VAN MARCKE DELIVERY TERMS AND CONDITIONS MARCKE DELIVERY TERMS AND CONDITIONS Version 2.1 ... All...

VAN MARCKE

DELIVERY TERMS AND CONDITIONS

Version 2.1 – 26/10/2017

VAN MARCKE DELIVERY TERMS AND CONDITIONS Version 2.1 - 26/10/2017 2

DIFFERENT VERSIONS

Version Date Changes

Version 1.0 22/09/2016 Initial version of the document

Version 2.0 21/09/2017 Update 2017

Version 2.1 26/10/2017 Update 2017 – see * 12.3 ASN


TABLE OF CONTENTS

1. Introduction

2. Safety on the site

3. Opening hours

4. Unloading SLOT Booking (as per 1/10/2017)

5. Presenting a delivery at Van Marcke

6. Delivery Paperwork

7. Vehicles characteristics

8. Product & Transport Packaging specifications

8.1 General

8.2 PRIMARY PACKAGING

8.2.1 Naked goods ( e.g. galvanized ½ “ 90° M/F) or (PVC 90° angle diam.100)

8.2.2 Individually packed goods (e.g. boilers, tools, faucets…..)

8.3 SECONDARY PACKAGING

8.4 TERTIARY PACKAGING

8.5 FILLING MATERIAL AND DUNNAGE

8.6 Barcode specifications

8.6.1 Origin of barcodes

8.6.2 Location & size of the barcode

8.7 Label specifications

8.7.1 Primary packaging/unpacked product

8.7.2 Secondary packaging

8.7.3 Pallet labels

9. General pallet specifications & pallet procedures

9.1 Accepted pallet types

9.2 Ti & Hi

9.3 Pallets and Pallet stacks

9.3.1 Accessibility

9.3.2 Pallet weight

9.4 Columnar box stacking – Interlock box stacking

9.5 Fixation (wrapping – strapping)

9.6 Truck or container loading

9.7 Pallet exchange procedures

9.8 Licence Plate Number (LPN)

10. Damaged goods

11. Service Level (SL)

12. Van Marcke Ordering system

12.1 Order placement

12.2 Order confirmation

12.3 ASN (Advanced Shipping Notification)

13. Non conformance

14. Glossary

15. List of Van Marcke services + Contacts


1. Introduction

This document illustrates the general handling requirements for all suppliers who deliver to Van

Marcke. It is made to guarantee an efficient routing and handling of articles throughout the whole

supply chain into the VM Technics shop or the final customer.

The objectives of this document are :

1. To provide a fast and efficient delivery process for all parties

2. To achieve a superior standard in supplier service levels

3. To ensure that deliveries are suitable for storage in both Van Marcke’s actual

warehouse compound as well as in the future semi-automated EDC (2018)

All deliveries are DDP (incoterms 2010).

It is imperative that all suppliers commit to the Van Marcke specifications included in this vendor manual.

Failure to comply with aforementioned specifications may result in a refusal of product or penalties.

NOTE : This document is subject to change and will be updated regularly.


2. Safety on the site

The only entry to the site is through the guarded main gate. All drivers of vehicles must abide by the

check-in procedure and have following documents readily available:

1. Waybill (CMR) unless exemptions apply (courier services)

2. Packing list and/or shipping note

3. Legal documents like Identity card and driver’s licence

Failure to procure these documents upon simple request may and will result in denying access to the

Van Marcke premises. Especially NOS goods are susceptible to this measure.

Before entering one should wear personal protective equipment such as safety shoes and a fluorescent

vest. These must be worn at all time on the site.

A speed limit of 5 km/h is to be respected at all times.

Bay zones & loading dock levelers : Security prescriptions to be honored. Drivers shall not operate any

device on the Van Marcke premises apart from their own (vehicle or pallet jack).

All hazardous products such as flammable liquids with flash point below 100°C must be stored in UN-

approved containers. Deliveries of hazmat require specific clearance prior to unloading. (MSDS)

Material Safety Data Sheet must be made available at Van Marcke prior to delivering the referred type

of hazmat.

