Groupable Store User Guide

Store is in beta. Groupable turns it on for your group on request. Email support@groupable.com.

What is Store?

Store lets your group (the parent organization that oversees all of your locals, such as a state-level body or a national association) sell merchandise, supplies, and other goods. You can sell to your locals (the individual units within your organization, such as chapters, councils, or local committees), to your members, and to walk-in buyers. Store keeps your catalog, orders, invoices, payments, and balances in one place. It takes the place of a paper order form or a spreadsheet.

Store covers a sale from start to finish:

• A catalog of items, sorted into categories.
• Shopping for a local, a member, or a walk-in buyer.
• Turning a cart into an order, and a shipped order into an invoice.
• Recording payments. Store applies each payment to the oldest open invoice first.
• Reports on sales, on money owed to you (receivables), and on each customer's history.
• Printing or emailing statements.

Store must be turned on for your group. If you do not see Store in your apps menu, it is not turned on for your group, or your access does not include it. To have it turned on, email support@groupable.com.

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Getting Started / How to Access

1. Click the app switcher (the grid icon at the top right).
2. Click Store. It carries a Beta badge.

Store opens on the Shop page, which shows your categories. A row of tabs at the top of each Store page takes you to the other parts of Store: Shop, Customers, Orders, Payments, Invoices, Sales, Receivables, Walk-Ins, Transactions, and Statements. Once you start a cart, a Cart tab also appears at the right end of the row.

You see only the tabs your access allows. You can also reach the Store pages you are allowed to use from the side menu. To open it, click the menu icon (three short lines) at the top left of the page.

What You Can See Depends on Your Role

Store is open to people signed in at the group level or at a local. District and region roles do not see Store.

Your access	What you can do
Local officer (signed in for your local)	Shop for your own local. See your local's orders. See your local's Transactions page, which lists its orders and payments. You can also open your local's invoices and payments from the side menu.
Group user with read-write access	Everything in this guide. Set up the catalog, shop for any customer, change orders, record payments, manage walk-ins, run reports, and send statements.
Other group users	Look at the catalog, orders, invoices, payments, customers, and reports. They cannot shop for a customer, change the catalog or orders, record payments, or open the Statements page. They can print one customer's statement from that customer's page. Most of the tabs do not show for them; they open these pages from the side menu.

If a tab or button in this guide does not appear for you, your access does not include it. Ask your group's administrator if you think you need it.

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Setting Up Your Catalog

Before you can sell anything, you need at least one category with at least one item in it. Only group users with read-write access can add or change categories and items.

Adding a Category

Categories organize your items. For example, you might have "Apparel," "Supplies," and "Pins."

1. On the Shop page, click Add Category at the top of the page. It is a green tag icon. Hover over it to see the label. If you have no categories yet, click Create your first category instead.
2. Enter a Name for the category.
3. Check Group only to hide the category, and every item in it, from local officers. Group users still see it. Leave the box unchecked if locals should be able to see and order these items.
4. Click Save.

Editing or Deleting a Category

1. On the Shop page, find the category's card and click the pencil icon on it.
2. Change the Name or the Group only box, and click Save.

To delete a category, click the trash can icon on its card. You can delete a category only when it has no items in it, including hidden items. If there is no trash can icon, the category still has items. Delete the items first, or leave the category in place.

Adding an Item to a Category

1. On the Shop page, click the category's name.

2. Click Add Item at the top of the category page. It is a green box icon with a plus sign. Hover over it to see the label. If the category is empty, you can click Add your first item instead.

   

3. Fill in the item's details:

Field	What it does
Name	The item's name, as buyers see it.
Description	Optional. Shown on the item's page.
Image	Click Browse to add a photo of the item. The photo shows on the category page and the item's page.
Customization instructions	Optional. Use this for a personalized item. Tell the buyer what to enter, for example "Enter the name to engrave." When this is filled in, the buyer types their details when they add the item to the cart.
Required	Check this if the buyer must type their details before the item can go in the cart. If you check it, you must also fill in Customization instructions.
Price	The item's price. It must be zero or more.
State	Shows only when you edit an item that already exists. See Item Availability States below.

