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Change Pickup Orders to Ship

Sometimes when you process your club your pickup club members don't come to pickup their wine, or someone wants to ship their wine instead of pick it up in the tasting room. To assist with the process of shipping these orders out, you can use two tools: Change Pickup to Ship and Change Pickup to Ship X.


What's the Difference Between Pickup to Ship and Pickup to Ship X?

Both tools allow you to take a successfully placed pickup order and prepare the order to ship; the difference between the two is how they carry this out:

Change Pickup to Ship: This automatically generates a full refund order for the original pickup order and then creates a new duplicate order including all of the products, shipping, cost and taxes using the Primary shipping address the customer has on file. This means that the customer will see a full refund for their original order as well as the new order that includes the shipping cost.

This is the same process you would go through if you were to manually address the order, but in a simpler automated process.

Change Pickup to Ship X: This does not place a full refund order. Instead, a new order for only the cost of shipping is created. The original order details are then changed/updated to use the Primary shipping address that the customer has on file.

 

Change Pickup to Ship

Upon being flipped, the order will ship to the 'default shipping address'. If a default shipping address doesn't exist it will ship to the billing address.

If the order has been paid or payment has been captured the system will refund the order and create a new order. If the customer’s credit card has only been authorized instead of charged, the system will cancel the pre-authorization and order, and create a new order.

Please follow the steps outlined below to "flip" an order using Pickup to Ship:

1. Store > Orders > Select one or more orders > Actions > Change Pickup To Ship.

2. On the General tab you will select the shipping methods that will be used for the order, as well as select the email document that we be sent to the customer when the order has successfully been processed.

Shipping Strategy Select the shipping strategy you want to use for the orders that are being changed to ship orders.
Shipping Type Select the shipping type from within the selected strategy that you want to use on the orders being changed to ship orders.
Email Category Select the email category where the email document is stored in.
Email Document

Select the email document that you want to send out to notify the customer of the update to their order. Ideally you should use a document that includes the //OrderBlob// tag to list the details of the order, as well as some text that indicates their previous pickup has been changed to a ship order, and is being sent to them.

If you do not wish to create a custom email the Order Confirmation System Email is a good stand in as it contains the //OrderBlob// tag to list the order details.

3. Click Save & Next to continue to the Orders tab. From the orders tab you will be able to view the orders in queue and choose to process individual orders (to batch process the orders continue to the next step).

Original Order This is the original order number for the order you added to the Flip to Ship tool. 
Customer Name The name of the billing customer on the order. Clicking on the customer icon will allow you to open up their customer record to see more information.
Refund Order Once the order has successfully been flipped the resulting refund order number will appear.
Ship Order The order number of the newly created shipping order. This will be a duplicate of the original pickup order, only converted to a shipping order with shipping details and charge.
Status

This Status will appear to show:

  • Processed: Orders that have successfully been flipped from a pickup order to a shipping order. 
  • Skipped: Orders that have been manually skipped by the user. These orders have not yet been processed. 
  • Declined
Edit

Here you can do the following actions:

  • Process: Use this action to process a single order.
  • Preview: Use this action to see a preview of what the order would look like to review it for accuracy. 
  • Skip: Use this action to skip the order so that you do not process it when batch processing.
  • Remove: Use this action to remove the order from the Flip to Ship Queue.

When you click on the Preview button you will see the below screen appear. Use this to confirm the shipping address for the new shipping order and review the shipping charge. The preview action does not create an order, instead it previews what an order would look like for the customer given your shipping rates and the customer's address information.

4. Once you have skipped the orders you do not want to flip or processed one-off orders, click Next to go to the Process Orders tab.

5. On the Process Orders tab you can being processing any unprocessed orders in the queue by clicking Start checkmark or choosing whether to include or exclude declined orders.

Including Declines Use the Including Declines option to attempt the orders that were previously declined upon your last order processing attempt.
Excluding Declines Use the Excluding Declines option in the case where you started processing some orders but did not complete the process and knew that you had a number of declines that have not yet been updated with new payment information and would fail if you attempted their card again.

6. A progress bar will let you know how far along the process is and if and orders were declined (error). Once complete use Apply Changes to leave the Change to Ship tool.

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Change Pickup to Ship X

This process will create a new order for a shipping charge only. It will then edit the original order, add a shipping method, and push through compliance and fulfillment if applicable. The new shipping-only order will not be pushed to compliance and fulfillment.

Upon being "flipped", the original order will ship to the 'default shipping address'. If one doesn't exist it will ship to the billing address.

Please follow the steps outlined below to "flip" an order using Change Pickup to Ship X:

1. Store > Orders > Select one or more orders > Actions > Change Pickup To Ship X.

2. On the General tab you will select the shipping methods that will be used for the order as well as select the email document that will be sent to the customer when the order has successfully been processed.

Shipping Strategy Select the shipping strategy you want to use for the orders that are being changed to ship orders.
Shipping Type Select the shipping type from within the selected strategy that you want to use on the orders being changed to ship orders.
Email Category Select the email category where the email document is stored in.
Email Document

Select the email document that you want to send out to notify the customer of the update to their order. Ideally you should use a document that includes the //OrderBlob// tag to list the details of the order as well as some text that indicates their previous pickup has been changed to a ship order and is being sent to them.

If you do not wish to create a custom email the Order Confirmation System Email is a good stand in as it contains the //OrderBlob// tag to list the order details.

3. Click Save & Next to continue to the Orders tab. From the orders tab you will be able to view the orders in the queue and choose to process individual orders (to batch process the orders continue to the next step).

Original Order This is the original order number for the order you added to the Change to Ship tool. 
Customer Name

The name of the billing customer on the order. There are two actions in the Customer Name section:

  • View Customer: Clicking on the customer icon will allow you to open up their customer record to see more information.
  • Update Credit Card: Clicking the credit card icon next to the customer's name allows you to switch the credit card on a declined order to a new card. Clicking Save on this screen will process the order with the new credit card.

Refund Order Once the order has successfully been flipped the resulting refund order number will appear.
Ship Order The order number of the newly created shipping order. This will be a duplicate of the original pickup order, only converted to a shipping order with shipping details and charge.
Status

This Status will appear to show:

  • Processed: Orders that have successfully been flipped from a pickup order to a shipping order. 
  • Skipped: Orders that have been manually skipped by the user. These orders have not yet been processed. 
  • Declined
Edit

Here you can do the following actions:

  • Process: Use this action to process a single order.
  • Preview: Use this action to see a preview of what the order would look like to review it for accuracy. 
  • Skip: Use this action to skip the order so that you do not process it when batch processing.
  • Remove: Use this action to remove the order from the Flip to Ship Queue.

Use the Preview button to double check the orders to see that shipping charges are correctly being applied on the new shipping-only order. The preview action does not create an order, instead it previews what an order would look like for the customer given the your shipping rates and the customer's address information. Ship X also will add a note to the shipping charge order referencing the order number for the original pickup order.

4. Once you have skipped the orders you do not want to flip or processed one-off orders, click Next to go to the Process Orders tab.

5. On the Process Orders tab you can begin processing any unprocessed orders in the queue by clicking the Start checkmark or choosing whether to include or exclude declined orders.

Including Declines Use the Including Declines option to attempt the orders that were previously declined upon your last order processing attempt.
Excluding Declines Use the Excluding Declines option in the case where you started processing some orders but did not complete the process. This is a good option if you know that you have a number of declines that have not yet been updated with new payment information and will fail if you attempt their card again.

6. A progress bar will let you know how far along the process is and if and orders were declined (error). Once complete use Apply Changes to leave the Change to Ship X tool.

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