Kids and passengers are not allowed on site.


3. Opening hours

VM EDC operates in a 5-day weekly scheme :

ADDRESS OPENING HOURS

Van Marcke ED C (Q2/Q3 2018) Mon-Fri : 7h00 - 12h00

LAR ZUID 12h30 - 15h00

Triloystraat

B-8930 MENEN

Van Marcke Mon-Fri : 7h00 - 12h00

Engelse Wandeling 13 B 12h30 - 15h00

B-8500 KORTRIJK

Van Marcke EDC LWI Mon -Fri: 7h00 - 12h00

Iepersestraat 9 M1 12h30 - 15h00

B-8500 KORTRIJK

CFM Mon-Fri : 7h00 - 12h00

Rue Guillaume Kroll 5a 12h30 - 17h00

L-1882 LUXEMBOURG


4. Unloading SLOT booking (as per 1/1/2017)

Van Marcke will gradually introduce the process of slot booking by vendors and carriers. The aim of this

introduction is to better balance the workload by spreading deliveries during the day and week, thus

avoiding or reducing congestion and waiting time.

The suppliers concerned will have to book a delivery SLOT with the Reception Planning. This is a two-

hour time period on the delivery date in which the supplier has to present himself for delivery of the

goods.

Delivery slots can be booked latest on D-1 before 12:00 whereby D = delivery day.

Contact persons for SLOT Booking are:

Mail: [email protected]

Tel: +32 (56) 237 628

Required slot booking information :

• Requested delivery date + requested time slot

• The Van Marcke purchase order numbers to be delivered by supplier

• Recipients per delivery (pallets/boxes/crates/frames …)

• Type of pallets and number of recipients (pallets/boxes/crates/frames …)

Reception planning will reserve a slot booking reference number with day and time.

E.g : Supplier xxxxx

SLOT Reference Number xxx

Monday 9th of November 12:00 p.m. -14:00 p.m.

No supplier deliveries will be accepted without a slot booking. In the event no slot has been booked, an

emergency booking might be possible. However, Van Marcke does not guarantee this possibility, neither

does Van Marcke commit to unload an unforeseen truck in the short term. Obviously, any costs resulting

from the failure of booking an unloading slot, will not be accepted.

mailto:[email protected]


5. Presenting a delivery at Van Marcke

This section contains an overview of rules of thumb every delivery should meet. Failure to comply may

and will result in denial of access to the premises and/or unloading the goods :

1. Documents must be complete and intelligible (see §6).

2. Each and every product needs to be delivered in the agreed packaging (see §9).

3. Each and every individual recipient (pallet/box/crate/frame) must be labelled in accordance with

article 8.7.3 of this brochure.

4. The quantity of the goods delivered must reflect the quantity mentioned on the delivery papers as

well as the quantity ordered on the purchase order.

5. Goods pertaining to different purchase orders must not be put on the same recipient

(pallet/box/crate/frame). Exceptions to this rule in view of optimized loading need to be discussed

individually. However, no exceptions are debatable where deliveries of SKU and NOS are concerned.

SKU (stock) and NOS (no stock) must never be put on the same recipient.

6. If one purchase order contains multiple SKU’s that can be fit onto 1 carrier, an A5 label with the

indication ‘MIX’ must be stuck to all four sides of the pallet. However, the use of MIX-pallets needs

to be minimized. In case a single SKU pertaining to a single purchase order requires more than one

carrier, the number of carriers containing that SKU need to be minimized. In other words: SKU’s need

to be grouped on as few carriers as logistically possible.

7. The quantity of a specific SKU or NOS per carrier (pallet/box/crate/frame) must always be the same

and should never vary unless a change has been requested to, discussed with and agreed upon by

Van Marcke.

8. In case of delivery to different (sub-) warehouses at Van Marcke it is required to procure a separate

packing list per delivery point. Whether multiple warehouses need to be addressed, can easily be

found by establishing the different prefixes (first three digits) on the purchase orders delivered.

