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VENDOR REFERENCE MANUAL ©2005 Holt Renfrew Revised in January 2010 Page 1 of 132 TABLE OF CONTENTS CHAPTER 1: INTRODUCTION & OVERVIEW 4 PREFACE OUR VISION YOUR ROLE HOW TO USE THIS MANUAL 6 6 6 7 CHAPTER 2: HOLT RENFREW CONTACTS 9 HEAD OFFICE CONTACTS VENDOR CONTACT RESPONSIBILITY STORE CONTACTS OTHER CONTACTS OVERSEAS BUYING OFFICES CONTACTS 11 12 13 14 18 CHAPTER 3: MERCHANDISE TECHNOLOGY 20 EDI TECHNOLOGY 22 GTIN- GLOBAL TRADE ITEM NUMBER / UPC-UNIVERSAL PRODUCT CODE / EANEUROPEAN ARTICLE NUMBER 23 AUTOMATIC REPLENISHMENT (AR) 24 CHAPTER 4: VENDOR LOGISTICS AND SHIPPING 27 INTRODUCTION THE RETAIL READY PROGRAM LABELLING REQUIREMENTS HOLT RENFREW LABELLING HOLT RENFREW TICKETING HOLT RENFREW HANGER POLICY HOLT RENFREW SHIPPING HOLT RENFREW CARTON REQUIREMENTS PRIORITY SHIPMENTS HOLT RENFREW DOCUMENTATION REQUIREMENTS CUSTOMS DOCUMENTATION AND REQUIREMENTS HOLT RENFREW APPOINTMENT SCHEDULING TRANSPORTATION MERCHANDISE STANDARD ROUTING INSTRUCTIONS 30 30 31 35 37 54 59 60 61 63 65 69 71 72 CHAPTER 5: ACCOUNTS PAYABLE 73 VENDOR INVOICING – MINIMUM REQUIREMENTS EXAMPLE: VENDOR INVOICE RETURN TO VENDOR SAMPLE MERCHANDISE 75 77 78 79 CHAPTER 6: GOVERNMENT RULES AND REGULATIONS 80 CANADA BORDER SERVICES AGENCY (CBSA) CUSTOMS AND EXCISE OVERVIEW OF CUSTOMS DOCUMENTATION REQUIREMENTS TEMPORARY IMPORTATION TO CANADA CUSTOMS INVOICE DESCRIPTION REQUIREMENTS PRODUCT MARKING REQUIREMENTS CONSUMER PACKAGING AND LABELLING ACT COSMETICS AND DRUG PRODUCTS TEXTILE LABELLING ACT TEXTILE CARE INSTRUCTIONS 83 83 85 87 89 93 93 97 99 102 Page 2 of 132 NUTRITION LABEL THE UPHOLSTERED AND STUFFED ARTICLES ACT CANADIAN STANDARDS ASSOCIATION CERTIFICATION PRODUCT SAFETY PRECIOUS METAL MARKING HAZARDOUS MATERIALS THE ADMINISTRATIVE MONETARY PENALTY SYSTEM (AMPS) CHAPTER 7: COMPANY POLICY 105 106 108 108 110 111 112 117 PURCHASE ORDER AGREEMENT FINANCIAL AGREEMENTS ADVERTISED ITEMS – LATE SHIPMENT POLICY RESPONSIBLE TRADING GUIDELINES VENDOR COMPLIANCE VENDOR TERMS CARD REPORTING POLICY 119 121 121 122 125 127 128 CHAPTER 8: APPENDIX 129 GLOSSARY OF TERMS 131 Page 3 of 132 CHAPTER 1: INTRODUCTION & OVERVIEW Page 4 of 132 CHAPTER 1: INTRODUCTION AND OVERVIEW PREFACE 6 OUR VISION 6 YOUR ROLE 6 HOW TO USE THIS MANUAL NO WARRANTY, DISCLAIMER OF LIABILITY AND INDEMNITY CONFIDENTIALITY NON-DISCLOSURE 7 7 7 7 Page 5 of 132 CHAPTER 1: INTRODUCTION AND OVERVIEW PREFACE This manual contains a list of vendor policies and requirements. Vendors are expected to comply with the terms and conditions of the purchase orders, Vendor Terms Cards, EDI agreements and any other relevant documents. If you have any questions, please communicate with the appropriate individuals identified. OUR VISION The Holt Renfrew vision is to be universally recognized as the best shopping experience because of our gorgeous fashions, entertaining stores and amazing service. In partnership with our vendors, we are committed to providing our customers with the finest quality merchandise in a timely fashion. It is our goal to exceed the expectations of the Holt Renfrew customer. Technology and the use of information are redefining the business environment. The leading successful businesses are still focusing on fundamentals – but are doing them faster than ever before. Getting a handle on time sensitive information is critically important. Not only to stay ahead of the competition but more importantly to provide the customer with outstanding service. YOUR ROLE We expect our vendors to be equally committed to those same fundamentals that will profitably take us both to new levels of efficiency. Together, we must reengineer the way we do business, facilitating a more efficient and expedient flow of product, services, and information throughout the supply chain in order to exceed our customer’s expectations. Page 6 of 132 HOW TO USE THIS MANUAL This manual provides direction on how to prepare merchandise and exchange documents with Holt Renfrew. It contains details of merchandise technology, merchandise information systems, distribution, vendor marking, transportation, and accounting. Each chapter will explain Holt Renfrew’s requirements accordingly. Although specific in nature it would be impossible to cover every contingency in this guide. If you have further questions or require assistance please contact the appropriate individuals identified in each section. The standards incorporated into this manual are in concert with basic industry practices. Nothing is exotic, exorbitant or unique. Nor does anything last forever. Technology is constantly advancing – we must be flexible and adapt these changes to achieve our vision. You should anticipate updates to this manual. Your partnership in making technology work for the benefit of our mutual customers is critical to both of our success. No Warranty, Disclaimer of Liability and Indemnity Whilst every effort has been made to ensure the high quality and accuracy of the Vendor Reference Manual, Holt Renfrew makes no warranty, express or implied concerning Holt Renfrew content, the Vendor Reference Manual, services or information available through the Vendor Reference Manual (the "Vendor Reference Manual "), which are provided "as is". Holt Renfrew expressly disclaims all warranties, including but not limited to warranties of fitness for a particular purpose. In no event will Holt Renfrew, its affiliates or other suppliers be liable for direct, special, incidental, or consequential damages (including, without limitation, damages for loss of business profits, business interruption, loss of business information or other pecuniary loss) arising directly or indirectly from the use of (or failure to use) or reliance on the Vendor Reference Manual, even if Holt Renfrew has been advised of the possibility that such damages may arise. Holt Renfrew does not guarantee the accuracy, content, or timeliness of the Vendor Reference Manual. Confidentiality Each party hereto agrees not to use for its own benefit, other than for purposes of this Vendor Reference Manual, or the benefit of any third party, nor to disclose to others, the contents of this Vendor Reference Manual and any information identified by the other or that can be reasonably characterized as confidential or proprietary concerning its business and/or activities (collectively, “Confidential”). Confidential information will not, however, include information already available to the public, known by the recipient prior to disclosure or received by a third party not under a confidentiality obligation to the disclosing party. Non–Disclosure Vendor further agrees that it shall not, whether directly or indirectly: a) copy, duplicate, reproduce, exploit or further develop the Information in any form in whole or in part, save and except as may be used for its dealings with Holt Renfrew; Page 7 of 132 b) c) sell, assign, sublicense, part with possession or otherwise transfer or dispose of the Information; use or disclose any or all of the Information contrary to the intention and spirit of this Agreement. Exceptions: The obligations of Vendor under this Agreement shall apply to any and all parts of the Information except that which Vendor is able to clearly demonstrate: a) is or becomes generally available to the public (other than through a breach of this Agreement) b) is lawfully obtained by Vendor from third parties which have the lawful right to disclose such Information; or c) It is required to disclose by law or judicial order, provided that prior to disclosing any Information, Vendor notify Holt Renfrew and Vendor shall co-operate with Holt Renfrew to lawfully limit and/or obtain appropriate protective orders with respect to such portion(s) of such data or information as is/are the subject of any such required disclosure. Page 8 of 132 CHAPTER 2: HOLT RENFREW CONTACTS Page 9 of 132 CHAPTER 2: HOLT RENFREW CONTACTS HEAD OFFICE CONTACTS 11 VENDOR CONTACT RESPONSIBILITY 12 STORE CONTACTS ONTARIO REGION QUEBEC REGION WESTERN REGION 13 13 13 13 OTHER CONTACTS FREIGHT CONTACTS CUSTOMS CONTACTS LABEL CONTACTS HANGER CONTACTS PALLET CONTACTS PRODUCT IDENTIFICATION CONTACTS 14 14 16 16 16 17 17 OVERSEAS BUYING OFFICES CONTACTS 18 Page 10 of 132 CHAPTER 2: HOLT RENFREW CONTACTS HEAD OFFICE CONTACTS In the detailed chapters of this guide you will find the specific contacts for most issues. Listed below are the executive contacts for Merchandise Technology, Distribution and Transportation, Vendor Partnerships, and Accounting. The following individuals have ultimate responsibility for their area and should be considered a source of information for your senior management: Distribution Centre – Main Tel: 1-416-675-9200 Fax: 1-416-675-4907 Email: supplychain@holtrenfrew.com Traffic Department Tel: 1-416-675-9200 x. 89417 Traffic Supervisor x. 89906 Traffic Assistant x. 89903 Traffic Assistant Fax: 1-416-675-2478 Efax: 1-413-294-7661 Email: traffic@holtrenfrew.com EDI Tel: 1-416-675-9200 x. 89416 Fax: 1-416-675-4907 Email: edi@holtrenfrew.com Supervisor, Accounts Payable Tel: 1-416-675-9200 x. 89934 Fax: 1-416-675-3529 Email: accountspayable@holtrenfrew.com Page 11 of 132 VENDOR CONTACT RESPONSIBILITY It is your responsibility to provide a complete and current contact list of those people in your organization who will assist Holt Renfrew in maintaining good communications. Copies of this list should be sent to: • • • • Holt Renfrew Buyer EDI Department Distribution Centre Accounts Payable Holt Renfrew maintains a contact database for the following: • • • • • • President/Principal Sales Accounting CFO Shipping EDI For all of the above, we must have the most current information pertaining to: • • • • • • First and Last Name Exact Title Full address Business phone number Fax number Email address In addition to advising the appropriate buyer(s), EDI Department, and Distribution Centre, of updates/changes, it is imperative that all updates/changes to contact information are sent to: accountspayable@holtrenfrew.com Page 12 of 132 STORE CONTACTS Ontario Region 000021 - BLOOR 50 Bloor Street West Toronto, ON M4W 1A1 T: 1-416-922-2333 F: 1-416-922-2369 (Customer Service) 00022 - YORKDALE 3401 Dufferin Street Toronto, ON M6A 2T9 T: 1-416-789-5377 F: 1-416-789-0202 00023 - SHERWAY GARDENS The West Mall, Box 122 Etobicoke, ON M9C 1B8 T: 1-416-621-9900 F: 1-416-621-0595 00025 – VAUGHAN 1 Bass Pro Mills Drive Vaughan, ON L4K 5W4 T: 1-905-886-7444 F: 1-905-886-6757 00031 - OTTAWA 240 Sparks Street Ottawa, ON K1P 6G9 T: 1-613-238-2200 F: 1-613-238-6223 00091 - DISTRIBUTION CENTRE 396 Humberline Drive Etobicoke, ON M9W 6J7 T: 1-416-675-9200 F: 1-416-675-4907 Quebec Region 00002 - QUEBEC CITY 2452 Laurier Boulevard Quebec City, QC G1V 2L1 T: 1-418-656-6783 F: 1-418-656-6849 00011 - MONTREAL 1300 Sherbrooke Street. West Montreal, QC H3G 1H9 T: 1-514-842-5111 F: 1-514-842-3284 Western Region 00041 - WINNIPEG 393 Portage Avenue Winnipeg, MB R3B 3H6 T: 1-204-942-7321 F: 1-204-949-1170 00051 - CALGARY 510 8TH Avenue SW Calgary, AB T2P 4H9 T: 1-403-269-7341 F: 1-403-265-5683 00062 - EDMONTON 10180-101st Street Edmonton, AB T5J 3S4 T: 1-780-425-5300 F: 1-780-425-1009 00071 - VANCOUVER 737 Dunsmuir Street PO Box 10185, Pacific Centre Vancouver, BC V7Y 1E4 T: 1-604-681-3121 F: 1-604-681-9285 Page 13 of 132 OTHER CONTACTS Freight Contacts Canada/USA: Panalpina, Inc. 6350 Cantay Road Mississauga, ON L5R 4E2 Tel: 1-905-755-4500 Fax: 1-905-755-4620 Contact: Thomas Klein HERCULES Tel: US Dispatch: 1-800-621-8723 Tel: Canada Dispatch: 1-866-810-HERC (4372) Website: www.herculesfreight.com QUIK-X Tel: Canada and US: 1-800-461-8023 Website: www.quikx.com Europe: Milan Panalpina Trasporti Mondiali S.p.A. Via Luigi Zerbi 75 e 77 Localita Cantalupo 20023 Cerro Maggiore Milano Italy Tel: +39-0331-53071 Fax: +39-0331-530750 Lugano/Manno (Switzerland) Panalpina S.A. Centro Logistico Regionale Centro Galleria 1 6928 Manno Switzerland Tel: +41-91-6108050 Fax: +41-91-6108030 Paris/Roissy (France Head Office) Panalpina Transports Internationaux SA 6, rue du Chapelier Zone de Fret 4 PO Box 14410 95707 Roissy CDG Cedex Tel: +33-148168500 Fax: +33-148168585 Page 14 of 132 London Panalpina World Transport Ltd. Heathrow Airport Panalpina House Great South West Road Feltham Middlesex TW14 8NU Tel: +44-208-5879000 Fax: +44-208-5879200 Other: Panalpina Regional Office EMEA Europe /Africa / Middle East / CIS / Central Asia (EMEA) Panalpina World Transport (Holding) Ltd. Viaduktstrasse 42 / P.O. Box CH - 4002 Basel / Switzerland Tel: +41-61-226-11-11 Fax: +41-61-226-11-01 Mailing address: Panalpina Regional Centre EMEA Elisabethenstrasse 2 CH - 4051 Basel / Switzerland Tel: +41-61-226-12-22 Fax: +41-61-226-12-23 Asia: Panalpina China Limited Hong Kong Branch Top Floor, ATL Logistics, Centre B Berth 3 Kwai Chung Container Terminal Hong Kong China Tel: +852-27602600 Fax: +852-27602770 Panalpina China Ltd. Guangzhou Rep. Office (Delegation) Room 2305-2309, Dongshan Plaza 69 Xian Lie Road Dongshan District Guangzhou 510095 Guangdong China Tel: +86-20-87322132 Fax: +86-20-87320229 Panalpina China Ltd. Shenzhen Rep Office (Delegation) Room 4201-4205, 42/F, Golden Business Centre 2028 Shennan Road East Shenzhen 518007 Guangdong, PRC Page 15 of 132 Tel: +86-755-25180511 Fax: +86-755-82366426 Panalpina China Ltd. Qingdao Rep. Office (Delegation) E2, 7/F Flagship Tower New World Cyber Port 40 Xianggangzhong Road Qingdao 266071 Shandong China Tel: +86-532-388-1010 Fax: +86-532-387-0303 Fax: +86-532-386-9266 • For all other Panalpina office locations, please visit www.panalpina.com Customs Contacts For answers to your customs inquiries, or to locate your nearest customs district office, please call the Canada Border Services Agency. From within Canada: 1-800-461-9999 From outside Canada: 1-204-983-3500 or 1-506-636-5064 If you call during office hours (8:00 a.m. to 4:00 p.m. EST) you can speak directly to an agent. If your inquiry is of a general nature, the 24-hour phone service automatically answers all incoming calls and provides recorded information on many common topics. For further information the Canada Border Services Agency website is: http://www.cbsa.gc.ca Label Contacts LAVEN INDUSTRIES 570 Hood Road, #10 Markham, ON L3R 4G7 Canada Tel: 1-905-477-4410 Fax: 1-905-477-6107 Email: lorraine@laven.com Corporate Website: www.lavenindustries.com Hanger Contacts E.R.A. Display Co Ltd. 2500 Guénette St. St-Laurent, QC H4R 2H2 Canada Page 16 of 132 Tel: 1-514-335-0550 or 1-877-372-9273 Fax: 1-514-335-0571 or 1-866-937-2329 Email: fernandob@eragroup.ca Pallet Contacts CPC (Canadian Pallet Council) 239 Division Street Cobourg, ON K9A 3P9 Canada Tel: 1-905-372-1871 Fax 1-905- 373-0230 E-mail: info@cpcpallet.com • Regional office information is available at the CPC website: http://www.cpcpallet.com/index.cfm?fa=contact.main or http://www.cpcpallet.com chose language, click on “Contact Us” Product Identification Contacts GS1 CANADA 1500 Don Mills Road, Suite 800 Toronto, ON M3B 3L1 Canada Tel: 1-416-510-8039 or 1-800-567-7084 Fax: 1-416-510-1916 E-mail: info@gs1ca.org Website: www.gs1ca.org GS1 US Princeton Pike Corporate Centre 1009 Lenox Drive, Suite 202 Lawrenceville, NJ 08648 USA Tel: 1-609-620-0200 Fax: 1-609-620-1200 E-mail: info@gs1us.org Website: www.gs1us.org GS1 Blue Tower Avenue Louise 326 BE 1050 Brussels, Belgium Tel: + 32-2-788-78-00 Fax: + 32-2-788-78-99 E-mail : info@gs1.org Website : www.gs1.org Important note: your first point of contact should be your local GS1 Organization. INOVIS 11720 Amberpark Drive, Suite 400 Alplaretta, GA 30009 USA Tel: 1-404-467-3000 or 1-877-446-6847 Fax: 1-404-467-3730 E-mail: info@inovis.com Website: http://www.inovis.com/ Page 17 of 132 OVERSEAS BUYING OFFICES CONTACTS Lambert and Associates CEO and Director Helen Lambert Email: helen@lambertandassociates.fr Tel: +33-1-42-36-37-50 Helen’s P.A. Anne Lefour Email: anne@lambertandassociates.fr Tel: +33-1-42-36-73-35 Lambert + Associates London England 2 Frederic Mews, Kinnerton Street London, England, SW1X 8EQ Tel: +44-020-78-23-26-60 Fax: +44-020-78-23-12-57 Kate Zinkin, Market Representative Email: katez@lambertandassociates.fr Lambert + Associates Florence Italy Via Santo Spirito 11 Firenze, Italy 50125 Tel: +30-055-238-501 Fax: +39-055-274-01-19 Novella Bay, Market Representative Email: novella@lambertandassociates.fr Eleonora Dapinguente, Market Assistant Email: eleonora@lambertandassociates.fr Lambert + Associates Milan Italy Via Vittor Pisani 7 Milan , Italy 20121 Tel: +39-02-6782101 Fax: +39-02-66984983 Sabrina Firman, Marketin Repressentative Email: sabrina@lambertandassociates.fr Anna Tonus, Market Assistant Email: annat@lambertandassociates.fr Lambert + Associates Paris France 42 Rue Vignon Paris, France 75009 Tel: +33-1-42-36-73-35 Fax: +33-1-42-36-36-22 Jennifer Cuvillier, Account Manager Email: jennifer@lambertandassociates.fr My-An Cam, Market Assistant Email: my-an@lambertandassociates.fr Lambert + Associates New York USA 241 West 37th Street, Suite 603 New York, NY 10018 USA Tel: 1-212-759-6111 Fax: 1-212-486-3471 Nicole McBride, Market Representative Email: nicole@lambertandassociates.fr Elodie Zephir, Market Assistant Email: nycontact@lambertandassociates.fr The Lambert + Associates Office will liaise with the Vendor with regards to the following: • • • • • Lambert + Associates will schedule vendor appointments with the buyer – both writing and “go see” Lambert + Associates will send product buyer samples/specs to vendor for development Lambert + Associates will provide translation, negotiation, and administration services Lambert + Associates will collect orders from buyers Lambert + Associates will follow up on status of Holt Renfrew orders Page 18 of 132 • • • • • Lambert + Associates will communicate the Purchase Order numbers to the vendors Vendor will communicate any Purchase Order changes to the Lambert + Associates office Lambert + Associates will follow up with the vendor as the order approaches ship date to confirm status Lambert + Associates will check order for ship and cancel dates and ensure that the purchase order is in “Intrac” when a vendor requests shipping approval Lambert + Associates will, upon written, (or email,) instruction from the Buyer/MA, ensure that the cancellation of the order is communicated to the vendor Page 19 of 132 CHAPTER 3: MERCHANDISE TECHNOLOGY Page 20 of 132 CHAPTER 3: MERCHANDISE TECHNOLOGY EDI TECHNOLOGY GUIDELINES EDI TRANSACTIONS 22 22 22 GTIN- GLOBAL TRADE ITEM NUMBER / UPC-UNIVERSAL PRODUCT CODE / EAN-EUROPEAN ARTICLE NUMBER GUIDELINES HELPFUL HINTS 23 23 23 AUTOMATIC REPLENISHMENT (AR) OVERVIEW AR COMPLIANCE POLICY AUTOMATIC REPLENISHMENT SHIPPING LABELS SHIPPING LABEL SAMPLE 24 24 25 25 26 Page 21 of 132 CHAPTER 3: MERCHANDISE TECHNOLOGY EDI TECHNOLOGY Holt Renfrew is capable of exchanging electronic data with our vendor partners. By trading EDI documents with our vendors, we have an opportunity to eliminate significant redundant data entry and dramatically reduce errors while saving considerable time. Guidelines • Use VICS (Voluntary Inter-Industry Communications Standards) 4010 EDI Standards EDI Transactions • At this time we are able to partner with our vendors on the following EDI transactions: Outbound (from Holt Renfrew to Vendor) Inbound (from the Vendor to Holt Renfrew) Purchase Order (850) • Communicates quantities ordered by GTIN/UPC/EAN . Reverse Purchase Order (855) • Communicates recommended order quantities by GTIN/UPC/EAN . Product Activity (852) • Communicates sales and/or on hand inventory. Invoice (810) • Communicates quantities and costs shipped FUTURE: Advance Shipping Notice (ASN) (856) • Identifies quantities shipped by GTIN/UPC/EAN • Communicates shipping information (for example: B.O.L) • Outbound documents are released to our Value Added Network (VAN) every five minutes. Holt Renfrew expects to receive an electronic acknowledgement (997) to confirm receipt of any transmitted document. Vendors need to transmit these 997s within 24 hours of receipt of a transmission. • Network transmission costs are shared equally between Holt Renfrew and its trading partner. Holt Renfrew’s specific mapping documents for each transaction are available through the EDI contact person at 1-416-675-9200 x. 89952 or edi@holtrenfrew.com Page 22 of 132 GTIN- GLOBAL TRADE ITEM NUMBER / UPC-UNIVERSAL PRODUCT CODE / EAN-EUROPEAN ARTICLE NUMBER • • Vendor GTIN/UPC/EAN marking forms the foundation of our EDI program. Using GTIN/UPC/EANs promotes and helps maintain global standards for identification of goods, services and locations. By utilizing vendor GTIN/UPC/EAN and associated data for internal and external communication we can speak the “same language”. GTIN/UPC/EANs enhance efficiency and effectiveness of supply chains. WHAT IS A GTIN? It’s a 14 digit data structure encompassing many familiar barcodes; two of these being UPCs and EANs. Compliance for GTINs was expected by January 1, 2005. Guidelines • • • • • Assign your GTIN/UPC/EAN at the Product ID/Colour/Size Level. Have a GTIN/UPC/EAN quality assurance program in place if you are marking goods with the GTIN/UPC/EAN bar codes and numbers. Affix your GTIN/UPC/EAN properly Provide Holt Renfrew with your GTIN/UPC/EANs in a timely fashion. They are accepted in the following manner: - Inovis catalogue - Email – attached electronic file (e.g.. xls, PDF, etc) - Email – keyed into the body of a message - Fax EDI purchase orders cannot be written until your GTIN/UPC/EANs are in our item system linked to our Holt Renfrew SKU. For further information on obtaining GTIN/UPC/EANs please refer to the steps on the GS1’s website (www.gs1.org) which are listed under “Need a barcode” (http://www.gs1.org/barcodes/need_a_bar_code) Helpful Hints • • • • • A central control system is necessary for GTIN/UPC/EAN assignment, to avoid duplicate GTIN/UPC/EANs for same product. Communication of GTIN/UPC/EANs to the trade is the manufacturer’s responsibility. Multi pack items must have a Multi Pack GTIN/UPC/EAN. The purchase of an GTIN/UPC/EAN verifier is required to ensure GTIN/UPC/EAN quality, whether on-site or off-site printing is used. If zero suppressed GTIN/UPC/EANs are being used, the manufacturer must supply the full 12 digit UPC or full 13 digit EAN to the Buyer. Page 23 of 132 AUTOMATIC REPLENISHMENT (AR) Overview Holt Renfrew has an automatic replenishment system in place. We replenish based on a model stock levels, established by the buyer. The replenishment system generates purchase orders on a cyclical basis. The effectiveness of the replenishment system is dependent on several vendor prerequisites: a) Lead time • Time required to pick/pack the order and deliver to the Holt Renfrew Distribution Centre • The ideal situation for AR vendors is the shortest lead-time possible: - For domestic vendors – 5 days - For US vendors – 10 days - For foreign vendors – 15 Days b) Reorder Packs • Reorder packs should be low enough to meet weekly rate of sale requirements. A reorder pack of 1 is optimum. c) Order Minimum • The ideal requirement is to have no order minimum. d) EDI Compatible • EDI is the preferred method of communication in order to support our AR program • If vendor is not EDI capable, the purchase order will be emailed in a PDF file and the vendor must confirm receipt of the order within 24 hours. e) Fill Rate and On-Time Delivery • Ability to fill order complete • Holt Renfrew’s target fill rate is 100%; minimum requirement 90% • All AR purchase orders must be delivered within the order’s designated ship/cancel window • The rules for AR purchase orders are very straightforward: 1) Ship exactly the products that are ordered (i.e. no substitutions) 2) An item shipped with a different GTIN/UPC/EAN or style number is considered a substitution. 