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Vendor Standards Manual 2015

1. 5 Warranties Remedy Seller warrants that all Products supplied hereunder shall be free and clear of all liens and encumbrances good and merchantable title thereto being in the Seller be free from any defects in design material or workmanship latent or otherwise and be of good and merchantable quality conform to Stein Mart s specifications and the sample approved by Stein Mart as the case may be and be fit for the known purposes for which purchased hereunder and comply and have been produced processed and delivered in conformity with all applicable federal state or other laws administrative regulations and orders Seller agrees that Stein Mart may assign its rights in the foregoing warranties to third parties and such warranties shall survive inspection delivery and payment and shall run in favor of Stein Mart its successors and assigns and its customers whether direct or indirect 6 Taxes Except as otherwise expressly set forth on the face of this order Stein Mart shall not be liable for any federal state or local taxes duties customs or assessments of any kind in connection with the sale purchase transportation use or possession of the Products ordered hereunder 7 Cancellation by Stein Mart Stein Mart shall have the right to cancel this order without cause so long as notice of cancellation has been received by Seller prior to Seller s shipment of such Products to Stein Mart Stein Mart may at its option cancel this orde
2. 0 25 inch minimum Each Quiet Zone preceding and following the bar code Minimum ISO ANSI grade of C with 10 mil aperture 26 GS1 128 Label Placement General Guidelines Each carton is required to have one GS1 128 label Labels must be placed on the longest side of the carton not the front or back For cartons with equal width and length dimensions the longest side of the carton is considered to be the panel which runs parallel to the top flap seam of the carton Place in an upright position unless the label is a landscape label Barcode must be read vertically Do not place sideways or diagonally The SSCC 18 bar code on the carton label is recommended to be 3 inches from vertical edge of the carton Do not place SSCC 18 or store bar code over a flap seam or around the corners of a carton Do not place tape over any bar code Do not place labels over product ID Numbers UPC Bar Codes retail price or other consumer information on merchandise shipped and presented for selling in the same carton If there is stenciling on the cartons leave the lower left hand quadrant of the longest side of the carton vacant forthe GS1 128 label Placement on cartons 7 5 inches in height and above SSCC 18 Bar Code Must cover this band and label must always be in bottom left Top Placement on cartons Ez inches in height or ess Side 27 Landscape label Placement on cart
3. Stam Text Vendor Standards Manual Last Updated September 29 2015 Stein Mart Inc 1200 Riverplace Blvd Jacksonville FL 32207 Date Updated Topic Reference Pages January 7 2014 West Coast SDC Address Page 6 January 7th 2014 Routing Requirements Page 26 January 7th 2014 Commercial Zone Zip Codes Page 30 January 7th 2014 Port of Entry POE Shipment Vendor Guidelines Pages 33 35 June 5 2014 Loading Requirements Page 30 October 27 2014 Routing Requirements Pages 26 45 April 10 2015 POE Guidelines Pages 39 42 May 8 2015 Updated POE Terminal List Page 41 June 17 2015 Routing Requirements Getting Started Page 26 August 5 2015 Terminal firms code added Page 41 August 26 2015 Updated Carrier Contact Information Page 35 September 9 2015 Updated PO Terms and Conditions Page 7 September 29 2015 Updated Added Invoice Requirements Checklist Page 16 THE VENDOR STANDARDS MANUAL 5 CONTACT LIST 6 PO TERMS AND CONDITIONS 7 VENDOR CODE OF CONDUCT 10 CALIFORNIA TRANSPARENCY IN SUPPLY CHAINS ACT 1714 43 DISCLOSURE 11 GIFTS AND GRATUITIES 12 VENDOR SAMPLES 12 ELECTRONIC DATA INTERCHANGE EDI 13 810 INVOICE 13 850 PURCHASE ORDER 13 856 ADVANCED SHIPPING NOTICE 13 860 PURCHASE ORDER CHANGE 13 816 STORE ADDRESS FILE OPTIONAL 13 997 FUNCTIONAL ACKNOWLEDGEMENT 13 ACCOUNTS P
4. Inc Address 1200 Riverplace Boulevard City State Zip Jacksonville FL 32207 BILL OF LADING Bill of Lading Number SM111111 Page 1 CARRIER NAME Trailer Number Seal Number s Stein Mart Assigned Carrier SCAC SCAC Pro Number unless marked otherwise Special Instructions Load ID SM111111 Freight Charge Terms freight charges are prepaid CUSTOMER ORDER INFORMATION Prepaid Collect X 3rd Party Master Bill of Lading with attached check box Underlying Bills of Lading exceeding per The agreed or declared value of the property is specifically stated by the shipper to be not CUSTOMER ORDER NUMBER PKGS WEIGHT PALLET SLIP ADDITIONAL SHIPPER INFO CIRCLE ONE 954 999999 3 0 23 0 Y N 953 999999 35 0 254 0 Y N 952 999999 95 0 691 0 Y N GRAND TOTAL 133 0 968 0 CARRIER INFORMATION HANDLING PACKAGE COMMODITY DESCRIPTION LTL ONLY UNIT QTY TYPE QTY TYPE WEIGHT H M Commodities requiring special or additional care or attention in handling or stowing NMFC CLASS X must be so marked and ee an with ordinary care 3 0 Floor 3 0 Carto 23 0 Freight of all Kinds 100 0 n s 35 0 Floor 35 0 Carto 254 0 Freight of all Kinds 100 0 n s 95 0 Floor 95 0 Carto 691 0 Freight of all Kinds 100 0 n s 133 0 133 0 968 0 GRAND TOTAL 9 Where the rate is dependent on value shippers are required to state specifically in writi
5. Inc 300 Lighting Way 6th Floor Secaucus NJ 07094 201 553 3829 laurie staugaitis us yusen logistics com Note Stein Mart carriers and deconsolidators will not execute delivery orders unless all container charges have been guaranteed by the broker on behalf of the vendor and ship date falls within the PO not before and not after dates POE Container Submission 1 Vendor Customs Broker must log in to Yusen Logistics Griffin Lite EASN system to submit all POE containers within 3 business days after vessel sailing Required Information Carrier Name Steamship Line Vessel Name Voyage Number Move type Should always be AWS All Water Service Delivery in Destination Should always be Port Port of Loading POL Origin Port Departure Date Vessel Departure Date Port of Discharge POD US destination port Estimated Arrival Date Vessel Estimated Arrival Date Remarks Enter PO Not Before PO Start Ship and Not After PO Cancel dates Bill of Lading Number B L No 44 Notify Party Name and Address Customs Broker Container Number s Seal Number Container Size Container size 40 40 HC or 45 Container Type Should always be DRY Service Type in Origin Load amp Delivery Type Should always be CY Full Container Load PO Number Stein Mart six digit master PO number first six digits of nine digit store level PO SKU Number Enter Stein Mart SDC information in Lieu of SKU number 952
6. density stowability handling and liability Together these characteristics establish a commodity s transportability e VICS Web Site http www vics org BOL http www vics org guidelines bol VICS vision for the future is a world in which products move through the Global Supply Chain seamlessly and efficiently maximizing value for manufacturers retailers and suppliers To achieve this we engage communities of interest to sit in open safe forums to develop standard business guidelines based on real world needs and processes e SmartWay Website http www epa gov smartway SmartWay is a public private collaboration between the USEPA and the freight transportation industry that helps freight shippers carriers and logistics companies improve fuel efficiency and save money SmartRoute Exempt Routing Requirements The vendor is responsible for complying with all Stein Mart shipping policies and procedures as described on Stein Mart s vendor website http vendors steinmart com 42 Port of Entry POE Shipment Vendor Guide lines Effective for sailings 05 03 15 Port of Entry POE Shipment Vendor Guidelines Stein Mart s established POE process enables vendors to ship store ready pre labeled full container loads for Stein Mart directly into Stein Mart s network bypassing the vendor s domestic warehouse or distribution center Stein Mart identifies these shipments as POE shipments Conditions Prior to Shipm
7. includes those with whom we conduct business directly who provide goods and or services intended for sale use or benefit by Stein Mart Stein Mart acknowledges there are drastic legal and cultural differences between countries throughout the world Should the legal requirements and standards conflict vendor partners must at minimum be in compliance with the requirements of the country in which the products are manufactured Stein Mart will NOT knowingly accept product which does not comply with the following legal requirements All products MUST e List accurate country of origin e Meet or exceed all applicable safety requirements mandated by CPSIA Consumer Product Safety Improvement Act e Pass independent 3rd party quality assurance testing which validates the product quality and ensures the absence of potential health safety issues Possible issues include but are not limited to flammability existence of small parts or sharp edges lead content and the presence of banned or hazardous substances Stein Mart will NOT knowingly accept product which was e Manufactured using convict forced or indentured labor e Manufactured using child labor e Manufactured in violation of any applicable labor workplace safety or environmental law or regulation Stein Mart will NOT knowingly engage or continue in business relationships with vendors who e Fail to provide all workers with wages and benefits which comply with applicable law or match the
8. quantities merchandise descriptions and SKU Model or Style number unit cost and extended cost Listall items in the same sequence as listed in the purchase order Do NOT send copies screen prints acknowledgements or duplicate invoices unless requested All form feed perforated invoices must be separated into single pages Do NOT mail paper copies of invoices if transmitting via EDI Do NOT mail copies of invoices to stores or include in shipment Packing lists are no longer required for vendors who send ASN s Vendors who still ship direct to store will need to continue providing packing lists Vendors who ship without an ASN need to continue providing packing lists 16 Stein Mart Invoice Requirements Checklist Stein Mart requires accurate and timely 810 Invoices be provided on ALL shipments regardless of their destination This includes shipments routed through our store delivery network as well as those shipped direct to store The following list is being provided as a supplement to our 810 EDI Implementation Guide to be used as a quick reference We suggest you review each of the following items immediately prior to sending your Invoices Structure M Stein Mart prefers we receive 1 invoice per PO if shipped to our SDC If PO shipped direct to store we must receive 1 invoice per store location If shipping multiple POs together each invoice can only include 1 PO Separate invoices will be required for each PO Timeliness MI 810 In
9. 850 segment BEG Where field BEGO2 SA or RL field BEGO3 will contain the number Department number Stein Mart 850 segment REF Where field REFO1 DP field REFO2 will contain the number For Rush Orders Only Stein Mart 850 SAC segment at the header level field SACOA will be OHRO for rush orders 8 to 10 points 24 ZONE E Title Height Width Characteristic Data Content Data Source PO NUMBER BAR CODE PO Number Bar Code 1 5 inch 76 2 mm 4 0 inch 101 6 mm Mandatory 9 Digit Purchase Order 6 digit Master PO plus 3 digit Store Number Stein Mart 850 segment BEG Where field BEGO2 SA or RL field BEGO3 will contain the number BAR CODE SPECIFICATIONS Bar code symbology Height X Dimension Quiet Zone Bar Code Print Quality ZONE G Title Height Width Characteristic Data Content Data Source GS1 128 1 0 inch 25 4 mm 0 196 inch 508 mm minimum 0 25 inch minimum Each Quiet Zone preceding and following the bar code Minimum ISO ANSI grade of C with 10 mil aperture FINAL DESTINATION CODE FOR Mark for number 1 5 inch 76 2 mm 2 5 inch 63 5 mm Mandatory A 4 digit final destination Stein Mart store number A 5 digit unit number is transmitted on the 850 Purchase Order so only the last 4 digits is used for the GS1 128 barcode encodation Example Unit Number transmitted in 850 of 00123 would be encoded as 0123 Stein Mart Store number Stein Mart 850 segment N1 Whe
10. cartons are conveyable Stein Mart strongly prefers cartons meet the following dimensions a Maximum Carton Size 32 Lx 22 W x 24 H b Minimum Carton Size 8 Lx 8 W x 3 H c The cartons should never exceed 40lbs Unless the individual selling unit in the carton weighs more than 40 Ibs 5 Do not over pack or under pack the carton Use a shipping carton that fits the product being shipped Ideally merchandise should be packed inch below the top of the carton and 1 8 inch from the sides of the carton When shipping clothing the carton width should allow hangers to fit squarely in the carton not at an angle 6 No excessive tissue or paper as filler to cube or fill up under packed cartons Cardboard or shipboard is permitted to protect goods Tissue may be used only as necessary to protect packaging from sticking and damage during transit 7 Breakable products china glass etc should be packed in a manner which prevents breakage during normal shipping and handling The vendor will be held responsible for breakage that occurs due to improper packaging 8 Carton strength should be a minimum of 32 ETC edge test crush 150 mullen to prevent crushing during transit Large or heavy cartons may require a higher ETC 9 Seal cartons securely with security reinforced tape All openings on all sides of the carton including edges must be sealed Please ensure tape does not cover any portion of the GS 128 label Do not use bands strap
