2021
VENDOR COMPLIANCE MANUAL
SAIL OUTDOORS INC.
SAIL PLEIN AIR INC.
02/03/2023
10/06/2021
Review History
Creation of original document: May 8th, 2019
Document Owner: Mr. Luc Fournier
Reviews:
Date
Version
Reviewer
Changes made
10-06-2021
#2
LF
3.3.1
03/01/2022
#3
LF
Document format.
02/03/2023
#4
LF
EDI information.
VENDOR COMPLIANCE MANUAL
Table of Contents
Review History..................................................................................................................................................... 0
Table of Contents ................................................................................................................................................ 0
INTRODUCTION ........................................................................................................................................... 1
GENERAL TERMS ......................................................................................................................................... 1
2.1
Use of the Vendor Compliance Manual ......................................................................................................1
2.2
Applicable law .............................................................................................................................................2
2.2.1 Compliance with linguistic laws ..................................................................................................................2
2.3
Amendments ..............................................................................................................................................2
MANAGEMENT OF THE PRODUCT CATALOG .............................................................................................. 2
3.1
Collection catalog........................................................................................................................................3
3.2
Discontinued products ................................................................................................................................3
3.3
Price list.......................................................................................................................................................3
3.3.1 Minimum Advertised Pricing Policy (MAP)..................................................................................................3
3.3.2 Price changes ..............................................................................................................................................4
3.4
Style and Product Information Form...........................................................................................................4
3.5
Product image .............................................................................................................................................4
3.6
Product labels .............................................................................................................................................5
EDI (Electronic Data Interchange) ............................................................................................................... 6
MANAGING PURCHASE ORDERS ................................................................................................................. 7
5.1
Acknowledgment of receipt of purchase orders .........................................................................................8
5.2
Change requests for Purchase Orders ........................................................................................................9
5.3
Sample Orders ..........................................................................................................................................10
6.
PURCHASE ORDER SHIPPING PROCEDURE ................................................................................................ 10
6.1
Products requiring special handling ..........................................................................................................12
6.1.1 Applying labels ..........................................................................................................................................12
6.1.2 Security tags / Anti-theft devices ...................................................................Error! Bookmark not defined.
6.1.3 Fragile Products ........................................................................................................................................13
6.2
Packaging ..................................................................................................................................................13
6.2.1 Boxes .........................................................................................................................................................13
VENDOR COMPLIANCE MANUAL
6.2.2 Box identification ......................................................................................................................................14
GS1 Shipping/barcode label placement ................................................................................................................16
6.2.3 Labeling skids ............................................................................................................................................18
6.3
Packing Slip ...............................................................................................................................................19
6.4
Scheduling an appointment for delivery ...................................................................................................21
6.5
Non-compliance of deliveries ...................................................................................................................21
6.5.1 Vendor non-compliance fees ....................................................................................................................21
7.
Invoices EDI 810 ........................................................................................................................................ 22
8.
Environmental Handling Fees (EHF) .......................................................................................................... 23
APPENDIX 1: SAIL OUTDOORS EHF POLICY ........................................................................................................... i
APPENDIX 2: SAIL LOCATIONS ............................................................................................................................. ii
CONTACT INFORMATION ................................................................................................................................... iv
VENDOR COMPLIANCE MANUAL
INTRODUCTION
SAIL OUTDOORS (hereinafter referred to as “SAIL”), made up of the SAIL retail stores, is an organization with a
unique vision for its vendors/suppliers (hereinafter referred to as “Vendor”). This unique vision extends to all
fields of the enterprise, most notably supply chain management, price determination, and performance. The
performance of a vendor is a key element in furthering SAIL’s mission. Even the best product selection is not
beneficial if we are not able to deliver the goods to our stores on time, or if they are damaged during transport.
By signing a commercial agreement with SAIL, you become a key partner in our supply chain. Consequently,
you are committing to playing a vital role in our mission of offering superior service to our stores. We are
convinced that your engagement and collaboration will ensure the satisfaction of our customers and, above
all, help us meet our objectives.
SAIL, through its partnership with Earth Day, announced in May 2022, is committed to continuing its
transformation and accelerating its sustainable transition. This commitment translates into ambitious goals
such as:
-
Reducing its GHG emissions significantly by 2025;
Ensuring better management and reducing the amount of residual materials;
Developing responsible sourcing and logistics practises.
As suppliers, your collaboration and contribution are essential to achieve these organizational objectives of
sustainable development. This social and environmental responsibility approach will be carried out
progressively and through partnership. Thus, in addition to the minimum logistical requirements presented in
this manual, SAIL aims, as a first step, to recognize and value the efforts of its suppliers in terms of sustainable
development. These elements are integrated into the present document in the boxes “TOWARDS A
SUSTAINABLE FUTURE” in the relevant sections. Beyond the measures presented, SAIL also encourages you to
communicate any initiative that could help us move forward together towards a sustainable future. We are
certain that your commitment and collaboration will not only ensure the satisfaction of our customers but will
also help us achieve our objectives.
GENERAL TERMS
2.1 Use of the Vendor Compliance Manual
The VENDOR COMPLIANCE MANUAL outlines the minimum logistical prerequisites for processing and
delivering orders, herein referred to as “Orders”. SAIL aims to increase the efficiency of processing orders and
improving performance in inventory management by way of these standards.
This manual offers additional specifics to the terms outlined in the “Purchase Policy Agreement - Suppliers”,
hereafter referred to as the “Convention”. The Convention includes, as of January 1 st, 2019, 20 conditions,
numbered from 1 to 20.
Failure to comply with the requirements of this manual may result in a delay in the marketing of your goods,
possible rejection of shipments, and compensation costs for your company.
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VENDOR COMPLIANCE MANUAL
2.2 Applicable law
The content of the VENDOR COMPLIANCE MANUAL is governed and interpreted in accordance with the laws
applicable in the province of Québec.
2.2.1 Compliance with linguistic laws
All products sold to SAIL by the vendor must be in accordance with the linguistic legislation of the province of
Québec.


