Ship

Often it is necessary to ship merchandise directly to customers when it is special ordered then received in store or back to vendors in the case of trunk shows or RMAs. The tracking and management of the shipping tasks can be error prone and labor consuming, requiring data to be handled multiple times, logged into books and written or keyed multiple times.

EverywhereBridal/Prom/Retail has a complete shipping management module for this process which may be optionally integrated into MY.SHIPRUSH.COM cloud based shipping system that creates shipment labels for UPS, FEDEX and USPS, interfacing directly to those carries computer systems. Visit MY.SHIPRUSH.COM to sign up for this great service.

Integration Benefits

Saves time and reduces errors. The shipment address, phone number, reference, weight, and email are automatically transferred to the carrier without the need to retype any of the information. Actual shipment information such as service used, carrier, tracking number and more are automatically copied to the everywhereRetail's Shipping Request making it simple for shop users to perform tracking..

Shipping Process/Work flow

The shipping process is broken down into two steps:

Step 1) Create a Shipping Request

Creating a Ship Record, with the ship-to address and other details about the package. This is normally done from the Customer's Receipt/Ticket form, as the sale is being made. This lets the operator record a different ship-to address versus the customers address. Additionally, the ship record has fields to select the desired carrier and shipping method (ground, 2-day, overnight, etc.) Creating the ship record is usually done long before the actual ship label is printed, usually during the sale process.

Create Customer Shipment: On the Ticket form at sale time or anytime after the sale, click Item Create Shipment menu item from the Sales Transaction Editor. It creates a shipping record for the highlighted sales item and links it to that specific merchandise from which the Sale was for. Do this for all Sales to any customer that have been requested for shipment. Shipping address, method and other shipping information may be entered in the record which is automatically defaulted to the address information on the Customer's profile. Items tagged for shipping will display in the on the Shipping form. Using this feature, the sales associate can enter the shipment details at sale time in one step. Nothing to forget or details to be missed. Once in the system it will be visible to the person performing the shipping step.

Create a shipment going to a vendor: There are two places where a shipment request may be made for an vendor.

A) From the PO Edit form by clicking the + sign next to the PO line item that is being requested for shipping.

B) From the Ship Search Grid when Create Shipment is clicked. This action will prompt the User if they wish to make a Shipping Request for a Vendor. Answering YES will allow the User to select a vendor from the shop's vendor list to assign the shipment request to. This does not link any specific store merchandise to the shipment.

Create a shipping request to anyone

From the Ship Search Grid, click Create Shipment. This action will prompt the User if they wish to make a Shipping Request for a Vendor. Answering NO will allow the User to enter any shipping information. This does not link any specific store merchandise or customer or vendor to the shipment.

Step 2) Ship the Shipping Request

Visit the Ship module and filter the list to requests not yet shipped.

Select the specific Ship Request to ship within the grid. The User can manually perform a shipment and enter the shipment details, such as cost and tracking number, within the Ship Request form or with MY.ShipRush.COM integration, simple click the SHIP menu function and print the Ship Label from there. All shipping information is automatically enter onto the Shipping Request form without the User having to key any data.

Note: Declared value should be entered directly with the Shipping Integration module when the shipper’s insurance is utilized. Third party insurer’s requires that the declared value is $0 with the shipper and the true value is entered onto the Shipping Request entry where a report may be ran of the value of shipment with a shipping date range and provided to the insurance carrier. Or utilize my.shiprush.com alternate insurance. option with over 50% savings to carrier insurance. See My.Shiprush help for insurance details. Or consider using UPS Capital Insureshield Shipping Insurance for savings and no hassle claims.

Ship Search Grid

The Shipping Request Search grid is how Shipping Requests are located for review and editing. It has powerful filtering ability. In addition, data within any column may be also filtered by clicking the antenna and selecting the Boolean expression to create a column filter upon. (check out the Column Search FAQ for more information)

The grid will list the Ship Requests that match the entered filter conditions. Click the hyperlink Ship Number to see the all Shipping Request data. click the sales ticket number hyperlink for the sales ticket the Shipping Request was created from.

