VENDOR GUIDE - TRADING PARTNER

VENDOR GUIDE

Gordmans Management Company, Inc. ▬

Gordmans Distribution Company, Inc. ▬

Gordmans, Inc. ▬

www.gordmans.com

http://www.gordmans.com/

2

Gordmans Vendor Guide

TABLE OF CONTENTS Page

Introduction, Vision, Mission & Quality Control Statements 3

Contact List Corporate & Distribution Centers 4

Gifts & Gratuities -- Vendor Prequalification Statements 5

Merchandise Shipping Requirements:

For Bulk Orders to DC 6

For Pack by Store Orders 7

Sending Samples to Gordmans 8

Vendor Integrated Partnership Program 9

Pre-ticketing 9

Electronic Data Exchange (EDI) 9

Universal Product Code (UPC) Catalog 9

UCC-128 Label 10

Transportation Routing – Domestic Orders 11

Transportation Routing – Import Orders:

Direct Containers 13

DDP (POE) Containers 14

Floor Ready Hanger Requirements 16

Adhesive Price Label and Hang Price Tag Requirements 18

Label and Hang Tag Placement 18

Approved Adhesive Label and Hang Tag Formats 29

Accounts Payable & Return to Vendor 32

Clarification of Payment Terms for Imports 33

Vendor Compliance Expectations 35

Supply Chain Accountability Policy 36

Closing Considerations 37

Appendix 38

Version 1.4 Updated 2/2/14

3

Introduction

Welcome to

The purpose of this Vendor Guide is to provide guidelines for conducting business with

Gordmans’ Corporate Office, Distribution Centers (DC’s) and Stores. Our goal is to

provide clear, concise direction in an easy to understand format. If you have any

questions with regard to the content, please contact [email protected]

for clarification. A contact list is also provided on page 4.

Gordmans looks forward to partnering with vendors to provide excellent service to our

guests, increased sales for both Gordmans and our vendors and foster future growth.

To ensure you have the latest version of Gordmans Vendor Guide, please check the

date in the lower right hand corner of the Table of Contents on page 2 or save the

following link to your “Internet Favorites”.

www.gordmans.com/vendors

Our Vision

To be the best apparel and home fashions retailer in the country.

Our Mission

We will delight our guests with big savings, big selection

and fun friendly associates!

Quality Control

Gordmans is committed to providing top quality; current season department and

specialty store name brands at savings of up to 60% off the competition’s ticketed

prices. Gordmans will only accept first quality products; no substitutions. The quality of

our products must meet or exceed samples submitted for purchase consideration.

mailto:[email protected]

http://www.gordmans.com/vendors

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GORDMANS CONTACT LIST

Corporate Address (Until March 2014) Distribution Center #050 Gordmans Management Company, Inc. Gordmans Distribution Company, Inc. 12100 West Center Rd. 9202 “F” Street

Omaha, NE 68144 Omaha, NE 68127

PH: 402-691-4000 PH: 402-339-6464

Corporate Address (As of March 2014) Distribution Center #952 * Gordmans Management Company, Inc. Gordmans Distribution Company, Inc. 1926 S. 67

th Street 1801 Innovation Blvd

Omaha, NE 68106 Clayton IN 46118

PH: 402-691-4000 PH: 317-539-3933

Corporate Contacts: Distribution Center Contacts:

Accounts Payable Shipping Ph: 402-691-4000 Ph: 402-339-6464 Ext. 2458

Fax: 402-691-4269 [email protected]

Receiving Import Manager Ph: 402-339-6464 Ext. 2570 Ph: 402-691-4079

[email protected] Traffic Manager

Ph: 402-339-6464 Ext. 2484

[email protected]

EDI Transmissions Ph: 402-691-4172 Direct Line Traffic Specialist [email protected] PH: 402-339-6464 Ext. 2514

Vendor Relations

UPC Information Ph: 402-339-6464 Ext. 2569

Ph : 402-339-6464 Ext. 2569 [email protected]

[email protected]

Pre-Ticket Coordinator Insurance / Risk Management Ph: 402-339-6464 Ext. 2533

Asset Protection [email protected]

Ph: 402-691-4038 Direct Line

[email protected]

* Gordmans is making significant investments in supply chain infrastructure to drive faster and

more efficient processing, and enable future growth. One of the most significant is our new

545,000 sq. ft. distribution center in Clayton, Indiana opening in July 2014, which will allow us to

double our store count. For a list of stores serviced at each DC go to www.gordmans.com/vendors

and click on Stores By DC.









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GIFTS AND GRATUITIES

Although the Company does not wish to interfere with the normal exchange of social amenities

and courtesies, a Gordmans associate must avoid the acceptance of any gift or other favor such

as entertainment or services under circumstances where the receipt of such gift or favor might

reasonably be deemed by others to influence the judgment or actions of the associate in the

conduct of Gordmans’ business. The receipt of sample merchandise or merchandise provided

by a vendor at little or no cost and intended for personal use by the Gordmans associate or a

family member is expressly prohibited. All sample merchandise must be placed in the custody

of the Sample Coordinator and properly accounted for. All gifts other than flowers and food

items having a minimal retail value must be returned to the donor. Among the gifts, which must

be declined or returned to the vendor, are tickets to theatrical, concert, or sporting events.

Gordmans associates may be allowed to accept invitations to dine with vendors or suppliers

where it is determined to be in the best interest of Gordmans to participate.

Vendor Prequalification Process - FIRST, VERIFY (FV)

In an effort to ensure that Gordmans vendors all have signed master purchase agreements and the

proper levels of insurance coverage, Gordmans has established a business relationship with

FIRST, VERIFY (FV), a third-party evaluation service. Beginning in February 2014, FV will be

administering the vendor prequalification process for Gordmans. For a nominal annual fee, FV will

process and display your information and documents in a web application for Gordmans buyers

and managers to review.

In order for your company to be considered for possible purchases from Gordmans, you must

prequalify through FV. The prequalification process must be renewed annually. In February you

will be contacted by FV and given instructions on how to register as a Gordmans vendor and

complete the simple questionnaire.

