Lembas supply the co-op with almost everything

1. What do we mean by a 'Lembas order'?

      Lembas is a wholesaler based in Sheffield. We order all stock, with the exception of fresh fruit and veg, Palestinian Olive Oil through Lembas. Their entire catalogue is online at www.lembas.co.uk  We started using them, and not the more local Suma,  for historic reasons but they are very helpful and nice so we stuck with them.

2. How do I record a member's order?

      Co-op members use the members' order book.  They should fill in all the colunms using the Lembas catalogue including the stock code.    The Lembas catalogue and members' orders book are kept on the document shelf.  They have to pay when ordering make sure that [[http://www.greenactionleeds.org.uk/drupal-6.9/content/lembas-stuff#Whata...|ADD VAT]] if needed.  No payment on collection.  Money for personal orders in placed in the till as usual.

3. How do we keep stock labels updated?

      The co-op maintenance co-ordinator will check the prices on all labels against the prices on the latest invoice during their shift, and make necessary changes. They will also check for VAT. The labels can be changed by using a small piece of white sticky label (stored with other stationary on the document shelf in the black magazine holder.

4. Who is responsible for keeping the labels updated?

        The co-op mintenance co-ordinator, but volunteers should make new labels if they are needed during their shifts.

5. What about VAT?

      When there is a 'V' in the VAT column on the invoice or in the Lembas book VAT must be added. This means that we have to add 15%. We do this by taking the amount in the price column of the (not the value or rrp) and multiplying it by 1.15. Use a calculator (there is one in the co-op).  The government decided what items have VAT and shops do things differently but for the co-op we simply need to add the VAT to the price, always.

6. Where does the co-op takings (money) go?

     The financial co-ordinator (or any member) will pay the money in our till into our account by taking it to the cash office in the ARC upsatirs in the union on a regular basis.  The account is ?????

7. Lembas delivery (Thu)

8. When is the Lembas order delivered to the co-op?

      The Lembas order is supposed to be delivered between 11-5pm on Thursday. , so all three Thursday shifts should know what to do with an order.

9. What do the delivery shift volunteers have to do when the order arrives?

   1. Give the cheque to the delivery driver. It will be in the blue plastic wallet that is taped to the wall near the light switch.
   
   
   2. Help the driver locate a trolley cage: you'll usually find some if you go through the Old Bar and out the exit nearest the cafe till to the side of the Union. The driver will load the cage(s) up. You'll have to help wheel them through the Old Bar to the co-op. (If you can't find any: go up the stairs past the photo machine near the co-op, and immediatley on your left there is an alcove where cages are kept. Use the lift to bring it down half a floor to the co-op, then go out through the Old Bar as usual. The final option is to go out of the Old Bar fire exit and walk onto the bridge: you should see cages below you, whcih you can push up the gravel path at the other side of the bridge.)
   
   
   3. Get a copy of the invoice from the driver and check that any fridge items have been unloaded before the driver goes.
   
   
   4. Get the personal orders book from the document shelf. Sometimes orders will have been carried forward. Look for any orders where the delivery column has not been ticked yet. It's easiest to use the item codes to do this. Orders may be a week or two late so you may have to look back in the book. Check through the invoice and highlight any items that are personal orders (these are usually somewhere near the end of the invoice, as they will have been typed into the online order form last).
   
   
   5. The next job is easiest to do in a pair. One person unloads an item from the cage, saying what it is. The second person should find this item on the invoice and tick it off, checking it is the right quantity. Don't panic if it doesn't seem right - you might find it's other half lower in the cage, or inside a box somewhere. Items will not have been put on the cage in any particular order: if the item is a personal order, put it somewhere separate from everything else. If an item is stock, put it inside the co-op stockroom, or somewhere else not in the way. Tick off each item on the invoice as you unload the cage. Make a note of any problems with undelivered, broken, or extra items - what to do is explained later.
   
