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VENDOR MANUAL
JUNE 25, 2019
Upon receiving this manual all preceding manuals must be destroyed.
Since 1979
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Table of Contents Vendor Manual Introduction ........................................................................................................................ 3
Vendor Code of Conduct ............................................................................................................................... 5
Vendor Onboarding and Information Updating ........................................................................................... 7
Vendor Set-up ........................................................................................................................................... 7
EDI with Sporting Life .................................................................................................................................... 8
EDI Information ......................................................................................................................................... 8
Transactions .............................................................................................................................................. 8
EDI Provider and Contact Information ...................................................................................................... 9
Additional EDI Contact Information .......................................................................................................... 9
Invoicing .................................................................................................................................................... 9
Style/SKU Set-up ......................................................................................................................................... 10
Product Labelling .................................................................................................................................... 10
UPC/EAN ................................................................................................................................................. 10
New Product Listing System.................................................................................................................... 11
Accessing and Use of NPLS...................................................................................................................... 11
MH10 Label Specifications and Approval ................................................................................................... 16
Barcodes .................................................................................................................................................. 18
Document Management via Spice Web Portal ........................................................................................... 19
Spice Web Portal Guide .......................................................................................................................... 19
Requirements ...................................................................................................................................... 19
Summary of Application ...................................................................................................................... 19
Login .................................................................................................................................................... 19
Profile .................................................................................................................................................. 19
Dashboard ............................................................................................................................................... 21
Document Summary ........................................................................................................................... 21
PO Status ............................................................................................................................................. 21
Document Management ......................................................................................................................... 24
Advanced Search ................................................................................................................................. 24
Purchase Order (PO) ........................................................................................................................... 26
Purchase Order Acknowledgement (POA) .......................................................................................... 30
Advanced Shipping Notice (ASN) ........................................................................................................ 32
MH 10 Label Printing on Spice Connect .................................................................................................. 44
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How to print one label per a page ...................................................................................................... 45
How to print four labels per page ....................................................................................................... 48
Vendor Ticketing / Preticketing .................................................................................................................. 51
Ticketing By Vendor (Vendor printed tickets) ......................................................................................... 51
Preticketing Vendors(Sporting Life preprinted price tickets) ................................................................. 51
Sporting Life Price Tickets ....................................................................................................................... 53
Softgoods Ticketing Instructions ............................................................................................................. 54
Packing Purchase Orders For Sporting Life ................................................................................................. 55
General Packing Guidelines .................................................................................................................... 56
Carton Requirements .............................................................................................................................. 57
Pallet Requirements ................................................................................................................................ 57
EDI Shipping Instructions and Appointment Requirements ....................................................................... 58
Non-EDI Shipping Instructions and Appointment Requirements ............................................................... 59
European/Asia Shipping Instructions & Appointment Requirements ........................................................ 61
Shipments from the USA and Mexico ......................................................................................................... 62
Cross Dock Orders ....................................................................................................................................... 63
Shipping Check List...................................................................................................................................... 64
Shipping Instructions .................................................................................................................................. 65
Scheduling an Appointment ....................................................................................................................... 66
Reverse Logistics ......................................................................................................................................... 67
Returns to Vendor ................................................................................................................................... 67
Returns .................................................................................................................................................... 67
Customer Returns ................................................................................................................................... 68
Vendor Compliance ..................................................................................................................................... 69
APPENDICES ................................................................................................................................................ 70
Appendix A – Vendor Information Form ................................................................................................ 71
Appendix B – Non-Compliant Shipment Cost Recovery ......................................................................... 74
Appendix C – Vendor Manual Acknowledgement Form ........................................................................ 75
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Vendor Manual Introduction
Revised April 1, 2018
Upon receipt of this manual:
1. all previous manuals must be destroyed to ensure personnel are only using the most recent
manual.
2. The Vendor Acknowledgement form (Appendix C) must be signed by an authorized
representative(binding) of your company and returned to the email outlined. This
acknowledges that your organization has read, understood and communicated to all
appropriate parties throughout your organization and your service providers/manufactures to
ensure they are also in compliance.
Sporting Life is a retailer with passion, knowledge, integrity and committed to a relentless desire to
improve our performance in creating the highest quality shopping experience for all customers and staff.
Having a world class supply chain is key to support this mission. Our vendors are a valued part of the
supply chain and are expected to meet the guidelines and standards outlined in this manual. As a leader
in our market segment we expect high quality service and reliable, dependable on-time delivery from
our vendors, utilizing our required EDI transactions. We are committed to working with our vendors in a
continuous improvement journey to ensure high service levels to our stores and cost reductions within
the overall supply chain.
This document will guide all members of the Supply Chain through the expectations for each of the
following:
• Vendor Code of Conduct
• Vendor Set Up
• Item Set up
• Purchase Orders
• Supply Chain Execution and Vendor Compliance
• Shipping
Compliance Program
Our vendor compliance program is designed to address issues in vendor performance in regard to
incomplete order fulfillment, speed to market, and sales floor ready deliveries of goods. Our
expectation is that goods will be delivered to our DC on time, complete and problem free to allow an
expedient flow of goods to the sales floor for our customers.
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A noncompliance cost offset charge will be assessed for all items not in compliance with the guidelines
established in our Vendor Manual. The goal is not to charge our vendors, but rather to achieve
compliance so that goods can flow efficiently to the sales floor.
Should there be any questions in regard to the contents of this manual please contact our Logistics
Department:
Logistics Department
Phone: 416-485-1685
Email: [email protected]
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Vendor Code of Conduct
Sporting Life aims to establish and maintain ethical and responsible working relationships with its
vendors. It is imperative that our vendors and their suppliers uphold the highest ethical standards in
their workplace and their business practices, conduct and policies.
For vendors sourcing and/or manufacturing globally, expectations of the vendor, their suppliers and
respective factories they use for manufacturing (herein referred to as “parties”) include but are not
limited to the following:
1. Compliance with Laws – The parties shall comply with the laws and regulations of the countries
in which they do business, and of the countries where goods are manufactured/produced.
2. Employment Standards – The parties shall not put employees at risk of physical harm due to
their work environment. Any and all employees shall be fairly compensated , and granted the
right of free association.
3. Wages and Benefits – The parties shall, at minimum, provide wages and benefits that comply
with the laws of the country of operation and country in which the goods are
manufactured/produced. The parties shall respect the right of personnel to a living wage and
ensure that wages for a normal work week, not including overtime, shall always meet at least
legal or industry minimum standards.
4. Working Hours – The parties shall comply with the laws of working hours of the countries where
goods are manufactured/produced and not exceed local work hours, except, where workers are
appropriately compensated for overtime. The normal work week, not including overtime, shall
be defined by law but shall not exceed 48 hours. Employees are entitled to receive at least one
day off following every six (6) consecutive days of working.
5. Child Labour – The parties shall not employ child labour in any of their facilities. Child labour is
defined as any person under 15 years of age, unless the minimum age for work or mandatory
schooling is higher by local law, in which case the stipulated higher age applies in that locality.
6. Forced or Slave Labour – The parties shall not engage in or support the use of forced, slave or
compulsory labour, including prison labour, in any of their facilities. Neither the parties nor any
entity supplying labour to the parties shall withhold any part of any personnel’s salary, benefits,
property or documents in order to force such personnel to continue working for the parties.
7. Discrimination/Human Rights – The parties shall not engage in or support discrimination in
hiring, remuneration, access to training, promotion, termination, retirement or any other term
or condition of work (other than legitimate occupational requirements by law) on the basis of
race, colour, national or territorial or social origin, ethnic origin, citizenship, religion, faith,
political opinion, gender, sexual orientation, age, marital status, same-sec partnership status,
family status, disability, or any other condition that could give rise to discrimination.
