Difference between revisions of "QBP Special Order Protocol"

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(updated for paperless protocols)
(→‎I'm in charge of placing the order. How do I do it?)
 
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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#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!
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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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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!
 
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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* Log in at http://online.qbp.com (email tech@bikekitchen.org for login credentials)
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* Log in at https://online2.qbp.com/ (email info@bikekitchen.org for login credentials).
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* Click <tt>"Select Basket" -> "New"</tt>, and name your basket with your full name, phone number, and date, eg: <tt>"Tim Ledlie 415-765-4321 2009-07-19"</tt>. Leave all other options as their defaults and click "Create".
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* [http://g.recordit.co/hVwQlWWHMY.gif Create a new cart]
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* Surf the catalog and add stuff to your basket.
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* Surf the catalog and add stuff to your cart.
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* Click <tt>"Select Basket" -> "Preview"</tt> and make sure all the quantities are correct.  To finalize your basket, email it to orders@bikekitchen.org using one of these two options:
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* When done adding items to your cart, [http://g.recordit.co/Jq1vTrydAc.gif rename it].   
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*# tell your web browser to print to file, generate a pdf, and email it as an attachment
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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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*# highlight / select everything including the basket header, line items, and subtotal at the bottom, click <tt>"Edit" -> "Copy"</tt> in your web browser, and paste into the body of an email.
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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.
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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 for what you ordered (plus 15%).
 
  
 
== 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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* Follow the instructions above for creating a basket, but include in your basket name "(for BK)", eg: <tt>"Tim Ledlie (for BK) 415-765-4321 2009-07-19"</tt>
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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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* Look in the "Waiting to be ordered" folder for the SHOP special order form.
 
  
 
== 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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* Log in to QBP online and create a new basket for the order
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* Order items for the shop:
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* For all staff-created baskets for which you've gotten confirmation emails, merge them into your master basket. Before merging, make sure you have a pdf or email copy of their order (which they should have sent with their confirmation email) -- once you merge their basket, you will no longer be able to distinguish that person's order.
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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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* 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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** Log in to QBP
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* Add any other items for the BK to your master basket.
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** For the shop order, create three carts: Inventory, Consumables, Tools
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* Alert a BK debit card holder to authorize the order.
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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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* Print a copies of the master basket and each individual staff member's baskets and put them 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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** Add items to the appropriate cart.  This should be the first column in the Inventory Spreadsheet
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* Prepare the annotated manifest!  That is, highlight which items are for which orders on the master basket printout. 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 individual basket printouts. [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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* Place the order:
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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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** 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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* 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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** Open each cart by marking the 'Active' button, then clicking the Preview Cart & Checkout button
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** Confirm the items and quantities for shop carts.
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** Make sure you have a pdf for each staff order.
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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 [[Handbook#Definition|staff privileges]], ask around.  
 +
** Print each complete and confirmed cart to PDF.
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** Email the PDF copies of all staff and shop carts to financial@bikekitchen.org.
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** 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.
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** Click the Checkout button and complete the order.
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** 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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* On the special order pages, mark any items that were out of stock and didn'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.
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* 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.
 
  
 
== Special order protocols using paper system (no longer in common use) ==
 
== Special order protocols using paper system (no longer in common use) ==
  
 
See the [[Special Order Protocol Paper]] page.
 
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"