Club Processing
The club processing tool allows you to batch process your club shipment for all members in the shipment.
For user choice club processing please see the User Choice Club Documentation.
Selecting A Club: Learn how to select a club to begin processing your shipment. Learn More >
Shipment Setup: Learn more about the first tab in club processing the Package Setup tab. This is where you will setup basic information such as the name, qualification date, and email options. Learn More >
Package Setup: Learn how to add products to your club shipment and how to correctly adjust the pricing for member discounts. Learn More >
Club Members: Learn how to add members to your club shipment and review member information, preview or create custom one off orders using Preview/Edit, or process a single member. Learn More >
Order Processing: Learn how to start batch processing for ship, pickup, or all club members in the shipment/batch. Learn More >
Summary: Learn how to review some statistics of your club shipment/batch. Learn More >
FAQs: Frequently asked club processing questions. Learn More >
Step 1: Choose the Club You Wish to Process
1. Navigate to Store > Clubs > Club Processing.
2. Start by selecting the club you wish to process from the Club select from the search parameters on the left.
3. Once you have chosen your club you will hit Search.
4. Any previous club shipments will appear in the content section on the right of the page.
5. To add a new shipment click the green Add A Club Shipment button on your left.
Step 2: Shipment Setup
The first tab that you will arrive on to process your new shipment is the Package Setup tab. This is where you will setup the product and shipping details for the shipment as well as selecting optional automatic emails to be sent to the customer upon completing processing.
Shipment Options
The first set of shipment parameters that you will want to setup are the name & shipping options. Below are a list of field definitions and their actions.
| Club | Select the club you wish to process. This should already display the name of the club that you chose from the search options in step 1. |
|---|---|
| Shipment Name |
Allows you to name your shipment. |
| Qualification Date |
This date controls who will qualify for the shipment. Club members must have a valid club membership (not Cancelled or On Hold) before this date to qualify for the shipment.
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| Member Sign Up Month |
To process your wine club by signup month, simply select one or multiple months from the new Member Signup Month dropdown menu in the Shipment Setup tab in the club processing window. Doing so will filter in members who signed up in your chosen months across all years. To deselect a month, just click on the checkbox and you'll see the month will no longer be checked off. Once there are no months selected, the default will return to "All months". Want to continue to process your club regardless of signup month? Simply select "All months" from the menu. |
| Future Ship Date |
Allows you to set, an optional, future ship date for orders processed in the shipment. All club orders in the shipment will be assigned the same future ship date. Only use this if you are planning to hold off shipping the orders for a week or more.
*Please Note: This option will only appear if you are using the future ship date option. For more information please see the Future Ship Date Documentation. |
| Shipping |
Choose how you want your shipping to be charged by selecting either Use a system shipping rate or Use a flat rate.
*Prepay & Pickup memberships do not apply. |
| Flat Rate Shipping |
If you select 'Use a flat rate' as your shipping option then the flat shipping rate field will appear. Enter the dollar value for the shipping costs that you would like to charge to all orders that are being shipped.
|
| Shipping Strategy | Select the shipping strategy you want to use for the shipment. For more information on shipping strategies please see the Shipping Strategy Documentation. |
| Shipping Type |
Select the shipping type that you want each of these orders to be shipped by. For more information on shipping types please see the Shipping Types Documentation.
|
| Pickup Inventory Pool | Allows pickup order to pull inventory from a selected inventory pool such as tasting room inventory. If you are only using a single inventory pool you will not need to make a selection your default pool will be used. |
| Shipping Inventory Pool | Allows shipping order to pull inventory from a selected inventory pool such as tasting room inventory. If you are only using a single inventory pool you will not need to make a selection your default pool will be used. |
| Is Active | Allows you to archive shipments that have been completely processed. Keep the shipment 'active' until all members have had a successful order placed. Then archive the shipment. |
Email Options
Club shipments do not have any default email documents that are sent out when you process your shipment. This means that club members will not receive any notification of the shipment like they would if they placed an order online. There are options that allow you to choose specific email documents to be sent to members who either pick up their order or have it shipped to them. This allows you to send custom club emails per club.
