VENDOR STANDARDS MANUAL JULY 14, 2014

Transcription

VENDOR STANDARDS MANUAL
JULY 14, 2014
TABLE OF CONTENTS
TO OUR VENDOR PARTNERS .................................................................................................................................................. 4
OVERVIEW OF CURRENT REVISIONS ..................................................................................................................................... 5
CONTACT LIST ........................................................................................................................................................................... 6
TERMS AND CONDITIONS ........................................................................................................................................................ 9
BUSINESS PRACTICE STANDARDS FOR DOMESTIC VENDORS, SUPPLIERS & CONTRACTORS .................... 14
TECHNOLOGY REQUIREMENTS ............................................................................................................................................ 15
VENDOR PARTNER RESPONSIBILITIES .................................................................................................................. 15
UPC-A OR EAN TICKETING ....................................................................................................................................... 16
GXS CATALOGUE ...................................................................................................................................................... 16
ELECTRONIC DATA INTERCHANGE (EDI) ............................................................................................................... 17
AUTOMATIC REPLENISHMENT / VENDOR MANAGED INVENTORY ..................................................................... 17
DISTRIBUTION .......................................................................................................................................................................... 18
VENDOR PARTNER RESPONSIBILITIES .................................................................................................................. 18
PURCHASE ORDERS ................................................................................................................................................. 18
AUTOMATIC RETURNS.............................................................................................................................................. 19
FLOOR READY REQUIREMENTS ............................................................................................................................. 19
FUR LABELING ACT ................................................................................................................................................... 20
BAMBOO LABELING REQUIREMENT ....................................................................................................................... 20
SEWN-IN LABELS ....................................................................................................................................................... 21
TRUNK SHOWS .......................................................................................................................................................... 21
SPECIAL ORDERS ..................................................................................................................................................... 21
TICKET STANDARDS ............................................................................................................................................................... 22
FULL LINE TICKET FORMATS ................................................................................................................................... 23
OFF 5
TH
TICKET FORMATS ....................................................................................................................................... 24
PLACEMENT AND RETAIL GUIDE ............................................................................................................................. 25
HANGER STANDARDS ............................................................................................................................................................ 26
STORE CAPTIVE PROGRAM ..................................................................................................................................... 26
MEN’S SPECIALTY HANGER PROGRAM ................................................................................................................ 26
APPROVED STANDARD PLASTIC HANGER PROGRAM ......................................................................................... 27
PACKING AND SHIPPING STANDARDS ................................................................................................................................ 29
WRINKLE PREVENTION ............................................................................................................................................ 29
CARTON SPECIFICATIONS AND REQUIREMENTS ................................................................................................. 30
PALLETS ..................................................................................................................................................................... 31
EDI-ASN SHIPMENTS ................................................................................................................................................ 32
ADVANCE SHIP NOTICE ............................................................................................................................. 32
GS1-128 SHIPPING CONTAINER LABEL .................................................................................................... 32
GS1-128 FORMAT ........................................................................................................................................ 33
NON-ASN / BULK SHIPMENTS .................................................................................................................................. 34
PACKING SLIPS ........................................................................................................................................... 34
CARTON LABELING ..................................................................................................................................... 35
LABEL AND PLACEMENT GUIDELINES .................................................................................................................... 36
SAKS FIFTH AVENUE VENDOR STANDARDS MANUAL
REVISED 07-14-2014
Page 2
TABLE OF CONTENTS
VENDOR QUALITY MANAGEMENT ........................................................................................................................................ 37
SHIPMENT ACCURACY ............................................................................................................................................. 37
AUDITS ........................................................................................................................................................................ 37
VQM STRATIFICATION .............................................................................................................................................. 37
RECEIVED NOT ORDERED (RNO) ............................................................................................................................ 37
PARTIAL SHIPMENTS & BACK ORDERS .................................................................................................................. 37
TRANSPORTATION REQUIREMENTS .................................................................................................................................... 38
WEB TENDERING ....................................................................................................................................................... 38
VENDOR DELIVERED MERCHANDISE ..................................................................................................................... 39
BILL OF LADING ......................................................................................................................................................... 39
MASTER CONSOLIDATION MANIFEST .................................................................................................................... 39
DIRECT-TO-DOOR SHIPMENTS ................................................................................................................................ 40
ACCOUNTS PAYABLE ............................................................................................................................................................. 41
VENDOR SET UP ........................................................................................................................................................ 41
DOMESTIC SUPPLIERS ............................................................................................................................................. 41
EDI 810 ELECTRONIC INVOICES .............................................................................................................................. 42
PAYMENT TO DOMESTIC VENDORS ....................................................................................................................... 43
PROOF OF DELIVERY FOR UNPAID INVOICES ...................................................................................................... 43
VENDOR PORTAL ...................................................................................................................................................... 44
CHARGEBACK DISPUTES ......................................................................................................................................... 44
VENDOR INFORMATION UPDATES .......................................................................................................................... 45
EXPENSE OFFSET FEE ........................................................................................................................................................... 46
FULL LINE STORE LISTING .................................................................................................................................................... 48
OFF 5TH STORE LISTING ........................................................................................................................................................ 49
DISTRIBUTION LOCATIONS ...................................................................................................................................... 51
REVISED 07-14-2014
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TO OUR VENDOR PARTNERS
Thank you for being a part of the Saks Fifth Avenue vendor family. Our vendor relationships have always played a very
valuable part in our business. Now that supply chain efficiencies are the key to remaining competitive and satisfying our
customers, it has become critical that we develop collaborative partnerships with vendors who have a similar commitment to
these technologies. We expect our vendors to support us by shipping their merchandise “floor ready,” trading with our
required EDI transactions, and following our shipping, packing and invoicing guidelines.
We have dedicated ourselves to ensure our vendor standards are in agreement with the direction of the retail industry. As
technology advances, we will continue to review and adopt those enhancements that assist us in achieving our corporate
initiatives.
HOW TO USE OUR VENDOR STANDARDS MANUAL
This manual is intended to outline the standards our vendor partners must follow when doing business with Saks Fifth
Avenue Full Line and OFF 5THStores. Although we have tried to clearly define our standards, if you have specific
questions, please refer to the Contact List and direct them to the appropriate person.
As you page through this manual, you will notice headings and/or text that are printed in red. This is to help you identify
changes or additions from previous Saks Fifth Avenue policies. We have also provided you a summary listing highlighting
major revisions following the index pages. In addition, overlooked requirements or information have been highlighted in bold
or various colored text.
SPECIAL NOTES
1.
Saks Direct and OFF 5TH Direct – Compliance requirements and responsibilities are outlined in the Saks eCommerce
Vendor Standards Manual.
2.
This manual does not apply to Leased departments.
3.
Floor Ready standards do not apply to the following areas:
4.
•
Supplies
•
Visual Displays (NOTE: Vendor Collateral must follow Vendor Standards Manual guidelines.)
• Direct to Customer Shipments
Compliance with all standards is required for the following areas:
•
Saks Fifth Avenue Private Label
•
Import merchandise
•
Direct-to-Door Shipments
•
Off-Price and special purchase buys
5.
• Special Events merchandise
Non-compliance with our standards may result in an expense offset fee. See Terms and Conditions of Purchase Order
and Expense Offset Fee sections.
6.
Standards and Requirements in the most recent version will supersede any previous communications.
INTERNET ACCESS
Our Vendor Standards Manual, along with additional vendor support information, is available for viewing or downloading on
our website at http://www.saksincorporated.com under “Vendor Relations.” All standards updates and revisions are
communicated via our website. It is a vendor’s responsibility to monitor our website regularly and keep all their internal
departments updated on Saks Fifth Avenue policy and/or procedural changes.
REVISED 07-14-2014
Page 4
OVERVIEW OF CURRENT REVISIONS
This listing highlights the major changes in the Vendor Standards Manual. As you page through our Vendor Standards
Manual, you will notice text that is printed in red. This is to help you identify all the changes or additions from previous Saks
Fifth Avenue policies. For details on previous revisions, please go to the last page of this document.
JULY 14, 2014
SECTION
PAGE
DESCRIPTION
OFF 5TH Store Listing
50
Store #808 Zip Code correction
Accounts Payable
44
Vendor Portal Contact
If you would like to be on our distribution list to receive Vendor Standards Manual updates, please email
vendorrelationsny@saksinc.com.
REVISED 07-14-2014
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CONTACT LIST
SAKS FIFTH AVENUE
VENDOR RELATIONS, EDI & RFID
TH
12 EAST 49 STREET NEW YORK, NY 10017
Sarah Polworth, Senior Director
Phone: (212) 940-5246 | E-mail: Sarah_Polworth@s5a.Com
Rohan Fenton, Senior Manager
Phone: (212) 451-1681 | E-mail: Rohan_Fenton@s5a.Com
Vendor Standards & Outsource information: http://www.saksincorporated.com under “Vendor Relations”
CONTACT
Valerie Arsenyuk
Senior Analyst
Valerie_Arsenyuk@s5a.com
Phone: (212) 940-5494
Francesca Angotti
Senior Analyst
Francesca_Angotti@s5a.com
Phone: (212) 451-1818
Christina Lee
Senior Analyst
Christina_Lee@s5a.com
Phone: (212) 451-3865
Jenny Luong
Analyst
Jenny_Luong@s5a.com
Phone: (212) 451-1786
RESPONSIBILITIES
Vendor Compliance
•
New vendor onboarding
•
Hanger compliance
•
RFID-EPC Tag / Ticket compliance
•
UPC / EAN conversions
•
Inquiries on “VC” coded remittance chargebacks
•
DC/Logistics issues regarding floor/consumer ready compliance
•
Received Not Ordered (RNO) inquiries
EDI
•
Testing and implementation
•
Production maintenance of all EDI documents
•
EDI capability and transmission issues
•
DC/Logistics issues regarding ASN/UCC compliance
For general Vendor Relations questions or concerns, please e-mail vendorrelationsny@saksinc.com.
REVISED 07-14-2014
Page 6
SAKS FIFTH AVENUE CORPORATE TRANSPORTATION
250 HIGHLAND PARK BLVD.
WILKES BARRE, PA 18702
Web Tendering
•
Web Tendering setup and passwords
compliance issues
Web Tendering e-mail:
webtendering2@saksinc.com
Help Desk Hours:
Phone: (570) 821-6240
Fax: (570) 821-6242
7:30AM–4:30PM EST
WBDC - Wilkes Barre, PA
Craig Mahmod
craig_mahmod@lordandtaylor.com
Phone: (570) 821-6240
Fax: (570) 821-6242
GLTR – Santa Fe Springs, CA
Zuleimi Beristain
saksca@performanceteam.net
Phone: (562) 741-1300
SFA Freight Coordinator:
SFATraffic@saksinc.com
Phone: (410) 297-4444
Fax: (410) 297-5245
Receiving Information & Appointments
Volume Shipment
•
Trailer or container shipments
Exception Routing
•
Carrier and consolidator questions
•
Special handling requests
Transportation Compliance
•
“TC” coded (traffic compliance)
chargebacks
•
Transportation standards compliance
issues and exemption requests
SFA SENIOR DISTRIBUTION CENTER EXECUTIVE
DISTRIBUTION CENTER
Hickory Ridge (HRDC)
500 Hickory Drive
Aberdeen, Maryland 21001
Performance Team West (GLTR)
12816 Shoemaker Avenue
Santa Fe Springs, CA 90670
Lavergne (TNDC)
One Walden Books Drive
Lavergne, Tennessee 37086
Wilkes Barre (WBDC)
250 Highland Park Blvd.
Wilkes Barre, PA 18702
REVISED 07-14-2014
CONTACT
PHONE
FAX
Dan Dasinger
(410) 297-5200
(410) 297-5598
Steven Tyler
(615) 995-8803
TBD
Ronald Gilbert
(615) 280-3112
(615) 287-9779
Robert Briggs
(570) 821-6240
(570) 821-6235
(570) 821-6242
Page 7
SAKS FIFTH AVENUE ACCOUNTS PAYABLE
HOURS: MON – FRI 8 AM – 4:30 PM CST
P.O. BOX 20040, JACKSON, MS 39289-0040
PHONE (601) 968-4463 FAX (601) 592-2600
DEPARTMENT
CONTACT
PHONE
Director of Accounts Payable
DEBIT BALANCES
Beth Busbea
(601) 968-5347
Manager
Joy Rutledge
(601) 592-2834
Assistant Manager
Supervisor
VENDOR CORRESPONDENCE
Manager
Assistance Manager
Kathy Smith
(601) 689-4405
Michele Williams
(601) 592-2861
Joy Rutledge
(601) 592-2834
Kathy Smith
(601) 968-4405
Michele Williams
(601) 592-2861
Assistant Manager
CONSIGNMENT
Kathy Smith
(601) 968-4405
Manager
Joy Rutledge
(601) 592-2834
Supervisor
Phyllis Dunn
(601) 968-5259
AP Specialist
MERCHANDISE REPAIR INVOICES
Gloria Debose
(601) 952-2536
Manager
Joy Rutledge
(601) 592-2834
Supervisor
Phyllis Dunn
(601) 968-5259
Supervisor
INTERNAL AUDIT RECOVERY
AP Specialist
Margaret Roberson
VENDOR ONBOARDING, UPDATES AND VMS PORTAL
(601) 592-2506
Assistant Manager
Charlotte Hunter
(601) 592-2833
Amy Thomas
(601) 592-2883
Michael Barnes
(601) 592-2857
Supervisor
INTERNATIONAL FINANCE
Manager
REVISED 07-14-2014
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TERMS AND CONDITIONS
These terms and conditions (“Terms and Conditions”) apply to all purchases by Saks Fifth Avenue doing business as Saks
Fifth Avenue, OFF 5TH, Saks Direct, OFF 5TH Direct and Fashion Fix through its wholly-owned subsidiaries (individually and
collectively "Purchaser" or “Our” or “We” or “Us”) and are binding upon seller / vendor (hereinafter “You” or “Your” or “Vendor”).
Authority and Acceptance: Purchaser hereby purchases the goods specified on its electronic data interchange (EDI) or written
purchase order contracts, subject to and upon the express terms and conditions hereof (the “Order”). You must have a valid
Order prior to shipping goods to any Saks Fifth Avenue Enterprises subsidiary or operating company. Verbal orders and/or
"house orders" will not be valid unless confirmed with a written or electronic purchase order.
By shipping goods or performing specified work, you agree to the Terms and Conditions of sale set forth herein, unless
otherwise modified in writing by Purchaser. Any different or additional terms in Vendor’s acceptance of the Order are hereby
objected to, and Purchaser’s objection to different or additional terms shall not be waived by acceptance of any goods or
payment of any invoice.
Vendor Expressly Warrants and Indemnifies as Follows:
A.
That all the articles, material and work covered by this Order will conform to the specifications, drawings, samples or other
descriptions furnished or adopted by Purchaser, and will be of good material and workmanship, and free from defects.
B. That the goods will be merchantable, fit, safe and sufficient for the purpose intended.
C. That all weights, measures, sizes, and particulars stamped on such goods or their containers comply with local, state and
federal laws of the United States and any generally similar law or regulation in any other domestic or international
jurisdiction.
D. That in supplying the articles, materials, and work, Vendor has complied with all applicable laws and regulations of the
country where the goods are manufactured, including but not limited to, laws against child labor, forced labor, and unsafe
working conditions, and if asked, Vendor will confirm such compliance in writing.
