session 5 – routing and shipping. 1. freight terms, freight claims, and commercial zone 2. vendor...
TRANSCRIPT
Welcome to Stein Mart
New Vendor Orientation
Session 5 – Routing and Shipping
Index: Session 5 – Routing and Shipping
1. Freight Terms, Freight Claims, and Commercial Zone
2. Vendor Regions3. Shipment, Load, and Mode Definition4. Determining Mode of transportation for each load5. Routing LTL Shipments6. Routing Volume Shipments7. Routing Small Parcel8. Routing 901 Shipments9. Creating a BOL10. Master & Sub BOLs11. Routing POE Shipments12. ASNs for POE Shipments
Freight Terms, Freight Claims, and Commercial Zone
• Freight Terms are: “FOB Destination, Freight Collect”• Stein Mart takes possession of the freight when the trailer is
delivered to the correct Stein Mart facility, unloaded, and verified against the manifest or BOL.
• It is the vendor’s responsibility to file claims for in transit damages or lost items directly with the appropriate carrier.
• Commercial Zone (CZ) Policy• All vendors shipping within a 50 mile radius of our CC or SDC are
within the CZ. • Within the CZ, vendors ship collect to our facility. The shipment is
paid by Stein Mart at our discounted rates.• This discount is provided to the vendor when the freight is deducted
from the merchandise invoice.
Vendor Regions• Stein Mart splits The United States into 4 routing
regions• North East, South East, West Coast, and Midwest• These regions are created to consolidate shipments and provide vendors a one-
stop routing guide.• The vendor’s region is determined by the ship from location.• CCs are regional facilities located in the North East, South East, and West Coast
regions. These facilities are solely associated with vendors who ship within that region.
• Midwest vendors do not have a CC associated with them. Therefore, they should ship direct to each SDC. • The Vendor Website
Map• The supply chain portal of the
vendor website has an interactive map of the US
• The vendor region is defined by the location from where the freight is shipped.
• Simply click on the state from which the vendor will be shipping to find your one-stop routing guide.
Shipment, Load, and Mode Definition• What is a “Shipment”? – All POs with overlapping ship windows which
have the same freight available date and same ship from location.
• What is a “Load”? – Freight which is transported together, under one BOL, from one origin to one destination.
• What is a “Mode” – The avenue through which a load is transported• The following modes are defined by the type of PO, weight, and volume of the
load. They are explained in further detail on the following slides.
- LTL - POE- TL (volume routing) - 901 Warehouse- Small Parcel
• My cartons are addressed to 3 different SDCs. Does that mean I have 3 Loads? • North East, South East, and West Coast vendors must consider this
shipment one load going to their regional CC.• *ONLY* Midwest vendors consider each SDC as different loads.
How to Determine Mode* ONLY Midwest Vendors consider each SDC as a separate load. Midwest vendors must determine the mode for each SDC separately.
• LTL Shipment
• Volume Routing
• Small Parcel
Total weight is between 150 and 10,000 pounds
Carton Count is greater than 12
Total cubic capacity is less than 750 cubic feet Include pallets in the cubic capacity if applicable
Total weight of the shipment is greater than 10,000 pounds
Total cubic capacity of the shipment is greater than or equal to 750 cubic feet
Include pallets in the cubic capacity if applicable
Total weight of the shipment is less than or equal to 150 pounds
Less than or equal to 12 cartons are being shipped
OR
OR
AND
AND
Scheduling Routing
Business Days• Stein Mart associates are available to provide routing Monday
through Friday, 8:30 AM to 5:30 PM EST.
• Requests after 5:30 PM EST will be processed the next business day.
Routing LTL (Less than Truck Load)* Shipments with greater than 12 cartons, weight between 150 to 10,000 pounds, and less than 750 cubic feet in size (include pallets if applicable)
1. Vendors define their routing region, by visiting the supply chain portal and clicking on the state from where they ship.
2. Obtain their routing guide via the vendor website by selecting the “Click Here” link on the following page.
3. After “Clicking Here”, a document opens with detailed instructions on how to schedule an LTL pickup with the authorized carrier for that vendor’s routing region.
4. At least 48 hours (2 business days) must be provided prior to the cancel date to avoid cancelled pickups or possible business recovery charges.
5. Please note: North East, South East, and West Coast vendors will combine all 3 SDCs and schedule one pickup under one BOL.• IF the vendor’s EDI program requires that 3 BOLs are printed, then the
vendor should produce one Master BOL which references the sub-BOL numbers.
Volume RoutingAny shipment greater than 10,000 pounds or greater than 750 cubic feet (include pallets if applicable)
1. Vendors visit http://steinmart.capacitygateway.com and fill out a volume routing request form on this web page.• When a routing request is submitted, all 3 SDCs must be included.• All information given on the routing request must be accurate and complete on
the first submission.• If multiple POs are submitted on one request, include each PO as well as accurate
cancel dates in the order of which the POs are written.• At least 72 hours (3 business days) must be given for volume routing
instructions.
