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 “Shipping” tab at bottom of order. Be sure the shipping address is there and select a shipping method. 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. Click Save when finished.
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 30/10” etc 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 ID appears once the address and shipping method is saved. It will populate in the shipping window once the information is saved. If it is a new order, you will have to go back into the shipping tab after creating the order to get the ship ID.
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. Click “Ship”.
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 button in middle of page. Printed reports to be placed in clipboard under phone in shipping area.
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 in FedEx, go to 'Integration' tab and select 'none' then you can type in any of our saved addresses to various vendors.
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 50% 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. 10. FedEx does not normally deliver 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.
12. 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.
13. Drop Shipping - Drop shipping is a product delivery method in which a seller (e.g. a wedding or portrait photographer, 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. 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 as long as Drop Ship is selected in Labworks, it will integrate to Endicia, 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.***
14. FedEx branded boxes are for FedEx AIR shipments only. Use brown kraft boxes for FedEx Ground or Home Delivery.
15. It is the shipper’s responsibility to watch the inventory of boxes, bubble wrap, and other shipping supplies. When you notice that your inventory of a particular item is getting low, notify Glen.