Set up:
Make sure you have already set up your Shipping Carrier credentials.
UPS NOTE: Make sure your UPS account is set to send a 'Shipment Delivery notice' on MyUPS when the shipment has been scanned, NOT when the label has been created. This will prevent members from getting "Your shipment is on the way" type notices from UPS before you have packed and shipped the order.
Shipping Order Statuses
To Ship - An order that is ready to ship, but the label has not yet been created
Shipment Created - A label has been created for the order and is ready to print
Shipped - The order has been received (i.e., the label has been scanned) by the shipper
Delivered - The customer has received their order
Once the shipper has scanned the label, the order status in VinesOS will automatically update from 'Shipment Created' to 'Shipped'.
Printing individual labels:
After processing an individual e-commerce order the 'Ship' button will appear, once your credentials are recognized. Note: in the case of FedEx, see FedEx setup instructions, and allow up to 2 weeks for FedEx label approval.
Note that Pickup orders will not show the Ship button. It will only appear for orders that are to be shipped.
Click the Ship button and you will get a notice that the order shipment has been created successfully and a tracking number will appear. The customer will automatically receive the tracking information. To modify the text on the default tracking notification email, see the Notifications section, under 'Shipping Tracking', there is one for e-commerce and one for the club.
Regular Paper Printing
Click the Print label button to print an individual label. From the browser, where the label opens, just print the page (i.e., use Command or Control + P, or choose Print from the menu). If you have an update to make on the tracking, click the Notify button to email the customer any UPDATE to the shipping info, otherwise disregard it and they will automatically get it when the shipment label is created.
Thermal label printing
To print to a thermal label printer, from the Print button, choose the 'Printed Thermal 6x4' option, instead of the green button. This will create a PDF that is suitable for thermal printers.
Create multiple labels for one order
For larger orders that will need to be placed in more than one box, you can generate multiple shipping labels. To do this, first set the order status to 'Shipment Error'. Then click the Ship button in the order and a new window will open up. In that window, you can set several package sizes and several labels will be created for you.
**Given the complexity of shipping and the process for this, please note that there is a shipping update in progress to address and simply this process.**
Re-printing labels
From time to time, you may need to re-print a shipping label. After you've printed the first label, the Print label button will change to Printed label. This is to inform you that a label has already been printed. When you click the button, you'll see a pop-up that asks you to confirm printing a duplicate label or cancel the print request.
Printing Club labels or Bulk labels
From the VinesOS sidebar menu, click on Club > Club Processing/Shipments, and then click on the club shipment that you have created.
You can create the labels for all, or filter to Exclude GLS or Only GLS to do them separately.
Select the Green Ship button and wait for the black message bar to display a message that it's completed. You may close the window and come back after some time, but it should not take too long. This creates all of the shipping orders, and it will generate them for UPS only, FedEx only, or a combo of UPS and GLS or FedEx and GLS, depending on your setup. The advantage of choosing GLS is you save on shipping costs to the zip codes where GLS ships.
In the filter section at the top of the page, choose:
Show: Processed
Shipping: Shipping
This will show you a list of only the orders that have been processed and are to be shipped.
Click the top button, Print – choose either Labels or Thermal labels depending on your setup.
A new browser window tab will open displaying the list of labels. Now just print the page as you would any webpage. Make sure to choose the right paper size based on your labels, making sure it all fits on one page. You can also print to Thermal.
Check for shipment errors
If there is a shipping error, it will show on the Status section of the invoice. This would happen, for example, if the shipping address is incorrect. In this situation, the label will not be generated or printed. So after a batch, go to Orders and filter for Shipment Errors.
For each shipment error, open the order by clicking on the invoice number. Scroll down to the Shipment section, and you will see an error, such as "Address Validation Error on ShipTo address" - this comes directly from the shipper via the API. To fix the shipment error, click Customize Order and correct the address. You may need to check the zip code (Google it) or call the customer.
If there is a difference in shipping cost, based on the updated address, you will see in red "Surcharge required" to charge the corrected shipping cost. You can also disregard and not charge the separate additional fee for shipping.
Now click Ship again. A popup window will appear with the shipping credentials. Scroll to the bottom and click "Create".
Close the window that appears next, so you are back on the Vines OS page. Now refresh the VOS window, and the tracking number and label will be there, ready to print. Click to send the shipment tracking to the customer, it is not sent automatically for shipment errors.
If the order was not processed, the label will not be generated. You will want to follow the steps below "printing labels for failed orders"
Creating labels from the Orders list
From Dashboard > Orders, filter for orders that have the status: "Processed, To ship"
Select All, by checking the box in the top left column
From the buttons at the bottom, select 'Ship' to create the labels for these orders.
Now select all and Choose" Print" – choose 'Labels' or 'Thermal labels'
This will give you a long screen of labels. Now just print the page, as you would any webpage. It will format one invoice per page, followed by the label. Be sure to set the proper paper size.
Order Status:
To Ship = after processed - next you need to click the 'Ship' button to generate the shipping call to the carrier.
Then the status will be set to 'Shipment created'. Next, you need to click 'Print label'. CAUTION: Do not print labels twice. Shipping carriers do allow a double shipment of the same label.
Once you have printed the label, you will package up the shipment.
When the package is scanned on pick up, it will update to 'Shipped' and when delivered to the customer it will update to "Delivered".
NOTE: See the above section 'Shipment errors' to see how to manage any orders for which a label could not be generated.
Tracking Number Lookup
There are multiple places where you can view order tracking numbers.
If you pull up your processed/shipped orders, each order contains the tracking number in the upper right of the record.
The tracking number can also be found in a dedicated column within a number of file exports from the Orders List page. The 'Default items', 'Reconciliation', and 'Transaction PRO' exports all contain a tracking number for each order listed.
