Pack and Ship

The Order Manager has three systems for packing orders:

• The Pack and Ship system works with a barcode scanner to verify each item as it is packed for shipping and prints UPS, Federal Express, U.S. Postal Service, and DHL shipping labels. To select this system go to Maintenance Menu> Set System Parameters. Select the Packing parameter group and the Packing Form parameter. Select Pack & Ship and click Save.

• Packing Only (Pack Orders screen) is the original packing system that works with a barcode scanner to verify each item as it is packed for shipping, but does not print shipping labels. To select this system go to Maintenance Menu> Set System Parameters. Select the Packing parameter group and the Packing Form parameter. Select Packing Only and click Save.

• The QuickShip form allows for faster packing and shipping, by omitting the need to scan or otherwise confirm the shipment of each item as it is packed. See the Knowledge Base article, Quick Ship for more details.  

This document describes the Pack & Ship system.

Contents

• About Pack and Ship

• System Requirements

• Installation and Setup

• The Pack & Ship Process

• The Pack & Ship Screen

  • The Main Form

  • The Items to Pack Tab

  • The Package Info Tab

  • The ShipRush Options Tab

  • The Simple Label Printing Tab

• Resources for ShipRush and Dazzle

About Pack and Ship

Compatible Combinations of Shippers and Shipping Software for Use with the Pack and Ship System

The Pack and Ship system can still be used to pack orders even if external shipping software, such as UPS WorldShip or FedEx Ship Manager, will be used to print the shipping labels. It will be necessary to click the Close Box button on the Pack & Ship form, select the Close But Don't Ship option, and open the vendor's external shipping program to print the shipping label. For both of those external shipping applications, it is possible to setup an ODBC connection to the Order Manager's data file and map the appropriate fields in each program so that order and tracking information can be exchanged between the two applications. Refer to WorldShip and Ship Manager documentation for more details.

The Pack and Ship System streamlines the process of packing and shipping orders:

1. Using a bar code scanner, scan the order number of an invoice (or enter using a keyboard or touchscreen).

2. Put an empty box on your scale.

3. Scan each item as you pack it.

4. Print a UPS, DHL, FedEx or USPS label.

5. Done!

Using the Pack and Ship system, you can:

• Pack by Order or by Item

• Collect serial numbers for specified items as they are packed (serial numbers are only required to be unique within an order)

• Set-aside partially packed orders and retrieve them for completion at a later date

• Charge credit cards for orders that have not been paid yet

• Print invoices and packing slips

• Print shipping labels without going through the packing process

• Review recent UPS, DHL, FedEx and/or USPS shipments

• Run UPS, DHL, Fedex and/or USPS end-of-day processes

System Requirements

• Optional: A barcode scanner compatible with the Order Manager

• • Although the system can be used without a scanner, that will reduce its ability to eliminate packing errors.

  • Packing is generally faster if you use a barcode scanner.

  • Obviously, you will have to have barcodes on your products. You can use UPC codes or your own barcodes.

• Federal Express (FedEx) labels:

  • A Fedex account

  • Windows NT 4 (Service Pack 3 or higher), Windows2000 (all flavors) or Windows XP

  • Internet Access (dialup, DSL, cable modem, T1, etc.)

  • Printer: Plain paper or label stock can be used; supports laser, inkjet, and Eltron thermal label printers

  • Optional: Compatible scale

    • Fairbanks 70-2453 and compatible (the type distributed by UPS)

    • Fairbanks Onyx 6000 Series

    • Fairbanks 21860

    • WeighTronix / NCI 7800 series and compatible

     

• UPS Labels:

• • A UPS Daily Pickup account

  • For USA-based shippers only

  • Windows2000 (all flavors) or Windows XP, Windows 2003 Server

  • Internet Access (dialup, DSL, cable modem, T1, etc.)

  • Printer: Plain paper or label stock can be used; supports laser and Eltron or Zebra thermal label printers.

