# Packing manual

Source: https://handboek.snelparts.com/en/packing-manual.md

> Step by step through the full packing process — from picking with the scanner to a shipment-ready parcel.

Welcome to the warehouse. This manual walks you step by step through the full packing process: preparing orders, collecting products from the warehouse, checking them, and getting them shipment-ready. It also covers exceptions — fragile items, large orders, UPS and DPD shipments. Always work carefully: every order goes out error-free.

> [!NOTE]
> Something doesn't match, or you're unsure about a product? Report it to the
>   Warehouse Manager (Shin) immediately, **before** you continue. Better to ask
>   once too often than to ship the wrong parcel.

## Start of the day: 9:00 picking

The day starts at 9:00 with picking orders. Before you begin, the basics.

**Location layout.** Locations are organised into sections **A**, **B** and **C**. A location like `A.2.1-02.09` reads as follows:

| Part   | Meaning       |
| ------ | ------------- |
| **A**  | Main section  |
| **2**  | Aisle         |
| **1**  | Shelving unit |
| **02** | Shelf height  |
| **09** | Specific slot |

## The scanner and Picqer

1. **Unlock the scanner.** Enter code **2739**.
2. **Check the internet.** Without a connection you cannot log in to Picqer.
3. **Open Picqer.** Tap the Picqer icon. You land on the home page.
4. **Check open orders.** Under _Pick lists_ you see how many orders are waiting.

## Creating a batch

1. Go to **Batches** and choose **20 item batch** — you process 20 orders at once.
2. Select **a UPS batch first**: UPS parcels must be kept separate. Then process the DPD parcels. Note: a UPS parcel may appear among the DPD orders — keep an eye on the shipping labels and tags.
3. Click **Link picking containers** to link the batch to bins.
4. **Scan the bins** at positions 1 through 20.
5. Once all bins are scanned, click **Start the batch**.

## Picking products

The scanner guides you through the warehouse in the most efficient order.

- **Product details.** At the top you see the SKU and the product title, below that the location.
- **Watch the quantity.** Sometimes you need to place 2 of the same product in one bin. **This often goes wrong** — always check the quantity.
- **Correct bin.** Under _Lists_ you see which bin belongs to which product. `1xT` means one item, `2xT` two items. Scan or click the bin before placing the product in it.
- **Check the product.** Compare the _supplier product code_. Unsure? Click **Show product** for more information.

## After picking

1. After the last product, pick the scanner back up and return to the overview via the **dashboard** icon.
2. Place the first ready bin on the packing table and **scan the barcode** of the bin.
3. Click **Start** to begin the packing process.
4. **Check the products** against the order list — do type and quantity match? If anything differs, report it to the Warehouse Manager immediately.
5. If everything is correct, click **Pick all**.
6. Click **Create shipment**. The shipping label and packing slip print automatically.
7. Place the **packing slip** in the box and add a **thank-you card**. Write the customer's name on the card by hand.

> [!NOTE]
> If a manual is included with the order, it may show as 'already picked' in
>   Picqer and not appear on the scanner. In that case check the packing slip
>   carefully — that is where you'll find the manual. Is a physical manual needed
>   and not yet printed? Ask the Warehouse Manager; he has access to the manuals.

## Packing the products

1. **Check the product** once more against the order in Picqer, and check for damage or defects.
2. **Choose the right box size** — slightly larger than the product itself, so there is no unnecessary empty space. For fragile products (gaskets, filter sets, oil) use a **double-walled box**.
3. **Place the product centred** in the box.
4. **Fill empty space** with filler paper, at least 3–5 cm on each side, until the product sits firmly and can no longer shift.
5. Add the **invoice** and the **thank-you card**.
6. **Tape the box shut** using the H-tape method: one strip over the seam, and a second strip in the other direction. Check for loose parts.
7. **Apply the label** straight and centred on the top of the box, without air bubbles. Check that the address and barcode are clearly legible.

