Fulfillment

Most orders will be initiated in Shopify; some will start as quotes or invoices in Xero.  When the orders start in Shopify, the packing slip should be generated and fulfillment notification sent from Shopify; the customers prepay on those orders.  An invoice needs to be created in Xero for each fulfilled order in Shopify.  An order starting in Xero does not get entered into Shopify; when that order is fulfilled (i.e. shipping or delivery arrangements have been made but not yet completed), in Xero the invoice should be marked as fulfilled and the invoice should be emailed to the customer.

Create Custom Invoice

• Login to Xero.
• Click on the ‘Accounts’ tab and then on ‘Sales’.
• Check for an approved quote.
  • Scroll down and click on ‘See all’ to the right of ‘Quotes’.
  • If an accepted quote exists, open the quote and then click on the ‘Create Invoice’ button.  In the popup window, click on the ‘Mark as invoiced’ box and then on the ‘Create’ button.  Check the invoice and if it’s correct, scroll down, navigate the ‘Save’ pull down and click on ‘Save & submit for approval’.

• If there’s not an approved quote, then create a new invoice.
  • Click on the ‘+ New’ pull-down and then on ‘Invoice’.
  • For a purchase that does not include a discount, in the ‘To’ box enter the purchaser’s name.  If the name is not in the database, use the ‘New Customer’ instructions to create the new Customer contact.  (For personal purchases that include a discount, do this step after populating the items.)
  • In the first ‘Item’ box start typing the first product.  If the product is not already in the database, use the ‘New Product’ instructions in the Purchasing post.
  • Adjust the ‘Quantity’ as applicable.
  • For Friends and Family, in the ‘Disc %’ column enter “20” for a 20% discount.
  • For an expired item, in the ‘Disc %’ column enter “75” for Friends and Family; or for personal enter “0.01” in the ‘Unit Price’ column.
  • For local purchases, under ‘Tax Rate’ pull-down select ‘Sales Tax – Alameda, CA (9.5%)’ for non-food items such as the Lively Up Your Breath drops.  As needed, add CRV (California Redemption Value) and CRV tax.  (See ‘Tax and CRV’ section below.)
  • Repeat for other products purchased.
  • If shipping and handling is not included in the product cost, enter that as a separate item.
  • For a personal purchase that includes a discount, in the ‘To’ box enter the purchaser’s name.  If the name is not in the database, use the ‘New Customer’ instructions to create the new Customer contact.  (Do this step after populating the items for invoices without an automatically generated discount.  For example, if a friend who gets a 20% discount for personal purchases is going on business travel, then do this step after entering the items purchased.)
  • If an item needs to be substituted (with the customer’s permission, as applicable), and if the substitute has a price different from that of the original item, then discount the substitute to match the original price.
  • Scroll down to the bottom and click on the ‘Save’ pull-down.  To bill, click on ‘Save’, ‘Approve’ (or email COO (Curtis) requesting his approval in Xero of invoice with reference to the invoice number), and ‘Send’.
  • Note the new Invoice number.
  • Log out of Xero.
• (As necessary, email COO (Curtis) requesting his approval in Xero of the Invoice (referencing the Invoice number).)

Create Invoice

Kit Invoice

• Login to Xero.
• Click on the ‘Accounts’ tab and then on ‘Sales’.
• Click on ‘Quotes’ and then ‘See all’.
• Click on ‘Search’, ‘Search for’, enter “nutriate”, and then click on ‘Search’.
• Select the appropriate quote such as ‘Meeting Kit 10’.
• Click on the ‘Options’ pull down and select ‘Copy to…’.
  • Select ‘Invoice’ and ‘Create draft’.
  • Enter the customer’s name in the ‘To’ field.
  • Make any necessary item changes (ensuring that appropriate discounts are or are not applied).  Ensure that the Unit Price of the ‘Kit Adjustment’ or ‘Custom Adjustment’ item is still correct.
  • Click on ‘Save’, ‘Approve’, ‘Print’, and ‘Send’.

• Log out of Xero.
• Email COO (Curtis) requesting his approval in Xero of the Invoice (referencing the Invoice number).

Employee Invoice

(An invoice to a family member should be done in the name of the applicable family member but can be emailed to the employee paying the invoice.)