| Pickup Customer Email |
There are two menu selects that control which email document will be sent to members who pick up their club shipment. The first select allows you to choose which category your mail document is in. The second select allows you to pick the specific document that you wish to send. This email document will only be sent after a club order has been processed. This email will only be sent to club members who are set as pickup members on their membership. For more information please see the Contacts > Clubs Documentation. |
|---|---|
| Order |
There are two menu selects that control which email document will be sent to members who are having their club order shipped to them. The first select allows you to choose which category your mail document is in. The second select allows you to pick the specific document that you wish to send. This email document will only be sent after a club order has been processed. This email will only be sent to club members who are set to ship to their billing address or an alternate shipping address on their membership. For more information please see the Contacts > Clubs Documentation. Please Note: For more information on creating email documents please see the Email Documents Documentation. |
Step 3: Package Setup
The next tab in the your shipment setup is the Package Setup Tab were you will choose the products that will be included in your shipment.
PROMOTIONS DO NOT AUTOMATICALLY APPLY TO CLUB PROCESSING ORDERS. You will want to manually calculate your discounts into the price of each wine when it is added.
Adding Products:
1. Click on the text Click To Add An Item To This Package or the green [+] icon.
2. This will open a popup window where you can search for specific products by SKU, Name, Brand, Category. If you want to browse all of you products you can simply click the 'Search' button without entering any information.
3. To select a wine you wish to add by entering the price that you would like to charge, entering quantity, and clicking the green [+] icon next to the wine.
4. Complete adding all the products to the shipment. If you need to readjust any prices or quantities after you have added a product you will have to click the red X icon to remove the product and re-add it with the correct information.
5. Once all of your products, quantities, and prices have been adjusted click Next to move to the Club Members tab.
Step 4: Club Members
The Club Members tab is where you will be able to add the club members who qualify to your club shipment. You will also be able to review who has been processed, declined, and search through the members list.
This icon allows you to edit the credit card that is attached to a members club membership. This will allow you to more quickly update those members with expired cards.
This icon will take you directly to a club member's contact record under the Contacts section of the admin panel. * To navigate back to the Club Members tab you will want to click the 'Backspace' key on your keyboard.
Preview/Edit - This icon allows you to preview your each club member's order before processing your shipment. This also allows you to place custom one off orders for an individual club member. For more information please see the Editing A Club Shipment Documentation.
We strongly suggest reviewing a few different members before processing your shipment to ensure everything has been setup correctly. It is better to preview a few before than refund the orders after.
Skip - This icon allows you to skip members that you do not want to process at the moment. Skipped members will not have a order porcessed.
Unskip - An 'Unskip' icon will appear next to members that have been skipped. You will need to click the 'UnSkip' Icon before your will be able to process the member again.
Process - This icon allows you to process a single order for a single club member. This can be useful if you are working to update members who have declined orders. You may wish to address each order individually rather than re-attempt all of the declined members.
Download - This icon allows you to download either a full or filtered CSV file of the club members within the club processing shipment. For example, this may be a useful tool if you want to download a list of your recently declined club members.
Email - The email option allows you to send an email to the mebers that make up this club shipment. You can email the members pre-processing and include tags such as //ClubBlob// to remind members to review and update their shipping address if needed. You can also email members post process such as reaching out to declined members within the shipment.
Simply select the email Category that you email document belongs to, the Document itself, a Send To group, and select if you'd like to Exclude Skipped Members.
- All Club Members In Package
- All Active Club Members In Package
- Processed Only
- Processed (Pickup Only)
- Processed (Ship Only)
- Skipped Only
- Declined (May Include Expires)
- Expired
- Inactive/Cancelled Memberships
- Club Memberships Removed
Adding Members to Your Shipment
When you first arrive on the club members tab there will not be any members in your shipment. At the top of the Club Members tab will be a count of how many club members qualify for your shipment based on the Qualification Date.
You can either add all members all at once or select individual members. (If you are working with a shipment that already has members in it you can add additional members that now meet the qualification requirements set on the Shipment Setup tab).
| Add All Members | To add all club members at once click on Add All Members. |
|---|---|
| Select Members To Add | To view each of the members who qualify and select which specific members you wish to add to the shipment you will click Select Members To Add. This will bring up a window where you can view and select the specific members (first 100 members) you would like to add to the shipment. To add select members click the check box next to each member you wish to add and click Apply Changes once complete. |
Searching/Filtering Members
Once you have added members into the shipment you can search for individuals by name or groups of customers by Status. You will want to click on the drop down menu to select which search or filter you would like to use. By default this will be set to View All. Once you have made a selection from the drop down you will need to click the magnifying glass icon next to the menu to complete your search/filter.
