How do I ship internationally?

If URBN will be acting as the Importer of Record for the shipment, please follow the below routing instructions. If the vendor is acting as Importer of Record, please follow guidelines under the “For DDP Shipments” section of this document.

Summary of Contents

  1. Shipment Terms
  2. Ship Date
  3. Delivery Time Frame
  4. Late Shipment
  5. Bookings & Approvals
  6. Revised Booking Requirements
  7. Over/Short Shipments
  8. Packing List Violation
  9. Service Providers
  10. Ocean Shipment Procedures
  11. Air Shipment Procedures
  12. Parcel Shipment Procedures
  13. Factory Load Container Requirements
  14. Vendor Liability
  15. Documentation Requirements
  16. Forwarder Cargo Receipt
  17. DC Shipping Addresses
  18. Special Instructions
  19. URBN Contact List
  20. Freight Forwarder Contact List

International Shipping

 

1. Shipment Terms

  • URBN- also known by brand as Urban Outfitters, Anthropologie, Free People, BHLDN, Terrain.
  • International purchase orders are generally issued on the terms of “FOB Designated Consolidator”. This means the cargo must be delivered to the URBN appointed consolidator in the designated country according to the stipulated Ship Date denoted on the purchase order.
  • It is deemed that URBN has taken delivery of the goods once the appointed consolidator accepts the cargo and issues a Forwarders Cargo Receipt or House Air Waybill.
  • All export clearances are the responsibility of the vendor/factory

2. Ship Date

  • The Ship Date is stated on the URBN (by brand) Purchase Order as the latest date for the cargo to be at the URBN’s appointed consolidator’s facility.
  • This date represents a handover date to the designated consolidator. It is NOT a departure date. The actual vessel sailing date is irrelevant.

3. Delivery Time Frame

  • URBN’s consolidators will accept deliveries up to 7 days prior to the stipulated Ship Date. With the approval of the URBN Transportation Department, cargo can be accepted up to 10 days prior to the stipulated Ship Date.
  • Any storage charges associated with early delivery of 10 days or more will be the responsibility of the vendor.
  • Any delivery later than the closing time of the Ship Date at the URBN appointed consolidator will be considered “late” and subject to refusal, late penalties and further action. Orders are subject to cancellation if late.

4. Late Shipment

Cargo not delivered to URBN’s appointed consolidator by the Ship Date will be considered late. For late delivery, URBN reserves the right to:

  • Cancel the Order
  • Accept the order and initiate a late shipment penalty/chargeback in accordance with penalty schedule and or reduced price for the goods
  • Request for the goods to be transported by “air” at the vendor’s expense. URBN preferred carriers must be used in all cases.
  • Vendor may be responsible to prepay the air/ocean cost difference and pay the URBN air forwarder directly. In this case, the purchasing terms MUST be changed to CIF (Cost, Insurance & Freight).
  • Vendor will be expected to reduce the cost of the goods by the air/ocean cost difference and the air shipment will move collect. Purchase orders will be changed to reflect such changes.

5. Bookings and Approvals

Vendors should request a booking with a nominated freight forwarder. When booking with the forwarder please indicate that you are making a booking for “Urban Outfitters, Inc.” regardless of what Brand you are working with.

The following details should be provided when requesting a booking:
• Vendor Name
• Product Description
• Full PO# (including Master-PO#, if issued)
• Style Number
• Carton Quantity
• HTS Codes
• Piece /unit quantity
• FOB Port of Lading
• Gross Weight Kgs
• Net Weight Kgs
• Carton Dimensions
• CBM’s (Cubic Meters)
• Mode of transport (as listed on PO)
• Freight Terms
• Cargo Ready Date
• Any Hazardous cargo must be identified with appropriate documentation

Failure to provide full booking details may result in the booking being rejected by the freight forwarder, and a subsequent late delivery with all the implications thereof.
6. Revised Bookings

Any amendments post booking approval will need to be submitted on a revised booking to the freight forwarder.
7. Over/Short Shipment

A maximum of 5% over/short shipment is acceptable, provided the overage/shortage is proportionate to the original quantity ordered by style, color and size scale.

