- Clothing, Footwear & Accessories
- Fine Jewellery
- Homewares & Furniture
- Fabrics & Trims
- Non Conformance Chargebacks
- Full List of Documents
1. TFG Delivery Process: Fine Jewellery
In order to achieve the speed to market and operational efficiencies, TFG relies on the co-operation of our suppliers to deliver their merchandise to our distribution centres according to TFG standards and procedures.
1.1 Purchase Orders
A TFG purchase order will advise the supplier of TFG stores' final merchandise requirements (including styling details, sizes and quantities required). Each trading division within TFG may have a different format for their purchase orders. The same key information below should be specified on the purchase order. Please pay special attention to these instructions. Please enquire with the relevant merchandise department (Buyer or Planner) for ANY further assistance required.
1.1.1 Ticketing, Labeling And Packing Instruction
The TFG buying team will stipulate in this section exactly what the supplier needs to do / supply in terms of price ticketing, labeling and packing instructions.
It is recommended that the supplier read these instructions, in conjunction with the Quality Assurance Department Supplier Manual, Section 14 for instructions to affix price tickets.
1.1.2 Shipment Date
The TFG order will advise the date by which the goods need to be shipped by. This will be indicated by the “Ship no later than” date. Please ensure that you contact TFG’s nominated freight forwarder in sufficient time in order for the goods to meet the shipment date. Our nominated forwarder has been instructed not to accept any bookings for cargo falling outside of the window period.
For further detail please refer to the “Shipping and Documentation” section in this manual or contact TFG's Shipping Department (contact details at the end of the manual).
1.2 Quality Assurance
The purpose of this manual is to provide all new and current suppliers with the proper understanding of the requirements of TFG Quality Assurance department.
In the manual a detailed brief will be given to all requirements needed from initial design concept right through to post delivery (see QA Manuals).
1.3 TFG Delivery Process
The purpose of this section is to assist suppliers in understanding TFG delivery requirements (full details are available on our delivery conformance guideline manuals). (See Full List of Documents).
1.3.1 Delivering Into TFG Distribution Centre (DC)
In order to deliver into a TFG DC, the supplier needs an approved ASN (see ASN Process) and scheduled appointment (see Delivery Bookings). These details must be finalized with the DC before order is despatched for delivery to TFG.
The supplier is required to book their own transport and ensure all relevant documents accompany deliveries to avoid delays, due to outstanding paperwork at the DC.
Please note the following rules below to avoid disappointment at the DC:
- Suppliers are allocated a 15 minute delivery window for each delivery made into a TFG DC. In cases of large deliveries, suppliers are required to request additional time. This must be done when delivery appointments are made and should be agreed upfront with the DC when bookings are made.
- When a supplier is running late and is likely to miss a delivery slot, this needs to be communicated to the DC timeously. The DC will assess whether orders can be accommodated in another delivery slot on the same day. Depending on availability for the day, the DC reserves the right to reject any deliveries that fall outside booked delivery slots.
- Suppliers are encouraged to note cut off times for deliveries at the DC to avoid disappointment in terms of booking availability.
- It is the supplier’s responsibility to communicate delivery requirements and hand over necessary documents to the courier that will be making deliveries on their behalf.
- The DC will not accept any orders delivered without an appointment made prior to delivery.
- In cases where the delivery appointment has been missed and needs to be rebooked, the supplier needs to contact relevant Trading Division (Buyer) and ensure all amendments required are made before scheduling a new appointment with the DC. Supplier will need to furnish reasons to Trading Division (Buyer) as to why the booking has not been met.
1.4 Packing List & Delivery Manifest Instructions & GuidelinesThe purpose of a packing list is to notify TFG of pending delivery. This information creates visibility for the business to make accurate decisions in terms of product location, quantities and allows for advanced planning/allocation of stock to our stores. Once a supplier has completed an order/ packing list and is now ready to ship for delivery into DC / Freight Forwarder, a packing list needs to be submitted on time informing the DC of pending deliveries (see Packing List) This must be submitted to the correct DC email address for processing as follows: DC NAME NAME OF PERSOM EMAIL ADDRESS FOR DELIVERY BOOKING JEWELLERY DC Lurlane Fortuin firstname.lastname@example.org Tel: (021) 937 4521 Tel: (021) 938 1492 JEWELLERY DC Jowene Sampson email@example.com Tel: (021) 938 1492 Suppliers need to contact the DC to find out daily cut off times for ASN submissions.
1.5 Merchandise Preparation
It is our DC’s goal to process merchandise to stores quickly and efficiently. To support this goal, TFG requires merchandise to be prepared and packed according to certain specifications. Suppliers are required to adhere to the following when preparing and packing merchandise:
- Ticketing Ordering Process & Instructions
- Bagging Instructions
- Carton Packing
Please refer to our Delivery Conformance Guideline Manual for full details (see Full List of documents)
1.6 Non Compliance Charge Backs
TFG has established a non-conformance chargeback process in an effort to recover costs incurred by our DCs due to suppliers failing to meet delivery requirements.
By following the detailed requirements outlined in our delivery conformance guideline manual, orders delivered into our DCs should flow through our Distribution Centre seamlessly and onto the selling floor in an efficient manner.
Delivery conformance reports are published to suppliers on a weekly basis. It is imperative that suppliers review these reports upon receipt and any subsequent queries are dealt with and resolved immediately to avoid negative impact on supplier scorecards.
Suppliers are required to ensure that the delivery conformance office (DeliveryConformance@tfg.co.za) is notified of any changes in contact details in order to send reports to correct recipients.
For local suppliers, charges are deducted automatically by our DCs once monthly, and delivery conformance reports are published to suppliers. For international suppliers, invoices (incl. invoice number) will be sent to recover cost incurred due to non-conformance by suppliers and payments can be made by either deposits into our account (details on invoice) or by issuing a credit note that allows TFG to deduct penalties from supplier payments (see Credit Note Template).
If a supplier achieves higher than 98% perfect delivery conformance for the month, charges will not apply. These tolerance levels will be reviewed on a quarterly basis.