Packing Rules

Why Packing Rules Matter

Packing rules are settings that aim bridge the gap between how customers order products and how those products are actually packaged when shipped. Here's why they're crucial:

The Challenge

Imagine a customer orders five t-shirts from your online store. Without packing rules:

  • The system might calculate shipping based on five separate satchels
  • This could lead to overcharging the customer for shipping
  • You might lose sales due to inflated shipping costs

The Solution

Packing rules simulate real warehouse packing decisions by:

  • Grouping items logically into packages
  • Considering weight and dimensional constraints
  • Matching how your team would actually pack items

Key Benefits

  1. Accurate Quotes: Since carriers charge based on package characteristics (not individual items), proper packing rules ensure accurate shipping quotes.
  2. Cost Efficiency: Prevents overcharging customers while ensuring you don't lose money on shipping.
  3. Streamlined Operations: Auto-applies "estimated" packages when creating consignments, speeding up warehouse processes.

Remember: The goal isn't perfect simulation of warehouse packing, but rather getting close enough for reasonable freight quotes and efficient operations.

Available Packing Methods

Before diving into rules configuration, it's crucial to understand the three available packing methods. Each method serves different business needs and product types.

1. Pack Each Item Individually

This method treats each item as a separate package, ideal for:

  • Heavy items where weight drives shipping cost
  • 3PLs that don't repackage items
  • Low-quantity orders (1-2 items typically)

Example Order Items

Item SKU Length Width Height Weight Item Type Qty
RED-SHIRT 20 20 3 0.2kg Satchel 1
BARBELL-5KG 20 15 15 5kg Carton 1
ROTARY-PHONE 30 30 30 10kg Carton 1

Resulting Packages

Item SKU Length Width Height Weight Item Type Qty
RED-SHIRT 20 20 3 0.2kg Satchel 1
BARBELL-5KG 20 15 15 5kg Carton 1
ROTARY-PHONE 30 30 30 10kg Carton 1

Requirements

If you wish to use this method, you must provide:

  • Product weights and dimensions for each SKU
  • Package type for each SKU (carton, satchel, pallet, etc.)

This data must either be:

  • Available in your platform system, OR
  • Manually uploaded to MachShip for each SKU

2. Weight-Based Packing

Weight-based packing means the system puts as many items as possible into a box, without going over the box’s weight limit. It always tries to use the smallest box that will work, so you don’t pay for extra space.

When to use:

  • Great for clothing, soft goods, or items where weight is the main concern.
  • Use this if your shipping costs are mostly based on weight, not size.

How it works (step by step):

  1. You set up your available box types.
    Each box has a weight limit (for example, Small Box: 1kg, Medium Box: 5kg, Large Box: 20kg).

  2. The system looks at your order.
    It adds up the weights of the items and tries to fit them into the smallest box that can hold them.

  3. If the items are too heavy for one box:

    • The system splits them into more boxes, always using the smallest possible box for each group.
    • If a single item is heavier than your biggest box, it will be packed by itself.

Example

Available boxes:

Box Name Weight Limit Size (cm)
Satchel 1kg 20x30x10
Small Box 5kg 30x30x30
Large Box 20kg 50x50x50

Order:

  • 2 x T-Shirts (0.2kg each)
  • 1 x Dumbbell (5kg)
  • 1 x Phone (10kg)

Packing:

  • The two T-Shirts (0.4kg total) go in a Satchel.
  • The Dumbbell (5kg) goes in a Small Box.
  • The Phone (10kg) goes in a Large Box.

If you had two phones (20kg total), they would both go in a Large Box. If you had an item heavier than 20kg, it would be packed by itself.

Tip:
Make sure you set up your box sizes and weight limits in MachShip. The system can only use the boxes you provide.

What you need to use this method:

  • The weight and size of each product.
  • The weight limit and size of each box you want to use.

3. Dimensional Item Packing

Dimensional packing means the system looks at both the size (length, width, height) and the weight of your items to decide how to pack them. It tries to use space in each box as efficiently as possible.

