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Supplier Shipping Instructions
Packaging, palletisation, labelling, booking, traceability and expiry rules for inbound deliveries

This guide sets the standard for sending stock to our warehouse. Following these rules protects stock, speeds up goods-in, supports traceability, and prevents avoidable delays. If anything in this guide cannot be met, contact our purchasing or operations team before dispatch.

 

Deliveries that arrive without a confirmed booking, without documents, without an ASN, without correct labelling, without a booking reference, or with unapproved short-dated stock risk refusal, quarantine, delays, storage charges, return costs, disposal costs, and rework charges.

 
Quick menu
1. Before you ship
Booking, timing, and dispatch approval
Delivery booking is required
  • All deliveries must be scheduled and pre-agreed with our purchasing team before dispatch.
  • Suppliers must not dispatch stock until the delivery booking has been confirmed by OccaStore.
  • Unscheduled arrivals risk refusal, delay, quarantine, storage fees, and return charges.
  • Send booking requests to [email protected].
Booking reference required
  • Each delivery must quote the OccaStore booking reference or inbound reference.
  • Each pallet must be labelled with the unique booking or inbound reference provided by OccaStore.
  • Pallets without the required reference may be delayed, quarantined, refused, or reworked at supplier cost.
 
One shipment per order
  • Each shipment must correspond to a single purchase order.
  • No split deliveries unless agreed in writing before dispatch.
  • If stock is short, contact purchasing before delivery to agree changes and issue credit notes for missing items.
No substitutions
  • Do not substitute SKUs, flavours, pack sizes, case sizes, barcodes, formats, or variants without written approval from OccaStore before dispatch.
  • Do not send replacement products or alternative formats unless they have been approved in writing.
  • Unauthorised substitutions may be refused, quarantined, returned, or credited at supplier cost.
 
2. ASN and paperwork
What must be sent before dispatch
ASN required
  • Suppliers must provide an ASN before dispatch.
  • The ASN must include purchase order number, expected delivery date, pallet count, carton count, SKU, barcode, product description, quantity, batch number, expiry date, and pallet-level contents where available.
  • Any missing ASN data may delay goods-in or result in quarantine until resolved.
Send documents before dispatch
  • Provide a finalised packing list before goods are shipped.
  • Provide the invoice or proforma before goods are shipped.
  • Make sure all documents match the physical shipment exactly.
  • Batch and expiry must be provided on the packing list where applicable.
 

Goods-in is completed against the booking, ASN, packing list, invoice or proforma, and physical stock received. If documents do not match the delivery, the stock may be delayed, quarantined, or refused.

 
3. Cartons and SKU rules
How to pack products so goods-in stays fast
SKU packaging standardisation
  • Each carton must contain only one SKU.
  • All cartons for the same SKU must be grouped together on the pallet.
  • Contact purchasing for any deviation from one-SKU-per-carton.
  • Mixed cartons that have not been agreed before dispatch may be quarantined or reworked at supplier cost.
Packaging standard
  • All items must be securely packaged in cartons.
  • Loose units are not permitted except where unavoidable and agreed.
  • Avoid loose-fill materials that contaminate stock. Use stable protective materials.
  • All stock must arrive retail-ready and marketplace-ready.
 

Barcode-ready stock is mandatory. Every unit needs a visible, scannable barcode and clear batch and expiry where applicable.

 
4. Pallet standards
Safe, stable pallets that are quick to check
Accepted pallet types
  • Euro pallet: 1200 x 800mm footprint
  • Standard UK pallet: 1200 x 1000mm footprint
  • CHEP pallet: must be 1200 x 800mm or 1200 x 1000mm footprint
  • No other footprints unless agreed before dispatch.
Height and build rules
  • Max height 1600mm including pallet.
  • No overhang. Keep pallets square and level.
  • Do not double stack pallets.
  • Group SKUs cleanly and avoid mixed layers where possible.
Wrap and stability
  • Wrap pallets securely so cartons do not shift in transit.
  • Use sufficient stretch wrap to prevent leaning and toppling.
  • Use corner boards and top sheets where needed to protect cartons.
  • Do not wrap over labels in a way that blocks scanning or reading.
 