3) Ship exactly the quantities ordered - no overages, no shortages 4) Out of stock items and discontinued items must be communicated to the appropriate AR contact upon receipt of the purchase order. f) In-Stock • A successful In-Stock of AR merchandise is the direct result of the vendor’s ability to meet the above requirements. Page 24 of 132 For further information please contact the appropriate AR analyst: Cosme Cosmetics: Womenswear: Menswear (Primary): Menswear (Secondary): Accessories, Jewellery, & Ladies Footwear: 1-416-960-2875 1-416-960-7073 1-416-960-2556 1-416-960-2869 1-416-960-2563 AR Compliance Policy Holt Renfrew’s Automatic Replenishment system is only effective when we receive exactly what was ordered and it’s delivered in a timely manner. Substitutions are not allowed on any Automatic Replenishment orders. There will be compliance charges for substitutions and overshipments. Where merchandise is substituted or over-shipped on an Automatic Replenishment order, the following will occur: • The vendor will be assessed a handling charge of Labour Cost ($45) x Time Incurred. NOTE: There is a minimum cost applied to sort out the shipment as follows: 1st time occurrence – 2nd time occurrence – 3rd time occurrence – minimum $250 minimum $500 minimum $1000 • The vendor must provide a Return to Vendor Authorization Number to our distribution centre within 24 hours of notice. • The handling charge will be deducted from the payment pertaining to the purchase order where the substitution or over-shipment occurred. • Merchandise shipped in quantities greater than stated on the purchase order may be returned to the vendor at the vendor’s expense. Any further questions should be directed to the Department of Distribution Administration: Phone 1-416-675-9200 x. 89922 or email supplychain@holtrenfrew.com Automatic Replenishment Shipping Labels In an effort to ensure AR merchandise reaches the stores as quickly as possible, we require the use of Automatic Replenishment Priority Shipping Labels for all AR purchase orders. Vendors who ship AR purchase orders should attach these labels to each carton of the shipment. This allows the distribution centre to prioritize the receipt of the purchase order. All AR purchase orders are identified as ‘AR Order’ in the header of the order. Automatic Replenishment Shipping Labels are available by request from Holt Renfrew’s distribution centre: labels@holtrenfrew.com Page 25 of 132 Shipping Label Sample PRIORITY A.R. ORDER NOTE: This label must be affixed to AR shipments only. As noted above, purchase orders that are part of our Automatic Replenishment program will be processed with priority. Page 26 of 132 CHAPTER 4: VENDOR LOGISTICS AND SHIPPING Page 27 of 132 CHAPTER 4: VENDOR LOGISTICS AND SHIPPING INTRODUCTION OVERVIEW OBJECTIVE 30 30 30 THE RETAIL READY PROGRAM HOLT RENFREW TICKETS 30 30 LABELLING REQUIREMENTS NUTRITION LABEL UPHOLSTERED AND STUFFED ARTICLES REQUIREMENTS BILINGUAL REQUIREMENTS LABELLING COMPLIANCE POLICY APPLICATION OF LABELS 31 31 32 32 33 33 HOLT RENFREW LABELLING HOW TO ORDER LABELS HOLT RENFREW LABEL PRICES 35 35 36 HOLT RENFREW TICKETING VENDOR PRODUCT MARKING GUIDELINES INFORMATION ZONES CONCEPT THE SEVEN INFORMATION ZONES FORMAT GUIDELINES FOR APPAREL AND FASHION ACCESSORIES LABELS HOLT RENFREW PRICE TICKET PLACEMENT GUIDELINES 37 37 38 38 40 43 HOLT RENFREW HANGER POLICY HANGING MERCHANDISE HOLT RENFREW HANGER PROGRAM SUPPLIER CONTACT HOLT RENFREW HANGER PROGRAM PRICE LIST 54 54 54 58 HOLT RENFREW SHIPPING PALLETIZATION REQUIREMENTS PALLET IDENTIFICATION 59 59 59 HOLT RENFREW CARTON REQUIREMENTS PACKAGING REQUIREMENTS REQUIREMENTS FOR HAZARDOUS MATERIAL CARTON LABELLING 60 60 60 60 PRIORITY SHIPMENTS 61 HOLT RENFREW DOCUMENTATION REQUIREMENTS BILL OF LADING (B.O.L.) PACKING SLIP (P/S) PURCHASE ORDER (PO) 63 63 63 64 CUSTOMS DOCUMENTATION AND REQUIREMENTS 65 HOLT RENFREW APPOINTMENT SCHEDULING 69 Page 28 of 132 DOMESTIC APPOINTMENT SCHEDULING FOREIGN AND USA DELIVERY SCHEDULING / PICK-UP / DROP-OFF 69 70 TRANSPORTATION DOMESTIC AND USA EUROPE AND ASIA DESIGNATED CARRIERS FOREIGN SHIPMENTS, EXCLUDING THE UNITED STATES SHIPPING FROM THE UNITED STATES SHIPPING FROM WITHIN CANADA SHIPMENTS UNDER 50 LBS. 71 71 71 71 72 72 72 72 MERCHANDISE STANDARD ROUTING INSTRUCTIONS 72 Page 29 of 132 CHAPTER 4: VENDOR LOGISTICS AND SHIPPING INTRODUCTION Overview Holt Renfrew is committed to a continuous flow of merchandise through its Distribution Centre. This section outlines the instructions to our vendors, which will enable us to complete the following objective. Objective To order, receive, process and ship merchandise to Holt Renfrew stores in the most timely and cost-effective manner. THE RETAIL READY PROGRAM This chapter will detail Holt Renfrew’s general requirements for all logistic and shipping information. There is however, a special segment on shipments – Retail Ready. The Retail Ready (R/R) program is composed of vendors who can fulfill the following floor-ready requirements: • • • • • Individual Holt Renfrew tickets attached to merchandise in an appropriate proper location Shipments prepared, packaged and labeled for individual store locations Cartons are clearly identified by affixing the R/R label Packing slip/invoices must accurately reflect product being shipped If applicable, please ensure that the Hazardous Material Safety Data Sheet (MSDS) is attached to merchandise R/R shipments are given priority for processing through our distribution centre. Holt Renfrew Tickets Vendors must arrange for Holt Renfrew tickets through the buyer/assistant buyer(s). Once arranged, tickets will be printed and sent to you in “Bulk” or sorted “By Store” – please advise your buyer of your preferred pre-ticketing distribution. The buyer will then ensure the tickets are sent to you from our Distribution Centre. Holt Renfrew tickets are provided and shipped free of charge via FedEx by our Distribution Centre. All purchase orders are accompanied by a store distribution to enable vendor ticketing and packing by store. Page 30 of 132 LABELLING REQUIREMENTS According to Canadian Federal and Provincial labelling laws you must comply with certain requirements for most products (for detailed information please refer to the Textile Labelling Act in Chapter 6, beginning on page 99). Some of the labelling requirements are listed below: • CA Label: A CA label contains a CA number, which is a registered identification number issued by the Canadian government. In place of a CA number, the name and complete postal address of the responsible dealer, manufacturer, importer or retailer may be shown on the label. Private label vendors may use Holt Renfrew’s (CA 00985) or the manufacturer’s CA number. Options – sticky label, sewn-in Holt Renfrew label (which has our CA number), or incorporate our CA number on your fibre content label. Any label used must be permanently affixed and/or able to withstand a minimum of 10 cleanings of the product. • Country of Origin (i.e. Country of Manufacture): A label containing the country of origin shall follow the words “Made in”, “Product of “, OR other words of similar meaning, in both English and in French. • Fibre Content: A label containing the generic name of each fibre must be listed immediately followed by the percentage of the weight it represents (beginning with the highest content first) in both English and French. All products made of rayon, viscose or other man-made fibres made from bamboo must be labelled to indicate first the generic fibre from which they are made. • For guidance on Labelling Textile Articles Derived from Bamboo, please visit: http://www.competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/03021.html • Care Instructions Label: International care symbols alone are acceptable. The definitions of the care symbols are optional, however, if they are provided they must be in both English and French. • More details can be found in Chapter 6 (pages 99, 102-104); additionally, Industry Canada’s Guide to Apparel and Textile Care Symbols, can be viewed at: http://www.ic.gc.ca/eic/site/oca-bc.nsf/eng/ca02009.html Note: For further details regarding exemptions please refer to page 101. Nutrition Label The Food and Drug regulations stipulate the requirements for three different types of nutrition information on food labels: • Nutrition Facts Table: the regulations make the Nutrition Facts Table mandatory on pre-packaged foods with some exemptions. The Nutrition Facts Table has a consistent format and provides information on calories and 13 nutrients: fat, saturated fat, trans fat, cholesterol, sodium, carbohydrate, fibre, sugars, protein, vitamin A, vitamin C, calcium and iron. Page 31 of 132 • Nutrient content claims: the regulations update the past requirements for nutrient content claims (e.g., low in saturated fat, low sodium, etc.) based on current science and also introduce new claims (for example, free of trans fat). • Diet-related health claims: the regulations permit four claims for foods that are suitable for diets that reduce risk of high blood pressure, heart disease, some types of cancer, and osteoporosis. For more details on Guide to Food Labelling and Advertising, and related exemptions, please refer to Chapter 6 (page 105) or go to: http://www.inspection.gc.ca/english/fssa/labeti/guide/toce.shtml Upholstered and Stuffed Articles Requirements The Upholstered and Stuffed Articles Act is regulated at the provincial level in Ontario, Manitoba and Quebec. It is intended to protect the public from use of unclean filling materials. Items such as insulated outerwear, quilted shirts, bedding, toys, furniture or any product that contains hidden fill is covered by the legislation. Inspection of our stores occurs on a regular basis; therefore all products must be in compliance using the correct label. If not, the result is product removed from sale. For more details on upholstered and stuffed articles regulations please refer to Chapter 6 (pages 106-107). Bilingual Requirements • All fibre content information or terms that relate to fibre (for example: lining) must be in English and French. Abbreviations are not acceptable. Registered trademark names used to describe fibre content must be accompanied by their generic names. For example, since Lycra is a registered trademark, if it is used in the fibre content description, it must be accompanied by the word spandex (in English and French). If the French term of a fibre is identical (with no accents) to its English counterpart, then the term needs only to be printed once. • Country of Origin and all terms relating to country of origin must be in English and French. • Proper accents are required on both upper and lower case letters for all French terms, and both French and English must be of equal prominence in accordance with Provincial Laws of the Province of Quebec and the Federal Laws of Canada. • All packaging (primary/secondary) and labelling must adhere to Federal and Quebec packaging laws. For more details on Labelling Compliance, please refer to Chapter 6 of this manual or go to the following website: http://www.cb-bc.gc.ca/eic/site/cb-bc.nsf/eng/01248.html Page 32 of 132 Labelling Compliance Policy In accordance to the Canadian Federal and Provincial Labelling Laws, the following requirements must be met in an effort to expedite your product to our stores: • • • • • • • CA Label Country of Origin Fibre Content Care Instructions Label Nutrition Label Upholstered and Stuffed Articles Requirements Bilingual Requirements Failure to meet these labelling requirements will result in the following compliance charges: 1st time occurrence - minimum $250 2nd time occurrence - minimum $500 3rd time occurrence - minimum $1,000 The vendor will also be assessed a handling charge of Labour Cost ($45) x Time Incurred. Application of Labels In general, for tops and jackets the label should be in the centre of the neck area, midway between the shoulder seams. For skirts and pants the label should be located in the waistband. On other goods, it must be readily accessible. All lettering must be of equal size. All of the labelling requirements can be done on one label or multiple labels (for example, the CA number, fibre contents (in English and French), country of origin, and care instructions can all be placed on one label.) Labels shall be marked with the country of origin in a conspicuous place legibly, permanently, and always be in front of the fibre content label. Federal and Provincial guidelines to be followed for labelling include, but are not limited to: • • • • • Fibre content information may appear on reverse side of the label if, on the front side of the label, the words “fibre content on reverse” appear. Separate labels are not permitted to be used in labelling separate and distinct sections of a product. The content information in respect to the various sections, such as interlinings, linings, etc., must be set out separately on the same side of the label showing the content of the outer shell. The terms “hair” or “fibre” must be used in immediate conjunction with the name of the animal, such as “mink hair” or “mink fibre”. If no reference is made to the animal, the hair or fibres may be designated as fur fibres. All labels must be permanently affixed and/or able to withstand a minimum of 10 cleanings of the product. All labels must be legible, easily accessible, and prominently shown. Page 33 of 132 • There are some exemptions. For details please refer to Chapter 6 of this manual or refer to: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/01248.html For any pre-packaged items, the required information must be shown on the package unless the label on the item is clearly visible to the prospective purchaser. Please refer to labelling requirements and legislation as specified by Industry Canada http://www.cb-bc.gc.ca/eic/site/cb-bc.nsf/eng/h_01436.html A Labelling Assessment Tool is available to help businesses meet government labelling requirements at: • Textile: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/h_02940.html • Down and Feather: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/h_02941.html • Nutrition Labels: http://www.inspection.gc.ca/english/fssa/labeti/nutricon/nutricone.shtml Further questions regarding labelling or label placement may be directed to: supplychain@holtrenfrew.com Page 34 of 132 HOLT RENFREW LABELLING How To Order Labels Laven Industries Vendor Ordering System Instructions: How To Login: Go to http://www.lavenorders.com in your web browser. Once on the Access Points page click on “Holt Renfrew”. You will then be requested to read our Trade-Mark Rights – Legal Notice and Label Use Agreement. Once agreed, click on “I agree to abide by the above statement.” The site will prompt you to enter the User Name and Password. User Name: client15 Password: fabric4m You will be asked to complete a four-page form. Once you have submitted your order, Laven will contact you regarding price and payments. The steps are as indicated on your “How To Order” page. 1. Option to select the style and quantity of your main label. 2. Option to select the style, quantity and care instructions for your content/care label 3. Option to select the style of your size label and fill in the required size quantities 4. Fill in your address information and submit your form. We trust that you will find the site easy to use and that it will help you meet your labelling requirements in a timely and cost effective manner. If you have any questions or concerns, please call Laven Industries directly: LAVEN INDUSTRIES 570 Hood Road, #10 Markham, ON L3R 4G7 Canada Tel: 1-905-477-4410 Fax: 1-905-477-6107 Email: lorraine@laven.com Corporate Website: www.lavenindustries.com Page 35 of 132 Holt Renfrew Label Prices Prices effective: January 2010 HRB – L – 01 Black Holt Renfrew Woven Label Made of 100% Micro Damask Size: 68cm x 32 cm 600/Box $116.00/M HRB – M – 01 Black Holt Renfrew Woven Label Made of 100 % Micro Damask Size: 54cm x 16cm 550/Box $41.00/M HRB – MI – 01 Made In Italy Black Holt Renfrew Woven Label Made of 100% Micro Damask Size: 54cm x 16cm 550/Box $41.00/M HRB – S – 01 Black Holt Renfrew Woven Label Made of 100% Micro Damask Size: 50cm x 16cm 500/Box $41.00/M HRW – L – 01 White Holt Renfrew Woven Label Made of 100% Micro Damask Size: 68cm x 32 cm 600/Box $116.00/M HRW – M – 01 White Holt Renfrew Woven Label Made of 100 % Micro Damask Size: 54cm x 10cm 4500/Box $41.00/M HRW – MI – 01 Made In Italy White Holt Renfrew Woven Label Made of 100% Micro Damask Size: 54cm x 16cm 550/Box $41.00/M HRW – S – 01 White Holt Renfrew Woven Label Made of 100% Micro Damask Size: 50cm x 10cm 500/Box $41.00/M HRB – M – 01AD Black Adhesive Woven Holt Renfrew Woven Label Made of 100% Micro Damask Size: 50cm x 10cm 1600/Roll $100.00/M HRW – M – 01AD White Adhesive Holt Renfrew Woven Label Made of 100 % Micro Damask Size: 50cm x 10cm 1600/Roll $100.00/M HRB – MI – 01AD Made In Italy Black Adhesive Holt Renfrew Woven Label Made of 100% Micro Damask Size: 54cm x 16cm 1600/Roll $100.00/M HRB – MI – 01AD Made In Italy White Adhesive Holt Renfrew Woven Label Made of 100% Micro Damask Size: 54cm x 16cm 1600/Roll $100.00/M ADHESIVE HOLT RENFREW PRINTED LABEL White Made of 50 % Acetate & 50 % Rayon 1000 per roll $18.00/M SEW IN HOLT RENFREW PRINTED LABEL White Made of 100% Polyester 1000 per package $18.00/M Page 36 of 132 HOLT RENFREW TICKETING Vendor Product Marking Guidelines The following overall bar code symbol marking guidelines apply to all branded apparel and branded general merchandise products. This includes the entire bar code symbol marking variations described in this manual and all types of merchandise presentation including hanging, folded, packaged, or freestanding. 1. Branded apparel and general merchandise should be identified using GTIN/UPC/EAN bar code. 2. Branded apparel and general merchandise should be identified at the lowest product variant level (size/colour). Each size and colour must have a unique identification number. 3. UCC-12 (12 digit UPC) and EAN/UCC-13 (13 digit EAN) are item identification standards. Each merchandise item should be individually marked with an UPC or EAN bar code. Standard shipping assortments and other vendor/retailer pre-pack arrangements do not prelude item specific bar code symbol marking requirements. Pre-pack merchandise can be marked as a single item ONLY if the consumer must buy the entire set. 4. Tickets, tags, and packaging containing bar code symbols may be of varying overall sizes as desired by vendors. These guidelines impose no overall ticket size restrictions. 5. The bar code symbol may be proportionally reduced in magnification. However, such reduction must never be less than 80% of nominal size. 6. Any reduction in the height of the bar code symbol will be done at the recognized risk of less than acceptable read rates. Suppliers and retailers are strongly urged to provide full height bar code symbols. 7. UPC and EAN bar codes should be printed with black bars on a white background. This will ensure that the symbol is scannable at the retail point-of-sale by the widest variety of scanning devices. 8. The human readable text printed beneath the symbol should be .108” high at nominal symbol size and should be printed in the 1-5-5-1 format (for example, 0 10250 12345 6) for UPCs and in the 1-6-6 format (for example, 0 102501 234567) for EANs. The text must be printed including the check digit. This will enhance accuracy for keyentry purposes if required. 9. The bar code symbols should be located as close to the centre of tags or tickets as practical. This will minimize obstruction of the symbol in hand-held scanning environments and ensure maximum scannability at the retail point-of-sale. 10. The bar code and all other required human readable interpretation information should be oriented the same way, vertically or horizontally. Bi-directional orientation is permitted only on an exception basis. Page 37 of 132 11. Holt Renfrew price tickets and vendor hang-tags that include bar code symbols should be attached in a secure manner. Since the retailer or manufacturer may add item price to these tickets, insecure ticket attachment techniques are not allowed. This will ensure that the correct bar code symbol is associated with the product and that adhesive retail price stickers, which may be added, remain securely attached. 12. Particular attention should be given to the print quality of the bar code symbol. It is the vendor’s responsibility to ensure that all tickets are both machine scannable and human readable. For further information please refer to the GS1 website or you can refer to your local GS1 site: GS1: http://www.gs1.org/ GS1 Canada: http://www.gs1ca.org/home.asp GS1 United States: http://www.gs1us.org/ Information Zones Concept The information zones concept constitutes an overall framework for all subsequent sections of this chapter. The information zones include the bar code symbol and all other human readable interpretation information that is provided to identify the product. Consistency in the layout of all merchandise identification information, including the bar code symbol, is a key factor in the successful use of bar code symbol marking at the retail point-of-sale. Overall Format Guidelines Include: 1. The upper portion is the location for the human readable interpretation product identification numbers. 2. The lower portion of the format was determined to be the preferred location of information that is provided for the consumer such as price, size and fabric content. 3. The centre portion of the format was found to be the best location for the bar code symbol. The centre location serves to protect the bar code symbol from the possible obstruction in marking formats by forming a natural boundary between the consumer information and the vendor/retailer information. The Seven Information Zones Zone 1: Merchandise Identification: this is the primary Human Readable Interpretation merchandise identifier, assigned by the manufacturer. Zone 2: Vendor Information: optional vendor production information such as cut number and dye lot, and is primarily used in apparel marking. Zone 3: Bar Code Symbol: GTIN/UPC/EAN. Zone 4: Consumer Information: for optional product information such as fibre content and country of origin. Zone 5: Size/Dimension. Page 38 of 132 Zone 6: tickets. Space for Retail Price: allows for addition of price stickers to vendor bar code symbol Zone 7: Manufacturer’s Suggested Price: must be perforated for optional removal. Page 39 of 132 Format Guidelines for Apparel and Fashion Accessories Labels Hang-Tag Format and Vendor Brand Hanging Tickets: Vendor Hang-tags serve a dual purpose. First, they provide brand identification to the consumer. Second, since the back of a hang-tag is frequently used for product information and the product identification number, the back of the hang-tag should carry the GTIN/UPC/EAN bar code symbol that identifies the product. Sewn-on (Joker) Label Format: Used almost exclusively for apparel merchandise, sewn-on labels are similar in format to hang tags. Because it is sewn-on, only one side of the label is available for the vendor’s logo, the GTIN/UPC/EAN symbol, and merchandise identification information. Inclusion of a vendor logo on the label is optional. If it is included, it should not appear at the bottom, because a retail price label may obscure it, or it could be torn off by the removal of the retailers suggested retail price. Vertical layout Horizontal layout Page 40 of 132 Sewn-in Label Format Sewn-in labels are often used for home textile products, and may be either paper or cloth based. Because the hem normally covers a portion of the sewn-in label, the label should be designed with sufficient blank space on the end that will be attached to the product. Care must be taken to ensure that the hem does not obscure merchandise identification information on the label, and that the hem does not interfere with the readability of the GTIN/UPC/EAN at the retail point-of-sale. Plastic Packaged Products’ Label Format Two different methods exist for marking GTIN/UPC/EAN symbols on plastic packaged products: • • Incorporate the GTIN/UPC/EAN and other merchandise identification information into the artwork of the packaging, or Print the GTIN/UPC/EAN and other merchandise identification information on an adhesive label that can be press-applied to the product. To successfully scan merchandise carrying the GTIN/UPC/EAN, consistent bar code placement is needed. The symbol placement guidelines for plastic packaged products have been designed with flexibility to accommodate differences that may arise from industry to industry: 1. 2. 3. 