In this article, learn about:
What shipping documentation is needed when shipping LTL
Ulta’s Bill of Lading requirements
Ulta’s Packing List requirements
Best practices when shipping LTL
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Getting products onto Ulta’s shelves involves a bit more than just packing them up and calling a carrier. When it comes to shipping LTL (Less Than Truckload) to Ulta, suppliers must ensure that every shipment is documented accurately, packaged correctly, and scheduled correctly to avoid any delays or chargebacks.
LTL shipping means your goods will share truck space with freight from other suppliers. While this method can help cut costs, it does increase the importance of precise documentation and pallet handling, as any mistakes in paperwork or packaging can lead to delays, rejections, or even non-compliance fees.
Related Reading: LTL and FTL Shipping: Which Is Best For You?
Shipping Documentation Needed
Because LTL shipments involve multiple suppliers sharing space on a single truck, clear and accurate paperwork is essential to keep everything moving smoothly. Ulta Beauty requires that Brand Partners provide complete documentation to the carrier when the freight is picked up. The two primary documents that Ulta’s Brand Partners have to provide at the time of pickup are the Bill of Lading (BOL) and Packing List.
Related Reading: What is a Bill of Lading (BOL)?
Bill of Lading
Brand Partners have two different types of BOL(s) they can use when shipping to Ulta:
A Brand Partner generated BOL
An Ulta Beauty generated BOL
Regardless of the version used, the original BOL provided by the shipper is required for all deliveries. It must include specific requirements to meet compliance standards and prevent delays.
BOL Requirements:
All Purchase Order (PO) numbers being delivered must be clearly listed.
For Collect shipments, Ulta Beauty and the carrier are not liable for missing product if:
The BOL only lists the number of pallets and is marked STC (Said To Contain) cartons, or
The shipment is designated FOB (Freight On Board) origin, but loaded SLC (Shipper Load and Count).
The driver is responsible for verifying and counting the number of cases and pallets at the time of pick-up, and must sign off on both.
If the BOL is notated as STC or SWS (Shrink Wrapped Skid), the shipper is responsible for any missing product.
The declared value or limit of liability should not be entered on the BOL.
What Should Be Included on the BOL:
A unique BOL number
Carrier name and trailer number
Ship from address (origin)
Ship to address (destination)
Indicate whether the shipment is Prepaid, Collect, or 3rd Party billing
Billing address for Collect LTL shipments:
Ulta Beauty:
C/O Transportation
1000 Remington Blvd Ste 120
Bolingbrook, IL 60440-4708Each PO entry should include:
The PO number
Number of cartons by PO
Weight by PO
Total pallet count, carton count, and total shipment weight (including pallet weight)
Pallet weight listed separately
Shipment date
Accurate merchandise description and NMFC freight class
Shipper’s signature
Time and date the shipment was tendered
Driver’s name and signature
Note that delivery appointments are required for all Prepaid shipments
E2OPEN Load ID number, if applicable
Any other information that is legally required to be disclosed
Packing List
When dealing with LTL shipping to Ulta Beauty, the Packing List is just as important as the Bill of Lading. This document details everything that's included in the shipment. Ulta’s receiving team relies on it to ensure that the right products, quantities, and packaging setups have arrived for each purchase order. It acts as a handy reference during the receiving process at Ulta’s Distribution Centers (DCs). If the Packing List is missing or not placed correctly, it can cause delays in processing and even lead to compliance problems.
Packing List Requirements
To stay in line with Ulta Beauty’s shipping guidelines, Brand Partners need to keep these key requirements in mind:
Each PO that goes to an Ulta Beauty DC must come with a Packing List.
If you're sending multiple POs in one shipment, make sure each one has its own Packing List.
Packing Lists should be printed by machine and easy to read; handwritten notes or unclear documents could cause delays.
Attach the Packing List in a plastic pouch labeled “Packing List Enclosed” to the first carton of each PO.
Make sure the Packing List is clearly visible on the last pallet loaded onto the truck, so it’s easy to find when unloading.
Don’t forget to include an extra copy of the Packing List with the freight bill for each PO.
For Small Parcel Shipments:
Make sure to attach the Packing List in an envelope to the outside of the lead carton you’ve designated.
The Packing List should clearly indicate the total number of cartons in the shipment (for example, “1 of 3”).
Avoid placing the Packing List inside a carton; it must be visible and easily accessible from the outside.
What Should Be Included on the Packing List?
Each Packing List must contain the following information:
Ulta Beauty DC number and address
Vendor name and vendor ID number
Ulta Beauty PO number
Ulta Beauty SKU number
Vendor style number
Item description
UPC number for each item
Unit quantity by item/style/article number
Total number of cartons and total weight by item
Master and inner pack quantity, if applicable
Ship date
Invoice number, if available
Ulta’s Non-Compliance Fees for Shipments
Missing a delivery window can really add up, both in time and money. If a PO doesn’t make it to Ulta’s DC by the Required Delivery Date (RDD), the Brand Partner might have to cover any extra freight charges that come with speeding up the shipment.
If the LTL Standard Service you selected can’t deliver the PO on time, Ulta may pass on the cost difference for using expedited shipping. This decision is entirely up to the Ulta Beauty Buyer, and any service upgrades need to be arranged and approved through Ulta Beauty Transportation.
How to Avoid Compliance Fees
To avoid any potential chargebacks, it’s important to choose an LTL service that can meet the RDD on the purchase order. If there’s any doubt about the timing, it’s wise to touch base with Ulta Beauty Transportation before the shipment is set to go.
If you think expedited shipping might be necessary, Ulta’s Transportation team will determine the best way to handle it and provide any needed approvals. Getting in touch early helps keep everything running smoothly and in line with Ulta’s shipping standards.
Shipment Non-Compliance Fees
Ulta Supply Chain Guide > Compliance > Chargeback Program
Best Practices When Shipping LTL Shipments with Ulta Beauty
When shipping LTL to Ulta Beauty, a few best practices can go a long way in keeping things running smoothly. To help avoid compliance issues and delivery delays, Ulta encourages Brand Partners to adhere to the following set of standard procedures:
Stick to the TMS routing instructions for Collect POs
Follow the TMS routing instructions for Collect POs. When shipping Collect, it's really important to follow the routing guidelines provided by the Transportation Management System (TMS). If any changes are necessary, like switching up the mode of transportation or adjusting which POs are included in the load, just remember that this will require approval from Ulta's transportation team first at Transportation@Ulta.com.Don’t split up your POs
Make sure all cartons linked to a single Purchase Order are shipped together. Dividing a PO into several shipments can lead to confusion when it arrives and might cause compliance issues or delays.Top off your pallets
Every shipment should have a pallet topper. It’s a straightforward yet crucial step to safeguard the product during transit and ensure everything stays stacked securely.Use a master BOL when needed
If you’re sending multiple POs to the same Ulta DC on the same day, a master Bill of Lading is required. Be sure to check the Tender Accepted Advisor in E2OPEN to confirm that everything is organized properly and nothing is missed.Double-check pallet counts
Accurate pallet counts help keep things running smoothly. If any details change after the shipment information is submitted, just send an update to Transportation@Ulta.com. It’s better to overcommunicate than leave room for surprises.Follow packaging and labeling requirements
Ulta has specific guidelines (located in Ultas 2024 Supply Chain Guide) for how product should be packed and labeled, and it’s important to follow them to the letter. Skipping steps here can lead to extra fees or slow things down at the DC.
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