Sample Order requests Overview:
1. It is extremely important to view full contents in body of ticket and the attached file.
2. All orders are Time Sensitive and need processed same day unless request comes in at the end of the day.
3. Inbound Request may include more than 1 attachment . Please be sure to always double check all contents in body of ticket and in the attachment provided. (Sample Order Form or Excel File)
4. Upon completion of order processing an email must be sent to dedicated warehouse making them aware of the urgent sample request order.
5. Please Note: If order needs to ship from more than 1 warehouse --> Process a separate order for each warehouse
Important:
1. It is extremally important to provide updates to the Sample Team Member that sent you the Sample order request.
2. When responding to ticket --> If group email address legacypurchaseorders@thelegacycompanies.com is CC'd on the ticket --> Please Remove the group email address.
Example: 
| Question/ Information | Answer | Comments |
| Who will I receive Sample Order Requests From? | Hunter Stephens Jeff Kuehn Christi Stillmark Brent Duke Caitlin Windsor Ben George 9/29/2025: added below names to the list: Deborah Montella | * |
| M3 Customer ID | 50816 | Samples Orders are all processed under same customer id |
| Carrier ID : Orders shipping to a Home (Residence) | UPS GND RESI | Select this carrier unless the dedicated Sample Team has given specific shipping/delivery instructions. Examples of specific shipping/delivery instructions: 1. Team states to Ship Expedite Shipping 2. Team advises order needs to ship deliver by a specific date . |
| Carrier ID: Orders shipping to a Warehouse or Business | UPS GND COMM | Select this carrier unless the dedicated Sample Team has given specific shipping/delivery instructions. Examples of specific shipping/delivery instructions: 1. Team states to Ship Expedite Shipping 2. Team advises order needs to ship deliver by a specific date . |
| Carrier ID: Larger Compact Units | If the sample request has a larger item that may ship LTL - Send a message to the Team and advise how to procced | Norma (SA) will advise the carrier that needs to be selected |
| Extremely Important: When do I need to ship order "Expedite Shipping If you are unsure , extremely important to send a message to the Ring Sample chat and ask to advise. | The type of Expedite shipping will depend on what information the Team provides. | Sample orders are time sensitive and we need to be sure we are processing for the correct shipping method |
| Extremely Important: What Expedite carriers should be used. If you are unsure , extremely important to send a message to the Ring Sample chat and ask to advise | Next Day Air PM 2Nd Day Air PM | The only time you want to select "AM" is if the sample requests advises by a certain time of day. Next Day Air AM 2nd Day Air AM |
| Are the orders processed at "0" dollars | "YES" - This includes No S&H Fee | * |
| Do I need to add special Notes on the order | Yes: If the sample requests advises to add special notes to order | * |
| What do I do if order cannot ship complete from just 1 warehouse | Process an order for each warehouse order is shipping from. | Example: Sample Order PO: 2 - products need to ship from PKY 1- Product needs to ship from WFL You would process 2 -M3 Orders & email each warehouse separately where the order is shipping from |
| What Warehouses Can orders process from | HNJ Warehouse PKY Warehouse SNV Warehouse WFL Warehouse | For all other warehouse (excluding in line table below) - Reach out to Lisa for assistance |
| Orders Cannot be processed from following Warehouses | HNX Warehouse PKX Warehouse SNX Warehouse WFX Warehouse | These warehouses are "Returns" . Product is NOT available for Order Processing |
| Point of contact PKY Warehouse | Send email to: Leslie Smith Matt Hepp | CC on email: Lee Searcy Angelo D'Agostino Lisa Long Jiear The person who sent the request to you |
| Point of Contact HNJ Warehouse | Send email to: Michael McLaughlin Maycol Rodas | CC on email: Lisa Long Jiear The person who sent the request to you |
| Point of Contact SNV Warehouse | Send email to: Nadine Morioka Andre Parker | CC On Email: Lisa Long Jiear The person who sent the request to you |
| Point of Contact WFL Warehouse | Send Email to: Gigi Sprague Carla Rondon | CC On Email: Lisa Long Jiear The person who sent the request to you |
Canned Response Requests I have created for ticket handling.
