Beer Club Labels / Process for doing Beer Club orders for month

Lachlan to review

1. In Shopify run analytics for the past month and look at total units for the subscription type you want to fulfil e.g. Bootlegger.

2. In Order desk go to the folder e.g. Bootlegger and sort high to low. Check total units equals the same as Shopify above - Order Desk displays total orders not units so you will need to count the additional units where people have order more than 1 pack e.g. Order Desk shows 195 packs sold but there are 5 people with twin packs which equals 200 units.

3. Looking at duplicates above if there are unexplained multiple orders to the same address, or more than one pack going to the same customer then contact the customer to check that this was their intention – if required cancel one order.

• Example email to send in Reamaze (follow-up with SMS as well & if necessary call):

Hi NAME,

Thanks for your order at the end of last month. We're just getting these ready to send out.

I noticed within the order you chose to purchase 2 x The Bootlegger - Monthly 6 Pack Subscription. I just wanted to check this was intentional and that you didn't just want one?

If you can let me know we'll get sent out later this week.

Thanks,

Richard

Note - once you hear back from the customer you will need to update Bold Subscription/Shopify Order & Order Desk.

4. When everything is sorted then send file to Shipstation and fulfil.

5. Once fulfilled customers will automatically be sent an email saying their subscription is on the way.

Making changes to an order? See steps below.

To do a refund/cancel an order

1. Find the order

2. Click Cancel order button – if it is in the same month choose restock item, otherwise untick restock item.

3. Refund amount including shipping via Refund - Cashier.

4. In recurring orders app change subscription to cancelled if prepaid or paused if not prepaid – that way the customer can reactivate it in the future if they would like.

To refund part of an ongoing order

In Shopify Find the order

1.Select More Actions, then Refund - Cashier.

2.Enter a Refund quantity

3. Enter a $ amount next to "Shipping refund" if you would like to refund a full or partial shipping charge

4. Enter a refund reason. (optional)

5. Select Send an email notification to the customer. (optional)

6. Select Refund $XX.XX

If you need to change the quantity ordered for a customer (e.g. were meant to have just 1 pack not 2).

1. Go to Recurring Orders app.

2. Open subscription > Customers > search for customer email

3. Click on View icon – update quantity

Note while Recurring Orders lists a swap product function it does not appear to work - may need to contact Bold Support.

To add Authority to Leave to an order

In Bold Subscriptions find customer, go to Manage Order Attributes

To add this in for a customer in Name add in I provide authority to leave this parcel.

In Value add: Yes

In order notes you would then add in any specific comments e.g. Please leave right near front door

Go here and go to Manage Order Attributes you can see an example of this.

OLD PROCESS

1. Export all beer club orders for the month

• In Shopify go to Orders

  • Click 'All Orders to Fulfill' tag (this includes open orders, unfulfilled, paid, partially paid, partially refunded)

• Filter by Date > Custom Date > Enter period covering last month

• Choose Export orders 50+ orders with current search

• Save into current months Beer Club file

2. Open Beer Club Macro New Beer Club_Macro_AUPost_V9.52

• • Go to Tab Beer Club Calculator

  • Click Brows Export CSV, choose file saved earlier and click Process Items

  • A saved Excel document will be saved in the same place as the previously exported CSV file with name Beer Club Monthly Calculation DD-MM-YY

3. Open Beer Club Monthly Calculation file

• • Sort the file on 'Email' Column B Filter by Cell Colour + Lineitem Qty by Cell Colour + Lineitem Qty Largest to Smallest + Email A to Z.

• Hide columns so that you can see all customers that have multiple subscriptions with different shipping addresses. These can all be assumed to be fine.

• Copy sheet 'Order Issues' from previous month's Calculation sheet as this will normally explain a number of orders that have 2 packs, or 2 separate orders to the same address.

If there are unexplained multiple orders to the same address, or more than one pack going to the same customer then contact the customer to check that this was their intention – if required cancel one order.

• Example email to send in Reamaze (follow-up with SMS as well & if necessary call):

Hi NAME,

Thanks for your order at the end of last month. We're just getting these ready to send out.

I noticed within the order you chose to purchase 2 x The Bootlegger - Monthly 6 Pack Subscription. I just wanted to check this was intentional and that you didn't just want one?

If you can let me know we'll get sent out later this week.

Thanks,

Richard

Note - once you hear back from the customer you will need to update Excel sheet 'Order issues' so that you can reference this going forward. Any changes need to be updated in the Bold App.

Last step before moving onto exports - ensure that all customer enquiries that occurred during the month e.g. subscription cancellation, address updates etc have been made to Shopify prior to doing any exports.

4. Export Beer Club subscription type

• Choose subscription type as filter

  • Select tag e.g. Bootlegger (this includes open orders, unfulfilled, paid, partially paid, partially refunded)

  • Select date range as last month

  • Export Current Search to Beer Club > Date > New Beer Club > Subscription Type e.g. Bootlegger

5. Open Beer Club Aust Post Macro

• • Go to tab Extract Data and upload file downloaded above

  • Update weight Bootlegger = 2, Speak Easy/Black Market = 4

• Any orders that have more than one pack need to have the line duplicated in the Excel Macro to ensure two packs are sent.

  • Review Authority to leave to make sure comments make sense and that all ATL comments do have a Yes in ATL column

  • Check for missing postcodes – if these are missing take the suburb and search in Google and update in Macro.

  • Review customer names – if an apostrophe is used it will be incorrectly imported into Australia Post so update this both in Excel and in Bold Subscriptions e.g. Sam O’Neill

  • At the same time copy the email address open Bold Subscriptions> Customer and search on customer- click edit shipping address and update address.

  • In the Beer Club Macro once file looks fine click Create eParcel CSV.

6. Open Australia Post > Beer Club – Select Reference File > Import Consignment File and Choose the File previously export above.

• • Review and update all address issues identified by Australia Post. For any changes input these back into Subscription file by copying the email address, opening Bold Subscriptions> Customer and searching for customer- click edit shipping address and update address.

  • Check total parcels (articles) matches the total subscriptions found in master beer club export at 2. If it is different trouble shoot:

  • Have cancelled orders been removed?

    • Are there duplicated orders that need to be removed?

    • Are there any customers getting more than one parcel delivered to them?

    • Are there any orders being held off while checking on customer replies?

    • Are NT orders included?

• Once all address’ have been updated ensure all orders are added to the next manifest then sort on Ref No. 1 low to high. Then select all and click Labels. Review labels to ensure no address details are cut-off.

• Print labels and apply to boxes.