Placing Sample Orders in Netsuite

Before you place a sample order, please follow these 5 steps.

1. Ask Questions.
   • Ask the requestor what the sample is for, when and where it needs to arrive, and if they have checked the sample room for these items.
2. Notify the Requestor of the Turnaround Time.
   • The standard lead time for a sample request is three days. This means Customer Service and the warehouse will need a minimum of 3 days to enter, release, pick, and ship a sample order. This does NOT include the shipping lead time.
3. Assess What Makes Sense From a Cost Standpoint.
   • If the sales order multiple quantity is large and we only need 1 unit, we should consider purchasing the item from an outside party (via amazon.com, etc.). Compared our internal product cost, time, labor, and shipping/delivery to the third-party retailer. Sometimes, purchasing the item from an outside party may make more financial sense.
   • If the item is a private brand SKU, order the entire MASTER CARTON to come to the Jacksonville office.
   • If the product is frequently ordered and the carton quantity is small, it may make sense to order the full carton and store it in the marketing conference room for later sample requests. 
4. Avoid Breaking Case Packs.
   • If we have inventory in the ECOM location, you can order out of the sales order multiple (inner or master quantities). This will require an inventory location check of each item you intend to order.
   • To avoid breaking the sales, order multiple packs (the inner or master pack) and order the remainder to come to corporate. Again, consider this cost factor when deciding whether to order the item from a third party.
5. Watch for multiple inventory locations
   • You can NOT ship a sample order with products that have multiple or different inventory locations. You can either:
     1. Enter multiple samples orders or
     2. Complete an Inventory Transfer Task in Netsuite

To Enter a Sample Order Into Netsuite:

Step 1: Once logged in to NetSuite, hover over the plus sign symbol next to the help symbol and select Sales Order

Step 2: Fill out the form as follows:

Primary Information:

• Custom Form: ADV- Sample Order (this should prepopulate for Sales Admins but double-check to make sure it is correct
• Order: This should prepopulate to the next available order number
• Customer: Use the sample customer number for the division of the item you’re ordering – 100SAM COP, 100SAMART ART 101, 100SAMFL FLOATING LUXURIES, 100SAMISD ISD, 100SAMMER MERCURY LUGGAGE, 100SAMSEW SEWARD TRUNK, 200SAM C&H/SULYN, 200SAMWYL WYLA, 200TIM TIM HOLTZ
• Order date: Should prepopulate with the day you’re placing the order

• Planned ship date: This is the date when you want the package to go out
• PO #: Include customer name. If the sample is not for a specific customer, provide a brief description of the purpose of the order (Example: Sample for tradeshow, Sample for photography, etc.)
• Requestor: This should prepopulate to the Sales Admin’s name
• Memo (External): Memo will print on the shipping label (Examples of what you might put here: Bluelounge samples, Mercury Tactical Giveaways, etc.)
• Memo (Internal): This will be a note for our staff on processing this order.
• Order Release Status: HOLD (This field should prepopulate. Do not change.)

Shipping Information:

1. Location: Select the location where the samples are located. Look at the Locations sublist on the Inventory Detail subtab of the item record to see which location has inventory.
   • Note: Each sample customer number has an assigned Default Location. This is where the order will pull from to fill the item. YOu can change this location before or after the order is entered to see which location has the most available inventory.
   • Note: If the items in your order are in different locations, you must enter separate orders by location. 
2. Ship to Select: To add an address, click the arrow symbol. An address window will appear.

1. Freight Pay Code- Free freight (This should prepopulate- do not change unless necessary)
2. SO Shipping Account- Leave blank
3. Ship via- For domestic parcel shipments, use UPS (Ground, Residential, 2-Day, Priority Overnight). For international shipments, use DHL. For domestic LTL shipments, ask Customer Service to pick the LTL carrier.
4. Custom Shipping Fee- Leave blank
5. Shipping Fee- Leave blank

Item & Submission

1. Add the Item number of the sample needed
2. Adjust quantity as needed
3. Submit the sample order
4. Email Customer Service and let them know that there is a sample order they need to review and approve.

Tracking:

1. Check on the order to make sure it ships by the required deadline.
2. Send Tracking to the requestor/Sales Rep as soon as it is populated in the order.

NOTE:

• Order will be picked as a regular order with a 3+ day turnaround
• Always ship fed-ex ground as the first option
• Expedited shipping requires manager approval (this includes Priority Courier)