shipping guideline for suppliers - kadewe · 1.4 logistical processing form cross docking 1 (cd 1)...
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SHIPPING GUIDELINE FOR SUPPLIERS
Standards for goods deliveries in the logistical processing
form Cross Docking 1
The KaDeWe Group GmbH
Katharina-Heinroth-Ufer 1
10787 Berlin
Germany
(Version 1.1)
CONTENTS 1. Delivery information .................................................................................................................................... 4
1.1 Master data .......................................................................................................................................... 4
1.2 Delivery date ......................................................................................................................................... 4
1.3 Partial delivery ...................................................................................................................................... 4
1.4 Logistical processing form Cross Docking 1 (CD 1) ................................................................................ 5
2. Goods labelling ............................................................................................................................................ 7
2.1 Folded garments ................................................................................................................................... 7
2.2 Hanging garments ................................................................................................................................. 8
3. Packaging of folded garments .................................................................................................................... 10
4. Loading tools ............................................................................................................................................. 11
4.1 Packages .............................................................................................................................................11
4.2 Pallets .................................................................................................................................................11
5. Shipping process ........................................................................................................................................ 12
5.1 Free deliveries .....................................................................................................................................12
5.2 Delivery condition ex works ................................................................................................................13
5.2.1 Collection from the EU ................................................................................................................... 13
5.2.2 Collection from third countries ...................................................................................................... 13
6. Shipping papers ......................................................................................................................................... 14
6.1 Delivery note .......................................................................................................................................14
6.2 Waybill ................................................................................................................................................16
6.3 Customs documents ...........................................................................................................................17
7. Hazardous goods ....................................................................................................................................... 20
8. Rejection of goods and complaints ............................................................................................................ 21
8.1 Quality faults and reasons for rejection ..............................................................................................21
8.1.1 Goods delivery ............................................................................................................................... 21
8.1.2 Delivery documents and master data ............................................................................................ 21
8.1.3 Transport label and/or barcode ..................................................................................................... 21
9. Analysis and settlement/offsetting ............................................................................................................ 22
Preface Guaranteeing that workflows run smoothly down to the organisation of the floor space in the branches is largely dependent on the quality of the goods delivered by our suppliers – in compliance with this Shipping Guideline. Steps must be taken to ensure that the requirements defined in this document relating to the information flow and the shipping of goods, including goods labelling and the accompanying papers, are met in full. The following logistical requirements for all goods deliveries to The KaDeWe Group GmbH form an integral part of the purchasing contract with The KaDeWe Group GmbH. All earlier versions of the Shipping Guidelines are obsolete. Any deviations to this standard must be approved in writing by The KaDeWe Group GmbH. Also, only The KaDeWe Group GmbH is allowed to amend this standard. The supplier undertakes to inform his internal departments and any service providers that process orders about the Shipping Guideline, which also forms the basis for any contracted work. Additional costs incurred due to noncompliance with or deviations from this Shipping Guideline, for which the supplier is responsible, will be charged to the supplier plus a processing charge.
1. Delivery information
1.1 Master data It is essential that the delivered goods can be assigned to the relevant master data. Therefore, the supplier must ensure that all master data is made available to the respective purchasing department and the purchasing process organisation of The KaDeWe Group GmbH. Any changes to the supplier’s master data must be communicated promptly, punctually and voluntarily. Contact: Purchasing process organisation [email protected]
1.2 Delivery date The supplier has a general obligation to meet the delivery date agreed with The KaDeWe Group GmbH. Steps must be taken to ensure that the electronic delivery notification (DESADV) is sent before the delivery arrives. The KaDeWe Group GmbH accepts deliveries delivered maximum 10 work days before the agreed delivery date. In this respect, The KaDeWe Group GmbH reserves the right to refuse such deliveries and/or to return the goods to the suppliers, if they have been delivered more than 10 work days before the delivery date. All costs incurred will be charged to the supplier. If the agreed delivery date cannot be met, the respective purchasing department at The KadeWe Group GmbH must be contacted to agree on the further course of action.
