How to Send Stock to the Scale 3PL EU

1. Purpose

To explain how clients should send stock to the Scale 3PL EU warehouse so that goods can be received, cleared through customs and made available for order fulfilment.

2. Scope

Applies to all shipments arriving at the Scale 3PL EU warehouse in Rotterdam.

This process applies to shipments from:

the United Kingdom
non-EU countries
suppliers sending stock directly to the EU warehouse.

3. Your Responsibilities

Before sending stock to the EU warehouse you must ensure:

the shipment documentation is correct
customs information is submitted and approved
an inbound shipment (ASN) has been created in the warehouse system.

Providing complete information prevents delays at customs and during goods-in.

4. EU Goods-In Process

1. Confirm Import Requirements

Before shipping stock to the EU warehouse you must ensure the following are available:

EU EORI number
commercial invoice
HS codes for all products
accurate product values

Some shipments may use Limited Fiscal Representation (LFR) for VAT handling.

If you are unsure about these requirements contact the Scale 3PL office team before shipping goods.

2. Create an Inbound Shipment (ASN)

Before dispatching goods you must create an Advanced Shipping Notice (ASN) in the warehouse system.

System used:

Mintsoft

Your ASN must include:

SKU
quantity
pallet quantity
carton quantity
expected delivery date

Creating an ASN allows the warehouse to prepare for your delivery.

3. Prepare Shipment Documentation

Each shipment must include the correct transport documentation.

Required documents:

commercial invoice
packing list
transport document (CMR, AWB or bill of lading)

These documents are required for customs clearance.

4. Submit the Customs Declaration

Before sending the shipment you must upload your customs declaration.

Upload it here:

https://www.scale3pl.co.uk/customs-declarations

Once submitted, the Scale 3PL team will review the declaration.

You will receive an approval email once the declaration has been checked.

Shipments should not be dispatched until approval has been received.

5. Email the EU Goods-In Team

Once your customs declaration has been approved you must email the EU goods-in team.

Email:

goodsineu@scale3pl.co.uk

Your email must include:

ASN number
pallet quantity
expected delivery date

After this email is received the warehouse team will confirm your delivery slot.

6. Deliver Goods to the EU Warehouse

Goods are delivered to the Scale 3PL EU warehouse located in Rotterdam.

When the shipment arrives the warehouse team will:

inspect pallet condition
check cartons for damage
confirm delivery quantities.

7. Quantity Verification

The warehouse team compares received stock against:

the ASN submitted in Mintsoft
delivery documentation

If discrepancies are identified the client will be notified.

8. Inventory Booking

Stock is booked into the warehouse system.

Once completed:

inventory becomes available for order processing
storage locations are assigned.

System used:

Mintsoft

9. Putaway

Stock is moved from the goods-in area to warehouse storage locations.

These may include:

pallet storage
picking locations
overflow storage.

3. Processing Times

Operational target:

Goods received at the EU warehouse are processed within 24 hours of arrival.

4. Issues That May Delay Processing

Please notify Scale 3PL immediately if you become aware of:

damaged stock
missing cartons
incorrect SKU information
customs clearance issues.

Providing accurate documentation helps prevent delays.

5. Related Articles

EU Goods-In Operational Procedure
https://www.scale3pl.co.uk/goodsin-eu

Customs Declaration Upload
https://www.scale3pl.co.uk/customs-declarations

Goods-In Process (UK Warehouse)

Client Operational Playbook

6. Version Control