Distribution Day-Seller Pick up

Seller pick-up day is a big day. It’s the time sellers get to pick up their orders.

The TeamFund system is designed to ensure all goes well, quickly and efficiently so you can get your profits. Let’s get you ready.

***The entire pick up process will last between 1-2 hours****

Check your Final Report for the suggested number of volunteers required at pick up

NOTE ***This can be a physically demanding job: boxes need to be moved, walking back and fourth to assemble orders.  Boxes are about 10lbs each. Loading orders into cars and trucks. It’s common to lift 3 boxes at once. This is a fast-paced job.

Prepare: Print Your Final Report , Get Volunteers & Meet the Driver

Print your Final Report and have it on hand with you at the delivery time, date and location to meet the driver. 

TIP: Staple Seller Summaries that are more than one page long. 

** Meet the driver at the specified location at the time chosen. The driver has a 30 min window of delivery.

Have your cell phone ON in case they can’t locate you.

Plan Your Volunteers: For every 40 items sold, have ONE adult/trusted volunteer. (View Vendor Packing Slip B for # of items)

Step 1: Inventory Vendor Products (15/20 mins)

As the vendor unloads from the truck, you & your volunteers will be busy building the inventory pile to ensure you get everything you need from your packing slip.

1.Use Vendor Packing Slip B to organize the products in order of labels.

This is your inventory pile.

2. Build and stack products in rows/columns based on each label

3. Count all the boxes and check them off the slip

4. Once you have it all inventoried, the vendor can take off: time to work!

TeamFund Tip:

Have your Seller Pick Up Location OUTSIDE, easily accessible for vehicles & sheltered (if possible) A large empty parking lot is ideal or an arena, church…

Bring a table, some markers and an empty bin/box (Superstore bin is great)

Dress accordingly! It can rain or snow, from -30 to +30 degrees! This is fast-paced job; we want to get the products into sellers hands as quickly as we can

 

Don't Forget to Scan the QR Code!

Before the driver leaves: Scan the QR code at the bottom of the Packing Slip B for EACH vendor that delivers to you.

Mark the order as filled. If there is an item missing mark it as no.

Step 2: Assemble Seller Orders (30/45mins)

 

*** Be careful: mistakes cost you time and money

 

1.Each volunteer can take a numbered Seller Summary from the bin and assemble orders as per the Pickup Summary (left side of the report)

2.Take from your Inventory Pile and stack the orders close by in order of Seller Pick Up Code from lowest number to highest (view picture)

3.Secure the Summary in between boxes with their order number hanging out and visible. Space orders as needed.

4.Repeat this process until all orders are assembled. When done: you can start your seller pick up. Don’t start until you are ready to avoid issues.

5.Work fast and efficiently.

 

Step 3: Distribute Orders to Sellers 15/45 mins

1.  Have one person(you) at the “Check-in area” by the table and empty bin

2.  Sellers “check-in” by driving their vehicle to the area,  ask them for their Pick Up Code (They will have it printed, on their phone or verbally.)

3.  Share this code with a volunteer while the driver moves ahead & pops their trunk. **View Buyer Index C if the seller can’t remember/locate code

4.  The volunteer collects the already assembled order & places it in the trunk, repeating to the seller the products they are getting. Keep the summary

5.  Repeat this process until all orders are picked up.

Note: Sellers are reminded 3 times to gather their order. If someone is late, you can call them as we provide their phone number on the seller report.

Tips, Best Practices and what to bring!

  1. Print a single copy of your summaries. Tip: DO NOT double side print.
  2. Volunteers should be there for about 2 hours. Tip: It’s NOT ideal to have volunteers come and go. That’s when mistakes happen.
  3. Do not allow supporters to pick up their orders: sellers know they need to be there ON-TIME to gather all their orders.
  4. Bring a Superstore Bin or box with markers, pens and a folder for your reports
  5. Don’t forget to fill our Feedback Form after the seller picks up!

How to get paid!

You can get a mailed cheque or transfer. To update your preference, log in to your dashboard and click on FUNDRAISER DETAILS.

Scroll until you see the profit details and choose which method you prefer. DON’T FORGET TO CLICK UPDATE AT THE BOTTOM.

We payout 1-4 days after your final delivery and update the system with the date we mailed it off.