Vendor Code of Conduct

Vendor Standards – Introduction

Welcome to the Our Vendor Standards. These standards govern all of LVS/Levinas/Profile merchandise procurement and related activities and are your guide to doing business us. Please review the Vendor Standards carefully. They provide information that is essential for you to use and follow in order to help us bring your merchandise to our customers, including LVS/Levinas/Profile policies, transactional requirements, purchase order documentation (including Purchase Order Terms and Conditions), documentation criteria and other product-related information. This document is applicable to all merchandise sent to our Distribution Centers. All of the material provided to you is to be considered part of the LVS/Levinas/Profile Vendor Standards and each vendor is urged to review these materials and identify all of the materials that are relevant to its business. Vendor representatives should register and frequently review for updated information which is critical in coordination of our respective operations.

We recommend that, in addition to following the purchase order all vendors should review these Vendor Standards in their entirety. Please ensure that all appropriate personnel in your organization also familiarize themselves with the portions of these Vendor Standards applicable to their duties.

These 2017 LVS/Levinas/Profile Vendor Standards, which include the Purchase Order Terms and Conditions, the LVS/Levinas/Profile Routing Guide, LVS/Levinas/Profile Policies and Procedures and other materials posted for your use have been provided and may also have been updated and supplemented in order to make LVS/Levinas/Profile requirements clear and provide the vendor community with all of the information needed to perform in accordance with those requirements. It is our goal to provide the means by which you will join LVS/Levinas/Profile in putting the customer first, which is our primary driver to achieving customer satisfaction, which is necessary to achieving our mutual success. Due to the critical importance of these standards, LVS/Levinas/Profile continues to reserve the right to assess charges for noncompliance, which may include liquidated amounts that have been assessed where precise costs are difficult to determine, as well as administration fees, and costs and expenses incurred by Us. Vendors hereby are advised that noncompliance with these Vendor Standards constitutes consent to LVS/Levinas/Profile assessing charges and offsetting such charges from any amounts that otherwise would have been payable to the vendor. Expense offsets are applicable to ALL vendors who deviate from these standards.

Compliance with these standards will require use of industry-wide technologies, such as Universal Product Codes (U.P.C.), Electronic Data Interchange (EDI) and Radio Frequency Identification (RFID). LVS/Levinas/Profile is continuing to build our strong alliance with Global Standards One (GS1). We encourage our vendors to partner with us through GS1 membership, including in one or more of its various subcommittees.

The use of RFID technology continues to support our accelerated Omni channel deployment, including opportunities to utilize inventory more efficiently. Omni channel selling requires that we have faster and more reliable access to our merchandise so that we can anticipate and address our customers’ expectations, while providing a seamlessly integrated shopping experience. RFID technology is required for all stores and CFC merchandise, as specified in the EPC-Enabled RFID Technical Specifications. Please note that beginning in spring 2017 we will begin to assess expense offsets for merchandise shipped out of compliance with RFID standards in certain FOBs.

Scope of LVS/Levinas/Profile Vendor Standards.

LVS/Levinas/Profile is constantly striving to improve our operations and increase efficiencies. When changes affecting our vendors are implemented, advance notifications are communicated to all registered users. All instructions and materials, including the provisions of these Vendor Standards, are subject to change, usually upon notice from Macy’s. Subject to such future changes, the Vendor Standards generally apply to:

  1. Every LVS/Levinas/Profile family of business (FOB) and to all of LVS/Levinas/Profile entities, unless otherwise specified. Guides exclusive to doing business with LVS/Levinas/Profile are available at lvsfashion.com. Note that, samples provided to LVS/Levinas/Profile merchants with a cost and/or retail value must be sent via a LVS/Levinas/Profile distribution center. Samples with no cost and/or retail value may be sent freight pre-paid directly to a LVS/Levinas/Profile buying office.
  2. Unless noted as specific to merchandise sent to stores or eCommerce merchandise sent to our Customer Fulfillment Centers (CFCs), requirements are applicable to all merchandise.
  3. “Big Ticket” vendors (i.e., furniture, bedding and rugs) are also subject to the Furniture, Bedding and Rugs Standards, as well as to the Vendor Standards.
  4. Vendors, including Big Ticket vendors, which participate in our Vendor-Direct-to-Consumer program with any LVS/Levinas/Profile entity, also are subject to our specific Vendor-Direct-to-Consumer Standards.

LVS/Levinas/Profile Vendor Standards Summary of Changes

The LVS/Levinas/Profile Vendor Standards encompass all standards related to store/distribution center and CFC merchandise.

Information in this publication is organized to parallel the life cycle of merchandise preparation and movement. However, it is highly recommended that these Vendor Standards be reviewed in their entirety. Please ensure that all appropriate personnel in your organization particularly familiarize themselves with the portions of these Vendor Standards applicable to their duties.

Freight will not be paid on merchandise invoices.

General Ticketing Standards

Full U.P.C. tickets may be ordered only for “in house” U.P.C.s.

All products manufactured or transported in environments that may make them susceptible to mold must contain anti-desiccant packing materials, e.g. silica gel packets/sheet.

Retail price must not be visible on shipping overwrap.

General Return to Vendor Standards.

Requests for all call tags must be submitted by BOL and RTV number(s).

All communications regarding the Vendor Standards are communicated to registered users as a matter of course. We strongly advise to request the registration from your representative, that vendor communicates with. LVS/Levinas/Profile strongly recommends that companies that operate in the following capacities register because, among other benefits, registered users also may view their change history and updates:

 

Company TypeDescriptionInformation Required

 

LVS/Levinas/Profile Resale VendorSellers of merchandise to LVS/Levinas/Profile for resale (“Resale Vendors”)  Vendor Standards

  EDI Mapping Guides

  Routing Guide

  EPC-Enabled RFID Technical 
Specifications

  Email notifications on 
operational changes and 
announcements

  Shipment/Pick-Up Requests

  Accounts Payable Information 
e.g. check detail

 Payment/Chargeback Dispute 
Resolution

Accounts Receivable FactorFactor for vendors  Vendor Standards

  Email notifications on 
operational changes and 
announcements

  Accounts Payable Information 
e.g. check detail

  Payment/Chargeback Dispute 
Resolution

Public WarehouseShips merchandise for vendors  Vendor Standards

  EDI Mapping Guides

  Routing Guide

  EPC-Enabled RFID Technical 
Specifications

  Email notifications on 
operational changes and 
announcements

  Shipment/Pick-Up Requests

CarrierTransports shipments  Email notifications on operational changes and announcements.

  Access to Load Tendering

The following elements are generally required to register, with certain requirements varying by type of registering company and user role.

