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SCS Process for Outgoing Shipments
SCS RECEIVING – PROCESS FOR OUTGOING SHIPMENTS
WE CANNOT SHIP HAZARDOUS MATERIALS
· WHEN SOMEONE FROM A LAB BRINGS AN ITEM TO BE SHIPPED FOLLOW THESE STEPS
o DOUBLE CHECK THE SHIPPING FORM TO MAKE SURE YOU HAVE ALL THE REQUIRED INFO THAT YOU NEED TO PROCESS THE SHIPMENT FOR THE LAB.
o MAKE SURE THEY PROVIDE YOU THEIR INFORMATION, A CFOP, WHAT THEY ARE SHIPPING, AND A GRANT PURPOSE FOR SHIPPING IF THEY ARE SHIPPING WITH A GRANT CFOP (1-4’S AND 1-5’S.
o MAKE SURE THEY PROVIDED THE APPROPRIATE INFORMATION FOR WHO THEY ARE SHIPPING THE ITEM TOO. (NAME, COMPANY, ADDRESS INFO, CITY/STATE, COUNTRY AND ZIP CODE.) TRY AND GET A PHONE NUMBER AND OR EMAIL ADDRESS FOR ALL DOMESTIC SHIPMENTS WITHIN THE U.S.A.
§ IF THEY ARE SHIPPING INTERNATIONAL YOU MUST HAVE 2 CONTACTS FOR YOUR SHIPMENT (NAME OF CONTACT, PHONE NUMBER, AND EMAIL ADDRESS FOR EACH INDIVIDUAL CONTACT).
§ YOU WILL ALSO BE REQUIRED TO CREATE A COMMERICAL INVOICE FOR INTERNATIONAL SHIPMENTS, SO MAKE SURE THE USER IS VERY CLEAR ABOUT WHAT, AND THE QUANITITY OF THE ITEMS BEING SHIPPED.
· IF THEY ARE SHIPPING ITEMS ON DRY ICE TO USE UPS ALL SHIPMENTS MUST HAVE 5LB’S OF DRY ICE OR LESS. IF THEIR PACKAGE HAS MORE THAN 5LB’S OF DRY ICE YOU MUST USE FED EX AS THE CARRIER (STYROFOAM CONTAINER, MUST BE PLACED INSIDE OF A CARDBOARD BOX, FOR DRY ICE SHIPMENTS THROUGH FED EX REGARDLESS OF WEIGHT)
· WE TRY TO USE UPS FOR MOST OF OUR SHIP-OUTS IF POSSIBLE.
· MAKE SURE THE BOX AND THE ITEMS THAT ARE BEING SHIPPED ARE APPROPRIATELY SEALED AND PACKAGED.
· GO TO THE UPS TERMINAL IN THE MAIL ROOM, SET THE PACKAGE ON THE SCALE AND START INPUTTING YOUR INFORMATION FROM YOUR SHIPOUT FORM INTO THE UPS WORLDWIDE SHIP APP.
o YOU WILL INPUT THE COMPANY NAME, THE NAME OF THE PERSON THE ITEM IS BEING SHIPPED TO, ADDRESS, CITY/STATE, ZIP CODE, PHONE NUMBER AND EMAIL ADDRESS IF PROVIDED.
· NEXT YOU WILL SELECT THE TYPE OF SERVICE YOU WOULD LIKE
o NEXT DAY AIR
o NEXT DAY AIR(SAVER)
o 2 DAY AIR
o 3 DAY SELECT
o GROUND
(TERMINOLOGY MAY DIFFER FROM CARRIER TO CARRIER)
· NEXT YOU WILL SELECT THE SIZE OR TYPE OF PACKAGING YOU ARE USING FOR SHIPPING.
o MAILER (DOCUMENTS ONLY)
o PADDED PAK
o EXPRESS BOX (SMALL, MEDIUM, LARGE)
o YOUR PACKAGING (YOU WILL HAVE TO INPUT THE DIMENSIONS OF THE BOX YOU ARE USING WHEN SELECTING THIS)
· IN THE 1ST REFERENCE FIELD, YOU WILL INPUT THE CFOP PROVIDED TO YOU, AND THE PERSON SHIPPING THE ITEMS, FIRST INITIAL AND LAST NAME.
· IN THE 2ND REFERENCE FIELD, PUT WHAT YOU ARE SHIPPING (NON-HAZARDOUS SAMPLES, EQUIPMENT FOR REPAIR, ETC.)
