Running the club
Once the Λctiv8 team has set up your database, you can begin using Manager to work with regular club releases.
Note: Only Full Operator and Operator level users can process club releases (see Λctiv8 Manager user types).
Club release checklist (customer choice club)
To ensure that your club run goes smoothly, begin going through the following checklist a week or two before the release date.
✔ (Steps marked with [P] apply only to placeholder clubs.)
Assign web user IDs
Ensures that every club memberʼs Customer record includes a Web User name, to be used when logging in to the club web site.
Add inventory items
If youʼve added new inventory items to be included in the current club selection, youʼll need to be sure youʼve imported them into the database before you can use them to create the new club package.
- (P) ❑ Display placeholder data
Sets the Customer list to display placeholders, so that they can be included in the selection package. In the Customer list, choose Display Placeholder Data from the Search menu.
- ❑ Create/update selection package
- ❑ Assign selection package to customers(Customer list : Actions : Create Selections : Selections from Package)
Copies the default selection package to all members of the club; customers can change their choices later on the club web site.
- (P) ❑ Set placeholder pricing
(Inventory list : Retail Unit Price)
- (P) ❑ Assign inventory relationship
(Inventory list : Setup tab : Inventory Name)
Before you can process the club release, all of the placeholder entries must be linked with actual inventory items.
Once youʼve set up all the other conditions for a placeholder club, this is usually the only step in which youʼll need to make changes for subsequent club releases.
- ❑ Send selection confirmation email
(Customer list : Actions : Send to Customer : Email Selection Confirmation)
- ❑ Validate shipping addresses
To avoid shipping and delivery problems, before processing a club release itʼs wise to run a check on membersʼ addresses. From the Customer list, you can verify both mailing and shipping addresses, as well as e-mail addresses.
- ❑ Update empty box packages
(Package list : Type 'Empty Box')
- ❑ Update sales tax rates
Because state and local rates can change during the year, if you ship to customers in destination tax states, itʼs wise to have Manager update the tax data before you create a batch of club transactions. After the Tax Code Determination job runs and collects the new data, you can check for errors and attempt to assign tax codes manually.
- ❑ Create transactions
(Customer list : Actions : Create Transaction : Sales Order from Package)
- ❑ Check transactions for errors
(Transaction list : View : Order Detail, Shipping Detail)
- ❑ Confirm inventory and supplies
Before processing a club release, you'll want to confirm that both the items to be shipped and the packaging materials you'll need are in stock, in sufficient quantity. A pair of reports counts the inventory items and boxes needed for the transactions; you can check these against your stock on hand.
To view an inventory item or box count:
In the Transaction list, select all the transactions for the release.
From the View menu, choose Order Summary (for inventory items) or Packaging (for box count).
From the Output menu, choose Print Preview or Print.
- ❑ Check the label printer
Typically, your shipping company will provide a label printer for your use. If you have accounts with more than one shipper (e.g., GSO for within California and FedEx for elsewhere), you should have a dedicated printer for each carrier. Manager can print labels for up to three different carriers at the same time.
Before a club run, confirm that the printers to be used are working. Check the labels to be sure there are enough for the shipment.
- ❑ Check the weather forecast
(Transaction list : View : Shipping temperature)
On the release date:
- ❑ Charge membersʼ credit cards
- ❑ Print shipping labels
- ❑ Send receipts and gift memos
- ❑ Delete pending selections
Choose a topic:
- ❑ Create/update selection package