These search and filter options only apply to the members in the shipment that you are working in, not across all members in the club.
| Search By Name |
This option allows you to search for members by First or Last Name. When you select Search By Name an additional field will appear to the right of the drop drown menu where you will enter the name you are looking for. Click the magnifying glass to complete your search.
|
|---|---|
| View All | This options allows you to view all members in the shipment regardless of your status. This is the default search filter. |
| View All Active | This option allows you to view any members who have active club membership within the specific shipment in which you are working. If you have cancelled or placed members on hold once they were added to the shipment (but before you process an order for them) then you will filter out these members. |
| Processed | This option allows you to view all members who have been processed in the shipment. Once a member has been processed there status cannot be changed from 'Processed' or removed from the package. |
| Skipped | This option allows you to view all members who have been skipped. |
|
Declined (May incl. Expired) |
This allows you to view members whose order was either declined when you processed the shipment or their card information was already expired before processing. |
| Expired | This allows you to view members who have an expired card at the time of adding them to the shipment. |
| Inactive/Cancelled Membership | This allows you to view members who had their membership cancelled after being added to the shipment. |
| Club Membership Remove | This allows you to view members in the shipment who have had their membership deleted or switched to a different club after being added to the shipment. |
Step 5: Order Processing
Once you have setup your shipment, managed your members, and previewed some of the orders for various members then you are ready to process your shipment.
Do not process multiple club shipments in the same browser on the same computer as this will adversely affect your shipment. We strongly suggest only processing a single club per browser at a time. If you see the Vin65 tab open more than once in the same browser you will want to close the extra tab.
Before running your club, you may want to turn on Automatic Club Decline Emails. This feature will automatically email your declined members on their first decline and ask them to update their credit card information.
To turn this feature on, go to Settings > Website Settings > Orders and check Send Initial Club Decline Email. Once turned on, the email will generate and you can customize what is sent to your members by going to Contacts > Email Documents and editing the Club Decline system email.
Note: This feature is only available on V2.1 Email Documents. For assistance enabling this feature. please reach out to support@winedirect.com
To turn this feature on, go to Settings > Website Settings > Orders and check Send Initial Club Decline Email. Once turned on, the email will generate and you can customize what is sent to your members by going to Contacts > Email Documents and editing the Club Decline system email.
Note: This feature is only available on V2.1 Email Documents. For assistance enabling this feature. please reach out to support@winedirect.com
The process tab is where you will run/batch process the remaining non-processed members, creating orders in bulk. By default the batch will have the filter selections set to All Members in All States. This means that both your Pickup and Ship members in all states/provinces will be processed together in one batch. However, there are further sort options are available to break your batch into smaller groups for processing.
Use the Membership Type drop down to filter Pick Members or Ship Members only. This will only batch process your pickup or ship members, leaving the other group to be processed at another time.
If you are shorting by Ship Members you can further filter by a specific Ship State. Each state/province will list the number of club members in the shipment that are shipping there order to that specific state.
Only one state can be selected at a time, if you choose to use the Ship State filter. That means you can either process all your ship members across all states/provinces or members in single state/province. Once you complete processing for one state you could always return to the Order Processing tab and process another state.
If you have select a specific Ship State than the results in the Process Status drop down will update to only include the members in that specific state/province.
When you come into a batch for the first time you will not have any declined orders (due to expired cards, etc) so the Process Status of All Members will be selected be default.
If you are working with a club processing batch that you have already begun to process you can filter between the Declined Members or only the Non-Processed Members left in the shipment. This is helpful because you do not want to attempt a declined order too many times in a row as the multiple attempts could raise flags with the club members credit card provider, causing the provider to reach out to the cardholder.
Any member that has already been Processed will not appear to be included in the member counts on the Process Order tab. A user would be be able to be processed twice in the same batch unless they had two memberships for the same club.
When you are ready to begin you can click the green Start checkmark in the lower left of the window.