4. Click Save.

A personalized item always goes into the cart one at a time. Each one gets its own line in the cart, so buyers cannot order more than one on a single line.

Item Availability States

Every item has one of four states. You set the state on the item's edit form.

State	What it means
Active	For sale. New items start as Active.
Out Of Stock	Still shown, but marked "Not for sale." No one can add it to a cart. Set it back to Active when you have it again.
Inactive	Hidden from local officers. Group users still see it, grayed out and marked "Not for sale."
Discontinued	Works like Inactive. Use it for items you no longer plan to sell.

When you change an item from Active to any other state, Store removes it from every open cart right away. Orders that have already been submitted keep the item.

Editing or Deleting an Item

1. On the category page, click the pencil icon on the item's card. Or open the item and click the pencil icon at the top of its page.
2. To delete an item, open it and click the trash can icon. You can delete an item only if it has never been in a cart or on an order. If there is no trash can icon, set the item to Inactive or Discontinued instead.

Once an item is on an order, its Name and Description cannot be changed. Store shows "cannot be changed once the item is in an order." Its Price, State, and customization stay editable. To sell a different item, add a new one.

Viewing an Item's Order History

Open any item from its category page. Group users see an Order History table at the bottom of the page. It lists every submitted order that included the item, with the date, the customer, the order number, and the quantity.

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Shopping and Building an Order

Every order starts as a cart for one customer: a local, a member, or a walk-in. You must choose the customer before you can add anything to the cart.

Selecting a Customer to Shop For

• Local officers always shop for their own local. You do not need to choose anyone.
• Group users with read-write access choose who they are shopping for:
  1. On the Shop page, or on any category or item page, click Select a customer to add items to cart. If you are already shopping for someone, click the switch icon next to their name. Hover over it to see Select Customer.
  2. In the Select Customer window, click the Local, Members, or Walk-Ins tab. On Local or Members, search by name or number. On Walk-Ins, pick the name from the list.
  3. Click Submit.

You can also start from the Customers tab. Click the cart icon with a plus sign in the customer's row. Hover over it to see Add Order.

You can shop only for an active customer. A local that is not active (for example, merged or surrendered) and a member who is not active cannot order. Store shows "This customer is inactive and can't place orders in the Store". A cart already started for that customer can be viewed and emptied, but takes no new items and cannot be checked out.

The customer you choose stays selected while you move around Store. It changes when you choose a different customer or submit the order.

Adding Items to the Cart

1. Go to Shop and click a category, or open an item.
2. For a regular item, type how many you want in the number box and click Add. On a phone the number box is hidden, so Add puts in one at a time. Change the quantity in the cart.
3. For a personalized item, click Add. A window opens with the item's instructions. Type the details in the Customization box and click Add.

If you add the same regular item more than once, Store raises the quantity on the line that is already there. It does not make a second line. A personalized item gets its own line each time you add it.

The Cart tab shows how many items are in the cart, for example "Cart (3)."

Reviewing and Adjusting the Cart

Click the Cart tab to open the cart. From there you can:

• Remove a line by clicking the trash can icon at the start of the line.
• Change the Quantity of a regular item. The change saves by itself.
• Change the Unit Price of a line. Only group users with read-write access can do this.
• Empty the whole cart. Click the red cart icon at the top right of the cart. Hover over it to see Empty Cart. This removes every item and deletes the cart.

Checking Out

1. In the cart, click Checkout. If the cart holds any personalized items, the button says Customize Order & Checkout.
2. If the cart has personalized items, Store first shows the Customize page. Check or finish the details for each item, then click Checkout.
3. The Checkout Commitment page shows the whole order. If a price changed after an item went into the cart, a warning shows the old and new price. Submitting the order accepts the new price.
4. Click Commit Order.

The order leaves the cart, gets an order number, and appears on the Orders list. Store shows the message "The order has been submitted."

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Managing Walk-In Customers

A walk-in is a buyer who is not a local or a member in Groupable. For example, someone who buys a shirt at a table during an event. Only group users with read-write access can add or change walk-ins.