Each inscription on a product (contents, packaging, documents, objects accompanying the product,
use, instructions, warrantee) must be labeled in French.
Translation into one or more languages is allowed but must not predominate the French.
Details about laws and regulations can be found at the following links:
CANADA: https://lois-laws.justice.gc.ca/eng/regulations/C.R.C.%2C_c._417/index.html
QUÉBEC: http://www.legisquebec.gouv.qc.ca/en/ShowDoc/cs/C-11
2.3 Amendments
Information included in the VENDOR COMPLIANCE MANUAL is subject to modification and updates if
necessary. Should this be the case, SAIL is committed to informing the vendor of any changes made to this
document.
MANAGEMENT OF THE PRODUCT CATALOG
This section is addressed to the vendor group responsible for the SAIL account in matters relating to the
management of the catalog of products for merchandising.
The goal of this section is to present the prerequisites of SAIL concerning data management relative to the
vendor’s products. The information required must be exchanged with the concerned SAIL buyer as well as to
the following address: suppliers@sail.ca
Our joint business success depends on the accuracy of product information. This information, a collection of
critical attributes (like SKU, price and sizing), is essential to our ability to place accurate and timely orders with
you. It also enables physical and digital storefront planning for optimal customer experience and drives
efficient inventory management to increase speed-to-customer
SAIL has partnered with SPS Commerce to streamline the complexity of handling and sharing product data.
They offer a complete solution to easily store, update and share this information in an automated capacity
that benefits all parties. Additionally, their solution is built to extend any current capabilities you leverage
today. To learn more about our information automation requirements, visit our dedicated supplier site here:
https://community.spscommerce.com/sail/
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VENDOR COMPLIANCE MANUAL
3.1 Collection catalog
The vendor must provide a product catalog to SAIL for each season in four (4) paper copies as well as an
electronic copy thirty (30) days prior to order placement.
 .txt and .ini formats are preferable.
In the coming weeks, we will be able to accept the same information using the SPS Commerce Assortment
service. We will contact you when the whole vetting process is complete.
3.2 Discontinued products
SAIL must be informed of any product that has been discontinued:


With replacement at least thirty (30) days before the change comes into effect.
Without replacement: at least sixty (60) days before the product is no longer be offered.
In the coming weeks, we will be able to accept the same information using the SPS Commerce Assortment
service. We will contact you when the whole vetting process is complete.
3.3 Price list
The vendor must provide SAIL with an electronic, current price list, including the cost price and the
manufacturer’s suggested retail price (MSRP) for all the supplier’s products in Canadian and/or American
dollars.
SAIL must be notified of any modification made to the price list thirty (30) days before the change comes into
effect.
In the coming weeks, we will be able to accept the same information using the SPS Commerce Assortment
service. We will contact you when the whole vetting process is complete.
3.3.1 Minimum Advertised Pricing Policy (MAP)
If the supplier follows a MAP policy, the policy must be communicated to SAIL in full as well as in a written
communication thirty (30) days before its effective date, or before sending any purchase order subject to the
MAP policy.
 Please send details regarding the policy to the buyer, as well as to the following address: map@sail.ca
If the vendor fails to provide SAIL with a final and detailed MAP before SAIL makes a purchase order for the
season in which it is in effect, SAIL will be authorized to make the adjustments that it deems appropriate within
thirty (30) days as of the reception of the MAP policy, without penalty or consequence.
If a vendor’s MAP policy or the modification of an existing policy becomes applicable to a product that has
already been delivered to SAIL, SAIL will be authorized to return the product in question to the vendor within
thirty (30) days of the reception of the product, at the risk and expense of the vendor.
Once SAIL has informed the vendor that the product is to be returned as per the above procedures, the vendor
will allow ten (10) business days for the return, as of the notice. If SAIL has already made a payment to the
vendor for a product that has been returned according the above conditions, the vendor will reimburse SAIL
entirely for the product within thirty (30) days following the reception of the product by the vendor.
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VENDOR COMPLIANCE MANUAL
3.3.2 Price changes
SAIL must be informed of any price change at least ninety (90) days before the new price comes into effect.


Price increase: SAIL must consent to the price increase before it comes into effect.
Price decrease: The new price will be in effect as of the effective date and will be applied retroactively
to the existing goods as well as the purchase orders that were sent within thirty (30) days before the
new price was in effect.
In the coming weeks, we will be able to accept the same information using the SPS Commerce Assortment
service. We will contact you when the whole vetting process is complete.
3.4 Style and Product Information Form
To be eligible to receive a SAIL Purchase Order, the vendor must provide the style and product information at
least thirty (30) days prior to the purchase order submission deadline. The information can be transmitted by
.xls or .txt file and must contain at least the following information:












Universal Product Code (UPC-A 12 characters or EAN / UCC - 13 characters)
Vendor style code
Vendor style description (required in French and English)
Vendor colour code
Vendor product number (or sku)
Size code
Name of the vendor style colour and name
TOWARDS A SUSTAINABLE FUTURE
of the corresponding generic colour
SAIL encourages the disclosure of information
Vendor length code
Unit price in Canadian or US dollars (cost
such as the origins of the materials, the place of
without discount)
product design and manufacture, and product
Manufacturer's Suggested Retail Price
and/or supplier certifications when applicable.
(MSRP)
Number of units per box
Brand
Note: An example of an .xls form is available in Appendix 3. SAIL can provide a form to the vendor if necessary.
In the coming weeks, we will be able to accept the same information using the SPS Commerce Assortment
service. We will contact you when the whole vetting process is complete.
3.5 Product image
For each product destined for sale, the vendor must provide images to SAIL according to the following
guidelines:


At least one main image for each style / colour code / vendor name; and
Three (3) additional images for each style / colour code / vendor name from different perspectives,
where necessary. Colour samples are also required, where necessary.
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VENDOR COMPLIANCE MANUAL
Image specifications:




2000 x 2000 pixel resolution (height or width, or both)
.jpg; .psd; .eps; .tiff formats are accepted
Including a cut path, layer mask, or alpha channel to isolate the product from the background
Defined with a proper title as described in the following example:
o Main image: style/couleur.jpg
o Additional views/product details: style_colour_<desc_multi>.jpg
Note:
If the vendor fails to provide product images to SAIL, SAIL will produce images of the product described in the
present document and will charge the fees indicated in table 5.2 of section 6.5.1. All images produced by SAIL
will be the exclusive property of SAIL and will be used solely for the purposes mentioned in this document.
In the coming weeks, we will be able to accept the same information using the SPS Commerce Assortment
service Providing a URL to the image. The image will be supported according to the same guidelines. We will
contact you when the whole vetting process is complete.
3.6 Product labels
This section applies to products that require labeling by the vendor.
For each product intended for sale that requires pre-labeling, the supplier must provide a sample label to be
placed on the product in question. This must be approved by the buyer responsible for the product prior to
shipping.
Minimum required specifications:





UPC code as provided in the product
creation form
The vendor style name (mandatory
French/English)
Colour / Size
Vendor product code
MSRP (manufacturer suggested retail
price)
TOWARDS A SUSTAINABLE FUTURE
SAIL encourages its vendors to:
- Reduce the size of the labels affixed;
- Reduce unnecessary information on labels;
- Using labels made from recycled and/or
recyclable materials when applicable.
Note: The placement of the label per product is specified in table 5.1 of section 6.1.1.
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VENDOR COMPLIANCE MANUAL
Sample formats accepted by SAIL:
EDI (Electronic Data Interchange)
The purpose of this section is to communicate the expectation of our vendors to manage our orders using EDI
technology.
EDI is the computer-to-computer communication of business documents between companies in a standard,
structured format without human intervention. In regard to standard business transactions, EDI eliminates
the need for paper documents, and other human readable documents. As such, information can be shared
quickly and easily. Using EDI also dispenses with the rekeying of data, improving the accuracy of the data
shared.
SAIL has implemented an EDI program in order to improve accuracy, reduce cost and decrease shipping
times with our Vendors. We are currently exchanging Purchase Orders, Purchase Order Acknowledgments,
Purchase Order Change, Advance Shipping Notification (ASN) and Invoices. We support ANSI X12 version
005010.
To support our EDI program, we have partnered with SPS Commerce, a third party managed services
provider for the purpose of onboarding and implementing vendor EDI integration allowing you to meet
these requirements in the way that is most suitable for your business—whether you are new to EDI or
experienced and have your own capabilities. To learn more about our information automation requirements,
visit our dedicated supplier site here: https://community.spscommerce.com/sail/. A named advisor from our
partner, SPS Commerce, will be following up with you directly to walk through next steps of getting set up. If
you have yet to hear from SPS Commerce or want to contact them directly, they can be reached at
community@spscommerce.com.
For those new to EDI or seeking to leverage SPS capabilities
No further action is required at this time. A named advisor will be in touch with your team to discuss options.
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VENDOR COMPLIANCE MANUAL
For those looking to leverage existing capabilities
SPS Commerce also validates content and business rules on our behalf. Please monitor for any error
messages from SPS Commerce. It is the Vendor’s responsibility to make corrections and reprocess any
transactions rejected by SPS Commerce. If you have any questions regarding an error, please contact SPS
Commerce and they will assist in identifying the cause of the error and any necessary steps to make the
appropriate corrections.
If you have in-house EDI capabilities or have already partnered with a different third-party EDI provider, you
may certify these existing capabilities for our EDI program through SPS Commerce. Please work with your
named advisor at SPS for next steps.
If a new EDI system is installed or any major changes are made to your current system, SPS Commerce must
be contacted for re-certification of the trading partnership, ensuring that future transmissions continue to
meet our standards.
MANAGING PURCHASE ORDERS
This section is for the Order / Customer Service Desk.
Conventional method:
The purpose of this section is to introduce SAIL's prerequisites for managing SAIL purchase orders sent to the
vendor. All information regarding purchase orders must be provided to SAIL's authorized buyer as well as to
the following address: PO@sail.ca
The terms of purchase orders and pricing policies will not be outlined in this document. SAIL invites you to
consult the purchasing agreement or to contact SAIL's authorized buyer for any questions you may have on
this subject.
Adopting EDI:
The purchase order is one of the business documents that SAIL will be requiring our vendors to support through
the EDI program. There are benefits to both SAIL and the Vendors by implementing electronic trading of the
purchase order.
Benefits
• Reduction in volume of paper flow and gain operating efficiencies through reduced time
requirements to complete transactions by both parties.
• Reduction in administrative time spent manually submitting orders (Category Manager) and manually
receiving and entering purchase orders (Supplier) allowing for resources to focus on value added
work.
• Elimination of data entry errors associated with manual processes.
• Potential increases the speed of fulfillment and supports the ability for the retailer to lower their onhand inventory.
General Information
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VENDOR COMPLIANCE MANUAL




