Receiving Guide. How to send products to any Shipwire-enabled Ingram Micro fufillment center

Transcription

1 Receiving Guide How to send products to any Shipwire-enabled Ingram Micro fufillment center

2 What s inside Introduction 03 Before You Ship: Checklist 04 Preparing Your Shipment 07 Packaging 08 Labeling 09 Sending Your Shipment 10 Shipping to a Fulfillment Center 11 Transportation Mode & Carrier Selection 12 Appointment Scheduling 13 Shipping Larger Shipments 14 2

3 Introduction Receiving provides the foundation for all other fulfillment center activities. In order to provide the best experience for your brand, Ingram Micro Commerce & Lifecycle Services utilizes a methodical, repeatable and scalable receiving process. This allows the inbound operation to pre-assign storage locations, make better use of resources and move inventory as efficiently as possible. By following this guide, you will help our operations team meet service levels for your receipts, ship to your end customers faster and avoid unnecessary charges, errors or delays. Who is this Receiving Guide intended for? Operations Managers Business Owners / General Managers Customer Support Managers / Personel 3

4 Before You Ship: Checklist Follow this checklist to make sure your receipts follow our Standard Receiving Guidelines. Unqualified receipts that do not follow the guidelines can incur additional fees and are likely to take longer to be processed and inventoried. If you have further questions, Your checklist Create a Receiving Order (ASN). Ensure receiving will arrive with tracking or Bill of Lading (BOL) information. Properly label and package pallets, cases and units. Products and product counts in receiving must match those listed on the Receiving Order. Inventory must arrive free and clear of customs, duties and tariffs, with correct Importer of Record and Tax ID information. Inventory arrives at warehouse at the prescheduled appointment date/time (varies based on location requirements). 4

5 Preparing Your Shipment Getting ready to send your inventory to Ingram Micro fulfillment centers 5

6 Packaging To help you minimize cost and prevent unnecessary errors and damage, Ingram Micro offers specific guidelines for packaging inventory. All shipments will require a master packing slip. Important packaging instructions Do not shrink wrap, strap, tape or bind boxes together If shipping on a pallet, do not allow boxes to overhang pallet by more than 1 inch (2.5 cm) All pallets must be shrink wrapped Do not use any type of packing peanuts, crinkle wrap or shredded paper Packaging master cases using cartons Cartons are protective packaging used during inbound transit and receiving. Carton requirements are as follows: If contents <70 lbs. (31.75kg), must use double-wall corrugate. If contents >70 lbs. (31.75kg), must use triple-wall corrugate. case Must score a minimum of 200 lb. on the bursting strength* test and 32 on the edge crush test.* All shipments will require a master packing slip. If shipment has multiple Purchase Orders and/or multiple packing slips, a consolidated master packing slip is required. Any carton of two or more mixed individual products should carton include a packing list for that specific carton. These will likely also incur sorting labor fees. *The ability of a carton to withstand pressure is measured by two tests. The bursting strength test measures the force required to rupture or puncture the face of corrugated cardboard and the edge crush test measures the ability of a carton to withstand the pressure of stacking. 6

7 Packaging oversized and heavy items Cartons or individual items greater than 18 in (45.7 cm) in any two measurements (e.g. length and width), and/or with weight greater than 28 lbs (12.7 kg), are considered oversized. >18 in. Oversized cartons or items should be sufficiently packed to withstand pressure incurred during handling. They should be able to sustain being moved or handled with equipment including, but not limited to: forklifts, pallet jacks, clamp trucks, conveyors, hand trucks and sortation equipment. >28 lbs >18 in. oversized item Oversized items may incur additional receiving charges. Please contact our customer success team if you have any concerns or questions about your product. Polybags and soft inner packaging Soft packaging (e.g. plastic polybags) should be used as protection during shipment. Polybags can be used to protect products (e.g. apparel) during storage and outbound shipping to customers. We recommend following these packaging tips: polybag shirt If individual units are not stored inside cases, they should not be exposed in their display boxes. If there is an opening that shows the contents of a package, it should be shielded by clear plastic to protect the product from dust. For apparel, use low-density, recyclable, polyethylene dry cleaning-style bags at least 1 mm in thickness. Contents should be easy to remove from these bags. Plastic bags must comply with all federal, state and local laws. Include a silica gel pack if your product is sensitive to moisture. To ensure that any packaging used for toys is not hazardous to children, do not package toys in bags that stretch to more than 14 in (35.5 cm) in neck circumference, or to more than 23 in (58.4 cm) when the stretched neck circumference and the bag s length are combined. Find more information about packaging in our online Support Center. 7

