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2011 Zappos Merchandising Vendor Guide

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Zappos Merchandising Vendor Guide

(Rev. September 01, 2011)

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Table of Contents

1. 2. 3. 4. 5. 6. 7. 8. 9. Introduction EDI Purchase Order Replenishment Packing and Labeling Transportation Domestic and International **FULLY CHANGED READ** Returns Accounts Payable Definitions

1. Introduction

This Guide provides policies for EDI, purchase orders, packaging, labeling, shipping, invoicing, and returns for purchases made by Zappos Merchandising, Inc. (referred to herein as "Zappos Merchandising" or "Zappos"). Read this Guide fully before shipping product to the Zappos Fulfillment Centers ("ZFC"). To ensure that you have the latest version of this Guide, check the Zappos Extranet or request a copy from ZFC Logistics. If you have any questions or cannot comply with any part of this Guide, do not accept our Purchase Order and do not ship. Instead, contact the Zappos Merchandising buyer who owns the Purchase Order immediately to discuss. DEVIATION FROM ANY PART OF THE ZAPPOS MERCHANDISING VENDOR GUIDE WILL RESULT IN CHARGEBACKS OR REFUSE AND RETURN OF SHIPMENTS AT THE VENDOR'S EXPENSE. THE ZFC WILL ALSO REFUSE AND RETURN, AT THE VENDOR'S EXPENSE, SHIPMENTS THAT DO NOT COMPLY WITH U.S. FEDERAL LAWS AND REGULATIONS INCLUDING, WITHOUT LIMITATION, THE CONSUMER PRODUCT SAFETY IMPROVEMENT ACT. DO NOTE: GENERAL CERTIFICATES OF CONFORMITY MAY BE REQUIRED WITH YOUR SHIPMENT.

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2. EDI

All vendors are required to use EDI and comply with the EDI requirements contained herein and all updated versions of such EDI policy.

Do note: Prior to all new EDI set up requests, Zappos must have the following information: 1. Signed Vendor Agreement on file. 2. Brand/Supplier information loaded into the Zappos system. 3. Product information loaded into the Zappos system. Consult with your Zappos Merchandising contact to ensure these necessary steps have taken place before making your request. Zappos is unable to begin EDI testing until all 3 steps above have been completed. Transaction Sets: Zappos Merchandising requires the following transaction sets http://www.zappos.com/EDI/EDI_Guidelines.pdf a. 810 ­ invoices b. 850 ­ purchase orders c. 855 ­ purchase order acknowledgment d. 860 ­ purchase order change e. 856 ­ ship notices (ASN's) including SSCC18 information f. 846 (Optional) ­ inventory inquiry or advice e. GS1-128 Shipping Label: (e.g., http://www.zappos.com/EDI/Zappos_UCC_Label.pdf) Testing Certification and Implementation: a. Zappos Merchandising uses GXS (formerly Inovis) as our VAN, and (ZZ /ZAPPOSKY) as our Qualifier/ID for testing and production. b. For all set up, migration, or mappings changes: We will need your VAN and Qual/ID information so we can set up the trading partnership. Be sure to include both the brand and the supplier you are representing as it appears in the Zappos system in the subject line of your email. Failure to do this will cause a delay in the setup process as Zappos will be unable to identify which brand/supplier you represent. You may choose your third party EDI provider, but for your convenience and reference, we have listed the contact information for several of our preferred third party providers: eZCom Software Inc.

www.ezcomsoftware.com Adele Rosenblum /John Bozza (877) 765-3564 option 1 for sales [email protected]

SPS Commerce

www.spscommerce.com Brian Ratnayake, Account Manager (612) 435-9508 http://www.spscommerce.com/wtl_bv/bv.shtml

FOR ALL QUESTIONS ABOUT EDI, CONTACT:

