Transcription
SUPPLIER MANUAL2
DETAILED INFORMATION FOLLOWS FOR THE TOPICS LISTED BELOW: Invoicing Procedures GTIN Requirementso Dimensionso GTIN & Dimension Error Fines Environmental and Consumer Safety Compliance Measures New Item Setup Fee Reset Initiative Turn Standards McLane Supplier Receiving/Unloading Guidelines McLane Distribution Center Shipping and Routing Information Media InformationSupplier Manual22
InvoicingOur preferred method of invoicing is through EDI (electronic data interchange). Supplier PurchaseOrder Management is an alternative solution to EDI (electronic data interchange). Through a webinterface, you are able to eliminate the manual processing of purchase orders and invoices, access alisting of purchase orders and their status, confirm PO receipts and quantities, create an AdvanceShipping notification (ASN), and create an electronic invoice processed by McLane for subsequentpayment to the supplier.For more information contact supplieredi@mclaneco.com.Paper invoices are subject to a 50.00 fine per invoice. Invoice must include the purchase ordernumber and carton count. Bill one invoice per purchase order, per shipment. Mail the original invoice(no duplicate) to:McLane Company, Inc.Central Accounts PayableP.O. Box 6131Temple, TX 76503-6131 All invoices must include our complete purchase order number and the warehouse location towhich the purchase order was shipped.Warehouse credit memos are also to be sent to McLane Company at the above address. Creditmemos should indicate the warehouse location and reference the original invoice number whereapplicable.Suppliers should bill only for product shipped. If product is backordered, supplier should requestnew purchase order for the balance of the product as well as bill the backordered product on anew invoice.Invoice InquiriesAll inquiries regarding payments to suppliers should be directed to:Supplier CommunicationsP.O. Box 6131Temple, TX 76503-6131Phone: (254) 771-7019Fax: (254) 771-7020, Attn: Supplier CommunicationsEmail: CAP.Research@McLaneCo.comBusiness hours are from 8:00 AM until 4:30 PM (CST), Monday through Friday. When questioning the status of a payment, please indicate the purchase order number and thedivision to which the product shipped. When questioning a deduction, please refer to the divisionreceiving the product, reference number of the deduction as it appears on the check, the amountof the deduction and the complete McLane check number. A copy of the check stub is the mostefficient way to provide the information needed to identify Supplier’s claim.McLane Company reserves the right to charge a fee of 50 per invoice for researching issues.McLane Company reserves the right to assess additional penalties for pricing informationsubmitted in the incorrect format or on items not carried by purchaser. When issues arise due tothe Supplier submitting incorrect or unclear price or deal information, an additional 10% ofrepayment amount will be deducted.McLane Company will not research items where the disputed amount is 50 or less per invoice.Should the Supplier experience a pattern of discrepancies below this amount, the Supplier shouldcontact the Buyer or the Purchasing Manager to review the price and deal information on file.Supplier Manual23
Global Trade Item Number (GTIN) RequirementsTo remain competitive in the retail industry, it is important to stay on top of sales trends and actaccordingly. Tracking point-of-sale information through UPC coding helps McLane accomplish that;therefore, selling more of your merchandise. Scannable barcodes also enable McLane Company toproperly handle product from the time of receipt to the ultimate delivery to the customer, reducingour costs and enabling us to offer your products at the lowest possible price.Our policy is "no Purchase Order will be written without a GTIN code.”When there is a GTIN discrepancy, and we find that a problem occurs because of this error, we willadhere to our policy to charge back the supplier.Supplier Charge Back GuidelinesWe are asking our Suppliers to adhere to the following guidelines: All Suppliers must ship their product to the McLane Distribution Centers in cases with scannablebarcode labels affixed to the master case, inner pack and individual consumer units as detailed onthe following page. Only ONE scannable barcode should be affixed to each level and should neverbe on the bottom of the case.One full case of each item must be shipped to the following location:McLane New Item DeskMcLane South Campus6201 NW H.K. Dodgen LoopTemple, TX 76502 Barcodes must be test scanned to ensure the GTIN number matches the bar code. Please havebarcode slicks sent to the McLane New Item Desk.Review each purchase order received from McLane Company. If the Purchase Order has the wrongGTIN code on it, contact the