Escolar Documentos
Profissional Documentos
Cultura Documentos
February 2014
Dear Vendor Partner,
This manual is in response to many requests weve received regarding how best to work
with Universal Direct. Many of the requirements and policies outlined are dictated not
by us, but by State and Federal law. Following these procedures is in the best interest
of all parties.
NEW VENDORS:
Please sign and return pages 3 and 5 after reviewing this document.
We also need your certificate of insurance as outlined on page 4.
You can email to compliance@woecatalog.com or mail to:
Universal Direct Fulfillment
5581 Hudson Industrial Parkway
Hudson, OH 44236
Attn Purchasing Dept
CURRENT VENDORS :
If we already have the signed documents on file for your company we
still need your annual Insurance certificate as noted on page 4. Documents can be
emailed to compliance@woecatalog.com or mailed to:
Universal Direct Fulfillment
5581 Hudson Industrial Parkway
Hudson, OH 44236
Attn Purchasing Dept
TABLE OF CONTENTS
PAGE
Signature Sheet_________________________________
Insurance Requirements__________________________
Product Sheet Requirements and Signature Sheet for
US Lead Standard Requirements____________________
Purchase Order Guidelines_________________________
Drop Ship Vendor Procedures______________________
Quality Control__________________________________
Proposition 65___________________________________
Packing and Labeling Instructions___________________
Warning Label Instructions_________________________
Vendor Freight Routing Guide______________________
Advance Shipment Notification _____________________
Return to Vendor Instructions_______________________
Invoicing Guidelines______________________________
Charge Back Schedule_____________________________
Intellectual Property Rights_________________________
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_____________________________
Vendor Principal
___________________
Date
_____________________________
Vendor Name:
INSURANCE REQUIREMENTS
The vendor shall maintain and keep in force, at its own expense, the following minimum
insurance coverage and minimum limits:
(a)
PRODUCT SHEETS
Once a product has been selected to appear in a catalog a product sheet will be sent.
The product sheet must be thoroughly completed and returned in a timely manner. Note that
the required signature sheets and insurance certificates requested in this document must
arrive to us before an order can be submitted. Prices and availability are expected to be
guaranteed for 1 year.
ADDITIONAL INFORMATION NEEDED FOR APPAREL
Spec sheets for clothing must include all sizes and styles available
Sampled color name/color code
Material content, care and washing instructions
All product sheets must include a completed lead information sheet such as the one
below::
We must be assured that our customers receive quality merchandise made to exacting U.S. standards and according to
good manufacturing practices.
Recently, issues of unsafe lead content in products from China have been widely reported and we have become aware that
some products imported from China were produced with paint, materials and finishes contaminated with lead.
These products included personal care items such as toothpaste and eye shadow and toys, glazed pottery and jewelry
products.
While we are confident that none of our suppliers have produced or sold products to Universal Screen Arts, Inc. that contain
lead, we ask for your assurance on this matter.
If you know of any product containing lead in amounts greater than 600 parts per million (600 ppm), or more than 0.06%
lead to say it another way, as stipulated by the Consumer Product Safety Commission, that has been produced, sold or
otherwise distributed to Universal Screen Arts, Inc., we ask you to identify those products to us, including any products now
in production or in transit. We will return any items in our possession or in transit to you and request a full refund for cost of
goods and any expenses. Any items in production, on order or unshipped will be cancelled for a full refund and expenses.
An exception will be leaded crystal items, which may contain up to 24% lead, but such items must be marked with the
Proposition 65 warning label. Any jewelry or decorative items that are pewter must be made from lead-free pewter.
Please acknowledge your acceptance of this query below where indicated and return to us.
Thank you for your support and cooperation in this matter.
Company:
Date _______________
All merchandise must be delivered in-house by DATE REQUIRED on any P.O. Any
delivery extensions must be requested via e-mail or phone to the contact listed on
the P.O. Approval will be communicated via returned phone, or e-mail if accepted.
UDFC reserves the right to cancel or adjust any PO which arrives after Date Required
without pre-approval of delivery extension.
Failure to meet delivery requirements may result in a 5% deduction off invoice for
the value of the late merchandise for each week beyond the agreed upon ship date.
Purchase Order information on delivery dates and prices are binding, unless
communicated and authorized via fax, phone or e-mail.
