Vendor Portal

Chargebacks

Vendor Compliance Chargeback Program

Boot Barn is committed to maximizing customer satisfaction. We recognize that, in order to accomplish this, our vendors are our partners in achieving this goal. This is why Boot Barn Vendor Compliance (VC) has developed detailed instructions outlined in Boot Barn Vendor Manual that must be followed by all vendors.

Why Vendor Compliance?

Customer satisfaction is associated with efficient processing of goods throughout the supply chain. The VC Department establishes requirements and constantly reviews, monitors and inspects all shipments, then reports and charges for all non-compliant issues. The enforcement of VC will improve the levels of accuracy from all vendors, allowing our Distribution Center (DC) to process goods effectively.

General Policy Explanation

  • To recover expenses incurred by Boot Barn due to vendors that have not complied with the Boot Barn Standards and Requirements outlined on the Purchase Order or Vendor Manual.
  • This policy is intended to support the partnership between Boot Barn and its vendors and not viewed as a revenue center
  • All vendor shipments delivered in error will be documented and subject to Chargeback offsets provided later in this Chapter
    • Chargebacks can and will be assessed by shipment, PO, carton, unit
    • A single vendor shipment with multiple errors may have each occurrence individually documented and charged back.
  • Each vendor shall be liable for any chargebacks that are incurred as a result of non-compliance to instructions and requirements within the Vendor Routing Guide.
  • Chargeback amounts are deducted from future invoice payments
    • If the invoice was pre-paid (paid prior to system receipt), Boot Barn will apply towards the next invoice
  • Boot Barn will provide a detailed description of the offset and provide documentation if necessary to file a claim


BOOT BARN VENDOR COMPLIANCE DEPARTMENT CHARGE BACK POLICY

 

The Boot Barn Vendor Compliance department is assigned to the inspection of all inbound shipments. All shipments received by our Distribution Center/Store are expected to be in full compliance with our outlined requirements contained within this manual. All deviations from these guidelines may result in chargebacks to your company.

 

Vendor Chargebacks:

Purchase Order Non-Compliance – Merchandising Chargebacks. / Failure to comply with Purchase Order or Buyer request

 

Offset Code

Description

Charge

UOM

 

A1

Order was delivered to DC before Start Ship date. (Early)

10% of shipped cost

Per Shipment

 

A2

Order was delivered to DC after End Ship date. (Late)

10% of shipped cost

Per Shipment

 

A3

Unauthorized shipment (greater than +/- 5%)

$10

Per Unit

 

A5

Unauthorized Substitutions

$10

Per Unit

 

A6

Incorrect pre-packs

5% of shipped cost

Per PO

 

A7

Incorrect Shipment Method

Difference in Freight Charges

Per Shipment

 

A8

Shipped to incorrect location

$100

Per PO

 

A9

Special Events PO is late.

RTV or Freight

Per Shipment

 

A10

Two or more PO’s on same Comm Invoices or Packing Slip. (for AP)

$50

Per Instance

 

A11

Missing Packing Slip details/ prepack information or any information is missing/incomplete/incorrect

$50

Per Shipment

 

 

UCC Label Non-Compliance / EDI & ASN Chargebacks

 

Offset Code

Description

Charge

UOM

 

A12

No UCC label on carton.

$5

Per Ctn

 

A13

Label located incorrectly on carton.

$5

Per Ctn

 

A14

Barcode format is incorrect.

$5

Per Ctn

 

A15

Barcode un-scannable.

$5

Per Ctn

 

A16

Duplicate UCC label.

$20

Per Ctn

 

 

 

 

 

 

Packing Non-Compliance / Receiving & Put-Away Chargebacks

 

Offset Code

Description

Charge

UOM

Min/Max

B1

Merchandise not in corrugated boxes. (India)

$5

Per Ctn

$50/10% of PO

B2

Bands, straps, wire, or other material wrapped around the carton (non-conveyable carton)

$5

Per Ctn

$25/10% of PO

B3

Multiple POs packed in the carton.

$25

Per Ctn

$25/10% of PO

B4

Multiple styles packed in the carton.

$25

Per Ctn

$25/10% of PO

$50/10% of PO

*Exception for PO’s with mult styles that will fit all in one carton.*i.e. jewelry

B5

Mixed delivery. Not sorted or segregated as instructed.

$50

Per Ctn

10% of PO

B6

PO Number not printed on the outside of each carton or not printed correctly.

10% of PO

Per Shipment

10% of PO

B7

Carton count not noted on the outside of each carton or not printed correctly.

10% of PO

Per Shipment

$100 min/10% of PO

B8

Detailed Packing List not inside and outside lead carton.

$100

Per PO

$50/10% of PO

B9

Incorrect Carton Dimensions.

$5

Per Ctn

$50/10% of PO

B10

Shipment not sorted by PO, style, color, and size

$5

Per Ctn

10% of PO

B11

Failure to properly reference Boot Barn PO numbers, on shipments

5-10% of PO

Per Shipment

10% of PO

B12

Incorrect Hangtags or UPCs

$1

Per Unit

10% of PO

B13

Missing Information on Hangtags or UPCs

$1

Per Unit

10% of PO

 

Transportation/Shipping Non-Compliance/ Logistics Chargebacks

 

Offset Code

Description

Charge

UOM

Min/Max

C1

Incorrect/Late/Missing ASN

$100

Per Style

 $100 min

C2

No Delivery Appointment

Will be Refused

Per Shipment

 

C3

Trailer/Container not loaded properly (FCL)

$100

Per Ctr

$100

C4

Unauthorized Split Shipment

10% of style cost

Per style

$100 min

C5

Late Import Booking

Pre-pay air freight or % of PO

25% of PO

C6

Cancelling scheduled pickup (domestic)

$100

Per shipment

$100

C7

Cargo not ready for pickup. Pick-up rescheduled

$100

Per shipment

$100

C8

OBL not received before Customs clearance

$200

Per Diem

 $500

C9

Shipment not sorted by PO, style, color, and size

$200

Per shipment

 

C10

Defective Merchandise/ quality of merchandise

RTV

+COGS

 

C11

No PP or TOP sample sent

$100

Per Shipment

 $100

C12

Incorrect/Incomplete Address

$25

Per Shipment

 

 

 Non-Compliance/ Trade Compliance and Accounting Chargebacks

 

Offset Code

Description

Charge

UOM

Min/Max

D1

Failure to properly reference Boot Barn PO numbers, on shipments

$50

Per Document

$50/10% of PO

D2

Incorrect/Incomplete Commercial Invoices

$100

Per Document

$100/10% of PO

D4

No HTS on Commercial Invoice

$20

Per PO

$20/10% of PO

D5

Missing full style/commodity descriptions

$20

Per PO

$20/10% of PO

D7

No BOL or inaccurate/insufficient detail on BOL

$100

Per Shipment

$100

D8

Missing factory or beneficiary information. (for Import)

$100

Per Document

$200

 

To dispute or question any chargebacks you may receive, you must send an email along with your backup of your dispute to Vendor Compliance vendorcompliance@bootbarn.com .