McLane buyer immediately, before shipping the product. The buyerwill send you a corrected purchase order.If a supplier is purchased by another supplier and the purchasing supplier ships both products withthe old supplier GTIN code and their own new code, the supplier is required to notify the McLanebuyer, so a new item can be setup for the change in manufacturer UPC.Multipacks must ensure that the single pack UPC code is obscured so that the single pack barcodecannot be scanned.Barcode Label Locations (Figures 1.1 – 1.3)Depicted below are the barcode label locations for the: CaseInner PackIndividual Selling UnitMcLane requires that unique, scannable barcode labels be applied to all three forms of packagingunits. The labels should be placed on items so that a minimum of manual intervention is needed toscan product, i.e. so that product does not have to be pulled out of the master case or carton orotherwise rotated or manipulated to have the barcodes exposed for scanning purposes.Supplier Manual24
Figure 1.1UPC label location for Master CaseFigure 1.2UPC label location for Inner PackFigure 1.3UPC label location for Individual UnitAs a rule, the product should be packed and labeled so that the barcode on the inner pack is readilyscanned when the master case is opened and so the barcode on the individual unit is readily scannedwhen the inner pack is opened.The Most Common GTIN Problems Encountered Supplier substitutes merchandise which is different than what was on Purchase Order withoutauthorization from McLane Company, and it causes a not-on-file problem.Supplier submits incorrect information.Illegible barcodes (They do not scan).Items without scannable barcodes on packages or on outer shipping case.Supplier sends multiple different barcodes on the case. (This is not acceptable)GTIN Labeling Errors Subject to PenaltyIf a supplier fails to communicate any discrepancies and a GTIN problem occurs because of Suppliererror, penalties will be assessed. Listed below are the most common errors subject to penalties: Supplier delivers product with non-scannable barcode, or Supplier issues barcodes to McLaneCompany and the merchandise comes in with no barcode at all.Supplier substitutes merchandise which is different from what is on the Purchase Order, withoutauthorization from McLane Company, and it causes a not-on-file problem.Supplier gives wrong information.Barcodes with bars and spaces representing a different code from the Human Readable Code(number below bar).Illegible bar codes or otherwise non-readable bar codes.Multiple different UPC’s on the case level.Changing the Net Content without changing the GTIN’sSupplier Manual25
DimensionsData accuracy is essential for data synchronization and the GDSN. The GDSN enables companies toexchange consistent, accurate, standardized data, and allows all trading partners to have the sameaccurate item information in their systems at the same time. Penalties apply if inaccurate data hasbeen provided to McLane Company.If you have any questions regarding the GTIN / Dimension Supplier Chargeback Policy, please contactthe McLane Purchasing Department.GS1GS1 is an organization that has been established to govern the assignment of manufacturers’ numbers,encourage and assist manufacturers and retailers in their efforts to code products. Guidelines havebeen established to ensure that procedures for coding are uniform and can be used throughout theindustry.In order to begin barcoding, you need to join GS1. Upon submitting your application and fee, GS1 willassign your company a manufacturer number and GLN (Global Location Number). This will be anumber that will be unique to your company.GS1US can be contacted at:You can click the following box:http://www.gs1us.org/GS1US is available to answer any questions you might have in regard to the production and applicationof quality barcode symbols.New Product CodingA new GTIN should be assigned only when a product is initially introduced or an existing product issubstantially changed. Changes in NET CONTENT, formulation changes and anything else listed in theGTIN allocation rules should be issued a new GTIN code, as well as initially introduced products. A listof GTIN allocation rules can be found on the following GS1US iple BarcodesManufacturer should not assign a different GTIN to the same product.Example: Product X manufactured at locations A, B and C should be assigned the same UPC regardlessof the place of manufacture.Reuse of GTIN’SStarting December 31,2018 a GTIN at any level of the hierarchy can NEVER be used again if it has everbeen produced. If a GTIN has been assigned to an item, which was then never actually produced, theGTIN may be deleted from any catalog immediately without first being marked as discontinued. In thisexceptional case, the GTIN may be reused 12 months after deletion from the seller’s catalog.New Item Setup and Product IntroductionSee www.mclaneco.com under Supplier Center, Supplier Library, Business Forms and New Items forinstructions on how to get setup on Product Introduction as well as information on the new item setupprocess.Supplier Manual26
