Import Operations Manual

Page 2 of 29

WHSE-200 REV 03/04/2015

Table of Contents

  • Receiving
  • Shipping
  • Releases
  • Billing
  • Reports
  • Customs Exam Site
  • Discrepancy
  • Forms

Page 2 of 29

WHSE-200 REV 03/04/2015

Receiving

1.  All Ocean containers, LCL, & Air freight must be scanned into our Jannus with bar code labels, which inputs directly with real time/date into GDS. Containers are scanned in by the guards, Ops have to manually enter AIR/LCL into Jannus by 11-digit numerical master. For LCL cargo you have to create the 11 digit number by starting with 500, then add calendar month & day(0415), and then the number of pieces delivered. For Air cargo use the 11-digit MAWB (Master Airway Bill Number) assigned by airlines.

2.  We have a handwritten log (see Forms for sample) of everything dropped off by date for Air/LCL, which is to be filled out by Ops Supervisor. It includes fields deliver time/date, bulk/air pallet, carrier, and scanned in. This is a double checker to ensure cargo is scanned into Jannus system.

3.  Go into GDS search for MAWB# delivered to show pre-alert info, if it is in GDS goto reports & print out receiving worksheet make two copies, place the bar code from step 1 on one copy & use the other copy as tally sheet for crew to breakdown cargo when ready. If cargo is not pre-alerted in GDS system, check with the forwarders for pre-alert info & manually pre-alert, follow same steps above once in GDS.

4.  Give worksheets out to the crew based on what is US Customs cleared & hot listed. Check the release file for your MAWB#, if in the file match the cleared entries to the entries on the receiving worksheet. Note “shp” for entries shipping to the DC, note “put up” for entries not released. Then give to crew for breakdown & sort.

5.  Crew will sort the cargo by Customer, PO#, Size, and Color for most vendors. Check with latest routing guide by customer for more details.

6.  Once the crew leader turns in receiving tally worksheet all data must be check again for accuracy & entered into GDS system. If overage/shortage/damage found discrepancy must be submitted within 12 hours of arrival to FARO to customer. See Discrepancy section for more info.

7.  After MAWB is received into GDS Ops Supervisor signs & dates complete and places into done worksheet bin for filing. Check with Ops Supervisor/Manager to see if info needed for weekly PC rate.

8.  File all worksheets weekly into filing cabinets by week ending (always Sundays date), air & ocean. File in numerical order for MAWB# & alphabetical for ocean containers.

Sorting Procedures

·  Freight is usually sorted after customs has cleared the freight but can and will be sorted before if time and work load allows for it.

·  The supervisor will give the crew leader a worksheet with all cargo details.

·  The sorting is done according to division specifications, but usually by -PO, color and size. Please see next section for specifics.

·  After the freight is sorted, counts are verified and OS&D reports filed if necessary.

·  The worksheet is completed when all pallets and cartons have been recorded with a location within the warehouse.

·  The worksheet is returned to the clerk who will enter the information into the WMS along with the OS&D report (if needed) OS&D reports if any are sent out daily.

·  The worksheet is then filed for our records.

Sorting / Shipping / Other requirements per Division:

ANF

·  PO sort only.

·  Loading: no skids turned sideways, odd ctns on tail of trailer, frt. stacked no higher than 12 inches from the roof. Pictures taken of each load.

ARO

·  PO sort only.

·  Apply pallet tags to every pallet

·  See ARO SOP for more details.

Exp

·  PO, color, size sort. Odd ctns on top of pallets.

·  Loading: no frt. stacked higher than 12 inches from roof

LRN

·  Same as above

LTD

·  Same as above

VSS/PKS

·  PO sort only

TOO

·  Po sort only.

·  A pre-alert must be sent one day in advance for an appointment to be made. The freight will then be delivered at scheduled time.

VSC/PKD/VSD

·  Po sort only, no wrap

·  Loading: no skids turned sideways, no freight double stacked

LBR

·  PO, color, size if over 25 ctns.

·  Daily log kept of all LBR orders. sent to Shawn Ward daily

·  All LBR freight transferred to ODW

Hold Freight:

·  All Mast freight received at Faro is checked to the holdlist. When something is confirmed to be on hold, our system flags it as such to insure the freight isn’t released before it should be.

·  Once the DO is received it is placed in a special folder until needed.

Special Projects

Freight that is scheduled for special projects will be sorted and located in our warehouse until such time as needed. Once instructions are given, we complete the project and ship accordingly

Special requirement by customer

Mast/LLS

·  All freight MUST be sorted and received in our system within 12 hours of arrival. This includes return freight

·  All freight discrepancies MUST be entered in our system and reported to Mast within 12 hours of being found.

·  All cleared freight MUST be shipped to the DC’s within 12 hours of receiving the D.O.