11. com 43 Consignee Delivery Location List NY NJ Delivery Address 1624 16th St North Bergen NJ 07047 LA Long Beach Delivery Address 4750 E Zinfandel Ct Unit A Ontario CA 91761 Savannah GA 767 Douglas Hills Rd Lithia Springs GA 30122 5 The vendor is required to input shipment information into Yusen Logistics web based Griffin Lite EASN system within three 3 business days after vessel sailing Failure to submit within three 3 business days after vessel sailing may result in a Business Recovery Charge BRC being issued POE Vendor Setup and Yusen Contact Information Stein Mart has nominated Yusen Logistics as our OCM service provider Please follow these instructions to facilitate the entry of your container information utilizing Yusen s online Griffin Lite EASN platform First time users willneed to create an account to access the Yusen Griffin Lite system Please contact Laurie Staugaitis 201 553 3829 laurie staugaitis us yusen logistics com e ASN Registration Steinmart Griffin Formfor STM doc Lite User Manual ppt Yusen Logistics Griffin Lite EASN system http griffin hk yusen logistics com easn Yusen Logistics Update Container Events portal http www yl griffin com icis login htm Update Container Events Log In stmchb Update Container Events Password stmchb15 Please direct all other question or comments to Laurie Staugaitis Senior Client Management Specialist Yusen Logistics Americas
12. deems appropriate of all factories and facilities used in the production packaging and transport of Product intended for sale use or benefit by Stein Mart to insure compliance with this provision and z all Products furnished hereunder shall have been produced in compliance with all applicable requirements of Sections 6 7 and 12 of the Fair Labor Standards Act of 1938 as amended and of regulations and orders of the Administrator of the Wage and Hour Division issued under Section 14 thereof and in accordance with all applicable state and federal laws and regulations governing general conditions for labor employed in the production of such goods Stein Mart reserves the right to make unannounced visits to all facilities producing handling our product at any time when we have reason to believe our Vendor Code of Conduct is being violated Stein Mart also reserves the right to use an independent third party of our choice for investigations to ensure compliance with its Vendor Code of Conduct 13 Stein Mart Conflict Mineral Compliance Policy Stein Mart fully supports the humanitarian goals of the Dodd Frank Act and is committed to conducting its business operations in a manner that complies with all applicable laws and regulations regarding conflict minerals We are committed to working with our supply chain to increase transparency regarding the origin and traceability of minerals contained in our products with the Stage 2 goal of ensuring all products
13. is initiating dialog aimed at partnering in collaborative efforts with its vendors to advance the goal of building a more transparent supply chain Auditing Stein Mart relies on our vendor partners to conduct regular announced independent 3ra party inspections of all factories and facilities used in the production packaging and transport of product intended for sale use or benefit by Stein Mart Stein Mart reserves the right to make unannounced visits to all facilities producing handling our product at any time when we have reason to believe our Vendor Code of Conduct is being violated We also reserve the right to use an independent third party of our choice for investigations to ensure compliance with Stein Mart s Vendor Code of Conduct Certification Requirements Stein Mart includes our Vendor Code of Conduct in the Standard Terms and Conditions of Purchase which applies to every purchase order issued by Stein Mart In accepting the purchase order our vendors must also accept the Standard Terms and Conditions contained therein Our Vendor Code of Conduct specifically states Stein Mart will not knowingly accept product which was manufactured using convict forced indentured labor or child labor or in violation of any applicable labor workplace safety or environmental law or regulation Should Stein Mart identify violations to any of the requirements detailed in our Vendor Code of Conduct Stein Mart retains the authority to cancel existin
14. is Account Summary Click on that On this new screen titled Account Summary you will see a blue link Add a UPS Account click on this Enter your account information in the provided spaces and click on Add If you entered your information correctly your next screen should read Account Added Now at the top right of your screen you will see the Address Book button click on this When this page loads please click on Add Address Enter the ship to address exactly as our UPS Consignee Billing department provided it to you Keep in mind the company name and body of the address must be exactly as it appears in the UPS database If the address is not entered exactly it may result in your account being charged for the shipping as well as a 10 unauthorized Consignee Billing charge back 10 11 12 13 14 15 16 At the bottom of this page click on the box indicating Consignee Billable then click on Save You are now back at the beginning screen of your Address Book Now click on the Shipping Tab at the top left corner of your screen Choose the Create a Shipment link that appears in the tab On this page choose the address you just added from the drop down menu that says Select One You will see a message appear across the top of this screen Your payment method has been set to UPS Consignee Billing This means everything you ve done so far is correct Fill out this entire page with your package information F
15. must verify the accuracy of every PO detail including ship window Not Before amp Not After Dates cost ticket and hanger indicators and payment terms Do not ship merchandise until all details are confirmed and correction of any PO discrepancies are verified by receipt of an EDI 860 PO Change or the retransmission of the 850 Purchase order In the event of any agreement to change previously agreed upon PO details including ship window cost ticket and hanger indicators or payment terms the vendor must obtain authorization from the buying office IN WRITING prior to shipment The vendor should request an 860 PO Change document be sent to them and should retain the authorization documentation for their reference Do not ship merchandise prior to the Not Before Date or after the Not After Date without first obtaining written authorization preferably an 860 PO Change If product is shipped outside of the defined ship window documented on the 850 PO business recovery charges may be assessed Shipment of merchandise which does not comply with the applicable PO whether as to quantity style size color etc may result in charges being assessed even if Stein Mart accepts the merchandise Vendors must follow the store distribution information provided by Stein Mart for the PO in question and must not over ship for any store Stein Mart reserves the right to reject unauthorized substitutions invalid orders canceled orders e
16. prevailing local manufacturing practices whichever is higher e Fail to provide all workers with clean safe and healthy work environments e Fail to limit working hours to the maximum allowed by local law e Fail to ensure all residential and living areas provided comply with local safety and sanitation requirements e Failtoensure all suppliers contractors and subcontractors also adhere to the requirements detailed in Stein Mart s Vendor Code of Conduct e Utilize corporal punishment or other mental or physical disciplinary actions In addition to the above Stein Mart expects our vendors will adhere to the following Employment practices e Vendors will employ workers without regard to age race religion color gender and nationality or marital status Environmental practices e Stein Mart prefers vendor partners who are environmentally conscious and committed to the protection and preservation of the environment Vendor partners must adhere to all environmental laws and standards Stein Mart relies on our vendor partners to conduct regular independent 3rd party inspections of all factories and facilities used in the production packaging and transport of product intended for sale use or benefit by Stein Mart In the event a factory or facility is found to be in violation of any of the above the vendor has agreed to notify Stein Mart and take immediate corrective action Stein Mart reserves the right to make unannounced visi
17. regarding every aspect of conducting business with Stein Mart Here you will find Communication is a shared responsibility Please take the time to visit our vendor website http vendors steinmart com to ensure you have the most recent version of this document and review its contents in its entirety If you are reading an electronic version of this document you may use the links located either on the website or within Table of Contents to quickly reference any specific topics of interest Contact List Corporate Address Stein Mart Inc 1200 Riverplace Blvd Jacksonville FL32207 Facility Addresses Stein Mart Consolidation Center NJ CC 1624 16th St North Bergen NJ 07047 201 330 1900 Stein Mart Consolidation Center 952 CC 767 Douglas Hills Rd Lithia Springs GA 30122 Stein Mart Consolidation Center 954 CC 4750 E Zinfandel Ct Unit A Ontario CA 91761 Corporate Contacts A P amp Invoice Questions Requirements amp BRC Questions EDI Questions Transportation Questions Routing SDC s Stein Mart Store Distribution Center 952 SDC 767 Douglas Hills Road Lithia Springs GA 30122 Stein Mart Store Distribution Center 953 SDC 2951 N Great Southwest Parkway Suite 160 Grand Prairie TX 75050 Stein Mart Store Distribution Center 954 954 SDC 4750 E Zinfandel Ct Unit A Ontario CA 91761 vendorservices steinmart com vendorcompliance steinmart com edi steinmart com transportation steinm
18. ship and routed for a ready date during the window of overlapping dates When necessary vendors may submit multiple route requests shipping from the same facility to the same SDC for the same ready date as long as the minimum notice is still provided If more than one route request is submitted from a single shipping location to the same SDC for the same ready date the vendor must coordinate the submitted cube so that the route requests may be combined for pickup in full truckload quantities i e 3 200 cube An example of this would be if a route request has been submitted for pickup from a location on the 10 of the month going to SDC 952 for 1 500 cube If an additional 2 000 cube became available for pickup on the same day from the same facility to SDC 952 a route request would need to be submitted for 1 700 cube and the remaining 300 cube would need to be submitted on a separate request Stein Mart will work to combine shipments to ensure full truckloads If you are unable to coordinate this as a vendor you cannot route multiple requests from the same shipping facility for the same SDC for the same ready date Please note vendors are only responsible for the ready date chosen for their shipments At times Stein Mart may need to book your load on a date other than the ready date provided in the route request to enhance optimization or accommodate carrier capacity constraints in a region Stein Mart s decision to pick up a shipment on a date other
19. ship date on your PO The contact information you provide in the form is extremely important as it determines to whom routing instructions and the BOL will be sent at the time the load is booked for pickup The location contact will be sent both the master BOL and the routing instructions whereas the user contact will only be sent the routing instructions Additional email addresses may be entered for the location or user during the route request itself by separating multiple email addresses with a semi colon and a space In addition to contact and warehouse address information the form requires your child and parent vendor number Your child vendor number is the supplier site number which can be found on the EDI 850 Your parent vendor number is the supplier number Your company may have one or more parent and or child vendor numbers associated with it so please ensure you confirm with your Stein Mart buyer under which parent and child vendor number a PO has been written Each user can only see the POs and locations associated with the child vendor number for which it was submitted Vendor Route Request Portlet When logged into SmartRoute all POs are to be routed through the Vendor Route Request portlet After selecting the Available to Route report from the dropdown box the portlet will list all POs with a start ship not before date no further than thirty days in the future POs will remain on this report until all units 100 associated
20. shortened notice but may not be able to do so with the insufficient lead time Please note routing with only a single business days notice prior to your ready date will result in a BRC regardless of whether we are able to pick up the freight on the ready date provided Please submit with more than the minimum two business days notice prior to your ready date whenever possible As a general rule the more notice you provide prior to your ready date the more likely a load will be booked for the ready 30 date provided in your route requests as the additional time provides increased opportunity for securing driver capacity in your region Although we encourage submission as early as possible prior to your ready date please do not submit shipments more than 10 business days in advance of the ready date which could more likely result in the submitted information needing adjustment prior to your pickup Any adjustments after routing may be subject to a BRC Your ready date should also be within your PO s ship window The system will allow you to choose a ready date outside of your purchase order s ship window but a warning message will have to be confirmed before you can continue with the route request Please choose OK in the warning message to complete the request and then notify your buyer of the delay If you received a purchase order extension from your Stein Mart buyer please proceed with the route request by choosing OK and dis
