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Autor: Andreas
Bloennigen
WITTE Logistics Guideline
The German language version is the original and the reference in case of dispute.
Der Ausdruck unterliegt nicht dem Änderungsdienst.
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Contents
1. Introduction
2. Principles of the Supply Process
2.1 Contacts and Responsibilities
2.2 Terms of Delivery
2.3 Ordering Process
2.3.1 Delivery Schedule
2.3.2 Kanban Delivery Schedule and Kanban Call-offs
2.3.3 Single Orders
2.4 Material and Production Approval
3. Labelling and Delivery Documents
3.1 Labelling the Cargo Carrier
3.2 Delivery Documents
3.2.1 Delivery Note and Shipping Order
4. Information Flow via EDI
4.1 Call-offs
4.2 Advanced Shipping Notes
4.2.1 Examples for Layout of 715 Records (4913)
5. Packaging
5.1 Principles
5.2 Specification and Use of Packaging
5.3 Special Packaging
5.4 Container Management
5.4.1 Goods-in at WITTE
5.4.2 Ordering Packaging Materials
5.4.3 Acceptance of Empty Packaging by the Supplier
5.4.4 Container Accounts
5.4.5 Inventory
6. Safeguarding Deliveries
6.1 Delivery Capacity and Compliance with Schedules
6.2 Delivery Quality
6.3 Incident Reporting
6.4 Change Management
6.5 Emergency Plan
7. Appendices
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1. Introduction
The logistics guideline contains all logistical requirements of WITTE sites with respect to the
corresponding performance responsibility, handling of packaging and EDI communication by suppliers.
There is a particular focus on the highly automated process for goods receipt on the basis of VDA 4913
and all resulting measures.
These requirements are valid for all partners providing deliveries to any of the WITTE plants.
The logistical requirements defined in this guideline form an integral part of WITTE’s Purchasing
Conditions and have to be complied with by suppliers. All deviating processes require written
confirmation from WITTE.
All documents enclosed in the appendix in their respective valid version are part of this logistic
guideline.
The documents mentioned in the text, some of which are to be filled out, are binding and can be
retrieved in their respective valid version at www.witte-automotive.com/Einkauf/Downloads.
2. Principles of the Supply Process
2.1 Contacts and Responsibilities
The enclosed "contact data sheet" in appendix 1 is transmitted to the suppliers to identify their contacts.
The supplier completes this sheet and sends it to the responsible strategic purchaser.
2.2 Terms of Delivery
The following applies unless other arrangements are agreed with WITTE purchasing: the supplier
bears the incurred transport costs including any applicable costs for customs duties, tax and loading
fees. This also applies to the internal packaging required (including transit quantities) and empties
return where applicable.
2.3 Ordering Process
The scope of delivery and the respective valid destination plant are defined with WITTE purchasing via
the price agreement. The valid delivery address is provided to the suppliers by way of the orders.
There are currently three different order types:
2.3.1 Delivery Schedule
Delivery schedules are primarily set up for serial items. Deliveries are to be made for exact daily
requirements in accordance with the delivery schedule call-offs and with reference to the constant
delivery schedule number. WITTE expects workday deliveries, while in individual cases specific
delivery days and/or delivery batches can be agreed upon. The supplier ensures delivery capacity at
the agreed prices. The supplier receives delivery call-offs on the agreed weekdays.
All dates specified in the call-offs are deemed binding delivery dates (date of receipt at WITTE!) as long
as no other arrangements are made with WITTE scheduling (exceptions are possible for overseas
suppliers).
2.3.2 Kanban Delivery Schedule and Kanban Call-offs
Deliveries according to the kanban system are agreed separately with the suppliers. The details to be
agreed can be viewed in the ‘Kanban Agreement’ in appendix 2 as well as in the 'Attachment to
Kanban Agreement’ in appendix 3. Kanban delivery schedules only serve as a kanban forecast deliveries may not be made using the quantities and dates shown here. The kanban call-offs
transmitted separately according to consumption are binding for delivery.
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The suppliers receive the so-called kanban forecast once per week; binding kanban call-offs are
transmitted according to the requirements. The supplier must check all incoming call-offs for
completeness and accuracy. Deviations or non-receipt must be notified immediately.
2.3.3 Single Orders
The single order is primarily used for new parts and spare parts. Single orders are also initiated for all
initial samples. Each order has its own order number.
