Vendor Compliance Guide

Welcome to Maurice Sporting Goods! We’re looking forward to working with you. Please utilize this Supplier Guide to learn about key business governances that will enable us to achieve success together.

Contents:
Section 1: Vendor Resource Zone
Section 2: Operations
Section 3: Data Integrity and Item Detail
Section 4: Accounts Payable
Section 5: Vendor Agreements

Section 1: Vendor Resource Zone

In 2015 Maurice Sporting Goods launched the Vendor Resource Zone (www.vendorresourcezone.com), an online, web-enabled portal. All vendor information is to be entered using the tools on the Vendor Resource Zone (VRZ) located on the web using Mozilla Firefox or Google Chrome at www.vendorresourcezone.com.

This portal contains tools for vendors to manage their business and provide necessary information. Tools include:

  • • Item Catalog: where all Item Level information is provided
  • • Vendor Agreement: your online agreement that outlines our business governances.
  • • PO Management: PO delivery and line level detail management on all purchase orders
  • • New tools will continual be added to further our business together.

The VRZ is referenced frequently within this compliance guide with further details. Access is restricted, for access contact your Category Manager at 847-715-1500.

Important deadlines and notices are also posted on the VRZ. It is the responsibility of the vendor to remain aware of, and in compliance with, all posted deadlines to avoid potential business disruption and/or charge backs.

Section 2: Operations

In order to expedite the receiving of merchandise at all Maurice Sporting Goods facilities, Maurice has developed this Vendor Compliance Guide which must be followed for all inbound shipments, regardless of size, at all of our locations. These rules are not meant to be difficult to follow, but are necessary to allow Maurice to flow your goods quickly and efficiently to our joint end customer. Failure to comply will result in charge backs to the vendor. Copies of the vendor compliance guide can be found on the Maurice website at http://www.maurice.net/VendorPartners.

All products requiring a Safety Data Sheet (SDS) must file an up-to-date SDS at the item level using the Vendor Resource Zone Item Catalog tool prior to first shipment. All items with Special Shipping Restrictions, State Specific Limitations, and/or ORMD/HazMat must include detailed information at the item level using the Vendor Resource Zone Item Catalog tool. SDS sheets are required for any item that defined at a hazard when shipped or used by the consumer. This includes items that are in pressurized containers, contain harmful chemicals to the skin or if ingested, considered a flammable solid or liquid, contain flammable gases or explosive, items considered to contain corrosive substances to metals or have the ability to oxidize. A complete definition of items that require SDS sheets and how to identify will be found at https://www.osha.gov. It is a supplier’s responsibility to determine whether their product requires an SDS, and that an SDS is provide for every item requiring it.

General Shipping Requirements

Normal receiving hours at all Maurice locations are 7:00 AM to 1:00 PM, Monday through Friday. Scheduled appointments are required for all truckload or container shipments and all LTL shipments in excess of 100 cartons and/or 2 pallets. Palletized shipments must be on 40” x 48”, 4-way, #2 OR BETTER Grade pallets only. Any pallet weighing over 500 lbs MUST be on a #1 pallet, preferably hardwood.

For branch receiving appointments, your points of contact are as follows:

Maurice Chicago Branch
ATTN: Receiving Department
1825 Shermer Road
Northbrook, IL 60062
(847) 715-1399
Email: MSGReceive_CHI@maurice.net
Maurice Reno/West Branch
ATTN: Receiving Department
4980 Longley Lane
Reno, NV 89502
(775) 829-7500
Email: MSGReceive_REN@maurice.net
Maurice Atlanta Branch
ATTN: Receiving Department
1325 Highway 155 South
McDonough, GA 30253
(770) 957-2027
Email: MSGReceive_ATL@maurice.net
Maurice Toronto Branch
ATTN: Receiving Department
7045 Beckett Drive, Unit 15
Mississauga, ON L5S 2A3
(905) 795-9240
Email: MSGReceive_TOR@maurice.net
Maurice Vancouver Branch
ATTN: Receiving Department
516-19100 Airport Way
Pitt Meadows, BC V3Y 0E2
(604) 420-2323
Email: MSGReceive_VAN@maurice.net

Downloadable Routing guides are available via the Internet at the Maurice website and must be adhered to avoid potential disruptions in business and/or chargebacks. (http://www.maurice.net/VendorPartners)

All Hazardous Materials (Hazmat) or ORM-D shipments must be appropriately and clearly marked on all Shipping and Master Cartons, with proper required SDS forms attached at the item level in the VRZ.

