International Suppliers’

Delivery Conformance
Guideline Manual
For the following divisions:

Foschini Stores
Fashion Express
Donna Claire
Luella
exact!
Markham
Sports Division
Release 03

15/03/2010
 TABLE OF CONTENTS

1 INTRODUCTION 3

2 CHANGES TO DELIVERY GUIDELINE MANUAL 4

3 PURCHASE ORDERS 5

3.1 TICKETING, LABELLING AND PACKING INSTRUCTION 5

3.2 SHIPMENT DATE 5

4 MERCHANDISE PREPARATION 6

4.1 PRICE TICKET ORDERING 6

4.2 BAGGING INSTRUCTIONS 6
4.3 CARTON PACKING 7

5 PACKAGING INSTRUCTIONS 9

5.1 CARTON SPECIFICATION 9

5.2 CARTON INFORMATION 10
5.3 INCORRECT OR INADEQUATE CARTON CLOSURE 11

6 SHIPPING AND DOCUMENTATION 12

7 RETURN TO VENDOR PROCESS 15

8 CONTACT LIST 16

8.1 SHIPPING 16
8.2 LEFIC DC 16
8.3 N’DABENI DC - MARKHAM AND EXACT! 16
8.4 N’DABENI DC - SPORTSCENE, TOTALSPORTS AND DUE SOUTH 17
8.5 TYGERBERG DC - FOSCHINI, DONNA CLAIRE, FASHION EXPRESS AND LUELLA
SHOES AND BAGS 17

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1 INTRODUCTION

• The Foschini Group’s objective is to maintain high standards and efficiency

throughout its logistical supply chain and, therefore, it needs the co-operation
of its suppliers to deliver their merchandise according to certain laid down
standards and procedures.

• This international delivery conformance guideline manual will inform suppliers

of what Foschini Group expectations of them are as well as assist them in the
execution and delivery of a Foschini Group Stores Purchase Order. Therefore
it is critical that each supplier reads this manual and fully understands their
obligations to the Foschini Group.

• Please note that this manual is only for international suppliers delivering to
the following trading divisions: Foschini, exact!, Markham and Sports Division.
There are additional manuals for local suppliers as well as for the @home
and Jewellery trading divisions.

• “Local” suppliers are defined as those suppliers who are responsible for
delivering goods to one of the Foschini Group distribution centres.
“International” suppliers are there fore those suppliers who ship goods via the
Group’s nominated freight forwarders and ownership is transferred to the
Foschini Group before delivery to one of the distribution centres.

• If you require any clarification on any procedural matter, please contact either
the relevant Distribution Centre Manager (contact details at the end of this
document) or the Merchandiser of the Department concerned.

• Note:
• This delivery conformance guideline manual replaces all previous guideline
manuals, which now become null and void.

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2 CHANGES TO DELIVERY GUIDELINE MANUAL

This section highlights the recent changes to the document. In addition, the changed
sections are highlighted in yellow.

Please note the following changes to this manual:

Section: 4.3 Carton Packing (Updated: 26 November 2009)

ODD CASE information has been changed, only one SKU is allowed per carton for
clothing and accessories.

ODD CASE information has been changed: more than one SKU (per style) will be
allowed per carton for footwear only.

Section: 5.1 Carton Specification (Updated 26 November 2009)

5.1.1 Carton Dimensions and Weight limit for Clothing and Accessories (excluding
Bags) Only

Please note that we have removed the minimum carton dimension and hence
suppliers are now able to supply any carton within the maximum specified
dimensions.

5.1.2 Carton Dimensions and Weight limits for Footwear and Bags Only

Please note that we have removed the minimum carton dimension and hence
suppliers are now able to supply any carton within the maximum specified
dimensions.

Minimum tape width has been changed to 3 inches (7.62cm) (Updated 17 November
2009)

Section: 5.3 Incorrect or inadequate carton closure (Updated 17 November

2009)

A new section has been added to the 5. Packaging Instructions, highlighting

incorrect or inadequate carton closure.

Minimum tape width has been changed to 3 inches (7.62cm)

Section: 4.1 Price Ticket Ordering (Updated 18 September 2009)

Please note that ticket ordering process has been changed and supplier will need to
have your own labels printed.

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3 PURCHASE ORDERS

A Foschini Group purchase order will advise the supplier of Foschini Group Stores
final merchandise requirements (including styling details, sizes and quantities
required).

Each trading division within the Foschini Group may have a different format for their
purchase orders. The same key information below should specify on the purchase
order. Please pay special attention these instructions. Please enquire with the
relevant merchandise department

3.1 Ticketing, Labelling and Packing Instruction

• The Foschini Group Buying team will stipulate in this section exactly what the
supplier needs to do / supply in terms of price ticketing, labelling 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.

