DOMESTIC ROUTING GUIDE AND PACKING ... - Old Time Pottery

DOMESTIC ROUTING GUIDE
AND

PACKING INSTRUCTIONS

Distribution Center
488 River Rock Blvd
Murfreesboro, TN 37128
Phone: (615) 848 – 2025
Fax: (615) 848 - 2024
Hours: Monday – Friday
Closed for lunch- 11:00-12:00
Deliveries by appointment only
C.S.T 7:00AM - 3:00PM

Corporate Office/Billing Address
Old Time Pottery, LLC.
PO Box 1838

Murfreesboro, TN 37133-1838
Phone: (615) 890 – 2100
Fax: (615) 890 - 0526
Hours: Monday - Friday
C.S.T 7:30AM - 4:00PM

REVISED: JUNE 15, 2015

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WELCOME TO OUR ROUTING GUIDE!

Dear Supplier,

The following pages contain new standard routing and packaging instructions for do-
mestic suppliers shipping to our distribution center and/or Old Time Pottery, Inc. stores.
Based on increasing freight costs and current economic challenges, we feel we can
more efficiently manage these costs by implementing this guide.

We encourage you to share this guide by distributing it internally throughout your organ-
ization. Using this guide will ensure that you are receiving the most efficient processing
of your merchandise and invoices. This guide provides up-to-date routing instructions
for small package, LTL (less than truckload) and TL (truckload) shipments using our
core carriers which provide Old Time Pottery with reliable service at competitive rates.

The instructions in this guide supersede all previous routing instructions, written or oral.
Please pay special attention to our packing/shipping standards and our routing guide
“rules” within.

All transportation costs, detention charges, storage fees or other expenses incurred by
Old Time Pottery due to vendor’s non-compliance with terms and conditions of this rout-
ing guide may be charged to the vendor.

The routing and packaging instructions in this guide are an integral part of our vendor
agreement. These standards apply when shipping to our distribution center and our Old
Time Pottery, LLC. stores direct. Special requests related to routing that are not covered
in this guide must be approved by the buyer or traffic department. We are currently in-
vesting a large amount of capital in our Distribution Center operations to improve the
efficiency of receiving and shipping merchandise to our stores in a timelier manner. This
will lead to an increase in sales and faster re-orders from our buyers. As our company
continues to open new stores, we need your support to comply with our routing guide-
lines and packing instructions. We value the partnership with our suppliers and appreci-
ate your help in implementing these changes.
Thank you,

Bill Hauck
Vice President of Merchandising

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PART I: COLLECT PURCHASE ORDERS

A. ROUTING PROCEDURES:
Vendors receiving Collect Purchase Orders delivering to our distribution center may call,
fax or email the Old Time Pottery traffic department.
Phone number: 615-848-2025 ext. 5317 or ext. 5319
Fax number: 615-848-2024
Email: [email protected] Debbie Purington or [email protected] Melissa
Smith

This should not be done until (2) weeks prior to the product ready date or the ship date
shown on the Purchase Order and before the cancel date.

1. The following information must be provided:
a) Purchase Order number
b) Name of Vendor and or Shipper
c) Name of contact person and telephone number at the pick-up location
d) City, state and zip code of the pick up location
e) Total number of pallets, cartons, and total weight of the shipment by pur-
chase order number
f) If floor loaded cartons, provide the total cube and total weight of the ship-
ment. (NOTE-we use 53 foot trailers) 4200 total cube
g) Date the goods are actually ready to ship

2. If shipping two or more LTL shipments for purchase orders to the same location
with the same or overlapping ship/cancel dates, they should be combined and
shipped on a single bill of lading.

3. Back orders are not accepted unless purchase order is marked authorizing back
order or approved by the buyer.

4. In the event the merchandise is not shipped complete, the vendor should call in
the information to traffic (615) 848-2025 ext. 5317. One of the reasons listed be-
low should be used as to why the order was not shipped complete:
a. Manufacturer Back Order
b. Product not available
c. Product overflow (product would not fit on trailer)

5. All purchase orders called in for routing after the cancel date must be approved
by the buyer before it can be routed. A late purchase order is subject to cancella-
tion by the buyer.

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6. All vendors are required to load and count the merchandise on the carrier’s
trailers

7. The following is required information for the vendor’s bill-of-lading and
carriers’ freight bills:
a. Purchase Order number
b. Shipper’s name, street address, city, state and zip code
c. Accurate description of items, including product numbers, freight
classification (i.e. Class 70)
d. Total number of cartons and total weight
e. The following statement must be listed on all bill of ladings: “ALL
CARRIERS MUST CALL FOR APPOINTMENT 24 HOURS IN
ADVANCE”
f. Bill of lading date (ship date)
g. Freight terms: prepaid or collect
h. Carrier name, trailer number, and PRO number
i. Driver’s signature on the bill of lading
j. Copy of the packing list attached to the paperwork and a copy of
the packing list needs to be faxed to 615-848-2024 or emailed to:
[email protected] and or [email protected]. 48 hours in
advance.
k. If the purchase order is more than one truckload, the distribution
center requires a packing list per truckload. A master packing
list that includes all truckloads is not acceptable.

