Transcript RECEIVING, DELIVERY, & SHIPPING
Central Receiving
100 Dairy Road, Pullman, WA 99164-1120 Phone: 509-335-5575 Fax: 509-335-8578 “WE WORK HARD TO KEEP WSU MOVING” Procurement II
Presentation Overview
About Central Receiving Contact Information Services Delivery of incoming freight Processing of outbound freight Freight Discounting Program Hazardous Materials Order Completion
Mission Statement
Central Receiving supports the University’s teaching, research and outreach mission by providing efficient and cost effective delivery services for all goods moved to, from and between departments on the Pullman campus and other WSU sites around the state.
Where are we ?? 230 SE Dairy Rd
You’ll find us off of Grimes Way on Dairy Road directly behind Facilities Operations. We’re housed in a 8,000 sq. ft. building consisting of the warehouse, a small package sorting area, & two offices.
Questions? Call . . . .
Brady Allen: 335-4529 [email protected]
Auto freight quotes Freight transportation arrangements Auto freight damage claim issues Coordinate delivery of auto freight
Kathy Cuellar: 335-4153 [email protected]
Personnel questions Fiscal matters Small package carrier questions WSU Courier Service issues General Information
Call . . .
Brandy Montgomery: 335-5575 [email protected]
General Information Courier pickup requests Package pickup requests
Doug Cuellar: 335-0177 [email protected]
Call tag package questions Inbound/outbound small package freight questions Coordinate delivery of small package freight
Services
Receipt & delivery of auto and small package freight Pick-up and processing of outbound packages WSU Courier Service Hazmat shipping Freight discounting program
Auto Freight Receipt & Delivery
Receiving hours 7:30am – 3:00pm Consists of freight primarily over 200 pounds.
Delivery arrangements made on a shipment-by-shipment basis. We attempt to deliver freight within 24 hours.
2,813,335 lbs of freight was processed in FY 2010.
Ground Package Receipt & Delivery
Small package carriers are UPS, FedEx Ground, miscellaneous couriers, and vendors.
Carriers deliver ground freight from 8:30am – 2:00pm.
Ground packages are processed the day of receipt and delivered the following morning by 11:30am.
Average of 5,626 ground packages received per month in FY 2010.
Air Package Receipt & Delivery
Small package air carriers include UPS, FedEx Express, and DHL.
Carriers deliver air packages between 9:00am – 11:30am.
Air & perishable packages are processed and delivered the same day.
Average of 1,700 pieces of air freight received per month in the FY 2010..
Delivery Manifest
Deliveries are made to main offices.
Our drivers are required to get a signature & printed name for each delivery.
Signature is for delivery of packages only, not the contents.
You’ve received a package that’s not yours? Call 335-5575-- we’ll pick it up.
There’s
no charge
for picking up misdirected packages.
Pick-up /Processing Outbound Packages
Call 335-5575 to request • Is the shipment is a pick-up of outbound domestic or international packages.
shipment?
Deadline for air packages 1:30pm.
• Will we need a hand truck when we pick up your shipment?
What information do we need when you call?
• Number of pieces being shipped.
• Is the shipment will be shipped air or ground?
• Does your package contain hazardous materials?
Packaging Guidelines
Use a new or “almost new” box. If using a used box, thoroughly mark out any existing labels.
Provide internal protection. Wrap each item separately. Surround each item with at least 2” of cushioning. Place items at least 2” away from the walls of the box.
Close box securely using plastic or nylon reinforced tape to seal.
Label with the receiver’s complete address and zip code.
Do not use a PO box.
If damage occurs in shipment and these guidelines have not been followed, your damage claim will be denied by the carrier.
Addressing Format
WA State University 100 Dairy Road K123456 Pullman, WA 99164-(your dept zip)
OR
Mr. John Doe WA State University Dept of ____________ 100 Dairy Road Pullman, WA 99164-(your dept zip)
Delivery of packages with no delivery information will be delayed or possible returned to the vendor.
Required Documents
Domestic shipment (air & ground) • Shipping label on box • Request for Shipment of Merchandise International shipment
Some international shipments may require additional documentation depending on value of the items being shipping
and the receiving country.
