Expendables Sales

We have a decent size standalone expendables business.

Selling Expendables

ALL sales now go through CurrentRMS. Even the Warehouse account should be able to create an order.

• Expendables Sales

Start New Quote

• 1. Under Opportunities, select the "Create Order" to add an ORDER.
  • For Subject, just put sale maybe with client name.
  • Start typing client name in the Organization. If it pops-up, great, they are in the system.
  • If not in the system, please Add them using the Green PLUS sign:
    • Name
    • email address
  • Click Create Order - no need for rest of details.
  • IMPORTANT: If it's a student that you just added:
    • In the opportunity, select the organization link
    • Select the Edit icon to edit organization
    • select the "Student" Price Level (at bottom). No Student Discount if you don't do this.
    • Update Record
    • Back at the Organization record, select the Sales opportunity you were working on to get back to it.
    • NOTE: DO NOT DO ADDITIONAL DISCOUNTS FOR STUDENT. The student price level is the discounted price.

• 2. Use the Picker or Scan Barcodes to fill out what they are buying. Price should auto fill.
• If it's something that is not in the system, use the "Add opportunity item" link at bottom.
  • Select "Text Item"
  • Enter Description
  • Select "SALE" Transaction Type
  • Set the Quantity
  • Set the Price.
  • Select "Create and add another" if you have more manual entries or "Create item" if you're done.

3. Once order is complete, charge on square

• Use "Checkout" on Square
• Enter TOTAL amount from order (it includes tax)
• Run their card

4. Send them the Paid Invoice - In the Order Screen:

• Select "Invoice Opportunity" - Just press "Create" button on pop-up
• Select "Issue Invoice" - Generates the invoice
• Select "Post Invoice" - Marks the invoice as Paid
• Select "JML Invoice/Credit" (under Print section)
• Select "Create Discussion"
• Select the "Sales Receipt" under the Template pull-down
• Make sure email address is correct
• Press "Create Discussion" - Receipt has been emailed.

5. Take the inventory out of stock:

• Go back to Order and go to "Details" tab
• Select everything and (under Function) select Book Out
• Select Finalize Checking Button
  • Move "Mark booked-out sale items as sold" slider to Yes
  • Press Finalize

Unusual Scenarios

Phone Order

Someone orders over the phone. They will pay online and send someone to pick-up.

Perform Steps 1 & 2 above. For payment, use the "Payment Only - Sales" print form on the order.

• Create Discussion
• Use the "Sales Payment Link" Template in the discussion and send.

When Payment is received, perform step 4 (Creating & sending paid invoice).

When they show up to pick-up the expendables, have them do an electronic signature with a CHECKOUT form (same as if rental). This confirms they picked-up their order.

Once that is done, we can complete the order with Step 5.

Expendables Locations

There are 3 locations where expendables are stored:

• Lobby Area - staples for walk-up sales
• Bay Gel Rack - Used only to store PARTIAL rolls we use for student cuts
• Studio - Where most of the inventory is stored.

Any time we run out of stock, you should put a note in the #needslist slack channel.

Gels

Gel By the Foot

We use partial rolls to sell by the foot. They are stored in the bay or lobby. ALL partial rolls should have a piece of tape indicating how many feet are left on the roll. The tape should also contain a QR code & description for help in scanning.

When gel is cut off, the number should be updated!.

To keep things organized, gels should be put back in the rack as soon as the sale is done.

If you run out of a kind of gel, put a note in the slack #needslist channel.

If you run out of gel and need some for a sale, you can check the "AS USED" stock for it. If there some, you can open the bag. Put a note in slack #needslist saying we need an AS-USED replacement.

DO NOT open a full roll of gel under any circumstances without checking with Management. If you open a full roll, put a note in slack's #needslist channel.

As-Used Gels

We have partial rolls that have been bagged and are sold on an as-used basis. They get sent on jobs, and if the bag is opened, we know gel has been used and we can charge. These rolls are stored either in the studio.

As much as possible, we want to keep those gels sealed to put on a job, but if you run out of by the foot, you can open a bag.

Full Rolls

The Full rolls are in the rack in the Studio. We should have 2 rolls of all the common types at all times so we have inventory to sell to a show at any given moment. These rolls should stay intact and are only for sale as whole rolls.

Rolls should have a sticker at the end with description and a QR code that can be scanned.

Transferring FULL ROLLS to By the Foot

When we run out of by the foot gels, we might need to use a full roll (if we have spares). This needs to be accounted for in our inventory. Please make a note in #needslist slack channel that you used a full roll.