Packaging and Labeling

Packing List
Each PO must have a separate packing list sent with the shipment. Maurice also prefers that a packing list in EXCEL FORMAT gets sent to the general receiving mailbox AT THE TIME OF SHIPMENT. Until we are able to implement Advanced Ship Notices, this will be your ability to communicate to us what is expected on that shipment, and allow us to receive the product more quickly. The subject line should be your Vendor Name, followed by our PO Number. For example, Apple PO 1234567.

The packing list will be enclosed in the lead (first) carton and will be marked indicating the packing list is enclosed. The following information must be clearly present on every packing list:

  • • Vendor name
  • • Maurice PO number
  • • Maurice Stock Item number (MSI) and description of each item
  • • Quantity shipped of each item
  • • Vendor item number, style number, or factory number

 

Below are the requirements for all shipping cartons.

Shipping Carton
Each shipping carton must contain a label affixed to that carton which contains the following information:

  • • Vendor name
  • • Maurice shipping address
  • • Maurice PO number

 

Shipments arriving via UPS Ground, DHL, etc. must have the individual cartons consecutively marked as 1 of X, 2 of X, etc.

There are two types of shipping cartons; a master carton and a mixed master carton.

Master Carton
A master carton is defined as a shipping carton which contains multiple, smaller, inner packs of the same item. A master carton cannot contain more than one type of Stock Keeping Unit (SKU). Effective September 1, 2011, a scannable SCC-14 must be placed on all Master and Inner Pack Cartons. Compliance fines will begin being charged as of May 1, 2016 for failure to have the correct bar code on Master Cartons.

The outside of each master carton must have the following information:

  • • Vendor name
  • • Maurice purchase order number
  • • Item number, style number, or factory number
  • • Total quantity contained in the master carton
  • • A UPC (barcode) for the item (EACH) contained in the master carton
  • • Any applicable expiration dating
  • • The SCC-14 bar code label for the master carton.

 

Mixed Master Carton
A mixed master carton is defined as a shipping carton which contains multiple SKU’s (each in its own inner pack box or bag) within the same carton. All items in the same carton must be under the same PO. All product is confined to one standard unit. Within a mixed master carton, same product must be somehow bundled in a plastic bag or smaller box. The outside of each mixed master carton must have the following information:

  • • Vendor name
  • • Maurice PO number
  • • A UPC (barcode), MSI, and quantity of each item in the mixed master carton

 

Inner Pack Carton
The inner pack carton is the smallest carton used and contains multiple selling units of the same item (typically 6 or 12 of an item). An inner pack carton cannot contain more than one type of SKU. The outside of each inner pack carton must have the following information:

  • • Vendor name
  • • Item number, style number, or factory number
  • • Total quantity contained in the inner pack carton
  • • A scannable UPC (barcode) for the item contained in the inner pack carton
  • • Any applicable expiration dating

 

Individual Item Labeling
UPC barcodes must follow the prescribed standards established by the GS1 (www.GS1.org). Each item or selling unit must contain the following information:

  • • Item number, style number, or factory number
  • • UPC (barcode) for that individual item
  • • A warning label for all hazardous material must be displayed on the package of the individual selling unit. This includes any state specific warning labels such as CA Prop 65 or other state specific regulations.

As technology and our customer’s requirements change, so may the requirements put forth in this compliance guide. Maurice has received requests for sensoring, but it is not a vendor requirement at this time. Please be aware that this may change in the future and should be considered in future packaging design.

