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What Is a VICS Bill of Lading (VICS BOL)? The Fashion Industry Guide
A VICS Bill of Lading (VICS BOL) is the gold standard shipping document for fashion brands, apparel manufacturers, and their logistics partners. Required by leading department stores and retailers—including Macy’s, Nordstrom, Bloomingdale’s, Belk, Saks Fifth Avenue, Kohl’s, Dillard’s, JCPenney, and Neiman Marcus—a VICS-compliant BOL is essential for compliance, smooth receiving, and avoiding chargebacks.
AIMS360 apparel ERP software is the fashion industry’s most trusted way to generate and manage VICS BOLs—saving time, reducing errors, and protecting your bottom line.
Table of Contents
- What Is a VICS Bill of Lading (VICS BOL) and Why It Matters for Fashion Brands
- Which Retailers Require a VICS BOL?
- VICS BOL vs. Standard Bill of Lading
- Key Components of a VICS Bill of Lading
- How to Fill Out a VICS Bill of Lading with AIMS360 Apparel ERP Software
- Supplements and Master BOLs for Complex Fashion Shipments
- Legal and Compliance Considerations for Apparel Businesses
- Best Practices & Business Tips for Fashion Brands
- Checklist: Preparing Fashion Shipments for Retailers
- Frequently Asked Questions: Fashion Industry BOL
- Why Leading Fashion Brands Choose AIMS360 Fashion ERP Software
- Further Resources for Fashion Businesses
The VICS Bill of Lading (VICS BOL) and Why It Matters for Fashion Brands
A VICS Bill of Lading (VICS BOL) is a standardized shipping document created by the Voluntary Interindustry Commerce Solutions (VICS) Association (now GS1 US) for the apparel, retail, and general merchandise industries. Unlike generic BOLs, the VICS format ensures every required detail is captured—so your goods move through retail supply chains without costly compliance issues.
Why Is the VICS BOL Essential in the Fashion Industry?
- Complex Shipments: Apparel brands ship many SKUs, sizes, colors, and POs in each load—making standardization critical.
- Strict Routing Guide Enforcement: Department stores and retailers require VICS BOLs for fast, accurate receiving.
- Error and Chargeback Reduction: Missing or incorrect paperwork is a leading cause of chargebacks and shipment delays in fashion.
When Do You Need a VICS Bill of Lading?
The VICS Bill of Lading (VICS BOL) is typically required when shipping goods to large retailers, especially in the general merchandise and apparel sectors. If you’re supplying to department stores, national chains, or retailers who rely on third-party logistics (3PL), they will often request a VICS BOL—even if they don’t require EDI. It’s a way for them to streamline receiving, reduce errors, and maintain standardized inbound processes.
You’ll likely need a VICS BOL if:
- You’re shipping to major department stores (e.g., Macy’s, Nordstrom, Bloomingdale’s)
- The retailer specifies a standardized BOL format in their routing guide
- You want to proactively reduce chargebacks and improve shipping compliance
- You’re not using EDI but still need to meet structured shipping documentation requirements
AIMS360 Apparel ERP Generates VICS Bill of Lading (VICS BOL)
The VICS Bill of Lading is a standardized shipping form adopted by the retail industry. Developed by the Voluntary Interindustry Commerce Solutions Association, the VICS BOL includes common fields retailers expect—like SID, CID, SCAC codes, Pro Number, and load IDs—so everyone across the supply chain is on the same page.
AIMS360’s ERP includes native VICS BOL functionality, giving fashion brands a powerful tool to meet retailer expectations with ease.
How It Works in AIMS360
From the Pick Ticket module in AIMS360, you can:
- Generate a VICS-compliant Bill of Lading for non-EDI orders
- Input shipment details such as Pro Number, Load ID, Trailer and Seal Numbers
- Add handling units, pallet/carton information, and weights
- Specify third-party freight billing, SID/CID numbers, and special instructions
- Preview, export, and print your BOL with one click
All of this happens within the AIMS360 platform—no external templates, no double data entry.
Designed for Fashion Logistics
Unlike generic ERPs, AIMS360 is built for fashion logistics. Our apparel bill of lading tools are integrated into your shipping workflow, giving you:
- Faster shipping with fewer manual steps
- Full visibility over carton and pallet-level details
- Standardized documentation that reduces retailer rejections
Whether you’re handling a few dozen orders a week or thousands, our fashion BOL tools are scalable, efficient, and retail-ready.
Which Retailers Require a VICS BOL?
A VICS-compliant BOL is required by almost every major department store and retail chain in fashion, including:
Pro tip: Always consult the latest routing guide for each retailer. Many 3PLs and fashion EDI partners also require VICS BOLs.