E. That the goods are accurately labeled and clearly identify the country of origin.
F. That such goods and any advertising or promotional materials furnished therewith by Vendor comply and conform to all
applicable federal and state laws and any regulations, rules, and standards promulgated there under, including but not
limited to: Consumer Products Safety Act of 1972, Flammable Fabrics Act of 1954, Federal Food, Drug, and Cosmetic
Act, Fur Products Labeling Act, Federal Hazardous Substances Act of 1960, Occupational Safety and Health Act, Fair
Labor Standards Act, Textile Fiber Products Identification Act, Poison Prevention Packaging Act, Endangered Species
Act, Wool Products Labeling Acts, Tariff Act of 1930, Dog and Cat Protection Act of 2000, California Proposition 65 and
AB 1681, all as amended, and any generally similar law or regulation in any other domestic and international jurisdiction.
G. That such goods do not and will not infringe upon any patent, trademark, trade name, copyright, right of publicity, or other
similar right. You agree to protect, indemnify and hold Purchaser, its affiliates, its agents, and its employees, harmless
against any claim, loss or damage, including attorneys’ fees, arising directly or indirectly from any alleged or actual
trademark, patent or copyright infringement or unfair competition action resulting from Purchaser’s activities of use, sale or
offering for sale any goods covered by this Order. No specification by Purchaser with respect to any part of this Order
shall constitute a warranty, express or implied, against any claim for infringement of patents, copyrights or trademarks and
Purchaser shall not be responsible to Vendor, as indemnitor or otherwise, for or on account of any such claim or liability.
H. That Vendor will not sell to any person or entity any goods bearing or labeled with any trade name, trademark, service
mark, logo, private label brand or design that is proprietary to Purchaser without the express written consent of Purchaser,
even if said goods were rejected, cancelled, refused or returned by Purchaser.
I. That Vendor will protect, indemnify, and hold harmless Purchaser, its affiliates, its agents, and its employees from any
claim, loss, or damage, of any nature, arising directly or indirectly out of Vendor’s violation or alleged violation of the terms
of this Order, including but not limited to any breach of warranty or claim connected in any way to the goods purchased
under this Order. Vendor’s duty to indemnify and hold harmless covers all losses, damages, and costs, including
attorneys’ fees. At Purchaser’s sole discretion, and with regard to any claims described herein, Purchaser may elect to:
(i) control the defense and settlement of such claims at Vendor’s expense; or (ii) permit Vendor to control the defense and
settlement of such claims at Vendor’s expense with legal counsel that is acceptable to Purchaser. To the extent legal
fees are incurred by Purchaser in connection with the defense of claims described herein, Purchaser will require Vendor
to directly reimburse Purchaser for such fees and costs or, at its option, may deduct all legal expenses and costs in the
form of a deduction(s) or chargeback from any amounts owed to Vendor.
J. That Vendor will protect, indemnify and hold Purchaser, its affiliates, its agents, and its employees, harmless against any
claim, loss or damage, including attorneys’ fees, which may be made or brought against them by virtue of claims or
demands of any kind which any purchaser of such goods from the Purchaser or other person may make against the
Purchaser or any affiliate thereof, whether or not such goods were manufactured by Vendor or whether or not the
asserted defect was known or discovered by Vendor or Purchaser. Vendor shall procure and maintain adequate product
liability insurance and shall, upon request, furnish to the Purchaser certificates thereof in connection with this Order.
REVISED 07-14-2014
Page 9
K.
That Vendor will protect, indemnify, and hold harmless Purchaser, its affiliates, its agents, and its employees from any
claim, loss, or damage, of any nature, arising directly or indirectly out of any act or omission by Vendor’s servants, agents
or subcontractors of Vendor, in the furnishing of goods or in the performance of work under the Order.
L. That in the event that Purchaser or any of its employees, agents or subcontractors is served with or becomes subject to
any subpoena, order or other legal process in a legal proceeding, to which Purchaser is not a party seeking disclosure of
any materials or information related to the goods, services, information or deliverables that Vendor renders or delivers to
Purchaser, then Vendor shall bear the cost of all direct and indirect costs and expenses, including without limitation,
reasonable attorneys’ fees related to Purchaser's response, compliance with or defense/resistance thereto.
M. That prices for the goods sold to Purchaser hereunder are no less favorable than those currently extended to any other
customer for the same or similar goods in similar quantities. In the event that Vendor reduces its price for such goods
during the term of this Order, Vendor agrees to reduce its prices of the goods ordered hereunder correspondingly.
Vendor warrants that the price shown on this Order shall be complete and no additional charges of any type shall be
added without the Purchaser’s express written consent. Such additional charges include, but are not limited to, shipping,
packaging, labeling, custom duties, taxes, storage, insurance, boxing, and crating.
To the extent legal fees are incurred by Purchaser in connection with the defense of any of the claims or legal proceedings
described in sections (a) through (m) above, Purchaser will require Vendor to directly reimburse Purchaser for such fees and
costs or, at its sole option, may deduct all legal expenses and costs in the form of a deduction(s) or chargeback from any
amounts owed to Vendor.
The above indemnification and warranties shall survive the termination or cancellation of this Order.
Intellectual Property: As necessary or appropriate for Purchaser to sell the goods included in any Order through retail stores,
website, catalogue, or through other normal and customary merchandising practices, Vendor grants to Purchaser a worldwide,
perpetual, non-exclusive right to use and display Vendor’s brand trademarks, service marks, trade names, logos, and any
other text, graphic, icons, banner, or audiovisual features of advertising, through any distribution channel. If advertising
material or other content supplied by Vendor pertaining to its products, services, or business embodies any intellectual
property rights (including, but not limited to, work of authorship protected under U.S. or foreign copyright laws), Vendor shall
be responsible for securing rights and licenses necessary for the use and exercise of such interests pursuant to the Terms and
Conditions of this Order and represents and warrants herewith that it has obtained any and all such rights and interests.
Purchaser shall remain solely responsible for the operation of its business and control of the programming, content, and
transactions in its retail stores, catalogues, and websites.
Vendor agrees that it will not use any trademark, service mark or trade name, patent or trade dress owned or controlled by or
licensed to Purchaser or any of its affiliates, or used by Purchaser or its affiliates in connection with any products, lines,
departments or other goods or services of Purchaser or its affiliates including, but not limited to, “Saks Fifth Avenue,” “Saks,”
“Off Fifth,” or any combination thereof, except in connection with goods shipped to Purchaser in accordance with a valid Order.
Vendor agrees that all trademarks and trade names of Purchaser belong to or are licensed to Purchaser or its affiliates and
Vendor will make no claim or right to use or of ownership nor will Vendor attempt to register any such trademarks or trade
names.
HAZARDOUS GOODS: Where the Purchaser has good cause at any time to believe that any goods ordered pursuant to the
Order contain defects or hazards which could create a substantial risk of injury to any person or property, upon the
Purchaser’s request, Vendor shall, at Vendor’s expense, use its best efforts to locate, identify, and recall such items, whether
in the possession of the Purchaser, or the Purchaser’s customers. Vendor, upon recalling such items, shall repair or replace
them or refund to retail purchasers their full retail price.
INVOICING INSTRUCTIONS: Each invoice must show specific information as described within the Accounts Payable section
of the "Vendor Standards Manual", located on Purchaser's website at www.saksincorporated.com under "Vendor Relations."
Our website may be updated periodically and any such updates shall be applicable to all Orders.
RETURN AND CANCELLATION POLICIES: You hereby agree that without prior authorization from you, and without further
notice, Purchaser reserves the following rights:
A.
B.
C.
D.
To refuse and/or return all goods delivered which are not equivalent to samples submitted or examined, or are damaged,
or are not fit for resale, or do not conform to all specifications, terms and conditions of this order and to all warranties and
guarantees herein set forth (being considered "defective" goods for our purposes). It is understood that this return policy
shall apply to all such goods when found to be defective at any time prior to resale, or after resale if Purchaser allowed the
customer a refund or credit.
To refuse and/or return all goods which do not meet our purchase order specifications of style, size, color, quantity and/or
quality (including unauthorized substitutions); or which are shipped before the ship date, or after the cancel date, or
without valid purchase order numbers or without valid department numbers.
To cancel a purchase order, in whole or in part, in the event the goods are not shipped in accordance with the terms and
conditions hereof.
To cancel a purchase order, in whole or in part, in the event the goods are shipped after the cancel date, time being of the
essence.
REVISED 07-14-2014
Page 10
E.
To accept any part of a shipment without waiving the right to refuse or reject the balance thereof by reason of Your failure
to comply fully with the Terms and Conditions of the Order.
All risks, claims, storage or handling charges on refused, rejected, returned, postponed or cancelled goods are your full
responsibility, regardless of other terms of sale or passage of title. Any claims for non-payment of an invoice by reason of
either Our non-receipt of goods shipped by You or Your non-receipt of goods returned by Us, must be sent to Purchaser via
certified mail no later than 60 days after goods are shipped.
When goods are returned, refused or cancelled, they shall be returned via carrier of Purchaser's choice, F.O.B. origin, freight
collect. Consideration will be given to Your carrier of choice upon receipt of Your written request stating that You will not
refuse any such returned goods. You will be charged the full cost of returned, refused or cancelled goods. In the interest of
clarity, and for purposes of this provision "full cost” means the cost of the goods We originally purchased from You (paid to
You), plus all freight and handling charges We incurred, plus any other deductions We applied or took when We purchased the
goods from You originally, including, but not limited to, any fast payment or other 8% discounts.
Acceptance of non-conforming goods by Purchaser shall not be deemed a waiver of Purchaser’s right to recover damages or
pursue any other remedy available to it under the Uniform Commercial Code as in effect in the State of New York, nor shall the
return of non-conforming goods to Vendor relieve Vendor of its liability for shipping such non-conforming goods.
DATING, TERMS AND INSTRUCTIONS:
Time is of the essence on all orders; see above rights to refuse goods if not timely delivered
A.
B.
th
Goods received on or after the 25 day of a month will be recognized as received on the 1st day of the next succeeding
month.
Discounts for fast payment will be calculated from the later of the date goods are received in Our distribution facility, or the
date We receive an invoice. We use commercially reasonable efforts to make payment by the due date as determined by
the procedures described in this Order. Because of a number of factors that can result in payment after the due date,
including delays caused by the vendor, or limitations related to Saks’ billing payment cycles, We may, and You hereby
agree to permit Us to, take a fast payment discount even when We do not make payment by the due date, and You agree
not to challenge Our taking such discount on any ground. If YOU believe that WE are not entitled to a fast payment
discount because of late payment, which is unrelated to a Vendor delay or billing payment cycle limitation, You must make
an accounts payable inquiry, in writing, within sixty (60) days after the date of issuance of the Order giving rise to the
claim. Inquiries or re-payment requests made after 60 days will be denied, and You agree to waive all claims based on
inquiries that are not made in writing. Repayment requests of fast payment discounts will also be denied if it is
determined that the delay was vendor caused, i.e., invoices sent to an incorrect address, goods did not agree with the
Order, the account is in debit balance, or other extenuating circumstances exist. In addition, 8% discounts not tied to fast
payment will not be refunded under any circumstances, and You agree not to seek or claim a refund of such discounts
under any circumstances.
VENDOR STANDARDS: Vendor recognizes receipt of and an understanding that, it is their obligation to adhere to all
requirements, as cited in the current Vendor Standards Manual section of the Purchaser's website, located under "Vendor
Relations." Any and all deviations from any Vendor Standards Manual guideline must be approved in writing by Purchaser.
ADMINISTRATIVE FEES / EXPENSE OFFSET FEES: Purchaser is entitled to be compensated as outlined in the Vendor
Standards Manual, for non-compliance with these specifications (including those fees detailed in the Expense Offset
Schedule) in the form of an invoice deduction(s) from any amounts owed the Vendor. Instead of a deduction, purchaser may
demand direct payment of expense offset fees or other administrative fees specified in the Vendor Standards Manual. Any
such direct payment demand by Purchaser shall be made within 30 days of the date of demand. Late payments shall accrue
interest at the rate of one percent (1%) per month. Any amounts billed or deducted by Purchaser for failure to comply with the
Vendor Standards Manual or the Terms and Conditions of this Order, shall be considered liquidated damages and not a
penalty.
BACK ORDERS: You agree to make one complete shipment. Purchaser reserves the right to chargeback all freight charges
as a result of back orders, divided, or partial shipments.
OTHER TERMS:
CONFIDENTIALITY: Vendor may have access to certain commercially valuable or otherwise proprietary or confidential
information relating to the operations, products, sales and business of Purchaser and its affiliated and related companies
(“Confidential Information”). For purposes of this agreement, Confidential Information means that information disclosed by
Purchaser to the Vendor (before or after the date hereof), including but not limited to the trade secrets of Purchaser, nonpublic
information relating to Purchaser’s product plans, designs, ideas, concepts, costs, prices, finances, marketing plans,
customers or potential customers, business opportunities, personnel, research, development or know-how and any other
nonpublic technical or business information of Purchaser. Confidential Information does not, however, include information
that: (a) is now or subsequently becomes generally available to the public through no fault or breach on the part of Vendor; (b)
REVISED 07-14-2014
Page 11
the Vendor can demonstrate to have had rightfully in its possession without an obligation of confidentiality prior to disclosure
hereunder; or (c) is independently developed by the Vendor without the use of any Confidential Information of the disclosing
party.
Vendor will not disclose, publish or disseminate Confidential Information to anyone other than its employees who need to know
such Confidential Information, and the Vendor will take reasonable precautions to prevent any unauthorized use, disclosure,
publication or dissemination of Confidential Information. The Vendor will not use the Confidential Information for any purpose
other than the sale or offering of sale of goods under the Order without the prior written approval of an authorized
representative of the Purchaser. If the Vendor receives notice that it may be required or ordered by any judicial or
governmental entity to disclose Confidential Information of Purchaser, it will make reasonable efforts to give Purchaser
sufficient prior notice in order to contest such requirement or order.
LIMITATION OF LIABILITY AND STATUTE OF LIMITATIONS: In no event shall Purchaser be liable for anticipated profits or
for punitive, incidental, special or consequential damages. Purchaser’s sole liability on any claim of loss or damage arising out
of, or in connection with, or resulting from the Order or from the performance or breach thereof shall in no case exceed the
price allocable to the goods or unit thereof which gives rise to the claim. Any action resulting from any claimed breach on the
part of Purchaser as to the good delivered hereunder must be commenced within one (1) year after the date of issuance of the
Order giving rise to the claim.
ASSIGNMENT: You shall not assign or transfer this Order or any interest therein or monies payable thereunder without our
prior written consent, and any assignment made without such consent shall be null and void. Purchaser may assign this Order
and its interest therein to any affiliated or subsidiary corporation, or to any corporation succeeding to Purchaser's business
without Your consent. Any assignment, consented to by Purchaser, remains subject to all Terms and Conditions hereof,
including Purchaser's rights to offset and chargeback.
REMEDIES AND NO WAIVER: No waiver of any of the terms and conditions of this Order shall be effective unless in writing
and signed by Purchaser. In addition, no failure or delay on the part of Purchaser in exercising any right, power or remedy
under this Order shall operate as a waiver, nor shall any single or partial exercise of any such right, power or remedy preclude
any other or further exercise of any other right, power or remedy. No waiver of a breach shall be construed as a waiver of a
subsequent breach. The rights and remedies herein provided Purchaser shall be cumulative and in addition to any other rights
and remedies given by law.
SEVERABILITY: This agreement is severable and the lack of enforceability or the voidance of any parts of this agreement
shall not affect the other parts of this agreement.
FORCE MAJEURE: Purchaser may have the option of cancelling all or any part of an Order where discontinuance of or
substantial interference with the Purchaser’s business is caused, in whole or in part, by reason of fire, flood, earthquake, labor
dispute, war, Act of God, embargo, riot, terrorism, governmental regulations, or other causes beyond Purchaser’s control.