21. sold by Stein Mart to our customers are DRC Conflict Free by the end of 2015 Stein Mart will follow the current Organization for Economic Cooperation and Development OECD framework to incorporate proper due diligence measures into our supply chain regarding trade in conflict minerals To comply with these requirements Stein Mart will 8 i Inform our vendors of this Conflict Minerals Policy and its relationship to Stein Mart s Vendor Code of Conduct ii Take measures to increase the likelihood that we are able to source products from our vendors which are DRC Conflict Free iii These measures will include adopting disseminating and incorporating this policy in related purchase orders contracts and other appropriate agreements with vendors iv Encourage our vendors to track and improve their performance in sourcing minerals from their vendors which are validated as being DRC Conflict Free in accordance with a national or internationally recognized due diligence framework v Annually make training materials available to our buying group focused on education and awareness of DRC Conflict Free initiatives Communications supporting the above initiatives detail the following requirements which will apply to all Stein Mart vendors i Assist Stein Mart by responding to all inquiries regarding compliance with SEC regulations related to conflict minerals and provide all necessary declarations ii Undertake reasonable due diligence consistent wit
22. the PO Stein Mart SDC 952 767 Douglas Hills Rd Lithia Springs GA 30122 Stein Mart DC 972 767 Douglas Hills Rd Lithia Springs GA 30122 Stein Mart SDC 953 2951 N Great Southwest Parkway Suite 160 Grand Prairie TX 75050 Stein Mart SDC 954 425 West Carob St Compton CA 90220 Direct to Store Shipment REQUIRES AUTHORIZATION CODE Stein Mart Store Number Store Address M N1 SF SHIP FROM Segment Must list the actual vendor DC address product is shipping from MUST NOT CONTAIN 952 953 954 NOTE N104 of the N1 SF SHIP FROM Segment can ONLY contain either of the following N1 SF Vendor Name 91 Vendor Name N1 SF Vendor Name 91 Vendor s Location ID M N1 Z7 Mark For Segment The mark for segment should list the destination store number M REF BM Bill of Lading Number Stein Mart requires all ASNs list the accurate BOL number assigned to the trailer used for shipment If multiple trailers are required to complete shipment each trailer should have a corresponding ASN with a unique BOL number BOL number cannot be repeated within a 12 month period M DTM Ship Date Stein Mart requires vendor provide the ACTUAL freight pickup date M PER IC Information Contact Stein Mart requires a VALID e mail address NOT a vendor phone number Should an ASN generate errors all error communication from Stein Mart would be returned to the email address listed on the ASN M TD1 CTN25 Detail Shipment TD102 must show
23. the correct TOTAL number of cartons at SHIPMENT LEVEL not order level M LIN Segment SKU UPC values sent in this segment on the ASN must MATCH the SKU UPC values from the PO1 Segment on Stein Mart s 850 transmission M REMINDER 856 ASN s cannot be deleted recalled or ignored once the ASN has been processed and accepted into our system If no errors are generated from Stein Mart ASN s are sent immediately to our SDC locations for processing Only ERROR generated ASN s rejected ASN s by Stein Mart can be modified and retransmitted If you have additional questions we suggest you refer to the 856 EDI Implementation Guide posted in the EDI portion of our vendor website http vendors steinmart com or contact EDI 9 steinmart com 15 Accounts Payable Invoice Requirements The following information is required to ensure invoices are paid accurately and timely These procedures apply to paper and electronic invoices Failure to comply with these requirements will result in additional processing that may cause late payments Stein Mart encourages you to submit invoices using EDI 810 electronic data interchange to assist us in processing your invoices efficiently and accurately This is the preferred method for receiving invoices Stein Mart requires one invoice per purchase order for each store no master invoice for all stores Stein Mart does not pay freight charges listed on merchandise invoices Merchandise must be shipped accordi
24. to business recovery charges Hangers MAINETTI Starr l t SHAPING FASHION Fashion and Quality Always at discount prices ITEM NO DESCRIPTION MATERIAL HOOK COLOR 498 12 Med Wt Toddlers PS PP Metal Black 485 15 Hw Wt Childrens PS PP Metal Black 484 17 Hw Wt Adults PS PP Metal Black 479 19 Hw Wit Big and Tall PS PP Metal Black ow 584 17 Knitwear and Delicates PS PP Metal Black BOTTOMS ITEM NO DESCRIPTION MATERIAL HOOK COLOR 6008 8 Pinch Grip Infants and Toddlers PS PP Metal Black 6010 10 Pinch Grip Childrens PS PP Metal Black 6012 12 Pinch Grip Adults PS PP Metal Black 6014 14 Pinch Grip Big and Tall PS PP Metal Black OUTERWEAR ITEM NO DESCRIPTION MATERIAL HOOK COLOR pw 3328 17 Hw Wt with 3 75 Hook PS PP Metal Black a i DESCRIPTION MATERIAL HOOK COLOR 172 17 5 Hw Wt Mens Suit Hanger PS PP Metal Black 17 To DESCRIPTION MATERIAL HOOK COLOR 951 10 X 8 5 Infants PP Plastic White 959 12 X 10 Infants PP Plastic White 7_ a ER INTIMATES ITEM NO DESCRIPTION MATERIAL HOOK COLOR _ in GS 19 10 Intimates PS Plastic Clear PAGE 1 OF 1 MATERIAL KR KResin PP Polypropylene PS Polystyrene COLOR Black White amp Clear 06 16 2011 PROGRAM SUBJECT TO CHANGE FOR MORE INFORMATION VISIT WWW MAINETTI COM Tickets Stein Mart s price tickets will be furnished by the vendor who will order them from one of our approve
25. we have no way to predict Christmas D cor how a specific vendor will palletized based on the floor loaded submission Christmas Candles Floral Pet As a best practice we suggest staging any freight that could potential be shipped LTL on pallets to ensure it is available to ship as scheduled If the freight is routed as truckload or intermodal the cartons can be removed from the pallets and floor loaded onto the truck In the event you receive LTL routing instructions and the pickup will not fit on 8 pallets or fewer please email routing steinmart com confirming the cube of your freight and requesting additional instructions All vendors must ensure their freight is properly blocked and braced during the loading process to prevent the shifting of product during transit Freight must be loaded high and tight to ensure all freight for all stops on the load will fit as planned When shipping LTL all freight must be properly shrink wrapped on pallets without any product overhang so as to avoid damage Please use banding and dunnage to provide additional support as necessary A placard must be affixed to each pallet listing the appropriate destination address listed on the master BOL When shipping using a truckload or intermodal carrier the trailer must be sealed after loading has been completed The seal number must be written on the signed master BOL If you will be shipping multiple PO s with different loading requirements please submit se
26. 85 087 089 100 118 125 127 Lithia Springs GA 300 303 305 311 362 399 Ontario CA 900 908 910 918 920 922 928 930 935 38 Carrier Contact Information Contact Name SCAC Mode Instructions Contact Email Carrier will contact the vendor to schedule the 317 972 7000 Celadon CDNK Truckload pickup appointment x3036 KVogel celadontrucking com Colonial Carrier will contact the Freight vendor to schedule the Systems CFSM Truckload pickup appointment 800 521 2324 cfs31 cfsi com Carrier will contact the Covenant vendor to schedule the Transportation CVEN Truckload pickup appointment 423 463 3857 steinmart covenanttransport com Carrier will contact the CRST vendor to schedule the Expedited CRPS Truckload pickup appointment 866 740 2778 steinmart crst com 1 866 393 45 85 Specify Vendor must call the Fedex carrier to schedule the Freight pickup Economy FedEx Freight Economy FXNL LTL 1 866 393 45 85 Specify A Vendor must call the Fedex FedEx Freight carrier to schedule the Freight Priority FXFE LTL pickup Priority LTL Vendor must email smrtdisp fsdist com before 12 00PM Pacific on the day routing instructions are received with your load ID SM HHH and the number of pallets on which your freight will be loaded A driver F4S will not be sent to pick Au up the freight until this Distributing information is received Company FNSD by the carrier smrtdisp fsdi
27. 953 or 954 Cargo Description General Product Description Number of Cartons Cargo Volume CBM Cargo Weight KGS Quantity Units UOM Should always be PCS 2 Vendor Customs Broker must log in to Yusen Logistics Update Container Events portal to provide the terminal location FIRMS Code Highlighted yellow below and DO for each container no later than 3 business days prior to vessel s arrival at destination port Acceptable Terminal FIRMS Codes Name Sr city state zip if the terminal and corresponding FIRMS code to which your container has been assigned is not listed please email transportation steinmart com prior to submission 45 3 The vendor is responsible for submitting all documentation including the DO packing list LFD andere by container no later than 3 business days prior to vessel s arrival at destination port Delivery orders packing lists and SDC breakout should be scanned and emailed to transportation steinmart com If unable to scan please contact transportation steinmart com for instructions 4 The SDC breakout should include the cartons weight and cube by PO by SDC See below for example Container NYKU123456 XXXX cartons PO XXXXXX 952 cartons xxx weight xxx cube xxx 953 cartons xxx weight xxx cube xxx 954 cartons xxx weight xxx cube xxx 5 There must be at least 3 business days between the time the vendor sends the Delivery Order to Stein Mart and the Last Free Da
28. AYABLE 16 Invoice Requirements 16 Invoice Requirements Checklist 17 PACKING AND SHIPPING REQUIREMENTS 18 CARTON AND PACKING REQUIREMENTS 18 WRINKLE PREVENTION 19 TICKETS AND HANGERS 19 STEIN MART GS1 128 CARTON LABELING 22 ROUTING REQUIREMENTS 29 LEAD TIME 30 SHIPPING FREQUENCY 31 CuBIC FEET CALCULATIONS 31 BILL OF LADING 32 FREIGHT CHARGES 35 LOADING REQUIREMENTS 36 CLAIMS AND CONDITIONS 38 COMMERCIAL ZONE 38 SMARTROUTE EXEMPT ROUTING 42 CARRIER SCAC 39 RETAIL INDUSTRY PARTNERS 42 Port of Entry POE Shipment Vendor Guidelines 43 BUSINESS RECOVERY CHARGES 48 WELCOME To Stamm Naat Founded by the current chairman s grandfather just after the turn of the 20th century the Stein Mart concept has evolved into a nationwide network of easy to access freestanding stores Our merchandise includes current season brand name fashion for women and men accessories home decor linens and shoes All are at prices up to 60 below department store prices every day Because our customer appreciates variety and because she likes to be unique we update merchandise frequently and supply a limited inventory of each item per store The Stein Mart Story We Delight our Customers At Stein Mart our customers are the most important part of our business and we pride ourselves on creating a standard for customer service marked by friendliness caring a sense of urgency and great execution We Develop Effective Teams Our success is dependent up
29. Carrier certifies emergency response information was made available and or carrier has the DOT emergency response guidebook or equivalent documentation in the vehicle Property described above is received in good order except as noted 34 Pickup Scheduling The vendor is always responsible for ensuring a load has been scheduled for pickup When contacting an LTL carrier to schedule a pickup please ensure to provide your load ID your facility s hours of operation and the number of pallets on which your freight will be shipping Failure to contact the carrier before end of business with all required information on the day routing instructions are sent may result in pick up delays and BRCs If you have difficulty obtaining a response from a particular carrier please send an email to routing steinmart com listing the load ID and explaining the issue A list of carriers and their contact information can be found in the Vendor News portlet of SmartRoute as well as in the Vendor Standard s Manual Freight Charges e All Stein Mart POs are FOB Destination Freight Collect unless previously approved by Stein Mart e All Stein Mart shipments are to be shipped freight COLLECT e Stein Mart does not accept prepaid and add freight terms unless previously approved by Stein Mart e Any freight charges added to an invoice will be deducted before payment Multiple Pickup Load Requirements If the carrier assigned to your load is a truckload or
30. L If sub BOLs are used only the master BOL may be signed by the vendor Non compliance with this requirement may result in a BRC e Trailer Loaded Freight Counted Shipper Load and Shipper Count e Carrier Signature Pickup Date Section The carrier must sign and date the BOL If sub BOLs are used only the master BOL may be signed and PRO d by the carrier Non compliance with this requirement may result in a BRC BOL Shipment Rules When shipping to a Stein Mart consolidation center CC only one BOL with the CC address is required The shipper may create a master bill of lading with subordinate BOLs for each store distribution center SDC The master BOL must reflect the master PO numbers The cartons and weight listed on the Master BOL must be the sum of the subordinate BOLs The master bill of lading number must be transmitted on the 856 as the XXX segment Only the master BOL may be signed and PRO d by the shipper and carrier When shipping direct to a Stein Mart Store Distribution Center Distribution Center only one BOL with the SDC address is required Please list the master PO numbers on the BOL The bill of lading number must be transmitted on the 856 as the XXX segment 33 Date 24 June 2013 Name Vendor ABC Address 1313 Mockingbird Lane City State Zip Heights CA 91745 SID SM_1111111_01 Name Stein Mart GA Address 767 Douglas Hills Road City State Zip Lithia Springs GA 30122 CID SMRT_CC_GA Name Stein Mart
