supplier management: asia pacific (for ocean...
TRANSCRIPT
Costco Wholesale Vendor Guide Updated: 07/16/2015
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Supplier Guide (for ocean transport only)
Destination CANADA
All of the information provided in this guide is designed to help you do business with Costco. In many cases the information summarizes legal requirements that Costco is required to follow, or that Costco must require you to follow. While we have made an effort to address regulations that apply to significant numbers of our vendors, there may be other regulations applicable to your businesses that are not covered. Also, none of the information Costco posts in this should substitute for your own review of all of the legal requirements you must follow, and under no circumstances should our information be construed as legal advice.
Version No.: 011
Date: July 16, 2015
Costco Wholesale Vendor Guide Updated: 07/16/2015
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Contents SECTION 1: General Introduction…………………………………………………………………………………………………3
1.1 Schenker Offices and Agents at Origin……………………………………………………………………..3 SECTION 2: Operation & Documentation……………………………………………………………………………………..3
2.1 Supplier Compliance…………………………………………………………………………………………………..3 2.2 Booking Procedures & Instructions……………………………………………………………………………3
CY/Door Cargo………………………………………………………………………………………………………………....5
2.3 Shipment Delay & Booking Change or Cancellation………………………………………………….6
2.4 Terms of Sale……………………………………………………………………………………………………………..6 2.5 Equipment Utilization & Factory Load Guidelines…….………………………………………..….…7 2.6 AMS & ACI Requirements for Shipments to CANADA…………………………………..………….7
2.7 Commercial Document Submission………….……………………………………………………………...8 2.8 Seaway Bill of Lading Instructions…………………………………………………………………………...9
2.9 Canada - Peru Free Trade Agreement (FTA)………………………………………………………….10
2.10 Form A…………………………………………………………………………….…………………………………….11 2.11 Exporter's statement of origin (ESO)……………………………………….........................12 2.12 B255 form (Least Developed Country Tariff certificate)………………………………………12
SECTION 3: Local Charges and Application Fees……………………………………………………………………….12
SECTION 4: Documents Required of Customs Clearance………………………………………………………...12
4.1 Commercial Invoice Requirements………………………………………………………………………….14 4.1a Commercial Invoice Example………………………………………………………………………………..15
4.1b CANADA CUSTOMS INVOICE - COMPLETION INSTRUCTION……………………………….17 4.1c Vendor CCI / Commercial Invoice Checklist…..…………………………………………………….19
4.1d Packing List Example……………………………………………………………………………………………..20 4.2 Common Invoice Errors…………………………………………………………………………………………..20 4.2a Other Common Document Errors………………………………………………………………………….20
4.3 Other Government Departments…………………………………………………………………………….21
Special Imports Measures Act (SIMA)…………………..……….……………………………………………….21
Wood Packaging…………………………………………………………………………………………………………………21 4.4 Requirements for natural real plant materials………………………………….…………………….22
SECTION 5: Supply Chain Security……………………………………………………………………………………………23
5.1 Procedure for Costco Container Inspection & Seal Verification Checklist……………..23 5.1a Costco Container Inspection & Seal Verification Checklist……….……………………….. 24 5.2 C-TPAT / PIP – Customs & Trade Partnership Against Terrorism………………….………25
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SECTION 1: General Introduction
This procedure manual will provide the supplier/factory with a clear understanding of their responsibilities and agreed upon procedures between Schenker and Costco Wholesale Canada.
The Supplier Guide is designed to establish close communication between Schenker and the Supplier/Factory. The manual covers transportation and documentation procedures required from shipping orders to commercial documents. It presents complete guidelines on actions and their time frame so that each vendor understands Costco’s expectation of each export interval.
We hope that the manual provides helpful information and guidelines for all your supplier export shipments. As always, we appreciate your thoughts and comments. Note: If the factories are not the actual Costco Wholesale suppliers, but are the parties
making the bookings, please be sure both the Costco Wholesale’s suppliers and factories are clear and consistent in your understanding of this manual. 1.1 SCHENKER Offices and Agents at Origin Costco Wholesale Canada has nominated Schenker to be its PO Manager. Please refer to the attached list of Schenker Offices and Agents for their contact information.
Costco - Schenker Origin Contact list.xls
SECTION 2: Operation & Documentation
2.1 Supplier Compliance
It is the responsibility of the Supplier/ Factory to contact the Buying staff at Costco advising of any such delays regarding a particular shipment or shipments. The Supplier/Factory is also responsible to contact the Schenker origin office 17 days prior to the first day of the ship window stipulated on the purchase order. ***Failure to do so will result in the container
having to be booked on a later vessel which will delay the shipment. ***
2.2 Booking Procedures & Instructions
A. Suppliers/Factories: Contact Schenker origin office for booking 17 days prior to the first day of the ship window date. The Shipping Order/Booking Request must contain the following details :
a. Shipper Name and address, contact person, phone and fax number
b. Consignee name and address (contact person, phone and fax number)
c. Notify Party name and address
d. Place of Receipt, Port of Loading
e. Port of Discharge f. Final Destination (Costco Depot) g. Costco PO number and Item number h. Total carton count, gross weight, and measurements and piece count per item i. Precise Description of merchandise and/or HTS number j. Number and Size of container k. Shipping Marks
l. Packing Material Content (Solid Wood or Non-Solid Wood)
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Booking should be prepared per Costco’s PO, per container, i.e. 1 shipping order for 1 PO and 1 container.
Ocean shipments are to have a seal on the container that is placed by the
factory/shipper from overseas prior to the container being dropped of at
the port. This seal number is to be noted on the seaway bill of lading and
the Costco Container Inspection & Seal Verification Checklist (info on the
Costco Container Inspection & Seal Verification Checklist is found in
Section 5.1)
Attached are Costco’s booking instructions that shippers/vendors are to follow.
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B. After the Schenker origin office receives the booking from the shipper, Schenker
origin office will verify the booking request against the PO details. CY/Door Cargo:
If the booking details are the same as the PO details: Schenker will make the
booking with carrier. After Schenker obtains the booking release, Shipping Order /
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Booking Confirmation from the carrier, Schenker will release a container to the
vendor for cargo stuffing. Merchandise must be loaded and sealed at vendor’s
facility. No off-site storage is allowed per Costco’s security requirements.
If the booking details are different from the PO details: Schenker will call the vendor to clarify the cargo descriptions. If vendors confirm booking details are correct, Schenker will send an email to Costco to verify and obtain approval.
