Task Management Documentation - Coffee Sales


Job/Task: Coffee Sales - since 2005!
Date(s): Monthly at Welcome (Donut) Sundays
Description: This task involves the sale of Fairly Traded Gourmet coffee, hot chocolate, and chocolate candy bars as part of the Equal Exchange Interfaith Coffee Program. The purchase of products from Equal Exchange benefits Catholic Relif Services and the small coffee farmer. Our mark-up price is minimal so that people can purchase our coffee at a reasonable price. Our goal is to benefit the coffee farmer and CRS.
Tasks:
  1. Order products online:
    • Equal Exchange: Interfaith Store
    • Coffees:
      • Organic Columbian - Drip & Whole Bean
      • Columbian Decaf - Drip
      • French Roast Organic - Drip & Whole Bean
      • Hazelnut Cream - Drip
      • French Vanilla - Drip
    • Chocolate products:
      • Organic Dark Chocolate w/Almonds
      • Organic Very Dark Chocolate
      • Organic Dark Chocolate w/ Pure Cocoa Nibs
      • Organic Hot Cocoa
    • Ordering four cases in any combination waves the shipping fee.
    • Orders are prepaid by personal credit card and shipped to St. Edward. Delivery usually takes a week.
  2. Provide receipts to WSE Treasurer:
    • Attach Equal Exchange receipt to WSE Request for Reimbursement form.
    • Place in Classroom 5 WSE inbox (or in WSE folder in Parish Office) for WSE Treasurer.
    • Reimbursement check mailed to person who placed coffee order.
  3. Sell Coffee at Welcome Sunday:
    • Arrive early to set up coffee/chocolate/cocoa table - coffee stored in Hall storage cupboard.
    • Have some startup cash - usually $30.00 is enough.
    • Current selling price information stored with coffee in Hall storage cupboard.
    • After sale, take inventory to know what to order.
  4. Deposit money from sale:
    • Get WSE deposit slip from Treasurer's inbox in classroom 5.
    • Xerox checks to keep in Coffee Sale file.
    • Make deposit at Park National Bank.
    • Fill out a WSE Deposit form (located in Treasurer's inbox in classroom 5) and attach deposit receipt.
    • Make copy of WSE Deposit form and deposit receipt for chairperson - place in Classroom 5 WSE inbox (or in WSE folder in Parish Office) for WSE Treasurer.

Note about inventory/ordering products: All the coffees and the Hot Chocolate come six to a case; the chocolate bars come 12 to a case. The most popular coffees are the Columbian and French Roast. It is desirable to keep at least four or five bags of each of these on hand. We sell less decaf and flavored coffees - keeping two or three bags of these on hand is usually sufficient. I do not keep all the varieties of chocolate bars on hand each month. If I need to order coffee and I need another item to get free shipping, I'll order chocolate bars. Chocolate bars cannot be shipped between May and September, so in the Spring I try to stock up (have a couple boxes on hand) for sales through the summer. Last December hot chocolate was on sale so I ordered a couple cases. One month, a parishioner bought all the hot chocolate I had - she uses it in the lunch room at their business. Sales fluctuate somewhat. But there are "regulars" that buy every month!

Help Needed:
  1. Help is needed for replacing Barb when she needs to be out of town!
  2. Help is needed for replacing Barb once in a while, even if she won't be out of town!

Prepared by Barb Hinterschied, January, 2010