Logistics Consultant Manual by Kristen Tringali

PROJECT GROUP! LOGISTICS CONSULTANT MANUAL

TABLE OF CONTENTS 1. Part One: Creating a Shipment………………………………………………………………………………………3 a. One Shipment…………………………………………………………………………….………………………3 b. Voiding a Shipment…………………………………………………………………….………………………3 c. International…………………………….……………………………………..…………………………………3 d. Multiple Shipments………………………………………………………………..…………………………..3 e. Freight……………………………………………………………………………..…………………………………4 f.

Messenger……………………………………………………………………..………………………………..…5 i. NYC Area………………………………………………………………………..…………………….…5 ii. Tri-State Area………………………………………………………………………………..……..…5

2. Part Two: Keeping Track of Shipments……………………………………………………………………………5 a. Packing Lists………………………………………………………………………………..…………………..…6 b. Sending Tracking Numbers………………………………………………………………………..…….…6 3. Part Three: Claims Filing…………………………………………………………………………………………………6 4. Appendix………………………………………………………………………………………………………………………..7 a. Table 1: Batch File Fields………………………………………………..……………………………..……7 b. Table 2: Packaging Type Codes………………………………………………..………………….……10 c. Table 3: Service Type Codes………………………………………………..………………………...…10 d. Table 4: Delivery Confirmation Codes………………………………………………..………..……10 e. Client Shipping Accounts………………………………………………..…………………………………11

CREATING A SHIPMENT Our accounts: DOMESTIC – UPS 36Y92W Ashley36Y92W -

INTERNATIONAL - UPS A376A6 taleinyc2010 -

FEDEX 577244529 Ularapala1 -

ONE SHIPMENT 1. 2. 3. 4. 5.

Go to www.ups.com Log in using username Ashley36y92w and password Ulanyc2010 Click the ‘Shipping’ tab and select ‘Create a Shipment’ Fill out the form on this page. Weight is required for each package. In step 5, be as specific as you can and insert this text as a reference. * For USPA shipments, reference #1 MUST be the store number. This information can be found in the telephone spot on the address from the UPS address book.

VOIDING A SHIPMENT If a shipment label is no longer needed, it should be voided out to avoid any unnecessary charges. To do this, go to ups.com, navigate to the ‘Shipping’ menu and select ‘View History’. Select the shipment that you’d like to void and hit ‘Void’ on the upper right hand side of the page. INTERNATIONAL SHIPMENTS International shipments can be created on our normal account, but if Project Group will be held financially responsible, bill to out international account; A376A6. When filling out the commercial invoice, be as specific as possible. Any ambiguities could leave the package delayed. Also, when entering the value, always use at least $1. All international shipments must have three copies of the commercial invoice attached to the package. There are UPS pouches that you can use.

MULTIPLE SHIPMENTS There are two ways to create multiple labels at one time. The first method, through the UPS website, can only be used when you are shipping packages of the same exact stats, i.e. same shipping speed, weight, ship from address, reference numbers, and billing information. The second method allows you to customize each parcel within the distribution list, however, billing and ship from address must remain the same. Batch shipments let you customize almost every other aspect of the package and also include automatic notifications.

ONLINE VIA UPS 1. Log into www.ups.com 2. Navigate to ‘My UPS’  ‘Address Book’  ‘Distribution Lists’  ‘Create a New Distribution List’ 3. Select the addresses from the address book that you would like to include. 4. Click ‘Create a Shipment’ 5. In the Ship To section, scroll to the bottom of the address book and select the distribution list that you just created. BATCH FILE SHIPPING 1. Create your batch file as a regular excel document a. A template for batch files can be found on the server  Logistics  Batch File b. See Table 1 in the Appendix for an explanation of each field within the file c. Save your file in this step as an excel document. It makes it easier to backtrack and find mistakes. 2. Remove all information that is not part of the batch file and save it in a CSV format. 3. Go to www.ups.com and click ‘Create a Shipment’ and then ‘Ship Using a Batch File’ 4. Complete steps 1-3 online and ship

