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Carrefour Belgium S.A. – EDI- Website Page 1
Good logistics practices for central deliveries to warehouses of Carrefour Belgium S.A. I. Introduction and reminder ................................................................ 2
II. EDI system according to the international GS1 standards “Order To
Cash” principle ................................................................................... 2
1. Explanatory brochure “Order to Cash” from GS1 Belgilux ................................. 2
2. To start in EDI ...................................................................................................... 2
III. Reception of your goods order via EDI and inspection of the order by
the Supplier ....................................................................................... 3
1. Nature of the order ............................................................................................. 4
2. Sending the order to the Supplier ...................................................................... 5
3. Back-up in case of EDI transmission problems ................................................... 6
4. Inspection of the order by the Supplier .............................................................. 7
IV. Packaging and assembly of the logistic units for delivery ................... 8
1. General instructions for the commercial and logistic units ................................ 8
2. Additional instructions for the commercial units ............................................... 8
3. Special instructions for the logistic units ............................................................ 9
4. Instructions for supports to be used for the transport .................................... 10
5. Instructions for the assembling of logistics units on transport supports. ........ 11
6. Instructions for the filming of logistics units on transport supports. ............... 12
V. Delivery ............................................................................................ 13
1. Taking appointment for delivery ...................................................................... 13
2. Loading of goods into truck .............................................................................. 15
3. Physical delivery documents ............................................................................. 16
4. Unloading of the truck in the warehouse ......................................................... 18
5. Unloading of the truck ...................................................................................... 18
6. Delivery inspections / disputes ......................................................................... 19
7. Return to Supplier ............................................................................................. 24
VI. Service level ..................................................................................... 25
VII. Non-respect of the modalities ......................................................... 26
VIII. E-Invoicing ...................................................................................... 26
IX. Training at GS1 Belgilux ................................................................... 26
X. FAQ - E-Invoicing .............................................................................. 26
XI. FAQ – Deliveries in warehouses (logistic procedures, logistic marking,
EDI, …) .............................................................................................. 26
Carrefour Belgium S.A. – EDI- Website Page 2
I. Introduction and reminder
All deliveries to Carrefour Belgium S.A. warehouses must respond to:
- Our Good logistics practices for central deliveries to warehouses of Carrefour Belgium S.A.
- The Best Palletisation Practices for Carrefour Group - The international GS1 Standard “Order To Cash” principle - The international GS1 Standards for the marking of the
logistic units and of all the commercial units - The manual for the international specifications about
numbering and symbolization GS1 (marking of commercial and consumers units)
- Our reminder indicated in all our orders UP
II. EDI system according to the international GS1 standards “Order To Cash” principle
To promote the administrative simplification and digitization, Carrefour Belgium SA asks his Suppliers to use the EDI-system according to the international standards GS1 "Order To Cash" principle: EDI "Order To Cash", as part of the central delivery, is a electronic information system, whereby data related to delivery documents and receipt in warehouses are exchanged between Carrefour Belgium S.A. and the Supplier and are also compared and controlled.
1. Explanatory brochure “Order to Cash” from GS1 Belgilux
2. To start in EDI
o Select the global Web EDI solution set up by Carrefour Belgium S.A. and developed by the provider EDICOM (Tel: +33 820 360 330 - Fax: + 33 1 53 76 26 87 - [email protected])
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This is a global solution that allows exchanging all the EDI messages: • ORDERS • DESADV ASN
(WITH PRIOR LABELLING OF THE COMMERCIAL (package) AND LOGISTIC (SSCC))
• RECADV • INVOIC
o OR: Select your own EDI provider (Trading Partner) and your EDI solution via “info providers”: here. Attention, for exchanging all the EDI messages, we must previously know your GLN and your Trading Partner (EDI provider with whom you will work):
- You must fill then the “connectivity file”.
- To receive by email all ours automatic alerts in case of
problems, you must also provide us an EDI dedicated email address to: [email protected]
UP
III. Reception of your goods order via EDI and inspection of the order by the Supplier
The Supplier agrees to receive and process the Carrefour Belgium S.A. order (ORDERS) electronically (EDI) as described in the “Good logistics practices for central deliveries to warehouses of Carrefour Belgium S.A.”.
