Sample + Bulk Liability Invoice Guidelines

2019-2020 Development Seasons

v 1.19

Sample Invoice Submission Instructions Payment cannot be issued for proforma invoices or packing slips. If these are submitted, vendors will be asked to resubmit a proper

invoice.

Sample invoice submissions and inquiry emails must be sent to InvoiceOperations@jcrew.com.

Vendors are to follow the below guidelines when submitting invoices and sending inquiries regarding garment sample | sample yardage invoices:

Sample Invoice Submissions: • Invoice numbers must be unique and cannot be reused from past seasons.

• Invoices must be submitted electronically as PDF files with one invoice per PDF file.

• Please consolidate as many items as possible on to one invoice by season and department. For example, all photo samples for Holiday 19 J. Crew Womens Wovens should be listed on one single invoice.

• The PDF file name must include the invoice number, agent/vendor name and date of invoice.

• The submission email must only be used for submitting new samples invoices – you can submit all invoices in one email. Please send inquiries regarding sample invoices in a separate email

• Email subjects must have the agent, vendor name, brand, gender and department followed by “Invoice Submission”.

Ex: <Agent> <Vendor> J Crew Men's Knits Invoice Submission

Sample Invoice Inquiries:

• Address any questions about sample invoice payment status in inquiry emails, use submission emails only for submitting invoices.

• Email subjects must have the agent, vendor name, brand, gender and department followed by “Inquiry”

Ex : <Agent> <Vendor> Madewell Womens Sweaters < Invoice Number> Inquiry

For multiple invoice inquiries, you must include an excel list with all invoice numbers included

For a single invoice inquiry, please include the invoice number in the email subject

These guidelines are also saved on J. Crew Imports/Downloads, titled: Sample Invoice Guidelines External v1.19

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Sample Invoice Submission Dates

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All Presentation/Assortment sample invoices MUST be submitted during designated one month periods - NOT the time that the samples are sent. Invoices submitted outside of the designated period, according to guidelines, will not be processed in a timely manner

All Photo sample invoices MUST be submitted during designated one month periods - NOT the time that the samples are sent. Invoices submitted outside of the designated period, according to guidelines, will not be processed in a timely manner

Required Sample Invoice InformationThe following information must appear on all invoices (Presentation, Photo, Wholesale, etc.):

Agent name (if applicable) Vendor name Invoice number (15 characters or less) Invoice date Brand (J. Crew, Madewell, Factory | Outlet) J. Crew contact/recipient (ATTN:) J. Crew Gender Category (Womens, Mens, Crewcuts) J. Crew Department (Wovens, Knits, Sweaters, Denim, etc.) Sample Type (Presentation, Direct Photo, Retail Photo, PR Photo, etc.) Development Season/Year PLM Product Number (Non-Apparel: use D card or Style Number for all adopted styles) Color name and color code Line item description Quantity Unit price ($USD)

Invoices with foreign (non-USD) currency MUST also include $USD converted total PLM Sample Request Number (Non-Apparel: use the sample request PO number provided by J Crew contact) GL code and corresponding IO, CC (cost center) or PC code Total Invoice Amount

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Photo Sample Invoice Example (J Crew Apparel)

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Photo Sample Invoice Example (Madewell Apparel)

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Photo Sample Invoice Example (J Crew Non Apparel)

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Photo Sample Invoice Example (Factory Non Apparel)

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Photo Sample Invoice Coding - J.Crew Womens (Apparel & Non Apparel)

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Photo Sample Invoice Coding - J.Crew Mens (Apparel & Non Apparel)

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Photo Sample Invoice Coding - J.Crew Crewcuts (Apparel & Non Apparel)

Photo Sample Invoice Coding – Madewell Womens (Apparel & Non-Apparel)

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Photo Sample Invoice Coding – Madewell Mens (Apparel & Non-Apparel)

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Photo Sample Invoice Coding – Factory | Outlet Women's (Apparel & Non-Apparel)

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Please note: TOP Samples must be made on the bulk production line and pulled from bulk production. Any samples made in a sample room should be coded as photo or presentation samples

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Photo Sample Invoice Coding – Factory | Outlet Men's (Apparel & Non-Apparel)

Please note: TOP Samples must be made on the bulk production line and pulled from bulk production. Any samples made in a sample room should be coded as photo or presentation samples

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Photo Sample Invoice Coding – Factory | Outlet Crewcuts (Apparel & Non-Apparel)

Please note: TOP Samples must be made on the bulk production line and pulled from bulk production. Any samples made in a sample room should be coded as photo or presentation samples

Sample Yardage Invoice Submission Process

Sample Yardage Invoice Guidelines:

• Each sample yardage invoice must include a PLM Sample Request Number in order to be processed. Invoices without this number will be rejected. • For Non Apparel, the invoice must include reference number provided by J Crew contact

• Invoices must be broken out by colorway with Sample Yardage and Tooling Charge separated with the respective GL codes and IO codes based on the department(s) and season(s) included.

