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How to Set Up Manual Shipping and Shipping Rates

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and Premium Trial. Not available on Free Store owner, or a team member with Store settings & administration access About 15 minutes Intermediate

Summary

Overview: Use manual shipping when you deliver orders with your own courier or rider instead of a Prosperna courier partner. There are two manual methods:

  • Manual Shipping by Customer: the customer books and pays for their own delivery service outside Prosperna. No shipping fee is added at checkout.
  • Manual Shipping by Merchant: you book the delivery for the customer and charge your own shipping rates. You set those rates on the method's Rates tab, by state or province, and optionally by order weight or order price.

The Rates tab also exists on Standard Delivery, Same Day Delivery, Scheduled Delivery - Lalamove and USPS, where it adds your own fee on top of the courier's rate. This article explains the parts that all of them share.

Prerequisites:

  • A store on the Launch, Grow, Scale or Premium Trial plan.
  • Store owner access, or a team member with Store settings & administration access.
  • At least one active store location (for the pickup address). See How to Add Your Store Location.

Step-by-Step Instructions

Step 1: Set up the manual shipping method

  1. In the sidebar, click Settings, then Shipping.
  2. On the Manual Shipping by Customer or Manual Shipping by Merchant card, click Set Up (or Manage).
  3. On the Settings tab, under Payment Option, tick at least one option. Cash on Delivery and Bank Transfer (Philippine stores) are available. Cash on Pickup is greyed out for manual shipping.
  4. Check the checkout text:
    • Shipping Description (up to 180 characters): shown with the method in the list of shipping options at checkout.
    • Pickup Instructions (on Manual Shipping by Customer) or Delivery Information (on Manual Shipping by Merchant), up to 500 characters: shown after the customer chooses the method. You can use lists, headings, bold, italic, underline, strikethrough and alignment. Images can't be added.
    • Click Reset to Default under a box, then confirm, to go back to the default text.
  5. Click Save. The first save switches the method on and shows Successfully set up shipping settings.

Step 2: Add your pickup address and choose what customers see

  1. On the same Settings tab, under Business Pickup Address, click + Add Pickup Address, fill in the form and click Save. See How to Set Up Store Pickup for the fields.
  2. Manual Shipping by Merchant only: use Display Store Details to choose what customers see in the shipping step of checkout. Switch it on and tick any of Pick-up Address, Contact Person, Mobile Number and Email Address (the email address of the store location linked to the pickup address).
  3. Click Save.

Step 3: Choose who pays for shipping (Manual Shipping by Merchant)

  1. Open the Rates tab. (Manual Shipping by Customer has no Rates tab.)
  2. Under Store Location, choose All Locations or a specific location. Rates are saved separately for each choice.
  3. Under Who Pays for Shipping?, choose:
    • Customer: the customer pays the shipping fee from your rate table.
    • Merchant: you cover the shipping fee. The rate settings below are hidden.
  4. Confirm the Warning (You are about to update who will cover the shipping fees for orders.) by clicking Confirm. You see Successfully updated who pays.

On Manual Shipping by Merchant, Shipping Fee Calculation only offers Flat Shipping Fee: the fee comes from your own rate table.

Step 4: Set your default rate

The rate table under Additional Shipping Fee starts with one row: ALL States/Provinces. Its amount is charged for every state or province that doesn't have its own row.

  1. Click the pencil icon on the ALL States/Provinces row.
  2. Type the amount.
  3. Click Save under the row. You see Successfully updated shipping rates.

A new rate table starts with an amount already filled in for this row. Check it and change it to your own rate.

Step 5: Add a rate for a specific state or province

  1. Click Add Flat Shipping Fee. (This button shows only when Who Pays for Shipping? is set to Customer.) A new row appears with Select a State/Province.
  2. In the new row, choose the state or province.
  3. Click the pencil icon, type the amount for that state or province, and click Save. You see Successfully updated shipping rates.

Add one row at a time. Fill in the new row before you add another.

Step 6 (optional): Charge by order weight or order price

Inside a state or province row, you can add rates that depend on the order:

  1. Click the pencil icon on the row, then click Add Rate.
  2. In Shipping Rate for [state or province]:
    • Shipping Fee: the amount to charge.
    • Condition: Based on Order Weight (in kg) or Based on Order Price.
    • Min. Order Weight / Max. Order Weight, or Min. Order Price / Max. Order Price.
  3. Click Save. You see Successfully updated shipping rates.

How the fee is chosen at checkout:

  • The rates in the row are checked from top to bottom. The first rate that matches the order is charged.
  • If no rate matches, the row's own amount is charged.
  • The order price is the amount after discounts.

To change the order, click the pencil icon on the row, drag the rates by their handles, and click Save.

You can use Based on Order Price with a Shipping Fee of 0 to give free shipping on orders within a price range in that state or province.

Step 7: Edit or delete rates

  • Edit a rate: click the pencil icon next to it, change the values and click Save.
  • Delete a rate: click the bin icon next to it, then click Delete in Delete Shipping Rate?.
  • Delete a state or province row: click the bin icon on the row, then Delete. After you delete it, that state or province follows the ALL States/Provinces row. The ALL States/Provinces row can't be deleted.

Step 8: Rates on courier methods

On Standard Delivery and Same Day Delivery with Prosperna's courier accounts, the Rates tab works the same way for Store Location and Who Pays for Shipping?. Under Shipping Fee Calculation you can choose:

  • Auto-Calculated by Courier: the customer pays the courier's rate.
  • Auto-Calculated by Courier + Additional Shipping Fee: the customer pays the courier's rate plus the amount in your ALL States/Provinces row.

When you choose Merchant under Who Pays for Shipping?, the on-screen tip explains that the shipping fees are deducted from your net income.

If you connected your own courier account, you get more rate options (including Flat Shipping Fee and Courier Quote + Your Add-ons with a Markup %). See How to Connect Your Own Lalamove Account, How to Connect Your Own J&T Account and How to Set Up USPS Shipping.

Verify It Worked

Success criteria:

  • Each change on the Rates tab shows a success message, such as Successfully updated shipping rates or Successfully updated who pays.
  • When you reload the Rates tab, your rows and rates are still there.
  • At checkout, after the customer enters their address and chooses Manual Shipping by Merchant, the shipping fee matches your rate for their state or province.

Troubleshooting

Common errors

  • "Condition overlapped with existing conditions": two rates of the same type (weight or price) in the same row cover overlapping ranges. Change the minimum or maximum so the ranges don't touch. For example, use 0 to 1 kg and 1.01 to 3 kg, not 0 to 1 kg and 1 to 3 kg.
  • "Maximum value must be greater than minimum value": in Add Rate, make the maximum larger than the minimum.
  • "Please enter numbers only": the fee, minimum and maximum accept numbers only.
  • The Save button in Add Rate stays greyed out: fill in Shipping Fee, the minimum and the maximum.
  • "Select a State/Province" under a new row: choose a state or province for the row before you save it.
  • "Delivery Information field is required." or "Pickup Instructions field is required.": the box is empty. Type your text or click Reset to Default.
  • "Please select at least one payment option.": tick at least one Payment Option.

Limitations & considerations

  • Manual Shipping by Customer never adds a shipping fee. The customer arranges and pays for delivery themselves.
  • On Manual Shipping by Merchant, a state or province without its own row is charged the ALL States/Provinces amount.
  • A free-shipping discount removes the shipping fee from the order.
  • The Country field on the Rates tab can't be changed. It follows your store's country.
  • The rate table shows amounts in your store's currency (₱ for Philippine stores, $ for US stores).

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/09/2026