31. all LTL pickups must be shipped on 8 pallets or fewer there should be no reason for delays beyond this point For truckload and intermodal pickups vendors must start loading the driver at the predetermined appointment time Failure to start loading the driver within this window of arrival will result in the driver being pulled from the facility If the load has multiple pickups your freight will be removed from the load entirely and will have to be assigned to a different load for pickup on the next available business day Your company will need to email routing steinmart com notifying us of the failure to ship and will be responsible for the cost of the empty space on the truck in addition to a 20 violation fee If the load only has a single pickup the vendor will be responsible for notifying routing steinmart com of the failure to ship as scheduled and will need to contact the carrier to confirm re scheduling of the same load for the following business day Stein Mart will issue a BRC for failure to ship on the provided ready date and the vendor will be held responsible for any late shipment charges incurred as a result of the delayed pickup Regardless of whether it is a single or multi pick load it is not an acceptable option to notify the carrier the freight will not be ready at the time your facility opens on the ready date provided Once the freight has started to be loaded the amount of time available for you to load your freight is dependent
32. arly shipments late past cancellation date shipments over shipments and duplicate shipments unordered merchandise Stein Marts reserves the right to assess charges in respect of unordered merchandise whether rejected or accepted Unordered merchandise may be shipped back at our discretion Inbound amp Outbound freight charges will be assessed No backorders unless specified in writing 14 Stein Mart ASN Requirements Checklist Stein Mart requires accurate and timely 856 ASNs be provided on ALL shipments regardless of their destination This includes shipments routed through our store delivery network as well as those shipped direct to store The following list is being provided as a supplement to our 856 EDI Implementation Guide to be used as a quick reference We suggest you review each of the following items immediately prior to sending your ASNs Structure M Stein Mart prefers we receive 1 ASN per trailer If due to system constraints a vendor must send one ASN per Ship TO location this is also accepted Please note If aPO requires more than one trailer to ship we must receive a separate ASN for each trailer Timeliness M 856 ASNs should be transmitted immediately after freight pick up ASNs must be received by Stein Mart without error no later than 11 00 am Eastern the business day following freight pick up Accuracy VI N1 ST SHIP TO segment Network shipments list the address of the SDC assigned to the stores allocated on
33. art com routing steinmart com Stein Mart Distribution Center 972 DC 767 Douglas Hills Road Lithia Springs GA 30122 PO Terms and Conditions Revised 04 2015 STEIN MART STANDARD TERMS AND CONDITIONS OF PURCHASE 1 Acceptance Entire Agreement This writing and the order form which incorporates these Standard Terms is an offer by Stein Mart Inc Stein Mart to buy the goods and or services described on such order form Products from the seller to which this offer is addressed Seller subject to the terms and conditions set forth in this document and on the purchase order of which it is a part This is not an acceptance of any offer by Seller to sell Stein Mart hereby objects to any additional or different terms contained on any of Seller s quotation acknowledgment invoice or other forms correspondence or in any other communication from Seller This offer expires 30 days from its date or upon prior written notification thereof to Seller unless goods conforming hereto are subsequently shipped by Seller and accepted by Stein Mart The terms of this offer when accepted by Seller explicitly by shipment of goods in response to this offer or otherwise shall constitute the entire agreement between the parties on the subject hereof superseding all prior communications and negotiations 2 Prices All prices are firm for the terms of this Agreement and no additional charges will be allowed unless specifically provided for on the fac
34. ase note this requirement is only for routing submission Actual loading requirements will be determined Department 800 based on the carrier service type provided in the routing instruction sent by Stein Mart Stati Transportation und Storage For POs whose department does not begin with an 8 if you receive instructions to ship LTL Tabletop you must palletize your freight on 8 pallets or fewer LTL pickups may never be shipped as Summer Acrylics Picnic floor loaded Please note that all pallets should be a minimum of 6 feet tall If you receive Food Prep instructions to ship truckload or intermodal the freight must be floor loaded Christmas Housewares For POs whose department does begin with an 8 you may submit your route request as VEDO Tee palletized if it is necessary due to the nature of your product Please note that all pallets nn Home Decor should be a minimum of 6 feet tall Although it is allowed POs whose department begins with an 8 do not have to route and ship their freight on pallets if it is not necessary Ifthe Lamps request is not submitted as palletized and you receive instructions to ship LTL you must still Furniture ship freight on 8 pallets or fewer If the request is not submitted as palletized and you Art receive instructions to ship truckload or intermodal the freight must remain floor loaded Candles Home Fragrance Frames The BOL and routing instructions will always show floor loaded as
35. ce or 4 piece garment as applicable 21 STEIN MART GS1 128 CARTON LABELING All cartons shipped to Stein Mart stores and or distribution facilities must have a compliant Stein Mart GS1 128 carton label These logistical labels play a critical component in efficiently moving merchandise through Stein Mart s supply chain GS1 US formerly the Uniform Code Council GS1 is the global standards authority for item UPC and EAN and logistical numbering In addition to managing numbering assignments GS1 provides the retail industry guidelines for supply chain identification Every country has a regional organization and GS1 US is the non profit organization in the United States Stein Mart s carton label requirements are based on the guidelines from the GST General Specifications 9 0 For detailed information regarding GS1 Identification visit www gs1us org or www gs1 128 info GS1 128 Label Certification Stein Mart has selected Bar Code Graphics Inc as the third party testing agency to certify GS1 128 for compliance Vendors must submit label samples for each shipping location Ship point certification of label compliance is crucial towards achieving an efficient supply chain Label certification registration and testing information can be obtained at http steinmart symboltest com or by calling 800 662 0701 x310 Suppliers are encouraged to certify their GS1 128 label formats whenever software hardware or print material is change
36. corrected invoices M TDS Total Segment TDSO1 must show the correct TOTAL INVOICE AMOUNT Invoice header amount must equal sum of invoice detail REMINDER If no errors are generated from Stein Mart Invoices are uploaded into our AP system and are available for processing within 48 hours All ERROR generated Invoices rejected Invoices by Stein Mart must be corrected and retransmitted within two 2 business days If you have additional questions we suggest you refer to the 810 EDI Implementation Guide posted in the EDI portion of our vendor website http vendors steinmart com or contact EDI steinmart com FAILURE TO COMPLY WITH THE ABOVE REQUIREMENTS WILL RESULT IN DELAY IN PAYMENT OF MERCHANDISE 17 Packing and Shipping Requirements CARTON AND PACKING REQUIREMENTS 1 Stein Mart requires all cartons be packed by store unless specific authorization has been granted to do otherwise 2 Stein Mart does not permit master packing cartons All cartons must only contain product intended for a single store and cannot contain innerpacks unless required to prevent damage during transit This pertains to apparel only 3 Stein Mart requests vendors consolidate product into as few cartons as possible while not exceeding the conveyability guidelines detailed below Vendors should ship multiple styles and SKUs in the same carton provided doing so will not cause damage to the product being shipped All cartons must be PO specific 4 To ensure
37. d Sample Labels Portrait Format From To Acme Supplier Stein Mart Dist Center 952 123 A Street 757 DouglaSS Hill Rd Chicago 1160611 Lithia Springs GA 30122 Vendor 000000000000 Dept 999 Carton 1 of 1 LE 22 Landscape Format Te PO 40 56008 Stein enter 789 Vendor 000000000000 456 B pois De t db H Cart 1 91 0008 SSCC Stein Mart GS1 128 Label Format Segment Breakdown 23 ZONE A Title Height Width Characteristic Data Content Data Source Text Size ZONE B Title Height Width Characteristic Data Content Data Source Text Size ZONE D Title Height Width Data Content Data Source Text Size Zone Information for GS1 128 Labels SHIP FROM FROM 1 0 inch 25 4 mm 1 25 inch 31 75 mm Mandatory Vendor name and address of ship point Supplier 8 to 10 points SHIP TO TO 1 0 inch 25 4 mm 2 75 inch 69 85 mm Mandatory Stein Mart Distribution Center number and address The Distribution Center is retrieved from the routing map in the vendor portal Stein Mart 850 segment N1 Where field N101 ST field N104 will contain the number The address should be retrieved from the corresponding 816 data for that number 12 to 14 points TRADING PARTNER DATA Not Applicable 0 5 inch 25 4 mm 1 5 inch 38 1 mm Vendor Number Mandatory Stein Mart Department Number Carton Number i e Carton of __ Purchase Order number Stein Mart
38. d by six digits which is the unique identifier for your pickup If multiple route requests have the same load ID this indicates they have all been scheduled as a single pickup and will ship under a single master BOL Please always reference the load ID not the shipment ID in your correspondence to the carrier Bill of Lading Stein Mart s BOL Requirements Stein Mart requires the use of a VICS BOL for all shipments that are not parcel When using SmartRoute a BOL is generated for vendors to use as part of the routing process when the shipment has been booked We strongly urge that the master BOL provided by SmartRoute is used when shipping whenever possible If multiple vendors are being picked up under the same load ID from the same facility all freight for the load from all vendors must be on a single master BOL as shown on the BOL provided by SmartRoute If you are not using a SmartRoute BOL please ensure your BOL complies with the instructions below e VICS Standard Bill of Lading Form click here to view a sample BOL VICS Bill of Lading information and Form is available at http www vics org guidelines bol e Ship From Section Must contain the physical location you are shipping from e Ship to Section click here for a full list Y Ship to Name Stein Mart Inc v Address City State amp Zip v CID List the 3 digit SDC DC CC or Store Number Example 952 SDC e Special Instructions Section Y List the Load ID received on your R
39. d ticket providers 1 10 11 No piggyback tickets or ticket seeding The entire order must be ticketed Double check to ensure the correct tickets are attached to the correct merchandise Ensure tickets are correctly placed per guidelines Do not attach a vendor ticket in such a way which hides the Stein Mart ticket Do not use safety pins straight pins or other pins of any kind Stein Mart prohibits pins for all FOBs except folded dress shirts and folded woven sport shirts Do not attach Stein Mart tickets with loop strings around buttons or attach with pins or strings looped through buttonhole Strings are acceptable for vendor hang tags Where fabric damage is a concern swift attach ticket through sewn in label in the neck of in the waistband On merchandise with sizes imprinted in the neck tangles please refer to the website for correct ticketing location All labels which are applied directly to products such as metal paper china glass silver plastic or wood items must use a removable adhesive Ticket both the item and the package for boxed packaged merchandise which can be displayed sold both in out of packaging No Piggybacks are permitted For multi piece garments e g 2 piece 3 piece or 4 piece sets Top garment must be marked with 1 Full detail ticket that included the UPC and all other required data Every other piece in the set must be labeled with the of pieces in the set e g 2 piece 3 pie
40. e adequate protection during shipment Additional expenses charges or claims incurred as a result of deviation from the specified route non compliance with other business requirements or improper description of the shipment in shipping documents shall be Seller s responsibility Immediately upon shipment Seller is to notify Stein Mart advising of complete shipping and routing information 12 Vendor Code of Conduct Seller agrees to comply with all of the terms of Stein Mart s Vendor Code of Conduct as amended from time to time and as is available on Stein Mart s website Moreover Stein Mart will not knowingly accept Product which was manufactured using convict forced indentured labor or child labor or manufactured in violation of any applicable labor workplace safety or environmental law or regulation Should Stein Mart identify violations to any of the requirements in its Vendor Code of Conduct or this section Stein Mart retains the authority to cancel existing purchase orders suspend business activity until the issue is corrected or terminate the business relationship entirely Moreover each delivery of Products furnished hereunder constitutes a certification by Seller that w Seller is in compliance with Stein Mart s Vendor Code of Conduct x Seller has refrained from the direct or indirect use of forced labor or human trafficking y Seller shall conduct such regular announced independent 3rd party inspections as it reasonably
