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Container Loading Procedures

V 4.0October 2017

Table of ContentsPurpose 3Scope 3Reference Documents 3Definitions/Terms 4Container Loading Procedure 3-4Co-Loading 4Appendices 5Container and Trailer Inspection Checklist........................................................................5-7

China................................................................................................................................. 5Vietnam............................................................................................................................. 6Indonesia........................................................................................................................... 5

Inspection Diagrams.............................................................................................................87-Point Container Inspection..............................................................................................817-Point Tractor & Trailer Inspection.................................................................................8

Container Loading Photos Form.......................................................................................9-11China................................................................................................................................. 9Vietnam........................................................................................................................... 10Indonesia......................................................................................................................... 11

Container Loading Photos – Example..................................................................................12Container Loading Photos Checklist....................................................................................13

China............................................................................................................................... 13Vietnam........................................................................................................................... 13Indonesia......................................................................................................................... 13

View, Verify, Tug, and Twist (VVTT) Seal Inspection Method Diagram................................14Revision History 15

CONTAINER LOADING PROCEDURES | V 4.0 | OCTOBER 2017 2

PURPOSETo provide clear and consistent instructions to any ascena Global Sourcing (AGS) factory conducting Full Container Loading across any ascena Legacy Brands (Justice, dressbarn, maurices, Lane Bryant, and Catherines).

SCOPEThis procedure applies to any factory that has been approved to conduct FCL by the ascena Trade Compliance Department.

All factories must receive approval from ascena Trade Compliance in order to conduct FCL.

Factory must receive a grade of “A” or “B” in the Supply Chain Security portion of AGS Integrated Compliance Audit OR

Factory must show sufficient and acceptable improvement through evidence of implementation during corrective action plan process and receive final approval from ascena Trade Compliance. No factory may conduct FCL without ascena Trade Compliance approval.

Factories must be assessed before Full Container Loading privileges will be granted by the ascena Trade Compliance team. Only factories that meet the supply chain security standards will be approved for FCL.

If a factory is approved for FCL but does not maintain ascena Supply Chain Security requirements, FCL privileges may be revoked.

An approved factory list is sent to APLL monthly.

APLL will not release containers to factories not approved for FCL.

REFERENCE DOCUMENTSVendor Routing GuideIntegrated Compliance Manual ver 2.0

DEFINITIONS/TERMSFCL – Full Container LoadingBOL – Bill of LadingVVTT – View, Verify, Tug, Twist

CONTAINER LOADING PROCEDUREVendor/Factory picks up empty container at appointed carrier or empty container is delivered to factory


High Security seal that meets or exceeds PAS ISO 17712 standards will be provided by the carrier along with the empty container

Factory conducts 7 point container inspection in secure area at factory prior to loading and completes the 7 point checklist (see appendix A)

If applicable, the factory will conduct the additional 10 point trailer inspection and complete the 10 point inspection checklist.

If container is defective or any issues are found – request a new container from carrier

Factory loads container and takes required photos during loading process (see appendix C)

Factory representative, who has received seal security training, affixes seal to container. Once seal is secure, factory conducts VVTT method to ensure seal is secure and has not been compromised (see appendix F). The application of the seal must be witnessed by another person to ensure it has been properly affixed.

Any compromised seals must be reported to the appropriate foreign authority and replaced.

Vendor Responsibility: Electronic copies of the 7 point inspection checklist (appendix A), Container Loading Photos (Appendix C), Photo Checklist (Appendix E) must be sent to [email protected] within 10 days of container stuffing:

The photos must be attached to the photo template (Appendix C) and sent as a PDF.

All attachments must be sent in one email, and the subject of the mail must contain the vendor name, factory name, and BOL number.

For example: The subject of the email must be: “ABC Sweater vendor Co., Ltd. / 1234 Manufacturing / APLU052634220”

CO-LOADINGVendors/factories may load goods for multiple ascena Brands into one container if the goods are manufactured in one factory (Factory A) and “Factory A” is listed as manufacturer and Container Stuffing Location on the booking request.

For Example: Factory A is producing items for maurices and dressbarn. Factory A requests a container, and the container must be loaded at Factory A. This is acceptable.

Under no circumstances may a vendor/factory transport a container from factory to factory, nor can goods from one factory be transported to another and loaded together.


mailto:[email protected]

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For Example 1: This is prohibited: Factory A & B are both under vendor X and/or both factories are located near one another. Factory A requests empty container, and Factory B transports goods manufactured in “B” to factory “A”, and all items from factory A and B are loaded at factory A

For Example 2: This is prohibited: Factory A & B are both under Vendor X. Vendor X picks up container and takes it to a neutral location; factories A & B then truck goods to neutral location and load everything into same container.