  1. Vendor Account Number (required for LVS/Levinas/Profile Resale Vendors, Accounts Receivable Factors and Public Warehouses): 12 digit number assigned and authorized. New vendors have to request this information in written format.
  2. Carrier SCAC or industry standard carrier alpha code is required for Carriers.
  3. Email Address.
  4. For questions regarding compatibility, please send an e-mail to info@lvsfashion.com.

Technology, Electronic Data Interchange (EDI) and Radio Frequency Identification (RFID)

EDI General Standards and Documents

  1. LVS/Levinas/Profile requires vendors to utilize industry-wide technologies. In order for a new vendor to be set up as a LVS/Levinas/Profile vendor, a GS1 certificate and GS1 company prefix must be established. For that and other reasons, new vendors (as well as vendors who are changing their EDI-related technology) must contact LVS/Levinas/Profile EC Technology Department regarding their technological capabilities. Please note the following contact information for LVS/Levinas/Profile EC Technology Department and additional useful technology resources:
    1.   GS1US: 937-435-3870, www.gs1us.org
    2.   National Retail Federation: 800-673-4692, www.nrf.com
    3.   GXS (LVS/Levinas/Profile preferred Value Added Network): 877-446-6847, www.gxs.com
  2. Vendors must be EDI capable, trade all required documents, each in the appropriate version and be compliant with LVS/Levinas/Profile mapping guides. All applicable EDI documents are traded at the U.P.C., GTIN or EAN level. GS1US provides specification on SSCC-18 (Application Standard for Shipping Container Codes).

A selling unit, sometimes referred to as an “each” is LVS/Levinas/Profile only acceptable unit of measure. Every U.P.C./GTIN/EAN must equate to the applicable each or selling unit (e.g. a pair of shoes, a package of pillowcases and all 3 pieces of a 3-piece suit that are not sold separately are examples of an each). Pre-pack codes must be converted to the component U.P.C./GTIN/EAN before transmitting inbound documents, which must reflect shipped quantities based on the selling unit or eaches, as identified by its U.P.C./GTIN/EAN code.

  1. Use only the single code transmitted in the outbound EDI850 Purchase Order to identify a selling unit or each. Do not use multiple

All EDI documents must remain unmodified for RFID implementation. This includes the EDI 856 Advance Ship Notice. Do not transmit EPC #’s in lieu of U.P.C./GTIN/EAN codes, etc.

Radio Frequency Identification (RFID)

Radio Frequency Identification (RFID) has been rolled out successfully into a number of families of business (FOB’s) beginning in 2012. As anticipated, the use of RFID has provided more accurate item file information, which helps to ensure that our customers will have the right product in the right place at the right time. As the rollout proceeds, many additional technology benefits will be realized, and more importantly, will serve to support our accelerated Omni channel deployment. We require that tags are provided in accordance with our EPC-Enabled RFID Technical Specifications. This is applicable to all store and CFC merchandise for those departments outlined. Questions regarding this initiative should be addressed with the appropriate contact listed in the EPC-Enabled RFID Technical Specifications.

U.P.C. Catalog

  1. LVS/Levinas/Profile requires a single Product Identifier to represent a style and utilize the NRF color and size fields to further define colors/sizes within the style so as to create a single record for each product that we purchase. NOTE: It is essential that where LVS/Levinas/Profile is acquiring Merchandise from an intermediary, that such intermediary, such as a dealer or licensee, has the written consent of the manufacturer or source of the merchandise to use the proper single product identifier coding for each item of merchandise.
  2. All merchandise must be included in the GS1US compliant U.P.C./GTIN/EAN catalog from GXS that meets all industry standards. GXS catalogs will be profiled and granted access for nightly automatic downloads only after LVS/Levinas/Profile confirms the catalog satisfies LVS/Levinas/Profile requirements.
  3. New vendors must obtain LVS/Levinas/Profile approval and verification of catalogs before data is made available to LVS/Levinas/Profile merchants for purchase, with the U.P.C. catalog provided to GXS prior its shipment date.
  4. Vendors must provide all relevant attribute information and product images in accordance with the Guidelines.
  5. All transmitted data must be in English. Accurate, user-friendly product descriptions are critical.
  6. For new and existing vendors, LVS/Levinas/Profile permits manual entry of new and updates to existing U.P.C./GTIN/EAN codes at $5.00 per U.P.C./GTIN/EAN to offset costs.
  7. All other required data elements must also be assigned on the same, consistent basis. Data in the catalog must exactly match the corresponding line list, ticket and all other printed media. This covers colors, sizes and PID (including single spaces, no leading spaces, special characters and zeroes).
  8. Photo shoot samples must be sent to the at least 12 weeks prior to the purchase order In DC date.

 

Purchase order conditions.

  1. Requests to change purchase orders must be communicated and agreed to between both merchant and vendor parties. Once approved by both parties, those changes must be made to the corresponding purchase order prior to shipment. By Shipping Purchase order Vendor agrees to its all guidelines and conditions, chargebacks will apply for all or any violations.
  2. Vendors are required to utilize the “InDC” date for all orders. This is the date by which all merchandise must be received at a LVS/Levinas/Profile Distribution Center.
  3. Merchandise shipped that does not comply with the style, color, size, location distribution or other elements of the applicable purchase order may result in an expense offset even if LVS/Levinas/Profile accepts the merchandise.
  4. LVS/Levinas/Profile reserves the right to reject unauthorized shipments sent directly to stores, unauthorized substitutions, invalid orders, canceled and late orders, early shipments, over shipments and duplicate shipments. LVS/Levinas/Profile may place rejected merchandise with a specific carrier to be delivered to dispose. Expense will be Vendor’s responsibility.
  5. If purchase order is shipped passed cancelation date the chargeback will apply – 37% off the purchase order’s value.
  6. List of possible violations and chargebacks can be found below. Every purchase order is subject to those guidelines, unless waiver is provided. By shipping the purchase order vendor agrees with all of the guidelines.
Chargeback to vendor
Stains of any kind /dirt or production marking/ per pieceFull Charge
Wrong Buttons used/not followed provided sample/ per piece$2.00
Wrong Tags or missing Tags or labels / per pieceFull Charge
Wrong Packaging/packaging per piece$2.00
Missing UPC Codes/Style number Stickers per piece$3.00
Wrong inner or master box used/per box