EDI Email: [email protected] Phone: (702) 943-7777 Fax: (702) 943-7778

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3. Purchase Order

Ship and Cancel: Unless we give our prior written or email consent to multiple shipments, all orders are shipand-cancel (that is, if your shipment on a Purchase Order does not include all the items ordered, the unshipped portions of the Order are automatically cancelled upon your incomplete shipment). Acceptance of Purchase Orders: Failure to confirm or respond to a Purchase Order within eight (8) business days shall constitute your acceptance of the Order. We assume no liability for costs you incur or shipments you make prior to your receipt of a valid Purchase Order and your acceptance of that Purchase Order. Cancellations: We may cancel any Purchase Order by providing you with electronic (such as email or EDI) or written notice of the cancellation beginning thirty days prior to the Start Ship Date, if no shipment has been made. Timing: Products must be shipped pursuant to an accepted Purchase Order to ship after the Start Ship Date and before the Cancel Date. Check the Zappos Extranet (also called Site Manager) to ensure that the shipment is still within the shipping window of its Purchase Order. We alone will choose to accept or refuse, in whole or part, shipments of Products shipped before the Start Ship Date provided on a Purchase Order. We alone will choose to accept or refuse, in whole or in part, shipments of Products shipped after the Cancel Date provided on a Purchase Order. Partial Shipments, Fulfillments, and Reorders: Any Purchase Orders for products not previously purchased by us from you must be 85% complete before shipping. All orders are ship-and-cancel unless we give our prior written consent to multiple shipments (that is, if your shipment on a Purchase Order does not include all the items ordered, the unshipped portions of the Order are automatically cancelled upon your incomplete shipment.) Replacement & Substitute Products: Do not substitute or change a Product in a shipment provided in a Purchase Order without our prior written approval.

4. Replenishment

Ship Windows: Zappos uses a maximum of 14 day ship windows on replenishment orders Out of Stock: Styles that ship less than 85% for three(3) consecutive replenishment cycles will be removed from auto replenishment until Zappos can be assured of a 85% fulfillment rate.

5. Packing, Labeling and Master Shipping Carton (Before Shipping): *All packaging guidelines must be followed on products shipping to ZFC. For

noncompliance, Vendors will incur chargeback for actual repackaging and handling fees, and/or shipments/products may be returned at the Vendor's expense. * UPC Labels are Mandatory:

Place a readable and scannable UPC label (12 digits) or EAN codes (13 digits) on every individual Product Packaging sent to ZFC. Only UPC or EAN should be on each individual Product, not both. The UPC or EAN number on the labels must be derived from the Zappos Purchase Order that was received. No name of another retailer should appear on the label. No Exceptions!

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UPC/EAN labels must be visible and are to be placed only on the outside of the individual Product box, poly-bag, cardboard or chipboard box. The ZFC will refuse and return at your expense every Product that does not have a scannable UPC or EAN label with product data.

Packaging Product: All Products must be individually packaged in boxes or poly-bags. Ship Product and

any accompanying literature in appropriate packaging.

Product Type

Products

Packaging Type

Boxes

Special Handling

Product outer packaging must have UPCs/EANs and individually packaged Refer to Transportation Domestics and International Refer to Transportation Domestics and International Folded to not exceed 17.5" length x 11.5" widths and bagged. Do not use hangers. Sets must be package together. Do not use hangers. Must be boxed and lie flat or packed in garment bags on hangers Oversized apparel to be folded at least once and bagged Socks to be package in the unit amount as they are to be sold (e.g., 2 prs = 1unit, 4 prs = 1 unit, etc.) Hats must be package individually in boxes to prevent damage To prevent spoilage or damages, individual Product must be sealed tight

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ACCESSORIES: Sunglasses Product must be shipped within their case and assembled Jewelry prior to shipping.

Boxes or Polybags

APPAREL/ CLOTHING: Product should be folded neatly with adequate packaging.

Watches Boxes Shirts, Tops, Pants, Bottoms, Shorts, Jeans, Skirts, Underwear/ Intimates, Casual Dresses Polybags Swimwear, Sleepwear Formal wear, Wedding, Ball Gowns, Suits Coats, Outerwear, Blazers, & Jackets Polybags Boxes or Garment Bags

Polybags Polybags

SOFT GOODS & BAGS: Place additional layer of corrugated packing under opening of top and bottom seams. BEAUTY &

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Handbags, Diaper Bags, Back Packs, Bags

Socks, Hosiery, Gloves, Belts, Scarves,

Boxes, Chipboard boxes or Polybags

Hats

Boxes

Makeup

Boxes

Zappos Merchandising Vendor Guide

(Rev. September 01, 2011)

COSMETICS: Product outer container must have UPC/EAN and individually Skin Care packaged. Hair Care Fragrances Brushes, Tools, Styling Tools Headphones, Portables Electronics, GPS

