Our drop ship partners will use the UncommonGoods Vendor Extranet to view, process, and invoice their orders from UncommonGoods customers. It is a powerful tool we have developed over the years with continuous improvement. The main goal of the extranet is to make your life easier and make you more efficient and profitable.
Please bookmark the extranet link for easy access: https://extranet.uncommongoods.com/vendor/
After working with your merchant to set up your item for sale on UncommonGoods, a drop ship team representative will send you a welcome email with your username. If your item has gone live on the site and you have not heard from us, you can email dsvendors@uncommongoods.com to get your account set-up.
Below you will find detailed descriptions of how to use the UncommonGoods Vendor Extranet to fulfill orders.
Standard User
The first thing we recommend is reviewing your User Profile under the account management tab in the navigation bar at the top of the page.
There you can update your profile and address information. We ask that you review your shipping and billing address to ensure they are correct and up to date. Here you can also review the Report Subscriptions, which are daily email updates that are sent to your username when you have relevant orders.
We will ask you to turn on your Daily Reminders. This portal feature will send you an email each day around 8:30pm ET that you have a new order to view/confirm. No email will be sent if no new orders were placed in the last 24 hours – this keeps you from having to check the extranet every day!
Here is a brief breakdown of all the report subscriptions:
- Un-Confirmed Orders Feed– Sends email notifications with a .csv file (excel) when new orders come in that have yet to be confirmed by you, the vendor.
- Un-Shipped Orders Feed– Sends email notifications with a .csv file for all confirmed orders yet to ship.
- Pending Orders Feed– Sends email notifications with a .csv file for all orders on hold.
- Daily reminders– Notifies you of all current orders, including unconfirmed and unshipped orders.
Once your first order comes in you will be notified via your Daily Reminders email. At that time, you will need to process your order through the extranet by following the step by step tutorial below.
How to Process an Order (Standard User)
Below you will find a comprehensive outline of how to process UncommonGoods orders from confirmation to shipment.
The steps to process an order are as follows:
- When a new order comes in, you will be notified via your Daily Reminder email. Click the link in the email to access your portal and sign in. Once signed in, navigate to your “Purchase Order” tab in the navigation bar. This will bring you to your new orders.
- Review the packing slip by clicking on the PO number in the data table. If applicable, ensure that customization can be accommodated.
- After reviewing the packing slip, but before moving the order into production, you must confirm the order. This lets our Drop Ship team know that the order can be fulfilled by the ship date, and that no changes can be made to the order without first contacting you, the vendor.
- Once confirmed, navigate to your open orders page, where you will be able to generate the packing slip for the order. To generate this packing slip, click the box in the appropriate column and follow the prompts to have it emailed to your username.
- With the packing slip in hand, you should have all the details needed to produce the order.
- Once produced and ready to ship, navigate to your open orders page, where you will be able to generate the shipping label for this order. You can always ship earlier than your expected ship by date. We request that you generate this shipping label at the time of shipment.
- Once the extranet generated shipping label is picked up and scanned by the shipping carrier, tracking will automatically upload to our system. Once tracking has uploaded, your order will migrate over to the shipped section of your portal, where you will be able to filter by date to invoice your orders.
- To invoice, select the check box for the desired purchase orders, and follow the prompts to submit your .csv invoice to our accounting department. NOTE: When you submit and invoice, a copy will be sent to the email you are logged in under for your records.
- Our accounting department will then pay your invoice according to your payment terms. To confirm your payment terms are accurate, please visit the Active SKUs tab in the navigation bar at the top of the page. Please note this section will only display information for items that are currently “live” on the site.
Now that you have reviewed this tutorial, you should be prepared to process your first order when the time comes. For additional help and clarification, you can also review our FAQ section which defines some of the terminology used in this tutorial and provides insight regarding some of the features described. This FAQ section will be in the User Guide Section of your Extranet account.
Proof Vendor
First, we recommend you review your user profile under the account management tab in the navigation bar at the top of the page
There you can update your profile and address information. We ask that you review your shipping and billing address to ensure they are correct and up to date. Here you can also review the Report Subscriptions, which are daily email updates that are sent to your username when you have relevant orders.
We will ask you to turn on your Daily Reminders. This portal feature will send you an email each day around 8:30pm ET that you have a new order to view/confirm. No email will be sent if no new orders were placed in the last 24 hours – this keeps you from having to check the extranet every day!
Here is a brief breakdown of the report subscriptions:
- Un-Confirmed Orders Feed– Sends email notifications with a .csv file when new orders come in that have yet to be confirmed by you, the vendor.
