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 36 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.

1. 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.
2. Vendors must have Internet access and an email address at each shipping location to utilize TMS.
3. 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.
4. Vendors should request routing as early as possible.
5. Vendors must request routing at least 48 hours (2 full business days) prior to the cancel date on the Purchase Order. If cancel date is on weekend or holiday, first previous business day must be used as cancel date.
   For example: If the purchase order cancels on Friday, the vendor is required to request routing on or before Wednesday.
6. Routing requests not received prior to 4:00 pm Central time will be considered as received the following business day.
7. 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.
8. SSI requires the vendor to be ready to ship two business days prior to the cancel date.
   Example: If the purchase order cancels on Friday, then the vendor is required to be ready for pickup on Thursday and Friday during their normal business hours.
   If the vendor requests routing and only provides one day for pickup the request for routing will not be granted and the vendor will be subject to a non-compliance charge.
9. 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.
10. Do not request routing more than twice in one week. Please consolidate routing requests to meet this requirement.
11. SSI will only pay freight against a purchase order one time. A charge back will be assessed for the full cost of freight on the third or subsequent shipment against the same purchase order that is shipped freight collect.
12. When scheduling a pickup using TMS, accuracy of shipment information (carton quantity, cubic feet, availability, amount palletized, etc) is critical. TMS builds truckloads with multiple shipments from multiple vendors. Failure to provide accurate information could cause disruption to the shipping process. For this reason, the vendor will be subject to a charge for the full cost of freight. Some examples of inaccurate information: listing palletized freight as loose freight, late readiness, over-shipping, poor loading, etc.
13. If the TMS assigned carrier does not show up as scheduled, please send email to traffic@stagestores.com a minimum of an hour prior to the facility closing.
14. Vendors who ship on pallets must adhere to the following guidelines.
    • Pallet dimensions must be 40" x 48".
    • 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.
    • Pallets must be stackable. 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) products.
    • Merchandise stacked on pallets must be no taller than 48 inches to allow for double stacking.
    • When shrink wrapping pallets, please follow National Motor Freight Requirements, 4 wraps around the bottom and 3 wraps around the top.
    • 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.
    • Every reasonable effort should be made to load pallets with labels facing out.
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15. 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 pallets	Cube	# of pallets	Cube	# of pallets	Cube	# of pallets	Cube
    1	75	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 pallets	Cube	# of pallets	Cube	# of pallets	Cube	# of pallets	Cube
    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

16. 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.
17. 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.
18. 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.
19. Product must be loaded on the trailer by purchase order, then by item. Failure to do so may result in a non-compliance charge.
20. Any shipment that is being shipped pre-paid (at the vendors expense) is exempt from using TMS. Freight cost associated with pre-paid shipments will not be reimbursed in any manner.
21. All vendor prepaid inbound shipments/deliveries over 100 cartons require an appointment. Please email appointment requests to appointment@stagestores.com. If a pre-paid 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.

Fine Jewelry Vendors:

1. 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.
2. Any insurance fees added to shipments destined for SSI, will be assessed back to the vendor through a remittance deduction.

If TMS directs you to ship via a consolidator please follow the directions below:

1. 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, call the transportation department (713-838-4474) immediately.
2. Present all documentation to the pick up carrier.
3. Pick up and handling costs will be charged back to the vendor through a remittance deduction.
4. 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:

1. Attach Bill of Lading to the outside of the carton.
2. Each carton must be labeled with the BOL # (handwritten is acceptable).
3. 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.
4. 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.
5. 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.
6. 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.
7. Under no circumstance should a vendor allow a Small Parcel carrier to pick up any purchase order outside of the shipping window.
8. Any insurance fees added to shipments destined for SSI/Peebles, will be assessed back to the vendor through a remittance deduction.
9. When shipping UPS collect, you must enter the appropriate shipper number into the UPS system.
10. When shipping UPS to Stage Stores # 601 in Jacksonville, TX use shipper # A71-93T
    When shipping UPS to Peebles #99 in South Hill, VA use shipper # 299-740
    *Failure to ship to the correct DC using the DC designated shipping number will result in non-compliance charges.