Dealer team SOPs · 5 of 8

Ship or stage an order

When the customer's approval is in, ship the parts or put them on the counter, then tell Gearflow: Mark shipped or Ready for pickup. The customer gets a message at once. Click Mark fulfilled when they have the parts.

Who: the counter rep, the shipping clerk or the owner of the request. When: when the parts leave your building, or when they are ready on the counter.

#Ship the order

On Parts, click the PO received tab and open the request.
Pull and pack the parts.
Click Mark shipped. The window "Mark this order shipped?" opens.
Enter one or more of these:
- Carrier, for example "UPS", "FedEx" or "our truck".
- Tracking number.
- Note to the customer, for example "Delivery Thursday morning".
Click Mark shipped. You see "Marked shipped. The customer was told it is on its way."

The customer gets: "Your order for … is on its way.", with the carrier, the tracking number and your note.

#Stage the order for pickup

On Parts, click the PO received tab and open the request.
Put the parts where the customer collects them.
Click Ready for pickup. The window "Mark this order ready for pickup?" opens.
Enter the Pickup location, for example "our parts counter" or "the yard gate".
Click Ready for pickup. You see "Marked ready for pickup. The customer was told where to collect it."

The customer gets: "Your order for … is ready for pickup at location."

The request footer with Mark shipped, Ready for pickup, Update quote and Source it first. — The footer of a request in **PO received**.

The Mark this order shipped dialog with Carrier, Tracking number and Note to the customer. — **Mark shipped**: add at least one of the three.

The Parts list with the request now Fulfilling, and the panel footer showing the shipment and Mark fulfilled. — After **Mark shipped**: the request is **Fulfilling**, the panel shows what went to the customer, and **Mark fulfilled** is next.

#Close the order

When the customer has the parts, open the request in the Fulfilling tab and click Mark fulfilled. The request moves to History.

#What you see after

After Mark shipped or Ready for pickup, the request is in the Fulfilling lane. Its badge reads Fulfilling.
The panel shows what went to the customer, for example "Shipped: UPS 1Z999…" or "Ready for pickup at our parts counter".
After Mark fulfilled, the badge reads Fulfilled and the request is in History.

#Common mistakes

Leaving every field blank. You see "Add the carrier, the tracking number or a note for the customer." Enter one of the three.
No pickup location. You see "Add where the customer picks it up." Enter the place.
A long carrier or tracking number. Each must have 100 characters or fewer.
Clicking Mark shipped before the parts leave. The customer gets the message at once. If you are not ready, click Not yet.
No Mark shipped button. The customer has not approved the quote yet, so the request is not in PO received. See Customer approval.