Delivery Handbook: Need to Know

May 2015

Herrco Cosmetics Ltd

2

Packing and Delivery Compliance

Doc. Ref: SIB001/ WH002

Issue Status: 10

Issue Date: May 2015

1. Introduction ............................................................................................................ 3

2. Purpose .................................................................................................................. 4

3. Packaging standards ........................................................................................... 5

4. Carton/Product labels .......................................................................................... 5

5. Raw Material Marking (extra).............................................................................. 5

6. Pallet specification................................................................................................ 6

7. Packing list/Documentation................................................................................. 7

8. Booking in procedure: .......................................................................................... 8

9. Health & Safety ..................................................................................................... 9

10. General Information.............................................................................................. 9

11. Delivery Checks .................................................................................................... 9

Doc. Ref: LSP001A

Issue Status: 4

Issue Date: 20th March 2010

Doc. Ref: LSP001A

Issue Status: 4

Issue Date: 20th March 2010

Herrco Cosmetics Ltd

3

1. Introduction

Dear Supplier,

As Herrco Cosmetics continues to grow our business at pace, it has become important that we clarify and raise standards across our supply chain. As our business becomes larger and more complex it is essential that our requirements are simple, clear and easy to implement.

Please encourage your teams to give it their full attention. Because of the scale of the changes involved we will be monitoring and measuring individual supplier conformance to our required standards much more closely than ever before. Non-conformance will be an important issue for us to work on together to get all our suppliers to a level where all our businesses flow smoothly, on time and in full.

I look forward to continued growth in our business together

Derek Herrmann

Director

Doc. Ref: LSP001A

Issue Status: 4

Issue Date: 20th March 2010

Herrco Cosmetics Ltd

4

2. Purpose

The handbook will give you the capability to supply on time and in full, any orders that have been placed with you. It is up to you as the supplier to ensure that the requirements detailed are adhered to. The handbook will serve as a reference for you to better understand our requirements and your role in the shared responsibility to perform to the highest of standards.

Any personnel who deal with the manufacture and/or supply of stock are required to read, understand and be compliant with the processes and procedures documented within this handbook.

Herrco Cosmetics Ltd

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3. Packaging standards

Our cartons go straight through to a hygienic factory environment and must be supplied in a fit

state of use. It is the supplier’s responsibility to ensure the cartons are robust enough to transport the goods in a damage free clean state to Herrco Cosmetics. Plus;

Cartons must be staple free

Strapping must not be used

Product must fit comfortably in cartons. Under filling cartons causes crushing and therefore damage to product whilst over filling cartons causes cartons to burst creating damage.

4. Carton/Product labels

Clear and accurate carton/product labelling speeds the flow of the products through our Supply Chain improving availability, service to our customers and sales for both ourselves and our

Suppliers. Suppliers are required to adhere to the label requirements and markings as set out below. Herrco Cosmetics reserve the right to reject stock that is not labelled as specified.

Product Labels:

Cartons/box must be clearly marked with;

Description of goods

Quantity per box

Supplier code

Herrco Cosmetics code

o Customer code if not a Herrco Cosmetics order.

Date of manufacture

Expiration date (if applicable)

Labels should be placed on at least one vertical side (not on top or bottom of the carton) and

must be clearly visible when packed on a pallet. Labels must be printed and not hand written.

5. Raw Material Marking (extra)

It is the supplier’s responsibility to ensure that product labelling is complied with as per the CLP

Regulation (EC) No 1272/2008 on classification, labelling and packaging of substances and mixtures

Container sizes for perfumes and Extracts

The MAXIMUM weight of container we can accept is 25kg, any delivery of perfumes or extracts exceeding this will be rejected.

IBC

All Materials delivered in IBC’s must be on plastic or metal bases, wooden based IBC’s will be rejected

Herrco Cosmetics Ltd

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6. Pallet specification

It’s important that pallets are delivered to our specification to ensure a smooth and safe transition

to pallet racking.

ALL DELIVERIES MUST BE MADE ON PALLETS.

ALL PALLETS MUST CONFORM TO THE FOLLOWING REQUIREMENTS:

The pallet must have four-way entry with floor struts on the full perimeter base

Maximum height for loaded pallet is 1600mm (including the pallet)

Maximum gross weight is 1000kg (including the pallet)

There must be no overhang on any face of the pallet. If damage is caused as a result of

this occurrence it will be marked on the delivery note accordingly. Herrco Cosmetics will not accept responsibility for such damage.

The pallet must be made from solid wood. Plywood pallets are not acceptable.

