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Pack & Ship Screen

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Overview

This topic only describes the Pack & Ship screen synonymous with the Microsoft Access Form Object or user interface..

The Order Manager provides several screens through which orders can be "packed" and "shipped". They each have slight differences which may make one screen a better choice than the other for a given business.

For example, the Pack Orders screen requires the packer to verify the items as they are packed, but it is not able to print a shipping label, whereas, the Pack & Ship screen can do both of those functions. The Pack & Ship screen is also able to display product images to help reduce packing errors. Use system parameter Packing Form to choose which packing screen the program will use. Refer to Knowledge Base topic, Set System Parameters, for more information.

If the user does not want to verify the items as they are packed, the program provides the Quick Ship screen as an alternative. At that screen, the packer is not required to verify the correctness of the items placed in the shipping container, thus reducing the time it takes to ship an order. The program assumes that all line items on the order are properly packed. Set system parameter PackingAllowQuickShip to TRUE to use the QuickShip screen. Refer to Knowledge Base topic, Set System Parameters, for instructions.

Generally speaking, the ability to print a shipping label directly from the Order Manager implies that one of the integrated shipping software solutions, such as UPS Online Tools, Endicia DAZzle or ShipRush for FedEx, UPS or USPS has been configured. The Pack & Ship screen allows the user to mark the package as "Closed but Don't Ship" so that an external shipping software package, such as UPS Worldship, can be used to print the shipping label and its tracking data can be relayed back to the Order Manager. This requires additional setup activities that are not covered in this topic. Refer to the Knowledge Base topic for the specific external shipping application.

About the Pack & Ship Screen

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

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 (may no longer be required)

System Requirements

• Optional: A barcode scanner compatible with the Order Manager

• • Although the system can be used without a scanner, its ability to reduce packing errors is enhanced when a scanner is used.

  • Packing an order normally takes less time if you use a barcode scanner.

  • Obviously, you will have to make sure your products all have barcodes. You can use UPC Universal Product Code codes or your own barcodes.

• Federal Express (FedEx) labels:

  • A FedEx account

  • New users will also need a ShipRush license that can be obtained from Stone Edge Technologies; ShipRush only needs to be installed on workstations that will print shipping labels

  • Windows XP, Windows Vista, Windows 7, or Windows 2008 Server  

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

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

  • Optional: Compatible scale, for example:

    • 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

  • Windows XP, Windows Vista, Windows 7, or Windows 2008 Server

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

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

  • Optional: Compatible scale, for example:

  • • 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 for USPS

  • Optional: Compatible scale

• DHL Labels:

• • Requires DHL's external shipping software, DBConnect

  • A DHL account

  • Windows XP, Vista, Windows 7, Windows 2003 Server

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

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

  • Optional: Compatible scale

Related System Parameters

Here is a list of some of the parameters that are pertinent to the Pack & Ship system. Be sure to review the other parameters in the Packing and Shipping Parameter Groups, as time allows.

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 either type in the SKU the abbreviation for Stock Keeping Unit; a unique identifier used to track product inventory or double-click in the SKU or Product column of the item's row to populate the SKU field. You will have to manually update the QTY field or use the Up and Down arrows if more than one unit of the item is packed. Then click the Log as Packed button.

   • There is an option one of the possible choices for a product's attribute; for example, blue is an option for the product attribute of color 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.

   • When using a barcode scanner, set system parameter PackingUseKeypadForQuantity to TRUE to display a keypad to enter the number of units packed when the scanned item has a quantity greater than one. The keypad cannot be used if the item requires the user to enter a serial number when it is packed. Refer to the Use Serial #'s check box on the Product Info tab of the Inventory screen.

    

4. Print the shipping label.

1. • If the destination address is international the UPS, FedEx, ShipRush or DAZzle screen will appear so that the additional customs information can be entered.

   • If system parameter PackingAutoshipWhenCloseBox is set to TRUE, the program will automatically send the print label request to the shipping carrier without the need to click the Print Label button.

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 to be packed.

   • The oldest order with a backorder When an item is out of stock, preventing an order from being fulfilled, the program considers the item to be "backordered". If inventory tracking is enabled in the Order Manager, Manager, the program will to backorder items. 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.

Description of the Pack & Ship Screen

Figure 1: Pack & Ship screen - default view with Items to Pack Tab selected

Packer Drop-down List

• select a Packer from the drop-down list

• refer to List Maintenance for directions how to add packer’s names to the list

• if the Order Manager’s security system is used, it is possible to make the current user the default packer by setting system parameter PackingSetToCurrentUser to TRUE.

