GALLS 128958894v6 Vendor Policies and Procedures Instruction Manual

GALLS 128958894v6 Vendor Policies and Procedures Instruction Manual

OVERVIEW

It is essen�al for Galls to have this comprehensive policies and procedures Manual to effec�vely govern its rela�onship with you and its other Vendors. This Manual covers a wide range of aspects, including ethical standards and shipment requirements. These policies are not stack but will be subject to change (without requiring your prior consent) based on the evolving needs of Galls’ business.

For Vendors doing business with Galls, it is crucial to carefully read and adhere to these policies. Depending on their current prices, Vendors might need to modify their processes, update their systems, or invest in equipment to align with Galls’ guidelines. Compliance with these policies is vital to maintaining an efficient and produce business rela�onship with Galls.

By sang clear expectants and standards, Galls aims to foster a professional and mutually beneficial rela�onship with its Vendors, demonstra�ng a commitment to upholding ethical and industry-compliant prices while mean specific needs of business operons and providing a great customer experience

VENDOR TERMS AND CONDITIONS

Generally
The terms and condones set forth in this Manual supplement, and are made a part of, the Vendor
Agreement

Code of Conduct
All Vendors are required to engage in ethical business prices that adhere to all applicable social, legal, human rights, and environmental standards at all �mess. By signing the Vendor Agreement, Vendor acknowledges and agrees that Galls does not condone, tolerate or permit the viola on of any applicable United States, foreign, or interna�onal laws, rules, or regulons, including, without limitans, any laws governing employment or labor, the environment, the provision of services, or the sale of goods or service . Vendor further acknowledges and agrees that Galls does not condone, tolerate or permit the use of  held, forced, indentured, prison, involuntary, or uncompensated labor in the manufacturing of any materials for, or the provision of any services to, Galls under any circumstances, or any ac�vi�es that are in viola on of interna�onal agreements or applicable laws or customs, including, but not limited to, false declarants of country of origin or other false documenta�on, counterfeit visas, or illegal transshipment to evade the applicable tele quota restraint agreements negated between the country of export and the country of import. Vendor acknowledges the foregoing policy against engaging in any illegal ac�vi�es, and further acknowledge that Galls will not purchase any products and/or services provided through the use of any unlawful or unethical prices. In furtherance of the foregoing, Vendor acknowledges and agrees that Vendor shall comply with the following policies at all �mess:

• LAWS AND REGULATIONS – Vendor is in compliance with, and will at all �mess connote to comply with, all applicable laws, rules, and regulons, including but not limited to, those pertaining to environmental maters in the conduct of its business (including permits and laws erlang to air emissions, solid and hazardous waste and water discharge), the manufacture or assembly of proud ts for Galls, the provision of services to Galls, and the interna�onal sale of goods. Where applicable, Vendor owns or may legally purchase rights to export taxes and tele products under the applicable mandatory quota agreements in effect between the country of export and the United States.

• COMPENSATION AND BENEFITS – Vendor is not engaged in, and will not at any time engage in, any unfair labor, wage, or benefits practice in violation of the laws or regulations of the United States or the country where it manufactures or assembles products (if other than the United States). Vendor pays at least the minimum total compensation required by the laws or regulations of the United States or the country where it manufactures or assembles products (if other than the United States), including all mandated wages, allowances, and benefits. Vendor provides paid annual leave and holidays as required by law or that meet the local industry standard, whichever is greater, and Vendor does not and will not modify or terminate workers’ contracts for the purpose of avoiding the provision of benefits.

• GENERAL LABOR -Vendor is not engaged in, and will not at any time engage in, the employment of child, forced, indentured, bonded, involuntary, prison, or uncompensated labor, the use of corporal punishment, discrimination based on race, gender, national origin, age, or religious beliefs, or similar employment activities or conditions, or labor practices involving unsanitary and/or unsafe labor conditions in violations of the laws or regulations of the country where it manufactures or assembles products. All labor must be voluntary, and Vendor shall not, at any time, support or engage in slavery or human trafficking in any part of its supply chain. Vendor shall treat workers with respect and dignity. Vendor shall not at any time subject workers to physical, verbal, sexual, or psychological abuse or harassment

• CHILD LABOR – Vendor does not use workers who are younger than 15 years of age (or 14 years of age where consistent with international Labor Organizational guidelines and the local law allows such exception), the age for completing compulsory education, or the minimum established by law, whichever is greater. Vendor observes all legal requirements for work of employees under 18 years of age, particularly those pertaining to hours of work and working conditions.