2.4 Material and Production Approval
The requirement quantities stated in the delivery call-offs for the first 4 weeks simultaneously represent
the production approval for this period. The stated requirement quantity for the following 4 weeks
corresponds with the material approval unless otherwise fixed in writing with purchasing.
3. Labelling and Delivery Documents
The labels and documents accompanying the goods allow identification of the loading units along the
supply chain and are necessary for safe process receipt and transfer at the WITTE site.
Deviations from this cause disruptions and it is imperative that they should be avoided.
These deviations lead to logistical complaints, are ppm-relevant and damages suffered will be charged
to the suppliers.
Deviations must always be coordinated with the plant to be supplied and fixed in writing.
All documents accompanying the goods are written in the national language of the receiving plant or in
English.
3.1 Labelling the Cargo Carrier
The label must be sufficiently resistant and be applied in such a way that it can be easily read by
machine and persons upon delivery. To rule out any incorrect bookings in the process, the supplier is
responsible for removing the old goods label on the packaging before delivery to WITTE.
All suppliers are obliged to apply labels to both the packaging and to the pallet in accordance with VDA
4902_4. Packing aids (such as the pallet cover and replenishment container) are not included (refer to:
http://www.vda.de for more information on the standard). Should you lack the necessary technical
environment you can use free of charge our supplier portal to create the barcode labels according to
4902_4 as well as our below specifications.
For KLTs (small cargo carriers) with less than 280 mm construction height KLT labels according to VDA
4500 have to be used.
For returnable containers with label holders, these are to be used and fixed at the top with sticky dots.
If this holder is not available on returnable containers, the label has to be fixed on all four corners with
sticky dots. Fully gluing the returnable packaging is not permitted.
Pallet labels are applied to the top right of the front side.
Labels may not be applied over barcodes or conceal them when applying labels using the sticky dots or
by subsequently taping the whole load unit.
The barcode (code 39) on the label must contain a prefix for identification of the field (e.g. quantity = Q
prefixed). Font type Arial family should be used.
The prefixes to be used can be found in the following information overview per label. All listed label
fields and prefixes are mandatory data and fields for the WITTE group.
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Field
1
2
3
4
7
8
9
10
11.2
12
13
14
15
Description
Recipient
WITTE unloading point
Delivery note number
Supplier address (short form)
Number of packaging items
WITTE part number
Filling quantity
Part designation
WITTE packaging
Supplier number
Shipping date
Modification index (design
level)
Packing item number (unique)
Prefix
Example of use of the prefix
N
N12345678
P
Q
P01011222001
Q1000
B
PI
BBH card
V3001234
S, M or G
We recommend laser printing to ensure legibility of the barcode.
Example of DIN A5 label according to VDA 4902_4:
Font size DIN A5:
Barcode
Field 1, 4, 10, 13
Other fields
‘K’ signal in field 2
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Code39 (height 10mm +/- 0.5 mm)
12 ppt
5 ppt
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Exceptional case kanban items:
If the material to be supplied is a kanban item, the goods label must be given an additional ‘K’ in field 2.
This additional mark is to be set up by the suppliers and is not being transferred by the WITTE delivery
call-off.
KLT label (single label) font size:
Barcode
Code39 (height 7mm +/- 0.5 mm)
Field description
5 ppt
Field 1
12 ppt
Field 2
20 ppt
Other fields
16 ppt
‘K’ signal in field 2
48 ppt
3.2 Delivery Documents
3.2.1 Delivery Note and Shipping Order
WITTE expects with each delivery of goods a goods receipt/issue slip corresponding with VDA 4912
(EDI delivery note) and a shipping order with at least the following data:
General data:
Current date
Delivery note number
Supplier-related details:
Supplier number
Address of delivery plant
Details relating to parts numbers:
WITTE part number
WITTE part designation
Order number according to delivery call-off
Delivery quantity
Number of containers
Container identification number, container type
4. Information Flow via EDI
WITTE expects data exchange via EDI (VDA messages). A ‘Contract on Data Transmission via EDI’
(appendix 4) is arranged with the supplier. As a prerequisite for the implementation of the technical
point-to-point connection the supplier completes the OFTP partner master data sheet (appendix 5).
