vince retail vendor manualvincesupplierportal.vince.com/_uploads/ship/shipdocs... · 2018. 3....

VINCE Retail Vendor Manual

Updated August 29, 2017

VINCE Retail Vendor Guide

Updated: August 29, 2017 Page: 2

The purpose of this manual is to provide standard guidelines for vendors who provide

merchandise for VINCE retail stores. These are guidelines and are subject to change

as the needs of the business change. If you have any questions, please e-mail

[email protected] .

mailto:[email protected]

VINCE Retail

Vendor Guide


Packaging

1. Seal cartons securely with security/reinforced tape. All openings on all sides of the

carton, including edges must be sealed using the “H” method. Do not use bands, straps,

staples or string around exterior of shipping container/carton.

2. No shrink-wrapping or plastic covering is permitted on exterior of carton.

3. Do not shrink wrap multiple cartons together as “one shippable carton” because they

may become separated.

4. No metal or tape may be used to bundle hangers within cartons.

5. No excessive tissue or paper as filler to “cube” or “fill-up” under-packed cartons.

Cardboard or chipboard is permitted to protect goods. Tissue may be used only as

necessary to protect packaging from sticking and damage during transit.

6. Small items must be packed so that items are not concealed within a carton.

7. Breakable products must be packed to prevent breakage during normal shipping and

handling.

8. The following carton size requirements apply to all cartons shipped to Vince. The only

exception permitted is the use of hanger packs and oversized cartons, which may be

used but only for suits, sport coats, floor length gowns and outerwear longer than 36”

that are not suitable for folding.

Dimension MINIMUM MAXIMUM

Length 9” 36”

Width 9” 24”

Height 3” 18”

Weight 3 lb. 40 lb.

9. Carton width must allow hangers to fit squarely in the carton, not at an angle.

10. Use a shipping carton that fits the garment. Ideally, merchandise should be packed ¼

inch below the top of the carton, and 1/8 inch from the sides of the carton. Do not

overpack or underpack the carton.

11. Carton strength should be a minimum of 32 ETC (edge test crush). Large or heavy

cartons may require a higher ETC.

12. Use “environmentally friendly” (recyclable and/or biodegradable) packing materials as

well as reduction or elimination of PVC use whenever possible.

Shipping Label Requirements

All cartons being shipped to VINCE must have compliant GS1-128 carton labels (formerly referred to as UCC-128 labels).

VINCE Retail Vendor Guide


GS1 US (Formerly the Uniform Code Council) 1. GS1 is the global standards authority for item (UPC and EAN) and logistical numbering.

2. In addition to managing the numbering assignments, GS1 provides the retail industryguidelines for supply chain identification.

3. Every country has a regional organization and GS1 US is the non-profit organization in theUnited States.

4. VINCE requires that all vendors review and follow carton label formats and barcode datarequirements in accordance with the guidelines posted on the GS1 US website (listedbelow).

5. For detailed information regarding GS1 identification, please contact:GS1 US Tel: 937-435-3870 Fax: 937-435-7317 www.gs1us.org

At some point in the future, VINCE will be implementing EDI and the 856 ASN transactions. We

require a unique SSCC-18 carton number for our internal tracking purposes.

GS1-128 Label Format: Segment Breakdown

Zone A From: Supplier’s Name & Shipping Address

Zone B To: VINCE Ship-to address specified on purchase order.

Zone C Ship to Postal Zip Code (GS1-128 barcode)

Zone D Carrier Name (if available) Pro # (if available) Bill of Lading Number (if available)

Zone E VINCE PO Number Department Vendor number

Style Number & color Units by size – total units (if Prepack, total units by size and color)

Zone G VINCE Store Number or Distribution Center Number specified on PO. (GS1-128 barcode)

Zone H If Pack by Store PO type, list store number. If Bulk or Prepack PO type, list DC number.

Zone I SSCC-18 (GS1-128 barcode)

Use a 4” x 6” Standard Size

http://www.gs1us.org/

VINCE Retail

Vendor Guide


Sample of GS1-128 label

Label Placement General Guidelines

1. Each carton is required to have one GS1-128 label.

2. Place only one GS1-128 label on a carton.

3. If carton contents and address are included as part of the GS1-128 label in a human readable format, an additional carton content label for this purpose is not required.

4. GS1-128 Labels must be placed on:

a. the longest side of the carton

b. in the lower right quadrant

5. These placement guidelines are required even if the longest side of the carton has the box seam as long as the SSCC-18 barcode does not cross the seam of the box.

