEST METHOD : FEFCO No.8 (European Federation of Corrugated BoardManufacturers) or ASTM D 2808 -69 (American Standards) or ISO 3037 (InternationalStandards 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 thereforewill be held responsible for damages, concealed shortages and claimsresulting from inferior packaging.

Taping should create an H pattern on both the top and bottom of thecarton by sealing across all of the major and minor flaps.

Minimum tape width needs to be 3 inches (7.62cm).


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5.2 Carton Information

The following information should be applied/ printed on each carton. (Figure4);

1. Order Number2. SKU (Item) Number3. Number of units in the carton

4. Vendor Name5. SKU (Item) description as stated on the PO (Including the size)6. Colour7. DC Code8. Trading Division (e.g. Foschini, Fashion Express, Donna Clair etc.)9. The number of that carton in your total consignment10. Dimensions of the carton

Outer/Master Carton Labelling:

Figure 4: Standard carton labels to be applied / printed on each carton

The positioning and size of the cartons and labels should be as indicatedbelow. (Figure 5)

Figure 5: Standard label position

600 x 350 x 300Dimensions (LxBxH)

1 of 200Carton No

Fashion ExpressTrading Division

DC Code

BlackColour

Flare leg Denim Size 9SKU Description

Vendor TFGA

120Unit Qty / Ctn:SKU 30116043512

Order: 34673

SKU 30116043512

Order: 34673

Ship to :

Lefic Distribution Centre342 Voortrekker RoadParow EastCape Town

South Africa

Ship from :

TFG Apparel Supply Company (PTY) Ltd


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5.3 Incorrect or inadequate carton closureCarton closure is to be pressure-sensitive sealing tape or water-activated reinforcedtape, branded with company name/logo with a security message This carton hasbeen sealed with security tape. If the seal is broken or damaged, do not issue cleanreceipt before checking contents.

Carton Sealing Tape

Taping should create an H pattern on both the top and bottom of the carton bysealing across all of the major and minor flaps. All cartons should have a minimumtape width of 3 inches (or 7.62 cm).

NO METAL BANDING OR WIRES is allowed, whereas, banding, straps, staples,shrink-wrap or string is to be used very conservatively or only where absolutelynecessary as a means of closure.


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6 SHIPPING AND DOCUMENTATION

This purpose of this section is to clarify the logistical process and documentationrequired to transport orders from your country of origin to Foschinis DC in CapeTown, South Africa.

6.1 Order Management

The responsibility to follow up on outstanding orders is shared betweensupplier, Foschini buyers and sourcers, the nominated forwarding agent andthe shipping department.

Our nominated forwarder has been instructed not to accept any bookings forcargo falling outside of the window period. CIF and CFR order shippedoutside of the window period where suppliers make use of there ownforwarders and where we have very little or no control over the cargo couldpotentially be cancelled and subsequently returned to the supplier. Paymentof the orders will also be withheld until and unless the Merchandise Managerhas signed off these payments.

6.2 Bookings made by Supplier with Nominated Forwarder

It is the suppliers responsibility to make a booking with our nominatedforwarding agents and ensure that cargo is delivered to the consolidationdepot with enough time for them to arrange shipment as per the intendedshipment date. All orders must be delivered to the nominated forwardersconsolidation warehouse 5 days prior to actual shipment date e.g. for sailingon a Friday the cargo must be delivered to forwarders on the precedingMonday.

Our nominated forwarders will ensure that all orders are consolidated into 6mor 12m containers and shipped to South Africa as FCL containers. Order

consolidation results in a number of benefits, such as reduced cost throughimproved space utilization, reduced transit times through the use of fullcontainers loads as opposed to groupage or LCL shipments as well asgreater security and reduced pilferage by eliminating the use of unpackdepots.

Having said that however, our nominated forwarding agent has strictinstructions from us that under no circumstances must they hold back cargo ifno other cargo is available to consolidate and make up a FCL unless theyhave written confirmation from us that they may do so. In this case cargo isshipped in a groupage box and is delivered to us as LCL cargo.

Where order quantities are sufficient to fill a 6m or 12m container, the supplier

must make a booking with our nominated forwarders who will arrange withshipping lines to deliver a container directly to the suppliers warehouse forpacking. Suppliers must ensure that all cargo packed into containers ispacked per order, per SKU and per colour. This will expedite the off loadingprocess of containers in South Africa.

The nominated forwarder must arrange for a container to be delivered to thesuppliers warehouse maximum 24 hours after the booking is made.


