Goods delivery procedure

Twenty six most important points of goods delivery procedure:

  1. The Ordering Person submits the goods acceptance order document to the Contractor in an electronic form only, directly from his/her IT system, at least 1 working day before the scheduled delivery, in a format and by a method specified in the API documentation made available by the Contractor or via the Customer Panel (http://panel.logistiko.pl).
  2. Every goods acceptance order shall contain:
    • Unambiguous description and quantity of the goods to be accepted;
    • Unambiguous description of the delivery method (own means of transport, courier or postal consignment etc.), in accordance with the delivery forms agreed on by the Parties;
    • Unambiguously stated delivery date;
    • Additional delivery markings (delivery number, shipping note number etc.);
    • Additional delivery markings allowing the Contractor to identify the delivery easily (delivery symbol, deliverer’s name etc., vehicle number).
    • The deliverer (courier, driver) shall have a printed-out delivery label (on the parcel) or know its number
  3. After reviewing the delivery note, the Contractor confirms (accepting the delivery note) the possibility of unloading the delivery on the indicated date or states the closest possible date of unloading the delivery.
  4. The Contractor may refuse to confirm the delivery note if due to reasons beyond his control on the suggested delivery date it is technically impossible to receive a delivery (random events, malfunctions etc.), if on the suggested date there is already another delivery scheduled and notified of at that time, or if receiving the delivery on a given date needs additional arrangements made with the Ordering Person such as related to reorganising operations at the warehouse or lowering the warehouse efficiency due to accepting the delivery at the specified time. In such an event, the Contractor together with the Ordering Person will agree on the most favourable solution which will enable the receipt of delivery on the suggested date or on the closest day possible.
  5. The Ordering Person and the Contractor acknowledge that each electronic acceptance order accepted by the Contractor has been submitted by a person authorised by the Ordering Person to create such orders and may be processed without any additional agreements, based solely on the content of the order.
  6. The Ordering Person is responsible for the consistency of the delivery dates with the delivery notes. The Contractor has the right to refuse to unload a delivery which was not delivered at the time specified in the delivery note or to charge the Ordering Person with additional fees for unloading and acceptance of such delivery. If the Contractor refuses to unload the deliveries delivered not at the time specified in the delivery note as accepted by the Contractor, the Contractor shall not be held liable for any claims made by the carrier (deliverer) related to the refusal to delay the unloading of such a delivery.
  7. The Contractor undertakes to receive the delivery at the time specified by the Ordering Person in the delivery note. Receipt of the delivery shall be understood as physical unloading of the delivery and preparation of necessary documents conforming unloading the goods by the Contractor.
    During unloading, the Contractor conducts an initial delivery correctness inspection, i.e. verify the delivered quantities against the CMR document, and verify visible damage, access to the content and protection of goods (seals on the shipping containers etc.).
  8. The process of unloading the delivery is finished when a CMR document is signed and all comments regarding possible identified discrepancies or circumstances that make full verification impossible (no access to content etc.) have been entered into the document. If any discrepancies in the content of the delivery, its packaging etc. are identified, then the Contractor will create photographic documentation of such event and submit it to the Ordering Person.
  9. The Contractor undertakes to accept the delivered goods into stock no later than within two working days from the date of the receipt of the delivery, in the case of deliveries received after 14:00 CET. In the case of deliveries received before 14:00, the Contractor will accept the goods no later than on the next working day, unless the Ordering Person decides otherwise (indicates another date) and the accepted goods are not damaged and there are no discrepancies between the goods and the delivery note.
  10. The Ordering Person undertakes to organise deliveries in such a way that the receipt of delivery does not cause any additional work for the Contractor, in particular:
    • Deliveries arrive at the warehouse at a time when it is possible to unload them within normal working hours of the warehouse. The carrier makes the goods available for unloading.
    • Deliveries are ready to be unloaded, i.e. the goods are in position to be unloaded and accessing the goods does not require any additional activities (e.g. unloading and loading goods not related to the delivery). If such a situation occurs, the Ordering Person will be immediately notified of it by means of adding a relevant marking to the order in the WMS system.
