The following document is meant to establish an agreed-upon set of guidelines and terms for the establishment of shipment lead times for both Kits and Kit Components so that Operations can meet the set deadlines and so that Sales can manage customer expectations.
This document Approved - 6/30/2021
- Whereas a kit is defined as any finished good that is produced in the kitting area and/or has a production responsibility of KIT and Kit Components are items in which the Kit Component Check Box is equal to Yes (the box is checked). Once a kit is labeled as a production responsibility of "kit," it will and always continue to be a kit. Kit Components are subject to change as they may be added or removed at the discretion of both Operations and Product Development. This will occur when the item is either added or removed from a Production BOM that attached to a kit.
- Shipment Date is defined as the day in which the shipment is shipped (i.e., the label is created and attached to the box).
- A Business Day is defined as a day in which the Yulee Plant is normally open to conduct business which is not to include weekends, Saturday or Sunday, or paid holidays as determined by Human Resources.
- A Business Hour is defined as a clock hour of time occurring between 7:00 a.m. Eastern Time and 4:30 p.m. Eastern Time on a Business Day.
- A Bookstore order is defined in this document as a Sales Order to a Customer whose “Mkt segment Code” is defined as “BOOKSTORE” and/or an order in which the sum of the kits on all lines are greater than five.
- An Evaluation/Teacher Kit is defined as an order in which Sales has directed there to be an additional quality check and/or an order that is going to a prospective buyer and/or an order that is going the professor of the course.
- An Expedite Order is defined as an order in which a customer has paid the expedite fee for a qualifying kit. For a kit to qualify, the “Can Be Expedited” must be “Yes(checked)” at the time of Order Entry. Kits will vary from Expeditable to Non-Expeditable based on sales history.
- Direct order is defined as an order not conforming to any of the above definitions.
- Sales includes but is not limited to the Sales Reps, Customer Support, and Sales Support.
- Operations includes but is not limited to Production Planning, Production, and Shipping.
The lead time is to the shipment date and not the date of customer receipt since this will vary by shipping method and distance from the Yulee plant. The Date of Entry is Day 0 for calculation of shipment date regardless of the time the order is entered. If Sales would like an estimate of the transit time, please provide a written request (email or Teams Message) to the Shipping Manager.
The current agreed-upon shipment lead times are as follows:
- Bookstore Orders - 15 Business Days
- Direct - 5 Business Days
- Evaluation/Teacher Kit - 5 Business Days
- Kit Components - 3 Business Days
-
Expedite Orders- 2 Days
- With an understanding that Sales will make a good-faith effort to keep up the Blanket Sales Orders pertaining to these kits.
The only agreed-upon exceptions to the previous stated lead times are as follows:
- If the Customer is CCC- 2 Business Days
- This is agreed upon as long as Sales notifies Operations of the with an actionable list of Item Numbers and quantities 2 weeks prior to the shipment date.
- If the Customer is APUS - 3 Business Days
- If the Customer is Harvard - 2 Business Days
- If the Customer is Ultimate Medical Academy - 2 Business Days
The above exceptions are agreed upon as long as there is a good-faith effort by Sales to keep the BSOs current and up to date. Other customer-specific lead time requests must be approved by Sales and Ops using the amendment process.
Through NAV, there is an option to request that a Sales Order Line(s) be expedited. This is done through the Expedite Request button located on the Sales Order. Please understand that not every Expedite Request will be approved, but Operations will make a reasonable effort to accommodate requests based on the contributing factors of availability of the kit, the current production capacity, and shipping capacity at the time of the request. Operations shall have 8 Business Hours to respond to these requests. The responses from Operations will be one of the following:
- Denied - The request is not able to be approved and the shipment date will remain at the standard lead time.
- Modified - Operations cannot ship by your requested shipment date but has pull the SO Line(s) up to the first available shipment date.
- Approved - The request has been approved and the SO Line(s) will ship on the requested shipment date.
If a Sales Order (SO) is input and is not released on the Date of Input then it shall be the responsibility of the releasing party to update the shipment date if applicable. If the shipment date of the Order is prior to or the date of release, then the shipment date of SO should be updated to reflect a shipment date of the next Business Day.
- Sales
- It is Sales' responsibility to respect the leads time agreed to above. It benefits all involved when orders are placed with lead times in mind.
- It will be the responsibility of Sales to ensure that the “Mkt segment Code” along with the “Standard Kitting Lead Time” on the customer cards remain up to date and in compliance with this document.
- Operations
- It will be the responsibility of Operations to ship lines on or by the shipment date if the stated date is in accordance with the terms and guidelines set forth in this document.
- Operations will be responsible for upkeep of the “Can be Expedite” box on the item card.
Once this document is approved changes, may only be made with the joint approval of both Sales and Operations and in the form of a written addendum to this document. Both parties must agree and sign the addendum before the addendum can take effect.
After Modification of an Expedite Request Sales will have 8 Business Hours to Approve and Accept the changes or Operations reserves the right to Deny the request due to inactivity.
Addendum Proposed - 7/21/2021
Addendum Approved - 7/21/2021
If an order is processed for Houston Community College (E100912 or C3000101) or their third-party purchasing agency, First Choice, the lead time will be 15 business days.
The above exception is agreed upon as long as there is a good-faith effort by Sales to keep the BSOs current and up to date.
Addendum Proposed - 9/29/2021
Addendum Approved - 10/01/2021
If an order is processed for American National University (E114462), the lead time will be 2 business days.
The above exception is agreed upon as long as there is a good-faith effort by Sales to keep the BSOs current and up to date.
Addendum Proposed - 9/29/2021
Addendum Approved - 10/01/2021
If an order is processed for Collin College (C3000080), the lead time will be 4 business days.
The above exception is agreed upon as long as there is a good-faith effort by Sales to keep the BSOs current and up to date.
Addendum Proposed - 9/29/2021
Addendum Approved - 10/01/2021
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