Compliance and Chargebacks at Academy Sports and Outdoors

In this article, learn about:  

• Compliance standards with Academy Sports 

• On-Time and In-Full expectations 

• How to dispute Academy Sports chargebacks 

Academy Sports and Outdoors is a retailer that specializes in various types of sports equipment, and products for outdoor hobbies. Founded in 1938, Academy has more than 300 stores in the United States. 

Vendors working with Academy must be wary of deductions, just like with any retailer. Academy provides documentation for how vendors can stay compliant and avoid deductions, through its SMART Guide, which stands for Strategic Merchandising and Routing/Transportation. 

This article lays out an overview of Academy’s compliance program, specifically On-Time and In-Full expectations, information regarding common deductions, and how to dispute invalid deductions.  

What are Academy Sports' Vendor Compliance Expectations?

Basic compliance requirements for Academy fall into 3 main categories: documentation, packaging (including labeling and ticketing), and shipping. 

Documentation Requirements 

Purchase Order (PO): EDI 850 

• There are 3 different types of POs: Bulk- ship to DC; bulk- ship to store; PBS (pack-by-store). 

• The default ship window for POs is 3 days.  

• There can only be one PO per carton per shipment. 

• For POs sent to the DC, they must arrive within the approved timeframe, defined by Academy as the PO “not before” and PO “not after” dates. These dates vary based on PO type. 

• All POs should include both pre-pack UPCs and regular UPCs, as applicable. This means that some POs may include a combination of multiple UPC types.  

• The same UPC must not be listed multiple times on one PO. 

• Vendors should always double check POs at the SKU (Stock Keeping Unit) level to verify that everything is accurate.  

Bill of Lading (BOL): 

• Academy requires all shipments to any store or DC to include a BOL. 

• For multiple shipments arriving on the same day, vendors must combine all shipments onto one BOL. 

• All POs for shipments arriving in one day must be listed on one BOL. 

In addition to the requirements above, BOLs must include the following information:  

• Vendor and/or shipper name and address 

• All relevant POs associated with the shipment(s) 

• Number of pallets for palletized shipments 

• Total number of cartons, distinguished by PO 

• Shipment total weight 

• Any “special handling” and/or “hazardous material” warnings, as applicable 

• Volume Price Quote (for LTL shipments only) 

• National Motor Freight Classification (NMFC) item and/or class 

• Oracle Transportation Management system BOL shipment identification number 

• Trailer number 

• Seal number 

• Confirmation of loaded trailer, by shipper 

• Total freight/pallets as counted by the driver 

• Vendor and/or shipper signatures and dates 

Invoice: EDI 810 

• Invoices should be sent right after the Advance Ship Notice (ASN) is sent. No more than 10 days should lapse between the date the ASN is sent and the date the invoice is sent. 

• For pack-by-store shipments, the invoice should be sent to the Distribution Center (DC) rather than the store.  

Academy utilizes EDI and expects vendors to adhere to EDI as well. Some additional documents that fall under Academy’s Business Requirements are:  

• Purchase Order Acknowledgement: EDI 855 

• PO Changes: EDI 860 

• Functional Acknowledgement: EDI 997 

Related Reading: Explaining EDI 800 Transaction Codes 

Labeling, Ticketing, and Packaging Standards 

Labeling 

Academy labeling requirements vary based on whether the ASN is sent with pre-pack UPC or a component UPC. A pre-pack UPC barcode identifies a grouping of similar products, or a group of the same items. A component UPC barcode identifies a single product. 

• For ASNs sent with pre-pack UPCs: The quantity listed on the ASN should equal the quantity of packs in each carton in the shipment.  

• For ASNs sent with component UPCs: The quantity of cartons shipped should equal the number of components listed on each UPC.  

There are two primary types of pack labels: simple packs and complex packs. For each type, the pack UPC must be listed on both the pack label and the ASN. 

• For simple packs with a pre-pack UPC, the quantity listed on the label and the ASN must equal the number of pre-packs.  

• For complex packs with a pre-pack UPC, the quantity listed on the label and the ASN must equal the number of pre-packs.  

• For complex packs with component UPCs, “prepack” must be listed clearly on the label, and the quantity listed on the label and the ASN must equal the number of packs within a carton. 

Ultimately, regardless of pre-pack or component, all labels must adhere to GS1-128 specifications. 

Ticketing 

Different than labels, tickets are attached directly to the product and contain necessary information for that product. At Academy, tickets must include: 

• A scannable UPC barcode 

• The Academy logo 

• Retail price 

• Sizing information for merchandise such as clothing 

• Vendor style number and sub class number 

Vendors may choose to create their own tickets, but in this case, tickets must be approved by Academy Sports prior to shipment.  