• EMPLOYMENT ELIGIBILITY Vendor shall, at all times, (a) implement and maintain a reliable system to verify the eligibility of all workers, including age eligibility and legal status of foreign workers, and (b) implement and maintain a reliable recordkeeping system regarding the eligibility of all workers,

• HOURS OF WORK Vendor ensures that employees’ hours worked shall not, on a regularly scheduled basis, exceed the lessor of (a) legal limitations on regular and overtime hours in the jurisdiction which it manufactures or assembles products or (b) 48 hours per week, plus 12 hours of overtime. Workers may refuse overtime without any threat of penalty, punishment, or dismissal. In addition, except in extraordinary business circumstances, all employees shall be entitled to at least one day off in every seven-day period.

• SWEAT-FREE CONDITIONS – Vendor warrants that its products are manufactured in sweat-free, decent, and dignified work conditions, and Vendor will advise and update Galls if it has received WRAP or other social compliance certificates.

• FREEDOM OF ASSOCIATION -Vendor recognizes and respects the right of its workers to exercise lawful rights of free association, including joining or not joining any association. Where freedom of association is restricted by law, workers shall be free to develop paratiat means for independent and free association and collective bargaining.
  HARASSMENT OR ABUSE Vendor provides a work environment free of harassment, abuse, or corporal punishment in any form. Vendor agrees to establish channels for employees and stakeholders to report violations or concerns related to the foregoing. Vendor agrees and acknowledges that employees and stallholders acting as whistleblowers shall be protected from retaliation for reporting in good faith,

• NO DISCRIMINATION -Vendor has and will at all times ensure that its employment practices including hiring, remuneration, benefits, advancement, termination, and retirement, are based on ability and not on race, gender, national origin, age, or religious billets or other prohibited classifications

• HEALTH AND SAFETY -Vendor provides a safe, healthy and sanitary work environment and, where applicable, safe, healthy and sanitary residential housing in accordance with local laws, rules, and regulations. Vendor shall implement procedures and safeguards to prevent workplace hazards, and work-related accidents and injuries, including procedures and safeguards to prevent industry specific workplace hazards, and work-related accidents and injuries, that are not specifically addressed in this policy

• MONITORING AND COMPLIANCE Vendor maintains on sits all documentation necessary to demonstrate compliance with this Manual Galls or its third-party representatives may Undertale affirmative measures, such as announced or unannounced on-site inspections of production facilities, to monitor compliance. Vendor must allow Galls and/or its representatives full access to production facilities, employee records, and employees for confidential interviews in connection with monitoring visits. In addition, Vendor must respond promptly to all inquiries by Galli or its representatives concerning the operations of Vendor’s facilities

• MANAGEMENT SYSTEMS AND CONTINUOUS IMPROVEMENTS Vendor will have management systems in place that include an organizational structure and appropriately trained and empowered personnel to achieve compliance with the standards set forth in this Manual. Vendor will also introduce policies and procedures for training, communication, performance measurement, accountability and documentation in order to promote continuous improvement of working conditions and compliance with the standards in this Manual.

• BRIBERY AND CORRUPTION -Vender will not, in connection with any aspect of its business with Galls, directly or indirectly give or offer any bribe, kickback or other improper payment or benefit to influence another individual, company organization, government official or body, or political party or candidate. In addition, Vendor must at all times maintain the highest ethical standards, and must not offer cash, favon, gifts, or entertainment to Galls’ team members

• SUBCONTRACTING- Vendor will only be permitted to subcontract work as set forth in the Vendor Agreement, and Vendor shall remain solely responsible and liable for compliance with this Manual by all of its permitted subcontractors.

• VISIBILITY -A copy of this Manual or, if approved in advance in writing by Galli, a detailed summary of the material terms of this Manual, must be posted in strategic locations throughout Vendor’s place of business or otherwise made reasonably accessible so that each member of Vendor’s organiza�on has access to the informant (e.g., lobby, near �me clocks, Bullen board, etc.). Vendor is responsible for transplant this Manual into the nave languages of all workers, if applicable.

.Ethical Audits
If applicable, Galls shall be permitted to conduct periodic ethical audits, either directly or through a third party service provider acceptable to Galls, to ensure compliance with this Manual at all active Vendor factories and/or other facilities producing Galls-branded products. All such factories and/or other facilities must produce a passing report to continue business with Galls. Failure to pass an ethical audit or to timely complete any CAP tasks (as outlined in an applicable ethical audit report) may, in Galls’ discretion, result in the immediate termination of the Vendor Agreement or any and all POs. Ethical audits may be unannounced, semi-announced or announced, in each case in Galls’ sole discretion, and shall consist of, in addition to such other steps and/or actions as Galls may deem necessary or appropriate, (a) an opening meeting, (b) a Vendor factory/facility tour, (c) a review of all relevant documents and other materials pertaining to Vendor’s products and/or services, (d) Vendor personnel interviews and (e) a closing meeting and a review of any applicable CAP(s). No changes to the factories and/or facilities where Galls-branded products are produced by Vendor shall be permitted without Galls’ prior written consent. If Galls discovers that any unauthorized factory and/or facility is being used by Vendor in the production of Galls-branded products, such activity may, in Galls discretion, result in the immediate termination of the Vendor Agreement or any and all POS.