4. The voluntary guideline for the placement of the GTIN/UPC/EAN is the front top right-hand corner. The symbol and other product information may be located on any side of the product. However, all products within a particular merchandise category must use the same side of the package for GTIN/UPC/EAN marking. The orientation of the GTIN/UPC/EAN and other product identification information should be consistent with any graphics or descriptive data on the plastic package. The symbol and other product information, whether built into the package artwork or an adhesive label, must not be closer than 8mm (0.3 in.) or farther than 102mm (4 in.) from any edge of the package. Boxed Products’ Label Format Some boxed products may be sold in or out of the box, and some are sets that may be sold as individual pieces. Box size may range significantly. For extremely large boxed products, consider using a two-part tear-off GTIN/UPC/EAN bar code symbol label to facilitate scanning at the point-of-sale while leaving one label on the box. Page 41 of 132 Two methods exist for marking GTIN/UPC/EAN symbols on boxed products: 1. Incorporate the GTIN/UPC/EAN and other merchandise identification information into the artwork of the box. 2. Print the GTIN/UPC/EAN and other merchandise identification information on an adhesive label that can be applied to the box. Inclusion of a vendor logo in the box-marking format is optional. If it is included, it should not appear at the bottom because a retail price label may obscure it, or it could be torn off if a manufacturer’s suggested retail price is removed. Background printing of logos should be avoided as it may obscure required information or important consumer information. Certain boxed products may be sold out of the box as a freestanding item or they may be sold in the box. This creates a dilemma for the manufacturer: should the item or the box be marked? One solution is to use a special adhesive label known as a double-stick label. It allows manufacturers to mark the box and leave the item marking decision to the retailer. The doublestick label has two layers of backing material. The first layer is peeled off when the label is applied to the box. At the retailer’s option, the adhesive label may be peeled off a second time and applied directly to the product. Another solution is to mark both the box and the item with the same GTIN/UPC/EAN symbol. Consistent marking location within an industry or product category is mandatory for GTIN/UPC/EAN symbol labelled merchandise to function successfully at the retail point-ofsale. Since the category of boxed products includes a diverse merchandise group, location guidelines have been designed with considerable flexibility to accommodate differences that may arise from industry to industry: 1. 2. 3. 4. The voluntary guideline for the location of the GTIN/UPC/EAN symbol and other product information for boxed products sold primarily in the department or specialty store environment is normally the exposed surface of the box. The orientation of the GTIN/UPC/EAN and other merchandise identification information should be consistent with any graphics or descriptive data on the box. The symbol and other product information, whether built into the package artwork or an adhesive label, must not be closer than 8mm (0.3in) or farther than 102mm (4in) from any edge of the package. The GTIN/UPC/EAN and other merchandise identification information on plastic packaged products should be located on the front top right-hand corner. Page 42 of 132 Banded Products Label Formats Banded packaging involves a fairly specialized group of products. This type of packaging is commonly associated with hosiery (i.e. socks) or yarn products. Two methods exist for marking banded products: 1. 2. Incorporate the GTIN/UPC/EAN and other merchandise identification information into the artwork of the band. Print the GTIN/UPC/EAN and other merchandise identification information on an adhesive label that can be applied to the band. The typical banded product label will feature the vendor’s logo on the front while the back will contain the product identification number, consumer information, and the GTIN/UPC/EAN. The vendor’s logo can also be printed on the back of the band as part of the band-marking format. However, care should be taken to ensure that there is no obstruction of the GTIN/UPC/EAN or other important product information. Background printing of logos should also be avoided. Holt Renfrew Ticket Placement Guidelines For general merchandise, particularly on non-packaged ready-to-wear apparel, the recommended marking approach is for suppliers to incorporate the GTIN/UPC/EAN into existing tags, tickets, or packaging. For successful bar code symbol marking of apparel and general merchandise in the retail environment, it is vital that all vendors follow the voluntary placement guidelines outlined in the following pages. Placement of the bar code symbol label on the garment must be determined based on several criteria such as merchandising and fabrication. In addition, alternative placement may be necessary since fashions vary in shape, size, composition, and other ways that may affect placement. For example, symbol placement on a garment constructed of a delicate fabric such as silk should be made so that application or removal of the symbol will not damage the fabric. Alternative placement should only be used if factors such as design or fabrication do not support the primary placement of the symbol. With multiple piece sets, the bar code symbol should be placed on the dominant outer, top article of the set, following the appropriate guidelines for that apparel type. For example, the symbol should be placed on the coat of a man’s three-piece suit, and the guidelines for men’s and boy’s sport coats/blazers/suits should be followed. Each component of a set can be marked as part of a set; however each piece should not be marked with a GTIN/UPC/EAN. Page 43 of 132 Placement of set reference tag should follow marking guidelines for each component. The reference tag can include either: • • A human readable interpretation reference to the merchandise identifier, usually the style number, although it may be pattern, model, or garment type, and the size grouping. Only a human readable interpretation of the identification number for the set and size grouping. NOTE: These ticket placement guidelines apply to Holt Renfrew price tickets as well as vendor brand ticketing. Please be aware of this if you are Retail Ready. NOTE: The following ticket placement guidelines can be found at: http://www.gs1ca.org/files/std_upcmarking89_v1_en.pdf Accessories-Backpacks This category includes items such as backpacks, knapsacks, and fanny packs. Place the bar code symbol on the left strap buckle. Accessories-Belts Place the bar code symbol inside the base of the buckle. As an alternative, loop the bar code symbol through the buckle. Accessories-Bibs This category includes items such as free-hanging infant bibs. Place the bar code symbol through the left-hand seam. Accessories-Caps and Visors This category includes caps that do not have a full brim or headband such as baseball caps, berets, visors and beanies. Place the bar code symbol through the Holt Renfrew or manufacturer’s label or outside back centre seam. Accessories-Cummerbunds This category is for non-packaged cummerbunds. If the cummerbund is to be merchandised in a package, see the guidelines for packaged apparel. Page 44 of 132 Attach the bar code symbol adjacent to the fastening device. Accessories-Dickies and Collars Attach the bar code symbol though the care label or manufacturer label. Accessories-Footwear, Open This category includes sandals, slippers, athletic shoes, or other footwear that is banded together and intended to be sold loose or unboxed. Attach the bar code symbol to the connecting string. Accessories-Glasses This category includes non-prescription eye-glasses such as sunglasses or pre-made readers. Fasten the bar code symbol around the left arm of the glasses. Accessories-Gloves and Mittens Attach the bar code symbol through the connecting string of the gloves or mittens or through the manufacturer’s label. Accessories-Hinged Handbags This category includes items such as clutches, coin purses, and drop kits. Place the bar code symbol though an outside hinged joint. Alternative placement: Affix the symbol to the inside of a main compartment. Accessories-Handbags and Purses This category includes items such as cinch sacks and purses. Loop the bar code symbol around the main outside strap, handle, zipper, or frame joint. Accessories-Hats This category includes constructed hats with or without a brim such as cowboy hats, straw hats, fedoras, pillbox hats, felt hats and dressy hats. Page 45 of 132 Attach the bar code symbol inside the hat through the headband or through the manufacturer’s label. Accessories-Knit Hats This category includes unconstructed hats with no brim or headband such as knit hats and ski masks. Place the bar code symbol through the manufacturer’s label. Accessories-Carded Jewellery This category includes jewellery that is sold attached to a card such as earrings, pins, broaches, charms, hair clips, tie tacks, cuff links, and studs. Affix the bar code symbol to the back of the card. As an alternative, affix the bar code symbol to the bottom of the box if the card is mounted in a box. Accessories-Loose Jewellery This category includes items such as necklaces, chains, bracelets, bangles, and rings. Loop the bar code symbol through the item. Accessories-Key Chains Loop the bar code symbol around the key ring. Accessories-Luggage and Briefcases This category includes items such as briefcases, suitcases, garment bags, and duffel bags. Attach the bar code symbol around the main carrying handle. Accessories-Scarves This category includes items such as winter scarves and silk scarves. Attach the bar code symbol through the care label or manufacturer label. Page 46 of 132 Accessories-Shawls Attach the bar code symbol through the care label or manufacturer label. Accessories-Suspenders and Braces Attach the bar code to the inside seam of the rear clip or button loop. Accessories-Sweatbands This category includes items such as headbands, wristbands, and ankle bands. Attach the bar code symbol through the middle of the band or through the manufacturer’s label. Accessories-Ties This category includes items such as unknotted ties, clip-on ties, and bow ties of all fabrication. Attach the bar code symbol through the manufacturer label. Accessories-Wallets This category includes items such as wallets, billfolds, and tri-folds. Stitch the bar code symbol to the inside of the bill compartment. Accessories-Watches Attach the bar code symbol to the base of the wrist-watch or the stem of the pocket watch. If the watch is displayed in a box or case, add an additional symbol on the bottom of the box. Accessories-Umbrellas Attach the bar code symbol around the base of the handle. An alternative is to attach the bar code symbol to a packaged umbrella at the handle end of the package. Page 47 of 132 Bottoms-Overalls, Shortalls and Rompers This category includes items such as fabrications of bib and ski overalls, shortalls, and rompers. Place the bar code symbol though the manufacturer’s label at the back centre seam. Bottoms-Folded Pants, Slacks, and Jeans This category includes items such as denim, twill, woven, fleece, and knit pants, slacks, and jeans, with either a constructed, elastic or drawstring waistband that are intended to be merchandised as folded. Place the bar code symbol through the outer seam at back. Bottoms-Hanging Pants, Slacks and Jeans This category includes items such as denim, twill, woven, fleece, and knit pants, slacks and jeans, with either a constructed, elastic, or drawstring waistband that are intended to be merchandised hanging. Attach the bar code symbol thought the outer seam at back. Bottoms-Shorts and Trunks This category includes denim, twill, woven, fleece, and knit shorts, swim trunks, bike shorts, and boxer shorts with either a constructed, elastic or drawstring waistband. Attach the bar code through the outer seam at back. Bottoms-Skirts This category includes items such as denim, twill, woven, fleece, and knit skirts with either a constructed, elastic or drawstring waistband. Place the bar code symbol through the back waist seam or inside waist label. Page 48 of 132 Clothing-Men’s and Boy’s Sport Coats, Blazers This category includes items such as men’s and boy’s sport coats, blazers, two-piece and three-piece suits, and tuxedos. Place the bar code symbol through the back seam at neck. Clothing-Outerwear (Coats and Jackets) This category includes items such as ski jackets, leather jackets, bombers, trench coats, overcoats, raincoats, quilted flannel shirts, and wind breakers. Place the bar code symbol through back seam at neck or through the manufacturer’s label. Clothing-Outerwear (Parkas and Ponchos) This category includes pullover outerwear without waistbands such as parkas or ponchos. Place the bar code symbol through the manufacturer label or care label. Clothing-Vests Attach the bar code symbol to the back seam at neck or through the manufacturer’s label. Clothing-Women’s and Girl’s Blazers and Suits Attach the bar code symbol to the inside neck seam. Dresses-With Sleeves This category includes all lengths of dresses that have a constructed sleeve. If the dress has an outer jacket, the sleeve of the jacket should be considered part of the dress for symbol placement purposes. Attach the bar code symbol inside the collar through the manufacturer label or care label. Page 49 of 132 Dresses-Sleeveless This category includes all lengths of dresses that have no constructed sleeves. Attach the bar code symbol inside the collar through the manufacturer label or care label. Intimate Apparel-Bras This category includes all bras intended to be merchandised on hangers. Attach the bar code symbol through the manufacturer or care label. Intimate Apparel-Boxer Shorts This category includes all boxer shorts intended to be merchandised on hangers. Attach the bar code through the centre back seam or through the manufacturer or care label. Intimate Apparel-Camisoles and Teddies Attach the bar code symbol through the manufacturer label or care label. Intimate Apparel-Hosiery This category includes socks, stockings, and pantyhose. If the items are banded, such as men’s dress socks, see the guidelines for banded apparel. If the items are plastic packaged, such as socks, see guidelines for plastic packaged apparel. If the items are flat packaged, such as ladies hosiery, see the guidelines for flat packed apparel (page 52-53). Intimate Apparel-Panties and Control Garments Attach the bar code symbol through the inside manufacturer label or care label. Intimate Apparel-Sleepwear and Robes This category includes items such as pajamas, bathrobes, housecoats, and nightgowns. Attach the bar code symbol to the inside collar through the manufacturer or care label. Page 50 of 132 Intimate Apparel-Slips Attach the bar code through the manufacturer or care label. Intimate Apparel-One-Piece Swimwear, Body wear, and Dancewear Attach the bar code symbol through the manufacturer or care label. Intimate Apparel-Two-Piece Swimwear Attach the bar code symbol through the manufacturer or care label. Packaged Apparel Packaged Apparel is unique from other packaged products in that the same item is merchandised and sold in a multiple of sizes and colors in like packages. Symbol placement should facilitate unique identification wherever possible. These guidelines are for apparel only. Packaged Apparel-Banded Apparel This category includes apparel, such as packaged socks, with labels placed around the product. Items in this category do not have an outer cover or package. Place the bar code symbol in the centre of the back portion of the label. Packaged Apparel-Flap Boxed Apparel This category includes apparel packaged in boxes with a flap lid that are to be merchandised with the product. Place the bar code symbol on the top right quadrant of the package. As an alternative for boxes that are too thin to accommodate the symbol on the top right quadrant, place the bar code symbol on the front upper right-hand corner of the box. Page 51 of 132 Packaged Apparel-Boxed Lid This category includes apparel packaged in boxes with a removable lid. Place the bar code symbol on the side of the box next to the size identification. Packaged Apparel-Carded Apparel This category includes merchandise that is affixed to a cardboard card for display purposes. Place the bar code symbol in the centre of the back portion of the label. Packaged Apparel-Flat Packed This category includes product packages that are thin and have no sides. Place the bar code symbol on the front upper right-hand corner of the package. Packaged Apparel-Plastic This category includes product wrapped in plastic that may or may not include cardboard inserts, such as packages of underwear and socks. For packaged shirts, see the next subsection (“Packaged Apparel - Packaged Shirts”). Since the category of plastic packaged products includes a diverse merchandise group, location guidelines have been designed with considerable flexibility to accommodate differences that may arise from industry to industry. Place the bar code symbol on the front upper right-hand corner of the package. The GTIN/UPC/EAN and other product identification information may be located on the front or back of plastic packaged products. However, all products within a particular merchandise category must use the same side of the package for GTIN/UPC/EAN marking. Placing the GTIN/UPC/EAN on the back of a product may result in the presentation of the product on the display counter in a backside up orientation by some retailers in order to display the GTIN/UPC/EAN and retail price in full view to the customer. For some very large, bulky, or unusually shaped products, the preferred placement guidelines may be impractical or inappropriate. For example, some products have insufficient flat surface areas, no corners, or no discernible front, back, top, or bottom. In such circumstances, place the bar code symbol in a location that is easily discernible and readable by the consumer. The GTIN/UPC/EAN and other product identification information, whether built into the artwork or an adhesive label, should be located at least 13 mm (0.5 in.) from the top, side, or bottom of the plastic package. This will help prevent distortion of the GTIN/UPC/EAN symbol should the product move within the package. Page 52 of 132 Packaged Apparel-Packaged Shirts This includes woven shirts shipped with an outer packaging to be merchandised with the shirt. Affix the bar code symbol to the back lower-right corner. Tops-Folded This category includes all sleeve lengths of tops, such as woven and knit shirts, blouses, sweaters, and turtlenecks that are intended to be merchandised folded. Attach the bar code symbol inside the collar through the manufacturer or care label. Tops-Hanging Long Sleeve This category includes items such as woven and knit long sleeve shirts, sweaters, turtlenecks, and blouses that are intended to be merchandised hanging. Attach the bar code symbol inside the collar through the manufacturer label or care label. Tops-Hanging Short Sleeve This category includes items such as woven and knit short sleeve shirts, sweaters, blouses, and polos that are intended to be merchandised hanging. Attach the bar code symbol inside the collar through the manufacturer label or care label. Tops-Hanging Sleeveless This category includes items such as woven and knit shirts, blouses, tank tops, sweater vests, and halter-tops that are intended to be merchandised hanging. Attach the bar code symbol inside the collar through the manufacturer label or care label. Page 53 of 132 HOLT RENFREW HANGER POLICY Hanging Merchandise • • • • • • • • All merchandise should be shipped on an appropriate authorized hanger as identified on Holt Renfrew’s hanger program price list. For a completed listing of Holt Renfrew authorized hangers and where to source them please refer to the following pages. The vendor must ensure the garments are secured to the hanger so they do not fall off. Hangers are considered part of the merchandise content and are not returnable. Fashion garments must be individually (or pre-packed) poly-bagged. Merchandise must be packed by store (a store breakdown should be provided with the purchase order). Merchandise must be packed in the SKU sequence as it appears on the order, in other words, by style, first colour sequenced smallest to largest (e.g. black size 10,12,14,16, etc.). Merchandise must be shipped and sorted by purchase order and by store. All hanger hooks must point to the garment’s right shoulder to allow proper handling at the Holt Renfrew Distribution Centre. Holt Renfrew Hanger Program Supplier Contact E.R.A. Display Co Ltd. 2500 Rue Guenette St-Laurent, PQ Canada H4R 2H2 Tel: 1-514-335-0550 or 1-877-372-9273 Fax: 1-514-335-0571 or 1-866-937-2329 • • Terms and conditions: Net 30 days To set up your account, please contact: mjreiher@eragroup.ca or fernandob@eragroup.ca. Page 54 of 132 MENSWEAR MTESG48B Outerwear 19” black hanger with shiny silver hook, 4” shoulders flock – with bar #6153732 MTESG45FB Men’s Suits 17.5” black hanger with shiny silver hook – 4” shoulders flock and flocked bar #6156722 PM36 Shorts & Bottoms 14” black hanger with shiny silver hook & clips – black pads #6401892 MTE46 Tops & Shirts 18” black hanger with shiny silver hook #6107862 MTELS36FB Pants 14.75” black hangers with shiny silver hook – flocked bar #6061532 Page 55 of 132 WOMENSWEAR MTELC41BSF Jackets & Suits 16” black hanger with shiny silver hook – with bar – 3” shoulders flocked #6157842 MTELC41SF Sportswear & Dresses 16” black hanger with shiny silver hook no bar – 3” shoulders flocked 6154842 MTESG45B Oversize Suits & Outerwear 17.5” black hanger with shiny silver hook, 4”” shoulders flock – with bar #6153722 MTE41F Blouses, Tops & Dresses 16” black hanger with shiny silver hook – 7” shoulders flock #6107912 ACCESSORIES F917 Scarf hanger 17” black hanger with shiny silver hook and flocked clips #6107972 PM36 Skirts, Pants & Shorts 14” black hanger with shiny silver hook & clips – black pads #6401892 SWIMWEAR MTE41DB Swimwear 16” black hanger with shiny silver hook and 2” drop bar #6114412 MTE41DB10 Swimwear 16” black hanger with shiny silver hook and 10” drop bar #6114422 Page 56 of 132 DESIGNER BOUTIQUE/EVENINGWEAR 100 15.5” black matte finished hanger with 4” shiny silver hook – 3” shoulders flocked #6221342 SK2 15.5” black matte finished hanger with 4” shiny silver hook - 2” drop bar – 3” shoulders flocked #6241342 SK10 15.5” black matte finished hanger with 4” shiny silver hook - 10” drop bar – 3” shoulders flocked #6261342 LINGERIE SATB12 Bras 12” white seamless satin hanger with shiny silver hook - buttons #6412361 SAT16 Loungewear & Robes 16” white seamless satin hanger with shiny silver hook #6412331 SATB12SK2 Panties 12”white seamless satin hanger with shiny silver hook, bar & clips - buttons #6412371 SATB16 Loungewear & Robes with Straps 16” white seamless satin hanger with shiny silver hook – buttons #6412341 SATB16SK2 Pajama Sets, Sleepwear Sets & Loungewear 16” white seamless satin hanger with shiny silver hook, bar & clips – buttons #6412351 Page 57 of 132 Revised Jan 6, 2010 Holt Renfrew Hanger Program Price List Commodity Style Code Description Pack Price/10 0 MENSWEAR Outerwear Suits Tops & Shirts Shorts & Bottoms Pants MTESG48B MTESG45FB MTE46 PM36 MTELS36FB 6153732 6156722 6107862 6401892 6061532 19” black hanger with shiny silver hook, 4”shoulders flock- with bar 17.5” black hanger w/shiny silver hook, 4”shoulders flock - flocked bar 18” black hanger with shiny silver hook 14” black hanger w/ shiny silver hook & clips – black pads 14.75” black hanger with shiny silver hook – flocked bar 30 30 200 300 200 $162.00 $182.00 $38.00 $67.00 $65.00 MTESG45B MTELC41SF MTE41F PM36 100 6153722 6154842 6157842 6107912 6401892 6221342 30 100 100 200 300 52 $152.00 $98.00 $109.00 $65.00 $67.00 $558.00 SK2 6241342 25 $669.00 SK10 6261342 17.5” black hanger with shiny silver hook, 4”shoulders flock - with bar 16” black hanger with shiny silver hook –no bar–3” shoulders flocked 16” black hanger w/shiny silver hook –with bar–3” shoulders flocked 16” black hanger with shiny silver hook- 7” shoulders flock 14” black hanger w/shiny silver hook & clips – black pads 15.5” black matte finished hanger with 4” shiny silver hook – 3” shoulders flocked 15.5” black matte finished hanger with 4” shiny silver hook – 2” drop bar 3” shoulders flocked 15.5” black matte finished hanger with 4” shiny silver hook – 10” drop bar - 3” shoulders flocked 25 $733.00 SATB12 6412361 12” white seamless satin hanger with shiny silver hook - buttons 100 $88.00 SATB12SK2 SAT16 SATB16 6412371 6412331 6412341 12” white seamless satin hanger with shiny silver hook, bar & clips – buttons 16” white seamless satin hanger with shiny silver hook 16” white seamless satin hanger with shiny silver hook - buttons 100 100 100 $135.00 $80.00 $90.00 SATB16SK2 6412351 16” white seamless satin hanger with shiny silver hook, bar & clips - buttons 100 $140.00 WOMENSWEAR Oversize Suits & Outerwear Sportswear & Dresses Jackets & Suits Blouses, Tops & Dresses Skirts, Pants & Shorts Designer Boutique & Evening wear Designer Boutique & Eveningwear Designer Boutique & Eveningwear MTELC41BSF LINGERIE Bras Panties Loungewear & Robes Loungewear & Robes with Straps Pajama Sets, Sleepwear Sets & Loungewear Pack Price/100 $295.0 0 $361.00 SWIMWEAR ACCESSORIES Scarves MTE41DB 6114412 16" Black hanger with shiny silver hook & 2" drop bar & clips 100 MTE41DB10 6114422 16" Black hanger with shiny silver hook & 10" drop bar & clips 50 6107972 17” Black hanger with shiny silver hook, flocked clips and logo on both sides F917 $565.0 0 Page 58 of 132 HOLT RENFREW SHIPPING Palletization Requirements In order to facilitate