Packaging Requirement
All packages must arrive in a fully salable manner with adequate gluing, stapling, sealing, taping or other method of closure to fully protect the product during transport to Maurice. Individual “eaches” must also be in a similar condition to insure sale at retail. Items typically sold without fully enclosed packaging must have a UPC readily visible for retail scan, and be secure enough to not be smudged, torn or otherwise defaced to prevent scanning.

All packages should be shipped using as lightweight container as possible while still fully protecting the product’s weight and size. All liquids must have an induction or shrink cap seal under the regular cap, and meet DOT (Department of Transportation) shipping requirements. Any product not meeting these requirements will be sent back collect to the manufacturer on a Return Authorization Number with a handling charge assessed. This handling charge is a percentage of the return value.

Universal Product Code (UPC)

Technology has demanded each individual selling unit needs a UPC barcode identifying the unit and product. It must be the correct size mandated by the GS1 Organization (formerly Uniform Commercial Code (UCC))

If you do not have or are unclear about UCC standards, contact the UCC for direction via the Internet at www.GS1.org. UPC-A is currently the most commonly used, although UPC-EAN is preferred.

  • A. Each item or selling unit must have a correct and scanable UPC barcode.
  • B. UPC labels cannot be obstructed in any way, and must not be reduced below 80%.
  • C. Barcodes should follow the GS1 standards.
  • D. UPC-A or UPC-EAN cannot be reused for different items.
  • E. The SCC-14 and UPC-A/EAN are NOT THE SAME. They can be similar, but they are not the same.
  • F. Each master carton must have the UPC label of the item on the outside of the carton. Recall that a master carton cannot contain more than one type of SKU, but rather contains several inner packs of the same item.
  • G. Each mixed master carton must have the UPC label and quantity of each item in the carton.

 

Using the correct UPC barcode for a given item is extremely critical and required for proper receipt of an item. As previously stated, effective September 1, 2011, a scannable SCC-14 must be on all Master and Inner Pack Cartons. An incorrect or missing UPC on an item will result in the return of the merchandise to the vendor at the vendor’s expense and/or a noncompliance charge in addition to a handling charge.

Delivery Dates

Maurice and all retail customers operate with low levels of inventory. Therefore, the timing of inventory receipts is critical. Therefore, Maurice will have inventory receipt “windows” for its POs. Any closed PO that needs to be reopened due to a missed shipping window is subject to chargebacks.

The shipping window to Maurice is one week prior to the scheduled receipt date through the cancellation date for the entire purchase order. Starting in 2016, Vendors will be responsible for providing line level purchase order information using the Vendor Resource Zone PO Management tool described in Section 1. Proper, accurate and timely information is the responsibility of the vendor to provide. Improper or inaccurate information, or purchase order activity not in alignment to PO Management information may result in chargebacks.

In the event the delivery date cannot be achieved by the cancellation date, contact the appropriate Maurice Replenishment Analyst at least two weeks prior to the cancellation date to receive direction.

Collect Shipments

Collect freight terms must abide by the following process and guidelines.

  • A. Collect vendors are only allowed with the approval of your category manager
  • B. Collect freight must designated as part of your vendor agreement.
  • C. The PO number(s) MUST BE LISTED ON THE BILL OF LADING.
  • D. Collect vendors MUST utilize the Carrier Routing Guide noted below.
  • E.Vendors are ONLY ALLOWED TO CHARGE MSG for the first TWO SHIPMENTS PER PO.
    • 1. Shipments after the 2nd one are the supplier’s responsibility to pay for freight.
    • 2. If service begins to suffer, then it is the supplier’s responsibility to discuss this with their category manager.

 

Drop Ships through a Maurice Warehouse

All drop ships going to a customer through a Maurice warehouse must meet the following requirements:

  • 1. Shipping windows will be maintained.
  • 2. PO will contain no substitutes.
  • 3. PO will have exact quantity ordered. No backorders and no overages.
  • 4. Each shipping carton will have the PO number, 1 of X, 2 of X, etc. on each carton, and a listing of all quantities and items in each carton.
  • 5. No consolidation of PO’s in a shipping carton.