Environmental and Consumer Safety Compliance MeasuresThe consumer package goods industry contends with a web of federal, state, and local regulationsthat continues to grow in number and complexity every year. In response to this regulatoryenvironment, as well as to better protect the consumers and communities, McLane is launching acompliance initiative for certain chemical-containing products that we carry.Two elements of our initiative directly impact our supplier community. The first involvessystematically collecting and assessing certain information about products we carry and the impactthey may have on the environment. The second involves the instructions that you give McLane forhandling and disposing of unsold or unsellable products.Product Assessment & ClassificationMcLane has selected the WERCSmart solution offered by The Wercs Professional Services to help usmanage certain regulatory compliance requirements for all chemicals, over-the-counter healthproducts, pesticides, aerosols, batteries, and other hazardous-material products that you may sell tous.A key part of your role in this process will be to register your products with The Wercs. The Wercs willthen in turn perform certain assessments of each product and support McLane’s regulatory compliancein handling those products as well as disposing of unsold or unsellable products.Examples of products that you must register with The Wercs include:Chemicals Aerosols Batteries ElectronicsFluorescentLampsSupplier Manual2 Any product that is advertised or labeled to kill, repel, or prevent the growthof any living organism. This includes, for example, anti-microbial products.It also includes all pesticides and other products regulated under the FederalInsecticide, Fungicide, Rodenticide Act.Any product that contains a powder, gel, paste, liquid, or gas, and which isnot intended for human consumption.In addition, the following products also must be submitted, even though theyare intended for human inhalation, consumption, or absorption:o Lozenges, pills or capsules (e.g. pain reliever, vitamins, water pills)o Medicated swabs, wipes and bandageso Patches (heated and/or medicated)o Energy bars, diet supplements and vitamin drinkso Liquids (e.g. soap, shampoo, cough medicine, eye drops, ear drops, nasalspray and inhalers)o Medicated shampoos, gums, ointments and creams, including suntanlotiono Lip balm, lip creams and petroleum jellyo Contraceptive foams, films, and spermicideso Equipment sold with chemicals (e.g. vaporizer sold with medication, airfreshners, gel shoe inserts)o Any other over-the-counter medication or supplement of any kindAny product that contains a compressed gas or propellant.All batteriesAny product that contains a battery of any kindAny product that contains a circuit board (e.g., blinking lights or makingsounds)Fluorescent lamps and compact fluorescent lampsHalogen lamps that are not certified lead-freeHigh-Intensity Discharge (HID) lamps (e.g., grow lamps)7
You will need to register all items within the categories identified above that are being purchased anddistributed by McLane. To do so, please visit www.supplierwercs.com, click on the McLane logo, andfollow the detailed instructions there.If you already have a WERCSmart account and the products that you sell to McLane are alreadyregistered there, please simply log on and authorize The Wercs to send McLane your MSDS andchemical assessment data for those products. If the products that you sell to McLane are not yetregistered, please log on and add this new product information and MSDS sheet(s) to WERCSmart andauthorize The Wercs to send McLane your MSDS and chemical assessment data for those new products.Going forward, you will need to complete this process for any other products that McLane may beginnewly purchasing and distributing, as well as for any existing items whose formulations, ingredients orUPCs are changed in any way.If you do not have a WERCSmart account, please visit www.supplierwercs.com to set up an accountand input the required information into WERCSmart.The Wercs will assess a registration fee to you based on a schedule of services.All proprietary information that you provide to The Wercs is kept confidential. The Wercs iscommitted to the highest levels of security and will not share any proprietary information withMcLane.Begin registering your products promptly. McLane reserves the right to immediately discontinueand/or limit the distribution of any item that is not or does not remain registered with The