8. Disciplinary Practices – The parties shall treat all personnel with dignity and respect. The parties
shall not engage in or tolerate the use of corporal punishment or other forms of mental or
physical coercion, or verbal abuse of their employees.
9. Abuse/Harassment – The parties shall not abuse or harass employees, whether physical,
psychological or sexual. No harsh or inhumane treatment is allowed.
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10. Health and Safety – The parties shall provide employees with a safe and healthy working
environment consistent with all applicable laws and regulations regarding health and safety.
The parties shall take effective steps to prevent potential health and safety incidents and
occupational injury or illness arising out of, associated with or occurring in the course of work.
11. Environmental Responsibility – Meet or exceed all environmental standards and laws of the
countries in which you or your suppliers operate or conduct business.
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Vendor Onboarding and Information Updating
Vendor Set-up Each vendor should review this manual fully to understand how to ship to Sporting Life. After reviewing
please complete the following:
1) Vendor Set-up / Information Update From (Appendix A)
This form must be fully completed and forwarded to the appropriate Buyer for review.
Link to form: http://www.sportinglifeblog.ca/vendor-partnership-manual/
2) Vendor Manual Acknowledgement Form (Appendix C)
This form must be signed by an authorized individual of your company.
No appointments will be authorized at the DC until this form is completed and returned as outline
Link to form: http://www.sportinglifeblog.ca/vendor-partnership-manual/
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EDI with Sporting Life
Sporting Life supports the UPC (Universal Product Code), EDI (Electronic Data interchange) and GS1 US
standards. These technologies will allow us to expedite the flow of goods from our Vendors to the sales
floor, better manage our inventories and support increased sales through excellent customer service.
Sporting Life expects all Vendors to transact via EDI to manage communication in an automated and
efficient manner.
EDI Information
ISA Qualifier: ZZ
ISA: SPORTINGLIFE
GS: SPORTINGLIFE
Transactions
The following transactions are critical to operating effectively with our Vendors:
• 850 Purchase Order(PO) SPL → Vendor
• 860 Purchase Order Change or Cancel(POC) SPL → Vendor
• 855 Purchase Order Acknowledgement(POA) Vendor → SPL
*Required for 850 and 860
• 856 Advance Shipping Notice(ASN) Vendor → SPL
• 997 Functional Acknowledgement Vendor → SPL (flows both ways)
• 832 Price/Sales Catalogue Vendor → SPL
• GS1-128 Label / MH10 Label
850 Purchase Order - Used to communicate PO details from Sporting Life to the Vendor.
860 Purchase Order Change – Used to communicate any change to the PO; quantity, dates, price, item.
855 Purchase Order Acknowledgement – Expected within 48 hours of receiving the PO or POC. Confirms
the dates, items, discounts, and quantities.
856 Advance Ship Notice – Required for all shipments into the Distribution Center. Details the contents
of the shipment. ASN’s will not be accepted earlier than 2 weeks before the start ship date on the PO
and MUST arrive prior to the goods reaching the Distribution Center.
997 Functional Acknowledgement – Required for all transactions exchanged, electronic
acknowledgement that data has been sent/received.
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832 Price/Sales Catalogue – Used to exchange critical item details such as Style, UPC, and other details.
EDI Provider and Contact Information Sporting Life has partnered with Spice Technology Group, a Third Party Provider, to manage EDI
onboarding and ongoing transactions with our Vendors.
We understand some Vendors do not currently have EDI capabilities, Spice Technology does support a
web portal solution which is economical and easy to use, allowing Vendors to transact with Sporting Life
and achieve EDI compliance.
Support is available Mon-Fri 8:00am – 5:00 pm EST
Email: [email protected]
Phone: 416-848-1991 x300
Additional EDI Contact Information National Logistics Services (MH10 Label Approval) [email protected]
GS1 Canada (label standards) http://www.gs1ca.org/page.asp?intPageID=347
Spice Group Implementations 416-848-1991 x300 [email protected]
Spice Group Support 416-848-1991 x300 [email protected]
Invoicing As the 810 document/Invoice has not moved into production EDI, please forward all invoices to [email protected].
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Style/SKU Set-up
Product Labelling It is the Vendors responsibility to ensure all merchandise shipped to Sporting Life is labelled to be
compliant with all product regulations and laws for Canada, including French labelling.
UPC/EAN Vendors may use UPC or EAN as the unique identifier for each SKU.
However, it is imperative that consistent use of only one of the above is followed. An item cannot utilize
an EAN on one shipment and a UPC on a subsequent shipment.
Also each item shipped must have the barcode attached to each unit. The barcode on the product must
be consistent with the UPC or EAN in NPLS and on the Purchase Order. This allows for efficient receiving
at the 3PL.
Universal Product Code (UPC)
• A UPC code is a 12 digit number used to identify a specific product.
• The first 6 digits of the UPC are the manufacture identification number.
• The next 5 digits represent the item number.
• The last digit of a UPC is the check digit. This is used to verify the entire UPC code.
International Article Number (EAN)
• The EAN is a 13 digit barcode, similar to the UPC code.
• Some European vendors will have EAN codes as opposed to UPC’s. We will also accept product
with EAN codes.
It is the responsibility of the Vendor to provide UPC or EAN codes to Sporting Life via the New Product
Listing System (NPLS) or Product Catalogue. UPC/EAN Codes are required as this is how Sporting Life’s
Supply chain identifies and moves product through the receiving and distribution, sales and inventory
control processes.
Sporting Life does not accept any UPC/EAN substitutions, once the UPC/EAN is approved by the Data
Admin Team, they must remain consistent with product labelling and ASN/packing slips.
All UPC/EAN must adhere to GS1 standards.
Vendors not set-up with UPC codes can obtain their unique six digit manufacturer’s number by
submitting their application, and one-time fee, through the GS1 website: http://gs1ca.org/home.asp
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New Product Listing System Sporting Life utilizes an online catalog of the products purchased from Vendors called NPLS. It is
required for EDI that all items exist in NPLS prior to Purchase Orders being issued.
NPLS is also hosted by Spice Technology Group, but is separate from the Spice Portal which is used to
access Purchase Orders.
Accessing and Use of NPLS To access NPLS, please follow this link: https://www.connectspice.com/SportingLifeNPLS/ Account At the top of the page, on the right hand side, click Profile and then Account Details to edit company and administrative information such as updating an email address or saving a new password. To create additional accounts on the system, click Profile and then Manage Accounts. You will then be given the option to Create Subaccounts. Catalog When you first log on, you should see a catalog on the system with the associated Sporting Life vendor number. If you do not see one, or need more for multiple brands, please contact Sporting Life at [email protected] Creating the Excel file When creating your catalog, it is important to provide as much information as possible so that Sporting Life can uniquely identify the record. The main attributes we need include, but are not limited to: 1. Barcode, Globally unique GTIN (EAN or UPC) 2. Barcode Type (SKU, EAN or UPC) 3. Style Number 4. Style Name 5. Size 6. Dimension (Shoe width) 7. Colour, At least one colour field must be populated, this can include colour name, your internal colour
number and/or the NRF colour code. If your company does not use colour codes, only populating the
colour name field is sufficient.
Catalog Upload On the Dashboard screen, click the red Catalog drop down tab. Four options appear, Catalog Summary, Catalog Import, Catalog Maintenance and Catalog Errors. Click Catalog Import.
