Cross-Functional Process: Hobby Lobby Direct Import (DI) Order Process

General Info
Hobby Lobby Vendor Site: https://www.hobbylobby.com/about-us/vendor-documents

How Do New Products Come to Market?

o Sparrow Production works on costing, packaging, new molds, and more.

o VP of Sales Advantus, VP Creative Director of Sparrow, and Creative Sales Consultants (CSC) Rep Group present new items to Hobby Lobby.

o Sparrow Office completes the HL New Item Upload Form and sends it to CSC for upload into HL Quote System.

o New development should be noted and discussed on the Sulyn weekly tracker and meeting.

o Items are selected and confirmed, and POs are issued and sent to the VP of Sales Advantus and Sparrow office.

Process

• Hobby Lobby sends POs to the VP of Sales and Sparrow Office.
  • If new items are on order:
    • The Sparrow Office completes the NIF form within two days of PO receipt and sends it to the Product & Sourcing Specialist, DI Purchasing, and Product Compliance.
    • Product & Sourcing Specialist: NIF processed and NetSuite item set up completed within two days of NIF receipt.
    • Product & Sourcing Specialist: Alerts Marketing to upload pricing for 46HLD (Hobby Lobby DI Vendor #) and Product Compliance that the new items are in the system. After pricing has been uploaded, P&S alerts DI Purchasing that items are ready to order.
• DI Purchasing enters PO and confirms everything matches the Hobby Lobby PO and the NIF.
  • Quantities, Ship Dates, Pricing, Items, Item Descriptions, UPCs, HOB Sku#, Tariff Code, etc
• DI Purchasing emails the PO to the factories.
  • NOTE – Timing is 24-48 hours for replenishment orders. New order timing is within five days of item setup, allowing any discrepancy clean-up.
  • If the PO contains new items, also copy Yolanda and Jessica at Sparrow, Product & Sourcing, and Product Compliance.
  • For POs going to CMB – Always send to Freya, Christina, Vicky, and copy Melissa@Sparrow.
  • For POs going to Ningbo Praise – Always send to Wency, Libby, Pandy, and copy Melissa@Sparrow
  • For POs going to TD – Always send to Water, Denny, and copy Melissa@Sparrow
• The factory will email DI Purchasing with a PI for Sales Confirmation.
  • NOTE – A NetSuite alert will notify DI Purchasing if we have not received a PI within 48 hours.
  • If this happens, DI Purchasing to contact the factory to check the status.
• DI Purchasing checks the PI against Advantus PO and HL PO’s before signing and sending back.
• DI Purchasing to enter PI receipt date into NetSuite.
• DI Purchasing to create the Sales Confirmation and email to Hobby Lobby Sales Reps to obtain approval signature.
  • Include ragan@creativesales.biz and maisoua@creativesales.biz on the original PO email. CC C&H Business Manager
• For new items only:
  • One month before the ship date, the Product & Sourcing Coordinator will email the factory for final carton dimensions and weights.
  • Product & Sourcing Coordinator will confirm the information and mark the dims as verified.
    • NOTE- If the dims differ, Product & Sourcing Coordinator must contact the Product & Sourcing Specialist, who will inform the HOB product administrators and CSC of the change.
• DI Purchasing to send a booking reminder two weeks before the ship date and enters this date into NetSuite.
• The factory will email the final documents (packing list and commercial invoice) to DI Purchasing.
  • NOTE – If the PO is less than US $6,500, the vendor may add an inland freight charge of $200. If they do this, it is valid.
  • Please notify C&H Business Manager & Melissa@Sparrow if this happens. (Currently, there are only 4 DI items we need to track as part of the DI/ Domestic conversation.)
• DI Purchasing to put final documents into the DI Folder and send them to Direct Import.
• DI Purchasing to enter the received date of the shipping docs into NetSuite.
• DI Purchasing to update NetSuite and the DI Open Tracking Screen with the FCR # and the Cargo Ready Date.
• Once the Seasonal PO ships from the factory, Product & Sourcing Specialist will change the status of the items to obsolete
  • NOTE – Check with Melissa@Sparrow. Currently, no seasonal items are being run with HL.

Notes:

**Hobby Lobby wants to use 40’ High cubes and eliminate the use of 45’ and standard 40’ containers.
***Hobby Lobby DI orders must always be delivered to the port ten days before the cancel date of the ship window.

Email Contacts:
• Freya – freya.z@chinamutualbenefit.com
• Christina – christina.z@chinamutualbenefit.com
• Vicky – vicky.h@chinamutualbenefit.com
• Melissa – melissa@sparrowii.com
• Yolanda – yolanda@sparrowii.com
• Jessica – jessica@sparrowii.com
• Wency – wency.wang@zanyang.cn
• Pandy – pandy.yin@zanyang.cn
• Libby – libby.liu@zanyang.cn
• Water – water@totaldesigninternational.com
• Dennie – dennie@totaldesigninternational.com
• ragan@creativesales.biz
• maisoua@creativesales.biz