Purchase Orders must be acknowledged within 48 hrs by return fax or phone.
Purchase Orders must be confirmed to purchasing agent listed on the bottom of
the P.O.
Purchase Orders will be sent via email.
All P.O.s shipped to UDFC must be individually bagged or boxed and labeled with
the UDFC item number and size as negotiated. Otherwise, a charge back for in-house
prep will be issued, or the merchandise returned.
Two shipments are acceptable per P.O. Shipping expenses will not be paid on
balances after the first shipment. Partial shipments must be approved by the
Purchasing Department. If partial shipments are approved, please invoice only for the
quantity shipped.
Backorders are NOT to be cancelled unless authorized by the Purchasing
Department.
No substitutions will be accepted without prior authorization from the Purchasing
Department.
Purchase Order acceptance is a binding contract, with legal ramifications if not
adhered to.
All duplicate shipments will require a UPS, Fed Ex or truck Call Tag at the expense
of the vendor. UDFC is not responsible for duplicate shipments. A deduction for
shipping will be taken off the invoice for vendors who do not provide a call tag or
other method to return product.
Any unwanted goods delivered in excess of the P.O. or before the delivery date may
be returned at the vendors expense and charge back fees will be incurred for
handling and storage costs.
We reserve the right to keep an over shipment if we deem the goods are needed.
The vendor will not make any changes to the P.O. unless done with the
Purchasing Departments written instructions/approval.
UDFC will send a cover sheet providing the number of orders in the packet and an
original packing slip for each actual order. Do not use this label for shipping
purposes, as the tracking information will not be valid when shipping from your
location. Orders can be sent via electronic file. E-mail ds@woecatalog.com for
information on this service. Treat the main body of the order as a packing slip; put it
into the carton so the customer has a record of what was ordered.
Please check each packing slip carefully for QUANTITIES ORDERED.
You MUST provide confirmation of shipment, as invoices will not be paid until
we know the merchandise has been shipped. Please email ds@woecatalog.com or
fax this notification to 1-330-650-5137. The email address can be built directly into
your carrier system for automatic notification.
When invoicing, please reference our order number and customer name from the
packing list, or send a photocopy of each order. Itemize the following on each
invoice: catalog name, item cost, drop ship fee and actual freight charges unless item
is shipped third party. No more than 10 orders per invoice will be accepted.
Unless otherwise authorized, each shipment must ship via a minimum traceable
ground carrier service or use the previously agreed upon shipper. (Larger items may
be shipped via truck. You will be contacted concerning that special service.)
Drop Ship vendor may not include any materials or vendor contact information
(including websites, vendor name, address, phone, etc.) without prior written
approval from Merchandise Buyer.
Collection, retention or use of any customer information is strictly forbidden
beyond what is required to fulfill the drop ship order. We will protect our
customers privacy and our interests to the full extent of the law.
FYI: If the shipment is a gift order, our shipping label will indicate the different ship
to address and the packing slip you receive will not show retail prices.
QUALITY CONTROL
Merchandise of poor or inferior quality WILL NOT be received.
The following guidelines are required when shipping the products listed below:
Jewelry must be hypoallergenic. Please include anti-tarnish strips in each
individually bagged piece of jewelry. Watches must have written warranties and
clear instructions for changing the battery. To increase battery life of watches, battery
life strips must be inserted to deactivate the time function.
Apparel must have sewn in labels showing all information required by law such as
care, fabric content, country of origin, and size. All apparel is to be shipped flat in
individual poly bags without hangers unless otherwise requested. Sizes and styles
must be segregated in individual master cartons.
Electrical items must be UL Listed and properly labeled. Operating instructions or
directions are to be included for all items requiring them, such as radios, games, or
items needing some type of assembly.
Food items must be sealed and have all information required by law including
ingredients and nutritional information listed on the package. The expiration or fresh
date must be clearly marked on each package.
Furniture pieces must be packaged to ensure that the package can withstand shipping
to its final destination, our customer. Sufficient packaging around all surfaces is
required. Product packaging must pass the industry standard drop test. Products
intended for decorative use only must include labeling stating this fact. If required
include assembly instructions.