Pack by: Radio Buttons

Order Radio Button

• click this radio button to pack orders on an order basis

Item Radio Button

• click this radio button to pack orders based on a particular SKU

SKU Field

• if orders are being packed on an Item basis, enter the desired SKU in this field

Limit to Single Item Orders Checkbox

• if orders are being packed on an Single Item basis, check this box to have the program display those orders which contain only the specified SKU

Invoices Field

• enter the number of copies of the order's Invoice that should be printed

Packing Slips Field

• enter the number of copies of the order's Packing Slip that should be printed

Repack an Order Button

• click this button to clear the packing data for a particular order and start over again

Retrieve Set Aside Order Button

• if an order was temporarily put aside and can now be completed, click this button continue packing and shipping the order

• when a box is set aside, the user can enter a location, or BIN, to identify where the box is placed

• the code entered in the Bin field can be numeric or alphanumeric

Workload Button

• click this button to see a summary of orders to pack for the current day, last seven days and the total number order orders to be packed

Batch Printing Button

• click this button to open the Batch Print Queue

Help Button

• click the Help button to open this Knowledge Base topic

Exit Button

• click this button to close the Pack & Ship screen

Order # Field

• enter an Order Manager order number in this field and click Enter to see the order details on this screen and pack the shipment

• if a barcode scanner is used, the order number will be automatically entered in this field when its invoice or packing slip is scanned

• set system parameter ShowBarcodesOnInvoices and/or ShowBarcodesOnPackingSlips to TRUE to have barcodes printed on them

Customer Field

• contains the name of the customer that placed the order

• this field cannot be edited; it is populated when an order is selected for packing

Payment Options Button

• this button will indicate the current payment status of the order, for example, Paid In Full or Balance Due

• If system parameters settings in the Order Manager that enable users to configure the program integrate with their business operations. The Order Manager includes hundreds of System Parameters to do just that. To change a system parameter, go to the Maintenance Menu> Set System Parameters. PackingAllowChargeCard and PackingAllowCapture are set to TRUE, credit card payments can be collected or credits can be issued from this screen

Invoices & Packing Slips Button

• this button opens the Print Paperwork screen

• the user may enter the number of invoices, packing slips or mailing labels to print for the current order

• the paperwork can be printed immediately or added to the Batch Print Queue

View Order Button

• opens the Orders screen to view the data from the current order

• requires system parameter PackingAllowViewOrder to be set to TRUE

Restart Button

• click this button to delete all existing packing data for this order and re-pack it

• this button is controlled by system parameter PackingAllowRepack; if it is set to TRUE, the button is visible

Set Box Aside Button

• use this button to temporarily suspend the packing of the current order

Close Box Button

• click this button to mark the box as "closed" before the order is completely packed

• the program prompts the user to respond with one of four 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; this is 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

Preview Shipment Button

• click the Preview button to open the UPS, FedEx, ShipRush or DAZzle print screen

• this button is only active if system parameter PackingAutoShipWhenCloseBox is set to FALSE

Print Label Button

• this button will only be enabled if a valid UPS, USPS or FedEx shipping method has been associated with the order

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

• if the parameter PackingAutoShipWhenCloseBox is TRUE, and the order's data is complete, the program will send the shipping information to the appropriate carrier to print the label without having to click the Print Label button

Items to Pack Tab

The fields shown in the image of this tab above may or may not be visible in your environment, depending on parameter settings

Ship To Field

• contains the destination address of the package

Validate Button

• click this button to compare the Ship To address against valid USPS mailing addresses

Customer's Comments Field

• if the customer provided any comments when the order was placed, they will appear in this field

• all shopping carts do not provide this ability  

Shipping Method Drop-down List

• this box will display the shipping method that is already associated with an order

• if no shipping method is specified for the order, choose one from the drop-down list

• system parameter PackingAllowChangeShipMethod must be set to TRUE in order to change the shipping method at this screen

• if the parameter PackingAutoShipWhenCloseBox is TRUE, the program automatically proceeds to print the shipping label without the need to click the Print Label button, so you must change the shipping method before the final item is packed

COD $ Field

• if payment is due upon delivery, manually enter a value in this field or click the Set button to automatically populate this field with the Balance Due

Set Button

• click this button to automatically populate this field with the outstanding balance of the order (Balance Due)

Residential Checkbox

• this button is automatically checked if the Ship To address of the current order does not contain a value in the Company Name field, indicating the order is being sent to a residential address

• if the Company Name field contains a value, it indicates that the shipment is being sent to a commercial address

Declared Value Field

• if the package is being shipped internationally, this field will contain the value of the shipment for customs purposes

Set Ship Date Field

• 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

• manually type in the Ship Date or use the Calendar button to select the appropriate date

• if the parameter PackingLockDate is TRUE, you will not be able to change the date

Calendar Button

• click this button and select the Ship Date from the calendar

• read the Set Ship Date Field section for more information about specifying a Ship Date

Box Field

• if the user has defined shipping boxes as inventory items, the program attempts to match the order with an appropriately-sized box or assigns the designated box type

• the user can override the program's selection if necessary

Pack Drop-down List

• this drop-down list will contain a list of package types that are specific to the carrier associated with the selected Shipping Method

• if none of the Shipping System parameters are set, this field will not be visible

Size-Inches Fields

• displays the Length, Width and Height of the package

• values entered here are sent to UPS and FedEx and will appear on their respective shipping forms individual "screens" that provide the interface by which users are able to interact with the program. The terms "form" and "screen" are used interchangeably throughout the documentation.