3.2 Shipment Date

• The Foschini Group 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 Foschini Group’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 Foschini Group Shipping Department (contact details at
the end of the manual).

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4 MERCHANDISE PREPARATION

It is our DC’s goal to process merchandise to stores quickly and efficiently. To

support this goal, the Foschini group requires that merchandise is prepared and
packed according to certain specifications. Please adhere to the following directions
when preparing and packing merchandise.

4.1 Price Ticket Ordering

International suppliers will be required to print their own labels.

After an order has been confirmed by the supplier and the Buyer the relevant
Proforma Invoice sheet is sent to each supplier stating the order number.

Ticket information in then extracted into a spreadsheet, giving the relevant order
number, product number and description. The spreadsheet will also give the UPC
(Barcode number), size and amount of tickets that needs to be printed by the
supplier.

The print font of the barcode must be Contemporary Brush and the barcode type a
code 93.

4.2 Bagging Instructions

• Each item must be individually packed in clear two (2) mils polyethylene bags.
(20 micron)

• Items must be folded in the bag, so that the price ticket with its SKU
information is visible. (Figure 2)

• Certain accessories need to be pre-packed as indicated by the purchase

order. The supplier is responsible to ensure that this is done prior to arrival at
the DC.

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 4.3 Carton Packing

4.3.1 Packing for Clothing, Accessories & Footwear

• All merchandise is to be packed in uniform flat cases unless otherwise

instructed. The shipment must be grouped and packed in the following
manner:

1. Grouped first by purchase order

2. Within a purchase order, garments are grouped by colour
3. Within a colour, garments are grouped by shade (if any)
4. Within a colour, garments are grouped by size

• Each carton must contain only garments that are the SAME SIZE / SAME
STYLE / SAME COLOUR. (i.e. a single SKU in each carton)

• Do not use hangers on the garments unless specifically noted on the

purchase order.
4.3.2 ODD Case – Footwear Only

• After completing full cases for each SKU, any remaining pieces/SKU’s can be packed into
the last case. This case must be marked as “ODD CASE,” on all sides of the carton (see
Figure 1 below).
• Each Carton marked as “ODD CASE” must be the appropriate size for the number of
units packed in it to prevent crushing or splitting.
• Note that this is a temporary measure. The ideal requirement still remains that only one
SKU is allowed per carton. Footwear suppliers will be informed at a later date when this
rule will be enforced.

4.3.3 ODD Case – Clothing and Accessories Only

• After completing full cases for each SKU, pack any remaining pieces into the last case
for each SKU packed and mark “ODD CASE” on all sides of the carton. (Figure 1)

Figure 1: Labeling of an Odd Case

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Example of what should be packed in an ODD CASE:

Example 1:
150 jackets (30 pieces of size Small, 45 pieces of size Medium, 45 pieces of size Large and
30 pieces of size X-Large) are ordered. The case holds 30 pieces. They must be packed as
follows:

Case 1: 30 Small
Case 2: 30 Medium
Case 3: 15 Medium (ODD CASE) for Medium SKU
Case 4: 30 Large
Case 5: 15 Large (ODD CASE) for Large SKU
Case 6: 30 X-Large

Example 2:

• Each Carton marked as “ODD CASE” must be the appropriate size for the
number of units packed in it to prevent crushing or splitting.

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5 PACKAGING INSTRUCTIONS

5.1 Carton Specification

The following carton specifications have been established to maximise the product flow
through our automated facilities:

5.1.1 Carton Dimensions and Weight limit for Clothing and Accessories
(excluding Bags) Only

Length (cm) Breadth Height (cm) Weight KG

(cm)
Maximum Carton 69 38 42 18

Please note ECT requirements apply.

5.1.2 Carton Dimensions and Weight limits for Footwear and Bags Only

Length (cm) Breadth Height (cm) Weight KG

(cm)
Maximum Carton 69 50 42 18

Please note ECT requirements apply.

5.1.3 ECT requirements for Clothing, Footwear and Accessories

CARTON WEIGHT (max gross mass) MIN EDGE CRUSH TEST VALUE
(ECT)
Kg LBS kN/m Lbs per inch
Up to 10 Up to 22 4.9 28
10.1 to 15 22.1 to 33 5.5 31
15.1 to 20 33.1 to 44 7.4 42

ECT TEST METHOD: FEFCO No.8 (European Federation of Corrugated Board

Manufacturers) or ASTM – D 2808 -69 (American Standards) or ISO 3037 (International
Standards Organisation)

Please note the following

• Cartons cannot be over / under packed as they may collapse during transit.

