Ascena Retail Group Inbound International Routing Guidecsivendormanual.com/manual/Transportation_and_Routing/... · 1 Version 10.0 – Update 10-2015 Ascena Retail Group Inbound International

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Version 10.0 – Update 10-2015

Ascena Retail Group Inbound

International Routing Guide

Table of Contents

1. International Shipping

1.1. Shipment Terms

1.2. Delivery Time Frame

1.3. Late Shipment

1.5. Over/Short Shipment

1.6. Deduction of Discount or Penalty from Commercial Invoice

1.7 Packing List Violations

1.8 Consignee

1.9 Broker

1.10. Destination

1.11. Service Providers

1.12. Ocean Shipment Procedures

1.13. Air Shipment Procedures

1.14. Factory Load Container Requirements (FCL)

1.15. Loadability Guidelines

1.16. Vendor Liability

1.17. Lane Bryant / Catherine’s PREASN Entry

2.1. Contacts

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1. International Shipping

1.1. Shipment Terms

1.1.1. Ocean Shipments

1.1.1.1. Ascena Retail Group, Inc. ( also known by brand as Justice, Lane Bryant,

Catherines, Maurices, Dressbarn, Ann Taylor, and Loft or by buying office as

Ascena Global Souring or Charming Shoppes International) international ocean

Purchase Order (“PO”) is issued on the terms of “FOB”. This means the cargo

must be delivered to the Ascena appointed ocean consolidator in or near the

designated load port (or to the appropriate ocean terminal if factory loaded

container) according to the stipulated ship date denoted on the PO for

consolidator shipments.

1.1.1.1.1. All export clearances and origin charges are the responsibility of the

vendor/factory excluding AMS.

1.1.2. Air Shipments

1.1.2.1. Ascena international air POs are issued on the terms of “FCA”. This means the

cargo must be delivered to the Ascena appointed airfreight forwarder in or near

the designated airport.

1.1.2.1.1. All export clearances and origin charges are the responsibility of the

vendor/factory.

1.2. Delivery Time Frame

1.2.1. The delivery date is stated on the Ascena Retail (by brand) PO as the, Do Not Ship

After (DNSA) or Ex-factory Date or Cancel Date (term depends on brand) and will

be the latest date for the cargo to be at the Ascena Retail’s appointed

consolidator’s facility.

1.2.2. Ascena ocean consolidator will accept deliveries up to 14 days prior to the

stipulated Delivery Date and can ship up to 7 days prior to DNSA/ex-factory date

1.2.3. Any storage charges associated with early delivery of 7 days or more will be the

responsibility of the vendor.

1.2.4. Any booking scheduled to drop off at consolidator or (factory load) at port terminal

after DNSA/ex-factory date will be “excepted” within consolidator’s system and

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buyer/merchant will be required to approve before shipment will be accepted by

ocean consolidator.

1.3. Late Shipment

1.3.1. Cargo not delivered to Ascena’s appointed ocean consolidator by the Delivery Date

will be considered late. For late delivery, Ascena reserves the right to:

1.3.1.1. Cancel the PO

1.3.1.2. Accept the PO and initiate a late shipment penalty/chargeback in accordance

with penalty schedule.

1.3.1.3. Request for the goods be transported by “air” at the vendor’s expense. Ascena

preferred air forwarders must be used in all cases. There are two options for how

this can be handled.

1.3.1.3.1. Option 1- Vendor will be responsible to prepay the air/ocean cost

difference and pay the Ascena Retail air forwarder directly. Ascena

Transportation provides appointed air forwarder ocean cost per CBM to

calculate air difference. The Terms will change to FCA.

1.3.1.3.2. Option 2 -Brand will lower the FOB cost of the goods to account for the

incremental charge of airing the merchandise. Air Transportation cost

will remain collect. Terms will Change to FCA.

1.4. Over/Short Shipment

1.4.1. Over/short shipment variance is dependent on brand.

1.4.2. If a short shipment of more than the allowable variance is anticipated, the Vendor

must inform the appropriate Merchandising Department or Sourcing Office/Agent.

No short shipments of POs (outside of brand announced variance) will be allowed

without approval.

1.4.3. For any short shipment greater than the allowable variance, Ascena reserves the

right to raise a short shipment discount. If the short shipment percentage is high

or out of allowable variance, the PO could be subject to a cancellation.

