In order to make your lives simpler, we collected some useful tips about shipping in to the Webshippy warehouses.
Before going on, please watch the video:
How to ship in products to our warehouse?
Before setting up your inventory at Webshippy, you need to create a Shipping schedule record in our system under Product management / Shipments.
Click on “New shipment” in the top-right corner.
You can register the products for shipment on our platform one by one, by typing the first few characters of the article number or name of the given item in the “Product” field. Then, you simply select the product from the list that appears, and set the quantity.
If you prefer not to register your products manually, one by one, you can upload them in a batch. Make sure they are in a XLSX format. You just click on "Import products" and you are done.
The first row of the Excel file is the headline (Product, Quantity)! Don’t write anything there, our system will not record it;
You can create the list of the SKU numbers or bar codes of your products, along with the quantity from the second row on;
IMPORTANT! Importing overrides information you may have manually registered earlier.
You can save the shipment in drafts if you are not certain about the final quantities. This way you can make manual modifications to certain items later. You can add information and save these drafts whenever you wish.
Click on “Finalize” to launch the shipment recording wizard.
Give us the number of pallets to expect and which warehouse you will be shipping to (at the moment it is Webshippy IV.) You can write a comment with the order if you need to. You can even give a name to your shipment for easier identification.
A calendar helps with planning
Our warehouse capacity determines the reception of shipments. You reserve certain capacity when you record your shipment.
You can schedule the date of shipment after recording the products and quantities. You can schedule shipments on the workdays the system allows for. These are marked by a green - or orange frame around the day. You can request normal delivery on green days, and priority on orange ones.
If you can’t find an available date for normal delivery, you can request “Priority shipment” on an orange day, at an extra charge. We reorganize our resources and free up some extra capacity to receive and put your products in stock.
Once you select the date of shipment, as a last step, please print the label generated for the shipment. This is the document attached to your shipment. Please make sure to stick it to the package (box / pallet / envelop) where it is clearly visible to help us with identification.
You can also print this label later. Click on the identification of your chosen shipment at "Product management" – "Shipment". Then, click on “Operations” in the top-right corner at the detailed view. There, select the option “Shipment label”.
You can follow the up-to-date status of your shipments by going to Product management – Shipment:
Draft: a recorded shipment, not finalized yet. You can edit and modify it any time.
New: a recorded and finalized shipment that you can’t modify anymore.
Received: the product has arrived at our warehouse and we are starting the processing shortly.
In progress: the products are being accepted.
Fulfilled: we have accepted the products, and the specific quantities are in stock.
Modification of a finalized shipping schedule record
It is important that you record each product and the specific quantities of your shipment precisely in the shipping schedule record. If the information is incomplete, the products may be placed in stock with a delay. These discrepancies can lead to problems later.
In the case that the actual products in your shipment differ from the ones recorded in advance, in terms products, quantity or dates, make sure to modify the finalized shipping schedule record by reopening it, making the necessary changes and closing it again. Please note that the shipment can only be modified depending on our capacity and availability. However, the capacity of your original shipment will be reserved until the end of editing.
To reopen the completed shipping schedule record, go to your “List of shipments” and click on the ID of the shipment in “New” status that you want to modify. Then, click on “Tools” and select “Modify transfer”.
You can then modify the previously registered data as you wish. Select the shipment date again when you finalize the record. You must do this even if you only change the quantities, as we verify our capacity to fulfill the increased shipment on the given date. If we can’t receive your shipment, you can either opt for priority shipment or you will have to choose another day depending on the availabilities.
If you can’t change the date of shipment, contact our customer service team and we will look into the possibilities. At the end of modifying and finalizing your shipment, close your register. You will get a warning signal at “List of shipments” if there is a previously closed and reopened record. Please make sure to finalize these as soon as you can, given the high demand for our limited capacity.
IMPORTANT!
Check your bar codes
If you ship the products, double-check the bar codes on your products. Are they there? Are they clearly visible? At Webshippy, purchases are also based on barcodes, so if they are not correct, the stock revision of products can be delayed or even cancelled. You can find detailed information on bar codes here:
Attach the label generated for the shipment to your package!
When you ship us products, please make sure to attach the label generated for the shipment to the box/pallet/envelop. This is how we identify the products when we receive them.
Ship the complete list of products and quantities you register under the same shipment all at once, in one shipment! If you have scheduled several shipments for the same day and bring them at the same time, please make it clear which shipment each product belongs to by attaching the shipment label generated by our system.
You can download the shipment label later too – see above.
Make sure to provide precise information!
Be very careful when you create the online shipment record and provide the accurate information concerning the products and quantities in your shipment. Inaccurate products and quantities will delay us in placing your products in stock by several days.
When does our warehouse receive products?
Our warehouse is open between 9:00 and 16:00 o’clock on work days. Shipments can be received during this period. If you can, please inform your delivery partners to arrive during this period.
Send your product to:
Webshippy Kft.
2151 Fót, East Gate Business Park C/2.
47°35'33.6"N 19°08'50.5"E
The location of the reception depends on the type of transfer vehicle:
Gate 1 - transfers by truck, lifting platform
Gates 3-4 - transfers by large cars, ramps
How long does it take to receive the products?
Webshippy is designed to automate all workflows, but there are some processes that must be done in person - such as product counting. In order to ensure error-free operation, two people do the accounting, so they check each other to make sure that no wrong data is accidentally entered into the system.
This is why the process is slower than other automated workflows. We strive to make the receipts as fast as possible, but with the mass delivery of goods from several online shops, this can sometimes take up to three working days.
Your delivery is first just 'Received', which means that we will report back to you in the software that your products have arrived, but we have not yet counted and purchased them in batches. Once received, 'normal' receipts are officially accepted within 1-3 working days, while 'emergency' receipts are accepted within 24 hours.
How can I find out if my shipment has been accepted?
We send you an automatic e-mail notification of the successful acceptance of your shipment. We indicate the expected differences, and any other discrepancies in the quantities we register in stock of your items. This e-mail is an official acknowledgement of receipt as well.
If you follow these guidelines carefully, you can rest assured that we will handle your inventory with utmost efficiency.