RECEIVING INBOUND FREIGHT

The following information identifies the delivery and receiving guidelines for goods purchased by Polar Tech Industries. When followed by suppliers and freight carriers, these guidelines will ensure a timely and accurate receiving process of deliveries. The Receiving Department must determine if the products or services received are acceptable and conform to the terms and conditions of the purchase order. 

Location Specific Delivery Details

Illinois

• Standard Receiving Hours: 7:00 AM – 3:00 PM CST Monday – Friday (excluding holidays)
• All deliveries require a delivery appointment at least 48 hours in advance of arrival
• All receiving inquiries or appointment requests are to be made by emailing receiving@polar-tech.com no later than 3:00PM CST.

Pennsylvania

• Standard Receiving Hours: 7:00 AM – 4:00 PM CST Monday – Friday (excluding holidays)
• All deliveries require a delivery appointment at least 48 hours in advance of arrival
• All receiving inquiries or appointment requests are to be made by calling (815)784-9000 ext 618 or emailing receivingpa@polar-tech.com no later than 4:00PM CST.

Required Information to Secure Delivery Appointment

Once you are ready to schedule your delivery with Polar Tech, contact our receiving department and provide the following specific details:

• Requested date and time of delivery
• Exact location of delivery
• PO# to reference
• Quantity of product being delivered
• Carrier name and PRO/Tracking#, if applicable

Unplanned/Late Deliveries

• A shipment may be refused, and the driver instructed to contact their dispatch to set an appointment for a future date/time. A driver may be given an appointment for later that day if available.
• A driver may be given an option to wait as a work-in unload between other appointments if the scheduled workload and time permit. These instances are taken on a case-by-case basis and will not guarantee any estimated wait time, nor will this imply an appointment. The Warehouse will not be liable for any detention time charges in this instance.
• Appointment times will be held for 20 minutes maximum, thereafter the appointment is considered forfeit unless prior arrangements have been secure.

  
  If delivery schedule changes for any reason, please provide proactive communication 1 hour prior the delivery appointment.

Accurate Information Required

• Any documentation with incorrect information will not only delay the delivery and receiving process but also timely payment. Be sure to provide legible documentation with accurate details including company information, item name and description, contact names, etc.
• Any shipments which do contain accurate and current supported documentation may be may be refused.

Carrier Requirements Upon Arrival

• The driver must check in with our receiving team prior to their appointment time and prior to backing into a door. A receiving associate will direct the driver to the appropriate door. When checking in, the driver must sign in and provide the following:

– Carrier/vendor name

– The referenced PO # and PRO # used in setting the appointment

– Delivery receipt/BOL with the total number of pallets per load, BOL # and total weight

– Packing slip listing all contents

• Once backed into a door, the vehicle must be shut off. If applicable, wheels must be chocked prior to unloading.

• Trailer seals must be removed by or in the presence of a receiving department employee.
• The Trailer/Container condition must be deemed safe upon inspection prior to unloading. Any structural damage to the trailer/container such as holes/leaks, damaged walls, floorboards, or floorboards deemed unable to withstand weight of a forklift fully laden may result in refusal of the shipment.
• For safety and security, drivers are required to wait in the designated waiting area.
• Drivers are not allowed on our dock or beyond the check-in and waiting area unless escorted by an employee.