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2024 Holiday Prep Guide Part 1: Forecast Ready?

Trisha Arnold
Trisha Arnold
  • Updated

Welcome to the 2024 Holiday/Peak Season Prep Guide!

Planning and preparation for the busy peak season is underway! All of us at Ryder E-Commerce are looking forward to collaborating with your team to ensure a smooth season. Over the next several weeks, we will use this guide to cover critical peak season topics. Let's get started...

 

Key Dates

Please keep the following dates in mind as you begin peak planning:

  • PEAK PLANNING PERIOD: Mid-July - September 15th

  • PEAK PREPARATION - RECEIVE INBOUND INVENTORY, SHIP WHOLESALE ORDERS & PERFORM PROJECTS: September 1st - October 31st

  • PEAK SEASON - OUTBOUND ORDER FOCUS: November 1st - December 31st

  • RETURNS SEASON: January 1st - 31st

 

Forecasting

Forecasting is integral to a successful Peak Season. If you haven't already completed your forecasts, we recommend you prepare your holiday/peak season forecast while you are planning your holiday marketing calendar. Keep in mind the dates above and coordinate inbound inventory (including packaging), outbound orders, and project work accordingly. This information will be used by the warehouse to plan for labor and space utilization during peak season.

If you haven't already, please share your forecast with us as soon as you have a firm calendar, and continue to update and share it with us when there are any changes.

Here are the key elements your forecast should include:

  • Daily schedule of inbound inventory from now through January 31st, 2025
  • Daily schedule of outbound orders (ecom, retail & wholesale) from now through January 31st, 2025
  • Daily volumes for your preferred small parcel carriers
  • Daily schedule of sales, promotions, and any other marketing activity from now through January 31st, 2025
  • Dates for projects including kitting, assembly, etc. from now through January 31st, 2025
  • For more info on FORECASTING, check out this Help Center article:

*When submitting your forecasting to the Operations team please cc: your CSM or Customer Support contact.

 

Inbound Inventory

Below are some specific reminders about how to prepare your inbound shipments to help ensure your operations and fulfillment activities will run as smoothly as possible during peak season.

 

1. ACCURATE FORECASTS: Please provide updated forecasts regularly and keep in mind the key dates above.

 

2. SHIP NOTICES

PRIOR TO ARRIVAL AT THE FACILITY: A well-prepared Ship Notice and organized shipment allow for faster and more efficient receiving at the facility. The hallmarks of an ideal shipment are:

  • Has a Ship Notice in place prior to arriving
  • A delivery appointment has been scheduled in advance with the warehouse
  • Has the tracking information on it for ease of identification
  • Has all packages for the shipment delivered at the same time
  • Has the ship notice number written on the outside of each carton/package
  • Arrives with all units labeled and correctly identified on the ship notice
  • Arrives with all units polybagged, if applicable

AT THE FACILITY:

  • Ship Notices will be marked as arrived within 24 hours of being delivered.
  • Generally, Ship Notices will be received within 2-5 business days, depending on facility and contract terms.
    • NOTE: Ship Notices that arrive with large unit and/or SKU counts or that need project work completed on the items will require additional time.
  • Please note that we are unable to prioritize a Ship Notice over any others in the facility.

 

3. UNEXPECTED SHIP NOTICES: This is when a shipment arrives at the facility with no Ship Notice and/or not on your forecast. The facility must take extra time to identify what the shipment is, marshal receiving resources, and determine where to store it if it can't be received immediately. This is especially disruptive during busy periods.

  • With unexpected Ship Notices, the facility will create a project and bill the time (hourly) to identify the shipment and receive it.
  • You will be notified when this occurs, but it could be after the fact.

 

4. SHIP NOTICES THAT REQUIRE ADDITIONAL HANDLING

  • Select "Requires Inspection" when creating your Ship Notice if it requires additional handling.
  • The additional handling will be charged hourly at your project rate.
  • For more info on Ship Notices, check out these Help Center articles:

 

5. CUSTOM PACKAGING

  • If you use custom packaging, please ensure your supply levels are sufficient for the busy season ahead.
  • A Ship Notice should be created for all incoming packaging.
  • If you have a rule calling for your custom packaging, please take a look in the RyderShip App to confirm the settings are correct:
    • If you’d like us to only use custom packaging “while supplies last” select that option.
      • If your packaging is not available, your orders will not be processed until we receive more inventory.
  • For more info on packaging and rules, check out these Help Center articles:

 

Projects

  • From October to January, projects will be waitlisted and carried out at the discretion of the facility.
  • Submit any project requests as soon as the product is delivered.
  • Include detailed directions in a .PDF attached to your request.
  • Please ensure that all items are on-hand.

 

COMING UP: In Parts 2, 3, 4 and 5 of the 2024 Holiday Prep Guide:

  • Outbound Order Best Practices
  • Carrier Guidelines during peak holiday times
  • Product and Integrations Support during peak
  • Ryder E-Commerce Facilities (formerly known as Whiplash Facilities) and Partner Facilities Holiday Schedules
  • Customer Support Holiday Schedule