- Purpose
- Targets
- Email Schedule Overview
- Weekly Packing Slip Emails (Franchise)
- Weekly Packing Slip & Invoice Emails (Corporate)
- Weekly Head Office Invoice Emails (Corporate)
- Bi-Weekly Payment Authorization Email (Corporate)
- Bi-Weekly Transaction Receipt Email (Corporate)
- Bi-Weekly Payment Confirmation Email (Franchise)
- Weekly Payment Confirmation Email (Gastown Exception)
Purpose #
Communication is the one of the key foundations of our operational structures. We communicate with the BEC stores via email to send their packing slips, invoices, payment confirmation & transaction receipts.
In this topic we will explore the regulated schedule of these emails, the information needed and who they need to be addressed to.
Let’s go!
Targets #
Upon completing this topic you will be well versed in the following:
- email schedule for corporate & franchise stores
- attachments for corporate & franchise store emails
- email addresses used for corporate & franchise store emails
Email Schedule Overview #
With there being two branches of BEC, corporate and franchise, there are two different email schedules we work with based on a store’s classification.
BEC Corporate Store emails:
- Each delivery day: PDF copy of the packing slip & invoice for that specific delivery day sent to each individual store as well as a copy of each store’s invoice sent to head office.
- Bi-weekly: PDF copy of all store invoices included in the completed billing cycle, PDF copy of the account statement for the completed billing cycle, Excel copy of the account statement for the completed billing cycle. Once approval is received and payment processed for each store, transaction receipts are then emailed.
The table below shows an expanded version of the points above.
WEEKLY
BI-WEEKLY
|
DAY |
EMAIL TYPE |
CONTENT |
RECIPIENTS |
|
TUESDAY |
Payment Authorization |
|
ap.assistant@bodyenergyclub.com
ordertracking@bodyenergyclub.com ap.accounts@bodyenergyclub.com |
|
FRIDAY |
Transaction Receipts |
|
ap.assistant@bodyenergyclub.com
ordertracking@bodyenergyclub.com ap.accounts@bodyenergyclub.com |
BEC Franchise Store emails:
The Franchise Stores are much more simplistic and operate on the following schedule:
- Each delivery day: PDF copy of the packing slip for that specific delivery day sent to each individual store
- Bi-weekly: PDF copy of the accumulated store invoice for all orders included on the completed billing cycle.
The table below shows an expanded version of the points above.
WEEKLY
|
DAY |
EMAIL TYPE |
CONTENT |
RECIPIENT |
|
SATURDAY |
Store Level Packing Slip | Packing Slip for individual store’s Saturday delivery |
West Broadway: wbroadway.manager@bodyenergyclub.com wbroadway.staff@bodyenergyclub.com Coquitlam: coquitlam.manager@bodyenergyclub.com coquitlam.staff@bodyenergyclub.com West 4th: west4th.staff@bodyenergyclub.com UBC: |
|
TUESDAY |
Store Level Packing Slip & invoice | Packing Slip & Invoice for individual store’s Tuesday delivery |
West Broadway: wbroadway.manager@bodyenergyclub.com wbroadway.staff@bodyenergyclub.com Coquitlam: coquitlam.manager@bodyenergyclub.com coquitlam.staff@bodyenergyclub.com West 4th: west4th.staff@bodyenergyclub.com UBC: |
|
THURSDAY |
Store Level Packing Slip & invoice | Packing Slip & Invoice for individual store’s Thursday delivery |
West Broadway: wbroadway.manager@bodyenergyclub.com wbroadway.staff@bodyenergyclub.com Coquitlam: coquitlam.manager@bodyenergyclub.com coquitlam.staff@bodyenergyclub.com West 4th: west4th.staff@bodyenergyclub.com UBC: |
BI-WEEKLY
|
DAY |
EMAIL TYPE |
CONTENT |
RECIPIENTS |
|
TUESDAY |
Payment Confirmation |
|
West Broadway, West 4th & Coquitlam: wbroadway.manager@bodyenergyclub.com wbroadway.accounts@bodyenergyclub.com rodp.inventory@bodyenergyclub.com UBC: ubc.manager@bodyenergyclub.com ubc.ap@bodyenergyclub.com |
BEC Franchise Exception:
As with most things, there is always an exception to the rule 🙂
Occasionally we will receive franchisees who request an email schedule outside of the regular structure. The case of BEC, this store is the West Hastings Franchise. In this case, there are only weekly emails and no bi-weekly emails.