9. Products need to be delivered in a clean and dry condition regardless of their storage condition at

the suppliers.


6. Delivery Paperwork

Each delivery must be accompanied by a duly filled out CMR and packing list stating the delivered

products and quantities, including the Van Marcke purchase order to which the delivery pertains. Upon

arrival, the driver reports to the main gate, presenting CMR & Packing List. A copy of these documents

can be attached to the carrier(s).

CMR must list:

• Suppliers Name, Address & V.A.T number

• Vehicle license plate number

• Total number of pallets/cases

• Total Weight

• Incoterm

• Date & time of delivery

Packing List must contain:

• List of carriers including their sequential numbers

• Purchase Order number of Van Marcke

• Van Marcke SKU ref number with reference to the carrier number

• Product code of the supplier (identical to that on the product) + EAN barcode with reference to

the carrier number

• Product description

• Total delivered pieces per article, including backordered quantity

• Clear indication of used Unit of Measurement

• The packing list must never contain purchase prices

Partial deliveries should be avoided to the maximum possible extent. In case, however, a partial delivery

has been agreed upon by Van Marcke, a separate delivery with dedicated paperwork (CMR & Packing

list) needs to be provided, clearly indicating that the delivery concerned is an additional delivery

pertaining to a previous delivery. Additionally a clear mention of the original PO or complaint needs to

be provided for easy reference.

Failure to comply with the Van Marcke paperwork requirements may and will result in refusal of deliveries

and penalties.


7. Vehicles characteristics

The interior of the delivery vehicles coming to Van Marcke must be clean and dry and allow for safe

personnel entry. The floor must allow for a 2 tons forklift entry or heavier if the goods require such

handling equipment.

The warehouse operates with standard dock levelers to offload standard vehicles. The bay height to

the warehouse floor is +/- 1200mm. The dock levelers can be adjusted 150mm up or down. The bay

is min 2100mm large.

Generally, vehicles are unloaded from the back. Hence, tailgates at the back side of the vehicle must

fold under the vehicle (see picture)

O.K O.K

Not O.K


Some specific articles (radiator, long pipes…) require unloading from the side. Curtain type trailers

are best suited for such transports.

O.K. O.K.

We do not allow neither trucks were side sails have to be lifted over the roof nor trucks with hinged side

panels.

Not O.K Not O.K

http://www.google.be/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=0ahUKEwjY2OuypbvMAhVEXhQKHbRlBRgQjRwIBw&url=http://www.chauffeursforum.nl/index.php/topic/18793-lading-zekeren-anno-1989/&psig=AFQjCNHsVqUj4RmvDFTZkn1NuDpMIPlscw&ust=1462274286904541

http://www.google.be/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=0ahUKEwjpypaEo7vMAhWGUhQKHXmSAXkQjRwIBw&url=http://lmjconstruct.be/product/schuifzeil-laadbakken/&psig=AFQjCNHsVqUj4RmvDFTZkn1NuDpMIPlscw&ust=1462274286904541


8. Product & Transport Packaging specifications

8.1. General

Van Marcke aims at :

• Using packaging as a competitive advantage by advocating user friendly, effective and attractive

conditioning.

• Minimizing packaging costs by using the right material in the right quantity.

• Minimizing packaging waste.

• Reducing or eliminating damages to products.

8.2. PRIMARY PACKAGING

Primary packaging is the packaging which is in direct contact with the product. Generally, but not

exclusively, this type of packaging contains more than one item of a certain product. It may occur that

there is no primary packaging.

8.2.1 Naked goods ( e.g. galvanized ½ “ 90° M/F) or (PVC 90° angle diam.100)

As much as possible, these products must have printed on or attached to them :

• A reference number

• A product description

• A scannable EAN barcode.

These products may come in a secondary packaging like a cardboard box or a bundle

(see point 8.3).

8.2.2 Individually packed goods (e.g. boilers, tools, faucets…..)

Individually packed goods sold in unaltered conditions must show :

• A reference number

• A description

• A scannable EAN-barcode.