Quality Assurance Standards, Testing and Quality Inspection Audits
If applicable, and at Vendor’s sole cost and expense, all Galls-branded products must pass (a) a fabric test, (b) a garment test and (c) such other testing procedures as Galls may request from time to time, in each case to Galls’ satisfaction, which testing may, in Galls’ discretion, be conducted by Galls or by a third party acceptable to Galls. Any testing failures must be addressed and corrected to Galls’ satisfaction prior to production. Galls shall be permitted to conduct periodic quality inspection audits, either directly or through a third party service provider acceptable to Galls, to ensure compliance with the foregoing quality standards at all active Vendor factories and/or other facilities producing Galls-branded products. Quality inspection audits may be unannounced, semi-announced or announced, in each case in Galls’ sole discretion, and shall consist of, in addition to such other steps and/or actions as Galls may deem necessary or appropriate, (i) verifying satisfactory production quality at each stage of production and (ii) reviewing work in progress to ensure satisfactory production and delivery schedules.

Taxpayer ID
All Vendors must provide a valid Taxpayer Iden�fica�on Number (TIN) W-8 or W-9 form, which can be found here: W-8 TIN Form; W-9 TIN Form. It is the responsibility of Vendor to keep Galls updated should any informant contained therein change.

Vendor Updates
Vendors must maintain open and con�nuous communicator with Galls regarding material changes within Vendor’s organiza�on that affect the rela�onship between Vendor and Galls. Galls requires not less than sixty (60) days’ nonce of any such changes which include, without limitans, the occurrence of any of the following:

• New ERP or system upgrade implementa�ons
• Changes to shipping loca�ons
• Changes in sourcing product to overseas or new overseas manufacturing
• Packaging design changes
• Number of Reaches contained in the selling units.

Report any changes to your Galls Merchant to avoid issues and non-compliance concerns.

If any changes are due to merging, being sold, being acquired, going into Chapter 11, or going out of business, the changes must be communicated to Galls in wring on company letterhead and signed by a senior officer. Informa on to be included in the correspondence:

• Old parent company and new parent company name
• Old company address and new company address.
• Description of change (e.g., merger, etc.)
• Effec�vely date of change

Payments will be remitted to the address listed on invoices. Any invoices sent to Galls aver the effec�vely date of any changes must contain the new informant.

Electronic Data Interchange and Purchase Order Portal
Every Vendor is required to sign and comply with the Galls Electronic Transmission Systems form, which is available here: Electronic Transmission Systems Form. This document facilitates the electronic exchange of data between Galls and Vendor. The data that can be exchanged includes, but is not limited to, POs, invoices, and other related documents that are relevant to our business transac�ons

By signing the Vendor Agreement, Vendors agree to par�cipate in the electronic data exchange process with Galls. This allows for a more efficient and streamlined communicator and transac�ons process between the pares involved. It helps in reducing manual paperwork, enhancing accuracy, and speeding up various aspects of the supply chain, ul�mately beefing both Galls and its vendors.

Miscellaneous
Any taxes, fees, imports, or stamps mandated by state, federal, or municipal governments during the process of selling, transferring, or transman merchandise to Galls will be the responsibility of Vendor.

PRODUCT INFORMATION
It is the responsibility of Vendor to provide Galls with its Item Master and pricing for review and approval through the GSP. Once approved, the informant will be uploaded to the Vendor’s Item Master. Vendor is responsible for ensuring that Galls always has correct item informant and pricing.

GSP
The GSP can be accessed by vising htps://gsp.galls.com. To log in, you will need your GSP login. To obtain your Vendor credenzas, contact VendorCompliance@galls.com . The GSP is used for:

• PO PORTAL – Used by Vendors that are not EDI capable to build shipments, create an ASN, carton labels and packing slips.
• SKU CONTENT MANAGEMENT – Allows Vendor to upload Item data for inclusion into Galls system. Vendors can access their Item Master in Galls’ system. It is the responsibility of Vendor to monitor the Item Master and keep it updated.
• BUSINESS REPORTING – Vendor can access and monitor performance metrics on Vendor’s scorecard.
• VENDOR COMPLIANCE – Vendor can access chargeback detail, PO details and the chargeback dispute form.
• CONTACT MANAGEMENT – Vendors are expected to keep their company’s contacts up to dat

Monitoring the GSP : Vendors are expected to check the GSP frequently for important news, policy changes, and business tools. Informa on posted on the GSP will be considered part of this Manual and will supersede conflic�ng informant in any other document, including the Vendor Agreement.