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This will bring you to a new screen. From this screen, you will be able to import the catalog and choose a file. Click the Upload button after selecting the relevant information. In the Catalog drop down menu, you will be able to select the catalog folder you want to upload to.
Notes: 1) File Type must be .xlsx 2) Column headings and order must match the specifications provided 3) File name does not matter 4) Only the first worksheet will be imported 5) There cannot be any hidden columns on the worksheet Even if you are not populating a field, you need to keep that column in the file as a “placeholder”.
You will be given the option to “Append” or “Replace” an entire catalog folder. The “Append” option will upload your file and merge it with any existing records in that catalog folder.
For example, if last season you uploaded 100 records and this season you are uploading 150 records, the
catalog will now have 250 records after import.
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The “Replace” option will upload your file and delete any existing records in that catalog folder. For example, if last season you uploaded 100 records and this season you are uploading 150 records, the catalog will now only have the new 150 records after import. The only exception to this, is in the case where the records in the folder are linked. This means that Sporting Life has matched this item on NPLS with their internal SKU and is most likely an item that we have ordered. Linked items cannot be replaced or deleted by suppliers. For example, if last season you uploaded a catalog with 100 records and Sporting Life linked 50 of them.
The next season, you upload a new catalog with 100 items and have set the catalog to replace. You will
have 150 items in the catalog folder after upload.
After the upload is complete, the file will be submitted for processing. This may take a few minutes
depending on the size of the file. The results of the upload can be viewed by clicking the link provided in
the message or by navigating to the Catalog Summary menu option.
Once on the Catalog Summary page switch to the History tab. By switching to this tab, you will see the
results of the upload.
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If the file did not import, the file name will appear in red. There will be no value in the ‘errors column’ because the entire file was rejected. Common problems in this case include:
The file column headers have been changed or are not in the original order
A barcode or barcode type is missing (column was left blank)
A barcode was duplicated within the same file but there are different style attributes. For example, if the same barcode is detected for two different sizes. If the majority of the import was successful with only a few minor problems, it will list the errors in the file. For example, the screen shot below shows a catalog with the errors listed. It can be helpful at this 10 | P a g e
stage to review the file specs if you are getting errors. This is done in order to see where your file is
differing from the examples given. Please contact SPICE Support if you need more help. In the example
below, the “Incorrect Length” error is referring to the barcode length. Another common error is a check
digit being incorrect.
Sporting Life will be automatically notified when a catalog has been uploaded and is ready to review. On
the Catalog Summary click on any catalog to further view it. Once on the page, you have the option of
using a filter to either see linked or unlinked items. Linked styles appear once Sporting Life completes
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the matching process. These are the styles likely to be ordered on your Sporting Life PO’s. We are not
able to make purchase orders for styles that are not linked. You can filter by any other criteria as well.
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MH10 Label Specifications and Approval
MH10 label formats must be approved by Sporting Life’s 3PL National Logistics Services(NLS) prior to
initial shipment.
The label specifications are as follows:
Section Information Required Format
Dimensions
From Vendor Name
50mm x 30mm 2” x 1”
Address 1
Address 2
City, Prov/State/Country
To National Logistics Services Inc.
50mm x 30mm 2” x 1”
150 Courtneypark Drive West
Mississauga, ON, Canada
Ship To Postal Code L5W 1Y6 GS1-128, AppID = 420 2.5” x 1”
Carrier 1.5” x 1”
PO Number PO # (Requested, Bulk) 2.5” x 1”
Item Info Item# Col# Size#, UPC, Quantity (Requested, Bulk) 2” x 1”
Store Number Barcode Mark for Store only GS1-128, AppID=91 2” x 1”
Store Number Mark for Store only 1.5” x 1”
SSCC-18 Carton Barcode Carton Barcode (Mandatory)
GS1-128 1.25 Inch height Multiplier 4(20 mils)
100mm x 43mm 4” x 1 ¾”
Notes:
• Width of the From: and To: can vary up to ½”, as required
• Please supply purchase order number and Item number (plus colour and size), UPC and
Quantity for BULK shipments
• Store number and barcode are MANDATORY for cross dock, or mark for store shipments
• Contact NLS if you do not have a GS1 company code
Labels are to be placed 4” / 100mm from the bottom and 4” / 100mm from the left on the larger side of
the carton.
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MH10 LABEL BULK EXAMPLE MH10 LABEL MARK FOR STORE EXAMPLE
All MH10 Labels must be approved by our 3PL, NLS. Please send your MH10 Labels to the below email
address for approval:
National Logistics Services (MH10 Label Approval) [email protected]
Please cc Sporting Life [email protected]
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Barcodes The barcodes on the labels must be sscc-18 Barcodes
SSCC-18 Barcodes
Application Identifier (AI)
The AI “00” indicates the SSCC-18 data structure will follow.
Extension Digit
The Extension Digit has no defined logic and is used to increase the capacity of the Serial Reference.
GS1 Company Prefix
GS1 Company Prefixes are 7-10 digits. Serial Reference Numbers are 6-9 digits. These prefixes must be
registered with GS1.
Serial Reference
The Serial Reference number is assigned by the holder of the GS1 Company Prefix to uniquely identify a
shipping container (logistic unit). A Serial Reference cannot be reused for a minimum of 12 months. The
combined length of the GS1 Company Prefix and Serial Reference is always 16 digits.
Check Digit
Calculated using the Modulo 10 algorithm.
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Document Management via Spice Web Portal
Spice Web Portal Guide This section will explain some basic concepts and describe the procedures you will use to process your business documents via the Internet using our electronic commerce service.
Requirements To use the Portal, you need access to the Internet and a browser. Browsers supported include IE, Chrome, Firefox and Safari. A user name and password will be provided in order for you to login.
Summary of Application The SPICE Portal has been designed to allow Purchase Orders to be received, create Purchase Order Acknowledgments (POA), and send Advanced Shipping Notices (ASN) between vendors and Sporting Life. The application data is based on Sporting Life EDI standards and requirements.
Login Open the Portal URL in your browser. Enter in the username and password you created at the time of
registration, and click Login. The login in screen will look like the following:
Profile On the top right hand side of any Spice Connect screen, you will see the Profile drop down. This is the
section to manage all account settings.
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Web users will only need to access:
Account Details This will take you to your account details including contact information, username and password. If needed, you can also change your password on this page.
Manage Accounts There are two roles on Spice Connect, 1. Company Administrators and 2. User. Only Company Administrators will have the Manage Accounts option. This will take you to a list of all the subaccounts under your company. You will have the ability to either edit contact information or delete accounts. Click the Create button to create a new subaccount.
Addresses Through the POA and ASN process, addresses are sometimes required. This Address section allows you to manage your address so that when you go to create a document you will not need to fill out the address every time. It will be auto-saved and populate the fields for you.
Email Subscriptions Every time a PO from Sporting Life is posted to the Spice Connect Portal for your company, you will
receive an email notification letting you know it’s there. From this page you can choose to either
subscribe or unsubscribe to these emails. It is encourage to have at least one person in your company
subscribed to get the PO notification emails.
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Dashboard
Document Summary
The Dashboard is the first screen you will see after logging in. This page contains information including who you are, date and time of your last login, as well as a document summary. The icons across the top right are Profile, Help and Logout. Below is an Advanced Search link. The main menu options include: PO – Access to Purchase Order Inbox, In Progress, and History POA – Access to Purchase Order Acknowledgement Saved, Sent, and History ASN – Access to Advanced Shipping Notice, Saved, Sent, and History Invoice – Access to Invoices Saved, Errors, and History Remittance – Access to Inbox and History
PO Status On the Dashboard there are two graph sections. The pie chart on the left reflects Purchase Orders.
