vendor routing guide domestic...

ASCENA RETAIL GROUP INC. PROCEDURES

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Vendor Routing Guide

Domestic Transportation


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Table of Contents

Section Subject Page

1 General Requirements 3

2 ASN 3

3 Assigned Distribution Center 3

4 Shipping Terms 4

5 Unyson 6

6 Routing in Unyson 8

7 Preparing Shipment 15

8 Paperwork 17

9 Carrier Assignment, Notifications & Appointments 18

10 Pickup, Loading, & Seals 18

11 Distribution Center Addresses 19

12 Accessorial 20

13 Transportation Contacts 22


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1. General Requirements

“Late Ship Date” and the domestic shipping window.

The “Late Ship Date” indicates the latest date that merchandise can be ready for pickup by the Ascena

designated transportation provider. The merchandise is required to be routed through Ascena Retail

Group, Inc’s nominated Third Party Logistics Company (3PL), Unyson Logistics, by 9:00am the day prior

to “Late Ship Date”, and merchandise must be available for pickup by 9:00am on “Late Ship Date”.

Unyson will be responsible for delivering merchandise by or before the NDC date. A chargeback of up to

$2000 will be assessed for non-compliance of the above instructions or if shipped prepaid.

PO Shipping Window will adjust by one (1) day from four to five days. “Do Not Ship After” is

Wednesdays, 5 days before NDC Mondays. New Ship Window is Monday to Wednesday, latest booking

with Unyson is 9:00am Tuesdays, last ready day is Wednesday before NDC Monday. Go Live is with

NDC Monday October 30. Dressbarn and maurices will go live with NDC Monday September 13 NDC,

Saturday, Sept 16 OTB.

Terms are Equivalent to "Late Ship Date"

Brands Terminology

LANE BRYANT "Pickup Date"

CATHERINES "Pickup Date"

dressbarn "Ship Not After Date”

maurices "Do Not ship after Date"

Justice "Cancel Date"

ANN Inc. “At Consolidator” “AC”


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2. ASN

ASNs must be sent upon booking before pickup from vendor’s facility. If vendor has written approval

from DC Operations Vendor Coordination team, ASN may be sent as late as one (1) business hour after

pickup. An evening pick up (after 4:00PM) must be sent by 9:00 AM the next morning. A chargeback of

$2000 per PO will be assessed for non-compliance of the above instructions. For POs booked with

Unyson, add Unyson’s Shipment Number to the Booking Number field of the Vendor ASN.

3. Assigned Distribution Center

The map below indicates which DC you will be sending your B&M (Brick and mortar) POs to. All ORANGE states will send their POs to the West Coast DC. All Blue states will send their POs to the

East Coast DC. *** All Ecomm POs no matter the state will go to the Greencastle DC*** If PO does not

match the map, vendor must contact brand to correct PO.

4. Shipping Terms

All costs associated with the inbound movement of goods from domestic vendors into our DC are

ultimately the responsibility of the vendors “FREIGHT COLLECT and CHARGEBACK.”

A $2000 penalty will be accessed if booked as PREPAID


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Consolidation Zip Codes

AREA ZIP CODE RANGE

NORTH NEW JERSEY 070 TO 079

SOUTH NEW JERSEY 080 TO 084

CENTRAL NEW JERSEY 085 TO 089

NYC/ LONGISLAND 100 TO 119

NEW YORK CITY CONSOLIDATION ZONE

AREA ZIP CODE RANGE

GREATER LOS ANGELES AREA 900 TO 918

RIVERSIDE / SAN DIEGO 919 TO 925

ORANGE COUNTY 926 TO 929

VENTURA COUNTY 930 TO 931

LOS ANGELES CONSOLIDATION ZONE

These shipments will be made “FREIGHT COLLECT” and the cost will be charged back to the vendor.

For all Consolidation shipping points, vendors will be charged back for freight costs as follows:

WEIGHT EAST COAST WEST COAST

0-799 lbs. .32/lb. .36/lb.

>800 lbs. .14/lb. .32/lb.

Minimum $100.00 $100.00

Maximum Per BOL $1,500 $3,325.00

Consolidation Zone

Non-Consolidation shipping points

Freight “Collect and Chargeback”

All shipments outside of the consolidation points will be FREIGHT CHARGBACK, chargeback will include

transportation and fuel charges, plus a chargeback based on weight and DC.

