Inbound Shipment, Packaging, & Labeling Requirements€¦ · 5.3 Labeling, Packaging, or Pallet violations 5.4 ASN specification violations 6.0 Appendix 6.1 856 Ship Notice/Manifest

Manual: 47743, Rev: 2.0

Inbound Shipment, Packaging,

& Labeling Requirements

Ingram Micro Mobility

501 Airtech Parkway

Plainfield, IN 46168

T +800-952-2355

F +317-707-2355

www.ingrammicro.com/mobility

Inbound Shipment, Packaging,

& Labeling Requirements

Ingram Micro Mobility

501 Airtech Parkway

Plainfield, IN 46168

T +800-952-2355

F +317-707-2355

www.ingrammicro.com/mobility

Manual: 47743, Rev: 2.0

2 of 12

Table of Contents

1.0 Introduction 2.0 Inbound Shipping Rules

2.1 General Instruction 2.2 Inbound Scheduling – Expedited and Non-Expedited Shipments 2.3 Small package carrier shipments 2.4 Advanced Shipment Notification (ASN) 2.5 Bills of Lading 2.6 Packing List

3.0 Packaging Requirements 3.1 Interior Packaging Protection 3.2 Unitization 3.3 Carton Packaging 3.4 Serialized Labeling 3.5 Palletizing 3.6 Pallet Selection

4.0 Dangerous Goods Marking and Labeling 4.1 Shipper Responsibility 4.2 Marking and Labeling of dangerous goods 4.3 Example of approved Lithium Battery mark

5.0 General Merchandise Packing and Labeling Violations & Fees 5.1 Scheduling violations 5.2 Packing List or Purchase Order violations 5.3 Labeling, Packaging, or Pallet violations 5.4 ASN specification violations

6.0 Appendix 6.1 856 Ship Notice/Manifest 6.2 Conforming Label & Palletization Examples

Manual: 47743, Rev: 2.0

3 of 12

1.0 Introduction This document describes the required shipment appointment scheduling, ASN guideline, packing and labeling configurations and inbound non-conformance violations for shipments inbound to Ingram Micro Mobility facilities. These facilities currently include:

• Airtech Distribution Center, Plainfield, IN

• Plainfield Distribution Center, Plainfield, IN

• Louisville Distribution Center, Louisville, KY

These requirements are subject to change from time to time.

2.0 Inbound Shipping Rules

2.1 General Instructions 2.1.1 These inbound instructions supersede all previous versions. 2.1.2 Should any questions arise from the use of this guide, please email or call our

Receiving department. 2.1.3 All items, products or otherwise, are to be shipped according to the terms and

conditions of the purchase order or contract that Ingram Micro Mobility or Ingram Micro Mobility’s client has with its Supplier.

2.1.4 Require a 24-hour ASN (Advanced Shipping Notice) on all freight.

2.2 Inbound Scheduling – Expedited and Non-expedited Shipments 2.2.1 All deliveries to Ingram Micro Mobility must have a scheduled delivery

appointment by 4:00 P.M. on the business day prior to the actual delivery being made.

2.2.2 Ingram Micro Mobility’s receiving schedule is made on a first-call/email-first-

served basis. Email is preferred for tracking purposes.

2.2.3 The following information is required for all appointment requests: 2.2.3.1 Carrier Name

2.2.3.2 Ingram Micro Mobility Location

2.2.3.3 Valid Ingram Micro Mobility or Customer Purchase order number(s) or Return Authorization number(s)

2.2.3.4 Number of cartons for each purchase order

2.2.3.5 Total pallets

2.2.3.6 Carrier PRO number and/or shipment number when applicable

2.2.4 The carrier must have a valid Purchase Order number (PO#) or Return

Authorization number (RA#) available in order to be scheduled. The Receiving Coordinator will verify the validity of the PO# at the time of scheduling. 2.2.4.1 If the PO# is invalid: Carrier must call the supplier in question and request valid

PO#.

2.2.5 The freight carrier must contact the Ingram Micro Mobility Facility Inbound

Receiving Coordinator to schedule the appointment. 2.2.5.1 Airtech DC contact number: (800) 952-2355 Ext. 2261

[email protected] 501 Airtech Parkway, Plainfield, IN

2.2.5.2 Louisville DC contact number: (502) 657-2950 [email protected] 6001 Global Distribution Way, Louisville KY

2.2.5.3 Plainfield, AllPoints DC: [email protected] 1451 Allpoints Circle, Plainfield IN

Manual: 47743, Rev: 2.0

4 of 12

2.2.6 Scheduling hours are from 7:00 A.M. to 4:00 P.M. (local time zone), Monday thru Friday except holidays.

2.2.7 Receiving hours are between 6:00 A.M. and 5:00 P.M. (local time zone), Monday

through Friday except holidays. Times depend on location.