All General Terms and Conditions of Purchase Orders apply to all purchases and will be strictly
enforced.
EDI 850 Purchase Orders are used. Phone orders, paper orders, worksheets and verbal commitments
should not be accepted in place of an EDI purchase order.
Requests to change purchase orders must be communicated using the EDI Purchase Order
Acknowledgement (more details below) and agreed to between both merchant and Supplier parties.
Once approved by both parties, those changes must be made to the corresponding purchase order
and must be retransmitted to the Supplier prior to shipment via an 860 Purchase Order Change. If a
Supplier cannot accept a retransmitted purchase order, the original purchase order must be
cancelled, and the supplier will receive a new purchase order via EDI without losing shipping priority.
Suppliers are required to utilize the Ship date for Collect orders and the expected arrival date of the
order.
5.1 Acknowledgment of receipt of purchase orders
Conventional method:
SAIL sends the details of purchase orders to the vendor by e-mail.
SAIL requires its vendors to submit a written acknowledgment of receipt of the order as acceptance of the
order. This acknowledgment of receipt must be sent by email to PO@sail.ca.
As mentioned in the Convention:
Modality 2:
"... An Order shall be deemed accepted by the Supplier upon the earliest of
i. Written acknowledgment of acceptance thereof by the Supplier;
ii. Performance of the Supplier thereunder; or
iii. Three (3) business days have elapsed since the receipt of the Order, and where the Supplier has not given
written notice to SAIL that it does not accept the Order."
The vendor must validate all information included in the order before it is accepted. The information requiring
validation is as follows:
Product numbers and their description
The quantities available for the requested delivery dates
The price of each product before discount
The delivery terms
Note: The “required date” is not the shipment date, but rather the date on which the merchandise must be at
its final destination (at the store or warehouse).
Adopting EDI:
SAIL sends the details of purchase orders using the EDI 850 Purchase Order to the vendor.
SAIL requires its vendors to submit an EDI 855 Purchase Order written acknowledgment confirming receipt of
the order.
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VENDOR COMPLIANCE MANUAL
Benefits
• Reduce administrative time spent by the Supplier to manually submit shipping orders and reduce
time for the 3PL to process paper-based shipping documents.
• Eliminate the need to send/receive warehouse orders in several different formats such as email, fax
or CSV.
• Reduce volume of paperwork and increase operating efficiencies through reduced time requirements
to complete transactions by both parties.
• Provide more accurate data and reduce errors.
Details on what will be expected of Trading Partners are outlined below.




Trading partners will be required to send a POA for each PO and indicate acceptance of the entire
order requirements “As-is” at the order level or include all items that were included in the original
order with the item level status.
The trading partners will use this document to confirm receipt of orders, content acceptance, and
confirmation of Requested Ship and/or Delivery Date of the Purchase order and report any errors in
the PO such as product information or price.
The Trading Partners are required to send an 855 within 24 - 48 hours of the receipt of the order.
SAIL will support and expect the Trading Partner to provide updates to the status of the order
throughout the order life cycle as an additional step for Trading Partner collaboration. SAIL will use
this information to set expectations on product availability and determine if updates to the order are
required.
5.2 Change requests for Purchase Orders
Conventional method:
Any request to modify a purchase order must be sent to PO@sail.ca via e-mail, as well as to the buyer
responsible for the purchase order. SAIL requires the minimum following information for modified orders:




Purchase order number
Order line
Item
Modification (Modified quantity, modified price, modified colour, etc.)
No changes or modifications may be made to a purchase order without SAIL’s written approval of the
requested changes.
As mentioned in the convention:
Modality 7:
“ … Supplier shall not be entitled to substitute any Products otherwise ordered without the express written
consent of SAIL.”
Adopting EDI:
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VENDOR COMPLIANCE MANUAL
Any buyer-initiated changes due to customer or demand changes or confirmation of requested changes from
vendors on the EDI 855 Purchase Order Acknowledgment will be communicated to Vendors using the EDI 860
Purchase Order Change. These changes will be a Replacement of the order meaning unchanged and changed
items will be included in the file.
Both SAIL and the Vendor benefit from implementing the EDI Purchase Order Change. The EDI 860 can
prevent invoicing issues because it enables the Supplier to invoice SAIL for the correct amount and
ensures that SAIL doesn’t overpay for items that weren’t delivered.
Benefits
• Allow the purchaser to modify an order quantity based on current inventories to enable future
demand planning.
• Improve efficiency of executing purchase order changes.
• Ensure accuracy of final order.
• Update the Category Manager’s and Vendor’s system to create a record of the change, should
any discrepancies arise. This provides an audit trail.
• Gain consensus between Category Manager and Vendor on order details.
Order change types appear to trading partners as indicated below:


Order Cancelations
Order Changes
o
o
o
o
Dates (Order level)
Item deletions
Item price
Item quantities
5.3 Sample Orders
SAIL requires that all sample orders be shipped to SAIL’s Head Office:
SAIL Laval,
Att.: Buyer’s name
2850 Jacques-Bureau ave.
Laval (Québec) H7P 0B7
450 688-6768
 All samples must be packaged separately from regular orders.
 All documents must include the vendor’s reference number for the order as well as the name of the
buyer responsible for the order.
6. PURCHASE ORDER SHIPPING PROCEDURE
This section is for the vendor’s shipping/logistics department.
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VENDOR COMPLIANCE MANUAL
The purpose of this section is to outline SAIL’s prerequisites concerning the preparation and shipment of orders
destined for SAIL.
SAIL requires that deliveries be handled according to the instructions indicated on the purchase orders.
Examples of these may be found in this section. SAIL reserves the right (without limiting its other rights and
recourses) to refuse or return, at the risk and expense of the vendor, any order or part of an order that does
not meet these requirements.
Adopting EDI:
SAIL requires all Suppliers to send the ASN 856 after the purchase order leaves your dock and ensure the
ASN reflects exactly what it shipped. This includes LTL and Parcel Freight. An ASN should be an accurate
inventory of all items that actually shipped.
Benefits
• Provides visibility to when an order has been shipped and what was included in the shipment.
• Increased accuracy of shipments.
• Allows cross referencing for purchase orders against shipments.
Requirements
• Please verify that all of the following information is included on the ASN and is accurate:
o Purchase order number(s)
o Stock number (as they appear on the order).
o Quantity shipped according to stock number.
• One of the following must be included based on modality. Any ASN submitted without shipment
tracking data is subject to fine.
o Import Shipments: Container number
o Truckload Shipments: BOL number
o LTL Shipments: Progressive routing order number
o Parcel Shipment: Tracking number
• Once in production, Suppliers who transmit 856 ASN data inaccurately when compared to the
physical shipment will result in merchandise being processed manually and the equivalent
expense offset processed to the Supplier’s account. Shipments will continue to be audited and
expense offsets generated until inaccuracies no longer exist.
• SAIL retrieves inbound EDI data frequently; however, Suppliers should allow three (3) hours for
data processing.
• To maintain the integrity of SAIL EDI documentation program, it is imperative that all EDI 856 and
corresponding GS1-128 data, including physical labels, are timely and accurate.
• SAIL requires a consolidated 856 with carton and UPC/GTIN/EAN level information for every
shipment sent to a SAIL distribution center or stores.
• 856 transmissions that are late, missing, unable to be used due to invalid information and/or not
compliant with all required data elements as defined in the EDI mapping guides, are considered
outside of compliance.
• 856 transmissions for merchandise shipped by any mode other than small package must be
consolidated by BOL. A separate 856 must be provided for each BOL. For multiple truckloads, a
unique BOL must be assigned to each trailer thus, separate 856 documents transmitted.
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VENDOR COMPLIANCE MANUAL
6.1 Products requiring special handling
It is the vendor’s responsibility to examine the purchase order to verify if special handling is required for the
product.
Pre-labeling
Adding an anti-theft device
Labeling harzardous materials
Labeling fragile products




