PLEASE NOTE: NEW SUPPORT SYSTEM IS LOCATED HERE support.efulfillmentservice.com
EFS Control Panel User Guide
Posted by on 10 June 2011 12:00 PM
The Fulfillment Control Panel (FCP) is a web-based interface that allows you to manage your order fulfillment processing system and interact with eFulfillment Service from your computer. This guide can serve as both an introduction to the Fulfillment Control Panel when you are first getting started, as well as a reference guide when you need assistance with a certain feature of the program in the future.
This document is organized the following manner:
After reading this guide, you will be able to:
You can access the Fulfillment Control Panel (FCP) 24 hours a day from any computer with an internet connection to manage your account. To begin, log in to the Fulfillment Control Panel and access your account.
Launching the FCP
Access the EFS Fulfillment Control Panel by clicking the Client Login button on the eFulfillment Service home page, or type the following web address:
Overview of Main Window
The Main Window is the starting point to manage client and order information:
From the Main Window, you can see the:
Using the Control Panel Menu Bar
The Fulfillment Control Panel menu bar makes it easy to add inventory, monitor inventory levels, run reports, and even forecast inventory needs based on historical demand.
This menu item provides access to certain client specific features and applications within the Control Panel that allow you to manage your products, inventory, and control panel settings and other functions.
The first item on the Client Info menu is the Add/edit products item where you add products to your inventory. This screen allows you to manually add individual products to you inventory. If you have less than 25 SKUs to enter, you need to enter them manually into the FCP using this process.
Entering Product SKUs
A SKU is a Stock Keeping Unit. In the EFS Fulfillment Control Panel (FCP), SKUs serve as the unique identifiers for the different products you inventory in our warehouse. Note: Your SKUs must be in the FCP before EFS receives any shipment of corresponding merchandise.
Access this screen by selecting Add/edit products from the Client Info menu. The products screen will display. Note: If you have 25 or more new products and SKUs to enter, prepare a spreadsheet file listing your SKUs, with five columns for the SKU number, UPC, description, Declared Value, and Customs Harmonization. Email the spreadsheet to customer support. Customer support then uploads the list to your inventory.
Add a product
Customs Harmonization Code
Low Stock Threshold
You have two primary methods for monitoring your inventory. First, you can view inventory in list form by selecting View Inventory from the Client Info menu. On this screen, you see a list of your inventory including SKU, bin location, description, quantity in stock, and a link to product history.
Ship Confirmation Email
Ship confirmation emails are sent automatically when an order ships from the EFS facility. Use the settings page to configure your ship confirmation email settings that apply to all of your orders. You can update your email settings in the Fulfillment Control Panel at any time.
To begin, select My Settings from the Client Info menu.
Update Ship Confirmation Info
Troubleshooting your Ship Confirmation Email
Below is a listing of common issues and basic troubleshooting steps that will help in diagnosing any shipping confirmation email problems.
Keep track of error emails and notify EFS with the exact content of the message. Below you will see an example of a failed ship confirmation email to reference.
Sample Ship Confirmation Email
Below you will see an example of a successful ship confirmation email which includes tracking information and shipment details.
Low Stock Notification
Low stock notification emails are sent automatically when your inventory for a particular SKU reaches a threshold level that you configure.
To begin, select My Settings from the Client Info menu. Scroll down to the Low Stock Notifications screen.
Global Threshold Setting
Manage email preferences
Remember to edit individual SKUs with thresholds to override the global default. This step is optional (see Entering Product SKUs on page “5” for more information).
You can assign email types and addresses for personnel to receive email notifications for events that happen in the control panel. These email types include:
Select Manage Email from the Client Info menu. The email types screen will display:
Manage Email Types
Remove Email Type
back to email list
New Email Type
back to email list
This menu item allows you to send a support request or comment directly from the Control Panel to the EFS Technical Support team. Select Support from the Client Info menu. The E-mail Support form will display.
This feature allows you to add an optional order-tracking button to your webstore's customer service page. Your customers can then access tracking information for their orders from your website.
Cut and paste the custom code onto your website so that customers can track their orders by typing in their email address, phone number, order number, or purchase order/reference number. To see these options, select Customer Tracking from the Client Info menu. This example uses the track by email address option.
Using this screen, you can:
This menu item returns you to the FCP home page to view the latest news and announcements from eFulfillment Service, Inc. Select EFS News from the Client Info menu.
The second method to view your inventory is to search for specific inventory items. Select Inventory Search from the Client Info menu. The search screen will display.
Show Deleted Items/Show Memo Items
Add a new product
EFS can only received orders electronically; no faxed, phoned, or emailed orders are accepted. This can be achieved a few different ways:
Create a new order
Orders can be entered a manually through the Control Panel using the single-order entry form. This method is not very practical if you have large order volume. Select Create a new order from the Orders menu. The new order screen will display.
