Requesting Shipment: Introduction

Shipments: Overview provides general information about requesting shipment, whereas this section provides more specific information.

The different methods of requesting shipment each have their own subsection; the information in this current section applies to all methods.

Address Validation

When Yubico’s address validation service catches a discrepancy between an address in a shipment request and post office standards, the system flags the affected shipment request. Requests with such discrepancies are shown as “Incomplete” in the Status column of the Console. Incompletes must be reviewed and the proposed change accepted or rejected before the request can be processed. For instructions, see Reviewing Incompletes.

Restrictions

Post Office Boxes

Although the system can deliver to Post Office (PO) Boxes within the United States, delivery to PO Boxes (or the equivalent) elsewhere in the world is unlikely to succeed.

Inventory: Channel Partners

When requesting shipment, distinguish between inventory purchased directly from Yubico and inventory purchased from Yubico’s channel partners, because inventory is sorted according to the source from which it was purchased. The Dashboard shows your total inventory of any given product, combining quantities purchased from all sources: both directly from Yubico and indirectly through channel partners (if applicable). To find out what is in which inventory, check your purchase orders (POs).

Note

The source of a PO is always referred to as a channel partner, even if it was a direct purchase, in which case the Channel partner ID (or ChannelPartnerId or channelpartner_id) is 1.

Note

the selection of channel partner is not supported in the /shipments API.

To find out what the channel partner ID is:

BEFORE shipment:
 The name and ID of the channel partner are shown on the purchase order detail page, accessible by clicking the ID of the PO on the Purchase orders page.
DURING creation of shipment request:
 When selecting the Channel partner name on the Single shipment tab (accessed by clicking Create shipment request), the Channel partner ID populates automatically.
AFTER shipment:The Channel partner ID is shown on the shipment request detail page, accessible by clicking the ID of the shipment request on the Shipments tab.

Limits and Constraints

Recipient Names

On the Console, in the API and in the CSV file: recipient_firstname and recipient_lastname map to the first line on the shipping label.

For commercial or business addresses, the API’s recipient field and the Company field on the Console and in the CSV file all require the name of the recipient’s company. This is not necessarily the same as the name of your organization. For residential addresses, leave the Company / recipient field empty.

The Company / recipient fields map to the second line on the shipping label.

Long recipient names can be problematic for all methods of requesting shipment, because the shipment request will fail if the contents of the name and/or Company / recipient fields exceed the maximum number of characters permitted in these fields (shown in the table below).

Workaround: When a recipient’s full name or company name exceeds the fields’ maximum lengths, split the names across the three fields, for example:

Location Field (limit=15) Limit Field (limit=20) Limit Field (limit=20) Limit
API recipient_firstname 15 recipient_lastname 20 recipient 20
CSV recipient_firstname 15 recipient_lastname 20 recipient_company 20
Console First name 15 Last name 20 Company 20
Example of an overly long name before adjustment to fit the fields
  Johannes-Maximilian   von Derschowitz-Dampfloch zu Querdenker
Example after adjustment
  Joh.-Maximilian   v.DerschowitzDampfloch   zu Querdenker  
  • Address validation takes place every 15 minutes. This means that you might have to wait up to 15 minutes to find out if your shipment request has been queued for fulfillment (see Shipping Status Codes).
  • Non-subscription purchases: Shipment requests can be made for up to one year after a PO is submitted.
  • Subscription purchases: Availability of products in shipment requests depends on the stock/inventory from which the products are drawn. (For details, see Tier Sub-categories.)

Inventory Matters

The full list of options potentially available is given below. The actual list depends on what you have purchased. Explanations for the terms in the list are given in the table below the list. For more details on subscription and non-subscription purchasing, see Modes of Purchase.