FREIGHT UPS A freight shipment is categorized as a shipment that is over 150lbs or is larger than exceeds 165 inches when length, width, and height are combined. Using UPS is preferable if the client wants to be billed directly for the shipment, but it is usually much more expensive than using a third party forwarder. 1. Gather as much information about the shipment as you can. Class is required for all freight shipments. If you do not have a predefined class, you can calculate it using the weight and dimensions of the package. *To calculate freight class, go to www.freightquote.com and enter in the stats 2. Go to www.ups.com, Click the ‘Shipping’ tab  ‘Create a Shipment’  ‘Freight’ 3. Most of the time, we will be using LTL (less than truckload). Unlike UPS Small Package, Freight LTL does not require an account number to ship. 4. Enter in the information that you collected in step 4. 5. Check all options in section 5 to see if any apply. Make sure the shipper and receiver have a lift gate, if not, be sure to select one during this step. 6. UPS will create a bill of lading for you using the information you submitted. *Be sure to also select the box to create an address label. This label will go directly on the package and will act as a backup in case it gets misrouted.

USING A FORWARDER This option is much more affordable but does not offer tracking. Project Group gets billed for these charges and then in turn must bill the client. Below is the contact for our preferred

carrier, but seeking out new carriers is always encouraged in order to keep prices competitive. Forwarders will do a little more of the work for you when compared to UPS. GLOBAL TRANZ Elvis Espinoza, Leonel Espinoza eespinoza@globaltranz.com, lespinoza.globaltranz@gmail.com 424.292.3537 1. Gather the pickup location, drop off location, shipment commodity (in as much detail as possible), dimensions of the package, and weight. Be sure to include any additional equipment during this step so that the forwarder can quote you accurately. 2. Send these stats to the freight forwarder that you choose. They will create the BOL and send it to you. 3. To track these shipments, you must contact the representative that you placed the order from.

MESSENGER

Using a messenger is the fastest method of shipping, and is used for local jobs. NYC AREA www.supremesystems.com kristen@projectgroupllc.com 1. Log in using the information above. Supreme Systems offers item tracking online, which is an excellent feature for time-sensitive pieces. Enter in the pickup and drop off locations. Only number of pieces is required for messenger packages. *All messenger services ordered after 4 incur a rush fee, so try to avoid this at all costs! 2. Gauge what service is appropriate for the parcel, whether it be a small envelope that a messenger can carry, or a large box that might need a truck. If you are unsure which method to use, call Supreme Systems at 212.268.3350. 3. Enter the job number in the reference section. 4. Create a messenger label for the package(s). This label needs to contain the delivery address. It is also nice to include what is inside the package, although this information is not necessary. 5. Send the messenger label to the pickup location or print it out and attach it to the package. 6. Notify the recipient that a package is on its way TRI-STATE AREA Our preferred carrier is Millennium Dispatch. They can be reached at info@milenniumdispatch.com or 516.883.8301.

KEEPING TRACK OF SHIPMENTS An online spreadsheet has been set up to help the management of tracking numbers. A member of the team must send you the link for access. The sales force team has their own spreadsheets (also online) that must be maintained on a consistent basis. For many of these shipments, you must include the cost of the transit. We organize the jobs we do by job tickets and job numbers. These are the preferred descriptions for packages, and they are required for references. Sometimes, we need to look up a shipment sent moths ago and a title like “Posters” may be quite useless when compared to “Jordache 593 – Posters for New Stores” etc. Signing up for notifications is a crucial step in keeping on top of shipments.

PACKING LISTS For all U.S. Polo orders, a packing list must be included for each job or package. These packing lists must reflect the contents of the box and should be submitted to the vendor as soon as possible to ensure their inclusion within the packages. A header has been created that includes fill ins for store name, store number, received by and employee initials must be included on each packing list. To see examples, check the server.

SENDING TRACKING NUMBERS

All clients expect tracking numbers when their packages are shipped. Send them as soon as they are available, but be sure not to copy the vendor when sending tracking to client!

CLAIMS FILING

You can initiate a claim one of two ways; online, or by phone. Online- ‘Support’  ‘File a Claim’ Phone – Get in touch with UPS customer service and they will initiate the claim for you\ Once a claim has been started, UPS will check their facilities, contact the receiver, and ask you several questions. This process can take up to 8 business days. After UPS has deemed the package missing/damaged, they will send you claim number over the phone and claim forms via e-mail. The claim number is very important, I like to note it on the tracking spreadsheet. You need to use the claim number to submit documents for the claim.