LTL/TL

LTL/TL

East Coast DC

West Coast DC

Non-Consolidation Zone Chargebacks

Cost (+) $0.025 per LB

Cost (+) $0.075 per LB

If pickup limitations exist, Unyson will be able to inform the vendor that they will need to coordinate their

own transportation.


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Air Shipment

Air Shipments the vendor will need to have the freight in a cargo facility at the airport and have the BOL

either with the freight or Coordinate with the Unyson team to have the BOL sent to the carrier assigned

Vendors who ship freight directly to an Ascena Distribution Center on a non-approved Ascena carrier will

be Chargedback any additional transportation cost incurred by Ascena Brands plus $1,000 flat rate

processing fee penalty.

Shipments over 150 LBS

All domestic shipments over 150lbs are required to be routed through Ascena Retail Group’s nominated

3PL, Unyson. Unyson is responsible to arrange a carrier for pick up on all shipments over 150lbs.

All shipments must be routed through Unyson and shipped per the instructions provided by Unyson.

Shipment via a different mode, carrier, or freight terms is prohibited. Failure to do so will result in a

chargeback.

Shipments less than 150 LBS

All shipments equal to or less than 150lbs will be shipped UPS parcel unless they have dimensions that

exclude them from shipping with a parcel carrier. If such a case arises, it must be reviewed with Unyson

prior to routing and approved to be routed per the above terms that apply to heavier shipments.

For parcel shipments, ship UPS collect. Email [email protected] for account

number.

When shipping UPS / FedEx you must add UPS/FX Tracing Number to the ASN in the REF1 segment

with a BN which will serve as the confirmation number.

Place your PO number in the reference field of your shipping label. Failure to do so will result in a

chargeback.

DDP (Delivered Duty-Paid) Shipments

Domestic shipments include both goods of U.S origin and foreign goods purchased on a DDP basis from

a US Seller.

Expedited Shipments

Due to the negative impact of processing expedited deliveries at the DC, expedited service is only

allowed if it is approved by an authorized brand representative in advance.

In the event that expedited service is absolutely required, vendor will be responsible for additional cost

incurred for expediting.

mailto:[email protected]


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5. Unyson

Overview Unyson is the designated 3PL for Ascena Retail Group. All vendors must register for Unyson’s routing portal and route all domestic orders over 150LBS through the tool. The Unyson PO routing portal is a tool to enter the particulars of POs so that the Ascena can have visibility of the POs during transit. Shipments may be booked any time between 2 weeks prior to, and up until the last booking date. User Registration To access the web portal please go to http://portal.hubgroup.com/TMOrderEntry. Please type the web address exactly as it appears; noting capitalizations.

If you have not used the portal before, please register as a new user by clicking the “New User Registration” button. You will need to fill out all of the requested information on the form provided.

http://portal.hubgroup.com/TMOrderEntry


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Please fill out your user information; the required information is notated with an asterisk (*). If you are a vendor, please select the “vendor/supplier” icon. You need to include your company name (Vendor ID/Name) as well as the customer name for which you are shipping (Ascena Retail Group) in the fields provided.


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Once you have submitted your registration request, please send an email to [email protected] with your newly created username, company name, and one of your PO numbers so that a Unyson representative can link your vendor ID with your new username. Routing in Unyson 6. Routing in Unyson

Setting up shipping locations: Once you have the ability to login you can begin routing purchase order numbers. You should begin by setting up each of your shipping locations. These locations can be set up under the locations tab by selecting “Origin Location”. Click the “Add” button to create a new origin location. A location only needs to be created once.

To create a location, you will need to populate each of the required fields. The required fields are notated with an * (Location Name, Address, City, State and Zip). It is also strongly recommended that you provide the contact information for each location created. Please also add the hours of operation for each location created. These will be used when determining pickup appointments. After you have populated the applicable fields, please choose “OK”.



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PO Booking

Once your origin locations have been set up, you are able to begin routing your purchase order numbers. To begin routing, click the “Order” tab and select “Routing Request”. Please note; both prepaid and collect vendors will route in the exact same fashion.

You will need to select the purchase order(s) that you would like to route. From this screen, you can filter by a specific PO#, by a delivery date or ship date range, or by ship-to state. Once you have located the PO(s) that you would like to route select them and choose continue. To view all of your POs available for routing and ship multiple POs on a single routing, click “Search” with only the destination state populated.