Full List of Inventory Types

  • Primary Subscr - Base Tier: Initial
  • Primary Subscr - Base Tier: Buffer
  • Primary Subscr - Base Tier: Replacement
  • Primary Subscr - Adv. Tier: Initial
  • Primary Subscr - Adv. Tier: Buffer
  • Primary Subscr - Adv. Tier: Replacement
  • Primary Subscr - Prem. Tier: Initial
  • Primary Subscr - Prem. Tier: Buffer
  • Primary Subscr - Prem. Tier: Replacement
  • Primary Subscr - FIPS Tier: Initial
  • Primary Subscr - FIPS Tier: Buffer
  • Primary Subscr - FIPS Tier: Replacement
  • Backup Subscr - Base Tier: Initial
  • Backup Subscr - Base Tier: Buffer
  • Backup Subscr - Base Tier: Replacement
  • Backup Subscr - Adv. Tier: Initial
  • Backup Subscr - Adv. Tier: Buffer
  • Backup Subscr - Adv. Tier: Replacement
  • Backup Subscr - Prem. Tier: Initial
  • Backup Subscr - Prem. Tier: Buffer
  • Backup Subscr - Prem. Tier: Replacement
  • Backup Subscr - FIPS Tier: Initial
  • Backup Subscr - FIPS Tier: Buffer
  • Backup Subscr - FIPS Tier: Replacement
  • Non-subscription - Base Tier
  • Non-subscription - Advanced Tier
  • Non-subscription - Premium Tier
  • Non-subscription - FIPS Tier
  • Standard Products
Standard Products Subscription Non-subscription
Standard products are
physical keys purchased
outright (on your PO
you will not find
“Standard Products”,
but instead the actual
products/models that
you purchased).



There is a primary
subscription and a backup
subscription for each
tier (product grouping):
Base, Advanced, Premium,
and FIPS. Each of those
tiers has Initial,
Buffer, and Replacement
sub-categories, explained
in the table below,
The non-subscription
tiers are for virtual
keys. Unlike
subscription tiers,
non-subscription
tiers have no
sub-categories.




Tier Sub-categories

Initial
The stock in this category reflects the
total number of users on the subscription. This
lot can be drawn upon for 12 months from the
start of your subscription term.
Buffer
This category is made available to you free of
charge when your subscription begins. You can
draw on it throughout the term of your
subscription.
Replacement
This category is intended for those who have
lost their YubiKeys or want to upgrade. The
stock in this category is reset each year of
the subscription to the Replacement limit.

Timing

Shipment requests can be edited or deleted until 3am PST (11am GMT), the day after they were entered.

Normal (standard) shipping:
 Shipments typically will take 5-7 days for transit in North America and Europe. Other parts of the world will incur longer transit times.
Expedited (rush) shipping:
 Shipments typically will take 1 business day for transit in North America and Europe. Other parts of the world will incur longer transit times.

Reviewing Incompletes

The address validation service flags addresses that are problematic or defective in some way, and displays this information on the Console in the Status column on the Dashboard tab. For a complete list of the different statuses and what they indicate, see Shipping Status Codes. To ensure your shipping request is accepted and processed, always verify that it has not been flagged Incomplete.

Step 1:

On the Shipments tab, in the Actions menu next to the Create shipping request button, select Review incompletes. The list of shipping requests with incomplete addresses is displayed:

_images/201857-review-incompletes-ok-copy.jpg

Review incomplete addresses

Step 2:

To find out what is wrong with an address and/or correct it, click the Edit icon at the end of the row containing the item. See Editing or Deleting a Shipment. The Edit shipment screen indicates the problem, as shown in the screenshot below, for example.

_images/201857-undeliverable-name-ok.jpg

Error in name of recipient

Step 3:

The address validation process stops at the first error it finds in a given request (or in the case of a CSV file, in a given row). In the screenshot above, it stopped at the name of the recipient, but the address in the example above would not be validated either. For this reason, continue to run the Review Incompletes activity until no more errors are found in your shipment request.

Editing or Deleting a Shipment

You can update an address or delete a shipping request until it is locked for processing and fulfillment - see Timing.

To delete shipment requests made via CSV file, see Deleting Multiple Shipments.

Step 1:

To edit a shipment, click the Edit icon in the appropriate row of the table. The Edit shipment - <ID> screen appears, as shown below.

_images/edit-shipment-ok.png

Edit shipment screen

Step 2:

Either make the required changes and click Update or click Delete shipment. The update function validates the fields, with a mouseover warning on any fields requiring input, as shown in the screenshot below:

_images/please-fill-out-this-field.png

Mouseover warning

Step 3:

Verify that the system is able to validate all the input in your shipment request by running the Review Incompletes activity (see Reviewing Incompletes).

Refunds

When shipments fail to arrive at their destination, the price of product(s) plus shipping is refunded. The status of such a shipment is recorded as “Lost/Missing”.

Viewing Refunds

Org Owners, Admins, and Auditors can access refund details from the Shipments tab. On the upper right, click the Action dropdown menu and select Processed Refunds.”

_images/processed-refunds-menu.png

The list of processed refunds appears. To see further details, click the Shipment ID of the desired item.

_images/lostormissing-detail.png

Downloading List of Refunds

To download a CSV file listing all the data shown on the list of processed refunds, click the Download refund CSV button.

_images/actual-refunds.png