 

Freight Minimums for Included Prepaid Shipping

We recognize that different vendors have different freight minimums for orders. If the vendor receives an order that does NOT meet the prepaid freight minimum, it is the responsibility of the vendor to notify their respective replenishment analyst for approval. If an order does meet the freight minimum, but the vendor splits into two shipments due to inventory, then no charges will be accepted for freight invoices in this situation.

Carrier Routing Guide

Maurice requires using the carriers outlined in our online routing guide, whether the freight is prepaid or collect. Prepaid shipments will have a choice of several carriers, while Maurice paid shipments must complete the routing form and utilize the provided carrier. Routing guides are available on the Maurice website (www.maurice.net/VendorPartners).

  • • Inbound collect shipments weighing between 1 and 200 pounds, or less than 20 cartons, should be shipped via UPS Ground “3rd Party Collect” if the carton weights and sizes permit.
  •  
  • • Inbound collect shipments exceeding 200 pounds or falling outside of the package size limits for UPS Ground must be shipped via LTL. All LTL and truckload shipments must be palletized.
  •  
  • • For any questions or to receive routing guidance for out of the ordinary shipments, please call the following. Otherwise, please utilize the web page in our Carrier Routing Link.

Northbrook, IL: Adriana Aguilar (847) 715-1399
McDonough, GA: Inez Mann (770) 957-2213
Reno, NV: (775) 829-7500, ext. 2715
Mississauga, ON: (800) 661-8965 and choose Option #1
Pitt Meadows, BC: (800) 661-8965 and choose Option #1

Failure to follow the attached carrier routing guide (or incorrectly indicating collect versus prepaid on the BOL or not including the PO # on all collect Bill of Ladings) will result in a chargeback of the additional freight charges as well as a $300.00 non-compliance charge.

Non-Compliance Charges and Operational Fines

In addition to the above-mentioned fines, fixed non-compliance charges are as follows:

  • 1st Occurrence: $600.00
  • 2nd Occurrence: $800.00
  • 3 or more: $1,200.00 per occurrence

 

NOTE: Fines are subject to change if the actual cost to correct the error(s) exceeds the above charges. The revised fine will include the fine plus the actual cost to correct the error.

• Any shortage or overage will result in a $50.00 fine per incorrect line item.

• Any closed PO that needs to be reopened due to a missed shipping window is subject to a $250.00 fine.

• Any shipment received prior to the shipping window will be received. However, a fine of 1% of your invoice will be deducted from our payment.

• Any shipment received after the cancellation date could be subject to refusal and returned to the vendor at the vendor’s expense, subject to Maurice’s determination. A fine of 1% of your invoice, a $200 handling charge, and the cost of freight to return the product will be charged to the vendor.

Section 3: Data Integrity and Item Detail

Data Integrity and the Vendor Resource Zone

It is the responsibility of the vendors to ensure all data file information is up to date and accurate. All vendor information is to be entered using the tools on the Vendor Resource Zone (VRZ) located on the web using Mozilla Firefox or Google Chrome at www.vendorresourcezone.com.

Data integrity includes, but is not limited to:

  • • Vendor business information via the Vendor Agreement Tool
    • - All contact information including addresses, phones and emails for all contacts.
    • - Tax ID
    • - Up to date insurance forms
    • - W-9 forms
    • - Freight and terms
    • - Your vendor agreement is a legally binding agreement, that once submitted is recognized as an electronic signature.
  • • Item file information via the Item Catalog Tool
    • - Complete and proper item descriptions that concisely yet clearly detail the item, especially for website display.
    • - Correct UPC and Factory codes
    • - Accurate and correct inner pack and master pack quantities
    • - Accurate and correct measurements of individual units, inner packs and master packs. If any item is listed incorrectly in the Catalog Tool and requires Maurice to process it through a Cubiscan, a charge of $150.00 per item will be assessed.
    • - SDS Material Handling sheets attached by item for all items requiring such documentation. Any item without the proper designation and documentation will be assessed a charge back.
    • - Accurate and correct pricing, submitted within published deadlines
    • - Rich content for improved B2B website sales
    • - Brand Name, Product image, Product Lead time
  • • Purchase Order communication via the PO Management tool
    • - Confirm receipt of purchase orders
    • - Respond with anticipated ship dates; date and quantity adjustments after initial response.
    • - Respond with actual shipping dates and quantities, tracking numbers and carrier used.
    • - Accurate and up to date line item detailed information on shipment.