1. Click the Walk-Ins tab.
2. Click Add Walk-In at the top of the list. It is a green plus icon. Hover over it to see the label.
3. Fill in the Name, Email Address, Phone Number, Billing Address, and Shipping Address.
4. If the shipping address is the same as the billing address, check Same as Billing Address. Store copies the billing address into the shipping fields.
5. Click Save.

The walk-in now shows on the Walk-Ins tab of the Select Customer window. You can shop for them like any other customer.

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Managing Orders

The Orders tab lists orders. Local officers see all of their own local's submitted orders. Group users see every order and can filter the list.

Filtering Orders

Group users can filter the Orders list by state and by customer. Use the two lists above the table.

The list opens on Actionable (Pending, Packed), the orders that still need work. To see other orders, pick a different state, or pick All States. All States also shows open carts.

The customer list lets you pick one customer, or all Locals, all Members, or all Walk-Ins.

Order States

State	Meaning
Pending	The order has been submitted. It has not been packed yet.
Packed	The order is ready to ship.
Shipped	The order has gone out. Marking an order Shipped puts it on the customer's invoice.
Canceled	The order will not be filled.

Changing an Order's State

1. Open the order from the Orders list.
2. Click the pencil icon next to State.
3. In the Update Order State window, choose the new state and click Save.

Order Notes

Group users see a Notes card on each order's page. Group users with read-write access click the pencil icon on the card to add or change the note. The card shows who last edited the note and when. To see every earlier version, click the icon of four corner arrows on the card. Hover over it to see View History.

Printing a Packing Slip

Group users can print a packing slip. Open the order, or find it on the Orders list. Click the printer icon. The packing slip opens as a PDF in a new browser tab.

Adding Shipping Charges to an Order

1. Open the order and click the truck icon. Hover over it to see Add Shipping.
2. Choose a Shipper and enter the Price to charge.
3. Click Add Shipping.

Store adds the charge to the order as one more line. The Shipper list holds the items in a category named "Shipping." Store creates that category the first time someone opens Add Shipping, and marks it Group only. Add one item to it for each shipper you use. The price you enter in Add Shipping is what Store charges.

If the order is already on an invoice, Store adds the charge to that invoice and updates the invoice's balance and the customer's balance. If that invoice was already paid, it becomes Open again for the amount still owed. If that invoice is still Pending, adding shipping makes it Open right away, even when its total is below the Minimum Balance.

Splitting an Order

Splitting moves part of an order onto a new, separate order. Use it when only some items are ready to ship, or when items go to different places.

1. Open the order and click the split icon (an arrow that splits in two). Hover over it to see Split Order.
2. For each item, enter how many to move in Qty to Split.
3. Click Confirm Split.

The new order gets its own order number. It has the same customer and takes the same state as the original order. For example, splitting a Packed order makes a second Packed order. If the original order is on an invoice, the new order goes on that invoice too. The original order keeps whatever you did not move.

Deleting an Order

Open the order and click the trash can icon. You can delete an order only when it has been canceled, or when it is still a cart. Otherwise there is no trash can icon.

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Invoicing

Store makes invoices for you. There is no "create invoice" step.

• When you mark an order Shipped, Store adds it to the customer's Pending invoice. If the customer has no Pending invoice, Store starts one.
• A Pending invoice becomes Open when its total reaches your group's Minimum Balance. You set this amount on the Statements page (see Statements and Settings below). Until then, small orders keep adding up on the same invoice. Store checks the total each time an order ships, so lowering the Minimum Balance does not open an invoice that is already waiting. It opens when the customer's next order ships. Adding shipping to an order is the exception: see Adding Shipping Charges to an Order.
• An Open invoice is one the customer owes. When it is paid in full, it becomes Paid.

Viewing Invoices

Click the Invoices tab. The list shows each invoice's number, customer, customer type, date, state, total, and balance. The customer type shows as Lodge for a local, Member for a member, and StoreWalkIn (one word) for a walk-in. Local officers see only their own local's invoices.