GOVERNING LAW AND JURISDICTION: This agreement shall be construed in accordance with and governed by the laws of
the State of New York and the laws of the United States applicable herein, without regard to conflict of law rules, which would
cause the laws of any other jurisdiction to apply. The parties hereto expressly exclude the application of any non-United
States laws and the United Nations Convention on Contracts for the International Sale of Goods from this agreement and any
transaction that may be entered into between the parties in connection with this agreement. You hereby waive any local or
international law, convention or regulation that might provide an alternative law, construction or venue to the extent a waiver
shall be permitted under such law, convention or regulation. Any action or legal proceeding related to this agreement shall be
instituted exclusively in state or Federal Court in New York County, New York. You hereby agree that venue and jurisdiction
are proper in such courts.
CONTACTING US: If You need to contact Us You may determine the appropriate person and telephone number or address
by visiting Our website and going to "Vendor Relations," selecting "Vendor Standards Manual" and then proceeding to the
"Contacts" section.
REVISED 07-14-2014
Page 12
BUSINESS PRACTICE STANDARDS FOR DOMESTIC VENDORS, SUPPLIERS & CONTRACTORS
OVERVIEW
Saks Incorporated is committed to legal compliance and ethical business practices in all our operations worldwide and is firm
in our resolve to do business only with those vendors, suppliers, and contractors which we believe share in that commitment.
In support of this commitment, Saks Incorporated demands that all individuals or organizations who provide direct and indirect
materials and services, as well as all suppliers, contractors, consultants and other intermediaries (herein referred to as
“Vendors”) agree to follow our Business Practice Standards as condition of the business relationship.
CHILD LABOR / SWEATSHOPS
We require our vendors to comply with all applicable laws and regulations mandated by the country in which the merchandise
or product is manufactured, including but not limited to laws against child labor, forced labor and unsafe working conditions.
CONFLICTS OF INTEREST
A conflict of interest occurs when personal interests or activities conflict with the business interests of Saks Incorporated.
Accordingly, vendors are required to make all decisions that affect Saks Incorporated based solely on Saks Incorporated’s
best interests, free from improper influences (or the appearance of influence). Vendors must not become involved in any
situation that creates an actual or potential conflict of interest with Saks Incorporated.
A conflict of interest can occur in a number of situations. Several examples include:
1.
2.
3.
4.
5.
Doing business with an associate or family member outside the Saks Incorporated business relationship
Employing an associate or the family member of an associate
A vendor having a financial interest in a direct competitor
A vendor doing business with a direct competitor while having access to confidential or competitive information
An associate or family member having a significant financial interest in a vendor
Associates must not provide services for, or have a financial interest in or with, a customer, competitor, supplier, vendor or
competitor, without the written consent of the Company’s General Counsel. It is not, however, typically considered a conflict of
interest to own less than 1% of the outstanding shares of a publicly traded company, provided that such investment does not
constitute a significant part of the associate’s portfolio.
Each vendor is obligated to avoid any situation which may cause a conflict of interest and to make full disclosure of any actual
or potential conflicts of interest with Saks Incorporated management officials.
BRIBES AND KICKBACKS
All associates and any agents or other individuals representing Saks Incorporated must not request or receive any kick-back,
bribe, excessive or disguised commission or similar payment or benefit from any vendor. Similarly, associates, agents or
individuals representing Saks Incorporated must not directly or indirectly make any kick-back, bribe, excessive or disguised
commission or similar payment to any vendor or to any public or governmental officials.
ANTITRUST
Vendors, agents or other individuals representing Saks Incorporated must not agree or act together with any competitor with
regard to prices, terms or conditions of sale, purchase, production, distribution, territories, customers, or suppliers and must
not exchange or discuss with a competitor prices, terms or conditions of sale, or any other competitive information, or engage
in any other conduct which may restrict competition or otherwise violate any of the antitrust laws.
GIFTS AND ENTERTAINMENT
Saks Incorporated supports a gift policy that restricts gifts to associates with very few exceptions and respectfully requests that
vendors do not send gifts to associates. Gifts covered by this policy include anything of value. Examples of gifts include:
meals; entertainment; discounts; merchandise; trips; services; tickets to theater, concerts and sporting events; golf outings;
vehicle use; and lodging. Gifts do not include: (1) items that are available generally to a large group of associates on an equal
basis; (2) perishable items (such as chocolates, fruit baskets or flowers) that are shared with associates at the associate’s
work location; and (3) business-related meals and business-related entertainment that meet all certain restrictions.
Saks Incorporated associates are prohibited from:
1.
2.
Soliciting gifts from others with whom the Company does business or seeks to do business;
Giving or accepting gifts to or from others with whom the Company does business or seeks to do business;
REVISED 07-14-2014
Page 13
3.
4.
Accepting any gift of cash or securities or a loan from others with whom the Company does business or seeks to do
business (other than a loan from a financial institution on terms and at interests rates available to borrowers generally at
the time of borrowing); and
Accepting gifts of any kind that would encourage or obligate (or be reasonably perceived as obligating) the associate to
give special consideration to the person or company making the gift.
Participation in customary business meals and entertainment is not a violation of this Policy, provided that: (a) it is intended to
promote legitimate business discussions or to foster better business relations with the host; (b) it involves expenditures that
are reasonable and occurs at a frequency that is reasonable under the circumstances; (c) it occurs in settings that are
reasonable and appropriate to the business at hand; and (d) the actual or prospective Company business partner or customer
is present at the meal or event.
Some vendors, particularly those vendors of cosmetics and fragrances, occasionally offer “gratis” or “free” merchandise to our
associates. The following guidelines apply to such Gratis Merchandise:
1.
2.
3.
4.
Gratis Merchandise must never be solicited by Associates.
Gratis Merchandise may not be returned to or exchanged at Saks or any other retailer, or sold privately under any
circumstances.
Gratis Merchandise may only be accepted by: (a) store Associates who are selling the vendor’s line of merchandise; (b)
the Department Managers of eligible store Associates; and (c) with respect to new product launches only, merchants who
are considering placing a purchase order on behalf of the Company for the particular Gratis Merchandise. Acceptance by
any merchant of Gratis Merchandise for new product launches is subject to the prior approval of the DMM. In all cases,
acceptance of Gratis Merchandise must be in full compliance with any and all applicable policies and procedures
established by the Asset Protection Department, as may be modified from time to time.
The Asset Protection policies relating to Gratis Merchandise are available at all store locations and they require, among
other things: (a) that Vendors who desire to distribute Gratis Merchandise at a store must be instructed to leave the
merchandise at the store Asset Protection Package Check Area; and (b) that Vendors who wish to send Gratis
Merchandise to the homes of eligible Associates or to distribute Gratis Merchandise at a seminar must first obtain written
authorization from the relevant Department Manager on forms prescribed by the Asset Protection Department.
CONFIDENTIAL INFORMATION, TRADE SECRETS, AND INTELLECTUAL PROPERTY
Vendors have a duty to not disclose confidential information concerning Saks Incorporated (including records, reports,
processes, plans, methods, and prospective financial information), or to disclose information about the Company’s customers
or other confidential information obtained through the vendor’s relationship with Saks Incorporated.
Any trademarks or patentable or copyrightable subject matter, including computer programs and systems or methods of doing
business, created and which relates to the Saks Incorporated’s business, is intellectual property belonging to the Company
and will be held in the name of the Company. This is true irrespective of where, when and how the work is done. Vendors may
be required to sign a confidentiality agreement and/or receive approval from Saks Incorporated’s legal counsel prior to being
allowed access to confidential information.
ENVIRONMENTAL HEALTH AND SAFETY
Vendors shall comply with all applicable laws and regulations regarding environment, health and safety. Vendors must ensure
that their employees or agents working on behalf of Saks Incorporated or at a Saks Incorporated facility work in a way that
assures their own safety and the safety of others.
COMPLIANCE WITH PRIVACY AND ANTI-MONEY LAUNDERING LAWS
Vendors will comply with all applicable laws and regulations concerning customer privacy, the confidentiality of non-public
personal information and anti-money laundering efforts.
RESOURCES
Vendors have the responsibility to ensure that all employees and agents within their respective organizations comply with this
Code. Any vendor who becomes aware of any action or situation that may violate this Code must report the matter promptly to
the confidential Saks ALERTLINE by calling 1(800) 403-4792 or logging on to www.saksalertline.com, or may contact any of
the following Company individuals:
Mike Brizel, Executive Vice President & General Counsel, (212) 451-3838
Greg Fitting, Vice President, Internal Audit, (212) 451-3962
REVISED 07-14-2014
Page 14
TECHNOLOGY REQUIREMENTS
OUR COMPANY STRATEGY
Saks Fifth Avenue is committed to supporting the Universal Product Code (UPC), Electronic Data Interchange (EDI), and the
GS1 US standards. By implementing these technologies and guidelines, we can expedite our merchandise flow to the selling
floor, better manage our inventories, increase sales, and enhance customer service. This allows us to continue to build a
more successful and mutually profitable partnership with our vendors.
VENDOR PARTNER RESPONSIBILITIES
Here is a summary of our standards. Refer to the appropriate section for more details.
•
Mark all merchandise with quality, industry standard vendor generated UPC or EAN barcode tickets, which includes our
retail price or a Manufacturer’s Suggested Retail Price (MSRP).
•
Provide accurate, updated UPC data via the GXS Catalogue.
•
EDI documents:
•
1.
850 Electronic Purchase Order
2.
Accurate carton level EDI Advanced Ship Notice/Manifest (856)
3.
GS1-128 Shipping Container label related to a valid ASN
4.
997 Functional Acknowledgments
5.
810 Electronic Invoice
6.
Electronic VICS Bill of Lading to our carriers
7.
855 Purchase Order (Vendor Generated) Acknowledgment for vendors who are on replenishment
Collateral such as no cost/no retail, display fixtures, vendor brochures, or cosmetic testers must be:
1.
2.
Assigned and marked with UPC codes unique from the actual product included in your UPC catalog, and all EDI
transactions.
Collateral must be on a separate PO from actual product, packaged separately and clearly marked
“Collateral.”
REVISED 07-14-2014
Page 15
UPC-A OR EAN TICKETING
The foundation of our collaborative vendor partnership is the implementation of the vendor Universal Product Code (UPC).
This provides us with a common language for all communication. The majority of our purchase dollars is spent with vendors
who use UPC. Merchandise not marked with UPC is more costly to process and delays our merchandise flow to the selling
floor.
To obtain UPC, please contact GS1 US at http://www.gs1us.org/get-started/im-new-to-gs1-us.
The following steps will ensure that your company is positioned for successful UPC partnerships with Saks Fifth Avenue.
Mark all your merchandise with a vendor generated, industry standard UPC (UPC-A) or EAN (European Article Number)
barcode. Do not use both. Ensure that your UPC/EAN tickets are accurately affixed to the merchandise.
•
Include our retail or Manufacturer’s Suggested Retail Price (MSRP) on your UPC tickets. (Refer to Ticketing Guidelines.)
Our retail price is included in both our 850 EDI document and our approved “Buyer’s Workmate” computer generated hard
copy.
Saks Fifth Avenue OFF 5TH: Your price ticket must contain a “dual retail,” meaning MSRP or “Market Price” retail
plus the OFF 5TH selling retail communicated by your OFF 5TH buying office. Please see ticket format guidelines for
additional details.
•
Include Product ID (vendor style #) along with color/size (if applicable) on all tickets. Tickets should be printed in English.
•
Create and affix your UPC tickets following the Ticket Placement Guidelines.
•
Assign your UPC numbers at the product ID/color/size level. These numbers should be unique to the merchandise.
Although the industry standard requires a waiting period of 30-months for fashion merchandise and 48-months for nonfashion merchandise, we recommend that you do not reuse UPCs, EANs, or PIDs.
•
Use the NRF Color (3 digit) and Size (5 digit) Codes.
•
Do not use “secondary” barcode formats (I 2/5, 128) on merchandise or ISBN (book numbers) on non-book items.
•
Gifts with purchase (GWP) and purchase with purchase (PWP) must be assigned and ticketed with UPC codes. This
information must be included in your UPC catalog and all EDI transactions.
GXS CATALOGUE
Vendors must provide an accurate UPC or EAN listing via the GXS Catalogue prior to product availability. To
establish an account with GXS Catalogue, please contact at 1(800) 560-4347 or http://www.gxs.com.
•
GXS Catalogue must include UPC/EAN, meaningful product description and ID, selection code, NRF Color,
Size Codes and requested Extended Item Attributes. Please reference Extended Item Attribute Guidelines
located on our website at https://www.saksincorporated.com/vendorrelations/sfaevendors.asp under
“Reference Materials.”
•
Ensure that the specific product ID/color/size on the GXS Catalogue matches the information that is used on
all other materials including the UPC ticket and the merchandise it is affixed to, buyer materials, and shipping
information.
•
UPC catalog data must be configured following the specifications of GS1.
NON-GXS CATALOGUE USERS: You will be required to provide a spreadsheet with accurate UPC and style
information to the appropriate buying office for manual matching. If Saks Fifth Avenue orders more than 100
UPCs/EANs annually from your company, an expense offset fee will be assessed. See Expense Offset Fee
section.
REVISED 07-14-2014
Page 16
ELECTRONIC DATA INTERCHANGE (EDI)
Once a UPC partnership is established, you will be eligible for trading EDI documents with us. EDI is a paperless electronic
transmission system which provides us the opportunity to:
•
Expedite communication between the retailer and vendor at a more detailed (color/size) level
•
Eliminate paper media and manual processing
•
Contain costs by reducing redundant data entry and lowering required weeks of supply
Saks Fifth Avenue has developed our EDI program to conform to industry standards, eliminating the need for you to develop
specialized systems. We follow the GS1 VICS guidelines and expect our trading partners do the same.
EDI is a requirement for doing business with Saks Fifth Avenue. All vendors are expected to comply and to contact
us to start testing. Refer to the Vendor Relations/EDI contact list. EDI mapping specifications are located at
https://www.saksincorporated.com/vendorrelations/sfaevendors.asp under “Master Documents and Announcements.”
Failure to comply will result in an expense offset fee. See Expense Offset Fees section.
SFA INBOUND DOCUMENTS
810
855
856
997
Electronic Invoice
Purchase Order
(Vendor Generated)
Advance Shipment Notice
Functional Acknowledgment
180
850
852
997
Return Merchandise
Authorization
Purchase Order
Product Activity (Sales) Data
Functional Acknowledgment
SFA OUTBOUND DOCUMENTS
NOTE: You are also required to electronically transmit your Bills of Lading to our carriers. Contact our primary authorized
carrier for your zip code to enlist their assistance in answering questions as to the preferred method of electronic transmission.
Failure to provide electronically transmitted carton level detail to FedEx and an electronically transmitted Bill of Lading to our
Consolidators and LTL Carriers will result in a compliance charge.
AUTOMATIC REPLENISHMENT / VENDOR MANAGED INVENTORY
By establishing Automatic Replenishment or vendor managed relationships, we have the opportunity to work together to
maximize both profitability and customer service on replenishable or “basic stock” items.
Replenishment vendors must have the ability to:
•
•
•
•
•
•
•
•
Achieve a 95% or greater fill rate per Purchase Order on all replenishment items. Substitutions, late deliveries, and
back orders are not acceptable.
