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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 their Planned Ship Date, which may differ from the Order Due Date

    See here for more information on our Planned Ship Date calculations

Create ShipStation Batch

  1. 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
  2. Name the ShipStation batch to Batch WK#, where # is replaced with the batch's given week number

Preparing Shipping Labels for Purchase

  1. Review each ShipStation order in the batch for correctness:
  2. Selct the correct package size/set, review declared values, and ensure shipping methods are sensible.
  3. 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.
  4. Avoid overpaying for shipping: Do not select a service that costs vastly more than what the customer paid.
  5. Upgrade where possible: If the customer’s paid shipping rate allows, consider upgrading their shipping service for faster delivery without exceeding their payment amount.
  6. FedEx consideration: If shipping with another carrier would lose $100+ compared to FedEx, consider switching to FedEx to reduce the loss.
  7. 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.

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

  1. Set the Pickup Date for the required shipping carriers

  2. Customers can currently pick between UPS, USPS, and DHL at checkout so multiple pickups may be required

  3. Note that DHL pickups are done in Shopify, UPS and USPS in ShipStation

  4. 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 and Packing Slip to the front of the plastic document holder

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
    • 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
  • 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