| Canned Responses and their description |
| Title Of Canned Response | Description |
Sample Order- Providing Order Number Confirmation | Providing the M3 order Number Note: You may also utilize this canned response is you are providing multiple order number. (It just cannot be a ticket where the Team provided an Excel File (NON- EXCEL FILE) Requests |
Sample Order -Providing Order Tracking Number Confirmation | Providing the M3 order Tracking Note: You may also utilize this canned response is you are providing multiple order number. (It just cannot be a ticket where the Team provided an Excel File (NON- EXCEL FILE) Requests |
Sample Order Product On Reserve - Confirm how to proceed | Advising "All" stock is reserved for 1 or more items . -Asking how to proceed |
Sample Order Product Out of Stock - Confirm how to proceed | Advising Product/Products are Out of Stock -Asking how to proceed |
Sample Order Requesting Carrier Method | Typically a Compact Sample Request & unsure what carrier to select for order processing -Asking to provide the Carrier Method |
Sample Orders - Team responded (Reserved/OOS) Once product becomes available process order | Team has responded how to proceed -You are acknowledging once product is back in stock you will procced with order processing |
Sample Order- Sending Follow-up ( Did Not Receive Response from the Team) | You reached out to the Team with a question regarding the sample order and the Team did not respond back (Example: Product OOS, On Reserve, ETC) - You are now sending a secondary follow-up asking how to proceed |
| Sample Order -Sample Order - Team advised to cancel Sample Order | If for any reason Team advising to cancel the Sample Order Request -You are acknowledging that you will cancel the sample request |
Sample Order-Excel File- Processing Order Confirmation | PDF Excel file with many orders to processed "ONLY" Responding with a confirmation acknowledging you are processing the order |
Sample Order -Excel File - Providing Order Numbers Confirmation | PDF Excel file with many orders processed "ONLY" -Providing M3 Orders |
Sample Order- Excel File -Providing Order Tracking Numbers Confirmation | PDF Excel file with many orders you have processed "ONLY" -Providing M3 Order tracking's |
The ticket will always include:
A) "Sample Request Form"
Example of Sample Form that indicates a "Must Arrive By" date.
-For this type of request -> send a message to the Ring Group Sample Chat for approval '
1. Amanda, Nely, or Myself will advise how to proceed with the Carrier
2. You will add the details in "Notes" on order
3. When you send the dedicated warehouse your email, you will also make note in body of email
B) Excel File:
The Excel File will need converted to a Google Sheet so you can enter the order number when responding to the ticket providing the M3 Order Numbers.
-Once All orders reflect tracking in M3 you will then enter the tracking in the google sheet and send ticket follow-up advising order has shipped and tracking is provided.
Step 1: Open PDF
It is extremely important to view full contents in body of ticket and the attached file.
1A) If attached is a : Sample Order Request Form (Only has 1 individual shipping address)
- Check M3 for ALL product availability
-If all product is in stock (Available) --> Process order
-Response with the canned response --> Sample Order Number Confirmation
1B- If attached is a: Excel file: (Multiple orders shipping to multiple addresses)
- Check M3 for ALL product availability
-If all product is in stock (Available)
-Respond with canned response (This lets the Team know you are processing the orders
1B After processing the orders in the excel file
-Respond with canned response
1C) - If a product/products are not available (Out of stock) --> Provide canned response
- The Dedicated Team will advise how to proceed
1D) - If a product/products are not available (ALL On Reserve) --> Provide canned response
- The Dedicated Team will advise how to proceed
Step 2: Send email to dedicated warehouse and CC everyone who needs to be on email thread (See Table inside this article)
Outlook email format:
1. Subject line :
-Advise Urgent Sample Order
-Provide Order Number and Name
2. Body of email :
-Advise Urgent sample order must ship today
-Include , Order Number and the Name order is shipping to.
-Include a Snip It of the order
Important: If there are special notes provided to you in the sample request (Example : Next Day Air, 2nd day air, Order needs to deliver by, Order needs handled with care, ETC) -> You need to also include this information.
Step 3: Add your internal notes
-Set ticket status as :WOTP
Step 4: Keep a close eye on the order/orders
- Once order/orders have shipped
-You will need to respond to ticket with a follow up , providing tracking.
4A) For Sample Order Form Requests
-Provide canned response --> Sample Order -Providing Order Tracking Number Confirmation 
4B) For Sample Request Excel File
-Respond providing canned response -> Sample Order- Excel File -Providing Order Tracking Numbers Confirmation
Step 5: Set ticket status to :Resolved