Wercs.Product Reclamation and ReturnsA second key aspect of McLane’s initiative involves the return and reclamation policies for regulateditems identified by the WercSmart process. Going forward, suppliers of these items will no longerhave the option to have McLane destroy unsold or unsellable product. Depending on the item’s typeand condition, and the disposition alternatives available to McLane at the time, other avenues may beavailable to you as they are today, including donation to charity, sale at salvage, return to you, orhold for your pick-up.McLane Company, Inc. contracts a 3rd party service provider for processing reclamation product aswell as generating and posting supplier invoices. It is the Supplier’s responsibility to register withInmar (CLS) to utilize Invoice-Link for the purpose of accessing invoices. Registration assistanceshould be directed to Inmar (CLS) via phone at 1-866-248-3163 or email the Invoice-Link support teamat clsinvoicelink@inmar.com .Supplier Manual28
New Item Setup FeeOn May 7, 2018, McLane Grocery will implement a 200.00 new item setup fee on all new itemscreated as a condition for placement in our distribution centers. This fee will help offset McLaneCompany’s costs associated with item setup, product introductions, distribution center spaceutilization and replacement activities. By asking McLane to create a new item after May 7, you agreethat McLane may issue debit memos, each period, for the new item set up fees incurred during theprevious period. Please note, this fee will be associated with the initial creation of the item. It willnot be assessed if an existing item is opened to a new McLane division or made available to a McLanedivision where the item was not previously active.Reset InitiativeAs business partners, we continue to integrate every component of our business to work togethertowards our common goal of growing sales for every one of our customers.Our efforts, in not only developing planograms for implementation that will grow our customer’sbusiness, and assisting our customers with the implementation process achieved through timely resets,continue to impact our business from the production line to the end consumer. Continually updatingproduct mix, capturing innovation, space to sales analysis, and reset efforts are all factors thatcollaboratively are producing results.Many of you, or your broker, have been involved with providing assistance to reset locations in lieu ofdealing with the 0.28 cost per item, per location associated with the reset billing. Your help is greatlyappreciated. For those who haven’t, rest assured, the costs certainly may outweigh your potentialexpense. Contact information for each of our divisions is below. Your assistance in completing resetswill be most beneficial when met with someone who is familiar with the process and will be preparedto work with others to complete a set/category, not just to deal with placement of one or two itemson a set and move on. The development of your relationship with our Division contacts to plan andorganize is crucial as we work together to tackle these costs involved with growing our sales.RegionMarket DirectorWesternRegionCentral RegionMarket DirectorContact#/EmailProject ManagerProject Mgr eco.comMichael Clark(303) tMichael Clark(303) 704-9919michael.clark@mclaneco.comAl GoolsbyAllen Michie(254) 699-9050allen.michie@mclaneco.comAllen Michie(254) duncan@mclaneco.comEastern RegionSupplier Manual29Randy Wilson315-466-8455randy.wilson@mclaneco.com
Category Turn StandardsInventory movement policy dictates the following category turn standards per year:Mass . 15.5Grocery .15Beverage .21Snacks .15Confection .19GMP/Auto . 13.15HBC . 13.65Supplies .12Perishable .26Frozen .13Cigarettes .52Other Tobacco Product .13Supplier Manual210
McLane Supplier Receiving/Unloading GuidelinesMcLane Company requires the Supplier to deliver product palletized on our dock to McLane Company’sTI and tier pallet pattern.There are two primary means of receiving product into the McLane Distribution Center: PalletizedFloor LoadedMcLane Company prefers inbound product to be palletized.PalletizedWhen the supplier ships on pallets, McLane Company will offer a pallet exchange program (except forCHEP pallets) at the time of delivery. The Supplier’s carrier will be required to unload the truck andprovide product palletized on our dock to our ti and tier.Floor LoadedWhen the Supplier ships product dead-stacked on the floor of the trailer, the Supplier’s carrier will berequired to unload t
If you have any questions regarding the GTIN / Dimension Supplier Chargeback Policy, please contact the McLane Purchasing Department. GS1 . GS1 is an organization that has been established to govern the assignment of manufacturers’ numbers, encourage and assist manufacturers and ret
