Shipping Procedure

General morning Tasks

1. Pack and ship return orders, and print manifest on Aupost website.
2. Ship accessories (manual orders)
3. Check cancellations for ozmobile orders in Zendesk, cancel requested orders on
shipstation and refund customers using shopify.
4. Print pickups on shipstation, if any, and place in the pickups tray, then cancel the
pickup orders in Shipstation (pick ups will be available again after lockdown ends)
5. Create on shipstation the following batches for the morning:
- OzClearance (ebay)
- Frank
- OzMobiles
- Reebelo
- E-parcel orders
6. Print packing slips
7. Pick and scan orders
- Remove any out of stocks from the corresponding batch, put on hold and
hand the packing slip to Genti (with note saying out of stock or O.O.S)
8. Print labels
9. Clean and pack orders with corresponding accessories
10. Pack into shipping boxes with correct labels
11. Pack into Aus Post bags or tubs. (EXPRESS ORDERS MUST BE PACKED INTO
YELLOW OR ORANGE BAGS, E-PARCEL ORDERS INTO BLACK OR WHITE
BAGS)

General afternoon Tasks

1. Create batches for afternoon at 12:30:

- OzMobiles
- Reebelo
2. Print packing slips
3. Pick and scan orders
- Remove any out of stocks from the corresponding batch, put on hold and
hand the packing slip to Genti (with note saying out of stock)
4. Print labels
5. Clean and pack orders with corresponding accessories
6. Pack into shipping boxes with correct labels
7. Pack into Aus Post bags or tubs
8. Print manifests from Shipstation
9. Tidy shipping desks and surrounding area
10. Fold boxes and create air pockets
11. Replenish drawers with accessories
12. Check stock for anything needing ordering
 How to process returns
- Returns are kept on the shelf next to the shipping desk, Customer Service will leave
a device with an invoice that the shipping team must prepare and send out to the
customer. To print the labels for those orders you have to go to Parcel Send website
at https://auspost.com.au/parcel-send/login using the following account details:
- Username: accounts@ozmobiles.com.au
Password: October@)@5
- Make sure you’re under the Shipments tab (along the left hand side) and under the
Prepare & print heading

- Select all the orders you want to print (you have to match up the names on the labels
with the names of the returns invoices in the returns area) and click Print labels
- Print labels
- In the Print window select Print Using System Dialogue
- Select the Preferences button
- Under the Paper/Quality tab change the Media to Label - this will direct the
labels to print from Tray 1 (the top tray)
- Feed the amount of returns Express labels that you need into Tray 1
- Clean phones as usual, ensuring speakers and charge ports are dust free. (returns
do not need to be scanned because customer service does that)
- Returns do not need accessories included unless specifically requested by customer
service.
- If the return order is in a box, wrap box in bubble wrap and then pack it in grey
satchel then stick label.
- If the phone is not in a box, clean and wrap phone in bubble wrap then place in
padded envelope and finally send it in a grey satchel with label.
- Place all completed returns in Aus Post tub
- When all returns are completed, go back in to Parcel Send website, click the
“READY TO DESPATCH” button on top and select all the returns you’ve just
finished by matching again the names with the invoices, and finally click the red
Despatch button, follow the system prompt to send the manifest document to the
printer.
 Shipping Accessories
Orders for accessories that were missing from past orders or are replacements for defective
accessories will be manually entered into ShipStation by the customer service team. These
orders are found in Manual Orders under Awaiting Shipment.These accessories need to
be sent out every morning.

How to send out manual orders for accessories:

1. Click the “Manual orders” Tab

2. Select the order and Print out packing slips using the “Print” button located on top
and then clicking on “Packing Slip”
 .