Policy Changes and Requirements : Galls reserves the right to modify policies and introduce new requirements at any �me. It is the responsibility of each Vendor to stay informed about changes and adjust their business processes accordingly

Email Credenzas and Security: Vendors must maintain confiden�ality and security for their email credenzas to the GSP. It is crucial for Vendor to promptly terminate access for any employees who should no longer have it.

Vendor Responsibility : Vendors will be held responsible for the acorns taken by any user who accesses the GSP using their credenzas. Unauthorized access must be prevented and reported to Galls promptly

GSP User Guide: Before using the GSP, it is essen�al to review and comply with the GSP User Guide associated with its use, which can be found here: htps://gsp.galls.com

E-COMMERCE
E-Commerce Drop Ship
All products listed for “drop ship” on any Galls E-commerce platform, including but not limited to Galls.com, uspatriot.com, patriotoutfitters.com, postalunifromsdirect.com must adhere to the following requirements:

• Vendor must provide accurate and daily up-to-date inventory availability data feeds through FTP
  – more informant about that is set forth below under “Inventory Feed – FTP Requirements”.

• All orders shipped via drop ship must be “blind shipped”, with no reference to any brand other than “Galls”.

• All ship to addresses must be purged nightly in accordance with applicable law.

• Vendors must be capable of shipping products in small Quan��es, including Reaches, to both business and residen�al addresses within the con�nental United States.

• Prices for products listed via E-commerce will adhere to the standard Item Master provided by Vendor to Galls. No additional increase or change to the Galls stated product cost is allowed.

E-Commerce Images and Content
Vendor will provide E-commerce-ready content and high-resolution product photos. Vendor will review, update and maintain all product content through the Vendor Product Form, a copy of which is available on the GSP. See Galls Acceptable Electronic Media Formats here: Acceptable Electronic Media Formats.

Vendor will accurately maintain the status and availability of all products offered via E-commerce.

Inventory Feed – FTP Requirements
Vendor will provide accurate and daily up-to-date inventory availability data feeds through EDI, Galls Supplier Portal or FTP.

FTP Feeds – Vendor inventory feeds can be transmitted via FTP between Galls and Vendor. If Vendor chooses to host the server, Galls will pull the data from Vendor or Vendor can choose to push the data to Galls and have Galls host the FTP server at a cost of $ 250.00 per year. See Galls FTP Transmission Form here: htps://app.smartsheet.com/b/form/beb7710b8b1d464d9679aeb09a54bb83. If assistance is needed, please complete your informant and a Galls IT Representa�ve will contact the appropriate Vendor Representa�ve to establish the appropriate connector.

PURCHASE ORDERS
Vendor PO Terms and Condon’s
Galls uses Postop acquire goods for its warehouse and branch locators. Galls will not be liable for payment without a properly authorized PO. Any PO issues iden�fied by a Vendor must be brought to the aten�onof the proper Galls Supply Planner for Corecon. To facilitate efficient payment processing, please only invoice one PO per invoice.

Galls uses two methods of PO transmission – EDI and GSP. Vendors are encouraged to transact POs via EDI, which is Galls’ preferred method of data exchange. If a Vendor is unable to transact via EDI, Vendor may be set up to transact POs via the GSP, for use specifically with Galls. For informant on becoming a GSP vendor please contact: VendorCompliance@galls.com.

Purchase Order Fulfillment Guidelines
On Time in Full

• All orders are expected to be shipped to the designated delivery point OTIF.
• All Vendors shipping to Galls must maintain a minimum performance level of 85% OTIF across the business, measured as a % of the order that meets both of the following requirements:
  • On Time: Arrival of the order within a four (4) day grace period of the Need Date.
  • In Full: 100% complete shipment of all items set forth in the applicable PO

Purchase Order Shipments and Peral Orders:

• All orders should be grouped for the minimum number of shipments required.

• Orders may be shipped prior to the Need Date.

• Galls will keep orders open null full shipment is received.

• Backorders should not be canceled without prior written approval from Galls.

• Vendors must ac�vely work backorders to minimize the total value of backorders.

• To ensure a flow of ready goods, Galls does allow for poral shipments.

• No Vendor should hold orders that will ship beyond the aforemen�oned four (4) day grace period.

• Vendors must not invoice for backordered items null the backordered items have been
  shipped.

• For Vendors shipping freight collect: Galls will cover the freight for three (3) shipments per PO. For addi�onal shipments, Galls will chargeback Vendor the cost of freight for each shipment.

• ASNs for EDI or GSP POs must be transmitted the same day as the shipment leaves Vendor’s facility.

