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SUPPLIER IMPORT GUIDE
Last Update January 2019
SUPPLIER IMPORT GUIDE
TABLE OF CONTENTS
INTRODUCTION……………………………………………..................................4
GENERAL PROVISIONS..................................................................................... 8
1.1. No waiver ............................................................................................................. 8
1.2. Applicable Law .................................................................................................... 8
1.3. Amendments ........................................................................................................ 8
1.4. Notices ................................................................................................................. 8
1.5. Supplier’s Declaration ......................................................................................... 8
1.6. Scope .................................................................................................................... 8
1.7. Currency ............................................................................................................... 9
1.8. Language .............................................................................................................. 9
2. DOING BUSINESS WITH RONA................................................................. 9
2.1. Supplier Portal ..................................................................................................... 9
2.2. Responsible Buying ............................................................................................. 9
3. OBLIGATIONS OF THE SUPPLIER ......................................................... 10
3.1. Product Identification......................................................................................... 10
3.2. Product Forms .................................................................................................... 10
3.3. Hazardous products ............................................................................................ 11
3.4. Product modification .......................................................................................... 11
3.5. Languages requirements .................................................................................... 13
3.6. Products Supply ................................................................................................. 15
3.7. Penalties ............................................................................................................. 16
3.8. Price Policy ........................................................................................................ 16
3.9. Insurance ............................................................................................................ 17
4. SENDING OF ORDERS ............................................................................. 18
4.1. EDI ..................................................................................................................... 18
4.2. Purchase Order ................................................................................................... 18
4.3. Proforma Invoice ............................................................................................... 20
5. SHIPPING AND INTERNATIONAL LOGISTICS PROCEDURES ............. 21
5.1. Milestones .......................................................................................................... 21
5.1.1. Requested Delivery Date or Date Required .................................................... 21
5.1.2. Latest Ship Date (Vessel Departed) ................................................................ 21
5.1.3. Actual Time of Arrival Courtyard port of loading (Full In Gate At Origin) .. 21
5.1.4. Booking Date .................................................................................................. 22
5.1.5. Cargo Ready Date ........................................................................................... 22
5.1.6. Estimated Time of Departure .......................................................................... 22
5.1.7. Actual Time of Departure ............................................................................... 22
5.1.8. Advance Commercial Information ................................................................. 22
5.2. Process ............................................................................................................... 23
5.2.1. Timeline .......................................................................................................... 23
5.2.2. Booking ........................................................................................................... 23
5.2.3. Delivery at origin ............................................................................................ 24
5.2.4. Late shipment .................................................................................................. 24
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SUPPLIER IMPORT GUIDE
5.3. Incoterms 2010................................................................................................... 25
5.3.1. Transfer from Buyer to Seller per Incoterms 2010 ......................................... 26
5.4. Third party logistics providers and custom broker ............................................ 26
5.4.1. Overview ......................................................................................................... 26
5.4.2. GT Nexus ........................................................................................................ 27
5.5. Canada customs requirements............................................................................ 27
5.5.1. Commercial Invoice ........................................................................................ 28
5.5.2. Canada Customs Invoice................................................................................. 28
5.5.3. Packing List .................................................................................................... 29
5.5.4. Certificate of origin or Form A ....................................................................... 30
5.5.5. Non Negotiable Waybill ................................................................................. 30
5.5.6. Fowarders Cargo Receipt (FCR) .................................................................... 31
5.5.7. Fumigation Certificate .................................................................................... 31
5.5.8. Phytosanitary Certificate ................................................................................. 32
5.6. Packaging policy ................................................................................................ 32
5.6.1. Overview ......................................................................................................... 32
5.6.2. Shipping Marks ............................................................................................... 33
5.6.2.1. Shipping marks must be printed at least on two (2) sides of the box. ............ 34
5.6.3. Distributed By ................................................................................................. 34
5.6.3.1. Direct Vendors – Distributor is LGS/RONA Inc. Regardless of Private Brand
or Vendor Brand if the SKU share with US; .................................................................. 34
5.6.3.2. Direct Vendors – Distributor is RONA Inc. Regardless of Private Brand or
Vendor Brand if the SKU for Canada only; .................................................................... 34
5.6.3.3. Indirect Vendors – Distributor is Vendor regardless of Private Brand or
Vendor Brand .................................................................................................................. 34
5.7. Shipping Container ............................................................................................ 35
5.7.1. Container Guide .............................................................................................. 35
5.7.2. Rail Max Weight Load per Container ............................................................. 35
5.7.3. Container Loading .......................................................................................... 35
5.8. Shipping mode ................................................................................................... 37
5.8.1. Full Container Load (FCL) ............................................................................. 37
5.8.2. Consolidation .................................................................................................. 37
5.8.3. Less than Container Load (LCL) .................................................................... 38
5.9. Overseas Warehouse .......................................................................................... 38
5.10. Sample procedures ............................................................................................. 39
5.10.1. Overview ......................................................................................................... 39
5.10.2. Sending of Samples......................................................................................... 39
6. RESPONSIBLE PROCUREMENT ............................................................. 40
6.1. Overview ............................................................................................................ 40
6.2. Principles............................................................................................................ 40
6.2.1. Environment .................................................................................................... 40
6.2.2. Social............................................................................................................... 41
6.3. Implementation principles ................................................................................. 42
6.4. Monitoring and verification ............................................................................... 43
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SUPPLIER IMPORT GUIDE
6.5. Non-compliance ................................................................................................. 43
7. PAYMENT POLICY ................................................................................... 43
7.1. Wire Transfer (TT) ............................................................................................ 44
7.1.1. RONA’s logistics department will determine when a Supplier should switch
to Wire Transfer. At this point, the Supplier will be contacted by RONA and
instructions will be communicated. ................................................................................ 44
7.1.2. The following timeline shows each gates of the transactional process: ......... 44
7.1.2.1. The Supplier shall send by email COPIES of the following documents to
DHL International Supply Chain within three (3) business days after Estimated Time of
Departure: ....................................................................................................................... 44
7.1.3. ORIGINALS of the following documents are to be sent, by the Supplier, to
RONA by courier within seven (7) business days after the vessel has sailed (ATD): ... 44
8. RONA SPRING SHOW .............................................................................. 46
8.1. Overview ............................................................................................................ 46
8.1.1. Every year, RONA is organizing a Spring Show allowing RONA and its
Suppliers to showcase new trends and product for the coming year. The RONA Spring
Show takes place in a Canadian city every fall. More information will be sent to
Suppliers every year regarding the Spring Show. ........................................................... 46
8.2. General objectives .............................................................................................. 46
8.2.1. The main purpose of the RONA Spring Show is to promote RONA’s strategic
alignments with respect to its development, marketing strategies, and certain elements
of its marketing plan. ...................................................................................................... 46