6.1.1 Applying labels
If required, the price tag and its positioning on the product must be approved by SAIL’s buyer. Specifications
regarding labels are presented in section 3.6.
Table 5.1 explains where labels should be placed according to the type of product.
Table 5.1 – Label Placement according to type of product
Type of product
Price Tag / Label Placement
Clothing “tops”
Attach with a loop lock tag fastener to the brand tag located in the
collar
Clothing “bottoms”
Attach with a loop lock tag fastener to the brand tag located at the
waist
Hats, scarves
Add a loop tag fastener to the inside of the tag
Socks
Attach the product tag next to the vendor tag
Belts
Attach a loop lock tag fastener to the first interior belt hole (the
furthest from the end)
Shoes
Apply the label on the shoebox next to the vendor label, but not
covered by the lid
Watches
Attach the tag to the chain tag attached to the loop on the band
Handbags (all types) – each requires
an interior price tag and a label on
the box
Attach a loop lock tag fastener to the zipper of the inside pouch. If
there is no inside pouch, attach to the outside (zipper, etc.)
Large tag: attach on the product box next to the vendor label
Gloves
Attach a loop lock tag fastener to the tag on the inside of the glove
Sunglasses
Attach to the hinge
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VENDOR COMPLIANCE MANUAL
Type of product
Other
Price Tag / Label Placement
Add the product label/tag next to or under the vendor label
This section applies to products that require an anti-theft device to be fastened to the product by the vendor,
as specified on the purchase order.
Standards to adhere to:
 8.2 MHz Radio Frequency (RF) electronic article surveillance devices
 A minimum of 96% of devices must activate an alarm according to the accepted standards
 A minimum of 75% detection rate with detection antennae regulated at a minimum distance of 1200
mm (for store entrances and exits)
 99.5% of devices must be deactivated in one single deactivation event
 Total and permanent deactivation
 Sticker using a permanent pressure-sensitive adhesive for general use
Placement and instructions:
 Must not hinder consumer comfort when trying on items such as sunglasses or hats;
 Must not damage the product; delicate and stretchy fabrics are easily damaged and require special
attention;
 The tag must be attached in such a way as to facilitate removal at the point of sale;
 The activation or deactivation must work within a radius of three (3) inches from the antitheft device.
6.1.2 Fragile Products
Boxes containing fragile products must be marked “FRAGILE, MANIPULER AVEC SOIN” / “FRAGILE, HANDLE
WITH CARE” in French and English. SAIL will not be responsible for damages to fragile objects during transport.
6.2 Packaging
6.2.1 Boxes
All products received by SAIL must be packaged as indicated in the corresponding order, or in cardboard boxes
weighing less than 50 lb (22.5 kg)
Where possible, only 1 product must be shipped per shipping box. For boxes containing multiple items, the
products must be separated using one of the following methods:


Use of separators;
Use of bags or containers clearly identifying each product;
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VENDOR COMPLIANCE MANUAL

Other means for quick and accurate identification.
TOWARDS A SUSTAINABLE FUTURE
In order to actively contribute to the reduction of residual materials generated by logistics activities and
operations, SAIL encourages the adoption of good packaging practises through the application of the 3R-V
hierarchy:
- Reduction: eliminate individual product packaging where applicable, and minimize the amount of
materials required for packaging;
- Reuse: where applicable, reuse packaging materials that are in good condition such as boxes,
separators, filling materials, etc.;
- Recycling and valorization: favour compostable and/or recyclable materials for product packaging
(paper, cardboard, etc.) over non-recyclable materials.
More generally, SAIL encourages its vendors to adopt packaging optimization practises, namely by reducing
empty space in boxes and the use of filing materials which contribute to increasing the carbon impact of
products.
6.2.2 Box identification
Conventional method:
Each box delivered to SAIL must be identified with a label:


Box label formats:
o Label of a minimum 3" x 5" measurements
o Font size of type: 11 pts and more
Minimum information required od the label:
o Packing slip number identified by a bar code
o Order number identified by bar code
o Box 1 of X, 2 of X, etc.
o Shipping slip included in the box (yes or no)
Each box shipped to SAIL must comply with the following guidelines:




One purchase order per box;
Do not use empty boxes as filler material;
Use a shipping box that matches the item. Ideally, the goods should be packed ¼“ (0.6 mm) below the
top of the box and to not overpack/underpack the box;
The boxes must comply with all handling, labeling, and documentation related to hazardous material
in English and French.
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VENDOR COMPLIANCE MANUAL
Sample format accepted by SAIL:
Box 4 / 8
Packslip Included
Packing Slip:
66755621
PO Number:
18-109902001
Date packed:
02/02/2019
Ship to :
SAIL CANADA (LAVAL)
Order No:
08915661/SR
Adopting EDI:
GS1 Shipping/barcode label
As mentioned earlier in this document SAIL requires suppliers to label Pallets or Cartons using the
GS1 Shipping/barcode label. This label contains the SSCC (Standard Serialized Container Code)
barcode using UCC128 barcode symbology and will be used by SAIL to automate the receiving and
product put-way process. The label standards can be viewed on the SPS Commerce SAIL website
(https://community.spscommerce.com/sail/) or requested from your contact at SAIL.
Labeling Expectations

Single product Pallets – pallets containing a single product will require the GS1 shipping label
be placed on the pallet.

