Transportation
Transportation Management System
SSI utilizes a “Transportation Management System” (TMS). The SSI system is a web-based system used for routing all in-bound freight to SSI. This system benefits both the Vendor and SSI by the use of an “optimization routing” tool to save time and expense in the Supply Chain.
To utilize the system, please complete the TMS Vendor Setup/Change form on page 41 and fax to SSI Transportation Dept. at 713-838-4494 or email to traffic@stagestores.com. Once TMS setup is complete an email will be sent to the key contact person noted on the setup form with all necessary information and instructions. Please note setup process can take up to 7 business days. Form should be submitted to allow adequate time for setup process.
All revisions/updates (i.e. address changes, holiday hours or closures, contact information, etc) must be communicated on the TMS Vendor Setup/Change form prior to requesting routing. Please fax the completed TMS Vendor Setup/Change form to SSI Transportation Dept. at 713-838-4494 or email to traffic@stagestores.com. Once you have received confirmation that the change has been made, you may resume the use of TMS. If information such as holiday closures is not communicated prior to requesting routing, non-compliance charges will be assessed in addition to request being canceled.
- All shipments for which SSI is responsible for paying the freight must go through the TMS system. Shipments sent at the vendor’s expense do not need to go through the TMS system, but if shipment is over 100 cartons, vendor/carrier must obtain a delivery appointment prior to shipping orders. Reference item #21 for additional information on pre-paid appointment request.
- Vendors must have Internet access and an email address at each shipping location to utilize TMS.
- Vendors who ship from multiple locations must fill out a separate TMS Vendor Setup/Change form for each location. The vendor will receive a location ID for each shipping location.
- Vendors should request routing as early as possible.
- Vendors must request routing at least 48 hours (2 full business days) prior to the cancel date (the cancel date is included in the 48 hrs) on the Purchase Order. If cancel date is on weekend or holiday, first previous business day must be used as cancel date. The following matrix can be used as a guide in entering purchase orders for routing:
PO cancels on Routing must be requested by “Ready date” no later than Monday Thursday Friday Tuesday Friday Monday Wednesday Monday Tuesday Thursday Tuesday Wednesday Friday Wednesday Thursday Saturday Wednesday Thursday Sunday Wednesday Thursday - Routing requests not received prior to 4:00 pm Central time will be considered as received the following business day.
- If the vendor does not request routing in time, then the vendor will need to contact the buying department to request an extension. When requesting the extension, please keep in mind that TMS will not reflect the extension until the next business day so a 3-business day extension is necessary.
Example: It’s Monday, and your Purchase Order cancels tomorrow and TMS won’t let you request routing because of the 48 hour rule. The vendor should contact the buying team to request an extension for Thursday. This will allow TMS to update overnight, and allow the vendor to enter the request on Tuesday, which is 2 business days before Thursday.
- SSI requires the vendor to have the “date shipment available” (ready date) one full business day prior to the PO cancel date. Failure to follow this guideline will result in a non-compliance charge.
Example: If the purchase order cancels on Friday, then the vendor is required to be ready for pickup on Thursday during their normal business hours.
If the vendor requests routing and submits the ready for pickup on the same date as the cancel date the request for routing will not be granted and the vendor will be subject to a non-compliance charge. - TMS will assign your carrier and/or routing instructions. A system-generated email will be sent to contact email address notifying of assigned routing instructions. Please note the routing notification can contain specific instructions that must be followed for designated carriers. Failure to comply with specific instructions outlined in each routing notification will result in non-compliance charges being assessed up to full cost of freight plus handling.
- Each shipping location is allowed routing/shipping up to twice in one week per DC with the exception of vendors setup with special "once a week shipping" instructions. Vendors setup with "once a week shipping" will be charged back if there are more then one shipment per week unless specific authorization from the Traffic Dept is received prior to shipping. Please consolidate purchase orders on routing requests to meet this requirement.
- SSI will only pay freight against a purchase order one time from the same shipping location. A charge back will be assessed on the second or subsequent shipment against the same purchase order that is shipped freight collect. Any duplicate request(s) will be considered a “shipment” and a non-compliance charge will be assessed. If a carrier has not been assigned, duplicate request(s) must be cancelled.
