SECTION 17 – Inspection Process
Merchandise Examination Department (MED)
17.1 What Is MED
MED is part of the Merchandising division but is based within the Warehouse sites. It the responsibility of MED. to inspect stock from deliveries and manage the refurbishment/disposal of any rejected stock.
17.2 The Inspection Process
There are many different criteria that the stock is inspected against which are-
- Sealed Sample
- QC Specification
- Size Chart
- Packaging Specification
- PLM
- JDW Mainframe Systems
- The Catalogues
The following make up the inspection process.
Packaging
- Check that the packaging of the product and carton are exact to that outlined on the packaging specification.
Cartons
- Stock is delivered in the correct size carton.
- The cartons are not bulging.
- There is no damage to the cartons.
- The cartons are sufficiently tape-sealed.
- The details on the carton ends are correct.
- Catalogue number
- Colour
- Size
- QTY
Product Packaging
- The product bag/box is of sound quality.
- The product bag/box has been sufficiently sealed.
- The product bag has suffocation, warning label attached.
- The product bag/box is labelled with the correct
- Catalogue number
- Size (where applicable)
- Colour (where applicable)
- Component qty (where applicable)
- Correct card and tissue paper must be used to fold the garment within the product bag.
- Product boxes must be tape-sealed and labelled with the appropriate labels
- Correct/Sufficient padding/packaging/product protection must be added inside the outer packaging.
- All relevant labelling must be attached i.e. WEEE labelling, warning labelling.
Clothing, including lingerie, nightwear, and Household Textiles
- Inspection checks carried out on each product.
- Checks for shading
- Fabric flaws
- Pattern Detail
- Colour
- Fabric Weight
- Stitching
- Hemlines
- Button quality
- Zip Quality
- General Make-up.
- General Quality
- Measurements
- Products is fit tested.
- Checked against the Catalogue illustration to identify that the product is exact to that being advertised (including the wash-care and fibre content).
- Products labelling is checked for specific information i.e. ‘KEEP AWAY FROM FIRE’ is clearly labelled in red on nightwear.
Home & Leisure Products
- Inspection checks carried out on each product.
- Correct Model Number
- Certification is up to date.
- Function test (where applicable)
- General Make-up
- General Quality
- Checked against the catalogue illustration, to identify that the products is exact to that being advertised (including the wash-care and the fibre content)
- Product labelling is checked for specific information i.e. ‘nickel warning’, ‘sharp blades’ etc
17.3 MED REJECTIONS
If any fault or discrepancies are found within the inspection process the following actions are taken.
- The stock is put on hold until a decision is made with the buyer, QA Technologist and Merchandiser.
Then one of the following actions will be taken.
- Commercially accept the stock, with a view to measure the returns rates.
- A notice is added to the advice note which is sent to the customers, advising them that the product may not be exact to the advertisement, but is correct.
- The stock is rejected
- Sent back to the supplier (RTM)
- Sent to an External 3rd Party Refurbishment Company (ER), where the stock is rectified, altered or 100% inspected.
- Refurbished by JDW on site (IR), where the stock is either rectified, altered or 100% inspected.
If stock is rejected to either RTM, ER or IR the supplier is contacted telling them that their stock has been rejected. The following information is added on the ‘Notification Form’
- Supplier Name & Address
- Catalogue Number (the product which is being (rejected)
- Job No (This is a number that MED assign to each rejection as a way to identify data)
- Products Description
- Sizes being rejected
- Colours being rejected
- Qty of rejected stock
- Delivery number
- Delivery date
- Purchase order number
- Possible Rejects (this will either be Y or N. It identifies if once the re-work or inspection etc has been completed there could possibly be a number of items rejected, that cannot be sold to customers)
- Details of fault.
There is a note stating
“Please note, we will be starting the refurbishment work of the above goods within 24 hours of this notification. You wil receive a debit note for £XXX in due course. Should you disagree with these charges please contact the attached e-mail addresses immediately’
Any rejects found during the refurbishment of this line will result in a new debit note being issued for the cost of such stock”
This enables the supplier to contact MED to advise that they do agree/disagree with the refurbishment charges and if they intend to pick up the stock themselves (RTM).
If the supplier does not respond to the notification, the re-work is carried out and the supplier is debited for the advised amount.
However JD Williams reserve the right to complete the re-work internally and the debit the supplier any charges incurred if there are customer orders awaiting despatch.
After this 24 hour period the stock is moved within the Warehouses, confirmed in to MED, Sorted in to Catalogue numbers, palletised and manifests are raised.
If the stock is RTM debits are raised for the price of the stock plus a handling charge. The supplier is contacted and collection dates and times are agreed.
If the stock is ER or IR debits for the re-work will be sent to the supplier once the rework is complete and any rejects have been identified. These will incorporate the cost of the re-work, transport, handling and admin.
If there are any rejects found whilst the stock is being re-worked; and the supplier is from a UK or Indirect source, these rejects will be RTM and the supplier will be debited for the cost of the rejects.
If the stock is from a Direct Import source the supplier is debited for the cost of the rejects. The supplier can have the stock returned (at the suppliers cost) or sent to another source (agent). However if this is not organised JDW will dispose of these rejects.