SendSafe Order Fulfillment

Uses: SendSafe Order Fulfillment can be used for in-house fulfillment and for fulfillment centers.

Main Functions

1. Capture charges from delayed charge capture, if delayed capture is used by the company
2. Assign tracking numbers
3. Assign backorder status to items
4. Ship backordered items and assign tracking numbers
5. Settle orders
6. Send e-mail that complete order has shipped

Definitions: Order Settlement / Charge-Capture & Backorder Status
This fulfillment process is designed to allow initiation of order settlement / charge-capture and to track and update the status of any backordered items through to completion of shipment, settlement and e-mail confirmation to the customer.

• Normally, order settlement / charge-capture can only occur when all items on an order have shipped.
• Backorder status allows a lineitem to be marked so that order settlement / charge-capture can be initiated on that order before all items ship.
• Lineitems lacking a tracking number or Backorder status will prohibit the order from order settlement / charge-capture.
  
  

As each item and order are completed, the order will move from Step 1 to either Step 2, 3 and ultimately 4. Therefore, when all orders are completed, shipped  and fulfillment process complete, there should be:

0 orders in Step 1
0 orders in Step 2

0 orders in Step 3

All orders appear in Step 4 AND are approved and shipped.

To Get to Order Fulfillment Page in SendSafe:

From 2^nd dropdown box: Orders

Select: Order Fulfillment

Index

Create a Report

Process Steps Definitions

1 – Sale Pending Fulfillment

Assigning Tracking Numbers

Assign 1 Tracking Number to Order

Assign Multiple Tracking Numbers to an Order

Editing Tracking Numbers before Fulfillment Completion

Settle

2 – Sale Order Submitted for Fulfillment

If an Item is Backordered
When a Lineitem is Shipping in More than 1 Box
When a Portion of a LineItem can’t be shipped
To Ship the Last Backordered Item of the LineItem

4- Sale Order Shipped, E-mail Sent

(Back to Index)

Create a Report

1. Date Range: Choose a range from Pick Date Range dropdown box or fill in dates.
2. Sort Order: Choose from dropdown box.
3. Process Step: Choose from dropdown box; definitions below.
   
   

0 – Immediate Sale:

     This steps show orders requiring no action be taken.

1 – Sale Pending Fulfillment:
All orders that have:

a. NO tracking information assigned OR

b. A charge authorized but not yet captured, if using delayed charge capture OR

c. NOT had the Settle button clicked

2 – Sale Order Submitted for Fulfillment:
All orders that have had the Settle button clicked but have:

a. A backordered item awaiting a tracking number to be assigned OR

b. A line item missing a tracking number OR

c. A charge that is in the process of capturing, if using delayed charge capture

3 – Sale Has Completed with Order Shipped:
All orders that have:

a. Had the Settle button clicked AND

b. All lineitems of the order have tracking numbers assigned AND

c. The charge is captured AND

d.  “Your order has shipped” e-mail is in progress

4 – Sale Order Shipped, E-mail Sent:
All orders that have completed the fulfillment process:

a. All tracking numbers filled in AND

b. Charge captured AND

c. Settle button clicked AND

d. E-mail sent

4. Click Create Report.
   
   (Back to Index)

1 – Sale Pending Fulfillment

Assigning Tracking Numbers

Date Range: Choose a range from Pick Date Range dropdown box or fill in dates.

Sort Order: Choose from dropdown box.

Process Step: Choose 1 – Sale Pending Fulfillment:

Click Create Report.

Report will show all orders that have:

1. NO tracking information assigned OR
2. A charge authorized but not yet captured, if using delayed charge capture OR
3. NOT had the Settle button clicked

If all items in that order will be shipping with 1 tracking number:

1. Enter the tracking number into the Assign Tracking # space.
   SendSafe automatically recognizes DHL, FEDEX, UPS and USPS tracking numbers and links the customer to the appropriate page to track their order.

2. Click Assign All. You will then see a verifying question pop-up box.
   Click OK if the answer is YES.
   
   
   
3. Click Settle button by the tracking number you’ve just filled in.
   
   
4. You will then see a verifying question pop-up box.
   Click OK if the answer is YES.

5. Assignment Completed! now appears on the screen and that order disappears from the report.
   
   
   Important Note: Settle button MUST be clicked for an order to move to Step 2, 3 or 4.
   
   

• Click Settle button only when all items have a tracking number or BACKORDER assigned.
• Clicking Settle captures / settles the charge.
• Each order will only be charge-captured once: if the charge capture is successful, the order is flagged as captured AND cannot be captured a second time, even if the order is manually altered with an admin page and forced to re-run fulfillment.
  
