Morrisons Supplier Handbook
A Guide for Ambient Suppliers
© 2011 Wm Morrison Supermarkets plc
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1. Version Control
Version
Issue
Notes
1
October 2011
Revised Delivery Guidelines
Disclaimer
It is important to note that the contents of these delivery guidelines are subject to change with reasonable prior
notice. Whilst every effort will be made to ensure that any changes are minimal, Morrisons reserves the right to
make such changes as required by underlying business or technical processes.
An up to date version of this pack can be requested by email from your buyer at any point, although every effort will
be made to distribute new versions of specific documents as they become available. It is strongly recommended that
a new version is requested immediately prior to implementing any new delivery process with Morrisons and that the
version history for each document is reviewed carefully.
We will notify you of any update to these guidelines by email unless you let us know that you wish to receive such
notification by post.
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Contents:
SectionSection NamePage No.
1.Version Control2
2.Introduction4
3.Morrisons Head Office Contact Details4
4.About Us5
5.Setting up items with us6
6.Product Packaging Requirements7
7.Filled Display Units8
8.Outer case labelling9
9.Purchasing/Expense Labels9
10.Bar Coding10
11.Barcode checklist11
12.Minimum acceptance days on product12
13.EDI (Electronic Data Interchange) Trading13
14.Purchase orders14
15.Amended purchase orders15
16.Booking-in times16
17.Direct to stores deliveries17
18.Deliveries to warehouses – Pallet presentation18
19.Pallet presentation continued19
20.Half Pallets19
21.Ti x Hi20
22.Ti x Hi - Breakpacks20
23.Delivery Management21
24.Intake procedures22
25.Product Rejections23
26.Product Returns24
27.Delivery documentation25
28.Proof of delivery confirmation26
29.Imported stock27
30.Purchase orders for import28
31.Booking Requirements29
32.Slip Sheets30
33.CFS deliveries30
34.Shipping documents31
35.QC checks31
36.Canned goods31
37.InMotion: Morrisons Backhaul delivery service32
38.Morrisons Supplier Database (MSD)33
39.Own label packaging reduction guidelines34
40.Warehouse contact details35
41.Head office function contact details36
Appendix 1.Example converted warehouse POD37
Appendix 2.Example delivery note38
Appendix 3.
Example case label – own label product
39
Appendix 4.Example purchasing case label40
Appendix 5.Example Conformance Certificate41
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2. Introduction to Morrisons Ambient Delivery Guidelines
The Morrisons Ambient Supplier Handbook is designed to inform you about the procedures you must follow
when delivering goods into our Ambient warehouses. It is important that you read these guidelines to fully
understand our requirements for Ambient deliveries
Please destroy any previous copies of this documentation. If you are unsure you are using the latest version, or
you require further copies, please contact your buyer within Morrisons (“your buyer”).
This document provides guidelines for the delivery of ambient goods across the following areas:
•
Beers, Wines and Spirits
•
Grocery
•
Health and Beauty
•
Home and Leisure
•
Household
•
Expense Items
Separate guidelines are also available for chilled & frozen products. Please contact your buyer.
Suppliers must follow the guidelines in their entirety; however, where a guideline is an absolute critical
requirement it will be highlighted in coloured boxes – please ensure that the information contained in these
boxes is adhered to as a priority
If you have any queries relating to the points outlined in this document, please direct these through
suppinfo@morrisonsplc.co.uk. Alternatively please contact your buyer.
3. Morrisons Head Office Contact Details:
Wm Morrison Supermarkets
Hilmore House
Gain Lane
Bradford
BD3 7DL
Tel: 0845-611-5000
www.morrisons.co.uk
Full contact details by area can be found at the end of this document
General Queries
For orders, scheduling and deliveries, please contact your Trading Stock Controller
For range and product queries, please contact your Buyer
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4. About Us
Morrisons was founded in 1899 by William Morrison. From our origins as an egg and butter merchant
in Bradford, we have now evolved into one of the biggest supermarket chains in the UK.
Morrisons operates over 460 stores nationwide and employs in excess of 130,000 people.
We ensure our customers get the best value by focussing on our key points of difference:
A simple strategy
Keeping things simple. Our constant focus on freshness, great value and outstanding service is appealing
to more and more people.
A broad appeal
We currently serve over 11 million customers a week.
A simple model
Where possible, we source locally and manufacture in our own sites. We distribute to our stores through
our own network which means we’re able to deliver consistent freshness at a reduced cost whilst being
in control of our supply chain.
A real difference
In Market Street we have more people preparing food than any other retailer and we employ more specialist
butchers, fishmongers and bakers than any of our competitors.
A simple commitment
We are a practical, down to earth business and that’s how we approach corporate responsibility. Our
programme is consistent with our Vision and Values and reflects sound commercial thinking as part of
everyday business.
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5. Setting up items with us
In order to maintain correct data in our system, it is important that you take care to provide us with the right
details about your product. You must fill out a new line form for all new products. There are some key items you
must inform us accurately about. This will help to ensure that your data is consistent with the data we have in our
system and will decrease the risk of product rejection at warehouse. Some of these key items include:
•
Product life at the time of manufacture
•
EAN – item barcode
•
TUC - outer case barcode
•
Ti ( number of cases per layer on a pallet)
•
Hi (number of layers on a pallet)
•
Pallet height
•
Break pack dimensions and Ti x Hi
•
Outer case dimensions/weight
•
Item dimensions
•
Pack weight
•
Price related item
•
VAT rate
Data Management
Please ensure any amendments are communicated to your buyer to ensure accurate data and to minimise
the risk of product rejection upon receipt at warehouse.
Samples of all new items must be provided to buyers to validate data on our system. These must be provided
no later than 2 weeks prior to initial orders.
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6. Product Packaging Requirements
Outer Case Packaging
Your packaging requirements will be agreed with your buyer, and must be adhered to for all deliveries.
Morrisons is committed to reducing outer case packaging for all own-label products in line with our
Corporate Social Responsibility Charter. Further details of this can be found at the end of this document.
The following guidelines should be followed for outer case packaging:
•
Outer cases must be of sufficient strength to protect against damages during delivery
•
Internal dividers shall be used on fragile product such as glass to avoid damage during transit
•
Outer cases shall only be sealed using adhesive tape or glue. Bands and staples are not accepted
•
Adhesive tape shall not obscure labels
•
If product is in shrink-wrap cases the side holes of the shrink-wrap must be sufficient to retain the product
•
A minimum material specification of 40um (micron) must be used for products delivered in poly bags, e.g.
duvets, towels, cushions, etc
•
Where shelf ready packaging is used, the construction of the cases must be strong enough to prevent the
packaging bursting open
•
Outer case labels must indicate if they are breakpacks
•
No breakpack stock shall be delivered with a part filled outer box
•
Each individual case must to be packaged in such a way that is sufficient for stock to reach stores without