If a short shipment of more than 5% is anticipated, the Vendor must inform the appropriate Merchandising Department and the URBN Logistics Department. No split shipments of purchase orders will be allowed without approval from both of these URBN Departments.

For any short shipment greater than 5%, URBN reserves the right to raise a short shipment discount. If the short shipment percentage is high or out of ratio, the order could be subject to a cancellation.

For any split shipment, URBN reserves the right to initiate a split shipment penalty and to chargeback any additional expenses and costs incurred for processing multiple shipments.

Apparel orders manufactured through in-house sourcing which are under 1,000 units have an increased tolerance of 10% over/under PO quantity, and must be in ratio to the PO units.

8. Packing List Violation

The “Packing List” delivered to our consolidator must be COMPLETED ACCURATELY and match the actual carton details of the shipment.

Failure to complete documentation correctly may result in a vendor chargeback.

9. Service Providers – Nominated Freight Forwarders & Consolidators

  • Ocean – APL Logistics (APLL)
  • Ocean – Federal Trade Networks (FTN) – Europe Only
  • Air – Federal Trade Networks (FTN)
  • Air – RCS
  • Air – Sovereign

When URBN is the Importer of Record (IOR) for an imported shipment, the vendors must:

a. Arrange the shipment with one of URBN’s nominated freight forwarders.

b. The lading port from which the cargo will move and the ship mode determines which freight forwarder the vendor will need to contact when making a booking.

Lading Port Air Ocean
SE Asia:
China FTN APLL
Hong Kong FTN APLL
Vietnam RCS APLL
Indonesia RCS APLL
Philippines RCS APLL
Thailand RCS APLL
Taiwan FTN APLL
 North Asia:
Japan  FTN APLL
Korea RCS APLL
 India Sub-Continent:
India FTN APLL
 Europe:
Turkey FTN FTN
Other Europe FTN APLL
 Other Areas:
Mauritius FTN APLL
Australia FTN FTN
Central & South America Sovereign Soveriegn

If origin information is not available in the chart above, please contact URBN’s Import Transportation Department at uoimptrans@urbn.com.

10. Ocean Shipment Procedures

Cargo that does not meet the minimum container utilizations as described in the table below must be delivered into the freight forwarders consolidation center (CFS warehouse). Suppliers are responsible for moving the cargo to the consolidation center in accordance with freight forwarders instructions in order to meet the nominated vessel cut-off time.

When approval is needed for a light loaded container, approval should be obtained from URBN Transportation

Vendors placing a booking with URBN’s nominated consolidator APLL must use the online APLL Booking Manager tool at least 10 days in advance of cargo delivery. Booking of equipment must be done through APLL and their electronic booking application – BOOKING MANAGER. APLL will make the booking with the ocean carrier according to carrier allocation and ocean carrier contracts.

Vendor must provide APLL with a complete set of COMMERICAL DOCUMENTS, INCLUDING FINAL PACKING LIST AND MUST BE DELIVERED TO THE APLL OFFICE at least 24 to 36 hours prior to the APLL Cut-off day. This will allow sufficient time to finalize booking with carrier, prepare the bill of lading, 24 hour manifest filing and ISF (10+2) filing, as well as prepare the URBN ASN.

APLL will not COMPLETE THE BOOKING without a complete set of documents from any vendor, at any time, without exception. For URBN PO’s, APLL is not to COMPLETE THE CARRIER BOOKING without the originally signed Final Inspection Report (in normal plain paper) AND a complete Packing List.

Container size Factory MIN APLL/FTN MIN Approval Needed
45’ dry 65 cbm (65 cbm) No
40′ high cube dry 57 cbm (57 cbm) No
40′ standard dry 50 cbm (50 cbm) No
20′ dry 20 cbm (18 cbm) Yes

Shipping cartons must be received in good condition. Those that are not will be rejected by the Freight Forwarder. The freight forwarder will issue a Forwarder Cargo Receipt (FCR) for the number of cartons received in good condition and per the planned cargo ready date providing the freight is loaded correctly as per the loading standards and PO integrity is maintained

Vendors delivering into CFS must provide supporting documentation to the Freight Forwarder at the point of cargo handover. Failure to do this may result in the cargo being rejected.

In order to facilitate correct consolidation and loading of containers, Vendors must ensure all cartons are correctly marked and that cartons are segregated by P.O. Line within a P.O when loading out the delivery conveyance.