You will need to populate a ship date and an origin location. Upon clicking the “Select Origin” icon, you will be allowed to choose from any location previously set up under the “Location” tab.


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Once the shipping location has been selected, input a Ship Date. Clicking the calendar icon to the right of the text box will open a calendar with available dates displayed in bold black numbers, and unavailable dates displayed in grey.

After you have selected your origin point, you will need populate the “Container PO’s Info”. You are required to populate the weight (pounds), volume (cubic feet), and carton counts – Enter PO Pallets only if the freight is palletized. If two POs share a skid, input “1” on one PO and “0” on the other to account for the total skids. If freight is palletized, please enter the total weight including the pallet weight. Routings are limited to 40,000 pounds, 3,300 cubic feet, and 26 skids (52 if they are stackable). Any routings whose totals exceed one or more of these parameters should be routed in separate parts.


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You can enter any special order notes or comments pertinent to the shipment in the “Miscellaneous” memo field. You will also be able to send email confirmations of your routing request to shippers, receivers, requesters etc. under the “Email Options” section. Click preview at the bottom of the screen to review your routing request prior to submitting.

Once a shipment has been routed, it cannot be altered. Please make sure all of the information entered is correct before you click submit. You are able to preview all of the details for your particular shipment and alter any incorrect information from the preview screen. Once you have previewed your shipment and verified that all of the information is accurate, please choose “Submit Order” to route your purchase order(s).


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Order Confirmation Once your routing has been accepted, you will receive a confirmation number in the following format: “Your order has been submitted and accepted. Order confirmation numbers is [ASC########]” If you do not receive a confirmation number, but receive a red “.”, it indicates that your connection timed out before the routing was completed and you will need to re-enter your routing.


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Contact Information If you need to make changes to an order or if you have any questions please contact [email protected] or 855-845-2443.


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7. Preparing Shipment

Handling Unit

A Handling Unit (HU) is a single unit of freight being loaded into a trailer.

In the case of palletized orders, the HU is one skid.

In the case of floor-loaded orders, the HU is one carton.

Freight Dimensions

The shipper needs to make sure that the dimensions of the freight are on the BOL. This is to protect the vendor and Ascena from Weight & Inspection (W&I) fees that are invalid. This will provide the grounds to dispute charges, if necessary.

When determining the dimensions of your shipment, be sure to measure the longest sides including any packaging, overhangs, or protrusions. Once density is calculated, the class can then be determined.

In cases where the shipment is palletized, the dimensions of the pallet determine the cubic dimensions. You will need to add the height of the pallet itself. If the pallet extends past the cartons, you will also need to add the applicable dimension(s) (length and/or width). If the shipment is floor-loaded; measure the dimensions of a single carton, multiplied by the total number of cartons of that size. Repeat this process for each carton size if there are multiple carton sizes within a shipment.

Label the length, width and height measurements of the shipment on the BOL. If multiple HU types are being shipped with different dimensions, list the measurements of each separately with the count.

How to measure a HU.

Carton


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Pallet

o Measure pallets to account for all space, including the pallet and any empty space between the cartons and the edge of the pallet, as indicated by the green outline.

Classifying Freight

It is critical that you know the correct freight class in order to receive accurate freight charges and ensure that the carrier does not re-class your shipment, which could cause increased shipping charges.

Include a description of the articles being shipped on the Bill of Lading (BOL) to assist in the accurate classification of your freight. (Example: ‘Women’s sweaters’)

Any additional charges incurred as a result of the wrong freight class on a BOL will be the sole responsibility of the shipper.

Use the density calculator and Sub chart given to properly class freight. Open the attached Excel sheet below and follow the directions.

Density Calculator.xls

Re-weigh Charges

If your shipment is inaccurately weighed, it is subject to being re-weighed by the carrier which could result in additional charges. Re-weigh may also delay delivery.

Enter the correct weight of your shipment into Unyson’s routing portal and on the BOL. If multiple products are being shipped, make sure you are entering in the total amount, including the pallets.

Any additional charges incurred as a result of an incorrect weight on the BOL or on Unyson’s website will be the sole responsibility of the shipper.


