Wayfair Order Process

Open Extranet in google chrome: (everyone has an individual login; therefore, no login is provided)

http://partners.wayfair.com

You will also want to open NetSuite: (everyone has an individual login; therefore, no login is provided)

www.netsuite.com : Search: SO's pending approval - Wayfair

First thing you want to check for in the morning are order cancellations in the Wayfair Extranet

Search each of the PO numbers in the pending cancellations from Extranet in NetSuite.

If an order pending cancellation is in “Pending Fulfillment” status you will need to email the warehouse to cancel the order before marking yes to the cancellation in Extranet.

If an order is still in “Pending Approval” status you are okay to hit “Close order” in NetSuite and yes on that PO cancellation in the Extranet and hit the “submit” button to clear it out.

Next you will want to clear out all the “Overdue Order” alerts in the Extranet. (refer to snip above to see where to find these)

You search each PO in NetSuite and if it is “Billed” go to the shipping tab, scroll all the way to the bottom and there should be either a FedEx tracking number or a Master BOL number. If you ever see that the tracking is the SO number which is 5 digits long that is incorrect, and you will need to email the warehouse team for correct tracking.

Before entering in the tracking from NetSuite into the Extranet make sure you are tracking FedEx numbers to insure it is a valid tracking number. If it is, go ahead and enter tracking, select the date the order shipped, and hit “submit” for the alert to clear out.

If the order has not shipped, make sure you have inventory first. If there is inventory choose “NO” where it asks if order has shipped, then it will ask a reason. Leave unanswered if they are missed due to carrier failing to pick up. If it was our warehouse with the delay, you will choose “order not processed on time” and mark it out 3 business days. If there is no inventory, you would mark it as out of stock and set ship by date 2 weeks after inventory is set to be back in stock. (Check with Larissa or Ami on restock date if you can’t find it in NetSuite.

Please have alerts in Extranet cleared out by 11AM

All new orders for the day will be found when you search in NetSuite: SOs Pending Approval - Wayfair – ML . New order PO’s will start with “CS” or “CA”

You will open each individual order in a new tab and search the PO in Extranet to check pricing and ship method that it will ship with. For small parcel orders please refer to the Wayfair ship speed export SOP in BOX.

Small Parcel orders ship either FedEx Home Delivery, FedEx Ground, FedEx 2^nd Day, or FedEx Standard Overnight

FedEx Account # 346593300

Small parcel orders that go to CAN use the address and account number below:

Wayfair Erlanger CAXD Conveyable

1601 Donaldson Hwy

(enter PO number on address line 2)

Erlanger KY 41018

FedEx Account# 764372760

LTL orders will always ship Wayfair Dedicated  (This applies to CastleGate orders as well)

You will see orders with customer name: “Wayfair, LLC : CastleGate”

These orders are fulfilled by Wayfair’s own warehouse so these will be processed differently.

You will search each PO in the Wayfair Extranet- hover over the Castlegate tab and click on customer orders. The major difference is that if you see tracking, once you approve the order you will fulfill it.

When you search the PO, you will click on the customers name twice so that it opens all the order details with the shipping method, and it will show the tracking number.

Pricing is very important!!

You want to make sure that you are checking that each item’s “original unit price” and “net amount” match what is in the extranet for each PO, that is how you know that the price came in correctly.

(if there is more than a qty of 1 of the same item the net amount will reflect the multiplied cost)

There are a couple different ways to figure out pricing if it does not come into NetSuite correctly.

1. Look up the item promotions
2. Check the Wayfair trade assortment plan (196) and in Wayfair LLC (197)
3. If you do not find in any of those then reach out to Jesse Hill (Wayfair account manager)

Price needs to be increased – (use assortment plan 197)

When an order comes in with the “Original unit price” higher than the “Unit Price”, “Amount”, and “Net Amount” you will need to go into the Assortment Plan & Price 197. Search the item (make sure your view is set to (Assortment Lines : ALL) and it will show you the higher price and new “Plan Line ID” to use on your order.

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Once you have the new “Plan ID” and “Plan Line ID”, you will go back to your sales order, change unit price, amount, and net amount to the higher price. All 4 prices will match if they have ordered a qty of 1. (DO NOT TOUCH RETAIL PRICE) Next you will change the “Plan ID” to 197 and per the example your new “Plan Line ID” will be 79433.

Ex. 1 How order originally came in

Ex. 2 How it should look once you have made changes

Price needs to be decreased – Trade Pricing – (use assortment plan 196)

When an order comes in the “Original Unit Price” lower than the “Unit Price”, “Amount”, and “Net Amount” you will go into the Assortment Plan & Price 196. Search the item (make sure your view is set to (Assortment Lines : ALL)and it will show you two prices, one will be the one that came in as the “Unit Price” the other is 10% lower, which is the “trade price” and should be the same as the price that came in as the “Original Unit Price“. The lower price will show you your new “Plan Line ID” to use on your order.

Once you have the new “Plan ID” and “Plan Line ID”, you will go back to your sales order, change unit price, amount, and net amount to the lower price. All 4 prices will match if they have ordered a qty of 1. (DO NOT TOUCH RETAIL PRICE) Next you will change the “Plan ID” to 196 and per the example your new “Plan Line ID” will be 67993 for the motion club chairs.     Ex. 1 How order originally came in

Ex. 2 How order should look after changes have been made