The documents related to the message EDI ORDERS HARMONIZED (last version): MIG ORDERS
Addendum ”ORDERS HO2C” Carrefour Belgium S.A.
I don’t have received the EDI orders (Problems/questions about the EDI orders)
Please take contact at the following address: [email protected] UP
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1. Nature of the order
o Flow of goods in STORAGE:
The order is based on an estimation of future needs.
This estimation is made by: o By our Ordering Departments in order to
ensure the service level agreed for the stores, and an optimal procurement level at the distribution center between two planned deliveries of the Supplier.
o By the Supplier (VMI): The opportunity to apply the principle of CRP/VMI (Vendor Managed Inventory for the Order Proposal) is open to Carrefour Belgium S.A. Suppliers: The generation of the “Order Proposal”
is subject to a specific supplementary contract between the Supplier & Carrefour Belgium S.A.
The “Order Proposal” given by the
Supplier is simply a preliminary step: the confirmation by Carrefour Belgium S.A. for this “Order Proposal” generates the order from Carrefour Belgium S.A. to the Supplier.
The EDI messages: “Inventory Report” (INVRPT) and “Order Proposal” (ORDPRO).
o For the consignment stock, subject to a specific contract signed by both Parties, the Supplier will receive an order to supply the warehouse. Other orders that involve only the billing of goods are regulated by the before mentioned contract.
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o Flow of JUST-IN-TIME goods:
A just-in-time Supplier order (48xxx) is the consolidation of the quantities that were ordered by our stores.
This flow is also called "TRANSIT" in Non Food.
o Flow of TRANSHIPMENT goods (ALLOTI):
The Supplier order in transhipment flow (47xxx) is the detail of the quantities ordered by all our stores. It includes a global order (mother order) and the details of the ordered quantities for each individual store (child orders) to be prepared by store for delivery to the warehouses of Carrefour Belgium S.A.
This flow is also called "PSEUDO ALLOTI" in case of an order for only one store.
o Flow of PROMOTIONAL goods: When you receive a separate promotional order (60xxx for Food, and 49xxx for Non Food), the promotional and regular products must be delivered in separated logistic units.
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2. Sending the order to the Supplier Carrefour Belgium S.A. transmits the order to the Supplier via EDI (and by email) in accordance with the International standards in effect. For Suppliers who do not yet work with EDI: see point II. Carrefour Belgium S.A. undertakes to send its orders to the Supplier by 4 pm at the latest (at the latest 1 pm for just-in-time and transhipment goods flows). In Fresh, for the references in just-in-time flow to be delivered to the stores:
Carrefour Belgium S.A. – EDI- Website Page 6
o Within 48 hours, the order will always be placed on day A for delivery on day B. Specific cases:
No delivery on Sunday: order on Saturday for delivery on Monday.
No delivery on public holidays: if Monday is a public holiday, the Supplier delivers Saturday’s order on Tuesday.
o Within 24 hours, the order will be placed on day A for delivery on day A before 4 pm. Specific cases:
Suppliers that deliver ultra-short codes (e.g. bread) deliver the order placed on Saturday on Sunday.
For the deliveries during public holidays, adapted schedules are applied in agreement with both Parties.
UP
3. Back-up in case of EDI transmission problems
In order to guarantee that the Supplier receives the order from Carrefour Belgium S.A., the order is simultaneously with the EDI order, transmitted a second time by means of email (or exceptionally by fax). The Supplier will ensure that the order is entered into his own system (manually or automatically). If the order that is planned on the order schedule (agreed between both Parties) would not arrive, either by EDI or by email:
o For the just-in-time and transhipment flows at least before 1 pm: The Supplier contacts immediately the Procurement Department in order to set up the contingency process.
o For the flow in storage at least before 4 pm: The Supplier notifies the Procurement Department. In this case a contingency process is not provided.