6

MERCHANDISING

MERCHANDISE SHIPPING REQUIREMENTS

Shipments must be complete and follow the orders exactly. No unauthorized substitutions,

damaged goods, defective goods, over and/or short shipments will be allowed.

For Bulk Orders Shipped to DC: Carton Packaging and Size Requirements:

Pack each style separately by size and color. Please make sure each carton contains merchandise for one purchase order only.

Each item’s cartons must have the same case pack quantity, with the exception of

the last carton. If different than the rest of the cartons for that item, it must be

labeled “ODD CARTON”.

Cartons should be re-shippable.

Coordinated tops and bottoms that are sold as separates, must be packed in separate

cartons and shipped together in the same shipment.

Shipments of coordinate groups sold as a set must be packed together in the same carton.

Shipments must be trash free. Do not use: pins, tape, clips, tie backs, excessive tissue

paper, cardboard, or any other unnecessary material that will require removal at our

distribution center. Poly bags or rubber bands around hangers are allowed to separate

apparel inners or pre-packs in a carton.

To maximize DC efficiencies, please adhere to the following carton requirements:

Max Width 24 in. Min. Width 6 in.

Max Height 25.5 in. Min. Height 3 in.

Max Weight 60 lbs. Min. Weight 5 lbs.

Max Length 36 in. * Min Length 9 in.

*Note: If length is 36 in. then the width must be reduced to 20 in. to navigate DC conveyer turns.

Seal cartons with tape. Do not place bands, straps, or string on cartons, as this

could damage Gordmans DC’s sorting and conveyor equipment.

Cardboard boxes must be of a quality to safely ride Gordmans conveyor system.

Merchandise shipping to stores in inner pack boxes, must be of a quality cardboard

suitable for shipping.

A packing list and/or 856 ASN must accompany every order. Packing lists and ASN

must include the following info:

-Total pieces shipped per item -Case pack for each item

-Total cases shipped per item -Total pieces shipped for the PO

-Total cases shipped for the PO

and must match the shipment exactly.

PLEASE NOTE: ASN’s for premark for stores shipments will not have a consolidated

quantity for the entire PO. The quantities will be for each store.

Incorrect packing list information can cause delays in processing freight and could

result in charge backs from the DC.

7

For palletized shipments, please place labels face out so they can be easily read and sorted.

When palletizing more than one style per pallet, please layer styles together with each

style number listed on the pallet label.

If using cartons stamped with shipping information and printed labels, please ensure

that the information matches exactly. If it does not, please cross out the stamped

information on the carton. This includes any incorrect pictures or symbols.

All cartons must be marked as follows: o Gordmans DC #

o Gordmans Purchase Order Number o Vendor Style/Color/Size (Color and Size only when applicable) o Total Units per Shipping Carton

Professional or college team orders must have the team name on outside of carton.

If pre-ticketing goods for Gordmans and you run out of tickets, please mark the

carton(s) containing non-ticketed merchandise “NOT PRE-TICKETED” and note

the number of units not ticketed on the packing slip.

Please do not cover valid carton markings with a printed label that identifies the

contents of the carton unless the same information is also on the carton.

All shipping cartons require the following information:

o Shipper Name and Address o Gordmans Distribution Center Address Note: Sample o Gordmans Purchase Order Number Illustration located o Vendor Style/Color/Size in the Vendor Guide o Pre-Ticket statement if applicable. Appendix. Under o Total Units per Shipping Carton “Carton Marking Guidelines”

EDI approved vendors are required to use UCC-128 or GSI-128 carton label.

UCC-128 CARTON LABEL EXAMPLE (Industry Standard) can be found on page 9.

For Pack By Store Orders Shipped to DC: Carton Packaging and Size Requirements are the Same as Bulk Orders with the

Following Exceptions: The packing list and/or 856 EDI-ASN must match shipment exactly and tickets sent in

advance correctly applied to merchandise. Incorrect packing list information can

cause delays in processing freight and could result in charge backs.

When palletizing more than one store per pallet, stores must be layered together with each store number listed on the pallet label. All cartons must be marked as follows:

o Store Number o Gordmans Purchase Order Number o Total Units per Shipping Carton

Professional or college team orders must have the team name on outside of carton.

Please ensure each carton contains merchandise for one purchase order and one store.

The barcode LINES on the label must be perpendicular to the bottom of the carton.

The barcode must be placed flat on the side of the carton, not on a seam or corner unless

given written approval by [email protected] to do so.

If using a pallet label only, it must contain the same information as a carton label and

placed on all four sides of the pallet.


8

SENDING SAMPLES TO GORDMANS

Effective March 2014, please follow the process below when sending samples to Gordmans.

All sample shipments /cartons should be labeled “SAMPLES” with an approximately 4” X 6”

lavender colored label like shown below.

The “SAMPLES” label must be securely attached adjacent to the shipping label.

Sample product must be shipped per the Buyer’s instructions and to their “ATTENTION” and to

one of the locations below, as specified by buyer:

Gordmans Corporate Office Gordmans Photo Studio Gordmans Distribution Center DC1

1926 So. 67th

Street 2336 So. 156th

Circle 9202 F Street

Omaha, NE 68106 Omaha, NE 68130 Omaha, NE 68127

Inside each sample box, vendors must include the following information:

Vendor Contact Name

Packing List with all items and item descriptions

Instructions regarding disposition of samples –

Vendor requests return of samples: YES NO

SAMPLE RETURNS TO VENDOR:

If samples are to be returned to vendor, vendor must provide the following:

Return Address complete with Vendor contact name.

Required return date.

FedEX or UPS shipping account number.

A page of four Samples labels

is available in the Vendor

Guide Appendix Forms.

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Vendor Integrated Partnership Program – (V.I.P.) Gordmans encourages vendors to be part of the Vendor Integrated Partnership (VIP) and “Trusted

Vendors” programs. Through VIP, Gordmans partners with vendors to utilize ticketing and

information technology to accelerate the flow of merchandise through our Distribution Center,

and to increase sales. Teaming with Gordmans in vendor pre-ticketing, Electronic Data

Interchange (EDI) to retrieve POs, Advance Shipping Notices (ASN), invoices and UPC

barcodes, improves shipment accuracy, reduces costs and provides Gordmans with floor ready

merchandise that can be quickly processed and sent to our stores. Goods reaching the sales floor

faster means more frequent re-order, better accuracy and more timely payment of invoices.

