Add an Allocation

1. Click the Store icon on the Admin Panel. In the menu bar, select Allocation Builder.
   
   The Allocation Builder page appears.
   
   
2. In the left pane, click Add an Allocation.
   
   The Add Allocation window opens.
   
3. Make or choose the following entries:
   • Basic Information
     • Name: Enter the name of the offering that will appear to the consumer.
     • Start Date/End Date: Use these fields together to search within a date range. Enter date format as MM/DD/YYYY.
     • Is Active: Indicates whether or no an allocation is Active or "live". Active Allocations can have sales made against them from any sales channel.
       
   • When Will They Ship
     • Choose whether orders for this allocation will ship immediately or on a future date.
     • If you choose a Future ship date, you may add as many ship date options as you would like.
       
   • When and How Much to Charge
     • If you choose to ship on a future ship date, this section will allow you to specify how ans when payment on these orders will be made.
       
   • Number of Checkouts Allowed
     • This controls how many times a customer can checkout against this allocations.
     • One Time: Customers can place one order for this allocation.
     • Multiple Times: A Customer can place as many orders as they would like against this allocation until the have purchased the entire allocated amount have been purchased.
       
4. Click SAVE. This will reveal the details of the allocation in the tabbed format.

Allocation Details (Tabs)

When the Edit Allocation window appears, work through the tabs from left to right to complete your Allocation details. Use the menu below to learn more about the individual tabs.

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Allocation Details

BEST PRACTICE TIP: Once you have created your allocation, it is always a good idea to test it in the shopping cart and make sure everything is working in the way you intended.

General Tab

The entries on the General tab were made during the initial adding of an allocation. These fields can be accessed using the Edit an allocation icon.

• Name: Enter the name of the offering that will appear to the consumer.

• Start Date/End Date: Use these fields together to search within a date range. Enter date format as MM/DD/YYYY.

• Is Active: If this is a current allocation, select the Is Active check box.
  Note: In order to appear in the My Allocations area of the website, the allocation must be Active and within the date range entered.

• When Will They Ship? Note that when initially adding an Allocation, there will be a note "You must save the allocation before setting the shipping options." Later, after saving the allocation or when editing an allocation the options are as follows:

  • Ship Immediately ? for offerings that ship immediately upon receipt of the order.
  • Ship Later, Estimate Shipping Date ? use for pre-release offerings or Futures that you want to process now and ship later.

• When Products Are Ordered: Specify when you want to collect payment on orders and how much of the order total you wish to collect at the time of order for this allocation:

  • Total for products and shipping (both are charged together).
  • Products only (but not shipping).
  • Nothing (This options creates a pending order in eWinery which can be batch processed at the time of shipping)
  • A deposit for the products at the time the order is placed ? as a percentage of the total or as a specific dollar amount.
    NOTE: If you want the deposit to be a dollar amount, it must be less than the lowest purchase price in the order. For example, if the lowest price for a bottle of wine is $12, the deposit dollar amount must be less than $12.)

• Number of Checkouts: Specify how many times you want a member to be allowed to purchase from the allocation:

  • One ? Customers have one chance to check out from this allocation, the amount of wine purchased on that order is all they get.
  • Multiple ? Customers can make purchases from their allocation until they have reached their total allocation amount.

• Click SAVE.
  NOTE: You may now set the shipping option under "When Will They Ship?" section.

Description Tab

This is where you enter the information about the allocation offer that the customer will see. This could include details about the wines, the time period the offer is available or any other information you would like to share with your customers. This will appear in the ?My Allocations? area of the customers ?My Account? area on the website.

Using the content editor, you can enter information specifically about the allocation. This information will display on the website as a descriptor of the allocation offering. Click SAVE.

NOTE: The descriptions of the actual wine offered in the allocation are edited in the Product section of the Store. On the website, a mouse-over feature of the wine name displays the wine information in a small pop-up window so the customer does not leave the purchasing area of the Allocation store.

Products Tab

Once you have created your allocation in the Allocation Builder, you can select products for the allocation from your existing product list. Special inventories can be assigned to a particular allocation offering, and other details and options can be defined.

Adding products to an Allocation:

1. On the Products tab, click Add a Product to this Allocation.
   
   A small window with a drop-down list opens, populated with the wines that you already have set up in the Products submodule on the Store menu.
   
   NOTE: Allocations only work with First Party Wine Products. Third Party Wines or Non-Wine products do not work in the allocations module.

2. Select the wine you want to include in the allocation.
   It will appear under Products in this Allocation on the Products tab.
   
   
   NOTE: Both active and inactive products will show in this list. Inactive products will need to be activated on the product level for the allocation to work.
   
   
   
   
   

3. At the bottom of the page, you can enter SKUs for collateral to send with the offering. Click to add Collateral items then choose from the list provided.
   