8.2.2. Many Suppliers will exhibit their new product line for RONA Dealers to see.
46
8.2.3. RONA also takes advantage of this event to highlight Suppliers who have
demonstrated excellence in business partnerships with our various departments. ......... 46
8.3. Contact ............................................................................................................... 46
8.3.1. If Suppliers have any questions regarding RONA Spring Show, please contact
your allocated merchandiser. .......................................................................................... 46
9. Quality Assurance (QA) ........................................................................... 46
9.1. Enterprise Quality Assurance (EQA) ................................................................. 46
9.1.1. Use the link below to visit the Enterprise Quality Assurance (EQA) website
for details on Quality requirements and processes: ........................................................ 46
9.2. Contact ............................................................................................................... 47
10. SCHEDULE 1............................................................................................. 48
11. SCHEDULE 2............................................................................................. 53
12. SCHEDULE 3............................................................................................. 54
13. SCHEDULE 4............................................................................................. 55
14. SCHEDULE 5............................................................................................. 56
15. SCHEDULE 6............................................................................................. 57
16. SCHEDULE 7............................................................................................. 58
17. SCHEDULE 8............................................................................................. 59
18. SCHEDULE 9............................................................................................. 61
19. SCHEDULE 10........................................................................................... 63
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SUPPLIER IMPORT GUIDE
20. SCHEDULE 11........................................................................................... 64
21. SCHEDULE 12........................................................................................... 65
22. SCHEDULE 13........................................................................................... 66
23. SCHEDULE 14........................................................................................... 68
24. SCHEDULE 15........................................................................................... 69
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SUPPLIER IMPORT GUIDE
Revision log
Revision Date Change Description
(month/year)
00 October 2010 Creation of the Manual
01 December 2017 Revision of the Manual
02 April 2018 Addition of QA Process
03 May 2018 Modification of Hazardous products chapter
04 January 2019 Revision of Shipping Marks Requirements
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SUPPLIER IMPORT GUIDE
INTRODUCTION
Dear Supplier,
Providing excellent customer service continues to be a guiding principle for RONA
inc. (“RONA”). Having the best products in the world would be irrelevant if we cannot
deliver them to our stores on time or if they are damaged during transportation.
Every Supplier is a key partner of RONA’s supply chain network. Therefore, your
company plays a key role in allowing us to offer an excellent level of service to our
stores through our supply chain network. We are confident that with your
commitment and collaboration we will not only ensure our customers satisfaction,
but we will also help each other achieve our respective goals.
The “Supplier Import Guide” will help you comply with RONA’s policies and
procedures. These policies and procedures regarding transportation and
procurement guidelines will allow your company, among other things, to avoid
additional distribution costs. The Supplier Import Guide sets out the conditions -
from a logistics stand point - in which merchandise can be moved easily and quickly
in our distribution centers.
Furthermore, RONA has opened a Sales office in Shanghai in April 2009. This
entity allows RONA to create direct business relations with his Chinese
manufacturers, develop exclusivities, have access to a wide range of products and
overall to have a better control on the quality of its products.
Should you have any questions regarding RONA’s supply chain network, please
contact the logistics team at import.logistics@rona.ca. Additional information is also
available at: www.vendors.rona.ca.
Page 7 of 69SUPPLIER IMPORT GUIDE
GENERAL PROVISIONS
1.1. No waiver
RONA’s failure to strictly enforce any of the Supplier’s obligations or its
failure to exercise a right or recourse available to it under the Purchase
Order or the Supplier Import Guide shall not be a future waiver of such
enforcement or exercise.
1.2. Applicable Law
The provisions of the Purchase Order and the Supplier Import Guide shall
be governed and interpreted in accordance with the law and statutes
applicable in the Supplier’s country, the province of Québec and those of
Canada applicable thereto.
1.3. Amendments
RONA may change or amend the Supplier Import Guide at any time.
RONA will also advise its supplier after every change or amendment
made to the Supplier Import Guide by official letter.
1.4. Notices
Every notice required to be given by one party to the other pursuant
hereto may be sent by mail or by fax to the address or fax number
indicated on the Purchase Order, or to any new address that may have
been indicated to the other party by written notice to that effect.
1.5. Supplier’s Declaration
The Supplier acknowledges having taken cognizance of all the provisions
of the Supplier Import Guide and having understood the nature and scope
thereof, and it agrees to abide thereby at all times.
1.6. Scope
The Supplier Import Guide shall be binding upon the Supplier and its legal
representatives and assigns.
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1.7. Currency
All monetary amounts mentioned in this Supplier Import Guide are in U.S.
dollars.
1.8. Language
The parties hereto have requested that this Supplier Import Guide and all
documents related thereto be drafted in English.
2. DOING BUSINESS WITH RONA
2.1. Supplier Portal
2.1.1 A Supplier Portal is available at https://vendors.rona.ca allowing
suppliers to:
(a) contact RONA simply, efficiently and quickly;
(b) obtain, complete and exchange documents needed to
establish or maintain a profitable business relationship;
(c) request and prepare for a meeting with one of our
merchandisers;
(d) stay informed with the latest news and current or
upcoming activities.
