Vendor Form - HEB Forms

Document Sample
Vendor Form - HEB Forms Powered By Docstoc
					                                           HEB Vendor Pack



                                New Vendor Information




                                          Vendor Form
                                     1) New vendor form
                                     2) vendor form (continued)
                                     3) Instructions and help


                                 Risk Management Information
                                     1) Requirements and Instructions
                                     2) sample of certificate


                                         EDI Information
                                     1) EDI letter
                                     2) EDI Vendor Sheet
                                     3) Warehouse Locations


                                     Return Goods Policy

                                       Traffic Information

                                        Supplier Diversity




New Vendor Setup Effective 9-1-06 Updated 9-4-08                        Prepared by Amy Heller
                                                                                                   For HEB Internal Use
                                       VENDOR SET UP & MAINTENANCE FORM                            Date Keyed:

Check All that Apply                                                                               DSD Vendor Number:

               NEW                                                  DSD                            WHS Vendor Number:

         CHANGE                                           WAREHOUSE                                Biceps Number:

COMPANY INFORMATION                                                                                BDM/Rebuyer Number

COMPANY NAME:                                                                                      Authorized Facilities

ADDRESS LINE 1:                                                                                    Authorized Product Class:

ADDRESS LINE 2:                                                                                    Initials of Processor:

CITY/ST/ZIP:


PHONE #:                   (       )                                                Important Note To Vendor
                                                                                    Please attach the following before submitting:
FAX #:                     (       )                                                1. Product Liability Insurance
                                                                                    2. Copy of An Invoice (Showing Remittance Address
CONTACT PERSON:                                                                        & Payment Terms for all vendors)
                                                                                    3. Signed RGC Policy Letter
E-MAIL OF CONTACT PERSON                                                            4. W-9 to be faxed to 210-938-7513.
                                                                                       Get updated W-9 Form.

Is your Company EDI Capable? Yes or No
(See EDI documents)                                                                 Dunns Number (if known)

PRODUCT LIABILITY:                                                                  * Mandatory *
                                                                                    DSD Suppliers: Fill in stores authorized to carry your
                                                                                    merchandise:
Accounts Payable Information (Remittance Information)
DSD & Warehouse Vendors
Remittance Name:

Address:

City/ST/ZIP:

Contact Person:

Import Payment Method:     Wire Transfer:                  Letter of Credit:

Payment Terms:                  % Days                                     Net
HEB engages an outside firm to audit account payables and reserves the right to
collect post audit claims for a period of four years from the date of an invoice.

DSD Vendors Only
Bank Code (3C Unless Beer, 1B if Beer)

Hold Code (Blank or Y)

Processing Mode (N Unless Beer or Wine, M if Beer, W if Wine)

Deduct Unauthorized Items? (Y)

Pay Lower Cost (Y)

Receiving in Detail or Total? (Choose One)

Scan Based Trading? Yes or No


Vendor Representative Information (Broker) / Buying Agent                           Buying Agent Office & Location Number: _________________________________

COMPANY NAME:                                                                       (GM/Seasonal Imports)   HEB Director of Global Sourcing Signature:______________________


ADDRESS LINE 1:                                                                     CONTACT PERSON:


ADDRESS LINE 2:                                                                     DUNS# (if known):


CITY/ST/ZIP:                                                                        TAX ID #: (Required)


PHONE # / FAX #            Phone: (     )       Fax : (    )                        E-MAIL ADDRESS


**CENTRAL MARKET ONLY**

CM Vendor/Broker Signature_________________________________                         CM BDM Signature__________________________________________
Mandatory for Central Market                                                        Mandatory for Central Market

Date___________________________________________________                             Date_____________________________________________________


** CM Vendors** Contact CM procurement for vendor packet. (512) 206-1000 xt. 2555
                                                                                                                                                              Form Date: 9/1/06
Primary Ship From Address
( Warehouse Vendors Only )                       City                                                              State                   Zip Code


Shipping Point (Imports)                                                                                                                                    FOB (Origin or Destination)
                                                 Port Name                                                         Country
SHIPPING CONTACT NAME:                                                                                                                                      MANUFACTURING LEAD TIME (Imports)


