Transportation and Shipping Requirements

(Revised September 2, 2005)

 

 

 

Table of Contents

 

Section I – Corporate Transportation Department & Distribution Centers Addresses and Contacts

Section II – General Shipping Document Instructions

A - Bill of Lading (BOL) / Freight Bill (FB) / Delivery Receipt – Proof of Delivery (DR / POD) Requirements

B – Packing Slips

Section III – Shipment Frequency and Grouping Guidelines

Section IV – Physical Load Requirements

Section V – Pep Boys Carrier Guide

Section VI – Pep Boys Carrier Guide for Property Management Suppliers & Special Order Suppliers

Section I
Corporate Transportation Department & Distribution Centers Addresses and Contacts

 

Corporate Offices

The Pep Boys – Manny, Moe & Jack

3111 West Allegheny Avenue

Philadelphia PA 19132

 

Corporate Logistics/Transportation Department Contacts

Mike Starling, Logistics Manager – 215-430-9653

Elizabeth Haldeman (Betty), Transportation Manager – 215-430-9172

Rosemarie Devlin, Transportation Coordinator – 215-430-9833

Peggy Murtagh, Transportation Coordinator – 215-430-4384

 

Corporate Supplier Compliance Department

All correspondence must be directed to suppliercompliance@pepboys.com.  If you need to speak to a compliance team member please send a request via e-mail.  Please make sure the words “need telephone conversation” appears in the message header.  Please mention the subject matter in your message and a team member will contact you.

 

Distribution Center Addresses, Main Numbers, Receiving Offices

 

NOTICE:

Receiving at ALL Pep Boys distribution centers is BY APPONTMENT ONLY.  Appointments must be set 72 hours in advance of the planned arrival of the delivery.   Arrival 30 minutes past appointment time will be charged as a late delivery unless carrier or vendor call the DC and reschedules the day before the appointment time.

 

Atlanta DC (ATDC)

55 Liberty Industrial Parkway

Mc Donough, GA 30253

Main number 770-957-7337

Receiving Office 770-957-7337

 

Texas DC (TXDC)

1130 Kerney Street

Mesquite TX 75149

Main number 972-216-9977

Receiving Office 972-216-9666

 

Southern California DC – (SCDC)

300 South Tippecanoe Avenue

San Bernardino, CA  92408

Main number 909-915-3740

Receiving Office 909-915-3755

 

Midwest DC (MWDC)

807 Perry Road

Plainfield IN 46168

Main number 317-837-2200

Receiving Office 317-837-2220

 

New York DC (NYDC)

29 Elizabeth Drive

Chester NY  10918

Main number 845-469-6124

Receiving Office 845-469-6133

 

Section II

General Shipment Document Instructions

 

First – Some advice and information for “non-transportation” savvy folks.

There are three different “freight” documents involved with each shipment:

Bill of Lading (BOL)

A document issued by the shipper to the carrier (railroad, steamship or trucking company).  The BOL serves as a receipt/contract for the transportation of goods.  The bill of lading describes the terms of transit (Collect or Pre-paid), describes the goods, the quantity of the goods, name of vessel (if shipped by sea), identifying marks and numbers, destination, and any special requirements or instructions regarding the shipment.

 

Please refer to the hyperlink below for samples and instructions for a Standard Bill of Lading.  Once you have accessed the VICS Website, click on Standards, click on BOL on left side of menu, and then click on Download – VICS Standard BOL. (Word Document)

http://www.vics.org/home

 

Freight Bill (FB)

The document the carrier uses to set forth the charges applicable to the shipment.  The freight bill differs from the bill of lading in that the freight bill sets forth the charges applicable to the shipment while the bill of lading sets for the terms of the shipment and is a document of title.  The freight bill is the invoice presented to the company paying for the freight.

 

Delivery Receipt / POD

The Delivery Receipt is a document used by carriers to signify delivery of the merchandise to the intended party. May be a copy of the Bill of Lading or the Freight Bill, but is often not.  In ALL Less-Than-Truckload (LTL) deliveries the delivery receipt is the document presented to the consignee with the freight.

The Proof of Delivery is a completed copy of the Delivery Receipt (or BOL in truckload movements), and is a Carrier specific method of providing the shipper (or customer) with acknowledgement confirming their shipment(s) has or has not, arrived and been accepted at the appropriate destination, usually including a signature.

 

Why is it important to know about the three different documents?

