QBP Special Order Protocol

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About once a month, the Bike Kitchen places an order with QBP (distributor subject to change). This is how we keep the bearings, ferrules, cables, cable housing and other consumables in stock. This is also how staff members place personal orders. This system is meant to help the Bike Kitchen ensure that people pay for their special orders and that, when they don't, we can track them down!

I'm a staff member and I want to place an order

Check the definition of a staff member to confirm you are eligible for this perk. No hookups and no resale! Special orders are for personal use only!

  • Log in at https://online2.qbp.com/ (email info@bikekitchen.org for login credentials).
  • Create a new cart
  • Surf the catalog and add stuff to your cart.
  • When done adding items to your cart, rename it.
  • To finalize your cart, click the 'Print Version' button on the Cart Details screen, print the page to PDF and email it to manager@bikekitchen.org.
  • Your order will not be placed without this email confirmation step. Once you send this email, you are responsible for paying the subtotal for what you ordered, plus 15 percent.

I want to order something for the shop

  • Discuss the order with others, especially if it's something expensive.
  • Find the part number on QBP and email it and the item description to manager@bikekitchen.org

I'm in charge of placing the order. How do I do it?

  • Announce the order date that you will be placing the order on the mailing list about a week in advance.
  • Order items for the shop:
    • Go to the shop and do an inventory using the Inventory Spreadsheet
    • Log in to QBP
    • For the shop order, create three carts: Inventory, Consumables, Tools
      • This step is very important for calculating our taxes. The 'Inventory' cart has items that we sell to patrons and collect sales tax (e.g cables, brake pads). The 'Consumables' cart has items that we do not sell (e.g. grease, ball bearings). 'Tools' has replacement tools and tool parts that we do not sell (e.g. crank pullers, wrenches)
    • Add items to the appropriate cart. This should be the first column in the Inventory Spreadsheet
  • Place the order:
    • Click the Cart button in the upper right hand corner of the screen and click 'View all carts' to go to the Manage Carts screen.
    • Open each cart by marking the 'Active' button, then clicking the Preview Cart & Checkout button
    • Confirm the items and quantities for shop carts.
    • Make sure you have a pdf for each staff order.
      • * Don't hesitate to ask around about any suspicious orders. For example, if you see a $1200 order from somebody you don't know, ask around. If you see an order from somebody who you suspect does not have staff privileges, ask around.
    • Print each complete and confirmed cart to PDF.
    • Email the PDF copies of all staff and shop carts to financial@bikekitchen.org.
    • Return to the Manage Carts screen. Mark the Merge checkboxes for all completed and confirmed carts.
    • Click the Merge Carts button.
    • Selected Active button for the merged cart and click the Preview Cart & Checkout button.
    • Click the Checkout button and complete the order.
    • Get the shipping tracking numbers from whomever manages or has access to info@bikekitchen.org. Calculate the 15% mark up for special orders and send these so they know when to expect the order and how much to pay.

The order has arrived. How do I unpack it?

  • Open up the boxes and confirm that all of the items on the manifest have arrived. If there are any discrepancies, discuss them on the mailing list.
  • Put Special Order items in the box in the office
  • Put the SHOP order away. spare tools go in the office on the pegboard. Fill the yellow cabinet with the inventory items that fit in there. Extras go in the wood shelves in the office.
  • Announce on the mailing list that the order has arrived and is ready for pick up.
  • Write the mailing list to tell people what we received for the SHOP, so mechanics know when and whether needed tools have arrived.

Yay! My special order is here! How do I pay for it?

  • You should have an email with your order total and a PDF of your cart. If you do not have this, do not take anything from the box. If you have any issues, discuss them on the mailing list.
  • Pay for your order with Square. Use the "special order" item in square. Enter your name in the notes field. You can pay with cash (round down to nearest dollar), or check, or card.
  • You are done! Go play with your new toys!

Special order protocols using paper system (no longer in common use)

See the Special Order Protocol Paper page.