2.1.2 The Supplier is invited to frequently consult the Supplier Portal
(https://vendors.rona.ca) for any news or updates.
2.2. Responsible Buying
2.2.1. The Responsible Buying document enumerates the rules of
conduct of RONA and its business partners. This document is
available on the Supplier Portal (https://vendors.rona.ca).
2.2.2. The Supplier must acknowledge, sign and respect the
Responsible Buying document.
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3. OBLIGATIONS OF THE SUPPLIER
3.1. Product Identification
3.1.1. All products shall bear a universal product code (“UPC”) that
meets the specifications of “GS1 Canada”.
GS1 Canada
885 Don Mills Rd
Don Mills, Ontario
M3C 1V9
(416) 510-8024
www.gs1ca.org/home.asp
3.1.2. All product formats intended for sale shall have a unique UPC
that can be read by an optical scanner. Product formats may be
units, boxes or any other unit of sale. The check digit shall form
an integral part of the UPC.
3.1.3. A multi-pack product shall have a unique UPC and the unit
product inside the multi-pack shall not have a UPC unless it is
intended for sale to consumers by the unit.
3.1.4. Barcodes, either UPS or EAN, are compulsory for all products
listed at RONA. All barcodes must comply with the UCC/EAN-
218 identification standard
3.2. Product Forms
3.2.1 For each and every product the Supplier intends to sell to
RONA, in order for the product to be listed, the Supplier has to
fill the “Product Proposal Form” and send it by email to its
dedicated Merchandiser at least four (4) weeks before the
product creation in RONA systems.
3.2.2 After product approbation by Merchandiser, the Supplier must
fill the “Product Creation Form” and send it by email to its
dedicated Assistant Merchandiser.
The “Product Creation Form” must be accompanied by:
(a) A photo that complies with the RONA specifications;
(b) Either the number or a complete UPC code sample for
validation purposes (see section 3.1).
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3.2.3 Both Forms (Product Proposal and Product Creation) are
available in the same file named Product Proposal-Creation
ENG v6.1.xls. This file is accessible via the Supplier Portal
(https://vendors.rona.ca).
3.2.4 If Suppliers have any questions regarding those forms, they
shall refer to their dedicated Assistant Merchandiser.
3.3. Hazardous products
Lowe’s Canada defines Hazardous products as a product regulated under the
Workplace Hazardous Materials Information System (WHMIS) (Hazardous Products
Act), product regulated at transport (Transportation of dangerous goods Act),
consumer chemicals (Consumer Chemicals and Containers Regulations), pesticides
(Pest Control Products Act) and fertilizers (Fertilizers Act).
3.3.1 The Hazardous products section of the Product Introduction
Form is mandatory. It must be completed for all product
created.
3.3.2 All hazardous product must be accompanied by a material
Safety Data Sheet, available in French and English.
3.3.3 All material Safety Data Sheet submitted must comply to
WHIMIS – 2018 GHS requirements. See Schedule 1 for a
compliant data sheet example.
3.3.4 Transportation of dangerous goods information of the product
(Un number, class, etc.) must be provided in the Product
Introduction Form for all product regulated under the Canadian
Transportation of dangerous goods Act.
3.3.5 Failure to comply to requirement listed in section 2.2 can result
in the interruption of the product creation process.
* For product created into the Buildertool, please refer to the hazardous
material documentation available in the Canadian Section of Lowe’s Link.
3.4. Product modification
3.4.1 As regards every product whose packaging, dimensions or
image is or are to be changed, the Supplier shall first give
RONA a written notice by sending the “Product Creation Form”
to the merchandiser in question at least eight (8) weeks before
the change.
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3.4.2 The form shall be sent with a sample of the product as well as a
digital photograph thereof and an explanation of the reasons for
the change.
3.4.3 In the event that modifications are done to a product, such as its
packaging, dimensions or image, a new UPC shall be assigned
(in accordance with the specifications of section 3.1
hereinabove).
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3.4.4 Every “bonus pack”- type product shall be considered to be a
new product and shall be subject to listing as described in
Section 3.2 herein above. The product shall have its own UPC.
3.4.5 In the event that a product is being discontinued by the supplier
and for which it has identified an alternate product, the Supplier
shall advice RONA with a written notice, at least four (4) weeks
prior to the effective date. If the supplier has not identified an
alternate product, a written notice shall be provided at least six
(6) weeks prior to the effective date.
3.5. Languages requirements
3.5.1 All suppliers must comply with the Canadian languages Laws
and Regulations for RONA to be able to sell their products
within Canada.
3.5.2 All information required to be shown on the label of a
prepackaged product shall be shown in both Canadian official
languages which are English and French. This rule does not
apply to the identity and principal place of business of the
person by or for whom the prepackaged product was
manufactured, processed, produced or packaged for resale.
3.5.3 All information included in the package of a product directly
meant for the final customer (user manual, guidelines, warranty
pamphlet, etc.) are to be written in both English and French.
3.5.4 For the “Dealer Name and place of business” to satisfy the
requirements of the Regulation, the application of any one of
the following formats is necessary:
(a) the name and address of a Canadian dealer preceded by
the words "imported by/ importé par" or "imported
for/importé pour"; or
(b) the statement of geographic origin located immediately
adjacent to the name and address of a Canadian dealer;
or
(c) the name and address of the dealer outside Canada.
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Figure 1: Good example of language requirements
3.5.5 Both English and French writings have to be the same font and
size. Furthermore, the same visual and marketing effects have
to be accorded to each other. If a writing in another language
than French figures on more sides of a package then its French
counterpart, the law is disregarded.
