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Purchasing & Shipping

Advance Shipping Notice

In order to enhance the flow of merchandise from our suppliers we require an Advance Shipping Notice (ASN) for an inbound delivery.

An ASN must be created for each inbound delivery, whereby an inbound delivery must not exceed more than one container load.

The Body Shop ASN is an important document and serves four principle purposes:

  • It serves as a notification of cargo readiness/factory ship date for The Body Shop Regional Distribution Centres in the UK, US and Singapore 
  • It provides our logistic partners with confirmation of the final packed weight, volume and number of pieces for each article
  • It enables the buying representative to check order details against the original PO and monitor supplier performance
  • It generates an Inbound Delivery Number (IDN) for shipments

Click to read the Guide to ASN Electronic Data Interface (EDI) Process

You will send the ASN details to our warehouse management system via the GXS Web Portal (see link to process above). Once the ASN has been processed by our Goods In team the ASN will be returned to the originator with the IDN. The IDN is the main The Body Shop logistics reference number used on the shipping documents and must be quoted when finalising bookings into a RDC.

The cargo readiness/factory ship date declared on the ASN must match the factory ship date shown on the PO isued by The Body Shop. If there is any discrepancy between the PO factory ship date and the date declared on the ASN, the vendor must contact The Body Shop (see below for details) with the reason for the delay.

Please note that when the consignment exceeds one load (sea container or road trailer), a separate ASN must be completed for each additional sea container or road trailer. 

All ASN queries should be emailed by the vendor to the appropriate The Body Shop purchasing representative and to the correct Inbound Logistics e-mail address (or faxed to the relevant number if email not available) shown here:

 

USA
Fax: (1) 919 554 8044
Email: usgoodsin@thebodyshop.com
UK
Fax: (44) 1903 844131
Email: goods.in@thebodyshop.com
Singapore
Fax: N/a
Email: Goodsin.DC25@thebodyshop.com

 

EDI Web Portal Training Material

To access the online web training, please click here.

The following links are additional training aides:

 GXS HEelpdesk Contacts

http://techsupport.gxs.com/regional-directories/

Important - Shipment Weight

Since 1st June 2010, The Body Shop requires all UK origin suppliers to show the shipment weight (product, packaging and pallet base) per article on the ASN. All ASN's received afer this date that either do not have a shipment weight or where the shipment weight indicates that a pallet exceeds the limit of 1000kg will be rejected.

Imports into the USA - Importer Security Filing ("10+2" rule)

Commencing in January 2010 there are new security regulations regarding imports into the USA. This is called Importer Security Filing (ISF) or the "10+2 rule".

This new rule applies to cargo arriving into the USA after January 25th 2010. Failure to comply with this rule will result in monetary penalties, increased inspections and delays.

The purpose of ISF is to improve U.S. Customs and Border Protection's (CBP) ability to identify high-risk shipments in order to prevent smuggling and ensure cargo safety and security.

Under the new rule, before merchandise arriving by ocean vessel can be imported into the US, our carriers (e.g. CEVA, Kuehne & Nagel and UTi) must electronically submit the ISF form to CBP, on The Body Shop's behalf. As a one of our vendors you will be responsible for completing some of the information on the ISF.

The following document shows which data elements (shaded and "Vendor to Complete") you will need to provide to CEVA.

All products intended to be imported into the US must be filed using the ISF form and this must be provided no later than 24 hours before the cargo is loaded onto an ocean vessel.

The data elements required:

  • Manufacturer name
  • Seller name
  • Manufacturer address and post code/zip code
  • Seller address and post code/zip code
  • Ship to name
  • Ship to address
  • Country of origin
  • Purchase Order (PO) number
  • Article number

For further information on this ruling, please see the website for the US Customs Border Protection here.

For an example ISF form, please click here.

Shipping Checklist for suppliers:

  • A supplier must send an ASN for every shipment leaving the factory.
  • A fully completed ASN must be sent minimum 48 hours prior to the required pick-up/collection date.
  • Shipments must not be despatched from a suppliers' premises until the ASN has been returned from The Body Shop with an Inbound Delivery Number (10-digits) against each purchase order
  • An ASN must represent products that are ready for shipping
  • If the actual quantities that are shipped differ to those submittied in the initial ASN, then an updated ASN must be sent immediately to advise BSI of the changes
  • Only one amendment will be accepted per ASN
  • Updated ASNs must be sent minimum 24 hours before the agreed collection date/time. Any ASN updates received after this time will not be accepted.
  • The actual products shipped must match the ASN quantities. If they do not, a penalty charge will be applied for each line in error (see Resolving Problems - Quantity Discrepancies). 
  • If you are requested to make any shipment that cannot conform to this process, you must have the appropriate confirmation (via email) from the appropriate Global Supply Chain Manager or Sourcing Manager. This confirmation email must be sent to both yourself (the supplier) and the appropriate "Goods-In" mailbox. A request must be made prior to the normal 48 hour time limit so all are aware of the exceptional request in advance.
  • Inbound Delivery Numbers must be included on all shipping documents and invoices sent to BSI by the suppliers.
  • Any shipment containing articles that have been identified as "hazardous" for air, sea or road transport must be clearly marked on the ASN.

Proof of Delivery (POD)

A supplier's Proof of Delivery (POD) will be stamped by one of The Body Shop's 'goods-in operatives' once all pallets have been unloaded. This stamp has "unchecked" at the bottom and therefore only provides proof of the amount of pallets that have been received. It is not proof of the quantities in each pallet. Only when all the pallets in the shipment have been checked and input onto our systems, can the receipt be confirmed.

Example BSI Proof Of Delivery stamp: 

DATE RECEIVED
SIGNATURE
PRINT NAME
PALLETS RECEIVED
UNCHECKED