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Chapter 4
Logistics – Routing Requirements
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This routing guide contains shipping requirements for direct vendors to our Canton
Distribution Center only. For other destinations, please see instructions on page 7 of this
guide.
CONSOLIDATOR
Please note that we have nominated Century Distribution System as our consolidator for direct import air and ocean shipments for all purchase orders.
Century has offices throughout Asia the US and Canada. A listing of their offices can be found at http://www.cds-net.com/Offices.aspx. For quick reference, please find below a
listing of the major local offices in Asia that would service Casual Male.
Name Title Email Address Tel#
Hong Kong Tiffany Chan Operations Manager [email protected] 852-2862 2450
China Ningbo Alex Yang Operations [email protected]; [email protected] 0574-87029069
China Shanghai Niki He Operation Supervisor [email protected] 86-21-58886646 ext 833
China Shenzhen Swallow Liang Operations Supervisor [email protected] 86-755-8217 8534
India Mumbai Ms Vidya Shetty Executive [email protected] 91-22-2271 0501
India Chennai Ms B. Ponneshware Executive [email protected] 91-44-2524 9350 / 51 / 52 / 53
Indonesia Jakarta Ruth Bangun Manager [email protected] 62-21-5226786, 5226790
Malaysia Penang LILIAN LIEW MANAGER [email protected] 604-2612813
Pakistan Port Qasim Mr. Saeed Ahmed Hafiz Operation [email protected] 92-21-32422703-704
Bangladesh Chittagong GOLAM FARUK MANAGER [email protected] 880-31-711271
India Tuticorin Ms Angeline Koilraj Asst. Manager [email protected] 91-461-235 2813
Sri Lanka Colombo Senal Fernando Asst Docs [email protected] 0094-112-438951/5
Vietnam Ho Chi Minh Quan , Nguyen The Branch Director [email protected] 84 8 38297457 - Ext. 108
Vietnam Hanoi Huyen, Phung Thu Manager [email protected] 84 4 37756725
Country Origin
Primary Contact
Century Distribution Systems - Contact List
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Importer Security Filing (10+2)
Importer Security Filing (ISF) is a step in the Department of Homeland Security's (DHS)
strategy to better assess and identify high-risk shipments from entering the United States. It is also known as "10+2". ISF is a requirement from the US Customs and Border Protection (CBP) for importers and carriers to electronically submit additional information
on cargo before it departs the port of origin.
This regulation requires ocean carriers to submit “10+2” information in order to enhance the security of the maritime shipments. ISF (10 + 2) information includes 10 data elements reported by the vendor/importer generally submitted at the time of booking and 2
additional data elements that are provided by the carrier.
Century acts as DXLG’s agent and is authorized to submit the ISF on our behalf at the port of departure. Vendors should submit the ISF information listed below as part of the VMS booking process
10+2 Data Elements
1. Seller – Must be submitted by the vendor
2. Buyer – Preloaded into Century/VMS
3. Importer of Record number/FTZ Applicant ID number – Preloaded into Century/VMS
4. Consignee number – Preloaded into Century/VMS
5. Manufacturer (or supplier) – Must be submitted by the vendor.
6. Ship to party – Preloaded into Century/VMS
7. Country of origin – Must be submitted by vendor.
8. Harmonized Tariff Schedule number – Preloaded into Century/VMS
9. Container stuffing location – Must be submitted by the vendor in cases of Factory Load only
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10. Consolidator (stuffer) – Will be submitted by Century for CFS loads.
These are the “+2” data elements which are entirely the responsibility of the steamship line
1. Vessel stow plan 2. Container status messages
The manufacturer, country of origin, and HTS number must be linked to one another at the ISF line item level. Customs will allow the entry/entry summary to be filed at
the same time as the ISF.
Seven Point C-TPAT Security Container Inspection Report
All factory loaded containers must be accompanied by a completed FACTORY 7 POINT C-TPAT CONTAINER PRELOAD INSPECTION REPORT (please see Exhibit “A”). This document
is required by DXLG for C-TPAT verification purposes. The must be included with the balance of documents being submitted to Century. Please note that Century will not issue
an FCR for factory loaded containers without submission of the report. Seals
All ocean containers must be sealed with a “High Security” seals meeting at least the
minimum requirements as prescribed by US Customs C-TPAT requirements. These seals can be obtained from the ocean carrier who is shipping the container.
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CENTURY REQUIREMENTS
Century will issue a Forwarder’s Cargo Receipt (FCR) for all shipments (other than those that the L/C or that legally require a bill of lading) once the order has been delivered on a timely basis, correct documents (see list below) have been submitted and all charges have been paid to Century. Please note that DXLG's terms of purchase for all direct import purchase orders are FOB, meaning that all origin charges assessed by consolidators, freight forwarders and/or steamship lines/airlines, are the responsibility of the vendor. To maintain the timely and correct routing of your purchase order(s), all suppliers should contact the appropriate Century origin office for booking, routing and documentation instructions at least 10 days (for sea) or 4 days (for air) prior to the “Do Not Ship After” date designated in each purchase order. Whenever it is necessary for your purchase order(s) to be shipped via air they must be routed using Century regardless of the party incurring the expense. This may not be deviated from.
Document # Copies
Document Cover Letter 1
Late Document Notice (if applicable) 1
Seaway Bill of Lading 1
FCR 1
Signed Commercial Invoice 1
Packing List 1
Century Vendor Invoice 1
Century Customer Invoice 1
Agent Inspection Certificate 1
General Conformity Certificate (GCC) 1
Container Load Plan (CY/CY only) 1
Fish & Wildlife Certification (as
applicable)
1
Visa Export License (if applicable) 1
Country of Origin Certificate Form A (if applicable)
1
Fumigation Certificate (if applicable) 1
WPM Statement or Certificate (if applicable)
1
7 Point Inspection Checklist For factory loaded containers see Exhibit 3
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Century will not accept shipments/release documents unless they are in receipt
of GCC or waiver showing your company letterhead. Please see exhibit “B”.
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Minimum Freight Volumes needed for a Factory Load
45' Container = 70 CBM or better
HQ Container = 60 CBM or better 40' Container = 50 CBM or better
20' Container = Not allowed without specific authorization from DXLG Logistics
It is imperative that containers are loaded in such a way that they can be unloaded at DXLG’s distribution center as quickly and efficiently as possible. DXLG recognizes that it
may be more cost effective for a factory to load its own containers, but because of strict requirements at the DXLG distribution center, factories need to recognize that this is a privilege, and if the method outlined below is not followed, the privilege will be
denied on future factory load requests.
Cargo must be loaded into container by Purchase Order and Sku Number sequence.
A PO can only be split between two containers where there are too many cartons in
that PO to fit into the first container. The balance may be loaded into the second container, however, Sku integrity must always be maintained; an sku must never be
split over multiple containers. The overage must be loaded on tail of the subsequent container.
Should a vendor deliver a factory loaded container not meeting the minimums outlined above, the factory shall be charged back the dead freight differential
between what is actually loaded and the minimums noted above.
Invoices
There must only be one invoice per shipper, per vesselDXLG. If there is a need to issue more than one invoice (and therefore additional bills of lading), the shipper must obtain prior approval from DXLGDXLG Logistics, or the expenses incurred will be charged back.
If you have any questions or concerns regarding the routing of DXLG import (first cost) purchase orders please do not hesitate to contact Beth Green of our Logistics Dept at 781-828-9300 ext. 2665 or [email protected]
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Destination XL Group
Late Shipments:
Late shipment may result in a penalty being automatically deducted from the proceeds at
the time of payment as per DXLG’s written late shipment penalty process from the beneficiary or the presenting bank.
The following penalty deduction rates apply:
1 to 7 days 5 pct. discount 8 to 14 days 10 pct. discount
15 to 21 days 25 pct. discount 22 days and over 35 pct. discount
A discount, cancellation of the whole or part of the order, and / or negotiation of vendor pre-paid air freight will be applicable to any late shipment.
