In this article, learn about:
O’Reilly’s shipping, packaging, EDI, and labeling requirements for its vendors
How to dispute deductions and fines at O’Reilly
Key contacts for various aspects of O’Reilly compliance
O’Reilly Automotive, Inc. (dba O’Reilly Auto Parts) is an American automotive part retailer. Founded in 1957, O’Reilly is widespread in North America, with more than 6,400 stores in 48 U.S. states, as well as Puerto Rico, Mexico, and Canada.
If auto part suppliers want to become a part of the O’Reilly vendor network, they will need to understand the company’s shipping, labeling, product, and packaging requirements in order to avoid unnecessary and costly deductions. This article details requirements for O’Reilly vendors, as well as how to access the vendor portal and who to contact with any issues.
Transportation Management System
O’Reilly’s vendor portal is named supplyLINE, and it is through this portal that vendors can dispute deductions, submit ASNs, track shipping, and complete many other tasks related to logistics and compliance.
To get access to the company’s transportation management system (TMS), log in to supplyLINE and head to the Transportation Management System link under Administration. Here, you’ll need to enter your shipping facilities and Primary TMS Contact information. Once complete, send an email to TMS_Account_Setup@oreillyauto.com to activate your account, after which you’ll receive a welcome email from cpadmin@manh.com.
Shipping Performance Guidelines
Vendors are expected to have a 93% on-time and in-full performance score in order to avoid fines from O’Reilly. If the shipping percentage is below 93%, then the supplier will be subject to a fine, typically 15%, of the expected expenses.
If the shipping percentage is above 93% but POs were late, the supplier will be fined $100 for each late PO based on the month the PO is expected to arrive. PO lead time is measured in calendar days, with the typical lead time being 14 days; however, this is subject to change based on the particular vendor agreement. O’Reilly expects products to arrive at its distribution centers before the close of business on the final calendar day of the lead time. However, O’Reilly will not assess any fines until the 5th day following the final day of lead time, allowing four extra days in case of holidays, weekends, or unanticipated delays.
Pallet and Packaging Guidelines
Pallet Requirements
O’Reilly specifies that their pallets must abide by the following requirements:
Pallet dimensions: 48-inch length, 40-inch width. The two outer deck boards must have a width of 5.75 inches, while the five inner deck boards require a width of 3.75 inches. The boards should have a maximum of 3 inches of space between them.
Materials: Pallets must be made from Group III and/or Group IV hardwood, clean sawn. There must be no contamination from chemicals, grease, or any other substances that might damage the products.
Runners: Three per pallet required, which should be 3.6 inches tall, 1.5 inches wide, and 48 inches long.
Product Loading Requirements
O’Reilly specifies the following requirements for its products:
All products must fit within the confines of the pallet. Bagged products cannot overhang more than 3 inches past the sides of the pallet.
Pallet load height (including the pallet itself) must not exceed 72 inches.
If there is sufficient quantity of a part to make a full pallet load, then those parts should not be mixed on pallets.
If there is not sufficient quantity, then those parts should be placed together on a pallet, with horizontal layering of separate part numbers preferred, rather than split over multiple pallets. The smaller quantity of ordered items should be stacked on top of the larger quantity.
Products should be secured to the pallet by banding or by stretch wrapping.
Stretch wrapped pallets should use 63-gauge or larger wrap, with a minimum of four layers to prevent products shifting and becoming damaged during transit.
Banded pallets should use a total of eight straps, with four horizontal and four vertical. At least two of the vertical straps should be used to secure the product to the pallet.
Boxes and containers should be sufficiently strong to withstand double-stacking of pallet loads.
O’Reilly prefers that its boxes are made of corrugated cardboard with glue.
Do not use metal fasteners or staples.
If using tape, make sure that it doesn’t overlap with or cover the barcodes.
Barcodes and part numbers on the perimeter of the pallet should face out.
O’Reilly allows its vendors to stack multiple POs on a single pallet. However, this comes with some restrictions:
The product for each PO must be separate and clearly labeled on the pallet. Layering is preferred, with sheets or cardboard separating the layers.
The largest quantity PO should be on the bottom of the pallet, while smaller quantity POs should be stacked on top.
This image depicts how a fully loaded pallet with multiple POs on it might look:
Pallet Labeling Requirements
The following are the requirements for the labels on O’Reilly pallets:
Labels should be located on the middle front of each pallet.
Labels should be either white or a color that contrasts with the packaging.
