The following will walk through the suggested flow to help organize shipping memos from printing to confirmation.
Before generating Delivery, Pickup, Backorder or Bring Back memos, it is suggested that each client is contacted either a day in advance or the morning of to confirm that they will be onsite when your team arrives. This process not only saves time and money but also ensures your records are well-organized for their scheduled dates. If a client won't be available or the product hasn't arrived, it's crucial to reschedule the memo as soon as possible to the appropriate date. By performing this task daily, the operations department maintains an accurate schedule, preventing any memos that need to be generated from lingering on previous dates.
The schedule can be retrieved in several different ways which will be discussed below:
If your company preps and pulls items in advance then the Picklist is the best option. However, If your company likes to load based on the Delivery or Backorder Memos, skip to Print Memo.
For most small to midsized companies option 2 Print Memo is a much easier tool.
Pick List
To access the Pick List you will need to navigate to Main Menu > Shipping > Pick List. You can then narrow your search by location and select Bin if your company uses bins
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We suggest using option 1 EST Delivery Date: This will provide all the details you need to contact the client including information on whether or not all items are available and reserved for the scheduled shipping date.
If the client can no longer accept the goods on the listed date, or the items are not yet available; click on the word Edit under the currently scheduled date.
This will allow you to change the estimated delivery date in the Please enter the New EST Date of Delivery field.
Once you have a new date selected simply click Submit
Print Memo
This can be found by navigating to Main Menu > Shipping > Print Memo > Delivery Memo > Manual > Advanced Search. This will bring you to the window shown in the screenshot below
we suggest against using auto because it is not flexible enough for most companies
Select selecting: Show by Delivery Date
This report presents all scheduled deliveries in chronological order. If anything appears on a date before the current one, it signals an issue requiring editing. Here, users have all the details needed to contact the client and confirm the delivery, including product availability. If the client won't be taking the items on the scheduled date, the user MUST click "Edit" next to the current date and adjust it accordingly.
UNDER SHIPPING- PRINT MEMO –(this process must be done for all options Delivery, Pick Up, Back Order, Bring Back, and Repair/Service). I will be using Delivery in the examples below.
We suggest it is done the day before the scheduled delivery or the morning of. Once the dates are updated, the user is now ready to print all of the memos for the workday. This can be done the night before or the morning of. But do not print them multiple days in advance because the sale is locked and can not be altered once the memo is printed until it is confirmed completed. Also printing too far in advance can often result in lost paperwork or double delivery
When printing memos we suggest you repeat the above process Main Menu > Shipping > Print Memo > Delivery Memo > Manual > Advanced Search > Show by Delivery Date or Shipping Calendars that can be found under Shipping > Print Memo > Delivery Memo > Manual > View Calendar or the Merged Operations Calendar found under Shipping > Merged Operations Calendar
Always print at least the following 3 copies: office Copy, Customer Copy, and Copy to be Signed.
Below are hanging trays for folders. Each box represents a tray. Each tray should be labeled according to the notation in the image.
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PickList READY
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Delivery / Back Order READY
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Delivery / Back Order OUT
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Delivery / Back Order IN
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Pickups READY
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Pickups OUT
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Pickups IN
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Bring Back READY
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Bring Back OUT
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Bring Back IN
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Service READY
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Service OUT
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Service IN
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Repeat the same as above for Transfer Memos as well if you plan to use them! Office Copy & Copy to be Signed are Matched up and used to Confirm.
Paper Flow for Receipts and Memos
Office Copy –
- Make a master book or file by date and put all sales, payment, and refund receipts into numerical order. Put a daily supervisor report on the top of each set of paper copies complete with credit card, finance system batch, and bank deposit slip EX: Jan, Feb, March binders for 09 ‘ all pages in number order with oldest to newest
- Do the same for all delivery, service, repair, transfer, etc. memos
The result is being able to reproduce your entire daily transactions in the event of an emergency!
Customer Copy – given to the customer
Copy to Be Signed –
- Signed by customer, enclose money (check, credit card slip, cash /change)
- Put this into a safe
- At end of day empty the safe, unfold each envelope, and have a supervisor ensure the money that the receipt says it should have is truly in there. Take the money out and have the person who verified the funds initial in the bottom right near the $.
- Put all copies in # order to verify that none are missing numerically.
- Make a master file for each client (last name, first name) and put all signed copies in their file for future verification. This means you will have all sales, payments, delivery, service, refunds, and exchange copies that have been signed by the customer in their file.
To verify all work has been done properly, management can use the Supervisor Report for Deliveries, Back Orders, Repairs, and Bring Back. Transfer, Services
(found under Management – Reports- Supervisor Reports). If anything is missing a Confirmed By, then that means the memo has not been confirmed completed in the system. You can also use the Date Confirmed column to see if the client received all of the items they ordered or if all of the items transferred arrived.