Ocean shipment date is defined as the vessel “on board” date / Air shipment – Departure date on Air Waybill.
All orders, initial and reorders are subject to the same policy.
Please see separate Routing Guide for shipments to the Rochester Big & Tall store
in London, U.K.
For shipments destined for SABECO in Kuwait, please contact [email protected] for routing instructions
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Exhibit “A”
FACTORY 7 POINT C-TPAT CONTAINER PRELOAD
INSPECTION REPORT
SIDES SECURE
REMARKS YES NO
1. OUTSIDE/UNDERCARRIAGE
2. INSIDE/OUTSIDE DOORS
3. RIGHT SIDE
4. LEFT SIDE
5. FRONT WALL
6. CEILING/ROOF
7. FLOORS (INSIDE)
*** Unsatisfactory containers must not be used at any time. If the container is damaged or tampered with, please do not use the
container.
***Containers that have been tampered with must be immediately reported to proper authorities.
FACTORY/CONSOLIDATOR NAME________________________________________
LOCATION_______________________________________________________________
CONTAINER # ____________________________________________________
CONTAINER SEAL # ________________________________________
INSPECTOR’S NAME ________________________________________
DATE ________________________________________
1. OUTSIDE/UNDERCARRIAGE
2. INSIDE/OUTSIDE
DOORS
3. RIGHT SIDE
4. LEFT SIDE
5. FRONT WALL
6. CEILING/ROOF
5. FLOORS (INSIDE)
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EXHIBIT “B”
GENERAL CONFORMITY CERTIFICATE
We herby certify that products within this shipment comply with the applicable Consumer Product Safety
Commission’s standards, rules, bans, regulations as identified (checked) below:
Adults
Standard for the Flammability of Textile Clothing (16 CFR 1610)
Test Passed
Exempt
Product Information:
Product Description: ________________________________________________________
Style Number (s) / PO #: _____________________________________________________
Name of Manufacturer: ____________________________________
Date of Manufacture: _____________ (Factory)
Mailing Address: _________________________________________________________________
Telephone Number: ______________________________________
Manufacturer’s Contact Name: ______________________________
Name of Testing Laboratory: ______________________________
Test Report Date(s): ________
Mailing Address: __________________________________________________________________
Telephone Number: ______________________________________
Importer
DXLG APPAREL LLC
555 TURNPIKE STREET,
CANTON, MA 02021 .
781-821-2500
Forward document to Century
Date Issued: __________
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Domestic Routing Guide CMXL (Retail & Direct) RBT (Retail & Direct) Revised: May 1, 2009
The routing and shipping instructions contained in this guide must be strictly adhered to when shipping merchandise to all divisions of the Destination XL Group (DXLG) distribution center located in Canton, MA. Only carriers authorized by DXLG can be used. Violations or non compliance resulting in incremental freight, handling or administrative costs being incurred by DXLG will be charged back in full (minimum charge $100.00). The policies contained herein supersede any and all prior publications of the DXLG Merchandise Vendor Routing Guide. Please discard all prior versions of this guide and ensure that all customer service, logistics and shipping associates in your company receive a copy of this routing guide and fully comply with its instructions. All DXLG Merchandise Vendors must EMAIL or FAX a completed Vendor Routing Authorization Form (VRAF) for the appropriate division to the DXLG Logistics Department for an authorization number and carrier routing 48 hours prior to shipping. VRAF forms for each division are located at the end of this guide which are only SAMPLE COPIES and cannot be used .
To obtain an original VRAF, contact DXLG Logistics either by phone 781-828-9300 ext. 2528 or 2223; Email address: [email protected] or by fax 781-828-5035.
DXLG Logistics Dept. Hours: Monday – Thursday 8am-4pm / Friday 8am-2pm EST
Email: [email protected] / Fax: (781) 828 – 5035 Telephone: (781) 828 – 9300 Ext. 2528 or 2223
DXLG VENDOR ROUTING STANDARDS AND REQUIREMENTS
Any and all routing guide, shipping and/or freight related violations will be charged back at the associated rate found in the Schedule of Charge Back Fees for Routing Violations included in this routing guide.