Pallet should be loaded with single product per pallet. All pallets of the same product should be loaded with consistent quantities, with the exception of the last make-up pallet which should be clearly identified. Small quantities of products that need to be mixed on a pallet should be layered, separated by a cardboard divider and clearly identified.

o Any mixed pallets must be marked with an A4 label “MIXED PALLET”

All pallets must be stretch-wrapped, with clear film preferred if possible.

If pallets do not comply, they will be rejected

Euro pallets will only be accepted by prior written consent

Note

Where pallets are charged for, any pallets that are broken or not to standard a credit for these pallets will be required.

If small quantities of an item are mixed on a pallet they should be clearly segregated in layers with cardboard dividers

Herrco Cosmetics Ltd

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7. Packing list/Documentation

All delivery documentation should include:

Purchase order number/Customers name/Client purchase number

Herrco cosmetics product code(s)

o Or if ordered by a mutual client the clients product code.

Description of product

Material Batch number (if applicable)

Expiry date (if applicable)

Quantity per item/carton

Total quantity of cartons

Total Quantity

Note:

If a product is on multiple purchase order numbers a breakdown of quantity per order is required.

Extra documentation for Raw Materials;

Certificate of Analysis (COA)

COA must be supplied for all raw materials. COA must be sent via email a minimum of 28hrs prior to delivery, following booking in procedure as detailed in section 8. “Booking in procedure”

Botanical Extracts

All extracts must be supplied with a TVC for the batch delivered unless supplied in an oily medium.

Certified Organic Materials

Organic materials must have certifying body on delivery documentation and Distributors must link delivery note(s) to manufacturer, by including trade name and product manufacturer

For example

Trade name/Manufacture

Herrco Cosmetics Ltd

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8. Booking in procedure

Deliveries must be booked in 48 hours in advance, and not more than 3 weeks in advance.

At point of booking to Herrco Cosmetics, every supplier will be given their respective Herrco booking in reference number. This ref No. is important to tracking the delivery through our supply chain.

Containers will be allocated a time slot for delivery. The container should arrive at least 15 minutes before the allocated time slot. If the container is late it may not be unloaded until the next available time slot.

Following booking in the following information must be emailed to Herrco Cosmetics @ goodsin@herrco.co.uk

Delivery Note(s)

Certificate of Analysis (COA) where applicable

Subject of the email must be the booking in ref No. as supplied.

Example:

Failure to email correct documentation will result in a rejected delivery.

Herrco Cosmetics booking in details

Herrco Cosmetics

Broadway Drive, Halesworth, Suffolk,

IP19 8QR Tel: 01986874149 E-mail: goodsin@herrco.co.uk

Our company Delivery hours are:

Monday-Friday

07:00 – 12:00 (midday)

13:00 – 16:00

We are closed on national bank holidays

Doc. Ref: LSP001A

Issue Status: 4

Issue Date: 20th March

2010

oc. Ref: LSP001A

Issue Status: 4

Issue Date: 20th March 2010

Doc. Ref: LSP001A

Issue Status: 4

Issue Date: 20th March 2010

Herrco Cosmetics Ltd

9

9. Health & Safety

No carton or pack should weigh in excess of 25kg

Any carton containing unevenly distributed weight must be clearly identified.

Pallets must not exceed a gross weight of 1000kg

If a pallet/delivery is deemed unsafe to unload delivery will be refused

If the delivery is damaged in any way Herrco Cosmetics retains the right to refuse delivery

For reasons of safety and security drivers must not enter the warehouse and they are required to wear high visibility clothing and safety footwear whilst on Herrco premises . All delivery drivers must report to reception.

10. General Information

Herrco has a strict no smoking policy

Drivers are expected to carry their own means of communication

There are no overnight parking facilities on Herrco premises

11. Delivery Checks

On receipt, goods will be checked for the number of pallets/cartons only. Any signatures for

receipt confirm this quantity unexamined. Any shortages or variations will be reported in writing within 3-5 working days of receipt.

Herrco Cosmetics Ltd

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External Warehouse booking in details:

Deliveries to St Johns Hall Storage

All deliveries must be booked in with warehouse office between 09:00hrs – 16:00hrs, (01986 781694)

All drivers must report to warehouse office on arrival

Relevant supplier paperwork must be provided on arrival on site

All deliveries must adherer to this document

Address

St. Johns Hall Halesworth Road Ilketshall St. John

Beccles

Suffolk

NR34 8JQ

PLEASE CONTACT THE HERRCO COSMETICS TEAM IF YOU HAVE ANY QUESTIONS

Herrco Cosmetics Ltd

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Herrco Cosmetics 5-7 Broadway Drive Halesworth Suffolk IP19 8QR United Kingdom +44 (0) 1986 874 149 www.herrco.co.uk