Creating Send Outs (Duplicate)

Create Send Outs through Launchmetrics to stay on top of your inventory.

Written by Francesco G

Last published at: October 5th, 2022

Creating Send Outs 

 

How To Start The Create Send Out Process

  • Send Out's can be started in 3 different ways:
    1. Hover over the Send Outs tab at the top of the Samples module and click 'Create Send Out'.
    2. Within the 'Send Out Manager', click the 'Create Send Out' button.
    3. Within the 'Sample Manager', users can search and queue samples that are needed first. After queuing the appropriate samples needed, use the 'Queue Options' dropdown to select 'Create Send Out'.


Step 1 - Delivery Information

  • The 'Create Send Out' Delivery Information step is organised in 4 sections:
    1. Basic Delivery Details
    2. Shipping Details
    3. Receiving Details
    4. Editorial Details

 

Basic Delivery Details

  • NOTE: All fields marked with a red asterisk are required. 

  • Check the box under 'Delivery Details' to select if you want to mark the send out as a Staff Loan (meaning it is within your company and won't be reflected in reports).
  • Department: The Department selected will allow only the Samples within the Inventory of this Department to be selected on Step 2. 
  • Currency: The Currency selected, will populate the  respective pricing currency found in the Sample Details. 
  • Sender: The Sender selected, will automatically populate with the contact details of whatever username is logged in at the time, but other users can also be selected from the drop-down.
  • Delivery Type: Choose from the following options:
    • Loan: Send samples out that you expect to be returned to you. 
    • Transfer: Send samples out that you do not expect to be returned to you. If 'Transfer' is done by a sample owner, it leads to both the removal of the sample from the Department Inventory but also an ownership transfer. If a 'Transfer' is done by a non sample owner, it would lead only to a removal of the sample from the Department Inventory.
    • Reservation: Send samples out at a later date and reserve them so nobody else can send them out during that time. If Reservation is selected the Reservation Date option will be allowed to be selected denoting a future date that the Samples will; be reserved on.
       
    • Exp. Return Date: Use this field to denote the expected date that the samples are meant to be returned. The Clock icon will allow users to set a Default Lon Period to always pre-populate a specific Days, Weeks, Months time frame for samples to be returned. This will apply to all users.

      The Delivery Type's below will mark the samples as having "End of Life" statuses. The samples will be removed from the Sample Manager Inventory and the samples will only be found within the Send-Out Reports. Click here to learn more about "End of Life" sample statuses and how to recover these samples if needed. 
       
    • Sale: Sell samples that you do not expect to be returned. If marked as sold by mistake, this sample can be recovered. Click here to learn more about marking samples as Sold.
    • Return to Vendor: Send samples back to their manufacturer. If marked as Returned to Vendor by mistake, this sample can be recovered.
    • Send to Archive: Select this loan type when you no longer wish for the samples to remain in your active inventory but do not want to remove them from your system. You can view archived inventory at any time from the End of Life Manager and Send-Out Report. Samples can be recovered if needed.
    • Write off: Select this loan type when you do not expect the samples to be returned. This option is usually used to record when a sample has been lost or damaged beyond repair. You can recover samples back to your inventory if needed.
    • Gift: Select this loan type when you do not expect the samples to be returned. You can recover samples back to your inventory if needed.
       
    • Requested By: This field allows users to denote any specific internal contacts that have request the Send Out to be made. Use the pencil icon to create additional Requested By values.
    • Recipient: Select the correct recipient which the samples will be sent to. Contacts can be created by using the + icon or searched for within the Contact Manager by using the magnify icon. 
    • Return Point of Contact: This option is used for denoting the best point of contact that should be reached out to and responsible for returning samples, if that differs from the Recipient selected. 

Click here to learn more about the difference between 'Loan' and 'Transfer' Delivery Type options, as well as, further information on sample ownership.