This type of packaging needs to be sufficiently strong and adequate to protect the product it contains

throughout the supply chain, allowing for at least 7 individual manipulations before showing any sign

of tear and wear.

Finally, if no secondary packaging is used, primary packaging needs to be sufficiently strong to

support stacked cartons or pallets. As a rule of thumb, each packaging must be able to support a

stack rising as high as the inner height of a trailer.


8.3. SECONDARY PACKAGING

Secondary packaging is the outer carton or protective packaging holding one or various units of primary

packaging in view of keeping products together or preventing them from falling down. This type of

packaging should allow for at least 5 manipulations before showing any sign of tear and wear.

The use of secondary packaging should be minimized and only used to prevent damages to the primary

packaging or products. Excessive movement space and/or the use of excessive dunnage is proof of

inadequate secondary packaging.

Secondary packaging must never cause goods to surpass the limits of the tertiary packaging, typically

a pallet or similar.

Labels on all 4 sides must be foreseen mentioning the SKU, description and scannable EAN reflecting

the correct quantity inside the secondary packaging. By default this is a different barcode from the one

figuring on the primary packaging.

Additionally secondary packaging must be labelled on all 4 sides with a label mentioning

OMVERPAKKING.

A secondary packing contains only 1 SKU by default and should be sufficiently strong to stack at least

one pallet on top.

8.4. TERTIARY PACKAGING

Tertiary packaging contains both pallets or similar and foil. In case EURO-pallets are used, they must

be of an exchangeable quality. EURO pallets not meeting the standards will not be exchanged.

Long goods need be loaded upon (wooden) planks or beams with a height of at least 10 cm between

each layer, for easy access and unloading by a forklift. For further specifications see point 9.

Max weight per carrier must not exceed 1000 kg. E.g. in case 2 carriers are bound or strapped together,

maximum weight for the 2 together must not exceed 1000 kg.

8.5 FILLING MATERIAL AND DUNNAGE

In case filling material is used to block and brace goods within its packaging, only recyclable or

biodegradable products can be used. E.g. paper, biodegradable bags or chips. Foam and polystyrene

must be avoided.

Primary or secondary packaging can be closed by means of tape, any kind of glue, ribbons and the like.

Staples cannot be used for risk of injury.

Finally each and every primary and secondary packaging needs to hold the appropriate labels like :


8.6. Barcode specifications

Every product, both SKU and NOS needs to have a unique identifier in the form of a barcode in

accordance with the EAN13 specifications. Moreover, if products are supplied to Van Marcke in different

pack sizes, a unique EAN13 barcode needs to be provided per pack size. E.g. a product delivered in

bags put into outer bags and finally put into a cardboard box, will require 3 different EAN13 barcodes.

Pallet size, generally does not require a separate EAN13 barcode unless one pallet represents a sellable

quantity. In the case that no barcode can be put on the product it is mandatory to put the EAN13 barcode

as well as the SKU number and product description on the recipient containing the product.

8.6.1 Origin of barcodes

• EAN code can be provided by the manufacturer

• EAN code can be provided by Van Marcke (for private label products only)

• EAN code must be EAN13 symbol (combination of numbers and bars) or UPC-A (American

equivalent of EAN13), GS1 – 128 (formally EAN128) or EAN8

• Color 100% Black

• Minimum proportional reduction of 80%

• Maximum proportional magnification of 200%

• Barcodes must be in perfect quality and readable for scanning

• To exclude the problem of non-scannable codes one should take into account to have a good

contrast between background color and barcode. Dark contrasts to be avoided.

• Standard size of EAN13 code is large 37,3mm x 26mm height. Example :

8.6.2 Location and size of the barcode

PACKAGING FORMAT BARCODE LOCATION

MINIMUM SIZE

MINIMUM HEIGHT

Sales unit Short side 37*26mm 16mm

Blister/header card Front/back 37*26mm 16mm

Secondary packaging Both short sides 110*60mm 32mm

Tertiary packaging All sides on the top 110*60mm 32mm


8.7. Label specifications

8.7.1. Primary packaging/unpacked product

• Label must be stuck to the primary packaging like blister, skin pack, PE bag and the like.