UP
Carrefour Belgium S.A. – EDI- Website Page 7
4. Inspection of the order by the Supplier
- At the reception of the order, the Supplier has the responsibility to check immediately if the data included in the order are compliant with: o The identification and composition of the commercial
units (GTIN also called EAN, dimensions & weight, price, ...).
o The logistic units (number of packages per layer, number of layers, ...).
o The total volume of the order (in storage flow):
The entire non-promotional (regular) order must always be delivered by only one truck (“back order”=no)
Except for specific cases, Carrefour Belgium S.A. does not accept the “back order” for regular.
- In case of non compliance of the data: o Logistic:
The Supplier shall immediately inform the Procurement Department and the Category Manager in order to make the necessary corrections before sending the DESADV for the delivery.
o Price: The Supplier shall immediately notify the Category Manager and the Supplier Cell, in order to make the necessary corrections before the delivery and its invoicing.
Attention: for adaption of your logistics data in our database, you can simply use the planned procedure to communicate your correct data: via the item description of the WRI tool at your disposal In case of problems with the use of this tool, please contact the dedicated helpdesk who can help you: Helpdesk WRI Suppliers (Monday to Friday, from 8.30am to 4pm) Tel. 00 32 (0)2 729 68 70 - [email protected]
Carrefour Belgium S.A. – EDI- Website Page 8
Attention: If you are using the GTIN pallet on your logistic marking, YOU HAVE TO make them know in advance in our database via the item description in the WRI system. In case of problems: HelpDesk WRI Suppliers (Monday to Friday, from 8.30am to 4pm) Tel. 00 32 (0)2 729 68 70 - [email protected]
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IV. Packaging and assembly of the logistic units for delivery
Instructions to comply with
1. General instructions for the commercial and logistic units
- The composition and the labelling of commercial and logistic units must comply with: o the international GS1 Standards (GS1 Logistic Label
Guideline) last version
o the manual for the international specifications about numbering and symbolization GS1 (marking of commercial and consumer units)
o To develop, or validate, your logistic marking (logistic and commercial units), please take contact with GS1
- The logistic unit will be single-store for transhipment or
single-product for the other flows. UP
2. Additional instructions for the commercial units
- All of the cardboard used must be GD quality (recycled fibers). The use of cardboard that has been bleached with chlorine is prohibited.
- The general instructions for the commercial units are also applicable for bulk deliveries.
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- The displays must comply with the BABM&COMEOS recommendations. (https://www.gs1belu.org/fr/downloads/manual/ecr-belgium-
recommendations-pallets-displays-packaging) – last version)
- Instructions for the choice of packaging: o It is recommended that the packages have
dimensions that are submultiples of the dimension of the pallet used.
o The packages must be sufficiently filled so products
are properly protected. The maximum weight is 20
kg and must remain compliant with labour
legislation.
o The lids and covers must be attached to the rest of
the package.
o The packages must remain in one piece, and may
not come loose. (Be careful of pre-cut packages,
etc...).
o The shrinkage of the plastic film must be sufficient
to keep the products in place.
o Packages must preferably have a flat bottom. UP
3. Special instructions for the logistic units
- To minimize the number of labels "SSCC" to be received, the Supplier agrees to use appropriate packaging and supports, in order to group by logistic unit a maximum number of commercial units for the same store or product. (SSCC: Serial Shipping Container Code, in the form of barcodes to be used with radiofrequency technologies).
- For each order of a logistic unit that equals a full pallet, the
Supplier will deliver the ordered quantity on only one
carrier.
- If the delivered logistic unit includes two shelf-life dates, the shortest date will be above, and only the shortest date will be used for the labelling of the logistic unit.
Carrefour Belgium S.A. – EDI- Website Page 10
- The delivered logistic units for the promotional orders must be identified by the mention “promo” on two adjacent sides (length and width): see document in annex.
- The labels must be attached on the logistic unit before loading in truck: the labels may never damage the products.
- The cardboard boxes may be laid cross-wise on the same layer, and their lay-out may alternate on the different layers. The number of boxes has to be equal for each layer.