• 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.

Weight-lbs. Field

• displays the weight of the shipment, which can be obtained from a shipping scale attached to the workstation, from the weight fields on the inventory record, or the weight can be entered manually if system parameter PackingLockWeight is set to False

• if the weight from the inventory record is used, the Order Manager will set this field to the value of the Actual Shipped Weight if there is one, otherwise it will set it to the Estimated Weight field value

• if a shipping scale will be used, review the parameters related to scales

Desc. of Goods Field

• if the package is being sent internationally, this field should contain a description of the product for customs purposes (USPS)

Have shipper send email? Checkbox

• this field only pertains to ShipRush users

• when checked, ShipRush will send an email confirmation to the customer to let them know the package has been shipped

Saturday Delivery Checkbox

• if the shipping carrier delivers packages on Saturday, and the user wants it to be delivered on a Saturday, check this box

Add'l Label Template Drop-down List

• select a label template from this list and click the adjacent Print button to print a mailing label (does not include postage) for the current order

Print Button

• click this button to a print a simple mailing label using the template selected from the Add'l Label Template drop-down List

Rates Button

• click this button to view shipping rates for various shipping methods of the integrated shipping carriers that are configured in the program

Scale Button

• click this button to get the weight of a package after all items have been marked as packed

• this is not enabled unless a shipping scale is configured for use with the program

0 (zero) Button

• click this button to zero the weight field

• this button is not enabled unless a shipping scale is configured for use with the program

SKU Field

• 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 Field

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

• type a value 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

• if you use a barcode scanner to pack your items, the quantity packed will be increased each time the item is scanned; there is no need to manually enter a value in this field

Up and Down Arrows

• use these arrows to manually increase or decrease the value of the Qty field as items are being packed

• if a barcode scanner is being used, it is not necessary to use these buttons

Log as Packed Button

• clicking this button marks the Qty of the current SKU as packed

• if a barcode scanner is being used, it is not necessary to use this button

Ascending/Descending Arrow Buttons

• click one of the set of buttons below the SKU or Product columns sort the line items in ascending or descending order

Show: Buttons

Remaining

• click this button to only view the line items which have not yet been packed

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

All

• click this button to view all line items, regardless of their "packed" status

DataSheet Grid at the Bottom of the Screen

SKU Column

• contains the value of the LocalSKU field of the product's inventory record

Product Column

• contains the value in the Item Name field of the product's inventory record

Ordered Column

• indicates the number of units of the product that was ordered

Shipped Column

• indicates the number of units of the product that the program has allocated to the order

Packed Column

• indicates the number of units of the product that are currently marked as packed

Serial # Column

• this field will contain the serial # recorded for this line item when it is marked as packed, if the Use Serial #'s check box of the product inventory record is checked (Product Info Tab)

Location Column

• this field will display the value in the Location field of the product inventory record, if one is specified in the product inventory record (Product Info Tab)

Description Column

• this field displays  the value of the Description field on the product inventory record ( Desc./Misc. Tab)

Option Fields 1-10 Columns

• these fields will display the selected product attributes Product attributes are color, size, or style etc. An attribute can have various options or variants from which the customer can choose, such as Large or Extra Large for the size attribute, or Blue or Green for the color attribute. The base product SKU combined with each of the possible options for each attribute create a sub-SKU record in the Order Manager's inventory. Sub-SKUs are important for tracking the accurate quantity on hand for a particular item rather than the general product., such as size, color, finish, etc., if applicable

Freeform Options Column

• this column will display product attributes that are stored as Freeform Options rather than in Option Fields 1-10

Package Info Tab

Figure 2: Pack & Ship screen - Package Info Tab selected

Gift Message

• if the order contains a gift message, it is displayed here

Notes

• this portion of the screen displays any notes that are associated with the current order

• refer to the Knowledge Base topic, Notes, for more information about these fields

ShipRush Options Tab

This tab contains a series of buttons for the shipping carriers supported by ShipRush.

Figure 3: Pack & Ship screen - ShipRush Options selected

End-of-Day Process Button

• click this button to close out the day's shipping label processing through ShipRush for the selected shipping carrier

• UPS and FedEx do not require the user to run the End-of-Day before packages are picked up by their drivers

Recent Shipments Buttons

• click the button for one of the shipping carriers to see a list of shipping labels printed through ShipRush during the course of the day

Simple Label Printing Tab

Figure 4: Pack & Ship screen - Simple Label Printing Tab selected

Order Number Field

• enter an order number in this field to print a shipping label from the shipping carrier that is associated with the order's shipping method

• leave this field blank, select a Shipping Method and click the Print * Label button to manually enter the shipping information

Shipping Method Drop-down List

• this field will be set to the shipping method currently associated with the order

• if the order does not have a shipping method associated with it, select one from the drop-down list

• click the Print * Label button

Print a * Label Button

• the label of this button changes according to the shipping carrier that is associated with the current order

• if an order number is not specified, the user will have to manually complete the Ship To information

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