Supplier's Manual 2016 | Bidvest Deli XL

Bidvest

2016

Supplier’sManual

Bidvest Deli XL Supplier’s Manual version 2016 1

Contents

1 INTRODUCTION .......................................................................................................................... 3

1.1 REASON ....................................................................................................................................... 3 1.2 CONTENT ..................................................................................................................................... 3 1.3 CIRCULATION ................................................................................................................................ 3 1.4 QUESTIONS .................................................................................................................................. 3

2 BIDVEST DELI XL ......................................................................................................................... 4

2.1 MISSION ...................................................................................................................................... 5 2.2 VISION......................................................................................................................................... 5 2.3 MANAGEMENT ............................................................................................................................. 5 2.4 ADDRESS INFORMATION .................................................................................................................. 5 2.5 EMPLOYEES .................................................................................................................................. 5 2.6 CLIENTS ....................................................................................................................................... 5

3 PURCHASING ORGANISATION AFFILIATION ................................................................................ 6

4 COMMERCIAL AGREEMENTS ...................................................................................................... 7

4.1 CREATING OR MODIFYING SUPPLIER DATA ........................................................................................... 7 4.2 ADDITION OF A NEW ITEM VIA A DATA POOL ........................................................................................ 7 4.3 A NEW ARTICLE IN THE SUPPLIER’S ASSORTMENT .................................................................................. 8 4.4 NEW ITEM DUE TO PACKAGING AND/OR GTIN CHANGE ........................................................................ 8 4.5 PRICING POLICY ............................................................................................................................. 8 4.6 GTIN OBLIGATION ......................................................................................................................... 8 4.7 PRICE AMENDMENTS ...................................................................................................................... 8 4.8 LABELLING .................................................................................................................................... 8

5 SUPPLY CHAIN .......................................................................................................................... 10

5.1 LOCATIONS ................................................................................................................................. 10 5.2 ORDERING AND DELIVERY OF GOODS ............................................................................................... 10

5.2.1 Delivery to the distribution centres (DCs) ....................................................................... 10 5.2.2 Conditions of delivery ..................................................................................................... 11

5.3 METHOD OF DELIVERY PER STREAM ................................................................................................. 11 5.3.1 Refrigerated goods (fresh) .............................................................................................. 11 5.3.2 Frozen goods ................................................................................................................... 11 5.3.3 Unconditioned goods (DG & Non-food) .......................................................................... 12 5.3.4 JIT stream (Deep-freeze, DG & Non-Food) ...................................................................... 12

5.4 RECEIPT OF GOODS ...................................................................................................................... 12 5.4.1 Reception control of inventory items .............................................................................. 12 5.4.2 Check for receipt of fresh produce .................................................................................. 13

5.5 RETURN CARGO ........................................................................................................................... 13 5.6 FRESH PRODUCE CORRECTION NETWORK .......................................................................................... 13 5.7 TEMPERATURES ........................................................................................................................... 13 5.8 THT POLICY ................................................................................................................................ 13 5.9 BEARERS AND PACKAGING ............................................................................................................. 14 5.10 EDI ........................................................................................................................................... 14 5.11 DATA COMMUNICATION FRESH PRODUCE ORDERS. ............................................................................. 15

6 QUALITY ................................................................................................................................... 16

6.1 HACCP ..................................................................................................................................... 16 6.2 HEALTH & SAFETY ................................................................................................................... 16 6.3 PACKAGING AND PAPER & CARTON HANDLING ACT. ............................................................................ 16 6.4 FOOD AND DRUGS ACT FOR PACKAGING AND CONSUMER ARTICLES. ...................................................... 16 6.5 PRODUCT SPECIFICATIONS ............................................................................................................. 16 6.6 AUDITS ...................................................................................................................................... 17


6.7 EMERGENCIES ............................................................................................................................. 17 6.8 EMERGENCY HANDLING ................................................................................................................ 17 6.9 AVAILABILITY OF SUPPLIER ............................................................................................................. 17 6.10 REQUIREMENTS TOWARDS PRIVATE LABEL SUPPLIERS .......................................................................... 17

7 CORPORATE SOCIAL RESPONSIBILITY ....................................................................................... 19

7.1 UN GLOBAL COMPACT ................................................................................................................. 19 7.2 CSR MEASUREMENT TOOL ............................................................................................................. 19

8 INVOICING AND PAYMENT ....................................................................................................... 20

8.1 CENTRAL INVOICING ADDRESS ........................................................................................................ 20 8.2 DIRECT DELIVERY INVOICES ............................................................................................................ 20 8.3 INVOICING .................................................................................................................................. 20 8.4 REQUIRED PRE-PRINTED INFORMATION ON AN INVOICE ....................................................................... 20 8.5 SETTLEMENT OF FREE GOODS ......................................................................................................... 21 8.6 NATIONAL CRATE WASHING CENTRE FOR FRESH PRODUCE .................................................................... 22 8.7 COMPLAINT MANAGEMENT SYSTEM (CMS) ..................................................................................... 22 8.8 QUALITY COMPLAINTS AND DEFECTS REGARDING FRESH PRODUCE SUPPLIERS ........................................... 22

9 KEY PERFORMANCE INDICATORS (KPIS) ................................................................................... 23

10 APPENDICES ......................................................................................................................... 24

I. Supplier start-up form ....................................................................................................................... 24 II. EDI profile Bidvest Deli XL ................................................................................................................. 25 III. EDI contact form ................................................................................................................................ 26 IV. Data pool start-up form .................................................................................................................... 27 V. Guidelines for supplying pack shots ................................................................................................. 29 VI. Crate card for regular fresh produce orders ..................................................................................... 32 VII. Bearer product numbers ................................................................................................................... 34 VIII. Explanation of Bidvest Deli XL communication module files ........................................................... 35 IX. Packing list ......................................................................................................................................... 39 X. Fresh produce packing slip ................................................................................................................ 40 XI. Delivery note ..................................................................................................................................... 41 XII. Billing Addresses for Direct Deliveries .............................................................................................. 42 XIII. E-mail addresses fresh produce packing slip and package lists ....................................................... 43


1 Introduction

1.1 Reason Both suppliers as well as Bidvest Deli XL require a detailed document that describes the agreements and guidelines. This supplier's manual has been composed because we believe it is important to use a single central supplier manual. The supplier’s manual at hand should help achieve a smoother and more effective cooperation between Bidvest Deli XL and its suppliers.

1.2 Content The supplier’s manual contains general information and guidelines that apply to the relationship between Bidvest Deli XL and its suppliers. Bidvest Deli XL reserves the right to make changes to the described procedures and guidelines. If the changes are acute, they will be communicated in time to the suppliers.

1.3 Circulation The supplier’s manual describes all the operational agreements. As such, it is important for the supplier that the people in the organisation responsible for logistics and sales and the administrative department also take note of its content.

1.4 Questions

For all matters not explicitly described in the supplier’s manual, please contact your Buyer

& Merchandiser or the Unit Manager Buying & Merchandising at Bidvest Deli XL.


2 Bidvest Deli XL

Bidvest Deli XL is total supplier for the food service market and is active in the Netherlands for approx. 25,000 customers in the hotel, restaurant and cafe business, as well as for the healthcare sector. The assortment consists of fresh groceries, frozen foods and non-food, alongside of which they carry an assortment of private labels. From approximately 15 locations we serve our customers through an extensive distribution network and approximately 350 trucks. We provide reliable deliveries, a complete assortment of international products and additional services in an increasingly professional market.

Bidvest Deli XL is part of The Bidvest Group Limited (Bidvest), listed on the stock exchange in Johannesburg, South Africa (JSE). This international service, trading and distribution company has operations on five continents. It employs more than 145,000 employees. Bidvest Deli XL is part of the Bidvest Foodservice division. This branch includes the foodservice activities.

