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2019 Guide to Supplier Partnership FLEET FARM UPDATED 2018 Version 1.3
2019
Guide to SupplierPartnership
FLEET FARM
UPDATED 2018
Version 1.3
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Contents
Welcome to the Fleet Farm Team ................................................................................................... 4
New Supplier Setup ......................................................................................................................... 4
New Item & Image Submission ....................................................................................................... 4
Purchase Order Information ............................................................................................................. 8
Example of Purchase Order Dates & Expectations ....................................................................... 9
Lead Times ................................................................................................................................... 9
Pickup Lead Times ........................................................................................................................ 9
Confidentiality ................................................................................................................................. 9
Collect Shipments: Freight Routing ............................................................................................... 10
Collect Shipments: BOL Requirement ........................................................................................... 10
Prepaid Supplier Responsibility in Scheduling Appointments ...................................................... 11
Scheduling Appointments .............................................................................................................. 11
Shipping to Our Distribution Centers ............................................................................................. 12
DC Addresses and Receiving Hours ......................................................................................... 12
Standard Shipping Requirements .............................................................................................. 13
Domestic Ordering Case Requirements .................................................................................... 13
Product Labeling........................................................................................................................ 14
Minimum Dating Requirements ................................................................................................ 15
Direct Ship Pass Through Order Instructions – Appleton Distribution Centers Only .............. 16
Pallet Requirements .................................................................................................................... 16
Conveyable Indicator ................................................................................................................. 16
Data Accuracy ............................................................................................................................... 17
Electronic Data Interchange (EDI) ................................................................................................ 17
Advance Shipping Notice (ASN) ................................................................................................... 18
Accurate Item Set Up for Firearms ............................................................................................. 18
Method of Transmission ............................................................................................................ 18
ASN Submission via EDI .......................................................................................................... 19
ASN Submission via Email ....................................................................................................... 19
Revising ASNs .......................................................................................................................... 19
ASN Chargeback Policy for Non-Compliance .......................................................................... 19
Cost/Price Changes ........................................................................................................................ 20
Customer Service / Warranty Information .................................................................................... 20
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Shortages and Backorders .............................................................................................................. 21
Overages ........................................................................................................................................ 21
Product Not on Order ..................................................................................................................... 21
Damaged Product ........................................................................................................................... 21
UPCs .............................................................................................................................................. 21
Barcoding Errors........................................................................................................................ 22
Barcode Requirements for Clothing .......................................................................................... 22
Safety Data Sheets (SDS) ............................................................................................................... 23
Hazardous to Ship ...................................................................................................................... 23
Product Liability ............................................................................................................................ 23
Tax Payer ID Number & Certification (W9) ................................................................................. 25
Product Compliance ...................................................................................................................... 26
Labor Laws .................................................................................................................................... 26
Undue Influence ............................................................................................................................ 26
Import Ordering Information ......................................................................................................... 26
Review the Purchase Order ....................................................................................................... 26
Shipping of Product ................................................................................................................... 26
Critical Requirements .................................................................................................................... 27
Boycott List ............................................................................................................................... 27
International Convention for Safety of Life at Sea Requirements (SOLAS) ............................ 27
High Security Container Seals ................................................................................................... 28
Document Requirements for Shipping and Payment .................................................................... 28
Letter of Credit Terms ............................................................................................................... 28
Wire Transfer Forms ................................................................................................................. 29
Pro Forma Invoice ...................................................................................................................... 30
Bills of Lading ........................................................................................................................... 30
Fumigation Papers ..................................................................................................................... 30
Trademark Release .................................................................................................................... 30
Product Licensing ...................................................................................................................... 31
Commercial Invoices ................................................................................................................. 31
Packing List ............................................................................................................................... 32
Raw Materials ................................................................................................................................ 32
Condition/Packing of Containers................................................................................................... 32
Shipping Information ..................................................................................................................... 33
Delivery of Documents .............................................................................................................. 35
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Importer Security Filing (ISF) ....................................................................................................... 35
Stow Plan ................................................................................................................................... 36
Container Status Message .......................................................................................................... 37
Case Labeling Requirements ......................................................................................................... 38
Welcome to the Fleet Farm Team For decades, our Supplier relationships have been an important part of our success. You play an
important role in making sure our customers have a superior shopping experience at Fleet Farm.
Our first Fleet Farm store opened in 1955. Our company was founded on core values of Honesty,
Integrity, Efficiency, Hard Work and Courtesy. We believe that this is the reason for our success.
We believe these core values extend not only to our customers and employees, but to our
Supplier partners as well.
Fleet Farm has recently constructed and launched a new 1.1 million square foot Distribution
Center in Chippewa Falls, WI. This investment in our Supply Chain will ensure that we are
prepared for years of success and growth.
New Supplier Setup Upon being selected as a new vendor, supplier, or distributor (“Supplier”) for Fleet Farm, you will be emailed two links, one to the Supplier Due Diligence Questionnaire and the other to the New Supplier Packet. The New Supplier Packet is a combination of informational documents that help to clarify the terms of our relationship as well as required forms that must be completed before we are able to create our first purchase order with your company.
New Item & Image Submission Once you are setup as a Supplier in our system, new item information and images must be
submitted. You will receive a new item worksheet from the Fleet Farm Category Manager
(formerly referred to as the Buyer) for completion.
As we may be advertising your product in future promotions, we require high resolution color photos of all products we purchase. The high resolution photos will be utilized by our advertising department for promotional, printing and website advertising purposes. Therefore multiple images showing different views and angles of the product are desirable. Following is a Photo / Logo / Artwork Submissions Guideline for your reference.
Image Submission Guidelines: File Format Guidelines:
• Minimum 300 dpi output resolution.
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• TIFF, EPS or PSD format • Minimum 4 inches x 4 inches image size (1200x1200 pixels). • CMYK or RGB mode. • Photographed on a white background without any shadows around the product. • All images must be labeled by stock or vendor product number.
All images must be hi-resolution. Low-res files are not acceptable. HARDLINE PRODUCTS Required Hardline Product Image Examples- Please match image examples. If all 5 required images cannot be provided, please see Product Samples section. Supply if available, but not required
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APPAREL & FOOTWEAR PRODUCTS Required Bottoms Images Examples- Please match image examples If all 5 required images cannot be provided, see Product Samples section Supply if available, but not required Required Tops Image Examples- Please match image examples If both required images cannot be provided, see Product Samples section Supply if available, but not required
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Required Footwear Image Examples- Please match image examples If all 5 required images cannot be provided, see Product Samples section Required Accessories Image Examples- Please match image examples If all required images cannot be provided, see Product Samples section Sending Images: Small numbers of images can be sent directly via email to [email protected]
Larger amounts can be sent via USB drive or electronic transfer service (Dropbox, WeTransfer or another similar service).
Logo/Artwork Submission Guidelines: File Format Guidelines:
• Minimum 600 dpi output resolution. • Saved as Vector art and saved as an Adobe Illustrator file. (Illustrator EPS format) • Fonts converted to outlines (no embedded fonts). • CMYK or RGB mode.
