Frequently Asked Questions
Commercial
Who do I contact when I have a question?
Click here to contact our offices
What should I include in my costing to you?
Please go to here
Where are your stores located?
Click here to see our global retail network
What is the timeline in which you work?
It is difficult to give exact estimation of timeline. It depends on eg: the type products you are offering and whether it is considered as a seasonal feature or for core assortment. For seasonal products, it is best towork with your Merchandise Manager to determine specific timelines. For core product you should allow between 3 months to 6 months from sample shipment to feedback. Our team will always inform you regarding the outcome of a sample shipment.
How far in advance of the season do you work?
This varies depending on the WSI Brand for whom you are sampling. We always try to work with at least a 3 month time frame from product development to approval and then an additional 60/80 days from order receipt to order shipment. This is subject to variation however, so we ask you to always confirm your order leadtimes to your Merchandise Manager contact as this will help to keep your and our company focused on meeting requested shipping timelines.
Vendor Set Up
We have a distributor in the States, should we set-up their company as the vendor?
If you do not have an exclusivity agreement with your U.S distributor WSI always prefers to work directly with the mother company. If however, we have to work through your distributor, then your distributor will be the vendor to WSI (the entity invoicing and receiving payments) and they will work directly with WSI USA.
I already export to USA and Canada and I have made several product testing and I have many certifications that I can share with you. Why do I need to perform and pay for extra testing ?
WSI uses its own accredited labs and applies specific protocols to make sure that all of our requirements are achieved by our vendors. However we invite you to share your results with us in case we are able to waive all or a part of the required WSI testsQuality Assurance
If the product fail testing, do we need to retest, what corrective action & who pays for the testing and its associated cost?
Vendor is still responsible for paying testing costs. Vendor is responsible for ensuring product/s he is selling to our Brands meet our company's quality and legal regulatory requirements.
- Retest may be necessary to validate the corrective actions taken.
- Your product may not be allowed to ship if test fail.
- Vendor pays for all testing charges, offers samples at their cost & vendor pays for the sample freight cost.
I already work with many US customers and I did not have any packaging issues, why do I have to change it for Williams Sonoma ?
Mainly for 2 reasons:
- The high speed of the conveyer belts in the WSI DCs (warehouses) which are necessary to process the huge quantity of boxes received daily at the DCs, is very stressful for the boxes.
- Boxes are shipped out of the DCs via UPS which adds to DC handling stress.
I already export to USA and Canada and I have made several product testing and I have many certifications that I can share with you. Why do I need to perform and pay for extra testing ?
Products sold to WSI must be tested at WSI certified labs: BV, ITS, MTS and ICQ Italy. *For toys the only certified labs are BV China, MTS China and ITS HK. If you have certificates issued by these labs that are less than 1 year old, then you can provide them to us. If instead, you have certificates issued by a different lab than to labs certified by WSI and that less than 1 year old, you can submit them to the DOCUMENT REVIEW PROCEDURE to one of the WSI certified labs. This procedure is chargeable to the vendor. A certificate older than 1 year is not acceptable even if it was issued by one of WSI certified labs.
How do I know if carton's dimensions meet Conveyable sizes for Retail and Mail/DTC?
RTL:- Minimum size for MCs to be conveyable is: 9 x 6 x 2 inches and 2 lbs (= 23 x 15 x 5 cm and 0.90 Kg)
DTC:
- We do not have minimum size
Maximum size for MCs to be conveyable is Longest dimension 27 inches (68,5 cm) and 2nd longest dimension 18 inches (45,5 cm). Additional weight and size limitations are:
- items with a 3rd dimension of 12 inches (30,5 cm) or more are considered not-conveyable
- items exceeding 5832 cubic inches (L x W x H) are considered not-conveyable
- items exceeding 30 lbs (=13.6 Kg) are considered not-conveyable.
What does MC/DL or MC/SU stand for?
Retail:
- MC qty = Master Carton quantity. For RTL it must be equal to Distribution Lot quantity
- DL qty = The Distribution Lot quantity. Qty of a given number of SKU that WSI Distribution Centers ships to a Retail Store
Mail/DTC:
- MC qty = The purpose of the Master Carton quantity for DTC is to contain a certain number of Selling Units to be shipped from Vendor premises to Memphis DC.
- SU qty = Selling Unit quantity. This field is always 1 because is equal to the SKU (individual item: 1 piece or 1 set).
