eBudde Instructions for Cookie Cupboard Managers Table of Contents • • • • • • • •
Contact tab Settings tab Transactions tab Process Pickups tab o eBudde website view o eBudde app view Exchanges Damages Printing Receipts Close Cupboard
Contacts tab – make sure you contact info is listed correctly
Settings tab – update cupboard preferences
Add cupboard location
Click “Add Availability” to set Hours of Operation OR type “By Appointment Only”. Add any other notes you want to communicate to Troop Cookie Chairs Check “Use Pickup Slots” to enable Contactless Pickups at your cupboard. Set length of time you want to reserve for each troop pick up.
You can “turn off” a flavor if you run out of a variety at your cupboard. Make sure to turn the flavor back on once your cupboard gets restocked.
Cookies tab – view initial order amount
Transaction tab – Managing a Troop Transaction List of troop transactions
• • • •
Current Inventory – physical count you should have in your cupboard Pending (warehouse) – pending orders with a delivery agent Pending (Trp+SU+Cup) – packages requested from your cupboard yet to be picked up After pending – number of packages available after all pending orders
Click on transactions to view details
• Troop Number • Preferred pickup date and time • Pending box (uncheck once order is picked up by troop) • Order amount • Volunteer contact info If necessary, you can: • • •
Print receipt Delete transaction Edit order
Process Pickups tab – For Cookie Cupboard Managers – Website View • Check Pick Up Slots • Set time length for each troop pickup
• When a troop arrives to pick up order, navigate to the “Process Pickups” tab • Click on the pending troop order
• “Release Order” – This will require to troop to log into eBudde and confirm order which will then trigger an electronic receipt to both parties. (automatically unpends transaction) OR • UnPend Order – Select “UnPend Order” if you are using physical receipts instead
Process Pickups tab – Troop Cookie Chairs – Website View Once you, the Cookie Cupboard Manager, release the order, the TCC will need to confirm they received their full amount from the cupboard. They can do this by • • • •
Navigating to the “Txn Pickups” tab in eBudde Find the cupboard order they are picking up and click “Confirm” This will trigger an email receipt to the Cupboard Manager and Troop Cookie Chair The order will no longer show on the “Txn Pickups” tab as it has been fulfilled
Good to note: • Once released the transaction is unpended- even if the troop does not confirm • The confirm simply is the receipting of the received product. • No reminder will be sent to the troop to confirm • Cupboard Managers will have an alert on their Dashboard if they have outstanding transactions that are not confirmed for the Cupboard Manager follow-up • You can determine which troops need follow-up by checking the Process Pick-up Tab • The contact info will be in the contact box when you click on the transaction
Releasing Orders – For Cookie Cupboard Managers – eBudde App View
1. On the menu 2. Click Cookies OR Click the PICKUP icon at the bottom of the screen 3. Click Process Pickups
4. Click the pending order 5. Verify/update varieties 6. Click RELEASE 7. Release will also un-pend the order if you are writing paper receipts
Important! •
At this point a Cupboard Manager will not be able to change the transaction. They will need to RECLAIM to make changes
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Cupboard Managers should require confirmation prior to leaving cupboard to ensure completion of the transaction
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Cupboard Managers should require troop confirmation via Troop User prior to leaving cupboard to ensure completion of the transaction
Troubleshooting - Reclaim a Transaction Cupboard Managers can reclaim a transaction if it was released in error. Once reclaimed, the cupboard manager can select the transaction again, change quantities if necessary and release again.
Confirming Orders – For Troop Cookie Chairs – eBudde App View 1. Click CALENDAR 2. Click CONFIRM ORDER
3. Click CONFIRM PICKUP 4. Click OKAY 5. Confirmation email is sent to the troop users Important! • No reminder will be sent to the troop to confirm • Cupboard Managers will have an alert on their Dashboard if they have outstanding transactions that are not confirmed for the Cupboard Manager follow-up
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Delivery tab – confirm delivery location is correct
Replacing damaged product • • • •
You can replace damaged product for Troops with your cupboard inventory Replacing damages does not require an eBudde transaction from the Troop You will need to update your Cupboard Inventory Dispose of damaged product
In eBudde • Select Transactions tab • Click “Add a Transaction” nd
• 2 Party – Cupboard • 999 Damages (900) • Enter in the amount of product that was damaged to transfer out of your cupboards inventory • Click Okay • Click Save
Exchanging Varieties • • • •
TCCs are permitted to exchange flavors of equal value Traditional flavors may be exchanged for other traditional flavors Specialty flavors may be exchanged for the other specialty flavor (S’mores/Toffee) Traditional flavors may not be exchanged with Specialty flavors (vice versa) In eBudde
• Step 1 TCC Transaction - Cookies being taken from the cupboard should be submitted as a transaction by the TCC (like a normal transaction) • Step 2 Cupboard Manager Transaction - Cookies being brought back to the cupboard should be submitted as a transaction by the Cookie Cupboard Manager • Click “Add a Transaction” nd
• 2 Party Troop • Enter Troop # • Enter cookie amount that is being brought back • Product Movement – “Add Product”
Printing Receipts Individual Transaction • • •
From the Transaction tab, click on the transaction you would like to print Select “Print” to print a receipt of the transaction Have individual picking up cookies sign off on the receipt to confirm they received the correct amount of cookies
Multiple Transactions • To print multiple receipts at a time, click on the “Column Filter” drop down menu and select Pickup Date • Enter a date range in the low and high box and click “Apply Filter” • Required Date Format – i.e. -01/29/2020 • Once filter is applied, click “Print Rec’s”
Closing your cupboard • By the end of April your cupboard should be closed and the numbers in eBudde should be accurate to what you have left in your cupboard • Remaining cupboard inventory is used to fill Gift of Caring donations to Operation Gratitude • If your cupboard should have any remaining cookies after we pull for donations • Option 1 – request GSHPA come and pick up your remaining inventory • Option 2 – donate your remaining inventory to a local charity/organization *Must get approval from your VSC before donating In eBudde • Go to the Transactions tab and click “Add a Transaction” • • • • • •
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2 Party – Cupboard Select – Local Cupboard Donations (407) Enter in the remaining inventory in your cupboard Add receiving organization information in Contact Info Click Okay Click Save