Logistics guideline
Logistics guideline
Gilles Tooling GmbH
Status July 2019
Foreword
GILLES products focus on excellent quality, outstanding design, a special exclusivity and give every motorbike its individual look. We place the highest value on the fulfilment of all customer requirements - regardless of whether these are the requirements of private motorbike and sports enthusiasts or the requirements of the most renowned international motorbike manufacturers.
In order to achieve this goal, we rely on co-operation with the best suppliers in all areas. The 100% fulfilment of all quality requirements as well as the most suitable, reliable and efficient processes are an absolute necessity.
QUALITY does not only mean "technical" delivery quality - in the global markets in which GILLES TOOLING operates, efficient and excellent logistics have a special responsibility. The selection of unsuitable transport options, non-compliance with delivery deadlines, incorrect or inadequate packaging or non-compliance with legal requirements are just as much quality defects as faulty products.
This logistics guideline therefore defines our key logistics requirements for all suppliers and is an integral part of our contractual co-operation with our external partners.
Gerhard Gilles, CEOEric Wagner, Head of Logistics
General regulations
1.validity
These regulations apply to all deliveries made by suppliers to GILLES TOOLING. This guideline applies in addition to our General Terms and Conditions of Purchase and is an integral part of all our orders to suppliers.
By accepting the order, the supplier also declares his acceptance of this guideline - should the supplier not be able to comply with this guideline, GILLES TOOLING must be informed in writing before commencing a delivery.
The supplier shall bear all costs incurred by GILLES TOOLING as a result of non-compliance with this guideline.
2.aim
The aim of this guideline is to guarantee the high quality standards of GILLES TOOLING, also with regard to optimum fulfilment of delivery quality, by fulfilling the detailed requirements described herein throughout the entire logistics chain. All logistics processes are to be standardised by this guideline, thereby optimising overall costs.
3.availability of contact persons
Before the first delivery, the supplier must name a contact person for all logistical questions and inform GILLES TOOLING of this. This contact person must be available during normal business hours from 7 am to 6 pm. In addition, the supplier must name an "emergency contact" who is available to GILLES TOOLING outside normal business hours for logistical issues. Constant availability (24h/7 days) must be guaranteed.
4.logistics quality
Compliance with this logistics guideline is regularly included in the supplier assessment - this ensures that the overall quality of a supplier is permanently optimised. In the event of non-compliance with this guideline, GILLES TOOLING is authorised to carry out a special escalation process at the supplier's expense.
Series deliveries - labelling
1.traceability
Traceability is a high priority in the supply chain. The supplier must therefore take suitable measures to ensure this traceability for its deliveries. The batch number and production date must be clearly visible on the respective goods tags as well as on the delivery documents. Only one unique batch is permitted per delivery note item.
If a prior delivery notification (ASN) has been agreed between the supplier and GILLES TOOLING, this batch number must also be communicated to GILLES TOOLING with the notification.
2 Labelling ofgoods
The clear labelling of goods deliveries is a necessity for an optimal logistics process. Efficient and traceable labelling of all packages and load carriers ensures efficient recording of the necessary data and optimisation of the incoming goods, storage and retrieval, consumption and stock recording processes.
3.goods tags
Each package must be labelled with a clearly visible goods tag to identify the contents. Each goods tag must bear a unique package number.
In addition, the load carrier (pallet or shipping unit) must also be labelled with a main goods tag that explains the contents of the entire load carrier in detail.
4Attachmentofthe goods tag
Each goods tag must be attached to the respective package/load carrier so securely that it cannot fall off under the stresses of the entire logistics process. The type, quantity and number of adhesive dots must be agreed with GILLES TOOLING before commencing a series delivery; care must be taken to ensure easy and residue-free removal of the adhesive dots.
When using reusable containers, the pockets provided for labels must be used; the use of self-adhesive labels is not permitted. In the case of multiple use of packaging materials, any remaining labels from previous deliveries must be removed or covered in such a way as to prevent confusion.
Goods labels must be affixed as follows:
a) KLT (reusable packaging) or cardboard (disposable packaging) - always on the front of the containers
b) Pallets - load carriers - always on the front of the stacked storage carrier
Series deliveries - packaging
1.principle
Both the production and the transport and disposal of packaging have a negative impact on the environment. GILLES TOOLING aims to reduce any environmental impact to an unavoidable minimum.
GILLES TOOLING therefore expects all suppliers of series material to use only reusable packaging.
2.packaging planning
As part of the product development process, the supplier is also obliged to carry out packaging planning and to coordinate this with GILLES TOOLING before the first delivery of series parts. The supplier is responsible for selecting suitable packaging. The packaging must be selected in such a way that any damage and/or contamination as well as loss in the logistics chain is excluded. The planned packaging agreed with GILLES TOOLING must be available by the pre-production date. However, coordination of the packaging with GILLES TOOLING does not release the supplier from his responsibility for quality. The supplier must ensure that the products to be delivered to GILLES TOOLING can always be delivered in the intended and agreed packaging. The delivery of goods in alternative packaging is only permitted in special cases and after prior agreement on a deviation request.