What is the difference between ISTA 1A mod. and ISTA 3A mod. drop test?
- Mail/DTC packaging: ISTA 1A mod. to be performed= This procedure consists of a 10 drop sequence test designed to assess the protective package's integrity for transport and handling (Not UPS Handling).
- Retail Packaging- ISTA 3A mod. to be performed= Packaging drop test method (16 drop sequence test) used for all products that can be delivered via UPS to retail and DTC customers.
Note: If DTC and RTL pkg configurations are the same, RTL ISTA 3A covers DTC 1A drop test because RTL drop test is stricter than DTC.
What is the Packaging Waiver Form (PWF)?
The Package Test Report Waiver is a document filled in by Eu QA Team after performing in-house drop tests (and when the drop test result is a Pass). It describes how the sku is packed. It is shared with WSI Packaging Engineers and Vendors. Vendors are responsible to pack the goods accordingly. No deviation is allowed.What is the Test Request Form (TRF)?
The TRF shows the protocols the Lab has to apply and how samples have to be tested (i.e.: full protocol / only Regulatory and Mandatory). It also mentions other details relevant for the Lab, such as the composition and color. It's fundamental that Samples are sent to the Lab with the TRF. If not, testing process is on-hold until the Lab receives it.What is food grade logo?
It indicates that the product can come into direct contact with foodstuff during normal use. The logo must be applied to products such as beverageware, ceramicware, flatware, cookware, and bakeware. This would also include food use electrics such as blenders, air and deep fryers, coffee and espresso makers, dehydrators just to name a few.Food safe logo
– VALID ONLY FOR FOOD CONTACT ITEMS PURCHASED BY ALL WSI BRANDS (WS MAIN INCLUDED)
- Barcodes in-house printing: food safe logo to be added. For details, please check vendor portal under “barcode ticketing”
- Barcodes purchased on Avery Dennison/Fineline systems: vendors must add the food safe logo, while ordering barcodes on AD and Fineline systems. For details, please check vendor portal under “barcode ticketing” www.wsgo.eu
What is the difference between first time testing/annual restest/ retest due to failure
- First time testing: all new items have to be tested to the full protocol. Any exception will be checked by QA team.
- Annual retest: Existing products must be tested if the original test report is over 1 year old. Any exception will be checked by QA team.
- Retest due to failure: if an item does not pass testing, improved samples have to be submitted to the same Lab for re-testing. Any exception will be checked by QA team.
Where do I have to apply the barcodes stickers?
All products must be shipped with barcodes.
Furniture products are exempted from barcoding, except chairs sold as set of 2.
USA POs:
► RETAIL POs: Barcode with Retail price with “USD” prefix, as per PO’s copy.
Exceptions:
- Electrics and Cookware: barcode without Retail price.
- Cutlery and Bakeware: barcode might be without Retail price. To be confirmed by Merchandising team.
- Chairs set of 2: barcode without Retail price.
► DTC/MAIL POs: Barcode without Retail price.
►POSITIONING:
FOOD PRODUCTS:
- MC/DL 1/1 =
o RTL: Barcode to be applied on the product.
o DTC: Barcode to be applied on the carton. Front panel. Close to the MC label.
- MC/DL is NOT 1/1 =
o RTL: Barcode to be applied on the product
o DTC: Barcode to be applied on the product OR on the single protection (polybag, individual box, shrink wrap, etc..), when present.
NOT FOOD PRODUCTS:
- MC/DL 1/1 = double barcodes on both the product and the carton. Front panel. Close to the MC label.
- MC/DL is NOT 1/1 = double barcodes on both the product and the single protection (polybag, individual box, shrink wrap, etc..).
Note: when the barcode is visible through the single protection, the 2nd barcode on the single protection is not required.
Mark and Graham barcode: to be applied on the single protection. Without Retail price
Rejuvenation barcode: see separated document
Alshaya (ALS), Philippines (SSI), Mexico, Korea and India POs: Barcode with NO Retail price. Barcode to be applied onto the product. The exact barcode location will be confirmed by relevant contact from Merchandising Team.
Australia (AUS) POs: Barcode with Australia $ currency. Barcode to be applied onto the product. The exact barcode location will be confirmed by relevant contact from Merchandising Team.
UK POs: Barcode with GB Pounds currency. Barcode to be applied onto the product. The exact barcode location will be confirmed by relevant contact from Merchandising Team.
