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VENDOR POLICY MANUAL
(Revised March 12, 2015)
Updates are highlighted in yellow:
Page 2, 14, 15, 16, 18, 43, 44, 45, 56, 57, 59
PRIVILEGED and CONFIDENTIAL: Property of The William Carter
Company. Intended for use by the recipient only in conjuction with
their
association with The William Carter Company exclusively.
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TABLE OF CONTENTS
FOREWORD4 INTRODUCTION
A. Company Background
................................................................................
5 B. Vendor Relationship ... ...
................................................................. 5
C. Vendor Agreements ....... ....
.................................................................
5
PRODUCT DEVELOPMENT PROCESS A. Product Planning
.........................................................................................
6 B. Procedures for Sourced Product Development
......................................... 6-11
PRODUCTION APPROVAL PROCESS
A. Procedures for Pre-Production Approval
................................................ 12-15 B. Sample
Size Requirements
.........................................................................
16 C. Payment for Required Sample Quantities
.............................................. 17-20
1. Sample Costs to be Absorbed by the Factory
.................................. 17 2. Sample Costs to be Paid by
Carters .......................................... 17-18 3. Routing
for Salesman Samples
.................................................. 18-19 4. Sample
Warning Label and 2 Inch Cut
........................................... 20
QUALITY ASSURANCE STANDARDS A. Testing Requirements and
Procedures ..................................................
21-23
1. Submission Procedures
............................................................. 21-22
2. Exceptions to Garment Fabric Testing
............................................ 23
B. Defect Classification
..................................................................................
23 C. Measurement Methods
..........................................................................
23-24 D. Point of Sale Appearance / Packing Requirements
..................................... 24 E. Inspection Procedures
and Audit Reports .............................................
25-26
1. In-line Inspections
..........................................................................
25 2. Final Inspections
............................................................................
25 3. Packaging Inspections
....................................................................
25
F. Return to Vendor Policy (Rejects and Seconds)
...................................... 27-28
PURCHASING
A. Standard Purchase Order Agreement
......................................................... 29 1.
Forward Purchase Order Agreement
............................................... 29
B. Concealed Shortages
..................................................................................
29 C. Document Issues
.......................................................................................
29 D. Invoices and Claims...30
PACKING AND SHIPPING A. Finished Goods Packaging
....................................................................
31-33 B. Freight Forwarder
................................................................................
34-35 C. Labeling for Shipping..35
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1. Preprinted Cartons / Case Labels35 2. ESPS/TLO....35
D. Container Loading
................................................................................
36-40 E. Shipping Guidelines and Documentation
.............................................. 41-48
1. Shipping Documents
.................................................................
41-42 2. DHL Procedures43-44 3. C-TPAT46-48 4. Prepaid Air Freight
Policy Statement..49
ADDITIONAL NOTES
A. Needle Policy
..............................................................................................
50 B. Grippers Used for Denim Styles........50 C. Heat Sealed
Appliqus and Thermal Transfers
........................................... 50 D. Two- Piece Sets
Pricing for Purchase Order and Commercial Invoice .. 50-51 E.
Prohibiting Method of Chemically Sealed Ribbon Edges
............................. 51 F. Unauthorized Manufacturing /
Selling of Carters Labeled Goods .............. 51 G. Special
Instructions
...................................................................................
51 H. Safety
...................................................................................................
51-52
JOY REQUIREMENTS .52 CHILD OF MINE REQUIREMENTS
A. Color Process and Procedures53-54 1. Color Terminology..53 2.
Color Procedures & Restrictions53 3. Color Submit Forms..54
B. Wal*Mart Packing and Shipping Requirements..55-58 1. Master
Carton Sizes (for both Walmart & Target)..56 2. JOY/COM P.O.
Fulfilment Policy56-57 3. Carton Identification and Marking57 4.
Packing Requirements58-59
Page 60 Vendor Confirmation Page. All agent offices and vendors
must sign this page acknowledging receipt of the manual, and return
to the Sourcing Business Manager.
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EXHIBITS
1. Vendor Policy and Social Compliance Programs 2. Vendor
Profile 3. Garment Specification Sheet 4. Checklist for Sourced
Programs 5. PDMHTMA How to Measure Guide 6. Avery Dennison Global
Contact List 7. Color Development Guide 8. Consignee & Notify
Info 9. Quality Specifications and Standards 10. Single and
Multiple Sampling Plans 11. Standard Speed and Stitch Chart 12.
Sourcing Tag 13. Vendor Set-up Form for PO Issuance 14. Purchase
Order Terms and Conditions 15. Carton Label Placement &
Markings 16. Business Rules Care Labels & Hang Tags 17. &
17A. Full Package Import Documentations Template Instructions for
Carters and
OshKosh / Customs and Payment Process 18. & 18A. Full
Package Documentation Guide for Carters and OshKosh 19. C-TPAT
Letter and Security Profile 20. Packing List Form for Carters and
OshKosh 21. Freight Forwarder Global Contact Listing 22. Sleepwear
Sales Samples Warning Label 23. SAMPLE ORDER carton sticker 24.
Shipment Failure Notification Form 25. Swiftach Needle Detail 26.
Approved Nominated Suppliers 27. Heat Seal Appliques & Thermal
Transfers 28. Graphic Loop Label 29. Single Knot 30. Bow Attachment
31. Carton Standards for Sams/Costco Product 32. JOY Sample
Requirements 33. Perforated Polybag 34. Sample Warning label 35.
Container Inspection form 36. Null 37. Child of Mine Standards
& Production Color Process 38. Child of Mine Submittal Form for
Color Swatches 39. Null 40. Wal*Mart/Sams Club Hanger Manual &
Sizer Tab Manual 41. Approval Process for Garment Fit and
Construction 42. Folded garment polybag picture 43. Forward
Purchase Order Agreement 44. FPO Example 45. Child of Mine Carton
Marking 46. & 46A ISF Manual Templates
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FOREWORD
Welcome on board to the number one childrens company - Carters!
We are excited to be joining with you to provide high quality
products with superior service to our customers. This Vendor
Operations Manual is provided to you as an outline of the policies
and procedures of the William Carter Company. It will provide you
with an overview of Carters and direct you on how we can work
together to develop and implement full package programs on behalf
of The William Carter Company. We are looking forward to building a
productive and mutually beneficial relationship with you.
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INTRODUCTION
A. Company Background The William Carter Company was born in
1865, when William Carter began manufacturing mens and womens
cardigan jackets and underwear. However, by the turn of the
century, he ventured into the childrens market by making cotton
mittens. This venture was a springboard into becoming one of the
best known names in the childrens industry. Today, Carters is a
marketer of childrens lifestyle products for ages 0-7 years.
Carters markets under the brand names JOY (Just One You), COM
(Child of Mine), and OshKosh. Carters strives to conduct business
and develop partnerships with those who share our values and our
vision. As we expand our resource base, we will only engage
suppliers whose practices are compatible with our corporate vision.
B. Vendor Relationship We value vendor relationships at Carters. It
is our belief that together with our vendors we well build a
partnership based on trust and mutual respect. The policies and
procedures outlined in this manual will provide you with direction
ultimately supporting the foundation of this partnership. Carters
encourages visits to and from our vendors. We will visit your
facilities on a regular basis to learn how we can improve this
business relationship. We encourage our vendors to visit our
facilities so that they may better understand our operations thus
developing a better understanding of product expectations. C.
Vendor Agreements Prior to beginning business with Carters we will
visit your facilities to evaluate facility security, factory
personnel, production, equipment and overall product quality. A
factory must rate on a weighted average a minimum of three (3) on a
scale of one(1) to five (5) in order to be a supplier with us. Once
the factory has been approved, we require the principal owner of
the factory to sign the Social Compliance Policy, also known as our
Code of Conduct, acknowledging that the supplier understands and
will abide by the terms and conditions set forth. The vendor must
also complete and sign the Vendor Profile. See Exhibits 1 and
2.
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PRODUCT DEVELOPMENT PROCESS A. PRODUCT PLANNING Our development
process is typically separated into two seasons Spring and Fall.
Spring is produced August-February and Fall is produced March
through August. The Sourcing department provides specification
packages for all sourced programs. These will be forwarded to the
potential vendor for costing and preliminary prototypes.
Preliminary forecasted quantities and delivery schedules will be
provided at this time also. Please note that projected quantities
are forecasts only. Actual Purchase Order quantities may vary
significantly from initial forecasts. Commitment to actual
production runs will not be made until much later in the process
after all fabric and sample development has been completed. The
brand-merchandising calendar and the respective Sourcing Manager
will direct the production planning process for each program.
Please see Exhibit 41 Approval Process for Garment Fit &
Construction. B. PROCEDURES FOR SOURCED PRODUCT DEVELOPMENT
Following is a list of steps which will need to be completed in
order to move on to the Production Approval Process. Completion of
each step in an accurate and timely manner will result in a smooth
transition into production. A checklist indicating each step should
be supplied to the Vendor. See Exhibit 4. If any of the below
changes, we will notify you in writing.
Fabric Development Testing & Submitting On all new fabric
developments that are being submitted to Carters for internal
testing, we are now requiring that the mills internal testing/specs
be attached to the test yardage. This is to ensure that the mill is
sending in fabrics that they have tested themselves and are
comfortable with the results.
On all fabrics that will be used for bottoms we are now
requiring that seam strength be tested in the development stage
along with tensile and tear strength. It will be the vendors/mill
responsibility to supply the specimens for MTL testing. This is to
ensure that any garments slated to have pockets will pass before we
get to the garment testing stage.