SHIPPING CONTACT PHONE #:                                                                                                                                   TOTAL LEAD TIME


SHIPPING FAX #:                                                                                                                                             NUMER OF DAYS TO PROCESS ORDER


CUSTOMER SERVICE HOURS/DAYS                                                                                                                                 TRANSIT TIME


SHIPPING HOURS/DAYS:


CARRIER HOURS/DAYS


DUAL STOPS ALLOWED BETWEEN HEB FACILITIES?                                                        YES              NO
TYPE OF PRODUCT:
(Dry vs. Refrigerated - if temp protect need shipping temp)
NOTE: Must attached manufacturer's price list, which should include lead time, cost, brackets, and discounts (must provide at least published lead time).


Secondary Ship From Address
( Fresh or Imports Only )                        City                                                              State                   Zip Code


Shipping Point (Imports)
                                                 Port Name                                                         Country                                  FOB (Origin or Destination)
SHIPPING CONTACT NAME:
                                                                                                                                                            MANUFACTURING LEAD TIME (Imports)
SHIPPING CONTACT PHONE #:
                                                                                                                                                            HEB Lead Time
SHIPPING FAX #:


SHIPPING HOURS/DAYS:


TYPE OF PRODUCT:
(Dry vs. Refrigerated - if temp protect need shipping temp)
NOTE: Must attached manufacturer's price list, which should include lead time, cost, brackets, and discounts (must provide at least published lead time).


Additional Ship From Address
( Fresh or Imports Only )                        City                                                              State                   Zip Code         FOB (Origin or Destination)

Shipping Point (Imports)                                                                                                                                    MANUFACTURING LEAD TIME (Imports)
                                                 Port Name                                                         Country
SHIPPING CONTACT NAME:                                                                                                                                      HEB Lead Time


SHIPPING CONTACT PHONE #:                        (            )


SHIPPING FAX #:                                  (            )


SHIPPING HOURS/DAYS:


TYPE OF PRODUCT:
(Dry vs. Refrigerated - if temp protect need shipping temp)
NOTE: Must attached manufacturer's price list, which should include lead time, cost, brackets, and discounts (must provide at least published lead time).


Warehouse Vendors Only          Shipping Information
*See Glossary of Terms for clarification
PREPAID:                                                                                                                                                                  Freight Assignment
                                                                                                                                                                               Unit of Measure
PREPAY & ADD:                                                     VENDOR FREIGHT RATE:
                                                                  *must provide invoice for freight                                                                                 Dollar
FREIGHT BILL (FOB):
                                                                  IF YES, DO YOU OFFER A CUSTOMER PICKUP (COLLECT) ALLOWANCE?                                                       Cube
BACKHAUL:                                                         *allowances must be offered as "off-invoice"
                                                                                                                                                                                     CWT
Transport Type         Truck                     Rail                                             Air              Water
Select One:                                                                                                                                                                           Unit
VENDOR P.O. SORT PREFERENCE:                                                                      MINIMUM ORDER QUANTITY
                                                                                                                                                                                   Pallets
Case UPC                                                                                          MAXIMUM ORDER QUANTITY
                                                                                                  Indicate if Min/Max are cases, dollars, pallets, etc.                           Dozens
Manufacturer Code
                                                                                                  SECONDARY MAX ORDER QTY                                              Cube Order Factor


                                                                                                                                                            *select unit of measure for pickup
                                                                                                                                                            allowance and MIN/MAX quantities
VENDOR / BROKER SIGNATURE:                                                                                                     Date:
(Mandatory - Signature May Be Typed)
*by signing this document you are aknowledging that you have read and understand the terms on this and subsequential sheets.