For Factory Loaded Containers please see Section 13 – FACTORY LOAD CONTAINER REQUIREMENTS. Factory loaded containers must be loaded in the manner prescribed in this section and communications with forwarder must be followed.
A complete set of shipping documents must be handed over upon delivery of cargo to the nominated Freight Forwarder.

Documents which need correction must be submitted to the consolidator no later than two (2) days after vessel sailing; otherwise late charges will be imposed by the consolidator.
Upon receipt of the required documents and collection of relevant CFS charges, the consolidator will issue a Forwarders Cargo Receipt.

11. Air Shipment Procedures

Vendors should place bookings with URBN’s nominated Air Forwarder by furnishing them with the “Shipping Instructions” at least 7 days in advance of cargo delivery. Each forwarder will provide vendor with standardize booking form as used by their facility in the country of origin.
It is mandatory for Vendors to use URBN nominated Air Forwarder(s). Failure to do so will result in Vendor’s full responsibility for compensation to URBN for loss of sales due to unnecessary delay at port of clearance or lack of visibility to shipment.
The merchandise must pass URBN Final Inspection before delivery to the nominated Air Forwarder(s) where consolidation will take place.
Under normal circumstances, freight should be arranged on a “collect” basis.

When merchandise must be air-freighted at Vendor’s own expense, freight must be arranged at the vendor’s expense, but must still be arranged with the URBN nominated Air freight forwarder.

If the Vendor is only responsible for paying the sea/air freight difference, the proportional sea freight payable by URBN shall be off-set against the air freight invoice issued to the Vendor by the Air Forwarder.
The calculation for the proportional sea freight is based on the cubic volume of the merchandise to be shipped and the applicable air service rates from the Port of Origin to the destination and in place at the time the shipment is made. These rates fluctuate periodically and are based upon URBN rates through its authorized Air Freight Forwarders
A complete Packing List and the other required shipping documents must be submitted, with the cargo, to the consolidator at the time of delivery.

IN THE CASE OF AIR CARGO, DELIVERY OF THE ORDER IS DEEMED COMPLETE ONLY UPON PHYSICAL HANDING OVER OF THE GOODS TO AND RECEIPT OF COMPLETE DOCUMENTS BY THE NOMINATED AIR FORWARDER.

12. Parcel Shipment Procedures

Orders and Small shipments (25 kgs and under) planned to move by air which cannot be consolidated with other orders/PO’s can be requested to ship via FedEx Express courier service.

A special FedEx account is set up for courier shipments. The vendor will be given a unique authorization number and the URBN account number upon approval of the request. URBN will be responsible for freight and duty and serve as the importer of record.

The approval process is as follows:

• Vendor emails the TradeStone Packing list and invoice to FEDEXAUTH@URBN.COM and requests authorization to ship FedEx courier

• URBN Transportation reviews shipment weight or notes shipment urgency and confirms to ship via FedEx Courier within one business day of receiving the shipment details.

• TradeStone invoice is reviewed by URBN Customs Compliance who will advise vendor of any corrections required.

• Vendor must use the TradeStone invoice, which will include a customs description and HTS number for each style.

• If no HTS number is assigned, the URBN Customs Compliance team will enter the number into TradeStone and advise the vendor to reprint the TS invoice so that the HTS number appear.

• Country of Origin must appear on the invoice.

• Name and address of actual manufacturer should be entered on TradeStone packing list, which will appear on the TradeStone invoice. This is required for all textile products, as well as products covered by US FDA.

• Once documentation is in order, URBN Transportation will issue a return email with the FedEx Courier authorization number, the URBN FedEx Courier account number, and the following instructions for completing the FedEx Air Waybill:

• PO# must appear on Reference Line of AWB.
• Urban’s FedEx Courier account number must be shown in appropriate billing line on AWB.
• Authorization number must be listed on the invoice.

• When the shipment is booked and shipped, the vendor is then responsible for sending the FedEx Airway Bill (AWB) number, along with shipping documents to FEDEXAUTH@URBN.COM. Failure to do so will also result in payment being delayed.

It is imperative that the TradeStone invoice reviewed by the URBN Customs Compliance team is the same invoice included with the shipment.