Less-Than-Truckload carriers, and some truckload carriers, do not use the shipper’s BOL as the document “in-transit” with the freight. 

 

When the LTL carrier picks up the freight, the shipper prepares the BOL and gives that document to the carrier.  The carrier places a PRO # sticker on the document copies and on the freight.  When the carrier returns to the terminal, the key information from the shipper’s BOL is entered into the carrier system and the paper document is filed.  From that point on, only information entered into the carrier’s system appears on the Freight Bill or the Delivery Receipt.

 

What is presented to Pep Boys by the carriers is most often a Delivery Receipt.  If the shipper’s BOL did not include special instructions, example: “All PO Numbers must appear on the freight documents”, then the PO numbers will not be entered into the carrier’s system, and the PO numbers will not appear on the Delivery Receipt.

 

ADVICE: The BOL MUST include instructions regarding Pep Boys requirements in the Special Instructions section of the BOL.

 

Bill of Lading (BOL) / Freight Bill (FB) / Delivery Receipt – Proof of Delivery (DR / POD) Requirements

1.      A BOL must be used to document the movement of freight from the supplier to the carrier.  The BOL may be a written document created by the supplier’s staff or by the supplier’s system, an electronic EDI document by the supplier’s system to the carrier, or entered into the carrier’s WEB site by the supplier’s staff.

2.      The LTL carrier’s PRO Number must be noted on the supplier’s BOL copy.  BOL’s submitted to dispute compliance violations must show the carrier PRO number label.

3.      Each shipment must be identified with a unique shipment ID number.  This can be a BOL Number, Invoice Number, Supplier Order number, etc.  This unique shipment ID number must appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.

4.      For all LTL Shipments, the National Motor Freight Classification must appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.  For the NMFC Class to appear on the Delivery Receipt the Class information must appear on the Bill of Lading completed by the shipping vendor.


ADVICE: If you do not know what the NMFC Classification for your merchandise is, or how to find out, the following web sites can help.  http://www.roadway.com/shippers/guide_1.html, http://www.nmfta.org/index.htm, http://www.roadway.com/firsttimeshipper/guide_2.html, http://www.abfs.com/tools/nmfc/Default.asp

 

5.      All purchase order numbers included in the shipment must appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.  It is the supplier’s responsibility to assure that the PO numbers appear.

On Pre-Paid International / import shipments where the supplier is paying for the delivery of the freight (Terms DDP), the Delivery Order (DO) issued to the drayman must identify the PO # in the body of the DC, and on the BOL used to deliver the container.

ADVICE: If shipping multiple Purchase Orders in a single shipment, list each PO Number in the descriptive body of the Bill of Lading followed by: “SPECIAL INSTRUCTION: All PO Numbers Listed must be listed on the Delivery Receipt.”

6.      Freight terms (Pre-Paid or Collect) MUST appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.

7.      The Total Number of Cartons being shipped MUST appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.  DO NOT LIST PALLETS BEING SHIPPED.  Listing a pallet count exposes the shipment to in transit shrink (theft).

ADVICE: While the Carton Count is a must, an alternative that is more secure is to list the quantity as “XX PCS. On YY Pallets”.

8.      The supplier’s BOL must include the following in the “Special Instructions” section of the document:
A.  “Delivery Appointment Required.  Call Pep Boys Distribution Center 72 hours in advance of estimated arrival date to secure delivery appointment.”
B.  “BOL Number, and all Purchase Order Numbers MUST appear on the delivery documents.”

 

 

Packing Slip Requirements:

 

  1. A detailed pack slip must be generated for every shipment.  The following information must be shown on the Packing Slip.  The information must have clear titles identifying the information.
  2. PLEASE!  Only (1) purchase order per packing slip.
  3. Packing Slip is to be placed within a clear window envelope and MUST be attached to the MERCHANDISE.  Packing Slips attached to the shrink-wrap may be lost in transit or removed in re-handling / freight consolidation or in-transit cross-dock operations.  
  4. Whenever possible, place at the tail of the truck (truckload shipments). 
  5. Any vendor currently on our ASN program is still required to include a pack slip document with the merchandise.

