How to Stay Compliant with C&S Wholesale Grocers

Jacqueline Nance

By Jacqueline Nance, Content Marketing Manager

Last Updated August 1, 2025

9 min read

In this article, learn about: 

  • Transport and scheduling guidelines 

  • Labeling, packaging, and shipping requirements 

  • C&S compliance program 

  • How to dispute a chargeback  

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Shipping into C&S Wholesale Grocers comes with a detailed playbook—and every vendor should know the stakes are high if a misstep occurs. Between the appointment windows, label placement, and packaging requirements, even one oversight can result in delays, deductions—or worse, a rejected load. 

This guide breaks down exactly what suppliers need to know to stay compliant with C&S—from scheduling transport to properly labeling cases, and navigating the compliance program itself. You will also find guidance on disputing chargebacks and keeping clean records that make a strong case if something goes sideways.  

Whether you are new to working with C&S Wholesale Grocers or are tightening up your operations, this guide is designed to help you avoid delays, extra fees, and lost revenue.  

Transportation and Scheduling 

C&S operates one of the largest privately held wholesale grocery supply chains in the U.S. and its distribution model depends on highly coordinated delivery windows.  

Suppliers are responsible for ensuring appointments are booked accurately and shipments arrive on time. All Purchase Orders (PO) are to be shipped complete without any shortages or overages. Backorders and substitutions will not be permitted unless prior written authorization has been provided by a C&S buyer.  

Delivery Appointment 

Every delivery at C&S must have a scheduled delivery appointment. All inbound shipments must be scheduled at least 48 hours in advance using the C&S online scheduling platform. The latest C&S Vendor Guide directs suppliers to the website retalixtraffic.com; however, this link is no longer active. You will need to access this scheduling software through the portal at www.ncrpowertraffic.com. If you do not have access, contact your buyer or C&S Vendor Relations for credentials.  

  • Carriers should arrive 15-30 minutes before the scheduled time 
  • C&S will not accept freight before the scheduled arrival time/date 
  • If a shipping delay occurs, notify the receiving location immediately to request a new appointment 

C&S Logistics will review the new appointment request and manually appoint the PO to the schedule based on facility capacity and available appointment times. Once C&S manually reschedules the appointment, carriers are not able to request another appointment change unless they are shipping perishables. 

When shipping perishables, if an appointment is manually set in the system and is missed by the carrier then the supplier will need to contact perishexp@cswg.com to request that the load be re-scheduled for the next available appointment. Otherwise, Vendors/ Carriers cannot request an appointment change on a manually scheduled load. 

Supplier On-Time Performance (SOTP) 

Suppliers are required to meet the due date and time scheduled, as C&S will be rating the on-time delivery metrics within the SOTP program. If any issues arise that could delay delivery, it is the supplier’s responsibility to report them to C&S using the vendor portal at vendorportal.cswg.com.  

Pre-Appointment Checklist 

Before finalizing your delivery appointment, confirm the following: 

  • PO is active and valid 

  • Shipment is within the agreed-upon delivery window 

  • Product is available, packed, and labeled according to specifications 

  • Carrier is aware of all dock and temperature requirements 

  • Case quantities match the original PO 

Late or Missed Appointments 

Any shipment arriving after its scheduled appointment time is deemed a late delivery. Shipments arriving thirty (30) minutes or more past their scheduled appointment time may result in refusal or be rescheduled at the supplier’s expense. This can also trigger a chargeback under the late delivery violation category.  

To avoid delays suppliers should: 

  • Confirm appointment prior to shipping 

  • Ensure your carrier understands the importance of on-time delivery 

  • Factor in traffic, weather, and transit time when dispatching trucks 

Routing Guide 

The C&S Wholesale Grocers Routing Guide is updated annually. A copy is available online at vendors.cswg.com. It is the supplier's responsibility to ensure that operations adhere to the updated Routing Guide. 

Common Scheduling Issues to Avoid 

  • Arriving without appointment—could result in denied entry and/or $500+ fee  

  • Appointment no-show—could result in chargeback and/or reschedule delays 

  • Early or late delivery—may result in dock refusal and/or compliance fees 

Labeling Requirements 

Proper labeling supports the distributors' massive inventory system and helps avoid bottlenecks during receiving. C&S requires standardized case labels and accurate documentation for every shipment to ensure receiving efficiency and inventory tracking.  