41. e hereof All time periods for determining payment due dates and availability of discounts commence with Stein Mart s receipt of the Products or receipt of an invoice whichever is later 3 Delivery Anticipation Seller shall deliver the Products within the time which is of the essence to such locations and in the quantities and at the prices specified in any document in which these Standard Terms are incorporated in accordance with Stein Mart s specifications as well as the sample approved by Stein Mart if any If Seller fails to comply with such requirements Stein Mart may in addition to any other rights or remedies cancel this order and be relieved of all liability for any undelivered portion Seller shall not unreasonably anticipate delivery by purchasing materials or manufacturing quantities in excess of what is reasonably required to meet Stein Mart s delivery schedule Products received in advance of Stein Mart s delivery schedule may at Stein Mart s option in addition to any other rights or remedies be returned at Seller s expense or be accepted and payment withheld until the scheduled delivery date Failure by Stein Mart to insist upon strict performance shall not constitute a waiver of any of the provisions of this order or waiver of any default 4 Risk of Loss The risk that Products may be lost damaged or delayed in transit shall be borne by Seller until actual receipt of them by Stein Mart in conformity with the terms of this order
42. ent of POE Containers All POE purchase orders must be preapproved by your Stein Mart merchant The vendor is responsible for complying with all Stein Mart shipping policies and procedures as described on Stein Mart s vendor website http vendors steinmart com These include but are not limited to the following Pw ON CE 9o ALL purchase orders MUST be packed by store labeled for SDC ALL merchandise MUST be floor ready with price tickets and approved hangers applied ALL cartons must have certified UCC128 carton labels All containers loads CL must be 40 Standard 40 High Cube or 45 Standard All containers must be loaded by SDC Multiple Containers If you have a full container load of merchandise for any one SDC please designate a specific container for that SDC Ex NYKU111111 SDC 952 NYKU222222 SDC 953 and 954 EDI 856 are to be sent to Stein Mart when the container s are fully released and available for pickup Stein Mart must be in possession of all container details Vendors must send an EDI 856 for each container LCL CFS freight is not permitted under this program EDI 856 must list freight pickup date DTM segment as the date the containers are fully released and available at the U S Port for pickup Vendors must follow the procedures below when planning to ship POE 1 2 4 The vendor remains the importer of record responsible for all forwarding activity related to the container such as visibi
43. f the route request notifying you the freight class entered does not appear to match the freight being submitted If you receive this warning please verify all of the information you entered is accurate and then proceed past the warning message to complete the request If you are unsure as to the freight class of your product this link http www freightquote com howtoship nmfc freight density aspx can assist in determining your freight class Lead Time Stein Mart requires vendors submit their route request in SmartRoute a minimum of two business days prior to the ready date of the freight A business day is a Monday through Friday between the hours of 8AM to 6PM EST Submissions after 6 PM EST will not be considered submitted until the following business day Please note the below listed Stein Mart Holidays are also not considered business days Your freight must be ready and available for pickup at the time your facility opens on the ready date provided in your route request Failure to be open or have the freight available for pickup at the time your facility opens on the ready date submitted in the route request will result in a Business Recovery Charge BRC in addition to your shipment possibly being removed from the applicable load and deleted from SmartRoute If your shipment is deleted from SmartRoute routing would then need to be re submitted in SmartRoute If your facility is not open for a full business day on the ready date your reques
44. g purchase orders suspend business activity until the issue is corrected or terminate the business relationship entirely Internal Accountability We require all Stein Mart associates to comply with all Human Resources standard operating procedures and complete an Annual Ethics Certification Should we suspect an associate has violated any of the policies contained in these documents we will investigate the issue and take appropriate action Violations by an associate may result in the dismissal of that associate Violations by our vendors will subject them to the enforcement provisions discussed above in the section titled Certification Requirements Training Stein Mart provides periodic training to its Merchandising Buying associates on a number of issues aimed at equipping them with the necessary knowledge to reinforce to suppliers the importance of positive factory labor practices Stein Mart believes educating as 11 Gifts and Gratuities We appreciate the business relationship which we have with your company and we value the integrity and transparency of the partnership We believe gifts however well intended can create the potential for or perception of conflicts of interests It is therefore our policy to prohibit the exchange of gifts having greater than a nominal value 50 00 between our vendor partners and our associates Of course participating in business related functions including the acceptance of lunches other
45. ghts and remedies in law and equity in addition to those specially listed in this offer 10 Non assignability Seller shall not assign or sublet the work to be done hereunder without the prior written consent of Stein Mart but this provision shall not restrict Seller in the procurement of component parts or materials If this order shall be terminated for Stein Mart s convenience Stein Mart s liability to Seller with respect to such parts or materials shall not exceed the amount for which Seller would be liable to its supplier or suppliers if such liability were determined on the basis of paragraph 13 hereof 11 Packing and Shipping All items shall be suitably packed marked conspicuously with Stein Mart s purchase order number and labeled and shipped strictly in accordance with Stein Mart s packaging and shipping instructions and EDI requirements which are posted on the Stein Mart Supply Chain Vendor Portal https vendors steinmart com Pages landing aspx As these requirements may be updated from time to time it is the sole responsibility of the Seller to review these requirements prior to shipping to insure compliance with all Stein Mart business requirements Stein Mart shall have the right to route all shipments No charge shall be made to Stein Mart for packaging boxing or cartage unless separately itemized on the face hereof Seller shall be liable to Stein Mart for any loss or damage resulting from Seller s failure to act so as to provid
46. h the Organization for Economic Cooperation and Development OECD current guidelines within their supply chain seek to determine the chain of custody and origin of the conflict minerals Due diligence includes developing policies and management systems to use DRC Conflict Free minerals including making these requirements apply to their direct vendors and sub tier vendors and requiring them to do the same with lower tiers of vendors iii Make commercially reasonable efforts to comply with information requests on the source and origin of conflict minerals in the parts components or materials provided to Stein Mart This includes completion of the EICC GeSI Electronic Industry Citizenship Coalition Global E Sustainability Initiative conflict minerals reporting template iv Maintain chain of custody data for five years and provide the same to Stein Mart upon request At this stage of the process we have focused our efforts on surveying and educating our vendors regarding the initiatives detailed above Stein Mart will continue to work with any non responsive non compliant vendors with the intent to reach full compliance by the end of 2015 Following this initial period Stein Mart intends to seek remedies for non compliance with this policy These remedies may include i Issuance of Business Recovery Charge due to a vendor s failure to respond to inquiries or provide necessary documentation ii Notification of Stein Mart Conflict Minerals Policy vi
47. ier will contact the vendor to schedule the pickup appointment Vendor must call the carrier to schedule the pickup 888 754 3140 ext 6 972 974 8903 602 606 6458 806 224 7340 West Coast 310 605 3777 East Coast 201 863 3200 East Coast 201 863 3200 steinmart jbhunt com Matt _Phillips jbhunt com steinmart knighttrans com JXE landstar agent com 800 847 2728 1 800 765 7242 Option 1 920 592 7846 678 348 8310 1 800 637 7335 800 858 8815 570 348 1155 mary obelinas roadscholar com steinmartgroup schneider com snisteinmartgroup schneider com steinmart swifttrans com 40 Transcarriers UPS Ground US Xpress SWIF TCAR USXI RDWY Intermodal Truckload Parcel Truckload pickup appointment Carrier will contact the vendor to schedule the pickup appointment Carrier will contact the vendor to schedule the pickup appointment Vendor ships UPS Ground to the appropriate SDC via UPS Consignee Billing Carrier will contact the vendor to schedule the pickup appointment Vendor must call the carrier to schedule the pickup 864 968 7602 800 456 8227 UPS Consignee Billing 1 800 354 7527 423 510 3869 800 257 2837 greerimc swifttrans com dmarsh transcarriers com steinmart usxpress com 41 Retail Industry Partners e HighJump Website http www highjump com HighJump Software is a global provider of a ful
48. inally click on Ship Now and follow the prompts from there If you have any technical problems while processing this please contact UPS Technical Support at 1 877 289 6418 If you have any questions about these instructions please contact UPS Consignee Billing at 1 800 354 7527 Page 47 Please visit our vendor website at http vendors steinmart com to ensure you are referencing the most recent version of this document Business Recovery Charges BRCs January 7 2014 Number CN Descrip Descriptions Violation Minimum n N Missing ASN Carton ID not found on ASN at Time of Receipt NA 5 00 Carton Real ASN Timeliness ASN Late Received after 11 00 am EST the business day following freight pickup NA 3 00 Carton Actual SKU Qty LESS than ASN Qty NA 5 00 Carton RCO2 ASN Accuracy Actual SKU Qty MORE than ASN Qty NA 5 00 Carton Inaccurate ASN NA 1 00 Carton RCO3 Carton Labels Carton Label Missing Invalid NA 5 00 Carton nea Parcel Shipment Vendor Shipped Via Parcel Carrier without Stein Mart Authorization Full Freight 20 20 Missing authorization code in UPS REF Field 1 for Store Direct NA 150 150 RC05 Did Np Submit Vendor Failed to Submit a Request for Routing Via SmartRoute Full Freight 20 350 Routing Request RCO6 Early Shipment Vendor shipped
49. intermodal carrier there may be additional vendor facilities scheduled for pickup on the same load trailer Your routing instructions will indicate if your truckload or intermodal load has multiple pickups In the Stop Details section it will indicate the total number of stops Below are example screen shots Especially in the instance of multiple pick loads it is imperative your freight is loaded high and tight in the truck and only what was routed on a truck is shipped so as to ensure all stops fit on the truck Shipping more or less than was actually routed or failing to load high and tight will result in a BRC for the cost incurred plus a 2096 violation fee Any loading delays may also result in a BRC as it can force a subsequent stop vendor to miss entirely Multi pick Load Example Carrier Contact Stop Details Please see the Vendor News Portlet for the Carrier Contact Pickup 2 of 3 Load high and tight Information Single pick Load Example Carrier Contact Stop Details Stop 1 of 1 Please see the Vendor News Portlet for the Carrier Contact Information 35 Loading Requirements All freight must be submitted in the route request as floor loaded excluding POs for departments that begin with an 8 please see chart at right of section If aPO for a department not beginning with an 8 is submitted in the route request as palletized the shipments will be deleted and the POs will have to be re submitted as floor loaded Ple
50. irts but plastic or cardboard collar inserts are permitted Tissue paper or other material placed INSIDE garments e g in pockets sleeves in between folds or wrapped around hangers will fall off while garment is on selling floor except for minimal tissue permitted to protect leather and velvet products Note use tissue between packages as necessary to protect packaging from sticking and damage during transit Plastic or other coverings on buttons or other embellishments except only as necessary to protect Protective packing cannot be easily removed in one motion Example poly bags covering garment should be perforated so they easily pull away Plastic and cardboard protecting merchandise such as handbags or luggage requires scissors or knives to remove If a vendor cannot meet any of the recommendations in this document please contact Stein Mart Vendor Compliance at vendorcompliance steinmart com Tickets and Hangers Stein mart requires all product be shipped Floor Ready meaning Ticketed with Stein Mart Approved Tickets and on Stein Mart approved Hangers Stein Mart does not mandate a specific source from whom our vendor must obtain hangers Tickets must be obtained from either Avery or Fineline via their web site It is the vendor s responsibility to 19 ensure tickets are accurate and scan correctly Vendors shipping product with inaccurate tickets whether in the human readable or bar coded fields will be subject
