Receiving Guide - Shipwire · 2020-02-27 · Preparing Your Shipment ... Shipping Insurance ..... 21 Ensuring Standard Receiving ... 4 Receiving Guide Copright Shipwire Inc. Preparing

Receiving GuideHow to send products to any Shipwire warehouse

V09.25.12.03g | Copyright © 2004-2015 Shipwire, Inc.

ContentsIntroduction ...................................................................................................................3

Before You Ship: Checklist ...........................................................................................4

Preparing Your Shipment .........................................................................................................5

Packaging .................................................................................................................................6

Fragile Products .....................................................................................................................9

Labeling .................................................................................................................................10

Sending Your Shipment .........................................................................................................15

Shipping to the Warehouse ...........................................................................................16

Scheduling for Larger Shipments ................................................................................18

International Receiving ...................................................................................................19

Shipping Insurance ...........................................................................................................21

Ensuring Standard Receiving ...............................................................................................22

Standard Receiving Guidelines ....................................................................................23

IntroductionIn logistics, receiving provides the setup for all other warehouse activities, so problems related to receiving affect the entire operation. In order to provide the best experience for your brand, Shipwire utilizes a methodical, repeatable, and scalable receiving process that is constantly being refined. 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 Shipwire provide expedited service levels for your receivings, be able to ship to customers quicker, and will avoid unnecessary charges, errors, and delays.

Who is this intended for?

• Operations Managers

• Business Owners / General Managers

• Customer Support Managers / Personnel

3 Copyright © 2004-2015 Shipwire, Inc.| Receiving Guide

Before You Ship: ChecklistFollow this checklist to make sure your receivings follow our Standard Receiving Guidelines.

If you have further questions, contact Shipwire Care by sending an email to [email protected].

Shipwire Standard Receiving Standard Receivings are receivings that follow the best practices outlined in this guide. Non-Standard Receivings can incur additional fees and are likely to take longer to be processed and inventoried. You can learn more about Standard Receiving on Page 23.

Your checklist

Create a Receiving Order (ASN)

Ensure receiving will arrive with tracking or Bill of Lading (BOL) informatio n

Properly label and package pallets, cases, and units

Products and product counts in receiving must match those listed on the Receiving Order (ASN)

Receiving must arrive free and clear of customs, duties, and tariffs, with correct Importer of Record & Tax ID information

Receiving arrives at warehouse at the pre-scheduled appointment date/time (if more than 8 pallets)


Preparing Your Shipment Getting ready to send your inventory to Shipwire warehouses

PackagingTo help you minimize cost and prevent unnecessary errors and damage, Shipwire offers specific guidelines about how your goods should be packaged when sent to our warehouses.

Packaging Master Cases using CartonsCartons are protective packaging used during inbound transit and the receiving process at Shipwire warehouses. Cartons and other packaging must sufficiently protect your product from damage during transit and receiving.

• If contents <70 lbs. (31.75kg), must use double-wall corrugate.

• If contents >70 lbs. (31.75kg), must use triple-wall corrugate.

• Must score a minimum of 200 lb. on the bursting strength test and 32 ECT on the edge crush test.

• Any carton of 2 or more mixed individual products should include a packing list for that specific carton.

Bursting Strength and Edge Crush Test 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.


Polybags and Soft Inner PackagingSoft packaging, such as plastic polybags, should be used as protection during shipment. Polybags can be used to protect products (i.e. apparel) during storage and outbound shipping to customers.

• For apparel, use low-density, recyclable, polyethylene dry-cleaning-style bags at least 1mm in thickness. Contents should be easy to remove from these bags.

• Plastic bags used for products sent to Shipwire warehouses 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“ (35.5cm) in neck circumference, or to more than 23” (58.4cm) when the stretched neck circumference and the bag’s length are combined.

Hints for Successful PackagingIf individual units are not stored inside cases, they should not be exposed in their display box. If there is an opening that shows the contents of the package, it should be shielded by clear plastic. This protects from dust and provides a better experience for your customer.


Packaging Oversized and/or Heavy Individually Packed ItemsCartons or individual items larger than 18” (45.7 cm) in any two dimensions (i.e. length and width), and/or with weight greater than 28 lbs (12.7 kg), are considered oversized.

Oversized cartons or items should be sufficiently packed to withstand pressure incurred through the normal course of handling heavier items. These items 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.

Oversized items may incur additional receiving charges. Please contact our customer care team if you have any concerns or questions about your product.


Fragile ProductsProducts or packaging susceptible to damage through ordinary handling or extended storage must be able to pass a 4-foot drop test onto a hard surface without the product breaking.