De Foodservice division is the largest Bidvest division. This business division has independently operating companies in Australia, Asia, Europe, South America and southern Africa. The group includes leading foodservice providers such as:

Europe Bidvest Foodservice - UK

Bidvest Logistics - UK Seafood Holdings - UK Bidvest Belgium - Belgium Bidvest Deli XL - Netherlands Bidvest - Czech Republic Nowaco - Baltics Farutex - Poland

Horeca - Dubai Al Diyafa - Saudi Arabia Asia Pacific Bidvest Australia Bidvest New Zealand

Angliss - Singapore

Angliss - Hong Kong Food Service Limited Deli Meals - Chile Southern Africa Bidvest Foodservice Bidfood Ingredients

Patleys


2.1 Mission Bidvest Deli XL – First for Foodservice:

a healthy company for employees, customers and company.

2.2 Vision

The food service market requires a professional chain director who is capable of bridging the desired supply and the routine kitchen process. With a keen focus on client needs and client satisfaction, Bidvest Deli XL takes a leading position and is unique when compared to their competitors due to their well-oiled distribution process and passionate employees and is the strongest player in the market in which it operates.

2.3 Management

Dick Slootweg, Managing Director Hans van der Ster, Director Operations Boudewijn Heineman, Financial Director

2.4 Address information Bidvest Deli XL Postbus 440

6710 BK Ede Frankeneng 18 6716 AA Ede

Tel: +31 (0)318 678911 Fax: +31 (0)318 678912 Website: www.delixl.nl

2.5 Employees

Number of employees approx. 1,700

2.6 Clients Bidvest Deli XL has approximately 25,000 customers with a professional kitchen. Customers include hospitals, care homes, canteens, caterers, restaurants, hotels, cafeterias, fast food outlets, zoos, theme parks, bungalow parks, conference venues,

service stations, convenience stores, etc.

http://www.delixl.nl/


3 Purchasing organisation affiliation

Bidvest Deli XL is a member of Maxxam C.V., a platform for joint procurement activities focused on the Dutch market. This mainly concerns the following groups: dry groceries, sweets, frozen foods, beverages, hospitality related non-food and cleaning products. Maxxam C.V. is responsible for the purchasing activities for Bidvest Deli XL, Hanos Nederland, Lekkerland Nederland, MAKRO Nederland, Verenigde Hollandsche Compagnie (VHC) and Pascal-Ede U.A. (Horesca Nederland, TopClass Group).

Through Maxxam C.V. we purchase from approximately 200 suppliers.


4 Commercial agreements

4.1 Creating or modifying supplier data Before you as a supplier can deliver to Bidvest Deli XL, you must follow the ‘supplier start-up’ procedure. We need the following from you:

1. A completed supplier start-up form. See Appendix I. 2. A completed start-up form for EDI. See Appendix III.

The EDI profile of Bidvest Deli XL is in Appendix III. 3. A completed Data pool start-up form. See Appendix IV. 4. A statement returned by e-mail for approval with the invoicing rules of Bidvest Deli XL, as

described in chapter 8: Invoicing and payment.

5. Emergency plan/emergency procedure with telephone numbers. 6. Quality certificates and data.

7. Contact's business card. 8. Blank letterhead for the inspection of the master data. 9. An extract from the register of the Chamber of Commerce, no older than one year.

We will check and verify all this information with different agencies before you receive a

vendor number. This process can take up to 25 business days.

After the processing of your data, you will receive a conditions letter from your B&M contact. You should return this signed condition letter within fourteen days. If you are not using EDI, we will charge 2% of the cost of purchases as a contribution towards the cost. The same applies if you have no connection with a data pool of GS1DAS or PS in Foodservice.

Certain information, such as your VAT number and Chamber of Commerce number, are susceptible to fraud and therefore subject to additional checks. Changes to your financial information, such as your IBAN, require a signed statement from your financial or general manager.

4.2 Addition of a new item via a data pool Upon addition of a new item to the range, you must follow the ‘addition of a new item’

procedure. Articles are added only after approval by the Buyer & Merchandiser (B&M). A new item is created when:

1. A new item is added to the range of the supplier. 2. A packaging change and/or GTIN change takes place. 3. A new item is added to the range of Bidvest Deli XL.

Bidvest Deli XL is connected to the data pool of GS1/Das and PS in Foodservice. Bidvest Deli XL requires suppliers to deliver all data through the data pool which is facilitated by GSI/DAS or PS in Foodservice. Any item defined as a Bidvest Deli XL item has a unique GTIN from the supplier. Private label items are always featured in the PS data pool in Foodservice. The following item details must be provided by you as a supplier:

all logistics data; label data.

The European Regulation (EU Regulation 1169/2011) on the provision of food information to consumers applies as of 14 December 2014. This requires all mandatory label information to be displayed for remote buying (webshops). Items for which this information is not provided by the supplier to Bidvest Deli XL may not be sold via the

Bidvest Deli XL website.

If you are unable to provide item data via GS1/DAS or PS in Foodservice, we will charge a fee for the extra administrative processing. This consists of 2% of the cost of purchases with a minimum amount per calendar year of €100. We will settle this amount in the first quarter of the following calendar year against your invoices to Bidvest Deli XL.

We ask you to send the filled in data pool contact form to the contact listed on the form (see Appendix III). Upon receipt, we will contact you for the initiation of the implementation process. An electronic version of this form can be obtained from your


Buyer & Merchandiser. In Appendix IV you will find the data pool profile of Bidvest Deli XL. It contains all the information you need to set up the data pool connection with Bidvest

Deli XL and publish the range to Bidvest Deli XL.

In addition to all the item information, you must include a pack shot that meets our

guidelines with each newly added item. See Appendix V.

4.3 A new article in the supplier’s assortment

In the event of the addition of a new item to the range of a supplier (after approval from the Buyer & Merchandiser) the supplier must publish the item to Bidvest Deli XL via the

data pool (GS1/Das or PS in Foodservice) at least ten weeks prior to delivery of the new item and submit a sample.

4.4 New item due to packaging and/or GTIN change In the event that the packaging and/or GTIN changes, as a supplier you must publish the item to Bidvest Deli XL via the data pool (GS1/Das or PS in Foodservice) at least six weeks

prior to delivery of the new item. You will be charged administrative and logistical costs for each change made. If you as a supplier fail to communicate the change in accordance with the established procedure of Bidvest Deli XL, we will charge you a loss charge.

4.5 Pricing policy

An item at Bidvest Deli XL may only have one purchase price. If you as a supplier have made special pricing agreements with a customer of Bidvest Deli XL, you must settle the

price difference yourself with that customer.

4.6 GTIN obligation The warehouses of Bidvest Deli XL are managed according to the items' GTIN. Your packaging is therefore required to carry a GTIN.

4.7 Price amendments

Price amendments made by suppliers who sell through Maxxam are communicated and delivered via Maxxam. Price amendments of other suppliers must be submitted to Bidvest Deli XL in Excel by those suppliers. This Excel document must contain the following information: GTIN (S)

Description Brand Content Supplier's unit product no. Starting date of new price Old price New price

That way it will be immediately clear whether the GTIN and product numbers of the suppliers are still correct. Moreover, the supplier will screen the range for accuracy and completeness of data.

4.8 Labelling The labelling on the product packaging (smallest packaged unit) must comply with EU

directives according to REGULATION (EU) No. 1169/2011. The labels of products should contain the following information:

Name, plus mandatory additions required by the Commodities Act

Physical condition Ingredients, including the allergens present Net quantity declaration

Expiration date (best before (THT), use by (TGT), date of freezing) Lot code Alcohol by volume percentage (in the field along with name and net quantity

declaration required by the Commodities Act) Name of importer or manufacturer/brand owner Contact information Country of origin

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2011:304:0018:0063:nl:pdf


Instructions (required when the product can be used incorrectly or is unsafe during or after being stored incorrectly and/or incorrectly prepared)

o Storage conditions o Instructions for use

Warnings o Allergens o The presence of various substances, such as caffeine, AZO dyes etc.

