Creating the transactions

Once youʼve checked the club package to ensure that itʼs correct, you can create a set of sales order transactions for all the active club members and check them for errors. With this done, you can go ahead and charge credit cards, print shipping labels, ship the merchandise, and print or mail receipts. After the release is complete, Manager lets you track shipments and resolve payment and other accounting problems.

Club types and transaction batches

Itʼs important to remember that a transaction links a customer, who is a member of a specific club, with a package that youʼve defined to contain certain items. If all the customers belong to the same club and are to receive exactly the same package, then you can create all the transactions in one batch. More often, though, youʼll operate multiple clubs, and within each club there will be subgroups defined by the club Type — for example, “Reds,” “Whites,” and “Mixed.” Members of customer selection clubs, too, can differ in whether they receive actual inventory items or placeholders. Because each of these groups will be sent a different package, youʼll need to create the transactions separately for each group.

The most efficient way to manage the process is to create saved searches, one for each club and subclub. In the Customer list, saved searches with names like “Founders Club — Reds” can quickly list the active members of each type. You can then select all the records and create the transactions for each type in one step.

Note: Although you must create the transactions for each package separately, you can then charge and ship them all together.

To create transactions for a club release:

  1. In the Customer list, use one of your saved searches to find the members of each subclub.

  2. Select all the records (Edit : Select All, Ctrl‑A, or click the Select All icon).

  3. From the Actions menu, choose Create Transaction : Sales Order from Package (see Club sales from packages).

  4. For a customer selection club, choose Create Transaction : Sales Order from Selection.

  5. In the Create Transaction dialog, choose the correct package or selection from the list.

  6. From the drop-down list, select the club to associate with the transaction.

  7. Click OK.

If you leave the Transaction list open, you can watch as Manager creates the transactions.

To list all the transactions for a release:

  1. In the Transaction list, search for records with the following criteria:

  2. Type: 'Batch Sales Order,' Subtype: 'Club Product'

    Date Created: Date when the transactions were created

  3. From the View menu, choose Order Detail.

Using the wizard

The club run wizard creates the sales transactions for the release automatically. They are listed on the Transactions tab. Double-click a transaction to open the record in the Transaction – Data Entry dialog.

Related topics:

Running the club

Announcing the release

Creating the club package

Creating the transactions

Checking transactions for errors

Checking the weather forecast

Charging credit cards

Printing shipping labels

Sending receipts and gift memos

Recovering declined credit cards