C. Once approval is received, Schenker will contact the vendor and release the booking. The booking number is issued by the carrier for the empty container pick up. The Vendor is to arrange for pick up of the empty container to their factory for cargo
stuffing. The Vendor should deliver the full container back to carrier’s terminal by sailing cut off date.
D. Schenker will arrange all shipments shipping via Costco’s nominated contract
carriers. *** Shipper cannot nominate carrier of their choice ***
E. The Vendor will provide to the Schenker booking office the AMS & ACI information 72
hours prior to vessel departure. Failure to do so will result in the container missing
the vessel ETD and will be rescheduled on the next available vessel. This is considered to be a vendor/shipper issue as proper procedure was not followed.
2.3 Shipment Delay & Booking Change or Cancellation
If above steps are completed, and in the event of shipment delay resulting in booking cancellation, Vendors must do the following within 96 hours:
Fax request in writing and provide reasons to Schenker to advise of booking
change or cancellation within 96 hours of the Container Yard closing date.
Fax or email Costco Buyer to advise of shipment delay, provide reasons for delay, and obtain approval for revised ship date or P.O. cancellation (P.O. cancellation will occur in the event Costco is not able to accept this delay)
If the Buyer approves the late shipment, the vendors should notify the Schenker origin office.
Schenker is not allowed to accept any booking if shipped outside of Costco’s ship window dates without prior approval from Costco.
2.4 Terms of Sale Shippers will be responsible for below charges for FOB terms of sale.
Security Manifest (AMS & ACI) charge
All origin terminal charges ***
Any storage due to delay caused by shipper / factory and or their agent AMS & ACI amendment fee (if applicable) Booking – vendor load (if applicable)
Origin Customs Clearance Fee (if applicable) Inspection documentation fee – if request (if applicable) Fumigation charge – if request (if applicable)
Here's a recap of the explanation as to why our Vendors will have to pay the AMS + ACI filing fees for both the US and Canada:
99% of containers destined to Canada are loaded on Vessels going to the US first. On rare occasions the Vessels will go to Canada first. This is the Ocean line's choice and in most cases they go to the US first as they have way more volume than Canada.
The AMS (Advance Manifest Security) charge is for USA and the ACI (Advance Commercial Information) charge is for Canada. The Ocean lines will ask the Shipper to pay those charges for handling/transmitting these documents for AMS or ACI filing.
The Factories should be billed for both the AMS + ACI charges, when a Vessel goes to
the US first. Different Ocean lines have different rates for these charges. The Costco policy is for the Shipper to pay for those charges.
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The reason why the AMS is needed for USA, even though the containers don't get unloaded, is that the US Government wants to know what is on that Vessel as it will make a stop in a US Port, thus becoming a risk for terrorism.
Please refer below to the 24 Hour Cargo Manifest Rule, which explains the AMS in even more detail.
24 Hour Cargo Manifest Rule What is the new rule?
The U.S. Customs has implemented a new 24-hour manifest rule effective from December 2,
2002.The U.S. Customs Service will require carriers/NVOCCs to file manifest details 24-hours
before the cargo is loaded on a ship at the port of origin.
What is the scope of this rule?
The regulations apply to all vessels that will call at a U.S. port. The regulations apply to all
cargo being loaded aboard the vessel, whether US or foreign destination cargo.
Will Canadian destined cargo come fall under the scope of this new rule?
Yes, as most services into Canada call at a U.S. port prior to calling Vancouver. Most carriers
are extending the US Customs rule to Canadian destined cargo.
What procedures should clients be focusing on now?
Ensure your overseas shippers communicate all required information generally all B/L
information (see section below for details) to us at least 36 hours before the vessel cargo cut
off. Be as specific as possible with the cargo description on all documentation.
What happens if the 24-hour cut-off for submission of data is missed?
Under the new rule, if the required data is not submitted in time, the Canada Customs will
not approve the container for loading. Hence, the container will not be loaded and will be
left at the port of loading, and it is almost certain that storage costs incurred will be for
the account of the shippers. 2.5 Equipment Utilization & Factory Load Guidelines
A. Costco Wholesale Canada only accepts full Container Loads, no LCL containers. Shippers are to go by the P.O. quantity. Shipment is loaded directly by vendors into the container at the vendor’s factory. Off-site storage and stuffing is not allowed per Costco’s security requirements.
B. Loadability Guidelines for CY Cargo.
Container size Dimensions (L x W x H) Meters
Container Weight Limits
- lbs
45’ Needs approval 46,000
40’HQ 11.9 x 2.3 x 2.6 46,000
40’ Standard 11.9 x 2.3 x 2.4 46,000
40’ Reefer Needs approval 46,000
20’ 5.8 x 2.3 x 2.3 46,000
C. CY/Door Guidelines
Cargo must be evenly distributed inside the container. The vendor/factory should follow Costco’s PO & Item loading guidelines.
2.6 AMS and ACI Requirements for Shipments to Canada.
A. Vendors have to provide complete, accurate information when booking and notify Schenker of any change or revision after cargo delivery.
B. If vendor load, vendor must notify Schenker origin of loading details via fax or email 72 hours before SI cut off
C. The exact cut off is subject to Schenker customer service’s notice for each shipment.
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2.7 Commercial Document Submission
A. The following documents are to be submitted to the Schenker origin office:
Type of Document
Schenker at origin
Scanned Copy
Commercial invoice / CCI *Canada Customs I Invoice
1
Packing & Weight List 1
Regulated WPM (as required) 1
Certificate of Certificate of Origin (DECLARATION OF ORIGIN)
Vendor Note: Unless an actual governmenl Form A is required, this declaration/certificate
may simply be a statement on your company letterhead.
1
Phytosanitary Certificate (if applicable) 1
Form A/ ESO (if applicable) 1
B255 form (if applicable) 1
Costco Container Inspection & Seal Verification Checklist
1
Seaway bill of Lading 1
Fumigation Certificate (if applicable) 1
**Note: No originals are needed for release. All docs must be scanned and emailed to [email protected]. Originals may be asked from Canada Customs,
and only at that time will Costco request originals from the shipper. 2.8 Seaway Bill of Lading Instructions
The Costco Wholesale Canada policy, as per Teresa Jones Costco Issaquah Import Traffic
Director, is for Schenker, our Freight Forwarder, to supply a Seaway Bill of Lading. Original Bill
of Lading is NOT PREMISSABLE for Ocean shipments.