8 Fragile Products Products or retail packaging susceptible to damage through ordinary handling, shipping or extended storage must be packaged so that they are strong enough to pass a 4 foot (1.2 m) drop test on a hard surface. Passing this test indicates that your products will be able to withstand typical impacts during shipping and handling without breaking. A typical drop test consists of five drops. flat on base flat on top flat on longest side flat on shortest side on a corner 4 ft. If your packaging can protect your product during these tests, it has passed the 4 foot drop test Products must also be able to withstand a Full Minute Vigorous Shaking Test without any of the contents breaking. Defining fragile products When creating a product in your Shipwire Platform account, you must indicate fragile products accordingly. Packaging fragile products When shipping glass, breakable or sharp items, bubble wrap should be used so the product will not break and create a potential safety hazard during storage, shipment preparation or shipment to the customer. Units should be secured in bubble wrap so the unit is not exposed in any way. Do not use any type of packing peanuts, crinkle paper or shredded paper. If the product is fragile or glass: Place or wrap the unit in protective bubble wrap or a protective over box. The unit must be able to pass a drop test on a hard surface without breaking. Ensure barcode is scannable without opening or unwrapping the unit. If the product is sharp: Place or wrap the unit in protective bubble wrap or protective over box so that the packaging completely covers any exposed edges. Ensure barcode is scannable without opening or unwrapping the unit. 8

9 Hazmat products For any products deemed as Hazardous Materials, such as Lithium Ion batteries, flammable products, lighters, nail polish, hand sanitizer, aerosol cans and other products. These products have specific receiving, storage and shipping requirements. Please to understand the requirements in shipping those specific products. Labeling The Shipwire Platform directs you in how to label products when sending them to a fulfillment center. Follow these guidelines to prevent unnecessary errors and delays. We require all pallets, cases and base products to be labeled. Any products that do not comply will be subject to a labeling charge. Labeling shipments Be sure to remove any other shipment labels or markings if reusing boxes. Shipment labels must be consistently placed in a way that is easy to locate visually - either on the top or side of the box. Side placement is preferred. Shipment labels must not be placed on the seam of the box where they can be damaged when box is opened. ASN labels Cases and cartons must have an affixed ASN label or prepaid shipping label attached to them (see examples below). These labels are automatically generated when you create a Receiving Order and should be included on each case or pallet sent to our warehouses. Shipping label generated within the Shipwire Platform Prepaid shipping label ACME, INC CACTUS LN DESSERT, AR case SHIPWIRE DISTRIBUTION WAREHOUSE ROAD ASN# SPRINGFIELD, CA SHIP TO: Acme, Inc. ASN # Warehouse Road Springfield, CA UNITED STATES CA label ASN # TRACKING #: 1A carton 9