being damaged
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7. Filled Display Units
For products delivered in floor-standing display units (each a “unit”):
The weight of the unit must not exceed 32kg to enable safe picking by a maximum of two people:
•
If the gross weight must exceed 32kg due to the nature of the product, then the unit should be placed on a
half pallet 600mm x 1000mm, slaved onto a standard pallet as detailed in section 18, so that each display unit
can be moved using equipment at warehouses and stores (see figure 1).
•
If the display unit has been assigned a shipper location in stores, the maximum width of the unit is 640mm.
•
Please note that at stores the units will be moved using pallet pump trucks, not fork lift trucks. The whole
of the half pallet must therefore be clear of cardboard or other pallet surrounds (excluding pallet wrap) to
enable easy access for the pump truck.
•
The unit must be rigid and stable, and maintain structural integrity throughout the distribution network to
avoid damages.
•
The design of the unit must ensure it has a low centre of gravity to ensure it is not top heavy.
•
The unit must be enclosed to avoid stock falling from the display or being damaged in any way.
Please note – Further guidelines about shippers and front of store pallets are available in separate guidelines.
Please contact your buyer for more information.
Fig 1.
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8. Outer Case Labelling
The following requirements must be adhered to when presenting outer case labels on products supplied to our
warehouses. Deliveries may be rejected if they do not conform to these:
•
The labels must be placed on a minimum of 2 adjacent sides of the cases
•
The labels must be easily readable by the intake team and scannable for our systems
The labels must include:
•
A TUC
•
A Morrisons product code for own label products and must take prominence over the supplier’s own product
code
•
A Full Product description – (this is agreed with the buyer, and needs to match the description on the order)
•
Full date code on perishable items
•
Product use by/open by date and best before date
•
Pack size (units per outer case)
•
Gross case weight (the maximum case weight allowed is 16kg).Where the weight of the product unavoidably
exceeds 16kg, e.g. televisions, a label indicating a two-man lift should be applied
•
A break pack identifier where this applies
•
A product batch number
An example outer case label is shown at appendix 3.
9. Purchasing / Expenses Labels:
For purchasing deliveries, a different label colour is required for different product types to enable the warehouses
and stores to easily identify and manage the products. The category for each product a supplier delivers will be
communicated by the relevant trading contact.
The label colours are given below:
Yellow- Café
Red
-
Butchery
Orange
-
Oven Baked
White -
Bakery and Cake Shop
Green
-
Fresh Prep
Lilac
-
Deli
Blue
-
Fish Bar
The label is required to be 10 cm x 10 cm.
An example Purchasing/Expenses outer case label is shown at appendix 4.
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10.Bar coding
Trading Unit Code (“TUC”)
A TUC is the barcode that should be displayed on the outer cases of stock delivered into our warehouses
All delivered items must display a scannable outer case TUC code to be accepted into our warehouses.
All TUCs must meet GS1 specifications. Failure to display an acceptable TUC may result in rejection of stock.
It is the suppliers’ responsibility to ensure all cases have the correct TUC
For own label product suppliers, Morrisons will supply you with the TUC to display on the outer case
Additional information required in the barcode such as case weight or date code should be concatenated into the
barcode and not printed as a separate code.
Below is a summary of our TUC requirements. For full details please visit www.gs1uk.org
Type accepted:
•
ITF – 14
•
EAN – 128
Format:
•
ITF – 14 magnifications must be between 62.5% and 120%. A minimum of 100% magnification is required
when printing direct to cardboard
•
EAN – 128 magnifications must be between 25% and 120%, ideal being 50%.
•
Overall width including light margins should not exceed 165mm
•
The base of the TUC must be located 32mm from the lower edge of the unit, no closer than 19mm to the
vertical edge and at least 5mm from any packaging seams or folds
•
The TUC code must appear on a minimum of two adjacent vertical sides of the case. Ideally, a TUC should
appear on all four vertical sides
•
Any other displays of TUC should be agreed with your buyer
Quality Control:
10 •
To ensure the TUC displayed on outer cases meets GS1 guidelines, both brand and own label product
suppliers must submit an example of all traded unit outer packaging for approval to your buyer
•
The print quality on TUC codes should be checked regularly throughout the print run
•
All quality checks must include visual checks
•
Any cases failing these checks must be relabelled before they are sent to us
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11. Bar code checklist
•
Is the barcode format accepted by Morrisons?
•
Are the barcode numbers correct?
•
Is the code at least 32mm from the base of the unit?
•
Are the light margins clear and the correct size?
•
Is the contrast between the bars and background accurate and will the chosen colours scan?
•
Will the barcode be easily read in the environment the product will be stored, handled and distributed?
•
Are there any other codes or printing obscuring the barcode?
•
All TUCs need to be agreed with your Morrisons buyer before product is ranged in our stores.
An example of an outer case code with visible TUC must be made available to your buyer at least 2 weeks
before orders begin. Please see below for an acceptable example of an outer case TUC:
Your TUC must be displayed on all cases and meet the required standards. Your product may be rejected
at warehouse if the TUC is absent or incorrect.
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12. Minimum acceptance days on product
•
Stock must not be delivered with less than the agreed minimum shelf life, as agreed with the buyer and
shown on the new line form.
•
There must only be one date code per product per pallet. Mixed date products presented on a pallet may
be rejected.
•
Stock must not be delivered with less shelf life than the previous delivery of the same product. It must be
presented in accordance with good stock rotation practices.
Acceptable date code formats are:
•
Use By DD / MMM
•
Best Before DD / MMM/ YYYY
•
Best Before End MMM / YYYY
•
Expiry Date MMM / YYYY (pharmacy only)
Any product failing to meet all the above criteria may be rejected and any additional cost will be the
supplier’s responsibility.
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13. EDI (Electronic Data Interchange) Trading
EDI (Electronic Data Interchange) is used by Morrisons for trading with suppliers.
If you are a supplier that delivers to a converted warehouse you must now operate with us on EDI
and enable EDI messages for all warehouses
During our systems rollout period, the types of messages that will be transmitted via EDI include, but are not
limited to the following:
EDI messages for converted warehouses
Inbound to the supplier:
• Purchase orders
• Purchase order amendments
• Debit memos
• Transportation advice (freight forwarders only)
Outbound to Morrisons
• Invoices
• Transportation advice (freight forwarders only)
EDI messages for non-converted warehouses
Inbound to the supplier:
• Purchase orders
Outbound to Morrisons
• Invoices
There are benefits to using EDI for suppliers including:
• High speed data transfers
• Improved data integrity and security for both parties
• More efficient reconciliation of invoices
• Standard message formats
• Automated ordering
Who do I contact about EDI?
In the event of any queries in relation to EDI, or to obtain a copy of our full EDI documentation –
EDI Message Implementation Guides, including commercial and technical information please contact
our in-house EDI team at:
Edi.Team@morrisonsplc.co.uk
Or by telephone:
08456116422 / 08456116425
Non-EDI supplier to converted warehouses: As soon as a warehouse you deliver to converts to new systems, you
will need to operate on EDI for all warehouses (converted or not). Our standard message type is EDIFACT.
Current EDI suppliers to converted warehouses: Suppliers will be required to set up EDIFACT for converted
warehouses and continue on current EDI message types for non-converted warehouses.
EDI/Non-EDI suppliers to non-converted warehouses: No action yet. Once the warehouses you deliver to
convert to new systems, you will need to operate on EDI EDIFACT. You will be contacted in advance of this.
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14.Purchase Orders (“PO”s)
Receiving orders from us
You must quote our PO number on all delivery and invoicing documentation. If you have any queries relating
to your PO, please contact your Trading Stock Controller.
Purchase Order Numbers
Purchase orders for non–converted warehouses have a 7 digit numbering format. The first three numbers indicate
the warehouse location; the last four follow a sequential format:
E.G. 9891706 this format will be phased out as our warehouses convert to new systems.
Purchase orders for converted warehouses have an 8 digit numbering format:
E.G. 10012589 this number no longer includes the warehouse location ID
PO item numbers
The item numbers quoted on our POs will differ in format if receiving POs for converted or non-converted
warehouses
•
For non-converted warehouses the item number will have an 7 digit format i.e. 0012589. This structure will be
phased out as all of our Ambient and Frozen warehouses are converted.
•
For converted warehouses, the item number will have a new 9 digit format i.e. 125789632
For users of MSD (Morrisons Supplier Database), converted and non-converted warehouse Purchase Order
numbers and item numbers can be decoded. Further information will be made available in the revised training
pack to be issued in due course.
Converted warehouses POs will also include:
•
Cost price per item ordered
•
Supplier currency
PLEASE NOTE:
The complete PO number & destination warehouse must always be quoted when contacting Booking In,
Trading Stock Control, Buying, or the warehouse.
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15. Amended Purchase Orders
We may from time to time need to amend our Purchase Orders and we will provide reasonable notice in
such instances.
For suppliers to a converted warehouse, amendments will be communicated via EDI for those warehouses only.
Cost Price Changes
For suppliers whose payment terms refer to delivery date payment - For orders to a converted warehouse,
if there is a cost price change after the order has been issued but before the delivery date, the order will be
re-transmitted with the new cost price.
Booking In Procedure
Once an order has been generated, our Booking In team will schedule the order into the relevant warehouse
for the required delivery date at an appropriate booking time. The order is then transmitted to you via EDI.
In case of queries
The changes to our systems mean that areas of our business will operate on different systems. However
there will be a decode facility to ensure that all areas including Supply Chain, Trading and Logistics can
manage queries from suppliers, whether for a converted or non-converted warehouse order.
Any anticipated shortfalls or problems meeting the specified delivery date must be communicated to the
relevant Trading Stock Controller by 3pm the day prior to the delivery date.
If amendments are communicated on the day of delivery, they may be rejected OR need invoicing on
a separate PO.
Suppliers must meet the order in full on the due date and time specified on the Purchase Order.
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16. Booking In Times
All distribution warehouses operate a booking in schedule, detailing suppliers due delivery times, to which all
suppliers/hauliers must adhere.
Standard operating days
Morrisons operates a seven-day operation for goods-in at most warehouses, including Bank Holidays. Suppliers
and hauliers must follow the same principles when organising deliveries into our sites, unless agreed upon by
prior arrangement with the buyer.
Early and late deliveries
•
Vehicles that arrive at a warehouse more than 30 minutes prior to their scheduled booking time may not be
allowed on site, and risk being requested to return at their allotted time.
•
Vehicles that arrive at a warehouse more than 30 minutes after their booking time, are likely to be rejected
unless prior notification is given, and authorised by the depot.
•
If a vehicle is due to be late on the specified day of delivery, please contact the relevant warehouse to advise
them of the anticipated delay to the delivery time. If an order is due to arrive exceptionally late, there is no
guarantee the warehouse will agree to receive it at the notified arrival time.
Failed Deliveries
If a supplier/haulier fails to deliver to a warehouse on an appointed day, the supplier/haulier must notify the
Trading Stock Controller as soon as possible to advise the reason for the failed delivery, and to agree a new
delivery date. The Stock Controller will then pass the supplier / haulier to the Booking In team, who are
responsible for arranging and co-ordinating delivering times, to secure a new booking in time for the agreed
revised delivery date. The Booking In Department is open between 08:00 and 17:30, Monday to Friday and can be
contacted by telephone on 0845-611-5601 (These times are extended during peak trading).
Not notifying the Stock Controller of a delivery failure is unacceptable and will be deemed a breach of the
guidelines. All failed deliveries must be communicated as early as possible, with no exceptions.
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17. Direct To Store Deliveries
A small number of our suppliers deliver directly to stores. These are treated by the store as normal deliveries,
and as such:
•
Should be delivered to the goods in area of the store
•
Should be presented with full delivery notes, which are signed by the store goods in staff once the stock is
checked. Any stock that doesn’t match the documentation will be rejected at this time.
Please be aware that some stores have delivery restrictions that are enforced by their local authority. To ensure
there are no issues with direct to store deliveries, suppliers must agree the appropriate delivery times with the
store on a local basis.
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18. Delivery To warehouses
Pallet presentation
•
Our warehouses must be able to pick the stock in accordance with the Health and Safety at Work Act 1974
and all other applicable health and safety regulations.
•
All products must be delivered on Chep (Blue), IPPs (Brown) or LPRs (Red) pallets.
•
White or Euro pallets may be rejected on delivery, or ‘slaved’ on a Chep pallet on arrival at the warehouse’s
discretion. If stock is delivered on white or Euro pallets, the overall height of the pallet should take into
account the height of the ‘slave’ pallet it may be put on.
•
Continental pallets are not acceptable.
•
Your contract with Chep must be adhered to, i.e. one way, or one for one. The supplier agrees that any
cost incurred from the supplier’s failure to adhere to this contract is the responsibility of the suppliers.
•
The products need to be stacked within the perimeter on the pallet board.
•
A product presented for delivery must not be spread across more than one pallet, unless the quantity
ordered exceeds the maximum pallet quantity for that product.
•
All pallets delivered must be shrink-wrapped or case glued. Where stock is segregated by pallets,
shrink-wrap must be used to cross over all pallets and stock above and below to avoid movement
of products on the vehicle.
•
Plastic pallets must be used for in-store bakery flour deliveries only in accordance with agreement with your
Trading contact. They are used to eliminate the risk of product contamination from wooden splinters.