Initial Prototype/Counter/Fit Sample - Initial sample produced
based on initial
specs provided. See Exhibit 3 for example of specification
sheet. Samples should be tagged with a sample tag. The agent/vendor
should inspect the garment and include a measurement sheet with the
sample. NOTE: Prototype/Fit sample must be approved before
producing size sets.
Market Samples- Samples are to be as close to actual production
as possible as
these are the samples that we present to major customers. Lab
Dips of Fabric - All shade submissions for color will be assessed
visually as
well as electronically by a Color Spectrophotometer. Therefore,
all lab dips submitted should be a minimum of 4 x 4 squares to
ensure an accurate reading. (See Exhibit 7 for Lab dip form).
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Fabric Testing All development and bulk fabrics must be
submitted to MTL labs to ensure quality and conformance to
standards.
Trim Testing Carters requires that all trim components be tested
by MTL to
ensure compliance to United States Safety Regulations. We will
allow trims produced by our nominated suppliers to be excluded from
component testing because we require a pre-production sample be
tested in garment form. The exclusion of pre-testing the components
(from our nominated suppliers) does not diminish the burden of
responsibility that all trims pass MTL testing. The purpose of this
exclusion is to reduce the expense of testing costs for our partner
vendors. See Exhibit 26 for a listing of our nominated
suppliers.
Decorations (if applicable) - Must be submitted for
approval.
Main/Care Labels - Must be ordered through Avery Dennison,
Intertrend SML, SSI,
or Quantum. Main/Care labels do not qualify as a small part that
should be tested.
See address and contacts below for main/care label approved
suppliers:
1. Avery Dennison Please see Exhibit 6. 2. Intertrend Global
Packaging Co., Ltd.
Contact: Patrick Ngeow Email: [email protected]
Tel#/Fax#: (662) 672-3030 / (662) 672-3033 889 Thai CC Tower, Rm
150, 15th Floor South Sathorn Road, Sathorn Bangkok 10120,
Thailand
3. SML
Contact: Steve Sweat (Sales Director Southeast Reguion Email:
[email protected] Tel#: (678)393-6122 740 Sweetbrier Drive, Suite
1200 Alpharetta, GA 30004 USA
4. Sourcing Solutions International (SSI) Contact#1: Robert
Schlossberg Email: [email protected] Tel#/Fax#:
(973)514-1400 x203 / (973)574-1422 325 Columbia Turnpike,Suite 201
Florham Park, NJ 07932 USA Contact#2: Joanna King Email:
[email protected] Tel#: (852)29957024
5. Quantum Contact: Nickie Yaun Email:
[email protected] Tel#/Fax#: (336)643-1381 6094 Clopton
Drive Greensboro, NC 27455 USA
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Main Label Content Carters requires the following information on
all labels (CAR, CXP, jOY, WAL, OSH):
Logo Size COO Snug fitting (Sleepwear Only)
Care Label Content Carters requires the following information on
all labels:
1. Style 2. Item Number 3. Size 4. Content 5. Exclusive of
Decoration if applicable 6. RN# and CA# 7. Care/Wash instructions*
- can be found in eS_S by typing in Tag* and selecting
the season. All must be in both English, Spanish, and French.
MTL or BV must test against these standards.
8. VID 9. BPU (FR) US styles only 10. UPC Number 11. Number of
Pieces if applicable. 12. DPCI or Article # - (JOY only) 13.
CRD
*Notice: Non-standard fabrics will require use of non-standard
wording and therefore the wording will change. This wording is NOT
approved for all fabrics/garments.
If denim or neon, this additional verbiage is required in
English, Spanish, and French:
COLOR MAY TRANSFER WHEN NEW WASH WITH LIKE COLORS
If Velcro, please note the Velcro wash instructions for the care
label. This is required in English, Spanish, and French:
CLOSE COLLAR BEFORE WASH
Carters will issue a PO and UPC file for all bulk orders, at the
PO level, 90 days prior to xfactory for labels. Factories are
responsible for approving labels per the current business rules.
Notice: UPC# is required on all care labels. If a product set
includes a Toy, then the toy MUST have a UPC as well.
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Hangtags(Ktags) Due to the complexity of our UPC coding system,
Carters will issue a PO and UPC file for all bulk orders, at the PO
level, 90 days prior to CRD/xfactory for hangtags. Hangtags must be
ordered through Avery Dennison, Intertrend, SSI, SML, or Quantum.
The vendor will forward a Proforma Invoice to the vendor listed on
the notification, confirming quantity and cost. It is the vendors
responsibility to verify all quantities and details on the Proforma
Invoice. The vendor is responsible for all costs and payments
associated with printing and shipping the tags. Once all payments
and terms are settled, the vendor will arrange shipping the tags to
the appointed destination. Upon receipt of the Tags, the vendor
should check actual received quantities against the packing list to
ensure all tags and quantities are correct. The vendor has 72hrs or
3 business days to identify discrepancies. If the shortage or
discrepancy is not identified and claimed within the two-week
period, replacement tags will be the responsibility of the vendor.
See page 7 for contact information on 5 nominated suppliers.
Tagless Heat Transfer Labels Carters offers tagless neck labels
in most
garments. The neck of the garment requires a heat transfer that
identifies the standard labeling information as required by the FTC
. In addition to the tagless neck label, each garment will require
a satin side seam care instruction label.
*** Please see Exhibit 16 for the Care Label & Hang Tag
business rules.
Barcode / UPC Testing: Although the ktag supplier, such as
Avery, will scan the ktags / u-stickers before shipping to the
vendor, Carters recommends that each factory verify UPC code
readability. This should be done using a standard barcode verifier.
Listed below are a few web-sites that barcode products can be
purchased:
www.barcodeproducts.com www.printronix.com www.bar-code.com
www.barcodeserv.com
Tracking Labels: Care labels were changed to make room for the
tracking numbers to be added to them, with no need for a separate
label for the tracking numbers.
The format is as follows for all bulk merchandise:
Style Number PO# Date
Ex: 123-123
12345 0210
The date is the month and year with no slash or dash in between.
This date comes from the CRD date on the Purchase Order. So if the
CRD date is 02/05/2010, then the date on the label will appear as
0210.
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See below sample picture to follow: Bulk Spring 2010 &
forward
*** Please note: All samples must have a tracking label on them.
The label format is as follows for all samples: The word SAMPLES
SeasonYear (Single letter for the season and the 4 digit year) Ex:
SAMPLES F2010
Hangers: Our approved suppliers for hangers are listed on the
nominated
supplier listing. Hangers do not have to be sent in for
approval. Vendors should always refer back to the BOM for the
correct hanger code to use for each style. See Exhibit 26 for a
complete list of approved hanger suppliers and their contact
information.
Swiftach Barbs: We specify the size of the swiftach to be used
on our
products. For the lengths, see the BOMs, but for type and width:
Needle, Mark II, Fine Fabric, Avery Dennison Product Outside needle
diameter (OD) = .052" (1.3mm) Inside needle diameter (ID) = .034"
(0.9mm)
Swiftach Fine Fabric Barb material = Polypropylene 0.22gms each
Barb Tensile strength = 3.5 to 5 Lbs. Barb (opposite paddle) Length
= 0.29" (7.4mm)
Outside diameter (OD) = 0.030" (0.8mm)
** Swiftachs must not extend more than to below the garment
sleeve opening unless specified differently in the hangcode. The
closer to , the better.
*** All Hangtag placement guidelines can be found in the
e-Product Development module of eSPS by typing in HANGFOLDA for
Carters and OSH-HNG for OshKosh.
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The needle from the swiftach gun is never supposed to leave a
hole in the fabric. Fine fabric needles must be used and needles
must be changed frequently in the factory to ensure that needles do
not leave holes in the fabrics. See Exhibit 25.
Salesman Samples - Upon adoption of a style, salesmen samples
will be
requested. These must be in the requested size, colors, designs
and decorations. Depending on the requirement, the sample size may
vary. Orders are raised for these samples and the manufacturer is
paid the agreed contract price times 2 for their production.
QA will no longer press, measure, test or comment on Salesman
Samples.
Other Garment Trim Items When reviewing the BOM, some styles
may
require additional trim items such as a graphic Loop Label.
Please note that there is a 5/8 seam allowance on a graphic loop
label. The long seam allowance is so the same label can be used for
merrow (3-thread over-lock) (knit) and safetystitch (woven) seam
applications. See Exhibit 28.
Thread specifications See the Q/A manual in eSPS for all
details.
Trims accountability In order to prevent counterfeit Carters
merchandise, we ask that all unused Carters main labels or logo
trims be held in a secure area. Periodically, either a Carters
employee or a Carters representative will ask to see the trims and
verify inventory count and control. If future use is not practical,
then we will ask that the obsolete trims be verified and destroyed.
See Exhibit 26 for a listing of our nominated suppliers.
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PRODUCTION APPROVAL PROCESS A. PROCEDURES FOR PRE-PRODUCTION
APPROVALS Before production may begin, the following steps must be
submitted and approved by Global Sourcing:
Lab Dips of Bulk fabric - lab dips must be submitted for
approval. Submissions must be at least 4 x 4 squares and will be
visually and electronically assessed by our Internal Color Lab. See
Exhibit 7 for submit form and all related details. Lab dips should
be used to determine dyeing formulas. Lab dips are not to be used
as color standards. Please also note Exhibit 7 for instructions on
the Production Color Approval Process. This is for Carter and JOY
product only.
