Sub Contracting Terms & Conditions

ACCEPTANCE OF WORK

When accepting work from Eddie Stobart, you must ensure you receive a haulier confirmation sheet. The confirmation will include the Purchase Order Number, Job Number, Load Reference, from and to locations and the rate. These details then need to be provided by the sub-contractor on any related correspondence i.e. invoices.

INSURANCE

Eddie Stobart require standard RHA Terms & Conditions for all consignments, unless specified otherwise within the haulier confirmation sheet.

PURCHASE ORDER NUMBERS

Your confirmation sheet will include a Purchase Order Number which is unique to the weeks work. This will appear in the top right hand corner of your confirmation sheet.

The Purchase Order Number must appear on any invoice you submit for the delivery.

FAILURE TO DO SO WILL RESULT IN NON-PAYMENT OF INVOICE

PROOF OF DELIVERIES

All proof of deliveries must be returned to:

Sub-contracts Administration
Eddie Stobart Stretton Green Distribution Park, Langford Way, Appleton, Warrington, Cheshire, WA4 4TZ Fax: 01925 605349

These must be received within 3 days of the date of delivery. It is the responsibility of the sub-contractor to provide a clear signature/stamp on the proof of delivery and a receipt where applicable.

If a POD is not available, you will be required to provide an indemnity letter for the delivery.

Any costs incurred by ESL for the failure of returned POD’s within the stated time scale will be passed directly onto the sub-contractor. It is strongly advised to ensure you keep a photo copy of the POD to help with any customer enquiries that may occur

FAILURE TO PROVIDE RELEVANT PAPERWORK WILL RESULT IN NON-PAYMENT OF INVOICES

INVOICES

All invoices must be forwarded to:

Accounts Department
Eddie Stobart, Solway Business Centre, Kingstown, Carlisle, Cumbria, CA6 4BY 

The invoice must include the purchase order number, ESL job number, ESL load reference, the collection and delivery points for the delivery and the date of the job. Including all of this information will ensure prompt payment of your invoice.

SUB-CONTRACTORS RESPONSIBILITY

It is the responsibility of the individual driver to check their load on collection. This includes the number of pallets/cases collected and the overall state of the load. .Any discrepancies with the load must be reported whilst still in the collection premises, logged on the collection notes and signed by the person loading the vehicle or a representative of the customer.

Any discrepancies that are not reported in this way are the responsibility of the driver and their company.

Under NO circumstances can any sub-contractor further sub-contract our work without prior permission.

Eddie Stobart is expressively against the use of clearing houses.

ESL RETURNS PROCEDURE

If your driver has goods that are being refused from the delivery point, you must contact the relevant help desk – or if there is no help desk, a member of the sub-contract team whilst the driver is still on site. At this point you will be advised if you will be required to hold the driver at the delivery point.

Failure to comply with this requirement will result in non payment for all returns.

The information we will require is:

Job Number
Delivery Point
Number of cases/pallets being refused
Product Code
Reason for refusal

At this point there are two scenarios:

Goods are accepted by delivery point after discussion by ESL customer, therefore, no goods returned

Goods are refused and customer is aware.

In the event that the latter of these two options are selected, you will be issued with a Goods Return Number (GRN) and instructed where to deliver the product, at which point a cost will then be agreed.

All goods must be returned to ESL depot within 48 hours of refusal and a signed proof of delivery obtained.

ESL PALLET PROCEDURE

ESL operates a pallet reconciliation system for our customers and is responsible for all the pallets collected from any of our customer sites. A statement is sent out weekly to assist in keeping your pallet balance in order. You must check this when received and highlight any discrepancies to the Pallet Department in order to prevent any charges being passed on to your company. It is therefore imperative that your company understand the pallet procedure.

On collection of the load please ensure that the paperwork is completed showing the number of pallets collected on the load. This will either be a PEN (Pallet Exchange Note), or a Customer Delivery Note which will have a designated pallet information box. If neither of these is available please contact the Sub-Contracts Department.

For every full pallet delivered into a customer site, an empty pallet must be obtained and exchanged at every possible opportunity. The possible outcomes of a delivery are:

Pallets delivered - Empty pallets returned

These can then be taken to an ESL depot or a designated customer site, but in all cases you should receive a receipt from the receiving depot.

Pallets delivered - No pallets available – P.C.V. issued

A Pallet Control Voucher is issued, this should NEVER be at the drivers request, any received which are at the drivers request will be returned to you and not deducted from your balance.

Pallets delivered - No pallets available PEN note or equivalent signed

If you cannot obtain empty pallets and there are no PCV’s available, then the customer must sign the PEN Note or equivalent to show that they owe us X number of pallets.

At the delivery location, the driver must then ensure that the paperwork is completed showing how many pallets exchanged, a PCV number or signed PEN where no pallets were available.

Any balance owed to Stobart must be cleared on a weekly basis by returning pallets to a Chep Depot or ESL site.

The receipt received should be sent to the Pallet Dept at Appleton and they will be deducted from sub-contractors pallet balance.

Any pallets that cannot be accounted for due to failure to follow the above procedure or lost paperwork/receipt notes will be invoiced to your Company at a rate of £10.00 per pallet.

Any cost incurred by ESL due to failure to follow the pallet procedure will be passed directly to your Company.

PLEASE NOTE THAT WE WILL REVIEW YOUR CURRENT RECORDS BEFORE ACCEPTANCE AS AN APPROVED SUB-CONTRACT HAULIER.