· ONCE ALL INFORMATION HAS BEEN ENTERED CLICK THE PROCESS SHIPMENT BUTTON AT THE BOTTOM THE SCREEN
· REMOVE THE LABEL, FROM THE PRINTER AND PUT IT ON THE BOX, THERE WILL BE A SECONDARY LABEL THAT HAS A COPY OF THE TRACKING INFORMATION THAT YOU WILL PUT ON THE SHIP OUT FORM.
· PLACE THE PACKAGES ON THE SHELVES UNTIL END OF DAY.
· ONCE THE SHIPMENT IS PROCESS EMAIL THE PERSON WHO DROPPED THE PACKAGE OFF TO BE SHIPPED THE TRACKING INFORMATION
· PLACE THE SHIP OUT FORM IN THE CURRENT MONTH SHIPOUT FOLDER IN THE BLACK FILING CABINET
· AROUND 2:30 – 3 PM, CHECK THE GENEWIZ BOX LOCATED ON THE WALL, ACROSS FROM THE DOUBLE WOODEN DOORS OF RAL 29A. (THE KEY FOR THIS BOX IS LOCATED IN THE TOP RIGHT HAND FACING DRAWER OF LORI’S DESK).
· GRAB THE FILLED OUTSHEET OFF THE CLIPBOARD THAT IS NEXT TO THE BOX AND TAKE THE SAMPLES OUT OF THE BOX.
· MAKE A COPY OF THE SHEET, WITH THE INFO FOR GENEWIZ ON IT FOR OUR RECORDS.
· PLACE ONE OF THE SHEETS AND THE SAMPLES IN A UPS PADDED PAK AND START CREATING THE SHIPOUT.
· SELECT GENEWIZ AS THE COMPANY YOU ARE SHIPPING THE ITEMS TOO, AND ON THE RIGHT-HAND SIDE OF THE ADDRESS INFO, SELECT BILL RECEIVER.
· SELECT NEXT DAY AIR SAVER AS THE WAY TO SHIP THE ITEM, SELECT THE PADDED PAK FROM THE TYPE OF PACKAGING DROP DOWN BOX.
· IN REFERENCE AREA 1 PUT THE LABS NAME OF WHO IS SHIPPING THE ITEM. (THIS INFO WILL BE FOUND ON THE SHEET THAT YOU MADE A COPY OF. IN REFERENCE AREA 2 PUT NON/HAZ SAMPLES.
· CLICK THE PROCESS SHIPMENT BUTTON AND REMOVE THE LABEL FROM THE PRINTER.
· PLACE THE SHIPOUT LABEL ON THE PADDED PAK AND PUT THE TRACKING LABEL ON THE COPY OF THE SHEET THAT YOU MADE. PLACE THE SHEET WITH TRACKING INFO IN THE FOLDER NEXT TO YOU AT THE SHIPPING TERMINAL. PLACE THE PADDED PAK ON THE SHELVES.
· AFTER YOUR LAST SHIPMENT IS CREATED FOR THE DAY, RUN END OF DAY FOR THE UPS TERMINAL.
· CLICK, END OF DAY ON THE TERMINAL, AND CLICK YES WHEN THE PROMPT COMES ON THE SCREEN TO ASK IF YOU ARE SURE IF YOU WANT TO RUN END OF DAY.
· TAKE THE LABEL THAT COMES OUT OF THE UPS THERMO PRINTER AND PUT IT ON THE BACK OF THE REPORT THAT PRINTS TO THE NORMAL PRINTER IN RECEIVING.
· PLACE THE REPORT, AND ALL THE PACKAGES TO BE SHIPPED OUT ON A CART AND PLACE IT BY THE REFRIGERATOR FOR THE UPS DRIVER TO PICK UP.
FED EX SHIPMENTS ARE BASICALLY THE SAME PROCESS, THERE ARE ONLY REALLY 2 MAIN DIFFERENCES:
· FED EX SHIPMENTS CAN BE DONE ON YOUR WORK COMPUTER AT FEDEX.COM (THERE IS NO SPECIAL TERMINAL OR PROGRAM FOR CREATING FED EX SHIPMENTS.
· THE OTHER DIFFERENCE IS AT THE END OF CREATING THE SHIPMENT’S FOR FED EX YOU HAVE TO SCHEDULE THE PACKAGE TO BE PICKED UP BY A DRIVER. FED EX DRIVERS DO NOT COME BACK AT THE END OF DAY LIKE UPS DRIVERS DO. SO, THEIR PICK UPS HAVE TO BE SCHEDULED THROUGH FEDEX.COM