the logistics handbook for suppliers - s.spitz · the logistics handbook for suppliers standards...

The

Logistics HANDBOOK

for suppliers

Standards for the supply of goods

to S. Spitz GesmbH

Preface I

Version 1.1 Attnang-Puchheim

Preface

The quality of our products depends ultimately on the quality of our suppliers. This is mir-

rored among other thinks in the quality of the goods and materials supplied which is the

reason why it is a matter of importance to Spitz to make the necessary information for the

conformal supply of goods available to all of our suppliers.

The present document contains standardized guidelines for all of the deliveries of goods

to S. Spitz GesmbH and serves as a reference for the delivery quality to be adhered to.

Deviations from the agreed guidelines are noted by Spitz and charged to the supplier,

depending on the expenses incurred.

In the event that the suppliers work with logistics service providers for delivery, the suppli-

er has to make sure that the necessary standards are also adhered to by the former.

With the present delivery guidelines, openness and accountability are actively introduced

to the respective requirements of Spitz for various areas pertaining to the supply of goods.

This allows you, our supplier, to carry out well-aimed measures for the improvement of the

quality of supply. The reduction in expenditure which results from this leads again to the

optimization of the logistics costs which has a favourable impact on all those involved in

the process.

For any general questions on the Logistics Handbook, please contact the following ad-

dress:

S. Spitz GesmbH

Siegfried Amering

Gmundner Straße 27

4800 Attnang-Puchheim

Tel.: +43 (0) 7674 / 616 - 764

Fax: + 43 (0) 7674 / 860

E-Mail: [email protected]

Index of Contents II


Index of Contents

PREFACE ......................................................................................................................... I

INDEX OF CONTENTS .....................................................................................................II

LIST OF ABBREVIATIONS ............................................................................................. IV

LIST OF FIGURES ........................................................................................................... V

LIST OF TABLES .......................................... FEHLER! TEXTMARKE NICHT DEFINIERT.

1 INCOMING GOODS ............................................................................................1

1.1 Place of delivery ..................................................................................................1

1.2 Delivery times ......................................................................................................1

1.3 Sortiment .............................................................................................................1

1.4 Means of transport ..............................................................................................2

1.5 Unloading of goods ..............................................................................................2

2 SUPPLY INFORMATION AND ACCOMPANYING DOCUMENTS .....................3

2.1 Master data .........................................................................................................3

2.2 Accompanying documents and their transmission ...............................................3

2.2.1 Organic products ........................................................................................................3

2.2.2 Delivery note/delivery papers ......................................................................................3

2.2.3 Cleaning certificate .....................................................................................................5

2.2.4 Weighing slip ..............................................................................................................5

2.2.5 Analysis certifcate with raw materials ..........................................................................5

2.2.6 Electronic administrative document (eVD)...................................................................6

2.2.7 Declaration from supplier for goods with a preferential origin status ............................6

2.3 First time deliveries of materials ..........................................................................6

2.4 Electronic data interchange – EDI .......................................................................6

3 LABELLING OF GOODS ....................................................................................7

3.1 Labelling of packaging material ...........................................................................7

3.2 Labelling of raw materials ....................................................................................9

3.3 Condition of the goods.......................................................................................10

3.4 Temperature requirements ................................................................................11

3.4.1 Adherence to transport temperature ......................................................................... 11

3.4.2 Proof of transport temperature .................................................................................. 11

3.5 Traceability ........................................................................................................12

3.6 Remaining term .................................................................................................12

3.7 General hygiene and cleanliness .......................................................................12

3.8 Pests and Pest control ..........................................................................................12

Index of Contents III


4 LOADING DEVICES .........................................................................................13

4.1 Possible loading devices for the delivery of goods .............................................13

4.2 Pallet quality ......................................................................................................14

4.3 Requirements of goods for transportation ..........................................................15

4.3.1 Weight...................................................................................................................... 15

4.3.2 Height ...................................................................................................................... 15

4.3.3 Authorised excess length .......................................................................................... 16

4.3.4 Transport safety device ............................................................................................ 16

5 LABELLING OF TRANSPORT UNITS .............................................................17

5.1 Content and layout of the transport label ...........................................................17

5.2 Positioning of transport label .............................................................................21

6 HANDLING OF RETURNABLE CONTAINERS ................................................22

6.1 Exchange procedures for returnable transportation drums ................................22

6.2 QUALITY OF PALLETS for exchange ...............................................................22

6.3 Rental system – CHEP pallets ...........................................................................22

7 REJECTION OF GOODS AND COMPLAINTS .................................................23

7.1 Reasons for rejecting products ..........................................................................23

7.2 Processing of complaints ...................................................................................24

8 SERVICE CHARGES ........................................................................................26

8.1 Quality defects upon supply...............................................................................26

8.1.1 Supply documents and master data .......................................................................... 26

8.1.2 Loading devices/pallet .............................................................................................. 26

8.1.3 Transport label resp. Bar code .................................................................................. 27

8.2 Evaluation and settlement of accounts ..............................................................27

9 APPENDIX ......................................................................................................... V

9.1 ECR-recommendation for supply note ................................................................ V

9.2 Exchange criteria in European Pallet-Pool for Euro-pallets ................................ VI

9.3 Checklist for transport inspection ...................................................................... VII

9.4 Detailed description of service charges ........................................................... VIII

List of abbreviations IV


List of abbreviations

Instructions. ..... Delivery

Aut. .................. Automatic

ie...................... id est

EDI .................. Electronic Data Interchange (elektronischer Datenaustausch)

€ ...................... Euro

eVD ................. electronic administrative document

GTIN ................ Global Trade Item Number (previously EAN – European Article Number)

lt....................... according to

m ..................... Metre

mm .................. Millimetre

MHD ................ Best before date

No. ................... Number

Pos. ................. position

PRP ................. Primary packaging materials

ROH ................ Raw materials

SSCC............... Serial Shipping Container Code

StVO ................ Road Traffic Regulations

TEH ................. Transport unit

e.g. .................. for example

List of figures V


List of figures

Figure 1: Sample layout for labelling of packaging material (GS1-128) ..............................8

