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When a sales order occurs in an open market, it is necessary to create a shipping order to send it to the buyer. This document describes the order management menu, which connects sales orders to shipping orders to apply for shipping and manages sales orders, and the shipping status menu, which allows you to check orders that have started shipping.
List
1. Order management menu UI
Search orders and dashboard
1.
This is the filter settings section for searching orders.
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QxPrime Orders: You can separately search for items subject to QxPrime orders.
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QxPrime service is only available at Tmon, Interpark, and WeMakePrice.
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This is a search filter that is only visible to authorized sellers. If you have any questions about QxPrime services, please contact us at the email below.
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KR - qxsales@qxpress.net
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JP - info@qxpress.jp
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SG - info@qxpress.sg
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MY - info@qxpress.my
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TW - info@qxpress.tw
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IN - info@smartship.in
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Sales Site: It is a tally of the number of orders for each site registered during the set period, and can be used as a search filter (based on QSP packing number).
2.
Please use advanced search to search for more detailed orders.
If you click Advanced Search, you can obtain more detailed search results by using additional filters such as order type, transportation method, and delivery zone.
3.
It displays the total count of search results set in steps 1. and 2.
We are counting by shipping service type and status. To check detailed order information, please click the number of the order.
Order Detail Grid
The new order management page supports two types of grid details. Please use the form you want according to the seller's order processing method.
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Search based on sales site orders
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Search based on QSP packing number
1.
Search based on sales site orders
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A new grid view function has been added that shows the order number and product information from the sales site included in one QSP packing number, separated by row.
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You can check your order details more quickly and easily by viewing product details in one grid without having to click View Order Details.
2.
Search based on QSP packing number
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This is the existing version of the grid method, and one QSP order number is displayed in only one column.
3.
Grid option settings
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On the new order management page, you can customize the search data displayed in the grid to suit your convenience. Depending on the grid type you choose, you can hide or add data that is unnecessary for your order processing.
1.
Click the [Setting Grid View] button at the top left of the grid.
Clicking the button will bring up a UI where you can set grid search options.
2.
If there is unnecessary data, uncheck the box. You can exclude or add inquiry options for shipping address, product information, and other order information other than basic order information.
2. Definitions by order status
Smart Shipping
This is a shipping method in which the seller directly packages the product and sends it to the QX warehouse.
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New Orders (Not Confirmed) : This is a new order that has been sold, and has not yet been confirmed for ordering. Please process orders quickly to prevent buyer cancellation.
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In case of new order status, it is classified into detailed status as below.
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Today’s Orders: This is an unprocessed order registered on the day of order inquiry.
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Delayed Orders: This is an unprocessed order that is more than one day old based on the order inquiry date. Please process quickly to avoid cancellation.
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To be Shipped : Order confirmation and order processing have been completed, and this is the step to prepare for shipping.
Barcode labels and waybill can be printed for orders for which order confirmation has been completed.
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Ready To Ship : The barcode label or waybill has been printed and is ready to be shipped. You can request pickup for these orders.
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Ready to ship orders are classified by detailed status as below.
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Waybill Printed : The waybill has been printed, but you have not requested pickup. If you would like to conveniently send products to the QX warehouse, please request pickup.
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Pickup Request Completed : Waybill printing and pickup request have been completed. If you have requested pickup, our partner company will visit the requested address for collection, so please prepare the product according to the guidelines.
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Shipped : When you have orders created through sales site API, and if these orders have been updated with the tracking no by Smartship API, then the orders will be counted under ‘Shipped’. If you don’t have orders created through Sales site API, then no orders will be counted under this status.
Qxpress Fulfillment Center (QFC)
For sellers using QFC, Qxpress handles product packaging and shipping.
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New Orders (Not Confirmed) : This is a new order that has been sold, and has not yet been confirmed for ordering. Please process orders quickly to prevent buyer cancellation.
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In case of new order status, it is classified into detailed status as below.
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Today’s Order: This is an unprocessed order registered on the day of order inquiry.
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Delayed Orders: This is an unprocessed order that is more than one day old based on the order inquiry date. Please process quickly to avoid cancellation.
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To be Assigned : Once order confirmation and order processing have been completed, the step of assigning a QFC to handle shipping is required. Allocation settings follow the seller's default settings, but if there is a center specific to each SKU, specify the corresponding QFC first. Unallocated orders cannot be processed at the QFC, so please process them manually.
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Picking & Packing : Order confirmation and shipping instruction have been completed. From this point on, there are no additional actions for the seller to handle, and Qxpress is at the stage where it begins to handle the work.
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If the status is to be shipped , sub status is classified as shown below.