The structure is as follows:
- Each Order Day: PDF copy of the paid invoice for that day’s received PO order
- Each Delivery Day: PDF copy of the packing slip for that specific delivery day
WEEKLY
|
DAY |
EMAIL TYPE |
CONTENT |
RECIPIENT |
|
SATURDAY |
Store Level Packing Slip | Packing Slip for store’s Saturday delivery | gastown.manager@bodyenergyclub.com
gastown.staff@bodyenergyclub.com anton@bodyenergyclub.com |
|
SATURDAY |
Paid Invoice PDF | Paid Invoice for PO order received on Saturday for Tuesday’s upcoming delivery | gastown.manager@bodyenergyclub.com
gastown.orders@bodyenergyclub.com anton@bodyenergyclub.com |
|
TUESDAY |
Store Level Packing Slip | Packing Slip for store’s Saturday delivery | gastown.manager@bodyenergyclub.com
gastown.staff@bodyenergyclub.com anton@bodyenergyclub.com |
|
TUESDAY |
Paid Invoice PDF | Paid Invoice for PO order received on Tuesday for Thursday’s upcoming delivery | gastown.manager@bodyenergyclub.com
gastown.orders@bodyenergyclub.com anton@bodyenergyclub.com |
|
THURSDAY |
Store Level Packing Slip | Packing Slip for store’s Saturday delivery | gastown.manager@bodyenergyclub.com
gastown.staff@bodyenergyclub.com anton@bodyenergyclub.com |
Weekly Packing Slip Emails (Franchise) #
Now that you know the schedule of the emails, it’s time to dig into the verbiage content and structure for the email.
Subject Title: Packing Slip – Date – Store
Example: Packing Slip – Thursday Nov. 21st – W. 4th
To: Insert appropriate store recipient emails
Example: amber@bodyenergyclub.com , west4th.staff@bodyenergyclub.com
Verbiage:
Hello!
Please find the packing slip attached for today’s delivery.
Have a wonderful day! 🙂
Attachment(s): Packing Slip
Below is a screenshot of a Franchise packing slip email which incorporates all of the above.
Weekly Packing Slip & Invoice Emails (Corporate) #
As you learned in the email schedule overview, the corporate stores receive both the packing slip and the invoice attached in the email on their delivery day.
For this scenario we use a slightly expanded version of the Franchise structure.
Subject Title: Packing Slip & Invoice – Date – Store
Example: Packing Slip & Invoice – Thursday Nov. 21st – Burnaby
To: Insert appropriate store recipient emails
Example: highgate.manager@bodyenergyclub.com , highgate.staff@bodyenergyclub.com
Verbiage:
Hello!
Please find the packing slip & invoice attached for today’s delivery.
Have a wonderful day! 🙂
Attachment(s): Packing Slip, Invoice
Below is a screenshot of a Corporate store packing slip & invoice email which incorporates all of the above.
Weekly Head Office Invoice Emails (Corporate) #
As you learned in the email schedule overview, we also need to email BEC head office a copy of the corporate store invoices for each delivery day.
Below is the structural template we use for this task.
Subject Title: Invoices – Corporate Stores – Date – Deliveries
Example: Invoices – Corporate Stores – Thursday Nov. 14th – Deliveries
To: ordertracking@bodyenergyclub.com
Verbiage:
Good afternoon BEC team!
Please find the invoices attached for your reference.
If you have any questions, feel free to give me a call 🙂
Have a wonderful day!
