Date August 20 2002 Revision 2 Instructions for Bills of Lading Bill To Addresses Advance Shipment Notification ASN and Routing Guides for Supply Chain Partn

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Date August 20 2002 Revision 2 Instructions for Bills of Lading Bill To Addresses Advance Shipment Notification ASN and Routing Guides for Supply Chain Partn Powered By Docstoc
					Date:     August 20, 2002
Revision: 2



Instructions for Bills of Lading, Bill To Addresses, Advance Shipment Notification (ASN)
                       and Routing Guides for Supply Chain Partners


To better facilitate carrier invoice audits and payments when Lucent Technologies is responsible
for paying freight charges, Lucent suppliers, distributors and Electronic Manufacturing Services
(EMS) partners are asked to provide valid reference numbers, correct “Bill To Addresses” and
accurate weights and classifications on Bills of Lading for domestic and international shipments.
This includes inbound, outbound, and 3rd party shipments directed to the North American
Region, where freight invoices are paid by Ryder Integrated Logistics on behalf of Lucent.

In addition, the supplier is requested to follow Lucent's Advance Shipment Notifications (ASN's)
guidelines when transmitting ASN's back to Lucent and to utilize Lucent's Routing Guidelines for
carrier selection.

Reference Numbers Used on Bills of Lading
All Bills of Lading and shipping documentation must include valid Lucent Reference Numbers,
which must be the Lucent Material Purchase Order Number (PO#) and/or Lucent Sales/Order
Number.

The Material Purchase Order Number is found on Lucent purchase orders in two places:
    In the field labeled “PO No.”
    In the second line of the "Ship to Address"
Please label the reference number as "Lucent PO No.” to assist the carrier.

The Lucent Sales/Order Number is contained in the sales order.
 The Lucent Sales/Order Number should be in the second line of the "Ship to Address"
 In some cases, the Sales/Order Number is located in the body of a text message
 In other cases, the Sales/Order Number and the Customer PO Number are located in the
   second line of the "Ship to Address"
Please label the reference number as "Lucent Sales/Order No” to assist the carrier.

Include the complete Lucent reference number, (all digits and characters of PO or Sales/Order
numbers) on the Bill of Lading. When shipping multiple items using one Bill of Lading, provide
all reference numbers. When the customer PO Number is included on the Bill of Lading, identify
it separately to avoid carrier confusion. Many times the customer requires their number for
internal receiving procedures.

The carrier will include Lucent reference numbers on their invoices for payment by Ryder
Integrated Logistics, (Ryder processes Lucent North American freight payments). The carrier
will copy the complete reference number and all reference numbers from the shipper's Bill of
Lading. These numbers are critical to validate and audit carrier invoices.

If you have any questions concerning Lucent reference numbers, please contact your Lucent
buyer and/or customer order fulfillment analyst to insure that the correct numbers are utilized.



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Billing Address Language and Payment Terms:
Below you will find three examples of preferred "payment terms and billing address language"
that should be present when Lucent is responsible to pay the freight charges on shipments for
the North American Region.

1) If the shipper is Lucent:

      The correct payment term on the Bill of Lading and shipping documents is to be clearly
       marked, “Prepaid”
      The Bill of Lading shipper or consignor field is to be “Lucent”
      The “Bill To” block on the Bill of Lading is to reflect the shipper's name and the following
       address "EDI/Send freight bill to Lucent Technologies, c/o Ryder Transportation, PO
       Box 134003, Ann Arbor MI 48113"

2) If the shipper is non-Lucent and the consignee is Lucent:

      The correct payment terms on the Bill of Lading and shipping documents is to be clearly
       marked “Collect”
      The receiver or consignee field on the Bill of Lading is to be “Lucent,” or “Lucent c/o.”
       The Lucent agent, or location (for example: “Lucent c/o Atlanta LSC.”)
      The “Bill To” block on the Bill of Lading is to reflect the Consignee's name and the
       following address: “EDI/Send freight bill to Lucent Technologies, c/o Ryder
       Transportation PO Box 134003, Ann Arbor MI 48113”