Printed information on labels both human readable (English preferred) and barcodes must

be :

o Vendor product reference

o Van Marcke product reference (when possible)

o Product description

o Quantity if more than 1 item

o EAN-code

o Unit of Measure

o Serial number (if applicable)

• When possible, unpacked products need to carry an identification label, print or card.

• Products carrying a serial number or a lot number need to have aforementioned data

figuring on the primary packaging. If the primary packaging contains multiple items of the

same SKU or NOS, following data need to be mentioned on the label :


o Description

o Barcode

o Quantity

o Lot number

8.7.2 Secondary Packaging

• Printed information on labels both human readable and barcodes must be :


o Van Marcke product reference (when possible)


o Quantity

o EAN-code

o Unit of measurement


8.7.3 Pallet labels

• Pallet labels must be stuck to all four sides of the pallet and need to be readable and

scannable at all times, regardless the usage of shrink or stretch foil.

• Labels need to be stuck on top of the pallet or ‘head height’.

• Printed information on labels both human readable and barcodes must be :



o EAN-code

o Van Marcke purchase order number

o Number of carriers (e.g. 1 of 2)

o Total quantity

o Unit of measurement

o LPN (licence plate number)


9. General pallet specifications & pallet procedures

9.1. Accepted pallet types

Following pallet types can be accepted by Van Marcke as they are up to the standards of the EDC :

1. EURO pallets (1200*800*144)

2. Industrial pallets (1200*100*144)

3. Large pallets (1200*1200*144)

Customized pallets can be used after prior written agreement by the Warehouse Manager

[email protected].

All pallets must be in good condition. This means up to EURO standard. All top and bottom planks need

to be present as well as all (corner) blocks separating the deck and the sleds. Fork access openings

must always be in line with EURO standards.

9.2. Ti & Hi

The Ti (tier) is the number of boxes per layer. ‘Hi’ refers to the maximum height of the pallet

The Ti must fit within the limits of the pallet used. No overhang will be allowed.

Van Marcke can accept pallets with following maximum heights (pallet included):

• 1200 mm (for all products except those referred to in the next line)

• 2200 mm (for products whose dimensions exceed 1200 mm like shower doors and bath

tubs)



9.3. Pallets and pallet stacks

Aforementioned Ti and Hi have been determined to perfectly match the storage possibilities in the new

EDC. To a very limited extent, exceptions are possible. Each discussion needs to be individually

discussed with the warehouse manager of Van Marcke (contact details at the end of the document).

In view of reducing our ecological footprint we favour double stacked full truck loads whenever the

purchase quantity allows for it.

It goes without saying that stacking pallets requires the packaging used, to be able to withstand

transportation and handling forces without showing any sign of wear and tear.

9.3.1.Accessibility

All goods, palletized or not must be accessible for Van Marcke personnel in view of safe

unloading. It is not allowed for Van Marcke personnel to touch or move third party goods, even

if access to the Van Marcke goods would require to do so.

It is only allowed for the vehicle driver to move goods around within the boundaries of his proper

vehicle with the sole use of his own tools and pallet jack. In this case Van Marcke will not be

held responsible for any damage done to personnel, vehicles and goods.

Finally, goods and pallets can be stacked safely and securely upon one another without

limitation as long as no harm whatsoever can happen to the goods or packaging during transport

or handling. Van Marcke recommends the usage of a protective layer between pallets stacked,

preferably made of wood or cardboard.

In every case, however, goods must be easily reachable with forklifts in case they have been

palletized. A free lifting space of 10 mm will be required. Sideways, pallets should not be stuck

or pressed behind door portals as this severely impedes unloading manoeuvres and may cause

damage to the goods.

Delivering bulk-loaded goods always needs to be discussed and agreed

upon in advance between the vendor and Van Marcke. Bulk-loaded goods

still need to be easily accessible and allow for ergonomical unloading.