Apparel Sample Sizes: Size Requirements:
Men's Bottoms = 34x32 or 34x34 (Large)
Men's Tops = Large
Misses' Bottoms = 6 or 8 (Medium)
Misses' Tops = Medium
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Product Samples: If high resolution images are not available, actual product samples are required to be sent to the below address so that we can photograph them in-house at our studio. Mock-up packaging will not be accepted. If you would like the product returned, we ask that you include a prepaid UPS or FedEx label with the product for return shipping. If not provided the product will not be returned. Shipping Address: Marketing Image Team Mailing Address: Marketing Image Team (UPS, FedEx etc.) Fleet Farm (U.S. Mail) Fleet Farm 1631 S Lynndale Drive P.O. Box 1199 Appleton, WI 54914 Appleton, WI 54914
For technical questions contact the Marketing Image Supervisor at (920) 731-8121 ext. 2358 or [email protected]
Purchase Order Information Fleet Farm purchases merchandise through the form of a purchase order. Purchase orders are created by Fleet Farm Supply and Fulfillment Analysts and are transmitted via Electronic Data Interchange (“EDI”) or non-EDI (hard copy) to the Supplier. Purchase orders will be written to send merchandise to our Distribution Centers (“DC)” or various store locations. Purchase orders will be transmitted EDI or Non-EDI with the following headers:
Requested Ship Date = the earliest a Supplier should ship a Purchase Order Cancel Date = the latest a Supplier should ship a Purchase Order
Purchase Order Example Below: *(Lead Time = 7 Days)
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Fleet Farm expects all items and quantities on purchase orders to ship between the REQUESTED
SHIP DATE and CANCEL DATE. If the Supplier is unable to ship the purchase order in full
between the REQUESTED SHIP DATE and CANCEL DATE they must contact the respective
analyst and receive written email approval to revise the dates, items, or quantities on the
purchase order. If the Supplier would like to ship items before the REQUESTED SHIP DATE, they
must contact their analyst and receive written email approval to ship items before the
REQUESTED SHIP DATE.
Please note that our standard shipping window (Requested Ship Date to Cancel Date) has
decreased from 7 days to 3 days.
Example of Purchase Order Dates & Expectations Supplier receives purchase order with a REQUESTED SHIP DATE of 8/17/2017 and CANCEL DATE of 8/20/2017. For a Collect vendor, an electronic pickup request EPR (855/940) must be submitted 24 – 48 hours prior to the REQUESTED SHIP DATE. All items and quantities are expected to be ready to ship within this window. Prepaid vendors must have their delivery appointment requested at the Distribution Center 48 hours prior to the ship window. Items and quantities that are not ready, do not have an EPR submitted or do not have a delivery appointment within this window are subject to cancellation.
Lead Times Purchase Orders are created with a Requested Ship Date that reflects the Suppliers lead time. Lead Time is defined as the time between when the purchase order is received by the Supplier and when the Supplier has the purchase order ready to ship. The CANCEL DATE will default to be three (3) days after the REQUESTED SHIP DATE to give the Supplier a window in which to ship all product. If the Supplier believes the lead time is unattainable they must reach out to the analyst to have further discussion.
Pickup Lead Times Fleet Farm will require the Supplier to provide a pickup lead time. Pickup Lead Time is defined as the transit time from when the product leaves the Suppliers dock to when the product arrives at Fleet Farm Distribution Center(s) or store locations. Lead Time & Pickup Lead Time help provide our locations with Expected Arrival Dates.
We expect that this update will provide more clarification and understanding around Fleet
Farm Purchase Orders and allow us to better serve our customers. Specific questions around
purchase orders and lead times should be directed to your Fleet Farm Supply and Fulfillment
Analyst or Supervisor.
Confidentiality During the course of business with Fleet Farm, you may obtain confidential information such
as future promotions, forecasted sales amounts or order history. Confidential information is
proprietary to Fleet Farm and should not be disclosed to anyone. Any disclosure or
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unauthorized use of this information may cause irreparable harm and loss to Fleet Farm.
Collect Shipments: Freight Routing Suppliers are no longer able to call or email Fleet Farm with Pickup Request. DHL is now responsible for all of our collect freight routing.
For collect freight movement where arrangements for shipment are made on behalf of Fleet Farm:
For all shipments weighing under 150 pounds (10 boxes or less)
Ship via FedEx ground third-party. Contact Supplier relations [email protected] or your Fleet Farm inventory management analyst if you do not have an account number.
Do not send an Electronic Pickup Request -EPR (855/940) for any order less than 150 lbs.
For all shipments above 150 pounds (11 boxes or more)
Send an electronic pickup request EPR (855/940) using your company’s EDI, SPS Commerce’s web fulfillment tool or Sterling web forms.
An EPR cannot exceed 44,500 lbs for gross weight and 3,500 cubic feet for volume per pickup request
One EPR per truckload. If you have multiple truckloads per purchase order, multiple pickup requests must be submitted to equal the number of truckloads needed.
A standard pallet = 120 Cubic Feet. Multiply the number of pallets by 120 to get the total cubic feet for your shipment.
Need help?
Any questions about getting set up, please contact Fleet Farm at [email protected]
Any questions regarding EPRs already submitted, please contact our logistics provider, DHL, at [email protected]
Collect Shipments: BOL Requirement Our 3rd party logistics provider, DHL, requires collect Suppliers to use DHL’s standardized bill of lading (“BOL”). DHL will provide the BOL. This BOL will indicate the carrier being used and what product is expected to ship on that trailer. Fleet Farm will need to have a contact and email address for DHL to supply a BOL. We suggest a group email at the vendor in the event that someone is on vacation or leaves the company. Once a carrier accepts the load tender, DHL will send the Supplier the BOL. If vendor doesn’t receive, email [email protected] to request a pdf of the BOL.
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Prepaid Supplier Responsibility in Scheduling Appointments As a prepaid Supplier, it is your responsibility to make sure that the carrier of your choice fully understands the following section on scheduling appointments. Appointment requests are scheduled by email and any return charges due to not following this direction are not the responsibility of Fleet Farm.
Please make sure the following statement appears on your Bill of Lading: “Delivery Appointments Required”
Scheduling Appointments Fleet Farm requires that delivery appointments be scheduled for all of our Distribution Centers/warehouses. Prepaid Suppliers should inform their delivery carriers that they must schedule an appointment at least 48 hours in advance. This procedure facilitates an orderly and timely flow of merchandise through our Distribution Center/warehouse. Any freight shipments arriving without a scheduled appointment or arriving after an appointment has passed will be deferred until such time as the Distribution Center receiving
Example DHL BOL
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schedule permits. We cannot guarantee same day unloading. We will make every attempt to accommodate; however, prior scheduled receiving will take precedence. All charges assessed as a result of this condition from carriers will be the responsibility of pre-paid Suppliers. Please make sure that all POs associated to the trailer being scheduled for appointment are indicated during scheduling. The DC needs this information to plan and staff accordingly. These procedures are required regardless of whether your freight is routed via prepaid (your carrier) or collect (Fleet Farm’s routing). Appointments are required to be scheduled whether the trailer will be live unloaded or dropped at our DCs. To schedule an appointment for: Appleton DC (97095)
Foremost DC (97090) Bluemound DC (97097)
An appointment will need to be requested via email at [email protected].
• Please use the below form, a PDF copy may be requested at the above email.
Appleton Inbound
Appointment Request Form.xlsx
To schedule an appointment for Chippewa Falls DC (98030)
• An appointment will need to be requested via email at [email protected]
• Please use the below form, a PDF copy may be requested at the above email.