  

6. That order now moves to 3 – Sale Has Completed with Order Shipped:
   Normally, the “Your order has shipped” e-mail is sent out within 1 minute and the order moves quickly to appear in another report, 4 – Sale Order Shipped, E-mail Sent:
   
   

7. Important Note:

When you assign a tracking number to an item and click the Settle button, that tracking number link to the carrier’s site will now appear on the invoice link throughout the SendSafe system, in the customer’s e-receipt, and on the customer’s My Account >Order Status Page!

Previously, the invoice Shipping showed “Pending” and the class of service selected.

The e-receipt is dynamic and is constantly updated as you update and save information. The original e-receipt sent to the customer will be their central place to check their order status. Customers can also check order status through the My Account > Order Status page on your website.

(Back to Index)

If items in that order will be shipping with several different tracking numbers or

If Editing a Tracking Number before Settling

1. Click Edit button next to the order.
   
   
   Once you click Edit, you have now Locked this Record, so no one else can work on this record at the same time you do.
   
   
   
   
2. Scroll down past the blue box to Order Details.
   
   
3. If editing a tracking number entered on previous page, you will now see that tracking number inserted next to all items in that order.
   
   
   
   
4. If entering separate tracking numbers or backordering items, you will now see each individual LineItem ordered.
   
   
   You can enter, make changes, backorder, correct errors in tracking numbers, and also ASSIGN ALL the same tracking order here until you click the Settle button.
   
   Do not click the Settle Button until you have entered either a tracking number or BACKORDER by each line item. Do not leave blank spaces or the charge will not capture / settle; this order will stay in Step 2 and continue trying to settle until all blanks spaces are filled in.
   
   If one or more items are BACKORDERED, modifications can be made UNTIL all items have tracking numbers and the Settle button is clicked. Once all items have tracking numbers and the Settle button is clicked, you should no longer modify this order.
   
   
5. You can ASSIGN ALL the same tracking order and click ASSIGN ALL;
   Then, enter changes beside individual line items that are shipping separately.
   Click update tracking button beside each changed item. This automatically saves the record.
   Click backorder button beside each backordered item. This automatically saves the record.
   
   OR
   
   
6. Enter each item’s tracking number and click the update tracking button. This automatically saves the record.
   Click backorder button beside each backordered item. This automatically saves the record.
   Each item must be entered and clicked, one at a time, with the button beside it.
   
   
7. When each item has either a tracking number OR BACKORDERED beside it,
   
   
   
   
8. Scroll to the top of the page and click Settle Order to complete this process and submit the order for fulfillment.
   You will then see a verifying question pop-up box.
   Click OK if the answer is YES.
   
   
   
   
9. Record has been queued for settlement message highlighted in blue appears at the top of the page.
   
   
   
   Important Note: Settle button MUST be clicked for an order to move to Step 2, 3 or 4.
   
   

• Click Settle button only when all items have a tracking number or BACKORDER assigned.
• Clicking Settle will capture / settle the charge for the entire order but does so ONLY when each line has either a tracking number or BACKORDER assigned.
• Each order will only be charge-captured once: if the charge capture is successful, the order is flagged as captured AND cannot be captured a second time, even if the order is manually altered with an admin page and forced to re-run fulfillment.
  
  

10. Unlock Record when finished with this page, OR the fulfillment order will not process!
    Also you must unlock so that others may have access to this record.
    
    
    
    
    
11. Click Fulfillment button at the top of the page to return to the previous report with the previous settings selected.

12. That order now moves to 2 – Sale Order Submitted for Fulfillment.
    Important Note: Settle button MUST be clicked for an order to move to Step 2, 3 or 4.
    
    
13. The order processing will not be completed until the BACKORDERED line item is replaced with a tracking number and update tracking is clicked, which automatically saves the information to the record.
    
    Order processing of any order will not be completed and will not move to Step 3 and 4 until all lineitems have a tracking number assigned to them: no BACKORDERS, no spaces. As long as there are BACKORDERS or empty spaces awaiting tracking numbers, this order will remain in Step 2.
    
    If all tracking numbers had been entered and settled, that order would have move to:
    3 – Sale Has Completed with Order Shipped.
    Normally, the “Your order has shipped” e-mail is sent out within 1 minute.
    The order then moves quickly to appear in 4 – Sale Order Shipped, E-mail Sent.
    
    
    
    


14. Important Note:

When you assign a tracking number to an item and click the Settle button, that tracking number link to the carrier’s site will now appear on the invoice link throughout the SendSafe system, in the customer’s e-receipt and on the customer’s My Account >Order Status Page!  Previously, the invoice Shipping showed “Pending” and the class of service selected.