1.3 Partial delivery The goods delivery must correspond precisely to the ordered quantity.
1.4 Logistical processing form Cross Docking 1 (CD 1) Within the Cross Docking 1 logistics concept, all suppliers seeking to enter into a supplier relationship with The KaDeWe Group GmbH must be able to send information per EDI. The KaDeWe Group GmbH transfers the order data via EDI and then receives the electronic delivery report DESADV from the supplier. Likewise, compliance with the following requirements is mandatory to ensure a smooth logistical process:
The supplier prepares the goods to ensure they are ready for sale (with price tags,
merchandise protection, ironed, etc. as stipulated in the order).
The shipping units that are created are picked as defined in the order for the respective
branches and/or departments and are delivered sorted by order number. Every delivery for
an order number only contains one delivery note with its own delivery note number. The
delivery belonging to the delivery note must be consolidated into one shipment.
A shipment may only contain several deliveries for one order number, if this is approved by
The KaDeWe Group GmbH.
However, partial deliveries for one delivery note are not allowed. Also, deliveries
comprising several order numbers are not allowed, nor it is permitted to issue one delivery
note for several deliveries and/or several orders.
The delivery note and the packaging unit identification (label/sticker) must bear the code
‘CD1’.
The electronic delivery notification (DESADV) must be sent to The KaDeWe Group GmbH at
least 24 hours before delivery to prevent delays.
Hanging and folded garments may not be combined in one delivery. Two separate delivery
notes are required due to the different logistical processes. To prevent confusion, all
packages containing hanging and/or folded garments must be delivered sorted according
to order number wherever there are several order numbers.
If hanging garments are delivered in cartons, the supplier must secure the goods so that
they cannot slip off the clothes hangers.
If our logistics service provider needs to carry out any manual handling work with respect
to the deliveries, The KaDeWe Group GmbH will charge these costs to the supplier.
Deliveries may always only include those items that are stated on the order and the
delivery notification. Alternative products may not be enclosed with the delivery.
Free deliveries must be packaged separately and noted on a separate delivery note.
Steps must be taken to prevent several deliveries being merged into one shipment (e.g. using an outer box or strapping).
2. Goods labelling Before the packaging units are sent for transportation, they need to be clearly labelled to ensure unique identification of the packaging unit.
2.1 Folded garments To ensure a smooth delivery process, the following parts of the packaging unit label are mandatory. Every box, be it part of a pallet or a single package, must bear the supplier’s and recipient’s address and also (as a mandatory requirement) the internal address of The KaDeWe Group GmbH. In addition, the order number (PO number), the delivery note number, the logistical processing form (CD 1) and the number of packages also need to be stated. The same also applies for the transport unit and all associated accompanying documents. In the case of deliveries comprising several packages, all packages need to be numbered, and the reference to the overall shipment also needs to be clearly stated. For example: 1 of 16 or 1 / 16 packages. Deliveries from a supplier to different departments and/or branches also need to be clearly labelled. The internal addresses are formed as follows: Branch number / department number Branch number 010 KaDeWe (Berlin) 031 Alsterhaus (Hamburg)
173 Oberpollinger (Munich)
Department number (ABT) acc. to order
2.2 Hanging garments Orders will stipulate whether or not garments need to be hanging on delivery. Every handle unit needs to be protected from soiling by a film that is closed at the bottom. Single or multiple items need to be placed together into a bag that is closed at the bottom. A handle unit may not exceed a length of 30 cm. Several clothes hangers in one handle unit must be connected so that they are secured from slipping during transportation. No clothes hangers that are open on one side may be used (e.g. hangers for tourers). If the supplier selects packaging other than the stipulated transport packaging and/or if hanging garments are not shipped in handle units or without closed, addressed foil bags, the supplier always bears the transport risk and any additional costs. Creation of handle units of up to maximum 5 parts:
Coats, also bathrobes, but not dressing gowns
Jackets
Suits and trouser suits
Women’s suits
Children’s clothing
Combinations, overalls and parkas
Tops
Jackets, blazers and blousons
Handle units merged into maximum 10 parts:
Dresses and coordinates
Trousers
Skirts
Waistcoats
Dressing gowns
Night shirts
Pullovers
Home leisurewear
Blouses
T-shirts
Aprons
The handle units are identified analogue to chapter 2.1 Folded garments. A packaging unit label containing the following information is attached to every handle unit:
Supplier’s address
Recipient’s address incl. internal branch and department assignment
Delivery note number
Order number (PO number)
Number of packages
Logistical processing form CD 1
In the case of deliveries that comprise several handle units, all handle units need to be numbered in a way that allows clear assignment to the overall shipment. Every handle unit must bear a label stating the internal address (branch and department) etc. analogue to the packaging unit label of the folded garments.
