SHIPPING SOPs

We are currently shipping orders on Mondays and Thursdays or Fridays. Shipping workflow for those days below.

Shipping Orders

• Orders are born in Shopify

• Zapier puts them into the Shipping Plan

  • Refer to the column “Status”

  • Delivery & Shipping Manager has all the orders organized here (see below).

  • Anything with “1. Ready to pack” is ready to be fulfilled. 

Opening

Preparing the Shipping Plan for the Day

• In the Shipping Plan sheet select Add Formulas (wait for the script to finish before doing anything else)

• Select Sort by Status 

• Clean up the orders that are 1. Ready to pack:

  • Is the order for Merch Only? 

    • Add “MERCH ONLY” in the notes column and the shipper should change to “MERCH ONLY - Shopify UPS, No Signature”

• • When to change the status to 0. Hold:

    • Does the order fall in one of our delivery zones? (See Delivery Zone Checker/column K), change the status to 0. Hold

      • Reach out to the customer to see if they’d like to move it to delivery or if they’d prefer to keep it as shipping. If we don’t hear back from them in 2 days ship the order.

      • If we do hear back from them and they would like us to deliver, change the status to 6. Move to Delivery and select the Move to Delivery button.

• Once the Shipping Plan is cleaned up print all orders that are 1. Ready to pack

  • To print individual orders: Select Link to Order (column B)  > Select More Actions > Select Print with Order Printer > Select Packing Slip > Select Print

  • To bulk print: open the shipping view in shopify > Select order numbers that are 1. Ready to pack > Select More Actions > Select Print with Order Printer > Select Packing Slip > Select Print

• Determine which box you’ll use for each shipment and enter the box(es) you’ll use in in Packing Box drop down (column F)

  • If you need help determining which box to use reference the Packing Guidelines 

• Pack orders > Change order status to 2. Packed and update who packed the order in column E

• Purchase labels according to which shipper should be used (column M):

  • Sort by shipper and print labels for packed orders in groups of Beer UPS, Wine UPS, and Shopify UPS (in whatever order makes sense)

  • Print and purchase labels individually through the Link to Order (column B) or Batch Print.

• Affix label and appropriate stickers to orders > Change order status to 3. Labeled

• Continue this process as orders come in.

Notes:

• If at any time there’s an issue with an order, place on 0. Hold and write a detailed note so anyone can pick up where you left off. Date and initial.

Resources for Shipping/Delivery Associate

• Low Stock / Committed Items | Ecomm Fulfillment

• Use the Packing Guidelines to determine the shipping box size

• Order Printing Instructions

Purchasing Labels

Closing

• Once FedEx and UPS has picked up at the end of the day change order status to 4. Picked up

• Are there any Future Shipments that need to ship the next day? Select Move to Shipping Plan in the Shipping Future Sheet 

  • If product/a shipment is going out tomorrow or after weekend, pull product (not necessary if one of our consistent brews like LC or Vliet) and place on shipping shelf in walk-in 

  • By end of each day, create shipping labels and fulfill. 

    • If shipping with Fedex, be sure to select the date of pickup. Paperclip labels to orders. 

  • Be prepared to field any questions in info@ about why label created but no info / not scanned (but doubt there will be many at all considering it’s normal to not see tracking info for a day or two)

• Schedule a FedEx pickup if any orders remain in the shipping plan and they didn't show up on a M-F and an item needs to be shipped ASAP

• Once you've gathered your notes for the almanac Select Move to Completed

• During busy shipping seasons (Holidays etc.) feel free to prep for a shipping associate the night before instead of the morning of. If necessary, leave a note in the the almanac or email the next associate to instruct where you left off. 

Other Tasks/Tips

Checking on Delayed Shipments

• To get ahead of customers reaching out about delayed shipments, check in on UPS/Fedex tracking for anything that is stuck in transit or experiencing issues. 

• Go to Fedex Tracking Dashboard to see a list of problematic shipments

• Go to UPS Tracking Dashboard to see a list of problematic shipments

• Reach out to customer:

Hi! I wanted to check in as it looks like your package is XX-ISSUE-XX. We'll keep an eye on it and escalate to SHIPPER if need be. We hope you enjoy your beer once it arrives!

Packing Tips

• Packing Guidelines

• If a shipment exceeds 50lbs it is more cost efficient to split the package in to two ~equal packages.

• As we continue to improve how our shipments are packed and standup to extreme weather use the packing tips below.

  • Try and only pack shipments the day they will be picked up

  • Pull beer to sweat over night

  • If an order is packed but not picked up that day, leave out of the Walk-In overnight. Extreme temperature changes weaken the cardboard.

  • Use extra kraft paper or bubblewrap if needed.

  • Feel free to not ship during a heat wave, use your best judgement.

• Suggested schedule below for shipments, especially in the summer. We want to avoid packages sitting in warehouses over hot/humid weekends.

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