1. PRE-TICKETING:

It is important that Gordmans’ vendor partners pre-ticket our merchandise. When vendors pre-

ticket goods for Gordmans, we share the benefits of improved merchandise flow and sales.

Vendors can choose to either use tickets provided and shipped to them by Gordmans, or create

their own tickets which are subject to written approval. Please see Pages 16-29 for detailed

instructions on proper ticket placement, format, font, color and size. The “PRE-TICKETED”

labels provided with Gordmans price tickets, must be attached to cartons on the side facing out

and easily seen by the DC and stores.

FineLine Technologies- “Fast Track”

Gordmans also uses FineLine as a secondary ticket and label resource. If you are interested in or

are already using FineLine as a ticket and label resource, please contact

[email protected] .

2. ELECTRONIC DATA INTERCHANGE:

Electronic Data Interchange (EDI) is a requirement for DOMESTIC orders for Gordmans.

Direct Imports and DDP (POE) orders are not included in EDI at this time. Gordmans has

invested in systems and material handling that relies on EDI for item setup, purchase order

issuance, advance ship notice (ASN), carton labels (UCC-128/GS1-128) and invoicing.

Utilization of EDI ASN data, barcode scanners and print-and-apply labelers to process

conveyable cartons through our distribution centers in hours, which will get them to the

sales floor days earlier.

More granular sales data, which will allow us to tailor our product assortments to historical

selling patterns at each store to drive incremental sales.

Electronic invoice matching for more efficient and accurate payment processing.

The capability to set up, distribute and sell items at the style/color/size level utilizing our

vendors’ UPC numbers, which will enable POS scan of UPC labels on merchandise and

price-only ticketing. EDI approved vendors must provide UPC’s for each items ordered.

UPC Catalog Service

To streamline UPC procurement, Gordmans subscribes to the GXS Catalog service. If you

subscribe to GXS, please grant Gordmans access to your UPC catalog. If you do not have a UPC

catalog, please access GXS at www.gxs.com . Go to “PRODUCTS” and “Get Started” to sign up

for the GXS catalog.


http://www.gxs.com/

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Electronic Commerce

PLEASE NOTE: Vendors using the catalog MUST have UPC’s loaded for their Gordmans order

BEFORE order entry and confirmation. Vendor UPC codes are also candidates for “UPC Match”

to take advantage of price only ticketing or no ticketing.

While Gordmans previously only encouraged vendor participation in EDI, it now plays an integral

role in our supply chain. As a result, all vendors are expected to establish themselves as an EDI

trading partner, either directly with Gordmans or through an EDI value-added network (VAN).

For more specific information, please reference the links under GORDMANS TRADING

PARTNER EDI SPECIFICATIONS at www.gordmans.com/vendors or email [email protected].

Gordmans offers the following electronic documents:

810-Invoice

832-Price/Sales Catalog

850-Purchase Order

852-Product Activity Data

856-Advance Ship Notice

997-Functional Acknowledgment

Gordmans does not support an 860-PO change at this time. Only the initial PO will be

transmitted. Any changes after the initial PO transmission will be communicated manually.

Gordmans’ VAN is GXS and our current Version is 4010X12.

3. UCC-128/GSI-128 CARTON LABEL EXAMPLE

EDI approved vendors are required to provide an Advanced Shipping Notification (ASN) to

Gordmans and a UCC-128/GSI-128 bar coded label affixed to all cases. (SAMPLE with

requirements below) The UCC128/GSI-128 must be placed on the front lower right corner of

each carton. UCC-128/GSI-128 labels are subject to approval by

[email protected] .

FROM: Company Name.

Street Address City, State Zip

Ship to Postal Code

BAR CODE HERE

PO # 1234567 Dept # 45

TO: Gordmans DC # 50 or 952

Street Address (See page 4)

City, State, ZIP (See page 4)

Carrier:

Pro:

B/L

Style Color Size Qty

ABCD ABCD ABCD 9999

Ship for: For: Gordmans DC # 50 or 952

Street Address (See page 4)

City, State, Zip (See page 4)

Serial Shipping Container Code

BAR CODE HERE




11

TRANSPORTATION (DOMESTIC)

FULL TRAILER OR CONTAINER LOADS When floor loading a full trailer or container, keep like styles/SKU’s together. DO

NOT SHOT GUN LOAD.

Vendors must load trailers and containers high, tight and as far up in the trailer as possible.

When loading on pallets, always use 40 x 48 “four way” pallets and shrink wrap to

secure. Exceptions must be approved in writing by the Traffic Manager at

[email protected] .

Bill of Lading Requirements – Domestic Shipments

Please combine same day shipments with single or multiple purchase orders for all

departments, consigned to the appropriate DC on one master bill of lading.

Bill of Ladings (BOL) must include:

1) Vendor name, address, and zip code.

2) Vendor Bill of Lading #.

3) Gordmans purchase order number(s). If there is multiple purchase order #’s shipping

on one BOL, please list each purchase order on the BOL and the manifest (if used).

4) Number of cartons for each purchase order.

5) If palletized, the number of pallets for each purchase order and total pallets.

6) Weight for each purchase order. If multiple purchase orders, list weight for each

purchase order and total weight of shipment.

7) The appropriate commodity description, NMFC #, and class.

8) If purchase order is routed truckload, list the seal # and trailer #.

9) If purchase order is routed less than truckload (LTL), list the LTL pro #

10) If freight terms are not specified on the bill of lading, carrier will assume they are

Prepaid and will charge the shipper the freight costs. The BOL must specifically

state Prepaid or Collect. If the terms on a Collect shipment are misstated,

Gordmans will not reimburse the freight charges.

11) Please attach the Packing List to the Bill of Lading or in an envelope attached to the

Lead Carton on the same side as the carton label. (Packing List must be detachable –

DO NOT USE OR COVER CARTON LABEL).

Routing Domestic FOB/Collect Inbound Shipments All domestic FOB/collect shipments must be routed using the Werner S.M.A.R.T. system.

