Bolt Film Solutions
Creating New Orders
As soon as a new order comes in through the email you will create a new order using the Create a New BFS Order macro. Press Command + Shift + R and select the macro. This will create a new order in rentalworks that can then be picked.
All orders will be packaged as they are displayed in front of the bolt film solutions shelf. This is including Amazon and BoltFilmSolutions.com orders
Direct Orders
These are orders we recieve direct to us from Squarespace.
We will use pirateship for all orders.
Squarespace
- Run the Create New BFS Order macro
There is a drop down window option for squarespace, check to see if it is california sales or not.
- Pack up the order
Direct orders do not need to be polybagged
- Purchase shipping label
Login to Squarespace and navigate to the orders section.
- Click Website
- Click Products and Services > Orders
Find the matching order Sign into pirateship and purchase a shipping label using the adress from the squarespace order. Look Carefully as the billing address may not be the shipping address.
- Create the invoice in Rentalworks
Go to the order and hit the hamburger menu and select check-out.
Stage all the items and Create contract.
Go to billing and hit create invoice, hit search.
Find the order and confirm the billing ammount is correct.
Hit the hamburger menu and select approve
- Click "Mark as Fulfilled" in the bottom right
- Enter in the tracking info for the order you just packed from pirateship and send
Look at the status. This will show you all pending orders. If someone has worked on this order previously or if you have begun to work on an order, but cannot fulfill it, write your last status here.
Refunding Squarespace Orders
To refund an order go to the selling tab
find the order
click the 3 dots in the top right
select refund order
Wholesale
- Respond with the PO Received Email Template
- Run the "Create New BFS Order" macro and select the correct vendor
B&H
- Match rentalworks invoice price to PO price
Packaging
You will use as many of the 16x12x8 boxes as needed to fufill the order.
- Buy Shipping from PirateShip. Use the Saved BH Address.
Create Packing List and Cartons on CBX
- Login to CBX vendor portal using the credentials from LastPass
- Go to the order tab and click on the correct PO number
- Select Create packing list in the toolbar on the top
- Click Add Button
- Add all the items in that box into that Carton. If there are multiple boxes, you will have to create multiple cartons, one for each box.
- If multiple boxes are needed for 1 item like a cart select pack method in the top right and select split pack
- Click Finalize when ready in the top toolbar.
- Click Create ASN in the toolbar at the top
- Select the carrier code - this will be the carrier you used to ship the package.
- Under the Pack Details, Click the Plus Sign, then add a tracking number for each carton.
- Click Save in the top left
- Click Send
Create Invoice in Rentalworks
- Check out the items in Rentalworks
- Go to Billing > Billing, Search for the BH Invoice and create/approve it.
Input Invoice in CBX
- Select Create invoice in the top left
- Enter in invoice number twice in the appropriate fields.
- Click the box that agrees to the payment terms
- Enter in the final invoice amount
- Hit send
Grip Support Store
The Grip Support store will send us emails with a purchase order.
- Run the Create New BFS Order macro
Select grip support store as the vendor. Follow the instructions the macro provides.
- Make sure the billed amount matches the PO
- Pack up the order
Grip support soes not need any speacial packaging, no not use USPS Mailers
- Find Shipping Address
Navigate to the Rentalworks order and find the Purchase Order (PO) Number. Open Spark/your email and search for the Grip Support email with the matching PO Number. Make sure to use the Shipping Address and not the Billing Address for the shipping label.
- Purchase shipping label
Sign into UPS and create a new shipment. Do not use USPS for Grip Support as we use their shipping account to pay for this. Put in all details for the "my package". Uncheck extra references and signature boxes. After choosing the cheapest option search "Grip Support Shipping Account ID" in our Lastpass and select third party account and use this number. Zip code is also in this note in lastpass.
- Schedule a pickup from UPS through their website.
- Create the invoice in Rentalworks
Go to the order and hit the hamburger menu and select check-out. Stage all the items and Create contract. Go to billing and hit create invoice. Hit search Find the order and check it and hit the hamburger menu and select approve.
- Find the PO in the email and respond with the PO Received Email and enter the Tracking Number
If there is a responsible person present who can log you into stripe, do the following. If not, make a card in trello with the PO and the amount.
- Open stripe and charge the card on file
Set the description to the rentalworks invoice number. Stripe will send them a receipt.
See this article on how to use Stripe. Charging Credit Card
Pancake Lighting
The Grip Support store will send us emails with order request (figure out if he does purchase orders).
- Run the Create New BFS Order macro
Select Pancake Lighitng as the vendor. Follow the instructions the macro provides.
- Make sure the billed amount matches the PO (Verify POs from them)
- Pack up the order
Orders for Pancake are packed for resale
- Request shipping label
Send them the dimensions for the packaging and they will send over a shipping label.