Adhere to the start ship and cancel dates on the Purchase Order
Meet SFA floor ready requirements
Assist the merchants in resolving out-of-stock and over stock issues
Accept timely, monthly RTVs for damaged and salvaged merchandise in order to keep the on-hand saleable
Maintain the same style number and UPC/EAN season to season
Provide case pack details and shipping minimums per door to the Replenishment and buying offices
Notify the Replenishment and buying offices for:
•
Price changes one month prior and markdowns two months prior to the effective date
•
Changes to UPC/EAN and style information, at least one month in advance
•
Warehouse closings due to inventory, vacation, etc., one month in advance
•
Styles out of stock
REVISED 07-14-2014
Page 17
DISTRIBUTION
Our goal is to utilize available technology to implement efficiencies and improve management within the supply chain while
expediting our merchandise to the selling floor and enhancing our customer service. We believe that this can be
accomplished through cross docking. Our definition of cross docking means shipments are accurate, received 100% floor
ready and moved directly through our distribution facilities without any merchandise preparation.
VENDOR PARTNER RESPONSIBILITIES
Ship all merchandise to Saks Fifth Avenue following all cross docking requirements:
•
A valid purchase order, packed by store location
•
Merchandise is 100% floor ready
•
An accurate 856 carton level Advance Ship Notice/Manifest received prior to shipment with a related, scanable GS1-128
Shipping Container label
•
Follow Transportation Routing and Shipping Instructions, including an Electronic VICS Bill of Lading to our carriers
SHIP DATE: The first day receipts are allowed at the DC or store.
CANCEL DATE: The last day receipts are allowed at the DC or store.
•
Comply with Accounts Payable requirements. See Accounts Payable section
PURCHASE ORDERS
•
There are two types of valid purchase orders:
1.
2.
An EDI document (850 Buyer Generated or 855 Vendor Generated)
A paper document (“Buyer’s Workmate” computer generated or “Vendor copy” system printout) which states “This
order is subject to the Terms and Conditions found on www.saksincorporated.com.”
•
Do not accept verbal commitments, phone orders, or worksheets. If you did not receive a copy of our Terms and
Conditions of Purchase Order, please refer to Terms and Conditions section in this manual. These terms apply to all
purchase orders.
•
Verify all the information on the purchase order document. If details are not accurate, contact the appropriate Buying
Office. Do not ship merchandise until you receive verification that all issues have been resolved by requesting an EDI
retransmission, a hard copy of the actual order, or system screen print that displays the purchase order numbers.
•
Upon receipt of our purchase order, take the time to verify all the information on the document. If the details are not
accurate, contact the appropriate buying office and resolve the issue(s) prior to shipping.
•
If purchase order changes are required, request the buying office to retransmit the EDI order, send you a new vendor
copy, or provide a screen print of the change for your records to ensure the corrections have been made. No hand written
buyer notes, verbal or phone agreements will be honored by SFA Vendor Relations Office.
•
Use the Saks Incorporated Web Tendering system to validate the status and the correct ship window of your purchase
order. See Transportation section.
•
All merchandise must be received pre-distributed and packed by store unless specifically authorized by the buying office.
An expense offset fee may be assessed for failure to follow packing instructions.
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AUTOMATIC RETURNS
Please note that Saks Fifth Avenue reserves the right to refuse, return without vendor return authorization, or assess the
appropriate expense off set fee if:
•
Order is NOT web-tendered and shipped past the purchase order cancellation date (shipments made via our
consolidators must be received by the consolidators no later than the cancellation date of the purchase order).
•
Merchandise does not have a valid purchase order.
•
Merchandise does not meet our purchase order specifications of style, color, size, quantity, and/or quality.
Our policy is to ship all such returns via common carrier, F.O.B. Origin, freight collect. To avoid returns you may validate your
PO via the Web Tendering process. See Transportation section.
FLOOR READY MERCHANDISE
Merchandise is expected to be 100% compliant upon receipt at our distribution centers ready to be placed directly on the
selling floor. Our Floor Ready requirements are:
•
Merchandise must be 100% UPC (UPC-A format), EAN (European Article Number), SKU (Stock Keeping Unit) marked
with industry standard, quality, scanable, tickets.
•
Merchandise must be ticketed with all required information prior to receipt at our distribution facilities or stores. See Ticket
Standards section.
•
All merchandise displayed hanging on our selling floor must be shipped on a SFA approved hanger, packed to prevent
wrinkling in a conveyable carton. See Hanger Standards section.
•
You must have the ability to receive or transmit an EDI purchase order (850 Buyer Generated or 855 Vendor Generated).
•
An accurate 856 Advance Ship Notice/Manifest and GS1-128 Shipping Container label (that is related to a valid ASN
transmission) should be affixed to the outside of the carton for all shipments. See Technology Requirements section.
•
Floor Ready compliance also applies to the following:
•
•
•
•
•
•
•
•
•
GWP (Gift with Purchase)
PWP (Purchase with Purchase)
Collateral
Testers
Container Purchases
Special Purchase Buys
Special Orders
Trunk Shows
Furniture
The purpose of achieving compliance is to expedite our merchandise flow to the selling floor and to enhance customer service.
An expense offset fee will be assessed for all merchandise not in compliance with our Floor Ready standards. See Expense
Offset Charges section.
REVISED 07-14-2014
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FUR LABELING ACT
Saks requires that all fur and faux fur garments and accessories must be labeled with the information set forth by the FTC Fur
Product Labeling Act (“Act”), regardless of the amount or value of the fur in each garment or of the manufacturer’s
selling price.
These labeling requirements extend to all product garments and accessories, in addition to shoes and handbags.
Fur garments and accessories include Men’s, Women’s, and Children’s outerwear, scarves, shawls, gloves, and hats.
In reference to the Act, the label must include, but not be limited to the following information:
•
•
•
•
•
•
•
Animal Name in accordance with the FTC Fur Products Name Guide
Country of Origin for both imported products and imported fur made into products in the US
NOTE: Even if the adjective form of the country name is used with the name, the COO must be stated
separately. (i.e., Name: Australian Opossum COO: Australia)
Fur treatment if fur is pointed, dyed, bleached, or artificially colored. If no treatments apply, it should be labeled
“Natural”
Fur Condition if fur is used or damaged
Fur Composition if fur consists of whole or substantial parts
Textile / Wool contents which make up the product besides fur
For faux fur, products must be labeled with the words “faux fur”
As stipulated in Saks Fifth Avenue’s Purchase Order Terms and Conditions, it is a vendor’s responsibility to learn and follow all
applicable federal and state laws.
Saks reserves the right to keep and assess an offset fee and/or return mislabeled merchandise.
NOTE: As of Fall 2012, Saks no longer accepts products containing Asiatic Raccoon fur sourced from China. However, Saks
will continue to accept products containing Asiatic Raccoon fur sourced from Finland.
Please visit our website at www.saksincorporated.com/vendorrelations for SFA Asiatic Raccoon announcement under “Master
Documents and Announcements.”
BAMBOO LABELING REQUIREMNT
Saks requires all vendors to comply with the rules and regulations set forth by the FTC on textile fiber products identified as
“bamboo”. Unless it can be proven that product is made directly of bamboo fiber, the true fiber content must be disclosed and
labeled correctly with the proper generic name, such as rayon or viscose. Labels such as “rayon made from bamboo” will be
permitted only if bamboo as a cellulose source can be proven.
As of Spring 2010, Saks no longer accepts products labeled with any broad environmental claims related to bamboo content.
Vendor must confirm with Saks Fifth Avenue and provide tests and any substantiation to support the fiber identification.
Additionally, environmental claims must be in compliance with the FTC’s Guide for the Use of Environmental Marketing Claims
(“Green Guides”). Products shall not be labeled as “environmentally friendly” or “eco-friendly” unless it can be proven that all
environmental attributes are fulfilled.
It is the vendor’s responsibility to meet the (FTC) guidelines in addition to all federal and state regulations, including any policy
and/or procedural changes. Please reference the FTC website at http://www.ftc.gov for information on the Textile Fiber
Products Identification Act and the Guide Guides.
Please visit our website at www.saksincorporated.com/vendorrelations for SFA Bamboo Requirements announcement under
“Master Documents and Announcements.”
REVISED 07-14-2014
Page 20
SEWN-IN WOVEN LABELS
The buying office will communicate if SFA sewn-in woven labels are required. It is the vendor’s responsibility to order these
labels and place them on the garments prior to shipment. Any deviation from these instructions will be assessed a fee for extra
handling or administrative expense.
Please visit our website at www.saksincorporated.com/vendorrelations under “Reference Materials” for samples and ordering
information.
It is the vendor’s responsibility to meet the U.S. Federal Trade Commission (FTC) guidelines in addition to all federal and state
regulations. Please reference the FTC website at http://www.ftc.gov for information on the Fiber Content and Care Instruction
and other merchandise labeling requirements.
TRUNK SHOWS
The following are general rules for every Trunk Show:
•
Contact the Store prior to shipment to discuss any special needs/requests.
•
Pre-ticket merchandise with product information (style, color) and Saks Fifth Avenue selling price.
•
Send a courtesy email to the buying office detailing the store and date.
•
Allow Asset Protection to check merchandise into the store prior to show and after the show.
•
Please be prepared to provide an invoice/recap by style, description & cost at the end of the show.
•
Saks Fifth Avenue is not liable for any merchandise left in the store during or after hours unless kept in a SFA safe.
•
Communicate comments/issues/problems with the buying office immediately so that it can be addressed.
SPECIAL ORDERS
The buying office will communicate if an order is a special order and provide an authorization number specifying the
designated store location and timeframe. For additional information, see Direct-To-Door section.
Please indicate the PO number and the name of the customer on your shipping label, bill of lading, and invoice. The outside
of the carton must be labeled “SPECIAL ORDER.”
NOTE: Special Orders are not exempt from Floor Ready and EDI standards.
REVISED 07-14-2014
Page 21
TICKET STANDARDS
Saks requires all merchandise to be pre-ticketed to allow shipments to be moved directly through our distribution facilities
without any merchandise preparation.
Follow Ticket Formats to ensure tickets contain required product information.
•
Mark all your merchandise with a vendor generated UPC (UPC-A), EAN or SKU barcode. Do not use both. Ensure that
the barcode is scanable and complies with industry standards.
•
Include retail or Manufacturer’s Suggested Retail Price (MSRP) which is provided on the EDI-850 document and our
approved “Buyer’s Workmate” computer generated hard copy. No expense offset fee will be assessed if we elect not to
utilize the suggested retail.
•
Retail can be applied by:
1.
Printing directly on the vendor ticket in Zone 6 and/or Zone 7.
2.
Applying a price only sticker to vendor ticket.
•
If you are unable to produce tickets in-house, we suggest contacting an outsource service. A list of outsource services
can be found on our website at http://www.saksincorporated.com/vendorrelations/sfaevendors.asp under “Reference
Materials.”
•
For GXS Catalogue users, ensure product information on ticket matches the information found on the Catalogue.
•
Ensure that your tickets are properly and securely affixed to the merchandise following the Placement Guidelines. Use a
black plastic swift-attach or secure-a-tach. Safety pins or string looped around buttons are not acceptable.
•
Dual ticketing is required for merchandise sold in or out of packaging. If you are unable to double ticket, please provide
“piggy back” (double stick) tickets so we can re-apply them to the item easily
•
For merchandise that will be sold as either a set or individually, please provide both the “each” UPC and the “set” UPC.
Affix the “set” UPC on the outside of the package and the “each” UPC on the individual item.
•
Merchandise sold in two different departments at Saks Fifth Avenue (i.e., sunglasses) must be assigned unique UPC
codes to prevent inventory shortage issues. The UPC catalog must indicate the difference in the PID description.
•
For RFID-EPC Tag requirements, please visit http://www.saksincorporated.com/vendorrelations/sfaevendors.asp.
NOTE: An expense offset fee will be assessed for merchandise not in compliance with our ticketing standards. Please see the
Expense Offset Section.
REVISED 07-14-2014
Page 22
FULL LINE TICKET FORMATS
Ticket format samples must be sent to vendorrelationsny@saksinc.com or mailed to SFA Vendor Relations office. See Contact
List for address.
For RFID-EPC, see RFID Implementation Guide at https://www.saksincorporated.com/vendorrelations/sfaevendors.asp under
“Master Documents.”
HORIZONTAL TICKET
ZONE 3
STYLE
ZONE 4
ZONE 7
ZONE 2
ZONE 5
ZONE 6
COLOR
SIZE
0000000000000
0
12345
67890
STYLE
COLOR
SIZE
MSRP
$250.00
ZONE 1
1
MRSP
$75.00
---------------------0
012346789804546
12345
67890 1
VERTICAL TICKET
⇐
ZONE 1
Merchandise Identification
(PID) Optional Size to Color
code location.
ZONE 2
⇐
Vendor Information
ZONE 3
⇐
UPC Version A Symbol or EAN
Version A Symbol
⇐
Consumer Information
Optional Size to Color code
location
⇐
Size/Dimension
Preferred Size to Color code
location
ZONE 4
ZONE 5
⇐
Space for Retail Price
(1” x 1.25”)
⇐
Manufacturer’s Suggested
Price
Perforated Section
ZONE 6
ZONE 7
STYLE
COLOR
VENDOR LOGO
STYLE
COLOR
SIZE
$125.00
-------------------
MSRP $125.00
VENDOR LOGO
STYLE
COLOR
VENDOR LOGO
STYLE
COLOR
SIZE
2-PIECE
TICKET FORMAT KEY
REQUIRED
OPTIONAL
-------------------
MSRP
REVISED 07-14-2014
$125.00
Sample Two-Piece
Garment Ticket
Page 23
OFF 5TH TICKET FORMATS
Your price ticket must contain dual retail, which is the MSRP (Manufacturer’s Suggested Retail Price), also referred to as
“MARKET PRICE.” The buying office will communicate the OFF 5TH selling retail price. For all questions or concerns, please
contact vendorrelationsny@saksinc.com.