- No glue should be added between layers, although anti-slip adhesive is allowed.
- Intermediate pallets must comply with the same restrictions as pallets on the ground.
- The logistic units delivered with chilled products for transhipment flow must be identified by the mention “FRIGO” on two adjacent sides (length and width).
UP
4. Instructions for supports to be used for the transport
- The pallets accepted by Carrefour Belgium S.A. are listed here.
o The pallet must be in good condition and of a standard 80 cm x 120 cm size.
o The 100 cm x 120 cm pallets are also accepted in specific categories following the approval of Carrefour Belgium S.A.’s Logistic Departments.
o The pallets not included in our document are considered disposable and are not permitted.
o The Euro exchangeable pallets are still accepted in exchange for a contribution to the cost of each pallet delivered. (This rate is indicated on the purchase order).
o If the Euro exchangeable pallets are in poor condition, they will be considered as non-exchangeable and then damaged.
Carrefour Belgium S.A. – EDI- Website Page 11
- By “half- pallet”: we mean a pallet of small dimensions (e.g.: 60 cm X 80 com/60 cm X 100 cm).
- By “quarter pallet”: we mean an even smaller pallet (60 cm x 40 cm) so that four quarter pallets must be delivered on a main pallet (without exceeding the size of that pallet). UP
5. Instructions for the assembling of logistics units on transport supports.
- The best palletizing practices that are required for all
deliveries to the Carrefour Group’s warehouses must be compliant with deliveries to Carrefour Belgium S.A.’s warehouses as well (see also instruction 1).
o For the storage flow, Carrefour Belgium S.A. requires a single logistic unit per carrier.
o For the just-in-time or transhipment flow, a maximum of 4 logistic units per carrier is allowed (presented in stacks) with the agreement of both Parties (in Non Food, exceptionally up to 9 logistics units).
- Half pallets and quarter pallets must always be delivered on a main pallet (except by agreement between both Parties), and identified according to international GS1 Standards – last version.
- The weight of a carrier (pallet) cannot exceed 1,000 kg (except if both Parties agree) and the height must be lower than 1,85 m including pallet (except if both Parties agree).
- For the logistic units equal to a full pallet, two copies of the labels “SSCC” must be attached to both adjacent sides, and must be placed ON the plastic film in storage or transhipment flow but UNDER the plastic film for the just-in-time flow. UP
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6. Instructions for the filming of logistics units on transport supports.
- The goods of the pallets must be attached with a
stretchable film or in some other way in order to guarantee their stability.
o The colour of the film may not reflect light. It is appropriate to choose film rather than covers, and to leave 2/3rds space free of the pallet base. Loose film ends must be removed.
o “Wrap-off” films are only authorized for canned food and jars.
- For multiple references to be delivered in “sandwich” form (wooden pallet that have been stacked on top of one another), as part of an order in storage or promotional flow, if Carrefour Belgium S.A. has ordered an insufficient number of layers to form a logistic unit equal to a full pallet for each reference, both copies of “SSCC” labels attached to both adjacent sides must be placed ON the plastic film for each reference (at the level of the product, therefore higher than each intermediate pallet): intermediate pallets of the same quality as those described above must be added if there are several references (preparation in multiple of layers). The driver must unstack the pallet by cutting the film at each bottom level (in order to be able to keep seeing each SSCC).
- For multiple references to be delivered in “column”, as part
of just-in-time orders, if Carrefour Belgium S.A. orders a number of commercial units that is not sufficient to build a logistic unit with is greater than a half or quarter pallet for each reference, two labels must be placed UNDER the plastic film for each reference: the intermediate pallets are not mandatory for the products in just-in-time flow.
- The GS1 logistic label must remain readable if placed UNDER the film. UP
Carrefour Belgium S.A. – EDI- Website Page 13
V. Delivery
1. Taking appointment for delivery
- The day of delivery: It is determined by Carrefour Belgium S.A.’s Procurement Department, taking into account the delivery periods (agreed between both Parties).
