7. Loading & Removing Specials In RSA

Beer specials are loaded into RSA if a beer is past is Best Before date or the beers are being used as part of an instore floor stack promotion.

If you find out of date stock:

1. Go to RSA/warehouse and check quantity on hand

2. If cost less than $8 Retail ($4 cost) and less than 10 bottles or fresh stock has arrived, then 0 out in RSA

3. If cost more than $8 retail or more than 10 bottles in stock then set to invisible on Bigcommerce and write up on store notes: http://bit.ly/BCSharedStoreNotes

4. Move stock to best before shelves in warehouse

Beers are then put on special in RSA & website by Kieran

1. Kieran to check store notes once a week and add in special as required to RSA and website

2. Kieran to print out special tickets

3. Once put on special then remove from in store notes

Once sold out of stock

1. Put specials tickets on spike in store

2. Richard to remove them from RSA

3. Bea to remove them from special on the website and update pricing

NOTE: if you open RSA and get the following message:

There are some price changes due to be updated.

Select [YES] to update prices now.

Select [NO] to update prices later.

By default select NO.

PUTTING A BEER ON SPECIAL

3 things that MUST be done when a special is loaded into RSA.

- Load the price change as a “Special” in RSA

- Create a shelf tag that has the “was” and “now” pricing for the product (based on single bottle price) and the best before date clearly marked

- Give Richard/Geoff the names and pricing of the products (that have stock still displayed online - more than the buffer quantity amount) that have had a special pricing applied, this is so that the pricing can be reflected on the website – this is very important.

REMOVING A BEER FROM SPECIAL

2 things that MUST be done once a product has sold out at the special pricing (i.e. no more of that beer with that best before date is left in stock and the fresh stock of that beer is now available)

- Remove the “was / now” shelf tag from the shelf display strip

- Place the shelf tag with that has the “was / now” pricing on the register receipt spike. This is critical as it allows the Special pricing to be removed from the website and be back to the normal pricing.

- Remove the “Special” price in RSA (see instructions at bottom of this page)

PRICING FOR SPECIALS

The below is a guide to margin applied to products on special pricing depending on the date of the beer. This is based on when the beer is found nearing or past its marked dates. There is no need to then each month or two update the pricing as by that stage the beers will likely have sold anyway.

This is the Gross Profit margin as shown in RSA POS.

HOW TO LOAD A PRODUCT ON SPECIAL

1. Login > F1 Manage Mode > Prices, Specials and Offers

2a. If wanting to create a new specials price list then follow these steps.

i. Click "New"

ii. Select "Normal" and enter a description

iii. Select a start and end date.

iv. Add in the products at the bottom in the field "Select PLU". Enter the pricing as required - see above for guidelines.

v. Dont add the product to the ticket file.

vi. Click "Accept Special" in bottom right.

vii. Now go back to "Prices, Specials and Offers", and double click on the new specials list you have created.

viii. Click "Change now" and select "No" that you do not want to add to the label file. Wait about 15 seconds. Print out will occur. Special has been loaded under a new list and specials pricing is now live in RSA.

2b. If wanting to add to an existing list then follow these steps:

i. Double click on the price list you want to add specials to, most often this is the one named "Do Not Delete - Specials"

ii. Click "add"

iii. Add in the products at the bottom in the field "Select PLU". Enter the pricing as required - see above for guidelines.

iv. Dont add the product to the ticket file.

v. Click "Accept Special" in bottom right.

vi. Now go back to "Prices, Specials and Offers", and double click on the list in which you have added the products on special.

vii. Click "Change now" and select "No" that you do not want to add to the label file. Wait about 5-15 seconds. Print out will occur. Specials have been added to the existing list and are now live in RSA.

Changing Pricing Once Product is on Special and is Live

If you realise that a product has the incorrect special price allocated to it you can still change the pricing once it is live. To do this follow these steps.

1. Log in to RSA > Manage Mode > PLUs

2. Go to the PLU that you want to change the Specials pricing for.

3. If necessary toggle between the "Show Retail" / "Show Special" using the button.

4. Update the pricing by overwriting the price in the boxes on the page (note the managers password will be required.)

Once you are happy with all the products that you have added in and want the specials pricing to go live then follow these steps:

1. Login > F1 Manage Mode > Prices

2. IMPORTANT - READ THIS ENTIRE STEP BEFORE PROCEEDING Double click on the list you are wanting to make go live, it will be the only one with a "Start Date" and "End Date". Do not use the list named "Specials - Do Not Delete This List". If you use this list and proceed with step 3 it will delete all the specials currently loaded into the system adding about an hour of work to your day having to enter all the specials back into the system :-(

3. To make the specials prices live select “Change Now”.

Changing Pricing Once Product is on Special and is Live

If you realise that a product has the incorrect special price allocated to it you can still change the pricing once it is live. To do this follow these steps.

1. Log in to RSA > F1 Manage Mode > F3 PLU

2. Go to the PLU that you want to change the Specials pricing for (this will be the one with an "End Date" that you just specified in the table)

3. If necessary toggle between the "Show Retail" / "Show Special" using the button.

4. Update the pricing by overwriting the price in the boxes on the page (note the managers password will be required.)

To Remove Products From RSA Specials

1. Ensure you have read what must be done above re removing “was / now” shelf tag.

3. Go into the “Prices” area of RSA. (Login > F1 Manage Mode > Prices)

3. Double click on the Specials listing that has the product you want to remove from specials (generally speaking this is the list named "Specials - Do Not Delete This List").

4. Select the product WITH THE MOUSE, and then CLICK (this is very important) “8 Remove” WITH THE MOUSE.Hitting the F8 button to remove will end up taking multiple products off special (this is a glitch in RSA). To avoid this, ensure you only use the mouse and click to remove a product from Special.

Past Best Before Dates Sold Online Before Price Has Been Changed.

If a beer has been sold online inadvertently at the normal retail price before the special price has been loaded the following should be followed:

For anything that has been missed being loaded on special and has therefore been inadvertently sold online, we offer:

- an alternative beer of similar price point

- online credit to account

- additional free beer (to similar value of the discount that would have been applied). Used for lower value beers (sub $10) and where it may be down to the last few bottles where they are all on code.

- refund to card (for the discounted amount difference or entire beer if customer does not want to take it)

The other thing to consider is how much the total order value is, as this determines how much profit is in the order.

At no point should stock be given away or sold lower than cost price unless OK by myself or Richard.

To determine how much the beer would have been reduced by (and therefore what the credit/refund/free beer value would be) view the table above.