03/25 2013

1st Purchase Order to 1st Shipment

Written by Super User
Category: Non categorizzato
Hits: 8312

You now have a WSI vendor number.     This means you can start to receive your first purchase orders from our Brands.     This section guides you through what you need to do before you ship your first purchase order to us.   Please read carefully and get in touch with us immediately if you are unsure of what you need to do.

 

Purchase Order Management

You are responsible for managing your purchase orders and respecting agreed ship windows.     WS Europe Purchase Order contacts will teach you how to accept Purchase Orders or request revisions and will support you with specific training materials ensuring smooth order placement.

Accepting Purchase Orders

Purchase Orders are managed via GT Nexus Platform. Please read the   GT Nexus User Guide and e-learning video  in anticipation of your 1st Purchase Order receipt.

This will allow you to better address any questions during your training session with WS Europe Purchase Order contacts.

Invoicing and Shipping instructions

20 days before the ship date of your 1stPurchase Order WS Europe OM contact will guide you through the requirements regarding  invoicing and shipping instructions.

For pick up/delivery of the goods:

For the invoicing process:

Registering with WSI Forwarder

 You will need to contact the designated forwarder for your region so that Purchase Orders can be scheduled for pick up as well as for the billing of associated shipping charges.   Click here to access the appropriate service provider.

Special Shipments

 Whilst most Purchase Orders are over 68kg and are shipped via ocean with our regional forwarders, any Purchase Orders that are less than 68kg must be shipped via UPS.     All UPS shipments must be processed exclusively via the ShipExec website to ensure shipments are billed directly to WSI.   WSI will not honour  UPS shipments processed via UPS manual airway bill nor via the regular UPS website and non-compliance fees may apply.  If you were not already given ShipExec website access during the development (pre-approval stage), ensure you are given access now by completing the ShipExec Request Form .   Click here   to download the request form. Complete   and email the form to.   You will receive your ShipExec website User ID, Password and shipping instructions within 24-48 hrs of submission. Click here on how to process your ShipExec shipments.

If, due to a major delay,  you are required to send a purchase order via air at your expense and decide to use your UPS account, please confirm the destination with us as ocean and UPS destinations might not be the same.

 

Managing Ship Windows

Every time you receive a Purchase Order you are required to review production schedules and confirm viable delivery dates.   When accepting your 1st Purchase Order ensure you evaluate additional timing required to complete product &   lab testing, as well as registering with Avery Dennison for   barcode label ordering.   Important: Delays to agreed ship windows can lead to lost sales and financial losses to our Brands.   Always strive to ship on time as in the case of a delay the Brand has the right to request an air shipment with vendor paying some or all of the costs.   In the case of unforeseen issues which could cause a delay ensure you contact WS Europe Order Management Team immediately   so that Brand inventory teams can be alerted as early on as possible.

SOLAS Requirements

As you are aware, the International Maritime Organization had implemented an amendment to the Safety of Life at Sea (SOLAS) convention to ensure safety of merchant ships. With this amendment , the VGM declaration (see the “Complete Shipper’s Guide” for reference) becomes effective July 1, 2016: any shipping container leaving from any port in the world must be accompanied by a shipping document, which should be signed either electronically or in hard copy by the shipper on the bill of lading listing the VGM (verified gross mass) of a container in order to be loaded onto a ship.

The purpose of the VGM is to require the shippers of all containers to provide sufficiently in advance an accurate gross weight of the packed containers to the ocean carrier, so that terminal operators can prepare the vessel’s stowage plans prior to loading cargo on ships.  Click Here for further details Given these necessary changes, the WSI transportation team and our forwarders have collaborated regarding the changes and we have outlined the following:

Damco as the forwarder – for shipments not to USA:

International Vendors:

  1. Vendors using Damco Shipper – There will be a new section added to the web portal, listing out the various required fields for the vendor to submit.  No additional forms will be needed.  Damco will be tasked with filing the VGM with the carriers.  NOTE: The local Damco offices will be sending out their own announcement, with additional information outlined for Damco Shipper.
  2. Shipping CY and not using Damco Shipper – We strongly encourage vendors who are not using Damco Shipper for booking purposes to start using it, as it eliminates the need for additional forms and streamlines the process (the local Damco offices can provide training and assistance).  However, if a vendor wishes to continue booking manually, then all commercial documents will need to include one of the attached templates ( Click Here   for multiple containers or Click Here single container) to provide the weight information to Damco, who will be responsible for filing the VGM with the  carriers.
  3. Shipping CFS and not using Damco Shipper – CFS loads will not require any additional documentation at this point, as Damco will be weighing the palletized cargo individually at the consolidation facilities, then filing the final VGM with the carriers.
  4. For any shipment sent to Damco without the required information listed above, the shipment will be held until such information is provided.  All delays/surcharges resulting from the lack of proper information will be the responsibility of the shipper.

 Payment Terms:

  1. When vendor is the shipper (then the vendor is indicated on the Bill of Lading), Damco will charge the vendor directly for the processing fee of filing with the carriers, as well as the weighing fee for CFS cargo.  The amount charged will be based on the market rate.
  2. When WSI is the shipper (then WSI is indicated on the Bill of Lading) , WSI will pay for the processing and weighing (when needed) fees.

 Follow-up Questions:

  1. For questions regarding the Damco Shipper application changes, the new templates, as well as the processing fees, please reach out to your local Damco office.

Savitransport as the forwarder – for shipments to USA:

       

International Vendors:

  1. All shipments’ commercial documents will need to include one additional form to provide the VGM information to Savitransport –  Click here  to access VGM declaration form. Please indicate whether a shipment is CY or CFS on this form, as it’s used for both service types.
  2. For any shipment sent to Savitransport without the necessary information, the shipment will be held until the document is provided.  All delays/surcharges resulting from the lack of proper information will be the responsibility of the shipper.

Payment Terms:

  1. When vendor is the shipper, (then the vendor is indicated on the Bill of Lading) , Savi will charge the vendor directly for the processing fee of filing with the carriers, as well as the weighing fee for CFS cargo.  The amount charged will be based on the market rate.
  2. When WSI is the shipper, (then WSI is indicated on the Bill of Lading) WSI will pay for the processing and weighing (when needed) fees.

Follow-up Questions:

  1. For questions regarding the new form, as well as the processing fees, please reach out to your local Savitransport office.

Frequently Asked Questions

Click here for more information for this topic.

 

Quality Assurance Management

Items that are ordered for the first time (except Food) must be tested at a WSI-approved laboratory . Annual/Bi-annual retests are requested in case of reorders to ensure they meet functional standards and international legislation (e.g.: Cal Prop 65/FDA/CPSIA/EPA-TSCA* etc).You need to ensure that   the product you are shipping to us passes   our product quality, regulatory labelling, packaging standards and Purchase Order inspection before releasing the 1st Purchase Order to the forwarder.   This is in conjunction with shipping purchase orders per the agreed ship windows.

*Formaldehyde Requierement for wood-based panels.

Important to know: at development stage, vendor is required to check the protocol under which their products will be tested (the protocol will be provided by WSGO EU QA Team), and advise if there are any performance requirements that cannot be met. In this case vendor will be required to fill in a Test Limitation Form  (TLF) form that will be sent to QA and WSI brand for approval. Regulatory requirements must be met: no TLF is allowed.

 

Product Testing

 You will need to ship at your expense the required number of samples (quantity depends on the testing protocol for your product) to the designated testing lab.   WS Europe QA will send you detailed testing instructions, including laboratory information and testing documents for you to prepare samples accordingly.

Samples must be sent with the Test Request Forms (TRF) + Test Limitation Form (TLF) if present to allow   the Lab proceeds with testing.

Testing costs must be included in the first price confirmed to Merchants during the negotiation.

Testing protocols depend on the product category/final use of the product (i.e: food contact or not, toy, electrics, etc..). All WSI Brands test globally except Rejuvenation and Mark & Graham that only test for USA markets.

 Retesting: existing products must be retested if the original report is over 2 years old.

Test Reports

These are released after receipt of payment from vendor. Vendors need to make payment immediately upon receipt of pro-forma invoice from lab to allow release of report within 5 working days.   A delay in payment will result in a delay in release of report.