- When scheduling a pickup using TMS, accuracy of shipment information (carton quantity, cubic feet, pallet count, amount palletized, ready date and/or pick up time, etc) is critical. TMS builds truckloads with multiple shipments from multiple vendors. Failure to provide accurate information and/or failure to complete pickup in a timely manner could cause disruption to the shipping process. For this reason, the vendor will be subject to a charge for the full cost of freight of all shipments associated with the error. Examples of inaccurate information (include but not limited to): listing palletized freight as loose freight, late readiness, over-shipping, poor loading, etc.
- If the TMS assigned carrier does not show up as scheduled or if product does not fit, please send email to traffic@stagestores.com a minimum of an hour prior to the facility closing.
- Vendors who ship on pallets must adhere to the following guidelines.
- Pallet dimensions must be 40” x 48”.
- Merchandise stacked on pallets must be no taller than 48 inches to allow for double stacking.
- Vendor must reference pallet chart on following page for correct cube for stackable and non-stackable pallet shipments. Cube must be entered accurately in TMS system.
- When shrink wrapping pallets, please follow National Motor Freight Requirements, 4 wraps around the bottom and 3 wraps around the top.
- Every reasonable effort should be made to load pallets with labels facing out.
- Pallets should be loaded by purchase order, then by style. A reasonable effort should be made to insure that only one purchase order is on a pallet. If this is not possible, please layer the pallet and use slip-sheets to separate purchase orders. Failure to do so may result in a non-compliance violation.
- Routing will not be granted for non-stackable pallets unless authorization is obtained from the transportation department. Authorization will only be granted on fragile (breakable) product(s) and pallet(s) must be built to 92" high.
- Vendors who ship on pallets need to use the chart below to enter cube in TMS:
Stackable Pallets
(Pallets must be stacked, if product is fragile see below)# of
palletsCube
# of
palletsCube
# of
palletsCube
# of
palletsCube
1
150
13
975
25
1,875
37
2,775
2
150
14
1,050
26
1,950
38
2,850
3
225
15
1,125
27
2,025
39
2,925
4
300
16
1,200
28
2,100
40
3,000
5
375
17
1,275
29
2,175
41
3,075
6
450
18
1,350
30
2,250
42
3,150
7
525
19
1,425
31
2,325
43
3,225
8
600
20
1,500
32
2,400
44
3,300
9
675
21
1,575
33
2,475
45
3,375
10
750
22
1,650
34
2,550
46
3,450
11
825
23
1,725
35
2,625
47
3,500
12
900
24
1,800
36
2,700
48
3,500
Non-Stackable Pallets
(if authorization has been obtained)# of
palletsCube
# of
palletsCube
# of
palletsCube
# of
palletsCube
1
150
7
1,050
13
1,950
19
2,850
2
300
8
1,200
14
2,100
20
3,000
3
450
9
1,350
15
2,250
21
3,150
4
600
10
1,500
16
2,400
22
3,300
5
750
11
1,650
17
2,550
23
3,450
6
900
12
1,800
18
2,700
24
3,500
- For all multi-stop and volume shipments, vendors are required to sign the Bill of Lading Shipper Load and Count. Failure to comply with this policy will result in a non-compliance charge. Any vendor warehouse that requires Driver Load and/or Count must note such on request entered into TMS. Please note vendor will still be subject to driver assistance accessorial charges. Failure to note driver assist in TMS could result in non-compliance charges.
- You are required to seal any truckload trailer SSI schedules to pick up your freight. This seal # must be written on all Bill of Lading copies. Any trailer that is not properly sealed and documented could result in a claim against your company.
- SSI will not pay any accessorial charges for any shipment. Any accessorial charge received will result in a non-compliance charge. Accessorial charges include but are not limited to detention, wait time, truck ordered not used, sort and seg fees (LTL carriers), etc.
- If shipping loose cartons, product must be loaded on the trailer by purchase order, then by item. Failure to do so may result in a non-compliance charge.
- Any shipment that is being shipped pre-paid (at the vendor’s expense) is exempt from using TMS. Freight cost associated with pre-paid shipments will not be reimbursed in any manner.
