Yankee Candle Company (Europe) Ltd. VENDOR MANUALvendor.yankeecandle.com/YCE Vendor Manual.docx ·...

Yankee Candle Company (Europe) Ltd. VENDOR MANUAL July 2017

To enable smooth execution of orders, please ensure the following procedures and requirements are observed. Suppliers

must read through and confirm compliance by signing and returning this document to [email protected]

YCE Guidelines for Vendors

Yankee Candle Company (Europe) Ltd. VENDOR MANUAL

Table of ContentsPRODUCT REQUIREMENTS......................................................................................................................... 2

NEW SUPPLIERS................................................................................................................................................................................ 2ACCESSORIES (HOME ACCENTS) & FAR EAST GIFTSETS...............................................................................................2

DEVELOPMENT SAMPLES............................................................................................................................................................ 2APPROVAL SAMPLES....................................................................................................................................................................... 3ADDITIONAL SAMPLES.................................................................................................................................................................. 3QUOTE SHEET.................................................................................................................................................................................... 4

REGULATORY REQUIREMENTS................................................................................................................. 5

INSPECTION AND LAB TESTING................................................................................................................................................5REGULATORY...................................................................................................................................................................................... 5WARNING AND CARE LABELS.....................................................................................................................................................6

CARE/COMPOSITION LABEL....................................................................................................................................................... 6COUNTRY OF ORIGIN LABEL....................................................................................................................................................... 6SUFFOCATION WARNING.............................................................................................................................................................. 6

WAREHOUSE AND SHIPPING GUIDELINES............................................................................................ 7

WAREHOUSE STANDARDS...........................................................................................................................................................7DIMENSIONS FOR INNER AND MASTER BOXES- FOR NEW PRODUCT ONLY.......................................................7WEIGHTS FOR INNER AND MASTER BOXES – FOR NEW PRODUCT ONLY............................................................7PACKAGING.......................................................................................................................................................................................... 7DROP TESTS........................................................................................................................................................................................ 8BARCODE FORMATS........................................................................................................................................................................ 8LABEL PROOFS................................................................................................................................................................................... 9YCE WAREHOUSE ITEM ATTRIBUTE FORM......................................................................................................................... 9

SHIPPING STANDARDS: FAR EAST VENDORS......................................................................................................................9SHIPPING SCHEDULE...................................................................................................................................................................... 9PLANNED CONTAINERS BY PORT, BY WEEK.................................................................................................................... 10SHIPPING PAPERWORK.............................................................................................................................................................. 10YCE FREIGHT FORWARDER...................................................................................................................................................... 10REJECTED CONTAINERS............................................................................................................................................................. 10

BOOKING IN PROCEDURE FOR UK VENDORS...................................................................................................................11

LABELLING GUIDELINES............................................................................................................................ 12

BASIC STRUCTURE:....................................................................................................................................................................... 12MASTER PACK BARCODE:..........................................................................................................................................................12INNER PACK BARCODE:...............................................................................................................................................................13PRODUCT (EACH) BARCODE:....................................................................................................................................................13

CONTACT DETAILS...................................................................................................................................... 14

INVOICES............................................................................................................................................................................................ 14PRODUCT AND SAMPLE QUERIES..........................................................................................................................................14ORDER QUERIES.............................................................................................................................................................................14PURCHASING QUERIES................................................................................................................................................................14

DECLARATION OF COMPLIANCE.............................................................................................................15

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PRODUCT REQUIREMENTS

NEW SUPPLIERS Any vendor selected to be a supplier of YCE products must be set up as such on our software system. Without set-up, we will not be able to place purchase orders. Vendors must complete the below Supplier Set-Up Form and send to [email protected] and [email protected] .

Prospective new suppliers must complete and return a Non-Disclosure Agreement (NDA) before taking part in any YCE RFQs.

Suppliers must also complete and return the below CSR Audit Tracking document to [email protected] . The completed form should detail all factories used to produce items for YCE. An updated form must be sent to YCE before using any new factories. Please update and resend form for all changes.

ACCESSORIES (HOME ACCENTS) & FAR EAST GIFTSETS All accessory (home accent), and far east gift set, samples shipped to Yankee Candle Europe must comply with the product requirements and guidelines as detailed below:

DEVELOPMENT SAMPLES All vendors should submit a weekly Vendor Sample Summary on Monday of every week

to: [email protected] & [email protected]

Development samples should be clearly marked on each outer box ‘FAO Helen Elkington – Development Samples’ when shipped. A list including photos of the


mailto:[email protected]






contents should be included on the outside of every box. These should not be mixed with any other type of samples.