8. Do not use any LTL carriers without prior approval from Old Time Pottery’s
Traffic department.

9. Shipping point discrepancies between purchase orders and the actual pick-up lo-
cations will require approval from buyer and may delay shipment.

10. If the product to be shipped is not prepared and ready to load at the time
of the carrier’s scheduled pickup, any charges for delay billed to Old Time Pottery
by the carrier will be charged against the shipper/vendor.

11. Failure to follow the aforementioned procedures may result in Old Time
Pottery assessing a chargeback to the vendor for all freight charges and
Assessorial charges that are applied.

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B. LTL Shipments to our Distribution center:

1. 10 cartons or less and 200 lbs or less
a) Cartons shipments meeting UPS ground guidelines should be shipped via
UPS Ground third party bill under our house account number. To obtain,
please contact out traffic department at 615-848-2025, ext. 5317 or 5319.
b) Our purchase order number MUST BE LISTED in the reference field
number one (1).
c) A packing list must be attached to each carton. Each carton must have its’
own shipping label which must include the purchase order number and
any or all items or SKU numbers packed inside of each carton.

2. 1-3 pallets, except California shipments
a) Ship via ABF- 1-800-610-5544.
b) Our purchase order number MUST BE LISTED on the bill of lading.
c) Follow Bill of Lading Guidelines (page4, item7).

3. 4 to 6 pallets, except California shipments
a) Ship via KOCH LOGISTICS: contact Toll Free: 800-331-9412 or email:
[email protected]
b) Our purchase order number MUST BE LISTED on the bill of lading.
c) Follow Bill of Lading Guidelines (page 4, item7).

4. 7 or more pallets and including truckload shipments, all shipments from
California
Please contact Old Time Pottery Traffic Department- Debbie Purington 615-
848-2025 ext. 5317 or Melissa Smith ext. 5319

C. LTL Shipments direct to Old Time Pottery stores

1. 15 cartons or less and 300 lbs

a) Cartons shipments meeting UPS ground guidelines should be shipped via
UPS Ground third party bill under our house account number. To obtain,
please contact out traffic department at 615-848-2025, ext. 5317 or 5319.

b) Our purchase order number MUST BE LISTED in the reference field
number one (1).

c) A packing list must be attached to each carton. Each carton must have its’
own shipping label which must include the purchase order number and
any or all items or SKU numbers packed inside of each carton.

2. 1 to 6 pallets except California shipments
a) Ship via KOCH LOGISTICS: contact Toll Free: 800-331-9412 or email:
[email protected]

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b) Our purchase order number MUST BE LISTED on the bill of lading.
c) Follow Bill of Lading Guidelines (page4, item7).

3. 7 or more pallets and including truckload shipments
Please contact Old Time Pottery Traffic Department- Debbie Purington 615-848-
2025 ext. 5317 or Melissa Smith ext. 5319

4. All California shipments must be routed thru traffic. Please contact Old Time Pot-
tery Traffic Department- Debbie Purington 615-848-2025 ext. 5317 or Melissa
Smith ext. 5319

PART II. PREPAID LESS THAN TRUCKLOAD (LTL) AND
TRUCKLOAD (TL) DIRECT TO STORE

No COLLECT shipments accepted at the store level. Receiving hours at the store

level for LTL shipments ONLY is 11am to 3 pm. Refer to store listings addendum.

Vendors/shippers or carriers receiving a prepaid purchase order must call for a delivery
appointment to schedule the appointment with the store manager when the carton count
exceeds 100 cases.

All shipments must have a packing list per purchase order and or shipment. Packing list
must be emailed or fax to the distribution center 48 hours in advance.
[email protected] and or [email protected]. Fax number 615-848-2024.

If shipping direct to our Old Time Pottery stores, all freight, either LTL or full truckload,
MUST NOT BE DOUBLE STACKED.

If shipping to our distribution center you may double stack pallets in a manner that max-
imizes the trailer cube, but does not damage the product or master case.

The following is the information that must be provided if scheduling is required for a de-
livery appointment:

1. Purchase order number(s)
2. Number of cartons and or pallets
3. Carrier name
4. Trailer number
5. Contact person and telephone number or email address

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Should an accident, inclement weather, or road construction cause delays, the carrier
shall immediately notify Old Time Pottery traffic department; (615) 848-2025 ext.5317
and/or the store manager of your ship to location. The carrier must provide details of the
delay and approximate time of the delivery. Based on this information, the Old Time
Pottery DC receiving department or store manager of your ship to location shall make
the determination to reschedule the appointment or work the shipment into that day’s
schedule.

PART III: SHIPPING/ PACKAGING INSTRUCTIONS

Packaging specifications:
1. Each like item to be shipped shall be packed in the same size case, box or car-
ton.
2. The exterior packaging shall be of sufficient strength to withstand the stress and
pressure exerted by the weight of the contents of each package thus, preventing
damage to the contents of each package during shipment and subsequent deliv-
ery to Old Time Pottery DC or Stores.
3. Flaps shall be taped or glued to keep the cartons tightly closed. If straps are
used, they shall be tightly secured. Sharp edges are not to be exposed on metal
tabs securing these straps.
4. Old Time Pottery’s purchase order, vendor style number and or SKU number
shall be clearly placed, stamped or printed on each carton, box or case.

