Roadmap Consulting

Purchasing PROCESS OWNER: Jenny B. LAST UPDATE: 21/05/22 Introduction: This is an SOP draft for the Purchasing process. It lists the steps required to complete the procedure in chronological order. The document is broken down into sections to help navigate through the steps more easily, as it should provide a high-level overview of the procedure. The Procedure covers the following elements: 1. Locating the deals to purchase 2. Confirming the profit (double-checking) 3. Adjusting the price (when required) 4. Entering the Quantity to purchase 5. Searching for other products from the same Store 6. Checkout 7. Filling out the Shipping information (and Discount code, if available) 8. Purchasing the products 9. Marking the items as purchased in the Dealsheet 10. Recording the Order details in Mastersheet The link to the Process flowchart: https://drive.google.com/file/d/132OvnfCe9bkUdnxjmZej5UpHz2wmMITw/view?usp=sharing PROCEDURE: Locating the deals to purchase: 1. 2. 3. Open the MASTERSHEET and the Deal Sheet 3 In the Deal sheet, go to the Purchasing tab Find the deals that have not yet been marked (the white ones - see Figure 1) Figure 1 - The unmarked deals in the Dealsheet 4. In the Deal Sheet, locate the product row you wish to purchase 5. If you are purchasing the product right after the Review process was completed (and the item was declared a winner), skip step 6 and proceed to step 7. Confirming the profit / Checking price changes 6. In case you were not able to purchase the product right after Reviewing (the same day), make sure to perform another quick review to check for possible changes: NOTE: This review should be in line with the review you have done initially. See: Reviewing deals SOP 6.1. 6.2. 6.3. Click on the Store URL and Amazon URL links Confirm profit by comparing the Supplier price and Amazon prices Enter the current sell price (Amazon) into the Sell Price field in BuyBotPro and click Analyze (See: Figure 2) Figure 2 - Entering the current sell price and Analyzing the profit 6.4. Review the Profit field results in the BuyBotPro Island window (See Figure 3) Figure 3 - Reviewing results in BuyBotPro 6.5. Review both FBA Seller and stock information Adjusting price Refer to the flowchart (Figure 4) and consider the following before adjusting the price: ● First, determine whether the price adjustment is required ○ If a price adjustment is not required, go to Entering the Qty to purchase ● If the Purchase and/or Sell price has changed dramatically, Revisit the Product score (Review Step 5) in the Deal sheet (See Figure 5) ○ Also, make sure you add the correct, updated Qty Figure 4 - Adjusting price Entering the Qty to purchase 7. Check how many items to buy ■ Refer to the Deal Sheet 3 Max Qty to Buy column value Figure 5 - Checking the qty to buy 8. Add products to the cart 8.1. Go to the manufacturer product page 8.2. Add correct number/amount of product - Max Qty to Buy value 8.3. Review cart/basket Searching for other products from the same Store & Adding them to the cart 9. 10. Check Deal Sheet 3 (Purchase tab) for other products by the same Store/Manufacturer 9.1. Press CTRL+F to search 9.2. Copy-Paste the Store name in the search box 9.3. Locate other possible deals from the same store in the Deal Sheet 9.4. Repeat the Review process for any other product in the Deal Sheet from the same store Locate other possible deals from the same Supplier in the Deal sheet Replenish tab -. 11. Press CTRL+F to search Copy-Paste the Store name in the search box Locate other possible deals Repeat the Review process for any other product in the Deal Sheet from the same store Review your cart/basket 11.1. Click on the Update cart button Checkout, filling out the Shipping information, and Purchasing: NOTE: This part of the procedure should be used as reference only, as different suppliers have different websites, and thus the Layout may be different (i.e. the shipping address fields, PayPal fields, credit card fields, discount fields, etc.). In case you have any doubts about how to perform this step, or you cannot locate the required options on the site, contact your line manager for guidance. 