Master Box Measurement -52.5x49x38. Inner Box -25×23.5×36

$4.00
Wrong fusing used in production/ per piece$4.00
Wrong fabric used in production/ per pieceFull Charge
Wrong color or design used in production/ per pieceFull Charge
Wrong packaging material used/per piece$4.00
Wrong collar/stayers used in production/per pieceFull Charge
Incorrect Fit/per pieceFull Charge
Late shipping/ per piece or 37% off the purchase order’s value which ever is greater.$2.00
Wrong/mistakes on shipping labels/ per box$2.00
Loose threads and untrimmed seems.(longer then 1mm)/per pieceFull Charge
Incorrectly printed or wrong polybag is used$2.00
Wrong equipment is used for embroidery/buttonholes/ per pieceFull Charge
Wrong finish used on fabric per pieceFull Charge
Wrong distance between the buttons or/and missing correct number of placket buttons per pieceFull Charge
Wrong UPC coded is used on the box per box$8.00
If any styles are not shipped or cancelled by the factory per pieceFull Charge
Wrong Brand Name used in production per pieceFull Charge
In addition to the charge back the labor fee will be added if any of the above charge apply.$20
Labor fee is $20/hour per men/Additional WH Charges
Past Cancelation Date/Discount 37% of the Order Value37%
I case the order is rejected due to the violations the following Warehouse/
Distribution Center charges will be applied:
Receiving the container$900
Releasing the container back to vendor$900
In/Out/per box$4.00
Storage of rejected merchandise per box$4.00
Deposit
If deposit is given and merchandise is rejected the interest rate of 16% of deposit value should be16%
If the merchandise if rejected Deposit has to be returned immediately.Immediately
If LDP terms are stated on the Purchase order and vendor choices to use our customs broker
to ship, clear and deliver the container following charges are applied/container:
ISF$75.00
Customs Clearance$180.00
Handling / making the BOL$100.00
Messenger$75.00
Ocean Freight/full charge +scheduling feeTBA
DutiesTBA
 

$10,000/container

Advanced shipping notice has to be sent and approved before any shipment. All Shipments without official waiver will be subject to chargeback for manual unauthorized receiving.

 

Pallet Charge and Shrink-wrap/of the releasing pallets/

$12.50/pallet
*** Official Chargeback guidelines overrules the purchase order guidelines unless waiver is provided
prior to actual shipping date.
*** Full Charge – combines: cost of goods+duties+shipping+handeling+clearing+distribution/warehouse charges.

*** Buttons for all dress or men’s woven shirts have to be real mother of pearl, as per provided sample. Otherwise the charge back is applied.

*** If the merchandise is rejected we hold rights to charge vendor loss of business, which is calculated on how many units normally sold per month at average price with the deduction of the manufactured price. In case of merchandise being rejected we hold the rights to remove the brand’s recognition marks. The Vendors have no rights to sell or distribute any goods with our registered Brand Name. The removing the brand’s name and brand name’s recognition charge of $3.00 will be charged back to vendor.

We strongly recommend collaborating with LVS/Levinas/Profile merchants and planners to meet those guidelines.

Shipments will continue to be audited and expense offsets generated until inaccuracies consistently no longer exist, and the vendor is responsible to the offset and charges until its authorized to continue the production or return authorization has been issued.

LVS/Levinas/Profile prohibits the use of pins of any kind on any merchandise except men’s folded dress and woven shirts – 1 stainless pin has to be used to hold the collar button. 
(Chargeback for $3.75/pcs is applied)

For hard lines merchandise, such as metal, paper, china and glass, labels must be applied using a removable adhesive.

For boxed/packaged merchandise that can be displayed and/or sold out of the package, ticket both the package and 
individual units.

Jewelry and watches must have U.P.C. information on outer packing as well as individual items i.e. retail display boxes.

If merchandise is to be sold ONLY as a set, only one U.P.C./GTIN/EAN ticket must be attached to the outside of the package.

Merchandise sold ONLY as a set but not packaged together, e.g. salt and pepper shakers, must have one piece marked with 
full U.P.C./GTIN/EAN ticket. Each additional piece must be marked with a ticket that includes the PID (style #), color and 
size. Each ticket must also clearly state how many pieces are in the set. Only include one EPC per set.

For multi-piece garments, the top or primary garment must be marked with one full detail U.P.C./GTIN/EAN ticket. All 
other pieces must have a ticket that includes PID (style #), color and size.

Every piece must include a ticket clearly indicating how many pieces are in the set. This specification applies to apparel only and does not apply to accessories such as a headband on a girl’s dress.

Accessories such as hats, headbands, gloves, belts and extra items such as buttons and beads must be swift attached, i.e. pins may never be used. Accessories must be noted on the U.P.C./GTIN/EAN, ticket e.g. garment and hat.

LVS/Levinas/Profile recommends including U.P.C./GTIN/EAN, PID #, barcode and/or multi-piece indication on the sewn-in care label on all apparel to allow for permanent merchandise identification for every component. Vendors should contact their label maker for additional information.

RFID/EPC tickets are to be attached only to the primary garment of multi-piece, attached sets.

CFC – Miscellaneous Tickets

  1. Small specialty tags are required for items such as jewelry and watches that are too small for standard U.P.C./GTIN/EAN tickets. In addition, compliance with jewelry ticketing standards is required for fine, silver and bridge jewelry. Therefore Data 2 (http://www.data2.com/, 800-227-2121) must be used.
  2. Lamps are to be ticketed with one U.P.C./GTIN/EAN for the entire lamp, with the base and shade preferably packed in one carton. Questions regarding lamp ticketing are to be referred to 513-782-1222.
  3. Use the prescribed International Standard Book Number (ISBN) for books.
  4. Some trend jewelry tickets may require additional information. Consult your merchant to determine if this is a requirement 
for your merchandise. Tickets which require additional information should follow these standards:
    1. Trend 2: “288” as well as “T2” and the quarter e.g. “288 T2 Q4”.
    2. Fast Trend: “Fast Trend”.

Additional information on Ticketing Standards provided in Appendices B, C and D and in the RFID Section.

Presentation, Preparation, Packaging and Packing Standards

Container Load Standards

Style number must be organized in the container. Style numbers should not be mixed inside the container. Merchandise should be on the pallets inside the container and styles must not be mixed on the pallets. In case the qty per style is less 120 pcs, it could be placed on the pallet with another style, but the separation has to be provided. (violation of this requirement leads to $10,000 chargeback per container + warehouse/DC charges for receiving it).

Stores – General Standards 4

  1. All merchandise must be received in “floor ready” condition in that it is ready for immediate placement on the selling floor.
  2. The appropriate sized carton should be used (i.e., avoid over packing or under packing cartons). Ideally, merchandise should be packed 1/4” below the top and 1/8” from the sides of the carton. Overstuffed and under filled cartons may break, resulting in unconveyable cartons and/or lost or damaged merchandise for which the vendor will be responsible.
  3. Use only sustainable packing materials.
  4. All apparel which will be merchandised hanging must be shipped on the appropriate, industry-standard hanger, approved by us.
  5. Non-slip hangers must be used for all tops.
  6. All garments displayed folded require a size strip placed in such a way that it will be available for the customer to see when the garment is folded in a displayed stack. Size dots are not permissible as they are not visible when merchandise is stacked.
  7. Size strips must be specific. For example, for men’s slacks, strips must include waist and inseam sizes.
  8. Fine gauge fabrics such as silk and cashmere and graphic t-shirts should use size strips with adhesive specific to delicate fabrics.
  9. Sized, non-garment products such as comforters, pillows and sheets must clearly display the size on the product using a minimum of 18 point bold font. Size indicators must be visible on at least 2 sides of the package.
  10. Merchandise displayed in packaging where the actual product is not visible must provide a photograph or line drawing and complete description on the outside of the package.
  11. Only recyclable or compostable packing materials may be used.
  12. Plastic or cardboard collar inserts for folded dress and woven shirts
  13. Use plastic, tissue or other coverings on buttons and embellishments only as necessary to protect the garment.