Attachment(s): Invoices for each store delivery for that day
Below is a screenshot of a Corporate store packing slip & invoice email which incorporates all of the above.
Bi-Weekly Payment Authorization Email (Corporate) #
As discussed, every second Tuesday, at the end of a billing cycle, we must email BEC account payable to request authorization to process the payments for the corporate stores. The exception here is Brentwood. This store is Corporate and follow the same structure from others, except the authorization email is for Rav: brentwood.ap@bodyenergyclub.com & the CC info to process the payment is under the name Brentwood.
The structure of this bi-weekly email is as follows:
Subject Title: Authorization – CC – Invoices & Statement (weeks on billing cycle)
Authorization – CC – Invoices & Statement (weeks of November 3rd & 10th)
To: ap.assistant@bodyenergyclub.
Verbiage:
Good afternoon (current contact name),
Could you please provide me authorization, to charge on INSERT PAYMENT DATE, the attached invoices for the corporate stores (Cambie, Davie, Robson, Equinox – WGeorgia, Burnaby – Highgate, E3rd, Granville & WCordova)?
Please don’t hesitate to give me a shout if you have any questions.
Attachment(s): Invoices for each delivery day for each store included in the billing cycle, PDF account statement, Excel account statement
Below is a screenshot of an authorization request email which incorporates all of the above.
Bi-Weekly Transaction Receipt Email (Corporate) #
Once the authorization has been received, the payments are then processed on Friday of the same week and an email must be sent containing the transaction receipts for each corporate store.
The structure of this bi-weekly email is as follows:
Subject Title: Transaction Receipts – Weeks on billing cycle
Transaction Receipts – Billing Cycle Weeks of November 3rd & 10th
To: ap.assistant@bodyenergyclub.
Verbiage:
Hi (current contact name),
Attached are the transaction receipts for the completed billing cycle for each corporate store.
Please don’t hesitate to give me a shout if you have any questions.
Attachment(s): Transaction receipts for each corporate store for the completed billing cycle
Below is a screenshot of a transaction receipt email which incorporates all of the above.
Bi-Weekly Payment Confirmation Email (Franchise) #
As discussed, we do not need to email the Franchise stores for authorization prior to processing the bi-weekly payment. Therefore, we can jump straight into the payment confirmation email.
The structure of this bi-weekly email is as follows and applies to all Franchise stores EXCEPT West Hastings:
Subject Title: Paid Invoices INSERT INVOICE NUMBERS – INSERT FRANCHISE STORES
Paid Invoices 1622 & 1623 – Kits & Coquitlam
To: wbroadway.manager@bodyenergyclub.com , wbroadway.accounts@bodyenergyclub.com , rodp.inventory@bodyenergyclub.com . ap.rodp@bodyenergyclub.com
Verbiage:
Good Morning 🙂
Please see attached, the paid invoices (weeks of billing cycle) for the completed billing cycle.
Please don’t hesitate to give me a shout if you have any questions.
Have an amazing week!
Attachment(s): Paid invoice pdfs for the accumulated invoice for each store for the completed billing cycle
Below is a screenshot of a Franchise Payment Confirmation email which incorporates all of the above.
Weekly Payment Confirmation Email (Gastown Exception) #
As discussed, the Gastown & Coal Harbour Franchises are a unique structure where we process the payment for each order immediately upon receipt and email them payment confirmation the same day.
The structure of this email is as follows:
Subject Title: Paid Invoice INSERT INVOICE NUMBER(S)
Paid Invoice 1716
To: gastown.manager@bodyenergyclub.com , gastown.orders@bodyenergyclub.com
Verbiage:
Good Morning 🙂
Please see attached, the paid invoice for purchase order # INSERT PO NUMBER(s) OF ORDER(s)
Please don’t hesitate to give me a shout if you have any questions.
Have a great day!
Attachment(s): Paid invoice pdf for PO order submission(s)
Below is a screenshot of a Gastown Payment Confirmation email which incorporates all of the above.
