subject: Why Do I Need To Keep My Reference Number? [print this page] It might seem like such a small little thing, but reference numbers are what make the world of shipping and warehousing go round. If you use a warehouse distribution service of any kind, every time you place an order with them for them to ship out an order, the first thing that you're going to receive back from them is a reference number. This number is very important because it is going to allow you to track all of the relevant information about your shipment, both during and after the order has gone out. You don't only want to keep reference numbers just while the delivery is in transit, but should make sure that they're also carefully annotated in your files so that you can refer back to them at any time in the future when it may be necessary to access information from your distribution company about the original order.
If you're an account holder with this type of company, it is possible that they will have different ways of looking up information related to any given order other than the reference number, but these ways are much more prone to error, and take much longer. The reference number is given as an easy way for them to access the records of the shipment in their database. Errors happen, and sometimes orders aren't linked to the appropriate account, but if you have the reference number they will still easily be able to find the information.
Keeping your reference number is also going to give you easy access to a lot of information about your package while it is in transit. Almost every shipping company of every description has some sort of system through which you can track the status of your shipment. Most of these systems are only accessed in one way, and that is through using your reference number. You will usually provide this over the phone or enter it into an online text box in order to receive updates about where your package is and any updates such as a delivery notification or a delay.
It is good to keep this number long after the delivery is finished in case there is any dispute between you and your customers about the order being delivered. Then you have documented proof about the order placed with the courier company and their statement as to where and to whom it was delivered, something that you may need.