Incorrect Items and Overages
Items received by Galls from Vendor that were not ordered on a duly authorized PO are considered incorrect items shipped. These items are considered a compliance infrac�on and are subject to compliance chargebacks and/or other remedies that Galls may exercise including, but not limited to:

• Rotenone of the items by Galls at no charge.
• Returning any or all of the incorrect items back to Vendor at Vendor’s sole cost and expense.

EDI – Electronic Data Interchange
Galls prefers all Vendors to have EDI capabili�es. For those Vendors with no EDI capabili�es, the GSP must be unlined to build shipments, create ASNs and packing slips. For informant on the GSP, see the second �tiled “PRODUCT INFORMATION” on page 8 of this Manual. To obtain GSP login credenzas, please contact: VendorCompliance@galls.com

Please see below for the EDI documents and version that Galls currently supports:

Note : Soon to come! 855 PO Acknowledgement and 846 Inventory Advice

EDI Terms and Condi�ons
When a Vendor uses EDI to do business with Galls, it is agreeing to the following terms and condones:

• Both par�es agree that they will be responsible for their own costs related to any EDI
  transmissions, including any fees for storing data that a third-party service provider might charge.

• Each party will be responsible for their own expenses for craning and/or geeing a license for their EDI so ware, as well as for any tensing and validator costs.

• Vendor EDI documents must be created using the appropriate X12 4030 Standards. For specific Galls EDI onboarding documenta�on, contact VendorCompliance@galls.com:

PRODUCT LABELING AND PACKAGING

General Specifica�ons

• All individual units of sale packages must be labeled with a correct SKU barcode or UPC number for the exact item ordered by Galls.

• UPC or Galls SKU barcode must be applied to individual poly bags, blister packs and individual item cartons.

• Items that are too small to attach UPC or Galls SKU MUST be placed in a poly bag with Galls SKU or UPC attached to poly bag.

• No manual changes to labels are permitted. If changes need to be made, a new label must be printed and applied.

• Do not photocopy labels. Do not cross off barcodes.

• The barcode label must be easily scanned (i.e., no faint ink or breaks in the barcode

• Galls accepts only SKU barcode labels that meet one of the following Specifica�ons:

  • Meets UCC allowable tolerance like UPC Code 3 of 9 or any of the examples depicted
    below.

  • Ulises alphanumeric computer scannable symbols (no commas, periods, asterisks, or special characters) with human readable product informant.

  • Acceptable barcode formats include:

  • Interleaved 2 of 5

  • UCC128

  • Code 39

  • Code 128

• Upon request, Galls can provide sample labels for each SKU for the first shipment only. Duplicon of the barcode data and SKU will be the responsibility of Vendor.

• UPC and/or Galls SKU barcode labels, qty, barcode must be clearly visible on the outside poly bag, and/or blister pack.

• A barcode label must be on the case pack as well as the individual unit of sale.

CARTON PACKING REQUIREMENTS

• Maximum ship carton weight is 49 lbs., subject to exception only for individual items whose unit of sale is greater than its weight. Such items should not be overpacked.

PO MIXED CARTONS

• Use appropriately sized cartons when shipping products.
• All PO numbers within a carton must be clearly noted on the outside of carton.
• Carton must be clearly iden�fied as “MIXED” on the outside of the carton.
• When product is shipped pursuant to mul�ple POs, it must each be packaged separately within the carton by PO.
• Same SKUs should be bundled together/separated from other SKUs (i.e., polybag)
• All mixed cartons should contain separate packing lists for each PO detailing PO number, item numbers, and Quan��as of items within.
• No manual modifica�on of the packing list is acceptable. If contents of carton are modified, a new packing list must be provided.
• Where Galls chooses to order in less than case pack quan��es, and there are ques�ons regarding mixed SKU cases, please contact Galls’ Inbound Department for packaging instruc�ons at: GallsInboundDelivery@Galls.com.
• Mixed cartons should be packaged on the same pallet in shipment when possible

EDI and GSP MIXED CARTONS

• All PO numbers within a carton must be clearly noted on the outside of the carton.
• Carton must be clearly iden�fied as “MIXED” on the outside of the carton.
• Each SKU in carton must be separated via poly bag with EDI/GSP label atached. DO NOT apply the EDI/GSP label to the outside of the mixed master carton.

CARTON LABELING
• All master cartons must be labeled with the following:

• Master carton quant

  • PO number
  • Carton count (1 of 5, 2 of 5, etc.)
  • Mixed cartons must be clearly iden�fied as “MIXED” on the outside of the carton.
  • See packaging for MIXED cartons above. Please forward ques�ons to:
    GallsInboundDelivery@galls.com

• The carton barcode label must be placed on the bottom right-hand corner of the shortest side of each carton.

