Belk Vendor Compliance for National Brands

In this article, learn about: 

• Key compliance requirements for Belk National Brand vendors 

• Operational best practices to avoid chargebacks 

Belk has been a staple of the Southern fashion industry for over a century, offering stylish apparel, home goods, and more across hundreds of stores and online. To keep operations running smoothly and ensure a consistent customer experience, the Belk Vendor Compliance Team creates and enforces clear expectations for its suppliers. 

In this article, we’ll break down the key vendor compliance requirements for National Brands—so you can stay compliant, avoid chargebacks, and build a strong relationship with Belk. 

Please note that this article is meant to provide an overview of some of the most salient compliance information for Belk vendors. See Belk’s National Brand Vendor Business Requirements for the most comprehensive understanding of requirements.  

Purchase Order Compliance 

Purchase Orders (POs) are a vital piece of communication between a vendor and Belk, outlining what merchandise to ship, where to send it, and when it’s expected. Following PO requirements precisely helps ensure compliance and a smooth ordering and delivery process.  

Purchase Order Types 

 
Purchase Order Requirements 

All POs should be routed through Transplace TMS. If you don’t have a Transplace TMS username, you can reach out to Belk_Logistics@uberfreight.com. Please note that Transplace was acquired by Uber Freight in 2021, so you might see Belk mention both names throughout its documentation.  

To ensure POs are compliant with Belk’s standards, vendors should: 

• Ship merchandise only on or after the "not before" ship date listed on the purchase order. 

• Ship merchandise on or before the "not after" / cancel date listed on the purchase order. 

• Ship only once per purchase order and ensure the order is complete.  

• Ship only the exact quantity listed on the purchase order—no overages. 

• Ship only the items that are listed on the purchase order. 

• Ship only to the stores listed on the purchase order. 

• Ship only the exact SKUs listed—no substitutions. 

• Ship only with a valid purchase order. 

• Verify that all purchase order details (purchase cost, retail price, and payment terms) are accurate before shipping. 

Any discrepancies should be resolved with your Belk buyer prior to shipment. In addition to the requirements listed above, all POs are subject to Belk’s Terms and Conditions of Purchase Orders, which can be found in Section 3.3 of the National Brand Vendor Business Requirements document.  

Product Preparation Compliance 

Once a purchase order has been received, you must follow Belk’s guidelines to ensure products are ready to ship. Belk utilizes OpenText/GXS to exchange data with vendors. It's important to note that GXS was acquired by OpenText in 2014. GXS and OpenText are used interchangeably throughout Belk’s vendor guides. In general, GXS mentions refer to the OpenText/GXS Active Catalog that Belk uses to transmit catalog data. 

To ensure accurate and compliant product information, vendors should focus on the following:  

• Barcodes: All vendors need valid UPC barcodes, which require a GS1 company prefix. UPCs must also: 

  • Be assigned at the SKU level using NRF standard color and size codes. 

  • Include a unique UPC for each pre-pack. 

  • Remain consistent—once submitted, size ranges cannot be altered.  

  • Only be reused 30 months after the last shipment. Belk strictly enforces this. 

• Item set up data transmitted to Belk must include: 

  • 12- or 13-digit UPCs 

  • Produce ID and Description 

  • Standard NRF color, color description, size, and size description 

• Additional item info: Extended attributes, product images, and samples must all be provided to Belk at least 8 weeks prior to the ship date.  

In addition to ensuring item data is correct, products must also be prepared for shipment. This includes:   

Ticketing 

Regardless of the item type or whether it will be sold in store or online, all products must have a ticket that includes: 

• UPC Barcode 

• Human readable UPC 

• Description of merchandise 

• Retail price 

Ticket Format  

• Use plain white, pressure-sensitive labels 

• Print using non-smearable black ink 

• Ticket size should be approximately 1.5" wide by 2.5" long 

• Display the retail price in Zone 6 or Zone 7 (note: this price must match the price stated on the purchase order). 

• Use 18-point bold font for the retail price in Belk’s preferred format (e.g., $21.00) 

• Do not use “MSRP” or “Suggested Retail Price” next to the price 

Ticket Placement 

• Follow GS1 industry standards for ticket placement 

• Secure tickets with plastic swift-attach devices, loop-locks, or suitable adhesives 

• Avoid attachment methods that could damage the product or be easily removed 

• For garments, place hang tags at the left shoulder or left side seam to avoid damage to garments  

It’s best practice to test your ticket scans in-house prior to shipment to ensure the tickets are functioning as intended. 

In addition to the standard retail ticket, in 2021 Belk started requiring vendors to send all products with RFID tags. Belk recommends working with a third party to ensure alignment with RFID requirements. Belk does not mandate a specific RFID supplier, but all tags must meet GS1 and Auburn RFID standards.  

Related Reading: How Nordstrom's RFID Strategy Impacts Suppliers 

Hangers 

Your Belk Buyer will confirm whether your merchandise should be shipped on a hanger or flat for in-store sales. If hangers are required, they should adhere to GS1 standards and be black matte unless noted otherwise.  

For eCommerce items, products should be shipped folded and flat in a polybag, unless noted otherwise. If you accidentally ship eCommerce merchandise with a hanger, this can result in a deduction.  