Please bear in mind that the weight of unpalletized goods should never be

in excess of 25 kg.

In case goods delivered to Van Marcke do not meet aforementioned requirements, Van Marcke

reserves the right to offer a billable solution to the supplier. Van Marcke also reserves the right

to decline unloading of a delivery if no agreement with the supplier can be reached.

9.3.2. Pallet weight

The maximum weight of each and every carrier is 1000 kg. E.g. 2 pallets strapped or bound

together must not carry more than 1000 kg of goods’ worth.

All pallets with total weight over 1000 kg must have written approval from the Warehouse

Manager of Van Marcke. [email protected]



9.4. Columnar box stacking – Interlock box stacking

The best stacking arrangement to protect the outer cartons integrity is vertical columns.

When stacking columnar, take care to ensure outers are stacked squarely on the pallet!

Interlock stacking provides a much more stable platform than columnar stacking, as each layer is

arranged in opposing directions. Although this type of stacking is more stable, it drastically affects the

integrity of the outer cartons.

9.5. Fixation (wrapping-strapping)

Stretch wrap made of low density polyethylene (LDPE) must be used as a cargo stabilizer. Wrapping

must be done in such a way that load is secured to pallet, the latter being included in the stretch wrap.

It is allowed to use corner profiles made of recycled or recyclable material to protect the outer cartons.

In addition to wrapping, heavy or special size packages should be strapped with plastic ribbons onto the

pallet.

Plastic ribbons (polypropylene or polyester strapping) must be applied using proper tension settings as

excessive tension can lead to carton breakage. Metal strips or ribbons are prohibited for safety reasons.

Pallet labels and barcodes must remain visible and scannable without being hidden or obstructed.

All pallets need to be safe & sure under 26° angle so they must pass the international test of 26° angle,

in conformity with Royal Decree loading security 27.04.2007 (static incline test 26°).

Goods placed on pallets must fit the confines or footprint of the pallet 1200mm x 800mm. No overhang

will be allowed.


9.6. Truck or container loading

The vehicle must be adequately equipped to secure the load in conformity with “The European Best

Practice Guideline on Cargo Securing for Road Transport EN 12195-1”.

If containers and/or pallets are fumigated, Van Marcke must be informed thereof via [email protected]

The designated transporter must hold all necessary permits (driver’s licence, possible dangerous goods

licence) and need to deliver the goods by means of a CMR document. These documents must be readily

available upon simple request in case of need.

In case of goods collection at Van Marcke, a CMR-document needs to be made available by the recipient

of the goods or the driver for Van Marcke to fill out.

Trucks or containers have to be loaded so that labels are visible by anyone unloading or verifying the goods. Mind that prior to unloading, every load will be subject to a standard acceptance procedure that might result in a refusal to unload.

The pallets should be fixed with dunnage bags (preferably made of paper on the outside) were needed to avoid movements of the cargo during transport (each empty open void between double stack and single pallets should be filled by a dunnage bag).

General rule: If you add up all the empty voids of the total width of the container

and the total is >150mm then a dunnage bag should be used.

The goods must be secured at the rear of the container so no load can drop off or fall out when the container doors are opened.



9.7. Pallet exchange procedures

Van Marcke Distribution Center works with standard EPAL certified Euro pallets. Epal pallets & Din

pallets must be exchanged immediately on delivery. Failure to exchange pallets upon delivering goods

to Van Marcke can and will result in waiving claims for exchange at a later stage. Only pallets in good

shape are eligible for exchange. Van Marcke hereby refers to the EURO-pallet standard manual. A

quality check of the pallets delivered will be part of the acceptance procedure. Both pallets delivered

and pallets exchanged must be marked on the CMR.

Purpose-made dedicated packaging (e.g. metal frames) will be kept at Van Marcke for a short period of

time and must always be claimed back within the shortest possible delay. Failure to pick-up this kind of

packaging within one month upon delivery, may result in a rental fee for space occupied.

All other types of pallets or customized pallets will not be exchanged nor returned.