Gordmans vendors must call the Gordmans/Werner Value Added Services (VAS) Customer

Service Team @ 1-866-902-3897 or email [email protected] to obtain a login, password

and detailed instructions on how to use the Werner S.M.A.R.T. system.

Werner VAS Customer Support is available 7:00 a.m. to 5:30 p.m. CST Mon. through Fri.

PO ship and cancel dates must be strictly adhered to. No exceptions. Entering accurate cube, weight, and actual ship quantity information into the Werner

S.M.A.R.T. system is critical to optimal routing. Failure to provide accurate information

could result in a chargeback for any added freight costs. Vendors must load exactly what was

entered in the Werner system. Overages, shortages, additional items and/or unauthorized

substitutions will not be accepted.

Routing requests must be submitted into the Werner S.M.A.R.T. system at least 48 hours prior

to the day the merchandise will be ready for pick up. Cut off time is 1:00 p.m. Central

Standard Time. Shipments must be picked up on or after the Do Not Ship Before Date and on

or before the Do Not Ship After Date on the PO.



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Once a shipment is routed, Werner VAS will send an email confirmation to the email address

associated to the login used to request routing. If 24 business hours have passed and you have

not received notification, please call the Gordmans/Werner VAS Customer Service Team @

1-866-902-3897 or email [email protected].

Back Orders Gordmans/Werner VAS does not accept back orders. If you are unable to ship a P.O. complete

on the same day, the balance/back order must be shipped prepaid at the vendor’s expense.

Failure to comply may result in a chargeback for the full freight amount.

Shipments Routed Less than Truck Load (LTL) When a shipment is routed LTL, it is the vendor's responsibility to contact the assigned LTL carrier within 24 hours of the scheduled pickup day entered into the Werner system. Carrier contact info is listed on Werner VAS email confirmation.

Shipments Routed to the Consolidator

Gordmans uses third party consolidation centers to combine smaller shipments into truckloads to

the DC. Effective March 28th, 2013 Gordmans’ East and West coasts consolidator is now

PERFORMANCE TEAM (PT). www.ptgt.net

PT West PT East

12816 Shoemaker Ave. 145 Talmadge Road

Santa Fe Springs CA 90670 Edison NJ 08817

562-741-1395 732-379-6050

If your order is routed to our consolidator PERFORMANCE TEAM (PT), they will contact you to schedule

a pickup within one business day of notification from Werner. A vendor can have PT pickup, or have a carrier of their choice pick up and deliver to PT.

Freight picked up by PT is COLLECT and Gordmans pays the transportation costs to PT.

For vendors choosing to use their own carrier to deliver, our consolidator requires 24 hr. notice.

Attempt to deliver without 24 hr. notice OR outside the PO ship window, may result in a refused

shipment by PT. Any additional charges will be at the vendor’s expense.

Shipments Routed Small Package (Parcel) For shipments routed to ship “Small Package”, please ship using the carrier and Gordmans 3

rd

Party account # communicated by our Werner Customer Service Team at the time routing is confirmed. Please use the “inbound collect” payment option. To aid DC in processing time, please enter the purchase order # in the reference field.

For questions regarding any Domestic transport of Gordmans merchandise, please contact

Gordmans Traffic Dept. at 402-339-6464 Ext. 2484 or [email protected] .

PO Overages, Shortages and Damages

As stated on Page 6, shipments must be complete and follow the orders exactly. No

unauthorized substitution of goods, damaged goods, defective goods, over or short

shipments will be allowed. If product arrives damaged, responsibility will be determined

and documented.


http://www.ptgt.net/


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TRANSPORTATION (INTERNATIONAL/IMPORT)

DIRECT CONTAINER (IMPORT) SHIPMENTS: (Gordmans is the Importer of Record)

The vendor is responsible for compliance with all U.S. Federal, State and local laws, ordinances

and regulations for all product shipped on a Gordmans purchase order. Additional information

on the back of all purchase orders also applies.

Acceptance of a purchase order includes the following:

Payment Terms

Import shipment requirements of the purchase order as well as

those outlined within this vendor guide.

Cost

Case Pack

Ship/Cancel Dates

Style Number

Changes to the purchase order must be approved in writing by buyer, no later than 5 days prior

to shipment.

Booking Requests: When products are ready for booking and shipment, please contact Gordmans freight forwarder at least 14 days prior to the Ship/Cancel (Exit China) date on the Purchase Order. Booking requests will be relayed to Gordmans Import Department for approval prior to being accepted by Gordmans freight forwarder. When booking, please supply the total cartons, cubic measurement, PO number and item list

so Gordmans approval is not delayed.

Once booking is approved, any changes to quantities, shipment dates, etc. must be approved

by Gordmans Import Department at [email protected] .

Please see the attached Appendix for Freight Forwarder and Customs Broker contact

information.

Required Vendor Documents:

Originals of the Vendor’s Invoice, Packing List, and Electronically Released Ocean Bill of Lading*

must be emailed to all of the following within three days of vessel leaving port of departure:

[email protected] Gordmans Accounts Payable Dept.

12100 West Center Rd., Omaha, NE 68144 UNTIL MARCH 2014

Then change to

1926 S. 67th

Street,

Omaha, NE 68106



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[email protected] Gordmans Freight Forwarder

Emo Trans. Inc.

20 Southwoods Parkway, Suite 500,

Atlanta, GA 30354

[email protected] Gordmans Customs Broker

CDS Global /New Venture Brokers,

10665 Bedford Ave.,

Omaha, NE 68134

* Electronically Released Bill of Ladings (Telex or surrendered waybill) are required

rather than Original Bill of Ladings.

It is critical that Gordmans receives the required vendor documents on time in order to clear

customs and pick up the container from the rail yard. Any demurrage incurred due to lack of

or untimely documentation will be charged to the vendor.

In accordance with the Consumer Product Safety Improvement Act of 2008, Certificates of

Conformity must be available or included with required vendor documentation for any items

intended for use by children 12 years of age and under. All textile shipments must include the

manufacturing facility on the invoice for customs clearance.

Please provide a completed ISF (10 + 2) form and Lacey Act Form (if applicable) at time of

shipment. Current forms are available in the Vendor Guide Appendix at

www.gordmans.com/vendors .