4.1 Call-offs
The supplier receives delivery schedule call-offs via EDI (VDA 4905) from WITTE. This type of call-off
is the stipulated standard for series suppliers.
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4.2 Advanced Shipping Notes (ASN) according to VDA 4913
WITTE expects notification of the delivery via EDI (VDA 4913) parallel to delivery. Advance notice of
the goods takes place at the same time as collection, a maximum of 15 minutes after collection or after
despatch of the goods. In case you do not have the technical environment please use free of charge
our supplier portal to create and transmit the ASNs.
The scope described in VDA 4913 generally applies with the following exceptions:
Packaging data must always be included in record type 715 together with the corresponding data
according to WITTE specifications irrespective of whether it is disposable or returnable packaging.
The following data is always required, deviating from the VDA norm (also refer to the restrictive
condition in the comment line):
Record Pos.
type
713
08
713
5
713
17
714
14
Data element
K/M field
Mark
Comment
(for WITTE) from - to
Order number
Mandatory
31 - 42 Exception: mixed pallets; see batch
field
number record 714
Customer storage Mandatory
70 - 76
if incl. in WITTE (4905) call-off
location
field
Consumption
Mandatory
86 - 99
if incl. in WITTE (4905) call-off
point
field
Batch number
Mandatory
91 - 105
The obligation is only for mixed
field
pallets - the order number for each
item must be transmitted. The order
number in record 713 remains
empty in these cases.
The necessary parameters and the exact data specification can be taken from the OFTP partner data
sheet enclosed in appendix 5, which is exchanged between the partners at the beginning of
cooperation.
4.2.1 Examples for Layout of 715 Records (4913)
This record type contains the packing item level data. The packing item number corresponds with the
GOODS LABEL according to the VDA recommendation 4902. The VDA recommendation 4902 incl. the
WITTE specifics (point 3 of the logistic guideline) must be observed in EDI realisation.
Goods receipt at packing item level is increasingly performed by the data recipient by scanning the
packing item number barcode on the GOODS LABEL. A comparison with the EDI data in record type
715 is associated with this.
The most important common data elements on the GOODS LABEL
and in the EDI are the
Supplier number
Label identifier: Barcode prefix of packing item number
Packing item number
Packing item filling quantity
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Single PU (KLT):
Packaging:
2x EV800600421
Filling quantity:
1x 150
1x 50
Structure in EDI:
Packaging
type
KLT
KLT
Packaging type
name
EV800600421
EV800600421
Packaging
quantity
1
1
Filling quantity per
container
150
50
Label ID
S
S
PU with pallet, cover and KLTs:
Packaging:
2x VMEWP
6x EV800600420
2x VMEWD
Filling quantity:
4x 150
2x 50
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Structure in EDI:
Packaging
type
Pallet
Cover
KLT
KLT
Pallet
Cover
KLT
KLT
Packaging type
name
VMEWP
VMEWD
EV800600420
EV800600420
VMEWP
VMEWD
EV800600420
EV800600420
Packaging
quantity
1
1
2
1
1
1
2
1
Filling quantity per
container
150
50
150
50
Label ID
M
S
S
M
S
S
Comment:
Packing aids such as the cover must be listed directly after the packaging to which it belongs. The
cover belongs to the pallet in our example and is therefore listed directly afterwards.
PU with pallet, cover and KLTs and replenishment KLTs:
Packaging:
2x VMEWP
6x EV800600420
2x VMEWD
Filling quantity:
4x 150
2x 0
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Structure in EDI:
Packaging
type
Pallet
Cover
KLT
KLT
Pallet
Cover
KLT
KLT
Packaging type
name
VMEWP
VMEWD
EV800600420
EV800600420
VMEWP
VMEWD
EV800600420
EV800600420
Packaging
quantity
1
1
1
2
1
1
1
2
Filling quantity per
container
150
150
Label ID
M
S
M
S
PU with a mixed pallet, three different materials, same packaging type, 3 delivery notes:
Packaging:
1x VMEWP
8x EV800600420
1x VMEWD
Filling quantity:
4x 150 Material A
2x 150 Material B
2x 150 Material C
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Structure in EDI:
Record
type
713
714
715
715
715
713
714
715
715
713
714
715
715
PackagingPackaging
PackagingFilling quantity per
type
type name
quantity container
Label ID
Delivery note 1
600x Material A
Pallet
VMEWP
1
G
Cover
VMEWD
1
KLT
EV800600420 4
150
S
Delivery note 2
300x Material B
Pallet
VMEWP
0
G
KLT
EV800600420 2
150
S
Delivery note 3
300x Material C
Pallet
VMEWP
0
G
KLT
EV800600420 2
150
S
5. Packaging
5.1 Principles
WITTE prefers the use of exchangeable returnable containers with a maximum container filling
quantity. An upper weight limit of maximum 15kg applies.