3.5.6 In English, the decimal separator must be a point (.) and the
digit group separator is a comma (,). Digits are grouped by
three (3) starting from the decimal separator.
For example:
(a) 1,000
(b) 1,000,000
(c) 0.1
(d) 0.001
(e) 0.000001
3.5.7 In French the decimal separator must be a comma (,) and the
digit group separator is a space ( ). Digits are grouped by three
(3) starting from the decimal separator.
For example:
(a) 1 000
(b) 1 000 000
(c) 0,1
(d) 0,001
(e) 0,000 001
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3.5.8 The International System of Units (metric dimensions) is the
measurement system in use in Canada. Therefore, all weight
and measurements must be stated in metric. The Imperial
System equivalents are optional but highly recommended.
Example: tool weight: 2 kg / 4.4 lbs
3.5.9 For more information on Laws and Regulations in effect in
Canada and the Province of Québec the Supplier can visit:
(a) http://www.lois.justice.gc.ca/eng/C.R.C.-C.417/index.html
(b) http://www.olf.gouv.qc.ca/english/charter/index.html
3.6. Products Supply
3.6.1 The Supplier shall notify the Supply Chain of any delay,
inventory shortage or required change to a purchase order
within 72 hours of the Supplier’s receipt thereof.
3.6.2 The Supplier shall maintain, at all time, an appropriate inventory
level of products allowing it to satisfy the volume of orders. In
addition, the supplier shall take the necessary provisions to
allow the products to be at RONA’s stores or distribution
centres on time as stated by the required date on the purchase
order.
3.6.3 The supplier is responsible to provide all appropriate literature
regarding the product and its utilization.
3.6.4 The Supplier shall, at all times, comply with all applicable laws
and regulations regarding the quality, safety, labelling and
packaging of its products. RONA shall not have any liability with
respect to the quality, labelling, packaging, profitability or
durability of the Supplier’s products.
3.6.5 The Supplier declares that the use and sale of its products do
not violate any patent, copyright, intellectual property or
trademark filed or registered in the name of a third party.
Page 15 of 69SUPPLIER IMPORT GUIDE
3.7. Penalties
3.7.1 The “Supplier Evaluation Process” will be communicated on the
Proforma Invoice (PI). Performance standards and penalties
related to non-compliance will be explained clearly on the PI.
3.7.2 In the event of penalties by RONA, it shall be the Supplier’s
responsibility to provide a written and documented contestation
within two (2) weeks following the receipt of the penalty. After
this time limit, the Supplier shall not be entitled to contest the
penalty applied by RONA and shall be deemed to have
accepted the said penalty.
3.7.3 In the event that the Supplier has not succeeded the “Supplier
Evaluation Process”, RONA shall take the required course of
actions to rectify the situation. This course of actions could go
as far as terminating its business relationship with the supplier.
3.7.4 If the Supplier believes the resolution of a disputed charge is
not appropriate, it should contact RONA’s representant at
Shanghai office. RONA will investigate and ensure fair
application of our business rules. All requests MUST come
through this channel. Any other RONA resources will not be
able to provide a response on this matter.
3.8. Price Policy
3.8.1 Every product price change shall be sent to RONA within a 90
days time limit.
3.8.2 The Supplier shall send its price change notice to RONA
together with the following documents:
(a) The Supplier’s complete price list;
(b) An individual price list for the products that are officially
listed with RONA and are affected by a price change.
This list shall include:
o Supplier code;
o Description of the product;
o Current price;
o New price;
o RONA code on the RONA price change form.
(c) A contract price list, where applicable.
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3.8.3 RONA Price change form is available at :
https://vendors.rona.ca/client/uploads/documents/en/1100FG00
16B_CostCoutant.xls
3.9. Insurance
3.9.1 The Supplier who already has insurance is asked to send a
copy of its certificate to RONA to its dedicated Merchandiser.
3.9.2 RONA policy does not state that a supplier must have its
merchandise insured in order to trade with RONA but it is highly
recommended.
Page 17 of 69SUPPLIER IMPORT GUIDE
4. SENDING OF ORDERS
2010-08-12 2010-08-16
2010-08-15 Supplier sends PI
RONA sends PO
Deadline for
PO modifications
Business 0 2 4
Days
Figure 2: Deadline for PO modification and PI sending
4.1. EDI
4.1.1 RONA recommend to all its Suppliers to implement an EDI
system in order to facilitate data transfer and reduce cost for
both parties.
Transaction covered by EDI is: ANSI 850 Purchase Order
4.1.2 For more information on EDI the Supplier can read the “EDI
Guide” available on the Supplier Portal.
(https://vendors.rona.ca)
4.2. Purchase Order
4.2.1 The Purchase Order (PO) is a document providing product ID,
quantity, price and required date (Final destination) of items
RONA intends to buy from the Supplier.
TERMS:
PORT:
LSD:
CONTAINER SIZE:
SHIP WITH:
EVENT DATE:
DEPARTMENT:
Figure 3: Stamp with import transaction information
(a) Terms: Incoterm managing the transaction (see section 5.3);
Page 18 of 69SUPPLIER IMPORT GUIDE
(b) Port: Port of departure;
(c) LSD: Latest Ship Date (see section 5.1.2);
(d) Container Size: Container use to transport the cargo;
(e) Ship With: PO number(s) of other POs shipper within the
same container;
(f) Event Date: When RONA is ordering to respond to the
demand of a special event, event date will be stated;
(g) Department: RONA’s department number.
4.2.2 The PO is considered has a contract between RONA and the
Supplier stating that the Supplier will comply delivering the
mentioned merchandise and respecting the mentioned delivery
schedule.
4.2.3 RONA may reduce, amend or even cancel an order if the
Supplier does not comply with the delivery schedule set forth in
the purchase order, the whole without any penalty on the part of
RONA.
4.2.4 All purchase orders shall be issued by RONA’s Supply Chain
for its distribution centers.