Hover over each section of the pie to see the number of purchase orders you have in each category
(UnAcknowledged, Acknowledged, Shipped, or Invoiced). Please note that at this time, Sporting Life
does not process Invoices through EDI 810s.
Below the Document Summary you have access to five document types: Purchase Orders (PO), Purchase
Order Acknowledgements (POA), Advanced Shipping Notice (ASN), Invoice and Remittance.
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The Summary of Shipments graph represents the current status of ASNs in the system. If a Delivery Date
on a PO is less than the current date and an ASN has not been generated, then the ASN is late. You will
be able to click on this graph to drill down into the data.
Folders
PO Inbox This folder is used to store the new POs that have not been processed. In Progress The In Progress folder will show all the POs that have been Acknowledged. Saved If a Purchase Order or Purchase Order Acknowledgment has been saved as incomplete; it will be held in this folder to be processed later. Sent The Purchase Order Acknowledgement tab will show all POAs that have been sent and approved by Sporting Life. History
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The history folder will hold all Purchase Orders, Purchase Order Acknowledgements, and Advanced Shipping Notices that have been complete. A PO will automatically move to the History folder once it is completely ASN’d. Total This folder keeps a total count of all Purchase Orders, Purchase Order Acknowledgements and Advanced Shipping Notices from all folders. Broadcast Messages Below the Document Summary any Sporting Life Broadcast Messages will be displayed. Here there are
also links to video tutorials and additional help links.
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Document Management
Advanced Search The advanced search functionality is useful when managing the supplier community.
From this section you are given the ability to search documents either created by Sporting Life or sent from suppliers on a variety of different parameters. Perform searches based on:
• Document Number
• Specific Suppliers
• Document Type (PO, POA, POC, ASN)
• Dates
• Document Status (Complete, Incomplete or, Partial)
If you have more than one trading partner (retailer) on Spice Connect, you can also filter by Trading Partner. This is helpful because you can see individual POs and related documents specifically by retailer, rather than all Po’s from multiple retailers.
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Once filtered, a chart will appear below. This information can also be exported. Either select the individual rows or select all by clicking the check boxes on the left hand side.
On the right hand side, by clicking Related documents, it will open just that document’s history.
Here you can view the document numbers and dates of the files that were sent. For example, if you
want to look up a PO and want to see if it has been acknowledged and an ASN has been sent
(completing all documents for that PO), you are able to easily see if they have been sent.
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Purchase Order (PO) Overview To view a PO, hover over the red Purchase Order tab on the main header, and then click Inbox. This will
bring you to the PO- Inbox, shown below:
PO Inbox The Inbox will display the POs available to the user. If you are looking for a specific PO, simply type in
either the Document number or the PO number and then click the Filter button. The desired results will
appear by relevance.
Clicking anywhere on the PO will open a new screen for that particular PO. From there you will be able to Create Acknowledgment, Create an ASN, Move to History, or Print. The Inbox also has the functionality to convert the PO into CSV. This would be useful if you need to
transfer your POs to another system. First, click the check box for the PO you want to convert or click
the first header check box to auto-check all of them.
The Export button will convert the selected PO. The file will open in a new pop up as a download.
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The Export View button will export all the POs and include a status of all of them. For example, it will let
you know if the PO has been viewed, if there was an ASN or an Invoice created.
In Progress This folder contains the POs that are currently in progress. To move a PO to the History folder, simply
click the check box and then the History button.
If you want to move all the POs at once, click the header check box and it will auto-check all the documents. This is the screen that you will be brought to upon clicking on a specific PO Number.
This screen includes a header displaying the PO details for that specific purchase order including: details of who sent the PO, shipping location, delivery instructions, date of the PO, and date requested for delivery.
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Underneath the PO header is where all items are listed with quantity ordered, unit of measure (UOM),
Customer Expected Price, and an Extended Price for each specific item.
PO Options After reviewing the PO the following options are available: 1. Create Acknowledgment for the PO
2. Move To History
3. Print Create Acknowledgment The user will click on Create Acknowledgement if the PO will be accepted in full.
Move To History This button is useful when you have a PO that has been verbally cancelled or is never going to be
shipped. This means it will no longer filter when you search for active POs.
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Print The Print tab will print the PO to the printer that is set as the local default printer.
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Purchase Order Acknowledgement (POA) Overview Once you click on Create Acknowledgement on the PO screen the following is an example of a POA.
Customizing the POA There are fields open for edit on the POA: 1. Net Due Date
2. Discount Due Date
3. Discount Percent
4. Price
5. Delivery Schedule
Price If the unit price needs to be adjusted simply enter the new price in the line level open text box.
Delivery Schedule If the user wishes to change the date then click on the calendar icon and choose the date from the calendar presented. If the total quantity of an item ordered is not available for the same shipping date, click the Add
Schedule Item tab to have more than one delivery date. For example if you wanted to spilt the quantity
of 10 into two separate orders of 5, then the following screen will show you how to use the add
schedule item and split the order into multiple dates.
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Completing the POA
At the bottom of the POA, there are four buttons:
Cancel This will terminate the POA. Nothing will be sent to Sporting Life. Recalculate It is sometimes necessary to use this button to refresh the calculations on screen. If values are changed and you do not see the effect of the change, press the Recalculate button. Save The POA can be saved and continued later by clicking save at the bottom right of the screen. The POA will then be placed in the Saved folder for completion later and not sent to Sporting Life at this time. In order to access the changes, you must save before exiting the POA. Send If you agree to the quantities and prices shown for each item simply click send. The POA is then sent to Sporting Life and stored in your sent folder. After all adjustments are made the PO will be placed in the Purchase Order > In Progress folder. The POA will be sent to the buyer, who will review the changes and will either accept changes, reject, or
cancel the POA. Regardless of the action taken by the buyer, the supplier will receive notification.
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Advanced Shipping Notice (ASN) The Portal provides the ability to process multiple ASNs per PO. There are a number of places to access a
PO you wish to create an ASN for. The In Process folder, the scorecard dashboard, or in the advanced
search. Once selected, you should confirm the POA has been completed.
Click on the PO you wish to process. It will open the PO in its current state, and allow the option to
create an ASN.
By clicking Create ASN, you will be taken to the ASN document screen.
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Processing the Advanced Shipping Notice (ASN) There are three main sections to an ASN
1. Header Information: The ASN Number is automatically generated and the ASN Date defaults to the current date.
2. Shipping details: The mandatory fields are all called out with a red asterisk. Ship Date, Packaging Code, Carrier Name, Bill of Lading, and Ship from Name.
3. Item detail:
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Shipping Details Ship Date - The date the product(s) will be shipped. If the user wishes to change the date then click on the calendar icon and choose the date from the
calendar presented.
The next section provides details regarding the package(s) being shipped.
Shipping Address The defaulted shipping address is the information that is provided on the PO. You are able to change the shipping address by providing new information for the Ship To section. The system will save the new address for subsequent PO’s. Ship to Address Options: 1. Keep the original shipping address from the PO.
2. Choose existing address from drop down “saved address”.
3. Create new address; choose as save as default if you wish.
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Packing the ASN If your warehouse packs product first, and then gives you a packing list, you will need that first before you create the ASN. At the Order level you have three buttons:
Add Pallet: To add a pallet to the ASN if you pack at the pallet level. Add Pack: To add an individual pack. Auto Pack: This allows the creation of multiple packs at the same time.
