Setting up Shipping and Order Processing Times

Basic terms
Selecting a carrier
Selecting a transport mode
Change of the order processing times

Adhering to established procedures and times is crucial to prevent order shipping issues or missing data for carriers.

In the Warehouse and Shipping section, you can see all the current shipping methods, their status, whether they are active, the order receipt/COT limit, and the pick-up time. If you find any discrepancies in the portal, please contact [email protected].

Setting the shipping delay also affects how the customer sees the delivery on the website and when they can realistically receive the goods. This setting must align with reality.

Basic terms

Order acceptance limit/COT – Orders confirmed by this time need to be prepared for delivery by the set collection time.

Collection time - By this time, the order needs to be packed, prepared for handover to the carrier, and the shipment departure confirmed in the Alza Trade / Expando portal, or via the Shipment departure message. This is the time when the carrier will receive data about the shipment. It cannot be accelerated. The carrier will receive the data at the preset time. However, if you miss the pick-up time and confirm shipment, for example, 5 minutes after the collection time, the carrier will receive the data exactly 24 hours later.

Example:

We have the following shipping settings for the DPD carrier:

Order acceptance limit/COT: 13:00

Collection time: 16:00

Shipping delay: D+1 (plus one means an additional 24 hours)

Order 4871234567 is received at 10:31 AM on Monday, April 17, 2023. It falls within the Order acceptance limit/COT for Monday, 1:00 PM, so it must be ready for delivery to the carrier and the shipment must be confirmed as shipped by Tuesday, April 18, 2023, 4:00 PM.

If order 4882345841 is received at 1:05 PM on Monday, April 17, 2023, it falls within the Order acceptance limit/COT for Tuesday, April 18, 2023, 1:00 PM. Therefore, it must be ready for delivery to the carrier on Wednesday and the shipment must be confirmed as shipped by Wednesday, April 19, 2023, 4:00 PM.

The shipment must be confirmed as shipped/the Shipment departure message must be sent on the day of the actual handover to the carrier.

We strictly monitor the shipping process, and if the set shipping deadlines are not met or shipments are handed over to the carrier in violation of this manual, penalties may be imposed, and sales on the website could be restricted or terminated.

Choosing a carrier

Currently, Alza only works with a select group of carriers. We offer DPD and Packeta for parcel delivery and Toptrans and Helicar for large parcel products.

DPD

If you haven't set up a regular collection, you'll need to order a pick-up one day in advance using the pre-filled interactive Shipping Order Form.
Fill in the following information marked with asterisks:
- Number of parcels,
- Pick-up date,
- Pick-up address, including the country (CZ).
Send the completed form to [email protected]. no later than 10:00 PM. DPD will pick up your parcels the following business day. You only need to send the form once for a pick-up on a specific day; there's no need to fill it out for each order separately.

Packeta

If you don't have a regular pick-up, you'll need to deliver orders to the nearest Packeta branch, which you can find on the branch map. You are eligible for regular pick-up if you have at least 12 orders through Packeta every day.
Please note that carrier data is sent approximately 30 minutes after the set pick-up time. So, if you attempt to hand over parcels at the pick-up point before the set pick-up time, Packeta won't have the necessary data, and your parcels may be returned. The same applies if you confirm the shipment departure for orders late, as the carrier won't receive the data in time, resulting in delays.

Toptrans

The carrier will automatically schedule a pick-up on the following business day after you confirm the shipment departure in the Alza Trade / Expando portal or by sending a Shipment departure message

Helicar

The carrier will automatically schedule a pick-up on the following business day after you confirm the shipment departure in the Alza Trade / Expando portal or by sending a Shipment departure message

If you encounter any issues with an Alza carrier, please report them to: [email protected].

Selecting a transport mode

The supplier has three options for setting up the transport:

Alza carrier (ASM mode)
Alza carrier with custom data communication (DSM mode)
Private transport

Alza carrier (ASM mode) - preferred option

We will provide you with our contracted carrier, who will deliver the goods to the customer, to an Alza branch, or to a Zásilkovna pick-up point. This type of shipping is suitable for suppliers who will be delivering products that can be shipped via standard parcel delivery and do not have data connectivity with the Alza carrier.

Alza provides:

Order pickup (depending on the volume of parcels)
Communication with the carrier
Shipping label generation
Handling carrier-related complaints in collaboration with the supplier
Alza covers shipping costs

Supplier provides:

Printing of shipping labels
Order pickup / pickup at the carrier's dispatch center (for low volume of shipments)

Alza carrier with custom data communication (DSM mode)

We will provide you with our contracted carrier, who will deliver the goods to the customer, to an Alza branch, or to a Zásilkovna pick-up point. This type of shipping is suitable for suppliers who have direct data connectivity with the carrier.
DSM mode can be used only for parcel delivery, not for oversized shipments.

Alza provides:

A numerical range for connecting to the carrier
Handling carrier-related complaints in collaboration with the supplier
Alza covers shipping costs

Supplier provides:

Scheduling pick-ups or drop-off at the carrier's depot (for low shipment volume)
Data communication with the carrier
Generation of shipping labels through the supplier's custom system
Printing of shipping labels
In carrier data, including Alza billing details for cash-on-delivery payments

Private transport

Suitable for specific types of products (oversized or ADR transportation). The use of this type of transport is subject to Alza's approval. In the case of using private transport, shipping costs will not be reimbursed by Alza.

The supplier will use its own contracted carrier (DPD, PPL, TopTrans, Helicar, etc.) or private transportation for delivery to the end customer or to Alza branches.

Supplier provides:

Scheduling pick-ups
Data communication with the carrier
Shipping label generation
Printing shipping labels
Handling carrier-related complaints
Covering transportation costs (Alza does not pay for shipping, even retroactively)
Transferring the full amount of cash-on-delivery payments to Alza per individual orders – 2531920307/2600.

Change of Order Processing Times

COT/Cut-off time is possible to change right in AlzaTrade administration. Just go to "Goods" tab, then "Warehouse and transport" and choose the right warehouse, then your delivery method you want to change. In Send from warehouse part change the "Time required to get ready for the carrier" to desired value.

If you need to change the pick-up time, please contact us. This change requires a change of settings and possible settings with the carrier, if you have a regular pick-up.

The number of days to prepare for shipment is D+1 by default.. If you have regular pick-up set up with carrier, the value is reduced by 1 day, i.e. D+0. The days for preparation for dispatch can be adjusted to a higher value only after agreement and granting an exception (e.g. handmade goods).

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