• Login to Xero.
• Click on the ‘Accounts’ tab and then on ‘Sales’.
• Click on ‘See all’ to the right of ‘Invoices’.
• Click on ‘Search’ and in the ‘Enter Number, Reference, Contact or Amount’ box enter the employee’s name in the form “last_name, first_name“; the search function is not case sensitive. Click on ‘Search’.
• If a draft exists (refer to the ‘Status’ column), then open the draft.  If not, then create a new invoice from scratch or by copying a Paid invoice (if an appropriate one exists).
  • To copy, open the appropriate invoice, click on the ‘Invoice Options’ pull down, and select ‘Copy’.
  • To create new, click on the ‘New Invoice’ pull down, and select ‘New Invoice’.  Enter the employee’s name in the form “last_name, first_name” in the ‘To’ field.
• Enter items and/or make any necessary item changes.
• Adjust the ‘Unit Price’ amounts to cost plus the employee’s percentage (1% for PEG and CNP; 5% for other employees).  (Look up the ‘Purchases Unit Price’ and enter 101% of that value rounded up to the nearest cent (two decimal places) in the ‘Unit Price’ field in the invoice: ‘Purchases Unit Price’ * 1.01.)  (Do NOT adjust using the ‘Disc %’ field.)
• Include the usual CRV (‘Item’), sales tax (‘Tax Rate’ column), and sales tax on CRV (as per the ‘Tax and CRV’ section).  Sales tax should be a percentage of the adjusted (discounted) ‘Unit Price’.
• To save the invoice as an open draft, click on the ‘Save’ pull down and select ‘Save as draft’.  To bill, click on ‘Save’, ‘Approve’ (or email COO (Curtis) requesting his approval in Xero of invoice with reference to the invoice number), and ‘Send’.

• Log out of Xero.

New Customer

(The following instructions are to be executed in Xero.)

• Click on the ‘Contacts’ tab and navigate to and click on ‘Customers’.
• Click on the ‘Add Contact’ button.
• Fill out the contact information.
• Click on the ‘Save’ button.

Tax and CRV

Sales tax applies to non-edibles (ex. bowls and sporks), body products (ex. Lively Up Your Breath Gels, Ki’Xocolatl lotion), dietary supplements (ex. SCD Probiotics), and certain types of carbonated drinks (such as Amara, Guru, and some of the Steaz flavors).  Carbonated drink mixes such as the Nuun fizzy drink tablets are taxable; carbonated, 100% natural (i.e. does not contain preservatives such as sodium benzoate) fruit juice is nontaxable.  Non-carbonated drinks such as Taste Nirvana! and Kohana Coffee are not taxed.  Fermented drinks (naturally carbonated) – such as GT Kombucha – with less than 0.5% alcohol by volume are not taxed; fermented drinks such as the shelf stable Kombucha Wonder Drink which has added carbonation (carbon dioxide) are taxable.  (See page 5 of the CA BOE Grocery Guide.)

Vitamin enhancement does not by itself render a food taxable but (as previously stated) dietary supplements are taxable.  Candy and other snacks are not taxable.  (They were taxable for a brief period from 1991 to 1992 and may again become taxable in 2018 depending on the actions of the State Legislature.)

As needed, add CRV (California Redemption Value) and CRV tax.

We absorb the CRV for shipped orders.  CRV applies to beverages in aluminum (or bimetal) cans (such as Taste Nirvana! and Kohana Coffee), glass bottles (ex. GT Kombucha and R.W. Knudsen Cherry Juice), or plastic bottles (ex. Amara) under 46 fl oz.  When there’s CRV for a taxed item, then the CRV is also taxed (e.g. cans of Guru and of Kombucha Wonder Drink).  CRV does not apply to Tetra pak products (such as Coco Libre) or plastic film pouches.  If those products are packaged in glass or aluminum containers, then CRV and CRV tax apply; we currently do not carry any non-edibles in containers to which CRV applies.

See the Expenses post for CRV reporting to the State of CA.

Invoicing in Xero

For local purchases, under ‘Tax Rate‘ pull-down select ‘Sales Tax – Alameda, CA (9.5%)’.   If tax is to be applied to a shipment to a California destination, then use the City of Alameda tax rate.  To include CRV, select either ‘CA CRV – < 24 oz: CA CRV – $0.05 per container’ or ‘CA CRV – 24+ oz: CA CRV – $0.10 per container’, depending on the size of the container, and then increment the quantity accordingly.  If CRV is charged on a taxable item (e.g. some of the flavors of Steaz), then also apply the sales tax rate to the CRV for those taxable items.  Create two CRV < 24 oz entries on the invoice if there are taxed as well as nontaxed CRV charges.

