GovX can work with Partners that do not have an existing electronic mechanism to receive orders using a simple email integration. The orders will be emailed as they are received by GovX (hourly). The email will include a packing slip PDF attachment for each order for you to print and include in the package. The attachment gives all the customer info needed regarding their order, plus return and customer service info, and lets them know to contact GovX instead of you for any customer service.
*If you would like to use your own packing slip, it must be submitted to GovX for approval. There must not be any pricing on it.
Using email integration is an easy setup, however, the Partner must follow the minimum requirements for providing GovX tracking and inventory.
Getting Started for Orders
Step 1 | Determine Email Address
You will need to supply GovX an email address that will receive the orders. We suggest the email be an alias or distribution group - not a personal account - so that you can control how the emails are distributed (e.g. firstname.lastname@example.org)
Step 2 | Configure Reminders
GovX will send reminders to supply tracking numbers that are x days late. The email will provide a link to add the tracking numbers to the GovX site. Based on your average days to ship orders, we will determine the number of days that the reminder email will be configured to remind you there are open orders waiting for tracking.
Step 3 | Configure Email Format
The packing slip will be attached as a PDF for every order. We can also attach the purchase order PDF upon your request. Please be sure the customer is never sent the purchase order, as this has wholesale pricing on it.
Emails are sent as orders arrive, batched hourly from email@example.com.
Minimum Tracking Requirements
To provide the best customer experience, it is imperative that GovX receives tracking numbers for every purchase order. Our policy is for orders to be processed and shipped in 0-5 business days. If a vendor cannot meet that policy, they need to get approval from GovX for an extended lead time. Invoices cannot be processed for orders if tracking is not entered into our system.
Option 1 | GovX Tracking Portal
PURCHASE ORDER EMAIL: There is a link on each purchase order sent through email labeled "Add." This will take you to the GovX tracking portal where you can enter the tracking for each open order.
VENDOR ORDER STATUS REMINDER EMAIL: If orders do not have tracking entered after x days, you will receive a Vendor Order Status Reminder with all open orders. There is a link on each email labeled "All Open Orders." This will take you to the GovX tracking portal where you can enter the tracking for each open order.
At this time, we do not have a freight option in our dropdowns. If you are going to use freight, we will discuss during the onboarding phone call with our Logistics Team - we will have to take some extra steps to provide the customer with the correct link to track their order.
Option 2 | Send Tracking in Email to Tracking@GovX.com
The email address firstname.lastname@example.org has an integration so the purchase order numbers and their respective tracking number are read and entered into our system. You can send the email with a single purchase order or with multiple purchase orders.
- Send email to email@example.com including purchase order number in either subject line or body of the email
- Example PO: 456789-GOV03
- Tracking number included in either subject line or body of the email
- Multiple order numbers and tracking numbers allowed
- Attachments won't be read
Minimum Inventory Update Requirements
Inventory must be updated regularly to provide the customer with the best shopping experience. The majority of cancellations are due to insufficient stock in the GovX system, because updates were not received regularly. Depending on how often your stock depletes, you must send updates for your full offering to firstname.lastname@example.org. This may vary from daily, weekly or monthly.
- Send email to email@example.com regularly anytime there is an adjustment to inventory
- If more than 5 SKUs, must attach an excel spreadsheet
- Spreadsheet needs to include SKU/UPC and updated stock counts