Figure 2: Attachment of labels/bar codes on outer packaging ............................................9

Figure 3: Sample layout for labelling of raw materials (GS1-128) .....................................10

Figure 4: Exchangeable Euro-pallet .................................................................................14

Figure 5: Non exchangeable pallet ...................................................................................15

Figure 6: Pallet stacking and maximum excess length .....................................................16

Figure 7: Sample layout of a transport label .....................................................................20

Figure 8: Attachment of at least two transport labels ........................................................21

Figure 9: Positioning of transport label .............................................................................21

Figure 10: ECR-recommendation for a delivery note ......................................................... V

Figure 11: Exchange criteria for Euro-pallets ................................................................... VI

Figure 12: Checklist for transport inspection on behalf of Spitz ....................................... VII

Figure 13: Nr. 5 – Dimensional errors .............................................................................. XI

Figure 14: Nr. 6 – Replacing defective pallets .................................................................. XI

Figure 15: Nr. 9 – Wrong type of pallet............................................................................. XI

Figure 16: Nr. 10 – Film wound round pallet block ........................................................... XI

Figure 17: Nr. 11 – Film tails ........................................................................................... XII

Figure 18: Nr. 13 – Label below film ................................................................................ XII

Figure 19: Nr. 18 - Barcode not legible............................................................................ XII

List of tables

Table 1: Possible loading devices for supply of goods to S.Spitz GesmbH ......................13

Table 2: Possible delivery heights ....................................................................................15

Table 3: AI in SSCC for Spitz ...........................................................................................18

Table 4: Reasons for rejecting goods ...............................................................................24

Table 5: Detailled description of service charges .............................................................. X

Incoming goods 1


1 Incoming goods

In this Logistics Handbook, Spitz has laid down the desired standards for the delivery of

goods. These basic guidelines apply to all of the supplies. For special materials, additional

and separate contracts respectively framework agreements are concluded with detailed

purchasing specifications, these apply – if they exist – in addition.

1.1 Place of delivery

Goods are to be supplied to the following address:

Delivery address: S. Spitz GesmbH

Warenübernahme (“Goods receipt”)

Gmundner Straße 27

4800 Attnang-Puchheim, Austria

Tel.-No.: +43 (0) 7674 / 616

Any deliveries which deviate from this address will, if the need arises, be expressly re-

ported.

The supplier declares himself in agreement and gives Spitz permission to perform any

pocket, car pool and alcohol checks on the company premises at any time. The freight

forwarder will obtain consents from the drivers he has employed.

1.2 Delivery times

The general times for the acceptance of goods at the site in Attnang-Puchheim are

Monday to Thursday, 06:45 a.m. – 04:00 p.m.

Friday, 06:45 a.m. – 02.00 p.m.

Any deliveries outside of these times have to be agreed in advance and specified for the

order in question. Spitz reserves the right to reject deliveries which are not on the agreed

delivery dates and within the delivery time frames, as the case may be.

1.3 Range of products

Spitz buys various groups of products to which, in part, different requirements apply (e.g.

authorised loading devices, transport temperature, etc.). As required, specific require-

ments are dealt with in the following chapters respectively in separate specifications.

Incoming goods 2


Spitz differentiates mainly between two product groups whereby these can be divided

down further.

Packaging material

Raw materials

o Frozen foods

o Tanker goods

o ORGANIC products

1.4 Means of transport

A corresponding means of transport is to be selected for the transportation of the goods

which complies with the requirements.

Spitz shall not accept any deliveries of goods with jumbo trucks (with the exception of the

delivery of cans), since these are too low for unloading on the ramp.

1.5 Unloading of goods

Unloading the goods from the truck on the ramp is performed by the driver whereby suit-

able unloading equipment is to be made available by the goods receipt department (lifting

carts). The industrial trucks made available by Spitz must be treated with care and only

people who are authorised and have the knowledge may be employed to operate them.

In the same way it should be kept in mind that the keys for the electrical lifting trucks are

to be immediately handed back to the goods receipt department after finishing unloading.

The costs for a new key will otherwise have to be charged (compare point 9.4 in the ap-

pendix).

When unloading fast-moving consumer goods in warehouses close to production, the un-

loading shall be performed by Spitz. The driver will receive more detailed information

about the place of unloading from the goods receipt department where all the drivers who

arrive at the company have to sign in.

For safety reasons for the duration of their stay on the company premises of Spitz, all the

drivers are subject to a strict obligation to wear a high visibility vest and to wear safety

shoes. The road traffic regulations apply on company grounds as does a speed limit of

20 km/h. Smoking on the company grounds is strictly forbidden, with the exception of

the areas which are designated.

Information for deliveries and accompanying documents 3


2 Information for deliveries and accompanying documents

The following information and documents are to be relayed unrequested to Spitz by the

supplier in relation to the deliveries of goods.

2.1 Master data

The supplier makes sure that all of the master data requested is made available to the

purchasing department of Spitz. Changes in the supplier's master data (e.g. the address,

etc.) are to be notified without delay. Changes in the item master data (e.g. the delivery

time, units of quantity per pallet, etc.) must be made known before these changes and

agreed with Spitz.

2.2 Accompanying documents and their transmission

This section contains information about the necessary documents, their transmission and

about the respective number of copies required for the supply of goods.

Basically Spitz can demand all of the documents which are necessary to record the cor-

rect procedure (e.g. adherence to the distribution cold chain, special requirements for

ORGANIC products, etc.). This is added to the specifications in advance.

2.2.1 ORGANIC products

The ORGANIC control number must be indicated on all of the supplies of ORGANIC

products.

2.2.2 Delivery note/delivery papers

With each delivery of goods, it is imperative that a corresponding delivery note is attached

and shown to the Spitz goods receipt department. All of the data on the delivery pa-

pers must agree with the pertinent goods supplied.

The supply note is to be issued in German, or alternatively in the English language.

When the delivery of an order is divided up between several trucks, or has to be divided

up, then a delivery note is to be sent with each truck. If the delivery is in a tanker, three

copies of the delivery note must be attached.