PRODUCT CATEGORY
Women’s and Men’s Apparel, Jewelry and Accessories
Kids, Watches
Beauty, Food, Home & Gift
Men’s Shoes
Women’s Shoes
FORMAT
Dual Retail
Suggested Retail
Selling Retail
Suggested Retail
Dual Retail
DEPT
DEPT
STYLE
COLOR
STYLE
DEPT
MARKET PRICE
$450.00
$199.99
-------------------
COLOR
0000000000
COLOR
SIZE
STYLE
0
12345
DEPT
COLOR
SIZE
STYLE
67890
SIZE
MARKET
PRICE
$250.00
$115.00
DUAL RETAIL TICKETS
1
MARKET PRICE
$75.00
$35.00
-----------------------
MARKET PRICE
012346789804546
67890 1
$450.00
$199.99
0 12345
SUGGESTED RETAILTICKETS
DEPT
DEPT
STYLE
COLOR
STYLE
COLOR
SIZE
$450.00
$200.00
SELLING RETAIL TICKETS
STYLE
012346
COLOR
SIZE
DEPT
78980454
012345678910
STYLE
COLOR
0000000000
0
12345
67890
SIZE
$55.99
DEPT
1
$25.99
REVISED 07-14-2014
Page 24
TICKET PLACEMENT AND RETAIL GUIDE
PRODUCT CATEGORY
Women’s
Jackets, Sweaters, Blouses, Dresses,
Robes, Outerwear
Skirts, Pants, Shorts, Denim
Bras, Lingerie, Panties, Slips
Swimwear
Men’s
Sweaters, Sport Shirts, Polo and Tees,
Robes
Dress Shirt
Jackets, Suits & Coats
Pants, Shorts, Denim, Swimwear
Underwear
Ties
Kids’
Jackets, Sweaters, Blouses, Dresses,
Outerwear
Skirts, Pants, Shorts, Denim
Swimwear
Layette Items
Comforters, Bumpers, Blankets
Toys & Books
TICKET TYPE / PLACEMENT
Swift attached preferably in the neck label or top of left underarm
Swift attached to label or at top left side seam near waistband
Packaged: Self-adhesive gum label on front upper right-hand corner
Not Packaged: Swift attached to label
Swift attached to label or secur-a-tach on the left strap
Swift attached preferably in the neck label or top of left underarm
Swift attached near a button hole of the placket of the shirt or secur-a-tach
through a button hole on the front at the bottom of the folded shirt
Swift attached under left lapel or secure-a-tach through a button hole
Swift attached to label or top left outside seam near waistband
Self-adhesive gum label on front upper right corner
Swift attached to label
Swift attached preferably in neck label or top of left underarm
Swift attached to label or at top left side seam near waistband
Swift attached to label or secur-a-tach on the left strap
Self-adhesive gum label on front upper right corner
Packaged: Self-adhesive gum label on back at bottom
Not Packaged: Swift attached to label or self-adhesive gum label on back
or bottom, preferably adjacent to the UPC code
Accessories
Shoes – OFF 5TH
Socks
Panty Hose, Tights
Luggage, Umbrellas
Industry belt ticket sewn into buckle end of belt or secure-a-tach a hang
ticket with a continuous loop in the hole closest to the buckle
Swift attached through an inside fabric seam/pocket or secure-a-tach with
a continuous loop through zipper where ticket can be tucked or hidden
from view
Packaged: Self-adhesive gum label on back at bottom and rattail label
attached near clasp/closure
Not Packaged: Rattail label attached near clasp/closure
Rattail label attached to right hinge of sunglass arm
Self-adhesive gum label horizontally on front end of box
Self -adhesive gum label on bottom of right shoe, preferably on shoe arch
closest to heel and self-adhesive gum label horizontally on front end of
box at least 2 inches from lid and bottom of box
Self-adhesive gum label
Self-adhesive gum label on front upper right-hand corner of packaging
Secure-a-tach to handle
Beauty
Cosmetics & Fragrances – Full Line
Cosmetics & Fragrances – OFF 5TH
Vendor UPC barcode, preferably on back at bottom
Self-adhesive gum label on bottom back with OFF 5TH selling price only
Belts
Capes, Gloves, Hats, Scarves, Shawls
Handbags, Small Leather Goods
Jewelry, Watches
Sunglasses and Optical
Shoes – Full Line
Home & Gift
Pillows, Throws, Bedding
Barware, Cookware, Dinnerware,
Flatware, Glassware, Home Décor,
Kitchen Accessories, Serveware,
Vases, Frames
Furniture
Food
Holiday, Ornaments
Not Packaged: Swift attached to label
Packaged: Self-adhesive gum label on back at bottom of
individually sold items or sets
Not Packaged: Self-adhesive gum label on back or bottom of
individually sold item including items sold as sets.
Swift attached or secure-a-tach to item. For packaged items, at
bottom of individually sold item
Self-adhesive gum label on back at bottom of packaging
Not Packaged: Swift attached in label, or rattail through hanging
loop
REVISED 07-14-2014
Page 25
HANGER STANDARDS
All merchandise that is to be presented hanging on the selling floor must be shipped with an approved Saks Fifth Avenue
hanger inserted in each garment and flat-packed into conveyable cartons or in a hanger pack. Be sure to reference your EDI850 or hard copy PO for proper hanger / flat instructions. Failure to follow PO instructions will result in an expense offset fee.
See Expense Offset Fee section.
Saks Fifth Avenue no longer considers GOH (Garment on Hanger) shipments an acceptable practice of receiving
merchandise. We do not accept shipments if garments are not packed into conveyable cartons.
For our list of approved hanger suppliers, please visit our website at www.saksincorporated.com/vendorrelations under
“Reference Materials.”
STORE CAPTIVE PROGRAM
Merchandise purchased in a “store captive* department is required to ship on any appropriate hanger to facilitate handling and
stockroom storage. For further instructions please contact Vendor Relations.
Please note that Men’s Full-line & select Women’s Full-line departments are currently store captive. Your buying office will
communicate if you are part of our Store Captive Program.
MEN’S SPECIALTY HANGER PROGRAM
The buying office will communicate if you are a part of the specialty hanger program. Please reference the “SFA New Script
Logo Specialty Black Hanger Approved Outsources” located under Reference Materials at
https://www.saksincorporated.com/vendorrelations/sfaevendors.asp. Only the listed hanger suppliers have been given
authorization to produce our SFA Logo artwork.
Any suppliers that have obtained the SFA Logo artwork through unauthorized sources are illegally counterfeiting our
trademark.
For questions and concerns, please contact Vendor Relations at vendorrelationsny@saksinc.com.
Apparel Type
Hanger Style
Hanger Description
Men’s Script Logo Hanger
Men’s Suits, Sport coats, Coats
Black 17” (1” thick), wood wishbone,
black swivel euro style ball end hook
with black wood bar, white script SFA
logo
Men’s Shirts
Black 17” (1/2” thick), wood
wishbone, black swivel euro style
ball end hook with white script SFA
logo
Men’s Pant Hanger
Black 15” wood with Euro Clips and
script SFA logo
REVISED 07-14-2014
Page 26
APPROVED STANDARD PLASTIC HANGER PROGRAM
Apparel Type
Hanger Style
Hanger Description
Men’s & Women’s Full-Line
Black plastic 17”, matte black finish,
black swivel euro style ball end hook,
black rubber grip
Dress, Jacket, Blouse,
1pc Swimsuit
Pant, Skirt, Standard Suit,
2pc Swimsuit
black swivel euro style ball end hook
, black bar, black plastic clips, black
rubber grip
Outerwear
Black plastic 17” heavyweight, matte
black finish, black swivel euro style
ball end hook
Bras and Panties
Clear plastic foundation hanger
Men’s & Women’s OFF 5TH
Standard Top, Dress, Blouse,
1pc Swimsuit
Standard Suit,
2pc Swimsuit
black swivel euro style ball end hook,
black rubber grip
black swivel euro style ball end
hook, black bar, black plastic clips,
black rubber grip
black swivel hook, black bar, black
plastic clips
Pant, Skirt
Outerwear
Black plastic 17” heavyweight, matte
black finish, black swivel euro style
ball end hook
Bras and Panties
Clear plastic foundation hanger
For the list of approved plastic hanger suppliers, please visit our website at
www.saksincorporated.com/vendorrelations under “Reference Materials.”
REVISED 07-14-2014
Page 27
APPROVED STANDARD PLASTIC HANGER PROGRAM
Apparel Type
Hanger Style
Hanger Description
Children’s Full-line & OFF 5TH
Infant Dress, Top, Outerwear,
1pc Swimsuit
Clear 10” chrome swivel euro
style ball end hook preferred, but
Clear 12” acceptable
Toddler Dress, Top,
Outerwear, 1pc Swimsuit
style ball end hook
Infant/Toddler Suit, Bottom,
2pc Swimsuit
style ball end hook, silver clips
Boys 4-8/Girl's 4-6x Dress,
Top, Outerwear, 1pc Swimsuit
style ball end hook
Boys 4-8/Girl's 4-6x Suit,
Bottom, 2pc Swimsuit
Girls 7-16 Dress, Top,
Outerwear, 1pc Swimsuit
style ball end hook
Girls 7-16 Suit, Bottom, 2pc
Swimsuit
For the list of approved plastic hanger suppliers, please visit our website at
www.saksincorporated.com/vendorrelations under “Reference Materials.”
REVISED 07-14-2014
Page 28
PACKING AND SHIPPING STANDARDS
To expedite your merchandise through our distribution centers, please follow these listed guidelines. Merchandise not shipped
according to these specifications can experience delays in processing and loss of time on the selling floor.
All shipments are to be sent to our Distribution Centers unless the buying office has authorized a Direct-to-Door shipment. For
more information, see Direct-to-Door Shipments section.
•
Shipments must arrive pre-distributed unless the buying office has obtained bulk (post-distributed) approval from Vendor
Relations.
⇒
Pre-distributed: One purchase order, packed by individual store location
⇒
Post-distributed: One purchase order, packed by style/color/size
•
You are encouraged to use recyclable, ecologically safe packing materials to prevent concealed loss or damage during
transit so that it is received in sellable condition. Please do not be excessive with packing materials as it will increase
processing time. For more information, see Wrinkle Prevention section.
•
Concealed damages or shortages without any proof of visible damage or tampering with the package will be charged back
to your company. Buying Office approval is required to replace damaged/missing merchandise.
•
For Dual-DC Ship-To States, see Carrier Matrix in the Corporate Shipping and Routing Guide located on our website at
https://www.saksincorporated.com/vendorrelations/sfaevendors.asp under “Master Documents and Announcements” to
ensure merchandise is shipped to the correct DC location.
WRINKLE PREVENTION
•
Clear Polyethylene (dry cleaning) bags may be used to preserve the integrity of the merchandise.
•
All polybags are required to have the following safety warning. This text should be clearly printed on the bag in a visible
location and be smudge-proof.
WARNING: TO AVOID DANGER OF SUFFOCATION, KEEP THIS PLASTIC BAG AWAY FROM BABIES AND
CHILDREN. DO NOT USE THIS BAG IN CRIBS, BEDS, CARRIAGES, OR PLAYPENS. THIS BAG IS NOT A TOY.
•
Place tissue or cardboard between the layers of merchandise if necessary to prevent crushing and shifting of the
contents. If folded, keep the folds to a minimum. Do not over pack.
•
Strings or Rubber bands may be used to bundle hangers to prevent shifting. Do not use tape or wire.
•
Assist the Freight Carrier by identifying cartons with “Do Not Crush” or “This End Up” if the merchandise inside is easily
crushed or wrinkled.
•
Utilize the appropriate polybag size allowing merchandise to fit comfortably. Polybags must be securely sealed.
•
Position the ticket affixed to the merchandise so it is visible through the polybag.
REVISED 07-14-2014
Page 29
CARTON SPECIFICATIONS AND REQUIREMENTS
•
Merchandise must be packed into conveyable carton and securely sealed.
•
Cartons may be opened for handling by our distribution centers. Ensure merchandise is packaged properly so that cartons
can be resealed.
•
Carton strength must be adequate to prevent crushing or damage during transit.
•
Select a carton that best fits the product. Allow ¼” below the top and 1/8” from the sides. Hangers must fit squarely in the
carton, not at an angle.
•
Carton size minimum/maximum:
Dimension
Length
Width
Height
Weight
•
Minimum
9”
9”
4”
5 lb.
Maximum
36”
24”
30”
70 lb.
For Master Packed Carton Shipments:
•
All inner packages of master packs should be of shippable cardboard.
•
Cartons must be clearly marked “MASTER PACKED.”
•
All cartons inside must be labeled with Store and PO number.
PALLETS
•
Pallet shipments must be pre-distributed.
•
If the carton count per store is insufficient to build a complete pallet, multiple stores may be combined. Segregate the
stores by placing heavy cardboard dividers between them.
•
Each pallet must be labeled with the following information:
1.
Saks Fifth Avenue operating company name/address (i.e., Saks Fifth Avenue, OFF 5TH)
2.
Purchase order number
3.
Department number
4.
Store number and abbreviation
5.
Number of cartons contained within the pallet
NOTE: Vendor will be responsible for any shortages.
REVISED 07-14-2014
Page 30
EDI-ASN SHIPMENTS
An Advance Shipment Notice (ASN) is an electronic packing slip that allows us to upload receipt information directly into our
system and eliminate data entry. Transmitting information electronically helps decrease human error and processing time.
Most importantly, EDI sets the stage that allows merchandise to be cross-docked through our distribution centers to the selling
floor accurately and efficiently.
Saks Fifth Avenue requires all vendors to provide an ASN/Manifest and a related GS1-128 Shipping Container label with all
shipments.
Vendors that are not EDI compliant must follow Non-ASN Shipments guidelines. An expense offset fee will be assessed for all
merchandise not in compliance with our EDI-ASN standards.
EDI-856 ASN: ADVANCE SHIP NOTICE
The EDI-856 must be created following the UCC guidelines with all the required Saks Fifth Avenue segments. See SFA EDI
Mapping Specifications located on our website at https://www.saksincorporated.com/vendorrelations.asp under “Master
Documents and Announcements.”
Our 856 ASN EDI requirement applies to all Direct to Door shipments with the following exceptions:
Merchandise shipped over night or hand delivered to a store the same day as ordered.
Consignment jewelry
Bridal gowns and accessories
Made-to-Measure merchandise where UPC is not available
Leased operations
For additional Direct-to-Door Shipment guidelines, see Direct-to-Door section.
Your ASN must:
•
Be tested and certified by our EDI Offices before going into production. Vendors are required to notify the SFA EDI Office
to begin testing. See contact list.
•
Be transmitted without delay prior to receipt of goods to our distributions center/stores or an expense offset fee will
be assessed for late ASN.
•
Be transmitted accurately. Our Distribution centers consistently conduct audits to ensure that this is being achieved. If
Saks Fifth Avenue identifies vendor errors, an expense offset fee will be assessed. See Vendor Quality Management
section.
•
Be a consolidated VICS 856 Advance Ship Notice/Manifest at the carton level.
•
Be prepared by separate Bills of Lading and by DC location. For small package carrier (FedEx, UPS), a separate ASN is
required for each carton. Be sure to include the tracking number in the REF ‘CN’ segment.
•
Reflect the same BOL number in the REF ‘BM’ segment that is used on the paper or electronic document. An expense
offset fee will be assessed if either the BOL number is missing from an ASN or it does not match the BOL document.
NOTE: In order for EDI vendors to discontinue sending packing slips, you must demonstrate the ability to quickly re-transmit
an ASN upon request and obtain approval from the Vendor Relations Office.
EDI-856 ASN
Specifications
INDUSTRY STANDARDS REFERENCE
GS1 US “VICS EDI Ship Notice / Manifest (856) Guidelines”
Phone: 1(800) 543-8137 Fax: (937) 435-7317
http://www.uc-council.org/ean_ucc_system/education_support/product_catalog.html
If you experience system problems and cannot transmit an ASN on time, please contact the EDI team at
REVISED 07-14-2014
Page 31
GS1-128 SHIPPING CONTAINER LABEL
To maximize the ASN opportunity, we require a related GS1-128 Shipping Container Label on all EDI shipments. The purpose
of the GS1-128 is to connect the physical units of a vendor’s shipment with its electronic information. We do this by scanning
the GS1-128 label and electronically matching it to the information in our ASN file. Once this is accomplished and verified, we
are able to acknowledge the shipment, validate its accuracy, book into our inventory, and send the merchandise directly to our
stores.
For GS1-128 label format approval, email a copy to vendorrelationsny@saksinc.com or mail to SFA Vendor Relations.
Any EDI shipments received without a GS1-128 label will be assessed an expense offset fee.
•
Ensure label is in legible and scanable condition upon arrival to our DC or store locations.
•
GS1-128 labels are not usable unless they are accompanied by a valid EDI-856 ASN. Confirm your GS1-128 label
matches the ASN data.
•
Apply one GS1-128 label per carton. Do not apply the same barcode number to multiple cartons in a shipment.
•
Per GS1 US, a SSCC number should not be used to identify another shipping container for a minimum of 12 months from
the time it is shipped to a trading partner.
•
Affix your GS1-128 Shipping Container Label on the longest side of the carton, not on the front. Ensure the label is
placed upright (not sideways). It should be scanable, at least an ANSI “C” grade. Do not place it on a seam or around
the corners of the carton. If your shipping carton is less than 4” in height (i.e., dress box), wrap the top of the label over
(ensure the UCC/EAN-128 20 digit serialized shipping container code is positioned within band so it is scanable) or affix
it on the top of the box as per our illustration.