9.8 Licence Plate Number (LPN)

Each carrier (pallet or other) needs to have a unique identifier, being the LPN. This identifier needs to

include a scannable barcode in accordance with the barcode types mentioned earlier in this manual.


10. Damaged goods

Damaged goods as a result of packaging failure will be examined by Van Marcke. After evaluation,

suggestions to improve will be discussed with the supplier.

Damaged porcelain & glass products like toilets and mirrors, will never be offered to return but will

immediately be recycled. All costs related to recycling damaged products for which the vendor is

responsible, will be invoiced to the vendor concerned.

The value of the goods damaged may be deducted from the invoice concerned. However, individual

agreements with vendors and case by case agreements may apply.

Goods damaged under Van Marcke’s responsibility or other goods eligible to potentially return to the

vendor (RTV) will be separately stored and offered back to the vendor in accordance with the procedure

created for that purpose.

All communication is to happen by mail or letter in view of tracking and tracing decisions and actions.

Vendors requiring to inspect aforementioned goods are welcome to do so within 1 month upon giving

notice that they are willing to receive back the goods. No less than 2 weeks upon inspection, following

acceptance of the goods inspected, a pick-up needs to be organized by the vendor.

Failure to collect the goods by the vendor within the allowed time-frame can and will result in a cost-

collect delivery to the vendor, organized by Van Marcke.

Apart from the general damaged goods and return-to-vendor procedures detailed above, individually

agreed procedures between Van Marcke and the vendor may apply.


11. Service Level (SL)

All deliveries of the supplier have to be ‘on time and in full’. No partial deliveries allowed unless otherwise

agreed upon on a case by case basis.

Therefore the service level is an average of two components :

• In full is measured as the quantity delivery on the first delivery of the purchase order divided

by the ordered quantity (only the first delivery is measured as this delivery has to be ‘in full’).

• On time is measured as the absolute difference in days between the requested delivery date

and the actual delivery date of the first delivery. For no-stock orders the requested delivery

date is the first confirmed expected delivery date by the supplier (because ASAP is shown on

the purchase order).

The exact calculation is as follows:

Stock and No-stock

o service level %

o % delivered on 1st delivery

o average absolute deviation 1st delivery

o confirmed deliveries

o average absolute deviation confirmation leadtime

(average % delivered on 1ste delivery)+ min(1- (average deviation abs. days 1st delivery)²

____________________________________________________100________________

2

∑ pcs delivered on 1st delivery∑ pcs ordered

X 100

∑ days (1st delivery – delivery date∑ n° delivered orders

∑ days confirmed date – date of order∑ confirmed orders

∑ days (confirmed date – delivery date)∑ confirmed orders


Examples for the calculation of the service level.

Purchase order (the same for the 3 examples):

Ordered: 8 items, 25 pieces each

Requested delivery date: 8/7/2016

1. Delivered: 6 items in full (25 pcs) and 1 item with 10 pcs, delivered on 4/7/2016. Balance of

order delivered on 8/7/2016.

a. % delivered on 1st delivery: 160 pcs of 200 pcs ordered at 1st delivery = 80 %

b. Average absolute deviation: 1st delivery was 4 days early = 4

c. Service level: (0,80 + (1 - (4² /100 )))/2 = (0,80 + 0,84)/2 = 82 %

2. Delivered: 8 items in full (25 pcs), delivered on 18/7/2016

a. % delivered on 1st delivery: 200 pcs of 200 pcs ordered = 100%

b. Average absolute deviation: 1st delivery was 10 days late = 10

c. Service level: (1 + (1- (10² /100)))/2 = (1 + 0)/2 = 50 %

3. Delivered: 2 items (25 pcs), delivered on 8/7/2016. Balance of order delivered on 12/7/2016.

a. % delivered on 1st delivery: 50 pcs of 200 pcs ordered, delivered at 1st delivery = 25

%

b. Average absolute deviation: 1st delivery on requested date = 0

c. Service level: (0,25 + (1- (0² /100)))/2 = (0,25 + 1)/2 = 62,5%

The resulting service level of the supplier must be higher than 95%.