    • Delivered goods are prepared for safe unloading by means of the tools available to the Warehouse (e.g. the goods are delivered on pallets with dimensions and weights not exceeding the limits of the warehouse trucks):
      • pallet load shall not exceed 1 ton
      • goods shall be stacked on EURO pallets
      • goods on pallets shall be stacked in a stable way and wrapped in such a way as to facilitate immediate unloading with a warehouse truck
  11. goods are delivered on vehicles that enable safe unloading of the goods (vehicles that can use loading ramps in the Warehouse or vehicles equipped with their own lifts). In the case of shipping containers, they should be placed at the end of the semi-trailer to enable easy access.
  12. If the delivery does not meet the requirements specified in section 10, the Contractor has the right to:
    • Charge the Ordering Person with additional costs resulting from the need to perform additional operations in order to unload the delivery or if the process of unloading requires operations beyond the normal working hours of the warehouse.
    • Refuse to unload the delivery if he decides that it is impossible to unload the delivery in
      a safe way compliant with the applicable health and safety regulations and ensuring the safety of the employees or if the lack of possibility to unload the delivery results from improper preparation by the deliverer or from the technical condition of the delivery vehicle.
  13. If the Contractor refuses to receive the delivery for reasons directly attributable to the carrier (poor technical condition of the vehicle or other circumstances dangerous to the Contractor’s employees), then photographic documentation of the factors that prevent the unloading and receipt of delivery will be created and submitted to the Ordering Person.
  14. During the acceptance of delivery into stock, the Contractor will verify the correctness of the goods against the delivery note present in the WMS system. Verification consists in counting the quantities of delivered goods.
  15. Upon request of the Ordering Person, the Contractor may perform a detailed verification of all or individual deliveries. Apart from the activities described in section 12, it includes:
    a detailed control of the marking of goods (verifying names, years etc.), controlling the consistency of the goods with admission to trading (correctness of attached excise tax labels, Polish descriptions delivered with the goods, etc.) and other activities agreed on with the Ordering Person.
  16. If the Contractor finds any discrepancies between the actual condition and the delivery note, the Contractor will immediately inform the Ordering Person about such a situation via an email sent to the indicated email address or by entering the relevant data into the WMS system.
  17. In the case of any discrepancies between the delivery and the delivery note, the Contractor always accepts into the system and into stock the goods and their quantities according to the actual condition, indicating the discrepancies in the WMS system.
  18. In the event of finding any damage to the delivered products, the Contractor will every time notify the Ordering Person by marking the delivery order in the WMS system and will create photographic documentation of the damage to allow the Ordering Person to make a claim.
  19. If the delivery contains damaged goods, the goods will be accepted into stock as damaged with a referential description of the damage.
  20. The Contractor will grant the Ordering Person access to the full list of damaged goods in the Warehouse, with the description of the damage and the system report to facilitate periodic inspection of all damaged goods, with the possibility to export it to a CSV file.
  21. The Ordering Person defines a reference book of markings for damaged goods and provides instructions describing the requirements the goods must meet to belong to a certain type of damage. The reference book is used by the Contractor to divide damaged goods in the WMS system according to their type of damage.
  22. Deliveries received on a date different than specified in the delivery note will be accepted at the closest time possible indicated by the Contractor.
  23. If there are several deliveries awaiting receipt on the same date, the Ordering Person does not have any influence on the order of accepting deliveries. He/she may only mark no more than one delivery as an Intervention Order, similarly to release orders.
  24. A delivery is considered accepted when the goods appear in stock and become available for release. The Contractor will inform the Ordering Person about such a situation by entering the relevant information into the WMS system (goods available for release) and by automatic notification sent to the indicated email address
  25. At the acceptance of new (not present in the goods register before) products, at the request of the Ordering Person, the Contractor creates their photographic documentation which is attached to the product in the goods register of the WMS system.
  26. Acceptance of goods into the customs warehouse is similar to the acceptance into the trade warehouse, after acquiring the relevant approvals from the customs authorities.
  27. Transferring goods between Logistiko warehouses is conducted after the Ordering Person creates an order in the system to release goods from the source warehouse and a delivery note for the target warehouse. The goods in the warehouse must be physically moved; therefore the same lead times as in the case of deliveries shall apply.