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.
Note
Although Console users can specify the inventory they want to draw from for individual shipment requests, this option is not available for bulk shipments. Bulk shipment requests allow only the selection of initial, replacement, or buffer stock. When inventory is not specified or cannot be specified, the system uses the “first in, first out” rule, which means it will deduct from the oldest PO first.
Methods of Requesting Shipment
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 the equivalent elsewhere in the world is unlikely to succeed.
Inventory: Channel Partners
The entity through which you submit a PO is always referred to as a channel partner, even if it was a direct purchase. Yubico’s Channel partner ID (or ChannelPartnerId or channelpartner_id) is “1”.
Note
The selection of channel partner is not supported in the /shipments API.
Because inventory is sorted according to the source from which it was purchased, when requesting shipment, distinguish between inventory purchased directly from Yubico and inventory purchased from Yubico’s channel partners. 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. To find out what is in which inventory, check your purchase orders.
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. | |
| 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
Line 1: recipient_firstname and recipient_lastname map to the first line on the shipping label. This applies to all methods of requesting shipment - on the Console, in the API and in the CSV file.
Line 2: The recipient field in the API and the recipient_company column in the CSV require the name of the recipient’s company (if applicable) in the shipment address. This maps to the second line of the address. Do not use the /shipments recipient field to specify the name of the individual to whom products are to be shipped. Use the recipient_firstname and recipient_last name fields instead. If the recipient’s address is residential, leave the recipient_company column in the CSV and the recipient field in the API empty.
Long names: 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
Subscription (2.0)
| Name of Tier | Initial or
Replacement
|
Primary or
Backup
|
Console: “From Stock” dropdown
Inventory Option
|
|---|---|---|---|
Base Tier Standard
(FIDO-only key license(s))
Security Keys only
|
Initial | Primary | Base Standard Primary |
| Backup | Base Standard Backup | ||
| Replacement | Primary | Base Standard Primary Replacement | |
| Backup | Base Standard Backup Replacement | ||
Base Tier Plus
|
Initial | Primary | Base Plus Primary |
| Backup | Base Plus Backup | ||
| Replacement | Primary | Base Plus Primary Replacement | |
| Backup | Base Plus Backup Replacement | ||
Advanced Tier Standard
(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 Tier Plus
|
Initial | Primary | Advanced Plus Primary |
| Backup | Advanced Plus Backup | ||
| Replacement | Primary | Advanced Plus Primary Replacement | |
| Backup | Advanced Plus Backup Replacement | ||
Compliance Tier Standard
(Certified key license(s))
FIPS, CSPN
|
Initial | Primary | Compliance Standard Primary |
| Backup | Compliance Standard Backup | ||
| Replacement | Primary | Compliance Standard Primary Replacement | |
| Backup | Compliance Standard Backup Replacement | ||
Compliance Tier Plus
|
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
- 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 2am PST (10am 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. Other parts of the world may incur longer transit times, but will leverage the fastest time frame reasonably available.
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: 
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. 
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. This applies for both Automated and Manual type requests. Note, however, that to edit or delete a Manual request, you must contact Yubico directly. Yubico staff will then go into your console and override the data they input originally and update in accordance with your wishes.
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. 
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: 
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.”
The list of processed refunds appears. To see further details, click the Shipment ID of the desired item.
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.
