Packing & Shipping - Standard Operating Procedure¶

Complete step-by-step guide to packing orders and creating shipments.

Before You Start¶

Complete these checks before packing and shipping:

• Order has been picked and staged
• All items are available in staging area
• Packing materials are stocked (boxes, tape, labels)
• Shipping scale and printer are ready
• Know customer shipping preferences
• Understand any special handling requirements

Step 1: Retrieve Picked Order¶

Locate Order in Staging¶

On Mobile: 1. Open Zora Tech app 2. Tap Orders or Packing from menu 3. View Ready to Pack queue 4. Tap order to begin packing

On Desktop: 1. Navigate to Orders from sidebar 2. Filter by status: "Ready to Pack" or "Picked" 3. Click order to open details

Verify Order Details¶

Before packing, review:

• Customer name and shipping address
• Items and quantities in order
• Special instructions (gift wrap, fragile, etc.)
• Shipping method selected
• Packing requirements (signature, insurance)

Step 2: Verify Items¶

Scan to Verify¶

For each item in the order:

1. Scan product barcode
2. System confirms item matches order
3. Visual check for:
4. Correct product
5. Proper quantity
6. Good condition (no damage)
7. Serial/lot numbers if applicable

Handle Serial-Tracked Items¶

For products with serial numbers:

1. Scan product barcode
2. Scan each serial number individually
3. System validates serials match order
4. Ensures correct specific items are shipped

Discrepancy Handling¶

If item is wrong or missing:

1. Do not pack the order
2. Note the discrepancy
3. Return order to picking queue
4. Notify supervisor
5. Create exception report

If item is damaged:

1. Set damaged item aside
2. Note damage in system
3. Request replacement from inventory
4. Update order if needed

Step 3: Select Packaging¶

Choose Appropriate Box/Container¶

Consider: - Item size - Fits comfortably with protection - Item weight - Box can support weight - Fragility - Extra protection needed - Shipping method - Carrier requirements - Quantity - Single or multiple boxes

Packaging Best Practices¶

Box Selection: - ✅ Use smallest box that fits safely - ✅ Leave room for cushioning material - ✅ Ensure box is in good condition - ✅ Consider dimensional weight for shipping cost

Cushioning: - Bubble wrap for fragile items - Packing peanuts or air pillows for voids - Paper padding for lighter items - Foam inserts for electronics

Multi-Box Shipments¶

If order requires multiple boxes:

1. Note "Box 1 of 3", "Box 2 of 3", etc.
2. Distribute items logically
3. Balance weight across boxes
4. Include packing slip in Box 1

Step 4: Pack the Order¶

Packing Sequence¶

1. Prepare box - Assemble and reinforce if needed

2. Add cushioning - Bottom layer protection

3. Place items systematically:

4. Heaviest items on bottom
5. Fragile items on top
6. Fill voids to prevent shifting

7. Nestle items together safely

8. Add packing slip - Include in box (usually Box 1)

9. Final cushioning - Top layer protection

10. Close and seal - Quality tape on all seams

Quality Checks¶

Before sealing completely:

• All items from order included
• Items secure and won't shift
• Fragile items properly protected
• Packing slip included
• No extra/wrong items in box
• Special instructions followed

Step 5: Weigh and Measure¶

Obtain Dimensions¶

Measure the packed box:

1. Length - Longest side
2. Width - Second longest side
3. Height - Shortest side

Record in system (usually automatic with integration)

Weigh Package¶

1. Place box on scale
2. Record actual weight
3. System may calculate:
4. Actual weight
5. Dimensional weight (length × width × height ÷ 166)
6. Billable weight (higher of the two)

Step 6: Generate Shipping Label¶

Select Carrier and Service¶

Carrier Options: - USPS (First Class, Priority, etc.) - UPS (Ground, 2-Day, Next Day) - FedEx (Ground, Express, etc.) - Other configured carriers

Service Level Selection:

Based on: - Customer selected shipping method - Delivery timeline required - Package weight and dimensions - Shipping cost

Create Shipment¶

1. Review shipping address (auto-filled from order)
2. Confirm package weight and dimensions
3. Select carrier and service level
4. Add any special services:
5. Signature required
6. Insurance
7. Saturday delivery

8. Hold at location

9. Generate label

Print Shipping Label¶

1. Label generates automatically
2. Print to label printer or regular printer
3. Verify label prints clearly
4. Check address is correct and complete

Step 7: Affix Label and Finalize¶

Apply Shipping Label¶

1. Affix label securely to box
2. On top or side (not seam)
3. Flat and wrinkle-free
4. Fully visible

5. Not covering other labels

6. Cover with clear tape (if using paper label)

7. Protects from moisture

8. Prevents tearing

9. Remove old labels from reused boxes

Add Required Labels¶

Additional labels may include: - Fragile - If applicable - This Side Up - Orientation arrows - Hazmat - If required - Handle with Care - Special items