1.4.4. For any split shipment, Ascena Retail reserves the right to initiate a split shipment

penalty and to chargeback any additional expenses and costs incurred for

processing multiple shipments

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1.4.4.1. If a PO is split across multiple loads there must be separate ASN’s submitted for

each load. For instance, if the PO is on two loads there should be two ASN’s.

1.4.4.2. Each ASN for a split-shipment needs to accurately represent the portion of the

PO that is on each individual load. Failure to do so will result in a chargeback to

the vendor. Only submitting one ASN for a PO that is split-shipped or not

submitting a separate ASN for each portion of a split-shipped PO will also result

in a chargeback to the vendor.

1.4.5. Variance allowable: Justice 3%, Lane Bryant 5%, Catherines 5%, maurices 5%,

dressbarn 0%, AnnTaylor X%, Loft X%

1.5. Deduction of Discount or Penalty from Commercial Invoice

1.5.1. Should there be a discount or penalty applied for a short, split or late shipment the

Vendor must deduct the discount or penalty from the shipment it applies to and

make the necessary statements and deductions on the commercial documents

applicable and presented with the shipment.

1.5.2. If discounts or penalties are not properly deducted or notated on the commercial

documents presented with the shipment and a chargeback must be processed,

deductions will also be made for any improperly declared or valued merchandise at

time of entry with US Customs and Border Protection.

1.6. Packing List Violations

1.6.1. The “Packing List” delivered to Ascena’s designated ocean consolidator must be

COMPLETED ACCURATELY and match the actual case details of the shipment.

1.6.2. Vendors are required to provide Ascena’s designated ocean consolidator with a

pre-packing list 24 to 48 hours prior to the delivery or pick up of the goods at the

consolidator’s facility.

1.6.3. Any packing list violation will be subject to a penalty of 3% of the FOB value of

the shipment (with a maximum penalty charge of US$1,500 and a minimum of

US$300 for each shipment). The vendor will be charged as soon as the violation

claim is reported by our Distribution Center.

1.7. Consignee

1.7.1. The Following Consignee information is to be used for Justice and maurices

shipments and any other shipments (any Ascena brands) that involve POs

processed and managed through Ascena Global Sourcing

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Tween Brands Service Co.

8323 Walton Pkwy

New Albany, OH 43054

1.7.2. The following consignee information is used exclusively for shipments that

involve POs processed and managed by Ascena’s wholly owned buying agent and Kirkstone

under agent 2177.

CSI Industries, Inc.

3750 State Road

Bensalem, PA 19020

1.7.3. The following consignee information is used by individual brands ordering

directly with vendors

Catherines Inc.

3750 State Road

Bensalem, PA 19020

Lane Bryant

3344 Morse Crossing Road

Columbus, OH 43219

dressbarn, Inc.

933 MacArthur Blvd.

Mahwah, NJ 07430

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1.8. Broker

1.8.1. Ascena Retail Group’s designated broker for all Ascena AGS POs and non-AGS

Justice and maurices sourced PO’s is Expeditors. Ascena Retail Group’s designated

broker for Non AGS POs for Lane Bryant, Catherines, and dressbarn sourced POs is

OHL International, Inc. The contact information is listed below.

1.8.2. Expeditors International

2550 John Glenn Avenue, Suite J

Columbus, OH 43217

Office 614-492-9840

Fax: 614-492-9855

ASCENA BROKERAGE TEAM:

Charlie Shaw, Ascena Entry Agent ([email protected])

Patricia Johnson, Ascena Backup Entry Agent ([email protected])

Eleanor Wong, Compliance Manager ([email protected])

Kyle Flood, Brokerage Manager ([email protected])

1.8.3. OHL International, Inc.

5024 Campbell Blvd, Suite E

Baltimore, MD 21236

410-631-1700

Teresa Hung ([email protected])

OHL International, Inc.

390 Franklin Ave

Franklin Square, NY 11010

Phone 516-616-2980

Pamela Minching ([email protected])

mailto:[email protected]






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1.9. Destination

1.9.1. The following information identifies the designated Ascena Distribution Center and

destination for Ascena shipments. POs can be coloaded to build more efficient

containers to common destinations.

