Instructions for Wineries Using the Shipping Calculator...
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Rev 10/4/17 Page 1 of 5 Instructions for Wineries Using the Shipping Calculator to set up Custom Weight- based Ship Tables in Nexternal to Quote Fulfillment House Ship Rates Even though your fulfillment house provides shipping rates based on bottle quantities, we recommend that you set up your ship tables in Nexternal based on Weight, and not Quantity. This will provide the flexibility to offer verticals, packs with multiple bottles, packs with wine in combination with other items like chocolate or other gift items, etc. If you ever intend to sell any sets or packs or verticals of any kind where a “product” has more than one item in it, setting up weight-based shipping tables is usually the only way to ensure that shipping will be calculated properly (exceptions include circumstances in which (a) all of your packs will be associated with fixed shipping rates that you can set up on the product level to bypass the shipping tables, or (b) you are always shipping the pack in a separate box from whatever else is ordered at the same time, in which case weight based tables are not necessary because you can use a separate “ship from” instead.) In our experience, these two exceptions are rarely the case, so we recommend weight-based ship tables for all wineries. Please take the following steps to set up weight-based shipping tables in Nexternal if you are using a fulfillment house (meaning, you are setting up custom rate tables based on your fulfillment house’s pricing, and not using real time rates direct from UPS, Fed Ex or GSO): 1. Read the Important Tips at the end of this document in Section D 2. Populate the shipping calculator spreadsheets 3. Create the weight-based shipping tables in Nexternal 4. Populate the shipping tables in Nexternal using the values from the spreadsheets A. POPULATE THE SHIPPING CALCULATOR SPREADSHEETS: 1. Create your Pages. First create multiple copies of the spreadsheet so that you have several pages to the workbook. You will need a separate page for each shipping method in each zone. For example, if you have 6 zones and you offer Ground, 2-day and 3-day service, you will need to have 6 pages for Ground (one for each zone), 6 pages for 2-day (one for each zone), and 6 pages for 3-day (one for each zone). 2. Label each Page. At the top of each page in the Green field, label the page with the shipping method, the shipper’s zone number and your zone number. The shipper’s zone and your zone numbers don’t have to match, and usually won’t match. This will be an easy reference for you when populating the rate data in step 4 below. Also be sure to label your tabs as shown in the Shipping Calculator Spreadsheet, for ease of use when you have multiple pages.
Transcript of Instructions for Wineries Using the Shipping Calculator...
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InstructionsforWineriesUsingtheShippingCalculatortosetupCustomWeight-basedShipTablesinNexternaltoQuoteFulfillmentHouseShipRates
Eventhoughyourfulfillmenthouseprovidesshippingratesbasedonbottlequantities,werecommendthatyousetupyourshiptablesinNexternalbasedonWeight,andnotQuantity.Thiswillprovidetheflexibilitytoofferverticals,packswithmultiplebottles,packswithwineincombinationwithotheritemslikechocolateorothergiftitems,etc.Ifyoueverintendtosellanysetsorpacksorverticalsofanykindwherea“product”hasmorethanoneiteminit,settingupweight-basedshippingtablesisusuallytheonlywaytoensurethatshippingwillbecalculatedproperly(exceptionsincludecircumstancesinwhich(a)allofyourpackswillbeassociatedwithfixedshippingratesthatyoucansetupontheproductleveltobypasstheshippingtables,or(b)youarealwaysshippingthepackinaseparateboxfromwhateverelseisorderedatthesametime,inwhichcaseweightbasedtablesarenotnecessarybecauseyoucanuseaseparate“shipfrom”instead.)Inourexperience,thesetwoexceptionsarerarelythecase,sowerecommendweight-basedshiptablesforallwineries.Pleasetakethefollowingstepstosetupweight-basedshippingtablesinNexternalifyouareusingafulfillmenthouse(meaning,youaresettingupcustomratetablesbasedonyourfulfillmenthouse’spricing,andnotusingrealtimeratesdirectfromUPS,FedExorGSO):1.ReadtheImportantTipsattheendofthisdocumentinSectionD2.Populatetheshippingcalculatorspreadsheets3.Createtheweight-basedshippingtablesinNexternal4.PopulatetheshippingtablesinNexternalusingthevaluesfromthespreadsheetsA.POPULATETHESHIPPINGCALCULATORSPREADSHEETS:1. CreateyourPages.Firstcreatemultiplecopiesofthespreadsheetsothatyouhaveseveralpagestotheworkbook.Youwillneedaseparatepageforeachshippingmethodineachzone.Forexample,ifyouhave6zonesandyouofferGround,2-dayand3-dayservice,youwillneedtohave6pagesforGround(oneforeachzone),6pagesfor2-day(oneforeachzone),and6pagesfor3-day(oneforeachzone).2. LabeleachPage.AtthetopofeachpageintheGreenfield,labelthepagewiththeshippingmethod,theshipper’szonenumberandyourzonenumber.Theshipper’szoneandyourzonenumbersdon’thavetomatch,andusuallywon’tmatch.Thiswillbeaneasyreferenceforyouwhenpopulatingtheratedatainstep4below.AlsobesuretolabelyourtabsasshownintheShippingCalculatorSpreadsheet,foreaseofusewhenyouhavemultiplepages.
