Shipment Requests

This section describes the concepts of shipment requests and processing in YubiEnterprise Delivery services. For instructions on how to work with shipment requests, see Working with Shipments.

You can manage shipments from your inventory of purchased products on the All shipments page. Even if not all your products are being shipped through YubiEnterprise Delivery, you can track shipment requests regardless of how those shipments are processed by Yubico.

Shipments processed through YubiEnterprise Delivery (Console or API) are considered “Automatic”, whereas the shipments created by Yubico or a channel partner at your request are considered “Manual”. The Type column on the All shipments page in the Console displays the type of shipment. The Status column shows the Shipment Request Status.

In the Console, you can create shipment requests from the All shipments page, or from subscription cards on the Dashboard. You can create shipment requests to ship to a single address or to multiple addresses.

Developers can create shipment requests to ship to a single address using the YubiEnterprise API. If your organization is using pre-registered keys, you can request shipments through your identity provider.

Shipment Processing

To maintain the window during which shipment requests can be updated or cancelled, shipments are held and processed in batch. Therefore there might be less inventory available by the time an order is processed than what was shown in purchase order details when the request was created. Processing of shipments happens once a day, and the inventory counts on the Console Dashboard are only updated after this step.

If an inventory for a product is empty (0), you cannot create shipment requests for that product inventory in the Console. However, because processing only happens once a day, this means that inventory can be over-requested before the processing occurs.

Say for example you have 100 remaining inventory for YubiKey 5C NFC keys. If you create a shipment request containing 75 YubiKey 5C NFC keys, you will not see a deduction in inventory until the shipment processing step occurs. This is not real-time, and if you place the order in the morning, you will still see a remaining inventory of 100 for the rest of the day. In that time, someone else in your organization could place another shipment for 50 YubiKey 5C NFC keys.

When the system eventually processes these shipments, the first one will succeed. The second one will fail due to insufficient inventory with the Console message “Error: Processing Error, contact Support”. To resolve this you can contact Yubico to request more inventory, and either update the product selection for the shipment request, or cancel it and create a new one when there is inventory available.

If you are using an API integration to create shipment requests, a shipment request can be accepted even if there is no inventory for a product. This is to account for the case of products being added later when you purchased more inventory. These shipment requests will fail but can be deleted or resubmitted for processing once more inventory is obtained from Yubico. When using the API it is recommended to verify inventory availability before creating a shipment request to avoid insufficient inventory errors.

Time Frames

The following describes important shipment processing and delivery-related time frames:

• Shipment requests: Shipment requests can be edited or deleted until 2am PST (10am GMT), the day after they were entered. For more information, see Editing or Deleting Shipments.

• Address validation: Because the system validates addresses every 15 minutes, it can take up to 15 minutes to see if a shipment request has been queued for fulfillment. For more information, see Shipment Statuses.

• Delivery:

  • Normal (standard) shipping: Typically, shipments will take 5-7 days for delivery in North America and Europe. Delivery to other parts of the world will take longer.

    Note

    Shipments to India might take 6-8 weeks to deliver.

  • Expedited (rush) shipping: Typically, shipments within North America can be delivered in 1 business day. It may take longer to deliver shipments to other parts of the world, but Yubico will leverage the fastest delivery service reasonably available.

Shippable Inventory

On certain occasions, shippable quantities for a product might be allocated, for example due to limited availability. Inventory allocation is also used for shipment of customized keys to indicate the number of pre-programmed keys available for shipment.

If there is an inventory allocation set for a specific product you will see the availability in the Create shipment request form when requesting shipments.

If there are no shippable products available, you will not be able to request shipments. The allocation is removed or updated as soon as the affected products become available.

By default, the Dashboard only displays inventory that can be shipped through automated shipments using YubiEnterprise delivery services. To display the actual total remaining available allocated inventory number that can be shipped using manual and automated shipments, switch the Only show shippable inventory toggle at the top right of the Dashboard to “off”.

