HIBBETT
SPORTS
TRANSPORTATION
GUIDE
UPDATED RELEASE NOV 2012
TABLE OF CONTENTS
General Information
1
Shipment Consolidation Instructions
2
Hibbett Backhaul Requirements
2
Transportation/ PO Requirements
3
Documentation Requirements
3
UPS Shipments to our Distribution Center
4
UPS Direct to Store Order Instructions
4
Retail Store Special Order Instructions
5
Team Division Order Instructions
5
Direct Import Shipments
6
Address Information
7
HIBBETT SPORTS
TRANSPORTATION REQUIREMENTS
DISTRIBUTION CENTER
SHIPPING & RECEIVING HOURS OF OPERATION
6:00 AM to 3:00 PM (Central Time) Monday through Friday
All inbound freight collect shipments must complete a Route Request.
Please follow the instructions within our Route Request Guide.
We require an appointment for all inbound deliveries (Collect & Prepaid) to our distribution center.
For packing instructions, carton marking requirements, EDI requirements and Accounts Payable information –
please refer to our Vendor Compliance Manual, “The Hibbett Plan”.
Individual buyers are not authorized to issue exceptions to our routing instructions. Only the Hibbett Traffic Team
or a member of our Distribution Management Team may authorize exceptions to the routing process.
It is the vendor’s responsibility to distribute all compliance and transportation requirements to all departments
involved.
Any questions concerning compliance or transportation should be addressed prior to shipment of goods.
All future Transportation and Vendor Compliance updates will be posted in the Vendor New Portal within our
Transportation Management System.
FAILURE TO FOLLOW THESE ROUTING INSTRUCTIONS WILL SERVE AS YOUR AGREEMENT TO ABSORB ANY OR ALL
OF THE FREIGHT COSTS PLUS A PROCESSING FEE.
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SHIPMENT CONSOLIDATION REQUIREMENTS
Hibbett Sports requires all multiple purchase orders to a single DC location, established consolidation point or
store location be combined into a single shipment under the same BOL.
Hibbett Sports requires purchase orders be consolidated into one shipment over a 3-5 day period, while
maintaining our required ship dates. Contact Hibbett Sports Traffic Team if the consolidation process may cause
the order to ship after cancel date.
Multiple pro numbers shipped on a single day or within 3 calendar days are not acceptable and will result in a
charge back to the vendor.
All purchase orders are required to ship at least 80% complete on the initial shipment.
To increase the efficiency of our consolidation process we may require your shipment be sent on a specific day in
order to build multi-vendor truckloads from a region.
Exceptions to the consolidation process:
1. Special Orders from our individual store locations are excluded and should be shipped to the address
requested as soon as product is available. Follow the shipping instructions provided by the store.
2.
Purchase orders from our Team Division are excluded and should be shipped as requested by the Team
Division.
3.
Launch purchase orders may be excluded at times. Individual vendors should contact HSTD for
instructions if the consolidation process will cause the order to miss the launch date.
4.
Direct to Store Shipments should be shipped to the individual store as product is available.
HIBBETT BACKHAUL REQUIREMENTS
Hibbett Sports operates a private fleet to deliver to our own retail stores. At some vendor locations within the
Southeastern United States we are able to arrange a backhaul pickup with our fleet which is a substantial freight
savings for us. Our backhaul pickups also frequently enable us to move your product through our DC quicker and
on to our stores.
The pickup must coincide with our regular delivery schedule. This is not a flexible schedule. Our delivery routes are
static routes for several months. Initially, our traffic department will notify you of our intent to backhaul from your
location and tell you the day of the week our truck will be in your area. The Traffic Team will notify you when the
schedule change is necessary.
All route requests for a pickup must be received 24 hours in advance of the designated day in order for us to
successfully contact our drivers and schedule the stop. Our driver will only stop when we have been notified
product is ready to ship. Our drivers operate on a tight schedule; we request you do everything possible to limit
their detention time at your facility. Extended periods of detention may result in a chargeback.
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TRANSPORTATION/PURCHASE ORDER REQUIREMENTS
Each vendor is required to request routing through the vendor web portal in our Transportation Management
System (TMS).
All shipments should be sent Freight Collect. Any shipment arriving Prepaid will be treated as Full Freight Allowed.
Hibbett Sports does not accept freight charges added to an invoice.
PLEASE ALLOW A MINIMUM OF 24 HOURS FOR OUR TRAFFIC TEAM TO RESPOND TO YOUR REQUEST. If you have
not received a response from us within 48 hours, please contact our Traffic Team.
Requests submitted after 12 noon on Friday, Saturday, Sunday or on a holiday will be considered as being received
on the next business day.
The combined weight and cube of your shipment will determine the shipping method. Please build your
shipments to minimize space requirements. In many cases we prefer the product to be floor stacked; however, if
palletized, please build your pallets to a recommended minimum height of 84 inches or build to double-stack at a
total height of 84 inches. Multiple purchase orders can be combined on a pallet.
Please include the pallet weight in your overall shipment weight.
Ship your product to the “ship to” address designated on the purchase order or as authorized. Our DC “ship to”
address is provided in this guide. Note: In 2013, our billing address at our corporate office will no longer be the
same address as our DC. Updated address information will be posted in the Vendor News Portal.
Hibbett Sports will not accept accessorial or detention charges from carriers resulting from pickup at a vendor’s
facility. A loading delay of greater than two hours will frequently result in detention charges. These charges will
be assessed to the vendor.
Hibbett Sports will not accept any charges for Air Freight shipments without prior authorization from a VP of
merchandising.
Hibbett Sports will not accept any merchandise substitutions without prior approval by the appropriate buyer.
Hibbett Sports will not accept special orders placed by our individual stores delivered to our distribution center.
