General Information
To begin shipping, launch Labworks, Endicia, Microsoft Outlook and the Fedex Ship Manager.
1. Schedule Shipment - In LabWorks, go to the customer’s order and click “Schedule Shipment”. Be sure the shipping address is there. This puts the order on the shipping list. Watch carefully for Drop Ship orders! In this case, click the “Drop Ship” button within the “FROM” tab and verify the “Ship from” and “Ship to” addresses for accuracy. Edit as needed.
2. Invoice the job - Be sure the shipping fee is on the Work Order and collect appropriate payment. In most cases, payment is by credit card. If the payment screen says “Net 30” at the bottom, this customer is set up with a charge account. In this case, you do not collect $ at the time of shipping. Create an invoice with a payment of “zero” dollars and that will put the invoice in the queue for monthly billing.
3. Retrieve the Ship Number - The ship number appears on the Invoice. It can also be retrieved from a list in LabWorks: Go to “Actions” >> “Shipment”. Choose “All customers” at top of screen. Click “Refresh” at bottom of screen. Find the shipment and get the ship number.
4. Print Label - Go to the appropriate ship module: Endicia (+Microsoft Outlook) or Fedex. These are used to create the shipping labels. FedEx labels print on 8.5” x 11” labels through the laser printer and USPS labels print on 4” x 8” labels from the Dazzle printer. Enter the ship number. The address will appear on the screen. Go thru screen and enter all relevant information --- including pkg. weight, ship method (choose Home Delivery for residential deliveries), and pkg dimensions (for oversize shipments only). Enter payment method. Click “Ship”.
5. Daily Closings - This must be done at the end of every shipping day. A. USPS - You must “Post Back” the data from Endicia to LabWorks and create a Scan Form. The Scan Form is left with the day’s parcels for the mail carrier. 1. Choose “Tools” >> “Post Back Data” 2. Choose “Tools” >> “SCAN Form” B. Fed Ex - The Fed Ex Ship Module must be closed out. 1. Choose “Close” button at top of page. 2. End Shipping Day - Click this botton in middle of page.
6. To access a shipping record when a customer calls, go in LabWorks to Reports>Shipping/Delivery> Shipped Orders per Customer (give a date range). The tracking numbers and ship dates will appear on a report.
7. To ship something that isn’t an order in LabWorks (like AAA imaging), click “Integrate” button at top menu bar and uncheck “LabWorks”. A list of all addresses appears. Change back when done.
8. The Email notification option (in the FedEx ship module) will default to a check box that sends a ship notification to the customer. If this is checked, an email must be present. If we don’t have an email, uncheck the box.
9. For Overnight AIR FedEx shipments (on request), bill the customer 30% above our actual charges. These parcels do NOT get placed at our back door for pickup. We only have an automatic pickup for FedEx GROUND or HOME DELIVERY. Glen takes our FedEx AIR shipments to a FedEx location at FedEx Kinkos or Office Max; OR AIR shipments that are ready by 3pm can be taken down to our neighbors at the Magic Shop at the end of this building. 10. FedEx does not normally delivery on Saturdays. This service is available for an extra charge. You must check the “Saturday Delivery” box. We also have “Saturday Delivery” labels to stick on the box.
11. Endicia - This is used to create labels for USPS Priority Mail. The Endicia application launches from the desktop. Log-in password is PYL2005. Microsoft Outlook must also be launched in order for the Endicia email notifications to transmit and labels to print. Microsoft Outlook is launched from the Desktop. We can switch from “sample label” mode to “real postage” mode, under Endicia Preferences.
12. PiccaPrint ships by USPS as a “First Class Package” with “Delivery Confirmation” selected in the checkbox. Do not enclose any paperwork with shipment. Just the prints.
13. Our advertised rate for Color Services Express Prints via USPS Priority Mail is $6.50. This rate is programmed into LabWorks and should always be used unless you are notified of an exception that necessitates an override and manual price entry.
14. Our advertised rate for FedEx GROUND shipments is $8.95. This will suffice for most shipments. The price should never be manually changed to less than $8.95. Occasionally a very large or heavy shipment will need to be manually changed to the actual charge. See Glen or Linda if unsure.
15. Shopping Cart purchases from colorservices.com (identified by an SKU on the Work Order) ship by the method and cost chosen by the customer at checkout. The shipping rates are calculated by the size, weight and destination of the shipment. This should always remain as-is.
16. Easy-fold jumbo mailers. We have 2 sizes: a. For 16x20 prints: (Uline S-3396) 20” x 24” box (inner cardboard is cut to 19½” x 23¾”) b. For 20x30 prints: (Uline S-3397) 24” x 36” box (inner cardboard is cut to 23¾’ x 35½”) Sandwich the print between 4 pieces of cardboard.
17. (Check with Glen. This may have changed.) April 3, 2012 - In response to the Hipstamatic facebook blast, we will currently charge a flat fee of $24 for International shipping. SKU codes for “Hipstamatic Creations” products will have _hip at the end; for example, MTL_hip for metal prints.
18. When the message comes up “Do you want to refer to this address later?” click NO.
19. Drop Shipping - Drop shipping is a product delivery method in which a seller (e.g. a wedding or portrait photographer, Piccaprint, Hipstamatic, etc.) places and pays for an order, but their customer receives the photos directly from Color Services. In a drop shipping arrangement, the seller acts as a middleman between their customer and Color Services. The seller’s profit in the transaction is the difference between the wholesale and retail price of the items sold. Sometimes Drop Shipping is simply a gift that one of our customer’s wants us to ship directly to their recipient. Ideally, the “Return Address” on the parcel should be the name of the seller, not Color Services. This is easy with Endicia using the “Drop Ship” function, but we have been unable to get this to work with FedEx. Our procedure with FedEx is to change the name of the sender to “Photo Fulfillment Center” on the dropdown menu when Drop Shipping. *** It is extremely important that we do not include an invoice or any pricing information in jobs that we Drop Ship. That would be disclosing the wholesale price of a product which the seller (OUR customer) is trusting us to keep private.***
20. FedEx branded boxes are for FedEx AIR shipments only. Use brown kraft boxes for FedEx Ground or Home Delivery.
21. It is the shipper’s responsibility to watch the inventory of boxes, bubble wrap and brown paper. When you notice that your inventory of a particular item is getting low, notify Linda or Glen.
22. Boxes for Hipstamatic shipments are stored separately from all other packaging. Hipstamatic pays for their packaging. Hipstamatic boxes and tape should not be used for Color Services shipments and vice versa.