   
   6. When the cages are empty, take them back through the Old Bar and outside.
   
   
   7. Put a sticky white label (stored in the stationary box) on each item that's a personal order and write the member's name on it/ or write their name on the item in marker pen. Check if they paid the right amount by comparing the price written in the personal order book with the price on the invoice. Sometimes, particularly with nuts and other bulk items, the price Lembas asks changes more regularly than their catalog is re-printed, so the catalog is inaccurate. If the member needs to pay extra, or is owed money, then write that on the label too. (Remember to check for VAT. - a V next to the order on the invoice means that you should [[http://www.greenactionleeds.org.uk/drupal-6.9/content/lembas-stuff#Whata...|add VAT]])  Then put the item on the bottom shelf of the stock shelves in the back room. If there is not enough room there, put in on the floor next to the shelf. As each item is put on the shelf, put a tick in the 'delivered' column in the order book.
   
   
   8. Stock orders should be put on the shelves in the back room: the bottom one is for personal orders only, but the other ones should be labeled with what sort of stock goes on them, to try and keep the shelves a bit organised.
   9.  

10. What if I'm doing the delivery shift and something on the invoice has 00.00 in the quantity column?

       If there is a 00.00 in the quantity column then the item has not been delivered because it is out of stock at Lembas. We will not have been charged for it this week, so will have slightly overpaid and Lembas will record a credit on our account. The item will arrive with the next week's order if it comes back into stock, and then the credit will disappear: we won't be charged for something unless it has been delivered.

11. What about if something hasn't been delivered that the invoice says should have been, or something is broken, or gone off?

       If there are any problems with missing, bad or incorrect items make a note and email lembas using the unigreenleeds [dot] ac [dot] uk account, typing in the lembas co-ordinators email address in the 'cc' line so they know whats going on. Lembas will usually collect extra items the next week, and credit our account if something is broken, or hasn't been delivered (or sometimes deliver it the next week, assuming we still want it and ask them to).      You do not need to email Lembas if an item reading 00.00 in the quantity column is not delivered: it will be delivered the next week.

12. Where do I put the invoice when everything has been checked off?

       The invoice goes in the invoices folder on the document shelf.

Personal orders

13. What do I do when a member wants to collect their order?

       Find out what they ordered and then collect it from the personal orders shelf. Check the label to make sure that the member does not owe (or is not owed) money for the order. If all is ok, give them the stock and tick off the 'order collected' column.    If you can't find an item, check if the personal order book displays that it has been delivered, or that it has not already been collected by their housemate etc. If it has not been delivered, tell the member it will arrive next thursday, but if they want to cancel their order to email the co-op co-ordinator who will arrange this. If it has been given to someone else by mistake, try to work out who it was given to, offer the member a refund and email the co-op co-ordinator yourself as soon as possible, giving all the details.

14. Where do we keep personal orders?

       Personal orders are kept on the bottom right hand shelf of the stock room, the shelf should be marked. If an order does not fit on the shelf place it on the floor next to the shelf. Please make sure the label marking the order is clear.

15. How do I find out how much to ask for when a member buys something from stock?

       If for any reason an item of stock is not marked with a price then check the stock list which is will be kept on the docuement shelf. For now, and in the future if for any reason you cannot find the item on the stock list, then check the Lembas catalogue. It is important to check the stock list first because it should have a more up to date price than the catalogue. sexy teens

16. Doing a Lembas order

       To help keep things simple there is a seaprate page How to do a Lembas order. Please go to this if you are making an order.

17. Who puts together and emails Lembas the order?

       The co-op/Lembas co-ordinator or the member of the order team responsible for placing the order that week.

18. How do I get on the order team?

       Contact the co-op/Lembas coordinator. Send Joanne (ee07jgl) and email and she will arrange for you to be shown how we use the Lembas website to create an order, and how to login.

19. Who can update the stocklist and how?

       When a member of the order team (or any other member) wants wants to suggest adding/removing an item from the stocklist, they should make a note on this on the online advance agenda, and if we agree at the meeting, the stock co-ordinator will update the online stocklist and print out a new copy.    The price column of the stock list should be also checked regularly by the all volunteers in the co-op, and again, they should update the online stocklist with any new prices.