When to use:

  • Best for mixed orders with different shapes and sizes.
  • Use this if your shipping costs depend on both size and weight.

How it works (step by step):

  1. You set up your available box types.
    Each box has inside measurements (length, width, height) and a weight limit.

  2. The system checks each item:

    • If an item is too big for all your boxes, it will be packed by itself.
    • Otherwise, the system tries to fit items together in boxes, starting with the biggest items.

  3. Packing strategies:

    • Fit all items in one box: The system tries to put everything in the smallest box that fits. If that’s not possible, it removes the smallest item and tries again.
    • Fit items one by one (default): The system puts the biggest item in a box, then adds more items if they fit, or starts a new box if they don’t.

  4. The system checks:

    • Do the items fit inside the box’s measurements?
    • Is the total weight under the box’s limit?
    • Is there enough space left in the box?

Example

Available boxes:

Box Name Inside Size (cm) Weight Limit
Small Box 30x20x10 5kg
Medium Box 40x30x20 10kg
Large Box 50x35x15 20kg

Order:

  • 1 x Laptop (35x25x10cm, 2kg)
  • 1 x Monitor (45x35x10cm, 3kg)
  • 1 x Mouse (12x7x4cm, 0.1kg)
  • 1 x Keyboard (40x15x5cm, 0.5kg)

Packing:

  • The Monitor is too big for the Small Box, so it goes in the Large Box.
  • The Laptop fits in the Large Box with the Monitor.
  • The Keyboard is too big for the Small Box, so it goes in the Medium Box.
  • The Mouse fits in the Medium Box with the Keyboard.

Result:

  • Large Box: Monitor + Laptop
  • Medium Box: Keyboard + Mouse

If you had a very large item that didn’t fit in any box, it would be packed by itself.

Tip:
The more accurate your box sizes and product measurements, the better the system can pack your orders.

What you need to use this method:

  • The size and weight of each product.
  • The inside measurements and weight limit of each box you want to use.

Configuring Packing Rules

Multiple Rule Configuration

Rather than applying one method to all products, you can create multiple rules that:

  • Target specific products through filters
  • Apply different packing methods to those products
  • Work together in a specified order

Rule Priority and Filtering

Rules are processed in order, with each rule only handling matching products. Products that don't match continue to the next rule.

Available Filters:

  • Product Dimensions (e.g., length > 1.2m)
  • Product Weight thresholds
  • Product categories
  • Specific SKUs
  • Custom attributes
  • Total Order Weight
  • Total Order Cubic

Real-World Example: Sports Equipment Store

Rule Configuration:

  1. Rule: Long Equipment (Processed First)

    • Filter: Length > 1.2m
    • Method: Pack Items Individually
    • Applies to: Surfboards, skis, etc.

  2. Rule: Heavy Equipment (Processed Second)

    • Filter: Weight > 20kg
    • Method: Pack Items Individually
    • Applies to: Weight sets, exercise machines

  3. Rule: Apparel (Processed Third)

    • Filter: Category = "Clothing"
    • Method: Weight-Based Packing
    • Applies to: T-shirts, shorts, etc.
    • Packages: Standard Satchels, up to 3kg.

  4. Rule: Standard Items (Processed Last)

    • Filter: None (catches all remaining, unpacked items)
    • Method: Dimensional Item Packing
    • Applies to: Any items not caught by previous rules
    • Packages: Standard cartons

Example Order Processing

Order Contents:

1 x Surfboard (Length: 2m, Weight: 3kg)
2 x Dumbbells (Length: 0.3m, Weight: 25kg each)
3 x T-shirts (Length: 0.3m, Weight: 0.2kg each)
2 x Tennis Balls (Length: 0.1m, Weight: 0.1kg each)

Processing Steps:

  1. Rule: Long Equipment

    • Catches: Surfboard (length > 1.2m)
    • Result: Surfboard packed individually
    • Remaining items continue to next rule

  2. Rule: Heavy Equipment

    • Catches: Both dumbbells (weight > 20kg)
    • Result: Each dumbbell packed individually
    • Remaining items continue to next rule