Safety first: pallets that are leaning, loosely wrapped, damaged, overhanging, or unsafe for handling risk refusal. If your pallet exceeds 1600mm in height it will be delayed for rework or refused.

 
5. Labelling and traceability
What must be visible on arrival
Purchase order and booking references
  • Every pallet and carton must be labelled with the OccaStore purchase order reference.
  • Every pallet must be labelled with the OccaStore booking or inbound reference.
  • Do not mix purchase orders within one shipment.
  • Do not mix booking references within one shipment unless agreed in writing.
Pallet ID and manifest
  • Every pallet should carry a unique pallet ID or SSCC-style reference.
  • Where SSCC labels are not available, pallets must still be clearly numbered, for example Pallet 1 of 4, Pallet 2 of 4.
  • Every pallet must have a clear manifest listing contents.
  • Manifest must match the ASN and packing list exactly.
  • Place the manifest on two adjacent sides if possible.
 
Expiry date labelling
  • All cartons must show the product expiry date clearly where applicable.
  • Batch and expiry must be legible without opening cartons.
  • Any stock below the minimum expiry standards must be declared and approved before dispatch.
  • Mixed-date stock must be clearly separated and declared by batch.
Label visibility
  • Do not cover labels with tape or wrap where it blocks reading.
  • Keep barcodes and key identifiers visible on outer cartons.
  • Do not cover batch, lot, BBE, best-before, use-by, or expiry information.
  • Do not cover pallet ID, SSCC-style references, booking references, or PO references.
Barcode compliance
  • All products must have a visible and scannable correct barcode.
  • Barcodes must scan correctly at unit level and outer carton level where carton barcodes are used.
  • Barcode labels must not be wrinkled, faded, covered, duplicated incorrectly, or placed over curved or damaged surfaces where scanning is unreliable.
  • Units without correct barcodes are treated as non-processable and may be quarantined.
FEFO stock rotation
  • Stock must be supplied and labelled in a way that allows FEFO stock rotation.
  • FEFO means First Expired First Out.
  • OccaStore may allocate stock by expiry date, batch, customer requirement, marketplace requirement, or agreed commercial priority.
  • Mixed batches or mixed expiry dates on the same pallet must be avoided unless agreed before dispatch.
 
6. Minimum expiry standards
Sports nutrition, wellness, functional drinks and wholesale stock only

OccaStore supplies stock into wholesale, marketplace, retail, vending, gym, export, and brand partner channels. This means stock must arrive with enough remaining life for goods-in, storage, onward sale, customer delivery, and consumer use. Unless agreed in writing before dispatch, the minimum expiry standards below apply from the date stock is received by OccaStore.