Bulk Dyelots/dye bands/wash standards Submits must be 12 x
12
squares. For garments with special washes, the piece must
include a seam and a hem of the garment. Also requires MTL testing.
See Exhibit 7.
Bulk Trim and Findings - Must be submitted for approval before
proceeding
with placing orders. Also requires MTL testing. Decorations -
Samples should be submitted in actual colors/fabrics for
approval before proceeding with production.
Bulk Fabric for Quality Approval - Bulk fabric will be required
for lab testing and evaluation. Each Vendor is to submit one yard
(full width) of any color and yard (full width) in all colors to an
MTL Laboratory. See the Testing Requirements and Procedures Manual
for the procedures and nearest location. This is located in eSPS
under Company Information.
All garment samples should be accompanied by a Sourcing Tag.
Please see
Exhibit 12 for the appropriate layout (front & back).
Prototype/Counter/Fit Sample must be submitted and approved
before
producing size set samples. This may require multiple submits.
See page 16 for sample size requirement.
Size Set Samples (1 Set) IMPORTANT: Size sets are only required
if the
Patternmaker requests them. Sourcing will notify the
agent/factory if any are needed. If Size Sets are needed, they are
to be submitted after the Prototype/Counter/Fit sample is approved.
A sample of each size will be requested to assess accuracy of the
patterns. Only 1 set of size set samples is required for all styles
sharing the same body and fabric. All applicable style #s should be
listed on the sample tag. These should be made with actual fabric,
unless otherwise directed by Sourcing. Samples should have
appropriate decorations (or mock-up w/ copies or substitutes) to
confirm correct placement. Samples will be inspected by a Product
Coordinator, Patternmaker and Designer. Factory should always use
the approved size set patterns for bulk production.
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PPs (Pre-Production Samples): Pre-Production samples in every
style and once per season must be submitted for approval 10 days
prior to cutting fabric. Samples must be of the actual design using
approved fabrics and trims/decoration. Ideally, these should be
100% correct. If a trim is not available at the time, the vendor
will be allowed to send a full description and picture of the
correct trim along with the PP sample. Quality may require a
corrected PP once the item has been received.
Size ranges or packing methods produced under different style
numbers will not require a separate submit unless requested.
Multiple style numbers for an item must meet the following criteria
in order to submit only one representative sample:
garments must be made of same fabric and color garments must use
the same hardware and trims (size may vary) garments must use the
same art application (size may vary)
The garments can differ in body size, art size and trim/hardware
size and still considered the same style. All same styles must be
listed on a tag attached to the sample. The vendor will have to
submit the smallest size range or sample size of the group of
styles. Vendors are not required to submit one set of samples per
purchase order.
In some instances, Sourcing will require that PPs are complete
and no substitutions or pictures will be accepted, or will require
a picture that shows how the garment was packed.
PPs will be reviewed for everything other than fit, and Quality
might require a new set of samples if the garments received do not
meet the above requirements. The PP quantities and process flow may
vary between divisions, so please contact the appropriate Sourcing
team for all requirements.
Quality will issue comments 3-4 business days from the moment
they receive samples.
TOPS (Top of Production Samples): Samples from the top of
production
from the 1st shipment must be sent to Sourcing department for
review as soon as bulk production comes off the production line.
These garments will be reviewed for overall appearance.
Size ranges or packing methods produced under different style
numbers will not require a separate submit unless requested.
Multiple style numbers for an item must meet the following criteria
in order to submit only one representative sample:
garments must be made of same fabric and color garments must use
the same hardware and trims (size may vary) garments must use the
same art application (size may vary)
The garments can differ in body size, art size and trim/hardware
size and still considered the same style. All same styles must be
listed on a tag attached to the sample. The vendor will have to
submit the smallest size
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range or sample size of the group of styles. Vendors are not
required to submit one set of samples per purchase order.
The factory is obligated to have a garment test performed by BV
and pass all same requirements for bulk before shipping order. If
approval is not received before crd date, factory will require an
approval from Sourcing before shipping. The TOP quantities and
process flow may vary between divisions, so please refer to the
attached chart for requirements. Quality will not require TOP
samples, so they will randomly audit bulk garments from shipments
arriving at the distribution centers. The product will be evaluated
to ensure conformity to quality standards.
Shipping of PP/TOP Samples: Carters Baby, Playclothes, Sleepwear
and COM/JOY PP Samples will be shipped to Carters Buckhead office
in Atlanta, GA. Oshkosh BGosh Baby, Sleepwear and Denim PP Samples
will be shipped to Carters Buckhead office in Atlanta, GA. Oshkosh
BGosh Playclothes PP Samples (including denim) will be shipped 1pc
to Carters Buckhead office in Atlanta, GA and 1pc directly to
Quality in Griffin, GA.
All samples must have an attached warning label. This label can
be done in-house at the factory, and it must contain the
information we are requiring. The label must read in RED INK only.
The label placement should be at the back of the neck for a top.
And for a bottom, it should be applied at the back of the pant next
to the main label/care label. Please see Exhibit 34 for a picture.
And see page 18 of this manual for more information about this
label. Garments will be placed in an organized manner for easy
identification and the box should include a paper with the list of
styles. The DHL paperwork will include the word Carters Samples OR
Oshkosh Samples in the reference field. Each shipment should
follow-up an e-mail with tracking number and description of the
samples shipped. DHL costs for sample garments from bulk that do
not meet quality specifications sent to get special approval, will
have to be paid by the vendor.
Samples should be shipped in the standard carton sizes 23.5 x 15
x 13 OR 23.5 x 15 x 6.5. If needed, its okay to use the DHL
standard size boxes to prevent shipping half full cartons. Samples
should be packed to utilize carton space to ship the least amount
of cartons as possible.
The Commercial Invoice must have the following phrase added to
it in order to take advantage of the duty free provision for
samples: Mutilated Samples 9811.00.60
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The DHL Account# for shipping Carter samples to Georgia is
967882398. The DHL Account# for shipping Oshkosh samples to Georgia
is 967882455. *** For more detailed instructions, please refer to
the DHL Procedures on pages 42-44.
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B. SAMPLE SIZE REQUIREMENT The following identifies the accepted
sizes for each sample submit by division.
Carters Sample Size Recap:
Sample Type Baby PW Sets PW 4-8
Sets PW
Separates
PW Dresse
s SW
SW Gown
SW UW Market Samples 6M 6M 5 12M*/3T 3T 12M/3T*/5 4/5 Sales
Samples 6M/9M** 12M/3T 5 12M/3T/5 3T/5 12M/3T/5 4/5 Proto Samples
6M 3T - 3T 3T 3T 4/5 Fit Samples 6M 12M/3T 7 12M/3T/7 3T/7
12M/3T/10 4/5 Pre-Production Samples 6M 12M/3T* 5 12M*/3T/5* 3T/5*
18M***/3T/5* 4/5 PMS 6M - - - - 12M/5* - Production Sample
Distro Baby PW SW ****Pre-Production Samples 1 1 1 TOP Sample to
Phipps/ATL (FR Testing) 0 0 1 Total Production Samples 1 1 2
* Sample Received ONLY if Unique Creative ** 9M for Wholesale
Accounts ONLY (Majors) *** Sleepwear: PP Samples 18M 1pc ONLY
Oshkosh Sample Size Recap:
* One garment per silhouette in the target size range. Can be
either 12M, 3T or 5. ** Only for silhouettes that have only 2T-5T
orders. All other silhouettes can be approved through development
of the 4-12 size range unless a sample is requested. *** By request
only. Toddler size range can be approved through development of the
4-12 size range unless a sample is requested. For Sample Size
requirements for JOY and COM, please reference their Handbooks
located in eSPS Company Information.
Sleepwear Sales Samples Sleepwear sales samples are to have a
separate warning label. See Exhibit 22.
*** The appropriate Sourcing team will advise details for any
special programs or special sample requests.
Sample Type OBG Layette OBG PW OBG SW
Proto Samples 6M As Needed* 6 Market Samples 6M 12M/3T/5
12M/3T/6 Sales Samples 6M/12M 12M/3T/5/6 12M/3T/6 Fit Samples 6M
12M/***3T/5 12M/6/***3T Pre-Production Samples 6M 12M/3T/5
12M/6
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C. GUIDELINES FOR REQUIRED SAMPLE QUANTITIES The guidelines set
forth below are intended to clearly differentiate the various types
of product samples, the required quantity by sample type, and to
specify who is responsible for payment of the cost of the
sample.
1. SAMPLE COSTS TO BE ABSORBED BY THE FACTORY
Development/Counter Samples: provided along with cost
quotes.
Prototype Samples or Fit Samples Samples made once the order is
confirmed, using similar fabrics, to be used as first fit samples.
Weight deviation allowed within five percent (5%) of bulk fabric.
One (1) sample per size range or style number. Additional submit
may be requested if fit does not represent a starting point for the
correct measurements.
Lab Dips and Trim Approvals
All submits of color swatches, trims, labels, and packaging
accessories sent to obtain approval for production
Size Set Samples
These are the next samples made after the proto has been fit
approved or fit comments given. The size set sample should
represent all sizes on spec unless otherwise requested. Weight
deviation allowed within five percent (5%) of bulk fabric. One (1)
of each size per style. PLEASE NOTE these are only needed if
requested by the Patternmaker.
Pre-Production Sample
Units submitted prior to bulk production to represent actual
design of garment. Sample is of correct fabric, trims, and
decorations. All artwork and placement should be 100% accurate.
Top of Production Sample (TOPS)
Units pulled from the production line to submit for garment QC
and Lab testing.
