Receiving Procedures

Pacific Transfer asks that the following requirements for documentation and the presentation of freight be adhered to. These procedures have been developed in an effort to facilitate receiving and loading, reduce the amount of time the supplier’s driver or delivery agent must wait to be serviced at Pacific Transfer, and to reduce claims for shortages by Kmart, Longs, Target and Walgreens on the suppliers. We are hopeful that with your help we can continue to improve our procedures and processes.

Documentation

Each shipper is required to present to Pacific Transfer at the time of delivery a PTConsolidator generated delivery receipt (DR) for each destination that is being shipped to (no other DR’s will be considered valid for shipping with Pacific Transfer).

  • If you are delivering product for more than one store, then PTconsolidator will generate a DR for each store.
  • Example: Purchase Order number 8800123456 calls for 23 cases for Hilo and 22 cases for Kona. The supplier must present one PTConsolidator DR for 23 cases for Hilo and one DR for 22 cases for Kona.
  • The supplier must present two (2) copies of each DR.
  • Pacific Transfer will sign one copy and return it to the supplier’s delivery agent or driver and retain a second copy to be forwarded with the shipment.

The PTConsolidator generated delivery receipt will contain the following information:

 1.  Supplier Name and Address

 2.  Destination Store

 3.  Total piece (or pallet) count to be handled by Pacific Transfer (not the total items that have been purchased by your customer).

 4.  Packaging (pieces or pallets)

 5.  Purchase order number(s)

  • If multiple purchase orders are being shipped to one store, then all purchase order numbers will be clearly listed on the delivery receipt.

Vendor should clearly note (stamp, label, write, etc) and special handling requirements directly on each DR. Examples:

  • Do Not Stack
  • Stow away from ……
  • Top Load only
  • Refrigeration Required (state temperature that must be set)

All stores require the vendor to present an original invoice or packing slip for all products being shipped to the stores.

 1.  Each store requires the original invoice or packing slip in order to properly check your shipment into inventory.

 2.  All original invoices to be forwarded to the store are to be placed in a packing list attached to the freight.

 3.  Pacific Transfer will only sign a Pacific Transfer delivery receipt. Pacific Transfer will not sign vendor created delivery receipts or original invoices.

 4.  Pacific Transfer will forward original invoices attached to the freight in the steamship container.

Hazardous Information

***Pacific Transfer is not currently not excepting hazardous materials for Neighbor Islands***

 1.  All hazardous shipments must be presented with hazardous documentation in accordance with federal regulations.

 2.  All hazardous documentation must clearly state the following (at a minimum):

  • Proper shipping name prescribed for that material in column 2 of the Code of Federal Regulation 49 (49 CFR) table 172.101.
  • Hazard class or division prescribed for that material in column 3 of the Code of Federal Regulation 49 (49 CFR) table 172.101.
  • Identification number prescribed for that material in column 4 of the Code of Federal Regulation 49 (49 CFR) table 172.101.
  • Packing group, in Roman numerals, prescribed for that material in column 5 of the Code of Federal Regulation 49 (49 CFR) table 172.101, if any. The packing group may be preceded by the letters “PG” (e.g. PG II)
  • The total quantity, including the unit of measurement, of the hazardous material covered by the description (e.g., “800 lbs”, “55 gal”)

3.  All hazardous documentation must contain a “Shipper Certification” statement. Please find the following example:

“This is to certify that the above named materials are properly classified, described, packaged, marked and labeled, and are in proper condition for transportation according to the applicable regulations of the Department of Transportation”.

The supplier is required to sign the documentation certifying the above statement.

All hazardous documentation must also provide a 24-hour emergency contact phone number to be used in the case of a hazardous incident or spill.

This is only a sampling of information as required by 49 CFR. Pacific Transfer strongly recommends that all shippers of hazardous cargo research and review all applicable federal regulations and take steps to move toward compliance immediately.

The supplier is responsible to review their current documentation to ensure they are in compliance with all Federal regulations.

Pacific Transfer will not accept hazardous cargo without appropriate documentation and will not to be held liable if a supplier is not in compliance with all federal regulations.

Refrigerated Information

***Pacific Transfer is not currently not excepting refrigerated shipments for Neighbor Islands***

 1.  All refrigerated shipments must list the applicable refrigerated temperature required in shipping.

 2.  Documentation should clearly note cargo requires refrigerated service and is perishable.

Freight Labeling & Preparation

Each supplier is required to properly label and prepare for transport all freight presented to Pacific Transfer.

1.  If product is to be received as a loose piece count (e.g., 24 cases), then each box is to be clearly labeled on at least one side (not on the top of the box) of each box.

2.  Each label should contain the following information:

  • Supplier name
  • Destination store
  • Purchase order number (s)
  • All boxes/cartons used for shipping must be in good condition and properly sealed.
  • All boxes should also be labeled with any applicable special handling requirements (Do not stack, This end Up, etc)

3.  If product is to be received as a pallet count (e.g., 2 plts), then each pallet is to be securely shrink-wrapped and clearly labeled.

  • Shrink-wrap should completely cover (including over the top if possible) all product stacked on the pallet.
  • Multiple layers of shrink-wrap should be applied to ensure pallet stays intact during transit.
  • Freight MUST be shrink-wrapped TO the pallet to prevent the freight from shifting off the pallet in-transit.
  • The pallet should be stacked securely and evenly.
    • If possible, pallets are not to be stacked outside the following dimensions:
      • 48” L x 40” W x no more than 45” H or
      • 48” L x 40” W x no less than 90” H
    • These dimensions will assist Pacific Transfer in safely stacking cargo and utilizing the highest possible capacity in each steamship container.
  • All pallets are required to be clearly labeled. The labels should be at least 4” x 6” and be placed on more than one side of each pallet.
  • Each label is to contain the following information:
    • Supplier name
    • Destination store
    • All purchase order numbers stacked on each pallet.
      • Example: Supplier presents to Pacific Transfer one DR accounting for six (6) purchase orders on three (3) shrink-wrapped pallets. Supplier should place on each pallet at least one label stating Supplier Name, Destination store, and all six purchase order numbers.

Hazardous Labeling

***Pacific Transfer is not currently not excepting hazardous materials for Neighbor Islands***

1.  All hazardous shipments must be presented properly marked and labeled in accordance with federal regulations (49 CFR, sub-part D, section 172.300)

2.  The supplier is responsible to review their current packaging to ensure they are in compliance with all Federal regulations.

3.  Pacific Transfer will not accept hazardous cargo without appropriate marking and labeling and will not to be held liable if a supplier is not in compliance with all federal regulations.

Shrink-Wrap

If supplier brings loose cartons or items to Pacific Transfer with the intention of palletizing and shrink-wrapping for presentation to Pacific Transfer, then the supplier is required to provide their own shrink-wrap. Pacific Transfer will not continue to supply shrink-wrap at no charge.

Mixed Pallets

If supplier presents to Pacific Transfer a pallet that contains purchase orders for more than one destination store, then the supplier shall be responsible for sorting and segregating the mixed pallet prior to Pacific Transfer accepting the product for shipping.