Shipping Guide

ORDER PREPARATION – INTERNATIONAL DELIVERY

ORDER PREPARATION – DOMESTIC DELIVERY

ORDER PREPARATION – SELF COLLECTION



ORDER PREPARATION – DOMESTIC DELIVERY

Upon Buyer purchase, seller will have to pack the items and create shipping doc(s) on the Exstock system.

ROLES

  • Seller

  • Buyer

  • Logistic Officer (Exstock)

  • Logistic Officer (NNR)



SELLER RESPONSE TO NEW ORDERS



Notifications

Sellers will receive notifications (dashboard and email) once new orders have been placed. New order notifications are listed in “My Notifications” => “Orders & RFQ” page



Order overview

  1. All orders are listed under “My Orders” => “Orders” page



Tabs:

  • In-Progress
    All unfulfilled orders (delivery not completed) are listed here

  • Completed
    Fulfilled (or closed) orders are listed here

Actions:

  • Print e-invoice
    Click on e-invoice link, to print/ download invoice in PDF format

  • Print order
    Click on “Print Order” link to print out order

  • Specify “Schedule Shipping Date”
    Seller MUST specify a schedule shipping date before proceeding to shipment arrangement process

  • Refund
    Seller is able to click ‘Refund’ only for the reason that the product has changed its pickup address. If insufficient stock, seller must message buyer to file a refund.

Schedule Shipping Date must be specified before seller is allowed to proceed any further



BUYER’S ORDER VIEW

Once schedule shipping date is updated, the order status in BUYER’S SHIPMENT VIEW will become “Order processing Shipment Scheduled”

ARRANGE SHIPMENT

There are 4 Steps:

  1. Repacking (optional)

  2. Create Shipping Document

  3. Ready for Request to Pickup

  4. Ready for Pickup



REPACKING

  1. Seller can repack multiple items into a single package for easier shipping.

  1. To repack, click on “Create Shipping Doc” link of the order in “My Orders” => “In-Progress” page.

  2. Under order detail page, click on “Repack” button.

  1. Select the product to repack, and specify Length (L), Width(B), Height(H) and Gross Weight for the newly repacked package (Dimensional Weight will be calculated automatically)

  2. Click on “Create Package” to finish repacking

For domestic delivery, the dimension of each package must follow restrictions below:

  • Gross Weight must not exceed 500kg

  • Dimensional Weight = (Length x Width x Height)/5000 must not exceed 500kg



CREATE SHIPPING DOC.

  1. In order detail view, click on “Create Shipping Document” button to create shipping document.

  2. On the next page, which is the order detail view, click on “Create Shipping Document” at the bottom of the page to create shipping document.

  1. Fields marked with * must be specified.

  2. Pick-up Address will be the address that the shipment is residing

  3. Have to tick to add package.

  • Change of pickup country is prohibited

  • For pickup address in Singapore/ China/ USA, change of pickup postal zip code is not allowed

  • If seller MUST change the pickup country, the order will be called off and seller is responsible to initiate a refund for the order

  • For domestic delivery, the dimension of each package must follow restrictions below:

  • Gross Weight must not exceed 500kg

  • Dimensional Weight = (Length x Width x Height)/5000 must not exceed 500kg



  1. After shipping document has been successfully created, the order status becomes “Shipping Doc. Created”





BUYER’S SHIPMENT VIEW

Once shipping document is created, buyer will be able to see the shipment details under “Shipments” tab in “My Orders” page



SHIPMENT MANAGEMENT

All created shipping documents are listed under “My Orders” => “Shipments” page

Tabs:

  • In Progress
    All ongoing delivered shipments are listed here

  • Delivered
    All delivered (POD signed/ updated) shipments are listed here

Actions:

  • Request for Shipping

  • Print Shipping e-invoice

  • Print Packing List

  • Edit Shipping Documents



PRINT SHIPPING E-INVOICE/ PACKING LIST

To print out shipping e-invoice/ packing list, user has to specify the letterhead settings. When “Print Shipping e-invoice” or “Print Packing List” is click, a table will be displayed for user to specify letterhead settings:

USING OWN LETTERHEAD

If seller is using his own letterhead, tick “I am using my own letterhead” option, and specify the TOP MARGIN of the printout (in CM)



USING EXSTOCK FORMAT



To use Exstock format of shipping e-invoice/ packing list, seller must specify information to be printed in letterhead section (data is auto-filled in according to seller’s profile details).