Chippewa Falls
Inbound Appointment Request 011518.xlsx
Shipping to Our Distribution Centers
DC Addresses and Receiving Hours Fleet Farm Chippewa Falls Distribution Center (98030) Truck Entrance: 2900 Lakeview Drive Chippewa Falls, WI 54729 Live Unload Receiving Times: (Mon – Thu) 6:30am-2:30pm and 5:30pm-1:00am CST (Fri-Sun) 6:30am-4:30p Carriers Dropping Trailers: Drop trailers may be delivered 24X7, trailers are expected up to 24 hours in advance of accepted appointment time and date
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Employee/Visitor Entrance & Mailing Address:
1801 Commerce Parkway
Chippewa Falls, WI 54729 Fleet Farm Appleton Distribution Center (97095), Foremost Warehouse (97090) or Bluemound Warehouse (97097)
1300 South Lynndale Drive
Appleton, WI 54914
Live Unload Receiving Times: (Mon - Thu) 5:00am – 6:00pm CST; (Fri – Sat) 7:00am – 4:30pm
CST Carriers Dropping Trailers: (Mon-Thu) 5:00am-12am CST; (Fri-Sat) 6:30am – 5:30pm CST
Standard Shipping Requirements Fleet Farm has a set of general guidelines that need to be followed to make sure that items are quickly and accurately received at our Distribution Centers for distribution to our stores. Please note that these standards were written as a guideline for a diverse range of Suppliers and therefore if they do not seem to apply to your product type please discuss with your Category Manager or one of our Supply Chain experts, [email protected] .
We require all Suppliers to provide a packing slip for their shipments. Palletized freight should include no more than 4 SKUs per pallet. All corrugate cases should contain no more than one SKU per case. All cases must have a standardized case quantity supplied to our Data Integrity
department during new item set up. All changes to case quantity must be communicated to the Fleet Farm Category Manager prior to shipment to our Distribution Centers.
All palletized freight should contain no more than one PO per pallet with the PO clearly marked on the pallet if it is not already marked on each corrugate case.
Domestic Ordering Case Requirements Case refers to a shipping container made of corrugated fiberboard, not boxboard or
chipboard. Construction must be sturdy enough to facilitate multiple handlings, both by hand
and with material handling equipment such as pallet jacks, forklifts, clamp trucks, conveyors,
gravity shelving, trailer movement and vibration, etc.
In General:
The Fleet Farm preferred style is what is referred to as a regular slotted container (RSC)
The corrugated fiberboard should meet a minimum burst strength of 175 lbs.
Cases should also meet an edge crush test (ECT) strength of 32 lbs. to facilitate stack ability.
Cases are preferred to be sealed by glue or with reinforced plastic tape.
Inner cartons should have a minimum burst strength of 125 lbs.
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It is preferred that cases should be marked on four sides with the following information (It is required to be marked on at least one side):
Description of the product/type of merchandise, including color/size to distinguish
Vendor part number (VPN) (and optionally MFF SKU number)
Case quantity (and inner quantity/number of inners if applicable)
Any required hazardous labeling required by government regulations
Product Labeling An additional label is required to be applied to, at a minimum, each pallet and optionally each case. It should including the following items.
Vendor name and ship from point
Fleet Farm purchase order number
Fleet Farm Destination from the purchase order (DC or store name and number)
Delivery # and Sales Order # are optional fields to be utilized for our Supplier’s needs
Ship Date (preferred but optional)
Fleet Farm SKU number(s)
The particular size and layout is flexible as long as the required items are legible.
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Minimum Dating Requirements If a Supplier’s product has an “expiration” or “best used by” dating on it, then the Supplier has the responsibility to make sure that when that product is delivered to our Distribution Center or stores, it has a MINIMUM amount of time remaining on the product before it expires.
Fleet Farm Minimum Dating Requirements
Days/Month remaining from
expiration/sell by date at time of delivery
Grocery
Cookies & Crackers 14 Days
Salty Snacks 14 Days
Snack Cakes 15 Days
Frozen Food 30 Days
Aerosol Whipped Cream 21 Days
All Other Dairy 10 Days
All Other Grocery 30 Days
HBC and General Merchandise
Disposable Cameras 12 Months
Film 12 Months
Polaroid Film 6 Months
Batteries 18 Months
OTC Health and Wellness 6 Months
Expanding Foam and Caulk 12 Months
Farm: Dairy Chemical
All 8 Months
Farm Feeds [Dating based on ship date, not delivery date]
Milk Replacer Products 6 Months
Mineral Bags Blocks & Tub Products 6 Months
Extruded Feed/Hay Cubes 1 Year
Forage 3 Months
Scratch and Crunch Blocks 3 Months
Pellets/Crumbles/Grains 2 Months
Textured Feeds 1 Month
Pet/Vet Products
Pet Food 4 Months
Vet Meds 6 Months
Pet Health/Supplements 160 Days
Food Plot Seed
All 6 Months
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Direct Ship Pass Through Order Instructions – Appleton Distribution Centers Only Direct Ship Pass Through is a unique ordering program Fleet Farm uses with a small group of Suppliers. If you have not been contacted by Fleet Farm on this program please ignore this section. For Suppliers selected for this program, when you receive orders marked as "Direct Ship Pass Through" please follow the instructions below.
1. Each order must have a separate invoice. 2. Each order/store must have a separate packing list and it must be attached to the
pallet. 3. All stock must be palletized on a four-way 40x48 pallet. 4. Only ONE purchase order per pallet. 5. All stock must be shrink wrapped or banded on pallets. 6. Each individual carton must be marked with the store address. 7. Each pallet must be marked in bold letters with store number and location (i.e. Store
200 Fond Du Lac) 8. Each order must have a separate invoice sent to our accounts payable office.
If the order indicates “Our Truck Pick Up”, our Logistics Department must be notified of the number of pallets ready to be shipped to each store.
Pallet Requirements All domestic orders are expected to ship on pallets unless approved otherwise by a member of our Merchandising Department or Supply Chain Departments. Fleet Farm has the following requirements for palletized shipments to our Distribution Centers.
Pallets must be able to be lifted by all four sides.
Pallets should be 40 in. X 48 in.
Pallets should be grade B or better. It is recommended that pallets should maintain a 4 ft. height double stacked with a pallet
or slip sheet to max trailer cube.
Conveyable Indicator Our new item set up form contains a conveyable indicator field. Please mark this field as “no” if there is something about your product that renders it not fit for a conveyer. (Example: matches or hazardous chemical) Additionally, please mark “yes” or “no” based on the following dimensional limitations.
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Data Accuracy Fleet Farm is currently utilizing JDA Inventory Management Software and Manhattan Warehouse Management Systems in conjunction with the Oracle Suite of Applications. We are pleased with the efficiencies and information these tools have given our business. We are confident that you, our merchandising Supplier, will also realize the increased sales results of our tier one computer programs due to our buying department ordering the right merchandise at the right time for maximum sales and turn. The integrity and efficiencies of any computerized stock replenishment program depends on the accuracy of all data entered into the system. It is this area of data integrity that we are asking for and need your help as our merchandising Supplier. When our Data Integrity Department sets up your items based on the information you supplied in this Supplier Program as well as any Item Worksheet(s) you have provided, that information is transmitted to our buying staff and our software. This information in turn is transmitted to our receiving departments at stores and distribution centers. If you have provided inaccurate initial data or have made changes to the product after data has been initially created in our system, this will cause errors from our receiving teams. If changes are made to item(s) already on a purchase order, you must contact the Category Manager for written authorization prior to the item(s) being shipped. This will enable us to enter the correct item information into our system thereby allowing us to receive the item(s) without issues. Failing to contact the Category Manager for written authorization results in merchandise mis-shipments and causes expensive and extensive double-handling of the item(s) which greatly affects product profitability.
