Creating a Logistics Order

This section describes the process for creating orders in the Logistics Portal and in Shopify. This process has several steps, including specifying the customer, location, and billing code. Orders can be created for kits or parts and it is important to include the correct warehouse to determine the geographical shipping location. Kit Type and Kit Pool are required during kit order creation, so all kits created in the order include these values by default. These lists are visible when creating or editing and order. They are populated with the values from the customer’s type/pool lists. Kits created from this order have this value defaulted based on the order.

  1. In the Logistics menu, click Orders and then Actions.

    The Order list appears.

  1. In the Actions menu, click Create New Order.

    The customer selection page appears.

  2. In the Customer list, click the customer for the order.

    The Ship To selection page appears.

  3. In the Ship To list, click a location from the pre-populated options.

    Note: If a location is not in the list, click One-Time Location for the patient address and click Create New Location for a new re-occurring address. Remember to map the new location that you create to the appropriate hospital in the customer's Care Team portal.

  4. In the Logistics Types area, click the appropriate logistic types when creating new locations (select all that apply), and then click Save.

    • Ship to Customer – Vivify will ship kits to the consignment location.

    • Ship to Patient – Vivify will ship the kit to the patient.

    • Pickup up from Patient – Vivify will attempt to pick the kit up from the patient.

    • Reprocessing – Vivify will reprocess for the customer.

      Shipping will always be ground unless otherwise stated.

      Note: Trinity: THAH Fedex Ground Service account# 926687956, Matrix Health Systems: FedEx Ground account # 441800665

  1. In the Billing Code list, click the appropriate billing code.

  2. Click Save.

Billing Code Table

 

Name

Kitting – Building New Kits

Pick Pack Ship

Miscellaneous

Pallet

1

Summary

(Quantity) BOM Delivered or Stored by Date

Shipping Description

Job Description

Shipping Description

2

Billing Code

Kitting

Pick Pack Ship

Miscellaneous

Pallet

3

Logistic Center

Phoenix Logistics Center – Phoenix builds all kits in the US, Toronto build kits for Canada

Based of geographical shipping location

Based of geographical shipping location

Based of geographical shipping location

4

Total Kits

Number of Kits being created

N/A

N/A

N/A

5

Owner

Based off customer rental

  • If customer is renting owner will be Creekridge Capital (Hitachi)

  • You will receive rental end date from order form

  • If customer is not renting owner is customer

Customer

Customer

Customer

6

Outbound/Return Tracking Number

Provided by warehouse

Provided by warehouse

Provided by warehouse

Provided by warehouse

7

Reference PO

Purchase order number from customer if received

7A

7A

7A

8

Condition

Should always be new unless otherwise specified

New/Used/Purchased

New

New

9

Patient ID

Not required

Encounter ID

Not required

Not required

10

Support Case

Zendesk case number

10A

10A

10A

11

Hospital/Facility

Not required

Hospital Facility

Not required

Not required

12

Ship to

This item is populated from the ship to page

12A

12A

12A

13

Description

See example below

13A

13A

13A

Examples

Kitting order

Pick Pack Ship order

Selecting Logistics Location

Use the map to determine the warehouse for shipping. Select the warehouse based off time shipping from warehouse to geographical location.

Phoenix Logistics Center

Indianapolis Logistics Center

Note: When you select Report as Shrinkage, the customer is charged at the end of the month. Remember to enter kit number and condition of the replaced device/part. This is used when replacing devices/parts based off of physical damage or missing/lost device.

Miscellaneous order

Pallet order

Shopify

After you create the order in the Logistics Portal, you need to add details about the order in Shopify. When the warehouse completes the order, you can mark the order as fulfilled and apply tracking numbers.

  1. Navigate to https://vivify-health.myshopify.com/admin/orders.

  2. Click the order number.

  3. On the Orders page, the following information appears: Device/Part ordered, Quantity ordered, Shipping address, Notes, Price paid.

  4. In the timeline section, leave two comments and then click Post after each URL addition.

    • Logistics Portal Order URL

    • Support Case URL

      Note: Once the warehouse completes the order in the Logistics Portal, the outbound tracking number will be provided in the order.

  5. In the Shopify Order, click Mark as fulfilled.

  6. In the Tracking Number box, paste the tracking number and then click Fulfill Items.