A progress bar will let you know the status of your batch process. If you need to cancel the process at and point you can click the Cancel icon and Resume to continue processing again.
Orders that fail to process will be marked as Error, while all successfully processed orders will record as Success.
When you batch has finshed processing you can either click Next to proceed to the Summary screen or Apply Changes to save the batch and close the window.
Step 6: Summary
The final tab of club processing, the Summary tab allows you to view the stats for the club shipment that you just processed. See the general package information (one custom order products will not show) as well as how many members are in the batch, how many processed, and how many declined.
Summary tab definitions:
| Club | The wine club name that the shipment is being processed for. The Club can be edited on the Shipment Setup tab. |
|---|---|
| Shipment Name | The wine club shipment name that was given. The Shipment Name can be edited on the Shipment Setup tab. |
| Member Qualification Date | The date which controls who will qualify for the shipment. The Member Qualification Date is selected on the Shipment Setup tab. |
| Future Ship Date | The date for an optional future ship date where all processed orders will be shipped at a later date. The Future Ship Date is selected on the Shipment Setup tab. |
| Shipping | Use A System Shipping Rate or Use a Flat Rate. This is how you want the shipping to be charged. The Shipping is selected on the Shipment Setup tab. |
| Shipping Strategy | The Shipping Strategy you have selected to use for the shipment. The Shipping Strategy can be edited on the Shipment Setup tab. |
| Shipping Type | The Shipping Type you have selected to use for the shipment. The Shipping Type can be edited on the Shipment Setup tab. |
| Package Contents | An overview of the items within the shipment, including Item Description, Price, Quantity, and Total. The Package Contents can be edited on the Package Setup tab. |
| Total Members | The total number of members included in the shipment. This includes Active, Inactive/Cancelled memberships, and memberships/members which have been removed. The Total Members can be viewed on the Club Members tab. |
| Processed Members | The total number of members whose wine club orders have been successfully processed. The Processed Members can be viewed on the Club Members tab. |
| Declined Members | The total number of members whose wine club orders have been declined. The Declined Members, and the reason for their decline, can be viewed/edited on the Club Members tab. |
| Skipped Members | The total number of members who have been skipped from processing wine club orders. The Skipped Members can be viewed/edited on the Club Members tab. |
| Unprocessed Members | The total number of members whose wine club orders are unprocessed. This may include Skipped, Declined, Expired, Inactive/Cancelled Memberships, and Memberships/Members Removed.The Unprocessed Members can be viewed on the Club Members tab. |
Club Processing FAQs
- Will my club continue to process if I close my browser window?
- Am I able to process my ship or pickup members separately?
- Can I process ship members in a specific state/province?
- Can I retry members whose credit card was declined during processing?
- Can I resume a declined club order on the POS and have it update the club processed batch?
Will my club continue to process if I close my browser window?
No, you must leave your Vin65 browser window open for the club processing to continue.
Am I able to process my ship or pick up members separately?
Yes. On the Order Processing tab you will use the Membership Type drop down to select whether you want to only process your pick up members or only process your ship members.
Can I process ship members in a specific state/province?
Yes. On the Order Processing tab you will use the Ship State drop down to select a specific state/province that you would like to process.
Only one state can be selected at a time, if you choose to use the Ship State filter. That means you can either process all your ship members across all states/provinces or members in single state/province. Once you complete processing for one state you could always return to the Order Processing tab and process another state.
Can I retry members whose credit card was declined during processing?
Yes. On the Order Processing tab you have the option to sort the remaining un-processed members by Process Status. There are 3 Statuses:
- All Members: Both members in the shipment who have not yet been processed and members whose order were declined.
- Non-Processed Members: Only members in the shipment that have not yet had an order attempt processed.
- Declined Members: Only members in the shipment that have had their order declined.
For more information see the Order Processing section on this page. Learn More >
Can I resume a declined club order on the POS and have it update the club processed batch?
Yes. If you look up a declined order under the Order Manager section of the POS and choose to Resume a declined club order, the club processing batch that the original order was part of will be updated to reflected that the members club shipment has been processed.
Only the Resume Order ability on the POS will update the mark the declined order in the club shipment as processed, after the order has been charged successfully. Edit order through the admin panel does not update the club shipment.