The use of disposable packaging should be avoided where possible due to ecological and economical
reasons.
5.2 Specification and Use of Packaging
The supplier must coordinate packaging with WITTE logistics. The supplier completes the packaging
data sheet provided for each part and sends it back to WITTE. Similar parts may be grouped together
in a single packaging data sheet. The packaging must be approved by WITTE logistics before it is used
for the first time. This is carried out by way of returning the confirmed packaging data sheet (packaging
specification) to the supplier. Approval of packaging by WITTE does not release the suppliers from their
responsibility for damage-free delivery of parts.
Any transport containers, packaging means and cargo carriers (‘package items’) will be procured by the
supplier in sufficient quantities (batch production) for internal requirements and swapped at WITTE.
Initial provision of package items to suppliers by WITTE is only possible if a written agreement with
purchasing is available on a binding number of required package items.
The supplier must ensure that the containers are kept in a perfect condition. Used goods labels are to
be removed. Applying labels over used VDA goods labels is not permitted. For containers without a
card pocket/clip board, only textile sticky dots/tapes according to VDA may be used to fix the goods
label. Applying labels with glue is damage to property. Writing on multiple use containers directly is not
permitted as otherwise the ability to swap it without restrictions is no longer guaranteed. WITTE checks
the condition of containers when despatching empties despatch and during goods-in. Damaged or
soiled containers or ones deviating from the packing instructions or which are loaded incorrectly will be
claimed and charged to the Supplier.
Only ready-to-ship products for WITTE may be packed in packaging which is the property of WITTE;
storage of the supplier's semi-finished parts in the packaging as well as scrapping or selling the
packaging is not permitted.
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5.3 Use of Special Packaging
If special containers are used as packaging, responsibility for procurement as well as allocation of
costs for the containers in the individual case will be negotiated between the suppliers and WITTE
purchasing.
The quantity and costs for new transport containers are coordinated and bindingly specified on the
basis of this specification between the supplier and WITTE logistics planning.
5.4 Container Management
Container management requires exact and part number related packaging details (see chapter 3).
All containers are administrated by WITTE and the supplier in container accounts.
5.4.1 Goods-in at WITTE
The quantity and type of containers are registered at goods-in. Container receipts and discharges are
booked to supplier accounts. WITTE takes the packing details from the supplier's shipping documents.
Only valid WITTE container numbers may be used and these are notified by WITTE to the supplier.
5.4.2 Ordering Packaging from WITTE
The supplier orders necessary packaging at least two working days before the required schedule from
WITTE container management. The supplier must give immediate notification if correct delivery is
threatened by too little returnable packaging. The supplier must also ensure delivery with the use of
suitable substitute packaging. This substitute packaging must be approved by WITTE logistics before
each delivery. WITTE will only cover the costs of substitute packaging after previous written agreement
with WITTE container management.
5.4.3 Acceptance of Empty Packaging by the Supplier
A delivery note is enclosed with all empties deliveries from WITTE. When accepting packaging, the
supplier must immediately check that the delivery note details with respect to the quantity and type of
packaging match the delivery and that they are not soiled or damaged. Any discrepancies must be
immediately informed to WITTE container management in writing. WITTE will only cover the costs of
cleaning or repairing containers after previous written agreement with WITTE container management.
The recipient confirms receipt of the listed packaging in perfect condition by signing the delivery note.
5.4.4 Container Accounts
The supplier is obliged to manage a container account for each destination plant and packaging type.
The container account must contain information on the individual movements of packaging (receipts
and discharges) and on the current status of the packaging balance (liability or claim).
WITTE will provide the supplier with an extract of the container accounts once per month. The supplier
is obliged to check the level and movements on the container accounts and compare them with his own
container accounts. Information of any discrepancies must be immediately given to WITTE container
management. In the event that the supplier does not notify WITTE container management of any
discrepancies on the container account by the end of the month at the latest by sending the account for
review, the WITTE container accounts count as acknowledged. Reported deviations are checked by
WITTE container management. The party identified as causing the difference must promptly correct the
respective container account.
