Overview
Advantus does direct delivery for CWI and so the DI Coordinator tracks the delivery to the customer’s doorstep.
Direct Import Process – CWI – Supply Chain Management
The following is the outline of the role and responsibilities of the Advantus DI Coordinator in the CWI direct import process.
| Step | Action |
|---|---|
| 1 | Charlie Frohman (Exec VP, Advantus) will send the PO via email. DI Coordinator to follow any instructions listed in the email |
| 2 | DI Coordinator follows the process according to the NetSuite Direct Imports- Supply Chain Management with the exceptions outlined in steps 3-15 |
| 3 | When entering the SO, the Planned Ship Date enter the date the factory provided as the ship date. For the Cust. Ship Date, the calculation for the date will be the Planned Ship Date plus 45 days for ocean transit and devanning. Example: if the Planned Ship Date is 4/1/20, then the customer ship date should be 5/15/20. In the Memo section type “Charlie needs to approve the invoices before we bill the customer when the goods are delivered by Galaxy. Invoice when the goods are delivered in NY”. In the Notes section type “Total is a delivered price. This is a direct delivery. Ship date from factory is xx/xx/xx. Ship date to customer is xx/xx/xx”. As documents are received from the factory, add a note to this section. When goods have been confirmed delivered, add a note to this section. Example: “Total is a delivered price. This is a Direct Delivery. Ship date is 11/22/19. Cust. delivery date is 12/30/19. Shipping docs rec’d 11/18/19. Shipment delivered to customer on 12/26/19” |
| 4 | Under Shipping Information of the SO, under Ship To Select choose Glens Falls. For Ship Via choose Freight Forwarder. Leave Freight Pay Code blank unless Delivered Price is an added option. |
| 5 | Once the SO is approved and PO is generated, edit the PO. The DI Coordinator is the Requestor. For Incoterm select “FOB”. For FOB Point select “Port”. For Clock orders only: in Memo (External) type “Vendor is to put PO# xxxxxx on all cartons with the item#, do not use Advantus PO#”. For Calendar orders only: in Memo (External) type “Goods should be palletized and all pallets must have the heat treatment stamp on them. Vendor is to put PO# xxxxx on all cartons with the item#, do not use Advantus PO#”. Note (Internal) type “Direct Delivery. Galaxy to handle ocean shipment to NY port and trucking shipment to customer.” Add the booking # when received from Galaxy. Example: “Direct Delivery. Galaxy to handle ocean shipment to NY port and trucking shipment to customer. Ocean booking# NBO1911122” |
| 6 | Under Shipping subtab, for Ship Via select “Ocean Carrier”. For Ship To select “Port of NY.” DO NOT USE CUSTOMER’S ADDRESS HERE. Send PO to Charlie for review and once he approves send to the vendor. |
| 7 | As soon as possible after providing the vendor the PO, Advantus DI sends CWI delivery instructions to Galaxy. DI Coordinator also informs Galaxy of correct shipper (differs from the factory). Document located in \advantus-files\shared\Direct Import\CWI Community Workshop *SEE REFERENCE IMAGE 1 BELOW* |
| 8 | A week before factory ship date, follow up with the factory for shipping docs (follow alerts in NS). Once shipping docs are received, edit the SO, update Planned Ship Date to reflect Cust. Ship Date. |
| 9 | Create Task in NetSuite for the Cust. Ship Date to send a reminder to Charlie Frohman advising of the expected arrival of the shipment so he can advise the customer. |
| 10 | Once DI Coordinator receives Arrival Notice from Galaxy, edit the SO, update both the Planned Ship Date and Cust. Ship Date to reflect the arrival date plus 7 days. If this date is sooner than the original estimated Cust. Ship Date, update Task in NetSuite to send reminder to Charlie notifying him of the shipment’s port arrival date. |
| 11 | DI Coordinator receives delivery instructions notice from Galaxy and sends an email to notify Accounting of the PO’s arrival date to port so they can prepare their necessary documents. Accounting must confirm any price charges on the Sales Order (duties may change, etc.) by sending to Charlie Frohman. Charlie Frohman will review and approve and/or change the SO. |
| 12 | DI Coordinator completes Bill of Lading to send to Galaxy with Shipping Documents: \advantus-files\shared\Direct Import *SEE REFERENCE IMAGE 2 BELOW* |
| 13 | Accounting sends packing list and commercial invoice to Galaxy |
| 14 | The day shipment is due to arrive at port, DI Coordinator confirms with Galaxy the vessel has arrived and the delivery has been scheduled with the customer. DI Coordinator advises Charlie Frohman the shipment has arrived at the port and provides him with the delivery date. DI Coordinator advises Accounting to send invoice to customer. |
| 15 | If there is an issue with the delivery, Charlie will reach out to DI Coordinator who will coordinate with Galaxy to resolve the issue. If Galaxy reaches out to inform DI Coordinator of the issue, DI Coordinator will inform Charlie and work with Galaxy to resolve the issue. |
