How to secure 0% errors in small volume shipments? - Page 1
Forum section: electronics / general

author: Martin F
author_rank: Regular Contributor
timestamp: February 11, 2019, 06:45:35 pm
content: Hi all,We ship ~5-10 packages per day, each with fairly high value and importance to our customers.We currently do this by printing the invoices & shipping labels, lining these up on a table and picking the products for each.After this, we 2x check that everything is there and package each pack.Despite trying to stay structured, we sometimes make an error - e.g. shipping 1 instead of 2 products.We could of course try e.g. advanced barcode scanning - but it seems cost/benefit-wise an overkill.Any good pragmatic ideas on how we can improve the above? (we're a small startup)Martin

author: Pinkus
author_rank: Frequent Contributor
timestamp: February 11, 2019, 06:53:41 pm
content: Shipping twice would mean printing the invoice twice. Enable a procedure, that some can see, that an invoice has already been printed to avoid double printing and double shipping.

author: tooki
author_rank: Super Contributor
timestamp: February 11, 2019, 06:59:50 pm
content: One way that comes to mind is to have the product database and invoice software know the exact weight of each item, so that the invoice can contain an exact total weight. Then, before packaging, weigh each picked order and make sure its weight is correct. Then you know whether you’ve under- or over-picked.

author: ebastler
author_rank: Super Contributor
timestamp: February 11, 2019, 07:30:40 pm
content: It would be good to know at which point in the process the errors usually creep in. I assume it's during commissioning, i.e. the wrong articles get laid out on the table? (Rather than errors in the packing step, i.e. leaving an article behind on the table, or putting one into the wrong box?)If that's the case, then maybe a "blind check" would help. If the person double-checking the articles goes by the packing list, they will always be inclined to "recognize" the presumably correct article. To avoid that pitfall, let somone list the items on the table without having seen the packing list, then compare (or better have your computer's database or Excel sheet compare) that with the packing list.Also, you did not mention what kind of articles you ship. Are there multiple versions of each product which look similar, and these sometimes get mixed up? Or do people mix up similar article numbers? Again, the response would depend on the failure mode: Clearly label the different versions and go by the label only, rather than appearance; or introduce a different mumbering scheme, additional color coding or such to address confusing article numbers, etc.

author: Martin F
author_rank: Regular Contributor
timestamp: February 11, 2019, 07:40:03 pm
content: Thanks for the good inputs!It's typically when we lay out the products on top of each invoice that the mistake creeps in.E.g. we may read the invoice and mistakenly read the unit price rather than the quantity/total, hence pick 1 unit instead of 2.We sell 3 main products that are similarly shaped, with just a different sticker (size of a matchbox). On top, we sell various cables etc.Appreciate the inputs so far!

author: ebastler
author_rank: Super Contributor
timestamp: February 11, 2019, 07:47:29 pm
content: Quote from: Martin F on February 11, 2019, 07:40:03 pmOne very simple improvement would be to print a packing list in addition to the invoice. Put that on top of the invoice before laying out the items. No price information on the packing list, hence less potentially confusing detail. You could print the quantity of each article in extra-large font, and check items off with a pencil mark during double-checking.

author: Domagoj T
author_rank: Frequent Contributor
timestamp: February 11, 2019, 07:53:15 pm
content: I have long ago realized that sometimes I suck at spotting my own mistakes, and that I'm not particularly special in that regard. Second pair of eyes help a lot.Don't check your own work, check your colleague's and have him/her check yours.One thing that does jump at me in your case is that if you make errors reading invoices, then perhaps changing the layout of the invoice could help.Also, 0% error is perhaps a bit too optimistic.

author: tooki
author_rank: Super Contributor
timestamp: February 11, 2019, 08:17:16 pm
content: Quote from: Martin F on February 11, 2019, 07:40:03 pmDon’t underestimate the value of simple things like using different label colors for the 3 main products, a separate packing list (a great suggestion by ebastler) and better layout (domagoj t’s suggestion) of the packing list and the labels themselves. You could consider something like a receipt tape printer for the packing list.Another approach (one used by some electronics vendors) is to print a customer-specific label for each and every item. You know you’re done picking when the labels for a customer are done, and you simply never send out items without customer labels. For multiples of a single item, either group them together inside a bag with a single label (“Doodad #3, 3pcs, Jones 54321”), or make a single label for each unit (“Doodad #3, Piece 1 of 3, Jones 54321”), with 54321 being the order number and #3 being the SKU. The latter option also gives you the opportunity to add individual serial numbers to the labels, which is often a good idea.

author: RoGeorge
author_rank: Super Contributor
timestamp: February 11, 2019, 08:18:17 pm
content: A few ideas1. Make a program that prints not only the invoice, but prints accordingly some empty squares too (preferably on the same sheet of paper as the invoice), empty squares you will fill with products before shipping, or2. Putanotherperson to type the number of products and the invoice number seen on the table, then let a program to do the check between invoice orders and pcs ready to deliver, or3. Set a Raspberry Pi with a camera, and use OpenCV to read the invoice number and count how many products are placed on top of the invoice. This can be scaled for bigger sales volumes, too.

author: Rerouter
author_rank: Super Contributor
timestamp: February 11, 2019, 08:25:48 pm
content: A picking list and having a second set of eyes have caught many mistakes like this for my company.Far to many cases of 1 more or less. And the worse one is dislexic moments where a 100313.4 becomes a 100331.4 think we went from 4 errors per month to 3 errors per year.

author: Ice-Tea
author_rank: Super Contributor
timestamp: February 11, 2019, 09:00:05 pm
content: Quote from: Domagoj T on February 11, 2019, 07:53:15 pmThis.