6. GS1-128 Labels must be:

VINCE Retail

Vendor Guide


a. Placed in an upright position

b. Barcode must be read vertically

c. Do not place sideways or diagonally

7. The SSCC-18 bar code on the carton label must:

a. be 3.0 inches from either vertical edge of the carton

b. no less than 1.25 inches up from the bottom horizontal edge

8. Do not place SSCC-18 bar code over a flap seam or around the corners of a carton

9. The human readable SSCC number that is printed above the bar code must be printed in a bold font, no smaller than 12 pt

10. Do not place tape over any bar code

11. Vendors are responsible for GS1-128 labels being intact upon shipment arrival and in scannable condition.

12. For questions regarding label placement for cartons that do not meet VINCE’s dimension requirements or

13. for sensitive or fragile product that requires specific carton positioning, please contact [email protected]

VICS standard placement on cartons 7.5 inches in height and above:

7

Label Placement: Cartons 7.5” or 19cm in Height or Less

1. Overlapped Side to Top Placement

VINCE Retail

Vendor Guide


2. One GS1-128 label per carton

3. 3 inches from Vertical edge

4. No less than 1.25 inches from the bottom edge of carton

5. The SSCC-18 barcode on a carton label must not be

a. Folded around the edges or corners of the carton

b. wrinkled

c. wrapped around the edges or corners of the carton

6. The part of the label that contains the SSCC-18 bar code must be visible on the side of the carton as pictured below.

7. The remainder of the label is applied to the top of the carton.

8. Note: The label can be applied over stencil marks if needed.

Top Placement

1. Vendors who are authorized to ship in cartons that are less then 3” in height may place the GS1-128 label on the top of the carton.

2. The label must be placed consistently in one corner on the top of the carton.

3. The SSCC-18 barcode should be positioned so that it is not across a seam or around any corner or edge of the carton.

Packing List Requirements 1. Packing list must include sufficient detail including but not limited to the following:

a. Supplier name and address.

b. Vince purchase order number

c. Carton UPC number

d. Style/color or item including both vendor style number and Vince style number.

i. Product description.

ii. Quantity by size or other dimension.

iii. Total quantity by style/color/size.

e. Total units for the shipment.

f. Total cartons for the shipment.

VINCE Retail

Vendor Guide


2. Packing list(s) should be included on lead carton (number 1 of) of a purchase order.

Routing Instructions

Direct to store shipping

This section to be developed

Ship to Vince retail DC

Please follow these guidelines when shipping merchandise to the Vince retail DC operation. For

purposes of weight calculations, please combine all shipments for Vince on a single day.

Watches, jewelry, and fashion

accessories

See section below.

Shipments less than 200

pounds

FedEx ground 3rd party billing.

Shipments greater than 200

pounds, but less than 5,000

Harrah Logistics

See instructions below under

LTL trucking

Shipments greater than 5,000

pounds

Please call Vince Traffic at 626-

934-5955 with weight, cube,

and carton count.

Unless otherwise specifically pre-approved by VINCE buying office, all shipments must be on a freight collect basis only. DO NOT PREPAY AND ADD FREIGHT CHARGES TO THE MERCHANDISE INVOICE. Merchandise invoices that contain freight charges will be paid net of freight charges. Any freight invoices that have not received prior approval will be returned, unpaid, to the vendor.

FedEx inbound shipping

1. Shipments of merchandise other than watches, jewelry, or fashion accessories should be

shipped FedEx Ground THIRD-PARTY BILLING. Service other than GROUND must be

approved in advance by the Vince buying office or Vince Traffic. Vendor will be charged full

cost of freight for any unauthorized air shipments.

2. VINCE RETAIL INBOUND SHIPMENT ACCOUNT: 386 826 579

Please use this account number. It is only valid for shipments consigned to the Vince Retail

DC address.

3. Vendors must provide Package Level Detail (PLD) when shipping FedEx. When entering the

information onto either FedEx Ship Manager or FedEx.com, the PO number field MUST have

the Vince purchase order number entered.

VINCE Retail

Vendor Guide


4. Please send copies of packing list with FedEx tracking numbers via e-mail to

[email protected] prior to delivery. Failure to do so may result in an expense off-

set.