2.2.8 Ingram Micro Mobility’s Receiving Department requires a 24-hour ASN (Advanced Shipping Notice) for all freight.

2.2.9 Ingram Micro Mobility may re-schedule any shipments/trailers that arrive without

an approved appointment for the next available time slot in Ingram Micro Mobility’s receiving schedule.

2.2.10 Ingram Micro Mobility reserves the right to refuse shipments/trailers that arrive

unscheduled and/or are more than one hour late. All re-delivery charges associated with a refused delivery will be charged back to the shipper.

2.2.11 The supplier/shipper must advise Ingram Micro Mobility immediately should any

situation arise which will result in a late delivery.

2.3 Small package carrier shipments 2.3.1 Small package carrier (i.e., UPS, DHL, and FedEx) shipments do not require a

delivery appointment. 2.3.2 For shipments in excess of 200 pounds or 20 boxes the products must be

palletized. These shipments will follow the same scheduling procedures as Non-Expedited Ground & Air Freight Scheduling (See Section 3.6.1 for palletization rules).

2.4 Advanced Shipment Notice (ASN)

2.4.1 Inbound ASN’s should be in the standard ANSI X12 format. 2.4.2 Ingram Micro Mobility’s 856 EDI specifications are attached to this document.

(Attached in Section 6.1 (Appendix))

2.4.3 All ASNs must include the following information: 2.4.3.1 Purchase order number

2.4.3.2 Item code

2.4.3.3 Quantity

2.4.3.4 Unique pallet ID

2.4.3.5 Unique carton ID

2.4.3.6 All serial or IMEI/ESN/MSN numbers

2.4.3.7 Sub-locks for handsets

2.4.3.8 Bill of lading

2.4.4 For additional information regarding ASN requirements contact our Information

Technology Dept. at (800) 952-2355.

2.5 Bills of Lading 2.5.1 The Bill of Lading requirements are mandatory. Failure to comply with these

instructions could result in costly delays. 2.5.2 All shipments to Ingram Micro Mobility, regardless of mode or shipping terms

(e.g., FOB shipping point v. destination), must be accompanied by a Bill of Lading.

2.5.3 All the Bills of Lading must include the following information:

Manual: 47743, Rev: 2.0

5 of 12

2.5.3.1 Ingram Micro Mobility Location

2.5.3.2 Point of origin address, city, state, and zip code

2.5.3.3 Destination / Ship To name

2.5.3.4 Destination / Ship To street address, city, state, and zip code

2.5.3.5 Actual ship date

2.5.3.6 Carrier

2.5.3.7 Seal number

2.5.3.8 Total number of cartons, pallets, and gross weight of shipment

2.5.3.9 Product descriptions

2.5.3.10 Ingram Micro Mobility’s PO# (If shipping multiple purchase order numbers together, all numbers must be listed with a carton break down by purchase order).

2.5.3.11 Shipper Load and Count (actual carton quantity and pallet count the carrier picked up from the Ingram Micro Mobility or shipper) printed on the Bill of Lading when a trailer is loaded and sealed without the driver being afforded the opportunity to count or inspect the freight.

2.5.4 Carriers are responsible for the Bill of Lading carton quantities; consequently,

shortages will result in a freight claim against the carrier. However, Ingram Micro Mobility will check for any unit discrepancies received against the packing list.

2.6 Packing List

2.6.1 An accurate and legible packing list must accompany each shipment to Ingram Micro Mobility.

2.6.2 The contents of a carton may only relate to one purchase order.

2.6.3 A packing list may only relate to one purchase order.

2.6.4 The packing list must be placed in a removable envelope or pouch and must be

attached to the outside facing of carton, not on top, located at the tail end of the trailer where possible. The carton with the packing list must be clearly marked “Packing List Enclosed”.

2.6.5 The packing list must match the contents of the shipment.

2.6.6 Packing lists for partial shipments must only list the units shipped. Packing lists

labeled with only “partial shipment” are not acceptable. 2.6.7 For small package carrier deliveries (i.e. UPS, DHL, FedEx), each carton must

have a copy of the complete packing list, detailing the contents of the total shipment.

2.6.8 The packing list must include the following information:

2.6.8.1 Ingram Micro Mobility Location

2.6.8.2 Point of origin address, city, state, and zip code

2.6.8.3 Destination / Ship To name

2.6.8.4 Destination / Ship To street address, city, state, and zip code

2.6.8.5 Ingram Micro Mobility or Customer purchase order number

2.6.8.6 Ingram Micro Mobility or Customer invoice number

2.6.8.7 Routing used on the shipment (carrier name)

2.6.8.8 Product description

2.6.8.9 Model number

2.6.8.10 Quantity shipped per SKU

2.6.8.11 Number of cartons of the total shipment

2.6.8.12 Ingram Micro Mobility Item code

Manual: 47743, Rev: 2.0

6 of 12

3.0 Packing Requirements

3.1 Interior Packaging Protection 3.1.1 All goods must be packaged to conform to good packaging procedures. 3.1.2 Proper and adequate packing material must be used to ensure adequate

protection of product.