### Packaging guidelines by product group

| Product group                       | Approach                                                                                                                                        |
| ----------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------- |
| **Oil**                             | First in a plastic bag against leakage, then in a sturdy box with little room to move.                                                          |
| **Gaskets (head gaskets)**          | Vulnerable. Never together with hard products such as metal. Keep them flat and protect them with filler material in a separate, sturdy box.    |
| **Filter sets**                     | Simple. Standard box with enough filler material so they don't shift.                                                                           |
| **Overhaul sets**                   | 12–20 small parts. Collect them in a bag first and deliver the set as one whole.                                                                |
| **Heavy/large products**            | Have them double-checked by the Warehouse Manager.                                                                                              |
| **Chairs to far destinations**      | Use air cushions and pack firmly. Is the order value lower than the shipping cost? Report it to the Warehouse Manager — he emails the customer. |
| **Radiators / very fragile abroad** | Wrap completely in bubble wrap and place well protected in the box with extra filler material.                                                  |

> [!NOTE]
> We limit our plastic use. Where possible, choose paper filler material. Use
>   plastic filler or bubble wrap only in exceptional cases, such as very fragile
>   shipments abroad.

## Creating a shipment

### UPS parcel (via the webshop)

For countries outside the EU, or when DPD is not available, you create the shipment in WooCommerce.

1. Go to **WooCommerce → Orders** and search for the order number.
2. Open the order and go to the **UPS Shipment Label** column.
3. Measure the parcel and enter **weight and dimensions** — always in cm and kg, with a point as the decimal separator (e.g. `6.5`).
4. Click **Calculate Shipping Cost** and check the shipping method: **standard = UPS Expedited**, **fast = UPS Worldwide Saver**. With a small cost difference and a large speed difference, choose the faster option where it makes sense.
5. Select **Generate Package - UPS** and enter weight and dimensions again.
6. Click **Confirm Shipment**. If the message **"Shipment confirm response: Success"** appears, it worked. On an error message, information may be missing — report this to the Warehouse Manager.
7. Click **PRINT LABEL**, open the file in the **Downloads** folder and print with CTRL + P. Use the printer **Designer QLn420 (ZPL)** and the **Fit to page** option.

### DPD parcel (via Picqer)

1. Log in to Picqer (computer) and find the pick list via the order number.
2. Open the order and check that all address details are filled in correctly. Edit the address if needed.
3. Follow the standard procedure to create the label.

### Common error messages

| Error message                              | Cause & fix                                                                                                                                                                                    |
| ------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| `house_number: This field cannot be blank` | House number is missing or in the wrong field. Open the order in Picqer **on the computer** (not the scanner), choose _Edit address_, add or move the house number, and recreate the shipment. |
| `Invalid ID`                               | The shipment must be created with UPS. Follow the UPS procedure above.                                                                                                                         |

### Heavy parcels or large orders

For heavy or large orders (for example more than two barrels) you create the shipment in **Sendcloud**:

1. Open Sendcloud and search for the order by order number.
2. Click **Edit** and adjust the **number of parcels**.
3. Click **Save** and create the shipping label following the standard procedure. Divide the contents evenly across the parcels and check the shipping cost — multiple parcels can be more expensive.

## Packing exceptions

- **Bulk packaging.** Some products sit in the racking as bulk packaging (e.g. 2 items together). Open the packaging carefully, take exactly the ordered quantity, and store the rest back neatly and protected.
- **Lamp boxes.** A box may contain several lamps. Take exactly one lamp, leave the rest safe in the box, and pack the removed lamp separately and protected.
- **Piston rings.** Variants look very similar. Always check the **last three digits** of the product number on both the packing slip and the physical product.
- **Tractor seat.** Too large for a standard bin. Place the seat carefully next to the table, close to its bin, and remember which order it belongs to. Check the packing slip at the end.
- **No product location.** Does a product have no assigned location? Contact the Warehouse Manager immediately.

## Tasks in the warehouse

Besides packing, you also keep the stock and the packing area in order. Does a product look out of stock in the racking? There is often more stock at the bottom of the same rack — restock the shelves as soon as needed.