Wine Direct 4.1 Wine Club Fulfillment Quick Steps Wine Club Preparation Page Check for Expired Credit Cards 2 Setup Products / Subscription 2 Setup Shipping Templates 2 Fulfillment Processing Verify Wine Club Subscription and Shipping Template 3 Run Subscription 3 Verify Orders in Order Management 4 Order Exceptions 4 Ticklers 5 Charge Credit Cards 6 Post Sales 6 Cash Receipts Report 6 Settle or Close Credit Card Batch 7 Shipping 7 Processing Pickup Orders 8 Print Sales reports 9 Print Invoices 9 Print Declined Credit Card report 9 Club Processing Checklist 10-11 Microworks Technologies, Inc. 841 Latour Court, Suite C Napa, CA 94558 t 707.224.9620 f 707.224.9622 support@winesoftware.com www.winesoftware.com Page 1 of 11 Updated: 10/17/13
Wine Club preparation This should be performed approximately 3-6 weeks prior to running the wine club. Check for expired credit cards: 1. Open Wine Direct and logon. 2. At Wine Direct Sales & Fulfillment menu, open the Subscribers screen. 3. From the toolbar, click the Datasheet button. 4. Filter for the subscription you are running, Active and the expiration date range you need. I. Office 2007: Right click on an expiration date, select Date Filters from the fly-out menu, then select Before. Type in the date you wish to exclude. For cards that expire November 30 and before, type in 12/1/XX (where XX is the two digit year). II. Office 2003: Right click on an expiration date, in the Filter For field, type in <12/1/XX (or whichever date you need) 5. You may send this resulting datasheet to Excel or use print it or simply click through to each subscriber I. Note: If you click through to a subscriber and then click the Datasheet button again, it will retain your filter criteria 6. These customers will need to be contacted to have their credit card information updated before their orders can be charged. TIP: Sort by Expiration Date (Oldest to Newest) to move the blank expiration dates to the top of the list. Filtering to a date range (or even less than a date) will remove those from view. NOTE: Remember, you can either export a list to use for a mail merge or do your calling right from the datasheet. Setup products / subscription: 1. Verify that all wines, merchandise and printed materials will be available for shipment when you plan to process your wine club subscription. 2. Verify that all shipping materials and the shipper will be available for the planned shipment date. 3. Verify all products are active Items a. Please note, only inventoried items will show on Shipping Manifests and Pickup Lists 4. If you are using ShipCompliant, verify your products are uploaded to ShipCompliant 5. In Sales & Fulfillment Subscriptions, review & adjust shipment details for each club type. Page 2 of 11
Setup Shipping Templates: 1. Verify that all shipping templates have the correct Shipper, Carrier, Method, Service Code and Shipping Rate for each state. 2. Shipping templates are in System Setup Shipping Templates TIP: Leave the Shipper, Carrier and Method blank for those states you do not ship to and the create orders process will catch non-compliant orders before you create them. Fulfillment Processing Verify Wine Club Subscription: 1. At Wine Direct Sales & Fulfillment menu, open the Subscriptions screen. 2. In the Subscriptions screen, use the magnifying glass look up function to locate the subscription you will be processing. If you are processing multiple subscriptions, the following steps must be repeated for each subscription. 3. Double check the Sales Location, Sales Department, Sales Group and Shipping Template are all correct. 4. Ensure the correct products are in the subscription. 5. Key in a Quantity and Price for each product. 6. Verify all Subscription information is complete. Verify Shipping Templates: 1. Verify that all shipping templates have the correct Shipper, Carrier, Method, Service Code and Shipping Rate for each state. 2. Shipping templates are in System Setup Shipping Templates Run Subscriptions: The following procedure will create a new invoice for each active wine club member. Note: It is recommended that if you are running more than one subscription you start with one and continue through this entire process for only the one subscription, reconciling numbers and dollars throughout before processing on the second or subsequent subscription. 1. From the Subscriptions screen, click the Create Subscription Orders button. 2. Verify that current date appears in the Batch Tag field. You can change the batch tag if you desire. 3. If you have <Missing> listed in the states column, you have subscribers that do not have a ship to state in their subscription. You need to find and correct these customers before continuing: a. Go to the subscriber datasheet b. Filter for Active club members c. Sort Ascending on the ShipToState column. d. Double click into each Subscriber and add their ship to state Page 3 of 11