3.1.3 Ingram Micro Mobility shall not be responsible for any freight loss and/or damage resulting from poor packaging.

3.2 Unitization

3.2.1 Products must be shipped in a standard master carton. 3.2.2 All pallets received by Ingram Micro Mobility must conform to a standard Unit of

Measure (UOM) and pallet configuration.

3.2.3 Notice of changes made to the standard pallet configuration or UOM must be made one week in advance of receiving shipment; Changes are to be sent to Receiving Coordinator. Ingram Micro Mobility, 501 Airtech Pkwy, Plainfield, IN, 46168 or call (317)707-2261 email [email protected]

3.3 Carton Packing

3.3.1 All items must be packed in conveyable containers of proper strength (see 3.3.5.1).

3.3.2 Do not ship in less than full master cartons. If unavoidable then partial cartons

will only be accepted if it is marked as “partial.” The amount of mixed or partial cartons must be kept to a minimum quantity of cartons for each shipment.

3.3.3 Only one purchase order may be shipped within a carton.

3.3.4 Only one SKU may be shipped per master carton.

3.3.5 Master Cartons cannot exceed the following dimensions:

3.3.5.1 Height no greater than 12 inches, Width no greater than 12 inches and length no greater than 24 inches

3.4 Serialized Labeling

3.4.1 A carton label must be applied to every carton and the label must comply with Ingram Micro Mobility’s current label specifications.

3.4.2 All partial cartons must be marked "Partial Carton" and be taped.

3.4.3 If the required information is preprinted on a carton, then such information does

not need to be duplicated on a carton label but must be readable by barcode scanners. However, all information is required in a preprinted form, carton label or both.

3.4.4 Alphanumeric (serial number barcode); not to exceed 18 characters in length;

uniqueness to include company prefix; code 128 symbology; picket fence format barcode. 3.4.4.1 Serial, ESN, MSN, IMEI (Product serial number, if applicable) – alphanumeric;

picket fence barcode and if applicable a 2D barcode.

3.4.4.2 Master carton quantities

3.4.4.3 Model/description

3.4.4.4 Purchase Order number-optional

Manual: 47743, Rev: 2.0

7 of 12

3.4.4.5 The ASN’s for serialized product can be on each master carton label or one label containing ASN’s for all product on the same pallet; picket fence bar code format.

3.4.4.6 Ingram Micro Item code in human readable and barcoded.

3.4.4.7 For shipments of prepaid cards, SIM cards, or ICCID cards the master carton label must include the ASN’s and serial number range; picket fence bar code format.

3.4.5 The carton ID label for all serialized product should be located on the bottom left

side of the box, and must contain the following: 3.4.5.1 Alphanumeric, not to exceed 20 characters in length, uniqueness to include

company prefix.

3.4.5.2 The Carton ID number must be Code 39 symbology; ladder format barcode

3.4.5.3 Resolution at 15 mils; 20 mils max

3.4.5.4 Width is determined by resolution, which is 15 mils 3.4.5.5 Ladder format barcode positioned at the bottom corner of the left side of the label

3.4.5.6 Minimum white space requirements of ¼ inch starting quiet zone and ¼ inch trailing quiet zone

3.4.5.7 Minimum height must be .5

3.4.5.8 Minimum ANSI grade of “B” is also required

3.4.6 Both requirements (3.4.4 and 3.4.5) should be combined onto one label to

achieve optimum receiving results. For additional barcode information reference the following link. http://www.adams1.com/39code.html

3.5 Palletizing

3.5.1 Products must be palletized. See also Section 6.2 (Appendix) 3.5.2 When palletizing, the preferred method is interlocking layers. Nesting is only

accepted on shipments of serialized product when accompanied by a valid ASN and compliant labels.

3.5.3 Carton Labels including part number, quantity, and serial number (when

applicable) must be facing outward.

3.5.4 When contents of pallet contain loose boxes, the boxes should be secured to the pallet using shrink wrap, stretch wrap, or bands. This secures the weight of the product on the pallet.

3.5.5 All cartons must fit entirely on pallets. No overhang is permitted.

3.5.6 The overall height of the product and pallet combined must not exceed 48”.

3.5.7 Use edge strap guards to prevent banding damage.

3.5.8 Only empty cartons can be nested (stacked in the middle and marked “empty”)

for the purpose of stabilizing the load.