- Delivery time: It is determined according to the distribution center concerned:
o Kontich and Nivelles Dry Food In storage flow:
The Supplier or his transporter must make an appointment via the online application: https://Supplierportal.carrefour.eu (User manual)
In transhipment flow: Carrefour Belgium S.A. has given Suppliers a fixed delivery schedule for each day of delivery; this schedule has been determined between the Supplier and the Procurement Department Carrefour Belgium S.A.
o Nivelles Fresh and Sint-Katelijne-Waver Fresh Food Carrefour Belgium S.A. has assigned Suppliers a fixed delivery schedule for each day of delivery; this schedule has been determined between the Supplier and the Procurement Department Carrefour Belgium S.A.
o Zellik Frozen The appointment will only be made by phone and at least 24 hours before delivery.
o Vilvoorde In Non Food
Carrefour Belgium S.A. has allocated Suppliers a fixed delivery schedule for each day of delivery; this schedule has been determined between the Supplier and the
Carrefour Belgium S.A. – EDI- Website Page 14
Procurement Department Carrefour Belgium S.A.
In perfumery, drugstore and Hygiene o In storage and transit flow:
The Supplier or his transporter must make an appointment via the application: https://Supplierportal.carrefour.eu (User manual)
o In transhipment flow: Carrefour Belgium S.A. has allocated Suppliers a fixed delivery schedule for each day of delivery; this schedule has been determined between the Supplier and the Procurement Department Carrefour Belgium S.A.
o For all the warehouses:
For PROMOTION, for each truck concerned: the
appointments must be separate from regular appointments (except for wine and alcohol).
If a promotional order from Carrefour Belgium S.A. cannot be transported in one truck, each truck must have an appointment.
Without appointment the Supplier will not be able to deliver his goods. If any problem the Supplier contacts the concerned Carrefour Belgium S.A. Procurement Department.
- The Supplier must respect the allocated day and time. If he doesn’t, Carrefour Belgium S.A. will consider this delivery as a dysfunction.
o The Supplier will be considered as being “on time” if the truck arrives between 30 minutes before and 30 minutes after the appointment time. In this case, Carrefour Belgium S.A. commits to do everything to respect the given delivery time, allowing a margin of one hour waiting time.
Carrefour Belgium S.A. – EDI- Website Page 15
o If the Supplier exceptionally cannot respect the appointment time, he must:
Contact the concerned Procurement Department.
And via the online application: https://Supplierportal.carrefour.eu (User manual) for the distribution centers of Kontich, Nivelles Dry Food and Vilvoorde (in perfumery, drugstore and Hygiene). Carrefour Belgium S.A. reserves the right to refuse late deliveries according to the initial appointment.
UP
2. Loading of goods into truck
- The truck floor must be at least 1,10 m above the ground and must be unloaded from the rear.
- It is forbidden to deliver with vans (except for e- commerce).
- We encourage our Suppliers to use our transporters to deliver our distribution centers: this is subject of a specific contract between both Parties concerned.
- For trucks transporting several orders (possibly several flows: storage, just-in-time, transhipment, promotion), the goods have to be clearly grouped (visually) by order: this to enable them to be unloaded separately (the driver must be informed).
- If goods to be stored and for just-in-time goods (just-in-time or transhipment flows) are in the same truck, the Supplier must ensure that these just-in-time goods are loaded lastly, in order to be unloaded firstly.
- For an order in transhipment flow, in case of volumes exceeding a truck, all logistic units for one store must be in the same truck. UP
Carrefour Belgium S.A. – EDI- Website Page 16
3. Physical delivery documents
If all the legally required documents are not presented at the time of delivery, the goods will automatically be refused. For practical reasons, the Suppliers are requested to classify the references on the delivery note in the same order as shown on the Carrefour Belgium S.A. order form. This will enable faster inspections when receiving the goods. The paper delivery note must always accompany the goods and contain the following information:
All the flows except transhipment - Carrefour Belgium S.A. ’s purchase order number - Delivery date - Description of the goods - GTIN code (EAN) of the commercial unit (TU/COO) - Content of each commercial unit, expressed in the
quantity of units included in the packaging (packaging unit)
- Quantity of commercial units for each product and also the weight for variable weight products.