Nutrition declaration GTIN/GTIN On each carton (supply unit to Bidvest Deli XL), the following information must be

included: Product name contents Weight best before date GTIN (GTIN 128)

According to the regulation, consumers who buy products via remote buying (webshops)

must have all mandatory label information at their disposal before they make their purchase. Suppliers are also required to submit this data to Bidvest Deli XL. To that end, you can make use of the GS1 data pool/DAS or PS in Foodservice. The data is transferred word for word to the webshop. The accuracy of the data is therefore the sole responsibility of the supplier.


5 Supply Chain

5.1 Locations Bidvest Deli XL has 15 locations in the Netherlands.

Town/City Address Receipt Telephone

Amsterdam Jan van Galenstraat 4-

14 1051 KM

Fresh produce 020-5805858

Burgh Haamstede

De Roterij 18 4328 BA

DG/fresh/deepfreeze 0111-652343

Drachten De Kletten 6 9206 BA


Ede Frankeneng 18 6716 AA

DG 0318-678911

Ede Dieselstraat 2 6716 BC

Refrigerated 0318-678911

Emmen James Cookstraat 14

7825 AN


Geleen Hofkamp 14

6161 DC


Groningen Osloweg 11-17 9723 BG


Helmond Korendijk 16

5704 RD

Fresh

produce/DG/fresh/frozen

0492-531450

Hengelo Diamantstraat 18 7554 TA


Hoofddorp Graftermeerstraat 67 2131 AB


Meppel Industrieweg 14 7949 AK Rogat

Fresh produce 0522-444210

Nieuwegein Structuurbaan 10 3439 MB


Schiedam ’s Gravelandseweg 391 3125 BJ

Fresh produce/DG/fresh/frozen

010-2085208

Tilburg Insulindestraat 23 5013 BA Tilburg


5.2 Ordering and delivery of goods

Each Bidvest Deli XL location has an inventory management/ordering department which orders goods on a daily basis, within the framework contracts concluded by the B&M department. The inventory management/ordering department places the orders with suppliers through on-call orders. Moreover, this department is the daily point of contact for

all errors/disturbances that may occur with regard to the daily order fulfilment. Orders for DG, Frozen and Refrigerated are exclusively placed through EDI. Bidvest Deli XL does not work with back orders. Orders can only be accepted on the agreed date and time. Deliveries before or after that time offered on the order number will not be accepted.

Deviations must be reported prior to delivery to the Inventory Management/Ordering department.

5.2.1 Delivery to the distribution centres (DCs)

Delivery must take place within the time frames agreed upon with the distribution centres. The driver must also abide by the house rules of Bidvest Deli XL. The most important rules are:

It is compulsory to wear safety shoes it is compulsory to wear a yellow vest smoking, eating and drinking in the warehouses is prohibited Before leaving the premises the vehicle may be searched


After arrival, drivers are required to check in, at which point they will be assigned a dock at which to unload.

The transporter is responsible for unloading of the goods. Each product must have a GTIN

code, both on the individual unit and on the transport packaging (GTIN13/GTIN128). Each pallet must be equipped with an SSCC label, in accordance with the GS1 standard.

5.2.2 Conditions of delivery We will charge suppliers who wish to deliver in a different way than described below any extra fees we incur. These costs are calculated per supplier per situation and are included in the letter of conditions.

5.3 Method of delivery per stream

5.3.1 Refrigerated goods (fresh)

Refrigerated goods must be delivered to 14 locations in the Netherlands: At the customer level, in a (clean) Bidvest Deli XL green crate.

Customer orders must be delivered organised by column and route. These orders are sent via Bidvest Deli XL data communication.

Goods are delivered within a 1 hour time slot. This is determined per location in consultation with the supplier.

Deliveries take place one to three times a day per location. This is determined per location in consultation with the supplier.

Rejected products will be replaced the same day by the supplier.

Central delivery You can use the logistics network of Bidvest Deli XL. In that case you will deliver to the national fresh centre (LVC) or via the four RVCs. We will charge a logistics fee for this. This fee is calculated per supplier. You can either deliver your ordered goods to the LVC in bulk or as a customer-based route.

Delivery sorted by customer-based route At the customer level, in a (clean) Bidvest Deli XL green crate. Per delivery date of Bidvest Deli XL and date on the crate card on a separate pallet. Customer orders must be delivered organised by column and route. The orders are sent via Bidvest Deli XL data communication.

Goods are delivered within a 1 hour time slot. This is determined per location in

consultation with the supplier. Deliveries take place one to three times a day. This is determined in consultation with

the supplier. Bulk stock in the LVC Supplying in bulk at the LVC is subject to the following conditions: More than five packages a week.

No minimum order quantities. Delivery between 05:00 and 19:00 at the agreed time with up to a half an hour of

flexibility. Optional daily service delivery. Lead time and frequency of delivery depends on the lowest THT offered by the

supplier: o THT from 6 to 12 days: maximum lead time of order today deliver tomorrow (A

for B), minimum delivery frequency five days a week. o THT from 13 to 21 days; maximum lead time order today deliver the day after

tomorrow (A for C), minimum delivery frequency three days a week. o On other days it must be possible to make corrections.

No portioned products. Product must fit into the crate accepted by Bidvest Deli XL (green crate).

The products must be packed so that they cannot be damaged when transported in a Bidvest Deli XL green crate.

5.3.2 Frozen goods

Frozen goods must be delivered to 10 locations in the Netherlands: In bulk or on the basis of JIT/order.


o JIT or order of fewer than five packages per week. o Bulk at more than 5 packages per week.

No minimum or maximum order quantity for products with a shelf life of 30 days or less.


Optional daily service delivery. Maximum lead time: Order today, delivery the day after tomorrow (A to C). Frozen products must be delivered in a box. Central delivery

You can only deliver your products to the two frozen goods hubs. We will however charge an inbound fee. These costs are calculated per supplier.

5.3.3 Unconditioned goods (DG & Non-food) Unconditioned goods (DG and Non-food) must be delivered to 12 sites in the Netherlands: In bulk or on the basis of JIT/order.

o JIT or order of max. 10 packages per week. o Bulk at more than 5 packages per week.

No minimum or maximum order quantity for products with a shelf life of 30 days or less.


Maximum lead time: Order today, delivery the day after tomorrow (A to C).

If you are delivering in a different way to Bidvest Deli XL, the additional costs incurred by Bidvest Deli XL will be passed on to you. These costs are calculated per supplier per situation and are included in the letter of conditions. Central delivery You can deliver your items centrally. We will however charge an inbound fee. These costs

are calculated per supplier.

5.3.4 JIT stream (Deep-freeze, DG & Non-Food) Some suppliers are defined as JIT suppliers. That means that Bidvest Deli XL keeps no inventory for their products. But the customer can still order these items within its

customer lead time. After 12:00, the customer orders are aggregated at Bidvest Deli XL

into one supplier delivery and put through to the supplier with EDI. The supplier must process these orders in the afternoon and deliver in the evening to Bidvest Deli XL. According to the current reception procedures.

5.4 Receipt of goods

5.4.1 Reception control of inventory items

Goods with identical ‘best by’ dates are collected on one pallet. For each new article and/or ‘best by’ date a new pallet must be used. For delivery of multiple articles on one pallet the supplier must sort the articles upon delivery. A packing slip is enclosed per delivery, with the following information: Deli XL order number; supplier product number and Deli XL product number, sorted by Deli XL product

number; number of delivered items per expiry date;

Description of bearers; Weight indication for weight items. Each delivery is accompanied by an AVC/CMR delivery note stating order number, packing

list and bearers. If multiple trucks are used, a separate waybill per vehicle must be made

including corresponding packing slips (see Appendix IX & X).