The e-receipt is dynamic and is constantly updated as you update and save information. The original e-receipt sent to the customer will be their central place to check their order status. Customers can also check order status through the My Account page on your website.

15. If you choose to hold all items of an order until you can ship all together and you do not assign tracking numbers or BACKORDER:

a. The order remains in the Step 1 Report filter until each item has a tracking number assigned;

b. It will not Settle / Charge-Capture;

c. The “Your order has shipped” e-mail will not be sent out until all items ship.

(Back to Index)

2 – Sale Order Submitted for Fulfillment

If an Item is BACKORDERED

Report will show all orders that have had the Settle button clicked but have:

a. A BACKORDER item awaiting a tracking number to be assigned OR

b. A line item missing a tracking number OR

c. A charge that is in the process of capturing, if using delayed charge capture

Purpose of BACKORDER: to allow charge-capture and ship part of an order when total fulfillment of order can’t be done.

When an item is BACKORDERED:

· Orders with BACKORDER lineitems will be found in this Step 2 Report.

· The SendSafe system may take (a configurable amount of minutes) time to process the BACKORDER and move that order from the Step 1 Report filter to Step 2 Report filter.

· Run this Step 2 Report filter and Update Tracking as each item becomes available in stock; process described below.

· The charge for the entire order was captured in the previous Step 1 as long as each line had either a tracking number or BACKORDER assigned.

· The e-mail will not go out saying the order has shipped until each lineitem has a tracking number assigned. Each lineitem BACKORDER must be replaced with a tracking number; process described below.

· The tracking information and BACKORDER status of each item is accessible and viewable to the customer in their E-Receipt and on their My Account> Order Status page, and it is constantly updated with the information you enter.

On the My Account > Order Status page, the shipping column will show Shipped if any part of the order has shipped. Click the invoice# to see the shipping status of each item.

Create the Report by choosing Process Step: 2 – Sale Order Submitted for Fulfillment.

1. Click Edit: You must now Lock this Record, so no one else can work on this record at the same time you do.
   
   

2. Scroll down past the blue box to Order Details to the individual items.
   
   
   You can enter, make changes, backorder, correct errors in tracking numbers, change backorders to show tracking numbers and also ASSIGN ALL the same tracking order here.
   
   
3. Do not click the Settle Button until you have entered either a tracking number or BACKORDER by each line item. Do not leave blank spaces or the charge will not capture / settle; this order will stay in Step 2.
   
   If one or more items are BACKORDERED, modifications can be made UNTIL all items have tracking numbers and the Settle button is clicked. Once all items have tracking numbers and the Settle button is clicked, you should no longer modify this order.
   
   
4. You can ASSIGN ALL the same tracking order and click ASSIGN ALL;
   BEWARE: ASSIGN ALL will overwrite any previous tracking information entered – it doesn’t merely fill in empty or backordered spaces.
   
   OR
   
   
5. Enter individual tracking numbers beside each item and click the update tracking button. This automatically saves the record.
   Click backorder button beside each backordered item. This automatically saves the record.
   Each item must be entered and clicked, one at a time, with the button beside it.
   
   
6. When each item has either a tracking number OR BACKORDERED beside it, the charge will be captured.

7. Unlock Record when finished with this page, OR the fulfillment order will not process!
   Also you must unlock so that others may have access to this record.
   
   
   
   
8. Click Fulfillment button at the top of the page to return to the previous report with the previous settings selected.

9. The order processing will not be completed until the BACKORDERED is replaced with a tracking number and saved by clicking the update tracking button. Order processing of any order will not be completed and will not move to Step 3 and 4 until all lineitems have a tracking number assigned to them: no BACKORDERS, no spaces. As long as there are BACKORDERS or empty spaces awaiting tracking numbers, this order will remain in Step 2.
   
   
10. If all tracking numbers have been entered and saved by clicking the update tracking button, that order moves to:
    3 – Sale Has Completed with Order Shipped.
    Sometimes, it may take awhile for an order to move from the Process Step 2 filter to Step 3.
    Normally, the “Your order has shipped” e-mail is sent out within 1 minute.
    The order then moves quickly to appear in 4 – Sale Order Shipped, E-mail Sent.
    
    
    
    
11. Important Note:

When you assign a tracking number to an item and click the update tracking button, that tracking number link to the carrier’s site will now appear on the invoice link throughout the SendSafe system, in the customer’s e-receipt and on the customer’s My Account >Order Status Page! Previously, the invoice Shipping showed “Pending” and the class of service selected.