 
Product categoryMinimum expiry required on receiptExamplesNotes
Protein powders and sports nutrition powders18 months minimumWhey protein, clear whey, vegan protein, mass gainers, oats, meal powders, greens powders, collagen powders, amino acids, hydration powders, electrolyte powders, pre-workout powders, creatine powders.These products often move through B2B and marketplace channels, so longer dating is required to protect sell-through, listings, customer experience, and resale value.
Capsules, tablets, softgels and wellness supplements18 months minimumVitamins, minerals, mushroom supplements, wellness capsules, collagen capsules, sleep products, immunity products, digestive health products, and similar supplement formats.Multi-serving supplements must have enough life remaining for onward sale and for the end customer to consume the full product after purchase.
Creatine gummies, chews and functional confectionery12 months minimumCreatine gummies, vitamin gummies, functional sweets, energy chews, hydration chews.These products sit between supplement and confectionery categories. They require a minimum of 12 months because they are often bought as a supplement format.
Protein bars, snacks and flapjacks12 months minimumProtein bars, cookies, wafers, flapjacks, snack bars, high-protein snacks, protein cereal bars, low-sugar snack bars.Bars and snacks must have enough dating for wholesale, resale, vending, marketplace listing, and customer fulfilment.
Ready-to-drink cans and bottles9 months minimum, or 75 percent of total shelf life remaining, whichever is greaterEnergy drinks, protein shakes, functional drinks, hydration drinks, vitamin drinks, waters, RTD coffee, RTD protein, carbonated functional drinks.This gives a realistic standard for drinks while still protecting OccaStore for wholesale, marketplace, vending, export, and retail partner supply.
Shots, sachets and single-serve products12 months minimumPre-workout shots, protein shots, sachets, single-serve powders, sample sticks, gel sachets, single-use hydration products.Single-serve stock is often used for vending, events, marketplaces, or promos, so expiry must be visible and suitable for onward resale.
Energy gels and endurance nutrition12 months minimumEnergy gels, electrolyte gels, carb gels, endurance sachets, race-day nutrition products.Stock must be suitable for onward supply into gyms, clubs, sporting events, marketplace channels, and retail channels.
Accessories with expiry or usable life12 months minimum where datedWipes, personal care items, gels, liquids, skincare, hygiene products, and any accessory with a marked expiry, PAO, or usable-life date.Products without an expiry must still arrive clean, sealed, undamaged, and retail-ready.
Promotional, clearance or short-dated stockWritten approval required before dispatchAgreed clearance stock, customer-specific promo stock, stock sold on known short-date terms, tactical marketplace or vending stock.Do not send short-dated stock without written approval. The remaining expiry must be shown clearly before collection or dispatch.
 
Expiry declaration rules
  • Batch and expiry must be provided on the ASN and packing list where applicable.
  • Expiry must be visible on the product or outer carton without opening retail units.
  • Mixed-date stock must be clearly separated and declared by batch.
  • Do not mix different expiry dates in the same carton unless agreed before dispatch.
  • Minimum expiry standards apply unless a brand-specific written agreement exists. Verbal approval is not sufficient.
Stock below minimum expiry standards
  • Any stock below the category minimum is classed as short-dated unless agreed otherwise in writing.
  • Stock below the minimum expiry standards must be approved in writing before dispatch.
  • Approval must confirm SKU, quantity, batch, expiry, and reason for exception.
  • Unapproved stock below the minimum expiry standards may be refused or quarantined.
  • If unapproved short-dated stock arrives, we expect it to be collected within 48 hours of notification.
  • If it is not collected within 48 hours, OccaStore reserves the right to charge storage, handling, administration, return, or disposal costs.
 

Any stock arriving below these minimum expiry standards without written approval may be refused, quarantined, returned, or handled as short-dated stock. If stock is not collected within 48 hours of notification, OccaStore reserves the right to charge storage and any reasonable handling, administration, return, or disposal costs.

 
7. Quality and safety checks at goods-in
What slows down receiving and what risks refusal
Marketplace-ready condition
  • All stock must arrive retail-ready and marketplace-ready.
  • Products must be clean, sealed, barcode-compliant, undamaged, correctly labelled, and suitable for onward sale without rework.
  • Products must arrive in original manufacturer packaging with seals intact.
  • Any damaged seals, leaking units, opened packaging, allergen contamination risk, or signs of tampering may result in refusal or quarantine.
Temperature and contamination protection
  • Stock must be protected from excessive heat, moisture, direct sunlight, frost, and contamination during transport.
  • Any stock showing signs of heat damage, moisture damage, swelling, leakage, odour, clumping, staining, or compromised packaging may be refused.
  • Temperature-sensitive goods must be protected from heat and moisture and clearly marked where applicable.
 
