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What is the process to become a vendor to TFG ?

All applicants must first complete our online application and accept TFG’s terms and conditions. Once your application has been approved, someone from TFG will be in contact with you and send you all the documents needed to open the vendor account.

How long does the supplier take-on process take?

The complete process takes up to 28 days for Local Vendors (Based in RSA) and 20 days for International Vendors (Based outside of the borders of RSA). This is the maximum SLA  and the process can be completed in a shorter time frame provided that the vendor returns the full set of completed documents in a suitable time frame i.e. 3 days after receiving it.

Will I be required to submit additional documents? If so then what are they?

For Local Vendors : Cancelled cheque or bank letter, BEE  certificate,  VAT  103 certificate, Bargaining Council certificate (if applicable), Factory Profiles, and a Conflict of Interest Declaration.

International Vendors: Cancelled cheque or bank letter, Conflict of Interest Declaration, Factory Profiles for all factories that will be used, and any available Compliance Certificates (if applicable).

What will happen if I do not accept TFG's payment terms?

Acceptance of TFG's terms and conditions are mandatory and the payment terms are indicated within clause 14 of these terms. Payment terms are negotiable between the relevant buying division and vendor, however,  any agreement reached by a buyer and vendor must be in accordance with our T's&C's.

How will I know when my account has been loaded?

At the end of each week a Welcome letter (email) is sent to all new vendors indicating that they are now registered with TFG. You could also enquire with the buyer with whom you are dealing with.

If my company is not BBBEE compliant will my application be rejected?

No, TFG does however require all their RSA based vendors to be rated by an accredited verification agency within 6 months of being taken-on or they might run the risk of being delisted as a vendor.

Who in my (vendor) company must authorise the TFG Vendor take-on documents?

The person must be an authorised signatory (preferably the MD ) within the company as all signed documents holds the company liable.

What are the payment terms offered by TFG?

The standard terms for Local vendors are 30 days less 5% and for international vendors are TT  payments within 14 days of handing over goods to our Freight Forwarder.

What is a Delivery Appointment?

A delivery appointment is a confirmation that the DC has reserved capacity to receive order. Delivery booking confirmation is sent to the supplier via email and will consist of the following:

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

Where do I request an updated Purchase Order (PO)?

Where there have been changes / amendments to any details on the Purchase Order (PO), suppliers can obtain an updated PO from the Trading Division through the buyer. The suppliers are required to use latest Purchase Order information when populating an ASN (see ASN Process). This is crucial to avoid delays, queries and resulting penalties. An ASN can only be submitted once and under no circumstances will a DC be able to make amendments to an ASN once processed.

How do I know which DC to deliver to?

The supplier will need to refer to the Purchase Order for DC details. This is usually indicated via a DC Code or DC Name (see Table 3.1 below):

 Table 3.1

What is an ASN?

This is a document created by a supplier to inform DC of actual quantities to be delivered by the supplier (see ASN process).

How do I get an ASN to be authorised?

If your ASN is on time and within tolerance, your ASN will be approved and authorised. All ASNs that require authorisation must be forwarded to the Trading Division (Buyer / Planner) for review. If approved by Buyer/Planner, a notification email will be generated to the supplier who can then proceed with a delivery booking.

Where do I find DC contact details?

The DC contact details are available on TFG Delivery conformance manuals. (See full list of documents).

How many orders can I deliver at once?

Suppliers are allocated 15min delivery slots (see Order Bookings). In case of large deliveries, supplier is required to notify and make arrangements with the DC at delivery booking stage. On agreement with DC, suppliers can proceed with large delivery. DC will not accept any orders without appointment.

How do I make a provisional booking?

Provisional bookings have been discontinued at all TFG DCs. Suppliers are required to make bookings as per TFG requirements (see ASN Process).

What information is required on the cartons for despatch to DC?

All suppliers are required to follow TFG requirements as set out in the delivery conformance manual. (See full list of documents)

How do I know if my cartons meet the correct strength requirements?

It is recommended that suppliers send in samples for testing to our ECT lab. Results can be published to suppliers within 2 days of receiving samples into our lab. It is still the supplier's responsibility to ensure correct quality of cartons is maintained with their carton supplier. Any variations from original samples supplied may result in inferior cartons and ultimately non-conformances / penalties.

How much do I get charged for non-conformance?

Charges are allocated per requirement not met (see full list of documents). When orders are received into our DC, suppliers are measured on various criteria covering the following areas:

• Order bookings (local suppliers only)
• Carton information (Code 2a refers to local suppliers only)
• Carton specification
• Carton packing
• Invoice accuracy
• Ticketing
• Product Quality
• Mildew Prevention

How does delivery conformance affect my performance as a supplier to TFG?

Delivery conformance forms 20% (in the case of Jewellery - 10%) of the total supplier’s scorecard which is compiled on a monthly basis. Supplier will need to review and resolve any issues on their weekly delivery conformance report for any discrepancies. In cases where supplier averages over 92.5% (in the case of Jewellery – 98%) score for the month, monetary penalties will not apply.

What is an Odd Case?

Any remaining units from an SKU should be packed into a last appropriate case / carton. For each SKU packed, a carton must be marked “ODD CASE” on all sides of the carton (see full list of documents). Suppliers are required to ensure no mix of SKUs on one carton and marking all ODD Cases appropriately, otherwise penalties will be levied.

What is an H- pattern?

Taping should create an “H” pattern on both the top and bottom of the carton by sealing across all of the major and minor flaps. All cartons should have a minimum tape width of 2.83 inches (or 7.2cm).