   The collateral SKUs will be included in the Shipping File. If you are a ShipCompliant user, up will need to be sure to set up these collateral SKU's in ShipCompliant with a brand key of NONWINE.

4. Click SAVE.
   Your Total Available Inventory will display. You have the option of pulling from your general or 'unallocated' inventory or to create a separate 'sub-inventory' especially for this allocation offering. You might want to do this if you have several different lists that you are making offers to and need to manage the sales for each list.
   

Setting up the parameters of the Allocations

• Specify the number of bottles in the range from minimum to the maximum, and then enter the increments you want.
  
  For example, if you want to set the top limit to 12 bottles and want to require the member to order at least 3 bottles in three-bottle increments (e.g., 3, 6, 9), you would set Min=3, Max=12, Increments=3.

• The Allow members to request check box is a setting to allow or not allow a Wish List. If you select the box, a secondary area is created during checkout that will send the Admin an email with the specifics of the request.
  
  Learn more about Allocation Wish Lists.

• The "A purchase of this wine is required" check box is for a situation where you require that a customer buy 3 of this wine to be able to buy 3 of that wine.

• You can click Add a Product to this Allocation and include multiple wines in one allocation offering.

Members Tab

On the Members tab, you can define the group or list of customers that will be receiving the allocation offer by Member Type. As noted earlier, Member Types are created easily in the Members area of the Admin Panel. Customers can be assigned to any or all Member Types. Notice at the bottom left of this window is a link to All Members. This will open a list of all members that are included in this list.

View Members Associated to this Allocation

• Search and Select Members: The All Member screen shows a list of all the members in this allocation, including a search feature that helps you easily find a particular customer. All of the names are direct links to the Allocation tab on the Customer Record, as shown below.
  

• Select and Edit Member Records: The direct link takes you to the new Allocations tab in the Customer record. You can see all of the other customer info. This feature allows you to access each individual customer and lets the winery customize the allocation for each member.

  

  For example if you wanted this client to have the opportunity to purchase additional wine, you could adjust his allocation here. Also, if this customer had requested more wine using the Wish List feature, you could increase his allocation. You will also see this customer has 2 additional allocations open. When you close this window, you are immediately returned to the All Members List. You will also notice that you can see that this customer has not purchased any wine at this point and that there are 679 bottles still available.

• Customized Members: Viewing the Members tab, see that all customers with customized allocations are displayed on the Members tab.

NOTE: Once Members have been assigned to the Allocation and the "Is Active" checkbox is marked on the General Tab, the allocation is live and available for allocation list members to order.

Orders Tab

Orders are placed on the website and are captured on the Orders tab of the Allocation Builder. Once customers have placed orders, you can view both the order summary and its details on this tab. If, on the General tab, you selected the option of billing when the product is shipped, you would process the orders on this tab at the appointed time.

If the winery is using ShipCompliant, the orders are checked for compliance prior to being marked Complete by the system.

To view actual orders, click the Order No. The order opens in a new window.

Processing Pending Allocation Orders

In allocations where there is a partial payment or no payment taken at the time of order, you will be able to process these orders in a batch when it's time to ship. As orders are placed they will filter onto the Orders Tab of the Allocation (see above). Follow the steps below to process thee orders.

1. In the Admin Panel, go to Store > Allocation Builder then choose the allocation you want to process orders for from the list.

2. Go to the Orders Tab. Check the boxes next to the orders you would like to process or choose "Select All" to choose all unprocessed orders. Once you have selected orders, click the "Process Selected Orders" button.

   • Single orders may be process by clicking the "Process" button to the right of the order.

3. Orders will process one by one, as each order moves to a status of "Completed" the Automated System Emails for "Process Allocation Order" will be sent to the customer, letting them know their order was charged.
   
   
   

Shipping List Tab

The allocation orders that reach Completed status are compiled for export to the fulfillment partner. A properly formatted shipping file to send to your fulfillment partner appears on the Shipping List tab. Often you can download the Shipping List as needed.

• If the allocation was set up for immediate shipment, these orders are automatically sent to the fulfillment partner (this option requires integration with Ship Compliant and/or WTN).

• If the allocation is set up for future delivery, the orders are batched and sent to fulfillment as a batch order.

• If collateral has been designated for this shipment, the collateral SKU is included in the Shipping List.

• If you are using ShipCompliant and the order has been processed through to a status of ?Completed?, the orders will have been screened for compliance and address verification and can be exported directly to your shipping partner from ShipCompliant.

Statistics Tab

The Statistics tab provides a quick snapshot on the success of the allocation offer. At a glance, you can see general data about the overall allocation in the top part of the screen. Product Sales details are provided for each SKU in the allocation.