Creating a new shipment
After clicking an order on the "Orders" tab, there are 4 quick areas you would need to check in order to create a new international shipment.
1. Check customer and sender address
Check that the customer's address is displayed correctly. Otherwise, click "Edit" to amend the address.
Check that the sender address (i.e. your address as a shipper) is selected correctly. If not, choose a different address from the drop-down list, or create a new warehouse address.
2. Add package details
Input the package details (package dimensions, weight, quantity) under "parcels". If you have some commonly used package types saved, dimensions can be filled automatically (to save your own package types, see here).
3. Check shipping options
There are several shipping options available for international shipping.
- Signature required: This means that the consignees will be required to sign when receiving the parcel. See this page for more information.
- DDP: If you wish to set up the DDP (Delivered Duty Paid) option, please check this box. *Please note that DHL local tax prepayment handling charges (3,000 yen per shipping label, excluding tax) are not included in the estimated DHL shipping rates displayed on Ship&co.
- Return Label: Return label is available for DHL only for now. In order to set up return labels, you must register a DHL import account beforehand. Details about registration can be found here.
- Shipment Insurance: if you would like to add damage compensation insurance to your shipment, input the value of the contents here. See this page for more information.
For other options, see the details and how you can set up for those from here.
4. Check parcel contents
The parcel contents, including the item classification category and origin country is for custom purposes. You may edit the fields as required, by selecting an option from the drop down. To change what appears on your drop down list, go to "Settings" and "Product types", deleting what you do not require, and adding what is relevant. (See this article for more info.)
Checking shipping rates
Next, click the magnifying glass button on the bottom right to check shipping rates.
Estimated shipping costs responded by the carriers system will be displayed for each shipping carrier. Shipping costs also include fuel surcharges and other fees.
Printing shipping labels and invoices
Click the printer icon to the right of the desired shipping service to issue the shipping label.
A commercial invoice will be created at the same time as the shipping label.
For DHL: If Paperless Transactions (PLT) is enabled, you can see "PLT" printed on the label, and the shipping document required for printing/attaching will be only 1 page of shipping label (no need to attach a Waybill Doc or paper invoice). If PLT is disabled, you will be prompted on the screen to print a commercial invoice as well.
Shipping label sample (PDF format):
* As a measure to protect personal information, DHL does not show phone numbers on the shipping labels. (Depending on the receiving country, it may be displayed.) The phone numbers will not be printed on the invoice, however, the data will be saved on the DHL server, so DHL will refer to the data from the server when necessary.
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Creating a return label (DHL only)
If you check "Return label" (as mentioned in No. 3 above, under Options), the estimated return shipping fee will be displayed in the warning box. This fee will be payable only if the return label gets utilized - i.e. if the receiver chooses to return the item and use the label. (Please note that return labels are available for Express Worldwide service only.)
Click the printer icon to the right of the desired DHL service.
Shipping and return labels will be generated in one PDF file, with two tracking numbers. In addition, a commercial invoice for exporting will be generated at the same time.
If Paperless Transactions (PLT) is enabled, you can see "PLT" printed on the label, and the shipping document required for printing will be only 1 page of shipping label (no need to attach a Waybill Doc or paper invoice). If PLT is disabled, you will be prompted on the screen to print a commercial invoice as well.
Since PLT cannot be applied to the return shipment, both Transport Label and Waybill Doc will be created for the return label, and the consignee will need to create a commercial invoice and attach the parcel if he/she uses the return label. (Ship&co only generates a commercial invoice automatically for the "export" part)
Shipping label sample (PDF format):
- DHL return labels are valid for 90 days upon issuance.
- Do not attach the DHL return label to the package but pack it inside the parcel.
- As of April 2021, shipping insurance is not applicable to return labels.