If confirmation of the receipt of the goods from Spitz is desired on behalf of the supplier on

the delivery note respectively counter-sheet, then this copy is to be brought along with the

delivery of the goods.

If the delivery note is missing, the goods cannot be accepted, the truck is automati-

cally placed at the back of the row and the service charge for missing delivery notes is

charged.



In accordance with the legal CMR regulation, a CMR bill of consignment is to be attached

to the delivery (with deliveries over 50 km). If, according to the law, other documents are

to be included, then these are also to be handed to Spitz in a suitable form upon delivery.

The ECR standard delivery note is desirable as the delivery note (see appendix for sam-

ple, point 9.1). In any case the following data is to be indicated on the delivery note:

The name and address of the supplier or sender

(incl. some reference to the party invoicing when this is done via a sub-supplier)

The name and delivery address of the recipient

Delivery date

Delivery note number

Order No.

Item number (GTIN) and Spitz article number

The precise designation of the article/item

Quantity and unit of quantity (precise number of packages)

Content per unit of quantity respectively piece per pallet

Weight per article

(gross/net/unladen weight, when this is not indicated on a separate weighing sheet)

Type + number of containers respectively pallets

For the transport of foodstuffs which require chilling and deep freezing, it is compulso-

ry to note the set transportation temperature on the delivery papers/consignment

note.

If this becomes necessary due to the products, the following data must also be indicated:

Batch number

Best before date per pallet (with perishable goods)

Production date (with non-perishable goods)

Serial number of returnable containers (if possible clearly identified using the GRAI

– Global Returnable Asset Identifier, AI 8003)

ORGANIC certificate number (with organic products)

ORGANIC control number (with organic products)

With raw materials, the country of origin and the customs tariff number are to be

indicated on all papers including the invoice.

Moreover, the delivery papers must contain all the specific legal regulations and/or certif i-

cation standards specified for the respective supplier.

If all of the data required is not contained on the delivery note, the supplier will be corre-

spondingly evaluated in the supplier evaluation in addition to the consequences named in

point 8.1.



2.2.3 Cleaning certificate

With product deliveries in

tankers,

Reusable containers (e.g. steel or plastic containers),

and in part for sack respectively pallet goods

a corresponding cleaning certificate is to be included and handed over together with the

delivery papers when delivering the goods. As a general help as to whether a cleaning

certificate is necessary, the article number from Spitz can be consulted.

If this starts with ROH (raw material) or with PRP (primary packaging materials) then a

cleaning certificate for the means of transport is needed even with pallet and bagged

products.

The cleaning certificate must reveal the following information:

How was the cleaning carried out?

(e.g. mechanically via dry suction/vacuuming, using a brush, etc.)

What was used (detergent) for cleaning?

What was cleaned?

(What small chambers in tankers, reducers/screw connections, hoses, etc.)

Cleaning intervals

What had been previously transported?

Spitz regularly carries out inspections upon delivery, during which the cleanliness of the

means of transport is inspected. For your information, regarding to what Spitz pays partic-

ular attention, our checklist for transport inspections is included in the appendix under

point 9.3.

2.2.4 Weighing slip

A weighing slip is to be included with all deliveries in tankers. With uncountable goods,

a weighing slip can either be transmitted or the gross and net weights are indicated on the

delivery note.

To be able to get to the root of any possible differences in the weight indicated by the

supplier and the acceptance weight ascertained by Spitz for supervisory purposes, both

the gross and the net weight must be indicated on the weighing slip. Complaints are made

for deviations from the actual weight.

The weighing slip from Spitz is transmitted to the forwarding agent for this reason. If the

supplier requires this information, he has to contact the forwarding agent.

2.2.5 Certificate of analysis for raw materials

When supplying raw materials, the supplier must issue and transmit a certificate of analy-

sis. This is to be sent in advance to Spitz for each delivery or at the latest together with

the delivery papers and the products.



2.2.6 Electronic document of administration (eVD)

The electronic transmission of an administrative document is necessary for the delivery of

alcoholic beverages (electronic document of administration). For deliveries within Austria

this already applies to supplies within the EU or third countries as of 01.04.2010.

In the future it will only be necessary to refer to the electronic document of administration

through the ARC number on the delivery papers.

2.2.7 Supplier’s declaration for products with preferential origin status

In the event that Spitz requires a declaration from the manufacturer for certain groups of

products, then this will be asked for separately.

The declaration of suppliers must be issued as in EU Regulation (EG) No. 1207/2001.

Details can be found under the following link:

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2001:165:0001:0012:DE:PDF

2.3 First-time deliveries of materials

In the event of first-time deliveries and changes in an existing material, S. Spitz require a

sample to be attached to the delivery for the incoming goods inspection.

E.g. with films it is sufficient to have 5-10 sections (e.g. of blister films) so that the goods

do not have to be opened as a whole.

2.4 Electronic data interchange – EDI

Spitz strives to introduce an electronic data interchange (Electronic Data Interchange -

EDI) with its suppliers. If a supplier is interested in simplifying the business relationship

with Spitz by means of EDI, then Spitz will separately inform the respective supplier as

and when this is required.

Basically this is the paperless transmission of standardised documents, in a pre-defined

format. Examples of this are e.g. orders, delivery notices or invoices.

A separate agreement stipulates the technical pre-requisites and format of messages.

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2001:165:0001:0012:DE:PDF

Labelling of goods 7


3 Labelling of goods

In the section which follows, the requirements are described which are to be adhered to

on behalf of the supplier with regard to the labelling of goods. All of the bar codes and

labelling must comply with the guidelines of GS1. For further information see GS1 Austria:

http://www.gs1austria.at.

At least quality class 1.5, according to ISO/IEC 15416, is to be attained as the quality

standard for all of the bar codes.

To be able to guarantee a trouble-free co-operation, we require you, our supplier, to make

a test label available to us in advance. If this label complies with our requirements, you

will receive positive confirmation from us in writing.

Likewise we recommend that you have your labels checked in advance at GS1 with re-

gard to the quality requirements.