3.costs of packaging
Any costs incurred for packaging must be taken into account by the supplier in his quotation calculation as a cost component for the component to be offered and shown as a separate item in the quotation details QAF.
4.reusable packaging
The selection of reusable packaging requested by GILLES TOOLING must be planned by the supplier and agreed with GILLES TOOLING. Once this has been finalised, GILLES TOOLING will procure the reusable packaging and make it available to the supplier for collection. The supplier shall bear any transport costs arising from the provision of reusable packaging.
Reusable packaging provided by GILLES TOOLING may only be used for transport to GILLES TOOLING. The use of this reusable packaging for the supplier's internal processes is not permitted. Should the supplier wish to use additional reusable packaging to realise further internal optimisation requirements, he can agree this with those responsible in GILLES TOOLING logistics and the purchasing department - with the approval of GILLES TOOLING, the supplier can procure this additional reusable packaging on his own responsibility and at his own cost.
5.packaging accounts
The agreed reusable packaging is recorded and managed by GILLES TOOLING in returnable packaging accounts. At the request of GILLES TOOLING - but at least once a year - an inventory of the returnable packaging must be carried out by the supplier and the results agreed with GILLES TOOLING; the supplier must also ensure that it has its own suitable system for managing returnable packaging. After final agreement, deviations will either be charged to the supplier or compensated by the subsequent delivery of packaging.
6.cleanliness of reusable packaging
The high-quality GILLES TOOLING products require all packaging to be clean.
The supplier is responsible for the permanent cleanliness of the reusable containers agreed and provided free of charge by GILLES TOOLING. The supplier must take suitable measures to ensure that the products delivered to GILLES TOOLING cannot be visually contaminated or damaged in any way by the selected packaging.
Series deliveries - transport & deliveries
1.principle for deliveries
The GILLES TOOLING purchasing department specifies the form of delivery for deliveries in the orders and contracts. In principle, GILLES TOOLING requests delivery "free domicile" to the delivery address specified in the orders/contracts. The supplier must include the costs for transport in its article calculation and show them separately in the QAF quotation.
2.consignment stock
Depending on the demand situation, GILLES TOOLING can agree delivery to a consignment warehouse with the supplier. Individual minimum/maximum stock limits are agreed for the items concerned, within which the supplier can move with its deliveries. The supplier is responsible for controlling and complying with these stock limits. The supplier remains the owner of the goods until they are removed by GILLES TOOLING or a service provider commissioned by GILLES TOOLING. A consignment warehouse can be set up either at the GILLES TOOLING plant or at an external service provider. The supplier also bears any costs for storage and handling, which he must also take into account in his calculation and show in the quotation details QAF.
GILLES TOOLING removes the goods from the consignment warehouse on the basis of requirements and informs the supplier of this removal. The supplier is then authorised to issue its invoice. If a "credit note procedure" has been agreed between the supplier and GILLES TOOLING, GILLES TOOLING will issue a credit note at the time of withdrawal. The agreed payment period begins with the receipt of the invoice by GILLES TOOLING or the creation of the credit note.
Further details can be agreed in a separate consignment contract.
3.delivery notification
The supplier is obliged to notify GILLES TOOLING of each series delivery by means of an Advanced Shipping Notification (ASN) before the goods are received by GILLES TOOLING or an external service provider. At least the following data must be transmitted:
- Order number
- GILLES TOOLING article number and description
- Total quantity
- Number of packages
- Type and quantity of returnable packaging
4.delivery documents
The supplier must ensure that all accompanying documents comply with the legal requirements of the sending and receiving country. Each delivery to GILLES TOOLING must be accompanied by a delivery note. The delivery note must contain at least the following data:
- Order number
- GILLES TOOLING article number and designation
- Article Revision status
- Batch number
- Delivery quantity
- Type and number of packages
5.receipt of goods at GILLES TOOLING
Delivery to GILLES TOOLING - or an external warehouse - must take place within a time window agreed with the supplier. The supplier is responsible for adhering to this time window. In the event of foreseeable deviations from the delivery time window, the logistics department of GILLES TOOLING must be informed as soon as this becomes known. The supplier will bear the resulting additional costs in the event of non-compliance.
The incoming goods inspection at GILLES TOOLING is limited to a pure identification check. By accepting the order, the supplier waives the defence according to §377 HBG.
6.special transports
The supplier is responsible for ensuring that the agreed delivery dates are met at all times. If the supplier cannot meet delivery dates with the agreed means and routes of transport, he is obliged to provide special transport at his own expense. In urgent cases, GILLES TOOLING can also organise the collection of goods from the supplier independently, the costs of which are also borne by the supplier. GILLES TOOLING will also charge the supplier for any additional costs incurred by GILLES TOOLING as a result of late delivery to GILLES TOOLING customers for which the supplier is responsible