Mixed order/production Pallets – pallets containing a mix of orders and products will require
the GS1 shipping label be placed on each of the cartons. In addition to labeling suppliers are
to load/layer per PO and SKU for quicker unloading and receiving. There can be a shipping
label on the outside of the pallet however that label must indicate ‘Mixed’ so that the SAIL
facility will know that they will need to break down the pallet.

Single product cartons – the GS1 shipping label be placed on each of the cartons.

Mixed product cartons – cartons containing a mix of product will require the GS1 shipping
label be placed on each of the cartons. The label needs to indicate ‘Mixed’ so that the SAIL
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VENDOR COMPLIANCE MANUAL
facility will know that they’ll need to break down the carton. (Note that SAIL strives to order
products in full case quantities going to our facilities thus we are not expecting a carton to
contain more than one Purchase order).
GS1 Shipping/barcode label placement






The GS1 label is a 4” x 6” label formated with the GS1 UCC128 barcode. The Barcode must be
3.02” in length, 1.25” in height and a .25” quiet Zone on each side.
Labels must be placed on the longest side of the carton (not the front or back), in the lower right
quadrant.
Place in an upright position. Barcode must be read vertically.
The SSCC-18 barcode on a carton label must not be folded, wrinkled or wrapped around the edges or
corners of the carton.
The part of the label that contains the SSCC-18 bar code must be visible on the side of the carton.
Placement on cartons 7.5 inches in height and above.
Pallet labels should be placed on at least 2 adjacent sides of the pallet on the upper left side in
between layers of shrink-wrap.
Below is an example of the GS1 128 shipping label:
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VENDOR COMPLIANCE MANUAL
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VENDOR COMPLIANCE MANUAL
6.2.3 Labeling skids
Each skid shipped to SAIL must be identified by a label and must comply with the following guidelines:


Required format for skid labels:
o Minimum label size 3” x 5”
o Font size: 12 pts and over
Minimum information required on skid labels:
o Packing slip number identified by a bar code
o Order number identified by a bar code
o Skid 1 of X, 2 of X, etc.
o Shipping slip included on the skid (yes or no)
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VENDOR COMPLIANCE MANUAL
Sample format accepted by SAIL:
Pallet 1 / 3
Packslip Included
Packing Slip:
66755621
Order No:
08915661/SR
Date packed:
02/02/2019
Ship to :
SAIL CANADA (LAVAL)
PO number
19-200909111
6.3 Packing Slip
SAIL requires clear and complete documentation to proceed rapidly to the verification of products received
from vendors.
Each packing slip must at least include the following information:
 Sent to
 Invoiced to
 Shipped from
 Date of shipment
 Packing slip number and bar code
 Purchase order number and bar code
 Description of the items shipped:
o Product number
o UPC
o Description
o Colour
o Size
o Quantity ordered
o Quantity delivered
Note: SAIL requires that no price be indicated on the packing slip.
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VENDOR COMPLIANCE MANUAL
Sample image of shipping label and location
Ship From
Ship To
Bill To
Company Name
Date
Adresse
Order No
SAIL PLEIN AIR Store #10
SAIL PLEIN AIR CANADA (LAVAL)
Packing Slip:66678190
Item
123445
988798
667679
Description
Description 1
Description 2
Description 3
03/03/2019
R45020102
PO No : 18-9891792918
UPC
98781782819889
98781788712311
98766271899921
Color
Red
Pink
Yellow
Size
O/S
M
XL
Order Qty
48
89
34
Ship Qty
24
89
34
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VENDOR COMPLIANCE MANUAL
6.4 Scheduling an appointment for delivery
LTL (Less than Truckload) delivery of less than one (1) skid: No appointment is required for delivery of less than
one skid where the delivery date follows the guidelines and expected date on the purchase order. In the case
where the delivery date will be later that the date required on the purchase order, the buyer must be contacted
for a new delivery agreement.
Note: The “date required” is not the shipping date, but rather the date on which the goods must arrive at their
final destination (in store or at the warehouse).
LTL delivery superior or equal to one (1) skid and overseas shipments: The vendor or transport company must
schedule an appointment before delivering the goods.
1. To make an appointment, contact the person responsible for reception at the intended delivery site.
2. Provide the following information:
a. Name of transport company
b. Order number(s)
c. Number of skids or packages
The appointment request including the packing slip and/or Advance Ship Notice (ASN) must be sent by e-mail
to the address associated with the destination, as indicated in Appendix 2.
 Subject: Delivery notice: PO NUMBER 1; PO NUMBER 2
Appointments will be scheduled within twenty-four (24) hours of the appointment request. SAIL agrees to
provide a delivery window within three (3) business days from the time that the request is made.
6.5 Non-compliance of deliveries
SAIL reserves the right (without limiting its other rights and recourses) to refuse or to return, at the risk and
expense of the vendor, any order that does not follow the specifications indicated on the purchase order, such
as:
 Any delivery of more than one (1) skid received without an appointment;
 Any order received after the date specified on the purchase order;
 Any unordered quantity not indicated on the original purchase order;
 Any product that is damaged or non-compliant with the quality and conditions required by SAIL;
 Any unauthorized product substitutes.
Any shipment or part of a shipment will be billed at the base fee, estimated at 3%, to which shipping and
handling fees of $100 will be added.
6.5.1 Vendor non-compliance fees
SAIL reserves the right (without limiting its other rights and recourses) to charge non-compliance fees to the
vendor in the event of a disruption in reception of the goods by SAIL caused by the vendor. These fees must
be paid by cheque or credit in the thirty (30) days following the vendor’s receipt of the invoice from SAIL. Table
5.2 lists the different fee categories, as well as the value attributed to each.
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VENDOR COMPLIANCE MANUAL
Table 5.2 – Fee categories for non-compliant vendor regulations
Fee Category
Regulation
Minimum cost
Information on the box
Missing bar code
$25 per box
Sales floor
Invalid label on merchandise
$100/item
Packaging
Reception
Product Information
Non-labeled merchandise
(if specifically requested on purchase $250
order)
Difference between the purchase
order and the merchandise received $250/PO
at delivery
Missing packing slip
$250
Unauthorized oversize skid
$125/skid
Box too heavy
$100/box
Quality and state of product noncompliant with SAIL’s requests
$100/item
Missing or poor-quality images
$50/image
7. Invoices EDI 810
Adopting EDI:
An EDI 810 is the electronic version of a paper invoice. In the retail industry, a Supplier will send an EDI
810 to a retail partner or distributor to request payment for products. There are benefits to both the
purchaser and the Supplier for implementing electronic trading of the invoice. Many of these are
dependent on how automated and integrated the transaction is for both parties.
Benefits
•
•
Reduction in volume of paper flow and gain operating efficiencies through reduced time
requirements to complete transactions by both parties.
Reduction in administrative time spent manually submitting invoices (Supplier) and manually
entering invoices (purchaser) allowing for resources to focus on value added work.
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VENDOR COMPLIANCE MANUAL
•
•
•
Elimination of data entry errors associated with manual entry.
Reconciliation against orders/shipments to verify correct invoice amounts.
A quicker reconciliation may result in a timelier payment.
Requirements
•
•
•
•
•
•
•
•
All invoices must be transmitted via EDI using EDI 810 documentation.
Adherence to SAIL’s EDI mapping guides is required. Missing and/or invalid data may result in
noncompliance fees. This includes, but is not limited to a valid, active purchase order number
and corresponding bill of lading. 810 invoices must be transmitted to the appropriate SAIL
Trading Partner ID.
One 810 invoice must be sent for each DC or store location per purchase order per Bill of Lading
(shipment) and must correspond to the actual merchandise sent (i.e., must match the
corresponding 856 Advance Ship Notice).
810 invoices must reflect invoice terms and merchandise as transmitted on the 850 purchase
order. Discrepancies between the invoice, purchase order, ASN and physical receipt may result in
delayed payment.
810 invoices must be equal (i.e., quantities x costs minus allowances must equal the invoice total
in the TDS segment).
Invoice numbers must never be repeated and can contain upper case alpha only or special
characters and can have no limit on length.
Unit of measure on invoice must match what is on the purchase order (purchase order orders in
cases then invoice reflects cases).
Suppliers are required to adhere to the applicable Tax on the 810 invoices.
8. Environmental Handling Fees (EHF)
SAIL is committed to complying with legislation related to extended producer responsibility and environmental
expense management. When SAIL and the vendor introduce products subject to this legislation onto the
market, they are responsible for the payment of the EHF associated with these products and their declarations.
Since this responsibility is shared between SAIL and the vendor, the SAIL Outdoors EHF Policy, available in
Appendix 1, outlines the responsibilities of each of the parties in this regard. The vendor acknowledges having