2. SAMPLE COSTS TO BE PAID BY CARTERS/OSHKOSH
Market Samples
Carters will pay for all requested market samples at two (2)
times the FOB cost. All transportation costs for these samples will
be paid by Carters. Your Sourcing team will advise the number of
market samples needed at the beginning of each season. All market
samples are to be sent to the Buckhead office.
Salesman Samples Carters will pay for all requested salesman
samples at two (2) times the FOB cost. These invoices will be
handled as normal commercial shipments. The amount of Salesman
Samples needed for each division is different and
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18
changes often between seasons. Your Sourcing team will advise
the amount needed at the beginning of each season.
3. ROUTING FOR SALESMAN/DESIGN SAMPLES & MARKET SAMPLES
ONLY
Market and Salesman samples should ship to the appropriate
location based on the division requirements. All samples that ship
to the Atlanta or New York office should ship via DHL Express. All
samples must have an attached warning label. This label can be done
in-house at the factory, and it must contain the information we are
requiring. The label must read in RED INK only. The label placement
should be at the back of the neck for a top. And for a bottom, it
should be applied at the back of the pant next to the main
label/care label. Please see Exhibit 34 for a picture. And see page
20 of this manual for more information about this label. For Carter
Salesman samples that are shipped directly to Braselton DC 12, with
a total shipment weight of 50k(110lbs) or less, these should be
shipped via DHL with account # 967882398. The reference Carters
Samples should be included in the reference field on the airway
bill. Each single carton must NOT exceed 30 lbs. For shipments over
50k (110lbs), these should ship via an approved air forwarder (just
as air shipments of bulk merchandise). For Oshkosh Salesman samples
that are shipped directly to Braselton DC 12, with a total shipment
weight of 50k(110lbs) or less, these should be shipped via DHL with
account # 967882455. The reference Oshkosh Samples should be
included in the reference field on the airway bill. Each single
carton must NOT exceed 30 lbs. For shipments over 50k (110lbs),
these should ship via an approved air forwarder (just as air
shipments of bulk merchandise).
Carters/OshKosh will pay for all requested salesman/market
samples at 2 times the FCA cost. All transportation costs for these
samples will be paid by Carters per the noted DHL account#s. Please
remember to place the SAMPLE ORDER adhesive label on each carton
that contains salesman samples. See Exhibit 23. Samples should be
shipped in the standard carton sizes 23.5 x 15 x 13 OR 23.5 x 15 x
6.5. If needed, its okay to use the DHL standard size boxes to
prevent shipping half full cartons. Samples should be packed to
utilize carton space to ship the least amount of cartons as
possible.
The Commercial Invoice must have the following phrase added to
it in order to take advantage of the duty free provision for
samples: Mutilated Samples 9811.00.60 GOODS MUST BE CONSIGNED TO
The William Carter Company. *CONSIGNEES IDENTIFICATION NO. FOR
CUSTOMS PURPOSES = 0029270139 (For inbound freight that must clear
USCS)
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*** Please refer to the DHL procedures on page 43 for more
information. PLEASE SHIP SALESMAN AND MARKET SAMPLES AS INDICATED
BELOW. THE AMOUNT VARIES PER EACH DIVISION. INSTRUCTIONS WILL BE
ADVISED BY THE SOURCING TEAMS.
Please send xx amount of salesman and market samples to:
Carters, Inc. (for Carter and Oshkosh product) Suite 1800 3438
Peachtree Road Atlanta, GA 30326 USA Attn: Appropriate Sourcing
person Please send xx amount of salesman samples only to:
Name of division: (Carters OR Oshkosh) Distribution Center DC#
12 625 Braselton Parkway (Door 355) Samples Area Braselton, GA
30517 Tel# 762-232-1119 Attn: Anita Moody Reference field: Carters
Samples OR Oshkosh Samples
Always remember to identify the Style # on the Sourcing Tag for
each salesman sample.
**When samples are ready to be shipped to Braselton, GA DC #12,
an email should be sent to the appropriate Sourcing team with a
spreadsheet detailing the styles & quantities shipping. The
following email address should also be included in these emails:
#[email protected]
For all JOY (Target) SAMPLE REQUIREMENTS Please reference the
JOY Handbook located in eSPS Company Information.
For all COM (Wal*Mart) SAMPLE REQUIREMENTS Please reference the
COM Handbook located in eSPS Company Information.
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4. SAMPLE WARNING LABEL AND 2 INCH CUT ALL samples must have the
Sample Warning label attached to them, as well
as have a 2 inch slit in the back of the garment. This must be
done to identify samples which are not from mass/bulk production
and therefore, may not meet all applicable standards and
requirements. This would include any samples which do not have
appropriate pass test report(s) / PO# / tracking label / etc.
and/or which are from any stage prior to normal mass/bulk
production, such as Sales/Market samples, Ad Samples, PP Samples,
etc.
The label can be done in-house at the factory, and it must
contain the information we are requiring. The label must read in
RED INK only. The label placement should be at the back of the neck
for a top. And for a bottom, it should be applied at the back of
the pant next to the main label/care label. Please see Exhibit 34
for a picture. *** Samples may no longer be stamped.
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QUALITY ASSURANCE STANDARDS In order to maintain our guarantee
of providing quality merchandise to our customers, we have a
strong, proactive Quality Assurance Program. This program is
designed to ensure that our quality standards are met in all the
merchandise we offer. Topics within this Quality Assurance section
include:
A. Testing Requirements and Procedures B. Defect Classification
C. Measurement Methods D. Inspection Procedures and Audit Reports
E. Return to Vendor Policy
A. TESTING REQUIREMENTS AND PROCEDURES A representative sample
of all colors of bulk fabric and production garments from each
purchase order must be submitted to Bureau Veritas (BV). The Vendor
is responsible for all costs associated with testing fabrics and
garments as specified in our Testing Requirements and Procedures
Manual. This manual can be viewed in the Company Information
section of ESPS.
1. SUBMISSION PROCEDURES There are three sample submissions a
vendor must supply:
COLOR
Lab dips should be submitted to Carters. These submits will be
reviewed objectively visually in both daylight and cool white
florescent (CWF), and additionally by a spectrophotometer.
Metamerism should be controlled under both light sources.
Currently, Carters is using a Spectroflash 600 SF Plus to quantify
color differences which will help to promote more accurate color
comments. Any lab dips above +/- 0.60 L*a*b must be visually
approved by a Carters Color Lab Representative. Dye lots with a
L*a*b reading greater than +/- 0.80 will not be reviewed. Vendors
should not submit dye lots with a reading greater than 0.80 because
it will be automatically rejected. See Exhibit 7.
FABRIC
All Prototype and bulk fabric will be tested in the quantities
as follows:
One yard of any color from bulk production and yard of the
remaining
colors way must be sent to Bureau Veritas (BV) for performance
testing.
Twelve inch (12) squares from each dye lot/dye band/wash
standard are to be sent to Carters for shade testing and approval.
If the product is fleece, the fabric should be submitted prior to
napping process to determine color shade adherence. See Exhibit 7
for details.
Be advised that trim fabrics should be tested in fabric form to
assure
compatibility with body fabric (dye fastness and shrinkage are
especially important). If they are not tested, there is a risk of
failing in garment form
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22
which, is too late in the process. Non-fabric trims from
nominated suppliers do not have to be tested in trim form but, must
be tested as used on the garment.
BV lab operations performs testing as per Carters requirements,
not per the vendors request. See the Testing Requirements and
Procedures Manual in eSPS. It is imperative that the Vendors
understand that they are responsible for the performance of all
fabrics to our established Quality Standards.
GARMENT Four types of pre-production samples, as well as
production samples will be required per style/program as
follows:
Initial Prototype Sample Counter Sample - If changes on initial
sample are necessary. Size Set Samples (if requested by the
Patternmaker). Pre-Production Samples - These samples should be
produced as if they
were actual production. One to be sent for testing to BV labs
and the remaining samples to Carters.
Each sample garment must be properly tagged and identified.
Please see Exhibit 12 for the layout of the Sourcing tag. The
following information must be clearly marked/listed on the tag:
Submit Date Vendor & Agent Name Carters Division Name (Baby,
Playclothes, Sleepwear, JOY, COM,
Oshkosh) Style # (List ALL applicable style numbers) Garment
Description Sample Type (Proto / PrePro / Size Set / TOP / etc)
Size Color (please list the color code as shown on PO) Fiber
Content & Fabric Type
** If it is a re-submit, please indicate # of submit (2nd, 3rd,
etc) ** If it is a shipment sample, please indicate PO#
All of these samples (except the Top of Production samples) must
be approved before production may begin. See the Testing
Requirements and Procedures Manual in eSPS. In addition, we also
have standardized stitching requirements. See Exhibit 11.
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2. EXCEPTIONS TO GARMENT FABRIC TESTING
Normal submit procedures should be followed for garment and
fabric testing unless it meets the following criteria:
If the garment and the test request form are both submitted with
and accompanied by the previous fabric test report, and no further
processes were performed on the garment (such as washing), there is
no need to conduct the physical fabric testing. Only
garment-related tests should be performed.
If the garment is submitted without a previous fabric test
report, or if the garment has been subjected to further processing
since fabric testing (such as washing), then all applicable garment
and fabric tests should be performed. ** Refer to the Testing
Procedures, Requirements & Vendor Reference Manual in eSPS for
all details.
B. DEFECT CLASSIFICATION Defects can be subjective in nature.
Interpretations will vary depending on the circumstances.
