Step 1: Customer Purchase
Timeline: Either self-service by the brand partner or processed within 48 business hours if Flaviar Partner Success Manager (PSM) is facilitating.
Invoice creation:
Customers pay upfront via Shopify invoice before the barrel is shipped to the DC warehouse.
Brand partners create and send invoices directly to customers through Shopify’s draft orders to be as efficient as possible.
Flaviar PSMs can produce the invoices as well within 48 business hours
Collected at check out:
DC sales tax of 10.25%
Freight Costs
Exact freight estimates cannot be provided in advance due to LTL shipment variability.
Freight Options
Option A: Customer pays no shipping/cost is built into the barrel price.
Option B: Estimated freight costs are calculated by the customer’s address and added to the invoice based on zone rates. Brand absorbs any surplus or deficit.
Step 2: Barrel is Ready to Ship to DC Retailer Fulfillment Center
Timeline: Purchase orders are processed within 48 business hours of request from brand partner to PSM.
Purchase Order
Flaviar places a PO on behalf of the retailer for the custom SKU and desired quantities/final yield.
To produce the PO, brand partners must provide the number of bottles as part of the barrel.
Import Fees and Filing
$5 per PO + $0.30 per 750ml bottle.
Flaviar files and pays import fees upfront.
Flaviar will include this as a discount line item in the PO.
Step 3: Shipment to Flaviar DC Fulfillment Center (LTL)
Timeline: Barrel typically lands in the DC warehouse 1-2 weeks upon shipping from the brand partner.
Barrel Preparation
Brand partner sends the empty barrel and cases to Flaviar’s DC warehouse.
The pallet must include a barcode with the UPC for the specific SKU along with the Shopify order number.
Pallet should be wrapped in black tamper-proof pallet wrap.
Freight Coordination to Flaviar DC Fulfillment Center
The brand partner is responsible for the coordination and costs of freight shipping required to transport the barrel to the DC fulfillment center.
Arrival to Flaviar DC Fulfillment Center
Barrel arrives at Flaviar DC fulfillment center.
Photo documentation can be provided upon request.
Step 4: Shipment to Consumer (LTL)
Timeline: Freight delivery usually takes 1–2 weeks. The freight company coordinates the delivery directly with the receiving customer.
Freight Coordination to Consumer
For compliance, product sits at the Flaviar DC fulfillment center for 24 hours before freight is booked.
Flaviar coordinates with an LTL freight aggregator for cost-effective delivery.
Freight Communication & Fees
Flaviar manages communication with the freight company; the freight company coordinates delivery directly with the customer.
Additional freight fees may occur, including charges for rescheduling, storage, or missed deliveries (varies by carrier).
These costs are reconciled after delivery.
Brand partner either pays on behalf of the customer during month end reconciliation or Flaviar can bill the customer directly via payment link.
Customers are notified of expected delivery dates from the carrier, with ongoing customer support from brand partner.
Flaviar can provide customer support copy for each barrel milestone:
In Transit
At Fulfillment Partner’s Warehouse
In Transit to Customer
Blocked (needs more information from receiver to deliver)
Delivered
Step 5: Payout to Brand Partner
Timeline: 30 days after barrel lands in the Flaviar DC fulfilment center.
Purchase Order Payment from Retailer to Brand Partner
The retailer pays for the PO on Net 30 terms following the product arriving at the warehouse.
Reconciliation with Flaviar
Flaviar reconciles freight cost actuals relative to what was collected at the time of the customer purchase. If there is a surplus or deficit in freight costs, a final invoice (if a deficit) or payment (if a surplus) is issued to the brand partner.
Reconciliation occurs on the 15th of the month following the purchase. For example:
Freight company bills Flaviar for the shipment before/on 10/1 → brand partner billed or paid on 10/15
Freight company bills Flaviar for the shipment on/after 10/16 → brand partner billed or paid on 11/15