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Allocating warehouse : After requesting shipping instructions, a warehouse is being Allocated. It takes approximately 20 minutes to analyze and specify the seller's default settings and SKU configuration logic.
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Warehouse Allocation completed : A center has been Allocated to handle shipping. Please wait until the operation starts. You can withdraw the shipment order until the warehouse Allocation is complete, but requesting shipment again after withdrawal also takes about 20 minutes.
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To be Shipped : This is the stage where packaging work is carried out at the QFC. It may vary depending on the center's work status, but shipping will begin on the same day it moves to picking & packing status.
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Pre-sales Order : This filter is added when some reservation products are supported. After holding the shipment until the reserved shipment date, the reserved product will be shipped from the QX Fulfillment Center when the designated reservation shipment date arrives.
(Supported shopping mall: Shopby)
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Packing Completed : Orders are packed and ready for handover to the last mile couriers.
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If the status is packing completed, it is classified into detailed status as below.
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Packed : Packing tasks are done and the parcels are ready for printing waybills.
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Shipped : Packed parcels are assigned to the last mile couriers and ready for handovers to the its couriers.
Errors / Pending / Suspended
Indicates that the order cannot be processed or shipping has been stopped due to a specific reason.
The reasons for impossibility and suspension as recorded by Smartship are as follows.
3-1. Errors that occur regardless of order type
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Item Price Error: If the product price is not saved or the order value for overseas shipping is ‘0’, it is judged to be a product price error. When shipping overseas, customs clearance is not possible in certain sections if the product value is ‘0’. In this case, please modify the product value through the order modification function.
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Shipping Information Error : This applies if the recipient's address information has not been saved or the recipient's name is incorrect. In this case, please correct it correctly using the edit order function.
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Cancel Request: It is judged only in the case of an API order, and this occurs when the buyer requests cancellation on the e-commerce sales site. For certain sites, claims can be processed through Smartship, and orders can be processed after claims are processed.
3-2. Error that only occurs for fulfillment orders
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SKU Not Found: This applies to fulfillment orders, and if some of the products included in the order are not SKU mapped, it is judged to be a SKU mapping error.
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Out of Stock: This applies to fulfillment orders, where shipment is not possible due to insufficient SKU received at the center after warehouse allocation. At this time, when SKU stock is replenished in QFC, the out of stock status is lifted and work continues.
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Short of Gift : After registering the gift policy, the gift SKU that should be provided for eligible orders is out of stock. You can process your order by modifying the free gift or replenishing the free gift inventory through manual settings.
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Pending: This is a case where shipping is judged to be impossible based on the judgment of the QFC manager. In this case, please contact your QFC manager or sales manager.
3. How to register shipping order
There are four ways to register shipping orders on Smartship.
1.
Register a single order (via UI)
2.
Bulk Registration using Excel
3.
Automatic registration using sales site API
4.
Register using Open API
3-1. Register a single order
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Click the [Create New Order] button at the top right of order management.
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Enter the basic information in the next layer and save it.
Items marked with a red * mark are required information.
If the detailed address is not correct, shipping may fail, so please enter it correctly.
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If you would like to create a QFC(QX fulfillment center)order, select ‘QFC Shipping’ as the shipping type.
If there are two or more products, please enter the product price in the same currency.
3-2. Bulk Registration using Excel
1.
Click the [Upload Excel] button at the top right of the Shipping Management menu.
2.
In the pop-up window that follows, select the type of Excel form you want to use.
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Standard Excel Form : You may proceed with bulk upload using the Qxpress Smartship Basic template.
The code available in column S ‘service grade’ has been restricted as follows ('24.07.02~)
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General (Standard) Grade : RM
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Express Grade : EX
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Major shopping site excel form : You may proceed with bulk upload using the excel template from the E-commerce Platform without any modification.
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Use my excel form : You may proceed with bulk upload easily using your own customized excel template.
3.
Click the [Select File] button to select the Excel file on your PC.
4.
When an order is entered in the grid, click the [Register Orders] button to proceed with registration. If there are a lot of orders, there will be a waiting time, so please be patient.
If you use a major shopping mall Excel form or your own Excel form to register an order,
Please first select which Excel format you want to use and then upload the file.
5.
After order registration is complete, check the results, and if there are any failed orders, correct them and register again. Please check the “Details” column for the reason for the failure.
6.
If you would like to create a fulfillment order, enter the SKU No. in the Smartship Excel form. In this column, you must enter the SKU number starting with 7 or 9 created by Smartship.
3-3. Automatic registration using sales site API
You can easily register your order through shopping mall API integration.
For order registration method, please check the linkage guide for each site.
3-4. Register using Open API
If you have your own development team, you can register Smartship orders through Open API.
