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1. TFG Delivery Information: Clothing, Footwear & Accessories

TFG’s objective is to maintain high standards and efficiency throughout its logistical supply chain and therefore needs the co-operation of its suppliers to deliver their merchandise according to certain requirements, standards and procedures.

This section applies to both international and local suppliers currently delivering merchandise orders to the following trading divisions:
  • Foschini 
  • Fashion Express
  • exact!
  • Markham
  • Sports
Local Suppliers: are defined as those suppliers who are responsible for delivering goods to one of TFG's distribution centres.
International suppliers: are those suppliers who ship goods via the group’s nominated freight forwarders and ownership is transferred to TFG before delivery to one of the distribution centres.

1.1 Purchase Orders

A TFG purchase order will advise the supplier of final merchandise requirements (including styling details, quantities, SKU and delivery details). Each trading division within TFG may have a different format for their purchase orders therefore it is critical that the supplier understands all requirements and pays attention to all instructions. If in doubt, the supplier needs to enquire with the relevant merchandise department (Buyer/Planner) for any further assistance required.

1.1.1 Ticketing, Labeling and Packing Instruction
The TFG buying team will stipulate in this section exactly what the supplier needs to do / supply in terms of price ticketing, labeling and packing instructions.
Note: It is recommended that the supplier read these instructions, in conjunction with the Quality Assurance Department Supplier Manual, Section 14 for instructions to affix price tickets.
1.1.2 Shipment Date
The TFG order will advise the date by which the goods need to be shipped by. This will be indicated by the “Ship no later than” date. Please ensure that you contact the TFG’s nominated freight forwarder in sufficient time in order for the goods to meet the shipment date. Our nominated forwarder has been instructed not to accept any bookings for cargo falling outside of the window period.
For further detail please refer to the “Shipping and Documentation” section in this manual or contact the TFG Shipping Department (contact details at the end of the manual).

1.2. Quality Assurance

The purpose of this section is to provide all new and current suppliers with the proper understanding of all latest TFG Quality Assurance requirements. A detailed brief will be given to all requirements needed from initial design concept through to post delivery.(QA Manuals).

1.3 TFG Delivery Process

The purpose of this section is to assist suppliers in understanding TFG delivery requirements (full details are available on our delivery conformance guideline manuals (see Full List of Documents).

1.3.1 Delivering into a TFG Distribution Centre (DC)
In order to deliver into a TFG DC, the supplier needs an approved ASN (see ASN Process) and scheduled appointment (see Delivery Bookings). These details must be finalized with the DC before order is despatched for delivery to TFG.
The supplier is required to book their own transport and ensure all relevant documents accompany deliveries to avoid delays, due to outstanding paperwork at the DC.
Please note the following rules below to avoid disappointment at the DC:
·         Suppliers are allocated a 15 minute delivery window for each delivery made into a TFG DC. In cases of large deliveries, suppliers are required to request additional time. This must be done when delivery appointments are made and should be agreed upfront with the DC when bookings are made.
·         When a supplier is running late and is likely to miss a delivery slot, this needs to be communicated to the DC timeously. The DC will assess whether orders can be accommodated in another delivery slot on the same day. Depending on availability for the day, the DC reserves the right to reject any deliveries that fall outside booked delivery slots.
·         Suppliers are encouraged to note cut off times for deliveries at the DC to avoid disappointment in terms of booking availability.
·         It is the supplier’s responsibility to communicate delivery requirements and hand over necessary documents to courier that will be making deliveries on their behalf.
·         The DC will not accept any orders delivered without an appointment made prior to delivery.
·         In cases where delivery appointments have been missed and needs to be rebooked, the supplier needs to contact the relevant Trading Division (Buyer) and ensure all amendments required are made before scheduling a new appointment with the DC. Supplier will need to furnish reasons to Trading Division (Buyer) as to why the booking has not been met.

1.4 Advance Shipping Notification (ASN) Instructions & Guidelines

The purpose of an Advanced Shipping Notice (ASN) is to notify TFG of pending delivery.  An ASN also creates visibility for the business to make accurate decisions in terms of product location and quantities, and allows for advanced planning/allocation of stock to our stores.
Once a supplier has completed an order/ packing list and is now ready to ship for delivery into DC / Freight Forwarder, an ASN completed accurately needs to be submitted on time informing the DC of pending deliveries(see ASN Template).

