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A warm welcome from byrd, your partner for e-commerce logistics! In order to move your e-commerce fulfillment to byrd as smoothly as possible, we have compiled this guide for you, in which the onboarding steps are described in detail. If you have any further questions during the onboarding process, you can contact your onboarding team at [email protected] at any time. Here is an overview of the steps from account setup to creating your first shipment, further details are in the instructions. Click on the step of your choice to navigate to the respective section.
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1. SET UP YOUR ACCOUNT We have already created an account for the byrd customer dashboard for you. To log in, please visit https://app.getbyrd.com/login and log in with the email address and password from your welcome email. Please make sure that you change the password directly after the first login by clicking on the profile in the upper right corner, in the point "User profile". Then you can start setting up your account: ▪ User profile
Here you can adapt your account information if necessary. ▪ Company profile
Under this menu item information needs to be indicated, which is necessary for billing. Especially the VAT number and the corresponding company name as well as the billing address are important.
▪ Payment details Choose credit card or SEPA as your preferred mean of payment and provide the missing information.
▪ Shop connections This feature is explained in detail in the next section.
▪ Settings Here you can set whether the recipient should automatically receive a tracking email from byrd when their shipment is sent. This is independent of the retransmission of the tracking information to your webshop. If you have already activated the sending of tracking emails from your webshop, we recommend deactivating this option in order to avoid multiple emails.
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2. SET UP WEBSHOP CONNECTION Most of our customers use one of our existing shop integrations for shipment transmission. Click on the logo of your shop system tol find instructions on how to connect your online shop within a few clicks. In addition, there is also a short video for most integrations to explain them.
In case you want to use our CSV Uploader or the byrd API to transfer your data, you can find the corresponding instructions here:
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3. ADD YOUR PRODUCTS Another important step to outsource your complete logistics is to create products in your byrd account. This has to be completed before the first delivery to one of the warehouses, otherwise it cannot be processed in our system. The creation of the products in your inventory works as follows:
▪ Go to the menu item Inventory in the left menu bar in your dashboard and then click on the button New Product in the upper right corner.
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▪ Now fill in all the required information for the respective product (see screenshot on the previous page):
▪ Product name
▪ SKU: Make sure that the same SKU name is entered as in your shop system. The information about which products are to be shipped in an order is always matched according to the SKU.
▪ Track Lot & Expiry: If you have products with expiry dates or products that come from
different production batches which should be tracked, choose “Yes”. Otherwise choose “No”.
▪ Track Organic: Activate this option if you sell organic products. This will ensure that all required documents (e.g. delivery notes) are collected by us and that all standards for organic certification will be met in order to guarantee full transparency.
▪ UPC/EAN (Barcode): Scannable code on your product. If your products have this code, we can scan it during picking and packing and better ensure that the right product is included in the order. In many cases the EAN code is the same as the article number or SKU number.
▪ Country of Origin: This information is required if you are shipping internationally and need to clear shipments through customs. You will not be able to release international shipments without this information.
▪ Customs Tariff Number: Necessary for the customs clearance of your international shipments so that they can be successfully delivered. You will not be able to release international shipments without this information.
▪ Reorder Point: Specify the stock level for which a subsequent delivery of the respective product should be requested. To activate this function, please contact your Onboarding Team.
▪ Net Value: This information is required in case of customs clearance and insurance in the warehouse, but also for possible claims for damages in case a shipment is lost or damaged on the way of delivery.
Please note that the more information you provide, the fewer error messages there will be when processing and delivering your shipments.
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Create product bundles You have the possibility to create a new bundle from the list of already created products. In order to create a new bundle, you have to name that bundle as a new product and add products inside the bundle by activating the toggle. By doing so, a drop down and amount box will appear, where you can select the product and amount which will go inside the bundle.
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4. SEND INVENTORY Send us the products you sell online so that we can send them to your customers.
▪ Deadlines First-time deliveries must be announced one week in advance so that the logistics team in the warehouse can plan capacities accordingly and ensure a fast and smooth integration of the goods into the system.. Subsequent deliveries can be announced three days in advance. ATTENTION: Deliveries that include new products (products that were not previously in stock) must also be announced one week in advance.
▪ Send inventory For announcing your inventory you have 2 possibilities available:
▪ Fill in the form in the dashboard ▪ Upload a CSV file (advantageous for bulk deliveries)
Please find the step by step instructions for both possibilities on the next page.
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Fill in the form in the dashboard:
(step 1) ▪ Select products: Select the corresponding products from the drop-down list. Add additional
products by clicking on the "+" sign to the right of the box Code (3.).
(step 2) ▪ Quantity: Indicate how many items of one product will be sent.