3) If Lucent is neither the shipper nor consignee, and Lucent is responsible to pay the freight:

      The correct payment terms on the Bill of Lading or shipping documents is to be clearly
       marked “Prepaid Third Party”
      The "Bill To" block on the Bill of Lading is to indicate: “Lucent Technologies, c/o Ryder
       at the following address: “EDI/Send freight bill to: Lucent Technologies c/o Ryder
       Transportation, PO Box 134003, Ann Arbor, MI 48113”
      Please note the “Bill To” on 3rd Party shipments identifies Lucent, not Ryder, as the
       debtor.

If there are any operational or Bill of Lading questions, call the Ryder Solution Center Shipment
Planning at 877-593-9775.

If payment terms are different than those mentioned above, please double check the terms with
the Lucent buyer or order fulfillment analyst or the contract to insure correctness.


Proper Freight Description and Accurate Weight On Bills of Lading
The proper freight description must be included on Bill of Lading to ensure that Less Than
Truckload (LTL) carriers assign the correct freight classification. Incorrect classification of freight
may result in an inspection fee and greater costs. Please refer to the National Motor Freight
Classification Reference Guide or contact Ryder Solution Center Shipment Planning at 877-
593-9775.




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In addition, please insure that the correct weight is entered on the Bill of Lading. LTL carriers
are equipped to determine whether the weight stated on the BOL is the actual weight. Bills that
have an incorrect weight will be subject to a costly inspection and weight fee.


Advance Shipment Notifications (ASN's)
When shippers send Lucent Technologies ASNs, please insure that you use the carrier and the
“SCAC” code for that carrier shown on your "routing guide." The SCAC code is usually four
characters such as “CFWY” for Consolidated Freightways. If you have any questions, contact
the Ryder Solution Center Shipment Planning at 877-593-9775. The SCAC Codes on Lucent's
list in some cases are customized. The code “UNKN” for “unknown” is not an acceptable SCAC
code

The three types of numbers most commonly used by carriers to trace a shipment are:
    TRACKING Nos.:         Used by parcel carries; however, other carriers use them as well.
    PRO Nos.:              Also known as the “carrier invoice number.”
    BOL Nos.:              Bill of Lading Number

Please insure that the entire tracking number (all digits and characters) and all tracking numbers
(when there are multiple tracking numbers) are included in the ASN when transmitting the data
back to Lucent Technologies. These tracking numbers are used by Lucent and its customers to
trace carrier shipments. Therefore, it is critical to receive accurate and complete data for every
shipment.


Carrier Selection:
When Lucent is responsible for paying the freight charges for the shipment, please follow the
Lucent Routing Guidelines, which utilize Lucent's contracted carriers. Ryder Solution Center
Shipment Planning (877-593-9775) can assist you if you have any questions.


The Proper Package Identification
This document is directed to the North American Territory and carrier invoice payments,
however, there may be situations involving import and export. In those cases, please include
the proper package information.

The Supplier shall also include a commercial invoice with every shipment of product which
includes the following information for each item shipped: (a) a complete noun description in
English (unless otherwise specified) consistent with the harmonized tariff schedule; (b) a
statement as to the country of origin of the product or commercially purchased item; (c) Lucent’s
comcode for the product or commercially purchased item; (d) the price paid or payable by
Company for the product or commercially purchased item shipped; (e) related assists, (f) an
itemization of all charges for services related to the international shipment of the product or
commercially purchased item shipped; (g) Supplier’s identification number, in the absence of
such number, the full address of the Supplier; (h) terms of sale and (i) if required by the law of
the destination country, a list of all serial numbers for products shipped. If applicable, Supplier
shall provide Lucent with a valid, accurately completed exporters’ certificate of origin for all
product which qualifies for preferential duty treatment under the North American Free Trade
Agreement (“NAFTA”).




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