Seaway Bill and ACI/AMS filing on shipments
NOTE: For ACI /AMS filing, the shipper is responsible in dropping off the
container at least 72 hours prior to the booked ETD of the vessel. Failure to
due so will result in the container not shipping out in time and will be
rebooked on the next available vessel. This is considered to be a delay from
the shipper and the buying staff will be notified accordingly. A. Seaway Bill of Lading Destination: Shipments to Canada
Consignee: Depending on the destination of the order, the consignee can be any of our 4 depot locations: Depot 76/557/792 (Langley)
Depot 1034/1035 (Airdrie) Depot 571/572/559 (Brampton) Depot 573/574 (St. Bruno)
NEW
Suppliers MUST provide ALL commercial documents to Schenker origin office via email to [email protected] at least FOUR (4) business days
prior to ETD (expected time of departure).
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Please refer to the next page for the Letter to shipper’s document that explains that
shippers/vendors are responsible to provide proper booking information about the
Consignee address to “Schenker” for them to issue the Seaway Bill and ACI / AMS filing on
coming shipment.
Attached is copy of the letter.
_________________________________________________________________________
Schenker International (H.K.) Ltd., G.P.O Dear Costco’s Supplier, Please kindly draw your attention, in regards “Costco’s updated Instruction” that has been in effective from 1
st Jan 2010. You shall provide the proper booking information about the Consignee address to “Schenker” for them to issue the
Seaway Bill and ACI / AMS filing on coming shipment.
Meanwhile, the relevant information must be depended your cargo destination as below: COSTCO
Destination Depot (PO# starts with)
Consignee Declaration Notify Party Declaration
Depot 76, 557, 792
Costco Wholesale Canada 20313 100A AVE., LANGLEY, B.C, V1M3Y6, CANADA TEL : 604-888-6644
1st Notify - - Russell A Farrow Ltd.
P.O. Box 1177 106 Earl Thompson Road, Ayr, Ontario N0B 1E0 TEL: 1-800-235-8532 CTC: Costco Team 2
nd Notify – Schenker Of Canada Ltd.
Suite 3A – 1030 West Georgia Street, Vancouver, B.C.,
Canada V6E 2Y3 Contact: Costco Team Tel: 604-623-0816
Depot 1034, 1035
Costco Wholesale Canada 1003 HAMILTON BLVD NE AIRDRIE, AB, T4B0A1 CANADA TEL: 403-945-4266
1st Notify - Russell A Farrow Ltd.
P.O. Box 1177 106 Earl Thompson Road, Ayr, Ontario N0B 1E0 TEL: 1-800-235-8532 CTC: Costco Team 2
nd Notify – Schenker Of Canada Ltd.
Suite 3A – 1030 West Georgia Street, Vancouver, B.C., Canada V6E 2Y3 Contact: Costco Team Tel: 604-623-0816
Depot 573, 574
Costco Wholesale Canada 1251 DES PROMENADES BLVD., ST.BRUNO, QC,J3V6H1 CANADA TEL: 450-461-3469
1st Notify - Russell A Farrow Ltd.
P.O. Box 1177 106 Earl Thompson Road, Ayr, Ontario N0B 1E0 TEL: 1-800-235-8532 CTC: Costco Team 2
nd Notify – Schenker Of Canada Ltd.
Suite 3A – 1030 West Georgia Street, Vancouver, B.C., Canada V6E 2Y3 Contact: Costco Team Tel: 604-623-0816
Depot 571, 572, 559
Costco Wholesale Canada 8495 GOREWAY DRIVE, BRAMPTON, ON, L6T5N8 CANADA TEL: 905-792-1893
1st Notify - Russell A Farrow Ltd.
P.O. Box 1177 106 Earl Thompson Road, Ayr, Ontario N0B 1E0 TEL: 1-800-235-8532 CTC: Costco Team 2
nd Notify – Schenker Of Canada Ltd.
Suite 3A – 1030 West Georgia Street, Vancouver, B.C., Canada V6E 2Y3 Contact: Costco Team Tel: 604-623-0816
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If you have any question about such new documentation procedure, please feel free to contact us for clarification. Schenker Int'l (HK) Ltd. – Operation Canada Schenker International (H.K.) Ltd. All transactions are subject to the Standard Trading Conditions of the Company, copy of which is available on request. Schenker International (H.K.) Ltd. 38/F China Resources Bldg. Phone +852 2585 9688 26 Harbour Road Fax +852 2827 5363 Wanchai, Hong Kong [email protected] www.schenker.com.hk __________________________________________________________________
2.9 CANADA- PERU FREE TRADE AGREEMENT (FTA)
Agreement on the Environment between Canada and the Republic of Peru
The Agreement on the Environment between Canada and the Republic of Peru (the
Canada–Peru Environment Agreement) was signed on May 29, 2008, and came into
force on August 1, 2009. This Agreement commits both countries to encourage high
levels of domestic environmental protection, to foster good environmental
governance and to promote transparency and public participation. It also creates a framework for undertaking environmental cooperative activities.
The Environment Agreement, negotiated in parallel to the Canada–Peru Free Trade
Agreement (FTA), reinforces the concept that free trade should not take place at the
expense of the environment. The FTA itself also includes environment provisions and
a principles-based Environment chapter.
2.10 FORM A
General Conditions to Qualify for Preferences
In order to meet the general conditions to qualify for preference, products
must:
fall within a description of products eligible for preference in the
country of destination. The description entered on the form must be
sufficiently detailed to enable the products to be identified by the
customs officer examining them;
comply with the rules of origin of the country of destination. Each
article in a consignment must qualify separately in its own right; and,
comply with the consignment conditions specified by the country of
destination. In general, products must be consigned direct from the
country of exportation to the country of destination but most
preference-giving countries accept passage through intermediate
countries subject to certain conditions. (For Australia, direct consignment is not necessary.)
Availability of the Form A
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The beneficiary countries are responsible for supplying the Form A. It is
normally available at the government foreign trade office or the Chamber of
Commerce of the beneficiary country.
APPENDIX A
FORM A - CERTIFICATE OF ORIGIN
1. Goods cosigned from (Exporter's business name, address,
country)
2. Goods consigned to (Consignee's name address, country)
Reference No.