Lamps are to be packaged in the same cartons as the shades whenever possible. If
lamps and shades must be packaged in two cartons, written approval must be received
from the buyer. All lamps must have attached label specifying bulb wattage
limitations.
Childrens Jewelry, Items, and Toys must pass all U.S. Consumer Product Safety
regulations. We must be made aware of any age limitations (i.e. ages 3 and up).
Sleepwear must pass all standards for flammability.
The following article is a reprint that points out the complexity of the Prop 65 law. The
scope of products falling under Prop 65 has increased in the past several years and we
encourage our vendors to be diligent. Manufacturers are ultimately responsible for
paying penalties.
Proposition 65: A Deceptively Simple Law With Costly Consequences
December 2011
By Cordon T. Baesel
The relentless pursuit by the California plaintiffs bar of Proposition 65 claims against companies
doing business in the state has all the makings of a reality television show.
Prop. 65 the deceptively simple law requiring warning signs if products or environments expose
individuals to toxic chemicals has resulted in more than 2,200 settlements and more than $125
million in damages paid in the last decade alone. Almost 70 percent of that amount $86 million
has gone to attorney fees.
For companies who lack a thorough understanding of the law and its defenses, a Prop. 65 settlement
can end up being a cost of doing business in the state. If your company's items are sold in California,
you need to know about this litigation reality.
WHY IS PROP. 65 PROBLEMATIC?
Formally known as The Safe Drinking Water and Toxic Enforcement Act, Prop. 65 is a seemingly
straight-forward statute, authored by several well-known environmental defense groups. The thrust
of the statute is to require a specific warning of potential exposure to harmful chemicals. Codified in
California Health and Safety Code section 25249.6, it provides:
No person in the course of doing business shall knowingly and intentionally expose any individual to a
chemical known to the state to cause cancer or reproductive toxicity without first giving clear and
reasonable warning to such individual, except as provided in
Section 25249.10.
On its face, it is reasonable to expect manufacturers to abide by this statute. Where the problem
arises is that Prop. 65 applies regardless of the amount of the chemical in a product emission or
workplace exposure. Even minute or trace amounts will arguably trigger the warning requirement
even if there is virtually no risk of cancer or reproductive harm from the exposure.
Most Prop. 65 compliance problems arise because targeted products or business operations are not
intended to cause exposures to the listed carcinogens or reproductive toxicants. Ongoing
advancements in chemical detection methodologies provide the plaintiffs bar with data that supports
claims of alleged exposures to detectible levels of Prop. 65 listed chemicals.
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A successful knowingly defense will require some unique facts, given the somewhat relaxed Prop.
65 scienter requirement. Notwithstanding these factual and legal complexities, initial evaluation of a
Prop. 65 enforcement action should include strategic analysis of a defendants intent, knowledge or
both. Prop. 65 is not a strict liability statute; strong facts, coupled with legal argument, can help a
business defend itself from inclusion in the Prop. 65 reality show3.
Successful defense (or reasonable resolution) of Prop. 65 litigation should also include sound
technical evaluation, with a strong analysis of the complex Prop. 65 human health risk assessment
regulations. In addition to technical defense details, there are Federal preemption issues, workplace
and OSHA defenses, challenges to the adequacy of pre-lawsuit notices from plaintiffs, identification of
average consumer product uses and many other aspects of alleged chemical exposures under Prop.
65 regulations4. Successfully litigating Prop. 65 thus requires a defense team that includes seasoned
environmental consultants, excellent analytical laboratories and environmental counsel that
understand the variables and uncertainties of Prop. 65 and its chemical exposure and risk assessment
details.
THE SUCCESSFUL PROP. 65 "DEFENSE" IS DON'T GET SUED
Notwithstanding potential defenses, very few Prop. 65 cases go to trial due to the litigation costs and
the potential for scientific uncertainty (i.e., disagreement) over the actual toxicity posed by alleged
environmental exposures or the assumed usage of products targeted for enforcement. Consequently,
the best defense under Prop. 65 is to develop a sound statutory Compliance program. This strategy
generally focuses on sourcing consumer products and confidentially testing them to ensure
compliance with Prop. 65, or assessing workplace risks and other environmental exposure scenarios
to determine if a warning could shield a company from private enforcement. The most appropriate
defense strategy depends on the interplay of the scientific, regulatory and usage details of a
particular product or exposure scenario. Even in compliance or counseling situations, a sound
strategy should include input from environmental litigators that have vigorously defended and tried
Prop. 65 enforcement actions.