• Shipping label on box • • • • International air bill Commercial Invoice (original + 2 copies) Request for Shipment of Merchandise Questions? Contact a carrier rep.
• • UPS 1-800-782-7892 FedEx 1-800-247-4747
RSM Completion
1)
2) SHIP TO:
Complete ship to address including phone number.
SHIP VIA:
Auto freight – 200 lbs or over.
Ground charges.
– slower service level, less expensive freight Air 1-Day – Next day service. Priority is typically delivered by 10:30am and Standard by 3:00 pm.
Air 2-Day – two day service delivered by 5:00pm on the second business day.
Air 3-Day – delivery by 5:00 on the end of the third business day.
RSM . . . .
Prepaid labels Automatic return service labels provided by the vendor for the return of goods. Can be called ARS, RS, PRP, etc depending on the carrier.
3) BILLING: Prepaid – your department is paying for the freight.
Bill Recipient required.
– the recipient will pay for the freight. Their account number is Auto freight Collect for the freight. No account number is required.
– the recipient will pay
RSM . . . .
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4)
•
5)
6) INSURE?
Carriers automatically insure the first $100 of value Indicate per carton insurance value
HAZARDOUS MATERIAL DESCRIPTION
Complete this section if shipping with dry ice or goods that are considered hazardous. Signature of the person that prepared the package is very important. Central Receiving must be able to verify that the package was prepared by someone that has received the proper training.
AUTHORIZED SIGNATURE, ETC.
Authorized signature required for the payment of freight charges.
Dept & mail code necessary to return pink copy of request.
RSM …….
A request is required for all outbound packages.
The request tells the complete story about your shipment and provides – • Shipping information & method • • • • Tracking purposes Coding for payment of freight Budget reconciliation Documentation in the event of a damage or loss claim • HazMat section is the “flag” for determining if a package contains hazardous materials
C.O.D. Packages
1) 2)
Outbound
Must receive prior approval from recipient to ship.
If a package is refused, your department is still liable for the freight charges.
Inbound For contents & freight purchased on a “F” or “K”:
1) Order number must be listed on the shipping label.
2) 3) Sender must ship with copy of invoice on the outside of the package listing cost of items & freight.
Contact Central Receiving in advance.
C.O.D.
For contents & freight purchased on a blanket:
1) Memo must be provided to Central Receiving in advance listing vendor product, and information and budget coding. Must be signed by someone with signature authority.
2) 3) Sender must ship with a copy of invoice on the outside of the package listing cost of items & freight.
Contact Central Receiving in advance.
Parcel Insurance Plan ‘PIP”
Packages processed by Central Receiving
only
covered by Parcel Insurance Plan.
are Coverage provided at approx. 50% of carrier rates.
UPS & FedEx provide automatic coverage for the first $100 of value. PIP provides additional coverage up to $10,000. Greater than $10,000 value, coverage is provided by carrier up to $50,000.
Always request additional insurance on your Request for Shipment of Merchandise on a
per package basis
.
Also available for incoming and outbound auto freight @ .35 per $100 dollars of value.
1) 2) 3) 4)
Lost or Damaged Small Package Claims
Depending on the situation, file a tracer, notify the carrier, or your vendor immediately when a package is lost or damaged.
Keep all original packaging and paperwork when damage occurs on incoming freight.
For claims on outbound packages, upon receiving carrier’s claim payment covering the first $100, complete and mail a PIP claim form and supporting documents within 60 days.
Contact Kathy at 335-4153 for claim forms or assistance.
Damaged Auto Freight Claims
Uncrate freight immediately upon receipt.
If hidden damage is found, contact Brady Allen at 335-4529 within 10 days.
Retain all packaging materials in case a damage inspection is required.
WSU Courier Service
Overnight service to WSU Vancouver, WSU Tri Cities, WSU Spokane, and ICN.
Call 335-5575 before 12:00 noon for a pick-up unless you have an automatic daily pick-up.
Place documents into any type of secure envelope Affix correct color printed peel-off label for the chosen destination.
• WSU Spokane –
LILAC
• ICN –
BLACK
• Vancouver –
BLUE
• Tri-Cities –
YELLOW
Courier . . . .