Check my API Key
You can check Cust No and API Key in the menu below.
Path: Support & Tools> API Info
4. Order processing
The order processing process in Smartship varies depending on the order type.
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Smart Shipping order
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QX Fulfillment Center (QFC) order
A smart shipping order is when the seller directly handles everything from product picking to packaging. If the seller hands over the packaged boxes to Qxpress, they will be responsible for subsequent shipping to the customer.
On the other hand, QFC order is an order type in which, once the seller’s order is confirmed, the Qxpress fulfillment center handles everything from product picking, packaging, and waybill printing.
The process according to order type is as follows.
4-1. Smart Shipping
The process for a smart shipping order is as follows:
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Confirm Order (Only API link order )
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Please process orders quickly to prevent buyer cancellation.
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If you confirm your order on Smartship, the sales site order status will be updated.
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Please check the orders in the New Order (Not Confirmed) status and select the order you want to confirm.
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After selecting the order, click the [Confirm Order] button, and the status of the order will change to “To be Shipped”.
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Print packing label or waybill
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Please print an waybill or packing label for packaging.
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Smartship 2.0 provides waybill or packing label printing in a separate menu.
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Please refer to the page below for guidance on printing waybill or packing labels.
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Orders with printed waybill or packing labels will be changed to “Ready To Ship” status.
Additional Guide
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Request pickup
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Please hand over orders that have completed packaging to the QX Fulfillment Center.
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If the departure country is KR, SG, IN, you can conveniently ship using the pickup service provided by Qxpress.
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Please refer to the page below for pickup application guide.
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Orders received from the Qxpress warehouse are no longer visible in order management and can be viewed in the delivery status menu.
4-2. QX fulfillment center (QFC) Order
For QX fulfillment center (QFC) shipping orders, orders can be processed in the following flow.
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Confirm order (API-linked order only)
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Please process orders quickly to prevent buyer cancellation.
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If you confirm your order on Smart Ship, the sales site order status will be updated.
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Please check the orders in the New Order (Not Confirmed) status and select the order you want to confirm.
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After selecting the order, click the [Confirm Order] button, and the status of the order will change to “To be Assigned”.
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Assign to Qxpress Fulfillment
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Once order confirmation is complete, please click [Assign to Qxpress Fulfillment] button.
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If you select the order and press the [Assing to Qxpress Fulfillment] button, a work request will be sent to the fulfillment center, and the order status will change to “Picking & Packing‘’.
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Even if you click the [Assign to Qxpress Fulfillment] button, there is a time lag of approximately 10 to 20 minutes before it is actually sent to the warehouse.
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Orders for which assign to qxpress fulfillment has been completed can no longer be modified.
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If modifications are necessary, cancel the shipment, modify the order, and then click the [Assign to Qxpress Fulfillment] button again.
5. Other functions
5-1. Process combine / split orders
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Combine Orders
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If two or more orders with the same recipient name, mobile phone number, and recipient address are found at the time of Excel or API integration, Smartship determines that they are the same recipient and processes combine orders.
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If you would like to combine packaging for orders that have not been automatically combined, select the order and then click [Combine Orders].
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Split Order
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If the items are automatically packaged together or require split shipment, try separating the bundles through order separation. You can separate tied orders using the [Split Order] button.
5-2. Select a transport mode for overseas shipping orders
The default setting for Qxpress overseas shipping section is air transportation. However, if you would like to choose a slightly cheaper shipping rate, consider sea shipping.
Qxpress operates maritime transportation routes for specific sections, and sellers can choose their own transportation method.
Sections available for sea transportation (as of July 2023)
From China to Korea (CN-KR), from Japan to Korea (JP-KR)
However, due to the nature of the product, shipping by air or sea may not be possible. Please note that in this case, your shipment may be changed and shipped using a method other than the method of transportation you selected.
1.
Select the order for which you want to specify a transportation method from the order list in the order management menu and press the [Transport Mode] button.
2.
Select a transport mode in the pop-up page and click the [Apply] button to complete.
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However, there will be no change if the departure/arrival section is not capable of sea transportation.
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QFC orders can only be set before work begins at the Qxpress Fulfillment Center.
(New Orders ~ To be Assigned)
3.
For orders with a set transport mode, the selected transport mode is displayed in the lower left corner when printing the packing label.
How to set up transport mode when registering a new order
5-3. Directly specifying a shipping center for QFC orders
1.
After selecting the order for which you want to assign a QFC shipping center, click the [QFC Assign] button.
2.
In the pop-up page, select the center where you want to instruct the work, and then click the [Apply] button.
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If the departure country saved in the order is different from the country of the selected warehouse, it will not be specified.