• Each supplier is responsible for the quality of packaging and therefore

will be held responsible for damages, concealed shortages and claims
resulting from inferior packaging.

• 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.

• Minimum tape width needs to be 3 inches (7.62cm).

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 5.2 Carton Information

• The following information should be applied/ printed on each carton. (Figure

4);
1. Order Number
2. SKU (Item) Number
3. Number of units in the carton
4. Vendor Name
5. SKU (Item) description as stated on the PO (Including the size)
6. Colour
7. DC Code
8. Trading Division (e.g. Foschini, Fashion Express, Donna Clair etc.)
9. The number of that carton in your total consignment
10. Dimensions of the carton

Outer/Master Carton Labelling:

Order: 34673 Order: 34673

SKU 30116043512 SKU 30116043512
Unit Qty / Ctn: 120
Vendor TFGA TFG Apparel Supply Company (PTY) Ltd
SKU Description Flare leg Denim Size 9

Colour Black
Ship to: Ship from:
DC Code
Lefic Distribution Centre
Trading Division Fashion Express 342 Voortrekker Road
Parow East
Carton No 1 of 200 Cape Town
Dimensions (LxBxH) 600 x 350 x 300 South Africa

Figure 4: Standard carton labels to be applied / printed on each carton

• The positioning and size of the cartons and labels should be as indicated
below. (Figure 5)

Figure 5: Standard label position

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 5.3 Incorrect or inadequate carton closure
Carton closure is to be pressure-sensitive sealing tape or water-activated reinforced
tape, branded with company name/logo with a security message “This carton has
been sealed with security tape. If the seal is broken or damaged, do not issue clean
receipt before checking contents.”

Carton Sealing Tape

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 3 inches (or 7.62 cm).

NO METAL BANDING OR WIRES is allowed, whereas, banding, straps, staples,

shrink-wrap or string is to be used very conservatively or only where absolutely
necessary as a means of closure.

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6 SHIPPING AND DOCUMENTATION

This purpose of this section is to clarify the logistical process and documentation
required to transport orders from your country of origin to Foschini’s DC in Cape
Town, South Africa.

6.1 Order Management

• The responsibility to follow up on outstanding orders is shared between

supplier, Foschini buyers and sourcers, the nominated forwarding agent and
the shipping department.

• Our nominated forwarder has been instructed not to accept any bookings for
cargo falling outside of the window period. CIF and CFR order shipped
outside of the window period where suppliers make use of there own
forwarders and where we have very little or no control over the cargo could
potentially be cancelled and subsequently returned to the supplier. Payment
of the orders will also be withheld until and unless the Merchandise Manager
has signed off these payments.

6.2 Bookings made by Supplier with Nominated Forwarder

• It is the suppliers’ responsibility to make a booking with our nominated

forwarding agents and ensure that cargo is delivered to the consolidation
depot with enough time for them to arrange shipment as per the intended
shipment date. All orders must be delivered to the nominated forwarders
consolidation warehouse 5 days prior to actual shipment date e.g. for sailing
on a Friday the cargo must be delivered to forwarders on the preceding
Monday.

• Our nominated forwarders will ensure that all orders are consolidated into 6m
or 12m containers and shipped to South Africa as FCL containers. Order
consolidation results in a number of benefits, such as reduced cost through
improved space utilization, reduced transit times through the use of full
containers loads as opposed to groupage or LCL shipments as well as
greater security and reduced pilferage by eliminating the use of unpack
depots.

• Having said that however, our nominated forwarding agent has strict
instructions from us that under no circumstances must they hold back cargo if
no other cargo is available to consolidate and make up a FCL unless they
have written confirmation from us that they may do so. In this case cargo is
shipped in a groupage box and is delivered to us as LCL cargo.

• Where order quantities are sufficient to fill a 6m or 12m container, the supplier
must make a booking with our nominated forwarders who will arrange with
shipping lines to deliver a container directly to the suppliers’ warehouse for
packing. Suppliers must ensure that all cargo packed into containers is
packed per order, per SKU and per colour. This will expedite the off loading
process of containers in South Africa.

• The nominated forwarder must arrange for a container to be delivered to the

suppliers’ warehouse maximum 24 hours after the booking is made.

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 6.3 Shipping Documents and Format of Invoices and Packing Lists

• Once cargo has been shipped suppliers must email all documents to Mujolain
Martin at mujom@tfgm.co.za or fax to +27 21 937 5266. Please find a
detailed list of documents required for either Seafreight or Airfreight in the
sections below.

• The Packing List must be detailed and should at a minimum include the
following marks and numbers.

o Trading Division.
o Order Number.
o Style Number.
o Colour.
o Carton No.
o Carton Volumetric Measurements (e.g. 65 x 35 x 40cm).
o DC Code.
o Country of Origin.