GENERALIZED SYSTEM OF PREFERENCES
CERTIFICATE OF ORIGIN
(Combined declaration and certificate)
FORM A
Issued in ................................................
(country)
see the instructions that follow
3. Means of transport and route (as far as known)
4. For official use
5. Item
Number 6. Marks and
numbers of
packages
7. Number and
kind of packages:
description of
goods
8. Origin criterion
(See the
instruction that
fallow.)
9. Gross
weight or
other
quantity
10. Number
and date of
invoices
11. Certification
It is hereby certified, on the basis of control carried
out, that the declaration by the exporter is correct.
................................................
Place and date,signature and stamp of
certifying authority
12. Declaration by the exporter
The undersigned hereby declares that the above details and statements are
correct: that all the goods
were produced in
..........................................
(country)
and that they comply with the origin requirements specified for those goods in
the Generalized System of Preferences for goods exported to
..........................................
(importing country)
....................................................
Place and date,signature of authorized signatory
2.11 EXPORTER’S STATEMENT OF ORIGIN (ESO)
Please refer to the Memorandum D11-4-2, Proof of Origin, for changes and revisions
made to the “Guidelines and General Information” section to clarify policy or procedural issues that have arisen since the last revision to this Memorandum.
http://www.cbsa-asfc.gc.ca/publications/dm-md/d11/d11-4-2-eng.html
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Please see below for a sample of an ESO form.
Memorandum D11-4-2
SCHEDULE
(Subsections 4(2) and (3))
EXPORTER'S STATEMENT OF ORIGIN
I certify that the goods described in this invoice or in the
attached invoice #___________ were produced in the
beneficiary country of __________ and that at least
________ per cent of the ex-factory price of the goods
originates in the beneficiary country/countries
of ______________.
_______________________________
Name and title
_______________________________
Corporation name and address
_______________________________
Telephone and fax numbers
________________________________
Signature and date (day/month/year)
2.12 B255 form (Least Developed Country Tariff certificate)
If the item qualifies, the attached form must be completed and emailed to Schenker at time of sailing with all other required documents listed in SECTION 2.7.
SECTION 3: Local Charges and Application Fees Please contact your local Schenker contact listed in Section 1.1: Schenker Offices + Agents for local charges and application fee.
SECTION 4: Documents Required for Customs Clearance Only the documents listed below should be turned over to Costco’s forwarder at least 4 days prior to the vessel departing at origin via email to [email protected]
The following documents are required for ALL SHIPMENTS: Commercial Invoice (please refer to invoice description as provided by Costco buyer)
CCI (Canada Customs Invoice) Seaway Bill of Lading Packing List
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Costco Container Inspection & Seal Verification Checklist (This is a mandatory
Costco Compliance requirement for all vendors to provide at time of sailing.)
Form A / ESO (if applicable)
Official Meat Inspection Certificate, if applicable
Fumigation Certificate and / or Phytosanitary Certificate, if applicable
AMS & ACI
The below is an easy reference guideline for vendors/shippers of our document
distribution.
Costco Canada Customs Document Distribution
To be followed by ALL Costco shippers
Costco Canada Customs Document Distribution: The Customs documents for Ocean
containers must be provided to our PO Manager (Schenker) at time of sailing.
Email a set of scanned documents to Schenker to [email protected]
Include the following:
Costco Container Inspection & Seal Verification Checklist (This is a mandatory
Costco Compliance requirement for all vendors to provide at time of sailing.)
CCI (Canada Customs Invoice)
CI (Commercial Invoice)
Seaway Bill of Lading
Packing List
FORM A/ESO, if applicable
Official Meat Inspection Certificate, if applicable
Fumigation Certificate and / or Phytosanitary Certificate, if applicable
AMS & ACI
Please find enclosed COSTCO'S CUSTOMS COMPLIANCE DOCUMENTATION &
VALUATION REQUIREMENTS. It contains a sample of Costco’s CCI/CI requirements.
IMPORTANT COSTCO'S CUSTOMS COMPLIANCE DOCUMENTATION VALUATION REQUIREMENTS.msg
Any questions, please contact your respective Canadian Buying Department, or, Schenker as
follows:
For Canada/ Europe For Far East
Bonnie Yip Carman Cheung
Schenker of Canada Limited Schenker International (H.K.) Ltd.
Suite 3A - 1030 West Georgia Street, Ocean freight Export Department
Vancouver, B.C. Canada V6E 2Y3 21/F, Skyline Tower, 39 Wang Kwong Road,
Tel: 604-623-0816 Kowloon Bay, Hong Kong.
Fax: 604-623-0898 Phone +852 2585 9973
Cell: 604-761-6169 Fax +852 2511 6162
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E-mail: [email protected] E-mail: [email protected] 4.1 Commercial Invoice Requirements
Use the following as a checklist to ensure that the commercial invoice is formatted to include ALL Costco’s commercial invoice requirements. Any requirements that are not met will result in a delay in the Customs clearance of the shipment and will require the supplier provide a
revised invoice that satisfies all requirements. The commercial invoice must:
Be written in English State the invoice date
State the name of purchaser (Costco Wholesale Canada Ltd) State the name and address of seller/supplier State the full name and address of actual manufacturer (if the invoicing party is not
the actual manufacturer the manufacturer name and address must be clearly stated) State country of origin (the country of the origin-conferring factory, i.e. “made in
China”)
State Costco purchase order number State the correct Costco item number (from purchase order) State full detailed description of the item (provided by Costco buyer), material content
(not just model or style #), and wood statement
NEW RULE
IF ITEM CONTAINS ANY WOOD OR WOOD MATERIAL the invoice must clearly state the common and scientific name of the plant, the name of the country from where the plant was harvested and which component(s) of the item are made of wood (i.e. frame, handle, etc). For paper and paperboard products containing recycled content the declaration must also include the average percent of recycled content
regardless of species or country of harvest. IF ITEM DOES NOT CONTAIN ANY WOOD OR WOOD MATERIAL the invoice must include the following statement: “This item does not contain any wood or wood material.”