Pick Order

If there is an order in Shopify:

• Log into the Shopify administrative site ( https://nutriate.myshopify.com/admin/auth/login )
• In the left hand menu, click on ‘Orders’ (check box icon), click on the order to be fulfilled (‘OID1000’ for example).
• Print the packing slip to use for picking and to pack in the order.  (See the ‘Print Setup’ section below if you have not previously printed a packing slip or invoice from your computer.)
  • Click on the ‘…’ button in the upper right corner (to the left of the ‘Print’ button) and then click on ‘Print with Order Printer’.
  • In the right hand ‘Templates’ menu, select only the ‘Packing slip’ template.
  • Click on the ‘Print’ button in the upper right corner.
  • In the ‘Print’ window, ensure that the correct printer has been selected and that the print properties are set to print 1 page per sheet then click on the ‘OK’ button to print.
  • Scroll down and for hand-delivered orders uncheck the notification box; for shipped orders enter the shipping information.

Otherwise log into Xero, open the invoice, and print the first page/s with the products to be packed, 1-up, but not the last page with the payment instructions.

• When the order has been fulfilled (i.e. made ready for delivery – rather than after delivery), in Shopify click on ‘Order Fulfilled’ in the ‘Summary’ window to the right.  In Xero mark the invoice as sent.  If Xero only, send the invoice to the customer from Xero.
• Log out of Shopify and Xero.
• Note depleted inventory and submit purchase request/s.

Pack Order

Product Labels

• Place a sticker on each sample to be included.
• Place an ‘Awesome’ sticker on at least half of the Amara or Steaz included.

Box Selection

Two boxes cost more than one to ship but the Nutriate 2-layer, white kit box costs more than the white Uline boxes.  For example, 2x22lb boxes cost $27.88 to ship locally while 1x44lb box costs $18.38 (delta of $8.50).

• Nutriate 2-layer, white kit box (“Nut L Trvl 20x16x6”) $?
• Small white Uline box (“Nut S Whi 12x10x6”) $2.52
• Medium white Uline box (“Nut M Whi 16x12x6”) $3.37

Into the Box

• Include the packing slip (Shopify orders) or the invoice (Xero-only orders) in the box.  Hand write a thank you on the packing slip or invoice.
• If using white kit box, drinks, entrees, and other heavy items go on the bottom layer.
• Tear off in 5 – 7′ lengths of dunnage, pleat into thirds lengthwise, fold again into thirds, and place around and on top of lower layer.  Repeat until layer is covered.
• Press in shelf.
• Light items on to top shelf, placing small items into a bag.
• Repeat dunnage step on top layer.
• Place packing slip on top.
• Close box.  Use wide tape to tape the short (side) top edges and then the front top edge if using the custom white 2-layer box.  If using a medium or small white Uline box, tape the bottom front edge.
• If using a white Uline box, affix a Nutriate label (from the box on the hearth) to the top in the upper left corner.
• Weigh the sealed box.