• When stacked on a pallet the barcode and tag number protons of the label MUST be visible (facing outward), even if the rest of the label overlaps another side of the ship carton.

• Note : Product and carton labeling guidelines apply to ALL Vendors.

SHIPPING REQUIREMENTS
SMALL PARCEL
Shipment detail – Carton Weight and Height Limits

• Small cartons must not exceed 49 lbs. individually, or 150 lbs. in the aggregate, per shipment.
• Individual cartons must not exceed 49 lbs. and 105” in length and girth.
• If shipment is less than 150 lbs. and combined cartons exceed 60” in height on a 40” X 48” pallet, it must ship LTL.

Ship Via
FedEx is Galls’ contracted carrier for small parcel. It is important that shipping instrucccones are adhered to as follows:

Direct to a Galls Loca�on

• Ship FedEx Ground Collect, Bill Recipient.

Drop Ship to End User

• Commercial address – ship Fed Ex Ground – Bill 3rd party.
• Residen�al address – ship FedEx Ground Home Delivery – Bill 3rd part

See tutorial document for processing shipments on FedEx.com at: Galls – FedEx Small Parcel Rung Instrucccones

PALLETIZED SHIPMENTS – LTL / TL
Shipment detail – carton weights and pallet count

Ship Via
Galls’ contracted carrier for palle�zed LTL/TL freight is R+L Carriers

It is the responsibility of Vendor to create a BOL for shipments and contact R+L Carriers for pickup. Use of Vendor’s BOL is acceptable

Carrier Contacts

R+L Carriers| 1-800-534-5589| www.RLCarriers.com
---|---|---
Christine Gostkowski| 239-387-6372| Christine.gostowski@RLCarriers.com
Justin Moritz-Pahe| 239-387-6388| Justin.pahde@RLCarriers.com

Direct to a Galls Loca�on

• • Ship R+L Carriers Collect – If Vendor chooses to create BOL on R+L’s website, see tutorial document here: Galls-R+L BOL Tutorial – Ship to Galls Locon

Drop ship to end user

• Ship R+L Carriers – 3rd party bill – If Vendor chooses to create BOL on R+L’s website, see tutorial document here: Galls-R+L BOL Tutorial – Ship to Galls Customer

Delivery Appointments
LTL/TL SHIPMENTS REQUIRE DELIVERY APPOINTMENT
See table below for locators that require delivery appointments to accept freight shipments

For carriers other than R+L Carriers, delivery appointments must be coordinated with the following contacts:

GallsInboundDelivery@galls.com

All LTL/TL shipments require a delivery appointment, which should be noted on the BOL. Failure to coordinate a delivery appointment nestles Galls the right to refuse to accept the shipment, charge holding fees and return freight charges to Vendor. Failure to coordinate a delivery appointment could also result in a chargeback at Galls’ telecon

GENERAL SHIPPING INSTRUCTIONS

Freight Paid by Galls

• When shipping, do not insure, declare value, or ship using any service other than ground services, unless specifically directed by the Galls Supply Planner.
• All freight shipments sent using any carrier other than Galls’ contracted carrier, and/or unliving unauthorized Freight Collect or “Pre-pay and Add to Invoice” pricing are subject to refusal of shipment or chargeback penalty

Freight Paid by Vendor

• Absent prior written approval from Galls Buyer/Planner or a Representa�ve of Galls’ Inbound Department, shipments not in compliance with these guidelines are made at the sole risk and paternal expense of Vendor. Galls assumes no risk of loss or liability for any claims resoling from such shipments.
• Galls requires our Vendors to use Galls’ contracted carriers, as outlined above, as these carriers are dedicated to Galls’ delivery schedule

Filing Claims

• Regardless of who pays freight, the party who shipped the goods must file claims for damaged or lost shipments.
• Galls will file claims on Vendor’s behalf if provided a liter on Vendor’s company letterhead relinquishing claim rights to Galls of shipment in questor.

Air Freight Instrucccones

• All shipments are preferred to ship ground.
• Air freight authoriza�on must be obtained in wring by Galls Supply Planner.
• Each PO shipping via air freight must have separate authoriza�on.
• Unauthorized air shipments or deviants from the prescribed air carrier will result in a
  chargeback.

Noting BOLs, Carton Markings, Labeling and Palle�zing Shipments

• BOLs must be notated with all PO numbers associated with the shipment, to include total carton and pallets.

• All ship cartons must reference the applicable PO number on the outside of the carton and on allcorresponding documents, including the packing list.

• All carton labels must be facing outward on palle�zed loads.

• Pallets must be fully loaded using all available pallet space to reduce height.

• There shall be no middle stacking of pallet shipments such that cartons are concealed. All cartons must be visible.

