NEW CLIENT MOVE IN - NEXT STEPS

We’re so excited to have you joining us a Virago Logistics. To enable the most efficient onboarding we are going to need a few things organised before we begin.

Note: not all of the steps below will be applicable to you. 

Please ensure the following is completed prior to moving in:

1. All stock is counted & inventory is updated on your website. 
2. If you update an order in Shopify (e.g. products, quantities, notes, or shipping details), you must also update the order in CartonCloud. Changes made in Shopify do not automatically update existing orders in CartonCloud. If the order has already been processed by the warehouse, please contact shipping@viragologistics.com.au before making any changes.
3. If your store sells bundles, they must be configured as multi-SKU bundles. Single-SKU or virtual bundles will not work correctly within CartonCloud. Please let us know during onboarding if you sell bundle products so we can configure them correctly.
4. SKUs are identifiable and barcoded to the pack (If you need help with these, please let us know). We suggest the formula: PRODUCTNAME_COLOUR_SIZE 
5. All Barcodes are all updated.
6. HS Codes are updated on all products (harmonisation codes)
7. Weights on products are updated (for shipping requirements)
8. If applicable, VAT/IOSS numbers if shipping to the EU/UK 
9. All stock is within the use-by date / organised succinctly so we can place it directly onto our shelves for packing. SKUs that sell the best need to be in the easiest reach.
   
10. You only organise the current / selling stock to be sent to us. (Additional stock that is not selling is to be discussed via warehousing.
11. Packaging is organised / ways of packing video – we want to know how to make your stock look as good as possible when sending it to the customer. (See below.
12. For us to do packing & shipping the most efficient way possible, we want to make sure we have everything as organised as possible to ensure we have the right team, forklifts available etc. Please share with us the following:
    
13. Any dates of upcoming sales, pre-sales and special events where orders are expected to increase so we can staff it. We can create a Google Docs and update it accordingly. Or a marketing calendar that you are currently working on. 
14. Dates of all deliveries – by creating purchase orders in Carton Cloud.
15. We also need the number of items/SKUs expected in the delivery, so that we can count them when it moves in – and verify that you got what you ordered.
    
16. All updates to orders will need to be done in Shopify & Carton Cloud. If orders are not updated in Carton Cloud we will not see changes. 
    
17. Please familiarise yourself with all of our terms and conditions of service via - https://www.viragologistics.com.au/pages/terms
18. Please update your Order Numbers to include a PREFIX  to distinguish orders from store to store. This helps our fulfilment team to easily search for the order numbers. 
19. Update your customer requirements to include the shipping address phone number as required in Shopify settings.  
20. Please make sure that all bundles are set up using a MULTI SKU bundles - apps include Simple Bundles and Kits.
21. Update your insurance to include stock residing at our premises. Please be prepared to do this continuously throughout the year or whenever new stock arrives at the warehouse, as per our T&Cs.

Next steps:

1. Please create a staff log-in for us to be able to get into your store to see orders – hello@viragologistics.com.au – we will then be able to double-check anything with the customer, if we need to update details etc. Please give us access to Orders, Draft Orders, Products, Customers, Shipping, and Location. 
   
2. Please download the app - Retail Barcodes Label  - for any additional barcoding that could be required. Or in the case you have not barcoded products, please do so before you come. (SKUS will need to be updated before printing barcodes ^ see above). 
   
3. Please supply any shipping preferences, including carriers, packaging etc.
4. Pickups will happen from Door 4, 35 Wangara Road, Cheltenham, for all orders. 
5. Please provide us with a list of inventory & SKUs so that we can identify the products. Documents with images of the products are also helpful when packing orders, especially if you have bundles. 
6. Please shorten all PRODUCT TITLES to be less than 40 characters for international orders, which require customs declarations. Please reach out if you need help. 
7. Please provide us with a 'how to pack' VIDEO so that we can print and reference it with the team. This will help us to induct all staff. 
8. Please provide us with your packaging sizes so we can set up automation. 
   
9. Please save the email shipping@viragologistics.com.au - and reserve this for any customer queries or anything related to orders and shipping.
10. Please save the email orders@viragologistics.com.au - for all wholesale, PR or influencer orders. These will need to be emailed to us, as we do not send PAYMENT PENDING orders unless notified for release. 
11. We will make a SLACK channel for quick and easy notifications. Please use shipping@viragologsitics.com.au for anything actionable, as this will be read by the entire team. 
12. All order changes must be done in Carton Cloud before 8am. We can not make changes to orders as it will likely be in dispatch. 
13. Please familiarise yourself with all of our fulfilment requirements: https://www.virago.com.au/pages/intake-and-dispatch 
14. Our normal business hours are 8am -4pm Monday Friday. 
15. Delivery intake and outgoing times - 9am - 3pm - Monday-Friday.
16. Carton Cloud how to guide - here.

Faster Purchase Order Processing

Virago Logistics uses Carton Cloud Purchase Order (PO) uploads to streamline inbound stock management and reduce manual data entry.

Benefits

• Faster PO creation and processing

• Reduced administration time

• Improved data accuracy

• Better visibility of incoming inventory

How to Upload a Purchase Order

• Step 1: Complete the approved Purchase Order template provided by Virago Logistics.

• Step 2: Log in to Carton Cloud and search for upload a File.

• Step 3: Select:

• • File Type: Purchase Order

• • Your assigned Uploader

• Step 4: Upload your completed file and click Upload.

Alternative Upload Method

If enabled for your account, Purchase Orders can also be submitted by emailing the completed template directly to your designated uploader email address.

Important

• Use only the approved template provided by Virago Logistics.

• Ensure all product codes, quantities, and references are completed correctly before uploading.

• Contact Virago Logistics if you require a new parser, template, or assistance with setup.

Helpful Resources

Upload a File Guide:
https://help.cartoncloud.com/knowledge/parse-a-file-as-customer

Uploader Guide:
https://help.cartoncloud.com/knowledge/parsers

Automated Data Entry Video:
https://youtu.be/m1NLQCJrFsU?si=KHFPso6ir9fjOzAK