Deviations from the purchase order, damaged goods or goods that do not comply with the temperature, THT, or FIFO standards, must be immediately taken back by the supplier. Corrections as a result of not accepting an order, or due to non-delivery of the supplier


must be carried out on the same day. The packing slip and the waybill must be adjusted accordingly.

The supplier must be able to perform daily service deliveries to Bidvest Deli XL.

5.4.2 Check for receipt of fresh produce

Daily fresh produce is delivered in Bidvest Deli XL crates and is sorted at client/route level and must include a waybill (Appendix XI). Each crate is provided with a crate card in accordance with the requirements of Bidvest Deli XL. See Appendix VI. Packing slips/package lists (Appendix XIII) are sent by e-mail to the appropriate locations in advance of delivery.

5.5 Return cargo

Returns provided with a waybill and Bidvest Deli XL return form must be taken back by the supplier. Returned products must be credited, with referral to the Bidvest Deli XL return form number, within five business days after receipt.

Fresh produce and refrigerated products with a value of under €30 to be returned will not be returned to the supplier physically. For the financial and administrative work involved,

see Chapter 8, section 7, Complaint Management System (CMS).

5.6 Fresh produce correction network

We assume that the fresh produce supplier possesses a correction network with nationwide

coverage in order to make subsequent deliveries to customers because of defects and rejected goods, as well as subsequent deliveries due to urgent orders. The correction network must generally be able to deliver a replacement to the client within two hours after a subsequent delivery has been reported via the CMS system. This concerns the originally requested product or a suitable alternative. We have mapped out the correction network based on the two-digit postal code area.

5.7 Temperatures Temperatures must meet the Bidvest Deli XL guidelines and are monitored by us. A summary:

Product group Bidvest Deli XL standard in °C

Fresh meat 0°C – 4°C

Offal 0°C – 3 °C

Fresh fish 0°C – 4°C

Chicken, game & poultry 0°C – 4°C

PVF ready to cook 2 °C – 7 °C

PVF unprocessed 2 °C – 7 °C

Bananas Circa 15 °C

Dairy 2 °C – 7 °C

Cold cuts 0°C – 7 °C

Cheese 2 °C – 7 °C

Refrigerated meals 0°C – 5 °C

Deep-freeze - core temperature - outside

-18 °C – -25 °C Max. -15 °C

Bread Max. 20°C

5.8 THT policy

The ‘best before’ date (THT) that is supplied, is at least equal to the previously delivered best before date and meets the agreed standard. If the supplier delivers a product with

multiple THTs, these must be supplied on separate pallets. Each pallet contains products with one THT. Determination of the standard: Products are produced with a standard THT as of production per product. It has been agreed in the chain that these THTs will be divided across three links: producer, wholesaler and customer. Bidvest Deli XL uses these chain agreements:

Production with THT guarantee with a production > 28 days: 1/3 producer, 1/3 wholesaler, 1/3 customer.


Production with THT guarantee with a production < 28 days = ¼ producer, ½ wholesaler and ¼ customer.

5.9 Bearers and packaging

In the refrigerated and deep-freeze streams all products must be supplied on Euro pallets (80x120) In the fresh produce streams, products must be supplied in Bidvest Deli XL crates at customer/route level, sorted column-wise by EuroPoolPalletSystem (100x120). For DG, various types of pallets are used. We make agreements with every supplier about

the bearers and invoicing structure. Bidvest Deli XL bearers are always invoiced and may never be exchanged. Bidvest Deli XL has two scenarios for the exchange and billing of bearers: Exchanges: if a supplier solely delivers bearers that have no value, these bearers may

be exchanged.

Billing: if a supplier makes use of bearers of value such as Bidvest Deli XL bearers (e.g. roll containers, green crates), all bearers are billed. The number of delivered

bearers should always be listed on the waybill and/or packing slip. A supplier must choose one scenario: exchange or invoice. Returning the bearers and packaging is always carried out in consultation. The supplier receives a signed 'Bidvest Deli XL return to supplier form’, which indicates the product

returned to the supplier. If the supplier wants to return pallets, he should report it beforehand. You can do that via your regular contact who also places the orders. Appendix VII lists the bearers/product number/prices. Bidvest Deli XL has its own crate pool. This green Bidvest Deli XL crates remain the

property of Bidvest Deli XL and are inalienable. This has been chosen for the sake of a clear visibility for the customer. Moreover, the crates have been specifically adapted to Bidvest Deli XL in a number of ways. The crate is available in two heights (17cm and 23cm) and a so-called stacking edge (17cm) for high products. The Bidvest Deli XL crate should only be used for delivery to Bidvest Deli XL and not for other (internal supplier)

processes.

Each year in December crates are inventoried. The supplier states the number of crates currently present on a form. Based on this registration, the inventory data of the bearers is adjusted and a recalculation is made if necessary. The supplier can obtain washed crates from Bidvest Deli XL Ede, Dieselstraat. On Thursdays, the supplier submits a schedule for the following week to pick up clean Bidvest Deli XL crates. The Bidvest Deli XL return form is used to register the crates issued. Empty, washed crates are only supplied on pool

pallets. All goods must be delivered in clean crates. For washing crates Bidvest Deli XL charges a washing fee, which is indexed annually. Bidvest Deli XL reserves the right to randomly check suppliers who wash their own containers.

5.10 EDI

Electronic Data Interchange (EDI) is a standard for the electronic exchange of certain business documents such as orders, invoices, and certain messages or confirmations. EDI

simplifies administrative procedures, improves the quality of information and accelerates data transfer. Bidvest Deli XL is committed to a full implementation of the EDI order message and the EDI invoice message.

Bidvest Deli XL requires all suppliers to submit invoices via EDI. All DG, frozen and chilled food suppliers receive and process their purchase orders via EDI. Fresh produce suppliers make use of the web module for receiving purchase orders. We ask suppliers who do not yet use EDI to initiate the implementation of EDI as soon as possible with us.


If a supplier does not process orders or invoices via EDI, we charge them for the extra

administrative actions we need to take as a result. This will amount to 2% of the invoice cost of purchases per calendar year. We will settle this amount in the first quarter of the

following calendar year against your invoices to Bidvest Deli XL. We ask you to send the filled in EDI contact form to the contact listed on the form (see Appendix III). Upon receipt, we will contact you for the initiation of the implementation process. An electronic version of this form can be obtained from your Buyer & Merchandiser.

The enclosed EDI profile of Bidvest Deli XL in Appendix II (including the list of locations and GTIN numbers) contains all the information you need to set up the connection with Bidvest Deli XL. Bidvest Deli XL uses the GTINCOM standard, managed by GS1 Nederland. Members of the Centraal Bureau Levensmiddelenhandel (Dutch Food Retail Association) and the Stichting

Merk Artikel (Foundation For Brand Products) (SMA) have committed to this standard. Suppliers must be EDI certified by the EDI Service Centre of GS1 Nederland. The costs for

certification are for the supplier’s own account. You can find more information about EDI at GS1 Nederland. Proper use of GTIN codes ensures that the implementation of EDI goes well and smoothly. Under proper use we mean a clearly readable (i.e. scannable) GTIN on each package (both

the CE and the HE). If EDI cannot be initiated because GTIN codes have not been used correctly, Bidvest Deli XL retains the right to charge 2% of the cost of purchases as a fee.

5.11 Data communication fresh produce orders. For fresh produce items we receive customer orders through our own order-entry

channels. On the day of delivery, these orders are selected at customer level at various times, with the exception of 48-hour range products and lead time agreements with the customer. The supplier collects the selections via the web application (data) which is made available by Bidvest Deli XL. This is the preliminary information and the final order files of the perishable orders by DC, per delivery day.