• All palle�zed shipments must be shrink-wrapped and should not exceed 7 feet in height,
  measured from the floor to the top.

• Standard 40” X 48” pallets are required, unless otherwise approved in wring by Galls. For approval, please contact: GallsInboundDelivery@galls.com

• Packing list must be atached, visible under shrink wrap, but not permanently affixed to the outside of first or last carton – next to the barcode label, but not covering it.

• Mark the respec�ve case “Packing List Attached”.

• Shipments containing mul�ple ship cartons must have sequen�al numbering on the outside of each ship carton (i.e.: 1 of 3, 2 of 3, 3 of 3, etc.).

• Each item shipped must be packed and protected in ship cartons authorized by Na�onal Motor Freight Classifica�on (NMFC) Specifica�ons. Minimum of RSC 200 lb. test, 65-lb burst, single wall C-flute.

• Use only reinforced cellophane carton sealing tape. Do NOT cover any carton informa�on when  sealing.

• All pallets must be secured, and any pallets with loose boxes will not be picked up by R+L Carriers. Vendor agrees that it shall be liable for any such unsecured pallets.

ACCOUNTS PAYABLE
EDI 810 is Galls’ preferred invoice receipt method. Absent EDI, invoice receipt options are via GSP (future) or data translator (Auxins). E-mailed invoices are not preferred. Galls will be working with our non-EDI Vendors to obtain invoices via electronic means in the future.

Terms of Payment
Galls standard payment terms are 2% 60, Net 60, unless otherwise stated on the co-signed and executed Vendor Agreement.

VENDOR COMPLIANCE
It is the responsibility of Vendor to ship product exactly as ordered in accordance with all labeling, packaging, packing, and shipping guidelines detailed in this document. Galls’ commitment to Vendor compliance is not only driven by the need to ensure seamless operons but also by our dedicand to delivering exceptional customer experiences.

Chargeback Policy

• Any shipment, or proton thereof, which fails to conform to the terms of Galls’ labelling, packaging and shipping instrucccones and requirements is subject to a vendor chargeback.
• A�er two (2) days in noncompliance, palle�zed shipments shall be assessed storage charges of $5.00 per day per pallet.
• The labor chargeback for a 100% inspector and re-work is $50.00 per man hour, with a $100.00 minimum.
• Non-compliance will result in a chargeback to offset the expense incurred by Galls for extra opera�onal costs in processing Vendor’s goods.
• Ship only items ordered on a PO, to the address as stated on PO.
• Over-shipments and/or shipping wrong product against a PO will result in a chargeback as provided in this Manual.
• Duplicate shipments will result in a chargeback.
• Concealed shortages will result in a chargeback.
• All product ordered shall be free of defects or damages and must be new, useable (sellable) inventory. Failure to comply will result in a chargeback.
• Product received requiring re-work of any type may be rejected and is subject to a chargeback.
• Items or POs that are unable to be fulfilled due to cancella�on or discon�nua�on must be reported to the appropriate Galls Supply Planner.
• A chargeback will appear as a debit against Vendor’s account. The amount will be deducted from Galls’ payment once an inves�ga�on has been performed and is deemed to be the responsibility of Vendor. If the purchase was made against a leter of credit, Galls will issue an invoice.

Chargeback Table
Below is Galls’ Chargeback Table outlining the standards for chargeback occurrences, to which all Vendors will be held responsible.

ROUTING VIOLATIONS
R-10| Unauthorized use of AIR (prior authoriza�on required)| Full freight +
$ 200.00|
R-20| Shipped to wrong address (includes DS to Galls DC and various Galls loca�ons)| Full freight +
$ 200.00|
R-30| Incomplete BOL – missing PO# and/ or carton count and/or pallet count| $ 200.00|
R-40| Unauthorized Freight Collect shipment| Full freight +
$ 200.00|
R-50| Failure to consolidate shipments| Full freight +
$ 200.00|
R-60| Failure to organize shipment by PO and SKU| $ 15.00 per carton, plus
$ 200.00|
R-70| No delivery appointment scheduled P| Full freight +
$ 200.00 or refusal of shipment|
R-80| LTL eligible shipment sent via parcel| Full freight +
$ 200.00|
PACKING VIOLATIONS
P-10| Unacceptable corrugate/packaging –