Electronic Data Interchange (EDI) Fleet Farm has implemented an Electronic Data Interchange (EDI) program in order to improve accuracy, reduce cost and decrease shipping times with our Suppliers. We are currently exchanging Purchase Orders, Invoices, Advance Shipping Notification (ASN) and functional acknowledgements in a production mode. We can support both ANSI X12 and the VICS subset for version 004010 and others. Our VAN is Sterling Information Broker and can support interconnect with most VANs. Our EDI Version is v4010 X 12 We require our Suppliers to make a commitment to EDI as this will greatly improve accuracy and efficiency as well as reduce the time involved in data processing. If you currently do not support EDI, we also support a WebForms version of EDI which enables you to process EDI documents with a Personal Computer and internet access. If you will be participating in this form of EDI transactions, please visit Sterling Commerce at www.sterlingwebforms.com to answer any questions on set up and pricing. Click on "Register" button under First Time User instructions. Enter mffwebec as the password.
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If you have questions regarding our EDI program, please contact our Supplier Relations Department and talk to our EDI Specialist, or email [email protected]
Advance Shipping Notice (ASN) Fleet Farm requires all Suppliers to provide an advance shipping notice (ASN) 48 hours prior to
any shipment arriving at any/all of our distribution centers/warehouses. This includes LTL and
Parcel Freight. An ASN should be an accurate inventory of all items that actually shipped.
Therefore an ASN should be sent when the doors close on the trailer of which the product was
loaded. Any exception to our policy of requiring the ASN 48 hours in advance can be extended
to local Suppliers if approved by Fleet Farm prior to shipping. Suppliers are required to generate
and send ASNs not carriers.
For collect shipments, the BOL provided to you by DHL once the shipment is planned and
tendered will contain a Shipment ID (SID number). This number is also known as the BOL number.
This number must be referenced when sending the ASN back to MFF.
Required Information
Please verify that all of the following information is included on the ASN and is accurate.
• Purchase order number(s), do not eliminate preceding zeros
• Stock number (as they appear on the order)
• Quantity shipped according to stock number
• Container number (import orders only)
If a Purchase Order requires multiple shipments or deliveries, an ASN must be provided for each shipment or delivery.
Accurate Item Set Up for Firearms It is critical that the following item attributes are sent to Fleet Farm on the ASN for all firearms.
Firearm Registration Required
Firearm Action Type
Firearm Caliber/Gauge
Firearm Model
Firearm Manufacturer
Firearm Type
Firearm Importer
Method of Transmission EDI is our preferred method of transmission, however ASNs may also be transmitted via email. Please use only one method of transmission or the other, as sending both causes misunderstanding and data errors.
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ASN Submission via EDI To provide ASNs via EDI please refer to the EDI portion of the New Supplier Packet for further details. Until your EDI program is tested and approved, you must provide an emailed ASN. You must also provide an emailed ASN in the event an EDI cannot be submitted. An ASN functional acknowledgment is automatically submitted to the Supplier verifying the document was received. This functional acknowledgment only indicates the document was received, it does not verify the data was accurate.
ASN Submission via Email Please send emailed ASNs to the correct address based on the ship to location. Chippewa Falls, Wisconsin [email protected] Appleton, Wisconsin [email protected] (Appleton includes Main DC (97095), Foremost (97090) and Bluemound (97097))
A standard email ASN form may be requested from [email protected] . This is an
optional template that some Suppliers prefer to use.
Prior to your first emailed ASN, please test the process with us prior to your first shipment. Please
submit a “test” email for every email address you will be sending from so we can verify the setup
is correct. Failure to provide a “test” may result in your email being considered “spam” by our
email filters. Upon receiving your “test” ASN we will reply to you within 72 hours. If you have not
received our reply within that period, please contact us at (920) 997-8344 for all locations. When
contacting us, please have the date and time you sent the email available.
Please note that after testing is complete, Fleet Farm will not confirm receipts of emailed ASNs.
Revising ASNs Providing an accurate ASN is critical to Fleet Farm. Should you determine that an ASN you have sent is inaccurate please send a revised ASN. For EDI ASNs, please contact our Supplier Relations Department via telephone or email to work with an EDI specialist and inform them of the change. Make sure to have the PO and shipment number ready. An EDI specialist will notify our receiving department of the change and advise when we will be ready to accept the revised EDI ASN. For emailed ASNs, please resubmit the ASN. Clearly mark the ASN as ‘REVISED’. See the above
ASN email list for the correct address.
ASN Chargeback Policy for Non-Compliance We will work with all of our Suppliers to ensure an efficient and effective ASN process is in place. Failure on behalf of the Supplier to provide Fleet Farm with the required ASN, and/or providing an inaccurate or late ASN, will result in Fleet Farm assessing an ASN Charge to the Supplier. ASN Charges will be deducted from a Supplier’s invoice. Non-compliance will be measured and monitored by our ASN Disputes Department, who will notify the Supplier of any
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ASN Charges assessed. The ASN Chargeback policy is as follows: 1. First Offense: You will be sent a reminder letter in which we encourage you to reach
out to our ASN Disputes Department to work through any misunderstanding.
2. Second Offense: A 10% deduction not to exceed $100 will be deducted from invoice.
3. Subsequent Offenses: A 10% deduction not to exceed $500 will be deducted from invoice.
4. Supplier Relations will work with the Supplier to resolve issues; however, if violations
continue we may request a meeting with the Supplier. If a resolution cannot be
reached, we may elect to increase the amount deducted from invoice or review our
options of sourcing the product from another Supplier.
Disputing an ASN Chargeback If you do not agree with a charge, you have 60 days from the date the chargeback is issued to our accounting department to dispute it. Please contact an ASN Specialist via telephone (920) 731-8121 ext. 2353 or email [email protected]. Please do not contact the Category Manager or accounting as this could delay the process. When contacting an ASN specialist, please have the ASN Chargeback memo available. For a missing ASN chargeback, you will need to have the following information:
For an EDI ASN, please have the DOC Info and the date and time of the
functional acknowledgement.
For an emailed ASN, please have a copy of the original email showing who it was sent
to, along with a date and time of transmission.
Cost/Price Changes Fleet Farm requires our Suppliers to provide us a written notice for all Cost/Price changes at a minimum of 60 days prior to the Cost/Price change effective date. This written notice must include the stock numbers and UPCs for all items which will be affected. The notice must be sent to the applicable Fleet Farm Category Manager for approval. We appreciate your cooperation in this matter.
Customer Service / Warranty Information For our E-commerce Division, we require 2 copies of all product catalogs/CDs etc. to assist our Call Center Agents with customer inquiries as to what additional products may be available.
Please send E-Commerce materials to: Supplier Relations 1300 S Lynndale Drive P.O. Box 1199 Appleton, WI 54912-1199
Warranty information must be provided in accordance to the Federal Magnuson Moss Warranty Act on/in the packaging for all applicable items stocked by Fleet Farm.
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Instructions and troubleshooting information must also be provided within the item packaging for all mechanical, electronic and battery operated merchandise.
