Follow Customer Sourced Orders: A Complete Guide

This feature is available on our Standard and Enterprise plans. Learn more.

📋 Table of Contents

• What is a Customer Sourced Order
• When to use this service
• Getting Started: Setting Up Your SKUs
• How to Place a Customer Sourced Order
• Packing and Shipping Instructions
• Updating Tracking Numbers
• FAQ

📦 What is a Customer Sourced Order?

A Customer Sourced Order allows you to send your own merchandise directly to Printfection’s fulfillment center, where we’ll receive, inspect, and make the items available for future distribution.

✅ When to Use This Service

You might choose a Customer Sourced Order when:

• You have Printfection sourced items to send back to inventory after an event 
  
  
• You already have branded merchandise printed by another vendor and need Printfection to distribute it.

🧾 Getting Started: Setting Up Your SKUs

Before you can place a Customer Sourced Order, the items you plan to send must be set up in your Printfection account as active SKUs. 

This setup process ensures our fulfillment team has all the necessary details to receive, store, and fulfill your merchandise accurately.

NOTE: Any items sent to our Fulfillment Center without a Customer Sourced Order will delay the receiving process or be sent back.

How to Set Up Items for Customer Sourced Orders

1. Access the Google Form HERE.
   
   
2. Fill out the form with the required information for each item (one form submission per item).
   
   
3. Our team will create the SKUs in your account and notify you once they're ready to be used in an order. Depending on the amount of SKUs, Item Set Up can take up to 7-10 business days once all necessary information is provided.
   
   

📝 How to Place a Customer Sourced Order

Follow along with Scribe or follow the written step-by-step instructions below:

Step-by-Step Instructions:

1. Navigate to the Inventory Tab in your Printfection dashboard.
   
   
2. From the drop-down menu, click “Replenish Inventory.”
   
   
3. Click the blue “Replenishment Order” button.
   
   
4. In the order form, toggle to the “Send” tab.
   
   
5. Enter a name for your order. 
   
   
6. Click “Start Replenish Order”.
   
   
7. Select the items you will be sending from your list of active inventory SKUs.
   • 🔹 Note: Items must already be set up in your account. [See above for instructions)
     
     
8. Click “Save and Continue.”
   
   
9. Enter the quantity of each item you’re sending. For apparel, specify the quantity for each size.
   • For example: 25 Small, 40 Medium, 35 Large.
   • Note: Please be precise as we are not able to adjust this for you later. If more units are sent than specified, you will need to place a second CSO for us to receive the sent items. 
     
     
10. Review Receiving Fee and Cost Estimate, then click “Save and Continue.”
    
    
11. Confirm your order by selecting “Choose payment method” and click “Save and continue”
    • 🔹 Note: receiving fees can only be paid via credit card
      
      
12. Enter the number of boxes you're sending and provide the tracking number(s).
    • If you do not have your tracking number and # of boxes at the time of placing the order, you will need to return to the order and add information to your order once available. Click HERE for instructions. 
      
      
13. Click “Save and Print Packing Slip.”
    
    
14. If you have more than one tracking number, please email the details (including your order number) to support@printfection.com.
    
    
15. Print the packing slip and include it inside each box. Please ensure the order number on the outside of each box. We recommend including the Order # on your shipping labels. For example in the "Company Field - "Printfection - Order 1234567."

If you don’t have access to a printer, write the order number clearly on the outside of each box.

 

📦 Packing & Shipping Instructions

Once the items are set up in your account and you have placed your Customer Sourced Order, you’re all set to pack and ship your items to our Fulfillment Center.

You or your third-party printer is responsible for shipping your merchandise to Printfection. If your third-party printer cannot include our packing slips, make sure the order # from the packing slip and your company name is clearly referenced on the shipping label. If we cannot identify the shipment it will be returned to sender at your expense.

To ensure smooth processing, follow these guidelines:

Packing

• Use sturdy boxes.
  
  
• Clearly label each box with:
  
  
  • Your company name
    
    
  • “Customer Sourced Order”
    
    
  • Order ID (from Printfection)
    
    
• Please pack similar items together and do not mix different items without labeling them separately inside. For example, if you are sending in Water Bottles and Notebooks, pack Water Bottles in one box and Notebooks in another. (Do not mix SKUs without labeling them separately inside.

Shipping

• Ship via traceable methods (FedEx, UPS, DHL, etc.).
  
  
• Include a tracking number for each box.
  
  
• For international shipments, declare the merchandise appropriately.
  
  

🔄 Updating Tracking Numbers

Once your items are shipped, please follow the steps below or this video to update your tracking numbers.

1. Go to your Customer Sourced Order in Printfection.
   • Inventory tab > Replenish Inventory
   • Find the order you would like to update > click “View Status”
     
     
2. Scroll down and click “Edit your Boxes” (blue button)
   
   
3. Enter the number of your boxes you will be sending in and tracking number.
   • If you have multiple tracking numbers, please email them to your Customer Success Manager.
     
     
4. Click “Save & Print Packing Slip”
   

💡 This helps our warehouse receive and process your items without delays.

 

❓ FAQs & Considerations

Q: Can I send different SKUs in one box?
No, please keep them separated and clearly labeled.

Q: How long will it take for the items to be received in my account?

The receiving timeline is an estimated 7 business days after delivery (assuming the order is shipped according to guidelines). If a CSO needs to be received to then ship out by a specific date, it must be delivered 10 days ahead of the requested reship date in order to be received and reshipped in time.

Q: Will I be notified when items are received?
Yes, you’ll receive a confirmation when the items pass inspection and are added to your inventory.

Q: Are there items I can’t send?
Yes — see disallowed items list HERE.

Q: What happens if something is wrong with the shipment?
Our team will notify you immediately to resolve the issue.