In order to complete these forms for a successful reimbursement, you must acquire as much information as you can to prove the value of the shipment (as long as it is less than the value insured.) *The maximum payout for uninsured packages is $100. Keep this in mind when creating shipments. Follow the instructions on the claim form. I like to include print grids and packing lists along with the original bill. This helps to support and substantiate our claim. Highlight the pertinent information from the bill, print grid, etc. so that it is super easy for the UPS rep to give us the payout that we’re requesting. Once the claim has been approved, we will automatically receive a check. There is no further action required. If the claim has been denied, you have an opportunity to submit additional supporting documents to help substantiate your claim. Sometimes, all it takes is highlighting the important information in the already-submitted documents. Copies of our most recent claims can be found on the server  Logistics  Claims

APPENDIX

Table : Batch File Fields

Field Name

Field Type

Maximum Field Length

Required

Contact Name

Alphanumeric

Company or Name

Alphanumeric

Yes (for an international movement or a UPS Next Day Air Early AM service) Yes

Country

Alphanumeric

Yes

Address 1 Address 2 Address 3 City

Alphanumeric Alphanumeric Alphanumeric Alphanumeric

35 35 35 30

Yes No No Yes

State/Province/Other

Alphanumeric

Conditional

Postal Code

Alphanumeric

Conditional

Telephone

Alphanumeric

Conditional

Extension Residential Indicator E-mail address

Alphanumeric 0/1 Alphanumeric

5 1 50

No No No

Valid Values

Name of recipient (# entered in front of the first field results in an error)

Company or name of recipient Recipient's country. See Country Code table for valid codes. Address 1 for recipient (required) Address 2 for recipient (optional) Address 3 for recipient (optional) Recipient's city Required for certain destination countries. See State/Province code table for valid codes. Required for certain destination countries. Required for international destinations and UPS Next Day Air Early A.M. service. Recipient's telephone extension 1=Residential; 0=Commercial Recipient's e-mail address

Packaging Type

Alphanumeric

Yes

Customs Value

Numeric

Conditional

Weight

Numeric

Conditional

Length

Numeric

Width

Numeric

Height

Numeric

Unit of Measure

LB/KG

Description of Goods

Alphanumeric

Conditional

0/1

Conditional

Declared Value

Numeric

Service

Numeric

Yes

Delivery Confirmation

Alphanumeric

Shipper Release/Deliver Wthout Signature

0/1

Return of Document

0/1

Deliver on Saturday

0/1

UPS Carbon Neutral

0/1

Large Package

0/1

Documents of No Commercial Value GNIFC (Goods not in Free Circulation)

See Packaging Type table for valid codes. Required from US to CA and US to PR movements. Currency defaults to USD. Decimals allowed. Required for a packaging type of Other Packaging = 2. Weights are accepted optionally for a packaging type of Letter/Envelope. Use commas in numeric fields, such as weights (10,0) they would have to encase that field in double quotation marks. Defaults to inches for US/PR; centimeters everywhere else. CA has choice between inches and centimeters. Defaults to inches for US/PR; centimeters everywhere else. CA has choice between inches and centimeters. Defaults to inches for US/PR; centimeters everywhere else. CA has choice between inches and centimeters. Defaults to pounds/lbs. (US/PR) or kilograms/kgs. CA has choice between lbs./kgs. Conditionally required when Ship To/Ship From countries are not the same. Indicates the shipment does not contain any dutiable items. Required for movements within the EU when the goods are dutiable. Must be less than 1000 USD or local equivalent if entered. Denomination will default to the currency of the shipment origin country. UPS's liability for loss or damage to a package. No decimals allowed. See Service table for valid values. See Delivery Confirmation table for valid values. A shipper may request to UPS release a package on the first delivery attempt without a signature. UPS will not be liable to shippers or third parties for any damages arising from the release of the package. (Not supported outside of US) Only used for Poland to Poland movements. Available with select services. Refer to service guide for additional information. Request the option to offset the climate impact of your shipment. Applied when length plus girth (2 * width) + (2* height) combined exceeds 130