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3. FillinyourBottleWeight.Topopulatethepurplebottleweightfield–youcanenteryourstandardbottleweight(usually3,4,or5lbs),butthiscangetmessybecausebottleweightsoftenvarybywine.Toavoidthemessandmakethingseasier,youcanusethenumber1,tellingthesystemthateachbottleweighs1pound.BecauseyouarenotcreatingshippinglabelsforwineinNexternal,thissimplificationwillworkbeautifully.4. FillinYourShipRates.Inthebluefieldsonlines6through17ofeachsheet,fillinthecorrespondingratesfromthefulfillmenthouse’sratesheetsfor1-12bottles.Remembertoaddinanyfeesthataren’tincludedintheirtablerates–suchashomedelivery,fuelsurcharges,etc.(chargesthatareorarenotincludedinthetableratesvariesbyfulfillmenthouse–readthematerialscarefully!)5. DoNOTpopulateorchangethevaluesinanyotherfieldonthespreadsheet!6. Onceyoufollowthestepsaboveyouwillseethatthespreadsheethascalculatedalloftheshippingratesforyouupuntil4cases,thenskipsto5cases.Inmostcaseswefindthatthisworksbecausewhencustomersareorderingthatmuchwineonline,theyrarelybuyinlessthancasequantitiesafter4cases.Butpleasenotethatifyoudonotcreateadditionallinesbetween4and5cases,ordersfor48through59bottleswillallshipatthe48-bottlerate.Alsonotethatifyoudonotaddanylinesforover5cases,orderformorethan5caseswillallshipatthe5-caserate.Wefindthisisrarelyaproblembecausewhenpeopleorderthatmuchwinetheyaretypicallydoingsoinpersonoroverthephone,andnotonline.Ifthatisnotthecaseforyou,youmightconsideraddingmorelines.B.CREATEWEIGHT-BASEDCUSTOMSHIPPINGTABLESINNEXTERNAL:1. NavigatetoSettings/ShippingandclicktheeditbuttontogotoEditShipping(Page1).Assumingyouwanttogoupto4casesthenskipto5cases,selectTieredWeightwith60pricetiers.AlsoonEditShipping(Page1)setthenumberofZonesyourequire(seestep2belowtodeterminehowmanyzonesyouneed),andthenumberofcustommethodsyoudesire.(theymaydifferfromthenumbersyouseeonthisscreenshot)
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2. Onthesamepage,usingthepulldownsforzonenexttoeachState,puteachStatetowhichyoushipintheZoneinwhichitshouldlive.Statesineachzonewillbetreatedalike,socombineyourStatesintogroupsforwhichthesameshippingmethodswillbeofferedandthesamerateswillbequoted.Also,mostwineriesputAlaskaandHawaiiinoneortwozonesseparatefromallotherStates,becausetheseStatesareoftenexcludedfromshippingdiscountpromotionsandseparatingthemintotheirownzone(s)makesthatmucheasierdowntheroad.Thencheckthe“R”columnnexttoeachStatetowhichyoudoNOTshipwinebutyoudoshipotheritems,andifyoudon’tshipanyitemstoaStateatall,donotputitintoanyzone.Whenyouarefinished,clickNextatthebottomofthepage.
3. OnEditShipping(page2)putacheckmarknexttoeachoftheshippingmethodsyouplantooffer.Assumingyoudonotshipinternationally,donotputinternationalintoazone.Whenyouarefinished,clickNextatthebottomofthepage.
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4. OnEditShipping(page3)andbeyond,usingtheavailabilitypulldown,assignAlltoeachshippingmethodyouwishtoprovideforthatgroupofStates,andorderthemfromtheleastexpensivetothemostexpensive.Pagethroughuntilyoufinishallthezones.
5. AfteryoucompleteallthezonesandhittheNextbuttonatthebottomofthelastpageofzones,youwillseethecustomshiptablesthatyouwillneedtopopulatewithratesfromthespreadsheets,pertheinstructionsbelow.
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C.POPULATETHESHIPPINGTABLESINNEXTERNAL:1. Foreachmethodwithineachzone,refertothecorrespondingspreadsheetpageyoumadeforit.NoticethattheleftcolumnintheOMStablesisMINIMUMweight,andtherightcolumnintheOMStablesistheshipprice.ThesecolumnscorrespondwiththeorangeandyellowcolumnsonyourspreadsheetsfromwhichyouwillcopytheweightsandpricesandpastethemintotheOMStables.Note-youcanseethatyourspreadsheethasaweightof1(ifyouused1-poundperbottle)inthefirstrowofweights/rates,andtheOMSstartswithazero.That’sok–justskip1intheOMSandgofrom0to2,likethis:
2.Whiledoingthiswork,payattentiontotheimportanttipsbelowinSectionDofthisdocument!D.IMPORTANTTIPS:
1. SAVEYOURWORKOFTEN!!!WeSTRONGLYrecommendthatyousaveyourworkasyoupopulateyourshippingtablesbyhittingthefinishbuttonatthebottomofthepagebetweeneachmethodtable.ForSecurityreasonsyourOMSissettotimeyououtafter60minutesifyouhaven’thitanyOMSnavigationwithinthattime,andsometimesitcantimeyououtsooner.Ifthathappensitwilleraseyourunsavedworkandyouwillhavetostartagain.Youdon’twantthattohappen.
2. WhenusingtheOMS,andespeciallyintheshippingsection,NEVERUSEYOURBROWSER’S
BACKBUTTON.Itcanseriouslycorruptyourdata.OnlyusethenavigationprovidedbyNexternalintheOMS,neverusethenavigationprovidedbyyourbrowser.