Required Labels 

Each inner pack must be clearly labeled with: 

  • PO number 

  • Product description 

  • Brand name 

  • UPC number 

  • Quantity 

  • Lot number 

  • Expiration (or sell-by-date) 

Each case must include a GS1-compliant UCC-128 label with a readable barcode. The case label should be visible on at least two sides and include: 

  • PO number 

  • Case count  

  • UPC (or vendor item) number 

  • Shipping origin and destination 

  • Net weight 

  • Expiration date (must be in open date format: YYYY-MM-DD, not Julian) 

Each pallet must be clearly marked with labels indicating: 

  • PO number 

  • Total case count 

  • Date of shipment  

  • Supplier information 

Bill of Lading (BOL) 

The BOL must match the PO exactly. Inconsistencies in case counts, item descriptions, or weights can trigger deductions.  

The BOL should include: 

  • Correct PO number 

  • Accurate case and pallet count 

  • Trailer and carrier information 

  • Seal number (if applicable) 

  • Temperature of product at loading (if applicable) 

Advanced Shipping Notice (ASN) 

If your contract with C&S requires an ASN, it must be sent electronically, in EDI 856 format, and match the physical shipment. Suppliers should note that any discrepancies between the ASN and the actual delivery of goods can result in significant chargebacks.  

Common Labeling Issues to Avoid 

  • Missing or illegible labels—could result in manual processing, refusal, and/or $50+ fees  

  • Incorrect PO numbers—could result in mismatched inventory, downstream reconciliation fees, and/or $150+ fees  

  • Expired or soon-to-expire product—could result in a Compliance Violation Notice and/or $100+ fees  

  • Inconsistent UPC codes—may result in manual processing, refusal, downstream reconciliation fees and/or $50+ fees  

  • Handwritten information on labels—may result in manual processing, refusal, and/or $50+ fees 

Avoiding these pitfalls requires quality control checks before shipping and proper training of associated teams.  

Packaging and Shipping Requirements 

C&S has specific requirements for packaging, pallet configuration, and trailer conditions to ensure efficient unloading and product integrity. Suppliers' adherence to these guidelines ensures the product arrives safely, gets unloaded efficiently, and avoids fines. 

Pallet Standards  

C&S accepts only Grocery Manufacturers Association (GMA) style, four-way entry pallets with the following specifications: 

  • Dimensions 48” x 40” 

  • Clean, dry, and free of damage 

  • No broken boards or exposed nails 

  • Heat treated hardwood only (no chemically treated pallets) 

Pallets must not exceed 58” in height, including the pallet itself. Pallets that do exceed this height or that are stacked improperly may be refused.  

Palletization Requirements 

Whenever possible, C&S will purchase products in full pallet quantities. If multiple items are shipped on the same pallet, the products must be separated by a standard slip-sheet visible on two sides of the pallet.  

Additionally, suppliers should be sure to: 

  • Stack cases separately with no overhang 

  • Use tier sheets or corner boards if needed to maintain stability 

  • Stretch-wrap must fully enclose the load with 4-6 wraps, securing it to the pallet 

Mixed SKU pallets are discouraged unless explicitly permitted by the buyer and/or Vendor Relations Representative. When authorized, mixed pallets must be clearly marked and separated by PO. 

Case Requirements 

Each pallet must contain cases that are: 

  • Uniform in size 

  • Structurally sound with no damage, sagging, or open flaps 

  • Tightly sealed with tape (no banding or string) 

Avoid mixed SKU cases unless pre-authorized by the buyer and/or Vendor Relations Representative. When authorized, mixed cases must be clearly marked on the outside and clearly separated on the inside. 

Temperature Controlled Products 

C&S facilities monitor cold-chain compliance closely. For temperature-sensitive products and shipments: 

  • Trailers must be pre-cooled and maintain required temperature throughout transit 

  • Suppliers must list the correct set temperature for frozen and refrigerated goods on the BOL 

  • Drivers must maintain a temperature log 

  • Product temperatures will be checked on arrival 

C&S reserves the right to reject loads with temperature violations, even if the product seems to be visually acceptable.  

Shelf-Life Requirements 

All products must be delivered with sufficient shelf life for normal distribution and retail sales.  