The Ship To and From addresses should be displayed.
The O’Reilly PO number should be visible. If more than one PO is on a single pallet, then all PO numbers on that pallet should be listed.
The pallet content sheets should identify:
The PO number
The part numbers
The quantity of each contained on the pallet.
Single part number pallets should be marked with “FULL.”
Mixed part number pallets should be marked with “MIXED.”
Carrier and Pro Tracking ID numbers should be displayed on all pallets.
The number of pallets in the shipment should be identified.
Bill of Lading Requirements
Suppliers are required to provide proper bills of lading (BOLs) with every shipment. For O’Reilly, BOLs should contain the following:
The date of shipment pickup
Distribution center number or store number
PO number
Shipping address
Delivery address
NMFC freight class for each item being shipped
Pallet count on the trailer
Total number of cases
A description of each line item
Total weight for each line item
Driver’s signature, with number of pallets or non-palletized cartons
Seal number for truckload shipments
The terms “Shipper Load & Count” or “Said to Contain,” which indicates that the items were counted, palletized, and wrapped by the supplier. The supplier cannot require drivers to count the freight on the BOL.
If the shipment contains hazardous materials, this must be noted on the BOL. Additionally, an authorized shipper must sign the BOL and write the corresponding trailer number on it. All supplier shipments are subject to additional counting and inspection.
Packing List Requirements
All shipments to O’Reilly must include a packing list with the PO number on it. Each shipped PO must have its own packing list, which reflects the products shipped, backordered, and canceled.
The packing list should:
Be placed on the same side of the pallet as the address label
Be put into an envelope marked “Packing Slip Enclosed.” If the envelope is placed into a carton, then the carton should be clearly marked and on the top of the pallet, beneath the stretch wrap.
Be put on the inside of the stretch wrap.
If the shipment contains more than one pallet, then the pallet with the packing slip should be clearly identified.
The packing list must include:
Vendor contact information
O’Reilly destination information
PO number
Vendor order number, invoice number, or shipment identifier
O’Reilly part numbers or item numbers (listed once and sorted alphanumerically)
Vendor part numbers
Quantity ordered
Quantity shipped
Unit of measure
Lot number (if applicable)
Expiration date (if applicable)
EDI Documents
O’Reilly uses EDI X12 Version 4010 for document interchange with its vendors. Until you receive notification from O’Reilly that EDI testing is complete, it’s important to continue to send manual invoices.
Requirements for Advanced Shipping Notices (EDI 856)
Both prepaid and collect shippers are required to include the following information in their advanced shipping notice (ASN) documents:
Ship from Facility ID, as generated in supplyLINE, and/or the Ship from Facility Address
Time zone codes for both the ship date and the estimated delivery date
Trailer ID or container number
Pallet count (optional but recommended)
Volume of shipment in cubic feet (optional but recommended)
Service level (optional)
Equipment type (optional)
For more information, refer to the document “Rep_ASN (856)_TMS.doc,” which can be found in supplyLINE under the Library tab.
Requirements for Purchase Orders (EDI 850)
Each purchase order (PO) should contain the following elements:
A header, consisting of:
The transaction set ID of “850”
The transaction set control number
An order identification number, consisting of:
Transaction set purpose code of “00”
Purchase order type: “SA”
The number of the purchase order, which should be a maximum of 22 alphanumeric characters
Purchase order date, in a YYYMMDD format
A vendor account number, consisting of:
A reference qualifier of “VR”
The pre-assigned vendor account number, which is a maximum of 30 characters
The date reference, consisting of:
The number “002”
The expected delivery date, in YYYYMMDD format
The reference identification number, consisting of:
An ID number of “ZZ”
A reference ID number, maximum of 30 digits long, which must also appear on the packing list
A 3-letter code representing the ordered products
Ship-to information, consisting of:
The code “ST”
Store or distribution center (DC) name
Store or DC qualifier of “92”
Store or DC number
Store or DC address
City
State
Zip
Bill-to information, consisting of:
The following address on separate lines:
BT
Ozark Purchasing LLC
PO Box 1897
Springfield
MO
65801
Item data, consisting of:
PO1 segment number
Quantity ordered
Unit of measure
Buyer item number qualifier
Buyer item number
Vendor item number qualifier
Vendor item number
Product qualifier (brand label)
3 letter line code
Transaction totals, consisting of:
Number of line items (total number of PO1 segments)
Total of quantity ordered
Transaction set trailer, consisting of:
Number of included segments
Transaction set control number
As an example, here is what correct purchase order data looks like:
ST850404000026~
BEG00SA0092023A01MZ00**19990812~
REFVR12345~
DTM00220160927~
N9ZZA01MZ00XXX~
MSGSPECIAL INSTRUCTIONS FIRST LINESS1~
MSGSPECIAL INSTRUCTIONS SECOND LINESS2~
N1STOZARK AUTOMOTIVE - SP9200018~
N3233 SOUTH PATTERSONP O BOX 1157~
N4SPRINGFIELDMO65802~
N1BTOZARK PURCHASING LLC~
N3PO BOX 1897~
N4SPRINGFIELDMO65802~
PO115EA*BPCA1909*VPCA1909-1BLXXX~
PO121EA*BPMC5505VPMC5505BLXXX~
CTT26~
SE11404000026~
Requirements for Invoices (EDI 810)
O’Reilly limits its use of EDI 810s to merchandise sold in the normal course of doing business. Other types of invoices, such as credit and debit memos or freight-only invoices, are not supported by O’Reilly.