4.2.5 Purchase orders shall be sent by Electronic Data Interchange
(EDI) if the Supplier possesses the technology. Otherwise it will
be send by e-mail.
Page 19 of 69SUPPLIER IMPORT GUIDE
4.2.6 If the merchandise listed in the purchase order cannot be
shipped in one (1) single delivery and on the required date, the
Supplier shall contact the RONA’s replenisher no more than
seventy-two (72) hours after the Supplier’s receipt of the
purchase order. (e.g.: deferred quantities, substitutions).
4.2.7 Outside of that window, the Supplier MUST inform RONA if ever
a change was to occur. If changes are not made on the PO, a
lot of time will be wasted trying to understand the discrepancy.
The result of that investigation will most likely indicate that the
merchandise is a non-compliance order. Furthermore, the
Supplier will be charged non-compliance penalties.
*See an example of a purchase order in Schedule 6
4.3. Proforma Invoice
4.3.1 The Proforma Invoice (PI) is the Supplier response to the PO. It
formalizes and provides detailed information about the order.
4.3.2 The Supplier shall fill up the PI according to the agreement with
RONA’s replenisher and send it by e-mail no later than three (3)
business days following the reception of the PO.
4.3.3 The Supplier must use the PI template provided by RONA. For
more information contact RONA’s Logistic Department at
import.logistics@rona.ca
4.3.4 There shall be no more than one (1) PO per PI.
4.3.5 If changes were to be made regarding quantities on the initial
PI, the Supplier has the responsibility to inform RONA and send
a revised PI.
4.3.6 RONA may reduce, amend or even cancel an order if the
Supplier does not comply with the delivery schedule set forth in
the purchase order, the whole without any penalty on the part of
RONA.
*See an example of a Proforma Invoice in Schedule 7
Page 20 of 69SUPPLIER IMPORT GUIDE
5. SHIPPING AND INTERNATIONAL LOGISTICS
PROCEDURES
5.1. Milestones
5.1.1. Requested Delivery Date or Date Required
The Requested Delivery Date (Promised Date) is the date on
which the cargo must arrive at RONA’s premises (final
destination). This information is available on the PO.
5.1.2. Latest Ship Date (Vessel Departed)
The Latest Ship Date (LSD) is the latest date on which the
cargo must have leave the country of origin. LSD is calculated
by RONA’s replenisher depending on the exporter’s country of
origin (transportation lead time) and RDD (Requested Delivery
Date).
2010-07-25 2010-08-12 2010-08-29 2010-09-12 2010-09-19 2010-09-30
2010-06-27 Latest Ship Date Port of DC Reception DC Store POS
Production (LSD) destination (RDD) Expedition Reception Sales
Supplier Ocean Freight In-Land Freight
Delays 30 to 60 days According to origin-destination 10 days 2 days 15 days
Production should be planned
Example accordingly
May 10th June 10th
Port of loading Final Destination
Tianjin Calgary, Canada
Figure 4: Latest Ship Date and Requested Delivery Date
5.1.3. Actual Time of Arrival Courtyard port of loading (Full In Gate At
Origin)
The Full In Gate At Origin is the date on which the Supplier
requires to deliver the cargo to the named terminal by DHL
Global Forwarding in order to respect the carriers cut-off date.
Page 21 of 69SUPPLIER IMPORT GUIDE
5.1.4. Booking Date
The Booking Date is the date on which the Supplier and
RONA’s third party logistics provider (3PL) establish contact for
booking space on the vessel.
5.1.5. Cargo Ready Date
The Cargo Ready Date (CRD) is the date on which the Supplier
cargo is ready to be shipped. This date will have to be
submitted to the 3PL.
5.1.6. Estimated Time of Departure
The estimated time of departure (ETD) is the date on which the
vessel is planned to depart the port of the country of origin.
5.1.7. Actual Time of Departure
The Actual Time of Departure (Departed) is the date on which
the vessel has departed from the port of the country of origin.
5.1.8. Advance Commercial Information
5.1.8.1 The Advance Commercial Information (ACI) program introduces
more effective risk management processes and tools to identify
threats to our health, safety, and security prior to the arrival of
cargo and conveyances in Canada.
5.1.8.2 The Advance Commercial Information (ACI) Program requires
marine carriers to electronically transmit marine cargo data to
the Canada Border Services Agency (CBSA) twenty-four (24)
hours prior to loading cargo at a foreign port (including the
U.S.). If the voyage is less than twenty-four (24) hours in
duration, the cargo and conveyance data must be reported at
the time of departure from the foreign port. This requirement
allows the CBSA to effectively identify threats to Canada's
health, safety, and security prior to the arrival of cargo and
conveyances in Canada.
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5.1.8.3 The Advance Commercial Information (ACI) must be sent to
3PL’s local office at least forty-eight (48) hours prior to the
vessel’s loading.
5.1.8.4 If there are any changes made to the documents once the
original data has been submitted, the clock restarts at forty-
eight (48) hours prior vessel’s loading.
5.2. Process
This section explains the process for FOB and FCA transactions.
5.2.1. Timeline
2010-06-20 2010-06-30
2010-06-10 Supplier submits 2010-06-22 Documentation must have been sent
Supplier contacts 3PL ACI to 3PL ATA CY POL to RONA (WT) or Bank (LC)
2010-06-25
to arrange booking « Cut Off »
LSD
Business -15 -10 -5 0 5
Days
Figure 5: Timeline for shipping and logistics procedures
5.2.2. Booking
5.2.2.1 Twenty-one (21) calendar days before LSD, the Supplier must
take contact with 3PL in order to start the booking process via
GT Nexus Online booking. (See following link)
Rona Online
Booking System Training (v2)(2 Apr).pdf
Also, see “VOB”- Vendor Online Booking guide supplied by DHL
International Supply Chain.