Packing 

When shipping items to a Belk store: 

• Do: 

  • Group like items by style and color in a single master polybag 

  • Use perforated polybags for easy removal 

  • Ship garments on hangers if they are intended to be hung in store 

  • Alternate top and bottom placement inside cartons to maximize space and prevent shifting 

• Don’t: 

  • Use individual polybags for single SKUs 

  • Bundle hangers with cable ties, twine, or rubber bands 

  • Include pins, tape, clips, removable foam inserts, or empty merchandise boxes as filler 

  • Use excessive tissue paper, cardboard, or other unnecessary packing materials 

eCommerce items are subject to more extensive requirements that can be found in Section 6.5 of the vendor guide.  

Packaging Compliance 

Once your products are prepped and packed, they must then be packaged in accordance with Belk’s standards:  

Products should be shipped in sturdy, strong, and conveyable cartons. The carton size should be appropriate to the size of the product. Each carton should contain items for one store and one purchase order only.  

Environmentally friendly materials should be used when possible. Don’t use plastic bags as outer packaging and avoid unnecessary packing materials that don’t protect the product (like banding).  

Dimensions 

In order for your packages to be conveyable through the Belk network, they must fall within the following dimensions and weight: 

• Store Orders:  Length: 12"–36" | Width: 12"–26" | Height: 2"–30" | Weight: 2–49 lbs 

• eCommerce Orders (Store 888):  Length: 12"–30" | Width: 9"–24" | Height: 6"–18" | Weight: 2–49 lbs 

Labels 

Cartons should have a GS1-128 shipping label that is a minimum of 6 inches high and 4 inches wide. The barcode on the label should be at least 1.26 inches high and 3 inches wide.  

Labels should be durable enough to withstand transit without degrading the readability and scanability of the data. Similar to the tickets, it’s important to test the scanability of the labels prior to sending to Belk.  

Shipping and Routing Compliance 

Timing 

Each purchase order specifies a delivery window that the shipment must arrive within. If deliveries don’t fall within the window, the vendor could be subject to chargebacks. If you know your delivery will not arrive within the window, Belk recommends reaching out to your buyer to request an extension.  

ASN 

Advanced Ship Notice (ASN) data should always be accurate and sent at the same time the carrier picks up the shipment (if the shipment’s pick-up date is scheduled, the ASN can be sent up to 7 days prior to the physical ship date). ASNs must be submitted at the shipment level, not the purchase order (PO) level.  

If the Belk Distribution Center does not have the ASN when the shipment is received, the vendor will be subject to a chargeback. It’s important to know that when dealing with compliance issues, Belk will use the ship date on the ASN, regardless of whether it differs from the actual ship date.   

Related Reading: Advance Ship Notice/Manifest 

Collect vs. Prepaid Shipping 

Belk operates using both Collect and Prepaid freight terms. 

• For Collect shipments, routing must be arranged through Transplace TMS. Collect shipments require a complete Bill of Lading (BOL), including signatures, trailer number, and seal number.  

• For Prepaid shipments, the vendor is responsible for selecting a compliant carrier and ensuring on-time delivery to the correct distribution center. The Bill of Lading must include:  

  • Total carton count per PO 

  • Total weight 

  • BOL Number 

  • NMFC item number, and applicable class.  

Make sure the BOL number for the physical shipment matches the BOL number given on the EDI documents.  

Related Reading: The Basics of Supply Chain Logistics 

EDI Compliance 

Belk requires all vendors to support Electronic Data Interchange. Belk supports the following EDI transmissions and requires that all vendors do as well: 

 
Similar to purchase order requirements, Belk also has a set of Terms and Conditions that apply to EDI, which can be found in section 5.2 of the vendor guide linked above.  

Related Reading: What Is EDI (Electronic Data Interchange)? 

Other Compliance Requirements 

In addition to the compliance standards listed above, Belk also requires all vendors to adhere to core compliance standards within its Supplier Terms and Conditions, which every vendor must sign. These conditions cover areas such as ethical business conduct, anti-corruption, nondiscrimination, labor practices, health and safety standards, and environmental responsibility. 

Final Tips for Belk Compliance 

There’s a lot to remember for National Brand Vendors doing business with Belk, but compliance often comes down to having consistent and accurate procedures throughout your supply chain. Here are some best practices to enact now if you aren’t already doing so:  

• Read POs carefully and don’t ship without verifying the details. 

• Standardize your item setup process to ensure accurate UPCs, data, and images. 

• Test your tickets and RFID tags before shipment to avoid scan errors. 

• Use the right materials for packing and follow GS1 guidelines for ticketing, hangers, and labels. 

• Always confirm routing instructions and transmit accurate ASNs on time. 

Belk Chargebacks 

When Belk’s compliance standards aren’t met, you can expect to receive chargebacks. These fines can add up quickly, so it’s important to understand what each chargeback means and identify where issues may be occurring in your supply chain. Pinpointing the root cause helps prevent repeat issues and unnecessary fines.  

For more information on Belk chargebacks, check out: A Complete List of Belk Chargeback Codes. 

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