Group users can filter the list by state and by customer. The list opens on Actionable (Open). To see Paid or Canceled invoices, pick that state. Pending invoices show only when you pick All States.

Invoice states are Pending, Open, Paid, and Canceled. Rows at the bottom of the list add up the total and the balance for each state shown.

Viewing an Invoice

Click an invoice number to see the invoice and every order on it. A canceled order shows with a line through its amount. It does not count toward the invoice total.

Printing an Invoice

On the Invoices list, click the printer icon in the invoice's row. Group users also see a printer icon at the top of the invoice's page. The invoice opens as a PDF in a new browser tab.

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Recording Payments

The Payments tab lists payments received. Group users with read-write access can record new ones. When group users open the Payments tab, the list shows payments from the first day of last month through today. Local officers see all of their own local's payments.

Adding a Payment

1. Click the Payments tab. Then click Add Payment at the top of the Payments page. Today it is a green plus icon. Hover over it to see the label.
2. Choose the Customer. Enter the Amount, which must be more than zero. Choose the Tender Type, such as Cash, Check, Credit, or Store Credit. Add any Notes.
3. Click Save.

You can also start from a customer's page. Open the customer from the Customers tab and click Add Payment. Today it sits under the menu icon (three short lines) at the top of the customer's card, next to Add Order. The form opens titled Add Payment for and the customer's name, with that customer already chosen.

You do not choose an invoice. Store applies the payment to the customer's oldest open invoice first. Any money left goes to the next oldest, and so on, until the payment is used up or every open invoice is paid. If the customer has no open invoice yet, Store holds the payment and applies it when an invoice opens.

Editing or Deleting a Payment

On the Payments list, click the pencil icon to change a payment's customer, amount, tender type, or notes. Click the trash can icon to delete it.

After either change, Store applies all of that customer's payments to their invoices again, from the start. Changing one payment can change how the others are applied.

Filtering and Exporting Payments

Above the payments table, change the start date and the end date, and choose a customer if you want one. Then click Filter. Payments recorded on the end date are included. Leave a date blank to remove that limit. The start date must not be after the end date; the same day is fine. To save the list as a spreadsheet file (CSV), click the download icon. Hover over it to see Export.

The bottom of the table shows a total for each tender type except store credit. Below those are Total Currency (all payments except store credit) and Total Store Credit.

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Viewing Customer Accounts

Group users can open the Customers page. It lists every local, member, and walk-in that has been set up as a Store customer. A customer is set up the first time someone shops for them. A local is also set up when one of its officers opens Store. The list shows each customer's name, customer type, and balance. A local or member that is not active shows grayed out, with no Add Order icon. It stays on the list so you can see its history. The customer type shows as Lodge for a local, Member for a member, and StoreWalkIn (one word) for a walk-in.

Click a customer's name to open their page. It shows:

• Their contact details and Current Balance.
• An Overview with their First Order Date, Last Order Date, and Total Spend.
• A Transactions table that lists their orders and payments, with a running balance.

On a customer's page, group users with read-write access can click the menu icon (three short lines) at the top of the customer's card. It holds Add Order, which starts a new cart for that customer, and Add Payment. Add Order shows only for an active customer.

Local officers see their own local's version of this page. Click the Transactions tab.

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Running Reports

Sales Report

1. Click the Sales tab.
2. The report opens on last month, from its first day to its last. To change it, choose a start date and an end date. Leave a date blank to remove that limit. The start date must not be after the end date; the same day is fine.
3. Choose a customer if you want one, and click Filter.

The report shows, for each item, how many were sold and the subtotal. It counts orders that are Pending, Packed, or Shipped. To save the report as a spreadsheet file (CSV), click the download icon. The file has one row for each item on each order.

Receivables (Aging Report)

Click the Receivables tab. It lists every Open invoice, with the customer, the customer's number and district, and the invoice date. Each invoice's balance shows in one column, based on how many days ago the invoice was made: 0–30, 31–60, 61–90, or 91+.

Use the customer list to show one customer, or all Locals, Members, or Walk-Ins. To save the list as a spreadsheet file (CSV), click the download icon.