Boxes Boxes Boxes Boxes

All liquid Products (e.g., Fragrance, Lotions, Creams, Cleaners, etc.) must be individually boxed and sealed to prevent leakage Sets must be package together Must contact ZFC Logistics for shipping instructions Pack minimum of 10 ­ 12 pairs per a shipping carton Pack minimum of 4 ­ 8 pairs per a shipping carton Cookware should not be boxed inside a box. Palletize heavy Products (e.g., small kitchen appliances, ovens, pots and pans, etc.) Knives and utensils sets will need to be packaged together within its sets. Palletize only glassware or breakable Products Sets must be package together Considered Soft Goods, Soft Goods rules apply Sets must be package together Palletize heavy Products ­

(Contact ZFC Logistic for Approval on Max Carton Dims)

ELECTRONICS:

Boxes Boxes Boxes Boxes or Polybags

FOOTWEAR: Shoes Maximized product quantity packed per Boots a shipping carton. Sandals, Flipflops, Slippers

Cookware

Boxes

Cutlery Tools Glassware HOUSEWARES & Bedding, Towels HOME GOODS: Only heavy product Aprons, Mitt Potholders should be palletized. Soft Small Décor goods to follow soft good rules. Furniture

Boxes Boxes Boxes or Polybags Boxes, Chipboard boxes or Polybags Boxes or PVC Boxes

Boxes

Palletize heavy Products Luggage Lamps/Lighting Fixtures, Holiday Ornaments Boxes Boxes or PVC Boxes

(Contact ZFC Logistic for Approval on Max Carton Dims)

Packaging must be durable and secure Rugs must be rolled and bound in polybags (Contact

ZFC Logistic for Approval on Max Carton Dims) Page 6 of 14

Rugs, Framed Art

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Boxes, PVC Boxes or Polybags

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Zappos Merchandising Vendor Guide

Sports Gear, Sports Accessories Boxes Dog Gear Boxes Climbing Ropes Boxes OUTDOOR/INDOOR Sports Medicine, Vitamins, SPORTING GOODS Energy Drinks & GEAR: Camping Furniture

Boxes Boxes

Water Bottles TOYS: Under the U.S. Federal Laws and Regulations Including, Without Children's Toys Limitation the Consumer Product Safety Improvement Act, a Certification of Conformity must be provided for each Product prior to shipment. Strollers, Stroller Accessories

Boxes or Polybags

Product outer packaging must have UPCs/EANs and individually packaged Shipping carton should not exceed 55 pounds Water Bottles must be in sealed polybags or individually boxed

Boxes

Product must conform with the CPSIA

Boxes

Product must conform with the CPSIA

Exceptions: Packaging exception requests or questions about what constitutes adequate packaging as defined

in this Vendor Guide should be sent to ZFC Logistics prior to shipping.

Master Shipping Carton: All individual products must be pack in a master shipping carton.

Shipping Carton ­ No Staples or Bands: Do not use staples to secure cartons. Remove any plastic or metal banding prior to shipping. Cartons need to be sealed tight to prevent damages. Shipping Carton Packing: Maximize individual product quantity into each master shipping carton, but do not exceed our max shipping carton size. Do not mix Purchase Orders in a shipping carton. Styles and sizes can be mixed, but must be packaged by Purchase Order level. Contact ZFC Logistics if unsure of carton packing. Shipping Carton Labels: Every shipping carton in the shipment must have an EDI GS1-128 Shipping Label on the outside of the carton.

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An EDI GS1-128 Shipping Label: Must include a readable and scannable Zappos Merchandising Purchase Order Number barcode and a SSCC-18 barcode. If the EDI GS1-128 shipping label is submitted, an EDI 856 ­ ship notice (ASN's) including SSCC-18 information must be submitted prior to shipment. Barcode requirements: Symbology Code = Code 128. X Dimension = 15-20 MILS. Density = 3.690 CHARS/in. A Height = 1.063 inches.

The label must include the readable and scannable PO number. The PO number can be up to 22 alpha numeric characters. The style, size, and color description is optional.

The label must specify the product type (i.e., Footwear, Apparel, Handbag, etc).

The label should be placed on the vertical panel of each carton.

The SSCC-18 and Purchase Order barcode need to be placed between 1" 7" from the bottom of the carton.

