Create an offer
So, you’re ready to share an offer of one or more products, with one or more External Partners (EXP) – how to create an offer? This article will outline how you can create an offer in three steps.
Note:
- Prior to sharing your offer, you’ll need to have added a product donation and committed the relevant items to your Donations Stock. Learn how to do this here.
1. Add your offer
It is possible to add a new offer in two locations, both of which are found within the ‘Offers’ module. Firstly, you can add an offer by selecting ‘Create Offer’ from the menu where you will be presented with this page:
On the left-hand side, you can enter essential information about the offer. On the right-hand side, you can add one or more EXPs to share your offer with. You must select at least one EXP before you can save your offer. It is possible to add additional EXPs on the next stage.
Secondly, you can add a new offer from the Donations Stock page by selecting one or more products that you would like to add to the offer, and then selecting ‘Create Offer From’ from the actions drop down menu:
Next you will be presented with the 'Add offer' page where you can add essential information about the offer, and add one or more EXPs. Once you have saved your offer, your offer will be automatically assigned a sequential offer code and you will be presented with the main offer page:
Note:
- It is important to be aware that every offer contains both a main offer and one or more sub offers. This is to enable you to share the same offer with multiple EXPs. For example: you want to share offer 1234 with three EXPs. When you add the three EXPs to offer 1234, you will see three offer codes; 1234-001, 1234-002 and 1234-003.
- If you are only sharing the offer with one EXP, the main offer will contain only one sub offer. For example: offer 1300 is shared with one EXP who’s sub offer will be 1300-001.
- Your offer is now saved and in an ‘In-work’ state and you are ready to add/edit products to your offer.
2. Add product/s to your offer
Again, it is possible to add products to your offer from two locations; firstly, the main offer page by selecting the relevant offer from the ‘Manage Offers’ page, and secondly, from Donations Stock.
Add products to your offer from your main offer page by
expanding the ‘Products’ section, and select ‘Add Product’:
Here, you can type search (using product code, name, or
batch) for any available products contained within your Donations Stock. You
can enter the number of units you would like to add to the offer. If you would
like to offer all available units, select ‘Max’.
If your offer contains more than one EXP, you can edit the
total number of units you are offering to each EXP. For example, you could
offer the maximum number of units to all EXPs. Or, you could offer the maximum
number of units to one EXP and a lesser quantity of units to another EXP. You can also split the total available units across all EXPs in the offer:
Edit a sub-offer:
If your offer is being shared with more than one EXP, you can
navigate to each individual sub offer to view and edit the information
specified for that EXP. Use this to edit the quantity of units being offered to
specific EXPs:
Note:
- If you select an EXP's sub offer and enter ‘0’ units for any
of the line items, the EXP will not see this line item in their offer.
Secondly, you can add products to an offer from the Donations Stock page:
The Donations Stock page is where you can view all items
available for donation within your region. You can consider Donations Stock to
be your virtual warehouse, where you can see every product that’s available for
offer.
You can also use the Donations Stock page to add products to
an existing offer by again, selecting one or more products that you would like
to add to your offer and then selecting ‘Add to offer’ from the actions drop
down menu.
Note:
- You can filter the Donations Stock page by region, OPCO
(Operating Company), and donation reference (once you have selected an OPCO).
This enables you to firstly, quickly navigate to items contained within a
specific donation and secondly, quickly select all the items to create a new
offer.
- If you are a super admin for your organisation, you will first need to select a region before being able to select products to add to an offer on the Donations Stock page.
3. Notify your External Partner/s
Once you have created your offer; have added one or more EXPs
and reviewed/edited the quantities of units you are offering to each EXP, you
are ready to notify your EXPs that you are making an offer available to them.
You can share your offer with your EXPs in bulk, or
individually:
Share your offer with all your EXPs at once from the
main offer page by clicking ‘Notify’ in the top right corner. You will be
invited to add a mandatory message which will be sent to all EXPs contained in
the offer. Each sub offer’s status will now update to ‘Notified’.
Share your offer with one EXP at a time by navigating
to the relevant EXP’s sub offer and clicking ‘Notify’ in the top right corner. This
EXP’s sub offer will now be updated to ‘Notified’.
Notice that the status of the offer has now changed from
‘in-work’ to ‘notified’. It is no longer possible to add additional EXPs to
your offer. You will receive an email notification (if your email alerts are
set to be active) when the EXP responds to your offer, the status will change
from ‘notified’ to ‘responded’.
You can view the status of all sub-offers from the main
offer page:
Notice:- You can view the communications sent or received about
the offer in the expandable communications section that is viewable on both the
main and sub offer pages.
- You can add or respond to internal comments about the
offer in the expandable ‘Internal comments’ section that is viewable on both
the main and sub offer pages.
- You are able to add attachments to both external
communications and internal comments.
- You can view history about an offer within each sub
offer. This can be helpful to monitor who has made what change and when; or
when the offer status was progressed to finalised.
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