1.9.2. Ocean shipments

Channel Port of Customs

Clearance

Destination

Retail / Brick & Mortar

Columbus, Ohio

Etna Retail Distribution Center, LLC 200 Heritage Dr. Pataskala, OH 43062

Ecommerce / Direct

Chicago, IL Greencastle Fulfilment, LLC 1901 state Rd. 240 East Greencastle, IN 46135

*Exception is LCL ocean shipments, these will clear in Columbus for both retail &

ecommerce

1.9.3. Air shipments regardless of Retail or Ecommerce freight will be routed to the local

CFS station in Columbus Ohio and Port of Clearance is Columbus Ohio:

RCS logistics, Inc.

2961 George page Jr. Rd.

Columbus, OH 43217

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1.10. Service Providers

1.10.1. APL Logistics (APLL) is the nominated ocean consolidator for all shipments moving

via ocean for the Ascena Retail Group and its subsidiaries. APLL is currently

assigned for all origins when shipments are routed via ocean transport.

1.10.2. RCS Logistics, Air Tiger Express, Inc, Wen Parker Logistics, & DB Schenker, Inc are

the nominated air freight forwarders for all freight moving via air for Ascena Retail

and its subsidiaries.

1.11. Ocean Shipment Procedures

1.11.1. The merchandise must pass Ascena’s Final Inspection tally sheet before it can be

signed off for booking. Once the Final Inspection is completed, vendors must

provide a Packing List to the QC inspector who will approve it after verification. A

complete Packing List and the other required shipping documents must be

submitted, with the cargo, to the consolidator at the time of delivery.

1.11.2. Vendors are required to submit bookings with the Ascena Retail nominated

consolidator at a minimum of 10 days before cargo delivery.

1.11.3. Documents which need correction must be submitted to the consolidator no later

than two (2) days after vessel sailing; otherwise late charges will be imposed by the

consolidator.

1.11.4. Upon receipt of the required documents and collection of relevant C.F.S. charges,

the consolidator will issue a Forwarders Cargo Receipt.

1.11.5. The Agent/Vendor is required to provide the following information at time of

booking:

REQUIRED INFORMATION FORMAT OR DETAIL IF APPLICABLE

PO NUMBER YES

STYLE NUMBER YES

CARGO READY DATE YES

DESTINATION REQUIRED DATE

YES

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SHIPPER NAME YES

CONSIGNEE NAME YES

BILL OF LADING DESTINATION

YES

SHIPPING MODE YES

INCOTERMS YES

QUANTITY (INSIDE PACKAGE)

YES

QUANTITY (OUTSIDE PACKAGE)

YES

ESTIMATED VOLUME YES

ESTIMATED WEIGHT YES

MARKS & NUMBERS YES

ISF DATA ELEMENTS YES

1.11.6. The E-booking tool (“Shipment Manager”) provided by Ascena nominated ocean

consolidator will be utilized for all Ascena shipments.

1.11.7. If a PO is not in the system, the PO will need to be re-transmitted from Ascena to

APLL, or if that doesn’t work a manual booking will need to occur. The Vendor

should contact local Ascena nominated ocean consolidator agent for guidance.

1.11.8. Trailer loading Requirements: All merchandise is to be delivered sorted by PO.

Vendors are required to load one carton of each SKU at the rear of each fully

loaded trailer to be delivered to the Ocean Consolidator to be consolidated into a

container and shipped to the Retail DC. A “SKU” is considered a unique

“PO/Color/Size” combination. A Sample carton for each SKU should have a RED

sticker about 1” x 4” wrapped on two upper corners of the carton that says “Tail

Load”. The diagram below shows a visual representation of the UCC 128 label

located on each box. The SKU is highlighted in yellow for reference. Without this

requirement the vendor will be subject to chargebacks. Merchandise moving to the

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E-commerce DC does not need sample cartons separated or labelled with red

stickers.

1.11.9. UCC128 label requirements: please refer to Distribution Fulfillment Center portion of the Vendor Routing Guide – sections 5.3 & 5.4

1.11.10. The consolidator will not sort and segregate the cargo unless the customer or

vendor provides written confirmation and agrees to reimburse the consolidator for

all charges incurred per local tariff rates.

1.11.11. For Factory Loaded containers the same procedures would apply. If loading

requirements are not fulfilled the vendor will be subject to Chargebacks.

1.11.12. For additional factory loaded containers please see Section 2.14 - FACTORY

LOAD CONTAINER REQUIREMENTS. Factory loaded containers must be loaded in

the manner prescribed in this section and communications with forwarder must be

followed.