The e-receipt is dynamic and is constantly updated as you update and save information. The original e-receipt sent to the customer will be their central place to check their order status. Customers can also check order status through the My Account page on your website.

(Back to Index)

When a Lineitem is Shipping in More than 1 Box

If an order has a quantity of a line item that necessitates shipping that lineitem in 2 separate boxes with 2 separate tracking numbers, follow these steps:

Create the Report. In this example, the order is in Process Step: 2 – Sale Order Submitted for Fulfillment.

1. Click Edit: You must now Lock this Record, so no one else can work on this record at the same time you do.
   
   

2. Scroll down past the blue box to Order Details to the individual items.
   
   
   In this example, the customer has ordered 12 lunch pails requiring 2 shipping cartons.
   
   
3. Click Edit / Delete beside the lineitem to open that lineitem.
   The format here will be:
   ServiceClass (tracking#1)xNumberofItemsInCarton (tracking#2)xNumberofItemsInCarton
   NextDay (1Z1V07E50314529922)x6 (1Z1V07E50314529923)x6
   
   
   
   
4. Click Save Information.
   You will see Record has been updated highlighted in blue.
   
   
   
   
5. Click Unlock Record when finished with this page, OR the fulfillment order will not process!
   Also you must unlock so that others may have access to this record.
   
   

Click Return to Prior Screen button at the top of the page to return to the SendSafe Orders Page.

Important Note: Only one of the (tracking#)x6 will display next to the lineitem on this page.
Click View Printable Order at top of page.


You will see each tracking number and the number of items in each box on the E-Receipt



When you assign a tracking number to an item and click the update tracking button, that tracking number link to the carrier’s site will now appear on the invoice link throughout the SendSafe system, in the customer’s e-receipt and on the customer’s My Account >Order Status Page! Previously, the invoice Shipping showed “Pending” and the class of service selected.

The e-receipt is dynamic and is constantly updated as you update and save information. The original e-receipt sent to the customer will be their central place to check their order status. Customers can also check order status through the My Account page on your website.

6. The order processing will not be completed until the BACKORDERED is replaced with a tracking number and the update tracking button clicked. Order processing of any order will not be completed and will not move to Step 3 and 4 until all lineitems have a tracking number assigned to them: no BACKORDERS, no spaces. As long as there are BACKORDERS or empty spaces awaiting tracking numbers, this order will remain in Step 2.
   
   
7. If all tracking numbers have been entered and the update tracking button clicked, that order moves to:
   3 – Sale Has Completed with Order Shipped.
   Sometimes, it may take awhile for an order to move from the Process Step 2 filter to Step 3.
   Normally, the “Your order has shipped” e-mail is sent out within 1 minute.
   The order then moves quickly to appear in 4 – Sale Order Shipped, E-mail Sent.
   
   

8. Unlock this record.
   
   
9. Click Fulfillment button at the top of the page to return to the previous report with the previous settings selected.
   
   (Back to Index)

When a Portion of a LineItem can’t be shipped

                                  (12 mugs ordered, but only 10 in stock)

1. Create the Report. In this example, the order is in Process Step: 1 – Sale Pending Fulfillment

2. Click Backorder beside that order, because we know we will have to backorder some of the mugs.

3. Click Edit beside the order number. You have now Locked this Record, so no one else can work on this record at the same time you do.
   
   

4. Scroll down past the blue box to Order Details to the individual items.
   BACKORDERED will now appear by the 12 mugs lineitem.
   
   


5. Click Edit / Delete beside the lineitem to open that lineitem.
   The format here will be:
   ServiceClass (BACKORDERED) (tracking#1)xNumberofItemsInCarton
   NextDay (BACKORDERED)x2 (1Z1V07E50314529923)x10
   
   
   
   
6. Click Save Information.
   You will see Record has been updated highlighted in blue.
   
   
   
   
7. Click Unlock Record when finished with this page, OR the fulfillment order will not process!
   Also you must unlock so that others may have access to this record.
   
   

Click Return to Prior Screen button at the top of the page to return to the SendSafe Orders Page.

Important Note: Only one of the tracking# will display next to the lineitem on this page.
Click View Printable Order at top of page.

You will see each tracking number or backorder and the number of items in each on the E-Receipt.



When you assign a tracking number to an item and click the Settle or Save button, that tracking number link to the carrier’s site will now appear on the invoice link throughout the SendSafe system, in the customer’s e-receipt and on the customer’s My Account >Order Status Page! Previously, the invoice Shipping showed “Pending” and the class of service selected.