- Quantity and type of pallets, trays or empties and their reference
- SAP reference of the delivered products: the Supplier will ensure that if a reference has two lines on the delivery note, they appear one after the other.
In transhipment flow - Carrefour Belgium S.A. ’s purchase order number - Delivery date - Quantity of logistic units (pallets or boxes) per store
and the SSCC number for each logistic unit (pallet or boxes)
- Quantity and type of pallet, trays or empties and their reference.
The delivery note is made for each purchase order and resumes only and exactly the content of the truck. If a promotional or transhipment order is delivered by more than one truck, the Supplier will provide a single delivery note for each truck.
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The same rules apply to the electronic dispatch advices (DESADV), which are the electronic version of paper delivery notes.
The electronic delivery notes (DESADV): The Supplier agrees to supply Carrefour Belgium S.A.’s delivery note (Despatch Advice, see below "DESADV"), electronically (EDI) as described in the “Good logistics practices for central deliveries to warehouses of Carrefour Belgium S.A” and to receive automatic alerts via email. Please note that this electronic mailing rating takes the concept of garbage "GRAI". The document related to the EDI HARMONIZED DESADV: MIG DESADV – last version (Message Implementation Guide)
GS1 Belgilux RTI guideline – last version (= GRAI/GTIN pallet)
Warehouses Address/GLN/GPS
To validate your DESADV, you can: Either use the “Calimero” robot developed by GS1 Belgilux (Login
to ask to GS1 Belgilux)
Either contact GS1
After validation from GS1, you simply send your desadv directly in production to benefit from our automatic alerts via mail.
When to send his DESADV? It will have to be sent at the time of the closing of the truck (container) so that we receive it before the arrival at the warehouse.
Automatic alerts:
Here are the different automatic alerts that you will receive:
“Acknowledgment of receipt” = acknowledgment of good reception of EDI message DESADV.
”Please read rejected DESADV items for vendor…” = your EDI message contains errors detailed and explained in the annex of the mail.
“Please read mail! DESADV PO xxxxxxxxxx-for …” = we have not yet received a DESADV for the PO concerned, or the theoretical delivery date is exceeded.
UP
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4. Unloading of the truck in the warehouse
The driver must present himself and confirm his arrival at the distribution center. The driver is obliged to respect the internal rules of the distribution centers where he is going. UP
5. Unloading of the truck
If the Supplier combines products from different goods flows, the just-in-time/transhipment products must be first unloaded. It may be asked to unload the storage references or promotional references at another dock. When unloading at the dock, a space of 30 cm to 40 cm between each pallet must be respected (see here). The “SSCC” labels must be placed on the front and the side of pallets in accordance with the GS1 standards: the logistic and commercial units must be loaded in such a way that the “SSCC” labels and packages are oriented to the front (towards the inside of the warehouse) and on the external sides of the pallets. The delivered exchangeable euro pallets are not exchanged at the warehouse, unless agreed between both Parties. The transporter receives a “pallet cheque” corresponding to the quantity of delivered euro pallets: this cheque allows the carrier to pick up an according number of euro pallets, in the warehouses provided for this purpose in Nivelles and Kontich. The pallet cheques have currently a validity of 2 months; Carrefour Belgium S.A. reserves the right to reduce this validity. UP
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6. Delivery inspections / disputes
1. All the flows except transhipment
a) Delivery with received and complete DESADV
- The warehouse makes the reception of goods by scanning the “SSCC” label from the Supplier, subject to the control of quantities and quality.
- A “Driver document” (Receiving Advice) is then printed by the warehouse management system. It includes all the items with either all quantities received or all differences observed during the reception.
- The “Driver document” is signed by the warehouse responsible, attached and stapled at the CMR, and is then given to the driver: this delivery document will be considered as prima facie proof of the delivery of the logistic units (packages and/or pallets), subject to the control of quantities and quality: if the driver does not wait for the end of the reception in Fresh and the documents are submitted later, then the responsibility for found differences lies entirely with the Supplier.
