Supplier Logistics Manual AL KO Air Technology for our partner in

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Supplier Logistics Manual AL KO Air Technology for our partner in Powered By Docstoc
					Supplier Logistics Manual
AL-KO Air Technology

for our
partner in logistics
                                                                                                                                                       Table of Contents

1. Information Logistics .................................................................................................................................................. 2
   1.1. Communication between AL-KO Therm and Supplier ........................................................................................ 2
         1.1.1. Contacts .............................................................................................................................................. 2
         1.1.2. Availability ............................................................................................................................................ 2
   1.2. Information Interchange .................................................................................................................................... 2
   1.3. Order Processing .............................................................................................................................................. 2
         1.3.1. Order Transaction ................................................................................................................................ 2
         1.3.2. Confirmation of Order .......................................................................................................................... 3
         1.3.3. Order Monitoring .................................................................................................................................. 3

2. Packaging Logistics .................................................................................................................................................... 3
   2.1. Specification of Packaging ................................................................................................................................ 3

3. Dispatch Logistics ...................................................................................................................................................... 4
   3.1. Dispatch Handling .............................................................................................................................................. 4
         3.1.1. Premium Freight .................................................................................................................................. 4
         3.1.2. Summarization of Shipping Units ........................................................................................................ 4
         3.1.3. Maximum weight of packing units ...................................................................................................... 5
   3.2. Delivery specifications ...................................................................................................................................... 5
   3.3. Labelling of the shipping units .......................................................................................................................... 5
   3.4. Transport Notification ........................................................................................................................................ 6
   3.5. Shipping Documents ........................................................................................................................................ 6
         3.5.1. Delivery Note ........................................................................................................................................ 6
         3.5.2. Transport Documents .......................................................................................................................... 6
         3.5.3. Customs Documents ............................................................................................................................ 7
         3.5.4. Invoice .................................................................................................................................................. 7

4. Outlook ........................................................................................................................................................................ 7




                                                                                                                                                                                        1
    Information Logistics

    1. Information Logistics


       1.1. Communication between AL-KO Therm and Supplier
       Communication between Supplier and AL-KO Therm is fundamental for a successful cooperation. The precon-
       ditions for this are:

             • Prompt, proactive notification of changes in all matters relating to supplier relations
               (agreements, processes etc.) by both parties
             • Compliance with and monitoring of agreements.


             1.1.1. Contacts
             The supplier hands over all the necessary information to the contact person responsible for the logistics
             support. The necessary information is name of contact, sales representative and superior, with e-mail
             address, phone and fax numbers.


             1.1.2. Availability
             The key contact person designated by SUPPLIER (or his or her proxy) must be reachable on working days
             between 8 a.m. and 4 p.m.
             In case of emergencies the mobile phone number of the contact person should be available.


       1.2. Information Interchange
       Concerning the exchange of information the following means can be used:

             •   Electronic Data Interchange (EDI)
             •   E-mail
             •   Fax
             •   Mail
             •   Telephone
             •   orally

       Orders, conclusions and delivery schedules as well as their amendments and additions are in need of written form.
       Oral agreements, regardless if they happen before or after the conclusion of the contract, only take effect after our
       written confirmation. Orders and delivery schedules through data transmission, data storage medium, internet or
       e-mail are only possible after a separate written agreement.

       At the moment all these types of transfer are possible, but there is a movement towards the electronically ways
       of data transfer, which will be preferred in the future. This happens in order to satisfy the shorter reaction times.


       1.3. Order Processing

             1.3.1. Order Transaction
             Delivery Schedules are transmitted by EDI or Fax. When received, the supplier checks the completeness,
             accuracy and plausibility. If the supplier meets discrepancies, he directly contacts the responsible AL-KO
             Therm employee and resolves the discrepancy.




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                                                                                                    Dispatch Logistics

         1.3.2. Confirmation of Order
         Upon correct receipt of the order and checking the ability to deliver, AL-KO has to get the confirmation of
         order within 2 days. This has to include at least the amount, price and date of delivery. The date of delivery is
         the day of goods receipt at AL-KO, which has to be detailed to a daily level. By arrangement it could also be
         necessary to send a confirmation of order in advance.


         1.3.3. Order Monitoring
         The supplier continuously tracks ongoing orders internally and must be able to provide information of the
         progress of production at all times.

         The supplier will install an early warning system to detect delivery problems. An effective crisis management
         system and emergency plans are required.

         If disturbances occur, which affect the compliance of AL-KO requirements, the supplier must initiate the
         necessary countermeasures. If it becomes clear that, despite the necessary measures initiated, the agreed
         deliveries cannot be met, the supplier must notify their AL-KO contact immediately via e-mail/fax and advise
         a new delivery date and/or quantity, as appropriate.


2. Packaging Logistics


   2.1. Specification of Packaging
   Packaging Standards between the supplier and AL-KO should lead through the optimal design of box, package,
   standardised dimensions and concerted quantities of the loading units to a rational and failure-free material flow
   between the suppliers and AL-KO.

   The kind of packaging, the dimensions as well as the quantities of the loading units are part of the order respec-
   tively the master agreement and have to be held with every delivery.

   Independent from the packaging choice the following standards have to be fulfilled:

         •   Undamaged partial delivery (no quality disturbance)
         •   Creation of rational loading units
         •   Optimal load of the boxes
         •   Transportation safety device
         •   Problem-free unloading of the transport vehicle via forklifts
         •   Stack ability (and more appropriate for operation)
         •   Compliance of the given standardised dimensions
         •   More appropriate for assembly
         •   ergonomically picking of separate pieces
         •   recyclable packaging materials
         •   reusable packaging preferred (for exchange)
         •   identification marking of the used packaging materials
         •   boxes and packaging must only be used in unsoiled condition ( without contamination)


   With the installation of several flow racks and the storing in the high rack warehouse, AL-KO has chosen the
   standard of the pool flat-pallet DIN 15 146 and pool-iron-barred box DIN 15 155. The maximum weight of a unit
   is 1000 kilos.




                                                                                                                             3
    Dispatch Logistics

       Special-Boxes
       The usage of special transport boxes has to be coordinated with the logistics department. Planning and building
       of the special boxes has to be done by the supplier. The final inspection is done by AL-KO after consultation with
       the supplier.

       Basically the cost sharing with the supplier is managed project-oriented.

       Packaging, conservation and shipping of steel-coils has to be done basically under compliance with the
       VDI-guidelines 2373, 2698 and 2699.

       Discrepancies of the agreed packaging (e.g. extraordinary precursors or standard operating procedures, insufficient
       return of empties by AL-KO) have to be agreed on time with the logistics department.

       Every loading unit or every box has to be provided with an accompanying document which includes at least the
       supplier, AL-KO material number with the corresponding revision status, order number and quantity of the content.
       The boxes are labelled preferably in barcode 128.

       It is absolutely forbidden to use the following materials as packaging or interlayer:

       Paper and paperboards with water-insoluble adhesives, incompatible additions as well as impregnated or soaked
       paper (e.g. bitumen, oil and wax paper), synthetic mixtures, rubber mixtures, metal, foils, synthetic sheeting, tinned
       metals, chipboards, coated or varnished wood, glass wool.


    3. Dispatch Logistics


       3.1. Dispatch Handling
       When accepting the delivery for shipping, the carrier acknowledges receipt of the quantity and type of parcel or
       packing unit, but not its content, value or weight.

       Pick-up times and assigned time frames at the suppliers’ location and other specific requirements are to be agreed
       between SUPPLIER and carrier.

       The prompt, complete and safe delivery to AL-KO has top priority.


             3.1.1. Premium Freight
             Premium freight is usually organized by SUPPLIER. SUPPLIER shall agree with AL-KO Therm which carrier
             is to be used.

             The costs of premium freight shall be borne by the responsible party. If AL-KO Therm bears the cost, a prior
             written declaration of acceptance is required.


             3.1.2. Summarization of Shipping Units
             The supplier has to hand over all shipping units in a logistically optimized form to the carrier (freight
             forwarders, parcel services). If possible, multiple smaller units should be combined to form one larger unit,
             taking account of the generally recognized dimensional and weight limits.




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                                                                                                Dispatch Logistics

      3.1.3. Maximum weight of packing units
      Regional/ local regulations concerning maximum weight for single packing units has to be considered.


3.2. Delivery specifications
The following regulations are to be kept by the supplier:

The basic outer dimensions of pallets must be maintained. Protrusions and excess overhangs must be avoided.

All shipping units must be packed by the supplier in a manner which is safe for transportation and protected from
unauthorised access.

The packages should be packed in single-type batches. Parts of different releases must not be combined in one
package.

Packing items are combined to form a safe unit on the shipping unit, and safeguarded against slippage during the
transportation.

Available label pockets must be used.

The undamaged condition of pallets and box pallets (e.g. in accordance with the exchange criteria of the European
Pallet Association EPAL (Internet: http://www.epal-pallets.org) and other containers must be ensured.

The packaging must be clean.

Special requirements have to apply to electrostatic sensitive devices.

Mixed consignments are permitted in principle, unless otherwise agreed. The number of mixed consignments
should be kept to a minimum. Identical items should be distributed across the smallest possible number of
shipping units.


3.3. Labelling of the shipping units
The packing units have to be labelled with at least the following information:

      • AL-KO Therm material number
      • Order number

In the case of heterogeneous shipping units (mixed containers) it must be ensured by the supplier that:

      • the transport packaging is identified as a “mixed shipment”
      • all AL-KO Therm material numbers in the container are identified with their respective total quantities
      • Different releases within the shipping unit are physically separated from each other and clearly identified.

Generally the smallest packing units should be marked by a barcode.
Label information:

      •   AL-KO THERM material number
      •   Purchase order number
      •   Order number
      •   Supplier number




                                                                                                                       5
    Dispatch Logistics

       3.4. Transport Notification
       The supplier has to send the shipping notification to the forwarder in time, under consideration of holding the
       delivery date at the unloading point arranged with AL-KO Therm.

       The supplier supports the forwarder with all necessary information for the transport in advance.

       These are in particular:

       Address for service:

             • Address of unloading point
             • Scheduled delivery date

       Transport data:

             • quantity, kind of packing unit and as the case may be the loading metre
             • gross weight
             • if necessary customs declaration

       The delivery by the forwarder takes place in a fixed time frame in consultation with AL-KO Therm.

       Notification of shipping of hazardous goods must be sent separately from the supplier. In the case of hazardous
       goods, the supplier is responsible for ensuring that the collecting carrier is provided with all necessary completed
       and correct documents. Components that require extra-ordinary packaging due to their volume shape or design
       must be announced to the carrier prior to shipping.


       3.5. Shipping Documents
       In order to guarantee the identification of every shipment, a separate transfer document is provided by the carrier
       for each receipt point of destination.

       Normally the supplier provides the carrier with the following information:


             3.5.1. Delivery Note

             •   Sender’s address
             •   Supplier number
             •   Recipient’s address
             •   Total quantity of the delivery and quantities per shipping unit
             •   AL-KO Therm material number, incl. quantity and type of packaging (e.g. “KLT”, colli, Euro pallet)
             •   Number of exchange pallets used per order
             •   Delivery note number
             •   Purchase order number / Master order number
             •   Batch number and, if necessary, expiration date
             •   Part modification / revision status


             3.5.2. Transport Documents
             Accrual management order, Transfer order / Shipping order




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                                                                                                      Dispatch Logistics



          3.5.3. Customs Documents

          We have an independent customs clearance and the delivery of goods from outer EU has to occur with the
          necessary T1-documents. The invoice must have the original signature.


          3.5.4. Invoice

          If there is no different agreement, we must have one single invoice for every delivery sent to us.
          This has to consist of at least the following information:

          • Invoice number
          • Commodity code per position
          • Net weight per position
          • Net overall weight
          • Supplier number
          • Material number
          The invoice must not be accompany the delivery!


    Please note additionally our terms and conditions of purchasing at:
    http://www.al-ko.de/verschiedenes/agbs/einkaufsbedingungen.html




4. Outlook

AL-KO Therm is constantly advancing its incoming and outgoing logistics processes. This means that the requirements
placed on suppliers will continue to change in future.

The goal is especially to assure the e-business ability and to extend digitalisation of the supply chain over EDI.

This requires the proactive involvement of AL-KO Therm suppliers and service providers. Only suppliers who are
prepared to proactively cooperate with AL-KO Therm with new, collaborative concepts can expect to continue business
with AL-KO Therm on a long-term basis.




                                                                                                                           7
AL-KO THERM GMBH
Hauptstraße 248-250
D-89343 Jettingen-Scheppach
Telefon (+49) 8225/39-0
Telefax (+49) 8225/39-113
E-mail klima.technik@al-ko.de
www.al-ko.de                    10/2007

				
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