Test Results

WS Europe QA will send you official approval to proceed as soon as product test results become available.   If testing fails WS Europe QA will instruct you on requirements to pass a retest.   A pass is required before you can ship your 1st   Purchase Order.

Packaging Testing

Items that are ordered for the first time must be tested at a WSI-approved laboratory . Packaging testing samples must be overpacked to the lab.

EU QA Team might evaluate the possibility to perform in-house drop test, instead of testing at the Lab.

Tests are then repeated every 2   years, as long as that item is ordered, to ensure they meet our company standards. You need to ensure that   the product you are shipping to us passes   our product quality, regulatory labelling, packaging standards and Purchase Order inspection before releasing the 1st Purchase Order to the forwarder. This is in conjunction with shipping purchase orders per the agreed ship windows.

No deviation are allowed from the approved packaging.  If the pkg is not in accordance with the QA Packaging Waiver Form (issued by WSGO EU QA Team) or with the Lab Pkg testing report (Issued by the lab), vendors are liable for any claim from the DC.

Packaging performance is monitored through the Scorecard and Retail in transmit damage rate. Corrective Actions can be taken when the packaging does not perform well.

Test Reports

These are released after receipt of payment from vendor. Vendors need to make payment immediately upon receipt of pro-forma invoice from lab to allow release of report within 5 working days.   A delay in payment will result in a delay in release of report.

Test Results

WS Europe QA will send you official approval to proceed as soon as packaging test results become available.   If testing fails WS Europe QA will instruct you on requirements to make proper corrective actions to pass a retest. A pass is required before you can ship your 1st Purchase Order.

In-House drop test and Packaging Waiver Form

The Packaging Waiver Form (PWF) is sent to vendor when the Pkg configuration pass the in-house drop test performed by QA Team.

Click here to download the video

Minimum performance requirements for master cartons:

Products Board Type Minimum Burst Test Edge Crush Test Minimum Caliper
Mail Order Conveyable and Retail Distribution Lot Quantity Inner Cartons Single-wall (B,C,and E-Flute) 200 lb/in2 (1379 kPa) 32 lb/in (5.7 Kg/cm)

B: .115 in. (2.92 mm)

C: .148 in. (3.76 mm)

E: .070 in. (1.78 mm)
Soft Lines Doublewall (B/C Flute) 150 lb/in2 (1034 kPa) 38 lb/in (6.8 kg/cm) .255 in. (6.48 mm)
 Hardlines  Doublewall (B/C Flute)  200 lb/in2 (1379 kPa)  42 lb/in (7.5 kg/cm)  .260 in. (6.60 mm)
 Mirrors, Chandeliers and All Furniture Products  Doublewall (B/C Flute)  275 lb/in2 (1896 kPa)  48 lb/in (8.6 kg/cm    .260 in. (6.60 mm)

 

 

 

 

 

 

 

 

 

 

 

 

Please check the appropriate Spec. available under Chapters 6 of the WSI Foreign Vendor Manual which you can   at: http://www.williams-sonomainc.com/vendor-compliance

To access the website enter  

 

Inspections

WS Europe inspectors must be allowed access to your factory during production of an order and once production is completed, to verify quality and compliance of our orders before they ship.   Our QA inspectors will schedule in-process inspections to ensure that the products meet quality and any pre-agreed tolerances (as established with WS Europe Merchant) and to check you are correctly labeling products and cartons.

Williams Sonoma Inc. Acceptable Quality Level - standard

 

AQL 2.5 is the WSI standard applied by WS QA for final inspection
Shipment Quantity Sample size Accept Up-to Level Reject at or above
2 - 25 5 0 1
26 - 50 8 0 1
51 - 150 20 1 2
151 - 280 32 2 3
281 - 500 50 3 4
501 - 1200 80 5 6
120ì1 - 3200 125 7 8
3201 - 10000 200 10 11
10001 - 35000 315 14 15
35000 - 150000 500 21 22
150001 - 500000 500 21 22
500001 - + 500 21 22
       

 

 

 

 

 

 

 

 

 

 

 

 

Inspections by WS QA in no way release vendors of their responsibilities in shipping approved quality products in approved quality packaging marked and labeled per WSI requirements.