3.1 Labelling of packaging material

Basically each secondary packaging (non-returnable packaging such as e.g. plastic or

carton boxes, paper outer packaging, shrink fit packaging, roll steers, etc.) is to be tagged

with clear text as well as with a machine-readable code (GS1-128 (EAN 128) or EAN-13).

It must be possible to read the content clearly and in purely visual terms it must be possi-

ble to make a connection to the delivery note (e.g. through the order number).

The following information should be included in plain text:

Spitz article number

Article designation

The number of units of quantity contained

The batch number

The production date (with non-perishable goods)

resp. the best before date (with perishable goods).

http://www.gs1austria.at/



Figure 1: sample layout for the labelling of packaging material (GS1-128)

For the bar code contained in the label, an EAN13 can be used as an alternative, when

labelling with GS1-128 is not possible.

The sizing requirements of a GS1-128 bar code symbol:

min. X-module 0.495 mm

Height without the line of plain text 32 mm.

The sizing requirements of an EAN-13 bar code symbol (can also be used as an alterna-

tive):


Height with line of plain text with an X-Module of 0.495 mm equals at least 38.9

mm.

The labelling is to be performed in accordance with the GS1-Standard on two sides of the

packaging (see Figure 2) respectively on the core or sleeve with material such as films,

labels etc.. Direct visual contact with the products contained is helpful (e.g. with cardboard

packagings which are stacked on the pallet when one piece is identifiable).



19mm

Minimum

32mm

Ziel

Figure 2: attachment of labels/bar codes on the outer packaging

3.2 Labelling of raw materials

Basically each secondary packaging (non-returnable packaging such as e.g. plastic or

carton boxes, paper outer packaging, shrink fit packaging, roll steers, etc.) is to be tagged

with clear text as well as with a machine-readable code (GS1-128 (EAN 128) or EAN-13).

It must be possible to read the content clearly and in purely visual terms, it must be possi-

ble to make a connection to the delivery note (e.g. through the order number).

The following information should be included in plain text:

Spitz article number

Article designation

Best before date

Batch or lot number

Net content (piece or weight)

Hazard warnings (if required)

Storage conditions in the case of special requirements



Figure 3: sample layout for the labelling of raw materials (GS1-128)

For the bar code contained in the label, an EAN13 can be used as an alternative, when

labelling with GS1-128 is not possible.

The sizing requirements of a GS1-128 bar code symbol:


Height without the line of plain text 32 mm.

The sizing requirements of an EAN-13 bar code symbol (can also be used as an alterna-

tive):


Height with line of plain text with an X-Module of 0.495 mm equals at least 38.9

mm.

3.3 Condition of the goods

The goods must comply with the following general requirements of condition:

The goods must be in a perfect condition, i.e. no damages, contaminations, etc..

The goods must be stacked homogenously or rather single-material on an authorised

loading device.

Products which risk falling down during transportation by lorry/train or in the ware-

house, must be secured using a corresponding transport safety device (For details

see point 4.3.4).



All of the cartons on the pallet must reveal the same best before date respectively the

same batch number.

The supplier must take corresponding measures to avoid the delivery of faulty goods. If

the product delivered does not comply with the specifications agreed with Spitz, it shall be

deemed faulty and the procedure shall be as under point 7.

Damage or impairments of the goods during transportation must be notified by the

driver immediately after these have been determined by the goods receipt department.

3.4 Temperature requirements

The following general temperature requirements are to be adhered to. If required, addi-

tional specifications will be made known for certain articles respectively individual product

groups by Spitz.

3.4.1 Maintenance of transport temperature

The transport should be carried out so that the transported goods, in particular food stuffs

respectively raw materials, are constantly kept at a suitable temperature. To protect all the

product groups (also non foodstuffs) from damage due to frost, cold, heat, drying or other

climatic damages, generally attention must be paid to observe the correct temperatures

appropriate for the transported goods and the duration of transportation (if necessary

heating during the winter months) and, if necessary, to cover the loaded goods.

Products which have to be deep frozen or chilled are to be transported in separate

transport units (at the least e.g. by means of a separating wall). The respective current

food stuff requirements must be adhered to during the entire transportation procedure,

unloading and possible reloading.

In the event of failure to observe the specified temperature, the supplier shall assume lia-

bility for all consequential damages. With regard to the transportation of sensitive and eas-

ily perishable food stuffs/raw materials, as required long-term cooling should be used dur-

ing transportation, to keep the fluctuations in temperature as low as possible.

3.4.2 Verification of transportation temperature

Since maintaining the cold chain is a decisive factor for the safety and preservability of

food stuffs, this has to be accountable without any gaps. The recording of the transport

temperature is, therefore, essential and it must be possible to prove this upon delivery.

If the temperature requirements are not fulfilled during transportation, respectively upon

delivery, or if adherence to this cannot be proven correctly, then the products have to be

rejected by Spitz.



3.5 Traceability

The legally valid minimum requirements regarding traceability have to be adhered to.

To simplify the identification of best before dates and batches within the framework of re-

calls, in any case

the precise article designation,

the article number (GTIN) of the article respectively of the material,

the batch number of the articles contained

and the minimum best before date respectively the production date

must be indicated on every outer packaging and must be readable from the outside on

the pallet for each and every package.

If this pre-requisite is not satisfied, the entire stock will be returned by S. Spitz GesmbH in

a recall action.

3.6 Remaining term:

If a specific remaining term is agreed for raw materials or easily perishable goods, then it

is imperative that this is adhered to. The period of time between the delivery day and the

best before, respectively the use-by date of the goods, is understood as the remaining

term.

The agreed remaining term is included in the article specifications by Spitz. In the case of

lower deviations of the agreed remaining term, Spitz reserves the right to reject products.

Spitz reserves the right to charge the costs incurred by a rejection to the supplier (See

point 7 of the Logistics Handbook for this.).

