Split List

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The split list refers to the spreadsheet that is used to record the number and type of veggie box orders for each week before ordering produce. This is filled in each week from the veggie envelopes and sent to the Veggie Coordinator who then orders produce using this information. For a Thursday veggie box day, this must be completed after 5pm on Tuesday and before Wednesday afternoon.

Split list procedure

  • Sort all of the fruit and vegetable orders from the veggie tin by type, ensuring the correct money is in the envelope
  • Check that membership numbers are active (only active members can order)
  • Ensure the date of the envelope is for the current weeks order and put envelopes for future week orders aside. After sorting, bundle future week orders together, with cash still in them and place in the safe in the veggie pouch.
  • Open the split list spreadsheet on the shop computer and copy the previous week's split list file to a new file and given a new date. Archive the old file.
  • Fill the new split list with orders for the week, one at a time, collecting the money together as they are processed.
  • Wrap the forms together with rubber bands, grouping by type and binding into one secure bundle. Place in the veggie pouch in the safe.
  • Count the money and check with the expected value generated by the spreadsheet.
  • If the amount is correct, bundle the forms and store in the vegetable order box. If it’s not correct, try to figure out whether you counted wrong, have an error in the spreadsheet, or if incorrect money was put in one or more envelopes.
  • Firmly wrap the cash together in denominations attaching a piece of paper with the counted value, date and your name written on it'.
  • Place the bundle in a plastic sleeve and put in the safe.
  • Send the finalised split list to the veggies email address by Tuesday evening for the order to be made by the Veggie coordinator on Wednesday evening.

The split list often completed in two stages. For example, the Saturday shift coordinator will fill the split list with the orders received up to that time. On Tuesday another coordinator will add the remaining orders to the split list.