read the policy, consents to it, and agrees to comply with it, as well as to honour all applicable payment
obligations of the vendor toward SAIL.
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VENDOR COMPLIANCE MANUAL
APPENDIX 1: SAIL OUTDOORS EHF POLICY
SAIL ("SAIL") is committed to complying with the legislation on extended producer responsibility and the
management of EHF programs in Canada, also known as Environmental Handling Fee programs. These
programs provide that trademark holders and producers placing new products subject to this legislation on
the market are legally liable for the payment of EHF and their declarations in accordance with the legislation.
As this responsibility is shared between SAIL and each of its vendors, this policy defines the responsibilities of
each of its parties.
In accordance with the Purchase Policy Agreement signed with SAIL and the SAIL Vendor Compliance Manual,
the vendor must abide by this policy and must follow the following guidelines:
• The vendor agrees to provide SAIL with a clearly designated resource person responsible for the EHF
programs within their organization.
• If the vendor has a place of business in a province with an EHF program and its products are covered by the
EHF program or if it is registered in a voluntary program, it must declare and pay the EHF for all products of
the supplier's brands sold in the SAIL network.
• If the vendor does not have a place of business in a province with an EHF program, its products are covered
by the eco fees program and it is not registered for such a program on a voluntary basis, SAIL declares and
pays the fees associated with vendor branded products sold at SAIL's stores. In this case, the vendor authorizes
SAIL to claim from the vendor and the vendor agrees to pay to SAIL within the time period specified by SAIL an
amount equal to (i) the amounts so assumed by SAIL for all Vendor Brand Products sold in the SAIL network
and (ii) the administration fees established at SAIL's discretion. In addition, in this case, the supplier
acknowledges that it will not include any amount related to EHF in the price of the covered products it sells to
SAIL.
• SAIL declares and pays the EHF for all sales of its private label products (see attached list of SAIL private label
products) sold within the SAIL network.
• A vendor may depart from the terms of this policy only if it has signed a Remitter Determination Form with
SAIL that is in a form acceptable to SAIL and in effect. The vendor also undertakes to sign such a Remitter
Determination Form with SAIL if the EHF program so requires.
In all cases, the vendor must notify SAIL of its registration status with an EHF programs by emailing
suppliers@sail.ca, and notifying them promptly if this status changes. The vendor must also promptly provide,
at the reasonable request of SAIL, any information relating to the vendor, its products and EHF programs. SAIL
will have the right, at any time and from time to time, to make any amendment, deletion and addition to this
EHF policy, the vendor of which has been previously informed by written notice.
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VENDOR COMPLIANCE MANUAL
APPENDIX 2: SAIL LOCATIONS
SAIL PLEIN AIR
Québec
Ontario
15
SAIL Beloeil
1085, boul. de l'Industrie
Beloeil (Québec) J3G 4S5
450 467-5223
John Daperis
entrepot15@sail.ca
21
SAIL Ottawa
175, Trainyards Dr, Unit 2
Ottawa (Ontario) K1G 3X8
613 800-0939
Kirsty Topps (interim)
entrepot21@sail.ca
16
SAIL Laval
2850, avenue Jacques-Bureau
Laval (Québec) H7P 0B7
450 688-6768
Patrick Rogeau
entrepot16@sail.ca
23
SAIL Oshawa
665, Laval Drive
Oshawa (Ontario) L1J 0B6
905 448-1900
Melissa Bigwin
entrepot23@sail.ca
17
SAIL Québec
5200, boul. Des Gradins
Québec (Québec) G2J 0B8
418 476-7777
Marc Côté
entrepot17@sail.ca
24
SAIL Burlington
2208, Industrial Street
Burlington (Ontario) L7P 0N6
905 592-0722
Adam Kuehn
entrepot24@sail.ca
18
SAIL Brossard
8780, boul. Leduc
Brossard (Québec) J4Y 0G4
450 321-1835
Hubert Goutelle
entrepot18@sail.ca
26
SAIL Cambridge
150, Holiday Inn Drive
Cambridge (Ontario) N3C 1Z4
519 231-0113
James Meagher
entrepot26@sail.ca
27
SAIL Vaudreuil
39-A, Boul. de la Cité des Jeunes
Vaudreuil-Dorion (Québec) J7V 0N3
450 424-6868
Marcel Béliveau
entrepot27@sail.ca
29
SAIL Chicoutimi
2530, boulevard Talbot
Saguenay (Québec) G7H 5B1
418 437-8677
Geoffrey Soucy
entrepot29@sail.ca
30
SAIL Lachenaie
830, montée des Pionniers
Lachenaie (Québec) J6V 1N9
450 914-1700
Giovanni Giurleo
entrepot30@sail.ca
31
SAIL Sherbrooke
620 rue Jean-Paul-Perreault
Sherbrooke (Québec)
J1L 3A6
819-820-2222 poste 2820 Thierry
entrepot31@sail.ca
80
Sail - Entrepôt WEB
847 Boulevard Jean-Paul-Vincent
Longueuil, Qc J4G 1R3
514-225-4429
entrepot80@sail.ca
SIÈGE SOCIAL / HEAD OFFICE
Siège social/Head Office
2850, av. Jacques-Bureau
Laval (Québec) H7P 0B7
450 688-6264
Berlier
1800, rue Berlier, 2ème étage
Laval (Québec) H7L 4S5
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VENDOR COMPLIANCE MANUAL
APPENDIX 3: EXAMPLE OF PRODUCT FORM
RCG - CRÉATION D'ITEM SAIL (ITEM CREATION)
FOURNISSEUR/S
UPPLIER:
Date :
The unique and lowest
reference to the
Supplier Item # SUPPLIER's product.
Supplier
Product No
No Article
Fournisseur
No Article
Fournisseur
Supplier Materiel No
French description of the
variant;
describe the model name
only;
this field will be used by
the online platform;
Maximum de 50
caractères
Description (french)
English description
of the variant;
this field will also be
used by the online
platform;
Maximum 50
characters
Color of
item
Description
(english)
Color
code
Description française de la
variante;
Description anglaise
Doit décrire le nom du
de la variante;
model seulement;
Ce champ sera
Ce champ sera utilisé par consommé aussi par
Référence à l'article
la plateforme web;
la plateforme web;
FOURNISSEUR - identifiant Maximum de 50
Maximum de 50
unique au plus bas niveau. caractères
caractères
No Matériel
Fournisseur
Description (française) Description_ENU
User :
Size of item
Length of
item
Size
Length
Sail/Sportium, 2018
Standards utilisés :
Standards utilisés :
- UPC-A; 12 caractères de - UPC-A; 12 caractères de
long utilisé en Amérique du long utilisé en Amérique du
Specify the
nord.
nord.
code per
Unité de
- EAN/UCC-13 : 13
- EAN/UCC-13 : 13
unit for the mesure pour
Unit Cost Price caractères de long utilisé
caractères de long utilisé
purchasing calculer
Suggeted unit (whithout any principalement à l’extérieur principalement à l’extérieur
line.
l'inventaire
retail price
discount)
de l’Amérique du nord.
de l’Amérique du nord.
UMBase
Customer
Unit
Unit per
quantity
Retail Price
Wholesale
unit value
Barcode
Barcode (internal)
Standards utilisés :
Standards utilisés :
- UPC-A; 12 caractères de - UPC-A; 12 caractères de
long utilisé en Amérique du long utilisé en Amérique du
Spécifie le
nord.
nord.
code unité Unité de
- EAN/UCC-13 : 13
- EAN/UCC-13 : 13
valable pour mesure pour Prix de détail Coût unitaire - caractères de long utilisé
caractères de long utilisé
la ligne
calculer
unitaire
Valeur sans principalement à l’extérieur principalement à l’extérieur
achat.
l'inventaire
suggéré
escompte
de l’Amérique du nord.
de l’Amérique du nord.
Couleur
associé à
l'item
Grandeur
associé à
l'item
Longueur
associée à
l'item
Code
Couleur
Code
Grandeur
Code
UMAchat
Longueur UMBase
Quantité
par Unité
1
1
1
1
UN
UN
Prix détail
Prix de gros
Code_Barre 1
Code_Barre 2
21
ATI_BRAND
Generic color
reference(non
mandatory)
21
ATI_MARQUE
Couleur
Génériqie (non
obligatoire)
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VENDOR COMPLIANCE MANUAL
CONTACT INFORMATION
SAIL OUTDOORS
2850 Jacques-Bureau Avenue
Laval, QC
H7P 0B7
T. 450 688-6264
E-MAIL
Orders: PO@sail.ca
Data Integrity: suppliers@sail.ca
EDI: EDI@sail.ca
iv