Performing this test on your packaging ensures that your products will be able to withstand typical impacts during shipping and handling. 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

If your packaging can safely withstand these tests, it has passed the 4-foot drop test and can be used to safely ship your products.

Any shippable product must also be able to withstand a full minute vigorous shaking test (FMVS) without any of the contents breaking.

Need more details about packaging guidelines?

Learn more at shipwire.com/w/support/packaging-best-practices/

Defining Your ProductsWhen adding product definitions to your Shipwire account, you must define fragile products by clicking the Fragile check box.


LabelingShipwire provides specific guidelines about to label goods when sending to our warehouses. Follow these guidelines to prevent unnecessary errors and delays.

ASN LabelsWhen sending to our warehouses, cases and cartons containing your products must have an affixed ASN label or pre-paid shipping label (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.

Before labeling, check that you’ve configured your products correctly

Learn more at shipwire.com/w/support/configure-products

Pre-paid shipping labelShipwire shipping label

Ensure your products meet the Acceptable Use Policy

Before sending your inventory, review the Shipwire Acceptable Use Policy. While nearly all product types are acceptable, some are prohibited (i.e. firearms and tobacco). Others, such as perfumes and temperature-sensitive products, may fall under the conditional use category.

Learn more at shipwire.com/w/support/use


Labeling PalletsIf you are sending a receiving as one or multiple pallets of goods, ensure that each pallet has a label attached. Labels must comply with the following formatting guidelines:

1. ASN: Include the Advaned Shipping Notice (ASN) number provided by Shipwire after you create your Receiving Order. Include the number of pallets total in this shipment (i.e. “Pallet 1 of 4”).

2. From: Your company name and address.3. To: The warehouse destination address. Your company name

must be listed as the recipient.

Other Guidelines for PalletsRequired on all pallets received by the warehouse:

• Label must be white• Minimum font size of 12pt• Minimum label size must be 4” x 6” (10cm x 15cm)


Labeling Master CasesAll Master Cases received by our warehouses must comply with the following labeling guidelines:

Barcodes Barcodes can be placed on labels but are not required.

1. From: Your company name and address.2. To: The warehouse destination address. Your company name

must be listed as the recipient.3. ASN: Include the Advanced Shipping Notice (ASN) number

provided by Shipwire after you create your Receiving Order.4. Case contents: Include the case SKU as well as any unit SKUs

it contains (i.e. qty x SKU name).

Other Guidelines for CasesRequired on all cases received by the warehouse:• Label must be white• Minimum font size must be 12pt• Minimum label size must be 4” x 6” (10cm x 15cm)


Labeling Mixed CasesIf you are sending a case containing mixed base products or inner packs, but do not want it to be inventoried as a master case, do not give it a SKU. Instead, the label should include the From and To fields (see page 12), as well as a list of the SKUs (and their quantities) that the case contains:

Other Guidelines for Mixed CasesRequired on all mixed cases received by the warehouse:

• Label must be white• Minimum font size of 12pt• Minimum label size must be 4” x 6” (10cm x 15cm)


Labeling Individual Base ProductsIndividual base products should be labeled, but in certain circumstances that is not feasible. If this applies to you, let us know by contacting Care at [email protected].

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. Do not include labels on the inside of the product (i.e. inside a polybag). If your item is too small for a label, you must ensure the case label containing the base product discloses its contents. You must also affix the base product label on the outside of the case (so the case should be labeled with the case label and the base product label).

Other Guidelines for Individual Base ProductsRequired on all pallets received by the warehouse:

• Label must be white• Minimum font size of 12pt• Minimum label size must be 1” x 1/4” (2.5cm x 0.6cm)• Minimum label size must be 1/16” (0.2cm) white space

around border• Barcode is optional, but recommended


Sending Your Shipment Shipping your inventory to Shipwire warehouses

Shipping to the Warehouse When inventory is ready to send, ship it to the desired Shipwire warehouse using your preferred carrier or other shipping method.

When you complete a Receiving Order in your Shipwire account, you will receive an email confirmation with an attachment containing a PDF of the label. This label includes the Advanced Shipping Notice (ASN) number, which must be put on the outside of each of the the boxes, cases, or pallets in the shipment.

Providing Tracking NumbersAfter you ship your package and receive a tracking number from your carrier, enter it in your Shipwire account. You can enter the tracking or BOL information in the Receiving Details section of the Receiving Order:

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 to the warehouse.


If you do not have a tracking number when you ship inventory, you can enter it later when it is available. To do so, find the receiving in your Shipwire account and edit the Receiving Details section.

All inventory sent to Shipwire must have valid tracking included at least 3 days before its scheduled arrival. Inventory that arrives at the warehouse unexpected or unscheduled is considered Non-Standard and may incur Non-Standard Receiving fees.