13. Factory Load Container Requirements

Factory Load approval Requirements: Due to additional freight costs, URBN strongly prefers to not use shipments of 20-foot containers with the exception of weight-restricted freight or special handling freight.

Where applicable, freight less than 20 cubic meters (CBM’s) must be delivered to the nearest APLL consolidation point or CFS.

In order to be approved to ship factory loaded containers vendors must have the following in place:

a. Maintain a high level of compliance during the business relationship with URBN.

b. Have a minimum amount of freight to ship in each container size

c. Factory must have on hand and use only those seals that meet or exceed PAS ISO17712 standards.

d. Be given written approval from URBN Transportation Dept.

e. Be in a position to complete the APLL electronic booking application for each shipment and complete the container stuffing location at time of booking so URBN can complete their Importer Security Filing (ISF).

Container size Factory MIN APLL/FTN MIN Approval Needed
45’ dry 65 cbm (65 cbm) No
40′ high cube dry 57 cbm (57 cbm) No
40′ standard dry 50 cbm (50 cbm) No
20′ dry 20 cbm (18 cbm) Yes

*** All 20’ FCL’s require URBN Transportation Dept. approval prior to ship

f. Suppliers are responsible for collecting containers from the container depot, loading and sealing the container at the factory and returning the container to port, customs cleared in time to meet the vessel cut-off time.

g. When shipping Direct and Retail orders in a single factory load, the DIRECT orders must be tail loaded with the labels facing out.

h. No mixed-factory loads are allowed.

All cargo will be floor loaded and block stowed from nose to tail. (Unless approval is provided to ship on pallets).

Vendor is required to pre-sort and segregate cargo by PO and line number and in the following sequence:

a. PO’s with the same ‘Cancel Date”

b. Completion of a PO

c. URBN Container Loading Process Nose to Tail in the following sequence while also maintaining a serpentine fashion.

i. Loading must always start in the lower left corner of the nose of the container and move to the right corner.

ii. PO/LINES must be loaded left to right and right to left (Serpentine), floor to ceiling sequentially and throughout the whole container from nose to tail.

iii. In cases where a PO has to be split across multiple containers because of overflow, please load by PO number into as few containers as possible. PO line integrity must be retained in each container.

14. Vendor Liability

It is the vendor’s responsibility to know and understand the type of equipment needed and the number of containers needed based upon each individual shipment. Booking will equate to a bill of lading issuance – not the number of containers required. This is due in part to the booking is a one to one relationship to the bill of lading issued which feeds the 24 hour manifest filings, the ISF (10+2) filings and dictates the foundation of the ASN and CBP entry generation.

Factory will be responsible to block and brace cargo within the container should there be chance cargo could shift during transit.
VENDORS MUST DELIVER CARGO AND DOCUMENTS IN ACCORDANCE WITH THEIR BOOKING DECLARATION AS WELL AS BY CUSTOMER’S REQUIRED LOAD SPECIFICATIONS.

ANY HAZARDOUS CARGO IS SUBJECT TO LOCAL AND INTERNATIONAL RESTRICTIONS AS WELL AS APPROVAL FOR CARRIAGE BY THE UNDERLYING CARRIER.

Suppliers are responsible for collecting containers from the container depot, loading and sealing the container at the factory and returning the container to port, customs cleared in time to meet the vessel cut-off time.

When shipping Direct and Retail orders in a single factory load, the DIRECT orders must be tail loaded with the labels facing out.

15. Documentation Requirements

Vendors must provide all documentation to the freight forwarder when cargo is handed over. This includes the TradeStone Packing List, Commercial Invoice and any additional documentation that is required. Failure to do this may result in the cargo being rejected.

The Airway Bill or Bill of Lading will be prepared and supplied by the freight forwarder. The freight forwarder is also responsible for collecting the documents and issuing the FCR/AWB.

The following documentation requirements apply to all vendors:

A. Vendor must supply the TradeStone Packing List, Commercial Invoice and any additional documentation required, as detailed below.