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8. Paperwork

Bill of Lading A separate Bill of Lading (BOL) is required for the Distribution Center per trailer load or per shipment, a shipment being defined as all of the freight contained in a single pickup destined for the same location. If you have more than a full trailer, you will need to create one Bill of Lading for each. The only exception to this guideline is if a single shipper has freight for multiple Ascena brands being picked up together. Contact Unyson for instructions prior to routing if this is the case. The shipper is responsible to provide a correctly prepared BOL to the carrier at the time of pickup. BOL information:

Collect (COL) o 3

rd Party address 2000 Clearwater Dr

Oak Brook, IL 60523

Class

Commodity Description

Confirmation number(s) (ASC#)

NO NMFC# o DO NOT use National Motor Freight Classification (NMFC) numbers on the BOL o The presence of the NMFC numbers on the BOL provides no benefits to the shipper or

the consignee and as such should be omitted.

Total Handling Units (HU) o Pallets o Cartons

Total number of Cartons per PO#

Unyson as carrier of record o UYSN is Unyson’s SCAC

Trailer In/Out times

Loaded and Counted by o Truck Load (TL)

Shipper Load and count (SLC) o Less than Truck Load (LTL)

Carton count

If floor loaded please label the number of Cartons shipped. Pallet Count

If palletized please label the number of Pallets shipped.

Signature o LTL/Consolidator shipments

BOL must be signed “carton count” or “pallets said to contain (STC)” by driver. o TL/Intermodal (IML) shipments

BOL must be signed “SLC” or “shipper load and Count” by the driver.

Example BOL o

BOL Template


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9. Carrier Assignment, Notifications & Appointments

Notifications Once the confirmation number is generated, Unyson will validate it within 24 business hours & notify the shipper if there are any issues.

Carrier Assignment As long as routings are done properly/timely & ready at the time stated in routing, Unyson is responsible to set the pickup date and for on-time delivery. Vendor will be notified when a carrier has been assigned at least 1 business day prior to the pickup date on shipments with standard (non-expedited) service. Additional instructions and information will be provided in this notice: Consolidation of multiple shipments if applicable, additional reference numbers, and appointment instructions.

Appointments

LTL notification email will have pickup date and time window.

Notification email will indicate further contact by the carrier to confirm shipment details and pickup date/time.

TL/IML notification email will indicate further contact by the carrier to confirm pickup date/time.

10. Pickup, Loading, & Seals

Pickups Stack all freight in an interlocking fashion as shown below. This applies for both palletized and floor-loaded freight.

Loading

Perform a final check to ensure freight is in good condition and ready for transit.

Include any Load or Confirmation numbers that were indicated in the appointment notification on your paperwork

Load trailer exactly as routed in Unyson’s portal. o If routed palletized, load on pallets, the same number as routed. o If routed floor loaded, floor load. o Load the freight for all confirmation numbers that were indicated in the appointment

notification. o DO NOT leave off POs that were included, fully or in part, in any confirmation. o DO NOT add freight for confirmations different or additional to what was indicated in the

appointment notification.


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TL and IML shipments: To help the receiving process at the DC, vendors are required to load one carton of each PREPACK# or SKU# at the rear of each fully loaded trailer to be delivered to the DC. We call this a Tail Load Carton. A “PREPACK” or “SKU” is considered a unique “PO/Color/Size” combination. The PREPACK or SKU# is on the UCC128 labels as shown below. Failure to comply with this requirement will result in a chargeback of $500 per trailer to the vendor. The sticker must be red and no smaller than 1”x4”. Placement should be wrapped around and upper corner of the carton.

Give carrier the signed BOL (see BOL Section)

Be sure pallets are oriented forward- Removable with pallet jack

Secure for transit while maintaining the cube/volume as routed in Unyson

Seal trailer with high-security bolt seal o If trailer arrives sealed, note the number, break the seal, and then place the broken seal

inside tail of trailer before resealing.

Retain a copy of the signed BOL for your reference.

LTL and Consolidator Shipments:

To help the receiving process at the DC, vendors are required to load one carton of each PREPACK# or SKU# on the top tier of the last pallet loaded onto the truck or at the rear of the truck if the cartons are to be floor loaded.

The sticker must be red and no smaller than 1”x4”. Placement should be wrapped around and upper corner of the carton.

Give carrier the signed BOL (see BOL Section)

Be sure that counts and in/out times are present and accurate

Retain a copy of the signed BOL for your reference.

Do NOT seal the trailer – Sealing an LTL trailer upon departure indicates the purchase of the entire space remaining and will result in additional charges.

o If the trailer arrives sealed, note the arriving seal number and condition on the BOL.

