Fulfilling and Billing Wholesale Orders

  1. Orders ready to be fulfilled and billed will be entered into a Zendesk ticket- with the specific day that the order needs to be shipped. (Order must be processed before 12 pm to go out that day)
  2. Pull up the Order Number in Netsuite
  3. Click on Approve
  4. Click on Fulfill
  5. Fulfillment screen will then come up
  6. Check every inventory line on the order and make sure the “On Hand” inventory is equal to or greater than the “Quantity” on the order
  7. If the On Hand inventory is less than the quantity- change the quantity to be equal to the On Hand inventory number
  8. If the On Hand inventory is 0- than “uncheck” the box on the line item so it will not be fulfilled ( these items will then move to backorder)
  9. Click on the “Shipping” Tab
  10. Select “Ground” for the shipping method
  11. Enter the “Shipping Cost”
  12. The shipping cost is a flat rate of the order total
  13. 13% of order total for locations East of the Mississippi
  14. 15% of order total for locations West of the Mississippi
  15. Click “Save”
  16. Fulfillment screen will come up again
  17. Click “Bill”
  18. If the customer is paying with a credit card- the screen will say “Cash Sale” at the top.
  19. Double check that credit card selected is correct
  20. If the customer has Terms than the screen will say “Invoice” at the top
  21. The order total and the shipping charges should appear in the blue window in the top right corner of the screen
  • Double check that the shipping cost is the appropriate percentage based on the billed order total (depending on the fulfillment- the order total may change if some items are backordered)- We will only bill shipping costs for the items that are being fulfilled with this shipment
  • If you need to adjust the shipping charge
  • Click on the “Shipping” tab
  • Make necessary changes to the Shipping Cost Field
  1. When everything is correct- Click “Save & Email”
  2. Another screen will come up asking you to confirm the amount you want to run the credit card for.
  3. If everything is correct- Click “Ok”
  4. If credit Card is successfully run- the “Cash Sale” screen will come back up with a message at the top saying the credit card processing was successful
  5. If there is a problem with the credit card a message will appear that it was not able to be processed.
  6. If this happens make a note in Zendesk that the credit card was declined
  7. Call customer
  8. If they are able to provide you with new or updated information- make necessary changes and try to run the card again.
  9. If you do not get new information- the order will NOT be able to be shipped that day- Make a note in Zendesk to try to get new information
  10. If this happens do NOT proceed with the following steps- you are done with this order at this time
  11. Once the credit card is successfully run- go back to the fulfillment for that order
  12. Click on Sales Order # in the middle of the screen
  13. Click on the “Related Records” tab in the second navigation window
  14. You can then click on the fulfillment from there
  15. Click “Edit”
  16. Change the “Fulfillment Status” drop down to “Packed”
  17. Click “Save”
  18. This is what will send the order to the fulfillment center and let them know the order is ready to be shipped out!
  19. Then make a note in Zendesk that the order has been fulfilled, billed and sent to be shipped.