A sample of a properly executed Ocean Bill of Lading is available in the Vendor Guide

Appendix at www.gordmans.com/vendors .

DDP/POE IMPORT CONTAINER SHIPMENTS: (Vendor is the Importer of Record)

DDP (Delivered Duty Paid), previously referred to as POE (Port of Entry) Import Orders

Please Note:

On January 1, 2011 Gordmans began using the 2010 Incoterms* on all purchase orders.

*International Commercial Terms, published by International Chamber of Commerce-ICC are

accepted by governments and legal authorities worldwide for the interpretation of most the

commonly used terms in trade and transportation. Terms chart and explanation in Appendix.

The vendor is responsible for compliance with all U.S. Federal, State and local laws, ordinances

and regulations for all product shipped on a Gordmans purchase order. Additional information

on the back of all purchase orders also applies.

In order for Gordmans Distribution Centers to properly receive inbound DDP (POE) orders,

vendors must supply a copy of the packing list, container number(s), and ETA to DDP point listed

on the purchase order at least three days prior to arrival of the container at DDP point. (i.e. port or

Gordmans DC location). Vendors should contact [email protected] or fax

required information to 405-592-3404.






15

PLEASE NOTE: Vendors are responsible for trans-load charges on any orders which are written

as a domestic order (FOB U.S. factory location) but are shipped DDP (POE) at vendors discretion.

For orders shipped DDP (POE) to Los Angeles, please contact PERFORMANCE TEAM (PT).

www.ptgt.net

PT West

[email protected]

12816 Shoemaker Ave.

Santa Fe Springs CA 90670

PH: 562-741-1395 & 562-741-1313 FAX: 562-741-2121

Orders shipped DDP (POE) New York (East Coast): Effective March 28th, 2013, please contact PERFORMANCE TEAM (PT). www.ptgt.net

PT East

[email protected]

145 Talmadge Road

Edison NJ 08817

PH: 732-379-6050 FAX: 732-692-2067

Orders shipped DDP (POE) to either of Gordmans' DC or the local rail yards, please contact:

Gordmans Receiving

[email protected]

PH: 402-339-6464 Ext. 2570 FAX: 402-592-3404






16

GORDMANS FLOOR READY HANGER REQUIREMENTS

All “floor ready” merchandise hung by our vendor partners must be shipped utilizing our hanger

resource Mainetti (www.mainetti.com). Guidelines are below.

Department Hanger Size Color

Hanger Style #

Mens Tops Womens Tops Boys Tops (sz 8-18) Girls Tops (sz 7-14) 17" Black 484

Mens Bottoms Womens Bottoms Boys Bottoms (sz 4-7 & 8-18) Girls Bottoms (sz 4-6x & 7-14) 10" Black 6010/7010

Mens Bottoms 12" Black 6012/7012

Boys Tops (sz 4-7) Girls (sz 4-6x) Tops xxxxxxxxxxxxxxxxxxxxxxxxx Infant/Toddler Tops 12"

Black or

White White ONLY 226

http://www.mainetti.com/

17

Mens Outerwear Womens Outerwear 17" Black 3328/3329

Activewear Swimwear 12" Black 8212

Bras and Panties Clear

Any deviation from the chart above must be approved in writing by the Manager of

Vendor Relations at [email protected] prior to shipping goods.


18

Adhesive Price Label and Hang Price Tag Requirements

Adhesive Price labels must be placed on hang tags and securely attached to product with plastic

swiftachs. No safety pins, string, ties, etc. Please do not attach them to strings, chains, ropes or

on top of a sticker that is already applied unless approved in writing by the Vendor Compliance

Manager.

Adhesive price labels must to be placed right side up on a flat area. Not on corners, over or in

creases and/or in an area that will cover the product’s description. Adhesive price labels can

never cover any product warnings and/or age recommendations. Please do not place adhesive

price labels anywhere it could deface the actual product or leave behind an adhesive residue.

Previous customer’s price tickets must be removed completely. Do not place Gordmans’ price

ticket over the top.

When Gordmans’ labels or hang tags are used, they should be on top ticket and in a prominent

location.

When Gordmans supplies price tickets, several “PRE-TICKETED MERCHANDISE” labels

are included. Please place on a few cases next to your carton information. This will alert our

DC that the merchandise is already ticketed and can move straight to store processing.

TOYS and Other Boxed or Packaged Merchandise

For example; books, comforters, sheets, bed in bags, gift sets, etc. Please use the price label placement hierarchy below:

1st Front - Upper right hand corner if it does not cover the products description.

2nd Front - Any flat area that does not cover the products description.

3rd Back - Upper right hand corner if it does not cover the products description.

4th Back - Down by the UPC bar code 5th Bottom - Any flat area that does not cover the products description.

FEDERAL LAW requires that all wearable garments or product with fiber content

shipped to Gordmans have a fiber content, care instructions and size label outlined

below:

Adhesive Price Label and Hang Price Tag Placement

Please refer to the examples on the following pages for proper adhesive price label and hang price

tag placement. If further guidance is needed, please contact [email protected].


19

Adhesive Price Label: Affix to Vendor Hangtag Adhesive Price Label: Affix to Vendor Hangtag Adhesive Price Label: Affix to Vendor Hangtag

t or to Waistband Joker Tag or to Waistband Joker Tag

Hanging Price Tag: Swiftach to Left Side at Hanging Price Tag: Swiftach to Left Side at Hanging Price Tag: Swiftach to Left Side at Waist

Underarm or in Neck Label Waist or to Side with Waist/Length Info

PLEASE NOTE: The guideline for Tops

above, are also used for MENS OUTERWEAR.

PLEASE NOTE: The photos above are only examples used to show label/tag placement and may not reflect Gordmans’

current assortment. If your product is not illustrated, please refer to page 16 or email [email protected] .


20


t or to Waistband Joker Tag or to Waistband Joker Tag

Hanging Price Tag: Swiftach to Left Side at Hanging Price Tag: Swiftach to Left Side at Hanging Price Tag: Swiftach to Left Side at Waist

Underarm or in Neck Label Waist or to Side with Waist/Length Info

PLEASE NOTE: The guideline for Tops

above, are also used for WOMENS OUTERWEAR.