51. l suite of supply chain management software that streamlines the flow of inventory and information from supplier to store shelf HighJump supply chain management software manages the flow of inventory and information from supplier through manufacturing distribution and EDI solutions all the way to direct store delivery HighJump solutions are designed to meet market and customer requirements in industries such as 3PL logistics services provider aerospace and automotive food and beverage consumer packaged goods CPG healthcare high tech manufacturing retail and wholesale industrial distribution e MercuryGate Website http www mercurygate com MercuryGate International s mission is to create transportation management system TMS solutions that are the perfect marriage of new technology and real world dynamics We believe in speed to market speed to implement and speed to integrate That s the MercuryGate way e The National Motor Freight Phone 703 838 1810 ext 3170 Email interpretations nmfta org Web Site www nmfta org The National Motor Freight Classification TM NMFCTM is a standard that provides a comparison of commodities moving in interstate intrastate and foreign commerce It is similar in concept to the groupings or grading systems that serve many other industries Commodities are grouped into one of 18 classes from a low of class 50 to a high of class 500 based on an evaluation of four transportation characteristics
52. lity customs clearance tariffs duties and any other related fees associated with the container Stein Mart should be listed as the Third Party billing address on the Delivery Order DO with the address of 1200 Riverplace Blvd Jacksonville FL 32207 Stein Mart will take possession of containers once they have cleared customs all charges paid and available for pickup at a preapproved US port For a container to be considered available there must be at least 3 business days availability prior to the LFD it must be in an opened area of the yard mounted on a chassis with available pick up appointments Vendors will be responsible for any additional cost incurred as a result of availability issues or port delays The below dray management providers may be assigned to pick up your container The assigned dray carrier will be listed in Yusen s Update Container Events portal generally a week prior to the vessel s arrival and should be listed as the consignee on the Delivery Order DO Dray Providers California Cartage Company F S Distributing Company FNSD Maggie Diaz 323 269 0525 mdiaz fsdist com National Retail Transportation NART East Coast Operation Sandra Circonciso 201 330 1900 ext 3511 sandra circonciso nrsonline com West Coast Operation Customer Service 310 605 3777 ext 7825 or 7823 LA Imports nrsonline com Yusen Logistics Americas YLAT Patricia Tricia Timmons 904 538 2366 jacksonvilleimdl us yusen logistics
53. meals or gifts of food to be shared with other department members is a normal and permissible practice We respectfully ask for your cooperation with this policy and know that by doing so you will continue to foster the fair business practices which have served both of our organization well Vendor Samples Please be advised Stein Mart does not pay ANY costs related to vendor samples This includes the samples and the costs associated with shipping If shipped incorrectly freight for samples sent UPS consignee billing will be charged to the vendor with an additional violation fee of 20 of freight or 20 00 minimum per shipment All other invoices for samples and or the costs incurred from their shipment will be rejected by our Accounts Payable Department If you wish to have your samples returned you must supply a valid Federal Express or UPS account number and current mailing address Any address correction fees will be billed back to the vendor Any samples received without the above information will be donated to charity 12 Electronic Data Interchange EDI Stein Mart requires ALL vendors be compliant on the following EDI documents 810 Invoice 850 Purchase Order 856 Advanced Shipping Notice 860 Purchase Order Change 816 Store Address File Optional A listing of Store Addresses with SDC assignments is available at http vendors steinmart com 997 Functional Acknowledgement To view or download Stein Mart
54. nating bundles ONLY if necessary to prevent crushing and reduce shifting of contents Delicate items should be placed on top to prevent crushing 7 Do not overpack or underpack cartons 8 Do not attach tops and bottoms of 2 piece garments using 2 hangers bound with rubber bands or otherwise Attach hangers only by locking the coordinating loop of bottom hanger through the loop of the top hanger UNNECESSARY MATERIALS Stein Mart recognizes some packing and or protective material on products may be necessary to ensure goods reach the selling floor intact However the use of excessive material causes considerable waste and additional expense and is prohibited Stein Mart asks vendor do not use the following 1 vw P wn 10 Safety pins straight pins or pins of any type for any reason in any category of merchandise except folded dress shirts and folded woven sport shirts Size indicators of any type on HANGERS except men s suits sports coats and infants children s Tiebacks or clips of any type in any category of merchandise Do not use foam coverings or foamies on sleeveless merchandise Removable insets foam cloth or otherwise on bottom hangers except only as necessary to protect leather velvet beaded embellished and fine gauge fabrics Inserts except one piece of tissue or one piece of cardboard for folded sweaters for moisture absorption and stability and cardboard inserts for folded dress woven sport sh
55. ng Beach Savannah the vendor must have prior approval and contact transportation steinmart com for routing instructions Vendors must ensure compliance with the guidelines above Any non compliance with the guidelines may result in business recovery charges and or refusal of purchase order s Page 46 Please visit our vendor website at http vendors steinmart com to ensure you are referencing the most recent version of this document Direct to Store Shipments October 2014 All direct to store purchase orders must be preapproved by your Stein Mart merchant Direct to store PO s will list Stein Mart Inc stores in the following two segments 1 2 Ship To Party N101 ST Mark For Location N101 Z7 How to Ship UPS Consignee Billing On the Internet All POs written direct to store will ship UPS Consignee Billing One of the perks of Consignee Billing is that it does NOT REQUIRE the Stein Mart account number For more information on how to ship consignee billing please follow the instructions below 1 d DoM OY UT E Go to www ups com and log in with your User ID and password If you are new to our site click on Register which is on the top right of the screen If you are already registered please skip to Step 7 Once you have logged in click on My UPS at the top right corner of your screen The screen that appears is separated into four groups The first one on the left side is Manage My UPS Inside this box
56. ng the COD Amount agreed or declared value of the property as follows Fee Terms Collect Prepaid D Customer check acceptable E NOTE Liability Limitation for loss or damage is this shipment may be applicable See 49 U S C 14706 c 1 A and B accepted for him herself and his her assigns RECEIVED subject to individually determined rates or contracts that have been agreed upon in writing between the carrier and shipper if applicable otherwise to the rates classifications and rules that have been established by the carrier and are available to the shipper on request The shipper hereby certifies that he she is familiar with all the terms and conditions of the NMFC Uniform Straight Bill of Lading including those on the back thereof and the said terms and conditions are hereby agreed to by the shipper and freight and all other lawful charges The carrier shall not make delivery of this shipment without payment of Shipper Signature SHIPPER SIGNATURE DATE This is to certify that the above named materials are properly classified packaged marked and labeled and are in proper condition for transportation according to the applicable regulations of the DOT Li Li Trailer Loaded Freight Counted By Shipper a By Shipper By Driver pallets said By Driver to contain By Driver Pieces O CARRIER SIGNATURE PICKUP DATE Carrier acknowledges receipt of packages and required placards
57. ng to Stein Mart shipping guidelines as outlined on our vendor website http vendors steinmart com Freight charges must be billed by the carrier Paper invoices must be mailed in one envelope as opposed to one invoice per envelope Do not staple invoices together or staple invoices to envelopes Invoice details must include the following The Bill To or Sold To address should be Stein Mart s corporate PO Box address shown above The Ship To address must show the purchasing store s number and address Distribution Center number and address may be shown in the Mark For field Valid Stein Mart purchase order number 9 digits and merchandise department number 3 digits Vendor name corporate address phone amp fax number remit or payment address If invoice is factored this must be clearly indicated sticker stamp or printed on each invoice One unique up to 10 digits numeric invoice number for each invoice The invoice number MUST appear on each page of a multiple page paper invoice and the invoice number MUST NOT recycle within a minimum of 12 months For multiple invoice pages indicate total cost on last page only Invoice date MUST be the same date as your date of shipment unless otherwise negotiated The Merchandise AP Department will not accept any post dated invoices or invoices prior to shipment Ship via PRO or BOL number ship weight and number of cartons by purchase order for each shipment Total units
58. olation and our intent to terminate the business relationship within 90 days if not corrected iii Suspension of business activity until Stein Mart is assured the vendor or its contractor has corrected the issue and taken all necessary action to prevent future violations iv Termination of the business relationship including the cancelation of all existing contracts and or purchase orders v Report illegal activity to the appropriate authorities 14 Venue Applicable Law The rights obligations and remedies of the parties specified under this Agreement shall be interpreted and governed in all respects by the laws of the State of Florida without reference to principles of conflicts of law All legal actions arising out of or connected with this Agreement must be instituted solely in the Circuit Court of Duval County Florida or in the Federal District Court for the Middle District of Florida and all parties hereto do hereby agree to submit to the exclusive personal jurisdiction of such courts Vendor Code of Conduct Stein Mart is committed to conducting all business affairs in a socially responsible manner adhering to all legal requirements and standards of the countries and states in which we do business We insist our vendor partners share this commitment Therefore the following requirements are Standard Terms and Conditions of Purchase for all current and future vendor partners For the purposes of this document the term Vendor partners
59. on the cube that was routed for your pickup If your cube is 1 100 cubic feet or less i e 1 3 of a truck it must be completely loaded within 1 hour of the driver s arrival to your facility If the routed cube is between 1 100 cubic feet to 2 200 cubic feet 2 3 of a truck it must be completely loaded within 1 1 2 hours of the driver s arrival to your facility Anything larger than 2 200 cubic feet must be completely loaded within 2 hours of the driver s arrival to your facility Changes to Route Requests Once a PO has been routed Stein Mart will begin to optimize the load to determine the most cost effective method to transport the freight Any changes including ready date cartons weight cube location POs or cancellations to a route request after submission impact this optimization and are subject to a BRC regardless of whether routing instructions have been sent Obtaining a PO ship window extension does not qualify as an exemption from these charges If a change or cancellation must be made after submission you must immediately email routing steinmart com listing the shipment ID load ID and associated changes ready date units cartons weight and cube by SDC by PO At Stein Mart s determination the shipment ID may be removed from the load or cancelled entirely based on the situation and the vendor may be held responsible for the associated costs and or violation fees Vendors are not able to make the change themselves to the
60. on the collective energy and contribution of every Associate We want you to find value and fulfillment from your job and our goal is to create work environments where motivated Associates can reach their highest potential We Celebrate Our Differences Each and every Associate is a valued contributor and is very important to helping us achieve our goals We respect every individual and believe that our differences help make us stronger as a company We value each person s unique contributions and seek to create an environment where everyone has the opportunity to develop and fully use their talents We Support Our Communities We feel it is important to give our Associates and Customers opportunities to support the communities we serve and in which we live We feel strongly about giving back to our communities through corporate citizenship We Build Partnerships Ultimately we strive to create an environment that allows us to build strong partnerships with Associates Customers Vendors Shareholders and the communities we serve We continually look for ways to improve and provide greater value for our customers and greater returns to all of our stakeholders The Vendor Standards Manual Stein Mart values our partnerships with the vendor community and understands building and maintaining these relationships demands clear communication of our business requirements This manual is intended to guide our vendors in understanding the requirements
