QBP Special Order Protocol

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://online.qbp.com (email tech@bikekitchen.org for login credentials).
• Click "Select Basket" -> "New", and name your basket with your full name, phone number and date, e.g.: "Tim Ledlie 415-765-4321 2009-07-19". Leave all other options on their defaults and click "Create."
• Surf the catalog and add stuff to your basket.
• Click "Select Basket" -> "Preview" and make sure all the quantities are correct. To finalize your basket, email it to orders@bikekitchen.org using one of these two options:
  1. Tell your web browser to print to file, generate a pdf, and email it as an attachment.
  2. Highlight/select everything, including the basket header, line items, and subtotal at the bottom, click "Edit" -> "Copy" in your web browser, and paste into the body of an email.
• 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.

If you can't use this online method, follow the old paper protocol.

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 (online or paper catalog) and email it and the item description to orders@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.
• Log in to QBP online and create a new "master" basket for the order
• For all staff-created baskets for which you've gotten confirmation emails, merge them into your master basket. Before merging a staffer's basket, make sure you have a pdf or email copy of her order (which she should have sent with her confirmation email). Once you merge their basket, you will no longer be able to distinguish that person's 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.
• Add any other items for the shop to the master basket.
• Alert a BK debit card holder to authorize the order.
• Print copies of the master basket and each individual staff member's baskets. Compute the 15% mark up for individual orders and note the total due on the individual order sheets.
• On the master basket printout, highlight which items are for which orders. This "annotated manifest" is invaluable for resolving the inevitable mysteries that emerge when special orders don't get picked up, paid for, etc. [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, note this explicitly.]
• Put the annotated manifest and the individual staff basket printouts 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.
• 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 she 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.
  • If all of the items have not arrived, do not sort the order yet. When QBP ships an order in multiple parts, we wait until all parts have arrived to sort, so that we can handle payment in a single step. Put things back in the boxes and back away.
  • There is one exception to this: sometimes QBP doesn't ship an order because it is out of stock. In that case, mark the out-of-stock item on the relevant special order form (below). The person who ordered the item will remove it from their total.
• 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.
• Bag each special order and fasten its special order form to it.
• Put the bagged and tagged special orders in an organized space in the office.
• Put the SHOP order away. spare tools go into the blue milk crate in the yellow cabinet. Tools which need to urgently hit the shop floor should be annotated as such on the master distribution sheet.
• 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.
• 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?

• Inspect the actual column of your special order for accuracy. Prices may vary from the catalog, and some of your items may have been out of stock. Recalculate your new total. FYI, QBP does not automatically back order them for us. If you have any issues, discuss them on the mailing list.
• You must have a QBP basket to pick up your Special Order. These should be printed out and waiting in the office for you.
• Calculate the 15% mark up to cover the cost of shipping and taxes. To do this multiply Line Subtotal x 1.15 = what you owe. Line Subtotal is before Estimate Freight is added in. Please do not round off your total.
• Please pay with a check. If you really can't pay with a check, you may pay with cash, but please do not round the amount due and please keep your payment bundled together with the change.
• Clip (don't staple) your check to your basket and put it in the safe. DO NOT RING YOUR ORDER UP!
• 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.