• For questions on this you can contact:

Stock Management Department

Evert De Lille

Tel: + 32 (0) 56 23 78 41

E-mail: [email protected]



12. Van Marcke Ordering system

12.1 Order placement

Orders will be sent to the supplier by XML (EDI) or e-mail. The order will contain a purchase order

number which is unique to that specific order and must be identifiable and communicated on all

documentation/communication.

An order will always contain following information:

• Purchase order number Stock order (=Whse n° - 8digits n°) e.g. 116-12345

No stock (=R – 7 digits n°) e.g. R-1234567

• Name and address of supplier

• Order date

• Requested delivery date (for stock orders), ASAP (for no-stock orders)

• Ordered items with their quantities (possibly converted to the vendor’s UoM)

• Delivery address

• Contact details of the stock keeper

Any changes to these details always has to be agreed/approved by Van Marcke’s stock keeper

assigned to the supplier, even when asked by other Van Marcke’s departments.

12.2 Order confirmation

Upon receiving the purchase order, the supplier has to check availability of the items.

Within 3 working days after receiving the order, the supplier has to send an order confirmation to

[email protected] or by XML (EDI) with at least the following information:

• Van Marcke order number

• Delivery date of the complete order or delivery dates of each item.

Any changes or remarks to the purchase order have to be communicated by mail or phone to the

stock keeper assigned to the supplier. Changes or remarks only mentioned on the order confirmation

will not be accepted as these are processed automatically (only order number and delivery date are

taken from the confirmation.).

For no-stock orders the delivery date used to measure the service level of the supplier is the delivery

date on the first order confirmation of the supplier (Hence ASAP on our purchase order).

For stock orders the service level is measured against the requested delivery date on the purchase

order. Any deviations from this date have to be communicated immediately to the stock keeper.



12.3 ASN (Advanced Shipping Notification)

Via mail the supplier has to send following detailed notification 24h in advance to following address:

[email protected]

• Suppliers Name, Address & V.A.T number

• Slot number, date and time

• Vehicle license plate number

• Total number of pallets/cases

• Total Weight

• Packing List per warehouse/Purchase order

Purchase order of Van Marcke

LPN-number per pallet

Van Marcke SKU number

Product code of the supplier (identical to that on the product)+ EAN code

Product description

Total delivered pieces per article

Unit of measurement (UoM)

Total number of transport units per Purchase order

* See ASN manual for further details on how to set up ASN with Van Marcke.

13. Non conformance

All goods supplied are subject to the standard acceptance procedure upon arrival and a subsequent

quality inspection. Both inspections may result in refusal of the delivery or the goods. An inbound

quality report will be made for every delivery which is in non- conformance.

If non-conformance of goods, Van Marcke will communicate this to the supplier within 10 working

days.



14. GLOSSARY

CMR Convention of the contract for international carriage of goods by Road

DC Distribution Centre

EAN European Article Number

EDI Electronic Data Interchange

PCE Piece

SDL Service Delivery Level

SU Sales Unit

PO Purchase Order

PU Pick Unit

TPB Transport Packaging Box or Outer Carton

EUR Europallet 800 x 1200mm

DIN Din pallet 1000 x 1200mm

TI TIER number of cartons per layer on pallet

HI HIGH number of layers per pallet

MSDS Material Safety Data Sheet

POD Proof Of Delivery

DDP Delivered duty paid (= incoterm)

LPN License plate number

UoM Unit of measurement

15. List of Van Marcke services + Contacts.

Slot booking Van Marcke Reception +32 (0) 56 23 76 28 [email protected]

Warehouse Manager Lieven Stofferis +32 (0) 56 23 59 16 [email protected]

Info fumigated containers [email protected]

Stock Management

Department

Evert De Lille + 32 (0) 56 23 78 41 [email protected]






Date post:	15-Mar-2018
Category:	Documents
Upload:	hatuyen
View:	214 times
Download:	0 times