Suppliers produce/pick the client orders, package them in the green Bidvest Deli XL crates with crate cards attached stating the client information and the Bidvest Deli XL directions. See Appendix VI for the proper characteristics of this crate card. Bidvest Deli XL applies the principle that each client has an individually agreed upon end-of-order moment also referred to as closing moment. Until that time, all orders are pre-information and the customer can still make changes, whether these are pluses or minuses. After the closing moment all orders are final. The crate cards are printed based on the final orders and the

JIT files. Bearers should be reported back for fresh produce orders. Crates/collars and rolling containers/pallets are reported at DC level per day. The totals are added to one of the purchase orders per day and per bearer type. If there is more than one delivery time per day, e.g. night-time deliveries of orders with a cut-off

time of 21:00, then there are two times when the bearers are added to a purchase order.

Appendix VII lists the numbers under which crates etc. should be noted as ready. The explanation of this notice of readiness can be found in Appendix VIII. A detailed description of the entire process is included in the Bidvest Deli XL

communication software manual. This includes the fixed selection times per day of both pre-information as well as final selection times.


6 Quality

6.1 HACCP The supplier meets the General Food Law and the associated regulations: 852/2004 Hygiene regulations of foodstuffs in general 853/2004* Hygiene regulations – food of animal origin 854/2004* Official product inspection for food from animal origin 2073/2005 Micro-biological criteria for food *if applicable

6.2 HEALTH & SAFETY

The collective agreement for Food Wholesalers lays down the health and safety rules in accordance with the Food Wholesale health and safety catalogue. This states among other things that employees are not allowed to lift items heavier than 23 kilos and that the gripping height of pallets should not exceed 1.80 metres.

Because of these rules, the policy of Bidvest Deli XL is to not include products weighing over 23 kilos. With goods receiving we do not accept pallets with a gripping height higher than 1.80 metres.

The package must fit on a Bidvest Deli XL roll container. As such, the package may have a maximum size of 60cm (length) x 80cm (width) x 160cm (height).

6.3 Packaging and paper & carton handling act.

Suppliers must comply with legislation effective as per 1 January 2006, described in the ‘packaging and paper & cardboard handling act’. The most important requirements laid down in this act are: Annual report regarding the amount of packaging that has been brought onto the

market in the Netherlands.

Use as little packaging as possible. Design packaging so that it can easily be reused. Use as many recycled materials as possible for new packaging. Prevent litter

6.4 Food and Drugs Act for Packaging and consumer articles.

Suppliers must comply with the legislation effective as per 22 October 2008 described in

the ‘Commodities Act for Packaging and Consumer Products’ The most important requirements laid down in this act are: This act states that packaging and consumer products may not transmit or migrate any

substances to food and drinks in such amounts that they constitute a danger for public health.

Packaging and consumer products also may not change food and drinks in an

unacceptable manner as far as their composition, smell, taste, colour and consistency is concerned. Packaging must also be found to be in a state of cleanliness.

The European enabling legislation 1935/2004 states the demands that the ‘food contact materials’ must meet. This legislation is implemented in the Dutch legislation via the Food and Drug act packaging and consumer articles.

In accordance with the enabling legislation 1935/2004 packaging and consumer products

must be traceable throughout each stage. In short, this means that a company must be able to show from whom the company has received the materials and to whom the company has supplied his product, one step ahead and one step back in the chain.

Companies that import packaging and consumer products from outside the European Union must ensure that identification of the material is guaranteed in accordance with a similar

system, for instance through labelling or other relevant documentation. Packaging and consumer articles must include a label or a form of identification which guarantees traceability.

6.5 Product specifications The supplier possesses product specification for each product. The product specification includes all data as specified in the PS in Foodservice database or GS1 Das. Product

specifications should be electronically available to Bidvest Deli XL.


Bidvest Deli XL asks suppliers to register their products in a data pool, GS1 DAS or PS in

Foodservice. GS1 Das calculates subscription fees based on turnover. PS in Foodservice charges a fee for registration, handling of questions etc. The cost of this service is borne

by the supplier. The product specifications and logistics information in the data pool must always be current. Each private label supplier is obliged to inform Bidvest Deli XL in advance regarding any intended changes.

6.6 Audits

Bidvest Deli XL reserves the right to carry out a quality audit at least once a year. The audit may be performed by Bidvest Deli XL employees or third parties. Bidvest Deli XL is responsible for the implementation and coordination of the audits.

6.7 Emergencies If an emergency occurs with a certain product, Bidvest Deli XL must be informed

immediately. This message should always be confirmed in writing (via e-mail). It is imperative that at least the following information is supplied:

Nature of the emergency Measures to be taken or current state of affairs Exact description of the product Bidvest Deli XL product number Content/packaging

THT/date of manufacture/production code, if applicable. Partial orders which included the product During working hours the regular contact person of the B&M department must be contacted.

6.8 Emergency Handling

As soon as Bidvest Deli XL handles an emergency there will be financial consequences. Handling of the emergency will take place in consultation with Bidvest Deli XL’s B&M department.

6.9 Availability of supplier

The vendor must be accessible at all times, 24 hours a day, 7 days a week. The B&M

department must be informed of the telephone number to be used to contact the supplier outside of office hours. You can give this phone number to your contact person in the Buying & Merchandising department. Outside of office hours Bidvest Deli XL can always (24 hours a day, 7 days a week) be reached via the emergency number +31 (0)88 298 17 98. This telephone line is operated by an emergency centre. You can use this number to report product and process incidents

that endanger public health or put your business at risk in relation to deliveries to Bidvest Deli XL. The emergency centre takes note of the emergency, the person they spoke to and the telephone number where the contact person at the company can be reached. The emergency centre contacts the emergency organisation of Bidvest Deli XL. The Buying Unit Manager and the KAM manager are informed of the emergency. The Buying Unit Manager

and/or KAM Manager will decide in consultation with the supplier whether immediate measures need to be taken or if it can wait until the following business day.

6.10 Requirements towards private label suppliers

Requirements for Quality certificates The company is certified to a standard in accordance with the Global Food Safety Initiative (‘GFSI’). Inspections are carried out by an accredited inspection body. Its suppliers of semi-finished products or raw materials are also GFSI certified, while inspections are carried out by an accredited inspection body. Growers of fresh produce and other primary products must meet the standards of the Global Good Agricultural Practice (GlobalGAP).

tel:+31%20(0)88%20298%2017%2098


Requirements towards alternative suppliers

If in case of emergencies or subsequent deliveries the supplier uses so-called emergency suppliers or alternative suppliers, then they too must comply with the same requirements

as the original supplier. Requirements towards biological product suppliers Dutch producers of organic products comply with the conditions of the Skal quality mark. Foreign suppliers must meet similar quality tests performed by government agencies in the supplier’s country indicating organic growing and production methods.

Requirements for suppliers of MSC/ASC-certified fish and fish products Producers of MSC and ASC products meet the conditions of the MSC and ASC certification and possess valid ASC certification.


7 Corporate Social Responsibility

7.1 UN Global Compact Increasingly, Bidvest Deli XL's customers are demanding confirmation of Bidvest Deli XL's commitment to the UN Global Compact. Because we also want to promote a good CSR policy, we ask the same declaration from our suppliers. In short, committing to the UN Global Compact entails: Accepting and respecting international human rights Employees have the right to join a union

Employers ruling out all forms of obligatory labour Employer proactively cooperates in ruling out child labour Employers rule out discrimination Cooperate in improving the environment Propagating a better policy for humans and the environment in their corporate policy Proactively cooperate in new environmentally friendly developments

In no form or manner have anything to do with corruption.