LTL or truckload shipping

1. LTL Shipments. E-mail purchase order number, weight, and carton count information to

[email protected] at least 24 hours prior to pick-up. Please enter “Vince Retail pick-

up request” in subject line of e-mail. In the absence of e-mail or for further help call Harrah

Logistics at (818) 326-7421.

2. All shipments shipping on one day from one location to one location must be combined

onto one BILL OF LADING.

3. Every purchase order included in a shipment must be clearly and accurately noted in the

body of the BILL OF LADING, showing all PURCHASE ORDER numbers, total carton count and

corresponding weights for each PURCHASE ORDER

4. Please send copy of BILL OF LADING and packing list via e-mail to

[email protected]. Failure to do so may result in an expense off-set.

Watches, jewelry, and fashion accessories

1. Follow instructions above for FedEx inbound shipping and declared value below.

2. Declared Value:

a. The full merchandise value must be declared for each carton.

b. No single carton may exceed $15,000 in value.

c. Cartons with declared value less than/equal to $1,000 are to be shipped via FedEx

Ground and billed Third Party.

d. Cartons with declared value greater than $1,000 are to be shipped via FedEx 2-day

and billed Third Party.

Air or expedited services

Any air or expedited freight service for which Vince is paying all or part of the freight must be

approved in advance by the Vince Buyer or Vince Logistics. The only exceptions are shipments of

watches, jewelry, and fashion accessories as defined in above section.




VINCE Retail

Vendor Guide


Return to Vendor (RTV)

Unordered Merchandise

1. Unordered merchandise includes unauthorized substitutions, invalid orders, canceled

orders, early shipments, late “past cancellation date” shipments, over-shipments and

duplicate shipments. Vince reserves the right to reject or accept unordered merchandise

and, in either case, to assess charges.

2. If Vince elects not to accept unordered merchandise, Vince may re-consign unordered

merchandise to a carrier of Vince’s choice to be delivered to the vendor for disposition, all

at vendor’s cost plus additional administrative fees and/or charges.

Returns

1. Return Authorization. Vince will request return authorization. Merchandise will be shipped

with vendor RA number provided to location specified by vendor. A copy of the packing slip

will arrive with the merchandise. Credit will be taken for the cost of the merchandise.

Freight and handling charges may be charged to the vendor. Vendor claims for RTV

shortages, damages and non-deliveries must be made within 90 days of receipt of

statement or receipt of shipment.

2. Damage Allowance. Contact the Vince buyer to negotiate a damage allowance. In this case,

merchandise will not be returned and vendor will not be charged freight or handling.

VINCE Retail

Vendor Guide


Vendor Contact Information Vince Retail DC address: Vince c/o Port Logistics Group 501 Cheryl Lane City of Industry, CA 91789 Tel: 909-839-5900 DC contact: Gloria Negrete Warehouse Supervisor Tel: 909-839-5900 Ex. 4401 [email protected]

Vince Logistics contacts: Lucy Hernandez Director of Logistics 323-761-6010 Ex. 6095 [email protected] Debbie Yip Trade Compliance Manager 323-761-6010 Ex. 6093 [email protected]




VINCE Retail

Vendor Guide


Invoicing, Payment, and Accounts Payable To help insure prompt payment processing, please e-mail invoices to:

[email protected]

In order to expedite the handling of your invoices, please take note of the following:

• Parcel shipments should identify the carrier and include a list of the tracking number(s).

• For truckload or LTL shipments, the corresponding bill of lading must accompany each invoice.

• The invoice date must be the same as the bill of lading date.

• Invoices and bills of ladings must be in .pdf or .tif formats. All other types of attachments will be rejected. An email containing both compliant and noncompliant formats will be rejected in full back to the sender.

• Each individual .pdf or .tif file must be one invoice and its corresponding bill of lading. Multiple invoices and bills of lading in one .pdf or .tif file will be read as one invoice.

• An email may contain multiple .pdf or .tif files.

• Any backup material for an invoice must be contained in the same .pdf or .tif file as the invoice and bill of lading.

• The invoice must be the first document of the .pdf or .tif file. The bill of lading must be the second document, followed by any other backup material.

• There will be no confirmation sent back to the vendor that the email has been read.

• Do not use the read receipt function within your email software. Emails that have this function turned on will receive an “email deleted” response once the email is opened.

• Do not send dialogue in the body of the email or cc other individuals. This may cause unwanted rejection notices to appear in your inbox.

• Email and attachments must not exceed 4MB. File should not be password protected.

If you have any questions, please contact please contact [email protected].



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