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Announcement: The updated Receiving Requirements effective January 1, 2022. View it here. 

Receiving Guidelines

The updated Receiving Requirements will be effective January 1, 2022.

View the most updated Receiving Requirements here.

Receiving Guidelines

To ensure optimized processing for your inventory, all receiving must follow the below Standard Receiving guidelines. Non-standard receiving requires additional processing time and incur additional receiving fees and surcharges.

Standard Receiving

3 business days into inventory after delivery date to facility.

  • All SKUs must be set up and POs uploaded to the Ruby Has client portal prior to delivery.

                     Scheduling is required for shipments greater than 8 pallets or any floor loaded shipments/containers.

                     To schedule a delivery appointment, contact the applicable receiving department.

Receiving Contact Facility California Nevada New York New Jersey Kentucky Toronto

                     When scheduling an appointment, please provide the following:

o             Type of delivery

o             Number of pallets

o             Size of ocean container

o             Packing slip

  •    All products must be stacked and shrink-wrapped on standard 40" x 48" wood pallets.
  •   All pallets must be built to a maximum height of 58".
  •   Maximum carton dimension must not exceed 20 x 20 x 25.
  •   All pallets must be sorted in such a way that pallets contain the smallest number of different styles/colors of goods.
  •  All pallets must be labeled to include # of cartons, UPCs, product description(s) and quantity(ies).
  •   Packing slip must be accompanied with shipment, placed in marked Lead carton or pallet.
  •   Packing list must include shipment details: SKU, item, quantity, carton (identified on the outside) and the pallet # for the carton containing the list.
  •  No re-labeling and kitting required prior to receiving into the Ruby Has client portal (WMS).
  •  Each master carton is clearly labeled with all information necessary to identify the goods it contains. Labels must be clearly visible and facing outward upon pick-up. Please include the following information:

o             Purchase Order #

o             Applicable UPCs (as barcodes and text)

o             Colors and size information (if applicable)

o             Quantities

o             Country of origin

o             Expiration date (if applicable)

o             Lot code (if applicable)

  • Each master carton of goods has a label affixed to the upper right or left side and narrowest side of the carton. This label MUST contain the scannable barcode (UPC or SKU) of the goods inside.

See Example 

  • Please provide full carton quantities. Each carton with the same UPC must include the same number of units of goods per carton; provided that, if one carton is a partial, then (i) such carton must be marked partial using a bright-colored label that is clearly visible and facing outward upon pick-up, and (ii) such carton must be on the top layer of the pallet.
  •  Each master carton may contain no more than 1 UPC per master carton.
  • If master carton contains multiple UPCs, carton must be marked mixed using a bright colored label that is clearly visible on the upper right corner of the carton.
  • All cartons with mixed UPCs must contain inner packs and individual packing slips per master carton.
  •  Each inner pack may contain no more than 1 UPC. All inner packs must be labeled with applicable UPC, quantity and product description.
  •  Carton may be strapped by plastic-strapping material only, using two strips across the width of the carton. Metal strapping may not be used.
  •  Each carton must be individually numbered with a carton count to reflect each cartons place out of the total number or cartons (e.g., 1 of 48) to ensure all goods are accounted for in every stage of the supply chain.  Mark cartons containing glass or breakable items appropriately (fragile, this end up, etc.).

Labeling Individual Units

  •  All items must contain a scannable UPC barcode.
  •  If it is not possible to apply a label to an item, then the item must be inserted into a bag, and that bag labeled with a scannable UPC barcode.

o             Example: A t-shirt is placed into a polybag and a barcode is then affixed to the bottom right corner of the bag.

  •  Label background must be white.
  •  Minimum font size of 12pt.
  • Minimum label size must be 1" x 1⁄4" (inch).
  • Minimum label size must have 1/16" (inch) white space around border.


 Non-Standard Receiving

Receiving that do not comply with above requirements will only be processed when above requirements are met. Such receiving will be processed and billed per labor-hour in addition to standard receiving fees and could take up to 10 days to complete. If any labeling needs to be performed, a labeling fee will be applied see fee schedule below

Common issues moving a receiving to non-standard

  • No barcodes
  • No PO uploaded in the system
  • Mixed cartons

Additional fees:

Labeling: Hourly warehouse fees + $0.20 per 2x1 label cartons/items not labeled as required above

Non-compliant/ Broken Pallet: $15.00

Resizing/Re stacking Pallet: Hourly warehouse fees

Cartons containing less than 6 picking units: $1.50

Inbound Cartons greater than 2.5 cube: $2.00 per carton

MISC: Hourly warehouse fees

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