A container must only be loaded with items from one factory unless special exceptions are made by ascena Trade Compliance.

This process will be audited periodically by ascena Trade Compliance.

APPENDIX A (China)Conta iner and T ra i le r I nspect ion Check l i s t

Vendor Name(供应商名) Contact Name(联络人): Telephone (电话号码) #:

Container #(柜号): Vessel(船名): ETD(开船日期):

Bill of Lading # (提单号码) :

Required for all containers:7 point container inspection Check OK?

1. Ceiling Roof (顶部)

2. Front Wall (前壁)

3. Left Side (左壁)

4. Floor (地板)

5. Outside/Undercarriage (外部/车架)

6. Inside/Outside Doors (门内外)

7. Right Side (右壁)

Name (姓名) Signature (签名) Date (日期)Container inspected by:(货柜检查者)Supervisor at factory (監督人员)Security Guard at factory (保安人员)


Container Sealed by (name of factory representative ):(铅封者(工厂代表名称))

Witnessed By: (name of factory representative):(见证者(工厂代表名称))

Seal No. (封号)

Date (日期)


OK

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APPENDIX A (Vietnam)Conta iner and T ra i le r I nspect ion Check l i s t

Vendor Name(Tên Vendor): Contact Name( Tên ngươi liên lac): Telephone #(Sô điên thoai):

Container #(Sô Container): Vessel(Hang tau): ETD(Ngay đên):

Bill of Lading # (Vận đơn đương biển sô)

Required for all containers:7 point container inspection Check OK?

1. Ceiling Roof ( Trân)

2. Front Wall (Măt trươc)

3. Left Side ( Bên Trai)

4. Floor ( San)

5. Outside/Undercarriage (Bên ngoai/ Gâm xe)

6. Inside/Outside Doors (Bên trong/ Ngoai cưa)

7. Right Side (Bên phai)

Name (Tên) Signature (Chư ky) Date (Ngay)Container inspected by (Ngươi kiểm tra container):Supervisor at factory (Ngươi giam sat tai Công ty)Security Guard at factory (Bao vê Công ty)

Container Sealed by (name of factory representative ) Container được niêm phong bởi:Witnessed By: (name of factory representative) Ngươi giam sat:

Seal No. (Sô Seal)

Date (Ngay)


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APPENDIX A ( Indonesia)Conta iner and T ra i le r I nspect ion Check l i s t (Da f ta r inspeks i konta iner dan t ra i l e r )

Vendor Name (Nama Perusahaan):

Contact Name (Nama Petugas): Telephone #:

Container (Kontainer) #: Vessel (Kapal): ETD (Tanggal Berangkat):

Bill of Lading # (Nomer Daftar Muatan Kapal)

Required for all containers (wajib untuk semua kontainer):7 point container inspection (7 poin inspeksi kontainer)

Check OK?

1. Ceiling Roof (Atap)

2. Front Wall (Dinding depan)

3. Left Side (Sisi kiri)

4. Floor (Lantai)

5. Outside/Undercarriage (Luar/ Bagian bawah)

6. Inside/Outside Doors (Bagian dalam/ luar pintu)

7. Right Side (Sisi kanan)

Name (Nama) Signature (Tanda tangan) Date (Tanggal)Container inspected by (Kontainer di inspeksi oleh):Supervisor at factory (Pengawas bagian)Security Guard at factory (Petugas keamanan)

Container Sealed by (Segel kontainer dipasang oleh) (name of factory representative/ nama perwakilan pabrik):

Witnessed By: (name of factory representative) Pengawas(Nama petugas dari pabrik):

Seal No. (Nomor segel)

Date (Tanggal)


APPENDIX B

7 POINT CONTAINER INSPECT ION:


APPENDIX C (China)Conta iner Load ing Photos FormPlease paste container loading digital photos to this form, save as a PDF and submit to [email protected]

1.Container Inspection (货柜检查) 2.Container Number (货柜号) 3.Delivery Truck (货车牌号)

4.Empty Container Prior to Loading (装货前柜内)

5.Security officer taking inventory (保安员点数)

6.Midway through loading (装货中途)

7.Finished Loading prior to closing Container Door (完成装货)

8.Seal Photo (封条) 9.Seal after applied to container (封条上锁后(必须看到封条号码)

10.Application of seal with container number (封条後與貨柜号)



APPENDIX C (Vietnam)Conta iner Load ing Photos FormPlease paste container loading digital photos to this form, save as a PDF and submit to [email protected].

