Purchase Order Requirements

Make sure your Purchase Order is valid:

It is important to ensure that the purchase order is valid prior to shipping merchandise to SSI. An EDI document (#850 Buyer/System generated or #855 Vendor generated) or a computer/system-generated hard copy qualifies as a valid Order. Email, telephone orders, verbal commitments, handwritten orders, or worksheets are not valid purchase orders and will not be honored.

If unable to fulfill purchase orders as intended, substitutions, quantity changes, and ship date changes must be approved by the buyer. You must request a system generated P.O. electronically transmitted or a dated system screen print reflecting the date change and/or changes. A verbal approval is not acceptable. Written dated approval must be obtained and in your possession prior to shipping or the P.O. will be subject to shipping violations.

If you sell to both the Stage and Peebles divisions, it may be necessary for your business to be able to identify which division generated the order. How do you do this?

• The best way to identify the chain is to look at the department numbers on the purchase order. The department number is sent on all EDI PO files, in the REF*DP segment of EDI. It is also printed on all hard copy purchase orders.
• South Hill buying office orders will have departments in the range of 5000-5999
• Houston buying office orders will have departments in the range of 1-1999.

All Purchase Orders must be shipped complete:

Ship all purchase orders complete. If that cannot be accomplished, you must contact the buying office for approval to short ship. Subsequent shipments against the same purchase order should be shipped prepaid at the vendors expense. A non-compliance charge will be assessed for the full cost of freight plus handling on the second or subsequent shipment against the same purchase order from the same shipping location that is shipped freight collect.

All Purchase Orders must be shipped within the order windows:

All goods ordered will be shipped complete in accordance with the dates on the purchase order. The do not ship before date on the purchase order is the first day that you are authorized to tender the goods to the designated carrier. The do not ship after date is the last date that that you are authorized to tender the goods to the designated carrier. Shipping prior to the do not ship before date or shipping after the do not ship after date will result in a non-compliance charge, and possible return of goods at the vendors expense.

All Purchase Orders must be shipped as written:

Substitutions, quantity changes, or ship date changes must be obtained from the buyer in writing in the form of an updated valid purchase order. A verbal approval or confirmation is not sufficient. Please see the section above titled Make sure your Purchase Order is valid for further information.

All Purchase Orders must be shipped to warehouse designated on Purchase Order Detail:

Please reference ship to field located in the N1 ST segment of EDI purchase order. Purchase orders shipped to wrong DC will be subject to non-compliance charges that could include up to the full cost of freight plus handling and any transportation cost associated with forwarding the shipment to the correct DC.

Merchandise subject to return:

Failure to comply with any of the above policies could result in non-compliance charges of full freight cost plus a handling fee of 15% of the cost of the merchandise:

• SSI will inform the Vendor of the Purchase Order number and request a return authorization.
• The Vendor has 10 days to provide the RA, after that a storage fee of $50 per day will be charged to the vendor.
• Shipments weighing 200 pounds or less will be returned to the vendor via small parcel carrier prepaid (at the vendor's expense).
• Shipments weighing over 200 pounds will be returned to the vendor via the designated inbound carrier prepaid.
• Any return shipment refused by vendor will be abandoned to carrier for salvage. We will not be responsible for payment on these goods.
• Vendors are responsible for filing claims with the carrier when a return shipment is delivered with carrier shortages or damages.
• All return inquiries or disputes must include a copy of the remittance advice report.
• Stage Stores will not review any return claim inquiries or disputes over 1 year old.

New Store discount and payment terms:

All orders for merchandise shipments to new stores, prior to their opening date and up to 30 days thereafter, are considered New Store orders and are held to New Store standard terms and discounts. New Store discounts mitigate advertising and operational expenses in the new store markets. New Store orders are paid 90 days after receipt of goods and are assessed a 10% standard discount in addition to all other applicable terms, discounts and allowances offered by vendor. These terms are noted in the SSI new vendor setup form and deductions are assessed and reflected on the vendors remittance advice report. Any deviations from these standard terms require SSI GMM approval.