Ship Order

FedEx

• For shipment to a third party (such as a hotel), call the destination to confirm that they will receive and hold FedEx packages and to confirm the shipping address.  If they will not receive and hold packages, then ask for an alternative.  The local FedEx office is an alternative.  Note any fee (which will be paid by Nutriate’s customer).
• Record the destination in Capsule using tag ‘Customer – Delivery Destination’.  As applicable, use the tag ‘Customer – Lodging’.
• Login to FedEx as “nutriate”.  (Go to
• As needed, click on the ‘Shipping’ pull down to the right of the FedEx logo in the upper left corner of the top grey menu bar and select ‘Create a Shipment’.  (Or to get a shipping quote, under ‘Shipping’ select ‘Get Rates & Transit Times’.)
• (To edit Nutriate box dimensions (LxWxH), click on the ‘My Lists’ pull down tab and then select ‘Dimensions’.)
  • Complete ‘2. To’ section.
    • For ‘Company’ enter the name of the delivery destination (such as ‘Hotel Y’).  If the destination is a private residence, leave the field blank.
    • For ‘Contact name’ enter the name of the Nutriate customer.  If the destination is some form of lodging (e.g. a hotel), then preface the customer’s name with ‘Guest Name: ‘.
    • For ‘Phone no.’ enter the phone number of the Nutriate customer (rather than of the delivery destination).
  • Under section ‘3. Package & Shipment Details’:
    • Under ‘Pricing option’ select ‘FedEx Standard Rate’.
    • Enter the ‘Weight’ and ‘Declared Value’.
    • For ‘Service type’ select “FedEx Ground”.
    • For ‘Package type’ select “Your Packaging”.
    • For box ‘Dimensions’ select “Nut L Trvl 20x16x6” if the Nutriate 2-layer, white kit box; “Nut S Whi 12x10x6” for the small white Uline box; “Nut M Whi 16x12x6” for the medium white Uline box; or “Enter dimensions” (LxWxH).
  • Under ‘4. Billing Details’, ‘Shipment Notifications’, ‘Edit’, ‘Add additional recipients’, ‘Other 1 Email’, enter the email addresses for notification.
  • Under ‘5. Complete your Shipment’, click on ‘Ship’ and wait for the shipping label to appear.
  • If there is more than one package, ensure that ‘All labels’ is selected.  Click on ‘Print’.  Ensure that printing is 1-up (and one sided if more than one label).  Collect printed label/s.
  • Click on ‘Logout’.
• Follow the instructions to affix the shipping label.  (Shipping label pouches on the hearth.)
• Drop off at FedEx at 750 Atlantic Ave, Alameda getting a receipt.  Open M – F 7am – 11pm, Sa 8am – 9pm, and Su 9am – 9pm; latest FedEx Ground dropoff M – F 6pm, no pickup on the weekends.
• If ordered through Shopify, login to Shopify, open the order, click on ‘Fulfill items’.  Ensure that ‘Mark as fulfilled without buying a shipping label’ is selected.  Click on ‘Fulfill items.  Close the order and log out of Shopify.

USPS

Use USPS for small packages and letters.  First-Class Mail takes 1 – 3 business days to ship and works for envelopes (max 0.25″ in thickness) and lightweight (max 13 ounces) packages.  Check pricing and delivery with the Postage Price Calculator.

• Sign in to Click-N-Ship at usps.com using the nutriate account.
• Use the option ‘Start a Batch Order’ partway down the page for several identical packages to different addresses.
• Print the labels after adjusting the printer properties to print single sided, one-up.  Use the paper cutter to cut apart the printed labels.
• Tape the label to the package.
• Drop off the package at a USPS office (such as Webster St or South Shore Mall).

Kit Adjustment

A ‘Kit Adjustment’ item in the Xero inventory is required to get an invoice for a kit to equal the stated kit price.  (‘kit’ is equivalent to ‘assortment’.)

• Login to Xero.
• Click on ‘Accounts’, ‘Inventory’, ‘New Item’.
• Enter a twelve digit ‘Item Code’ starting with ‘88880000000’.
• Enter the type of adjustment under ‘Item Name’ (such as “Kit Adjustment”).
• Select ‘I sell this item’.
• Enter a ‘Unit Price’ of “-1.00”.
• Under ‘Sales Account’ select “2600 – Rounding”.
• For ‘Tax Rate’ select “Tax Exempt (0%)”.
• Under ‘Sales Description’ enter “Kit Adjustment”.

Print Setup

Browser

Modify your browser’s printing preferences to not print a header and footer on Nutriate documents.  Add a cookie exception for Shopify apps such as the ‘Order Printer’ app.

Chrome Header / Footer

Instructions for turning off the Chrome headers and footers.

Firefox Header / Footer

• Click on the menu icon (a stack of three horizontal lines) in the upper right corner.
• Click on the ‘Print’ icon.
• Click on the ‘Page Setup…’ button.
• Click on the ‘Margins & Header/Footer’ tab.
• Ensure that all six ‘Headers & Footers’ options are set to ‘–blank–‘.
• Click on the ‘OK’ button and then on the ‘Close’ button.

Firefox Cookie Exception

• Click on the menu icon (a stack of three horizontal lines) in the upper right corner.
• Click on the ‘Options’ icon.
• In the ‘Options’ browser window click on ‘Privacy’ in the left hand menu.
• Click on the ‘Exceptions…’ button to the right of ‘Accept cookies from sites’.
• In the ‘Address of website:’ box enter “https://orderprinter.shopifyapps.com” and then click on the ‘Allow for Session’ button.
• Click on the ‘Save Changes’ button.
• Close the ‘Options’ browser window.