How to prepare an international order with Smart Send?

Once your orders start appearing in Smart Send you can then begin to prepare them. In this guide we’ll cover: 

 

Dashboard

To help you understand the status of your orders we have a variation of tabs at the top. These tabs include: 

  • View All - All orders that have been imported from your sales channel.
  • Ready - Orders in here are ready for you to send.
  • Not Ready - Orders in need attending to.
  • Saved for Later - Orders you have chosen to save for later
  • Group Items - Orders which have the same address will be in here so you can easily group them into as many parcels as required. 

 

Choosing a Service

When you're ready, you will need to apply a service to your orders. To do this simply click on 'Please choose a service' within the Service/Courier column.

 

When a service is chosen you will see the name, logo and price. If you need to change the service, click on the logo or hover over the area and click 'Edit'.

 

To apply a service to multiple orders, use the checkboxes to the left of each order, to select the ones you need. The task bar will appear at the bottom of the page where you can the click on 'Choose a Service'.

 

    Tip: Applying a service to more than one order

When changing the service on multiple orders, you will need to check the 'Apply service to all selected items' box which sits at the top of the quotes. If you do not check this box then Smart Send will not override any current setting.

 

Editing Parcel Weight and Dimensions

Under the Parcel Details column, you should see the weight and dimensions. This information has been pulled in from your sales channel. To make amendments you can click on this section.

 

The panel displayed will allow you to amend the weight and dimensions. Within this you can also amend the quantity and the value. If your parcel is being delivered internationally, you will need to provide a tariff code in this section.

 

To get the most accurate quote we always recommend that our customers enter the full dimensions. Under-declaring either the weight and/or dimensions may lead to additional surcharges from our couriers.

 

Editing a Delivery Address

To edit any delivery details, click on the recipients name and address within the 'Customer Address' column. By default you will see the recipient name, postcode and country of delivery. 

 

The panel displayed will allow you to amend the name and address as well as the contact phone number and email address. On some services chosen, you may be able to leave delivery instructions. 

 

Couriers require a phone number and/or email address for the recipient. Customs may need to contact the recipient as part of the clearence process. There are three ways you can add contact details:

  1. Manually fill in these details.
  2. Use our Bulk Actions. Find out how by clicking here.
  3. Set up a rule using Rule Manager. Find out how by clicking here.

 

Our recommendation would be to create a rule. This will save you a lot of time as the Rule Manager, once the rule has been created, will automatically fill in any missing information. 

 

Customs Details

Sending a parcel outside the UK requires a customs declaration. To complete your customs declaration you can click on 'Customs Details' under the 'Service / Courier' column, or you can click 'Fix Items' at the bottom of the page. 

The panel displayed will allow you to fill in your customs declaration. The following information is required. 

Once you have completed the customs details, click 'Save'.

 

Customs Information

 

Reason for export

The reason for export is key, since it affects how much VAT can be applied to your shipment. Due to exporting permits and whether a broker is needed. Not all couriers are able to export for all purposes. During the booking process you’ll only be offered the export reasons available for our current service providers. Below is a breakdown of each available reason:

 

All couriers:

  • Gift: for items being sent by one private individual to another, which are in no way consigned to a business.

  • Sold: for goods that have been sold.

Parcelforce, Landmark, FedEx, Evri International, Royal Mail, Canada Post:

  • Not sold: for shipments containing brand new personal belongings.

  • Sample: for items that have been sent that aren't suitable for sale and are to be used with the view of soliciting a future sale.

Landmark, FedEx, Evri International, Royal Mail, Canada Post:

  • Repair: for sending goods to be repaired, or after having repaired them you are now shipping them back to the customer.

Landmark, TNT, FedEx, Evri International, Royal Mail, Canada Post:

  • Return: for goods that have previously been shipped but are now being returned to its original destination.

Parcelforce, Landmark, TNT, Evri International, Royal Mail, Canada Post:

  • Personal Effects: for any shipment containing personal items, most often baggage or household goods that individuals will have delivered when moving house.

Landmark, TNT, FedEx, Evri International, Royal Mail, Global Packet, Canada Post:

  • Intra company transfer: for any shipments being sent within the same company in different countries.

Landmark, TNT, FedEx, Evri International, Royal Mail, Global Packet, Canada Post:

  • Temporary Export: for any shipments that will stay in the destination country for a short period of time (6 months or less).

Only for EU destinations on Parcelforce, Landmark, TNT, FedEx, Evri International, Royal Mail, Canada Post:

  • Documents: for parcels that include documents or paperwork of any kind.

 

Tax and Duties

As of July 1st 2021 you will need to tell us how the tax (if applicable) is to be applied. This is covered in 'Sender Details' and 'Reciient Details'.

 

Sender Details

 

VAT Status

Selecting a VAT status is simply based on your circumstances.

 

  • Personal Individual - Individuals shipping for private reason, not business or commercial.
  • Company VAT Registered - If you are sending for business or commercial purposes and are VAT registered. 
  • Company Non VAT Registered - If you are sending for business or commercial purposes and are not VAT registered. 

 

Recipient Details

 

VAT Status

Selecting a VAT status is simply based on the recipients circumstances.

 

  • Personal Individual - Recipient of a personal or private shipment, not business or commercial.
  • Company VAT Registered - If you are sending for business or commercial purposes and are VAT registered. 

 

Items in your parcel must have the correct Tariff codes. To add/amend these codes, go to the 'Contents' tab at the top of the panel.

 

To learn more about sending parcels internationally visit our International Shipping Hub.

 

Saving orders for later and deleting orders

To delay sending any orders, you can choose to 'Save For Later'. Saving an order for later will add this to the 'Save For Later' tab, at the top of the page.

 

If you need to delete any orders, simply check the box next to each of the required ones. The task bar will appear at the bottom of the page with an option for you to delete. Go ahead and click on this. Any orders that are deleted can be restored at a later date.

 

To find out more about deleting and restoring orders click here.

 

Grouping orders

If some of your orders are being delivered to the same address, we have an option for you to group these together. Simply go to the 'Group Orders' tab at the top of the page. In her you will be able to select the orders you want to group together. As well as grouping them into one box, you can also use the option to place these orders into multiple boxes. For example, if one of your customers has ordered four items, you could potentially group these items into two boxes. 

When you have completed the grouping of your orders, make sure you check the weight and dimensions. By default, Smart Advisor can calculate the weight for you, however, the dimensions will need to be reviewed. Make sure these details are correct to avoid any additional charges by the couriers. 

 

To find out more about grouping and splitting orders click here.

 

Extras

Preparation Checklist 

Once you've managed your orders you can now prepare to book. Before booking we always recommend that you check the following are correct:

 

  • Weight and dimensions of the parcel.
  •  
  • Under-declaring the weight and/or size could result in additional surcharges by the courier
  •  
  • Customs information, including tariff codes
  •  
  • Excluding any relevant information such as parcel contents and tariff codes could result in delays at customs
  •  
  • Relevant protection
  •  
  • Depending on your business needs, you may want to protect your parcel from any loss or damage.

 

Adding additional features

 

Parcel Protection

Covers the cost of your order in the event it is lost or damaged. Terms and conditions.

 

Delivery Guarantee

All full refund of your carriage if your parcel is not delivered by a specified date. this date will be dependent on the service type and when the parcel is collected or dropped off. 

 

Proof of Delivery

Guarantee your parcel has been received by adding a signature to your delivery.

 

Print in Store

No printer, no problem, some of our couriers offer to print the label for you. Find out more.

 


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