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Shipping Department - Procedures
Invoicing
- “Sign On” in System36.
- Select Order Entry Menu.
- Select Shipping Program.
- From Shipping Resolution screen:
- Verify order has been released from QC department.
- Enter order number (if on credit hold, place on designated shelf).
- Make sure “User Name” matches Picking Ticket.
- Verify / change vent size.
- Read / follow instructions on comment line.
- Press “Enter” to access shipment lines.
- Press “F6” to access line 1.
- Verify / enter serial number.
- Enter sealer tech, lab tech and repair codes (if applicable), press “Enter”.
- Enter shipping cost (after estimating it using Courier Service system).
- Repeat steps for each line until you reach Order Summary screen.
- Press “Enter” to ship order and generate invoice, address label and warranty card if applicable.
- Match invoice, label and card with the appropriate order.
Packing
- Empty contents of bin or tray.
- Make sure invoice matches Picking Ticket.
- Verify all invoiced items are present.
- Read / follow profile instructions on invoice.
- Place casts / impressions in designated bin (if returning, place in clear plastic baggie and ship with order).
- Separate invoice – if “Sold To” address is different than “Ship To” address, mail white copy separately.
- Staple pink copy to Picking Ticket, and place it in invoice tray.
- If vent size is “.100” or “.120”, add one vent plug per aid.
- Choose appropriate packaging options (see Packaging).
- Place items in a shipping box and seal.
- Affix address label and any additional labels required for international shipments:
- Authorized Representative contact information, if shipping custom products to Europe (eg. Acoustic Tech.).
- Authorized Representative CE 0120, if shipping CE marked products to Europe (eg. Acoustic Tech. with CE).
- Authorized Distributor contact information, if shipping products to Canada (eg. Fenton).
- Any other special labels (i.e. promotional)
- Send package to appropriate shipping / staging area.
Courier Service
To Ship Via DHL
- Refer to LIBRA user’s guide for start-up / end of day procedures.
- Shipments with barcoded labels, go to step 7.
- Enter Receiver Key (account number).
- Verify / type receiver’s name and address.
- Enter weight of package and dimensions if applicable.
- Enter Shipper’s Reference (invoice number).
- Scan ZIP code and invoice barcodes.
- Choose Package Type, and default 'Service Level' is Express Shipping (where applicable).
- Choose Special Services if applicable and Billing Option.
- Press F9 to process shipment / print label.
- Affix label to package and take to staging area.
To Ship Via UPS
- Refer to UPS user’s guide for start-up / end of day procedures.
- Enter Customer ID (account number).
- Verify / type receiver’s name and address.
- Choose service level and billing option.
- Enter weight of package and package type.
- Enter reference number (invoice number).
- If Cash-on-Delivery (COD), click options, then COD.
- Enter dollar amount from shipping label.
- Choose “cash only” if applicable.
- If a signature is required click options.
- Choose Delivery Confirmation then signature required.
- Press F10 to process shipment / print label.
- Affix label to package and set package aside for UPS driver.
To Ship Via FedEx
- Fill out FedEx air waybill.
- Enter date of shipment.
- Enter sender’s name and full address.
- Enter recipient’s name and full address.
- Choose service level, package type and billing option.
- Enter weight of package and dimensions if applicable.
- Tear off sender’s copy of waybill and attach to Picking Ticket.
- Place waybill into clear pouch and affix to package.
- Call FedEx and schedule a pick-up. Set package aside for pickup.
To Ship Via USPS Or Pick-Up
To ship via United States Post Office (USPS):
- Place packaged order in designated area or give to Executive Secretary.
International Shipping
Process order:
- Fill out a Commercial Invoice. Also, if shipment is worth $2500 or more, fill out a Shipper’s Export Declaration.
- Make 3 copies of each document.
- Place originals and 2 copies of each inside a clear waybill pouch and affix to package.
- Staple remaining copies to Picking Ticket.
- If USPS:
- Fill out Express Mailing Label and affix to package.
- If shipment weighs more than three pounds (3 lbs), or if you want to insure it, Give package to USPS Executive Secretary or take to post office.
- Fill out Customs CN22 Sender’s Declaration.
- Affix green section to package, and staple white copy to Picking Ticket.
- Fill out Customs Declaration and Dispatch Note, place into clear plastic pouch and affix to outside of package.
- Give package to USPS Executive Secretary or take to post office.
Shipment Traceability
- All orders to be traced must have a tracking number.
- Tracking numbers appear on the shipper’s waybill or on the end of day report.
- Refer to service guide of each carrier service for instructions.
- Contact Customer Service should problems / questions arise.
Documents
All shipping documents referring to shipments released shall be maintained in the daily invoice file.
Casts / Impressions
- If available, silicone casts and / or impressions will be stored in a dated bin for 30 days until they are disposed of.
- Bins are located in a designated area.
Packaging Options
<table>
<tr>
<th>Product</th>
<th>Type</th>
<th>Options</th>
</tr>
<tr>
<td>ITE</td>
<td>ELITE</td>
<td>Add 1 per user. Choose “Logo” or “No Logo”
<ul>
<li>Hearing Instrument(s)</li>
<li>Hard Case</li>
<li>Small Pouch</li>
<li>Wax Brush</li>
<li>Owner’s Manual</li>
<li>Card (logo only)</li>
<li>Test Strip (if applicable)</li>
</ul>
</td>
</tr>
<tr>
<td>ITE</td>
<td>DELUXE</td>
<td>Add 1 per user. Only “Logo” is available
<ul>
<li>Hearing Instrument(s)</li>
<li>Hard Case</li>
<li>Small Pouch</li>
<li>Wax Brush</li>
<li>Owner’s Manual</li>
<li>Card (logo only)</li>
<li>Test Strip (if applicable)</li>
</ul>
</td>
</tr>
<tr>
<td>BTE</td>
<td>368, KA-04A, 400/800 series</td>
<td>Add 1 per aid or user. Choose “Logo” or “No Logo”
<ul>
<li>Hearing Instrument(s)</li>
<li>Large Pouch</li>
<li>Owner’s Manual</li>
</ul>
</td>
</tr>
<tr>
<td>BTE</td>
<td>Stock Canal, Clari-D, EZ Hear</td>
<td>Add 1 per aid or user. Only “Logo” is available
<ul>
<li>Hearing Instrument(s)</li>
<li>Small Pouch</li>
<li>Owner’s Manual</li>
<li>Canal Tips (Stock Canal)</li>
</ul>
</td>
</tr>
<tr>
<td>Repairs, Remakes, Loss and Damage</td>
<td>Any</td>
<td>Use self-seal bubble bag.</td>
</tr>
<tr>
<td>Parts / Supplies</td>
<td>Any</td>
<td>Use enough packing materials to provide sufficient protection.</td>
</tr>
</table>