4. The Create Subscription Orders screen defaults to all subscribers. You may add filters as desired by clicking the checkbox next to the filter to activate it, then you may make your selection. 5. You can verify the number of orders to be created in the bottom left hand corner of the screen. 6. Enter an Estimated Ship Date, it must be either today or in the future 7. Click the check box next to Subscription has been verified and is ready to be processed. This is to prompt you to reflect upon whether or not you have checked your shipping template and ensure the correct wines are in the batch with the correct quantities and prices. 8. Click Create Orders. 9. You will be prompted to make sure you wish to create a batch, click the checkbox that says Create batch orders for selected subscription and click OK to continue. This is to prompt you to reflect upon whether or not you have checked your shipping template and ensure the correct wines are in the batch with the correct quantities and prices. NOTE: CAUTION! This step cannot be reversed. Make sure you have correctly completed the subscription setup. 10. You will be prompted when batch has been created successfully, click Close. 11. Close the Create Batch Orders screen then close the Subscription window. Verify Orders: Check Orders in Order Management 1. Click Order Management on the Sales & Fulfillment menu 2. Enter today s date into the Order Date Fm: field 3. Filter for Ship orders only 4. Select the batch you just created 5. Click the Edit button 6. Click the Datasheet button 7. Scroll right until you find the STState and sort by this column 8. Right click and select Sort Ascending (Office 2003) or Sort A to Z Office 2007 9. Scroll down the list and make sure the names, states and prices look right. 10. Open one order from each state to confirm products, quantities, product prices and shipping prices 11. When done, close the Datasheet, List Editor and Order Management Order Exceptions: 1. Click on Order Exceptions in the Sales & Fulfillment menu 2. Click the button with the large check mark next to the Credit Cards button 3. Check the box that reads Check all unpaid credit card orders for valid credit cards information including expiration date, valid card number, AVS (address verify) qualification 4. Click OK. 5. When it is done checking your orders, click Close 6. Check for your batch. These are the invalid and expired credit cards. You may use this screen as a list of people to call to get updated information Page 4 of 11
7. Click the large check mark next to the Compliance button 8. Check the box that reads Check all open shipping orders for direct shipping compliance including prohibited states, exceeded limits, sales tax. 9. Click OK. 10. When it is done checking your orders, click Close 11. Check for your batch. These are the orders with compliance issues. You may use this screen as a list of people to call to check the orders and determine if these issues need to be resolved before billing occurs. 12. Click the large check mark next to the Delivery Address button 13. Check the box that reads Check all unshipped orders for valid delivery address. 14. Click OK. 15. When it is done checking your orders, click Close 16. Check for your batch. These are the orders with address issues. You may use this screen as a list of people to call to check the orders and determine if these issues need to be resolved before billing occurs. 17. Close the Order Exceptions screen. Ticklers: Go through your TICKLERS and make Subscription Order modifications NOW!! 1. On the main screen, click the Ticklers button (looks like a bell) 2. Find the ticklers for your club a. TIP: If you put the name of the club in the Subject, you can filter to the specific club b. TIP: If you set the Follow Up date to the first of the month that the club shipment will be created, you can filter for that particular day and the list will shrink as you complete the Ticklers 3. Open a tickler by double clicking the line 4. On the Contact Management screen, you can view what the changes should be. 5. Click the Order History button 6. Open the Club order you have just created 7. Make the changes to the order as desired by the customer 8. Change the batch tag a. TIP: Add -Special to the existing batch tag to know which ones have been changed 9. Close the order and the Order History screen 10. Either mark the Tickler Completed or push the Follow-up Date to the first of the month when you expect to run the next club shipment 11. Close the Contact Management screen 12. Open the next Tickler and repeat until all are complete Page 5 of 11