Address Validation

Incomplete or incorrect address information might cause validation errors. 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 with status “Address Validation Failed” in the All shipments page in the Console. These incomplete shipments must be reviewed and the proposed change accepted or rejected before the request can be processed. For more information, see Reviewing Incompletes.

Even if an address exists in an address directory it does not mean that the address is deliverable. “Deliverable address” is a United States Postal Service (USPS) classification for addresses to which the USPS has historically been able to deliver. YubiEnterprise Delivery’s ability to deliver is based on address information being entered in the format acceptable to the relevant address validation service. The USPS-acceptable formats are described in the USPS’s Postal Addressing Standards.

For parts of the world with less standardized address formats, the fact that YubiEnterprise Delivery can accept an address does not mean that it is deliverable. An address is often classified as “partially deliverable”. This means that delivery relies on local couriers familiar with their urban systems and routes to deliver to intended recipients, especially in destinations where there are no numbers in the postal addresses.

Recipient Information

When creating shipment requests, either a recipient first name and last name, or a company name are required. If needed you can provide both when creating a shipment request to a commercial address. However, because the system address validation recognizes commercial addresses, you should not provide a company name if shipping to a residential address as this might cause delivery issues.

Only latin characters are permitted. The reason for this is to avoid issues where carriers are not able to print address labels with non-latin characters. Accented characters (à, á, ä etc.) are permitted.

Long street names in recipient addresses can be problematic because the shipment request might fail if the contents of the recipient address fields in the shipment request exceed the maximum number of characters permitted. In cases where the shipment address is longer than what is accepted by the associated carriers, the shipment will fail validation with the status “Address Not Accepted by Carrier”.

When creating a shipment request using the shipment request form in the Console, the Address line 1 (required) and Address line 2 (optional) fields are available for entering the recipient address.

The following limitations apply:

• The maximum number of characters allowed in each of the two address fields is 60.
• When shipping to India, the total maximum allowed characters combined between Address line 1 and Address line 2 is 120.
• For every other destination country, the maximum number of allowed characters combined between the two address fields is 105.
• In case of a long address, the system will try to split the address to fit within the character limits. Even if an address contains less than 120 characters, the shipment request might fail if the system cannot find a place in the address to split the lines between the fields.

If a shipment request fails with the status “Address Not Accepted by Carrier” an email is sent notifying the requester about the failure. The requester is asked to edit the shipment request to shorten or split the address, and resubmit the shipment request. For more information about character limits, see Shipment Request Form Fields. Address validation override cannot be applied for validation failures of type “Address Not Accepted by Carrier”.

Post Office Boxes

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

Address Validation Override

The Yubico address validation service sometimes gives an error even if an address is valid. You have the option to override the Yubico validation warnings if you are confident that an address is valid. This feature is also useful if for example you are using a different address validation service than the Yubico one.

Important

Be aware that if you override the Yubico address validation service and a shipment is returned or otherwise undeliverable, Yubico will not refund the product, shipping fees, applicable taxes and/or VAT associated with that shipment.

When the address validation is overridden for a shipment, its status changes from “Address validation failed” to “Accepted for Fulfillment”. Shipments for which address validation have been applied are indicated in the Address validation override column in the All shipments page. Address validation can be skipped for failed shipments, or when creating shipments. For more information, see Overriding Address Validation.

Country Codes

When creating shipment requests to multiple addresses (bulk shipments) or through the API, this requires entering a two-letter country code as part of the shipment address. The country codes used in the system follows the international two-letter country code standard.

To ensure you are using the correct country code, you can download a CSV file containing country codes for all the countries available for shipments for that specific organization. For more information, see Creating the Address File.

USPS Region/State Codes

Shipments going to the US and Canada require a standardized two-letter USPS region code listed below.

