1. Creating the Batch
To start a batch, we'll select Batch Functions and then Create a New Batch. This will open the New Batch prompt.
2. Setting the Batch Parameters
From here give your batch a title and select a Template if you are working with a format you have used in the past. If you are running the batch of orders using your ERP/OMS integration check mark the box "Use Integration?".
Once your batch is created, the system will navigate to the detail page of the batch where you'll be able to add orders either via integration or through a file.
3. Assigning orders
To add orders to the batch, click Batch Functions -> Add Orders. This will display the following window:
From this window, select assign orders if you want to select from a list of records to ship (works for both integrated and the Orders module), or "Import orders" to import a file.
a. Importing a file
Import your file by clicking the button "Import Orders".
To add a file to the import queue, either drag and drop your file to the pop-up, or click on "Browse for file" and select the file you want to import. Once you see the file, you can click Upload.
NOTE: The system does not automatically clear out the file list after a file has been imported unless you refresh your screen. If the Upload button is greyed out, the file has already been uploaded.
Once the file is uploaded, the system will display a Verify window for you to map your fields. Map out each field in the list to the field you want it stored as in SHIPSTORE.
NOTE: If the file has a header line, make sure to click the "Headers?" check box at the bottom of the window. If this is enabled, the system will automatically try to guess the field based on the 1st line's value. You can also select a Batch Template for the file located at the bottom of this window if you didn't already on the Create window, which will set the fields automatically based on what was set up on the Administration screen.
Once all the fields under SAMPLE FROM FILE column are mapped to the fields under FIELDS column you can click the blue Confirm in the bottom right of the window.
Note: Not all fields need to be mapped out in order to click "Confirm".
b. Assigning Orders
Open the Search window by clicking Assign Orders
Under the Search Parameters section, set your search criteria for the batch you are running and click Search to see the results of your settings. Select the orders you wish to ship from the results table, then click Add Selected Orders at the bottom of the window. You will be returned to the details screen of the batch with the selected orders added to the table.
4. Processing the Batch
Once the orders have been assigned, you can ship/rate the batch.
To start the batch, click the Start/Schedule button under Batch Functions. This will pop-up a window where you can quickly set your defaults and other settings based off of either a template or a previous attempt of the batch. Select the desired option from this dropdown if you want to apply those presets and press Next.
The next prompt allows you to set any Defaults/Overrides to the batch that you may need (i.e. shipment package weight, terms, bill to account/information, ect.). If you want the option to override what was already imported from the file/order data, just click the Override checkbox on that line Once you are done entering your defaults, click Next.
The final prompt will ask you for any last settings for the batch. Fill out the form as needed and click Start when ready.
NOTE: Once started, a batch cannot be stopped, so make sure your info is correct before pressing the Start button.
Once running, the system will process the batch in the background and open up a status window indicating the current status of the batch. You can close this window at any time by clicking Dismiss.
At the completion of the transaction (run number), the system will inform you of any errors. If there are any errors when trying to ship orders, the system will prompt you if you want to print the labels, at which point you can press OK to print, or Cancel to go back to the Process window. If you entered an email address in the last prompt, the system will send you a copy of the results file and labels if you enabled the PDF option.
NOTE: If your screen loses connection with the server (or you click dismiss on the batch status window), the automation from the previous step will not work as intended and you will need to manually check the status of the batch and handle accordingly.
6. Status check (Print/Void)
At any time before, during, or after the batch processes, you can check the status of the batch records via the details page for the batch.
If you want to see the results for a specific run of the batch, click the Filter Entries button. In this prompt, can search by the Run # and/or status of the records. Each time the batch runs, the system records a Run # that tracks the orders that were tried along with their status. To see the status of all records, leave the Run # field set to No Selection.
6a. Manual Corrections
It's fairly common for batches to have one or more shipments that don't process for some reason (i.e. address/zip code issues). To correct these records, use the filters to find these error records by setting the Run # to None, and set the Status to Other/Error. Click Search once these are set, and the system will return only those records that are in error status.
To ship one of these manually, click the blue button on the right side of the record. The system will load that order in for shipping manually and will update the batch record when the order has been shipped. An order will only ship once in the batch unless you have enabled your account to ship orders multiple times via the admin screen, so once a tracking number is assigned to the batch order, the line is marked as complete and will not allow you to ship again.
Once the shipment has been processed, the system will display the Batch Results window again.
6b. Printing the Labels and Documents
After one or all of the orders have been shipped, you can have the system regenerate any shipping documents for those orders. With the batch details open, select the desired entries from the list, then go to Batch Functions -> Print Labels. The system will then print the documents or pop them up in PDF form depending on the settings you used for your batch.
6c. Voiding labels
Similar to above, if you need to void any labels/shipments that were created from batch processing, you can select the desired entries from the list, then click Batch Functions -> Void Shipments. The system will then void the shipments and set the orders as ready to ship again.