- All vendor prepaid inbound shipments/deliveries over 100 cartons require an appointment. Delivering carrier must send appointment request to appointment@stagestores.com. If a prepaid trailer/shipment arrives at the Distribution Center without advance notice and a scheduled time, or after the scheduled window, the vendor will be subject to a non-compliance charge. SSI will not pay for any DRAE/storage charges for prepaid freight. All appointment request must include the following information:
- Delivering carrier name and SCAC code
- Stage DC location shipment delivering to
- Live unload or Drop trailer appointment
- Trailer #/Container #/Pro #
- PO (s)
- Carton count (listed by PO)
- Weight (listed by PO)
- Palletized or loose freight
Fine Jewelry Vendors:
- All Fine Jewelry Vendors shipping to SSI for the first time should contact the transportation department for guidelines on how to ship. Watches are not considered Fine Jewelry.
- Any insurance fees added to shipments destined for SSI, will be assessed back to the vendor through a remittance deduction.
- The ASN replaces the packing slip; packing slips are no longer required. Pack-by-Store Orders that consists of fine jewelry, costume jewelry, and/or watches received with packing slips will be considered non compliant and will be subject to a non compliance charge.
- Fine jewelry, costume jewelry and watch, vendors must ship in poly bags and master pack their merchandise.
- If shipping via small parcel carrier, small parcel shipping requirements on page 32 must be followed.
- Failure to comply with any of the policies and procedures outlined in the transportation section could result in a chargeback.
If TMS directs you to ship via a consolidator please follow the directions below:
- Please call consolidator (consolidator and contact number will be given with routing instructions) 24 hours prior to shipping to schedule a pick up. If the carrier does not make the pick up as promised, or any other problems arise, contact the transportation department (traffic@stagestores.com) immediately.
- Non-stackable pallet(s) must be built to 84"
- Present all documentation to the pick up carrier.
- Pick up and handling costs will be charged back to the vendor through a remittance deduction.
- Under no circumstance should a vendor allow a consolidator to pick up any purchase order outside of the shipping window.
If TMS directs you to ship via Small Parcel Carrier you are required to do the following:
- Package level detail will be required for UPS shipping. UPS Standard Recording Method Books as well as Air or Ground Shipping Documents are not allowed.
- Vendors are required to enter SSI’s purchase order number in the “Reference 1” field in a UPS Package Level Detail (PLD) compatible shipping system.
- Vendors are required to enter in the SRR (Shipment Routing Request) # in the “Reference 2” field in a UPS Package Level Detail (PLD) compatible shipping system.
- If you do not have a UPS PLD (Package Level Detail) compatible shipping method available, then you can go to http://www.ups.com and register for Internet Shipping under the shipping page to produce PLD compatible shipping labels, or, go to the Business Solutions page to look at the Automated Shipping Options available from UPS or UPS approved vendors.
- Under no circumstance should a vendor allow a Small Parcel carrier to pick up any purchase order outside of the shipping window.
- Any insurance fees added to shipments destined for Houston/South Hill division, will be assessed back to the vendor through a remittance deduction.
- When shipping UPS collect, you must enter the appropriate shipper number into the UPS system.
- Each DC has a separate account number. Use the UPS Account number assigned to the specific ship to DC which is found in the email notification from TMS. When shipping, ensure that the correct account number is utilized.
*Failure to ship to the correct DC or failure to utilize the correct DC account number will result in noncompliance charges.
Vendors who have been approved to ship collateral directly to the designated store location must use the following guidelines:
- Shipping from 1 to 10 cartons with a total weight of up to 200 pounds to one location you must ship by UPS Ground Third Party Billing to a special account provided by the traffic department.
- Shipping over 10 cartons or over 200 lbs to one location you should ship Estes Express Lines Third Party Billing to Account 5065005.
- If expedited shipments are required or if you are not an approved vendor, please contact the Traffic Dept at Traffic@Stagestores.com for shipping instructions.
Failure to comply with any of the policies and procedures outlined in the transportation section could result in a chargeback based on our violation table (page 35–38) in addition to an administration fee not to exceed $250.