11. Distribution Center Addresses

Ecomm – Except for Lane Bryant Ecomm, which delivers to Etna DC Ascena Retail Group (Greencastle) 1901 State Road 240 E. Greencastle, IN 46135 East Coast DC + Lane Bryant Ecomm Ascena Retail Group (ETNA) 200 Heritage DR Pataskala, OH 43062

West Coast DC Ascena Retail Group (RIVERSIDE) 7295 San Gorgonio Dr. Riverside, CA 92508


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12. Accessorials Accessorial’s are an addition to the freight Chargebacks.

Stipulations for Chargebacks Chargeback Amount

Booking shipment as PREPAID $2000.00 per occurrence

Early Shipments (more than 1 week prior to NDC date) or Late shipments

Subject to 1% of invoice for each day an invoice is early or late up to 5%.

Failure to make a delivery appointment $500 per trailer

Non-compliance with Unyson instructions regarding configuration of freight, specifically with regard to pallets.

Additional shipping cost plus 5% administrative cost. Admin cost not to exceed $500.

Any additional charges incurred as a result of the wrong weight on a B.O.L will be the sole responsibility of the shipper.

Additional transportation costs + $250 penalty-processing fee.

Any additional charges incurred as a result of the wrong CLASS on a B.O.L will be the sole responsibility of the shipper.


Any additional charges incurred as a result of an NMFC number’s inclusion on a B.O.L will be sole responsibility of the shipper.


Vendors who ship freight directly to our DC, but should have shipped through Unyson.

Will be chargedback any additional transportation cost, plus and additional $250 penalty-processing fee.

Place your PO number in the reference field of your shipping label. Failure to do so will result in a chargeback.

$100 flat fee

ASNs not sent before the pickup from vendors Facility. If vendor has written approval from DC Operations Vendor Coordination team, ASN may be sent as late as one (1) business hour after pickup.

$2000 flat fee

Live-Unloads will only be accepted for palletized shipments of 5 skids or fewer. Failure to schedule a live-unload will result in a chargeback.

Prepaid vendors will be responsible for any refusal fees or transportation costs + $250 penalty-processing fee.


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Stipulations for Chargebacks Chargeback Amount

To help the receiving process at the DC, vendors are required to load one carton of each PREPACK# or SKU# at the rear of each fully loaded trailer to be delivered to the DC. We call this a Tail Load carton. A “PREPACK” or “SKU” is considered a unique “PO/Color/Size” combination. The PREPACK or SKU number is on the UCC128 label as shown below (Note: a P.O. may contain more than one PREPACK or SKU).

Failure to comply with this requirement will result in a charge back of $500 per trailer.

Detention

After 2 hours free time from arrival, within appointment window indicated via email, any additional wait time will be chargedback at $15 per 15 minute increment until the trailer is released. (Failure to provide or update appropriate email contacts for scheduling will constitute automatic acceptance of all appointment requests.)

Driver load/assist-Driver load or assist is not an approved accessorial. Any requests for this service must be made in advance through Unyson and will only be approved in extreme circumstances.

Will charge at cost due to Driver load/assist or lift gate requirement that was approved by the transportation team or Unyson. Will chargeback at cost x2 due to Driver load/assist or lift gate requirement that was not approved by the transportation team or Unyson.

Lift gate-If your facility does not have a loading dock and a lift-gate is required to pick up your freight, it must be requested 24 hours in advance in addition to the existing booking notice requirement.

Will result in a $100 charge per shipment.

Dry run-If a pickup is not ready on the stated ready date and less than 24 hours advance notice is given.

Will result in a $250 dry-run fee.

Layover- Any detention exceeding 250 minutes or requiring a driver to wait overnight will result in a charge.

$250 per day.

Expedited Charges- All shipments that are expedited due to vendors routing late and missed pickups will be chargeback the addition cost of the expedited move.

Additional cost to expedite.

If Po’s are not routed by 9:00 AM on Tuesday morning, a chargeback can be assessed.

$2000 flat fee


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13. Transportation Contacts

Transportation Department: (740)951-3070 [email protected]

Michael Trayser, Sr. Logistics Analyst, Transportation [email protected]

Dave Bird, Analyst, Inbound Transportation [email protected]

Dan Carmo, Sr. Mgr., Inbound Domestic Trans: [email protected]

Justin Reynolds, Director, Inbound Logistics: [email protected]

Debbie Ryan, VP, Transportation: [email protected]







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