C&S enforces strict shelf-life standards: 

  • Most perishable items must have at least 75% of usable shelf life remaining 

  • Short-dated products must be pre-approved by the C&S buyer or Vendor Relations 

Delivering products with less than the required shelf-life will result in rejections and non-compliance deductions. 

Load Configuration 

C&S Wholesale Grocers handles a remarkably high volume of daily inbound shipments across its 43 distribution centers. To ensure smooth supply chain operations, C&S requests that suppliers do not exceed weight limits or place heavy items on top of fragile items. 

Suppliers should utilize practices for straight pallets, meaning one SKU per pallet. If a supplier utilizes a mixed pallet, it must be preapproved and have clear labeling and separation between products.  

Common Packaging and Shipping Issues to Avoid 

  • Mismatched ASN—may result in receiving delays, pallet refusal, and/or $100+ fees 

  • Mixed SKU on pallet—may result in manual breakdown required, pallet refusal, and/or $100+ fees 

  • Incorrect pallet type—could result in re-palletization, pallet refusal, and/or $50+ fees 

  • Over height/unstable—could result in safety violation, pallet refusal, and/or $100+ fees 

  • Non-compliant stretch wrap—could result in product loss, pallet refusal, and cost of damaged goods  

  • Improper case pack—may result in receiving errors, and/or $25-$100/per case discrepancy fees 

  • Incorrect dunnage— could result in damaged product, waste disposal fees  

  • Temperature control failure—could result in immediate product disposal, loss of shipment value 

C&S Compliance Program 

C&S provides over 100,000 assorted products. In addition to servicing locations such as Piggly Wiggly, Grand Union, and Winn-Dixie supermarkets, it also serves countless chain stores, military bases, and educational institutions. 

Like many major retailers, C&S enforces a deduction-based compliance program to recover costs associated with non-compliance.  

Chargebacks are issued for violations across several high-level categories: 

  • Late delivery—missed or late appointments, especially during peak periods  

  • Labeling errors—missing or incorrect UCC-128 labels, pallet labels, or mismatched documentation  

  • ASN discrepancies—mismatched case counts or missing ASNs 

  • Packaging violations—over height pallets, poor shrink wrapping, unstable loads, or unapproved pallets  

  • Temperature violations—improper trailer temperatures or rejected product due to spoilage risk  

  • Shelf-life non-compliance—product delivered outside of shelf-life requirements 

Delivery Condition Report and Exit Pass 

When a shipment fails to meet standards, the receiving team issues a Delivery Condition Report and Exit Pass. This document details the issue and must be signed by the driver. This paperwork is essential if you plan to dispute a chargeback. 

How to Dispute a Chargeback with C&S Wholesale Grocers 

Suppliers can dispute a chargeback if they believe it was issued in error. The process is document-driven and time-sensitive. 

Obtain Required Documentation 

To dispute a chargeback, suppliers will need: 

  • A copy of the signed Exit Pass 

  • Original BOL 

  • Packing slips and case labels 

  • Temperature Log 

  • Appointment confirmation 

  • ASN transmission records 

Submit a Claim 

Claims must be submitted within 30 days of the chargeback notification. 

Suppliers should complete the Vendor Relations Claim Form and email it to the C&S Vendor Relations Department. Suppliers should include the PO Number, delivery date, reason for dispute and all associated documentation.  

Track and Follow-up 

Suppliers should record the date of the dispute submission and follow up if they have not received a response within 2 weeks. Suppliers should be sure to keep all communication on file.  

Supplier Tips for Success  

  • Create a C&S specific checklist for warehouse staff 

  • Train teams on labeling, pallet prep, and documentation standards 

  • Perform pre-shipment audits to verify compliance 

  • Build relationships with your carrier to ensure delivery timing is accurate 

  • Use EDI whenever possible as this is the most accurate compliance method 

  • Build buffer time into transportation schedules 

Proactive Compliance = Protected Profits 

Due to the nature of goods, shipping to C&S Wholesale Grocers requires precision and consistent internal processes. It also requires a strong understanding of the wholesale giant’s expectations and standards. By building compliance into supply chains and internal logistics processes, suppliers reduce the risk of deductions and increase supply chain efficiency, which leads to stronger partnerships, increased revenue, and better bottom-line performance.  

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