3.7 General Hygiene and Cleanliness

Transit trucks and containers for the transportation of the foods stuffs, must be easy to

clean and in a clean condition. Food stuffs have to be transported so as to exclude any

detrimental influences. Food stuffs are – if necessary – to be separated from other goods

(food stuffs and non food stuffs) which are conveyed in the same transport unit (e.g. by

packaging) to prevent these from having a negative influence on each other.

3.8 Pests and pest control

The supplier must plan suitable measures to prevent the goods coming into contact with

pests. If it can be proven that pests are conveyed to Spitz with the goods or the delivery

from a supplier, then the supplier shall be liable for all consequential damages at Spitz

and their customers.

In this case, Spitz can demand a pest control action plan from the supplier.

Loading devices 13


4 Loading devices

The following section contains information about potential loading devices which may be

used for product supplies, as well as the quality required and nature of these.

4.1 Possible loading devices for the delivery of goods

All common loading devices may be used for the delivery of goods, provided that no spe-

cific loading device was specified when concluding the contract with Spitz. In this case the

specification regarding the containers and loading devices is compulsory for each delivery

of goods.

For raw materials, designated with the Spitz-article number ROH, we require deliveries

on plastic pallets (e.g. H1 pallet).

In the following, the possible loading devices are listed with their basic dimensions.

Loading devices Basic dimension

Euro pallet resp.

Euro barred box 800 mm x 1,200 mm

Industrial pallet 1,000 mm x 1,200 mm

Plastic pallet

e.g. H1 pallet (in the Euro format, as a half or quarter pallet)

e.g. for cans, with or without a metal frame (1,180 mm x

1,250 mm)

CHEP-pallets B1208A with 800 x 1.200 mm

B1210A with 1,000 x 1,200 mm

Barred box 1,240 mm x 835 mm

One-way pallet 800 mm x 1,200 mm

1,000 mm x 1,200 mm

Table 1: Possible loading devices for supply of goods to S. Spitz GesmbH

When delivering on one-way pallets it should be observed that the height of the fork

clearance must equal at least 10 cm otherwise it will not be possible to unload using a

lifting cart.

Loading devices 14


4.2 Pallet quality

During the incoming goods inspection, a visual check of the pallets is performed. In the

event that faulty or extremely dirty pallets are supplied and the products placed on these

suffer from this, Spitz reserves the right to immediately return the respective pallet includ-

ing the products to the supplier. If the products on the damaged pallet are in order, the

products can in fact be accepted, but no pallets shall be exchanged for the number of pal-

lets affected.

The exchange criteria of EPAL for Euro pallets (see also point 9.2 in the appendix) apply

to the quality of pallets accepted by Spitz.

CD (Czech Republic) and MAV (Hungary) pallets with a production date as of January

2006 without a pallet brace in the middle block will not be accepted. In the same way PKP

pallets (Poland) shall not be accepted since they are not represented in the Euro-Pool

(applies to production dates as of 01.05.2004).

Figure 4 depicts an exchangeable EUR pallet.

Figure 4: exchangeable Euro pallet

If a pallet reveals one or several of the following damages, the pallet will not be accepted

or exchanged by Spitz (see also Figure 5).

Pallets will not be exchanged if:

a bottom board or outer top board is so splintered or broken that a nail or screw

shaft is visible,

not at least one identification mark (EUR- or sign of the pool container owner) of

the pallet is provided and readable,

a board is missing or broken,

a block is missing or splintered or broken so that the nailing or screwing is visible,

the general condition is so bad that the load-bearing capacity is no longer guaran-

teed (frail and rotten, strong splintering) or loaded products can be contaminated

or damaged,

Loading devices 15


unauthorised construction parts have obviously been used (e.g. boards which are

too thin, blocks which are too narrow, etc.).

Figure 5: non-exchangeable pallet

For a trouble-free and functional exchange of pallets, information about the number and

type of pallets (Euro, Din, H1, etc.) is to be directly indicated on the delivery papers.

4.3 Requirements of the goods for transportation

In the following the requirements Spitz makes of the transportation goods are summa-

rised. Information about the labelling of the loading devices is summarised in point 5.

4.3.1 Weight

The total weight of a pallet may total a maximum of 1,000 kg. Changes are only possible

with prior agreement and the consent of Spitz.

4.3.2 Height

The following heights of the transport units (incl. the pallet) are possible as a standard for

supplies to Spitz:

Possible heights

1,650 mm

2,300 mm

Table 2: possible delivery heights

Deliveries of cans represent an exception to these heights.

The respective pallet height is to be agreed with Spitz in advance for each article. In

this respect the optimal balance between the use of space on the truck respectively in the

warehouse of Spitz and the range of the article is to be sought. The height agreed is to be

adhered to for the entire period of the business relationship and may not be changed

without previous agreement from Spitz.

Loading devices 16


Pallets which exceed the dimensions indicated above without prior agreement with Spitz,

shall not be accepted.

The stacking of pallets is permissible when the goods located on the other pallet allow this

without suffering any damage. To allow stacking, the goods must be of the same height

and have a straight finish (e.g. no casks of different heights for raw materials).

4.3.3 Authorised excess length

Any stacking beyond the groundplan of the transport unit is to be avoided. For an

excess pallet length caused by transportation, a tolerance limit is determined both with

regard to the length and width of a maximum of 4 cm IN ALL. If this tolerance limit is ex-

ceeded, the transportation unit will cause problems with the warehousing.

If the groundplan is exceeded beyond the specified tolerance limit, Spitz shall decide at

their own discretion whether the pallet is to be accepted or not. Spitz reserves the right to

charge the costs incurred by a rejection respectively the restacking of pallets to the sup-

plier (see also section 23.).

Goods departing Goods arriving

Figure 6: pallet stacking and maximum excess length

4.3.4 Transport safety device

To ensure that the goods are delivered safely and to minimise the danger of transport

damages, all of the supplies prepared for dispatch by the supplier must be packed in ac-

cordance with the basic legal requirements, safe for transport and tamper-proof. The

transport safety device must, moreover, prevent the load from shifting.

Before transportation

+ 0 cm + 0 cm

After transportation

Max. + 4 cm in total

Labelling of transport units 17


5 Labelling of transport units

The following labelling regulations apply to the labelling of transport units (e.g. pallet or

reusable transport packaging).

