Recommended Receiving Procedure for BCW Wholesale Customers

When BCW wholesale customers place a sizeable order, their products are normally shipped on a pallet by a freight company. We call this LTL (Less Than Truckload) as the freight truck likely has many pallets for various pick-ups and deliveries at any given time. BCW’s Shipping Department works hard to prepare these LTL orders to make sure they arrive to their destination safely. We also work closely with the freight companies to make sure they are handling these pallets professionally. From time-to-time, mistakes are made by the BCW staff, or our freight delivery partners. We want to correct these issues as quick as possible so your business gets the products you need, or your BCW account is credited accordingly. Assistance from our wholesale partners is essential to help us correct these issues.

When receiving freight shipments, your signature on the delivering carrier’s Bill of Lading (BOL) constitutes acceptance of the merchandise “as is”. If you do not inspect the shipment before signing, or note the BOL “Subject to count and inspection”, you may be waiving our mutual right to collect on a loss or damage claim. Remember, once you sign, the product and the responsibility are yours.

RECOMMENDED RECEIVING PROCEDURE

Inspect, examine and count your delivery as it is unloaded.

  1. Any and all shortages or damaged items must be written down on the BOL. Note the item(s) that are visibly damaged or missing on the BOL before you sign it.
  2. Open cartons if there is the slightest doubt that the merchandise could be damaged. Any damaged or missing product must be noted on the BOL at the time of delivery or your claim may be denied.
  3. Do not be intimidated by the driver. The driver cannot leave until the BOL is signed (regardless of how much of a hurry they are in, etc.). If the driver is unwilling to wait while you inspect the shipment, always sign “Subject to count and inspection.”

DAMAGED OR MISSING PRODUCT AT THE TIME OF DELIVERY

When damage to, or loss of, contents of a shipment is discovered at time of delivery you must immediately;

  1. Document the shortage and/or photograph the damage and note the shortage and/or damage on the BOL.
  2. Call your BCW representative to report the problem. Then, e-mail the photos, a copy of the signed BOL, and any other documentation to freight@bcwsupplies.com. If we prepaid the freight with the carrier, we will begin the damage claim.

CONCEALED DAMAGE OR MISSING PRODUCT AFTER DELIVERY

When damage to, or loss of, contents of a shipment is discovered that could not have been determined at time of delivery you must immediately;

  1. Document and photograph the packaging and the damage. You must keep the packaging until told by BCW or the delivering carrier to return or dispose of the item(s).
  2. Call your BCW representative to report the problem. Then, e-mail the photos, a copy of the BOL, and any other documentation to freight@bcwsupplies.com. If we prepaid the freight with the carrier, we will begin the concealed damage claim.

Remember, at this point, you’ve signed the BOL free and clear, or possibly “Subject to count and inspection.” So, the sooner you can inspect the goods and report any concealed damage or missing product, the better the chances of collecting on the claim. In accordance with National Motor Freight Classification (NMFC) regulations, concealed damage claims must be reported to the carrier within five calendar days of the date of delivery.

FURTHER MEASURES THAT MAY HELP IN THE CLAIMS PROCESS

  1. Take photographs of the damaged goods while still on the carrier’s truck if obvious mis-handling is evident.
  2. Call your BCW representative immediately, preferably with the driver still present.
  3. Be sure to keep a copy of the BOL noting the damage and/or shortage with the driver’s signature.

There are many things that can happen to shipments between the time they leave our facility and arrive at your store. Therefore we are asking you to do a small, but critically important amount of work to protect us both. The BOL is our only documentation of the condition of a shipment when it arrives at your place of business. Without this proof, we cannot effectively hold carriers accountable for damaged or missing items.

Dimensional Weight Shipping

Traditionally, shipping companies established delivery costs based on the weight of a package – the heavier the package, the more the shipping expense. However large packages that are lightweight are not profitable to the shipping companies since these light packages earn very little money while they take-up a lot of space in a truck. Hence a lot of fuel is spent to deliver fewer packages.

By January 1st, 2015, both UPS Ground and FedEx Ground will be charging for shipping based on billable weight. This includes shipments originating from BCW Supplies. There are two factors that determine the billable weight. The first is the weight of the package. The second factor is the package’s dimensional weight. The dimensional weight is the package’s density – how much it weighs for its height, length and depth. The shipping company then compares the package’s overall weight and the dimensional weight. Whichever value is greater is the package’s billable weight.

Getting an accurate weight and dimension of BCW packages is key to efficient shipping.

Recording an accurate weight and dimensions of packages is key to efficient shipping.

These changes are expected to impact the shipping costs of BCW products. For example, a box of 200 unfolded BCW trading card boxes (1-BX-660) is lightweight (43.1-lbs.), yet has a relatively large size (5.16 cubic feet). The old shipping cost was based on the package’s overall weight, but the cost for the dimensional weight is greater. Therefore the billable weight for this example has increased.

In general, consumers will see shipping costs increase for large, yet lightweight goods. Smart hobby supply distributors and retailers will be able to use this change to their advantage. Because it will be more expensive for consumers to buy goods online, consumers will turn to their local hobby shop to purchase their hobby supplies.

For consumers ordering at www.bcwsupplies.com, users can select their delivery method and see the shipping costs before checking-out. UPS Ground is our default shipping service based on their cost and reliability to deliver goods on time and undamaged. BCW is constantly evaluating the price of our products, the shipping costs, and the potential delivery methods in order to provide the best products and service at the best price.

For BCW partners utilizing BCW’s Drop Shipping program, they should refer to BCW’s Wholesale Price Sheet (updated 12/1/14) to utilize the most up-to-date dimensional weight data to establish their shipping costs.

From more information regarding shipments from BCW Supplies, please view our Shipping Policy.

NOTE: BCW Distributor and Wholesale Partners should sign-in to their www.bcwsupplies.com account in order to view their relevant Shipping Policy and Price Sheet details.

BCW Now Offers UPS SurePost Shipping

BCW evaluates the best options for shipping your hobby supplies. For small parcels, UPS Ground or FedEx Ground are our normal shipping options, as these services have a good balance of speed, cost and reliability.

To send parcels at a better rate, BCW now offers UPS SurePost. This service is ideal for shipments under 10-lbs. sent to residential addresses in the 48 contiguous United States. SurePost orders leave the BCW warehouse with UPS, but the shipment is given to the US Postal Service for final delivery.

BCW-SurePost-600Using this hybrid delivery system offers a great shipping price, but there are some limitations you should consider before selecting your shipment method on a BCW order. First, when using UPS SurePost, the parcel is not trackable. Second, a UPS SurePost parcel is insured for $100 while the package is with UPS. After the parcel is given to the USPS, the insurance is no longer valid. Third, UPS SurePost normally takes one day longer in transit compared to UPS Ground, however the US Postal Service delivers on Saturdays so you may benefit from UPS SurePost. If the US Postal Service’s lack of tracking or insurance, or the delivery time are not acceptable for the delivery of your order, you should not select UPS SurePost as your delivery method. UPS Ground and other options are available for receiving your BCW Supplies’ order.

If you have any questions about BCW delivery options, please contact the BCW Customer Service Team.