Shortages and Backorders Fleet Farm expects all items and quantities on purchase orders to ship between the Requested
Ship Date and Cancel Date. Items and quantities that do not ship within this window are subject
to cancellation. Fleet Farm will offer exemptions to certain Suppliers where, due to
manufacturing constraints, it would be in Fleet Farm’s best interest to allow backorders to be
shipped. Please note that backordered items are subject to cancellation if the Supplier has not
contacted the Fleet Farm Supply and Fulfillment Analyst or Category Manager and received a
written email approval to revise the dates, items, or quantities on the purchase order.
Overages If a Supplier over-ships quantities of merchandise and/or ships substituted merchandise to our
stores and/or to our distribution centers without our Analyst or Category Manager’s advanced
written authorization, Fleet Farm will not pay for the merchandise. Should Supplier want
merchandise returned, Supplier will assume the cost of the return and any applicable handling
charges. This is outlined in our terms and conditions, and also on the back of every manual
purchase order sent to our Suppliers.
Product Not on Order Products shipped to our stores or distribution centers that were not listed on the purchase
order will be considered an over shipment and will follow our policy outlined above for
overages. Please make sure that all product replacements or substitutions are communicated to
and approved by your Analyst or Category Manager prior to arrival.
Damaged Product The Supplier will be responsible for any product damage while in transit to one of our
distribution centers. The Supplier has responsibility to file associated freight claims against the
carrier.
Severe damage such as an entire load tipped over, leaking chemicals and pest infestations may
be refused at the dock by our distribution center management team. In this situation, the
Supplier will be contacted by Fleet Farm to work out a plan of resolution.
UPCs The UPC barcode symbol is critical for effectively and efficiently moving product through to our
stores. It is used in areas such as point of sale, stock replenishment, receiving and distribution.
We require all of our Suppliers to provide us with accurately barcoded merchandise and follow
these guidelines:
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Per the Uniform Code Council guidelines, Fleet Farm requires a 30-day notice on all UPC
number changes and/or additions.
If a UPC exists on the outside of a case/carton we require that it is distinct from the UPC on
the actual selling unit.
Barcoding Errors It is costly and labor intensive for us to correct errors with missing, inaccurate and/or unreadable
barcodes.
I. These issues will result in a charge back to the Supplier of an additional 10% of our cost
for each item requiring corrective action (not to exceed $2.00 per item) and a $50.00
handling fee.
II. If issues continue, you will receive written notification and a charge back of 20% of our
cost for each item requiring corrective action (not to exceed $5.00 per item) and a
$100.00 handling fee.
Charge backs will be deducted from a current invoice. Our goal is to have a system where
items are ordered from you and moved through our Supply Chain and retail stores with no
issues. We thank you for your cooperation and assistance in attaining this goal.
Barcode Requirements for Clothing
1. We scan only the UPC-A and E version barcodes
2. Each garment requires a unique UPC barcode down to each Suppliers’ lowest level of
style, color and/or size.
3. Hang tags must include the following information:
a. Style number/color
b. Size
c. UPC-A symbol including the 12 digit human readable UPC number underneath
the bar code symbol.
d. If pre-pricing garments for us, the retail is required on the hang tag.
e. If not pre-pricing garments for us, a 1” space at the bottom of the tag is
required for applying our retail. 4. It must be noted on the bar coded hang tag if the item is a 2-piece set.
5. Location of hang tag must pass through the manufacturers label at neck.
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Safety Data Sheets (SDS) Suppliers must provide SDS for any products we purchase from your company that are considered hazardous or require an SDS. SDS forms should be submitted to the Category Manager with new item information or to [email protected]. Items will not be set up in our system until the SDS is received (if applicable). An updated SDS must be provided at least once every three years.
Hazardous to Ship When setting up a new item with Fleet Farm, please make sure that any items listed as hazardous to ship by the DOT are noted as such.
Product Liability Fleet Farm requires our Suppliers provide a certificate of insurance naming Fleet Farm as an
additional insured on your products liability and general liability insurance policy(s) related to
items purchased from you. If these coverages have a deductible and a claim arises relating to
your product, you will be responsible to pay the deductible on our behalf. Products liability and
general liability insurance coverage must remain in effect until all inventory levels for those items
which we have purchased from your company have been sold through at our retail stores. This
means that if we have not placed an order from your company in some time, or if for some
reason you or we have elected to discontinue business, you will continue to keep products and
general liability insurance coverage for items we have purchased from you. You will also continue
to provide Fleet Farm with a certificate of insurance as proof of the products and general liability
insurance coverage until all of the merchandise is either sold or purchased back by you.
For Suppliers who provide services to Fleet Farm, we require a certificate of insurance naming
Fleet Farm as an additional insured that covers general liability, workers’ compensation, and
automobile liability. In addition, if you are hauling merchandise on our behalf, you must also
include transit/cargo insurance. The insurance coverage must remain in effect until services are
completed or contract has expired. If the contract is to be renewed, you must again submit a
current certificate of insurance covering our insurance requirements.
For specific liability insurance requirements please review with your Analyst or Category Manager.
Supplier Requirements Merchandise Supplier (required)
Service Supplier (required)
Bulk Oil Supplier (required)
The supplier name listed in the "INSURED" area of the Accord Certificate of Liability Insurance must match the Supplier name identified at the top of page 1.
Yes Yes Yes
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Type of Insurance
General / Product Liability Commercial General Liability Per Occurrence Claims Made: this type of insurance must have the retroactive effective date noted.
Yes Yes Yes
General Liability Limits (All Limits are in US Dollars Only):
General Aggregate = No less than $1,000,000 Yes Yes N/A
General Aggregate = No less than $2,000,000 N/A N/A Yes
Product - Comp/Op Aggregate = No less than $1,000,000.00
Yes Yes Yes
Each Occurrence = No less than $1,000,000.00 Yes Yes Yes
Type of Insurance
Automotive Liability N/A Yes Yes
General Liability Limits (All Limits are in US Dollars Only):
Combined Single Limit = No less than $1,000,000.00 Yes Yes
Bodily Injury (Per Person) = No less than $1,000,000.00
Yes Yes
Bodily Injury (Per Account) = No less than $1,000,000.00
Yes Yes
Property Damage = No less than $1,000,000.00 Yes Yes
Type of Insurance
Workers Compensation and Employer's Liability N/A Yes Yes
General Liability Limits (All Limits are in US Dollars Only):
Employer's Liability Each Accident = No less than $100,000.00
N/A Yes Yes
Employer's Liability Each Accident = No less than $500,000.00
N/A Yes
Employer's Liability Disease - Policy Limit = No less than $500,000.00
Yes Yes
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Employer's Liability Disease - Each Employee = No less than $100,000.00
Yes N/A
Employer's Liability Disease - Each Employee = No less than $500,000.00
N/A Yes
Description of Operations / Locations / Vehicles / Special Terms: This field must contain the following statement. "Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm is included as an additional insured on the policy"
Yes Yes N/A
Description of Operations / Locations / Vehicles / Special Terms: This field must contain the following statement. "Fleet Wholesale Supply Co. LLC is named as an additional insured as respects to the delivery of oil to its locations waiver of subrogation in favor of Fleet Farm Wholesale Supply Co. LLC. To Include a Broadened Pollution Endorsement to cover the loading and unloading (spillage of oil)."