3. Packaging of folded garments All items must be packed in compliance with the specifications in the order (e.g. sorting). Identical packaging units must contain the same quantity of individual items. All folded garments must be delivered in transport-proof boxes that can be stacked without causing damage to the content. Standard boxes that comply with the EURO-pallet dimensions must be used. Boxes must be sealed with adhesive tape or strapping. The number of straps should be kept to a minimum and not impede handling or safety. The volume of the packing materials for disposable transport packaging must be kept to a sensible minimum. The following points also need to be taken into account:
Use of recyclable packing materials (if possible cardboard, paper carton)
Avoidance of compound packing materials
Recycling is not impeded by adhesive tape, labels, printing inks etc.
No metal clips (also to avoid the risk of accidents!)
No individually packed parts (e.g. textiles) – we endorse packing of 10-50 parts in one
polybag – although this does not apply to high-quality and sensitive textiles
CFC-foamed moulds are always forbidden
The quantity, declaration, shelf-life (if relevant), label according to the Dangerous
Substance Ordinance and/or Hazardous Goods Ordinance and other information must be
attached.
It must be possible to collapse and fold empty transport packaging into flat elements
quickly without tools.
It is not possible to deliver goods in reusable containers.
4. Loading tools
4.1 Packages Packages may weigh a maximum of 31.5 kg with maximum dimensions of 120 x 60 x 60 cm (LxWxH) because otherwise parcel services will not handle them. If the volume of packages exceeds 10 a day, it is recommended consolidate these into a logistical transport unit/pallet and contracting a freight forwarder.
4.2 Pallets Pallets with several packages always need to be delivered in shrink film or wrapped in film to form one unit on a standardised load carrier, i.e. EURO pallet.
Basic dimensions: 80 x 120 cm
Maximum height: 180 cm
Maximum weight: 250 kg
The pallets are subject to a visual inspection in incoming goods. If nonconforming or extremely soiled pallets are delivered and if the goods they bear are affected, The KaDeWe Group GmbH reserves the right to reject the respective pallet incl. the goods and to immediately return the pallet to the supplier.
5. Shipping process
5.1 Free deliveries A ‘free’ delivery is sent to the following address: The KaDeWe Group GmbH Filiale/ Abteilung c/o Meyer & Meyer Logistikzentrum Peine GmbH & Co.KG Lehmkuhlenweg 84 (gate 1 to 3) 31224 Peine The supplier and/or the freight forwarder is obliged to give notification of the shipment to the Meyer & Meyer Logistikzentrum in Peine at the latest by 2 pm of the day prior to the delivery day. Contact data: Telephone: +49 (0) 5171 / 70 67 – 859 Fax: +49 (0) 5171 / 70 67 - 879 Email: [email protected] The notification contains the following information:
Name of the supplier
Order number (46000…..)
Number of packages/pallets
Branch/department number
Delivery date and time
DESADV number
Notification does not need to be provided if goods are delivered by a parcel service provider. Goods can be accepted from Monday to Friday from 7 am to 4 pm. The KaDeWe Group GmbH reserves the right to also reject deliveries made outside these acceptance times. Goods must be shipped in good time so that the agreed delivery date can be met.
Steps must always be taken to ensure that the electronic delivery notification (DESADV) is sent before the delivery arrives (see chapter 1.4).
In the event of non-compliance with a delivery date (premature and/or delayed delivery), all incurred costs, in particular those for special handling, will be charged to the supplier. Delivery times and organisational constraints must be strictly observed for all deliveries. The instructions issued by the staff in incoming goods must be obeyed. We will not assume any additional costs incurred by the transport companies and/or suppliers resulting from incorrect deliveries, if these costs could have been avoided by observing the information provided.
5.2 Delivery condition ex works 5.2.1 Collection from the EU The Meyer & Meyer Textillogistik GmbH & Co. KG in Osnabrück is contracted by The KaDeWe Group to collect deliveries within the EU with the delivery condition ‘ex works’.