•
The SSCC-18 serialized carton code number on any Saks Fifth Avenue GS1-128 carton label must remain unique and
cannot be reused or duplicated for ANY shipment for ANY Saks Fifth Avenue Operating Companies for a period of 12months or an expense offset fee will be assessed. The uniqueness of the SSCC-18 is controlled in the S1-S9 (serialized)
section of the number, which is assigned by each vendor.
•
Do not affix additional 20-digit barcode label in SSCC-18 format other than GS1-128.
•
If your shipping carton is also to be displayed on the selling carton, do not cover the product model number, UPC code, or
any other consumer identification information with the GS1-128 label.
INDUSTRY STANDARDS REFERENCE
GS1 US
“Application Standard for Shipping Container Codes”
1(800) 543-8137
REVISED 07-14-2014
Page 32
GS1-128 SHIPPING LABEL FORMAT
Label format and requirements per GS1 US Guidelines.
Ship From ⇒
(Vendor Name and Address)
ZONE A
ZONE B
⇐ Ship To
(SFA DC / Store Address)
Carrier Routing Barcode ⇒
ZONE C
ZONE D
⇐ Carrier Information
⇐ PO, Dept. Number, Group
Number and Unit Count
ZONE E
ZONE G
Store Barcode ⇒
ZONE H
⇐ Store Number
ZONE I
SSCC-18 ⇒
REQUIRED
OPTIONAL
SAMPLE LABEL
FROM :
Supplier
Street
City, State, Zip Code
SHIP TO POST
(420) 18072
1111111
SHIP TO:
Saks Fifth Avenue
WBDC #075
250 Highland Park Blvd
CARRIER:
1
PO# 0001234567
DEPT: 123
GRP: 23
NOTE:
•
•
•
Saks Fifth Avenue prefers a SSCC-18 (GS1128) label using subset C and printed using 20
Mil. This results in a barcode that is just over
1.25” tall x 3” wide.
The actual label size should be 4” x 6”.
For 4050VICS, group number to be included in
Zone E
FedEx
BOL: 0123456789
QTY: 15
(91) 0001
1111111 1
STORE #0001
(00) 0 01234560000000789
11111111111111111
REVISED 07-14-2014
Page 33
NON-ASN / BULK SHIPMENTS
Vendors that are not EDI compliant must follow packing slip and carton labeling guidelines for Non-ASN / Bulk Shipments. An
expense offset fee may be assessed for all shipments not in compliance with our EDI-ASN standards.
PACKING SLIPS
Packing slips must be prepared by purchase order for each store and must be emailed or faxed in advance to the appropriate
office.
Distribution Center
WILKES BARRE
Contact Information
Phone: (570) 821-6240/6235 Fax: (570) 821-6242
craig_mahmod@lordandtaylor.com
Phone: (909) 390-8843 Fax: (909) 390-8843
Coreen_Mendoza@s5a.com
Ernie_Delgado@s5a.com
ONTARIO
•
Insert packing slips into a removable pouch and securely attach it to one carton per purchase order for each store.
•
Indicate “PACKING SLIP ATTACHED” on all six sides of that carton.
•
For trailer load shipments, attach pouch to the last carton loaded on the trailer.
•
For FedEx/UPS/RPS shipments, a packing slip must be attached to each carton. Do not include packing slips in the
carton count on the Bill of Lading.
•
For all other shipments (non-trailer), place packing lists and a copy of the unsigned Bill of Lading into a removable pouch
and securely attach it to one carton for each purchase order.
SAMPLE PACKING SLIP
Company Name
Street Address
Operating Company
Store # / Abbrev.
Store Address
PO# 1234567
Bill of Lading # 12345
Dept. 1234
BOX #
1
1
2
STYLE
123-A
123-B
123-C
COLOR
WHITE
BLACK
BLUE
SIZE
XS
S
M
TOTAL:
REVISED 07-14-2014
TOTAL
5
10
10
Packing Slips must include the following
information:
•
•
•
•
•
•
•
•
•
Company name / address
Operating company name/address (i.e., Saks
Fifth Avenue, OFF 5TH)
PO number
Dept. number
Bill of Lading number
Store number and abbreviation
Number of cartons per store
Style, color, size details
Total units per store
25
Page 34
CARTON LABELING
Labels should be printed, not handwritten and must contain all required information as follows:
•
•
Pre-distributed shipment required information:
1.
Vendor name/address
2.
Operating company name/address (i.e., Saks Fifth Avenue, OFF 5TH)
3.
4.
Department number
5.
Saks Fifth Avenue designated store number and abbreviation
Post-distributed shipment required information:
1.
Vendor name/address
2.
Operating company name/address (i.e., Saks Fifth Avenue, OFF 5TH)
3.
4.
Department number
5.
Style, color, size details
Ensure all Saks requested information is separated and distinguishable from any additional vendor internal processing
information.
SAMPLE PRE-DISTRIBUTED
SAMPLE POST-DISTRIBUTED
FROM: SUPPLIER NAME
STREET ADDRESS
CITY, STATE, ZIP CODE
FROM: SUPPLIER NAME
STREET ADDRESS
CITY, STATE, ZIP CODE
SAKS OPERATION COMPANY
SAKS OPERATION COMPANY
PO NUMBER
PO NUMBER
DEPT. NUMBER
DEPT. NUMBER
STORE NUMBER / ABBREVIATION
STYLE
COLOR
SIZE
REVISED 07-14-2014
Page 35
LABEL PLACEMENT GUIDELINES
The following carton label placement guidelines apply to all shipments. For questions, please contact
CARTONS 6 INCHES OR MORE IN HEIGHT
Label must fit within this rectangular dimension
1.38 inches
10.62 inches
12.00 inches
TOP
SIDE
LABEL
FOR GS1-128 LABELS, BARCODE MUST BE:
•
Oriented in a “picket fence” format
•
12” maximum height from bottom of carton
•
1.38” minimum height/side from carton bottom
•
Carton “side” is defined as longest side of carton
CONVEYOR
CARTONS LESS THAN 6 INCHES IN HEIGHT
Label must fit within this rectangular dimension
FOR GS1-128 LABELS, BARCODE MUST BE:
•
Oriented in a “ladder” format
•
1” for the edge of carton
•
Alternative: Place label on carton side ensuring SSCC-18 is minimum 1.38”
from carton bottom. Wrap excess over top of carton
•
Do not affix GS1-128 label over the taped seams of the carton
CONVEYOR
REVISED 07-14-2014
Page 36
VENDOR QUALITY MANAGEMENT
SHIPMENT ACCURACY
Vendor Quality Management identifies specific shipment discrepancies and frequency of errors to precisely disclose receipts.
Saks Fifth Avenue conducts accuracy and financial audits on vendor shipments at our distribution centers.
AUDITS
Audits are performed by comparing and verifying the packing slip data or the ASN with the associated GS1-128 label (at store,
style, color, size, quantity level) against the physical units. Audit reports titled ‘Shipment Statement’ and ‘Shipment Summary’
will be communicated to each vendor partner, to increase productivity gains and quality improvements. If shipment
discrepancies are identified during VQM audit process, an expense offset fee will be assessed.
VQM STRATIFICATION
PI (Performance Index) or accuracy of your shipments will be calculated weekly through a stratification process. Subsequent
to this process, your company can be promoted or demoted one PI level or remain at the same level. This evaluation will be
formally communicated to your company quarterly. Saks Fifth Avenue Performance Ranking consists of several levels;
Platinum, Gold Tier, Silver Tier, Bronze Tier, Entry Level and Targeted Level.
Vendors who cannot maintain accuracy level of 98% will be identified as “Target” and will be alerted for audit.
VENDOR TIERS
Shipments Required to
Promote
1
Accuracy %
th
Audit Every N
Shipment
Tier Level
99.9
10
Platinum Tier
2
99.7
7
Gold Tier
3
99.5
5
Silver Tier
4
98.8
3
Bronze Tier
5
98.1
1
Entry Level
For questions and concerns, please contact Karrie Ewing at Karrie_Ewing@s5a.com or (410) 297-5574.
RECEIVED NOT ORDERED
Saks Fifth Avenue purchase orders specify style, color, size of each unit for each store. All vendors are expected to ship
according to the issued and approved purchase order. Units not shipped accordingly to style, color, size and store will be
considered overages and/or substitutions and will be classified as Received-Not-Ordered.
Received Not Ordered negatively impacts the open-to-buy process making it difficult to effectively manage the overall
business. It is important to ship units correctly to ensure best customer service in our stores.
Various circumstances and changes may impact the initial purchase order prior to shipping. Any changes made will be
communicated by the buying office. It is your responsibility to request an EDI-PO retransmission or a hard copy reprint of the
updated purchase order as confirmation of the change.
Please be advised Saks Fifth Avenue reserves the right to refuse or return shipment without vendor authorization.
Saks Fifth Avenue also reserves the right to keep the Received-Not-Ordered units and assess the appropriate
expense offset fee.
PARTIAL SHIPMENTS AND BACK ORDERS
Saks Fifth Avenue accepts partial and back order shipments as long as the purchase order remains approved and is shipped
prior to the Cancel date. Do not substitute any units on any purchase order. If you cannot ship as specified, please
communicate with your buying office.
REVISED 07-14-2014
Page 37
TRANSPORTATION REQUIRMENTS
All merchandise must be distributed, marked, and shipped as indicated on the purchase orders. Only shipments with a valid
purchase order number will be accepted. To avoid refusal/return of shipments, do not uphold any phone orders, verbal
communications or unofficial documents.
If freight cost is covered by Saks Fifth Avenue, shipment must be made “Freight Collect.” If shipments are made contrary to
these instructions, the vendor will be responsible for any loss, damage, or delay claims in addition to all freight costs.
For Port of Entry (POE) shipments, special purchase orders and container shipments, please contact the Transportation Office
for instructions at SFATraffic@saksinc.com.
All orders must adhere to the following Shipping & Routing guidelines.
1.
Package Carrier: 10 cartons, 120 lbs. – use FEDEX Ground.
2.
Consolidators/LTL Carriers: For all shipments that are 11 cartons or more, or 121 lbs. or more, but less than 750
cubic feet and less than 4,000 pounds. See Carrier Matrix for Consolidators or LTL Carriers and geographic
designations.
3.
Volume Shipments: Over 4,000 lbs. or over 750 cubic feet must have authorization. All volume shipments must be
reported to corporate transportation at least three (3) working days prior to planned ship date and at least three (3)
days prior to the cancel date. Loading is the responsibility of the vendor.
4.
Air Shipments: Must have authorization from SFA Transportation. The authorization number and actual invoice value
of the merchandise must be declared on the Air Bill.
5.
Direct-To-Door Shipments: Must have authorization from SFA Transportation. Authorization approval is requested
through our buyer on a ONE TIME basis. Recycling or reusing an authorization number(s) is not allowed. If shipped
without the correct authorization number or merchandise is not received within the approved time frame, it may result
in an expense offset fee.
For additional information, please reference the Shipping & Routing Guide located on our website at
https://www.saksincorporated.com/vendorrelations/sfaevendors.asp under “Master Documents and Announcements.” Failure
to follow shipping and routing standards may result in an expense offset fee.
WEB TENDERING
Web Tendering is a web-based method of routing orders which minimizes dock refusals and non-compliance issues. This is
required for all shipments destined to our distribution centers; it does not apply to any direct-to-door shipments.
Web tendering allows vendors to:
1.
Validate purchase orders prior to shipping
2.
Create and respond to requests for shipment authorization
3.
Receive e-mail routing instruction providing authorization number, carrier, shipping date, etc.
To update addresses, contacts, hour of operation, please contact Transportation at SFATraffic@saksinc.com.
NOTE: This program does not exempt vendors from the following violations:
1.
Unapproved carrier or carrier substitution
2.
Weight, carton count, or cube that varies +/- 10% from your web tender request
3.
Small package shipments tendered via palletized mode
4.
Vendor specific freight term agreement
For Web Tendering Assistance, contact SFA Web Tendering Help Desk at (410) 297-5245 or email
webtendering2@saksinc.com.
REVISED 07-14-2014
Page 38
VENDOR DELIVERED MERCHANDISE
You must call and fax a copy of the signed Bill of Lading to the receiving Distribution Center at least 1 day prior to delivery.
We strongly encourage you to work with a carrier listed in the Carrier Matrix. If your chosen carrier fails to meet our shipping
standards, an expense offset fee will be assessed.
The Carrier Matrix can be found in our Shipping and Routing Guide on our website at
For freight collect shipments, vendors must call the appropriate location to schedule an appointment at least 2 business days
prior to the anticipated delivery date.
BILL OF LADING
We prefer an electronically transmitted Bill of Lading (BOL) for all shipments. Vendors working with an authorized carrier are
responsible for establishing the preferred method of receiving your BOL. Failure to follow our authorized carrier’s preferred
means of receiving Bills of Lading may result in an expense offset fee.
NOTE: A separate BOL must be provided for each shipment and DC.
The carrier Bill of Lading must include the following information:
1.
2.
3.
4.
5.
6.
All purchase order and department numbers
Total number of cartons for each purchase order
Total weight and total cubic feet for each shipment
Merchandise description
Vendor name and shipping address
Authorization number for volume loads
MASTER CONSOLIDATION MANIFEST
A master consolidation manifest must be completed for each shipment to our DC or SFA Freight Consolidator. Provide the
carrier an envelope marked ‘Manifest’ containing the original document along with a copy of the Bill of Lading. On the Bill of
Lading please note ‘See attached Manifest’. Be sure to retain a copy for your records.
A copy of this document must be provided to your SFA Accounts Payable representative upon request to complete proper
research of non-payment issues.
SAMPLE MANIFEST
FROM:
Company Name
Street Address
TO:
SFA Distribution Center
Street Address
VIA:
Freight Carrier
INVOICE #
STORE
ABBREV.
STORE #
PO #
DEPT. #
10000
20000
30000
NY
BH
LV
001
003
045
3210000
123
5
30 LBS
3220000
3230000
123
123
20
15
75 LBS
50 LBS
40 CTNS
155 LBS
TOTAL
REVISED 07-14-2014
# OF
CARTONS
WEIGHT
Page 39
DIRECT-TO- DOOR SHIPMENTS
Shipments requested to be sent directly to the store require a Direct-to-Door Authorization Number which will be obtained from
the Transportation department by the buying office.
NOTE: Only Special Orders shipped directly to New York Store #001 do not require an authorization number.
•
•
•
•
•
Shipments must be received by the designated store within the authorized date.
A DTD authorization number is only valid per PO, on a ONE TIME shipment basis. Do not reuse an authorization
number.
The vendor is required to display the authorization number and the effective date on the invoice, packing lists, carton
labels and bill of lading.
Unauthorized Direct-To-Door shipments and/or failure to follow proper store receiving process will result in an
expense offset fee.
SFA is unable to accommodate:
a. A 50/50 split agreement for freight charges incurred
b. A reimbursement of the difference in ground vs. air charges
For questions, contact (410) 297-4488 or directtodoorSFAE@saksinc.com.
AUTHORIZATION CHART
AUTHORIZATION
REQUIREMENT
FedEx Standard
Overnight
FedEx
2 Day
FedEx Ground
Type of Purchase Order or
Merchandise
Afternoon
Next Business
Day
Afternoon
2nd Business
Day
1-5 Business
Days
Special Order
A
A
N
N/A
N
Fine Jewelry
Note: USPS registered mail
preferred due to insurance
coverage
A
A
N/A
A
N
Fashion Jewelry
Consignment Jewelry
A
A
A
N/A
N
Perishable Food
A
N
N
N/A
N
Foreign Supplier Shipment
A
A
A
N/A
A
USPS
Vendor Pays
Freight
Registered Mail Vendor's Choice
A = Authorization Required
N = Authorization Not Required
N/A = Not Applicable
REVISED 07-14-2014
Page 40
ACCOUNTS PAYABLE
Saks Fifth Avenue is committed to efficiently process payment for all invoices. Non-compliance with our invoicing standards
may cause processing delays.