All products manufactured or transported in environments that may make them susceptible to mold must contain antisiccant packing materials, e.g. silica gel packets/sheet

  1. Pack merchandise flat in cartons with the front side facing up. If merchandise must be folded, use only one fold at the bottom of the garment. 
For Dress or woven shirts, place one on top of another in the inner box(collars are facing inside).
  2. Close all buttons, zippers, hooks, etc.
  3. Bundle hangers with string or rubber bands only if necessary to prevent wrinkling but do not use metal or tape.
  4. Merchandise shipped on hangers should be flat packed in appropriate sized cartons. Do not use “wardrobe” cartons with a hang bar.
  5. Non-slip hangers must be used for all wide neck tops.
  6. Alternate position in carton every 6 garments to eliminate excess bulk at one end of the carton, maximize capacity of cube and prevent shifting.
  7. Place cardboard or tissue between alternating positions only if necessary to reduce shifting of contents.
  8. Delicate items should be placed on top to prevent crushing.
  9. Do not fill cartons above or below recommended capacity. Overstuffed or underfilled cartons may break, resulting in lost or damaged merchandise for which the vendor will be responsible.

CFC – General Standards5

  1. Merchandise must be packaged by individual selling unit (i.e., eaches).
  2. Merchandise must be packaged in a way that it is immediately available to send to the consumer. Breakable merchandise 
such as cosmetics and Fragrance, decorative home, tabletop merchandise and electronics must be packaged to protect the merchandise when shipping via a small package carrier to the consumer.
  3. The appropriate sized carton should be used (i.e., avoid overpacking or underpacking cartons). Ideally, merchandise should be packed 1/4” below the top and 1/8” from the sides of the carton. Overstuffed and underfilled cartons may break, 
resulting in unconveyable cartons and/or lost or damaged merchandise for which the vendor will be responsible.
  4. Do not use tissue or paper as filler to fill under packed cartons. If necessary, recyclable/compostable cardboard or chipboard is permitted to protect merchandise. Tissue may be used only when necessary to protect packaging from sticking or damage during transit.
  5. Use only sustainable packing materials.

CFC – Wrinkle Prevention

For merchandise shipped on hangers to prevent wrinkling or damage:

  1. Cover each hanging or folded garment with a clear, dry cleaning style plastic (1 mil) bag. If merchandise is covered in plastic the hanger hook must be exposed.
  2. Hanging and folded polybags must be securely sealed to maintain cleanliness of merchandise during storage and delivery. The following types of closures are permitted:
    1. Heat sealed closures
    2. Resealable closures
    3. Folded and taped with clear tape
    4. Folded with a flap closure. Flaps must be long enough to ensure product is not exposed when handling.
  3. Pack merchandise flat in cartons with the front side facing up. If merchandise must be folded, use only one fold at the bottom of the garment.
  4. Close all buttons, zippers, hooks, etc.
  5. Non-slip hangers must be used for all wide neck tops.
  6. Bundle hangers with string or rubber bands only if necessary to prevent wrinkling but do not use metal or tape.
  7. Merchandise shipped on hangers should be flat packed in appropriate sized cartons. Do not use “wardrobe” cartons with a 
hang bar.
  8. Alternate position in carton every 6 garments to eliminate excess bulk at one end of the carton, maximize capacity of cube 
and prevent shifting.
  9. Place cardboard or tissue between alternating positions only if necessary to reduce shifting of contents.

CFC -Polybag Standards

  1. All merchandise must be individually polybagged.
  2. Units sold as sets must be packed in the same polybag.
  3. Polybag material must ensure protection and presentation of the items through delivery to the consumer.
  4. Polybags must be a minimum of .9 to 1.5 mil in thickness and made of polyethylene. Polypropylene and cellophane bags are not allowed.
  5. Polybags thinner than 1 mil must contain the following caution statement: “WARNING: To avoid danger of suffocation keep away from babies and children. Do not use in cribs, beds carriages and playpens.”
  6. Vented, self-sealable bags are recommended for all merchandise types. Holes of any other type are not permitted except for leather, suede and fur items.
  7. Leather, suede and fur items must be shipped in polybags with vents or holes to allow the material to breathe. If vented bags are not used, merchandise must be wrapped in paper to prevent damage while being warehoused.
  8. Only clear plastic polybags may be used.
  9. Polybag markings of any kind must not cover U.P.C. information.
  10. The appropriate polybag sizes should be used for hanging merchandise that will ensure the entire garment is covered and sealed on all sides. The polybag should be no longer than 6” below the bottom of the garment.

LVS/Levinas/Profile Transportation Standards

LVS/Levinas/Profile Transportation Office (“TO”) manages transportation for all vendor shipments.

All LVS/Levinas/Profile vendors are required to ship freight pre-paid unless otherwise specified. Exceptions must be authorized by TO. LVS/Levinas/Profile merchants are not authorized to issue routing instructions or exceptions to the TO standards.

Vendors will not be reimbursed for freight expenses on prepaid shipments.
TO’s requirements are specified in the LVS/Levinas/Profile Routing Guide. Transportation related questions should be addressed with the LVS/Levinas/Profile Transportation Office at (212) 391-4444.

