Entering Tracking: Step-by-step Process

 

1. Go to the "All Tracking" view in SalesForce and click on the PO Line Number.

 

 

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2. Determine whether the order is going to Dropship, or if it is transferring to BP warehouse by clicking on the Purchase Order number. 

 

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Note: If the destination says Dropship, it's going directly to the customer. If the "Transfer to BookPal Warehouse" is check marked, it is coming to BookPal first. This will tell you where you are going to enter the tracking information (either "Tracking to Warehouse" or "Tracking to Client").

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3. Click on PO line number to get back to the page where you will enter the tracking information.

 

 

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4. Search the Order Number (NOT PO Line Number) in the purchasing email to see if tracking was sent. Some publishers will send tracking using the confirmation number, you can also search by confirmation number. 


NOTE: Some publishers do not send tracking via email. Therefore, you will have to call the publishers customer service or obtain from the publishers online portal. 


5. Once you obtain the tracking number(s), double check them by entering the numbers into the UPS site to confirm the address, city & zip to make sure the order is going to the correct address


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6. On the UPS site, set up exception notifications for each tracking number (if the tracking numbers are connected, you only have to set up the exception on one tracking number).


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7. Once you have obtained tracking number(s), copy and paste all tracking numbers to either "Tracking to Warehouse" or "Tracking to Client


Example: Tracking to customer

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Example: Tracking to Warehouse

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8. Next, you will enter the tracking into Magento. Go to Magento, hover over the "Sales" tab, and click on "Orders". Find the order by entering the order number into the field at the top and clicking on the "Search" button. Click on the order in the results.


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9. On the order page, click "Ship" at the top right, go to "Add Tracking Number", add each tracking number and choose the proper carrier. 


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NOTE: If you need to enter more than 8 tracking numbers, copy and paste the remaining numbers under "Shipment Comments" under the date of expected delivery which is copy and pasted from the UPS site.


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10. If there are multiple titles and you're not entering tracking for all titles, zero out the titles that are remaining under "QTY to Ship". Or, if you are entering tracking for a partial shipment, change to qty to the amount being shipped. 


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11. Copy and paste the expected delivery date from the UPS site into the "Shipment Comments".


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12. Make sure to check the boxes on the bottom right "Email Copy of Shipment" and "Append Comments". By checking these two boxes, an email will be sent to the customer with the tracking numbers and the expected delivery date. 


NOTE: If these are not checked, the customer will NOT receive an email with the tracking information.


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13. Once you have confirmed everything is correct, click "Submit Shipment" at the bottom right.


14. On the far left, click "Shipments".

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15. Click on the line item you just entered tracking for.


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16. Make sure everything is correct, then click "Mark as Shipped" to complete.


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You repeat this process for each order you receive tracking information for.