State the quantity in Costco sell units (state if multi-pack, i.e. 2 pack) State the sell unit quantity per carton and carton count State the net and gross weights per Tariff Number (state on invoice OR packing list) State the terms of sale (i.e. FOB Hong Kong) State the agreed payment terms (i.e. 100% net 30 ROG) State the unit cost price and extended cost price of the item
State the currency type (example: USD = U.S. Dollars) State any freight allowances or defective/spoils/cash discounts and calculate as per
the Costco purchase order (must be shown as separate line items on the invoice, *see invoice example for details)
State the Canada port of entry to which shipment is destined State accurate wood packing material statement (*see Wood Packing Material section)
Wood Packing Material Statement (“WPM”) The invoice must clearly make just one of the following two statements (either 1 or 2, as applicable) regarding the contents of any solid wood packing material in the shipment:
1.) This shipment does NOT CONTAIN wood packing material. 2.) All wood packing material is treated and marked in compliance with
ISPM#15.” Please refer to section 4.3 Wood Packing for further information.
Clearly state the supplier representative name and signature
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State the Food & Drug Administration “FDA” registration number (only if subject to FDA regulation)
4.1a Commercial Invoice Example Here is an example of a compliant commercial invoice:
[Supplier Company Name][Street Address]
[City, State, ZIP Code]
Phone [555-123-9999] Fax [555-123-9998]
Vendor # [xxxxxx]
Date: [Invoice Date]
Sold To: Invoice #: [Invoice Number]
Costco Wholesale P.O. #: [Costco P.O. #]
415 West Hunt Club Rd Payment Terms: [Net xx Days ROG or LC #]
Ottawa, ON K2E 1C5 [Cash Discount, if applicable]
Shipping Terms: FOB [Named Place]
ShipTo: Port Of Loading: [Port of Loading]
Costco Depot [XXX] Vessel/Voyage: [Vessel/Voyage Name]
[Street Address] Export Date: [Export Date]
[City, Prov., Postal Code] Port of Entry: [Port of Entry]
MARKS/NO'S QTY UNIT COST TOTAL
PO#: [Costco P.O. #]
Item#: [Costco Item #]
[Detailed Description] [xxx] $[xx.xx] $[xxxxx.xx]
[Wood Statement]
Harmonized Tariff #: [xxxx.xx.xxxx]
Sub-Total USD $[xxxxx.xx]
Defective Allowance [indicate % or dollar off per unit]: [xx.xx]
Freight Allowance [indicate % or dollar off per unit]: [xx.xx]
[Other additions/subtractions to full FOB price, if applicable]: [xx.xx]
TOTAL USD $[xxxxx.xx]
Country of Origin: made in [Country]
Manufacturer:
[Factory Name]
[Street Address]
[City, Province, Country]
TTL CTNS: [xxx]
TTL GR. WT: [xxxxx] KGS
TTL NET WT: [xxxxx] KGS
[WOOD PACKING MATERIAL STATEMENT] Authorized Signature
[Type Name, Title]
COMMERCIAL INVOICE
DESCRIPTION
Use Tariff code as provided by Costco.
If multiple Tariff classifications apply must
itemize the unit cost.
Description must include common name, detailed
description and material. If multi-pack, include piece
count.
Only if applicable.
If item contains textile components, list
the textile manufacturer(s) separately.
Typed name of authorized
supplier representative and
signature.
See commercial invoice requirements for details
about the Wood Packing Material Statement
details.
Every invoice must contain a positive or negative wood
statement. See commercial invoice requirements for the
wood statement details.
**All BLUE fields indicate where the supplier must fill in the appropriate value. **RED fields are notes for supplier reference only.
IF ITEM CONTAINS ANY SUCH NATURAL PLANT MATERIAL a
Phytosanitary Certificate and/or a Fumigation Certificate is required to be submitted along with all other shipping docs listed in Section 4. For further information on the REQUIREMNTS OF NATURAL REAL PLANT MATERIALS,
please refer to Section 4.4.
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4.1b CANADA CUSTOMS INVOICE - COMPLETION INSTRUCTIONS
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1. Vendor (name and address) - Vendeur (nom et adresse)
Name & remittance address of company Costco Canada is paying for the goods…(not the ship from location if different than the vendor location)
2. Date of direct shipment to Canada - Date d’expédition directe vers le Canada Date goods are shipping directly to Canada
3. Other references (include purchaser’s order No.) Autres références (Inclure le n° de commande de l’acheteur) Costco PO#
4. Consignee (name and address) - Destinataire (nom et adresse) Name and address of company (Costco depot) that will receive the goods. (DELIVERY LOCATION)
5. Purchaser’s name and address (if other than consignee) Nom et adresse de l’acheteur (S’il diffère du destinataire) Costco Wholesale Canada Ltd. 415 West Hunt Club Road Ottawa, Ontario K2E 1C5
6. Country of transhipment - Pays de transbordement
7. Country of origin of goods Pays d’origine des marchandises Where goods were mfg’d.
IF SHIPMENT INCLUDES GOODS OF DIFFERENT ORIGINS
ENTER ORIGINS AGAINST ITEMS IN 12. SI L’EXPÉDITION COMPREND DES MARCHANDISES
D’ORIGINES DIFFÉRENTES. PRÉCISEZ LEUR PROVENANCE
EN 12.
8. Transportation: Give mode and place of direct shipment to Canada Transport : Précisez mode et point d’expédition directe vers le Canada Indicate if shipped by truck, air, rail or ocean and place where shipped from.
9. Conditions of sale and terms of payment (i.e. sale, consignment shipment, leased goods, etc.) Conditions de vente et modalités de paiement (p. ex. vente, expédition en consignation, location de marchandises, etc.) Trade Discount and Terms of payment (i.e.: 2% NET 30 DAYS) must be entered here and NOT dedected off the total value of the invoice,
10. Currency of settlement - Devises du paiement Indicate if price is in US dollars or CAD dollars.
11. Number of packages
Nombre de colis
Ttl # of pkgs
shipped (must
match the B/L)
12. Specification of commodies (kind of packages, marks and numbers, general description and characteristics, i.e. grade, quality) Désignation des articles (nature des colis, marques et numéros, description générale et caractéristiques, p. ex. classe, qualité) Kind of packages (ctns, pallets, bags, etc) Detailed description of goods with the Costco item# DFI’s (deduct from invoice): (Spoils / Warranty / Freight / Selling / Depot / Defective Allowances, etc.) Type of allowance must be entered in this field. If more than one allowance, indicate separate line deductions.
13. Quantity (state unit) Quantité
(précisez l’unité)
Qty of each item shipped
Selling Price - Prix de vente
14. Unit price Prix unitaire
Price per item
15. Total
Extended total
DFI amount to be deducted.
18. If any of fields 1 to 17 are included on an attached commercial invoice, check this box Si tout renseignement relativement aux zones 1 à 17 figure sur une ou des factures Commerciales ci-attachées, cochez cette case
Commercial Invoice No. - N° de la facture commercialecomm invoice # (if applicable)
16. Total weight - Poids total 17. Invoice total Total de la facture
Less the DFI’s
Net
Gross - Brut
19. Exporter’s name and address (if other than vendor) Nom et adresse de l’exportateur (s’il diffère du vendeur) Company name & address the goods are shipped from (pick up location) for shipping to Canada if different from the vendor’s location.
20. Originator (name and address) - Expéditeur d’origine (nom et adresse) Company name & address who completes this invoice if different from the vendor.
21. Departmental Ruling (if applicable) - Décision du Ministère (s’il y a lieu) N/A
22. If fields 23 to 25 are not applicable, check this box Si les zones 23 à 25 sont sans objet, cocher cette case
23. If included in field 17 indicate amount: Si compris dans le total à la zone 17, précisez :
(i) Transportation charges, expenses and insurance from
the place of direct shipment to Canada
Les frais de transport, dépenses et assurances à partir du point d’expédition directe vers le Canada
(ii) Costs for construction, erection and assembly
incurred after importation into Canada Les coûts de construction, d’érection et
d’assemblage après importation au Canada
(iii) Export packing Le coût de l’emballage d’exportation
24. If not included in field 17 indicate amount: Si non compris dans le total à la zone 17, précisez :
(i) Transportation charges, expenses and insurance to the
place of direct shipment to Canada
Les frais de transport, dépenses et assurances jusqu’au point d’expédition directe vers le Canada
(ii) Amounts for commissions other than buying
commissions Les commissions autres que celles versées
pour l’achat
(iii) Export packing Le coût de l’emballage d’exportation
25. Check (if applicable): Cocher (s’il y a lieu) :
(i) Royalty payments or subsequent proceeds are
paid or payable by the purchaser
Des redevances ou produits ont été ou seront versés par l’acheteur
(ii) The purchaser has supplied goods or services
for use in the production of these goods L’acheteur a fourni des marchandises ou des
services pour la production de ces marchandises
Dans ce formulaire, toutes les expressions désignant des personnes visent à la fois les hommes et les femmes.
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FIELD 1 Vendor name and address. (remittance location where Costco sends payment for the
goods)
FIELD 2 Date that the merchandise will be tendered to carrier for export to Canada.
FIELD 3 Costco Purchase order number.
FIELD 4 Consignee name and address in Canada, DELIVERY LOCATION (DEPOT)
FIELD 5 Purchaser’s name and address – (sold to, buyer) – to whom the goods are sold to by the
vendor – must always indicate: Costco Wholesale Canada Ltd, 415 West Hunt Club Rd,
Ottawa, Ontario K2E 1C5
FIELD 6 "Not applicable".
FIELD 7 Country of origin of merchandise where the goods are grown, produced, or manufactured.
If more than one country of origin, enter "various".
FIELD 8
Indicate the mode of transportation and the place from which the goods began their
uninterrupted journey to Canada. Name of the exporting carrier (e.g., XTL Freight,
Farrow as well as the following statement
"Customs clearance by Farrow".
FIELD 9 Describe the terms and conditions of sale agreed upon by the vendor and the purchaser
(e.g., 15 days, net 15, 30 or 45 days)
FIELD 10 Currency of settlement (e.g., US Dollars or USD)
FIELD 11 Number of packages tendered to the carrier for export to Canada (must match the total
number indicated on the B/L and/or manifest).
FIELD 12
Complete general description of the merchandise along with type of packages (e.g., cases,
cartons, pallets) If field 7 indicates various for country of origin, each country of origin
must be indicated beside the description of goods. Indicate any DFI allowances in this
field. If more than one, indicate separate line deductions – MANDATORY CUSTOMS
REQUIREMENT. If vendor provides a separate invoice for payment to Costco, both
invoices must reflect identical costs and discounts.
FIELD 13 Quantity of each item shipped that is indicated in the description field in the appropriate
unit of measure.
FIELD 14 Unit price (price per article) provide a value for each item described in the description
field.
FIELD 15 Total price of the goods shipped by multiplying the unit price by the number of units
shipped. Indicate the DFI amounts to be deducted, if applicable.
FIELD 16 Total weight – show both net and gross weight.
FIELD 17 Invoice total – (total value) total price paid or payable for goods described on the invoice
or on the continuation sheet if used.. less the DFI amounts if applicable.
FIELD 18 If commercial invoice will be attached, indicate commercial invoice number.
FIELD 19 Exporter name and address if other than vendor.
FIELD 20 Name of individual, company name and address of the party who has completed the
invoice.
FIELD 21 Indicate file number of Customs ruling if applicable.
FIELD 22 Check box if fields 23 to 25 are to be left blank.
FIELD 23
If prepaid freight is included in the selling price of merchandise indicated in field 17,
freight amount must be indicated in field 23 (I). Otherwise, leave blank. The amount of
export packing must be indicated if additional packing was required solely for the overseas
transportation of goods.
FIELD 24 If applicable, enter freight amount to place of direct shipment to Canada, otherwise leave
blank. (same as field 23)
FIELD 25 If applicable, check appropriate box, otherwise, leave blank. Retain one copy with your records and send the balance with the shipment affixed to package or attached to the truckers bill of lading in an envelope marked "Canadian Customs Documents" "Clearance by UPS-SCS".
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4.1c Vendor CCI / Commercial Invoice Checklist
TO: All Costco Wholesale Canada vendors
RE: CORRECT COMPLETION OF CANADA CUSTOMS INVOICE and/or COMMERCIAL
INVOICE REQUIREMENTS FOR SHIPPING TO CANADA – VENDOR CHECKLIST
This is a checklist for use by vendors at time of preparing a Canada Customs Invoice (CCI) and/or
Commercial Invoices for all Costco Wholesale Canada importations into Canada. All of this information
must be included. In the event of any missing information, Costco Wholesale Canada may face customs
clearance delays and potential customs audit problems. Vendors may also face delayed payments.
IMPORTER (PURCHASER) NAME & ADDRESS – must always indicate:
Costco Wholesale Canada Ltd., 415 West Hunt Club Rd, Ottawa, Ontario K2E 1C5
VENDOR’S FULL NAME & REMITTANCE ADDRESS (where Costco sends payment to for the
merchandise, if different than the ship from location).
CONSIGNEE NAME & ADDRESS – varies by Costco Depot destination
COSTCO PO#
COUNTRY OF ORIGIN – where the merchandise was made/manufactured
COSTCO ITEM#
COMPLETE MERCHANDISE DESCRIPTION – with vendor part/model#
QUANTITY SHIPPED PER COSTCO SELL UNIT - must be correct and per Costco sell unit
designation. If multi-packs, state the pack or piece count as part of the merchandise description.
For example: if 8-pack = 1 each……if 4-pce set = 1 each
CURRENCY TYPE – indicate if in US funds (USD)
VALUE OF MERCHANDISE: as negotiated per the Costco PO.
PAYMENT TERMS – indicate the terms, i.e.: “2% NET 30 DAYS”
DISCOUNTS / ALLOWANCES – if applicable, include as a line item deduction and state the type of
discount or allowance that applies in order for Costco to legally pay duty against the NET Unit
Price…i.e.: “Defective Allowance”/“Freight Allowance”/“Spoils Allowance”/“Trade Discount”
DISPLAY MATERIALS – must indicate the actual true unit price/value of the display even if
shipped to Costco at NO CHARGE so that the correct duty may be paid by Costco. Values/unit costs
of .01 for displays are not acceptable by Canada Customs. Indicate ‘Value for Customs Purposes
Only’ for display items.
SOLID WOOD PACKING MATERIAL – if applicable, a statement that Solid Wood Packing
Material is NOT used.
Revised Jan 21, 2010
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4.1d Packing List Example
This is an example of a standard packing list.
4.2 Common Invoice Errors There are several issues related to the invoice that can delay a Canada customs clearance. To
ensure that your goods are not delayed in the Customs process please make sure to:
Calculate discounts and freight allowances properly and make sure that the CORRECT discount is applied since they can vary from PO to PO
Provide the full manufacturer name and address (including city name) Make sure the currency is clearly stated Provide the correct item and PO number
State the item description provided on the PO or as provided by your buyer Make sure the country of origin is clearly indicated on the commercial invoice/ CCI.
4.2a Other Common Document Errors Just like the invoice, there are several other issues in regard to other import documents that can delay the Customs clearance process.
The packing list is not included in the documents
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All documents are not clear and legible Any and all Other Government Agency forms are not included with the documents if
applicable (*see Other Government Agency section of this vendor guide*) 4.3 Other Government Departments
In addition to Customs and Border Protection, there are other agencies with jurisdiction over certain types of merchandise. The cargo could be reviewed, inspected or sampled by each pertinent bureau. Failure to comply with these regulatory agencies can result in penalties. The penalties can range from a warning to full seizure of the shipment and possible criminal proceedings against the importer. Depending on your item, OGD for importation can include:
To obtain CFIA release To obtain NRCAN release To obtain DFAIT permit Types of Certificates required for import Phytosanitary Certificates (proof of fumigation, certain produce items, etc) bike trailers that attach to vehicles.
Special Imports Measures Act (SIMA) This agency administers Anti-Dumping duties to protect Canadian products. Certain commodities such has rubber footwear manufactured in China, thermoelectric cooler manufacture in China. Wood Packing Please be advised of a new policy implemented for wood packaging material shipped to
Canada from China effective Sept 1, 2009. The CFIA (Canadian Food Inspection Agency) will no longer accept Phytosanitary Certificates as proof of fumigation due to high rates of non-compliance from China. A valid International Plant Protection Convention (IPPC) mark will be the only accepted treatment certification method. See attached word document which provides an example of the IPPC mark which must be applied to all WPM from China.
As of Sept 1/09, the new policy for WPM moving from China to Canada will be fully enforced.
Therefore, shipments from China containing WPM that do not have a valid IPPC mark will be denied entry into Canada. Please advise your vendors as soon as possible. Below are some links provided by UPS SCS on this subject if you require further information.
ISPM 15 logo
Communication (further information)
ISPM 15 - “Guidelines for regulating wood packaging material in international trade” delineates
approved phytosanitary measures that may be applied to wood packaging material (WPM) by countries in order to reduce the risks posed by the introduction or spread of associated quarantine pests.
WPM treated in accordance with the regulatory and operational requirements of the ISPM 15 is required to bear the registered ISPM 15 Mark (shown below). The purpose of this Mark is to
certify that the WPM has been subjected to an officially approved and recognized treatment or process, or a combination thereof. Moreover, the use of the Mark is intended to facilitate verification during inspection at the points of export or entry, thus easing the operational difficulties associated with verifying compliance with the treatment process for WPM.
The ISPM 15 Mark is registered by FAO according to the international registration procedure established under the Madrid System for the International Registration of Marks. The use of
the Mark is the responsibility of the countries through their official National Plant Protection Organizations (hereafter ‘NPPO’).
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The Mark is intended to be used in compliance with ISPM 15 (Annex II) and must correspond to the registered format of the standard as shown below:
XX = represents the ISO country code. 000 = represents the unique number assigned by the national plant protection organization. YY = represents either HT for heat treatment or MB for methyl bromide fumigation.
Recent practices reveal at times substantial divergence from the Mark used in ISPM 15. Such
variations in the Mark increase the risks of counterfeiting and imitation which may cause confusion as to whether the WPM has been legitimately certified. Multiple variants of the Mark may weaken the purpose for which the Mark was established and this may result in a loss of rights, trade and decline in the quality of related products. Lawful uses of the Mark are put at risk, and ultimately the intended purpose of ensuring that the WPM does not serve as a pathway for plant pests is undermined.
We therefore urge Contracting Parties to ensure that the Mark is always used in conformity with the ISPM 15 model format. Any other variations of the Mark are neither legally valid nor
protected.
4.4 Requirements for natural real plant materials
999 Lake Drive – Issaquah, Washington 98027 USA
October 18, 2010
Re: FUMIGATION -- USE OF NATURAL REAL PLANT MATERIALS FUMIGATION CERTIFICATE – To All Costco Destination Countries PHYTOSANITARY CERTIFICATE and/or FUMIGATION CERTIFICATE– To Canada In the event you are using any natural plant materials as components on any finished product,
you must ensure that 100% of these materials are properly treated, dried and processed with safe chemicals as well as fumigated for insects and pests -- prior to use on the final product and prior to shipments. Make sure all seeds are completely removed from the plant material.
By natural plant materials, we mean such materials as, for example: Wicker -- e.g. Rattan, Willow, Bamboo, etc.
Tree Barks / Tree Branches / Tree Sticks / Twigs / Vines. Grape vines are not allowed Pine Cones, Plant Pods Straw, Dried grasses, Leaves, Moss. Rice straws are not allowed Costco will require the correct Latin specie and genus names for all natural plant materials PRIOR to order placements. This material will need to be approved in advance by Costco.
Note that some of these materials may not be used at all even if they are fumigated. Banned materials will change from time to time.
XX - 000 YY
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Please note that in the event that live or dead insects or insect eggs or plant seeds are detected at the destination country, Customs & the Department of Agriculture or CFIA (Canadian Food Inspection Agency) in the destination country will require the immediate return of the containers to the exporting country.
========================================================== Re: Use of Wood pallets / Wood Crates / Other Regulated Wood Packing Materials
(WPM)
You must comply with U.S. / IPPC (International Plant Protection Convention) regulations and markings on WPM. See Costco’s separate instructions on “Regulated Wood Packing Materials.” See: www.aphis.usda.gov
Note also regulations on Formaldehyde emission standards on the use of manufactured woods.
SECTION 5: SUPPLY CHAIN SECURITY
5.1 Procedure for the Costco Container Inspection & Seal Verification Costco Form
The Costco Container Inspection & Seal Verification Checklist is a required document to be
completed by all Costco factories at time of container loading. This applies for both
FOB and FCA terms.
The loading facility is required to complete the form with seal number and signature and tender to Schenker origin with commercial documents. The factories’ are responsible to sign and complete the form in English and submit it to Schenker via email @ [email protected], along with all other documents outlined
in Section 4. The factory is also responsible to keep a copy on file. If any container conditions are found to be UNACCEPTABLE, the factory may explain in Chinese. If more space is needed, please attach a separate piece of paper to the form and reference at the top: Costco P.O.# / Costco Item # / Container # / Seal #. You must also inform Costco vendor or Costco directly on SAME DAY of this occurrence to avoid potential late shipment penalties pending replacement container.
For products shipped from China, fumigation must be conducted by China CIQ
(Inspection & Quarantine) Bureau or accredited pest control companies in other
countries. The treatment must be verified by the National Plant Protection
Organization (NPPO) for both Phytosanitary Certificate and Fumigation Certificate. The approved chemical is Methyl Bromide which will completely destroy all insects and
pests, including any eggs that may hatch later, if the fumigation process is done properly. Do not use other non-effective chemicals.
After fumigation for the required amount of time, all containers must be properly
degassed to < 5 ppm of Methyl Bromide. There must not be any hazardous lingering
chemical residues at the time of shipment that could present a health hazard to humans later on.
For shipments to U.S. and other Costco destination countries: FUMIGATION
CERTIFICATE is required. For shipments to Canada: PHYTOSANITARY CERTIFICATE and/or FUMIGATION
CERTIFICATE is required.
These two Certificates are essentially NOT the same per CFIA requirements. This Certificate must include the Costco P.O. # / Container # / Seal # / Date / Brief
Description of the merchandise and % concentration of Methyl Bromide, temperature and other relevant information. This certificate must be in English.
Note that one Certificate is required per Costco P.O. = One container.
The original Certificate goes directly to Costco’s customs broker and a copy with the
full set of shipping documents to Costco’s freight forwarder (UPS, for US and Schenker, for Canada). Original is not required for Canadian imports.
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5.1a Costco Container Inspection & Seal Verification Checklist
This is Costco’s Checklist to be completed by all Costco factories at time of container loading.
INSTRUCTIONS
This form must be completed for EACH Costco container and submitted to Costco’s designated freight forwarder with other required commercial shipping documents.
Factory must keep the original signed copy on file for Costco’s designated auditor to review as required.
This document must be retained at the factory for minimum of one year from date of container loading.
SHIPMENT INFORMATION
Costco PO#: Container #:
Costco Item #: Seal #:
FACTORY INFORMATION
Factory Name:
Factory Address:
SEAL VERIFICATION
Seal must be a PAS ISO 17712 approved high security seal. Yes No
CONTAINER INSPECTION
The physical integrity of the container structure must be verified prior to loading.
Area of Inspection Acceptable Describe unacceptable condition *
1 Undercarriage
Inspect prior to entering facility
Support beams are visible Yes No
2 Outside/Inside Doors
Secure and reliable locking mechanisms
All bonding materials are same color
No Loose Bolts/Plates and repairs Yes No
3 Right Side
No unusual repairs to structural beams
Repairs to the walls on the inside of the container must be visible on the outside.
Tap side walls and listen for hollow sound Yes No
4 Left Side
No unusual repairs to structural beams
Repairs to the walls on the inside of the container must be visible on the outside.
Tap side walls and listen for hollow sound Yes No
5 Front Wall
Blocks and vents are visible
Tap front wall and listen for hollow sound
Use measuring tape and/or string to determine length of container Yes No
6 Ceiling/Roof
Blocks & vents are visible
Repairs to the walls on the inside of the container must be visible on the outside.
Tap ceiling and listen for hollow sound Yes No
7 Floor
Floor is a certain height from ceiling
Floor is flat. No unusual repairs. Yes No
8 Light Test
Close doors and check if there’s light coming through from the sides. Yes No
*If an unacceptable condition is found, the container should NOT be used. Contact Costco’s designated freight forwarder IMMEDIATELY. Please document incident if verification is needed by Costco. AUTHORIZED SIGNATURE
Container Loading Supervisor Signature:
Container Loading Supervisor Print Name:
Date: Time:
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5.2 C-TPAT (USA) / PIP (CANADA)– Customs & Trade Partnership Against Terrorism /
Partners in Protection
Costco is dedicated to maintaining the highest level of security in the supply chain from the factory door to the final Costco depot destination. Costco is a validated participant in U.S. Customs & Border Protection program C-TPAT / PIP. As part of this program, Costco verifies that all business partners are meeting C-TPAT / PIP security requirements. Questions on supply chain security may be sent to: [email protected].
Supply Chain Security Agreement Costco Wholesale requires that the Supply Chain Security Agreement be reviewed and the Acknowledgment form be completed and on file for EVERY item and factory PRIOR to shipment.