Mark Order Complete¶

In system:

1. Tap "Mark as Shipped" or "Complete Packing"
2. System updates order status to "Shipped"
3. Tracking number saved to order
4. Customer notification sent (if enabled)
5. Inventory deallocated

Step 8: Move to Shipping Dock¶

Staging for Pickup¶

1. Place in carrier staging area
2. Separate by carrier (UPS, FedEx, USPS)
3. Group by service level if needed

4. Stack safely (heavy on bottom)

5. Scan for manifest (if required)

6. Some carriers require end-of-day manifest

7. Scan packages to add to manifest

8. Arrange carrier pickup

9. Schedule pickup if not regular route
10. Ensure packages ready by pickup time

End of Day Process¶

Daily closeout:

1. Create carrier manifest - List of all shipments
2. Print manifest - Give to carrier driver
3. Verify all packages scanned
4. Update system - Close out shipments

Special Handling¶

Fragile Items¶

Extra protection: - Double-box if very fragile - Bubble wrap generously - Mark "FRAGILE" clearly - Consider insurance - Use "Fragile" shipping service

Oversized/Heavy Items¶

Special considerations: - Reinforce box with extra tape - Use freight services if over weight limit - Consider pallet shipping - May require 2-person lift - Additional handling fees may apply

Temperature-Sensitive Items¶

Cold chain: - Use insulated packaging - Add ice packs or dry ice - Expedite shipping - Include temperature indicator - Ship early in week

High-Value Items¶

Security measures: - Require signature on delivery - Add insurance - Use discreet packaging (no branding) - Consider adult signature - Track closely

Common Scenarios¶

Scenario 1: Gift Order¶

Special handling:

1. Include gift receipt (no prices)
2. Add gift wrap if requested
3. Include gift message card
4. Pack with extra care
5. Mark as gift in system

Scenario 2: Multiple Boxes¶

For orders requiring 2+ boxes:

1. Pack items logically across boxes
2. Label each: "Box 1 of 3", "Box 2 of 3", etc.
3. Create separate label for each box
4. Note box count in system
5. Keep boxes together for pickup

Scenario 3: Customer Pickup¶

Will-call orders:

1. Complete packing as normal
2. Do NOT create shipping label
3. Mark order: "Ready for Pickup"
4. Move to customer pickup area
5. Notify customer order is ready

Scenario 4: International Shipping¶

Additional requirements:

1. Complete customs form
2. Include commercial invoice
3. Declare value and contents
4. Check restricted items
5. Use appropriate carrier
6. Customer may pay duties/taxes

Troubleshooting¶

Label Won't Print¶

Solutions: - Check printer connection and power - Verify label loaded correctly - Restart label printer - Try different browser/device - Print to PDF as backup

Wrong Shipping Address¶

Solutions: - Before label printed: Correct in system - After label printed: Void label, correct address, reprint - After shipment: Contact carrier to intercept

Package Too Heavy¶

Solutions: - Split into multiple boxes - Use freight carrier - Repack to reduce weight (less cushioning) - Contact customer about additional shipping cost

Tracking Number Not Generating¶

Solutions: - Check carrier integration status - Verify internet connection - Retry label generation - Contact support if persists - Manual tracking number entry (last resort)

Best Practices¶

Packing Quality¶

• ✅ Test box strength - Ensure can support weight
• ✅ Secure all items - Nothing should shift
• ✅ Protect corners - Extra padding on corners
• ✅ Seal thoroughly - Quality tape on all seams
• ✅ Professional appearance - Clean, neat packaging

Efficiency¶

• ✅ Organize packing area - Materials within reach
• ✅ Pre-assemble boxes - Have boxes ready
• ✅ Batch similar orders - Pack multiple similar orders together
• ✅ Use packing templates - Standard packing for common products
• ✅ Keep workspace clean - Prevents errors

Cost Control¶

• ✅ Right-size boxes - Avoid oversized packaging
• ✅ Minimize weight - Use lighter cushioning when possible
• ✅ Compare rates - Use rate shopping
• ✅ Reuse materials - Boxes, bubble wrap when appropriate
• ✅ Track costs - Monitor shipping expense trends

Packing Performance Metrics¶

Key Performance Indicators¶

Pack Rate: - Target: 20-40 orders per hour (varies by complexity) - Measure: Orders packed ÷ Hours worked

Packing Accuracy: - Target: 99.5%+ accuracy - Measure: Correct shipments ÷ Total shipments

Damage Rate: - Target: < 0.5% damaged in transit - Measure: Damaged shipments ÷ Total shipments

Cost per Shipment: - Target: Minimize while maintaining quality - Measure: Total shipping costs ÷ Shipments

Related Guides¶

• Order Processing - Complete order workflow
• Shipping & Logistics - Shipping guide
• Carrier Management - Carrier setup
• Mobile Workflows - Mobile packing

Need Help?¶

Standard Operating Procedure | Last Updated: January 2025