USPS Codes for US and Canada

State (US) / Province or Territory (Canada)	Code
Alabama	AL
Alaska	AK
Alberta	AB
Arizona	AZ
Arkansas	AR
British Columbia/Colombie-Britannique	BC
California	CA
Colorado	CO
Connecticut	CT
Delaware	DE
District of Columbia	DC
Florida	FL
Georgia	GA
Hawaii	HI
Idaho	ID
Illinois	IL
Indiana	IN
Iowa	IA
Kansas	KS
Kentucky	KY
Louisiana	LA
Maine	ME
Manitoba	MB
Maryland	MD
Massachusetts	MA
Michigan	MI
Minnesota	MN
Mississippi	MS
Missouri	MO
Montana	MT
Nebraska	NE
Nevada	NV
New Brunswick/Nouveau-Brunswick	NB
New Hampshire	NH
New Jersey	NJ
New Mexico	NM
New York	NY
Newfoundland/Terre-Neuve	NF
North Carolina	NC
North Dakota	ND
Northwest Territories/Territoires du Nord-Ouest	NT
Nova Scotia/Nouvelle-Écosse	NS
Nunavut	NU
Ohio	OH
Oklahoma	OK
Ontario	ON
Oregon	OR
Pennsylvania	PA
Prince Edward Island/Île-du-Prince-Édouard	PE
Puerto Rico	PR
Quebec/Québec	QC
Rhode Island	RI
Saskatchewan	SK
South Carolina	SC
South Dakota	SD
Tennessee	TN
Texas	TX
Utah	UT
Vermont	VT
Virginia	VA
Washington	WA
West Virginia	WV
Wisconsin	WI
Wyoming	WY
Yukon	YK

Status and Error Messages

Shipment Statuses

You can view the status for a shipment in the Status column of the All shipments page. You can also filter out shipments based on their status using the advanced search.

The different statuses a shipment request can have are explained in the following.

• Accepted for Fulfillment

  Shipment request address has been validated and is ready to be picked up for fulfillment processing.

• Address Validation Failed

  The Yubico address validation service failed because the address provided is not sufficient to guarantee delivery. The correct address must be provided before proceeding. No keys, tax, or shipping credits have been deducted from inventory. For more information, see Reviewing Incompletes.

• Awaiting Validation

  The shipment request has been received, no validation done yet.

• Awaiting DPL Confirmation

  The shipment is being reviewed for DPL match, see “Error: DPL Match”.

• Address Not Accepted by Carrier

  The shipment request was not accepted due to the recipient address exceeding the maximum character length set by the carrier.

• Cancelled

  The shipment has been cancelled, for example because a fulfillment partner was not able to ship the order.

• DPL Confirmed

  The shipment was automatically detected as a DPL match (see “Error: DPL Match”), and has been reviewed by Yubico and found to be a confirmed match (not false positive). The shipment will not be processed.

• Delivered

  The shipment was delivered to the recipient.

  Note

  The Console lists the status of some shipments as “Delivered” when the tracking service shows “Delivered to Sender” (meaning the shipment was returned to sender).

• Delivery Exception

  The shipment request was processed and shipped successfully, but the delivery was unsuccessful. The order is now the responsibility of the fulfillment partner.

  A “Delivery Exception” is triggered when a carrier is citing an order delivery issue. Common reasons for delivery exceptions are undeliverable address, missing door code or telephone number, company name on a residential address, delivery delays, and items held at customs.

• Error: DPL Match

  The shipment recipient has been found on the Bureau of Industry and Security’s denied persons list (DPL). All individuals and entities on the DPL are prohibited from participating in export transactions. The DPL match is awaiting review and confirmation by Yubico.

• Error: Processing Error, contact Support

  The system encountered an issue processing inventory and financial debits. The error was likely caused by insufficient key or credit inventory. The shipment request will either need to be edited to reflect available inventory, or sufficient inventory must be added through a new PO. The shipment will not be sent to the fulfillment partner again until it has been reprocessed.