The ZFC will refuse and return at your expense every shipping carton that does not have on the outside a scannable and readable label with the valid Zappos Merchandising Purchase Order number and a SSCC-18 barcode.

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Shipping Carton Dimensions:

Applies to ALL Product Categories! The maximum shipping carton weight is 55 pounds. The minimum shipping carton dimensions are (4" H x 8" L x 3" W). The maximum shipping carton dimensions are (27" H x 32" L x 24" W). The longest dimension cannot exceed 32", the second dimension cannot exceed 27", and the final dimension cannot exceed 24". Carton openings should be on the top or bottom and not sides of each carton.

6. Transportation: Domestic & International *PLEASE NOTE: ALL Domestics shipping rules have changed! There is no longer a weight break in our shipping guidelines. ZFC Logistics will approve ALL shipments and provide shipping methods & carrier to be used. *ZFC Logistics can be contacted by email at: [email protected]*

Ship to Address: All Purchase Orders (Domestic & International Shipments) must ship to the following address (or to any other location we authorized in writing).

Zappos Merchandising, Inc. c/o Zappos Fulfillment Centers, Inc. 376 Zappos.com Blvd. FTZ#029, Site 6 Shepherdsville, KY 40165 U.S.A.

Shipper Load/ Floor Ready: DO NOT palletize any shipment unless prior authorization was given by ZFC Logistics. All shipments must be in loose shipping cartons for Floor Load ready. Shipper is required to count, document the shipment's BOL, and load all shipping cartons. The carrier will not load the cartons. Consolidation: Consolidate all Purchase Orders & Brands to ship NO more than twice a week out of the SAME facility/address, unless you receive prior written authorization from ZFC Logistics. Multi-ship Purchase Orders are ok to ship multiple times within the ship window. Shipment Request: ALL Vendors must first obtain a ZFC Routing Request Form from ZFC Logistics to submit a shipment for approval. Forms are now UPLOADED ELECTRONICALLY and WILL FAIL IF

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ALTERED. ONLY ADD IN ROWS WITHIN THE PO INFORMATION! The Form Needs to Be Fill In COMPLETELY, Save in Excel Format, and Submit to [email protected] as an attachment! Types of ZFC Routing Request Forms: Domestic: ZFC Routing Request International: ZFC Int'l Routing Request Routing Request Forms Information for processing:

Supplier Name and Pick Up Address Supplier: (Warehouse, 3rd Party, Port, ect.) Address: City, State & Zip: Hours: Shipper Contact Person, Telephone, Fax & E-mail Address Name: Phone: Fax: Email: CC Email:

PO# 654321 567891 TOTALS

Cases 5 5 10

Pairs/ Units 60 60 120

Weight (lbs) 150 150 300

Cube Ft. 56 56 112

Product Type Footwear Footwear

Product Packaging (Box, Polybag, ) Box Box

Start Ship

Cancel Ship

UPS Shipment Only Lead Tracking#

Actual dates from PO!

*Formula to calculate cubic feet: (L" x W" x H") / 1728 x number of cartons = Total cubic feet. 3,000 cubic feet max for each routing request. Submit another routing request form if you exceed the max. Provide any special instructions needed to pickup shipment (e.g., need BOL, internal Vendor reference number), in "Special Instructions Box". Request is to be submitted 48 hours prior to the ready date of each shipment. Upon notification, the ZFC will process in full ONLY requests with no discrepancies. If discrepancies are found, Vendors will be asked to resubmit and the original request will be voided. Current Purchase Order status is available on the Extranet. This applies to all shipments. Month End Notifications: All routing request forms should be emailed at least 72 hours prior to the current month end date. Pick-up & Delivery: Upon notification, the ZFC will create a dispatch number and schedule a pick up. Domestic pickups will be made within 48 hours of ready date. Carrier will schedule the delivery. Unauthorized shipments or deliveries will be refused.

