General Merchandise
Technical Code of Practice
Contents
1.
Introduction
2.
General Conditions of Supply
3.
ASDA General Merchandise IT systems
3.1
ASDA supplier website
3.2
Datalink
3.3
Retail Link
4.
Policies and Guidance
5.
Factory requirements
5.1 Factory Audit Requirements
5.2 Quality Management Systems
5.2.1 Critical Control Point System
5.2.2 Quality Policy
5.2.3 Quality Manual
5.2.4 Management Responsibility
5.2.5 Records
6.
Technical Product Development Process
6.1. Technical File
6.1.1 Buy Brief/Design Brief
6.1.2 Technical review:
6.1.2.1 Risk Assessment
6.1.2.2 Initial Product Specification Form (IPS)
6.1.2.3 Appraisal
6.1.3 Pre-production
6.2.
6.3
6.4
6.5
Control of Out of Specification Product
Product Identification and Traceability
Product testing.
Pre-shipment Inspection
7.
Product Incident Management
8.
Customer Complaints & Returns Data
9.
Supplier Visits
10.
Supplier Charges
11.
Flow Diagram of Technical Process
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1.
INTRODUCTION
This Code of Practice (COP) covers all ASDA Brand own label, direct imports, tertiary
brand or any other exclusive to ASDA General Merchandise products. It outlines the
contractual obligations for the supply of products into ASDA, supporting the terms and
conditions.
ASDA will only purchase products from approved suppliers who can demonstrate due
diligence covering key items:
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Product development, taking into account safety, legality and quality.
A specification to define key materials, designs, measurements and other
parameters to allow consistent achievement of the product and packaging.
Testing and certification tailored to ensure the specification and all legal
requirements are met.
A factory manufacturing base capable of producing the product consistently to be
safe, legal and of agreed quality.
Approved suppliers must demonstrate good manufacturing practices and meet the
requirements laid down by specifications and all relevant legislation. Due regard must be
given to environmental and ethical concerns.
This Code of Practice document
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Must be read in conjunction with relevant ASDA supplier Terms and Conditions.
Must be read in conjunction with relevant ASDA Policy Statements
Must be read in conjunction with the product specification agreed between ASDA
and the supplier.
Suppliers must visit the ASDA supplier website regularly to ensure they are kept up to date
with current policy and requirements.
www.asdasupplier.com
This Code of Practice is in addition to any legal obligations in relation to the products
supplied.
This document is not exhaustive, and expert advice must be sought where appropriate.
Where a particular issue is not covered within this code of practice, the supplier must
default to legal compliance or recognised industry best practice.
It is the supplier’s responsibility to communicate the ASDA code of practice, policies and
technical manual through their supply chain to ensure compliance.
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Whilst this document lists all steps involved within the ASDA Technical product
development process, certain products may not be required to follow all steps.
Confirmation will be given by the ASDA technical team.
2.
GENERAL CONDITIONS OF SUPPLY
Product sold in ASDA stores and online must at all times be safe and legal and
consistently meet the quality standards agreed in writing with the supplier.
All products, including its associated packaging, supplied to ASDA must fully comply with
all current and relevant United Kingdom (UK) and European Union (EU) legislation,
regulations and quality standards, including, where applicable, recognised industry Codes
of Practice.
All products supplied to ASDA must fully comply with a written specification agreed with
the relevant ASDA Technical Contact. ASDA reserves the right to reject any products
failing to meet any requirement of the approved specification.
The level of product development the ASDA technical team will undertake for tertiary
brand products will be dependant on the supplier categorisation and the ASDA
technologist will confirm all requirements.
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3.
ASDA GENERAL MERCHANDISE IT SYSTEMS
3.1
ASDA Supplier Website:
ASDA publishes its policies on the ASDA supplier website, along with a copy of ASDA’s
terms and Conditions of supply. The website is free to access through the below weblink:www.asdasupplier.com
ASDA regularly update documents placed upon the website, therefore it is essential that
all suppliers frequently access the information and ensure that they are familiar and up-todate with all relevant ASDA’s policies and Terms and Conditions.
