Table Of Contents
- Selecting a Tasting Style
- Setting up Tasting Products
- Using the Tastings on the POS Option 1
- Using the Tastings on the POS Option 2
- Free tasting Tracker
- Using the Tastings on the POS Option 3
- Tastings Reporting
- Samples Setup
- Donations Setup
Selecting a Tasting Style
In OrderPort there are a few different ways to set up tastings depending on what works best for your winery. Please review the options below prior to setup.
Option 1: The winery determines in the tasting room when to provide complimentary tastings.
Option 2: Club members receive unlimited free tastings and visitors pay for tastings.
Option 3: Club members receive an allocated amount of free tastings every month.
Setting up Tasting Products
In order to track tastings in the tasting room we suggest creating specific products. Navigate to the catalog manager and select "New Product" on the top screen. You can create as many as you want our suggestion is one for Visitors and one for wine club members.
In order for OrderPort to track that this product is a tasting you will need to put it in a Group with the Type "Tasting". If you need to Create a new group you can do so from the top of the catalog manager page by selecting "new group". Then when you are creating the group set the type to tastings. This is how the reports will calculate the number of tastings sold.
Option 1 Example:
Tasting
Product Type = Wine
Price = $15 (or whatever you charge)
Tax = “No”
Weight = 0.01
Option 2 Example:
Visitor Tasting
Product Type = Wine
Price = $15 (or whatever you charge)
Tax = “No”
Weight = 0.01
Wine Club Tasting
Product Type = Wine
Price = $0
Tax = “No”
Weight = 0.01
Option 3 Example:
Visitor Tasting
Product Type = Wine
Price = $15 (or whatever you charge)
Tax = “No”
Weight = 0.01
Wine Club Tasting
Product Type = Wine
Price = $10 (How much the tasting cost the winery)
Tax = “No”
Weight = 0.01
Using the Tastings on the POS Option 1
Open up the Point of Sale and start a new order. From the shop tab add as many tastings as you like. When you get to checkout there will be a grey button on the right side titled "Tasting Credit". If you have multiple tastings in your cart every time you select the button it will comp an additional tasting.
Using the Tastings on the POS Option 2
Open up the Point of Sale and start a new order. From the shop tab add as many tastings for visit and club members as you like. Since your wine club and vistor tastings are different products the correct price will be applied without any additional discounts needing to be added. Proceed to checkout like normal.
Free tasting Tracker
In order to use Option 3 you must setup the free tasting tracker. There are a couple of steps to set this feature up. First, you will want to navigate to the point-of-sale module located under services. Next, go to the Free Tasting Tracker tab and enable the feature. It also allows you to select if people who are not issued free tastings are allowed to purchase these products. Finally, choose your Renew Interval which has the option of Monthly or Yearly.
Next, you will want to navigate to the Customers module which is located under Operations. From there select the customer class tab and adjust each customer class's monthly free tastings. This allows you to select a number of tastings or how much money will be issued each month to be used on tastings.
After you have decided how many tastings to issue to each customer class you will need to select which products will be counted as free tastings. You can apply this to existing products, and it will waive the cost for the customers who have free tastings. Otherwise, you can choose to make new products specifically for free tastings. To apply the tracker to a product open up the Catalog Manager and navigate to the desired product. Under the product info tab, you will find a new box called Tracked Free Tastings.
Where can I look at a singular customer's Tastings?
Go to the Customers module > Customer Account > Click "Details" for the customer in question > Loyalty.
- Awarded shows the number of tastings that has been given to the customer. You can also set up a custom Award system for a singular customer if.
- Added shows free tastings are set to expire at the end of the interval and won't be renewed.
- Used shows the amount of tasing used.
- Canceled shows expired tastings.
- Available shows how many tastings the customer has available.
- View History has two tabs that give you more control and information to help utilize this tool.
- History
- Activity Logs
How does Free Tasking Tracker deal with multiple memberships?
Free tastings are not compatible with multiple memberships. When a customer has multiple memberships, we consider the membership with the highest discount the default one. The customer will receive the free tastings if his default membership is set to receive free tastings.
Using the Tastings on the POS Option 3
Start an Order for a wine club member who has allocated tastings. You'll notice the tastings button shows how many tracked tastings the customer has in their account. Once you check out and close the order, it will be deducted from their Tastings. (Please note this will only work once the free tasting tracker is setup)
If you exceed the Free Tasting Tracker limit, it will prevent you from going to the checkout page.
Tastings Reporting
In OrderPort we track tasting products based on anything that is in a tasting group. If you are noticing your tastings sales not calculating correctly please verify they are in the right group and the group type is set to tastings.
The best report to track tasting fees and tasting fee credits will be the Business Summary.
Business Summary
Under the Sales section, there is a tasting fees category: This calculates the total cost of tasting items sold that the Tasting Credit button was not used for. This is where you numbers will populate if you are using Option 2 or Option 3.
Then there is the Tasting Credit Cost category. This is where orders that used the Tasting Credit button or Option 2 will be located.
On the right-hand side, there are also two categories titled Number of Tasters and Avg. Sale/Taster.
- Number of Tasters = the sum of the tasting item quantities from all orders
- Avg. Sale/Taster= OrdersWithTastingTotalCost / Number of Tasters, where
- OrdersWithTastingTotalCost =sum of the total cost of all orders that have tasting items (the orders could have only tasting items or could have some other products too)
- Number of Tasters = see above
Samples Setup
In order to calculate all the inventory used for samples you will need to create a customer with the customer class of samples. First, navigate to the customer's module > Customer Class and verify you have a sample customer class set up.
Class: Samples
Type: Samples
Discount: 100%
Next, you will need to add a customer to this customer class. If you have multiple locations and want them calculated separately we suggest making a different customer per location with the first name as the location and last name as samples. Ex: Bellevue Samples. You can create as many as you like for any instances you want to be calculated separately.
Samples Workflow
To record samples provided to customers, access the Point of Sale App, then enter the term “samples” in the last name field. You will see the customer names above. Then choose the correct “customer name” for the type of sample. Then select products and click the “$0.00 Close” button in the upper right corner of the Checkout screen. This will complete the order.
We typically suggest that any bottles used in samples are set off to the side and at then end of the day the sample order is created. With the empty bottles, you can easily enter how many of each bottle was used for samples. This way you don't have a bunch of orders for your sample customers throughout the day.
Samples Reporting
In OrderPort admin under the reports module > Standard Reports > Compliance Reports> Samples. There we have a custom report to pull in all the orders listed under samples customers.
Donations Setup
In order to calculate all the inventory used for donations you will need to create a customer with the customer class of samples. First, navigate to the customer's module > Customer Class and verify you have a donations customer class set up.
Class: Donations
Type: Donations
Discount: 100%
Then create customer records for each customer. They should be listed individually under the Class: Donations. This may require duplicate customer records it they also are wine club members or other customers. Be sure to indicate with some notation in the first name or last name so it is evident that this is a Donation customer record. Please Note: it is useful to enter the 503c3 tax-exempt number in the account notes.
Donations Workflow
To record donations provided to customers, access the POS, then enter the last name of the customer in the last name field. You will see the customer names as entered above. Then choose the correct customer name for the donation. Then select products and click the “$0.00 Close” button in the upper right corner of the Checkout screen. This will complete the order.
Donations Reporting
In OrderPort admin under the reports module > Standard Reports > Compliance Reports> Donations. There we have a custom report to pull in all the orders listed under Donations customers.