21


Hanging Price Tag: Swiftach to Left Side at Hanging Price Tag: Swiftach to Left Side at Hanging Price Tag: Swiftach to Vendor Label or

Underarm or in Neck Label Underarm or Waist if Appropriate or in Neck Label Through Item




22


If There is a Picture, Affix to Back

Hanging Price Tag: Swiftach to Left Side at Underarm Hanging Price Tag: Swiftach to Left Side of Waist Hanging Price Tag: Swiftach to Left Side at tt t

t Underarm


Hanging Price Tag: Swiftach to Left Side at Underarm Hanging Price Tag: Swiftach to Left Side of Waist




23


Hanging Price Tag: Swiftach Around Handle Hanging Price Tag: Swiftach thru Sewn in Label Hanging Price Tag: Swiftach thru Sewn in Label or Lining

Adhesive Price Label: Affix to Vendor Hangtag Adhesive Price Label: Affix to Vendor Hangtag Adhesive Price Label: Affix to Back of Vendor Hangtag or Band

Hanging Price Tag: Swiftach thru Sewn in Label Hanging Price Tag: Swiftach thru Sewn in Label Hanging Price Tag: Swiftach w/ & in Front of Vendor Hangtag




24

(Continued)


or Back of Belt Rider

Hanging Price Tag: Swiftach Around Buckle Hanging Price Tag: Swiftach thru Sewn in Label Hanging Price Tag: Swiftach to Vendor Label or

or Slide in Clear Picture Holder to Inner Band

Adhesive Price Label: Affix to Hanger Adhesive Price Label: Affix to Vendor Hangtag Adhesive Price Label: Affix to Vendor Hangtag

or Vendor Hangtag

Hanging Price Tag: Swiftach Around Product Hanging Price Tag: Swiftach thru Sewn in Label Hanging Price Tag: Attach String Tag at Hinge

or Boot Lining

PLEASE NOTE: Sandals and/or Boots must have the right and left shoe secured together with a black or white

elastic string tie.

All Other Boxed Shoes are Matched to Manufacturer’s UPC and Signed Accordingly in Stores




25

Adhesive Price Label: Affix to Bottom of Box Adhesive Price Label: Affix to Upper Right Hand Adhesive Price Label: Affix to Back of Card

Corner.

Adhesive Price Label: Affix to Vendor Hang Tag Adhesive Price Label: Affix to Bottom of Bottle

or on Bottom of Box

Hanging Price Tag: Attach String Tag to Loop or Watch Buckle




26

Adhesive Price Label: Affix to Bottom Adhesive Price Label: Affix to Bottom Adhesive Price Label: Affix to Bottom or Vendor Hangtag

Hanging Price Tag: Swiftach Around Product Hanging Price Tag: Swiftach thru Sewn in Hanging Price Tag: Swiftach Around Product

Adhesive Price Label: If Boxed, Affix to Front Adhesive Price Label: Affix to Vendor Hangtag Adhesive Price Label: Affix to Vendor Hangtag

Upper Right Hand Corner. If No Box, Affix to Hanging Price Tag: Swiftach Around Lamp Neck Label Hanging Price Tag: Swiftach Around Handle

Back of Product and On Front Glass

Adhesive Price Label: Affix to Front Upper Adhesive Price Label: Affix to Front Upper Adhesive Price Label: Affix to Front of Card

Right Hand Corner Hanging Price Tag: Right Hand Corner and Not Covering Product Info




27

(Continued)

Adhesive Price Label: Affix to Vendor Hangtag Adhesive Price Label: Affix to Front Upper Adhesive Price Label: Affix to Front Upper

or Band Right Hand Corner Right Hand Corner

Adhesive Price Label: Affix to Back of Vendor Tag Adhesive Price Label: Affix to Vendor Tag Adhesive Price Label: Affix UNDER Seat

Hanging Price Tag: Swiftach In Left Side Seam Hanging Price Tag: Swiftach Thru Corner Binding Hanging Price Tag: Swiftach Around Leg

Adhesive Price Label: Affix UNDER Seat Hanging Price Tag: Swiftach to Handle Adhesive Price Label: Affix to Vendor Hangtag

Hanging Price Tag: Swiftach Around Leg Adhesive Price Label INSIDE Drawer if No Hang Tag Option Hanging Price Tag: Swiftach Around Stem




28

(Continued)

Adhesive Price Label: Affix to Back or Bottom. Please DO NOT cover up Burn Warning!

Adhesive Price Label: Affix to Front Upper Adhesive Price Label: Affix to Front Upper Adhesive Price Label: Affix to Vendor Hangtag.

Right Hand Corner or Vendor Hangtag Hanging Price Right Hand Corner or Vendor Hangtag Hanging Price Tag: Swiftach Thru Corner Binding

For Pet Bowls, Please See Page 24 “GLASSWARE”




29

Approved Hang Price Tags and Adhesive Price Labels Formats

30

31

ADHESIVE ELECTRONIC ARTICLE SURVEILLANCE (EAS) TAGS

Gordmans believes the most effective anti-shoplifting tools are Electronic Article Surveillance (EAS) systems.

This technology identifies high theft risk merchandise and alerts store personnel when unauthorized removal is

attempted.

Adhesive Price Labels EAS Placement: Place the adhesive EAS ticket on the exact area you will be placing

your Gordmans adhesive price label and place the Gordmans adhesive price ticket directly over the EAS ticket.

Hang Price Tag EAS Placement: Place the adhesive EAS ticket on the opposite side of the price on the hang

tag.

Vendor Created Tickets

Vendors that produce their own tickets for Gordmans must email sample formats to

[email protected] and actual ticket samples to: Gordmans Vendor Relations Manager-

9202 F. Street, Omaha NE 68127 for written approval before shipment.

Vendor created tickets must follow the formats and sizes provided on pages 27-29.

Font: Pantone Colors:

Ariel Narrow Red is # 199 Purple is # 526


32

ACCOUNTS PAYABLE

INVOICE AND PACKING LIST

Please mail all invoices to:

GORDMANS, Accounts Payable Department,

12100 West Center Rd., Omaha, NE 68144

UNTIL MARCH 2014, when we will move to

1926 S. 67th

Street, Omaha, NE 68106

We must receive an invoice within one year of receipt date of merchandise at our stores or Distribution

Center. Failure to invoice Gordmans for merchandise or notify Gordmans of non-payment of any

invoice within one year will result in cancellation of any liability for payment by Gordmans.

