Belk Vendor Compliance for Private Label Brands

In this article, learn about: 

• An Overview of Private Labels at Belk 

• Compliance Standards for Domestic Private Label Vendors 

• Compliance Standards for International Private Label Vendors 

Belk Private Label Brands

Belk has a large private brand and exclusive brand presence in its product offerings. These brands are referred to as “Belk Exclusives,” and span a range of categories, including apparel, footwear, accessories, home goods, and beauty products. 

Belk Exclusives  

Some of Belk’s private brands have originated within Belk, like Crown & Ivy (women’s clothing brand), while others have been added to the ranks through acquisitions of other brands, like THE LIMITED, which was acquired by Belk’s owner Sycamore Partners in 2017. 

With such a span of exclusive labels, Belk has extensive requirements outlined to ensure its vendors stay compliant, covering everything from product quality and labeling to packaging and shipping. 

Please note: Belk works with both domestic and international vendors to build their private brand catalogue. At times, these vendors have different compliance requirements; be on the lookout for these callouts throughout the article. For vendors looking to understand Belk’s requirements for National Brands, check out: Belk Vendor Compliance for National Brands. 

For the most comprehensive understanding of Belk requirements for private label brands, see Belk’s vendor guides: 

• Private Brands Domestic Importer Vendor 

• Private Brands International Vendor 

Purchase Orders (POs) 

POs are the foundation of doing business with Belk, serving as the official agreement between the retailer and the vendor for product quantities, pricing, delivery dates, and other key terms. Accurate and timely PO management is critical for keeping shipments on schedule, avoiding costly chargebacks, and maintaining Belk’s trust. 

PO Compliance for Domestic Private Brands 

There are three different PO types that Domestic Private Brands might encounter: 

1. Bulk Purchase Order:  A bulk purchase order, with the designation of 850, indicates the entire quantity Belk plans to order. Closer to the ship date, Belk will provide a PO with the quantity per store allocation.  

2. Store Allocated Order: This PO type specifies SKUs and quantities that should be shipped to each store.  

3. ECommerce Order: Identifiable by the store designation of 888, this type of purchase order is for eCommerce orders and is transmitted to vendors separately from other purchase order types.  

To stay compliant with PO standards, vendors must follow Belk’s listed requirements: 

PO Compliance for International Private Brands 

For International Private Brands, vendors must work with Avery Dennison Info Chain Express (ICE) in order to receive and process Belk Purchase Orders. It’s wise to complete registration well in advance of expected PO receipt. 

To stay compliant with PO standards and avoid chargebacks, vendors follow Belk’s listed requirements: 

 Related Reading: What is a Purchase Order? 

Product Information, Preparation, and Packaging 

The way products are prepared, labeled, and packaged is a critical part of the fulfillment process, directly impacting compliance, shelf readiness, and the customer experience. Belk provides comprehensive vendor guides that specify exact requirements by product type and category. Below is an overview of high-level areas that vendors should be aware of to meet Belk’s expectations. 

Item Set Up 

For domestic vendors, items should be set up correctly, and the data should be transmitted to Belk via OpenText/GXS. Vendors should ensure complete data, including: 

• Valid UPC barcodes 

• 12- or 13-digit UPCs 

• Product ID and Description 

• Standard NRF color and color description 

• Standard NRF size and size description 

• Country of origin 

• Extended attributes (provided 8 weeks before shipping date) 

• High quality product images (provided 8 weeks before shipping date) 

• A sample must be provided for every style/color (for eCommerce) 

Belk does not indicate item set-up requirements in the vendor guides for international private label vendors.  

Quality Assurance and Testing 

Vendors, both domestic and international, should closely follow all of Belk’s testing and quality assurance requirements. Vendors must fulfill product testing and inspection requirements via Intertek, Belk’s approved third-party provider. The only exception to this is for vendors who have received authorization from Belk to self-test or self-inspect products. 

Ticketing 

Domestic: Vendors are required to use Avery Dennison, WFL, or RPAC for ticketing. All merchandise, regardless of in-store or online, must have a ticket that includes: 

• UPC barcode (it’s best practice to test barcodes in-house before shipping) 

• Human-readable UPC 

• Merchandise description 

• Retail price  

International: Vendors are required to use Avery Dennison to source integrated UPC/RFID merchandise ticketing for products. Each piece of merchandise will either need to have an integrated UPC/RFID hangtag/sticker or a supplemental RFID hangtag/sticker. Vendors are responsible for contacting Avery Dennison and setting up an account.  

Hangers 

Products should be shipped on VICS-approved standard floor-ready hangers (the Buyer or Sourcing team will confirm if product should be shipped on a hanger or flat). Using the wrong hanger, an unapproved hanger, or a hanger that was not requested can all result in chargebacks.  

RFID 

As of June 2021, all private label (domestic and international) products are required to be shipped with a RFID hangtag or RFID sticker. Belk requires that vendors work with Avery Dennison to meet RFID standards.  

Product Packaging 

In general, all products shipped to Belk should be packaged in line with the following standards: 

• Items should be placed on a hanger or folded, depending on what the Buyer or Sourcing Team indicates (do not bundle hangers). 

• If items are folded, they should have a visible “size sticker” or “size strip.” 

• Breakable or fragile items should be packaged to prevent damage in transit. 

• Clothing should have all buttons, zippers, and hooks closed unless otherwise noted by the Buyer or Sourcing team.  

• Like products should be grouped in a master polybag (do not use individual polybags for single units).  

• Polybags should have perforation so they are easy to open. 

• Products should be placed in a carton in an alternating pattern to eliminate wasted space, prevent shifting, and optimize carton.  

• Do not use excessive packing materials or pins, tape, clips, foam, etc. unless told otherwise by the Buyer or Sourcing teams.  

Please note that for domestic vendors, Belk has an additional set of standards for eCommerce packaging. If packing eCommerce shipments, please reference section 6.5 of the domestic vendor guide for more information.  

Cartons 

Belk requires all merchandise to be shipped in conveyable cartons that meet its strength, size, weight, and labeling standards. The following table breaks down the requirements listed in the domestic and international private label vendor guides.  

Please note that this table is not exhaustive. Double-check the vendor guides for further information.  

Carton Restrictions 

• No packing peanuts (both) 

• Cardboard inserts are allowed (both) 

• No bands outside of cartons (both) 

• Shrink wrap on cartons is okay as long as it doesn’t interfere with any labels (domestic) 

Dimensions (For Store Orders) 

Labels 

All cartons shipped to Belk must have a GS1-128 shipping label. Labels must meet Belk’s size and placement standards, with barcodes printed at the required height and width for scanning.  

Labels should be positioned to avoid covering product information, withstand normal transit wear, and be placed according to Belk’s specifications for carton size and orientation. 

Please note: Belk does not specify a label provider for domestic vendors; international vendors must order labels through Maersk or Avery Dennison.  

Shipping 

Accurate, on-time shipping is critical to meeting Belk’s delivery expectations and avoiding chargebacks. Vendors must follow Belk’s requirements for ship dates, documentation, and routing/booking to ensure products move efficiently through the supply chain.  

Domestic Shipments 

• Ship dates: Vendors must meet the shipping window outlined on the PO. If the shipment will not fall into the designated shipping window, it is the vendor's responsibility to reach out to the Buyer before shipping.  

• Advance Shipment Notice: All ASNs must be transmitted at the time the carrier picks up the shipment. If the shipment is ready and a pickup is scheduled, the ASN can be sent up to 7 days before the ship date. ASNs must be sent at the shipment level, not the PO level.  

• Prepaid: Vendor is responsible for selecting the carrier, arranging transportation, and covering freight charges. Vendors must provide a Bill of Lading (BOL) that includes: 

  • Total carton count per purchase order 

  • Total weight 

  • BOL number 

  • NMFC number 

  • Freight class 

• Collect: Belk pays freight charges and manages carrier selection. For collect purchase orders, Belk handles routing through Transplace, an online portal called TMS, where vendors receive carrier assignments and shipping instructions. 

International Shipments 

• Booking: Vendors must create cargo bookings with Belk’s chosen freight forwarder, Maersk Supply Chain Management, for all international shipments. Bookings must be complete 21-30 days prior to the freight on board ship date listed on the purchase order.  

• Cargo load sequence: Vendors must deliver cargo to support efficient loading by Maersk. Cargo is loaded block stowed nose-to-tail unless the product type requires an alternate method. 

• Pre-ASNs: Vendors must submit a Pre-Advance Ship Notice (per container) to the pack/scan supplier at least 24 hours before delivering cargo to Maersk. 

• CTPAT: All Belk vendors shipping internationally must be Customs-Trade Partnership Against Terrorism (CTPAT) compliant. This involves passing a security audit and having a high-security seal attached to all containers.  

Electronic Data Interchange (EDI) 

EDI is mandatory for all Belk vendors, but there are different expectations for how domestic and international vendors implement EDI.  

Domestic private brand vendors are responsible for ensuring they are EDI capable, whether that means handling transactions in-house or via a third-party provider. In addition to being EDI capable, vendors must also follow the EDI terms and conditions outlined in section 5.2 of the vendor guide. 

EDI Transactions for Domestic Private Label Vendors 

 
International private brand vendors must work with Avery Dennison to be EDI compliant. This ensures that the vendors are capable of receiving purchase orders from Belk via EDI.   

EDI Transactions for International Private Label Vendors 

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

Vendor Terms and Conditions 

In addition to Belk’s standards for vendor performance discussed above, all vendors must adhere to a set of Terms and Conditions that cover a wide range of business practices, from ethical sourcing and labor standards to product safety, insurance requirements, and legal compliance. These conditions can be found in section two of both the domestic and international vendor guides. 

Belk Chargebacks 

When vendors fail to meet Belk’s standards, they can expect to incur chargebacks. These are financial penalties that Belk has put in place to encourage full compliance with vendor requirements.  

If issues are recurring, the deductions can accumulate and become a significant source of revenue loss for vendors. Preventing issues tends to be the most cost-effective way to address deductions, rather than disputing them after the fact. 

If you need to dispute Belk deductions, check out this article for more information: A Complete List of Belk Chargeback Codes. 

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