Supplier Guidelines

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The principle distribution center is located outside Nashville in LaVergne, Tennessee.

Suppliers of perishable products will have alternative distribution methods designated by TravelCenters of America that may have requirements that differ from these Supplier Guidelines. However, please follow these guidelines as they apply to your product and or service. Address your questions about TA's distribution center, Package Product Service Center (PPSC), by calling (615) 641-6150.

Why have Supplier Guidelines?

TA has Supplier Guidelines to ensure that:

  • All suppliers are treated fairly
  • Total supply-chain cost is optimized
  • The consumer, our customer and ultimately yours, can receive high quality products when and where they are required
  • There is a pervasive commitment to continuous improvement as measured against cost, quality, service levels and delivery performance of our suppliers

Hours of Receiving

6:00 AM to 1:30 PM CST 

Transportation, Shipping & Packaging

Ground rules:

  1. Combine all PO's and shipments made on the same day.
  2. Supplier pays all origin accessorial charges.
  3. All freight in excess of 20 cases is to be palletized unless prior approval is received.
  4. Carriers sign for shipments as they get them (pallet vs. cases).
  5. All shipments must reference TA's P.O. number on all shipping documents.
  6. All packing lists must be attached and labeled on the outside of the carton.
  7. Appointments are required for all deliveries with trucks containing 10 pallets or more. For a delivery appointment, contact the Receiving Supervisor at 615-641-8370. Deliveries - dock times must be met within 30 minutes of scheduled time. If arrival time is over 30 minutes late, the load will be handled as a "work it in" situation. If late, the load may be required to "lay over" until the next business day.
  8. TA does not pay any handling fees.
  9. All shipments in pallet quantities must be shrink wrapped on pallets.
  10. Pallets must be marked with the number of cartons and P.O. number with a minimum font size of one inch on the outside of the pallet.
  11. Pallets must be standard size of 40-inches x 48-inches, four way wood pallets, non-returnable, "no charge" pallets. Do not use "CHEP" or disposable pallets.
  12. Merchandising in truckloads must be on pallets, not floor loaded.
  13. Same item master shipping cartons must be of the same size, so they can be stacked on top of each other. The carton must be strong enough to support several of the same size cartons.
  14. All inner cartons and master shipping cartons must contain the exact quantity as stated in your price list or catalog or as quoted in writing. Quantities cannot change from shipment to shipment.
  15. UPS type shipments may be shipped to TA's PPSC or locations up to the total number of cartons that would fit on a standard pallet. More than a pallet's worth of merchandise must be shipped LTL. (Less than Truck Load)
  16. All shipping cartons must have written descriptions and quantities of the items(s) in the carton, along with vendor's manufacturer part number, purchase pack and selling pack.
  17. All master shipping cartons, inner cartons and retail selling packs/units need to have their own unique UPC/Bar code. The unique UPC/Bar Code on the retail selling pack/unit has to have a UPC number, under the Bar Code.
  18. All INDIVIDUAL ITEMS, retail selling pack, will be required to have a UPC BAR CODE along with that UPC number under each bar code.
  19. Any of the following bar codes formats are acceptable: UPCA, UPCE, CODE 39, CODABAR, EAN8, EAN13, CODE 128, MSI, CODE93, CODE D25, CODE 125, CODE11, UPS E1, AND SUPPS.
  20. All truckload shipments must be arranged by re-buyer. Contact Linda Leaver at (615) 641-8301 or Carol Sargent at (615) 641-8312.
  21. Be certain to comply with shipping instructions and bar coding regulations to avoid charge backs or delay in payments.
  22. There are no exceptions to any of the above rules without prior approval from the PPSC.
  23. These are TA's shipping requirements for all shipments made to TA's Packaged Product Service Center (PPSC) or direct to TA's locations. If TA receives merchandise that does not comply with these requirements, the merchandise may be refused, returned freight collect, or the vendor may be "Charged Back" for labor and handling cost to bring the merchandise to comply with TA's requirements. This may also cause delay in payment.

Shipments to the PPSC, where TA pays the freight:

  1. 0-250 lb. ship FedEx Ground prepaid and bill actual cost (including all allowances and discounts).
  2. For shipments over 250 lbs., call Linda Leaver at (615) 641-8301 or Carol Sargent at (615) 641-8312 for routing instructions.

Shipments, where the Supplier pays the freight:

We would prefer Suppliers to use our carriers. In general, this will result in fewer charge backs.

  1. 0-250 lb. ship FedEx Ground prepaid.
  2. 2. LTL shipments should be made with an approved LTL carrier. These include:
    • ABF
    • Yellow Freight

Supplier report card and charge backs

Meeting the targets described below results in a more efficient operation for TA, which directly relates to the value that you bring as a supplier. Therefore, to the extent that these metrics are under your control, you are asked to meet the targets or agree to the resultant action by TA.

Metric
Target
Description / Measurement
Action
On-time 97%

Meets requested arrival date
Meets dock time window +/- 30 minutes
All receipts against a release within 2 weeks of original request date

 All orders not received complete in 3 weeks past requested date can be closed and refused
Carrier compliance (where we pay the freight) 100% Carrier chosen is from the most recent TA carrier routing guide or by calling the appropriate number with the required notice  Excess freight will be charged back + $100 handling fee
Damage free 98% Number of shipments in which a freight claim is needed/total Supplier shipments  Supplier will handle all claims in any calendar year
Bar Codes 100% All Master Shipping Cartons, Inner Shipping Cartons, and individual must have different bar codes on them. A charge back of $100 for each shipment that does not comply, plus 25 cents per label will be charged back to cover labor cost. 

Invoices

For all products shipped into LaVergne, Tennessee (PPSC), send all invoices to:

Accounts Payable
TravelCenters of America PPSC
1450 Gould Blvd.
LaVergne, TN 37086-3513

To promote prompt payment be sure to comply with the following guidelines:

  1. One invoice per PO with the exception of special pricing or terms
  2. Make certain that the address is correct on the invoice.
  3. Communicate all PO discrepancies BEFORE shipment of goods:
    • Cost Terms
    • Case pack
    • Ship-from location
  4. Include all of the following data on the invoice:
    • Supplier name and address
    • Supplier remittance address
    • PO number
    • Target ship-to location
    • Supplier account or order number
    • Item number manufacturer's and/or TA`s PLU (SKU) number
    • Case pack (by item)
    • Total carton count
    • Total each (by item)
    • Freight terms/allowances

  5. Be certain to comply with shipping instructions, Fed Ex Ground and bar code regulations to avoid charge backs or delays in payment.

Floor Loaded Freight Deliveries to the PPSC

Effective July 1, 2011

All over-seas “containers” or “floor loaded” trailers must call (615) 641-8370 for a delivery appointment at least 48 hour prior to their desired delivery date. 

The following is a schedule of late fees that will be assessed should the delivery not be received on schedule:

Late arrival to the PPSC

  1. 30 minutes “grace period” - no fee charged
  2. 31 to 60 minutes late - $100 fee
  3. Each additional hour - $100 per hour

Cancelled Appointments 

  1. Appointment cancelled prior to 1:30 PM the day before the scheduled delivery will not be charged a fee
  2. Appointments cancelled after 1:30 PM the day before the scheduled delivery will be charged a $300 fee.

Fee Collections 

  1. All fees are the responsibility of the supplying vendor.
  2. All fees will be deducted from the invoice.