Shipping Standards

  1. All vendors must comply with LVS/Levinas/Profile Routing Guide.
  2. The Routing Guide also specifies trailer loading requirements (i.e., floor loaded vs. palletized). For palletized shipments, LVS/Levinas/Profile requires the use of Grade A (#1) four-way GMA pallets.
  3. Other than Direct to Market locations (see Big Ticket and Small Ticket Store to DC Listings for stores designated as “D2S”), direct to store shipments are only authorized on an exception basis. Authorization numbers must be obtained by the LVS/Levinas/Profile Transportation Office prior to shipping. Orders shipped directly to stores without prior approval are subject to expense offsets.
  4. Shipments must be fully prepared and available to ship by the agreed upon pick up date/time. Vendors and/or their authorized shippers are required to count and load ALL cartons. Drivers are not authorized to load, assist or count cartons. All shipments are considered “shipper count” regardless of Bill of Lading indication. Violation of this guideline or any other carrier delay due to vendor preparation issues will result in expense offsets that to be established by our offices.
  5. All merchandise shipped to a LVS/Levinas/Profile distribution center must be packed in conveyable cartons. Do not use wooden boxes or crates.
  6. Merchandise shipped on hangers should be flat packed in appropriate sized cartons. Do not use “wardrobe” cartons with a hang bar.
  7. All shipments must be distributed and packed by store location as defined in the EDI850 purchase order. Merchandise may not be shipped in bulk, requiring post distribution. Contact the appropriate LVS/Levinas/Profile merchant if the store distribution has not been provided prior to packing.
  8. Oversized cartons may be used only for suits, sport coats, floor length gowns and outerwear over 36” that are not suitable for folding. Oversized cartons must be packed separately by store.
  9. All cartons must be securely sealed with security/reinforced tape. Openings on all sides of cartons, including edges must be sealed using the “H” method.
  10. Carton strength should be a minimum of 32 edge test crush (ETC) = 150 mullen to prevent crushing during transit. Large or heavy cartons may require a higher ETC.
  11. Do not use bands, straps, staples or any other material on the exterior of the carton. Such materials may damage sortation equipment and/or affect scannabilty of GS1 128 labels.
  12. Shrink wrapping or plastic covering is not permitted on the exterior of the carton. Do not shrink wrap multiple cartons together as one “shippable carton”.
  13. Every effort must be made to efficiently utilize carton and trailer cube space, with the goals of minimizing transportation and processing expenses and enhancing sustainability. Cube trailers and use conveyable cartons. For cartons too small to be conveyed, use master packing.
  14. Cartons with rounded corners have a tendency to roll off conveyor systems. Use proper cardboard strength and use optimal packing standards to avoid rounding of carton corners.
  15. LVS/Levinas/Profile carton size requirements and weight limits are listed below. These requirements must be applied to all cartons shipped to a distribution center including collateral, GWP/PWP and samples. Shipments sent prepaid directly to stores are not bound to these requirements.
MINIMUMMAXIMUM
Length9”36”
Width9”27”
Height3”30”
Weight5 lbs.50 lbs.
  1. Master packs may be allowed for shipments to a singular DC that cannot reasonably meet LVS/Levinas/Profile minimum carton size requirements. Multiple stores and/or purchase orders may be packed within the same master pack. Additional guidelines for use of master packs are:
  2. “Master pack” must be prevalently noted on the outside of all 6 sides of the master container.
  3. GS1 128 labels must be attached to each inner carton in the master pack.
  4. Each inner carton must be for one store only.
  5. The EDI856 must reflect the inner cartons, with one MAN-GM segment for each inner carton.

“Nested” merchandise (e.g., luggage) must be clearly marked on the outside of the primary shipping carton.

Vendors who have received port of entry (POE) shipment authorization must contact the appropriate LVS/Levinas/Profile merchant for specific POE procedures. All POE shipments must be compliant with all LVS/Levinas/Profile standards and routing procedures.

Vendor Audit Program

To facilitate the quickest, most efficient movement of merchandise to LVS/Levinas/Profile selling floor, vendors are expected to utilize all available technology and follow all LVS/Levinas/Profile standards. Audit programs assist in identifying and ultimately resolving issues that may inhibit the efficient flow and eventual sale of merchandise.

New Vendor and Cross Dock/EDI856 Qualification Audit

  1. The EDI856 Advance Ship Notice will be compared at the carton level to the physical merchandise by U.P.C./GTIN/EAN, quantity and location.
  2. Accuracy percentage is expected to be 99.5% as soon as possible.
  3. Vendors who do not reach 99.5% accuracy will continue to be audited until an acceptable accuracy percentage is achieved.
  4. If the required accuracy level is not achieved, expense offsets may be processed for not being in production.

Ongoing Cross Dock/Integrity Audit

  1. P.C./GTIN/EAN accuracy (MIS%) is expected to be at least 98% for each shipment.
  2. Piece count accuracy (NET %) is expected to be at least 99.5% for each shipment.
  3. Once vendors have achieved the required accuracy levels, random shipments will continue to be audited, comparing the EDI856 to the physical merchandise.
  4. Audit results are available for all registered
  5. If accuracy levels fall below LVS/Levinas/Profile standards, vendors may be removed from the Cross Dock program and placed in the Integrity Audit program. Integrity shipments will be 100% audited and manually processed until acceptable accuracy levels are achieved.
  6. Vendors in the Integrity Audit program are subject to all expense offsets related to auditing and manual processing.
  7. Vendors remaining in the Integrity Audit program for more than 6 months will be subject to additional LVS/Levinas/Profile oversight and 
testing. All expenses related to these extra efforts will be the responsibility of the vendor.

Return to Vendor (RTV)

Unordered/Damaged/Rejected Merchandise

  1. LVS/Levinas/Profile reserves the right to reject unordered merchandise at the vendor’s expense, including any additional expense incurred. Unordered merchandise includes any merchandise, by U.P.C./GTIN/EAN, quantity and location that does not match the purchase order.
  2. If LVS/Levinas/Profile elects to return unordered merchandise, merchandise may be consigned to a carrier of LVS/Levinas/Profile choice. All transportation and additional expenses will be charged to the vendor.
  3. Return will be authorized only after vendor pays all offset charges owned by the guidelines/chargeback report. Vendor will be given a time frame to make all necessary arrangements, after which vendor looses all rights to claim it. And goods will be disposed.

Transportation of CRC shipments will be arranged by LVS/Levinas/Profile Transportation Office. Vendor pick up of returns is not permitted, unless authorized.

LVS/Levinas/Profile requires vendors to issue credit for all merchandise considered sub-standard, i.e. defective, damaged or unsalable for any reason.

Vendors will be assessed a handling charge of 8% of merchandise value on all returns, regardless of reason. Transportation costs will also be the responsibility of the vendor.

Returns for recalled merchandise are subject to additional expense offsets.

Several programs are available for damaged merchandise:

a. Damage Allowance: An allowance percentage or charge by pcs will be deducted from all merchandise invoices in lieu of actual return of merchandise. For more information, contact the appropriate merchant.

b. Handling and transportation expenses are the responsibility of the vendor.

Accounts Payable Standards

General Accounts Payable Standards

  1. Vendors are expected to manage account activities by utilizing secured applications.

Dispute Resolution via AP Forms

  1. All requests for research/repayment of deductions or non-payment of invoices must be submitted via email. All supporting documentation must be attached to the AP Form inquiry.

Inquiries and all supporting documentation must be submitted within 30 days from the deduction date.

  1. Valid proof of delivery for invoice non-payment and invoice shortages must include a freight bill stamped and signed by a LVS/Levinas/Profile Distribution Center, merge center or store representative. Small package proofs of delivery must include the full delivery address (street, city, state).
  2. Vendors must receive and process incoming returns by Bill of Lading and NOT by RA#. Disputed items must be submitted on AP Forms with only one Bill of Lading per inquiry.