Defect Classification

Click here for Frequently Asked Questions for this topic.  

Barcode Ticketing

All selling units for Retail and DTC (Direct to Customer) channels must be labeled with a WSI barcode sticker before shipping.  Barcodes identify our products through our global supply chain.  Avery Dennison & Fineline are our designated global ticket suppliers. You may order WSI barcodes online via the Avery/Fineline websites or print them in-house.

WS does not allow barcode purchasing/in-house printing prior to 30 days  preceding the ship window due to the following reasons:

Regarding Retail Orders: in some cases, Retail prices may change and Avery system is automatically feed from WS systems, therefore shall reflect any Retail Price change.  For any Retail price change, vendors are duly informed by WS Europe. Therefore, if for some reason, vendors are informed on any Retail price change and Avery system is still showing old Retail price, vendor is able to overwrite Retail price in the “Overwrite Retail Price” column. If tickets have already been ordered from Avery and Retail price change was made less than 30 days prior to ship window start date, vendors are not responsible for any re-ordering costs. However, if tickets have already been ordered from Avery earlier than 30 days  prior to ship window start date, vendors will be required to re-order and re-ticketing product.

This is also valid for DTC (Mail) Order due to possible revisions on qty.

Ordering via Avery Dennison

You need to register your company with Avery for billing and to be given on-line user access to the WCS website.

You have to download and compile the appropriate document:   click here  

You can click here   to read the user guide.

Important: You must indicate your WSI vendor number during registration.   Completing your registration can take 2-3 business days + 7 business days to receive the orders stickers.   Once you are registered you will be able to start ordering your WSI barcode tickets online.   Please refer to the Vendor's Brief Guide to Barcode Labelling for basic ordering guidelines and to chapter 6F of the WSI Foreign Vendor Compliance Manual for fuller instructions at http://www.williams-sonomainc.com/vendor-compliance access by entering

 You can find here the Avery Dennison Regional Customer Service Team contact information.

To simplify the ordering process for the bar code SKU labels through Avery Dennison’s online platform, WS has reduced the number of ticket item references available to order.

The item references will no longer be differentiated by Destination Country or Channel.

Bar code type to order as follows:

WSM USA/ Mark & Graham orders = WSI-0912 (without retail price)

WSR USA orders = WSI-0912 (with USD $ retail price, except for cookware and electrics that do not require the retail prices on bar codes)

WSR Australia orders = WSI-0912 (with A$ retail price , except for cookware and electrics that do not require the retail prices on bar codes)

WER UK orders = WSI-0912 (with £ retail price , except for cookware and electrics that do not require the retail prices on bar codes)

WSR Mexico, Philippines, Alshaya, Korea = WSI-0912 (without retail price)

WSR US orders containing Canada skus = WSI-0912 (with $ retail price* , except for cookware and electrics that do not require the retail prices on barcodes)

*Canadian skus retail prices will not have the USD prefix

*** retail prices on bar codes need to be the same as per the ones mentioned on the POS (or as per our office separate communications). If you see discrepancies on the Avery system, pls get in touch with our office.

*** pls also check that Country of Origin is correct on bar codes. If you see discrepancies on the Avery system, pls get in touch with our office.

 

To note: WSI-0912 refers to basic bar codes. If you need to order different type of bar codes, pls get in touch with our office

 

Rejuvenation = owns a different procedure to order bar codes. Pls get in touch with Avery so as to proceed with the order. Bar codes do not have to show the retail price.

The Avery-Dennison System will automatically link your orders to Removable or Permanent bar code type:

  Click here for Sku Type Guide

 


Ordering via FINELINE

Williams Sonoma Inc. has negotiated a contract with a new Service Provider for tickets, FINELINE which may be used as an alternative to AVERY DENNISON,  

 

Some further details on the service offered by Fineline:

 

  1. Average turnaround/processing time is 1.7 days
  2. Average delivery time is 3.2 days
  3. Ticket prices are favorable
  4. Offers same-day and rush services
  5. No SKU-level MOQ requirement
  6. Fineline can offer a downloadable image for the ticket at a flat fee of $30, as well as the raw labels for printing (this is for the in-house printing option).