In addition to specific requirements for what a ticket must include, Academy lays out the details of where tickets must be placed on various kinds of products.  

Packaging 

Packaging must adhere to all Academy standards. Academy’s SMART guide lays out clear specifications and dimensions that are required for compliant cartons, master packs, inner packs, and pallets.  

Shipping Requirements 

Academy Sports expects vendors to schedule delivery appointments for both Less Than Truckload and Full Truckload shipments. Vendors should request a delivery appointment through Academy’s Oracle Transportation Management (OTM) system. From there Academy will either approve or deny the request based on availability. Appointments may also be scheduled through the carrier.

• There must be at least 5-day notice for shipment pick-up and/or delivery. 

• Pallets must be labeled with “attention to,” store location, and PO number. 

• If the shipment is going directly to a store, this must be notated in the comment section of the delivery appointment request.  

• Both LTL and FTL shipments must be palletized.  

• Pallets must be standard size: 48” by 40” 

• Academy does not require packing lists except in the case of shipping firearms. 

• For Drop Shipments, vendors should email dropship@academy.com.  

• For Direct to Store shipments, vendors should email vendcomp@academy.com.  

Collect versus Prepaid Shipping 

For collect shipments: 

• Collect shipments must be requested through OTM, and Academy will “release” the request at least 3 days prior to the earliest possible pick-up time.  

• Vendors are responsible for releasing POs through OTM, and all POs must adhere to the “PO not before” and “PO not after” dates laid out above.  

• Intermodal collect shipments must be palletized.  

For prepaid shipments: 

• Vendors do not need to be released through the OTM system for POs with prepaid freight terms, although delivery appointments must be scheduled through OTM by the carrier at least one day before delivery.  

• Vendors may choose whichever carrier they want, rather than adhere to Academy’s preferred carriers, but are then fully responsible for delivering POs to DCs and/or stores.  

• For late prepaid deliveries, vendors must contact domestic.logistics@academy.com at least 24 hours before the expected delivery time. 

• Regardless of whether it was the carriers’ error, any subsequent chargebacks will be the responsibility of the vendor.  

Intermodal Shipping 

• The vendor is responsible for ensuring that all palletized intermodal shipments are braced and safe for loading.  

• Heaviest shipment cartons must be shipped on the bottom, and the lightest should be on top of the pallet.  

• All cartons must be shipped with arrows facing up, or however the manufacturer dictates.  

What are Academy Sports’ On-Time and In-Full Requirements? 

Arguably the most important part of Academy’s compliance program is its OTIF (On-Time and In-Full) expectations. May retailers utilize OTIF to measure vendor compliance, and in short, OTIF measures how many orders arrive from the vendor in a timely manner and with minimal shortages. 

For Academy specifically, OTIF is measured through the following categories: 

• Ordered units 

• Units shipped and units not shipped 

• Ship windows 

• Pick-up day: requested and actual, and any variance between the two 

• Any discrepancies between PO units and units shipped 

• Any discrepancies between ASN units, PO units, and units shipped 

Vendor Scorecard 

Academy utilizes a vendor scorecard to track vendor compliance for OTIF. The minimum score that vendors are expected to have on their scorecard for OTIF is 80%. As infractions pile up for vendors chargebacks will increase, costing money for the vendor. 

Academy Sports’ vendor scorecard lays out OTIF metrics, and which elements the vendor is responsible for rather than the carrier.  

The scorecard provides Academy vendors with percentages so that they can clearly see where they are adhering to OTIF expectations and where they are falling short. It is important that vendors spend time reviewing their scorecard regularly, and contact Academy should they have any concerns.  

Related Reading: How to Improve Your OTIF Performance 

How can Vendors Dispute Chargebacks at Academy Sports? 

Should a vendor feel that a chargeback is invalid, it is important to take action immediately.  

The vendor has 30 days from the receipt of the invoice to dispute a chargeback. Vendors should submit a dispute by contacting the Vendor Compliance Department at vendcomp@academy.com.  

While Academy does not lay out what should be included in the dispute, it is recommend that vendors ensure that they have easy access to all pertinent documentation, such as:  

• Copy of POs 

• Copy of invoices 

• ASNs 

• BOLs 

• Proof of Delivery (POD) 

• Photos or emails as supporting documentation as needed 

• A clear explanation of the reason for the dispute, and the reason the chargeback is invalid 

List of Academy Sports Chargebacks 

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