Special Order Protocol Paper

This is the paper-based system for special orders. See the current paperless system protocol page.

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

• No hookups and no resale! Special orders are for personal use only!
• Take a clean special order form from "Blank Special Order Forms" folder in the filing cabinet.
• Enter your name and the date!
• Fill out the form. Be as specific as possible. Include part numbers AND descriptions.
• Put completed order forms in the "Waiting to be ordered" folder.

I want to order something for the shop

• Discuss the order with others, especially if it's something expensive.
• Look in the "Waiting to be ordered" folder for the SHOP special order form.
• If you don't find this form, it probably hasn't been created yet. Create it from a fresh form in the "Blank Special Order Forms" folder in the filing cabinet. Be sure to date it.
• Add the items you want to order. Be as specific as possible in the description. The person placing the order may not know what you mean by "Shimano Tool" or "chainring bolt thingy." Include a part numbers if possible.
• Put the form back in the "Waiting to be ordered" folder.

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.
• On the order date, collect all the forms in the "Waiting to be ordered" folder. This folder should be empty after this step. If there's anything in the folder that doesn't belong there, get it where it needs to be.
• Look for the SHOP special order among these. If you don't find one, create it from a blank order form.
• Add any items to the SHOP special order from the [Minimal Inventory] list. You may have to scan the shop to perform this step.
• 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.
• Place the order with the vendor.
• Alert a BK debit card holder to authorize the order.
• Put the special order forms in the "Waiting to Arrive" folder. Note that this folder should be empty before you add new special order forms. If it's not, please try to figure out why. Involve others if necessary.
• Prepare the annotated manifest! That is, print out the final order and highlight which items are for which orders. The annotated manifest is invaluable for resolving the inevitable mysteries the emerge when special orders don't get picked up, paid for, etc. Put the annotated manifest in the "Waiting to Arrive" folder with the special order forms. [Note: QBP does not allow the same item to be listed in more than one line in the invoice. Thus if two or more people order the same item (not uncommon for things like tubes), their orders will be merged to the same line. this is an unfortunate PITA which makes the distribution of items trickier.]
• Keep checking the status of the order and bugging BK debit card holder until order is confirmed.
• Check with the vendor to get the shipping tracking numbers. Forward these to whoever will be receiving the order so s/he knows when to expect the order.

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.
• Take the special order forms and the annotated manifest from the "Waiting to Arrive" folder. This folder should be empty after this step. If the folder contains paperwork that doesn't belong, please get it where it belongs.
• Separate the items by special order.
• Fill in the "actual cost" column of the special order based on the price information on the manifest. The actual prices often differ from the prices in the catalog. Also, sometimes items are out of stock and don't arrive.
• Add up the actual cost of the items and enter it in the subtotal. Calculate the 15% mark up and add it to the subtotal to get the total due.
• Bag each special order and fasten its special order form.
• Put the bagged and tagged special orders in the special order area.
• Put the SHOP order away.
• Put the annotated manifest in the Accounting Inbox. This is crucial for accounting.
• Announce on the mailing list that the order has arrived and is ready for pick up.