10 Ensure your products meet the Acceptable Use Policy Before sending your inventory, review our Acceptable Use Policy. Certain product categories may fall under the Conditional Use category and a few are prohibited. Labeling pallets If you are sending pallets, ensure that each pallet has a label attached (preferably on each side). Labels must include the following: ASN: The Advanced Shipping Notice number generated by The Shipwire Platform after you create your Receiving Order. Include the number of pallets total in this shipment (e.g. Pallet 1 of 4). From: Your company name and address. To: The warehouse destination address. Other Guidelines for labeling pallets Label must be white Minimum font size of 12 pt Minimum label size: 4 in x 6 in (10 cm x 15 cm) Labeling individual base products Individual base products should be labeled, but in certain circumstances that is not feasible. If this applies to your products, contact customercare@ingrammicroservices.com. When you send products, you should not have more than one type of product in a carton or case. The product label should be visible on the outside of the packaging and should not be on the inside a polybag. If your item is too small for a label, it should be placed inside a polybag or box that is big enough for a 2x1 inch ID label or barcode label. You must also affix the base product label on the outside of the case (i.e., the case should be labeled with the case label and the base product label). Other guidelines for labeling all mixed cases Label must be white Minimum font size: 12 pt Minimum label size: 1 in x 0.25 in (2.5 cm x 0.6 cm) Whitespace: 0.2 cm white space around border of label SKU ID Bar code scannable label applied 10

11 Here are some examples of labels that comply with our guidelines: Necessary Data Required EAN / UPC Version A Format UPC Placement Required (See Below) Product Serial Numbers Optional Vendor Part Number Optional Supplier Identification (2V) Optional Manufacturer name, city, state, zip code, country of origin, product name, description, version, platform, media, operating system, etc. 11

12 Unlabeled Product If product arrives unlabeled, we will relabel it in order to ensure a timely placement into stock. Please contact customer support to determine the cost associated with unlabeled product. Remember Every SKU, single, inner and master case MUST have a scannable UPC barcode. If product arrives without proper labeling, please expect delays in receiving for available products. All SKUs, singles included, must include a barcode (no matter how small the product). Any unlabeled items will be labeled at a regional hourly charge based on warehouse location. 12

13 Sending Your Shipment Shipping inventory to an Ingram Micro fulfillment center 13

14 Shipping to a Fulfillment Center Use your preferred carrier to send inventory to Ingram Micro fulfillment centers. When you complete a Receiving Order in your Shipwire Platform account, you will receive an confirmation with an attachment containing a PDF of the shipping label. This label includes the Advanced Shipping Notice number, which must be put on the outside of each of the the boxes, cases or pallets in the shipment. Providing tracking numbers After you ship your inventory and receive a tracking number from your carrier, enter it in your Shipwire Platform account. You can enter the tracking or Bill of Lading (BOL) information in the Receiving Details section of your account. What is a BOL? A Bill of Lading (BOL) is a legal document between the shipper of a product and the carrier. It details the type, quantity and destination of the product being shipped. The BOL also serves as a receipt of shipment when your products are delivered. If you do not have a tracking number when you ship inventory, you can enter it later. To do so, find the receiving in your Shipwire Platform account and edit the Receiving Details section. All inventory sent to Ingram Micro must have valid tracking included at least three days before scheduled arrival. Inventory that arrives at the warehouse unscheduled is considered Nonstandard and may incur Nonstandard Receiving fees. 14

15 Transportation Mode and Carrier Selection A shipment is defined as all packages shipped from one location on one day to a single Ingram Micro facility. Incorrect mode selection and failure to consolidate freight collected shipments are subject to non-compliance charges. Mode Decision Matrix - Small Parcel or LTL/TL Shipment Size Less than 14 Cartons Greater than or equal to 14 Cartons Less than or equal to Small Parcel Max Weight Send Small Parcel Send LTL Great than Small Parcel Max Weight Send LTL or HWA or TL Send LTL or HWA or TL Mode Decision Matrix - LTL or TL Shipment Size Less than or equal to Pallet Max Greater than LTL Pallet Max Greater than Small Parcel Max Weight Send LTL Send TL Less than or equal to LTL Max Weight Great than Small Parcel Max Weight Send LTL or HWA or TL Send LTL or HWA or TL 15