(step 3)
▪ Box Code: Add a box code so that the products in the delivered boxes can be allocated more efficiently in the warehouse. This allows you to start shipping orders faster. (The box code can be a random number that is visible on the box, e.g. boxe 142446 contains product “A”)
(step 4)
▪ Delivery mode: Choose whether the delivery is arriving on pallets and/or in parcels and in what quantity. Please note that single-item deliveries can be inbounded more quickly in the warehouse than heterogeneous deliveries. In addition, additional costs are incurred for the latter, as stated in the contract.
(step 5)
▪ Delivery date: Please indicate as precisely as possible when your delivery is expected to arrive at the warehouse so that the team can prepare for it in the best possible way.
(step 6)
▪ Courier: Tell us which logistics provider will deliver the pallet(s) and add the tracking number of the pallet(s) to improve transparency and prevent complications. If you increase the number of pallets or packages in point 4, you can enter a tracking number for each pallet or package.
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Upload CSV File: Announcing large shipments is easier with the CSV Uploader. Either click the Upload button or drag and drop a file into the products section to get started. The format must contain the fields: "SKU", "Amount" and "BoxCode". Here you can download a sample file. Tracking: Once you have entered all your products and pallets/packages and confirmed the delivery, you can track the status of your deliveries at any time in your account. In order to do this, simply go to the sub-item in the menu bar on the left called Deliveries.
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▪ IMPORTANT: Please make sure that each delivery is accompanied by a delivery note containing information about SKUs, product names and quantity. A template for the delivery note can be found here. In addition, each delivery requires a special reference number, which must be included in your dashboard. This can be found under point 4 "Delivery” (see screenshot). When filling in the delivery note, please pay particular attention to the following points:
▪ Sender information ▪ Recipient information ▪ Delivery note number (=”Referenznummer”) ▪ Product designation & details
Optionally, an invoice can be stored instead of a delivery note. In this case, the invoice number is entered in the "Reference number" field.
▪ Inventory status
As soon as the inventory has been successfully delivered and inbouned in the warehouse, you can check your inventory at any time in the left menu bar under the item Products in the main menu item Inventory. Here you can also set products that you are currently not actively selling to "inactive" in order to keep a better overview. By clicking on the switch bar, you can reactivate products with one click.
Explanation of the different stock levels
▪ Physical warehouse stock: The number of products that are currently physically in stock. ▪ Reserved stock (in brackets): The number of products that are reserved because they are needed
for processing orders already received in the online store
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5. START SHIPPING If you want to ship with byrd, you need to first add shipments to our system. There are 3 different ways to enter a shipment into our system. In this manual we will explain how to create a shipment with a shop connection. In our FAQs you will learn how to create shipments manually or how to upload a CSV file. Before you can import shipments from your shop, you must connect your shop to our software as described in the point 3 above. As soon as the connection is established, you can automatically send shipments from your shop with us. Note: For customers who use Shopify, the process has been simplified and the following steps are only partially valid. For more information please contact the Onboarding Team.
▪ Import shipments To import shipments from your online shop, go to Create Shipment in the left menu bar and then select the Shop Import tab. Then a form will appear which shows your open orders. This can take a few seconds as the data is directly imported from your shop. Simply tick the items you want to send with us and click "Import". You can also have your shipments from your online shop automatically imported into your byrd account, which allows you to skip this step. To do this, please contact your onboarding team.
▪ Release shipments As soon as the shipments have been imported from your online shop, they will be displayed under the Shipments in the Created tab. In order to process those shipments, you must release them. To do this, simply select the respective shipments and then click on the Release / Freigeben button. Now the shipments are visible in the warehouse and they can start fulfilling.
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Similar to the shop import, you can also automate this step and request "auto release" of your orders to the warehouse.. Please contact your Onboarding Team so that this feature can be activated for you.
▪ Tracking Once your shipments have been released, you can track them whenever you want. From warehouse processing to final delivery to the end customer.
▪ Export reports Transparency is our top priority and our goal is to give you an insight into your logistics at all times so that you can optimize it. For this reason, we give you the possibility to download your inventory and your shipment overview whenever you want with just one click.
▪ Inventory Export This report shows the inventory stock levels at the specific time of your request. Simply go to the menu item Inventory in the left menu bar and then click on the button Download Inventory in the upper right corner of your dashboard.
▪ Shipment-Export Go to Shipments → Export Report in the left menu bar and select a time window of your choice to get a detailed report of all your shipments in that time window. Download the CSV file by clicking the Export button.
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ADDITIONAL INFORMATION Support Portal Further information and instructions about our services can be found on our FAQs page. You will also find a login button in the upper right corner which you can use to log in to your support portal. Here you can create, view and manage tickets. More information about using the support portal can be found here. If you have any other questions, please feel free to contact us via e-mail, or reach out to your onboarding team. We’re looking forward to a great collaboration! Your byrd team
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