 

Bar code type to order as follows:

WSM USA/ Mark & Graham orders = WSI-0912 (without retail price)

WSR USA orders = WSI-0912 (with USD $ retail price, except for cookware and electrics that do not require the retail prices on bar codes)

WSR Australia orders = WSI-0912 (with A$ retail price , except for cookware and electrics that do not require the retail prices on bar codes)

WER UK orders = WSI-0912 (with £ retail price , except for cookware and electrics that do not require the retail prices on bar codes)

WSR Mexico, Philippines, Alshaya, Korea = WSI-0912 (without retail price)

WSR US orders containing Canada skus = WSI-0912 (with $ retail price* , except for cookware and electrics that do not require the retail prices on barcodes)

*Canadian skus retail prices will not have the USD prefix

*** retail prices on bar codes need to be the same as per the ones mentioned on the POS (or as per our office separate communications). If you see discrepancies on the FINELINE  system, pls get in touch with our office.

*** pls also check that Country of Origin is correct on bar codes. If you see discrepancies on the FINELINE  system, pls get in touch with our office.

 

To note: WSI-0912 refers to basic bar codes. If you need to order different type of bar codes, pls get in touch to our office

 

Rejuvenation = owns a different procedure to order bar codes. Pls get in touch with FINELINE  so as to proceed with the order. Bar codes do not have to show the retail price.

 

For further evaluation, you may contact FINELINE Account Services directly, in order to obtain all the information required to select the bar code supplier of your choice.

 

China shipments =

China Representative:

Daisy Wan

Phone: 852 2156 9755

Email: dwan@finelinetech.com.hk

 

Europe shipments =

The Netherlands Representative:

Maarten Minderhout

Phone: +31 (0)8 8008 9600

Email:

mminderhout@finelinetech.nl

In-house Printing

If you prefer to print WSI barcode tickets in-house you will need to match our barcode specifications, ensure that the barcode passes scan approval, ensure all tickets you print for our Purchase Orders always show correct information (eg: retail pricing).

Pls be reminded that WSI  requires  that  ticket  adhesive  be  strong  enough  to  remain on the  product  during  transit  and  shelf-time  at our  stores  &  Distribution  Centers.    
However, tickets  must  be  easy  to  remove  from  product  without  leaving  ticket  residue on product or ruining product surface (as most items sold in our stores are 'gifted' items).

Regarding POS containing cookware and electrics items = bar codes DO NOT have to include retail price even if POS are for the Retail brand. Therefore bar codes for these divisions are always the same as the ones for DTC (without retail price).
Regarding Orders en route to Canada (from USA) = the required bar codes are almost the same as the ones for US destination. The only difference is in the retail price that will need to have format $ xx.xx – so it is without the USD prefix.
For WS USA (including Outlet), Australia and UK  Click here for SKU Ticket Vendor In-House Print Guideline .
For the Rejuvenation specs Click here    Individually packed items should have bar code on exterior of the box.
For the Mark & Graham specs Click here
For the Mexico, Philippines and Alshaya destinations : Barcodes are the same as the ones used for WS US DTC (without the retail price).

Fineline can offer a downloadable image for the ticket at a flat fee of $30, as well as the raw labels for printing (this is for the in-house printing option).

 Contact us for details and approvals.


Barcode Placement

USA/Canada POs:
► Retail POs: barcode with Retail price, as per PO’s copy. To be applied onto the product. The exact barcode location will be confirmed by relevant contact from Merchandising Team.
      Note: Electrics, Cookware and Furniture: barcode without Retail price.
► DTC POs: Barcode with NO Retail price. To be applied onto the selling unit. Therefore:

Rejuvenation barcode: see separate document under “In-House Printing” .

Alshaya (ALS), Philippines (SSI), Mexico and Korea 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

Food safe logo must be applied on food contact materials for all WSI brands (WS main included).  Food grade logo sample image:

 

 Fineline Instructions:

The system has three dedicated ticket types added for ordering – these tickets with the food grade logo can be selected during the ordering process:

Avery Dennison Instructions:

Once you have entered your PO # or selected the item you want to place the order for, the Food Grade Logo field is the 2nd to the last field on the right


Once you select YES or NO, an image of the Food Grade Logo will appear.



