This is the first article in a five part series on processing a club batch in Offset Commerce.
We summarized the entire workflow in a webinar on 8/6/24 which can be viewed here!
Table Of Contents
We will cover many settings here to ensure your Wine Products and any included collateral are set up to add to your club order. Settings will be covered in order of appearance on the product page. While there are many settings, this article will focus on ones that will be necessary for Club Batch Processing. Make sure to save your settings frequently to avoid losing any of your work.
Any wine you wish to add to a Club Batch must be set up as a product. Whether adding 750mL bottles, a Wine Opener, or a Newsletter, you must create a new product or duplicate and update an existing vintage of your product. Before you start, ensure you have an alphanumeric SKU and any other information you want to add to your products. Unlike other sales channels, products sold in a club order can have a very minimum setup as only certain fields will be visible to a customer.
DEFINITION: SKU is an abbreviation for Stock Keeping Unit which is a unique, alphanumeric code assigned to each product. Having a unique SKU helps you identify and track your products for inventory, fulfillment, compliance, etc.
Get started by going to the Products tab.
A. Creating a New Product
If you are creating a brand-new Wine Product from scratch, this is where you will start. If you are duplicating an existing product, skip to section b.
Click on Products
Click on + New Product
Select your Product Type option
If you re-creating a Wine Product, select Wine
For a Retail Product, select General Merchandise
For a Newsletter or Pamphlet, select Collateral
Enter your Product Title
IMPORTANT: This is the Title that will appear on your printed or emailed receipts. Avoid using any special characters like straight quotes as they can cause display issues.
Enter your SKU
REQUIREMENT: Your SKU should be an alpha-numeric. The only special character that is allowed is a "-" and all others will be replaced with the dash after entry.
IMPORTANT: Make sure to use the SKU that is the same across all your integrations and fulfillment locations. Some examples of places to check would be ShipCompliant or FORT Systems.
Enter your Price
Enter the amount of initial Inventory you want to sell in bottles or non-wine items, the amount you want to sell in units
IMPORTANT: In Offset, your inventory number should reflect the total amount you want to sell, NOT the total inventory available. You will want to subtract any library wine, reship/breakage wine, or wine reserved for other sales channels from the amount you enter into offset. So if you have 1,008 total bottles, and you want to save 144 bottles for other channels, enter 864 into Offset.
Click on Create Product
B. Duplicate an Existing Product
If you have the same product set up from a previous year, you can duplicate the product and update the settings to save time.
Click on the Product you want to duplicate
Click on the Actions dropdown
Click on Duplicate Product
Update the Product Title for the new vintage year
Create a new SKU for the latest vintage
Click the Duplicate Product button
IMPORTANT: Once you duplicate the product, review ALL the fields in the Product settings to ensure everything is up to date.
C. Update Inventory Levels
Select the number under CURRENT STOCK
Add notes in the Reason for adjustment to SKU: 21YOURSKU750 field
Enter the quantity for each INVENTORY LOCATION in the field under the ADJUST header using + or - to adjust the numbers up or down
Select the Adjust Inventory button to save and update your quantities.
IMPORTANT: Make sure that you have enough inventory to cover and fulfill all your Club orders. For example, if you have 200 members, and they will each receive 3 bottles of your 2022 Chardonnay in their order, ensure that you have at least 600 bottles of 2022 Chardonnay entered into your inventory.
NOTE: Most wineries will have one default inventory location. For information about whether multiple inventory locations would be right for you, please contact the Client Experience team.
D. Configuring Your Product Details
Scroll Down and select Product Details
Select the Display Status dropdown and choose Hidden
Turn the For Sale toggle On
Turn the Website toggle to Off
Select the Product Type dropdown and choose the appropriate Type for your product
Adjust the text in your Product Title if you need to make any changes.
NOTE: This is the title that appears on your email or printed receipts
E. Choose Your Channel Availibility
Scroll down to Channel Availability
Set the Channel Availability to Club.
IMPORTANT: The most common setup for brands that want to limit the sale of wine to Club members is to set the Channel Availability to Club. This will ensure that the product can only be purchased by club members when logged in and will limit the ability to purchase the product in other channels such as Open Cart. You will also want to remove the product from any Categories that would show on a Store page in a hybrid Open Cart setup even when limiting channel availability.
F. Set your Pricing and Taxes
Scroll down and select Pricing and Taxes (USD) and set your Product Price.
Scroll down and select Website Description and Notes
(Optional for Clubs) Enter any product information you want customers to see in the Product Description field.
Scroll down, select Product Counts, and set your Sell in Increments dropdown to 1
IMPORTANT: Leave the Minimum Purchase Quantity and Max Purchase Quantity fields blank.
Scroll down and select Shipping
Set your Bottle Size (Shipping) to the appropriate bottle size and this will determine which Shipping rate table applies to this product.
NOTE: If the bottle size you need is not showing in the dropdown, go to the Settings > Fulfillment Method and Rates tab. Scroll down to Bottle Sizes & Cubing, check the box for the size you need, and select the Update button.
IMPORTANT: After adding a bottle size, make sure to update your Shipping Rates for the new bottle size
Set your Shipping Grid Bottle Count to 1 for most setups.
NOTE: This setting determines which line a product would charge on the Rate grid. So if this is set to 1, and the customer buys one bottle, then it would charge based on the rates for 1 bottle. If it is set to 1 and the customer adds three bottles to their cart, then it would charge for 3 bottles on the grid and so on.
IMPORTANT: There may be certain scenarios where you would want to set the Grid Bottle Count to a larger number depending on your setup. If you are unsure about the best way to approach this, please contact the Client Success team for advice.
Row 1 of the shipping rate table
G. Create a Category for Your Club Products
(Optional) Scroll down to Categories
Select the Create a New Category button to create a new category for your release.
For example, Fall 2024 Club Wines. This will create a new category for you to organize all the products for your release for quick access.
To the right of Select a Category check the box and choose the Fall 2024 Release category to assign this product to the new category.
Repeat this process for all your Fall 2024 Release products.
IMPORTANT: If your categories are visible on a store page, make sure that the category is set to Hidden by selecting the Products > Categories and choosing the category. Scroll down to Details and set the Website Visibility to Hidden.