- These orders do not need to be placed in a batch

3. Pick accessories that correspond with each order.
- If we are out of stock of the accessory for the order, alert the customer
service team and place the order on hold using the “Hold” button on top,
normally you can put on hold an order for up to one week. This process is the
same for any order you may want to put on hold (Ozmobile, Frank, Ebay or
reebelo orders)
4. Print labels for orders
- All orders will be sent out via eParcel unless a note is made by customer
service on the order to send it via Express. The note will be under the Notes
heading:

*The notes symbol in the red circle will show up as darker grey when a note is made, hover over it to
check to confirm the note is for Express post

5. Pack in a white padded envelope with the correct label, and into the AusPost tub.

Shipping Ozmobile, Frank, Reebelo or Ebay Orders with

Shipstation
ShipStation is the website used to ship OzClearance (ebay), Frank Mobile, reebelo and
OzMobiles orders. Generating packing slips and labels, as well as manifesting orders is all
done via ShipStation. To log in to Shipstation use the login information:

Creating Batches
The first step is creating a batch for each order type: OzClearance, Frank, OzMobiles or
reebelo. Ensure you are in the Orders tab in the black ribbon along the top. In Awaiting
Shipment, the orders are grouped into orders from Frank, OzClearance and OzMobiles.
(Reebelo, pickups and e-parcel orders are included in the “OZMOBILES” tab, to create a
batch for reebelo, e-parcel or to print and cancel a pick up order click on Ozmobiles orders
and look for the “Reebelo only” “e-parcel” or “Pickups” button on top for the “ Select the
option you wish to create a batch for, and tick the boxes for the orders.
Select Other Actions, then Add to Batch.

Select Create New Batch

The new batch will appear at the top of the list of Open Batches along the left of the screen.
To name the batch, select the batch you just created to go into it. Select the grey box next to
Label Batch: and title the batch using these guidelines:
- Frank batches: Frank *Date* for example: Frank 23/7
- OzClearance batches: OC *Date* for example: OC 23/7
- OzMobiles batches: OM *AM or PM* *Date* for example: OM PM 23/7
 Printing Packing Slips
Once the batch has been created, the packing slips for the orders can now be printed.

Frank Orders:
1. Select all orders in the batch
2. Select Print, then Packing Slip

3. Under Template select OzMobiles & Frank Shopify Orders

4. Select Download
5. Open the downloaded file and print the packing slips.

OzClearance orders:
1. Select all orders in the batch
2. Select Print, then Packing Slip
3. Under Template select eBay OzClearance Only
4. Select Download
5. Open the downloaded file and print the packing slips.

OzMobiles orders:
1. In the batch, select the Quantity heading - this will sort the batch by quantity in
ascending order, with the orders with more than one item at the top.
 2. Select all orders with a quantity of 2 or more.
3. Select Print, then Packing Slip
4. Under Template select OzMobiles & Frank Shopify Orders
5. Select Download
6. Open the downloaded file and print the packing slips.
7. Go back into the batch and select the rest of the orders (those with just 1 quantity).
8. Select Print, then Packing Slip
9. Under Template select OzMobiles & Frank Shopify Orders
10. Select Download
11. Open the downloaded file and print the packing slips.

This process ensures that all the orders with quantities of more than 1 will be separated. You
can then mark the orders with 2 or more items with a highlighter - this ensures that no
devices/accessories are missed while picking and packing these orders.
 Creating and Print Labels
OzClearance:
- *For OC orders, we create the labels within the OzClearance section of Awaiting
Shipment, as this divides the orders into Express and eParcel orders
- OzClearance label presets:
- Padded Bag - OzClearance (Only) - For accessories
- Satchel - OzClearance (Only) - For devices
- Ensure OzClearance is selected for Ship From
- If the weight is left blank, fill it in with 500 g
- Ensure labels are sent via Express or eParcel according to what the customer chose

Frank Mobile
- All Frank Mobile orders are shipped via Express Post
- Select Express Small preset for all orders of 1 phone
- Select Express Medium preset for all orders of 2 phones or 1 iPad Mini
- Select Express Large preset for all orders of 3 or more phones or iPads
- Ensure Frank Mobile is selected for Ship From

OzMobiles
- All OzMobiles orders are shipped via Express Post
- Select Express Small preset for all orders of 1 phone
- Select Express Medium preset for all orders of 2 phones or 1 iPad Mini
- Select Express Large preset for all orders of 3 or more phones or iPads

Labels can be sent to Tray 3 of the printer, with Plain Paper as the media.
- This excludes eParcel labels, which are sent using the eParcel labels and can be
loaded into Tray 1

OzClearance (eBay) Orders

 1. Create batch for OC orders.
2. Print packing slips
NOTE: The packing slips for OzClearance orders are missing the Item ID that is needed to
pick the devices from the cupboard, so the next steps ensure that we have the information
needed to complete these orders:
3. Take the packing slips back to the computer and access our eBay account:

Log In: https://www.ebay.com.au/sh/ord

Username: oz-clearance
Password: .@qLm1ZAB3ad
4. Navigate to the orders awaiting postage by first selected My eBay then Selling/Sold:

Then select Orders, then Awaiting Postage from the dropdown menu:

5. Write the last 5 digits of the Item ID of each device ordered on the corresponding
packing slip. Example of the Item ID on an order on eBay:
6. Pick the devices from the eBay cabinet, matching the Item ID written on the packing
slip to the ebay number, written as e:#### (example: e:20394) written on the label of
the device.
7. When all devices are picked, scan all devices into their corresponding orders via
Airtable.
8. Create and print labels.
9. Clean devices
10. Accessories:
- If the title states "Device Only" This will not include any accessories or box
- Use aftermarket accessories for devices wherever possible (or used
accessories if clean and in good condition).
11. Pack the phones into their boxes with the accessories, and place each in a padded
bag or bubble wrap if the box is too big for a padded bag.
- Phones that do not have boxes will need to be wrapped in bubble wrap, then
put into a padded bag to ensure they are well protected.
- iPads without boxes need to be wrapped in a generous amount of bubble
wrap.
12. Place order into grey satchel with correct label.
13. Place all the orders in an Australia Post tub
 Frank Mobile Orders
1. Create batch for all Frank orders.
2. Print packing slips.
3. Pick correct devices from shelves.
- Frank conditions are slightly different than OzMobiles:
- OzMobiles Ex-Demo = Frank Mint
- OzMobiles Very Good = Frank Great
- OzMobiles Good = Frank Good
4. Scan devices into corresponding orders through Airtable.
5. Create and print labels.
6. Clean devices.
7. Accessories:
- Frank orders only receive a cable, no charger
8. Wrap clean device in linen cloth, placing the Frank cards on top.
9. String a SIM pin onto the Jute String, and tie the cloth securely.
10. Pack into box using the packing peanuts, label, and pack into Australia Post bag.
 OzMobiles Orders
1. Create batch
2. Print packing slips, highlighting those with more than 1 item.
3. Sort packing slips according to type of device.
4. Pick devices from shelves.
5. Scan into orders via Airtable, checking to ensure that each device is correct.
6. Create and print labels.
7. Clean devices and provide correct accessories, including SIM pin and warranty card.
8. Pack into OzMobiles branded phone boxes.
9. Pack into shipping box with air pockets for protection.
10. Label with correct shipping label.
11. Pack boxes into Australia Post bag.
 Reebelo Orders
1. Create batch
2. Print packing slips, highlighting those with more than 1 item.
3. Sort packing slips according to type of device.
4. Pick devices from shelves.
5. Scan into orders via Airtable, checking to ensure that each device is correct.
6. Create and print labels.
7. Clean devices and provide correct accessories, including SIM pin and warranty card.
8. Pack into OzMobiles branded phone boxes.
9. Pack into shipping box with air pockets for protection.
10. Label with correct shipping label.
11. Pack boxes into Australia Post bag.

NOTE: REEBELO ORDERS MUST BE SENT AS E-PARCEL NOT EXPRESS POST, AND
WHEN PACKING DO NOT INLCUDE IN THE BOX ANY SATCHEL OR WARRANTY
CARDS
 Manifesting Orders
At the end of the day, the manifests must be created by the time the posty arrives so he can
scan all the orders out. All orders in which the labels have been printed will appear on the
manifest.
To create the manifest:
1. Select Shipments in the top ribbon

2. Select End of Day along the left side of the page, then ensure the date for Open
Shipments is set to the current day, and select Close Shipments.

3. Select Close All.

4. Select Print All
5. Download the manifests and print the downloaded file.
6. Sign the pages where a signature is required and place in the Aus Post tub for the
posty to scan.
 ADDITIONAL NOTES

- On Mondays, due to the high number of orders to process it is

recommendable that only one person of the team is in charge of creating
batches, printing packing slips, picking and scanning the orders and printing
the labels. The rest of the shipping team would be only cleaning the phones.
- When scanning Frank and ebay orders on airtable those will be showing as
incorrect, so it is necessary to double check if the device actually matches the
order
- It is important to check every day if there are enough boxes and satchels for
the next day.