Therefore, it is important that the Vendor understands what Carters
considers a defective garment. We have standardized the defects as
Class I (major) and Class II (minor), as noted in Exhibit 9. As a
general rule, if the defect would result in a customer complaint or
return, then the defect is considered major. However, all major and
minor defects should be notated on all audit reports so that an
accurate assessment may be made concerning the quality performance
of the manufacturer.
C. MEASUREMENT METHODS The following measurement methods have
been standardized for ease of measuring . Measurements which are
effected by stylized features will be detailed in the finished
Garments Specifications Forms issued for that individual garment.
Garment measurements are to be taken with the garment flat on the
table, without tension and free from wrinkles or creases. Record
the measurement to the nearest 1/8 inch. All measurements should be
taken using either a fiberglass or a inch metal tape measure. Do
not use a cloth tape as this may stretch and distort over prolonged
use. Good lighting is also recommended to achieve accurate results.
To ensure accurate measurements are taken, please follow the
garment checklist that is provided. For all measurement guidelines,
please see the How to Measure manual. This manual is available to
view in eSPS. Go to the Product Development module in eSPS and type
in PDMHTMA. See Exhibit 5.
Finish Garment Checklist:
1. Items of apparel are to be measured individually. 2. For full
length and upper (shirts, jackets, etc.) garment measurements,
the
garment should be flat with the bottom of the armholes even.
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3. Length measurements for bottom garments (shorts, pants, etc.)
will be taken from top of garment including waistband, if
applicable.
4. All garment openings will be measured from outside edge
unless otherwise specified.
Extended measurements should be taken in the following
manner:
Insert measuring tape inside elastic. Extend garment until
fabric is smooth, without breaking stitches. Garment should be
fully extended without distortion.
* Please note it may be necessary to take all measurements
listed in this manual. The measurements indicated on the
specification sheets should be made by the methods described here
unless otherwise instructed. * Also refer to the PDMHTM (How to
Measure) Guide in eSPS.
D. POINT OF SALE APPEARANCE/PACKAGING REQUIREMENTS
Below are a few issues of particular importance. This list does
not include all appearance issues. Collars must be shaped
correctly, lying flat, not flipped up or askew. Garments have to be
straight on the hanger, both shirt shoulder seams along
the line of the hanger. Pants with side seams on the side, not
rotated to the front or back.
Turn ends properly straightened, not drawn up. Flat seams, not
puckered, pleated or stretched. Good looking plackets, front or
back. Merrow seam hems must not flip up or have deep bites.
Hangers must be correct for the product. No product slipping off
the hanger. Neck labels to the inside, properly centered, not
puckered or crooked. No embroidery hoop marks or prominent
wrinkles.
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E. INSPECTION PROCEDURES AND AUDIT REPORTS The production of
quality products requires both quantitative testing and qualitative
inspections. Quantitative product and component testing involves
the use of a qualified laboratory such as Carters Corporate Testing
Facilities or MTL, as specified in the testing section of this
manual. A qualitative inspection is necessary to be able to control
raw materials, the manufacturing process and the final product. The
main objective of inspection is to detect visible manufacturing
defects and any variations from established standards, to determine
their cause and correct the defect, and to improve the
manufacturing process to achieve a higher level of customer
satisfaction. This section is designed to provide manufacturers
with insight in applying proven quality control inspection
techniques which control the manufacturing process and improve the
level of outgoing quality. It is the responsibility of the Vendors
Quality Assurance Departments to provide a quality control program
that is preventative in nature and customer oriented. In order to
be preventative in nature, it is the Quality Assurance Departments
role to ensure the following:
1. The Vendors factory capability meets Carters product quality
standards.
2. The Vendor understands Carters expectations as to
performance, construction and workmanship requirements.
3. The customer, Carters, receives defect free products on
schedule. To ensure that goods will be received into Carters
warehouses without interruption, it is imperative that only those
goods that have passed the in-plant Quality Inspections are
shipped. It is the responsibility of the Vendor to perform and pass
quality inspections prior to shipping finished product. There are
three (3) types of factory inspections:
1. In line Inspections In-line inspections are done at any point
during the manufacturing process to assure that manufacturing
procedures are performed correctly and consistently by operators.
Normally these inspections are performed on incoming piece goods
and trims, cut parts after cutting, and during the assembly
operation.
2. Final Inspections Final Inspections are performed on a 100%
basis after trimming. Every finished garment is to be examined for
defects related to material, construction, workmanship,
measurements, finishing, labeling, marking, and general
appearance.
3. Packaging Inspections Packaging inspections are performed to
assure that the packaging, packing and markings comply with the
established requirements. The areas inspected are carton markings,
polybag markings, carton contents, U-tags (UPC tickets), K-tags
(hangtags) and shipping documentation.
Prior to shipping, all factories are required to perform a final
audit for packing and garment quality according to US Mil. Std.
105E using a 2.5 AQL single sample plan. See Exhibit 10.
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Once the factory has passed their audit, the Agent/Carters
Direct Sourcing QA is required to perform a final audit for packing
and garment quality according to US Mil. Std. 105E using a 2.5 AQL
double sample plan. See Exhibit 10. (Now known as ANSI/ASQC
Z1.4-1993). This sampling plan is based on the mathematical theory
of probability, in that for a delivery of X amount of garments, you
take a sample of Y number of garments and reject figure Z will be
representative of the total delivery. Although we always strive for
zero defects in every delivery, Carters will accept anything which
falls within the acceptance guidelines of AQL 2.5 Level II.
If an audit fails, a general inspection Level II, AQL 2.5, is
recommended to validate the results and to help focus on the nature
of the suspected defects. Any rejected lots must be removed from
the shipment and corrected to the satisfaction of management
(including 100% re-inspection prior to shipment). A copy of the
results of the audit along with the Inspection Certificate needs to
be sent to your Carters representative prior to shipping. All
documentation should be written in English. Email to the Quality
team [email protected] Clearly note the following:
Date Factory Name Factory ID# Country of Origin Garment Style #
Garment Color (name & number) Purchase Order # / Line# Lot Size
Sample Size Total Actual Major Defects Defect Codes with quantity
of each defect
Failure to comply may result in a delay of payment. The sampling
for the audits should be done on a PO-Line number basis. This means
that you should pull a representative sample according to the 2.5
AQL plan for all sizes and colors. If there is a question on how to
proceed with this, please contact your Carters Quality Manager.
Packing/Audits - All goods must be packed and passed final audit
five (5) days prior to the ex-factory date. Partial shipments are
not allowed unless previously authorized in writing by the Sourcing
Manager. Time and resources permitting, it is our desire that the
first shipments will be audited by authorized Carters Personnel.
Before this final audit is performed, the Vendor/Agent must present
audit reports documenting that the goods have passed a final plant
AQL audit. The Carters auditors will not perform the final audit
unless the Vendor/Agent has completed their internal audit.
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F. RETURN TO VENDOR POLICY (REJECTS and SECONDS) Seconds and
irregulars will not be accepted as part of first quality products.
If the merchandise is not repairable before shipping to a Carters
warehouse, then all labels and branded trims must be removed and
disposed of in a responsible manner. The inside labels should be
cut out of the garment or marked through with permanent ink. These
goods may be sold in the local market ONLY. However, the goods must
be held at the factory 6 months prior to disposing of the goods in
the local market. They cannot appear in the US market. All products
received into a Carters 3rd party DC, are subject to quality and
packing audits. If goods are rejected after a packing and/or
quality audit at a Carters 3rd party facility overseas, a SFNF will
be issued. It will be up to the factory to 100% inspect goods at
the facility and repair or replace defective garments prior to
shipping to the U.S. or an international account. Goods must be
reworked as soon as possible and prior to any picking and packing
the 3rd party DC may have to do. All products received into a U.S.
Carters facility will be subject to quality audits. (ANSI/ASQC
Z1.4-1993, general inspection level II, AQL 2.5). If a Vendor fails
a quality audit at the Carters warehouse, then the failed lots will
be subject to reprocessing.
Carters 100% Inspection Findings and Procedures:
Upon shipment failure (See Exhibit 24 for Shipment Failure
Notification form), goods will be sent to a 3rd party rework center
for a 100% inspection. Carters will issue a charge-back for all
costs associated with the 100% inspection and/or repair. The
deducted amount will cover the cost of the inspection and
administrative fees associated with doing the inspection. Once the
inspection has been completed, the first quality goods will be
received into inventory. All second & third quality goods will
be charged to the Vendor at one hundred percent (100%) of Landed
Duty Paid (LDP) costs. If the vendor would like the garments
returned to them (for large quantities only), and both parties
agree to the return, the Vendor is responsible for accepting all
freight and handling charges to return the defective merchandise.
See Vendor Reprocesses Merchandise below. Otherwise, the garments
will be destroyed. A Charge-back (debit memo) will be sent to the
vendor to recover all costs. A chargeback will also be sent to the
agent to recover their fees. In some cases, goods cannot be
returned to the Vendor due to customs and freight concerns. If
feasible, Carters will retain the garments for repair, but recover
reasonable repair costs through a Vendor Charge-back (debit memo).
Repairs could be completed internally or by a third party. See
Third Party Reprocesses Merchandise below. Reasonable repair costs
are identified as the lesser of the total costs of repairs versus
100% of LDP cost for seconds. In either case, all charges incurred
will be deducted from the Letter of Credit (if not already paid),
current invoice, subsequent invoices, or commissions.