·  Notification sent daily for the following:container arrivals,non-cleared freight,LBR freight arrivals.

CTSI

·  All freight to be sorted and received in our system within 24 hours of arrival.

·  Freight is to be held until shipping instructions are sent via fax or email.

D.O usually sent with the shipping instructions.

RALSEY

·  Watch for incoming freight as they usually try to ship as soon as it arrives .Be sure to Bill for pallets used for anything non-limited.

·  VSC-Check with Stephanie Rothberg before shipping.

Bennett & Company

·  Deals mainly with VSS &VSC imports but we also store all of there returns as well .

·  Hold all freight until shipping instructions are sent. Linda Wood () usually sends them via fax.

Fortune Footwear

·  Ships to VSC & Too .Wait for shipping instructions to be sent.

·  We also store there returns which needs to have a p/l completed upon arrival and sent to them.For all of there freight be sure to include the work order number(vendor number) in our system as a lot of there freight arrives as stock orders.

·  Contact Myrna Martinez @ 212-431-8400

Shipping

1.  There are several bins on shipping desk, which contain DO’s(deliver orders …Custom Form 3461) for cargo shipping to the DC’s, each bin represents the different DC’s we ship to. All DO’s in the bins should have the seq#, location of goods in FARO warehouse, and pallet count. We also have several customers whom route their cargo via outside carriers and may have to label cargo, which uses either Blue Cherry or SAP to accomplish. We have customers who either fax/email specific instructions to ship certain quantities and/or dates. Here is running list of such customers.

Ralsey- ship with DO & instructions only, for Lerner must use SAP to print out bar code labels, BOL, & send ASN. For Sizes Unlimited use SAP for BOL & ASN. For Chico’s goto their web site link to print out bar code labels, use SAP for BOL & ASN. PVH GH Bass use SAP to print out labels, BOL, & ASN. Route Chicos, PVH GH BASS, & Sizes Unlimited with their carrier.

Bennett & Co- ship with their coversheet instructions & DO only.

Fortune Footwear- ship with their fax/email instructions, picklist, & DO only.

Ventura- ship with DO & by NDC date.

MAST/LLS- ship with DO, unless on hold list.

Tellas- ship with DO & instructions fax/email.

2.  Shipping to the Limited DC’s, fill out load sheet (see forms for sample) with DO’s from bins, only one DC per load sheet (unless co-load see below for co-load details). Give to shipper to load trailer for delivery to any one of the following; Express (DC1 Morse Rd), Lerner (DC2 Morse Rd), Limited Stores (DC3 Morse Rd ), Victoria’s Secret Stores (DC4 Broad St.), Victoria’s Secret Catalog (DC5 Broad St.), TOO Brands (Pataskala), and Abercrombie & Fitch (New Albany) The shipper will locate the freight, verify the counts and assign a trailer number. He or she will load one PO number at time and return the load sheet to the clerk once everything on the load sheet has been loaded.

3.  Shipper returns load sheet with counts of each PO# loaded, always double check counts for accuracy. Shipping Supervisor/clerk then manifests using GDS system. Goto inquiry screen, edit, ship cargo, hit enter & enter again, no (ask to edit details) hit enter, enter again to create new manifest number, enter ship to info (from DO), enter carrier, enter Y or N for outside carrier(matters for billing), enter trailer number, enter seal number, enter supervisors initials, the system with then create a manifest number, which you should note on load sheet (and you need this number to print out BOL). Enter correct shipping quantities to ship and pieces, the system will show where to take from GDS inventory enter info & hit escape to record and move on to the next seq#.

4.  Printing out GDS BOL, goto to reports, operations, shipping reports, shipping manifest, shipping, enter manifest number & hit enter, select correct printer and hit enter. Sign on supervisor signature line, have driver sign, make 2 copies, attach packing list if applicable, the driver puts one signed copy in manifest receipt basket & takes other to with them to get DC to sign for POD. The driver will return with a P.O.D, which will be filed by the clerk.

5.  P.O.D’s are faxed/ scanned upon request. We always scan FFI, VEC, BEN, RAL, & POLO daily.

6.  All cargo leaving FARO must be shipped out of GDS (Chicos, Millworks, etc..)

Co-loads

1.  Brands to co-load – LTD, LRN, EXP:

a.  Always load LTD in the nose of the trailer.

b.  The next brand is loaded by size; the larger shipment will be next. Working toward the tail so that the smallest shipment is on the tail. Make sure that each brand is loaded together on the trailer.

c.  When manifesting make the comment “Co-Load” on each manifest.

  1. Place a placard on each pallet for showing the brand on that pallet. Every pallet on a Co-Loaded trailer must have a placard facing the tail of the trailer.

2.  Brands to co- load; BBW, VSB, VSS:

3.  This is being listed only for reference purposes. We should not be seeing this kind of a co-load, but it could change.

