Get your reefer load received, not refused.

Reefer Receiver Playbooks · By Todd Cunningham · Last verified September 26, 2026

Big grocery DCs run on appointments, temperature rules and paperwork. Miss one and the load gets refused, fined or deducted. These playbooks walk a reefer load into each receiver from PO to POD. Each one cites the receiver’s own rules and shows what we do at every step.

Cyan Logistics is a refrigerated-only freight broker. We run the whole life of a reefer load into the country’s strictest grocery receivers, from the PO and the appointment to the pulp temps at pickup and the paperwork after. People are on it 24/7/365, because reefer loads don’t break during business hours. The point is simple: your load shows up right, on time, with the proof in hand, and you don’t pay a fine or a deduction for something we should have caught.

Delivering Peace of Mind.

24/7/365, because cold loads don’t keep office hours

Receivers’ scheduling desks often keep business hours. Kroger’s, for example, is open Monday–Friday, 7am–4:30pm CST.[1] Reefer problems show up at night, on weekends and on holidays. Here’s what our 24/7/365 coverage means on a real load:

  • Overnight pickups. The driver checks in at 1 AM and the unit isn’t precooled, or the set point doesn’t match the load sheet. Someone at Cyan picks up and gets it fixed before the doors close, or swaps the truck.
  • Weekend and holiday breakdowns. A truck breaks down Saturday night. We work the backup truck that night, not Monday morning.
  • In-transit reefer alarms. It’s 3 AM and the unit alarms. We call the driver, confirm the reading, and decide on repair, reroute or transload. Then we line up the backup carrier or cold storage and tell you what’s happening.
  • Early-morning DC receiving. Grocery DCs receive before dawn. If a load is refused at 4 AM, we start working the problem right then.
  • Changes at 3 AM. You hear it from us first, with a plan, before your team is in.

The six stages of a reefer load into a big receiver

Every playbook follows the same six stages, and so does our free checklist.

  1. Order, PO and routing. Prepaid or collect, the must-arrive date (ORAD, MABD, RAD), and planning the pickup backward from it.
  2. Scheduling the appointment. The receiver’s appointment rules and lead times.
  3. Pickup. Precool, set point, continuous run, pulp temps, seal, BOL, pallets, labels and ASN.
  4. In transit. Tracking, reefer alarms, the receiver’s data feeds and the breakdown plan.
  5. Arrival and receiving. On-time gate-in, check-in, unloading and lumpers. The receiver runs its own receiving and decides on acceptance. If a load is refused, we handle what comes next.
  6. After delivery. POD, lumper receipts, fees, deductions and claims.

Pick your receiver

Kroger

Grocery DCs · One Network appointments

DeltaTrak monitors on applicable produce, a 3% ORAD fee on vendor-caused late POs, and location data every 15 minutes.[2][3]

Last verified September 26, 2026 · Read the Kroger playbook

Walmart

Grocery and food DCs · MABD and OTIF

MABD windows, OTIF scoring, and wireless temperature recorders on fresh produce, meat, seafood and floral.[4]

Last verified September 26, 2026 · Read the Walmart playbook

Costco

Depots and DDCs · CW Traffic appointments

Appointments two business days ahead, 48-inch reefer pallet height, and trailer types that get refused.[5]

Last verified September 26, 2026 · Read the Costco playbook

Albertsons / Safeway

Grocery DCs · One Network appointments

Appointments on every shipment, RAD and seal number on the BOL, and driver-unload DCs.[6]

Last verified September 26, 2026 · Read the Albertsons/Safeway playbook

Publix

Warehouse deliveries · 40°F and 0°F limits

Whole-load rejection for temperature abuse, and carrier temperature records on request.[7]

Last verified September 26, 2026 · Read the Publix playbook

Why a reefer specialist, not a big generalist broker

  • A reefer load fails in ways a dry load doesn’t. Precool, set point, continuous vs. start-stop, pulp temp, recorder placement and sanitation all matter. FDA’s rule makes the shipper put the operating temperature in writing, including pre-cooling.[8] University of Florida’s handbook says fresh produce and chilled meat need Continuous Run.[9]

  • Receivers publish reefer-specific rules.

    • Kroger publishes commodity set points and requires DeltaTrak monitors on applicable produce.[2][10]
    • Walmart’s documents list receiving pulp ranges and require wireless recorders.[4]
    • Publix can reject a whole load on evidence of temperature abuse.[7]

    A generalist desk treats these as footnotes. We plan the load around them.

