MASSEY'S SHIPPING, RECEIVING, and PURCHASE ORDER POLICIES

Message to Vendor Partners
Purchase Order Requirements
Ticketing
Packaging
Packing List
Labeling
Return To Vendor (RTV)
Non-Merchandise Shipments:
Samples, Displays, Promotional Materials, Etc.
Routing/Transportation
Invoices
Massey's Guide General Inquiry & Exception Request Procedure
Massey's Guide Violation Inquiry Policy
Massey's Guide Violation Chargeback Schedule

Message to Our Vendor Partners [TOP]

Massey's has created a guide in order to provide our vendors an up-to-date, comprehensive reference to our shipping/receiving/purchasing strategies. We have posted this document on the Internet in order to provide a convenient method for communicating our requirements.

This revised guide is effective 1/1/10 and supersedes all previously issued or posted instructions.

Thanks for helping us be as efficient as possible in serving our staff and customers.

PURCHASE ORDERS [TOP]

  1. Make sure your Purchase Order is valid.

    It is important to make sure that the PO is valid prior to shipping merchandise. Telephone orders, verbal commitments, handwritten orders, or worksheets are not valid purchase orders and will not be honored.

  2. All Purchase Orders must arrive at the Massey's WH within the Delivery Windows

    Massey's specifies a delivery window as the period between the ‘Ship’ date and the ‘Cancel’ date. This is clearly noted on the PO. The ‘Ship’ date on the PO is the first day that we will accept your shipment at our warehouse. Shipments arriving at our warehouse before or after the delivery window will VERY LIKELY be refused. We will not pay any freight or restocking charges on purchase orders refused for shipping too early or past cancel. If we have communicated shipping date revisions to a vendor's customer service department or rep, the rule will apply.

  3. All Purchase Orders must be shipped complete:

    Ship all PO's complete. If you cannot ship a PO complete, it is encumbent upon the rep or the CSR to notify our buyers as soon as possible.

    In the event items are backordered, Massey's WILL NOT pay an additional freight charge. DO NOT ship these as Bill To or with invoices for freight. We will not pay any freight charges beyond the initial freight BILLED on your invoice. ONE freight charge per PO.

  4. All Purchase Orders must be shipped AS WRITTEN:

    Substitutions, quantity changes, or ship date changes must be obtained from the Buyer in writing in the form of an updated valid purchase order/marked up acknowledgement/revised EOF. A verbal approval or confirmation is not sufficient. Please see the section above titled ‘Make sure your Purchase Order is valid’ for further information. Item received that cannot be matched to PO's will be held for vendor call tag and are subject to processing charges.

  5. PO numbering Mechanism:

    Our PO's follow two very specific formats.

    PRESEASONS look like:
    [OUR VENDOR CODE]-[STORE CITY ABBREVIATION]-[SEASON]-[BUYERS INITIALS]-[DELIVERY NUMBER]
    For example; a Patagonia PO for delivery to New Orleans consisting of Men's clothing, would look like:
    PAT-NO-S09-DS-01.

    FILL INS look like:
    56789 - a sequentially numbered PO for ASAP delivery.

    If you have a PO that looks like Camelbak#2 or Rep Name 3, it is not valid. We will reject it at the door.

The PO number must be Included on EVERY document, shipping carton and/or correspondence relating to the PO.

We will occassionally place special orders for customers. These will usually consist of a single item and immediate ship date. Special Orders for our customers are exempt from these requirements and will consist of the customer's name.

Ticketing [TOP]

In our continuing effort to move merchandise through our warehouse to the sales floor as quickly and efficiently as possible, we STRONGLY request the use of barcodes on all merchandise. Substantial deferrence will be paid to manufacturers who use barcodes vs. suppliers that don't.

To process UPC codes efficiently, and get your products out to our sales floor quickly, we need delivery of either a MASTER LIST of UPC codes EACH SEASON or a filtered list of UPC codes for the items we have on order. Please include all data in that file (SKU, Description, UPC, Size, Color Code, Color Description, Wholesale, Retail)

PLEASE EMAIL UPC CODES TO BUYERS@MASSEYS.NET on either an Excel Spreadsheet, comma or tab delimited file, or text document. PDF IS NOT an acceptable format for data entry.

Packaging [TOP]

Massey's goal is to take advantage of all available technology to enhance our efficiencies and improve upon our supply chain. We currently can process both cross-dock (store destined pre-pack) and bulk orders.

Cross Dock means a shipment that is 100% ready to be re-routed to one of our stores. The PO is on the box, the packing is 100% accurate, and documents are attached to the OUTSIDE of the box. This is our preferred method for initial deliveries in each season. Cross Dock shipments CANNOT be shrink wrapped or palleted with other Cross Dock orders.

Our secondary PO's will usually come inthe form of Bulk Order PO's that we will process and separate in our warehouse. These will usually be a single shipment which is destined for our warehouse.

The third type of PO we might submit is DROP SHIP. These are usually fulfillment of internet originated orders. These PO's will be destined for the final customer and need to include agreed upon paperwork in the box. We will also need to work with your warehouse to determine the ideal method for transfer of tracking data.