  • Optional: Compatible scale

  • • Fairbanks 70-2453 and compatible (the type distributed by UPS)

    • Fairbanks Onyx 6000 Series

    • Fairbanks 21860

    • WeighTronix / NCI 7800 series and compatible

• USPS (US Postal Service) labels:

• • Requires subscription to DAZzle program from Endicia.com or ShipRush from Z-Firm

  • Optional: Compatible scale

For USPS shipping we use the Order Manager's regular DAZzle screen:

• DHL Labels:

• • Requires subscription to ShipRush program from ZFirm.com

  • A DHL account

  • Windows2000 (all flavors) or Windows XP, Windows 2003 Server

  • Internet Access (dialup, DSL, cable modem, T1, etc.)

  • Printer: Plain paper or label stock can be used; supports laser and Eltron or Zebra thermal label printers

  • Optional: Compatible scale

  • • Fairbanks 70-2453 and compatible (the type distributed by UPS)

    • Fairbanks Onyx 6000 Series

    • Fairbanks 21860

    • WeighTronix / NCI 7800 series and compatible

The ShipRush DHL screen looks like this:

Notes:

• Using ShipRush to print UPS, DHL, FedEx, or USPS labels requires an annual subscription to the ShipRush shipping system from ZFirm.com. Stone Edge Technologies offers special ShipRush subscription pricing for Order Manager users. Pricing for ShipRush subscriptions is $150 for the first year and $100 for each additional year, per computer.

• Only computers used for printing shipping labels and other ShipRush functions need ShipRush installed. Other computers running the Order Manager do not need ShipRush installed.

• ShipRush is not compatible with Windows 95, Windows 98, or Windows ME. Users of older versions of Windows can continue to use the older Packing screen that does not print shipping labels.

Installation and Setup 

In the Order Manager:

1. Go to Maintenance Menu> Set System Parameters.

2. Select the Packing parameter group. From the list of parameter in the group, select Packing Form.

3. Select Pack & Ship and click Save.

4. Review the other parameters in the Packing group and set them as needed. Here are some of the parameters that are pertinent to the Pack & Ship system.

The Pack & Ship Process

The usual Pack and Ship process follows these steps:

1. Place an empty box on a compatible electronic scale.

2. Scan the order number barcode from an Invoice.

   • A list of the items will appear at the bottom of the screen.

3. Scan each item as it is packed.

1. • If you do not have a barcode scanner, or if a particular item does not have a barcode label, you can type in the SKU or double-click the item, then click the Log as Packed button.

   • There is an option to display an image of the scanned item for an additional confirmation that the proper item is being packed. Images can come from the Internet or from a local file.

   • An additional option can display a keypad for entering quantities when more than one of the scanned item are to be packed.

   • You can also tell the Order Manager to let you enter or scan serial numbers when certain items are packed by checking the Use Serial #s box on the inventory item's Product Info tab.

4. Print the shipping label.

1. • Depending on the shipping method for the current order, a UPS, DHL, FedEx or USPS airbill or a DAZzle screen will appear.

   • In most cases, all required information will already be filled in.

   • Make any changes you need and click a button to print the label.

The process outlined above is called "packing by order", since you begin by scanning an order number. There is an alternate method called "packing by item". The pack by item procedure is:

1. Scan the barcode of an item that needs to be packed.

   • The oldest order with a backorder for the scanned item will be displayed.

   • There is an option to limit orders to those that do not include any other items.

   • A screen will appear with an option to print Invoices, Packing Slips and/or Shipping labels.

2. The rest of the packing process is the same as described above.

   • Note that the initial item will have to be scanned twice: once to display the order, and again to pack" the item.

The Pack & Ship Screen

The information below explains each of the fields, buttons, etc. on the Pack & Ship form and its various tabs:

• The Main Form

• The Items to Pack tab

• The Package Info tab

• The ShipRush Options tab

• The Simple Label Printing tab

The Main Form

 Packer

• Before you can do anything else (other than simple label printing) you must select a Packer from the drop-down list.

• To change your list of Packers, go to the Maintenance Menu and click the List Maintenance button. Select the list called Packers. Add and delete packers as needed.

Pack by: Order or Item

• Most merchants will usually Pack by Order. Scan or enter an Order Number, then pack that order.

• If you receive a shipment for which you have a lot of backorders, you can use Pack by Item to easily fill those orders.

  • Select the Item radio button.

  • If you check Limit to Single Item Orders, the program will only display orders for packing if they include the scanned item and no other items. If you do not check that option, the program will display for packing any orders that include the scanned item.