- Un-Shipped Orders Feed– Sends email notifications with a .csv file for all open orders yet to ship.
- Pending Orders Feed– Sends email notifications with a .csv file for all orders on hold.
- Daily reminders– Notifies you of all current orders, including unconfirmed and unshipped orders.
Once your first order comes in you will be notified via your Daily Reminders. At that time, you will need to process your order through the portal by following the step by step tutorial below.
How to Process an Order (Proof Vendor)
Below you will find a comprehensive outline of how to process UncommonGoods proof orders from confirmation to shipment.
The steps to process an order are as follows:
- When a new order comes in, you will be notified via your Daily Reminders. Click the link in the email to access your portal and sign in. Once signed in, navigate to your “Purchase Order” tab in the navigation bar. This will bring you to your new orders.
- Review the packing slip by clicking on the PO number in the data table. Ensure that customization can be accommodated.
- After reviewing the packaging slip, but before moving the order into production, you must confirm the order. This lets our Drop Ship team know that the proof is in production, and that no changes can be made to the order without first contacting you, the vendor. (Please note we request that all proofs are submitted to customers within 2 business daysof order creation.)
- Once confirmed, navigate to your open orders page, where you will be able to generate the packing slip for the order. Click the PO number to generate the packing slip within the browser. From there you can also print it. At this time, you may also note that the status column on the order has change from “new” to a button to upload your proof.
- With the packing slip in hand, you should have all the details needed to produce a proof for your order. Please produce and upload the proof within 2 business daysof receipt. Failure to do so will result in chargebacks.
- Once the proof is created you will want to navigate to your open orders and locate the order in question. Go to the button in the status column to upload your proof. Please note proofs must be saved only as JPEG, PNG, or PDF files less than 10 MB in size.
- If the customer does not approve the proof, you will get an email with the revision requests sent to your username. The status column will also change to allow another proof to be uploaded, which you can do once the revision is created. We also request all revisions be created within 2 business days.
- If the customer approves the proof, a ship date will be applied to the order, and the status column will change to reflect the approval with a time stamp. You will also be notified of the proof approval via email. You can always ship earlier than your expected ship by date. At this time, the shipping label and packing slip will be available to send to your email by selecting the check boxes in the appropriate columns.
- Once produced and ready to ship, navigate to your open orders page, where you will be able to generate the shipping label for this order. We request that you generate this shipping label at the time of shipment. At this time, you can also generate a new packing slip to include with the shipment.
- Once the package is picked up and scanned by the shipping carrier, tracking will automatically upload to our system. Tracking will upload within 24 hours of the carrier scanning the package, and your order will migrate over to the shipped section of your portal, where you will be able to filter by date to invoice your orders.
- To invoice, select the check box for the desired purchase orders and follow the prompts to submit your .csv invoice to our accounting department. NOTE: When you submit an invoice, a .csv copy will be sent to your username for your records.
- Our accounting department will then pay your invoice according to your payment terms. To confirm your payment terms are accurate, please visit the Active SKUs tab in the navigation bar at the top of the page.
Now that you have reviewed this tutorial, you should be prepared to process your first order when the time comes. For additional help and clarification, you can also review our FAQ section which defines some of the terminology used in this tutorial and provides insight regarding some of the features described. This FAQ section will be in the User Guide Section of your Extranet account.
Print-On-Demand Vendor
A Print-On-Demand vendor is a vendor who supplies artwork files to our 3rd party framing partner, who then produces and ships directly from their facility.
This portal will allow you to view all orders placed and shipped through UncommonGoods. Since you will be working as a Print-On-Demand vendor, this portal will serve as a way for you to review your orders and invoice us. Please note that you will only be able to submit an invoice for an order once it has shipped- (a tracking number has been added and the order has moved to the shipped status).
To view all shipped orders that are available for invoicing, you will need to navigate to your “Purchase Orders” tab in the navigation bar at the top of the page. Once arrived, click the shipped button and select “Update filters.”
We suggest checking in and setting up a regular billing interval. Since you are a Print-On-Demand vendor, the Extranet invoicing functionality currently does not support your royalty payments. Because of this, we ask that you submit a manual invoice to our accounting department. Before doing so we advise sending an email to our billing department at billing@uncommongoods.com. In the email you can include your company/vendor name, payee, and billing address. This will ensure a seamless process when you submit your first invoice. You also have the option to sign up for auto-payments. At the end of each quarter, we’ll send you a list of all orders fulfilled during that quarter for your artwork for you to review. We’ll also send a copy over to our accounting department for payment. All you’ll have to do is sit back and wait for the check to arrive! If you’re interested in signing up for auto-payments, please email dsvendors@uncommongoods.com.