• Separated showing the base fabric cost (coded to the Sample Yardage GL) and any additional costs (including development charges, screen charge, etc. coded to Tooling Charge) for every colorway.

• Sample yardage price should be listed as min bulk price.

• If the vendor has agreed to the pay for drops policy, they must adhere to the contract.

• Approval can only be based on the information provided on the PO, invoice operations does not have the fabric history.

All sample yardage invoices MUST be submitted during designated one month periods - NOT the time the fabrics ships out. Invoices that are not submitted during the designated period will be rejected.

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Sample Yardage Invoice Example

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Presentation + Wholesale Sample Invoice (Apparel)

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Women’s Summer 2019

IO Codes

Each category has a unique GL code. Subtotals by garment category

Presentation + Wholesale Sample Invoice (Non Apparel)

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Presentation Sample Invoice Coding - J.Crew Women's RETAIL (Apparel, Footwear, Accessories, and Denim)

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Presentation Sample Invoice Coding - J.Crew Women's WHOLESALE (Apparel, Footwear, Accessories, and Denim)

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Presentation Sample Invoice Coding - J.Crew Men’s RETAIL (Apparel, Footwear, Accessories, and Denim)

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Presentation Sample Invoice Coding - J.Crew Men’s WHOLESALE (Apparel, Footwear, Accessories, and Denim)

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Presentation Sample Invoice Coding – Madewell Womens RETAIL (Apparel, Non-Apparel, and Denim)

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Presentation Sample Invoice Coding – Madewell Womens WHOLESALE (Apparel, Non-Apparel, and Denim)

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Presentation Sample Invoice Coding – MADEWELL Mens RETAIL (Apparel, Non-Apparel, and Denim)

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Presentation Sample Invoice Coding – MADEWELL Mens WHOLESALE (Apparel, Non-Apparel, and Denim)

Presentation Sample Invoice Coding – J. Crew Crewcuts RETAIL (Boys & Girls)

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Presentation Sample Invoice Coding – J. Crew Crewcuts WHOLESALE (Boys & Girls)

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Presentation Sample Invoice Coding - FACTORY Women's (Apparel and Footwear, Accessories)

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Presentation Sample Invoice Coding – Factory | Outlet Men's (Apparel and Footwear, Accessories)

GL Number GL Name Year Season IO Number IO Name548300 Shirts 2019 Spring 6005124 Factory Mens Spring 19 Samples548303 Sweaters 2019 Summer 6005125 Factory Mens Summer 19 Samples548304 Bottoms 2019 Fall 6005126 Factory Mens Fall 19 Samples548305 Jackets/Blazers/Suiting 2019 Holiday 6005127 Factory Mens Holiday 19 Samples548306 Outerwear 2019 Spring 6005128 Factory F&A Mens Spring 19 Samples548307 Knits 2019 Summer 6005129 Factory F&A Mens Summer 19 Samples548308 Washed Product 2019 Fall 6005130 Factory F&A Mens Fall 19 Samples548309 Swim 2019 Holiday 6005131 Factory F&A Mens Holiday 19 Samples548310 Lounge/Sleep 2020 Spring 6005808 Factory Mens Spring 20 Samples548311 Active 2020 Summer 6005809 Factory Mens Summer 20 Samples548312 Footwear 2020 Fall 6005810 Factory Mens Fall 20 Samples548313 Jewelry 2020 Holiday 6005811 Factory Mens Holiday 20 Samples548314 Bags 2020 Spring 6005812 Factory F&A Mens Spring 20 Samples548315 Other Accessories 2020 Summer 6005813 Factory F&A Mens Summer 20 Samples548316 3rd Party Branded 2020 Fall 6005814 Factory F&A Mens Fall 20 Samples548317 Capsule/NYFW 2020 Holiday 6005815 Factory F&A Mens Holiday 20 Samples548318 General/Special Projects548319 Sample Yardage548320 Tooling Charge548178 Freight

I. Presentation Sample Guidelines• Presentation invoices include: Assortment Samples, Sample Yardage, Screen Charges, etc.• Include all information listed in the Required Sample Invoice Information on each submitted invoice. • Follow below coding instructions: o Category-specific GL code o Season-specific IO codes• If there are multiple GL codes on one invoice, each category GL code must be subtotaled.