E-MAIL PROCEDURES:

1.  A summary email must be sent immediately after the trailer is co-loaded.

A.  the subject line of the email is to state: CFS Co-Load.

B.  The body of the email will include:

1.  Trailer number

2.  Brands and manifest numbers on the Co-Load. Example: Express -manifest # 25465 , Ltd - manifest # 25444, LRN - manifest # 25412.

3.  The sequence of the load. Example: 10 plts of LTD nose loaded, 10 plts of Exp tail loaded.

4.  Only include the contacts that have shipments on the co-loaded trailer.

SHIPPING GUIDE FOR VENDORS

·  BEN WITH INSTRUCTONS & RELEASE

·  RAL WITH INSTRUCTIONS & RELEASE

·  FFI WITH INSTRUCTIONS & RELEASE

·  VEC SHIP BY NDC & RELEASE


Releases

Custom Clearance’s (D.O.’s…. 3461)

·  D.O.s are received throughout the day from Barthco, DHL, Expeditors (Columbus) via email who delivers through out the day.

·  A Faro supervisor verifies cartons, weight, Mawb, and Container number. He then enters all D.O.’s into our system to show clearance status. The D.O.’s are then given to the Shipping supervisor where they are sorted into division and ship dates.

D.O. ENTERING 101

ALWAYS CHECK THE WEIGHT!!!!

DO NOT ENTER DO’S WITH A WEIGHT OF 1 #, UNLESS VERIFED!!!

1.  MAST / LLS

  1. AIR RELEASES (3461’s)
  2. PUT SEQ# AROUND BOX#11
  3. ADD PO#/PO#’S IN BOX # 29
  4. ADD YOUR INITIALS & DATE UNDER BOX#28
  5. ADD DIVISION CODE IN RIGHT CORNER OF BOX# 29
  6. CHECK MAST HOLDLIST
  7. MAKE 1 COPY OF RELEASE FOR BILLING & PUT IN BASKET
  8. OCEAN RELEASES (3461’s)
  9. SAME AS AIR RELEASES
  10. OCEAN RELEASES (WORKSHEETS)
  11. FIND PACKING LIST PACKET IN BASKET
  12. CHECK HOLDLIST
  13. MAKE EXTRA COPIES FOR EACH DIV & MATCH UP W/PACKINGLIST FOR SHIPPING
  14. MAKE 1 COPY OF EACH PAGE OF WORKSHEET
  15. WHEN ENTERING SHIPWHOLE CONTAINERS PUT “S” IN FIELD
  16. WHEN ENTERING CROSSDOCK( STUFF FROM ODW) PUT “C” IN FIELD, ALSO MAKE SURE TO PRINT OUT HOLD SHEETS (PUT SPECIAL PROJECTS IN PROPER BASKET, OTHERS IN REGULAR HOLD BASKET)
  17. END OF DAY REPORTS
  18. PRINT OUT COPY OF 158 (GOTO REPORTS,OPERATION,BILLING,DO REPORTS,DO LIST SORTABLE 158, DO REPORTS BY ORIGIN100,SORT BY “S”,DELIVERY TYPE “A”AIR OR “O”OCEAN,CROSSDOCK/SHW PUT “C” OR “S” IF APPLICABLE OR”X” IF NOT,LBI MAST “N”,MAST ONLY “Y”,DIRECT IMPORTS “N”,DIVISION LEAVE BLANK,CFS ONLY “N”,ORIGIN “N”,CIRCLE ONLY”N”,EXCEMPTIONS “N”,SPECIAL CASE “N”,READY TO BILL “N”,DATE MAKE SURE YOU CHANGE DATE TO TODAY’S DATE, START REPORT & PRINT OUT.
  19. PRINT ONE COPY FOR AIR, OCEAN, SHIPWHOLE, & CROSSDOCK(IF NESSECARY) PUT IN PROPER BASKET
  20. PRINT OUT 154 (GOTO REPORTS,OPERATION,BILLING,DO REPORTS, DO REPORTS BY DIV 154, SORT BY “S”,LTD DIRECT IMPORTS “N”,MAST ONLY “Y”,CIRCLE ONLY “N”,DIVISION LEAVE BLANK,IMPORTER LEAVE BLANKCFS ONLY “N”,RECEIVED ONLY “N”,DATE CHANGE TO TODAY’S DATE,START REPORT, PRINT OUT, USE THIS REPORT TO CREATE WEEKLY CLEARANCE REPORT, WHICH IS STORED ON Y DRIVE UNDER ,SHARE, CLEARANCE REPORTS…ALSO USE THIS REPORT TO DOUBLE CHECK DAILY TOTALS ENTERED ON CLEARANCE REPORT & THEN THROW AWAY.)

NON/MAST