Vendor must provide DXLG Logistics Department a minimum of 48 hours prior notice for merchandise pick-up.
Vendor must EMAIL or FAX a completed Vendor Routing Authorization Form (VRAF) to the DXLG Logistics Dept. 48 hours prior to your “Ready to Ship Date”. The DXLG Logistics Dept. will assign an authorization number, carrier routing and fax the VRAF back to the vendor.
Create ONE Bill of Lading (BOL) when shipping MULTIPLE PURCHASE ORDERS (P.O.) and/or MULTIPLE DIVISIONS on the same day.
All P.O.’s must be shipped complete and on time. Partial, early or late shipments are not permitted without pre-approval from DXLG’s Divisional Merchandise Manager (DMM).
PO and SKU integrity must always be maintained when loading a trailer or a pallet therefore cartons must always be loaded simultaneously by PO # and SKU # to ensure that all cartons for each PO and SKU are loaded together. Whether floor loaded into a trailer / container or stacked on pallets loading simultaneously by PO and SKU # must be adhered to in order to ensure an efficient unloading process at DXLG’s distribution center. When cartons are loaded on a pallet by PO and SKU the cartons must
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be uniformly stacked in a block configuration with the carton label clearly visible. When pallet loading it is important to ship as few pallets as possible to reduce freight charges therefore we permit and encourage multiple SKU’s on a pallet as long as they are stacked simultaneously insuring each SKU is kept together on the pallet.
DXLG encourages pallet loading unless the cubic measurement of the cartons will prohibit all of the cartons from fitting on one trailer then the cartons must be loaded loose on the floor of the trailer to maximize the space in the trailer. DXLG will issue instructions on the VRAF whether to pallet load or floor (loose cartons) load.
Regarding Landed (LDP) Shipments, vendor must EMAIL or FAX a completed VRAF to the DXLG Logistics Department for inland routing and authorization 48 Hours Before shipments arrive and clear U.S. Customs. Failure to comply resulting in any subsequent pier related charges such as but not limited to detention, per diem and demurrage will be charged back.
LDP terms: (A) Except for FOB Boston, DXLG does not pick up full LDP container shipments. (B) Non FOB Boston full containers and all LCL LDP shipments must be tendered to DXLG’s carrier as loose freight.
Carrier loading (detention) at vendor warehouse or shipping location cannot exceed two hours. Any detention charged by a carrier exceeding two hours will be charged back.
When authorized, UPS Ground shipping must be on a collect or 3rd Party basis. Do not prepay and add the freight charges to
your merchandise invoice. DXLG does not pay freight on merchandise invoices. Contact the DXLG Logistics Department for the applicable UPS Shipper number to be applied to your shipment.
Air Freight can only be authorized by the DXLG Logistics Dept.
BILL OF LADING (BOL) PREPARATION
It is mandatory that your BOL contain all of the following:
1. Ship to: Consigned to the appropriate DXLG Division (if multiple divisions, ship on one BOL and consign to Destination XL Group)
2. Ship from: Complete vendor name and address 3. The total number of cartons and weight 4. All DXLG P.O. Number(s) and Authorization Number(s); Authorization # must include prefix (CM, RBTR or TBD) 5. An itemized breakdown of cartons and units by P.O. # 6. Applicable National Motor Freight Classification (NMFC) Code 7. Carrier’s Volume Quote ID# when assigned by DXLG Logistics Dept on the VRAF 8. Carrier name and date shipped 9. Freight terms are “collect” unless otherwise specified on the P.O.
SCHEDULE OF CHARGE BACK FEES FOR ROUTING VIOLATIONS
UNAUTHORIZED CARRIER: The charge back will be the additional freight expense incurred; minimum charge $100.00. LESS THAN 48 HOUR NOTICE FOR ROUTING: If DXLG’s Logistics Dept. was not contacted for authorization and carrier routing 48 hours prior to shipping resulting in a more expensive carrier routing, the additional freight expense incurred will be charged back; minimum charge $100.00 LATE SHIPMENTS: 5% merchandise invoice deduction
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CARTONS ARE NOT LOADED ON TRAILER OR PALLET IN PO AND SKU ORDER: charge back rate is $100..00 per trailer/container plus $5.00 per carton.
