Shopify & QB Needs
Best Practices
Communication to execute fair share and payments MUST occur in writing. Just telling someone is too easy to forget and there is no documented history.
Chase people for outstanding balances by reissuing partially paid invoices.
Stop allowing people to pay fairshare by Zelle. Force them to shopify or QB direct invoice payment. The 2.9% service charge is well worth the tracking and automated labor to the Treasurer and Membership. Otherwise every single entry needs to be communicated and made manually for 200 students between fall and winter seasons.
To Do
Transfer QB and Shopify ownership to Heather
Review fair share payment amount structure - leave option for $1 increments, change wording in item description to cover annual fee and payment schedule
Review and update blog for parent info
Update Shopify website "for student" and "for embroidery" name entry fields
Wipe out QB negative balances at year end, leave credits on books to carry over to next year.
Update QB products and fair share amount
Need to create new Shopify registration form for 25/26. Possibly link to google forms instead of within Shopify.
Need to scrub QB customer list with roster and replace parent names with student names.
Next year ensure parents register EACH student name individually.
Training
Shopify Store
How to review/summarize sales reports for orders and parent distribution
How to mark orders as shipped without emailing a notice
How to check for fair share payments
How to create/edit products
How to turn products on/off
Authenticator App sign in
Quickbooks
How to resend outstanding invoices
How to generate and read statements
Statement periods should set up for the entire school year
How to create credit memo with reason and understand payment behavior
Credit memos will deduct from oldest unpaid balance. Because fairshare cannot be forced need to make sure new payments cover uniform minimum to participate.
How to edit default invoice message
How to create/edit product
How to create/edit invoice
How to create customer
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