AltRider is a Seattle-based start-up that will provide motorcycle accessories for the Adventure Touring niche. The company will sell in-house designed AltRider branded products not seen in the industry as well as proven products from other manufacturers. At the company launch, the site will contain less than 200 parts but by the 3rd year the capacity need to exceed 3000 parts. The AltRider website will be one of the company’s most important assets, since it will be the portal in which most customers interface with the company. AltRider.com will become a “go to” source, not just for products but community and information for the motorcycle adventure touring market. AltRider’s needs single database which will run their ecommerce business. Customers and AltRider employees will both login and utilize the same database. We are considering launching the database in two phases. This consideration is being made in order to conserve capital and get the roll-out completed sooner during the start-up phase of the company. As the business grows and we gather data we will have a better sense of what features will have the highest ROI. During the roll-out the front-end build will be limited and possibly completed by third party designer. The addendum is attached and labeled: AltRider Website (front-end). LOGIN / ACCESS - Retail User o Community site o AltRider store o Shopping cart o Account login, Account profile - Sales User o Same access as “Retail User” o Extra views at each retail user page which are specified below as they pertain to the table being described. o Inventory table back-end (defined below) o Ability to find all customer contacts, and view back-end (defined below) o Able to process a return (which is coded with the reason for the return) - Administrator User o Top control, Access to all of the views and the activity log o New product template Second Phase - Accounts Receivable User o Ability to establish credit for customers o Ability to freeze customer accounts that are past due - Sales Manager User o Over ride pricing, allowing discounts, with a code as to why the discount was provided o Review returns - Warehouse manager User o Order Generate PO o Batch pick slips POS (INTERNALLY PRODUCT SALES INTERFACE) First Phase FEATURES - Automatic stamp with information of who created sales order and date. Sales order is locked once it is processed and the sales order becomes closed as a PDF. - Easy to locate customer (context sensitive) o By: name, date, phone #, email, home/ billing address - Easy to search parts o Auto complete o Recent search * Retail User will always contain the customer’s past 10 (adjustable) sku’s viewed * Sales/ Admin User displays two recent search results * Results pertaining to the current customer ID * Results pertaining to past 50 searches done by the salesmen. - Sales order type o Pending = order attempted but declined from bank validation (requires an RSS feed or some kind of notice to Sales manager). The sales manager is required to follow up on all pending orders with in 24 hrs. * the customer receives an immediate response the order cannot be completed due to a complication with payment method, please enter a different form of payment or contact AltRider(hyper link to contacts page)” o Open = payment is validated. Order is ready and just waiting to be picked from inventory and shipped. o Backorder = order is holding for inventory o Closed = completed order and is now archived as a PDF in the customer ID history of transactions. Contains payment history (authorization # and tracking # and ship to address) - Print/View options o Retail, Sales, and Admin User can print/email any closed sales order (PDF) o Sales/ Admin Users can only print one pack slip. A time stamp is created who and when the pack slip was printed. This avoids double shipments only Administrator User can print a second time. - Sales Tax o When customer ID has WA in State field the address is submitted for address verification (only happens at creation or during editing) USPS submits back the Zip code Plus 5. Which is referenced against the downloaded tax table from Washington State Dept. of Revenue to determine the customer tax rate. This tax rate is now auto populated to any sales orders created under that customer ID. - Returns o All returns are handled as new sales orders because a closed sales order cannot be touched. The salesman has to establish reason. We will track returns via five coded reason * No reason, shopping by purchasing * Defective product * Wrong product (specify: incorrectly picked, labeled, ineffective web description) * Installation trouble (specify: too challenging, required modification) * Not Satisfied (specify: performance i.e. weight or appearance i.e. finish) o Admin User (until sale manager is hired) will handle returns * Only Admin user allowed to enter negative inventory quantity, allowing resalable returns to replenish inventory qty. * The Negative qty will create a positive Credit on the sales order which only an Admin User can charge back to the card. - Customer Garage – All Users can view/access o Whenever customer is logged in it displays their primary motorcycle(s) selected by user owned in the top right corner. * Drop down field (portal from Customer database) allows customers to select which motorcycle(s) or update his current motorcycle(s) . Important it is a locked drop down so that motorcycle data is consistent in the database. - Transaction history -- Sales User/Admin User can access o From a customer’s sales order Sales User or Admin User can click to see all his sales orders in list fashion, via sales order #, date, or amount. Then each closed sales order can be opened as a separate PDF document. - Customer ranking -- Sales/Admin Users can access o Portal from customer table shows total purchases and total returns. This view is a banner at the top, which we select something that is shown for Retail Users. - Newsletter – Sales/Admin users can access o Portal (customer table) allows anyone to turn on email newsletter option from any open, backorder, or pending sales order. o Portal (customer table) also shows customer start date from all sales orders. - Marketing Campaign Admin/ Sales user