tjx Europe - Tjx Logistics - Login · Merchandise Payable, PO Box 2283 50 Clarendon Road, Watford,...

TJX EUROPE SHIPPING INSTRUCTIONS

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Version December 2012

Manual for Vendors Shipping from

USA, Canada & Latin-America to TJX Europe

TJX UK

50 Clarendon Road Watford – Herts

WD17 1 TX

TJX

Europe


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Welcome

Thank you for your interest in TJX Europe. This manual has been put together to allow TJX Europe to efficiently and accurately, process merchandise and to facilitate prompt payment to you. Please read these instructions carefully and follow the instructions. To all new vendors: It is a pleasure to welcome you as a new vendor. To ensure a quick overview of our shipping and invoicing procedures we have arranged this starter kit, which will accompany you gradually through all processes from vendor to TJX Europe. APL Logistics is the nominated logistics service provider for TJX Europe to assist in the management of products being exported from North America, Canada and Latin America (for Ocean and Air services) to TJX Europe.


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Index Welcome............................................................................................................2 New Vendor Setup...........................................................................................4 Tips and Booking Procedures............................................................................5 Purchase Order Description...............................................................................6 Regional Allocation Program..............................................................................7 How to Book Purchase Orders........................................................................9 Following Steps to Book Your Order.....................................................10 How search the TJX orders in APLL system.........................................12 Address to consign in Invoice and Packing list......................................14 Commercial Invoice............................................................................... 15 Packing list............................................................................................ 16 TJX Supplier info request form 1........................................................... 17 TJX Supplier info request form 2........................................................... 18 Cartons Labels..................................................................................................19 Important Rules in Packing and Preparation of Merchandise…………..21 FOB Terms & Important Delivery Information…....…….……..……………….…...22 EXW Terms & Important Delivery Information……..……………….……….……...23 EXW Terms - Factory Load (More than 20 CBM)…………………………………..24 Security Container Load Plan (SCLP)……………….………………….…………...26 APL Logistics Charges………………….………………….………………………..27 Getting Your Invoice Paid................................................................................... 28 Important Contacts..............................................................................................32


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New Vendor Setup:

All TJX Europe orders should be booked on the APLL system - E-Booking application (Booking Manager).

All vendors must register their details and receive a username before being able to submit a booking.

1 – Send an email to [email protected] with the following information:

Company name

Address, City and Zip code

Person in contact, phone, fax and email

Vendor EIN# (Company Tax ID)

Warehouse name

Person in contact, phone, fax and email

Warehouse Address, City and Zip code

P.O Number

2 – Once APLL receives your email, you will receive a User ID and Password within 24 business hours.

If you have not received your User ID and password within 24 business hours, please send an email to [email protected], or call at 305 468 3057.

For all general APL Logistics inquiries, please contact: [email protected]

If the start ship window of your PO has begun, use your User ID and the Password to book your order on the web:

mailto:[email protected]




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Tips and Booking Procedures

The PO prefix 50 & 55 should be booked and packed separately.

Po must be booked between the “Start ship date” and prior to the “Cancel date”(ideally 3 days before the cancel date).

Cargo should be at the Consolidator by the “Cancel Date.”

Cargo should not be received or scheduled for pick up without an authorized booking form. A booking will be authorized with a booking number after the commercial invoice, packing list, TJX supplier info request and other documents have been received.

Special Conditions

Please take note that the following departments may be affected by “Special Regulations” in European Customs. If your goods are under these departments, please contact with APLL at [email protected] for further requirements before booking: Department: >> 81 Food

>> 85 Kitchenware >> 87 Pet Food >> 42 Beauty



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Purchase Order Description

TJX Europe can split your orders into POs beginning with 50 and POs beginning with 55. Always handle 50-POs and 55-POs separately in regards to packing and invoicing.

Use your eight digit PO number in all correspondence.

Here, list the Buying Company in correspondence to the exiting country: Company Name: TJX Europe Buying Limited

Freight Terms: FOB Port: Delivery to our freight forwarder. EXW: Our freight forwarder will collect the goods in your warehouse

If agreed with the buyer: Pre-tickets are tickets you receive to attach to the goods before packing them.

Book your orders in between Start Ship and Cancel Date.


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Regional Allocation Program

T J X Europe As we have continued to grow our business across Europe, to support this growth, we have evolved our supply chain and logistics infrastructures. We have increased our European distribution space which allows us to be more efficient in how we handle our goods and allowing us to improve the flow of goods to our stores. Our new systems will now raise the purchase orders depending on which warehouse we plan to utilize to process your goods. You will see the following changes:

a) Ordering system

Our new systems will now create purchase orders based upon the warehouse your goods have been allocated to. The Purchase Order is now an 8 digit number e.g. 50 123456 or 55 123456. It is vital to ensure you always use this new 8 digit number to ensure collection of goods and payment on time. You should receive our order confirmation and invoicing / packaging instructions as soon as the order details are received from the buyer. If, for any reason, we cannot allocate a warehouse and a purchase order number for your goods straight away, our systems will immediately send you the Order Confirmation Summary document. This will then be followed, within 1-4 hours, by the actual Purchase order number, Invoicing and packaging details, see below.


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R A P

Regional Allocation Program

T J X Europe

DIVISION P.O PREFIX ORDER NUMBER Correct PO

TJX UK 50 123456 50123456

TJX UK 55 123456 55123456

Within 1-4

hours

You will

then

receive :

Order

confirmation

PO number,

50 123456

Invoicing and

packaging

instructions

PO number 50 123456

Invoicing and packaging

instructions

TJX Order

Confirmation

You should

immediately

receive:

If warehouse info is unavailable If warehouse info is available

Order

confirmation

PO number

55 123456

Invoicing and

packaging

instructions

PO number 55 123456

Invoicing and packaging

instructions


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How to Book your Purchase Orders:

o www.apllogistics.com

http://www.apllogistics.com/


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Click in Booking Manager:


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Enter your User ID and Password


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How to search TJX orders in the APLL system

DIVISION

P.O PREFIX

APLL PREFIX

ORDER NUMBER

INDICATOR

TJX UK

50

00

123456

-05

TJX UK

55

00

123456

-05

PO Format: P.O PREFIX + APLL PREFIX + ORDER NUMBER + APLL INDICATOR

50 00 123456 -05

55 00 123456 -05


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As soon as you submit the booking, the system will email you a transaction number, this

number should be sent along with your complete set of documents to: [email protected]

1. Commercial invoice

2. Packing list

3. TJX Supplier Info Request

4. SCLP – Security container load plan *Only if your cargo is EXW or FOB in Factory Load terms > more than 20 CBM(cubic meters)

5. Canada B-13 form ( for Canadian Vendors only )



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Address to consign in the Commercial Invoice and Packing List

DIVISIONS CONSIGNEE / SOLD TO Notify

PO prefix 50

Air &

Ocean

TJX UK

Merchandise Payable, PO Box 2283

50 Clarendon Road, Watford, Herts

United Kingdom

APL Logistics

6th

Floor, South Quay Plaza 3

189 Marsh Wall

London E14 9SH, UK

PO Prefix 55

Air &

Ocean

TJX UK

Merchandise Payable, PO Box 2283

50 Clarendon Road, Watford, Herts

United Kingdom

APL Logistics

6th

Floor, South Quay Plaza 3

189 Marsh Wall

London E14 9SH, UK

WD 17 1 TX

WD 17 1 TX


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1.) Commercial Invoice

Commercial Invoices must be computer, or typewritten in English, must be created per purchase order number and must include the following data:

Name and address of the vendor.

Invoice number and date.

TJX Europe order number. (PO #)

8 Digits TJX PO clearly marked on your invoice (example below) 50-123456 or 55-123456

Quantity of Cartons…………………….ex. 45 cartons

Description of the goods………………ex. Leather gloves

Quantity of units by Style……………...ex. 100 units

Cost per unit (as in order)……………..ex. $2.25

Total amount of units (as in order)…...ex. 200

All currency listed in commercial invoice must be listed in USD$

Handwriting is NOT allowed in the Invoice.

Please find in attachment our Invoice Template:

Invoice .pdf


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2.) Packing List

For each purchase order, a packing list needs to be created. In addition, the packing list must include the following information:

Invoice number

PO

Dept. No

Item No

Description of the goods

Content, sizes, colors per carton

Total quantities of units in cartons (Per PO)

Total of cartons

Gross and Net weight in KG

Total volume in M3 (CBM)

Breakdown of Sizes

Handwriting is NOT allowed in the Packing List

DO NOT use “Ship to” in your packing list

Please find in attachment our Packing List Template:

Packing List.pdf

IMPORTANT

A copy of the packing list must be securely attached on the carton at the moment of delivery.


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3.) TJX Europe Supplier Info Request Form (1)

The vendor letterhead on the Supplier Info Request Form is requested by the UK and German Customs brokers.

This form is only for vendors that are providing children’s clothing (0-24 months)

This form is for UK/German Customs purposes and must be filled by all TJX Europe vendors completely.

Supplier/vendor name

Contact name

Phone

Fax and email

PO number

Invoice number

Shipping terms ( FOB / EXW)

Note 1**

Note 2**

The form has two sections “For all goods and Additional Information for Apparel only”. For All Goods:

Full and Accurate description of the goods per style.

What are goods made of?

Country of Origin by style. Additional information for Apparel only:

Are the goods Knitted or Woven.

Is it a set > see Note 2

Are the goods for Male or Female.

Are the goods for infants, children or adults. (If Infant, please see Note 1) Please find in attachment the Form:

Supplier Info Request form (1).xls


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1. TJX Europe Supplier Info Request Form (2)

The vendor letterhead on the Supplier Info Request Form is requested by the UK and German Customs brokers.

This form is for vendors providing all other goods

This form is for UK Customs purposes and must be filled by all TJX Europe vendors completely.

Supplier/vendor name

Contact name

Phone

Fax and email

PO number

Invoice number

Shipping terms ( FOB / EXW) The form has two sections “For all goods and Additional Information for Apparel only”.

For All Goods:

Full and Accurate description of the goods per style

What are goods made of

Country of Origin by style Additional information for Apparel only:

Are the goods Knitted or Woven.

Are the goods for Male or Female Please find the form in attachment:

Supply Info Request Form (2).xls


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Cartons Labels

All cartons must carry a label and be clearly marked on the front and side.

All labels must have the following information:

Shipper / Vendor Company name and address.

Consigned to / Sold to: “TJX UK”

Purchase Order Number ( 8 digits )

Vendor Style Number

Dept No

Number of Cartons

Quantity of units in Carton

Pre-Ticketed: Yes or No

Store Ready: Yes or No


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Very Important

Each Po should be packed, labeled and invoiced separately.

Label Sample

The label needs to be attached on two sides of the cartons to be visible from outside.


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Important Rules in Packing and Preparation of Merchandise

No more than one purchase order should be packed into any one individual carton.

All cartons must be sealed with tape.

Cartons must be of sufficient quality to export to the UK/Germany.

If the merchandise is breakable or fragile, the carton should be clearly marked to this effect

and the contents protected with polystyrene chips.

Cargo on Pallets to be loaded into the container are not accepted. Pallets are only

acceptable with fragile goods or FOB.

Cargo GOH is not accepted.

Any merchandise that needs to be shipped in a certain way should always have orientation

labels/marking, i.e. “This Side Up” marking on the carton as well.

All merchandise must have a clear country of origin label attached to the merchandise

showing the actual country of manufacture.

Individual cartons should not exceed 25 Kgs in weight.

Goods should be packed by style (and size if applicable).

If cargo on carton / box is over 25 kilos ( 55.11lbs) must be labeled as “over 25 kilos”

Side of boxes 50” x 50” x 40” or similar (multiple box sizes are available).

It is imperative that the cartons are marked as above to enable goods to be correctly

processed. If cartons arrive without these markings, they would be rejected by the

warehouse.

Partial shipments cannot be accepted.


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Freight On Board (FOB)

Terms & Important Delivery Information

FOB: The vendor is responsible for the delivery of the goods to the forwarder locations. Delivery or pickup of the cargo depends on the delivery terms agreed with the buyer.

1) Less than 25 cartons can be delivered loose

2) Shipments more that 25 cartons/boxes and terms are FOB, the shipment can be sent to the APLL warehouse on pallets but only using light clear plastic wrap. DO NOT wrap tight and DO NOT use black plastic wrap.

Vendor Warehouse Vendor Delivers APLL Warehouse


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EX Works (EXW)

Terms & Important Delivery Information

EXW: The forwarder is responsible for picking up the cargo in the vendor warehouse. Delivery or pickup of the cargo depends on the delivery terms agreed with the buyer.

1) Less than 25 cartons can be loaded in the truck as loose.

2) Shipments more that 25 cartons/boxes can be loaded in the truck with pallets, only using light clear plastic wrap. DO NOT wrap tight and DO NOT use black plastic wrap. 3) If more than 20 CBM, refer to EXW Factory Load on the next page.

Vendor Warehouse APL Picks Up from Vendor APLL Warehouse


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EXW Terms - Factory Load (More than 25 CBM)

Load Containers FCL (Full Container Load) and Sealed by the vendor

Loose cartons need to be secure with banding in a safe, upright manner to avoid moving while in transit.

Cartons are to be loaded by Size or Style, by Purchase Order Number.

**** Depending upon the CBM by PO Number.

Copy of Security Container Load Plan (SCLP) must be attached to the inside door of the container.

Cargo on pallets is not accepted.

Please find in attachment the SCLP form:

IMPORTANT

** ISO 17712 seal should be used for all containers.

** Communicate any critical changes in a shipment to an APL Logistics Agent immediately (such as CBM changes, wrong PO, number of boxes, etc.)


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EXW Terms - Factory Load (cont.)

Loading Container – Flow load Container Loaded - flow load

Once the container is loaded, ensure the cargo and close the door. Close and seal the door.


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EXW Terms - Factory Load (cont.)

Security Container Load Plan (SCLP)

Only OCEAN orders

::VERY IMPORTANT::

1) All vendors that have orders in EXW terms with more than 25 CBM, must fill the SCLP form must put one copy into the container and other copy must sent to APL Logistics.

2) The information filled in the form must match the quantities of Boxes/Cartons, Units, Weight and CBM that were loaded into the container.

3) Factory load cargo, (EXW) SCLP must be completed and sent to APLL via email. Please note that the email should be sent the same day that the container is loaded and sealed.

4) The SCLP form is the responsibility of the vendor, and must be filled out by the warehouse with accurate information.


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APL Logistics Charges

Charges to be paid by US Vendors for FOB shipments

Ocean Shipments

APLL Ocean Handling fee: (*) US $ 75.00 per booking or B/L

Shipper Export Declaration form ( SED / AES) : US $ 20.00 per transmission. Up to 3 Schedule ‘B” Numbers.

(*) Includes FCR, B/L and THC

FCR : Freight Cargo Receipt B/L : Bill of Lading THC : Terminal Handling Charge

Air Shipments

APL Air Handling fee: US $ 35.00 per Booking or Airway Bill (AWB).

Shipper Declaration Form * (SED / AES) : US $ 20.00 per transmission.

Up to 3 Schedule B Numbers.

* SED / AES : Shipper Export Declaration


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Getting Your Invoice Paid

Merchandise Payable PO Box 2283

50Clarendon Road Watford, Herts.

WD18 1JL United Kingdom

Tel + 44 1923 473 984 Fax + 44 1923 281 466

Email: [email protected]

Please ensure that you read this document before raising invoices



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TJX Europe Standard Company details

Since each purchase order raised may have different payment terms, which have been agreed between our buyer and your sales rep., and price may vary. We are unable to sign any standard terms and conditions, as it may be contradictory to our purchase order. Our Bank for all TJX Companies: Deutsche Bank AG London Account No: 19410002 Sort Code: 40-50-81 A/C Name: TJX UK Company registration No: 03094828 If you wish to check our credit status you could contact Experian or Dunn & Bradstreet or any other company that provides companies financials reports. For additional comfort or credit insurance purposes you may wish to look at our parent company TJX companies Inc. USA. SEC No: 1-4908. IRS Employer ID No: 04-2207613. Merchandise Payable help desk: Contact details: Invoices Enquiries Tel: + 44 1923 473 984 Fax: + 44 1923 281 466 Email: [email protected]



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Invoices must be Posted to: Merchandise Payable PO Box 2283 50Clarendon Road Watford, Herts. WD18 1JL United Kingdom Alternative you can fax or email your invoices to us: Fax: + 44 1923 281 466 Email: [email protected] Freight Cargo Receipt:

The F.C.R gives official confirmation of the receipt date of the goods by our forwarder. This information will be forwarded to us by our Freight Forwarder. Payment terms are then added to this date to calculate the payment due date.

APLL must review and confirm receipt for all the necessary documents – including commercial invoice, packing list, SWPM if applicable, SCLP & the Mate’s receipt for CY Loads. For CFS loads, confirm receipt of cargo and ensure the cartons marking are within the APLL guidelines. Vendor must pay all the origin charges due, including dead freight charges if applicable. Cargo must be cleared with Export customs. In all of above guidelines are met, APLL can release the original FCRs to the vendor / agent within 24 hours of cargo & documents receipt. In the event that vessel information (including but not limited to: ( sail date, vessel name ) changes after APLL release the FCR, TJX agrees that APLL is not liable for the vessel info on the FCR nor any implications resulting from any changes.



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Payment terms Once goods have been collected by our freight Forwarder the goods received date or FCR date will be recorded and payment will be released in accordance with the terms negotiated by the buyer (e.g 90 days from date of Goods received or FCR). We do however to be in receipt of the related invoice.

Payment method We would prefer to pay all our vendors directly into their bank accounts, so please provide us with your full bank details. Payment will be made in the currency stated on our purchase order. Payment can be made as follows: Orders in US $ > By US$ Cheque or electronic transfer.


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Important Contacts

For all general APL Logistics inquiries, please contact: [email protected]

For TJX Europe booking questions, training, documentation, regulations, general issues, customs, booking approval, etc, please contact:

Raffo Cano- Supply Chain Specialist (212) 536-5320 [email protected]



areliga

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tjx Europe - Tjx Logistics - Login · Merchandise Payable, PO Box 2283 50 Clarendon Road, Watford,...

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