 

Price Effectivity and Changes

All pricing is due per published deadlines into the Vendor Resource Zone. Pricing submitted after the posted category required date is subject to review. Off-time price increases are generally prohibited, or may result in required subsidy for committed pricing to customers. Pricing is committed to our mutual customers, price changes submitted after the required deadlines have an increased likelihood of being dropped and substituted.

All price discussions are limited to the Category Management team. Maurice prices are confidential and reserved for discussion with the Category Management team only. At no time is a vendor to discuss Maurice pricing with any party outside of Maurice Category Management.

Maurice operates on a calendar based year. Therefore, all pricing is effective Jan 1 to Dec 31 of each year unless specifically stated within the vendor agreement. Note that all PO Prices will use the effective price based on when the purchase order was released to the vendor.

Section 4: Accounts Payable

Invoice Payment Guidelines

Vendors providing goods or services to Maurice Sporting Goods in the normal course of the business are required to provide an invoice to get reimbursement. A statement is not appropriate documentation; an actual invoice is needed by Accounts Payable in order to issue payout per payment terms. Payment may be delayed if no invoice is received timely or with incorrect information.

All vendor invoices must include the following information:

  • • Vendor name and address
  • • Date of invoice
  • • Invoice number
  • • Itemized list of goods or services, including the date service was provided
  • • Tax must be broken out and itemized separately if applicable
  • • Total amount due
  • • Purchase Order (PO) Number if applicable
  • • Non-Purchase Order transaction will require name of person placing order

 

US Vendors are required to submit W-9 in order to setup in the ERP System and per the Internal Revenue guidelines. Note: No US invoices will be paid until W-9 is received by Accounts Payable.

Invoicing Requirements

Invoices should be submitted directly to Accounts Payable. Sending invoices emailed or mailed differently will delay the payment as it adds additional steps to the payment process. Prefer method to receive invoices would be to email to ap@maurice.net in order to avoid any delays.

If invoice is mailed, please use the below address:

Maurice Sporting Goods
1910 Techny Road
Attn: Accounts Payable
Northbrook, IL 60065

  • • PDF file is preferred when emailing invoice to Accounts Payable. If the invoice is multi-pages, please include all pages.
  •  
  • • Each invoice needs to be attached as a separate file in order to be accepted by email at Accounts Payable. If not, it will be returned.
  •  
  • • Please follow the below guidelines when submitting invoices through email and info needed on the subject line of the e-mail:
    •  
    • - Type the Purchase Order Number followed by name of vendor and invoice Number. Do not enter spaces. (If ERP is unable to address, just email invoice)
    •  
    • - For example, PO# BB00027195-Name of Vendor-Costco-Inv # J156987 should be inserted into the subject line as: BB00027195CostcoJ156987
    •  
    • - If no Purchase Order is applicable, use below format style: TimCostcoJ156987
    •  
  • • Do not use the body of the e-mail to address questions/comments that will have invoices emailed to Maurice Sporting Goods. AP will only address the attachments provided.

 

Please send email correspondence to ap@maurice.net with subject line stated “AP Question Request”

Invoice Discrepancies

All invoices will be paid using the lowest of either purchase order or invoice price. It is the vendor’s responsibility to ensure purchase orders are accurate prior to shipping. As noted in the Date Integrity section, providing proper and accurate prices within the published dates are the responsibility of the vendor.