3.2
Datalink
Datalink is the on-line library of test reports from ASDA’s 3rd party laboratory partner ITS.
The test results of all items submitted by a supplier to an approved Asda test laboratory for
testing against Asda test protocols will appear on Datalink, with a copy of the test report (in
a .PDF format) available to view for each supplier.
Datalink will also provide a status summary of testing in progress.
Testing certificates approved by the General Merchandise technical team from other
approved laboratories must be uploaded by the laboratory to Datalink.
Please note that whilst each supplier will only be able to access their own product test
details, ASDA will have access rights to view all ASDA product specific test reports on
Datalink.
Access to Datalink can be requested through your Asda Technologist.
3.3
Retail Link
All approved suppliers will be given access to the Wal-Mart/ASDA system, Retail Link.
Retail link is predominantly a trading system; however it is used by the technical teams to
monitor product returns, by total amount and by defective returns.
Returns reports are sent to suppliers for them to monitor and investigate as necessary.
Each category technologist will monitor and send out additional information collated from
returns data for supplier investigation. All suppliers are also expected to monitor this data
regularly.
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4.
POLICIES AND GUIDELINES
ASDA has published its terms and conditions and policies on the supplier website. ASDA
policies detail the frame work and standards with which our suppliers must comply, and
which provide guidance on completion of specifications and other documentation.
.
Product technical requirements (Make standards) and product Testing Schedules are
available and will be confirmed by the relevant ASDA technologist for each specific
product. These will form part of the communication between ASDA and its suppliers by
product and provided at the beginning of the product development cycle when Sourcing
trips are arranged.
ASDA expects all suppliers and agents to read the content of these documents and
implement accordingly. Suppliers and agents must also be able to demonstrate how they
have implemented the policy.
5.
FACTORY REQUIREMENTS
5.1
Factory Audit Requirements
As a minimum, all suppliers of Asda Brand own label and Direct Imports must be approved
to ASDA’s Ethical Standards and Factory Capability and Capacity Audit (FCCA) via
approved third party audit process. Factory prequalification audits will be required prior to
order commitment for factories of all ASDA own label and exclusive to ASDA product
suppliers. The suppliers should disclose all the sites via the Retail link system & follow the
Asda Wal-Mart Ethical Standards and FCCA Audit programme.
In order to fully and correctly complete the process, it is vital that the supplier discloses all
manufacturing and sub-contract factories to ASDA.
Factory Capability and Capacity Audit (FCCA):
The purpose of the FCCA audit is to assess a new factory prior to building a business
relationship. Ensuring that they have the correct procedures and policies in-place, and
these are fully implemented across relevant areas of the business, from goods-in to preshipment inspections. It will also look at the quality management system within the factory
and quality control checks.
Validity of the FCCA audit is dependent on the assessment grading issued following
completion of the audit.
Ethical Standards
The purpose of the Ethical Standards Audit is to verify that within the factory (and/or subcontract factory where applicable) all labour is voluntary, that children are not used in the
production of merchandise for Wal-Mart/ASDA, and that workers are properly paid for all
hours worked and that those hours are not excessive and are consistent with local laws or
regulations. We will also require that factories respect the rights of workers to associate, to
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provide for safe and healthy working conditions and, where applicable, to provide workers
with safe and healthy residential facilities. All suppliers should follow the supplier
standards stated. The ethical audit will be based on these standards.
Validity of the Ethical Standards audit is dependent on the assessment grading issued
following completion of the audit.
The management and communication of this process is undertaken by the ASDA Global
and Ethical sourcing teams.
5.2.
Factory Quality Management Systems
ASDA expects that supplier Quality Management Systems are robust, appropriate to the
product produced and effective in ensuring that only products meeting ASDA’s
requirements reach its customers.
5.2.1. Critical Control Point System
Using the Hazard Analysis Critical Control Point (HACCP) system as a guide, suppliers
should ensure that they have considered all critical areas of production and assembly and
that they have suitable checks in place to ensure the correct procedures are used at all
times.