Auto Pack In many cases, companies know how many of a product can fit into one pack. For example, ten pairs of shoes per a pack. The Auto Pack function allows users to auto-generate packs with a predetermined number of each item in a pack rather than having to create each pack individually. Using our example of ten items fitting in one pack. Type ‘10’ in the Quantity/Pack field. Then Click Auto Pack.
Note: You do not have to put the same number for every line in the Qty/Pack field for auto-packing to
still work. For example, if Sporting Life ordered 1000 tennis balls and you can fit 24 packages of tennis
balls in one pack; put 24 in the Qty/Pack field. But the next item is 100 tennis rackets on order. Only 11
tennis rackets will fit in one pack, put 11 in the Qty/Pack field. Finish by clicking Auto Pack.
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New packs will appear at the bottom of the ASN screen with ten of each item in them.
On most orders though, you will not have total quantities that are divisible by the number of products you can fit in one pack. For example, Sporting Life has ordered 12 of a product but your warehouse can only fit ten in a pack. Two items will be alone in a pack which is neither efficient nor cost effective. In that case Auto Pack as normal so that all items are packed. In the pack section, you will see the
pack(s) that do not have the correct number of products in them:
Click the red ‘X’ on the right hand side of the pack to cancel this pack. These remaining items will move
back up to the Order section waiting to be packed.
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To pack the remaining products, click 'Add Pack', beside the Auto Pack button in the top right hand corner. There will now be a new, empty pack in the pack level of the ASN.
In the new pack there will be a button that says 'Add selected items'. This refers to the items still at the
Order level that have yet to be packed.
If you want all of those items added to the same pack, simply click 'Add selected items'. Every item in the Order section automatically is selected with the check box beside the line number. If you do not want all of the items to be added (they won't all fit) then deselect the items in the check
boxes on the left hand side. Select/Check only the items you want to put in that pack. Note, line three is
not selected.
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You can also type in the Quantity as well if you want to combine only some products from remaining lines. Example, Continuing to create packs of ten. All of line one items will fit in the pack but only four pairs of
the shoes in line three will fit in the pack. In that case you would have line one and three with the check
boxes selected but line three you would put four in the first quantity box.
Note that lines seven and eight are not selected.
You will now have a pack with a total of ten items. Continue until all items are packed.
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Completing the ASN Delete By clicking Delete the ASN will remain in the In Progress Folder.
Save as Incomplete To Save the ASN to complete at a later date, click on Save as Incomplete. The ASN will move to the ASN
Saved folder.
Submit To Submit the ASN simply click on Submit. The document has now been sent and the PO will be
completely processed. The PO then moves to the History folder and is no longer accessible from the
Inbox or In Progress folders.
Splitting a Shipment There may be times when items on a PO will not all be shipped at the same time. In this case, you will need to use the Split Shipment function. For example, you are able to ship most of the items on July 19th, 2015, but some of the items are on back order and you will not be able to ship them until July 24th, 2015. Fill in the top Shipment information for July 19th as usual.
Then determine which products will be shipped on July 24th. If it is an entire line item, deselect that line
using the check box on the left hand side.
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If it is only some of the product, in the Quantity field, type how many you are going to be shipping on
July 19th. In the example below, Sporting Life has ordered six of this item but you are only able to send
one of them on July 19th.
Click the Split Shipment button at the top of the screen.
This will create a second Shipment area with the products you selected listed below it. Fill out the new
Shipment level information, including the second date of July 24th. All of the mandatory fields are
highlighted with a red asterisk. From the picture you can see the remaining five items are now listed.
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There are also cases where you have an item on back order but you do not know the date you will be
able to send it but you still need to ASN for the other items. Pack all the other items as you normally
would but for the item you are not going to send, type zero in the Quantity field.
Submit the ASN. Note: If you are able to send some of the item, enter in the amount you will send in the Quantity field. Just because you are not able to send everything that was ordered, doesn’t mean you can’t send what you have on hand. Submit the ASN as normal. When the time comes that you are ready to ASN that remaining item, go to the red PO folder>In
Progress on the top left of any screen on Spice Connect. You will see that PO listed as Partial, meaning
not all item(s) have been sent on an ASN. By clicking on that document, you will be able to finish the
ASN.
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Add a PO to an ASN On the ASN screen, you have the ability to add more than one PO to an ASN. This is helpful in the cases when you will be sending the products from more than one PO in the same shipment. Each PO must be packed and sorted separately, and clearly marked per this manual. Click the Add PO button on the ASN screen.
This will open a new screen that lists all of the POs that still need to be ASN’d including ASNs that are
only Partially complete. On the left hand side, click the check boxes of the POs to be added to the ASN.
Then click the Add PO(s) button. The POs selected will now appear on the ASN page.
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MH 10 Label Printing on Spice Connect
One of the benefits of an Advance Shipping Notice is the warehouse will know which items are in which boxes which lead to your products getting to the stores faster. The MH 10 Label is an industry standard label with scan enabled barcodes that is to be attached to your company’s boxes. Spice Connect Portal has these labels ready to print and already configured to Sporting Life’s individual specifications.
There are two different options for printing; you can either setup printing for one label per page, or four per page. One per page is common with roll printers. Four per page would be the option if your company prints label stickers on legal sized paper. This is setup for the Uline S-5492 template. Please note that these screen shots were captured in Google Chrome, other browsers may look slightly different. How to Print After an ASN is sent, the ‘Print’ and ‘Print Shipping Label’ buttons will appear at the top of the screen. You can access this screen at any time by going to your sent ASN folder. The first “Print” button will print the entire ASN details. We will be focusing on the second “Print Shipping Label” button.
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How to print one label per a page The first “Print” button is for the one per page roll option:
If you need to send the labels to be printed elsewhere, use the “Save as PDF” button. This will allow you
to save the labels as a PDF, which could be attached to an email. This is helpful in the case where your
product is being shipped from a different location than where the ASN is being created.
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Select “Print”. This will open a Print Preview from your browser. You will want to select the ‘Print using
system dialog…” option to open your printing settings.
First select “Preferences” from the new window.
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On the “Paper” tab, you will then need to select the paper size. For one per a page roll, the label will
print onto “A6 105 X 148 mm” but this may vary depending on your printer’s options.
You will now be able to select “Apply” and then select “Print”.
Your labels should now be printing!
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How to print four labels per page
Select the second button, “Print Four Labels Per Page”:
If you need to send the labels to be printed elsewhere, use the “Save as PDF” button. This will allow you
to save the labels as a PDF, which could be attached to an email. This is helpful in the case where your
product is being shipped from a different location than where the ASN is being created.
Select “Print”. This will open a Print Preview from your browser. You will want to select the ‘Print using
system dialog…” option to open your printing settings.
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First select “Preferences” from the new window.
On the “Paper” tab, you will then need to select the paper size. For four labels per page, you will need to
select the paper size “Legal 8 ½ x 14 in”.
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You will now be able to select “Apply” and then select “Print”.
Your labels should now be printing!
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Vendor Ticketing / Preticketing
Ticketing By Vendor (Vendor printed tickets)
If your normal Vendor Ticketing process includes an MSRP, the MSRP must be stated in
Canadian Dollars and Sporting Life must be advised prior to shipping. A ticket can include
multiple currencies, but MUST contain the Canadian Currency MSRP. Ticketing with only
foreign currency is not acceptable.
Preticketing Vendors(Sporting Life preprinted price tickets)
We are currently assessing our ticketing and VAS requirements for each of our categories and developing guidelines for all of our vendors. For those vendors currently on our pre-ticket program please use the following process.
1. Upon request Sporting Life will create and supply our tickets by purchase order and ship them via courier service.
2. If you have not received tickets two weeks prior to packing a PO please contact our logistics department by emailing your PO numbers to [email protected]. It is imperative that you include your PO numbers in the email.