• A full set of these supplier documents must be faxed or emailed to us latest 5

days after the vessel has sailed. A full set of original Supplier documents
must be sent to us by courier to “The Shipping Department”, The Foschini
Head Office, Stanley Lewis Centre, Voortrekker Road, Parow East, Cape
Town, South Africa, 7501.

• A full set of original documents must arrive in Cape Town a minimum of 3

days before the vessel ETA. Failing this the release of cargo could be
compromised.

6.4 Documents Required via Seafreight

• The following documents are required should cargo be shipped via Seafreight

o Commercial Invoice (order numbers relating to shipment included).

o 3rd Party invoice (when applicable).
o Detailed Packing List.
o Certificate of Origin.
o Original Euro 1 Certificate (in English)(when applicable).
o Original SADC Certificate (in English)(when applicable).
o House Bill Of Lading.

6.5 Documents Required via Airfreight

• The following documents are required should cargo be shipped via Airfreight
o Commercial Invoice (order numbers relating to shipment included).
o 3rd Party Invoice (when applicable).
o Detailed Packing List.
o Cerificate of Origin.
o Original Euro 1 Certificate (in English)(when applicable).
o Original SADC Certificate (in English)(when applicable).
o House Airwaybill.

6.6 Penalties for late receipt of or incomplete documentation

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 • Penalties such as demurrage or storage charges by shipping lines as a result
of late receipt or incomplete documentation will be charged back to supplier,
unless the supplier can prove that they have sent full sets of documents in
time to arrive prior to shipment arrival in South Africa.

• If these penalties are incurred, claims will be raised against the supplier and
will be notified by the Foschini Group’s Shipping department.

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7 RETURN TO VENDOR PROCESS

It is the supplier’s responsibility to ensure that the merchandise is the quality as

ordered prior to shipping. If for any reason the stock needs to be returned due to
cancellation or repair, the following process will be followed:

• The DC will be notified via email by the respective buyer / planner that a
specific order needs to be returned.

• The buyer / planner will arrange with the sourcing department/supplier to

cancel the order and arrange for its return or sell off the order.

• It is important that the buyer / planner provides the necessary documentation,

repair note / email instruction, in order for the DC to process.

• The DC will then accordingly locate the order and store in cartons in the most
effective manner.

• Once the sourcing department/ supplier been notified of the RTV, the
merchandise must be moved to an area of the DC that houses cancelled
orders and a buyer must be found for the order.

Business notifies DC
(written)

Business arranges
for cacellation

DC locate & process

RTV

Stock is sold off

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8 CONTACT LIST

The following Foschini Group service departments can be contacted if there are any
further queries:

8.1 Shipping

Group Shipping Manager – Taufeeq Najaar

Tel: + 27 21 937 4346

E-mail taufeeqn@foschini.co.za

For operational queries, please email ShippingOperations@foschini.co.za

For account related issues, please email ShippingAccounts@foschini.co.za

8.2 Lefic DC

Foschini, Donna Claire, Fashion Express Apparel and Accessories only.

Lefic DC Appointments

Tel: +27 21 938 1424 / 1280

Fax: +27 21 938 1177
E-mail LeficReceiving@foschini.co.za

Lefic DC Management

DC Manager - Rob Mitchell

Tel: +27 21 938 1423

Fax: +27 21 938 1384
E-mail robm@foschini.co.za

8.3 N’dabeni DC - Markham and exact!

N’dabeni DC Appointments

Tel: +27 21 506 8528/29

Fax: +27 21 510 6380
E-mail lwandodastile@foschini.co.za
rogertgriffith@foschini.co.za
ianjohnson@foschini.co.za

N’dabeni DC Management

Snr.DC Manager - Leonie Karreman

Tel: +27 21 506 8532

E-mail leoniek@foschini.co.za

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 8.4 N’dabeni DC - Sportscene, Totalsports and Due South

Sports DC Appointments

Tel: +27 21 506 8530/31

Fax: +27 21 510 8538
E-mail aretrhhendricks@foschini.co
herminageorge@Foschini.co.za
Chestonprinsloo@foschini.co.za

N’dabeni DC Management

Snr.DC Manager - Leonie Karreman

Tel: +27 21 506 8532

E-mail leoniek@foschini.co.za

8.5 Tygerberg DC - Foschini, Donna Claire, Fashion express and Luella

Shoes and Bags

Tygerberg DC Appointments

Tel: +27 21 959 9810

Fax: +27 21 9599809
E-mail Foschinifootweardc@foschini.co.za

Tygerberg DC Management

Snr.DC Manager - Michael Rhategan

Tel: +27 21 959 9815

E-mail michaelr@foschini.co.za

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