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Vendors Providing Transportation: Vendors arranging and paying for their own transportation are required to get approval and a delivery appointment from ZFC Logistics. Please email the required information to [email protected] Unauthorized shipments or deliveries will be refused. Information Needed when requesting a delivery appointment: Valid Zappos Merchandising Purchase Order Number (1-22 alphanumeric characters) Total number of cartons Total units/pairs for each purchase order Total actual weight in pounds (lbs) Cubic feet: Formula for cubic feet: (L" x W" x H") / 1728 x number of cartons = Total cubic feet List "Delivery Appointment Request and Vendor Name" on the subject line of the email request

No C.O.D: Do not ship Cash on Delivery (C.O.D). Shipments shipped on C.O.D will be refused. ASN: You must send an ASN (Advanced Shipping Notice-856) for all Purchase Orders. Carrier Information & Forwarder: ZFC does not designate a carrier/forwarder for each vendor. The carrier/forwarder's information will be provided at the time the shipment is being dispatch or on prior written agreement.

Parcel Shipping via UPS:

ZFC Logistics will approve ALL shipments and provide shipping methods and carrier to be used. If instructed to use a UPS, Please insure to following guidelines below: Parcel Shipping Approval: See "Routing Request" section for instructions before shipping! DO NOT Ship via UPS without ZFC Logistics Authorization. Shipment Approval Received: Use appropriate shipping number and shipping method given by ZFC Logistics. UPS Label: List the Purchase Order Number in reference field number 1 of the UPS label. List product type in reference field #2 of UPS label. (e.g.: Footwear, Apparel, Bags, Jewelry) UPS Insurance: Decline supplemental insurance coverage if using the ZFC UPS accounts. UPS Pickup: Vendor must contact UPS directly to schedule a pickup. Once Shipped: Email [email protected] a lead UPS tracking number for each Purchase Order Number using the ZFC Routing Request Form.

Bulk Shipping via 3PL:

ZFC Logistics will approve ALL shipments and provide shipping methods and carrier to be used. If instructed to use a 3PL, Please follow the guidelines below: Shipment Reference Number: Upon approval, Vendors will receive a ZFC shipment reference number to be listed on all corresponding documents (e.g., "Dispatch#___"). Shipment Ready Confirmation: Once receiving a Dispatch number, respond to all with confirmation of the shipment's ready date, available pickup time, and internal reference numbers. Carrier Instructions: Carrier instructions for pickup will be given to contacts listed on the routing request form within 48 hours of receiving shipment ready confirmation.

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Notification of Changes: ZFC Logistics needs to be notified of any changes or discrepancies on approved shipments prior to pick up appointment with the carrier. This would include any changes to the quantity, Purchase Order, or information originally submitted.

Bill Of Lading: BOL must include the Zappos Merchandising Purchase Order number and dispatch number. All quantities, description of articles, and NMFC # must be accurately listed on BOL. The 3rd party billing information will be provided by our carrier, and must be clearly listed on the BOL under 3rd party billing. All BOLs should be signed for "Shipper Load and Shipper Count." A master BOL must be created for multiple Brands and all Purchase Orders. Do not ship brands separately. Orders must ship as ONE shipment, with ONE tracking Pro# from the carrier.

International Shipments:

Vendors Shipping Internationally: Vendors fulfilling out of international facilities must first contact ZFC Logistics at [email protected] prior to shipping, to go over the logistics of your shipment, and to obtain a ZFC Int'l Routing Request Form. Mandatory documents listed in this section and the ZFC Int'l Routing Request Form must be emailed to [email protected] prior to shipping each shipment. Information to be included on ZFC Int'l Routing Request Form: Valid Zappos Merchandising Purchase Order Number (1-22 alphanumeric characters) Total actual number of cartons Total actual pairs or numbers of Product (List units/pairs for each purchase order) Total actual weight in pounds (lbs) Cubic feet: Formula for cubic feet: (L" x W" x H") / 1728 x number of cartons = Total cubic feet The origination address and shipping hours of the shipment (e.g., supplier warehouse, port)

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Origin contact person with email address, phone and fax number Indicate what type of Product will be in the shipment (e.g., footwear, bags, apparel, etc.)