BDM SIGNATURE:                                                                                                                 Date:
(Mandatory)

Glossary of Terms for Vendor Set Up & Maintenance Form

                       Term:                          Definition:
                  1    Company Name:                  Name of your company
                  2    Address Line 1                 Street Address of your companys corporate office
                  3    Address Line 2                 Additional field for your companys street address
                  4    City/ST/Zip                    City, State, and Zip Code for corporate office
                  5    Phone #                        Phone number of company
                  6    Fax #                          Fax number of company
                  7    Contact Person:                Main Contact for your company
                  8    Tax ID #                       Federal Tax ID #, if none then Social Security number
                  9    Duns #                         Dunn & Bradstreet Number
                 10    EDI Capability?                Ability to receive purchase orders electronically - Choose yes or no
                 11    Product Liability              Insurance Company Name and policy number
                 12    Remittance Name                Name of company HEB check will be paid to
                 13    Address                        Address where payment is mailed to
                 14    City/St/Zip                    City, State, & Zip which payment will be mailed to
                 15    Contact Person                 Accounts Payable contact
                 16    Import Payment Method          Type of Import payment method to be used between HEB and supplier
                 17    Payment Terms                  Terms which agreed upon for payment between HEB and supplier
                 18    Bank Code                      3C unless beer / wine, then 1B
                 19    Hold Code                      For HEB internal use
                 20    Processing Mode                N unless beer / wine
                 21    Deduct Unauthorized Items      HEB will not pay for unauthorized product
                 22    Pay Lower Cost                 Based on cost in vendor and HEB system, HEB will pay the lower cost
                 23    Receiving in Detail or Total   If product has upc on it, then chose detail receiving. Receiver at store will scan items at back door.
                 24    Scan Based Trading             Vendor will be paid based on items sold versus received
                 25    DSD Authorized Stores          Stores authorized to carry merchandise
                 26    DSD Authorized Cost Groups Grouping of stores assigned to specific cost group
                 27    Company Name                   Broker or Sales Rep name
                 28    Address Line 1                 Street Address of your companys broker
                 29    Address Line 2                 Additional address field for your companys broker
                 30    City/St/Zip                    City, State, and Zip Code for brokers corporate office
                 31    Phone # / Fax #                Phone number and Fax # of broker
                 32    Buying Agent Office & #        Buying Agent's Office Location and 3-Digit Location Number
                 33                                   (GM/Seasonal Imports) Signature of HEB's Director of Global Sourcing
                       HEB Director of Global Sourcing Signature
                 34    Contact Person                 Account Executive for brokers
                 35    Duns #                         Dunn & Bradstreet number
                 36    Tax ID #                       Federal Tax ID #
                 37    Primary Ship From Address      Main address where product is shipped from
                 38    Shipping Point (Imports)       Port of Departure where product is shipped from (Port Name and Country)
                 39    FOB (Origin or Destination)    Freight on board
                 40                                   The
                       Manufacturing Lead Time (Imports) time it takes from when a Purchase Order is issued until the time it arrives at the HEB Warehouse
                 41    Shipping Contact Name          Traffic Department contact name for company
                 42    HEB Lead Time                  Estimated number of days for delivery of product to arrive at HEB facility
                 43    Number of Days to Process OrderEstimated number of days to process and order once your company receives the PO to having it ready for pick up.
                 44    Transit Time                   Estimated number of days it takes the load to get from your DC to HEB's facility.
                 45    Shipping Contact Phone         Traffic department phone number
                 46    Shipping Fax #                 Fax number for shipping department
                 47    Customer Service Hours/Days What days of the week and hours is your customer service department open?
                 48    Distribution Center Hours/Days What days of the week and hours is your distribution center open to process orders?
                 49    Shipping Hours/Days            What days of the week and hours can carriers pick up loads at your distribution center?
                 50    Carrier Hours/Days             What days of the week and hours do your carriers deliver?
                 51    Dual Stops                     Can carriers make multiple stops to HEB's facilities? (ie. San Antonio and San Marcos)?
                 52    Type of Product                Dry of refrigerated
                 53    Secondary Ship From Address Secondary address where product is being shipped from
                 54    Shipping Contact Name          Traffic Department contact name for your company
                 55    HEB Lead Time                  Estimated number of days for delivery of product to arrive at HEB facility
                 56    Shipping Contact Phone #       Traffic department phone number
                 57    Shipping Fax #                 Fax number for shipping department
                 58    Shipping Hours/Days            Shipping schedule
                 59    Type of Product                Dry of refrigerated
                 60    Additional Ship From Address Extra shipping information
                 61    FOB (Origin or Destination)    Freight on board
                 62    Shipping Contact Name          Traffic Department contact name for company
                 63    HEB Lead Time                  Estimated number of days for delivery of product to arrive at HEB facility
                 64    Shipping Contact Phone #       Traffic department phone number
                 65    Shipping Fax #                 Fax number for shipping department
                 66    Shipping Hours/Days            Shipping schedule
                 67    Type of Product                Dry of refrigerated
                 68    Prepaid                        Vendor will pay freight charges
                 69    Prepay & Add                   Vendor will pay freight charges and add to HEB's cost on a separate invoice
                 70    Freight Bill                   HEB will pay freight charges and arrange transportation for product
                 71    Backhaul                       HEB will pick up product from vendors facility depending on location and allowance (see worksheet on traffic letter)
                 72    Vendor Freight Rate            Rate per unit of measure for prepay & add and backhaul
                 73    Customer Pick up Allowance Lump sum allowance vendor will pay HEB to pick up product from vendors facility
                 74    Case UPC                       UPC code of case unit
                 75    Manufacturer Code              First five digits of suppliers UPC
                 76                                   Check
                       Freight Assignment Unit of Measure one that is applicable for allowance and/or MIN/MAX
                 77    Seconday Maximum Order Qty Ex. If the MAX is weight but the load cubes out before it weighs out, the seconday max would be cube.