Manual: 47743, Rev: 2.0

8 of 12

3.6 Pallet Selection 3.6.1 Pallet designs must emulate a 40” x 48” GMA Grade “A” pallet with 4-way entry.

PALLET DESCRIPTION

Pallet Dimension 40” x 48” GMA Grade “A” Pallet

Entry 4 way entry

Lumber Specs Hardwood, free of knots, 7 top boards, 5 bottom boards, 3 stringers

Other No protruding nails, missing or broken boards on either side of pallet. No double stringers or patched boards. Solid stringers, free of breaks and cracks.

3.7 Shipping Labels

3.7.1 All shipments must be clearly marked and labeled.

3.7.2 Information on the pallet shipping label for both serialized and non-serialized product must include the following: 3.7.2.1 Ingram Micro Mobility Location

3.7.2.2 Ingram Micro Mobility address

3.7.2.3 PO# /RA#

3.7.2.4 Carton quantity

3.7.2.5 Bill of lading number

3.7.3 With respect to expedited (parcel) shipments (e.g., UPS, FedEx, DHL), each

carton must be marked “Carton X of N”. “X” is the sequential carton number and “N” is the total number of cartons on shipment. All expedited shipments must have a carton label and shipping label on every unit.

4.0 Dangerous Goods Marking and Labeling 4.1 Shipper Responsibility: The shipper is responsible for all necessary marking and labeling of

each package of dangerous goods and each overpack containing dangerous goods, in compliance with all applicable regulations.

4.2 Marking and Labeling of dangerous goods: All marks and labels must conform to standards set out in International Air Transport Association (IATA) Dangerous Goods and U.S. Department of Transportation (DOT) Hazardous Materials regulations.

4.3 Example of approved Lithium Battery mark: when shipments contain UN3480, UN3481, or

UN3091 lithium batteries, the Lithium Battery mark (shown below) should be used no later than 9/1/2017.

Manual: 47743, Rev: 2.0

9 of 12

5.0 General Merchandise Packing and Labeling Violations and Fees Inbound receipts that do not conform to the Inbound specifications will be subject to the below chargebacks. It is critical that Inbound receipts flow smoothly through the receiving process in order to provide efficient service to all of our customers.

Violation Group Violation Category Violation Sub-Category Violation amount

Cost Multiple

5.1 Scheduling Parcel shipment over 200lbs $100 per shipment

Shipment received without scheduled appointment $100 per shipment

Shipment received late (1 hour past scheduled time) $100 per shipment

5.2 Packing List or Purchase

Order

Incorrect, Incomplete, or Non-readable Packing list

No IMM Part # $100 per shipment

No PO # $100 per shipment

No Quantity $100 per shipment

Wrong Quantity $100 per shipment

Multiple POs $100 per shipment

Non-readable Packing List $100 per shipment

No Packing List $100 per shipment

PO # on Packing List is invalid $100 per shipment

5.3 Labeling, Packaging, or

Pallet

Mixed or Partial cartons not labeled as such $10 per carton

Incorrect, Incomplete, or Missing Master Label info

Wrong Format

$10 per carton Wrong Side of carton

No Label

Incorrect info on Label

Unit of Measure different than current UOM $10 per carton

Re-boxing Fee Wrong UOM

$10 per carton Mixed Items

Re-palletizing Fee

Nested

$10 per carton

Mixed

Labels not facing outward

Contents of pallet > 48"H

Pallet is broken

Multiple POs

Over Packed

Pallet is noncompliant

Pallet is Pressboard

$100 per pallet Pallet is broken

Pallet is the wrong size

Pallet is Plastic

5.4 ASN specification

No ASN $100 per pallet

Inaccurate ASN information $100 per pallet

Incomplete, Incorrect, or Missing Pallet IDs $100 per pallet

Manual: 47743, Rev: 2.0

10 of 12

6.0 Appendix 6.1 Ingram Micro Mobility EDI 856 Document

Brightpoint856.doc

6.2 Labeling and Palletization Examples

6.2.1 Master Carton Label Example A-Good

A-1. Label is in correct format A-2. Carton ID is in perpendicular orientation on left side of label and is in ladder format code 39 A-3. All required information is on the label

Manual: 47743, Rev: 2.0

11 of 12

6.2.2 Palletization Example B – Good

Image captured January 2018, example of a conforming pallet B-1. Labels are facing outward on pallet B-2. Cartons are palletized without overhang B-3. Cartons are not nested B-4. Combined height of pallet and cartons does not exceed 48”

Manual: 47743, Rev: 2.0

12 of 12

6.2.3 Palletization Example C – Bad

Image captured January 2018, example of a non-conforming pallet C-1. Labels are not all facing outward on pallet C-2. Cartons are palletized with overhang C-3. Cartons are nested C-4. Combined height of pallet and cartons exceed 48”