  • When you select the Item radio button, fields will appear to the right of that option where you can enter the number of Invoices and/or Packing Slips to print for each order that you pack.

Repack an Order

• Only available if the parameter PackingAllowRepack is set to True.

• Click to reset all packing data for an order and re-pack it from the beginning.

Retrieve Set Aside Order

• Use to re-load and continue packing an order that was set aside with the Set Box Aside button.

• A window will appear where you can enter or scan an Order Number or a Bin Number.

  • When you set a box aside for later packing, you can put the box in a Bin and enter or scan the Bin number for later retrieval.

  • Bin numbers can be numeric (just numbers) or alphanumeric (letters and numbers).

Workload

Click the Workload button to see how many orders, line items and individual items there are that need to be packed.

Batch Printing

Click the Batch Printing button to open the Batch Printing screen, where you can print invoices and packing slips.

Help

Click the Help button to return to this Web page.

Close

Click the Close button to close the Pack & Ship form.

Order Number

• If you scan an order number, it will appear in this field.

• You can also enter an order number manually if you do not have a barcode scanner or do not have a barcode of the order you want to pack.

Payment Options

• The Payment Options button will show the payment status for the current order: Paid in Full, Balance Due, etc.

• If there is a balance or credit due, the current order includes credit card information, and the system parameters, PackingAllowCapture and PackingAllowChargeCard (in the Packing group) have been set to True, you will be able to click this button to collect a payment or issue a credit.

Invoices and Packing Slips

Click this button to print Invoices, packing slips and/or simple shipping labels for the current order.

Note: Set the ShowBarcodesOnInvoices system parameter (in the Reports parameter group) to True, so the Order Manager will print a barcode of the order number on every Invoice.

View Order

• Only available if the parameter PackingAllowViewOrder is set to True

• Click the View Order button to display the current order, then return to the Pack & Ship screen.

Restart

Click the Restart button to restart the packing of the current order, or to start over with a different order.

Set Box Aside

• Click the Set Box Aside button to set the current order aside for later packing.

• A window will appear where you can enter or scan an Order Number or a Bin Number.

  • When you set a box aside for later packing, you can put the box in a Bin and enter or scan the Bin number for later retrieval.

  • Bin numbers can be numeric (just numbers) or alphanumeric (letters and numbers).

Close Box

• Click the Close Box button if you want to close the current box before the order is completely packed.

• A screen will appear with 4 options:

  • Click Next Box, Same Order to close and ship the current box, then continue packing the current order in a new box.

  • Click Ship Incomplete to close and ship the current box, then stop working on the current order. Only allowed if the parameter PackingAllowShipIncomplete is set to True.

  • Click Close But Don't Ship to close the current box without printing a shipping label for it, and continue working on the current order.

  • Click Cancel.

Ship Via

• This button will only be enabled if a valid UPS, USPS or FedEx shipping method has been selected.

• This button will only be enabled if the current order has been completely packed, or if you have used one of the Close Box options listed above.

• The button will say Ship Via Dazzle, Ship Via FEDEX or Ship Via UPS, depending on the selected shipping method. If an invalid shipping method has been selected, the button will say Ship Via (n/a).

• Click the Ship Via button to open the UPS, FedEx or DAZzle print screen.

• If the parameter PackingAutoShipWhenCloseBox is True, the program will open the appropriate shipping screen with the Ship Via button being clicked, so you will not have to use this button.

The "Items to Pack" Tab

Validate

Click the Validate button to text the current order's Ship To address against a US Postal Service database. For addresses in the United States only. Internet connection required.

Ship To

Displays the Ship To address for the current order.

Customer's Comments

Displays comments that the customer entered when placing a Web order.

Shipping Method

Displays the shipping method for the current order. If the parameter PackingAllowChangeShipMethod is True, you can also change the shipping method before you click the Ship Via button. However, if the parameter PackingAutoShipWhenCloseBox is True, the program automatically proceeds to print the shipping label without you clicking the Ship via button, so you must change the shipping method before the final item is packed.

COD

The COD (Cash On Delivery) amount for the current order. Can be set to the Balance Due for the order by clicking the Set button next to the COD field.

Set

Click the Set button to set the COD amount to the balance due for the current order.

Declared Value

Enter a dollar amount here if you want a UPS or FedEx shipping to have a Declared Value.

