Transcription of Shipment Preparation / Routing Guide / …
1 Effective: 10-01-2012 Published: 09-14-2012 1 Shipment Preparation / Routing Guide / Merchandise Preparation Manual 18305 E. San Jose Ave. City Of Industry, CA. 91748 Effective: 10-01-2012 Published: 09-14-2012 2 2012 HOT TOPIC S INDEX OF UPDATES TO THE VENDOR MANUAL It is highly recommended that all vendors review the 2012 updates of the Vendor Manual in their entirety. Ensure all appropriate personnel in your organization also familiarize themselves with the revised standards applicable to their duties. Please note that during the most recent revision process, the entire manual was reformatted, reorganized and rewritten for clarification and convenience purposes.
2 Any changes regarding important information added to new or existing sections will be noted in the table below. Section Name Status Dates Current 3 Prerequisites for New Vendors New 9/10/2012 TPM How-to Guide for FAQs New 9/10/2012 Carton Construction & Sealing Updated 9/10/2012 Carton Packing Instructions Updated 9/10/2012 8 Routing Guide Updated 9/10/2012 Terms and Conditions for Payment Updated 9/10/2012 Chargeback Table Updated 9/10/2012 11 Key Contact Information Updated 9/10/2012 Requirements Updated 9/10/2012 13 Ticketing, Carding, Trimming & Hanger Updated 9/10/2012 14 Merchandise Preparation Updated 9/10/2012 16 Glossary of Terms New 9/10/2012 Effective: 10-01-2012 Published.
3 09-14-2012 3 TABLE OF CONTENTS 1 INTRODUCTION .. 7 2 LEGAL REQUIREMENTS .. 8 Terms and Conditions: .. 9 Vendor Code of Conduct .. 14 Workplace Code of Conduct .. 14 3 PREREQUISITES FOR NEW VENDORS .. 18 4 CONSUMER PRODUCT SAFETY .. 19 5 TRADING PARTNER MANAGEMENT (TPM) .. 20 TPM Functionality and Benefits .. 20 User Guide .. 20 Important User Tips .. 21 TPM Step by Step Reference Guide .. 22 TPM How-to Guide for FAQs .. 23 6 PURCHASE ORDERS .. 25 PO Details .. 25 PO Alerts .. 26 Terms of Purchase .. 26 Damaged and Defective Merchandise .. 26 Torrid Store Discount .. 27 7 Shipment Preparation .
4 28 Carton Dimensions .. 28 Carton Construction & Sealing .. 29 Tape .. 29 Material Restrictions .. 29 Carton 29 Effective: 10-01-2012 Published: 09-14-2012 4 Carton Packing Instructions: Store and Internet Fulfillment Orders .. 31 Warning Labels .. 31 Brand Specific Requirements .. 31 8 Routing Guide .. 33 Freight Presentation .. 33 Freight and Routing Policy .. 33 Delivery Appointments .. 34 FedEx Ground Shipping .. 34 Bill Of Lading .. 35 2012 Hot Topic s Routing 36 Shipment of Hazardous Materials .. 38 9 ACCOUNTS PAYABLE .. 39 Merchandise Invoices .. 39 Codes on Check Remittance.
5 39 Terms and Conditions for Payment .. 40 10 VENDOR COMPLIANCE .. 41 (Return to Vendor) Process .. 41 Chargebacks .. 41 Vendor Accuracy Audits .. 42 Chargeback 43 11 KEY CONTACT INFORMATION .. 44 12 FIT SAMPLE AND Preparation .. 45 Apparel Fit Samples .. 45 Fit Submission Requirements .. 45 Fit Comments .. 46 Shoe Fit Samples .. 46 Effective: 10-01-2012 Published: 09-14-2012 5 Accessory Fit Samples .. 46 Off-Line Purchases .. 46 Top of Production ( ) Requirements .. 47 Chargebacks for and Fit Sample Violations .. 47 13 TICKETING, CARDING, TRIMMING AND HANGER REQUIREMENTS .. 48 Hanger Reference Guide .
6 48 Main and Care Labels .. 48 Preferred Provider Information .. 49 FineLine Ordering Instructions .. 50 14 MERCHANDISE Preparation .. 52 Quality Control .. 52 Country of Origin ( ) .. 52 Wearing Apparel .. 52 Tops: Fashion / T-Shirts / Tanks .. 53 Outerwear: Hoodies / Sweaters / Wovens / Jackets .. 55 Intimate Apparel: Bras / Bandeaus / Bustier / Corsets / Undies / Tutus .. 56 Bottoms: Denim / Pants / Leggings / Shorts / Skirts .. 56 Dresses .. 58 Swimwear: One-Pieces / Two-Pieces .. 58 Accessories .. 59 Hosiery & Socks: Thigh Highs / Tights / Knee Highs / Over the Knee / No Show .. 59 Shoes: Boots / Heels & Wedges / Sneakers / Flats.
7 59 Jewelry: Body / Bracelets / Earrings / Necklaces / Rings / Watches .. 60 Neck & Shoulders: Bandanas / Scarves / Suspenders / Neckties .. 61 Arms & Hands: Wristbands / Cuffs / Gloves / Arm Warmers .. 62 Headgear: Snoods / Beanies / Trucker Hats / Fedoras .. 62 Hair Accessories: Pony O s / Headbands .. 63 Eyewear: Sunglasses .. 63 Beauty: Body Sprays / Perfumes / Hair Products / Cosmetics .. 64 Belts: Seat-Belt / Stud / Stretch / Chain / Plastic .. 65 Wallets: Hinge / Chains / Bi & Tri-Fold / Clutch / Coin Purse .. 66 Bags: Handbags / Totes .. 66 Gifts: Comforters / Paper Goods / Boxed Candy / Stickers, Patches & Pins.
8 67 Effective: 10-01-2012 Published: 09-14-2012 6 15 GLOSSARY OF TERMS .. 68 Effective: 10-01-2012 Published: 09-14-2012 7 1 INTRODUCTION Hot Topic s1 long-term success is dependent on our ability to consistently offer products that meet our customer s expectations for style, quality and price. Furthermore, we know that consistently obtaining high-quality products on time requires strong relationships with qualified and supportive vendors. You, as our esteemed Vendor, play an important role in the distribution process, which includes understanding the Vendor Terms and Conditions before you accept orders. With the support of our Vendor Relations Department, we expect that our vendors: Provide a Statement of Conformity ( ), which confirms that your product meets all federal and state requirements.
9 Adhere to the Purchase Order Terms and Conditions. Ensure the production quality of all merchandise matches both our buyer s specifications and approved production samples. Label all merchandise with the Country of Origin ( ). Pre-ticket 100% of merchandise shipped to Hot Topic. Properly pack all merchandise per the Purchase Order Instructions. Provide ASNs (Advance Shipment Notifications) and use TPM carton labels. Ship merchandise within the specified timeframe per the Shipment prep guidelines. Adhere to Routing Instructions. The following sections outline in greater detail our specific policies and procedures as they pertain to correct merchandise Preparation , shipping and Routing methods and invoicing.
10 We anticipate that the Vendor Manual will be read carefully and shared with the appropriate personnel in your organization as well as any participating third parties. Violations of our policies and procedures will result in direct chargebacks to you to offset additional costs to correctly package, label, or dispose of unsatisfactory products. If there are any questions regarding the information provided, please direct your inquiries to the appropriate contacts listed in the section of this manual labeled Key Contacts. We look forward to strengthening our partnership through a clear understanding of our requirements.