APPROVAL SAMPLES Approval samples should be submitted with a ‘sample tag’ (see below) to Helen

Elkington at YCE. Approval samples should be clearly marked on each outer box ‘FAO Helen Elkington –

Approval Samples’ when shipped. These should not be mixed with any other type of samples to avoid any delay to approval.

Once approved, one sample will be signed and returned to the vendor, one sample will be kept at YCE.

Vendors must ensure all finished goods match the approved samples. If finished goods do not match the approved samples, suppliers will be liable for the cost of replacement and any other costs involved.

An Item Approval Form (see below) will be emailed to the vendor for each sample, noting the approval of the master sample and the testing protocol that the product will be put through. Please keep this on file to review with Newell Brands/ATC during inspection.

If you receive a mass production purchase order prior to receiving approved samples, please send samples for approval to Helen Elkington as soon as possible. Please respond to the purchase order email and advise that you do not yet hold approved samples.

Vendors must not begin mass production until they receive the approved master sample and the Item Approval Form. Any production/investment undertaken prior to this approval will be at the risk of the vendor and will not be covered by YCE.

ADDITIONAL SAMPLES YCE's TNT account may only be used for shipping trade show samples. All development

samples should be sent using vendors own courier account. Samples ordered by purchase order for trade shows etc. should be clearly marked on

each outer box, as below, when shipped. These must not be mixed with any other type of samples:

TRADE SHOW SAMPLES

FAO: Helen Elkington, Brand Development.

POxxxxx

Trade show samples must be packed as per mass production packaging, using approved IP's/MP's.

Every inner & master box must be marked with SKU, description & quantity.



Every product must be marked with SKU, Description & 'SAMPLE NOT FOR SALE'. Failure to follow any of the above instructions when sending samples may result in the

vendor being charged for YCE’s manual labour & relabelling costs.

QUOTE SHEET

Vendors should submit quotes for both re-quote items and new selected items for buyer’s review in below quote format or the items may not be considered. Any change in the cost quote, must be accompanied by a revised quote sheet. Please see below for filename format of quotes.



REGULATORY REQUIREMENTSINSPECTION AND LAB TESTING All new accessories (home accents), and some gift set packaging/components, are required to undergo both an MTS test and ATC inspection. As such, vendors must arrange the necessary testing when the first order is placed by YCE. It is also the vendor’s responsibility to arrange repeat testing every 12 months for all items with ongoing demand (Everyday). Vendors must contact ATC inspection team directly when the production is 20% completed and packed.

Required MTS tests will be specified on the Sample Approval Form. As advised above, it is essential for vendors to be in possession of this form before production starts.

It is the supplier’s responsibility for all testing costs incurred during the development of the product to ensure that when performance and analytical testing is done on production pieces, the results will be satisfactory.

Yankee Candle will be responsible for costs of final performance and analytical testing on samples randomly pulled by Newell Brands/ATC during inspection.

ATC inspection team will schedule the inspection with the applicant directly and pull random samples from production run. Vendors must supply a fully completed YCC Test Request Form at the time of sample collection (see below). After sample collection, vendors need to deliver the samples to MTS (Dongguan or Shanghai) enclosed with filled test form for lab testing.

Once test/inspection is complete, YCE Purchasing will notify suppliers when test results are available, and will confirm when goods are approved to ship. Vendors must not ship orders until the approval email has been received.

If the tests fail or are ‘subject to approval’, YC will advise next steps. Any failures may

require a rework and retest. For re-test, the testing fee is to be borne by the vendor. For initial testing, vendors need to settle the payment with MTS first and then submit

MTS invoice to YCE for re-imbursement after shipment. If MTS do not invoice you in USD, please show the original currency, exchange rate used & USD total on YCE invoice.

When sending invoices for the cost of MTS testing, send your invoice to [email protected] along with a copy of the invoice from MTS. Please note, there is no need to attach a copy of the test report.

Please find below documents relating to testing.




REGULATORYPlease find below a list of our regulatory documents which need to be completed/signed, and returned to [email protected] . It is the supplier’s responsibility to ensure they comply with all YCE regulatory requirements.

Document Name Sign & ReturnVendor Code of Conduct Yes

Product Safety & Regulatory Affairs Requirements YesREACH/SVHC Declaration of Compliance Yes

Reduction of Toxics in Packaging Certification Form YesYCC Raw Material Information Form Yes

WARNING AND CARE LABELSCARE/COMPOSITION LABELA care/composition label is required on any item produced from textile products. Please check specific requirements with YCE.