For logistical reasons, the following address always needs to be attached to transport units (e.g. pallet) for collected goods:
The KaDeWE Group Cross Docking Warehouse Branch / Department c/o Meyer & Meyer Textillogistik GmbH & Co. KG Hettlicher Masch 19 49084 Osnabrück 5.2.2 Collection from third countries The supplier gives the purchasing department at The KaDeWe Group GmbH all information required for the collection promptly and in full; he is also responsible for ensuring that all documents required for customs clearance are correct (see chapter 6.3).
Necessary information:
Collection data
Precise collection address
Contact data
Opening hours
Number of packages
Weight and dimensions per packaging unit
Goods value
List of contents
6. Shipping papers The supplier provides the documents described below for the shipments.
The supplier must ensure that his invoices for the goods we order are not enclosed with the goods, nor are they sent to the address of our logistics service provider Meyer & Meyer in Peine. The address of our accounts department is:
The KaDeWe Group GmbH Warenkreditoren/Scan Services 45094 Essen
These above-mentioned invoice information should not be confused with the information in the commercial invoices used for international trade. The contents listed in chapter 6.3 about customs documents apply in this case.
6.1 Delivery note The destination addresses in Peine and/or Osnabrück listed in chapter 5 need to be observed when generating the delivery note.
The delivery note must contain the following information:
Supplier’s address
Destination address (depends on the delivery condition, see above)
Order number (PO number)
Delivery note number/DESADV and delivery date
Total quantity of the delivery and quantity per shipping unit
List of individual items. If possible, in the same sequence as the order
Precise and clear item designations
Item number and item-EAN
Cross Docking 1
For shipping purposes, the delivery note must be clearly attached to the outside of the package in an envelope.
In the case of hanging textiles, the delivery note must be attached to the last loaded handle unit of a shipment.
Example: Delivery note
6.2 Waybill
6.3 Customs documents The customs documents need to be enclosed with all goods deliveries from non-EU countries. The supplier is responsible for ensuring that all documents required for customs clearance are generated correctly; he is also responsible for handing over these documents to the transportation company. The customs office demands a commercial invoice for all goods that have a trade value and are designated for resale. Commercial invoices are always in English and must contain the following information because only commercial invoices that are completed correctly ensure fast customs clearance:
Supplier’s address
Destination/invoice address
Delivery address, as this differs
Invoice number
INCOTERM (e.g.: EXW Hong Kong or DDP Peine)
Currency
Quantity and designation of the individual items with the associated customs tariff
number, the unit price and currency, weight, country of origin
Total invoice value of the shipment
Written signature, block capitals and company stamp of the sender
This information is also mandatory for shipments of samples or gifts and for free-of-cost deliveries. In this case, a proforma invoice in English is presented to the customs office instead of a commercial invoice. It also needs to beat a comment such as ‘Samples or gift shipment – value only for customs purposes’, ‘free of charge’, or ‘supplied free of cost’. The most commonly used INCOTERMS: EXW (ex works): The vendor must prepare the goods for collection by the buyer. In this case, the vendor does not bear any costs. DAP (delivered at place): The vendor must bring the goods to the agreed destination and make them available for collection there. The vendor therefore bears all transport costs. The buyer handles all customs formalities, including customs charges, taxes or any other fees due on imported goods.
DDP (delivered duty paid): The vendor must provide the goods that are ready for importing at the agreed destination. The vendor bears the costs up to the time when the goods reach the destination; he is also responsible for all import formalities and paying the customs charges. Example: Commercial invoice
If there are several packages in a delivery, a packing list needs to be included for every delivery: Example: Packing list
7. Hazardous goods The obligations stipulated in the latest versions of the German Law for the Transport of Hazardous Goods and the subordinate ordinances must be observed and satisfied. This also applies to shipments that are packed and transported in small quantities. The hazardous goods that fall under the scope of the ordinance must be filled and/or packed, labelled and shipped with the correct shipping papers as stipulated. The supplier gives separate notification of hazardous goods shipments. The supplier is responsible for ensuring that all necessary hazardous goods papers are complete, correct and available. A separate delivery note bearing the wording ‘Hazardous goods’ must be created for hazardous goods shipments. If notification of a delivery containing hazardous goods is sent, it must specifically state that these are hazardous goods. Hazardous goods must be delivered separately on pallets. The packages must be labelled as hazardous goods. In the case of ex work deliveries, hazardous goods can only be collected in reduced quantities. The supplier is liable for all damage resulting from non-observance of the statutory regulations.