Grid Filters

Search ... Enter any data and the system will search across all columns within the grid in a attempt to match the data entered. For example, if a User entered 8888, the system would list any Shipping Requests within the grid that had 8888 in any of the columns, such as tracking numbers or ticket numbers ... etc

Status ... Select a valid status from the drop down options. Only those entries with a matching status will be listed.

Carrier ... Select a valid Carrier from the drop down options. Only those entries with a matching carrier will be listed.

Shipped From / To date range ... Enter a date range and only those requests shipped within the date range will be listed.

Event ... Choose a valid event from the drop down list. A User may begin typing and the system will look for events that begin with the letters typed. Once an event is chosen, only those entries with the matching event will be listed. Events are linked the the request by creating the shipping request from a Customer sales ticket. When the ticket is linked to an event, then the event is linked to the ship request.

Category ... Choose a valid inventory category from the drop down list. A User may begin typing and the system will look for categoriess that begin with the letters typed. Once an category is chosen, only those entries created from all Customers receipt/tickets for sale items that is assigned the matching category in inventory. Example, select BRIDAL is see all customer shipping requests for the sale of Bridal gowns.

Search ... Applies the entered filters to the data within the grid and list only those entries that match.

Grid Functions

Ship ... When a Request has a READY SHIP status, a selection box will appear to the left of the request within the grid. Check one or more boxes when they appear, then click SHIP. A data entry shipping form will appear where the User may enter shipping details manually or details will populate automatically with shipping integration active. The system assumes the selected items will be placed in a single shipping container and the same tracking number, reference, shipping cost, value etc will be inserted onto all the selected requests entries.

+Add ... Creates a new Shipping Request. The system will prompt if the request is for a inventory vendor. A answer of YES will allow the User to select from the list of the shop's active vendors, which in turn will default the ship to name and address to the selected vendor.

Not selecting a vendor by answering NO, will display a empty Shipping Request where the User may enter any Ship to address and shipping information.

Add Same ... Select any Shipping Request within the grid by clicking that row. Click Add Same function and the Ship To address and Shipping details for the selected Shipping Request will be copied to a new Shipping Request. This is a time saving feature for repeat shipping needs.

Ship Request Form

This form allows for the creation and editing of shipping requests. It is accessible from a Sales Transaction contained on any Customer's Ticket/Receipt, from the Purchase Order Edit form at the PO line item grid and from the Ship module itself. The entire shipping module is design to improve organization and efficiency of the shipping process.

The information contained within the Shipping module is used by a company’s shipping department to package, label and ship the requested merchandise.

The shipping module may be optionally integrated to United Parcel Service (UPS), United States Postal Service and Federal Express Air/Ground. The integration saves time and reduces errors in the shipping process. Shipping information and tracking numbers are automatically transferred to/from. See ShipRush FAQ for more information.

Fields

Ship Number ... A computer generated sequence number created and assigned to each Shipping request. A simple code utilized to quickly access a specific shipping request entry. It is printed in bar-code format on a Shipment Recap report via the Print function on this form.

Status…The status of the shipping request. The status changes automatically when specific shipping request data condition exist. These statuses exist and automatically appear based upon rules. Definitions are:

Wait Ship: The shipment request has been created.

In, NOT Ready to Ship: Appears when Shipping Request was created from Customer's Receipt/Ticket. The item to be shipped is has a ticket status of IN (meaning it is in the shop) but all the Ready Ship rules are not completed. Please review the Ready Ship rules -

Ready Ship: This status automatically appears when these rules are completed.

A user clicks the Force Ship menu hyperlink option OR

These 4 actions have been completed:

The item has a Sales Ticket status of IN (meaning in Pickup/Lay-a-way Inventory), if the shipment was created from a Sales Ticket.
The item must have a zero sales ticket balance, if the shipment was created from a Sales Ticket.
The Paperwork confirmed by field has been filled in with a Sales Associate's ID & date.
The Address confirmed by field has been filled in with a Sales Associate's ID & date.

Shipped: The item has been processed for shipment and a shipped date appears on the shipping request.

Cancelled: A User has cancelled the Shipping Request by clicking the Cancel menu function found on the Shipping Request data form.

Created by ... Userid that created the shipment request. Logged in User id is automatically inserted when they create a shipment request.