COUNTRY OF ORIGIN LABELAll items produced for YCE, intended for sale to customers, will require a label/tag or print showing country of origin. This will be required in both English and French, see below example for an item made in China. Please check specific requirements with YCE.

SUFFOCATION WARNINGPlease include the below suffocation warnings on all plastic/poly bags used in packaging. For further information on where and when this is needed, refer to the Product Safety & Regulatory Affairs Requirements document. Please amend the below to show the correct country of origin in both English and French language, and amend font colour to black.

THIS BAG IS NOT A TOY

WARNING: TO AVOID DANGER OF SUFFOCATION, KEEP THIS BAG AWAY FROM BABIES AND CHILDREN. DO NOT USE IN CRIBS, BEDS, CARRIAGES OR PLAYPENS. THIS BAG IS NOT A TOY. KNOT BAG BEFORE THROWING AWAY.

MADE IN CHINA / MADE IN INDIA

CE SAC N’EST PAS UN JOUET

MISE EN GARDE: POUR EVITER TOUT RISQUE DE SUFFOCATION, TENIR CE SAC PLASTIQUE HORS DE PORTEE DES BEBES ET DES ENFANTS. NE PAS UTILISER DANS LES BERCEAUX, LES LITS, LES POUSSETTES OU LES PARCS BEBE. CE SAC N’EST PAS UN JOUET. NOUER CE SAC AVANT DE LE JETER.




FABRIQUE EN CHINE / FABRIQUE EN INDE

WAREHOUSE AND SHIPPING GUIDELINES

WAREHOUSE STANDARDS DIMENSIONS FOR INNER AND MASTER BOXES- FOR NEW PRODUCT ONLY Master pack boxes must not exceed the below Maximum dimensions or fall short of the Minimum dimensions. If products do not comply with these standards, vendors will be charged for the cost of repacking the stock in the UK.

Boxes must open from left to right across the width so that workers can quickly and easily open each box from within the racks.

MAX DIMENSIONS (MM): H290 X D325 X W425

MIN DIMENSIONS (MM): H125 X D240 X W340

IMPORTANT NOTE! If you are shipping a repeat order to YCE on an existing product, please do not change existing packing unless Yankee Candle Company (Europe) requests a change.

Please also ensure no part boxes are shipped. We require full boxes in all circumstances. If this affects order quantity, please advise on initial email communication.

WEIGHTS FOR INNER AND MASTER BOXES – FOR NEW PRODUCT ONLYMAX WEIGHT: 18kg

MIN WEIGHT: No Minimum



PACKAGING Inner pack must have the primary packaging. Please see examples below on how we require a Master carton.

Correctly packed with Styrofoam within inner box:

Incorrectly Packed with Styrofoam between master and inner box:

DROP TESTS All packaged items will undergo the below basic 11-point drop test, performed at different heights depending on the weight of the product (see below). Any item that does not pass the below will need to be repackaged more securely at the cost of the vendor. Exceptions are made for bulk packed items, which will need to be packed to ensure safety during transit, but will not need to undergo a drop test.

BARCODE FORMATS Please note the following barcode formats must be used when submitting goods to Yankee Candle Company (Europe).

Each barcode: This is an EAN-13 Code (*if the Each barcode is 12 digits please use 12-digit UPC-A format)

Inner pack barcode: This is a UCC-14-digit number in code 128.

Master pack barcode: This is a UCC-14-digit number in code 128.



Failure to comply with these standards could result in reprocessing costs at vendors expense.

LABEL PROOFS For new or returning items, vendors are required to send electronic label proofs to [email protected] for approval before mass production, so they can be tested. Barcode information will be sent by the YCE Inventory department at order placement. If items are shipped without label approval, vendors will be responsible for the cost of relabelling if scanning issues occur. Please ensure all information from template is provided. Please do not include vendor name, address or contact details on labels. There is also no need to print directly on the master box as all relevant details will be included on the labels. Please provide label proofs at least a month before the agreed ship date. Please note, labels can take up to a week to be approved. Please find template below.

YCE WAREHOUSE ITEM ATTRIBUTE FORM After an order for a new item has been placed by Yankee Candle Company (Europe), vendors are required to complete and return to [email protected] the ‘YCE warehouse item attribute form’ for approval, to ensure packing is accepted. Please provide forms at least a month before the agreed ship date. Details should match those agreed between the vendor and Product department. Please note, forms can take up to a week to be approved. Please complete standard template below.

Vendors are responsible for ensuring all future deliveries match the approved item attribute form. If items delivered do not match the approved item attributes, vendors will be responsible for the cost of repacking.