Palletized load specifications:
1. All pallets used shall be at the minimum, in good condition and measuring 48”
(long) x 40” (wide).
2. The pallet shall not have any missing, broken or split boards.
3. Each pallet shall present a clean appearance with no dirt, grease, or other for-
eign material on it.
4. Shipping direct to stores: pallets can only be single stacked
5. Shipping to the DC ONLY: Merchandise stacked on pallets shall be stacked in a
manner that maximizes the trailer cube, but does not damage the product or
crush the master case.
6. Shipping to the DC ONLY: pallets may be stacked on top of each other; however,
the vendor/ shipper shall be liable for any damage to the merchandise shipped to
Old Time Pottery in this configuration.
7. The vendor/shipper shall use the same tie to stack the same (item/sku) mer-
chandise on all pallets sent to the DC. Also, the merchandise shall be stacked on
a pallet in such a manner as not to overhang any edge of the pallet.
8. All pallets shall be shrink-wrapped, taped or strapped to prevent the
merchandise from shifting during transit.

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9. For DC shipments only: pallets can be placed pin-wheel (one lengthwise and one
side ways) in the trailer and proper blocking and bracing should be used to assure
merchandise is delivered without damage.

10. The vendor/ shipper shall ensure that the last pallet contain a packing list
that is facing the door of the trailer. Also, a copy of the packing list should be
attached to the paperwork and faxed to DC (615)848-2024 48 hours in advanced.

PART IV- SHIPPING AND RECEIVING REQUIREMENTS

To expedite the unloading time, the following guidelines shall be followed. Failure to fol-
low these guidelines will cause longer unloading time and may result in a charge back
to the vendor.

Old Time Pottery’s purchase order number and item/SKU number shall be shown on the
bill of lading and the packing list.

It is the vendor/shipper’s responsibility to review the purchase order prior to shipping, for
any changes that are necessary. This would include, but not limited to, changes in units
ordered, style, color, costs, freight terms, payment terms, items orders. Any changes or
corrections that need to be made to any purchase order are the vendor’s responsibility
to contact the Buyer prior to shipping for the Buyer’s approval of the change.

All merchandise shall be shipped in the packs and assortments (size and color) of the
style/sku/item number specified on the Old Time Pottery purchase order. Only one
style/sku/item number shall be shipped per box, carton or case. All cartons of one
style/sku/item in a shipment shall be packed in the same size box, carton or case unless
requested by the buyer or instructed by the buyer on the purchase order (displays and
sets).

All Old Time Pottery purchase orders shall be shipped on or after the ship date, but prior
to the cancel date. Vendors shipping collect shipments via Old Time Pottery’s carriers
will be considered shipped if the vendor has the goods ready and has notified Old Time
Pottery’s traffic department for a pickup.

The style/sku/item number stamped or printed on the outside of the box, carton or case
shall match the contents of the box, carton or case. All merchandise shipped with incor-
rect identification shall be processed at the discretion of Old Time Pottery.

We prefer one style/sku/item to be shipped per pallet. When this is not feasible, multiple
styles/skus/items are to be stacked accordingly.

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Placard (pallet tags, labels) for pallets with only one item/sku number are acceptable.
The cases must be shrink wrapped on the pallet. The placard (pallet tags, labels) must
have the purchase order number, number of cartons per pallet, and sku/ item number.

All inbound freight shipping to the Old Time Pottery distribution center MUST include a
detailed packing list of what is on the truck, not the entire purchase order. The packing
list must be placed in an envelope and affixed to the right rear pallet in plain sight; this
applies to all palletized truck loads and LTL shipments.

When a trailer is floor stacked by a vendor/shipper: the boxes, cartons, or cases shall
be presorted by purchase order number and sku/ item number found on the purchase
order. The side of the box, carton or case with style/sku/item number on it must face the
rear of the trailer door. The packing list or multiple packing list need to be placed in an
envelope and affixed to right rear wall of the trailer at the tail.

Vendor/shippers are required to make sure the merchandise is properly shrink wrapped
or taped and also blocked and braced prior to the carrier leaving the pick up facility.
Failure to comply will result in the dollar amount of damages being charged back to the
vendor or any additional cost incurred by Old Time Pottery.

All Bill of Ladings and Delivery Receipts must be written showing carton count. All com-
pany truck shipments and or collect common carrier shipments must be marked on the
bill of lading as shipper load and count (SLC). The seal number must also be recorded
and applied by the shipper. Truckload common carrier truck drivers are NOT required to
load or count cartons/ pallets. It is the shipper/ vendor’s responsibility to load and count
all freight.

Should you have any questions/ concerns regarding this routing/packing guide please
contact Debbie Purington (615) 848-2025 ext. 5317 or email: [email protected]

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