  3. Rule: Apparel

    • Catches: All t-shirts
    • Result: T-shirts grouped into one package using weight-based packing
    • Remaining items continue to next rule

  4. Rule: Standard Items

    • Catches: Tennis balls
    • Result: Tennis balls packed using dimensional packing

Final Output:

Package 1: Surfboard (individual)
Package 2: Dumbbell 1 (individual)
Package 3: Dumbbell 2 (individual)
Package 4: 3 x T-shirts (weight-based)
Package 5: 2 x Tennis Balls (dimensional)

Additional Options

Heavy Or Oversize Product Handling

  • Items exceeding the largest box's weight limit or dimensional constraint can be automatically packed individually, or put in the largest box
  • Useful for exceptional cases without creating specific rules for every sku

Custom Box Sets

  • Each rule can use different box sets

Packing Use Cases

Below are some simple, real-world examples showing how the packing rules work in practice.

Use Case 1: Weight-Based Packing

Scenario:
A customer orders several items of clothing.

Available boxes:

Box Name Weight Limit Size (cm)
Satchel 1kg 20x30x10
Small Box 5kg 30x30x30
Large Box 20kg 50x50x50

Order:

  • 3 x T-Shirts (0.2kg each)
  • 2 x Hoodies (0.5kg each)
  • 1 x Jeans (0.7kg)

Packing process:

  1. The system adds up the weights: 3x0.2 + 2x0.5 + 0.7 = 2.3kg.
  2. All items together weigh less than the Small Box limit (5kg), so they all go in one Small Box.

Result:

  • 1 x Small Box with all items inside.

Use Case 2: Dimensional Packing

Scenario:
A customer orders a mix of electronics.

How it works:
Dimensional packing checks both the size of each item and the total space (cubic volume) inside each box. Even if items fit by their measurements, they must also fit together by total volume. If the combined volume is too large, the system will use a bigger box or split the items.

Available boxes:

Box Name Inside Size (cm) Weight Limit Cubic Volume (cm³)
Small Box 30x20x10 5kg 6,000
Medium Box 40x30x20 10kg 24,000
Large Box 50x35x15 20kg 26,250

Order:

  • 1 x Tablet (25x15x2cm, 0.5kg) – Volume: 750 cm³
  • 1 x Headphones (20x15x10cm, 0.3kg) – Volume: 3,000 cm³
  • 1 x Bluetooth Speaker (35x20x15cm, 2kg) – Volume: 10,500 cm³

Packing process:

  1. The Tablet and Headphones together: 750 + 3,000 = 3,750 cm³. Both fit in the Small Box (6,000 cm³) by size and volume.
  2. The Bluetooth Speaker is too big for the Small Box by size and volume (10,500 cm³), but fits in the Medium Box (24,000 cm³).
  3. If you tried to put all three items in the Medium Box: 750 + 3,000 + 10,500 = 14,250 cm³, which fits by volume, but you must also check if all items fit by their measurements (length, width, height). In this case, the Bluetooth Speaker is 35cm long, which fits in the 40cm length of the Medium Box, so all three could fit in the Medium Box if arranged correctly.

Result:

  • 1 x Medium Box: Tablet + Headphones + Bluetooth Speaker (if all fit by size and total volume)
  • If not, then:
    • 1 x Small Box: Tablet + Headphones
    • 1 x Medium Box: Bluetooth Speaker

Tip:
If the total volume of your items is more than the box’s cubic volume, or the items don’t fit by size, the system will use a bigger box or split the items into more boxes.

Use Case 3: Individual Packing

Scenario:
A customer orders three heavy or fragile items.

Order:

  • 1 x Cast Iron Pan (30x30x10cm, 6kg)
  • 1 x Glass Vase (20x20x40cm, 2kg)
  • 1 x Dumbbell (20x15x15cm, 10kg)

Packing process:

  • Each item is packed in its own box, because they are heavy or fragile.

Result:

  • 1 x Box: Cast Iron Pan
  • 1 x Box: Glass Vase
  • 1 x Box: Dumbbell

These use cases show how MachShip's packing rules help you get the best shipping outcome for different types of orders.