Difference between revisions of "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, housing, etc. in the shop.  This is also how [[Handbook#Staff|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!
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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 [[Handbook#Definition|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 ==
 
== I'm a staff member and I want to place an order ==
  
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* No hookups and no resale!  Special orders are for personal use only!
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Check the [[Handbook#Definition|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!
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* Take a clean special order form from "Blank Special Order Forms" folder in the filing cabinet.
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* Enter your name and the date!
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* Log in at https://online2.qbp.com/ (email info@bikekitchen.org for login credentials).
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* Fill out the form.  Be as specific as possible. Include part numbers AND descriptions.
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* [http://g.recordit.co/hVwQlWWHMY.gif Create a new cart]
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* Put completed order forms in the "Waiting to be ordered" folder.
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* Surf the catalog and add stuff to your cart.
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* When done adding items to your cart, [http://g.recordit.co/Jq1vTrydAc.gif rename it]. 
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* 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.
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* 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 ==
 
== I want to order something for the shop ==
  
 
* Discuss the order with others, especially if it's something expensive.
 
* Discuss the order with others, especially if it's something expensive.
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* Look in the "Waiting to be ordered" folder for the SHOP special order form.
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* Find the part number on QBP and email it and the item description to manager@bikekitchen.org
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* 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.
 
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* 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.
 
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* Put the form back in the "Waiting to be ordered" folder.
 
  
 
== I'm in charge of placing the order.  How do I do it? ==
 
== 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.
 
* Announce the order date that you will be placing the order on the mailing list about a week in advance.
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* 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.
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* Order items for the shop:
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* Look for the SHOP special order among these.  If you don't find one, create it from a blank order form.
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** Go to the shop and do an inventory using the [https://docs.google.com/spreadsheets/d/15y0sFqWB-LgSo0LCoNRpV5pUH8aChxcpiChVJ5EDkuI/edit#gid=0 Inventory Spreadsheet]
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* Add any items to the SHOP special order from the [Minimal Inventory] list. You may have to scan the shop to perform this step.
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** Log in to QBP
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* 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.  
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** For the shop order, create three carts: Inventory, Consumables, Tools
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* Place the order with the vendor.
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*** 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)
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* Alert a BK debit card holder to authorize the order.
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** Add items to the appropriate cart.  This should be the first column in the Inventory Spreadsheet
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* 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.
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* Place the order:
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* 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.]
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** 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.
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* Keep checking the status of the order and bugging BK debit card holder until order is confirmed.
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** Open each cart by marking the 'Active' button, then clicking the Preview Cart & Checkout button
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* 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.
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** 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 [[Handbook#Definition|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.
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** Click the Merge Carts button.
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** 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? ==
 
== The order has arrived.  How do I unpack it? ==
  
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* 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.
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* 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.  
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* 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.
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* Put Special Order items in the box in the office
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* Separate the items by special order.
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* 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.
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* 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.
 
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* 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.
 
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* Bag each special order and fasten its special order form.
 
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* Put the bagged and tagged special orders in the special order area.
 
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* Put the SHOP order away.
 
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* 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.
 
* 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? ==
 
== Yay!  My special order is here!  How do I pay for it? ==
  
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* Inspect the "actual" column of your special order for accuracy.  Note that prices may vary from the catalog, and some of your items may have been out of stock.  If you have any issues, discuss them on the mailing list.
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* 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.  
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* Have somebody else ring up your special order into the register under CODE 4.  If you don't know what this means, ask for help or consult the documentation near the register.  If you make an error, just hit Cash to end the sale, scribble a LEGIBLE and MEANINGFUL note on the register tape, and start over.
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* 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.
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* Pay for your special order and write PAID on the special order form
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* You are done!  Go play with your new toys!
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* Place your special order form in the register underneath the change container.  DO NOT PLACE YOUR SPECIAL ORDER FORM IN THE ACCOUNTING INBOX, UNDER THE REGISTER, ON SOME RANDOM SHELF, OR IN THE TRASH!!  IT GOES IN THE REGISTER!
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* Play with your new toys.
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== Special order protocols using paper system (no longer in common use) ==
 +
 
 +
See the [[Special Order Protocol Paper]] page.

Latest revision as of 11:39, 15 February 2018

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.

Retrieved from "https://wiki.bikekitchen.org/index.php?title=QBP_Special_Order_Protocol&oldid=1788"