Step 1
Navigate to order number in backend and collapse order details dropdown to view contents of order.
Step 2
Open google sheet that corresponds to the product you will be shipping by clicking on the links below:
Step 3
Delete all contents in columns marked "DELETE THIS FIELD".
The document should now look like this:
Step 4
Begin by filling out the Job Number Field with corresponding job number, then fill out the kit quantities that were requested in that order from the collapsed view in Step 1. For the example shown in Step 1, the center has ordered 50 Level 1.0 Kits, 60 Level 2.0 Kits and 6 Teacher Kits. Always input "0" in any field where the center has not ordered any quantity. Your google sheet should now look like this:
Note:
The google sheet has built in math formulas that will calculate how many full cartons will be needed as well as how many individual kits are left over after full cartons are calculated. In the below example, there are 36 Level 1.0 Kits in a full carton and the center has ordered 50. Notice that the built in formulas are calculating 1 full carton of 36 and 14 additional individual kits for a total of 50.
Step 5
We will now need to combine boxes where applicable. Note that Level 1.0 have 36 kits per carton and Level 2.0 kits have 30 kits per carton. This means that a minimum of 30 kits will fit in a carton even if it is a combination of 1.0 and 2.0 kits. You will need to view each line of the google sheet once filled out and determine where items can be combined into 1 box and fill those fields pink. Looking at our "Individuals" columns in this example we see that there are 14 individual 1.0 kits, 0 individual 2.0 kits and 6 teacher kits. In this example we would combine the 14 1.0 kits with the 6 teacher kits into one box by changing the fill of those cells to pink. See example below.
Step 6
We will now need to generate shipping labels per order. The built in formulas are generating box weights for the individual kits but we will need to combine these weights wherever we combined boxes. In this example we have combined the individual kits for 1.0 with the teacher kits so we will add those 2 box weights together. See example below:
Step 7
Once you have added the weights together for the combined box, add that number to an empty cell in the far right of the document to reference later.
Step 8
Repeat step 7 for all full cartons. In this example we have 1 full carton of Level 1.0 kits and 2 full cartons of Level 2.0 kits. All full cartons weights are located in the upper right of the google sheet.
At this point, we have calculated the number of boxes this order will require is 4, (1 full carton of 1.0 kits, 2 full cartons of 2.0 kits and the combined box of 1.0 and teacher kits) as well as the weights of those boxes. Repeat all above steps for any remaining open orders requiring these kits and export the document as an ".xlsx" file.
Step 9
From the main tool bar, select "File>Download>Microsoft Excel (.xlsx)"
Step 10
We now need to generate shipping labels for the boxes we have calculated. On the backend, navigate to the order number you are generating labels for and click on the order number.
Click on "Order Shipments"
Click on "Package configuration"
Click on check boxes for products you will be shipping. If other products are present LEAVE THESE BOXES
UN-CHECKED
**IMPORTANT**
If you have multiple products that can fit into 1 box, you must click on the checkbox but delete the shipping label. For this example, assume all Teacher kits and Student kits can fit in 1 60lb box. You will click on all checkboxes for the products you are shipping, enter 60lb weight and box dimensions on one of the products and delete the other 2. See below:
**NOTE**
If the number of boxes you need to generate exceeds the available boxes you have on the backend, you can add boxes accordingly by clicking on "Add" button. In our example from above steps, we calculated 4 boxes but on the backend we are only given 3. We can add another box by clicking "Add". Which product you click "Add" on is not important.
We can now enter our box weight and dimensions from our google document. Remember from above steps we have our box weights typed in to the far right of the document. Full carton dimensions are located in the upper right of the document where we pulled full carton weights in above steps.
Once all package parameters have been entered, click on the "Save" button. Once you have clicked save, click on the box relating to the packages you just saved and click "Submit". This will bring up a save dialog box prompting you for file location to save the generated labels. Select the file path below depending on what products you are saving, once you have navigated to the proper area you must create a new folder for the date you are shipping:
**Label saving File Paths:
ART:
CODING:
YOGA TEACHER KITS:
HAND PUPPETS:
Step 11
Once you have successfully saved the shipping label in the proper folder, you will need to copy the tracking number and enter it into the google picking sheet. To do this, copy the full tracking number from the backend and paste it into the corresponding Master Tracking field in the google document:
Step 12
Once all open orders have been entered into the google sheet, all labels have been generated and all tracking numbers have been entered, it is now time to export the google sheet as an excel (.xlsx) document. To do this, select File>Download>Microsoft Excel (.xlsx)
*FILE SAVING*
All picking sheets will be saved to the below file locations depending on what product you are shipping:
CODING AND PABLOS ART STUDIO:
YOGA TEACHER KITS:
HAND PUPPETS:
Step 13
Save the file with the current file name template ("PROGRAM NAME" "PICKING SHEET"_Date.xlsx) In this example we will use "CODING PICKING SHEET_09-28-21.xlsx". Before clicking "Save" copy the full name of the file to your clipboard
**VELOCITY WAREHOUSE MANAGEMENT SYSTEM (California's Backend)**
At this point, we have completely filled out the google document and exported it as an excel sheet. We also have generated and downloaded all shipping labels of open orders needed for the products we are looking to ship. From here we will now enter the backend of Fulfillment World and place a new order to ship from their facility.
Step 1
Log in to Velocity WMS by clicking on the below link:
**LOGIN INFO**
Username_WMPRI200
Password_
Once logged in select Fulfillment from menu on the left of the screen.
Step 2
Create New Order. From the Fulfillment screen, select New Order.
From the New Order screen, Fill out the fields, required fields will be shown with arrows in the example below . For the "NOTE" field, type USE SPREADSHEET then paste the full file name of the spreadsheet that should still be in your clipboard from above steps.
Step 3
Add items to remove stock from Fulfillment World Inventory. After all fields have been filled out from the New Order screen, select Save to save the order details.
Once saved you will now be able to select inventory from new fields at the bottom of the screen. From these new fields select Item Selector.
From the Item Selector screen, fill out the appropriate information depending on the products you wish to ship. In our example from previous steps we need to ship 50 Level 1.0 kits, 60 Level 2.0 kits and 6 Teacher kits. Once all fields are filled out, select Add Items to Order.
Once you have clicked Add Items to Order, click on Submit Order from the main menu bar at top of screen.
**FINAL STEP, EMAILING FILES**
Now that we have submitted the order to Fulfillment World and inventory has been deducted from their system, we now need to supply them with all shipping labels and the excel sheet that pertain to the order. From Gmail, compose a new email and send to the following recipients:
mark@fulfillmentworld.com
Open finder and navigate to the appropriate folder where we have saved the excel sheet and shipping labels. Collapse the folders that contain the shipping labels. With shipping labels and excel sheet visible, hold Command and click on all appropriate files and drag them onto the Compose window in gmail.
Once all appropriate files have been attached to gmail, click send.
This concludes all necessary operations for California Enrichment Fulfillment order submission.