Documented risk assessments and studies must be produced and released to ASDA upon
request. ASDA expects its suppliers to be able to demonstrate that the principles of this
approach is a way of working within their business, and that it is equally understood and
respected by all members of the manufacturing and management teams
Suppliers must be able to demonstrate that appropriate principles and studies have been
carried out by a multidisciplinary team and that the team leader has been adequately
trained.
Principles of HACCP studies should be based on the following process: Process flow diagrams drawn for each process.
 Potential hazards, associated with each process step, identified and documented.
 A decision tree used to define the Critical Control Points (C.C.P.).
 The control target levels and tolerances must be defined in order to ensure that
each C.C.P. is controlled.
 This must be verified by a suitable monitoring system with documented work
instructions.
 Corrective action must be documented in order to define the action required when
the C.C.P. is moving out of control.
 Verification procedures must be implemented to confirm the effectiveness of the
system, with corrective action taken as appropriate.
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5.2.2. Quality Policy
Suppliers to ASDA must have a clearly defined and documented Quality Statement which
is underwritten by a senior member of the company management. The policy must state
the company’s intention to meet its obligations to produce safe, legal and quality products
in line with ASDA’s expectations. The policy must be regularly reviewed, at least annually.
5.2.3. Quality Manual
The quality system should be documented in a quality manual, with a procedure in place
to ensure that an effective document control process is in place. The quality manual
should be made available to all key personnel, with appropriate training given as
necessary. Training records should be available for all key personnel. Documented
procedures should outline the methods of working and include corrective actions.
5.2.4. Management and Responsibility
It is the responsibility of the supplier management to clearly identify the company
management structure, defining reporting relationships and job responsibilities. To ensure
the quality, safety, legality and environmental best practice in the production of ASDA
products, and to establish and meet the training needs of all personnel.
Personnel must be trained with reference to documented procedures, full training records
should be maintained and reviewed. Temporary personnel and contractors must be
trained as appropriate, prior to commencing work.
There should be commitment from senior management that quality objectives are
established and maintained.
5.2.5. Records
All production records must be legible and genuine and kept for a minimum of 10 years in
order to demonstrate due diligence. These records may be required for inspection by
ASDA or Local Authority Inspectors.
6.
TECHNICAL PRODUCT DEVELOPMENT PROCESS
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All products sold in ASDA stores must meet a high standard of safety, quality, legality and
durability. This minimum standard is assured through a process of product assessment
stages throughout the development of the product.
The product development process is intended to ensure that:
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The product is manufactured to meet ASDA’s requirements.
That the manufacturer applies appropriate controls throughout production to
ensure that ASDA agreed standards are consistently maintained
That the supplier agrees a technical product specification with ASDA.
This section gives an introduction to the product approval process and ASDA’s
expectations for suppliers within that process.
For ASDA’s packaging development process, please refer to the packaging policy,
available from the Packaging team.
6.1 Technical File
ASDA holds a technical file for each product, which consists of the following as a minimum
(product dependant):
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Buy Brief (or Design Brief if applicable)
Product Specification form
Appraisal comments
Pre-production requirements
Approved instruction manuals, product labelling & packaging
All Suppliers, in conjunction with ASDA, must complete a Product Specification ideally
when submitting a Quote sheet that details and confirms compliance with all relevant
EU/UK Directives and Regulations as applicable to the product. The specification must be
current and cannot be changed without prior written approval from the ASDA technical
team.
6.1.1 Buy Brief (or Design Brief)
The buy brief is completed and agreed by the category trading and technical team.
The brief details what we want to buy and will include:
 Estimated quantities
 General product requirements
 Packaging and labelling (It is a requirement that the supplier comply with the
ASDA Packaging policy. For further details, please contact the Packaging team)
 Make standards
 Testing requirements
 Pre-shipment Inspection Requirements
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6.1.2 Technical review
6.1.2.1 Risk Assessment
The risk assessment product review is conducted by the ASDA technical team either on or
following the selection/buy trip from a confirmed factory and concentrates on:
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The construction of the product
General safety requirements
Fitness for purpose
Risk assessment
Review of information provided in the IPS
Compliance data, WEEE, batteries, Reach etc.