Created Date ...The date the shipping request was created.

Created at Store ... The store location that created the shipment request.

Sale information (present when Request was created from a Customer's Receipt/Ledger)

Sale ... The style number of the item being shipped, automatically completed by system when the shipping rrequest is created from a ticket's sale transaction.

Ticket ...The ticket number the item appears on, when the shipment is created from a sales ticket.

Administration Section

Paperwork confirmed by & date …The User code that has approved that all documents, i.e. terms of sale, credit card approvals, etc have been signed/received.

Address confirmed by & date …The sales associate that has confirmed the shipping address with the person requesting the shipment.

Notes … User free form entered Details/Comments about the shipment.

Ship to Section:

First Name & Last Name …The Ship to name.

Address 1, Address 2, City, State, Postal code … The Ship to address the shipment is being sent to.

Phone …The recipient’s phone number.

Email …Email address of the person the shipment should be confirmed to. The carriers will send the email address a shipment confirmation when the email address is provided to them as part of the shipment information.

Shipping Details Section

Shipping method… The actual shipping service used. Entered by the operator or automatically completed with the optional shipping integration software. The system integration will insert the actual shipping service used.

Customer receive by ... In most scenarios the item will be shipped to the customer immediately once it is received in store and paid in full. However occasionally the Customer may request for the item to arrive at their location at a specific date. In this scenario a Store User can enter in the requested date within this field to meet the customer request.

Carrier … UPS, Federal Express, USPS, DHL or Other. Selected by User whom performs the actual shipping or automatically completed with the optional shipping integration software.

Tracking Number…The tracking number of the shipment with the carrier entered by the operator or automatically completed with the optional shipping integration software.

Ship Date …The date the shipment was processed. Entered by User whom performs the actual shipping or automatically completed with the optional shipping integration software

Shipping Cost …The estimated shipping costs entered by the operator or automatically completed with the optional shipping integration software.

Delivered …The date the item was delivered, optionally entered by the operator.

Declared value …The declared value of the shipment, entered by the operator or automatically completed with the optional shipping integration software when the operator enters it. This is the amount you would be paying carrier insurance on. Leave it 0 if you wish not to pay carrier insurance.

Weight …The weight of the shipment, entered by the operator.

Wholesale cost ... The wholesale cost of the item. Entered automatically by the system when the shipping requested is created from a Customer's ticket sales transaction.

Retail Price ... The Retail price of the item. Entered automatically by the system when the shipping requested is created from a Customer's ticket sales transaction.

Note: The Shipping Report has an excel export feature which is compatible with UPS's discount shipping insurance program called UPS Capital. All the Shipping request fields are included in the export. If using UPS Capital AND using MY.SHIPRUSH.COM the declared value should always be 0 to avoid paying duplicate insurance. When sending the excel shipping spreadsheet to UPS Capital you would instruct them to either use Wholesale Cost or Retail Price to calculate the shipping insurance premium. (Most would elect to cover just the wholesale cost)

Signature Required ... Select when customer requests for signature to be collected when package is delivered.

Reference … A shipment comment, entered by the operator or automatically completed with the optional shipping integration software

Force / UnForce Ship ... Function to immediately release shipment and to change it’s status to Ready Ship.

Status Changes Wait Ship - Use "Unforce ship menu option" on Ready to Ship status to change status to Wait Ship. To change Ready to Ship to Wait Ship status click menu Force Ship In - Not Ready to Ship status click menu Force ship.. You can put a date received on the shipping request to force inventory item to a In status for shipping request Change to Shipped status. Enter tracking and ship date on form. Cancelled - You can't un-cancel a shipment.

Track …Function to automatically track the shipment with the carrier. Opens up a Browser Window using the tracking number of the Shipping Request.

Cancel shipment … If the package was shipped using the integrated shipping module (not ShipRush) and a tracking number is present in the Tracking field, the this button will attempt to cancel the shipment with the carrier. Normally shipments can only be cancelled if they have not been picked up.

Audit Trail ... Maintains a log of User edits when created.

Delete … Deletes the shipment and it’s details.

Print... Prints a recap of the displayed shipping request.