Shipping Information (if different than Billing Information)
Comments & Special Instructions
You can search for a specific transaction several different ways. If you know the transaction number, then you can enter it and be taken right to the transaction. However, if you do not know the transaction number but know a purchase order number or a product number, you can find a transaction that way too. If you do not know any of that information but have an approximate idea of when the order was placed, you can search orders by a date range.
Tip: Avoid entering more than one search criteria per order search. Some clients enter all of the order information (Name, Addy, eMail, etc.) and considering the specific nature of the search function this can be a bad idea.
Click the Search Orders button when finished to search for all orders in the system that matches your search criteria.
Any orders that match your search fields will display. Locate the order you would like to edit, and click the Edit icon.
The search screen shows the basic order data, a color-coded status icon, and active icons to Cancel or Edit. Note: Orders can only be edited or cancelled if they are in "pending" status or if they have not yet been printed for processing. Once the box is green (processing status) you can no longer cancel or edit the order since the packing list has already been printed and the order sent to the floor for pick, pack, and ship. If your order has already been printed, please contact Customer Service for assistance.
Ship in-stock items immediately from an order with backordered items
The FCP automatically holds any order containing a backordered item until the missing item arrives at our warehouse. If you’d like to ship the other in-stock items in such an order immediately — instead of waiting for the backordered item to arrive and holding up your order— you can split the order by clicking the Split button shown in the example below. The FCP will then automatically release the backorders for shipment as inventory arrives to fill them.
To begin, select Search/edit Orders from the Orders menu and choose the order with backordered items. The Order Information screen will appear:
Backorders are orders that have not been shipped because they contain backordered material. The orders could be in different statuses if part of the order has been filled.
To access the Control Panel backorder list, select View Backorders from the Orders menu. Orders in backorder status appear with red boxes in the Status column, like the screen below:
Download Backorders in CSV format
Detailed Backorders in CSV format
This menu item allows you to view all of the returned orders in list form. Select View Returns from the Orders menu.
EFS # / Order # / PO/Ref # / Ord Date / Rtn Date
Import Order File
Importing orders via the FCP is done by manually creating a CSV or XML file to export and using the Fulfillment Control Panel file upload feature to import the file. This process includes:
Uploading order files
EFS requires that the order file be converted into a compatible format that can be used by the FCP. The EFS I.T. group can provide you the necessary details for conversion, or sample CSV files and instructions can be found within your Fulfillment Control Panel account by choosing Import Order File from the Orders menu.
On the Order Import page, click the Upload New Import File link (in section 3).
Select File Format
Click Verify to check that the file imported correctly. A confirmation message will appear showing that the orders are valid. Invalid orders will display an error message and the reason for the error. If you encounter an error message, click the “Back” button, delete the file, correct the problem and re-upload the corrected file.
Click the Import these order now link. The Import Orders screen will appear showing the order information details, like the example below. Click the Import Orders button to finish the process. A verification message will appear showing that your orders were successfully imported.
The Import Order page shows a date and timestamp of the order that was imported.
If you’re using YahooStore or UltraCart, you can automate the export / upload process, using the Real-Time XML Order feature (shown below), and follow the setup instructions there.
Real-Time XML Orders
The Real Time order submission system allows you to deliver your orders to the EFS Control Panel, directly from your website. It also allows you to query the system for order status and tracking numbers.
Once you complete the signup process, you will be given access to our Fulfillment Control Panel (FCP). Within the FCP, choose Real-Time XML Orders from the Orders menu. This page shows samples and test and production URLs in addition to your Merchant Id and Merchant Name.
The Reports menu provides instant access to several levels of information within the Control Panel. These reports are generated and viewed in an Excel spreadsheet or within the Control Panel itself.
This report shows your inventory by SKU numbers, descriptions, bin number / pallet locations, quantity “good” and quantity “hold”. To generate an inventory report, select the Inventory Spreadsheet menu item from the Reports menu.
Sort Invetory By
This report shows a list of shipped orders including names, addresses, items, quantities, and tracking numbers for a given date range. To generate a transaction report, select the Transaction Spreadsheet menu item from the Reports menu.
Sort Transactions By
Start Date/End Date
Ship Tracking Export
This report shows all completed shipments by order number, between certain dates, by their tracking numbers, and shipping carrier. To generate a tracking report, select the Ship Tracking Export menu item from the Reports menu.
Export items shipped on or after/and before
This report will show your average inventory needs based on product sales history. To generate an inventory forecast report, select the Inventory Forecast menu item from the Reports menu.
Use ____ days of history and forecast ____ days forward
Start Date/End Date
Invoices are orders that have already been shipped to the customer and the customer has been billed for the material. You can view the records of your weekly service invoices, with convenient links to transaction details.
Access this screen by selecting View Invoices from the Billing menu. The invoices screen will display. On this screen, the invoices are listed by number and date.
Download detailed spreadsheet