N/A N/A Yes
Please be advised, if our insurance requirements are not met, Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm reserves the right to terminate further business proceedings with you. We take a strong stance on complete compliance and uniformity in this regard from all potential and existing business partnerships. Thank you, and we appreciate your cooperation in this matter.
If you are self-insured for an amount over $5,000.00 USD, an Indemnification Agreement will be sent to you prior to final approval. Please email the required certificate of insurance to the insurance coordinator at [email protected].
Our insurance agent will provide a copy of our certificate of insurance to Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm to the attention of our insurance coordinator [email protected] prior to the certificate's expiration date.
Tax Payer ID Number & Certification (W9) All Suppliers must provide a W9 form. The form can be found: http://www.irs.gov/pub/irs-pdf/fw9.pdf Please email the form to [email protected]
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Product Compliance Fleet Farm requires its Suppliers to comply with all applicable rules, bans, standards and regulations applicable to their products. It is the responsibility of the Supplier to assure all merchandise sold to Fleet Farm is in full compliance with all regulations.
Fleet Farm requires its Suppliers to provide additional information for certain categories of items, such as, children’s products and general use furniture. The Fleet Farm Compliance Department will contact the Supplier directly for any items that are determined to be applicable.
You can contact the Compliance Department with any questions at [email protected].
Labor Laws Suppliers must conform to all applicable laws and regulations with regard to the health and treatment of workers in the countries where goods were produced. Fleet Farm will not purchase goods where forced or child labor was used in the manufacture of its merchandise. For more information on this policy please contact the Fleet Farm Trade Compliance Manager at [email protected].
Undue Influence Fleet Farm’s honesty and integrity policies are to be observed in the strictest form. As such, we expect our Suppliers to uphold this policy as well. At no time shall a Supplier ask for, or indirectly suggest, that favors, gifts, merchandise or any other goods and/or services of value be delivered/received in exchange for preferential treatment.
Failure to comply with this policy will result in immediate review of our relationship.
Import Ordering Information The following is a list of responsibility requirements for import Suppliers.
Review the Purchase Order Our Suppliers are expected to review the purchase order for accuracy and notify the Category
Manager of any discrepancies or revisions that need to be made immediately. A Supplier or
manufacturer that makes revision(s) to purchase order quantities that affects the cubed
containers needs to notify the Fleet Farm Supply and Fulfillment Analyst prior to shipment. If the
revision happens after the opening of the letter of credit or wiring payment, the Supplier will be
required to reimburse Fleet Farm for the portion of the container that was not utilized. If a
larger container is needed due to incorrect information, the Supplier will have the responsibility
of reimbursement for the difference in container cost.
Shipping of Product The Supplier will ensure all products are shipped within the REQUESTED SHIP DATE and CANCEL
SHIP DATE period specified on the purchase order. Failure to ship the product within this period
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will result in a penalty of 10% of the cost of the goods.
Fleet Farm defines this period as when the shipment leaves the port, not the factory. It is the
responsibility of the Supplier to contact the freight forwarder prior to the ship date to request
container(s).
The Supplier must request a 20 Foot, 40 Foot, or 40 Foot High Cube Containers at least 2
weeks prior to the ship date. 45 Foot Containers must be requested at least 3 weeks prior to
the ship date as these containers are not available at all ports.
Critical Requirements One Supplier per container
One purchase order per container
Each purchase order must have its own set of documents
When multiple purchase orders are placed for the same ship window, a maximum of 5
purchase orders MUST be included on each house bill of lading until the end of the
shipping process when less will be accepted. Please note a maximum of 5 containers per
house bill of lading.
Do not combine multiple purchase orders in a container or on commercial documents.
The weight of the cargo must be evenly distributed across the entire container.
Boycott List
In accordance with the Dept. of Treasury’s International Boycott List, Fleet Farm will not import from the following countries:
Bahrain
Iraq
Saudi Arabia
United Arab Emirates
Republic of Yemen
Oman
Qatar
Kuwait
Lebanon
Libya
Syria
Fleet Farm will not import products made partly or in whole with North Korean Labor.
International Convention for Safety of Life at Sea Requirements (SOLAS) To ensure the safety of the vessels and workers across the supply chain, the International Maritime Organization (IMO) started its global enforcement of the International Convention for Safety of Life at Sea (SOLAS) requirements on July 1, 2016. This means that containers will not be placed onboard the vessel unless the verified gross mass of the containers has been communicated and documented in advance. Gross mass as defined by IMO 2.1.6 “means the combined mass of a container’s tare mass and
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the masses of all packages and cargo items, including pallets, dunnage and other packing material and securing materials packed into the container”. It is very important to emphasize, the shipper will be responsible for the weight accuracy and the verified gross mass. If the shipper provides any untimely and/or inaccurate information, the shipper will be liable and responsible for any fines, penalties, delays, additional costs of any kind (e.g. demurrage, detention, storage, etc.), damages or losses resulting therefrom. For more information, please refer to the IMO’s Guidelines on SOLAS: http://www.imo.org/en/OurWork/Safety/Cargoes/Containers/Documents/MSC.1%20Circ.1475.pdf
High Security Container Seals In order for Fleet Farm to comply with the Customs-Trade Partnership against Terrorism (C-TPAT)
program requirements, we are requiring all of our Suppliers to meet the new ISO 17712:2013
standards for security seals on all containers.
All standard high security seals must include a unique number (and may have an optional
barcode), the seal manufacturer name or logo, and must be marked or stamped to identify its
classification as high security (“H”).
As our Supplier, you are required to make sure the seal manufacturers conduct testing of the
tamper-evident aspects of its seals either in-house or by employing a third-party testing
laboratory. Failure to utilize these seals will result in US Customs delays. It is the Supplier’s
responsibility to ensure all overseas manufacturers are utilizing these seals when loading
containers for Fleet Farm.
Freight forwarders cannot provide seals for shipper loaded containers.
Detail of the outlined standards can be found here: http://www.cbp.gov/sites/default/files/documents/Bulletin%20-%20April%202014%20-
%20ISO%2017712%20High%20Security%20Seals.pdf
Document Requirements for Shipping and Payment
The Supplier must ensure all documents are delivered on time to the correct location (s) and are completed accurate. Inaccurate, missing and/or late paperwork will not be tolerated as these types of issues cause demurrage charges and delay in Customs clearance. Please Note Receipt of Goods (“ROG”) Payment Terms denotes at our Distribution Center.
Letter of Credit Terms Fleet Farm will only agree to the use of Letter of Credit on a very limited basis. It is preferred that all imports utilize NET ROG Wire or NET BOL Wire payment terms.
The Supplier must provide Letter of Credit and/or Wire Transfer instructions (if applicable) when
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the set-up information is sent to [email protected]. The following documents are required to be sent to Wells Fargo (address below) for review and payment:
1. Signed Commercial Invoice in two copies certifying the merchandise has been marked in accordance with US Customs regulations and is in accordance with the purchase order.
2. Full set less one original clean on Board Marine/Ocean Bills of Lading (Seaway/Telex Release Bills of Lading allowable in lieu of on Board Marine/Ocean Bills of Lading) consigned to applicant name and address marked notify:
Contact Supplier Relations, [email protected] , for Appendix A which contains the forwarder Letter of Credit contact.
3. Certificate of Origin in two copies.
4. Packing List per container, in two copies.
5. In case of partial shipments, Beneficiary's signed and dated statement certifying that shipment was made in full container.