Presentation Sample GL Codes Presentation Sample IO Codes

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Presentation Sample Invoice Coding - Factory Crewcuts (Apparel and Footwear, Accessories)

GL Number GL Name Year Season IO Number IO Name548300 Shirts 2019 Spring 6005140 Factory Boys Spring 19 Samples548301 Dresses 2019 Summer 6005141 Factory Boys Summer 19 Samples548303 Sweaters 2019 Fall 6005142 Factory Boys Fall 19 Samples548304 Bottoms 2019 Holiday 6005143 Factory Boys Holiday 19 Samples548305 Jackets/Blazers/Suiting 2019 Spring 6005144 Factory Girls Spring 19 Samples548306 Outerwear 2019 Summer 6005145 Factory Girls Summer 19 Samples548307 Knits 2019 Fall 6005146 Factory Girls Fall 19 Samples548308 Washed Product 2019 Holiday 6005147 Factory Girls Holiday 19 Samples548309 Swim 2020 Spring 6005808 Factory Boys Spring 20 Samples548310 Lounge/Sleep 2020 Summer 6005809 Factory Boys Summer 20 Samples548311 Active 2020 Fall 6005810 Factory Boys Fall 20 Samples548312 Footwear 2020 Holiday 6005811 Factory Boys Holiday 20 Samples548313 Jewelry 2020 Spring 6005812 Factory Girls Spring 20 Samples548314 Bags 2020 Summer 6005813 Factory Girls Summer 20 Samples548315 Other Accessories 2020 Fall 6005814 Factory Girls Fall 20 Samples548316 3rd Party Branded 2020 Holiday 6005815 Factory Girls Holiday 20 Samples548317 Capsule/NYFW548318 General/Special Projects548319 Sample Yardage548320 Tooling Charge548178 Freight

I. Presentation Sample Guidelines• Presentation invoices include: Assortment Samples, Sample Yardage, Screen Charges, etc.• Include all information listed in the Required Sample Invoice Information on each submitted invoice. • Follow below coding instructions: o Category-specific GL code o Season-specific IO codes• If there are multiple GL codes on one invoice, each category GL code must be subtotaled.

Presentation Sample GL Codes Presentation Sample IO Codes

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The following information must be included with all bulk liabilities:

Official Invoice (please follow Invoice Submission Instructions, page 2 & 3)

Liability Reference Number given by J.Crew contact

D.A.F (Deposition Action Form) completed by J Crew associate partner – example shown below

Your J Crew associate partner will send you a completed D.A.F form before you send an invoice to Invoice Operations – you must include this completed form with your invoice submission

The Invoice & D.A.F must be sent in ONE pdf file – labeled: Vendor Name/Season/Department/Invoice Number/LIABILITY

Documentation of fabric order from the mill (can be an invoice, sales contract, etc.)

Photo of liability fabric with visible & readable label showing that matches to fabric description

(color name, style/item #, etc.) included on D.A.F

PLEASE NOTE: Bulk Liabilities submitted without the above required documentation will not be processed

Bulk Liability Invoice Information

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Bulk Liability Invoice

Invoice Coding Guidelines –Bulk Liability Invoices (J.Crew, Madewell, Factory)

Category GL Account PC Category GL Account PCJC Retail Generic 512590 5023 JC Retail Generic 512600 5023MW Stores Generic 512590 5026 MW Stores Generic 512600 5026Factory Stores Generic 512590 5024 Factory Stores Generic 512600 5024JC Dir Womens 512590 6010JC Dir Mens 512590 6020JC Dir Crewcuts 512590 6030MW Dir Womens 512590 7310 Category GL Account PCMW Stores Womens 512590 7770 Stores 512600 5023JC Ret Womens 512590 7870 Direct 512600 6000JC Ret Mens 512590 7880JC Ret Crewcuts 512590 7890Factory Stores Womens 512590 7970Factory Stores Crewcuts 512590 7990

Short Payment | Bulk Payment Missed | Margin Accounts

Bulk Liabilities (Raw Materials, Trims, etc.)

Liability Invoice Guidelines• Include all information listed in the invoice standard information on each submitted invoice.• Must include a DAF for material/trim liabilities and carton expenses.• Follow below coding instructions:o Generic GL codeso Category specific PC codes

Carton Expenses

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