SHIPPING STANDARDS: FAR EAST VENDORSSHIPPING SCHEDULE Vendors are required to submit to [email protected] an updated shipping schedule at least weekly which summarises all open orders (by product line) and their shipment status including container references post shipment. Any differences from week to week should be highlighted, and any delays/issue communicated in the body of the email. Please complete standard template below.






PLANNED CONTAINERS BY PORT, BY WEEK Vendors are required to submit to [email protected] an updated summary of containers planned by port and week at the beginning of every month. Please complete standard template below.

SHIPPING PAPERWORK please send packing list, invoice and bill of lading to [email protected] and [email protected] no later than 2 week before arrival at UK port. Please send detailed container manifests to [email protected] no later than 2 week before arrival at UK port. Please find manifest template below.

YCE FREIGHT FORWARDER YCE’s chosen freight forwarder is DHL and they collect from port on an FOB basis.

YCE’s UK contacts are [email protected] and [email protected]. Once a PO has been placed, please contact them to arrange collection of goods and to agree the shipment date. They will be able to put you in touch with their international counterparts. Please see below link for list of DHL offices and contacts by region.

REJECTED CONTAINERS IMPORTANT NOTE! Please ensure only standard size containers are used. do not accept below abnormal size containers with vertical metal bars on all 3 sides, as they cannot be unloaded at YCE. Please reject and ask shipping line to send over standard size containers. If stock is delivered on the below containers, vendors will be charged for wasted journey, cost to unload at 3rd party, and redelivery.









BOOKING IN PROCEDURE FOR UK VENDORS1) All deliveries must be booked in at the following email address

[email protected]

2) A copy of delivery note must be e-mailed to us 48hrs prior to delivery.

3) Delivery note must clearly state the Yankee Candle PO number, SKU, quantity and pack out information (Inner and master pack quantities).

4) All pallets must be standard UK 1000mm x 1200mm (Euros will not be accepted)

5) Maximum pallet height 1.5m.




LABELLING GUIDELINESPlease find below labelling guidelines to be followed. Please ensure boxes are only labelled on one side of the box, and are not printed with SKUs, POs or vendor name. The required info will be displayed on the labels, requested format below for accessories (Home Accents) and others.

If the packed item is a gift set component, please be sure to label with the component SKU (packaging or accessory in the gift set) and not the Finished Goods SKU (packed and complete gift set).

BASIC STRUCTURE: Items can be packed in three levels: Outer (or master) pack, inner pack and single item. Depending on the product and the instructions we give, labels may be needed for all.

For example, a votive holder will have an outer (or master) pack of 12, packed in two inners of 6 items each. In this case, all three will require a barcode label as advised.

Another example is a fragrance reed; this item may be packed in an outer pack of 6 single items. In this case the outer (or master) pack will have a barcode label, and only the single items will have a barcode as there is no inner pack.



MASTER PACK BARCODE:

This is a UCC 14-digit format and should be printed and applied as indicated above.

INNER PACK BARCODE:

PRODUCT (EACH) BARCODE:

All barcodes as indicated:


Inner pack of 6 items with Inner pack UCC 14-digit barcode label

Item barcode EAN 13 format

Master pack with UCC 14-digit barcode label


CONTACT DETAILS

INVOICES Please ensure invoices are sent to our Accounts Payable department ([email protected]). Please ensure invoices quote the PO# and quantities/costs match those received on the official PO PDF.

PRODUCT AND SAMPLE QUERIES Please send all product and sample related queries to your contact at YCE, if you are unsure of who to contact, please email the Product department ([email protected]). Relating samples, product development etc.

ORDER QUERIES Please send all order related queries to [email protected] . Please send item attribute forms, label proofs, and shipping schedules to this address.


Item

Inner pack of 6

Master pack of 24 items; 4 packs of 6





PURCHASING QUERIESPlease send quotes, regulatory forms & general purchasing related queries to purchasing shared email [email protected]. Please also send any queries relating to quality and cost saving proposals to this email address.

DECLARATION OF COMPLIANCE

PLEASE KEEP THIS DOCUMENT ON FILE. THE ABOVE REQUIREMENTS MUST BE FOLLOWED FOR ALL FINISHED PRODUCTS SOLD TO YANKEE CANDLE.

I, __________________________________________, of _____________________________________________________________ (Name) (Company)

Certify that all items sold to The Yankee Candle Company (Europe) Ltd, comply with the rules, regulations, and requirements as stated above. If it is discovered that an item doesn’t comply by the above agreed upon requirements, Yankee Candle will not proceed with purchase of the item and I (vendor) will be held responsible for all incurred cost of the item.

________________________________________________________ ________________________________ (Signature) (Date)

___________________________________________________________ (Title)



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