Mandatory documents to be submitted along with the routing request form: Commercial Invoice (One Purchase Order Number per an invoice) Packing List Interim Footwear Invoice, Product Detail Invoice, or HTS Code for each style Certificate of Origin Bill of Lading

Int'l shipments must list our company's name and zone number as the "Ship To/Deliver To" on the commercial invoice, packing list, and shipping carton label: Zappos Merchandising, Inc. c/o Zappos Fulfillment Centers, Inc. FTZ#029, Site 6, 376 Zappos.com Blvd. Shepherdsville, KY 40165 U.S.A Int'l shipments must list this address as the "Buyer/Bill To/Invoice To" on the commercial invoice and packing list: Zappos Merchandising, Inc. 2280 Corporate Circle, Suite 100 Henderson, NV 89074 U.S.A. Follow All Carriers' Instructions: All shipping instructions given by the carriers must be followed. Any additional freight charges the ZFC incurs due to non compliance with such carrier shipping instructions (including 3rd party fulfillment centers, warehouses, or suppliers of brands) will be passed on to you. Exceptions & Prior Authorization Request: You must email ZFC Logistics to obtain an authorization prior to shipment.

7. Returns

Early-Delivery Returns: Zappos Merchandising alone will choose to accept or refuse, in whole or part, shipments of Products shipped before the Start Ship Date provided on a Purchase Order. Late-Delivery Returns: Zappos Merchandising alone will choose to accept or refuse, in whole or part, shipments of Products shipped after the Cancel Date provided on a Purchase Order. Expenses: In any of the cases discussed above regarding refused deliveries of Products, you agree that you will bear all expenses (including but not limited to those of shipping, return shipping, and restocking) for such deliveries, unless before such shipments are made, you receive written approval from Zappos Merchandising. You will not be responsible for delays caused by a third-party shipper if you are complying with our instructions.

PACKAGING, ROUTING, SHIPPING, TRANSPORTATION, AND RETURNS:

ZFC Logistics Email: [email protected]

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Phone: (702) 943-7777 Fax: (702) 943-7778

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Zappos Merchandising Vendor Guide

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8. Accounts Payable

Invoicing: Provide an invoice for Products shipped pursuant to a Purchase Order. Each invoice must refer to our Purchase Order Number and contain the total units of Product being billed. Issue separate invoices for each unique Purchase Order Number. Issue only one invoice per Purchase Order. The terms on our Purchase Order will control pricing and we can reject any inconsistent terms or pricing on your invoice. EDI Invoicing: You must use EDI for issuing invoices to us. Monthly Statements: Provide monthly statements of all open items on our account. Zappos Merchandising Purchase Order Number in addition to your invoice number. Credit Memos: Provide us a copy of any credit memo issued by you to us. Price and Terms: Our Purchase Order will control pricing and terms; we can reject any inconsistent terms in your invoice. Disputes on pricing and terms need to be discussed with the buyer. The buyer will contact the Zappos.com, Inc. Accounts Payable department if adjustments are to be made. Place the appropriate

FOR ALL QUESTIONS ABOUT INVOICING, CONTACT:

Accounts Payable Email: [email protected] Phone: (702) 943-7777 Fax: (702) 947-7822 Mailing Address: Zappos Merchandising, Inc. Attn: Accounts Payable (Zappos.com, Inc.) PO Box 777127 Henderson, NV 89077-7127 U.S.A

9. Definitions

Start Ship Date: The date before which the Purchase Order must not be shipped. Purchase Order will be considered shipped before this date if the product is shipped before midnight of this date. Last Ship Date: The date by which the products must be shipped out of the Vendor's facility. Literature: Any printed materials normally provided in conjunction with the product in packaging. Packaging: The structure in which Product shall be prepackaged in individual ready-to-retail form (for example, each pair of shoes tissue-wrapped or poly-bagged inside its own ready-to-retail shoebox; handbags or accessories in a poly-bag with visible UPC), including accurate North American Universal Product Code (UPC) labels or European Article Number (EAN) labels. Accurate UPC labels have 12 digits on them. Accurate EAN labels have 13 digits on them. No pricing should appear anywhere on or within the packaging. No name of other retailers should be labeled or stickered on the Product. Packaged Product: A Product in its Packaging. "Product" or "Products": Any item or items meant for sale to consumers and that can be uniquely defined, including, but not limited to footwear identified by brand, style, and color, (Apparel/Clothing, Accessories, Beauty, Cosmetics, Handbags & Wallets, Luggage, Jewelry, Watches, Soft Goods, Flip-flops/Sandals, Gears, Electronics, Glassware, Cookware, Houseware, Outdoor/Indoor Sporting Goods, and Children's Toys, etc.). Each product is typically identified by a unique stock keeping unit (SKU).

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