All other dispute types should be consolidated on a spreadsheet by LVS/Levinas/Profile division and dispute type and submitted as an attachment under a singular inquiry.

Expense Offset Policy

LVS/Levinas/Profile does not reimburse freight charges incurred by the vendor, e.g. prepaid or vendor’s carrier. Freight will be deletedfrom all merchandise invoices that include freight charges, i.e. invoices will be paid net of freight.

If Vendor noncompliance causes disruption to operations, additional expense and delays in movement of merchandise to the selling floor, LVS/Levinas/Profile expects vendors to comply with these Vendor Standards. This Expense Offset Policy is intended to recover the additional costs incurred by LVS/Levinas/Profile due to vendor noncompliance. In many instances, the expense offset is a liquidated amount that LVS/Levinas/Profile may assess, together with administrative fees, in the event of noncompliance. As stated in the introduction to these Vendor Standards, LVS/Levinas/Profile regards vendor noncompliance as consent to LVS/Levinas/Profile assessing expense offsets and collecting such amounts by offset. In addition, LVS/Levinas/Profile has conditioned its obligation on a vendor’s compliance, such as payment of all or a portion of freight costs, vendor’s noncompliance will constitute vendor’s acceptance that the vendor will pay the cost.

The chart in Appendix I lists matters for which the charge for vendor noncompliance has been established and constitutes notice that LVS/Levinas/Profile will assess and collect such charges by offset in the event of vendor noncompliance. There is a separate list that provides the fees payable for services that are distinct from noncompliance of a requirement under these Vendor Standards. Charges applicable to the LVS/Levinas/Profile Transportation Office in respect of its operations are provided as a portion of the Routing Guide.

Additional information on Expense Offset Policy available in Appendix I.

Other LVS/Levinas/Profile Programs

Return to Vendor Alternatives

In an effort to reinforce sustainability efforts by reducing freight, handling and processing expense, LVS/Levinas/Profile offers the following programs in lieu of physical return of merchandise.

Cosmetics and Fragrance Destroy in Field (DIF)

  1. This program is required for all cosmetic and fragrance vendors.
  2. Includes unsalable customer returns, damage and testers created from stock.
  3. This benefits of this program are:
    1. Reduced freight, handling and processing expense, work simplification and consistency.
    2. Availability of timely, detailed, locational U.P.C./GTIN/EAN information via the EDI180. This allows vendors to efficiently update inventory management systems for resale and collateral merchandise.
    3. More timely replenishment to reduce/eliminate out of stock occurrences.
    4. Reduced need to create testers from stock merchandise.
    5. Environmentally sensitive.

Damage Allowance

  1. A negotiated percentage is deducted from all merchandise invoices. This percentage is based on the vendor’s historical rate of damaged returns.
  1. The percentage is periodically reviewed to adjust to current rates and trends.
  2. As no returns are processed, handling and freight charges offsets are not applicable.

Packaging Recommendations: LVS/Levinas/Profile is continuing to look for opportunities that will have a positive effect on the environmental impact, quality and cost of our products and encourages our vendors to engage in the same process. However, please take note that any changes that a vendor is contemplating must not deteriorate the quality, increase the cost or negatively affect the presentation of its products or packaging.

  1. Sustainability: LVS/Levinas/Profile believes that contributing to a more sustainable environment is a good business practice and the right thing to do for future generations. Accordingly, the company has established goals to use resources more efficiently, increase recycling and, when possible, also to increase the amount of recycled materials used in our products and packaging. LVS/Levinas/Profile has an interest in the total environmental impact of our purchases and reserves the right to request and receive data that may be used to calculate source reduction, recycled content or certification related to the products/services we purchase. In that effort, LVS/Levinas/Profile also specifies that third party products certified as sustainable be utilized when and where appropriate. LVS/Levinas/Profile will operate within the bounds of good business decision making so each action we take is both measurable and sustainable over time. LVS/Levinas/Profile also works with suppliers to try to ensure responsible actions are taken in our supply chain to avoid toxic or hazardous material in the products we purchase. In the instances where use of a hazardous material is unavoidable, suppliers must identify the risk and comply with all MSDS (Material Safety Data Sheet) labeling, documentation and other regulatory requirements.
  2. Sustainable Packaging: LVS/Levinas/Profile has continued to research our freight and product packaging activities to identify additional efficiencies across many categories. This research has uncovered efficiencies that have led to environmental benefits in a variety of areas, from reduced usage of virgin materials and fossil fuels to other cost savings with positive environmental impact. LVS/Levinas/Profile also is encouraging our vendors to consider the following options that we have identified as best practices:
    1. Utilizing standardized and right-sized shipping cartons to limit the amount of wasted space, thereby using fewer boxes, less fossil fuel and lowering shipping costs.
    2. Use of certified paper, with a preference for Forest Stewardship Council (FSC) certified paper, for integrated hangtags.
    3. Use of recycled and/or certified paper, with a preference for FSC-certified paper, for paper product packaging.
    4. Incorporating recycled polyester into woven label programs.
    5. Incorporating recycled polyester into satin care label programs.
    6. Utilizing recycled hard plastics when possible for watch box inserts, earring cards, and for other jewelry/small goods programs.
    7. Using recycled paperboard for men’s dress shirt collar bands.
    8. Reviewing internal packaging requirements with the goal of reducing size and content.

Child Labor, Forced Labor, Slavery and Human Trafficking/Unsafe Working Conditions

LVS/Levinas/Profile has a strict policy prohibiting the use of child or forced labor in the manufacturing of the merchandise that it purchases, which policy is designed to help eradicate slavery and human trafficking in the overall supply chain, regardless of geographic location. It is set forth clearly in LVS/Levinas/Profile Vendor/Supplier Code of Conduct. LVS/Levinas/Profile requires, as a condition of doing business, that all vendors comply with the Code, as well as with the Fair Labor Standards Act, the Occupational Safety and Health Act, and other applicable laws for merchandise produced in the United States. LVS/Levinas/Profile also requires strict compliance with the laws of the foreign country where the merchandise is produced, pertaining to these subjects, when the merchandise is manufactured outside the United States. All vendors are required to sign and return a letter indicating that they have received and understand this LVS/Levinas/Profile policy and that they are in compliance.

Fur Products

All products containing real or faux fur must comply with all applicable US laws, including but not limited to the U.S. Fur Products Labeling Act and the New York State “real and faux” fur laws. Affected products include apparel, footwear, handbags, hats, gloves, bedding, throws, decorative pillows, and any other products incorporating real or faux fur. Non-compliant products may be relabeled, RTV’d at the vendor’s expense’s, or subject to expense offset fees at LVS/Levinas/Profile discretion.

