Shipping and Freight Violation Policy
By following the detailed requirements outlined in this guideline, your merchandise should flow through our Distribution Center and on to the selling floor in an efficient manner. We have established non-compliance charges in an effort to recover costs incurred due to non-compliance.
Non-compliance Violation Table
The table below is a complete listing of the charges a vendor could be subject to for non-compliance. This table should be used in conjunction with the remittance advice report.
| Violation Code # | Description | Min Charge | Max Charge | Violation type | Ref Page # |
PO Information and Date issues | |||||
| 1A | Shipped prior to “Do not ship before” date | $300 | 5% of invoice plus freight in and out | Shipping | 12 |
| 1B | Shipped after “Do not ship after” date | $300 | 15% of invoice plus freight in and out | Shipping | 12 |
| 2 | Multiple POs in one carton | $150 | $150 per carton | Shipping | 20 |
Carton information incorrect or incomplete | |||||
| 3A | PO number incorrect or not listed | $250 | $250 | Shipping | 24 |
| 3B | Department # incorrect or not listed | $150 | $150 | Shipping | 24 |
| 3C | Style # incorrect or not listed | $150 | $150 | Shipping | 24 |
| 3D | Color incorrect or not listed | $150 | $150 | Shipping | 24 |
| 3E | Size incorrect or not listed | $150 | $150 | Shipping | 24 |
| 3F | Pre-pack detail not provided or inaccurate on outside of carton | $250 | $250 | Shipping | 24 |
| 3G | Store number for Pack-by-Store incorrect or not listed on carton label | $250 | 3% | Shipping | 24 |
| 3H | Carton not addressed correctly | $250 | 3% | Shipping | 24 |
| 3I | “Master Pack” not on outside of carton | $250 | $250 | Shipping | 22 |
BOL errors | |||||
| 4D | Failure to consolidate purchase orders into one BOL | $300 | 3% | Freight | 31 |
| 4E | PO #, carton qty, and/or department number not listed individually or accurately on BOL/TMS system | $300 | 3% | Freight | 31 |
| 4F | Multiple trailers / containers per BOL | $450 | 3% | Shipping | 31 |
| 4I | Failure to list SRR # in “Special Instructions” section on BOL | $300 | $300 | Freight | 31 |
| 4J | BOL does not contain contact information | $50 | $50 | Freight | 31 |
| 4K | Failure to provide SSI w/ BOL upon request | $50 | Full cost of freight | Freight | 31 |
| 4L | Failure to properly address BOL as instructed | $100 | Full cost of freight | Freight | 31 |
| 4M | Failure to list TMS BOL # in special instructions | $300 | $300 | Freight | 31 |
| 4N | Released Value wording added/noted on BOL | $300 | Full cost of freight pls handling | Freight | 31 |
Improper carton packing | |||||
| 06 | Style, Colors and or Sizes mixed in a carton—i.e. multiple SKU containers (excludes cross dock shipments) i.e. multiple SKUs in a container. | $450 | 3% | Shipping | 20 |
| 6A | Fragile merchandise not packed with corrugated packing materials to prevent breakage/not reshippable | $450 | $450 | Shipping | 23 |
| 6B | Product sold in boxes not received in boxes | $450 | 3% | Shipping | 22 |
Invoice/ASN accuracy | |||||
| 7A | 810 invoice is technically wrong requiring retransmission or modification | $200 | $200 | Shipping | 8 |
| 7B | 810 Invoice is not sent electronically within 24 hrs of MDSE pickup and must be requested by SSI | $750 | $750 | Shipping | 8 |
| 7C | 856 ASN is technically wrong requiring retransmission or modification | $450 | $450 pls freight if goods are returned | Shipping | 7 |
| 7D | Removed from cross dock to manual processing | $250 | $250 | Shipping | 7 |
| 7E | Removed from receiving to audit | $250 | 3% | Shipping
| 7 |
Merchandise substitutions
| |||||
| 8A | Style (if not accepted the charge will be 10% cost value of return plus full freight charge in and out) | 50% | 50% | Shipping | 12 |
| 8B | Size (if not accepted the charge will be 10% cost value of return plus full freight charge in and out) | 50% | 50% | Shipping | 12 |
| 8C | Color (if not accepted the charge will be 10% cost value of return plus full freight charge in and out) | 50% | 50% | Shipping | 12 |
| PO Discrepancies | |||||
| 10 | Style over ship (if not accepted the charge will be 10% cost value of return plus full freight charge in and out) | 50% | 50% | Shipping | 12 |
Shipping / Carrier Violations | |||||