quick response in the Holt Renfrew Distribution Centre, both Holt Renfrew and our vendors must meet the following guidelines for maximum benefit: • • • • • • • All shipments must be on approved standardized 48” by 40” four-way or two-way pallet. There must be no overhanging of cartons. Merchandise on LTL shipments must be properly shrink wrapped or banded to ensure the pallet arrives intact at the distribution centre and is not broken down by the carrier. Holt Renfrew will not supply either the vendor or its carrier with return pallets. When shipping merchandise as a pallet delivery, use a non-returnable standard pallet. Packing Slip or Bill of Lading must match the shipment. AR / R/R / packed-by-store shipments must be palletized, keeping all cartons together, by purchase orders for each individual store on the same pallet. Carton labelling must be legible and correct. It is highly recommended that you do not include the Holt Renfrew name or your brand name anywhere on the exterior of the carton. Pallet Identification All pallet deliveries must be clearly identified, using an 8 ½ x 11” header sheet firmly attached to each individual pallet. The header sheet must contain the following information: • • • PO number assigned by Holt Renfrew Number of cartons per pallet Shrink-wrapped using polyethylene wrap Page 59 of 132 HOLT RENFREW CARTON REQUIREMENTS Packaging Requirements Holt Renfrew material handling systems require the vendor to adhere to the packing instructions in this section. Packaging must conform to our distribution centre conveyable carton specifications: • • • • • • Boxes must be no larger than 30” l x 20” w x 30” h All cartons containing glass or plastic bottles must have dividers to protect merchandise from breaking and crushing; bottles must also be capped All fragile merchandise must be identified with protective markings All liquids should be marked “This Side Up” by vendor and shipped accordingly All cartons must be sealed in a “criss-cross” fashion using tamper proof tape Merchandise affected by freezing or heat should signify “PROTECT FROM FREEZING/HEAT” on the carton. Requirements for Hazardous Material If the shipment contains any hazardous merchandise, a Material Safety Data Sheet must be provided. For further details, please refer to the Hazardous Materials section in Chapter 6. Carton Labelling The accurate receipt of your merchandise is dependent primarily on the proper labelling of your cartons. To avoid unnecessary delays, expense and time consuming correspondence, carefully follow the instructions below. The following information must be provided legibly (clear with a large size font) on each carton - for hanging merchandise the shipping label must be on the side of the bags: • • • • • • • Purchase order number assigned by Holt Renfrew Number of cartons or bags per store Store location name and identification number (see page 13) Packing slip must be attached to the outside of the carton, inserted into a sticky envelope, easily visible or inserted in the lead carton and labeled “Packing Slip Enclosed” Number each carton/bag sequentially (i.e.:1 of 5, 2 of 5, etc.) for each purchase order Holt Renfrew department and class number Weight In order to further safeguard your merchandise while en route to our distribution centre, we strongly advise that the following be implemented in addition to the above: • • • • Use only “H.R.D.C.” as the shipping address name – do not show the Holt Renfrew name Do not show your name on any cartons/bags/tape/skids/etc. which might be visible in transit Ensure that all cartons/bags are completely and thoroughly sealed Shrink-wrap all skids using polyethylene wrap Page 60 of 132 PRIORITY SHIPMENTS To ensure that vendor merchandise is processed as quickly as possible, Holt Renfrew has implemented many initiatives within our distribution centre. These changes are part of Holt Renfrew’s ongoing effort to improve our overall service internally and externally. The Automatic Replenishment Shipping Label and the Retail Ready Shipping Label are shown below. Upon arrival at our distribution centre, this merchandise will be processed immediately. Automatic Replenishment Shipments – Use Label Below PRIORITY A.R. ORDER Retail Ready Shipments – Use Label Below THIS MERCHANDISE IS “RETAIL READY” Automatic Replenishment and Retail Ready vendors must fax or email copies of the packing slip that accompanies each Retail Ready carton. Page 61 of 132 For Domestic shipments, send to: Supervisor, Office Administration Fax: 1-416-675-4907 Email: ros.chahal@holtrenfrew.com For US and Foreign shipments, send to: Supervisor, Traffic Fax: 1-416-675-2478 Email: anita.smith@holtrenfrew.com Or Assistant, Traffic Fax: 1-416-675-2478 Email: violet.toumbev@holtrenfrew.com Replacement labels may be obtained from the Label Department at: Telephone: 1-416-675-9200 x. 89908 Fax: 1-416-675-4907 Email: labels@holtrenfrew.com Further questions and comments may be directed to: Email: supplychain@holtrenfrew.com Page 62 of 132 HOLT RENFREW DOCUMENTATION REQUIREMENTS Bill of Lading (B.O.L.) An accurate and informative Bill of Lading is essential in order to ensure that your merchandise is received promptly and correctly at the Holt Renfrew Distribution Centre. • • • A B.O.L. in duplicate must accompany all shipments. Where multiple purchase orders are being shipped we require only ONE B.O.L. All B.O.L.s and accompanying documents must be faxed to our traffic department upon completion. Fax: 1-416-675-2478 or Email: traffic@holtrenfrew.com The following information must be on the B.O.L.: • • • • Number of cartons and/or bags Holt Renfrew purchase order number; Appointment number, date, time Number of boxes per pallet/skid and number of pallets/skids, for example “20 boxes/skid 1 of 3”. If information is not detailed in such a manner, our carrier will not take responsibility for the number of boxes delivered. Holt Renfrew always verifies the number of cartons shipped as per the B.O.L.. However, we also do a unit check either at our distribution centre or in the store. NOTE: The Bill of Lading is not designed to be a packing slip, and should not be used as one. A packing slip for each purchase order must accompany the Bill of Lading. Packing Slip (P/S) An accurate and detailed Packing Slip is essential in order to ensure that your merchandise is received promptly and correctly at the Holt Renfrew Distribution Centre. Each purchase order must be accompanied by a detailed packing slip by store. The P/S must be in an envelope attached to the outside of the lead carton, or inserted in the lead carton, and marked “Packing Slip Enclosed”. The following information must be included on the P/S: • • • • • • • • • • • Vendor name, address and telephone number Holt Renfrew purchase order number Vendor GTIN/UPC/EAN code or vendor style number Department number Cost by item SKU/item description Quantity shipped by each GTIN/UPC/EAN or vendor style number Total number of units shipped Store number and store location name Total number of cartons/bags The distribution centre ship to address Page 63 of 132 If the received quantity does not match the P/S whether due to overages, shortages, or substitutions, you will be notified in writing and charged back for any variances on a Debit Note. Likewise, if the cost does not agree with the ordered cost, you will be charged back the difference on a Debit Note. You will also be charged back for merchandise that was not ordered or was damaged (due to improper packaging). This merchandise will be returned to you at your cost. NOTE: Debit Notes will be automatically deducted from the next remittance. For Less Than Trailer Load (LTL) and Full Truck Load (FTL) Shipments: • • Packing Slip (P/S) must be visible and attached to the outside of the lead carton. Packing Slip (P/S) must be with the driver’s paperwork. NOTE: All shipments must be packed by individual purchase order; items from different purchase orders should not be mixed in the same carton. Purchase Order (PO) The purchase order number must be in a clear prominent location on the invoice, packing slips and cartons (or over bags if the garments are shipped in a hanging capacity). Shipments will not be accepted without a valid purchase order number. Shipments will not be accepted without a valid delivery appointment (please see page 69 for information on how to book an appointment). Failure to comply with these operating procedures will result in the refusal of the delivery, and therefore the re-delivery of the order. Holt Renfrew will not be held responsible for any additional delivery costs incurred. These will be the sole responsibility of the vendor. Domestic orders accepted by: • • The Holt Renfrew Distribution Centre by appointment Allow at least five days lead time to ensure that shipments arrive on time Foreign/USA Orders Accepted By: • • • Any of our designated carriers – POs are not accepted past cancel date USA: allow at least 10 days lead time to ensure that POs arrive within their ship/cancel window Foreign: allow at least 15 days lead time to ensure that POs arrive at Panalpina within their ship/cancel window Any further questions, please contact our distribution centre at 1-416-675-9200 x. 89928 Page 64 of 132 CUSTOMS DOCUMENTATION AND REQUIREMENTS In addition to the documents outlined above, the Canada Border Services Agency requires the vendor to complete the Canada Customs Invoice. Below is a brief description of how to complete each required field on Form CI1, Canada Customs Invoice, or a commercial invoice. The CCI can be obtained at the following site http://www.cbsa.gc.ca/publications/forms-formulaires/menu-eng.html, a copy of which is included immediately following these instructions. The field name as shown on Form CI1 is in bold face, with similar commercial terms in parenthesis for certain fields. Field Description 1 Vendor - (seller, sold by, remit to, consignor, shipper) - Indicate the name and address of: (a) the person selling the goods to the purchaser; or (b) the person consigning the goods to Canada. 2 Date of direct shipment to Canada - Indicate the date the goods began their continuous journey to Canada. 3 Other references - Use to record other useful information (e.g., the commercial invoice number, the purchaser's order number, etc.) 4 Consignee - (ship to, deliver to) - Indicate the name and address of the person (company) in Canada to whom the goods are shipped. 5 Purchaser's name and address - (sold to, buyer) - The person to whom the goods are sold by the vendor. 6 Country of transhipment - The country through which the goods were shipped in transit to Canada under customs control. 7 Country of origin of goods - The country of origin of invoiced goods is the country where the goods are grown, produced, or manufactured. Each manufactured article on the invoice must have been significantly transformed in the country specified as the country of origin to its present form ready for export to Canada. Certain operations such as packaging, splitting, and sorting may not be considered as sufficient operations to confer origin. Note: The origin of goods as applied to the assignment of tariff treatment is dealt with in Memorandum D11-4-2, Proof of Origin: (http://www.cbsa-asfc.gc.ca/publications/dm-md/d11/d11-4-2-eng.html). 8 Transportation - Give mode and place of direct shipment to Canada - Indicate the mode of transportation and the place from which the goods began their uninterrupted journey to Canada. Page 65 of 132 9 Conditions of sale and terms of payment - Describe the terms and the conditions agreed upon by the vendor and the purchaser. 10 Currency of settlement - Indicate the currency in which the vendor's demand for payment is made. 11 Number of packages - Indicate the number of packages. 12 Specification of commodities - The following information must be provided: (a) Kind of packages - Indicate the kind of packages (e.g.: cases, cartons, etc.). (b) Marks and numbers - Indicate the descriptive marks and numbers imprinted on the packaged goods. The marks and numbers must be legibly placed on the outside of all packaged goods if possible. However, the following classes of shipments do not require marks and numbers: (1) shipments forwarded by parcel post (2) goods shipped in bulk that are not packaged, but merely wire-bound, tagged, or fastened together in lots. However, the number of pieces, bundles, bushels, etc., must be shown on the invoice (3) agricultural equipment and machinery, or machinery parts, when shipped loose. However, when in packages, the invoices must show the numbers and descriptions of same. (c) General description and characteristics - Give, in general terms, a description of the merchandise (e.g.: textiles, auto parts, etc) and show a proper identifying description in commercial terms (e.g.: style or code numbers, size, and dimensions, etc) as known in the country of production or exportation. The condition of the goods, if other than new, must be given on the invoice, and, if applicable, the following information shown: (1) (2) (3) (4) (5) (6) (7) other than prime quality goods remnants job lots close-outs discontinued lines obsolete goods used goods 13 Quantity - Indicate the quantity of each item included in the description field in the appropriate unit of measure. 14 Unit price - (price per article, item amount) - Provide a value in the currency of settlement (as defined under Field 10) for each item described in the description field. 15 Total - Indicate the price paid or payable in the currency of settlement (as defined under Field 10) for the number of items recorded in the quantity field when they Page 66 of 132 were sold by the vendor to the purchaser. Where there is no price paid or payable for the items recorded in the description field, N/A should be indicated. 16 Total weight - Show both net and gross weight. 17 Invoice total - (total value, pay this amount) - The total price paid or payable for goods described on the invoice or on the continuation sheet if used. 18 Self-Explanatory. 19 Exporter's name and address - Indicate the name and address of the person or organization shipping the goods to the consignee/purchaser. 20 Originator - Where the invoice is completed on behalf of a company, the company's name and address must be indicated. The name of the person completing the invoice may also be indicated. Invoices completed on behalf of individuals must indicate the name and address of the person completing the invoice. This field may be left blank if this information is provided elsewhere on the invoice. 21 CCRA ruling - Give the number and date of any CCRA ruling applicable to the shipment. 2225 Indicate the currency used when Field 23 or 24 is applicable. The actual completion of Fields 22 to 25 is self-explanatory with the exception of export packing. The amount of export packing must be indicated if additional packing was required solely for the overseas transportation of goods. Detailed information on the remaining sub-components of these fields can be found in Memorandum D13-4-7, Adjustments to the Price Paid or Payable (Customs Act, Section 48): http://www.cbsa-asfc.gc.ca/publications/dm-md/d13/d13-4-7-eng.html Page 67 of 132 Page 68 of 132 HOLT RENFREW APPOINTMENT SCHEDULING Domestic Appointment Scheduling It is the responsibility of the vendor or their designated carrier to arrange delivery of merchandise to the distribution centre prior to a purchase order’s cancellation date. If delivery is on the cancellation day it must be at the distribution centre by 3 p.m. It is recommended that domestic vendors allow a minimum of 5 days lead time in order to meet the 3 p.m. deadline. Unauthorized attempts to deliver merchandise without an appointment will be refused at the expense of the vendor/carrier. Under no circumstances will Holt Renfrew be held accountable for additional costs incurred. If the vendor/carrier is not able to deliver on the assigned date and time, then please advise Holt Renfrew 24 hours prior to the scheduled appointment time. To arrange a delivery time, you must email: appointmentdesk@holtrenfrew.com at least 48 hours in advance. You will need to supply the following information: • • • • • • • • • Purchase Order Number(s). These will be verified as (an) open order(s) Vendor name/vendor number Name of Delivery Agent Quantity (for example, number of cartons/pallets and/or hanging sets) Faxed copy of the packing slip(s) or invoices prior to arrival. Fax to 1-416-675-4907 Attention of: Appointment Desk Packing slips and invoices must match the merchandise exactly according to our purchase order. No unauthorized overages or substitutions will be accepted. AR and R/R vendors must ensure that an individual packing slip or invoice is attached to each carton containing your merchandise; the packing slip / invoice must match the merchandise within the carton exactly. Each carton must also show the store location name and number (store names and numbers can be found on page 13) as well as the vendor number. Vendors who supply merchandise in “Bulk” must ensure that the packing slip / invoice is attached to the master carton and clearly identified. Additionally the number of cartons within the shipment must also be identified, (e.g.:1/3, 2/3, 3/3, etc.) along with the vendor number. Your packing slip and invoice must match exactly. Under no circumstances should you ever mix purchase orders in the same carton. For any questions relating to documentation for domestic shipments, please contact: Phone: 1-416-675-9200 x. 89928 | Email: appointmentdesk@holtrenfrew.com OR Phone: 1-416-675-9200 x. 89908 | Email: peter.romanelli@holtrenfrew.com Page 69 of 132 Foreign and USA Delivery Scheduling / Pick-Up / Drop-Off US deliveries handled as per designated freight forwarder / customs broker Hercules, must be at Hercules by midnight of the cancellation date. If any other US freight forwarder is used (at vendor’s cost), shipments must arrive at the distribution centre by 3 p.m. of the cancellation date. It is recommended that US vendors allow a minimum of 10 days lead time in order to meet the cancellation deadline. Foreign deliveries to the Holt Renfrew Distribution Centre (H.R.D.C.) are normally handled through Panalpina, our freight forwarder and customs broker. At the absolute latest, shipments must arrive at Panalpina no later than 11:59 p.m. on the cancellation date. It is recommended that foreign vendors allow a minimum of 15 days lead time in order to meet the cancellation deadline. Prior to acceptance of a shipment, Panalpina representatives will confirm FOB status and will require the following: • • • • Purchase order number(s). Cancelled orders will not be accepted. Vendor name / vendor number Name of Delivery Agent Quantity (i.e. number of cartons/ pallets and/ or hanging sets) If everything is verified, arrangements will be made to ship the merchandise. For all shipments originating outside of Canada, the Holt Renfrew Traffic Department requires copies of all documentation, faxed to 1-416-675-2478: • • • • Bill of lading Packing slip(s) Invoice(s) (these must match the merchandise) Export documents, completely and accurately filled out: • Canada Customs Invoice (CCI) (and/or equivalent commercial invoice): Ensure all purchase order numbers are on the CCI with breakdown of style, quantity per purchase order. Refer to pages 65-67 for instructions • NAFTA Certificate of Origin: if applicable, this document must be 100% accurate. The packing slip must match the merchandise within the carton exactly. Each carton must also show the store location name and number as well as the vendor number. Vendors who supply merchandise in “Bulk” must ensure that the packing slip / invoice is attached to the master carton and clearly identified. Additionally, the number of cartons within the shipment must also be identified (e.g.: 1/3, 2/3, 3/3, etc.) along with the vendor number. Documents should be consolidated to cover the whole shipment, not individual cartons, except for the packing slip. A packing slip must be issued per store and if possible, a consolidated manifest. Packing slips and invoices must match the merchandise exactly according to our purchase order. No unauthorized overages or substitutions will be accepted. Page 70 of 132 Under no circumstances should you ever mix purchase orders in the same carton. Any questions relating to documentation for US or foreign shipments please call: The Traffic Department Tel: 1-416-675-9200 Email: traffic@holtrenfrew.com NOTE: Copies of the documents are to be attached to the Bill of Lading and given to the driver at the time of pick-up or drop-off by vendor/carrier. You must ensure that drivers have a complete set of documents in addition to documents attached to each carton. A set of documents, including all customs documentation, must also be faxed to Holt Renfrew’s Traffic Department at: 1-416-6752478. If not, customs clearance of the shipment may be delayed. TRANSPORTATION Holt Renfrew standard is as follows: Domestic and USA Standard: FOB – Humberline (Distribution Centre) For more information contact our Traffic Department: Tel: Tel: Tel: Email: 1-416.675-9200 x. 89417 1-416-675-9200 x. 89906 1-416-675-9200 x. 89903 traffic@holtrenfrew.com Europe and Asia Standard: FOB – Panalpina or designated carrier Designated Carriers If it has been negotiated that the vendor will assume associated costs and responsibility to ship goods to Holt Renfrew, then you may use a carrier of your choosing. For all vendor shipments to Holt Renfrew where Holt Renfrew is responsible for goods in transit (e.g.: where the terms are “FOB City of Origin”, “FOB Ex-Works”, etc.) you must use our nominated carriers only. We have negotiated preferred rates acceptable to Holt Renfrew based on our anticipated volumes and have provided you with contact numbers in Chapter 2 of this manual to make the process as simple and as easy as possible. Please note that we are unable to reimburse any costs associated with the use of carriers that are not authorized. Page 71 of 132 Foreign Shipments, Excluding the United States Holt Renfrew’s Customs Broker / Freight Forwarder is Panalpina. Please refer to www.panalpina.com for local Panalpina branch locations – many are also listed for you in our contacts section in Chapter 2. Shipping from the United States Hercules: US Dispatch 1-800-621-8723; www.herculesfreight.com Shipping from within Canada Quik-X: 1-800-461-8023; www.quikx.com Shipments under 50 lbs. FedEx: 1-800-GO FEDEX (403-3339); www.fedex.com MERCHANDISE STANDARD ROUTING INSTRUCTIONS All merchandise is to be delivered to the Holt Renfrew Distribution Centre at the following address unless an alternative location has been specified on the Holt Renfrew purchase order: H.R.D.C. 396 Humberline Drive Etobicoke, Ontario M9W 6J7 Canada Phone: 1-416-675-9200 Fax: 1-416-675-2478 Page 72 of 132 CHAPTER 5: ACCOUNTS PAYABLE Page 73 of 132 CHAPTER 5: ACCOUNTS PAYABLE VENDOR INVOICING – MINIMUM REQUIREMENTS 75 EXAMPLE: VENDOR INVOICE 77 RETURN TO VENDOR 78 SAMPLE MERCHANDISE 79 Page 74 of 132 CHAPTER 5: ACCOUNTS PAYABLE VENDOR INVOICING – MINIMUM REQUIREMENTS Holt Renfrew’s purchase order (PO) number must appear on all invoices. The invoice number must match the packing slip. Invoices for non-merchandise items (i.e. testers/samples) cannot be combined with merchandise items. If the invoice has these mixed together it will be returned for revision. Invoices must refer to one purchase order only. Invoices quoting more than one purchase order will be returned for revision. Please be advised: Invoices included with shipments are treated as packing slips and will not be processed for payment. For payment processing all invoices must be sent directly to the Accounts Payable department by fax, email, or at the address noted below. Invoices sent to a different address or department will experience significant delays in payment. DO NOT SEND ORIGINAL INVOICES TO THE BUYING OFFICE AT 60 BLOOR. Holt Renfrew and Company Limited Attention: Accounts Payable Department 396 Humberline Drive Etobicoke, Ontario M9W 6J7 CANADA Fax: 1-416-675-3529 Email: accountspayable@holtrenfrew.com If an invoice is not issued to Holt Renfrew within 12 months after the goods are shipped, the vendor irrevocably waives the right to invoice and to collect payment for such goods. The descriptive information about the items invoiced (style codes, colours, item descriptions) should match those indicated on the purchase order. Payment terms must be noted on the invoice and be as negotiated on the vendor terms card. Any trade or warehouse discounts should be noted on the invoice and deducted from the total amount of the invoice, if not already included in the initial price of each item. Invoices must indicate the total number of units shipped. The sub-total before taxes, freight, etc. must