Food safe logo– VALID ONLY FOR FOOD CONTACT ITEMS PURCHASED BY POTTERY BARN AND WEST ELM.
- Barcodes in-house printing: food safe logo to be added. For details, please check vendor portal under “barcode ticketing”
- Barcodes purchased on Avery Dennison/Fineline systems: AD and Fineline will add the food safe logo on barcodes soon. During the transition, you can keep using barcodes without the logo.
Barcode Ticketing
Where do I attach the barcode ticket?
Barcode positioning is located in the WSI Vendor Compliance Manual at:
http://www.williams-sonomainc.com/vendor-compliance (chapter 7)
To access the website enter:
If you are not sure after consulting the online manual, contact your Merchant Manager who will confirm this to you.
Which barcode ticket type do I need to order via Avery Compliance Express?
You can find these in the WSI Vendor Compliance Manual at:
http://www.williams-sonomainc.com/vendor-compliance (chapter 6F)
To access the website enter:
If you are not sure after consulting the online manual, contact your Merchant Manager who will confirm this to you.
Why do I have to use Avery Dennison and not a provider of my choice to produce barcode tickets?
WSI feeds product (SKU) information directly to Avery Dennison so that Avery production centres always have and print the most up to date SKU information on barcodes to our vendors. However you do have the option of printing the bar code labels in-house further to scan approval by WSI. Once approved you will be responsible for ensuring print and scan integrity of all WSI barcodes. Failure to do this will result in a chargeback.
When do I need to start ordering barcode labels from Avery Dennison?
Generally do not order earlier than 30 days before agreed PO ship window as if retail prices change you will be required to re-order at your cost. For related information go to:
http://www.williams-sonomainc.com/vendor-compliance (chapter 7)
To access the website enter:
Order Management
What happens if I cannot ship on time ? Will I be penalized?
When accepting a PO you are agreeing to the cancel date. If you feel you cannot meet the requested ship window you should decline the order and request to modify the ship window. If an issue happens after accepting the order and the order is not delivered to the FOB point by the agreed cancel date, WSI has the faculty to ask the vendor to support the costs to move the goods by air or in the worst case scenario, WSI can ask to cancel the order.
Receiving POs in USD, do I have to invoice in US$ or in the currency I agreed the prices?
You must always invoice orders in the currency in which prices have been negotiated. All POs are issued in USD and before you accept a PO you need to check that the USD prices on the PO correspond to the prices negotiated in the invoicing currency at our official corporate exchange rate. Your invoices will be paid in the currency of the invoices so the exchange rate applied on POs will not affect you.
What is MC/DL and what is the difference?
The DL (Distribution Lot) quantity is a Retail only packaging requirement (DL quantities are defaulted to 1 for DTC SKUs).The DL is the agreed quantity of a given SKU per carton that WSI ships to a retail store.The MC (master carton) is the quantity of a given SKU in the outer master (shipping) carton.For Retail, the master carton may contain one or more DLs.
What does "cancel date" mean?
The cancel date is always indicated on our purchase orders. It is the latest date (after Vendor has accepted the purchase order) by which the order has to be delivered to our designated shipping agent.In the case that an order is delivered after the cancel date, WSI has the faculty to ask the vendor to support the costs to move the goods by air or in the worst case scenario, WSI can ask for the cancellation of the order.
Shipping/Logistics
Shipping Purchase Orders
If a Purchase Order is less than 68kg it will be shipped via UPS. In this case read information under "Shipping Samples" section
Where are your warehouses located ?
Click here to view our DC locations
Why should I use your freight forwarder to deliver?
Under FOB delivery terms the vendor can deliver the goods using a forwarder of their choice or WSI' designated shipping agent in vendor's origin. Vendor needs to decide this based on costs. The transportation costs from the factory to the FOB point remain at vendor's expense.
Shipping Samples
The following information applies to samples and purchase orders under 68kg
What is a CVS "ship-to code"?
It is the code you must key in to the CVS website when creating your shipment in order for the website to be able to process the shipment. CVS ship-to codes are pre-set codes associated with a specific WSI destination address. Ship to codes are set by WSI Transportation team in the U.S.
The shipment is top urgent - can I ship via UPS manual airway bill if I am having problems in CVS?
Unless you are shipping from a country where CVS technology is not supported (we will normally inform you of this but if CVS is not processing your shipment contact
for verification) you must always process UPS shipments via the CVS website otherwise WSI will not honour shipping costs.