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.

_images/shipments-overview2.png

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.

_images/shippable-inventory1.png

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,
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.

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