1.11.13. A complete set of shipping documents must be handed over upon delivery of

cargo to the nominated consolidator. There are three documents required,

Packing List(48 hours prior to arrival), Vendor Declaration and Final Booking

Document at time of delivery. The packing list must correspond exactly to what is

being delivered at the consolidator. If there are discrepancies the vendor will be

non-compliant and subject to chargebacks.

Commercial Docs

Requirements.docx

1.12. Air Shipment Procedures

1.12.1. For air shipments; Ascena Retail will nominate one of the approved Air Forwarders

for that country and inform the vendor, depending on the volume.

1.12.2. For Ascena Retail POs, Vendors should reference the attached Allocation

spreadsheet to determine the correct forwarder to use for each origin. Forwarder

contact details by origin are listed in the attachment.

2015 Aug 27 Ascena

Inbound Air Trans Allocation Table.xlsx

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1.12.3. Vendors should place bookings with Ascena Retail’s nominated Air Forwarder by

providing them with the “Shipping Instructions” at minimum of 5 days in advance

of cargo delivery, and of revised DNSA/ex-factory date. Each forwarder will

provide vendor with standardized booking form as used by their facility in the

country of origin.

1.12.4. It is mandatory for Vendors to use Ascena Retail Group nominated Air

Forwarder(s). Failure to do so will result in Vendor’s full responsibility for

compensation to the Ascena Retail Group brand designation for loss of sales due to

unnecessary delay at port of clearance or lack of visibility to shipment.

1.12.5. Under normal circumstances, freight should be arranged on a “collect” basis.

1.12.6. When merchandise must be air-freighted at Vendor’s own expense; vendor will

prepay forwarder established Ascena rate.

1.12.7. Ascena POs moving via airfreight may also be agreed to by Ascena brand

merchants or buying office merchants with freight on a “pre-paid” basis for the

air/ocean difference only.

1.12.7.1. The calculation for the proportional sea freight is based on Ascena ocean rates to

destination. Ocean charges will be provided to the air freight forwarder and AGS

origin office by Ascena Transportation.

1.12.7.2. If the vendor is only responsible for paying the sea/air freight difference, the

proportional sea freight payable by Ascena Retail shall be paid collect to

airfreight forwarder

1.12.8. The brand will have the option to lower the FOB cost of the goods to account for

the incremental charge of airing the merchandise. Terms will remain the same.

1.12.9. A complete packing list and the other required shipping documents must be

submitted, with the cargo, to the freight forwarder at the time of delivery. See

Ascena Commercial Docs Requirements in the Ocean Section. IN THE CASE OF AIR

CARGO, DELIVERY OF THE PO IS COMPLETE ONLY UPON DELIVERY OF THE GOODS

AND THE COORDESPONDING DOCUMENTS TO THE AIR FORWARDER. UPON

RECEIPT OF BOTH CARGO AND DOCS FORWARDER WILL ISSUE FORWARDER CARGO

RECEIPT.

1.12.10. The Ship date and NDC date are required to be provided by the vendor to the

designated air forwarder.

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1.12.11. After shipment, the air forwarder will issue house airway bill as long as they

have received the relevant origin charges from vendors.

1.13. Factory Load Container Requirements (FCL)

1.13.1. Factory Load approval Requirements(FCL): In order to be approved to ship factory

loaded containers each factory must be found compliant in all areas of the C-TPAT

program managed by the Ascena Global Compliance team for factories and meet

the following requirements:

1.13.1.1. Submit a completed Supply Security Questionnaire annually to the Global

Compliance team.

1.13.1.2. Receive a passing score for a 3rd party audit conducted by our appointed audit

firms.

1.13.1.3. Must agree to maintain a high level of compliance during the business

relationship with Ascena Retail Group.

1.13.1.4. Factory must have on hand and use only those seals that meet or exceed PAS

ISO17712 standards.

1.13.1.5. Factories that meet or exceed these requirements will be added to an approved

factory list that is proved to the consolidator, monthly.

1.13.1.6. Factories that do NOT met or exceed these requirements will not appear on the

list and will not be allowed to load containers directly at the factory under any

circumstance and other arrangements will need to be made.

1.13.1.7. All factories must complete the APLL electronic booking application for each

shipment and complete the container stuffing location at time of booking so that

the Importer Security Filing (ISF) can be completed.