61. ons 7 5 inches in height and above SSCC 18 Bar Code Must cover this band and label must always be in bottom left Landscape label Placement on cartons 7 5 inches in height or less 28 Routing Requirements IMPORTANT Please visit vendors steinmart com for a link to SmartRoute Stein Mart s Transportation Management System Within the link you will find important information regarding the process to route shipment using the SmartRoute tool Getting Started Stein Mart requires all purchase orders POs excluding POE FCA and direct to store POs must be routed through Stein Mart s Transportation Management System TMS SmartRoute This requirement applies regardless of the size of the purchase order Excluding FCA approved orders all POs must be routed and shipped from a US Domestic location Initial Setup In order to obtain access to SmartRoute you will need to complete the SmartRoute Vendor Setup Form available at vendors steinmart com through the SmartRoute Registration Link This form must be completed for each new user or location that needs to be set up in SmartRoute If a location is missing from SmartRoute at the time you begin routing it is not acceptable to route with the incorrect location and then request an adjustment to the address upon completion Since the forms can take up to two business days to process please ensure all users and locations are submitted for set up at least a week before the start
62. or UPC or Model number You must return the type of merchandise identifier sent to you Ensure your remit to information matches your historical remit to address Address changes must be submitted in writing to Accounts Payable See Accounts Payable section of this guide Vendor number must match the PO for which you are billing vendor number is transmitted on the 850 document in the REFO2 of the IA in order to be processed for payment The EDI Administrator will check the document for mapping errors and the Accounts Payable Manager will check the integrity of the data Once the document has been approved by A P Manager you will be notified as requested to switch to Production Mode Please use live data only Although the 810 test will not be processed as production live data is necessary to get accurate results for testing While in test mode continue to send hard copies of invoices to avoid any invoice processing delays You will be notified via e mail or phone if there are any problems or errors in your invoices while testing and in production 850 Purchase Order 13 The Terms and Conditions of Purchase Orders apply to all purchases Any deviation from these standard Terms and Conditions must be obtained IN WRITING prior to the acceptance of the order Vendors must accept PO s which are transmitted via EDI Please do not rely on paper orders phone orders worksheets or verbal commitments without a valid EDI Vendors
63. ost 350 150 50 Freight for Multiple Request Ready Date Consecutive Business Days Consecutive Business 20 350 RC14 Shipping Consecutive Days days Full Freight for Multiple Incompatible Requests for Same Business Day Additional Trucks 20 350 Required As a Result Shipped to Incorrect Stein Mart Facility Full Freight 20 350 Shipped Freight Using Incorrect Stein Mart Carrier Full Freight 20 350 Shipped Freight Using Unauthorized Carrier Live Unload NA 350 350 Inaccurate Loading Method Failure to Palletize Depalletize or Floorload Full Freight 20 350 ul Failure to build pallets to minimum 6 foot height NA 350 350 Deviation From RC15 Routing Failure to Confirm Pickup Appointment NA 350 350 LTL Failure to Load All Freight Unauthorized Excess Freight Full Freight 20 350 TL Failure to Load All Freight on Provided Truck Unauthorized Excess Freight Added to Full Freight 20 350 Truck Ready date Multi Stop Failure to Load All PR Unauthorized Excess Freight Freight for of Capacity 20 350 RC16 Lead Time Vendor Failed to Allow 2 Business Days for Routing Prior to the Freight Ready Date NA 100 100 Vendor Freight Exceeded Max Daily Facility Capacity NA 350 Load 350 PO Number and Breakout by SDC Not Listed on BOL NA 150 150 Incorrect BOL RC21 information Incorrect PO Number Listed on BOL NA 150 150 Incorrect Destination Address Listed on BOL Full Freight 20 150 Rc2 Load ped ae Load ID Not On BOL in Special Inst
64. outing Instructions from Smart Route in the Special Instructions section of the BOL using large and bold font Listing the load ID in the CID SID customer account number or any other field instead of the Special Instructions is not acceptable Y List contact name telephone number and fax number in case of a refusal e Bill of Lading Number Section List the VICS BOL number which may be the Stein Mart load ID e Standard Carrier Alpha Code SCAC amp Pro Number Section Y List the carrier s 4 character SCAC click here for a full list v The carrier will fill in the PRO e Freight Charge Terms Section click here to review Stein Mart s freight terms e Customer Order Information Section Customer Order Number List each Stein Mart 6 digit master PO broken out by SDC contained in the shipment You may not state See attached and attach underlying documents PKGS List the carton count for each PO listed Weight List the total pounds of all the cartons for the PO listed Grand Total List the total carton count and total weight for the shipment Commodity Description List a Description of the Goods in the shipment LTL Only List the proper National Motor Freight Classification NMFC NMFC Interpretations Department Phone 703 838 1810 ext 3170 Web Site www nmfta org S SSR Vendor assumes liability for shortages where PO numbers are not itemized on the BOL Form 32 e Shipper Signature Date The shipper must sign and date the BO
65. parate SmartRoute routing requests for floor loaded freight and palletized freight 36 Loading Time Frame Freight must be ready at the time your facility opens on your selected ready date For LTL pickups vendors must start loading the driver within 15 to 30 minutes of the driver s arrival to the vendor s facility Failure to start loading the driver within this window of arrival will result in the driver being pulled from the facility The vendor will then be responsible for notifying routing steinmart com of the failure to ship as scheduled and will need to contact the carrier to confirm re scheduling for the following business day Stein Mart will issue a BRC for failure to ship on the provided ready date and the vendor will be held responsible for any late shipment charges incurred as a result of the delayed pickup It is not an acceptable option to notify the carrier the freight will not be ready at the time your facility opens on the ready date provided Once the freight has started to be loaded all LTL pickups should be completely loaded within 45 minutes of the driver s arrival to your facility not 45 minutes from when loading is started The longer it takes your company to load the 8 pallets or fewer routed for the pickup the more imperative it is that loading begins as soon as the driver arrives at your facility i e driver waits 15 minutes prior to loading starting 30 minutes are remaining for the loading of the pallets As
66. previous route request nor should they submit a second corrected route request unless directed to do so by Stein Mart It is also not an option to ship against the same load ID multiple times if everything wasn t shipped during the first pickup as scheduled 37 Claims and Conditions e Unless prearranged all shipments are tendered to carriers as Shipper Load and Count e Vendors are required to load all less than truckload LTL and truckload TL shipments Noncompliance may result in a Business Recovery Charge BRC e Receipts will be reconciled at Stein Mart consolidation centers distribution centers or store distribution centers If a carton is over short or damaged Stein Mart will reserve the right to deduct the cost value of the carton s if short or damaged or refuse the carton if shipped over the specified quantity on the BOL Commercial Zone A Commercial Zone CZ recovery charge is a deduction issued for those vendors who ship within the surrounding area of our consolidation centers CC to the commercial zone facility Within the CZ vendors will ship consignee to the Stein Mart facility Stein Mart will pay the freight expense at our pre negotiated discounted rate This discount is then given to the vendor through the Commercial Zone deduction Therefore these deductions are not a result of an error Vendors shipping from the following areas will incur a Commercial Zone deduction North Bergen NJ 064 066 068 079 0
67. prior to the NOT BEFORE date NA 5 Cost of Goods Shipped Early RC07 Late Shipment Vendor shipped after the NOT AFTER date NA 10 Cost of Goods Shipped Late Incorrect Placement of POS Ticket NA 40 Unit POS Ticket Missing NA 40 Unit Compare Price does not match Item Master NA 40 Unit RC09 Ticket Retail Price does not match Item Master NA 40 Unit Wrong POS Ticket Type NA 40 Unit Invalid Ticket Barcode NA 40 Unit Ticket Description does not match item NA 40 Unit Hanger Missing NA 50 Unit RC10 Hanger Hanger Broken NA 50 Unit Wrong Hanger Type NA 50 Unit Hanger with Black Hook NA 50 Unit Clear Hanger NA 50 Unit RC11 Hanger Seeded Hanger Seeded in Carton instead of Item Hung on hanger NA 0 35 Unit Loading Exceeds 2 Free Hours NA 100 HR 25 RC12 Detention TONU TL Freight Not Ready at Pickup Appointment NA 350 350 Multi Stop Freight Not Ready at Pickup Appointment Exceeding Loading Time Requirements Freight for 6 of Capacity 2096 350 Largest Carton Dimension Not Provided in Special Instructions NA 150 150 Incorrect User Contact or Facility Contact NA Pre Opt 150 Post Opt 350 150 Incorrect Cartons Units Weight Cube NA Pre Opt 150 Post Opt 350 150 acis Incorrect Shipment Not Authorized to Ship on Pallets NA Pre Opt 150 Post Opt 350 150 Details Incorrect Freight Class NA Pre Opt 150 Post Opt 350 150 n 7 Incorrect Ready Date iig ad 20 ih Incorrect Origin Address NA Prior 150 P
68. r without liability to Seller except for conforming shipments previously accepted by Purchaser in the event Seller shall cease to exist or become insolvent or the subject of bankruptcy or insolvency proceedings or shall commit a material breach in the performance of any part of its obligation hereunder 8 Intellectual Property Warranty Indemnity Except to the extent Products are ordered in accordance with a design specified by Stein Mart Seller warrants that the sale or the use of the Products furnished hereunder will not infringe or contribute to infringement of any patent copyright trade secret trade name trademark trade dress or any other proprietary right of another in the United States or elsewhere or subject Stein Mart or its customers direct or indirect to royalties in the United States or elsewhere and Seller shall indemnify Stein Mart its successors and assigns and its customers whether direct or indirect against any and all losses damages and expenses including attorneys fees and other costs of defending any action which they or any of them may sustain or incur as a result of an actual or alleged breach of this warranty 9 Remedies Seller shall be liable for all damages direct and indirect resulting from the breach of any of the terms and conditions contained on this offer No waiver of a breach of any provision of this contract shall constitute a waiver for any other breach of such provision Stein Mart reserves all ri
69. re field N101 Z7 field N104 will contain the number BAR CODE SPECIFICATIONS Bar code symbology Height X Dimension Quiet Zone Bar Code Print Quality GS1 128 1 00 inch 25 4 mm minimum 0 0196 inch 508 mm minimum 0 25 inch minimum Each Quiet Zone preceding and following the bar code Minimum ISO ANSI grade of C with 10 mil aperture 25 ZONE H Title Height Width Characteristic Data Content Data Source Text Size Zone Title Height Width Characteristic Data Content Data Source FINAL DESTINATION TEXT Not Applicable 1 5 inch 76 2 mm recommended 1 5 inch 38 1 mm Mandatory The 3 digit final destination Stein Mart store number A 5 digit unit number is transmitted on the 850 Purchase Order so only the last 3 digits is printed in this zone Example Unit Number transmitted in 850 of 00123 would be printed as 123 Stein Mart Store number Stein Mart 850 segment N1 Where field N101 Z7 field N104 will contain the number 36 to 72 points SERIAL SHIPPING CONTAINER CODE SSCC 1 5 inch 38 1 mm 4 0 inch 101 6 mm Mandatory Serial Shipping Container Code SSCC 18 generated by the shipper Note Per GS1 Guidelines an SSCC 18 number shall not be reallocated within one year of the shipment date BAR CODE SPECIFICATIONS Bar code symbology Height X Dimension Quiet Zone Bar Code Print Quality GSI 128 1 25 inch 31 75 mm minimum 0 0196 inch 508 mm minimum
70. regard the warning message as there is a delay between when a purchase order is updated and when the update reaches SmartRoute If aready date outside of your ship window was selected during the route request you must notify your Stein Mart buyer ofthe violation of the purchase order s ship window Your route request will then be placed in a Vendor Compliance queue for approval Vendor Compliance will reach out to your Stein Mart buying team and confirm ifthe purchase order should be allowed to ship If the buyer allows the freight to be shipped it is at the buyer s discretion whether the associated early or late shipment BRC will be issued for the non compliance If the buyer determines to cancel the purchase order the shipment will be deleted from SmartRoute Shipping Frequency In order to reduce transportation costs and maintain an efficient flow of merchandise through Stein Mart s network vendors or the third party providers shipping on behalf of vendors may not ship on consecutive business days to any of Stein Mart s facilities Please note shipping on Friday and Monday is shipping on consecutive business days The only exception to this will be for vendors who coordinate truckload shipments with Stein Mart Transportation and need consecutive days to ship because of capacity constraints A BRC may be issued to vendors who do not comply If your company has multiple POs with overlapping ship dates please ensure all freight is available to