• Error: Shipping Error, contact Support

  The system encountered an issue when sending the shipment request to the fulfillment partner. The shipment request must be reprocessed before sending it to the fulfillment partner again.

• Incomplete

  The address provided is incomplete. The correct address must be provided before proceeding. No keys, tax, or shipping credits have been deducted from inventory. For more information, see Reviewing Incompletes.

• Incomplete Shipping Request

  The shipment request contained data that the system could not understand or parse. The request must be corrected before proceeding. No keys, tax, or shipping credits have been deducted from inventory. For more information, see Reviewing Incompletes.

• Manual Processing

  Shipment is being fulfilled manually. No further action is required by the shipment requestor.

• Processing: Queued for Fulfillment

  Shipment is being fulfilled manually. No further action is required by the shipment requestor.

• Processing: Ready for Fulfillment

  Shipment is being fulfilled manually. No further action is required by the shipment requestor.

• Processing: Sent for Fulfillment

  Applies to automated shipments only. The shipment request was sent to the fulfillment partner via the API for processing.

• Requested

  Applies to manual shipments only. The inventory has been deducted from the associated account, and the order is being prepared by the Yubico fulfillment team.

• Returned to Sender

  The shipment has been returned to the sender by the carrier.

• Shipment Lost/Missing

  The shipment was lost in transit to the recipient.

• Shipped: In transit

  The shipment request was released to and shipped by the fulfillment partner and billed by Yubico.

Shipment Error Messages

For explanations of shipment error messages, see Shipment Error Messages.

Subscriptions and Inventories

The following provides an overview of different subscription and inventory options. For more information, see Modes of Purchase.

Subscription (2.0)

Subscription (2.0) - full list of inventory (stock) types

Name of Tier	Initial or Replacement	Primary or Backup	Console: “Product selection”, “Products” dropdown
Base Standard tier (FIDO-only key license(s)) Security Keys only	Initial	Primary	Base Standard Primary
		Backup	Base Standard Backup
	Replacement	Primary	Base Standard Primary Replacemen
		Backup	Base Standard Backup Replacement
Base Plus tier	Initial	Primary	Base Plus Primary
		Backup	Base Plus Backup
	Replacement	Primary	Base Plus Primary Replacement
		Backup	Base Plus Primary Replacement
Advanced Standard tier (Multiprotocol key license(s)) YubiKey 5 Series including YubiKey 5 Ci	Initial	Primary	Advanced Standard Primary
		Backup	Advanced Standard Backup
	Replacement	Primary	Advanced Standard Primary Replacement
		Backup	Advanced Standard Backup Replacement
Advanced Plus tier	Initial	Primary	Advanced Plus Primary
		Backup	Advanced Plus Backup
	Replacement	Primary	Advanced Plus Primary Replacement
		Backup	Advanced Plus Backup Replacement
Compliance Standard tier (Certified key license(s)) FIPS	Initial	Primary	Compliance Standard Primary
		Backup	Compliance Standard Backup
	Replacement	Primary	Compliance Standard Primary Replacement
		Backup	Compliance Standard Backup Replacement
Compliance Plus tier	Initial	Primary	Compliance Plus Primary
		Backup	Compliance Plus Backup
	Replacement	Primary	Compliance Plus Primary Replacement
		Backup	Compliance Plus Backup Replacement

Subscription (1.0)

The full list of options that were potentially available in Subscription (1.0) 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.

Subscription (1.0): 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
• Physical Products

Physical Products	Subscription	Non-subscription
Physical products are physical keys purchased outright (on your PO you will not find “Physical 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, Tier Sub-categories	The non-subscription tiers are for virtual keys. Unlike subscription tiers, non-subscription tiers have no sub-categories.

Tier Sub-categories

Stock: Initial, Buffer, Replacement

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.

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To file a support ticket for YubiEnterprise Delivery, click Support.