Fields:

  1. Company Name
    Registered company name (not editable)

  2. Company Address Line 1/ Company Address Line 2/ Country/ State/ City/ Postal Code
    Company address

  3. Contact Number
    Company contact number

  4. Company Fax
    Company fax number

  5. Company Website
    Company website URL

  6. Company Email
    Company email address

  7. Company Reg. No.
    Company register number



ARRANGE COLLECTION

For domestic delivery, after shipping document is created, seller is able to inform Logistic Officer (Exstock) for shipping company assignment by clicking on “Ready to Pickup”

After “Ready To Pickup” button is clicked, status for the shipment will change to “Pending Pickup”



ORDER PREPARATION – INTERNATIONAL DELIVERY

Upon Buyer purchase, seller will have to pack the items and create shipping doc(s) on the Exstock system.

ROLES

  • Seller

  • Buyer

  • Logistic Officer (NNR)



SELLER RESPONSE TO NEW ORDERS

NOTIFICATIONS

Sellers will receive notifications (dashboard and email) once new orders have been placed. New order notifications are listed in “My Notifications” => “Orders & RFQ” page

ORDER OVERVIEW

All orders are listed under “My Orders” => “Orders” page

Tabs:

  • In-Progress
    All unfulfilled orders (delivery not completed) are listed here

  • Completed
    Fulfilled (or closed) orders are listed here

Actions:

  • Print e-invoice:
    Click on e-invoice link, to print/ download invoice in PDF format

  • Print order
    Click on “Print Order” link to print out order

  • Specify “Schedule Shipping Date”
    Seller MUST specify a schedule shipping date before proceeding to shipment arrangement process

  • Refund
    Seller is able to click ‘Refund’ only for the reason that the product has changed its pickup address. If insufficient stock, seller must message buyer to file a refund.

  • Schedule Shipping Date must be specified before seller is allowed to proceed any further




BUYER’S SHIPMENT VIEW

Once schedule shipping date is updated, the order status in BUYER’S SHIPMENT VIEW will become “Order processing Shipment Scheduled”

ARRANGE SHIPPING

Steps:

  1. Repacking

  2. Create Shipping Document

  3. Request for Shipping

  4. Ready to Pickup



REPACKING

  1. Seller can repack multiple items into a single package for easier shipping.

  1. To repack, click on “Create Shipping Doc” link of the order in “My Orders” => “In-Progress” page.



  1. Under order detail page, click on “Repack” button

  1. Select the product to repack, and specify Length(L), Width(B), Height(H) and Gross Weight for the package (Dimensional Weight will be calculated automatically)

  2. Click on “Create Package” to finish repacking

  • For international delivery, the dimension of each package must follow restrictions below:

    • Length x 2 x (Width + Height) must not exceed 762cm

    • Length must not exceed 302cm

    • Width must not exceed 178cm

    • Height must not exceed 178cm

    • Gross Weight must not exceed 1000kg

    • Dimensional Weight = (Length x Width x Height)/5000 must not exceed 1000kg






CREATE SHIPPING DOCUMENT

  1. To create shipping document, click on “Create Shipping Doc” link of the order in “My Orders” => “In Progress” page.

  2. On the next page, which is the order detail view, click on “Create Shipping Document” at the bottom of the page to create shipping document.

  1. Fields marked with * must be specified.

  2. Pick-up Address will be the address that the shipment is residing

  3. Have to tick to add package.

  • Change of pickup country is prohibited

  • For pickup address in Singapore/ China/ USA, change of pickup postal zip code is not allowed

  • If seller MUST change the pickup country, the order will be called off and seller is responsible to initiate a refund for the order



  • For international delivery, the dimension of each package must follow restrictions below:

    • Length x 2 x (Width + Height) must not exceed 762cm

    • Length must not exceed 302cm

    • Width must not exceed 178cm

    • Height must not exceed 178cm

    • Gross Weight must not exceed 1000kg

    • Dimensional Weight = (Length x Width x Height)/5000 must not exceed 1000kg




  1. After shipping document has been successfully created, the order status becomes “Shipping Doc. Created”





BUYER’S SHIPMENT VIEW

After seller has successfully created shipping document, the shipping document will be listed in “My Orders” => “Shipments” page



SHIPMENT MANAGEMENT

All created shipping documents are listed under “My Orders” => “Shipments” page

Tabs:

  1. In Progress
    All ongoing delivered shipments are listed here

  2. Delivered
    All delivered (POD signed/ updated) shipments are listed here


Actions:

  1. Request for Shipping

  2. Print Shippinig e-invoice

  3. Print Packing List

  4. Edit Shipping Documents

PRINT SHIPPING E-INVOICE/ PACKING LIST

To print out shipping e-invoice/ packing list, user has to specify the letterhead settings. When “Print Shipping e-invoice” or “Print Packing List” is click, a table will be displayed for user to specify letterhead settings:

Using own letterhead

If seller is using his own letterhead, tick “I am using my own letterhead” option, and specify the TOP MARGIN of the printout (in CM)



Using Exstock format

To use Exstock format of shipping e-invoice/ packing list, seller must specify information to be printed in letterhead section (data is auto-filled in according to seller’s profile details).

Fields:
  1. Company Name
    Registered company name (not editable)

  2. Company Address Line 1/ Company Address Line 2/ Country/ State/ City/ Postal Code
    Company address

  3. Contact Number
    Company contact number

  4. Company Fax
    Company fax number

  5. Company Website
    Company website URL

  6. Company Email
    Company email address

  7. Company Reg. No.
    Company register number



REQUEST FOR SHIPPING

When then shipment is ready to ship, click “Request for Shipping” button to initiate the shipping process.

After “Request for Shipping” has been confirmed by seller, the status of the shipment will change to “Shipping Request”

Seller should wait for AWB been uploaded by Logistics Officer (NNR) to proceed further.



BUYER’S SHIPMENT VIEW

Shipment status changed to “Shipping Requested”

Logistic Officer (NNR)’s view

Logistic Office (NNR) will receive notifications (dashboard and email) once seller confirmed “Request for Shipping”

Shipments “Request for Shipping” are listed in “Manage Shipments” => “Job Received” page



Tabs:

  1. Job Received

    • International Shipping
      Shipments that sellers have “Request for Shipping” and not processed

  2. Job Assigned

    • International Shipping
      Shipments that sellers clicked “Ready To Pickup” and not yet delivered

  3. Job In-Progress (not applicable to international shipping)

  4. Job Completed

    • All delivered shipments (domestic/ international)

To process international shipping jobs, click on “Download IN file” (a copy of IN is attached in the notification email) , register the shipment in FeDex system by uploading the IN file.

Once the registration is completed, upload the OUT file and AWB generated from FeDex system by clicking on “Upload Documents”

  • OUT file and AWB (multiple files) can be uploaded at the same time

  • OUT file and AWB are compulsory





PROCESS AWB

  1. Seller will receive notifications (dashboard and email) once Logistic Officer (NNR) uploaded the required AWB files (in PDF format)



  1. Uploaded AWB will be listed along side with shipment information, in page “My Orders” => “Shipments”





  1. Seller is to download ALL AWB files and print out before requesting FeDex for pickup



ARRANGE COLLECTION

  1. To request for pickup, click on “Ready To Pickup” button

  1. After “Ready To Pickup” button is clicked, status for the shipment will change to “Pending Pickup”, and the status of the shipment will be updated automatically as shipment status from FeDex updated.

  • Once the shipment is delivered (updated by FeDex), the shipment will be listed in “My Orders” => “Shipments” => “Delivered” with the status of “Delivered”

  • Delivered” is the final status of an international shipping package

BUYER’S SHIPMENT VIEW



After Logistic Officer (NNR) uploaded AWB files, the AWB (tracking number) of the package will be listed. After seller clicked on “Ready to Pickup”, status for the shipment will change to “Pending Pickup”, and the status of the shipment will be updated automatically as shipment status from FeDex updated.

  • Once the shipment is delivered (updated by FeDex), the shipment will be listed in “My Orders” => “Shipments” => “Delivered” with the status of “Delivered”

  • Delivered” is the final status of an international shipping package







ORDER PREPARATION – SELF COLLECTION

Upon Buyer purchase, seller will have to pack the items and create shipping doc(s) on Exstock system.

ROLES

  • Seller

  • Buyer



SELLER RESPONSE TO NEW ORDERS

NOTIFICATIONS

Sellers will receive notifications (dashboard and email) once new orders have been placed. New order notifications are listed in “My Notifications” => “Orders & RFQ” page



BUYER ORDER OVERVIEW

All orders are listed under “My Orders” => “Orders” page

Tabs:

  • In-Progress
    All unfulfilled orders (delivery not completed) are listed here

  • Completed
    Fulfilled (or closed) orders are listed here

Actions:

  • Print e-invoice:
    Click on e-invoice link, to print/ download invoice in PDF format

  • Print order
    Click on “Print Order” link to print out order

  • Specify “Schedule Shipping Date”
    Seller MUST specify a schedule shipping date before proceeding to shipment arrangement process.