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Vendor Reprocesses Merchandise:
The defected lots may be returned to the vendor for
reprocessing. The vendor will be responsible for paying all return
freight charges plus any broker/duty cost. If payment for the
merchandise has not been made, then it will be withheld until
acceptable merchandise has been received. If payment has been
released, then Carters will deduct the full value from subsequent
invoices or Letters of Credit until goods have been repaired as
first quality.
Note: Delivery demands frequently prevent Carters from returning
merchandise for reprocessing. Third Party Reprocesses
Merchandise:
In the event that garments cannot be returned to the Vendor
and/or Carters cannot perform the repairs internally, a third party
repair contractor may be used. The defective lots will then be
shipped to a third party for reprocessing. Carters will charge the
Vendor for the cost of transporting the goods to and from the third
party location and all reprocessing fees. The full value of goods
(LDP) will be deducted from the invoice prior to payment or from
subsequent invoices if payment has been made for any seconds or
repairs found during reprocessing. All charges incurred will be
deducted from the Letter of Credit (if not already paid), from
current invoice, subsequent invoices or commissions. Any deductions
will be handled so that U.S. Customs documentation reflects the
full value of all goods. Carters will have the right to offset the
charges against any amounts due to the Vendor, including amounts
due under purchase orders covering merchandise other than defective
merchandise. Carters will notify the Vendor/Agent as soon as
possible after discovery and computation of charges. A debit memo
will then be issued by Carters. This amount can either be deducted
from the Letter of Credit, current invoices (if not yet paid),
subsequent invoices or commission statements. ** See page 30 for
all details regarding chargeback claims.
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PURCHASING A. STANDARD PURCHASE ORDER AGREEMENT
A purchase order will be generated for each program once all
parties have agreed upon the Vendor address & Ship label
address, quantity to be ordered, delivery schedule, and FCA price.
Once the purchase order has been signed, a copy will be forwarded
to the Vendor so that production may begin. The original will be
maintained in our sourcing office by the Sourcing Business Team.
Upon acceptance of the purchase order, the Vendor is bound by the
Terms and Conditions which are included with the purchase order.
See Exhibits 13 & 14.
1. FORWARD PURCHASE ORDER AGREEMENT
a. In addition to our standard purchase orders, Carters/OshKosh
will also issue certain purchase orders designated as forward
purchase orders (FPOs). FPOs will facilitate the issuance of
purchase commitments in advance of finalization of color, size and
art for included styles. In addition to allowing for the
finalization of these items, FPOs will also allow for redirection
of committed underlying yarns or fabrics volumes to produce
alternative silhouettes/styles to those stated on the FPO.
b. Any FPO will be so designated on its face. The terms and
conditions of FPOs will be consistent with standard purchase
orders, with the exception of the additional terms noted in Exhibit
43 & 44.
B. CONCEALED SHORTAGES If a shortage is found during the
inspection process, Carters will notify the Vendor of any
discrepancies. In turn, Carters will request reimbursement from the
Vendor. In the event the Vendor has provided incorrect paperwork,
they must resubmit corrected documents before adjustments will be
made. If the shortages were due to cartons lost in transit, the
broker/freight forwarder will be notified with the actual
discrepancy and a reconciliation will occur. It is important that
the Vendor completes all packing lists correctly prior to shipping
to avoid any unnecessary complications or slow payments due to
incorrect documents. We require that the packing list be completed
in English and in our company format. We have included a packing
list for your reference. See Exhibit 20. C. DOCUMENT ISSUES We are
identifying ways to reduce the amount of processing required for
goods tendered under Documents Presented (DP) terms. In order to
help speed the processing of these documents and reduce the amount
of duplications, please help us out by doing the following:
Do not create separate documents for each different style on a
shipment. As much as possible, consolidate styles onto one invoice.
The only limitation should be that styles destined for the
Hogansville distribution center (DC #
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22) should not be part of the same bill of lading as goods for
Stockbridge (DC#33) , Braselton (DC#12)or 3PL West Coast
(DC#60).
Use the template (See Exhibits 17, 17b, 18 and 18a) that has
been provided
for all shipments (ocean & air) and email to the following
address:
o Carters Documents [email protected]
[email protected]
o Oshkosh Documents
[email protected] [email protected])
** Email documents no later than 2 days after ocean shipment
departs of 1 day after air shipment departs to ensure timeliness of
Import Documents arriving to the broker for pre-clearing. *** See
pages 40-42 for further details/instructions about shipping
documents.
D. INVOICES AND CLAIMS
Debit Note Invoices: Charges that are owed to the vendor. o All
debit note invoices are sent via email to the appropriate Sourcing
sbu
team for their approval. Copy Gina Gaetani for tracking
purposes. o These invoices should be sent to Carters, at the
latest, 60 days after the
goods (samples, case packs, trims, fabric, etc) have been
shipped. In special cases (ex - liabilities) and when it is
approved by each Sourcing sbu, the agent can wait until the end of
the season to issue an invoice.
o All debit note invoices sent to Carters will be paid within 30
days of receipt. o All charges are paid directly to the Agent. o
Carters will not accept any liability invoices for less than
$100.00.
Debit Memo Claims: Charges that are owed to Carters.
o All debit memo claims are sent via email to the appropriate
Agent office. o Upon receipt of all claims, the Agent must remit
payment to Carters within
30 days. Once the 30 days have passed and Carters has not
received payment, a final reminder will be sent via email and then
we will pass the information to our Finance team for deduction from
the next wire payment scheduled to the Agent.
o Debit memo claims can be issued for quality errors, packing
errors, social compliance failed audits, truck charges, or any
other circumstance that may arise, due to the vendors fault.
o Carters will not issue any debit memo claims for less than
$100.00.
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PACKING AND SHIPPING The following guidelines are for the Vendor
to use when packaging and shipping product for Carters. Please be
advised these guidelines may change depending on the product and
divisional requirements. Please contact your Sourcing Manager or
Sourcing Coordinator if you have questions about individual program
requirements. A. FINISHED GOODS PACKING HANGERS All hanging
garments should be shipped on the hanger with the appropriate size
tab. POLYBAG DUST COVERS Carters / Oshkosh guidelines for use of
individual polybag dust covers. *The polybag must be perforated
across the shoulder seam of the bag. This is for Carters &
Oshkosh Wholesale/Retail individual hanging pro duct only. Please
see Exhibit 33.
Exceptions:
The following body fabrics require a bag:
- Velvet, Velveteen, Velour - Chenille - Satin, Sateen -
Charmeuse - Linen, Rayon - Acetate, Ramie - Wool, Silk
Items presenting color transfer potential are to be bagged.
Multiple fabric sets, bag if any item would require bagging if
packed as a single. Multiple sets that are swiftached together will
be bagged.
- All bulk shipment cartons must require a carton liner.
* Any special requirements from other customers like Sams,
Costco, BRU(DC#60), Wal*Mart(COM), Target(JOY), etc. will also
supersede these new polybag dust cover requirements as well. *
Exceptions list is subject to change based on product changes &
performance. Per the instructions above, if a polybag dust cover is
required, the size of the individual dust cover should be
determined by the size of the garment. Use one polybag dust cover
per garment/set (unless otherwise noted for special packing
programs). For hanging
Cotton (All
fabric types)
Linen Rayon Acetate Ramie Wool Silk
Synthetics (polyester, nylon plain surface or napped)
Corduroy
Abrasive or snagging
embellishments (Jewels, bead,
sequins)
Velvet Velveteen
Velour Chenille
Satin Sateen
Charmeuse
Other fabrics
prone to hanger
impression marking
No bag Bag No bag Bag Bag Bag or tissue
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garments, the hanger must protrude through the top of the
polybag. For folded garments that require a polybag, the polybag
should be the smallest size to adequately fit and protect the
garments in a neat appearance and have no extra space. See Exhibit
42. The following statement must be printed on all bags with an
opening diameter greater than 5 (15.7 in circumference) and less
than 1 mil (0.001) thick. Regardless of thickness, any bag greater
than 9x12 must have a warning statement. This includes the polybag
dust covers AND the carton plastic liners. The statement must be in
English, Spanish and French. See below verbiage:
WARNING: To avoid danger of suffocation, keep this plastic bag
away from babies and children. Do not use in cribs, beds, carriages
or playpens. The thin film may cling to nose and mouth and prevent
breathing. This bag is not a toy.
ADVERTENCIA: Para evitar peligro de asfixia, mantenga esta bolsa
de plastico fuera del alcance de bebes y ninos. No lo use en cunas,
camas, carriolas o corralito para bebes. La capa fina de la bolsa
se puede pegar a la nariz o boca y puede impedir la respiracion.
Esta bolsa no es un juguete. AVERTISSEMENT : Pour viter tout risque
dtouffement, garder ce sac hors de porte des bbs et des enfants. Ne
pas utiliser dans le berceau, le lit, la poussette ou dans le parc.
Le film plastique mince pourrait se coller au nez et la bouche de
lenfant et lempcher de respirer. Ce sac nest pas un jouet.
** Ecommerce bags must also have the warning statement in
Chinese. Please reference the Ecomm Manual for all details. This
manual is located in eSPS/Company Information.
Standard Poly Dust Cover Film Thickness/Quality Low Density
Polyethylene (LDPE) only. (PVC) Polyvinyl Chloride is NOT
permitted. 0.0005 to 0.0007 inch (0,013 to 0,018 mm) thickness.
(1mil = 0.0254mm; 1.5mil
= 0.0381mm. Polybag/polycover bag labels detailing style #,
size, color are NOT required.
