Consignment Distribution Procedure: How to start an account

email account:  icarus.orders@gmail.com
password:  “icarusorders”

• If you know what they want skip to Step Three: Estimate.

• If you know what they want and how they want it shipped, skip to Step Five: Pack and Record.

Step One: Who?  Consignment is for booksellers who want to sell our goods.  We sell at a slightly higher price than wholesale, and they pay us after they sell all the items.

1)    Be sure they are listed in the consignment/ distributor database, as well as the Consignment Folder.  
a)    Ask for the address and enter their info:  DISTRO DATABASE
http://www.openplans.org/projects/icarusproject/databases
b)    Then data base grab the address and post it into a “distributor history sheet”: http://www.openplans.org/projects/icarusproject/distributor-history-sheets
c)    Print this out and put it in the Consignment folder

Step Two:  What and how much?   When you get an email interested in merchandise and prices, follow the numerical steps below. If they already know what they want, skip this step and go to Step Three: Estimate.

A.    Send them an email with the price list and ordering info.   Price List is on open plans: (http://www.openplans.org/projects/icarusproject/price-list-for-distributors)
B.    Star the email in the inbox. You may have to send a reminder if you do not hear from them.

Step Three: Estimate
When you receive confirmation on the order, add up their merchandise subtotal on the "Estimate Price Letter” which can be found on open plans: (http://www.openplans.org/projects/icarusproject/price-estimate-letter).

1)    You will need to enter the merchandise
2)    SKIP SHIPPING:  Consignment orders are sent MEDIA MAIL and WE PAY FOR IT.  If they want it shipped another method, they pay for it. In that case, you can follow directions in “How to Fill and Order: Step Three Estimate.”
3)    Add $2.00 for packages over $50.00 (insurance)

4)    Send the estimate letter, mark the email “Waiting for Payment.”

Step Four: Pack and Record It
Now you should know who they are, their address, how much they want, how they want it shipped, so…

1)    Fill out an invoice! 

a)    You can fill it our by hand and make a copy. Please don't use the last invoice without copying some more to replace it!  Include the date, recipient's name, address, e-mail, # of items, cost of items, and cost of shipping.
-Or-
b)    You can database grab the address and info from open plans and paste it onto a new copy of the invoice.
    i)    Instructions for Database grabbing are on open plans under “How To Mail Merge”:                                         http://www.openplans.org/projects/icarusproject/how-to-mail-merge
    ii)    Database (all consignment addresses): http://www.openplans.org/projects/icarusproject/databases
    iii)    Invoices: http://www.openplans.org/projects/icarusproject/invoices.

2)    Put the copy of the Invoice in the "Waiting for Payment” Distro Binder.   Put the original invoice in the box/envelope with the order to be shipped. 

3)    Inventory the items.  Record how much we sell by filling out the Inventory sheets in the Distro Inventory binder for each item; documenting date, how much you took, for who, etc.

4)    Pack the order: Package materials are underneath the packaging table.  Reuse boxes and envelopes anything other than Flat Rate Priority.
a)    Media Mail:  Pack books, postcards, zines, or stickers in either a brown envelope or brown box.
b)    Posters in a poster tube, or flat across the the top of a box if you're filling someone's order in one of the long 11" x 17" boxes that our readers come in from the printer.
c)    Priority Mail Flat Rate: Pack up to 3 books in a Flat Rate Envelope. Pack 20 books in a Flat Rate Box. 
   
Be sure to include the invoice, a few postcards, and a couple stickers in each order. If there is extra space in the box, pad it with wadded newspapers or scrap paper. Address the envelope/box, tape it up, and take it to get shipped.

Step Five: Shipping
1)    Take it to the Post Office baby. Here are the closest three. 52nd street seems the least busy and easiest walk.  There is a cart in the office for larger packages:
Post Office - Times Square Station    0.29 Miles
340 W 42nd ST (btwn 8th & 9th Ave)

 Post Office - Radio City Station    0.30 Miles
322 W 52nd ST (btwn 8th & 9th Ave)

Post Office - Port Authority Convenience    0.40 Miles   
625 8th AVE STE 104a

2)    Mark the email “Order filled” in the inbox. (Still do not mark PAID)

Step Six: How to Pay for Shipping:
    Keep all receipts and put them in the distro envelope when you are done!!!

1)    If you are shipping an order via the US Postal Service
i)    Priority Mail Flat Rate: check the Distro Binder to see if there are any prepaid flat-rate stamps that you can use. Then you just have to drop the order at the post office. If not, buy stamps at post office.
ii)    Media Mail: pay out of Icarus petty cash. Keep receipts and record the expense in the petty cash log at the back of the Stamps and Labels binder.
2)    If the items are going by some other method, pay out of petty cash if it's going to be $20 or less.
3)    Otherwise pay out of pocket and FJC will reimburse you.

Step Seven: Follow-up and Confirm Payment (for long term volunteers)

Consignment is paid for when all items are sold. It is a good idea to contact the distributor after 6 months to see if they have sold the items yet.

1)    A payment is confirmed when:
a)    The customer forwards the FJC email AND it is designated to “The Icarus Project.”  Its very important that the Icarus Project is listed in the email.
b)    The check or cash is received directly. Checks should be sent to FJC: 
FJC/ The Icarus Project
520 8th Ave, 20th Floor
NY, NY 10018

2)    If you don’t receive the payment, keep checking the FJC account, email Jessie or the current bookkeeper to ask FJC bookkeeping.  If the payment was made by Just Give, but the Icarus Project was not in the designated field, you must contact FJC to let them know the amount, date, and name to receive the funds!

3)    When payment is confirmed:
a)    Mark the date, amount, and confirmation in the Payments Received binder.    
b)    Mark the original invoice in the “waiting for payment” section of the Distro binder:
i)    PAID
ii)    Date of payment
iii)    Method (just give, check received, etc)
c)    Place the invoice in “Payment History” Binder
d)    Mark the email “PAID.”

Thanks for all you work and for spreading the word of The Icarus Project throughout the world!