Learn about:
EDI, ticketing, packaging, and other standards for Macy’s
Macy’s return-to-vendor policies
How to contact Macy’s to update any required supplier information
________________________________________________________________________________________________
For suppliers of major department stores, meeting vendor compliance standards is critical for reducing deductions and maximizing revenue. Understanding the nuances of these requirements—including EDI documentation, ticketing, packaging, and other specifications—is essential to navigating the complexities of a potential partnership with Macy’s.
Note: The information provided in this article is intended as a general introduction and summary of key vendor requirements, not as a comprehensive guide. Suppliers are strongly encouraged to consult the complete, official vendor standards documentation provided directly by Macy's when facing potential deductions.
EDI Documentation Standards
Macy’s requires its vendors to be EDI capable and use common, industry-wide technologies for documentation and compliance. In order to begin selling to Macy’s, vendors must have a GS1 certificate and an established GSN prefix.
Other requirements:
Compliance with Macy’s mapping guides
All EDI documents must reflect the selling unit—the term by which Macy’s refers to eaches—at the UPC, GTIN, and EAN level.
Pre-pack codes must be converted to the component UPC, GTIN, or EAN codes before documents are transmitted to Macy’s.
All EDI documents must remain unmodified to allow for RFID implementation.
Use only the single code in the outbound purchase order to identify an each; do not use multiple UPC, GTIN, or EAN codes on any single selling unit.
Ticketing Standards
In order to sell to Macy’s, vendors must ensure that all products are shipped with a UPC, GTN, or EAN code, as well as a correct industry-standard barcode. Macy’s also requires that no secondary barcodes be used. For further information, make sure to check out Macy’s EPC-Enabled RFID Technical Specifications.
Other requirements:
Use a single ticket for each item, with a single UPC/GTN/EAN code per ticket and one EPC per RFID tag.
Barcodes must be easily accessible and scannable. Macy’s recommends that vendors institute a program to inspect barcode quality regularly.
Do not place tickets for a carton’s inner contents on the outside of the carton.
Do not cover the ticket with any materials, including clear plastic sleeves.
Tickets for sized merchandise must contain clearly visible sizing (such as small, medium, or large labels) printed in bold with a minimum of 18-point font.
For more specific information on creating tickets for individual product lines, consult the detailed guidelines for Macy’s vendor standards.
Packaging Standards
For clothing items received into stores, the buyer determines if the merchandise will be displayed folded or hanging. These items must be in the right condition to be immediately placed out on the store’s floor for sale. To increase safety, apparel must not include any pins, tiebacks, or clips, except for men’s folded dress shirts and folded woven sports shirts.
For online sales, items must be packaged by individual selling unit (i.e., eaches). Additionally, suppliers need to ensure that the items are packaged to allow for immediate shipment to the consumer. Fragile items—such as cosmetics, fragrances, tabletop merchandise, and electronics—must be packaged to protect this merchandise when shipping via small carriers. All online products must be labeled with a UPC barcode, as well as a human-readable number.
Other requirements:
Do not use PVC or Styrofoam packing materials. Suppliers should try to avoid underpacked cartons whenever possible. If underpacking does occur, vendors should only use thick paper as filler.
All products manufactured or transported in mold-susceptible environments must include an EPA-approved anti-desiccant packing material.
Items shipped on a hangar must include an appropriate, industry-standard hangar. For more information, check out Appendix F in the detailed vendor standards document.
All items intended for display on a table in stores need to include a size strip.
Macy’s also includes specific standards for certain product lines, including home goods, luggage, shoes, beauty products, jewelry, swimwear, toys, furniture, and rugs. These standards can be found in the Merchandise Type-Specific Packing Standards section of the detailed vendor standards document.
Transportation Standards
The Macy’s Transportation Office (MTO) handles transportation for all shipments to Macy’s. All transportation standards are located in Macy’s Routing Guide, which can be accessed through MacysNet. This guide includes instructions on when to ship orders, how to calculate routes by carrier types, and other information. Macy’s expects all shipments to arrive at the distribution center by the purchase order date.
Other requirements:
Unless otherwise specified, all vendors are required to ship freight collect.
The MTO transportation standards are considered fixed, and vendors are not allowed to issue routing instructions or exceptions to any standards.
For international shipments, domestic vendors are considered the importer of record and are responsible for clearing customs and paying all applicable duties.
Macy’s does not reimburse vendors for freight expenses on prepaid shipments.
Shipment Preparation Standards
All items must be packed in cartons, not wooden boxes or crates. Products must be distributed by store location as specified in the purchase order, as Macy’s does not allow its merchandise to be shipped in bulk and divided at the distribution center. Vendors and authorized shippers are responsible for counting and loading all cartons; Macy’s does not authorize drivers to assist.
Other requirements:
Oversized cartons are only allowed for suits, sport coats, floor-length gowns, and certain outerwear.
Vendors who have received port of entry shipment authorization must ensure that shipments are compliant with Macy’s standards and procedures.
Carton size requirements and weight restrictions are listed here:
For specific instructions on materials, size, and construction for cartons, be sure to review the detailed Shipment Preparation Standards on the Macy’s vendor standards document.
Return to Vendor (RTV)
Macy’s requires its vendors to issue credit for defective, damaged, or unsalable merchandise. Additionally, the vendor is responsible for paying for any unordered merchandise and any additional associated expenses. Macy’s charges vendors a handling fee of 10% of merchandise value on returns, regardless of the reason for the return. Macy’s has several programs available for damaged merchandise, including a damage allowance, salvage credit, standing return authorization, and on-demand return authorization.
Other requirements:
Occasionally, Macy’s will issue exceptions to allow returns directly from stores.
Suppliers must issue disputes within 90 days of the deduction.
Do not destroy or return merchandise without prior approval.
Accounts Payable Standards
Macy’s requires its vendors to manage their accounts through its online portal MacysNet. Changes in a supplier’s addresses, shipping locations, and other important information must be sent to Macy’s a minimum of 30 days before the change date.
Macy’s also provides a resource called Ask An Analyst for general accounts payable questions, accessible from 1:00 PM to 4:00 PM EST on Monday through Friday at 513-782-1401.
Macy’s General Policies and Standards
Suppliers should ensure that they’re familiar with Macy’s general policies and standards for the following programs and issues:
Sustainability initiatives
Child labor, forced labor, slavery, and human trafficking/unsafe working conditions
Fur products
Anti-corruption, bribery, conflicts of interest, gift giving and acceptance
Prize promotions
U.S. new store and .com facility openings
Stores outside the continental United States
Vendor liability insurance
California Proposition 65 requirements
Toxics in packaging laws bulletin
Stay Up to Date with SupplierWiki
Did you find this resource useful? SupplierWiki offers free educational resources tailored for suppliers like you. Explore our eBooks, cheat sheets, webinars, and articles to learn how to combat revenue loss at major retailers like Walmart, Amazon, CVS, Macy’s, Kroger, Lowe’s, and Home Depot. Sign up for our newsletter or visit our website today.