Backcountry Vendor Requirements

In this article, learn about: 

• Backcountry’s onboarding process and required documentation 

• How Backcountry handles routing and logistics 

• Contact information for Backcountry 

Backcountry is a specialty online retailer that primarily sells recreation gear for hiking, camping, biking, and other outdoor activities. Backcountry is headquartered in Utah and operates e-commerce platforms. 

To successfully sell through Backcountry and avoid unnecessary deductions, vendors need to accurately follow Backcountry’s compliance guidelines. This article provides a breakdown of Backcountry’s primary vendor requirements, compliance schedule, and logistical information.  

Onboarding and Required Documentation 

Before Backcountry places a purchase order (PO), new vendors must submit the following documents: 

• Countersigned Vendor Partnership Agreement (VPA) 

• Certificate of Insurance (COI), listing Backcountry as an additional insured 

• Banking details (bank letter, direct-deposit form, or voided check) 

• Form W-9 (for U.S.-based vendors) 

• Form W-8BEN-E (for international vendors) 

All forms can be uploaded through the Backcountry Vendor Portal. This portal also contains the onboarding slideshow, as well as reference documents for easy access.  

In addition to the necessary documents, Backcountry also requires its vendors’ Accounts Payable team to schedule a Zoom call to confirm bank details. Until this confirmation is complete, Backcountry will not activate any of its purchase orders (POs). 

Compliance Schedule: How Deductions Are Assessed 

Backcountry uses the following Compliance Schedule to measure vendor adherence. This table assigns a “reason code” and a deduction charge for each violation, and lists the key events which might trigger a deduction: 

Vendors should note that deductions can escalate after the first warning, and that multiple violations can stack on a single PO. 

Related Reading: What Is a Purchase Order? 

Product Marking and Packing Standards 

In order to ensure a smooth flow of goods through the supply chain, Backcountry has instituted standards for both product markings and packing. Below lists Backcountry’s major vendor requirements for packing and product markings, along with an example image of Backcountry’s carton labels.  

Requirements for Individual Units 

• Every sellable unit must have a scannable UPC or EAN label affixed to the retail packaging or hangtag. 

• Unless the product is in retail-ready packaging, each unit must ship in individual polybags. Backcountry does not accept multi-packs or bulk cases.  

• Hangtags must contain the unit’s correct style, color, size, and any regulated disclosures. 

Requirements for Cartons 

• Two adjacent sides of the cartons must contain the PO number, carton count, gross weight, and carton dimensions. 

• Every carton must include a printed packing list.  

• Each PO should be consolidated into a single shipment. When a shipment is over 16 cartons or 250 pounds, the load should be palletized.  

Guidelines for Palletization 

• Backcountry requires its vendors to use a standard 48″ × 40″ wooden pallet in good repair 

• Cartons should be stacked flush to the edges of the pallet, with rows interlocked. The stack should be banded fully with stretch wrap. 

• If a single pallet contains mixed SKUs or multiple POs, they should be separated with a physical divider and different pallet labels. 

Related Reading: What Is TI/HI? 

Purchase Order Management 

On Backcountry’s POs, the Ship Date represents the earliest day product may depart. The Cancel Date, on the other hand, is the final day product must arrive to Backcountry’s facilities. Late arrivals can incur a deduction with the reason code of PO2 for $250 plus late-delivery fees.   

Backcountry requires its vendors to:  

• Ship exactly the quantity Backcountry ordered. Backcountry will return non-approved overages to the vendor at cost and assess a deduction with the reason code of PO6. 

• Revise POs whenever SKUs are substituted, even for color swaps. Unauthorized substitutions will incur a deduction with the reason code of PO7. 

• Receive prior approval for partial shipments. If approval is not given, partial shipments will trigger a deduction with the reason code of PO4. 

• Notify Backcountry of any cost changes more than 30 days prior to shipment. Failure to do so will result in a deduction for $50 per SKU, plus labor costs for reticketing, with the reason code of PO10. 

Routing and Logistics 

Backcountry requires its vendors to utilize certain transportation modes depending on the shipment profile. The chart below lists the various profiles, as well as their associated modes of transport: 

Once a purchase order has been created, a vendor can create a compliant parcel through the following steps: 

1. For non-EDI vendors: Create the Advanced Shipping Notice (ASN) in the AMS portal  

2. For EDI vendors: Transmit ASN (EDI 856) to Backcountry 

3. All vendors will generate FedEx labels from the portal. Do not use personal carrier accounts, which can result in deductions with the reason code of SR4 

4. Include a hard copy of the carton packing list inside each carton, and email it to packslip@backcountry.com on the day of shipping  

This table breaks down the various required documents and how EDI and non-EDI vendors should handle them: 

The following steps cover how to handle LTL freight: 

1. Submit a freight routing request in AMS more than 10 days before the cancel date, including the pallet count, weight, and dimensions. 

2. Backcountry’s LTL carrier, CH Robinson, will email the bill of lading (BOL) to the warehouse contact specified in the routing request. Before the goods are picked up, make sure to verify that the address is correct. 

3. After palletizing the product, attach the BOL pouch to the lead pallet. 

4. Stage the goods for pickup more than 5 days before the cancel date. 

Vendors paying for their own freight can choose the carrier and mode of transportation. However, the following steps still must be completed  

• An ASN (EDI 856) must be created. 

• The goods must be delivered 48 hours or more before the cancel date. 

• Dock appointments must be scheduled at least 24 hours ahead of time. For Utah deliveries, contact UFCDeliveries@backcountry.com; for Virginia deliveries, contact VFCDeliveries@backcountry.com. 

For goods originating outside the U.S., route through OOCL Logistics. Vendors should email bctrans@backcountry.com with the purchase order, origin address, contact details, and cargo ready date more than 20 days before the cargo ready date. 

Process for Disputing Chargebacks 

If Backcountry’s vendors are assessed a deduction, the compliance team will email the vendor with the reason code, evidence of non-compliance, and the amount of the charge. Following receipt of that email, the vendor has 15 calendar days to respond with documentation refuting the charge. Within 30 days of that response, Backcountry will issue a decision regarding whether the disputation was valid. 

If the vendor doesn’t respond to Backcountry’s email, the deduction will be considered accepted, and the charge will be automatically deducted from the next payment cycle.  

Backcountry Contacts

Frequently Asked Questions 

1. For non-EDI Vendors: When will I receive my account credentials? 
   ⁠Account credentials will be issued after your onboarding packet has been approved and the first PO has been issued. 

2. If my product is ready early, can I ship it before the shipping date? 
   ⁠Backcountry only allows you to ship product early with prior written approval. If you do not get approval, then you’ll be assessed a deduction with the reason code of PO1.  

3. What if my packaging cannot meet the 95″ length limit? 
   ⁠Email Backcountry Transportation and Routing at bctrans@backcountry.com to get special routing for your goods. 

4. Do international vendors invoice in local currency?
   ⁠No. Backcountry requires all payments to be made in USD. 

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