o Button to auto populate order with marketing material i.e. catalogue (or any item from the product inventory table once selected for the button’s script.) This will be a shortcut for entering catalogues etc. This button will remain RED unless the customer ID already has one of the marketing items. This helps salesmen immediately identify customers whom have not received the latest marketing material. We will enter marketing materials as SKU’s into the product inventory database, for functionality as well tracking inventory levels. For example, when 2300 units go to a mailing house, we can use the sales order entering the mailing house as customer type “other” and sale order to track and move the marketing material out of inventory. - Notes – Sales User/Admin User o Internal customer per sales order. Ability to ate and initial notes in order to handle multiple notes entered at different times. o Public notes per sales order which print on any document associated to the sales order. - Small Package API o End of day World Ship (or any other small package handler software) auto populates all sales orders shipped with their tracking number. This field is a hyper link for the Sales person to easily track a package right from the sales order interface. Allows the sales person to email the customer the sales order and tracking # once the shipping label is created. Second Phase - Provide inventory snap shot (portal from inventory database) Admin Sales Users o This locks the quantity available at the time the sales order was created. To avoid overselling and ensure 1st in line gets the part. - Split sales order Option – Sales / Admin User o The script identifies what parts are available and which are not and auto populates a new sales order with customer data and then moves all items with qty available <0 onto a backorder sales order which is put into the sales order. The status of the new sales order is select automatically as backorder. - A PO field – Sales/Admin/Dealer User – o Primarily for dealers– it is transferrable if the sales order needs to be split due to back order, so it the dealer always can reference his AltRider order to his PO #. o Consider a unique dealer login, with his pricing and provide product lead time. - Method of Transaction o Ability to record whether the order was sold via website (automated when imported), phone, fax, walk-in (including events such as a rally or trade show) or email. - Action/ assignment button allows Admin/ Sales user to poke a sales order for a specific salesman to follow up on, such as manual credit ring. The user populates the sales order with internal notes field to explain what needs to be done - Pop-up Notifications – Sales/Admin User o Portal from customer table or product inventory table. It will display any pertinent information about the account. For example, if the account is past due when an sales order is created —a Pop-up is shown with this information when customer info is entered or a pop-up is shown if the product that has an issue when that SKU is entered on the sales order. - Canned emails-- Sales/Admin User o This will allow premade emails to be quickly selected and sent to customer from sales order. i.e. backorder email, noticed you have a xxxx please consider xxxxx, customer service follow up emails. CUSTOMER TABLE (Relationship logic to product inventory, product sales, payment history tables) First phase All Users - Yes/ no for email newsletter (note there may be multiple newsletters) - Complete sales history viewable at per customer level in list format as dated PDF’s. o The PDF is a copy of the sales order containing: payment history, address shipped to, tracking #, and any notes (internal sales order notes will only be viewable via Sales or Admin Users) - Multiple ship-to addresses - Store 2 email addresses, 1 website typically for suppliers per Customer ID - Account Status defaults to User type (i.e. Retail User is selected for Retail user login) - Shipping info is populated into the bill section by default, but pops ups to ask if this is correct the first time the account is created. - An account # and date stamp automatically identify who created the account (website defaults as author if created by the customer online) Sales and Admin Users - Select Account Status: Retail, Dealer, Distributor, Supplier, and other (there is relationship logic to product inventory table pertaining to pricing. All accounts created by Retail users default to Retail status. - Select Payment terms: (defaults to prepaid) requires Admin login for credit (require dealer application on file), COD (once selected all sales orders automatically populate with $9 COD charge), cash only (allow only Live sales orders only (walk in or events)) - 2. Search - All unique costumer fields are searchable o Email, Name, Company, Phone # * Context sensitive auto completion – mechanism that matches first few letters to the content of our database and guesses what the user might be looking for. SECOND PHASE Sales and Admin Users - Customer Ranking o Threshold or definition: i.e. total sales for customer; >$300= gold; $300-$100 = Green; <$99= Red. The goal is quick read for the salesman to assess what kind of customer. Admin User can override ranking. - Purchase/Return history shown o Total purchases and total returns displays on top of customers profile record and every new sales order. - Address validation o Similar when entering addresses into Google, user is asked when the address isn’t recognized “specific city or incorrect spelling”. This feature will be available at retail login as well. - Configurable control for duplicates o We can use phone # or email or last name and address. A second customer record cannot be created with same data in the Primary field (applies to all logins) - Track marketing efforts o 5 configurable fields (storing historical data infinitely), i.e. Q1 2010 catalogue, Q2 2010 catalogue, Winter mailing 2010, spring 2010etc. - Account restrictions o Typically used for past due accounts, but admin can flag any abusive customers. Allows A/R manager to write brief note and amount past due, which will pop up in red when trying to create a new sales order for that contact ID. The salesman can see the amount due (from popup) and request payment right then from the customer, with proof of payment, the salesman can allow the purchase otherwise the customer is directed to the A/R. (Admin and Accounts Relievable Login) Search - Typo Keyword database o Collect keyword typed in over time run analyzer for commonly used keywords and related typos, then records this data to correct typos in the search field, this will be repeated over time. - Smart Search feature. o First collect all keywords that have been typed on the AltRider website.  