be shown on all invoices. Please indicate the currency if other than Canadian dollars. Your Holt Renfrew vendor number should appear on the invoice. For GST and HST registrants, your CRA Business Number (BN) must appear on the invoice. For those vendors who are located in the province of Quebec, they are to indicate their QST number. Holt Renfrew will normally take advantage of all Cash Discount terms offered for prompt payment. The discount period will start from the later date Holt Renfrew takes ownership of the merchandise or the date the invoice is received in Accounts Payable. If payment is delayed due to non-compliance Page 75 of 132 on your part, then Holt Renfrew reserves the right to still take the cash discount from the date the issue is rectified. The company’s full name and address MUST be indicated on all invoices submitted for payment. This information must correspond to what has been indicated on the negotiated vendor terms card. Page 76 of 132 EXAMPLE: VENDOR INVOICE QST Registration # 9765421 HR Supplier INVOICE 123 Main Street, City, Province/State Country Code CRA Business Number: 12345 6789 Tel: (xxx) xxx-xxxx Fax (xxx) xxx-xxxx GST registrants must supply this number Invoice #: Date: SOLD TO: SHIPPED TO: Holt Renfrew & Co., Limited Accounts Payable ALL invoices must be 396 Humberline Drive sent to this address Etobicoke, Ontario Canada M9W 6J7 Holt Renfrew & Co., Limited D.C.C.A.R. 396 Humberline Drive Etobicoke, Ontario Canada M9W 6J7 CUSTOMER PO # 01768 VENDOR # 08535 Must match P.O. Style # 3246L 3246L 3246L 3246L 3254 3254 3254 2739 2716B 2431 2563 2563 2083 YYYY/MM/DD Indicate Holt Renfrew vendor number on invoice Description Qty Pant stretch black Pant stretch grey melange Pant stretch lt. Grey Pant stretch Chino Style numbers and other 25" skirt stretch Black descriptions should match those indicated on the PO 25" skirt stretch Chino 25" skirt stretch Black Pant slim pana Black Pant flat pana Black Pant slash pana Black Pleat skirt aff Black Pleat skirt aff grey Unit Price 80 80 95 80 120 110 115 120 120 50 50 60 Extended Total 68.00 68.00 68.00 68.00 27.00 27.00 27.00 54.00 58.00 58.00 49.00 49.00 5,440.00 5,440.00 6,460.00 5,440.00 3,240.00 2,970.00 3,105.00 6,480.00 6,960.00 2,900.00 2,450.00 2,940.00 4% TRADE DISCOUNT ON ABOVE Trade and warehouse discounts must be indicated and deducted from total -2,153.00 Total before taxes must be indicated 51,672.00 Total Units 1081 Please remit payment to: Freight Total units shipped must be indicated HR Supplier 123 Main Street City, Province/State Country Code Subtotal 0.00 GST 3,617.04 Total in CAD 55,289.04 Terms: 3%/15 Net 60 Terms must be indicated Page 77 of 132 RETURN TO VENDOR Holt Renfrew will obtain a Return Authorization Number from you (the vendor) and the request for approval of the goods to be returned will be submitted to the Merchandise Accounting department. The merchandise will be listed and returned to you at the ordered cost. The approval process performed by the Merchandise Accounting department consists of a review of your trade payable account and, if necessary, any open orders with you, to ensure that there are sufficient funds owing to you to offset the amount being requested to be returned. If there are insufficient funds available to offset the amount being requested to be returned, written agreement (via fax or email) from you that payment by cheque or alternative form of monetary payment (i.e. money order) at that time the goods are ready to be picked up/delivered will be required before approval is given. Upon approval, a Debit Note number is created. A copy of the Debit Note will accompany the merchandise as a Packing Slip. Another copy of the Debit Note will be emailed you at the time the Debit Note is processed by the Merchandise Accounting department. If there is any discrepancy in the return from the accompanying paperwork, you are to advise our Merchandise Accounting Department in writing or email within sixty days (60) of receipt of the return. The following stamp is put on all Debit Notes sent to vendors: Any questions regarding the Return to Vendor approval process should be directed to: Holt Renfrew & Co. Ltd. Merchandise Accounting Department 396 Humberline Drive Etobicoke, ON M9W 6J7 Canada Tel: 1-416-675-9200 x. 89443 or x.89431 Fax: 1-416-675-3529 E-mail: merchacc@holtrenfrew.com The application of the debit note will be against the vendor; trade payable vendor number (the one that the goods were paid under when they were originally purchased). If there are insufficient funds available to offset the return (either in open payables or with open vendors) the RTV will only be processed upon agreement by the vendor that they will provide a cheque or alternative forms of monetary payments (i.e. money order) at that time the goods are ready to be processed. Only upon request of this payment will the goods be re-classed to the vendor. Page 78 of 132 SAMPLE MERCHANDISE Unsolicited sample(s) will normally be returned to the vendor. Solicited/ordered sample(s) can be delivered to the Holt Renfrew Mailroom at 60 Bloor St West. or our Distribution Centre at 396 Humberline Drive: Holt Renfrew & Co. Ltd. Attention: Mailroom 60 Bloor St. West Suite, 300 Toronto, ON M4W 3B8 CANADA or Holt Renfrew & Co. Ltd. 396 Humberline Drive Etobicoke, ON M9W 6J7 CANADA The sample(s) must be accompanied by a packing slip or an invoice with the normal cost of the item or must show a fair value even if no cost to Holt Renfrew (samples cannot be 1 cent or $1) , complete description of the item(s) including gender (e.g. men, ladies, children, etc.), fibre content (e.g. cotton, rayon, silk, nylon, etc.) and percentage of weight it represent (e.g.: 70% cotton, 30% nylon, etc.), knit or woven, unit prices with extensions, country of origin (country of manufacture), any applicable discounts, and currency of settlement (for customs purposes). “Sample” must be clearly marked on the package along with the Buyer’s name. The invoice for the sample(s) must be sent to the Accounts Payable Department at the address indicated below: Holt Renfrew & Co. Ltd. Attention: Accounts Payable Department 396 Humberline Drive Etobicoke, ON M9W 6J7 CANADA Tel: 1-416-675-9200 x.89446 Fax: 1-416-675-3529 Email: accountspayable@holtrenfrew.com Page 79 of 132 CHAPTER 6: GOVERNMENT RULES AND REGULATIONS Page 80 of 132 CHAPTER 6: GOVERNMENT RULES AND REGULATIONS CANADA BORDER SERVICES AGENCY (CBSA) CUSTOMS SELF ASSESSMENT (CSA) 83 83 CUSTOMS AND EXCISE OVERVIEW 83 83 OVERVIEW OF CUSTOMS DOCUMENTATION REQUIREMENTS THE CUSTOMS INVOICE AND/OR COMMERCIAL INVOICE (CCI) PROOF OF ORIGIN IMPORT PERMITS, HEALTH CERTIFICATES, OR FORMS OTHER FEDERAL GOVERNMENT DEPARTMENTS REQUIRE 85 85 85 86 TEMPORARY IMPORTATION TO CANADA ATA CARNET HOW TO APPLY FOR A CARNET HAND-CARRY 87 87 87 88 CUSTOMS INVOICE DESCRIPTION REQUIREMENTS MANDATORY HARMONIZED SYSTEM (HS) CODE REQUIREMENTS GENERAL INFORMATION FOR TEXTILE COMMODITIES ADDITIONAL INFORMATION REQUIRED FOR CERTAIN PRODUCTS 89 89 90 91 PRODUCT MARKING REQUIREMENTS FEDERAL LEGISLATION PROVINCIAL LEGISLATION CERTIFICATION ORGANIZATIONS 93 93 93 93 CONSUMER PACKAGING AND LABELLING ACT OVERVIEW MARKING OF IMPORTED GOODS METHODS OF MARKING GOODS SUBJECT TO MARKING REQUIREMENTS 93 93 93 94 95 COSMETICS AND DRUG PRODUCTS PHARMACEUTICAL PRODUCT LABELLING REQUIREMENTS MANUFACTURER’S RESPONSIBILITIES 97 97 97 TEXTILE LABELLING ACT DEALER RESPONSIBILITY LABELLING REQUIREMENTS TEXTILE ARTICLES EXEMPT FROM LABELLING REQUIREMENTS 99 99 99 101 TEXTILE CARE INSTRUCTIONS WHY ARE CARE INSTRUCTIONS IMPORTANT? WHAT ARE THE VENDOR’S RESPONSIBILITIES? ENSURING CARE INSTRUCTIONS ARE ACCURATE CANADIAN CARE LABELLING PROGRAM EXAMPLES OF CANADIAN CARE SYMBOL STANDARDS 102 102 102 102 103 103 Page 81 of 132 NUTRITION LABEL REQUIREMENTS EXEMPTIONS 105 105 105 THE UPHOLSTERED AND STUFFED ARTICLES ACT APPLICATION OF THE LABEL UNDER THE STUFFED ARTICLE ACT 106 107 CANADIAN STANDARDS ASSOCIATION CERTIFICATION 108 PRODUCT SAFETY REQUIREMENTS 108 108 PRECIOUS METAL MARKING 110 HAZARDOUS MATERIALS POLICY 111 111 THE ADMINISTRATIVE MONETARY PENALTY SYSTEM (AMPS) CUSTOMS PENALTIES (AMPS) OVERVIEW OF THE ADMINISTRATIVE MONETARY PENALTY SYSTEM (AMPS) CATEGORIES OF PENALTIES AMPS AT A GLANCE ENFORCEMENT MANUAL MASTER PENALTY SCHEDULE INDEX 112 113 113 113 114 115 115 Page 82 of 132 CHAPTER 6: GOVERNMENT RULES AND REGULATIONS CANADA BORDER SERVICES AGENCY (CBSA) Customs Self Assessment (CSA) Holt Renfrew attained the Customs Self-Assessment (CSA) official accreditation on May 19th, 2005. Holt Renfrew is participating in the Canadian Government initiative for clearance of all imported goods. Customs Self-Assessment is a progressive approach to the Canada Border Services Agency import process that provides for streamlined border clearance, trade data reporting, corrections, revenue reporting and payment of duties and taxes. All imported goods including samples must have accompanying proper documents including: • • • • • • • Vendor name and address Contact name & telephone number Cost of merchandise must show fair value even if no cost to Holt Renfrew (i.e.: samples cannot be valued at 1 cent or $1) Complete description of fibre contents (e.g. cotton, silk, rayon, etc.), knit or woven and percentage weight it represents (e.g. 70% cotton, 30% rayon, etc.) Gender (e.g. men, ladies, children, etc.) Country of origin (also country of manufacture – “Made in…” or “Product of…”) Currency of settlement CUSTOMS AND EXCISE Overview The Customs and Excise program is responsible for: a. b. c. d. e. Investigating suspected smuggling where the goods have been imported into Canada at a place where no Customs office is located; or, where the goods have been carried past a Customs office and the goods were not included in any shipment formally entered at Customs; or, where the goods have been included in a shipment formally entered at Customs but cannot reasonably be expected to appear in business books and records. Investigating offenses under the Customs Act which would normally be the responsibility of Canada Customs in isolated areas; on all aboriginal reserves; or when the use of police operational techniques is required. Performing border security between Canada Customs houses, along the unmanned Canada/USA land and water borders. Investigating criminal offenses involving the illicit importation, exportation or diversion of high technology and strategic goods, including energy, weapons of war, munitions, chemical weapon precursors and biological weapon agents, regulated by the Export & Import Permits Act. Investigating criminal offenses involving the illicit importation or exportation of cultural property, regulated by the Cultural Property Export & Import Act. Page 83 of 132 f. g. h. i. Investigating referrals to the Force, by Revenue Canada Excise of cases involving violation of the Excise Tax Act. Investigating referrals to the Force, by the National Energy Board, involving the illicit importation, exportation or sale of petroleum and atomic energy products, in violation of the National Energy Board Act or the Energy Administration Act. Investigating criminal offenses within the Excise Act. Investigating criminal offenses under the United Nations Act, Foreign Extraterritorial Measures Act and Special Economic Measures Act. Website: http://www.rcmp-grc.gc.ca/ce-da/index-eng.htm Page 84 of 132 OVERVIEW OF CUSTOMS DOCUMENTATION REQUIREMENTS The following is an overview of the various customs documents required by the Canada Border Services Agency (CBSA). While some are the responsibility of the vendor, or exporter into Canada, others are primarily completed by carriers. It is important as a vendor that you are aware of the documentation requirements on the whole and are familiar with the specifics of how to properly complete each form. Improper or incomplete paperwork will cause shipment delays and can lead to costly monetary penalties. The Customs Invoice and/or Commercial Invoice (CCI) As a vendor/exporter, you can use one of the invoicing options: • • a Canada Customs Invoice (CCI) a commercial invoice containing the same information as a CCI The Canada Customs Invoice (CCI) form (see page 68) can be obtained at http://www.cbsa.gc.ca/publications/forms-formulaires/menu-eng.html For instructions on how to fill out the CCI, please see pages 65 to 67 of this manual. Proof of Origin To support the tariff treatment you claim, as a vendor you must use one of the following as proof of origin: Free Trade Agreements - Certificates of Origin Different certificates of origin are required for each of Canada's free trade agreements. When applicable, the one most commonly used by our vendors is the North American Free Trade Agreement (NAFTA) - Certificate of Origin, Form B232. This form must be used if you are claiming a NAFTA tariff treatment. It is imperative that this form be 100% accurate. Any false declarations are considered contraventions to the Customs Act and will be subject to sanctions by the CBSA. Importers should be aware that agreement-specific certificates of origin are also required when Canada enters into new trade agreements with other countries. The exporters of the goods must fill out the certificate of origin based on their own knowledge that the goods qualify for a tariff treatment or based on information they have received from the producer of the goods. NAFTA Certificate of Origin, Form B232 can be obtained at: http://www.cbsa-asfc.gc.ca/E/pbg/cf/b232/README.html Other Tariff Treatments Form A, Certificate of Origin, or the Exporter's Statement of Origin The exporter in the country where the goods were finished issues Form A, Certificate of Origin (http://www.cbsa-asfc.gc.ca/E/pbg/cf/b232/), or the Exporter’s Statement of Origin (http://www.cbsa-asfc.gc.ca/publications/dm-md/d11/d11-4-4-eng.pdf). Either may be used to support a claim for preferential treatment for goods imported under the General Preferential Tariff Page 85 of 132 (GPT), Commonwealth Caribbean Countries Tariff (CCCT), and, with the exception of textile and apparel goods, the Least Developed Country Tariff (LDCT). The Form A and the Exporter's Statement of Origin must be completed in English or French. A couple of others are: • Certificate of Origin for Textile and Apparel Goods originating in a Least Developed Country • Invoices: To claim the Most Favoured Nation Tariff (MFNT), the Australia Tariff (AUT) or the New Zealand Tariff (NZT) for your goods, as appropriate, you must simply indicate on your invoice or applicable documentation, in English or French that your goods originated in an applicable beneficiary country. Import Permits, Health Certificates, or Forms other Federal Government Departments Require Some goods are subject to the requirements of other federal government departments and may need permits, certificates, and examinations. The CBSA administers the import portions of legislation on behalf of these departments. For example, the Canadian Food Inspection Agency examines and gives permits for some meat products, and all restricted or controlled drugs require an import permit from Health Canada. At the CBSA, they: • • verify the permits or conduct inspections on behalf of the other federal departments; and detain the goods if necessary. Please contact the appropriate federal government department to determine what, if any, documentation you need. Page 86 of 132 TEMPORARY IMPORTATION TO CANADA ATA Carnet The ATA Carnet is an international, unified customs document, which under a series of Customs Conventions, simplifies customs procedures for the temporary duty free admission of three main categories of goods traded internationally: • • • goods for presentation or use at trunk shows, personal appearances, trade fairs or similar events commercial samples professional equipment Essentially the carnet is a merchandise passport that facilitates travel with goods into foreign countries, making travelling abroad easy and hassle-free. The ATA Carnet can be used for unlimited entries and exists from foreign countries and Canada for up to one year and is recognized in some 58 countries and territories worldwide. Key rule: What goes in must come out prior to the carnet’s expiry and/or date assigned upon entry in a foreign country. If by chance a buyer is found, permission must be sought by the Canada Border Services Agency via the Holt Renfrew traffic office prior to selling the goods. If goods are sold without permission via proper channels, the remaining goods will be held by customs indefinitely and any resultant fines will be charged back to the vendor. If granted, the applicable duties and taxes must be paid, and payment documented on the carnet and/or relevant foreign customs documentation. The latter must refer to the Carnet number, the value of the goods must be the same as stated on the General List, and the signature/stamp of the relevant authority must be affixed thereto. A copy of the proof of payment is then returned to the issuing Chamber of Commerce with the carnet for review/closure. How to Apply for a Carnet There are three basic steps in the carnet application process: 1. 2. 3. Completion of the carnet application form (local Chamber of Commerce) and payment of the administrative fee Provision of adequate security as a guarantee Completion of the general list and related information Standard processing time for the preparation of the carnet document is five working days from the date of receipt of all documents required. Expedited (less than 72 hours) and same day service (6 business hours) is also available at an extra charge. Page 87 of 132 Hand-Carry For small “hand-carry” shipments the vendor must provide a Pro-forma invoice indicating a complete detailed description of what is being brought into Canada. The following details must be included based on commodity: Clothing / Ready To Wear: 1. 2. 3. 4. 5. 6. Full item description – what type of article and description Fabric content or make up of fabric (e.g. 100% Cotton or 50% Rayon / 50% Nylon, etc.) Gender – Men’s, boy’s, women’s, girl’s Woven or Knitted – for each item Quantity Cost Leather Articles 1. 2. 3. 4. 5. Identify type of article is (e.g. wallet, handbag, shoes, etc.) Gender (e.g. men’s wallet, woman’s coat, etc.) If leather gloves, then identify type of glove (e.g. sports gloves, working gloves, kids leather gloves, etc.) in addition to gender Quantity Cost Jewellery 1. 2. 3. 4. 5. Identify type of article (e.g. ring, bracelet, etc.) Type of metal (e.g. gold, platinum, silver, white gold, etc) If the item is gold plated / clad / etc. you must indicate if any precious or semi-precious stones (natural or synthetic) are used Quantity Cost For more information, please contact your local Chamber of Commerce. Page 88 of 132 CUSTOMS INVOICE DESCRIPTION REQUIREMENTS Instructions for completing the CCI are included on pages 65 through 67 of this manual. Mandatory Harmonized System (HS) Code Requirements Customs invoices covering shipments to Canada from all countries must contain the information outlined below to facilitate the tariff classifications of specified commodities. These requirements apply to all product categories, including textile and textile products. It is the vendor’s minimum responsibility to provide the first 6 digits of the international HS code; Panalpina will provide the final 4 digits. Where five HS codes or less are applicable, that is where 5 or less different products shipped are classified under five different commodities by the Canada Border Services Agency, then all HS codes must be provided before the release of commercial shipments. Where more than five HS codes are applicable, a minimum of five HS codes are required. In this circumstance, one of the five 10-digit HS codes provided must be for either: (a) The highest value commodity of the shipment (b) The commodity that provides the most reasonable representation of the shipment. Our freight forwarder Panalpina can assist or you in determining the appropriate codes for your particular commodity or commodities – please see Chapter 2 for Panalpina contacts. The vendor must provide complete descriptions and a detailed breakdown of the material content for the items that they wish to import to Canada. Please note however, that any codes supplied by Panalpina will be based on information provided by you, the vendor, therefore ultimate liability lies with you. Incorrect coding will result in Administrative Monetary Penalty System (AMPS) charges being imposed by the Canada Border Services Agency and subsequently charged back to the vendor. Alternately, you may refer to the following website: http://www.cbsa-asfc.gc.ca/trade-commerce/tariff-tarif/menu-eng.html Directions: Click on Current Customs Tariff Click on Chapter by Chapter, PDF files Scroll down to the applicable Section and Chapter heading Read through the conditions to find the specific codes further down into the document. Commonly used tariff classification Sections and Chapters • Section XI Textile & Textile Articles Chapter 61 for KNIT items Chapter 62 for WOVEN items • Section VIII Leather Goods, Handbags, Fur Chapter 42 Leather Goods, Handbags Chapter 43 Fur items • Section VI Cosmetics (Products of the Chemical or Allied Industries) Chapter 33 Cosmetics and Perfumes – includes sunscreen Page 89 of 132 • Chapter 34 Soaps and Polishes Section XIV Jewellery Chapter 71 Pearls, precious/semi-precious stones, precious metals, costume jewellery • Section XII Hats, Umbrellas, Footwear Chapter 64 Footwear, gaiters and the like; parts of such articles Chapter 65 Hats • Section II Vegetable Products Chapter 9 Coffee and teas • Section XIII Articles of Stone, Ceramic or Glass Chapter 69 Ceramic products Chapter 70 Glass and Glassware Please note that these requirements do not apply in all cases; the following are exempt: • • Rags, used garments, wiping rags, waste yarns, matted fibre, and filaments imported for disintegrating Importation having a commercial value of less than $1,600.00 (Canadian funds). For a Q&A on Mandatory HS Codes, please refer to the Canadian Border Services Agency website at http://www.cbsa-asfc.gc.ca/import/qa-qr-eng.html Any questions regarding mandatory HS requirements in Canada may be directed to: Advance Commercial Information Division Customs Program Strategy and Major Projects Canada Border Services Agency 2nd Floor, Vanguard Building 171 Slater Street Ottawa ON K1A 0L5 Email: comreeng@ccra-adrc.gc.ca Fax: 1-613-957-9562 General Information for Textile Commodities Separate descriptions are required on Customs Invoices containing more than one type of commodity and/or style. A full description is required for textile products. These include: • • • • Trade term or style Fibre content percentage by weight of each type of fibre must be shown. Use generic term for fibre (such as cotton, wool, nylon, polyester; specify whether acetate, viscose, polynosic). Number of yards, meters, or units (whichever is applicable). If sets, specify quantities of each article. Total net weight (of goods or material only, excluding package such as bobbins or shells, containers, etc.) stating units used. Page 90 of 132 Additional Information Required for Certain Products These requirements must be provided in both English and French, and include: a. Fibres i. Type of generic name ii. Indicate if waste fibre iii. Staple length and size (specify denier or Tex) b. Yarns i. Type of yarn (spun or continuous filament, flat or combination). If spun yarn is used, specify the processing system (e.g: cotton, worsted, woollen, open end, etc.). ii. Stage of processing (e.g. unbleached, bleached, mercerised, dyed, etc.) iii. Number of piles. iv. Yarn size, indicating measuring system used (e.g. count, denier, Tex, etc.). v. Twist per unit length (e.g. inches, metres, etc.). c. Fabrics i. Construction, (e.g. woven, knitted, braided, elastic, non-woven, etc.) ii. Class or type, (e.g. denim, corduroy, voile, etc.). Style name or numbers are not sufficient in themselves. For greige corduroy, state whether cut or uncut. iii. Width and weight per unit area. iv. Number of yarns or threads per unit length in each direction (warp and weft). v. State of processing (e.g. greige, bleached, dyed, printed, napped, etc.) vi. If coated or laminated, indicate components and coating used (e.g. rubber, PVC, polyurethane, etc.) and percentage of coating or laminate by weight. vii. For non-woven fabrics, if bonded fibres were used, indicate process of manufacture (e.g. spun bonded, resin-bonded, needle punched, etc.). d. Garments – Clothing/Ready To Wear i. Type of garment (e.g. blouse, shirt, suit-indicate # of pieces, pants, coat, hosiery, etc.). ii. For use by (Men/Boys, Women/Girls, Children/Infants). iii. Fabric content or make up of fabric (e.g. 100% Cotton or 50% Rayon / 50% Nylon, etc.) e. Carpets