  • Shipping Details - Note that all fields marked with a red asterisk are required.
    • Method of Dispatch: Select the method in which the Samples will be delivered to recipients. Please note that Launchmetrics does not integrate with any shipping providers, and this is all for internal reference.
    • Ship From Address: "Department Address" (by default if department is selected). You also have the option to select an "Alternative Company Address" (allowing you to select Company, Home or Other), OR "Alternative Contact Address".
    • Ship To Address: Based on the Recipient that is select, the Company Address associated with that recipient will be populated. Users can select an Alternate Contact Address or Alternate Company Addresses of where the samples must be sent to. When selected the Ship To field will able to be utilized to select the alternate address. The Address Label Preview can also be edited to provide flexibility to edit exactly what the shipping address label needs to reflect.
    • Shipping Costs: Keep track of shipping costs associated with the Send Out.
    • Tracking Number: Keep track of package tracking numbers associated with the Send Out. Again, please note that Launchmetrics does not integrate with any shipping providers, and this is all for internal reference.
  • Receiving Details
    • Handoff Samples to another department: This option is a quick and great way to easily put samples into another system department that is receiving the samples without having to go to the Return Samples section and "Receive" the samples into  the other system Department. 
      • This should only be used when samples are physically handed off internal to colleagues in other company departments (i.e. a PR coordinating handing off samples to a Marketing team member). If enabled, the Receiving Department field is available to select which system department, a copy of the sample will be placed in. The "Handoff" option should never be used when samples are being sent between different offices in multiple locations. 
    • Pull original Air Waybill Number from the Receiving Department: This is an uncommon use case for most users. If samples are eligible for duty drawback, use this to denote the original Air Waybill Number that was created on the original Send-Out made to original receiving department.
  • Editorial Details
    • Complete any of the various editorial detail fields to input more information on the purpose of the send-out. These details are not required but upon request can be setup to be required. The benefit of using these fields will allow greater visibility on future Send Out Reporting.
    • You can also add custom values in the "Issue" field. It will help you keep track of which publication your samples will be featured. The dropdown is also editable so you can remove those that are not relevant, drill down further by indicating the month and year, or create custom issue types such for annual or semi-annual publications.

 Click "Next Step" to continue to the 2nd scan samples step. Click "Exit" to stop completing Send Out details without saving. 

Step 2 - Scan Sample

Samples can be added to a Send Out in a variety of ways. Successfully added Samples will be listed in the Scan Log and shown in the Selected Samples List:

  1. Scan a printed Launchmetrics barcode tag directly in the 'Input Barcode' text box. Barcode number can also be typed directly in this section followed by clicking 'Scan'.
  2. If Samples have been queued directly in the Sample Manager, use the Add Queued Samples option.
  3. Create & Add Sample allows users to create a new sample and add to the Send Out directly from this step.
  4. Add By Look allows users to add samples based on Looks that have been created for specific Collections.
  5. Add from Inventory allows users to search directly from their Sample Manager to select the samples needed. 
  • To complete the Send Out, click on Next Step. To completely cancel all work that has been done on the Send Out and return samples back to active inventory, click Cancel Delivery. 

Step 3 - Approve Delivery (If Pending Send Outs is enabled)

  • If your company has elected to have Pending Send Outs enabled, a 3rd approval step will be in place. In this case, a Confirmed Tracking Number, will need to be submitted before the Send Out is approved. If this is not submitted, the Send Out Status will be marked as "Pending" and not "Open". 
    • The use case of this feature is intended to give an extra step to confirm exactly when a created Send Out has physically left the office. 
  • If your company does not wish to have this "Pending step" in place, please speak with your dedicated Launchmetrics Customer Success Manager or contact Launchmetrics Support. 

Step 4 - Print Documents (if Pending Send Outs is enabled) or Step 3 (if Pending Send Outs is not enabled)

  • Once Step 2 (or Step 3 if Pending Send Outs is enabled) has been completed the Send Out process has been Completed and the Delivery is Approved.
  • From this window, users have the options to:
    • Print Delivery Memo
    • Print Pro-Forma Invoice
    • Print Recipient Address Labels
    • Print All Sample Barcode Labels that are on the Delivery
  • Click Exit to close this window.