In this article, learn about:
Ulta’s shipping requirements and timelines
Ulta’s requirements for labels and cartons
How to adjust when things don’t go to plan
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The shipping process is at the heart of the supply chain. Thankfully, for Ulta suppliers, Ulta provides detailed documentation about what they expect from their Brand Partners for shipping, packing, labelling, and compliance in general in their Supply Chain Guide. Suppliers can find this information via Ulta’s supplier portal.
Ulta Shipping Documentation
Two essential documents for shipping with Ulta are a Bill of Lading (BOL) and a Packing List.
The original BOL is required for all Ulta deliveries. Each BOL must include its unique BOL number, as well as the name of the carrier, trailer number, and addresses, both to Ulta and from the supplier. For FTL, the BOL must include a verified seal number.
BOLs must also include total amounts and/or counts for, and the weights of:
Cartons
Pallets
Entire shipment
The BOL should also include the date of the shipment, the date and time the shipment was tendered, an accurate description of the product being shipped, its NMFC freight class, and the E2OPEN ID number. Finally, the BOL must include both the shipper’s signature and the driver’s name and signature.
Additionally, the BOL must:
Show all PO numbers involved in the delivery
Be verified by the driver, along with a count of the number of cases, and the driver must also sign for all cases and pallets at the time of pick-up
Not include the declared value of the shipment, or limit of liability
The shipper will be held responsible for any missing product on shipments that state STC (said to contain) or SWS (shrink wrapped skid) on the BOL.
All POs require a Packing List. Each separate PO will require an individual packing list. The packing list must adhere to the following requirements:
It must be machine-printed and easily readable.
It must be enclosed in a plastic pouch that lists “Packing List Enclosed.”
The packing list must NOT be inside the box or carton.
Below is all the information that Ulta requires tbe included on the packing list for compliance:
PO number
Ship date
Invoice number
Supplier number
Style number
SKU number
UPC
Item description
Count, quantity, and weight
Ship to address
Bill to address
Additionally, Ulta suppliers ought to make sure that the packing list is clearly visible on the last pallet of the truckload, and an extra copy of the packing list is attached to the freight bill associated with each PO.
Ulta also requires that packing lists be emailed to the appropriate Ulta DC. The email should also include the supplier’s company name, and all relevant PO numbers in the subject line. Each Ulta DC has a number associated with it and the specific DC’s email as well:
Jacksonville, FL 808: Ulta.Packlist.JAX@ulta.com
Chambersburg, PA 822: Ulta.Packlist.CBG@ulta.com
Greenwood, IN 833: Ulta.Packlist.GWD@ulta.com
Dallas, TX 844: Ulta.Packlist.DAL@ulta.com
Fresno, CA 855: Ulta.Packlist.FRE@ulta.com
Greer, SC 870: Ulta.Packlist.GRR@ulta.com
Bolingbrook, IL 871: Ulta.Packlist.BLB@ulta.com
Related Reading: Compliance Tips for New Ulta Beauty Vendors
Ulta’s Packaging Requirements
When all products are packaged correctly, according to Ulta’s standards, this ensures that the supplier’s products will not be damaged, that the shipping process will not become hazardous, and that the supplier does not end up with a chargeback for non-compliance.
Cartons
According to Ulta’s Supply Chain standards, the requirements for packaging are broken down into two main categories:
Case Packs: These are the large boxes that contain multiple individual products
Unit Packs: These are the packaging units for individual products
Across both categories, Ulta requires that suppliers, or Brand Partners, adhere to strict standards to ensure that both product and people stay safe during the shipping process.
Ulta expects the following standards when it comes to Case Packs:
The case pack itself must be a fully sealed and enclosed corrugated carton.
The carton must have a minimum 200-pound test or ECT 32 rating.
Breakable items, such as glass items, must be packaged securely and properly for safety.
Delicate bottled items must be packaged with dividers and shipping paper or air pillows.
Case packs should also include additional protective layers as needed.
Below are Ulta’s recommended dimensions for Case Packs:
Ulta expects the following standards when it comes to Unit Packs. Because unit packs are expected to go from carton to shelf, it is important to make sure that the packaging includes the correct barcode and that the packaging can withstand typical shipment handling.
For units that contain multiple products, be sure to include information that the units are not to be separated.
Breakable items, such as glass items, must be packaged securely and properly for safety.
Secondary packaging should be sturdy enough to withstand the normal wear and tear of retail shipping.
Liquids, including pump bottles, must be secure in their packaging, and all lids must remain on to prevent leaks. Any leakage will be considered a damaged product.