Any other additional packaging instructions/requirements for
Clubs, TRU, PPKS, Ecommerce, or any other special program will be
noted in the PDF files in eSPS at the style level. Contact your
Carters/Oshkosh Sourcing team for any questions or clarifications.
SHIPPING CARTONS The standard size for a shipping carton must be a
23 1/2L x 15W x 13H Standard Carton. The standard carton must be
used for packing all wholesale and retail orders except for COM,
JOY, TRU, Sams, Costco or when the PO requires it. An alternative
carton with the following dimensions (23.5L x 15W x 6.5H) can be
used when a small quantity (either overflow or stipulated
pre-packs) of garments is packed in a carton. The carton sizes for
JOY and COM can be found on pages 59-60. For Sams/Costco carton
standards, please see Exhibit 31. Exceeding or going below the
indicated dimensions is NOT acceptable. The Standard Carton must be
made of no less than 175 pound test corrugated cardboard (i.e. a
rigid box able to support the weight of its contents, as well as
the weight of other cartons stacked on top of it). In some
situations, the exact carton specifications will be dictated by
Carters, and every attempt must be made to comply.
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All cartons shipped to Carters must be lined with a poly or
plastic case liner before poly-bag dust covers or garments are
placed inside and the carton closed. DO NOT USE cardboard liners
inside the cartons OR inside the polybag dust covers. Our warehouse
picking process does not provide a method of disposing of the
inserts. DO NOT USE waxed or coated cartons. Packing of goods in
shipping Cartons The garments should be firmly packed in the
Standard Carton to assure secure transit of the goods, and be
suitable for warehouse storage. Pack garments in groups of six (6)
to reduce wrinkling (groups of three (3) if garments are bulky).
Unless specifically noted by Sourcing, the vendor will determine
how many pieces should be placed in each carton to prevent
excessive wrinkles. Cartons must not be over packed and garments
must be placed carefully within the carton. Vendor will fully
utilize the space in the shipping carton. If necessary, it is ok to
fold the group of garments in half to better utilize the space in
the carton, while still minimizing the wrinkles in the garment. The
pictures below show an example of how to more effectively utilize
the space in the carton.
** Reminder: All bulk shipment cartons must require a carton
liner. And please refer back to page 31 for the polybag guidelines.
And for Retail PPK packing, the vendor should pack as many inners
as possible that will fit the Standard Carton comfortably and fully
utilize the space. The Standard Carton weight should not exceed 40
pounds when packed, and must be securely sealed with no loose flaps
by using tape. DO NOT put plastic bands around the cartons unless
required by local ordinances. DO NOT mix sizes and colors within a
carton unless the purchase order requires it. *** An Important
Reminder about CASEPACKS. Casepack cartons should NEVER ship to our
DCs incomplete. Our DCs cannot receive in an incomplete/shorted
casepack carton. Casepacks typically consist of mixed sizes and/or
styles for programs such as JOY, COM, SAMS, COSTCO, TRU, and RETAIL
PPKs.
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B. FREIGHT FORWARDER All vendors should be making ALL bookings
with their approved Freight Forwarders local office. Please see
Exhibit 21 that documents the approved Freight Forwarders contact
names and addresses for each origin. Please see Exhibit 8 for all
HBL and HAWB Consignee and Notify party details.
KEY POINTS TO REMEMBER WHEN MAKING BOOKINGS W/ the Freight
Forwarder:
The factory or agent is to submit the initial booking at least
14 days prior to the
CRD date and NO EARLIER than 21 days. Please go to the Company
Information section in eSPS to view the correct Broker Code
Listing.
It can take up to 48 hours for bookings to be processed. If a
booking approval has
not been received back within 48 hours, please contact
[email protected] for immediate attention to this
matter.
The factory should receive booking confirmations from the
shipping line
approximately 5 days in advance of CRD. Please contact
[email protected] if there are delays.
If there is a change in qty after a booking has been made,
please rebook with a nw
ASN. ALSO VERY IMPORTANT, if a new PO is added, DO NOT add to
the old booking - please start a new booking or ALL of the goods
will be delayed.
All header information must be complete. It is critical that the
CRD date is
populated. If the CRD date is left blank, the booking approval
will be delayed.
Carters has designated Schenker as our agent to file ISF
(Importer Security Filing), otherwise known as 10+2 on our behalf,
and requires the cooperation of all vendors. 10+2 must be filed
with US Customs no later than 24 hours prior to loading on the
ocean vessel destined to the U.S. For origins where Schenker is the
Freight Forwarder, they will gather the information required for
filing at time of booking. For origins where Schenker is not the
Freight Forwarder, the information will be sent to Schenker via
email on a template. See Exhibit 46.
ADDITIONAL NOTES REGARDING SHORTAGES AND OVERAGES:
SHORTAGES: A 5% shortage per style/size is allowed; prefer
shortages on blank non-DIM lines first, then EC002, DM001, and
FP002 shipments. Any shortages larger than 5% per size, per style
must be communicated to Sourcing before shipping. Do not delay
booking waiting on approval for the shortage. Go ahead and start
the approval process for the bulk of the shipment thru a booking
request with the Freight Forwarder & Carters Transportation
Department for the amount you have ready to ship. During that 12
day period that you are waiting for approval, you can work with
your Sourcing Coordinator to get approval either to replenishment
the goods and when, to accept the shortage, OR to delay shipment
until all units are ready.
** Shipments for Sams, Costco, TRU, and Retail PPKs MUST be
shipped 100% with NO shortages.
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OVERAGES: 5% shortage per style/size is allowed; prefer overages
on blank non-DIM lines first, then EC002, DM001, and FP002
shipments. For shipments over 5%, DO NOT HOLD the shipment waiting
on approval to over ship from your Sourcing Coordinator. Go ahead
and start the approval process for the bulk of the shipment thru a
booking request with the Freight Forwarder & Carters
Transportation Department. During that 12 day period that you are
waiting for approval, you can work with Sourcing to get approval to
ship the amount over 5%. If you get approval before the shipment
leaves, let your Sourcing Coordinator know and they will work with
the Sourcing Business Manager to change the % tolerance in
eSPS.
** Shipments for Sams, Costco, TRU, and Retail PPKs MUST be
shipped 100% with NO overages. Please alert your Sourcing
Coordinator if there are any overages. They will advise if the
overages will be accepted.
*** Remember that shipments must be booked 14-21 days in advance
and NO EARLIER.
*** Casepacks must be shipped COMPLETE. Our DCs CANNOT receive
incomplete casepack cartons.
*** See page 54 for the JOY/COM shipping requirements regarding
shortages and overages.
*** Also Please note that ALL shipments in eSPS must be closed
within 24 hours of the goods departing the port. This is especially
important for all AIR shipments. AIR shipments must be closed ASAP
since the goods could arrive at the DCs much faster.
C. LABELING FOR SHIPPING
1. TLO/eSPS CASE LABELS Carton ID shipping labels must be
created in TLO and applied to each carton. (For those vendors not
implemented with TLO, they will create carton ID shipping labels in
eSPS). All information required by Carters is included on the TLO
or eSPS shipping label. For all JOY, COM, Sams, Costco, TRU, Retail
PPK & E-Commerce shipments, or any other specific customer
shipments, the carton will also need to include the program name
stamped on the same short end that the shipping label is placed.
And any other additional carton marking requirements for Sams,
Costco, TRU, PPK, EComm will be noted in the packouts in eSPS. *If
an event sticker is required for JOY/COM, this sticker can be
placed on the long side of the carton if there is no room on the
short end. *** Please see Exhibit 15 for a diagram of how the
eSPS/TLO label and any carton markings should be applied. For all
Bulk Orders shipping to DC#12, #22, #33, #44, #65, #70, 72, 76,
#60, place the adhesive label on the LOWER right-hand side of the
short end of the carton. The adhesive label should NOT cover up any
stamped logos on the carton. Direct ship to customer shipments may
have a different label placement. This will be called out in the
packout instructions in esps. Ask your sourcing representative if
there are questions.
2. ESPS (Internet Sourcing Production System) and TLO (Tradelink
One) All Bulk and Test purchase orders must ship using the TLO and
eSPS systems. The accuracy of all shipments in TLO/eSPS is very
important. Please reference the eSPS web-site to view all training
documents and manuals related to eSPS and TLO. They are located in
the Company Information section. If
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urgent help is needed with using eSPS, please include Carters
Helpdesk in your e-Collaboration - [email protected]. Or if you
are having problems with the Freight Forwarder, include both
Carters Transportation [email protected] and the
Helpdesk in your e-Collaboration. If help is needed with using TLO,
reference the TLO Troubleshooting guide. The guide is located in
eSPS. If you are still having technical difficulties accessing TLO,
please contact [email protected]
D. CONTAINER LOADING All carton labels should be facing the tail
of the container, and PO lines should be loaded together where
possible. The Standard Carton was designed to maximize utilization
of space within a container. The following are the number of
cartons than can fit in the different container types:
Container Maximum # of Cartons
20 420 - 429 40 840 - 858 40 HC 960 968 45 1056 1084 53 1248 To
achieve these loads when packing containers, cartons should be
stacked with the length of the carton parallel to the length of the
container. See below pics:
When requesting containers from the Carters designated
forwarder, the request should be based on the number of cartons
that will be shipped. Vendors are designated as either
i) Full Container Loader; or ii) Matrix only loader.
The Full Container Loader vendors are the ones that have orders
with volumes that require them to do regularly weekly shipments
through out the calendar year. Vendors will receive communication
if their status as a Full Container Loader from Sourcing. Absent
such communication, vendors are designated as Matrix only loaders
by default.
