Extensiv
Shopify
Amazon Seller Central
UPS.com
EFF
Recharge App
>>> Click here for Log-ins and Passwords
REMINDER:
For 1P/Amazon/Walmart etc. orders we don't have access to, make sure to check that they are in the registry (Jotform)
We are NOT ALLOWED TO ASK for their INFORMATION on the platform's CHAT.
That's why email addresses ARE MASKED.
EXTENSIV
IMPORTANT:
Agents should ask any of the LEADS, POC or LABEL peeps to check the status of the order
Select Orders Tab then Use the magnifying glass to search for the Order
2. Enter the necessary information on the Order Number field
For Shopify Orders, follow format #12345
For Amazon, it’s 123-4567890-1234567 format
For Walmart, it’s WP+PO number
Click on the Order Number then go to History Tab to check Order Status and look for the Tracking Number
Sample screenshot:
Click on the Tracking number and it should route you to UPS.com to see the delivery status. If it does not, go to https://www.ups.com/us/en/Home.page and enter the tracking number.
Search for the order by entering any of the following on the search field:
Order Number - #12345 sample format
Email Address
Full Name
2. Select the order/customer you are looking for.
3. From customer information, you may click on the order number found on the Last Order placed.
If it is a different order number, still click on the Order Number then look for Customer details found on the right side then click on orders.
See sample below:
You then should see all orders placed by customer via Shopify, including any refunds processed or discounts applied.
4. Click on the Order # you are looking for then it will route you to the Order details.
***Street Address
This should be the last option to search for the Order. This should only be used if we weren’t able to search using the first 3 mentioned above
5. Check the Status of the Order if Fulfilled or Unfulfilled
If order is fulfilled. Look for the Tracking number and click on the hyperlink to direct you to the UPS website to check delivery status.
Click View Details for more information and Select Shipment Progress to see specific details on the movement of the delivery.
If order is unfulfilled, check the order date
a. If it's within 1-3 business days of order processing timeline, inform the customer that we received their order and it is being fulfilled/processed by our warehouse team for shipping and set expectations that we have 1-3 business days of order processing time from the date of purchase.
b. If it is outside the 1-3 business days order processing timeline, reach out to POC/Lead and provide the order number so that they can check in Extensiv for the status of the order, also check if there's a stock available for the item(s) on the order.
b.1. If item is out of stock, set expectations to the customer and provide timeline when are we expecting the stocks to arrive (if available). if there's no timeline for the stock availability, provide other options to the customer may it be change from H13,H14 or PET filter, 1pack, 2-pack or 4-pack whichever is applicable.
b.2. If the item is in stock and still showing pending in Extensiv, send an email to Gina to ask for the order status and tracking number.
Search for the order using Order number
If it shows Fulfilled by the Seller then that means order was fulfilled by Medify Air. The Tracking number is found under Order details.
If it shows Fulfilled by Amazon (FBA), you will not be able to access the order. Advise the customer to contact Amazon, ask for the copy of the invoice, including tracking number.
If unable to locate the order, it is possible that it is a First Party Order (1P Order). Make sure to verify with the customer the Order number. Inform the customer that we have limited visibility of the order, advise to contact Amazon and ask for the copy of invoice, including tracking number. See sample error message you will get if you try to enter a 1P order:
See image below:
Note:
If customer can’t provide Order ID, advise customer to check Amazon Order history email and if still not found,
contact Amazon for the order details.
Open the UPS website.
Always make sure you are logged in
Search by using the tracking number. For multiple orders, make sure to check for other tracking numbers that may be found under the Main Tracking number.
FYI - You will see more order details, including Order # by clicking on the View Details, choose Shipment details:
https://medifyair-sp.admin.rechargeapps.com/merchant/home
You may search for the order by:
Email Address
IMPORTANT:
If order is still not found, ask for the following (as much information as you can gather) so we can search further:
Full Name (Customer / Business)
Order #
Email Address
Shipping Address
Contact Number
Vendor if not fulfilled by Medify Air
Before closing:
Advise of the email confirmation
Provide Proof of delivery, if available
This tool will provide you with the warranty registration information of the customer.
If they were able to register for the lifetime warranty of their unit/s.
Access the Jotform Link
Search for the order using either of the following:
Order number
Email Address
Full Name
Phone number
Shipping Address
For the ones receiving Skubana notifications, please keep an eye on Skipped order notifications from Skubana.
These are normally the custom item orders created for Power cords, replacement units, billing etc.
Make sure to update and FULFILL the orders as needed.
This is also to ensure that we are not missing paid replacement orders from customers.
Note that Gina is auditing Unfulfilled orders and she is seeing these skipped orders
>>> Click SUGGESTED RESPONSES (search for Where's my order)
CLOSE the ticket after setting expectations and if no further concerns need to be resolved,
otherwise snooze the ticket or assign it to a team or a specific person if needed.
When escalating to L2, make sure to leave the ticket Open