3. When using a needle gun to attach our Sporting Life price tickets, it is essential that the needle be inserted through the center back label of all garments, or at a seam in the designated ticket location.
4. If you are using an alternate ticketing location because of fabric restrictions (i.e. seam sealed, delicate or waterproof fabric, etc.) please notify the Logistics Department for authorization.
5. When adhering sticky price tickets, it is imperative that the ticket does not cover the item’s size, content description, UPC code and the manufacturer’s logo unless unavoidable.
6. Please keep all products, especially white or light coloured soft goods, in the protective plastic covering when shipping to avoid damage/dirtiness.
7. One ticket is to be attached to each item in the specific location indicated. Refer to the appropriate section of the Ticketing Instructions.
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8. Improperly ticketed items will not be accepted and expense recovery charges will occur. Please confirm all specific details prior to ticketing product.
9. Any merchandise delivered to NLS and NOT pre-ticketed or NOT ticketed as per our specs will be subject to a $0.40 plus administrative fee per item expense recovery charge.
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Sporting Life Price Tickets
The information highlighted above and listed below is extremely important when ticketing the
merchandise (Please note: this information should match on the Sporting Life Price Ticket and your
Vendor Tag, if anything does not match please contact the Logistics department :
- Vendor style number ______________________________________
- Size ______________________________________
- Colour ______________________________________
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Softgoods Ticketing Instructions
I
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Vendors
Packing Purchase Orders For Sporting Life Packing Purchase Orders Issued by Store Sporting Life issues individual PO’s by store for larger volume orders. Each store will have its own unique PO number allowing for prioritization in the receiving process.
• Vendor picks and packs items for specific store.
• This method has the fastest processing time through our DC
• Cartons are clearly marked by specific store PO
• Cartons are packed by style. There will be multiple UPC’s in a carton
• Can be packed with either a full case of a single style, OR with multiple items packed for that specific store/ PO.
• Each PO (store) will have its own unique distribution
• All PO’s must be shipped complete, unless prior written authorization from the buyer has been granted
Packing Bulk Purchase Orders Sporting Life issues BULK PO’s for lower volume orders. This is one PO# for ALL stores. If you do receive a bulk PO, we ask that you pack this order to ensure the quickest processing possible.
• Pack items sorted by SKU(style, size, colour). Please note, you may pack more than one SKU and/or style per carton for cube efficiency
• PO must be shipped complete, unless prior written authorization from the buyer has been granted
Kitting PO’s Sporting Life frequently buys separate pieces, to be put together, and sold in our stores as a set (ie. We buy a ski jacket and ski pants separately, put them together, and sell this as a set.) These are known as Kitting PO’s. For Kitting PO’s, please follow the below packing instructions:
• All pieces in the “kit” must be packed together, on the same PO
• When making your appointment with NLS, you must specify that the PO requires “SPECIAL HANDLING”
• Each Carton MUST be labelled “KITTING PO”
• Kitting PO’s MUST be shipped 100% complete. Multiple shipments against kitting PO’s will not be accepted.
Supply PO’s
DO NOT ship any promotional items, fixtures, or catalogues in the same carton with regular PO’s. If
the buyer has ordered these, they will be on their own unique Supply Purchase Order Number. All
promotional items, fixtures, and/or catalogues, must have prior authorization from the buyer before
shipping.
Special Orders/Customer Returns/Warranty Items These orders will have a unique PO and must be packed in an individual carton.
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General Packing Guidelines
All Categories of Merchandise 1. ALL PO’s must be shipped complete. Any exceptions must have written buyer authorization.
Subsequent shipments without prior written authorization may be refused.
2. All shipments are to be accompanied by an ASN (EDI) or a packing slip (Non-EDI) and a valid
PO number. Note, Reference ID’s used to secure overall quantities are NOT valid PO
numbers. Your PO number is a 6 digit numeric code.
3. ALL products must be shipped with scannable UPC labels on each individual item.
4. Do not ship goods on hangers unless specifically requested by the buyer for floor use.
5. Substitutions by style/colour/size/ UPC’s are not acceptable under any circumstances.
6. Pack each Purchase Order separately. Small PO’s should be individually packed and labelled,
then combined in one master Carton to minimize shipping costs.
7. Cartons must be packed on 40X48 pallets with labels facing out.
8. Clearly mark the # of cartons on each pallet.
9. Clearly mark the pallet # when more than one pallet is being shipped.
10. Place a single piece of cardboard inside on the top and bottom of each carton for protection
when opening the carton.
11. If a carton contains any breakable items the exterior of the carton must clearly indicate
“FRAGILE” to indicate that the carton must be handled with care.
Shoes
1. Pack shoeboxes one box deep and in the same direction with the shoebox labels facing the top of the carton.
2. Pack one row within the carton not multiple rows.
Packaging Materials We encourage the use of environmentally sensitive packaging materials (recycled and recyclable). Avoid excess packaging by using material that maximizes protection while minimizing an environmental impact. Acceptable Packaging Materials Cardboard partition/dividers, cardboard fittings, corrugated cardboard, and kraft paper. Unacceptable Packaging Materials Expanded polystyrene loose fill “peanuts”, straw, fiberglass, hard plastic, newspaper, and bamboo.
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Carton Requirements 1. Cartons must not exceed 40lbs. Cartons must meet these size requirements:
a. Apparel: Minimum: 4” Height x 20” Length x 12” Width Maximum: 14” Height x 26” Length x 18” Width
b. Outerwear/Footwear: Minimum: 4” Height x 20” Length x 12” Width Maximum: 18” Height x 32” Length x 20” Width
2. Pack carton contents in same sequence as purchase order starting with first style and colour
(this would be carton #1). 3. Carton closing – put cardboard pieces on top of the goods before closing the box, so no damage
occurs to the merchandise when opening the box. 4. Use adhesive tape only. Do not overload boxes or use staples, metal, plastic strapping, or
banding. 5. For EDI shipments each carton must have the correct assigned MH10 label affixed. 6. Non-EDI shipments must have the following information on each carton:
- Vendor name, address, postal code
- Ship to: DC Name, address, postal code
- Store #: The store the carton is to be distributed to
- Sporting Life PO#
- Carton # of Total: For example Carton 1 of 20.
7. If a carton contains any breakable items the exterior of the carton must clearly indicate
“FRAGILE” to indicate that the carton must be handled with care.
Pallet Requirements 1. Pack cartons on pallet by PO, PO’s must not be split across pallets. If multiple pallets are
required keep pallets and cartons in sequence.
2. Each pallet must have a pallet label with the following information:
- Pallet # of Total: For example pallet 1 of 3.
- Sporting Life PO Numbers packed on the pallet.
- Number of Cartons per PO on the pallet.
3. All pallets must be well shrink wrapped to avoid load shift in transit.
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EDI Shipping Instructions and Appointment Requirements
All shipments must be received at our DC within the shipping window on the Purchase Order.
Appointments will not be given beyond the cancel date of the Purchase order. Shipments arriving past
the cancel date are considered noncompliant and may result in refusal or be subject to noncompliance
charges. Transit days must be accounted for at the time of shipping.
Shipments are accepted by appointment ONLY. Failure to schedule an appointment or delivery outside
of the appointment may result in refusal of the shipment and/or be subject to noncompliance charges.
Appointments must be requested at a MINIMUM 48 hours prior to the desired delivery date.
Appointments must be requested at a MINIMUM 1 week prior to the cancel date of the Purchase Order.