71. ructions Section NA 350 350 RC23 POE FOB POE FOB Failure to Provide 3 Business Days Notice and Documentation NA 350 Container 350 Container RC24 SmartRoute Setup Failure to Submit New SmartRoute Vendor Users or Locations Setup Forms 3 Business Days NA 150 150 Forms Prior to Requesting Routing Page 48 Please visit our vendor website at http vendors steinmart com to ensure you are referencing the most recent version of this document January 7 2014 Thank You For taking the time to review the Vendor Standards Manual If you have any additional questions please feel free to send an email to vendorcompliance steinmart com Page 49 Please visit our vendor website at http vendors steinmart com to ensure you are referencing the most recent version of this document
72. s staples or string around exterior of shipping container carton 10 Do not shrink wrap multiple cartons together as one shippable carton because they may become separated 11 No metal or tape may be used to bundle hangers within cartons 12 Small items must be packed so items are not concealed within a carton 13 Stein Mart encourages the use of environmentally friendly recyclable and or biodegradable packing materials whenever possible 14 There must be a GS1 128 shipping label on each carton Vendors may use additional internal labels as long as they do not interfere with in the GS1 label See Below 18 Wrinkle Prevention 1 Cover each hanging or folded garment with a clear dry cleaning style plastic 1 mil perforated bag ONLY if necessary to prevent wrinkling or soiling Bags are not otherwise required If merchandise is covered in plastic hanger hook must be exposed 2 Pack merchandise flat lengthwise in cartons If merchandise must be folded use only one fold on the bottom of the garment 3 Lay garments front side facing up Close all buttons zippers hooks to prevent wrinkling or damage 5 Bundle hangers with string twine or rubber bands to prevent shifting ONLY if needed to prevent wrinkling Do not use metal or tape Alternate top and bottom carton placements approximately every 6 hangers to eliminate excess bulk maximize capacity of cube and prevent shifting Place cardboard or tissue between alter
73. s EDI Mapping Documents please select the corresponding link above EDI Providers Stein Mart conducts business with vendors of all sizes having a variety of technological capabilities With this in mind Stein Mart enables our vendors the option of using their own in house EDI systems or partnering with any a party EDI provider of their choice For those vendors who may not currently have EDI capabilities Stein Mart has negotiated a low cost web based EDI solution with eZcom A link containing information about eZcom can be found on our vendor website http vendors steinmart com under EDI or by contacting them at 1 877 765 3564 EDI Testing Stein Mart has contracted the DiCentral to conduct all EDI testing relating to new vendor set up A link containing information regarding the DiCentral EDI certification process can be found on our vendor website http vendors steinmart com under EDI 810 Invoicing EDI invoices are for merchandise only All other charges freight insurance etc should be billed via separate invoice to our Accounts Payable or Transportation departments See the Accounts Payable section of this manual for more information and addresses All items on the 810 Mapping Guide with an M are mandatory and can only be waived by the Merchandise Accounts Payable A P Manager If this information is not sent your invoices will not be processed for payment until they are corrected Detail Merchandise Identifier should be SKU
74. st com Carrier will contact the Heartland vendor to schedule the Express HAEI Truckload pickup appointment 877 351 7481 svulysteke heartlandexpress com 39 JB Hunt JB Hunt Dedicated Knight National Retail Transportation National Retail Transportation New England Motor Freight Oak Harbor Freight Lines Inc Road Scholar Bis Swift SWFT Truckload Carrier will contact the 864 968 7659 vendor to schedule the Schneider Dedicated Southeastern Freight Lines HJBI Truckload Truckload Truckload Truckload NART NEMF OAKH Intermodal L L L 1 L TL TL TL L TL TL Carrier will contact the vendor to schedule the pickup appointment Carrier will contact the vendor to schedule the pickup appointment Carrier will contact the vendor to schedule the pickup appointment Carrier will contact the vendor to schedule the pickup appointment Carrier will contact the vendor to schedule the pickup appointment Pickup appointment will not be scheduled Carrier will pickup freight on the ready date provided during the origin s hours of operation Vendor must call the carrier to schedule the pickup Vendor must call the carrier to schedule the pickup Carrier will contact the vendor to schedule the pickup appointment Vendor must call the carrier to schedule the pickup Carrier will contact the vendor to schedule the pickup appointment Carr
75. t may be pushed to the following business day SmartRoute will assist in ensuring you provide the minimum two business days notice when submitting a route request by automatically defaulting the ready date to two business days in the future Please note this default ready date will need to be adjusted if you are routing after 6 PM EST or at the time of a Stein Mart holiday as the system will not add the extra day s necessary to take these scenarios into account 2 Business Days Prior to The Ready Date Stein Mart Holidays Request Received BY Ready Date Memorial Day Thursday 18 00 EST Monday Independence Day Friday 18 00 EST Tuesday Labor Day Monday 18 00 EST Wednesday Thanksgiving Tuesday 18 00 EST Thursday The Day After Thanksgiving Wednesday 18 00 EST Friday Christmas Eve Please note Stein Mart holidays are not Business Days Christmas Day New Year s Eve New Year s Day When Christmas Eve or New Year s Eve falls on a Saturday or Sunday there will be no holiday observed Although we require the two business days notice prior to your shipment s ready date SmartRoute will allow you to submit with only a single business days notice prior to your ready date Excluding in the instance of routings after 6 PM EST or during Stein Mart holidays as outlined previously SmartRoute will trigger a warning message which you will have to confirm in order to route with the single business day We will attempt to schedule your pickup with the
76. than the ready date provided in the route request will not result in a BRC for shipping on consecutive business days Cubic Feet Calculations The Cubic Feet Calculation Tool has been created by Stein Mart to aid vendors in calculating the cubic feet of their shipment Cubic feet is calculated by multiplying the length x width x height of your cartons in inches and then dividing the total by 1 728 It is imperative the cube you submit is completely accurate as the cube plays a large role in the determination of routing Please note all cube information must be provided in cubic feet any alternative units of measure are unacceptable 31 To use this tool please visit http vendors steinmart com sites SupplyChain UserAuthPages Calculator aspx Routing Instructions Routing instructions will be sent for each shipment to the user and location contacts provided at the time the route request was submitted Routing instructions will generally be sent during the business day prior to the ready date selected in your route request Please ensure routing steinmart com transportation steinmart com t steinmart com and tms steinmart com are marked as safe senders in your system so that the email is not marked as junk or spam The route request will list the load ID the shipment was booked for pickup on the destination for the load the date of the pickup the assigned carrier and any special instructions A load ID is an ID starting with SM followe
77. ts to all facilities producing handling our product at any time although we may only exercise this right if we discover facts which lead us to suspect a violation of our policy We also reserve the right to contract an independent third party of our choice to ensure compliance with Stein Mart s Code of Conduct Should Stein Mart identify violations to any of the fore mentioned requirements Stein Mart has the authority to take immediate corrective actions including but not limited to the following e Immediate cancelation of all existing contracts and or purchase orders e Suspension of business activity until Stein Mart is assured the supplier or its contractor has corrected the issue and taken all necessary action to prevent future violations e Termination of the business relationship e Report illegal activity to the appropriate authorities 10 California Transparency in Supply Chains Act 1714 43 Disclosure Effective January 1 2012 the California Transparency in Supply Chains Act of 2010 requires retailers and manufacturers doing business in California to disclose efforts to eradicate slavery and human trafficking from its direct supply chain The following is Stein Mart s disclosure Risk Assessment Verification Stein Mart s direct sourcing activity is very limited Stein Mart s Vendor Code of Conduct requires our vendor partners to refrain from the direct or indirect use of forced labor or human trafficking In addition Stein Mart
78. voices should be transmitted immediately after freight pick up Invoices must be received by Stein Mart without error no later than five 5 business days following freight pick up Accuracy VI BIG segment 02 Invoice number must be unique numeric number not to exceed 10 digits 04 Must be valid Stein Mart Purchase Order Number VI N1 N3 N4 segment VN segment Vendor must be vendor s corporate name phone number and corporate physical address including zip code RI segment Remit refers to vendor s remit name and factor name if applicable and address including zip code If invoice is payable to a factor the factor s remit address is listed MI N1 ST SHIP TO segment Invoice must list the store number Invoice must list the store address Direct to Store Shipment Stein Mart Store Number Store Address vi ITD Terms Segment Terms Type Code and Terms Net Due Date are mandatory Discount Percent and Discount Due Date are optional VI DTM Date Segment Must include actual ship date M IT1 Item Detail Segment Must include valid Stein Mart SKU SK from Purchase Order UPC UP is optional but if sent it must be valid UPC from Stein Mart Purchase Order SKU UPC values sent in this segment on the invoice must MATCH the SKU UPC values from the PO1 Segment on Stein Mart s 850 transmission Unit cost must match unit cost on PO Incorrect unit cost will result in invoice rejects and require resubmission of
79. with the PO have been routed or thirty days after the PO s end ship not after cancel date A PO will not be available to be routed until after it has been allocated A master PO is the first six digits of the nine digit store level PO i e store level POs 123456001 123456004 master PO 123456 Each store is associated with a particular Store Distribution Center SDC which services the store An order is listed in the Vendor Route Request portlet for each SDC with which a master PO is associated which means the majority of master POs will have three orders associated with them which will each have to be routed in separate requests The main exception would be POs for 972 which will be listed under a single order for SDC 952 If you are unsure as to which stores are associated with which SDC please refer to the Store Addresses with SDC Assignments link in the left hand panel of the vendor website 29 Multiple orders may be routed in a single shipment as long as all orders are for the same SDC and the ship windows for the selected POs overlap by a minimum of a single business day Ifthe quantity for the selected orders exceeds a single truckload pickup 26 non stackable pallets 52 stackable pallets 40 000 Ibs or 3 200 cubic ft the freight will need to be submitted in a single or multiple shipments at the maximum quantity level and then a final shipment for the balance remaining You may receive a warning message at the completion o
80. y LFD of the container If there is less than 3 business days available the vendor will be responsible for any demurrage charges associated with the container if it cannot be picked up from the port prior to the LFD Costs the Vendor Will Be Responsible for When Shipping POE 1 The Los Angeles Long Beach and New York New Jersey ports fall within Stein Mart s commercial zone the costs ofthe drayage move will be recovered by Stein Mart 2 Inthe event Yusen Logistics is not provided the required shipping information within 3 three business days after vessel sailing or not provided the terminal location and DO at least 3 days prior to vessels arrival at destination port the vendor may be responsible for demurrage costs if the container cannot be picked up from the port prior to the Last Free Day LFD Split chassis flip chassis chassis rental charges will be recovered by Stein Mart Dry run charges will be recovered by Stein Mart Charges incurred for appointment only terminals will be recovered by Stein Mart Detention demurrage or other costs such as per diem that occur as a result of port delays will be recovered by Stein Mart Ov Or w The Griffin Lite EASN process does not replace the current EDI 856 ASN requirements The guidelines above are specific to POE shipments arriving at the ports of New York New Jersey Los Angeles Long Beach and Savannah If a POE shipment is arriving at a port other than NY NJ Los Angeles Lo

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