5.4.5 Container Inventory
The supplier is obliged to carry out a physical check at least once per year on the packaging stock
levels on the date defined by WITTE. In the event of failing to send the inventory results, the stock
levels on the WITTE container accounts count as acknowledged. The container accounts must be
coordinated before the beginning of the physical stock check. Identified inventory losses will be
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invoiced to the supplier. WITTE reserves the right to oversee the supplier inventory on the reference
date.
6. Safeguarding Deliveries
6.1 Delivery Capacity and Compliance with Schedules
The specified quantities and schedules in the call-offs must be met irrespective of statutory and
religious holidays and specific national restrictions in the originating and transit countries. The supplier
also guarantees supply capacity in the event of call-off fluctuations in the short-term range (< 10
working days).
Any expected delivery shortage resulting in impacts on the time schedule or quantities must be
immediately notified to the responsible scheduler. The following time limits for filing objections must be
met:
For call-off changes in the long-term range (>10 working days):
For call-off changes in the short-term range (< 10 working days):
For changes to daily packages (immediate requirements):
within 3 days
within 24 hours
immediate
The delivery call-off counts as accepted if no objections are raised against the call-off in writing within
the above-mentioned periods.
Suppliers who do not produce in Europe must maintain a buffer stock in a German distribution
warehouse at their own cost to ensure delivery capacity. The range of the buffer stock depends on the
distance from the production site and the risk assessment of the production country and will be agreed
for the individual case between the supplier and WITTE purchasing. A process for this warehouse is
implemented to guarantee compliance with FIFO (first in, first out).
6.2 Delivery Quality
The supplier ensures the following for all deliveries:
Correct goods labelling with respect to quantity and identity
Use of the right packaging according to the packaging specification
Use of the right WITTE container number
Compliance with the right delivery quantities and time schedules
Delivery of the goods according to the FIFO principle (the delivered material does not come from
an earlier production batch than a previously delivered material)
6.3 Incident Reporting
WITTE has a continuous incident reporting system for logistics errors. An incident report is produced if
defined processes, specified packaging, delivery quantities and schedules etc. are not met.
A complaint will generally be made for all incident reports due to supplier errors. The complaint results
in the financial costs for the incident being charged to the supplier and has an influence on the overall
supplier assessment in the standardised supplier evaluation.
In case of the wrong packaging, missing or inadequate labelling, missing or inadequate delivery
documents and surplus deliveries, WITTE reserves the right to return faulty/surplus material to the
supplier on a carriage forward basis with general cargo/part load (PTL).
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6.4 Change Management
The supplier must ensure that an index or construction status change is carried out with the exact time
and quantities and the subsequent delivery takes place exclusively with the new index status. The
production approval and any agreed delivery batch sizes are not binding in the event of a technical
change and must be coordinated by the supplier with WITTE scheduling for the individual case.
The first three deliveries or deliveries according to the agreement must be marked with a blue card with
the WITTE part number, change index, TÄD no. and supplier stamp with the date. The blue cards are
available at WITTE Purchasing.
6.5 Emergency Plan
Without fail the supplier has to produce an emergency concept for production, transport and packaging.
This concept must be presented to WITTE purchasing in writing.
WITTE requires information in association with this on the production preparation times, transport times
and stock ranges for finished parts within the whole delivery chain (including preparation material). The
form sheet ‘capacity request’ enclosed in appendix 6 must be completed and returned to WITTE
purchasing.
In this respect WITTE requires the information on the manufacturing lead times, transport times and
inventory range for finished parts within the entire delivery chain (including primary materials). To this
end the ‘Capacity Request’ form enclosed in Annex 6 is to be completed and returned to the WITTE
Purchasing Department.
The supplier provides a 24h emergency telephone number. The contact person requires sound skills in
German and English and must be capable of receiving call-offs and delivering corresponding products
swiftly.
7. Appendices
Appendix 1
Appendix 2
Appendix 3
Appendix 4
Appendix 5
Appendix 6
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Contact data sheet
Kanban agreement
Attachment to Kanban Agreement
EDI contract
OFTP partner master data sheet
Capacity Request