Complete the label information, including first and last name of recipient.
Please, no boxes due to weight & size restrictions without prior approval of receiving campus.
No personal material
FedEx Express carries WSU Tri-Cities totes.
UPS Air carries WSU Vancouver totes.
UPS Ground carries WSU Spokane and College of Nursing totes.
Call 335-5575 to request your free color-coded courier labels.
Freight Discounting Program
Current freight discount program began in August 2003 for all WSU departments statewide for inbound and outbound freight.
Program is designed to provide a means to control the cost of inbound and outbound freight.
Carriers & Discounts Offered
• • • • • US Reddaway – 87% discount Oak Harbor Freight – 78% discount SAIA – 77% discount Old Dominion – 79% Fast Way Freight Systems, providing a 78% discount, is a regional carrier acting as a partner with the following carriers: • • • ABF Freight Systems - 75% discount Peninsula Truck Lines - 78% discount Mid-West Motor Express - 70% discount
Freight Discounting Program Managers
Designated by Business Affairs as managers of the program
Central Receiving retains a percentage of discount realized by the department for the value added services
Services Provided
Development of freight contracts, preferred carriers, and pricing agreements Shop for the best rates & provide quotes Make transportation arrangements Provide tracking information Prepare and process damage claims Process payment of invoices Obtain insurance for high value items
$$$$ SAVE $$$$$
Lbs Seattle to WSU 505 Reg $495 MA to WSU 590 $1926 WY to WSU 575 $463 CA to WSU 155 $551 TX to WSU 2,504 $2,221 Program $149 $390 $114 $ 92 $845
How Do I Request a Quote?
1) 2) E-mail Brady Allen at [email protected]
Fax a request to 335-8578 Attn: Brady or 3) Call Brady at 335-4529
What Information Is Required To Get a Quote?
Your name & phone number Address of sender for incoming freight Address of destination for outbound freight Approximate weight, dimensions, & piece count Value Product description Special instructions
HAZMAT What is it?
Hazardous material means a substance or material that the Secretary of Transportation has determined is capable of posing an unreasonable risk to health safety, and property when transported in commerce, and has been designated as hazardous under section 5103 of the Federal hazardous materials transportation law.
Any one shipping a hazardous or dry ice shipment must be trained.
HazMat Contacts
HazMat Program resides with the Office of Research Assurances. For questions about training or to ship a hazardous or dry ice package contact: • Ryan Schwager – 335-4462 or • Mike Kluzik – 335-9553 Central Receiving acts as last check before any package is offered to a carrier.
1) 2) 3) 4) 5) 6) 7) 8) 9)
Functions Requiring HazMat Training are --
Determining hazard class materials Selecting packaging for material Filling packaging with material Securing closures on packaging Marking packaging Labeling packaging Preparing dangerous goods declarations Providing & maintaining dangerous goods emergency response info Reviewing dangerous goods shipping papers for compliance & record keeping retention
WSU Pullman Contacts
Radioactive Materials:
Radiation Safety Office 509-335-8574
Hazardous Waste Materials:
EHSD – 509-335-3041
HazMat/Dry Ice Shipping:
Office of Research Assurances 509-335-4462
Urban Campus Contacts
For all Hazardous Material Concerns:
WSU-TFREC: 509-663-8181 WSU Vancouver: 360-546-9062 WSU Tri-Cities: 509-372-6173 WSU Spokane: 509-358-7505
HazMat Training
For training provided by WSU go to: https://myresearch.wsu.edu
1.
2.
3.
Log in Click on training Choose “Transport and Shipping of Hazardous Materials and Dangerous Goods” training
Completion of Orders
Always search to see if a shipping receipt exists for your purchase order. (SRCPO) Existing shipping receipt 1.
2.
If there is a shipping receipt number, write that number on your packing slip.
Maintain the order receipt (MNTOR). This allows you to add information to the order receipt.
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In the order receipt, place your curser on line following Received: Type in the date. The format must be formatted exactly as the dates above. 00/00/0000.
Type the name of the person signing in the order.
Push F8 to save your information and go to the line items.