With the right counsel, your business can avoid being the star of Californias Proposition 65 Reality
Show. There are far better ways to spend time and money when doing business in California.
SIDEBAR > PROP. 65 CHEMICAL LIST
Over 700 different chemicals are identified, or listed by California, as being subject to Prop. 65s
prohibitions. The Prop. 65 chemical list can be accessed here:
http://www.oehha.ca.gov/prop65/prop65_list/Newlist.html. An entity violating the statute may be
enjoined.
Violators are liable for civil penalties of up to $2,500 per day for each violation.
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Prop. 65 is not a class action or other type of suit involving a class or numerous plaintiffs. It is only
provides for citizen enforcement of an environmental statute.
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Luce Forward and the author have successfully defended Prop. 65 claims at trial and received
judgment in favor of defendants, but resolution through trial is the exception.
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Unlike certain California product liability tenets, Prop. 65 warning requirements will apply to
businesses that expose anyone to a listed Prop. 65 chemical, even if the exposed individual is a
sophisticated user of the product or chemical, and should have known of the potential for human
exposure. (See Johnson v. American Standard, Inc. (2008) 43 Cal.4th 56, 74.)
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The Prop. 65 regulations are complex and ever-changing, as the California Office of Environmental
Health Hazard Assessment is continually adopting and amending them in an ongoing manner. The
latest regulatory updates can be found here: http://www.oehha.ca.gov/prop65.html
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Clearly mark each carton with shipper and consignee name and address. Universal
Direct Fulfillment Corp. our Purchase Order number, our part number, and invoice
number if possible.
Indicate the total number of cartons, number of pallets, and Universal Direct
Fulfillment Corp. Purchase Order number on our carriers Bill of Lading.
Palletize and shrink wrap all cartons when possible.
Combine multiple orders on one Bill of Lading.
No PRETICKETING/PRICE TAGS are permitted, except books.
Please forward the ASN Notification form that is sent with each purchase order to the
email address provided on the form. *
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Ship To:
Total Units
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INVOICING GUIDELINES
Purchase Order numbers are required on all shipping documents and invoices.
Send all merchandise invoices to:
Universal Direct Fulfillment Corp.
Attn: Accounts Payable
5581 Hudson Industrial Pkwy
P.O. Box 2599
Hudson, Ohio 44236-0099
Directing invoices any place other than Accounts Payable will slow payment. Only
invoice for the quantity that is included in the shipment.
The UDFC item number and P.O. number must appear on the itemized invoice, along
with the manufacturers style number, quantity shipped and description of shipment.
All discounts must be reflected on the individual line item on the invoice as per
original binding Purchase Order.
Invoices will be paid from receipt of goods at our warehouse, per the pre-negotiated
credit terms.
Include any early-pay financial discounts (2%15 Net30) on the invoice.
All damaged goods are deducted from original invoice and replacements should be
re-invoiced.
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Charge
5% Invoice per week late
Receiving Issues
Merchandise not ordered, no open P.O.
Wrong/Incorrect merchandise
Master cartons not properly sealed
Cartons not properly marked
(No purchase order, no quantity listed on
outside of carton, no vendor name, no packing list)
Charge
$200 + Freight
$200 + Freight
$200
$200
Quality Inspection
100% Inspection to find acceptable merchandise
Charge
$25 per hour
Packaging Problems
Re-boxing or Bubble Wrapping (large items)
Re-boxing or Bubble Wrapping (small items)
Polybag
Seal Polybags
Failure to label SKU and description
Incorrect labeling of merchandise
Repair of damaged goods (variable charge)
Substitution Letters or other notification to Customers
Lack of tarnish strips with jewelry
Damage to ship alone items
Charge
$5.00 per unit + $25/hour
$2.50 per unit +$25/hour
$1.50 per unit + $25/hour
$1.00 per unit +$25/hour
$1.00 per unit +$25/hour
$1.00 per unit +$25/hour
$10.00 per unit +$25/hour
$1.00 per unit
$1.00 per unit +$25/hour
Merchandise Cost Plus 2 x
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