We also recommend exploring the navigation bar (My SKUs, Profile, and Help tabs) to familiarize yourself with the portal and review your SKU payment terms and details. Please note your SKUs will only be displayed once your items become live. If you would like to set up email notifications for when new orders come in, we recommend turning on your “Unconfirmed orders subscription” within the User Profile under the Account Management Menu. The report subscriptions will be located on the middle of the page.
If you have any questions, feel free to give our drop ship vendor phone line a call at 718 701 8505 and we will be happy to help.
User Guide Key Terms
- Order Confirmation– UncommonGoods requests that all new orders are confirmed within 2 business days. When you confirm an order, you are letting UncommonGoods know that you have reviewed the packing slip and are able to produce the order placed by our customer. If you are unable to meet the ship by date, or cannot produce the order for any reason, we ask that you contact the drop ship department immediately by using the report an issue feature next to the impacted orders.
- Packing Slip– The document that reflects the purchase order number and pertinent customization details. Each packing slip must be printed and packaged with ever order. This also ensures our customer knows who sent them the item in the event that it is a gift. The packing slip can be previewed by clicking on the order number in the Purchase Orders Data table or clicking the box under the packing slip column to have a .PDF copy emailed to your username. You can have as many packing slips as you would like sent in one batch.
- Proof Order– An order that requires the customers approval of artwork before production is initiated.
- New Order– An order that has not been reviewed or confirmed by you, the vendor.
- Open Order– An order that is assumed to be in production. It has been confirmed, but not yet shipped.
- Shipped Order– An order that has had a tracking number uploaded from an arrival scan by the shipping carrier but has yet to be invoiced.
- Completed Order– Orders that have been shipped and invoiced. This section includes date filters you can use to display orders in the date range you are looking for.
Frequently Asked Questions
What is the best browser to use with my Extranet portal?
We recommend using the most updated version of Google Chrome. We also highly recommend turning your auto updates for the best user experience.
How do I review my SKU details? (Payment terms, lead times…)
To review the SKUs, you have with UncommonGoods and ensure that important details are up to date and correct, click on the Active SKUs tab in the Navigation bar of your Extranet account. There you can ensure payment terms are correct, as well as the lead times and prices of your currently live items.
What if my SKUs are not currently visible?
This means that your items have yet to go live and are hidden on our site. Don’t fret- once your items launch all details will become available for you to review. If you have any questions about your items before your items launch, you can contact your merchant for details.
What is an order update and how does it work?
An order update is a way for UncommonGoods to notify you of changes made to orders directly through the portal. We will never send an update for a new order, as we take that to mean that you have not reviewed the order and consequently there is nothing to update you on. If a change is requested by a customer on an open order, an update will appear in the leftmost column of your data table. A button will appear to allow you to review the changes, at which time you can accept or decline it. If you accept it, we will inform the customer. If you do not, a pop up will appear requesting the reason you declined. Send in the reason, and we will reach out via email if there are any further questions. All updated orders will float to the top of your “Open” purchase orders filter.
If there is a problem with an order, what is the best way to contact UncommonGoods?
To notify us about an issue with a particular order you can use our “Report an Issue” functionality. This functionality can be found in the data table and is available for each order. Simply click report an issue, choose the particular issue from the drop down, add some notes if you would like, and hit send. Once you do so, an email will be sent to our support staff, and your username will be cc’d. Our reply will be sent to you via email, as well as all subsequent follow ups. If there is a large issue at play, say with production of a particular SKU, please contact us at Dsvendors@uncommongoods.com immediately to reach a resolution.
Why was a shipping label unable to generate in the PDF I requested?
Sometimes you will receive a shipping label .PDF and one label will have had an issue printing. At that time, you can report an issue to the UncommonGoods support staff. This will most likely occur when an address is invalid, or a customer provided a PO Box. We will fix the address and notify you once the label is ready for printing.
What if a ship date falls on a Carrier Shipping Holiday?
At current, our system will provide customers with ship by dates based on lead times. These lead times are unable to account for shipping holidays, meaning that sometimes customers will be anticipating a shipment on a shipping holiday. When this occurs, we request that you ship your orders the DAY PRIOR to the shipping holiday. If this cannot be done, we ask that you contact us at Dsvendors@uncommongoods.com immediately so that we can inform customers of delays.
What if I change the packaging I am using to ship my goods?
It is critical that UncommonGoods be made aware of all changes made to packaging dimensions before the changes are made. Failure to do so could result in the shipping carrier refusing to deliver the package to our customers or attempting to charge them the difference in shipping costs if they are higher. Failure to notify us of packaging changes could result in penalties.