- Attention: the Supplier’s paper delivery note is not returned to the driver anymore and is replaced by this document “Driver document”.
- The CMR will be given to the driver, indicating the changes in case of discrepancies and mention with stamp referring to the “Driver document”, subject to the control of quantities and quality.
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b) Delivery with dysfunction (DESADV not received or partially received) o In this case, the warehouse must follow a special
procedure that depends on the flow of the concerned goods.
o The warehouse cannot wait and must be able to receive without the DESADV (complete)
o Each logistic unit must be able to be received in a “derived mode” on the basis of the correct labelling of the logistic and/or commercial units by the Supplier (by means of barcodes).
A “Driver document” (Receiving Advice) including all the items together with received quantities will also be printed by the warehouse management system.
The “Driver document” is signed by the warehouse responsible, attached and stapled at the CMR, and is then given to the driver: it will be considered as prima facie proof of the delivery of the logistic units (packages and/or pallets), subject to the control of quantities and quality: if the driver does not wait for the end of the reception and the documents are submitted later, then the responsibility for found differences lies entirely with the Supplier. UP
2. In transhipment flow a) Delivery with received and complete DESADV
o The warehouses Carrefour Belgium S.A. operate only the dock passage:
The warehouse receives goods by scanning the “SSCC” label from the Supplier.
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The CMR will be given to the driver, mentioning changes in case of differences mentioned on the CMR, subject to the control of quantities and quality.
o Will be considered as undelivered:
Any delivered product which is not included in the purchase order of Carrefour Belgium S.A. (delivered but not ordered item).
Any delivered quantity which exceeds the ordered quantity.
o Differences that are reported by stores must be
borne by the Supplier: Carrefour Belgium S.A. will communicate monthly the details of the disputed items and quantities to the Supplier.
b) Delivery with dysfunction (DESADV not received or
partially received) o Until the arrival of the DESADV, the goods will be
quarantined.
The quarantine must be compatible with the delivery schedule to the stores.
If not, the logistic units that could not be received on time will be returned to the Supplier.
o Upon arrival of the DESADV, the warehouse can use the DESADV to receive the goods.
A correct label, placed by the Supplier on the logistic units, should allow scanning of each logistic unit (by means of barcodes).
The CMR will be given to the driver, mentioning the changes in case of differences mentioned on the CMR, subject to the control of quantities and quality. UP
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3. RECADV (electronic Receiving Advice) and electronic invoicing (INVOIC)
Carrefour Belgium S.A. sends a RECADV to the Supplier (documents related to the EDI HARMONIZED RECADV (last version): MIG RECADV), either by email or by EDI, that includes all the items with either all the quantities received, or all the differences observed during the reception. This RECADV will always be considered as a prima facie proof of delivery of the logistic units (packages and/or pallets), subject to the control of quantities and quality. Within the transhipment flow, the Supplier receives automatic alerts via email with all the differences found during the reception, compared to the order of Carrefour Belgium S.A.
a) If the Supplier accepts all the differences observed by the warehouse: o The Supplier will generate his invoice, which will
be sent electronically (EDI) to Carrefour Belgium S.A., taking into account the differences observed.
o If the Supplier has already sent his invoice to Carrefour Belgium S.A. before receiving the RECADV, and if this invoice does not take into account the differences observed by the warehouse, and included in the RECADV (or in the alerts for the transhipment flow), the Supplier will generate a credit note (or debit) and will send it electronically to Carrefour Belgium S.A.
b) Corrections of reception
o If the Supplier believes that the warehouse has
committed an error:
The Supplier commits himself to contact Carrefour Belgium S.A.’s Procurement Department within a maximum period of
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two business days following reception of the RECADV; otherwise the Supplier will no longer be allowed to dispute the differences observed by the warehouse.