•
The receipt and recycling of plastic pallets is coordinated by our Re-useable Plastic Containers department
(RPC).
•
Any plastic pallets delivered without this agreement may be rejected – if any warehouse does accept stock
on plastic pallets without agreement these will not be returned to the supplier.
Figure 2
Where pallets are stacked on top of stock
(see figure 2), the total height should not restrict
the use of equipment to off load the goods.
The maximum pallet height, including the pallet base is 1.65 metres. Pallets over 1.65 metres in height
which are delivered without prior approval (via the appropriate Trading Stock Controller) may be rejected
upon receipt at our discretion.
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19. Pallet presentation continued
•
As stock is being stacked, ensure that all case labels are facing outwards on the pallet.
•
If pallets are used to segregate stock, the overall height can increase to improve vehicle fill. However, the
warehouse must be able to split the load into smaller pallets for checking using standard equipment.
•
All divider pallets must be on a level surface.
There must be only one product type per case and pallet. There must only be one date code per pallet.
Pallets received with mixed date codes or mixed product types may be rejected.
Orders must not be split over multiple vehicles. However, single vehicles may deliver multiple order numbers
20.Half Pallets
•
As mentioned in section 7 half pallets can be utilised for pre-built display units.
•
The half pallets should be of a size to fit two onto a standard 1000mm x 1200mm pallet without overhang.
•
The half pallets provided by LPR are of the correct size; 600mm x 1000mm. CHEP and IPP do not offer a half
pallet of the correct size in the UK.
•
The stacking of the product on the half pallet must also comply with the pallet height and weight restrictions
detail in section 18, and it must be labelled correctly with the case weight and any date code requirements.
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21. Ti x Hi
Ti = cases per layer
The Ti x Hi is the configuration of the pallet
cases per layer x layers per pallet. Ti x Hi
must correspond with that provided on the
new line form when the product was listed.
Pallets delivered with the same product
must have the same Ti x Hi. The example on the left has a Ti x Hi of 3x3.
Hi = layers per pallet
22.Ti x Hi for breakpack products
Morrisons defines a breakpack as : A large outer case (Supplier Pack) delivered to the depot that will be broken
down or subdivided into smaller inner cases (Warehouse Packs) ready for distribution to stores.
For breakpacks, you must provide us with the following information:
•
Dimensions of the sellable unit
•
Dimensions of the warehouse pack
•
Dimensions of the supplier pack
The breakpack Ti x Hi is set up differently:
•
Ti = number of warehouse packs on a layer
•
Hi = number of layers per pallet
Supplier pack is the outer pack
Warehouse pack is the inner pack
The Ti x Hi in this instance would be 36 x 2
All changes to the Ti Hi must be communicated to Supply Chain prior to new stock being delivered to
warehouses. Any pallets with a Ti-Hi that is inconsistent with our listed data may be rejected on delivery.
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23.Delivery Management
Presentation and Type of Vehicle
•
Delivery vehicles must not display the livery of our competitors.
•
Trailers are off-loaded with the use of either hand or powered pallet trucks when on the bay. They should
therefore be of sound construction and type to not risk the health and safety of the warehouse staff.
•
The vehicle must be clean and structurally sound and free from “tram” lines in the back. These are a potential
health and safety issue, if the truck wheels get caught in the lines.
•
The vehicles must be box vehicles, with rear doors or curtain sides.
•
The minimum vehicle size to fit onto a bay is 7 ½ tonnes at most of our warehouses. Smaller vehicles may be
accepted, but cannot be offloaded using the normal warehouse equipment. In these cases, the driver will be
required to handball stock to assist in the unloading of the order. In these situations, it is a requirement that
the supplier/ haulier contact the warehouse in advance to make arrangements for receipt.
•
There are warehouse specific constraints that fall outside this specification: please contact booking-in for
further details.
•
No pallets are to be placed upright in the trailer and used instead of holding bars, as this is a breach of the
Health and Safety at Work Act 1974 and all other applicable health and safety regulations.
•
Holding bars must be positioned or stored correctly if not in use.
•
We will not accept vehicles containing meat hooks which aren’t secured.
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24.Intake procedures
Each warehouse operates slightly differing goods inwards procedures, dependent on site restrictions.
The standard process is documented below. However, on arrival at any site, the driver will always be briefed
as to that warehouses procedure for receiving stock.
Any supplier failing to adhere to the instructions given on arrival at any site could result in a contravention
of our health and safety regulations, and will not be permitted. Such contravention will result in the removal
of the driver from the site.
•
On arrival at the gatehouse, the driver will be given a pass that allows access to the site. This pass details site
requirements and policy.
•
At this point, the driver will either be directed to a bay, or will be required to park up and report to the goodsin office.
•
The driver will be required to surrender all sets of their keys to a member of staff, to ensure the vehicle cannot
be moved whilst being offloaded, and must not use any spare keys to operate the vehicle or move the vehicle
through any means during offloading.
•
The driver is required to stay with their vehicle and remove any bars or straps before unloading.
•
After the vehicle is offloaded and the curtains or doors are closed, the vehicle keys will be returned to the
driver.
•
If the driver requests a drop & drive, they may be required at some sites to assist with the splitting down of
the pallets into the component products before they leave the site. If delivery breakdown is a requirement,
a checker will ensure they have the correct safety equipment, and will escort them to their vehicle within the
warehouse.
•
Drivers must not enter the warehouse unless they are wearing the correct protective clothing, i.e. Safety
shoes and a Hi-Vis vest. Please ensure your drivers have these items available or they may not be allowed on
site.
•
Please note, a drop and drive facility is not standard at all our sites, and may compromise the safe return of
rejected stock and paperwork in some cases.
•
Once the driver’s paperwork has been collected, the driver can leave site, handing their completed gate pass
to security on the way out.
•
For drop and drive loads, the next driver from that supplier or haulier into the site must request the return of
outstanding paperwork. This must be done within 24 hours of the initial delivery.
•
Drivers must ensure that both they and their vehicle comply with the Health and Safety at Work Act 1974 and
all applicable health and safety regulations.
If we are unable to reach our stock due to loading sequence, then the delivery may be rejected
If an order is raised that is too large to fit on a trailer, then the supplier must contact the stock controller
immediately to resolve the issue.
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25.Product Rejections
Product quality checks by a QC checker are undertaken upon receipt of the stock. Any stock rejected will be
returned on the same vehicle wherever possible back to the supplier. If the drop and drive procedure has been
used and the vehicle is no longer on site, the stock will be returned on the next possible delivery from the
supplier/haulier:
Stock may be rejected upon delivery to our warehouses for the following reasons:

Late arrival

Missing/incorrect paperwork

Incorrect type of vehicle OR unsafe vehicle

Unstable, un-palletised loads

Mixed pallets (products or dates) or improperly stacked

Missing or incorrect outer case barcode (including those that cannot be scanned)

Incorrect Ti x His

Broken pallets

Wrong product dimensions

Oversize pallets (greater than 1200mm x 1000mm) OR wrong pallet type

Damaged goods / quality fault

Wrong product / goods not ordered (including substitutions of promotional extra value packs)

Over-delivery of stock against the order

Short coded / miss-rotation of dates

Short coded / expired competition

Incorrect outer case label

Unreasonable and abusive driver behaviour

Any other contravention of health and safety requirements
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26.Product Returns
If any stock delivered by you needs to be returned, we may request uplift from our warehouses. If this occurs,
your buyer will communicate with you the details of the stock to be collected
•
Your Trading Stock Controller will arrange with you details of when the uplift will take place
•
Upon collection of the stock at warehouse, your driver will be asked to sign 2 copies of our returns paperwork
for each pallet collected
•
You will be given a copy to keep. Morrisons will also keep a copy of this note
•
A debit memo will then be processed by finance for the value of goods returned
•
Please note that the debit memo will reflect the latest cost receipt for this item
•
Please direct any queries about your returns to your buyer
Returns from stores:
If stock needs to be returned to suppliers from stores, this stock may be returned to the warehouse for uplift
or arrangements made for you to collect from stores. Your buyer will contact you to arrange uplift of the stock.
Returned stock must be picked up within the time frame agreed with your buyer/Trading Stock Controller
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27.Delivery Documentation
For converted warehouses:
•
Morrisons will no longer sign delivery notes from suppliers. As proof of delivery, we will instead issue our own
POD that reflects the items receipted to us at goods-In.
•
Please note that Morrisons will only pay in accordance with the stated amounts on our POD and this will be
used in the event of any queries.
•
An example of how this POD will look for a converted warehouse is available at the appendix 1.
For non-converted warehouses:
•
We will continue to sign delivery notes, until the warehouse converts. Once the warehouse is converted, the
Morrisons POD will be used, as outlined above.
•
In the event of an invoice query, you will need to produce the signed proof of delivery (POD) to confirm what
stock was received by the warehouse.
For non-converted warehouse deliveries, each order must be presented with a delivery note (a minimum of 2
copies). Any delivery notes presented without a valid PO number may be rejected at Morrisons’ discretion.
Delivery notes must:
•
Be load specific - any paperwork given to the warehouse for orders that have already been processed, or that
are due to arrive on a later vehicle will not be processed.
•
Include the Morrisons’ product code sorted into numerical order (old item number if delivering to nonconverted warehouses)
•
Highlight any known shortages in the delivery
•
List products only once. The same product should not be listed several times
•
List product in case quantities not single units.
•
Be clear, e.g. ‘X’ Product relates to ‘X’ amount / ‘Net Weight’ (if relevant), with no ambiguity.
•
Ensure the description accurately matches the product
Failure to observe these requirements may result in missing paperwork. There is an administration charge
for each copy POD or delivery note requested.
An example of the required information and layout of the delivery note can be seen at appendix 2.
All suppliers must check that they have the correct paperwork before departure. Failure to do so could
result in no proof of delivery being provided by the warehouse, and difficulty in resolving invoice queries later.
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28.Proof of Delivery Confirmation
In the case of there being no relevant delivery note (for a non-converted warehouse ) or no valid purchase order
number (for a converted warehouse) we may not check the delivery
Proof Of Delivery (POD) Retrieval
If you need a copy of a Proof of Delivery after a delivery date, please contact our Shared Service Team based at
our Head Office, Hilmore House (Telephone: 0845 611 4862). An administrative charge will be Incurred for each
POD copy requested.
On receipt of this information, the relevant PODs will be forwarded to the address and person stipulated in your
covering letter.
26 Warehouse Name
Warehouse Number
Contract for POD retrieval
Swan Valley 2
709
Bridgwater
720
Swindon
743
Sittingbourne
781
Bellshill
806
Bristol
812
Bathgate
827
For POD retrieval, please contact our Shared
Services Team based at Head Office
Yate
865
Tel: 0845 611 4862
Swan Valley 1
924
NB: Gadbrook = Northwich, Cheshire
Swan Valley = Northampton
Gagewell (Clipper)
945
Latimer Park
953
Dickens
955
Wakefield
973, 975, 989
Gadbrook
983
Stockton
991
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29.Imported Stock
If your company supplies products that are sourced abroad and imported for direct delivery into a Morrisons
warehouse then you need to contact the Direct Import Team to obtain a copy of the Vendor Standard Shipping
Instructions.
Direct Import Team - Tel 0845-611-5607
The Vendor Standard Shipping Instructions comprehensively cover information on the following:
•
QA Checking
•
Carrier / Freight Forwarder Management
•
Cargo Booking Management
•
Container Utilisation
•
Shipment Management
•
Documentation Management
Import stock delivery
•
Stock can arrive on standard articulated vehicles, or on containers. As a space and cost saving exercise, this
stock may not necessarily be palletised on delivery to the warehouse. If there is a requirement for the stock
to be palletised, this will be confirmed by your buyer. Otherwise, stock may be on slip-sheets or require
handballing on arrival at the warehouse. Due to the nature of these loads, the time taken at the warehouse
to tip the vehicle would be much greater than for normal palletised loads. Hauliers must consider this when
planning driver hours and breaks.
•
If product is palletised, please refer to section 18 – Delivery to warehouses.
Freight Forwarders
Morrisons has nominated particular freight forwarders to manage their direct imports. Which freight forwarder
is used for a particular supplier is dependent on the country of origin, and the type of product being delivered.
The nominated freight forwarder which must be used to supply products sourced abroad and imported directly to
Morrisons will be communicated by the trading team.