Payment and Definitions

All payments will be made in US or Canadian dollars. Currently funds are issued in check, which will provide remittance advice to apply payment.

Terms: Payment terms define the length of time from when goods are received at Maurice to when payment of the invoice is due. Note that Maurice Sporting Goods bases all payment term time frames from receipt of goods at a Maurice location. Any anticipation discounts for payment within the date time frame will be taken at time of payment. Ensure your vendor agreement is in alignment with all invoices for proper capture of terms.

Freight: PPD or PrePaid Freight notes vendor to cover all expenses for delivery of product to a Maurice facility. Note all “PrePaid” freight terms include duty and brokerage for international shipments. Any fees attributed to MSG by Customs will be charged back to the vendor. For “Collect” freight terms, see above Section Collect Shipments for details on definition and handling guidelines.

Deduct from Vendor Invoice (DFVI, DFI): Vendor program discounts taken outside of cost of goods will be credited to the account upon receipt of goods.

Rebates: all volume, advertising or other described rebates based upon a threshold of measure must be supported with a credit memo or authorized via email from an authorized manufacturer employee or agent. All rebates will be credited to the account upon receipt of the credit memo or confirmation. All rebate thresholds calculate based from dollar zero unless specifically outlined in the signed vendor agreement.

Section 5: Vendor Agreement

Vendor Agreement: Process

All vendors must approve a vendor agreement with Maurice Sporting Goods prior to first shipment of any product.

First time vendors: initiating business at Maurice Sporting Goods starts by submitting the application for an agreement via the link on www.maurice.net/VendorPartners. Submission will be directed to Category Management.

A vendor agreement must be fully filled out by any vendor via the Vendor Resource Zone, www.vendorresourcezone.com and using the Vendor Agreement tool. Contact the Category Management department to gain access.

Submitting and approving a vendor agreement via www.vendorresourcezone.com constitutes a legal and binding agreement between the vendor and Maurice Sporting Goods. All vendor agreements must be approved and submitted by an employee of the manufacturer capable and authorized to enter into such an agreement.

All Vendor Agreement discussions are strictly to limited to Category Management. Maurice vendor agreements are confidential and reserved for discussion with the Category Management team only. At no time is a vendor to discuss the Maurice vendor agreement with any party outside of Maurice Category Management.

All Vendor Agreements shall remain active and applicable to all business dealings in perpetuity until a new vendor agreement, approved and submitted by both the manufacturer/supplier/vendor and Maurice Sporting Goods is implemented. It is the responsibility of the vendor to ensure an up to date and accurate vendor agreement is on file with Maurice Sporting Goods.Direct all questions regarding access to the Vendor Resource Zone and the Vendor Agreement Tool to Category Management.

Insurance

Maurice Sporting Goods requires all vendors to supply via the Vendor Agreement an active and valid proof of insurance listing Maurice Sporting Goods and its subsidiaries as additional insured per Broad Form Vendors Endorsement with general liabilities limits of $1,000,000 and excess (umbrella) coverage of $2,000,000. It is the responsibility of the vendor to ensure a valid and up to date copy is provided to and on record at Maurice at all times.

Indemnification

The vendor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, disability, disabled veteran or Vietnam era veteran status.

Vendor shall indemnify, defend and hold harmless Maurice Sporting Goods, Inc., its affiliates, and their respective officers, directors, employees, agents, representatives, shareholders, customers, and end users (collectively the “Maurice Indemnities”) harmless, from and against any costs incurred (including reasonable attorneys’ fees, expert fees, and other reasonable legal costs and expenses) and/or liability to a third party relating to accusations, actions judgments, or awards resulting from the infringement or allegation of infringement by one or more of the Maurice Indemnities of the intellectual property rights, including alleged patent, trademark and copyright rights, as well as any alleged misappropriation of trade secret rights and any alleged violation of a right of publicity, of any third party as a result of the use, import, export or sale of products supplied by Vendor.

Revised October 2015