Non-Standard Receiving For details about Standard and Non-Standard Receiving, see Page 23.


Scheduling for Larger ShipmentsIf you are sending 8 or more pallets (512 cu.ft.) to Shipwire on a single ASN number, you must schedule a delivery window. Please have your shipper call 888-SHIPWIRE (888-744-7947) between 9am-5pm Pacific Time Monday through Friday. If calling outside of business hours, leave a message and include the following details:

• ASN number• Destination warehouse city• Carrier name• Carrier contact name and phone number• Number of pallets or indication of floor loading

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 utilizing the full cube of the truck, but tends to be more labor intensive and may therefore incur Non-Standard Receiving charges.

Palletized Load ContainerFloor Loaded Container


International ReceivingIf you are importing inventory into the US, Canada, Hong Kong, or the UK as a merchant, 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 and clear of customs, duties, and tariffs.

Customs, duties, and taxes on receivings

All inventory being received by Shipwire warehouses must arrive free

and clear of customs, duties, and tariffs to comply with Standard

Receiving guidelines. Inventory with associated customs, duties, tariffs,

or other charges will either be denied or will incur receiving fees.

Importer of Record (Only Required for Importing)The merchant must be listed as the Merchant of Record, Importer of Record, or Owner of Record. Shipwire cannot be listed in these records.

Federal Tax ID (AKA Employer Identification Number)Please make sure you have a Tax ID for the local jurisdiction you are importing into. Shipwire provides several guides to help you establish a Tax ID (see below).


Using Customs Brokers for International ShippingIt is highly recommended that you work with a customs broker to import your product with minimal delays or hassles. Customs brokers will help you with clearing customs and meeting international importing regulations for your products.

Customs on Imported GoodsFor 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 Shipwire, be sure the shipper denotes you as being responsible for customs duties. Merchandise we receive must be free and clear of customs duties in order to be cosidered Standard Receiving.

US Importing Guide

Read at shipwire.com/w/support/us-import

UK Importing Guide

Read at shipwire.com/w/support/uk-import

Canada Importing Guide

Read at shipwire.com/w/support/canada-import

Hong Kong Importing Guide

Read at shipwire.com/w/support/hong-kong-import


Shipping InsuranceWhile there is a strong focus on accuracy and efficiency among carriers, manufacturers, and others in the supply chain, sometimes the unexpected occurs. To protect your inventory and your business, insurance is a must. Inbound shipping insurance covers your inventory from loss, damage, or theft while in transit from the shipping source to the Shipwire warehouse. In the event of a receiving discrepancy (i.e. variance between the amount of products expected and actually received), inbound shipping insurance will protect your business. You can enable insurance and file claims within your Shipwire account:

Insuring Your ProductsThere are three kinds of insurance you should use to protect your product at various stages: inbound, storage, and outbound.

Inbound Shipping InsuranceThis insurance covers inventory when it is being shipped from your manufacturer or yourself to a Shipwire warehouse. It covers unexpected mishaps during shipping, as well as variances in receiving counts.

Inventory InsuranceInventory insurance protects your stored inventory from loss, damage, or theft.

Outbound Shipping InsuranceInsuring your outbound shipments to customers protects you from loss or damage during transit from the warehouse to your customer’s doorstep.


Ensuring Standard Receiving Follow these guidelines to ensure your receiving meets Shipwire standards

Standard Receiving GuidelinesAll Shipwire receivings must follow Standard Receiving guidelines. Following these guidelines will ensure optimized processing for your inventory.

A Standard Receiving is a receiving that meets guidelines listed below, and requires less than an hour to unload.

A Non-Standard Receiving is a receiving that either does not meet the guidelines below, and requires more than an hour to unload.

To be considered Standard, a receiving must:

Your checklist

Have a Receiving Order (ASN) created for it

Arrive with tracking or Bill of Lading information

Arrive properly labeled and packaged

Arrive with the products and product counts listed on the Receiving Order (ASN)

Arrive free and clear of customs, duties, and tariffs, with correct Importer of Record & Tax ID information

Arrive at the pre-scheduled appointment date/time (if more than 8 pallets)


Receivings that do not follow these guidelines will incur the following additional costs, depending on the level of complexity of the receiving:

Receiving Type Timeline Fee

Follows guidelines 2-5 business days $0

Does NOT follow guidlines 2-10 business days assessed on incremental work


Documents

Receiving Guide - Shipwire · 2020-02-27 · Preparing Your Shipment ... Shipping Insurance ..... 21 Ensuring Standard Receiving ... 4 Receiving Guide Copright Shipwire Inc. Preparing