Once an ASN template has been completed, it must be submitted to the correct DC email address for processing as follows:

DC NAME
EMAIL ADDRESS FOR ASN
EMAIL ADDRESS FOR BOOKING
Lefic DC – Apparel for Foschini/Fashion Express/Donna Claire
N’dabeni DC - Exact  / Markham/ Fabiani/ G-Star/ Soda Bloc
ASN-NDA@tfg.co.za
REC-NDA@tfg.co.za
N’dabeni DC – Sports (Due South/ Sportscene/ Totalsport)
REC-Sports@tfg.co.za
Tygerberg DC – Footwear for Foschini/ Fashion Express Only
ASN-FOSCHINI-TYG@foschini.co.za
Tygerberg DC - @Home
ASN-HOME@tfg.co.za
REC-HOME@tfg.co.za
Assegaai DC -Furniture
ASN-LIVINGSPACE@tfg.co.za
Centurion DC - Furniture
ASN-LIVINGSPACE@tfg.co.za
Note: Suppliers need to contact the DC to find out daily cut off times for ASN submissions.

Please note the following rules below:
  • An ASN can only be submitted once therefore supplier needs to ensure all details on ASN are correct to avoid penalties.
  • All details on the ASN must be correct at all times. This includes product, SKU, email address details and carton details.
  • Any amendments to orders must be communicated, agreed and finalized with Trading Division before an ASN is created. Suppliers must work from latest Purchase Order when creating the ASN to avoid errors and delays.  
  • An ASN needs to be submitted to the DC timeously as per TFG delivery terms and conditions
  • Any ASNs that are either out of tolerance (incorrect units) or out of booking window (late booking) will need to be communicated to Trading Division by supplier for authorization (see Fig 2.1). Only once an ASN has been approved the supplier can proceed with a delivery booking.

Once an ASN has been successfully created, a supplier will receive a notification via email with ASN details (see Fig 2.2). Supplier will need to quote these details via email to the DC when making a delivery appointment. It is the supplier’s responsibility to ensure the ASN is submitted timeously to the correct email.

EXACT Advanced Shipping Notice.
The ASN you have submitted requires Authorisation from EXACT.

Purchase order: 197073
Supplier Reference: 898065

Problems found: ERROR: Out of Tolerance.

A confirmation email will be emailed once EXACT has either authorised or rejected your order.

Any queries please contact your relevant EXACT contact - Please don't contact the DC, they will not be able to make your appointment until authorization.



** Please note that this is a system generated email, please do not reply to this email.
Fig 2.1: Notification of ASN that requires authorization

Advanced Shipping Notice.

ASN (3033440) has been successfully processed.

Purchase order: 197073
Supplier Reference: 898065

Please contact the DC to schedule your delivery appointment:

Local Suppliers (South African based):

Foschini Suppliers:

For bookings at the LEFIC DC please contact - email (REC-FOSLEF@foschini.co.za) - (021) 938 1424 or (021) 938 1280.

For booking at the TYGERBERG DC please contact - email (REC-FOSTYG@foschini.co.za) – (021) 959 9810.

Markham and exact! Suppliers:

For bookings at N’dabeni DC to schedule your delivery appointment – email (REC-NDA@foschini.co.za) – (021) 506-8528 or (021) 506-8529.

Sports Suppliers:

For bookings at N’dabeni DC to schedule your delivery appointment – email (REC-Sports@foschini.co.za) – (021) 506-8531.

International Suppliers:

You can now proceed with shipping of order.

** Please note that this is a system generated email, please do not reply to this email.
Fig 2.2: Notification of ASN that has been authorized

 

Ref No.