The e-receipt is dynamic and is constantly updated as you update and save information. The original e-receipt sent to the customer will be their central place to check their order status. Customers can also check order status through the My Account page on your website.

8. Click Settle at the top of the page.
   You will then see a verifying question pop-up box.
   Click OK if the answer is YES.
   
   
   
   


9. Record has been queued for settlement message highlighted in blue appears at the top of the page.
   
   
   Important Note: Settle button MUST be clicked for an order to move to Step 2, 3 or 4.
   
   

• Click Settle button only when all items have a tracking number or BACKORDER assigned.
• Clicking Settle will capture / settle the charge for the entire order but does so ONLY when each line has either a tracking number or BACKORDER assigned.
• Each order will only be charge-captured once: if the charge capture is successful, the order is flagged as captured AND cannot be captured a second time, even if the order is manually altered with an admin page and forced to re-run fulfillment.
  
  

10. Unlock Record when finished with this page, OR the fulfillment order will not process!
    Also you must unlock so that others may have access to this record.
    
    
    
    
    
11. Click Fulfillment button at the top of the page to return to the previous report with the previous settings selected.

12. That order now moves to 2 – Sale Order Submitted for Fulfillment.
    Important Note: Settle button MUST be clicked for an order to move to Step 2, 3 or 4.
    
    
13. The order processing will not be completed until the BACKORDERED part of this line item is replaced with a tracking number and update tracking is clicked, which automatically saves the information to the record. Order processing of any order will not be completed and will not move to Step 3 and 4 until all lineitems have a tracking number assigned to them: no BACKORDERS, no spaces. As long as there are BACKORDERS or empty spaces awaiting tracking numbers, this order will remain in Step 2.

14. Unlock Record when finished with this page, OR the fulfillment order will not process!
    Also you must unlock so that others may have access to this record.
    
    
    
    
15. Click Fulfillment button at the top of the page to return to the previous report with the previous settings selected.
    
    (Back to Index)

To Ship the Last Backordered Item of the LineItem

(12 mugs ordered, 10 shipped, 2 backordered)

Create the Report by choosing Process Step: 2 – Sale Order Submitted for Fulfillment.

1. Click Edit: You must now Lock this Record, so no one else can work on this record at the same time you do.
   
   

2. Scroll down past the blue box to Order Details to the individual items.
   BACKORDEREDx2 will now appear by the 12 mugs lineitem.
   
   


3. Click Edit / Delete beside the lineitem to open that lineitem.
   Replace the word BACKORDERED with the new tracking number.
   NextDay (BACKORDERED)x2 (1Z1V07E50314529923)x10 becomes:
   NextDay (1Z1V07E50314529924)x2 (1Z1V07E50314529923)x10
   Make sure you don’t add extra spaces other than as it appears below.
   
   

4. Click Save Information.
   You will see Record has been updated highlighted in blue.
   
   
   
   
5. Click Unlock Record when finished with this page, OR the fulfillment order will not process!
   Also you must unlock so that others may have access to this record.
   
   
6. Click Return to Prior Screen button at the top of the page to return to the SendSafe Orders Page.
   
   Important Note: Only one of the tracking# will display next to the lineitem on this page.
   Click View Printable Order at top of page.
   
   
   
   


7. You will see each tracking number or backorder and the number of items in each on the E-Receipt.
   
   
   
   When you assign a tracking number to an item and click the update tracking button, that tracking number link to the carrier’s site will now appear on the invoice link throughout the SendSafe system, in the customer’s e-receipt and on the customer’s My Account >Order Status Page! Previously, the invoice Shipping showed “Pending” and the class of service selected.
   
   The e-receipt is dynamic and is constantly updated as you update and save information. The original e-receipt sent to the customer will be their central place to check their order status. Customers can also check order status through the My Account page on your website.
   
   
8. That order now moves to 3 – Sale Has Completed with Order Shipped:
   Normally, the “Your order has shipped” e-mail is sent out within 1 minute and the order moves quickly to appear in another report, 4 – Sale Order Shipped, E-mail Sent:
   
   
   (Back to Index)

4- Sale Order Shipped, E-mail Sent

Step 4 Report filter shows all orders that have completed the fulfillment process:

a. All tracking numbers filled in AND

b. Charge captured AND

c. Settle button clicked AND

d. E-mail sent

Click Open beside an order in the Step 4 Report. This takes you directly to the order in SendSafe.

On the SendSafe Orders page, click Fulfillment button at the top of the page to return to the previous report with the previous settings selected.

(Back to Index)