B. TradeStone Packing List must be raised at PO level

• Only one PO per packing list
• Quantity of units or PPKs
• Number of cartons on SKU level
• Total number of cartons
• Gross and net weights of the cartons
• Actual Manufacturer Information (name and address) must be entered

C. TradeStone Commercial Invoice, must include the following:

• Full address of Shipper/Exporter,
• Full address of Consignee/Importer
• Country of Origin
• Style number
• Purchase Order number
• Complete customs /item description, including the contents of the item. Click here for examples of customs descriptions.
• Quantity
• Unit price
• Total price
• Shipping terms

D. All documents must be in English and presented when cargo is rendered to the forwarder.

E. Vendors should add multiple packing lists on a single invoice when the orders are shipping together, from a single factory, to the same URBN Distribution Center.

F. Additional Documentation (if required)

• Export License/Visa

• Generalized System of Preferences (GSP) Certificate

• Shipments from Hong Kong and China must include either one of the following:

• Statement saying “We hereby certify that there is no solid wood packing material contained in this shipment” (this can be listed on the commercial invoice).

• If there is wood packaging – fumigation certificate and solid wood packing materials declaration (SWPM) for goods of Chinese/Hong Kong origin, regardless of the country of export.

• For additional details concerning the guidelines for regulating wood packaging material in international trade, please visit the following Website: www.natHARDWOOD.org/pdf/IPPCstandards.pdf

Commodity Restrictions/Prohibitions:

• Goods either made in or shipped from the following countries are absolutely prohibited from entering the United States:

• Cuba
• Iran
• Iraq
• North Korea
• Serbia
• Montenegro
• Myanmar
• Angola
• Liberia
• Sudan

Importer Security Filing (ISF) 10 + 2 – Information to be sent to Freight Forwarder All ocean shipments

• Actual Manufacturer
• Country of Origin
• Container Stuffing Location
• Consolidator

Shoes

• The International Footwear Association/Footwear Retailers of America Interim Footwear Invoice must be completed.

Fish and Wildlife shipments

The following information must be listed on the invoic

• Common name
• Genus/Species
• Unit cost of Fish and Wildlife item
• Number of Fish and Wildlife items per style
• Country of origin of Fish and Wildlife item
• Origin – Born in captivity or from the wild

The US Department of Agriculture – Lacey Act

• General wood building materials (includes display items, but not furniture)
• Wooden picture frames
• Wooden kitchen/tabletop products
• Wooden jewelry and trinket boxes
• Wooden decorative products

i. If shipping any of the above wood products, please include the following on the invoice:

• Product name with type of wood (e.g. picture frame made of ramin wood)
• Scientific name of the wood (includes genus and species name)
• Country of origin of the wood
• Quantity of the wood (kilograms, meters, square meters, cubic meters, or pieces)

Toxic Substance Control Act

• For more details please visit the following Website pertaining to the: www.epa.gov/region5/defs/html/tsca.htm

CPSC General Conformity Certificate

• For all wearing apparel, rugs, children’s products (including toys), and lead paint ban.

Special licenses, permits, or other documentation

• Biologicals
• Ceramic Tableware
• Cultural Artifacts / Art
• Fish and Wildlife
• Prepared Food Products
• Fruits / Vegetables
• Meats, Livestock, Poultry
• Pets
• Plants and Seeds
• Soil
• Textile and Clothing
• Trademarked and Copyrighted Articles

16. Forwarder Cargo Receipt

Freight Forwarders will issue the Forwarders Cargo Receipt (FCR) only once the supplier has:

• Delivered all Cargo
• Submitted all required documents
• Paid all origin charges

No Original Bills of Lading will be issued for ocean freight.

17. DC Shipping Addresses

For reference, the DC addresses are found below. These addresses will be on each PO and Packing List.

1. Reno Retail DC
6640 Echo Ave.
Reno, NV 89506
Tel: 775-971-1316 or 775-971-1309

2. Reno Direct DC
12055 Moya Blvd.
Reno, NV 89506
Tel: 775-971-1357 or 775-971-1362

3. Gap DC
755 Brackbill Rd
Gap, PA 17527
Tel: 717-442-1211 or 717-442-1218

4. Gap Direct Fulfillment Center DC
766 Brackbill Rd.
Gap, PA 17527
717-442-1249

5. Metro North Carolina
741 West Ward Ave
High Point, NC 27263
Tel: 908-474-1200 or 800-300-7417

6. Metro Los Angeles
811 Sentous Ave
City of Industry, CA 91748
Tel: 626-472-2070 or 800-300- 7417

18. Special Instructions

For multiple PO’s linked by a Master PO

Shipping by Vessel:

Some PO’s for Urban Outfitters, Anthropologie and Free People will be linked together by way of a Master PO number. This will apply to most Direct PO’s for UO/Anthro/FP. Direct vessel PO’s associated by a master PO number should be packed separately, invoiced together, and turned over to the forwarder as part of a single shipment.

