Embedded Files
Merch & Snack Inventory SOPs
Merch & Snack Inventory SOPs
System Summary
System Summary
Ecomm is responsible for restocking Merch and Snacks at each location but GMs should mention when they are out of stock in EOD Almanac or if they would like specific items sent on a transfer
Website visibility
All products on our website are visible in the navigation by being part of a Collection.
MERCHANDISE is visible in the website navigation by being part of different collections depending on product type:
APPAREL: items you can wear
DRINKWARE: items you can drink from
ACCESSORIES: anything that does not fit into those other two categories, from tote bags to bottle openers
The notes below only valid pre site flip:
The goal of our inventory system is to ensure that no customer tries to buy something that’s not physically available for their preferred procurement method (Delivery, Shipping, Pickup at each location). We should try to reasonably balance products between locations, but that's secondary to the first point.
Some items might be too low to restock for purchase through the website, and will be moved to walk-in items as we phase them out or wait for additional inventory to arrive.
SOPs
SOPs
New Merchandise
New Merchandise
Anna approves all new merchandise for purchasing. Ecomm will place and manage incoming orders.
Before we introduce a new Merch item into inventory we need to:
Create the SKU (Enter new item name in L4)
Update the Merchandise Dashboard with accurate inventory and COGS
Add the new SKU(s) into column A of the Merch Count - Inventory by Item or Snack Count - Inventory by Item sheet
SKU format:
B-(SKU Prefix)
Item Title / Brand name
U-(Unit Sizes)
O = one size / XS, S, M, L, XL, XXL
Items with multiple sizes will have multiple SKUs - these will all need to be added in column A
P- (Package)
P-MS = Single unit / P-MB = Bundle
V-(Vendor)
Threes
Fill in any manual cells and copy down any formulas in columns B:AC
Transfer new Merch to all locations
After all of the above is done make the item live/for sale in Shopify and notify each location
New Merch Stocking
New Merch Stocking
Bulk Merch storage is at 225. When new merchandise is received, it is processed and stored based roughly on how many pieces the order contains. The exact breakdown of each item is up to the person responsible for inventory maintenance. The general guidelines are as follows:
When dealing with apparel of different sizes, each size must be sorted and counted separately.
For each size/item, take a chunk of the total count and keep either in the bins in shelves along the wall or as "loose" items on rolling metro shelf
It's often easiest to group items in multiples of 5
If we know these items need to be stocked at other locations, remove that amount now. If not, a transfer can be made at a later date.
Take the rest and store in blue bags, bins or boxes, marking the qty of items in/on each container, and in the Merch dashboard (Column K). If the item is smaller, such as keychains or bottle openers, find another container to store backup items.
If the number of backup items is too large for one container to hold, divide the items into multiple bags (each holding the same qty) and indicate the number of bags and items per bag on columns K & L.
When loose items run out, pull a bag from the backup stock and disperse. If an item is being transferred to multiple locations, create a transfer.
The idea behind this system is that by keeping the majority of Merch in pre-counted chunks that are tracked on the dashboard, counting and tracking inventory is much easier and more accurate. This only works if the backup bags are kept intact.
When stock from the bulk Merch is needed it should ALL be moved to the loose Merch shelf.
If there is too much Merch to store on the loose shelf the bulk QTY number needs to be updated on/in the container and in the Merch Inventory - Manual Count sheet.
IF YOU ARE UNSURE WHAT TO DO ASK ALYSSA BEFORE CHANGING ANYTHING
Restocking Sold Out Merchandise
Restocking Sold Out Merchandise
Alyssa is responsible for re-ordering inventory
After a reordered item has been delivered to 225, follow New Merch Stocking steps
Add a new row(s) in the CURRENT COGS (Merch or snacks) sheet with new and updated item info.
Items with multiple sizes will have multiple SKUs - these will all need to be added in column A
Fill in any manual cells and copy down any formulas in columns B:AC
If the quantity we have is lower than the sum of the duplicate line items then move oldest item to the Archive - Merch COGS sheet by selecting the Move Selected Row to Archive button
Sold Out Merchandise Items
Sold Out Merchandise Items
Not all merchandise we sell out of will be reordered. If we decide not to reorder an item we will remove it from our site.
Once an item is 86'd Alyssa/Ecomm will remove the item from Shopify
Go to Products
Search for and select sold out item
Click on Manage Sales Channels and Apps in upper right corner
Uncheck every box and select Done
Creating Walk-In Items (instructions below only valid until site flips)
Creating Walk-In Items (instructions below only valid until site flips)
For now, merchandise and snacks are available for every Threes to You method (pickup, delivery, and shipping). We’ll leave an item completely live until it is at a level too low and becomes walk in only.