6. 1 Orig. Commercial Invoice 1 Orig. Packing List 1 Orig. Bill of Lading
7. Beneficiary's signed and dated statement that one complete set of original documents including one original transport document has been forwarded by express courier to the notify party name and address. Wells Fargo 800 Nicollet Mall BC-MN-H2OG Minneapolis, MN 55402
Wire Transfer Forms One set of following documents are required to be sent to Fleet Farm Wholesale Supply Co. LLC, d/b/a Fleet Farm (address below) for payment.
1) Commercial Invoice 2) Packing List 3) Bill of Lading
a) 1st Choice - Seaway Express Bill of Lading b) 2nd Choice - Telex Release
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4) Wire Instructions Beneficiary Name Beneficiary Address Beneficiary Bank Account Number Bank Name Bank Address ABA Number Swift Code (International bank)
Email [email protected] for the address and contact information to send the documents to.
Pro Forma Invoice
A Pro Forma invoice is required for all import purchase orders within 7 days of receipt of the purchase order. This includes purchase orders that have domestic payment terms. Please contact [email protected] for the contact to send the documents to. The Pro Forma invoice must include:
Seller Name and Address
Fleet Farm Purchase Order Number
VPN Number
Product Description
Quantities of Items: per unit and extended totals
Country of Origin
Lading Port
Payment Terms
Discounts
Bills of Lading 1st Choice - Seaway / Express Bill of Lading 2nd Choice - Telex Release 3rd Choice - Original Bill of Lading (Letter of Credit Only)(3 sets of originals required)
Fumigation Papers Fumigation papers must be included for any shipments that are applicable. All imported wood products must be fumigated prior to shipment. Fumigation papers must be presented to Fleet Farm’s forwarder with commercial documents.
Trademark Release A Trademark Release is required for each individual license that has been awarded to specific Suppliers. The Trademark Release must be on file and available to US Customs upon their
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request. A Trademark Release form will be provided to the Supplier to provide with commercial documents.
Product Licensing In order to fulfill its regulatory obligation of preventing the importation of merchandise which violates certain trademark and trade name rights which have been registered with the U.S. Patent and Trademark Office, Fleet Farm requires Suppliers to provide proof of its’ right to sell the trademarked merchandise. A valid Trademark Release Letter must be provided to the Fleet Farm Category Manager for all trademark and tradename items prior to issuing the shipping instructions.
There will be no exceptions.
Commercial Invoices Commercial Invoices MUST include the following elements. Invoice Header:
Seller/Supplier Name & Address Sold To/Bill To Name & Address
Ship To/ Consignee Name & Address Invoice Number
Date Payment Terms
Freight Terms Port of Lading
Port of Discharge Destination
Fleet Farm Purchase Order Number Country of Origin
Manufacturer Name & Address **If Manufacturer is different by item put in body of invoice
Invoice Body:
Fleet Farm SKU VPN
Detailed Item Description Unit Quantity
Unit Price Extended Price
Carton Quantity Master Carton and/or Pack Quantity
Invoice Footer:
Sub Total Discounts
Currency in USD Total Piece Count
Total Carton Count Grand Total
Grand Total Spelled Out
• A Commercial Invoice must be generated for each purchase order. • Do not include multiple purchase orders on one Commercial Invoice. • Commercial invoices missing required elements will be returned to the Supplier for revision. • No Charge merchandise must list the FOB price in the cost per unit column and No Charge in
the extended column. Include the statement "Shipment includes Free Goods. Value declared for Customs purposes only."
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If you would like an example to view of what the commercial invoice should look like or an Excel template to use, please email [email protected].
Packing List The packing list is a very important document. It is imperative that it be completed as requested. The following information MUST be included on the document.
Packing List Header:
Seller/Supplier Name & Address Sold To/Bill To Name & Address
Ship To/ Consignee Name & Address Invoice Number
Date Payment Terms
Freight Terms Port of Lading
Port of Discharge Destination
Fleet Farm Purchase Order Number
Packing List Body:
Fleet Farm SKU VPN
Detailed Item Description Unit Quantity
Master Carton and/or Pack Quantity Carton Quantity
Container Number Container Seal Number
Carton Markings Net Weight Per Item- kgs
Gross Weight Per Item- kgs Cubic Volume by Item- cbm
Container Size
Packing List Footer:
Total Gross Weight- kgs Total Cubic Volume
Total Piece Quantity Total Carton Count
• An individual packing list is required per container / purchase order
Raw Materials
The Supplier must ensure all raw materials have been purchased and production of the product has begun. The Supplier will make every reasonable effort to keep production on schedule to make certain the delivery of said product is within the shipping period as indicated on the purchase order.
Condition/Packing of Containers
The Supplier must inspect the condition of the container to ensure it is sea and weather worthy and are not susceptible to tampering, prior to loading. If the Supplier finds damage to the
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container, they should not load our merchandise. A call should be made to the forwarder's origin office to replace the container.
The following areas of the container should be inspected prior to loading:
A. Undercarriage • Inspection should be done prior to the container entering the facility • Support beams should be visible
B. Inside/Outside Doors
• Secure and reliable locking mechanisms • Different color bonding material • Plates and repairs
C. Right/Left Sides
• Unusual repairs to structural beams • Repairs to walls on the inside of the container must be visible on the outside • Use tool to tap side walls, listen for hollow sound
D. Front Wall
• Blocks and vents are visible • Use tool to tap front wall, listen for hollow sound • Range finder/measuring tape can be utilized
E. Ceiling/Roof
• Certain height from floor, blocks and vents are visible • Uncomfortable feeling inside container • Repairs to the ceiling on the inside of container should be visible on the outside • Use tool to tap ceiling, listen for hollow sound
F. Floor
• Floor should be certain height from ceiling • Floor should be flat, no step up • Different floor heights • Unusual repairs
Containers must be packed to minimize/eliminate damage. After the container has been loaded, it should be inspected to verify that it has been packed correctly.
Shipping Information Import orders will either ship to Chicago or to Tacoma/Seattle to be trans-loaded through Fleet Farm's consolidator. To determine which way a particular order is being shipped, look at the "Partners" section of the purchase order.
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via Chicago
CONSIGNEE: Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm 1300 S. Lynndale Dr. Appleton, WI 54914
PORT OF DISCHARGE: Any North American Port
NOTIFY PARTY: Contact [email protected] for Appendix A for forwarder Notify Party
FINAL DESTINATION: Chicago, IL
via Fleet Farm’s Consolidator
CONSIGNEE: Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm 1300 S. Lynndale Dr. Appleton, WI 54914
PORT OF DISCHARGE: Seattle/Tacoma
NOTIFY PARTY: Contact [email protected] for Appendix A for forwarder Notify Party
FINAL DESTINATION: Seattle/Tacoma
via Minneapolis
CONSIGNEE: Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm 1300 S. Lynndale Dr. Appleton, WI 54914
PORT OF DISCHARGE: Vancouver/Minneapolis
NOTIFY PARTY: Contact [email protected] for Appendix A for forwarder Notify Party
FINAL DESTINATION: Chippewa Falls
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Delivery of Documents The following documents must be delivered to the forwarder and Fleet Farm at least 3 days prior to vessel departure.
Bill of Lading (Seaway, Telex, Original)
Commercial Invoice
Packing List
Wire Transfer Information (Fleet Farm Only)
Please email [email protected] for contact information.
