Abdulazeez Abdulganiyu

Standard Operating Procedure (SOP) for Order Processing at North American Veterinary Blood Bank (NAVBB) Objective: This Standard Operating Procedure (SOP) aims to establish standardized procedures for the North American Veterinary Blood Bank (NAVBB) in documenting and optimizing its business processes. The primary focus is on the workflow from user login and order placement to shipping, accounting, and payment, aligning with NAVBB's commitment to setting industry standards and meeting the growing demand for animal blood products. Background: The North American Veterinary Blood Bank (NAVBB) was founded with two core objectives: to provide blood products to veterinarians across America and to set an industry standard for the operation of animal blood banks. As NAVBB continues to expand to meet the rising demand for animal blood, the importance of documenting and optimizing our business processes becomes paramount. Industry Need: The pet community faces a growing demand for animal blood donors due to injuries, illnesses, surgeries, and life-threatening infections in pets. NAVBB plays a crucial role in addressing this need by relying on local pet donors to ensure a consistent and fresh blood supply. Animal hospitals depend on NAVBB to provide timely and vital blood when required, contributing to the overall well-being of veterinary patients. Importance of Documentation: To uphold industry standards and meet the increasing demand, NAVBB recognizes the need to document its business processes thoroughly. Currently, there is a lack of documented procedures, hindering efficiency and posing potential challenges. In response, NAVBB aims to create a comprehensive SOP to streamline operations, starting from user engagement and order placement to shipping, accounting, and payment. Current Infrastructure: NAVBB operates through a WordPress site integrated with WooCommerce for online orders. This platform is linked to the accounting system Xero, ensuring a seamless connection between orders, financial transactions, and inventory management. The integration serves as the backbone of NAVBB's operational efficiency. User Engagement and Order Placement: a. Accessing the NAVBB WordPress site b. User login procedures: • If Returning Customer: • • Log into the store If New Customer: • Create an account. • Receive an email confirmation. • Wait for account approval. • Approved/Denied c. Navigating WooCommerce for order placement d. Customer orders e. Confirmation and order number generation Account Approval in WordPress: a. Verify customer information and confirm they are a veterinary hospital location. b. Approve or Deny new customers Order Processing: a. Order notifications to relevant departments b. Inventory check and fulfillment: • View new order for processing. • Select Order # / Name to access the Edit Order Page. c. Packaging procedures: d. Quality control checks e. Communication with customers regarding order status f. Incorporating business process optimization flowcharts for clear visualization of order processing steps. Accounting Integration with Xero: a. Overview of Xero integration b. Order and payment synchronization c. Generating invoices automatically d. Reconciling payments and updating financial records • Print Pick List. • Select "Calculate Shipping Cost." • Press the Confirm Shipment Button. e. Troubleshooting common integration issues Shipping: a. Coordination with shipping carriers b. Packaging requirements for animal blood products c. Generating shipping labels and documentation d. Tracking shipments e. Handling shipping-related customer inquiries Continuous Improvement: a. Regular reviews of business processes b. Gathering feedback from employees and customers c. Implementing updates and improvements d. Monitoring industry best practices By implementing this SOP, NAVBB aims to ensure operational efficiency, quality service, and continuous improvement to meet the vital demand for animal blood products.