Vendor Relations

The purpose of this document is to encourage your adherence to standard industry procedures and protocols that will enhance our efficiencies in receiving, warehousing and order fulfillment services. Our plan requires clear communication regarding item identification allowing OSP to process incoming receipts in a timely and cost-effective manner. The OSP purchase order, shipping documentation, unit of issue, packaging and carton labeling each have a vital role in the warehouse guidelines. Please take time to review the guidelines outlined below.

Optimum System Products WAREHOUSE GUIDELINES
The key information on shipping documents such as Bill of Ladings and Packing Slips required are as follows:

OSP P.O. number
OSP customer name
Customer P.O. number, if available
Item number
Item Description
Number of packages of each item
Quantity per package for each item
Total “EACH” quantity for each item
Total number of pallets in the shipment
Total number of cartons “packages” on each pallet and in total for the shipment
Description of contents (e.g. printed materials, catalogs, etc.)

Bill of Lading or equivalent document or shipping label is required on all shipments. This allows OSP to quickly verify what is being received and should contain the above referenced information.

Packing Slips serve as a manifest detailing each individual carton(s) or pallet(s) and should contain the above information for OSP to accurately and efficiently receive shipments. This document should be attached securely to the outside of the shipment in a protective pouch or placed in the interior of a carton within the shipment and clearly labeled – “PACKING SLIP ENCLOSED”. If the load is palletized this carton must be on the top layer and outside of the palletized load.

Carton/Pallet Labeling
Label each carton in the shipment clearly and accurately with the customer item number and the number of units per carton. If possible, put different item numbers in separate cartons – do not mix different items in same carton.
When palletizing freight for shipment, label each pallet with a pallet tag identifying the items and quantities, as well as the OSP P.O. number.

Packaging Requirements
Package only one SKU per carton. Individual item cartons for different SKUs may be packed within a larger overwrap carton only if the overwrap carton clearly states “MIXED CARTON” on at least three sides on the overwrap carton. State “MIXED CARTON” on the packing slip too. Packaging must be received in ship-ready packaging for all forms, apparel and promotional products.

Promotional Products – will be prepackaged in unit of issue so that additional packing and handling is not required during the picking process. Example; Mugs are in boxes of 6 with bubble wrapping around each mug: key chains in packs of 25. This will also reduce shipping damage.

Palletizing
Use standard 48”x 40”x 48” pallets. Load height should not exceed 48”. Exceptions to 48” load height may incur additional costs.

Receiving Requirements
Products are subject to random sampling counts to verify accuracy of received quantities. Standard 10% sample Count or Weight count will be utilized for receiving count confirmation. Products delivered with violations to the above referenced OSP Warehouse Guidelines, damaged products, products not clearly labeled, or shipments with other discrepancies will not be received in and invoices will not be paid until standards are corrected.

OSP has normal receiving hours from 8:00am to 4:00pm local standard time. If you have a full trailer load shipment, please call John Handley at 800.869.0632, at least 24 hours prior to delivery to make a delivery appointment.

Please pay close attention to “SHIP TO” addressing.
Misrouting causes delays, additional labor costs and unnecessary additional freight charges.

The benefits to OSP, you, our valued supplier, and our customers include cost-effectiveness, accurate receiving and reporting, and timely payments. Please contact me or our warehousing staff at 800.869.0632, if you have questions. We look forward to continuing our valued relationship and a prosperous New Year for each of us.

Kindest Regards,

Vendor Relations
Optimum System Products