For questions regarding terms 58-63, follow the following steps:
              1 Does your price to H.E.B. include freight? Y/N If No, skip to step 3.
              2 Is freight included in the sell price or billed seperately? If the freight is in the sell price select PREPAID. Vendor freight rate = N/A <END>
  If the freight is billed seperately select PREPAY & ADD. Please supply the vendor freight rate. <END>
3 Do you offer a customer pick-up allowance? Y/N If No, select FREIGHT BILL and HEB will decide rate. <END>
  If yes, continue to step 4.
4 Is the shipping point with-in Texas? Y/N If No, select FREIGHT BILL and HEB will decide rate. <END>
  If Yes, continue to step 5.
5 Is the backhaul rate sufficient (call Paul Mulhern-HEB Traffic @210-938-6810 or mulhern.paul@heb.com)? Y/N
  If No, select FREIGHT BILL and HEB will decide rate. <END>
  If yes, select BAKHAUL and provide rate specified from Traffic dept. <END>
Form Updated 9-4-08
Updated 7-25-08




            Form Updated 9-4-08
Form Updated 9-4-08
Form Updated 9-4-08
Form Updated 9-4-08
To Our Valued Suppliers
RE: EDI (Electronic Data Interchange)


Thank you for your interest in an EDI connection with HEB to send/receive Purchase Order and Invoice
data for warehouse and direct store deliveries.

You can establish an EDI connection with HEB by either connecting to us directly or via a third party that
will handle the technical end. The two most common ways to connect in a direct manner are via a VAN
(Valued Added Network) or via the Internet using AS1 or AS2. AS2 is the preferred method of
connecting directly with HEB.

The second method is to use of a third party vendor that will handle the technical end and the supplier
accesses the data from the Internet. If your company is in need of information on how to begin such a
connection, please contact Owens Direct at 800-311-9934. Please make sure you mention you are
connecting to HEB.

If you already have EDI capabilities in place, please complete the HEB EDI Information Template form
to begin the implementation process. Once this form is emailed back to us, we will send you the
corresponding mapping specs that will meet our EDI needs. Please email the completed form to
Uribe.Rita@heb.com.

Thank you,

HEB EDI Team
                                         H.E.Butt Grocery Company
                                       EDI Information/Application Sheet
HEB Office Use Only

               Name                                       Phone
        Facility #('s)
                                                                                             Associated
                    Is request urgent?           No         Due                              Project


EDI Applicant Information

 EDI Contact Name                                                                            Phone
      Contact Title                                                                          Fax
   Company Name                                                                              Email
 Company Address                                                                             Website

                  City                         State         Zip
                                          if
TRADING PARTNER INFORMATION                            SENDER                                RECEIVER

Interchange ID Qualifier Production    (ISA05)                                     (ISA07)
                                  Test
Interchange ID Production                 (ISA06)                                  (ISA08)
                                   Test
Interchange Control Standard Identifier (ISA11)                                    (ISA11)
Interchange Control Version Number (ISA12)                                         (ISA12)

Application Code Production               (GSA02)                                  (GSA02)
                                   Test
Version ID Code                           (GSA08)                                  (GSA08)

Your Value Added Network(VAN) Provider
Capable EDI Transaction sets (e.g. 880)

H.E.B. can process any character used for Segment Terminator, Element Separator, and Sub-element Separator.
                                                     HEB Standard           Your Preference
                         Segment Terminator          carriage return
                           Element Separator         *
                      Sub-element Separator (ISA16) >

HEB INFORMATION                                        SENDER                                RECEIVER

Interchange ID Qualifier Production    (ISA05)                      08             (ISA07)                    08
                                  Test                              08                                        08
Interchange ID Production                 (ISA06)               9253070000         (ISA08)                9253070000
                                   Test
Interchange Control Standard Identifier (ISA11)                      U
Interchange Control Version Number (ISA12)                         00400
Application Code Production               (GSA02)               2102468507         (GSA02)                2102468507
                                   Test                         2102468507                                2102468507
Version ID Code                           (GSA08)               004010UCS
         Value Added Network(VAN) Provider                         GXS
                             Phone Number                (210) 9388963 or 938754
                               Fax Number                     (210) 938-4002
Version_Number_Receiver Application_Code_Prod_Sender   Application_Code_Prod_Receiver
0                       0                              0
Application_Code_Test_Sender   Application_Code_Test_Receiver   Version_ID_Sender
0                              0                                0
Version_ID_Receiver VAN_Provider Transaction_Sets Segment_Terminator Element_Separator
0                   0            0                0                  0
Subelement_Separator Urgent Due_Date Facility HEB_Name HEB_Phone Project
0                    FALSE         0         0       0          0          0
Warehouse                                   Facility #   DUNS#
HEB Low Velocity Warehouse                  (17)         0079247562170
5914 Distribution Drive
San Antonio, TX 78218

Seasonal Warehouse                          (21)         0079247562010
4700 N. Pan Am Expressway
San Antonio, TX 78218

San Antonio Combo Retail Support Center     (23)         0079247562030
5103 Rittiman Road
San Antonio, TX 78218

San Antonio Frozen Retail Support Center    (25)         0079247562050
4700 N. Pan Am Expressway
San Antonio, TX 78218

San Antonio Perishables Support Center      (26)         0079247562060
4700 N. Pan Am Expressway
San Antonio, TX 78218

San Antonio Grocery Retail Support Center   (27)         0079247562070
4700 N. Pan Am Expressway
San Antonio, TX 78218

San Antonio Pharmacy Support Center         (28)         0079247562080
6520 Fratt Road
San Antonio, TX 78218

San Antonio Produce Retail Support Center   (29)         0079247562090
5103 Rittiman Road
San Antonio, TX 78218

San Antonio/Mexico Retail Support Center    (30)         0079247562200
4300 Industry Park
San Antonio, TX 78218

Corpus Christi Grocery Support Center       (37)         0079247563070
Highway 44 & McBride Lane
Corpus Christi, TX 78408

San Marcos HHB Retail Support Center        (44)         0079247564040
2301 Hunter Road
San Marcos, TX 78666

Corpus Christi Seasonal Frozen              (51)         0079247565010

San Antonio Seasonal Frozen                 (52)         0079247565020

San Antonio Combo Seasonal Support Center   (53)         0079247565030
4300 Industry Park
San Antonio, TX 78218

HEB Seasonal Retail Support Center          (57)         0079247565070
4300 Industry Park
San Antonio, TX 78218

Houston Seasonal Retail Support Center      (70)         0079247567000
4625 Windfern
Houston, TX 77080

Houston Combo Retail Support Center         (73)         0079247567030
4625 Windfern
Houston, TX 77080

Houston Frozen Food Retail Support Center   (75)         0079247567050
4625 Windfern
HEB Seasonal Retail Support Center                 (57)   0079247565070
4300 Industry Park
San Antonio, TX 78218

Houston Seasonal Retail Support Center             (70)   0079247567000
4625 Windfern
Houston, TX 77080