Lastly, each of our stores has the authority to place special orders on behalf of their customers. These will usually be single item orders that use the customer's last name as the PO. There will be no paperwork or email associated with these orders.

Both Cross Dock and Bulk Orders have the same packaging requirements:

SAFETY NOTE: Do not use safety pins, straight pins, or pins of any type.

Packing List [TOP]

Requirements:

The Packing List must include the following information:

  1. Our PO number
  2. Line for every item or grid for each style containing style #, description, size, color and quantity shipped.
  3. Total # of units contained in the shipment associated with that PO.
  4. Total # of boxes for the PO.

Carton Labeling [TOP]

A Shipping Label and a Carton Contents Label must be attached to every carton. One label including all information is acceptable.

Shipping Label Requirements:

Returns [TOP]

Massey's processes 2 types of merchandise returns:

  1. Non-Ordered (Overage & Substitution)
  2. Damaged/Defective

Non-Ordered Merchandise (Overages & Substitutions) Returns:

Damaged/Defective Merchandise Returns:

As a full service customer driven store, Massey's Outfitters is committed to ensuring that goods sold are of the highest quality and free of defects. Goods not meeting these criteria will be returned to vendors as follows:

Customer-Owned Merchandise

Massey's -Owned Merchandise

Freight and handling cost for defective merchandise can be burdensome. Massey's is willing to establish a defective allowance with vendors. If such allowance has not been established, Massey's will return defective goods to vendors for credit based on the following:

All merchandise returns are subject to the following requirements:

Non-Merchandise Shipments: [TOP]

Items such as product samples, promotional materials, point-of-purchase displays, etc. are considered by Massey's as non-merchandise items. These items should not be shipped to any Massey's location without prior written authorization from the Massey's Buyer or Visual Merchandising Department. These items are subject to the following restrictions:

Routing/Transportation [TOP]

All shipments are to be consigned to the Massey's Distribution Center unless instructed to ship to another location in writing. Do not ship to our corporate office/billing address.

Massey's addresses Routing and Transportation as 4 separate elements:

  1. Freight Payment responsibility
  2. FOB/Shipment Ownership responsibility
  3. Shipment Logistical Requirements
  4. Routing

Freight Payment Responsibility:

  1. Reweigh and Inspection Fees
  2. Notification or Appointment Fees
  3. Storage Charges
  4. Single Shipment Charges

FOB/Shipment Ownership Responsibility:

As per our Terms & Conditions of Purchase on our Purchase Order, ownership of shipments consigned to any Massey's location is the property and responsibility of the shipper until accepted at the Massey's location. Any damage or loss claims associated with these shipments must be filed by the shipper. Massey's reserves the right to refuse any damaged freight. Massey's reserves the right to deduct the actual cost of the damaged merchandise from invoice remittance.

Shipment Logistical Requirements:

Shipments to Massey's require that the following logistical considerations be addressed:

Invoices [TOP]

All invoices are to be mailed directly to our Accounts Payable department. Invoices should NEVER be included with a shipment. Mail to:

Massey's Outfitters
509 North Carrollton
New Orleans, LA 70119
Attention: Accounts Payable

Massey's Guide General Inquiry & Exception Request Procedure [TOP]

Massey's understands the challenges our vendors face in working with a wide variety of compliance issues from multiple retailers. As partners we want to work with you to accomplish our mutual goals.

Massey's accepts General Inquiries and Requests for Exceptions to items in this guide via e-mail at buyers@masseys.net. We may call to discuss your inquiry. We will provide a written response, via e-mail.

Inquiries and requests must include the following information:

Massey's Guide Violation Inquiry Procedure [TOP]

Inquiries and disputes must be submitted in writing via e-mail to buyers@masseys.net. Faxes and phone calls will not be accepted.

Inquires and disputes must include the following information:

Inquiries and disputes will be researched and a written response will be returned via e-mail. If we determine that the charge is valid, Massey's will provide a written explanation. If we determine that the charge was in error, Massey's will provide a written explanation and will issue the payback.

Massey's Guide Violation Chargeback Schedule [TOP]

Our Violation Chargebacks are designed recover freight, administrative and labor expenses associated with non-compliance of these guidelines. Our goal is to partner with our vendors in order to find reasonable methods and solutions for the efficient handling of goods throughout the supply chain.

If a Violation Chargeback has been issued to your company, contact our buyers via e-mail at buyers@masseys.net to arrange for assistance in improvement. If corrective actions has been taken and communicated to us in writing with-in 30 days of the chargeback, penalties may be subject to reduction or dismissal at Massey's s discretion (excludes freight charges or repeat offenses).

Violation Chargeback Schedule [TOP]

Substitutions-Styles, Colors and/or Sizes other than what was ordered
If not accepted the charge will be 10% cost value of returned items plus full freight charge in and out as well as a $50.00 administration fee.
Overages-Any quantity over the amount ordered
If not accepted the charge will be 10% cost value of returned items plus full freight charge in and out as well as a $50.00 administration fee.
Missing or Inaccurate Packing List
$25 per hour to manually check shipment contents 2 hour minimum charge