Each unit of dispatch is to be labelled with a transport label, which complies with the

GS1/ECR standard. To help you, we would be happy to make the GS1/ECR document

available to you if needed (resp. GS1) for the design of transport labels.

Data pressed on to the transport label has to be in plain text and in the form of a GS1-

128 (EAN-128) bar code.

5.1 Content and layout of the transport label

Solely SSCC (Serial Shipping Container Code) are used for the labelling. The SSCC (la-

belled with bar code in GS1-128 Code) is an international labelling standard which clearly

identifies the transport unit worldwide. The bar code is designed in a modular fashion

whereby standardised Application Identifiers (AI) are used for the identification of the ap-

plication.

The following content must absolutely be attached to the transport label for Spitz. This is

also important for reasons of traceability:

Serial Shipping Container Code (SSCC)

GTIN of the article/of the production material

Batch of the article/of the production material

Quantity

Details of the date

o Best-before date (MHD) with perishable goods (raw materials)

o Production date with non-perishable goods (packaging material)

Possibly additional details in the case of goods with variable quantities



The following AI may be used:

AI Contents Abbreviated des-ignation

00 Serial Shipping Container Code SSCC

01 Global Trade Item Number (of transport unit) GTIN

02 GTIN-Number of trade units contained in the transport unit

CONTENT

10 Batch number / batch number BATCH / LOT

11 Production date (YYMMDD) PROD DATE

15 Best-before date (YYMMDD) BEST BEFORE or

SELL BY

37 Quantity of trade units contained in the transport unit

COUNT

422 Country of origin of goods COUNTRY - INITIAL

PROCESS

310n* Net weight in kilograms (for units varying in quantity)

NET WEIGHT (kg)

Table 3: AI in SSCC for Spitz

* „n“ indicates the number of decimal places.

The products on the transport unit decide what information is required. Information for the

linking of the respective AI (= for joint use within an SCC) can be found in the Download-

Document: „Application Identifier - linking“ on www.gs1austria.at.

GS1 defines the quality aspects, such as e.g. the readability (the proportions, magnifica-

tion factors, check digit calculation etc.) of the bar code. 1.5 is considered to be the mini-

mum requirement for quality.

If all the necessary data is included on the label, then the layout design rests on the sup-

plier. A „Desirable Layout“ on behalf of Spitz is shown in the following. This can serve as a

good guideline for you for the design.

http://www.gs1austria.at/



The GS1 layout principle is considered to be the minimum requirement:

Top: Free text part

Middle: Plain text part

Bottom: Bar code part

The free text should be used for the sender, recipient, article designation and

the Spitz article number.

The last three letters of the SSCC in plain text must be shown in the free text

part on the label in a larger font for better readability.

In general, all the additional information, which is not contained in the bar codes, is

to be indicated here.

The plain text comprises the human-readable presentation of the GS1 data which

is depicted in the bar codes.

The bar code part must contain the information demanded in the form of the GS1-

128 bar code symbol(s) depending on the composition of the dispatch unit (raw

material, packaging material, etc.).

Size requirements for bar code symbols: min. X module 0.495 mm, height without

line of plain text 32 mm.



Figure 7: sample layout of a transport label

To ensure that co-operation runs without any problems, we request that our suppliers

make a test label available to us in advance. If this label complies with our requirements,

you will receive positive confirmation from us in writing.

Likewise we recommend that you have your labels checked in advance at GS1 with re-

gard to the quality requirements.



5.2 Positioning of transport label

The loading devices must be equipped with one label each at least on the long side and

narrow side. This increases the reading rate (See Figure 8.).

In an ideal case, each pallet is to be equipped with the transport label on four sides.

Zwei identische Etiketten verbessern die Leserate

Figure 8: attachment of at least two transport labels

With a loading height of > 1 m, the SSCCs must be attached at a height of between 400

mm and 800 mm above the floor space. At a height of < 1 m, the bar code symbols are to

be attached as high as possible, however, not higher than 800 mm from the floor area.

The bar code may not be attached closer than 50 mm to the vertical edge.

Figure 9: positioning of transport label

With wire mesh grates, barred boxes, etc. onto which the label cannot be stuck, special

label fixtures are to be assembled.

Handling of returnable containers 22


6 Handling of returnable containers

Returnable transportation drums are exchanged at Spitz in accordance with the following

procedure.

6.1 Exchange procedures for returnable transportation drums

Basically the handling of pallets is performed using the usual exchange procedure step

by step, i.e. for the number of pallets supplied, the supplier receives the same number of

exchange pallets back again. The pallets respectively containers listed below are ex-

changed in a normal serviceable and tradeable condition. Non exchangeable pallets are

excluded from the barter.

If the exchange cannot be performed step by step, as with special exchange containers

(e.g. containers, casks, etc.), a suitable date is agreed for the collection of the empties

and a so-called „pallet account“ is administered by Spitz.

If the driver refuses to exchange pallets step by step, then the claims to the respective

number of pallets shall expire.

Spitz currently exchanges the following pallets respectively containers:

Euro pallets

Plastic pallets

Pallet inserts of plastic/paperboard/wood

Canisters

Drawer-containers

Cartons

Pool-crates

DIN pallets

Industrial pallets

Containers

Barred boxes

Containers

Balloons

Tray

If the supplier desires other transport containers, this has to be specially agreed in ad-

vance. In the same way, the exchange procedure has to be agreed between Spitz and the

supplier in advance.

6.2 Quality of pallets for exchange

Pallets which are to be exchanged, must satisfy the requirements for pallet quality in point

4.2. Otherwise no exchange will be carried out.

6.3 Rental system – CHEP pallets

Spitz also accepts CEP pallets for the delivery of goods. This rental system variant does

not foresee the exchange of pallets. The empty pallets are collected by forwarding agents

of Messrs. Chep.

Rejection of goods and complaints 23


7 Rejection of goods and complaints

Spitz reserves the right to refuse goods which are not in accordance with the regulations.