1.Container Inspection (Kiểm tra Container)

2.Container Number (Sô Container) 3.Delivery Truck (Đâu keo)

4.Empty Container Prior to Loading (Container rông trươc khi chât hang)

5.Security officer taking inventory (Bao vê kiểm kê hang hoa)

6.Midway through loading (Trong khi chât hang)

7.Finished Loading prior to closing Container Door (Chât hang xong trươc khi đong cưa Container)

8.Seal Photo (Hinh Seal) 9.Seal after applied to container (Seal sau khi khoa)

10.Application of seal with container number (Hinh anh Seal đa được khoa

va sô Container)



APPENDIX C ( Indonesia)Conta iner Load ing Photos Form (Formu l i r fo to load ing konta iner )Please paste container loading digital photos to this form, save as a PDF and submit to [email protected]

1.Container Inspection (Inspeksi kontainer)

2.Container Number (Nomer Kontainer)

3.Delivery Truck (Truk )

4.Empty Container Prior to Loading (Kontainer kosong sebelum loading)

5.Security officer taking inventory (Petugas keamanan melakukan

inventarisasi)

6.Midway through loading (Loading setengah kontainer)

7.Finished Loading prior to closing Container Door (Setelah loading selesai sebelum pintu ditutup)

8.Seal Photo (Foto segel) 9.Seal after applied to container (Segel setelah dipasang di kontainer)



10.Application of seal with container number (Aplikasi segel dengan nomer

kontainer)

APPENDIX DConta iner Load ing Photos – example

CONTAINER LOADING PROCEDURES | V 4.0 | OCTOBER 2017

1. Container Inspection 2. Container Number 3. Delivery Truck

4. Empty Container Prior to Loading

5. Security Officer taking inventory 6. Midway through loading

7. Finished Loading prior to closing container door

8. Seal Photo 9. Seal after applied to container

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10. Application of seal with container number


APPENDIX E (China)Conta iner Load ing Photos Check l i s t

Photos Attached to template?1.Container Inspection (货柜检查)2.Container Number (货柜号)3.Delivery Truck (货车牌号)4.Empty Container Prior to Loading (装货前柜内)5.Security officer taking inventory (保安员点数)6.Midway through loading (装货中途7.Finished Loading prior to closing Container Door (完成装货8.Seal Photo (封条)9.Seal after applied to container (封条上锁后(必须看到封条号码)10.Application of seal with container number (封条後與貨柜号

Vietnam

Photos Attached to template?1.Container Inspection (Kiểm tra Container)

2.Container Number (Sô Container)

3.Delivery Truck (Đâu keo)

4.Empty Container Prior to Loading (Container rông trươc khi chât hang)5.Security officer taking inventory (Bao vê kiểm kê hang hoa)

6.Midway through loading (Trong qua trinh chât hang)

7.Finished Loading prior to closing Container Door (Chât hang xong trươc khi đong cưa Container)8.Seal Photo (Hinh anh Seal)

9.Seal after applied to container (Seal sau khi khoa)

10.Application of seal with container number (Hinh seal sau khi khoa va sô Container)

Indonesia

Photos (Foto) Attached to template? (Dilampirkan dalam formulir?)

1.Container Inspection (Inspeksi kontainer)

2.Container Number (Nomer kontainer)

3.Delivery Truck (Truk)

4.Empty Container Prior to Loading (Kontainer kosong sebelum loading)

5.Security officer taking inventory (Petugas keamanan melakukan inventarisasi)6.Midway through loading (Loading setengah kontainer)

7.Finished Loading prior to closing Container Door (Setelah loading selesai sebelum pintu ditutup)8.Seal Photo (Foto segel)

9.Seal after applied to container (Segel setelah dipasang di kontainer)

10.Application of seal with container number (Aplikasi segel dengan


nomer kontainer)


APPENDIX FView, Ver i fy , Tug , and Tw is t (VVTT) Sea l Inspect ion Method


Revision HistoryVersion No. Date Description of Changes

1.0 April 2015 Created

2.0 June 2015 Email address added and co-loading clarified

3.0 August 2015 Removed 10 pt. inspection

4.0 October 2017

Updated to ascena Trade Compliance to reflect

transition of responsibility from Global Compliance

Team.


Trade ComplianceKate Kohmann