Importer Security Filing (ISF) The Importer Security Filing (“ISF”) came out of the Safe Port Act and is intended to help US Customs and Border Protection (“CBP”)'s ability to identify and prevent high-risk shipments coming into the United States. The CBP will cross check the ISF against the carrier's manifest thereby, deterring smuggling and ensuring cargo safety and security. Any importer bringing cargo into the United States is required to submit certain information to the CBP via Advance Ocean Security Filing at least 24 hours prior to the vessel's arrival. The carrier will be required to submit a Stow Plan after all containers are loaded and within 48 hours from the vessel's departure from the last port of call. The carrier will also be required to submit Container Status Messages upon discharge for both empty and loaded containers. All documents will be detailed below. All Importers are bound to provide a complete, accurate and, timely filing or risks liquidated damages in the amount of $5,000.00, per incident. When the Supplier accepts a purchase order from Fleet Farm, the Supplier is agreeing to comply with this regulation. Failure to comply will result in the Supplier reimbursing Fleet Farm for any penalty amounts that may be incurred from late and/or incomplete filings due to delays in receiving information from the Supplier.
Document Requirements
The ISF must be submitted to the CBP 24 hours prior to the vessel's arrival at the discharge port. However, Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm's requires the ISF to be delivered to the freight forwarder not less than 96 hours prior to the vessel being loaded. The ISF must be completed by the Supplier and include the following 10 elements: 1. Importer of Record-The importer of Record is Fleet Wholesale Supply Co. LLC. Supplier shall
contact [email protected] to obtain the IRS/Fed ID.
2. Consignee Number IRS/Fed ID #- Supplier shall contact [email protected] to obtain this number.
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3. Seller Name and Address-This is the Supplier's information (the entity by whom the goods are sold).
4. Buyer Name & Address- Fleet Wholesale Supply Co. LLC, 512 Laurel St., Brainerd, Minnesota 56401.
5. "Ship To" Name & Address-This address will be either Fleet Wholesale Supply Co. LLC Distribution Center or the Consolidator Address.
6. Manufacturer or Supplier Name & Address-This will be the name and address of the factory
where the product was manufactured. 7. Country of Origin-This is where the products were manufactured, not the shipping port. If
there are multiple locations, they all need to be identified. If a country uses postal codes, that information is required.
8. Commodity Harmonized Tariff Schedule Number (HTSUS)-An HTS number must be included
for every item on the shipment. It must be provided in a 10-digit format. 9. Container Stuffing Location-This is the exact location that the container was loaded. (i.e.-
factory, warehouse, consolidator, Supplier, etc.) If a country uses postal codes, that information is required.
10. Consolidator Name & Address- This is the name and address of the party that stuffed the
container.
Stow Plan
The Stow Plan is to be submitted by the Supplier within 48 hours from the vessel departing the last foreign port. All fields must be provided by the Ocean Carrier.
The following must be reported for each vessel:
1. Vessel Name (including international maritime organization (IMO) number) 2. Vessel Operator 3. Voyage Number
The following information must be reported for each container carried on the vessel:
1. Container Operator 2. Equipment Number 3. Equipment Size and Type 4. Stow Position 5. Hazmat Code ( if applicable) 6. Port of Lading 7. Port of Discharge
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Container Status Message
The Container Status Message (CSM) is to be submitted at certain intervals once the vessel has left the foreign port.
All fields must be provided by the Ocean Carrier
The following events must be reported within 24 hours after the event if he carrier creates or collects a container status message in its equipment tracking system reporting that event:
1. When the booking relating to a container which is destined to arrive within the limits of a port in the United States by vessel is confirmed;
2. When a container which is destined to arrive within the limits of a port in the United
States by vessel undergoes a terminal gate inspection. 3. When a container, which is destined to arrive within the limits of a port in the United
States by vessel, arrives or departs a facility. (These events take place when a container enters or exits a port, container yard, or other facility. Generally these CSMs are referred to as “gate-in” and “gate-out” messages.);
4. When a container, which is destined to arrive within the limits of a port in the United
States by vessel, is loaded on or unloaded from a conveyance (This includes vessel, feeder vessel, barge, rail and truck movements. Generally, these CSMs are referred to as “loaded on” and “unloaded from” messages);
5. When a vessel transporting a container, which is destined to arrive within the limits of a
port in the United States by vessel, departs from or arrives at a port. (These events are commonly referred to as “vessel departure” and “vessel arrival” notices.);
6. When a container which is destined to arrive within the limits of a port in the United
States by vessel undergoes and intra-terminal movement; 7. When a container which is destined to arrive in the United States by vessel is ordered
stuffed or stripped; 8. When a container which is destined to arrive within the limits of a port in the United
States by vessel is stopped for heavy repair;
The report of each event must include the following:
1. Event Code being reported 2. Container Number 3. Date and Time of the event being reported 4. Status of the Container (empty or full)
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5. Location where the event took place; and 6. Vessel Identification associated with the message if the container is associated
with a specific vessel
The ISF must be accurate and submitted by purchase order at the container/item level. It is the Supplier's responsibility to ensure that Fleet Farm Wholesale Supply Co. LLC, d/b/a Fleet Farm and our freight forwarder has the most up to date information for all items shipped. This information must be submitted to both parties not less than 96 hours prior to the vessel being loaded at the lading port. The freight forwarder needs that amount of time to review and process the paperwork. If updates are required for a submitted ISF to capture the most accurate information prior to the vessel arriving at a United States port, it must also be provided to Fleet Farm Wholesale Supply Co. LLC, Attention: Importing and the Freight Forwarder.
Contact [email protected] for Appendix A containing the freight forwarder contact for ISF.
Fleet Farm Wholesale Supply Co. LLC d/b/a Fleet Farm Importing Phone: 920.731.8121 [email protected]
If you have any questions regarding this program, please visit www.cbp.gov and search for Importer Security Filing.
Case Labeling Requirements Case refers to a shipping container made of corrugated fiberboard, not boxboard or chipboard.
Construction must be sturdy enough to facilitate multiple handlings, both by hand and with
material handling equipment, such as pallet jacks, forklifts, clamp trucks, conveyors, gravity
shelving, trailer movement and vibration, etc.
In General:
The Fleet Farm preferred style is what is referred to as a regular slotted container (RSC)
The corrugated fiberboard should meet a minimum burst strength of 175 lbs.
Cases should also meet an edge crush test (ECT) strength of 36 lbs. to facilitate stack ability.
Cases are preferred to be sealed by glue or with reinforced or plastic tape.
Inner cartons should have a minimum burst strength of 125 lbs.
Cases should contain a standard quantity of a single SKU; there should not be multiple
SKUs within the same case. (Unless the product was specifically ordered as an
assortment)
Dimensions of the case will vary, but it is preferred that it fit on a standard pallet
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with dimensions of 48” x 40”. (Oversized merchandise will have a unique set of
packaging configurations).
The case should be marked on four sides with the following information:
Some description of the product/type of merchandise, including color/size to distinguish
Vendor part number (VPN) (and optionally MFF SKU number)
Case quantity (and inner quantity/number of inners if applicable)
Burst strength and edge test certifications
Any required hazardous labeling required by government regulations
THANK YOU! for your time and consideration in reviewing this document. We at Fleet
Farm are excited about our ability to grow together and create customers for life!