Notes on Real Fur: The term “fur” means animal hair, fleece, or fur fibers still attached to the animal skin. Therefore, real fur includes shearling and calf hair. “Ponyhair” is a marketing term that may NOT be used to describe calf hair, haircalf (i.e, fur from cattle). Fur product labels must include: the animal name; country of origin of the fur; the term “real fur”; other textile or wool fiber content disclosures; indication if the fur is natural, dyed, or otherwise treated; country of origin of the finished product; and other applicable labeling requirements.

“Asiatic Raccoon” is NOT “Raccoon”: “Raccoon” is the name for the North American species Procyon lotor, which is native to the United States and Canada. “Asiatic Raccoon” is the name for the species Nyctereutes procyonoidos, which is native to Asia but is also farmed in countries such as Finland. The U.S. Federal Trade Commission (“FTC”) only recognizes the term “Asiatic Raccoon” for fur products using Nyctereutes procyonoidos sold in the United States. DO NOT MIX UP THESE TWO SPECIES. Other marketing terms acceptable in other countries (such as “Tanuki” in Japan or “FinnRaccoon” in the EU) are NOT acceptable for sale in the United States. If the product contains fur from Nyctereutes procyonoidos, it must be labeled as “Asiatic Raccoon,” or we must reject that product.

New York State “Real or Faux” Fur Law: Products containing REAL FUR must be stamped, tagged, or labeled with the words “Real Fur” to comply with the N.Y. GBS. LAW § 399-aaa: “Selling and manufacturing of fur-bearing articles of clothing.”

Products containing FAUX FUR must be stamped, tagged, or labeled with the words “Faux Fur” to comply with the N.Y. GBS. LAW § 399-aaa.

Legal References: VENDORS MUST CONSULT THEIR OWN COUNSEL FOR CURRENT LEGAL ADVICE REGARDING THEIR PRODUCTS. The following list of fur laws is not exhaustive but is provided as a courtesy.

Federal       Fur Products Labeling Act http://www.ftc.gov/node/119458

  •   FTC’s “In-FUR-Mation Alert: How to Comply with the Fur Products Labeling Act” 
http://www.business.ftc.gov/documents/alt006-fur-mation-alert-how-comply-fur-products-labeling-act
  •   FTC Information on Clothing & Textiles http://www.business.ftc.gov/selected-industries/clothing-and-textiles
  •   The Dog and Cat Fur Protection Act, 19 U.S.C. Section 1303, prohibits the import, export, and sale of domestic dog and cat fur products in the U.S.
  •   The Endangered Species Act, 16 USC Sections 1531-1541 protects endangered and threatened species and commits the US to protecting wildlife under the Convention on International Trade in Endangered Species of Wild Fauna and Flora (“CITES”)
  •   The LACEY Act, 16 USC Sections 3371-3378 prohibits wildlife trade in animals that have been illegally taken, possessed, transported or sold. 
State: As of 2013, some states have additional fur labeling requirements.
    •   Delaware (11 Del.C. Sec. 1325A (2008)) and New Jersey (N.J. Stat. Ann. Sec. 56:14-1 (2009)) require clothing with real 
animal fur be labeled as such.
    •   Wisconsin has a real fur label requirement in garments but exempts garments less than $50. (WSA 100.35. Furs to be 
labeled)
 Massachusetts (M.G.L.A. 94 § 277A) and New York, (NY GEN BUS § 399-aaa) require that Real fur and Faux fur on clothing be labeled with those terms. Link to the NYS law is here http://codes.lp.findlaw.com/nycode/GBS/26/399-aaa Conflict of Interest, Gift Giving and Acceptance

Prize Promotions

Although LVS/Levinas/Profile participates in prize promotions (i.e., sweepstakes and contests) on a regular basis, all such events require the specific, prior written approval of special events management. It is the responsibility of the vendor to confirm with the appropriate LVS/Levinas/Profile merchant, as applicable, that all required approvals have been obtained in writing before proceeding with any prize promotion in which LVS/Levinas/Profile is being asked to participate.

U.S. New Store and CFC Openings

The benefits of LVS/Levinas/Profile expanding into new markets are shared with our vendors. It is LVS/Levinas/Profile policy that remodeled/new store and CFC opening costs be shared with our vendors. Therefore, we will add an additional 5% discount to be applied to initial remodeled/new store and CFC PO’s. All remodeled/new store and CFC invoices will be processed to your account 30 days after the remodeled/new store or CFC opening. LVS/Levinas/Profile policy also prohibits direct to facility shipments for remodeled/new store or CFC openings without proper authorization from LVS/Levinas/Profile Transportation Office.

Stores Outside the Continental U.S.

Due to the additional complexity of handling, freight, shipping, ticketing and other logistics efforts associated with moving goods outside the continental United States, LVS/Levinas/Profile will take an allowance of 4.5% on all invoices, on an ongoing basis, for LVS/Levinas/Profile stores outside of the continental United States. In addition, .5% will be deducted from all invoices for LVS/Levinas/Profile stores located in Hawaii to cover a state excise tax.

Vendor Liability Insurance

Every vendor shall obtain and maintain, at its sole cost and expense, comprehensive general liability insurance coverage in an amount appropriate to vendor’s business and operations, which shall not be less than $1 million per occurrence for bodily injury and property damage with not less than a minimum aggregate of $2 million in coverage. Such insurance shall provide coverage with respect to all customary liability, including product liability and contractual liability. The latter shall specifically include coverage of vendor’s indemnification obligations to purchaser. Every vendor agrees that such insurance shall be provided pursuant to policies that specify that said vendor insurance is primary, names purchaser and its affiliated companies as additional insured and that such coverage may be neither terminated nor reduced below the above limits without 30 days prior notice to purchaser. By doing business with us, each vendor agrees that it will provide, upon our request, certificates evidencing vendor’s compliance with the foregoing requirements.

California Proposition 65 Requirements

LVS/Levinas/Profile regards our vendors and suppliers as our partners in ensuring that all LVS/Levinas/Profile merchandise is safe and will not do harm to our customers. Pursuant to our Vendor Standards all LVS/Levinas/Profile vendors are required to comply with all applicable laws and regulations, including laws and regulations that are intended to ensure that the merchandise offered for sale by LVS/Levinas/Profile is safe.

Toxics in Packaging Laws Bulletin

This bulletin alerts you to important information regarding U.S. legislation that limits the amounts of cadmium, lead, mercury and hexavalent chromium in product packaging. The following summaries and links will provide you with background and resources to learn more about the Toxics in Packaging Laws.