Compliance of the product to Asda test requirements & quality expectations as
briefed in the minimum makes
The review will confirm:
 If the product is approved
 If further product specification details are required
 If amendments are required and a new sample is to be submitted
 All samples submitted must be clearly labelled and include the appraisal stage,
amendment number and sample date.
 At this stage the product specification must be available
Recommended pack copy and instructions can be reviewed and advised at this
stage.
The product route (the product approval stages) will be confirmed by the technologist
at the end of this stage and if required, details given on the number of further
samples to be submitted as part of the technical product development and sign off
process.
6.1.2.2 Appraisal
The appraisal review is conducted on samples amended in accordance with the risk
assessment findings.
Similar to the risk assessment process, the appraisal will review:
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If the product is approved or requires further amendments
The construction of the product, instructions, care & use information
General safety requirements
Fitness for purpose.
Confirmation that any amends requested at risk assessment have been
implemented
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The review will re-confirm the product specification and advise if any further product
amendments or appraisal reviews are still required.
If additional samples are required, the supplier must ensure that they are clearly
labelled and include the appraisal stage, amendment number and sample date.
For certain products highlighted during the review process it may be necessary to
carry out additional requirements such as:
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In-line process
Surveillance testing
This will be confirmed by the ASDA technical team.
6.1.3 Pre-production
The pre-production review is conducted on samples amended as agreed during the
previous approval stages. Approved samples will be signed & chopped by the ASDA
technical team for the factory’s reference to be used in production and for
inspections.
The pre-production samples must be representative of bulk production. At this stage,
the technical team and supplier will agree any relevant manufacturing tolerances.
The technologist may visit the factory or arrange a meeting with the supplier & factory
manager to carry out a pre-production meeting.
The pre-production review will look at:
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The manufacturing process flow
Agree manufacturing tolerances
Review the manufacturing process controls checks and agree specific control
test frequency
Agree any product instructions
For products highlighted during the review process as high risk it may be necessary
to carry out additional requirements such as:
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In-line process
Surveillance testing
This will be confirmed by the ASDA technical team.
6.2
Control of Out of Specification Material/ Product
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Where an incoming material / component or the finished product is found to be out of
specification it must be isolated and labelled. It must then be destroyed, returned to the
vendor or reworked as agreed with the ASDA technical team. The supplier must initiate an
investigation and feedback the causes for the out-of-specification.
No out-of-specification product is to be released for distribution to ASDA without the
authority of the relevant ASDA Technical Contact.
6.3. Product Identification and Traceability
An effective traceability system is reliant upon the co-ordination and integration of
data/information from multiple sources over a short timeline. ASDA requires all products
advised by the technologist, to be batch coded and must include full traceability of raw
material as well as finished product.
The traceability system must be regularly challenged (minimum frequency annually) for
accuracy and speed of response. ASDA reserves the right to test these response times.
As a minimum, ASDA expects traceability of products back to the day of production and
assembly line.
6.4. Product Testing
Testing must be carried out by a UKAS / HOKLAS / ILAC accredited laboratories. ASDA’s
key laboratory partner is ITS, however test reports from the following will be accepted:
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BV
CERAM (Ceramics & Glass)
FIRA (Furniture)
STC HK (Ceramics & Glass)
SGS (Furniture, Toys, Sports & Camping)
Dekra (SDA, PE, Christmas Trees & Lights)
A full detailed list of test houses for different product categories can be obtained from your
ASDA technical contact on request.
In exceptional circumstances test reports from other accredited laboratories will be
accepted with prior agreement by the ASDA technical team in the UK. A document review
will be required in this instance.
Test reports are valid for one year from the date of testing and must be re-tested so the
reports run back to back.
In addition to the routine testing carried out by the manufacturer, ASDA reserves the right
to independently test random products as part of Asda’s surveillance programme.