 
Instruction
1
Select the relevant Trading Division to whom you are sending this ASN (e.g. Markham, exact!, Foschini – Apparel, Foschini Footwear)   
2
The relevant purchase Order number
3
Your invoice number which your company is issuing for this particular order
4
Your supplier's name should be specified here
5
A valid email address needs to be populated in this field. All correspondence relating to this ASN will be sent to the email address. This will include notifications of any discrepancies relating to this ASN, and or confirmation of ASN approval which will inform you that you may now schedule a delivery appointment. Supplier is required to use only one address
6
Tick the correct box – either “Yes” or “No” using the mouse. Tick the “Yes” box if you have attached the required price tickets to the stock which is to be delivered to the Distribution Centre. Tick the “No” box if price tickets have not been attached to the stock which will be delivered to the Distribution Centre.
7
Tick the correct box – either “Yes” or “No” using the mouse. Tick the “Yes” box if Quality Inspection has been carried out on the stock which is to be delivered to the Distribution Centre. Tick the “No” box if Quality Inspection has not been carried out on the stock which will be delivered to the Distribution Centre.
8
Click on the words “Pick from list…” and a drop down list will display. Choose between the options of “Flat” or “Shoes” based on whether the stock to be delivered to the Distribution Centre will be delivered “Flat” or is “Shoes”.
9
Number of cartons that the stock, which will be delivered against this ASN, has been placed into.
10
Total number of units contained in the cartons which will be delivered against this ASN.
11
Populate (by line) each of the SKU numbers which will be delivered against this ASN. (refer to PO for SKU details)
12
Description of  each SKU(refer to PO for SKU details)
13
Quantity of each SKU which was originally ordered by the Foschini Group (Quantity appearing on the original Purchase Order).
14
Quantity of each SKU which will be actually delivered against this ASN. Delivered units must perfectly match ASN units submitted.
15
Quantity of each SKU which will be actually delivered against this ASN. Delivered units must perfectly match ASN units submitted.

1.5 Delivery Bookings

Once an ASN has been approved, the supplier can now proceed with booking each order for delivery into the DC.

Supplier will need to forward details required in order to make a booking. This must be submitted to receiving area via email (see Full List of documents) to obtain an appointment with the DC.

Once booking request is received and processed, DC will notify supplier of appointment number, delivery date confirmation and delivery slot time. Delivery booking confirmation is sent to supplier via email and will consist of the following:

  • Appoint Number
  • Date of Delivery
  • Delivery timeslot.
    Supplier will be required to produce these details when delivery is made to the DC. (see Order Bookings).

Supplier will need to honour this arrangement to ensure an order is delivered seamlessly into the DC. It is the supplier’s responsibility to ensure all information submitted to the DC is accurate as this will be used to book capacity. DC reserves the right to reject any other deliveries that have not been booked upfront. Once orders are unloaded at our receiving area, the DC will sign the documents acknowledging cartons received.

1.6 Merchandise Preparation

It is our DCs' goal to process merchandise to stores quickly and efficiently. To support this goal, TFG requires merchandise to be prepared and packed according to certain specifications. Suppliers are required to adhere to the following when preparing and packing merchandise:

  • Ticketing Ordering Process & Instructions
  • Bagging Instructions
  • Carton Packing

Please refer to our Delivery Conformance Guideline Manual for full details (see Full List of documents).

1.7 Non Compliance Charge Backs

TFG has established a non-conformance chargeback process in an effort to recover costs incurred by our DCs due to suppliers failing to meet delivery requirements.
By following the detailed requirements outlined in our delivery conformance guideline manual, orders delivered into our DCs should flow through our Distribution Centre seamlessly and onto the selling floor in an efficient manner.

Delivery conformance reports are published to suppliers on a weekly basis. It is imperative that suppliers review these reports upon receipt and any subsequent queries are dealt with and resolved immediately to avoid negative impact on supplier scorecards.

Suppliers are required to ensure that the delivery conformance office (DeliveryConformance@tfg.co.za) is notified of any changes in contact details in order to send reports to correct recipients.

For local suppliers, charges are deducted automatically by our DCs once monthly delivery conformance reports are published to suppliers. For international suppliers, invoices (incl. invoice number) will be sent to recover cost incurred due to non-conformance by suppliers and payments can be made by either deposits into our account (details on invoice) or by issuing a credit note that allows TFG to deduct penalties from supplier payments (see Credit Note Template).
If a supplier achieves higher than 92.5% (98% for Jewellery) perfect delivery conformance for the month, charges will not apply. These tolerance levels will be reviewed on a quarterly basis.