Opulo Order Fulfillment SOP
Deciding What to Fulfill
-
Review Coeffient V3 to see which orders should be shipped based off their
Batch WK#
- Orders are sorted into a given
Batch WK#
based off theirPlanned Ship Date
, which may differ from theOrder Due Date
See here for more information on our Planned Ship Date calculations
- Orders are sorted into a given
Create ShipStation Batch
- Go to ShipStation and create a batch for the orders that fall within the given
Batch WK#
you wish to fulfill.- Aim to ship about 10 Lumens and 35 trays of feeders in total
- Name the ShipStation batch to
Batch WK#
, where#
is replaced with the batch's given week number
Preparing Shipping Labels for Purchase
- Review each ShipStation order in the batch for correctness:
- Selct the correct package size/set, review declared values, and ensure shipping methods are sensible.
- Box Weight Check:
- After loading a box size preset double check the weight field.
- If the weight has changed unexpectedly, edit the weights back to the previously displayed total weight to ensure accurate shipping costs.
- Avoid overpaying for shipping: Do not select a service that costs vastly more than what the customer paid.
- Upgrade where possible: If the customer’s paid shipping rate allows, consider upgrading their shipping service for faster delivery without exceeding their payment amount.
- FedEx consideration: If shipping with another carrier would lose $100+ compared to FedEx, consider switching to FedEx to reduce the loss.
- Tax ID Handling:
- Check the order notes for the customer’s Tax ID and add it to the
Recipient Tax Identification
field in ShipStation. - If the Tax ID appears in Line 3 (or elsewhere) of the shipping address, remove it from the address and paste it into the
Recipient Tax Identification
field instead.
- Check the order notes for the customer’s Tax ID and add it to the
Prepare the Order-Packing-Checklist
-
Prepare an
Order-Packing-Checklist
for the week's fulfillment using the Google Slides template- Make a copy of the most recent slide and replace the image with the screenshot of the ShipStation batch you are working with
-
The checklist printout should look like the following image:
-
Fill in the time and date for any scheduled pickup, per carrier
- Write "Drop off" for any carrier that we will bring the packages to ourselves
-
Print out the week's checklist when ready
Purchase the labels
-
Some notes:
- When you purchase the labels, select the correct "Ship On" date so that you can later schedule a pickup for this day
-
Cautions:
50 Character Line Limit:
If an error occurs during label creation, it may be because a line in the shipping address exceeds 50 characters. If this happens: - Abbreviate words or - Split the content into an additional line to stay within the limit.
Create a Pickup
-
Set the
Pickup Date
for the required shipping carriers -
Customers can currently pick between UPS, USPS, and DHL at checkout so multiple pickups may be required
-
Note that DHL pickups are done in Shopify, UPS and USPS in ShipStation
-
Print out all the shipping labels for the week on
4x6 Label Paper
with the Dymo 4XL Label Printer
Handling the Shipping Paperwork
-
Separate the shipping labels by order number, leaving related shipping label(s) and packing slips connected
-
Domestic shipping labels will have 2 pages per order, these are:
- Shipping Label
- Packaging Slip
-
International shipping labels will have 2 or more pages per order, these are:
- Shipping Label
- Packaging Slip
-
Customs Declaration (3x copies, printed seperately on A4 paper)
DHL does not require a Customs Declaration Sheet
This information is electronically transmitted to Customs agencies automatically
-
-
For International Orders Only:
- Sign all copies of the
Customs Declaration Form
- Place all signed copies of the
Customs Declaration Form
into a resealable adhesive-backed plastic document holder - Paper clip the
Shipping Label
andPacking Slip
to the front of the plastic document holder
- Sign all copies of the
Packaging Orders
- Begin packaging orders by working through the
Order Packing Checklist
- Reference the
Order-Packing-Checklist
to determine what packaging is required for the week's fulfillment - Check-off and write in your initials on the printed
Order-Packing-Checklist
each time an order is packaged and taped shut
Additional Guidelines for Packaging
- Shipments with a pending payment status
- Check the Awaiting Payment section in ShipStation for any orders in this list
- Mark these orders as Paid so they appear in the
Awaiting Shipping
list - This ensures no paid-but-unmarked order is accidentally left behind
- Mark these orders as Paid so they appear in the
- Alert customer service when these orders are ready for shipping , so that the team is given notice when an order with NET## terms has been shipped out
- Check the Awaiting Payment section in ShipStation for any orders in this list
- Shipment comprised of two or more packages poly-strapped together:
- Adhere the shipping label and other documents to the largest package in the shipment
- Take care to avoid the shipping documents being obstructed by the poly-straps
- Write the
order number
onto the smaller boxes within the bundle using a large marker- This is done to help the shipping carrier if the bundle breaks apart in transit
The Order-Packing-Checklist
lists what package type an order requires if you are unsure or found the shipping documents sorted into a vague pile
Serialization and OQC Form Requirements
Shipments that contain a uniquely serialized product (LumenPnP, PCB Kit, Replacement Motherboards) must be logged in the LumenPnP - Serial Tracker and OQC Form
- Shipments that contain a LumenPnP must have an orange fragile sticker adhered to the box after being taken through this form
Outgoing Quality Control (OQC)
-
Sort the taped boxes into the following stacks:
- DHL
- USPS Domestic
- USPS International
- UPS Domestic
- UPS International
- FedEx
-
Confirm the following:
- Docker does not have any assembled goods beyond what's expected to be in
unfulfilled inventory
- There is exactly as many packages ready to ship as what's shown in the
order-packing-checklist
- Each line in the
order-packing-checklist
is checked-off and initialed - No unused shipping labels are left sitting out
- The first page of any international shipment's custom form matches the receiver's name on the shipping label
- Docker does not have any assembled goods beyond what's expected to be in