LABELS ARE NOT VISIBLE ON PALLET LOAD: charge back rate is $100.00 per purchase order plus $5.00 per carton.
BILL OF LADING VIOLATIONS (BOL): The charge back is $250.00 per purchase order. VOLUME QUOTE VIOLATIONS: When instructed by DXLG Logistics, the Volume Quote ID # must be written on the BOL. Any incremental freight costs will be charged back in full; minimum charge $100.00.
WEIGHT or CUBIC FOOT VIOLATIONS: Whenever the actual shipped weight or cubic footage is either less than or greater than the weight or cubic footage noted on the Vendor Routing Authorization Form (VRAF) resulting in higher freight charges, the incremental freight expense caused by the weight or cubic footage discrepancy will be charged back in full; minimum charge $100.00. SHIPMENT IS PALLET LOADED INSTEAD OF FLOOR LOADED OR TOO MANY PALLETS ARE SHIPPED: Any incremental freight charges incurred due to pallet loading large volume shipments or carrier invokes cubic capacity rule charges will be charged back in total; minimum charge $100.00 SHIPPING MULTIPLE PURCHASE ORDERS AND/OR MULTIPLE DXLG DIVISIONS ON THE SAME DAY ON MULTIPLE BILLS OF LADING: The amount of the charge back will be the difference of the combined higher freight charges of the multiple BOL’s and the lower freight charges had they been properly shipped on one BOL; minimum charge $100.00. INCORRECT NMFC CODE: Incremental freight charges incurred; minimum charge $100. AIR FREIGHT: Any shipment for which air freight has not been authorized by the DXLG Logistics Dept. The difference between the air charges and ground transport charges will be charged back in total; minimum charge $100.00. SHOULD HAVE DROP SHIPPED (direct to stores): The charge back will be for the incremental freight expenses and DC handling incurred; minimum charge $100.00. TRAILER DETENTION AT VENDOR SHIPPING POINT (LOADING ORIGIN): Any and all carrier charges incurred for detention beyond the allowed two hour loading limit will be charged back in total; minimum charge $100.00. LANDED (LDP) SHIPMENTS: (A).Except for FOB Boston, DXLG does not pick up full container shipments; any drayage charges incurred by DXLG for full containers (except FOB Boston) will be charged back in total, minimum charge $100.00 (B). Non FOB Boston full containers or LCL LDP shipments must be tendered to DXLG’s carrier as loose freight. Any container and/or CFS related charges incurred by DXLG such as but not limited to ocean or air freight, inland drayage, stripping, handling, storage, detention, per diem, demurrage, broker or customs related charges and fees, will be charged back in total; minimum charge $100.00 If you have any questions or desire further clarification regarding the content of this routing guide, please contact the DXLG Logistics Dept. Email [email protected]; Fax # (781)-828-5035 or Telephone # (781)-828-9300, Ext. 2528 or 2223.