Suppliers must only use the services of one of our nominated freight forwarders unless otherwise instructed
by the Morrisons Direct Imports Coordinator in writing
Origin Partners
•
Each nominated freight forwarder has origin partners in each country from which they ship products.
•
The supplier will be informed of the origin partner company they will be dealing with. All communication
regarding shipment will be between the supplier and origin partner.
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30.Purchase Orders for Import
Converted warehouses only
Import purchase orders for delivery into converted warehouses will now include:
•
Cost price per item
•
Price in suppliers currency
•
Exchange rate
•
Importation costs such as incoterms, lading, discharge ports and documentation requirements
Purchase orders for converted warehouses will now be sent in real time (as opposed to once a day)
Purchase orders will be sent to partners
General Information
•
All orders are placed on a FOB named place basis so the cost of getting the goods to port is the responsibility
of the supplier.
•
Within 48 hours of the receipt of the purchase order, the supplier must contact the origin partner to
confirm receipt of the order. Should the supplier have problems with the order received, this should be
communicated at this time.
•
The nominated freight forwarders and their origin partners are responsible for updating Morrisons on preshipment and shipment information.
•
14 days prior to the purchase order shipping date the supplier must contact the origin partners with the
following details relating to the order:
- If product is on schedule or not
- The date of any arranged inspection
- The intended shipment date
- Whether the order will be shipped in full
If the product is delayed for any reason, the supplier must advise the origin partner of this delay, and the
intended revised shipment date.
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31. Booking Requirements
The origin partner is responsible for providing the supplier with vessel sailing schedules and cut off dates.
The origin partner will provide a standardised booking form. Basic shipping requirements should be detailed on
this form. In addition, the following information is required by purchase order and product:
•
Number of cases
•
Number of single units
•
Cube
•
Gross weight
The supplier must confirm shipment of the order 14 days prior to the scheduled sailing date. At this time, they
must also confirm the number and type of container equipment required. The minimum cubic requirements per
container type are detailed below:
Equipment type
Optimum Utilisation
Minimum Utilisation
40HC
67 CBM
59 CBM
40FT
58 CBM
50 CBM
20FT
28 CBM
20 CBM
Container Loading
•
No shipment will proceed without authorisation from Morrisons in the UK.
•
It is the suppliers’ responsibility to check that the container equipment provided is of the correct standard
and in good condition. This includes carrying out a light test to check for holes.
•
All cargo must be Snake Loaded to allow for safe off-loading upon receipt at our warehouses. Cargo loading
standards must comply with the Health and Safety at Work Act 1974 and all other applicable health and safety
regulations, including all applicable foreign legislation. This includes the use of strapping or cargo nets in
under-utilised containers to avoid movement in transit.
•
The supplier should utilise the largest container unit for their delivery as first option. This will ensure that
stock is transported in the minimum number of containers, minimising transport costs.
•
For any cargo requiring fumigation, the supplier must provide a valid fumigation certificate with the shipping
documents.
For flammable products, e.g. aerosols, all packaging must comply with the Carriage of Dangerous Goods and Use
of Transportable Pressure Equipment Regulations 2009, A.D.R. regulations (European Agreement concerning the
international carriage of dangerous goods by road) and all amending legislation including but not limited to the
Carriage of Dangerous Goods and Use of Transportable Pressure Equipment (Amendment) Regulations 2011.
It is the supplier’s responsibility to ensure containers are delivered to the carrier’s CY terminal before the closing
deadline of the booked vessel. Any additional charges incurred due to the supplier missing the booked vessel
without valid reason will be the supplier’s responsibility. The supplier must provide the container seal number
used when the container was closed. This seal number will ensure that the container has not been tampered with
in transit.
The origin partner will issue a ‘Dock Receipt’ to the supplier on receipt of the container.
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32.Slip-Sheets
Morrisons encourages the use of slip-sheets by its suppliers for the following reasons:
•
Using slip-sheets instead of wooden pallets allows for 12-15% more product per container
•
Slip-sheets do not require maintenance, but can easily be replaced
•
There is a significant reduction in material handling costs
•
They decrease loading/unloading time by up to 60% versus handball
•
Slipsheets weigh 20 times less than wooden pallets, saving shipping weight
•
They can be customized to fit any size load
•
They eliminate the need for pallet exchange
•
They are reusable and recyclable
A small number of our warehouses do not have the equipment to offload slip-sheet loads. Every effort is made to
ensure that slip sheet loads are only booked into warehouses with the correct equipment. In the unlikely event
of a slip-sheet delivery needing to be off-loaded at a site without the correct equipment, it will be treated as a
handball load.
33.CFS Delivery
30 •
Where the origin partner is consolidating stock on behalf of the supplier, all cargo must be delivered by the
supplier to the origin partner’s CFS prior to the published cut off date. The cut off date for CFS delivery is
earlier than for CY (full containers) to allow the origin warehouse to complete the consolidation prior to
shipping.
•
The maximum case weight is 16 kg. This should only be exceeded by prior agreement with Morrisons, or
where the product weight is greater than 16 kg. All cases must be clearly marked with the weight.
•
The origin partner will issue a CFS control document to the supplier upon receipt of the cargo.
•
Any cargo received damaged will be photographed and details sent to Morrisons where required. Morrisons
will decide based on this evidence whether to accept the damaged goods or not.
•
The supplier must ensure that all cargo it delivers into the CFS is sorted by purchase order / product code.
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34. Shipping Documents
Within 5 days of the vessel sailing, the supplier must present the origin partner with the original shipping
documents as stated in the table:
Document
Original
Copy
Commercial Invoice