2. After the online request is evaluated, the vendor will be contacted with load and mode instructions via email.
3. For questions prior to submission contact [email protected].
• Failure to comply with the above requirements, or changes to the request after submission may result in business recovery charges.
Routing Small ParcelAny shipment less than or equal to 150 pounds or with 12 cartons or less.
1. Vendors fill out a “Small Shipment Routing Request” form located on the navigation pane of vendor website’s supply chain portal.• Must be filled out in its entirety and emailed to
[email protected].• Please specify if the shipment is for a new store.• At least 48 hours (2 business days) prior to the cancel date.
2. After the emailed request is evaluated, the vendor will be contacted with routing instructions via email, and an authorization code for shipping UPS may be given.
3. Any shipment without a UPS authorization code will be charged according to the routing guide.
Routing to the 901 Warehouse1. Contact [email protected] to schedule routing.
2. Under 750 cube/10,000 lbs require routing 2 business days prior to pick up date.
3. OVER 750 cube/10,000 lbs require routing 3 business days prior to pick up date.
4. Product should be Packed by sku/size unless specified otherwise by the buyer (i.e. shippable prepacks)
5. All cartons must have UCC128 Labels.
6. ASNs must be received no later than 11:00 am (EST) the business day following freight pick-up
7. Carton contents label on the box or a Packing List must be included with the box.
8. Shipped on pallets, palletized by PO, and loaded onto the truck by PO.
Creating a BOL• Stein Mart uses VICS Standard BOLS, and BOLs may be filled out by
hand• Sample BOLs may be found on the regional routing guide mentioned in
the LTL section• The BOL number is vendor created, must be 17 digits in length, unique,
and may only be used once per year• Accurate “Ship From” and “Ship To” location must be provided• The “Bill To” address must read Stein Mart’s corporate address• NMFC is specific to each product type. References for which NMFC best
fits your freight can be found on the internet• Neither the SID# nor the CID# are required• All master PO #s must appear by SDC in the Customer Order Number
section• What is a “Master PO Number”? – The first 6 digits of the full 9 digit PO
• The BOL must include a signed driver arrival and departure date and time
• Please note our shipments are “shipper load and count”
Master & Sub BOLsStein Mart strongly prefers vendors use only one BOL per load. However, some EDI programs require that vendors print a BOL per SDC even though they will all be on the same load. In such a case, one Master BOL and three Sub BOLs must be used.• The truck driver should only use
the Master BOL for the “ship to” address.
• Only the Master BOL should receive a PRO number by the carrier.
• Any sub-BOL numbers must be notated under “Special Instructions”
• All master PO numbers must appear on the Customer Order Number section of the Master BOL organized by SDC, by PO
(Example to the right)
Routing POEPOE Guidelines are found on the navigation pane of the Supply Chain portal on the vendor website, http://vendors.steinmart.com
1. This POE program is limited to the Los Angeles and New York/New Jersey ports.
2. Los Angeles and New York/New Jersey ports fall within the Stein Mart Commercial Zone
3. The vendor remains importer of record, is responsible for all forwarding activity.
4. Contact [email protected] 72 hours (3 business days) prior to the container(s) clearing customs with the D/O, Manifest, and SDC breakdown by Container, by PO.
5. After the vendor contacts transportation with all of the above required information, Stein Mart will schedule drayage with the approved drayage carrier.
6. Stein Mart will manage returning the container to the port after emptied.
Sending an ASN for POE freightASNs Domestic Shipments• At least one ASN must be sent per
trailer, per PO.
• Error free ASN must be sent immediately following, or at latest before 11:00 AM EST the first business day after:• The freight is picked up
• The ship date (DTM segment) must accurately reflect the load’s pickup date
• The BOL number for the ASN should reflect the BOL number from the shipment
ASNs for POE Shipments• At least one ASNs must be sent per
container, per PO
• Error free ASNs must be sent immediately following, or at latest before 11:00 AM EST the first business day after the below requirements are met:• All required documentation are
sent to transportation• The container cleared customs• The container is available for
pickup
• The ship date (DTM segment) must reflect the above mentioned available date
• The BOL number for the ASN should reflect the Container number
Resources Available to Answer Your QuestionsPlease note, if any of the guidelines which are outlined on this webinar are not followed correctly business recovery charges may be issued.
• Stein Mart’s Vendor Website:• http://vendors.steinmart.com provides detailed information
on all of Stein Mart’s vendor requirements.
• Email Addresses:• [email protected] – Answers your
questions regarding Stein Mart vendor requirements .• [email protected] – Answers your questions
regarding Stein Mart’s routing and shipping requirements .• [email protected] – Answers questions
regarding invoicing and payment.