Place an X next to the line items to place an X at the bottom of the screen to link all.
Push F8 to link then F8 again to save.
Put in the amount received for each line. Tab between line items.
F8 to save. (DO NOT PUSH ENTER) then F12 to exit.
Answer (Y) if the order is complete or (N) if you want the order to show as partial.
Enter.
You’ll be back at the command line.
Adding A Shipping Receipt
ADDORDPT – Add order receipt from department contact 1.
At the command line type ADDORDPT, enter.
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Type the Purchase Order number, enter.
Type the vendor’s name, tab down to Delvy Cd.
Put in an
O
for other,
V
for vendor or push F6 for the pick list.
Tab to receipted line – type in your name.
Tab to accepted line – type in who accepted or picked up the merchandise.
Tab to received line – type in how you received the information (packing slip, receipt, invoice, etc.) F8 to save.
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Place an X next to the line items you wish to link F8 to link the line items.
F8 again to save.
Put in the amount received for each line. Tab between line items.
F8 to save. (DO NOT PUSH ENTER) F12 to exit Answer (Y) if the order is complete or (N) if you want the order to show as partial and push enter.
Miscellaneous Functions
Exceptions 1.
An exception is a notation you want to make about a line item. With your curser on a chosen line item, push F3. This action will take you to the line item exception screen.
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3.
Put in the quantity affected, tab.
Put in unit of measure (ea, box, etc), tab.
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Put in exception code. Press F6 to bring up a pick list, then tab twice.
Add a comment about your exception.
F8 to save.
F12 to exit. This takes you back to the line items.
F12 to exit.
Deleting a Line Item 1.
If an incorrect line item is linked, it must be deleted. 2.
3.
With your curser on the line item to be deleted, push F2.
Confirm the delete by answering Y or N, enter.
1. If you answer Y, you’ll be taken back to the line items to select the correct one.
2. If you don’t want to delete the line item and answer N, F12 to exit.
Miscellaneous Functions
Voiding an Order Receipt 1.
2.
If a shipping receipt was added in error, it must be voided. Search for the purchase order – SRCPO.
3.
4.
Locate the
order receipt
is located mid-screen.
number and jot it down. The order receipt At the command line, type VOIDOR.
5.
6.
Enter the
order receipt
number, enter.
F8 to void.
7.
Confirm Y or N, enter.
The order receipt will still be available to look at, but will show as V (void) on the Stat Code.
Stat Cd: V
PAPER SYSTEM DEFINITIONS
Frequently Used PAPR Command Query Menu
SRCPO
(search by purchase order) – use to search for a purchase order
SRCCARID SRCVNM
(search by document ID carrier) – Use to search for a shipment by the carrier’s tracking number.
(search by vendor name) – Use to search for a shipment by the vendor’s name.
QRYLITD
(query by line item detail) – Use to see what line items have been received on a purchase order.
Maintenance Menu
ADDORDPT MNTOR
(add order receiving from department contact) - Use to add an order receipt.
(maintain order receipt) – Use to maintain an existing order receipt.
VOIDOR
(void order receipt) – Use to void an order receipt.
Frequently Used Function Keys F2 – to delete F3 – to create an exception F6 – for pick lists F8 – to update F12 – to exit or go to line items Access to PAPR Conversations To get access to PAPR conversations, email Kathy Cuellar at [email protected]
. Please provide your AIS user ID.
FLOW CHART
SRCPO to find Shipping Receipt # If no SR #, then ADDORDPT Type Vendor Name, Dlvy Cd = V, Receipted = whoever signed the document Accepted = you Received = type of document, i.e. Packing List.
If there is a SR#, then write # on packing list.
MNTOR and type/copy SR# PF8 Tab to “Accepted” type today’s date & your name. At “Received” type the date received and the name of the person who signed the document, i.e. packing list. Then PF8.
Mark the items received or, if all items received, tab to bottom & mark ALL PO Line items. Then PF8 twice.
Type the quantity amounts. Then PF8, then PF12, then Y, then Enter.
Central Receiving
“Delivering for You!”
WSU employees attending this session via videoconferencing and who wish to have it documented on their training history must notify Human Resource Services within three days of the session date: