Orders are processed to the warehouse throughout the day at prescheduled times. These times may vary based on volume. The reason code on the order updates after the batch processing to send orders to the warehouse (9am, 11am, 130pm, 4pm).
The majority of orders will drop based on a combination of criteria: cannot be on HOLD, no future ship date, and must meet the shipping criteria for new orders or 2nd / additional shipments.
Orders should drop to the warehouse on the next eligible date and time based on our shipping criteria. We do not process orders on Friday night; orders are processed on Saturday at 4PM for picking Monday.
Once an order is "in" the warehouse, the order is picked, packed, sorted, and prepared for shipping. If the order ships via small parcel (UPSGT, USPS), the order SHOULD leave Kaplan on the day it is in the warehouse. If the order ships via LTL, the order will not typically leave Kaplan until the end of the 2nd warehouse day. Other factors will play a role in how many days an order will be processing "in the warehouse": KDEL, SPEC, missing pick items, weather, etc.
The number of days an order is held for "completion" may be adjusted (+/-) by the warehouse based on workload.
Override options to shipping criteria:
P - PRIORITY : opportunity for order to process to the warehouse the SAME day; line counts and time of day will determine eligibility
E - EXPRESS : opportunity for order to process to the warehouse in the 4PM batch
K - KEY : opportunity for order to process to the warehouse in the 4PM batch "behind" P and E orders, but ahead of other orders. The order MUST be 100% complete.
S - Standard : follows shipping criteria for percentage complete if new order or an order with a previous shipment.
Order of opportunity to ship : P orders, then E orders, then K orders, then S orders, S are by order date and their completion percentage. If a "K" order isn't complete, it follows normal S criteria. Orders that have a backordered item at any time are viewed last in the shipping criteria.
| Reason Codes for why an order is not shipping: | Definition |
| Back Ord -- Days Old: #; Amount:($ < 2000) | Order has at least one item in stock and one item on backorder; total dollar value of item(s) reserved and eligible to ship is under $2000. |
| Back Ord -- >= 45 Days Old: #; Amount:($ < 1000) | Order has at least one item in stock and one item on backorder; total dollar value of item(s) reserved and eligible to ship is under $1000 after the order reaches 45 days. |
| Back Ord: Mutiple Shipto Ord Not meet Criteria | Order has at least one item in stock and one item on backorder; total dollar value of item(s) reserved and eligible to ship is under $2000 (per ship to). |
| Credit Card Is Declined | Issues with credit card, contact with customer is being made; CCPEND HOLD CODE |
| Dropship Order Only | No open lines are to ship from our warehouse. |
| Future Ship Date: XX-XX-XXXX | Order is being systematically held until date is achieved. Date comes from Rqst Arrival Date field on the order header. |
| Hold: CCHOLD | Hold C/C for Authorization – credit card order, has not yet been processed |
| Hold: CCPEND | CC pending Contact w/cust – issues with credit card, contact with customer is being made |
| Hold: CISTCR | Exceeds Bill to credit limit – order puts customer's balance due over their established credit limit |
| Hold: FRAUD | Hold is initiated by system; ACS will review for potential fraud opportunity before releasing. |
| Hold: FUDATE | Hold is initiated by deliveries team; review for cause. |
| Hold: KEY | Hold is initiated by KEY; review for cause. |
| Hold: LATE | Past Due – account has invoices that are significantly past due |
| Hold: QUOTE | Hold represents freight quote needed. |
| Hold: SLSHLD | Hold is initiated by sales team member; review for cause. Only remove with sales approval. |
| Hold: TCCHLD | Hold is initiated by CAS; review for cause. |
| Hold: TECH | Hold is initiated by system and needs CAS review |
| Hold: WAIT | Waiting on Payment - customer is to send payment |
| Hold: WHSDEL | Hold is initiated by warehouse; review for cause. |
| New Ord - Days: 0-6; Must be 100 % Complete | This criterion is used to reduce the number of shipments and invoices |
| New Ord - Days: 6 - 21; Pct Complete: < 80% | This criterion is used to reduce the number of shipments and invoices |
| New Ord -- Days: 22-35; Pct Complete: <50% | This criterion is used to reduce the number of shipments and invoices |
| New Ord -- Days: 36 + ; Pct Complete: <35% | This criterion is used to reduce the number of shipments and invoices |
| New Ord: No Stock Available (blank reason code) | Order has been recently put in open and processes have not ran. Used as a default when other codes are not appropriate. Order has not returned from the warehouse. |
| Order must ship complete | Order has been coded to ship complete and has backorders. |
| Partial | Line(s) require multiple components to ship and not all components are in stock. (EX: a table must have the top and the legs reserved) |
| QUOTE Carrier ID | Represents freight quote needed. Traffic will receive alert, Hold: QUOTE assigned. |
| Shipped: No Stock Available | Order has shipped once and all remaining lines are backordered. |
| Invalid Shipto Address | Ship to customer number and location is not active for shipping. |
| Exceeds Nightly Line Limits | Order is eligible to ship; however, warehouse is over capacity. |
Image of Order Hold in Create/Update:
Image of Reason Code in Track Order:
Generally, if a customer is inquiring about the status of their order and asking when it will ship, consider these conditions:
How many items need to ship and what type of items are they? For example, are they small items that would ship in one box, bigger items or case packs where every item ships in its own carton or a combination of multi sku boxes and case packs? If case packs, bypassing criteria plays a smaller role on increased shipping expenses. If multi sku carton/items, bypassing criteria plays a larger role (i.e., we'll ship more boxes). Keep in mind whether the item(s) will ship truck or parcel as a group or individually. We want to minimize the total number of LTL shipments per order if possible due to the higher minimum freight cost per shipment.
Another consideration is how long before all items are in stock and ready to ship. If all but one or two item(s) is in stock, and the out of stock item is backordered for many weeks/months, it would make sense to ship the available items now and let the last item(s) ship upon availability. If the out of stock item is due in the next two weeks, it may be best to wait and ship the order complete at that time.
If the order is deemed to need to bypass shipping criteria, please request the priority update via the order change form. When we are over capacity, requests to bypass criteria need to be monitored closely and approved by management. Use judgement when receiving requests from the customer. If they have licensing, new children or classroom starting that require the items ordered, please consider bypassing shipping criteria to meet the customer's immediate need.
As a rule, the order management team review orders for their ability to ship as complete as possible, as soon as possible. Their focus is on the first 3 days the order is in the system - to see if the order needs to ship now or later based on due date of any backorder on the order.