VOB System VOB System VOB System
Training - Assign Factory.pptx
Training - Setup Password1.pptx
Training - SO Creation.pptx
5.2.2.2 Please find the following Origin Local Tariff to book with the ISC
Team of our designated Freight Forwarder:
Page 23 of 69SUPPLIER IMPORT GUIDE
DHL ISC Asia
Standard Origin Tariff 2017Oct.xlsx
5.2.2.3 The Supplier will need to submit the following information to
3PL:
(a) Cargo Ready Date;
(b) Purchase Order number;
(c) Destination;
(d) Origin;
(e) Container Size.
5.2.2.4 Following the booking from the Supplier, 3PL will confirm the
booking and give the final instructions to the Supplier. It is
important to note that at any time 3PL can contact the Supplier
for questions.
5.2.3. Delivery at origin
5.2.3.1 Five (5) business days before ETD, Supplier must submit the
ACI to 3PL in order to enable the “Load on board status” by
carrier on the booked vessel. (See Figure 5)
5.2.3.2 According to requirements of port of origin, Cargo must be
received at port (FOB) or at “named place” (FCA) in order to
respect LSD. It is important to understand that the LSD
represent the latest date at which the cargo must leave the
port. (See Figure 5)
5.2.4. Late shipment
5.2.4.1 The Supplier shall notify the Logistics Department, at
Import.Logistics@rona.ca, of any delay to a purchase order
within seventy-two (72) hours of the Supplier’s receipt thereof.
5.2.4.2 The Supplier shall notify the RONA’s Replenisher of any
inventory shortage or required change to a purchase order
within seventy-two (72) hours of the Supplier’s receipt thereof.
5.2.4.3 Outside of that window, if the supplier is not able to ship the
complete order respecting required dates, it is the supplier’s
responsibility to inform RONA as soon as possible.
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5.2.4.4 If late shipments were to negatively impact sales, expense
offsets will be assessed and communicate to the supplier.
5.2.4.5 Supplier may choose to airfreight merchandise at their own
expense to meet deadlines and avoid penalties.
5.3. Incoterms 2010
Incoterms used by RONA are in accordance with the ones emitted by the
International Chamber of Commerce and define the financial and legal obligations of
RONA and the Supplier. Listed below are the different terms used to manage the
import transactions.
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5.3.1. Transfer from Buyer to Seller per Incoterms 2010
Rules for any mode or modes of transport Rules for sea and inland waterway transport
EXW FCA CPT CIP DAT DAP DDP FAS FOB CFR CIF
Carriage & Free Cost,
Carriage Delivered Delivered Delivered Free on Cost &
Ex Works Free Carrier Insurance Alongside Insurance &
Paid To at Terminal at Place Duty Paid Board Freight
Paid To Ship Freight
SERVICES Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays
Export Packing Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller
Marking & Labeling Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller
Block and Brace 1 1 1 1 1 1 1 1 1 1 1
Export Clearance (License, EEI/AES) Buyer Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller
Freight Forwarder Documentation Fees Buyer Buyer Seller Seller Seller Seller Seller Buyer Buyer Seller Seller
Inland Freight to Main Carrier Buyer 2 Buyer Buyer Buyer Buyer Buyer Seller Seller Seller Seller
Origin Terminal Charges Buyer Buyer Seller Seller Seller Seller Seller Buyer Seller Seller Seller
Vessel Loading Charges Buyer Buyer Seller Seller Seller Seller Seller Buyer Seller Seller Seller
Ocean Freight / Air Freight Buyer Buyer Seller Seller Seller Seller Seller Buyer Buyer Seller Seller
Nominate Export Forwarder Buyer Buyer Seller Seller Seller Seller Seller Buyer Buyer Seller Seller
Marine Insurance 3 3 3 Seller 3 3 3 3 3 3 Seller
Unload Main Carrier Charges Buyer Buyer 4 4 Seller Seller Seller Buyer Buyer 4 4
Destination Terminal Charges Buyer Buyer 4 4 4 Seller Seller Buyer Buyer 4 4
Nominate On-Carrier Buyer Buyer 5 5 5 5 Seller Buyer Buyer Buyer Buyer
Security Information Requirements Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer
Customs Broker Clearance Fees Buyer Buyer Buyer Buyer Buyer Buyer Seller Buyer Buyer Buyer Buyer
Duty, Customs Fees, Taxes Buyer Buyer Buyer Buyer Buyer Buyer Seller Buyer Buyer Buyer Buyer
Delivery to Buyer Destination Buyer Buyer 5 5 5 5 Seller Buyer Buyer Buyer Buyer
Delivering Carrier Unloading Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer
5.4. Third party logistics providers and custom broker
5.4.1. Overview
5.4.1.1 RONA has contracted DHL to manage all import transportation
and custom brokerage operations. DHL must be contacted by
the Supplier for each shipment originating from outside North
America. See Schedule 8 for DHL ISC origin local offices
contact list.
For most updated DHL ISC origin contact list if origin doesn’t
reply, please reach out to the following email address by adding
PO number involve on the subject:
dhlisc.rona.usct@dhl.com
5.4.1.2 Suppliers using DDP Incoterms for their transactions with
RONA are not required to contact DHL Global Forwarding. They
can use their own service providers.
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5.4.1.3 DHL is responsible for coordinating transportation from the port
of origin to the final destination. More specifically, their
responsibilities include:
(a) booking;
(b) tracking;
(c) follow-up;
(d) control deadlines;
(e) Vendor management.
5.4.1.4 Under no circumstances the Supplier is allowed to book directly
with a Steamship Line for any RONA freight.
5.4.2. GT Nexus
5.4.2.1 GT Nexus system is an online DHL track and trace tool allowing
RONA to trace consignments or individual items sent by Air
Freight, Ocean Freight or project transportation. All RONA’s
suppliers must use GT Nexus.
To access GT Nexus, the Supplier needs a web-browser (e.g.