author: ChristopherN
author_rank: Unknown
timestamp: February 11, 2019, 09:22:46 pm
content: Don't place the parts on a table, get a plastic box for each shipment (called Eurobox, nicely stackable). Use that box to pick all items, so go to the items storage location and don't take a box that contains a 100 pcs of a single part to your shipping area.Color code the boxes by product line and store accordingly, use one shelf per product or something like that. Example: All boxes for product one and accessories for that product feature a green base label. All boxes for product two red and so on.All shipping boxes should be in another color so you never mix up a box intended for shipping with one for storage.Print the total number of parts for each shipment on the invoice / delivery note, that way you can verify the total amount of parts that should be in a package.

author: Nusa
author_rank: Super Contributor
timestamp: February 11, 2019, 09:42:52 pm
content: So long as your volume is this low, consider only batching identical orders. Get them boxed and labeled before you do the next set of orders, even if the set size is 1.Use bins big enough for the paperwork and items for each order. Edges keep things from moving from one order to another by accident. It also makes it easy to move an entire order closer to the package and gives a smaller space to scan to make sure all items get transferred.When you print packing lists you can print a picture of each item that should be in the order. That gives you a quick visual check that every picture is matched with something of the right appearance.Make the packaging for your similar items visually distinctive so you can't easily confuse them.Take a picture of each complete order in its bin, with shipping label visible, so you have something to refer to when a customer reports an issue.

author: PlainName
author_rank: Super Contributor
timestamp: February 12, 2019, 01:01:06 am
content: QuoteI like that one

author: Brumby
author_rank: Unknown
timestamp: February 12, 2019, 01:08:34 am
content: Quote from: Ice-Tea on February 11, 2019, 09:00:05 pmIf I only made one suggestion - it would be this.

author: Dundarave
author_rank: Regular Contributor
timestamp: February 12, 2019, 05:28:33 am
content: I think picking stock into separate order bins, together with dual-row tick-boxed-packing slips, and having two people both tick off and initial the packing slip would not only minimize errors, but would impress the heck out of the customer when they see the care that went into the shipment, and thus realize that they are dealing with a seriously professional vendor (& most worthy of future business).An incentive to help the cause would be the rule that in case of a verified shipment error, the secondary (i.e. the checker) has to buy the beer after work!

author: EEVblog
author_rank: Unknown
timestamp: February 12, 2019, 07:09:34 am
content: Can you print out similar orders?e.g. all the one item with the same qty and batch them like that?But with your low volume that might not be practical.

author: sleemanj
author_rank: Super Contributor
timestamp: February 12, 2019, 09:11:28 am
content: I sell low volumes of general small components orders may consist from 1 plug to a bag full of assorted stuff.I don't have zero errors, but I do pretty well. Working on myself, so nobody to double check.Generally I print a combined picklist for a day, this aggregates all the things I have to pick for a group of orders into a single, err, list. Everything that the day's orders needs is picked into a single box. When picking I usually only pick the actual quantity I need for all the orders.Then I take the pick box back to the packing area (aka any clear spot on my desk). For simple orders of under 5 or 6 line items, I just collect the items together from the pick box and pack, I can keep that many items in my head.For larger orders I print a packing list for that order, and then pack that order, I have tick boxes for each line.After packing the orders, my pick box should be empty, if it's not I can double check the orders that might be affected. Similarly during packing I should not run out of something in the pick box, if i do, I can double check the orders that needed those items.Having the two separate stages, picking, and packing, basically means there is an automatic checksum, I have to make the mistake twice from different lists... which still happens occasionally, but is less common.

author: Jeroen3
author_rank: Super Contributor
timestamp: February 12, 2019, 09:22:37 am
content: Quote from: Martin F on February 11, 2019, 07:40:03 pmPacking lists do not list the price.Get crates (ikea samla) or shopping baskets*Don't mix orders.Tick each item on the pick list, and sign the list.*they're cheap and stack away compact.

author: ebastler
author_rank: Super Contributor
timestamp: February 12, 2019, 09:38:26 am
content: I think this thread is now reaching its useful lifespan, with 100% redundancy in the recent suggestions.More than five posts to read before posting yourself is just too much...

author: coppercone2
author_rank: Super Contributor
timestamp: February 13, 2019, 05:20:19 pm
content: Analyze the shipping enviroment. Reduce distractions and clutter for this critical operation.Do you have a dedicated open packing area with big free tables, low work noise and shelving? Usually if you have more space and its more streamlined its easier to concentrate and harder to make a mistake.If you need to shuffle desk objects around to get a job done its too cluttered. One shelf with boxes, one with packing filler, another with tools like scissors, box cutter, tape dispencer.Lay out invoices on a non disturbed table , put boxes on top, put your filler, insert invoice demamdsg, check, seal, go to next box.It should be extremely robotic.I think part of the issue you have is that you put the product on the invoice then shuffle stuff around from the sound of it. Put down invoice, compress it to the table so the invoice is wedged under the box, put the insulation theb read load seal. There should be no interuptions from the time the invoice is read and the worker goes to get the product and seal the box. Dont fill multiple boxes and then seal. Tape gun will make this easier. It could be a soft seal (not good enough for shipping) but once the soft seal is done it should be ready to be handled by the post, even if it busts open from impact.The guy should read the invoice, know exactly what he needs then puts his john handcock or tape over the box. At that point its like a legal document for him.You can also have him use a thin sharpie to make a mark on the box right after sealing so you get an idea of whats in his head. If you know what he thought you know if you have a document that is difficult to read. Could be as simple as a dot code, dash, etc.He marks a 2 code on a one box then you need to increase font size, bold, highlight etc.