16 Small Parcel Shipments Appropriate markings on each carton Properly packaged to avoid damage Reference the Ingram Micro ASN # in the correct manifest field: For UPS: Package Reference No. 1 For FedEx: ASN Reference LTL or TL Shipments Palletized shipments must be shipped on 40 in x 48 in - GMA grade A or B pallets Corner boards and proper shrink wrap must be used Appropriate markings on each carton and pallet as well as pallet build requirements UPC/Barcode Properly packaged Properly shrink wrapped No overhang The Ingram Micro ASN # should be included on the BOL 16

17 Appointment Scheduling When sending shipments, please note specifics around scheduling an appointment based on the location you are shipping to. Each location varies, so review the table below to understand requirements, forms and any additional information needed for appointment scheduling. Appointment and Scheduling Details Appointments are only held for 15 minutes or 30 minutes, site dependent. A new appointment will be required should an appointment be missed. Hazardous Materials must be noted prior to delivery appointment being scheduled Dangerous Goods must be noted prior to delivery appointment being scheduled. These include: Damages Tampered packages Unsafe loads If any portion of the shipment (ASN/PO) will be unavailable on the ship date, please call or us ahead of time. Any floor loaded containers also require appointments following the appointment scheduling process by facility below Facility Nuances Canadian Facilities When shipping into a Canada location, merchants are required to complete a Request for Delivery Appointment (RDA) form. Click here to download the form. This form must be ed to the Receiving Appointment Desk ( address in chart below) 3 days before the requested delivery date. To avoid delays shipping into Canada locations: Complete the RDA form and to the address listed below for the corresponding Canadian facility Include the ASN # on the RDA form All appointment requests must be submitted by 3:30PM local time. Requests sent after this time will be responded to next business day. 1 RDA per Ship Date 17

18 We do our best to ensure that we provide a delivery appointment within 48 hours of the RDA request and all shipments are received and put away within 3 days of receiving the ASN. If you desire a specific date, please contact us 6 business days prior to the Ship Date. Click here for the Canadian RDA Form. Tilburg, NLD Facility For our Tilburg, NLD facility you must fill out a notification sheet listed here along with your shipment. Daventry, GBR Facility In addition to the information below, the following information must be provided for appointment scheduling. The following information must be communicated to us before a slot and reference number is issued. Information on the vendor delivering the product (if applicable) Details of the Carrier/Haulage company being used to deliver Your full contact details in case of any issues Total pallets to deliver Total product lines to deliver Ingram Micro UK s purchase orders being delivered The following information must then be declared on arrival before admittance to site Booking in reference number Booking slot time Number of pallets Declaration that no goods on board are covered under the COSHH regulations Shenzhen, CHN Facility Any parcel, courier or customer returns are not allowed to be shipped to the Shenzhen facility directly. Instead, these shipments must be sent to Ingram Micro Hong Kong with daily service to the Shenzhen location. Those shipments should be sent to the following address and require an inbound delivery appointment. Address 1: 3/F, Goldlion Holdings Centre Address 2: Yuen Shun Circuit City: Siu Lek Yuen, Shatin Region: NT Country: Hong Kong 9:00 AM to 1:00 PM and 2:00 PM to 5:30 PM Monday - Friday Tel Whreceiving.hk@ingrammicro.com 18

