Order Fulfillment (Sale) New Hire Training

Introduction This training will cover the process of order fulfillment. The use of Quickbooks will be touched on in this training. Further training will be provided. This training will take (TIME) to complete.

Instructions Read each slide with detail To proceed to the next/previous slide use your arrow keys Answer ‘Knowledge Check’ questions to the best of your ability.

Objective Develop a solid understanding of the order fulfillment process.

Step 1 STEP 1 Purchase Order or Email/Phone order received Once PO is received send email template to customer

Email Dear ____,  We have received your Purchase Order and processing your order. We will get back to you shortly with order/tracking details.  Thank you,

Exception If This is a new PO and no prior quote was provided, go to Step 3: Process the Quote (in the Quotes-pre-sales Checklist) Next move to step 3 and skip step 2 below.

Knowledge Check If you receive a new PO but no prior quote was created what do you do? A. Skip this step and go to step 4 in this process B. Go to Step 3 in the ‘Quotes Presale Checklist) C. Move to step 2

Step 2 STEP 2 Double check PO Info (only if prior quote was provided) Check that quote matches PO (if applicable) 2. Check that lead time is still valid (if applicable) Check that price is correct Check that freight is correct (if applicable)

Step 3 STEP 3 Record in QuickBooks Open QuickBooks Create an invoice Double check shipping address against PO Double check shipping mode requested (customer account/ground/truck etc) Payment terms (if net 30) or if payment in advance Save invoice as PDF with name of company and invoice # ie. Waterfleet2155 Change name of this checklist to invoice # Waterfleet2155

Step 4 STEP 4 International Orders Only: Request Payment Send email template to customer

Email Template Dear Customer, Thank you for your order. We have your order ready for shipment. Please make payment to our bank account as you have on file. We have your order on reserve at our warehouse however we cannot guarantee to keep this on reserve for you for over 48 hours. If you need additional time to make the transfer please let us know.  (Please note: do not believe any emails you receive that tell you that we have changed our bank account information, even if the email looks like it's from us. If we make any changes to our bank account, we will notify you via telephone)  Please let me know if you have any questions,  Sincerely,

Step 5 STEP 5 Create International Shipping Docs International Shipments Create an SLI (Shipper's Letter of Instructions) How to create SLI How to create NAFTA How to create BOL

How to Create SLI

How to Create NAFTA

How to Create BOL

Knowledge Check When do you use an SLI? A. B. C.

Knowledge Check When are NAFTA documents required? A. When shipping out of the country B. When shipping to Mexico and Canada C. When shipping to Asia

Knowledge Check When do you use a BOL? A. B. C.

Step 6 STEP 6 Create Domestic Shipping Docs How to create shipping docs for Fedex How to create shipping docs for UPS How to create shipping docs for Truck shipments

How to create shipping docs for Fedex

How to create shipping docs for UPS

How to create shipping docs for Truck shipments

Knowledge Check

Step 7 STEP 7 Send Shipping Request email to NK Send email template to Noemi with shipping document attached

Email Template Dear _________, Please see attached shipping documents for the order. It is being shipped via R+L truck. Pick up will be 2PM - 6PM today/tomorrow. Or FedEx/ UPS Ground. Etc.. Please see shipping documents attached. Your help is much appreciated. Please contact us if you have any questions

Step 8 STEP 1 Obtain tracking info Obtain tracking information from NK or shipping labels. Add this tracking information to the Invoice in QB

Step 9 STEP 9 Send final tracking information and invoice to customer Send email template, with tracking and invoice information, to Noemi

Email Template Dear __, Thank you for your order. It was shipped today as per your request via UPS Ground. UPS.com/tracking Tracking # 1256549844133 Thank you for your order. (Your invoice is attached (if applicable)) Sincerely, Noemi

Knowledge Check

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The End Thank You!

Supplemental Slides

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