1.13.2. Load Requirements

1.13.2.1. All cargo will be floor loaded and block stowed from nose to tail. Vendor is

required to pre-sort and segregate all freight while following the guidelines

outlined in section 1.6.

1.13.2.2. In cases where a PO has to be split across multiple containers because of

overflow, please load by PO number into as few containers as possible. For

example: 1 PO has overflow into 2 containers, but the entire shipment (which

includes additional PO’s) is in 4 containers under one BL. When loading the

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overflow PO, load into 2 containers only and do not spread out over the entire

four containers.

1.14. Loadability Guidelines

1.14.1. Loadability Guidelines are as follows and subject to commodity and packaging.

Equipment used is subject to carrier’s equipment availability. If Minimum‘s are not

met according to the dead freight requirements vendors will be subject to

violations and or fines.

CONTAINER SIZE FACTORY LOADED CONTAINERS

MINIMUM FOR DEAD FREIGHT POLICY (ASCENA WILL ROUND UP TO NEXT HIGHER CBM BEFORE CALCULATING CHARGES)

53’ STD IF <91 CBM

45’ DRY IF <70 CBM

40’ HIGH CUBE DRY IF <64 CBM

40’ STANDARD DRY IF <55 CBM

20’ DRY IF < 27 CBM + flat penalty fee for cy/cy 20’ ctn

1.14.2. Deadfreight Chargebacks (this is not fully integrated to all business units yet):

1.14.2.1 Flat Chargeback for 20’ vendor loaded container = $1200

1.14.2.2 Per CBM Chargeback (all origins):

Container Size 45’ 40HQ 40’ 20’

Chargeback (Per

CBM)

$140 $90 $85 $80

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1.15. Vendor Liability

1.15.1. It is the vendor’s responsibility to know and understand the type of equipment

needed and the number of containers needed based upon each individual

shipment. The bookings drive the bill of lading issuance – not the number of

containers required. This is due in part to that the booking is a one to one

relationship to the bill of lading issued which feeds the 24 hour manifest filings,

the ISF (10+2) filings and dictates the foundation of the ASN and CBP entry

generation.

1.15.2. Example 1: 1 PO requires multiple containers from the same vendor/factory/origin

to the same Ascena Retail destination - one booking should be made.

1.15.3. Example 2: multiple PO’s that require multiple containers from the same

vendor/factory/origin to the same Ascena Retail destination - one booking should

be made. A maximum of five ocean containers can be on one set of docs / one Bill

of Lading.

1.15.4. Factory will be held liable for all charges associated with dead freight, missed

bookings, or equipment ordered but not used.

1.15.5. Factory will be responsible to block and brace cargo within the container to

prevent shifting during transit.

1.15.6. VENDORS MUST DELIVER CARGO AND DOCUMENTS IN ACCORDANCE WITH THEIR

BOOKING DECLARATION AS WELL AS ASCENA REQUIRED LOAD SPECIFICATIONS.

ANY HAZARDOUS CARGO IS SUBJECT TO LOCAL AND INTERNATIONAL

RESTRICTIONS AS WELL AS APPROVAL FOR CARRIAGE BY THE CARRIER.

1.16. Lane Bryant / Catherines PREASN Entry

1.16.1. Timeframe for sending International PREASN’s has changed:

1.16.1.1. For factory pack full container loads – 24 hours from delivery of container to port

at origin.

1.16.1.2. For less than container load shipments – 24 hours from delivery of container to

port origin.

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2. Contact Summary

2.1. Contacts:

2.1.1. Transportation Contacts

Debbie Ryan, VP, Transportation: [email protected]

Justin Reynolds, Sr. Mgr, Inbound Int’l Trans: [email protected]

Dave Campbell, Sr. Mgr, Inbound Domestic Trans: [email protected]

Dave Bird, Analyst, Inbound International Trans: [email protected]

2.1.2. Ascena Global Compliance Contacts

Donna Sikyta, Director, Global Compliance: [email protected]

Carly Graves, Specialist, Global Compliance: [email protected]

2.1.3. Unyson Logistics Contact info:

Unyson Logistics: 855-845-2443 [email protected]

2.1.4. Ascena Airfreight Forwarder contact info: See Air Forwarder Allocation Chart in

section 1.13

2.1.5. Ascena Ocean Consolidator Contact Info:

20150714 Origin

Contacts.xlsx