19 One or More Pallets Location Max Pallet Height Scheduling Hours (in Local Time) / Contact Information Mira Loma Micro Drive Mira Loma, CA inches or 1.82 meters 6:00 AM to 2:30 PM Monday - Friday Tel branch10.inboundscheduling@ingrammicro.com Tilburg, NLD Gesworenhoekseweg 11 - Door C and D Tilburg, North Brabant 5047 TM 70 inches or 1.8 meters 6:00 AM to 4:00 PM Monday - Friday Tel. +31(0) Note: Scheduling by only. cfs.preadvice@ingrammicro.com Eastern Creek, AUS 2-4 Interchange Drive Eastern Creek NSW, inches or 1.4 meters 6:00 AM to 2:00 PM Monday - Friday Tel: ext interchange.timeslot@ingrammicro.com Receiving Supervisor: Joanna.De Silva@ingrammicro.com (Escalations) Tel: Note* Scheduling via only All pallet appointments must be made 48 hours in advance Daventry, GBR Nasmyth Road, Daventry, NN11 8 NF 70 inches or 1.8 meters 7:00 AM to 1:00 PM Monday - Friday Tel: Receiving Supervisor: Gabriella Prochowicz Gabriella.prochowicz@ingrammicro.com Note* Carrier must call or WH to schedule a delivery slot. Please be prepared with the ASN # and delivery volume when placing a call. 19

20 Three or More Pallets Location Max Pallet Height Scheduling Hours (in Local Time) / Contact Information Mississauga, CAN 88 Foster Crescent Door #100 Mississauga, ON 72 inches or 1.82 meters 6:00 AM to 3:00 PM Monday - Friday Tel: ext toronto.receiving@ingrammicro.ca Click here for the Canadian RDA Form Canada L5R 4A2 Note* Provide valid ASN # for the shipment on RDA form and Delivery Documents to book appointment Richmond, CAN 7451 Nelson Road Door #22 Richmond, DC, Canada V6W 1L7 72 inches or 1.82 meters 6:00 AM to 2:00 PM Monday - Friday Tel: ext (Scheduling office) MOB PH vancouver.receiving@ingrammicro.ca Click here for the Canadian RDA Form Note* Provide valid ASN # for the shipment on RDA form and Delivery Documents to book appointment Eight or More Pallets Location Max Pallet Height Scheduling Hours (in Local Time) / Contact Information Carol Stream, IL 415 East Lies Road Carol Stream, IL inches or 1.82 meters 7:00 AM to 2:00 PM Monday - Friday Tel: ext ussa-uscsinsched@ingrammicro.com New Lenox, IL 2301 Ellis Court Suite B New Lenox, IL inches or 1.82 meters 8:00 AM to 12:00 PM Monday - Friday Tel: cduby@nglog.com 20

21 Eight or More Pallets continued... Location Max Pallet Height Scheduling Hours (in Local Time) / Contact Information Lancaster, PA 700 Indian Springs Dr Lancaster, PA inches or 1.82 meters 7:00 AM to 3:00 PM Monday - Friday Tel: robert.witmer@jaygroup.com Jonestown, PA 80 Micro Drive Jonestown, PA inches or 1.82 meters 8:00 AM to 2:30 PM Monday - Friday Tel: None - all scheduling done via usjtinboundscheduling@ingrammicro.com Millington, TN 3820 Micro Drive Millington, TN inches or 1.82 meters 5:00 AM to 1:00 PM Monday - Friday Tel: usml.scheduling@ingrammicro.com Redlands, CA 1651 California Street Suite A Redlands, CA inches or 1.82 meters 8:00 AM to 4:00 PM Monday - Friday Tel: ext Jessica.Lagos@performanceteam.net sw_inbound@performanceteam.net Note* Reference Ingram Micro or Gate C Request appointment at least 2 business days prior to desired delivery date. Provide ASN # and Carton/Pallet count Carrollton, TX 1809 Frankford Suite 100 Carrollton, TX inches or 1.82 meters 7:00 AM to 2:00 PM Monday - Friday Tel. None - all scheduling done via usdainsched@ingrammicro.com Laughton-Lewes, GBR Units 8, 9, 10 Parkside Shortgate Lane 78 inches or 1.98 meters 9:00 AM to 4:00 PM Monday - Friday Tel. +44(0) shipwire@afm.ltd.uk Laughton, Lewes, East Sussex, BN8 6DG, United Kingdom Note* Carrier must call or WH to schedule a delivery slot. Please be prepared with the ASN # and delivery volume when placing a call. 21