Internet Explorer) and Internet access and goes to:
https://network.gtnexus.com. Suppliers will also need a
username and a password available by contacting DHL ISC
Group origin office on Schedule 8 or DHL ISC RONA US CT.
5.4.2.2 Instruction regarding On-line booking procedures will be
provided to Supplier through a training session given by DHL
ISC Group.
5.5. Canada customs requirements
For the cargo to cross Canadian border, the Supplier shall provide DHL with a copy
of every documents listed bellow:
(a) Commercial Invoice;
(b) Canada Customs Invoice;
(c) Packing Lists;
(d) Certificate of origin or Form A (if applicable);
(e) Non-Negotiable Waybill (Bill of Lading);
(f) Forwarders cargo receipt;
(g) Fumigation Certificate Wooden Packaging (if applicable);
(h) Phytosanitary certificate (if applicable);
(i) Material Safety Data Sheet (if applicable);
Page 27 of 69SUPPLIER IMPORT GUIDE
(j) Hazardous Declaration (if applicable).
Suppliers shall submit all required documents no later than Three (3) business days
after the Departure from port of origin. If documents are submitted after that window,
suppliers will be subject to an expense offset.
5.5.1. Commercial Invoice
5.5.1.1 The Commercial Invoice is a document produced by the
shipper/seller of goods which contains an accurate description
of the merchandise and the country of origin.
5.5.1.2 To be legitimate the Commercial Invoice shall contain the
following information:
(a) Purchase order number;
(b) Item number;
(c) Item description;
(d) Item quantity;
(e) Item price;
(f) Gross weight;
(g) Supplier’s coordinates;
(h) RONA’s coordinates;
(i) Country of origin;
(j) Currency.
*See Schedule 5 for a Commercial Invoice example
5.5.2. Canada Customs Invoice
5.5.2.1 A Canada Customs Invoice is a form or document, required by
Canadian Customs officials to verify the value, quantity, and
nature of the shipment, describing the shipment of goods and
showing information such as the consignor, consignee, and
value of the shipment.
5.5.2.2 The Supplier is responsible to produce is own Canada Customs
Invoice shall contain the following information:
(a) Vendor name and address;
(b) Purchaser's name and address; ;(Purchaser in
Canada/Importer)
(c) Date of direct shipment to Canada;
(d) Country of Origin;
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(e) Product description and part number
(f) Transportation (mode and place of direct shipment to
Canada);
(g) Country of transhipment;
(h) Conditions of sale and terms of payment;
(i) Currency of settlement;
(j) Number of packages;
(k) Specification of commodities (kind of packages, marks
and numbers, general description and characteristics,
i.e., grade, quality);
(l) Quantity with unit of measurement;
(m)Unit price, total for each item and grand invoice total;
(n) Net and Gross weights.
5.5.2.3 The Supplier can also use the template provided by CBSA
available at this address: http://www.cbsa-
asfc.gc.ca/publications/forms-formulaires/ci1.pdf
*See Schedule 2 for a Canada Custom Invoice example
5.5.3. Packing List
5.5.3.1 A packing list is a shipping document that accompanies delivery
packages, usually inside an attached shipping pouch or inside
the package itself. It commonly includes an itemized detail of
the package contents and does not include customer pricing. It
serves to inform all parties, including transport agencies,
government authorities, and customers, about the contents of
the package.
*See Schedule 3 for a Packing List example
5.5.3.2 The Supplier is responsible for issuing a Packing List for each
PO.
5.5.3.3 The Packing List must provide the following information:
(a) Origin name;
(b) Origin address;
(c) Destination name;
(d) Destination address;
(e) Date;
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(f) Purchase Order number;
(g) Description of goods;
(h) Quantities;
(i) Number of packages;
(j) Weight;
(k) Volume;
(l) Supplier signature.
5.5.4. Certificate of origin or Form A
5.5.4.1 A Certificate of Origin (CO) is a document attesting that goods
in a particular export shipment are wholly obtained or produced
or manufactured or processed in a particular country (country of
origin).
5.5.4.2 The Form A is replacing Certificate of Origin only for
Philippines, Vietnam & Cambodia.
5.5.4.3 The Supplier is responsible for issuing its own Certificate of
Origin or Form A in accordance with the Laws and Regulations
in effect in its country.
5.5.4.4 The Certificate of Origin or Form A shall contain the following
information:
(a) Exporter’s information (Supplier);
(b) Importer’s information (RONA);
(c) Means of transportation and route;
(d) Description of goods;
(e) Origin criteria;
(f) Gross weight;
(g) Invoice number;
(h) Date;
(i) Signatures.
*See Schedule 9 for a Certificate of Origin (Form A)
5.5.5. Non Negotiable Waybill
5.5.5.1 The Non Negotiable Waybill is issued by a 3PL (DHL Global
Forwarding).
5.5.5.2 Only one Non Negotiable Waybill must be prepared per Final
Destination of the shipment, regardless of the number of
Page 30 of 69SUPPLIER IMPORT GUIDE
purchase orders or the number of stores the purchase orders
are for.
*See Schedule 4 for a Non Negotiable Waybill example
5.5.6. Fowarders Cargo Receipt (FCR)
The Fowarder’s cargo receipt is issued by a forwarder (DHL
International Supply Chain) that is required to clear customs.
*See Schedule 10 for a Fowarder’s Cargo Receipt example
5.5.7. Fumigation Certificate
5.5.7.1 A Fumigation Certificate is only needed when a shipment is
packed with any dunnage, pallets, crating or other wood
packaging. Wooden packaging must undergo kiln drying,
fumigation or treatment with preservatives.
5.5.7.2 Non treated containers will be banned from Canada due to
threat of insects.
5.5.7.3 If any fumigation charges or penalties are charged to RONA,
these charges will be automatically debited to the Supplier
account.
