Updated: 5 April 2020

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Taking and recording orders

  1. Order received electronically via website, automatically sent to LN and SP currently, OR order received in person
    1. Electronic order: LN reviews order and corresponds with client if plant selection not available or unsuitable for the site. Suggests alternative species. Copies SP into emails
    2. In person order: LN confirms plant selection, SP completes order form, sends to LN
    3. Order form naming convention: tube stock or hicos, surname, first name and date of order i.e. WSBN_Tubestock_Order_Peel, Susan 191101
    4. SP: prints out order, files, brings to nursery and adds to Order Book
  2. SP: order added to Nursery Spreadsheet (SS)

Propagating to cover orders

  1. LN: Checks SS for current stock numbers, make a note to sow seeds if more stock needed to fill order
  2. LN: Check SS after every Wednesday to see how many seedlings are in igloos/yard, and if seed tray has been finished or still producing seedlings, and then decide if more seeds need to be sown, or not enough propagated
  3. LN: checks Seed Stock SS to see what seed is available and if more needed, to fill current orders.  
  4. LN/MT: collect cutting material to propagate to fill orders, or ask others to collect

Finalising orders for collection

  1. LN: In March, or when order is due /ready for collection, tubes are collated from nursery using hard copy order form, and if necessary substitute plants put into order, or record made of difference in numbers from original order. Order form is revised as necessary and sent to SP (indicating order ready for processing)
  2. SP sends email to client re plants ready for collection, re any substitute plants or unavailability (and waits for client to OK the order/substitutions). The email asks the client to confirm any changes before invoicing
  3. SP: revised orders in SS if necessary.
  4. SP: Client may change order again, so yet another updated order form is raised, and SS revised

Notifying customer for collection

  1. SP: When client OK’s the final order, an email is sent to the treasurer, with order form attached, to raise an invoice, adding ‘Final’ to the order name. (for COVID-19 situation as at 5.4.20 copies of email to LN, PM).  The invoice contains information on collection details. (for COVID-19 situation, the email for confirmation has PM contact details as orders are collected from PM’s property)
  2. SP: In the SS, the order is moved to ‘orders taken’.  The FINAL order form is printed out and filed in the order book at the nursery
  3. NOT FINALISED:  From PM: When customer rings to confirm collection details Treasurer or other bank signatories check to ensure payment received (as at 5/4/20 PM checks bank a/c). If unpaid we may be OK with known customers, but unknowns we might ask again for payment LN: under normal conditions do you put contact details in the confirmation email ??

Procedure for Wednesday nursery activities

  1. Before volunteers arrive, plant experts review tubes/cuttings trays in igloo 1, if ready to go to the yard, a list is made of which tube stock and given to Yard coordinator. If other stock needs tubing up (i.e. cuttings tray), a list is made and added to the day’s work list on white board. 
  2. Before volunteers arrive, plant experts review seedling trays in igloo 2, if ready the seed trays are taken to propagation area for pricking out/tubing up (SP writes up notes of other activities, such as seed trays to be discarded, rationalising, etc)
  3. This work is written on white board, including any propagation of cuttings which have been received, or division of stock
  4. All works are written up in ‘nursery works’ book by volunteers. The data is then entered onto the nursery data SS by SP.  Stock which has been moved to yard is also recorded on SS by SP.