Charge Credit Cards: Note: If you share a single merchant account between retail operations and the club, the charging and settling of batch(es) should be timed as not to impact retail authorizations. 1. Make sure PC Charge is running. If you are running PC Charge 5.8.3 or later, you will need to log in and then log off and minimize PC Charge in order to run your club. Otherwise, your session could time-out which would cause an inordinate number of declines. 2. Choose Charge Credit Cards from the Wine Direct Sales & Fulfillment menu. 3. Select only the Pending Credit Card Batch for the subscription you are submitting. 4. Click Submit Batch. 5. Click the checkbox Authorize all credit cards in selected batches and click OK. 6. Wine Direct will send the cards through PC Charge. You will see a message Authorizing Credit Cards (you are making money now!). 7. When the card charging process is complete, it will display the number of cards processed. Click Close. 8. Click OK and Close the Batch Credit Card Processing screen. Post sales: Click Post Cash Registers from the Cash Registers Menu. Highlight the batch to post and click the Post button. You will be prompted to continue with posting, click Yes. When posting has completed, click Close. NOTE: The back office orders are referred to as Register 0 Cash Receipts Report: Under Reports, Click Cash Receipts. Run a Cash Receipts report for the orders you just ran to get a total dollar amount for the sales in Wine Direct. Page 6 of 11
PC Charge Reports and Settlement: If your processer is set to Manual Settle: 1. In the PCCharge screen, verify the transactions before performing settlement. Choose Report Batch Pre-Settle. At the Reports screen, verify Print To selection and Screen is chosen. Click OK. 2. Close Pre-Settle report, close Reports screen. 3. Select Batch Settle (or hit the button that looks like a Clock with EOD (stands for End of Day) from the menu bar. 4. At the Settle Batch screen, verify count amount of transactions pending settlement as well as the dollar total. This should match the total on your Cash Receipts report. If it doesn t call Microworks to help find out why. 5. If everything matches, Click Process. 6. You will be prompted with Settlement Accepted message when complete. Close Settle Batch screen. 7. Choose Reports Batch Post-Settle from the menu bar. 8. At the Reports screen, Change the Print to selection to select Printer and click OK. 9. If done charging, choose File Exit from the PC Charge menu to close program. If your processer is set to Automatic Settle: 1. In the PCCharge screen, verify the transactions before performing settlement. Choose Report Batch Daily Transaction Summary. At the Reports screen, verify Print To selection and Screen is chosen. Click OK. 2. Close Daily Transaction Summary report, close Reports screen. 3. Select Batch Settle (or hit the button that looks like a Clock with EOD (stands for End of Day) from the menu bar. 4. At the Settle Batch screen Click OK. 5. You will be prompted with BATCH RELEASED message when complete. Verify the count and amount of transactions in the settlement. Close Settle Batch screen. If done charging, choose File Exit from the PC Charge menu to close program. Shipping: 1. Wait until all batches have been run and your shipper is ready to receive order information 2. Choose Shipping from the Sales & Fulfillment menu. 3. Select the Order Batch you processed 4. You may use the filters to select only certain orders before executing any of the following actions 5. Select any reports you need. You may print Invoices for the batch, a Shipping Manifest - Detailed, a Shipping Manifest Summary or a Pull Order. 6. If you use an outside fulfillment or shipper and need to send them the ship information in text file format then click on Export. 7. Wine Direct will ask you for a location and a file name for the export. Click Save. 8. If you are using an external compliance company that is set up for Web Services communication, click the Commit button. This will send the selected batch to your compliance company. Page 7 of 11