Invoices should contain the following information:
Invoice date
Invoice number
PO date
PO number
Your assigned vendor identification number
Bill-to address:
Ozark Purchasing LLC,
PO Box 1897,
Springfield, MO 65801
Ship-to address with warehouse number in element N406
Item details
Item numbers following the “BP” qualifier must match the item number from the PO
Product descriptions
Transaction totals
Unit pricing may have a maximum decimal count of four places
Product Content
New Products
Before O’Reilly can sell a product, they require suppliers to submit the “New SKUs/Item Load Form,” which requests product information including dimensions, UPCs, descriptions, cost, case pack sizes, and hazardous materials handling information. This form should be uploaded to supplyLINE, to the New Load folder of the General tab in the Document Manager.
O’Reilly expects their vendors to submit this form each month, to keep them up to date about any new products the vendor has added or made available. If there have been no new product additions in the previous month, vendors should make sure to communicate this to O’Reilly.
Item Life Cycle Form
It’s natural for products to become superseded by other products or get phased out. If this happens, the suppliers should submit Product Lifecycle forms to O’Reilly. This form can be found on supplyLINE, under the Library tab in the Product Content section. To submit it to O’Reilly, upload the completed form to the Obsolete and Superseded Items folder, located in the General tab of the Documents Manager.
Product Changes Form
If any changes are made to a product’s description, barcode/UPC, or packaging, O’Reilly requires its vendors to submit the Dimension Update form or UPC Update form, depending on the circumstance. This form can be found on supplyLINE, under the Product Content section of the Library tab, and, once completed, should be uploaded to the New Load folder of the General tab under the Document Manager. This helps O’Reilly keep its product data fully synced with its suppliers.
How to Dispute Deductions and Fines
O’Reilly lists two methods for disputing fines:
Vendors can email their disputation to vcissues@oreillyauto.com, or;
Vendors can dispute via supplyLINE.
To dispute via supplyLINE go to Reports, click on Accounts Payable, then find Shipping Compliance. Once this form is complete, the dispute will be automatically sent via email to vcissues@oreillyauto.com.
Information to Include in a Dispute
The following information is required in order to dispute a late shipment:
Proof of delivery
Name of carrier
Explanation for the delay
If you’ve received a deduction for fill rate issues, you can dispute by exporting the fill-rate report on supplyLINE and adding these columns: “Supplier Units Shipped” and “Supplier Dollars Shipped.” This will allow the fine to be recalculated, which can be seen in supplyLINE under the Shipping Performance Fine Calculation in the Library.
Other disputes require relevant supporting documentation, which can include proof of delivery, ASN delivery information, and other documents.
Vendors can check whether a dispute has been accepted or rejected through supplyLINE, by checking Shipping Compliance under the Document Manager tab. Whenever a decision has been uploaded, an email will be sent. If a deduction was already taken and the decision was reversed, the next payment to the vendor will include a repayment of that deduction.
Key Email Contacts
O’Reilly lists the following email addresses as its main points of contact for its online system:
TMS Account Setup: TMS_Account_Setup@oreillyauto.com
Purchase Order/Delivery Date Adjustments: Purch_TMS@oreillyauto.com
Compliance Issues: vcissues@oreillyauto.com
System Emails: cpadmin@manh.com
Save Money with SupplyPike!
Are deductions eating away at your revenue? Protect your profits with SupplyPike’s deduction management platform!