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Both categories of vendors will use the Container Loading Matrix
shown below to request the most cost efficient container mix based
on the number of cartons they anticipate shipping. To use the
Matrix to determine the containers to request from the forwarder, a
Matrix only loader calculates the number of cartons they will be
shipping and locates the carton range in the first two columns of
the Matrix into which this carton count falls. The vendor then
references the columns at the left of the Matrix to identify the
mix of containers to order. The operation of the Matrix is similar
for a Full Container Loader, however, a vendor in this category,
will be required to try to replace any air shipments or 20
containers with a 40 container by adding to the current shipment
available product from their next shipment (product will be
considered to be available if their next shipment has a CRD date
within one week of the CRD date of the original shipment). As an
example of the operation, of the Matrix for a Full Container
Loader, consider a shipment which consists of 2058 cartons. The
Matrix initially identifies that his load would require two 40 and
one 20 containers. If the vendor has available product from its
next shipment they will order three containers and fill those
containers.
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Container Loading Matrix
Standard Cartons Equivalent
in container Cubic Meters Air 20' 40' 40' HC 45' Total
Min Max Min Max 1 66 0.1 5.0 1 1
67 428 5.0 32.1 1 1 429 858 32.2 64.4 1 1 859 968 64.5 72.7 1 1
969 1074 72.8 80.6 1 1
1075 1286 80.7 96.6 1 1 2 1287 1396 96.6 104.8 1 1 2 1397 1502
104.9 112.8 1 1 2 1502 1716 112.8 128.9 2 2 1717 1826 128.9 137.1 1
1 2 1827 1936 137.2 145.4 2 1937 2042 145.4 153.3 1 1 2043 2148
153.4 161.3 2 2
2149 2574 161.4 193.3 3 3 2575 2684 193.4 201.5 2 1 3 2685 2794
201.6 209.8 1 2 3 2795 2904 209.9 218.1 3 3 2905 3010 218.1 226.0 2
1 3 3011 3116 226.1 234.0 1 2 3 3117 3222 234.1 241.9 3 3
2795 3432 209.9 257.7 4 4 3361 3480 252.4 261.3 3 1 4 3481 3652
261.4 274.2 2 2 4 3653 3762 274.3 282.5 1 3 4 3763 3872 282.6 290.7
4 4 3873 3978 290.8 298.7 3 1 4 3979 4084 298.8 306.7 2 2 4 4085
4190 306.7 314.6 1 3 4 4191 4296 314.7 322.6 4 4
3873 4290 290.8 322.1 5 5 4291 4320 322.2 324.4 4 1 5 4321 4510
324.5 338.7 3 2 5 4511 4620 338.7 346.9 2 3 5 4621 4730 347.0 355.2
1 4 5 4731 4840 355.3 363.4 5 5 4841 4946 363.5 371.4 4 1 5 4946
5052 371.4 379.4 3 2 5 5052 5158 379.4 387.3 2 3 5 5159 5264 387.4
395.3 1 4 5 5265 5370 395.3 403.2 5 5
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4841 5148 363.5 386.6 6 6 5149 5258 386.6 394.8 5 1 6 5259 5368
394.9 403.1 4 2 6 5369 5478 403.2 411.3 3 3 6 5479 5588 411.4 419.6
2 4 6 5589 5698 419.7 427.9 1 5 6 5699 5808 427.9 436.1 6 6 5809
5914 436.2 444.1 5 1 6 5915 6020 444.2 452.0 4 2 6 6021 6126 452.1
460.0 3 3 6 6127 6232 460.1 468.0 2 4 6 6233 6338 468.0 475.9 1 5 6
6339 6444 476.0 483.9 6 6
5809 6006 436.2 451.0 7 7 6007 6116 451.1 459.3 6 1 7 6117 6226
459.3 467.5 5 2 7 6227 6336 467.6 475.8 4 3 7 6337 6446 475.8 484.0
3 4 7 6447 6556 484.1 492.3 2 5 7 6557 6666 492.4 500.5 1 6 7 6667
6776 500.6 508.8 7 7 6777 6882 508.9 516.8 6 1 7 6883 6988 516.8
524.7 5 2 7 6989 7094 524.8 532.7 4 3 7 7095 7200 532.8 540.6 3 4 7
7201 7306 540.7 548.6 2 5 7 7307 7412 548.7 556.6 1 6 7 7413 7518
556.6 564.5 7 7
If a shipment contains less than 67 cartons, which are
equivalent to 5 cubic meters, the vendor will request to Air
Collect the goods. Documentation support for Full Container Loaders
Full Container Loaders will need to ensure that all documentation
supports the shipments that they make particularly in the event
that they have combined product from two deliveries to ensure full
container utilization. To assist them in this process Carters staff
will work with them to develop a system to facilitate scan loading
of containers with systematic capture of case identification for
cases loaded to the containers. Consolidation of 20 Containers At
the time of the booking, vendors will inform Sourcing and
Transportation if their shipment only requires a single 20
container. Forwarder and Transportation department will make
arrangements to try to consolidate container with another shipment
coming out of another vendor. Instructions will be provided at time
of booking by forwarder to vendor if CFS delivery is required.
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Consolidation of Carters and Oshkosh Shipments If a vendor has
shipments for Carters and Oshkosh in the same week and if the
vendor were to consolidate the loads and apply the Container
Loading Matrix it would result in a lower number of containers,
vendor will consolidate shipments. It will load one complete
shipment first, and then the other. All consolidations have to be
informed to Transportation Department at the time of booking. Each
shipment needs to be under a separate ASN number. Consolidation of
shipments to different DCs Shipments to all Georgia Distribution
Centers (DC#22 & 33) & the 3PL DC #60 in California should
be consolidated if such consolidation would result in a reduction
in the number of containers. If a load is mixed with shipments for
Georgia and California, then the Georgia shipments will be loaded
at the tail (next to the door), and the California shipments will
be loaded at the nose of the container. This will allow the GA
goods to be quickly offloaded, and the trailer can proceed to the
3PL with minimal delay. Two points to follow:
1. The Freight Forwarder will process the booking requests as
normal. If the factory knows at the time of booking that they will
be combining loads, instead of booking the GA calendar as MLB, they
will book as IML Intermodal after transload. ALL shipments to DC#12
that pass through the Longbeach port, will default ship as IML.
If the factory does not know if they will be consolidating at
the time of booking, they can book as normal MLB, but then when the
container is loaded they will need to send The Freight Forwarder a
load report. If a consolidation is possible, the Freight Forwarder
will then advise Carters Transportation to change the calendar from
MLB to IML. No changes will be required for the 3PL DC#60 calendar
shipments. Extra communication will be required to ensure that
there are NO delays.
2. If consolidated shipments in a container are shipping to the
same destination, or if
there are shipments to both GA DCs, then the shipment with the
smallest quantity will be loaded at the tail (next to the door),
and the largest shipment will be loaded at the nose of the
container.
All cartons of a shipment should be loaded together. Each
shipment needs to be under a separate ASN number.
** Goods shipping through any ports other than LA/Long Beach
will not be consolidated unless pre-approved by the Freight
Forwarder.
Container Inspection All factories must fill out a Container
Inspection report for each container they ship. These forms must be
kept on site at each factory for 6 months. This is necessary just
in case Carters receives wet or damaged goods. This inspection
report will be proof that the
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factory did in deed inspect the container before loading their
goods. See Exhibit 35 for the form.
*** If a container is damaged at the time of inspection, the
factory must refuse it and request another one.
E. SHIPPING DOCUMENTATION GENERAL GUIDELINES
Vendors are authorized to ship first quality goods only.
Unauthorized substitution of goods will be returned to the
Vendor at Vendors expense.
All shipments should be full container/exclusive loads whenever
possible.
Our appointed freight forwarder will be advised via the Purchase
Order or
other correspondence via Carters Transportation Dpt. The current
freight forwarders are Schenker or DAMCO for ocean shipments,
Jetspeed for Air Collect shipments and Jetspeed, RCS, AGS for Air
Prepaid shipments.
Shipments will be on a freight collect basis, unless negotiated
or arranged
otherwise.
Any shipment that arrives at a Carters facility after the
Purchase Order has been canceled will be refused and returned to
the Vendor at the Vendors expense..
There will be a charge back penalty for noncompliance to any of
Global
Sourcings packing, carton markings or shipping instructions.
These chargebacks will include the incremental costs to The William
Carter Company plus an administrative fee.
1. SHIPPING DOCUMENTS
ALL DOCUMENTATION RELATED TO THE IMPORTATION OF GOODS INTO THE
UNITED STATES MUST BE IN ENGLISH. In addition, it is important to
note that a detailed packing list and all required documents as
noted in the Full Package Documentation Guide for every shipment
must be emailed to [email protected] or
[email protected] and [email protected] in
our Customs Compliance Department. This must be done within 2 days
of vessel departure or 1 day after air shipment departs to ensure
timeliness of Import Documents arriving to the broker for
pre-clearing.
Packing lists must be in English and provide the following
information: See
Exhibit 20. Vendor name and address
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Purchase Order number ESPS Shipment number Style, color, size,
and quantity by carton Case label number, or Manual form referenced
for each carton Total number of cartons
Bill of Lading must be in English and include the following
information:
Vendor name and address Consignee and notify party Vessel/flight
details including port of loading, delivery and final
destination Purchase Order number Style and description of
merchandise Total number of cartons Total weight of cartons Total
measurement (CBM) of shipment Container number Da