Please note this logo will appear if you select YES or NO. This field will default to NO, so if you do not select YES or NO, you will be able to continue with your order.  The Food Grade Logo will not print unless you select YES

Proceed with order placement like normal



Frequently Asked Questions

Click here for more information for this topic.

Click here for a brief guide to barcode labelling.

Carton & Pallet Marking

All packaging elements and pallets (if used) must be correctly labeled per our requirements in order to ensure our distribution requirements are met.     Important:   Wooden pallets shipping to the US must be fumigated according to U.S. law.   Please check the appropriate chapters (8 & 9) of the WSI Foreign Vendor Manual which you can locate at:

http://www.williams-sonomainc.com/vendor-compliance

To access the website enter  

Master Carton Labels:

 

JA – January

  

JL – July
 

FE – February

  

AU – August
 

MR – March

  

SE - September
 

AL – April

  

OC – October
 

MA - May

  

NO – November
 

JN – June

  

DE – December

*The name of the Brand might be Williams Sonoma, Pottery Barn, Pottery Barn Kids, West Elm, Mark&Graham, etc..

NOTE: All vendors must continue to use the above Label Format until they are contacted by their Local WSGO Office (main contact Dogu Akincilar DAKINCILAR@WSGC.com ) to make the change to the NEW Label Format.

SBC

Important for food products: new label format does not have the best before line. Vendors must add on the master carton a separate sticker with the best before date.

Handling Symbols:

Double Arrow

Additional Master Carton Labeling:

 

 

 

 

Inner Carton Labels:

When the master carton (MC) quantity does not equal the distribution lot (DL) quantity, the inner cartons must have two inner carton labels.

 Label location and Printed information: Same as master carton labels, except the Weight: NOT needed

 Label size: Approximately 1" x 2.25" (25 mm x 57 mm) to 4" x 2" (102 mm x 50 mm). Label sizes may be adjusted if the carton panel is too small for the label.

 

Inner carton label NOT needed when the barcode sticker is visible outside its package (e.g. product in a transparent poly bag) or when there is the 2nd barcode outside the individual protection.

 

Palletized Marking Requirements:

Type of pallet accepted by WS Inc.: With the aim to reduce the non-recyclable pkg materials as much as possible (eco sustainability policy), WSI is transitioning to paper pallets in all SEA shipments. The feet can be constructed of vertical corrugated sheets that are laminated together or they can made of honeycomb, both are acceptable. Please get in touch with your relevant EU QA person for detailed info.

All pallet loads must be labeled as per following specifications. See label example below.

 Label size: Approximately 8.5" x 10" (203 mm x 269 mm).

Label Location: Locate centered on a vertical side of the pallet load. An identical label must be place on the opposite vertical side. See diagram below.

Printed information:

 

* QTY is the Total selling units included in the pallet load. Note that a selling unit may be a set (i.e. set of 4 pieces)

“MIXED LOAD” LABEL:

- Ship only one SKU/ one PO per pallet is preferable.

- If more than one SKU or PO*, must be loaded on the same pallet, ensure such pallets are marked “Mixed Pallet”.

- The label must be placed on all 4 pallet sides.

- When we have a “mixed pallet” label, it is not necessary to also add the pallet label. The “mixed pallet” label is sufficient.

 

*make sure the destination address of POs is exactly the same.

 

 

Suffocation warning for vinyl & poly bag

Vinyl bag or Poly bag:

The plastic bag must be well sealed. The Suffocation Warning must be legibly printed or permanently labeled on the plastic bag.

The warning is needed when the minor dimension of the bag is 3.94 inches (100 mm) or more.
Bag dimensions shall be measured while in the form of a bag not cut open into a single thickness sheet.
The minor dimension of the bag is the smallest of either the bag length or bag width.

The warning statement must be printed in  English, French and Spanish.

WARNING STATEMENT FONT SIZE

 THICKNESS:

 

Product labelling

Mark & Graham

Product Labelling   Interior Label Guide 

 

 

 

Click here for Frequently Asked Questions