Then an analyzer searches for commonly used keywords, and relates typos to the correct keywords, then records them in the database.  This will be a repeated exercise to ensure accuracy of the smart search.  WEB ORDER/ ORDER FULFILLMENT First Phase - Once a customer adds a SKU to the shopping cart, the customer is asked to login. This allows the shipping rates to be calculated during the shopping experience. - If not a member the person is asked to create an account during this time and their address is validated against USPS. * Address will be validated if every edited. - [JL1]Shopping cart is designed so incomplete or incorrect orders cannot be placed. This ensures all submitted web orders are open and ready to be shipped - Option to automatically populate web orders for a specified time frame or qty with catalogues only if they do not have one associated to that customer ID. This allow new marketing campaigns to go out with each order but not allow duplicates sent to the same customer who order more than once during a campaign. - A customer can cancel a submitted order as long as that order is still in the open status[JL2] - If to the customer attempts to cancel after it is closed, they will be able to call the office to inquire for help. INVENTORY TABLE First Phase - Searchable table - with auto completion, searchable by supplier, category, partial part # or name, - Display - Adjustable # of records displayed, or how to display such as in a full data template or just list, with qty and price. - Recent search * Retail log in will always contain past 10 (adjustable) SKU’s viewed * Sales/ Admin login displays two recent search results * Results pertaining to the current customer ID * Results pertaining to past 50 searches done by the sales Person. - Stock Status (four choices) – Admin/Sales Users with Retail Users messages (shown in bold) * “In Development accepting preorders” - This SKU is handled like backorders, AltRider will pay for the freight once the product is available. The cost of freight is worth gathering pre orders. * “New Product” - this is the default SKU status for the first 40 units sold (adjustable amount) then defaults to “in stock” * “In Stock, will ship today if ordered by 2pm Pacific” if SKU qty >0 or if SKU is selected to be over-sold (at the SKU level an item can be selected able to oversold), then it defaults to not able to oversell * “In production if selected today we will we ship the next available unit with no freight costs but not bill until it is shipped.” [JL3]this is the default when qty is <1 and at the SKU level the option for oversold is no. When selected for the cart there is an editable pop-up text box explaining the order will be split. - Sales admin Login will have full visibility to qty as well as qty due. - Must hold dimensional data of each product (weight, height, depth of product), internal notes - Field for catalogue page or recent marketing document page location of the sku - Print SKU and labels from inventory Second Phase - Package feature o Selected SKUs(children) are combined to make a new SKU (parent) with a new price. the Parent SKU’s inventory level is reflective of the lowest inventory of any child SKU in the package. o At part level * Editable text field that allows information to be added about any product per SKU. Pop-up warning (admin level control of the text box) for warning sales person about a concern with the item. For example, the message would post “The part it only fits year 2003-2005.” In addition, we may consider posting this warning data through to website shopping cart for customer viewing. o Auto replace pricing with a formula. Allowing a auto price adjust on a found set by increase price by a percentage or adjusting their margins. o Live link to video NEW PRODUCT ENTRY (template): Used to collate all the necessary data for new part entry before posting live, this template should be audited before going live. (Records author and auditor -- who approved the product and ensured all data was in place) - Has controls that prevent a part from posting live without certain adjustable rules For example, part cannot post without price, it can be $0 just needs an integer in the price field. ,Cannot post without photo, etc. - Supplier can be selected from our existing customer table or enter new contact if indeed. (auto populates supplier info such as contact info, terms, time to delivery. - Ensures the correct naming convention for product photos files such as display, kit, large, instructions, or installed. Some systems automatically handle the photo naming convention. - Allows parts to be entered but not post to the web while we await inventory or some other information. DEMAND FORECASTING Second Phase Inventory module - Demand forecasting = weighted 3 month average of sales o Demand is determined by a simple formula which is a weighted 3 months average = (sales total 3 months ago *(.8 + sales total 2 months ago) * (1 + current month sales) * inflator)/3. This becomes the suggested buy quantity. So during the down season the inflator maybe set at .4 while during peak season we could adjust to 1.8. - Found sets such as by supplier can then auto populate PO based on the suggested buy quantity. [JL1]Should we consider providing a hover over or click ton know why we need you act. Info? Which we explain our logic is to improve his shopping experience. [JL2]No concern about batching to the bank because we only charge (batch) orders to the bank once we are going to pull the order which means the order is now closed. [JL3]I state not billed at the end because I believe the beginning verbage will likely yeidl more sales.