Houston Combo Retail Support Center                (73)   0079247567030
4625 Windfern
Houston, TX 77080

Houston Frozen Food Retail Support Center          (75)   0079247567050
4625 Windfern
Houston, TX 77080
Houston Perishables Retail Support Center          (76)   0079247567060
4625 Windfern
Houston, TX 77080
Houston Grocery Retail Support Center              (77)   0079247567070
4625 Windfern
Houston, TX 77080

Houston Produce Retail Support Center              (79)   0079247567090
4625 Windfern
Houston, TX 77080

Direct Store Delivery (DSD)                               0079247560999
***999 will be filled with HEB Corporate Store #
Please sign this document to acknowledge that you have read and understand our policy regarding
Return Goods and return with your vendor paperwork.


Vendor Signature                                                      Date
                                                                                                                      Inbound Logistics
                                            Routing Guide / Shipping Instructions
HEB receives product 7 days a week and expects our suppliers and carriers to meet our needs.

If you are shipping product to HEB on a delivered basis we ask that vendors use one of the preferred
carriers listed below.

For interstate less than truckload shipments (LTL is defined as less than 7500 lbs and/or 750 cubic feet),
Yellow Freight Systems - Call 1-800-610-6500 or their web site at www.yellowfreight.com
Roadway Express - Call 1-800-257-2837 or their web site at www.roadway.com
Old Dominion Freight Line, Inc. - Call 1-800-432-6335 or their website at www.odfl.com
For intrastate less than truckload shipments (LTL is defined as less than 7500 lbs and/or 750 cubic feet),
Our first choice for truckload carriers is Parkway Transport. For rates and availability call 210-938-6807
or email to froboese.norman@heb.com

If you are shipping product to HEB on a freight collect basis please email the following information
to ml.traffic@heb.com or, if you do not have email access please call 210-938-6874 and ask for Sandra.

PO number                                           Pickup location information including phone and loading hours
Item(s) description                                  NMFC classification(s) (by item if multiple)
Total pieces                                        Total weight
Total cube                                          Shipping platform
Product ready date

HEB Inbound Logistics will reply via email or phone with routing instructions within 24 hours.

Please adhere to the freight terms and backorder terms specified on your copy of the purchase order.
Failure to do so may result in your shipment being refused, or the freight, other expense and a fine being
 deducted from your payment.
 If purchase order freight terms specify "Freight Collect", please ensure the bill of lading contains the instructions
 "Bill to HEB, Attention: Traffic Dept".
On all shipments, the complete purchase order number(s) must appear on the bill of lading. Do not place the
purchase order number in the consignee address field. Place it either in the PO field on the bill of lading,
or within the body of the bill of lading. If shipping against multiple PO's please indicate, on the BOL, which items
apply to which purchase order.
Shipments arriving without a purchase order number will be refused. Items shipped against a closed or
cancelled purchase order will be refused.

Please note
All HEB facilities require a delivery appointment. All appointment requests are emailed to appointments@heb.com.
All matters pertaining to changes with appointment dates are emailed to order.management@heb.com.
 If you are selling to HEB on a prepaid basis, please insure that unloading and sort/segregate services
at destination are included in your delivered price.
If you need assistance, or have any questions about the instructions contained in this routing guide, please contact us at
210-938-6874 or e-mail ml.traffic@heb.com

Inbound Logistics Dept.
H.E. Butt Grocery Co.

Revised 07/24/08
                                  Supplier Diversity Form


Vendor Name:____________________________________
Vendor Address:___________________________________
Contact:__________________________________________
Phone:___________________________________________
Email:___________________________________________

Is your company certified as a Minority or Women-Owned business?

___        Yes

___        No


If yes, provide name of Certifying Agency:

_________________________


Ownership:

_____ African American

_____ Native American

_____       Hispanic American

_____ Asian-American

_____ Non-Minority Woman




Please return this form to Joan Johnson, Supplier Diversity Coordinator.
Ph: 210-938-8378
Fx: 210-938-7809
email: Johnson.Joan@heb.com




                                                                           11/02/04

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:4626
posted:4/30/2010
language:Dutch
pages:21