  • Refund
    Seller is able to click ‘Refund’ only for the reason that the product has changed its pickup address. If insufficient stock, seller must message buyer to file a refund.

  • Schedule Shipping Date must be specified before seller is allowed to proceed any further



BUYER’S SHIPMENT VIEW



Once schedule shipping date is updated, the order status in BUYER’S SHIPMENT VIEW will become “Order processing Shipment Scheduled”.



ARRANGE SHIPPING

There are 3 Steps:

  1. Repacking (optional)

  2. Create Shipping Document

  3. Ready for Self-Collection

REPACKING

  1. Seller can repack multiple items into a single package for easier shipping.

  1. To repack, click on “Create Shipping Doc” link of the order in “My Orders” => “In-Progress” page.

  2. Under order detail page, click on “Repack” button.

  1. Select the product to repack, and specify Length(L), Width(B), Height(H) and Gross Weight for the newly repacked package (Dimensional Weight will be calculated automatically)

  2. Click on “Create Package” to finish repacking



CREATE SHIPPING DOCUMENT

  1. To create shipping document, click on “Create Shipping Doc” link of the order in “My Orders” => “In Progress” page.

  2. On the next page, which is the order detail view, click on “Create Shipping Document” at the bottom of the page to create shipping document.

  3. Fields marked with * must be specified.

  4. Pick-up Address will be the address that the shipment is residing

  5. Have to tick to add package.

  • Change of pickup country is prohibited.

  • For pickup address in Singapore/ China/ USA, change of pickup postal zip code is not allowed

  • If seller MUST change the pickup country, the order will be called off and seller is responsible to initiate a refund for the order



  1. After shipping document has been successfully created, the order status becomes “Shipping Doc. Created”



BUYER’S VIEW


After seller has successfully created shipping document, the shipping document will be listed in “My Orders” => “Shipments” page

SHIPMENT MANAGEMENT

All created shipping documents are listed under “My Orders” => “Shipments” page

Tabs:

  1. In Progress
    All ongoing delivered shipments are listed here

  2. Delivered
    All delivered (POD signed/ updated) shipments are listed here

Actions Available:

  1. Ready for Self-Collection

  2. Print Shipping e-invoice

  3. Print Packing List

  4. Edit Shipping Documents



Print Shipping e-invoice/ Packing List

To print out shipping e-invoice/ packing list, user has to specify the letterhead settings. When “Print Shipping e-invoice” or “Print Packing List” is click, a table will be displayed for user to specify letterhead settings:

Using own letterhead

If seller is using his own letterhead, tick “I am using my own letterhead” option, and specify the TOP MARGIN of the printout (in CM)



Using Exstock format

To use Exstock format of shipping e-invoice/ packing list, seller must specify information to be printed in letterhead section (data is auto-filled in according to seller’s profile details).

Fields:

  • Company Name
    Registered company name (not editable)

  • Company Address Line 1/ Company Address Line 2/ Country/ State/ City/ Postal Code
    Company address

  • Contact Number
    Company contact number

  • Company Fax
    Company fax number

  • Company Website
    Company website URL

  • Company Email
    Company email address

  • Company Reg. No.
    Company register number



ARRANGE COLLECTION

For Self-Collection shipping method, after shipping document is created, seller is able to arrange “self-collection” by clicking on button “Ready for Self-collection”

Shipment status will change to “Pending Pickup”

BUYER’S VIEW

Shipment status will become “Ready for Self-Collection”

COMPLETING SHIPMENT

All “Pending Pickup” shipment, will be listed in “My Orders” => “In-Progress”

  • Upload POD – Once the shipment has been collected, seller MUST upload POD to complete the shipment (click on “Upload POD”)

Compulsory Fields

  • POD Date - Date the POD is signed

  • POD - A scanned copy of POD in PDF format (maximum 5MG) MUST be uploaded

  • To complete the shipment, click on “Mark Delivered”

Once the shipment has been “Mark Delivered”, the shipment will be listed in “My Orders” => “Shipments” => “Delivered” page



BUYER’S SHIPMENT VIEW

Buyer will see the shipment as “Delivered” under “My Orders” => “Shipments” => “Delivered”



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