i. Trade designation, (for example, Wilton, Axminster tufted, specialty nature of backings if any). ii. Fibre composition and weight of pile. iii. Size of carpet. iv. Specify whether hand-knotted or machine-knotted. f. Gloves/Mitts i. Type (for example, work, dress, liners) ii. Gender (e.g. men’s, boy’s, women’s, girl’s, etc.) iii. Materials used. g. Consumer Textile Products and Other Articles made of Textiles i. Full description of article. ii. Gender – men’s, boy’s, women’s, girl’s iii. General description of textile material (e.g. knitted, woven, non-woven, coated fabric, etc.) of which the product is substantially fabricated of. Page 91 of 132 iv. Description of fill, (e.g. goose down, foam, etc.), where applicable. v. Handbags must show dimensions of all synthetic/fabric contents h. Endangered Species i. Specifically reptile skin, must have scientific species name stated on customs invoice i. Leather Articles i. Type of article is (e.g. wallet, handbag, shoes etc.) ii. Gender (e.g. men’s wallet, woman’s coat, women’s kid leather gloves, etc.) iii. If leather gloves, then also need to identify type of glove (e.g. sports gloves, working gloves, kids leather gloves, etc.) in addition to gender j. Jewellery i. Type of article (e.g. ring, bracelet etc.) ii. Type of metal (e.g. gold, platinum, silver, white gold, etc.) iii. If the item is gold plated/clad/etc., indicate if any precious or semi-precious stone (natural or synthetic) are used Page 92 of 132 PRODUCT MARKING REQUIREMENTS All products must be labelled or marked to support all federal and/or provincial legislation. These requirements are identified in: Federal Legislation • • • • • • • • Customs Act, Customs Tariff Act and Excise Tax Act Consumer Packaging and Labelling Act Textile Labelling Act Food and Drugs Act Competition Act Precious Metals Marking Act Weights and Measures Act Hazardous Products Act Provincial Legislation • • The Upholstered and Stuffed Articles Act Bill 101 Charter of the French Language Certification Organizations • • Canadian Standards Association Underwriters Laboratories of Canada CONSUMER PACKAGING AND LABELLING ACT Overview The Consumer Packaging and Labelling Act, administered by Consumer and Corporate Affairs Canada, regulates the packaging, labelling, sale, importation and advertising of certain pre-packaged consumer products imported into Canada. Its main purpose is to prevent the proliferation of sizes and shapes that might confuse or mislead consumers as to the weight, measure or numerical count of a pre-packaged product. This Act regulates the description or display that appears on the packaging and specifies the type of language that can be used, in both official languages. Identification of the country of origin is not required if the Canadian Importer’s name or address is included on the packaging. However, if the Marking of Imported Goods Order applies to the commodity (see the next subsection - Marking of Imported Goods), the country of origin must be indicated. In some cases, the Canada Border Services Agency can release such goods even though they might not be properly marked unless advised by Consumer and Corporate Affairs Canada then such goods are to be held. Improperly marked goods must be reported to Consumer and Corporate Affairs by Customs in all cases. Marking of Imported Goods Revenue Canada administers the Marking of Imported Goods Order. Under this order, most commercial goods being imported into Canada must be marked to reflect the country of origin of the goods, primarily to allow Canadian consumers a choice in the marketplace and to assist in establishing tariff treatment. The country of origin must be marked, stamped, branded or labelled in Page 93 of 132 legible English and French on the goods, in a noticeable place that cannot be covered or obscured by subsequent attachments. Words or phrases combining English and French words cannot be used. The markings must be as permanent as the nature of the goods will allow, and must be capable of remaining on the goods at least until the product reaches the consumer. Any individual who defaces, destroys, removes or alters any marks, stamps, brands or labels, with the intent of concealing information, is guilty of an offence and is liable to a fine or imprisonment. The Canada Border Services Agency will not release goods subject to marking regulations that have not been marked or have been incorrectly marked. The importer can apply for permission to have the goods marked at the point of arrival or on his or her premises. The Canada Border Services Agency must agree to this. The importer must indicate that the goods will not be sold or offered for sale while in his or her possession until the goods have been properly marked and inspected by Canada Customs. Once the goods have met the marking requirements, the Customs officer will release the goods, after inspection. It is the importer’s responsibility to cover all charges that might be incurred (i.e.: the customs officer’s time, based on an hourly rate set by the Canada Border Services Agency, including the officer’s travelling time if the goods will be marked at the importer’s premises). Methods of Marking With the exclusion of iron or steel pipes and tubes, any reasonable and legible method of marking that will remain on the product and its package (when required) until the product reaches the enduser is allowable. Such methods include the following: • • • • • • • • • • • • • • • • • • • Stamping Bonding Stencilling Embossing Lithographing Anodising Silk screening Etching Die stamping Engraving Decalcomania transfer Sewn-in label Pressure-sensitive label Adhesive label (must withstand 10 dry-cleanings) Imprinting Moulding Indelible (permanent) printing Sand (grit) blasting Burned-on etching In relation to wearing apparel, the Canada Border Services Agency will accept the country of origin marking on the same label or on separate label adjoining the label required by the Textile Labelling Act and Regulations of Consumer and Corporate Affairs Canada. Page 94 of 132 Goods Subject to Marking Requirements The following classes of goods imported into Canada are subject to the marking regulations: Goods for personal or household use: • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Bakeware and cookware made of aluminum Bakeware and cookware made of cast iron Bathmats, towel and washcloths, knitted or woven Batteries, dry-cell Blankets Brushes, including toothbrushes and handles Candles Cards: credit and identification, made of any material having a diameter or side exceeding 0.5” in width and imported in sheet form or otherwise Chrome-plated ware and utensils for use in serving food and beverage Cigar and cigarette lighters, except lighters to be incorporated into motor vehicles Clocks and movements, except clocks and movements for use as original equipment by motor vehicle manufacturers Containers, thermostatic: carafes, flasks, jars, jugs and vacuum bottles, and refills or inserts for such goods Cutlery, chrome-plated or stainless steel Dishes and ornaments made of the following: china, earthenware, ironstone, porcelain, semi-porcelain, stoneware or white granite Electronic equipment: compact disc equipment, phonographs, radio receiving sets, radiophonograph sets, radio-phonograph-television sets, record players, tape recorders, television receiving sets Ironing board covers and pads Kitchenware made of metal or plastic, coated, lithographed, painted or otherwise: bread boxes, cake humidors, canisters, foil and paper dispensers, range sets, serving ovens and step-on waste cans Knives: jack, pen and packet Lawn mowers, powered Matches in books, boxes or folders Pencils Pens: ball-point and fountain, and nib pen-holders Pillowslips made of cotton Razor blades, safety-type Scissors and shears Sheets made of cotton Thermometers Tiles, glazed, unglazed and ceramic mosaic: hearth, floor and wall Umbrellas Utensils, kitchen-type, chrome-plated or stainless steel Watch bracelets (expansion type) Hardware: • • Caps for containers, made of metal, lithographed or printed: lug, screw and vacuum; Drapery I-beam rails, made of aluminum, brass, steel or other metals or plastics, and component parts Page 95 of 132 • • • • • • • • • • Glass in panes or sheets: common or colourless window, laminated, plate and sheet; Files and rasps Measuring devices, electrical, for panel mounting, designed to indicate alternating or direct current microamperes, milliamperes or amperes, millivolts, volts or kilovolts and such other variables as pressure, resistance and temperature that might be translated into alternating or direct current or voltage Pipes and tubes, iron or steel Porcelain goods for electrical use Sink strainers (basket-type) Tubes, electronic Tubing, copper Twines: baler and binder Wire insect screening Novelty and Sporting Goods: • • • • • • • Articles in the style of Indian handicrafts Athletic gloves and mitts, including baseball and hockey gloves and mitts Bicycles Decorations, novelties and ornaments Gift wrappings: bindings, braids, ribbons, tapes, ties and trimmings, made foremost or wholly of textile fibres Souvenirs: enamelled emblems and silver-plated or sterling silver bracelets, brooches, pins and spoons, all designed as souvenirs of Canada, its provinces, territories, cities, towns or other geographic locations Toys, games, athletic and sporting goods Paper products: • • Boxes and cartons, empty folding or set-up, made or paper, paperboard, plain or corrugated fibre or fibreboard, for use as shipping containers Paper matter and products, lithographed or printed Wearing Apparel: • • • • • • • • • • • Boots, shoes and slippers Brassieres, corselettes, garter belts, girdles and lacing corsets Fabrics, braided or woven, containing rubber yarns, not exceeding 12” in width Garments, knitted Gloves made partially or wholly of leather Hair pieces: wigs, half-wigs, switches, postiches, pony-tails, toupees and other types of hair pieces designed to be worn on the head of a person Handbags and purses, except those made of beads, metal mesh and similar material Hats, including berets, bonnets, caps, hoods and shapes made of fur felts and wool-andfur felts Laces for boots and shoes Raincoats and rainwear made of plastics Wearing apparel made wholly or mainly of natural or synthetic textile fibres Page 96 of 132 COSMETICS AND DRUG PRODUCTS According to Health Canada: • Cosmetics are defined as "any substance or mixture of substances, manufactured, sold or represented for use in cleansing, improving or altering the complexion, skin, hair or teeth and includes deodorants and perfumes." This definition includes soap. • Drugs include prescription and nonprescription pharmaceuticals, disinfectants and sanitizers with disinfectant claims. This category includes sunburn protectants, secondary SPF products, toothpastes, anti-acne and anti-dandruff products and antiperspirants. Health Canada's Cosmetics Program has the mandate to protect the health of Canadians by minimizing the risk associated with the use of cosmetics marketed in Canada. The Program defines and communicates requirements for the manufacture, labelling, distribution and sale of cosmetics, and evaluates compliance. The basis for the regulatory authority for the Cosmetics Program comes from the Food and Drugs Act (http://www.hc-sc.gc.ca/fn-an/legislation/acts-lois/index-eng.php) and Cosmetic Regulations. Pharmaceutical Product Labelling Requirements Requirements on actual product packaging and containers include the following: • • • • Expiry date - the period of time during which a pharmaceutical product is expected to remain within the approved specification provided that it is stored under the conditions defined on the label and in the proposed containers and closure Lot number - any combination of letters, figures, or both, by which any food or pharmaceutical can be traced in manufacture and identified in distribution DIN - Drug Identification Number Name of Importer - this label must appear on the product container and package Manufacturer’s Responsibilities It is the manufacturer’s responsibility to ensure compliance with these requirements and assume all expenses associated with such compliance. The Manufacturer is to: • • • Ensure that the product is manufactured, tested, packaged and labelled according to established specifications and procedures prior to being made available for sale Verify that special shipping requirements (such as temperature control) are met, if applicable Provide a Fabricator’s Batch Certificate* summarizes details about the quality or Certificate of Manufacture to the distributor in each shipment as evidence of testing and compliance to established specifications retesting by the distributor is not required when the product originates from a Mutual Recognition Agreements (MRA) country, a country that is a signatory to a mutual recognition agreement with Canada that provides for the establishment of mutual recognition of compliance certification for Good Manufacturing Practices (GMPs) for pharmaceutical products Page 97 of 132 *A Fabricator’s Batch Certificate summarizes details about the quality of the product as well as providing assurances that the product was manufactured under GMP conditions. This document is specific to each lot of manufactured products. For more information: To obtain further information regarding the Food and Drugs Act (as it relates to cosmetics) and the Cosmetics Regulations, contact: Cosmetics Program Health Canada MacDonald Building, A.L. 3504C 123 Slater Street Ottawa, Ontario K1A 0K9 Tel: 1-613-957-7926 Website: http://www.hc-sc.gc.ca/ahc-asc/branch-dirgen/hecs-dgsesc/psp-psp/cosmet-eng.php Page 98 of 132 TEXTILE LABELLING ACT The Textile Labelling Act, administered by Consumer and Corporate Affairs Canada, prohibits the sale, importation or advertising of prescribed consumer textile articles, unless it has an approved label attached stating the fibre content in both official languages. The Act also forbids the importation or sale of articles that contain misleading or false representation, and provides for the seizure and detention of offending goods by Canada Customs (if before release) and Consumer and Corporate Affairs (if after release). Compliance with the Textile Labelling Act and its Regulations does not relieve the importer of the responsibility of ensuring that any other import requirements relating to imported consumer textile articles or textile fibre products have been satisfied (i.e. the marketing of imported goods requirements and those of the Export and Import Permits Act). Importers should also ensure that all provincial regulations relating to the labelling of textiles are respected. If Canada Customs is aware of any contravention, release of the goods will be withheld and Consumer and Corporate Affairs Canada will be notified. Dealer Responsibility Retailers, manufacturers, importers and distributors of consumer textile articles are responsible for ensuring that the articles are labelled in the manner required by the regulations and that any claims or representations concerning the product’s quality, performance, origin, etc. are factual. Dealers are encouraged to develop a “quality control” system that will help them be sure the fibre content and other information on their product labels or in advertisements are correct. Labelling Requirements The following information is required on all consumer textile articles: Fibre content - in English and French: • • • • Generic name in both English and French Percentage of total mass for all fibres Listed fibre masses must total 100% (for example 50% cotton / 40% polyester / 10% rayon) In order of predominance by mass (the highest percentage of fibre down to the lowest percentage of fibre) Care Instructions - in English and French: • • • International care symbols alone are acceptable. The definitions of the care symbols are optional If however, the supplementary care instructions are provided they must be in both English and French. The care labelling symbols for textiles, along with limited information, are included in Industry Canada’s Guide to Apparel and Textile Care Symbols, which may be viewed at: http://www.ic.gc.ca/eic/site/oca-bc.nsf/eng/ca02009.html Country of Origin - in English and French Dealer identity (the second method is more common): a. Name and full address of the Canadian dealer; or Page 99 of 132 b. Dealer identification number, which is called a CA number, and is issued by the Canadian government to importers of textile articles (Holt Renfrew vendors may use our CA number 00985). Labels: Some articles must have labels that are permanently affixed to them and other articles must have labels that must remain attached to such articles up to the point of sale (e.g. hang tags, peel-off labels, etc.). The labels must be readily accessible. Permanent Label: A permanent label is one that can remain attached and legible through a minimum of 10 cleanings of the product. Permanent labels are required on the following articles: • • • • • • • • • • • • • • • • • • • Jackets Coats, overcoats, topcoats, capes and ponchos Pants, slacks and shorts Suits Overalls and work clothing Shirts and blouses Sweaters Skirts and kilts Sports clothing Dresses, jumpers, and jumpsuits Dusters, house coats, bathrobes, dressing gowns and smocks Children's clothing including play clothing, overalls, snow suits, etc. Towels Bedspreads, blankets, quilts, and comforters Sheets, pillows, and pillow cases Slip covers, afghans, throws and other covers for furniture, appliances and automobile seats Draperies, drapery liners and curtains Sleeping bags Tents and flys Non-Permanent Label: A non-permanent label is a label which is not expected to withstand and remain legible through ten cleanings of the consumer textile article. A non-permanent label may be used for the following articles: • • • • • • • • • • Undergarments, lingerie, sleepwear and swimwear Scarves, shawls, mufflers and handkerchiefs Stretch tights (leotards), hosiery and panty hose Gloves, mittens and gaiters Wigs, toupees, switches and other hair pieces Headwear Aprons and bibs Diapers Neckties, bow ties, dickies and detachable collars and cuffs Umbrellas and parasols Page 100 of 132 • • • • • • • • • • • Cordage and ropes Batts, batting, wadding and padding Yarns, sewing and embroidery threads Piece goods and narrow fabrics Table cloths, silence cloths, napkins, doilies, dresser and furniture scarves, runners and antimacassars Dish cloths, dish towels and wash cloths Covers and pads for ironing boards and sleeve boards Covers for bathroom fixtures Outer coverings of upholstered furniture, mattresses, box springs, cushions, chair pads oven mitts, pot holders, placemats and mattresses and pillow protectors Carpets, carpeting, rugs and carpet tiles Bed canopies Applications for CA number may be submitted through the Competition Bureau’s website: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/h_02575.html A Labelling Assessment tool is available online to help vendors ensure that they are complying at: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/h_02938.html Textile Articles Exempt From Labelling Requirements The following consumer textile articles are exempt from the aforementioned labelling requirements: • • • • • • • • • • • • • • • • • Articles intended for one-time use only Overshoes, boots and shoes, indoor slippers, footwear liners and insoles Handbags, luggage, carrying cases and brushes Toys, ornaments, pictures, lamp shades, tapestries, wall hangings, wall coverings, room dividers screens, book covers and book marks, gift wrap, flags and pennants Sports and games equipment, other than sports garments Lawn and beach furniture, including lawn and beach umbrellas and parasols, and hammocks Playpens, crib-pens, strollers, jumpers, walkers and car seats for infants or children Labels, adhesive tapes and sheets, cleaning cloths and wipers and therapeutic devices; and heating pads Pet accessories Belts, suspenders, armbands, garters, sanitary belts and bandages Curler head covers, hairnets and shower caps Carpet underpadding Musical instruments and accessories Straw or felt headwear, padding, or helmets worn in sports Non-fibrous materials that do not have a fabric support, including films and foams Household twine, string, craft ribbon not intended to be used in the construction of prescribed consumer textile articles, baler twine, gift wrap ribbon Items which are exported or sold to or by a duty-free store For further information on Textile Labelling Act and Regulation: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/01249.html To review the Textile Labelling Act Statute: http://laws.justice.gc.ca/en/showtdm/cs/T-10///en Page 101 of 132 TEXTILE CARE INSTRUCTIONS Why Are Care Instructions Important? Consumers consider care information when purchasing clothing and other textile articles. Care instructions apply to the entire articles. They assure the consumer that there will be no appreciable change in the article’s appearance when the instructions are followed. Customer satisfaction improves when the article maintains its original appearance. Accurate care instructions reduce complaints of damage caused by unsuitable care procedures. What Are The Vendor’s Responsibilities? As a service to our customers, care instructions are required by Holt Renfrew. When information is provided, either as written words or symbols, it must reflect an appropriate method of care for the article. As well, words must be provided in both English and French. Inaccurate or misleading instructions are prohibited by Section 5 of the Textile Labelling Act. Care instructions relate to the following properties: • • • • • • Dimensional Stability - shrinking and stretching. Colour Change - fading or darkening. Staining - colour transfer from one part of the article to another, or to other articles in the same wash load. Chlorine Bleach - loss of strength or yellowing due to retained chlorine bleach. Ironing Temperature - maximum temperature at which no discoloration, stiffening or other change of appearance will occur. Change in Appearance - includes other factors that have an effect on the article’s appearance. Examples are seam puckering; blistering or separation of coated, bonded, laminated or fused fabrics; fraying of seams; dissolution or deterioration of fasteners or trim. The accuracy of care instructions are measured against Canadian standards. Standard test methods are outlined in The National Standard of Canada-Textile Test Methods. Copies of these standards may be purchased from the Canadian General Standards Board at 1-800-665-CGSB (within Canada) or 1-819-956-0425. Ensuring Care Instructions are Accurate A documented quality control system will help ensure the accuracy of care instructions. The following are suggestions for inclusion of your quality control system. Manufacturers • • • • Obtain the recommended care procedure from your suppliers for each fabric and all components. Combine only compatible fabrics and components. Avoid under-labelling such as “dry clean only” on washable articles, as this is not in the consumers best interests. Assess your care instructions by conducting in-house testing using the standard test methods, or by contracting with a textile testing laboratory. Page 102 of 132 • Monitor your production periodically through random testing, because some properties, such as dye quality, vary from lot to lot. Importers • • • Review care instructions with suppliers when making purchase decisions. Monitor the accuracy of care instructions periodically and investigate consumer complaints through in-house testing, using the standard test methods, or by contracting with a textile testing laboratory. When problems are identified, consult with the suppliers regarding correction of current inventory and prevention of future problems. Canadian Care Labelling Program Holt Renfrew requires all vendors to use the Canadian Care Labelling Program. This program is a simple, easy to understand format for care instructions. In December 2003, the Canadian General Standards Board (CGSB) revised their standards and provided new industry symbols to help consumers clean and launder clothing safely. The new standard (CAN/CGSB-86.1-2003) reflects the labelling practices being discussed by the North American Free Trade Agreement (NAFTA) and is also harmonized with the American and international standard on care labelling. In the new edition, five basic symbols identify care treatments for washing, bleaching, drying, ironing and professional cleaning. The symbols are in black and white, replacing the previous editions. The temperature of a treatment appears either in degrees Celsius or is defined by a series of dots (a hand iron symbol with one dot means the garment can be safely ironed