 

Section III – Shipment Terms, Carriers, Frequency, Grouping and Appointment Guidelines

 

Terms:

  1. Shipment terms are indicated on the Pep Boys purchase order.
  2. In cases where minimum order quantities apply to qualify for Pre Paid terms and the order does not meet the minimum MUST contact the Pep Boys Transportation Coordinator for routing instructions.
  3. Backorders on Collect shipments must be shipped Pre Paid by the supplier UNLESS that backorder is combined with the first shipment of another purchase order.  Pep Boys will reverse the freight charges and charge a non compliance fine if a backorder is shipped alone as a collect shipment.
  4. Pep Boys does not allow freight terms of “prepaid and add”.  Use of these terms will result in a non-compliance violation.
  5. For COLLECT SHIPMENTS Bills of lading MUST BE NOTED with  “Bill 3rd party Pep Boys, c/o IPS Worldwide PO Box 730321 Ormond Beach FL 32174”.
  6. All Return to Vendor shipments will move COLLECT on Pep Boys Preferred Carriers.

 

Carriers:

Less-Than-Truckload (LTL) Collect and Pre Paid

Receiving volume into the Pep Boys distribution centers is growing at a 20% rate.  To control congestion into our facilities, we encourage Pre Paid vendors to use LTL carriers from our approved carrier base.  We have expanded our carrier base to include most of the top national and regional LTL carriers.

 

Please refer to the Routing Guide for a list of the approved LTL carriers.  The carrier routing guide must be followed for both PPD and Collect vendors.  Requests to use an alternative carrier must be addressed with the Transportation Manager @ 215-430-9172.  Use of a carrier that is not on the approved list without express written permission from Pep Boys will result in a non-compliance violation.

 

Truckload (TL) Collect ONLY

Collect Truckload shipments must be routed by the Pep Boys Transportation Coordinators.  Any LTL shipment exceeding 15,000 pounds, 14 pallets, 20’ of floor space or 1,250 cubic feet of merchandise will result in a non-compliance violation. 

 

Collect truckload shipments must be coordinated by the Pep Boys Traffic Coordinators.  Please contact the Pep Boys coordinators 48 hours in advance of the desired pickup.  Contact phone numbers: 215-430-9833, 215-430-4384 or 215-430-9172.

 

Pep Boys is not responsible for expediting the shipment due to the freight constraints on your dock if the (48) hour request for pickup is not adhered to.

 

Parcel Collect Only

Collect shipments less than (150) lbs. should ship via UPS.  No other carrier is acceptable.  If you should have any questions as to how to ship UPS third party with our account number, please call the Transportation Department.

 

Air Collect

Collect air shipments are not allowed without calling the Transportation Department.

 

Shipment Frequency and Grouping

 

  1. Combine all shipments from one location to one destination on the same day and on the same BOL. Multiple bills for LTL shipments from the same origin to the same destination on the same day will result in a non-compliance violation.
  2. Collect shipments from multiple/unauthorized origins are not permitted and will result in a non-compliance violation.

 

Appointments:

  1. All deliveries to our Distribution Centers must have an appointment booked (3) days in advance of the requested appointment time.  The shipper BOL number is necessary to schedule a delivery appointment.
  2. Appointment windows are thirty (30) minutes.  Arrival past that window will result in a non-compliance violation.  If the distribution center can reschedule the late delivery for later in the day, the non-compliance violation may be waved at the receiving manager’s discretion.
  3. If the carrier does not appear for the appointment, a non-compliance violation will be generated.
  4. If a carrier cannot make a scheduled appointment they MUST call the destination DC prior to the appointment.  If the distribution center can reschedule the delivery for later in the day, the non-compliance violation may be waved at the receiving manager’s discretion.

 

Unloading:

Carriers are responsible for driver unloading.  If the supplier is using one of Pep Boys preferred LTL carriers this requirement is waved (PPD or Collect).  Driver unload applies to any truckload that is PPD, or LTL shipments on non-approved carriers.

 

Section IV – Physical Load Requirements

 

Carton Markings, Labeling, and Packaging

 

  1. Each master case (shipping container) must be plainly marked with the manufacturer part number and quantity enclosed.
  2. If all cartons on the skid are from the same purchase order number, a label showing the Pep Boys purchase order number must be affixed to the outside of the cartons.  Labels applied to the shrink-wrap are not in compliance.
  3. If multiple purchase orders are shipped on the same pallet, each carton must be marked with the Pep Boys purchase order number and outside of the pallet marked “Multiple PO Pallet”.

