This is the most recent standard operating procedure for handling trail guide donations. Everyone should be familiar with this and know where to find it. Please click the “FEEDBACK” button on the left and let us know that you have read and understand the process. Thank you.
Trail Guide Donation
On a regular basis, trail guides, listed below, need to be sent up to the Quarry Exhibit Hall or to roadside/trailside donation boxes. They might be physically transferred from the store to the proper location by either a park ranger (DINO staff) or by an INHA employee. The procedure is the same no matter who takes them out of the store.
It is the case that every inventory item that comes into the store has a paper trail, so anything that leaves the store must also have a paper trail, whether it is carried out by a visitor or a ranger or an INHA employee… a receipt must be created that accounts for the transfer of the item out of the store. Even though we may not always print out the receipt and hand it to a visitor after a purchase, the document was still created in the Quickbooks POS system (cash register).
The transaction needs to be handled by the clerk/employee on duty that is responsible for Quickbooks POS sales for the day. The clerk will:
- Verify the quantity of brochures that are being taken out of the store.
- In the QBPOS, under Make a Sale, “DINO DONATIONS” should be entered into the “Enter customer name or phone” box in the upper right-hand corner.
- Enter the item as with any sale, either by item number or by typing.
- Click the Qty/Price/Discount button for the item.
- Enter the proper quantity being taken, e.g. 300
- Change the unit price to our cost (from the cost column on the item line)
- Click OK.
- Click the big blue “Give Discount” button on the left side of the screen (important to use this specific button [THIS IS THE ONLY TIME YOU WILL USE THE BLUE “GIVE DISCOUNT” BUTTON]).
- In the box under discount percentage, type 100, press TAB, click Close
- Amount Due for Sales Receipt will now say 0.00
- Click Save & Print
- Have the person taking the merchandise sign the receipt, clerk initials the receipt and places it in the cash drawer with CC batches, checks, etc.
- The brochures may now be taken out of the store and delivered to their designated destination.
Trail guides (brochures) that are sometimes donated:
- Tour of Tilted Rocks #712
- Guide to the Fossil Bones at the Quarry Exhibit Hall (Bone Guide) #720
- Harpers Corner Trail Guide #721
- Sound of Silence Trail Guide #716
- Gates of Lodore Trail Guide #715
Rev 050517