Booking appointments with more lead time will increase the ability to schedule the goods on your
desired delivery date.
To book your appointment contact our DC, National Logistics Services(NLS):
Email: [email protected]
Phone: 905-364-0033 ext 2015
Please be prepared to provide the following for each PO:
- Carrier
- PO #
- Units
- Number of Cartons
- Start Ship Date
- Cancel Date
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Non-EDI Shipping Instructions and Appointment Requirements
All shipments must be received at our DC within the shipping window on the Purchase Order.
Appointments will not be given beyond the cancel date of the Purchase order. Shipments arriving past
the cancel date are considered noncompliant and may result in refusal or be subject to noncompliance
charges. Transit days must be accounted for at the time of shipping.
Shipments are accepted by appointment ONLY. Failure to schedule an appointment or delivery outside
of the appointment may result in refusal of the shipment and/or be subject to noncompliance charges.
Appointments must be requested at a MINIMUM 48 hours prior to the desired delivery date.
Appointments must be requested at a MINIMUM 1 week prior to the cancel date of the Purchase Order.
Booking appointments with more lead time will increase the ability to schedule the goods on your
desired delivery date.
In order to book an appointment a copy of the packing slip must be emailed to the DC as outlined below.
The packing slip MUST include the valid Sporting Life PO number and a complete breakdown of the
goods packed. For each item the following information is required on the packing slip:
UPC as stated on PO
Vendor Item Number(optional)
Style as stated on PO
Colour as stated on PO
Size as stated on PO
Quantity
A grand total of the total units on the packing slip is also required.
To book your appointment contact our DC, National Logistics Services(NLS):
Email: [email protected]
Phone: 905-364-0033 ext 2015
Please be prepared to provide the following for each PO:
- Carrier
- PO #
- Units
- Number of Cartons
- Start Ship Date
- Cancel Date
A packing slip per PO MUST accompany the delivery of the goods to NLS and contain the following:
Vendor Name/address/phone number
DC Ship to Address
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PO #- each PO must have it’s own packing slip, DO NOT COMBINE PO #’s
UPC, Style, Colour, Size, Description, Qty, Vendor Item Number(optional)
Grand Total of Units Shipped
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European/Asia Shipping Instructions & Appointment Requirements All goods are shipped FOB LDP our 3PL unless otherwise negotiated at the time the PO is placed. All International vendors (shipping from overseas) must follow the shipping procedures below: EDI Vendors: 1. Submit your ASN - no sooner than 2 weeks before ship date, and no later than 5 days before Cancel date.
2. Contact European and Asia Freight Forwarder for pick-up of your shipment.
3. Freight Forwarder will pick-up the goods and schedule the delivery appointment with NLS. Non-EDI Vendors: 1. Follow the Non-EDI Shipping Instruction and Appointment Request procedure.
3. After receiving an approval#, please connect with European and Asia Freight Forwarder to arrange pick-up of your shipment.
4. European and Asia Freight Forwarder will pick-up the goods and schedule the delivery appointment with NLS.
European and Asia Freight Forwarder Panalpina Inc. Head Office, Canada 6350 Cantay Road, Mississauga Ontario Canada. L5R 4E2 Main Contact Information: Name: Melissa Panza E-mail: [email protected] Telephone: 905 755 4564 Fax: 905 755 4622 Secondary Contact Information: Name: Sandra Silva E-mail: [email protected] Telephone: 905 755 4584 Fax: 905 755 4622 Website: www.panalpina.com
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Shipments from the USA and Mexico All goods are shipped FOB LDP our 3PL unless otherwise negotiated at the time the PO is placed. All shipments from the United States and Mexico must include ALL appropriate documentation, including invoices, and NAFTA certificate of Origin where applicable, to ensure the shipment is not delayed. For a copy of the NAFTA forms please go to http://www.cbsa-asfc.gc.ca/trade-commerce/ta-ac-eng.html
North American Customs Broker U.S.A. and Mexican suppliers must include a
NAFTA Certificate. For a copy of the forms you can go to: http://www.cbsa-asfc.gc.ca/trade-commerce/ta-ac-eng.html
DSV Air & Sea Inc. 14154 Niagara Parkway, Suite 201 Niagara On The Lake | Ontario | L0S 1J0| Canada Tel: +1 905 262 5078 x2601 Fax: +1 289 562 5654 Toll Free Tel: +1 866 353 9278 Toll Free Fax: +1 866 353 9279 Contacts: [email protected] [email protected]
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Cross Dock Orders
SPECIAL ORDERS, SUPPLY PO’s, AND WARANTY RETURNS
Special orders, customer returns, warranty returns (CUR/DSR #), and promotional items, must be clearly
marked as a “CROSS-DOCK,” along with the store #, on the outside of the carton. All promotional items,
fixtures, and supplies, must be shipped on a valid Sporting Life Supply PO#. Quote the Sporting Life
shipping reference form numbers (RTV#, CUR#, SPO#, Supply PO#) on the outside of all cartons and on
the packing slip. All cartons must be clearly labelled with specified information:
When booking an appointment with NLS please quote the appropriate individual reference number (for instance CUR#, DSR# and SPO#), to receive a priority appointment time.
CROSS DOCK Special Order
Supply PO
Warranty/ Customer Return
Pro-Deals
Fixtures
REF#:____________________
APPT#:____________________
STORE #______________
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Shipping Check List
1. Please ensure that all merchandise has UPC’s attached.
- EVERY item shipped to Sporting Life must have a UPC barcode on each individual unit.
2. Pre-ticketing – SPORTING LIFE TICKETS
- Ensure the product is ticketed in the correct locations.
- If you are missing tickets please contact [email protected]
3. Shipping and Packing Requirements - All PO’s are shipped within the specified shipped window
- Each PO is packed separately
- Each PO is shipped complete, unless prior written buyer authorization granted.
- All Kitting PO’s are packed together, on one po, and shipped complete
- All shipments have either an ASN transmitted (EDI) or Approved Packing Slips (Non-EDI)
included in the shipment.
- All shipments are correctly labelled, i.e. MH10 labels , Cross-Dock labels, etc.
- All cartons and pallets adhere to the specifications laid out.
- All promotional items, fixtures, and/or catalogues, have prior authorization from the buyer
before shipping, and are shipped on their own unique Supply PO#.
4. Scheduling an Appointment with NLS
- Contact NLS at [email protected] or 905-364-0033 ext. 2015 for an
appointment
- Provide NLS with PO#(s), vendor name, number of units, number of cartons, carrier, start
ship date and cancel date
- NLS will provide you with a date and time to arrive at their dock
5. Shipping Address Sporting Life Inc.
C/O NLS
150 Courtneypark Drive West
Doors 16C – 20C
Mississauga, Ontario, L5W 1Y6
All shipments to our DC must be traceable, and are to be arranged by the vendor. Sporting Life DOES
NOT currently arrange for pick-up of shipments. If you are shipping from overseas, please see contact
information for our European and Asia freight forwarder.
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Shipping Instructions
To avoid increasing waiting periods and traffic at our warehouse receiving doors, we have established a
system that is more suitable to our business requirements.
1. All shipments are F.O.B to National Logistics Services (NLS) Mississauga unless otherwise
specifically negotiated with the Buyer at the time of purchase order submission.
2. All shipments must be delivered by appointment. Late or unscheduled deliveries interfere with
the deliveries of other vendors who have made appointment and can lead to refusal of the
shipments.
3. Carriers must not split shipments and must deliver all cartons/pallets for the shipment at the
appointed date and time.