7.2 CSR measurement tool Sustainable procurement is an important part of CSR. Managing the purchasing process of

sustainable products, services and suppliers contributes to an overall increase in sustainability. By choosing products from a responsible chain, sustainability is safeguarded from source to plate.

Bidvest Deli XL has made sustainability an integral part of its supplier assessment process. Quality requirements in areas such as food safety were already a standard part of our supplier selection process. These requirements have been enhanced with relevant elements of CSR. An active CSR policy is implemented and several objectives are named within Bidvest Deli

XL. Taking chain responsibility plays an important role in this policy. We focus on social responsibility in the supply chain. Both towards customers and suppliers. For 2015, Bidvest Deli XL wants to be buying 90% of its products from sustainable suppliers. Based on subjects from ISO 26000 and additional studies for the Foodservice industry, a questionnaire has been composed and it is sent electronically to each supplier. With this

questionnaire, we try to gain insight into the sustainability of our suppliers. Individual

scores can be used to deduce the extent to which sustainability is secured at individual companies and in the supply chain. This also gives suppliers insight into their own CSR performance and allows suppliers to see where there is room for improvement. The review will recur annually and progress in the CSR performance will be also monitored. Based on the score achieved, we divide our suppliers into a benchmark, in which they are

issued with a label from A to D. We expect suppliers to make a commitment to achieve at least a B label. Additional information can be found in the separate supplier manual for the CSR assessment tool.


8 Invoicing and payment

Bidvest Deli XL processes goods and expense invoices centrally at its location in Ede. Invoices are made payable based on payment terms, as part of the agreed terms of delivery.

8.1 Central invoicing address Bidvest Deli XL Accounts Payable Postbus 440

6710 BK EDE NL 001511798B01

8.2 Direct delivery invoices Invoices regarding direct deliveries to customers of Bidvest Deli XL are processed centrally in Ede and transmitted electronically to the location. The billing address of these invoices is

dependent on the location to which the client belongs. See Appendix XII.

8.3 Invoicing Bidvest Deli XL expects their suppliers to order and invoice via EDI or by electronic data

communication1. Each invoice must refer to the Bidvest Deli XL purchase order number (deliveries) or the Bidvest Deli XL return form number (returns). Bidvest Deli XL requires a separate invoice or credit note for each delivery or return order. Accompanying packaging

products must be invoiced together with the delivered or returned goods. Any correction invoices should always refer to the invoice number. When an invoice does not refer to a Bidvest Deli XL purchase order number or return authorization, we cannot process the invoice. Bidvest Deli XL expects fresh produce suppliers to submit an invoice with corresponding packaging products per shipped purchase order. This means that the accompanying waybill

must clearly refer to the delivered Bidvest Deli XL purchase order. The invoice is delivered as an AS2 and EDI invoice, D96A. Each invoice must have a unique supplier invoice number. Invoice series that are identical each year, will not be handled. The same is true for handwritten invoices. Foreign suppliers must state the statistic number (eight digits) per supplied product including the net

weight. Invoices must be in euros.

8.4 Required pre-printed information on an invoice

Bidvest Deli XL expects each invoice or credit note to be supplied on printed letter headings stating the following standard information: 01. Name, address, city/town 02. VAT number

03. Chamber of Commerce number 04. IBAN code and/or bank account number

1 See Chapter 4 for more information about EDI/electronic data communication


Required data printed on the invoice: 01. Bidvest Deli XL VAT number NL 001511798B0101.

02.a Bidvest Deli XL purchase order number or Bidvest Deli XL return form number

02.b Customer number of Bidvest Deli XL customer, if Direct Delivery 03. Unique invoice number 04. Invoice date 05. Delivery address 06. Delivery date 07. Goods - Bidvest Deli XL product number

08. Goods – GTIN code 09. Goods – Article description 10. Goods – Number of units or weight in kilos 11. Goods – Price per unit or weight, max. 3 decimals 12. Goods - Price per invoice line 13. Subtotal amount Goods in max. 2 decimals

14. Packaging - Bidvest Deli XL product number 15. Packaging - GTIN code

16. Packaging – Article description 17. Packaging - Amount 18. Packaging – Value per unit 19. Packaging – Value per invoice line 20. Subtotal amount for packaging in max. 2 decimals

21. Total subtotal 22. VAT amount(s) at correct rate;

(service rate applies for barrel washing costs) 23. Total invoice amount in max. 2 decimals

Additional matters regarding invoicing: 01. Correction invoices must be created separately and must refer to the original

invoice number and Bidvest Deli XL purchase order. 02. Subsequent deliveries must be invoiced separately and must refer to the unique

C(omplaint) M(anagement) S(ystem) number of the service order. This number can be found on the mail or fax that is supplied by the location.

03. Discounts should be processed per invoice line.

04. Invoice lines must be sorted according Bidvest Deli XL’s product number.

05. Specific additional costs must be stated separately. 06. Bidvest Deli XL must receive a credit note no more than 5 business days after a

report of a defect and/or return shipment. Bidvest Deli XL reserves the right to settle the requested invoices which have not been received. Bidvest Deli XL will create its own invoice for this, which will be settled against your invoices to Bidvest Deli XL.

07. If, by order of the supplier, Bidvest Deli XL destroys goods, Bidvest Deli XL will

send the supplier a return form including any disposal costs. Based on that return form, the supplier creates a credit note.

8.5 Settlement of free goods

A supplier can ask Bidvest Deli XL to supply goods to customers free of charge. This can be done in two ways: 1. The supplier asks Bidvest Deli XL to deliver a product free of charge to a customer.

2. The customer delivers vouchers to Bidvest Deli XL to receive a product free of charge.

The supplier submits the product number by mail to the office staff of the location as well as the name of the customer concerned. The sales order must always include a text and/or voucher number (order reference).

The supplier pays Bidvest Deli XL for the product based on the invoice. €2.75 will be charged for each free item. Per period, a summary invoice of these orders will be made and charged to the supplier. This collective invoice shall, if possible, be settled against the outstanding supplier invoices.


8.6 National crate washing centre for fresh produce Bidvest Deli XL expects its fresh produce suppliers to offer their goods in clean crates. You

can use the Crate Washing centre in Ede. A fee for washing is charged to wash the ‘Bidvest Deli XL green crates’; the washing fee is indexed annually. For more information on the

options and fees, we refer you to your regular contact in the Buying & Merchandising department. Bidvest Deli XL will not send an invoice for washing costs. These costs must be credited in combination with the collected ‘Bidvest Deli XL Green Crates’. The GTIN code for washing costs is 08710803190052. The supplier sends forecasts regarding the quantity of crates to be collected every Thursday.

8.7 Complaint Management System (CMS)

Bidvest Deli XL determines per complaint who the responsible party is. If it is the supplier, he will receive a report to this effect. When dealing with complaints, we use a Complaint Management System. During communication, a CMS report with a unique complaint reference number will be used. Bidvest Deli XL expects to receive a response within 24 hours. In the administrative

handling of the complaint, the CMS number must be stated. In addition to the CMS number, the invoice must state the customer name, any correction costs, goods and

bearers. In addition, a code is used for the activity towards the customer. The following abbreviations can be found in the CMS reporting: CR= credit SD = subsequent delivery R = returns

8.8 Quality complaints and defects regarding fresh produce suppliers

The handling of complaints and defects is carried out with fresh produce suppliers in accordance with the following schedule.

Fresh produce < € 30 > € 30

Quality The cause of the quality complaint is not questioned. Bidvest Deli XL does not receive a credit note for this from the supplier. The financial settlement of the quality complaint takes place periodically via a collective invoice issued by Bidvest

Deli XL.

(code 125)

The cause of the quality complaint is the supplier. Bidvest Deli XL receives a credit note for this from the supplier.