Packing list

Certificate of origin (if applicable)

GSP form A (if applicable)

Export License (if applicable)

Fumigation certificate (if applicable)

In return for the original shipping documents, the origin partner will provide the supplier with original Bills of
Lading.
35.QC checks
•
All stock we receive directly from a supplier from overseas, either on containers or trucks, must be quality
control (QC) checked to ensure it complies with required standards. This QC checking is carried out in the
UK.
•
If a product fails the QC checks it will either be disposed of at the warehouse, or returned to the supplier. The
cost of initially importing the product, along with any costs incurred to dispose of the rejected stock will be
charged back to the supplier.
•
Whether the stock is disposed of or returned to the supplier is a decision made by agreement between the
buyer and supplier before any action is taken.
36.Canned Goods
•
If products are supplied in cans, the supplier must complete conformance documents (see example, appendix
5) stating all can codes shipped on a container, and the QC checks completed prior to departure.
•
Can code numbers should be easily identifiable for the un-loading staff at warehouse. Suppliers must ensure
there are no more than 3 can code numbers per product on each delivery.
•
These can codes must be provided to the stock controller a minimum of 2 days (excluding Saturday & Sunday)
before the order is due into the warehouse. This information will then be provided to the warehouse due
to receive the delivery. The Morrisons in-house quality assurance team will carry out the necessary quality
checks on the stock at the warehouse before it is released to stores.
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37.InMotion: Morrisons Backhaul Services
Morrisons InMotion is our dedicated backhaul delivery and consolidation service. Our sheer scale and 14,000
store deliveries each week mean we have excellent coverage in the UK. This is a great opportunity for our
suppliers.
We offer flexible services whatever your requirement – whether small pallet consolidation, large scale stock
holding or transportation of goods, InMotion brought to you by Morrisons can work for you.
INMOTION: Brought to you by Morrisons
Who are we?
•
We are the Morrisons backhaul and transport services team
•
We use our store delivery fleet to collect product from our suppliers
•
We have the capability to transport your goods back to our depots daily
•
We guarantee to deliver your product in excellent condition
What can we offer you?
•
We have over 725 tractor units and 1750 trailers
•
We provide very competitive rates
•
We have an efficient online order management system
•
We have dedicated vehicle maintenance units to ensure our fleet is always moving
•
We can reduce your costs and empty road miles
•
We have the expertise, we deliver to hundreds of locations every day
Your products represent our future sales.
Let us take care of them from the word go.
INMOTION brought to you by Morrisons:
Deliveries made simple.
Find out more at:
www.morrisonsinmotion.co.uk
INMOTION
Deliveries made simple
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38.Morrisons Supplier Database (MSD)
MSD is an on-line information database that allows suppliers access to sales, stock and purchase order data for
their product portfolio. It contains a set of standard reports, covering the following areas:
•
Sales – EPOS data, available at product level with historical data as follows: for 16 weeks by day, 2 years by
week, and 3 years by month
•
Purchase orders – available at summary or product level
•
Warehouse stock and inventory – available at corporate, warehouse and product level, including issues to
stores and current stockholding
These reports, and other customised reports that suppliers can create, help with production and delivery
planning, promotion review, trending seasonal and weather related products, and many other applications.
This enables the supplier, buyer and stock control teams to plan collaboratively towards better availability and
mutual cost savings.
Current users to MSD, should be aware that of the following changes:
•
For reports viewed online, columns will now display two versions of our PO numbers and item numbers
•
For reports downloaded from MSD, two extra columns will be added to the end of CSV reports which will
include new world PO and item numbers
•
MSD can also be used to decode between new and old world numbering such as POs and item numbers
Revised training packs will be delivered to all current MSD users fully explaining the changes to the MSD system
as part of our systems change.
If you would like further information, would like an additional training pack or are considering subscribing to
this facility, please contact the Supplier Information Manager via the following e-mail address;
msd@morrisons.co.uk
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39.Own Label Packaging Reduction Guidelines
Overview
The following gives you an overview of Morrisons objectives for reducing own brand packaging.
Why has Morrisons made a commitment?
We are committed to “Taking Good Care” environmentally, socially and in our business. In line with our
commercial objectives and vision for the future, we have implemented a Corporate Social Responsibility (CSR)
programme. One of our targets is to prevent waste, which includes reducing own brand packaging.
What are Morrisons suppliers being asked to do?
We need every supplier of own brand products to work with us to achieve packaging weight reductions in line
with our target.
How can we go about achieving packaging reductions?
Morrisons emphasis is first and foremost on reducing weight, followed by considering options for recyclability,
recycled content and compostability of packaging materials; then reusable options. This means our packaging
waste reduction hierarchy is “Reduce, Recycle, and Reuse”
Reducing the weight involves considering:
•
Removing components (e.g. inner bags, outer wraps, labels, cartons, sleeves, trays.)
•
Reducing size (e.g. removing unnecessary volume/ space extra to the actual size of the product, or the size
of the carton flaps or seal areas.)
•
Reducing the thickness/ weight of the product (e.g. gauge of film/ board, alternative film/ combination,
light weighted component, lighter design.)
•
Possibilities for a complete change of package to a lighter weight concept.