If we have to remove things from the main website pages, and sell by walk in/on-prem only, that's fine.
If we only have enough items to display at 1-2 locations the item becomes walk in only.
If it is an item in multiple sizes then the item needs to be duplicated in Shopify with “(Walk In)” added to the end of the title. And update the Sals Channel to Point of Sale only.
If it is the last of an item that we will no longer re-order just add “(Walk In)” to the end of the title. And update the Sals Channel to Point of Sale only.
Creating Transfers
Creating Transfers
Make sure the Get Daily Inventory Count button is selected in the Merch Inventory - Manual Count sheet.
Data Export updates the daily inventory count at 9am every morning. This provides us with a "live" inventory until we switch to the month end inventory count.
GMs should notify Ecomm when they are out of stock but Ecomm is responsible for restocking.
We should aim to do one Merch transfer a week (ideally on Wednesdays)
Potential items to transfer:
Items low in stock on the Merch Inventory - Manual Count sheet
Each location can be sorted to show low to hight inventory
Items requested by locations for specific events/occasions
New item release
Bundle replenishment
Items that sell faster by location
Once you determine items that should be transferred fill in the Item, QTY & date cells in rows 7-29 under the correct locations in the Transfer Hub
Item format should match data validation
Date should be Wednesday or Friday transfer date
Gather physical items and create a Transfer in Shopify
Select Create transfer
Enter Origin and Destination
Browse or Search for items > Select item > Select Add to transfer > Updated Quantity
After all items are added to the Transfer select Save in the top right corner
After a transfer is completed in Shopify select Move to Transfer Log in the Transfer Hub
Make sure items moved over correctly to the Transfer Log
Enter Origin location and fill formulas down in columns G:L
Month End
Month End
Month End Counts For Each Locations
Month End Counts For Each Locations
At the end of the month, Ecommerce will select the Get Monthly Inventory Count button in the Merch Inventory - Manual Count sheet.
Data Export updates the monthly inventory count at 8am on the first of the month.
Each location fills in the appropriate Count column for Merch and Snacks.
GMs/Shops will be responsible for their monthly Merch and snack counts. Ecomm will be responsible for the Merch and snack counts at 225.
As of now, GMs/Shops DO NOT edit qtys in Shopify.
Once the counts are completed for all locations Ecommerce will compare the physical counts to Shopify Inventory
Reasons inventory could be off:
Items on display weren’t counted
Items were included in a bundle that was sold and not adjusted at time of purchase
See items included in bundles here.
View Bundle Sales by Product | Last Month report to determine if this is case.
POS location name "N/A" = Ecomm
Sales team took items
An incorrect size was given or accounted for on an order
Small items on display were taken
If there are any issues or discrepancies that don’t seem to fit in the scenarios above then Ecommerce will reach out to each location and see if there’s an issue that wasn’t reported. If Ecommerce and shops still can’t figure out where the missing inventory went let Alyssa & Anna know.
Once inventory counts are confirmed E-comm will adjust inventory in Shopify to reflect current physical counts in order to not oversell items at each location.
There may have been Merch sales during the time this process took place. Adjust by the amount that was different from the physical count and the Shopify count from the Data Export - Monthly Inventory count.
After Month end inventory reconciliation select Get Daily Inventory Count in the Merch Inventory - Manual Count sheet.
Data Export updates the daily inventory count at 9am every morning. This provides us with a "live" feed.
Send Inventory reports to Fred
Send Inventory reports to Fred
After month end counts are completed and reconciled, the following sheets need to be sent to Fred by the 6th of the month.
Make sure all checks on these 3 sheets are all set:
If checks are good following instructions in the following sheets below to download csvs
All sheets can be sent in 1 email to frederic@ozaneaux.com & Ecomm@
Subject: Merch & Snack - Inventory & Transfer Log | Date
Send Merch Sales Report to the team
Send Merch Sales Report to the team
This report shows the sales per individual Merch item from the prior month.
Export/download the saved report Merch Sales by Product | Last Month
If saved report doesn’t work go to the Reports section of Shopify (under the Analytics tab)
Click on Sales By Product under Sales
Clear the default filter “Sale item type is product”
Click on manage filters
Set the first dropdown option to “Product type”
The word “is” next to this dropdown menu should stay the same
Type “Merch” into the bar below and select the option that appears
Set the date range for the previous month
Open the Sales by Product (Merch) sheet in the Monthly Merch Inventory folder in the drive
Select Import
Choose your most recent download
Select Insert new sheet
Select Import data
Rename the new sheet with the Month and the Year and clean up any formatting
Send an email with the updated link and summarize monthly sales to Marketing, Anna, and Ecomm
Summary can include:
86’d Items
New Items
Compared sales to the previous month
Surprising sales
Other issues
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