In the following the reasons for rejecting goods are summarised and the procedure for

complaints is described.

If quality defects occur which are described in point 8.1 , then the goods will be accepted

and the supplier responsible for this will be correspondingly charged.

7.1 Reasons for rejecting products

In the following summary, the reasons for rejecting goods are listed in an exemplary fash-

ion whereby the list makes no claim to be complete. In cases like these, the decision

whether the goods can be accepted always lies with Spitz.

Quality defects upon arrival Measure

Negative deviations of pallet and/or

goods,

such as e.g. damaged goods, contami-

nation, smell, pests/vermin or traces of

pests, deviation from general hygiene

and cleanliness

Rejection of goods

Supplies of goods out of delivery times

without previous agreement with Spitz

Rejection of goods

In a goodwill gesture Spitz can accept

the goods in as far as this is possible

Supply of different batch numbers per

pallet

Rejection of goods

The temperature range prescribed for

the goods was not adhered to

Rejection of goods

Undercutting of agreed

remaining term

Rejection of goods

Possible alternative:

the goods can still be accepted only af-

ter agreement and express approval

from Spitz when a near-term use is

planned by Spitz. The remarks for de-

fects level 2 (see section 7.2) apply

The goods do not comply with the quali-

ty and composition demanded

(also e.g. caused due to the faulty load-

ing devices)

Rejection of goods


near-term elimination of defect by and

at the cost of the supplier

Missing, faulty or wrong

identification of goods respectively of

Rejection of goods

Possible alternatives:



the transport unit 1.) After agreement with Spitz, near-

term elimination of defect by the suppli-

er and at the cost of the supplier (e.g.

subsequent labelling, repacking, trans-

mittance of faulty resp. corrected doc-

uments, etc.)

2.) Spitz eliminates the defect inde-

pendently and charges the agreed ser-

vice charge (see section 8).

Missing supply documents

(e.g. delivery note, cleaning certificate,

etc.) or missing statutory requirements

on the delivery papers

Rejection of goods


The missing respectively corrected pa-

pers and/or certificates are conveyed

immediately.

The respective service charge is

charged (see section 8).

The agreed dimensions

(height, excess length, etc.) are ex-

ceeded

Rejection of the goods

The respective service charge is

charged (see section 8).

A third party asserts claims to the goods

supplied for Spitz (General Conditions

of Business and Trade).

Rejection of goods

Table 4: reasons for rejecting goods

Whether the goods are rejected for one of the reasons named in Table 4 or a possible

alternative is used, is decided by Spitz after consultation with the supplier.

7.2 Processing of complaints

Defects and obvious quality defects in goods which have been accepted (defects deter-

mined in common incoming good inspections) are reported to the supplier in writing within

a few working days after the delivery.

If the goods are completely or partly rejected by Spitz respectively a complaint is made

when the defect becomes known (e.g. with aseptic raw materials which can only be tested

shortly before production) the means of procedure is as follows.

Spitz classifies defects according to the following steps:

1) Goods cannot be used

2) Goods can only be used conditionally – substitute delivery or price deduction

3) Goods can be used conditionally – Information to supplier



Depending on the defect in question, different measures can be taken when processing

the complaint.

Point 1, the goods supplied cannot be used for production, is the most serious reason for

a complaint and a complaint is immediately lodged with the respective supplier when this

becomes known. The latter must immediately, at the latest, however, on the next working

day, send a statement outlining the first steps with regard to this case and the further

means of procedure to Spitz. A decision is made whether the goods are transported back

at the expense of the supplier or destroyed, and the earliest possible date is agreed upon

for a substitute delivery. The supplier must convey the measures he has taken to avoid

similar complaints in the future to Spitz.

In addition, Spitz shall charge a lump sum of € 120 for complaints concerning products

which cannot be used for the administration and handling expenditure incurred. This ap-

plies regardless of any possible claims for compensation for damages.

For complaints in which the products can be used conditionally, there are two possibilities

depending on how serious the defect is.

Either the supplier assumes the additional costs caused by his error in the process opera-

tion at Spitz (e.g. by a necessary manual intervention in the production or logistics proce-

dure) or a price discount is agreed in the sense of a price complaint (e.g. with optical de-

fects on a label, etc.). The extent of the price discount will be individually determined in

each case. The reaction time of the supplier for an initial statement applies in an identical

way as in point 1.

Complaint category 3 covers information to suppliers concerning goods not completely in

order, which can, however, be used in production. This means e.g. slight deviations in the

print thickness of individual letters on labels, etc., whereby the decision whether the goods

can be used, is clarified by Spitz. A comment from the supplier is also to be prepared for

this information within 2 working days.

In the case of a complaint or the rejection of goods, the supplier shall also be liable for any

consequential damages and costs, such as e.g. logistics costs, administrative processing

fees, destruction costs, etc. These are charged in this case.

Other legal information can be found in the „General Conditions of Trade and Contract“ of

Messrs. Spitz.

Service charges 26


8 Service charges

So as to be able to guarantee the transparency mentioned in the run-up, in the following

the service charges which apply with regard to deliveries of goods to Spitz in the event of

quality defects, are listed and described.

8.1 Quality defects upon supply

In the following fee-based criteria are listed, divided into groups of errors, with possible

quality defects.

The € amounts were determined depending on the rate of influence and the costs incurred

by the quality defect. These €-amounts can be found under point 9.4 in the appendix as

well as a detailed description of the quality defects.

8.1.1 Supply documents and master data

The following quality defects are assigned to the group of errors covering supply docu-

ments and master data:

The delivery note is missing

Missing/wrong information on the delivery note

The accompanying document for the delivery of goods is missing

Logistics master data are wrong

8.1.2 Loading devices/pallet

The following quality defects belong to the group of errors for loading devices which also

includes the pallet form, the type of pallet and the securing of pallets:

Dimensional errors

Replace defective pallets

Restack transport unit

Wrong type of pallet

Contaminated pallet

Film wound round the pallet block

Film tails

Service charges 27


8.1.3 Transport label resp. bar code

The following quality defects belong to the group of errors covering the transport label

resp. the bar code:

Label is missing

Label under film

Label wrongly positioned

Label only applied on one side

Data missing on the label

Label interchanged or incorrect (data error)

Bar code unreadable

Bar code quality <1.5 according to ISO/IEC 15416

Faulty dimensions

Use of wrong Application Identifiers

8.2 Evaluation and Settlement of Accounts

The actual quality defects are noted by Spitz as listed under point 8.1 and charged on a

monthly basis whereby the costs incurred as a result of one or several quality defects are

added up.