Suppliers, in liaison with their trading contacts, must make the assessment/ review of packaging a routine part of
every new launch and re-launch, aiming to remove packaging weight from existing lines and for new launches.
What else should be considered?
34 •
Packaging must remain fit for purpose, containing and protecting the product, being safely transportable,
easy to use and remain attractive to the customer.
•
Avoidance of damage/ contamination through the distribution chain and maintenance of shelf life should
never be compromised.
•
If you would like to know more about Morrisons objectives on own brand packaging please liaise with
your Morrisons trading contact in the first instance.
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40. Warehouse Contact Details
Please see below for our warehouse contact details:
Depot Address
Contact details
Depot number
Bathgate, Blackburn Road, Bathgate
West Lothian, EH48 2EX
Switchboard: 01506 637600
Fax: 01506 656575
Goods in office: 01506 637622
827
Bellshill, Melford Way, Righead Industrial Estate
Bellshill, North Lanarkshire, ML4 3QD
Switchboard: 01698 844050
Fax: 01698 842845
Goods in office: 01698 462144
806
Bridgwater, Kings Road, Bridgwater, TA6 4FG
Switchboard 01278 558823
Goods in office: 01278 558824
720
Bristol, Lysander Road, Cribbs Causeway, BS10 7UB
Switchboard: 01179 581608
812
Clipper, BDC Armytage Road, Brighouse
West Yorkshire, HD6 1UJ
Switchboard: 01484 729900
945
Dickens, Malleable Way, Portrack Lane
Stockton on Tees, TS18 2SZ
Switchboard: 01642 676817
Fax: 01642 676821
955
Gadbrook, King Street, Rudheath, Northwich
Cheshire, CW9 7WA
Switchboard: 01606 814100
Fax: 01606 814110
983
Latimer Park, Altendiez Way, Burton Latimer
Northampton, Northamptonshire, NN15 5YT
Switchboard: 01536 421100
Fax: 01536 421133
953
Sittingbourne, G Park, Fleet End, Sittingbourne
Kent, ME10 2FD
Switchboard: 01795 518601
Goods in office: 01795 518638
781
Stockton, Malleable Way, Portack Lane
Stockton on Tees, TS18 2SZ
Switchboard: 01642 613031
Fax: 01642 604769
991
Swan Valley 1, Cob Drive, Swan Valley
Northampton, NN4 9BB
Switchboard: 01604 595400
924
Swan Valley 2, Swan Valley Way, Swan Valley
Northampton, NN4 4BD
Switchboard: 01604 542865
709
Swindon, Viscount Way, South Marston
Swindon, SN3 4TN
Switchboard: 01793 839000
Goods in office: 01793 839030/31
743
Wakefield, Junction 41 Industrial Estate, Carr Gate
Wakefield, West Yorkshire, WF2 0XF
Switchboard: 01924 870000
Fax: 01924 875390
989
Wakefield (Grandstand), Junction 41 Industrial
Estate, Carr Gate, Wakefield, West Yorkshire,
WF2 0XF
Switchboard: 01924 870000
Fax: 01924 875390
973
Yate, Great Western Business Park, Armstrong Way
Bristol, South Gloucestershire, BS37 5NG
Switchboard: 01454 314665
Goods in office: 01454 336918
865
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41. Head Office Function Contact Details
MSD Morrisons Supplier Database
Email: msd@morrisons.co.uk
InMotion
Email: www.morrisonsinmotion.co.uk
Shared Services Team/Invoice queries
Tel: 0845 611 4862
APHelpdesk@morrisonsplc.co.uk
EDI
Tel: 0845-611-6422
Tel: 0845-611-6425
Email: Edi.Team@morrisonsplc.co.uk
Booking In
Tel: 0845-611-5601
Technical Services Food Safety / Product Safety
Tel: 0845-611-5382
Technical Services Trading Standards
Tel: 0845-611-5383
Imports
Tel: 0845 611 5607
If you have any queries relating to the information contained in these guidelines, please email
suppinfo@morrisonsplc.co.uk
36 Morrisons Ambient Delivery Guidelines
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MM364748_663473 Morrisons Delivery Guidelines A4.indd 37
Cases Rejected
Description
xxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxx
xxxx
Case Pack Size
xxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
Item ID.
Description
Vendor Name
Appointment No.
Item ID.
Vendor Number
PO Number
NN15 5YT
Northamptonshire
Northampton
Burton Latimer
Altendiez Way
xxxx
xxxx
xxxx
xxxx
Total Cases Rejected
xxxx
xxxx
xxxx
ASN
xxxxxxxxxxxxxxxxxxxxxxxx
Reason Rejected
Weight Received (KG)
Rejected Temp
xxxxxxxx
xxxx
xxxx
xxxx
xxxx
Cases Received
Cases Rejected
Total Cases Received
Cases Appt.
xxxx
xxxx
xxxx
xxxx
Cases Appt.
Receipt Number
Receipt Date
Wm Morrisons Supermarkets PLC
Finance dept.
Accounts Payable
Hilmore House
Gain Lane
Bradford
BD3 7DL
Wm Morrisons Supermarkets
Latimer Park RDC
Invoice Address:
Case Pack Size
Proof of Delivery
Delivery Address:
Print Time: 15:10:25
Print Date: 30-June-11
Appendix 1: Converted warehouse POD
Below is an example of the Morrisons Proof of Delivery. For converted warehouses, delivery notes will not be
signed. Instead suppliers with be provided with the below. Please note, we will only pay for the amounts stated
on the Morrisons Proof of Delivery
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Appendix 2: Delivery Note (non-converted warehouses)
Please see below for an example of an acceptable delivery note. This includes:
38 •
Morrisons order number
•
Due date
•
Delivery address
•
Product description, including case size and pack weight
•
Outer case barcode
•
No of pallets and cases
•
Details of the CHEP contact requirements
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Appendix 3: Example case label – Own label product
MORRISONS
PRODUCT CODE
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Appendix 4: Example Purchasing Case Label
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Appendix 5: Example of a Conformance Certificate
Analysis Report:
Date 28.01.08
Product: Peeled tomatoes
Container No: CPSU 1747821
Morrisons Order no: 7436213
Can code
Can code
500 G C251
500 G C263
Gross weight
460
456
Tare weight
51
51
Net weight
409
405
Drained weight
270
267
Can seam checks
0.14
0.13
Seam length
2.75
2.80
Seam thickness
0.98
0.97
Body hook length
1.97
1.95
End hook length
1.88
1.93
Thickness of end
0.15
0.15
Thickness of body
0.17
0.17
Centre can temperature
97
97
Cooking time (minutes)
70
70
Cooling temperature
45
45
Cooling time
80
82
F. Value (minute) Fo
12
12
ABSENT
ABSENT
Contents weight
Thermal process
Vent time
PSI/bar
Analysis results
Pesticide
Sugar
Metals
Pb
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© 2011 Wm Morrison Supermarkets plc
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If you have any queries about the information contained in this document,
please contact suppinfo@morrisonsplc.co.uk
Thank you
42 Morrisons Ambient Delivery Guidelines
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Morrisons Ambient Delivery Guidelines
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