Sales Procedure
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 Store website.
1. An order is received by email or mail. The Assistant Treasurer confirms that payment has been properly made, and prints a hard copy.
- 1.1. 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.
2. The Assistant Treasurer checks the stock at Headquarters and attempts to fill the order. If the order is complete, skip to step 12.
3. 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.
4. 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.
5. The Assistant Treasurer puts the paper order on the "Sales" clipboard at Headquarters.
6. The Assistant Secretary, who normally visits the storage units at least weekly, takes the Sales clipboard with him on each trip.
7. 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.
9. 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.
10. Upon return to Headquarters, the Assistant Secretary will scan all originals needed, generating both PDF and OCR files.
11. The Assistant Secretary will print the remaining elements needed to fill the order, including covers for reprints. Some magazines published in the Omnibus Books may need covers designed.
12. 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.
13. The Assistant Treasurer will double-check that the order is complete and correct and prepare mailing labels and the cover letter.
14. The Assistant Treasurer will stuff the order into a 9×12" envelope if possible, and prepare for mailing.
15. 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.
16. The annotated order form is placed in the files and the order is mailed.
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.
