In this article, learn about:
How to stay compliant with Buc-ee’s vendor standards
Buc-ee’s shipping, packaging, and labeling expectations
Accounts payable and invoicing procedures for vendors
Buc-ee's, a convenience store started in 1982 in Clute, Texas, has grown to 54 locations across the South. Known for its large travel centers, clean facilities, and quantity of food options, Buc-ee's has built a devoted fanbase of travelers and locals. To maintain its reputation for excellence, Buc-ee's holds its vendors to high standards. In this article, we’ll break down how to do business with Buc-ee's and stay compliant with its vendor requirements.
How to Stay Compliant with Buc-ee's Vendor Standards
Whether you’re a new vendor or have been doing business with Buc-ee's for years, understanding Buc-ee’s compliance requirements is essential to maintaining a strong relationship and avoiding penalties.
EDI Requirements
In order to do business with Buc-ee's, vendors must be capable of Electronic Data Interchange (EDI) transactions. EDI is required for sending and receiving essential business documents, such as purchase orders and invoices, in a standardized electronic format.
Buc-ee’s requires vendors to support the following EDI documents:
810: Invoice—Sent by the vendor to request payment for goods shipped or services provided.
850: Purchase Order—Sent by Buc-ee’s to the vendor to place an order for products.
855: Purchase Order Acknowledgement—Sent by the vendor to confirm receipt of the purchase order.
860: Purchase Order Change—Sent to request a change to a previously issued purchase order.
856: Advanced Shipment Notice—Sent by the vendor to Buc-ee’s to provide detailed information about an upcoming shipment.
997: Functional Acknowledgement—Sent by both parties to confirm receipt of an EDI transmission. Buc-ee's expects these for all EDI transactions.
GS1-128 Shipping Label—A barcode specification that provides a standard way to encode information.
Related Reading: What Is EDI (Electronic Data Interchange)?
Purchase Order Requirements
Buc-ee's will issue a Purchase Order (PO) to order goods from a vendor either via EDI or a hard copy. Vendors should never accept an order over the phone. It’s important for vendors to keep enough inventory on hand to fill purchase orders at 100% by the date listed on the PO.
Buc-ee's POs will include Ship No Later and Cancel After dates. The Ship No Later date is when the product must be shipped by. The Cancel After date is the date by which Buc-ee's expects the products to be delivered in full.
In addition to being delivered on time, the products received by Buc-ee's must be an exact match to the quantities, SKU data, and pricing listed on the PO. Buc-ee's does not accept product substitutions unless previously approved. If there are any discrepancies on the PO, do not ship any product until those discrepancies have been corrected and your Buc-ee's buyer sends a replacement PO.
If the PO is correct, the vendor must send a Purchase Order Acknowledgment, which indicates that the vendor accepts the PO and that the order is accurate. All POs must be acknowledged via EDI within 48 hours. The PO will be canceled if the acknowledgment window is missed.
For products that do not have a PO, like Direct Store Delivery (DSD) food and beverages, any delivery/invoice documents should be submitted before the physical delivery.
Note: Buc-ee's requires an immediate credit invoice if vendors do not send an order in full. Additionally, if the vendor sends products that Buc-ee's did not order, they will consider the products samples and deduct them from the invoice.
Shipping Requirements
Documentation
Before shipping products, the vendor must send an Advance Shipment Notice (ASN) via EDI to Buc-ee's. ASNs must:
Be 100% accurate
Only include product data for items in the shipment
Have a single, unique ASN number
Correspond to a unique Bill of Lading or Carrier Reference Number
If multiple purchase orders are combined into one shipment, there should only be one ASN transmitted to Buc-ee's. Any ASN transmission issues should be brought to the Buc-ee's buyer immediately.
Related Reading: EDI 856: Advance Ship Notice/Manifest
Methods
Buc-ee's Logistics Department provides routing instructions for all shipments. The specific process you follow depends on your freight terms (Prepaid or Collect) and the shipment type.
Collect Shipments—Vendors must arrange routing through Buc-ee’s on or before the Ship Date listed on the purchase order.
Prepaid Shipments—Vendors are responsible for ensuring delivery by the Scheduled Arrival Date indicated on the purchase order.
Buc-ee’s recommends using parcel carriers such as UPS or FedEx whenever they provide the most cost-effective rate. Vendors are responsible for all shipping charges unless otherwise agreed upon with Buc-ee’s.
Packaging and Labeling
Buc-ee’s has strict requirements for packaging and labeling to ensure products arrive safely and are ready for the sales floor. Lack of compliance may result in corrective action and potentially the termination of the partnership.
Carton and Pallet Packaging:
Products must be packed according to industry standards, suitable for common carriers, and protected for safe transit.
Mixed SKUs may be packaged together but must be clearly labeled as mixed cartons.
Cushioning materials can include bubble wrap, biodegradable peanuts, engineered or spray foam, corrugated board, or paper cushioning. Do not use metal, bands, straps, or string.
Labeling:
All products sold directly to customers must have a valid UPC barcode and all required stickers or tags.
Master pack cartons should include an ASN (856) and GS1-128 label, with pallets labeled on two adjacent sides in the upper right corner. Small package shipments via UPS/FedEx should use the carrier’s tracking label instead of GS1-128.
Labels on cartons must be visible when stacked on pallets.
Packing Slip:
Attach packing lists to wrapped pallets or loose cartons in a pouch marked “Packing List Enclosed.”
Accounts Payable Requirements
Buc-ee's requires invoicing via EDI to ensure smooth and efficient payments. Invoices should follow these requirements:
Send a separate invoice for each shipment against a purchase order. Do not reuse invoice numbers.
Invoice products according to the unit of measure listed on the purchase order (case, prepack, or assortment).
Each invoice must reference a valid PO. Items without a corresponding PO cannot be processed.
Do not include products that were not shipped on the invoice.
Paper invoices are generally not accepted once EDI is established, except by written exception from Buc-ee’s.
Product Requirements
In addition to the shipping, packaging, and labeling standards outlined above, vendors must comply with all product specifications and quality standards set by Buc-ee’s. For full details, see the Supplier Product Compliance Manual.
FAQs
How do I become a Buc-ee's vendor?
Submit an application, send in samples, and wait to hear if your products match Buc-cee's needs. If approved, you’ll receive additional instructions from Buc-ee’s on how to proceed.
How do I correct an issue on a Buc-ee's purchase order?
Contact your Buc-ee's buyer to request a replacement purchase order.
How do I acknowledge a Buc-ee's purchase order?
Purchase orders should be acknowledged electronically via EDI, confirming receipt and your ability to fulfill the order.
What do I do if I don’t have enough stock to fill a Buc-ee's purchase order?
You must notify Buc-ee's within three business days if products are unavailable.
Can I ship partial orders?
Partial shipments are not allowed. Contact your Buc-ee's buyer as soon as possible if you aren’t able to fulfill a purchase order at 100%.
Does Buc-ee's allow product substitutions?
Product substitutions are not allowed unless explicitly approved by the buyer.
Where do I ship my Buc-ee's purchase order?
Ship to the location specified on the purchase order, following the routing instructions provided by Buc-ee’s Logistics Department.
Does Buc-ee's accept paper invoices?
No. All invoices must be submitted via EDI, unless Buc-ee’s grants a written exception.
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