Processing your Club

How to process clubs, apply discounts, and track member pickups of orders on Revel or VinesOS

Updated over a week ago

Important note regarding processing times:

Processing time including creating orders should be about 1500-2000 orders per hour once the job is in the queue, and on high-load days it may take more time to get in the queue. You can inquire about setting up an independent queue if needed, for a fee.

NOTE: Combining Club Shipment Orders. For members that are in multiple clubs, you can combine their club shipment orders into a single order to reduce their shipping costs and eliminate unnecessary packaging waste.
*This option is only available for club shipment orders that have not yet been processed.
**If you would like this option enabled, please contact Support with your request.

Basics on Processing Your Club

Create Club Run

To begin processing a club, follow these steps:

  • In the sidebar menu, select Clubs > Processing (also called 'Club Shipments' or 'Shipment' depending on your site configuration)

  • From the drop-down, choose the Club for the shipment. If your club does not appear, make sure there are Members in the club. If there are no members in the Club, it will not appear here.  


  • If you are not charging shipping, select Free Shipping (make sure you can legally do this).

  • Discounts: Specify the type of discount that you want to apply, as a Percent or Dollar amount. The default amount will display if it is set in the Club section. If members are in more than one club, you can also apply the multi-club discount. In Club Requirements, you can set a minimum dollar amount to be applied as well.

    Lastly, if you toggled on 'Anniversary discounts' in the Club section of General Settings, you can specify this additional discount while processing your club. For instance, let's say this is a July club run. You could set the discount so all members that joined July 1st-31st and have been active a minimum of 1 year will get an extra 10% discount on this club run. Their July order would receive the regular % discount + the additional 10% as an anniversary benefit. Click 'Preview' to see which members will receive this additional anniversary discount and then click 'Save'.

  • From your list of wines, add the quantity of each wine that you want to include in the batch. For example, your club shipment might include one Pinot Noir, one Cabernet, and one Chardonnay.

  • Make sure you have sufficient inventory and watch for any red error messages. If you need to increase the inventory of what is available, click on the name of the wine to go to the wine detail page where you can update it.

  • Review at the bottom to make sure your discounts and total members look correct.  If you forgot to add the discount, you can update it by going back to the top of the page and entering the amount and then clicking Update.

  • Click the Create Orders button at the top

Customer Choice Clubs

IF YOU ALLOW CUSTOMER CHOICE CLUBS, pause here and go to Customer Choice Clubs for the next steps. 

  OR

Process Club Run

If you are ready to batch process the orders...

NOTE (please read all before proceeding): 

1. The 'Process Orders' button will not appear until after you've created the orders in the previous step. 

2. The first of the month is the most common time for club processing, and server load times are likely to be heavier. You may experience longer delays before you see the processing. Consider choosing off-peak hours (peak is 7 am-4 pm PST) to process to avoid delays. If you don't see the orders processed within 2 hours you should contact us. 

3. Only 50 members at a time are listed on each page. To batch process ALL of the members of the club simultaneously, do NOT place a checkmark in front of any members. If you are ready to send the order to the merchant processor, select the Process Shipment (also called, 'Process Orders') button at the top of the page. This will batch-process all of your member orders at once.

4. Once the orders are queued in the Cart (i.e. before you have Processed them) the pricing of the products is set and cannot be changed. If you do need to update the price of any products included in the pending release, you will need to do that first, and then you will need to start over again (redo) the club release.

When you see the "Success" message you can close the window or navigate away. Orders will continue to process through.  If you see the message "Process Queue" that means it is still working.

  • NOTE: Do not Click 'Ship' until the orders have been processed.

  • After orders have been processed, go back to the Club Processing page and filter by Order status.  These are the status meanings:

  • In Cart = In the cart and not yet processed
    Invalid = Failed credit cards
    Pending = Waiting for processing queue, they will settle through
    Processed = Successfully processed
    Original Open = Open orders that have not been processed yet
    Customized = All custom orders
    Customized Open = Custom orders that have not been processed yet 

  • Filter in the Shipping dropdown for: All, Shipping, or Pickup (choose Location, if you have more than one location).

  • Once you have filtered, choose an Export option, based on what you are doing next (preparing orders, getting a list for pickup, preparing only the custom orders, etc)

Pickup List = List of members and type of membership, if you have pre-packed sets of wine for pickup based on the type of club.

Default = Includes details of what is to be included in the order  

VinFillment = Custom format required if fulfillment via VinFillment

MyUPS = Format required if uploading to ship via MyUPS. This will export only orders that are to be shipped, and only orders that have been processed. It will not include invalid orders or orders for pickup. 

UPS Worldship = Format required if uploading to ship via UPS Worldship. This will export only orders that are to be shipped, and only orders that have been processed. It will not include invalid orders or orders for pickup. 

Other filters may also be available.

If you need a custom filter, submit a ticket. This may be subject to a nominal charge if the filter does not exist.

Processed club orders that show as 'In Cart'

If you add a club order to VinesPOS and add an item to it, and hold it, it will show as In Cart until the additional items have been paid for.

This will also show for any recent order that was added and not yet processed, such as for a new member.

What to do with Failed Orders? 

Depending on your configuration, members whose credit cards have failed will receive an automated email asking them to log in to update their credit cards. Next steps: Failed Orders

Manage Club Pickups

You can manage club pickups either directly on VinesOS or directly on Revel Systems POS. Follow the appropriate link. NOTE, if using Revel, it's critical to know if you are using Invoices or Orders for club shipments. If you're unsure.. ask us and we can verify it for you. 

Manage Club Shipments

We recommend using UPS so you can create shipping labels and track club orders right through to delivery.


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