    • One person owns the load. We start with one lane and agree temp and delivery requirements before a truck is assigned. Then we stay on the load until it delivers.
    • Proof from every pickup. On every load, pulp temps and the seal number go on the BOL, and we get a photo of the reefer display before the truck leaves.
    • Carriers are checked, not grabbed off a board. We check safety, insurance and reefer history, and we don’t use Conditional-rated carriers.
    • The paperwork comes back. We return the POD and lumper receipts, and we help you fight deductions.
    • Someone picks up at 3 AM. 24/7/365.

Free: Reefer Receiver Readiness Checklist

A stage-by-stage checklist for reefer loads into grocery DCs, from PO to POD. No email needed. Open the checklist.

Shipping into a big DC? Get a lane review.

Send us one lane. We’ll walk it stage by stage and tell you where it could break. No rate pitch. Grab 30 minutes with Alex · (909) 972-1006 · 24/7/365

Or answer seven quick questions: check your lane.

FAQ

What’s the difference between ORAD, MABD and RAD?

They’re each receiver’s name for the date the load has to arrive. Kroger uses the Original Requested Arrival Date (ORAD).[2] Walmart uses the Must Arrive By Date (MABD).[11] Albertsons uses the Requested Arrival Date (RAD).[6] Plan the pickup backward from that date.

Who books the DC appointment on a prepaid load?

Usually the carrier or the vendor, in the receiver’s system. Kroger and Albertsons both use One Network.[3][6]

What temperature rules do receivers publish?

It varies. Kroger publishes a suggested set point for each produce commodity.[10] Walmart’s documents list receiving pulp ranges.[4] Publix requires 40°F or colder for refrigerated product and 0°F or colder for frozen, from shipment to delivery.[7] Your product spec and PO come first.

What happens if a receiver refuses my reefer load?

The receiver runs its own receiving process and decides whether a load is accepted. If a load we’re running is refused, we handle what comes next. We do it 24/7/365 and keep you posted the whole way.

Sources

  1. Kroger, Logistics (vendor/supplier page). https://www.thekrogerco.com/vendor-suppliers/logistics/
  2. Kroger, Vendor Compliance Program Updates and “Kroger Policies,” Dec 2, 2024. https://kroger.onenetwork.com/wp-content/uploads/2025/03/1-VNC-Program-Updates%5Ffinal%5Fsigned.pdf
  3. Kroger, “Cold Chain Management – Temperature Monitoring,” Apr 22, 2025. https://www.thekrogerco.com/wp-content/uploads/2024/07/Inbound-Temperature-Requirements.pdf
  4. Walmart, “Cold Chain Compliance Requirements” (© 2023 Walmart; copy posted by a supplier). https://www.classicharvest.com/wp-content/uploads/2023/12/WMTempTales.pdf
  5. Costco Wholesale, “U.S. Routing Guide,” © July 6, 2026 (copy posted on a third-party site). https://img1.wsimg.com/blobby/go/d99a66c8-fff6-4429-8692-7911b044aa8b/US%20Routing%20Guide%20-%2007.06.26.pdf
  6. Albertsons Companies & Safeway, “Inbound Routing Requirements” (AlbertsonsNet). https://suppliers.safeway.com/pages/RoutingGuidelines.htm
  7. Publix, “Supplier Policies & Guidelines,” publication date 07/24/2026. https://corporate.publix.com/business/publix-business-connection/retail-product-supplier/-/media/7277D76BEE3E4DC4B83A6F7BB298EB95.ashx
  8. 21 CFR 1.908, Sanitary Transportation of Human and Animal Food (FDA). https://www.ecfr.gov/current/title-21/chapter-I/subchapter-A/part-1/subpart-O/subject-group-ECFRe79dfa68f350fd3/section-1.908
  9. University of Florida IFAS, HS1328 “Protecting Perishable Foods During Transport by Truck or Rail.” https://ask.ifas.ufl.edu/publication/HS1328
  10. Kroger, Commodity Inbound Temperature Requirements. https://www.thekrogerco.com/wp-content/uploads/2024/07/Commodity-Inbound-Temperature-Requirements.pdf
  11. SPS Commerce, “OTIF – How to Meet Delivery Appointments” (third-party). https://www.spscommerce.com/community/articles/otif-how-to-meet-delivery-appointments

Cyan Logistics is a freight broker and authorized agent of D&L Transport (MC#512099). These playbooks summarize receivers’ public documents and federal rules. They are not receiver guidance or legal advice.