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6.3 Shipping Documents and Format of Invoices and Packing Lists

Once cargo has been shipped suppliers must email all documents to MujolainMartin at [email protected] or fax to +27 21 937 5266. Please find adetailed list of documents required for either Seafreight or Airfreight in thesections below.

The Packing List must be detailed and should at a minimum include thefollowing marks and numbers.

o Trading Division.o Order Number.o Style Number.o Colour.o Carton No.o Carton Volumetric Measurements (e.g. 65 x 35 x 40cm).o DC Code.o Country of Origin.

A full set of these supplier documents must be faxed or emailed to us latest 5days after the vessel has sailed. A full set of original Supplier documentsmust be sent to us by courier to The Shipping Department, The FoschiniHead Office, Stanley Lewis Centre, Voortrekker Road, Parow East, CapeTown, South Africa, 7501.

A full set of original documents must arrive in Cape Town a minimum of 3days before the vessel ETA. Failing this the release of cargo could becompromised.

6.4 Documents Required via Seafreight

The following documents are required should cargo be shipped via Seafreight

o Commercial Invoice (order numbers relating to shipment included).o 3rd Party invoice (when applicable).o Detailed Packing List.o Certificate of Origin.o Original Euro 1 Certificate (in English)(when applicable).o Original SADC Certificate (in English)(when applicable).o House Bill Of Lading.

6.5 Documents Required via Airfreight

The following documents are required should cargo be shipped via Airfreighto Commercial Invoice (order numbers relating to shipment included).o 3 rd Party Invoice (when applicable).o Detailed Packing List.o Cerificate of Origin.o Original Euro 1 Certificate (in English)(when applicable).o Original SADC Certificate (in English)(when applicable).o House Airwaybill.

6.6 Penalties for late receipt of or incomplete documentation


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Penalties such as demurrage or storage charges by shipping lines as a resultof late receipt or incomplete documentation will be charged back to supplier,unless the supplier can prove that they have sent full sets of documents intime to arrive prior to shipment arrival in South Africa.

If these penalties are incurred, claims will be raised against the supplier andwill be notified by the Foschini Groups Shipping department.


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7 RETURN TO VENDOR PROCESS

It is the suppliers responsibility to ensure that the merchandise is the quality asordered prior to shipping. If for any reason the stock needs to be returned due tocancellation or repair, the following process will be followed:

The DC will be notified via email by the respective buyer / planner that aspecific order needs to be returned.

The buyer / planner will arrange with the sourcing department/supplier tocancel the order and arrange for its return or sell off the order.

It is important that the buyer / planner provides the necessary documentation,repair note / email instruction, in order for the DC to process.

The DC will then accordingly locate the order and store in cartons in the mosteffective manner.

Once the sourcing department/ supplier been notified of the RTV, themerchandise must be moved to an area of the DC that houses cancelledorders and a buyer must be found for the order.

Business notifies DC(written)

Business arrangesfor cacellation

DC locate & processRTV

Stock is sold off


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8 CONTACT LIST

The following Foschini Group service departments can be contacted if there are anyfurther queries:

8.1 Shipping

Group Shipping Manager Taufeeq Najaar

Tel: + 27 21 937 4346E-mail [email protected]

For operational queries, please email [email protected]

For account related issues, please email [email protected]

8.2 Lefic DC

Foschini, Donna Claire, Fashion Express Apparel and Accessories only.

Lefic DC Appointments

Tel: +27 21 938 1424 / 1280Fax: +27 21 938 1177E-mail [email protected]

Lefic DC Management

DC Manager - Rob Mitchell

Tel: +27 21 938 1423Fax: +27 21 938 1384E-mail [email protected]

8.3 Ndabeni DC - Markham and exact!

Ndabeni DC Appointments

Tel: +27 21 506 8528/29Fax: +27 21 510 6380E-mail [email protected] [email protected] [email protected]

Ndabeni DC Management

Snr.DC Manager - Leonie Karreman

Tel: +27 21 506 8532E-mail [email protected]


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8.4 Ndabeni DC - Sportscene, Totalsports and Due South

Sports DC Appointments

Tel: +27 21 506 8530/31Fax: +27 21 510 8538E-mail [email protected] [email protected] [email protected]

Ndabeni DC Management

Snr.DC Manager - Leonie Karreman


8.5 Tygerberg DC - Foschini, Donna Claire, Fashion express and LuellaShoes and Bags

Tygerberg DC Appointments

Tel: +27 21 959 9810Fax: +27 21 9599809E-mail [email protected]

Tygerberg DC Management

Snr.DC Manager - Michael Rhategan