Gordmans will begin accepting 810 (Invoice) EDI documents in 2014. Until that time, paper

invoices are required until vendors are moved into production.

Each Invoice and Packing List must pertain to only one purchase order.

Gordmans Accounts Payable Department must be notified in writing of any substitutions on a

purchase order.

All Payment Terms on Domestic PO’s are calculated from the receipt of goods date defined

on Gordmans purchase order.

Import Order payment terms per Purchase Order notations. (Please refer to Pages 33 & 34) All Invoices must have GORDMANS purchase order number, the number of cartons shipped,

the department number, and an itemized list of the items/SKU’s shipped, vendor style #, color

and size, cost by item, discounts by item (if applicable) and Store # (if applicable).

All items on the Invoice and Packing List must be listed in the same order as the

GORDMANS purchase order.

Please attach the Packing List to the Bill of Lading or in an envelope attached to the Lead

Carton on the same side as the carton label. (Packing List must be detachable – DO NOT USE OR

COVER CARTON LABEL).

For EDI transmission of an ASN document, contact [email protected] .

The seller warrants by the delivery of merchandise for this order, that the merchandise delivered

conforms to and the seller has complied with all federal and state laws and regulations relating to

its manufacture, sale, and delivery in interstate and intrastate commerce.

Gordmans pays the freight on collect carrier invoices only.

Return To Vendor Unauthorized shipments, substitutions, invalid orders, early shipments and/or shipments past the PO

cancellation date may be refused at time of delivery at the sole discretion of GORDMANS. Gordmans will

not request or require Return Authorization for such refusals.


33

CLARIFICATON OF PAYMENT TERMS FOR IMPORTS

PAYMENT TERMS:

Gordmans offers two payment term options for imported orders:

TT – Set number of days (wire transfer)

Foreign Letters of Credit

EXPLANATION OF WIRE TRANSFER TERMS:

TT – 45 days means: (Note: 45 days used as an example only)

1. Gordmans will wire transfer funds to the vendor within 45 days * of receiving copies of all the shipment

documents, i.e. invoice (at first cost), packing list and electronically released bill of lading. This does not mean

45 days from shipment or vessel departure from the foreign port.

2. Documents may be emailed or overnighted from the vendor to:

Gordmans, Accounts Payable, 12100 West Center Rd., Omaha, NE 68144

(after March 2014) Gordmans, Accounts Payable, 1926 So 67th

St. Omaha, NE 68106

They can be emailed to:

[email protected].

The days until payment will be calculated from receipt of all document copies including released Bill of Lading

via email or regular mail.

3. IMPORTANT: Accounts Payable MUST have vendor’s current and correct wire transfer banking

information to wire funds. Please supply this information with every invoice so Gordmans is assured that we

have the most current and correct information.

4. An electronically released Ocean Bill of Lading is required. Vendors must request this type of release at the

time of booking.

5. A full set of documents as outlined above and wire transfer information must be provided in order for

payment to be issued.

Any demurrage costs incurred due to non-compliance of the outlined requirements are the responsibility of the

vendor and will be charged back to the vendor as needed.

* Days are actual days, not business days.

EXPLANATION OF LETTER OF CREDIT TERMS:

Gordmans issues a Standardized Letter of Credit which includes several stipulations that Vendors must be

aware of:


34

1. The number of days for presentation is ten (10) calendar days *. Expiration date is also ten (10) calendar

days *. Gordmans has determined that ten (10) days is the optimum number of days for presentation in

order to avoid demurrage charges.

2. No partial shipments

3. Insurance is Gordmans responsibility from FOB point.

4. All bank charges other than original opening charges are vendor’s responsibility.

5. IMPORTANT: It is important that documentation is delivered to Gordmans in time to avoid demurrage

charges. It is vitally important for the vendor to submit the required documents to their advising bank as

quickly as possible, as per the Letter of Credit. Vendors must take into consideration the time required for

the banks to review the documents against the Letter of Credit and deliver documents to Gordmans before

demurrage charges are incurred.

Any demurrage charges incurred due to late documents are the responsibility of the vendor and will be

charged back to the vendor as needed.

Note: Average transit time from China to Omaha is 27 days.

* Days are actual days, not business days.

35

Vendor Compliance Expectations

Gordmans fosters our business partnerships and therefore does not support vendor chargebacks as a

means of company revenue. However, recovery of unnecessary operating costs may be necessary

for the following:

Packaging

Product not packed in a proper carton or container to avoid damage.

Product not shipped in the agreed pallet qty, case or inner pack.

Product did not arrive “trash free” OR unnecessary bands, straps, wire or other material around

cartons must be removed.

Multiple POs packed in a single carton or container.

Multiple styles and/or colors packed in a single carton and NOT specified on PO.

Unauthorized substitutions.

Unauthorized carton size (too large or too small).

Carton/Case Labeling, Pre-Ticketing and Hangers

Missing, incomplete OR incorrect carton markings.

Merchandise incorrectly pre-ticketed (Includes format, placement, UPC barcode, price & required

information).

Sent pre-tickets and did not use OR agreed to pre-ticket and did not.

Product not on hanger as agreed to OR used wrong hanger.

Unauthorized carton size (too large or too small).

Transportation

Collect shipper did not route using employed transportation system OR shipped a back order at

Gordmans expense.

Did not route 48 business hours prior to ready or cancel date.

Prepaid shipper used Gordmans carrier and Gordmans as the Bill To.

Incorrect routing information input in employed transportation system OR shipped on wrong carrier.

Product not ready at designated time.

Product shipped outside designated PO ship window.

Unauthorized attempt to deliver at DC.

Missing, incomplete or incorrect packing list.

Missing, incomplete or incorrect Bill of Lading (BOL).

Prepaid vendor's product damaged by carrier. (If a collect carrier is responsible, a claim

will be filed by Gordmans. If the vendor or their carrier is responsible, the damaged

product at cost will be deducted from the vendor’s invoice.)