at a temperature of 110°C). Bars help illustrate the severity of the treatment (one bar below a wash tub means the garment should be machine washed using a mild treatment). Other symbols define techniques for professional cleaning, hand washing, and natural drying – dry flat, line dry, drip dry, dry in the shade. Examples of Canadian Care Symbol Standards Listed below are a few examples from each of the five categories: Washing Symbols: Wash in domestic or commercial machine at any temperature, at normal setting. Wash gently by hand in water not exceeding 40°C. Wash in domestic or commercial machine in water not exceeding 30°C, at permanent press setting. Page 103 of 132 Wash in domestic or commercial machine in water not exceeding 50°C, at delicate/gentle setting. Bleaching Symbols: Use any bleach when needed. Use only non-chlorine bleach when needed. Do not bleach. Drying Symbols: Tumble dry any heat. Tumble dry at medium heat (not exceeding 65°C) at permanent press setting. Do not tumble dry. Ironing Symbols: Do not iron or press. Iron with or without steam by hand, or press on commercial equipment, at a low temperature (not exceeding 110°C). Recommended temperature for acetate, acrylic, modacrylic, nylon, polypropylene and spandex textiles. Iron with or without steam by hand, or press on commercial equipment, at a medium temperature (not exceeding 150°C). Recommended temperature for polyester, rayon, silk, triacetate and wool textiles. Professional Care Symbols: Dry-clean, normal cycle. Any solvent except trichloroethylene Do not dry-clean. Please be reminded that care instructions are to be provided in both English and French. The improved standards and a complete list of care symbols are detailed in the “Guide to the Canadian Care Labelling Program”, which is available from Industry Canada, Consumer Products Directorate in both languages at the follow sites: In English: http://strategis.ic.gc.ca/epic/internet/inoca-bc.nsf/en/ca02009e.html In French: http://strategis.ic.gc.ca/epic/internet/inoca-bc.nsf/fr/ca02009f.html Page 104 of 132 NUTRITION LABEL In December 2002, the Food and Drug Regulations were amended to make nutrition labelling mandatory on most food labels, update requirements for nutrient content claims, and permit the use of diet-related health claims on foods. As a result, nutrition labelling became mandatory for most pre-packaged foods. Requirements The regulations stipulate the requirements for three different types of nutrition information on food labels: Nutrition Facts Table: the regulations make the Nutrition Facts table mandatory on pre-packaged foods with some exemptions. The Nutrition Facts table has a consistent format and provides information on calories and 13 nutrients: fat, saturated fat, trans fat, cholesterol, sodium, carbohydrate, fibre, sugars, protein, vitamin A, vitamin C, calcium, and iron. Nutrient Content Claims: the regulations update the past requirements for nutrient content claims based on current science (e.g., low in saturated fat, low sodium, etc.) and introduce new claims (for example, free of trans fat). Diet-Related Health Claims: the regulations permit four claims for foods that are suitable for diets that reduce risk of high blood pressure, heart disease, some types of cancer, and osteoporosis. Exemptions The Nutrition Facts table appears on almost all pre-packaged foods. Since it is difficult to provide labelling for pre-packaged foods under certain conditions, exemptions are allowed for foods, such as: • • • • • • • • Fresh fruit and vegetables Raw meat and poultry (except when ground), and raw fish and seafood Food products that are prepared from ingredients or from pre-mixes at the place where they are sold (for example, baker items, sausages made at retail) Products with insignificant amounts of all 13 core nutrients in a normal serving (for example, coffee beans, tea leaves, herbs and spices, and food colours) Alcoholic beverages Foods sold at road-side stands, craft shows, flea markets, fairs, farmers’ markets, and sugar bushes by the same person who made them Small amounts of food that have been packaged at the retail establishment and sold on site Individual servings of food extended for immediate consumptions that have not been subjected to a process to extend their shelf-life (for example, packaged sandwiches sold in canteens, vending machines, or refrigerated counters) For further information, please visit the following websites: Guide to Food Labelling and Advertising: http://www.inspection.gc.ca/english/fssa/labeti/guide/toce.shtml Frequently Asked Questions: http://www.inspection.gc.ca/english/fssa/labeti/quest/nutrition-part1e.shtml Page 105 of 132 THE UPHOLSTERED AND STUFFED ARTICLES ACT The Upholstered and Stuffed Articles Act is regulated at the provincial level in Ontario, Manitoba and Quebec. It is intended to protect the public from use of unclean filling materials. Items such as insulated outerwear, quilted shirts, bedding, toys, furniture or any product that contains hidden fill is covered by the legislation. Inspection of our stores occurs on a regular basis; therefore all products must be in compliance using the correct label. If not, the result is product removed from sale. The following points are important for both the Buyer and Vendor to remember when negotiating costs before placing orders: • • • • • • • • The registration is for manufacturers at factory level. Importers, distributors, agents and retailers are not eligible to apply for a number. Manufacturers located in one of the above provinces must register in the province they are producing the goods and bear the respective label. Manufacturers not located in these provinces have the option to choose one label, however they must be registered in all three provinces. The registration fees must be renewed annually. If the number lapses, a new number will be assigned. This can cause problems during an inspection. Registration applies to the factory of production, therefore the address used must agree with the country of origin. For example, if the factory is in China; the trading company in Hong Kong must not be the vendor of record for the registration. The label must be the approved format and include the generic name of the fill, must be bilingual and bear at least one registration number. It is the vendor’s responsibility to register directly with each of the provincial offices. Holt Renfrew is not set up to handle the paperwork, and a fee will be charged if it becomes necessary. Total fee for registering with all three provinces is $1,105.00 (2010). Page 106 of 132 Application of the Label Under the Stuffed Article Act Prescribed Label Format (Enlarged for Viewing Text Only) Minimum Size: 7cm x 2.5cm Not to be removed until delivered to the consumer Ne pas enlever avant la livraison au consommateur This label is affixed in compliance with Provincial Law Cette etiquette est appose conformément à la loi de la province Made by reg. no. Cet article continent des MATÉRIAUX NEUFS SEULEMENT Fabriqué par No. de permis: CONTENT CONTENU This article contains NEW MATERIAL ONLY 7 cm Not to be removed until delivered to the consumer This label is affixed in compliance with Provincial Law This article contains NEW MATERIAL ONLY Made by reg. no. CONTENT Ne pas enlever avant la livraison au consommateur Cette etiquette est appose conformément à la loi de la province Cet article continent des MATÉRIAUX NEUFS SEULEMENT Fabriqué par No. de permis: CONTENU MINIMUM SIZE DOES NOT INCLUDE SEWING EDGES AND CONTENTS 2.5 cm NOTE 1: The Technical Standards and Safety Authority provides an optional Label Approval Service at a cost of $73.50 CAD ($70 plus GST). This service will reduce non-compliance issues at the retail level. You may email your label sample with payment to pwillis@tssa.org, fax to 416-231-8162, or by mail. NOTE 2: Labels must be made of a white durable fabric or synthetic material (not paper) and printed in black ink only NOTE 3: Labels must be securely affixed to the article in a conspicuous area. NOTE 4: Form 2 labels are required on clothing and miscellaneous articles Page 107 of 132 CANADIAN STANDARDS ASSOCIATION CERTIFICATION All electrical appliances sold in Canada must comply with electrical standards set out by the Canadian Standards Association. Vendors must obtain certification for their products through one of several organizations accredited by the Standards Council of Canada. The symbol used on the product is dependent upon the laboratory providing the certification. Although electrical products may carry a version of a UL or ETL logo, the testing performed is in compliance with the Canadian Standards Associations. PRODUCT SAFETY The intent of the rules, regulations and laws governing product safety is straightforward: to guard against injury or worse through use of a consumer product. Because public safety is a sensitive political issue, the Canadian government is very strict on matters of safety. Liability extends not only to manufacturers but also to importers, wholesalers and retailers of consumer goods. Some portions of the laws governing Product Safety are included under the Criminal Code of Canada: a. Means that Holt Renfrew, when buying direct, are regarded as Importer as well as Retailer, and cannot sell any product which does not comply with the applicable regulations. b. Is to illustrate that failure to comply can result in imprisonment for officers of Holt Renfrew and at the least, serious fines having to be paid. Above all, it is imperative that products for export to Canada are tested and meet or exceed Canadian requirements. Requirements The simplest way to identify Canadian Product Safety Requirements is by product grouping: • • • • • • Textile Products - apparel and textiles for the home - All of these items must meet a minimum standard for flammability using the 45 degree angle test per ASTM Method D1230. The requirements vary by product category. Children’s night gowns, night shirts, dressing gowns, bath robes, house coats, robes, pyjamas, and baby-doll pyjamas up to and including size 14X are subject to more severe testing using the Vertical Flammability tester. It is basically cotton products and some T/C blends that will not pass the test although any fabric with a napped or raised fibre surface such as terry cloths and velour must be regarded with suspicion due to “flash” tendency. Window coverings of textile fabrication must be tested for vertical flammability. Carpets and mattresses are subject to testing for horizontal flammability. These tests are described in Can/CGSB 4.2, Canadian testing methodology. PVC mini-blinds must be tested for lead content. Upholstered furniture items must be tested to UFAC standards. Tents and related products must either be flame retardant (meet or exceed CPAI ’84 Standards) and be labelled clearly and permanently. Page 108 of 132 • • • • Cribs, cradles, carriages and strollers are all governed by stringent regulations under the Hazardous Products Act. The same is true for Infants Car Seats which are regulated by the Ministry of Transportation and Communications. Toys for children of all ages from cradle onward are strictly regulated and monitored under the Hazardous Products Act and specifically, Hazardous Products (Toys) Regulations. Kettles, dinnerware and products that may be used for storing, preparing or serving food and are made in whole or in part of ceramics having glaze that contains lead or cadmium are regulated under the Hazardous Products Act for levels of toxic elements. The necessary test methods can be provided from Private Brand Marketing. Any product which is intended for children, and is packaged in a plastic bag with an opening greater than 7 inches or 18 centimetres must by law carry the following warning on the package in both English and French: CAUTION! PLASTIC BAGS CAN BE DANGEROUS! TO AVOID DANGER OF SUFFOCATION, KEEP THIS BAG AWAY FROM BABIES AND CHILDREN! ATTENTION! POUR EVITER TOUT DANGER DE SUFFOCATION, GARDEZ CE SAC HORS DE L’ATTEINTE DES BEBE ET DES ENFANTS! It is the policy of Holt Renfrew that this warning be included on all plastic bag packaging where the opening exceeds the minimum requirements whether the product is intended for children or not. • • While import activities may be quite limited there are some products for which packaging and labelling requirements address issues of Product Safety. Items under the Hazardous Substances Regulations of the Hazardous Products Act and products under the aegis of the Food and Drugs Act are some of these. In general terms, you may regard any product of a food, drug or chemical nature as requiring special attention. Contact Private Brand Marketing for specifics as required. From time to time a product will surface for which there are no regulations but for which the potential for liability is great. All attempts must be made to ascertain what might occur under conditions of reasonably foreseeable use; for example, candles or home decorative products that may have an attraction to children. For further details please follow the following link to The Hazardous Products Act on the Department of Justice website: http://laws.justice.gc.ca/en/H-3/index.html With specific respect to the children’s nightgowns and flammability testing requirements section of The Hazardous Products Act, please refer to: http://laws.justice.gc.ca/en/H-3/SOR-87-443/index.html Page 109 of 132 PRECIOUS METAL MARKING Any imported article containing gold, silver, platinum or palladium must be properly marked in accordance with the Precious Metal Marking Act, which is administered by Consumer and Corporate Affairs Canada and enforced by the Canada Border Services Agency. The following is a list of the most commonly allowed quality marks that must be indicated on precious metal articles: Article Quality Mark Gold Karat, Carat, Kt., Ct, K, C or decimal mark, followed by the word “Gold” or “Or” (e.g., 10K or .417; 14K or .585; 18K or .750; 14K gold, etc A quality mark of below 9K is not allowed). Silver Silver, Sterling Silver, Sterling, Argent Sterling, Argent, and abbreviations of these marks or a decimal mark (.925). Gold Filled, or Gold Plate (other than watch cases) Gold filled, G.F., Double d’or, Rolled Gold Plate, R.G.P., Plaque d’or lamine, with any of which a fractional mark and carat designation may be used (e.g., 1/20 10 Kt G). Watch cases Gold filled, G.F., Double d’or, Rolled Gold Plate, R.G.P., Plaque d’or lamine. A carat must be used along with the quality mark (for example, 10K Gold Filled). Gold Plated Articles (other than spectacle frames, hollow-ware, flatware) Gold Plated, Gold electroplate, G.E.P., Electroplaque d’or plaque Spectacle For rolled gold plate: Rolled Plate, R.P. Frames Placage lamine. For gold-plated: Gilt, Dore. Silver-Plated Articles (other than hollow-ware, flatware, jewellery) Silver Electroplate, Silver Plate, Silver-Plaque d’argent, or abbreviations of these marks Silver –Plated Hollowware, flatware Silver Plate, Placage d’argent Page 110 of 132 HAZARDOUS MATERIALS Policy Hazardous material poses a possible threat to everyone’s safety. The proper loading, shipping, and unloading of this category of merchandise is our primary concern. The Transportation of Dangerous Goods Act applicable to handling hazardous materials requires that hazardous freight be properly packaged, labelled and properly described on the shipping document before it is offered for shipment. It is the shipper’s responsibility to meet all the Department of Transportation regulations for the transport and handling of all hazardous material substances. Failure to obey all applicable Transportation of Dangerous Goods Regulations can result in fines up to $100,000 and jail terms up to two years. Holt Renfrew uses your description from your shipping documents when we ship to our stores. Any penalties incurred by Holt Renfrew as a result of your incorrect descriptions or omissions will be charged back. It is the responsibility of the Vendor or the shipper to supply the Transport Company with a hazardous material placard to display on the truck as required. It is the responsibility of the driver to ensure that such placards are displayed as required. No transport company will be allowed on Holt Renfrew property with hazardous material not covered by a Holt Renfrew purchase order. All Vendors must provide the Holt Renfrew Buyer with Material Safety Data Sheets (MSDS) for any hazardous product sold to Holt Renfrew. It is the Vendor’s responsibility to provide the Holt Renfrew Buyer with current MSDS information. The vendor must ensure that the MSDS is updated every three years. All Vendors must provide MSDS for any hazardous product shipped to the Holt Renfrew Distribution Centre. The Shipper must update this information every three years. It is the Vendor’s responsibility to provide the Holt Renfrew distribution centre with current MSDS Sheets. Current MSDS for any hazardous product shipped to the Holt Renfrew distribution centre must either accompany the hazardous product or be sent to the Holt Renfrew distribution centre in advance of shipment. Page 111 of 132 THE ADMINISTRATIVE MONETARY PENALTY SYSTEM (AMPS) The Importance of Compliance Beginning with the October 1st, 2002 implementation of AMPS, the Minister of National Revenue has made a commitment to the business community and to travelers to ensure that all clients comply with the provisions of the legislation administered by the Canada Border Services Agency (CBSA) and that non-compliance will be dealt with fairly and expeditiously. Prior to this, penalties were insufficient and the regime relied too heavily on seizure and ascertained forfeiture. The implementation of AMPS was done to help modernize our sanctions regime to make it fair and more effective. A number of key industries in Canada operate in a highly competitive global marketplace where the margin between success and failure can be quite small. For these industries, non-compliance with trade requirements by foreign or domestic competitors, and the resulting loss of a level playing field for both Canadian producers and legitimate Canadian importers, can have a significant impact on their bottom line, and ultimately on Canada's economy. Focusing our resources on these types of threats, and introducing mechanisms that bring about voluntary compliance helps meet the most demanding expectations of Canadians: that we protect their health (both personal and economic), their safety and security, and the sovereignty of their country. Canadian businesses want assurance that we have effective measures in place to ensure that the integrity of our business practices is not undermined as we seek those efficiencies that are so crucial to maintaining a competitive edge in a global marketplace. AMPS is a key component of our strategy to deliver on this assurance. By supporting our compliance strategy with a comprehensive, modern sanctions regime such as AMPS, we ensure and preserve public trust in the CBSA's ability to protect Canadian business interests. The CBSA believes in the fundamental principle of voluntary compliance: most people will obey laws if they understand them, if these laws are reasonable and have intrinsic value to society, and if there are meaningful consequences for failing to comply with these laws. However, there are people who do not comply with the law, whether intentionally or unintentionally. Either way, the actions of these people can have a major impact on the overall health and safety of Canadians, on our economy and ultimately on the success of business in a highly competitive marketplace. Compliance is a shared responsibility and more than ever before; it is a sound business investment. We believe that our clients will make this investment once they learn about the benefits that they will derive from our way of doing business, and the costs of non-compliance. Importers who invest in compliance and meet the program requirements will benefit from streamlined clearance, accounting and payment processes. Page 112 of 132 Customs Penalties (AMPS) Failure to comply with the Canada Border Services Agency requirements will result in penalties that will be charged back to your account. Penalties can be assessed up to four years in arrears. Overview of the Administrative Monetary Penalty System (AMPS) A Responsible Enforcement Program The Administrative Monetary Penalty System (AMPS) is a civil penalty regime that secures compliance with Customs legislation through the application of monetary penalties. AMPS applies to contraventions of the Customs Act, the Customs Tariff, and the Special Import Measures Act (SIMA) and the regulations there under, as well as contraventions of the terms and conditions of licensing agreements and undertakings. AMPS imposes monetary penalties in proportion to the type, frequency, and severity of infraction. These penalties are designed to be corrective rather than punitive. AMPS largely replaces the use of seizure and forfeiture provisions for technical infractions. The use of seizure and forfeiture is only used for the most serious offences. Categories of Penalties There are approximately two hundred and fifty AMPS penalties grouped within 21 specific categories. The penalties within each category vary depending on the contravention and to whom they apply (e.g. commercial importers, travelers, carriers, etc.): • • • • • • • • • • • • • • • • • • • • • Abatements and Refunds Accounting and Payment of Duties Bonded Warehousing and Ships' Stores Brokers and Agents Corrections – Trade Data Customs Self Assessment (CSA) and Carrier Re-engineering (CR) Drawbacks Duties Relief Exportation Forms Late Accounting Marking of Goods (e.g. fibre content label, CA label or vendor name and address, etc.) Movement and Storage of Goods Origin of Goods (i.e. Country of Origin) Records (i.e. incomplete or inaccurate shipping documents) Release Report of Goods and Conveyances Report of Persons Special Import Measures Act (SIMA) Transportation Warehouse and Duty Free Shops Page 113 of 132 AMPS at a Glance • • • • • • The Administrative Monetary Penalty System (AMPS) is a civil penalty regime that secures compliance with Customs legislation through the application of monetary penalties. AMPS largely replaces the use of seizure and forfeiture provisions for technical infractions. Seizure and ascertained forfeiture is only used for the most serious offences. AMPS applies to contraventions of the Customs Act, the Customs Tariff, and the Special Import Measures Act (SIMA) and the regulations there under, as well as contraventions of the terms and conditions of licensing agreements and undertakings. AMPS imposes monetary penalties in proportion to the type, frequency, and the severity of the infraction. Most penalties are graduated and will take the compliance history of the client into consideration. AMPS penalties are corrective rather than punitive. AMPS does not affect businesses that continue to comply with the Canada Border Services Agency requirements and regulations. AMPS penalties are progressive starting at $100 per shipment escalating to $25,000 per line entry, depending on the number of incidences or in the most serious cases up to 60% of the shipment value For further information, please refer to the Canada Border Services Agency website: http://www.cbsa-asfc.gc.ca/trade-commerce/amps/menu-eng.html Other contacts include: Canadian Transportation Agency Ottawa, Ontario K1A 0N9 Email: info@otc-cta.gc.ca Senior Director, Regulatory Approvals and Compliance Tel: 1-819-997-6643 Fax: 1-819-953-5562 Manager, Enforcement Division Telephone: 1-819-953-9786 Fax: 1-819-994-0289 For answers to your customs inquiries, or to locate your nearest customs district office, please call the Canada Customs and Revenue Agency. From within Canada: 1-800-461-9999 From outside Canada: 1-204-983-3500 or 1-506-636-5064 If you call during office hours (8:00 a.m. to 4:00 p.m.) you can speak directly to an agent. If your enquiry is of a general nature, the 24-hour phone service automatically answers all incoming calls and provides recorded information on many common topics. Page 114 of 132 Enforcement Manual The AMPS Enforcement Manual may be obtained by contacting the Canadian Transportation Agency: Canadian Transportation Agency Ottawa, Ontario K1A 0N9 E-mail: info@otc-cta.gc.ca The manual can also be obtained from the following website: http://www.cta-otc.gc.ca/air-aerien/enforce/amp_e.html Master Penalty Schedule Index The Index to the AMPS Master Penalty Document may be obtained from the following website: http://www.cbsa-asfc.gc.ca/trade-commerce/amps/am-rm-eng.pdf NOTE: Holt Renfrew provides this information on the strict understanding and subject to the disclaimer attached to and forming part of the Vendor Reference Manual that the Vendor takes full responsibility for and is fully responsible for following the laws and regulations pertaining to all matters raised in the Vendor Reference Manual and must seek its own Counsel and Advice on matters pertaining to same. Page 115 of 132 Reference Notes ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Page 116 of 132 CHAPTER 7: COMPANY POLICY Page 117 of 132 CHAPTER 7: COMPANY POLICY PURCHASE ORDER AGREEMENT 119 FINANCIAL AGREEMENTS 121 ADVERTISED ITEMS – LATE SHIPMENT POLICY 121 RESPONSIBLE TRADING GUIDELINES INTRODUCTION GOAL APPLICATION IMPLEMENTATION SCOPE DEFINITIONS GUIDELINES PRINCIPLES OF IMPLEMENTATION 122 122 122 122 123 123 123 123 124 VENDOR COMPLIANCE AUTOMATIC REPLENISHMENT SUBSTITUTION POLICY LABELLING COMPLIANCE POLICY APPLICATION OF LABELS 125 125 125 126 VENDOR TERMS CARD PURPOSE TIMING COMPONENTS OF THE VENDOR TERMS CARD 127 127 127 127 REPORTING POLICY 128 Page 118 of 132 CHAPTER 7: COMPANY POLICY PURCHASE ORDER AGREEMENT Our purchase order, both in its electronic form and paper version, includes all the pertinent information related to: • The terms of the Purchase Order • The content and timing of procurement. The following conditions apply to every purchase order produced by Holt Renfrew both in its electronic form and paper version. Shipment of any part of the merchandise covered by it constitutes agreement to these conditions. These conditions may not be deleted or otherwise waived under any circumstances, and may be modified by specific, written agreement. 