TOXICS IN PACKAGING LAWS: As of 2009, nineteen U.S. states have Toxics in Packaging laws that prohibit the sale or distribution of packaging containing more than 100 parts per million (ppm) by weight (0.01%) in total of the following heavy metals: cadmium, lead, mercury and hexavalent chromium. No intentional introduction of any amount of these metals is allowed. The laws seek to limit the amount of heavy metals entering landfills, waste incinerators, recycling streams and ultimately, our environment. See the link below for the Model Legislation upon which many of the state laws are based: http://toxicsinpackaging.org/model- legislation/model/.

WHAT IS COVERED? The law applies to “packaging” and “packaging components”. The law defines “package” as a container providing means of marketing, protection or handling of a product and shall include a unit package, an intermediate package and a shipping container. “Package” also includes such unsealed receptacles as carrying cases, crates, cups, pails, rigid foil and other trays, wrappers and wrapping files, bags and tubs. “Packaging component” means any part such as, but not limited to, any interior or exterior blocking, bracing, cushioning, weatherproofing, exterior strapping, coatings, closures, inks and labels. Basically, any packaging you use with your product is covered by these laws.

WHO IS RESPONSIBLE?

  •   Manufacturers of packaging and packaging components
  •   Suppliers of packaging and packaging components
  •   Product manufacturers or distributors who use packaging. This applies to all suppliers who sell consumer products in the United States 
TOXICS IN PACKAGING CLEARINGHOUSE (TPCH): TPCH was formed to assist its Member States in the administration, interpretation and enforcement of the States’ Toxics in Packaging Laws. TPCH has initiated research, educational and outreach programs regarding the laws. 
ENFORCEMENT: Enforcement of the State Toxics in Packaging Laws is at the discretion of each state. The California Environmental Protection Agency’s Department of Toxic Substances Control (DTSC) investigated a retailer’s shopping bags that contained heavy metals in violation of the law. The DTSC obtained consent agreement and a $165,000 penalty to settle this matter. See details at the Achievements & Recognition page at this link: http://toxicsinpackaging.org/ 
LVS/Levinas/Profile is providing the information in this bulletin for the general information of its vendors. It does not replace any applicable legal or regulatory requirements and is provided “as is”. LVS/Levinas/Profile will not be liable for any indirect, special, punitive, consequential or other damages (including without limitation lost profits) of any kind in connection with this client bulletin. LVS/LEVINAS/PROFILE DISCLAIMS ALL REPRESENTATIONS AND WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION WARRANTIES OR 
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, IN CONNECTION WITH THIS CLIENT BULLETIN. SUPPLIERS AND VENDORS SHOULD CONTACT THEIR OWN LEGAL COUNSEL FOR ADVICE REGARDING COMPLIANCE WITH THESE LAWS.

REPLENISHMENT FOB – PLEASE ENSURE RECEIPT OF SEPARATELY PROVIDED INSTRUCTINS. PLEASE CONTACT OUR OFFICES AT TANYA@LVSFASHION.COM

ADDITIONAL TECHNOLOGY RELATED Technology Expense Offsets

CategoryDescriptionExpense Offset
GS1 128                    No or unusable label; this may be due to label quality or lack of/missing pack level data in the EDI856.

  Not in production for GS1 128.

$8.50 per carton
GS1 128                    Incorrect location on carton

  Incorrect format

  Missing human readable, division name, PO#, Store #, etc.

$5.00 per carton, minimum $50.00 per receipt
GS1 128 No/wrong FOB and/or department.60 per carton per field, minimum $50 per receipt
U.P.C. Catalog                    Manual data entry for U.P.C./GTIN/EAN prior to order entry/receipt

  Manual load of catalog data

  Manual corrections to data elements

$5.00 per U.P.C./GTIN/EAN
U.P.C. Catalog Manual data entry for U.P.C./GTN/EAN at time of order entry/receipt$250.00 per incident and $5.00 per U.P.C./GTIN/EAN
EDI856                    No/unusable/inaccurate EDI856 at time of merchandise processing

  Not in production for EDI856

$8.50 per carton, minimum $100.00 per receipt
EDI856                    Late EDI856

  Failure to consolidate store for same PO/shipment on one BOL/EDI856

$100.00 per receipt
EDI856 Failure to transmit separate BOL/EDI856/GS1 128 data per receiving facility$10.00 per carton for all cartons on BOL
EDI810                    Not in production for EDI810

  Inaccurate/missing BOL

  Multiple invoices for same store/PO/BOL

  Multiple consolidated invoices for same PO/EDI856

$10.00 per invoice
EDI820 Not in production for EDI820$10.00 per check

Distribution Center/MIO Expense Offsets

CategoryDescriptionExpense Offset
Shipping Merchandise shipped to wrong location$250.00 per receipt and $10.00 per carton and freight
Shipping Noncompliance to purchase order U.P.C./GTIN/EAN and store distribution, i.e. substitutions, shortages and overages by store$50.00 per receipt and 100% cost of merchandise; $5.00 per unit for collateral
Master pack                    Outer cartons not labeled master pack

  Missing/inaccurate GS1 128 label on inner cartons

$5.00 per box and per inner carton
Integrity Audit Removal from cross dock program, i.e. 100% audit$50.00 per receipt and $1.00 per unit

Store Floor Ready Expense Offsets

CategoryDescriptionExpense Offset
U.P.C./Ticketing                    Missing/wrong/poor quality U.P.C. ticket

  Ticket or other items affixed improperly, e.g. pins, string

  Missing/inaccurate retail

$25.00 per receipt and $3.00 per unit, minimum $50.00 per receipt and TBA
U.P.C./Ticketing Missing/inaccurate multi piece garment/set tickets 

$25.00 per receipt and .30 per unit, minimum $50.00 per receipt

U.P.C./Ticketing Full detail U.P.C tickets for in house U.P.C.s, supplied prior to receipt$50.00 per purchase order and .35 per ticket
U.P.C./Ticketing Retail only tickets supplied prior to receipt$50.00 per purchase order and .25 per ticket
RFID/EPC Missing/incorrect RFID/EPC for required departments/FOB’s$25.00 per receipt and .60 per unit, minimum $50.00 per receipt
Hanger Missing/incorrect hanger (including non-black hanger where applicable)$25.00 per receipt and .60 per unit, minimum $50.00 per receipt
Hanger Hangers seeded in box, i.e. not in garment$25.00 per receipt and .60 per unit, minimum $50.00 per receipt
Product Info Missing/inaccurate size strip or indicator on garment/package$25.00 per receipt and .60 per unit, minimum $50.00 per receipt
Packing                    Unnecessary packing materials

  Use of pins

$25.00 per receipt and .60 per unit, minimum $50.00 per receipt
Product Sample Sample not received 12 weeks prior to purchase order InDC date$50
Product Sample Shipment not matching product sample. Photo touch up required.$100
Product Sample Shipment not matching product sample. Reshoot flat required.$250
Product Sample Shipment not matching product sample. Reshoot figure required.$500