1. Check that the order information is correct in the Orders tab.
Orders can be entered into Outvio manually by pressing the plus button, or if your e-shop is located on a platform (Amazon, Shopify, Etsy, etc.) that has been successfully integrated with Outvio, the orders will appear in the system automatically.
It is worth checking the colors of the flags next to the orders because they have different meanings. You can usually get a lot of information by simply moving your mouse over the flag of the selected order.
A red flag means that some very important information has been left out of the order, and it must be added if you want to ship this package.
The yellow flag has a warning meaning, some data should be reviewed, and the green flag indicates that everything is correct, and you can move forward to the next step.
For more information on the meanings of flag colors, see the following article: What do the Status flags next to my orders mean?
2. Select the orders you wish to ship out in the Orders tab.
If everything is correct, i.e., the flags are green or yellow, you can start printing shipping labels for these orders.
Label printing is done in the Shipping Queue tab in Outvio.
To send the selected orders into the Shipping Queue, you must tick the checkboxes next to the orders and click on "Start packing".
3. Print your shipping labels.
Open the order you want to print a shipping label for and choose the desired package size (pre-set package sizes can be added in Shop Settings or you can always also use a custom size). Then select the desired courier.
You can then see the exact shipping cost of the parcel(s).
It is worth noting here that shipping costs are calculated not only based on actual weight but also based on volumetric weight. The Fedex volumetric weight formula is height x width x length x 200 (dimensions in meters).
Finally, click on the "Print label and Ship" button and print the label.
Depending on the area where the package is being sent, the package will be accompanied by additional documentation. When shipping within the EU, a label is sufficient (it must be attached to the parcel). When shipping outside the EU, other documentation (usually 3-4 invoices) must be put in a transparent plastic envelope and attached to the package.
5. What happens next?
Outvio sends an automatic pickup request to Fedex. Depending on when the labels are printed, the courier will be called either on the same or the next working day. If the labels are printed before 14:00, the courier will arrive on the same day, if after that, the next day, always between 15:00 and 17:00.
Together with the packages, you will need to give to the courier the shipping manifests and one copy of the Shipping List. The second copy of the Shipping List must be signed by the courier and kept by you as proof of shipping.
Both the Shipping List and the manifests can be printed in the Shipping queue by clicking the button that appears on the right hand side (once printed, you can find a copy of the Shipping List in your History tab should you need it).
The Shipping List should be printed out once you have finished printing shipping labels for the day and your packages are ready to hand over to the courier. You can always print more shipping labels after printing out the Shipping List, but just remember to always also print out the new Shipping List once you are finished.
After handing over the parcels, the question may arise where and how you and your client can track the shipment. We recommend activating notification emails for your customers. You can do this by going to the Branding section and selecting EMAILS. There you can see different email templates, you can choose when you want the notification to go to the customer and, if desired, also change the design of the emails according to your wishes.
Although Outvio offers an excellent way to track all your shipments in the Tracking tab, you can also find information from the TNT website by entering the Fedex tracking code in the search bar.