8. Rejection of goods and complaints The KaDeWe Group GmbH reserves the right to reject any nonconforming goods.
8.1 Quality faults and reasons for rejection If The KaDeWe Group rejects the goods, our Supply Chain Management informs the supplier immediately about the reason for the complaint and the further course of action is agreed. If goods are damaged or soiled, a decision is made as to whether to return the goods to the supplier at his expense, or to destroy the goods. The supplier bears all additional costs incurred for all other quality faults for which he is responsible (e.g. additional costs for manual intervention into the logistics process).
In the event of a complaint or if goods are rejected, the supplier also bears any resulting follow-on costs e.g. logistics costs, administrative processing fees, destruction costs etc. These will be invoiced for the specific case in question.
The following are criteria subject to charges; they are sorted according to error group with possible quality faults and any resulting rejection reasons.
8.1.1 Goods delivery
Damaged or soiled goods on delivery
Fragmented delivery of the goods on one delivery note
Goods are delivered outside the delivery times, without prior agreement
Hanging garments that are not delivered in handle units
Hazardous goods that are not delivered separately
8.1.2 Delivery documents and master data
Delivery note is missing
DESADV is missing
Missing/inaccurate information on the delivery note
Missing or inaccurate master data
8.1.3 Transport label and/or barcode
Packaging unit label is missing
Missing/inaccurate data on the label
Barcode on shipping unit/item inaccurate or illegible
In the event of warehouse/process damage, the supplier is informed by the respective department at The KaDeWe Group GmbH and the further course of action is agreed.
9. Analysis and settlement/offsetting The KaDeWe Group GmbH lists the respective quality faults and cases of quantity deviations (over or under-deliveries) and incorporates these in the supplier evaluation; these may be offset/settled on a monthly basis.
No. Error group Quality fault Detailed description Recording Action/sum 1 Goods
delivery Damage or soiled goods
The delivered pallet and/or protective film on the handle unit is so damaged or soiled that the goods can no longer be sold
Per transport unit (pallet or handle unit)
Not accepted/returned at the expense of the supplier
2 Goods delivery
Delivery outside acceptance times
Without prior agreement, deliveries are made outside the defined delivery times
Per transport unit (pallet or handle unit)
Not accepted/returned at the expense of the supplier
3 Goods delivery
No handle units for hanging garments
Hanging garments are delivered without any handle units
Per part € 3,-
4 Goods delivery
No separation of hazardous goods
Delivery von hazardous goods together with non-hazardous goods
Per delivery € 50,-
5 Goods delivery
Shipment identification not clear
Confusion with other logistical processing forms (CD 2, warehousing) and/or delivery not sorted by order number
Per delivery € 100,-
6 Goods delivery
Missing/deficient item identification
Precise identification and assignment of the items is not possible
Per part € 5,-
7 Goods delivery
Fragmented delivery
Packages belong to a delivery (delivery note) are delivered in fragments
Per shipment € 200,-
8 Delivery documents
Delivery note is missing and/or DESADV is missing
The delivery note and/or the DESADV are missing in the delivery
Per delivery € 100,- Possible rejection of goofs, unless goods, new delivery papers and DESADV are sent immediately
9 Delivery documents
Incorrect or missing information on the delivery note
There is necessary information missing on the delivery note or the information is inaccurate
Per delivery € 100,-
10 Master data Master data is inaccurate
The master data in the system do not correspond to the physical data of the item (e.g. inaccurate EAN)
Per part € 5,-
11 Transport label
Packaging unit label is missing
There is no identification label attached to the transport unit
Per transport unit (pallet or handle unit)
€ 50,-
12 Transport label
Incorrect or missing data on label
Necessary data is missing for the goods identification and/or the data on the label is inaccurate
Per transport unit (pallet or handle unit)
€ 50,-
13 Barcode Barcode illegible The item barcode is illegible (e.g. due to poor printing quality)
Per part € 5,-
14 Hazardous goods
Incorrect or missing label
The hazardous goods were shipping illegally
Per transport unit No acceptance/liability on by the suppliers