22 Eight or More Pallets continued... Location Max Pallet Height Scheduling Hours (in Local Time) / Contact Information Tin Shui Wai, HKG Lot DD125, Ping Ha Road, Lau Fau Shan Tin Shui Wai, New 55 inches or 1.4 meters 9:00 AM to 12:00 PM and 1:00 PM to 3:00 PM Monday - Friday Tel klhk.project.shipwire@kerrylogistics.com Territories, Hong Kong Note* All pallet appointments must be made 48 hours in advance All Freight Shipments Location Max Pallet Height Scheduling Hours (in Local Time) / Contact Information Shenzhen, CHN Address 1: 305, Qianhaiwan Free Trade Port Address 2: 55 inches or 1.4 meters 8:00 AM to 12:00 PM and 1:30 5:30 PM Monday - Friday (Saturday and other times by appointment only) Tel: ext transport.cnsz@ingrammicro.com 53 Linhai Road Nanshan District, Shenzhen Postal: Country: China Note* Required for ALL ASN Freight shipments Any postal, courier or customer returns to Shenzhen must be shipped to Ingram Micro Hong Kong (address listed on page 18). Address 1: 前海湾保税港区, 招商 305 仓库 Address 2: 临海大道 53 号 City: 深圳市, 南山区 Postal: Country: 中国 22

23 Shipping Larger Shipments Some of our fulfillment centers require you to schedule delivery windows for inbound inventory. For all facilities, carriers should prepare an containing the following information (include ASN # in the subject line): 1. Name, Company/Carrier, Fax/Phone Numbers 2. Requested Delivery Date & Time (including later dates) 3. ASN Number(s) 4. BOL/PRO Numbers 5. Seal # (if applicable) 6. Carton & Pallet Count (Must be accurate in order for warehouse to allot time for appointments and labor for receiving) 7. Container Number and size: [specify] 8. Floor loaded or palletized: [specify] 9. must be received by 2pm local warehouse time for next day consideration but 48 hours or more is preferred Failure to include all of the above may result in appointment confirmation delays. Merchant or carrier will receive a message from the facility confirming the appointment date/time. It should not assume that the appointment date/time requested is booked until they receive confirmation. If you do not receive a response within 24 hours of requesting an appointment, please contact your customer success representative or customercare@ingrammicroservices.com. International Receiving If you are importing inventory, you need to clear customs and pay taxes and duties on inventory. To satisfy documentation requirements for a received shipment, you must provide the correct Importer of Record and Tax ID information and the receiving must arrive at the warehouse free of customs, duties and tariffs. Failure to meet these requirements many result in inventory being denied and or additional fees charged. 23

24 Floor Loaded Containers Floor loading is a method of loading containers where goods are loaded directly on the floor rather than using pallets. It provides the greatest opportunity for using the full carrying capacity of the truck, but tends to be more labor intensive and will likely incur Nonstandard Receiving labor fees. Floor loaded containers are required to have an appointment scheduled for receiving. Importer of Record (Only Required for Importing) The merchant must be listed as the Merchant of Record, Importer of Record or Owner of Record. Ingram Micro cannot be listed in these records. Federal Tax ID (Employer Identification Number) Please make sure you have a Tax ID for the local jurisdiction you are importing into. We offer several guides to help you establish a Tax ID. Using Customs Brokers for International Shipping It is recommended that you work with a customs broker to import inventory to minimize delays. Customs brokers will help you clear customs and meet international importing regulations. Customs on Imported Goods For customs and duties on imported goods, you must be the ultimate consignee and take responsibility for merchandise clearing customs. If you are not shipping the merchandise directly to Ingram Micro, be sure the shipper lists you as being responsible for customs duties. Merchandise we receive must be clear of customs duties in order to qualify for Standard Receiving. If you have any additional questions on Receiving Requirements, please contact our Customer Success team. CUSTOMERCARE@INGRAMMMICROSERVICES.COM 24

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