12. Proceed to Checkout 12.1. Fill out the Checkout information 12.2. Use provided information 12.3. Check the Ship to a different address option (Re-routing shipment to the prep center, see Figure 6) NOTE: The shipping address must be the Prep center’s address. The person being shipped to must be Tshekedi Walker. Figure 6 - Re-routing shipment to the prep center 12.4. Fill in the Shipping information (See: Figure 7) In case the website does not provide the option to use the full address, enter the Address below: Tshekedi Walker Unit 7 Sterling Business Park, Foxhills Industrial Estate Scunthorpe DN15 8QP Figure 7 - Adding shipping information Tshekedi Walker 7 Park Farm Road Foxhills Industrial Estate Scunthorpe DN15 8QP 12.5. Make sure to check the discount code options Q3: Is there an option to enter the discount code? YES: 1. Check for the discount code in the Deal sheet a. Refer to Column I (Coupon code) 2. Check the email inbox for a valid discount code 3. Enter the discount code if available. NOTE: In case only one discount code can be used, use the one with the most discount. NO: Proceed to Q4. Q4: Is a free shipping option available? YES: Click on the Free shipping (See Figure 8) NO: Select the cheapest shipping option. Figure 8 - Free shipping option 13. Complete payment: If the Paypal option is available: 13.1. 13.2. Log in to PayPal when asked Use the main credit card NOTE: The Send to address in PayPal needs to be the same as the Prep center’s address (See Figure 9) 13.3. Click on Pay Now to purchase the product Figure 9 - PayPal address If the Paypal option is NOT available: 13.1. Navigate to the Payment Section and input the credit card details (See Figure 10) Figure 10 - Payment method section 13.2. Make sure to use this billing Address (See Figure 11): 120 Peabody Road. Farnborough,Hampshire,GU14 6DZ 13.3. Click on Pay now Figure 11 - Payment Address Marking the items as Purchased in the Deal Sheet 14. Mark the items as purchased 14.1. Click on the drop-down menu in the Purchased column 14.2. Click Yes (See Figure 12) NOTE: When an item is marked YES, the row should be highlighted YELLOW. This indicates the item can now be added to the SC. (See Figure 13) Figure 12 - Marking the item as YES Figure 13 - Highlighting the item Yellow Repeat Marking the items as Purchased step for all products you purchased from that Supplier. Recording order details in Mastersheet 15. Record data in MASTERSHEET 15.1. Copy the Order Number from the Checkout/Order Details page (See Figure 14) Figure 14 - Copying Order # 15.2. 15.3. Go to the MASTERSHEET Paste the order number in the ORDER NUMBER Column (See Figure 15) Figure 15 - Adding the order # to mastersheet 15.4. 15.5. Enter the correct date in the DATE ORDERED In the Deal Sheet 3 profit, locate the AMAZON TITLE (product name) and ASIN columns 15.6. Copy the information from those columns for the product you purchased 15.7. Paste the information to the MASTERSHEET PRODUCT NAME and ASIN columns 15.7.1. Use Ctrl + Shift + V to paste (in order not to keep the formatting from the Deal sheet) 15.7.2. Repeat for all products you purchased 15.8. Enter the Store name in the G column of the MASTERSHEET (See Figure 16) Figure 16 - Adding the Store name to Mastersheet 15.9. Enter the number of items you purchased in the TOTAL UNITS EXPECTED 15.10. Enter the number of products per bundle in the UNITS PER BUNDLE column 15.10.1. In case the ASIN is a single item, enter 1 in this column (See Figure 17) Figure 17 - Entering the units per bundle for single products 15.10.2. In case the ASIN is for two or more products: ● Refer to Creating bundles in Mastersheet SOP. ● If you are still in doubt about how to create bundles, refer to a Senior purchaser for guidance for adding bundled products 15.11. Enter the estimated delivery date in the EXPECTED DELIVERY DATE column 15.11.1. Find the Expected delivery date information in one of the following places: ● Order confirmation after checkout ● Website delivery info section ● Email confirmation 15.11.2. In case you did not manage to find the Expected delivery date information: ● Estimate delivery to +5 days after the purchase date 15.12. Enter any notes (Optional) in the PARTNER NOTES column In case you think there is something out of the ordinary that the Prep center should know about, make sure to add a note in this column. For example, notes would be required if there are multiple items coming from the same store, that were purchased together (same order number). In this case, you should make a note stating: Lines 1456, 1457, and 1458 may be in the same shipment. NOTE: Refer to the Creating bundles in Mastersheet SOP, Figure 24 and 34 - Adding partner notes. The next step is adding the products to Seller central. ● This is done AFTER purchasing all of the pending items listed in the DEAL SHEET.