1. Order Receipt and Processing: Orders
are currently received at our facility via the following methods; phone,
fax, e-mail, business reply and general mail.
Order Processing Procedures Summary:
a. Order is received and entered into system
by a dedicated customer service rep.
b. Packing Lists/Invoices and shipping labels
are generated along with a summary of total ordered by line item for batch
processing. Rush orders are pulled and printed separately.
c. Orders are forwarded to production supervisor
for pulling and packing. Staff members handling orders must initial paperwork.
Rush orders are handled separately.
d. Completed orders are forwarded to shipping
for final processing via designated method.
2. Packaging of Orders: Orders
are processed on a First In, First Out basis and all orders are normally
shipped within 24 hours of request. Orders received prior to 2:00 P.M. are
usually shipped the same day. Emergency or rush orders are processed the
same day. Rush or emergency orders will be separated by the customer service
rep prior to assigning to warehouse.
Once an order is entered into our system an
individual packing list/invoice and shipping label is generated with ship
to, order date, required ship date, order number, customer ID, bill to, method
of shipping, due date in field (optional), stock number, description, quantity,
etc. In addition for batch processing a summary report is attached with total
units of each SKU. These orders are printed out at the supervisor station
and are reviewed prior to forwarding to the warehouse.
Once sealed, shipping labels shall be affixed
to each carton. Prior to shipping, orders are randomly checked for accuracy
and quality by the production supervisor. Multiple carton shipments are marked
1 of, 2 of, 3 of, etc. Only reinforced gummed tape and UPS approved 200 #
test cartons are used for packing. Filler shall be kept to a minimum and
is usually bubble pack or recycled news print paper.
3. Shipping: Once orders are packed &
sealed, they are periodically forwarded to shipping throughout the day for
final handling. All orders must be in shipping by 3:00 p.m. EST for shipping
that day. The shipper will weigh the order/package (s) and ship via the
designated method on the paperwork using a computerized manifest system.
The packages are entered into our system by order number and/or unique ID
number for order ship verification and tracking. Once completed, the orders
are placed in a holding area for pick up via the appropriate carrier.
The shipping manager is responsible for ensuring
that orders are shipped on time and on the designated ship date. Additionally
the shipping manager is responsible for obtaining the best rates for all
levels of shipping. Any shipping vendors must be approved by a senior manager
and the customer.
 4. Receiving Procedures: It is required that
all deliveries meet the following specifications for receipt into our
warehouse:
a. All cartons/containers shall be marked with
at least the following; PO number, stock number (SKU), quantity in carton,
description, size and color.
b. Pallet size shall be standard 48" and shall
not exceed 48" in height.
c. A detailed packing list must accompany all
shipments with at least the following information; Vendor Name, PO number,
itemized stock number (SKU), description, quantity delivered, quantity back
ordered if applicable, cartons per stock #, total cartons and / or total
pallets. Packing List shall be clearly visible.
d. Appointments are not required, but advance
notice of delivery would be appreciated.
e. Receiving hours are 8:30 a.m.- 4:00 p.m.
EST. For delivery outside of these hours the shipper/vendor will be required
to make special arrangements.
All materials received are stored and maintained
in a designated area of our warehouse.
5. Special Delivery Situations: In the
event the customer requires special delivery such as overnight / expedited
services, these orders are pulled at time of request and are processed, packaged
and shipped separately from the other orders the same day.
6. Automated Mailing Capability: Gilmore
Associates presently has on premises Pitney Bowes Inserting equipment and
Postal Meters, bursters, Cheshire labeling equipment, folders, direct imaging
and ink jet equipment, and other mail processing machines. We mail tens of
thousands of pieces daily including, but not limited to, letters, postcards,
catalogs, news letters, announcements and flyers. We offer all methods of
postal routing including presort, bulk, parcel post, non-profit and
more.
7. Mass Distribution: When our clients
require that their customers receive their products in the field simultaneously,
we receive, pack and ship materials in the time frame required to meet the
due dates in field. From sales brochures, POP materials, field support materials,
products, etc., we coordinate all aspects of the project from purchasing
of packaging, labor management, to cost effective shipping methods that meet
our client's deadlines. |
3. Phone and Fax Line: We will make available
phone and fax lines for receipt of your orders. As stated previously, dedicated
customer service representatives will be assigned to process orders. We currently
operate 5 days a week.