Statements and Settings

Click the Statements tab to print or email statements. Only group users with read-write access see this tab. This page also holds settings for your whole store:

Field	What it does
Statement Instructions	Text printed on every statement. For example, where to mail payments, or which payment types you accept.
Recipient	For locals, whether statements go to the Secretary or the Treasurer.
Minimum Balance	The amount an invoice must reach before it becomes Open. Orders below this amount keep adding up on the customer's Pending invoice. Print Statements and Email Statements also use it: a customer is included only when they owe at least this amount.

To send statements:

1. Change the Statement Instructions, Recipient, and Minimum Balance if you need to. Store saves these settings each time you print or email statements.
2. Click Print Statements to make one PDF with every customer's statement. Or click Email Statements to email each customer their statement. Store shows "Statement emails have been queued for delivery."

Print Statements and Email Statements include a customer only when they have at least one open invoice and owe at least the Minimum Balance. A customer with no email address on file gets no email. Print their statement instead.

To print one customer's statement, open their page from Customers. Click the printer icon next to Transactions. One customer's statement ignores the Minimum Balance. If the customer has no open invoice, the page comes out blank.

To email one customer's statement, group users with read-write access click the envelope icon beside the printer. Hover over it to see Email Statement. Store queues it for the saved Recipient (a member or walk-in gets it at their own address), with the saved Statement Instructions, and shows "Statement queued for" and the email address. If the customer has no open invoice, no email goes out, even though the message says queued. If there is no email address for that recipient, Store shows "No statement sent" with the customer's name.

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Tips / Good to Know

• Your customer choice stays. After you choose a customer, Store keeps shopping for them as you move around. It changes when you choose someone else or submit the order.
• Use Group only for items locals should not see. For example, items only your group's officers order.
• Deleting is limited on purpose. This protects your sales records. You can delete a category only when it is empty. You can delete an item only if it was never in a cart or on an order. You can delete an order only when it is canceled or still a cart. To stop selling an item, set it to Inactive or Discontinued.
• A split order keeps its state. If the original order is Packed, the new order is Packed too.

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Troubleshooting

I don't see Store in my apps menu. Store is not turned on for your group yet, or your access does not include it. District and region roles do not see Store. Email support@groupable.com.

I can't delete a category or an item. A category must be empty first. An item can be deleted only if it was never in a cart or on an order. Set the item to Inactive or Discontinued instead.

A customer's invoice isn't showing up. Store makes an invoice only when an order is marked Shipped. The invoice stays Pending until its total reaches the Minimum Balance, and the Invoices list opens on Open invoices only. Check the order's state. Then pick All States on the Invoices list.

A customer is missing from the Customer list when I add a payment. That list shows only customers already set up in Store. Choose the customer once in the Select Customer window, and they will appear. A local also appears once one of its officers opens Store.

The Sales report is empty. It opens on last month. Widen the dates, or leave them blank, and click Filter. The report counts only orders that are Pending, Packed, or Shipped.

I can't shop for a customer. The local or member is not active. Store shows "This customer is inactive and can't place orders in the Store". Check the local's or member's status.

A payment didn't go to the invoice I expected. Store always applies payments to the oldest open invoice first. Open the customer's page from Customers to see their orders, invoices, and payments.

A customer's balance changed after I edited or deleted a payment. This is expected. Store applies all of that customer's payments again, from the start. That can change how earlier invoices were paid.

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Glossary

Group: The parent organization that oversees all locals, districts, and regions. Examples include a state-level governing body, a national association, or a political party.

Local: An individual unit within your organization where members hold their membership. Depending on your organization, this might be a chapter, a council, a local committee, or a similar body.

Member: A person who holds membership in your group.

Walk-In: A buyer in Store who is not a local or a member in Groupable, such as someone buying something at an event.

Order: A request for items from your store's catalog. An order moves from Pending to Packed to Shipped, or it is Canceled.

Invoice: A bill Store makes for a customer when their orders ship. It becomes Open, and payable, once its total reaches your Minimum Balance.

Receivable: An open invoice that has not been fully paid.