What if my Inventory is running low?
If your inventory is running low on a particular SKU, or something causes production on all SKUs to be delayed indefinitely, you must reach out to us ASAP. Failure to do so may result in chargebacks due to late shipments. We can adjust your lead times, or temporarily hide a specific item in order to prevent customers from placing orders and stop issues from arising, but it is your job to inform us ahead of time. Please contact us at Dsinventory@uncommongoods.com for all inventory related issues.
My Orders and filters
You can filter your order table in many ways. On the purchase orders page, you can filter by the following status: New, Open, Shipped, or Completed. You can also use any of the arrows in the column headers to sort the data. For example, you could sort by date created, the ascending/descending PO number, and the like. You can also use the search field to search for an order number currently displayed on the page.
By default, 100 orders will be displayed per page. You can change this by scrolling down to the bottom of the page and requesting to load more if necessary.
Printing Packing Slips and Shipping Labels
You can click each order number from the Purchase Orders view to pull up a single packing slip. You can print packing slips one at a time from this view.
You can click the “Packing Slip” checkbox for each order you would like to print a packing slip for. You can click as many of these boxes as you need and have them all sent to your username within the same .PDF file. Packing slips will be sent in the .PDF file in ascending PO number. The only time these packing slips will be unavailable is if the order is marked as “waiting on customer”.
A pop up will confirm the order numbers being printed.
A PDF file of the selected packing slips is emailed to the primary email address (username) for the extranet account you are logged into.
You can regenerate packing slips for open orders at any time.
Shipping Labels
Any order in “OPEN” status will have a shipping label checkbox, as long as it is not marked “waiting on customer”. Click one or more shipping label checkboxes to email your username with the shipping label for each order selected. The labels will be emailed to the primary email address for the Extranet account you are logged into.
Large selections of orders will take longer for the extranet to generate, so expect to give it some time before you get the confirmation pop up that the email has been sent.
You can save labels to your computer or regenerate them as needed.
The extranet will downgrade shipments based on carrier zones to ensure we are paying the lowest possible rates, so do not fret if the ship method on a label differs from the shipping method displayed in your portal.
For shipping labels created via the Extranet, tracking information will be added to the order when the carrier picks up and scans the package. No manual input will be required.
You can select to print packing slips and shipping labels together. They will be sorted together when you receive the PDF file. The shipping labels will be arranged in ascending purchase order number.
Invoicing via the Extranet
Once an order has shipped, it is eligible to be invoiced. It is marked as shipped when the tracking number uploads. If you are a Standard or Proof user, we ask that you invoice us through the Extranet. If you are a Print-On-Demand vendor, you will need to invoice us manually by reaching out to billing@uncommongoods.com with your invoices or sign up for auto-payments. You can use this portal to complete your manual invoices with pertinent order details.
All shipped orders will have an “Invoice” checkbox that can be clicked. You can select multiple orders for the invoice and then click the “Email Invoices” button. A prompt will allow you to enter your invoice # that you will keep for your records. An invoice will be generated in a .csv Excel format and emailed to the primary Extranet email and to billing@uncommongoods.com.
Pricing for each order will be based on SKU ordered. Check the My SKUs page to ensure proper pricing is listed for each SKU.
If a replacement order has been placed due to an error on your part, it will show up on your extranet as a payment of $0. If you have any questions as to why the replacement order was placed, please email us at Dsvendors@uncommongoods.com.
We suggest invoicing batches of orders – weekly, bi-weekly, or monthly.
Once an Extranet invoice has been sent, a date stamp will replace the check box, and the invoiced order will move from the shipped to completed status.
Invoicing for additional charges like rush fees or extra customization will have to be sent manually to billing@uncommongoods.com with an appended invoice number.
Changing your account information
You can visit your user profile page under the Account Management tab to change information associated with your account. The primary email address associated with the account will receive all automatic emails sent via the Extranet including invoices, packing slips, Carrier labels, email feeds, and daily reminder emails.
It is important, for the functionality of shipping labels, to keep us up to date of any shipping address changes. Please email Dsvendors@uncommongoods.com for all to ensure these updates are made ASAP.
Reset your password
To reset your extranet password please visit this link: https://extranet.uncommongoods.com/vendor/login Once you arrive at the link, you will need to select the ‘reset password’ hyperlink to set up your password. Once selected, you will be prompted to enter your Login ID, which is also listed below. After you enter your login ID and select the go prompt, you will be sent an email (to your login ID) with links to reset your password.