Payment Terms are upon receipt of merchandise or invoice, whichever is later. Due dates will be extended without the loss of
th
discount until the invoice is received. Merchandise received on or after the 25 of the month will be paid as though received
on the first of the following month. Additionally, merchandise which is shipped early, if accepted, will have the payment due
date calculated from the “Start Ship Date” on the purchase order.
Failure to follow invoicing instructions may result in an expense offset fee. These fees are determined if additional measures
are required to be taken by the Accounts Payable department.
VENDOR SETUP
The Buying Office will provide a copy of the setup documents and will work with the vendor to ensure the proper payment
terms are negotiated.
The following documentation is required by Accounts Payable to complete your setup request:
1.
2.
3.
Completed setup and maintenance form
Blank copy of invoice
Copy of Customs Bond (For goods are manufactured overseas)
DOMESTIC SUPPLIER
Saks Fifth Avenue can only purchase from a company with Landed Duty Paid (LDP) terms of sale. All requirements listed
below must be met in order to be set up as a domestic supplier.
1.
2.
3.
4.
5.
6.
7.
A physical presence and Employer Identification/Tax ID Number (EIN) in the U.S
Invoices for all shipments must be in English, in U.S. dollars with a U.S. remittance address
Receive payment by check in U.S. dollars, mailed by post to physical U.S. address
Handle all billing inquiries and payment issues through a U.S. office in English
Have a physical “Return To Vendor” address within the United States.
Fully comply with the Domestic Shipping Instructions as Indicated in the SFA Vendor Standards Manual.
•
PO Terms and Conditions
•
Business Practice Standards
•
Packing and Shipping
•
Routing and Transportation
For imported products, if you or a related entity is the importer of record, please provide the following details:
•
Name of Customs Broker
•
Copy of Customs Bond
•
Fish & Wildlife Certificate (if applicable)
•
Any additional relevant government licenses (i.e., food and drug)
The foreign source's invoice must identify the supplier as the buyer and the transportation documents must name the domestic
vendor as the consignee. Do not indicate Saks Fifth Avenue as the consignee or the notify party on any customs entry
documents. The supplier is the responsible party that initiates the international transaction and is entirely responsible for
customs clearance.
NOTE: If you do not apply as a domestic supplier, the buying office will instruct you to work with the International Compliance
Team.
REVISED 07-14-2014
Page 41
EDI 810 ELECTRONIC INVOICES
Prior to transmitting any 810 electronic invoices, you must be tested and certified by our SFA EDI Office. Once you have been
approved to transmit EDI-810 Invoices, discontinue mailing paper invoices or an expense offset fee will be assessed, unless
specifically request by SFA Accounts Payable.
•
•
•
•
•
•
•
Mapping specifications are located on our website at
An offset fee will be assessed for any invoice transmissions other than VICS 4010 version.
Saks requires one invoice for each shipment, by store per PO.
Ensure invoices are accurate, do not include information on merchandise that is back ordered or not shipped. Any
incorrect information will result in an expense offset fee.
Invoices must be transmitted to the correct Saks Fifth Avenue mailbox.
Do not recycle invoice numbers.
If EDI invoices fail our edits, corrected invoices must be submitted in order to receive payment.
Do not retransmit invoices unless instructed to do so by EDI Department or Accounts Payable.
PAPER INVOICE REQUIREMENTS (NON-EDI)
Saks requires one invoice for each shipment, by store per PO. Do not send invoices with merchandise shipments. Invoices
included with shipments will not be sent to Accounts Payable for processing.
Invoices must be mailed to:
Corporate Accounts Payable/Saks Fifth Avenue
Attn: Invoice Entry Department
P.O. Box 20040
Jackson, MS 39289-0040
NOTE: For Consignment Billing, please send invoices in attention to the Consignment Department.
•
•
•
•
Send only one original invoice. Do not recycle invoice numbers. No handwritten changes or carbon copies are
acceptable. Send all paper invoices in a single envelope. To avoid an expense offset fee, group your documents by PO
and invoice date.
Each invoice must contain:
1. Vendor name and remittance address
2. Saks 5-digit vendor number
3. Operating company name/address (i.e., Saks Fifth Avenue, OFF 5TH)
4. Purchase order number (one PO # per invoice)
5. Department number (3 digit)
6. Invoice date (Ship Date) NOTE: Post-dated invoices will not be accepted.
7. Payment terms
8. Unique numeric invoice number (10-digit max). For multi-page invoice, include invoice and page number on each
page. Do not staple multi-page invoices.
9. Store name and number of selling location
10. Carton count
11. Total cost and units per style number, as on the purchase order. Units must be in eaches (the selling unit), not
dozens or sets.
12. Total merchandise cost in U.S. dollars. (List on last page of a multi-page invoice.)
13. Total units invoiced. Units must be in eaches, not dozens or sets.
All perforations must be removed prior to mailing.
Invoices must only contain merchandise as detailed on the Saks Fifth Avenue purchase order. Do not include any other
charges.
Saks Fifth Avenue will not pay freight charges invoiced by vendors. Freight charges added to merchandise invoices will
result in an expense offset fee. Vendor invoices for freight charges will be disregarded.
We will not pay for additional charges (insurance, hangers, ticketing, special order, handling or rush fees, etc.) that appear
on a merchandise invoice. If Saks Fifth Avenue has agreed to pay for any charges related to your order, they must be
invoiced separately and sent to the appropriate contact with a copy of the agreement.
REVISED 07-14-2014
Page 42
PAYMENT TO DOMESTIC VENDORS
Payments are issued once a week. There are no exceptions to this issuance process. All checks are dated with a
Wednesday date. All invoices posted to the vendor’s trial balance as of the previous Friday and are due through the date of
the check, will be included on the vendor’s check.
All checks and related documents are delivered to the United States Postal Service on Wednesday afternoon.
The following documents will be provided:
•
•
•
A check in US dollars made payable to the vendor or factor
A remittance advice listing all invoices being paid and other items
Debit Memo/Chargeback documentation for reasons of expense offset fee (if applicable)
The remittance advice will display the following information:
•
•
•
•
•
•
•
•
•
•
•
•
•
Check number
Check date
Pay to number
Pay to name
Vendor number
Operating division (006-SFA; 007-OFF 5TH)
Merchandise department number
Document number (including type, see type below)
Document date
Gross amount
Discount amount
Net amount
Grand total
The Debit Memo/Chargeback document will display the following information:
•
•
•
•
•
•
•
•
Vendor number
Vendor name
Check number
Check date
Debit Memo/Chargeback number
Chargeback date
Amount
Violation Code/Description and any additional details
PROOF OF DELIVERY (POD) REQUESTS ON UNPAID INVOICES
To request payment on an unpaid invoice, the vendor must mail the proof of delivery along with the corresponding invoices to:
Corporate Accounts Payable/Saks Fifth Avenue
Attn: Vendor Correspondence
P.O. Box 20040
Jackson, MS 39289-0040
A valid POD is a freight bill stamped and signed by an authorized Saks Fifth Avenue representative at the designated
shipment location and a copy of the Master Consolidated Manifest. We will only accept a BOL as a valid form of POD if
merchandise was shipped and signed by an approved SFA consolidator.
The freight bill or Bill of Lading must include:
1.
2.
3.
Carton count (if multiple orders, provide carton count by purchase order)
Operating company name/address (i.e., Saks Fifth Avenue, Saks OFF 5TH)
REVISED 07-14-2014
Page 43
VENDOR PORTAL
Vendor are required to utilize the Vendor Portal for inquires on payment information and chargeback details. The portal is
located on our website https://www.saksincorporated.com/vendorrelations. Failure to use the VMS for payment inquiries will
result in a $100 processing fee.
To set up for access, please contact Accounts Payable at vp.admin@hbc.com.
CHARGEBACK DISPUTES
•
Chargeback disputes should be communicated in a timely manner upon receipt of payment, not accumulated for
quarterly, seasonal, or annual settlements. The exception to this rule is RTV’s and shortage chargebacks, which should
be disputed within 7 months in the event a claim with the carrier needs to be filed.
•
Accounts Payable – within 30 days
•
Transportation – within 90 days
•
Vendor Compliance – within 6 months
•
All chargeback inquiries should be made in writing, either by fax or e-mail with the following information:
1.
2.
3.
4.
•
•
•
•
Debit Memo/Chargeback number(s) and Reason Code(s)
Reason for dispute
Check number
Point of contact: e-mail address, phone number, and address
If payment delay was caused by vendor, repayment request of unearned discount will be denied. (i.e., invoices sent to an
incorrect address, merchandise did not agree with the purchase order, or the account is in debit balance).
Trade discounts will not be refunded regardless of when an invoice is paid.
A cost difference is when the invoice cost is greater than the purchase order cost. It is our policy to pay for merchandise at
the lower price than what is indicated on the purchase order or invoice. Please verify all information on the purchase order
prior to shipping.
For Accounts Payable inquiries made after six months, an expense offset fee of $30 per achieved claim may be
assessed.
Your chargeback is identified by the two alpha characters or reason codes that follow your ten-digit document number.
VIOLATION
CODE
DESCRIPTION
CONTACT
AC
Advertising Allowance, Demo Allowance & Contest charge
Accounts Payable
AP
Advertising Allowance, Demo Allowance & Contest reversal
Accounts Payable
CC
Cost Differences, Shortages and Clothing Allowance charge
Accounts Payable
CP
Cost Differences, Shortages and Clothing Allowance reimbursement
Accounts Payable
MC
Markdown Allowance or Cost Allowance charge
Accounts Payable
MP
Markdown Allowance or Cost Allowance reversal
Accounts Payable
PC
Apply a dollar hold on the account, post audit findings
Accounts Payable
PP
Release a dollar hold, post audit reversals
Accounts Payable
RC
Return of merchandise charge, concealed shortage in the store
Accounts Payable
RP
SI
Return of merchandise reversal, reversal of a concealed shortage
Standard Invoice
Accounts Payable
Transportation
TC
Transportation charge
Transportation
TP
Transportation reimbursement
Transportation
VC
Vendor Relations/Compliance charge
Vendor Relations
VP
Vendor Relations/Compliance reimbursement
Vendor Relations
VV
Standard Invoice violation
Accounts Payable
REVISED 07-14-2014
Page 44
VENDOR INFORMATION UPDATES
To prevent any payment process delays, notify us of any changes (i.e., address updates, company status changes). Be sure
to include the following information in your communication:
1.
2.
3.
4.
5.
6.
7.
Operating company (Saks Fifth Avenue, Saks OFF 5TH)
Your company name and vendor number
Old company address and new company address (if applicable)
Previous parent company name and new parent company name (if applicable)
State reason for update (i.e., move, merger)
Effective date of change
Point of contact: email address, phone numbers
REVISED 07-14-2014
Page 45
EXPENSE OFFSET FEES
FLOOR READY VIOLATIONS
CODE
VIOLATION / DESCRIPTION
321
No UPC / EAN tickets on goods
323
Wrong UPC tickets
324
Wrong retail price on ticket
325
Wrong ticket placement
327
UPC non-scanable barcode
328
Other ticket problems
329
Not approved hanger / eCommerce on hanger
330
No ASN / Not EDI compliant
331
Unusable GS1-128 label
332
No retail price on UPC/EAN tickets
332
GS1-128 label located incorrectly
335
GS1-128 number reused within a year
336
UPC not on GXS Catalogue or manually corrected
337
Merchandise received different from photo sample
338
Unusable ASN
343
No GS1-128 label
352
Late ASN
379
No / Wrong BOL on ASN
429
Shipped without hangers inserted
PACKING VIOLATIONS
390
More than one PO in carton
492
No / Wrong PO marked on cartons
493
No / Wrong store marked on cartons
PACKING SLIP VIOLATIONS – For non-ASN shipments
341
Packing slip not on carton
342
No packing slip or Unusable Packing Slip
UNAUTHORIZED CHANGES TO SHIPMENT
Late Shipment
362
PO cancelled
363
Received Not Ordered Handling Fee
469
Received Not Ordered
725
AUDIT VIOLATION
Audit Variance (VQM)
369
SHIPPING VIOLATIONS
381
Cartons per PO# not detailed on BOL
382
No or Wrong PO# on BOL
Direct to Door Unauthorized Shipment / Failure to Follow Proper
358
Receiving Process
906
Unapproved Carrier Substitution
920
Exceeds Package Carrier Carton Limit
921
Exceeds Package Carrier Weight Limit
930
Failure to Follow Routing Instructions
930
Unauthorized Accessorial Charge
REVISED 07-14-2014
OFFSET FEE
$25 per shipment plus .10 per unit
$25 per shipment plus .39 per item
$10 per carton
$10 per carton
$5 per carton
$500 per shipment
$5 per UPC
$900 per photo
$10 per carton
$10 per carton
$5 per carton
$150 per PO shipment