 

Physical Palletizing of Freight

 

  1. All inbound freight must be palletized on to a M-grade #2, 4-way pallet, either 48” x 40” or 48” x 42”. (Stringer length X Deck length)  Pallets must not have loose or broken boards, split stringers, or exposed nails.  Pallets that do not conform to this standard will result in a non-compliance violation FOR EACH PALLET.
  2. All freight must be effectively shrink-wrapped on to pallet in order to safely secure merchandise and eliminate load shifting during transportation. 
  3. When shipping multiple purchase orders on the same shipment, please segregate the purchase orders by PO #, by pallet
  4. For small shipments of multiple Purchase orders, segregate by purchase order number, then by manufacturer part number.  Do not consolidate like part numbers from multiple purchase orders on the same pallet.  Please mark each carton with the Pep Boys purchase order number and mark outside of pallet “mixed/multiple PO”.  Double stacking single sku pallets does not constitute a mixed pallet.
  5. When shipping less than full pallet quantities, place merchandise with the largest shipping cubic dimensions at pallet bottom, working through to merchandise with the smallest cubic dimensions placed on top of pallet.
  6. Pallets of a single part number are restricted to a maximum of forty-two inches (42”) in height.  Suppliers may ask for exemptions to this rule by contacting the Supplier Compliance team or the Transportation department.  Pallets comprised of multiple part numbers are exempt from this rule as long as they are labeled “mixed pallet”.

 

 

Section V – Pep Boys’ Carrier Guide

 

  1. Collect vendors must use PREFERED carriers indicated in specific lanes. 

 

PREFERED CARRIERS:

 

ANY SHIPMENT IN EXCESS OF CLASS 175 MUST SHIP ON WATKINS

 

Designated lanes/states

 

To: Atlanta DC (ATDC) located in Mc Donough, GA

From:  All states

ABF, Roadway, Watkins, Yellow, FedEx, Conway

From: Canada – Quebec and Ontario

Roadway, ABF, Yellow

 

To: Texas DC (TXDC) located in Mesquite, TX

From:  All states

ABF, Roadway, Watkins, Yellow, FedEx, Conway

From: Canada – Quebec and Ontario

Roadway, ABF, Yellow

 

            To: Southern California DC (SCDC) located in San Bernardino, CA

From:   All states

ABF, Roadway, Watkins, Yellow, FedEx, Conway

From: Canada – Quebec and Ontario

Roadway, ABF, Yellow

 

            To: Midwest DC (MWDC) located in Plainfield, IN

From:   All states

ABF, Roadway, Watkins, Yellow, FedEx, Conway

From: Canada – Quebec and Ontario

Roadway, ABF, Yellow

 

            To: New York DC (NYDC) located in Chester, NY

From:   CT, DC, DE, MA, MD, ME, NH, NJ, NY, OH, PA, RI, VA, VT, WV

New Penn  - PLUS

From:   All states

ABF, Roadway, Watkins, Yellow, FedEx, Conway

From: Canada – Quebec and Ontario

Roadway, ABF, Yellow

 

 

APPROVED CARRIERS:

 

Below is the only other carrier selection that a PPD vendor may use into any of our locations.  Any other carrier that is not on the preferred list or this limited selection will result in a violation/chargeback.

 

·        R & L

·        Motor Cargo

·        Southeastern

·        USF Holland

·        USF Bestway

·        Central Freight Lines

·        Central Transport

 

Section VI – Procedures & Routing Guide for Shipping Product From Property Management Suppliers, Special Order Vendors, To New & Existing Stores & Holding Houses.  Also to be used for Transfers Between stores

 

These procedures are to be followed by any vendor shipping LTL direct to stores or any store-to-store transfers, which are under the direction of Pepboys’ personnel. Vendors must comply with this guide when Pepboys is paying for the freight.  If freight should be PPD and the vendor determines the carrier, we would ask the vendor to adhere to the suggested routing guide. The only carriers that are approved for PPD vendors to use other than the preferred carriers are as follows:

 

R & L

Motor Cargo

Southeastern

USF Holland

USF Bestway

Central Freight Lines

Central Transport

 

All shipments that are collect to Pepboys, MUST ship on the following carriers from any state to any state:

ABF

Roadway

Watkins

Yellow

FedEx

Conway

 

For the states of CT, DC, DE, MA, MD, ME, NH, NJ, NY, OH, PA, RI, VA, VT, WV New Penn may also be used within these states and to Puerto Rico.

 

ABF is the selected carrier for all remaining states to Puerto Rico.