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Sample Only of Routing for Casual Male – Do Not Use
ALL SHADED AREAS TO BE USED BY CASUAL MALE RETAIL GROUP's TRAFFIC ONLY AUTHORIZATION #:
VENDOR ROUTING AUTHORIZATION FORM CMEMAIL TO: [email protected] or FAX TO: 1 - 781 - 828 - 5035
VENDOR CONSIGN CASUAL MALE XL ANCHOR ROUTED
FREIGHT TO : 555 TURNPIKE STREET, CANTON, MASS. 02021 VIA :
CARRIER
DATE/TIME : VENDOR CONTACT :
CONTACT: CARRIER'S
VENDOR : PHONE PHONE # :
SHIPPING NUMBER : TRAILER
ADDRESS : FAX SIZE :
CITY, STATE NUMBER : CARRIER'S
& ZIP CODE : EMAIL FAX # :
VENDOR'S DATE ADDRESS : VOLUME
READY TO SHIP: IF LANDED CONTAINER, PROVIDE QUOTE # :
SHIPPING VESSEL :
HOURS : MILES :
CONTAINER # :
CIRCLE ONE : VENDOR LOAD / / DRIVER COUNTS COST :
E. T. A. :
CMRG's
E T A :
P. O. # TYPE BUYER (S) PLAN DLVR PACK STATUS CASES UNITS/PCS. WGT / LBS. CUBIC FEET CMRG's TRAFFIC COMMENTS
RELEASED
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CMXL's
VENDOR'S SHIPMENT TOTALS TRAFFIC INITIAL :
F. O. B. :
Sample Only of Routing for Rochester – Do not Use
ALL SHADED AREAS TO BE USED BY CASUAL MALE RETAIL GROUP's TRAFFIC ONLY AUTHORIZATION #:
VENDOR ROUTING AUTHORIZATION FORM RBTR EMAIL TO: [email protected] or FAX TO: 1 - 781 - 828 - 5035
VENDOR CONSIGN ROCHESTER BIG & TALL STORES ( U S A ) ROUTED
FREIGHT TO : 555 TURNPIKE STREET, CANTON, MASS. 02021 VIA :
CARRIER
DATE/TIME : VENDOR CONTACT :
CONTACT: CARRIER'S
VENDOR : PHONE PHONE # :
SHIPPING NUMBER : TRAILER
ADDRESS : FAX SIZE :
CITY, STATE NUMBER : CARRIER'S
& ZIP CODE : EMAIL FAX # :
VENDOR'S DATE ADDRESS : VOLUME
READY TO SHIP: IF LANDED CONTAINER, PROVIDE QUOTE # :
SHIPPING VESSEL :
HOURS : MILES :
CONTAINER # :
CIRCLE ONE : VENDOR LOAD / / DRIVER COUNTS COST :
E. T. A. :
CMRG's
E T A :
P. O. # TYPE BUYER (S) PLAN DLVR PACK STATUS CASES UNITS/PCS. WGT / LBS. CUBIC FEET RBTR's TRAFFIC COMMENTS
RELEASED
OPEN
WORK
RELEASED
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RELEASED
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RBTR/CMRG'S
VENDOR'S SHIPMENT TOTALS TRAFFIC INITIAL :
F. O. B. :
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ROCHESTER MERCHANDISE PACKING LIST REQUIREMENT
Please note these important requirements regarding packing lists and EDI ASN’s that Rochester vendors
shipping merchandise to the DXLG distribution center located in Canton, MA must adhere to effective
April 6, 2011. Non compliance with any of these requirements will result in charge backs as defined
within this document. These requirements are applicable to all Rochester Big & Tall vendors’ effective
April 6, 2011.
All Rochester vendors must provide a separate packing list indicating the total amount of units being
shipped per SKU for each and every Purchase Order (PO) with each Vendor Routing Authorization Form
(VRAF) submitted to the DXLG Logistics Dept for routing. This packing list must list the PO number(s)
being shipped and most importantly provide the total quantity in units being shipped for each and every
SKU shipped within each PO; the unit quantities on the packing list must match exactly to what is
actually shipped. Failure to provide this packing list with the VRAF; failure to provide all the required
packing list information or if the SKU quantities on the packing list do not match exactly to what is
actually received by DXLG will result in a charge back in the amount of $250 per PO.
If you are an EDI approved vendor shipping small quantities and have been approved to pack and ship
multiple SKUs within a carton, you may continue to send an EDI 856 ASN to DXLG for that shipment.
The following is an example of the information required on the packing list which must be submitted with
the VRAF:
Date: 3/3/2011
Vendor: ABC Manufacturing
PO # 103478
SKU # Units Shipped
1242174 11
1242175 11
1242178 12
1242179 21
1242180 21
1242182 11
1242183 11
1242184 11
Total Units: 109
If you have any questions regarding this please contact the DXLG Logistics dept at 781-828-9300 ext.
2223 or 2528; email [email protected] or via fax 781-828-5035.
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