Additional Handling

Numeric

Reference 1

Alphanumeric

Reference 2

Alphanumeric

Reference 3

Alphanumeric

E-mail Notification 1 Address

Alphanumeric

E-mail Notification 1 Ship

0/1

E-mail Notification 1 Exception

0/1

E-mail Notification 1 Delivery

0/1

E-mail Notification 2 Address

Alphanumeric

E-mail Notification 2 Ship

0/1

E-mail Notification 2 Exception

0/1

E-mail Notification 2 Delivery

0/1

E-mail Notification 3 Address

Alphanumeric

E-mail Notification 3 Ship

0/1

E-mail Notification 3 Exception

0/1

E-mail Notification 3 Delivery

0/1

E-mail Notification 4 Address

Alphanumeric

E-mail Notification 4 -

0/1

inches, but is less than 165 inches. Surcharge accessed. (Outside of US, large package limit is 419cms.) For US: Applied when an article is encased in an outside shipping container made of metal or wood, packages exceed 70 lbs. or 32 kg., longest side exceeds 150cm. Refer to service guide for additional information. Outside of US: If weight exceeds 32 kg. or the longest side exceeds 150cm then additional handling will be automatically supplied. Used to record information about a package. Used to record information about a package. Only used in UPS CampusShip package level packaging (US, PR, and CA). E-mail address that will receive the specified notification (ship, exception, or delivery). E-mail notification sent when the package is shipped. E-mail notification sent when there has been an exception in delivering the package. E-mail notification sent upon package delivery. E-mail address that will receive the specified notification (ship, exception, or delivery). E-mail notification sent when the package is shipped. E-mail notification sent when there has been an exception in delivering the package. E-mail notification sent upon package delivery. E-mail address that will receive the specified notification (ship, exception, or delivery). E-mail notification sent when the package is shipped. E-mail notification sent when there has been an exception in delivering the package. E-mail notification sent upon package delivery. E-mail address that will receive the specified notification (ship, exception, or delivery). E-mail notification sent when the package

Ship E-mail Notification 4 Exception

0/1

E-mail Notification 4 Delivery

0/1

E-mail Notification 5 Address

Alphanumeric

E-mail Notification 5 Ship

0/1

E-mail Notification 5 Exception

0/1

E-mail Notification 5 Delivery

0/1

E-mail Message

Alphanumeric

150

E-mail Failure Address

Alphanumeric

Location ID

Alphanumeric

Media Type

Alphanumeric

Language

Alphanumeric

Notification Address

Alphanumeric

Failure Address

Alphanumeric

is shipped. E-mail notification sent when there has been an exception in delivering the package. E-mail notification sent upon package delivery. E-mail address that will receive the specified notification (ship, exception, or delivery). E-mail notification sent when the package is shipped. E-mail notification sent when there has been an exception in delivering the package. E-mail notification sent upon package delivery. Additional messaging or special instructions to be provided in the e-mail notification. E-mail address that will receive a notification if the e-mail notification to the recipient failed delivery. Used to provide description of delivery location. See Media Types table for valid values. A list of valid country/language pairs. Default value based on origin/destination of shipment. Email address or mobile number used to receive package notifications. E-mail address that will receive the specified notification (ship, exception, or delivery).

Table : Packaging Type Codes

1=UPS Letter/Envelope 3=UPS Tube 4=UPS PAK S=UPS Express Box (Small) M=UPS Express Box (Medium) L=UPS Express Box (Large)

Packaging Type Codes 21=UPS Box 25=UPS 10 KG Box 24=UPS 25 KG Box 2=Other Packaging 30=Pallet (valid only for PL to PL)

Table : Service Type Codes

14=Next Day Early AM 01=Next Day Air 10

Service Type Codes 54=Express Plus 07=Express

13=Next Day Air Saver 02=2nd Day Air 12=3 Day Select 01=Ground

08=Expedited 11=Standard 65=Express Saver

Table : Delivery Confirmation Codes

Delivery Confirmation Codes S=Signature Required A=Adult Signature Required N=Delivery Confirmation with No Signature V=Verbal Confirmation Table : Customer Shipping Accounts

Company AL&S Bollman Hats Breakwater Fashion to Figure Fit Flop Jambu Johnston & Murphy Jordache Lacoste

Carrier UPS FedEx UPS UPS UPS FedEx UPS UPS UPS

Account Number 2A5874 313989925 WY9357 E5411R 7583WF 010075068 310668 818W94 E778E3

Billing Zip Code -