| 12A | Incorrect Carrier used | $150 | Full cost of freight | Freight | 27 |
| 12C | Cartons exceed 50lbs | $200 | $200 | Shipping | 20 |
| 12D | More than two requests for routing in one week | $450 | Full cost of freight | Freight | 27 |
| 12E | Multiple shipments against the same purchase order | $450 | Full cost of freight | Freight | 27 |
| 12H | Live unloads not scheduled or not on time | $500 | $500 | Freight | 29 |
| 12I | Incorrect information entered into TMS | $300 | Full cost of freight | Freight | 27 |
| 12J | Driver Load/ Count / Assist / Accessorial charges | $100 | $1000 | Freight | 29 |
| 12K | Failure to request routing via TMS | $100 | Full cost of freight | Freight | 26 |
| 12L | Cartons exceed specified dimensions | $200 | $200 | Shipping | 20 |
| 12M | Incorrect weight entered into TMS | $100 | Full cost of freight | Freight | 27 |
| 12N | Incorrect cube entered into TMS | $100 | Full cost of freight | Freight | 27 |
| 12O | Incorrect carton count entered into TMS | $100 | Full cost of freight | Freight | 27 |
| 12P | Incorrect pallet count entered into TMS | $100 | Full cost of freight | Freight | 27 |
| 12Q | Truck ordered not used | $100 | Full cost of freight | Freight | 29 |
| 12R | PO shipped to wrong DC as indicated on PO or carton | $100 | 3% pls full freight | Ship/Fgt | 12 |
| 12S | Freight cost to forward to correct DC | $100 | Full cost of freight | Freight | 12 |
| 12T | Failure to follow instructions outlined in routing email notification | $100 | Full cost of freight | Freight | 27 |
| 12U | Ready date is same as the cancel date | $100 | Full cost of freight | Freight | 27 |
| 12V | Failure to follow any of the guidelines as described in the routing guide | $100 | Full cost of freight | Freight | |
| 12W | Administration fee | $25 | $250 | Freight | 30 |
Ticketing errors | |||||
| 13A | UPC Active in system does not match vendor UPC on merchandise | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13B | Vendor pre-ticketed price does not match purchase order | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13C | Vendor ticket has UPC but does not scan | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13D | Vendor ticket includes retail but no UPC | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13E | Vendor ticket includes UPC but no retail | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13F | SSI furnished tickets not on merchandise | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13G | Random ticket errors found in pre-ticketing | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13H | Style number incorrect or not listed on retail ticket | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 13I | UPC ticket missing human readable data or information incorrect | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 14B | Merchandise is not pre-ticketed | $25 | $0.50 Per unit for problem style | Shipping | 14 |
| 14E | Tickets on merchandise are for a different retailer | $25 | $0.50 Per unit for problem style | Shipping | 14 |
UPC - GXS catalog | |||||
| 15A | UPC not in Catalog at time of order entry / receipt | $250 | $250 | Shipping | 9 |
| 15B | Keying charge for Advanced UPC Catalog data entry | $5 | Per UPC key entered | Shipping | 9 |
| 15C | UPC Catalog requires corrections | $250 | $250 | Shipping | 9 |
| 15D | UPC Catalog changes after order entry | $250 | $250 | Shipping | 9 |
Advanced Shipping Notification | |||||
| 16A | No ASN received at time of receipt at Distribution Center | $750 | $750 | Shipping | 8 |
| 16A-1 | ASN not rec'd same day merchandise is shipped or before 6am next day | $250 | $250 | Shipping | 8 |
| 16B | Inaccurate ASN/Carton contents do not match ASN | $750 | $750 | Shipping | 8 |
| 16B-1 | ASN Discrepancy | $100 | $750 | Shipping | 8 |
| 16C | BOL does not match ASN | $300 | $300 | Shipping | 31 |
| 16D | Carton Label not scannable or poor print quality | $250 | $500 | Shipping | 25 |
| 16E | No UCC 128 label on carton or label covered | $300 | $300 | Shipping | 24 |
| 16F | Carton Label does not match ASN | $300 | 3% | Shipping | 25 |
| 16G | ASN does not include Carton Detail | $450 | $450 | Shipping | 7 |
| 16H | ASN transmission contains multiple BOLs for shipment | $300 | $500 | Shipping | 8 |