(code 124)

The cause of the quality complaint is Bidvest Deli XL. (code 122)

Defect The cause of the defect is not questioned. Bidvest Deli XL does not receive a credit note for this from the supplier. The financial settlement of the

defect takes place periodically via a collective invoice issued by Bidvest Deli XL. (code 115)

The cause of the defect is the supplier. Bidvest Deli XL receives a credit note for this

from the supplier. (code 114)

The cause of the defect is Bidvest Deli XL. (code 112)

Corrections All corrections are recorded on the collective invoice (drafted by Bidvest Deli XL). This collective invoice shall, if possible, be settled against the outstanding supplier invoices.

In principle the corrective delivery is arranged by the supplier. The supplier receives at all times, regardless of the determination of responsibility, €35.00. If the supplier is unable to arrange a correction, Bidvest Deli XL will arrange the correction and charge the supplier €35.00. Only corrections in the event of system errors and registration errors (see correction order) will not be charged if Bidvest Deli XL provides transport.

Contact information For questions regarding invoicing and/or payments you can contact the Accounts Payable department at: E-mail: [email protected] Telephone: +31 (0) 318 678 911


9 Key Performance Indicators (KPIs)

To ensure that our performance is brought to the highest possible level, Bidvest Deli XL keeps close watch on your part in this collective performance. Every week we monitor your performance. We employ the following KPIs: Logistics

Completeness of delivery minimum of 99.5% Timeliness of delivery minimum of 99.0%

Product identification in accordance with requirements 100% Temperature at delivery in accordance with standards 100% THT in accordance with standards and FIFO 100% Number of ‘no-sales’ due to non-delivery maximum 0.25%

Administration

Correct invoice layout 100% Returns, credits, and bearers are invoiced separately 100% Purchase prices in accordance with Bidvest Deli XL product database 100% Bearer registration in accordance with conditions 100%

Timely supply of credit notes as agreed 100% Accuracy of freight documents, crate cards and pallet stickers 100% Use of bearers in accordance with agreement 100%

Correct use of source documentation 100% Complaints

Lead time for incidental serious complaints < 3 days Lead time handling complaints from CMS < 3 days Number of complaints max. 0.5% of the order lines

Handling turnaround time for corrections and subsequent delivery based on the correction network as described in Chapter 4.

Extra costs incurred by Bidvest Deli XL because the lower limit of the KPIs are not met, are calculated individually for each supplier and deducted from the payment to the supplier.


10 Appendices

I. Supplier start-up form


II. EDI profile Bidvest Deli XL


III. EDI contact form


IV. Data pool start-up form

DATA POOL PROFILE – BIDVEST DELI XL Send an e-mail to: [email protected] Include the following information

Your GLN address Data pool you are using o GS1/DAS

o PS in Foodservice Contact: o E-mail address o Telephone number

Publish the data to the following address: GLN Bidvest Deli XL

headquarters:8713018002219

Mandatory fields 1SYNC/GS1DAS – Bidvest Deli XL 1. A product description that contains a good description of the product. A product description cannot contain the value <no name>. An example of a good product description is:

Please note that if this attribute is not entered to 1SYNC/GS1DAS, the product is

incomplete and cannot be used by Bidvest Deli XL. 2. Net content

3. Packaging type

4. Internal item number

5. Measures

Please note that the net weight of the higher level unit of measurement must be equal to

the net weight of the lower unit, multiplied by the factor.

mailto:[email protected]


6. Number of items in a pallet layer and number layers per pallet

7. Pallet type

8. Intrastat code

9. GPC code

10. Country of origin

11. Storage/handling temperatures

12. Product lifespan data

13. If applicable, when the product is going to be discontinued

14. A set of GTINs linked together instead of separate GTINs

Please note that it is not mandatory to assign an (administrative) GTIN to the pallet level

in the hierarchy, but it is highly encouraged to do so.


V. Guidelines for supplying pack shots


VI. Crate card for regular fresh produce orders

Dimensions: width of 140mm

Height 50mm

Minimum clearance on both sides 9mm (due to sliding crate in) Font type is COURIER

Font size is listed following the number of positions Desired height = 20mm and width 50mm. The height of the code may never be less than 12.7mm. Use of colour on crate cards

Product group: Crate card colour: PMS code: Fish Blue 278 Meat Red red U KWG Yellow 101 C Fruit and vegetables Green 351

Voorbeeld fustkaart

3. Klantnaam(30 pos, 8)

2. Klantnr/aflevercode(8 pos, 8 )

4.Adres(27pos, 8)

5.Postcode plaats (26pos, 8)

6.Leveranciernr (6 pos, 8)

1. Afleverdatum aan klant DeliXL (8 pos, 20.)

10. Fustnummer (12 pos, 14) 9.Route expeditie nummer (6 pos, 44)

12. Batchnummer( 3 pos, 14)

13-08-09

MEPP-73

11. Inkooporderummer (6 pos, 8)

7.Verkorte naam Deli-Xl

vestiging (4 pos, 24) en TC

nummer (2 pos, 24)

102-45

MA-O

Fustnr:5/6

8.Dag (2 pos, 24) - dagdeel(1

pos,24 )

MAA


The information that must be listed on the crate card is derived from the data contained in the file that the supplier has received.

Crate card Field from the file

Remarks

1. Delivery date to customer Customer delivery date

2. Customer number/delivery code

Customer number and delivery code

3. Customer name Delivery address

4. Address Delivery address

5. Post code/town/city Post code numeric/post code alphanumeric/delivery residence

6. Supplier number Supplier number

7. Shortened name Bidvest Deli XL location/TC number

From internal conversion table of the software

supplier

Bidvest Deli XL can provide an indication of DC and TC

combinations, with the

usual abbreviated name

8. Day/day segment Day is first two positions of the day corresponding to the delivery day. Day

segment is an indication of the delivery time

9. Route number and shipping number

Route number and shipping number

10. Crate number From the production supplier, first digit indicates the crate number, the second is the total number of crates for Bidvest Deli XL

11. Purchase order number Purchase order number

12. Batch number Batch number


VII. Bearer product numbers

Bidvest Deli XL distinguishes different types of bearers. The types are separately indicated by a product number:

Artikel Artikel omschrijving EAN-Code Waarde

L10001 Deli XL Groen Fust Hoog 08710803190045 4,50€

L10002 Deli XL Groen Fust Laag 08710803190014 4,50€

L10003 Deli XL Groen Fust Opzetrand 08710803190021 4,50€


L11900 Melktray Hoog 08712800009009 3,60€

L11901 Melktray Laag 08712800009009 3,60€


L13801 EPS krat 11 cm / L bak 08714548114007 3,86€

L13803 EPS krat 17 cm / M bak 08714548113000 3,86€

L13804 EPS krat 13 cm / H bak 08714548112003 3,86€

L13805 APS klapbak 13 / L 08714548119002 3,86€

L13806 APS klapbak 18 / M 08714548110009 3,86€

L13807 APS klapbak 24 / H 08714548118005 3,86€

L13808 APS klapbak 46 / T 08714548116001 3,86€


L13500 Champignon krat blauw n.v.t. 0,90€

L13900 ARP krat 15 cm/ T-bak 08714548111006 0,90€


L32001 CBL Fust 15 cm 08714303000040 3,86€

L32002 CBL Fust 12 cm 08714303000033 3,86€

L32003 CBL Fust 17 cm 08714303000026 3,86€

L32004 CBL Fust 11 cm 08714303000019 3,86€

L32005 CBL Fust 07 cm 08714303000002 3,86€


L20000 Pool Pallet 08714548003004 13,61€

L21000 Euro Pallet 08712345010041 10,00€

L24000 DPB Pallet 08713543290969 22,50€

L23000 CN PALLET 08712800009313 14,00€


L10400 Rolcontainer DKW 08710803190076 100,00€

L10300 Rolcontainer Vers 08710803190038 100,00€

L10700 Tussenlegger DKW 08710803190069 15,00€

L10900 Tussenlegger Vers 08710803190007 15,00€

L12600 Rolcontainer Melk 08712800009320 90,00€

ROLCONTAINERS/ TUSSENLEGGERS

EPS BLAUWE (KLAP)KRATTEN

Bidvest Deli XL GROENE FUSTEN

MELK KRATTEN/ TRAYS

CBL FUSTEN

AGF KLEINE KRATTEN

PALLETS


VIII. Explanation of Bidvest Deli XL communication module files

Lay-out file name

Position Details

from to

1 1 Stands for Wholesale consumption

2 6 Is the supplier number at Bidvest Deli XL without the last position

7 7 File type: V: Pre-information J: JIT order is the final order T: Feedback

8 8 Ordering RVC/HV: I. Verscentrum/Horeca - Helmond O: Verscentrum - Meppel

B: Verscentrum/Horeca - Schiedam A: Verscentrum – Amsterdam

C: Horeca location Tilburg G: Horeca location Geleen J: Horeca location Drachten K: Horeca location Groningen N: Horeca location Emmen P: Horeca location Hengelo

T: Horeca location Hoofddorp W: Horeca location Nieuwegein X: Horeca location Burgh Haamstede M: Direct Delivery, DC55, is always a final order

9 10 Serial number. There may be several files.

Example: G13018JI01 G Wholesale. 13018 In this example the full supplier number is 130180.

J Indication that it is a JIT (final) order. I Order for Verscentrum (RVC) - Helmond.

01 The first file Note: De file name of the order and pre-information are assigned by Bidvest Deli XL. The file name of the feedback is assigned by the supplier. However, the file identification in the

records may not be altered.


Direct delivery order file layout

Attribute Format Type Details

DC number 2 Alphanumeric

Supplier number 6 Alphanumeric

Purchase order number 6.0 Numeric

Customer number 5 Alphanumeric

Delivery code 1 Alphanumeric

Verscentrum delivery date 8.0 Numeric

Route number 3.0 Numeric 000 For Direct Delivery

Shipping number 2.0 Numeric 00 For Direct Delivery

Batch number 3 Alphanumeric

File identification 10 Alphanumeric

Delivery address 30 Alphanumeric

Delivery address 22 Alphanumeric

Street number 5.0 Numeric

Delivery residence 18 Alphanumeric

Post code numeric 4.0 Numeric

Post code alphanumeric 2 Alphanumeric

Purchase order line number 6.0 Numeric

Warehouse line number 5.0 Numeric

Bidvest Deli XL product number

6 Alphanumeric

Supplier product number 13 Alphanumeric

Number of sales units 7.2 Numeric

Portion quantity 5.0 Numeric

Portion contents 6.3 Numeric Weight in Kg

Portion unit 2 Alphanumeric always KG

Product specification 25 Alphanumeric

Order heading number 6.0 Numeric

Order line number 3.0 Numeric

Customer delivery date 8.0 Numeric

Delivery code 2 Alphanumeric 08 = Direct Delivery

05 = JIT

Indication of delivery time 1 Alphanumeric D = day M = morning

A = afternoon E = evening N = night

For instance: format 6.3 numeric. This means that the attribute has a length of 6

positions, of which three are decimal places. The period is not included in the field. Example of final orders Instead of 30 meatballs, 20 meatballs were delivered that together weigh 2.2 kilos, vacuum-packed Number of sales units 2.00

Portion quantity 20 Portion contents 2.2

Portion unit KG Product specification vacuum-packed 1 steak of 2.5 kg = 2.5 KG sales units

Number of sales units 2.50 Portion quantity 1 Portion contents 2.500 Portion unit KG Product specification ‘ ‘


1 Papaya; ordered per piece, but calculated by weight

Number of sales units 1.00

Portion quantity Portion contents Portion unit Product specification ‘ ‘ 1 cauliflower; is ordered per piece and also calculated per piece

Number of sales units 1.00 Portion quantity Portion contents Portion unit Product specification ‘ ‘

Direct delivery feedback file layout

Attribute Format Type Details

DC number 2 Alphanumeric

Supplier number 6 Alphanumeric

Purchase order number 6.0 Numeric

Purchase order line number 6.0 Alphanumeric

File identification 10 Alphanumeric Note: This is the file identifier of the order!

Warehouse line number 5.0 Numeric

Bidvest Deli XL product number 6 Alphanumeric

Supplier product number 13 Alphanumeric

Delivered sales units 7.2 Numeric

Delivered weight 7.2 Numeric

Delivered portion quantity 5.0 Numeric

Bearer number 14 Alphanumeric Specifically for bearers

Customer number 5 Alphanumeric Specifically for bearers

Delivery code 1 Alphanumeric Specifically for bearers

Route number 3 Alphanumeric Specifically for bearers

Shipping number 2 Alphanumeric Specifically for bearers

Sales price 9.3 Numeric In the purchasing unit

Purchase order number 6.0 Numeric Bidvest Deli XL order no. from order file, order header number.

Delivery/return code 1 Alphanumeric D = Delivery R = Return

For instance: format 7.2 numeric. This means that the attribute has a length of 7 positions, of which two are decimal places. The period is not included in the field.

At start-up, the document ‘Electronic fresh produce communication’ is used, which explains the technical description.


Sample product feedback

Instead of 30 meatballs, 20 meatballs were delivered that together weigh 2.2 kilos

Number of sales units 3.00 New weight 2.20 Portion quantity 20 Instead of 2.5 kg of steak, 2.8 kg of steak was delivered: Number of sales units 2.50

New weight 2.80 Portion quantity 1 The papaya is delivered and weighs 450 grams Number of sales units 1.00

New weight 0.45 Portion quantity

The cauliflower is delivered Number of sales units 1.00 New weight

Portion quantity


IX. Packing list


X. Fresh produce packing slip


XI. Delivery note


XII. Billing Addresses for Direct Deliveries

Bidvest Deli XL Ede Bidvest Deli XL Helmond

Accounts Payable department Accounts Payable department

Postbus 652 Postbus 660

6710 BR Ede 6710 BR Ede

Bidvest Deli XL LVC Ede Bidvest Deli XL Hengelo



6710 BP Ede 6710 BR Ede

Bidvest Deli XL DC Ede Bidvest Deli XL Hoofddorp



6710 BN Ede 6710 BR Ede

Bidvest Deli XL Burgh-Haamstede

Bidvest Deli XL Nieuwegein



6710 BD Ede 6710 BR Ede

Bidvest Deli XL Drachten Bidvest Deli XL Schiedam



6710 BP Ede 6710 BR Ede

Bidvest Deli XL Emmen Bidvest Deli XL Tilburg

Accounts Payable department

Accounts Payable

department


6710 BP Ede 6710 BS Ede

Bidvest Deli XL Geleen Bidvest Deli XL Amsterdam




Bidvest Deli XL Groningen Bidvest Deli XL Meppel





XIII. E-mail addresses fresh produce packing slip and package lists

Bidvest Deli XL location E-mail address

RVC Amsterdam [email protected]

RVC/Horeca Schiedam [email protected]

RVC Meppel [email protected]

RVC/Horeca Helmond [email protected]

Horeca Drachten [email protected]

Horeca Groningen [email protected]

Horeca Emmen [email protected]

Horeca Hengelo [email protected]

Horeca Geleen [email protected]

Horeca Tilburg [email protected]

Horeca Burgh Haamstede [email protected]

Horeca Nieuwegein [email protected]

Horeca Hoofddorp [email protected]














Supplier's Manual 2016 | Bidvest Deli XL

Documents

Transcript of Supplier's Manual 2016 | Bidvest Deli XL