Prepare an order for handoff to the carrier with a step-by-step plan: check the items and customer details, confirm the shipment, pack the parcel, measure it, and create the waybill. Assign someone to each stage and send the customer tracking information after the shipment is handed over.
Checking the order, printing shipping labels, packing, and handing the parcel to the carrier all count toward order fulfillment time. Transit time does not include order processing. So agree with the customer separately on when the store will hand the parcel to the carrier.
Match the order to the actual items
Ask an employee to pick the items according to the order contents. Check the name, quantity, and ordered option for each item—for example, size or color, if applicable. Compare the order record with the item you will put in the parcel.
Inspect the item and check that all parts are included before packing. If you find a discrepancy, stop preparing that order and agree on next steps with the customer. Resume packing once the contents have been clarified.
Keep the picked order together with its number or item list. If you are preparing several parcels at once, set aside a separate space for each one. Before sealing the package, check its contents against the list again.
Confirm the delivery details and dispatch time
Confirm the delivery method already chosen by the customer. Check the recipient’s name, contact number, and delivery location in line with that method. Before creating the waybill, agree on who will be listed as the delivery payer.
Decide when a store employee can hand the prepared parcel to the carrier and tell the customer. If the plan changes, send updated information. Make clear in the message that it refers to dispatch from the store.
Prepare a packing area and measure the parcel
Set aside a work surface for the checked order. Prepare packing materials, sealing supplies, scales, and a tool for measuring dimensions in advance. Separately check that the printer and waybill printing materials are ready.
Pack a standard parcel according to the terms of the service already selected. Before you start, check that those terms are compatible with the item and the materials you plan to use. Do not apply a single packing instruction to the entire range without checking this.
Once packing is complete, weigh the shipment and measure its dimensions. Record the results for creating the waybill. If the shipment consists of several separate packages, record the details for each one.
Create the waybill and check it before printing
Compare the waybill details with the customer details you agreed on and the prepared parcel. Check the recipient, contact number, delivery location, number of packages, their characteristics, and the named delivery payer.
Print the waybill and match it to the specific order. Assign an employee to hand the parcel to the carrier and report that this stage is complete. After handoff, send the customer the waybill number and tracking information.
Illustrative example of task allocation
Suppose an order contains three items that the store prepares in one package. Two employees and the owner are working.
| Person responsible | Tasks | Result for the next stage |
|---|---|---|
| First employee | Picks the three items and checks them against the order | Order contents checked |
| Owner | Confirms the delivery details, payer, and dispatch time | Details clarified for the waybill |
| Second employee | Packs, weighs, and measures the parcel | Package ready, with its characteristics recorded |
| Owner | Creates, checks, and prints the waybill | Waybill checked against the parcel |
| First employee | Hands the parcel to the carrier and informs the owner | Owner sends the customer tracking information |
Adapt the task allocation to your team. If one person handles every stage, keep the same sequence of checks. When handing work over between employees, state the order number, the action completed, and what needs to happen next.
Additional Torgsoft feature “Синхронізація з Новою поштою” (Synchronization with Nova Poshta)
For creating Nova Poshta shipments, Torgsoft offers the additional feature “Синхронізація з Новою поштою” (Synchronization with Nova Poshta). It lets you create waybills, print them, and track their status. Use it after checking the order and preparing the shipment details.
When creating a waybill, you need to select the delivery payer: the sender or the recipient. The separate field “Платник зворотної доставки” (Return delivery payer) also offers the recipient or sender. If there is more than one package, you need to enter the characteristics of each package separately.
Before printing, compare the entered details with the prepared packages and the arrangements made with the customer. Track the waybill status to monitor shipments you have created. Do not use the payer selection on the waybill to calculate service costs, or treat creating a waybill as confirmation that the parcel has actually been handed over: the responsible employee must complete that stage separately.
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