 

All shipments from Quebec & Ontario Canada MUST ship on:

ABF

Roadway

Yellow

 

Carrier Phone Numbers:

ABF – 1-800-610-5544

Roadway – 1-800- Roadway

Watkins – 1-800-274-9099

Yellow – 1-800-610-6500

FedEx – 1-866-393-4585

Conway – 1-800-755-2728

New Penn – 1-800-285-5000

 

 The following guidelines are to be followed:

 

·        LTL constitutes any shipment over 150 lbs.  Under 150 lbs, ship UPS. If you routinely ship with a small package carrier and the freight terms are collect, you may use our UPS program.  If you should need our account number to do so, please call the Transportation Dept. @ 215-430-9753 or 215-430-9172.  It is not acceptable to ship PPD and ADD.

·        This guide is to be used to determine carrier selection on shipments from the vendor location into any Pepboys’ locations, (new stores, existing stores, warehouses, designated third-party destinations).  If the product is to be shipped to a new store, which has not yet opened, do not have the shipping origin put the store number on the bill, the holding house must be named as the destination.

·        The routing guide must be followed whenever PEPBOYS’ is responsible for the freight charges.

·        Anything over 14 pallets or over 8,000 lbs., please call the transportation department.  If you need assistance in scheduling a truckload pickup, please call our department at least (72) hours prior to the pickup.  For truckload assistance, questions, or concerns, please call the Operations Logistics Manager at 215-430-9172 or Logistics Coordinators at 215-430-9833, or 215-430-4384.

 

In addition, the following requirements must strictly be adhered to when completing the carrier bill of lading:

 

·        Bill of Lading to be noted as freight collect, bill 3rd party to any PEPBOYS’ location, holding house or a non-Pepboys’ location,  & billed to PEPBOYS c/o IPS Worldwide, PO Box 730321, Ormond Beach, FL 32174. 

 

·        The BOL MUST include instructions regarding the Pepboys’ requirements in the Special Instructions section of the BOL.

 

Bill of Lading (BOL) / Freight Bill (FB) / Delivery Receipt – Proof of Delivery (DR / POD) Requirements

1.      A BOL must be used to document the movement of freight from the supplier to the carrier.  The BOL may be a written document created by the supplier’s staff or by the supplier’s system, an electronic EDI document by the supplier’s system to the carrier, or entered into the carrier’s WEB site by the supplier’s staff.

2.      The LTL carrier’s PRO Number must be noted on the supplier’s BOL copy.  BOL’s submitted to dispute compliance violations must show the carrier PRO number label.

3.      Each shipment must be identified with a unique shipment ID number.  This can be a BOL Number, Invoice Number, Supplier Order number, etc.  This unique shipment ID number must appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.

4.      For all LTL Shipments, the FAK or National Motor Freight Classification must appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.

5.      All purchase order numbers included in the shipment must appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.  It is the supplier’s responsibility to assure that the PO numbers appear. 

6.      Freight terms (Pre-Paid or Collect) MUST appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.

7.      The Total Number of Cartons being shipped MUST appear on the shipping document (Delivery Receipt) presented at delivery to Pep Boys.  DO NOT LIST PALLETS BEING SHIPPED.  Listing a pallet count exposes the shipment to in transit shrink (theft).

8.      The supplier’s BOL must include the following in the “Special Instructions” section of the document:
A.  “Delivery Appointment Required.  Call Pep Boys Distribution Center 72 hours in advance of estimated arrival date to secure delivery appointment.”
B.  “BOL Number, and all Purchase Order Numbers MUST appear on the delivery documents.”

 

Bill of Lading (BOL) Please refer to the hyperlink below for samples and instructions for a Standard Bill if Lading.  Once you have accessed the Vics Website, click on Standards, click on BOL on left side of menu, and then click on Download – Vics Standard BOL.  (Word Document)

http://www.vics.org/home

 

 

Puerto Rico BOL Instructions:

 

·        On the Domestic BOL, please follow the same billing instructions as indicated above.

·        Excise tax to be paid under PEPBOYS’ bond.  Bond #P01409, tax ID #23-096-2915.

·        The commercial invoice is to be prepared by the vendor and it is to include the carrier pro # as proof of pickup and the Pepboys’ PO #.

·        Shipments not requiring a formal SED due to value must state on the BOL that the shipment value is less than $2500.  Otherwise a SED will be required.

·         Give one copy to the carrier, fax one copy to our tax department at 215-430-4658.  The carrier will prepare all necessary export documentation based on your commercial invoice.

·        Label (2) sides of shipment with Pepboys’ Store#, address & PO #.