In case that both Parties agree that the warehouse is effectively wrong, Carrefour Belgium S.A. will correct the reception made by the warehouse.
o If the warehouse notices a reception error:
Within a maximum period of two business days following reception of the RECADV, Carrefour Belgium S.A. reserves the right to correct the reception made by the warehouse.
c) Invoicing and payment
o The Supplier undertakes to send his invoices and credit notes (or debit) electronically to Carrefour Belgium S.A., mentioning his purchase order number (ORDERS).
These invoices and credit notes (or debit) will always be compared with the reception made.
After checking the invoice and credit note (or debit), Carrefour Belgium S.A. will make the payment in accordance with the terms and conditions of the purchase contract.
o For a consignment stock, the Supplier will send
an invoice only in case of orders for deliveries to our stores and in case of stock corrections, so without any link to a DESADV and RECADV regarding delivery and reception in the warehouse.
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Carrefour Belgium S.A. – EDI- Website Page 24
7. Return to Supplier The rule is the immediate return to the Supplier, for 3 types of dysfunctions:
- Regarding the labelling: o The legal and international labelling standards in
force for products and packaging are not respected;
o It is impossible to receive a logistic unit by radio scanning: unreadable labels;
o The GTIN (EAN) code of the goods is absent, unknown or illegible;
o A display does not have a label in accordance with international standards GS1 (GTIN ...);
o ...
- Regarding the quantity: o The delivered goods do not appear on the order
form of Carrefour Belgium S.A. (delivered references not ordered);
o The delivered quantity exceeds the ordered quantity;
o The packaging unit does not correspond to the ordered packaging unit;
o ...
- Regarding the quality: o The goods or the packaging are damaged, or
cannot be handled; o A product does not comply with the shelf-life
date (DLR: deadline for reception) agreed between Carrefour Belgium S.A. and the Supplier;
o If the logistic unit delivered includes two shelf-life dates, and the shortest date has been placed below;
o The temperature of a product is not conform; o ...
Carrefour Belgium S.A. – EDI- Website Page 25
If an immediate return is not possible, the return will be organized in common agreement between both Parties, at a later date or time.
In case of an organized return, the products must be collected within five days (Fresh Food) or three days (ultra- fresh) or seven days (Dry Food) or 15 days (Non Food); otherwise they will be destroyed at the Supplier’s expense or they will become the property of Carrefour Belgium S.A., without Carrefour Belgium S.A. being required to pay for them or any compensation whatsoever. UP
VI. Service level
“Service level achievement” target (“floor rate”) %
Comment: by “service level”, we mean the difference between the quantity of packages delivered by the Supplier and the quantity of packages ordered by the Procurement Department. Specific cases:
- For the Suppliers in VMI, the service level is determined in the terms of the contract “VMI”: this is the service level to the stores.
- For the Suppliers in transhipment flow: o The Supplier commits to respect a conformity level
for preparations of at least 99,8% standard norm applied within Carrefour Group.
o The Supplier will communicate the result of its controls at the request of Carrefour Belgium S.A., according to the methodology proposed in the table: “Quality of transhipment picking”.
The Supplier must inform the Procurement Department, as soon as possible and before the delivery, of ordered products that are unavailable, the reasons for this unavailability and the next availability date. After delivery, the order is closed. The service level is calculated on a monthly basis. UP
Carrefour Belgium S.A. – EDI- Website Page 26
VII. Non-respect of the modalities
The Supplier is exposed to a participation in the costs and commercial losses caused by the dysfunctions in case of non-respect of the modalities of:
- The Good logistics practices for central deliveries to warehouses of Carrefour Belgium S.A.
- The Best Palletisation Practices for Carrefour Group - The international GS1 Standard “Order To Cash” principle - The international GS1 Standards for the marking of the
logistic units and of all the commercial units - The manual for the international specifications about
numbering and symbolization GS1 (marking of commercial and consumers units)
- The marking of the displays - The quality of preparations and loading - The type of pallets used - The respect of the schedule - The quality of transhipment picking - The quality of transport documents and unloading - The respect of the service level
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VIII. E-Invoicing
IX. Training at GS1 Belgilux
X. FAQ - E-Invoicing
XI. FAQ – Deliveries in warehouses (logistic procedures, logistic marking, EDI, …)
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