Once a month the supplier receives a collective invoice to which he can react within five

working days.

Since Spitz strives to reach the highest possible transparency, the supplier shall also be

provided with details of how the invoice is made up. In this way the supplier automatically

obtains feedback about the potential for improvement with regard to the supply of goods.

Appendix V


9 Appendix

9.1 ECR recommendation for supply note

Figure 10: ECR recommendation for a delivery note

Appendix VI


9.2 Exchange criteria in European Pallet Pool for Euro Pallets

Figure 11: barter criteria for Euro pallets

Appendix VII


9.3 Checklist for transport inspection

Figure 12: Checklist for transport check on behalf of Spitz

Appendix VIII


9.4 Detailed description of service charges

No. Group of er-

rors Quality defect Recording Detailed description € - amount

1.) Supply docu-

ments The delivery note is

missing each delivery Supply note is missing when goods are delivered. € 50.00

2.) Supply docu-

ments

missing/wrong information on delivery papers

each delivery Important information is missing on the delivery note or is indicated incorrectly, such as e.g. piece per pallet, country of origin, etc.

€ 5.00

3.) Supply docu-

ments Accompanying docu-

ment is missing each delivery

One or several accompanying documents are missing for the delivery of goods, such as e.g. a cleaning certificate, a certifi-cate of analysis, etc.

€ 40.00

4.) Master data Logistics master data

are wrong for each transport unit

In the electronic exchange of data, the master data in the system does not agree with the physical data of the article.

€ 3.40

5.) Form of pallet Dimensional errors for each transport unit

Dimensional error of pallet (right, left, back, front), i.e. the goods or the packaging form an excess length on one or several sides which goes beyond the tolerance range for the pallet width and/or the pallet length.

€ 3.40

6.) Form of pallet Replace defective

pallet for each transport unit

The pallet is defective in the area of the floor boards or the fork clearance does not comply with the minimum require-ments.

€ 3.40

7.) Form of pallet Restack transport

unit for each transport unit

Variant 1: the articles are stacked higher on the pallet than was agreed with the purchasing department of Spitz. Variant 2: the transport unit has such pronounced dimen-sional errors that it has to be restacked.

€ 13.60

8.) Pallet type Wrong type of pallet for each transport unit The goods are supplied on another transport means than the transport means agreed with Spitz.

€ 3.40

Appendix IX


9.) Pallet Contaminated pallet for each transport unit

The pallet supplied is so contaminated that it cannot be used by Spitz in another process procedure. The supplier can re-stack the goods from this pallet onto another, clean pallet, or no pallet exchange is performed.

€ 3.40

10.) Securing of

pallets Film wound round

pallet block for each transport unit

The beginning or the end of a film was wound around the pallet block and entangled and must be removed by manual effort.

€ 1.40

11.) Securing of

pallets Film tails for each transport unit

Insufficiently taut films lose their supporting/holding function. This can result in film tails, either at the beginning of the film or at the end, which are not cleanly stuck together or se-cured.

€ 1.40

12.) Transport label Label is missing for each transport unit No label has been attached to the transport unit for identifica-tion.

€ 6.80

13.) Transport label Label under film for each transport unit

There are standards from GS1, which have to be adhered to for positioning the SSCC. If the transport label is applied un-derneath the film, it is possible that the bar code cannot be read during the scanning procedure.

€ 1.40

14.) Transport label Label wrongly posi-

tioned for each transport unit

The transport label with the SSCC bar code is not applied in accordance with the specifications (wrong height wrong side).

€ 1.40

15.) Transport label Label only applied on

one side for each transport unit

For the rapid and easy identification of the pallet, the transport label must be applied on at least a long and narrow side.

€ 3.40

16.) Transport label data missing on the

label for each transport unit

Important data for the identification of the goods is missing on the transport label (bar code or plain text).

€ 3.40

17.) Transport label Label interchanged or

rather wrong (data error)

for each transport unit The pallet has a wrong transport label or rather wrong SSCC bar code, the data (goods on pallet, etc.) does not conform.

€ 3.40

18.) Bar code Bar code cannot be

read for each transport unit

The SSCC bar code or another bar code cannot be read because they are strongly contaminated, or due to mechani-cal damage or the poor quality of the printing.

€ 3.40

Appendix X


19.) Bar code Bar code quality <1.5 according to ISO/IEC

15416 for each transport unit

The quality of the bar code does not comply with the stipulat-ed minimum requirements of 1.5. (To avoid this, we recom-mend having the quality tested at GS1 in advance.)

€ 3.40

20.) Bar code Faulty

dimensions for each transport unit

The stipulated requirements for the dimensions of the bar code were not adhered to. This impairs the readability.

€ 3.40

21.) Bar code Use of

wrong Application Identifier

for each transport unit The correct Als respectively correct linking of the Als were not used.

€ 3.40

22.)

Key replace-ment for

electrical lifting carriage

Key is not returned by driver

each delivery The key made available by S. Spitz for the electric lifting car-riage is not returned by the drivers. A contribution towards costs has to be paid for a new key.

€ 40.00

Table 5: Detailed description of performance tariffs

Appendix XI


In the following you will find photos of selected quality defects as an example. These match the numbering above.

Figure 13: No. 5 – Dimensional error Figure 14: No. 6 – replace defective pallet

Figure 15: No. 9 – Wrong type of pallet

Figure 16: No. 10 – Film wound round pallet block

Appendix XII


Figure 17: No. 11 – Film tails Figure 18: No. 13 – Label below film

Figure 19: No. 18 – Bar code unreadable

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