VICS BOL vs. Standard Bill of Lading
Key Components of a VICS Bill of Lading
A fashion industry BOL must include:
- Shipper/Consignee Information
- Carrier Details (SCAC, Pro Number)
- SID (Shipper ID) & CID (Carrier ID)
- PO Numbers
- Load ID/Reference Numbers
- Handling Units (cartons/pallets, weights)
- Commodity Descriptions (style, color, size, NMFC/class)
- Special Instructions
- Freight Terms
- Signatures
How to Fill Out a VICS Bill of Lading with AIMS360 Apparel ERP Software
Step-by-Step
- Open the Pick Ticket module in AIMS360 fashion ERP software.
- Click “Generate VICS Bill of Lading.”
- AIMS360 auto-populates all VICS-required fields.
- Preview and verify compliance with your order and retailer routing guide.
- Export or print your VICS-compliant BOL—no manual entry or templates needed.
Supplements and Master BOLs for Complex Fashion Shipments
Supplements
If your shipment includes more items than fit on a single BOL, use a supplement page for additional SKUs or POs. Note “See attached Bill of Lading Supplement” on the main form.
Master BOLs
A master BOL lets you consolidate multiple shipments or POs under a single document (if allowed by the retailer), streamlining billing and tracking.
Legal and Compliance Considerations for Apparel Businesses
The VICS BOL is a legal contract and must be signed by both the shipper and carrier.
- Incomplete or inaccurate BOLs can delay delivery and trigger chargebacks.
- Always double-check the BOL for accuracy and completeness.
AIMS360 apparel ERP software automates validation and reduces compliance risk.
Best Practices & Business Tips for Fashion Brands
Why Routing Guide Compliance Matters
Fashion retailer routing guides are strict. Even a small error (wrong label, missing VICS BOL) can lead to chargebacks.
Tip: Use AIMS360 or assign a team member to track each customer’s routing guide changes.
Digital Transformation with VICS BOL
Digitizing VICS BOL workflows with AIMS360:
- Reduces manual labor and lost paperwork
- Accelerates onboarding of new retail customers
- Enables smooth EDI/3PL integration
Avoiding Common VICS BOL Mistakes
- Double-check PO numbers, styles, and SKUs
- Don’t leave required fields blank
- Attach supplements for complex shipments
- Archive BOLs for at least 3 years
Checklist: Preparing Fashion Shipments for Retailers
Frequently Asked Questions: Fashion Industry BOL:
What is the difference between a VICS BOL and a fashion industry BOL?
A VICS BOL is the standardized “fashion industry BOL” or "apparel industry bill of lading" recognized by all major retailers. Generic BOLs are not accepted.
How does a VICS BOL support shipment traceability in fashion?
VICS BOLs include PO numbers, SKUs, and handling units—making tracking and reconciliation easy for apparel brands and retailers.
What happens if I ship to a retailer without a VICS BOL?
Shipments without a VICS-compliant BOL may be delayed, incur extra fees, or be rejected—leading to missed sales and chargebacks.
Do I need a separate VICS BOL for every shipment?
Yes. Each shipment generally needs its own VICS BOL. Multiple POs may be consolidated on a master BOL if allowed by the retailer.
Is digital VICS BOL submission accepted in fashion?
Many retailers and 3PLs accept digital BOLs from apparel ERP software; always confirm if a signed hard copy is needed.
What’s the best way to ensure my fashion industry BOL is compliant?
Use apparel ERP software like AIMS360, which validates all required fields and automates compliance.
What makes a BOL “VICS-compliant”?
It uses the VICS template and includes all retailer-required fields as per routing guides.
Does AIMS360 apparel ERP software generate a VICS BOL automatically?
Yes! AIMS360 apparel software generates a compliant VICS BOL automatically from your shipment data.
Can I print or export a VICS BOL from AIMS360 fashion ERP software?
Yes, you can preview, print, or export your VICS BOL instantly.
Is the VICS BOL required for EDI shipments?
Yes. Even with EDI, most retailers require a physical or digital VICS BOL with every shipment.
How do supplements and master BOLs work?
Supplements list extra items; master BOLs consolidate multiple shipments or POs.
How do I avoid VICS BOL errors?
Use AIMS360 ERP, which validates all fields before exporting.
Is the VICS BOL accepted by all carriers?
Yes, it is recognized by all major carriers and 3PLs.
Can I brand my VICS BOL?
Yes, AIMS360 apparel software allows for branded, retailer-ready BOLs.
Why Leading Fashion Brands Choose AIMS360 Fashion ERP Software
AIMS360 fashion ERP software:
- Generates retailer-compliant VICS BOLs for every shipment
- Eliminates manual errors and double entry
- Integrates BOLs with pick ticket, Scan & Pack, and warehouse management
- Supports supplements, master BOLs, and branding
- Provides real-time inventory and order management
Ready to streamline your fashion industry BOL workflow?
👉 Schedule a demo to see how AIMS360 apparel ERP software can help you ship faster, smarter, and always in compliance.
