Order Processing - Pharmagroup

Below you will find further details on processing order for Group Companies (Pharmavet & Pharma-Nutrition)

1. Order is received 
   1. By phone and should be put on a PV/PN order form 
   2. By email 
      1. Email should arrive in via orders@pharmavet or order@pharmanutrition
      2. The above emails will be received into Zendesk and allocated to the ordering team, Zendesk will also respond to the customer providing their unique order processing reference number (this is the Zendesk ticket number)
      3. If you are processing these orders please allocate them to yourself (note, allocate them by selecting Ordering Team and your name, not through the 'take it' shortcut) 
      4. Submit the ticket as Open 
2. Print the order and place it in the 'Orders to be processed' tray
3. All order in the 'Orders to be processed' tray should be entered onto the Linnworks system 
4. Once the order is submitted
   1. Linnworks order number should be noted on the order sheet 
   2. Linnworks order number should be entered onto the order number section on the Zendesk ticket 
5. The Zendesk ticket can then be
   1. Updated with any shortages on the customer order with details of when the stock will be available again (see updating Zendesk ticket for further details), or
   2. If all order is complete, submit the ticket as 'Solved'
6. The order should then be placed in the 'Open orders' tray 
7. Once the order has been marked as dispatched from the warehouse, Linnworks will generate a dispatch email and send it to the customer email address (the address in the shipping address), it will also cc oreder@ email address in. 
8. A invoice should be printed for all processed order emails that are received, the printed invoice should then be stapled in front of the order sheet and placed in the 'in progress' tray 
9. Once a week, match the 'in progress' orders to their invoice on Sage:
   1. Check the name and address 
   2. Check the account reference 
   3. Check the total invoice amount 
   4. Note the sage invoice number on the Linnworks invoice 
10. For all unsent invoices, highlight all invoices for the same supplier and email the invoice to the customer
11. Place the order paperwork in the 'To be filed' tracy 
12. At the month end
    1. Print an A4 cover page for all orders and invoices for that month
    2. File them in the relevant archive box