These orders should be shipped directly to their location has requested by the store.
DOCUMENTATION REQUIREMENTS
Provide itemized details for your shipment on Bill of Lading. Indicate all the purchase order number(s) and the
number of cartons associated with each purchase order as well as the total number of cartons. The total number
of cartons tendered to the carrier must match the number of cartons noted on the Bill of Lading.
A proper description of goods and correct NMFC Classification must be listed on the Bill of Lading. An incorrect
classification leading to an increased freight charge may result in a charge back to the vendor for the additional
amount.
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The information on the Bill of Lading must match the initial information provided on the Route Request. Any
discrepancy in the information may result in a charge back to the vendor.
The Bill of Lading number presented with the physical shipment must be the exact Bill of Lading number reflected
in all of your EDI documents including the ship notice (856) and the invoice (810).
A valid purchase order number must be visible on each carton.
The packing list must be placed on the lead carton of a non –EDI order. Packing lists are not required for EDI
orders.
Please include the carrier’s PRO number and the Load ID number from Hibbett on the invoice to our accounts
payable.
UPS SHIPMENTS TO OUR DISTRIBUTION CENTER (Order initiated by our merchandise team)
Follow our Route Request process. Our Traffic Team will provide the appropriate account number to use.
Reference field 1 on each UPS carton must indicate DC.
Reference field 2 on each UPS carton must indicate the PO number. (Indicate the number only. Do not preface
with PO.)
Failure to comply with these instructions may result in a chargeback.
UPS DIRECT TO STORE ORDERS (Order initiated by our merchandise team)
Purchase Orders for Direct-to-Store shipments are EXEMPT FROM OUR ROUTE REQUEST PROCESS. It is not
necessary to complete a Route Request as no authorization is needed from our Traffic Team.
Ship via UPS 3rd party billing using the account indicated on the Purchase Order.
The level of service, ground or air, should be indicated on the Purchase Order.
Reference field 1 on each UPS carton must contain the destination store number. (Indicate the number only. Do
not preface with # or store.)
Reference field 2 on each UPS carton must contain the PO number. Indicate the number only. Do not preface with
PO.)
Failure to comply with these instructions may result in a chargeback.
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RETAIL STORE SPECIAL ORDER INSTRUCTIONS (Order initiated by a retail store location)
Special orders initiated by our individual stores are excluded from our consolidation and route request process. No
authorization number is required from our Traffic Team.
Special orders are to be filled as quickly as possible and shipped directly to the store per the instructions given by
the store placing the order. The level of service is ground unless expedited service is specifically requested when
the order is placed.
The order should ship Prepaid and add to the invoice. No Hibbett account number will be provided.
Failure to comply with these instructions may result in a chargeback.
HIBBETT SPORTS TEAM DIVISION ORDER INSTRUCTIONS (Orders initiated from 1318 1st Avenue North,
Birmingham, AL)
Team Division orders are excluded from our consolidation and route request process.
Orders are to be shipped using the account information and level of service per the instructions given by this
division when placing the order.
Do not ship orders for our Team Division to our Distribution Center. Follow the instructions given when the order
was placed. Do not use the Hibbett Distribution Center account when shipping these orders.
Failure to comply with these instructions may result in a chargeback.
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DIRECT IMPORT SHIPMENTS
Hibbett Sports will not accept ocean freight charges added to a merchandise invoice without prior authorization
from Hibbett Traffic Department.
Shipping Terms:
All shipping terms must be established and approved by Hibbett prior to the shipment departing the port of origin.
FOB Port of Origin
 Shipper must contact Hibbett Traffic Department. (trafficdept@hibbett.com) to request booking.
 Shipper must provide to Hibbett the following information.
o Named Port of Origin
o Purchase Order Number
o Ready to ship date
o Total Cartons
o Gross Weight
o Size of container (20’, 40’ or HC)
 Hibbett will provide appropriate Forwarder contact information.
 Shipper must provide to named Forwarder and Hibbett the following documents.
o Certificate of Origin
o Inspection Certificate
o Packing List for Purchase Order
o Commercial Invoice
DDP (Delivery & Duty Paid) to Birmingham
 Shipper must provide to Hibbett the following information.
o Container Number
o Date cleared customs
o BOL Number
o Size of container
o Purchase Order Number
o Carton Count by PO
o ETA to Birmingham
Hibbett requires appointment for all deliveries.
All carriers are required to drop the container at our DC.
Any shortages or damages upon arrival will be the responsibility of the shipper.
All carriers are required to pickup the empty container within 24 hours after notification from Hibbett.
Any drayage charges for this pickup will be the responsibility of the shipper.
DDP (Delivery & Duty Paid to named Port.
 Shipper must provide to Hibbett the following information.
o Container Number
o Date Cleared Customs
o Signed Delivery Order
o BOL Number
o Size of container
o Purchase Order Number
o Carton Count by PO
o Pier Pass information.
o Date container available
 Hibbett requires 24-48 hours notice prior to last free day.
 The shipper will be responsible for any storage charges incurred when notice is less than 24 hours.
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ADDRESS INFORMATION
Unless otherwise authorized by the Hibbett Sports Traffic Team, please note the “ship to” address on the purchase
order and ship to the stated destination.
Hibbett Sports Distribution Center
451 Industrial Lane
Birmingham, AL 35211
Hibbett Sports Team Division
1318 1st Ave. North
Birmingham, AL 35203
Hibbett Sports – Varsity Lettering
1322 1st Ave. North
Birmingham, AL 35203
Attn: Allen Elkins
Store special orders should be shipped directly to the individual store location. A current list of all store locations
can be found on our website, www.hibbett.com/traffic.
Invoices should be sent to:
Hibbett Sports
451 Industrial Lane
Birmingham, AL 35211
Attn: Accounts Payable
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