5.5.7.4 Detail information on the wood dunnage, pallets, crating or
other wood packaging can be found at the CIFA website:
http://www.inspection.gc.ca/english/plaveg/for/cwpc/wdpkge.sht
ml
5.5.7.5 The Supplier is responsible for issuing the Fumigation
Certificate which includes the following elements:
(a) Exporter’s information (Supplier);
(b) Importer’s information (RONA);
(c) Port of destination;
(d) Description of goods;
(e) Purchase order number;
(f) Means of conveyance;
(g) Disinfection/Disinfestation treatment;
(h) Signatures.
*See Schedule 11 for a Fumigation Certificate example
Page 31 of 69SUPPLIER IMPORT GUIDE
5.5.8. Phytosanitary Certificate
5.5.9.1 A Phytosanitary Certificate is an official document issued by the
plant protection organization of the exporting country to the
plant protection organization of the importing country. It certifies
that the plants or plant products covered by the certificate have
been inspected according to appropriate procedures and are
considered to be free from quarantine pests and practically free
from other injurious pests, and that they are considered conform
with the current phytosanitary regulations of the importing
country.
5.5.9.2 The Supplier is responsible (if needed) for issuing its own
Phytosanitary Certificate including the following elements:
(a) Name and address of consignor;
(b) Name and address of consignee;
(c) Name of Produce;
(d) Quantity declared;
(e) Number and type of packages;
(f) Place of origin;
(g) Port of destination;
(h) Means of conveyance;
(i) Date of inspection;
(j) Disinfestation and/or Disinfection Treatment information.
*See Schedule 12 for a Phytosanitary Certificate example
5.6. Packaging policy
5.6.1. Overview
5.6.1.1 In order to facilitate operation throughout RONA supply chain
and at its distribution centers, the Supplier shall comply with the
following packaging regulations.
(a) Each article must have its own packaging inside the
master pack:
o Corresponding to the initial agreement with
RONA.
Page 32 of 69SUPPLIER IMPORT GUIDE
Merchandise requiring
a larger Master Pack
Figure 6 : Example of merchandise requiring a Master pack
(b) Items in bulk will not be accepted unless pre-approved
by RONA;
(c) The UPC code must appear on each sale item;
(d) Pre-approved items delivered in bulk or plastic bag must
have the UPC code on the item only;
(e) All packaging dimensions (master pack and inner pack)
must be in metric and provided on the Product ID sheet;
(f) Each container must have its own PO unless requested
otherwise by RONA.
5.6.1.2 The Supplier shall pack one SKU per package.
5.6.1.3 Sale packaging requirements:
https://vendors.rona.ca/product-supplier/documentation
5.6.2. Shipping Marks
P.O. No./No. de commande:
Country of Origin/Pays d’Origine:
Model No./No. de Modèle:
Description/Description:
Lowe’s Item No./No. d’Article Lowe’s:
Rona Item No./No. d’Article Rona:
Quantity/Quantité:
Distributed by/Distribué par:
Date code/Code de date:
Page 33 of 69SUPPLIER IMPORT GUIDE
The shipping marks must be bilingual (French & English) and shall specify:
(a) P.O. No. / No. de commande
(b) Country of Origin / Pays d’Origine
(c) Model No. / No. de Modèle
(d) Description / Description
(e) Lowe’s Item No./ No. d’Article Lowe’s
(f) RONA Item No. / No. d’Article RONA
(g) Quantity / Quantité of item (in unit) within the box.
(h) Distributed by / Distribué par
(i) Date code / Code de date
5.6.2.1. Shipping marks must be printed at least on two (2) sides of the
box.
5.6.3. Distributed By
5.6.3.1. Direct Vendors – Distributor is LGS/RONA Inc. Regardless
of Private Brand or Vendor Brand if the SKU share with US;
Distributed by/Distribué par:
L G Sourcing, Inc.
P.O. Box 1535
N. Wilkesboro, NC 28659
Imported by/Importé par: RONA inc.
220, chemin du Tremblay
Boucherville, (Québec) J4B 8H7
Canada
5.6.3.2. Direct Vendors – Distributor is RONA Inc. Regardless
of Private Brand or Vendor Brand if the SKU for Canada only;
Imported by/Importé par: RONA inc.
220, chemin du Tremblay
Boucherville, (Québec) J4B 8H7
Canada
5.6.3.3. Indirect Vendors – Distributor is Vendor regardless of
Private Brand or Vendor Brand
Page 34 of 69SUPPLIER IMPORT GUIDE
5.7. Shipping Container
5.7.1. Container Guide
The Container Guide shown in Schedule 13 explains DHL
Global Forwarding container’s specifications regarding size and
capacity of available containers. This section also provides
general guidelines concerning the loading of containers by the
Supplier.
5.7.2. Rail Max Weight Load per Container
RAIL WEIGHT GUIDELINE
FROM/TO EQ SIZE WEIGHT ALLOWANCE
VANCOUVER & PRINCE RUPERT PORTS 20' 47,900 (21,727)
40' 60,000 (27,215)
5.7.3. Container Loading
5.7.2.1 Each container shall be loaded in a manner which is minimizing
free space.
5.7.2.2 If possible, all products having the same SKU number should be
regrouped inside the container. (Example with SKU A, B and C)
B
A A B C C Door
A
Page 35 of 69SUPPLIER IMPORT GUIDE
B
C A C A B Door
A
5.7.2.3 In the above picture, SKU A, B and C are regrouped. In this
case, SKU B will be unloaded prior to SKU A. Therefore, SKU B
has to be stack over SKU A in the mixed row (marked by the
arrow) in order to be able to unload these boxes in first place.
5.7.2.4 If possible, place the printed side of each box facing the
container door.
Marking facing
exit door
Figure 7 : Example of boxes properly placed in the container
5.7.2.5 The merchandise shall be secured inside the container in such
manner as to reach its destination in good condition under
normal conditions of transport.
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