An allocation is a way to assign limited quantities of specific product to specific groups of customers. The allocation will only appear to customers who are logged in to your website and looking at the allocation page located in their account area.

Table of Contents

Before you Begin

  • Confirm that you have entered the product(s) that you will be offering in the Allocation.
  • Create a Customer Group for each Allocation tier (example:  ‘Tier 1: Big Buyers, Tier 2: Mid Buyers and Tier 3: No purchases).

Note:  If you have not finalized your tiers yet, that’s okay.  These Groups can be empty for this step.  They can also be edited at any time.

Create an Allocation

Step 1:  Create an Allocation

Navigate to Products
Navigate to Allocations
Click the 'Create New' link in upper right
Enter the allocation name (example: Spring 2019)
Click checkmark to Save

Step 2: Add Tiers

Click into Allocation and the Add Tiers button
Name the Tier (This could be say, 'Big Buyers' or 'Tier 1')
Enter Start and End Dates for this Tier
Choose a Group or Groups to associate with this Tier. You also have the option to include everyone NOT in a particular Group or Groups.
You may add as many Tiers as you'd like.

Note: Display Order gives priority for an allocation Tier, ensuring a customer who is inadvertently assigned to multiple customer groups is only granted one allocation instead of multiple.

Step 3: Add Products to the Tier

Click on the 'Add Some' link
Use the Search field to add the applicable products
Enter the Min/Max quantities
Enter Wishlist quantities, if being used
Example: Min: 1; Max: 12; Can request to: 24.
Enter selling Increments - Example: 1, 3 or 12
Click checkmark to Save

Note: You can change the display order of the products by dragging and dropping into desired order.

Time to Test!

Always test your allocation by logging in as a customer from each Tier. 

Navigate to the Allocation.
Click on the number of members link. This action will open up the list of members in this Tier. 

Click on any customer in the Tier, which will take you to their Customer Profile.
Click the Login As link in the upper right.
Click on Allocations.
Confirm that everything looks as it should for this Tier.
Repeat for all Tiers.

Custom Allocations

This gives you the opportunity to give a specific customer a custom allocation that's different than the rest in his/her tier.  This is great if you would like to offer additional wine to a particularly good buyer.

Navigate to the Allocation.
Click on the number of members link. This action will open up the list of members in this Tier. 

Click on the Custom Allocation icon to the right of the name.

You'll be presented with an allocation screen specific to this one person. Click the green checkmark to save.

Wishlist Granting Tool

Use this tool to grant wishes one at a time or in bulk.

Navigate to the Allocation and click the View Additional Requests link.

Click on the name of the Tier you'd like to grant wishes for. This will open up the granting tool.

What do the Columns mean?

  • 'Requested':  Number of bottles TOTAL wished-for in that particular Allocation Level.
  • 'Fulfilled': Number of bottles already granted by the tool.
  • 'Remaining Inventory':  Number of bottles currently in Inventory.

Choose a Sort Order

Click the Sort link in the upper right. This determines how orders are sorted under the Orders header.

Note:  The default is Order Date, but you can also sort by Customer Since and Lifetime Value. This allows you, for example, to process your best customers in that level first, then sort the remainder by order date and grant until you run out.

Choose Granted Quantities for Each Order

By default, all quantities are set to 0. For each order listed, the maximum value in each dropdown is the additional quantity the customer wished for (above their original allocation). You can grant products individually for each order using the dropdowns, or you can use the None, All, and Some links for each product.

  • None will set all dropdowns to 0 for that product.
  • All will set each dropdown to the max requested for that product, in descending order down the page, until inventory is depleted.
  • Some will ask you for a numeric value, then set each dropdown to the specified value for that product, in descending order down the page, until inventory is depleted. For example, if you wanted to grant 3 bottles to each order for that product, choose Some, and enter 3.

Click the 'Grant' Button for Each Order.  This is what happens when you do:

  • Adjusts the quantities on the order, which includes recalculating the totals.
  • Charges the additional amount on the card that the customer placed the order with.
  • Decrements the the bottles from Inventory.
  • Automatically sends a notification to the customer that their wish was granted.  (This notification can be edited under Site > Email Templates).

Why do I have to click 'Grant' for each Order?

This tool was created to reduce the number of clicks involved in processing wish list orders (versus processing them manually from the Orders tab). We will be adding more automation in the future, but feel this current process provides a good compromise between processing speed and data safety (preventing the accidental processing of several orders at once).

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