Fulfilling Orders

Fulfilling orders is something that we do almost every day. Here is a quick guide on how to create wallet cards and certificates. We will also cover USB and pendant tag orders as well. At the end of this article, we will go over creating shipping labels for any orders. Let us know if there are any other questions that we can address in regard to fulfilling orders.

Wallet Cards

When a customer orders a wallet card the first thing you will want to do is confirm that they have completed their course. This can be done a couple of ways, but the best is to find their account on Talent and verify that they have completed their course, and gather some important info.

To create the wallet card you will need the following info:

• Customer Name
• Course Completed
• Completion Date

Note: Sometimes there are people who take a course with one of our distributors. If this is the case, you will need to ask them to first send an electronic copy of the certificate.

Now that you have all this information, you will want to use the "special" computer reserved for printing wallet cards and certificates. Once you are at the magic computer, you can open up the wallet card template.

Wallet card file path: S:\3 - Wallet Cards\certification cards\Zebra printer\___NEW-TEMPLATES

Fill in the template with the customer's name, completed course, and completion date. To print wallet cards you will select the Zebra printer. One of your coworkers can walk you through it for the first few times, but the important things include ensuring there are enough blank cards and that the strip is in working order. When everything looks good, click print.

Important: Never save over the wallet card template. If you do the ghosts of CX agent's past will haunt you for all time.

Certificates

Printing out certificates is very similar to wallet cards. The main difference includes which template you will open and which printer you will use. As with wallet cards, you will want to confirm that they have completed the course on Talent to gather the following info:

• Customer Name
• Course Completed 
• Completion Date

The first thing you will need to do is to open up the certificate template.

Certificate file path: S:\2 - Certificate Templates

Input the appropriate info such as their name, course completed, and the completion date into the template. When you are ready to print, place the "certificate paper" into the printer. Another agent can show you where we store this paper in the office. Select the Brother HL-L8360CDW printer, not the Zebra printer. Unless you want to see a mini full-sized certificate.

When you have doubled checked the info, added the paper, and selected the correct printer you are ready to print. You're now ready to ship the certificate.

USB Backup

When a customer orders a USB backup, you will need to grab one of the hard hat USBs in your office to place the training kits. Kits are located in the following file path: K:\2__Kits\1 - KITS. Remember, there are three main types of kits, USA, Canada, and Spanish kits. 

Locate the appropriate kit version, and copy and paste the entire kit folder into the USB. After all the files have been copied over, safely remove the USB from your computer. Place the USB back into its original packaging. If they order several USB backups, be sure to label each USB plastic packaging with a sharpie. 

Place the USB in the appropriate shipping envelope with a shipping label. You may also decide to add a few business cards and a course catalog to the package. When you have finished, place the package in the outgoing box in your office. 

Pendant Tags

Pendant tags are yellow warning labels most commonly used on an overhead crane's controls. Orders for pendant tags can range from 1-100 tags. Whenever you fulfill an order, count out the correct number of tags. You may want to count twice to ensure the customer gets what they paid for.

Note: Pendant tags are bundled in groups of 50. Do what you will with this information.

Once you have counted out the correct number of tags, place them in the appropriate shipping envelope with the shipping label. 

Shipping Labels

Every package needs a shipping label. You can create a unique shipping label through PayPal's Ship Station. To get started click Create New Quick Label on the far right of the home page.

This will open a new window where you can input all the necessary info regarding the customer's shipping address, package type, package size, package weight, and more. To get started, input the customer's address from their order found in Zendesk.

When all the fields are filled click on the green Confirm button at the bottom of this pop-up window. The office's address or the sender's address should already be filled in for you.

Next, we can alter the package type, depending on the size of the envelope or package. In most cases, you will use a padded envelope for most orders. However, for larger items, you may need to use flat-rate packages or envelopes. Double-check with your team if you don't know which Type to select. 

After selecting the appropriate type, you can fill in the appropriate length, width, and height of your package. Input these measurements to the best of your ability, however, they don't need to be exact. Ensure that the units you input match the units of measurement listed on PayPal. 

In your office, there is a scale where you can weigh your package. Always round up to the next ounce. If the Post Office finds that a package weighs more than it is listed they may send the package back. So, to ensure the package reaches the customer the first time, remember to round up.

With all of these fields filled in, you are ready to click Calculate rates at the bottom of the page. This will generate a list of shipping options that differ in the time it takes to arrive and costs. In general, we will always select Media Mail to send orders to customers. However, customers may also pay extra for Priority Mail to get their order sooner. This will be listed on their order in Zendesk. Click Purchase Label when you are ready.

In the office, we can print labels directly using stickers. Ensure no one else is going to print before putting the labels in the printer. Once the label is printed you can place it on the corresponding package. Double-check the contents of your package before sealing it. When its contents are confirmed and the package sealed, you can place it in the outgoing mail that is taken out every day to the office's mailbox.

If you have questions at any step when fulfilling an order, whether it be how to create certificates, wallet cards, or shipping labels, please reach out to your team. Don't forget to include these orders in QuickBooks so we can accurately track our earnings each quarter. Keep up the great work everyone!