| 16I | Failure to respond to 850 with accurate 997 acknowledgement | $100 | $100 per P.O. | Shipping | 8 |
| 16J | UCC 128 label placement error | $300 | $300 per P.O. per shipment | Shipping | 25 |
| 16K | ASN does not match PO | $750 | $750 | Shipping | 8 |
| 16L | Inaccurate vendor ship date wihtin Vendor's ASN data | $1000 | $1000 | Shipping | 8 |
Merchandise not shipped as ordered | |||||
| 17A | Sent as a set and ordered as a separate; sent as a separate and ordered as a set | $450 | 3% | Shipping | 12 |
| 17B | Coordinates shipped separately | $450 | 3% | Shipping | 12 |
| 17C | Sent as assorted and ordered by color or sent by color and ordered as assorted | $450 | 3% | Shipping | 12 |
| 17D | Sent in bulk and ordered as a pre-pack | $450 | $450 | Shipping | 12 |
| 17E | Sent as a pre-pack and ordered in bulk | $450 | 3% | Shipping | 12 |
| 17F | Pre-pack quantities not packed as ordered | $450 | 3% | Shipping | 12 |
| 17G | Pre-pack top/bottom sizes do not match or missing | $450 | 3% | Shipping | 12 |
| 17H | Set top/bottom or pre-packs not bundled or packaged | $450 | 3% | Shipping | 12 |
Hangers | |||||
| 18 | Hang merchandise not on VICS Hangers/or hangers seeded in carton | $0.50 | Per unit | Shipping | 18 |
Ticket Placement errors | |||||
| 19 | Ticket placement errors | $0.50 | Per unit | Shipping | 16 |
Consolidation Area | |||||
| 20 | Consolidation Area Pickup/handling charges | $25 | As charged by consolidator | Freight | 29 |
Floor Ready Errors | |||||
| 21A | Unnecessary packing materials and/or packing slips | $100 | $500 | Shipping | 8; 23; 29 |
| 21B | Merchandise received in poor condition/wrinkled | $1 | Per unit | Shipping | 22 |
| 21C | Size strip tape missing from folded garments | $0.50 | Per unit | Shipping | 17 |
Miscellaneous charges | |||||
| 22 | Multiple requests for same violation dispute | $50 | Per request | Shpng/Frgt | 40 |
| 23 | Storage fee after 10th day awaiting RA# | $50 | Per day | Shipping | 13 |
| 24 | DRAE/Storage Charge | $100 | As incurred by carrier | Freight | 29 |
| 25 | Refused freight charge | Full cost of freight plus handling | Freight | 13 | |
| 26 | Detention charges | $100 | As incurred by carrier | Freight | 29 |
Loading Charges | |||||
| 27 | Pallet Loading—Failure to load by PO then Style | $150 | $150 | Shipping | 28 |
| 28 | Trailer Loading—Failure to load trailer by PO then Style | $150 | $150 | Shipping | 29 |
Small Parcel Charges | |||||
| 29 | Failure to enter SSI purchase order and/or SRR # number in UPS system | $300 | Full cost of freight plus handling | Freight | 30 |
| 30 | Failure to use UPS PLD compatible shipping method or UPS approved vendors. | $300 | Full cost of freight plus handling | Freight | 30 |
| Additional Charges | |||||
| 31 | SSI provides copy of canceled check | $25 | Per check request | Shpng/Frgt | 33 |
| 32 | Claim submitted less than $100 found to be valid deduction | $100 | Per claim request | Shpng/Frgt | 33 |
| 33 | SSI provides copies of remittance advice report | $100 | Per report request | Shpng/Frgt | 33 |
| 34 | Claim deduction inquiries that require SSI to provide vendor documentation support copies | $100 | Per document | Shpng/Frgt | 34 |
| 35 | Insurance Fees added to small parcel shipments | As invoiced | Freight | 30 | |
| 36 | Failure to apply seal and/or properly document on BOL | $100 | $100 | Freight | 29 |
| 37 | Cartons less than minimum requirements not masterpacked | $100 | Full cost of freight | Freight | 22 |
| 38 | Failure to comply w/ EDI testing | $500 | $500 | Shipping | 8 |
| 39 | Incorrect Shipper number used for small parcel shipments | $50 | Full cost of Freight | Freight | 30 |
| International Shipping Charges | |||||
| 40A | Forms required by Customs not provided | $300 | Cost of excess freight charges pls handling | Freight | 46 |
| 40B | Incorrect/Invalid information provided on customs forms | $300 | Cost of excess freight charges pls handling | Freight | 46 |
| 40C | Failure to list required information on invoice | $300 | Cost of excess freight charges pls handling | Freight | 47 |
| 40D | Failure to utilize correct Port of Entry | $300 | Cost to forward to correct DC pls handling | Freight | 47 |
| 40E | Container delivered without/outside scheduled delivery date/time | $300 | $300 | Freight | 47 |