1. Holt Renfrew may cancel any Purchase Order that is not shipped complete on the shipping date specified. Every order shall be automatically cancelled if not shipped by the cancellation date specified, unless such date has been modified and approved by Holt Renfrew. The only exception to this policy occurs for Foreign Vendors who must ensure merchandise is in the possession of the Holt Renfrew consolidator by midnight of the cancellation date. 2. Shipment of merchandise against every order shall be subject to the provisions of Holt Renfrew’s compliance policy. 3. Every order shall be subject to cancellation and/or return of merchandise at the Vendor’s cost if merchandise is found to be in violation of any federal or provincial act or regulation relating to contents and/or labelling. 4. If an order is not shipped complete and lacking prior arrangements to ship incomplete, all shipping charges on second and/or subsequent shipments making up the complete order shall be fully prepaid by the Vendor, at his sole expense. 5. The Vendor shall indemnify and save harmless Holt Renfrew against any and all actions, claims, liabilities, damages, costs and expenses which may arise due to an infringement of (real or otherwise) or encroachment on any patent, trademark, design or copyright; or by reason of injury to or death of any person, or damage to property by whomsoever suffered, arising out of or occurring in connection with or in any way relating to the goods or services supplied, excepting as shall result from Holt Renfrew’s sole negligence; or in the event the sale of goods supplied by the vendor to Holt Renfrew is not in compliance with all laws, regulations or by-laws of the government of Canada, or of the province or municipality where the goods are sold, as relates to such sales. The vendor shall further indemnify and save harmless Holt Renfrew against all costs and expenses arising out of the sale of defective or potentially hazardous goods, the cost of recall, repairs or replacement of goods, whether voluntary or by order of the governing body having jurisdiction. 6. The Vendor shall obtain and maintain at his own expense such policies of product liability insurance, including contractual liability, written in such a manner and amount as will fully protect him in connection with any potential claim for injury or Page 119 of 132 death of any person or damage to property arising out of or occurring in connection with or any way relating to the goods or services supplied. Evidence of such insurance in effect from time to time shall be furnished to Holt Renfrew upon its request. 7. Holt Renfrew shall receive the benefits of any decline in prices, up to the specified date of shipment. In addition, Vendor payments incorporating higher merchandise costs than those otherwise negotiated will be subject to a chargeback of the difference. Changes to the quoted order cost shall not be valid or binding unless formally approved by our Buyer. 8. Holt Renfrew labels and/or logos or corporate graphic symbols shall not be used unless authorized in writing. 9. Unless otherwise specified within the purchase order, all orders shall be FOB City of Origin of shipment. The vendor must contact the Holt Renfrew Buyer regarding any situation which may jeopardize the on-time delivery of a purchase order. The Holt Renfrew Buyer must have at least 2 months advance notice of factory vacation closings. The Holt Renfrew Buyer must be advised of any changes to the following: • • • • • • Cost Vendor Style numbers Product descriptions Minimum shipping quantities (prepaid shipping terms will be met) UPC numbers Inability to complete shipment as ordered Substitutions are not allowed without authorization from the Holt Renfrew Buyer prior to scheduling the appointment. The Holt Renfrew Buyer must provide written approval to any changes to the Purchase Order, prior to delivery to the DC. • • Merchandise not packed or shipped in quantities as stated on the Purchase Order may result in the shipment being returned to the vendor at the vendor’s expense. When it is necessary that merchandise be returned, the vendor must provide Return Goods Authorization information to Holt Renfrew within 24 hours. Domestic Orders accepted by: • • The HR Distribution Centre by appointment no later than 3 p.m. on the cancel date Allow at least 5 days lead time to ensure that shipments arrive on time Foreign/USA Orders accepted by: • Any of our designated carriers – orders are not accepted past cancel date Page 120 of 132 USA: allow at least 10 days lead time to ensure that orders arrive within the purchase order ship/ cancel window • • If using Hercules, shipments must be at Hercules by midnight of the cancellation date If alternate US carrier used (i.e. vendor is assuming all costs of shipment), then shipment must arrive at the distribution centre no later than 3 p.m. on the cancel date Foreign: allow at least 15 days lead time to ensure that orders arrive within our purchase order ship/cancel window • If Panalpina is used, then shipments must arrive at Panalpina by 11:59 p.m. of the cancellation date FINANCIAL AGREEMENTS Holt Renfrew and a vendor may agree to a number of financial arrangements as a part of our relationship. These may include items such as the reimbursement of expenses (salaries, commission), clothing packages for sales associates, participation in promotional activities and other allowances and rebates. In processing the claims for these amounts, Holt Renfrew retains the right to offset these amounts from balances otherwise owed to the vendor. ADVERTISED ITEMS – LATE SHIPMENT POLICY Holt Renfrew’s commitment to our customers is to ensure that all advertised product is in-store for each and every advertised event and Holt’s book feature. An in-stock position of 100% on all advertised items is mandatory, not optional, to ensure that our customers are not disappointed. Late shipments of advertised goods result in unhappy customers and stores, wasted advertising dollars and extra markdowns. Unless otherwise negotiated, if advertised products cannot be delivered to Holt Renfrew (or to the consolidator for Foreign orders) within the requested timeframe outlined on the purchase order, vendors will be charged a discount as a penalty, plus any additional distribution costs required to expedite the goods to stores. The vendor must also notify the buyer a minimum of 15 working days in advance of the cancel date if advertised goods cannot be delivered within the ship and cancel dates outlined on the Holt Renfrew purchase order. Page 121 of 132 RESPONSIBLE TRADING GUIDELINES Introduction As Canada’s leading fashion retailer, Holt Renfrew aims to discharge its business activities in a responsible manner. Holt Renfrew is determined to build its business with its Business Partners and their employees based on the principles of trust, teamwork, honesty and respect for others. To that end, Holt Renfrew has adopted the Responsible Trading Guidelines (RTG) developed for retailers by the Retail Council of Canada (RCC). A copy of these guidelines are included below. Holt Renfrew expects that its Trading Partners will also follow the highest of standards and will have their own Code of Conduct for responsible trading. As part of our business relationship, Holt Renfrew requires every one of its vendors to send a copy of its own Code of Conduct. The Code of Conduct should be provided in conjunction with the signed Vendor Terms Card. This document is only required for the initial start of business between Holt Renfrew and your organization. If a documented Code of Conduct is not available at this time, we still require your acknowledgement and agreement to Holt Renfrew’s established guidelines. The Responsible Trading Guidelines as outlined by the Retail Council of Canada are as follows: Goal The goal of the Retail Council of Canada is to see Canadian retailers adopt these guidelines on a voluntary basis, and implement them according to their business needs and practices. We believe that in doing so we can do our part in ending the sorts of conditions to which too many workers around the world must submit – conditions which include verbal and physical abuse, demands for sexual favours, forced labour and child labour. Application First of all, the RTGs apply only to finished consumer goods purchased for resale to consumers. Goods such as 100% cotton shirt purchased by a retailer in Canada and then sold by that retailer in a Canadian store. The RTG asks retailers to use reasonable efforts to require their suppliers to provide decent, legal and humane working conditions at the manufacturing stage. Those suppliers are also asked to use reasonable efforts to require their contractors to include these guidelines in their contracts. At the same time, a retailer who adopts these guidelines may limit their application to certain goods made or sold by the retailer, as long as the retailer publicly acknowledges that limitation. The fact is, the member-companies of RCC vary widely. Many are relatively small operators, selling a narrow product line in perhaps a handful of stores. But whether big or small, the merchandise they sell comes from all over the world. Given that fact, it is clear that a single approach to the problem is not practicable. Hence, these guidelines, which we believe can serve every retailer interested in promoting decent, legal and humane working conditions. Page 122 of 132 Implementation We recognize that whatever we aim to achieve, we cannot do it on our own. Only governments can set and enforce labour laws, and only international agencies such as the United Nation’s International Labour Organization can directly encourage governments to adopt its conventions and recommendations on the sorts of labour standards we support. Besides, private companies do not have the resources or expertise that governments possess in enforcing laws. Neither do they possess subpoena and investigative powers; nor can they impose civil and criminal penalties on violators of labour standards. Nevertheless, to promote the implementation of these guidelines, retailers who adopt these guidelines have been asked to commit to five principles of implementation. Scope The RTG shall apply only to finished consumer goods purchased for resale to consumers. Retailers that adopt the RTG shall use reasonable efforts to require their suppliers to comply with the guidelines. Those suppliers shall likewise use reasonable efforts to require their contractors to include the guidelines in their contracts for the purchase of goods and services forming a direct component of finished consumer goods. Retailers that adopt the RTG may limit its application to certain goods made or sold by the retailer or to activities of any designated part of the retailer, provided the limitation is indicated by the company. Definitions Supplier means any natural or legal person from whom a Canadian retailer directly purchases finished consumer goods for resale to Canadian consumers. Contractor means any natural or legal person that provides the supplier with goods or services directly used in production of finished consumer goods purchased by the retailer. Guidelines • Laws and Workplace Regulations: The laws and regulations of the countries where goods are made shall be complied with. • Forced Labour: Forced labour shall not be used, whether in the form of prison labour, indentured labour, bonded labour or otherwise. • Child Labour: No person shall be employed under the age of 14, or under the age interfering with compulsory schooling, or under the minimum age established by law, whichever is greater. • Harassment or Abuse: Corporal punishment and other forms of coercion, abuse or harassment, whether psychological, sexual or physical, shall be prohibited. • Discrimination: Discrimination in hiring or any other terms or conditions of work, other than bona fide occupational requirements allowed by law, based on race, colour, national origin, religion, disability, gender, sexual orientation, marital status or political opinion, shall be prohibited. Page 123 of 132 • Freedom of Association: Employees shall be permitted to exercise lawful rights of free association. • Hours of Work: The laws on working hours of the countries where goods are made shall be complied with and employees shall be entitled to at least one day off in every seven-day period, except as required to meet urgent business needs. • Health and Safety: Conditions in all work and residential facilities shall be safe, clean and consistent with all applicable laws and regulations regarding safety and health. • Wages and Benefits: Employees shall be paid the higher of the minimum wage required by laws of the countries where goods are made or the prevailing local industry wage and shall be entitled to all legally mandated benefits. Deductions from wages, not provided for by the laws of the countries where goods are made, shall not be permitted without the express permission of the employee. Principles of Implementation 1. The RTG shall form part of any agreement the retailer enters into with its suppliers. 2. The retailer shall evaluate its suppliers by assessing their observance of the RTG. 3. The retailer shall assign responsibility for the implementation of the RTG to a responsible member of management. 4. Employees to whom the RTG applies shall be informed of it through the posting of the code in a prominent place in the local languages spoken by the employees and managers. 5. Employees to whom the RTG applies shall be provided with a confidential means of reporting violations of the RTG to the retailer and shall not be disciplined, dismissed or discriminated against for providing information about the observance of the guidelines. NOTE: For additional information on these guidelines and their implementation, contact Retail Council of Canada: 1255 Bay St., Suite 800 Toronto, Ontario M5R 2A9 Tel: 1-888-373-8245 Fax: 1-416-922-8011 Page 124 of 132 VENDOR COMPLIANCE Automatic Replenishment Substitution Policy Holt Renfrew’s Automatic Replenishment system is only effective when we receive exactly what was ordered and it’s delivered in a timely manner. Substitutions are not allowed on any Automatic Replenishment orders. There will be compliance charges for substitutions and overshipments. Where merchandise is substituted or over-shipped on an Automatic Replenishment order, the following will occur: • The vendor will be assessed a handling charge of Labour Cost ($45) x Time Incurred. NOTE: There is a minimum cost applied to sort out the shipment as follows: 1st time occurrence – minimum $100 2nd time occurrence – minimum $500 3rd time occurrence – minimum $1000 • The vendor must provide a Return to Vendor Authorization number to the distribution centre within 24 hours of notice. • The handling charge will be deducted from the payment pertaining to the purchase order where the substitution or over-shipment occurred. • Merchandise shipped in quantities greater than stated on the purchase order may be returned to the vendor at the vendor’s expense. Any further questions please contact the Department of Distribution Administration: Phone 1-416-675-9200 x. 89922 or email supplychain@holtrenfrew.com Labelling Compliance Policy In accordance to the Canadian Federal and Provincial Labelling Laws, the following requirements must be met in an effort to expedite your product to our stores: • • • • • • • CA Label Country of Origin Fibre Content Care Instructions Label Nutrition Label Upholstered and Stuffed Articles Requirements Bilingual Requirements Failure to meet these labelling requirements will result in the following compliance charges: 1st time occurrence - minimum $250 2nd time occurrence - minimum $500 3rd time occurrence - minimum $1,000 Page 125 of 132 The vendor will also be assessed a handling charge of Labour Cost ($45) x Time Incurred. Application of Labels In general, for tops and jackets the label should be in the centre of the neck area, midway between the shoulder seams. For skirts and pants the label should be located in the waistband. On other goods, it must be readily accessible. All lettering must be of equal size. All of the labelling requirements can be done on one label or multiple labels (e.g., CA number, fibre contents (in English and French), country of origin, and care instructions can all be on one label. Label shall be marked with the country of origin in a conspicuous place legibly, permanently and always be in front of the fibre content label. Federal and Provincial guidelines to be followed for labelling include, but are not limited to: • • • • • • Fibre content information may appear on reverse side of the label if, on the front side of the label, the words “fibre content on reverse” appear. Separate labels are not permitted to be used in labelling separate and distinct sections of a product. The content information in respect to the various sections, such as interlinings, linings, etc., must be set out separately on the same side of the label showing the content of the outer shell. The terms “hair” or “fibre” must be used in immediate conjunction with the name of the animal, such as “mink hair” or “mink fibre”. If no reference is made to the animal, the hair or fibres may be designated as fur fibres. All labels must be permanently affixed and/or able to withstand a minimum of 10 cleanings of the product. All labels must be easily legible, accessible, and prominently shown. There are some exemptions: For details please refer to Chapter 6 of this manual or refer to: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/01248.html For any pre-packaged items, the required information must be shown on the package unless the label on the item is clearly visible to the prospective purchaser. Please refer to labelling requirements and legislation as specified by Industry Canada http://www.cb-bc.gc.ca/eic/site/cb-bc.nsf/eng/h_01436.html A Labelling Assessment Tool is available to help businesses meet government labelling requirements at: • • • Textile: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/h_02940.html Down and Feather: http://competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/h_02941.html Nutrition Labels: http://www.inspection.gc.ca/english/fssa/labeti/nutricon/nutricone.shtml Further questions regarding labelling or label placement may be directed to: supplychain@holtrenfrew.com Page 126 of 132 VENDOR TERMS CARD Purpose The Vendor Terms Card (VTC) is the document used to outline various negotiated terms between Holt Renfrew and every Vendor. The VTC is mandatory for all Vendors from whom Holt Renfrew plans to purchase. VTCs must be re-negotiated each year, must have effective start and end dates and must be signed by both Holt Renfrew and the Vendor in order to be valid. If a vendor is used in multiple Holt Renfrew merchandise departments, the department with the highest purchase volume will act on behalf of all areas/departments that use the vendor. Timing Vendors will be contacted by the appropriate Holt Renfrew buyer before the season’s purchase decisions are made to discuss and finalize the VTC. All VTCs must be re-negotiated on an annual basis. Components Of The Vendor Terms Card A. Financial Currency, Payment terms, Cash Discounts, Discounts On Cost Price, Allowances, Volume Incentive Agreements, FOB, Commissions B. Merchandise Brands, Agreements, Training, Consignment C. Shipping Pre-ticketing, Store Packing, Hangers, CA Labels, Bilingual Labelling, GTIN/UPC/EAN Marking, AR, EDI, Lead Time The VTC also outlines a requirement for Vendor Contact information. The exact requirements are detailed in Chapter 2 of this manual. It is absolutely critical that this information be updated when contacts change at the Vendor company. Letters and other communication are sent by Holt Renfrew to Vendors on an ongoing basis in the form of either email or regular mail. Your information provides Holt Renfrew with the proper business contacts. The last part of the VTC represents information that is keyed into Holt Renfrew’s internal systems. This pertains to: Purchase Order Address The name and address that is to appear on purchase orders Payment Address The invoicing name and address to which cheques are issued Return Address The business name and address where RTVs are to be sent Factor The factor name and address if applicable Again, any changes to this information should be communicated to Holt Renfrew as necessary in order to ensure that our records are accurate and up-to-date. Page 127 of 132 NOTE: The Vendor is accountable and responsible to Holt Renfrew to ensure that it adheres to and follows all Holt Renfrew policies including all those set out in Chapter 7 of the Vendor Reference Manual and those policies subsequently adopted by Holt Renfrew from time to time, notice of which shall be provided to the Vendor. REPORTING POLICY When requested, Holt Renfrew will provide vendors with merchandise reporting in a PDF Format. The EDI 852 transaction will be used to send sales information to EDI capable vendors. Page 128 of 132 CHAPTER 8: APPENDIX Page 129 of 132 CHAPTER 8: APPENDIX GLOSSARY OF TERMS 131 Page 130 of 132 GLOSSARY OF TERMS AMPS: Administrative Monetary Penalty System, a civil penalty regime that will secure compliance with Customs legislation through the application of monetary penalties. Anticipate Date: Used for open-to-buy planning and represents the date the merchandise is expected to arrive at the DC AP: Accounts Payable AR: Automatic Replenishment generates purchase orders on a cyclical basis. B.O.L.: Bill of Lading Cancel Date: For Domestic Shipments – last date that merchandise can be received by the DC; for Foreign Shipments – last date that merchandise can be received by the HR consolidator H.R.D.C.: Holt Renfrew Distribution Centre EAN: European Article Number; for further details see GTIN EDI: Electronic Data Interchange FTL: Full truckload GOH: Goods on Hangers GTIN: Global Trade Item Number. This is a 14 digit data structure encompassing many familiar barcodes - two of these being UPCs and EANs. Compliance for GTINs was expected by January 1, 2005. There are 4 forms of GTIN – all are from the same global number pool: • • • • UCC-12 (also known as a UPC; used predominantly in North America) Now housed in a database with two left positions zero-filled. EAN/UCC-13 (also known as an EAN code; used predominantly in Europe/Asia) Now housed in a database with one left position zero-filled EAN/UCC-14 (also known as a SCC-14 and used as a logistics application) Housed in a database unchanged EAN/UCC-8 (used predominantly in Europe/Asia) Now housed in a database with six left positions zero-filled HR: Holt Renfrew LTL: Less Than truckload MSDS: Material Safety Data Sheet supplied with all hazardous materials. NAFTA: North American Free Trade Agreement. PO: Purchase Order Pre-Split: Order in which the cartons are pre-packed by store, with Holt Renfrew’s store address and identification numbers labelled – 1 purchase order containing multiple stores. Page 131 of 132 P/S: Packing Slip R/R: Retail Ready Ship Date: Refers to the beginning ship date UPC: Universal Product Code; for further details see GTIN VICS: Voluntary Inter-Industry Communications Standards; used in conjunction with Electronic Data Interchange transactions. Page 132 of 132