If the product conforms to specification, the costs associated with this additional testing
shall be met by ASDA. In the event of non-conformance the cost will be carried by the
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supplier.
6.5
Pre-shipment Inspection
An independent 3rd party inspection is required for all FOB purchase orders to confirm that
production conforms fully to ASDA’s product specification. This inspection will be
conducted using ASDA’s Pre-shipment Inspection requirements.
It is the supplier’s responsibility to contact the inspection company to arrange a preshipment inspection approximately 7 days prior to 100% production complete. 90% must
be packed at the time of inspection and an ASDA approved chopped & signed production
sample must be available for inspection.
Any issues found by the inspection company will be advised to ASDA. Products will not be
allowed to ship unless agreed by the ASDA technical team.
Following 2 repeat fails on an inspection, the supplier will be advised by ASDA if the
product can be reworked, inspected & accepted or if the order needs to be destroyed and
remade. In this instance ASDA still retains the right to cancel the order at this stage.
Any inspections which abort will become the responsibility of the supplier to rebook. Any
relevant costs will be carried by the supplier.
7.
PRODUCT INCIDENT MANAGEMENT, WITHDRAWALS AND RECALLS
The supplier is responsible for ensuring there is a procedure in place to notify ASDA of the
occurrence of an incident that renders ASDA product unsafe, illegal or of substandard
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quality. Alternatively if an incident is highlighted as a result of a customer complaint, a
procedure must be in place to enable a thorough and timely investigation.
8.
CUSTOMER COMPLAINTS & RETURNS DATA
Complaints received by ASDA will be co-coordinated by the ASDA Customer contact
centre logged onto the ASDA complaints system and then sent to suppliers on a weekly
basis by ASDA Technical Teams.
All suppliers must have a written policy which sets out the procedures to be followed in the
event of any customer complaints. This must also indicate the specific person responsible
for handling complaints.
Suppliers must collect and analyse all complaint data, by product, complaint, category and
source. The outcome of all customer complaint investigations must be clearly
documented. Any trends must be identified, reacted to accordingly and communicated to
the ASDA Technical Team.
ASDA does not expect suppliers of ASDA brand product to have direct contact with
complainants. The supplier is expected to thoroughly investigate complaints, provide all
the relevant documentation, implement any corrective actions and summarise their
findings to the ASDA Contact Centre who will then co-ordinate a response to the
customer. This is expected to be carried out in a timely manner and to meet all
requirements of the ASDA Contact Centre.
Outcomes of complaint investigations must be used to improve quality and safety.
If a complaint requires further analysis then the supplier may be required to settle the
additional costs.
9.
SUPPLIER VISITS
ASDA reserves the right to visit suppliers in order to effectively and independently validate
operations. Visits may be announced or unannounced as circumstances require.
Suppliers must ensure that:
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Open access to the site and all relevant documentation is made available
Relevant people at the necessary seniority are available to escort ASDA
colleagues around the site allowing appropriate access to the operation, ensuring
their safety and answer any questions.
 Visits may be:
-Routine (e.g. to inspect products and facilities against specification, exchange
information)
-New Product Development (e.g. to evaluate suitability of new products / processes,
pre-production trials, product launches)
-Reactive (e.g. trouble-shooting visits in response to declining sales, escalating
complaints or product withdrawal / recall).
10.
SUPPLIER CHARGES
ASDA reserves the right to recover the costs of lost sales and additional administration
resulting from the supply of any goods failing to meet specification or the terms of the
jointly agreed supplier warranty, as detailed in terms and conditions.
11.
FLOW DIAGRAM OF TECHNICAL PROCESS
This diagram outlines the full process including some sourcing stages.
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1. TEAM WORKSHOP
2. MAKE STANDARDS
3. BUY BRIEF
4. SOURCING PROCESS
5. BUY TRIP
6. RISK ASSESSMENT
7. APPRAISAL
8. PRE-PRODUCTION
9. TESTING
10. FINAL PRODUCTION
SIGN-OFF
11. PSI
12. POST PRODUCTION REVIEW
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