Documentation for import container(s) is incorrect or arrived late, resulting in

demurrage charges.

All charges must be approved by buyer and communicated to vendor prior to being administered.

Please forward disputes to [email protected] . Upon receipt, Vendor Relations

will respond within 72 business hours. The DMM has the final word on exemptions and reversals.


36

SUPPLY CHAIN ACCOUNTABILITY POLICY

CHILD LABOR

Gordmans prohibits forced labor and child labor and is committed to promoting honest and ethical

conduct among all its employees and our vendors.

To ensure such standards are met:

All vendors that produce, manufacture or procure goods for Gordmans shall comply with

all applicable laws, rules and regulations of the United States and any other country in

which a vendor is doing business. Gordmans’ expects vendor compliance with regard to

wages, child labor, forced labor, disciplinary practices, discrimination, safety and health

issues, product safety, general business ethics and more.

Gordmans’ vendors must ensure all factories involved in the manufacturing of goods agree

to comply with Gordmans’ standards and all local laws both domestic and foreign.

Gordmans will investigate any reports alleging forced labor in the supply chain, and take

swift and decisive action against any vendor that is found to act improperly in this manner.

ENVIRONMENTAL

Gordmans is committed to environmental awareness and conducting business in a manner that

manages environmental issues responsibly.

Gordmans complies with environmental regulations and conduct operations in an

environmentally sound manner.

Gordmans applies the principles to reduce, reuse and recycle and promotes environmental

responsibility among our employees.

Gordmans strives to ensure that suppliers comply with environmental regulations.

For more information regarding Gordmans’ policies and procedures please contact the Human

Resources Department.

37

Closing Considerations:

Thank you for taking the time to review and comply with the Gordmans’ Vendor Guide.

Please be aware there is additional information included on the front and back of Gordmans’

Purchase Orders.

By accepting this order, Vendor shall indemnify and hold harmless the Gordmans' Management

Company, Inc. Indemnified Parties from and against all liability, losses, claims, suits, actions,

damages, and expenses, including defense costs and attorneys' fees, resulting from (i) the distri-

bution and/or sales of foreign and/or domestic manufactured products which shall have been

caused or alleged to have been caused by any negligence on the part of Vendor, and/or it's

officers, directors, employees, agents or representatives, any defect in the Goods alone or in

combination with other ingredients, or the materials or workmanship used to manufacture the

Goods, or any claim under a theory of strict liability; (ii) the death or personal injury or damage

or loss of property which shall have been caused or alleged to have been caused by any

negligence on the part of Vendor, and/or it's officers, directors, employees, agents or

representatives, any defect in the Goods alone or in combination with other ingredients, or the

materials or workmanship used to manufacture the Goods, or any claim under a theory of strict

liability; (iii) trademark, copyright, patent or other intellectual property infringements which

shall have been caused or alleged to have been caused by Vendor or as a result of Gordmans

Management Company, Inc. marketing or sale of Goods; or (iv) any breach by the Vendor of any

representation, warranty, covenant, obligation or term or condition contained herein. Vendor

shall defend, at its' own expense, any proceeding against the Gordmans' Management

Company, Inc. Indemnified Parties involving the foregoing claims, provided Gordmans

Management Company, Inc. gives the Vendor prompt notice in writing of any such suit or action

brought against Gordmans Management Company, Inc. and gives the Vendor all reasonably

necessary assistance to defend such action. However, Gordmans Management Company, Inc.

may participate in the defense and may be represented by its' own counsel. The Vendor shall not

settle any claim made against the Gordmans' Management Company, Inc. Indemnified Parties

without first obtaining prior written consent from Gordmans Management Company, Inc. If the

Vendor does not so commence and proceed diligently to defend and indemnify the Gordmans'

Management Company Inc. Indemnified Parties within twenty (20) days after receiving written

notice of the claim, the Vendor shall be bound by any defense or settlement that the Gordmans'

Management Company, Inc. Indemnified Parties may make to those claims and shall reimburse

the Gordmans' Management Company Inc. Indemnified Parties for any and all costs and

expenses, including attorneys' fees, related to the defense or settlement of the claim.

The above terms shall be construed in accordance with the laws of Nebraska. Seller consents to

the personal jurisdiction of Nebraska courts, state and federal, regarding any action upon its

obligations set forth in the above terms.

38

APPENDIX

The following forms can be found at: www.gordmans.com/vendors

VENDOR GUIDE APPENDIX FORMS

Freight Forwarder - EMO Trans Contact List & Customs Broker Contact

ISF 10 + 2 Form - Gordmans Preferred Form

Sample of Properly Executed Bill of Lading.

Incoterms Explanation and Chart

Pre-Ticketing Instruction Letter

Carton Marking Guideline

GORDMANS TRADING PARTNER EDI SPECIFICATIONS (Updated 4/29/2012)

810 Invoice.rtf

832 Price-Sales Catalog.rtf

850 Purchase Order.rtf

852 Product Activity Data.rtf

856 Ship Notice-Manifest.rtf


http://www.gordmans.com/_FileLibrary/VendorDocument/10/EMO%20Trans%20Contact%20List%20&%20Customs%20Broker%20Contact.xls

http://www.gordmans.com/_FileLibrary/VendorDocument/11/ISF%2010%20+%202%20Request%20For%20Information%20NVB.xls

http://www.gordmans.com/_FileLibrary/VendorDocument/14/Incoterms%202010.pdf

http://www.gordmans.com/_FileLibrary/VendorDocument/15/Pre-ticketing%20letter.doc

http://www.gordmans.com/_FileLibrary/VendorDocument/22/Carton%20Marking%20Guideline.doc

http://www.gordmans.com/_FileLibrary/VendorDocument/16/810%20Invoice.rtf

http://www.gordmans.com/_FileLibrary/VendorDocument/17/832%20Price-Sales%20Catalog.rtf

http://www.gordmans.com/_FileLibrary/VendorDocument/18/850%20Purchase%20Order.rtf

http://www.gordmans.com/_FileLibrary/VendorDocument/19/852%20Product%20Activity%20Data.rtf

http://www.gordmans.com/_FileLibrary/VendorDocument/21/856%20Ship%20Notice-Manifest.rtf