$25 per shipment plus .39 per item
$5 per carton or $150 minimum
$25 per incident
½ cost price of goods per incident
$25 per PO shipment
$60 plus full freight charges
$60 per incident plus $25 handling fee
Page 46
ACCOUNTS PAYABLE VIOLATIONS
VIOLATION / DESCRIPTION
Unreadable document
EDI-810 electronic invoice not provided or is unusable. (For EDI vendors only)
Continuing to mail paper invoices after conversion to 810 electronic invoicing
Duplicate or recycled 810 or paper invoices sent
Incorrect or missing segment value on 810 invoice
Freight, handling or other miscellaneous charges on invoice, 810 or paper
invoices
Invoice Formatting
OFFSET FEE
$25 per invoice / $150 cap per event
Missing or Wrong:
•
Vendor name, your Saks 5-digit vendor number, and remit to address
•
Invoice date
•
Payment terms
•
•
Department number
•
3 digit store number and/or 2 character store alpha code
•
Cost per unit and extended cost per style (unit as detailed on PO)
•
Total units invoiced (unit as detailed on PO)
•
Total cost of invoice in U.S. dollars
•
Invoiced carton count
REVISED 07-14-2014
Page 47
FULL LINE STORE LISTING
STORE #
001
003
004
008
010
018
020
021
023
024
026
028
029
030
031
032
034
036
037
038
039
041
043
045
046
049
056
057
069
072
074
078
089
090
092
094
101
102
173
194
202
207
212
254
613
635
667
671
673
674
675
679
689
STORE NAME
New York
Beverly Hills
Tysons II
New Orleans
North Palm Beach
Cincinnati
Chicago
Tulsa
Chevy Chase
Boca Raton
Phoenix
Troy
Atlanta
Boston
Bala Cynwyd
Dadeland
Houston Galleria
South Coast Plaza
Bal Harbour
Bergen County
Frontenac
Beachwood
Palm Beach
Las Vegas
San Francisco
Dallas
Stamford
San Antonio
Naples
Greenwich
Sell Off East
Short Hills
Orlando
Sarasota
Fort Meyers
Sell Off West
New York Off Site
NY Bridal Reserved Pool
Stock
Pool Stock East
Pool Stock West
Austin
Santa Barbara
Palm Desert
Walt Whitman
Birmingham
South Orange County
Highland Park
Stony Point
Raleigh
Chevy Chase Men’s Store
Columbus
Keystone FSH
Saks Direct
ABBREVIATION
NY
BH
TY
NO
NP
CN
CG
TL
CC
BR
PX
TR
AT
BN
BC
DA
HO
SC
BA
BY
FR
BW
PL
LV
SN
DL
ST
SA
NS
GW
SO
SL
OF
SR
FF
SW
LS
BP
PB
OW
AU
SB
PA
WW
BI
OA
HK
RI
RA
CV
CO
IP
SK
ADDRESS
7 East 49th Street, New York, NY 10022
9600 Wilshire Boulevard, Beverly Hills, CA 90212
2051 International Dr., McLean, VA 22102
301 Canal St, New Orleans, LA 70130
3109 PGA Blvd, Palm Beach Gardens, FL 33410
101 W. Fifth Street Cincinnati, OH 45202
700 N. Michigan Ave, Chicago, IL 60611
1780 Utica Square, Tulsa, OK 74114
5555 Wisconsin Ave, Chevy Chase, MD 20815
5820 Glades Road, Boca Raton, FL 33431
2446 East Camelback Rd, Phoenix, AZ 85016
2901 West Big Beaver Rd, Troy, MI 48084
3440 Peachtree Rd, Atlanta, GA 30326
Prudential Center, Boston, MA 02199
2 Bala Plaza, Bala Cynwyd, PA 19004
7687 North Kendall Dr, Miami, FL 33156
5115 Westheimer Rd, Houston, TX 77056
3333 Bristol St, Costa Mesa, CA 92626
9700 Collins Ave, Bal Harbour, FL 33154
380 Hackensack Ave, Hackensack, NJ 07601
1 Plaza Frontenac, Frontenac, MO 63131
26100 Cedar Rd, Beachwood, OH 44122
172 Worth Ave, Palm Beach, FL 33480
3200 Las Vegas Blvd South, Las Vegas, NV 89109
384 Post St, San Francisco, CA 94108
13550 Dallas Pkwy, Dallas, TX 75240
140 Atlantic St, Stamford, CT 06901
650 North Star Mall, San Antonio, TX 78216
5395 Tamiami Trail North, Naples, FL 34108
205 Greenwich Ave, Greenwich, CT 06830
250 Highland Park Blvd., Wilkes Barre, PA 18702
1200 Morris Turnpike, Short Hills, NJ 07078
8001 South Orange Blossom Blvd, Orlando, FL 32809
3501 South Tamiani Trail, Sarasota, FL 34239
13499 Us Hwy 41 Southeast, Fort Meyers, FL 33907
4652 Guasti Rd, Ontario, CA 91761
250 Highland Park Blvd., Wilkes Barre, PA
9722 Great Hills Trail, Austin, TX 78759
1001 State Street, Santa Barbara, CA 93101
73555 El Paseo Road, Palm Desert, CA 92260
230 Walt Whitman Road, Huntington, NY 11746
129 Summit Blvd, Birmingham, AL 35253
500 Mission Viejo Mall, Mission Viejo CA, 92691
1849 Green Bay Rd., Highland Park, IL 60035
9214 Stony Point Pkwy, Richmond, VA 23235
7700 Old Wake Forest Road, Raleigh, NC 27616
5300 Wisconsin Ave NW, Washington DC 20015
1500 Polaris Pkwy, Columbus, OH 43240
8725 Keystone Crossing, Indianapolis, IN 46240
1 Walden Books Drive, La Vergne, TN 37086
NOTE: For stores in blue, see the Carrier Matrix located in the Shipping & Routing Guide available on our website at
REVISED 07-14-2014
Page 48
OFF 5TH STORE LISTING
STORE #
007
012
025
027
033
050
051
052
054
055
059
060
062
064
066
067
071
073
076
080
081
082
083
088
093
096
097
098
193
273
281
282
292
301
305
306
308
309
310
311
312
383
714
715
716
717
718
719
720
722
723
724
STORE NAME
Cabazon O5
Bergen O5
Ellenton O5
Woodfield O5
Sawgrass O5
Waikele O5
Gurnee O5
Petaluma O5
Camarillo O5
ABBREVIATION
CZ
BM
EF
WI
SG
HC
GM
PV
CF
Potomac O5
Franklin O5
Tucson O5
Dawsonville O5
Raleigh O5
Folsom O5
Niagara O5
Sugarland 05
Locker Stock East
Westbury O5
San Marcos O5
Orlando O5
Minneapolis O5
Milpitas O5
Aurora O5
Las Vegas O5
Clinton O5
Riverhead O5
Ontario O5
Locker Stock West
Hold & Flow O5
New Store Staging O5
San Diego O5
Grapevine O5
Wrentham O5
Tempe O5
Woodbury O5
Leesburg O5
Auburn O5
Anaheim O5
Aventura O5
Elizabeth O5
Concord O5
Katy O5
Dolphin O5
North Atlanta O5
Opry O5
Arundel O5
Naples O5
Cincinnati O5
PO
FM
TA
DG
RN
FO
NC
SQ
PK
WB
SM
OC
IC
MO
AF
LN
CT
RH
ON
OL
HF
ND
NG
NM
SD
GV
WM
TP
WO
LB
AB
AN
NF
AV
EN
CM
KM
DP
NL
OS
AM
NA
CI
ADDRESS
48400 Seminole Rd, Space 306, Cabazon, CA 92230
120 Bergen Town Center, Paramus, NJ 07652
5461 Factory Shops Blvd, Ste 800, Ellenton, FL 34222
1430 East Golf Rd, Bldg C, Schaumburg, IL 60173
12801 West Sunrise Blvd #445, Sunrise, FL 33323
94-800 Lumiaina St, Waipahu, HI 96797
6170 West Grand Ave, Ste 543, Gurnee Mills, IL 60031
2200 Petaluma Blvd North, Petaluma, CA 94952
520 East Ventura Blvd, Ste. 1400, Camarillo, CA 93010
2700 Potomac Mills Cir, Ste 207, Prince William, VA
22192
1618 Franklin Mills Ct, Ste 1455, Philadelphia, PA 19154
7401 North Lacholla Blvd, Space A91, Tucson, AZ 85741
800 Highway 400 South, Ste 185, Dawsonville, GA 30534
1001 Airport Blvd, Space 100, Morrisville, NC 27560
13000 Folsom Blvd #309, Folsom, CA 95630
1892 Military Rd, Niagara Falls, NY 14304
2745-C Town Center Blvd, Sugar Land, TX 77479
1070 Old Country Road, Garden City, NY 11530
3943 IH35 South, San Marcos, TX 78666
4951 International Drive, Suite 1B.A, Orlando, FL 32819
655 Nicollet Mall, Minneapolis, MN 55402
1330 Great Mall Dr, Anchor J, Milpitas, CA 95305
549 South Chillicothe Rd, Aurora, OH 44202
7680 Las Vegas Blvd South, Box 1, Las Vegas, NV 89123
20 Killingworth Turnpike, Clinton, CT 06413
701 Tangers Drive, Riverhead, NY 11901
4490 Mills Circle, Anchor L, Ontario, CA 91764
1750 Camino del Reina, San Diego, CA 92108
3000 Grapevine Mills Pkwy, Grapevine, TX 76051
1048 South St, Ste A200, Wrentham, MA 02093
500 Arizona Mills Road, Tempe, AZ 85283
Grapeville Court, Suite 850, Central Valley, NY 10917
241 Ft. Evan Road NE, Leesburg VA 20176
4700 Baldwin Avenue, Auburn Hills, MI 48326
20 City Blvd West Building B, Orange, CA 92868
18701 Biscayne Blvd, Aventura, FL 33180
651 Kapkowski Rd, Elizabeth, NJ 07201
8281 Concord Mills Blvd, Concord NC 28027
5000 Katy Mills Circle, Katy, TX 77494
11201 NW 12th Street, Suite J100, Miami, FL 33172
915 Ridgewalk Pkwy #800, Woodstock, GA 30188
247 Opryland Drive, Nashville, TN 37214
7000 Arundel Mills Circle, Hanover, MD 21076
10801 Corkscrew Road, Ste. 353, Estero, FL 33928
1047 Forest Fair Drive, Cincinnati, OH 45240
REVISED 07-14-2014
Page 49
STORE #
726
729
STORE NAME
Atlanta O5
Golden O5
ABBREVIATION
AL
GO
731
732
Destin O5
Hilton Head O5
DE
HD
734
735
736
737
738
739
741
742
743
744
753
Deer Park O5
Palm Beach O5
Mercedes O5
St. Augustine O5
Dallas O5
San Antonio O5
Gilroy
Cincinnati
Oklahoma City O5
Merrimack 05
St. Louis O5
DK
PB
ME
AS
DT
SX
GI
CD
OH
MR
SS
756
757
761
763
765
769
770
774
777
780
781
782
783
784
786
785
787
789
807
808
809
810
811
812
813
814
Rosemont O5
Syracuse 05
Jackson O5
Phoenix O5
Grand Prairie O5
Livermore
Vineland O5
Mebane O5
Cypress O5
Northbrook O5
Pittsburgh O5
Portland O5
New Store Staging- O5
Charleston - 05
Kansas City O5
Hilton Head O5
SSC-Jackson
OFF 5TH DIRECT
Boston O5
Charlotte O5
Columbus O5
Eagan O5
Louisville O5
Milwaukee O5
North San Diego O5
Costa Mesa O5
RS
SY
JM
PZ
GR
LM
VF
MA
CS
NB
PI
PR
NS
CB
KK
HI
JK
OD
BT
CE
CU
EM
LK
MW
NR
CJ
ADDRESS
5900 Sugarloaf PKWY 269, Lawrenceville, GA 30043
14500 W. Colfax Ave. #161, Lakewood, CO 80401
10406 Emerald Coast Pkwy W., St. 84A-G, Destin, FL
32550
24 Shelter Cove Lane, Hilton Head Island, SC 29928
The Arches at Deer Park; 455 Commack Rd, Suite 1250,
Deer Park, NY 11729
1801 Palm Beach Lks #W413, Palm Beach, FL 33401
5001 E Expressway 83, Mercedes, TX 78570
494 Prime Outlet Blvd, St. Augustine, FL 32084
8040 PARK LANE, DALLAS, TX 75231
5819 Worth Parkway, San Antonio, TX 78257
681 Leavesley Road, Gilroy, CA 95020
301 Premium Outlet Drive, Monroe, OH 45050
7650 W. Reno Avenue, H-800, Oklahoma City, OK 73127
80 Premium Outlet Blvd., Merrimack, NH 03054
18501 Outlet Blvd, Space #306, Chesterfield, MO 63005
5220 Fashion Outlets Way Suite #1295, Rosemont IL
60018
306 Hiawatha Blvd, Syracuse, NY 13290
200 Bass Pro Drive, Suite 320, Pearl, MS 39208
4976 Premium Outlet Way #100,Chandler, AZ 85226
2950 W. I-20, Suite 125, Grand Prairie, TX 75052
3310 Paragon Outlet Blvd., Livermore, CA 94511
8215 Vineland Ave, Suite 190, Orlando, FL 32821
4000 Arrowhead Blvd., #380, Mebane, NC 27302
29300 Hempstead Rd #1301, Cypress, TX 77433
127-A Skokie Blvd, Northbrook, IL 60062
2200 Tanger Blvd #450, Washington, PA 15301
7485 S.W. Bridgeport Road, Tigard, OR 97224
4840 Tanger Outlet, #500, North Charleston, SC 29418
1843 Village West Pkwy Kansas City, KS 66111
1260 Ford Island Road, Bluffton, SC 29910
3455 Highway 80 West, Jackson, MS 39209
One Walden Books Drive, Lavergne, TN 37086
300 Canal Street, Somerville, MA 02145
5404 New Fashion Way, Charlotte, NC 28278
3940 Stelzer Rd, Columbus, OH 43219
3885 Eagan Out Pky 1100, Eagan, MN 55122
1155 Buck Creek Rd #400, Simpsonville, KY 40067
11500 Burleigh St #170, Wauwatosa, WI 53222
11940B Carmel Mt Rd 102, San Diego, CA 92128
901 S Coast Dr., Costa Mesa, CA 92626
REVISED 07-14-2014
Page 50
DISTRIBUTION CENTERS
FULL LINE AND OFF 5TH STORES
Distribution Center
Abbreviation
Location #
Address
Contact Information
Wilkes Barre
WBDC
075
250 Highland Park Blvd.
Performance Team
West / Gail Triangle
GLTR
091
P: (615) 995-8803
F: TBD
Ontario Fashion
OFDC
091
4652A Guasti Road
Ontario, CA 91761
P: (909) 390-8827
F: (909) 390-8843
P: (570) 821-6240/6235
F: (570) 821-6242
For shipping and routing information, see the Carrier Matrix located in the Shipping & Routing Guide available on our website
at https://www.saksincorporated.com/vendorrelations/sfaevendors.asp under “Master Documents and Announcements.”
NOTE: As of January 20, 2014, all merchandise intended for HRDC must be sent to Wilkes Barre Distribution.
Effective June 19, 2014, all shipments intended for OFDC must be routed to our new distribution center:
Performance Team / Gale Triangle
Saks Fifth Avenue DC#091
For more details, please refer to the Important Announcement posted to https://www.saksincorporated.com.
REVISED 07-14-2014
Page 51
OVERVIEW OF PAST REVISIONS
JUNE 19, 2014
SECTION
PAGE
DESCRIPTION
Contact List
6
Vendor Relations Contact List - new phone numbers and location
Ticket Placement
Carton Specifications and
Requirements
25
OFF 5TH Shoe ticket placement
30
Carton size / dimensions
49
New Staging Store #292
JUNE 6, 2014
SECTION
PAGE
DESCRIPTION
Transportation Receiving Contact
7
New contact for GLTR West Coast DC
EDI Outbound Documents
17
New Transaction – EDI 180 Return Merchandise Authorization
Full Line Ticket
23
Reference to RFID Implementation Guide for EPC tag requirements
Distribution Centers
51
New West Coast DC Address
MAY 6, 2014
SECTION
PAGE
DESCRIPTION
Distribution Center
51
New address effective June 30, 2014 for West Coast DC
50
New store location – Store #814 Costa Mesa
MARCH 20, 2014
SECTION
PAGE
DESCRIPTION
Fur Labeling Requirements
20
Labeling requirements extend to all product garments and
accessories, in addition to shoes and handbags.
Ticket Placement Guide
25
OFF 5TH Shoes
Hanger Standards
26
Hang / Flat indicator on Purchase Order
Store Listing
48-49
Address change for 173 and Sell Off Locations
MARCH 6, 2014
SECTION
PAGE
Distribution Center
7
Store Listing
49
GS1-128 Label Format
33
REVISED 07-14-2014
DESCRIPTION
Wilkes Barre Distribution Center address and phone numbers
Address for Hold & Flow #273, Staging Stores #281 and 282
changed to Wilkes Barre DC #075
Group Number to be included in Zone E for 4050VICS Trading
Partners
Page 52
DECEMBER 6, 2013
SECTION
Distribution Center
OFF 5
TH
Store Closing
PAGE
DESCRIPTION
51
New Distribution Center for Full Line & OFF 5TH Stores, effective
January 20, 2014.
49
Store #304 Castle Rock Closing
NOVEMBER 21, 2013
SECTION
OFF 5
TH
Store Listing
OFF 5
TH
Ticket Requirements
PAGE
53-55
21
DESCRIPTION
Store addresses updated
Watches new ticket requirement – only suggested retail
NOVEMBER 7, 2013
SECTION
OFF 5
TH
Store Listing
PAGE
54
DESCRIPTION
Store #735 Palm Beach Address Updated
If you would like to be on our distribution list to receive Vendor Standards Manual updates, please email
REVISED 07-14-2014
Page 53

VENDOR STANDARDS MANUAL JULY 14, 2014

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