Difference between revisions of "Sales Procedure"

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<ol>
 
<ol>
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<li>An order is received by email or mail. The [[Assistant Treasurer]] confirms that payment has been properly made, and prints a hard copy.
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<li>An order is received at Headquarters by email or mail. Confirmation is made that payment has been properly received, the check deposited if any, and a hard copy of the order is printed for tracking and the files.
  
 
<ul>
 
<ul>
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<li>If payment is not received, the order is placed in a tickle file, and if not received within two weeks, the order is transferred to the [[Assistant Secretary]] who will contact the buyer about completing his purchase.</li>
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<li>If payment is not received, the order is placed in a tickle file, and if not received within two weeks, the the buyer is contacted about completing his purchase.</li>
 
</ul></li>
 
</ul></li>
  
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<li>The Assistant Treasurer checks the stock at Headquarters and attempts to fill the order. If the order is complete, skip to step 12.</li>
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<li>Stock at Headquarters is checked, and any available copies, after inspection for quality, are added to the order.</li>
  
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<li>The Assistant Treasurer annotates the paper order, giving the magazine issue(s) where a Reprint is from, and giving the Omnibus Book number if a magazine or reprint was published there.</li>
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<li>Items not in stock are printed from the best source available, and these are added to the order. This will normally be the PDF files. Note that pre-printed Reprints will generally require a new cover page.</li>
  
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<li>The Assistant Treasurer compares the annotated paper order to the PDF files available on the Server, and underlines those issues that have already been scanned.</li>
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<li>If any items are not available as PDF files, reasonable effort will be made to obtain originals, and scan them into PDF files so they may be printed and added to the order.</li>
  
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<li>The Assistant Treasurer puts the paper order on the "Sales" clipboard at Headquarters.</li>
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<li>If the entire order is filled, it is then shipped with a cover letter signed by the responsible individual.</li>
  
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<li>The [[Assistant Secretary]], who normally visits the storage units at least weekly, takes the Sales clipboard with him on each trip.</li>
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<li>If some items cannot be filled, a refund is issued in the same manner as payment was made, and the incomplete order is shipped with a cover letter explaining the missing items and the refund. Note that the shipping fee is not refunded if even one item is shipped.</li>
  
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<li>The Assistant Secretary checks the stock and pulls such reviews and back issues as may be available. If the order is now complete, skip to step 12.</li>
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<li>If no items can be sent, a full refund (including the shipping fee) is made, and the patron contacted by email (or mail, if the order was sent that way), explaining the missing items and offering appropriate apologies.</li>
  
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<li>For each item that is not available, the Assistant Secretary will pull an original for scanning, unless the issue is marked as having been scanned.</li>
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<li>When shipping, a 9&times;12" envelope should be used if possible, with a white box used for larger orders.</li>
  
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<li>Upon return to Headquarters, the Assistant Secretary will scan all originals needed, generating both PDF and OCR files. These will be uploaded to the [[AugustanConvert YahooGroup]] for processing.</li>
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<li>The printed order form is marked as to what was shipped when, what was not, and details of any refund issued. This and copies of any other correspondence are attached together and filed as time permits.</li>
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<li>The Assistant Secretary will print the remaining elements needed to fill the order, including covers for reprints. Some magazines published in the [[Augustan Society Omnibus|Omnibus Books]] may need covers designed.</li>
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<li>When all items on the order are complete, the Assistant Secretary places the reprints and magazines along with the paper order in the Inbox of the Assistant Treasurer.</li>
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<li>The Assistant Treasurer will double-check that the order is complete and correct and prepare mailing labels and the cover letter.</li>
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<li>The Assistant Treasurer will stuff the order into a 9&times;12" envelope if possible, and prepare for mailing.</li>
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<li>When the order will not fit into a standard envelope, the order, including cover letter and mailing labels, is given to the Assistant Secretary to place in either a larger envelope or a box at his discretion, applying mailing labels and returning to the Assistant Treasurer, who will again prepare it for mailing.</li>
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<li>The annotated order form is placed in the files and the order is mailed.</li>
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</ol>
 
</ol>
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Note that this procedure is presently in its first draft and subject to change as experience dictates. It is also structured for the unique skills and willingness of the present Assistant Secretary and Assistant Treasurer. One would reasonably expect it to change, perhaps significantly, should personnel change.
 
  
  

Latest revision as of 05:16, 21 May 2024

The Augustan Society, Inc., as part of its mission to communicate, offers for sale reprints, back issues, and books. This page is an effort to document the Procedure for Sales when they come through our Online Store website.

  1. An order is received at Headquarters by email or mail. Confirmation is made that payment has been properly received, the check deposited if any, and a hard copy of the order is printed for tracking and the files.
    • If payment is not received, the order is placed in a tickle file, and if not received within two weeks, the the buyer is contacted about completing his purchase.
  2. Stock at Headquarters is checked, and any available copies, after inspection for quality, are added to the order.
  3. Items not in stock are printed from the best source available, and these are added to the order. This will normally be the PDF files. Note that pre-printed Reprints will generally require a new cover page.
  4. If any items are not available as PDF files, reasonable effort will be made to obtain originals, and scan them into PDF files so they may be printed and added to the order.
  5. If the entire order is filled, it is then shipped with a cover letter signed by the responsible individual.
  6. If some items cannot be filled, a refund is issued in the same manner as payment was made, and the incomplete order is shipped with a cover letter explaining the missing items and the refund. Note that the shipping fee is not refunded if even one item is shipped.
  7. If no items can be sent, a full refund (including the shipping fee) is made, and the patron contacted by email (or mail, if the order was sent that way), explaining the missing items and offering appropriate apologies.
  8. When shipping, a 9×12" envelope should be used if possible, with a white box used for larger orders.
  9. The printed order form is marked as to what was shipped when, what was not, and details of any refund issued. This and copies of any other correspondence are attached together and filed as time permits.



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