All shipments must be sent to our third party warehouse. Any shipments sent directly to stores will
be refused. National Logistics Services shipping address:
Sporting Life Inc. c/o NLS 150 Courtneypark Drive West – Doors 16C – 20C
Mississauga, Ontario L5W 1Y6
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Scheduling an Appointment Delivery Appointment Contact Guidelines – NLS
1. All deliveries to our 3PL warehouse (NLS) require an appointment. To obtain an appointment for a non-EDI shipment a valid PO, within shipping window and not passed cancellation date, is required:
o Non-EDI vendors send an email with all packing slips for the shipment, showing PO#, number of units, and number of cartons to [email protected].
2. To schedule an appointment, contact the NLS appointment desk at: o Phone: (905) 364-0033 Ext. 2015 or Email: [email protected] o NLS appointment desk is open from Monday to Friday from 7:00am to 3:00pm EST o All shipments must arrive at our DC 2 days prior to the cancellation date of the PO.
3. For EDI Vendors to receive an appointment at NLS, the following information will be required:
o NLS Client Name (Sporting Life) o Valid PO number within the shipping window (Start Ship date and Cancel date must be
provided) o Total units, total number of cartons, total number of pallets and name of carrier o Cross-Dock orders (i.e. Special Orders, Supply PO’s, CUR/DSR) DO NOT go through EDI.
Please follow the manual (Non-EDI) process for the orders. o All Po’s requiring “Special Handling” must be called out to NLS at time of appointment
booking – i.e. Kitting Po’s o Please note, the ASN must be sent prior to the goods arriving at NLS
4. For Non-EDI Vendors to receive an appointment at NLS, the following information will be
required: o NLS Client Name (Sporting Life) o PO number within the shipping window (Start Ship date and Cancel date must be
provided) o Total units, total number of cartons and total number of pallets and name of carrier o All Po’s requiring “Special Handling” must be called out to NLS at time of appointment
booking – i.e. Kitting Po’s
5. Appointment number will be provided at the time of booking. o Driver will be required to quote NLS appointment number at the door. o Always quote existing appointment numbers when rescheduling or adding PO(s) to a
previously booked appointment. o Please make sure the PO number and appointment number are indicted on the outside
of the carton(s) and packing slip attached.
6. For EDI Vendors the ASN must be transmitted prior to product being delivered to NLS. Any shipments arriving without an appointment number, valid PO or no transmitted ASN will be refused.
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Reverse Logistics
Returns to Vendor We believe in 100% customer satisfaction and in most cases, we give customers full replacement and/or credit prior to returning the product to you. We stand behind our vendor’s product 100% and ask for your full co-operation while doing so. Our goal is to uphold your reputation as well as our own and achieve optimal customer satisfaction.
Damaged Goods Allowance - (NO RETURN PROGRAM) To be negotiated with the buyer and reviewed annully
• To eliminate administrative, handling, and shipping costs for all parties involved in processing damaged product, Sporting Life is requesting a Damaged Goods Allowance from our vendors.
• Based on historical data this advance credit should provide the necessary coverage for normal worn and/or damaged claims, rather than returning the merchandise.
• The deduction (separately identified on your invoices) should be subtracted from each invoice as advance credit for defective worn and/or damaged product.
• Defective merchandise will be handled separately, outside the damaged goods allowance. Merchandise will be returned to you for specific “credit”.
Defective RTV
• All defective merchandise will be returned to the vendor using a Sporting Life defective stock return tag. A credit for the item should be issued by the vendor.
• All Return Authorization numbers (RA #) will be requested by e-mail.
• Under no circumstances should any merchandise (warranty, non-warranty, used, non-saleable, or RTV.) be repaired and shipped back to us. If non-warranty items need to be replaced, our Reverse Logistics department needs to be notified ([email protected]). Our DSR numbers must be quoted in all correspondence including packing slips.
• Substitutions ARE NOT acceptable under any circumstances.
• For replacement items please contact [email protected] for Sporting Life PO#
Returns Please contact the Reverse Logistics Dept. at [email protected] prior to applying any cost that may occur involving returns, or for details on our NO RETURN PROGRAM.
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Customer Returns
Customer returns are product owned by our customers to be returned to our vendor for “inspection”. These items are sent back with a Sporting Life CUR packing slip, and are to be dealt with promptly on a priority basis. All customer returns sent to our vendors for repair or replacement must have action taken on the item within 21 days of our shipping date. If we have not received the item in this time period, your account will automatically be debited for the cost of the item. We ask our valued vendors to advise us immediately on any action taken and/or charges, which may be incurred, in order that we inform our customers on the status of their merchandise and about applicable repair charges. We prefer to receive credit for all returns rather than replacements, except when customers are looking for repair or replacement.
• Please notify our Reverse Logistics Department within 24 hours of any credits being issued. Do not destroy/discard any merchandise until the Sporting Life CSR has been notified. Some customers do not want credit and prefer to have the item returned to them.
• Substitutions by style/ colour/ size/ UPC are not acceptable under any circumstances unless approved by our Reverse Logistics Department.
• Sporting Life customer return (CUR) reference numbers must be quoted on all correspondence.
• Do not mix special orders, customer returns, or warranty items in one carton. They must be shipped separately.
• Please quote the appropriate individual reference number (for instance CUR#, Warranty #), to receive a priority appointment time.
Any questions or issues with Customer Returns or Warranty Replacement can be directed to our Reverse Logistics Department. Email: [email protected]
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Vendor Compliance
Sporting Life expects vendors to comply with the guidelines established in this manual to allow efficient
processing of goods through the supply chain, and ultimately the highest level of service to our
customers.
The Compliance program is intended to recover incremental costs incurred by Sporting Life as result of
non-compliant shipments.
In the event a non-compliant shipment cannot be accepted, Sporting Life reserves the right to reject the
shipment with the vendor being responsible for all transportation and storage charges.
Rejected shipments must be picked up within 7 days of notification. Sporting Life reserves the right to
dispose of the goods if pickup arrangements are not made within 7 days.
Cost Recovery amounts will be deducted from the Vendor invoice.
Please see the cost recovery guidelines for non-compliant shipments to Sporting Life on Appendix D.
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APPENDICES
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Appendix A – Vendor Information Form
A sample of the Vendor Information form can be found below.
This form is to be used for setting up new Vendors and for updating any information for established
Vendors.
It is the Vendor’s responsibility to ensure their information is accurate. In the event of a change or
move please submit the updated form to your Sporting Life Buyer.
Please follow this link to access the Excel version of the form for your use:
http://www.sportinglifeblog.ca/vendor-partnership-manual/
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Appendix B – Non-Compliant Shipment Cost Recovery
**Costs will be deducted from the Vendor Invoice at time of payment.
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Appendix C – Vendor Manual Acknowledgement Form
This form must be completed, signed and returned to [email protected] to enable deliveries.
Please make the subject: Vendor Manual Acknowledgement Form - COMPANY(Your Company Name)
Link to Form: http://www.sportinglifeblog.ca/vendor-partnership-manual/
Vendor Manual Acknowledgement Form
I/We, the undersigned, acknowledge that I/we have received a copy of the Sporting Life Vendor Manual,
read and understood the contents, and distributed it throughout our company and to any third party
service providers as required.
Furthermore, I/we confirm that our company is in compliance with Sporting Life’s Vendor Code of
Conduct and agree to fully comply with the requirements of same.
I/we agree that our company will only supply Sporting Life with products that meet all Canadian laws
and regulations, and the requirements of this Vendor Manual. Furthermore, we agree to all the terms
and conditions of this manual.
Name:
Function:
Company Name:
Company Address:
Signature: Authorized signing officer, I have authority to bind the company
Date:
