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DEBENHAMS - PACKING REQUIREMENTS

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PACKING REQUIREMENTS

Copyright This document is the property of Debenhams PLC and is confidential; only to be used by Debenhams Approved Suppliers

DEBENHAMS - PACKING REQUIREMENTS

Table of Contents

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1.0 Packing Requirements

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1.1 Barcodes Tags

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1.2 Carton Size and Quality

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1.3 Carton End Labels (CEL)

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1.4 Garment on Hangers Deliveries

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1.5 Pallets

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1.6 Divisional Shrouding and Packaging Requirements

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DEBENHAMS - PACKING REQUIREMENTS

Packing Requirements

1.0 Packing Requirements

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All suppliers are expected to comply with the Debenhams Packing Requirements as failure to do so will result in delays, inaccuracy and inefficiency, which will adversely impact on both the supplier's and Debenhams business.

Suppliers are reminded that they are responsible for ensuring that any third party contracted for storage or processing, comply with Debenhams Packing Requirements.

COMPENSATION for DELIVERY VIOLATIONS

Currently there are two delivery compliance issues for which compensation is payable:

- If the outer carton does not have a correct, visible and scannable bar code - If the product does not have a correct, scannable bar code which is visible on arrival at the Distribution Centre

From 1 st March 2005, the compensation, in the form of a violation charge for the above, will increase to £5000 per delivery to cover the additional operating costs of moving incorrectly delivered product through the Debenhams supply chain.

The new compensation for delivery violations for £5000 will not automatically be deducted but will apply once the supplier has been contacted and informed of their continual issues and still does not comply on future deliveries.

REMEDIAL PROCESSING

If a delivery fails to meet our standards in any other area or additional unplanned work is needed for the stock to move through the supply chain e.g., mixed stock in cartons, inaccurate deliveries, product with incorrect or missing barcodes, then separate compensation will be charged to cover our costs in correcting the delivery. Further compensation in respect of the delivery violation of £5000 will also be applied. This will not automatically be deducted but will apply once the supplier has been contacted and informed of their continual issues and still does not comply on future deliveries.

The purpose of these charges is to eliminate costs from our supply chain in dealing with delivery failures. Suppliers must ensure our Delivery Standards are met so that violation charges need not be applied.

1.1 Barcodes Tags

The correct tagging of product is critical. The supplier is responsible for ensuring that product and transit outer cartons are accurately bar coded.

Barcodes must always be easy to see, legible and scan properly

Suppliers must check that they have received the correct tags for the order and that the quantities for each SKU are sufficient to cover the products and transit outer cartons.

Suppliers must check that the price on the Barcode matches the price on the order as the supplier is responsible for the accuracy of the price on the product

Product must be priced as agreed by the buying department before despatch.

Getting the Bar Codes

Unless the supplier is told otherwise, the buying department will order the Barcode tags when they raise the order.

If the delivery address for tags is different to the Head Office address, suppliers must inform the B&M team of this. They will amend the delivery address on the system so that tags are delivered to the correct location.

DEBENHAMS - PACKING REQUIREMENTS

General Attachment Guidelines

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Never use staples, pins or adhesive tape on Barcode tags.

A duplicate of the tag on the product is required on all protective packaging e.g. cardboard sleeves, shoe boxes etc. and on all allocation packs.

A duplicate of the tag on the product is required on the carton end label

Tags must be positioned on the outside of the product so that it is visible at all stages of the Supply Chain . Pay special attention to the position on items such as handbags, towel bales, flat pack scarves, throws etc.

The tag attachment must not damage the merchandise.

Attachment Guidelines for product with a swing ticket/card barcode

Normally the Barcode is stuck on the back of the swing ticket within the marked area for clothing and soft Home products. The swing ticket must be turned to show the reverse side when goods are despatched so that the Barcode is visible.

Alternatively, if there is no swing ticket, a card Barcode tag will be supplied that should be kimballed onto the product with a clear barb as instructed by buying and merchandising.

Attachment Guidelines for adhesive barcodes for product without a swing ticket

The adhesive Barcode should be stuck directly onto the product and be easily visible to customers and staff while the product is on display.

The Barcode should be on the outside of any packaging.

If there is a supplier EAN code already on the packaging, the Debenhams Barcode should be stuck adjacent to this. Do not stick the Debenhams Barcode over the supplier EAN as in some instances the ‘bars' show through and distort the reading.

Unless completely unavoidable, Barcodes must not be stuck on the base of the product. If the supplier EAN code is on the base of the product, the Debenhams Barcode must be stuck elsewhere so that it is visible when the product is on display

Where display packaging has a lid, the Barcode must be positioned so that it is visible whether the lid is closed or open.

Adhesive Barcodes are available in reels or sheets. Suppliers should specify which they require when ordering

Suppliers may be asked to print the Debenhams barcodes directly onto the display packaging. If so samples, prior to bulk production, should be sent to Debenhams b2b team for approval

Supplier Own Barcodes (EAN13 or UPC12 Codes)

If the supplier has EAN13 or UPC12 codes, they must supply a list of these with the corresponding Debenhams product number to the buying department when the order is placed

If the codes change at any time, the supplier is responsible for updating the buying team

The supplier is responsible for producing EAN13/UPC12 codes which are:

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visible

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scannable

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legible

o

accurate

Where supplier EAN13/UPC12 codes are used and the supplier is pricing the goods, they must agree with the buying department who will produce, apply and pay for the price tags prior to despatch

Non-Standard Deliveries

This does not apply to Supplier Store Pick deliveries, which must all be barcoded prior to delivery

In exceptional instances the supplier may be asked by the buying department to ship all or part of an order without barcode tags.

DEBENHAMS - PACKING REQUIREMENTS

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Suppliers should agree in writing and prior to shipment, who will pay for the goods to be tagged on arrival at the DC.

Goods without barcode tags must still be packed in cartons or put in sets ‘solid order, style, line, colour, fit and size' and the carton / sets must be marked ‘No Barcode Tags'. They should be separated out at the end of the loading sequence.

Goods without barcode tags must be clearly identified on the packing list.

1.2 Carton Size and Quality

For internal carton packaging refer to shrouding guidelines

It is the supplier's responsibility to supply product in outer cartons that are fit for purpose. They must offer adequate protection to withstand normal transit, handling and distribution.

Debenhams determines how best to ship products, this is confirmed to supplier in the Pre Order Details form sent. Below are the approved options for shipment, with the codes and what they mean. The first ‘hanging’ or ‘flat’ denotes the way the product is delivered to our DCs, and then the second word describes what happens to the stock before it is sent to stores.

what happens to the stock before it is sent to stores. Cardboard quality  All cartons

Cardboard quality

All cartons of corrugated board must have a minimum grade of 200 Kraft and 200 Test in C Flute. Kraft must be virgin quality.

Where appropriate and approved by DC, single wall cartons can be used.

Carton Sealing

The following two methods of closure are acceptable either singly or in combination:

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Tape - using adhesive tape of not less than 7cm wide.

o

Cold or hot gluing for non-clothing products only.

Tamper evident/ branded security rape is recommended for ALL shipments, but are mandatory for:

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ALL high value product

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ALL jewellery, watches

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Branded cosmetics

Not allowed

Any cartons with staples and/or strapping.

Voids, fillers or empty product boxes, which must never be used as fillers within an outer carton.

DEBENHAMS - PACKING REQUIREMENTS

Cartons Size and Weight

CLOTHING WITH HANGERS:

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Where product is delivered flat and is to be converted to hanging, suppliers may select a carton with appropriate dimensions to allow the product to travel without creasing.

The BG1 is the preferred carton size:

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full height - 560mm long (L) x 325mm wide(W) x 428mm high (H) or

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half height - 560mm (L) x 325mm (W) x 214 mm (H)

The maximum acceptable carton size, without DC approval, is 600mm (L) x 500mm (W) x 428mm (D).

Any request for cartons larger than this MUST be approved by the receiving DC before a booking is made.

Cartons must always be well utilised so a smaller carton must be used if the quantity or shape of the product ordered does not fill the standard carton or a sweeper carton used.

15kgs is the standard weight carton heavier cartons cannot be accepted.

CLOTHING WITHOUT HANGERS/ SMALL ACCESSORIES:

The BG1 is the preferred carton size:

o

full height - 560mm long (L) x 325mm wide(W) x 428mm high (H) or

o

half height - 560mm (L) x 325mm (W) x 214 mm (H)

The maximum acceptable carton size, without DC approval, is 650mm (L) x 450mm (W) x 428mm (D).

Any request for cartons larger than this MUST be approved by the receiving DC before a booking is made.

Cartons must always be well utilised so a smaller carton must be used if the quantity or shape of the product ordered does not fill the standard carton or a sweeper carton used.

15kgs is the standard weight carton heavier cartons cannot be accepted.

HOME PRODUCTS:

Products must be delivered in an outer carton that best fits the product inside the carton.

Cartons must always be full.

For smaller items the standard BG1 is preferred.

SSP suppliers can deliver on approved china trays.

15kgs is the standard weight carton.

Peterborough & Sherburn can accept cartons for larger Home products over 15kgs BUT in this case, the carton must

be marked with the actual weight and state: “Heavy Load – 2 Man Lift” (see below example).

weight and state: “Heavy Load – 2 Man Lift” (see below example). Packing Requirements – September

DEBENHAMS - PACKING REQUIREMENTS

1.3 Carton End Labels (CEL)

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There is one format of carton end label for transit outer cartons and allocation packs. No other labels should be used with the exception of the following:

Supplier Store Pick (SSP) and Scan Direct suppliers who must refer to the SUPPLIER STORE PICK (SSP) and SCAN DIRECT sections respectively for detailed information on EAN128 carton labels.

Direct to Store suppliers who must refer to the DIRECT TO STORE DELIVERY section.

Suppliers who have been moved to the b2b label format.

Bar codes

There MUST be a Bar code placed in the bottom right hand corner of the carton end label that is correct for the stock, is legible and scans properly.

This applies to both transit outer cartons and to allocation packs.

Correct Carton Label (include bar code)

to allocation packs. Correct Carton Label (include bar code) Wrong Carton Label (missing bar code) FAILURE

Wrong Carton Label (missing bar code)

(include bar code) Wrong Carton Label (missing bar code) FAILURE TO DO THIS WILL RESULT IN

FAILURE TO DO THIS WILL RESULT IN DELIVERY VIOLATION CHARGES

Format and positioning

Labels for all Distribution Centres must be white with black writing.

One CEL is required for each transit carton, which should be scaled to fit the short end of the carton.

Import shipping marks are not required on the cartons. Do not use unless required to by customs. If so, put the shipping mark on main side of carton (not short end)

Suppliers can use one of four options to produce the CEL

1. Print directly onto the carton / apply sticky product barcode

2. Create their own CEL / apply sticky product barcode

3. Create their own CEL incorporating product barcode

4. Use sample format CEL and secure on box either with glue or tape, ensuring that you apply sticky product barcode.

Allocation Packs

Also referred to as Store Transfer Packs or Inners.

An Allocation Pack is one or more selling units packed together to form the minimum allocation quantity for a store.

Suppliers must always confirm the Allocation Pack quantity for their products with their buying and merchandising dept.

A carton or a plastic bag can be used for Allocation packs

DEBENHAMS - PACKING REQUIREMENTS

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Allocation packs must have a CEL on the outside. In this instance, the ‘quantity in Allocation Pack’ and ‘total units in carton’ should always be the same - with the exception of Jewellery product which requires a barcode and stick stating the allocation pack quantity eg 'quantity in allocation pack 3'

Allocation pack labels must have a visible, scannable barcode on them.

Sweeper Cartons

When small balances of a size do not fill a carton on their own, suppliers may create a ‘sweeper’ carton. This can contain several sizes but must be from one style number, in one colour, from one order. The sweeper carton should have a Carton End Label (CEL) (Leave the size box empty)

In place of the Bar Code, write ‘Sweeper Carton' (see below photo).

Each size inside the sweeper carton must be separated in an individual box or sealed bag.

The individual box / bag must only contain one size of the style number.

Each inner box or sealed bag must have a completed CEL with a scannable barcode attached unless the Bar Code is clearly visible in which case a sticker giving the number of units of the SKU may be used instead of a CEL.

the number of units of the SKU may be used instead of a CEL. 1.4 Garment

1.4 Garment on Hangers Deliveries

All hanging delivery requirements are covered within the Divisional Shrouding and Packaging requirements section of this manual. Below are guidelines to further help.

All garments must be packaged in bundles of 5 (only garments on the exception list or pre approved garments can be loaded in different bundles please see the Divisional Shrouding and Packaging requirements).

All bundles must be tied at the base of the hangers using plastic cable ties. Do not use elastic or strings.

All plastic must be BHT free polythene and be recyclable.

The maximum thickness for single plastic garment shrouds is 80-guage polythene.

The maximum thickness for overbags (where 2 or more garments are packed together) is 120-guage polythene.

Do not place any outer stickers on the polythene bags.

Bottom of all polythene bags must be secured by heat sealing, tied or taped with recyclable high-tack tape.

All garment kimball tags must be facing forward so that it is visible under the polythene bags for the DCs to scan in the UK.

Please ensure that you load all SKUs per PO/Style together.

1.5 Pallets

Suppliers are responsible for ensuring that any pallets used are fit for purpose and will not collapse in transit.

Usage

DEBENHAMS - PACKING REQUIREMENTS

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Pallets are non-returnable.

Pallets may be used to deliver to Peterborough and Sherburn.

Lodge Farm cannot accept pallets.

Size & Weight

Pallets must be wooden, 1200mm x 1000mm pallets, with a 4-way entry base to allow for manual handling equipment. There must be a surround support at the top and bottom.

The overall height of a single pallet and goods must not exceed:

- 1500mm for bulk deliveries

- 1600mm for SSP deliveries (unless otherwise agreed by DC management prior to delivery)

Pallets of up to 1300mm in height may be delivered double stacked ( Check with DC management and carrier to confirm suitability)

Cartons must be evenly stacked on pallets to form flat top surface.

No filled pallet should weigh over 800kg.

Euro pallets (800mm x 1200mm) can only be accepted by exception if a supplier cannot get any others. The DC must be informed and agree their use prior to delivery.

Pallet boxes should be used where appropriate.

Loading - excluding SSP suppliers. (SSP suppliers should refer to the SUPPLIER STORE PICK (SSP) section)

Stock must never overhang the edge of the pallet

All pallets (including pallet boxes) must be enclosed with clear shrink-wrap to create a secure, sealed outer.

Ideally a pallet should contain only one SKU.

If a pallet contains more than one SKU, each SKU must be kept together, and separated horizontally from the others by a layer of cardboard/heavy paper.

Where there are multiple pallets for the same SKU, these must be loaded adjacent to each other.

Any pallets that contain exposed display packaged product must have corner protectors.

Labelling - excluding SSP suppliers. (SSP suppliers should refer to the SUPPLIER STORE PICK (SSP) section)

Products in retail display packaging must have a Bar Code that is visible when loaded on the pallet

Carton End Labels must not be stuck directly on to retail display packaging

Products in retail display packaging with a visible Bar Code can have a single Carton End Label on the outside of the pallet.

If there is more than one SKU of a product on the pallet there must be a Carton End Label for each SKU, positioned at the same level as the SKU

Where transit cartons already have a visible Carton End Label, no further pallet labelling is needed.

1.6 Divisional Shrouding and Packaging Requirements

It is the supplier’s responsibility to ensure that shrouding details are confirmed with B&M in advance of shipment booking. Failure to comply with Debenhams shrouding requirements will result in deliveries being sent to a processor for de-shrouding which will incur a charge to supplier for the work or being refused at the DC and a violation charge up to a maximum of £5000 being imposed.

The guidelines are now separated by division - please check our requirements by clicking on the relevant link below. Packing Requirements September 2012

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DEBENHAMS - PACKING REQUIREMENTS

Menswear

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