Residential

If the Ship To address for the current order includes a Company Name, this will default to Unchecked (business address). Otherwise it will default to Checked (residential address).

Have Shipper Send Email? (not pictured)

This field is only visible if ShipRush is selected as the program's ShippingSystem. Check this option if you want ShipRush to have the appropriate shipping carrier (UPS, FedEx) send your customer an shipping confirmation notice via email.

Weight

The Order Manager will set this field to the Actual Shipped Weight if there is one, or to the Estimated Weight. If the parameter PackingLockWeight is False, you can also enter or edit the weight manually. If the parameter ShipRushUseScale is set to True, the program will ignore this field and let ShipRush get the weight from your scale.

Set Ship Date To

Only enter a date here if you want ShipRush or Dazzle (does not apply to the Order Manager's internal shipping software) to use a shipping date other than the current date. You can enter the date manually or click the small calendar button to the right of the date field. If the parameter PackingLockDate is True, you will not be able to change the dates.

Dimensions in Inches: Length, Width and Height

Numbers that you enter here will be sent to UPS and FedEx and will appear on their respective shipping forms. The package dimensions may be pre-filled, based on values already set in the program. As of V5.905, if an item is marked as Pack Separately and no other box or dimensions are set, the program will automatically insert the dimensions of the inventory item.

Add'l Label Template

Select a report format from the list, then click the small Print button to the right of the list to print a simple label for the current order.

Print button

See previous note for Add'l Label Template.

SKU

• If you scan an item with a barcode scanner, the item's SKU will appear in this field.

• You can also type an SKU directly into this field.

• Or you can double-click a detail line in the list of items for the current order, and its SKU will appear here.

Qty

• Enter the quantity of the current SKU to mark as Packed.

• You can type directly into the Qty field, or use the blue up and down arrow buttons to the right of the field to increase or decrease the number in the field.

• Not needed if you use a barcode scanner to pack your items.

UP and DOWN Arrows

See note for Qty, above.

Log as Packed

• Click the Log as Packed button to mark the quantity in the Qty field of the product in the SKU field as Packed.

• Not needed if you use a barcode scanner to Pack your items.

Sort Buttons (AZ and ZA)

Use the sort buttons at the bottom of the screen to sort the list of items for the current order by SKU or by Product (item name).

Show: Remaining / All

• Click Remaining to display just the items that remain to be packed for the current order.

  • Note that an item with a quantity shipped greater than 1 will still be displayed until its full quantity is packed.

• Click All to display all items, whether or not they have been packed yet.

The Package Info Tab

Gift Message

If there is a Gift Message for the current order, it will be displayed here.

Notes

Use the buttons in this section to review and edit the Notes for the current order.

The ShipRush Options Tab

In order for this tab to appear on your Pack & Ship screen, you must set the ShippingSystem parameter (in the Shipping group) to ShipRush.

Recent Shipments

If using ShipRush, click one of the Recent Shipments buttons to display your recent FedEx or UPS shipments.

End-of-Day Process

• Use the End-of-Day Process button to close out your UPS, FedEx (Ground), DHL, or USPS shipments for the day.

Note: End-of-day processing is not required for FedEx Express shipments.

The Simple Label Printing Tab

To print a shipping label for an order without going through the packing process:

1. Enter the Order Number.

2. Select a shipping method.

3. Click the Print Label button.

To print a label that is not for a specific order:

1. Make sure that the Order Number field is blank.

2. Select a shipping method.

3. Click the Print Label button.

4. You will be able to enter your shipping information at the next screen that appears.

Resources for ShipRush and Dazzle

• To purchase a DAZzle subscription, go to http://www.endicia.com/

• Endicia Dazzle: http://www.endicia.com/

• To purchase a ShipRush subscription, go to http://www.stoneedge.com/store/3rd_party_software.html

• Z-Firm ShipRush: http://www.shiprush.com/products/shiprush.shtml

• Z-Firm Product Documentation: http://www.zfirm.com/support/product_documentation.asp

• Z-Firm Support: www.zfirm.com/support/

• Z-Firm Knowledge Base: http://www.zfirm.com/support/knowledge_base.asp

• Z-Firm User Forum: http://forums.zfirm.com

See Also:

The Pack and Ship Video

Updated: 6/15/08

Modified: 9/2/10