Use the Fulfilment tab in Sampling to view and manage unfulfilled product orders for all your sampling campaigns. These orders contain products that members successfully selected from offers in your campaigns.

When you fulfill a product order:

  • It will be marked as shipped when you view your campaign.
  • The member who selected a product will receive a shipping email.

  • A review request (formerly post-interaction email or PIE) will be sent to the member after the period of time you specified in your campaign email settings.

    You can ship product orders to members even if your campaign is still running.

Note: To find your campaign, select Sampling Administration > Campaigns from the Portal menu .

Watch this video to learn more about how to fulfill orders:

What you’ll learn

Before you begin

Prerequisites

CSV exports of fulfillment files don’t automatically encode special characters. If you use special characters in fulfillment files (for example, if you’re working in languages other than English), we recommend you use spreadsheet applications like Numbers or Google Sheets that default the file origin to Unicode to display any special characters correctly.

If you’re using Microsoft Excel and your fulfillment files contain special characters, complete the following steps to set the file origin to Unicode:

  1. Open Excel.
  2. Select Data > Get Data > From Text.
  3. Select the imported CSV file from the folder in your local directory.
  4. Select Get Data. A Text Import Wizard modal appears.
  5. In step 1 of 3 in the modal, under File Origin, select Unicode (UTF-8).
  6. Select Next.
  7. In step 2 of 3 in the modal, under Delimiter, select Comma.
  8. Select Next.
  9. Select Finish.

Sign in to Portal

  1. Sign in to the Bazaarvoice Portal .

    If you can’t sign in, contact Bazaarvoice Support for assistance. Learn more about Portal permissions and user accounts.

  2. From the Portal menu hamburger menu, select Sampling > Fulfilment.

Fulfill multiple open orders

Campaign Manager Member Support Program Manager Account Administrator

  1. Select the sampling program from the dropdown list.
  2. In the Order filter, select Order status and then select the Open checkbox to show open orders in the selected campaigns only.
  3. To view the orders members have selected for this campaign, filter the relevant campaign names or campaign IDs using the Campaign filter.
  4. To download a comma-separated value (CSV) file containing your open orders, select Export/Import CSV > Export orders to CSV.

  5. Send the CSV file to the vendor contact so they can enter the following shipping and tracking information:

    • Shipped Date—Date of shipment.

      Note: The Shipped Date field should be left blank. When you import the fulfillment file, this field will be populated automatically with the current date. Ensure the date is in this format: _mm/dd/yyyy_
    • Shipping Carrier—Name of the shipping carrier, such as FedEx Ground, UPS, or USPS.
    • Tracking Number—Tracking number provided by the carrier. This number must be in numeric format and can’t contain dashes or other characters.
    • Tracking URL—Full web address of the page on the carrier’s site where the member can track the shipment.
  6. After the vendor returns the file with the required details, select Export/Import CSV > Import updated CSV.

  7. Once you’ve selected the file you want to import, select Import and review.

    Note: Remove all the rows from your CSV file for orders that you do not want to mark as shipped.
  8. Select the open orders for the campaign in the fulfillment list, then select Mark as shipped. The community members who selected the products will receive an email confirming their orders are being shipped.

Mark product orders as shipped

Campaign Manager Member Support Program Manager Account Administrator

To ship individual product units to a specific community member:

  1. Filter orders by campaign name or ID using the Campaign filter.
  2. In the Order filter, select Order status and select the Open checkbox to show open orders in the selected campaigns only.
  3. Select the checkbox on the left of each row for the products you want to mark as shipped, or click Select all orders to select all orders in the table.
    4. Note: You can also select an individual order from the Order ID column.
  4. Select Mark as shipped. The community member who selected the product will receive an email confirming their order is being shipped.

View shipped orders

Campaign Manager Community Manager Fulfillment Manager Member Support Program Manager Account Administrator

  1. In the Order filter, select Order status and then select the Shipped checkbox to show shipped orders in the selected campaigns only.
  2. To get the list of orders that have been shipped to members targeted for a specific campaign, filter the orders by campaign name or campaign ID using the Campaign filter.

Cancel orders

Campaign Manager Member Support Program Manager Account Administrator

To cancel an order:

  1. Filter orders by campaign name or ID using the Campaign filter.
  2. In the Order filter, select Order status and select the Open checkbox to show open orders in the selected campaigns only.
  3. Select the checkbox on the left of each row for the orders you want to mark as canceled, or click Select all orders to select all orders in the table.
    4. Note: You can also select an individual order from the Order ID column.
  4. Select Mark as canceled.
  5. In the modal that appears, you can enter a reason for canceling your orders. If needed, select the Refund vendor opportunity checkbox so that the vendor doesn’t lose an opportunity for the canceled order.
  6. Select Cancel orders.
Note: You can only cancel open and shipped orders.

Filter orders

Find product orders using any of the following methods.

Note: To apply a filter, select Apply and close.
  • Date filter–To view orders from a specific time period, select an option from the column on the left side of the filter or enter a start and end date.
  • Order filter–To search by order ID, select Order ID. Enter a complete ID in the search field and select Add. Repeat this for each order ID you want to include. To filter by order status, select Order status and select the checkbox for each status you want to include.
  • Campaign filter–Begin searching for campaigns by their name or ID. Select a campaign from the list of suggestions to add it to the filter criteria. Repeat this for each campaign you want to include.
  • Members filter–Begin searching for members by their name or email address. Select a member from the list of suggestions to add them to the filter criteria. Repeat this for each member you want to include.
  • Products filter–Search for products by entering a complete word from a product name or a complete product ID. Select a product from the list of suggestions to add it to the filter criteria. Repeat this for each product you want to include.