9. After exporting the shipping file and committing your orders, click the Mark Shipped button. You will be prompted to mark orders Shipped, click Yes. Click OK. Note: If you are exporting more than one subscription batch, you should rename the file you just wrote down before exporting your next batch. To email your manifest to a fulfillment company, open your email program and attach the shipping file to your message (use the path you wrote down to find the shipping file) and send it or to save the file to a removable disk. Processing Pickup Orders: PRINTING THE PICKUP LIST 1. Choose Pickups from the Sales & Fulfillment menu. 2. The default filters will show you all of your orders that are not picked up, Paid and Unpaid. Alter your filters to see the groups of batches you need. 3. Select the Order Batch you processed. 4. Select any reports you need. You may print Invoices for the batch, a Pickup List - Detailed, a Pickup List Summary or a Pull Order. Once the Pickup List has been printed, it should be given to the person or department responsible for distributing the orders as they are picked up by the customers. Record the Customer s name and the date when they pick up their order on the Pickup List. When orders have been picked up, return the Pickup List to your wine club coordinator for data entry. Enter Pickup List information into Wine Direct. MARKING PICKED UP FROM THE CUSTOMER SCREEN in Wine Direct 1. Choose Customers from the Wine Direct Sales & Fulfillment menu. 2. Using the Customer look up function (Magnifying Glass button), select the Customer who picked up their order. 3. At the Customer screen, choose the Order History button on the toolbar. 4. From the Order History screen, on the line of the order you want to mark, double click in the Tracking Date field (on the far right) to open the Tracking screen 5. Click the box Picked Up 6. Wine Direct will automatically fill in the By, the Pickup Date and the Username for you. You may change them if desired. 7. Close the Tracking, Order History and Customer screens. MARKING PICKED UP FROM THE PICKUP SCREEN in Wine Direct 1. Select the batch of orders you for which you wish to enter pickup information 2. Click the Edit button 3. Click once on the line you want to mark picked up 4. Click the Track this Order button 5. Click the box Picked Up Page 8 of 11
6. Wine Direct will automatically fill in the By, the Pickup Date and the Username for you. You may change them if desired. 7. Close the Tracking screen 8. Close the Pickup Orders List Editor 9. Close the Pickup screen MARKING PICKED UP FROM THE CUSTOMER INFO SCREEN in Cash Manager 1. Find the customer 2. Touch the CUST INFO button 3. Touch the Pickups tab 4. Select the order you wish to mark picked up 5. If it is PAID, you touch the Pickup button a. If you also have a signature pad, it will prompt you for a customer signature at this point 6. If it is UNPAID, you touch the RECALL button and tender as a normal transaction Reports SALES REPORTS The most common sales reports are the Cash Receipts Report, Inventory Sales by Sales Department report, and the Sales Tax Report. 1. Cash Receipts Report (you may have printed this earlier in the process) a. From the Sales & Fulfillment screen click Cash Receipts b. Select today s date, your Store and click Print Preview 2. Inventory Sales by Sales Department Report a. From the Sales & Fulfillment screen click Inventory Sales by Sales Department b. Select today s date, your Store and click Print Preview 3. Sales Tax Report a. From the Sales & Fulfillment screen click Sales Tax Report b. Select today s date, your Store and click Print Preview INVOICES 1. From the Sales & Fulfillment screen click Shipping or Pickups 2. Click the batches for which you need to print invoices 3. Use the Report pull down, select Invoices and click Print Preview DECLINED CREDIT CARD REPORT 1. From the Sales and Fulfillment Screen click Order Exceptions 2. Highlight the batches for which you wish to have a report and click Print Preview 3. Alternately, you may use the order list editor or the datasheet to manage your declined credit card list. That s it! Page 9 of 11
Wine Club Fulfillment Checklist Verify Subscription Subscription Name: Products, Quantities, Prices Shipping Template Create Orders # Club Orders Verify Orders, one from each state, note Products and Shipping Rate Order Management # of Orders Order Exceptions Credit Card Exceptions Compliance Exceptions Delivery Address Exceptions Ticklers Completed Ticklers Charge Credit Cards # Before charging: # After charging (Declines): Approvals (Difference): Page 10 of 11
Wine Club Fulfillment Checklist Post Sales Posted Shipping Export Commit (if using external compliance) Mark Shipped Pickup Print Pickup List (optional) Reporting Cash Receipts Total: $ Inventory Sales by Sales Department Total: $ Sales Tax Report Total: $ PC Charge Total: $ Page 11 of 11