- Create the invoice in Rentalworks
Go to the order and hit the hamburger menu and select check-out. Stage all the items and Create contract. Go to billing and hit create invoice. Hit search Find the order and check it and hit the hamburger menu and select approve.
- Open stripe and charge the card on file
Set the description to the rentalworks invoice number. Stripe will send them a receipt.
See this article on how to use Stripe. Charging Credit Card
Film Tools
Packaging
- You will use as many of the 16x12x8 boxes as needed to fufill the order.
- You will follow the polyboagging process for all filmtools orders.
- Print the Purchase order and include it in the box.
- Purchase shipping label
Use UPS and find the shipping number in our Lastpass so that they will pay for it.
- Schedule a pickup from UPS through their website.
- Open Rentalworks, create a new order.
- Add in the items
Match rentalworks invoice price to PO price
Set invoice to due on receipt. Make sure you reference PO number. Do not add shipping costs to this.
- Create the Invoice and send
Tracking goes to purchasing@filmtools.com
Invoices go to accountspayable@filmtools.com
Packing Goods
Milk Crate Dividers
All the milk crate dividers will receive a Bolt Film Solutions logo sticker centered along the lower spine as pictured to the right.
Video showing how to pack up dividers
Label Covers
All Label Covers will go into a 6" clear poly tubing after they have been drilled out with 2x self tapping screws and 2 washers
OPEN POLYBAG B&H ORDERS AND FILMTOOLS
Boxing up Goods
We have padded envelopes two different sized boxes. If you use a flat rate envelope, you must purchase flat rate shipping.
The only thing that will not fit in the flat rate envelopes are the extra-long milk crate dividers, the liners, and bigger orders. For those orders use the long flat shipping boxes.
Include coupon for 15% off
Once packed, fill with brown craft paper to reduce items from shaking around.
Local Pickups
If a customer selects local pick up do the following:
- Make the order and attach stickers
- Once order is made mark fulfilled in the Squarespace backend
- Once the order is marked fulfilled and is ready to be picked up send the customer an email with pick up instructions and store hours.
Making Shipping Label
- Go to Pirateship.com
- Login to our account using credentials in Lastpass
- Click Create a Single Label
- Use the address you have in the platform you are shipping from.
- For any orders exceeding 150 dollars, use signature required.
- Look on the box to find out the measurements, it should be printed on the box. If not, use a measuring tape and measure size of box. Input into PirateShip.
- Weigh the box using the scale at the divider shelf. Input this.
- Click Get Rates
- Click Buy Label
- Click Print Label
- Press small print button in top right of dialogue
- Change destination to Sticker Printer
- Change Paper Size to 4x6
- Stick this onto the package
If you are shipping two items that are part of the same package, make sure they are going on the same carrier.
Scheduling a Pick-up
If you are shipping with USPS and the box is under 2 pounds, no pickup schedule is needed. If it is UPS, you must always schedule a pickup.
- Go to PirateShip
- Click Schedule Pickup
- Request pickup for whichever carrier.
- Type in the details.
Wholesale Policies
link to milk crate divider line sheet
Setting Up New Vendors
- Get new vendor paperwork from client
Start a new folder in the google drive under Bolt Film Solutions and name it the new client name https://drive.google.com/drive/folders/1zF4C_0PeEyBwN7tQ0ZCiwSsNPxTVpmqA
We require:
- Tax Exempt certificate for whatever state they operate from
- Credit Card authoirization form
- Shipping account information
Create a new note in lastpass for the clients shipping info
- Set up client as a new vendor in the macro
Create new BFS order > add client to end of vendor list
If vendor requires purchase order numbers you can add that to the specific section in the macro for POs.
- Add Payment Info to stripe
Click on customers on the left side > Add customer in the right hand side
Add in name and email and address > Add customer
Click on the customer you just added > Add payment method > Add credit card info in
- Add any specific package requiremts to the vendor section in this article
International Shipping
If someone asks to do international shipping, let them know their best bet is to purchase off of filmtools.com
Discounts available
- BULK15 15% off order 250 or more
- ED10 10% off for education workers
- wholesale <75 37% discount on wholesale orders under 75 units
- wholesale>75 50% discount on wholesale orders over 75 units
Product Dimensions
- Full Milk Crate
11 5/8in X 6 1/2in X 1/4in
- Half Milk Crate
11 5/8in X 4 5/8in X 1/4in
- Extra Large Full
11 3/4in X 8 3/4in X 1/4in
- Long Full
17 5/8th X 6 1/2in X 1/4in
- Milk Crate Liner
17 5/8in X 11 1/2in X 1/8in