Delicate items must be packaged to avoid any damage during the normal wear and tear of shipping.
Below are Ulta’s recommended dimensions for Unit Packs:
Each SKU must include a correct UPC barcode, which must also be added correctly to the packaging for optimal scanning. The barcode must be black and white only and should not be placed on a non-flat surface of the packaging.
Labels
Labels for Ulta shipments must be easy to see and read. The recommended dimensions for Master Carton and Pallet Labels are 4” by 6’. For palletized cartons, the labels must face outward for easy scanability. This means that the labels should not be placed on a seam or corner. Cartons should not have more than one label, and all labels should utilize ink that will not smear or smudge.
Some cartons may also require inner pack labels as well as outer labels. An inner pack label must include the SKU number, item description, and item quantity.
Additionally, all Master Pack Labels must include:
Name and address of the supplier
The location the product is being shipped to
Barcodes: Zip-code and receiving facility number
The name of the carrier
Tracking number
PO number
Number of SKUs per carton
Total number of cartons
Description of the items
The supplier’s style number
The receiving facility number
The serial code for the shipping container
For partial case packs, “Partial” must be clearly indicated on the pack, and the less-than-quantity must be displayed (e.g. QTY = 6).
For mixed case packs, “Mixed” or “Mixed SKU” should be clearly indicated on the pack, and the various SKUs inside the case must have a clear delineation between them. There should be only one inner pack per SKU inside the case, and mixed case packs require inner labels in addition to outer labels. SKUs are not considered “mixed” if the quantity exceeds one master case.
For palletized cartons, the label must face outward and be scannable from all sides. The label must be a minimum of 1 inch from the bottom of the carton, and 1.5 inches from the bottom right corner of the carton. Hazmat labels must be clearly added to the carton so that it is easily visible and scannable and cannot be covered by other labels or stickers.
Pallet labels must be placed on the upper right corner, must include a barcode, and must include the following information:
Name and address of the supplier
The location the product is being shipped to
Barcodes: Zip-code and receiving facility number
The name of the carrier
Tracking number
PO number
Total number of pallets and cartons in the shipment
The receiving facility number
The serial code for the shipping container
For all labels, whether mixed, partial, pallet, or master, the 18-digit serial number cannot be reused within a three-year period. Cartons should not have more than one PO, and all cartons should weigh 40 pounds or less.
Ulta Timelines for Prepaid and Collect
For suppliers shipping Prepaid with Ulta it is important that shipments arrive on-time at Ulta DCs. Ulta refers to on-time delivery as the Requested Delivery Date (RDD) and calculates this date with the following calculation: RDD = Ship Date + Transit Time. This is calculated in calendar days. Weekends and holidays are exceptions.
Sometimes an Ulta supplier, or Brand Partner, may receive a PO without enough time to process it. In this case, the supplier should contact their Ulta Beauty Inventory Analyst, copying SupplierOps@Ulta.com.
All Prepaid shipments (except for small parcels) must have a scheduled delivery appointment.
For Collect shipping, Ulta suppliers must have all PO details entered into Ulta’s Transportation Management Software (TMS) at least 48 hours in advance of the Requested Ship Date. For Collect, RSD is calculated with this formula: RSD = PO Submission Date + pick/pack/ship days. This is calendar days, just like with Prepaid shipping.
Should the LTL carrier be delayed, the supplier should contact Transportation@Ulta.com.
Related Reading: How to Prepare LTL Shipments for Ulta Beauty Compliance
Common Mistakes and Issues
Should shipping documentation be incorrect, should changes to routing be made without advanced notice, or should the supplier fail to schedule a delivery time, the supplier is in violation of Ulta’s compliance standards and will receive notice of a possible deduction to their invoice.
Ulta takes compliance very seriously, however, rather than simply putting a chargeback on the invoice, Ulta will notify the supplier of the issue. This gives the supplier time to correct the issue before the chargeback is added to the invoice.
It is important to understand every aspect of Ulta’s compliance program, and to be ready to dispute invalid deductions as soon as you hear about them to ensure that no money is lost. Keep in mind that Ulta handles all deductions, and disputes, either through email or OpenText AI.
Related Reading: Ulta’s Chargeback Program Explained
Additional Deduction Help with SupplyPike
SupplyPike’s software helps suppliers dispute chargebacks or deductions as they arise. SupplyPike removes the cost limit for disputes, helping suppliers dispute both simple and difficult deductions. With SupplyPike, suppliers can dispute deductions without having to email Ulta, saving valuable time and energy with auto disputes.
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