How we use Mail Extractor Plus
We always start with no messages
in the main window of Mail Extractor Plus. Backup All
button will clear the main window and send all active orders to
Backup window.
Get Orders button will download all orders from the mail server/fulfilment
report. Once the download is complete, extraction process is performed.
We use Default extraction button for creating picking
slip and later Invoice button for printing invoices.
Alternate button is there in case you need a different
set of data (all templates could be customized according to your needs,
see: Extraction Options).
Print button will prompt a very important PRINTING GROUP
window.
It is of utmost importance that you assign a group to all downloaded
orders in the main window. This will allow you to later manipulate entire
group (send and restore from Backup) and perform a certain operation for
a paticular batch (like printing postage, sending notification e-mails
etc).
Once the group is assigned and picking slip printed we pull books from
the shelves (note: we print 2 copies of the picking slip). All books are
pulled and packed in the order they appear on the picking slip.
For pulling books we use the
first or master copy of the picking slip. We write down during this time
all orders that need to be cancelled. Later, we issue refunds according
to the master copy.
During the packing process,
we cut the second copy of the picking slip and temporarly
affix it to the package with a small piece of tape (some sellers write
down the buyer's name on the package instead).
It is important to mention that special fonts for expedited
mail, international orders and orders where quantity is greater >1,
greatly facilitate the packing process.
Once all the books are packed, we weigh them and write the weight and
shipping method (if different) on the master copy. Shipping
method and weight could be defaulted (Tools->Shipping Method Defaults).
Now, only thing left is to enter the weight and shipping method (where
different-for instance Flat Priority and First Class) into Mail Extractor
Plus. Using the master copy this process is fast and easy.
Don't forget to deactivate (uncheck) 'A' field for cancelled orders (cancelled
orders should be clearly marked on the master copy).
This is a good time to make requested change of address in Mail Extractor
(we first write down all changes on the master copy, then make changes
in the Address field tab).
USPS Compare compares price between Media Mail and Bound
Printed Matter (essentialy the same shipping methods often with different
price).
The next step would be to send all the orders to Dazzle XML Communicator.
Verify addresses and print the postage. Every time address
is changed or edited, Verification of ALL
addresses needs to be performed.
Import Output Results button will import delivery confirmation
numbers back to Mail Extractor Plus. At this point Dazzle XML window will
close. From the main window all orders are sent to Autoresponder. Remember
to activate cancelled orders prior to sending everything to Autoresponder.
Mail Extractor Plus will send appropriate message according to the Status
field (SHIP/CANCEL).
Genereate Messages action needs to be performed first.
Autoresponder will close once all messages are sent. If autoresponder
stops sending messages, you may need to right click on the first message
and remove it. Click on Send button to continue sending
messages.
At the end of the process, we Backup All messages from
the main window into a Backup window.
Now, we're ready for another download.
Printed postage labels are
in the same order as packed books. We double check to make sure names
are the same on the label and temporarly affixed cutout from the second
copy of the picking slip. Depending on your printer you may need to reverse
page order of picking slip and/or postage labels.
Backuped messages could be
easily restored from the Backup window to the Main
window of Mail Extractor Plus. Simply click on Show Backup
button, find only one message from the group that you want to restore,
right click and select 'Restore Group DD/MM/YY-@'. Entire
group will now be restored to the main window.
This is extremely usefull if you're printing a few batches a day. You
can download and print a second or third batch and then go back to do
postage for the first batch of messages. You can also restore all messages
from a month ago and request a feedback by sending them all to Autoresponder.
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