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Club Management & Communication
- Member Manager
- Communicating with Members
- You control the text shown on the homepage for the buying club, and next to member’s shopping baskets
- Communicate anything about ordering, or reminders about pickups. The message is up to you
Catalog Management
- Automatically Available Catalogs For Ordering
- Crown of Maine
- Frontier (future)
- United (future)
- Any distributor that can regularly provide us with a catalog format we can work with (future)
- Create Your Own Catalog
- Create products one by one or do bulk uploads using simple spreadsheets
- You control all the category names products you create
- Splits
- Set any product as a split for people to share
- Set any quantity to only be ordered if the split is full
- Allow some split products to be ordered even if not filled
- Other Details
- Set your state’s sales tax if necessary
- Set a markup or discount for shoppers
Shopping
- Easy Ordering via Website
- All members use a username and password set by the manager to access the shopping system, and they only see orders that are currently open
- Shopping basket shows all products and estimated totals
- Splits
- Easily displayed to identify both filled and unfilled orders
- System reminders for pulling out of a split order
Order Management
- Setup and starting an order
- Set an opening and closing date and time
- Choose the catalog to be offered for the order
- View a snapshot of your totals during the order
- Compile Order is a one-click process providing an Excel file summarizing your order for the distributor or farmer
- Receiving a Delivery
- Print receipts
- Print split sheets – see what members get how much of a given product (5# of carrots to Jim from a 25# bag)
- Make changes to original order based on what was delivered so it is not included in people’s final invoice at checkout
- No eggs were delivered, delete the entire egg order
- You got 5# of apples instead of 10#, make changes to individuals who ordered apples for a different split than originally intended
- Adjust the final weights of meats and cheeses to match what each member received
- Random Order Thoughts
- The “other notes” feature lets coordinators keep and read notes about what has gone on with the order.
- Checkout
- Make final individual changes to a member’s final invoice
- Make transaction notes
- Records receiving any type of payment
- PayPal/Credit Card transactions are possible, but not included in the system at this time
Reconciliation & Money Management
- Final Order View
- Displays order details for each member for viewing and export/archive
- Total, sub total, check #, markup/discount, notes, etc
- Final Delivery from Vendor
- Displays products members actually received in order to reconcile the bill from the vendor
- Archive & Import to other systems
- The final order view is exportable for simple archiving and creating any type of format for importing in to your financial software
- In the future, we hope to offer specific exports that are easily imported in to quickbooks and other major finance programs.