Common causes of delay
  • Mixed SKUs inside cartons.
  • Mixed batches or mixed expiry dates not declared.
  • Missing PO references on pallets or cartons.
  • Missing booking reference on pallets.
  • No ASN or packing list received in advance.
  • Hidden or taped-over barcodes and expiry dates.
  • Unstable pallets requiring rework before unloading.
  • Pallets above 1600mm in height.
  • Stock below minimum expiry standards without written approval.
Reasons pallets may be rejected
  • Leaning pallets or poor wrapping creating a handling hazard.
  • Damaged pallets, broken boards, or unsafe entry points.
  • Loose units or cartons not fit for transport.
  • Incorrect or missing barcodes preventing processing.
  • Overhanging loads or footprints outside accepted pallet types.
  • Damaged, wet, crushed, leaking, contaminated, or compromised stock.
  • Unapproved stock below the minimum expiry standards.
  • Unauthorised substitutions.
 
Driver and vehicle expectations
  • Arrive at the agreed time slot only.
  • Driver must comply with site rules and safe unloading practices.
  • Do not attempt to unload without warehouse instruction.
  • The vehicle must be suitable for safe unloading at the agreed delivery site.
Evidence and discrepancies
  • OccaStore may take photographs of non-compliant deliveries, damaged pallets, short-dated stock, mixed stock, missing labels, or quantity discrepancies.
  • These records may be used to support refusal, quarantine, rework charges, storage charges, credit requests, or supplier claims.
  • Any inbound discrepancy raised by OccaStore must be investigated by the supplier within two working days.
 
8. Charges and exceptions
If the shipment arrives outside the rules
Financial responsibility for deviations

Suppliers are responsible for time and resources consumed due to deviations from this guide. If you cannot follow any instruction, you must notify and agree a plan with purchasing or operations before dispatch.

  • Rework time for sorting mixed SKUs, mixed batches, mixed expiry dates, relabelling, or stabilising pallets may be recharged.
  • Storage fees may apply for unscheduled arrivals.
  • Non-compliant barcoding may result in quarantine until resolved.
  • Loads over 1600mm may be delayed or refused due to handling and storage constraints.
  • Unapproved stock below the minimum expiry standards may be refused, quarantined, returned, or disposed of at supplier cost.
  • If stock below the minimum expiry standards is not collected within 48 hours of notification, OccaStore reserves the right to charge storage.
  • Admin time linked to incorrect paperwork, missing ASN data, missing expiry data, missing batch data, or quantity mismatches may be recharged.
  • Return transport, disposal, relabelling, handling, and administration costs may be charged back where the issue is caused by supplier non-compliance.
 
Refusal, quarantine, return and disposal rights
  • OccaStore reserves the right to refuse, quarantine, return, dispose of, or delay the booking-in of any delivery that does not meet this guide.
  • Stock will not be booked into available inventory while it is under query, quarantine, refusal review, or awaiting supplier action.
  • Rejected or quarantined stock remains the supplier's responsibility unless agreed otherwise in writing.
Credit notes and replacement stock
  • Where stock is refused, short, damaged, incorrectly supplied, short-dated, substituted without approval, or otherwise non-compliant, the supplier must issue a credit note or provide replacement stock as agreed with OccaStore.
  • Replacement stock must meet the full requirements of this guide.
  • Credit notes should be issued promptly where replacement stock is not agreed or cannot be supplied within the required timeframe.
 
Supplier-specific agreements

Some suppliers operate under additional lead-time, booking, expiry, palletisation, labelling, traceability, or delivery rules agreed in writing. If you have a supplier-specific agreement, ensure your dispatch plan follows it and is confirmed before goods leave your site. Verbal approval is not sufficient where this guide requires written approval.

 
Contacts
Booking, queries, and exceptions
Delivery booking

Email: [email protected]

General support

Email: [email protected]
Phone: 01744 881596

 

Keep labels and key data visible. Clear pallet, carton, barcode, batch, expiry, booking reference, and ASN data reduces receiving time and protects stock accuracy.

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