• Box weight exceeds 49 lbs.
• Product not in ship cartons – Poorly packaged –
• Unacceptable carton size
• Poorly packed in ship cartons (cartons must not be crushed, busted or seams sapling that would result in re-packing

| $ 25.00 per carton, plus
$ 100.00 per PO|
P-20| Unacceptable Palle�zing

• Unacceptable pallet size
• Unacceptable pallet quant
•  Labels – EDI, GSP, SKU barcode label must face out
• Ship carton must not overhang –
• Must be shrink-wrapped – POs not consolidated on pallet

| $ 25.00 per carton, plus
$200.00 per shipment|
CARTON VIOLATIONS
C-10| No packing list/No PO listed on packing list| $ 200.00 per PO| $ 2,500.00
C-20| Incorrect Carton Labeling – No PO/SKU/UPC/Carton Count| $ 10.00 per carton, plus
$ 100.00 per PO| $ 2,500.00
C-30| No ASN upon receipt of goods| $ 200.00 per PO|
PRODUCT VIOLATIONS – LABELING/PACKAGING
PR-10| Product not in individual packaging (BAG)| $ 1.25 per item|
PR-20| Product missing UPC or SKU barcode label (TAG)| $ 1.25 per item|
PR-30| Product labels incorrect (TAG)| $ 1.25 per item|
PRODUCT VIOLATIONS – ITEM
PR-40| Re-working product upon receipt| Actual expenses incurred +
$ 100.00 per PO|
PR-50| Damaged or deface, unusable inventory| Actual expenses incurred +
$ 100.00 per PO|
PURCHASE ORDER VIOLATIONS
PO-10| Shipped item not on PO| $ 100.00 per line item| $ 2,500.00
PO-20| Unauthorized overages| $ 250.00 per shipment, plus freight to return|
PO-30| Duplicate Shipment| $ 250.00 per shipment, plus freight to return|
PO-40| Shortage in shipment (concealed shortage)| $ 250.00 per shipment|
CONTAINER VIOLATIONS
CN-10| Container shipment – Mixed SKUs and/or Mixed POs| Actual expenses incurred, plus
$ 100.00 per PO|
PALLET STORAGE
PT-10| Pallet storage| $ 5.00 per day per pallet|

Chargeback Disputes
Chargeback details are available on GSP in the “Vendor Compliance” module. Disputes to chargebacks must be filed through the GSP. Galls endeavors to acknowledge disputes within two (2) business days of receipt, however it may take up to thirty (30) days to receive a response. Please note that Galls answers all inquiries on a first come, first serve basis. All Vendor chargeback disputes must be made within ninety (90) days of the chargeback date.

Defini�ons

1. “ASN” means an advance shipment notice.
2. “BOL” means a bill of lading.
3. “CAP” means a corrective action plan.
4. “Reaches” means a shipment consisting of a single product.
5. “EDI” means electronic data interchange.
6. “FTP” means Galls’ file transfer protocol.
7. “Galls” means, collectively, Galls, LLC and its applicable brands and affiliates, including, without limitation, Postal Uniforms Direct, Morgan’s, Inc. t/a Jimmie Muscatel’s (Muscatel’s), US Patriot Tactical, and Patriot Outfitters.
8. “Galls Merchant” means the applicable contact person within Galls’ merchandising department that is assigned to your account from time to time.
9. “Galls Supply Planner” means the applicable Galls representative who is responsible for developing and executing Gall’s purchasing plans in alignment with applicable forecasts and inventory goals and otherwise managing all facets of Galls’ PO cycle from issuing a PO to receipt of the applicable products purchased.
10. “ GSP ” means the Galls Supplier Portal.
11. “Item” means an individual article or unit of products.
12. “Item Master” means a collection of Items available for sale from a specified Vendor, which Item Master shall include applicable Item costs, lead times, descriptions and other pertinent information reasonably required by Galls to enable its marketing and related activities with respect thereto, in addition to such other information as may be requested by Galls from time to time.
13. “LTL” means a less than truckload shipment.
14. “Manual” means this Vendor Manual, as amended, restated and/or otherwise modified from time to time.
15. “Need Date ” means the applicable “need date” as specified in the corresponding PO.
16. “OTIF” means, with respect to ordered products, that such products are shipped strictly on time and 100% in full.
17. “PO” means a purchase order issued to you by Galls with respect to the purchase of products.
18. “TL” means a truckload shipment.
19. “Vendor” or “you” means the applicable vendor from whom Galls purchases products.
20. “Vendor Agreement” means the vendor agreement (or other applicable definitive document) entered into by Galls and Vendor, as amended, restated and/or otherwise modified from time to time in accordance with its terms.

References

• Smartsheet Forms
• FedEx Global Home - Select Your Location
• Galls: Uniforms, Equipment and Gear for Police
• gsp.galls.com
• Welcome Aboard, Patriot Outfitters | US Patriot
• The Nation's Largest OCP Uniform and Military Boot Retailer - US Patriot Tactical
• R+L Carriers | Freight shipping and logistics company

Read User Manual Online (PDF format)

Read User Manual Online (PDF format)  >>

Download This Manual (PDF format)

Download this manual  >>