Give each release a distinct reference

A long-running purchase order can produce several shipments. Add a release number or shipment date to distinguish the parcels leaving Calgary now from those delivered last week. Ask the supplier to show the same reference on the package labels and packing list.

Keep cancelled lines out of the release instruction. When a branch no longer needs an item, update the supplier before collection instead of hoping the receiver can return it immediately on arrival.

Set a useful collection rhythm

Compare the branch’s normal need with the supplier’s readiness pattern. A weekly collection may work for predictable stock; a more frequent arrangement may suit smaller releases. WTM can quote the transport using your actual parcel counts and destinations.

Do not describe a recurring run as a guarantee that unfinished orders will somehow be ready. The supplier still needs to confirm the packages available for each collection. A nominated release contact can make that confirmation much easier for everyone involved.

Identify exceptions that need direct transport

A branch may suddenly require one part before its usual replenishment date. Separate that exception from the routine batch and give dispatch its latest useful arrival time. It may need an urgent courier or dedicated hotshot while the rest stays on the agreed service.

For illustration, a branch could receive routine shelf stock on its normal arrangement and a separately identified customer-critical part earlier. The transport records should show two releases, not an unexplained duplicate delivery under one generic order description.

Close the loop at receiving

Ask the branch to match the delivered package count to the release list. A POD records the handoff of the consignment, while the branch checks the contents against its purchasing records. Missing supplier lines and missing transport units are not the same issue.

WTM’s Customer Portal provides quote approvals, payments, GPS tracking and available shipment documents. Your historical shipments can support the next conversation about volume and frequency. The 10% recurring-shipment offer can be discussed against this defined pattern; prepaid credit is a separate account option.

Recurring branch questions

Can the number of boxes change each week?

Yes. Update the packed count, dimensions and weight for each release so WTM can plan the correct capacity.

Should every backorder be labelled urgent?

No. State its actual deadline. That lets you distinguish a critical exception from stock that can use the planned arrangement.