The Master PO number is a number that links two individual PO’s. The vendor will continue to receive POs on an individual basis and are still required to accept each PO individually. For our IMPORT vendors only, the vendor will also see an unlading point on the PO, in addition to the Ship-To address. This unlading point will be used by our forwarders to help route the PO’s.

When multiple PO’s are linked by a Master PO, the vendor must:

• Generate a packing list and carton labels for each individual PO
• Create ONE invoice for two individual PO’s. To do so, the vendor will generate a packing list for each PO and add the packing lists to one invoice. For detailed instructions, go to the TradeStone training manual, which can be found in the “TradeStone Information” section on urbanvendor.com.
• Turn the multiple PO’s over to the forwarder as a single shipment. The forwarder will be responsible for sending the PO’s to the GFC or Reno DC, based on the vendor’s lading point.

Please note that the vendor’s PO’s, packing lists, and carton labels will indicate two different Ship-To addresses, although they will transit together to one DC based on the vendor’s unlading point.
The freight forwarder will handle delivery of the two POs to the correct US facility.

Shipping by Air or FedEx courier:

Direct Air PO’s associated by a master PO number should be packed separately, invoiced separately, and turned over to the forwarder as two separate shipments.

The Master PO number is a number that links two individual PO’s. The vendor will continue to receive PO’s on an individual basis and are still required to accept each PO individually. For our IMPORT vendors only, the vendor will also see an unlading point on the PO, in addition to the Ship-To address. This unlading point will be used by our forwarders to help route the PO’s.

When multiple PO’s are linked by a Master PO, the vendor must:

• Generate a packing list and carton labels for each individual PO
• Create TWO invoices for two individual PO’s. To do so, the vendor will generate a packing list and invoice for each. For detailed instructions, go to the TradeStone training manual, which can be found in the “TradeStone Information” section on urbanvendor.com.
• Turn the multiple POs over to the forwarder as two shipments. The forwarder will be responsible for sending the PO’s to the GFC or Reno DC, based on the PO’s DC destination.

Please note that the vendor’s POs, packing lists, and carton labels will indicate two different Ship-To addresses, they will ship individually to the separate DC’s.
The freight forwarder will handle delivery of the two POs to the correct US facility.

For DDP shipments
When Urban Outfitters Inc. is NOT the Importer of Record a copy of the documents (including Airway Bill or Bill of Lading and packing list) should be sent to the Domestic Transportation Department by email at trafficdept@urbanout.com or by fax at 717-442-8499.

The vendor must instruct the carrier to schedule deliveries by contacting the receiving department.

  • Reno Retail DC: 775-971-1300 or 775-971-1316
  • Reno Direct DC: 775-971-1362
  • Gap Retail DC: 717-442-1218 or 717-442-1211
  • Gap Direct DC: 717-442-1291
  • Metro NC: 908-474-1200 or 800-300-7417
  • Metro LA: 626-472-2070 or 800-300- 7417

19. URBN Contact List

Contact Title Location Telephone Email
Gemma Fillmore Director of Global Transportation USA 001 215 454 3750 gfillmore@urbn.com
Lasheka Mitchell Import Transportation – Senior Inbound Coordinator USA 001 215 454 4817 LMitchell@urbn.com
Caitlin Brennan Import Transportation – Inbound Coordinator USA 001 215 454 7192 CBrennan@urbn.com
Andy Fasanella Airfreight Import Transportation – Inbound Coordinator USA 001 215 454 4803 AFasanella@urbn.com
Domestic Transportation Department N/A 001 717 442 8499 (Fax) trafficdept@urbanout.com

 

20. Freight Forwarder Contact List

Click here to download the Freight Forwarder Contact Details.

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